REGISTRATION
A student is considered fully registered for courses only when all registration forms have been completed and tuition has been paid. Credit will not be given for attendance in classes unless the student is fully and properly registered.

New students are required to meet with the Assistant Academic Dean for academic advisement prior to their initial registration. New students may register from the beginning of the regular registration period until the first week of the trimester. They are required to pay the new student registration fee at the time of registration.

Continuing students may register in person or by mail (no faxes accepted) from approximately the 13th week of the prior trimester until the end of the scheduled registration period. These dates are subject to change. Please check the current academic calendar for exact dates. A late registration fee will apply for returning students registering after the final date for registration.

All fees must be paid on time. Continuing students may not enroll unless their fees from the previous trimester, including library and clinic fees, are paid in full; final grades and/or transcript will not be issued until all fees have been paid.

Tuition and fee balances that have not been paid are subject to the continuing aggregation of penalties according to the timeframe printed on the Registration Form students submit every trimester of their enrollment.

STUDENT CLASSIFICATION
• FULL-TIME STUDENT: Enrolled in 12 or more units (including clinic units).

• HALF-TIME STUDENT: Enrolled in 8 to 11 units.

• PART-TIME STUDENT: Enrolled in less than 8 units. Probationary status only; financial aid not applicable.

• SPECIAL STUDENT: Non-degree student taking classes at YSU.

Students must complete the Master of Acupuncture and Traditional Chinese Medicine program at YSU in a maximum of 8 years.

ADDING AND DROPPING CLASSES
If you want to add or drop a class, please make an appointment with the Assistant Academic Dean. Students must notify the Administration office of their decision to add or drop a course by completing the necessary forms and submitting them before the established deadline. There is a fee for each add and drop transaction occurring beyond the first week of the trimester.

If a student drops below half-time, tuition refunds for students receiving financial aid will be forwarded to the lender and their enrollment status reported as less than half-time. The Student Loan repayment requirement will begin if a student remains at less than half-time for 180 days. Direct student refunds will not be processed until the completion of the add/drop period.

DEADLINES TO ADD AND DROP CLASSES:

ADDING A CLASS: By the 3rd class of a 15-week class or by the 2nd class of an 8-week class. Check with Administration for adding classes scheduled with fewer than eight weeks. Students who enroll late are still subject to a maximum of four (4) absences, with classes missed prior to scheduling counting towards this maximum.

DROPPING A CLASS WITH A “WX” (Withdraw-Cancelled Registration): Before the second meeting of the class in either an 8-week or 15-week course. There is no fee for dropping a class during this period, and full tuition refunds for the “WX” course will be issued at the end of the 6th week of class. Courses shorter than eight weeks must be dropped prior to the first meeting to be eligible for any tuition refund.

DROPPING A CLASS WITH A “W” (Withdraw): By the 6th class of a 15-week class or by the 3rd class of an 8-week class, once the WX period has expired. A grade of “W” is a simple withdrawal, with no academic penalty other than the loss of these units, provided the student is still enrolled in a minimum of eight units. A “W” has no effect on the GPA. Prorated tuition refunds, where applicable, are issued at the end of the 6th week of class. Please check with the Administration about withdrawing from courses scheduled for fewer than eight weeks.

DROPPING A CLASS WITH A “WF” (Withdraw Failing): After the 6th class of a 15-week course or after the 3rd class of an 8-week course. If a student elects to drop a course after the “W” window closes, a grade of “WF” will be assigned. “WF” is calculated into the GPA with the same point value as an “F.” Students withdrawing at this time may be entitled to a prorated tuition refund, depending upon the week of the withdrawal. This is explained in detail on every Registration Form. Please check with Administration about withdrawing from courses scheduled for fewer than eight weeks.

REFUND POLICY
Refunds are made in compliance with State and Federal requirements and according to the policy as listed on the Registration Form. The full amount of tuition is refunded if enrollment is officially cancelled before the beginning of the trimester. A Drop Form must be submitted to withdraw from an individual course once a Registration Form has been submitted. Tuition refund calculations are made weekly, on a prorated basis and calculated according to the number of weeks remaining in the trimester until 60% of the course has been completed. For the purpose of calculation, each school week begins at 8:30 am Monday morning. After the 60% point of course completion, no additional refunds are offered. This refund policy applies to students who voluntarily withdraw as well as those who are dismissed from the program for any reason. Cancellation will only occur when the student gives written notice of cancellation to the University by mail, email or hand delivery. Drop Forms and Withdrawal Forms (for full program only) are available in the Administrative Office. These forms can also be requested by email at info@yosan.edu. The written notice of cancellation, if sent by mail, is recorded as of the date of the postmark if properly addressed with postage prepaid. Emailed cancellations are recorded according to the date stamp on the email. Forms brought to Administration in person are effective on that day. A copy of cancellation documents will be retained in the student files.

