Academic Procedures Committee and Policy
Academic Procedures Committee (APC) Petitions
The members of this committee include three faculty members, the Dean of Students, two students, and the Registrar. The main function of the Academic Procedures Committee is to consider petitions for exceptions to the Academic Regulations adopted by the faculty.
The Committee approaches its deliberations with an assumption that the Faculty’s academic rules and regulations should normally be followed. When considering exceptions, the Committee attempts to be both “consistent” (i.e., to apply uniform standards) and “flexible” (i.e., to give personal attention and respond to individual circumstances).
Petitions should include all relevant information, and be clearly articulated with appropriate documentation. The Committee cannot fill in missing information; it is the student’s responsibility to present the case fully. The Dean of Students and the Academic Affairs Commissioner will be glad to talk to students who are considering filing petitions.
Arguments which amount to a fundamental disagreement with regulation should be avoided. The Committee is charged by the Faculty only with making exceptions to regulations when such exceptions are justified by the individual circumstances.
The APC form is available in the forms section of the Registrar’s Office website at www.pomona.edu/registrar. Once the form has been completed online, it needs to be forwarded via email to the student’s advisor, and the course instructor, if the matter concerns a specific course. The relevant faculty (advisor and instructor) then forward the form to the Registrar’s Office with their comments. The Registrar’s Office assembles the document for presentation to the APC.
Examples of the kinds of requests which are handled by the Academic Procedures Committee are:
- Course overloads
- Registration changes after deadlines
- Incomplete grades
- Final exam time changes (unless the student has three exams in two days, in which case a petition is not needed, and one exam may be re-scheduled with APC approval; or, a common final meets at the same time as the final for another course, in which case the instructor offering the common final should provide an alternate time, again, without APC approval)
- Second major declarations (normally submitted after all five Breadth Areas have been completed)
- Residency requirement exceptions
- Requests to enroll for a 9th or later semester
If all parts of the petition are received by noon on Thursday, the APC will review your petition on the following Thursday. Results of the Committee’s action are sent by the Registrar to the student via e-mail. Until notification of the committee’s decision is received, a student should take no action affecting his or her status in a course and continue going to class.
Any student who has questions about a petition is invited to discuss these questions with the Dean of Students. The Dean is prepared to advise a student before his or her petition is submitted, or to provide further explanation of the Committee’s action or of other options available to the student after a petition has been denied. Other members of the Committee, including the student members, are also available for consultation.
Academic Standards Committee and Policy
The Academic Standards Committee reviews the academic standing of students. Its responsibility includes warning those with low grade point averages or problematic rates of progress toward a degree, or placing them on probation, suspending them, or requiring their withdrawal from the College. The Committee meets at least once every semester.
Three faculty members, the registrar, the Dean and Associate Deans of Students, representatives from the Office of Black Student Affairs, the Chicano Student Affairs Center, and the Asian American Resource Center meet every semester to review the academic progress of students in the college.
In order to continue in good standing at the College, a student must:
- Receive at least a C-minus in the Critical Inquiry Seminar (ID 001); those who do not are automatically placed on probation. (This applies only to first-year students.
- Achieve at least an overall “C” average each semester in courses taken under the auspices of Pomona College.
- Maintain normal progress toward a degree with an average of four courses passed for each semester of registration.
- Make suitable progress toward completion of all academic requirements, including completion of a major.
In some cases, the Committee may place a first or second year student who earns a C+ (7.0) on probation especially if the student completed fewer than four courses for that semester. Such an action facilitates the intervention and support that helps a student to strengthen his or her academic performance.
The Committee normally expects any academic deficiencies to be reduced or eliminated within one semester. In the case of students who did not receive at least a C- grade in the Critical Inquiry Seminar, the student will need to take a writing tutorial in the second semester and a writing intensive seminar before the end of the sophomore year, but may come off probation after the spring semester if spring semester grades warrant it.
The Committee urges students with any academic problems to seek assistance promptly. The Dean and Associate Deans of Students are the general academic advisors for the College and are prepared to discuss academic questions or problems with students at any time. Students may also see their academic advisors, members of the faculty, or staff at the Counseling Center or they may receive help from tutors or fellow students. The Committee does take into account evidence that a student has been making serious efforts to seek help and improve his or her status in the College.
