Institutional Student Policies

Basic Code of Conduct
Nondiscrimination Policy
Policy on AIDS and Nondiscrimination
Sexual Assault Policy
Sexual Harassment Policy
Policy on Explosives, Firearms, and Other Weapons
Student Grievances
Intercampus Complaints
Student Files: Privacy and Access
Request & Policy to Record Academic Event
Property Loss
Visitation Policy


Basic Code of Conduct

Claremont Graduate University is committed to maintaining a community and environment that promotes our educational mission of preparing a diverse group of outstanding individuals to assume leadership roles in the worldwide community through research, teaching, and practice in selected fields. Students, faculty, and staff are expected to respect the person and property of all constituents, and the educational and administrative processes and policies of Claremont Graduate University and The Claremont Colleges.

Violation of this basic code of conduct on the property of any of The Claremont Colleges or the Claremont University Consortium constitutes an offense against Claremont Graduate University and may result in disciplinary action up to and including dismissal.

Nondiscrimination Policy

Academic potential is the criterion Claremont Graduate University has traditionally applied in selecting students. Claremont Graduate University does not discriminate on the basis of race, color, creed, national origin, gender, sexual orientation, age, or disability in any of its policies, procedures, or practices, in compliance with Title VI of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, and Title II of the Americans with Disabilities Act of 1990. This nondiscrimination policy covers admission and access to, and treatment and employment in, the Graduate University's programs and activities. The Graduate University recognizes its obligation to provide overall program accessibility throughout the campus for disabled persons. To request a copy of the grievance procedures covering discrimination complaints, or to request information regarding equal opportunity policies and the filing of grievances, contact the appropriate representative listed below.

For Students:
Patricia Easton
Dean of Students
Harper Hall East
(909) 621.8965

For Faculty:
Jacob Adams
Provost
Harper Hall
(909) 621.8068

For Staff:
Brenda Leswick
Director of Human Resources
Harper Hall
(909) 621.8686

Inquiries regarding federal laws and regulations concerning nondiscrimination in education or the Graduate University's compliance with those provisions may also be directed to:

Office for Civil Rights
U.S. Department of Education
Old Federal Building
50 United Nations Plaza
San Francisco, CA 94102

Policy on AIDS and Nondiscrimination

Claremont Graduate University does not discriminate against any student, administrator, faculty, or staff who has, or is perceived to have, AIDS, AIDS-related complex (ARC), or HIV seropositive status. A copy of the full CGU policy statement regarding AIDS and nondiscrimination is available from the Dean of Students.

Sexual Assault Policy

Sexual assault is a horrible and intolerable crime, and one that people are often afraid to report. It is the policy of Claremont Graduate University to ensure, to the fullest extent possible, that any student, faculty, or staff member who is a victim of sexual assault committed on the campus shall receive treatment, support, and information; and to encourage victims of sexual assault to make full use of these provisions. We understand the fear and devastation you may be experiencing, and we want to assist you in getting the help you need. There are also campus resources available to help you with the trauma of your ordeal. You may want to visit the Monsour Counseling and Psychological Services website for more information about services offered to CGU students.

CGU will not tolerate sexual assault, whether directed at males or females, or whether committed by a stranger or an acquaintance. CGU has an obligation to address the needs of the sexual assault victim as well as a responsibility to protect the other members of the campus community from potential sexual assaults. Referrals for treatment will be made and ongoing support will be offered to victims. To protect the privacy of the victim, confidentiality regarding the name of the victim will be maintained.

CGU will make the CGU community aware of any rapes or other sexual assaults by strangers on campus, and will judge the need for reporting acquaintance rapes to the community on a case-by-case basis. The University is legally obligated to report to the federal government the number of sexual assaults that occur on campus each year. In the case of a stranger rape, the location of the incident will be made known in order to determine if the area itself is hazardous and needs attention by the Physical Plant Department or increased security patrols. If, for reasons of safety, the campus community is to be notified of the occurrence of the assault, the victim will be informed prior to such notification. Members of the CGU community will be notified of assaults or rapes that occur on other Claremont Colleges campuses if the Dean of Students or the Director of Human Resources receives that information. The victim or the campus individual first notified should immediately contact the appropriate representative listed below:

