Student Guide for Policies and Prcedures (13-14)
Complete handbook of the policies and procedures affecting students at Tulane University. Published by the Division of Student Affairs.
Student Guide for Policies and Procedures 2013-2014 Student Guide for Policies and Procedures CONTENTS Tulane University Mission Statement.............................................................................................................. 1 Division of Student Affairs Mission Statement................................................................................................ 1 Rights and Responsibilities of Students........................................................................................................... 1 Academic Policies And Procedures Code of Academic Conduct............................................................................................................................ 3 Class Absences Related to University Sponsored Events................................................................................. 12 Grievance Procedure...................................................................................................................................... 13 Intellectual Property Policies and Procedure.................................................................................................. 14 Library Code of Conduct ............................................................................................................................. 15 Student Military Leave Policy........................................................................................................................ 16 Alcohol and Other Drugs Policies and Procedures Tulane Alcohol Beverage Policy..................................................................................................................... 19 Alcohol Policy and Guidelines for On-Campus Outdoor Events................................................................... 22 Tulane University Drug Free Environment Statement................................................................................... 24 Tulane Tobacco Free Campus Policy.............................................................................................................. 28 Tulane University Medical Amnesty Program ............................................................................................... 30 Complaints and Notification Policies and Procedures Family Rights and Education Privacy Act...................................................................................................... 35 Parental Notification Policy........................................................................................................................... 36 Student Complaints Procedures..................................................................................................................... 37 Computing and Information Dissemination Policies and Procedures Tulane University Acceptable Use Policy....................................................................................................... 41 Guidelines for Acceptable Use....................................................................................................................... 42 Copyright Guidelines.................................................................................................................................... 43 Guidelines on Copyright-Protected Files....................................................................................................... 44 Guidelines on Email Use............................................................................................................................... 45 Tulane University Password Policy................................................................................................................. 46 Guidelines on Passwords for End Users......................................................................................................... 48 Tulane University Posting, Advertising & Solicitation Policies....................................................................... 49 Campus Posting Map.................................................................................................................................... 55 Policy for Temporary Signage, Banners, Screens and Postings on Campus Building Exteriors and Campus Property........................................................................................................................................ 56 LBC General Posting Policies ....................................................................................................................... 57 Housing and Residence Life Posting Policies................................................................................................. 57 Emergency Information Bomb Threat................................................................................................................................................. 59 Elevator Emergency ...................................................................................................................................... 60 Fire................................................................................................................................................................ 60 Flooding........................................................................................................................................................ 61 Hazardous Material Release........................................................................................................................... 62 Hurricane Guide for Tulane Students............................................................................................................ 62 Medical Emergency....................................................................................................................................... 64 Suspicious Mail Package................................................................................................................................ 65 Tornado........................................................................................................................................................ 66 Active Shooter/Violent Intruder.................................................................................................................... 67 Equal Opportunity and Affirmative Action Policies and Procedures Tulane Universityâ€™s Equal Opportunity, Harassment, and Anti-Discrimination Policy and Procedure............ 69 Health and Wellness Policies and Procedures Injury and Illness to Students........................................................................................................................ 79 Hospitalization and Notification................................................................................................................... 79 Suicide Policy................................................................................................................................................ 80 Medical Referrals Procedure.......................................................................................................................... 81 Safety and Security Policies and Procedures Parking and Bicycle Regulations (Automobiles, Motorcycles and Mopeds).........................................................85 Tulane University Weapon Policy.................................................................................................................. 94 Student Conduct Policies and Procedures Code of Student Conduct............................................................................................................................. 97 Hazing Prevention....................................................................................................................................... 115 Student Organizations Policies and Procedures Student Organization Recognition and Registration.................................................................................... 121 Amplified Sound Policy............................................................................................................................... 121 Campus Demonstrations Guidelines........................................................................................................... 122 ASB Motor Pool Policy and Safety Rules..................................................................................................... 125 TUPD Events Policy................................................................................................................................... 131 Vendor Policy for Student Organizations..................................................................................................... 132 Tulane University Policy for Chartering Ground Transportation Services.................................................... 133 University Facilities and Properties Policies and Procedures Community Living Standards..................................................................................................................... 137 Lavin-Bernick Center for University Life Policies........................................................................................ 143 LBC Capacity Chart and Rental Rates........................................................................................................ 145 Lavin-Bernick Center for University Life Rooms and Reservation Policies......................................................146 Use of Quads/Fields Policy and Procedures................................................................................................. 148 Welcome to Tulane TULANE MISSION STATEMENT Tulane’s purpose is to create, communicate and conserve knowledge in order to enrich the capacity of individuals, organizations and communities to think, to learn and to act and lead with integrity and wisdom. Tulane pursues this mission by cultivating an environment that focuses on learning and the generation of new knowledge; by expecting and rewarding teaching and research of extraordinarily high quality and impact; and by fostering community-building initiatives as well as scientific, cultural and social understanding that integrate with and strengthen learning and research. This mission is pursued in the context of the unique qualities of our location in New Orleans and our continual aspiration to be a truly distinctive international university. STUDENT AFFAIRS MISSION STATEMENT The Division of Student Affairs’ mission is to provide demonstrably superior programs and services that nurture students to explore and adopt values that will enable them to become Tulane graduates who serve, shape, enrich, and lead diverse communities with integrity. RIGHTS AND RESPONSIBILITIES OF STUDENTS We are honored that you have entrusted Tulane with your education, and we believe that you should feel honored to have been accepted by the university. You belong to a community that comprises one of the finest faculties and student bodies in the world. With this privilege, however, there are fundamental responsibilities required for the establishment and maintenance of an optimal learning environment. As with any community, Tulane can function because its constituency adheres to a set of standards and policies. The rules and regulations recorded in this handbook are made available to students so that you may learn, understand and adhere to these standards and policies. By embracing what is special about Tulane, you ensure that your time here will be both memorable and rewarding. THE INFORMATION IN THIS PUBLICATION APPLIES TO THE 2013-14 ACADEMIC YEAR AND IS ACCURATE AND CURRENT, TO THE EXTENT POSSIBLE. AS OF AUGUST 2012 THE UNIVERSITY RESERVES THE RIGHT TO CHANGE THE INFORMATION HEREIN WITHOUT PRIOR NOTICE, IN ACCORDANCE WITH ESTABLISHED PROCEDURES. This publication may be accessed online at http://tulane.edu/studentaffairs/policiesprocedures.cfm. Tulane University is committed to providing equal employment opportunity to qualified persons without regard to race, color, sex, religion, national origin, age, disability, genetic information, sexual orientation, gender identity, gender expression, pregnancy, marital status, military status, veteran status, or any other status or classification protected by federal, state or local law. This commitment to equality extends to all personnel Guide to Policies and Procedures 2013–2014 • 1 actions, including recruitment, advertising for employment, selection for employment, compensation, performance evaluation, and selection for training or education, treatment during employment, promotion, transfer, demotion, discipline, layoff and termination. Discrimination on the basis of any protected classification will not be tolerated. Tulane maintains a written affirmative action policy. Tulane invites qualified individuals with disabilities, special disabled veterans, Vietnam-era veterans, Armed Forces service medal veterans; recently separated veterans from all wars, and; other protected veterans who served during a war or in a campaign or expedition for which a campaign badge has been authorized to identify themselves if they wish to do so. Questions regarding Tulaneâ€™s equal employment opportunity policies or its affirmative action policy should be directed to the Office of Institutional Equity. Furthermore, Tulane takes affirmative action to employ special disabled veterans, disabled veterans, recently separated veterans, other protected veterans, Armed Forces Service Medal veterans, in accordance with The Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended, 38 U.S.C. 4212. Complaints of discrimination, harassment and/or retaliation must be filed in accordance with the policies set forth below. Individuals must promptly report discrimination, harassment and retaliation so that prompt and appropriate action can be taken. 2 â€˘ Guide to Policies and Procedures 2013â€“2014 Academic Policies & Procedures CODE OF ACADEMIC CONDUCT For the most up-to-date policy, please go to http://tulane.edu/college/code.cfm INTRODUCTION The integrity of the Newcomb-Tulane College is based on the absolute honesty of the entire community in all academic endeavors. As part of the Tulane University community, undergraduate students have certain responsibilities regarding work that forms the basis for the evaluation of their academic achievement. Students are expected to be familiar with these responsibilities at all times. No member of the university community should tolerate any form of academic dishonesty because the scholarly community of the university depends on the willingness of both instructors and students to uphold the Code of Academic Conduct. When a violation of the Code of Academic Conduct is observed it is the duty of every member of the academic community who has evidence of the violation to take action. Students should take steps to uphold the code by reporting any suspected offense to the instructor or the Associate Dean of Newcomb-Tulane College. Students should under no circumstances tolerate any form of academic dishonesty. In all work submitted for academic credit, students are expected to represent themselves honestly. The presence of a student’s name on any work submitted in completion of an academic assignment is considered to be an assurance that the work and ideas are the result of the student’s own intellectual effort, stated in his or her own words, and produced independently, unless clear and explicit acknowledgment of the sources for the work and ideas is included (with the use of quotation marks when quoting someone else’s words). This principle applies to papers, tests, homework assignments, artistic productions, laboratory reports, computer programs, and other assignments. All new students will be informed of this Code. Lack of familiarity with the code or with the precise application of its principles to any specific instance is not an excuse for noncompliance with it. ARTICLE I: DEFINITIONS The terms below are used throughout this document and are defined as follows: 1. “Accused Student” means any student accused of violating the Code. 2. “Appellate Panel” means any person or persons from the Honor Board authorized by the Associate Dean to consider an appeal of an Honor Board hearing panel’s determination or from the sanctions imposed in a particular situation. 3. “Chairperson” means the chair of an Honor Board hearing panel. The Chairperson must be an officer of the honor board. 4. “Code” means this Code of Academic Conduct. 5. “Associate Dean” means the College Official authorized by the Dean of Newcomb-Tulane College to coordinate Honor Board proceedings. 6. “College” means the Newcomb-Tulane College of Tulane University. 7. “College Official” means any person employed by the College to perform administrative or professional responsibilities. Academic Policies and Procedures 2013–2014 • 3 8. “Complainant” means any person who submits a charge alleging that a student violated the Code. 9. “Dean” means the Dean of the Newcomb-Tulane College. 10. “Honor Board” means those persons who may from time to time be asked to serve on an Honor Board panel. The Honor Board shall consist of approximately forty (40) students and twenty-five (25) faculty members from the Schools. It shall be the goal of the Dean of the College to select representation proportional to enrollment from the College and the Schools (as defined below) whenever possible. The size of the pool of members can be increased or decreased at the discretion of the Dean of the College. The Dean of the College shall have the right to remove any member of the Honor Board. 11. “Honor Board Hearing Panel” means any person or persons authorized by the Associate Dean to determine in a particular situation whether a student has violated the Code and to recommend sanctions that may be imposed when a rules violation has been committed. 12. “Instructor” means any person who conducts classroom or teaching activities for Tulane University, or who is otherwise considered by the university to be a member of its faculty. 13. “Member of the University Community” means any person who is a student, instructor, College Official, or any other person employed by Tulane University. A person’s status shall be determined by the Associate Dean of the College. 14. “Schools” means the Schools of Architecture, Business, Liberal Arts, Public Health, and Science and Engineering, and Continuing Studies. 15. “Student” means all persons enrolled at the College pursuing undergraduate degrees. Persons who withdraw after allegedly violating the Code or who have been notified of their acceptance for admission are considered “students.” ARTICLE II: CODE AUTHORITY 1. The Associate Dean shall determine the composition of Honor Board hearing panels and appellate panels, as well as which Honor Board panel and appellate panel shall be authorized to hear each matter. 2. The Associate Dean shall develop procedures for the conduct of Honor Board hearing panels and apellate panel hearings that are not inconsistent with provisions of the Code. 3. Decisions made by an Honor Board panel and/or Associate Dean shall be final, pending the normal appeal process. 4. Allegations of harassment shall be addressed under Tulane University’s harassment policy. 5. Student members of the Honor Board shall elect officers from their number on an annual basis, and shall work with the Associate Dean to provide training to Honor Board members. ARTICLE III: PROSCRIBED CONDUCT 1. Jurisdiction of the Code The Code shall apply to academic conduct of each student from the time of application for admission through the actual awarding of a degree, even though academic conduct may occur before classes begin or after classes end, as well as during the academic year and even if the academic conduct is not discovered until after a degree is awarded. The Code shall apply to a student’s academic conduct even if the student withdraws from school while a disciplinary matter is pending. 2. Violations of the Code Any student found to have committed or to have attempted to commit the following misconduct is subject to the disciplinary sanctions outlined in this Code. The following are defined as violations: i. Cheating -- Giving, receiving, or using, or attempting to give, receive, or use unauthorized assistance, information, or study aids in academic work, or preventing or attempting to prevent another from using authorized assistance, information, or study aids; consulting with any persons other than the course professor and teaching assistants regarding a take-home examination between the time the exam is distributed and the time it is submitted by the student for grading. Students should 4 • Academic Policies and Procedures 2013–2014 ii. iii. iv. v. vi. vii. viii. ix. x. xi. assume any exam is closed book; they may not consult books, notes, or any other reference material unless explicitly permitted to do so by the instructor of the course. Plagiarism -- Unacknowledged or falsely acknowledged presentation of another person’s ideas, expressions, or original research as one’s own work. Such an act often gives the reader the impression that the student has written or thought something that he or she has in fact borrowed from another. Any paraphrasing or quotation must be appropriately acknowledged. Plagiarism also includes the unacknowledged use of materials prepared by another person or agency engaged in the selling of term papers or other academic materials. Please consult Acknowledging Sources In Academic Work, a copy of which may be obtained in the Newcomb-Tulane College Dean’s Office or the Center for Academic Advising, for more information on documenting sources. Fabrication -- Submission of contrived or altered information in any academic exercise. False Information – Furnishing false information to any University official, instructor, or Tulane University office relating to any academic assignment or issue. Unauthorized collaboration -- Collaboration not explicitly allowed by the instructor to obtain credit for examinations or course assignments. Multiple submission -- Presentation of a paper or other work for credit in two distinct courses without prior approval by both instructors. Sabotage -- Destroying or damaging another student’s work, or otherwise preventing such work from receiving fair graded assessment. Unfair advantage -- Any behavior disallowed by an instructor that gives an advantage over other fellow students in an academic exercise. Facilitation of academic dishonesty -- Knowingly helping or attempting to help another student violate any provision of the code. Tampering with academic records -- Misrepresenting, tampering with, or attempting to tamper with any portion of a student’s academic record. Improper disclosure -- Failure of an honor board member or participant in an honor board hearing to maintain strict confidentiality concerning the identity of students accused of honor code violations. ARTICLE IV: RESPONSIBILITIES 1. Instructors All instructors shall foster an environment that encourages adherence to the principles of honesty and integrity. Each instructor shall give specific directions concerning the nature of examinations and assignments, stating, for example, when collaboration is permissible. Each instructor shall be familiar with the principles and procedures of the Code. He or she shall report all suspected violations so that, for example, repeat offenders can be detected. Each instructor shall also appear and testify when called upon by the honor board. 2. Students All students are expected to adhere to the principles of the Code. All academic work must be the result of the student’s own efforts, except when collaboration has been explicitly allowed. If a student is unsure how a particular assignment is affected by the Code, it is his or her responsibility to consult the instructor. This applies not only to the student’s own behavior but also to the behavior of others. ARTICLE V: REPORTING VIOLATIONS AND PREPARING FOR A HEARING 1. Reporting Suspected Violations Any member of the university community may file charges against a student for violations of the Code. A charge shall be prepared in writing and directed to the Associate Dean. Any charge should be submitted as soon as possible after the Complainant becomes aware of the relevant events or actions, preferably within five (5) working days of the alleged violation. Academic Policies and Procedures 2013–2014 • 5 2. Copy of the Charges If a violation of the Code is suspected, the Associate Dean will provide the accused student with a copy of the formal charge in writing: the nature and occasion of the alleged violation, the name of the complainant, copies of the documents pertinent to the allegation and a copy of the code within five (5) working days or as soon as practical. The Dean’s office sends this packet of material by U.S. Mail to the accused student’s local address as listed in Tulane’s Student Information System (off campus addresses) and delivers it to the Campus Post Office to be deposited in the accused student’s mailbox (on campus addresses). 3. Associate Dean’s Initial Review If alleged violation of the code has been reported, the Associate Dean shall review written the charge to confirm that the charge being made falls within the scope of this code and that all documents have been prepared according to its provisions. This review shall take place within two (2) working days of the Associate Dean’s receipt of the charge. If, in the considered opinion of the Associate Dean, the charge is improper and should not be taken to a hearing, that decision shall be communicated to the complainant, who retains the right to have the Associate Dean’s decision reviewed by the Dean of the Newcomb-Tulane College. 4. Accused Student’s Review If the charge is brought to a hearing, the accused student will be allowed five (5) working days to prepare his or her case; an extension to this period will be granted by the Associate Dean if necessary. 5. Administrative Disposition If the accused student (or students) in the case informs the Associate Dean that she or he plans to plead guilty, the accused student may waive the hearing and the penalty for violating the Code will be a grade of WF assigned by the Associate Dean with no honor board probation, The student must also sign a statement acknowledging the violation and the penalty, and in the case of a Code violation involving multiple students, the signed statement will become part of the record in the hearing for any of the other students that do not plead guilty. A student may elect this option only if he or she has no prior convictions and if the violation, in the opinion of the Associate Dean, would not be likely to result in suspension from Tulane if the student were to appear before a hearing panel. Administrative disposition of the case will appear in the student’s permanent record as a violation of the Code. 6. Witnesses The officer who will chair the hearing shall consult with the complainant and the accused student, if necessary, to ascertain what witnesses should be called in the hearing, to make sure that all concerned understand the workings of the Code. 7. Right to an Advisor The accused student has the right to be assisted by an advisor selected from a list of faculty who previously have served on the Honor Board. The Associate Dean will provide the accused student with a list of potential advisors. The advisor may not have an attorney-client relationship with the person advised. The accused student is responsible for presenting his or her own information, and therefore, an advisor is not permitted to speak or to participate directly in any Honor Board hearing. A student who selects an advisor should insure that the advisor’s schedule allows attendance at the scheduled date and time of the hearing because delays will not normally be allowed due to the scheduling conflicts of an advisor. ARTICLE VI: COMPOSITION AND JURISDICTION OF THE HONOR BOARD AND HEARING PANELS 1. Composition of the Honor Board The Honor Board is composed of persons selected by the procedure below who may from time to time be asked to serve on an Honor Board panel. The Honor Board shall consist of approximately forty (40) students and twenty-five (25) instructor members from the Schools. It shall be the goal of the Dean of the College to select representation proportional to enrollment from the College and the Schools whenever 6 • Academic Policies and Procedures 2013–2014 possible. The size of the pool of members can be increased or decreased at the discretion of the Dean of the College. The Dean of the College shall have the right to remove any member of the Honor Board. 2. Selecting New Members and Officers of the Honor Board a. Selection of Students i. New student members of the Honor Board shall be chosen as needed by the continuing members of the Honor Board; these students shall serve until graduation. Interruption of residency, or until resigning their positions. The board will strive to achieve approximate representation across student classes and schools. ii No student who has been convicted of a violation of the Code may serve on the honor board. b. Selection of Student Officers Six student members the board shall serve one-year terms as officers of the board. Selection of the officers will be made each spring by vote of the continuing members of the board. The officers of the honor board may convene the board to review procedures, conduct training and other official business. c. Selection of Instructor Members Instructor members of the board shall be chosen by their schools and will determine the number of members needed from each school on an annual basis. 3. Composition of Honor Board Hearing Panels Panels shall be constituted from five (5) members of the Honor Board – three students and two instructors whenever possible. One of the three students must be an officer of the board. If the accused student is in a school, one of the instructor members will be from that school, whenever possible. The panel shall hear cases and determine the guilt or lack of guilt of the accused student(s), and shall recommend appropriate penalties for implementation by the Dean or designate of the Dean 4. Honor Board Hearing Panel Procedure The Honor Board shall determine the rules of procedure for its hearing panels, subject to the approval of the Dean of the Newcomb-Tulane College. 5. Honor Board Hearing Panel Voting Rights Students and instructors are voting members of the Honor Board hearing panel and each member has one (1) vote. ARTICLE VII: HONOR BOARD HEARINGS 1. Purpose of Hearings The purpose of the hearing is to provide the student with an opportunity to be heard and to supply the Honor Board hearing panel with the relevant information necessary to reach a decision. It should be noted that a hearing is not a legal procedure and as such, formal rules of process, procedure, and/or technical rules of evidence, such as are applied in criminal or civil court, are not used in Code proceedings. Polygraph tests are not admissible as evidence. 2. Hearing Date The Honor Board will make every effort to process cases in a timely manner. An officer will convene a Honor Board hearing panel to review the charges brought against the student. Every effort will be made to convene that hearing within ten (10) working days after the accused student has been apprised of the charges. 3. End of the Semester Offenses If the offense is reported at the end of the semester, the hearing normally will be postponed until the start of the next semester. If the accused student requests a hearing at the end of a semester and an officer and a sufficient number of board members with appropriate representation from the student’s school are unavailable to hear a case, the Associate Dean may form an ad hoc panel composed of two instructor members (one from the student’s school) and three students. If the case must be heard by an ad hoc panel, Academic Policies and Procedures 2013–2014 • 7 it should be heard as soon as possible and no later than fourteen working days after the end of final exams when feasible. If more than one student is accused in the same case and at least one of the accused students desires to postpone the hearing, it shall be deferred until the beginning of the next semester, unless any of the accused students is expected to graduate before the hearing is to take place or will be on a study abroad program in the fall semester. 4. Failure to Appear If an accused student, having been notified, does not appear before an Honor Board hearing panel, the information in support of the charges shall be presented and the hearing shall proceed. 5. Testimony If a person is called before a Honor Board hearing panel, the person is obligated to be completely honest. It is every member of the university community’s duty to ensure that the principles of the Code are upheld and that the procedures are properly followed. 6. Procedures for Honor Board Hearing Panel a. Honor Board hearings shall be conducted in private. b. An officer of the board shall preside over each Honor Board hearing panel. He or she shall see that a recording is made of all testimony. The officer shall notify all participants of the date and time of the hearing within five (5) working days after the accused student has been notified, when feasible. The officer shall submit a written report of the hearing, accompanied by a recording of all testimony and a copy of all evidence presented, to the Dean of the Newcomb-Tulane College within two (2) working days after the hearing. c. There shall be a single verbatim record of all Honor Board testimony. Deliberations of an Honor Board panel shall not be recorded. The record shall be the property of the College. The record shall be retained by the College only until all appeals have been exhausted or a determination has otherwise become final, or such longer period as may be required by law, rule or regulation. d. The accused student has the right to be assisted by an advisor selected from a list of faculty who previously have served on the Honor Board. The Associate Dean will provide the accused student with a list of potential advisors. The advisor must be a member of the university community and may not have an attorney-client relationship with the person advised. The accused student is responsible for presenting his or her own information, and therefore, advisors are not permitted to speak or to participate directly in any Honor Board hearing. A student who selects an advisor should insure that the advisor’s schedule allows attendance at the scheduled date and time of the hearing because delays will not normally be allowed due to the scheduling conflicts of an advisor. e. Pertinent records, documents, and written statements may be accepted as information for consideration by an Honor Board hearing panel at the discretion of the chairperson. f. All procedural questions are subject to the final decision of the chairperson of the Honor Board hearing panel. Formal rules of process, procedure, and/or technical rules of evidence, such as are applied in criminal or civil court, are not used in Code proceedings. g. At the beginning of the hearing, the chairperson shall read the charges against the accused student. Normally the complainant will give testimony first, followed by supporting witnesses, followed by the accused student and supporting witnesses, and then by other witnesses, if any. Any of the preceding may be recalled for further testimony if clarification is necessary. The chairperson shall inform the accused student and any witnesses of the following before testimony begins: i. False testimony given in a hearing is a violation of the Code of Academic Conduct. ii. All testimony given in an honor board hearing is to be held in the strictest confidence. iii. All witnesses must be called to give substantive testimony rather than as character witnesses. h. The accused student may make a statement before the Honor Board, examine or dispute any evidence, make no statement, or decline to respond to any questions. i. The complainant, the accused student, and any witnesses will be brought before the hearing panel independently of one another to give testimony. If the complainant and/or accused student in the 8 • Academic Policies and Procedures 2013–2014 hearing cannot be present, written testimony will be accepted. j. After hearing all evidence and witnesses in the case, the panel will vote to determine the guilt or lack of guilt of the student based on whether it is more likely than not that the accused student violated the Code.; a majority is necessary for a finding of guilty. All members vote, and abstentions will be counted as votes of not guilty. No member of the panel will be allowed to vote unless he or she has been present to hear all the evidence in the case. k. If the accused student is judged l. If the accused student is found guilty of violating the Code, the Honor Board hearing panel will recommend sanctions to the Dean of Newcomb-Tulane College. 7. Sanctions Sanctions for violations of the Code are imposed on the basis of the infraction and any history of repeated violations by the student. In all cases of findings of guilt, the offense is noted permanently in the academic record of the student. The appropriate sanctions to be recommended by the Honor Board hearing panel to the Dean of Newcomb-Tulane College for a guilty verdict should include: a. Probation, signifying that a student is not in good standing for a specified length of time and a student cannot graduate while on probation. b. Lowering of a grade to zero, for an assignment or test; the honor board may stipulate that if a student chooses to withdraw from a course after receiving a grade sanction for an honor code violation, the student’s record will reflect a grade of “WF” for the course in which the sanction was assessed. c. A grade of “WF” in a course; d. Suspension from the University for a period of time; e. Expulsion from the university. f. Admission to or a degree awarded by the College or any School within Tulane University may be revoked for violation of the Code. g. More than one of the sanctions listed above may be imposed for any single violation. Students should be aware that infractions of the Code of Academic Conduct usually warrant a grade of a “WF” for the course and honor board probation of two semesters for a first offense. A conviction for a second offense warrants, and typically results in, expulsion from the university. In addition, the university reserves the right to withhold institutional support from a student’s application for graduate or professional school if violations of the Code are noted in the student’s academic record. 8. The Dean’s Review The Dean of the Newcomb-Tulane College or the Dean’s designate shall review all pertinent materials. If the Dean/designate disagrees with the recommended sanction, he or she must provide the panel with the reasons for disagreement. The Dean/designate, having reviewed all pertinent information, shall notify in writing the student, the instructor, and the chair of the hearing panel of his or her decision within three working days after receipt of the hearing panel’s report. ARTICLE VIII: DUTIES OF THE DEAN 1. Records a. The Dean of the College shall maintain a permanent record of all honor board convictions involving their students. The record shall include a copy of all evidence submitted to the hearing panel, the report of the chair of the hearing panel to the dean, and the dean’s final action. Copies of the latter two documents shall be maintained in separate, permanent records of the honor board. The tape recording of the hearing should be preserved only until all appeals have been exhausted or such longer period as may be required by law, rule or regulation. b. From the permanent record, the dean shall note in the college records any conviction and the sanction imposed. This information shall be available only to that student unless the student waives his or her right of exclusive access under the provisions of the Family Educational Rights and Privacy Act. Academic Policies and Procedures 2013–2014 • 9 c. Access to the tape recording and other information concerning a case during the process of adjudication shall be reserved for members of the hearing panel or, if necessary, the appeal committee. The right to borrow these materials or copies of them from the dean’s records shall be restricted to the honor board officer who chaired the hearing, the dean, and the honor board officer chairing the appeal committee. The original or one copy of all documents shall remain in the dean’s records at all times. ARTICLE IX: APPEALS 1. Appeal Process a. A student may appeal a decision of the Honor Board hearing panel or the Dean on one or both of the following grounds: procedural error, new evidence. i. Procedural error is defined as any violation of the procedures stated in this Code. ii. New evidence is defined as testimony or documentation not available at the time of the original hearing that is directly relevant to the charges heard during the hearing and which merits consideration in light of its potential effect upon the outcome. b. An accused student who wishes to request an appeal of a decision of the Honor Board hearing panel may do so by notifying in writing the Associate Dean within seven (7) working days after being notified of the Dean’s decision, except when the appeal is on the basis of new evidence, in which case more time may be granted by the Associate Dean. Students with new evidence may, with the permission of the Associate Dean, listen to a copy of the tape recording of the original hearing in the presence of an officer of the honor board. Access to the tape recording will not be provided to any other individual. c. The appeal document must be in writing and must provide evidence of substantial procedural error, excessive sanction, or new evidence. 2. Appellate Panel a. The Associate Dean of the Newcomb-Tulane College shall convene a panel of three members of the Honor Board to form an appellate panel to review the student’s request for appeal, including an officer of the board, who will serve as the chair, and one other student and one instructor member of the board where the students and instructor member can be from any school. b. No member who heard the original case may serve on the appellate panel. If this panel of three decides that an appeal should be granted, this panel will conduct the appeal hearing immediately. c. The appellate panel may uphold the original decision, alter the sanction, or set the decision aside and refer the case back to the Honor Board for a new hearing 3. Appellate Board Hearing Procedures a. An appellate hearing is not a retrial but rather a careful examination of points raised in a letter of appeal and is conducted in private. b. Persons other than the three-member appellate panel who may be present during an appellate hearing include: i. the accused student, who may state his or her reasons for appeal, ii. material witnesses, who may appear if the accused is presenting new evidence, and iii. the chair of the hearing panel that originally heard the case shall summarize the case as heard by the panel and address the grounds for the appeal. c. The complainant in the original case may not be present. d. All information presented or discussed at an appellate panel hearing shall be confidential. e. All members of the appellate panel present for the appellate hearing shall receive a copy of all pertinent information and a copy of the student’s document of appeal. f. The chair shall ensure a tape recording shall be made of all testimony and placed in the files of the Dean of the Newcomb-Tulane College. The record shall be the property of the College. The record shall be retained by the College only until all appeals have been exhausted or a determination has otherwise become final, or such longer period as may be required by law, rule or regulation. 10 • Academic Policies and Procedures 2013–2014 An accused student shall present his or her document of appeal and may call material witnesses if new evidence is submitted. h. The chair shall inform the accused student and any witnesses of the following before testimony begins. i. False testimony given in a hearing is a violation of the honor code. ii. All testimony given in a hearing is to be held in the strictest confidence. iii. All witnesses must be called to give substantive testimony rather than as character witnesses. i. Pertinent records, documents, and written statements may be accepted as information for consideration by an appellate panel at the discretion of the chairperson. j. All procedural questions are subject to the final decision of the chairperson of the appellate panel. Formal rules of process, procedure, and/or technical rules of evidence, such as are applied in criminal or civil court, are not used in Code proceedings. k. The appellate panel shall deliberate in private and decisions of the appellate panel shall be by majority vote. 4. Appellate Decision The appellate panel may uphold the hearing panel’s decision, alter the sanction, or set the decision aside and return the case to the Honor Board for a new hearing. This decision shall be communicated in writing to the Dean of the Newcomb-Tulane College and the presiding officer of the Honor Board hearing panel that originally heard the case within one (1) working day. The Dean or designate shall inform the student of the decision within (3) working days of receipt of notification by the chair. If the decision is made to uphold the original decision and sanction, the matter shall be considered final and binding upon all involved. 5. Records All printed material distributed during the appellate hearing shall be collected by the chair who shall deposit one copy of the printed materials and tape recording in the files of the Dean. A copy of the report of the appellate panel and the action of the Dean shall be included in the records of the Honor Board. 6. Attending Classes During the Appellate Processes Students may continue to attend classes during the appeal process. In the most serious cases, involving expulsion from the University, if the original verdict is upheld under appeal, then no academic credit can be earned for the semester in which the student was notified by the Dean of the expulsion, nor for any further semester into which the appeal process might continue. If the decision to expel the student is upheld, he or she will be eligible for a tuition refund only for the semester(s) during which the appeal was ongoing. 7. Students Exonerated Students exonerated as the result of the appeal process would have the original Honor Code verdict removed from his or her college record and any institutional financial aid that had been withdrawn as a result of the conviction retroactively reinstated. AMENDMENTS AND REVISIONS These regulations may be amended or revised with the approval of the Undergraduate Student Government Association and the faculty of Newcomb-Tulane College. ACKNOWLEDGING SOURCES IN ACADEMIC WORK Overview1 The Code of Academic Conduct of Newcomb-Tulane College defines plagiarism as unacknowledged or falsely acknowledged presentation of another person’s ideas, expressions, or original research as one’s own work. Such use is defined as plagiarism regardless of the intent of the student. Students may, at times, be unsure of exactly what constitutes appropriate acknowledgement, particularly during their fi rst years at the University, or when taking courses in disciplines outside of their major area of Academic Policies and Procedures 2013–2014 • 11 g. study. The purpose of this document is to offer several principles and rules that students should use to determine when and how to cite sources for their work. Principles to Follow When Citing Sources Two basic principles should be followed when composing an original product: (1) when giving facts, figures, dates or other information which are not general knowledge among educated people, refer to the source of the information either in the text itself or by means of a footnote; and, (2) when composing material that is to be submitted as your own work, clearly acknowledge any condensation or paraphrase of another’s ideas or arguments. Information and ideas may come from several sources; it is in the act of putting those ideas and facts together in new ways, or interpreting or analyzing them differently, that an original work is produced. Specific Rules for Citing Sources2 Several rules regarding citation of sources follow from the two principles above. 1. Cite sources for all direct quotations. There are no exceptions to this rule. All direct quotations must be clearly attributed to the original source. 