Learner Policies

Harvard Medical School’s Office for External Education (OEE) is committed to providing an environment conducive to the full participation of every learner. This commitment relies on learners adhering to OEE's standards of honesty, civility, and respect, as well as following the policies that support our educational community. 

These policies draw from both OEE-specific guidelines and Harvard-wide policies; all are applicable to OEE learners. By engaging with Harvard Medical School (HMS) and Harvard University, the learner agrees to abide by the principles and guidelines set forth here, which are designed to promote a respectful, safe, and supportive learning environment.  

OEE reserves the right to alter, change, or amend any of these rules and regulations at any time, and will alert enrolled learners when changes have been made. 

HMS engages with certain companies to help us distribute our educational content. In programs where this is the case, some sections below (e.g., Cancellation Polices) may not apply. If you have questions regarding your course/program’s specific guidelines, please contact us. 

Learners who have breached these expectations are subject to review by the OEE Learner Review Committee and may be subject to disciplinary action, up to and including removal from the OEE course/program and suspension of future enrollment privileges. 

1. Expectations
2. Academic Integrity
3. Community Standards of Conduct
4. Representing the Learner's Harvard Experience
5. Financial Policies
6. Travel Agreement
7. Earning a Certificate
8. Accessibility
9. Contact Us

Attendance and Participation

Enrolled learners are expected to: 

• Attend all required in-person sessions/workshops and/or participate online.
• Complete and submit all coursework by the stated deadlines.
• Treat virtual sessions with the same level of attention and engagement as if attending class in person.
• Refrain from any behaviors that could disrupt class.
• Behave professionally, treating others with courtesy and respect.
• Refrain from using profanity or offensive language.
• Wear appropriate clothing and avoid inappropriate surroundings.
• Have and use a camera and microphone when attending virtual sessions unless otherwise specified by the instructor (e.g., webinars may not necessitate use of camera).
• Join virtual sessions from a suitable, quiet location, with a device that permits full participation in the class activities. 
   

Internet and System Access 

Access to learning management systems and other Harvard sites is critical to success in the programs. Learners should review the terms of service for their program platform. 

Access to these sites may be blocked by internet service providers in some countries or in compliance with sanctions. Learners are responsible for ensuring they have consistent access, barring normal service disruptions, to necessary sites and systems required for completion of academic requirements.  
 

Online Learning Portal  

All learners who use learning management systems, including but not limited to Canvas and EdX, as a part of their programs are responsible for adhering to the Terms of Service for Harvard Medical School Professional, Corporate & Continuing Education.
 

Language Proficiency  

Proficiency in spoken and written English is essential for successful participation in Harvard Medical School Office for External Education (OEE) programs unless explicitly stated otherwise. By registering, the learner affirms that they are proficient in writing, reading, listening, and speaking in English at an academic level. 
 

Course Payment and Refunds 

Learners are subject to the payment and cancellation policies outlined for their program. Failure to fulfill financial obligations will result in removal from the program. Learners who are removed from the program for nonpayment will not be eligible for final certificates/credits, cannot receive a verification of credentials or participation, and may be blocked from future enrollment in OEE programs. 
 

Photo and Media Release 

By participating in courses and extracurricular events, learners grant Harvard Medical School Office for External Education the right to use their name and image, without compensation, in both print and digital formats, including on social media. A learner’s image or recordings may be edited, published, or distributed, and learners waive the right to review or approve the final content. Learners release the program and its representatives from any claims related to the use of this content, including but not limited to claims for libel or invasion of privacy. 

Learners may revoke this authorization at any time by notifying OEE in writing using this form, and the revocation will be effective on the date notified. 
 

Publishing or Distributing Course Materials 

Learners may not post, publish, sell, or otherwise publicly distribute course materials without the written permission of the course instructor. Such materials include, but are not limited to, the following: lecture notes, lecture slides, video or audio recordings, assignments, examinations, other learners’ work, supplemental materials, and answer keys. 

Learners who sell, post, publish, or distribute course materials without written permission regardless of intent may be subject to disciplinary action, including being dismissed from the course/program and prevented from enrollment in future HMS courses.  

Learners may not record video or audio of class sessions (online or in person) for their own use without written permission of the instructor. The use of wearable technology such as smart glasses during sessions is prohibited. 
 

