University Policies

In addition to the Honor Code, students should review, understand, and follow the below policies and procedures.

University departments have policies and procedures to which students should adhere. Policies may be found in ERNIE, websites, or documentation maintained by each area.

Embry-Riddle maintains all University-level policies and procedures through the Administrative Policies and Procedures Manual (APPM). The APPMs and academic policies are the governing policies for many processes found throughout campus.

Administrative Leave/Withdrawal Policy

The University has the highest regard for student health and safety, both physically and mentally. The University makes every reasonable effort to provide students with appropriate services and accommodations to meet their needs. In some cases, it may be necessary to encourage or require a student to take a leave of absence from the University when it has been determined that their physical or mental health is significantly interfering with their ability to succeed, is negatively impacting the campus community, or is interfering with the educational pursuits of others.

The Dean of Students staff, in consultation with members of CARE/BIT, will review individual student cases to determine if a student (a) poses a threat to the health or safety of others, (b) has a medical or psychological condition that cannot be reasonably and/or adequately accommodated in the Embry-Riddle campus setting, or (c) due to a medical or psychological condition, displays behaviors that seriously interfere with the student’s ability to function and/or seriously interferes with the educational pursuits of other members of the Embry-Riddle community. When it has been determined that any of these conditions exist, the designated Dean may encourage or require a student to take a leave of absence from the University for a specified period of time. All students will be held responsible for their behaviors, regardless of circumstances.

Animals on Campus Policy 

Policies are found on the Disability Support Services ERNIE page or Daytona Beach campus website. Specific questions related to an animal on campus can be directed to the Director of Disability Support Services at dbdss@erau.edu or (386) 226-7916.

Auxiliary Access: FERPA

For current information, documents, and processes, visit the University's FERPA policy.

The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law designed to protect the privacy of and limit access to student educational records. FERPA grants to students certain rights, privileges, and protections relative to the identifiable information contained within their educational records maintained by the University. Specifically:

• Students have some control over the disclosure of information. A student's educational records (with the exception of directory information) will be released to third parties outside the University only with the consent of the student.
• Students have the right to inspect, review, and request amendment of their educational records.
• Students have the right to challenge information contained within their educational records.
• Students have the right to file a complaint with the U.S. Department of Education if they believe their rights under FERPA are violated.

Educational records covered by FERPA include grades, housing information, financial status, results of disciplinary proceedings, etc. FERPA does not apply to medical, disability and counseling records, which are confidential and protected.

FERPA permits the release of directory-type information to third parties outside the institution without written consent. Students may file a Request for Non-disclosure of Student Directory Information, meaning no information, including directory information, will be released, except as required by law. This means that the University cannot verify enrollment and degrees earned requests from potential employers or insurance companies. Requests from the student for Enrollment Verifications or Transcripts may be honored regardless of the hold with verified student authorization. Requests for non-disclosure remain in effect even after graduation and may be rescinded with a verified signature. For students who have rescinded their non-disclosure and left the University, it can only be reinstated if the individual re-enrolls.

Directory information includes:

• Name
• ERAU email or box address
• Campus, school, or college attended
• Course of study and areas of specialization
• Dates admitted, attended, and graduated
• Enrollment and class status (freshman, senior, full-time, part-time, etc.)
• Degrees sought or earned and dates received or anticipated
• Awards, honors, and special programs or recognitions
• For student athletes and scholarship recipients, the ERAU ID photograph

The following is also included as directory information but is only released for compelling reasons and only with advance approval of the Registrar, Dean of Students, or their designees:

• Permanent or local mailing addresses and telephone numbers
• Non-ERAU email addresses or account information
• Date of birth
• Factual disciplinary history, including the results of disciplinary processes or the fact that action was pending at the time of withdrawal
• Information from public sources

Directory information cannot include a student’s identification number or social security number, race, ethnicity, nationality, or gender.

