Student Rights and Responsibilities
The following rules are designed to preserve freedom of expression and association on the Case Western Reserve campus and to reaffirm the civil, personal, and property rights of the University and its members. University members who violate one or more of these rules will be subject to disciplinary action.
Conduct which is subject to University disciplinary action includes:
- Interference with freedom of speech or movement, or intentional disruption or obstruction of teaching, research, administration, or other functions on University property.
- Actual or threatened physical or mental abuse of any person on University premises or at functions sponsored or supervised by the University.
- Refusal to comply with the directions of University officials, instructional or administrative, acting in performance of their duties.
- Theft or vandalism of University property or that of a member of the University or a campus visitor.
- All forms of dishonesty including cheating, plagiarism, knowingly furnishing false information to the University, forgery, and the alteration or misuse of University documents, records, or instruments of identification.
- Unauthorized carrying or possession on University premises of firearms or of any weapon with which injury, death, or destruction may be inflicted.
- Violations of civil law on University premises or in connection with University functions.
- Violation of published University rules and regulations.
There are also other specific rules and regulations within the University and its several components, violations of which are subject to disciplinary action. Any member of the University community accused of violating a rule or regulation is entitled to adequate notice of all charges and to a fair hearing. While the University's rules and regulations exist to affirm the special values and functions of the academic community, it should be noted that, as citizens, all members of the University are subject to civil laws, including those governing the use of alcohol and drugs.
The University will conform to all state and local laws controlling the sale and use of alcoholic beverages. It is illegal to sell, provide, or serve beer, wine, or liquor to anyone who is under the legal age (21). Servers of alcohol and sponsors of social events must be aware of and comply with all state statutes and with CWRU policies and procedures.
The following regulations apply to all events at which students are present.
- The sponsors of events where alcohol is served must file a CWRU Alcohol Use Permit in the Office of Student Affairs at least three business days prior to the event. A copy of this form will be needed for student groups to reserve any University facility for events where alcohol is served.
- Open containers of alcoholic beverages are generally prohibited in public places by State law and are specifically restricted in some University areas including Squire Valleevue Farm, Harkness and Amasa Stone Chapels, and at University athletic events.
- At all events where alcohol is served, an effective procedure must be established and adhered to for certifying those legally of age to drink. To obtain alcoholic beverages a valid driver's license or other valid legal document showing proof of age must be presented. A CWRU I.D. may be required for admission.
- When alcohol is sold, temporary F or F-2 permits will be required in accordance with state laws. The sale of alcohol is defined to include such methods for defraying the cost of the beverage or event as sale by the glass or container, advance ticket sales, and cover charges at the door.
- At all events where alcohol is served, non-alcoholic beverages must be provided by the sponsor of the event. The amount of alcoholic beverage provided should reflect the proportion of those attending the event who are legally eligible to drink; the amount of non-alcoholic beverages provided should be sufficient to serve the number of people attending the event who are too young to drink or choose not to drink alcohol.
- No one should be coerced, even subtly, to drink or overindulge, and the rights of those who choose to abstain must be respected. Drinking games are inappropriate.
- When alcohol is served, food must be provided by the sponsor of the event in adequate amounts to last through the event.
- The kind and amount of security required for an event will be determined according to the following factors: the nature of the event, the number of people attending the event, whether an alcoholic beverage is served, and whether cash will be on hand. Security guidelines will apply.
- Social events which encourage drinking or drunkenness as themes and the advertising of such events are considered inappropriate and will not be permitted. Neither the cost nor brand of alcoholic beverage may be advertised in Ohio by state statute.
- When beer is provided, it must be served to individuals in single servings in containers of 16 ounces or less. When wine or liquor is provided, it must also be served in appropriately sized glasses.
- The serving of alcohol must cease at least one-half hour before the scheduled end of an event.
- When entertainment is included in the event, the type of entertainment and the duration must be listed on the Alcohol Use Permit.
- The gift of alcohol as a reward for any student activity or contest is prohibited.
- Individuals or groups violating state law or University student alcohol policy will be subject to disciplinary action.
Additional information on the Student Alcohol Policy and the University's commitment and expectation are included in the CWRU Student Services Guide.
Case Western Reserve University has established a mechanism whereby students of the University may express a grievance against the actions of other students or members of the faculty. Details of the grievance procedure are included in the CWRU Student Services Guide, an annual publication of the Office of Student Affairs. Students who wish to have a specific problem reviewed should contact the Office of Student Affairs.
The University Appeals Board has jurisdiction over student appeals of disciplinary actions. Appeals to the board must be presented in writing to the Vice President of Student Affairs. The board normally reviews the case on the record alone.
CWRU has the responsibility to provide its students, employees, and the public with the safest environment possible. The University also has an interest in promoting the highest standard of health and welfare among its students, staff, and faculty. It is therefore the policy of Case Western Reserve University to discourage the use of controlled substances.
The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited in and on property owned or operated by Case Western Reserve University.
As a matter of public policy, the University is dedicated to providing a safe and healthful environment. In addition, the University has substantial commitments to health-related research and teaching. Thus, the Case Western Reserve University community has a particular obligation to be sensitive to health-protection issues.
