My Rights and Responsibilities

Personal Information

Legal Name - The name an individual uses for official governmental documents, such as licenses, passports, and tax forms.

Chosen Name - Indiana State University recognizes that members of our community prefer to use names other than their legal names to identify themselves.

How to request a name change:

Legal Name Change

Students who have had their legal names changed by the appropriate government entities shall inform the University of this change by completing and submitting the Change of Name/Sex form to the Office of the Registrar. Please refer to the form for acceptable documentation.

Chosen Name Change

Students may change their chosen first name by going into the MyISU portal. The person’s chosen name may be used in University communications and informational materials except where the use of the legal name is required by University business or legal need. Not all University information systems, databases, and processes may be able to display a chosen name, and many uses require the display of the legal name; therefore, individuals who utilize a chosen name within University systems should always be prepared to reference their legal name and provide corresponding identifications when necessary.

The student’s last name will remain unchanged and will be included with the chosen first name. Chosen first names are limited to alphabetical characters, a hyphen (-), and a space. Indiana State University will not accept a chosen name that is vulgar, offensive, obscene, fanciful, or creates confusion between the individual with another individual. The use of the chosen name cannot be used for the purpose of misrepresentation. The University Registrar will determine if a student’s chosen name is appropriate under these criteria.

Gender Designation 

Students may add a gender designation by going into the MyISU portal. If you decide to share your gender designation in MyISU, this will be included along with other information provided to University employees.

The person’s gender designation may be used in University communications and informational materials except where the use of the legal sex is required by University business or legal need. Not all University information systems, databases, and processes may be able to store or display a separate gender designation, and there may be uses that require a display of the legal sex; therefore, individuals who utilized a gender designation within University systems should always be prepared to reference their legal sex as well and to provide corresponding identification when necessary.

Pronoun Designation

Students may add pronouns by going into the MyISU portal. If you decide to share your pronouns in MyISU, this will be included along with other information provided to University employees. Please note: not all University information systems, databases, and processes may be able to store or display pronouns.

FAQs

• What is a legal first name?
  • The name an individual uses for official governmental documents, such as licenses, passports, and tax forms.
• How do I change my legal name?
  • A student should fill out the Change of Name/Sex form and submit the form and appropriate documentation to the Office of the Registrar.
• What is a chosen first name?
  • It is the name an individual would like to be called while associated with Indiana State University.
• How do students change their chosen name?
  • Log into the MyISU portal
  • Select Student Self-Service
  • Select the Additional Resources tab
  • Select Personal Information
  • Select My Profile- Update Address, Phone
  • Select the Edit button on the right
  • Add your chosen name
• How do I get my chosen name on my ISU ID card?
  • Students can go to the public safety office and request a replacement ID card with their chosen name printed on the card. There is a replacement fee of $15.00. Please note if a chosen name is used on the ISU ID card it cannot be used for voting purposes.
• Do I have to use a chosen first name?
  • No. The use of a chosen name is optional.
• What name will appear on the student’s diploma?
  • Chosen Name- If a student is needing their diploma notarized for any reason, the legal name must be printed on the diploma.
• What happens to my email address when I update my chosen name?
  • When a student updates their name the display name will update within 24 hours without any additional intervention from the student. This display name is how the name associated with that email address shows for others when searching, sending, and receiving emails. If the student would like to have their sycamores email address changed, please send an email to registrar@indstate.edu. We will confirm with the student when this has been updated.
• Whom do I contact if I have additional questions?
  • For additional questions, contact the Office of the Registrar at 812-237-2020 or registrar@indstate.edu

Social Security Number

The University encourages you to submit your Social Security Number upon submitting your application for admission. This information is required for both federal and state reporting such as 1098T (Federal Tax form) and financial aid. You will not be permitted to register for classes until this information is submitted. International students who do not have a Social Security Number are exempt from this requirement.

Social Security Numbers can now be submitted via the Secure Upload site: indstate.edu/secureupload.

Updating Student Information

In addition to your mailing (home) address, you are required to have on file with the Office of the Registrar a local or campus address. Address changes may be completed on the MyISU Portal or by contacting the Office of the Registrar, Parsons Hall, room P009, extension 2020. Students without a current mailing or local address on file will be encumbered by the Office of the Registrar.

Students are also encouraged to update emergency contact information each semester.  Emergency contact information can be updated by clicking on the Emergency Contact link on the Miscellaneous tab in your MYISU portal.