Removal from a Course/Program

The Office of External Education may remove a learner from their course/program in the following circumstances, which may be without warning, if determined to be necessary: 

• Admissions Integrity: Any misrepresentation or omission that was not discovered as part of the admissions process could result in rescinding of admission and/or revocation of any credentials earned.
• Disruption/Risk to the community: If the learner’s conduct is in violation of expectations outlined in the OEE Learner Handbook, and/or the learner’s continued presence could pose a significant risk to the safety of any person or a serious disruption to the educational environment of the community.
• Lack of participation: A learner who is consistently unprepared, repeatedly fails to attend or participate, and whose neglect of work is disruptive to the progress of instruction.
• Academic dishonesty: Any form of cheating or misrepresentation in academic work, including plagiarism, falsifying data, or submitting someone else’s work as your own.
• Financial fraud: The intentional act of deceiving others for financial gain, typically through dishonest means such as misrepresentation, falsifying documents, embezzlement, or chargeback fraud.  

A learner who is removed from a course/program: 

• Will lose access to all course content, including the learning management systems and other Harvard systems.
• Is not eligible for a tuition refund for that course/program.
• May be prevented from future enrollment in OEE offerings. 

Plagiarism is the theft of someone else’s ideas and work. It is the incorporation of facts, ideas, or specific language that are not common knowledge, are taken from another source, and are not properly cited.  

Whether a learner copies verbatim or simply rephrases the ideas of another without properly acknowledging the source, the theft is the same. An assignment or paper is expected to be the learner’s original work. 

In the preparation of work submitted to meet course/program requirements, whether a draft or a final version of a paper, project, take-home exam, placement exam, application essay, oral presentation, or other work, learners must take great care to distinguish their own ideas and language from information derived from sources. Sources include published and unpublished primary and secondary materials, the Internet, AI, and information and opinions of other people.  

OEE learners are responsible for following the standards of proper citation to avoid plagiarism. A useful resource is The Harvard Guide to Using Sources prepared by the Harvard College Writing Program. 
 

AI Technologies 

OEE supports responsible and innovative use of AI in our learning environments. Regardless of technology used, learners are ultimately accountable to standards of academic integrity, data privacy, and compliance.  Given the quick-moving environment surrounding AI tool development, learners should adhere to the standards outlined by Harvard University and HMS as follows: 

• University-wide guidelines
• HMS Guidelines 
   

Computer and Network Use 

It is the learner’s responsibility to review the rules and responsibilities for appropriate use of computers and networks. These rules and responsibilities may be viewed online on the Harvard University Information Technology website.
 

Digital Library Use 

The following is prohibited: the use of licensed materials for commercial purposes, including the sale of licensed materials; printing or downloading significant portions of licensed online resources; permitting anyone other than authorized users to use the licensed materials; modifying or creating derivative work of the licensed materials without permission of the licensor. Learners are individually responsible for compliance with these terms. 

The privilege of learning with OEE bears responsibilities. 

Upon enrollment, the learner joins a community that insists upon ​academic honesty, respect for the dignity of others, and openness to constructive change. The learner agrees to abide by the standards of conduct and expectations found within this document.  
 

Interactions with Faculty, Staff, and Other Learners 

Mature and responsible behavior is expected, both within (e.g., in the classroom, in Zoom chat) and outside of (e.g., WhatsApp groups, social events) the course. This includes respectful interaction with faculty, staff, and fellow learners. Learners should refrain from conduct that is improper, offensive, or that is potentially detrimental to the health of self and others. Examples of such conduct include, but are not limited to, disorderly behavior, sexual harassment or misconduct, excessive alcohol consumption, or the use of drugs. Learners should avoid behavior that could be considered harassment. 

We aim to foster an environment where individuals can have open discussion, reflect on their thinking, and learn from one another.  During the course/program learners may share personal and professional information to deepen the learning experience. This should be treated as confidential information and should not be shared outside of the program/course. 
 

Non-Discrimination and Anti-Bullying Policy 

Harvard University policies and procedures to address discrimination and bullying apply to all students, faculty, staff, researchers, and other members of the Harvard community across all Schools and units, including OEE. 

View the University’s Non-discrimination and Anti-bullying Policies.
 

