2026-27 Code of Student Rights and Responsibilities

Preface

Saint Mary-of-the-Woods College students are responsible for knowing the information, policies, and procedures outlined in this document as well as all other printed college policies (Housing Residence Life and and IT, for example). The college reserves the right to make changes to this handbook as necessary, and once those changes are posted online, they are in effect.

Vison, Mission, and Values

Vision Statement

Saint Mary-of-the-Woods College embodies a spirit of student-centered academic innovation, faith and leadership to transform ourselves, our communities and our world.

Mission Statement

Saint Mary-of-the-Woods College challenges students to think critically, become leaders and effect change through knowledge and virtue rooted in our Catholic foundation.

Value Statement

We follow in the footsteps of Saint Mother Theodore Guerin in all that we do as we work to live out our Catholic values.

Social Justice: We believe we are called to stand for others and to strive for learning that puts faith into action.

Spirituality: We provide opportunities for individual discovery of meaning and purpose at the intersection of faith and reason for the development and growth of the whole person.

Sustainability: We are committed to being leaders in environmental sustainability and in implementing environmentally sustainable practices, curricula and programs. We model best-practices and educate our community, helping individuals to become responsible citizens contributing to the well-being of our campus and the health of the planet.

Gender Equity: We believe that individuals are entitled to the same rights, privileges, opportunities and responsibilities to participate as productive citizens in society regardless of gender expression.

Diversity Statement

Saint Mary-of-the-Woods College strives to be an inclusive community in which all faculty, staff and students are valued for variations in thought, ability, experience and tradition. Founded as a Roman Catholic institution, we recognize the sacredness of humanity and are guided by this heritage to promote respect and opportunity for all.

We believe that diversity, as a multifaceted and valuable quality, broadens and deepens the educational experience. Toward this end, we encourage dialogue and engagement as citizens in an increasingly complex, multicultural and pluralistic society. Living out our commitment to social justice, we intentionally increase our awareness, knowledge and understanding of the many ways in which individuals interact within systems, institutions and daily activities. In doing so, we actively uphold human dignity.

College Motto

The Latin, “Virtus cum Scientia,” translated as “Virtue with Knowledge United,” appears on the SMWC seal and coat of arms. Chosen by SMWC foundress, Saint Mother Theodore Guerin, this motto embodies this liberal arts institution’s faithfulness to Catholic values and excellence in academics.

Civility Statement

Saint Mary-of-the-Woods College defines civility as being respectful to others regardless of race, creed, disability, political ideology, lifestyle orientation, gender, or social status. Personal conduct should be guided by honesty, integrity, and respect, embracing the differences of others, and engaging in civic opportunities that will effect positive change in our global society.

Community

The community of Saint Mary-of-the-Woods College is comprised of several distinct groups including students, faculty, staff, and by extension the Sisters of Providence with whom we share the campus. Within this community, personal freedoms and responsibilities are valued highly. At times, these two values can be in conflict with each other. It is the responsibility of the individual and the group to recognize that each person plays a role in creating an environment that fosters respect for each other while at the same time encourages individual expression. The rights of the individual must be balanced with those of the community to help create a vibrant and open atmosphere for learning and growth.

This community values the personal relationships that our members have with each other and with those from outside our campus community. We have a right to have family and friends visit the campus and we have a responsibility to welcome those visitors to our community. As such, we expect our guests to abide by the policies of the College and to act in a manner that is consistent with our values and mission. It is expected that all members of the community and guests will act appropriately while in public areas of the campus and will reserve intimate contact and behavior for the most private spaces on campus.

Consumer Complaints

During admission or enrollment, you may have a problem or complaint. College faculty, staff and administrators are committed to resolving such situations. You should first communicate directly with the person(s) involved and attempt to find a solution. If a resolution does not result, bring the issue to that person’s supervisor or department chair and to the director of the program in which you are enrolled. If the outcome is not satisfactory, appeal to the Vice President for Academic and Student Affairs and finally to the College President for a hearing before a special board.

Proceeding through these steps is likely to resolve the problem. If not, you may communicate with the College’s accrediting body (Higher Learning Commission) and/or with the department of higher education in Indiana. Here are the links.

Higher Learning Commission complaint procedures

Indiana Department of Education

Student Rights/Student Responsibilities

Students at Saint Mary-of-the-Woods College are provided a copy of the Code of Student Rights and Responsibilities annually in the form of a link on the college’s website. Hard copies are available upon request from the Department of Student Affairs. Students are responsible for reading and abiding by the provision of the Code of Student Rights and Responsibilities.

The Code of Student Rights and Responsibilities and the conduct process apply to individual SMWC students and college-affiliated registered student organizations. For the purposes of conduct, the college may consider an individual to be a student when an offer of admission has been extended and thereafter as long as the student has a continuing educational interest in the college.

The college retains conduct jurisdiction over students who choose to withdraw or have graduated for any misconduct that occurred prior to the withdrawal or graduation. If sanctioned, a hold may be placed on the student’s ability to re-enroll or obtain official transcripts. All sanctions must be satisfied prior to re-enrollment eligibility.

The Code of Student Rights and Responsibilities addresses prohibited conduct that takes place on college premises and addresses off-campus conduct when the behavior may have or has had an adverse impact upon the college community. This also applies to college sponsored events (e.g. activities, trips, banquets) which may occur off campus.

Students agree to abide by these policies as a condition of admission and are expected to know the regulations of the college and conduct themselves in harmony with these regulations.

Saint Mary-of-the-Woods College email is the college’s primary means of communication with students. Students are responsible for all communication to their college email address.

Student Rights

All students have the same rights and responsibilities.

A student has the right to participate in a free exchange of ideas and peaceful assembly in accordance with applicable federal, state, and local laws.

Each student has the right to be free from discrimination; including but not limited to harassment, on the basis of race, sex, gender, religion, disability, age, national origin, sexual orientation, or veteran status.

A student has the right to personal privacy except as otherwise provided by law and college policy/procedure.

The rights to fair equitable procedures determining when and upon whom consequences for violation of campus policies should be imposed.

Student Conduct Procedural Rights

Students will be given every reasonable opportunity to present information. Student rights related to the conduct process are as follows:

The right against self-incrimination.

The right to a college advisor.

The right to fair, equitable, and timely procedures.

The right to provide witnesses.

The right to appeal decisions on the hearing.

Student Responsibilities

All students are responsible for conducting themselves in a manner that helps enhance an environment of learning in which the rights, dignity, worth, and freedom of each member of the college community are respected. Upon acceptance of admission to SMWC, each student agrees to abide by the policies of the college and conduct themselves on-and off-campus in a manner consistent with its educational mission.

A student has the responsibility to be knowledgeable with the published Code of Student Rights and Responsibilities in its entirety and to comply with the policies as well as all federal, state, and local laws.

Academic units and administrative departments have policies specific to their areas. It is the responsibility of each student to be familiar with their department’s policies and procedures.

Students are expected to have college issued identification at all times.

Academic Policies

Academic Integrity Policy

In the rigorous pursuit of academic excellence in all formats (undergraduate, online and graduate), all members of the SMWC community must abide by relationships based on mutual esteem, trust, sincerity, faith and responsibility. Saint Mary of the Woods College embodies a spirit of student-centered academic innovation, faith and leadership to transform ourselves, our communities and our world. As an academic community we strive to advance the knowledge of our students pursing truth. This is directly related to the SMWC motto: Vitus cum Scientia translated as Virtue with Knowledge Unite. Academic honesty must be one of our most cherished values and any form of academic dishonesty or misconduct is to be considered a most serious offense.

To that end, our students will develop their intellectual, ethical and social dimensions of their character while abiding by the Academic Integrity policy. This policy is reinforced by expecting all members of SMWC to uphold the Academic Integrity Policy; refraining from any form of academic misconduct or dishonesty. This obligation applies to themselves, to their peers and to the institution to uphold all instances of integrity at SMWC.

Academic Integrity Violation Definitions

Cheating is including but not limited to, using “cheat sheets”, accessing formulas or notes that have been stored on phones or other technology, copying from peers, receiving or giving help on papers, experiments, reports, compositions, projects or examinations, looking at another student’s paper during a test, or obtaining a copy of the test prior to the test date.

Inappropriate Collaboration working with another on an assignment without express permission from the instructor.

Fabrication is the falsification or invention of information or data in reports, lab results, bibliographies, clinicals or any other academic undertaking.

