Miscellaneous Policies and Procedures

Miscellaneous Policies and Procedures

• Pomona Flyer Policy
• Event Reservation Policy
• Encampment Policy
• Cart Policy
• Disciplinary Record Policy
• The Farm Policies and Procedures
• Fire Equipment Misuse Policy
• Hazing Policy
• Greek Letter Organization (Fraternities)

Pomona Flyer Policy

These policies are being implemented to encourage respectful sharing of space and to support dialogue and the sharing of information on campus. 

• For campus events, advertising cannot occur until the event has been approved and the facility has been confirmed (if applicable).
• Any events that require flyers must be first registered in Engage by the club/organization sponsoring the event. 
• The following must be indicated on all materials to be posted: 
  • The full name of the sponsoring organization 
  • The time, date and place of the event
  • Any entrance fees or costs to participate 
  • Entry guidelines  
• Posters, tents, and other physical flyers/advertising related to events, activities, or initiatives of unreasonable duration may not be approved.   
• There will be no more than 20 posters or physical flyers for any event, announcement, advertisement or communication on Pomona College’s campus, with no more than two posters adjacent to each other. This will reduce poster congestion, ensure space for all event posters, and is more sustainable. We also recommend using Engage to share information about your events.
• All event posters will be removed 48 hours after the end of the event. Any flyers that violate the policy will be removed as soon as possible. Please report violations to Smith Campus Center, scc01887@pomona.edu. Students should not remove flyers without notifying the SCC staff.
• Non-event-related flyers may be posted as long as they include
  • the sponsoring club/organization/department name, or individual student name
  • a 5C contact email,
  • and a visible date (MM/DD/YY).
• We ask that members of the hosting organization remove flyers no later than 48 hours after the date stamp.
• Organizations that post such flyers without a date stamp will be contacted by the Smith Campus Center and be given 24 hours to add a stamp to their posters.
• Content of all printed/physical materials posted or distributed on campus must comply with the College’s Student Speech Code.
• Posters may only be placed on bulletin boards or stone walls. Flyers may not be posted on glass or wood, because it can cause damage to the materials. Posters may not be posted on doors, tables, floors, walkways, or ceilings. (This includes, but is not limited to, the windows of the Coop Fountain, the doors of Frary Dining Hall, and the SCC Breezeway/Steele Forum walkways). Flyers found posted incorrectly will be removed by Smith Campus Center staff.

Violations of Posting and Event Policies

• Non-compliance with any of the provisions of these guidelines may constitute a violation of the Student Code and may be addressed through the College’s applicable disciplinary and hearing procedures. 
• Registered clubs and organizations may also lose recognition or have a hold placed on their funds.
• Costs incurred for removal of printed or event materials can be charged to the person, persons, or organization responsible for the violation.
• Continued violations of these guidelines will be handled in accordance with the severity of the infraction, and may include one or more of the following responses: (i) written warnings; (ii) assessments for damages to facilities and/or assessed a violation fee for the cost of removal; (iii) denial of future posting and other privileges, including the ability to schedule on-campus facilities; (iv) judicial proceedings.

Specific flyer policies for all consortium instutions are found on their specific websites. Other flyer policies can be found in the 5C Student Club Handbook.

Pomona Event Registration Policy

Event policies differ from institution-to-institution. If you plan to host an event at another consortium college, please contact them directly.

Any events that require flyers must be first registered in Engage by the club/organization sponsoring the event. 
The following must be indicated on all materials to be posted: 

• All student groups/clubs scheduling events must reserve space (including Smith Campus Center’s plaza and all outside venues) in advance in order to avoid scheduling conflicts or overlapping use of space. Event space must be reserved through Engage or in direct communication with the venue’s host.
• If students do not make advance reservations, their event may be moved or rescheduled.
• All materials from the event must be removed by the sponsoring organization within two (2) hours of the end of the event or a related work order must be submitted to Facilities.  
• Events must have a College-registered student club/organization, or Pomona department sponsor, in case there are questions prior to or after the event. Clubs and organizations may register through Engage at various times during the semester.