Sexual and Gender-based Harassment Policy 

OEE has adopted the University-wide Interim Title IX Sexual Harassment Policy and Interim Other Sexual Misconduct Policy.  In addition, the University’s Sexual and Gender-Based Harassment policy addresses sexual harassment and other sexual misconduct alleged to have occurred between September 1, 2014, and August 14, 2020. 

View copies of all policies and their associated grievance procedures.
 

The Learner Review Committee 

The Learner Review Committee (LRC) is the body that considers code of conduct infractions, breaches of policy, and requests from learners to reconsider consequences based on personal circumstance. The LRC is comprised of academic and administrative representatives from across OEE, with consultation from the Office of General Counsel and other Harvard offices as needed. The decisions made by the LRC are considered final. The LRC’s role is to maintain fair and consistent standards that support a safe learning environment for all learners.  

Using the Harvard Name 

Learners are expected to adhere to the University’s policy for appropriate use of name as determined by the Harvard Trademark Program. These guidelines include, but are not limited to, use of the Harvard name and insignia, endorsements, and merchandise branding. 

Harvard University has numerous logos and shields (insignias) and school names. Learners, both current and past, of OEE are not permitted to use the Harvard University or OEE insignias on letterhead, business cards, electronic signatures, websites, blogs, and other forms of communication. Learners should check with their course/program coordinators before using insignias on program work, including PowerPoint presentations, posters, papers, and other assignments. We do not allow third parties to use the University's trademarks—meaning the name or logos—in any capacity without a formal agreement granting such permission, which is typically reserved for the creation of joint centers and other entities in which HMS takes on a level of institutional responsibility. The only alumni groups that are allowed to use the Harvard name are those organized through our Alumni Affairs and Development office. Any proposal to use the Harvard, OEE, or HMS name needs to be sent to the following email for review: useofname@hms.harvard.edu 

Violation of these policies may result in disciplinary action. 
 

Listing Experience on Resume/LinkedIn 

Some OEE programs grant Associate Member status of the Harvard Alumni Associations. Otherwise, it is not appropriate for the learner to characterize themselves as an alumnus of Harvard or as having earned a degree from Harvard Medical School. 

LinkedIn: 

Include any courses in the “Education Section” as follows:  

School: Choose the appropriate option from list below: 

• Harvard Medical School Professional, Corporate, and Continuing Education
• Harvard Macy Institute 

Degree: Add the appropriate representation here (e.g., Certificate of Completion, etc.) 

Field of Study: Leave blank  

Start/End Year: Year in which you completed the course(s)  

Grade: Leave blank  

Description: Course/Program Name (e.g., Safety, Quality, Informatics and Leadership) 
 

Resume:  

List the course/program in the Education or Certifications section, beneath any degrees you’ve earned.  

Format it like this: [name of course/program], Harvard Medical School, [Year of completion].  

Cancellations/Refunds 

Requesting a cancellation 

All cancellation requests must be made through the learner portal. Be sure to include as much information as possible, including your course/program name if applicable. 

• Bank Charges/Transaction Fees: In the event of an approved refund, OEE will not be liable to refund any foreign transaction fees, processing charges, or any other bank fees.
• Processing Fees: Any processing fees incurred at the time of purchase are nonrefundable and outside the scope of this policy.
• Chargebacks: Any learner who files a chargeback on admissions or program fees will have their admission, enrollment and any relevance credential revoked. In addition, program access will be disabled and future enrollments in OEE programs will be prohibited. 

In-Person/Blended/Live Online Program Policy 

Cancellations 

Learners who cancel enrollment 15 or more days before the start date of an in person, blended, or live virtual program/course, will receive a refund of tuition paid minus 10% of the Regular Tuition, or $75, whichever is higher. Regular Tuition is the total calculated before any discounts or tuition assistance. Learners who submit a cancellation request fewer than 15 days before the start date of a program/course will not be eligible for a refund. Learners who fail to attend the program or need to cancel after a program/course start date are not eligible for a refund, and the full payment will be forfeited. 

If Harvard Medical School cancels a program/course, the learner may transfer their enrollment to a future offering/iteration of the program/course, if available, or receive a full refund of any tuition paid inclusive of enrollment deposit.  

Please note that in all situations, the learner is responsible for their travel costs and other associated expenses. Harvard Medical School cannot reimburse for any travel expenses incurred. Learners may want to delay making travel plans until after they are registered. 