Facilitating Academic Dishonesty involves assisting someone in an act of dishonesty, such as giving someone a paper or homework to copy from or allowing someone to cheat from your test paper.

Interference may take the form of theft, defacement or destruction of resources so as to deprive other students of information. Multiple Submission is submitting work you have done in previous classes as if it were new and original work, without express permission of the instructor.

Plagiarism is the fraudulent misrepresentation of any part of another person’s work as one’s own. Plagiarism ranges from copying someone else’s work word for word, to rewriting someone else’s work with only minor word changes, to summarizing work without acknowledging the source. Any unacknowledged use of sources, misuse of sources or use of sources to which one is indebted including but not limited to, music, video, audio, theatre projects, compositions, website and computer software constitutes plagiarism. The requirements of academic integrity also extend to academic activities involving computers and networks 24 and unethical/unprofessional conduct specific to academic programs.

Electronic Dishonesty is using network access inappropriately, in a way that affects a class or other students’ academic work. Examples of electronic dishonesty include using someone else’s authorized computer account to send and receive messages, breaking into someone else’s files, gaining access to restricted files, disabling others’ access to network systems or files, knowingly spreading a computer virus or obtaining a computer account under false pretenses.

Sources: used with permission of Butler College and Hanover College. This is not meant to be an exhaustive list of academic integrity violations. Saint Mary-of-the-Woods College reserves the right to investigate and determine other infractions to the Academic Integrity Policy as they are presented.

Reporting Process

The following information must be reported to the Academic Affairs Office when an instructor is reporting an offense to the Academic Integrity Policy:

The course number, date and time of the alleged infraction.
The instructors charge against the student.
A completed Academic Integrity Violation Report.

Upon receiving the completed report and supporting documentation from the instructor, the Academic Affairs Office will review the information. The student shall be contacted to discuss the allegation and determine their position. If the student acknowledges the infringement a decision will be rendered on the charge and appropriate sanctions will be determined.

A student cannot avoid a sanction by withdrawing from the course and is not permitted to withdraw from a course while the allegation is under investigation. If a student does not wish to respond with additional information to the charge against them, the process will move forward. After reviewing all of the evidence and hearing responses from the instructor and student, a decision will be rendered on the charge and appropriate sanctions will be determined.

If the student disagrees with the charges against them, the Academic Integrity Committee will review documentation, interview the student/s and the instructor before rendering a decision. If the decision finds the student has violated the Academic Integrity Policy, appropriate sanctions will be determined by the committee. The following documents will be required by the instructor for The Committee to review:

A copy of the course syllabus.
Include any supporting documentation for the charge (Turnitin.com report or others).
Statements from other students should be included if applicable.
Copies of any written communications between the instructor and student that would pertain to the incident.

If a student chooses to appeal the decision of the Academic Integrity Committee, the Vice President of Academic and Student Affairs must receive the appeal in writing within 5 days of the original decision. The final decision of the institution is with the Vice President of Academic and Student Affairs.

Sanctions

The first offense of a violation to the Academic Integrity Policy is usually a zero for the assignment, but could be more severe depending on the circumstances. A subsequent violation could be a zero on an assignments or failure of a course. Any additional infractions could easily result in suspension or dismissal from the college.

Non-Academic Policies and Prohibited Conduct

Students at Saint Mary-of-the-Woods College are expected to conduct themselves in a respectful and civil manner. Personal conduct and communication, either directly or indirectly with other students as well as faculty and staff, should conform to the college’s values and standards. As a member of the at-large community, students are encouraged to resolve disagreements through informal and open discussion. Often conflicts can be lessened, if not resolved, by clearing up misperceptions and misunderstandings. Students are strongly encouraged to resolve any related concerns in this manner. However, the college also recognizes that occasionally more formal processes are needed. All such activities, whether informal or formal, must be carried out by all participants in a framework of good faith and general respect for one another. Students are encouraged to contact Student Affairs for assistance or guidance in resolving any concerns or conflicts. Conflicts may be resolved through established disciplinary procedures and/or conflict resolution strategies. It is an expectation of the college that students have a reasonable knowledge of and adhere to the following prohibited conduct and policies:

Appendix A: Housing and Residential Life Policies

These policies complement the Code of Student Rights and Responsibilities and the Housing and Residence Life Contractual Terms and Conditions by clarifying and expanding on important information regarding living on campus. Understanding and complying with these documents is the expectation and responsibility of all students living on campus. These policies are designed for any student who resides on campus and any of their guests. Violations of these policies or policies contained in the aforementioned documents may result in disciplinary actions including sanctions, fines, contract cancellation, or removal from the college.

ALCOHOLIC BEVERAGES

Alcohol is not permitted in Le Fer, the Lake House and Les Bois residential spaces regardless of a person’s age. SMWC is an alcohol-free campus.

CLEANING

Students are expected to maintain the room in an orderly and sanitary condition. Students are responsible for cleaning private and semi-private bathroom spaces. If Student Affairs becomes aware of unsanitary conditions resulting from students failing to maintain the room, Housekeeping will clean the room and the resident(s) will be assessed a charge to their student accounts.

COMMUNITY LIVING

Students are expected to conduct themselves in a manner that is conducive to community living. This includes demonstrating respect for people of all genders, races, religious preferences, sexual orientations, and ethnic groups. Any act or threat that submits a member of the College community to physical, mental, or emotional pain is prohibited.

Common area furniture is not to be placed in individual student rooms. Should common area furniture be found in a student room, all the occupants of the room will be charged under the policy stated on the reverse side of the housing contract.

Sullivan Lounge is located on the main floor of Le Fer Hall. It has casual furniture, tables, chairs, and a large screen TV. This lounge is a student lounge and cannot be rented for non-SMWC events during the academic year. All students are free to gather for meals and meetings as well as hold events in Sullivan Lounge.

The Oakley Student Center (OSC), located on the ground floor of Le Fer, is equipped with tables and chairs, vending machines, ice machines, recreational tables, and two televisions connected to cable.

Personal items are prohibited from being left in common areas. This pertains but is not limited to blankets, pillows, clothes, or garbage of any kind.

SMWC is not responsible for lost or stolen items. The college will only store student items for 30 days, after that the items are donated to a local charity.

DAMAGES

The student shall use the premises and personal property and furnishings of the College carefully and properly. Students are responsible for the condition of their room and its contents as well as common areas. Students will be charged for individual or group damage that occurs. When deliberate or accidental damage is not assigned to an individual or group, all residents of that living space (room, wing, floor, etc.) will share equal responsibility for the repair costs, and damage charges will be assessed to those student(s).

Throwing or dropping any items out of windows or from stairs is prohibited. Throwing items at windows or campus property is also prohibited. Taking college-owned property (flags on the Avenue, college signs, barricades, safety cones, etc.) is prohibited.

Students are responsible for their belongings when on campus. The college is not responsible for damages to or the theft of students’ personal property. Exceptions may be made for acts of God such as fire, flood, tornado, etc., or when college equipment is to blame.

DRUGS AND ILLEGAL SUBSTANCES

Drugs and other illegal substances are not permitted in any residence hall.

ELECTRICAL FIXTURES

Students may not remove or alter electrical fixtures or hardware.

The use of double and multi-socket extension cords is strictly prohibited. Power strips that are UL (Underwriters Laboratories) approved and have a circuit breaker button in addition to an on/off switch may be used.

Service & Emotional Support Animals

Student Affairs is committed to reasonably accommodating persons who require the assistance of an emotional support animal. However, Student Affairs is also mindful of the health and safety concerns of the college community.

To request approval of an emotional support animal, students should contact the Director of Learning Resource Center, ADA Advisor. See Appendix B for more information about Service and Emotional Support Animals.

FAILURE TO COMPLY

All residents are required to comply with the directions of Student Affairs Staff members acting by performing their duties.

All residents are required to comply with meeting requests from any member of the Student Affairs Staff. Conduct meetings are mandatory, failure to appear will result in a fine.

Failure to comply may result in disciplinary actions including sanctions, fines, contract cancellation, or removal from the College.

KEYS

Each student is issued the appropriate keys when they check in. Keys are the responsibility of the student and are not to be given to others for use. A student is required to return all keys issued to them. A charge will be assessed for any key needing to be replaced.

When a lost key necessitates changing one or more room locks, the student will be responsible for the cost of the lock and key replacement.