Pomona Encampment Policy

1. Encampments on Pomona College’s campus violate College policy and are unlawful. They also take over space that rightfully belongs to the entire community and can pose a potential danger to those within them, whether from their construction or from other unlawful activity or by creating a target for counter-protesters. 
2. Consistent with established College policy, students, staff and faculty must identify themselves, if requested to do so by College officials or security personnel, including law enforcement officers. Those who fail to do so may be subject to sanctions, which may include internal disciplinary process, and citation, detention and arrest by law enforcement agents. 
3. In responding to the establishment of an encampment or other similarly disruptive activity, the College will first provide direction to involved parties to stop these prohibited activities. Should the behaviors persist, notice of consequences associated with the continued disruptive activities will be provided; and the individuals involved will have a final opportunity to leave. Should those involved still refuse to conform to the College’s instructions and policies, further action will be taken, which may include internal disciplinary process and citation, and ultimately detention and arrest by law enforcement. Consistent with our emergency response protocols, Pomona College leadership retains the right to involve law enforcement personnel when internal measures fail. 
4. Be aware that non-Pomona affiliates engaged in an encampment or other similarly disruptive activity are in violation of the law and therefore subject to prosecution.  

Cart (Motorized) Policy

The following are the guidelines under which carts may be used:

1. College employees are the only persons authorized to drive College carts. College employees are defined as those on a regular payroll of the College, including student employees. All drivers must possess a valid driver’s license. The student must provide a copy of the driver’s license and have it on file in the Office of Student Affairs prior to receiving keys to the cart.
2. At the time of hire, all student employees who will be driving carts will receive training. The training will include information about the specific vehicle they will drive, how to secure the cart, etc. and employees will be required to drive the cart as practice.
3. Golf carts and utility carts must be driven in conformance with all applicable state laws and College policies. Carts may not be over-loaded with equipment or supplies nor may a passenger ride on the back of a utility cart to hold the contents on the cart. Carts must be operated at a safe speed at all times.
4. Any employee who is under the influence of or who is impaired by alcohol or drugs may not drive a cart. Violation of this ‘zero tolerance’ policy shall be grounds for termination.
5. All carts must be equipped with secure locking devices preferably a “club” or a heavy-duty chain with a padlock. Carts must be secured in place any time they are left unattended. Carts may be chained to any fixed object that will not be damaged by the chain or secured with a “club.”
6. The maximum number of occupants for a golf cart or utility cart is the number of seats provided by the manufacturer. No person may ride on the bed of a utility cart and no person may stand on any cart while it is moving.
7. No cart owned by Pomona College may be used to transport an intoxicated person.
8. Carts are to be driven only on College-owned roadways and city sidewalks, not on public streets except as absolutely necessary (e.g., to cross Sixth Street or College Avenue to reach an on-campus location).
9. Carts should not be driven or parked on turf or other landscaped areas.
10. Any accident involving the cart, any cart damage, or any cart malfunction must be reported to the cart operator’s supervisor as soon as possible, but no later than 24 hours from the occurrence of the incident
11. Carts are not generally authorized for use as an individual convenience. Their use is restricted to moving materials and people when such transport is necessary.
12. In some instances, students with injuries or illnesses may arrange privately to rent a golf cart for transportation to classes and meals. The Office of Student Affairs, based on medical documentation provided by the student, must approve such cart rental. The cart must be driven only by the student (s) and approved by the Dean’s office and in accordance with state laws and college policy. Approved students must possess a valid driver’s license and appropriate insurance. The cart must be securely locked each evening at an agreed upon time and place when the student’s principal use has concluded. Inappropriate use will result in removal of the cart from campus and, in some cases, disciplinary action.

Disciplinary Record Policy

A Pomona College student acquires a disciplinary record with the College if they are sanctioned by the Judicial Council, Academic Discipline Board, Student Affairs Committee, or by one of the Deans or Associate Deans of Student Affairs or Campus Life for a violation of the Pomona College Student Code or other disciplinary policies. Sanctions imposed by faculty members or other College officials may also result in a disciplinary record. Any disciplinary action concerning fines is not considered part of the official disciplinary record for post-graduation purposes (i.e., employment or graduate school admission). Other sanctions issued by Deans may also specify that they will not be considered part of the official disciplinary record for post-graduation purposes. A student’s choice to appeal disciplinary action to the Judicial Council shall not impact whether the alleged violation is included on the student’s official disciplinary record for post-graduation purposes. The length of time that Pomona College maintains a disciplinary record is determined by the severity of the sanction that has been imposed. If the sanction is a warning, probation, fine, limitation on participation, restitution, or discretionary sanction (such as community service, the writing of a research paper, or attendance at AA meetings), the disciplinary record will be maintained for five years following the date of the offense.

