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Student Handbook

University Policies

The University has established a variety of regulations, policies, and procedures to ensure the proper operation of the institution and achievement of its goals. Many of these policies are located on the University's Institutional Policies page. Below you will also find information about policies specific to students that are not currently available on the Institutional Policies page. Students should read and become familiar with all University policies, as they may be held accountable for violations of any and all policies.

Comprehensive financial aid policies, procedures, principles, program descriptions, rights and responsibilities can be found in Moravian University's Financial Aid Handbook. Recipients of financial aid are expected to review and understand the Financial Aid Handbook in its entirety before accepting financial aid.

Below are highlights to emphasize a few key concepts related to financial aid from the Handbook.

The primary responsibility for financing the cost of education rests with students and their families. Moravian University's Office of Financial Aid services assists by providing financial aid resources to those who qualify and by providing information on other sources of financial assistance and payment options.

Financial aid is assistance given to students to help meet educational costs: tuition and fees, books and supplies, room and board, transportation, and miscellaneous expenses.

Financial Aid Services works closely with students and their families to address their financial circumstances. The staff provides counseling on financial aid matters, documents students' aid eligibility, administers endowed scholarships, and maintains information about sources of aid, including updates on state and federal programs.

At Moravian University, financial aid is awarded on the basis of financial need and academic achievement and promise. Need-based financial aid is awarded to help bridge the gap between the cost of a student's education and a family's demonstrated ability to pay; which is calculated from information provided on the Free Application for Federal Student Aid (FAFSA). Financial aid that is not need-based, such as a merit scholarship, is based on information provided by students on their application for admission. Financial Aid awards may include one or both forms of aid. All financial aid resources must be applied toward educational expenses.

To provide an equitable distribution of aid and to serve what it deems to be the best interest of its students, the University's Office of Financial Aid Services packages Financial Aid Awards. A student's Award may consist of gift aid (grants and/or scholarships), self-help aid (loans and/or student employment), or any combination thereof. Grants and scholarships are funds that need not be repaid. Educational loans are funds that must be repaid, with payments usually commencing after a six month grace period following the last date of attendance or a drop below half-time enrollment. Such loans are usually low-interest funds that accrue little or no interest while a student is enrolled at least half-time in their degree or certificate program. Student employment provides students with an opportunity to earn money through a campus job or community service.

Students are suggested to save a portion of their student employment earnings for educational expenses.

Applications and Eligibility

To be considered for most forms of financial aid, students each year must complete the Free Application for Federal Student Aid (FAFSA), which is available annually on October 1 prior to the start of the respective academic year. Students and their families can complete the FAFSA online via studentaid.gov or using the 'myStudentAid' App on a mobile device. For maximum consideration, complete the FAFSA to Moravian University annually as soon after October 1 as possible. Those applying for Pennsylvania State Grants must file the FAFSA by the state's May 1 deadline.

The FAFSA is the only financial aid application required by Moravian University. It is the student's responsibility to make certain that the FAFSA is submitted each year. In the event that family financial circumstances change because of loss of income, illness, or other compelling reason, the Office of Financial Aid Services should be consulted without delay.

Withdrawal from the University or any other change in enrollment may affect a student's eligibility for financial aid. It is the student's responsibility to verify the effect that any change in enrollment will have on financial aid eligibility before finalizing the change in enrollment. For more information, see the appropriate sections on "dropping courses" or "withdrawal from University" under Academic Policies and Regulations or contact Financial Aid Services.

Changes to housing status may also affect a student's eligibility for financial aid. It is the student's responsibility to verify the effect that any change in housing status will have on financial aid eligibility before finalizing the housing change. For more information, please contact Financial Aid Services.

Financial Aid and Academic Progress

Institutions are required to establish minimum standards of academic progress for all matriculated students, including those receiving federally funded financial aid. Federal regulations limit Title IV Student Financial Aid funding to those students who, according to institutional policy, are maintaining satisfactory academic progress (SAP) toward their degree objective. In practice, SAP is required for essentially all financial aid at Moravian University. The primary interest, from a financial aid perspective, is to assure the best and most equitable use of financial aid funds from all sources. Moravian University has established the following SAP policy for financial aid in accordance with these regulations.