2. Cite sources from which you paraphrase or summarize facts or ideas. This rule helps to avoid a common form of plagiarism: not only paraphrasing an unacknowledged source’s idea(s), but also literally adopting (“lifting”) certain specific phrases or stylistic expressions without placing quotation marks around them and explicitly acknowledging their source. When paraphrasing a source in your work, organize your summary or paraphrase in your own distinctive manner; make it a natural part of your own argument and use your own words and sentences. Most importantly, properly credit the source of each summary or paraphrase. Newcomb-Tulane College, Office of the Dean, 865-5720 Reviewed September 2013 CLASS ABSENCES RELATED TO UNIVERSITY SPONSORED EVENTS It is the policy of Tulane University to take all reasonable steps to minimize the number of classes that students miss as a result of representing the University at University-sponsored events or activities. The responsibility for complying with this policy falls on the persons scheduling these events or activities and on students who wish to take courses that conflict with these events or activities. To this end, it is the responsibility of the faculty members to make clear their absence rules as they relate to University-sponsored events or activities. The following are recommended guidelines to implement this policy: 1. Persons responsible for scheduling such events or activities shall attempt to schedule them so that such events or activities interfere with the fewest possible number of classes. 2. Any student who is aware at the commencement of the semester that he or she will miss classes in a particular course that he or she wishes to take, because of representing the University at University sponsored events or activities, shall discuss this situation with the course instructor no later than the end of the first week of classes. Special attention should be paid to the timing of examinations and critical assignments. If the expected absences would exceed the instructor’s articulated limit on absences, the student must obtain the instructor’s permission to enroll or remain in the class. The number of excused absences that an instructor may permit is within the absolute control of the instructor. If the student is granted permission to enroll in the course, the student is, of course, responsible for making up all work and assignments he or she misses. The student and the instructor should come to a full understanding as to what this will entail. Failure by the student to discuss these expected absences with the instructor shall result in such absences being treated as an absence other than because of representing the University in a University-sponsored 12 • Academic Policies and Procedures 2013–2014 event or activity. 3. If unanticipated absences due to representing the University at a University-sponsored event or activity arise during the semester, students must inform the instructor of such absence in advance of the event. Failure to do so shall result in such absences being treated as an absence other than because of representing the University in a University-sponsored event or activity. 4. If an instructor chooses to impose a penalty for failure to attend a certain number of classes (whether that penalty is the imposition of a failing grade or a reduction of the final grade) and/or is not willing to reschedule examinations or critical assignments missed as a result of an absence due to representing the University at a University-sponsored event or activity during the semester, the instructor must announce this policy during the first week of classes and give students a written notice of the policy in the course syllabus or in some other fashion during the first week of classes. Failure to do so will preclude the instructor from imposing a penalty or from refusing to reschedule an examination or critical assignment resulting from an absence due to representing the University at a University-sponsored event or activity during the semester. Office of the Registrar, 865-5231 Reviewed September 2013 GRIEVANCE PROCEDURE The following grievance procedure for dealing with student complaints was proposed by the Senate Committee on Academic Freedom and Responsibility of Students and approved by the University Senate on November 3, 1980 and revised by the appropriate Senate Committees between 1982 and 1989. These procedures do not apply to cases under the Honor Code or the student Conduct Code. 1. Within one month of receiving the grade or other cause of complaint, the student should make an informal attempt to resolve the grievance by approaching the teacher or other academic supervisor. (If the teacher or supervisor cannot be reached due to summer vacation or other circumstances, contact should be made as soon as possible or within two weeks of the beginning of the following semester.) 2. If the student and teacher cannot arrive at a mutually satisfactory solution within seven days, the grievance should be referred immediately by the student to the department chairperson for resolution, or to the Dean (if a division has no departments). 3. If the complaint cannot be resolved by informal mediation within seven days of its referral to the department Chairperson, the Chairperson should invite both the student and the teacher to submit written statements of their opinions concerning the grievance to a departmental academic grievance committee. (Each department will set up a grievance committee together with guidelines for its procedures and authority. A copy of the guidelines will be sent to the Senate committee to be kept on file.) The committee should render a decision in the matter within ten days of receiving the written statements. The committee records should contain not only the decision but also an explanation of the grounds upon which the decision was reached. 4. One copy of the committee report should be sent to the Dean of the school (of the student involved). If either the student or the teacher involved is dissatisfied with the committee decision, he or she may appeal to the Dean within three days of receiving the decision. The Dean may uphold, reverse, or return for further consideration, the committee’s finding. The Dean’s decision should be made within five days and communicated in writing to all principals in the case. In the event that the Dean return the case to the department for reconsideration, all procedures and appellate avenues described in sections 3 and 4 of this document are again operative. The Dean ultimately must uphold or reverse a departmental decision based Academic Policies and Procedures 2013–2014 • 13 on reconsideration of its earlier finding. 5. If the student is dissatisfied with the Dean’s ruling, the student may file a written appeal with the Senate Committee on Academic Freedom and Responsibility of Students within five days of receiving the Dean’ decision. Based on the petition and the reports from the departmental grievance committee and the Dean, the Senate committee will decide whether or not to hear the appeal. If the committee decides that there are not sufficient grounds for a review of the grievance committee’s and Dean’s decisions, the Chair of the committee will notify the student by letter, with copies to the principals involved in the case and to the Provost. If the committee decides that there are sufficient grounds for a review of the grievance committee’s and Dean’s decisions, it will interview both the student and teacher. A quorum of three committee members, at least one of whom must be a representative of the administration, one of whom must be a faculty member, and one of whom must be a student, is necessary for all committee hearings. 6. If the committee interviews both the student and the teacher (or other principals involved) at a hearing, then the Chair will send the results of the committee’s findings in the form of a letter of recommendation to the President of the University, with copies to the student and other principals involved, and to the Provost. 7. If, in accordance with faculty rights as specified in the Faculty Handbook and in the Constitution and Bylaws of the University Senate and the various divisions, the teacher believes that his or her academic freedom or academic responsibilities have been affected by the Dean’s ruling, the teacher may appeal to the appropriate committee of peers at the divisional level (ordinarily the faculty grievance committee of the college or division). The teacher’s appeal must be made within ten days of the action provoking the appeal. If the teacher is dissatisfied with the committee of peers’ decision regarding his or her academic freedom or responsibilities, the teacher may appeal to the Senate Committee on Faculty Tenure, Freedom, and Responsibility. That appeal also must be made within ten days of the action provoking it. No grade may be changed until the teacher’s appeal process has been completed. 8. If the student is dissatisfied with any decision made in the appellate process described in item 7, the student may appeal to the Senate Committee on Academic Freedom and Responsibility of Students. All procedures described in items 5 and 6 above apply to the student’s appeal in this instance. 9. In cases of conflict regarding the decisions of the divisional peer committee and the Senate Committee on Academic Freedom and Responsibility of Students, the matter shall be referred to the Senate Committee on Faculty Tenure, Freedom, and Responsibility. In cases of conflict regarding the decisions of the Senate Committee on Faculty Tenure, Freedom, and Responsibility and either of the other committees stemming from the deliberations described in item #7 above or this item, the committees at odds shall meet jointly to discuss the issue. The ultimate findings of the two committees shall be forwarded to the president of the University within ten days. Newcomb-Tulane College, Office of the Dean, 865-5720 Reviewed September 2013 ￼￼ INTELLECTUAL PROPERTY POLICIES AND PROCEDURES Intellectual property comprises the legal vehicles that make possible the ownership and control of some of the fruits of human creativity, providing an incentive both to be creative and to make such fruits public. As a result of recent changes in the laws governing intellectual property and in the conditions governing federal grants and contracts, and of increased cooperation in research and development between universities and business, the volume of intellectual property being created in universities has increased significantly. Tulane University is dealing with the growing complexity of issues related to ownership, control and use of such property through its intellectual property policies and procedures. These can be found in full detail 14 • Academic Policies and Procedures 2013–2014 on the Tulane website at tulane.edu/ott/upload/INTELLECTUAL-PROPERTY-POLICY-AND-PROCEDURES-as-of-07192010.pdf. Office of Technology Transfer and Intellectual Property Development, 988-6962 Revised July 2011 Reviewed October 2013 LIBRARY CODE OF CONDUCT The Howard-Tilton Memorial Library is the main library of Tulane University. The library is a place for learning and scholarly reflection. The library staff and administration strive to provide such a place for our users. To this end, library users are asked to follow the Library Code of Conduct. Please refer to the library web site for more information concerning this code. We expect our library users to: • Follow all library policies and procedures including the food and drink, cell phone and computer use policies. • Exit the building when prompted by announcements either at closing or during fire alarms. • Engage with library staff in a respectful and courteous manner. • Treat other library users with respect. Avoid loud conversations, disruptive behavior, and use of the library for non-academic or non-research purposes. • Respect the rights of other users to access library materials. Deliberate misplacement of library materials, or the deliberate postponement of returning library materials, is prohibited. • Care for library books and other materials properly. Library materials should not be written on or defaced in any way. Users are responsible for the care of items checked out to them. • Care for library equipment, furniture, and facilities. Leave library furniture in its place. • Never leave personal items or library laptops unattended. The library is not responsible for lost or stolen personal items. • Wear shoes and clothing while in the library. • Refrain from wearing and/or using skates, skateboards, bicycles, etc. in the building. • Leave pets at home. Exception: service animals are permissible. • Refrain from soliciting for any reason while on the premises. • Never enter areas designated “staff only” without an appointment. • Refrain from sleeping in the library. The library also expects library users to follow all university rules and regulations as well as local, state, and federal laws: • Smoking in the building is prohibited. • Use, possession or storage of weapons of any kind is prohibited. • Use, possession or distribution of any controlled substance, alcoholic beverages, or illegal drugs is prohibited. • Lewd or obscene conduct, or sexual misconduct, is prohibited. Consequences: • The library will call Tulane University Police Department if a library user does not follow the code of conduct. • The library will contact the Dean of Students if the library user is a student and is in violation of the Code of Student Conduct. Academic Policies and Procedures 2013–2014 • 15 • The library will bill the library user for lost, missing, mutilated, defaced items, including a processing fee. • The library will remove from the building violators of the Code of Conduct and/or library privileges. Howard-Tilton Memorial Library, Office of the Dean, 865-5131 Reviewed September 2013 STUDENT MILITARY LEAVE POLICY Tulane University supports its students who are members of a military reserve unit or the National Guard and are called into active military service by the United States. To assist them as well as protect and safeguard their status as Tulane students, the University has adopted the following guidelines: Withdrawal from the University: 1. A student in good standing should immediately file a request for a leave of absence/withdrawal with the dean of the appropriate school or college in which the student is enrolled along with a copy of the military orders. 2. If granted, the leave of absence generally will be granted for one year. However, the deans of the appropriate college are encouraged to grant any request to extend the leave of absence should military service require more than one year. To facilitate the return process, the Dean’s Office will notify the Registrar so the student’s record will be flagged as a leave of absence for military service. 3. The student will receive a full refund of tuition and fees paid to Tulane University if the request for a leave of absence/withdrawal for military service is filed prior to the last day to drop classes. 4. The student will have a choice of three options if the request for a leave of absence/withdrawal is received after the last day to drop classes: A. A full refund of tuition and fees, no credit awarded for work completed during the semester B. An Incomplete grade in all courses with the right to complete all coursework at a future date without further payment of tuition or fees and a designation that the incomplete was incurred due to active military service. C. A grade in each courses, if the professor of each class believes sufficient work has been completed. D. Options B) & C) may be combined should circumstances warrant. 5. The student will receive prorated refunds for their housing and meal-plans, if applicable, based on taking the percentage of days registered at the University over the total number of days in the semester (i.e., beginning with the first day of class and ending on the last day of finals). 6. Student benefits (Student Health Center, Reily Center, etc.) will be terminated on the date of withdrawal. For a refund of a pro-rata portion of any premium paid for health insurance coverage, the student is required to provide a written request for a refund to the insurance carrier as provided in the certificate of coverage. Please contact the Student Health Center for information. 7. All applicable financial aid awards will be refunded to the appropriate agencies, and repayments of federal student loans will be calculated in accordance with federal guidelines. 8. While the University will make every effort to accommodate students returning from active duty, placement in certain honors programs at the University cannot be guaranteed. 9. Students will be required to return university property, such as keys to residence halls, university computer equipment, library books, etc. in order to receive a refund or re- enroll. Re-enrollment: 1. A student shall be guaranteed a place in a class at the beginning of the semester in which they seek to re-enroll. 2. The Department of Housing & Residence Life will assist the student in acquiring on-campus housing if the student so desires. 3. If a student elected to take an incomplete in a course, the student upon re-enrollment should complete 16 • Academic Policies and Procedures 2013–2014 the courses within the first six weeks. If the course is no longer offered or if the faculty member is no longer with the University, the returning student will receive a full tuition credit for a replacement course. A policy cannot address every circumstance that may arise when students are called to active duty. A student should consult with the dean of the appropriate school. Appeals of a decision by a dean may be made to the Senior Vice President for Academic Affairs and Provost or Senior Vice President for Health Sciences. Office of the Registrar, 865-5231 Reviewed September 2013 Academic Policies and Procedures 2013â€“2014 â€˘ 17 18 • Academic Policies and Procedures 2013–2014 Alcohol and Other Drugs Policies & Procedures TULANE ALCOHOL BEVERAGE POLICY PREAMBLE All students, faculty and staff at Tulane share in the responsibility for creating and maintaining a healthy and productive environment for work and study. When a member of the Tulane community does not use alcohol responsibility that decision adversely affects the University community because it impedes the ability of the University to provide an environment that is conducive to excellence in teaching, research and learning. The University’s comprehensive approach to addressing alcohol abuse emphasizes: 1. Taking effective steps to create and maintain a productive workplace and educational environment for students, faculty and staff. 2. Providing prevention education, responsible use education and counseling services on and off campus as appropriate. 3. Encouraging Tulane community members who suffer from alcohol related effects to seek voluntary and confidential assessment, counseling and/or treatment without fear of reprisal. All members of the university community shall adhere to all applicable state and local laws, and Tulane University regulations regarding the sale, possession and consumption of alcoholic beverages. SUMMARY OF CERTAIN STATE LAWS The following is a summary of certain Louisiana laws regarding the purchase, possession and use of alcoholic beverages: • It is unlawful to falsify a driver’s license or other identification document in order to obtain or attempt to obtain any alcoholic beverages, or to permit someone else to use one’s driver’s license or other identification document to obtain or attempt to obtain any alcoholic beverages. • It is unlawful for any person under 21 to purchase or publicly possess any alcoholic beverages. Public possession means possession of any alcoholic beverage on any ”street or highway or in any public place or any place open to the public, including a club which is de facto open to the public.” • It is unlawful for any person, other than a parent, spouse, or legal guardian, to purchase on behalf of a person under 21 any alcoholic beverages. • It is unlawful to sell any alcoholic beverages to any person under 21. UNIVERSITY POLICIES General In addition to Louisiana law, Tulane’s policies regarding the possession and use of alcohol are: 1. No one may serve alcoholic beverages on Tulane University property or within University facilities without proper written permission. The appropriate administrator (university president, vice presidents, deans, directors, or department heads) may grant permission to those persons, groups of persons or organizations within their areas of responsibility. 2. No one may consume alcoholic beverages in uncontrolled areas such as streets and sidewalks. Alcohol and Other Drugs Policies and Procedures 2013–2014 • 19 3. Service of alcoholic beverages shall be limited to those over the age of 21, and pursuant to University procedure, University trained personnel will monitor access to alcoholic beverage service areas by those under age 21. 4. Alcohol manufacturers, distributors or drinking establishments may not advertise in or on university property, including but not limited to residence halls, recreation centers, kiosks or academic buildings. Similarly, university organizations shall not promote alcoholic beverage manufacturers, distributors or drinking establishments other than to announce a university event location. 5. Faculty and staff are also subject to the alcohol and other drug policies contained in their respective handbooks and should familiarize themselves with those policies. On-Campus Events The following rules apply to all members of the university community hosting or sponsoring an event on campus, or at university-recognized functions, at which alcoholic beverages will be served. 1. Timing and location of all events where alcohol is present must be sensitive to the academic mission and needs of the University community. Beginning with the last day of classes and continuing through the close of the final examination period, there may be no student-sponsored events where alcohol is present. 2. With the exception of official, private functions approved by the senior administrator responsible for the area hosting the event, vendors holding a state-issued Alcohol Beverage License are the only parties allowed to serve alcoholic beverages on campus. Both the host of the event and the sponsoring organization are responsible for compliance with this policy and with all applicable state and local laws. The following guidelines concern the serving and consumption of alcoholic beverages during a properly registered event: • Servers of alcohol shall not consume alcoholic beverages before or during the event. • Service shall not be provided to any individual without clear evidence of legal age. • There must be a system in place to ensure that no one who is under 21 years of age is served any alcoholic beverages. Such systems may include, but are not limited to: A. checking of government-issued picture identification at the entrance (acceptable identification includes a valid driver’s license with photo, a government-issued photo identity card issued to non-drivers, or a passport); University identification cards are not sufficient proof of age B. use of a wrist band or ink stamp to mark the hands of all persons determined to be of legal drinking age • Except for registered BYOB events, alcoholic beverages may not be brought into events where alcohol is being served. 3. Servers and hosts should assure that alcohol use at the event is responsible and safe by observing the following guidelines at a minimum: • The sponsor of an event must maintain a statement of persons and/or groups for whom the event is intended. • Obviously intoxicated persons are not to be served alcoholic beverages. • Both the host of the event and the sponsoring organization are required to provide, in sufficient quantity throughout the event, food and one or more nonalcoholic beverages, e.g. soda, water, juice, or coffee. If alcoholic beverages are being sold, the nonalcoholic beverage(s) should be available at a reasonable price. • The University prohibits drinking games or any activity which encourages or contributes to alcohol overindulgence or abuse. • The University prohibits alcoholic beverages over 100 proof. • The University prohibits the serving of alcohol in vats or punch bowls, or as a prize or free award 4. Both the host of the event and the sponsoring organization must ensure that all event promotion is responsible and appropriate. Event advertising (e.g., flyers, banners, invitations, T-shirts, signs, etc.) must not overtly or covertly state or imply an invitation to participate in excessive drinking. 5. Hosting or sponsoring organizations must register their events with appropriate authorities as described below: 20 • Alcohol and Other Drugs Policies and Procedures 2013–2014 • All hosts or sponsoring organizations must take steps to assure the safety of attendees, including the provision of adequate security, following guidelines and payment schedules issued by and available from the university’s Department of Public Safety. Both the host of the event and the sponsoring organization must abide by all capacity restrictions as established by the State Fire Marshal. • All students or student organizations planning an event where alcohol will be present must register the event by completing a an Event Registration Form (available at http://studentprograms.tulane.edu or the Office of Student Programs) and submitting it to the Office of Student Programs at least three weeks prior to the event. All other organizations should register such events with their appropriate administrator at least 5 working days prior to the event. Events at Greek houses must be registered with the Office of Fraternity and Sorority Programs. Any students responsible for an event must be present at the event and must have attended a Responsible Host Seminar. On-Campus Residences In addition to the above rules governing on-campus events, the following policies apply to residence halls and on-campus apartments: 1. Anyone under the age of 21 may not possess or consume alcoholic beverages anywhere on campus at any time, including in residence hall rooms or apartments. 2. Students of any age and their guests may not possess open containers of alcohol or consume alcoholic beverages in public areas (such as lobbies, hallways, stairwells, balconies, walkways, patios/picnic areas, lounges or other public areas). 3. Students of any age may not possess kegs, party balls, or other large quantities of alcohol in any residence hall room/apartment. 4. Students under the age of 21 may not possess alcoholic beverage containers (whether full or empty) in residence hall rooms or apartments. 5. The University forbids the purchase, sale, and delivery of alcoholic beverages in and around on-campus housing. 6. Students may not brew alcoholic beverages in the residence halls. This rule includes in the privacy of their rooms, in or around residential areas, and in public areas (such as lobbies, hallways, stairwells, balconies, walkways, patios/picnic areas, lounges or the areas immediately surrounding the residence halls). Off-Campus Events This portion of the policy applies to events that divisions, departments, and other recognized university organizations sponsor or host outside the university’s campus. Nothing in this policy is intended to prevent a university organization from holding an off-campus event at an establishment that serves alcohol, as long as the consumption of alcohol is not mentioned. All divisions, departments, and other recognized university organizations that sponsor events that sponsor events with alcoholic must follow all state and local laws, as well as the university policies set forth above. As all events associated with the university contribute to its reputation and public standing, it is the university’s expectation and requirement that decorum and good judgment will be maintained at all events. University divisions, other recognized organizations, faculty, and staff planning to host events off-campus at which students under the age of 21 will be present: • are expected to adhere to the same policies as for on-campus events set forth in this policy to assure the safety, security and legality of the event • must submit a description of the proposed event to the senior administrator with responsibility over the area hosting the event University divisions and other recognized organizations hosting events off-campus at which no students will be present are strongly encouraged to review the same policies and guidelines, bearing in mind the need for responsible event planning and hosting. The University requires that all Greek organizations must also adhere to the Tulane Neighborhood Relations Alcohol and Other Drugs Policies and Procedures 2013–2014 • 21 Standards, their respective national Greek standards and the lnterfraternity or Panhellenic Council regulations. Policy Violations and Enforcement Faculty and staff members who violate this policy shall be referred to the appropriate dean, director, or department head. Students and student organizations shall be referred to the Vice President for Student Affairs, or his designated representative. The university president and his designees are the ultimate authority responsible for enforcing this policy; however, all employees and students are responsible for adhering to these policies. Entertainment Expenses • University policy prohibits reimbursement of expenses incurred for the personal use of alcoholic beverages, as well as for meals, entertainment and bar bills of personal guests. • Generally, expenses for purchase of alcohol are not reimbursable in connection with meetings or meals where only university employees are present and conducting university business. University officers, Deans and Associate Deans may authorize reimbursement in exceptional circumstances, provided that the business purpose of the meeting is clearly documented. Such approval can take the form of a signature on the reimbursement request. Alcohol expenses may be reimbursed in connection with authorized entertainment and meeting activities where non-employees are present if the nature of these activities is properly documented. Again, reviewers will consider the overall reasonableness of entertainment expenses based on per head calculations. • Entertainment includes any activity considered to provide amusement or recreation and may include meals and refreshments provided to existing or potential customers, vendors, contractors, existing or potential donors, individuals providing academic consultation and services, as well as in the recruitment of faculty and staff. Such costs must be reasonable, ordinary and necessary. “Ordinary” means that such costs are common and accepted in a field of business, and “necessary” means that such activities are helpful (though not indispensable) for the conduct of business. Office of Student Conduct, 865-5516 Reviewed July 2013 ALCOHOL POLICY AND GUIDELINES FOR ON-CAMPUS OUTDOOR EVENTS Sponsoring departments and student organizations are responsible for compliance with the university alcohol policy, state laws and local ordinances at any event where alcohol is used, served, or sold on university property. Sponsoring entities should take the following steps to ensure compliance and a safe, responsible event: 1. Registering the Event • All students or student organizations planning an event where alcohol will be present must register the event by completing and submitting an Event with Alcohol Registration Form to the Office of Student Programs (available at http://studentprograms.tulane.edu or the Office of Student Programs). Registration forms must be submitted at least 3 weeks before the event. • Event budgets must be included at the time of submission. If alcohol is provided free of charge, the overall cost of food and entertainment will be considered to determine the quantity of alcohol that will be approved for the event. Approval is at the discretion of the Office of Student Programs. • All Greek Organizations must register events with the Office of Fraternity and Sorority Programs. 2. Alcohol Licenses or Permits The state of Louisiana requires a proper license or permit for any function where alcohol is sold. Further information concerning state alcohol permits can be found at www.atc.rev.state.la.us. Vendors holding a 22 • Alcohol and Other Drugs Policies and Procedures 2013–2014 state-issued Alcohol Beverage License are the only parties allowed to serve alcoholic beverages at events held outdoors on university property. 3. Identifying Students of Legal Age The vendor serving alcohol at the event is responsible for identifying those individuals at the event who can legally consume alcohol. The checking of government-issued identification will occur adjacent to the point of service, where wrist banding will take place. Banding and service shall not be provided to any individual without clear evidence of legal age. The use of a falsely obtained wristband is subject to sanctions under the Student Code of Conduct. 4. Alcohol Servers and Service • Beer and wine are the only alcoholic beverages approved to be served at events on a university quad. Only one drink will be served to an individual at a time. Alcoholic drinks must be served in 12 ounce (beer) or 6 ounce (wine) containers distinct from those in which non-alcoholic drinks are served. Kegs managed by third-party vendors are permissible. The University prohibits alcoholic beverages over 100 proof or the serving of alcohol in vats or punch bowls. • The recommended Alcohol Consumption Formula is: One serving of alcohol per person per hour, for each guest of legal age. One serving of alcohol is measured as follows: - Beer: Twelve ounces in volume - Wine: Five ounces in volume • Servers of alcohol shall not consume alcoholic beverages before or during the event. At social functions where alcoholic beverages are served, direct access should be limited to a person(s) designated as the server(s), by a licensed vendor or the social host. • Secondary serving is prohibited. Individuals of legal age may not provide alcohol to minors. If it is found that secondary serving occurred, all parties involved will be fined $200 each, required to attend BASICS and will be referred to the Office of Student Conduct for additional sanctions. • The university reserves the right to refuse to serve anyone who appears to be in danger of overconsumption. Intoxicated persons are not to be served alcoholic beverages or permitted to possess alcoholic beverages. • Alcoholic beverages must be consumed only within designated areas on campus. No alcoholic beverages may be brought into an event when alcoholic beverages are being served or sold by event organizers. The only alcoholic beverages that may be possessed or consumed at the function are those beverages sold or served at the event location. Under no circumstances may any alcoholic beverage be permitted to leave the approved area of the event. • Service of alcohol will end 30 minutes before the end time of the event. For events that are scheduled for 4 hours or longer, service will end 60 minutes before the end of the event. • No alcoholic beverage may be purchased through undergraduate student organization funds, nor may the purchase of alcohol for members or guests be undertaken or coordinated by any member in the name of, or on behalf of, the undergraduate student organization. • No department or student organization may enter into an agreement to co-sponsor an event with an alcohol distributor, bar or charitable organization where alcohol is given away, sold, or otherwise provided to those present. 5. Alternatives to Alcohol Beverages and Food • Hosts must provide one or more nonalcoholic beverages e.g. soft drink, water, juice, or coffee in sufficient quantity throughout the event. The alternative beverage(s) should be available at a price equal to or less than the price of the alcohol being provided. • Non-alcoholic beverages must be available at the same place as the alcoholic beverages and featured as prominently as the alcoholic beverages. • Food must be in sufficient quantity throughout the event for the number of guests invited or expected. Alcohol and Other Drugs Policies and Procedures 2013–2014 • 23 • Substantial food choices are required. Please refer to the Event Registration and Approval Process Document for recommendation of substantial food choices. Chips and other salty snack foods are not considered adequate offerings to balance the service of alcohol. 6. Security All event registrations must include a detailed plan for security. Large events, defined as attendance greater than 200, will also require consultation with the Assistant Dean for Student Programs and TUPD to determine appropriate police staffing levels. All events require security, whether university or private duty, to enforce state law and the University Alcohol Policy. Security includes: (1) preventing unauthorized persons from going behind the bar or causing a disturbance at the event, (2) ensuring that unauthorized alcohol is not brought into or removed from the event, and (3) ensuring that visibly intoxicated persons are not admitted or allowed to remain at the event. If the vendor or host of the event encounters difficulty enforcing the Alcohol Policy, he or she should request assistance from TUPD. 7. Cost to attend The cost of admission to an event may not include or cover the cost of alcoholic beverages. The price of alcoholic beverages sold at an event will be offered at a minimum price of $2.00 per standard drink serving. 8. Promotional Guidelines: All announcement(s) or advertisement(s), including but not limited to flyer(s), notice(s), poster(s), banner(s), tee-shirt(s) newspaper or radio announcement(s), pertaining to the event shall NOT: • Make reference to the amount of alcoholic beverages available, for example, the number of kegs of beer or open bar. • Encourage any form of alcohol abuse nor place emphasis on quantity of alcohol. Wellness Services, 247-1538 Revised September 2011 Reviewed August 2013 TULANE UNIVERSITY DRUG FREE ENVIRONMENT STATEMENT In accordance with the Drug-Free Schools and Communities Act and the Education Department General Administration Regulations (EDGAR Part 86 – Drug and Alcohol Abuse Prevention), Tulane University is required to distribute the following information to students and employees on an annual basis: • Standards of conduct that clearly prohibit, at a minimum, the unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees; • A description of the applicable legal sanctions under federal, state, or local law for the unlawful possession or distribution of illicit drugs and alcohol; • A description of the health risks associated with the use of illicit drugs and the abuse of alcohol; • A list of drug and alcohol programs (counseling, treatment, rehabilitation, and re-entry) that are available to employees and students; and • A clear statement of the disciplinary sanctions students and employees may face for violations of standards of conduct relating to drugs and alcohol. This information is set forth below. 1. STANDARDS OF CONDUCT FOR STUDENTS AND EMPLOYEES Students and employees of Tulane University are prohibited from the unlawful possession, use, or distribution 24 • Alcohol and Other Drugs Policies and Procedures 2013–2014 of illegal drugs or alcohol on Tulane property or as part of University-sponsored activities. The abuse of alcohol and other drugs by students and employees can result in serious damage to both their physical and mental health as well as endanger the safety of others. In addition, the University expects its citizens to comply with University policies and with applicable city, state, and federal laws. The following specific policies apply to students and employees. Students: Students are expected to comply with Tulane’s alcohol and drug policies, which can be found here: http://tulane.edu/studentaffairs/upload/AlcoholOtherDrugs-2.pdf. Among other provisions, this policy provides that students are expected to comply with State and other laws regarding the use of alcoholic beverages, including those prohibiting the purchase, sale, and consumption of alcoholic beverages by individuals under the age of 21. In addition, this policy provides that alcohol may not be served on Tulane University property or within University facilities without proper permission, alcoholic beverages may only be consumed in designated areas on campus, and service of alcoholic beverages shall be limited to those over the age of 21. The policy provides that students of Tulane University are prohibited from the unlawful possession, use, or distribution of illegal drugs or alcohol on Tulane property or as part of University-sponsored activities. Students can be charged with violations of the Student Code of Conduct for the following drug and alcohol-related conduct: (1) Unauthorized use and/or possession of any controlled substance or illegal drug; (2) Distribution or possession for the purpose of distribution of any controlled substance or illegal drug; (3) Use, possession or distribution of alcoholic beverages in violation of the Tulane Alcohol Beverage Policy; and (4) Disorderly or disruptive conduct while under the influence of alcohol. Employees: According to the provisions of the Drug-Free Workplace Act of 1988, and the Drug-Free Schools and Communities Act amendments of 1989, University employees are generally prohibited from the unlawful manufacture, distribution, sale, possession or use of controlled substances in the workplace. In addition, University employees may not report to work under the influence of alcohol or other illegal drugs. Additional information on the Alcohol and Drug Policy related to employees is called the Alcohol and Other Drug Policy and can be found in the Staff Handbook: http://tulane.edu/wfmo/employee-support/upload/Staff-Handbook-Revised-August-2013-2.pdf. Employees who violate these policies shall be referred to the appropriate dean, director, or department head. Students and student organizations shall be referred to the vice president for Student Affairs, or his or her designated representative. The university president and his designees are the ultimate authority responsible for enforcing these policies; however, all employees and students are responsible for adhering to these policies. 2. POSSIBLE LEGAL SANCTIONS AND PENALTIES The following is a summary of certain Louisiana laws regarding the purchase, possession and use of alcoholic beverages: • It is unlawful for any person under 21 to purchase or publicly possess any alcoholic beverages. Public possession means possession of any alcoholic beverage on any” street or highway or in any public place or any place open to the public, including a club which is de facto open to the public.” • It is unlawful for any person, other than a parent, spouse, or legal guardian, to purchase on behalf of a person under 21 any alcoholic beverages. • It is unlawful to sell any alcoholic beverages to any person under 21. • It is unlawful to falsify a driver’s license or other identification document in order to obtain or attempt to obtain any alcoholic beverages, or to permit someone else to use one’s driver’s license or other identification document to obtain or attempt to obtain any alcoholic beverages. Alcohol and Other Drugs Policies and Procedures 2013–2014 • 25 Drug and alcohol regulations are contained in several Louisiana state statutes. State Revised Statute 14:91.5 prohibits the purchase of alcoholic beverages by anyone under 21 years of age. Persons between 18 and 21 years of age may possess and consume alcohol in private residences and at private events which are not open to the public. Violators can be fined between $100 and $500 and/or be sentenced to between 30 days to 6 months in jail. State Revised Statute 40:961 to 40:971 establishes penalties for the distribution and consumption of illicit drugs. Penalties range from a minimum of six months in jail and a $500 fine to a maximum of life imprisonment. Public Law 101- 226 (Drug-Free Schools and Communities Act Amendments of 1989) provides for a loss of Federal financial aid to higher education institutions that fail to comply with the guidelines published therein. The Drug-Free Workplace Act of 1988 prohibits all employees (faculty and staff) from the unlawful manufacture, distribution, sale, possession, or use of any controlled substance in the workplace. Any employee convicted of a criminal drug statute violation occurring in the workplace must report the conviction to the University. A convicted employee may be terminated for not reporting the violation or failing to follow through with professional assistance to remediate the problem. 