Submitting Transcripts for Transfer Consideration

To be official, transcripts must be sent directly from the high school to Indiana State University electronically or through postal mail to the Admissions Office. A final high school transcript will be required upon graduation and completion of all high school coursework. 

Effective Fall 2022, courses that are transferred into Indiana State University that are earned at the lower division level can only be awarded at the level that the credit was earned by the student. A lower division transfer course can equate to an Indiana State University upper division course content and clear a course requirement but cannot be awarded upper division credit for degree completion.

Any student who has transferred in course work and believe that it should be meeting a specific degree requirement have the option to appeal how their credits were evaluated. Students are strongly encouraged to discuss their issue with their advisor first to see if an exception needs to be made.  Students must be logged into their portal in order to access the appeal form. A syllabus must be attached to the appeal form in order for a review to occur. Different appeal forms must be submitted for different institutions. Contact the Office of the Registrar for any questions.

Veteran Residency

In accordance with the Veterans Choice Act, military-affiliated students will recieve in-state residency status. 

International Students

Indiana State University requires all international freshman and transfer undergraduate students, as well as international graduate students completing programs of study in the Department of Languages, Literatures, and Linguistics, to take the English Placement Test. This test is administered by the Department of Languages, Literatures, and Linguistics to determine your level of English writing proficiency and to determine whether you need to take an ESL class and, if so, which class you must take. Please note: The test is offered only during the international student orientation.   Students must bring some form of picture identification, such as a passport.   For additional information, please contact the Department of Languages, Literatures, and Linguistics at 812-237-2677.

Indiana State University defines sponsored students as those students with full or partial funding support from a foreign government, corporation, or nonprofit organization.

To offset additional institutional costs for services required by sponsoring organizations, all sponsoring organizations will be assessed a $300 per semester fee during the fall, spring, and summer semesters, for each sponsored undergraduate and graduate student enrolled at Indiana State University.

State Immunization Requirements

Students may now submit immunization records online at here or via Secure Upload http://www.indstate.edu/secureupload

The following immunizations are required for admission by the State of Indiana and Indiana State University for full-time students with at least one on-campus course.

• 2 MMR (Mumps, Measles, Rubella) immunizations- Doses must be at least 28 days apart

• Tetanus and Diphtheria (Td or Tdap)- Must have received a dose within the last 10 years

• Meningitis Conjugate- Students who are 23 years old or younger must have received one dose on or after their 16th birthday

• Meningitis B- Students who are 24 years old or younger must receive a complete Meningitis B series- Can be Bexsero (2 doses) or Trumenba (2-3 doses)   https://www.indstate.edu/sites/default/files/media/documents/pdf/immunizationflyer.pdf 

• Tuberculosis- International students must receive the Quantiferon Gold Blood Test- we do not accept any other TB tests

Failure to comply with the immunization requirements will result in an immunization hold being placed on your account preventing you from registering for the next semester.

Students needing either required or recommended immunizations can obtain them at the ISU Health Center (UAP Clinic) by calling (812) 237-3883 for an appointment. Please return completed immunization forms, which can be obtained here, to the Office of the Registrar, Parsons Hall, room P009.

Class Attendance

Students are expected to attend all classes. It is the responsibility of each instructor to inform students of the consequences of absence from class. It is the responsibility of the student to keep instructors informed regarding absences from classes.

It is the responsibility of each instructor to maintain attendance records as required to inform the University whether a student was present in class during certain weeks of class, as the University may designate. Each instructor must also include their class attendance policy, if any, in the course syllabus. Attendance records may take many different forms and each instructor may choose their own method.

Students with financial aid may have their aid reduced or canceled if they are identified as having never attended one or more courses during the first three weeks of each term.  Attendance should be accurately reported, even if the student has withdrawn from the University during the first three weeks of classes so that the correct amount of Title IV aid can be returned to the Department of Education and the State.

Throughout the semester, instructors are responsible for maintaining participation records or grade books with enough information for the instructor to accurately identify the latest date each student participated in an academically-related activity.  Examples of such activities include attending class in person, attending class via Zoom, submitting an assignment or discussion post, taking a quiz or exam, or discussing an academic matter with the instructor in person or via email.  When a student fails to earn any credits during a term, the Office of Student Financial Aid may contact the instructor to verify the Last Date of Attendance, which determines the amount of Title IV aid that is required to be returned to the Department of Education.