Qualitative Standards. To remain eligible to continue receiving federal and institutional financial aid, students must achieve the following academic standards: 1.50 cumulative GPA for up to 11.99 attempted course units; 1.80 cumulative GPA after 12 attempted course units; 2.00 cumulative GPA after 16 attempted course units. The standard applied to a continuing student applying for financial aid for the first time will be determined by the number of course units the student has scheduled at the time the student first receives financial aid.

Quantitative Standards. Effective January 2018, students are expected to successfully complete - with a passing grade - at least 70 percent of all course units (or credits) attempted. All coursework will be counted in this measure, except courses officially dropped during the University's drop/add period at the start of each term. Included are all courses in the same program of study that are/were taken at any other schools attended. Although full- or part-time students are not required to maintain continuous enrollment to remain eligible for financial aid, students returning after a period of absence will have their records and eligibility reviewed before financial aid is granted. Coursework taken in a summer session or other special sessions is counted in the total units attempted/completed. Failed courses, incompletes and course withdrawals count as unsuccessful attempts. Exceptions may be made for students on an approved medical or military leave of absence.

Statement of Standards for Part-Time Students. Students enrolled less than full-time will be required to meet the same minimum cumulative grade point averages as students enrolled full-time, and must complete at least 70 percent of all coursework attempted.

Statement of Standards for Graduate Students. Students enrolled in graduate programs will be expected to complete 70 percent of all coursework attempted and generally maintain a minimum cumulative grade point average of 3.0 to remain eligible to receive financial aid assistance. Some graduate programs have a different GPA requirement or may allow an escalating GPA standard.

Time Allowed to Complete Degree Requirements. A full-time undergraduate student is expected to complete all degree requirements within a maximum of 10 regular semesters. Special sessions (for example, summer sessions) are not included as regular semesters, although completed special session courses do count toward the 32 units required for graduation. Some financial aid programs have an eight-term limit. To graduate in four years (8 semesters), a student would have to complete four courses each semester, or eight courses each academic year. Federal regulations specify that the absolute maximum time frame during which a student can continue to receive Title IV SFA funds may not exceed 150 percent of the published length of the program.

Evaluation of Eligibility. An evaluation of a student's academic standing and progress to determine federal, state, and institutional eligibility is made at the end of each academic year. Students who do not meet the minimum qualitative AND quantitative standards for SAP are notified that they are ineligible for financial aid. Students who could achieve the minimum standards within approximately one regular term may appeal to have their aid reinstated for the following term, with subsequent SAP reevaluation to determine future aid eligibility.

Appeals Process. Students are invited to appeal the discontinuation of their financial aid, particularly if failure to meet SAP was the result of an undue hardship, exceptional medical or personal turn of events, or other extenuating circumstance. Appeals must be in writing, and include an explanation of mitigating circumstances and a plan for improvement (i.e., steps or conditions the student agrees to meet). 

Because academic dismissal results in automatic termination of all financial aid eligibility, students notified of academic dismissal must first appeal for reinstatement, following instructions provided by the Office of the Provost. If the student is reinstated academically, the appeal documentation (including improvement plan and any required conditions) is forwarded to Financial Aid Services and serves as an appeal for continuation of financial aid. It is important to emphasize that SAP reviews to address continuation of financial aid are independent of academic decisions and can have very different outcomes.

Financial Aid staff reviews each appeal on a case-by-case basis, and the aid-related decision is subsequently communicated to the student. If the appeal is approved, the student generally is given on probationary semester of financial aid, with reevaluation at the conclusion of the semester to determine future eligibility. In extraordinary cases of demonstrated academic improvement following a probationary semester, a student may be given multiple probationary semesters of aid with required conditions. If an appeal is denied, financial aid will be discontinued until the student is again meeting the minimum standards for SAP.

Student Financial Aid Rights

Students have the right to:

  • Have all personal and family financial information treated with dignity, sensitivity and confidentiality.
  • Know and understand all rules, regulations, and policies pertaining to financial aid.
  • Accept or decline any aid offered. Students are not obligated to borrow, and have the right to reduce or decline any offer of student loans.
  • Request reconsideration of an award if circumstances change or if they feel they have been treated unfairly.
  • Make an appointment to meet with a member of the Financial Aid staff.
  • Know what financial aid programs are available at the University, including all federal, state, and institutional aid programs.
  • Know the deadline for submitting applications, forms and required documentation, and the consequences of not meeting a deadline.
  • Have complete information regarding fees, payment and the University's refund policy
  • Know generally how financial aid is distributed and the basis for such decisions.
  • Know how their financial aid was determined, including educational costs and eligibility criteria.
  • Know what factors (such as parental and student contributions) are considered in the calculation of financial need.
  • Request an explanation of the various resources in their financial aid package.
  • Know what portion of their financial aid must be repaid, and what portion is gift aid.
  • Know who the lender/servicer is for any loan, what the University's relationship is to that particular lender/servicer, the total cost of borrowing, the interest rate, the total amount that must be repaid, the length of time for repayment, when repayment begins, and all other terms and conditions of the loan.
  • Choose any lender for your student loans and expect that Moravian University will process the loan with your requested lender.
  • Understand how the University measures satisfactory academic progress (SAP) and the consequences of not making progress.

Student Financial Aid Responsibilities

Students receiving financial aid must assume responsibility for maintaining their eligibility and communicating with the Office of Financial Aid Services. Students are expected to:

  • Review and consider all information about the University's programs and net cost before enrolling.
  • Know and comply with the rules governing all financial aid you receive.
  • Complete the FAFSA each year as soon as possible following the October 1 start-up of the application cycle.
  • Report all information accurately and completely, to the best of your knowledge. Intentional misreporting of information is a criminal offense and subject to penalties under law.
  • Provide all supporting documents in a secure and timely manner, including verification items, additional information requests, corrections, loan promissory notes and associated counseling, and (or) new information requested by either Financial Aid Services or authorized external provider.
  • Advise Financial Aid Services of any changes to your housing status and/or enrollment status.
  • Report any grant/scholarship, tuition benefit, loan or other aid received from any source or provider that does not appear on your Financial Aid Award at Moravian University.
  • Read, understand, and retain a copy of all pertinent financial aid documents.
  • Accept responsibility for all signed agreements.
  • Monitor your account and meet your financial obligations to the University.
  • Perform the work that is agreed upon in accepting student employment.
  • Maintain satisfactory academic progress (SAP).
  • Notify Financial Aid Services if family financial circumstances change.
  • Know and comply with the University's refund policy.
  • Notify the University and student loan provider(s) of any changes in contact information.
  • Comply with federal IRS taxation and income reporting requirements.

Student Employment Program

The purpose of the Student Employment Program is to broaden the range of worthwhile job opportunities, including participation in community-service activities, for students who need income to help meet the costs of education at Moravian. Federal funding may pay a portion of the salary for eligible students, and the institution supports the remaining portion.

The Student Employment Program requires that students be paid on an hourly basis. Student workers are considered temporary employees of the University and, as such, are not eligible for the regular employee benefits of group insurance, retirement, vacation leave, sick leave, or holiday pay. Students are usually not permitted to work more than 10-12 hours per week, and may not work at any time when they have scheduled classes, labs, or exams. The number of hours of work available to students may be affected by employment opportunities on campus and the number of students seeking employment.

Students who are officially a part of the Athletics Department, band, or other campus-sponsored programs may not work during a scheduled practice, game, or event. Opportunities are also provided for eligible students to earn wages through approved community-service jobs.

Recognized Student Organizations (RSOs) are prohibited from hosting activities using crowdfunding platforms such as GoFundMe or Facebook, or utilizing mobile wallets such as Venmo or CashApp. Additional examples include PayPal, Venmo, Square, and Kickstarter. Use of campus names, registered trademarks, or campus/team logos in conjunction with crowdsourcing is prohibited.

Fraternities and sororities with access to approved financial accounts connected to a national organization should connect with the Office of Greek Life. Sale proceeds, or dues, may not be channeled through an individual's personal account (Venmo, PayPal, bank accounts).

The use of cash collection, Eventbrite and IM Leagues for events in which an RSO needs to register or is selling merchandise is permitted.

