Student Handbook – Student Health Services

◄ Education & Research Activities Release

Health Services – Residential & Non-Residential Students

The Indiana Academy Nurse’s Office is located in Wagoner Hall room 155 and encompasses the healthcare needs of all Academy Students (illness/injury/medication/etc.). The nurse’s office is staffed with two full-time registered nurses (RN). The nurse’s office is open Monday to Friday from 8:00 a.m. to 4:00 p.m. The office phone number is 765-285-7360 (fax 765-285-0063).

Tina Brinkman, RN (Coordinator of Health Care Services) –
Nikki Al Khatib, RN (School Nurse) –

Health Forms & Other Requirements – Residential & Non-Residential Students

The following items are due to the nursing office no later than move in day.

  • Complete required information on PowerSchool Registration
  • Copy of Insurance/Prescription Card(s), front & back (upload via PowerSchool Registration)
  • Copy of Immunization Record – In addition to the normal childhood immunizations, Juniors are required to have (1) Tdap Vaccine, (1) Meningitis Vaccine, (2) Hepatitis A Vaccines, and (2) Chicken Pox Vaccines or proof of disease documented with the month/year of disease. Seniors are required to have (2) Meningitis Vaccines. (Upload via PowerSchool Registration)
  • Other forms as applicable to your student (upload via PowerSchool Registration)

Illness & Missing Class: What To Do When You Are Ill – Residential Students

You MUST see the school nurse prior to missing a class. The school nurse will do one of the following: 1) excuse from 1 or more classes; 2) send the student to class; or 3) arrange evaluation by a healthcare provider. In the absence of a nurse, you should report your illness/injury to the front desk or SLC (if on duty).

Illness & Academics:

Students excused from class by a nurse are still responsible for turning in all assignments due that day. You should be aware of each teacher’s policy on excused absences and missed work. The nurse will only excuse tests/papers/quizzes/presentations/projects if you have a fever, or in the nurse’s opinion, are infectious.

At times, the nursing staff may feel it is in the student’s best interest to go home to recuperated from an illness or injury. Unfortunately, this decision cannot always be made early in the morning, however we will notify you as soon as possible after this has been determined.

Non-Residential Students: If you become ill while at school, you must see the school nurse prior to going home OR the parent/guardian can call the Attendance Secretary to inform the school your child is leaving.

Excused Absence Policy – Residential Students

Students requesting an excused absence from class due to an illness should report to the nurse’s office before missing class. If the nursing staff is unavailable, students should report the illness (prior to missing class) to the Office of Student Life, located at the front desk. The Office of Student Life will notify the nursing staff of the illness. The nursing staff will not accept phone calls or emails from students or parents/guardians reporting an illness or requesting an excused absence. If the student is in residence, he/she must see the nurse before missing class. This portion of our policy allows us to be accountable for students at all times. The nursing staff has no jurisdiction over BSU or Burris classes and therefore cannot excuse students from those classes. Students are encouraged to follow the policy for those particular classes.

If you are excused from ANY class between 8:00 a.m. – 11:55 a.m., you will be restricted to Wagoner Hall with a “sick card” until 8:00 p.m.:

  • Student will be permitted 30 minutes for meals.
  • Student may attend any remaining classes.
  • Student may attend programs in Wagoner Hall.
  • Students may NOT check out of Wagoner Hall until 8 p.m. for any reason other than class & the dining hall.

If you are excused from any PM class (12:00 p.m. on), you will be restricted to Wagoner Hall with a “sick card” all night:

  • Student will be permitted 30 minutes for meals.
  • Student may attend any remaining classes.
  • Student may NOT be in the lounges or other student rooms.
  • Student may NOT have guests in his/her dorm room.
  • Student may NOT attend programs in Wagoner Hall.
  • Student may NOT attend Burris functions, including athletics (practice or game)
  • Student may NOT check out of Wagoner Hall all night for any reason other than class & the dining hall.