It is a violation of state law and College policy to duplicate keys to any lock on college property.

PAINTING

Students are not permitted to paint their rooms nor alter the walls of their rooms or the hallways including doors.

LIVING SPACE MODIFICATION

Students may not make any modifications to their living spaces unless approved by the Director of Residential Life and Student Conduct and Facilities departments. This includes but is not limited to:

Painting
Television wall fixtures
Permanent yard work
Carpeting
Hanging permanent shelving
Removing furniture from a room or common space

MEAL PLAN

The meal plan consists of two types of prepaid declining balance currency: Campus Credits and Pomeroy Points. Both Credits and Pomeroy Points for the entire semester are posted to an individual’s account at the beginning of each semester. All Credits and Pomeroy Points left at the end of the Fall semester will roll over into the Spring semester. Money that is not spent at the end of the Spring semester will be forfeited.

Special Diets

A student with special dietary requirements (religious, medical, etc.) that cannot be fulfilled by individual selection from the menu choices provided should contact the Associate Vice President for Student Affairs for meal plan options.

Removing Food or Unauthorized Entry into Dining Halls

When eating in the all-you-can-eat location, it is required that meals be eaten in the dining facility unless participating in established take-out dining options. Dining-in and to-go at the same time are not permitted. Students are permitted one piece of fruit and one ice cream. Removing additional food or beverages, dishes, or silverware from the dining hall or entering the dining hall without paying for the meal will be considered theft. Theft in the dining hall is a serious issue that will result in a disciplinary referral to Student Affairs. Further repercussions may include the cancellation of the Housing and dining contract.

Acts of horseplay, food fights, and inline skates are prohibited.

MEDICAL ACCOMMODATIONS

If a student feels they have a significant chronic physical or emotional condition that may impact their housing assignment, they must contact the Associate Director of Academic Access and Student Support Services, ADA Adviser, and complete the necessary documentation to receive consideration for housing accommodation.

If accommodation documentation is received after the deadline date, housing preferences and/or roommates will be reviewed, but only taken into consideration as space permits.

PETS

Authorized Pets:

Several problems are associated with pets staying in any college-owned unit. Among them are odor, noise, mess, and health issues. Additionally, some pet foods may attract insects or rodents. For these reasons, the only pets that can be kept in a residence hall or other college-approved housing are tropical fish (up to a five-gallon tank). Each resident may only have one five-gallon or smaller tank. All residents of a residence hall room must consent to the presence of the pet. This consent can be withdrawn at any time, if consent is withdrawn the pet must be removed. At any time, Residential Life staff reserves the right to remove an authorized pet for odor, noise, property damages, health issues, or other reasons.

Unauthorized Pets:

Snakes, insects, mammals, birds, and any fish, reptiles, or amphibians that are poisonous or venomous are not allowed. Examples of unauthorized pets include, but are not limited to cats, dogs, ferrets, gerbils, guinea pigs, hamsters, hedgehogs, iguanas, mice, rats, rabbits, birds, snakes, spiders, scorpions, and insects. Stray animals should be taken to the Terre Haute Humane Society (www.thhs.org). The pet must be removed from the college housing unit immediately. Students may be subject to the student conduct process. Further, the room will be billed at the end of the school year for any damages/odors left by the pet. This charge will be at the discretion of the Facilities Department. This fee could range between $500 and $5000 depending on the extent of the damages.

Exceptions to this rule are certified service animals for the disabled and College approved emotional support animals. Information about service and emotional support animals can be found in the Service and Emotional Support Animal Policy and Procedures.

Students found in violation of the Service and Emotional Support Animal Policy and/or the terms of the Emotional Support Animal Agreement may be found in violation of the pet policy and subject to the student conduct process and appropriate sanctions.

PHYSICAL VIOLENCE OR HARASSMENT

Harassment of or violence toward any individual or group is prohibited. Please refer to additional information located in the Code of Student Rights and Responsibilities.

PROHIBITED ITEMS

The following personal items are prohibited in the Residence Halls:

Alcoholic Beverages.
Illegal drugs; prescription medication must be in a pharmacy-type container with the patient’s name on the container. Possession of another person’s prescription medication is a violation.
Personal window air conditioner units.
Appliances with exposed heating elements including hot plates, plate-style candle warmers, toasters and toaster ovens, space heaters, George Foreman grills, Instapots, Fondu pot, Air Fryers, toasters, mini waffle makers, griddles, etc.
Candles, incense, or oil lamps (lit or with burnt wick).
Extension Cords that are not UL approved.
Lava lamps.
Halogen lamps unless they are equipped with a protective screen.
Microwaves (except for SMWC installed units un Les Bois).
Hazardous Materials -Materials that are hazardous to the health and safety of residents are not permitted in Residence Halls.These include, but are not limited to, chemicals, gasoline, kerosene, tiki torch oil, propane tanks, as well as containers that have been used for storing these substances.
Any explosives, such as bombs, grenades, blasting caps, fireworks, ammunition, etc.
Knives with blades longer than three inches. The only exception is kitchen knives. However, any kitchen knife being used for purposes other than cooking may be confiscated.
Any type of Tobacco products.
Firearms, such as handguns, shotguns, rifles, tasers, electronic stun guns, airsoft, BB, pellet, paintball guns, or items using compressed air or other types of propellants.
Metal knuckles, tear gas, chemical substances, throwing stars, daggers, swords, switchblades, and similar items (including replica, simulated, or toy) that could be or have been used to cause harm or the fear of harm/intimidation.
Instapots
Electric Kettles

RESTROOM FACILITIES

All restroom facilities are designated by gender. Designated restrooms or shower facilities are not to be used by members of the opposite gender.

College Facilities staff will need to close restrooms periodically to perform cleaning duties or maintenance. At this time, students may not use the facilities.

Students are expected to keep the restrooms of shared bathrooms or suites clean. Failure to do so may result in sanctions including fines.

ROOM AND/OR ROOMMATE CHANGES

Students must work with their Resident Assistant (RA) if a room or roommate change is desired. Room changes will be made only if no other reasonable alternatives are available. Final approval for all changes is given by the Director of Residential Life and Student Conduct. As of 2023, a maximum of one room change per semester may be approved for each student, as space allows, and at the discretion of the Campus Life Department. No switches are allowed within the first two weeks of each semester, barring building damage issues as confirmed by the Facilities Department. Students who move without going through proper channels will be fined and must return to their original room immediately. Students understand that the decisions made during Housing Lottery are not indefinitely binding and that Campus Life reserves the right to make executive decisions on housing changes at the discretion of the Associate Vice President of Student Affairs.

ROOM FURNISHING AND DECORATIONS

Appliances students are allowed to bring refrigerators within the specified sizes contained in the “What to Bring” brochure available online.

Room Decorations

Students are not permitted to put any holes in Residence Hall room surfaces, including walls, doors, and furniture. This includes the use of nails, pins, thumbtacks, etc. If a student uses any adhesive material, they are expected to remove any residue completely before checking out. It is recommended to use Command Strips in Le Fer. It is recommended to use Blue Scotch Painters tape in Les Bois. Please be aware that products may damage painted, or wood surfaces and the responsible student will be charged for any such damage that occurs. LED adhesive strip lighting and foam tape are prohibited.

Christmas Lights

Christmas lights may be used for decorative purposes in student rooms. Lights are limited to the indoor style and are to be kept to a minimum. Please exercise caution and care by not using extension cords and turning off lights when you depart your room.

Christmas Trees & Pumpkins

Students may decorate with artificial trees only. Real trees are not permitted. Trees are not permitted in common areas or hallways. Real pumpkins are permitted, but must be kept on plates (plastic or ceramic) to avoid mold on residential hall carpets.

Room Furnishings

Most rooms are double occupancy and contain two (2) sets of furniture. Both sets must be kept in the Residence Hall rooms. All other items must be provided by the student. Misappropriated or stolen items of any kind (including hall and lounge furniture) found in student rooms subject the student to disciplinary action by the College and/or civil authorities.

ROOM INSPECTIONS

To ensure the health and safety of all residents, health and safety inspections are completed at least once per semester. Resident Assistants or other authorized College personnel conduct these inspections and check for general cleanliness, unauthorized appliances, policy violations, safety concerns, and missing and/or damaged furnishings. During the inspection, all appliances (personal and college-owned) will be opened and inspected for cleanliness. To maintain healthy living environment residents are asked to keep their living space clean which will minimize the possibility of pests.