The following actions are among those that may be taken with respect to students whose academic records are judged inadequate. These actions do not represent a sequence which will be followed in every case. The committee chooses the course of action which seems most appropriate.
The College, through the Academic Standards Committee, may at any time require the withdrawal of a student if the quality and amount of his or her work seems to warrant such action.
- Warning. This is the action most commonly taken when the academic deficiency is minor. If there is not substantial improvement the next semester, the Committee will usually take more serious action.
- Academic Probation. This action indicates that the Committee is deeply concerned about a student’s work at Pomona. It is usually accompanied by a firm set of expectations for the next semester requiring immediate and substantial improvement of the student’s record. Failure to meet these expectations is likely to result in a suspension or required withdrawal, especially if the student earns less than a C (6.0) average for two consecutive semesters. A student on academic probation is required to meet with the Dean or Associate Deans of Students about his or her progress during the semester.
- Suspension. This action is taken when, in the judgment of the Committee, the interests of the student will probably be best served by a period away from the College, or when the Committee also believes that successful completion of the College program is likely at a later time. After the period of suspension, the Committee will review the case and may authorize the student to return to the College if there is sufficient evidence of ability and motivation to succeed. Reinstated students return to the college on probation. A student who is suspended and plans to take college work elsewhere with hope of transferring the credits to Pomona at a later date is advised to secure approval in advance from the Pomona College Registrar. Credit for such courses may be applied toward a degree at Pomona, but grade points so earned may not be used to reduce grade point deficiencies incurred at Pomona.
- Required Withdrawal. This action is taken when, in the judgment of the Committee, it appears that the student will be unable to meet graduation requirements. While it does not mean that it is impossible for the student ever to return to the College, the Committee will not look favorably on a request for re-admission unless there is strong and compelling evidence of a change in the student’s readiness to perform college work. A student will not be considered for re-admission by the Academic Standards Committee before a year has elapsed.
Decisions of the Committee are normally final. However, if there is pertinent and compelling information which was not available at the time of the decision, some actions may be appealed. An appeal must be requested within 48 hours of notification of the Committee’s action. Since notification will sometimes reach students after they have left Claremont, the request may be made by telephone with 48 hours and should be followed up in writing and/or person.
Only actions of Suspension or Required Withdrawal may be appealed. Relevant information should be described to the Dean or Associate Deans of Students within the 48 hours period. If they agree that it constitutes new and significant evidence, an appeal will be considered by a subcommittee of The Academic Procedures Committee.
Computing and Network Resources Policy
Pomona College makes available computing and network resources for use by the College’s students, faculty and staff. These services are provided for educational purposes and to carry out the legitimate business of the College.
Members of the college community are expected to observe Federal, State, and local laws which govern computer and telecommunications use, as well as the College’s own regulations and policies.
The framework of responsible, considerate, and ethical behavior expected by the College extends to cover the use of computing facilities, network resources, and networks throughout the world to which electronic access has been provided by the College.
The College’s computer and network resources are the property of the College, and students should not have any expectation of privacy when utilizing the resources. Files and computer usage may be monitored in the ordinary course of business or to determine compliance with the College’s policies.
In addition, when there is reason to suspect inappropriate use of campus computing and networking resources, authorized College personnel will take appropriate steps to investigate. This may include monitoring traffic on the network on any system which is connected to the network.
The following list does not cover every situation which pertains to proper or improper use of the resources, but it does contain some of the responsibilities which you accept if you choose to use the College’s computing resources or the network access which the College provides.
- You must not intentionally seek information about, browse, copy, or modify nonpublic files belonging to other people, whether at Pomona College or elsewhere.
- You are authorized to use only computer resources and information to which you have legitimately been granted access. If you encounter or observe a gap in system or network security, you should report the gap to the manager of that system immediately.
- If it is unclear whether you have permission to copy, compile or manipulate software or data, assume that you may not.
- The College’s policies on harassment apply equally to electronic displays and communications as they do to more traditional means of display and communication. You must not display or transmit abusive images, sounds or messages to an identifiable individual or group of individuals.