If a student drops below 8 units of study, refunds are made on a prorated basis following Federal regulations. These refunds are calculated according to the number of days remaining in the trimester until 60% of the course has been completed. After this 60% point of course completion, no additional refunds are offered. This refund policy applies to students who voluntarily withdraw as well as those who are dismissed from the program for any reason. Leave of Absence and Withdrawal forms are available in the Administrative Office. Other refund policies may apply for short courses, seminars, and CEU courses. Policies will be stated in the enrollment documents.

Tuition refunds resulting from dropped classes are calculated and prepared the week following the last day to drop classes for the trimester. For students who have chosen installment payments, the Drop/Add fees are equally divided and added to the remaining installment date(s). Each transaction of adding/dropping is charged a fee after the first week of the trimester.

When the Drop results in an enrollment status of less than half time or total withdrawal, and when the student is a federal student loan recipient, the refund is forwarded to the lender within 45 days of the withdrawal date.

CONFIDENTIALITY OF RECORDS
The confidentiality of student and patient records is protected by law. Information contained in a student or patient file may not be released to a third party without written permission of the student or patient, subject to the Family Rights and Education Act of 1974. This written permission must be a part of the file. Student interns and student employees may sometimes have access to confidential information regarding the University, its patients, suppliers, and fellow students. It is the student’s responsibility to not reveal or divulge any such information unless instructed to do so by a member of the Administration. A student may be expelled for a breach of confidentiality and legal action may be taken by the University.

STUDENT RECORDS
All materials in a student file are the sole property of Yo San University and may not be returned. The University will provide students with copies of all documents in their files upon written request other than those outlined in the Family Rights and Education Act of 1974. A fee will be charged for these copies.

YSU will not release a student’s academic record without that student’s signed permission, except: to Yo San University personnel, to persons or organizations providing student financial aid, to accrediting agencies, to comply with a judicial order, or to protect the health or safety of a student or other persons in an emergency. Forms are available in the Administrative Office for students to request copies of their transcripts (for themselves or to be sent to licensing agencies, etc.). There is a small processing fee for transcript preparation and mailing.

Students who believe that their education records contain information that is inaccurate or misleading should submit a written complaint, detailing their concerns, to the Administration.

FAMILY EDUCATION RIGHTS AND PRIVACY ACT OF 1974
The University complies with the Family Education Rights and Privacy Act of 1974 (Buckley Amendment). This Act provides rights regarding educational records, including:
• Students have the right to inspect and review their educational records.
• The Act outlines the procedure for correcting inaccurate information.
• The Act protects the privacy of the student’s records. A student’s records will not be released to a third party without the prior written consent of the student.
• Certain types of records are excluded by law from inspection, such as a parent’s financial information, or a student’s psychiatric or medical records.

The Buckley Amendment does permit the University to release basic directory information for any student unless a student requests in writing that directory information be withheld. Yo San University has designated the following as directory information: student’s name, address, telephone number, sex, date and place of birth, major field of study, dates of attendance, degrees and awards received, most recent educational institutions attended, past and present affirmative University activities, sports, accomplishments, and affirmative academic status.

DISABILITY AND HEALTH
Any student unable to normally attend or participate in any class, clinic, education or examination activity for reasons of health or disability, should promptly notify the designated Disability Resource Coordinator (currently the Dean of Student Affairs) and the faculty member in charge of the activity. The faculty member will make such accommodation as he or she deems fair and appropriate in the circumstances, as instructed by the DRC. The DRC may require the student to produce clearly documented medical reports or opinions from health professionals specifically recognized by the State of California for this purpose, as a precondition for the accommodation. If the student is dissatisfied with the faculty member’s accommodation, he or she may request a review by the Administration. For additional details, copies of the YSU Disability Policy are always available to students in the Administration Office and Clinic.

HARASSMENT PREVENTION POLICY
The University is committed to providing a learning environment free of any form of harassment. University policy prohibits sexual harassment and harassment or discrimination because of pregnancy, childbirth or related medical conditions, race, religious creed, color, gender, national origin, ancestry, physical or mental disability, medical condition, marital status, sexual orientation, age, gender or any other basis protected by federal, state or local law, ordinance or regulation. All such behavior is unlawful. Our harassment prevention policy applies to all students as well as all persons involved in University operations and prohibits unlawful harassment by any member of the University community, as well as by or of any person doing business with or for the University, including subcontractors, suppliers, patients, and volunteers.