Health and Safety Inspection Process:

Residents will be notified of scheduled inspections a minimum of 24 hours in advance when possible.
Inspections of each room/suite will be conducted by two Resident Assistants or Student Affairs Staff who will complete the Health and Safety Inspection Form.
If conditions are found that require attention, residents will be required to take corrective action within 48 hours of notification, after which time a second inspection will be undertaken. Additional time may be requested by residents depending on the items that need attention.
If the same or similar condition(s) exist during the second inspection, the residents may be assessed fees for cleaning and/or to correct any other damage/violation that may have occurred in the room.
Upon request, a student must remove (within 48 hours) furniture, or any other item deemed to be a housekeeping/fire hazard/banned item. If college staff must remove such furnishings, the student will be billed for their services.
Repeated violations of health or safety standards may result in disciplinary action.

What are we looking for during Health and Safety Inspections?

Clean rooms (lived in, but not filthy and/or dirty)
Clean bathrooms (sink, shower, floors, toilet)
Clean kitchens (sink, counter, floor, etc.)
Clean appliances (microwave, refrigerator, etc.)
Trash/recycling has been taken out (it is not overflowing in the container)
No halogen lamps, air fryers, toasters, hot plates, toaster ovens, grills, pets, etc.
No holes in walls
Too many things plugged into outlets, extension cords, etc.
Open food (pest control)
Screens – In the windows and good condition
No non-standard room issue College furniture in the room (a.k.a. lounge furniture, street cones, etc.)
Note – If policy violations are found during the inspection, they will also be handled at this time (i.e., alcohol, tobacco, illegal drugs, weapons, etc.)

SAFETY AND SECURITY

Fire Equipment

Tampering with fire safety equipment is a federal offense that may result in criminal charges, fines, and disciplinary action. All students are expected to evacuate college housing during a fire alarm or drill. Failure to do may result in college sanctions. Please see the Code of Student Rights and Responsibilities for further details.

Smoke Detectors

Tampering with the smoke detectors in residential rooms or common areas is prohibited. This includes the removal of the detector or battery.

Security

To provide your safety and protection the outside doors to Le Fer Hall are locked at midnight each night and remain locked until approximately six in the morning. It is expected that students do not permit access to living areas to non-residents without an escort. All overnight guests (must be over the age of 18) must be signed in at the front desk and are the responsibility of the host student. Opposite gender guests are not permitted as overnight guests in any residential Hall (Le Fer, Les Bois, or the Lake House).

Unauthorized Areas

Students are prohibited from accessing any unauthorized area of the Residence Hall, including but not limited to, the roof, any Facilities area, garages of college-owned houses, and storage areas.

Students are urged to report any suspicious activity to Public Safety by calling 812-535-6400.

TOBACCO POLICY

Smoking and the use of tobacco products on campus are prohibited.

SPORTS

Engaging in any sports activity is not allowed in the residence halls.

Biking, rollerblading, skating, and the use of scooters or skateboards are prohibited inside any of the College buildings. These items may be stored in resident rooms but must be carried and not rolled into the building.

SOLICITATION

No door-to-door solicitation or canvassing is permitted in the Residence Halls. Recognized student organizations may request permission from the Associate Vice President for Student Affairs to host a table in the common spaces of the Residence Hall.

Students may not operate any commercial enterprise from their residential rooms or any other space within the residence halls. This includes hosting parties for commercial purposes.

TRASH REMOVAL

Students are responsible for the proper disposal of their trash. A trash closet is located on each residential floor of Le Fer and Les Bois student’s responsible to take their room trash to the designated trash room. Individual students or floors will be charged for trash left in hallways and common areas.

The College utilizes single-stream recycling through which all recyclable items may go into one receptacle except food waste, glass, and styrofoam. The cardboard should be broken down before placing it in the receptacle.

Visitation and Guest Policy

Non-Residents Entering the Saint Mary-of-the-Woods College Residence Halls

Residents of SMWC must escort all non-resident guests, always, while they are in the residence halls.

Any visitor of the same or another gender is allowed in the building daily unless otherwise specified in a roommate agreement. The resident is responsible for always escorting their guest(s) while they are in the Residence Halls. At no point should a non-resident have possession of a resident’s keys or ID card. All violations of this policy will result in disciplinary action. SMWC and Campus Life is not responsible for any injury, illness, or personal accident sustained or caused by residents or resident guests. SMWC and Campus Life staff have the right to ban and bar any guest from the campus if deemed necessary. The resident is liable for any damages caused by their guest.

Guest Visitation Hours

Sunday through Thursday Friday/Saturday/Holidays

8 a.m. to 11:59 p.m. 8 a.m. to 1:59 a.m.

Overnight Guests

Residents are allowed to have overnight guests for no more than two consecutive nights in a row per week. Students may not have any more than two overnight guests at a time. Guests in the residence halls are responsible for abiding by all policies and procedures outlined in the Housing and Residential Life Policies and any roommate agreements. The resident is responsible for always escorting their guest(s) while they are in the residence halls. All violations will result in disciplinary action. SMWC and Campus Life is not responsible for any injury, illness, or personal accident sustained or caused by residents or guests of residents. Overnight guests are permitted only in accordance with the terms established in the resident’s roommate agreement. Roommates must mutually agree on whether overnight guests are permitted in their shared living space and establish expectations on gender, frequency, duration, and if notification is required.

All overnight guests must be signed in through the Overnight Guest QR Form, available on every floor.

Cohabitation

Only the individual(s), as assigned by the College, may reside in a college-operated residence. An excessive number of visits, even if they last no more than two consecutive nights in a week may be considered a violation of the cohabitation policy. Excessive frequency and/or duration of a guest’s stay may also be considered a policy violation. Guests may not prolong their visit by moving to another room. A guest may not occupy a room while the host and roommate(s)/suitemates are absent. A host may not leave a guest with their roommate/suitemate without seeking the consent of the roommate/suitemate first. The roommate/suitemate must understand that if they consent, they are taking responsibility for their roommate’s guest.

DANGEROUS ARTICLES

Weapons, firearms, and dangerous articles and substances are prohibited on campus. See the Code of Student Rights and Responsibilities for the weapons policy.

SAFETY, SECURITY, AND EMERGENCY SITUATIONS

RESIDENT RESPONSIBILITY FOR SAFETY

Students should not allow strangers to enter the residence hall with them.

Students should not prop open any residence hall private door.

Students should notify Public Safety if someone has insisted upon entering the hall with them. The student should try to get a good description of the offender and observe the direction in which the offender moves.

Students should keep their rooms always locked, even when they are sleeping, and especially when they are leaving the room and/or building.

A malfunctioning card access reader or door should be reported to Public Safety.

Students should not lend their ID cards or room key to others at any time.

Lost or stolen keys or ID cards should be reported immediately to Student Affairs.

Students play a critical role in maintaining a safe and secure environment. No matter how many security personnel we employ or how sophisticated a mechanical system we install, the safety and security of the residents can be compromised by careless resident behavior.

Emergency Situations

Tornadoes or Weather Emergencies

In the event of severe weather, Student Affairs Staff will try if there is time available, to post weather-related information by the elevators on each floor and at the front desk. A watch means that conditions are right/favorable for an emergency weather event. A warning means that a weather event is imminent. In a weather warning, please quietly follow the directions of Campus Life Staff. In the event of a tornado please move to the lower levels to a space with few or no windows and await further instructions from Student Affairs Staff. Student Affairs Staff cannot guarantee the ability to notify residents of a weather emergency. It is strongly suggested that student’s sign-up for or receive local weather notifications offered by local third parties.

Restricted Access

In the event of an emergency event on campus (active shooter, campus threat, campus emergency), the residence hall may go into restricted access. During restricted access, students will need to show ID to enter their residence hall. No guests are permitted in the building during a restricted access period. Students should follow the directions of Student Affairs Staff during restricted access emergencies.

Building Lockdowns

In the event of an emergency on campus (active shooter, campus threat, campus emergency), the residence hall may go into building lockdown. In a building lockdown, no one will be permitted to enter or leave the buildings. Students will be encouraged to go into their rooms and lock their doors and stay away from their windows until further notice. Student Affairs Staff and/or Security will provide updated information as soon as it is received.