- Messages, sentiments, and declarations sent as electronic mail or postings must meet the same standards for distribution or display as tangible documents.
- You must not degrade computing or network performance in any way that will prevent others from meeting their educational or college business goals.
- The unauthorized duplication or distribution of copyrighted materials is prohibited. This includes, but is not limited to software, printed or recorded music, movies, and works of art.
- You must not create or willfully disseminate computer viruses, worms, trojans, or any malware. You should be sensitive to the ease of spreading viruses and should take steps to insure your files are virus free.
The Information Technology Service (ITS) Office may temporarily suspend service to an individual or computer that is found to be significantly degrading the usability of the network or other computer systems or found to be posing a vulnerability threat to the campus network. Inappropriate use will be referred to the appropriate College authority where further action may be taken.
Digital Millennium Copyright Act (DMCA) Policy/Procedures
The Executive Director of ITS shall serve as Pomona College’s designated contact for all DMCA related issues.
Upon receipt of a notification from a bona fide copyright holder, or agent for the copyright holder, alleging that a user connected to Pomona’s network is in violation of the provisions of the DMCA, public access to the material will be disabled according to the following procedures. The individual’s network privileges will only be restored after the infringing materials are removed from the site and the person agrees to abide by the College’s Appropriate Use of Campus Computing and Network Resources policy.
Following are the specific procedures to be followed by the ITS staff person responsible for “unplugging” the alleged offending user.
- Upon notification of the alleged offense and identification of the IP address in question a report is created using the Footprints ticketing system.
- After establishing the port ID for the IP address Network Services sends the alleged offending individual the standard “take down” message along with a copy of the notice from the copyright holder. This message asks that the alleged offending material be removed within 24 hours of the date/time of the message being sent. “Take down” messages will not be sent out on Friday, Saturday or Sunday. The Dean of Students is included on the Footprints ticket when this action is taken.
- Under the conditions noted above, the student has one (1) business day/24 hours to comply with the notice and confirm back to ITS that the appropriate steps have been taken to remove the alleged offending material from his/her computer.
- If the student does not comply, ITS will block network access from the offending computer and the Dean of Students will be notified of the matter.
- Network access for the offending computer will not be turned back on until ITS receives a request to do so from the Dean’s office.
- Notice of subsequent infractions will trigger an automatic take down by ITS and a referral of the matter to the Dean of Students Office.
- The block of a student’s network access will only be removed by notification from the Dean of Students Office that the infraction has been addressed.
Disputed Grades Policy
The normal presumption in the administration of grades at Pomona College is that the instructor alone is qualified to evaluate the academic work of a student in her or his courses and to assign grades to that work. Once recorded in the Registrar’s records, a grade may be changed only in one of two ways:
- Upon the certification by the instructor that an error has occurred and with the approval of the Academic Procedures Committee or the Associate Dean of the College.
- By the procedures described below, when a student has substantial grounds for believing that, apart from questions of the quality of the work, a particular grade was assigned in a manner that was arbitrary or unjust, or that crucial evidence was not taken into account, the student should first discuss the matter with the instructor.
If the outcome of that discussion is not satisfactory, he or she should consult with the Dean of Students or an Associate Dean of Students. The Dean of Students or Associate Dean of Students will confer with the instructor and will thereby attempt to bring the case to a satisfactory resolution.
If the claims of the student and instructor are still unreconciled following these discussions, the Dean of Students or Associate Deans of Students, shall with the concurrence of the Dean of the College, appoint a hearing committee consisting of the chair of the department concerned as chair and two other faculty members, one from the same department, one from another department.
When the limited size of the department or other special circumstances make this impossible, faculty may be appointed from other departments, preferably in the same Division. If the department chair is a party to the dispute, the Dean of the Students may appoint another faculty member as chair of the hearing committee. The decision of the hearing committee on the disputed grade shall be final.
A grade dispute must be brought to the Dean of Students or Associate Deans of Students by the end of the seventh week of the semester following the one for which the disputed grade has been given, and final disposition of the case must be made by the end of that semester. In the event that extenuating circumstances make it impossible for these deadlines to be met, the Dean of Students, an Associate Deans of Students or the Dean of the College may arrange to postpone the process. Examples of such circumstances would be the temporary absence of either the faculty member or the student from Claremont, or illness which makes it impossible for one of the participants to be present.