Prohibited unlawful harassment includes, but is not limited to, the following behaviors:
• Verbal conduct such as epithets, derogatory jokes or comments, slurs or unwanted sexual advances, invitations or comments
• Visual conduct such as derogatory and/or sexually-oriented gestures, posters, photography, cartoons, drawings, e-mail and faxes
• Physical conduct such as assault, unwanted touching, blocking normal movement or interfering with work because of sex, race or any other protected basis
• Threats and demands to submit to sexual requests as a condition of continued enrollment, or to avoid some other loss, and offers of any benefits in return for sexual favors
• Retaliation for having reported or threatened to report harassment.

If a student believes that he/she has been unlawfully harassed or discriminated against, he/she must provide a written complaint to the Dean of Student Affairs or other University Dean as soon as possible after the incident. The student’s written complaint should include details of the incident or incidents, names of the individuals involved and names of any witnesses. The University will strive to protect the student’s privacy. However, confidentiality cannot be guaranteed and the University reserves the right to use information disclosed in the complaint to investigate the situation.

Upon receipt of a complaint, the University will undertake a thorough, objective and good-faith investigation of the harassment allegations. If the University determines that harassment or discrimination has occurred, effective remedial action will be taken in accordance with the circumstances involved. Any member of the community determined by the University to be responsible for harassment, discrimination, or retaliation will be subject to appropriate disciplinary action, up to and including termination or expulsion. Failure to comply with a University investigation will also result in discipline, up to and including termination or expulsion.

Students will not be retaliated against for filing a complaint and/or assisting in a complaint or investigation. Further, the University will not tolerate or permit retaliation by any member of the University community against any complainant or anyone assisting in a harassment or discrimination investigation. The University encourages all members of the community to report any incidents of harassment or discrimination forbidden by this policy immediately so the complaints can be quickly and fairly resolved. Students should be aware that the federal Equal Employment Opportunity Commission and the California Department of Fair Employment and Housing investigate and prosecute complaints of prohibited harassment, discrimination, and retaliation. If a student thinks that he/she has been harassed or has been retaliated against for resisting or complaining, he/she may file a complaint with the appropriate agency. The nearest office is listed in the telephone book and/or available online.

CODE OF CONDUCT GENERAL POLICY
All members of the Yo San community are expected to act in ways that foster the University’s primary functions of teaching, public service, and research. Yo San has the right and duty to protect its members from conduct that interferes with its primary educational responsibility to ensure all its members have the opportunity to attain their educational objectives, and to maintain professional standards. All Yo San students, faculty and staff are expected to observe national, state, and local laws and ordinances and to refrain from prohibited conduct as described below.

PROHIBITED CONDUCT
The following actions constitute conduct for which students will be subject to disciplinary sanctions, up to and including suspension or expulsion:
• Intentional or reckless obstruction or disruption of teaching, research, administration, the clinic, disciplinary procedures or other University activities, including the University’s public service functions or other authorized activities at the University.
• Theft or malicious damage to University property or the property of any other person when such property is located on University premises.
• Unauthorized entry into or use of the University’s facilities,including buildings, desks, files, equipment, etc.
• Illegal use, possession or distribution of alcohol or drugs on University premises.
• The possession of weapons/firearms on University premises.
• Academic cheating, including plagiarism in any form.
• Knowingly providing false or misleading material information to the University.
• Forgery, alteration, or unauthorized use of University documents, records, or identification.
• Unauthorized possession of keys to University facilities including buildings, desks, files, equipment, etc.
• Failure to comply with clinic and academic regulations.
• Failure to comply with dress, appearance and professional standards of behavior as may be set by the University.
• Unlawful conduct involving moral turpitude.
• The illegal practice of any of the healing arts. Students should note that it is a felony in California to practice acupuncture without a license, and that this prohibition is extended to any acupuncture needling outside of the formal, supervised educational format.
• Physical or verbal abuse, intimidation, or personal harassment.
• Deliberate or careless endangerment of others.
• Deliberate incitement of other students to commit serious rule violations or to commit grievous acts.
• Tampering with the building alarm system or any other safety equipment.
• Failure to comply with the lawful directions of University officials.
• Failure to comply with the University rules, regulations, or policies.

DISCIPLINARY PROCEDURES
Notices to a student required under disciplinary proceedings shall be hand-delivered or mailed by certified mail.