Appendix B: Support and Emotional Support Animals

Saint Mary-of-the-Woods College is committed to reasonably accommodate persons with disabilities who require the assistance of service or emotional support animals. However, the College is also mindful of the health and safety concern of the campus community. Thus, the College must balance the need of the individual with the disability with the potential impact of animals on other campus patrons. The successful implementation of the policy requires the cooperation of all students, faculty, and staff.

Definitions

Disability: Disability is defined by ADA as a physical or mental impairment that substantially limits one or more of the major life activities, a record of such impairment or being regarded as having such an impairment.

Service Animal: A service animal is a dog or miniature horse that is individually trained to do work or perform tasks for the benefit of an individual with a disability. These tasks include but not limited to guiding individuals with impaired vision; altering individuals who are hearing impaired to intruders or sound; pulling a wheelchair; or fetching dropped items.

Emotional Support Animal: An emotional support animal is an animal selected to play an integral part of a person’s treatment process. Such an animal must demonstrate a good temperament and reliable, predictable behavior. An emotional support animal is prescribed to an individual with a disability by a healthcare or mental health professional. An emotional support animal is not a service animal. Unlike a service animal, an emotional support animal does not assist a person with a disability at all times. However, an emotional support animal may be incorporated into a treatment process to assist in alleviating the symptoms of that individual’s disability. This treatment occurs within a person’s residence and therefore may be considered for access to campus housing. Fair Housing regulations only apply to housing facilities; therefore, emotional support animals are not permitted in other areas of the College (e.g., Library, dining hall, academic buildings, athletic fields, events indoors or outside, etc.).

Pet: A pet is an animal kept for ordinary use and companionship. A pet is not considered a service animal or an emotional support animal, and therefore, is not covered by this policy. Non-approved pets are not permitted on college property. For further details about approved and non-approved pets, see the Pet Policy.

Service and Emotional Support Animals in Campus Housing

Service Animals

Many people with disabilities use a service animal to fully participate in everyday life. Dogs can be trained to perform many important tasks to assist people with disabilities, such as providing stability for a person who has difficulty walking, picking up items for a person who uses a wheelchair, or alerting a person who has hearing loss when someone is approaching from behind. The ADA requires State and local government agencies businesses, and non-profit organizations (covered entities) that provide goods or services to the public to make “reasonable modifications” in their policies, practices, or procedures when necessary to accommodate people with disabilities. Accordingly, entities that have a “no pets” policy generally must modify the policy to allow service animals into their facilities.

General Rules

In situations where it is obvious that the dog is a service animal, staff may ask only two questions:

Is the dog a service animal required because of a disability? And
What work or task has the dog been trained to perform?

Staff are not allowed to request any documentation for the dog, require that the dog demonstrate its task, or inquire about the nature of the person’s disability. The ADA does not require service animals to wear a vest, ID tag, or specific harness. The handler is responsible for caring for and supervising the service animal, which includes toileting, feeding, grooming, and veterinary care. Service animals must be allowed to accompany their handler anywhere that is open to the general population.

Emotional Support Animals

An emotional support animal may not reside in Campus housing without the expressed written approval of College officials. Such requests are processed as follows:

A person requesting an emotional support animal needs to contact the Director of Academic Services for Student Success, ADA Advisor, for a form to be completed by the person’s healthcare or mental health provider who has recommended the emotional support animal as part of treatment.
The ADA Advisor will inform the person if the request has been approved or denied.
Upon approval by the ADA Advisor will send the approval to the Associate VicePresident for Student Affairs who will contact the person to discuss the next steps.
Meet with the Associate Vice President for Student Affairs.
Provide documentation.
Once approved by Associate Vice President for Student Affairs, sign the EmotionalSupport Animal Student Housing Agreement.

*No emotional support animals may be kept in College housing at any time prior to the student receiving full approval for an emotional support animal from both the ADA Advisor and the Associate Vice President for Student Affairs.

Guidelines and Requirements for Emotional Support Animals

An accommodation is granted for approved animals provided that their behavior, noise, odor, and waste do not exceed reasonable standards for a well-behaved animal and that these factors do not create an unreasonable living environment or frequent disruptions for other residents. If the noise (crying, barking, meowing, etc., especially when the student is not around) is excessive, as judged by residence hall staff, it is grounds to rescind permission for the specific emotional support animal to be in campus housing. The following factors (among others) are used as evidence in determining whether the presence of the animal is reasonable:

The size of the animal is too large for available assigned housing space (according to the Animal Welfare Act Regulations)
The animal’s presence would force another individual from their assigned housing (e.g., serious allergies)
The animal is not housebroken or is unable to live with others in a reasonable manner
The animal’s vaccinations and licensing are not up to date
The animal poses or has posed a direct threat to the individual or others, such asaggressive behavior towards or injuring the individual or others, or the potential oftransmission of zoonotic diseases
The animal causes or has caused excessive damage to the Residence Hall space beyondreasonable wear and tearConflicting DisabilitiesStudents with medical condition(s) that are affected by animals (respiratory diseases, asthma, severe allergies) should contact the Associate Vice President for Student Affairs if they have a health or safety related concern about exposure to a service or emotional support animal. The AVP for Student Affairs will have an interactive dialogue with the student to determine whether there is a need for accommodation and what accommodations would be appropriate. The College may use the Student Health Services Center as a resource for information on health issues.Responsibility of Persons with Service or Emotional Support AnimalsCare and Supervision: Care and supervision of the animal is the sole responsibility of the individual who benefits from the animal’s use. The person is required to maintain control of the animal at all times. The person is also responsible for ensuring that clean-up of the animal’s waste, when appropriate, must toilet the animal in areas designed by the College.Housebroken: The animal must be housebroken prior to arrival on campus. According to the American Kennel Club a dog must be one year of age before it can be considered fully housebroken. Animals younger than one year of age will not be approved as emotional support animals.

Vaccination: The animal must be immunized against disease common to that type of animal. Dogs must have current vaccination against rabies and wear a rabies vaccination tag.

Health: The animal must be in good health. Animals to be housed in campus housing must have an annual clean bill of health from a licensed veterinarian. The College has authority to direct that the animal receives veterinary attention.

Insurance: The owner is required to document that they have liability insurance covering the emotional support animal for a minimum of $300,000.00.

Licensing: The animal must be appropriately licensed in accordance with the city of Terre Haute ordinances. City of Terre Haute pet licensing: https://www.terrehaute.in.gov/departments/board-of-public-works/pet-licensing.html.

Leash/Control: The animal must be on a leash or under the owner’s control, at all times.

Other Behavioral Guidelines: Service or emotional support animals may not be used to entice visitors to a student’s room or as a mascot for an event or student organization. For example – an invitation to visit a student’s room solely to spend time with/interact with a service/emotional support animal is not appropriate.

Other Conditions: Saint Mary-of-the-Woods College may place other reasonable conditions or restrictions on the animals depending on the nature and characteristics of the animal.

Appendix C: Harassment Free Environment

The following policies address three different aspects of inappropriate conduct or behavior: Discriminatory Harassment, Sexual Harassment/Sexual Assault and Consensual Sexual or Romantic Relationships in the Workplace and Educational Setting. Collectively, the policies apply to all students, faculty, staff, and others who participate in Saint Mary-of-the-Woods College’s programs and activities.

Appendix D: Sexual Harassment/Sexual Assault/Sexual Violence

Saint Mary-of-the-Woods College defines Sexual Harassment as any unwelcome and inappropriate conduct of a sexual nature. Sexual Harassment is any act of sexual violence and sexual exploitation. It may include sexual advances, requests for sexual favors, and other verbal, nonverbal, or physical conduct resulting in the interference with an individual’s employment or academic performance or creating an intimidating, offensive or hostile environment for that individual’s employment, education or participation in a College activity.

Responsibility of the Title IX Coordinator

Responsible for oversight of the investigation and resolution of all reports of Sexual Harassment, Sexual Violence, Sexual Exploitation, Domestic Violence, Stalking and Relationship Violence involving students, staff and faculty.

Responsibility of the Community

It is the responsibility of each employee of the College to report any suspected violation of this policy.

Any student, campus visitor or person participating in a College activity, whether on or off campus, who has experienced or witnessed an incident of sexual harassment is encouraged to report the incident(s) promptly. Prompt reporting of complaints is vital to the College’s ability to resolve the matter.