Academic records (class schedules, grades, transcripts, etc.) are maintained by the Office of the Registrar. Students who wish to have academic records sent to parents, guardians, other institutions, or private individuals must officially request these services in writing through the Registrar each semester.

In addition to academic records, the Dean of Students Office maintains student conduct records and reports for a period of seven years from final case resolution, and records of suspended or dismissed students are kept indefinitely. A student must make a written request to the appropriate office and allow a maximum of 45 days for the information to be presented. For the Civil Rights Equity & Sex/Gender-Based Harassment, Discrimination, and Sexual Misconduct Policy record retention, see Title IX Compliance.

For questions or further information concerning the Family Educational Rights and Privacy Act (FERPA), contact the Office of the Registrar at (386) 226-6030 or the Dean of Students Office at (386) 226-6326.

Campus Communication Policy

Students should check their @my.erau.edu email daily.

The University officially communicates with students through the University email system. Every student is assigned an ERAU email account. Students should check their email daily, including junk/clutter, to ensure proper notification. Email is considered the central communication point through which an individual student may always be reached by University personnel.

Note: failure to respond to a request from a University official is a violation of the Honor Code.

In addition, students are also required to update their contact and emergency information in Campus Solutions. In the event of a campus emergency, University officials will communicate with students, faculty, and staff via the RAVE emergency notification system, which includes email, text, and voicemail. Students are strongly encouraged to register for RAVE through the ERNIE portal.

Campus Expression Policy

Freedom of expression and assembly are rights of all citizens, residents, and sojourners in the United States of America. Embry-Riddle expects each member of our campus community to have an abiding interest in the University’s well-being and reputation. In most instances, judgment and discretion are sufficient as a guide for action. We ask students to remember that although the United States Constitution guarantees the freedom of expression and assembly, and, by judicial interpretation, campus groups have the right to official institutional recognition, these are not absolute rights. Registered Student Organizations, University personnel, and University-contracted groups are authorized to use University facilities and property for activities and events. The University, however, reserves the right to regulate the time, place, and manner in which expression and assembly may take place. In all instances, the freedom of expression and assembly on campus must be balanced by consideration for the health and safety of all members of the University community. As specified, guaranteed Constitutional rights are balanced against the important right to preserve the general welfare.

Computer & Network Policy

Section 7 of the Administrative Policies and Procedures Manual (APPM) outlines important policies related to the use of technology by Embry-Riddle students. These policies include:

• Acceptable Use of University Computing Resources
• Information Security Policy
• Password Security Policy
• Email Policy
• Cloud Security

Each Embry-Riddle computer user agrees to the Information Technology Acceptable Use of University Computing Resources Policy (APPM 7.5) at the time when the computer account is issued. This policy is subject to change and is reviewed by the Information Technology department each year. All constituents are expected to read and understand the provisions contained within this and all information technology policies. The APPM policies can be found through ERNIE.

Discrimination Policy

Embry-Riddle prohibits any form of discrimination based on race, color, national origin, sex, gender identity, gender expression, sexual orientation, disability, veteran status, predisposing genetic characteristic, age, religion, pregnancy status, or any other characteristic protected by University policy or state, local, or federal law. The Office of Title IX Compliance will review reports of discrimination. Visit Title IX Compliance for information.

Grade Appeal Process

Visit the Daytona Beach Catalog for more information about Academic Regulations and Procedures.

The role of the Dean of Students Office is to provide guidance and advice, not to process appeals.

Consistent with the Grievance Process, students are encouraged first to address their issues of concern regarding grades directly with the course instructor to attempt a resolution. If a resolution cannot be reached, students must follow the following procedure:

• Contact the course instructor to discuss the grade dispute and attempt a resolution.
• If a resolution cannot be reached with the course instructor, the student must contact the Department Chair responsible for the course in question by providing a written petition outlining the dispute in detail.
• The Department Chair will notify the student in writing of the outcome.
• If a resolution cannot be decided at the Department Chair level, the student should then submit the original petition, the written decision from the Department Chair, and a request for review to the Dean of the College (or designee) responsible for the course. They will render the final decision.
• The Dean of the College (or designee) will notify the student in writing of the final outcome.
• The deadline to submit a grade dispute petition to the Dean of the College is six weeks from the date the initial grade was issued.