For Students:
Patricia Easton
Dean of Students
Harper Hall East
(909) 621.8965

For Staff:
Brenda Leswick
Director of Human Resources
Harper Hall
(909) 621.8686


Sexual Harassment Policy

Being sexually harassed can be emotionally devastating for a student and we sincerely hope that such behavior would not occur on our campus. Claremont Graduate University is committed to creating and maintaining a community in which students, faculty,administration, and staff can work together in an atmosphere free from sexual harassment, while respecting individual roles. Every member of the CGU community should be aware that the Graduate University is strongly opposed to sexual harassment and that such behavior is prohibited by both federal and state law and by University policy. It is the intention of the Graduate University to prevent, correct, and, if necessary, discipline behavior which violates this policy. Sexual harassment is defined to mean any attempt to coerce an unwilling person into a sexual relationship, to subject a person to unwanted sexual attention, or to punish a refusal to comply.

If you have been a victim of sexual harassment, there are campus resources available to help you with the emotional trauma of your ordeal. Please visit the Monsour Counseling and Psychological Services website for more information about services offered to CGU students.

All reports of sexual harassment will be promptly investigated and, where necessary, disciplinary action will be taken against an employee or student found guilty of sexual harassment. Filing of a complaint must be done within six months of the alleged occurrence. Inquiries regarding policy or procedures and sexual harassment complaints are to be brought to the attention of the appropriate official listed below:

For Students:
Patricia Easton
Dean of Students
Harper Hall East
(909) 621.8965

For Faculty:
Jacob Adams
Provost
Harper Hall
(909) 621.8068

For Staff:
Brenda Leswick
Director of Human Resources
Harper Hall
(909) 621.8686

Policy on Explosives, Firearems, and Other Weapons

Possession, use or transportation of firearms or "deadly weapons" is prohibited on the property of Claremont Graduate University. According to the California State Penal Code, Section 626.9(b), any person who brings or possesses a firearm upon the grounds of, or within, a private institution is guilty of a felony which is punishable by imprisonment in the state prison for one, two or three years. In addition, law prohibits the use of firearms in Claremont, Los Angeles County, or in the western portion of San Bernardino County.

The state law, as well as Claremont Graduate University, prohibits bringing firecrackers or explosive materials of any kind onto any part of the campus or into the buildings. This includes combustibles in containers such as gasoline cans. Also, gasoline-powered scooters and motorcycles cannot be stored in Graduate University housing.

Illegal knives, switchblades, and other blades that violate California state laws are prohibited. BB guns, pellet rifles, and other weapons which propel projectiles also are prohibited and are not allowed on campus. If necessary, recreational items may be stored at the Campus Safety office.

Violation of this policy by any member of the community will result in confiscation of the weapon and may result in disciplinary action.

Student Grievances

A grievance is defined as "a statement by a student that he/she has been wronged by either a failture to follow, or a breach by Claremont Graduate University of its established policies and practices which includes, but is not limited to, discrimination on the basis of race, color, creed, place of national origin, gender, sexual orientation, age, or disability." A "student" is anyone who was properly enrolled in Claremont Graduate University at the time the perceived wrong occurred. Complaints regarding faculty judgment of academic performance, which do not allege discrimination on any basis listed above, are not subject to a grievance procedure. The grievance commmittee is composed of at least two faculty members and at least two students (none of the members should be from the same school as the grievant). The Dean of Students is on staff of the committee and does not vote.

A formal complaint must be filed by the student within six months of the occurrence of the event deemed to be a grievance. A "complaint" is a formal statement of his/her grievance that a student files with the Dean of Students. Please go to Student Grievance Procedure for more information on the process.

Inquiries regarding policy and procedure of the Graduate University, policy and procedures relating to The Claremont Colleges, and filing are to be directed to:

Patricia Easton
Dean of Students
Harper Hall East, 909.621.8965

Assistant to the Dean of Students
Harper Hall East, 909.607.9448

Intercampus Complaints

Complaints by a student, including alleged discrimination on any basis, relating to an individual affiliated with one of the other Claremont Colleges may be directed to:

Patricia Easton
Dean of Students
Harper Hall East, 909.621.8965


Assistant to the Dean of Students
Harper Hall East, 909.607.9448

When a Graduate University student is on the campus of another of The Claremont Colleges, he/she is expected to respect the regulations of that college as well as those of the Graduate University. If a student of another of the Claremont Colleges violates the regulations of the host college, judicial action may be brought against that student at his/her home college. The name of the student concerned, along with all pertinent information, will be sent to the Dean of Students of the college involved.