3. STATEMENTS OF HEALTH RISKS ASSOCIATED WITH ALCOHOL AND DRUG ABUSE Alcohol: Alcohol is a central nervous system depressant that alters a variety of activities in the brain. Abuse of this substance slows reactions, depresses the respiratory system, causes unconsciousness, and can result in death. Long-term dangers include irreversible damage to body tissue (brain, liver, pancreas, and kidneys), memory problems, and nutritional deficiencies. For pregnant women, alcohol consumption poses significant risks of fetal damage. Tobacco: Tobacco is linked with more serious health problems than nearly all other psychoactive drugs. The Surgeon General has confirmed that tobacco us is the number one cause of preventable death. Chronic smoking is causally linked to cancer (of the lungs, larynx, and mouth), heart disease, and respiratory problems, including bronchitis and pulmonary emphysema. Users of smokeless tobacco face a four times greater risk of cancers of the throat and mouth than non-users, particularly with long-term use. Nicotine is both psychologically and physically addictive. It produces constriction of blood vessels, loss of appetite, and a sharp rise in blood pressure and heart rate. Fetal and infant deaths are more likely to occur when the pregnant woman is a smoker. Depressants: Depressants are substances which slow down the normal function of the central nervous system. These drugs include barbiturates, benzodiazepines, and alcohol. Marijuana and some inhalants are also depressants. The use of depressants can result in a slowed pulse and breathing, slurred speech, drowsiness, lowered blood pressure, poor concentration, fatigue and confusion, as well as impaired coordination, memory and judgment. Prolonged or heavy abuse of depressants can result in addiction, impaired sexual function, chronic sleep problems, respiratory depression and respiratory arrest, and death. Cannabis: Cannabis (Marijuana) is a tobacco-like substance produced by drying the leaves and flowering tops of the marijuana plant. Potency of the substance varies greatly, and plants may be sprayed with agents that pose significant health risks to the user. Physical effects of cannabis include increased heart rate, bloodshot eyes, dry mouth and throat, and increased appetite. Use of cannabis may impair or reduce short-term memory and comprehension, alter sense of time, reduce ability to perform tasks requiring concentration and coordination, and impair driving ability. Motivation and cognition may be altered, making learning new information difficult. Marijuana, hashish, THC, etc., may also produce paranoia and psychosis. Long term use may result in possible lung damage, reduced sperm count and sperm motility, and may affect ovulation cycles. Some research suggests that cannabis may be psychologically addictive. Women who smoke marijuana during pregnancy may give birth to babies with defects similar to those seen in infants born with fetal alcohol 26 â€˘ Alcohol and Other Drugs Policies and Procedures 2013â€“2014 syndrome—for example, low body weight and small head size. Synthetic Cannabanoids: Synthetic cannabanoids are also known as K2, synthetic marijuana, and other brand names such as Spice. Some studies indicate that synthetic cannabinoid substances are from three to over 100 times more potent than THC, the active ingredient found in marijuana. Research suggests that synthetic cannabanoids may have the same or stronger physiological effects as high potency marijuana, including impaired short-term memory and comprehension, altered sense of time, reduced ability to perform tasks requiring concentration and coordination, and impaired driving ability. Stimulants (Includes Amphetamines and Methamphetamines): Stimulants cause a buildup of dopamine in the brain, which can make people who abuse stimulants feel intense pleasure and increased energy. They can also make people feel anxious and paranoid. And with repeated use, stimulants can disrupt the functioning of the brain’s dopamine system, dampening users’ ability to feel any pleasure at all. In the short term, stimulants can produce feelings of tremendous joy, increased wakefulness, and decreased appetite. Other short-term effects of stimulants can include increased body temperature, heart rate, and blood pressure; dilated pupils; nausea; blurred vision; muscle spasms; and confusion. As with many other drugs of abuse, repeated stimulant abuse can cause addiction. Repeated drug use changes the brain in ways that contribute to the drug craving and continued drug seeking and use that characterizes addiction. Other effects of long-term stimulant abuse can include paranoia, aggressiveness, extreme anorexia, thinking problems, visual and auditory hallucinations, suicidal thoughts, delusions, and severe dental problems. Cocaine: Cocaine stimulates the central nervous system. Its immediate effects include dilated pupils and elevated blood pressure, heart rate, respiratory rate, and body temperature. Occasional use can cause nasal irritation, while chronic use can ulcerate the mucous membrane of the nose. Crack or freebase rock is extremely addictive. Physical effects include dilated pupils, increased pulse rate, elevated blood pressure, insomnia, loss of appetite, tactile hallucinations, paranoia, and seizures. The use of cocaine can cause death by cardiac arrest or respiratory failure. Hallucinogens (PCP, LSD, Mescaline, Peyote, Psilocybin): Phencyclidine (PCP) interrupts the functions of the neocortex, the section of the brain that controls intellect and instinct. PCP blocks pain receptors, and users can have violent PCP episodes resulting in self-inflicted injuries. Lysergic acid diethylamide (LSD), mescaline, and psilocybin cause illusions and hallucinations. The physical effects may include dilated pupils, elevated body temperature, increased heart rate and blood pressure, loss of appetite, sleeplessness, and tremors. Opiates (Includes Heroin, Methadone, Codeine, Morphine, Meperidine, Opium): Opiates initially produce a feeling of euphoria that often is followed by drowsiness, nausea, and vomiting. Users may experience constricted pupils, watery eyes and itching. Overdoses may produce respiratory depression, clammy skin, convulsions, coma, and death. Addiction in pregnant women can lead to premature, stillborn, or addicted infants who experience severe withdrawal symptoms. Use of opiates can cause physical and psychological dependence. Other Illicit Drugs: Tulane students and employees are warned that reactions to substances vary on the basis of a number of factors such as age, physical condition, emotional state, as well as the nature and the amount of the substance used. 4. AVAILABLE ALCOHOL AND DRUG TREATMENTS AND PROGRAMS Students: • CAPS: 1st Floor, Mechanical Engineering Building, Uptown Campus, 504-865-CAPS (2277) • BASICS: Brief Alcohol Screening and Intervention for College Students (BASICS) is a prevention program for college students who drink alcohol heavily and have experienced or are at risk for alcohol-related problems. BASICS aims to motivate students to reduce alcohol use in order to decrease the negative Alcohol and Other Drugs Policies and Procedures 2013–2014 • 27 consequences of drinking. Based on principles of motivational interviewing, BASICS is delivered in an empathetic, non-confrontational, and nonjudgmental manner and is aimed at revealing the discrepancy between the student’s risky drinking behavior and his or her goals and values. The intervention is delivered by trained personnel proficient in motivational interviewing and may be tailored for use with young adults in settings other than colleges. Employees: Tulane has in place an Employee Assistance Program (EAP), which is administered by Horizon Health. The EAP provides prevention, intervention, and counseling support to members of the Tulane community. This confidential service is available to Tulane employees and their household members free of charge and may be accessed by calling 1-888-293-6948 or by visiting Horizon Health’s website at www. horizoncarelink.com (login: Tulane, password: eap). Additional information regarding Tulane’s EAP may be found here: http://tulane.edu/wfmo/employee-support/employee-assistance-program.cfm Community Resources for Students, Faculty, and Staff: • Alcoholics Anonymous (AA) Central Office, 885-6700 • AL-ANON, 888-1356 • Narcotics Anonymous, 899-6262 5. DISCIPLINARY SANCTIONS FOR VIOLATIONS OF THE STANDARDS OF CONDUCT FOR STUDENTS AND EMPLOYEES The University will impose sanctions for violations of local, state and federal laws as well as for violations of regulations contained in student and employee codes and handbooks. Violators may be punished by expulsion, termination of employment, and referral for prosecution. University sanctions will depend upon the past record of the violator and the severity of the violation. Failure to complete a designated rehabilitation program may be cause to terminate an employee or exclude a student from the University. In addition, for students, mandatory sanctions may include completion of the BASICS program and parental notification. Office of Student Conduct, 865-5516 Reviewed September 2013 TULANE TOBACCO FREE CAMPUS POLICY Research findings show that tobacco use in general, including smoking and breathing second- hand smoke, constitutes a significant health hazard. Second-hand smoke, also known as environmental tobacco smoke, is a Class A carcinogen. Its many detrimental effects on health are well established and include triggering asthma attacks, causing lung cancer, and causing cardiovascular and lung diseases. In addition to causing direct health hazards, smoking contributes to institutional costs in other ways, including fire damage, cleaning and maintenance costs, and costs associated with employee absenteeism, healthcare, and medical insurance. For the purposes of this policy, smoking is defined as burning any type of tobacco product, including, but not limited to, cigarettes, cigars, cigarillos, pipes, bidis and hookahs. Smokeless tobacco products are also prohibited in all circumstances where smoking is prohibited. Tulane University therefore has set the following policy regarding tobacco on its campuses: 1. University Properties • Smoking is permitted on campus in designated areas only. Anyone smoking outside of these areas is in violation of this policy. In addition 28 • Alcohol and Other Drugs Policies and Procedures 2013–2014 • Smoking is prohibited in all campus buildings and outside in areas of the campus where non-smokers cannot avoid exposure to smoke. Specifically, smoking is prohibited in all campus buildings, including classrooms, lecture halls, laboratories, offices, work areas, study areas, reception areas, meeting rooms, lobbies, hallways, stairwells, elevators, eating areas, lounges, and restrooms. Furthermore, smoking is prohibited in all partially enclosed areas such as covered walkways, breezeways, and walkways between sections of buildings, parking garages, and bus stop shelters; areas immediately adjacent to building entrances; and exterior stairways and landings. • Smoking is prohibited in all Tulane University residential facilities, residence halls, and apartments. • Smoking is prohibited up to 25 feet outside any enclosed area where smoking is prohibited to ensure that 2nd hand smoke does not enter the area through entrances, windows, ventilation systems, or any other means. • Organizers and attendees at public events, such as conferences, meetings, public lectures, social events and cultural events, using Tulane facilities will be required to abide by the University tobacco policy. Organizers of such events are responsible for communicating this policy to attendees and for enforcing this policy. • Smoking is prohibited in all Tulane University vehicles. 2. Sale of Tobacco Products • The sale of any type of tobacco on campus is prohibited. This includes the delivery of tobacco products to campus by means of delivery services of any kind. 3. Accepting Money or Gifts Promoting Tobacco Use • The free distribution of tobacco products by commercial enterprises on campus is prohibited. • University organizations are prohibited from accepting money or gifts to promote tobacco products. This includes parties sponsored by tobacco companies or at which there is distribution of free, reduced-price, or fully priced tobacco products or paraphernalia (t-shirts, hats, etc) on campus. • Funding or gifts from tobacco related companies are subject to institutional review to ensure their compliance with the letter and spirit of this policy. 4. Tobacco Advertisements • Advertisements for tobacco products or ads promoting tobacco use are prohibited in all of Tulane University-run publications, including newspapers and magazines. • All tobacco advertising in public spaces, such as billboards and signs in sports stadiums is prohibited. Accepting revenue for advertising tobacco products is prohibited. 5. Tobacco Use Cessation Assistance • The Student Health Center will provide smoking cessation clinical interventions for students and publicize and promote on-line, Internet, and telephone hotline smoking cessation programs for faculty and staff. • Tulane University will provide access to tobacco cessation aides at a discount to all faculty, staff and students at the Student Health Center pharmacy. 6. Enforcement Effective implementation of this tobacco policy depends upon the courtesy, respect, and cooperation of all members of the Tulane University community. Complaints or disputes should be brought to the attention of the University employee who has immediate responsibility for the workplace, event, or residents, or to his/her supervisor. If satisfactory resolution is not reached, the Director of Environmental Health & Safety should be consulted. Infractions of this policy may result in a warning or a citation. • The Office of Housing and Residence Life is responsible for enforcing and implementing sanctions in residence halls and other student residential facilities such as apartments. • The Tulane University Office of Public Safety will work with the Deans and Provost’s Office and Alcohol and Other Drugs Policies and Procedures 2013–2014 • 29 Human Resources to enforce and implement sanctions on the remainder of the campus, but are not excluded from enforcing the policy in student residences. Those found in violation of the policy shall receive a citation and may be fined. The Center for Wellness and Health Promotion, 314-7400 TULANE MEDICAL AMNESTY PROGRAM Tulane University has the obligation to follow-up with any student involved in an alcohol and drug related medical emergency. The potential for student conduct action by the University against the student in need of medical attention and/or the student reporting the incident may act as a barrier to students getting the medical attention they need. In order to remove this barrier and increase the likelihood that students will get any required medical attention, the University has developed a Medical Amnesty Program. The Medical Amnesty Program (MAP) represents the University’s commitment to increasing the likelihood that community members will call Tulane Emergency Medical Services (TEMS) for medical assistance when faced with an alcohol or other drug-related emergency. Every student, as a part of the Tulane University community, has a responsibility for care. In alcohol or drug-related incidents, the primary concern of the University is the well-being, health, and safety of students. The following offices collaborate to implement the MAP: Tulane University Police Department (TUPD), TEMS, Student Health Center, Office of Student Conduct, Office of Fraternity and Sorority Programs, Office of Wellness Services, Department of Student Programs, and Department of Housing and Residence Life. MEDICAL AMNESTY PROGRAM In order for medical amnesty to be granted, a student or host is expected to promptly and proactively call TEMS for medical assistance in an alcohol or other drug-related emergency. There is no limit to the number of times a student can receive medical amnesty. 1. For the Person in Need of Medical Attention A student transported by TEMS for an alcohol or other drug-related emergency will be required to meet with a staff member in Student Resources and Support Services in order to determine the appropriate substance-related referral. The student must complete the referral and comply with the recommendation(s) of the clinician or face penalties, including fines or registration holds. In no case will these additional penalties result in a student conduct case for the student. A student who is not transported by TEMS may be referred to the BASICS Program or for a substance abuse evaluation at the discretion of staff in Student Resources and Support Services after reviewing the report and meeting with the student. The student will not be charged with a Code of Student Conduct violation related to violation of Tulane’s Alcohol Policy (III.D.7) or use of drugs (III.D.5) as a result of the incident. However, Medical Amnesty does not preclude students from being charged with other violations of the Code of Student Conduct related to the incident (i.e., property damage, assault, fighting). This does not preclude TUPD or New Orleans Police Department (NOPD) from making an arrest and/ or issuing charges relating to the use of alcohol or drugs. However, Tulane authorities will not notify NOPD of the incident as a result of a call for medical attention unless NOPD’s assistance is needed to resolve criminal activity unrelated to the alcohol or drug use. 30 • Alcohol and Other Drugs Policies and Procedures 2013–2014 2. For the Caller A student, who may remain anonymous, who calls for medical assistance on behalf of someone else will not be subject to student conduct charges or sanctions for the following Code of Student Conduct violations in relation to the incident: • III.D.5 – Unauthorized use and/or possession of any controlled substance or illegal drug • III.D.7 – Use, possession, or distribution of alcoholic beverages in violation of the Tulane Alcohol Beverage Policy There is no limit to the number of times a student can call on behalf of someone else who needs medical attention and be immune from the Code of Student Conduct violations mentioned above. This does not preclude TUPD or New Orleans Police Department (NOPD) from making an arrest and/or issuing charges relating to the use of alcohol or drugs. However, Tulane authorities will not notify NOPD of the incident as a result of a call for medical attention unless NOPD’s assistance is needed to resolve criminal activity unrelated to the alcohol or drug use. 3. For the Organization A representative of a student organization hosting an event is expected to call TEMS in an alcohol or other drug-related emergency. This act of responsibility will mitigate potential student conduct sanctions against the organization resulting from Code of Student Conduct violations that may have occurred at the time of the incident. Likewise, failure to call for medical assistance in an alcohol or other drug-related emergency will be considered an “aggravating circumstance” and may impact the sanction levied against the organization if a violation of the Code of Student Conduct has occurred. For non-fraternal organizations – The Associated Student Body and/or the Office of Student Conduct will take into account appropriate event management and participation in responsible host training in determining potential student conduct sanctions against the organization. For fraternities and sororities – The Office of Fraternity and Sorority Programs, Intra-Fraternity Council/Panhellenic Council, and/or the Office of Student Conduct will take into account appropriate event management and adherence to established guidelines (i.e., registered event, no common sources) in determining potential student conduct sanctions against the organization. FAQS ABOUT MEDICAL AMNESTY What is an alcohol or drug-related emergency? A drug or alcohol-related emergency is defined as any situation in which a person’s health status is potentially at risk due to the intake of drugs or alcohol. This includes but is not limited to excessive vomiting, seizures, disorientation, or unresponsiveness. Does this mean that Tulane University encourages students to drink? No. Tulane University prohibits the use, purchase, or possession of alcohol by students under the age of 21 and of illegal drugs by all students, staff, and faculty. Moreover, we encourage all students to make responsible, healthy, and safe decisions if they choose to drink. Medical Amnesty recognizes that, despite these policies, college students sometimes make irresponsible choices about the use of alcohol and other drugs. Medical Amnesty is designed to promote a healthy and safe campus by providing that, if something goes wrong as a result of that poor decision-making, students will request and the student in need of medical attention will receive any necessary emergency medical attention without the fear of “getting in trouble” or the incident appearing on the students’ conduct records. Alcohol and Other Drugs Policies and Procedures 2013–2014 • 31 Some students are afraid to call TEMS because they will get in trouble. How does this policy alleviate this? The Medical Amnesty Program is designed to remove any behavioral consequences associated with an alcohol or drug-related emergency for both the student needing medical attention and the person who makes the call. A conduct file is not created when the Medical Amnesty Protocol is followed. However, a student will still be required to complete other mandatory follow-up. This follow-up is most often a referral to the BASICS program; however, in some cases, a student may be required to get a substance abuse evaluation with a community provider. While this may be considered getting “in trouble” by some students, Tulane University is committed to health and safety of students, which is why there is required follow-up. It would be irresponsible if Tulane did not require appropriate follow-up with a student after an alcohol or drug-related emergency. If the university is informed of alcohol or drug related transports, does this mean that TEMS calls aren’t confidential? TEMS calls are confidential in terms of the medical diagnosis and treatment given to students in need of medical assistance. TEMS will not release this information without your written consent. In many cases, TUPD or other witnesses may be present while TEMS is doing its work, and it is sometimes easy for these witnesses to tell that a student is severely intoxicated or otherwise impaired. If TUPD is on the scene, a report is written based on what the officer observes not from TEMS as the treatment is confidential. In other words, TEMS calls are confidential yet the presence of TUPD or other witnesses may compromise confidentiality. Why are organizations not provided the same level of amnesty as an individual? Student organizations are not provided with the same level of amnesty because student organizations are subject to additional rules, procedures, and oversight. For example, student organizations are required to comply with guidelines associated with their event registration. Moreover, several organizations have governing boards or national organizations to which they are also accountable. There may also be other factors associated with the event that Tulane needs to investigate. Are students really guaranteed that there will be no student conduct action? Yes. If students fail to attend the mandatory referral, other penalties will be levied until the student satisfies the referral requirements, including but not limited to fines, blocked registration, or parental notification. Even in these cases, however, the student will not face conduct action. The University wants to separate actions associated with a violation of the Code of Student Conduct from actions associated with student health and safety. What is the jurisdiction of this policy? This policy applies to students who are transported by TEMS on or off campus. A student who requires medical assistance and is transported by NOPD or New Orleans EMS for an alcohol or other drug-related emergency off-campus is also eligible for medical amnesty. Will my parents find out? If you are transported to the hospital for an incident involving alcohol, your emergency contact will be notified by telephone within 24 hours of the incident by a member of the Student Resources and Support Services staff. Additionally, if you fail to follow through with the mandatory referral, your emergency contact will receive written notification. If a student is not transported to the hospital, your emergency contact generally will not be notified. However, if you have any prior alcohol related incidents, your emergency contact will be notified by telephone within 24 hours of the incident by a member of the Student Resources and Support Services staff. In any situation where the emergency is life threatening, Student Affairs will notify your parents immediately. 32 • Alcohol and Other Drugs Policies and Procedures 2013–2014 What kind of follow-up can be mandated? Most students are required to complete the BASICS Program (Brief Alcohol Screening and Intervention for College Students). BASICS is an alcohol assessment and education program that consists of two 50 minute sessions, two weeks apart. BASICS gives students an opportunity to explore their drinking behavior in a judgment-free environment. In some cases, a student will be required to have a substance abuse evaluation to determine appropriate recommendations for follow-up. A referral for an evaluation generally occurs when there is a pattern of concerning behavior related to alcohol or drug use. A referral for an evaluation is made by the Behavioral Intervention Team after a review of the studentâ€™s individual history. Based on the findings from this initial evaluation, recommendations will be made for the appropriate level of intervention. Are the results of the BASICS program or substance abuse evaluation confidential? Yes. Records maintained by clinicians are subject to patient-client confidentiality. As a result, the results of the evaluation or the content of the conversation with a BASICS provider will not be shared with anyone. The only information that will be shared with Student Resources and Support Services will be confirmation that the student attended the session, and in the instance of an evaluation, the specific intervention recommendations are being made. Student Resources and Support Services will then track completion of the intervention recommendations. The Center for Wellness and Health Promotion, 314-7400 Adopted 01/09/07 Reviewed & modified 01/22/08 Reviewed & modified 02/26/09 Reviewed & modified 09/19/13 Alcohol and Other Drugs Policies and Procedures 2013â€“2014 â€˘ 33 34 â€˘ Alcohol and Other Drugs Policies and Procedures 2013â€“2014 Complaints and Notification Policies and Procedures FAMILY EDUCATION RIGHTS AND PRIVACY ACT The Family Educational Rights and Privacy Act (FERPA) affords you certain rights with respect to your education records. These rights include: 1) The right to inspect and review your education records (with certain limited exceptions) within 45 days of the day Tulane receives your request for access. You should submit any such request to the Registrar’s Office in writing, identifying the records you wish to inspect. The Registrar’s Office will make arrangements for access and notify you of the time and place where the records may be inspected. Records that are customarily open for student inspection will be accessible without written request. 2) The right to request the amendment of your education records if you believe them to be inaccurate. You should submit any such request to the Registrar’s Office in writing, clearly identifying the records that you want to have amended and specifying the reasons you believe them to be inaccurate. The Registrar’s Office will notify you of its decision and, if the decision is negative, of your right to a hearing regarding your request for amendment. Additional information regarding the hearing procedures will be provided to you at that time. 3) The right to consent to disclosures of personally identifiable information contained in your education records, except to the extent that FERPA authorizes disclosure without consent. One such exception permits disclosure to “school officials” with “legitimate educational interests.” A “school official” is any person employed by Tulane in any administrative, supervisory, academic or research, or support staff position (including public safety and health services staff); any person or company with whom Tulane has contracted to provide a service to or on behalf of Tulane (such as an attorney, auditor, or collection agent); any person serving on Tulane’s Board of Administrators; or any 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 education record in order to fulfill the official’s professional responsibility. Another such exception permits Tulane to disclose your “directory information”, consisting of your name; local, home, and e-mail addresses; local and home telephone number; major field of study; enrollment status/ rank (e.g., undergraduate or graduate; freshman, sophomore, junior, or senior; first-year, second-year, or third-year); dates of attendance; anticipated degree and degree date; degrees, honors, and awards received; participation in officially recognized activities; student ID number, user ID, or other unique personal identifier used by the student for purposes of accessing or communicating in electronic systems; most recent educational agency or institution attended; and photograph, to anyone within the Tulane community and to the general public. Students who wish to have their directory information withheld must notify the Registrar’s Office in writing. (Please note that such a notification will prevent Tulane from providing your directory information to your friends, prospective employers, arts organizations, and others with whom you may wish us to share such information, so make your decision carefully.) You may give such notification at any time, but it will be Complaints and Notification Policies and Procedures 2013–2014 • 35 effective only prospectively. Students who do not wish to have their address (or other information) published in the student directory must notify the Registrar’s Office annually by no later than September 30. Upon request, Tulane also discloses education records without consent to officials of another school in which a student seeks or intends to enroll or where the student is already enrolled so long as the disclosure is for purposes related to the student’s enrollment or transfer. Information on other such exceptions is available through the Registrar’s Office. 4) The right to file a complaint with the U.S. Department of Education concerning alleged failures by RISD to comply with the requirements of FERPA. The name and address of the office that administers FERPA is: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202-4605. General Counsel, Student Conduct, Office of the Vice President for Student Affairs Revised August 2011, Reviewed August 2013 PARENTAL NOTIFICATION POLICY The university hopes that students will keep their parents informed of their lives at Tulane. Pursuant to the Federal Educational Right to Privacy Act (1974) (FERPA), which protects against the disclosure of a student’s educational record absent the written consent of the student, the Office of Student Conduct does not routinely contact parents when their son or daughter has violated University rules. We will notify parents when their student is involved in the conduct process in the following cases: • If a student is under the age of 21 and has been found responsible through the University’s conduct process for an alcohol violation; • If a student is under the age of 21 and has been found responsible through the University’s conduct process for a drug violation; • If a student is placed on deferred suspension, suspension, or expulsion; • If a student is found to have engaged in conduct involving a crime of violence, sexual misconduct, or a violation of our weapons policy; • If a student’s health or safety is at risk. Except where the student’s health or safety is at risk, the Office of Student Conduct generally will notify the student’s parents after your son or daughter has been found responsible. This notification generally is made by letter and includes a copy of the student’s outcome letter in that communication. In cases where the student’s health or safety is at risk, the Office of Student Conduct or another Tulane staff member generally will notify the student’s emergency contact by telephone. We are more than happy to speak with you regarding your student’s conduct history. Before doing so, however, we will have to verify that your child has signed the Federal Educational Rights and Privacy Act (FERPA) waiver. You may find a copy of Tulane’s FERPA waiver on our website. We also encourage you to speak with your student concerning the incident before reaching out to our office. Student Conduct, 865-5516 Revised September 2013 36 • Complaints and Notification Policies and Procedures 2013–2014 STUDENT COMPLAINTS PROCEDURES PHILOSOPHY This protocol gives instructions for addressing student complaints. Students at Tulane University may report a concern or complaint regarding any area of academic or student life without fear of coercion, harassment, intimidation, or reprisal from the university or any of its employees. Student concerns should be resolved at the lowest possible university unit that has the authority to act as quickly as practicable. Students also have the right to expect a timely response to any complaint. Every effort should be made to resolve matters fairly and promptly, usually within thirty  days of reporting. If additional follow-up and investigation is warranted, every effort will be made to resolve matters within sixty  days of reporting. Because no single process can serve the wide range of possible complaints, Tulane provides specific processes for responding to certain kinds of student complaints. Where university policy provides a specific complaint or grievance procedure, an aggrieved student should use that procedure. As a general guide that contains Tulane University policies, and procedures, students should use the Student Guide of Policies, Procedures, and Resources. Students are made aware of the Student Guide via email at the beginning of the Fall semester. The following are some examples of established procedures for specific types of student complaints found in the Student Guide: • Academic Conduct Process • Grades and other Academic Complaints Procedures • Family Education Rights and Privacy Act • Discrimination and Harassment • Student Conduct Process Students, staff, or faculty of Tulane University may report a concern or complaint that is not specifically identified in the Student Guide or another policy either by calling the Office of the Vice President for Student Affairs at (504) 314-2188 or by submitting a complaint form. PROTOCOL Submitting the “Report a Concern/Complaint” Form: Step One a) Access the main Student Affairs webpage. b) At the far right, click on “Report a Concern/Complaint.” (POLICY CONTINUES ON NEXT PAGE) Complaints and Notification Policies and Procedures 2013–2014 • 37 Step Two a) Please provide brief biographical information: Name, Title, Phone, E-mail, Physical address. A report can be filed anonymously, though this type of complaint may be more difficult to act on. b) Optional: the person reporting can select to have a copy of the report e-mailed to their e-mail address. c) Select the nature of the report: General Incident, Health or Safety Concern, Orientation, Academic Concern, Behavioral Concern, Conduct Concern, and Complaints. This classification determines how the reports are routed. d) Select the urgency of the report: Normal or Critical. A disclaimer is made to call 911 or (504) 865-5200 (uptown) or (504) 988-5555 (downtown), in an emergency situation. e) Provide the date, time, and location of incident. f ) Add any involved individuals. People may be added as accused, complainant, witness, student of concern, or victim. g) Describe the nature of the complaint/detailed description of the incident or concern. The narrative portion of this form does not run out of space. Please add attachments if appropriate. h) Enter the security word. i) Click Submit Report. 38 â€˘ Complaints and Notification Policies and Procedures 2013â€“2014 TRACKING AND FOLLOW UP: a) After the report has been submitted, it is routed in real time to specified individuals. No matter what classification, at least 3 university staff receives the report. Each area has a designated staff lead for response, but in the absence of the staff lead, there are two levels of support. b) The report is reviewed by the staff lead for each issue, and then a determination is made about the next appropriate steps. This may include immediate action, scheduling a follow-up meeting or forwarding to another office or some combination of the three. c) A case is created in Maxient (Tulane’s student software database system for these issues) in order to track progress and follow up. d) The incident remains in pending status while the staff lead works on problem-solving. Detailed information is also provided in an “additional notes” section. Every effort should be made to resolve matters fairly and promptly, usually within thirty  days of reporting. If additional follow-up and investigation is warranted, every effort will be made to resolve matters within sixty  days of reporting. e) After the matter has been resolved, the relevant persons are notified and the resolution is entered into Maxient, and the case is closed. PROGRAM INTEGRITY RULE Students are encouraged to pursue resolution through the institutional processes described in the Student Guide of Policies, Procedures, and Resources Guide. If a student has a complaint that cannot be resolved after exhausting Tulane’s complaint procedures, a student may file a complaint with the appropriate office as dictated by the student’s location. Students taking classes on Tulane’s Uptown, Downtown, or Elmwood campuses should contact: Office of Complaints and Notification Policies and Procedures 2013–2014 • 39 the Attorney General Consumer Protection Section, P.O. Box 94005, Baton Rouge, LA 70804-9005, (225) 326-6465. Students taking classes on Tulane’s Biloxi, MS campus or Madison, MS site should contact: Mississippi Commission on College Accreditation, 3825 Ridgewood Road, Jackson, MS 39211-6453, (601) 432-6372. Students taking classes on Tulane’s Houston, TX campus should contact: Texas Higher Education Coordinating Board, 1200 E. Anderson Lane, Austin, TX 78752, (512) 427-6101. Office of the Vice President for Student Affairs, (504) 314-2188 Office of Academic Affairs, (504) 865-5261 General Counsel, (504) 865-5783 Revised July 2010 Reviewed August 2013 40 • Complaints and Notification Policies and Procedures 2013–2014 Computing and Information Dissemination Policies and Procedures TULANE UNIVERSITY ACCEPTABLE USE POLICY 1 PURPOSE Tulane University provides computing resources to faculty, staff, students and affiliates for academic and administrative use in support of the mission of the University to create, communicate and conserve knowedge. The University strives to provide a robust, resilient and reliable information technology infrastructure to enable excellence in scholarship and education through the effective and innovative use of computers and information technology. Because computing and network resources are shared and limited, individuals should use the systems responsibly in pursuit of academic and administrative functions, and in doing so, are not to infringe on the rights, integrity or privacy of others or their data. In using the computing systems and network, individuals and groups must abide by standards of lawful and ethical behavior. 2 AGREEMENT By using Tulane’s computing, networking and communications infrastructure, each person agrees that information they post on or distribute through the systems or network contains: no obscene or indecent material; no advertising material or promotional material for products or services; no material which constitutes libel, slander or invasion of privacy or publicity rights; no violation of copyrights or trademarks; no incitement to riot or violence; no violation of University policies and regulations; and no violation of federal, state or local law. Each person also consents to the following: • Respect for system security. It is your responsibility to protect the integrity and security of the data in your account and observe all network security practices as required by the University. You, and you alone, accept responsibility for all matters pertaining to the proper use of your account; this includes choosing safe passwords and ensuring that file protections are set correctly. You agree not to give away your userid and password, for any reason, or under any circumstance. You agree not to use someone else’s account, either with or without permission. • Responsible use of computing and networking. You agree not to obstruct any others’ work by using unnecessarily large amounts of network resources (such as bandwidth and storage space) or deliberately act in a manner that will cause harm to the network. You agree not to send spam, chain letters, or other mass unsolicited mailings. You agree not to advertise or conduct non-University business using university resources unless approved by an authorized University official. • Respect for copyright. Unauthorized distribution of copyrighted material is a violation of federal law. In accordance with the Digital Millennium Copyright Act, the University, once notified of alleged copyright violations, will disconnect from the network the server or computer of the individual(s) involved. The individual who is distributing the copyrighted materials is responsible for any copyright Computer and Information Dissemination Policies and Procedures 2013–2014 • 41 infringement. • Respectful Communication. You agree to communicate only in ways that are kind and respectful. You agree to not intentionally access, transmit, copy, or create material that violates applicable laws or the University’s code of conduct (such as messages that are pornographic, threatening, rude, discriminatory, or meant to harass). • Respect for Tulane’s computing systems and network administration. You agree to use the systems and network in a way which promotes Tulane’s academic mission. Accordingly, you acknowledge and consent that, when it is necessary to perform systems administration, or, in order to protect Tulane’s legal interests, network administrators may access your files and data on the Tulane computing systems and network. In addition, you consent to monitoring and review of your user id, user activity, files and data on the Tulane systems and network, as well as Tulane’s right to “freeze” or remove access to any files or data which Tulane reasonably believes violates User Obligations. 3 SPECIFIC PROHIBITED ACTIONS You are given access to Tulane University’s computing systems and network because they are tools to help you meet your academic and administrative goals. This access, however, is a privilege, not a right. The University reserves the right to withdraw any and all privileges in the event of a violation of this policy. Specific prohibited activities and behaviors are defined in but are not limited to the Guidelines for Acceptable Use document. 4 PENALTY FOR VIOLATION Violations of this policy by students shall be treated as violations of the Code of Student Conduct and will be referred to the Office of the Vice President for Student Affairs for handling. Faculty and staff members who violate this policy will be subject to University disciplinary action. Tulane reserves the right to withhold computing privileges from those who do not abide by the letter or intent of this policy document. In addition, any person who violates this policy or the guidelines for interpreting this policy may also be subject to sanctions up to and including expulsion or termination. 5 APPROVAL FOR EXCEPTIONS In the very rare instances where this policy interferes with the fulfillment of the mission of the University, Students, Faculty or Staff may request a written waiver from the Vice President of Information Technology or designee. 6 ADDITIONAL INFORMATION For further information about this and other information security policies and applicable computing laws and regulations please contact the Information Security Officer at (504) 988-8500, or email@example.com Technology Services, 988-8500 Reviewed August 2013 GUIDELINES FOR ACCEPTABLE USE 1 OVERVIEW This document spells out specific rules on prohibited activities when using Tulane University’s network and computing resources. These specific rules are defined by the Information Security Office to serve as a guide to the Acceptable Use Policy (AUP). This list of prohibited activities or behaviors are not exhaustive and the AUP remains the primary document for acceptable use of Tulane University network and computing resources. Please contact the Information Security Officer (firstname.lastname@example.org) if you require more information. 42 • Computer and Information Dissemination Policies and Procedures 2013–2014 2 SPECIFIC RULES The following activities and behaviors are prohibited: 2.1 Unauthorized access • Attempting to gain access to or using any restricted computing, network, academic or business resources beyond your level of authorization • Gaining access to and attempting to use computer accounts and passwords of others • Misrepresentation of your identity when you send an electronic communication • Making the University’s computing resources available to others outside the University community without the approval of authorized University officials • Compromising or attempting to compromise the privacy of communication 2.2 Unauthorized Operations • Unauthorized scanning of networks • Altering or attempting to alter files or system configurations without approval • Creating unauthorized network connections and extensions • Disrupting the use of network or information resources • Destroying the integrity of stored information • Performing activities that result in the wasting of human and information system resources • Failing to comply with requests from appropriate University authorities to stop activities that are harmful to the security of University information systems • Causing damage to computing resources as a result of negligent behavior 3 OTHER RELEVANT UNIVERSITY POLICIES The use of computing resources should comply with the Code of Student Conduct and any applicable policies and regulations of the University’s schools and departments. Technology Services, 988-8500 Reviewed August 2013 COPYRIGHT GUIDELINES COPYRIGHT Copyright is part of intellectual property law. Copyright, in essence, guarantees that the creator of a work will have the right to profit from it. Copyright protects literary works, visual works of art, architectural works, films, music, computer programs and more from the moment of creation, as long as the following requirements are met: 1. The work must be original 2. The work must be the result of some creativity 3. The work must be fixed, or preserved in a tangible form, such as books, MP3s, DVDs, sculpture, etc. Work does not have to be made commercially available for it to be copyrighted. For example, an original manuscript can be copyrighted regardless of whether it is ever published. Facts, ideas, beliefs, systems of operation, etc. are not subject to copyright. FAIR USE Copyrighted works can be used sparingly without permission for purposes of news reporting, research papers, criticism and commentary, etc. as long as the use falls within certain limits. In general, those limits apply Computer and Information Dissemination Policies and Procedures 2013–2014 • 43 when: • The new work is non-commercial: the creator of the new work must not be profiting from it. • The new work uses the least amount possible of the copyrighted work. • Most importantly, the new use does not damage the original work’s value. For example, if the new use could substitute for the original (if consumers were likely to buy the new work over the old), the copyright has probably been violated. If there is any doubt as to whether use of material constitutes copyright infringement, it is best to request permission to use the copyrighted work. Use the copyright notice on the work or the Copyright Office in Washington D.C. (www.copyright.gov) to find the owner of a copyright, and then ask. When asking, be sure to describe how the material will be used. Infringing upon a copyright owner’s rights can result in fines of up to $30,000 per work infringed, and up to $150,000 per work infringed if it can be shown that the infringement was willful. VIOLATIONS The following are examples of violations of copyright and are prohibited: • Uploading or downloading copyrighted works to the Internet or any network without the permission of the copyright owner; • Showing a movie to an audience for entertainment or recreation purposes without paying a fee is a violation of copyright. Airing a movie for as few as 4 or 5 people could constitute a copyright violation. To show a movie in a non-classroom/class time setting, a licensing fee must be paid to the distributor of the movie. • Making backup files of copyrighted material, such as music or films is prohibited. Only computer programs may be copied for backup purposes, and only according to the provisions of the licensing agreement of the particular software. Backup copies of computer programs cannot be sold or purchased. Office of Student Programs, (504) 865-5141 General Counsel, (504) 865-5783 Updated July 2008, Reviewed August 2013 GUIDELINES ON COPYRIGHT-PROTECTED FILES 1 OVERVIEW The distribution of copyright protected files (whether officially copyrighted or not) without the permission of the owner is illegal and violation of the Acceptable Use Policy (AUP) and general University policy. Tulane University prohibits the distribution of materials owned by anyone other than the person engaged in such distribution without the permission of the owner. Students, faculty, staff and all other affiliates who infringe copyright regulations may be subject to disciplinary action through standard University procedures or may also face civil suit or criminal charges. As stated in the AUP, such individuals or group of individuals shall be solely responsible for their defense and any resulting liability. The guidelines on copyright provided in this document are defined by the Information Security Office to serve as a guide and are not exhaustive. The AUP remains the primary document for all acceptable use of Tulane University network and computing resources. Please contact the Information Security Officer (email@example.com) if you require more information. 2 GUIDELINES Follow the following preventive measures when accessing copyright protected material: 44 • Computer and Information Dissemination Policies and Procedures 2013–2014 • Assume that you do not have permission to download or distribute a file unless you have proof to the contrary. • Ensure any installed file sharing program is only sharing for which you have explicit sharing permission from the copyright holders. • Confirm that the distributor of a file you are interested in downloading has permission from the copyright holder to distribute it. 3 DMCA COMPLIANCE In recent months, Tulane University has received numerous notifications from the Recording Industry Association of America (RIAA) and the Motion Picture Association of America (MPAA) regarding the illegal distribution of copyright materials, specifically music and video content. The proliferation of Peer-to-Peer (P2P) applications has made this content easy to distribute, yet difficult to block on the Tulane University network. Note that Tulane University as your Internet Service Provider (ISP) might be compelled by law, in certain circumstances, if requested by representatives of copyright holders, to provide information about individual users who appear to be illegally distributing copyrighted materials on the Tulane University network. In an effort to comply with the Digital Millennium Copyright Act (DMCA) and the Higher Education Opportunity Act (HEOA), Tulane Technology Services will upgrade the CopySense Appliance to more effectively detect the unauthorized distribution of copyright material. The new CopySense Appliance is configured to redirect users to a Graduated Response website when they exceed a sanction level of inappropriate network usage, and are required to accept a compliance agreement to no longer illegally distribute/download copyright material. 3.1 Violations of DMCA or HEOA The following are the response levels for violations of DMCA or HEOA: • First offense: violator’s internet access will be disabled for 15 minutes • Second offense: violator’s internet access will be disabled for 3 hours • Third offense: violator internet access will be disabled until the Office of Student Conduct can contact the violator Technology Services, 988-8500 Reviewed August 2013 GUIDELINES ON EMAIL USE 1 OVERVIEW Email use is intended to support University business and help the University fulfill its mission to create, communicate and conserve knowledge. The use of University email is a privilege granted to students, faculty, staff and affiliates of the University. The University reserves the right to withdraw this privilege if it is abused. This document spells out specific rules on the use of Tulane University’s Email services. These specific rules are defined by the Information Security Office to serve as an implementation guide to the electronic communications requirements of the Acceptable Use Policy (AUP). This list of rules are not exhaustive and the AUP remains the primary document for acceptable use of Tulane University network and computing resources including email. Please contact the Information Security Officer (firstname.lastname@example.org) if you require more information. 