Excused Absence: If You Are Home – Residential & Non-Residential Students

The parent/guardian should call the Attendance Secretary every day that your child is at home ill (Renee Drumm 765- 285-8110). A medical statement from a healthcare provider is required if you miss more than 3 consecutive days of school due to illness. You are encouraged to schedule routine/maintenance appointments around our school calendar. If that is not possible, your child will either need to complete a pre-arranged absence form (prior to the appointment) OR turn in a doctor’s note upon returning to school.

Ball State University Health Center – Residential Students

The BSU Health Center is an urgent care facility operated by IU Health and is located on campus. The BSU Health Center is open on school days only (Monday thru Friday, business hours). The BSU Health Center is the only urgent care facility we will utilize unless they are closed or the illness/injury cannot wait until the next day they are open.

  • The BSU Urgent Care Center is FREE to our residential students. Your insurance will not be filed.
  • The BSU Urgent Care Center is by appointment only. Appointments will be coordinated through the nurse’s office.
  • The BSU Urgent Care Center does provide minimal lab services for a small charge, such as rapid mono or strep test, urinalysis, etc. Since the health center does not file insurance, the small charge will be billed to your student’s bursar account. Other labs recommended will be drawn by the BSU Urgent Care Center and sent off-campus to another facility for processing. Your insurance will be sent and filed by this off-campus facility. The off-campus facility will bill the parent/guardian for any balance due.

Other services provided at the BSU Health Center:

  • Physical Therapy
  • Women’s Center
  • Pharmacy – this is the only department at the BSU Health Center that WILL file your insurance.

The Indiana Academy will not assume any healthcare or related costs incurred by a student.

Off-Campus Urgent Care Facilities – Residential Students

An off-campus urgent care facility will be used ONY when the BSU Health Center is closed and if the injury/illness cannot wait until the next day the BSU Health Center is open. Your insurance will be provided to the off-campus facility. Some off-campus facilities require payment at the time of service. A bill for any balance due will be sent to the parent/guardian by the off-campus urgent care facility.

  • Med Express – this facility does not file Medicaid/Hoosier Healthwise Plans. Some form of payment is due at the time of service.
  • Primetime Pediatrics – this facility will file most insurance plans and treats patients up to 18 years of age.
  • US Health Works – this facility does not file Medicaid/Hoosier Healthwise Plans.

Transportation – Residential Students

  • We will transport students to and from the BSU Health Center for illness/injury appointments.
  • We will transport students to off-campus urgent care facilities ONLY if the BSU Health Center is closed and the illness/injury cannot wait until they are open.
  • We will transport students to off-campus appointments ONLY if the student was referred by the BSU Health Center.
  • We will NOT transport students to routine/maintenance appointments: primary care provider, dermatologist, allergist, dental, eye, counseling, etc.

Medication Policy – Residential Students

The Indiana Academy does enforce a medication policy. The full policy is available on our website (academy.bsu.edu/forms). The nursing office monitors ALL prescription medication, including but not limited to, oral & BCP’s/inhalers/nasal sprays/insulin/epinephrine/topicals. Your prescription medication must be logged in on move-in day…or through the school year as soon as it is prescribed and brought into Wagoner Hall. On move-in day, please pack your medications separately as we will ask for them when you are checking in. A parent/guardian must notify the nursing staff of any new medication or if the medicine, dosage, schedule or procedure for administering any medication is changed or eliminated. The ultimate decision for self-administration of any medication is at the nurse’s discretion. Student compliance will be monitored. All medication stored by the nursing staff will be kept in a locked cart, in a secure location.

Consequences, such as student groundings, removal of medication from the student room or suspension, may be initiated if ANY part of our medication policy is not followed. It is against the law to have a prescription medication in your possession that is not prescribed to you. All prescription medication must be logged in with the nursing staff and properly labeled with the student name, medication name, dosage, frequency, & any specific instructions.