Grievance Policy

It is the policy of Embry-Riddle Aeronautical University to administer its educational programs in a fair, equitable, academically sound manner and in accordance with the appropriate regulations and criteria of its governing board, accrediting associations, and federal and state laws and regulations. Students are provided an opportunity to express any complaint, grievance, or dispute that upon investigation may be remedied.

The Dean of Students Office will provide advice and guidance to students who present grievances or complaints, whether personal or academically-related. Appeals concerning previously assigned grades are specifically processed through the academic administrative chain, beginning with the course instructor. The Dean of Students Office will provide general guidance on the grade appeal process and other academically-related issues.

Students are first encouraged to address their grievance, whether personal or academic, directly with the faculty/staff member concerning the issue. This is considered an informal process and is meant to empower the student to confront the source of their concern, as well as minimize the length of time involved in achieving a resolution. If no agreement is reached, students may choose to put their grievance in writing directly to the next appropriate department head or director with responsibility for the area of concern or may seek assistance from the Dean of Students Office to file and process a formal written grievance. Any student, at any time, may choose to file a formal written grievance with the Dean of Students Office. The Dean of Students Office will adhere to the following formal process:

• A Dean will meet with the student to provide guidance and document grievances. Students who wish to file an official grievance or complaint should submit a report via electronic means. Students are encouraged to include details, specific information, and a complete description of the issue of contention for review by appropriate staff, department, and/or individuals.
• The written complaint will be electronically filed in the student conduct data management system for record-keeping purposes. A copy of the report will be forwarded to the appropriate department chair, director, or college dean as appropriate, along with a request for review and follow-up.
• The Dean of Students Office will keep a record of all correspondence regarding student grievance cases as provided by the student to the office.

In the event that a student wishes to file a grievance or complaint against another student, the Embry-Riddle student Honor Code and applicable hearing procedures may be applied (see Honor Code Hearing Process).

When it is appropriate, the Dean of Students Office offers mediation services for dispute resolution. Mediation may take place in lieu of Honor Code proceedings but requires the commitment of both parties that the process and the outcome are formal and result in a binding contract.

Health Insurance Requirements Policy

All students must have health insurance and provide proof of coverage on an annual basis; insurance coverage must be continuous throughout enrollment at Embry-Riddle. The University recommends that students and/or their parents who are currently insured contact their plan administrator to ascertain benefits and limitations while enrolled at the Daytona Beach Campus.

All students are automatically enrolled in the University’s student health insurance plan with the premium charged to their student account. Students with comparable private insurance may waive out of this plan. Prior to completing the waiver, we encourage students and/or their parents to review the University’s basic student plan and major medical options at www.uhcsr.com. The waiver request must be received and approved by the indicated deadline. Failure to waive the insurance by this deadline will result in the non-refundable insurance premium remaining on the student account. Embry-Riddle is not responsible for insurance waivers that are submitted after the deadline.

The waiver is found online in ERNIE. 

1. Go to your Student Homepage
2. Click on Finances or Profile Tab
3. Click on Complete Health Insurance Info
4. Remember to Click “WAIVE” to waive out of the plan (“ENROLL” if you are planning to purchase the plan)
5. Complete instructions are in your TO DO List in ERNIE and also in the TASKS Tab

Note: if you are having issues with your PIN number logging into ERNIE, you may need to reset it to continue with the waiver process or switch to a different browser.

Veterans still need to complete the online waiver and put in their Social Security number or Department of Defense # for policy number if they are waiving out of the insurance.

Learn more about the Student Health Insurance Plan

For UHCSR plan policy information, visit www.uhcsr.com, enter ERAU for school, scroll down to the Medical – Student Plan, and click on Explore Policy.

