Student Handbooks

UND CNPD Department of Nursing Policy Manual 207

Procedure Number: 207
Procedure Name: Background Checks for Applicants and Students in the CNPD Department of Nursing
Reviewed by: Nursing Faculty
Last Review Date: 04/17/2026

Applicability

This policy applies to all UND nursing students

Rationale

1. Clinical experiences are an essential element in professional nursing programs. Students who cannot participate in clinical experiences due to criminal or other adverse activities that are revealed in a background check are unable to fulfill the requirements of the program.  Additionally, many healthcare licensing agencies require individuals to pass a criminal background check as a condition of licensure or employment. Therefore, it is in everyone’s interest to resolve these issues prior to a commitment of resources by the student, applicant, Department of Nursing or UND,
2. Health care providers are entrusted with the health, safety and welfare of clients, have access to controlled substances and confidential information, and operate in settings that require the exercise of good judgment and ethical behavior. Thus, the student’s ability to function in such a setting is imperative to promote the highest level of integrity in health care services.
3. Clinical facilities are increasingly required by accreditation agencies, such as The Joint Commission, to conduct background checks for security purposes on individuals who provide services within the facility and especially those who supervise care and render treatment. To meet this requirement with our clinical partners, educational institutions have agreed to require these background checks for students and faculty.
4. The Department of Nursing is obligated to meet the contractual requirements regarding background checks contained in affiliation agreements with the various community facilities.
5. The North Dakota State Board of Higher Education Policy 511 (SBHE Policy 511) requires student criminal history background checks for students in particular courses of study. The policy further requires each institution to adopt policy and procedures for implementation for admission decisions. This policy is intended to comply with SBHE Policy 511.

Policy

1. Admission
   • Upon offer of admission, applicants must self-disclose to the Office of Student Services all occurrences which could result in a discrepancy on a background check. This self-disclosure includes all instances of a criminal charge or conviction including all misdemeanors and felonies, such as minor in consumption, driving under the influence, disorderly conduct and theft.  Non-criminal traffic violations such as speeding or parking tickets do not need to be disclosed.  Failure to self-disclose may result in a revocation of admission offer.
   • Applicants must also submit to and satisfactorily complete the approved Department of Nursing background check as a condition of admission. All offers of admission are contingent upon the successful completion of the background check(s) with results deemed favorable. Admission may be revoked based on the outcome of the background check. 
2. Enrolled Students

   • Students who are currently enrolled must submit to and satisfactorily complete an annual background check as a condition of continuing enrollment in the Department of Nursing. Background checks must be completed prior to starting classes.

   • Students who refuse to submit to the background check will be dismissed from the program.  It is expected that all students will self-disclose any occurrences which could result in a discrepancy (criminal charge or conviction) on a background check to the Office of Student Services Manager within five business days from occurrence. Discrepancies in background checks will be reviewed as outlined in Procedure 207a. Occurrences resulting in a discrepancy (criminal charge or conviction) may be considered grounds for dismissal.

   • It is a requirement of the Minnesota Department of Human Services (DHS) that any student placed in Minnesota for a clinical/practicum experience and who has direct contact with vulnerable persons (children, elderly, those with mental health issues, disabled, homeless etc.) complete an additional background check. DHS considers any hospitalized patient a vulnerable person and in essence, any client under the care of a health care provider to be vulnerable.  Based on the aforementioned information, undergraduate students and graduate students with placements in Minnesota are required to complete the MN NET Study.  Students are responsible for the costs associated with the MN NET Study.

   • Clinical placement and experiences are a prerequisite for graduation from the nursing program. The Department of Nursing makes no guarantee that a student who has a findings of concern in their background check report, and is nonetheless permitted to enroll in the program will be able to be placed at a clinical facility. Graduation from the nursing program does not guarantee that the student can be registered, permitted or licensed under state law. 

3. General

   • Falsification of information, including omission of relevant information, will result in denial of admission or dismissal from the educational program.

   • Criminal activity of the student may result in disciplinary action, including dismissal from the Department of Nursing and will be addressed through the CNPD and UND’s academic and/or disciplinary policies.

