Student Handbook

Index

1. Crime statistics

Calvin University Campus Safety Department prepares an annual report to comply with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act. This report is prepared in cooperation with the Kentwood, East Grand Rapids, and Grand Rapids Police Departments, Kent County Sheriff Department, Montcalm County Sherriff Department and the Michigan State Police. Updated information is requested annually from each Agency in compliance with the Act.

Campus crime, arrest, and referral statistics include those reported to the Campus Safety Department, designated campus officials (including but not limited to Vice Presidents, Deans, Department Heads, designated Residence Life staff), and local law enforcement agencies.

The Annual Security Report lists statistics of crimes reported on and near campus in the past three years. The report also includes the Annual Fire Safety Report, which contains fire statistics for on-campus student housing facilities as well as descriptions of fire safety systems in each housing facility and additional fire safety information. The report also lists types of crimes which may occur, suggests safety tips to help ensure one’s safety and the safety of one’s belongings, and identifies related safety programs and resources in an effort to promote a safe and secure environment.

The Annual Security Report is published each year by October 1 to meet the requirement of the Crime Awareness and Campus Security Act of 2008. The report is available to the entire campus community, and a copy can be obtained by contacting the Campus Safety Office, Human Resources or the Admissions Office. An e-mail notification is sent to all enrolled students, faculty, and staff that directs them to the annual report, which is published on our website. The most current report can be found here.

2. Discrimination and Harassment Policy Statement

Calvin University prohibits unlawful discrimination on the basis of race, color, national origin, age, religion, disability, gender, marital status, sexual orientation or other characteristics protected by federal, state or local statute or ordinance.

Calvin University affirms its commitment to maintaining a learning, working, and living environment that is fair, respectful, and free from harassment. For more details, please refer to the Safer Spaces Policy.

3. Eligibility Regulations

The university recognizes the educational benefits of co-curricular activities and encourages students to participate in them. However, curricular activities are of paramount importance in a college education, and for that reason, ideally only full time students who are in good academic and community standing are eligible to hold office in student government or in any student organizations, to serve on the staff of any student publications, to serve on any faculty committees, or to participate in intercollegiate athletics. For specific eligibility requirements please refer to your specific interest area (e.g., off-campus interims, athletics, student organizations, etc.).

4. Emergency Notifications and Response

Calvin University utilizes an Emergency Notification System for faculty, staff, and students. After responsible personnel have been made aware of an emergency affecting all or part of the Calvin University Campus, the Emergency Notification System will be activated without delay by the Campus Safety Dispatch Manager or Director of Campus Safety. Initial confirmation for activating the emergency notification system may occur by observation of a security officer, notification from an emergency liaison, multiple witness telephone calls, or an alarm system notification received at dispatch.

The message content may contain pre-scripted brief messages or tailored content developed by the Director of Campus Safety or Manager of Campus Safety Dispatch. The information will be shared to help the public take action for their safety. An “all clear” message or follow up information will be disseminated as appropriate.

Localized incidents within a building, such as a small fire or hazardous material spill in a lab most likely will not require a mass notification.

In the event of an emergency, the emergency alert system will be activated to notify faculty, staff, and students, as Calvin University administration deems necessary, based on the circumstances of the event. The emergency alert system activation will make notifications in the following manner:

• E-mail
• SMS text message

Faculty, staff, and students are responsible for providing all necessary information to insure a successful message delivery. Calvin University cannot provide communication to those who fail to provide a correct and current phone number and/or email address information.

Additional information on emergency notification and response can be found on the Campus Safety webpages and in the Annual Security Report.

5. Emergency Response Plan

Calvin University’s Emergency Response Plan can be viewed here. Building specific evacuation maps are posted in strategic locations in campus buildings and can also be found on the Calvin Campus Safety website. Emergency preparedness plans are exercised each year. These exercises may include tabletop exercises, scenario responses and fire drills. A minimum of one fire drill per semester is conducted in each residence hall. A minimum of one fire drill per academic year is conducted in the academic buildings.

6. Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act of 1974 helps protect the privacy of student records. It provides for the right to inspect and review information contained in educational records, request an amendment to those records, and to limit disclosure of information from the records. In addition, students have a right to file a complaint with the U.S. Department of Education if they believe that one of their primary rights has been violated.

Access and privacy

Students who are currently enrolled at Calvin University or formerly enrolled students, regardless of their age or status in regard to parental dependency, are protected under FERPA. Parents of students termed dependent for income tax purposes may have access to the student’s educational records.

With certain exceptions, a student has rights of access to those records that are directly related to him/her and are maintained by Calvin University. Education records include any records in the possession of an employee that are shared with or accessible to another individual. The records may be handwritten or in the form of print, magnetic tape, film, electronic image, computer storage, or some other medium. This would include transcripts or other records obtained from a school in which a student was previously enrolled.

Official Calvin University transcripts are released only when requested in writing by the students. Transcripts will not be released for students who have failed to meet their financial obligations to the university. All other requests to inspect and review education records should be submitted by the student in writing to the registrar, dean, department head or other appropriate official, and clearly identify the record(s) that the student wishes to inspect. If the requested record(s) are not maintained by the school official to whom the request was submitted, that official will advise the student of the correct official to whom the request should be addressed.

Disclosure of Information

Calvin may disclose information on a student without violating FERPA through what is known as directory information. This generally includes a student's name, address, telephone number, electronic email address, photograph, date and place of birth, major field of study, participation in officially recognized sports and activities, weight and height of athletes, dates of attendance, grade level, enrollment status (e.g., undergraduate or graduate, full- or part-time), degrees, honors, and awards received, and other similar information. A student may restrict the release of his/her directory information by submitting a signed authorization form to Center for Student Success.

In certain other situations, a student's written consent is not required to disclose the educational information. These exceptions* include:

• to school officials who have 'legitimate educational interests' (see definition below);
• to post-secondary schools in which a student seeks to enroll;
• to federal, state, and/or local education authorities involving an audit or evaluation of compliance with programs;
• in connection with financial aid;
• to state and local authorities pursuant to a state law adopted before November 1974 requiring the disclosure;
• to organizations conducting studies for or on behalf of educational institutions;
• to accrediting organizations;
• to parents of a dependent student;
• to parents of students under 21 for violations of any law or institutional policy related to the possession of alcohol or controlled substance;
• to comply with judicial order of lawfully issued subpoena, including ex parte orders under the USA Patriot Act;
• in connection with a health or safety emergency;
• of information designated as directory information (see above definition);
• to the student;
• to a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offence;
• in connection with a disciplinary hearing to an alleged victim of a crime of violence;
• concerning sex offenders and other individuals required to register under stated or federal law;

*There are some specific conditions to the exceptions noted above, which can be found in the Code of Federal Regulations (Title 34, § 99.31).

Requests to disclose educational information will always be handled with caution and approached on a case-by-case basis.

Challenging accuracy of records

Students who believe that their education records contain information that is inaccurate or misleading, or is otherwise in violation of their privacy should discuss their problems informally with the person in charge of the records involved. If the problems cannot be resolved, the student may request a formal hearing by the Registrar. The request must be made in writing to the Registrar who, within seven days after receiving the request, will inform the student of the date, place and time of the hearing. Students may present evidence relevant to the issues raised. The hearing officer who will adjudicate such challenges will be the Registrar or a person designated by the Registrar who does not have a direct interest in the outcome of the hearing. The educational records will be corrected or amended in accordance with the decisions of the hearing officer, if the decisions are in favor of the student. If the decisions are unsatisfactory to the student, the student may place with the educational records statements commenting on the information in the records or statements setting forth any reasons for disagreeing with the decisions of the hearing officer. The statements will be placed in the educational records, maintained as part of the student's records, and released whenever the records in question are disclosed.

School Officials & Legitimate Educational Interest

Calvin discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by Calvin University in an administrative, supervisory, academic or research, or support staff position (including Campus Safety and Health Services personnel); a person or company with whom Calvin has contracted as its agent to provide a service instead of using Calvin employees or officials (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

A school official has a legitimate educational interest if the official needs to review an educational record in order to fulfill his or her professional responsibilities for the university.