Case Western Reserve University permits no smoking in its facilities with the exception of residence hall rooms. Smoking is permitted in residence hall rooms only if it is acceptable to all of the assigned occupants. It is permissible to smoke on campus grounds; smokers are asked to use urns provided for ash and butt disposal and to respect the rights of non-smokers at public gatherings on the grounds.
The Student's Right to Know and Campus Security Act requires that universities throughout the country produce statistics on the retention and graduation rates for their students, as well as crime statistics on their campuses. This data is available in the Office of the Provost in Adelbert Hall and in the various undergraduate, graduate and professional schools' admissions office.
The Family Educational Rights and Privacy Act of 1974 (FERPA) contains several provisions that are important to students.
First, the University may not release personally identifiable student records to a third party, with certain specific exceptions, unless the third party has requested the information in writing and the student has consented, again in writing, to its release. The University may release directory information about a student, however, unless the student submits a written request that any or all such information not be released.
Second, a student may request, in writing, an opportunity to inspect and review the student's official files and records maintained by the University and may, if appropriate, challenge the accuracy of those records. The University is permitted a reasonable time, not to exceed 45 days, to respond to such a request.
Third, a student may file with the Family Policy and Regulations Office of the U.S. Department of Education a complaint concerning what he or she believes to be the University's failure to comply with FERPA.
Finally, a student may obtain from the Office of the Provost a copy of the policy which the University has adopted to meet the requirements of FERPA.
The information below is presented in compliance with the provisions of FERPA, which require the University to notify students annually of their rights and the University's policies and procedures. Specific procedures may vary slightly among the schools and colleges of the University, and each student is encouraged to inquire at his or her own dean's office if any question arises.
The following records are generally maintained for each student in the office of his or her dean in order to facilitate and document the student's academic work. Access to these records is normally limited to the staff of the dean's office and to other academic and administrative officers of the University who are judged to have legitimate and appropriate reasons for access.
- Directory information
- Application materials
- Preadmission and other test scores
- Letters of recommendation (however, letters of recommendation received in confidence before January 1,1975, are not among those materials to which students are provided access by FERPA)
- Transcripts of current and past academic work
- Copies of correspondence between the student and the dean's office
- Application review record
- Reports on the student's academic progress
- Copies of letters of appointment and related payroll information for a student named to a fellowship or assistantship
- Letters presenting medical reasons for a student's absence
- Materials related to academic or disciplinary probation, if applicable (notation of certain forms of disciplinary action is not retained in the student's permanent record)
- Reports from auxiliary services
- A record of financial aid awards, if applicable
- A photograph of the student, if furnished
The following records are maintained for students in order to administer the University's programs of financial assistance. For undergraduate, graduate, and professional students, these records are maintained in the University Office of Financial Aid; for the School of Medicine, records are maintained in the office of the dean. Access to these files is normally limited to authorized personnel, to other academic and administrative officers of the University judged to have legitimate and appropriate reasons for access, and to other individuals who must review a student's records when the student applies for externally funded financial assistance. Items marked with an asterisk are not among those to which the student may have access under the provisions of FERPA
- Parents' financial information*
- Student's financial information
- University Financial Aid Application
- Parents' federal income tax return (IRS form 1040, 1040A, or 1040EZ)*
- Student's federal income tax return (IRS form 1040, 1040A, or 1040EZ)
- Parents' statement of non-support (independent students only)
- Financial Aid Transcript (graduate and transfer students)
- Verification Forms (Dependent and Independent students)
- Copies of application for Stafford Student Loan, Supplemental Loan, or Parent Loan
- Copies of student's financial aid award
- Statements regarding assistance from outside sources
- Copies of all correspondence and interview notes related to requests for financial assistance
- Student's employment records
- Copies of draft registration compliance form
- Ohio Student Choice Grant Program Eligibility form
- Correspondence from a parent including a specific request that it be withheld from student*
The University Registrar's Office files contain current schedules and grade reports. In addition, the Transcript Office maintains the complete historical permanent record of courses and grades on microfilm and on paper for all students who have attended the University. The registrar regularly provides the deans' offices with copies of permanent student records for student files, advisers, and students.
An academic department may maintain a semi-permanent file for a student whose course of study is under the direction of members of that department. The student should check with the chairperson of his or her department with respect to any such file.
A student may request, in writing, an opportunity to review the contents of the student's educational file. Certain materials are excluded from review as specified in FERPA. Among these are:
- Records that are created by, and that are the sole possessions of, faculty, staff, and other personnel, and that are not accessible to any other persons except a substitute.
- Records created and maintained by law enforcement units solely for law enforcement purposes that are not made available to persons other than law enforcement officials of the same jurisdiction.
- Records created and maintained by a physician, psychiatrist, psychologist, or other professional or paraprofessional acting in that capacity in connection with the provision of treatment to a student. Such records can, of course, be reviewed by a physician or other appropriate professional of the student's choice.
- Employment records of a student made and maintained in the normal course of business.