Attendance is reported for all courses (some courses are exempt) after the first three weeks of the fall and spring terms. Summer attendance is taken at different times throughout the semester due to different start dates. If a student is marked as not attending any of their courses a letter is sent to that student to see if he/she would still like to continue to be enrolled at Indiana State University. If the student does not respond by the deadline or responds that they do not wish to continue, the student will be withdrawn as of the beginning of the term.

Academic Integrity

This procedure is based on the right of faculty to make academic decisions in the courses they teach while upholding the core value of academic integrity. The Policy on Academic Integrity describes appropriate academic conduct in research, writing, assessment, and ethics.  The policy is found in the Code of Student Conduct, Section 2.0.  By following these procedures, the University community promotes consistency, fairness, and mutual support for the principle of academic integrity.

When a situation arises that appears to be in violation of the policy, faculty should proceed as follows:

1. If the faculty member’s initial review of the facts leads to a conclusion that the allegation was unfounded, documents associated with the incident are destroyed, and no further action is taken.
2. If the initial facts merit further review and possible action, the faculty member should report the alleged violation to the department chair.
3. The faculty member should arrange a meeting (individually) with the student(s) involved. At this meeting, the faculty member presents the facts supporting the allegation and offers the student an opportunity to provide an explanation or additional information.
4. If the student offers a satisfactory explanation, the matter is dropped and all documents associated with the inquiry are destroyed (e-mails, memos, etc.).
5. If the faculty/student discussion causes the faculty member to conclude that a violation has in fact occurred, the faculty member decides what action(s) to take. Possible actions include:
   1. Assign a grade penalty for the specific academic exercise
   2. Assign a grade penalty for the course 
   3. Assign additional work to replace the academic exercise and for which a different grade may be assigned.
6. The faculty member and the department chair complete an online Notification of Academic Integrity Violation Form. The record is maintained in the Office of Student Conduct and Integrity and a copy is provided, via a letter sent by Student Conduct, to the student, faculty member, department chair, as well as the Associate Dean for the academic department. If the violation occurs in a class outside the student’s academic college, the Associate Dean for the college in which the student’s assigned major resides may also be notified.
7. This form is a confidential record. The University will not release this document to any external party unless compelled by subpoena or statute. Absent a repeat violation of the Academic Integrity policy, the form will be destroyed when the student completes a degree or does not re-roll within two years of last attendance. 
8. If Student Conduct and Integrity receives a second notification form on the same student, a conference will be held with the student and formal University charges may be filed.
9. Formal charges are often pursued when a second violation occurs with a graduate-level student and a third violation for an undergraduate student.
10. The Associate Dean in the specific college/school will advise the faculty member as to the procedures for participating in the formal conduct process.
11. The faculty member cannot be required to file a formal complaint or to participate in a formal complaint filed by the AIC.
12. Formal Adjudication is processed through Student Conduct and Integrity following established conduct procedures.
13. Formal adjudication is recommended when the student has a prior academic integrity violation and/or when the student has engaged in “considerable advanced planning, group coordination, or other serious acts of fraud or deception” (Pavela, Applying the Power of Association on Campus: A Model Code of Academic Integrity, Journal of College and University Law, Summer, 1997).
14. In the event formal adjudication is pursued, under the direction of the Office of Student Conduct and Integrity, the case will be assigned to a University Conduct Board hearing panel. The three-member panel includes a faculty, administrative staff (EAP), and student hearing officer. The faculty member will serve as the presiding hearing officer. If the complaint involves a graduate student, the presiding justice will be a member of the graduate faculty and the student hearing officer will be a graduate student (when possible).
15. The charges and supporting documentation will be presented to the hearing panel. The course instructor may be requested to attend to answer questions or clarify information.
16. The University Conduct Board must find a convincing preponderance of evidence to assign responsibility.
17. If the student is found responsible for the violation the University Conduct Board may impose sanctions up to and including suspension or expulsion. All documents associated with the process become part of the Student Conduct and Integrity record and are managed under the records policy outlined in the Code of Student Conduct.
18. The University Conduct Board may order that the official transcript include the comment “Due to a Violation of the Policy on Academic Integrity” to the grade(s) assigned as a result of the violation.
19. The student, in accordance with procedures outlined in the Code of Student Conduct, may file an appeal of the University Conduct Board decision with the Vice President for Student Affairs. The appeal must be based on one or more of the following grounds:
    1. To determine whether the original hearing was conducted fairly and in conformity with the prescribed procedures giving the accused party a reasonable opportunity to prepare and present a rebuttal of the allegations.
    2. To determine whether the sanction(s) imposed is appropriate for the violation that the student is found to have committed, and/or
    3. To consider new evidence that is sufficient to alter a decision, or to offer relevant facts not brought out in the original hearing because such evidence and/or facts were not known to the appealing party at the time of the original hearing.