2 SPECIFIC RULES The following rules apply when using Tulane University email: Computer and Information Dissemination Policies and Procedures 2013–2014 • 45 • All emails are required to comply with federal, state and local law, University policies and standards of professional and ethical behavior. • All communications sent using the University’s email services must clearly identify the sender unless the receipient has explicitly requested anonymous comments. • Email users must exercise caution when forwarding messages. University sensitive information must not be forwarded to any party outside the University without proper authorisation. • Protected information such as personally identifiable information, protected health information, social secuirty numbers and credit card information should not be sent by email unless the email transmission or content is secured and encrypted in accordance with relevant laws and regulations and conforms to relevant University policies. • Regardless of the circumstances, individual passwords must never be shared or revealed to anyone else besides the authorized user. Technology Services will NEVER request your password via email. The use of University email for following is prohibited: • Creating or disseminating inappropriate or offensive messages, including racial or sexist slurs, pornography, harassing communication and threats of violence. • Implying or stating in an e-mail that you represent or speak on behalf of the University, or any organizational part of the University, unless authorized to do so. • Creating or facilitating misleading or forged commnunications. • Developing or using unapproved list-serves. Technology Services and the various School IT Services (if applicable) develop the official University list-serves. 3 WAIVER • Tulane cannot guarantee that electronic communications will be private. • While as a general rule Technology Services will not read emails, the University reserves the right (as permitted by federal and state law) to log and examine any and all email traffic on University provided systems and to retrieve and examine any emails and files when necessary, particularly but not limited to the following situations: º information is required in a court proceeding º an individual is suspected of an infraction of University policies and regulations, or federal, state or local law º if a state or federal agency requests the data as part of an authorized investigation º during the course of problem resolution • Advance approval by theInformation Security Office, or University Counsel is required for all such monitoring. Technology Services, 988-8500 Reviewed August 2013 TULANE UNIVERSITY PASSWORD POLICY 1 PURPOSE This policy establishes conditions for use of, and requirements for appropriate security for Tulane University accounts. These requirements are necessary to help ensure personal security and protect The University’s information systems resources. Your password functions as a “key” that enables you to access the University’s many electronic resources. This is the private part of your digital identity. You should protect and guard your password as you would your 46 • Computer and Information Dissemination Policies and Procedures 2013–2014 personal bank card and PIN. The Tulane Account provides access to a wide range of Tulane Internet services such as e-mail, myTulane, Library resources, E-Academy, secured Web sites, VPN,and Tulane-access computing labs. You may need additional University accounts for other services, including access to systems such as TAMS, SIS, and Datastore. 2 SCOPE This policy applies to every person using a Tulane Account at any time or location.This includes all students, faculty, staff, alumni, retirees, and other University affiliates (including contractors and vendors with access to Tulane University systems). 3 POLICY STATEMENTS 3.1 General • Passwords for newly activated Tulane Accounts must be changed at first use.This ensures that only the person who has been assigned the account knows the password. • Tulane Account passwords will expire once every 180 days. • Old passwords cannot be reused for 365 days. You are encouraged to avoid reusing old passwords, at all, if possible. See Guidelines on Passwords for tips on creating a strong password that is easy to remember but hard to “crack.” 3.2 Individual Responsibility • Create a strong password; see Guidelines on Passwords. • Change your password at least once every 180 days, or more frequently as needed. You are responsible for changing your password before it expires, to avoid disruption of access to Tulane services. See Password Expiration below for additional details. • Safeguard the password. You should not write down or store the password on paper or on a computer system where others might acquire it. See Password Protection Standards in the Guidelines on Passwords document for additional guidelines. • Never share the password, even with a best friend, roommate, or relative. • Reserve the Tulane Account User ID and password for Tulane University systems and services only. You should create a different username and password for external services such as stores, banks, music services, Websites, personally owned computers, or other systems. • Any use of the Tulane Account is assumed to be performed by the person assigned to that account. You are responsible for all activities associated with your account. 3.3 Password Expiration • You are encouraged to change your password before it expires, in order to avoid disruption of access to University services. Passwords can be changed at psync.tulane.edu. At the first access, you must provide two security questions. • Two weeks before the password expires, an e-mail notification of the expiration date will be sent to you. This e-mail notification will be sent daily until the password is changed or expires. If the password has not been changed by expiration date, the account will be locked. • If you allow your password to expire you will need the correct answers to the two security questions to unlock the account. If the answers to the security questions are incorrect, you must contact the Help Desk to reinstate your Tulane Account access. • Your password should be changed immediately if you believe that it has been compromised (for example, if there is a possibility that another person may have viewed or acquired the password). 3.4 Access to Accounts Tulane accounts for faculty and staff who disengage from the University should be deactivated with the following exceptions: Computer and Information Dissemination Policies and Procedures 2013–2014 • 47 • Email accounts and LDAP access for the Gibson portal for staff should be mainatined for one month • Email accounts and LDAP access for the Gibson portal for faculty should be mainatined for one year 4 FURTHER INFORMATION If you believe that your account or password has been compromised, change the password for the affected account. If your account has been compromised or you require more information, contact the Information Security Office at email@example.com or (504) 988-8500. Technology Services, 988-8500 Reviewed August 2013 GUIDELINES ON PASSWORDS FOR END USERS 1 OVERVIEW Passwords are an important aspect of computer security. They are the front line of protection for user accounts. A poorly chosen password may result in the compromise of Tulane University’s entire network. As such, all students, faculty,staff, alumni, retirees, and other University affiliates (including contractors and vendors with access to Tulane University systems) are responsible for selecting and securing their passwords as outlined below. 2 SPECIFIC GUIDELINES 2.1 Password Creation The following password guidelines are based upon experience and common sense.The software used to change passwords will screen for most of these guidelines as an aid in creating secure passwords. This does not relieve a person of responsibility for creating and securing a good password. • The password must be at least six characters in length. (Longer is generally better.) • The password should not be a word in the dictionary • The password must be in mixed case (upper- and lower-case letters) • The password must contain at least one numeric character. • The password cannot be the same as the user ID. • Special characters may be used to strengthen the password. Examples of permitted special characters are $. , ! % ^ * • The password should not be information easily obtainable about you such as your license plate number, social security number, telephone number, or street address. 2.2 Password Protection • If someone demands a password, refer them to this document or have them call someone in the Information Security Office. • We strongly suggest that you do not use the same password for Tulane University accounts as for other non-Tulane University access.Where possible, do not use the same password for all of your Tulane accounts. • Do not share Tulane University passwords with anyone, including administrative assistants or secretaries. All passwords should be treated as sensitive and confidential. If someone demands a password, refer them to this document or have them call someone in the Information Security Office. • Do not use the “Remember Password” feature of applications (e.g., Eudora, Outlook,Entourage, and Webmail). • Do not write passwords down and store them anywhere in your office. Do not store passwords in a file on ANY computer system (including Palm Pilots or similar devices) without encrypting the passwords. 48 • Computer and Information Dissemination Policies and Procedures 2013–2014 • Don’t reveal a password over the phone to ANYONE • Don’t reveal a password in an e-mail message • Don’t reveal a password to your supervisor • Don’t talk about a password in front of others • Don’t hint at the format of a password (e.g., “my family name”) • Don’t reveal a password on questionnaires or security forms • Don’t share a password with family members • Don’t reveal a password to co-workers while on vacation Technology Services, 988-8500 Reviewed August 2013 TULANE UNIVERSITY POSTING, ADVERTISING & SOLICITATION POLICIES The requirements listed in this policy are for general posting areas on the uptown campus of Tulane University and are not intended to supplant policies for individual buildings. These policies have been developed in collaboration with the Division of Student Affairs, the Associated Student Body, the Office of the University Architect, and the Office of University Communications. All questions regarding these policies should be directed to the Office of University Services, 106 Reily Center, (504) 862-8064 or firstname.lastname@example.org. GENERAL POSTING GUIDELINES FOR BULLETIN BOARDS 1. Any and all items for general posting must be approved by the Office of University Services. The approval process requires a minimum of 3 days for review and approval. To receive approval, email a copy of your posting to email@example.com. Documents should be sent as an Adobe Acrobat or .pdf file. Stamp of approval will be placed directly onto the document and sent back to you for printing and posting. For postings which are already printed, visit 106 Reily Center for an approval stamp. Posting inside academic buildings, the LBC, Reily Center or residence halls requires approval from building tenants, LBC Administration, and the Office of Housing and Residence Life respectively. See Appendices III and IV. 2. Once approval to post has been granted, only recognized student organizations, university departments, academic units, faculty, staff, and students may post on both General Post and University Maintained bulletin boards. Commercial posting by off-campus businesses, organizations, entities, and individuals is permitted ONLY on General Post boards. See Appendix I for locations. 3. All materials to be posted must adhere to the following general publicity guidelines: a. The organization sponsoring the event must have its name and contact information (phone number, e-mail or website and/or postal address) of the sponsoring group (or individual) visibly on the front of all publicity materials (posters, banners, fliers, etc.). Promotion for closed events must be by invitation and may not be done through the open posting or open distribution of posters, fliers, banners, etc. b. Postings are to be no larger than 14” x 22.” Anything larger than 14” x 22” should be sent to University Services, firstname.lastname@example.org for special consideration and approval. Publicity materials must reflect a responsible attitude toward alcohol. Materials which promote events where alcohol will be served must not overtly or covertly state or imply an invitation to participate in excessive drinking. Publicity materials promoting or advertising an event in which alcohol will be served must follow the Student Guide to the Tulane University Alcohol Beverage Policy as set forth by the University and approved by the University Senate. Computer and Information Dissemination Policies and Procedures 2013–2014 • 49 Publicity must not degrade groups or individuals. The Office of University Services reserves the right to reject publicity material if it is deemed inappropriate or if it fails to comply with the university guidelines. 4. General posting is only allowed on designated bulletin boards as listed in Appendix I. At no time shall any material be posted or affixed on vehicles, trash cans, trees, sidewalks, support columns, lamp posts, buildings, benches, vending machines, telephone poles, windows or doors. On General Post boards, it is the responsibility of the party receiving approval to not only to post the material, but also to remove the posted materials within 48 hours of the event. Approved materials may be posted no more than 2 weeks prior to the event. a. Only one poster is allowed per board or kiosk, regardless of board size. b. Posting over or removing existing material is prohibited. c. Items may only be posted with pushpins or tacks. All other adhesives used to affix fliers, posters, or banners to posting surfaces are strictly prohibited. NO STAPLES, NO TAPE! INTERIOR BUILDING POSTING Posting for the interior of all campus buildings is under the purview of the individual building custodian or tenant, and as such, anyone wishing to post in an academic facility should first check for the specific policies of that building and if no such policy exists, then follow any rules that may be on the bulletin boards. INTERIOR BUS ADVERTISING Tulane University departments, academic units, centers, campus events and recognized student organizations may purchase advertising space on a first-come first-served basis. Commercial advertising by off-campus businesses, organizations, entities, and individuals is NOT permitted. Interior bus advertising panels are positioned in frames above the windows. Hang-strap ads are hung from ceiling-mounted hand rails and inserted into the acrylic hand grip. The hang-strap ads are double-sided. Your ad will appear on one side. Visit https://tulane.edu/universityservices/transportation/transit-advertising-policy.cfm for procedure and further information. PUBLICATIONS All university publications distributed on campus must be placed in racks, which are reserved for specific publications and are situated only in designated locations. At no time shall any publication be placed on the ground for distribution. In addition, all non-university publications must be approved for campus distribution by University Services and provide their own racks. MAILBOX STUFFING IN BRUFF COMMONS MAILROOM No longer allowed as of 10/24/08. TABLE TENTS The LBC has 88 two-sided 4x6 acrylic table-tent holders on located in the Food Court and Nalty Commons. The two panels can be filled on a first-come, first served basis to Tulane University student organizations and departments. All table tent designs must be submitted to and approved by the LBC Reservations Office. Fundraising efforts or advertising affiliated with elections are not permitted on table tents. Table tents may be displayed for a maximum of one week or seven calendar days. The sponsoring organization or group and contact information must be clearly stated on the table tent. To reserve table tent space contact Shirley Dymond at email@example.com. DIGITAL DISPLAYS The LBC owns and operates digital display monitors on each floor of the building. Customers with meetings 50 • Computer and Information Dissemination Policies and Procedures 2013–2014 c. d. inside the LBC may request to display a slide or short video clip with meeting info, a speaker’s photo, or any other relevant information. This ad will be displayed for no more than one week prior to the event. Please contact the LBC Reservations Office for more information about the video screens, or to obtain a template with the appropriate dimensions and resolution. All submissions are subject to approval by the LBC Reservations Office staff. The Business School features the Symon Messaging System Media Service operates a number of video bulletin boards throughout the Freeman School. Known as Symon, students may use these monitors to post messages for the benefit of the school’s students, faculty, and staff. To post a message, a message request form must be completed. Media Services reserves the right to make changes to any message in order to meet formatting requirements. These changes will be made without notice by a member of the Media Services staff. A “Kill Date” or a date when the message should stop running is required. If no “Kill Date” is indicated on the Video Message Request Form, the message will run for no more than 30 days. Emergency messages can be put on the TargetVision system. The nature of an emergency message shall be made at the sole discretion of the Director of Media Services in the Business School. The Reily Student Recreation Center allows Tulane departments and organizations to post items on the digital display boards located on the 2nd, 3rd and 4th floors of the recreation center. General guidelines for Digital Display Boards: • Accepted format for images: JPG format • Accepted size of image is 720 pixels wide by 520 pixels high • All submitted content will rotate through screens. The rotation time is dependent on the number of submitted images. • No image will be displayed for more than two weeks. • Content must follow all appropriate university policies. • Reily Student Recreation reserves the right to accept or refuse any submitted images. • Submitted content should be high quality so as to appear smooth. Tulane Departments and recognized student organizations may run one ad at a time by emailing an image to Matt Malkin (firstname.lastname@example.org) one week prior to having it posted. A file that is too large for an email may be delivered via a jump drive or other physical media to the Member Services Office in Reily during normal business hours. All emails should include the department name, a contact person, and the desired dates of display. Content should be entirely Tulane-related. DISTRIBUTION/SOLICITATION Tulane University has a No Solicitation policy. Solicitations and promotions are not permitted on campus grounds or in campus buildings, including residence halls. The distribution (handing out to passers-by) of noncommercial, informational materials is allowed outside campus buildings only by recognized student organizations, university departments, and Tulane affiliates, all of whom must receive prior approval by the Office of University Services (106 Reily). The distribution of materials in the LBC is only permitted through the use of reserved booths which are sponsored by a university department or recognized student organization. BOOTH RESERVATIONS Only an authorized member of a University Department, Office, or Organization may make a request for a booth location. Booth space is located at the LBC, in Bruff Commons and in the Stern Hall Breezeway. The authorized member making the request shall hereafter be referred to as the ‘Requestor’. The University Department, Office or Organization he/she is representing shall be hereafter referred to as the ‘Sponsor’. A Computer and Information Dissemination Policies and Procedures 2013–2014 • 51 booth location may be reserved for 5 days per month per event. Only one booth location may be reserved for a Sponsor for any given day. Booths are not allowed in Pocket Park or Pederson Lobby. These areas are reserved for special events and not tabling opportunities. Completion of the form does not confirm that a booth is available for use. A booth location is only confirmed when a Computer Reservation Form indicating the request as confirmed has been received by the Requestor, and Adviser if the Requestor is a student. The Lavin-Bernick Center reserves the right to revoke the Sponsor’s reservation at any time if the Sponsor fails to abide by the policies set forth. A confirmed booth reservation entitles the Sponsor to use of one of the booths on the reserved date(s). The Sponsor is not assigned to a particular booth space until the day of the reservation. The booths are then assigned on a first come first served basis. Requests from Sponsors for a booth, at which there will be a Vendor, must be submitted with a completed “Vendor’s Agreement.” A “Vendor” is considered to be any individual who is not an authorized representative of a University Department, Office, or Organization, and is involved with the distribution or sale of items intended to generate either past, present, or future monetary benefits to the individual, group, or organization. Only one booth space may be used for vendor sales on any given day. Sponsors may only sponsor two vendors per semester. A vendor may be sponsored only once per semester. Contact the LBC Reservations Office for detailed information regarding vendor contracts, policies and/or rental fees. Each booth is assigned a specific location in the LBC Nalty Commons, in Bruff Commons on the first floor across from the Bruff Dining Room cashier and in the Stern Hall breezeway across from the main entrance to PJ’s Stern. Booths may not be moved from their assigned reservation location. Chairs will be provided upon request. Tables & chairs ARE NOT provided to booth reservations in Bruff Commons and at Stern Hall. A table must be provided by the Requestor or Sponsor of that booth space. Tables for these areas should not exceed 6 feet. Absolutely no chairs may be removed from porches, patios or food service areas. Sponsors using a booth are limited to the booth surfaces only for their display items. Only prepackaged foods not requiring refrigeration may be sold. No additional racks, carts, shelves, easels, etc. may be set up anywhere except on top of the booth. The Sponsor must remain behind the booth at all times. The Sponsor may not approach or call out to persons passing by. The Sponsor must prominently display a sign/banner identifying the sponsoring organization on the front of the booth at all times the booth is in use by the Sponsor. The sign/banner must be taken down at the end of the day and stored by the Sponsor. All signs/banners left on booths will be discarded or recycled. BANNER RESERVATIONS Only an authorized member of a University Department, Office, or Organization may make a request for a banner location. A banner location may be reserved for up to seven days (including Saturday and Sunday). Only one banner location may be reserved per sponsor for any given day. Requests for additional banner spaces or combined banner space such as the ones at Percival Stern Hall (Stern Hall) should be sent to Shirley Dymond in the LBC, email@example.com. Tulane reserves the right to revoke a reservation at any time if the sponsor fails to abide by the policies set forth. Banners must reflect a responsible attitude towards alcohol. Banners which advertise events where alcohol will be served must not overtly or covertly state or imply an invitation to participate in excessive drinking. Banners may not have any alcoholic beverages listed on them. This includes event titles that contain references to alcoholic beverages. Banners may not have any illustrations that are identified with alcohol consumption. Banners must not degrade groups or individuals. Banners must have the sponsor’s name printed on them. It is highly recommended that you request the sign manufacturer use reinforced stitching as well as add wind slits to avoid tearing due to wind and rain. 52 • Computer and Information Dissemination Policies and Procedures 2013–2014 Student Organizations and University Departments needing the assistance of Facilities Services to hang banners must submit an Interdepartmental Order (IT) Form to Facilities Services at least two weeks in advance of their event. A fee is charged for this service. Schools and large-scale or university-wide events may request special consideration for additional banner space, particularly at Stern where multiple banner spaces can be utilized. Please note that there are separate policies governing the hanging or mounting of banners on university or academic buildings. These can be found in Appendix II. LBC Lobby: The Lavin-Bernick Center student employees will hang and remove banners. Please bring the banner to the Information Desk either the day before or the day of your banner reservation. If you would like to reuse the banner at a later date you must retrieve your banner the day after your reservation ends. The banner may be picked up at the Information Desk. Banners left after 2 days will be discarded. There are 6 banner locations along the 2nd floor railings of the lobby areas. They are designated as LBC 1, LBC 2, LBC 3, LBC 4, LBC 5, and LBC 6. Banners may not exceed 3’-0” in height and 8’- 0” in length. LBC Pocket Park:The Pocket Park banner is hung outside on the railing and therefore should be professionally-produced not to exceed 3’-0” in height and 30’-0”in length. The sponsor must provide cable ties and hang the banner itself or submit an Interdepartmental Order (IT) Form to Facilities Services to hang the banner. McAlister Drive: Sponsors reserving banner space over McAlister Drive must provide Facilities Services with banners that are 30 feet long by 4 feet high with D-ring grommets at each corner. Stern Hall: There are 6 banner locations under Percival Stern adjacent to PJ’s Stern on the academic quad side. These banner spaces are labeled 1 to 6 and are two different lengths. Banners to be placed in spaces 1, 3 and 5 should measure 3’w x 3’h. Banners to be hung in spaces 2, 4 and 6 should measure 7’w x 3’h. MCALISTER PLACE McAlister Place, which runs from Freret Street to Drill Road, can be reserved for special events. Reservations can be made at www.lavinbernickcenter.tulane.edu. All student organizations must complete Student Programs Event Registration forms when reserving McAlister Place. Organizations and departments must follow the University amplified sound policy and submit an I.T. to Facilities Services for tables, chairs, extra garbage cans, and clean-up personnel. Organizations/departments must contact Public Safety (Officer Dominguez at 865-5381) to order officers for any large events. CHALKING GUIDELINES Chalking is reserved only for recognized student organizations, university departments, academic units, faculty, staff, and students. Chalking must adhere to the following guidelines: 1. Chalking is permitted only on concrete or asphalt (not bricks or pavers) sidewalks where the rain can wash away the residue. Chalking under covered areas is prohibited. 2. Under no circumstances may groups or individuals chalk on horizontal or vertical parts of any campus building or structure, including steps, entry ways, porches and patios, posts, pillars or columns. 3. NO Liquid or spray chalks are allowed! 4. Should a group or department use spray chalk to advertise or promote their event or program, the Office of University Service will contract someone to clean off the spray chalk and bill the offending group. YARD SIGNS/EVENT PROMOTION SIGNS The use of yard signs (informational as well as directional) is by approval only and is restricted to selected special events and in designated areas (See Appendix I). In addition the use of yard signs must adhere to the Computer and Information Dissemination Policies and Procedures 2013–2014 • 53 following guidelines: 1. Yard signs will only be allowed for campus programs and departments and the use of these signs may be limited to a designated number of events each semester. 2. All yard signs may not be posted longer than 24 hours in advance of an event and must be removed by sponsoring program or department within 24 hours following the completion of the event. 3. The name of the sponsoring department or organization must be listed on the sign. 4. Schools and large-scale or university-wide events may request special consideration for additional yard sign placement. VIOLATIONS Sanctions for violation of this policy by students and/or registered student organizations include, but are not limited to: fines and/or restitution, loss of future posting and/or facilities use privileges, loss of recognition for registered student organizations, other disciplinary sanctions, and other educational sanctions appropriate to the circumstances. University employees violating this policy may be subject to disciplinary action by the university. Non-university groups posting anywhere on University property will be subject to criminal prosecution and/or arrest. University Services, 862-8064 Revised October 2013 APPENDICES I. Campus Map with Approved Locations II. Policy for Temporary Signage, Banners, Screens and Postings on Campus Building Exteriors and Campus Property III. Lavin-Bernick Center Posting Policies IV. Housing and Residence Life Posting Policies 54 â€˘ Computer and Information Dissemination Policies and Procedures 2013â€“2014 APPENDIX I Campus Map with Approved Locations Computer and Information Dissemination Policies and Procedures 2013–2014 • 55 APPENDIX II Policy for Temporary Signage, Banners, Screens and Postings on Campus Building Exteriors and Campus Property Recently there have been an unusual number of postings of signage and banners on campus buildings and property. The proliferation of banners and other signage has taken away from the buildings’ character and has undermined the permanent campus building signage system. Buildings have been physically damaged by incorrect hanging methods. This issue has prompted the issuance of a policy to regulate banners and create appropriate securing methods so as not to damage campus property. The need to address banner signage is particularly acute for buildings such as Dixon Hall, Gibson Hall, Stanley Thomas Hall, Newcomb Art Building, and other historic and architecturally significant buildings on our uptown campus, as well as for areas of campus such as the Academic Quad and the Newcomb Quad. Special provisions should be made to ensure that these buildings are not irreversibly damaged or their character undermined. The following set of policy guidelines address rules of duration and methods of attachment and shall apply to all campus buildings. Buildings such as the LBC and Reily are major activity centers with “retail” type usage and are transparent enough to allow for certain types of temporary advertising; however, rules of duration and non-harmful methods of attachment apply to signage on these buildings as well. Definition: Banners are defined as a temporary form of exterior advertising or signage printed on a lightweight material such as cloth/plastic or board, hung by means of a pole, light fixture, ropes, hooks, or from windows. Intent: The intent of banner signage is to serve as a means to communicate events to the Tulane community, and as such should be temporary and clearly event-related. Goal: The overall goal of the banner policy is: (a) to protect our buildings from damage, and (b) to control the amount of incidental or non-standard signage. General Conditions: The policy hereby goes into effect with the following general conditions: 1. Banners identifying groups, departments, or organizations currently in buildings will be removed. 2. Banners shall only be event-related. 3. Banners shall be allowed to hang for a fixed period of time not to exceed three days prior to the event and the day(s) of the event itself. 4. Banners are to be hung in a manner that does not damage the building, e.g., with a rope pulley system. Facilities Services will install permitted banners using accepted installation methods as determined by Facilities Services. 5. Banners shall not cover windows or obstruct views into a building. 6. Light pole banners shall be approved by the Office of University Services in coordination with the Office of Communications with appeals directed to the Campus Design Review Committee (CDRC). Specific Guidelines for Departments to Apply for Banner Requests: 1. A banner location may be used for up to three days prior to the event it is publicizing plus the day(s) of the event itself. In the case of Orientation and Commencement, banners may be hung a week ahead and taken down a week after the event. It is the responsibility of the organization to hang and remove its banner. Organizations are encouraged to limit the frequency of banners. 2. To arrange for use of a banner location, the organization needs to submit a request to the Office of University Services. Exact wording, description of the illustration and duration must accompany the request. The Office of University Services in coordination with the Office of Communications will approve or deny the request based on availability of space and compliance with policy standards. The approved request will be forwarded to Facilities Services for installation. 3. Banners to be hung at the LBC, Stern Hall, and over McAlister Drive should be directed to Shirley Dymond, Administration and Reservations, LBC/Student Centers, (504) 865-5196. 56 • Computer and Information Dissemination Policies and Procedures 2013–2014 Applicability: 1. All student organizations, university and academic entities are subject to the Banner Policy. 2. The CDRC reserves the right to coordinate or limit locations and sizes of banners. APPENDIX III LBC General Posting Policies Postings must be approved, stamped, dated, and hung by the Information Desk Staff and are limited to two per authorized bulletin board. Postings are not permitted on doors, windows, or the walls of the Center. All postings must be sponsored by a recognized student organization or University department and the name of the sponsoring organization/department must be printed on the posting. Postings cannot be larger than 14” x 22” and will be limited to two weeks. Permission may be obtained to hang banners in approved spaces from the LBC Reservations Office and will be hung by the Information Desk Staff. Chalking on the walls, patios, porches, bricks, pavers and entryways is not permitted. Glass Display Cases Registered student organizations and university departments may utilize the Lavin-Bernick Center display cases. Each group may use a display case for a two-week period to promote upcoming events or promote their organization/department. The name of the organization, the date, time and location of the upcoming event (when applicable), and a contact phone number must be prominently displayed. The Information Desk Staff is responsible for hanging and removing the posters/flyers. Items not retrieved by the end of the display period will be recycled or discarded. APPENDIX IV Housing and Residence Life Posting Policies Posters, messages, flags, message boards, and other media from Tulane University departments, recognized student organizations, academic units, faculty, staff and students to be distributed within the residence halls must be approved by the Housing and Residence Life department prior to distribution and/or posting in residence hall areas. Persons or groups seeking approval should either email the draft to firstname.lastname@example.org or bring one (draft) copy of the proposed posting to the Housing and Residence Life office on the first floor of Irby Hall. If the posting is approved for distribution, it will be stamped with the HRL departmental approval logo PRIOR to being returned to the applicant for additional copies to be made. If the posting is from another Tulane department and the posting reflects that department’s name and/or logo, the HRL Approved stamp will not be necessary, but HRL must still review the posting prior to distribution. Whether bearing the HRL Approved stamp, or not, the approved posting should be returned to the Housing and Residence Life office. These copies will in turn be distributed to the residence halls for distribution and posting by the Residence Life staff. Please deliver your postings for distribution at least 5 business days prior to your event. Distribution and posting is handled exclusively by Residence Life staff. Postings from other than Tulane departments, not bearing the HRL Approved logo, will be removed from residence hall boards, and may result in the posting’s sponsor being denied approval in the future. Students are free to post signs, artwork, advertisements, etc. in good taste on the exterior side of the door to their individual room. Resident Advisors may ask students with inappropriate postings on their doors to remove them. Computer and Information Dissemination Policies and Procedures 2013–2014 • 57 58 â€˘ Computer and Information Dissemination Policies and Procedures 2013â€“2014 Emergency Information BOMB THREAT WHAT YOU SHOULD DO 1. If you receive a bomb threat via phone call, listen carefully and write down everything that is said, starting with the exact time of the call. And the number you are receiving the call from if it is available. 2. Keep the caller talking as long as possible and ask the following questions: a. When is the bomb going to explode? b. Where is it right now? c. What kind of bomb is it? d. What will cause it to explode? e. Did you place the bomb? f. If yes, why did you place the bomb? 3. While on the phone with the bomb threat caller, have someone else nearby call the Tulane Police on a land line, if possible. Tulane Police Emergency Numbers are: a. Tulane National Primate Center Police emergency: (985) 871-6411 b. Tulane Downtown Campus Police emergency: (504) 988-5555 c. Tulane Uptown Campus Police emergency: (504) 865-5911, or pick-up the nearest emergency blue-light phone. d. Other Campuses: Call 911 4. Attempt to determine the following characteristics of the caller and write them down: a. Is the caller male or female? b. Does the caller have an accent? c. Is the caller calm, angry, excited, laughing, or crying? d. Is there background noise (street noise, music, house noises, voices, machines)? 5. IMMEDIATELY after the call contact TUPD and relay the information received from the threatening caller. 6. Give the TUPD Dispatcher your name and location. 7. Wait for a TUPD Officer to arrive, if possible. Leave the area if you feel there is an imminent threat. WHAT WILL HAPPEN 1. TUPD will IMMEDIATELY dispatch officers to coordinate a search for the device. 2. TUPD Dispatch will activate the NOPD. 3. Responding officers will instruct building occupants to turn off any electronic devices including cell phones. 4. The threatened building(s) will be evacuated if necessary. 5. The Tulane emergency alert system will be activated with information and instructions to stay away from the affected building. 6. NOPD will assume control of the scene and address the incident. 7. An “all clear” message will be issued once the situation has returned to normal. IMPORTANT NOTE: If a bomb threat is received on the day that an exam is scheduled, the exam will take place the same day even if the location has to be changed. Emergency Information 2013–2014 • 59 ELEVATOR EMERGENCY WHAT YOU SHOULD DO 1. DOWNTOWN CAMPUS: If you become trapped in an elevator pick up the elevator phone. An elevator maintenance company will automatically be contacted and dispatched to your location to release you from the elevator. 2. OTHER CAMPUSES: If you become trapped in an elevator use the elevator phone or a cell phone to call the Tulane Police emergency line. Tulane Police Emergency Numbers are: • Tulane National Primate Center Police emergency: (985) 871-6411 • Tulane Uptown Campus Police emergency: (504) 865-5911, or pick-up the nearest emergency bluelight phone. • Other Campuses: Call 911 3. Tell the TUPD dispatcher your name and that you are stuck in an elevator. 4. Give the TUPD dispatcher the name of the building. 5. Tell the dispatcher which elevator you are in and how many people are with you. 6. If the phone in the elevator does not work, push the “Emergency” or “Bell” button until you hear acknowledgement that help is on the way. 7. Do not attempt to exit the elevator if the doors open and you are between floors, unless instructed to do so by emergency personnel. The elevator could move, endangering your life. WHAT WILL HAPPEN 1. Facilities Services and an elevator maintenance contractor will respond and allow safe exit from the elevator. 2. TUPD will immediately dispatch officers to the scene. 3. TUPD Dispatch will activate the Tulane Facilities Services, New Orleans Fire Department, Tulane EMS and New Orleans EMS, as necessary. 4. TUPD will establish on-scene command and coordinate all responding agencies. FIRE WHAT YOU SHOULD DO 1. If you discover a fire remember the acronym ESCAPE: • Evaluate the situation, • Secure the immediate area by removing personnel, • Close the doors to the room or area, • Activate the building fire alarm, • Phone TUPD that there is an emergency, • Extinguish the fire as appropriate. 2. If you smell or see smoke or fire, activate the nearest fire alarm, if the alarm is not activated automatically. 3. Call Tulane Police emergency line. Tulane Police Emergency Numbers are: • Tulane National Primate Center Police emergency: (985) 871-6411 • Tulane Downtown Campus Police emergency: (504) 988-5555 • Tulane Uptown Campus Police emergency: (504) 865-5911, or pick up the nearest emergency bluelight phone. • Other Campuses: Call 911 4. Tell the TUPD dispatcher your name. 5. Give the TUPD dispatcher the exact location of the fire and any other relevant information you have. 6. Do not attempt to fight the fire yourself unless you have been trained in the use of firefighting equipment and it is safe to do so. 60 • Emergency Information 2013–2014 7. Evacuate the building, close doors behind you to contain the fire. Exit via stairwells only. Do NOT use elevators. 8. Exit quickly and calmly; do not attempt to take anything with you. 9. Assist disabled persons or others who may need assistance. If you cannot assist others direct emergency personnel to them. 10. Do not let the fire and heavy smoke come between you and an exit. Choose an alternate route if fire and heavy smoke is in your path. 11. If caught in heavy smoke, take short breaths, crouch down or crawl as close to the floor and wall as possible. 12. If the fire or smoke keeps you from exiting the building, go to a room far away from the fire, shut the door, open or break a window and signal for help by waving an article of clothing or making loud noises. If possible, try to seal the bottom of the door with an article of clothing (jacket, etc.) to prevent smoke from entering the room. 13. Once outside a safe distance from the building, or at a designated assembly area, return to the building only when instructed to do so by TUPD or other emergency personnel. WHAT WILL HAPPEN 1. TUPD will immediately dispatch officers to the scene. 2. TUPD Dispatch will activate the Tulane Facilities Services, New Orleans Fire Department, Tulane EMS 3. Once the actual fire or fire alarm is resolved, TUPD will give the all clear to re-enter the building or give other directions. 4. If necessary, the Tulane emergency alert system will be activated with instructions to stay away from the building that is on fire. FLOODING WHAT YOU SHOULD DO 1. Pay attention and follow all emergency alerts issued by Tulane. 2. Report any flooding that you may observe to Tulane Police. Tulane Police Emergency Numbers are: • Tulane National Primate Center Police emergency: (985) 871-6411 • Tulane Downtown Campus Police emergency: (504) 988-5555 • Tulane Uptown Campus Police emergency: (504) 865-5911, or pick-up the nearest emergency bluelight phone. 3. Tell the TUPD Dispatcher your name. 4. Tell the TUPD Dispatcher the exact location of the flooding. 5. Evacuate the area if you feel your safety is at risk, especially if the flooding is near electrical equipment. 6. Observe all campus street and parking lot closures during flooding events. Do NOT attempt to drive through flood waters if you are not certain of the depth of the water. WHAT WILL HAPPEN 1. If there is a threat of flooding, TUPD will patrol campus to identify any areas of high water. 2. During flooding events, the Tulane emergency alert system will be activated with information and instructions. 3. TUPD will close and/or restrict access to flooded areas on campus. 4. TUPD and Facilities Services will respond to flooding or potential flooding entering buildings. Buildings will be evacuated if necessary. 5. Tulane emergency personnel will monitor the situation with weather services and local authorities. Emergency Information 2013–2014 • 61 6. Once the threat has passed, TUPD and Tulane Facilities Services will inspect the campus for damage, respond to any injuries. 7. An all clear message will be issued via the emergency alert system when flooding has subsided. HAZARDOUS MATERIAL RELEASE WHAT YOU SHOULD DO 1. Report all releases or spills of hazardous materials that you may observe to Tulane Police. Tulane Police Emergency Numbers are: • Tulane National Primate Center Police emergency: (985) 871-6411 • Tulane Downtown Campus Police emergency: (504) 988-5555 • Tulane Uptown Campus Police emergency: (504) 865-5911, or pick-up the nearest emergency bluelight phone. 2. Tell the TUPD Dispatcher your name. 3. Tell the TUPD Dispatcher the exact location of the spill or release. 4. If possible, give the source, character, wind direction, amount and extent of the material spill/release. 5. Notify the TUPD Dispatcher if there are any injuries associated with the incident. 6. Shut windows, turn off open flames and open hoods in the area, if possible. Do NOT risk your personal safety. 7. Stay upwind and a safe distance away from the material that has been released or spilled. 8. Keep others from entering the area. 9. Wait for TUPD officers and emergency responders to arrive and direct them to the release/spill area. WHAT WILL HAPPEN 1. TUPD will activate Tulane Facilities Services and the Office of Environmental, Health and Safety to respond to the incident. 2. TUPD will evacuate the area or the building if necessary. 3. If the incident is large or cannot be controlled, TUPD will consult with OEHS and then notify the New Orleans Fire Department for assistance, and EMS if deemed necessary. 4. If the incident is large or threatens other areas of campus, the Tulane emergency alert system will be activated with instructions to stay away from the area of the release. Tulane OEHS and/or NOFD will manage the cleanup and decontamination of the area. HURRICANE GUIDE FOR TULANE STUDENTS Living with the threat of a serious hurricane is part of living in New Orleans. Because our first concern is for the safety of our students and employees, Tulane University has emergency plans and teams in place if a storm approaches the New Orleans area. We plan ahead in conjunction with city, parish and emergency officials. However, you must plan ahead in the event of a tropical storm or hurricane weather emergency. Students and their families should develop their own personal emergency plans in the event New Orleans is threatened by a hurricane. These plans should include your destination and transportation arrangements. STAYING INFORMED When a hurricane or tropical storm threatens New Orleans, the university will activate the Tulane Alert Line to provide faculty, staff, students and parents with up-to-date information on storm progress, instructions regarding campus preparations, announcements about closing and reopening of university offices, and other relevant instructions. In addition Tulane’s emergency website will be updated with vital information. 