It is the responsibility of the student, however, to initiate the process as soon as possible, even if this must be done initially in writing rather than in person.
Grades Disputes in Cross-Registration
- Students charged with academic dishonesty in a course taken outside their home college shall be tried according to the procedures for handling such cases in their home institution. Faculty members are obligated to accept the decision of the student’s college, and may not impose a penalty should the appropriate hearing panel fail to find guilt. Any student grievance concerning a grade given by an instructor as a result of such a hearing decision, will also be handled accordingly to the rules of the student’s home college.
- All other grievances concerning grades are handled by the procedures of the college sponsoring the course.
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, Dean Marcelle Holmes (extension 72147 or email@example.com) 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 his/her participation in college life has enrolled at Pomona College, he or she 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. When documentation of specific learning disorders or attention deficit/hyperactivity disorder is provided, the Office of Student Affairs will consult Monsour Counseling and Psychological Services before recommending accommodations.
The student should request accommodations for each semester 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.
At the student’s request, the student’s faculty members for a particular semester will be notified of the approved academic accommodations, including faculty members and the Dean of Students at another Claremont consortium college if the student is taking coursework there through cross-registration. Students with disabilities from other Claremont consortium colleges who are taking coursework at Pomona through cross-registration should contact Pomona’s Office of Student Affairs and request that the office obtain their accommodation-related records from the student’s home college. In the event of such a student request, and to the extent not already obtained, the Office of Student Affairs will request that the student’s home college provide Pomona and the student’s faculty members at Pomona with 1) certification that the student is an individual with a disability who is entitled to academic accommodation, 2) certification that the student has previously presented documentation to establish the student’s status as above, and 3) a description of the accommodations that have been and are being provided by the home college.
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 his or her 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, Writing Fellows, and Pomona’s peer tutoring program.
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. Students may also receive help getting from residence halls to classrooms. The injured students program, operated by the Smith Campus Center, can help students with mobility impairments. Please contact extension 18610 to request a ride.
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 he/she believes is necessary, the student may take his or her 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.
Leaves of Absence
In granting a leave of absence, the College recognizes the need of a student to interrupt his or her formal academic work for a period of time.
The particular reasons that make such an interruption desirable and the length of time of a particular leave may vary from one instance to another. College policy is designed to meet these varying needs and to provide an opportunity for a student to discuss with a representative of the College the implications of a leave of absence. Any student desiring to interrupt his or her formal academic program at Pomona for a period of time may take a leave of absence if he or she follows the procedures outlined in this policy statement.
- Academic Credit
For study in the United States while on leave, students are strongly advised to obtain advance approval of the program of study. If the program of study is approved in advance, credit will normally be granted if the program is completed with at least a C average. Without approval in advance there is no guarantee that credit will be granted.
A maximum of eight Pomona course credits (or 32 semester units) will be awarded for work during the academic year while a student is on leave. Academic credit will not be granted for study abroad while on leave.
- Application Procedures
All students interested in leaves should consult with the Dean or Associate Dean of Students and complete an application form available in the Office of Students Affairs. The form 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. Final approval for a leave is given only after the application form is submitted to Dean or Associate Dean of Students.
The application form and the written statement are kept as part of the student’s record, and may be used to provide information about the period away from formal studies.
The leave should also be discussed with a faculty advisor to be sure that it will not create any serious complications in the academic program.
- Time of Application
Requests for a leave of absence (or for an extension of a leave) for a given semester should normally be made before the end of the preceding semester. The fees deposit ($500) will be forfeited when leave requests for the fall semester are made after participation in the residence halls room draw held in the spring semester.
Leaves of absence, to be effective immediately, may be requested while classes are in session. Refunds of fees and disposition of courses in progress are arranged in compliance with college policy.
- Policy on Deposits
A student who participates in the residence halls room draw in the spring semester but then subsequently applies for a leave of absence from the College before the fall semester forfeits his or her entire ($500) fees deposit. Any student, on or off-campus, who files a 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 he or she returns to the College.