The following list is a table of possible account holds. Visit the MyISU portal to view your personal holds.

What is FERPA?

It is the policy of Indiana State University that all practices and procedures related to the education records of students shall be in accord with the provisions of the Family Educational Rights and Privacy Act of 1974, as amended. This policy has been implemented by the development of guidelines for record keepers and a listing of the education records on campus. Indiana State University’s complete policy on Student Educational Records is available here. Both the guidelines and the listing are available for review by students as indicated below. The following questions and answers provide an outline of students’ rights under the Act.

As an enrolled student at Indiana State University, what rights do I have regarding my University records?
In accordance with obligations under FERPA, Indiana State University affords eligible students specific rights with respect to their education records:

• A student has the right to inspect and review the student’s education records within forty-five (45) days of the date Indiana State University’s Office of the Registrar receives a request for access.
• A student has the right to request amendment of the student’s education records that the parent or eligible student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. Requests should be sent to the ISU Office of the Registrar.
• A student has the right to limit the disclosure of personally identifiable information in his or her education record, except to the extent that FERPA authorizes disclosure without the student’s consent.
• A student has the right to file a complaint with the U.S. Department of Education concerning alleged failures by Indiana State University to comply with the requirements of FERPA at:

U.S. Department of Education
Student Privacy Policy Office
400 Maryland Avenue, SW
Washington, DC 20202-8520

What is the definition of “education records”? 
Education records are those records maintained by Indiana State University or by a party acting on behalf of Indiana State University that contain information directly related to a student.

The Office of the Registrar is designated as the office responsible for the development of procedures associated with the maintenance, release, review, and amendment of education records. In the event of an unauthorized disclosure of personally identifiable information in violation of this policy, the Office of the Registrar will investigate the matter and provide information to the appropriate office or department for potential disciplinary action.

The Office of the Registrar shall annually notify eligible students currently in attendance of their rights under this Policy and the Family Educational Rights and Privacy Act.
There are seven exceptions:

• Personal notes of Indiana State University staff and faculty.
• Employment records of all employees whose employment is not dependent upon student status.
• Medical and counseling records used solely for treatment.
• Records in the Public Safety Department.
• Financial records of Indiana State University student’s parents.
• Records that contain only information relating to a person after that person is no longer a student, such as alumni records
• Confidential letters and statements of recommendation for admission, employment, or honorary recognition placed in your records after January 1, 1975, for which you have waived the right to inspect and review.

Is there any situation in which the University may insist that I waive my rights?
Under no conditions may you be required to waive your rights under this Act before receiving University services or benefits.

Where are my records kept?
Records are not maintained in a single location on the campus. Requests to review your records must be made to each of the offices that maintain your records. In some instances you may be required to submit in writing your request to review a record; the Act allows up to 45 days for honoring such a request. Most likely you have education records in the Office of the Registrar, the dean of your college, your major department, and any other campus offices with which you have been involved such as the Student Academic Services Center, Student Financial Aid, Residential Life, and Student Judicial Programs. A list of the kinds of education records maintained on campus, their location, and titles of personnel responsible for those records is a part of the University policy for implementation of this Act and is available in Parsons Hall, room 203.

What if I do not agree with what is in my records?
You may challenge any information contained in your “educational records” which you believe to be inaccurate, misleading, or inappropriate. This right does not extend to reviewing grades unless the grade assigned by your professor was inaccurately recorded in your records. The first step in challenging the record is to request the record keeper or the person responsible for placing the data in the record that the record is amended. If the request to amend the record is denied, you may file a request for a hearing; a hearing officer will be appointed; and a decision will be made. If the record is not amended as a result of the hearing, you may insert in the record an explanation of your reasons for believing the record to be inaccurate, misleading, or inappropriate. The explanation becomes a part of the record until the record itself is destroyed, and the explanation you have written is included every time the contents of the record are disclosed. You also have the right to file complaints with the Family Educational Rights and Privacy Act Office, room 4511, Switzer Building, 400 Maryland Avenue SW, Washington, D.C. 20202.