Misuse of Bathroom Facilities

As required by Fla. Stat. 553.865 students are required to use the bathroom facilities that align with their sex except in the instances outlined below:

• To accompany a person of the opposite sex for the purpose of assisting or chaperoning a child under the age of 12, an elderly person, or a person with a physical or developmental disability.
• For the purpose of rendering emergency medical assistance or to intervene in any other emergency situation where the health or safety of another person is at risk.
• For custodial, maintenance, or inspection purposes, provided that the restroom or changing facility is not in use.
• If the appropriate designated restroom or changing facility is out of order or under repair and the restroom or changing facility designated for the opposite sex contains no person of the opposite sex.

Willful non-compliance will result in in a charge of an honor code violation. Unisex single-stall bathrooms are available on campus.

Serving Law Enforcement & Government Agency Requests Policy

It is the policy of the University to facilitate the service of legal documents and requests from government and law enforcement agencies as provided under Florida State Statutes, while maintaining full compliance with the requirements of the Family Educational Rights and Privacy Act (FERPA). All legal documents to be served by law enforcement officers and private process servers directed at University students will be facilitated through the Dean of Students Office and Campus Safety & Security. All legal documents to be served by law enforcement officers directed at University faculty/staff will be facilitated through Campus Safety & Security. All legal documents to be served by private process servers directed at University faculty/staff will be facilitated by Campus Safety & Security and the General Counsel.

Any time a law enforcement officer or private investigator is on campus to investigate/question a student, this person(s) must be directed to contact Campus Safety & Security. If the subject of the investigation or questioning is a faculty/staff member, Campus Safety & Security will assume responsibility and coordinate with the Office of General Counsel as required. No information will be released concerning the subject, except for directory information as provided by FERPA.

In most cases an appointment will be made for the subject of the service to come to the Dean of Students Office or the Campus Safety & Security Department in order to be served the legal documents. When the appointment is made, the person will be notified of the reason for the appointment. It is then up to this person to determine whether or not they will comply with the request. Students should contact the Dean of Students Office or the Campus Safety & Security Department with their decision.

In the event of an emergency, a Safety Officer will locate the subject of the service, indicate to them what is needed, and wait for the person to accept or decline the service. If the person accepts, they will be escorted to the Campus Safety & Security department and given a confidential service of the legal documents.

Trespass Notice Policy

There are circumstances which result in a student being trespassed from campus. Several of these instances are in conjunction with hearing sanctions implemented when a student has been charged with violating a University policy or Honor Code. Interim suspensions, suspensions, and dismissals all include Trespass Orders when they are activated. Students who are on interim suspension, suspended, or dismissed must notify Campus Safety & Security and be granted permission to conduct business on campus. Failure to gain permission may result in an arrest. Campus Safety & Security reserves the right to contact local law enforcement agencies and have a Trespass Order issued when a student’s behavior is excessively disruptive and/or repeated attempts to learn the identity of any person on campus is unsuccessful. Additionally, all students are responsible for the behavior of their guests. Non-Embry-Riddle visitors may be asked to leave campus and may be trespassed from University property. The student host(s) may be charged with policy violations as a result of the behavior of their guest(s).

Under the Age of 18 Policy

Acknowledgement, Consent, and Waiver Regarding Student Consent and Signature Authority

A student under the age of 18 is required to have a signature from a parent or guardian to participate in certain campus events such as field trips, recreational activities, and sporting events. Attempting to obtain the signature or consent for each and every such event or activity before the student may participate would be burdensome for both the student and the parent or guardian/sponsor, and a student may miss events normally associated with college life.

A waiver form may be signed one time by both the parent/guardian/sponsor and the student to give consent for the student to sign in place of the parent/guardian/sponsor for all activities and events that require written consent. Waiver forms are available in the Dean of Students Office. The waiver expires the day a student reaches the age of 18.

Embry-Riddle maintains a Minors on Campus Policy as found in APPM 1.26 that should be reviewed if hosting those under the age of 18.

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