Background Check Report

1. Obtaining a Background Check Report
   • The Department of Nursing will designate an approved vendor to conduct the background checks which will issue reports directly to the Office of Student Services. Results from a vendor other than that designated will not be accepted.  Students must complete the background check through the approved vendor in order to assure consistency of collected data.   The student is responsible for payment of any fees incurred in obtaining the required background check.  If an agency where a student is placed for his or her clinical education requires an additional background check, students are responsible for any cost involved.
2. Scope

   • Background checks will include such things as the following:

     1. Social Security Report (address locator)
     2. County Criminal Record History (unlimited jurisdictions)
     3. National Sex Offender Public Registry Search
     4. National Criminal Database Search, includes but not limited to:
        1. Multiple AOC/DOC/DPS criminal data sources
        2. Federal Bureau of Investigation Terrorist List
        3. Federal/State/Local Wanted Fugitive Lists
        4. Sexual/Violent Offender Registries
     5. FACIS® Level 1 includes, but not limited to:
        1. (OIG) Office of Inspector General List of Excluded Individuals
        2. (GSA) General Services Admin. Excluded Parties Listing
        3. (OFAC) Office of Foreign Assets Control SDN Search
        4. (ORA/FDA) Office of Regulatory Affairs/Food & Drug Administration
           Debarment List
        5. (ORI) Office of Research Integrity Administration Action List
3. Rights

   • Students and applicants have the right to review the information reported by the designated vendor for accuracy and completeness and to request that the designated vendor verify that the background information provided is correct.  Prior to making a final determination that will adversely affect the applicant or student, the Department of Nursing will inform them of their rights and how to contact the designated company to challenge the accuracy of the report.  The process and timeline are delineated in Procedure 207a. 

Approved by Nursing Faculty R 11/16/12; 10/24/14; R 09/30/16; R 03/22/19; R 03/26/2021; R 04/17/2026

UND CNPD Department of Nursing Policy Manual 207a

Procedure Number: 207a
Procedure Name: Background Checks for Applicants and Students in the CNPD Department of Nursing
Reviewed by: Nursing Faculty
Last Review Date: 04/17/2026

Procedure

1. Applicants who receive a letter offering admission will be notified that admission is contingent upon the successful completion of a criminal background check. The letter offering admission will specify a date by which the background check must be completed, and results deemed favorable in order to secure an admission spot. The application process will provide a place for self-disclosure of any misdemeanors or felonies. Self-disclosure will be reported to the Office of Students Services. Failure to disclose may result in a revocation of admission offer.
2. Current students must complete a background check on an annual basis.
3. If the report or self-disclosure contains findings of concern, the applicant will be notified and may be required, at the discretion of the Department, to submit additional information relating to the findings, such as a written explanation, court documents and police reports. The student will have 10 business days from notification in which to provide this information.
4. A committee comprised of the Undergraduate or Graduate Department Chair, the Undergraduate Council Chair and Graduate Council Chair, and the Office of Student Services Manager will convene to review the discrepancies or findings of concern of the background check, as well as any documentation submitted by the student. If the student is an undergraduate student, the Graduate Department Chair will serve on the committee and if the student is a graduate student, the Undergraduate Department Chair will serve on the committee.
5. The committee will review all relevant information, including materials submitted by the student, in order to make a recommendation to the appropriate department chair. For students in the application process, the recommendation would be to allow the student to continue or to withdraw the offer of admission to the program. In the case of a currently admitted student, the recommendation would be to dismiss the student from the program or allow them to continue. 
6. Recommendations made by the committee related to the criminal background review of applicants are final. The committee recommendations will be communicated to the appropriate department chair for a final determination of the student’s admission or dismissal.  The final decision regarding the background check finding will be communicated to the student by the department chair.
   If the decision is to revoke the admission offer, the student is not eligible to reapply to the program until he or she is able to provide proof of resolution to the finding of concern. A decision of dismissal of a current student based on a dismissal related to their background check results pursuant to this procedure is final and the student is not eligible to return to the program.