Learners who have deferred enrollment to a future term are not eligible for a refund. 

Deferrals 

Learners may request a deferral 15 or more days before the start of a live virtual, in person, or blended program/course. Learners can only submit a deferral request after formally enrolling in a program by submitting a payment, deposit, or full tuition, for a program. A deferral request must be submitted by completing this form, including a specific reason and explanation for the need to defer. Deferral requests are not available for Continuing Education courses.  

If a learner’s deferral request is approved, there will be a $500.00 administrative fee to confirm enrollment in the next program/course iteration. Be advised that tuition fees are subject to change, and the learner is responsible for the tuition of the program in which they ultimately enroll. The learner must start their program within one year of the original program start date, and only one deferral is permitted. Refunds cannot be granted after deferral requests are approved, and the learner is not eligible for a refund if they are unable to attend the next program/course iteration.  

Online Program/Course Policy 

Cohort-Based – Courses that provide sequential access to course materials based on the course schedule and learner progress.  

Cancellations  

Learners may request a full refund, minus a $75 administrative fee, up to 5 days after the start date of the program or course. Partial (or pro-rated) refunds are not offered.  

For learners who want to drop a course that was bundled with another course at a discounted rate, refunds will be determined based on non-bundle tuition rates of remaining course(s). For example, if a learner purchases a two-course bundle for $1490 and drops a course during the drop period, the refund will be $420: $1490 - $995 (non-bundle course tuition) - $75 (administrative fee) = $420. 

If a learner’s enrollment had previously been deferred, they are not eligible for a refund. 

Deferrals 

Learners may request a deferral up to 5 days after the start of a cohort-based program/course offering cycle. Deferrals are valid for one cycle only. Refunds cannot be granted after deferral requests are approved, and the learner is not eligible for a refund if they cannot attend the next program/course iteration. 
 

Online/On-Demand– Courses that provide access to all course materials at one time. CE On-Demand and HMX Short Courses are examples of such courses.   

Cancellations: On-demand courses are not eligible for refunds. Learners who need more information about an on-demand offering before enrolling can submit a request for information via the form. 

Deferrals: Deferrals are not permitted for on-demand programs. 
 

Payment Plans 

The following programs offer learners the opportunity to enroll in a payment plan, which is administered by Harvard Medical School:

• Foundations of Clinical Research
• Global Clinical Scholars Research Training
• Leadership in Medicine
• Safety, Quality, Informatics, and Leadership
• Surgical Leadership
• Training to Teach in Medicine

No interest or fees are associated with these payment plan; however, learners who enroll must adhere to the following terms: 

1. The minimum required program deposit must be paid in full by the program deposit deadline to qualify.
2. The first program payment is due by the first day of the program.
3. Learners must make all subsequent payments by the dates indicated in their payment plan schedule, which is outlined in their admissions letter.
4. Missed payments will result in deactivation of a learner’s course access.
5. Failure to pay the full program fee by the final payment deadline, no later than 60 days prior to the program end, will result in the following:
   • Being removed from the program
   • Ineligibility for final certificate
   • Ineligibility for verification of credentials
   • Ineligibility to enroll in future OEE courses

Outstanding balances, payment amounts, payment due dates, and other key information is always available through the HMSMyLearn portal. It is the learner’s responsibility to stay up-to-date with this information. Questions? Reach us via our contact form.

If travel is required for their program, learners are responsible for arranging all travel and accommodation. OEE is not responsible for any delay, change, or cancellation of the learners’ plans. 

Learners are responsible for obtaining the requisite visa, permits, and any other travel-related documents. Upon request, Learner Services can provide an invitation letter to learners whose program requires them to travel. 

If any program schedule changes are made to ensure the successful and safe delivery of the program, Harvard Medical School is not responsible for refunding travel, accommodation, or other expenses incurred by the participant. 

All program requirements must be completed and any outstanding tuition balances must be cleared in order to receive your program completion certificate. 

Harvard University welcomes individuals with disabilities to participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please contact us in advance of your participation or visit. Requests for Sign Language interpreters and/or CART providers should be made at least two weeks in advance, if possible. Please note that the university will make every effort to secure services, but that services are subject to availability.  

Learners may contact the OEE’s Learner Services team with any questions.