Complaints

To file a complaint with the U.S. Department of Education concerning alleged failures by Calvin University to comply with the requirements of FERPA, contact:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5901

7. Fire Safety Report

The Higher Education Opportunity Act (HEOA) requires two safety-related requirements from institutions that participate in federal student financial aid programs. These two requirements are:

1. Fire Log

   Institutions must keep a fire log that states the nature of a fire, date, time and general location of each fire in on-campus student housing facilities. Calvin University complies with this rule by including all fire-related incidents in the Daily Clery Act Public Log and Fire Log. To view the past 60 days of information click on 'Daily Crime Log' here.

2. Annual Fire Safety Report

   Institutions with on-campus student housing facilities must publish annually a fire safety report that provides information on campus fire safety practices and standards. Calvin University complies with this regulation by including all fire-related incidents at on-campus student housing facilities as part of the Annual Security and Fire Safety Report. Information contained in this annual fire safety report includes number and cause of fires at all on-campus student housing facilities; number of fire-related deaths; related injuries; value of fire-related property damage; information on evacuation procedures; fire safety education and training programs; fire safety systems in each student housing facility; number of regular mandatory supervised fire drills; and policies on smoking and open flames.

   If a fire occurs in any building, community members should immediately notify Campus Safety by dialing the emergency number #3-3333 from any campus phone or (616) 526-3333 from any cell phone. Campus Safety will respond to the scene as well as contact the Grand Rapids Fire Department to respond. If a member of the Calvin community finds evidence of a fire that has been extinguished, and the person is not sure whether Campus Safety has already responded, that member should immediately notify Campus Safety to investigate and document the incident.

   The campus fire alarm systems alert community members of potential hazards. Community members are required to heed an activated fire alarm system and evacuate a building immediately. Use the nearest available exit to evacuate the building. Gather outside at least 300 feet away from the building at designated gathering places. Emergency Liaisons will assist with evacuations. Community members should familiarize themselves with the exits in each building.

   Occupants should use the stairs to evacuate the building, avoiding the use of an elevator. If you are caught in the elevator, push the emergency phone button. The emergency phones in elevators on campus will ring to the dispatcher at the Campus Safety Department.

Fire Protection Equipment/Systems

All residential buildings and academic buildings are equipped with automatic fire detection and alarm systems which are monitored by the Campus Safety Department 24 hours a day, 365 days a year.

8. Fundraising Policy

The Development Office, under the direction of the President and Board of Trustees, is responsible for fundraising for Calvin University. Fundraising priorities are determined by the Planning and Priorities Committee.

To foster donor relationships, to preserve integrity in fundraising, and to promote sensitivity to the college’s constituencies, Calvin University promulgates the following guidelines for faculty, staff, and students seeking financial support for any college activities.

• No individuals, foundation, non-profit group (excepting church congregations), and any for-profit organization may be solicited for cash or non-cash donations by any faculty member, academic department, staff member, student organization, student, or Calvin group who identifies itself or the solicitation as connected in any way to Calvin University unless the project has been approved by the President’s Cabinet.
• Anyone seeking permission to conduct college related fundraising activities off campus should submit a written proposal with appropriate endorsement, which includes a plan for fundraising, to the Vice President for Advancement who shall bring the proposal to the President’s Cabinet for approval. Proposal endorsement for the following areas must be secured from:
  • Faculty Activities – Department Chair
  • Music Activities – Department Chair
  • Athletics – Athletic Director
  • Service-Learning Projects – Director of Service-Learning
  • Residence Hall Activities – Director of Residence Life
  • Student Organizations – Associate Dean for Campus Involvement and Leadership
• Endorsed proposals should show that the activity to be funded 1) falls clearly within the university’s mission statement; and 2) augments the requestor’s educational experience. Any questions should be directed to the Vice President for Advancement.

