Dean of Students Policies and Procedures

Dean of Students Office

Disability Accommodations Policy

Pomona College complies with Section 504 of the Rehabilitation Act of 1973, as amended; the Americans with Disabilities Act of 1990, as amended; and other applicable state and federal law prohibiting discrimination against individuals with disabilities. Conditions potentially covered by the law include, among other things, AIDS, Cancer, Cerebral Palsy, Diabetes, Epilepsy, head injuries, hearing impairments, specific learning disabilities, loss of limbs, Multiple Sclerosis, Muscular Dystrophy, psychiatric disorders, speech impairments, spinal cord injuries, and visual impairments.

The Pomona community includes students with disabilities who may require accommodations. The College is committed to providing appropriate services and reasonable accommodations for students who need them. Students and parents/guardians are encouraged to speak to the College’s specialist in disability accommodations, regarding potential accommodations and the required paperwork. Other deans in the office can also offer advice and support.

During the admission process, each applicant is evaluated on the basis of academic achievement and their potential to satisfy Pomona’s rigorous academic standards. Applicants are not admitted to a modified program of study. Once a student with a disability that affects their participation in college life has enrolled at Pomona College, they should contact the Dean’s office and provide documentation of the disability if accommodations are desired. For all students wishing to be accommodated for disabilities, students are required to provide a recent professional evaluation which identifies the disability, describes the challenges to participation in college life the student faces due to the condition, and, if possible, recommends specific accommodations. All documentation must contain the name, title, and professional credentials of the evaluator. All reports should be on letterhead, typed, dated, and signed, and should include information about what tests and/or records were used to make the determinations. This information is kept confidential unless the student specifically authorizes disclosure.

In the case of learning disabilities or attention deficit/hyperactivity disorder, a dean in Student Affairs will discuss the documentation Pomona requires in order to grant academic accommodations and where such documentation can be obtained if the student has not already obtained it.

The student should request accommodations for each year the accommodations are desired. Accommodations are only provided on a semester-by-semester basis. This is important to preventing disclosure of information that a student wishes to keep private. Additionally, students should request accommodations far in advance of when they believe they will need them. In many cases, one week is sufficient. This advance time is often crucial in order to provide the necessary accommodation.

It is the student’s responsibility to inform faculty members of the approved academic accommodations, including faculty members at the other Claremont Consortium colleges if the student is taking coursework there through cross-registration. Students from the other Claremont Consortium colleges should consult with the Disability Coordinator at their home institution, who will provide their students’ accommodations documents.

The accommodations should maintain the academic integrity of the courses and the academic program as a whole while attempting to meet the student’s needs. Pomona College does not routinely waive academic requirements for students with disabilities. Rather, our policy is to assist the student in their efforts to meet Pomona’s requirements by making reasonable accommodations. As additional support, the Office of Student affairs will discuss resources available to students, such as Monsour Counseling and Psychological Services and Pomona’s academic resources.

Examples of specific accommodations:

Accommodations for hearing impairments can include FM system, note takers and/or photocopies of lecture notes, written assignments, lab instructions, and demonstration summaries.

Accommodations for visual impairments include seating near the front of the class, large print handouts, class assignments made available in electronic format, living space sufficient to accommodate students, and computer equipment to enlarge screen characters and images.

Accommodation for specific learning disability and attention deficit hyperactivity disorder can include note takers and/or photocopies of lecture notes, alternative exam formats, extended time and/or a private test area, part-time enrollment, and use of a computer for writing.

Accommodations for mobility impairment can include locating classrooms, labs, field trips, and living spaces in accessible locations, including moving such spaces in case of short-term mobility impairment.

Accommodations for psychiatric disabilities can include note takers, extended time on exams and/or a private test area, a reduced course load, and assistive technology.

If a student is refused an accommodation that they believe is necessary, the student may take their concerns to the Associate Dean of Students. If an agreement cannot be reached, The Dean of Students can review the original request. Additionally, students may take allegations of discrimination to one of the College’s grievance officers.

Claremont Colleges HIV/AIDS Policy

The Claremont Colleges do not discriminate on the grounds that a student has or is suspected to have HIV/AIDS.

This policy applies to the admission process, academic life, and co-curricular life including access to dining halls, athletic and recreational facilities, student centers, and living arrangements.

The Claremont Colleges offer medical and counseling assistance on HIV/AIDS at the Student Health Service, Monsour Counseling Center, and Health Education Outreach. Please contact the Dean of Students Office for further information and counsel regarding questions pertaining to HIV/AIDS.