Non-Controlled Medication:

The student can self-administer non-controlled medication, up to a 14-day supply, AFTER the school nurse has logged it in and all consents for self-administration are on file.

  • Consent for self-administration is required by both the parent/guardian and provider before a student can self-administer prescription medication. The Prescription Medication Form can be printed off from PowerSchool Registration. To submit the form, you will need to upload it, also using Powerschool Registration. The Prescription Medication Form can also be obtained from (our website).
  • If one or both consents for self-administration is missing, the student must take his/her prescription medication, when needed from the nurse’s office (or front desk in our absence).
  • Once consents are on file, the nursing staff will get up to a 14-day supply ready for the student to pick up. The medication can be picked up from the nurse’s office, or in our absence, form the front desk.
  • When the student’s room supply is low/depleted, the student should return his/her room bottle or container to either the nurse’s office or the front desk for replenishment.
  • Any remaining medication will be stored on the medication cart until the student needs more.
  • Each and every pharmacy refill (or medication brought from home) must be logged in with a nurse as soon as it brought into Wagoner Hall. If a nurse is not available, the refill should be taken to the front desk.
  • ALL prescription medication must be stored at all times in the locked drawer in your dorm room. The only exception to this is emergency medication, such as rescue inhalers, epinephrine or insulin).

Controlled Medication:

Students CANNOT self-administer controlled medication, even if consents are on file. Controlled medication is not permitted in student dorm rooms. These medications, when needed, MUST be taken from the medication cart in the nurse’s office (or front desk in our absence). If you are unsure if a medication is controlled, please call us, your pharmacy, or your prescribing provider to find out your student’s medication classification.

Medication Policy – Non-Residential Students

A Prescription Medication Form is required if your non-residential student is prescribed prescription medication. Consent for self-administration is required by both the parent/guardian and the provider. Your child may self-administer his/her medication, on campus, only if the consent form is complete and on file in the nurse’s office. Without a completed form on file, your student must log in any prescription medication needed during the school day with the nurse’s office. Any and all prescription medication that needs to be taken during school hours must be logged in with the nursing staff on or before the first day of school (or when it is prescribed). Students should go to the nurse’s office for their medication when needed (or front desk in our absence).

Over The Counter Medication – Residential & Non-Residential Students

Over-the-counter medication is not monitored by the nursing staff and may be kept in the student dorm room. All over-the-counter medication must be stored at all times in the locked drawer in your dorm room.

Filling Prescription Medication For An Illness/Injury – Residential Students

Filling Medication for an Illness/Injury:

The nursing staff will fill or assist the student in filling medication prescribed for an illness/injury by the BSU Health Center or other Urgent Care Facility. Unless the parent/guardian has otherwise informed the nursing staff, all medication will be filled at the BSU Pharmacy. If a prescription is needed and the BSU Pharmacy is closed, we will use the alternate pharmacy you marked on the Health Packet. If there is a specific method of payment you want the school to use, such as a health savings account card or a debit/credit card, please provide a front & back copy of the card to the nursing staff no later than move-in day…or ensure that your student always has a means of payment for any unexpected expenses.

Filling Routine or “As Needed” Medication Prescribed by your Doctor at Home:

The nursing staff would be happy to assist in filling the monthly or “as needed” prescription medication for your child. In order to do so, we will need the following:

  • Verbal or written consent from the parent/guardian.
  • A written prescription for each medication to be filled by the nursing staff. Preferably the script should be written to cover at the least the first semester. If you already have a current script at a home pharmacy, you can also have it transferred to a Muncie Pharmacy. This is the parent/guardian responsibility to ensure the prescriptions are transferred (see below for a list of Muncie pharmacies).
  • A form of payment must be on file.

