Notices and Statements
Documentation and Retention of Conduct Records
All documentation related to the incident will be placed in the student’s conduct file. A student’s conduct file(s) and record(s) will be maintained by the Dean of Students Office. All conduct files and records will be retained for seven years from the incident date. Suspensions and expulsions will be retained indefinitely. Upon a request for conduct check by the student or on behalf of the student, with a signed release of information disclosure, the University will respond to questions about a student’s conduct history and disciplinary status. Students who have questions about what types of information will be disclosed should contact the Dean of Students office at firstname.lastname@example.org. Students may request their complete conduct file, or any part, by completing an online request on the Dean of Students’ webpage. The amount of information requested will determine the time needed to process the request, not less than 48 hours or two business days.
Complaints and Grievances
Sewanee students are emerging adults responsible for managing, with our support and guidance, their academic and personal affairs. Accordingly, the University asks parents to trust this educational effort whenever possible and allow their students to seek resolution. Even as we expect students to take initiative and responsibility for solving their problems, we believe that helping them gain the information and strategies they need to seek remedies for their concerns produces a better outcome for all students.
The Dean of Students serves as the primary coordinator of response and support to students with concerns. If a student has an issue with a University policy or practice, we expect them to review the appropriate policies and handbooks and to pursue their concerns directly with the appropriate office or program. For example, there are already processes in place for appealing final course grades, Honor Council and student conduct outcomes, financial aid decisions, and parking tickets. For students who have complaints or grievances outside of these published remedies, please file the formal complaint or grievance via online form describing the issue or treatment, related actions, and remedy sought. Complaints will be investigated and/or referred to other offices as necessary.
A written response regarding the issue will be sent to the student who initiated the complaint within 30 days.
Information about grievances that are not resolved internally and may involve state consumerism, state licensing boards, or accreditation can be reviewed at the Provost’s web page at www.sewanee.edu/provost/report-a-concern-or-complaint/.
Annual Security Report
This report complies with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Higher Education Reauthorization Act, and other federal laws. The report is part of the University’s ongoing effort to inform the community of the safety programs and related services available to you and the steps you can take to maintain your own safety and security. This report is prepared by a team representing various campus constituencies: Sewanee Police Department, Office of Institutional Research, Dean of Students, Office of General Counsel, and Marketing and Communications. A copy of the most recent report is available at http://www.sewanee.edu/risk/annual-security-and-fire-safety-report/.
At Sewanee, students elect to participate in the Class Dress tradition in order to show respect for their professors and the education they are receiving. Class Dress symbolizes that during your four years at Sewanee, academics are your top priority. Class Dress varies with the seasons but typically men can be seen wearing khakis, a collared shirt or coat and tie; female students typically wear slacks or a skirt and a nice top or a dress
Students are issued an official Sewanee card upon matriculation. Students are expected to carry their cards at all times on campus and to present it as necessary (e.g., at McClurg, for entry into University sponsored concerts, etc.). Students must also present their ID when requested by a University employee. Lost or damaged cards can be replaced at Telecommunications in the EQB building for a small fee. Altering a Sewanee ID or allowing others to use one's Sewanee ID is prohibited and may be an Honor Code offense.
For the purposes of this policy, a student may be considered to be a “missing person” if the student’s absence from campus is contrary to his or her usual pattern of behavior and the University has reasonable belief that the unusual circumstances may have caused the absence. Such circumstances may include, but not be limited to, a report or suspicion that the student may be a victim of foul play; the student has expressed suicidal thoughts, may be drug dependent or in a life threatening situation; or if the student is overdue returning to campus and is not heard from after giving a specific return time to friends or family.
If a member of the university community has reason to believe that a student is missing, whether or not the student resides on campus, that individual should contact the Sewanee Police Department (SPD). SPD will collaborate with the Office of the Dean of Students to make an effort to locate the student and determine his or her state of health and well-being. SPD will gather pertinent information about the student from the reporting person. Such information may include description, cellular phone number, clothes last worn, vehicle description, information about the physical and emotional well-being of the student, an up-to-date photograph, etc.
University officials will also endeavor to determine the student’s whereabouts through contact with friends, associates, and/or employers of the student, and determine whether the student has been attending classes, scheduled organizational or academic meetings, and work. If the student is an on-campus resident, SPD may enter into the student’s room.
If a student is reported missing and cannot be located, certain notices will be made as follows:
- Parents/Guardians will be notified within 24 hours (after SPD receives the initial missing person report) to determine whether they know the whereabouts of the student.
- The student’s additional emergency contact (if any) will be notified once SPD makes a determination that the student has been missing for more than 24 hours.
After the student has been located, SPD will attempt to verify the student’s state of health and intention of returning to the campus. When and where appropriate, a referral may be made to the Counseling Center and/or the Student Health Center.
Designation of Additional Emergency Contact Information
Students will be given an opportunity during the Advent term matriculation process to designate an individual to be contacted by the University if the student is determined to be missing. Returning and transfer students will be given an opportunity to provide this information during the fall term. The designation will remain in effect until changed or revoked by the student. The form provided for designation will state the circumstances in which the designated emergency contact information will be used, and will include a statement that the University is required by law to also notify the student’s custodial parent or guardian if the student is under 18 at the time he or she is discovered to be missing. Students are advised that their contact information will be registered confidentially, will be accessible only to authorized university officials, and will not be disclosed to any third party except to law enforcement personnel in furtherance of a missing person investigation.
Communication about Missing Students
- The Office of the Executive Director of Marketing and Communications will be part of the university’s administrative response team and is the designated spokesperson to handle media inquiries concerning a missing student and to elicit public assistance in the search for a missing student.
- The Chief of the Sewanee Police Department will be consulted by the Office of the Executive Director of Marketing and Communications prior to any information release from the University so as not to jeopardize any investigation.
Residential Life Policies
A full list of policies for students living in residential life on campus please visit https://www.sewanee.edu/student-life/residential-life/policies/ and review the room contract signed electronically each year.
Responsibility of Guests on Campus
Students are responsible for the conduct of their guests on or in University property and at functions sponsored by any University student organization. Residential students should review the Handbook of Residential Living for more information about host and guest responsibility.
Search and Entry
A search of a student, a student’s possessions or a student’s on-campus residence may be authorized by Dean of Students Office or by the Sewanee Police Department if there is reasonable cause to believe that prohibited or unlawful activity has occurred. Any items found that violate the Code of Conduct or any local, state or federal laws will be removed and reported to the appropriate authorities. Additional details about residence hall room searches are noted in the Room Contract.
University Email Communication
Each student is granted an official Sewanee email account (operated through Google mail). The University will send official electronic communications only to this email address. It is the student’s responsibility to check his or her Sewanee email account regularly. All students will be added to University-approved distribution lists. Students may opt out of some lists but not others; those with an “opt out” option have directions included within the email.