Transportation for Injured or Disabled Students Policy

For injured student transportation, the College will usually refer students to an off-campus service, which can provide scooters for weekly rent or purchase to students need help in getting around campus. For more information, please see the Pomona Surgical Supply. On some occassions, golf carts may be used to transport injured or disabled students. If you have questions, contact the Smith Campus Center and Student Programs at 909-621-8610.

Leaves of Absence

Purpose

Pomona College is committed to the academic and personal success of all students and recognizes the need of a student to interrupt their formal academic work for a period of time. Any student desiring to interrupt their formal academic program at Pomona for a period of time may take a leave of absence if the student follows the procedures outlined in this policy statement.

A student on a general or health leave of absence has the same rights of access to the campus as would any visitor. A student on leave may stay on campus for up to five consecutive nights each semester but not more than a total of seven nights per semester. The student on leave must have a current Pomona student as their host.

While on campus, the student may attend social events with the understanding that their host, as well as student on leave, will be held responsible for the conduct of the student on‐leave/visitor. The student on leave must register with the Office of Housing & Residence Life and receive a guest pass, which entitles the on‐leave student to admission to Pomona events. Students on leave will not have swipe card access to College residential, academic, or administrative buildings. Students on leave from the College should not be working at the College or auditing classes.

International Students

For international students considering a leave of absence, please speak with the International Student Services office in advance to see how it will affect your immigration status and employment eligibility when you return. Contact ISS to discuss your plans at iss@pomona.edu or (909) 607-3719. Visit the ISS website for more information.

General Leaves of Absence

1. Complete the Leave of Absence online form that includes a written statement of the reasons why the leave is requested, the duration of the leave, and the plans for the period of the leave. The form will ask you to indicate the type of leave:
   1. Academic
   2. Personal
   3. Financial
   4. Health
   5. Military
   6. Transfer
   7. Other
2. Set up an appointment with the Associate Dean of Students to discuss the leave request.
3. Set up an appointment with your academic advisor to discuss the leave request.
4. Consult with the Student Accounts Office and the Financial Aid Office (as relevant) regarding any financial obligations, the deferral of loans, grants, or scholarships. A student planning a leave of absence is strongly encouraged to speak directly with the Financial Aid Office. It is essential that there be consultation in advance of the leave regarding deferring of grants or loans and application for aid upon return.
5. Designate a proxy to represent you in the room draw housing process.
6. As part of the process, the Dean of Students office will review and approve the request, and then notify the Registrar, Financial Aid Office, Student Accounts Office, the student’s faculty advisor, instructors (if relevant) and the Office of Housing & Residence Life.

The student’s parents/guardians will also receive official notification of the leave.

A student who participates in the residence halls room draw in the spring semester but then subsequently applies for a General Leave of absence from the College before the fall semester forfeits their entire fee deposit ($500). Any student, on or off campus, who files a General leave of absence form after July 15 for the fall semester or December 15 for the spring semester forfeits the entire deposit. A student who has forfeited the fees deposit must again pay that deposit before they return to the College. The forfeiture of the fees deposit does not apply to students who take a Health Leave of Absence or a student placed on an involuntary leave of absence.

General leaves of absence may be requested while classes are in session. Refunds of fees and disposition of courses in progress are arranged in compliance with college policy. If a general leave of absence is requested after the Drop date for classes, the student must submit a petition to the Academic Procedures Committee for a late “Withdrawal” from their classes.

Health Leaves of Absence

Pomona College students may apply for a voluntary leave of absence for health reasons. In supporting a student who wishes to take a voluntary leave of absence for health reasons, the College’s priorities are the well-being of the student, facilitating the student’s withdrawal from classes if it occurs mid-semester, and facilitating the student’s return to campus when the student is ready to resume academic work.

A Health Leave of Absence is recommended when a student’s health condition is judged to significantly impair a student’s ability to function safely or adequately as a student. The amount of time the student takes for a Health Leave of Absence varies according to the situation. It is expected that the time away for the Health Leave of Absence is used for treatment and recovery.

Students should complete the following steps to obtain a Health Leave of Absence:

1. Request an evaluation by a counseling or medical provider for the purpose of pursuing a Health Leave of absence.
2. Complete the online Health Leave of Absence form.
3. Set up an appointment with the Associate Dean to discuss the leave request and review documentation.
4. Consult with the financial aid office regarding any financial obligations, the deferral of loans, grants, or scholarships.
5. Designate a proxy to represent you in the room draw housing process.
6. As part of the process, the Dean of Students office will review and approve the request, and then notify the registrar, financial aid office, student accounts office, the student’s faculty advisor, instructors (if relevant) and the Office of Housing & Residence Life.