- Financial Aid
A student planning a leave of absence should make all arrangements in regard to financial aid directly with the Financial Aid Office and should meet all necessary financial aid deadlines. It is essential that there be consultation in advance of the leave regarding deferring of grants or loans and application for aid upon return. California State Scholarship holders must file a separate leave request with the State Scholarship Commission.
- 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 grant leaves for longer than two years. In extenuating circumstances, 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 for consideration.
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 Office of Student Affairs. If the student later wishes to return to the College, an application for readmission must be presented to the Office of Admission.
A leave for one semester may be extended, on request, for additional semesters. All requests for extension of a leave should be made in writing to the Office of Student Affairs, Alexander Hall.
- Return to the College
If no specific restrictions have been placed on the leave of absence (see below), a student may return to the College after the period of the leave as long as he or she has given written notice of intent to return by June 1 for the fall semester (April 1 if priority course registration and campus housing are desired) and December 15 for the spring (November 1 if priority course registration and campus housing are desired). If notification of intent to return is received after June 1 for the fall semester or after December 15 for the spring semester the student may return, if authorized by the College, but housing is not guaranteed.
- Restrictions on Return to the College
Most leaves of absence have no restrictions on return, but in certain special cases restrictions may exist.
If a student takes a leave and is later considered by the Academic Standards Committee because of unsatisfactory academic work completed before the leave, a return to Pomona may be made subject to approval of the Academic Standards Committee.
The Office of Student Affairs or a student requesting a leave will indicate when a leave is designated as a medical leave.
Students who are on medical leave complete four steps prior to return: 1) Prepare a written statement about the student’s readiness to return to Pomona and schedule either a telephone interview or in-person interview with an associate dean in the Office of Student Affairs to discuss the student’s return, 2) provide a statement from the treating physician or therapist that informs the College about the treatment undergone and the student’s state of readiness to return to Pomona , 3) provide a release of information to allow the Dean or Associate Deans of Students to discuss the student’s readiness to return with the treating physician or therapist , and 4) meet with a member of the Counseling Center staff or Health Center staff for a re-entry evaluation. Students may return from medical leave when it is clear that they are physically and psychologically able to engage in Pomona’s rigorous academic program and are not likely to cause psychological or physical harm to self or other individuals.
- Rights and Responsibilities of Students on Leave, Medical Leave, and Suspension or Expulsion
Students on Leave have 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 his or her 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/guest. The student on leave must register with the Office of Campus Life and receive a guest pass, which entitles the on-leave student to admission to Pomona events.
Students on Medical Leave must consult with the Dean or an Associate Dean of Students about plans to be on campus. If the health of the student permits, medical leave students will have the same access as students on leave.
However, in some cases, health concerns may lead the Dean or Associate Dean to restrict the access to campus or campus activities of a student on medical leave.
Students who have been Expelled or Suspended by the Judiciary Council or a Board for Academic Discipline are required to leave campus within 72 hours of the conclusion of the Judiciary 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 social, cultural or other events on the Pomona campus nor may they be in the Pomona College residence halls without the explicit permission of the Dean of Students.
Involuntary Medical Leave Policy
A dean, faculty member or any other officer of the College may have reason to believe that the mental or physical condition of a student is likely to result in psychological or physical harm to that student or to other individuals if that student attends classes or remains on campus, or participates in specific academic programs or extracurricular activities. Any such belief should be reported to the Dean of Students.
If the Dean concludes that physical or psychological harm to that student or to others may reasonably be expected and if a member of the College medical or counseling staff or a physician, psychiatrist, or psychologist employed by the student concurs, the Dean of Students or Associate Deans of Students may suspend that student’s enrollment and right to remain on campus, or right to participate in specific academic programs or extracurricular activities, and may place that student on a medical leave of absence. At the discretion of the Dean of Students or Associate Deans of Students, the student’s parents or other responsible relative may be notified and such information allowable by law may be divulged to them.
