University-Wide Regulations

Complaint Policy

Please consult the Troy Student Complaint Policy and submit a completed form to Troy University, 219 Adams Administration, Troy, AL, 36082. 

Online students may appeal unresolved complaints to the Alabama Commission on Higher Education, the SARA Portal Entity for Alabama. Additional details are available on the Student Complaint webpage.

For students receiving VA education benefits, any complaint against the school should be routed through the VA GI Bill Feedback Tool by going to the following link: https://www.benefits.va.gov/gibill/feedback.asp. The VA will then follow up through the appropriate channels to investigate and resolve the complaint satisfactorily.

For students receiving tuition assistance through the Department of Defense, students should submit any complaints against the school through the Postsecondary Education Complaint System by going to the following link: https://www.militaryonesource.mil/resources/gov/postsecondary-education-complaint-system/.

California Residents: Affected students enrolled in out-of-state online college programs can file complaints at www.dca.ca.gov, or call the Department’s Consumer Information Center at (833) 942-1120.

Florida Residents: For student complaints not resolved by the institution, students can contact the Commission for Independent Education at 325 West Gaines Street, Suite 1414, Tallahassee, FL 32399-0400, toll-free telephone number (888) 224-6684.

Georgia Residents: For student complaints not resolved by the institution, students can contact the Georgia Nonpublic Postsecondary Education Commission, 2082 East Exchange Place, Tucker, GA 30084, Telephone (770) 414-3300.

South Carolina Residents: For student complaints not resolved by the institution, students can contact the South Carolina Commission on Higher Education.

Disability Services: Policies and Procedures

Please consult The Oracle, the University’s official student handbook, for the most current and complete policies related to disability services.

Harassment and Discrimination Policy

For the most current and comprehensive information regarding Troy University’s policies on harassment and discrimination, please refer to The Oracle, the University’s official Student Handbook.

Religious Holiday Observance Policy

Troy University respects the religious diversity of our academic community and recognizes the importance of religious holy days and observances in the lives of our community members. TROY strives to be an inclusive community in all aspects of academic and campus life. Faculty members are expected to make reasonable efforts to accommodate the sincerely held religious practices and observances of students.

Guidelines: Guidelines pertaining to the observance of religious holidays are as follows:

1. TROY encourages all faculty, staff, and students to be cognizant of major religious and cultural observances when planning major campus events in order to be sensitive to potential conflict.
2. Guidelines relating to academic work (below) should be loaded into the online syllabus template. All faculty members are encouraged to include on the syllabus and to announce at the beginning of the semester/term the following:

• Students should notify faculty in writing or via email during the first two weeks of the semester/term of their intention to be absent from class for religious observance.
• Faculty should provide students who give the required notice of and are absent for observance of a religious holiday reasonable opportunity to complete academic responsibilities in the original or alternative form without penalty, unless doing so would interfere unreasonably with the academic integrity of the course.
• If the student and the faculty member cannot agree on a requested accommodation for completion of the academic responsibilities, the student may appeal to the department chair.
• Upon approval of an accommodation, the student is responsible for completing the academic work by the deadline established in the accommodation.

Tobacco Policy

Introduction

Troy University is committed to providing a healthy and safe environment for all students, faculty and staff. The University’s Board of Trustees demonstrated this commitment with the approval of a resolution designating Troy University as a tobacco-free institution. This policy, which came into effect on August 13, 2012, prohibits smoking and the use of all tobacco products within all University buildings, parking lots, structures, walkways, indoor and outdoor athletic facilities, University vehicles, worksites and grounds and any vehicles on campus regardless of ownership. The health care and health education programs of the University perform an important function by demonstrating and promoting healthy lifestyles through activities such as curtailment of the use of tobacco products.

Definitions

• “Smoking” means inhaling, exhaling, burning or carrying any lighted or heated cigar, cigarette or pipe.
• “Tobacco Products” such as all forms of tobacco, including but not limited to cigarettes, cigars, pipes, water pipes (hookah), electronic cigarettes and smokeless tobacco products (e.g. chewing tobacco and snuff).
• “Members of the University Community” include its faculty, staff, students, volunteers, vendors, customers and visitors.