The student’s parents/guardians will also receive official notification of the leave.

Following the Drop date for classes, only students who take Health Leaves are granted automatic “Withdrawals” from their classes; other students need to complete the Academic Procedures Committee petition process to drop their classes late.

Post Hospitalization Procedures

When a student is hospitalized, the goal of Pomona College is to work with the student to assess if they are able to return to campus and function as a student, and to support them as appropriate in their post-hospitalization care. This may mean facilitating a Health Leave of Absence for the student or supporting the student to resume classes on campus. During the hospitalization, the On-Call Dean and/or Associate Dean of Students/Disability Coordinator are usually in communication with the student as part of our support for the student.

The post-hospitalization process below is designed for students who wish to resume classes. All students who have been hospitalized for at least 24 hours are evaluated to determine that they can safely return to campus and are sufficiently independent and autonomous to function academically and as a member of the residential community. The Dean of Students Office coordinates the support and evaluation of the student readiness to transition back to campus through the following process:

For hospitalizations: Prior to returning to the residence halls, make an appointment with the Associate Dean/Disability Coordinator and bring all relevant documentation and the medical discharge records to the appointment. If needed, the College will work with the student to identify temporary accommodations for the student during this process.

• Please list any medications or follow up treatment required upon discharge.
• Discuss the need for accommodations or aftercare treatment with the Dean.
• The student must have an evaluation from a Student Health Services staff, Monsour Counseling and Psychological Services, or their external provider (as appropriate) to determine if the student is healthy enough to continue pursuing an education, in this setting, at this time, along with their recommendations for returning, accommodations or aftercare treatment.
• Provide a release of information to allow the Disability Coordinator or another Dean in the Dean of Students office to consult with the external provider, the Student Health Services, or Monsour Counseling and Psychological Services as appropriate.
• The studentwill then meet with the Dean and discuss the recommendations from the hospital, and the relevant provider(s) . Based on the discussion, the Dean will write a letter that outlines the conditions for return to be signed by both the student and Dean.
• The Dean will then give the student permission to return to classes and/or residential hall. The College recognizes that there are situations in which a student may be able to resume classes but not function within the residential community.
• The Dean will certify the hospitalization/absence with the faculty advisor and instructors.
• If the faculty has any concerns, they will be directed to contact the Associate Dean/Disability Coordinator to resolve any issues.

In supporting students to resume classes after a hospitalization, The College recognizes that a student may need accommodations. Possible accommodations after a hospitalization may include:

• Allowing the student to take a reduced course load or complete alternative assignments
• Allowing the student to postpone assignments and exams
• Allowing the student to work from home for limited periods of time if possible in the courses in which the student is enrolled (this is more likely to be applicable to reading and writing- intensive seminars, independent studies)
• Allowing the student to drop courses
• Allowing the student to change roommates or rooms
• Retroactive withdrawals from courses.
• Move to an off-campus residence or a different housing accommodation on campus

Extensions of Leaves

A leave of absence from the College may be requested for a semester, a year, three semesters or two years. Normally the College does not usually grant personal leaves for longer than two years. In extenuating circumstances, however, a student may address a letter of appeal to extend a leave beyond the two-year period to the Dean of Students who will present it to the Academic Procedures Committee.
 

Students who do not appeal successfully to have their leave extended will be withdrawn from the College after a two year leave of absence. Withdrawal papers will be completed in the Dean of Students office. If the student later wishes to return to the College, an application for readmission must be presented to the Office of Admission.

Process for Returns to the College from a General Leave of Absence

For General Leaves, a student may return to the College after the period of the leave as long as the student has given written notice of intent to return by March 15 for the fall semester and November 15 for the spring. If notification of the intent to return is received after March 15 for the fall semester, or after November 15 for the spring semester, housing is not guaranteed.