62 • Emergency Information 2013–2014 Tulane’s emergency website: emergency.tulane.edu Tulane Alert Line: (504) 862-8080 or (877) 862-8080 (toll-free) PREPARING FOR THE STORM Your first step in preparing for a hurricane should be to develop a personal emergency response plan and discuss it with your family well ahead of a weather emergency. This list will help you in your planning. Rental insurance. Purchase insurance for and inventory your personal possessions. Please visit this website for more information on protecting your belongings: housing.tulane.edu Develop an emergency communication plan. Have an out-of-state relative or friend serve as a “family contact.” After a disaster, it’s often easier to call long distance. Hurricane preparation kit. Pull together useful items such as non-perishable food items and snacks, juices, soft drinks, bottled water, change of clothing, sturdy shoes, portable radio, first-aid kit, batteries, flashlight,. Refill prescription medicines. When you evacuate, you will want to take these supplies with you, along with a blanket and pillow or sleeping bag. Include games and toys as necessary for children or others. Prepare your room or apartment. Pick up all items from the floors and store in drawers and closets. Move upholstered furniture away from windows. Close and lock your windows. Bring inside any items you may have on balconies or other open areas. Turn refrigerator and freezer temperature gauges to the lowest number. Open only when absolutely necessary and close quickly. Unplug stereos, TVs, electronic equipment and lamps. Computers and electronics. Back up computer data and take a copy with you. Cover your computer and other electronic equipment with plastic sheeting or large plastic garbage bags. Protect important documents. Place your documents in waterproof containers and take with you or store at the highest, most secure point in your room or apartment. Gas up your vehicle. Check all fluids and tire pressures (including spare). Have cash on hand. ATMs will not operate should the area experience a power failure. Evacuation routes. Consult the following website: www.lsp.org/lcadeg.html Transportation. For students who need transportation to the airport, train or bus stations, Public Safety will establish a shuttle service so that the students can make their connections. • IMPORTANT NOTE: Tulane will not provide transportation from the airport back to campus after the storm. Students are responsible for securing their own transportation back to campus. • IMPORTANT NOTE: If the City of New Orleans initiates its City-Assisted Evacuation Plan, students must be aware that rail and bus transportation will be utilized by City emergency personnel to evacuate citizens who have no other means of leaving the metropolitan area. In addition, Louis Armstrong International Airport will require an airline ticket or itinerary to access the airport. It is strongly recommended that students develop personal evacuation plans that do not relay on bus or rail transportation, and purchase airline tickets PRIOR to arrival at the airport. RESPONDING TO THE STORM Whenever a hurricane threatens New Orleans, Tulane’s campuses will close and an evacuation order may be issued by Tulane. It is critical that you monitor the Tulane Alert Line and Tulane’s emergency website and follow all instructions issued by the Tulane administration. When responding to any evacuation order, you should seek shelter outside of the city. Emergency Information 2013–2014 • 63 Please note that students will NOT be allowed to use Tulane University or Tulane University Health Sciences Campus buildings as a storm shelter if an evacuation order is given. No students will be allowed to remain on campus in the event of a university evacuation. Use your prearranged emergency plan. You are urged to make every effort to leave the area since we cannot assure your safety in New Orleans under hurricane emergency conditions. Consider the following options for evacuation sheltering outside of New Orleans: • Choose a sheltering option far inland and north of Interstate-12. • Consult the Louisiana Citizen Awareness & Disaster Evacuation Guide. Copies are available on campus for students. • Make reservations at a hotel or motel outside of the storm area. • Go to a relatives or friends house far inland and north of Interstate-12. • Go to a Red Cross shelter. (Shelter locations are announced by the news media as storms approach the area and evacuation orders are issued.) WHEN YOU EVACUATE Tell someone outside of the storm area (a family member or friend) where you are going. If you live on campus, please complete an Evacuation Info card and register with the staff member at your residence hall front desk. • Offer a ride and share sheltering options with other students who need transportation. • Leave as soon as possible. Avoid flooded roads and watch for washed-out bridges. • Bring your preassembled hurricane kit and protective clothing. When an evacuation is ordered, you should do everything in your power to comply. Tulane will provide as much notice as possible in helping students make arrangements so that they can provide for their own safety and welfare. For examples of what to bring, please visit this page: http://housing.tulane.edu/emergency/prepared.php#hurricane AFTER THE STORM Consult the Alert Line and Emergency website for official information regarding Tulane University on a daily basis. Listen to local news media for other information. Stay where you are if it is safe until authorities give the “all-clear.” DO NOT ATTEMPT TO RETURN TO CAMPUS until instructed to do so via the Alert Line and Emergency Website. Use the telephone only for emergency calls; however, be prepared to have telephones and cell phones become inoperative. Contact relatives as soon as possible to let them know where you are and make necessary plans. Drive only if absolutely necessary and avoid flooded areas. For additional information on hurricanes and storm preparations, check the following the resources on our Employee and Student Planning website: tulane.edu/emergency/preparedness/ Revised October 2013 MEDICAL EMERGENCY WHAT YOU SHOULD DO 1. If you are injured or encounter someone who is injured, call the Tulane Police emergency line. Tulane Police Emergency Numbers are: • Tulane National Primate Center Police emergency: (985) 871-6411 • Tulane Downtown Campus Police emergency: (504) 988-5555 • Tulane Uptown Campus Police emergency: (504) 865-5911, or pick-up the nearest emergency bluelight phone. 64 • Emergency Information 2013–2014 • Other Campuses: Call 911 2. Give the TUPD Dispatcher your name. 3. Give the TUPD Dispatcher your exact location and any information you have regarding the injury. 4. Stay with the injured person until TUPD and EMS arrives. 5. DO NOT attempt to render first aid or medical care unless you are trained to do so. 6. Remain calm and tell the injured person (even if they appear to be unconscious) that help is on the way. WHAT WILL HAPPEN 1. TUPD will immediately dispatch officers to the scene. 2. TUPD Dispatch will activate Tulane EMS and/or New Orleans EMS. 3. TUPD will establish on-scene command and coordinate all responding agencies. TEMS and/or EMS will care for the injured upon arrival. SUSPICIOUS MAIL PACKAGE WHAT YOU SHOULD DO 1. Do not handle the letter/package. Do not shake or bump. Do not accept the letter/package from the carrier or agent. 2. Isolate the letter/package and look for indicators of potential hazards. Indicators of potential hazards include: • No return address & the presence of restrictive markings (e.g. PERSONAL, SPECIAL DELIVERY). • Excessive postage or post marks from a foreign country. • Addressed to the employee’s title only (no name); or addressed to the wrong name or title. • Misspelled words or badly typed or written address. • Wires protruding from the package. • Package is lopsided or uneven, • Package has a strange odor. • Outside of the package shows evidence of oily stains, discolorations, or crystallization on the wrapper/ envelope. • Excessive taping or string. 3. Do not open, smell or taste the package. 4. Treat the letter/package as suspect. 5. If received on campus call the Tulane Police emergency line. Tulane Police Emergency Numbers are: • Tulane National Primate Center Police emergency: (985) 871-6411 • Tulane Downtown Campus Police emergency: (504) 988-5555 • Tulane Uptown Campus Police emergency: (504) 865-5911, or pick-up the nearest emergency bluelight phone. • Other Campuses: Call 911. 6. If received off-campus, call 911 and then contact TUPD at the campus nearest your location. 7. If the parcel is opened and/or a threat is identified, take the following actions immediately: 8. For a bomb: • Evacuate the area where the package was received immediately. • On campus, call TUPD immediately. See Bomb/WMD Threat for more details. • Off-campus, call 911 immediately. Then call TUPD. 9. For a radiological hazard: • Don’t handle the package and evacuate the area immediately. • If you have contamination on your hands or person, do not spread the contamination to other areas or persons. • On campus, call TUPD immediately. Emergency Information 2013–2014 • 65 • Off-campus, call 911 immediately. Then call TUPD. 10. For a biological or chemical hazard: • Do not handle the package. • Wash your hands with soap and warm water. Do not spread contamination to other areas or other persons. • On campus, call TUPD immediately. • Off-campus, call 911 immediately. Then call TUPD. 11. For other hazards, such as sharp objects or razor blades: • Do not handle the package • On campus, call TUPD immediately. • Off-campus, call 911 immediately. Then call TUPD. WHAT WILL HAPPEN 1. TUPD will immediately dispatch officers to the scene. 2. TUPD Dispatch will activate the N.O. Police Department, N.O. Fire Department, Tulane EMS and N.O. EMS, as necessary. 3. If necessary, the Tulane emergency alert system will be activated with information & instructions. 4. TUPD will establish on-scene command and coordinate all responding agencies. 5. If necessary, an “all clear” message will be issued once the situation has returned to normal. TORNADO What you should do 1. Pay attention and follow all emergency alerts issued by Tulane. 2. Move to the ground floor or basement of the building you are in. Do not use elevators to descend to the ground floor or basement. 3. If you are outside, seek shelter in the nearest building. 4. Move as close to the center of the building as possible. 5. Stay away from windows and doors with glass panes. 6. Sit or crouch in an inner hallway or room. 7. Do not leave your safe position until the “all clear” is given by emergency personnel or via the emergency alert system. 8. Report any injuries or building damage immediately to Tulane Police. Tulane Police Emergency Numbers are: • Tulane National Primate Center Police emergency: (985) 871-6411 • Tulane Downtown Campus Police emergency: (504) 988-5555 • Tulane Uptown Campus Police emergency: (504) 865-5911, or pick-up the nearest emergency bluelight phone. • Other Campuses: Call 911 9. After the tornado, areas of campus may be damaged or contain large amounts of debris. Follow all instructions from emergency personnel or the emergency alert system to avoid such areas. WHAT WILL HAPPEN 1. Prior to the tornado, the Tulane emergency alert system will be activated with information & instructions. 2. TUPD and/or Facilities Services will broadcast instructions over public address systems as time allows. 3. Tulane emergency personnel will monitor the situation with weather services and local authorities. Once the threat has passed, TUPD and Tulane Facilities Services will inspect the campus for damage, respond to injuries, and give the “all clear” when conditions are safe. 66 • Emergency Information 2013–2014 ACTIVE SHOOTER/VIOLENT INTRUDER WHAT YOU SHOULD DO 1. If an active shooter is OUTSIDE YOUR BUILDING: a. Go to the closest room that can be locked. b. Once you are in a secure room, close and lock all the doors and windows. c. Turn off lights and get everyone in the room down on the floor so no one is visible from the outside. d. Have someone in the room call Tulane Police. Tulane Police Emergency Numbers are: • Tulane National Primate Center Police emergency: (985) 871-6411 . • Tulane Downtown Campus Police emergency: (504) 988-5555 . • Tulane Uptown Campus Police emergency: (504) 865-5911, or pick-up the nearest emergencyblue-light phone. • Other Campuses: Call 911 e. Tell the TUPD Dispatcher quietly what you know about the situation, where you are, how many people are with you, what you are wearing, if there are any injuries. f. When you are finished talking to the TUPD Dispatcher, put the phone on silent/vibrate so the dispatcher can call you back; answer only if you are sure it is safe to do so. g. Remain in place until the police give you instructions. h. An unknown voice may be the shooter trying to lure you from safety; do not respond to any voice commands unless you can verify it is a police officer. TUPD has keys to most buildings on campus; they may be able to enter the room without asking you to unlock the door. 2. If an active shooter is INSIDE YOUR BUILDING: a. Remain calm and follow the steps listed in #1 above. b. If you cannot find a secure room, look for an exit you can reach safely, moving away from the shooter. c. Do not carry anything so you can move quickly and not be mistaken for the shooter. d. Keep your hands visible for police and do exactly what they tell you to do. e. Do NOT stop to help any injured victims or try to remove them. Leave them where they are and notify police or emergency responders of their location once you have reached a safe location. f. Do not leave the area until you have been cleared to do so by the police. 3. If an active shooter ENTERS YOUR OFFICE OR CLASSROOM: a. If possible call the Tulane Police emergency line or 911. b. If you cannot speak, leave the line open so the dispatcher can hear what is going on. c. If the shooter is giving commands do not resist. Remain calm and comply. d. If there is no opportunity for escape or concealment, a possibility to negotiate may exist. e. An attempt to overpower the shooter may also exist. f. ATTEMPTS TO NEGOTIATE OR OVERPOWER THE SHOOTER MAY RISK YOUR LIFE OR THE LIVES OF OTHERS. THIS DECISION WILL BE MADE QUICKLY BASED ON WHAT GIVES YOU THE BEST CHANCE AT SURVIVAL. Office of Emergency Management, 862-8266 All Policies Reviewed October 2013 Emergency Information 2013–2014 • 67 68 • Emergency Information 2013–2014 Equal Opportunity and Anti-Discrimination Policies EQUAL OPPORTUNITY AND ANTI-DISCRIMINATION POLICIES For the most up-to-date policies, please go to http://tulane.edu/equity/reporting-policies.cfm A. EQUAL EMPLOYMENT OPPORTUNITY STATEMENT Tulane University is committed to providing equal employment opportunity to qualified persons without regard to race, color, sex, religion, national origin, age, disability, genetic information, sexual orientation, gender identity, gender expression, pregnancy, marital status, military status, veteran status, or any other status or classification protected by federal, state or local law. This commitment to equality extends to all personnel actions, including recruitment, advertising for employment, selection for employment, compensation, performance evaluation, and selection for training or education, treatment during employment, promotion, transfer, demotion, discipline, layoff and termination. Discrimination on the basis of any protected classification will not be tolerated. Tulane maintains a written affirmative action policy. Tulane invites qualified individuals with disabilities, special disabled veterans, Vietnam-era veterans, Armed Forces service medal veterans; recently separated veterans from all wars, and; other protected veterans who served during a war or in a campaign or expedition for which a campaign badge has been authorized to identify themselves if they wish to do so. Questions regarding Tulane’s equal employment opportunity policies or its affirmative action policy should be directed to the Office of Institutional Equity. Furthermore, Tulane takes affirmative action to employ special disabled veterans, disabled veterans, recently separated veterans, other protected veterans, Armed Forces Service Medal veterans, in accordance with The Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended, 38 U.S.C. 4212. Complaints of discrimination, harassment and/or retaliation must be filed in accordance with the policies set forth below. Individuals must promptly report discrimination, harassment and retaliation so that prompt and appropriate action can be taken. B. ANTI-DISCRIMINATION STATEMENT Tulane is committed to and encourages a diverse and inclusive community that respects and values individual differences. In support of this commitment, Tulane University prohibits discrimination in its employment practices or educational programs/activities on the basis of race, color, sex, religion, national origin, age, disability, genetic information, sexual orientation, gender identity, gender expression, pregnancy, marital status, military status, veteran status, or any other status or classification protected by federal, state or local law. Tulane University complies with applicable federal and state laws addressing discrimination, harassment and retaliation. Discrimination or harassment on the basis of any protected Equal Opportunity and Affirmative Action Policies and Procedures 2013–2014 • 69 classification will not be tolerated. Complaints of discrimination must be filed in accordance with the policies set forth below. Individuals must promptly report discrimination so that prompt and appropriate action can be taken. Deborah Love, Vice-President for the Office of Institutional Equity, is Tulane’s designated Coordinator for (1) Title IX of the Education Amendments of 1972, (2) Section 504 of the Rehabilitation Act of 1973, and (3) Age Discrimination Act of 1975. Deborah Love or Wendy Stark, Director of OIE and Deputy Title IX Coordinator, may be contacted at the Office for Institutional Equity, 200 Broadway Street, Suite 105-A, New Orleans, LA, 70118 or reached by telephone at (504) 862-8083. OIE’s email address is oie@ tulane.edu. C. HARASSMENT POLICY 1) Statement of Philosophy a) Tulane University is committed to creating and maintaining a campus environment where all individuals are treated with respect and dignity and where all are free to participate in a lively exchange of ideas. Each student has the right to learn and each employee has the right to work in an environment free from all forms of unlawful harassment or discrimination including sexual harassment and sexual misconduct. At Tulane University, harassment or discrimination, whether verbal, physical, written, or visual, is unacceptable and will not be tolerated. Discrimination is unlawful and hurts all members of the educational community and contributes to a negative atmosphere where victims and others may feel their safety and equality are compromised. Discrimination has no legitimate educational purpose. Anyone who engages in conduct prohibited by this policy shall be disciplined as provided by law, university policies, and applicable employment agreements. b) Tulane will not tolerate unlawful discrimination or harassment by anyone affiliated with Tulane (including non-employees, such as vendors and independent consultants), and will not tolerate adverse academic or employment actions, including but not limited to, termination of anyone reporting discrimination or providing information related to such a complaint. 2) Principles a) Tulane University recognizes the tension between protecting all members of the University community from harassment and protecting academic freedom and freedom of expression. It is the policy of the institution that no member of the community may harass another. Conduct that reasonably serves a legitimate educational purpose, including pedagogical techniques, does not constitute harassment. In the educational setting within the University, wide latitude for professional judgment in determining the appropriate content and presentation of academic material is required. Those participating in the educational setting bear a responsibility to balance their right of free expression with a consideration of the reasonable sensitivities of other participants. Therefore, this policy against harassment shall be applied in a manner that protects academic freedom and freedom of expression including but are not limited to the expression of ideas, however controversial, in the classroom setting, academic environment, university-recognized activities, or on the campus. B) Nothing contained in this policy shall be construed to limit the legitimate exercise of free speech, including but not limited to written, graphic, or verbal expression that can reasonably be demonstrated to serve legitimate educational or artistic purposes nor shall this policy be construed to infringe upon the academic or artistic freedom of any member of the University. Artistic expression in the classroom, studio, gallery and theater merits the same protection of academic freedom that is accorded to other scholarly and teaching activities. 70 • Equal Opportunity and Affirmative Action Policies and Procedures 2013–2014 3) Policy Coverage a) All faculty, administrators, staff, students, and individuals affiliated with Tulane University by contract (including non-employees, such as vendors and independent contractors) are bound by this policy. This policy protects all individuals equally from harassment, including same-sex harassment, and protects students from harassment by other students. Sexual Harassment a) Definition of Sexual Harassment - Sexual harassment is unwelcome behavior of a sexual nature by faculty, administrators, staff, students, and individuals affiliated with Tulane University by contract (including non-employees, such as vendors and independent contractors) or by anyone with whom one interacts in order to pursue educational or employment activities at the University. For the purposes of this policy, sexual harassment is defined as unwelcome advances, requests for special favors, and any other verbal, written, physical or other conduct of a sexual nature when: (i) Submission to such conduct is implicitly or explicitly made a condition of an individual’s participation in University programs, activities, employment, or educational status; (ii) Submission to or rejection of such conduct is used as a factor in employment or academic decisions; or (iii) Such conduct would be objectively regarded by a reasonable person as having the purpose or effect of interfering with an individual’s ability to learn or work or participate in University programs or activities by creating an intimidating, hostile, or offensive environment even if the person engaging in the conduct does not intend to interfere, intimidate, or be hostile or offensive. b) Examples of Sexual Harassment - Sexual harassment may include, but is not limited to, the following: (i) Physical assaults of a sexual nature, such as rape, sexual battery, molestation, or attempts to commit these assaults; and intentional physical conduct that is sexual in nature such as touching, pinching, patting, grabbing, poking, or brushing against another individual’s body. (ii) Any nonconsensual sexual behavior; lack of consent may result from, among other things, use of force, threats, or intimidation or advantage gained by use of the victim’s mental or physical incapacity, impairment, or helplessness of which the accused was aware or should have been aware. Offering or implying an employment-related reward (such as a promotion, raise, or different work assignment) or an education-related reward (such as a better grade, a letter of recommendation, favorable treatment in the classroom, assistance in obtaining employment, grants or fellowships, or admission to any educational program or activity) in exchange for sexual favors or submission to sexual conduct. (iii) Threatening or taking a negative employment action (such as termination, demotion, denial of an employee benefit or privilege, or change in working conditions) or negative educational action (such as giving an unfair grade, withholding a letter of recommendation, or withholding assistance with any educational activity) or intentionally making the individual’s job or academic work more difficult because sexual advances were rejected. (iv) Unwelcome sexual advances, requests for a romantic or sexual relationship to an individual who indicates or has indicated in any way that such conduct is unwelcome, propositions or other sexual comments, such as sexually-oriented gestures, noises, remarks, jokes, questions, or comments about a person’s sexuality or sexual experience. Other Forms of Harassment Equal Opportunity and Affirmative Action Policies and Procedures 2013–2014 • 71 4) 5) a) b) Harassment, other than sexual harassment, is verbal, physical, written, or other conduct that denigrates or shows hostility or aversion to an individual on the basis of race, color, religion, age, national origin, citizenship, disability, veteran’s status, sexual orientation, genetic information, gender identity, gender expression, marital status, or any basis prohibited by law. Harassment based on any of the above categories is strictly prohibited by this policy. Complaints of harassment will be investigated and resolved in accordance with applicable legal guidelines and the terms of this policy. 6) Retaliation a) No member of the University community will be disciplined or otherwise retaliated against for refusing sexual advances, objecting to sexual, racial, or other forms of discrimination, harassment, or retaliation or making a good faith report of discrimination, harassment or retaliation. b) Retaliatory or intimidating conduct against any individual who has made a good faith discrimination, harassment or retaliation complaint or who has testified or assisted in any manner in an investigation is specifically prohibited and shall provide grounds for a separate complaint. Examples of such retaliatory or intimidating conduct include disciplining, changing working or educational conditions, providing inaccurate information to or about, or refusing to cooperate or discuss work- or school-related matters with any individual without a legitimate business reason because that individual complained about or resisted harassment. The initiation of a good faith complaint of discrimination, harassment or retaliation by a student will not reflect negatively on that student nor will it affect the student’s academic standing, rights, or privileges. Likewise, the initiation of a good faith complaint by an employee will not reflect negatively on that employee nor will it affect the employee’s working conditions, rights, or privileges. 7) Confidentiality a) Confidentiality will be maintained throughout the entire investigatory process to the extent practicable and appropriate under the circumstances to protect the privacy of persons involved. The persons charged with investigating the complaint will discuss the complaint or the underlying behavior only with persons involved in the case who have a need to know the information, which must include the complainant and the accused harasser. b) Students who need to seek resources in a confidential setting should go to Counseling and Psychological Services or the Student Health Center. All reports to those entities are kept confidential. c) The University is required by law to investigate complaints of discrimination, harassment or retaliation and will strive to protect, to the greatest extent possible, the confidentiality of persons reporting or accused of discrimination, harassment or retaliation. However, the University cannot guarantee complete confidentiality where it would conflict with the University’s obligation to investigate or where confidentiality concerns are outweighed by the University’s interest in protecting the safety or rights of others. Individuals who desire to discuss possible claims of discrimination, harassment, or retaliation in a more confidential setting may want to consult with a counselor, therapist, or member of the clergy, who is permitted by law to assure greater confidentiality. d) While Tulane is committed to respecting the confidentiality and privacy of all parties involved in the investigation process, Tulane cannot guarantee complete confidentiality. Examples of situations when confidentiality cannot be maintained include: • If Tulane is required by law to disclose information (such as in response to legal actions), • If disclosure of information is determined by the Office of Institutional Equity, its 72 • Equal Opportunity and Affirmative Action Policies and Procedures 2013–2014 • 8) designee, and/or Tulane’s Office of General Counsel to be necessary for conducting an effective investigation, or When confidentiality concerns are outweighed by Tulane’s interest in protecting the safety or rights of others. Complaint Procedures a) All are encouraged to promptly report discrimination, harassment or retaliation so that appropriate action can be taken. The complaint procedures are designed to ensure the rights of the complainant while at the same time according due process to involved parties. b) Form of Complaint - Complaints of discrimination, harassment or retaliation will be accepted orally or in writing. Anonymous complaints will be accepted and investigated to the extent possible. Complaint forms are available at the Office of Institutional Equity and on the Office of Institutional Equity’s webpage (http://tulane.edu/equity/policies/index.cfm). c) Content of Complaint - Any individual who believes that they are being discriminated, harassed, or retaliated against in violation of this policy should promptly file a complaint including the following information, if known to the complainant: the name of the complainant, a brief description of the offending behavior including times, places, and the name of or identifying information about the alleged perpetrator, and the names or descriptions of any witnesses to the discrimination, harassment or retaliation. d) Reporting the Complaint - It is not necessary to first confront the harasser prior to instituting a complaint under this policy. However, it is appropriate to promptly report a complaint so that a full and complete investigation is possible. Any person designated to receive complaints from students, employees, or faculty must notify the Office of Institutional Equity within 24 hours of receiving a complaint pursuant to this policy. (i) Complaints by Students - A student who believes that they been discriminated, harassed or retaliated against must report the alleged behavior to any of the following individuals: • Office of Institutional Equity, 862-8083 • Vice President for Student Affairs, 314-2188 • Associate Dean for Student Affairs, Tulane University Health Sciences Center, 988-5331 (ii) Complaints by Staff - An employee who believes they have been discriminated, harassed, or retaliated against in violation of this policy must report the alleged behavior to any of the following individuals: • Office of Institutional Equity, 862-8083 • Dean (or person designated by same) with which complaining employee is affiliated • Associate Vice President for Workforce Management Organization, 247-1758 (iii) Complaints by Faculty - A faculty member who believes they have been discriminated, harassed or retaliated against in violation of this policy must report the alleged behavior to any of the following individuals: • Office of Institutional Equity, 862-8083 • Department Chairperson • Dean (or person designated by same) of the school with which complaining faculty is affiliated • Senior Vice President for Academic Affairs, 865-5261 e) Failure to Cooperate - Failure to cooperate in an OIE investigation will be considered a breach of responsibility. If a Respondent fails to cooperate, his or her Department Head, Supervisor, or Dean will be notified of such non-cooperation. A Respondent’s silence or lack of cooperation Equal Opportunity and Affirmative Action Policies and Procedures 2013–2014 • 73 will not prevent a complaint from going forward. Failure to cooperate in a formal review proceeding may result in the investigation proceeding solely on the basis of the available evidence. 9) Investigation & Informal Resolution of Complaints a) Initial Investigation - After receiving a complaint of discrimination, harassment or retaliation the Office of Institutional Equity shall promptly conduct an initial investigation. b) Informal Process - The University has an informal process to provide those who believe they are subject to discrimination, harassment, or retaliation with a range of options designed to bring about a resolution of their concerns. Depending upon the nature and severity of the complaint and the wishes of the person(s) claiming discrimination, harassment or retaliation, informal resolution may involve one or more of the following or other appropriate actions: (i) Advising the person(s) about how to communicate the unwelcome nature of the behavior to the alleged harasser; (ii) Distributing a copy of this policy as a reminder to the department or area with which the alleged harasser is affiliated; (iii) If both parties agree, arranging and facilitating a meeting between the person(s) claiming discrimination, harassment or retaliation and those accused to work out a mutual resolution. Students are also encouraged to seek advice or counseling from Student Resources and Support Services, 314-2160, whether or not they decide to pursue a formal complaint. Informal resolution may not be appropriate in certain circumstances. For instance, informal resolution would never be appropriate in cases involving allegations of sexual assault. While dealing informally with a problem of discrimination, harassment or retaliation may be preferable to the complainant, a formal grievance procedure must be followed in order for the University to impose any kind of discipline on the offender. The University will proceed with the investigation and formal resolution process when deemed appropriate by the Office of Institutional Equity. 10) Investigation & Formal Resolution of Complaints a) Formal Investigation - If the complaint cannot be informally resolved after the initial investigation, the Office of Institutional Equity shall continue the investigation or designate someone to promptly conduct further investigation of the complaint, which may in some circumstances be a neutral third party. The persons charged with investigating the complaint must discuss the complaint or the underlying behavior only with persons involved in the case who have a need to know the information, including the complainant and the accused harasser. In the case of a complaint against a faculty member, the Office of Institutional Equity will work with the grievance committee of his or her school within the University to investigate discrimination, harassment or retaliation complaints. The committee chair shall notify the Office of Institutional Equity in writing of the findings as well as any action taken or recommendations made by the committee based on those findings. In the case of a complaint against a student, the Office of Institutional Equity will investigate, or will designate the Office of Student Conduct to investigate, and shall notify the Office of Student Affairs in writing of the findings of the investigation. The Office of Student Affairs will, in turn, determine whether to process the matter through the Tulane Code of Student Conduct. In the case of a complaint against a staff member or non-employee individual affiliated with 74 • Equal Opportunity and Affirmative Action Policies and Procedures 2013–2014 b) c) d) e) f ) Tulane (including vendors and independent contractors), the Office of Institutional Equity shall investigate and make recommendations to the appropriate supervisor as to any action to be taken. Resolution - Resolution will be concluded as promptly as possible and in most cases within 60 days unless extenuating circumstances arise. Within 60 days of receiving the complaint, the Office of Institutional Equity or its designee, including the appropriate school grievance committee, shall make a finding of whether it was determined that discrimination, harassment or retaliation occurred. If the investigation cannot be concluded within that time, the Office of Institutional Equity shall notify the complainant, and the University’s General Counsel, who shall designate the appropriate person or faculty committee to conclude the investigation as promptly as reasonably possible. Objectivity - The complainant and the accused are entitled to an investigation conducted by an impartial investigator. Thus, if the person(s) charged with overseeing or investigating complaints is implicated in the complaint, or has any personal issue that would cause a conflict of interest, the committee member or members shall recuse themselves from the proceeding. Alternatively, the Institutional Equity Officer shall conduct the investigation and make findings or shall designate someone impartial to do so, which may in some circumstances be an outside neutral third party. Standard of Review - Claims of violations of this policy will be reviewed based upon the preponderance of evidence whether more likely than not a policy violation occurred. Notice of Outcome (i) Complaints against Faculty, Staff and Non-Employee Individuals Affiliated with the University. No more than ten (10) working days or as promptly as possible after a decision has been reached, the Institutional Equity Officer shall notify the parties to the proceeding in writing of the findings and the outcome of the investigation. (ii) Complaints against Students. The Office of Student Affairs shall notify the parties to the proceeding in writing of the findings and the outcome of the investigation in a manner consistent with the Code of Student Conduct. Sanctions - Individuals found to have violated this policy shall be disciplined appropriately. Appropriate sanctions, ranging from a warning to dismissal, will be determined based on the severity of the conduct and in accordance with the provisions of applicable statutes, employment contracts, University policies, disciplinary procedures for faculty as described in the Faculty Handbook, disciplinary procedures for staff as described in the Staff Handbook, and disciplinary procedures for students as described in the Code of Student Conduct and other student discipline codes. 11) Appeals An appeal by either the complainant or the accused must be filed in writing with the Office of Institutional Equity within ten (10) working days of receiving written notice of the outcome of the investigation. Responsibility for reviewing appeals will turn on the identity of the accused. Where the accused is a student, the appeal shall be reviewed in accordance with appeals procedures described in the Code of Student Conduct. Where the accused is a staff member, the Chief of Staff and Vice President will review appeals. Where the accused is a faculty member, the Faculty Tenure Freedom and Responsibility Committee of the University Senate will review appeals in accordance with the grievance procedures described in the University Senate Constitution, By-Law III: Standing Committees, Section 1: Committee Functions, Committee on Faculty Tenure, Freedom and Responsibility: Functions. In exceptional circumstances, except in cases involving faculty, an appeal may be reviewed by an outside neutral third party. Equal Opportunity and Affirmative Action Policies and Procedures 2013–2014 • 75 12) Other Legal Resources The procedures above apply to internal complaints of discrimination, harassment or retaliation. In addition to this internal complaint procedure, victims of discrimination, harassment or retaliation may file a complaint with an appropriate government agency or, where allowed, file a civil lawsuit. Federal and state laws contain statutes of limitation barring claims filed outside of the applicable limitations period. a) Office for Civil Rights - The Office for Civil Rights (OCR) is charged with investigating complaints of harassment under Title IX, a federal law that governs harassment of students by teachers or other students. Prior to filing a lawsuit, a charge should be filed with the OCR within the time period designated by law. A student wishing to file an administrative complaint should contact: U.S. Department of Education U.S. Department of Justice Office for Civil Rights Dallas Office Civil Rights Division 1999 Bryan Street, Suite 2600 - or - P.O. Box 66560 Dallas, TX 75201 Washington, D.C. 20035 (214) 880-2459 (202) 307-2222 b) Equal Employment Opportunity Commission - The Equal Employment Opportunity Commission (EEOC) is charged with investigating complaints of harassment under Title VII, a federal law that governs harassment of faculty members and staff. Prior to filing a lawsuit, Title VII requires that a charge be filed with the EEOC within the time period designated by law. An employee wishing to file an administrative complaint should contact: Equal Employment Opportunity Commission Regional Office 1555 Poydras, Suite 1900 New Orleans, LA 70112 (504) 589-2826 13) Dissemination of Policy This policy will be distributed to all faculty, staff, students, administrators, and will be made available to anyone else connected with the University. All University employees and students who subsequently become part of the educational community shall be informed of this policy during their orientation. This policy may be revised from time to time and such revisions will be posted on the University’s web site located at www.tulane.edu. Any incident reported under this policy will be governed by the policy posted on the web at the time of the incident. 14) Revisions to Policy Proposed revisions to this policy will be presented to the University Senate for approval or disapproval. 15) False Accusations Forbidden While we encourage all to report good faith claims of discrimination, harassment or retaliation, false accusations can have a serious effect on innocent people. If an investigation results in a finding that an accusation of discrimination, harassment or retaliation was maliciously or recklessly made, the accuser may be disciplined appropriately. Appropriate sanctions, ranging from a warning to dismissal, will be determined based on the severity of the conduct and in accordance with the provisions of applicable statutes, employment contracts, University policies, disciplinary procedures for faculty as described in the Faculty Handbook, 76 • Equal Opportunity and Affirmative Action Policies and Procedures 2013–2014 disciplinary procedures for staff as described in the Staff Handbook, and disciplinary procedures for students as described in the Code of Student Conduct and other applicable student discipline codes. D. AMERICANS WITH DISABILITIES ACT The University is committed to nondiscrimination and employment of qualified individuals with physical and mental disabilities in accordance with Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA), and state and local laws and ordinances. An individual is considered to have a disability if they have a physical or mental impairment that substantially limits one or more major life activities, has a record of such impairment, or is regarded as having such impairment. The ADA prohibits discrimination against a qualified individual with a disability in employment practices such as job application procedures, hiring, promotion, discharge, compensation, training, benefits and other conditions of employment. A qualified individual is one who can perform the essential functions of his or her job with or without a reasonable accommodation. The ADA also requires that employers provide reasonable accommodations to qualified individuals with known disabilities. A reasonable accommodation is designed to assist an employee in the performance of his or her job without placing an undue hardship on Tulane or posing a direct threat to the employee or to other individuals. The Office of Disability Services has been designated to coordinate employee requests for workplace accommodations. Employees should make accommodation requests directly to the Office of Disability Services. It is your responsibility to request an accommodation. Tulane may require written documentation from your health care provider with knowledge of your limitations. If the Office of Disability Services notifies the Workforce Management Organization that an accommodation has been approved, implementation of the accommodation will be handled by your department. If you requested and were granted an accommodation, you must report changes in your ongoing need for accommodation. The University has adopted an internal grievance procedure providing for prompt resolution of complaints alleging violation of the University’s ADA policy. If you have concerns regarding denial of a reasonable accommodation or the specific accommodation selected by the University, you are encouraged to review the process with the Office of Disability Services. In the event you disagree with the determination or proposed accommodation or believe you have been discriminated against based on a disability, you should contact the Office of Institutional Equity (504) 862-8083. Tulane’s 504/Grievance Officer designated to coordinate compliance with Section 504 regulation is Deborah Love. E. TITLE IX It is the policy of Tulane University to comply with Title IX of the Education Amendments of 1972, which prohibits discrimination (including sexual harassment and sexual violence) based on sex in the University’s educational programs and activities. Title IX also prohibits retaliation for asserting claims of sex discrimination. Tulane University has designated Title IX Coordinators, to coordinate Tulane’s compliance with and response to inquiries concerning Title IX. Faculty, Staff or Students may contact the following for information: Deborah Love, Title IX Coordinator Tulane University Office of Institutional Equity 200 Broadway, Suite 105 A New Orleans, LA 70118 email@example.com (504) 862-8083 Equal Opportunity and Affirmative Action Policies and Procedures 2013–2014 • 77 Wendy Stark, Deputy Title IX Coordinator Tulane University Office of Institutional Equity 200 Broadway, Suite 105 A New Orleans, LA 70118 firstname.lastname@example.org (504) 862-8083 Students may also contact: Erica Woodley, Deputy Title IX Coordinator for Student Affairs Tulane University Division of Student Affairs 6823 St. Charles Avenue Lavin-Bernick Center for University Life, Room G03 New Orleans, LA 70118 email@example.com (504) 314-2188 Office for Institutional Equity, 862-8083 Revised August 2013 78 â€˘ Equal Opportunity and Affirmative Action Policies and Procedures 2013â€“2014 Health and Wellness Policies and Procedures INJURY AND ILLNESS TO STUDENTS Students who suffer an injury or become ill should report to the Student Health Clinic (SHC) for evaluation and treatment. SHC personnel should have the student complete a Student Report of On-Campus Environmental Injury or Disease form which can be found on the Office of Environmental Health & Safety (OEHS) website. In case of emergency, on-campus students should call Tulane Police; off-campus students should call 911. If the injury is related to classroom activities or unsafe condition in a University building, OEHS and Tulane Police should be contacted as well as appropriate University staff, i.e., course instructor or resident assistant. A Student Report of On-Campus Environmental Injury or Disease form should be completed by the course instructor or resident assistant and a copy of the report should be forwarded to OEHS immediately regardless of whether or not the student reports to the SHC. Forms are available at the OEHS website: tulane.edu/oehs/ upload/24F-oehss04.pdf. Student Health Center, 865-5255 Revised July 2011 Reviewed September 2013 HOSPITALIZATION AND NOTIFICATION PHILOSOPHY At times, a student will voluntarily/involuntarily need to be hospitalized. A primary goal for the Division of Student Affairs is to provide a supportive learning environment for all students. This policy only applies when the University receives notification of a student’s hospitalization. PROTOCOL When a student is hospitalized by the Student Health Center (SHC), the SHC notifies the Student Affairs Professional On-Call, who in turn, notifies the Office of Student Resources and Support Services. If the University learns from sources other than the SHC that a student has been hospitalized, the Office of Student Resources and Support Services shall ask the Director of the SHC to attempt to contact the student’s attending physician to inquire about the student’s welfare and report back to the office of Student Resources & Support Services of the status of the hospitalization. Anytime the University receives notification that a student has been hospitalized, the Office of Student Resources and Support Services shall attempt to determine if the student’s emergency contact has been notified. In certain circumstances where, in the professional judgment of the Office of Student Resources and Support Services, parental notification is necessary in order to protect the welfare of the student, SRSS will notify Health and Wellness Policies and Procedures 2013–2014 • 79 the student’s emergency contact. SRSS shall then notify the student’s academic advisor and the appropriate Academic Dean’s office. Student Resources and Support Services, 314-2160 Reviewed September 2013 SUICIDE POLICY PHILOSOPHY The Division of Student Affairs recognizes the need to support students in the aftermath of a traumatic event. A student’s suicide, attempted suicide, or suicidal ideation may have a traumatic effect on members of the University community. As such, provisions have been put in place to address and respond to identified individuals or groups in the community who have been affected by a student’s suicide or attempted or threatened suicide. PROTOCOL In the event that the University is presented with a credible report that a student has threatened or attempted suicide, engaged in preparatory efforts to commit suicide or expressed a preoccupation with suicide, that student will be subject to a mandatory administrative referral as outlined in the Medical Referrals Procedure. Student Resources & Support Services (SRSS) will manage such cases and may appoint a designee for assistance. In the case that a student threatens or attempts suicide, SRSS will: • Seek emergency care for the student via TUPD & TEMS, if in the professional judgment of SRSS, such emergency care is appropriate. • Confirm the identity of the student through Banner, but if necessary, seek assistance from the friends and/or roommates of the student. • Be responsible for administratively referring the student pursuant to the Medical Referrals Procedure. • Work directly with the student(s) involved, including the friends, roommates, or other classmates affected by a student who has attempted suicide, to make sure everyone gets the assistance needed, personally, professionally or academically. • Be the primary point of contact to coordinate care across different university domains (particularly mental health facilities, university offices; academic advisors; faculty notifications) and assisting with withdrawal and leave of absence procedures as appropriate. • Be responsible for making sure that contact between the family and appropriate Tulane staff, faculty, and students occurs. • If necessary, convene a team of key personnel to discuss the case and plan necessary follow-up. • Work with the student’s family in cases where the student is unable to make decisions regarding his education, health, and well-being. Emergency cases that occur on- and off-campus will require a tailored response to specific communities that are affected (i.e., friends, classmates, residence halls, fraternities and sororities, affiliations, associations, etc.). A designated university official will serve as point person for these students and will conduct a tailored response. In certain cases such as student death (see the Death of a Student Protocol), when a student’s life is in jeopardy, when a student is seriously injured or ill, or when a student has engaged in more than one suicide attempt even if that attempt did not result in serious injury, Student Resources & Support Services the VPSA, or designee will contact the family. 