If the sanction is a residence hall suspension or change, residence hall expulsion, college suspension or college expulsion, the disciplinary record will be maintained as a permanent College record. Information on Student Code violations is confidential. See Student Code.

The Farm Policies and Procedures

The Farm is the property of Pomona College and subject to all regulations and use rules that govern the campus. The farm is managed by the Environmental Analysis Program and it is dedicated to the study of agricultural systems.

The Wash, where the farm is located, is a multi-use area preserved for recreation, natural beauty and athletics. Because of its multipurpose nature, the area of the Wash available for use and cultivation by The Farm is restricted to marked boundaries. Use or cultivation outside of this area is not permitted. Decisions about use and governance policies for the Farm will be made by a steering committee composed of the Dean of Students, faculty from Environmental Analysis Program, a student from the Farm Club, and Farm staff.

The following policies govern use of the farm:

1. A 7C Identification Card or Farm Pass must be presented upon request.
   • Farm Pass application available by request.
   • 7C students, faculty, staff and Farm Pass holders may have two visitors while at The Farm.
2. Alcohol is not permitted on the Farm.
3. Smoking is not permitted in any area of the Farm, Dome or Outdoor Classroom.
4. Open fires are not allowed on the Farm.
   • Barbeques and cook outs are permitted through a registered event.
5. The Farm is open for use from one hour before sunrise until one hour past sunset.
6. Persons under 18 years of age must be under the supervision of an adult who has a valid current Farm Pass or 7C ID
7. Registration of Events at The Farm:

• Events need to be registered with the ASPC office in Smith Campus Center.
• Requests for events at The Farm can only come from an 7C identification card holder.
• Registered events at the Farm may be approved to run until 9:00 PM.

1. Amplified sound or drumming is permitted during daylight hours only, unless part of a registered event.
2. The Farm should be kept clean and neat, without unnecessary trash and litter, in accordance with Pomona College standards. Trash must be disposed of; compost and recycling should be placed in proper receptacles.
3. Use of Outdoor classroom and/or Dome available by request to Farm Staff.
4. All are asked to walk on paths and to avoid walking on the plant beds.
5. All are asked to return tools to their proper location after use.
6. Harvesting limited to fruits when in season. Harvesting of produce from other plantings is only permitted with the consent from individual plant bed managers.
7. Respect the work of students who work to make The Farm a pleasant and viable experience.

Contact Farm staff if you have questions or would like to learn about the Farm’s routine practices and philosophies. Please enjoy the Farm Tours available upon request.

Fire Equipment Misuse Policy[JE3] 

Proper use of fire systems and fire emergency equipment is essential for the protection of all members of the community. Students alone or in concert with others may not tamper with, discharge or play with fire extinguishers, fire doors, smoke detectors, exit lights, or tamper with or pull a fire alarm under false pretenses.

In addition, prompt and cooperative response to fire alarms, in accordance with college emergency procedures, is required of every resident, visitor, and guest. All students must evacuate the building during any fire alarm.

Any student who is responsible, alone or in concert with others, for misuse of a fire extinguisher or other emergency firefighting equipment will receive a mandatory fine for a first offense. This fine can be appealed to the Judiciary Council only on the basis of dispute about the facts of the incident. In case of a violation for which the responsible person is not identified, the fine can be levied against a residence hall at the discretion of the Dean of Campus Life. A second offense will result additionally in withdrawal of campus housing and dining privileges for at least one full semester. At the discretion of the Dean of Campus Life, second offenses may be referred instead to the Judiciary Council with a recommendation for a stronger penalty.

Actions which set off building fire alarms disrupt the residents, violate state law, and endanger others. Any student who willfully commits such an offense will be fined $500.

A student whose campus privileges have been withdrawn for this reason may, after spending at least one full semester in off-campus housing, petition the Dean of Campus Life to resume residency on campus under terms agreed upon by the Dean.

All individuals present in a building when a fire alarm sounds are required to evacuate the building immediately, in accordance with standard emergency procedures. Any student who does not cooperate with these procedures will be fined on a first violation, and the automatic fine will be doubled for each subsequent violation. Habitual refusal to cooperate will result in referral to the Judiciary Council with a recommendation of withdrawal of campus housing and dining privileges.

California law establishes criminal penalties for willful and malicious tampering with fire protection equipment or sounding false alarms[JE4] .