Process for Returns to the College from a Health Leave of Absence

The College is deeply committed to supporting students who return from a Health Leave to ensure that the student is ready to return and function as a student, and has the appropriate accommodations upon their return. Students on Health Leave may request at any time to return to the College for the following semester, though we recommend the following dates to ensure that we can process the return. The College encourages students on Health Leave to stay in contact with the College’s Disability Coordinator if they have any questions. As part of this process, the College requires that students who are on medical leave complete four steps prior to their return:

1. By June 1 for the fall semester and December 1 for the spring semester, send a brief email to the Associate Dean of Students at leaveofabsence@pomona.edu. Include in your email the semester you plan to return and the names of the treatment providers that will provide the documentation. (form online)
2. By July 1 for the fall semester return and December 10 for the spring semester return, provide the necessary documentation to the Dean of Students Office at leaveofabsence@pomona.edu.
3. We will notify you as we receive documentation materials. Documentation is reviewed as it is received. We will notify you within 7 days of the recommendation for your return from a Health Leave of Absence.
4. Provide a release of information to allow the Disability Coordinator or another Dean in the Dean of Students office to consult with other offices such as Students Health Services or Monsour Counseling and Psychological Services, as appropriate.

Once the documentation is reviewed, the student will have a discussion (in person, by phone or other means) with the Associate Dean of Students/Disability Coordinator to determine if the student is ready to return from a Health Leave of Absence, and the kinds of accommodation the student may need in returning to campus.

The Associate Dean of Students/Disability Coordinator will notify the student of the final decision. After the student is notified, the Registrar, Financial Aid, Student Accounts Office, Office of Residential Life/Campus Life, and faculty advisor are also notified.

In supporting students to return to campus after a Health Leave of Absence, the College recognizes that a student may need accommodations. Working with the Disability Coordinator, the student may be eligible for the following kinds of accommodation, which can include but not limited to:

• Reduced course load
• 9th semester or more at Pomona
• Academic and/or residential accommodations as appropriate
• Support to petition for retroactive withdrawals from previous courses

See Disabilities Accommodations website for more information.

Appeal

A student may appeal a decision denying re‐enrollment to the Dean of Students by submitting a written request for review of the decision. The Dean of Students will review the student’s appeal and all necessary additional information and will then render a decision, which shall be final.

Involuntary Leave Policy

The involuntary leave policy is meant to be invoked only in extraordinary circumstances, when a student is unable or unwilling to request a voluntary leave of absence, and such a leave may be necessary because the student’s behavior poses a direct threat to the safety of others or where the student’s behavior is disruptive of the College’s learning and residential environment. Before an involuntary leave is considered, efforts will be made to encourage the student to take a voluntary leave, thus preserving, to the extent possible, confidentiality and privacy. This policy and procedures do not take the place of disciplinary actions that are in response to violations of other campus policies or the Student Code of Conduct, or actions taken by the Academic Standards Committee. In addition, they do not preclude the College or Dean of Campus Life from suspending students from the residence halls as a result of violations of residential regulations or other policies.

Alleged criminal behavior: The student has been arrested on allegations of serious criminal behavior, or has been formally charged by law enforcement authorities with such behavior. This involuntary leave falls under the procedures governing interim suspensions by the College (see the Student Code of Conduct).

Risk to the community: The student has allegedly violated a disciplinary rule of the College and the Dean concludes that the student poses a significant risk to the safety or educational environment of the community. This involuntary leave falls under the procedures governing interim suspensions by the College (see the Student Code of Conduct).

Procedures for an Involuntary Leave

Individualized assessments whether to impose an involuntary Leave will be made by a committee set up by the Dean of Students, which will include the Associate Dean of Students/College Disability Coordinator, the Director of Counseling and Psychological Services, and Legal Counsel; other individuals may be added to the committee as relevant to the student’s case.

In making its assessment, the committee will:

1. Consider whether there are accommodations that would allow the student to function academically and remain safely in school, such as a move from campus residence halls to off‐campus housing or alternative campus housing, and/or restriction from participating in certain campus activities,
2. If safety is an issue, consider the nature and severity of the risk, the probability that injury will actually occur, and whether accommodations can sufficiently mitigate the risk.
3. Notify the student that the committee is considering imposing an involuntary leave and the basis for the committee’s belief that the student may need to be placed on involuntary leave, and
4. Provide the student, if possible, and/or their representative the opportunity to appear personally before the committee and provide relevant information or submit such information to the committee.

The student’s parents/guardians will also receive official notification of the involuntary leave.