- Financial records of a student's parents, or any information contained therein.
- Confidential letters and statements of recommendation placed in the file before January 1,1975.
- Records for which the student previously waived his or her right of access.
- Records that contain only information about a person after that person is no longer a student, such as alumni records.
The office to which the request is made will arrange an appointment within a reasonable period of time (not to exceed 45 days) for the student to review the file in the presence of a member of the office staff.
If, during the course of this review, the student questions the accuracy of a record contained in the file, the staff member will attempt to resolve the problem informally. Should this attempt at resolution be unsuccessful, a formal hearing will be set up and a decision made by a University official or other party chosen by the University who does not have a direct interest in the outcome of the hearing. At this hearing, the student will be given a full and fair opportunity to present evidence relevant to the issue under consideration, and the decision will be given in writing within a reasonable period of time after the hearing.
If, as a result of the hearing, the University decides that the information is inaccurate, misleading, or otherwise in violation of the privacy or other rights of the student, it will amend the educational records of the student accordingly and so inform the student in writing.
If, as a result of the hearing, the University decides that the information is not inaccurate, misleading, or otherwise in violation of the privacy or other rights of the student, it will inform the student of the right to place in the student's educational records a statement commenting on the information in the records or setting forth any reasons for disagreeing with the University's decision.
The purpose of this provision of FERPA is to "insure that records are not inaccurate, misleading, or otherwise in violation of the privacy or other rights of students, and to provide an opportunity for the correction or deletion of any such inaccurate, misleading, or otherwise inappropriate data contained therein and to insert into such records a written explanation . . . respecting the content of such records." This provision of the act was not intended, in the words of the Secretary of Health, Education, and Welfare, "to overturn established standards and procedures for the challenge of substantive decisions made by the institution," nor "to permit a parent or student to contest the grade given the student's performance in a course."
The student may request copies of those records to which he or she has access under the terms of FERPA. The student will be charged a nominal fee per page for these copies.
In general, the University will not release personally identifiable student record information to a third party unless the information has been specifically requested in writing and the student has consented to its release in writing. At the student's request and expense, the University will furnish a copy of the information whose release has been requested.
FERPA provides for certain exceptions to the requirement of prior student consent for the release of student record information. These include the release of information:
- To other University officials who are determined by the University to have legitimate educational interests. University officials are persons who are employed by the University and whose job descriptions include duties the performance of which may require access to student files. The University considers a legitimate educational interest to be any interest that is reasonably related to the educational process and overall functioning of the University.
- To officials of other schools in which the student wishes or intends to enroll, upon written authorization by the student, provided that the student is notified of the transfer, receives a copy of the record if desired, and has an opportunity to challenge the content of the record.
- In connection with financial aid for which the student has applied or which he or she has received, in order to determine eligibility, amount of or conditions for aid or enforce these conditions.
- Subject to certain limitations as outlined by the University, to authorized representatives of the Comptroller General of the United States, the Secretary of Education, to certain state educational authorities; or to state or local officials to whom information is specifically required to be disclosed by virtue of state statutes adopted before November 19, 1974.
- To organizations conducting studies for educational agencies or institutions, provided that these studies are conducted in a manner that will not permit the personal identification of students or their parents by persons other than representatives of these organizations.
- To accrediting organizations that need the information to carry out their accrediting functions.
- To the parents of a dependent student, as defined in the Internal Revenue Code of 1954.
- In compliance with judicial order or subpoena, provided that the student is notified in advance of compliance.
- To appropriate persons in connection with an emergency, if the knowledge of such information is necessary to protect the health or safety of a student or other persons.
- As specified under "Directory Information" below.
Under the terms listed above, personal information will be released from a student's file to a third party only on the condition that the third party will not share the information with any other party without the written consent of the student. Case Western Reserve University will maintain a record of request for access to and disclosure of personally identifiable information.
For the convenience of faculty and fellow students, FERPA provides for a category known as directory information which may be released without requesting the student's or parent's specific prior consent. Rather, the act requires that students be notified annually of the types of information included in this category and be given an appropriate period in which to express, in writing, any preference that such information about themselves not be released. For this purpose, directory information is defined to include:
- Name (including both maiden name and married name, where applicable)
- Address, telephone listing and electronic mail address
- Date and place of birth
- Major field of study
- Dates of attendance
- Degrees and awards received
- Participation in officially recognized sports and activities
- Weight and height (members of athletic teams)
Any student who would prefer that the University not release such information about himself or herself should so notify the Office of the University Registrar, in writing, prior to the first week of classes in the fall semester. The student should also inform the Office of News Services, Adelbert Hall (368-4440), in writing, as it is the responsibility of that office to provide the student's home-town newspapers with news stories. Students entering the University at mid-year may submit such notice during the first week of classes of the spring semester.
A transcript of grades will be released only upon written request of the student, either in person or by mail. A fee is charged for each transcript copy. Transcripts will not be issued to, or on behalf of, students who have not discharged all delinquent obligations to the University.
CWRU Provost's Office --
About this server
-- Copyright 1996 CWRU
-- Unauthorized use prohibited
|