A student who has been given a medical leave of absence or has been removed from participation in specific programs or activities at the request of the student or by the Dean of Students or Associate Deans of Students may apply for readmission to the College by submitting to the Dean of Students or Associate Deans of Students signed documents by licensed physicians or psychologists attesting to the opinion of such professional persons that the return of that student to enrollment at Pomona College or to participation in specific programs or activities will not endanger that student or others. The Dean of Students or Associate Deans of Students may then require that the student be interviewed or examined by a member of the Counseling Center staff or the Student Health Center staff, and that student may be required to give written authorization for the results of such an interview or examination to be reported to the Dean of Students or Associate Deans of Students. Final authority on such re-admissions will rest with the Dean of Students.
Student Records Policy
Disclosure of Information from Education Records
Under the federal Family Educational Rights and Privacy Act (FERPA), as amended, students at Pomona College have the following rights in regard to education records maintained by the College.
- Students have the right to inspect and review their education records, subject to certain limitations. Education records are defined as records in any format that are directly related to the student and are maintained by the College. The College maintains such education records in various offices throughout the College. Requests for the inspection and review of education records must be submitted directly to the custodian of the record, following the policies and procedures of the office in whose custody the record is maintained. Education records do not include such things as medical treatment records made or maintained by a physician, psychiatrist, psychologist or other professional or paraprofessional; employment records (where the student’s employment is not contingent on being a student, and the record is used only in relation to employment); records created and maintained by the College’s law enforcement unit for law enforcement purposes; information (such as alumni records) obtained after the person is no longer a student at the College and which does not relate to the person as a student; and personal notes or records about a student made by a member of the faculty, administration or staff, if the notes are not accessible or revealed to any other person except someone acting as a temporary substitute for the person who made the notes.
- Students have the right to seek to amend their education records to correct inaccurate information. In compliance with College policy, individual offices have established procedures for challenging the content of education records. Students may also submit a written request for correction of a particular education record to the Dean of Students. If a requested amendment or correction to the record is not made, the student may insert into the records a written statement respecting the contested contents. Disputes over the assignment of grades are not covered by these provisions. Students with concerns about the assignment of individual grades are referred to the Policy on Disputed Grades.
- The College will not release personally identifiable information in an education record without the student’s prior written consent. (Some examples of personally identifiable information are grades, exam scores, grade point average, test scores (e.g. SAT, GRE), disciplinary status, birth date, gender, religious affiliation, citizenship, ethnicity, marital status, social security number, and student identification number.) This information may be released to parents only with the student’s written authorization (or if the parent can establish that the student is a dependent for tax purposes). Such authorization remains in effect until cancelled in writing by the student.
- Students have the right to file a complaint with the Federal Policy Compliance Office, a division of the US Department of Education, for any alleged violation of their rights under FERPA. Complaints should be submitted in writing to: Family Policy Compliance Office, US Department of Education, 400 Maryland Avenue SW, Washington DC 20202-5920.
In compliance with FERPA, Pomona College has designated the following items of information as directory information that may be released without the prior consent of the student: name and student user name; local and permanent address; local, cellular, and permanent phone number; e-mail address; major field of study; dates of attendance; enrollment status; class level; expected date of graduation; degrees and awards received; most recent previous institution attended; participation in officially recognized activities and sports; and the height and weight of members of athletic teams. Students may request that the College restrict the release of directory information by submitting a written request to the Registrar’s Office. Such restrictions remain in effect until cancelled in writing by the student. Directory information required for course or classroom participation may not be withheld from faculty and students connected with the particular course. In addition, enrollment as a student and attendance at or participation in classes and other College activities constitutes an agreement by the student to the College’s use and distribution of the student’s image or voice in photographs, videotapes, audiotapes, and electronic reproductions of such classes and other College activities.
As permitted by FERPA, College officials have access to student directory and non-directory information when a legitimate educational interest exists for specific education records. A legitimate educational interest exists when the College has determined that a College official needs to know specific information to accomplish academic, instructional, advisory, administrative, research, supervisory, disciplinary or other educational responsibilities assigned by the College. College officials may include employees, faculty, staff, trustees, counsel, designated representatives of the College, and contracted agents and agencies of the College. Pomona College may outsource some operations requiring the disclosure of information from education records. Providers of such services include the National Student Clearinghouse. College officials, including contracted service providers, who receive education records must comply with all FERPA regulations regarding re-disclosure and the privacy of such education records.
