The purpose of this policy is to document how Brown University determines a Student’s state of residence. 

This policy applies to Students and anyone who maintains, accesses, or otherwise uses Student state of residence for academic or administrative purposes, including faculty, staff, and other University representatives.

This policy applies regardless of course delivery method; it applies to Students enrolled in programs, courses and activities delivered in person, as well as those delivered via Distance Education as defined in 34 CFR 600.2.

Pursuant to federal regulations, Brown must determine a Student’s state of residence at the time of initial enrollment in a degree-seeking or credit-bearing program and, if applicable, upon formal receipt of information from the Student that their state of residence has changed.

For the purpose of this policy, the terms below have the following definitions:

Address: The types of Address below correspond with fields utilized in Student information management systems at Brown. (Note: U.S. addresses must have the “state” field populated).

• Local Address: Students can provide a Local address that differs from their Permanent Residence or Foreign Permanent Address. Local Address is coded as LO in the system of record.
• Permanent Residence: Permanent Residence is requested for all applicants to Brown University. Permanent Residence will serve as the key address unless a Local Address or Residence Hall address is on file. Permanent Residence is coded as PR in the system of record. Note: The Foreign Permanent Address field is used when Students are citizens of another country; this is coded as FP in the system of record.
• Residence Hall: Residence Hall is populated for all Students residing in a University-owned residence. Residence Hall is coded as RH in the system of record.

Student: The definition of “Student” in this policy is the same as the definition of “Student” in the Code of Student Conduct.

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with Student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.

Individual colleges, schools, and departments:

• Notify enrolled and prospective Students in accordance with this policy after determining a program’s curriculum does not meet the educational requirements for licensure or certification in the state in which a Student is located.
• File Student attestations about the specific state to which they intend to move in the Students’ academic record.

Students: Must keep their address updated via Banner Self-Service or ModernCampus and verify the requirements for licensure or certification in a state in which they are located with their academic advisor.

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, Student) disciplinary procedures. 

Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.