Every suspected violation of Sexual Harassment including sexual assault or sexual misconduct, must be reported directly to the Title IX Coordinators, BJ Riley, 812-535-5267 ; Jennifer Ramsey, 812-535-5206 or Deanna Babcock, 812-535-5299 . The “responsible employee” is required to convey on all pertinent information to the coordinator.

Appendix E: Alcohol and Drug Policy for Students

Saint Mary-of-the-Woods College is committed to providing a safe environment for students, employees, and visitors. Furthermore, the College is committed to assuring its continued representation as a quality institution. To achieve these goals, Saint Mary-of-the-Woods College must take a firm and positive stand against drug and alcohol abuse. This policy is intended to ensure a drug free environment for our students, employees, and visitors.

Policy Requirement

The use, possession, sale, or transfer of an illegal drug by any student on College property is strictly prohibited.

Possession, distribution, or consumption of alcoholic beverages while on the property of Saint Mary-of-the-Woods College is not permitted except at official events catered by Food Service personnel and those served must be 21 years of age or older.

No alcohol containers, whether empty or full, are to be used for decoration in resident rooms.

Treatment

Students may be required to consult with the College Counselor to find a program that will help deal with any drug or alcohol problems.

Students may be required to attend regular counseling sessions with the College Counselor and/or enroll in a substance abuse program.

Disciplinary Action

A report will be written and submitted to Student Affairs for any student found in possession of illegal drugs or alcohol.

Following the report submission, the Associate Vice President for Student Affairs or designee may choose to forward the report to the College Conduct Board. The College Conduct Board reviews reported incidents and recommends disciplinary sanctions should they feel that the evidence supports a policy violation. The College Conduct Board is advised by the Associate Vice President for Student Affairs.

The student will be scheduled to appear before the College Conduct Board. The board will review the report and give an appropriate sanction. Sanctions may include one or more of the following sanctions:

Community Service
Monetary Fine
Counseling
Meeting with the Vice President for Academic and Student Affairs

If the incident is deemed to be severe, the Associate Vice President for Student Affairs may choose to consult with the Vice President for Academic and Student Affairs to review options. This options may include:

Required Counseling
Required Alcohol or Drug Program
Suspension
Dismissal

Appendix F: Fundraising and Sponsorship Policy for Students, Faculty and Staff

Overview

The primary fundraising function of Saint Mary-of-the-Woods College is organized and conducted by the Office of Advancement for the support of the mission of the College. College organizations, groups and teams may seek to fundraise or secure sponsorships for special events, projects and trips with permission. The following policy lays out the types of fundraising allowed and the process through which students, faculty and staff may seek approval.

Fundraising Policy for Student Organizations, Academic Teams and Athletic Teams

Recognized student organizations, academic teams and athletic teams may sponsor fundraising activities at Saint Mary-of-the-Woods College with approval. There are three different types of permissible fundraising activities:

Internal fundraiser events
External fundraiser events
Individual donor solicitation

Student organizations, academic teams and athletic teams must apply for approval of their fundraising project by submitting a SMWC Fundraising Request Form. A committee appointed by the President will review all requests. All organizations, academic teams and athletic teams must request approval for each fundraising event, even those that have been permitted in the past. Fundraising activities must be consistent with the mission of Saint Mary-of-the-Woods College and comport with all local, state, and federal laws and ordinances.

Individual students are not permitted to solicit gifts or sponsorships for personal causes in person or by email, phone, social media or crowdsourcing from SMWC students, SMWC faculty and staff, SMWC alumni, SMWC parents or individuals who represent corporations and/or foundations which support SMWC.

1.1 Internal Fundraiser Events

Internal fundraisers are defined as events sponsored to solicit gifts or sponsorships for internal organizational use (e.g., Ring Day, Wabashiki Clean-up, etc.). Student organizations, academic teams and athletic teams may use College facilities and resources to solicit gifts or sponsorships in support of their operations and activities with approval. To be considered, a proposal must meet at least the following requirements:

Contributions of cash or gifts in-kind made to internal fundraiser events cannot be considered tax deductible. Student organizations may not rely on the College’s tax exempt status in organizing or operating such an event.

The net proceeds of the fundraiser are to be dedicated only to funding the organization’s activities that comport with the organization’s stated purpose(s).

Door prizes, raffles, 50/50 drawings, lotteries, bingo or sweepstakes of any kind must be approved by the College. If approved, all games must adhere to state and federal gaming laws and be officially licensed by the Indiana Gaming Commission.

Student sponsored fundraisers may not include the usage and/or sale of alcohol.

The terms of all sponsorship agreements must be approved in advance by the Advancement Team.

The College’s name and logo usage on promotional materials may not be used without approval from the Office of Marketing and Communications.

All applications must be submitted for approval at least two weeks prior to the fundraising activity by completing a SMWC Fundraising Request Form.

1.2 External Fundraiser Events

External fundraiser events are defined as events sponsored by a student organization, academic team or athletic team to solicit gifts or sponsorships for charitable, tax-exempt organizations external to the College (e.g., student clubs or teams that raise funds for Riley’s Children’s Hospital, Providence Food Pantry, Catholic Charities, etc.). Student organizations, academic teams and athletic teams may use College facilities and resources to solicit gifts or sponsorships for an off-campus organization defined as tax-exempt charitable, educational, or religious under the Internal Revenue Code Section 501 (c) (3) with approval. To be considered, a proposal must meet at least the following requirements:

The proposed recipient must be an IRS-recognized 501 (c) (3) organization. A copy of the IRS determination letter verifying this status must be submitted with the application. All commercial or political activities or organizations, as well as unorganized or unrecognized public groups irrespective of their avowed aims or purposes, are strictly excluded as recipients.

The funds devoted to such purposes are to be confined to the net amounts realized from voluntary contributions made to such activity, and may not include any sums budgeted or allocated out of student activity fees, residence hall fees, or other general college revenues.

Contributions to external fundraisers must be made payable directly to the external charitable organization. Contributions may not be made payable to the College; nor will gifts be processed by the College for the benefiting organization.

Student sponsored fundraisers may not include the usage and/or sale of alcohol.

The terms of all sponsorship agreements must be approved in advance by the Advancement Team.

The College’s name and logo may not be used on promotional materials without approval from the Office of Marketing and Communications.

All applications must be submitted for approval at least two weeks prior to the fundraising activity by completing an SWMC Fundraising Request Form, and include a copy of the Internal Revenue Code Section 501 (c) (3) form obtained from that organization.

1.3 Individual Donor Solicitation

Individual donor solicitation is defined as asking for cash contributions, sponsorships or donations of goods or services from individuals which includes those who are SMWC students, SMWC faculty and staff, SMWC alumni, SMWC parents or individuals who represent corporations and/or foundations which support SMWC. Student organizations, academic teams and athletic teams may solicit gifts or sponsorships from individuals for an event, trip or project (e.g., dance-a-thons, etc.) with approval.

Approved donor solicitations must be done in concert with the Office of Advancement. To be considered, a proposal must meet at least the following requirements:

The net proceeds of the solicitation are to be dedicated only to funding the approved activities that comport with the organization or team’s stated purpose(s).

The terms of all sponsorship agreements must be approved in advance by the Advancement Team.

The College’s name and logo may not be used on promotional materials without approval from the Office of Marketing and Communications.

All applications must be submitted for approval at least two weeks prior to the fundraising activity by completing a SMWC Fundraising Request Form.

Solicitations of in-kind gifts (e.g., donations of gift certificates, products or services) must also comply with this policy.

Fundraising Policy for Faculty and Staff

SMWC faculty and staff who lead, advise or are members of college organizations, groups and teams may sponsor fundraising activities with approval. There are three different types of permissible fundraising activities:

Internal fundraiser events
External fundraiser events
Individual donor solicitation

All organizations, groups and teams may apply for approval of their fundraising project by submitting a SMWC Fundraising Request Form. A committee appointed by the President will review each request. All organizations, groups and teams must request approval for each fundraising event, even if they have been permitted to do so in the past. Fundraising activities must be consistent with the mission of Saint Mary-of-the-Woods College and comport with all local, state, and federal laws and ordinances.

Individual faculty and staff members are not permitted to solicit gifts or sponsorships for personal causes in person or by email, phone, social media or crowdsourcing from SMWC students, SMWC faculty and staff, SMWC alumni, SMWC parents or individuals who represent corporations and/or foundations which support SMWC.