80 • Health and Wellness Policies and Procedures 2013–2014 COMMUNITY DISRUPTION Due to the disruptive nature of threatened or attempted suicide, with the recommendation of the Behavioral Intervention Team, Student Resources & Support Services may refer the involved student to the Office of Student Conduct for violating the Code of Conduct, specifically III.B.23 – Disruptive behavior. Sanctions assessed for a violation of the Code of Conduct for Disruptive Behavior will be uniformly applied and separate from any clinical treatment recommendations or requirements or that the student must meet to remain enrolled at the University. The intent of adjudicating the violation through the Code of Student Conduct is to address the student’s observed conduct, actions, and statements, rather than mental health concerns. Student Resources and Support Services, 314-2160 Reviewed September 2013 MEDICAL REFERRALS PROCEDURE PHILOSOPHY A primary goal for the Division of Student Affairs is to provide a supportive learning environment for all students. At times, a student will need to be referred to the appropriate medical resource. PROTOCOL 1) Student Health Center The Student Health Center is the primary University resource for student health problems. 2) Mandatory Administrative Referral The Vice President of Student Affairs or designee may make a referral for a mandatory medical or psychological evaluation as a condition of continued enrollment in the University. Referrals are based on an individualized assessment that: (1) A student has endangered or threatens to endanger his/her own health, safety or welfare; (2) A student has endangered or threatens to endanger the health, safety or welfare of another; (3) A student may not be fit to adequately function in the University community; and/or (4) A student has been hospitalized. As part of the mandatory administrative referral, a student will be required to provide informed consent for the administrative evaluation, including understanding that the results of the evaluation will be communicated to the University’s Behavioral Intervention Team and the Division of Student Affairs. All records associated with the administrative referral, regardless of outcome, are maintained in the Maxient database, under a BIT access restriction and do not appear as part of the student’s academic record. Failure by a student to keep an appointment for an administrative referral, or to fully comply with the recommendations of the clinician, may be treated as a failure to comply with the direction of a University official pursuant to the Code of Student Conduct and may result in disciplinary action. Disciplinary action may include separation from the University. In addition, at all times, the Vice President of Student Affairs or designee has the authority to interimly suspend a student pursuant to Section IV of the Code of Student Conduct. A student may appeal in writing the basis supporting the mandatory administrative referral. An appeal must be submitted to the Vice President of Student Affairs within a reasonable period of time, but no later than 24 hours in advance of the scheduled time for the mandatory evaluation. The Vice President of Health and Wellness Policies and Procedures 2013–2014 • 81 Student Affairs will refer the appeal to the University’s Behavioral Intervention Team’s (BIT). The BIT’s decision regarding the propriety of the mandatory administrative referral is final. 3) Recommended Medical Withdrawal Voluntary Withdrawal A student may seek to withdraw from some or all courses for the current academic semester due to medical reasons. Administratively, this process is initiated through the student’s Academic Advisor, School or College. In some situations, the Office of Student Resources and Support Services will work with the student and appropriate academic unit to complete the requested withdrawal, make the appropriate referral to the Student Health Center for withdrawal evaluation, and communicate with the Academic Advising Center and Newcomb Tulane Dean’s office regarding the withdrawal request. The Student Health Center (SHC) conducts all evaluations for medical withdrawals. Students who take a medical withdrawal from all courses regardless of the reason must remain on leave for a minimum of one complete academic semester. The Dean’s office will place a hold on the student’s account which will prevent the student from being re-admitted or re-enrolled without properly petitioning to re-enroll as outlined in the Return from Medical Withdrawal policy below. If the student has already registered for the upcoming semester, the Dean’s Office will administratively drop the student’s complete course schedule. Behavioral incidents that violate the Code of Student Conduct must be properly adjudicated prior to the student’s return from Voluntary Withdrawal. In such situations, the Office of Student Conduct will also place a block on the student’s registration, prohibiting the student from registering for classes until the conduct incidents are fully resolved. Involuntary Withdrawal If based upon the result of an Administrative Referral the Behavioral Intervention Team determines that the student should withdraw from the University and the student refuses to comply with the recommendation for withdrawal, a Withdrawal Committee consisting of the VPSA (as chair), the Director of the SHC in consultation with the attending physician, and the University Provost (or designee of any of the foregoing) will conduct a Withdrawal Review to determine whether the student should remain in the University. The student should be notified in writing of the pending Withdrawal Review no less than 24 hours prior to the convening of the Withdrawal Committee. This notice must provide the student with the reason for the proposed involuntary withdrawal and inform the student of his/her rights to review and discuss with the Withdrawal Committee the evaluations submitted to the Committee, the right to present relevant information regarding his/her case either on his/her own behalf or by a health professional working with that student if that student is not capable of self-representation, the right to prepare and submit a statement to the Committee for consideration, and the right to have an advisor from the Tulane community appointed on his/her behalf. At the time the student is notified of the pending Withdrawal Review, the VPSA may impose immediate interim action pending the review of the Involuntary Withdrawal information, including but not limited to the imposition of a change in residential housing status or interim suspension from the University. The Committee will be provided with relevant information necessary to make an individualized determination about the student’s ability to remain at the University. This documentation may include but is not limited to: • Recommendations from the Student Health Center, including a report of mental health evaluations, recommendations made after the initial evaluation, and reports regarding 82 • Health and Wellness Policies and Procedures 2013–2014 • • • • • compliance with the referral and recommendations. Documentation and recommendations from any Administrative Referrals. Documentation regarding conduct or behavioral incidents relevant to the student’s condition. Recommendations from the Behavioral Intervention Team. Any other relevant information received by the Office of Student Resources and Support Services from such parties as parents/guardians, professors, academic advisers, Student Affairs staff, medical or mental health professionals who have treated or are treating the student, etc. Any written statements from the student. The student will be notified of the outcome of the Withdrawal Review within three business days. Students who are involuntarily withdrawn from the University will be removed from all classes, prohibited from using on-campus or University facilities, attending University events or functions, participating in organizations, and must vacate University housing within a maximum of 24 hours form the date of outcome notification. At the discretion of the University, the student may be entitled to a pro-rata refund of tuition, fees, and room and board charges. A hold will be placed on the student’s account by the Office of Student Resources & Support Services, which will prevent the student from being re-admitted or re-enrolled without properly petitioning to re-enroll (as outlined in the Return from Medical Withdrawal policy). If the student has already registered for the upcoming semester, the student’s Academic Dean’s Office will administratively drop the student’s complete course schedule. If the student is involuntarily withdrawn from the University, his/her emergency contact will be notified. Any unresolved behavioral incidents that violate the Code of Student Conduct must be properly adjudicated prior to the student’s return from Involuntary Withdrawal. In such situations the Office of Student Conduct will place a block on the student’s registration, prohibiting the student from registering for classes until the conduct incidents are adjudicated. A student who is considered for involuntary withdrawal but not withdrawn from the University may be subject to conditions for continued enrollment at the University. In such cases, the student will be provided written documentation of the conditions and the consequences of failing to meet the conditions outlined. The consequences may include immediate involuntary withdrawal as well as charges for violating the Code of Student Conduct, specifically III.B.18 – Failure to comply with the directions of University officials. All records of Involuntary Withdrawal Review, regardless of outcome will be maintained in the Maxient database, under a BIT access restriction and do not appear as part of the student’s academic record. 4) Return from a Medical Withdrawal A student who withdraws from the University on a voluntary or involuntary basis must request re-entry to the University. The re-entry process is uniformly applied to all withdrawals regardless of the reason for the withdrawal. As part of the re-entry process, the student must submit the required documentation to Student Resources and Support Services. This documentation will be reviewed by the Student Resources & Support Services (SRSS), and also may be reviewed by the Behavioral Intervention Team as appropriate. In addition, the student will be evaluated by the Student Health Center as part of his or her re-entry process. The student will be required to sign a release of information so that the SHC may communicate with the student’s treating clinicians while on Leave of Absence, and to release information regarding the evaluation and make recommendations to SRSS about whether the student’s application for re-entry should be granted. Health and Wellness Policies and Procedures 2013–2014 • 83 The Student Health Center will forward a determination about the student’s readiness to re-enroll at the University to SRSS. The Office of SRSS and the Behavioral Intervention Team will make a recommendation to the Vice President of Student Affairs or designee regarding whether the student’s request for re-admission should be granted, including any recommended conditions that should be attached to the student’s readmission. The Vice President of Student Affairs or designee will makes the final decision regarding whether the student may be readmitted and/or what conditions should be attached to the readmission process. The Office of Student Resources and Support Services will manage the follow-up with the student regarding whether the student’s request for re-enrollment has been granted and whether that re-enrollment is subject to the fulfillment of any re-enrollment conditions. Student Resources and Support Services, 314-2160 Reviewed September 2013 84 • Health and Wellness Policies and Procedures 2013–2014 Safety and Security Policies and Procedures PARKING AND BICYCLE REGULATIONS (AUTOMOBILES, MOTORCYCLES AND MOPEDS) PARKING & TRAFFIC REGULATIONS ACADEMIC YEAR 2013-14 The operation and parking of all motor vehicles on the Uptown campus is contingent upon displaying a proper parking permit and adherence to the regulations as published. Failure to comply makes violators subject to the fines and penalties indicated herein. These regulations are prepared by the Department of Tulane Police under the supervision of the Senior Vice President for Operations and Chief Financial Officer, with oversight by the Senate Committee of Physical Facilities, for the safety and control of traffic and convenience of the University. Enforcement of these rules and regulations is delegated to the Tulane University Police Department and the employees thereof. It is my hope that you will comply with the spirit and intent of these rules. I ask your cooperation. Anthony P. Lorino Senior Vice President for Operations and Chief Financial Officer Effective August 1, 2010 SECTION I – REGISTRATION A. General 1. Any member of the faculty, staff, student body, or outside agents using UNIVERSITY-OWNED PROPERTY for parking spaces must register the vehicle they operate on campus with Tulane Parking Services and purchase a parking permit. EXCEPT FOR METERED SPACES, VEHICLES PARKED ON TULANE UNIVERSITY PROPERTY, INCLUDING SATELLITE LOCATIONS, MUST DISPLAY A VALID PARKING PERMIT FROM 8 A.M. TO 5:30 P.M., MONDAY THROUGH FRIDAY. 2. Any vehicle which has two or more unpaid citations, totaling $50.00 or more, will be subject to immobilization, if the citations remain unpaid after ten (10) working days. Vehicles placed on the immobilization list are subject to be immobilized twenty- four (24) hours a day, seven (7) days a week, even if legally parked at the time of immobilization. Purchasing a permit when registering the vehicle, or paying current outstanding citations removes the vehicle from the immobilization list. Outstanding citations issued to any non-affiliate are required to be paid in full prior to removal of an immobilization device and removal of a vehicle from the immobilization list. Subsequent multiple violations will again make the vehicle eligible to be immobilized. a. Any unauthorized removal, tampering with, or damaging of the immobilization device will result in fines and a fee appropriate to the amount of damage caused to the device. 3. All persons requesting a parking permit must present the appropriate documents at the time of registration, as follows: a. Faculty, Staff, and Students: Valid Tulane Splash ID card b. Alumni (other than current faculty, staff, or students): Tulane Alumnus ID and Vehicle registration Safety and Security Policies and Procedures 2013–2014 • 85 or car title c. Vendors and Contractors: Suitable identification, such as a driver’s license. 4. Parking permits may be purchased at the Parking Services Department, located on the ground floor of the Diboll Complex, at Ben Weiner Drive and McAlister Extension. Hours of operation are 8:30am to 5:00pm Monday through Friday. Questions regarding interpretation or clarification of these rules should be directed to the Parking Services Division: 865-5424. 5. The following traffic rules and regulations have been enacted by the University for the security and safety of the Tulane community and apply to all persons who operate a motor vehicle on campus property. The Permit holder is responsible for all traffic citations in which his/her parking permit is displayed. In addition to fines and fees levied for violations, certain offenses may be additionally directed to the Office of Student Affairs for further disciplinary action. THE CAMPUS SPEED LIMIT IS 15 MPH AT ALL HOURS. The campus speed limit is ENFORCED BY RADAR. AUTHORIZED PARKING ZONES: MONDAY - FRIDAY, 8 A.M. - 3 P.M. PERMIT TYPE AUTHORIZED ZONES (excluding reserved all hours and metered spaces) F, ALU,V & Handicapped TU (motorcycles) E R, C N RC All Zones All Zones in spaces specifically marked for motorcycles All Green and Yellow Zones Yellow Zones, 8 a.m. - 3 p.m. Valid only after 3 p.m. Valid after 3 p.m., Garage Only 6. The parking plan is designed to provide parking spaces as conveniently as possible within the limits of available space. Operating a motor vehicle on the campus is a privilege and is conditioned on compliance with these rules and regulations. The University is not responsible for theft or vandalism, and encourages owners/operators to lock their vehicles at all times while parked on campus. 7. The fact that a traffic citation is not issued at the time a vehicle is illegally parked does not mean, or imply, that the regulation or law is no longer in effect. The responsibility for obtaining knowledge of the laws and regulations in force rests with the motor vehicle operator. 8. After 3pm and on weekends, registered vehicles with valid campus parking permits may park in all zones, except where signs are posted that prohibit their parking there, i.e.:. a. Gibson Circle (24-hour green zone) b. Rear of Reily Recreation Center (24-hour green zone) c. Top of Newcomb Circle (24-hour blue zone) d. Fire lanes e. Handicapped spaces f. Reserved spaces g. Controlled access areas h. Metered parking spaces 9. All appropriate Louisiana criminal laws, motor vehicle laws, New Orleans City Traffic Ordinances and University regulations are in effect on Tulane property. Careful adherence to all regulations is required to protect pedestrians and vehicles and to provide access for emergency vehicles. Jurisdiction to enforce these regulations is vested with the Tulane Police Department and the employees thereof. 10. All contractors/vendors, outside agents, sales representatives, service technicians, etc. are required to purchase parking permits. In addition, the Senate Committee on Physical Facilities has determined that these persons are responsible for paying any fines/fees incurred against their vehicles. If payment, after notification, is not received by the Bursar’s Office or the Traffic division within the prescribed time, vehicles are 86 • Safety and Security Policies and Procedures 2013–2014 subject to immobilization and all fees must be paid before the vehicle will be released. Vendor/Contractor vehicles permitted on or near job sites shall display the appropriate company logo in a conspicuous place on the vehicle. Outstanding traffic citations will be billed to parent company. 11. FRESHMAN RESIDENTS ARE NOT ALLOWED TO REGISTER THEIR VEHICLES, AND MAY NOT UTILIZE CAMPUS PARKING AREAS. 12. All driveways leading to dormitories, administrative, academic buildings, are designated as Emergency Fire Lanes and therefore parking is prohibited at all times except there were parking is designated by appropriate lines, signs, or TULANE POLICE DEPARTMENT personnel. 13. The use of skateboards, roller skates, roller blades, uni-cycles and all bicycles are forbidden as a means of transportation on Law Road and any of the garage surfaces, ramps, walkways, elevators, etc. (Exception: Tulane Police bicycle patrols will be permitted in all areas.) 14. All Tulane sanctioned vehicles (except Facilities Service, Tulane Police and Ambulance vehicles) while on campus will be parked, all hours of the day and night, in the designated reserved spaces, unless the vehicle is in the process of loading, unloading, and/or under the driver’s immediate control. 15. Exception: Departments may purchase a parking permit for a specific Reserved All Hours space. B. General Parking • Summer parking in the Diboll Garage, through 5th floor • Annual cleaning of the garage begins the Monday following Spring Commencement and lasts approximately four weeks. The 5th floor will always be available for parking. Signs will be placed on other floors and ramps to advise when floors and ramps are closed to parking. Vehicles parked in the garage (stored) over the summer or for an extended period of time that would hinder cleaning must be parked on the 5th floor. Vehicles parked on floors designated as “no parking” will be relocated at the owner’s expense ($85). Questions may be directed to Parking Services Division at 865-5424. C. Definitions For the purpose of interpretation, certain definitions are in effect. “Campus”, “Campus area” or “University Property” includes all properties owned or controlled by Tulane University. “Motor vehicles” includes automobiles, trucks, motorcycles and moped-type vehicles. D. Permits for parking on the Uptown campus are governed by existing signs and the following regulations. Designated Parking areas are indicated on a color-coded map, available at parking area map or in the Parking Services Office. A single parking permit will be issued to an individual according to his/her job classification or status as a student, alumnus or guest. Use of the permit is restricted to the registered individual. E. Removal of abandoned motor vehicles Any motor vehicle that has remained on University property five (5) days or more without a valid parking permit is considered abandoned. The owner will be notified by registered letter to remove the vehicle at once. Failure to comply will result in the permanent disposal of the vehicle in accordance with existing law. F. Towing of vehicles on university property Vehicles parked on the university, but found hindering the performance/function of the university may be towed at the owner’s expense. In addition, vehicles which remain immobilized after forty-eight (48) hours may be relocated at the owner’s expense. G. Registration Procedures 1. Faculty and staff members: Newly appointed faculty or staff members should apply within five (5) Safety and Security Policies and Procedures 2013–2014 • 87 calendar days of their appointment. 2. Full-time students should register their vehicles as part of the University registration procedure and may elect to charge the entire cost of the permit to their individual Accounts Receivable. FACULTY, STAFF AND STUDENTS WILL HAVE THE OPTION TO CHOOSE: 1. A MOVABLE PLACARD (Hang-tag parking permit) A possessor of a movable placard may use it only on a vehicle he/she owns or is physically operating/ occupying. 2. A PERMANENTLY AFFIXED PERMIT All stick-on type parking permits must be permanently affixed to the front windshield, passenger side lower right. Recommended application: open vehicles, Jeeps, convertibles. REPLACEMENT PERMIT In the event of loss or theft of a parking permit, the owner must file a LOSS/THEFT REPORT at the Parking Services Office within five (5) days of the incident. The parking permit replacement fee is $10.00. PERMITS: 1. F – Faculty permits are issued for persons who are FACULTY and Tulane Executive Officers. Persons other than Faculty and Executive Officers hired after July 31, 1983 must be members of the Administrative Council in order to be eligible to receive an “F” parking permit. Emeritus Faculty (no charge) and those monthly staff personnel hired prior to September 1, 1966 will be issued an “F” parking permit. Permit Color: BLUE. 2. F—Tulane-sanctioned vehicles with permit will be parked in specific Reserved All Hours spaces. Permit Color: BLUE. a. Non-permitted Tulane-sanctioned vehicles will park in the Monk Simon lot adjacent to Modular Housing on Ben Weiner Dr. These vehicles will be registered with the Parking Services Division and will receive the appropriate permit. ACCESS CONTROL ENTRY: Entry onto Law Road and onto Engineering Road, weekdays, between the hours of 8 a.m. and 3 p.m. shall be by card access. LETTER OF PETITION FOR ACCESS: Letters of Petition are available at the Parking Services Division. Petitions are reviewed by the Senate Committee on Physical Facilities for determination of need. 3. H (cost determined by classification with the University). “H” permit may be issued to a mobility impaired person as such person is defined in subpart H (Uniform System for Handicapped Parking). Permit Color: BLUE. a. Student applicants requesting an “H” permit must annually submit a certificate of registration or other official document from the state in which their motor vehicle is registered to the Coordinator of Disability Services, located in the Mechanical Engineering building. Faculty and Staff members must annually submit official medical documentation to the Parking Services Office. b. Temporary “H” permits may be issued to persons who suffer a short-term disability which limits or impairs their ability to walk. Medical certification of such impairment must be made by a private physician, by the Health Services Department, or Tulane Medical Center, on a form provided by the Parking Services Office. Temporary “H” permits may be issued as a replacement for an authorized Parking Permit, for a period not to exceed six (6) months. Permit Color: YELLOW. TEMPORARY PERMITS (TP): This permit will be issued only for short periods of time. Those persons who have purchased a stick-on type parking permit (whose vehicle is temporarily disabled) are eligible to apply for a temporary permit. Permit Color: YELLOW. 4. E—Staff permits are issued to persons who are staff members hired after September 1, 1966 and subcontract employees (food service, travel agency, bookstore, bank employees and temporary employees) whose annual salary is greater than $15,000. Vehicles with “E” permits are restricted from parking in bluezones until after 3 p.m. Permit Color: GREEN. Permit is valid through August 31. 88 • Safety and Security Policies and Procedures 2013–2014 5. C – Commuting permits are available to all commuting students. Vehicles with C permits are restricted to parking in red and yellow zones between 8 a.m. and 3 p.m. After 3 p.m., vehicles with “C” permits are permitted to park in all zones (for exceptions, see paragraph 8). Permit Color: RED. Permit is valid through August 31. a. R – Residence permits are available to all resident students above the grade of freshmen. Vehicles with “R” permits are restricted to parking in the Yellow zones between 8 a.m. and 3 p.m. After 3 p.m., “R” permits are permitted to park in all areas (for exceptions, see paragraph 8). Permit Color: YELLOW. Permit is valid through August 31. 6. MOTORCYCLE PERMITS: TU permits are required for any two- or three-wheel vehicle which has a motor or engine to propel it. TU permits may be parked only in posted motorcycle areas, which are located in all zones of the campus. Permit Color: Green. Permit is valid through August 31. WEARING OF HELMETS AS PROTECTIVE WEAR ON CAMPUS IS RECOMMENDED TO MOTORCYCLISTS AND MOPED OPERATORS, AS WELL AS PASSENGERS. Motor vehicles inclusive of motorcycles, motorbikes, motor scooters, and others with internal combustion engines are not permitted inside buildings. They may not be parked on any pedestrian walkway or sidewalk. This does not apply to maintenance, Tulane Police, delivery, or emergency vehicles which may temporarily park near a building. 7. N permits—are available to all Evening students (permit color: SLVER/BLACK Permit is valid through August 31. “N” permits are permitted to park on campus only after 3:00pm, Monday through Friday. N” permitted vehicles on campus prior to 3 p.m. Monday through Friday must park and pay at a guest metered parking area only. 8. VENDOR/CONTRACTOR PERMITS. Vendor/contractor permits are issued to outside agents who conduct business on the Tulane campus on a periodic basis as a VENDOR/CONTRACTOR. Determination of parking privileges to be granted will be made by the Parking Services Division at the time the permit is issued. Permit Color: PURPLE. Permit is valid through August 31. 9. ALUMNI PERMITS. Alumni of Tulane University who are NOT current faculty, staff or students may obtain for their use only an annual parking permit at the Parking Services Division. This permit will authorize parking in all areas of the campus, except where signs prohibit parking, such as Reserved All Hours spaces, fire lanes, handicapped spaces, and Controlled Access areas. Permit Color: BLUE. Permit is valid through August 31. 10. Guest of the University Parking – Coin operated multi-metered parking is available for guests in the ground level of the Diboll Complex, bldg. #103 (21 metered spaces, and behind the Reily Center Staff Lot on the Building side (16 metered spaces, no maximum time). Forty three (43) additional on-street parking meters are available (15 minute increments with a maximum of 45 minutes total). It is a guest responsibility to know and comply with the university’s requiring display of a permit. Hours of Regulation are identified on this web site and at the entrance of each university parking zone. Parking is not permitted at a malfunctioning meter unless you call the Parking Services Division immediately with the meter number, problem, and your license plate. All vehicles parked in the Diboll Complex and on-street metered spaces must deposit appropriate amounts in meters, 8 a.m. to 5:30 p.m., Monday through Friday, whether displaying a Tulane permit or not. 11. GUEST PARKING PERMITS, ($5.00 each day) may be purchased (with date specified) at the Tulane Police Department/Parking Services Division. Guest permits are required Monday through Friday, 8:00am to 5:30pm. Guest permits issued to Tulane departments who pay by I.T. will be discounted. 12. In the event there is a University emergency, such as an imminent storm alert, priority to vehicles bearing current Uptown Tulane campus permits will be given for garage parking. Safety and Security Policies and Procedures 2013–2014 • 89 SECTION II – VIOLATIONS AND PENALTIES Category One Fines A. Failure to display a current parking permit while parked on campus: $40.00 1. The first violation only for “Failure to Display a Current Parking Permit While Parked on Campus” may be waived if a parking permit is acquired within five (5) .working days of the citation. (Guest permits excluded) B. FRAUDULENT REGISTRATION OF A MOTOR VEHICLE IS A $1,000 FINE. Among others, the following practices are fraudulent: 1. The registration of a vehicle by any student for the purpose of obtaining the permit for himself/ herself or for another person who is not eligible for the privilege it grants. 2. Unauthorized duplication of any permit, alteration of date or class permit designation also constitutes fraudulent usage C. Parking too far from curb/bumper. All vehicles parking parallel to a curbing must not park more than 18 inches from that curbing. Vehicles parked in a perpendicular space shall have front or rear wheels within six (6) inches of a curbing or parking bumper. King cab and full-size vans may not park on ramps of the Diboll Complex. Violation is a $20.00 fine D. Failure to obey an officer: $75.00 fine and possible suspension of campus parking privileges for one semester. E. Leaving the scene of an accident is a $25.00 fine. F. Parking in a place marked “RESERVED ALL HOURS” or “RESERVED FOR HANDICAP PERMITS”, handicapped spaces, “RESERVED FOR PHYSICAL PLANT VEHICLES”, blocking/parking in a fire lane, driveway or next to a fire hydrant is a $100.00 fine and vehicles without permits parked in the garage during storm alert are fined $100.00 each day. G. Parking/driving in an area not designated for parking (loading zone, lawn, sidewalk, “No Stopping” or “No Parking” zones as indicated by signs or markings) is a $30.00 fine. H. PARKING OUT OF ZONE: $40.00. Violations to include “N”, permit holders parking on campus prior to 3 p.m. (other than ‘Pay to Park’ metered spaces). I. Possession, removal, or damage to traffic signs, Access Control Gate Arm, speed bumps, traffic markings or immobilization devices is $75.00. J. Failure to stop for an occupied crosswalk is a $30.00 fine. K. Riding a skateboard, roller skates, roller blades, uni-cycles or a bicycle within the parking garage surfaces, ramps, walkways, elevators, etc. is forbidden at all times. (Exception: Police bicycle patrols shall be permitted in these areas.) Fine is $150.00. L. Tulane-sanctioned vehicles, without permit and unattended on campus in a space other than the assigned reserved space, are fined $30.00 for each violation. Category Two Fines A. Failure/Improper display of a parking permit is a $10.00 fine. B. Vendors/Contractors failing to display company logos and/or parked outside designated areas shall be fined $20.00. Parent companies will be billed for outstanding citations. C. A two-wheeled motor vehicle occupying an automobile space, and vice-versa, is a $20.00 fine D. Diagonal parking in a parallel space, perpendicular space, or vice-versa, is a $20.00 fine. E. Parking across lines of a designated parking space is a $20.00 fine. F. Operating a motor vehicle without a driver’s license or with a suspended license is a $50.00 fine. G. Unauthorized possession/use of an Access Card or transferable parking permit, and fraudulent duplication is a $1,000 fine. H. All other violations, to include State of Louisiana and/or City of New Orleans traffic regulations not enumerated herein are a $30.00 fine. For the purpose of clarification, golf carts, electric or gas-operated, shall be considered as motor vehicles. 90 • Safety and Security Policies and Procedures 2013–2014 In addition to the standard rules and regulations, the following rules shall be applicable to such vehicles. I. Vehicles shall travel only on designated, published cart paths. Vehicles operating under emergency conditions may be permitted to travel other than specified in the cart regulations, but only at a safe speed, especially with regard to pedestrian traffic. Violation: $30.00 fine. J. When the cart is in motion, all safety devices, lights, beepers, identification numbers and flags shall be properly visible and functioning. The sound and lighting devices will not be disabled during any motion of the vehicle. Violation: $30.00. K. Vehicles traveling at night shall, in addition to safety equipment, display a permanently attached headlight, taillight, brake light and turn signals. Violation: $30.00 L. The vehicle may not carry more passengers than the manufacturer has designated. When in motion, all passengers and operators must keep hands and feet inside the vehicle. Both operator and passenger will be held responsible. Violation: $100.00 (this violation constitutes reckless operation) M. Carts shall only be parked in designated, approved parking spaces. Violation: $20.00. N. All operators, while in control of a vehicle shall possess and display, on demand of University authority, a current driver’s license. Violation: $50.00 O. Only authorized personnel, exclusive of students, may operate carts. Exceptions will be accepted only in emergency cases, i.e. injury transportation. Violation: $30.00 P. All vehicles directed by Tulane Police Department staff to stop and/or move to the roadside shall comply, when directed. Violation: $75.00 Category Three Fines A. Blocking crosswalks, dumpsters, or vehicle traffic is a $25.00 fine. B. Reckless driving is a $100.00 fine. C. Exceeding the campus speed limit; speed of: 1. 1 to 10 MPH over posted limit = $30.00 2. 11 to 20 MPH over posted limit =$40.00 3. 21 to 30 MPH over posted limit =$50.00 4. 31 to 40 MPH over posted limit =$75.00 D. Failure to come to a complete stop at all designated signs or traffic markings is a $30.00 fine. E. Driving/Parking against traffic on a one-way street is a $30.00 fine. F. Passing moving vehicles, crossing a double-yellow line (entering oncoming traffic), or making an illegal u-turn is a $20.00 fine. G. Disregard of a police barricade is a $75.00 fine. H. Oversized vehicles parked in a space marked “COMPACT CAR ONLY” receive a $20.00 fine. Category Four – Immobilization, Administrative Fees A. Any vehicle which has two or more unpaid citations (totaling $50.00 or more) will be subject to immobilization if the citations remain unpaid after ten (10) working days. Immobilization of vehicles will be by the Tulane Police Department, 24 hours a day, 7 days a week. An administrative fee of $100.00 will be collected before the vehicle may be released. Vehicles still immobilized after a period of 48 hours may be towed by a private towing company at the owner’s expense. This is in addition to the fines already imposed. VEHICLES WILL REMAIN SUBJECT TO IMMOBILIZATION AND/OR TOWING UNTIL THE DELINQUENT CITATIONS ARE PAID. Payment of outstanding citations will remove a vehicle from the Immobilization List. Tulane affiliates may elect to receive an immobilization citation in lieu of the fee to release the immobilization device. Non-affiliates will be required to pay all citations fees in full at the Tulane Police Department/Parking Services Division prior to the vehicle being released. B. Any unregistered vehicle parking in a space marked “RESERVED ALL HOURS”, “RESERVED FOR HANDICAPPED”, “RESERVED FOR DELIVERY/SERVICE VEHICLES”, or blocking a fire lane or fire hydrant will be immobilized and/or towed by the Tulane Police Department. An administrative fee of $100.00 will be assessed, IN ADDITION TO THE TOWING FEE OF THE PRIVATE TOWING Safety and Security Policies and Procedures 2013–2014 • 91 COMPANY. If a non-affiliate of the University, cash/credit cards only will be collected before the vehicle may be released. C. For continued disregard of the rules and regulations and at the discretion of the Tulane Police Director, oncampus parking privileges may be suspended for a period of up to one semester. D. Vehicles which cannot be identified by visible license plate or VIN number may be immobilized for identification and will be released upon presentation of proper identification at the Parking Services or Police Department. Category Five – Metered Parking A. Failure to pay meter parking, to include expired meter parking. 1. At all meters which allow a maximum of 45 minutes, $10.00 for each ½ hour parked at a meter which is expired. 2. After two (2) hours of continuous violation (4 citations issued) at any meter, the vehicle may be immobilized. ALL VEHICLES WHICH HAVE FOUR (4) OR MORE OUTSTANDING UNPAID METER VIOLATIONS WILL BE SUBJECT TO IMMOBILIZATION 24 HOURS A DAY, 7 DAYS A WEEK. An administrative fee of $100.00 per day will be charged for release of the vehicle. SECTION II – PAYMENT OF FINES A. Each individual receiving a traffic citation will have 10 WORKING DAYS FROM THE DATE OF THE VIOLATION in which payment may be made at the Bursar’s Office, Tulane University, 31 McAlister Drive, New Orleans, LA 70118 or the Parking Services Division in the Tulane Police Department, located on the ground floor of the Diboll Complex, at Ben Weiner Drive and McAlister Extension or https://dsaimsweb. hcs.tulane.edu B. After ten (10) working days, those known violators with unpaid fines will be referred to Accounts Receivable or the Payroll Office for collection. C. Challenges NO APPEAL WILL BE CONSIDERED WHICH IS BASED ON IGNORANCE OR MISUNDERSTANDING OF THE TRAFFIC AND PARKING REGULATIONS 1. The assessment of any fines may be challenged before the Parking Services Appeals Committee, composed by an autonomous Advisory Board of faculty/staff and student members. You may file an appeal by mail, by electronic mail (e-mail), by fax, or in person. In all cases your appeal must be received in the Parking Services Department within 10 calendar days from the date the citation was issued. Persons wishing to appeal a citation should complete the appeal form at the following location: https:// dsaimsweb.hcs.tulane.edu To view citation appeal unacceptable extenuating circumstances click Here 2. There is a $5.00 administrative fee for filing each traffic citation appeal. The administrative fee will be returned only if the appeal is upheld by the Parking Services Appeals Committee. Individuals desiring to appear before the Appeals Committee may do so by stating it in their appeal, but should they fail to appear as scheduled, the Committee will decide the challenge based on the written appeal. 3. Decisions of the Parking Services Appeals Committee are final—there are no further appeals. Citations which are paid cannot be appealed. If an appeal is upheld, fees will be returned and the citation will be dismissed. 92 • Safety and Security Policies and Procedures 2013–2014 SECTION IV – BICYCLE REGULATIONS BICYCLES ON CAMPUS (OPERATION AND PARKING) All bicycles operated or parked on the Tulane campus are subject to regulations stipulated by the Tulane University Police/Parking Services Department. Bicycles operated on campus are required to be registered with Tulane Police. Registration is provided at no cost to the owner for a limited time. Failure to register bicycles that are operated on campus shall result in immobilization. Bicycles and the operators are subject to all Tulane laws and regulations. Failing to do so, the operator shall be cited and/or denied access to campus when in violation. Section I – Authority A. Jurisdiction to enforce the regulations herein is vested with the Tulane police/Parking Services Division. B. Tulane Police officers are authorized to cut chains or locks in order to move illegally secured bicycles. The university is not responsible for any damage to bicycles, chains, or locks when the bicycles are moved by Tulane Police officers. B. All bicycles operated or parked on the Tulane campus must be registered with the Tulane Parking Services Division and display a valid license sticker. D. Tulane affiliates shall register their bicycles at the Parking Services Division (ground floor, Diboll Complex). Section II - Operating 1. Bicycles operating on campus streets must come to a complete stop at all stop signs and/or occupied pedestrian crosswalks. 2. Bicycles are prohibited from exceeding the posted speed limit while on campus. 3. Bicyclists must travel with the directional flow of traffic, both on campus and on public streets. 4. Law Road from St. Charles Ave. to Freret St. is classified as a narrow street, therefore no bicycles are allowed. 5. Bicycles may proceed carefully on the grey, crushed rock areas, but must yield to pedestrians at all times. 6. When pedestrian traffic on sidewalks and walkways is heavy, bicycles may proceed cautiously on lawn areas. Bicycle Parking 1. Bicycles shall only be secured to bicycle racks. Lobbies, stairwells, handrails, posts, trees, fences, benches, street signs and parking meters are not legal parking spaces for bicycles. 2. Bicycles found illegally parked or secured to anything other than a bicycle rack will be subject to fine/ removal/immobilization. 3. To gain release of bicycles immobilized/impounded, the bicycle must be registered and pay a fee of $20 to cover the fine of impoundment. An additional $3 for registration/license plate and a storage fee of $2 weekly will be applied where applicable. Contact the Tulane Police/Parking Services Division located in on the ground floor, Diboll complex. 4. Bicycles shall be registered with the Parking Services Division by presenting: a. The bicycle b. A bill of sale with serial numbers. Abandoned Bicycles A. Bicycles parked on campus the week following spring commencement will be considered abandoned and impounded. B. Abandoned bicycles will be inventoried and stored for a period not to exceed thirty (90) days. All unclaimed, abandoned bicycles will be disposed of according to state law. Safety and Security Policies and Procedures 2013–2014 • 93 C. A storage fee of $2.00 per day will be assessed the owners of bicycles declared abandoned. Disposition of unclaimed bicycles All unclaimed, unidentified, or abandoned bicycles in the possession or custody of Tulane police department shall be held for a period of not less than 90 days. Schedule and Payment of Fines/Fees A. Failing to display a valid license plate $10.00 Registration is provided at no cost to the owner for a limited time B. All other violations: $20.00 C. Individuals receiving bicycle violations will have ten (10) working days to pay at the Bursar’s office or the Parking Services Division. After ten (10) working days, unpaid violations will be referred to Accounts Receivable or the Payroll Office for collection. Tulane University Police, Parking Services Division, 865-5381 or 865-5424 Revised July 2010 SECTION V The University Senate Committee of Physical Facilities is responsible for advising the Senior Vice-President of Operations and the Chief Financial Officer regarding the promulgation and/or revision of the Rules and Regulations contained herein. SECTION IV – BICYCLES Refer to the “Bicycle Supplement to Tulane Parking and Traffic Regulations: The Operation and Parking of Bicycles on Campus”. For additional information and/or copies of this supplement, call 865-5424 or pick up copies of the Bicycle Regulations at the Tulane Police Department, all hours, or the Office of Parking Services Control, Monday through Friday 8:30 a.m. to 5 p.m. (See Bicycles on Campus, p. 44.) SECTION V The University Senate Committee of Physical Facilities is responsible for advising the Senior Vice-President of Operations and the Chief Financial Officer regarding the promulgation and/or revision of the Rules and Regulations contained herein. TULANE UNIVERSITY PARKING LOCATION MAP http://tulane.edu/publicsafety/upload/ParkingMap.swf Tulane University Police Department, 865-5381 Revised June 2008 Reviewed September 2013 TULANE WEAPON POLICY Possession of any weapon is prohibited on University property and at University sponsored events. This policy applies to employees, students and individuals visiting or conducting business on University property. For purposes of this policy, University property includes any property owned or leased by the University, including University owned vehicles. This policy also applies to off campus University sponsored events. 