The state and local fire codes, as well as Pomona College policy, require the following:

• It is prohibited, negligently or intentionally, to set a fire of any size or type in or around any residence hall on campus. Open flame devices, including incense and candles, (excluding cigarette lighters and matches) are not allowed in the residence halls.
• Placing furniture, bicycles, boxes, or any item in such a way that obstructs emergency evacuation procedures is a violation of the state fire codes. These codes are strictly enforced by staff.
• Corridors and exit doors are to be kept clear of obstruction at all times.
• Lighted candles or open flames in the residence halls are not permitted.
• Excessive amounts of combustibles, such as paper, paper products, textiles attached in the room or attached to walls or ceilings, or as room dividers, are a fire hazard and are not permitted.
• Corridor decorations and signs shall be made of nonflammable materials treated with an approved fire retardant. Trees or any branches used for seasonal decorations must be treated with an approved fire retardant and so tagged.
• Flammable liquids shall not be stored or used in any residence hall.
• The use of a non-approved cooking appliance is prohibited.
• Motor scooters, motorcycles, and other vehicles which have gas tanks cannot be stored anywhere in the residence halls at any time.
• Gasoline, kerosene, and other combustibles are fire hazards and are prohibited in the residence halls.

In all of these matters, students are responsible for the behavior of any guests and/or visitors, including students from the other Claremont Colleges, who are present in a building at their invitation, and penalties may be assessed on the hosts for violations committed by their guests and/or visitors.

Hazing Policy

Policy Statement

Hazing can be psychologically and/or physically harmful to individuals, can damage organizations and teams, and undermines the educational mission and values of Pomona College. Hazing is strictly prohibited by Pomona College policy and California state law (Sections 32050 (245.6) and 32051 of the California Education Code and Section 48900 q of the California Penal Code). No student, College employee or volunteer, student organization, or athletic team, shall conduct or condone hazing activities. Violations of this policy will result in disciplinary action. If you have knowledge of hazing or potential hazing activities you should contact the Dean of Students Office who will investigate and take action to stop the conduct.

Definition

Any act or the creation of a situation that tends to endanger the mental or physical health or safety of a student; an act or the creation of a situation which tends to humiliate or degrade a student; or an act or creation of a situation which destroys or removes public or private property when these are part of initiation, admission into, affiliation with or continued membership in a group or organization. An act or a situation becomes hazing when an organization creates the dangerous, illegal, or humiliating situation and exposes students to it.

A level of coercion is often involved in hazing; an individual being hazed may not feel they can opt out of participation because of peer pressure or a desire to belong or “fit in” to the group. Because of the socially coercive nature of hazing, this definition of hazing applies whether or not the participants consent to such activity or perceive the activity as “voluntary.”

Hazing does not include actions or situations that are part of officially sanctioned and supervised College activities such as athletic training and conditioning.

An individual can be responsible for violating this policy for soliciting, directing, aiding, or otherwise participating actively or passively in activities which violate this policy.

Examples

Hazing activities often involve alcohol; however, activities need not involve alcohol to violate this policy. Common examples of behaviors that can be hazing include, but are not limited to, the following:

• Shaving, tattooing, piercing or branding
• Engaging in or simulating sexual acts
• Threatening to physically restrain someone or actually restraining them
• Assigning unreasonable chores or acts of servitude
• Causing excessive exercise, sleep deprivation or excessive fatigue
• Interfering with an individual’s personal hygiene
• Requiring the wearing of specific apparel or acting in a way that is conspicuous and may cause the individual embarrassment or ridicule
• Degrading or humiliating games and activities, including paddling
• Activities that would unreasonably interfere with students’ other activities or obligations (academic, extracurricular, family, religious, etc.)
• Physical threats or abuse of any kind including throwing objects or substances at an individual Encouraging or requiring a person to consume alcohol, drugs, or foreign or unusual substances, including consumption of large quantities
• Encouraging the use of alcohol or illegal drugs
• Forcing a student into a violation of the law or College policy such as indecent exposure, theft, or trespassing
   

The College will use a “reasonable person” standard when evaluating such conduct and its potential effects. The determination of whether a particular activity constitutes hazing will depend on the circumstances and context in which that activity is occurring. Some key questions which are used to evaluate whether an activity is hazing include:

• Was a person or group being singled out because of their status with the group or team?
• Was there a risk of physical or psychological discomfort or harm as a result of the activity? Was the activity demeaning, abusive or dangerous?
• Was there a level of coercion and/or peer pressure involved? How easily was someone able to opt out of the activity?
• Did the current members refuse to do what the new members were asked to do?Did the activity or activities interfere with the participants’ other activities or obligations (academic, extracurricular, family, religious, etc.)?
• Was alcohol involved?
• Was there a sexual element to the activity?
• Did any of the activities violate College policy or federal, state or local law?