Any student, faculty or staff member of Yo San University may present a written allegation to the Dean of Student Affairs (DSA) that a student has been engaged in prohibited conduct, as soon as possible after the incident has occurred. The student will be notified of the allegation(s) within a reasonable time thereafter. The University will investigate the facts underlying the allegation. The investigation shall allow the student to present written and/or oral explanation of the facts and circumstances underlying the alleged conduct. All physical evidence, written statements, and notes of oral statements taken in an investigation shall be kept in a case file relevant to the matter.

If the DSA does not believe that conduct constituting a violation of this code has occurred, the charge shall be dismissed. A written finding of this dismissal of charges shall be placed in the case files, with copies of the final results delivered to the student accused in the allegation.

FINDINGS, HEARINGS, AND APPEALS
If the Dean of Student Affairs (DSA) believes there has been a violation of the Code of Conduct, she/he will conduct an appropriate investigation.

If the DSA decides the outcome is a minor violation, he/she will arrange a one-on-one meeting with the student to discuss these findings. Following this meeting, the DSA may decide to impose any of the following sanctions: counseling, guidance, oral reprimand and/or written reprimand.

The DSA will deliver the findings, in writing, to the student. If a violation is found and a sanction proposed by the DSA, the student will have ten calendar days from receipt of the written finding to appeal the finding and sanction to the Administrative team. This appeal must be in writing. Appeals are limited to: a) the showing of new evidence that was unknown at the time of the decision, b) sanction that is not supported by the evidence, or c) bias or other unfair prejudice in the decision or procedure.

A meeting of the Administrative team (the University President, the Dean of Academic Affairs, and the Dean of Student Affairs) will be arranged within ten calendar days of receipt of the written appeal. Student may attend this meeting but is not obligated to attend. The student may elect to be accompanied by an advisor of their choice, provided that the advisor is a member of the University community and does not act as legal counsel.

The decision of the Administrative team regarding the appeal is final. The DSA shall then record and file all results of both the preliminary and subsequent investigations in the student’s academic records file.

More serious violations of the Code of Conduct may require a formal hearing, as determined by the Dean of Student Affairs. For the purposes of a formal hearing, the Administrative team consists of the University President, the Dean of Academic Affairs and the Dean of Clinical Education. The following procedure applies:

1. If the DSA believes that a more serious sanction may be warranted, she/he will refer the case to the Administrative team for a formal hearing, and will submit all relevant documents and records. The DSA will not be involved in the determination of any Administrative team sanction.

The student will be notified in writing of the hearing time and date, and the charges against him. The student has the right to examine the evidence against him/her prior to the hearing and to respond, in writing, to the allegations no less than ten calendar days prior to the hearing. The hearing shall be arranged by the DSA. At the hearing, the Administrative team will review and consider all materials appropriately submitted by the DSA and the student who has been charged. The Administrative team will deliberate and deliver their decision to the student within ten calendar days of completion of the hearing, or as soon thereafter as is reasonably practicable given the nature and circumstances of the case.

2. Following receipt of this decision, the student will have an additional ten calendar days in which to appeal sanctioned decisions arrived at by the Administrative team. This appeal must be directed to the University President. Such appeals must be in writing and presented to the President via certified mail postmarked within ten calendar days of receipt of the committee’s decision. Appeals are limited to the following circumstances: a) the showing of new evidence that was unknown at the time of the decision, b) sanction that is not supported by the evidence, or c) bias or other unfair prejudice in the decision or procedure.

The decision of the President is final.

POLICY CONCERNING APPROPRIATE ATTIRE
All students entering the building to attend class, study, work, or visit are asked to be mindful of the professional environment of this medical institution. Students are expected to dress and act respectfully of patients, visitors, employees, and other students in the building. All students must wear shoes at all times, unless otherwise instructed by their professor for educational purposes. Inappropriate, excessively revealing, intentionally provocative, or excessively casual (e.g., bathing attire, pajamas, etc.) clothing is not considered acceptable.

Students working in, or conducting their internship at the Yo San University Clinic must fully comply with the guidelines established in the Clinic Handbook (received by all students working or practicing inside the Clinic and on file in the Clinic Manager’s office).

LEAVE OF ABSENCE POLICY
Requests for Leaves of Absence must be made in writing, using the appropriate Leave of Absence Request form, stating a reason for the request and the length of the leave.