On-campus fundraising sales of sundry goods (e.g., poinsettias, pizzas, subs, candy bars) or solicitations of activity-based pledges for support (e.g., walk-a-thons) for college-related causes requires prior approval by the Vice President for Advancement. Requests to conduct these activities must be submitted in writing to the Vice President for Advancement at least one week in advance (note: approval from Student Life must be completed prior to this).

Fundraising projects sponsored by students and directed toward the Calvin community exclusively require the approval of Student Senate. Requests to conduct these activities must be submitted in writing to Student Senate at least three weeks in advance. Student Senate may approve 2-3 projects per year. Student Senate must solicit approval from the Office of Campus Involvement and Leadership and the Executive Vice President for Student Experience and Strategy before soliciting approval from the Vice President of Advancement at least one week in advance.

On-campus fundraising for non-Calvin causes will not normally be permitted on university time or using university resources (e.g. distribution of solicitations by email, posters, mailing lists, ICM).

Students needing financial assistance for travel expenses connected to off-campus interim and/or semester programs should contact the Financial Aid Office for available resources.

A donor may not designate a contribution for a particular student or employee of the university. The university will not issue a charitable receipt for such a designated contribution. Such transfer of monies will be considered personal gifts, not charitable contributions.

Appeals to reconsider a denial to fundraise by the Vice President for Advancement should be made in writing to the President’s Cabinet via the Assistant to the President.

Any violation of the above guidelines will be referred to the appropriate judicial body and process with such sanctions as shall be deemed appropriate by that governing body.

9. Grievance Procedures for Persons with Disabilities

These Grievance Procedures are established to meet the legal requirements of the Americans with Disabilities Act (ADA). They may be used by anyone who thinks they have experienced discrimination on the basis of disability in employment practices or policies or in the provision of services, activities, programs, or benefits by Calvin University.

Our goal at Calvin University is to be the kind of community that follows Christian principles as we seek to resolve any conflicts that may occur between persons with disabilities and other members of the campus community. We are motivated by love and justice. Our hope is that the procedures described below will be needed rarely; and when used, that they will lead to restoration of community whenever it has been broken.

1. On occasion a student or employee of the university who has a disability may have criticism with regard to matters such as failure to provide reasonable accommodation in courses; barriers in attitude, architecture, or communication; or discrimination in employment. The first step is for the student or employee to present his or her concern and request for action directly to the faculty member or other university employee who is involved. The professor or other university employee should listen, giving serious attention to the complainant’s concern, and attempt to resolve it in a mutually satisfactory way.

2. If the faculty or staff member's response does not satisfy the complainant, or if the complainant does not feel safe in approaching the faculty or staff member, then the complainant must file a formal grievance with the Campus ADA Compliance Officer, the Director of Human Resources. To file a grievance, the complainant, and only the complainant, must fill out an ADA Grievance Form, which is available in the Office of Human Resources. Alternative means of filing the ADA Grievance Form, such as a personal interview or a tape recording, will be made available to persons with disabilities upon request. The grievance must be filed no later than sixty days after the alleged violation.

3. Within ten working days of receiving the grievance, the ADA Compliance Officer will review the grievance, consult with necessary parties, and determine if the grievance shall be forwarded directly to the Campus Accessibility Advisory Committee (CAAC) for fact-finding and decision.

   The criteria for not forwarding a grievance may include any of the following:

   1. The grievance could be handled through an alternate dispute resolution process agreed upon by both of the parties.
   2. Another appeal process exists, and is better suited, for handling the issue presented in the grievance.
   3. The grievance lacks sufficient grounds.
   4. The grievance lacks credible facts.
4. In the event that the grievance is not forwarded to the CAAC, the ADA Compliance Officer will notify the complainant in writing of the decision not to forward the grievance. Said denial may be appealed to the CAAC within three business days following receipt of the written notification.
5. In the event that the grievance is forwarded to the CAAC, the CAAC will meet with the complainant within ten working days of receiving the grievance to discuss and identify options for resolving the grievance. Within five working days after that meeting, the CAAC will send its advice on resolving the grievance to both the ADA Compliance Officer, the complainant, and other concerned parties. The complainant must receive the CAAC's proposed resolution in a format accessible to the complainant.
6. After receiving and considering the CAAC's advice, the ADA Compliance Officer will rule on the grievance and notify the CAAC, the complainant, and other concerned parties of his ruling within five working days.
7. If the complainant does not accept the ADA Compliance Officer's ruling, then the complainant may appeal to the President of the University within five working days.
8. If the complainant does not accept the decision of the President of the University, then the complainant may appeal the matter, by way of the President, to the Executive Committee of the Board of Trustees at its next regularly scheduled meeting.