  • Cash donations: Work with the RSO advisor to determine the best way to collect and deposit cash.
  • Credit card options: To offer credit cards as a payment options, RSOs must use IM Leagues or Eventbrite. Through these platforms, an online credit card payment option is available.
    • Eventbrite: Hosting an event or selling merchandise, please use Eventbrite. Please work with Gillian Smith Sharkey (sharkeyg@moravian.edu) to set up an RSO account and make an event plan; or connect with Meghan Santamaria (santamariam@moravian.edu) for Greek Life. Once a fundraiser is complete, the Moravian University Business Office will connect with the RSO's fundraiser contact to received raised funds.
    • IM Leagues: Hosting a tournament (ex: cornhole, wiffleball, kickball, etc.), please work with Gillian Smith Sharkey (sharkeyg@moravian.edu) to set up an RSO account and make a tournament plan; or connect with Meghan Santamaria (santamariam@moravian.edu) for Greek Life. A member from the Athletics Office will work with you to reserve space and equipment. On this platform, students can register for the tournament and submit payment. Students must work with their RSO advisors to determine the best way to collect and appropriately deposit cash. IM Leagues sends a check to Moravian University with the amount that was raise (note: IM Leagues requires a 5% fee off the total raised in addition to $0.50 fee per transaction).
  • RSOs are still required to submit a fundraising request form with the Center for Career and Civic Engagement. It can be found HERE. A Center staff member will review the request and contact the designated representatives from the RSO.

Accountability

RSOs that fail to adhere to the policy will be referred through the Student Organization Code of Conduct.

Prohibited Fundraisers

There are many approved ways to raise funds and goods. Examples include: hosting a 5K, hosting a fun sports tournament (eg: cornhole, kickball), running a t-shirt drive, selling merchandise, hosting a themed dinner, working with a non-profit to host a materials or food drive. To create a new type of fundraiser, schedule an appointment with The Center for Career & Civic Engagement or Office of Greek Life to discuss and plan the fundraiser.

Fundraisers and philanthropy events may not promote bodily physical violence. Furthermore, events that involve objects or substances being thrown at, poured on, attached to, or otherwise applied to bodies of individuals are not permitted. Examples may include but are not limited to the following: pieing, pelting, dunking, painting, hair dyeing, shaving, etc.

In addition, no individual or group may be auctioned for "services" or a "date." The sponsor of these types of auctions has no way of knowing the motivations of the person doing the bidding and date auctions can perpetuate a dangerous attitude that "whoever pays is entitled."

In addition to this policy, RSOs must also be in compliance with the institutional Fundraising and Sales Policy.

The institution recognizes the growing epidemic of human immunodeficiency virus (HIV) infection at the global, national, and local levels. It is prudent, therefore, for the institution to adopt policies and practices that presume the possibility of HIV presence.

Specific safeguards are felt to be important for seropositive individuals. These safeguards, listed below, are built primarily around issues of confidentiality and nondiscrimination.

  • No student shall be denied enrollment and no individual shall be denied employment on the basis of HIV infection.
  • Testing for HIV infection shall not be a requirement of admission or employment.
  • Individuals who are HIV infected, whether or not symptomatic, shall not be denied free and unrestricted access to all campus facilities, programs, and events.
  • HIV infection shall not be used as a reason to restrict participation in any educational, recreational, social, or athletic activity of the institution.
  • Individuals who know that they are HIV infected are encouraged, though not required, to discuss their condition with the health services coordinator for the purpose of proper medical care and follow-up. Any disclosure shall be kept in the strictest confidence in accordance with the maintenance of confidentiality of medical records and will be released only with the express written permission of the seropositive student or employee, unless required by law to be reported.
  • No individual shall be denied access to residential housing nor otherwise isolated, restricted, or segregated on the basis of HIV infection.
  • The Health Center will be available to provide individuals with medical guidance, supervision, and appropriate referrals for HIV antibody testing. All such involvement with the Health Service as well as any information shared or generated by its guidance will be kept strictly confidential unless required by law to be reported.
  • The Health Center must report to local public-health authorities any cases of AIDS meeting the criteria of the surveillance definition of the Centers for Disease Control and Prevention.
  • Any individual concerned about HIV or HIV-related issues may seek personal counseling and assistance through the Counseling Center. As with the Health Center, confidentiality shall be strictly protected within statutory limits.
  • Any employee having questions regarding HIV infection and its relationship to employment or the workplace may address them to the vice president for human resources. All such questions or concerns shall be kept strictly confidential.
  • In accordance with the principle of confidentiality and current medical information, the institution has no obligation to inform co-workers, instructors, roommates, or anyone else of another's HIV status.
  • Parents, media, or other persons outside the institutional community seeking information regarding the status of HIV infection on campus or the institution's response to such infection shall be directed to the president of the institution or a designee.