How to Avoid Hazing

There are many positive ways to welcome new members into a group or team. The Smith Campus Center or Dean of Students staff can assist you in identifying such activities which can help build cohesiveness and foster teamwork. When you are considering an activity associated with membership in an organization or team ask yourself: Would you feel comfortable describing the activity to others (parents, grandparents, College official, law enforcement, etc.)? If you would be hesitant to describe the activity to others then the activity may constitute hazing and the group would be best served in participating in a different activity.

Greek-Letter Organizations (Fraternities)

The Student Affairs Committee has created the following regulations for all social Greek-letter organizations:

Initiation

Fraternities may not invite potential new members, nor initiate new members until the second semester of the new member’s first year or later. In the second semester, new member activities must take place after March 1, in order to give students time to consider their choices. Alcohol is not permitted during new member activities. Also, see “Hazing.”

All current members are required to sign a non-hazing form at the beginning of every year. Signed forms must be submitted to the Assistant Director of the Campus Center by September 30 each year.  Prior to any New Member Education activities, all prospective members must also sign the non-hazing form. Signed forms must be submitted to Assistant Director, SCC, before NME activities can begin.  Also, see “Hazing Policy.”   

Fraternities must file dates and general plans for new member education and initiation with the Assistant Director of the Smith Campus Center, including information about whether or not the faculty advisor will be present and during which hours. The Assistant Director of Smith Campus Center may visit any new member education program and the initiation.

Membership

All fraternities must limit their membership to Pomona College students. Membership lists must be provided to the Office of the Campus Center and Student Programs and to the IFC each semester.

Voting Procedures

After open discussions, elections to membership should be made with the faculty advisor present. The voting procedure may require for election votes of 80 percent of the members present, or, if fewer than 15 are voting, three votes less than unanimity.

Advisors

Every Greek-letter organization must have a faculty advisor, who is expected to play a prominent role in the organization’s activities, including participating in the planning of initiation activities. The organization’s annual statement of purpose must be signed by the advisor.

Recognizing that it may be beneficial in maintaining connections with the community and in organizing community service projects, advisors to the various fraternities are encouraged to meet on occasion to discuss fraternity activities.

Alcohol Education

Prior to recruitment, all registered members of each fraternity shall participate in an alcohol education program that will include a review of current College alcohol policy. The program shall be arranged by the Office of the Campus Center and Student Programs.

Recruitment

Each semester before rush, fraternities must hold at least one open house on campus, where prospective members may learn about the traditions, goals, and existing membership of the fraternities in which they might be interested. These open houses must be broadly publicized.

Statements of Purpose

Every Greek-letter organization, in order to be registered, must annually submit to the Office of the Campus Center and Student Programs a form that includes a statement of purpose. It must be signed by each member and the faculty advisor. This Statement of Purpose will outline the fraternity’s responsibilities to the community and their intended activities for the year, and will serve as the basis for periodic fraternity reviews. This form will be kept on file by the staff person who serves as fraternity liaison.

Withdrawal of Registered Status

The College holds each Greek-letter organization responsible for the actions of its individual members at the group’s events. Antisocial behavior attributable to the collective action of the organization or antisocial behavior of individual members related to such group action may result in the revocation of the group’s official status. The Judiciary Council has jurisdiction over fraternity violations of College policy.

Disbanded Organizations

Any Greek-letter organization officially disbanded by the College may prepare a new statement of purpose and apply to the SAC for official recognition once again.

The SAC has full discretion as to whether or not to grant recognition again in cases where it has been withdrawn. If relevant, misconduct in connection with a disbanded organization may be viewed as an aggravating circumstance in the instance that a student is called before the Judiciary Council on other grounds. This policy does not modify the general rule that if student organizations—recognized, unrecognized, or officially disbanded—act in ways severely detrimental to the wellbeing of the College community, the organization and their members may be subject to disciplinary action.

Fraternity Funding

ASPC funds may be available to assist Greek-letter organizations with those events that are held for the benefit of the College community. Such events must be open to all students, on campus, and non-profit.