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Student Location Policy

Responsible Executives: Dean of Enrollment Management and Student Life, Director of Information Technology

Responsible Offices: Enrollment Management Unit, Registrar’s Office

Effective Date: 2026   Last Reviewed: 8/31/2026   Revised: 8/31/2026  

1. Policy Statement

HJI determines a student’s location based on the student’s physical location while participating in educational activities. Student location is initially established at the time of enrollment in the student’s academic program and must be updated when HJI receives formal notification that the student’s location has changed.

Students are responsible for notifying HJI of any change in their physical location during enrollment, even if their physical location changes for reasons unrelated to academic activities.

This policy applies to students in all instructional modalities and educational settings, including, but not limited to:

  • Online programs
  • Online courses, including online summer courses
  • Hybrid courses
  • Face-to-face courses
  • Out-of-state educational placements, including clinical pastoral education and internships

2. Definitions

National Council for State Authorization Reciprocity Agreements (NC-SARA)

SARA is an agreement among participating states, districts, and territories that establishes consistent national standards for interstate delivery of postsecondary distance education. Member states agree to common processes for approving eligible institutions to participate in SARA and to apply consistent requirements when institutions provide distance education or related activities across state lines.

SARA policies are intended to protect students and provide a consistent regulatory framework for institutions delivering distance education in multiple states.

Residence

The state in which a student maintains legal residence. A student’s residence is distinct from the student’s physical location for purposes of this policy.

Location

The U.S. state or territory in which a student is physically present while participating in educational activities, including coursework and experiential learning activities such as clinical pastoral education and internships.

Time of Enrollment

The point at which a student initially enrolls in an academic program, rather than the date on which the student submits an application for admission to HJI.

3. Determination of Student Location

For purposes of state authorization, student location is based on the student’s physical location while engaged in educational activities. A student’s permanent legal residence or mailing address does not, by itself, determine student location.

HJI will determine and document a student’s location:

  1. At the time of the student’s initial enrollment in an academic program; and
  2. Upon formal notification from the student that their physical location has changed.

HJI will apply these procedures consistently to all students, regardless of program, instructional modality, or location.

4. Student Location Information

HJI may use information maintained in its student information system to establish and verify student location. This information may include:

  • The permanent or home address provided during admission or enrollment;
  • A current or local address maintained by the student;
  • The location associated with an approved educational placement; and
  • Information provided by the student regarding a change in physical location.

Students are responsible for ensuring that their permanent and current addresses are accurate and up to date in HJI’s student information system.

5. Out-of-State Educational Activities

Students participating in educational activities outside New York State must notify HJI of their change in location. Students who temporarily relocate or otherwise change their physical location for reasons unrelated to academic activities must also notify HJI when the change affects the student’s location information maintained for state authorization purposes.

6. Purpose

Student location information is collected and maintained to support compliance with federal State Authorization requirements, NC-SARA requirements, and applicable state regulations.

7. Student Responsibilities

Students are responsible for:

  • Providing accurate location and address information at the time of enrollment;
  • Maintaining accurate permanent and current addresses in HJI’s student information system;
  • Notifying HJI when their physical location changes during enrollment;
  • Notifying HJI before or promptly upon beginning educational activities outside New York State; and
  • Providing any additional information reasonably required by HJI to determine the student’s location for state authorization or professional licensure purposes.

8. Compliance

HJI will maintain written procedures for determining, documenting, and updating student location and will apply those procedures consistently across the student population. These procedures are intended to ensure compliance with applicable federal regulations, NC-SARA requirements, and state-specific requirements governing distance education.