94 • Safety and Security Policies and Procedures 2013–2014 Weapon is defined as: • Any device that shoots a bullet, pellet, flare or any other projectile, whether loaded or unloaded, including those powered by CO2. This includes but is not limited to rifles, shotguns, handguns or other firearm, BB/pellet gun, flare gun, stun gun or dart gun and any ammunition for any such device. Any replica of the foregoing is also prohibited. • Any explosive device including firecrackers and black powder. • Any device that is designed or traditionally used to inflict harm including but not limited to any knife with a blade longer than three inches, hunting knife, fixed blade knife, throwing knives, dagger, razor or other cutting instrument the blade of which is exposed. Weapons are not permitted to be stored on campus or in vehicles. Any weapon on campus in violation of this policy will be confiscated. Violation of this policy by employees constitutes misconduct and may subject the offender to discipline including immediate termination. Violation of this policy by students will be adjudicated in accordance with the Student Code of Conduct. Depending on the circumstances violation of this policy may subject the offender to discipline up to and including dismissal from the University. Violation of this policy by individuals visiting or conducting business on University property will result in the individual being required to leave the University property or event as the case may be and may also result in the individual receiving a written directive to remain off of University property. The University may refer any violation of this policy to appropriate law enforcement authorities. Exceptions to this policy include: • Members of Tulane University Police Department who are regularly employed by the University and are required to carry a weapon in accordance with departmental policy. New Orleans Police Department officers hired to assist Tulane University Police Department. Private security firms must obtain prior written approval from the Director of Tulane University Police Department before bringing any weapon on University property. • A weapon, real or replica, used in connection with drill, public ceremony or a theatrical performance. • Any federal, state or local law enforcement officer in the performance of his or her official duties. • Prior written approval from the Director of Tulane University Police Department must be obtained when the weapon will be used in a University sanctioned academic course or club sport. For recognized club sports additional prior written approval must be obtained from the Assistant Vice President for Campus Recreation when the weapon will be used in sanctioned practices and/or tournaments and matches. Tulane University Police Department, 865-5381 General Counsel, 865-5783 Revised August 2011 Reviewed September 2013 Safety and Security Policies and Procedures 2013–2014 • 95 96 • Safety and Security Policies and Procedures 2013–2014 Student Conduct Policies and Procedures CODE OF STUDENT CONDUCT For the most up-to-date policy, go to http://http://tulane.edu/studentaffairs/conduct/code.cfm PREAMBLE Tulane University, as a community dedicated to learning and the advancement of knowledge, expects and requires the behavior of all of its students to be compatible with its high standards of scholarship and conduct. Acceptance of admission to the University carries with it an obligation for the welfare of the community. Freedom to learn can be preserved only through respect for the rights of others, for the free expression of ideas, and for the law. All individuals and/or groups of the Tulane University community are expected to speak and act with scrupulous respect for the human dignity of others, both within the classroom and outside it, in social and recreational as well as academic activities. Tulane University will not tolerate any form of harassment or intimidation on the basis of gender, race, color, religion, age, national origin, ethnicity, disability, veteran’s status, sexual orientation, marital status, gender identification or any other basis prohibited by law. Nor will it tolerate acts of hazing against individuals or groups or discrimination against any member of the Tulane community solely because they express different points of view. The University encourages the free exchange of ideas and opinions, but insists that the free expression of views must be made with respect for the human dignity and freedom of others. By accepting admission to Tulane University, a student accepts its regulations, including the Code of Student Conduct, and acknowledges the right of the University to take conduct action, including suspension or expulsion, for conduct judged unsatisfactory or disruptive. I. Sources and Lines of Authority The authority over student behavior, academic and non-academic, whether involving individuals or groups, rests with the Board of Administrators of the Tulane Educational Fund and is delegated by them to the President of the University. The President delegates authority as follows: A. Academic Conduct: For all academic activities, the authority rests with the Dean of faculty of the college or school. Classroom examinations, tests, and written assignments are conducted under a college or school honor code. Non-Academic Conduct: In all other areas, whether on or off campus, the President of the University delegates authority in matters of conduct to the Senior Vice President for Academic Affairs and Provost. The Senior Vice President for Academic Affairs and Provost in turn delegates authority to the Vice President for Student Affairs. The Vice President for Student Affairs is responsible for formulating appropriate procedures and, as set forth in the Code of Student Conduct, regulations concerning student behavior and for the resolution of conduct cases. The Vice President for Student Affairs shall appoint a Student Conduct Administrator to coordinate the University’s student conduct system. Student Conduct Policies and Procedures 2013–2014 • 97 B. II. Student Rights A. Rights of the Victim. Any member of the University community who alleges that a student violated his/her rights is entitled to procedural protections under the Code, including the right: 1. To consult with the Student Conduct Administrator or designated representative in confidence; however, the University cannot guarantee complete confidentiality, notably where confidentiality would conflict with the University’s obligation to investigate. 2. To file or decline to file a complaint with the Student Conduct Administrator. 3. To receive notice that complaints to federal, state or local law enforcement may be appropriate under the circumstances. 4. In a sexual misconduct case, to request assistance from University personnel in submitting complaints to appropriate law enforcement authorities. 5. To request assistance in locating medical, counseling, mental health or other student services. 6. To request accommodations, such as a different housing assignment or class schedule, as a result of the charged student’s conduct. The Vice President for Student Affairs or designated representative will determine whether requested accommodations are reasonably available. 7. To request that a No Contact Order be issued. The Vice President for Student Affairs or designated representative will determine whether such an order should be issued. 8. To have a University complaint reviewed according to the procedures below if the Student Conduct Administrator refuses to accept the complaint. 9. As a complainant, to access the conduct file, including all statements submitted in the conduct proceeding, except as prohibited by the Family Educational Rights and Privacy Act (“FERPA”) or other federal, state, or local law. 10. To appear and be heard at the charged student’s Hearing. 11. To request special accommodations for the Hearing, such as testimony by telephone or special seating arrangements at the Hearing. The Student Conduct Administrator or designated representative has sole discretion and final authority to determine whether accommodations are justified by the nature of the alleged conduct. 12. To challenge Hearing Board members on the ground of personal bias and have such questions resolved by the Student Conduct Administrator or designated representative. 13. To have a complaint resolved without discrimination on account of his/her actual or perceived gender, race, color, religion, age, national origin, ethnicity, disability, veteran’s status, sexual orientation, marital status, gender identification or any other basis prohibited by law. 14. To have a willing advisor of his/her choice throughout the investigation and resolution of a complaint, selected from faculty, staff or students of the University; a victim shall not select a witness in the matter, a practicing attorney, or a campus police officer as an advisor. 15. As a complainant, to identify witnesses to be called at the Hearing, subject to provisions requiring that advance notice be provided to the University Investigator of such witnesses and setting forth the Chair’s control over the order of the Hearing. 16. As a complainant, to question witnesses through the University Investigator at the Chair’s discretion. 98 • Student Conduct Policies and Procedures 2013–2014 17. To submit a written or oral statement concerning the charged conduct prior to a decision on violation. 18. As a complainant, to submit a written or oral statement, in the event of a finding of violation, concerning an appropriate sanction. 19. As a complainant, to submit a written statement to the Appellate Panel concerning any request for appeal by the charged student. 20. To receive reasonable protection from retaliation, intimidation or harassment in response to a complaint. 21. As a complainant in a sexual misconduct case, to be informed of the final determination and sanction. 22. As a complainant, to appeal a finding that the charged student did not violate the Code. 23. To notice and an opportunity to be heard when a charged student requests that the University void conduct records involving the victim. 24. To be informed, in writing, of the foregoing rights under the Code. B. Rights of the Charged Student. A student charged with a violation of the Code of Student Conduct is entitled to procedural protections under the Code, including the right: 1. To receive written notice of charges accepted by the Student Conduct Administrator 2. To access the conduct file, including all statements submitted in the conduct proceeding, except as prohibited by FERPA or other federal, state, or local law. 3. To be considered not to have violated the Code until found in violation of the Code after an opportunity to be heard. 4. To request that the University defer a conduct action pending resolution of a criminal investigation or proceeding, except in cases involving allegations of sexual misconduct. 5. To appear and be heard at a Hearing. 6. To remain silent. Silence will not be interpreted as an admission of responsibility. 7. To have a willing advisor of his/her choice throughout the investigation and resolution of a complaint, selected from faculty, staff or students of the University; a charged student shall not select a witness in the matter, a practicing attorney, or a campus police officer as an advisor. 8. To challenge Hearing Board members on the ground of personal bias and have such questions resolved by the Student Conduct Administrator or designated representative. 9. To have a complaint resolved without discrimination on account of his/her actual or perceived gender, race, color, religion, age, national origin, ethnicity, disability, veteran’s status, sexual orientation, marital status, gender identification or any other basis prohibited by law. 10. To identify witnesses to be called at the Hearing, subject to provisions requiring that advance notice be provided to the University Investigator of such witnesses and setting forth the Chair’s control over the order of the Hearing. 11. To question witnesses through the University Investigator at the Chair’s discretion. 12. To submit a written or oral statement concerning the charged conduct prior to a decision on Student Conduct Policies and Procedures 2013–2014 • 99 violation. 13. To submit a written or oral statement, in the event of a finding of violation, concerning an appropriate sanction. 14. To receive a copy of any statement by the Hearing Board accompanying its determination. 15. To submit a written statement to the Appellate Panel concerning any request for appeal by the complainant. 16. To appeal a finding of violation of the Code or sanctions imposed. 17. To request, upon a showing of good cause and notice to the complainant and victim, that the University void a conduct record. 18. To receive reasonable protection from retaliation, intimidation, harassment or malicious prosecution. 19. To be informed, in writing, of the foregoing rights under the Code. III. Student Responsibilities A. Jurisdiction: The University has jurisdiction over violations of the Code of Student Conduct on University premises, at University sponsored events, or elsewhere when the University has an identifiable interest. The Student Conduct Administrator or designated representative has discretion, subject to discretionary review by the Vice President for Student Affairs, to determine the jurisdiction and parameters of the Code of Student Conduct. The Student Conduct Administrator or designee may consider the following factors, among others: the seriousness of the alleged misconduct, including whether the allegations involve violence, threats of violence, drugs or alcohol; whether the alleged victims or witnesses are members of the campus community; whether the off-campus conduct occurred at, or in connection with activities of a student organization or group; the ability of the University to gather information, including the testimony of witnesses; whether the off-campus conduct is part of a series of actions that occurred both on and off campus or otherwise concerns an identifiable interest of the University; and whether the misconduct had a significant negative impact on the University community, University property or the Universityâ€™s reputation. B. Students Subject to the Code of Student Conduct: The Code of Student Conduct applies to all students enrolled at Tulane University, including students enrolled in undergraduate, graduate, professional, and continuing studies programs. For conduct purposes, a student is enrolled when he/she accepts admission to the University and is deemed enrolled during summer sessions, study abroad programs, academic and conduct suspensions, and other absences where there is an expectation of continuing progress toward a Tulane University degree. If a student has graduated, withdraws, drops out or is granted withdrawal from the University, including a retroactive one, he/she may still be required to resolve charge(s) arising from an alleged violation of the Code while he/she was enrolled. Graduate and Professional Students: Graduate and professional students are held accountable for their behavior as outlined in the Code of Student Conduct. For certain complaints, graduate and professional students also may be held accountable for their behavior through professional standards, codes of ethics, or honor codes. This does not preclude the University from taking action in accordance with the Code of Student Conduct. No graduate or undergraduate student can have multiple hearings for the same offense. C. D. Standards of Conduct: The following are examples of misconduct; they are not intended to define misconduct in exhaustive or exclusive terms and should be construed broadly according to the 100 â€˘ Student Conduct Policies and Procedures 2013â€“2014 fair import of their terms. The following actions or any actions that violate the principles of the preamble to this document violate University standards of conduct and will result in conduct action and, in appropriate cases, referral to University or other law enforcement personnel, and/or other University officials, for investigation. Violation of any of the standards of conduct may, depending on the facts of the case and the student or group’s conduct history, result in sanctions including suspension or expulsion. Violation of certain standards, including any incident involving the harm or threat of harm to another, a violation of the University’s Weapons Policy, the distribution or possession for purpose of distribution of any controlled substance or illegal drug, hazing, sexual misconduct, the initiation of a fire, or stalking, is likely to do so. In any case when the Student Conduct Administrator or designated representative determines that a violation may result in suspension or expulsion, whether because of the facts of the case or because of the student or group’s conduct history, that case generally shall be heard by a hearing board if not resolved through a pre-hearing conference with the Student Conduct Administrator or designee. At the Vice President for Student Affairs’ discretion and if the accused student and complainant consent, the case may be heard through an Administrative Hearing. As set forth in the University’s Parental Notification Policy and as permitted by FERPA, parents or guardians of students found to have violated certain standards of conduct, including those standards related to drugs or alcohol or involving acts of violence, may be notified. 1. Causing physical harm or reasonable apprehension of physical harm. 2. Interference with the educational process or other University sponsored activities. 3. Use, possession or storage of any weapon or ammunition, and/or use of an item in a manner that poses a potential hazard to the safety or health of others. For additional information, consult the University’s Weapons Policy. 4. Unauthorized use and/or possession of any controlled substance or illegal drug. 5. Unauthorized use and/or possession of any drug paraphernalia. The term “drug paraphernalia” broadly includes any material, product, instrument, or item used to create, manufacture, distribute, use, or otherwise manipulate any drug and includes, but is not limited to, pipes, bongs, and hookahs. 6. Distribution or possession for the purpose of distribution of any controlled substance or illegal drug. 7. Use, possession or distribution of alcoholic beverages in violation of the Tulane Alcohol Beverage Policy. 8. Disorderly or disruptive conduct while under the influence of alcohol. 9. Hazing. Hazing includes, but is not limited to, acts of servitude and/or behavior that humiliates, degrades, embarrasses, harasses or ridicules an individual or otherwise is harmful or potentially harmful to an individual’s physical, emotional or psychological well-being, as an actual or apparent condition for initial or continued affiliation with any group. A student violates this standard regardless of either the lack of intent to cause harm or the hazed individual’s own willingness to participate. Unless affirmative steps were taken by the charged student to prevent the hazing behavior, conduct charges may be brought against the group, officers of the group, and members of the group who are deemed to have encouraged the behavior, in addition to any Student Conduct Policies and Procedures 2013–2014 • 101 conduct action against persons who engaged in the hazing behavior. 10. Sexual Misconduct. Sexual misconduct includes, but is not limited to, nonconsensual sexual behavior. Lack of consent may result from, among other things, use of force, threats, or intimidation or from use of the victim’s mental or physical helplessness of which the accused was or should have been aware. 11. Initiating or causing to be initiated a fire, explosion, or other emergency. 12. Initiating or causing to be initiated any false report or warning of fire, explosion or other emergency. 13. Improper use of safety, emergency or firefighting equipment or any other violation of Tulane’s Fire Safety Procedures. 14. Furnishing false information to the University or to a University official. 15. Acts of fraud or attempted fraud, including but not limited to acts of fraud committed by forgery, by alteration or use of University documents, records, or identification, or by other means. 16. Unauthorized access or use of computer equipment, networks, software or data, including violation of the Tulane Computer Services policies. 17. Interference with the freedom of expression of others. 18. Theft of property or services or knowing possession of stolen property. 19. Damage to or vandalism of the property of others, including University property. 20. Failure to comply with the directions of University officials, including campus police officers, acting in the performance of their duties. 21. Violation of the University’s Equal Opportunity/Anti-Discrimination Policies. 22. Harassment or intimidation. 23. Lewd or obscene conduct. 24. Stalking. Stalking is a course of conduct directed at a specific person that would cause a reasonable person to feel fear. Stalking includes behaviors or activities occurring on more than one occasion that collectively would reasonably instill fear in the victim and/or threaten his/her safety, mental health or physical health. Examples of behaviors that may constitute stalking include, but are not limited to, non-consensual communication, including face-to-face communication, telephone calls, voice messages, e-mails, written letters, gifts, or any other communications that are undesired and place another person in fear, use of online, electronic, or digital technologies, or pursuing, following, waiting, or showing up uninvited at or near a residence, workplace, classroom, or other places frequented by the victim. 25. Abusive or disorderly conduct. 26. Violation of other University principles, policies, or rules, including residence hall rules, and rules concerning entry and use of University facilities, sale or consumption of alcoholic beverages, use of vehicles or misuse of identification cards. 27. Conviction of violation of federal, state, or local laws, when the University has an identifiable interest. 28. Acts of retaliation against an individual who has reported an incident to the Office of Student 102 • Student Conduct Policies and Procedures 2013–2014 Conduct or any other University official. E. The following considerations may pertain to the charging process. 1. Attempts and accomplices: Attempts to commit acts prohibited by the Code may be punished to the same extent as actual violations. Accomplices in acts prohibited by the Code may be punished as violators. 2. Behavior Relating to Both Health and Conduct: Cases of serious misbehavior that relate both to health and to conduct, which usually require a decision regarding whether a student should remain in the University, may be referred to the appropriate Student Health Center. An Administrative Referral (a mandatory medical referral for medical or psychological evaluation) is not a substitute for conduct action. For additional details, consult the University’s Medical and Psychiatric Referrals Procedure. 3. Student Groups and Organizations: Registered and unregistered student groups or organizations may be charged with violations of the Code. Officers, or other leaders or spokespersons, are responsible for the conduct of their members at events recognized and sponsored by the group or organization if and only if the leader or spokesperson has implicitly or explicitly endorsed any violation of the Code. A student group or organization and its officers may be held collectively or individually responsible for violations of the Code by those associated with the group or organization. Charges against a student group for violation of the Code are subject to the same procedure as charges against a student. Further, the officers, leaders or spokespersons for a student group or organization may be directed by the Vice President for Student Affairs or designated representative to take reasonable actions to end violations of the Code. This section supplements the provisions governing groups and their officers and members set forth in Section III,D.9. 4. Responsibility of Student Hosts: A student host may be held responsible for violations of the Code by guests if and only if the host has implicitly or explicitly endorsed the conduct violation of their guest. This responsibility includes ensuring that guests comply with the Code. 5. Traffic Violations: Violations of traffic regulations on campus are handled by the Department of Public Safety and generally are not considered to be conduct matters. If a student fails to cooperate with this office, he/she may be referred to the Vice President for Student Affairs or designated representative for conduct action. IV. Sanctions A. Interim Action: Pending the resolution of a conduct proceeding, the Vice President for Student Affairs or designated representative has sole discretion and final authority to take interim action, without prior notice, for reasons relating to the safety or welfare of students, faculty or staff; the protection of University property; the maintenance of public order; the preservation of the University’s reputation; and the effective continuation of University operations and the educational process. Interim action may include, but is not limited to, suspension; restrictions on University privileges, access and activities; removal from or relocation within courses; or removal from or relocation within University housing. The Vice President for Student Affairs or designated representative also may make an administrative referral to the Student Health Center. A student suspended on an interim basis will be scheduled by the Student Conduct Administrator or designated representative for a hearing at the earliest possible time. Interim actions are not a finding that the charged student or group violated the Code. B. Sanctions: The following sanctions may be imposed, singly or in combination, for Code violations Student Conduct Policies and Procedures 2013–2014 • 103 of standards of conduct. The listed sanctions are not exhaustive, and other sanctions may be imposed as appropriate, in the judgment of the responsible University official identified in this Code, to the circumstances of a given case. Circumstances that bear on the severity of the sanction may include the present demeanor and conduct record of the offender, the nature of the offense, and the extent of harm resulting from it. Sanctions may be increased if the charged student or group intentionally commits the violation because of the actual or perceived gender, race, color, religion, age, national origin, ethnicity, disability, veteran’s status, sexual orientation, marital status, gender identification, or other legally proscribed characteristic of any person. a. Expulsion of Student. The student is permanently separated from the University. Notification of the date of expulsion will appear on the student’s transcript. The student will be barred from University activities, services, facilities, and grounds. The Vice President for Student Affairs and Senior Vice President for Academic Affairs and Provost or designated representative review all recommendations of expulsion. Expulsion may be approved, altered, deferred or withheld at the discretion of the Vice President for Student Affairs and Senior Vice President for Academic Affairs and Provost or designated representative. b. Revocation of admission and/or degree. Admission to or a degree awarded from the University may be revoked for fraud, misrepresentation or other violation of University standards in obtaining the admission or degree or for other serious violations committed by a student prior to graduation. Notification of the date of revocation will appear on the student’s transcript. The Vice President for Student Affairs and Senior Vice President for Academic Affairs and Provost or designated representative review all recommendations of revocation of admission and/or degree. Revocation may be approved, altered, deferred or withheld at the discretion of the Vice President for Student Affairs and Senior Vice President for Academic Affairs and Provost or designated representative. c. Suspension of Student. Suspension is defined as a complete separation from University activities, services, facilities, and grounds for a designated period of time as set forth below. A suspended student may not obtain academic credit at Tulane or elsewhere toward completion of a Tulane University degree. Suspension may be of two types: 1. Term suspension shall be for a specified time, after which the suspended student may return to the University. 2. Conditional suspension shall be for a specified time, after which reentry to the community will be granted on the fulfillment of certain conditions by the student. Failing to fulfill the stipulated conditions within the designated time frame may result in permanent dismissal from the University. Reentry to the community shall be subject to confirmation by the Vice President for Student Affairs or designated representative that the student has fulfilled the conditions. The Vice President for Student Affairs reviews all recommendations of suspension. Suspension may be approved, altered, deferred or withheld at the discretion of the Vice President for Student Affairs or designated representative. d. Dissolution of Student Group. The student group is dissolved permanently, loses all University recognition and privileges, and is barred from University activities, services, facilities, and grounds. 104 • Student Conduct Policies and Procedures 2013–2014 The Vice President for Student Affairs and Senior Vice President for Academic Affairs and Provost or designated representative review all recommendations of dissolution of a student group. Dissolution of a student group may be approved, altered, deferred or withheld at the discretion of the Vice President for Student Affairs and Senior Vice President for Academic Affairs and Provost or designated representative. e. Suspension of Student Group. The student group loses all University recognition and privileges and is barred from University activities, services, facilities, and grounds for a specified period of time or until it fulfills certain conditions. Reentry to the community shall be subject to confirmation by the Vice President for Student Affairs or designated representative that the student has fulfilled the conditions. The Vice President for Student Affairs reviews all recommendations of suspension of a student group. Suspension of a student group may be approved, altered, deferred or withheld at the discretion of the Vice President for Student Affairs or designated representative. f. Loss of privileges. The student or group is denied specified privileges, which may include, but are not limited to, participation in intercollegiate/intramural athletics, student organizations, student government, dining services or current classes and/or a no-contact order prohibiting direct or indirect contact with one or more specified person or group. g. Facility expulsion. The student has lost the privilege of entering and/or residing in one or more particular facilities or buildings at any time. h. Facility suspension. The student no longer has the privilege of entering and/or residing in one or more particular facilities or buildings for a specified period of time or until a specified condition is met. Reentry to the community shall be subject to confirmation by the Vice President for Student Affairs or designated representative that the student has fulfilled the conditions. i. Residential relocation. The student no longer has the privilege of residing in current housing assignment. The student is reassigned to a room on another floor or building. New assignments will be made by the Director of Housing and Residence Life or designated representative. j. Deferred suspension. A status, imposed in response to repeated acts of misconduct or to incidents that may be serious enough to merit suspension but where specific mitigating factors exist, in which a student is given a specific period of time to demonstrate the ability to abide by the community standards and expectations or face an immediate suspension of a designated period of time. If a student on deferred suspension is found in violation of any act of misconduct (or otherwise fails to comply with specified conditions or requirements), the originally defined suspension takes effect immediately without review. Additional student conduct sanctions appropriate to any new act of misconduct may also be taken. k. Disciplinary probation. The student or group is not in good standing and is sent a letter of warning that further acts of misconduct will be subject to further conduct action and may result in suspension or expulsion from the University. A student not in good standing cannot hold office in a student organization, join a fraternity or sorority, become a resident advisor, or study abroad. The Student Conduct Administrator will send a copy of the notice to the studentâ€™s academic Dean. If the student is an undergraduate, the Student Conduct Administrator will also send an additional copy to the Dean of Newcomb-Tulane College. l. Residential probation. The student is issued a written notice that further violations would constitute grounds for loss of the privilege of residing in any University housing. Appropriate Residence Life officials will be notified. Student Conduct Policies and Procedures 2013â€“2014 â€˘ 105 m. Written reprimand. n. Educational projects. o. Uncompensated University/Community service. p. Restitution. The student or group is required to pay a specified monetary reimbursement for damage to University property, misappropriation of University property or services, or minor damage to the property of individuals or groups within the University community. q. Fines. C. Compliance with Sanctions. In the event that the Student Conduct Administrator or designated representative finds in his or her discretion and without a hearing that a student has failed timely to comply with a sanction imposed or an administrative referral made in the conduct process, the Student Conduct Administrator or designee may without further process impose sanctions, up to and including suspension, revocation of admission and/or degree, or expulsion. The Student Conduct Administrator or designee also shall consider whether to make an administrative referral under the University’s Medical and Psychiatric Referrals Procedure. An administrative referral is not a sanction. A student sanctioned under this section may within two days thereafter request a review, which may be conducted in the discretion of the Vice President for Student Affairs or designated representative. If the Vice President for Student Affairs or designee conducts a review, he or she shall have final authority for the University with respect to disposition of the matter. Although subject to the possible exercise of that authority, sanctions under this section shall be effective on the date specified in the written notice to the student. V. Overview of the Student Conduct System A. Administrators of Code: Personnel with responsibility to enforce the Code include the following officials and groups: 1. Student Conduct Administrator: The Student Conduct Administrator is appointed by the Vice President for Student Affairs. The Student Conduct Administrator or designated representative is responsible for meeting with members of the University community who have filed or wish to file a complaint of an alleged violation of the Code. The Student Conduct Administrator or designated representative advises students who wish to file a complaint and those who are charged with violating standards of the Code of their rights and responsibilities. The Student Conduct Administrator oversees the administration of the Code of Conduct and may serve in any role identified below. The Student Conduct Administrator coordinates the University’s mediation efforts. 2. Student Conduct Officers: Student Conduct Officers are appointed by the Vice President for Student Affairs or designated representative. Student Conduct Officers conduct conferences and pre-hearing meetings with charged students; implement the restorative resolution process; conduct administrative hearings on cases accepted by the Student Conduct Administrator; serve as investigators to investigate cases and present findings to the Hearing Board; and chair Hearing Boards when directed by the Student Conduct Administrator. 3. The Hearing Board Pools: a. Faculty: The faculty pool shall consist of 18 faculty members: five from the School of Liberal Arts; four from the School of Science and Engineering; two each from the A.B. Freeman School of Business and the School of Continuing Studies; and one each from the 106 • Student Conduct Policies and Procedures 2013–2014 School of Architecture, the Law School, the School of Social Work, the School of Medicine, and the School of Public Health and Tropical Medicine. Members will be appointed by the Senior Vice President for Academic Affairs and Provost or designated representative. All members of the faculty pool shall attend training on the standards of conduct, sanctions, and the student conduct system. b. Students: The student pool shall be constituted in parallel numbers to the composition of the faculty pool. Members will be appointed by the Vice President for Student Affairs or designated representative. All members of the student pool shall attend training on the standards of conduct, sanctions, and the student conduct system. c. Staff: The staff pool shall consist of at least nine staff members. Members will be appointed by the Vice President for Student Affairs or designated representative. All members of the staff pool shall attend training on the standards of conduct, sanctions, and the student conduct system. B. Confidentiality: All participants in the process, including the charged student or group, the complainant, witnesses, hearing board members, and staff members are expected to keep confidential all proceedings and all documents under this Code. Any breach of confidentiality, unless required by law, may subject the responsible party to charges under this Code. However, the University cannot guarantee complete confidentiality to a complainant, notably where confidentiality would conflict with the University’s obligation to investigate or with the University’s obligations under any federal, state, or local law. Individuals who desire a more confidential setting to clarify whether to proceed with a complaint may want to consult with a counselor, therapist or member of the clergy, who is permitted by law to assure greater confidentiality. The University maintains conduct files as education records of both the complainant and the charged student in accordance with FERPA. C. Filing a Complaint. Any person or group of persons who are members of the University community may file a complaint with the Student Conduct Administrator or designated representative. Any person with information suggesting that a violation of the Code of Student Conduct has been committed may make a complaint. The Complainant is either the person whose rights allegedly have been violated or an appropriate University official. The complainant must submit a written report with the name of the student alleged to be responsible and a specific description of the misconduct. The Student Conduct Administrator, or designated representative, may refuse the complaint if there appears to be insufficient evidence to support it, or if the substance of the complaint falls outside the jurisdiction or parameters of the Code of Student Conduct. In the event that the decision is made to refuse the complaint, the individual or group bringing the complaint may request a discretionary review by the Vice President for Student Affairs or designated representative. If the Vice President for Student Affairs or designee does not accept the complaint within five working days of the request, the Student Conduct Administrator or designee’s decision to refuse the complaint shall be final. Complaints that are accepted proceed through either the informal process or formal process set forth below. D. Notice of the Complaint and Hearing. When a complaint is accepted, the Student Conduct Administrator or designated representative will notify the charged student in writing of the charges and will inform the student of his/her rights. A pre-hearing conference with the accused student will take place three or more working days after the student or group is sent written notice of the charges or earlier in the discretion of the Student Conduct Administrator. Unless agreed to by the charged student or group and the complainant, a hearing may be scheduled no less than five working days after the charged student or group is sent written notice of the charges and his/her rights. Nothing Student Conduct Policies and Procedures 2013–2014 • 107 in this Code guarantees a hearing within a specific timeframe. E. Processes for Resolving Cases: Cases may be resolved informally or formally. The informal process includes resolution through a Restorative Resolution Process, Mediation, or Pre-Hearing Conference. The formal resolution process includes resolution through an Administrative Hearing or the Hearing Board. In all cases, accused students or groups may elect to proceed through an informal process or to request that the matter proceed through the formal process. If the Student Conduct Administrator or designee determines that the charged conduct may result in a sanction of expulsion or suspension, either because of the nature of the conduct or the student or group’s conduct history, that matter generally shall be heard through a hearing board if it is not resolved informally. At the Vice President for Student Affairs’ discretion and if the accused student and complainant consent, that case may be heard through an Administrative Hearing. Process when Multiple Students Charged: Several students charged with the same misconduct occurring at the same time and place may be charged and their cases heard together. Each student in such a hearing shall be afforded all of the rights provided for in Sections II and VII, including, but not limited to, the right to identify witnesses and/or present evidence that supports the student’s claim that he or she did not violate the Code. A request to have a separate hearing may be granted to any one or all the students charged, at the discretion of the Student Conduct Administrator or designated representative. In the event the Student Conduct Administrator or designated representative denies the request for a separate hearing, the affected student(s) may appeal the decision to the Vice President for Student Affairs and Senior Vice President for Academic Affairs and Provost within three days of receiving the Student Conduct Administrator or designated representative’s decision. Late appeals will not be considered. In assessing the appeal, the only issue the Vice President for Student Affairs and the Senior Vice President for Academic Affairs and Provost will assess whether or not the student lodging the appeal will be unfairly prejudiced by not having his or her case heard individually. Interaction with Local, State, and Federal Authorities: Students may be separately accountable to local, state or federal authorities and to the University or others for acts that constitute violations of the law and of the Code. Conduct action at the University may proceed during pending criminal investigations or criminal or civil proceedings involving the same incident charged as a violation of the Code, and conduct action will not be subject to change based on the outcome of external investigations or proceedings. Other than in a case involving an allegation of sexual misconduct, a charged student may request that the University hold any conduct action until a pending criminal investigation or proceeding is resolved. The Vice President for Student Affairs or designated representative has sole discretion and final authority to grant or deny the request. If the request is granted, appropriate interim action shall be imposed on the charged student as a condition of granting the request in the sole discretion of the Vice President for Student Affairs or designated representative. If the request is granted, no Tulane transcript will be released or degree awarded until the conduct charges are resolved. The University normally will resume the conduct process after a resolution in the trial court, but reserves the right to resume the conduct process at any time. All students accused of criminal conduct are advised to seek legal counsel. F. G. H. Transcripts: Pending the resolution of a conduct proceeding, the Student Conduct Administrator or designated representative has sole discretion and final authority to determine whether the nature and severity of the charged conduct may result in a sanction requiring permanent notification on the charged student’s transcript. If the Student Conduct Administrator or designee determines that the charged conduct may result in a sanction requiring permanent notification on the charged student’s 108 • Student Conduct Policies and Procedures 2013–2014 transcript, then the University shall withhold the student’s transcript and award of a degree until the charge is resolved; the Student Conduct Administrator or designee may authorize release of the transcript with a temporary notification of the pending conduct proceeding. Even if the charged conduct would not result in permanent notification on the student’s transcript, the Student Conduct Administrator or designated representative may require a charged student who is no longer enrolled at the University to resolve the charge and satisfy any sanction(s) before receiving a transcript or degree. VI. Informal Process A. Overview of Informal Process: In all cases, students or groups may elect to proceed through an informal process. If the matter is resolved through one of the informal processes set forth below, the charged student or group waives his/her/its right to appeal. Pre-Hearing Conference: In all cases, the student or group may accept responsibility for the alleged violation at a pre-hearing conduct conference. In this case, the conduct officer will propose an appropriate sanction. If the student or group agrees to the proposed sanction, the student or group waives his/her/its right to a hearing and appeal, the resolution becomes final, and the outcome is recorded on the student’s or group’s conduct history. If the student or group accepts responsibility but is unable to agree on the proposed sanction, the case will be forwarded to a formal hearing to determine an appropriate sanction. If the student or group denies responsibility, the case will be forwarded to a formal hearing to determine responsibility and, if necessary, sanction. In all pre-hearing conferences, students will be informed of their rights under the Code of Student Conduct, which includes the right to proceed through the formal hearing process. Restorative Resolution Process: The Student Conduct Administrator or designee may refer certain low-level, first-time offenses to the Restorative Resolution Process. In this process, the student or group accepts responsibility for the alleged conduct and engages in a process of self-reflection. Both the student or group and the Student Conduct Administrator or designee recommend appropriate sanctions. If the Student Conduct Administrator or designee determines that the student or group has complied with the process, the sanctions are imposed. After the student or group has complied with the sanctions, the matter is closed and the conduct does not create a conduct record for that student or group. If the student or group fails to comply with the process or sanctions, the case may be referred to an Administrative Hearing and will result in a conduct record. B. C. D. Mediation: Mediation is a collaborative and confidential process where students who have a conflict with one another identify issues, develop options, consider alternatives, and develop a consensual agreement facilitated by a neutral third party. Mediation can take place in lieu of an administrative hearing when all parties involved have agreed to mediation, pending the approval of the Student Conduct Administrator or designated representative. Mediation may be offered by the Student Conduct Administrator as an alternative to a conduct hearing for all alleged offenses which do not involve drugs, repeat alcohol violations, violence, a threat of violence, sexual misconduct, or any matter which in the sole discretion of the University gives rise to a safety concern. It is an alternative to filing formal charges and does not result in a conduct file. 1. The Conduct Mediation Team under the Office of Student Conduct shall be comprised of faculty, staff, and student members of Tulane University appointed by the Student Conduct Administrator. Student Conduct Policies and Procedures 2013–2014 • 109 2. The Student Conduct Administrator or designated representative will gather information about the conflict. 3. The Student Conduct Administrator or designated representative will contact students and invite their participation in mediation. 4. Mediators will be assigned and a mediation session will be scheduled by the Office of Student Conduct. 5. At the session, the students will discuss the conflict, identify the issues, and together will strive to reach their own agreement. 6. The specifics of the agreement must be written and signed by all students involved. The students are responsible for upholding the agreement. 7. If the students fail to uphold the agreement or if the mediation fails, the original complaint or issue may be addressed by filing charges under the Code, as outlined above. Discussions during and outcomes of the mediation session are not admissible in a University hearing. VII. The Formal Hearing Process A. Jurisdiction, Composition, and Authority for Formal Hearing Process: 1. Administrative Hearings Jurisdiction Violations when the Student Conduct Administrator or designated representative determines that no individual sanction for the charged violation will lead to suspension, expulsion or revocation of admission and/ or degree. Heard By Student Conduct Officer. Sanctions The Student Conduct Officer may recommend any sanction consistent with the Code, except suspension, expulsion or revocation of admission and/or degree. 