Committee Review Standards

1. Factors the committee may consider when reviewing a background check and any other information submitted by the applicant/student include, but are not limited to one or all of the following:
   1. The nature and seriousness of the offense or event
   2. The circumstances surrounding the offense or event
   3. The relationship between the duties to be performed as part of the educational program and the offense committed
   4. Whether the offense or event was an isolated or repeated incident
   5. The length of time that has passed since the offense or event
   6. History of academic or disciplinary misconduct
   7. Evidence of successful rehabilitation
   8. Accuracy and consistency of the information provided by the applicant or student
   9. Self-disclosure to the Office of Student Services
2. The committee will take into consideration how the background check results and reported information may impact the safety interests of our clinical partners, patients, and academic environment, as well as potential implications for the student regarding seeking and maintaining future licensure and employment.

Notification

1. Background check reports and other submitted information are confidential and may only be reviewed by University officials and affiliated clinical facilities in accordance with the Family Educational Records and Privacy Act and this policy.
2. Background check reports and other submitted information by students will be maintained in the Office of Student Services in accordance with the University’s record retention policy for student records.
3. Background check reports and other submitted information of applicants denied admission into the program will be maintained in accordance with the University’s record retention policy. Only the letter of dismissal will be kept in the academic file; supporting documents and other information will be maintained in a separate file in the Office of Student Services.
4. Clinical placements may require students to release his or her background check record to a clinical agency pursuant to the clinical placement contract agreement with the agency where he or she is placed to complete their clinical education.

Approved by Nursing Faculty 10/24/14; R 03/22/19; R 03/26/2021; R 04/17/2026

UND CNPD Department of Nursing Policy Manual 257a

Procedure Number: 257a
Procedure Name: Nursing Student Conduct Standards Procedure
Reviewed by: Undergraduate Nursing Council
Last Review Date: 04/12/24

Procedure

In situations where a faculty member, clinical agency staff, preceptor or another student witness and/or are advised of a suspected violation of the Code of Conduct policy, action will be taken promptly to address the issue with the student.

Reporting and Documentation Process for a Suspected Violation of the Code of Conduct

1. Reports of suspected and/or witnessed academic or professional misconduct should be made to the appropriate course faculty within 5 business days of the suspected occurrence. Failure to report will result in disciplinary action.
2. The course faculty immediately notifies appropriate department chair of suspected and/or witnessed occurrence.
3. After reporting to department chair, course faculty will set up meetings with all students involved in suspected and/or witnessed occurrence. These meetings will include course faculty and the course coordinator. The Suspected Violation of Code of Conduct form is completed and submitted to the department chair within 5 business day of the suspected violation.
4. Documentation of the meeting details will be recorded on the Suspected Violation of the Code of Conduct form and a copy will be placed in the student file in the Office of Student Services. All documentation related to a suspected or witnessed violation will be removed from the student file upon graduation from the nursing program.
5. Depending on the seriousness of the violation, clinical experiences may be suspended during the process of investigation.
   6. The department chair will notify the Dean of the suspected and/or witnessed occurrence upon receipt of Suspected Violation of Code of Conduct form.

Disciplinary Sanctions for a Suspected Violation of the Code of Conduct Upon completion of investigation

1. Course faculty, in collaboration with the Department Chair and clinical preceptor (if appropriate), will determine if sanctions will occur within the course or will be referred to the Dean.
2. Course sanctions may include but are not limited to, grade reduction, failure of the assignment, failure of the course, or dismissal from the program.
3. Course sanctions will be communicated in writing to the student/students by the course faculty within three class days following the determination of course sanctions.
4. If a second removal from a clinical experience occurs as a result of a violation of the Code of Conduct policy, the student shall be permanently removed from patient contact in that course. Such removal shall result in immediate failure of the clinical course.
5. Within three class days after the second removal from a clinical experience, a meeting with the supervising faculty member, clinical preceptor (if appropriate), student, department chair and/or designee, and a person of the student’s choosing shall be held to review the removal decision.
6. Incidents of misconduct that are deemed to have broader impact as determined by course faculty will be referred to the Dean for disciplinary sanction.
7. Sanctions by the Dean will be communicated in writing to the student/students involved in the occurrence.

Student Appeals Process and Dismissal

Students have right to appeal sanctions as outlined in Department of Nursing policies 236 and 237.