In addition, under FERPA, and in compliance with other federal, state and local regulations, the College may disclose information from education records to parents and to other third parties and entities in specific situations and under certain conditions. Among these situations are the following: to officials of another school where the student seeks or intends to enroll; in connection with the student’s request for or receipt of financial aid; to certain federal, state or local government authorities in connection with the audit or evaluation of educational programs; to US military recruiters; to certain entities conducting studies or audits on behalf of the College; to professional and other educational accrediting organizations in connection with their functions; in response to court orders and subpoenas; to appropriate parties where health and safety are at risk, in order to protect the student and others; to the alleged victim of a crime of violence (and in some cases, others), the final results of any College disciplinary proceeding; and to the parents or legal guardian of a student under the age of 21, any finding of violation of any law or College policy regarding the use or possession of alcohol or other controlled substances.
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.
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 so that appropriate action can be taken.
Policy on Students with Dependent Children
Pomona College is committed to providing on-campus residences, if available, for students with young dependent children. The spaces available for such use will be determined annually by the Office of Campus Life. Students with children under the age of eight at the start of the academic year may apply to the Office of Campus Life for on-campus housing.
Housing assignments or lotteries for students with dependent children will take place in March, before any other housing lotteries. Prior to the beginning of housing selection, student-parents are invited to meet with a dean from the Office of Campus Life to discuss available options. All student parents will be included in consideration for available rooms although preference will be given to parents who have disabled children or who are themselves disabled and to parents with more than one child, in order of the number of children.
For all students with one dependent child, lottery numbers may be assigned that will determine the order in which they select housing from the remaining rooms. Rooms not chosen will be returned to the regular housing draw. Student parents may elect to be on or off the meal plan.
The college, annually, will set fees for the room and board of dependent children. This information is available on request from the Office of Student Affairs or the Office of Campus Life.
Student-parents who live on campus are required to have medical insurance for their dependent children and to present evidence of such insurance to the College prior to moving into the residence hall. Student-parents are responsible for the behavior of their children.
Nothing in this policy shall be understood to constitute an exception to the College’s policy prohibiting cohabitation.
Student Grievance Policy
A student may wish to present a grievance against a faculty or staff member or another student when the issues cannot be resolved informally or by use of any other regular College procedures. A grievance is a concern related to an alleged illegal or improper action not otherwise addressed in the policies.
These grievances may include religious or ethnic bias or other types of discrimination or intimidation which are not within the jurisdiction of other College committees or for which existing procedures are not suitable or sufficient (i.e. departmental student liaison programs, informal consultation with department chairs, etc.).
The student should first meet with the Dean or an Associate Dean of Students to identify his or her particular grievance. The student should present the complaint as promptly as possible after the alleged incident and at the latest within one year of the occurrence of the incident.
The Dean or Associate Dean shall at this point suggest a course of action or alternate channels for resolving the problem. Depending on the resolution sought, the student may ask to remain anonymous. The Dean or Associate Dean may talk with faculty, staff or students, offer mediation, or take other steps as appropriate. Disciplinary sanctions cannot be imposed under this policy.
Transportation for Injured or Disabled Students Policy/General Cart Policy
In many cases students who are injured (i.e. suffer a broken leg or a torn ligament or have surgery) or who are disabled and are unable to walk to class may be transported to class by means of a golf cart. To request transportation, contact the Smith Campus Center and Student Programs at 18610. The following are the guidelines under which carts may be used.
- Carts may be used to transport injured or disabled students. This service is generally limited to the use of the cart to transport students to classes. The injured students program is available for students Monday through Friday when classes are in session. Please call 18610 to arrange transportation. Campus Safety Officers will also provide transportation when they are not engaged in other security work. Campus Safety can be reached at 72000.
- 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.
- 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.
- 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.
- 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.
- 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.”
- 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.
- No cart owned by Pomona College may be used to transport an intoxicated person.
- 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).
- Carts should not be driven or parked on turf or other landscaped areas.
- 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
- 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.
- 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.