Note: These grievance procedures are designed to protect the due process rights of complainants while at the same time resolving disputes at a personal level in the spirit of Matthew 18. Following the University's grievance procedures shall in no way substitute for or impair the complainant's right to file an ADA complaint with the appropriate agency or department of the federal government of the United States. However, if the complainant does file a complaint with the federal government before this grievance procedure is completed, then the procedures stated above will be abrogated.

10. Literature Distribution

Literature (printed matter from single sheet fliers to books) from sources outside the campus may be distributed (free or for sale) on campus only with the prior approval in writing by the Dean of Students. If such prior approval is not obtained, the literature may be confiscated and the distributor subject to sanctions. If the distributor is not a student, a warrant for his/her arrest may be sought; if a student, s/he may be subject to the discipline of the university.

All materials published, circulated, or posted on campus must be approved by the faculty, its committees, or organizations delegated by the faculty. Ordinarily such materials must be sponsored by properly constituted student organizations. Posters must be stamped with a take down date before posting. Stamping is available only at the Office of Campus Involvement and Leadership in the Commons Annex.

11. Manner and Method of Dissent

While recognizing that constructive protest and discussion of issues are vital in a college community, the university also recognizes an obligation to maintain on the campus an atmosphere conducive to academic work and the respect of private rights of all individuals. Therefore, the following guidelines govern student protests and demonstrations:

1. Student demonstrations (marching, picketing, silent vigils, etc.) are to be registered for information with the Student Senate and with the Office of Campus Involvement and Leadership no later than one day preceding the occurrence.
2. Sponsoring organizations, their officers, and all individual participants, will be held responsible for their conduct in demonstrations.
3. Student demonstrations are to be conducted in an orderly manner and are not to interfere with the normal operations of the university.
4. The privilege of on campus student demonstrations is not extended to organizations or students not directly affiliated with Calvin.

12. Medical Emergencies

Anyone who has a medical emergency while on campus is encouraged to contact the Campus Safety Department for medical assistance. Campus Safety employees are trained as first responders who have been taught basic first aid, CPR and use of an AED. Campus Safety employees also escort medical personnel to the scene of any campus medical emergency. To ensure a quicker response to any type of medical situation, call Campus Safety Dispatch at 616-526-3333 for emergencies or 616-526-6452 for non-emergencies.

13. Missing Student Policy

Students are notified to provide missing person contact information when beginning the school year through e-mail correspondence and through their student orientation. Students are given the opportunity to provide a confidential contact that the university can reach if the student is believed to be missing. For more details regarding missing person information, please see Missing Student Policy.

14. Off-Campus Living

Many Calvin students will choose to live off-campus at some point during their time at Calvin, whether it be in Project Neighborhood homes or as renters in Grand Rapids communities. This presents a learning opportunity, a chance to consider how the lordship of Christ extends to how we live and where we live. As part of a Reformed Christian community, we are called to "seek the welfare of the city" (Jer. 29:7). Living off campus, students will have the opportunity to live intentionally and faithfully in community: establishing and maintaining good relationships with neighbors, serving the needs of others, and experiencing the joy of being part of a neighborhood. Seeking the welfare of the city also involves sensitivity to others' needs and concerns, which translates into practical matters such as heeding noise levels and parking issues, honoring agreements with landowners, and observing city ordinances that address community welfare. As "salt and light" to our world, all members of the Calvin University community are called to be good neighbors by observing these obligations.

Refer to Calvin’s Off-Campus Housing Policy for more all the relevant policies and details.