Policy

This policy applies to all Troy University employees, students, contractors, vendors, recruits and visitors.

The use of all tobacco products is prohibited on all property that is owned, operated, leased, occupied or controlled by the University. “Property” for the purposes of this paragraph includes buildings and structures, grounds, parking lots, non-public walkways, sidewalks and vehicles, as well as personal vehicles in these areas. These same policies apply for all TROY campuses and locations.

Troy University will provide a variety of wellness initiatives to assist students, faculty, and staff to achieve nicotine independence and smoking cessation.

Implementation Authority

Authority for enforcement of this policy is vested in the Deans of Colleges, Department Chairs, Supervisors or the Dean of Students and Athletic Director or their designee, in conjunction with the Associate Vice Chancellor of Human Resources.

Compliance

Violation of this policy may result in corrective action under the Student Code of Conduct, Human Resources Policies and Procedures or other applicable University Regulations or Policies. Visitors refusing to comply may be asked to leave campus.

Student Records Policy

In accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA) (also known as the Buckley Amendment; 20 U.S.C. §§ 1230, 1232g; effective April 8, 1976), Troy University maintains and protects student educational records while ensuring students’ rights to privacy and access.

1. General Policy.

The University will not release personally identifiable information from a student’s educational records, other than designated directory information (see Section 4), without the student’s written consent, except to:

1. University officials with legitimate educational interests, including:

• Employees in administrative, supervisory, academic, research, or support staff roles
• Members of the Board of Trustees
• Contractors or agents performing official University duties (e.g., attorneys, auditors)

A legitimate educational interest exists when the official is:

• Performing duties outlined in their job description or a in a contract agreement
• Supporting a student’s education or disciplinary procedures
• Providing services or benefits such as healthcare, counseling, financial aid, or job placement

2. Officials of other institutions where the student seeks or intends to enroll. Students may review or receive a copy of the record and has the right to challenge such records.
3. Authorized federal, state, or educational authorities for purposes of conducting audits or evaluations, with protections against personal identification except when specifically authorized by federal law. This data will be destroyed once the audit or evaluation is completed.
4. Parties involved in financial aid determinations. State and local officials or authorities that require reported information regarding financial aid disbursements pursuant to state statute adopted prior to November 19, 1974.
5. Organizations conducting approved educational studies for, or on behalf of, educational agencies or institutions for the purpose of developing, validating, or administering predictive tests, the administration of student aid programs, or improving instruction. Student identities will be protected and data destroyed when no longer needed.
6. Accrediting agencies carrying out accreditation functions.
7. Parents of dependent students as defined for tax purposes.
8. Parties complying with lawful subpoenas or court orders.
9. Appropriate individuals in an emergency to protect the health or safety of the student or others. Students will retain access rights to their records as described in Section 2 below.

2. Definition of Educational Records.

Educational records include records, files, documents, and materials directly related to a student and maintained by the University or its agents.

The following items are specifically excluded from the definition of “educational records” and not subject to student inspection:

1. Records or personal notes kept solely by personnel or a designated assistant.
2. Campus security records except those used for administrative purposes.
3. Medical or counseling records used solely for treatment purposes. These records are used only in connection with the provision of treatment to the student. Students may request access through a chosen physician or appropriate professional.

3. Definition of Student.

A “student” is any individual who is currently enrolled in, attending, or has attended a course at Troy University. Prospective students are not included.

4. Directory Information.

The University designates the following as directory information, which may be released unless a student requests otherwise:

1. Student’s name and email address
2. Dates of attendance
3. Major/minor, degree sought, classification (freshman-senior), and full-time or part-time enrollment status
4. Participation in officially recognized activities
5. Degrees, honors, and awards (e.g., Dean’s List)

Students may request in writing that directory information not be disclosed.