The administration of the host college may, at its own discretion, prohibit a student from coming onto its campus until judiciary action at the student's home college is complete. Such a prohibition will be communicated to the student through his/her home college at the request of the host college.

 

Student Files: Privacy and Access

The Family Educational Rights and Privacy Act of 1974, also known as the Buckley Amendment, (a) establishes a postsecondary student's general right to inspect and review his or her education records, and (b) generally prohibits outside parties from obtaining the information contained in such records without the student's written consent. The law also provides several exceptions. For example, a student may not examine confidential letters and statements of recommendation that were placed in the files before January 1, 1975. Also, a student may choose to waive access to certain confidential recommendations placed in the file after that date.

The paragraphs below delineate the procedures under which Claremont Graduate University will meet the law's requirements.

Claremont Graduate University currently maintains the following types of educatioinal records that are directly related to students:

(1) Registrar's Files.The registrar is responsible for maintaining files that contain official transcripts of work performed by CGU students at other institutions, official CGU transcripts, and copies of occasional letters written by faculty and administration along with student replies. These letters generally are about academic programs, examinations, fellowships, etc. In addition, there are records of students' progress in their programs. Members of the faculty and administration have access to these files for use in student advisement. Also, the school's transcript clerks have access to the files in order to maintain them and to provide authorized data to authorized persons.

(2) Department Files. Each department chair is responsible for maintaining files that contain essentially the same kinds of material as the registrar's files. These separate files are maintained for the convenience of the departments and are used in advising students. Members of the faculty in each department and the department staff have access to these files.

(3) Credential Files. At the request of students, the Office of Career Services and Corporate Relations maintains files containing evaluations from faculty and staff of Claremont Graduate University and other institutions attended, confidential letters of recommendation written by referees for the benefit of the students, and papers that students have prepared themselves. In addition to the director, the staff of the Office of Career Services and Corporate Relations has access to these files to carry out the work of the office.

(4) Admissions Files. The Admissions Office staff is responsible for maintaining files that contain letters of recommendation for admission to the University, transcripts of work performed at other institutions, scores of examinations that may be required by various departments, and the student's statement of purpose. All materials submitted become the property of the University. The admissions office staff and members of the admissions committees of the various departments also have access to these files for the purpose of carrying out the admissions function. After a student has been admitted to the University and actually registered for study here, these files are transferred to the registrar.

(5) Financial Aid Files. The Office of Student Financing is responsible for maintaining files that contain applicatioins and award letters for all forms of federal and institutional aid, correspondence with lenders, loan-tracking documents, and information regarding awards from previous institutions. The Office of Student Financing staff has access to these files in order to process financial aid applications and advise students.

(6) Vice President for Student Services and Dean of Student's Files. The vice president for student services and dean of students is responsible for maintaining files that contain background information and official documents about alleged student misconduct, disciplinary hearings, and student grievances. Information about student misconduct, alleged misconduct, and student grievances is considered to be confidential and is divulged on a strict "need-to-know" basis. The provost and vice president for academic affairs, the vice president for student services and dean of students, and their administrative staffs have access to the files for the purpose of conducting necessary investiation of charges, administering disciplinary or grievance hearings, and maintaining institutional records of such hearings. A copy of the policy regarding retention of these files is available from the vice president for student services and dean of students.

(7) Student Accounts Files. The Student Accounts Department is responsible for maintaining files that contain payment contracts, student and third party payments, authorizations to charge or reverse charges, correspondence with the student and with third party sponsors, collections information and bankruptcy documentation. The staff of the Student Accounts department as well as members of the University's administration has access to these files in order to justify all data activity and remain compliant with auditors as well as to advise students.

In addition to the persons named above, the administrators of the University--the president, provost and vice president for academic affairs, vice president for student services and dean of students, and vice provost--have access to all records directly related to CGU students. Graduate University faculty and staff, including school attorneys, may access student records in which they have a legitimate educational interest.

Students and former students should apply to the registrar if they wish to review any of their personal files. They will be asked to complete a form specifying which records they wish to see. The registrar will then collect the desired material so that the student or a person designated by the student may examine it in the presence of a respresentative of the University.