Return to the College from an Involuntary Leave

1. Requirements and deadlines relevant to the process for re-enrollment after an Involuntary Leave will be specified in the Letter of Notification.
2. All students returning from an Involuntary Leave will be required to have an assessment interview prior to being approved by the Associate Dean/Disability Coordinator for re-enrollment. This assessment may be conducted by a member of the Monsour Counseling and Psychological Service staff and/or a member of the Primary Care Medical Services staff, if a psychological or physical illness contributed to the student’s inability to remain safely on campus. These assessments will not be conducted without signed written consent for release of information by the student.
3. As part of the assessment process, students may additionally be asked to authorize their health care provider while they were on leave to provide relevant information concerning the student to the Associate Dean.
4. When a student’s potential for violence is under review as part of the assessment of a student’s readiness to re-enroll, Campus Safety may undertake a review of the student’s behavior while on Leave, including, but not limited to, record of convictions, restraining orders, and interviews with individuals in a position to observe the student’s behavior. Only findings relevant to the Involuntary Leave and the student’s request for re-enrollment will be considered.
5. Upon gathering this information the Committee on Leave will be convened by the Associate Dean of Students/Disability Coordinator to examine the materials presented and submit a recommendation to the Associate Dean of Students/Disability Coordinator regarding whether the student has demonstrated that it is appropriate for the student to re-enroll and return to the University community. This committee may be composed of administrators, faculty and staff from any or all of the following: TCCS Campus Safety, Monsour Counseling and Psychological Services, and other professionals deemed necessary by the Associate Dean of Students.
6. The decision of the Associate Dean of Students/Disability Coordinator regarding the student’s eligibility to re-enroll will be communicated to the student in writing. As needed, the Associate Dean of Students/Disability Coordinator will notify the appropriate offices and administrators regarding the decision, and any relevant conditions thereof.

Appeal

A student may appeal a decision denying re-enrollment to a committee set up by the Dean of Students, which will include the Associate Dean of Students/College Disability Coordinator, the Director of Counseling and Psychological Services, and Legal Counsel; other individuals may be added to the committee as relevant to the student’s case. The student should submit a written request to the Dean of Students for review of the decision. The Committee will review the student’s appeal and all necessary additional information and will then render a decision, which shall be final.

Confidentiality

Pomona College will maintain the confidentiality of all information regarding Involuntary Leaves of Absence in accordance with federal, state and local law, and to the greatest extent consistent with the goal of processing such Leaves. All records concerning Involuntary Leaves are confidential. The official copy of such records shall be retained by the Dean of Students.

Pomona College reserves the right to notify a parent or guardian at any stage of the process if deemed appropriate under the circumstances and as permitted by applicable federal, state, and local law.

Academic Suspension

The Academic Standards Committee will usually consider students who are on probation for two semesters and who have not demonstrated any active commitment or progress in their academic performance for academic suspension. The student will be notified by email, phone, and letter sent to the student’s permanent address. The students’ parents will also receive an official letter of notification.

Students on an academic suspension are also considered on leave, with the same rights to access campus as other students on General or voluntary Health Leaves (see above).

The suspension notification letter outlines the criteria for readmission. The student will be required to earn a designated number of credit hours that are transferrable to Pomona College. A registration hold will be placed on the student’s record and will only be removed after meeting the suspension criteria and a meeting with the Dean of Students.

A student who has been suspended or dismissed has the option to appeal the decision of the Academic Standards Committee if they believe that there are extenuating circumstances that the Committee should consider. The decision of the Academic Standards Committee regarding the appeal is final. For further information on reinstatement after an academic suspension, see the Academic Standards Committee and Policy.

Students who have been Expelled or Suspended by the Judiciary Council or a Board for Academic Discipline are required to leave campus within 48 hours of the conclusion of the Judicial or Academic Discipline Process. If extraordinary circumstances exist that should be considered in establishing an earlier or later deadline for departure, the agreement of the Judiciary Council Chair or Chair of the Board for Academic Discipline and the Dean of Students is required to establish a later deadline. Students who have been expelled or suspended may not attend any events on the Pomona campus nor may they be in the Pomona College residence halls without the explicit permission of the Dean of Students.

Missing Student Notification Policy

Students who reside in on-campus housing are encouraged to identify a person to be contacted if it is determined that the student has been missing for more than 24 hours, and to register that person’s emergency contact information, confidentially, with the Office of Student Affairs and the Department of Campus Safety. If a student is determined to have been missing for 24 hours, the College and/or Department of Campus Safety will, within 24 hours, notify the appropriate law enforcement agency, and, if the missing student is under 18 years of age, and not an emancipated individual, the College and/or Department will also notify a custodial parent or guardian. If a member of the College community believes that a student who resides in on-campus housing is missing, it should be reported to the On-Call Dean, and/or the Department of Campus Safety.