15. Parking-Driving Regulations

All students and university personnel are expected to operate their motor vehicles on university properties in compliance with the State of Michigan Vehicle Code. Students should be aware that Campus Safety monitors all parking lots on a regular basis and will issue parking violations when necessary. To promote orderly parking and traffic movement, procedures and regulations have been adopted by the university.

All motor vehicles owned or operated by Calvin students must be properly registered with the Campus Safety Department. All vehicles must display an official Calvin vehicle permit. See more parking-driving details here.

16. Publicity Policies --

[visit HERE for full details and to submit a request]

General Campus Bulletin Board

Only members of officially recognized Calvin University student organizations, Calvin University departments, and university offices are allowed to publicize events, services, and initiatives using campus bulletin boards and other approved methods. Events must be directly related to the organization or department and have that group’s involvement and/or sponsorship. Outside events that have no direct connection are not eligible—campus groups cannot publicize on behalf of outside groups.

While events and related publicity on campus must fit within the educational mission and community standards of the university, which includes Calvin’s freedom of expression guidelines, the approval of publicity (and the events themselves) should not imply university endorsement.

All notices and posters from Calvin University Departments and Organizations must be approved by the Campus Involvement and Leadership Office (in the Commons Annex) prior to posting on general campus bulletin boards.

Size, Quantity, and Identification

1. Posters may range in size with no posters larger than 11 x 17.
2. Poster quantities are limited.  See the official Publicity Policy for details
3. Each poster must include the name of the sponsoring student organization or department on each poster.

Process for Approval

1. Sponsoring organizations should submit their requests via the online Publicity Request Form with an attached copy of the publication they intend to advertise. This includes posters, flyers, banners, and external signs. For sidewalk chalk, words need to be recorded in the text box on the form.

2. Requests will be reviewed by the Campus Involvement and Leadership Office. An approval or a denial will be emailed within 2 business days of the request.

3. All publicity (except sidewalk chalk) must display an approval stamp. You can request a virtual stamp or you will need to bring your publications to the Campus Involvement and Leadership Office (Commons Annex 121) along with your approval letter. Once you show you’ve been approved you will stamp your own posters at the Front Desk and you may begin hanging them on the designated bulletin boards across campus.

Community Bulletin Boards

Posters concerning events that are not sponsored by Calvin departments or organizations can only be posted on the two “community” bulletin boards located in the entrance to Johnny’s Café and immediately outside the Campus Store.

Residence Hall Bulletin Boards

Limited spaces for student organization or departmental posters exist in the lobby/entrances to each residence hall and several KE apartments.  These boards are subject to the same policies as all other general bulletin boards on campus.  Large bulletin boards near each residence hall front desk are reserved for Residence Life purposes and are not available for other organization or department use unless approved by Residence Life staff specifically.  Interior floor, basement, and apartment hallway bulletin boards and wall spaces are strictly reserved for Residence Life and hall/apartment community events.

Departmental Bulletin Boards

University employees may post articles and announcements outside of their offices or on their office doors. These articles/announcements do not need to be stamped. Academic departments may set their own policies for bulletin boards in their departments.

Exemptions to the poster policy may be obtained in special situations from the Associate Dean for Campus Involvement and Leadership.

Building maintenance, faculty, and other staff members will enforce the policies regarding placement of all posters regardless of the organization or committee of origin.

17. Protest and Appeals Policy

(Student Concerns and Appeals Regarding Faculty)

At Calvin University the goal to become a model Christian academic community should direct the attempts to resolve conflicts that may occur between students and faculty members. We would expect that members will all “accept one another…” (Romans 15:7) and that student protest and appeal will occur infrequently and only over matters of significance. Moreover, the process of protest should be one that should lead to restoration of Christian community in which the members are affirmed and express love for one another.