2.1 Internal Fundraiser Events

Internal fundraisers are defined as events to solicit gifts or sponsorships for internal organizational use (e.g., Impact Committee, Athletic Teams, Sustainability Club, etc.). Faculty and Staff representing College organizations, groups and teams may use College facilities and resources to solicit gifts or sponsorships in support of their operations and activities with approval. To be considered, a proposal must meet at least the following requirements:

Contributions of cash or gifts in-kind made to internal fundraiser events cannot be considered tax deductible. These organizations, groups and teams may not rely on the College’s tax exempt status in organizing or operating such an event.

The net proceeds of the fundraiser are to be dedicated only to funding the organization’s activities that comport with the organization’s stated purpose(s).

Fundraisers that involve alcohol must follow all College rules and regulations.

The terms of all sponsorship agreements must be approved in advance by the Advancement Team.

The College’s name and logo may not be used on promotional materials without approval from the Office of Marketing and Communications.

All applications must be submitted for approval at least two weeks prior to the fundraising activity by completing a SMWC Fundraising Request Form.

2.2 External Fundraiser Events

External fundraisers are defined as events to solicit gifts or sponsorships for charitable, tax-exempt organizations external to the College. Faculty and Staff representing organizations, groups and teams may use College facilities and resources to solicit gifts for another tax-exempt charitable, educational, or religious off-campus organization as defined under the Internal Revenue Code Section 501 (c) (3) with approval. To be considered, a proposal must meet at least the following requirements:

The proposed recipient must be an IRS-recognized 501 (c) (3) organization. A copy of the IRS determination letter verifying this status must be submitted with the application. All commercial or political activities or organizations as well as unorganized or unrecognized public groups irrespective of their avowed aims or purposes are strictly excluded as recipients.

The funds devoted to such purposes are to be confined to the net amounts realized from voluntary contributions made to such activity and may not include any sums budgeted or allocated out of student activity fees, residence hall fees, or other general College revenues.

Contributions to external fundraisers must be made payable directly to the external charitable organization. Contributions may not be made payable to the College.

Fundraisers that involve alcohol must follow all College rules and regulations.

The terms of all sponsorship agreements must be approved in advance by the Advancement Team.

The College’s name and logo may not be used on promotional materials without approval from the Office of Marketing and Communications.

2.3 Individual Donor Solicitation

Individual donor solicitation is defined as asking for cash contributions, sponsorships or donations of goods or services from individuals, including those who are SMWC students, SMWC faculty and staff, SMWC alumni, SMWC parents or individuals who represent corporations and/or foundations which support SMWC. Faculty and Staff representing organizations, groups and teams may occasionally solicit gifts or sponsorships from individuals for an event, trip or project (e.g. Madrigal Tour, Equestrian Team equipment, Softball Championship travel, etc.) with approval.

Approved donor solicitations must be done in concert with the Office of Advancement. To be considered, a proposal must meet at least the following requirements:

The net proceeds of the solicitation are to be dedicated only to funding the approved activities that comport with the organization or team’s stated purpose(s).

The terms of all sponsorship agreements must be approved in advance by the Advancement Team.

The College’s name and logo may not be used on promotional materials without approval from the Office of Marketing and Communications.

All applications must be submitted for approval at least two weeks prior to the fundraising activity by completing a SMWC Fundraising Request Form.

Solicitations of in-kind gifts (e.g., donations of gift certificates, products or services) must also comply with this policy.

Appendix G: Solicitation / Fundraising Policy

Soliciting and Selling

General solicitation of money, services, or products is not permitted on campus. Violations should be reported to a Student Affairs staff member or security. Organizations wishing to solicit support from the college community must obtain permission from the Department of Student Affairs. The complete solicitation policy is available in the Department of Student Affairs, Le Fer, room 125.

Solicitation/Fundraising Policy

Policy Introduction

In response to growing concerns expressed by various staff and faculty the President’s Cabinet decided to review current practices of fundraising both on campus and in the external communities. The concerns fall into two very distinct areas. First, it is apparent from current practices that numerous campus groups throughout the year are seeking funding in the form of monies or goods from many local businesses. Apart from being approached many times in the name of SMWC these local businesses are also the contacts that the Advancement staff seek out for major gifts. Clearly, the college must take a more active role in determining what businesses and when those businesses should be approached for support. The reputation of the college must be protected and the college has a responsibility to be good stewards of the relationships that have been cultivated in the local community.

Secondly, members of the college community have expressed their concerns over the number of instances that they are asked to support various charitable causes in the name of the college via all college emails, voicemails, and postings. While it is recognized that the members of this community are extremely generous and that every individual can choose to support whatever cause they wish, it is apparent that many feel that they are being solicited too often. The college must be sensitive to this issue to minimize the financial impact on those that may feel pressured to support a particular cause. The college must acknowledge those organizations that are sponsored and supported by the college and therefore may utilize the communications network. Further, the college should ensure that funding is set aside to finance some of the needs of appropriate campus organizations that have been fundraising in the past. The benchmark for this funding should be whether or not the group/organization is officially representing the college or that the group provides a specific service to others that is in keeping with the mission of the college.

New Policy

Saint Mary-of-the-Woods College prohibits the solicitation of monies, goods or services by any organization or individual without the expressed written permission of the Vice President for Operations. The College will ask any violators of this policy to cease activities immediately and it reserves the right to ask the violator to leave campus. The College authorizes the SMWC Advancement staff to seek funds from those in the local community; all other clubs and organizations are prohibited from such activities.

The College will annually recognize both internal and external organizations that have the support and permission of the College to solicit funds from the campus community. These organizations will be afforded the opportunity to utilize campus wide email, voicemail, and postings. All other campus clubs and organizations wishing to promote a fundraiser on campus must obtain permission.

Procedures:

A written request for permission for a fundraiser must be submitted to Associate Vice President for Student Affairs detailing what the funds are to be used for, the type of promotional activity, and a timeline for the activity.

The Associate Vice President for Student Affairs will consult with the Vice President for Advancement to ensure that activities are appropriate and that there are no conflicts with other solicitations.

The group will receive written notification of the decision.

Groups receiving authorization will be allowed to utilize campus wide communications during the stated time period of solicitation.

Organizations/Groups supported and/or sponsored by the College and authorized to solicit funds from the SMWC community:

SMWC Annual Fund and Campaign Fund
SMWC Impact Committee
United Way of the Wabash Valley
Student Senate Annual Charitable Project

Policy approved and in effect beginning on August 13, 2002. Revised February, 2017

Appendix H: College Policy of Posting Notices

The College provides facilities for the posting of College related and private notices under the following criteria:

Notices must have the name, address, and telephone number of an authorized organization representative (or individual if not affiliated with an organization) clearly printed on the back of the notice.

The notice cannot promote any activity in violation of College regulation or policy, or federal, state, or local law or statute.

Outdoor displays cannot be nailed to trees or other structures or objects. The use of string, tape, or wire is suggested. No stakes or postholes may be used without the written permission of Facilities.

Chalking with water soluble chalk is restricted to flat, horizontal walkways in open areas that will allow rain to eventually wash the chalk away. Chalking is prohibited on benches, walls, or other vertical surfaces. Chalking is not allowed on the brick paver walkways.

Posters may not be attached to the sides of buildings. Banners may be hung from buildings if approved by Facilities. Posters and notices may not be placed on glass (entry) doors or windows.

Private parties may post notice of meetings and services as long as the above criteria are followed. Posters are removed after two weeks or at the end of the effective date of the posted message, whichever comes first.

Priority is given to those notices posted by College departments and by registered/recognized student organizations.

*The College may remove and discard any outdated notice, or any notice posted in violation of the criteria outlined above.

Appendix I: Computing Policies

A. Purpose

The purpose of this document is to outline the rights and responsibilities of all computer and network users at Saint Mary-of-the-Woods College.

It is the goal of the College to provide computer facilities and network access for the support of teaching, learning, and research to members of the SMWC community.

It is the responsibility of each user to make use of these facilities in a proper manner. Access to the equipment, software and to the network is not a right; it is a privilege granted by the College for the enhancement of education. Like all privileges it carries with it responsibilities. Misuse of this privilege may result in withdrawal of the privilege, academic discipline, and/or prosecution through the appropriate judicial system.