If you plan to fill your child’s prescription medication yourself, please remember the following:

  • If you mail the medication to your child…please ensure that your child logs it in as soon as they get it. Each and every pharmacy refill must be logged in, per school policy.
  • If you mail the medication to the nursing staff, please send to:
    Tina Brinkman
    Indiana Academy
    Ball State University/Wagoner Complex
    Muncie, IN 47306
  • If you hand deliver the medication…please log in the medication with the nurse’s office (or front desk in our absence).

Pharmacies – Residential Students

Below are the only 3 pharmacies we will utilize.

Ball State Pharmacy:

The BSU Pharmacy is the pharmacy we will use to fill prescriptions unless it is closed or you have previously informed the nursing staff to utilize one of the other pharmacies listed.

  • 765-285-1079
  • Your insurance will be filed by the BSU Pharmacy.
  • Payment Options: BURSAR ACCOUNT, Cash, Check, Credit/Debit/Health Savings Account Card (they do not accept American Express).
  • The Bursar Account will automatically be charged in the event your child does not have another means of payment available at the time the prescription is needed. The BSU Bursar Office will send the parent/guardian a bill for any charges placed on the bursar account.

Walgreens Pharmacy:

  • 765-287-8533 – 2720 W. Jackson St. – Muncie, IN 47304
  • The student must be set up for EXPRESS PAY or have another means of payment. Express Pay is a convenient and easy way to pay for any prescriptions. The parent/guardian can go to any Walgreens Pharmacy to set up Express Pay.
  • Payment Options: Express Pay, Cash, Check, Credit/Debit/Health Savings Account Card. Walgreens does not accept payment over the telephone.

CVS Pharmacy:

  • 765-287-0074 – 2729 W. Jackson St. – Muncie, IN 47304
  • Payment Options: Cash, Check, Credit/Debit/Health Savings Account Card. CVS does not accept payment over the telephone.

Concussion & Head Injury Law (IC 20-34-7) – Residential & Non-Residential Students

The law “Student Athletes: Concussions and Head Injuries” took effect on July 1, 2012. This law requires that schools distribute information sheets to inform and educate students, athletes, and parents/guardians concerning the nature and risk of concussion, including the risks of continuing play or an activity after concussion or head injury. The law requires that each school year, the parent/guardian and student sign an Acknowledgement and Signature Form which acknowledges receipt of concussion information. The law further states that a high school student who is suspected of sustaining a concussion or head injury in a practice, game, or activity shall be removed from play at the time of injury and may not return to the practice, game, or activity for no less than 24 hours and until the student has received a written clearance from a licensed health care provider trained in the evaluation and management of concussions and head injuries. This law pertains to both interscholastic and intramural sports. Since we are a residential school and offer intramural sports, as well as many other activities, all students and parents/guardians must acknowledge receipt of this information via PowerSchool Registration.

Sudden Cardiac Arrest (IC 20-34-8) – Residential & Non-Residential Students

The law “Sudden Cardiac Arrest” took effect on July 1, 2015. This law requires that schools distribute information sheets to inform and educate students, athletes, and parents/guardians concerning the nature and risk of sudden cardiac arrest in student athletes. The law requires that each school year, the parent/guardian and student sign an Acknowledgement and Signature Form which acknowledges receipt of sudden cardiac arrest information. The law further states that a student athlete who is suspected of experiencing symptoms of sudden cardiac arrest shall be removed from play and may not return to play until the coach/school nurse has received verbal permission from a parent or legal guardian to return to play. Within 24 hours, this verbal permission must be replaced with a written statement from the parent or guardian. All students and parents/guardians must acknowledge receipt of this information via PowerSchool Registration.

COVID-19 Screening, Testing, And Contact Tracing Protocols:

  1. Overview

    Returning to campus requires the implementation of various procedures to create a safe place to learn. Screening for symptoms is considered of great importance and likely owns an even larger role than testing. Polymerase chain reaction (PCR) testing identifies current infection with the SARS-CoV-2 (COVID-19), and antibody testing identifies potential immunity. Ball State University is engaged in both regular screening and testing to mitigate the transmission of COVID-19 in our community.