Approved by Undergraduate Council R 04/08/16; R 04/12/24
Approved by Nursing Faculty R 04/29/16; R 01/18/19

UND CNPD Department of Nursing Manual #404h

Procedure Number: 404h
Procedure Name: Undergraduate Nursing Exam Administration Procedure for Students
Reviewed by: Undergraduate Nursing Council
Last Review Date: 10/11/24

The College of Nursing & Professional Disciplines (CNPD) is committed to protecting the integrity of exams. The following procedure will be used for all exams within the Undergraduate Nursing Department. Students should refer to Policy 257 Nursing Student Conduct Standards regarding academic integrity.

1. Student computer requirements for secure electronic exam administration:
   1. Computers may be used during exams administered using secure electronic exam software, following the instructions given by the course faculty.
   2. It is the students’ responsibility to ensure personal computers are kept up to date with exam software updates.
   3. Computers should not have any notes or writing visible on any of the physical surfaces of the computer; the exam proctor may inspect computers for security purposes.
2. Student requirements to prepare for exam administration:
   1. Students must put away all personal items and close all other computer programs prior to distribution of exam password.
   2. All student belongings, including backpacks and coats, must be placed out of reach during the exam. Place belongings carefully at the front/back/side of the room during testing. Belongings must not block the walkway. Emergency exit routes and accessibility guidelines must be maintained.
   3. All electronic devices (cell phones, smartwatches, Bluetooth devices, electronic earbuds, headphones, etc.) must be turned all the way off (not to vibrate) and turned into course faculty during an exam.
   4. No hats, bulky coats/jackets, hoods over the head, or sunglasses are to be worn during an exam, with discretionary allowances for religious apparel.
   5. Earplugs (individually packaged, unopened, and disposable) may be utilized during exams. They must be inspected and approved by the proctor before each exam.
   6. No textbooks, notes, or resources may be used during the exam unless specified by the course faculty.
   7. No food or beverages are allowed during an exam, unless predetermined as medically necessary. They may not be on the student’s desk and must be stowed away from exam taker.
3. Student exam administration guidelines:
   1. Exam proctor may ask students to show a photo ID prior to exams.
   2. Seating assignments for testing may be made by the course faculty or the exam proctor.
   3. Students are to remain seated until their exam is completed to minimize disruptions to other exam takers.
   4. Students should raise their hand if they have a technology-related question related to the exam.
   5. Students may not ask the exam proctor questions regarding exam content while the exam is in progress. All concerns related to the exam items must be addressed by appointment with the course faculty after all students have completed the exam.
   6. Students will not be allowed to leave the classroom during an examination. If the student leaves the room, the exam will be submitted for grading at that time.
   7. All exam materials must be submitted prior to leaving the classroom. It is the student’s responsibility to ensure all electronic exams have uploaded successfully when completing the exam. Students may receive a ‘zero’ on exams not submitted prior to leaving the classroom. See the exam proctor if assistance is needed to upload the exam.
   8. After an exam is submitted students are to leave the classroom quietly and respectfully. Students are not to remain in the hallways outside of the classroom. Students may go to the lounge, computer lab, or leave the building until class is scheduled to resume.
4. Make-up exams
   1. Make-up exams are given at the discretion of the course faculty.
   2. If a make-up exam is approved, it will be in an alternate format and different than the exam given to the class.
   3. Whenever possible, make-up exams should be given prior to, or within 2 business days after, the originally scheduled exam.
5. Exam review procedures:
   1. Exam reviews must be directly supervised by course faculty or exam proctor.
   2. Exams may only be reviewed with the course faculty within 5 business days of the exam results being posted to Blackboard.
   3. Due to end of semester time constraints, see individual course syllabi for final exam review instructions.
   4. Exams may be reviewed electronically, verbally, or using a printed exam, at the discretion of the course faculty. The course faculty must ensure all exam materials are collected at the conclusion of the exam review.
   5. Students’ personal belongings and electronic devices (including cell phones) must be stowed and away from the student during the exam review. Students may not write down exam questions, take pictures, or in any other way remove exam item content from the exam review.
   6. Only students enrolled in the course are allowed to participate in exam review.
   7. Students must follow the exam challenge procedure if there is any disagreement with the content of an exam item. Refer to Procedure #403a for the procedure to use for exam item challenges.
   8. Students must use professional, respectful, communication during exam reviews or the exam review may be discontinued at the discretion of the course faculty.