It is the policy of the College to abide by all applicable laws governing the use of software, privacy, copyright, and the recognition of intellectual property. Furthermore, the College endorses and supports the statement of “Software and Intellectual Rights” as set forth by the Educom Code.

B. General Policies and Guidelines

Pursuant to the Electronic and Communications Privacy Act of 1989, Title 18, United States Code, Sections 2510 and following, notice is hereby given that there are no privacy guarantees for the sending or receiving of messages or for files located on the College network. It is not the routine policy of the College to review messages or files, but the College retains the right to do so.

Because the College has defined some forms of electronic media as insecure, neither grades, grade point averages, nor any other confidential information may be sent via e-mail or the World Wide Web connections. The following are exceptions:

Grades for individual assignments which are a part of a course may be given electronically.

Grades and student information when delivered via SMWC approved encrypted web services.

Directory information. All employees of SMWC are required to sign a confidentiality statement. Penalties may follow the inappropriate release of that information.

Individual users storing files and messages on the College network are given personal accounts. Although these accounts are the property of the College they shall not be intruded upon without the expressed permission of the user. The only exception to this is access by an official of the College investigating misuse or for maintenance of services.

The use of another’s computer account(s) without consent will be treated as stealing and/or computer fraud.

User names/IDs and passwords protect your privacy and institutional resources. Each user has been assigned a user name(s). Passwords are the responsibility of the user, should be changed frequently, and are not to be shared with anyone on or off the College campus. Users are responsible for their own accounts.

Computer access is for educational and College business purposes only. In general, educational use is interpreted loosely; however, abuse for economic gain or uses of the network that adversely affect others will not be tolerated.

Inappropriate use of the Internet or any College network resource will be viewed as an abuse of computer privileges and appropriate disciplinary action may be taken. These resources include e-mail, instant messaging, social networking sites, and media file exchange.

The College is not responsible for information or graphics posted by users or others on any Social Network system such as MySpace, Facebook, etc. Users need to be aware that information posted on the Internet is not private.

It is the responsibility of individual users to abide by all applicable laws governing the use of software, privacy, copyright, and the recognition of intellectual property.

The use or possession of software for the purpose of harassing others, or with the intention of compromising the security or performance of the system, is cause for disciplinary action. Anyone victimized by, or hearing of, an incident of harassment via an electronic medium has the responsibility to report it to the College’s Webmaster, vice president of Academic Affairs, executive director of Information Systems, or the vice president for Student Affairs.

No one shall knowingly create or load a computer destructive program, e.g., virus, worm, to a College computer or network.

Faculty/Staff users must lock their computer desktops or logout when leaving their workstation unattended. Students are encouraged to do so. Information stored on a personal computer located in an office is only as private as information on/in a desk or filing cabinet.

College computers and auxiliary equipment shall not be removed from campus without obtaining the permission of one’s supervisor. Anyone leaving employment of the College shall leave behind all equipment, software, and documentation that is the property of the College. Users shall leave behind all College equipment.

All e-mail shall carry the valid “from” name of the sender. Mail represented as being from someone other than the sender will be considered a violation and the sender will be subject to disciplinary action.

The use of Broadcast messages via email or voicemail is for College related information only. Inappropriate use of email or voicemail services is expressly prohibited as defined in Section G.

The College has the right to delete: e-mail and e-mail accounts for individuals no longer at the College, e-mail that has been in holding areas for a specified amount of time, or accounts exceeding specified space allocations, as determined by College Policy.

Fraudulent charging of any long distance telephone call to any telephone, misusing telephone account numbers, or altering any telephone equipment or other communication devices by whatever means on College premises is prohibited.

C. Network Guidelines

Network services and wiring may not be modified or extended beyond the area of their intended use.

The network may not be used to provide Internet access to anyone outside the College community except as noted in the Authorized Access to General Use Computer Facilities policy below.

The network is a shared resource. Network use or applications which inhibit or interfere with the use of the network by others are prohibited.

Therefore, users of the network shall avoid the following:

applications which use an unusually high portion of bandwidth for extended periods of time, thus inhibiting the use of the network by others.
interfering with the work of others on the network.
disrupting the network host system(s) or network services.

D. Authorized Access to General Use Computer Facilities

The computer lab in Le Fer Hall is for exclusive use of members of the SMWC community during the academic year.

The machines in the College’s Library are available for use by anyone from either the College or the local community on a walk-in / space-available basis; young people under 14 years of age must be supervised by an adult; non-members of the College community may be asked to give up a machine if a member of the College community needs to use it. Students in Paralegal classes have priority for use of the computers in the Law Library.

Computer resources for general use are limited; in any of the labs or in the Library, users on chat lines, playing games, etc, may be asked to vacate a machine if someone else needs to use it for academic or College business.

All persons using College machines for general use are expected to comply with posted instructions or those given by the student assistant(s) on duty.

Currently, the College does not charge a fee for the use of printers; users should not abuse College printers by making excessive copies or by printing materials not related to the College.

During semester breaks, the labs may be closed for maintenance.

Users may not change the configurations of any machine – this includes adding, deleting, moving or changing icons, wallpaper, screen savers, mouse pointers, etc.

E. Use of College Internet Service

All on-campus students who reside in Le Fer or Guerin Halls must use the network Internet services provided by the College. Students may not use the telephone lines in residence hall rooms to dial into another Internet Service Provider, such as America On-Line. However, such commercial Internet Service Providers (ISPs) may be accessed through the SMWC Internet.

F. Protection Against Viruses and Other Unwanted Programs

No user should open a document or executable file that comes to them attached to an e-mail unless the source is completely trusted. Trust includes both the identity of the sender and the intent of the sender. If the user was not expecting a document, it should be verified before opening because viruses, trojans, spyware, adware, or other unwanted programs may use the address books of trusted associates.

G. Use of the Broadcast E-mail Addresses/Distribution Lists

Broadcast addresses are to be used only for College related information concerning policies, sanctioned activities, academic information, mission related information, and other official College announcements.

Examples of inappropriate use of broadcast messages include:

Forwarding of messages about alleged viruses (these notices should be forwarded to the system administrators for evaluation and they will broadcast them if necessary).

The forwarding of chain letters, stories no matter how funny or profound, personal opinion messages and personal requests.

The advertisement of any services or goods for personal gain.

Announcements of external activities or offers without the expressed approval of the vice president for Student Affairs.

All political announcements that express personal views of a group or individual without the expressed approval of the vice president for Student Affairs.

H. Approval of Hardware and Software Purchases

All purchases of computer hardware or software must be approved by the Information Technology department before committing to the purchase. If approval is not obtained before purchasing, the College may not support either the installation or the maintenance of the hardware or software.

I. Sanctions

Violations of the College’s policies above shall subject users to the regular disciplinary processes and procedures of the College and may result in the loss of the violator’s computing privileges. All alleged violations will be reported to the appropriate Cabinet officer. Illegal acts involving any of the College’s network/computing resources may also subject the violator to prosecution by local, state and/or federal authorities.

J. Disclaimer

An integral purpose of the College’s computing resource network is the provision of access to bulletin boards, Internet information sources, etc. None of these sources is reviewed by or endorsed by SMWC. The College takes no responsibility for the content of any of these information sources. All policies are subject to change as the computing and network environment evolves.

Appendix J: Parental Notification / Student Rights Under FERPA

Background

Congress amended the Family Educational Rights and Privacy Act (FERPA) in late 1998 to permit colleges and universities to notify the parents or guardians of students about violations of campus alcohol and drug policies, regardless of age. For specifics regarding FERPA, please visit http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html

Purpose

It is the goal of Saint Mary-of-the-Woods College to expand the partnership with parents/guardians in encouraging students to make reasonable, responsible, and healthy decisions about alcohol and other drugs. In addition, we know that there is a strong association between a declining academic performance and the illegal/abusive use of alcohol and other drugs by students. By notifying parents/guardians of violations of this nature, we have the opportunity to work together to aid in the academic success and healthy social integration of our students.

Details of Notification

If a student under the age of 21 is found responsible violating Drug Related Behavior and/or Alcohol Related Behavior of the Code of Student Rights and Responsibilities, Student Affairs will notify the student’s parents/guardians in writing.

Written notifications will not include specific details of the incident(s), circumstances surrounding the violation(s), or any specifics of the case. If parents/guardians are interested in receiving more information are encouraged to discuss the case with their student. If questions remain, parents/guardians are encouraged to contact Student Affairs.