A student may be granted one Leave of Absence within any 12-month period, not to exceed 180 calendar days. One subsequent Leave of Absence within that same 12-month period can be granted for unforeseen circumstances, such as jury duty, military duty, and criteria covered under the Family and Medical Leave Act of 1993. Such exceptions must be approved by the Disability Resource Coordinator.

Enrollment status for students on Leave of Absence is reported to the student’s lender as less than half-time. Students who do not return to half-time (or greater) status within 180 days of their approved leave of absence initiation date will begin loan repayment on outstanding student loans.

Students who have taken a Leave of Absence should contact the Dean of Academic Affairs prior to their return and registering. It is the student’s responsibility to be aware of any policy changes.

A Leave of Absence that exceeds 180 calendar days constitutes an automatic withdrawal from the University. Students who have withdrawn and wish to return to school must submit a new and full application. Re-enrollment is not guaranteed.

WITHDRAWAL FROM THE UNIVERSITY
To withdraw from the University a student must complete and submit an official Withdrawal Request Form. Students are responsible for clearing all outstanding fees at the time of their withdrawal. The Financial Aid Coordinator will be informed immediately of the withdrawal of any student receiving Federal financial aid.

Under no circumstances does non-attendance or non-payment constitute a withdrawal.

READMISSION AFTER WITHDRAWAL
In order to be considered for readmission, a complete application is required, including the admission essay, resume, and references updated to reflect the changes since the previous application.

Students approved for readmission are responsible for fulfilling the curriculum requirements current at the time of their readmission.

READMISSION OF MILITARY PERSONNEL AND VETERANS
A student who has to take a Leave of Absence because of active duty service for more than 30 days is entitled to readmission, with the same academic status, if all of the following criteria exist:
• advance notice is provided
• the cumulative absence is not longer than five years
• the University is notified of the intent to re-enroll within three years, or two years after the end of recovery from injury
• the student was not dishonorably discharged

GRIEVANCE PROCEDURES
Students with a grievance regarding a specific issue or with a specific staff or faculty member are asked first to attempt to resolve the situation with the appropriate administrator or with the specific staff or faculty member. If a student believes that his or her grievance was not resolved satisfactorily, the student may report the grievance, in writing, to the Dean of Student Affairs.

The Administration will arrange for the student to have an interview with the Dean of Academic Affairs or the Dean of Student Affairs or another appropriate person to evaluate and attempt to resolve the grievance. If the student is not satisfied with the outcome of this contact, he or she may request a hearing before the Grievance Committee by submitting a written request to the Dean of Student Affairs. A hearing shall be held no later than 30 days after the request is received. The Grievance Committee shall consist of one member of the Administration, one faculty member, and one student. The student member of the Grievance Committee shall be appointed by the University President from a panel of students nominated by the Yo San Student Association.

At the hearing, each side of the grievance shall have the opportunity to present their case with supporting documents and/or witnesses, where appropriate. The Grievance Committee shall deliberate and deliver its written decision within seven (7) business days of the conclusion of the hearing, or as soon thereafter as is reasonably practicable given the nature and circumstances of the grievance. If the student is not satisfied, he or she may appeal to the President in writing within three (3) days of receipt of the decision. Appeals are limited to: a) the showing of new evidence that was unknown at the time of the decision, b) sanction that is not supported by the evidence, or c) bias or other unfair prejudice in the decision or procedure. Within five (5) business days thereafter, the President shall issue his or her written decision, affirming, reversing, or modifying the decision of the Grievance Committee.

If the student wishes to appeal the President’s decision he or she must seek compulsory, binding, confidential arbitration before the Judicial Arbitration and Mediation Service or the American Arbitration Association. The arbitration shall be held in Los Angeles County. Except for the student’s portion of the initial case management, administration, or application fee, the costs of arbitration will be borne by the University.

If a student is not satisfied that Yo San University has adhered to its policy or been fair in its handling of a grievance, the student may contact the Accreditation Commission for Acupuncture and Oriental Medicine at:

ACCREDITATION COMMISSION FOR ACUPUNCTURE AND ORIENTAL MEDICINE (ACAOM)
Maryland Trade Center 3
7501 Greenway Center Drive, Suite 760
Greenbelt, MD 20770
(301) 313-0855; fax: (301) 313-0912

DRUG–FREE POLICY
Students are prohibited from possessing, using, or distributing drugs or alcohol on the University premises. If a student is found using, under the influence of, or in possession of alcohol or illicit drugs, they will be suspended from the institution and may be subject to dismissal.

There is a list of local resource centers for the diagnosis and treatment of substance abuse available from both the University Clinic and the school Administration.