1. A student may have criticism of a professor for which he or she requests some action. Criticisms may regard the requirements of a course, the nature of a test, a grade received, teaching effectiveness, personal lifestyle, general performance, or sanctions given for academic dishonesty. The student should present such criticism directly to the faculty member. The student criticism should be heard and given serious attention by the faculty member.
2. If the faculty member's response does not satisfy the student, or if the student does not feel free to approach the faculty member, the student should bring the criticism to the department chair person and, if necessary, the academic dean. The chair person or the academic dean should work for resolution.
3. If the student or faculty member does not accept the advice of the chairperson or academic dean, the academic dean will suggest one of the following procedures:
   1. If the complaint regards a sanction given by a faculty member for academic dishonesty, the student must follow the procedure outlined in "The Student Conduct Code and Disciplinary Procedures" found in the Expanded Handbook for Teaching Faculty.
   2. If the protest is on matters other than sanctions given by a faculty member for academic dishonesty, the academic dean will refer the issue to an ad hoc committee of two faculty members, a student, and an academic dean. The ad hoc committee should hear the student protest and hear the professor's response, as well as collect appropriate material evidence. The student, if he or she so chooses, may ask a student, faculty member, or the Dean of Residence Life to give counsel at this hearing. The committee should work for resolution of the differences and prepare a written recommendation to the provost, a copy of which will be sent to the student and faculty member.
4. The decision of the ad hoc committee may be appealed to the Provost by either the student or the faculty member. In cases where the student protest involves the academic standards, i.e., course requirements or grades, the decision may be appealed to the Academic Standards Committee. Cases where the protest involves teaching effectiveness, professional standards, religious commitment, or personal lifestyle may be appealed to the Professional Status Committee.
5. The report of either of these committees will be advisory to the Provost, who will prepare a recommendation for the President.
6. Further appeals by the student or faculty member would be to the President, and by way of the President, to the Board of Trustees.
7. Correspondence addressed to a member of the Board of Trustees should be sent to the Board of Trustees office, Spoelhof Center. Such correspondence is routinely opened by a member of the Board staff and forwarded to the person to whom it is addressed and to the President. If the correspondence is marked "Confidential,” it will be forwarded unopened to the trustee to whom it is addressed.

18. Residency Policy

At Calvin, we believe that a residential environment is an important component of the college learning experience, and thus we have a two-year residency requirement for traditional-age college students*. First and second-year students live primarily in the university residence halls, while juniors and seniors have the option of staying the residence halls, moving to our vibrant upper-division apartment community (Knollcrest East), or choosing an off-campus option. Beyond just a place to sleep, our on-campus living communities become places of learning and growth, through relationships with others and through a variety of co-curricular programs and activities.

Exceptions to the residency requirement are granted only for students living with their parent(s) or legal guardian(s), students who are married, part-time, or 21 years or older, or students who are two years beyond their high school graduation date.

It is the responsibility of students to protect and insure their personal property, whether living on-campus or off, and to keep the Registrar’s Office informed at all times of their current address.

*Note about age of students requesting on-campus housing:
Calvin provides on-campus housing for traditional-age college students (ages 17-22). Students who are 16 years old or who are above the age of 22 can still apply for on-campus housing but may be required to have an interview with a member of the Residence Life staff. Decisions will be made on a case-by-case basis. The university reserves the right to deny on-campus housing and recommend alternative options.

Additional policy, safety, and living expectation information specifically for residence hall living can be found here. Specific policy, safety and living expectations information for Knollcrest East apartments can be found here.

19. Sexual Assault Prevention

Preventing sexual assault within our community is the work of all of us. Calvin mandates training for all first-year students, in compliance with the Higher Education Act, and provides resources for prevention and response through various offices. For policies on sexual assault, sexual harassment, and related topics, along with links for reporting and responding, visit the Safer Spaces webpages here.

20. Solicitation Policy

Soliciting, peddling, and vending of all types are prohibited on campus unless prior permission is obtained from the Dean of Students or his/her designate.

21. Student Conduct Code

22. Student Identification Cards

Upon arrival at Calvin, each student is issued a picture ID card. If a student loses the ID card, s/he should report to the Student Life Office located in the Spoelhof University Center. The replacement fee for a lost ID is $25.00. Broken or non-functioning cards can be replaced for $5. Replacement cards are given for free if a year or more has passed since the last card's print date. Cards are not alterable or transferable to other students for any reason, including meal plan use. Attempts to do so could result in disciplinary procedures and/or a fine up to $50.00.