    As a result of a Service Agreement with IU Health, the BSU Health Center is equipped to provide health services, including screening and testing for COVID-19 to our Residential Students. Non-Residential students should seek medical care from their primary care providers.

  2. Screening for COVID-19

    The University has implemented the following screening protocols:

    1. All students, residential and non-residential, must monitor symptoms every day before reporting to campus for school.
      • It is highly recommended that the parent/guardian supply a thermometer to their child for daily self-monitoring of temperature for residential students.
    2. If COVID-19 symptoms – such as a fever greater than 100.4 or chills, cough, shortness of breath or difficulty breathing, fatigue, diarrhea, nausea, vomiting, muscle aches, headache, new loss of taste/smell, sore throat, congestion or runny nose – are present (without a separate diagnosed cause, e.g. asthma, allergies, etc.), students should not come to campus (including going to class and attending co-curricular activities).
      • Residential students should report to the nurse’s office ASAP should any COVID-19 symptoms develop. If the nurses are unavailable or it is after hours, residential students should report symptoms to a SLC or the Office of Student Affairs.
    3. Students who display any symptoms related to COVID-19 (without a separate diagnosed cause e.g. asthma, allergies, etc) should seek medical care.
      • The nurse’s office can coordinate care at the BSU Student Health Center for our residential students.
      • The parent/guardian should be prepared to take their child home should symptoms of COVID-19 develop.
  3. Testing for COVID-19 (PCR)

    Through the Service Agreement with IU Health (BSU Student Health Center) and consistent with the current testing protocols in the State of Indiana, COVID-19 PCR testing is available for residential students who think they have been exposed to COVID-19 and develop symptoms.

    1. Students who experience COVID-19 symptoms (without a separate diagnosed cause), should seek immediate medical care.
      • For residential students, the nurse’s office will coordinate an appointment with the BSU Student Health Center, if needed, and in collaboration with the BSU Health Center.
      • Non-residential students should contact their primary care provider for an appointment.
    2. COVID-19 testing will be subject to the same billing process as other lab testing offered through the BSU Student Health Center.
    3. Students are required to follow the advice and instructions of their health care provider.

    If several employees or students in a particular group or location become ill, it becomes more likely to have a higher prevalence at the site, and it may be appropriate to test all individuals within the area even if they do not have symptoms. This decision will be made in consultation with state and local public health experts.

  4. Student Re-Entry Protocols

    The University has implemented the following protocols for students coming to campus:

    1. Students Residing on Campus: Students residing on campus are required to:
      1. Present a self-certification attesting to a 14 day self-quarantine (with daily symptom checking) prior to returning to campus; or
      2. Present a negative COVID-19 test result obtained within seven (7) days before arriving on campus.
    2. Students Residing off Campus: All students residing off campus are strongly encouraged to:
      1. Self-quarantine (with daily symptom checking) 14 days prior to returning to campus; or
      2. Obtain a negative COVID-19 test result within seven (7) days before arriving on campus; or
      3. Self-quarantine pending result of COVID-19 test obtained upon arrival to campus.
  5. Contact Tracing

    Contact tracing is a critical component of the response to a positive test of COVID-19. Individuals who test positive will be contacted by the Indiana State Department of Health (ISDH) to initiate the contact tracing protocols. The Indiana State Department of Health has a robust Contact Tracing program in place to address the COVID-19 pandemic. A daily report is sent to county health departments with the names of individuals who have tested positive for the virus. The reports also indicate where the individual lives and if they are a student.

    Contact Tracers then reach out to the individual via test, which will come from the number at the Indiana State Department of Health: 877-548-3444. If the individual does not respond within the day, they will receive a follow-up call (the caller ID will show 833-670-0067 from “IN Health COVID”). Individuals are strongly encouraged to answer the text or call from Contact Tracers. During the initial contact, individuals are queried regarding close contacts (defined as being within 6′ of an infected person for 15 minutes or longer in the two days before they developed symptoms). Close contacts would include roommates, family members, overnight visitors, faculty and students in a classroom or participants at a campus/school activity. The individuals identified as close contacts are then contacted by the Contact Tracers and informed they have been exposed. The name of the individual who may have been the source of exposure is not identified at any time in this process.