May I determine which third parties can view my education records?
Indiana State University will not provide access to nor disclose any personally identifiable information from a student’s education records, except directory information as set forth in below, without consent of the student except, within its discretion, as follows:

• To school officials with legitimate educational interests, including instructional and administrative staff, contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions.
• To officials of another school where the student seeks or intends to enroll upon request from the other school.
• To a contractor, consultant, volunteer, or other parties with whom Indiana State University has contracted to provide institutional services or functions, provided, however, that the contractor, consultant, volunteer, or other party has agreed to limits on re-disclosure as required by the Office of the Registrar.
• To authorized representatives for federal or state program purposes.
• If disclosure is in connection with financial aid for which the student has applied or which the student has received.
• To organizations conducting studies for or on behalf of the University.
• To accrediting organizations to carry out their accrediting functions.
• To parents of a dependent student.
• To comply with a judicial order or lawfully issued subpoena.
• To appropriate parties in a health or safety emergency in order to protect the student and others.
• To parents in cases of drug or alcohol violations when the student is under the age of 21.
• To an alleged victim of any crime of violence or non-forcible sex offense the final results of a disciplinary proceeding conducted by Indiana State University against an alleged perpetrator of that crime.

What is meant by the term “directory information?”
The university may disclose directory information unless the student has affirmatively made a written or online request to the Office of the Registrar that the university withholds the information. Directory information is defined at Indiana State University as:

• Full name
• Address - campus, and home
• Telephone listing
• E-mail address
• Major fields of study, including teacher licensure, majors, and minors
• Participation in officially recognized activities and sports
• Weight, height, and position of members of athletic teams
• Dates of attendance (including current classification, matriculation, and withdrawal date
• Degrees, awards, honors, and dates received, including honor roll designations and merit-based scholarships
• The most recent previous educational institution attended
• Full or part-time status
• Photograph, but limited to the student identification photograph

What kinds of inquiries does the University receive for “directory information?”
The University receives many inquiries for “directory information” from a variety of sources including friends, parents, relatives, prospective employers, graduate schools, honor societies, licensing agencies, government agencies, and news media. Please consider very carefully the consequences of any decision by you to remove these items from the list of “directory information.” Should you decide to inform the University not to release this “directory information,” any further requests will be refused. For example, if you direct the University not to release your directory information, the University could not release your telephone number or address to a family member wishing to notify you of a serious illness or crisis in the family. A prospective employer requesting confirmation of your major field of study, address, or date of birth would also be denied access to such items should you withdraw them from the list of “directory information.” The University will honor your request to withhold the items listed above but cannot assume responsibility to contact you for subsequent permission to release them. Regardless of the effect upon you, the University assumes no liability for honoring your instructions that such information be withheld. Should you wish to file a form withdrawing information in the “directory” classification, you should complete the form developed for this purpose, which will be available for your use in the Office of the Registrar at registration time. After you have filed this form, the Registrar will notify the appropriate University offices and begin to comply with your wishes as soon as possible.

Where can I find out more information about the provisions of the Act?
Several documents are available in room 203 of Parsons Hall for further study. They include:

• Guidelines for record keepers on campus in implementing provisions of the Act.
• A list of education records on campus arranged alphabetically by classification and with location and custodian identified for each.
• The Family Educational Rights and Privacy Act of 1974 as amended.
• Department of Health, Education, and Welfare Final Rule on Education Records.

If you have questions or if you need assistance in understanding and exercising your rights under the provisions of the Act, assistance is available in the same office.

Whom should I contact to make a complaint?
When you believe the University is not complying with the Act, please direct your comments to:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-590

What is Proxy Access?

Proxy Access allows the student to authorize a proxy to view information on their academic record. Students can also establish a passphrase allowing ISU representatives to share information that the student has authorized to be released specifically to the proxy.

Who is a Proxy?

A proxy can be any individual that a student who grants access through the Proxy Access process via the portal.

What is a Passphrase?

A passphrase is a unique code word or phrase that is assigned by a student to each proxy they set up. The passphrase is required when a proxy attempts to obtain information about their student. University administrators will need to confirm the passphrase prior to releasing authorized information about the student. This is done to protect the FERPA rights of the student.

For more information about Proxy Access, visit Sycamore Root - Student Site