In no case will access be withheld more than 45 days after proper request has been made. If the student wishes, the University also will supply copies of material in the file at cost: 50 cents per page. If any material or document in the educational record of a student includes information on other students, the University will not supply the actual material or document. Instead, the University will provide only the specific information contained therein that directly relates to the student seeking access. In addition, no student may have access to (a) financial records of parents or any information contained therein; (b) confidential letters and statements of recommendation which were placed in any file before January 1, 1975; or (c) any confidential recommendations to which the student has properly waived the right of access.

After a student has reviewed the files requested, the University will respond to any reasonable request for explanation or interpretation of material that they contain.

A student who desires to have any material in the files altered or expunged on the ground that such material is inaccurate or misleading, or that it is being maintained in violation of his or her right to privacy or other rights, may obtain a hearing before a special committee upon submitting a written request to the dean of students. The special committee will be composed of representatives of the student body, faculty, and administration. At the hearing, the student will be afforded a full and fair opportunity to present evidence relevant to the issues raised. The committee's decision will be made in writing within a reasonable period of time after the conclusion of the hearing. The committee's conclusions may then be appealed by means of a complaint filed with the U.S. Department of Education.

Whether or not a student requests a hearing, and regardless of the outcome of any such hearing, the student may insert into his or her files a personal written explanation concerning any material the student believes is inaccurate, misleading or otherwise inappropriate.

The privacy of student files is and will always be scrupulously safeguarded. Claremont Graduate University will make public without student consent only certain "directory information." This information consists of a student's name, email address, major, field(s) of study, dates of attendance, and degrees or awards received. A student who prefers that such "directory information" not be made public must notify the registrar in writing prior to the last day to add courses for the semester. The request for nondisclosure remains in effect until rescinded by the student.

Except for "directory information" and except for certain parties listed in the act, the University will not release to outside parties any student's files or information contained in such files unless prior written consent has been obtained from the student concerned. The outside parties excepted by the act generally consist of certain federal and state officials, accrediting organizations, and educational agencies who need the information for valid educational purposes. Also, the University is authorized to release information contained in student files in any emergency situation where the information is needed to protect the health or safety of the student or other persons.

A student (or applicant for admission) is permitted to waive access to confidential recommendations written on his or her behalf respecting (1) admission to any educational agency or institution; (2) an applicatioin for employment; or (3) the receipt of an honor or honorary recognition. In some cases, it may be in a student's best interest to so waive the right because waiver may cause the recipient of a recommendation to feel it is more "honest" and hence more valid in its statements about the student. Any student who wishes to waive access to recommendations may do so on a form available from the registrar. On the form, the student also may ask to be notified of the names of all persons making confidential recommendations. In no case will waiver be required as a condition for admission to, receipt of financial aid from, or receipt of any other services or benefits from the University. Also, waivers will be void as to any recommendations used for purposes other than those for which they were specifically intended. The foregoing applies only to recommendations placed in files after January 1, 1975. As stated previously, both confidential letters and statements of recommendation, which were placed in the files before January 1, 1975, are not subject to student access. The Office of Career Services and Corporate Relations can supply detailed information to students who are concerned about their academic credential files.

A student who consents to release to outside parties any part of his or her files must do so in writing, personally signed and dated. Such writing much specify the records to be released, the reasons for such release, and the names of the parties to whom such records may be released. A form for this purpose is available in the Office of the Registrar. A student whose consent is required also may request a personal copy of the specific records in question.

The University maintains a record of all outside parties who have requested or obtained access to a student's education records, and their specific interest in obtaining such access. This record of access will be available only to the student and to the previously named Graduate University officials who are responsible for maintaining the various files.

The University reserves the right to remove and destroy any material from any student's files, except when a student has properly requested access to the files and has not yet been granted admission.

Request & Policy to Record Academic Event

Property Loss

The University does not assume responsibility for loss or damage to students' personal property. Students should examine their own insurance policies and determine whether they cover the student's belongings in Claremont.

 

Visitation Policy

Due to potential liability issues, students are prohibited from bringing personal visitors (children, relatives, friends, and other associates who are not registered students at CGU or one of the Claremont Colleges) to the CGU campus for extended periods of time. The CGU facilities are intended solely for use by CGU's faculty, staff, and students. Should it become necessary for a student to have a personal visitor on campus for a short period of time, it is the student's responsibility to ensure that CGU faculty, staff, and other students do not have their work disrupted as a result.

 

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