    At this time, the University is coordinating with the Delaware County Health Department and the Indiana State Department of Health to finalize plans to provide logistical support for timely contact tracing for campus-based students. These plans will be memorialized as soon as finalized.

  6. Return to the dorm/school/campus activities after Diagnosis/Illness

    Students who are instructed to quarantine (exposure to someone who may be positive) or isolate (positive test) by a health care provider, must provide clearance from a health care provider to return to the dorm/class/campus activities. Health care providers, in the BSU Student Health Center, will follow the most updated CDC guidance in determining a patient’s ability to return.

Influenza Vaccination:

Public health experts have advised of a potential increase in COVID-19 cases later this year at the same time the seasonal flu returns, with a correlating risk that healthcare providers will not be able to treat all of the ill patients. To help minimize this risk, students are encouraged to get a flu vaccination this Fall.

Safety Practices:

One of our Enduring Values is Social Responsibility; that is, acting for the benefit of society at large. Consistent with this value, please to considerate of others on campus and to consistently participate in the safely practices described below, as they are intended to help make our campus safe.

  1. University Face Mask Policy
    1. Requirements

      All persons on campus, including students, are required to wear face masks while inside campus buildings, including in classrooms and laboratories. Face masks are also specifically required in the following situations:

      1. When necessary to comply with any applicable government face mask order.
      2. When outdoors and in the presence of others if physical distancing is difficult to maintain.
      3. When using campus transportation (such as a shuttle bus).
      4. When multiple individuals are in a University vehicle.
    2. Exceptions

      There are certain situations where a face mask is not required to be worn while on campus, as follows:

      1. When a student is in their own room in their residence hall.
      2. When actively engaged in eating/drinking in an indoor or outdoor space.
      3. When an individual has a health condition related to the wearing of a mask and an accommodation has been granted.
      4. When an exception has been granted. Situations where exceptions may be granted include, but are not necessarily limited to, academic settings where mask-wearing is not practicable (e.g. applied music lessons) and while participating in sponsored physical activities.
    3. Accommodations

      If an individual has a health condition related to the wearing of a face mask, the Indiana Academy should be contacted. When such an issue is raised, an individualized assessment will occur to determine if an exception to this face mask policy will be granted as an accommodation.

    4. Information Regarding Face Shields

      Consistent with CDC guidance, the University does not consider face shields to be an adequate substitute for face masks due to the possibility that droplets could travel under or to the side of the shield if the wearer coughs or sneezes. As such, a face shield may only be utilized when used in conjunction with a face mask or as an approved exception to the face mask policy (such as, for example, a faculty member wearing a face shield in lieu of a face mask when a student in the class relies on lip-reading).

  2. Physical Distancing
    1. Students should maintain at least a distance of 6 feet from other people, if possible.
    2. Students should avoid crowded placed and avoid mass gatherings.
    3. Students should avoid physical contact with other, such as hugging and handshakes.
    4. Students should avoid others who appear to have COVID-19 symptoms.
  3. Personal Sanitation Measures

    Students should maintain good personal sanitation/hygiene, keeping the following in mind:

    1. Frequent hand washing is the first line of defense against the spread of COVID-19. Wash hands often with soap and water for at least 20 seconds, especially after being in a public place, or after coughing, sneezing, blowing your nose, or touching your face. If soap and water are not readily available, students should use a hand sanitizer that contains at least 60% alcohol.
      • Students are strongly encouraged to carry their own hand sanitizer in the event soap and water are not available.
      • Students should minimize or avoid sharing personal items and supplies with others.

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https://academy.bsu.edu/handbook/handbook-13/