The institution recognizes that, as information about AIDS is updated, periodic changes in the institution's position and practices may be necessary.

AMOS (Accessing Moravian Online Services) is the portal for accessing the University's network as well as numerous advising and registration tools. Students may access their student account (bill, payments, etc.), course schedules, unofficial transcripts, and other important information through AMOS. 

Sometimes, students’ access to AMOS may be blocked for the students’ failure to meet certain administrative obligations on campus in their role as a student. Many offices have the capability of installing a Hold (block) and/or Warning Indicator on a student AMOS account.

Examples include:

Student Accounts Hold or Warning Unpaid balance on student account
Incomplete financial aid documentation
Health Center Hold Incomplete health form documentation or missing immunizations
Registrar's Office Hold Missing final transcript from high school (new first-year students) or previous college or university (transfer students)
Failure to declare a major (after 14 course units earned towards the degree)
Reeves Library Hold Failure to return library materials from previous semester

If your access to AMOS is on Hold you will be restricted from obtaining information regarding registration, grades, and other important information. It is strongly recommended that students log on to AMOS on a daily basis to receive important information in a timely manner.

Moravian University is committed to providing a safe and clean campus and to promoting the health and well-being of its students, faculty, and staff. As such, the following policy has been adopted by Moravian University and applies to all students.

Smoking and vaping is prohibited in any campus building and within 45-feet of the entrance to any building owned or operated by the University, in order to provide a safe and healthy campus environment for all students, employees, and visitors. The use of chewing tobacco is completely prohibited on campus.

In addition to the 45-foot building limitation, the following locations have been designated as acceptable areas to smoke and vape on campus and as such smoking receptacles have been placed in the areas:

  • On the patio outside of the Priscilla Payne Hurd Academic Complex building (PPHAC) adjacent to the Collier Hall of Science (HOSCI), on the North Campus.
  • Across the bridge (north side) from the 4th-floor exit of the HURD Integrated Living and Learning Community building (the HILL), on the Hurd Campus.

The use of cannabis is not permitted on any property owned or operated by the University. For further information, please see the policy regarding drugs and controlled substances which can be found at https://www.moravian.edu/handbook/campus-life/code-of-conduct.

Help with nicotine addiction is available through the St. Luke's Hospital helpline at (419) 893-QUIT (7848).

Moravian University undergraduate students, full time graduate students (9 or more credits), Moravian Theological Seminary students, and International students are required to have health insurance. If you do not currently have health insurance, there is the option to enroll and purchase coverage.

Learn more by clicking here including step by step instructions on how to waive or enroll in coverage, insurance plan details, billing procedures, and more.

The Family Educational Rights and Privacy Act (FERPA) of 1974 and its amendments are federal laws that afford students certain rights with respect to their educational records. The University's full policy on student records can be reviewed here.

Moravian University and Moravian Theological Seminary are committed to the safety and well-being of all students. Students who express an intent or plan to harm themselves, harm others, or engage in dangerous behavior are of particular concern.

Moravian has implemented a process to ensure that any student who exhibits these behaviors is no longer a danger to themselves or to others before allowing them to return to their residence and/or classes. In such instances, the appropriate division administrator (vice president for students life/dean of students, Office of the Seminary Dean, or appropriate designee) may determine a temporary (interim) suspension from residence (when applicable) or from the institution as necessary, depending on the nature and location of the behavior, until a determination that the appropriate level of safety can be maintained. The evidence required to lift an interim suspension may be gathered through documentation or a campus hearing.

If the student chooses to submit documentation, they will be permitted to return to their campus residence and/or to class only after an evaluation is conducted by a licensed, off-campus mental-health professional (preferably a psychologist or psychiatrist). The evaluation must include a conclusion, presented in writing to the institution, stating that the student is no longer a danger to themselves or to others and is fit to safely return to campus life. In addition to the external evaluation, the institution reserves the right, at the discretion of the presiding administrator (see above), to have Moravian University Counseling Center staff review and advise the administrator or designee on the findings reported in the outside evaluation. Both the external and internal assessments are subject to review by the presiding administrator or designee, in consultation with other offices, if appropriate. A return to residence and/or to class may be subject to specified conditions.

If a student is able to remain on campus and has produced documentation indicating a disabling condition that limits access to their education, they may be referred to the Accessibility Services Center for further support. For further information about the Accessibility Services Center, click here.