Approved by Undergraduate Council: 09/10/2021; 05/12/23; 10/11/2024

UND CNPD Department of Nursing Policy Manual 606

Policy Number: 606
Policy Name: Graduate Student Progression Policy
Reviewed by: Graduate Council
Last Review Date: 09/20/2024

1. Only students admitted in the UND graduate nursing major may enroll in a course with a NURS prefix or with written permission from the course instructor. This does not include non-degree students, who according to university policy can take up to nine semester credits in the following courses only (should there be space available after all admitted students have enrolled): NURS510, NURS511, NURS525, NURS565 and NURS577. Non-degree students will receive a permission number from the Office of Students Services to enroll in the aforementioned courses.
2. Students, including non-degree seeking students, must achieve a minimum grade of B (3.00) in all nursing courses and maintain a current and cumulative grade point average of 3.00 or better. See procedure 606a for additional information.
   1. A student who receives a grade of “C”, “D”, “F” or “U” in a graduate nursing course may repeat that course only once, on a space-available basis
   2. A student who withdraws from a graduate nursing course may repeat that course only once (with prior approval from their track/program director), on a space-available basis.
   3. The student in scenario a or b above must meet with their track/program director to determine if there is space in the class and cohort. If space is not available in the ensuing academic term, the track/program director may:
      1. place the student on a leave of absence up to one year; or
      2. recommend to the graduate nursing chair that the student be dismissed.
3. Students must adhere to all nursing policies and procedures.
4. Students admitted provisionally who have a course failure with a grade of C or less during the first 12 graduate credits may be dismissed from the Department of Nursing graduate programs.
5. Students who wish to withdraw from a course should see the current University Academic Catalog policy on withdrawal procedures and deadlines for instituting withdrawal procedures. Students who do not formally file withdrawal forms receive “F” grades.
6. Students who wish to take an “incomplete” grade in a nursing course should see the current University Catalog policy on incomplete grade. NOTE: a student who has an “I” in a prerequisite nursing course is not permitted to take further courses in the specified course sequence. An incomplete must be requested by the student to be considered.
7. Students who withdraw from the program; for any reason, should contact their academic advisor and formally withdraw from each course in which they are registered through the Registrar’s Office. The student must submit a letter of notification of their withdrawal to the track/program director of their program. Students must also withdraw from the University. Please see University Graduate Academic Information>Academic Policies and Procedures>Withdrawal from the University at http://und-public.courseleaf.com/ on withdrawal procedures for further information.
8. Students must successfully complete all prerequisites before moving into the subsequent courses.
9. Students must follow either the full time or part time curriculum plan for the track in which they are admitted or obtain permission from the track/program director. See procedure 606a for additional information.
10. Students are admitted based on their location at the time of application. Students who relocate during their program of study may not be able to continue. Students must contact the Clinical Placement Manager for more information. This excludes the PhD in Nursing program.

Approved by Graduate Council R 04/29/16, R 11/18/16; R 12/13/19; R 05/15/2020; R 09/11/2020; R 09/10/2021; R 09/20/24

Approved by Nursing Faculty 04/29/16, 12/09/16, 9/20/24

UND CNPD Department of Nursing Manual 608

Policy Number: 608
Policy Name: Faculty Advisory Committee for Master’s Thesis Option (Nursing Graduate Students)
Reviewed by: Nursing Graduate Council
Last Review Date: 12/13/2024 (Revised)

For students choosing a thesis option, a Faculty Advisory Committee is required. The Committee is responsible for program advisement and thesis advisement in accordance with policies established by the School of Graduate Studies (see Academic Catalog). Following consultation between the student and the faculty to be recommended, the student will complete the appropriate School of Graduate Studies form and have it approved by the Graduate Nursing Chair. The student and the advisor will select at least one other graduate faculty members to serve on the committee. Two committee members including the chair are standard. All members of the Committee must be members of the UND Graduate Faculty.