5. Location of Records.

The following officials are responsible for student records within their respective areas:

A. Senior Vice Chancellor, Academic Affairs/Provost
B. Senior Vice Chancellor, Student Affairs
C. Senior Vice Chancellor, Finance and Administration
D. University Registrar
E. Deans of various schools within the university

Students should direct record requests, disclosure restrictions, or challenges to the appropriate records official noted above. If a student is unsure who to contact for their records, they can reach out to the University Registrar’s office for assistance. If concerns cannot be resolved informally, the matter may be referred to the University Hearing Officer, who will schedule a hearing within 10 days.

6. Access of Student Records to Student.

Students have the right to inspect and review their educational records in the presence of a university staff member. Written requests must be submitted to the appropriate records official. If the request is not personally delivered by the student who can provide the appropriate identifying documentation, an affidavit of a Notary Public with the student’s signature is required. Records review requests will be fulfilled within 45 days. Copies may be provided when appropriate.

7. Limitations on Access.

The right of inspection of personal information, described in Section 6 above, does not include the following records:

1. Financial records provided to the University by the parent(s) of the student.
2. Confidential recommendation letters placed in records before January 1, 1975 (if used only for original purposes).
3. Confidential records for which access has been formally waived by the student in accordance to the policy concerning waivers in Section 9 below.

8. Challenging the Contents of the Record.

Students may request a hearing to challenge information found within their record that they consider to be inaccurate, misleading, or inappropriate. To challenge any part of a student record, the student must submit a written request for a hearing in the same manner and under the same procedures provided above in Section 5.

The request for a hearing should state the item(s) in the file to be challenged and why (e.g., inaccurate, misleading, inappropriate, etc.). The records official will examine the contested item(s), consult with the person who placed the item in the file, if possible, examine documents presented in support of the dispute, and hear any testimony the student may choose to present.

The records official may determine that the contested item should be retained in the file, deleted, revised, or that the dispute should be referred to the Hearing Officer who will set a hearing within 10 days for a final decision.  Following the hearing, a written decision will be delivered or mailed to the student within 10 days. If the final decision is to retain the disputed record, the student will be allowed to place a written explanation in the file.

9. Waiver of Access.

A student or person applying for admission may waive their rights of access to confidential statements concerning application for admission, financial aid, employment, honorary recognition, or any other benefit made available by Troy University.

The student may sign and return the waiver or may request a list of names of persons who will be asked for recommendations prior to signing and returning the waiver. The student may also decline to waive the right of access. No application will be conditioned or prejudiced by the student’s failure or refusal to sign the waiver.

10. Providing Records to Third Parties – Content of Consent.

The policy of Troy University is to refuse access to student records to third parties without the written consent of the student, except as provided in Sections 1 and 4. Any records related to a student, which are not excluded by the provisions within Section 2, will be released upon receipt of that student’s written request. The written request should include the following:

1. A statement specifying what records should be released
2. Name of the person the records should be released to
3. If the student would like a copy of what was provided to also be sent to them, including the address where the records should be mailed.

11. Parental Notification Letter

In accordance with the Family Educational Rights and Privacy Act (FERPA), the University must have parental and student consent to release student information to parents and/or legal guardians. This information includes grades, billing information, schedules, and judicial files.

12. Transfer of Information by Third Parties.

Any information released under Section 10 will be conditioned on the understanding that the party which the information is being transferred will not permit any other party to have access to such information without the consent of the student. Such conditional understanding shall be in writing, and included in or attached to each release of information.

13. Record Access.

Troy University shall maintain a record, kept with the education records of each student, that lists those who have requested or obtained access to a student’s educational records (other than those specified in Section 1a). The record will indicate specifically the legitimate interest that each party has in obtaining this information.  Such record of access shall be available only to the student, to the school official, and their assistants who are responsible for the custody of student records, and to persons or organizations authorized in, and under the conditions of paragraph 1a and 1c, as means of auditing the operation of the system.

14. Destruction of Records.

Troy University retains the right, if not otherwise precluded by law, to destroy records as a matter of policy. However, upon written request, a student shall be granted access to copies of their record, which are not excluded by the provisions of section 2, prior to the destruction of the records. Without such a request on file prior to destruction, no copy of records to be destroyed will be provided to the student.

15. Cost of Copies.

Students requesting copies of records may be charged a reasonable fee established by the University.