23. Sunday Observance

We encourage students to use Sunday as a day of worship, rest, and renewal, setting aside homework and enjoying the day to play, sleep, be with friends, and be involved in a local church community. Because of this, the library is closed on Sundays and the Campus Ministries office provides information on many local churches who would love to welcome students.

24. Timely warnings/public safety advisories

When a Clery crime is reported to the Calvin University Campus Safety Department, local law enforcement or a Campus Security Authority, either on or off campus that in the judgement of the Director of Campus Safety or their designee represents a serious or continuing threat to faculty, staff and students, the Campus Safety Department will issue a campus-wide “Crime Alert” to serve as a timely warning and to aid in the prevention of similar crimes. Timely warnings may be issued as soon as pertinent information is available for the following crime classifications: aggravated assault, arson, burglary, criminal homicide, dating violence, domestic violence, motor vehicle theft, robbery, sex offense, and stalking when the crime is deemed to pose an ongoing threat to the Calvin community. Crime Alerts for incidents of aggravated assault, sex offenses, dating violence, domestic violence and stalking will be considered on a case by case basis depending on when and where the incident occurred, when it was reported, and the amount of information known by the Campus Safety Department.

For incidents that are not Clery reportable crimes but may pose a risk or present a safety concern to the community, Public Safety Advisories will be issued. Incidents such as bicycle larcenies, vehicle burglaries or persons engaged in suspicious behavior are examples of the types of incidents that would be considered a Public Safety Advisory. The Campus Safety Department will issue Public Safety Advisories with the intent of providing information that will allow the campus community to be vigilant and to reduce the possibility of similar incidents occurring on campus.

Factors for Determining Method of Communication

Communication methods will be employed based on a number of factors that will be evaluated for each individual incident. These factors include the nature and extent of the threat, the technology available in the building or area, the time of day the incident has occurred, etc. Other communication methods besides the methods previously mentioned may include door-to-door notification, social networking sites, portable radios, city’s outdoor warning sirens, handheld bullhorns, and mass media.

25. Using Calvin’s Name

When members of the college community are compelled to speak out publicly either in print or in person on issues in society, the public sometimes identifies these persons as representatives of the college community. To avoid such misunderstandings, the following guidelines are adopted:

1. When students identify themselves as students of the university, they should make it clear that they do not necessarily represent the view of the university.
2. Organizations may use the name of Calvin University when they are performing the functions stated in their constitution. The organizations should make it clear that it represents only the view of the organization. Individuals who represent organizations should obviously seek the approval of the organization they represent before action is taken. The action should be in harmony with the guiding principles of Calvin University.

26. Weather related policies

The Campus Safety Dispatcher is kept informed about weather conditions through the National Weather Service. Normal class schedules will be maintained during a weather alert unless otherwise directed.

In the event of a tornado warning, classes will be suspended immediately, and all persons must take cover in the nearest designated tornado shelter away from glass doors and windows. As a general policy, Calvin University does not close normal operations due to severe winter weather. Exceptions are made only when it is clear that university facilities cannot be used due to heating, electrical or other mechanical failure, or when public and campus roadways are impassable.

In the context of this “no close” policy, the university does not expect students or faculty/staff to take unreasonable risks in coming to the campus during times of severe weather or hazardous driving conditions. Students and faculty/staff will not be penalized for deciding that conditions, on the basis of their own individual good judgment, are too treacherous to come to the campus. Furthermore, when such weather conditions prevail, faculty will do everything possible to facilitate the students' efforts to obtain any information missed due to weather conditions.

In those rare circumstances when the campus must be closed, local radio and TV stations will be notified for regular reporting to the public. Additionally the emergency notification system will be used to send text messages along with e-mails to anyone who has signed up to receive them. When this is done, it will be based upon the best judgment of the administration after assessing the severity of road conditions, carefully weighing the risks to commuters, and taking into account the welfare of the college community and its many individual members.