Approved by Nursing Graduate Council R  12/13/2024

Approved by Nursing Faculty 10/24/14

UND CNPD Department of Nursing Manual #609

Policy Number: 609
Policy Name: Appointment of Faculty Advisory Committee, Change in Faculty Advisor, or Change in Faculty Advisory Committee
Reviewed by: Nursing Graduate Council
Last Review Date: 12/13/2024

All graduate students are assigned a permanent advisor upon admission to a nursing graduate track. PhD students will be assigned a temporary advisor until a permanent advisor is chosen.

In the event that the student determines the need for a change in Faculty Advisor or member(s) of the Faculty Advisory Committee, it is the student’s responsibility to communicate the basis for the change to all parties involved.

The rationale for communication of Faculty Advisory Committee change is that each member agrees to serve on a committee with a clear understanding of the unique contributions they are expected to provide. Change in committee membership requires reclarification of the contributions of all committee members that result from the change in committee configuration, as well as the appropriate School of Graduate Studies form. The Graduate Program Director will inform all former and current members of any committee changes.

The final oral defense of the thesis, project, dissertation or final submission of the independent study will not be held until at least 28 school days after the effective date of any advisor or committee changes.

Approved by Nursing Graduate Council R 12/13/2024
Approved by Nursing Faculty 10/24/14

UND CNPD Department of Nursing Policy Manual #623a

Procedure Number: 623a
Procedure Name: Graduate Nursing Student Conduct Standards Procedure
Reviewed by: Graduate Nursing Council
Last Review Date: 4/12/2024

Procedure

In situations where a faculty member, staff, student, clinical agency staff, preceptor and/or another witness or are advised of a suspected violation of the Code of Conduct policy, action will be taken promptly to address the issue with the student.

Reporting and Documentation Process for a Suspected Violation of the Code of Conduct

1. Reports of suspected and/or witnessed academic or professional misconduct should be made to the appropriate course faculty or track/program director (in the case of a non-course suspected violation) within 5 business days of the suspected occurrence. Failure to report will result in disciplinary action.
2. The course faculty or staff member immediately notifies appropriate graduate track/program director of suspected and/or witnessed occurrence. Graduate track/program director will notify appropriate department chair.
3. After reporting to department chair, course faculty or graduate track/program director will set up meetings with all students involved in suspected and/or witnessed occurrence. These meetings will include the graduate track/program director, as well as the staff member, course faculty, and course coordinator (if applicable).
   1. Should a student decline to attend this meeting or provide no response to the suspected violation, the process will move forward in accordance with nursing policy and procedure.
4. The Suspected Violation of Code of Conduct form is completed and submitted to the department chair within 5 business days of the notification of the suspected violation.
5. Documentation of the meeting details will be recorded on the Suspected Violation of Graduate Nursing Student Conduct Standards Policy Form and a copy will be placed in the student file in the Office of Student Services. All documentation related to a suspected or witnessed violation will be removed from the student file upon graduation from the nursing program.
6. Depending on the seriousness of the violation, participation in didactic courses and/or clinical experiences may be suspended during the process of investigation.
7. The department chair will notify the Dean of the suspected and/or witnessed occurrence upon receipt of Suspected Violation of Code of Conduct form.

Disciplinary Sanctions for a Suspected Violation of the Code of Conduct Upon completion of investigation

1. Course faculty and graduate track/program director in collaboration with the Department Chair will determine if sanctions will occur within the course or will be referred to the Dean.
2. If conduct violations occur, sanctions may include but are not limited to: grade reduction, failure of the assignment, failure of the course, probation.
3. Sanctions will be communicated in writing to the student/students by the graduate track/program director within three class days following the determination of sanctions.
4. A second violation of the Code of Conduct policy may result in the student being terminated from the program, upon review by the Chair.
5. Incidents of misconduct that are deemed to have broader impact will be referred to the Dean for disciplinary sanction.
6. Sanctions by the Dean will be communicated in writing to the student/students involved in the occurrence.

Student Appeals Process and Dismissal

Students have the right to appeal sanctions as outlined in Department of Nursing policies 236 and 237.

Approved by Graduate Nursing Council R 04/12/24
Approved by Nursing Faculty

Form Number: 623b
Form Name: Suspected Violation of Graduate Nursing Student Conduct Standards Policy Form
Reviewed by: Graduate Nursing Council
Last Review Date: 04/12/24

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