2. Hearing Boards Jurisdiction Violations when the Student Conduct Administrator or designated representative determines that an individual sanction for the charged violation may lead to suspension, expulsion or revocation of admission and/ or degree. Heard By One student member, one faculty member and one staff member selected from the pools for Hearing Boards by the Vice President for Student Affairs, with the Student Conduct Administrator or designated representative serving as non-voting chair. At the discretion of the Vice President for Student Affairs and if the charged student and the complainant consent, the Hearing Board may have a different makeup. Sanctions The Hearing Board may recommend any sanction consistent with the Code. 3. At the Vice President for Student Affairs’ discretion and if the charged student and complainant consent, a violation that may result in suspension, expulsion, or revocation of admission and/or degree may be heard through an Administrative Hearing. 110 • Student Conduct Policies and Procedures 2013–2014 B. Burden of Proof. The burden of proof shall be on the complainant, who must establish that the violation was committed by the charged student or group by a preponderance of the evidence (not beyond a reasonable doubt or by clear and convincing evidence). In other words, the complainant must prove that it was more likely than not that the student committed the alleged violation. Admissible Evidence: Formal rules of evidence shall not be applicable. Irrelevant evidence will be excluded. C. D. Failure to Appear for Hearing. A student or group who fails to appear for his/her/its hearing after proper written notice will be deemed to have waived his/her/its right to present a defense to the charges. Hearings will proceed in absentia. E. Administrative Hearing Procedures: If a case is not resolved at a pre-hearing conference and the Student Conduct Administrator determines that it will not result in a sanction of suspension or expulsion, it will be referred to an Administrative Hearing. An Administrative Hearing is a discussion between a student/group and a Student Conduct Officer. The student/group will review the complaint with the student or group and give the student or group an opportunity to respond. The student or group will have an opportunity to present witnesses. The Conduct Officer will determine whether the student or group is responsible and, if the student or group is responsible, issue an appropriate sanction. A student or group may appeal the finding of the Administrative Hearing to the Appeals Board. If, during the Administrative Hearing, the Student Conduct Officer receives information not previously known to the Student Conduct Administrator that may warrant expulsion, suspension, or revocation of admission and/or degree, the Student Conduct Officer will refer the case back to the Student Conduct Administrator. Hearing Board Procedures: 1. Procedural Review. If a case is not resolved at a pre-hearing conference and the Student Conduct Administrator or designee determines that the charged conduct may result in a sanction of expulsion or suspension, either because of the nature of the conduct or the student or group’s conduct history, that matter shall be heard through the formal hearing board. In these cases, the student or group is advised, but not required, to attend a Procedural Review with the Student Conduct Administrator or designated representative. In a Procedural Review, the Student Conduct Administrator or designated representative reviews the charges with the student or group and informs the student or group of the hearing process and his/her/its rights during that process. 2. Impartial Board. In Board hearings, the complainant and charged student may challenge Board members on the ground of personal bias. Board members should also disqualify themselves on these grounds. The Student Conduct Administrator or designated representative has final authority to resolve any questions of personal bias. If the student consents to the Board members, he, she, or it waives the right to challenge any findings on the basis of any personal bias of which he, she, or it was aware at the time of consent. 3. Order of Hearing. The chair shall exercise control over the hearing to avoid needless consumption of time and/or to prevent the harassment or intimidation of witnesses. • • • Any person who disrupts a hearing may be excluded from the proceedings. All hearings of a Hearing Board will be recorded by, and only by, the chair. All parties and witnesses shall be excluded from the hearing during Board deliberations. Student Conduct Policies and Procedures 2013–2014 • 111 F. Board deliberations will not be recorded. 4. Student Advisor. A student or group’s advisor may not participate in the proceedings except to advise the complainant or charged student. 5. Investigative Model and the University Investigator: The Investigative Model is a non-adversarial approach to resolving cases that go before a Hearing Board. Each case that will be presented to a hearing board is assigned a University Investigator. The Investigator serves as a neutral party and does not make a recommendation regarding whether the charged student is responsible for the charges or, if the student is found responsible, what sanctions should be imposed. The Investigator works with all parties involved in the case. The Investigator determines a witness list, interviews each witness and collects all available information. Based on this review, the Investigator presents a report to the Hearing Board, which includes a summary of his or her investigation. Witnesses will be introduced through the Investigator. Witnesses will be questioned by the Investigator and Board members. 6. Witnesses and Testimony. The charged student and the complainant shall be offered the opportunity to identify their own witnesses and to question one another’s witnesses through the University Investigator and at the Chair’s discretion. a. All members of the University community with knowledge of facts pertinent to the case are expected to cooperate fully in student conduct proceedings. Subject to the chair’s control over the Hearing, the University will request the attendance of members of the University community at a Hearing, if feasible, when the complainant or charged student identifies individual(s) in writing to the chair at least two working days before the Hearing. A witness’s unreasonable failure to cooperate in student conduct proceedings may result in conduct action. b. All persons who provide testimony shall be asked to affirm that their testimony is truthful. Furnishing false information to the University may result in the filing of charges. c. In limited circumstances and only after the approval of the Student Conduct Administrator, a complainant, witness, or victim may give testimony in a campus hearing by means other than being in the same room with the charged student(s). d. Prospective witnesses shall be excluded from the hearing during the testimony of other witnesses. 7. Decision of Board. Final decision of the Board shall be by the majority vote of all members present and voting. The final decision may be accompanied by a brief written statement. 8. Sanction Proceeding. In a Board hearing, a determination that the violation was committed by the charged student shall be followed by a proceeding in which the complainant, the charged student, and appropriate University official(s) may submit information or make statements concerning the appropriate sanction to be imposed. The Hearing Board will consider the conduct history of the charged student in the sanction proceeding. The charged student’s conduct history shall not become part of the conduct file and shall not be shared with a student complainant. 9. Administrative Referrals. In appropriate circumstances, the Board shall consider as part of the supplementary proceeding whether to make an administrative referral under the University’s Medical and Psychiatric Referrals Procedure. An administrative referral is not a sanction. 112 • Student Conduct Policies and Procedures 2013–2014 10. Review of Sanctions. Unless the Code of Student Conduct provides otherwise, decisions concerning sanctions are recommendations to the Vice President for Student Affairs or designated representative. Recommended sanctions may be approved, altered, deferred or withheld at the discretion of the responsible University official. If no action is taken on the recommendation within five working days or such longer period as the responsible official designates in writing to the affected parties, the recommended sanction shall be final. VIII. The Appeal Process A. Jurisdiction, Composition, and Authority for Appeals Process: 1. Jurisdiction: The appeal of any finding regarding responsibility or sanctions that is made based on one of the four grounds for appeal set forth below and where the student or group has not waived his, her, or its right to appeal. 2. Composition: Three members of the pools for Hearing Boards (minimum of one student and one faculty member; the third member may be a student, faculty or staff member) chosen by the Student Conduct Administrator or designee. Appellate panel members may not review a case for which they were on the original Board. The Student Conduct Administrator or designee will appoint a Conduct Officer to chair the Appeal Board. At the discretion of the Student Conduct Administrator and if the accused student and the complainant agree, the Appeals Board may have a different makeup. 3. Authorized Dispositions of Appeals: a. If the appeal is found to have merit on grounds other than the disproportionality of sanctions, the case will be referred back to the Student Conduct Administrator, or designated representative, to begin new proceedings. b. If the appeal is found to have merit on the ground that the sanction was disproportionate to the conduct, the appeals board may impose sanctions of lesser severity. c. If the appeal is found not to have merit, the original findings will be affirmed. B. Appellate Procedures 1. Right to Appeal: Every student or group has the right to an appeal. A student or group waives that right when he, she, or it resolves conduct charges through one of the informal proceedings outlined above. 2. Information Considered on Appeal: The appeals board will only have access to the record of the original proceedings, written statements submitted by the parties, and any new evidence that the accused could not have reasonably acquired by the hearing date. Hearings shall not be conducted by the appellate body. 3. Grounds for Appeal: An appeal may be made based only on one or more of the following reasons: a. Procedural Error: There was a procedural error that reasonably could have impacted the decision during the hearing. b. New and Significant Evidence: New and significant evidence appeared that could not have been discovered by a properly diligent charged student or complainant before or during the original hearing and that could have changed the outcome of the hearing. Student Conduct Policies and Procedures 2013â€“2014 â€˘ 113 c. The Finding is Arbitrary and Capricious: Reading all evidence in the favor of the non-appealing party, the finding was not supported by reasonable grounds or adequate consideration of the circumstances. In deciding appeals, the appeals board is allowed to make all logical inferences and must make any inferences in benefit of the nonmoving party. d. Disproportionate Sanctions: The sanctions were disproportionate to the findings. If the appeals board determines that the sanctions ordered were disproportionate to the findings, a rehearing is not required and the appeals board can reduce the sanctions. 4. Form of Appeal: A request for appeal, including a written statement identifying the grounds on which the appeal is based and supporting the appeal, must be submitted in writing to the Student Conduct Administrator, or designated representative, within the later of five working days after receiving notice of the original decision or the date sanctions become final. In exceptional cases, a student may request an extension by writing to the Student Conduct Administrator with a showing of good cause no later than two working days before the deadline; if a request is not granted by the next working day, the original deadline applies. The written statement in support of the appeal must be detailed and include a statement identifying the specific ground(s) on which the appeal is being made, e.g., the sanction is grossly disproportionate to the offense, the student was denied a fair hearing, new and significant evidence appeared which could not have been discovered by a properly diligent charged student or complainant before or during the original hearing and that could have changed the outcome of the hearing, or that the finding of a violation was arbitrary and capricious. An appeal made on grounds other than the four grounds set forth above may be rejected as unmeritorious by the Student Conduct Administrator or designated representative. Failure to request an appeal in writing or to provide a written statement in support of the appeal will render the original decision final. The Student Conduct Administrator, or designated representative, will notify the non-appealing party of the request for an appeal. Within five working days of receipt of the notice, the non-appealing party may submit a written statement to be included in the case file. The appeal may proceed without the non-appealing partyâ€™s written statement if it is not submitted within the designated time limit. 5. Deferral of Sanctions: The enforcement of sanctions may be deferred during appellate proceedings, at the discretion of the Vice President for Student Affairs or designated representative. IX. Records of Conduct Proceedings Retention of Records: Cases accepted by the Student Conduct Administrator or designated representative will result in the development of a conduct file in the name of the charged student. If the student is found not to be in violation of the Code, the file will be voided and maintained only as an administrative record. If the student is found to be in violation of the Code, the file will be retained as a conduct record. Conduct records resulting in suspension, revocation of admission and/or degree or expulsion will be retained indefinitely. Administrative records and all other conduct records will be retained for a period of seven years from the date of the final conduct decision. Request to Void Conduct Records: Conduct records may be voided by a majority of those present and voting at an executive session of the Senate Committee on Student Affairs for good cause upon written petition, with notice to the complainant and victim. Factors to consider may include: (a) the present demeanor of the student; (b) the conduct of the student after the violation; and (c) the nature of the violation and the severity of harm resulting from it. Conduct actions if voided will not be noted on 114 â€˘ Student Conduct Policies and Procedures 2013â€“2014 transcripts. A voided conduct file will be maintained as an administrative record. X. Interpretation of the Code of Student Conduct Unless the Code of Student Conduct provides otherwise, the Vice President for Student Affairs or designated representative has sole discretion and final authority to resolve all questions of interpretation or application of the Code. XI. Revision of the Code of Student Conduct The Code of Student Conduct should be reviewed by the Vice President of Student Affairs on an annual basis. All proposed revisions must first go before the Committee on the Code of Student Conduct, which shall determine whether the proposed revisions are minor or substantive. This Committee will fall under the purview of the Vice President for Student Affairs, or his or her designated representative and shall be comprised of one faculty member, one staff member and three student members, as appointed by the Vice President for Student Affairs for one-year terms. The Student Conduct Administrator shall serve as the non-voting chair. This committee shall convene whenever there is a proposed revision to the Code of Student Conduct and its sole role will be to determine whether the proposed revision is minor or substantive. A minor change is defined as anything that does not affect the intent, workings or procedures of the conduct process or is required by federal, state, or local law or regulation. Such minor changes, as determined by the Committee on the Code of Student Conduct, can be made by the Student Conduct Administrator and the Vice President for Student Affairs, based on agreement by both with final review and approval by the Provost. A substantive change, as determined by the Committee on the Code of Student Conduct, is defined as a change that affects the conduct process or student’s rights. The revision process for substantive changes is as follows: A. The proposed changes are vetted among staff, students, and faculty internal to the conduct process, General Counsel, Provost Staff, Student Affairs senior leadership and the Student Affairs Committee of the Senate (SACS). SACS reviews and makes recommendations to the University Senate with respect to the proposed changes. The University Senate reviews and acts on the SACS recommendations. The Provost forwards with comment the record of SACS recommendations and University Senate actions to the President’s cabinet. Final approval of proposed substantive revisions to the Code resides with the President’s cabinet. Office of Student Conduct, 865-5516 Revised May 2013 Reviewed September 2013 B. C. E. F. D. The action of the University Senate is forwarded to the Provost for review. HAZING POLICY PREVENTION INFORMATION I. Hazing Policy Tulane will not tolerate any acts of hazing. Hazing violates Tulane’s Code of Student Conduct, which defines hazing as follows: Student Conduct Policies and Procedures 2013–2014 • 115 Hazing includes, but is not limited to, acts of servitude and/or behavior that humiliates, degrades, embarrasses, harasses or ridicules an individual or otherwise is harmful or potentially harmful to an individual’s physical, emotional or psychological well-being, as an actual or apparent condition for initial or continued affiliation with any group. A student violates this standard regardless of either the lack of intent to cause harm or the hazed individual’s own willingness to participate. Unless affirmative steps were taken by the charged student to prevent the hazing behavior, conduct charges may be brought against the group, officers of the group, and members of the group who are deemed to have encouraged the behavior, in addition to any conduct action against persons who engaged in the hazing behavior. Students or organizations found to have violated this provision are likely to be suspended or expelled. Hazing also violates Louisiana State law. Louisiana Hazing Statute: RS 17:1801 Part III. MISCELLANEOUS PROVISIONS 1801, provides: Hazing in any form, or the use of any method of initiation into fraternal organizations in any educational institution supported wholly or in part by public funds, which is likely to cause bodily danger or physical punishment to any student or other person attending any such institution is prohibited. Whoever violates the provisions of this Section shall be fined not less than ten dollars nor more than one hundred dollars, or imprisoned for not less than ten days nor more than thirty days, or both, and in addition, shall be expelled from the educational institution and not permitted to return during the current session or term which the violation occurs. II. Hazing Prevention INFORMATION 24-Hour Hazing Hotline: (504) 862-3111 Report concerns online: tulane.edu/concerns You may leave an anonymous or confidential message on the hotline or make an anonymous online complaint. What to do if you are being hazed or suspect a student is being hazed If you think you or someone you know is being hazed, REPORT IT. We investigate all complaints, and while often they turn out not to be supported, sometimes they are serious. We receive calls about possible hazing from students (both fraternity/sorority members and non-members), faculty and staff members, parents, and even students’ friends at other universities. Regardless of the source of the complaint, we never reveal the source of our information -- even if an organization is eventually sanctioned for hazing. Those reporting a concern should not fear that they or a student they know will suffer any consequences. You may call or email our staff to report a concern, or you may call the Tulane Hazing Hotline at 504-8623111 to leave an anonymous message. Alternatively, you may file an anonymous report online at tulane.edu/ concerns. Information for the Tulane community: Often people haze or tolerate hazing because they do not know if what they are participating in constitutes hazing. If you are unsure, ask yourself these questions: • Does the activity involve mental distress such as humiliation or intimidation? • Does it involve physical abuse (e.g., sleep deprivation)? • Is there a significant risk of injury or a question of safety? • Would you have any reservations describing the activity to your parents or a university official? 116 • Student Conduct Policies and Procedures 2013–2014 • Is alcohol involved? • Would you be worried if the activity was shown on the evening news? If the answer to any of the above questions is “Yes,” the activity is probably hazing. The following myths and realities were adapted in part from stophazing.org. Myth: Hazing builds unity among new members. Reality: Hazing may create unity among new members, but often there are costs as well. The effect of hazing on a group can be like the effect of a natural disaster on a community: residents feel closer to each other afterward but many are suffering. Would anyone suggest that it is good for a community to be hit by a natural disaster? Myth: Hazing is the only method for holding new members accountable. Reality: While holding new members accountable is important, there are effective ways to do so without hazing. Effective parents, teachers, and bosses all know ways to hold others accountable without humiliating, degrading or physically hurting them. Chapter officers can work with Fraternity and Sorority Programs staff and the volunteers and staff of their national organization to develop programs that hold new members accountable without hazing them. Myth: Hazing is okay as long as it is not physically dangerous. Reality: Mental hazing can be brutal and leave lasting psychological scars. Some hazing victims report that the mental hazing they endured was worse than being physically abused. Myth: A little hazing should be okay, as long as there’s no mean-spirited or injurious intent. Reality: Regardless of intent, some group bonding activities designed to be “all in good fun” still may raise some serious safety concerns.” For example, serious accidents have occurred during scavenger hunts. And when members are drunk, they sometimes subject the new members to more than they originally intended. Myth: Hazing continues because everyone in the group supports it. Reality: Many group members may not approve of hazing but go along with the activity because they mistakenly believe everyone else agrees with it. This “reign of error” helps to perpetuate hazing. The strongest supporters of hazing are often the most vocal and dominant members. Myth: If someone agrees to participate in an activity, it can’t be considered hazing. Reality: In states that have laws against hazing, consent of the victim can’t be used as a defense. This is because even if someone agrees to participate in a potentially hazardous action, it may not be true consent because of peer pressure, intentional or unintentional threats, and the withholding of information about what will occur. Myth: Since alumni and current members were hazed it is only fair that the new members go through it too. Reality: “Tradition” does not justify subjecting new members to abuse. Traditions are created by groups, and groups hold the power to change or eliminate them. It only takes one year to break a hazing tradition. Remember that the founding members of organizations were not hazed. Myth: Hazing practices preserve the uniqueness and exclusiveness of the group. Reality: Since hazing practices are secret, group members often don’t realize that their “unique” practices are typically variations on common themes: extensive memorization with verbal abuse for incorrect answers, sleep deprivation, servitude, kidnappings, drinking rituals, calisthenics, lineups, cleaning up messes, isolation of members, theft, impossible games, sexual embarrassment, inappropriate clothing, absurd scavenger hunts, unpalatable food, and physical violence. Student Conduct Policies and Procedures 2013–2014 • 117 Myth: Other groups on campus will not respect an organization that does not haze. Reality: A positive, educational program will result in a better all-around organization and the ability to attract the best new members. Being able to recruit the best students will earn the respect of other groups. Myth: Hazing only exists in fraternities and sororities. Reality: Hazing incidents have occurred across the country in athletic teams, military units, performing arts groups, religious groups, and other types of clubs and organizations. Hazing occurs in high schools as well as on college campuses. ADDITIONAL INFORMATION ON HAZING FOR GREEK MEMBERS Preamble: The 2007-08 Fraternity and Sorority Presidents’ Council collaborated to create the document below, which describes the standards they will hold each other accountable to with regard to hazing practices. This document is reviewed annually and was last updated in January 2010 by the 2010-11 presidents. All fraternity and sorority presidents sign an agreement that they will communicate the policy to each of the members of their organization. Some activities are easily categorized as hazing, while others are not. Any requirement by a member which: 1. Compels a prospective or new members to participate in any activity which is illegal; 2. Is known to be contrary to a prospective or new member’s moral or religious beliefs, or 3. Is contrary to the policies of Tulane University or the chapter’s national policy may be considered hazing. If you are not sure, consider the following questions: • What is the value/purpose of this activity? • Does this activity promote the founding values of the organization? The mission? The creed? • Do new and initiated members participate equally in this activity? • Will active/current members of the group refuse to do what they are asking the new members to do? • Would you want to do this activity yourself? • Does the activity risk emotional or physical abuse? • Is there risk of injury or a question of safety? • Would you feel uncomfortable with the activity being photographed for the school newspaper or filmed by the local TV news crew? • Would you feel uncomfortable describing the activity to your parents, to a professor, or University faculty? • Would you be able to defend the activity in a Court of Law? • Is this activity valued in and of itself? Why? These qualities should be emphasized in the new member process or membership intake process: • Focus on Scholarship/Academics • Focus on Service/Philanthropy • Focus on Sisterhood/Brotherhood building the bonds (with new members and active circle) • Focus on Individual Growth (of each of your new members) ALL STUDENTS ARE EXPECTED TO ABIDE BY THE CODE OF STUDENT CONDUCT. The president and new member educator(s)/director of intake shall be responsible for ensuring that the chapter complies with this policy. A chapter process MUST be in place for prospective, new, or active members to question, or refuse to participate in, any activity. This questioning, or refusal to participate in an activity should not jeopardize his/ her goal of initiating into the fraternity or sorority. This process should be shared in writing with the Office of 118 • Student Conduct Policies and Procedures 2013–2014 Fraternity and Sorority Programs prior to the beginning of the beginning of the New Member/Membership Intake Process. All alleged violations of the above policies will be referred to the Office of Student Conduct. Prohibited Activities The following are a list of prohibited acts or activities. Other acts or activities that could be considered hazing are not limited to this list. 1. Unwanted or harmful eating, smoking, or ingesting of legal or illegal substances 2. Paddling and/or striking in any manner 3. Forcing prospective or new members to drink alcoholic beverages by threat or peer pressure 4. Placing prospective or new members in confining, uncomfortable areas or positions 5. Acts of demeaning or unreasonable servitude for active or alumni members 6. Requiring apparel of the opposite sex to be worn in public places 7. Clothing requirements in which the sole purpose is to humiliate 8. Assigning pranks such as stealing, vandalizing, or harassing other organizations 9. Required harassment and/or fighting with other sororities or fraternities 10. Calling prospective or new members demeaning names 11. Screaming, cursing, yelling at prospective/new members 12. Tying members up in any manner 13. Activities in which the primary objective is to deprive sleep and/or food 14. Carrying an object solely for the purpose of carrying the object 15. Blindfolding of prospective or new members at any time other than actual initiation, big/little sister or big/little brother revealing, and/or trust activities 16. Scavenger hunts 17. Discriminating because of race, weight, religion, sexual orientation, or disability 18. Required marking, tattoos, or branding during the new member or membership intake process 19. Preventing/restricting/disturbing class attendance 20. Preventing personal hygiene 21. Demeaning line-ups All chapters are expected to abide by their national guidelines in all areas of recruitment, new member process, and membership intake. Failure to do so may result in a conduct investigation. Possible sanctions for chapters found in violation, may include, but are not limited to: 1. Educational: i.e. paying to bring in a speaker about hazing, preparing and executing a hazing workshop, and/or attending hazing seminars 2. Monetary 3. Loss of social privileges 4. New member process or membership intake process to be constructed by the Office of Fraternity and Sorority Programs, not to be deviated from 5. Loss of campus recognition and/or other privileges Office of Fraternity and Sorority Programs, 314-2163 Revised September 2013 Student Conduct Policies and Procedures 2013â€“2014 â€˘ 119 120 • Student Conduct Policies and Procedures 2013–2014 Student Organizations Policies and Procedures STUDENT ORGANIZATION RECOGNITION AND REGISTRATION All recognized student organizations must register their organization on an annual basis through the Office of Student Programs (studentprograms.tulane.edu) to reserve rooms, plan and host events, access financial and electronic accounts, and be officially recognized as an active student organization at Tulane. If your organization has not registered, contact Student Programs at firstname.lastname@example.org, (504) 865-5141, LBC Room G11 (Student Organizations Center), or visit: studentprograms.tulane.edu. Student organization recognition is granted through student government organizations or university departments. Contact Student Programs for more information about organization recognition. Only recognized organizations may use the Tulane University name and logos, meet in university facilities, host events and have web space, Blackboard accounts, email accounts or listservs. AMPLIFIED SOUND POLICY DEFINITIONS To maintain the academic environment at the university, the use of amplified sound is moderated. The amplified sound policy is designed to protect instructional and learning activities, administrative offices and academic departments from sound interference during normal business hours. Student organizations which intend to have amplified sound at an event must provide specific information related to amplified sound on their facility or quad request. Amplified sound is defined as any sound that is broadcasted through electronically amplified equipment or sound that is electronically enhanced. GENERAL The use of amplified sound on campus may not interfere with instructional activity or the administrative operation of the university. Such use will only be permitted at specific times, and in specific locations, so as not to conflict with this basic principle. Amplified sound may be used during the following times and in the following locations: Days & Times Locations Monday – Friday: Noon – 1 p.m., 4 – 7 p.m. McAlister Auditorium Front Steps, University Quads/ Fields, Gorson Porch, Pocket Park and Jones Hall Patio Saturday & Sunday: Noon – 10 p.m. McAlister Auditorium Front Steps, University Quads/ Fields, Gorson Porch, Pocket Park and Jones Hall Patio University Holidays: Noon – 10 p.m. McAlister Auditorium Front Steps, University Quads Fields, Gorson Porch, Pocket Park and Jones Hall Patio Student Organizations Policies and Procedures 2013–2014 • 121 The use of amplified sound will not be permitted if such use would disrupt a previously scheduled event or function. Any organization or department sponsoring an event at which amplified sound will be used will designate a person responsible to control sound volume as necessary to ensure compliance with this policy. SOUND LEVELS The Code of the City of New Orleans, Sections 66-22, sets forth maximum permissible sound levels based on the use of the property that the sound is affecting. This policy is intended to comply with, and be at least no less restrictive than, the Code. If at any time the Code is amended so that it is more restrictive that this policy, this policy should be deemed amended to conform to the Code. At a distance of 45 feet in front of the sound source, the sound pressure level may be no more than 70 decibels at any time. Student Programs staff will work with the individual(s) sponsoring the event to periodically monitor the sound pressure level. In order to keep the sound pressure level below 60 decibels inside of classroom buildings, all sources of amplified sound should be directed away from all classroom buildings. PROCEDURES All events at which amplified sound will be used must be registered and approved by the Department of Campus Recreation if the event is to be held on a university quad. Any event in or on the grounds of the Lavin-Bernick Center for University Life must be reserved and approved by the Administrative Office of the Lavin-Bernick Center. Once approved, the Office of Student Programs will be notified and will contact any potentially impacted departments and/or offices. All amplified sound events must provide adequate security, as determined by the Department of Public Safety. VIOLATIONS If at any time during the event the sound level exceeds the maximum permissible sound level set forth in this policy, a warning will be given to the sponsoring organization to lower the volume. The sound level must be brought into compliance with this policy no more than one (1) minute following the initial warning. If a second warning is issued, either because of a subsequent violation of this policy or a failure to correct the noncompliance following the first warning, an additional one (1) minute will be allowed to correct the sound level. If the sound level exceeds the maximum permissible set forth in this policy, following two consecutive warnings or a third time, the Department of Campus Recreation or the LBC Administration reserves the right to extinguish amplified sound for the event. The sponsoring organization may also be subject to further disciplinary action. Lavin-Bernick Center, 865-5196 Revised Julty 2010 Reviewed September 2013 CAMPUS DEMONSTRATIONS GUIDELINES PHILOSOPHY Tulane University is a place where expressive activity, including collective expression such as demonstrations 122 â€˘ Student Organizations Policies and Procedures 2013â€“2014 and protests, is part of the intellectual development and self-definition of students, faculty and staff. The University encourages the free exchange of ideas and opinions, but expects that the expression of views be made with respect for the dignity and freedom of others. Higher education is the “marketplace of ideas,” and it is Student Affairs’ responsibility to provide a respectful and civilized forum for expression by recognized student groups. These guidelines apply to all Tulane students, student groups, student organizations, and campus guests (hereinafter collectively referred to as “Tulane affiliates”). Past experience leads the University community to believe that campus activities work better when there are guidelines to assure that demonstrators and the educational environment can coexist. Tulane reserves the right to provide reasonable time, place and manner restrictions concerning expressive activities; although, it affirms that the substance or the nature of the views expressed is not an appropriate basis for any restriction upon or encouragement of an assembly or a demonstration. The University does not tolerate unlawful activities. PROTOCOL Campus Registration Request for a Demonstration or Protest Tulane affiliates must notify the Vice President of Student Affairs/Office of Student Programs of plans to demonstrate on campus as soon as possible but at least two days prior to the demonstration. Only Tulane affiliates in good standing may file a request. For the purpose of these Guidelines, “demonstration” or “protest” means an event requiring the presence of one or more persons in a University location with the intent to express a particular point of view in a manner that attracts attention, as in rallies, sit-ins, vigils, or similar forms of expression and include, but are not limited to, all campus events which may give rise to safety concerns, and/or any other behavior or conduct which possibly disrupts the University learning environment or Tulane’s business operations. Campus Demonstration Registration Forms are available in the Office of Student Programs and online at studentprograms.tulane.edu. Tulane affiliates, as part of the notification process, may reserve quads, rooms, or Pocket Park (of the Lavin-Bernick Center) for a demonstration subject to the Vice President of Student Affairs or delegate approval regarding the appropriateness of the location for the planned event, availability, applicable usage fees and associated charges, including, but not limited to, facilities service and security charges. Response to a Request to Register a Demonstration or Protest and Preparation Therefore Tulane Affiliates must follow the Campus Registration Process for a Demonstration or protest as outlined in the process above. Upon receipt of a request for a demonstration or protest, the Vice President for Student Affairs or delegate may take the following nonexclusive steps: 1) Determine if the Tulane Affiliate is in good standing 2) Convene a meeting of all key stakeholders to determine an appropriate time, place and manner for the event 3) Determine adequate levels of safety 4) Determine all other levels of preparation 5) Approve or disapprove of the event General Conduct Tulane affiliates must abide by all University policies, including, but not limited to, the Code of Student Conduct. Those who are not affiliated with the University must conduct themselves as guests, and follow all directives of University personnel. Tulane affiliates and guests failing to comply with University policies may face immediate removal from the campus and/or other actions by University officials including the University police. Access to Buildings/Rooms The Vice President for Student Affairs or delegate may approve access to buildings/rooms pursuant to the Campus Registration Request Process discussed above. If the Vice President or delegate grants access to a Student Organizations Policies and Procedures 2013–2014 • 123 building/room, participants of campus demonstrations may enter the approved campus building/room solely for the purpose of conducting orderly and peaceful demonstrations. Participants may stand or sit in the hallways, but may not: • Enter or occupy rooms or offices without permission; • Obstruct or restrict the free movement of persons; • Block hallways, doorways, stairs or exits from University facilities; • Use appliances/equipment that require the use of electrical and/or telephone outlets • Use devices that make or amplify sound Participants may be present in buildings only during normal hours of operation. The opening and closing times of buildings may be obtained from TUPD. TUPD will ask everyone to leave the building at closing time. Failure to do so may result in removal from the building or other appropriate actions as University officials determine. In no event will protests or demonstrations be allowed in the following buildings or rooms: • Residence halls; • Private offices, research laboratories and associated facilities, and computer centers; • Offices, museums, libraries, and other facilities that normally contain valuable or sensitive materials, collections, equipment, records protected by law or by existing University policy such as educational records, student-related or personnel-related records, or financial records; • Classrooms, seminar rooms, conference rooms, breakout rooms, auditoriums or meeting rooms in which classes or private meetings are being held or are immediately scheduled; or • Hospitals, emergency facilities, communication systems, utilities, or other facilities or services vital to the continued functioning of the University. Sound Sound associated with the demonstration must not be so loud as to interfere with classes, residence halls, or business offices. The use of loudspeakers or other amplifying sound equipment is restricted to outdoor demonstrations and can only be used Monday through Friday, noon – 1 p.m. and 4 – 7 p.m. and is subject to the approval of the Vice President for Student Affairs or delegate pursuant to the registration process outlined above. Placards Participants that elect to use placards must construct the placards from poster board or of other similar material. Participants may not use placards constructed from material of a hard substance. Placards may be carried or worn on the person, but not tacked and nailed to trees, light posts, buildings or other structures. Placards may be affixed by tape or string and remain in place for the duration of the demonstration so long as they do not cause damage to University property and are removed and disposed of immediately after the demonstration or protest. Chalking Tulane affiliates must follow the University chalking policy and under no circumstances can the participants use paint of any type on University property. Literature/Printed Materials Tulane affiliates cannot force literature or other printed materials upon others or distribute materials in a manner that will obstruct the free flow of traffic on the campus. Care of Property In addition to restrictions on the use of placards, as discussed above, Tulane affiliates must take reasonable care to reduce damage to the property of the University and to the property of others. This property includes, 124 • Student Organizations Policies and Procedures 2013–2014 but is not limited to, vegetation of any type, outdoor sculptures, vehicles, buildings, and so forth. Tulane affiliates must collect all trash, and any literature/printed materials and place these materials in refuse/recycling containers. Tulane affiliates violate these Guidelines if they fail to follow the procedures outlined above including, but not limited to: a. Failing to follow the registration procedures b. Exhibiting conduct in violation of University policies c. Damaging University property or the property of others d. Interfering with the activities of other persons or the operations of the University e. Causing or threating to cause injury to persons or damage to property f. Holding meetings, events or demonstrations under circumstances where health or safety is endangered g. Impeding movement of people on University property h. Engaging in conduct after the Vice President for Student Affairs or delegate has determined the conduct in violation of the guidelines and has instructed participants to modify or terminate their behavior General Counsel, 865-5783 Office of Student Programs, 865-5141 Office of the Vice President for Student Affairs, 314-2188 Revised May 2011 Reviewed September 2013 ASB MOTOR POOL POLICY AND SAFETY RULES I. Driver Requirements a. All student drivers of University vehicles must have a valid U.S. driver’s license. Foreign students may transfer an out-of-country driver’s license to a Louisiana driver’s license by following the procedures specified by the Louisiana Department of Public Safety, Office of Motor Vehicles (Go to http://omv.dps.state.la.us g Frequently Asked Questions g Driver’s License g How do I transfer my out-of-country driver’s license? or call 1-877-368-5463). b. All student drivers of University vehicles shall authorize the University to obtain a current Motor Vehicle Registry report (MVR) from the issuing state of the driver’s operating license and shall complete and sign a Motor Vehicle Report Consent and Information Form. The MVR check shall be conducted on at least an annual basis, and more frequently if determined to be necessary by the Office of Insurance & Risk Management. In considering whether to authorize a driver to operate a University vehicle, the following criteria will be used: i. No major violations in driving history (major violations include, but are not limited to, DWI, DUI, vehicular or negligent homicide, reckless, careless or negligent driving, hit and run, use of motor vehicle while committing a felony, eluding a police officer, drag racing, license suspension, and driving while license suspended). ii. No at-fault accident(s) in driving history. iii. No speeding violations of 20 miles per hour or more over the posted speed limit in the last five (5) years. iv. No more than 1 moving violation (other than a speeding violation of 20 miles per hour or more over the posted speed limit) in the last five (5) years. It is the responsibility of each proposed student driver to report on the Motor Vehicle Report Consent and Information Form any and all traffic violations for which a conviction was rendered, even if such violation will not be reported on such driver’s MVR. Failure to do so Student Organizations Policies and Procedures 2013–2014 • 125 c. d. e. f. will result in termination of driving privileges. All student drivers must satisfactorily complete two online driver safety courses with a score of 90% or above. The frequency of the courses will be determined on an as needed basis by the Office of Insurance & Risk Management, but in no event shall a driver be required to complete the courses more than once annually. To enroll in the courses, contact either the Student Organization Resource Associate (504-865-5116) or the Office of Insurance & Risk Management (504-865-5653). All student drivers must satisfactorily complete a short driving evaluation/road test with a proctor approved by the Student Organization Resource Associate. The frequency of this evaluation will determined on an as needed basis by the Office of Insurance & Risk Management, but in no event shall a driver be required to complete this evaluation more than once annually. All student drivers must sign the Terms, Conditions, Rules, Regulations and Safety Acknowledgement for ASB Drivers Form, once per academic year, before being permitted to drive a University vehicle. Dependent upon the type of vehicle sought to be driven and the desired destination, student drivers must meet the following minimum driving experience requirements: i. For local use (defined as Orleans, Jefferson and St. Bernard parishes) of University minivans, SUVs and passenger vehicles other than 12-passenger vehicles, all drivers must have at least one (1) year of driving experience (determined from the date of license issuance). ii. For use of University minivans, SUVs and passenger vehicles for other than local use, and for local use of University 12-passenger vehicles, all drivers must have at least two (2) years of driving experience. iii. For non-local use of University 12-passenger vehicles, all drivers must have at least three (3) years of driving experience. If a student fails to meet these minimum requirements and qualifications, such student will not be approved to drive any University vehicle. II. Safety Criteria and Use Restrictions a. Prior to departure, the driver must ensure that the side-view and rear-view mirrors are set appropriately to maximize the driverâ€™s view and to minimize possible blindspots. b. All vehicle occupants are required to wear seat belts while the vehicle is in motion. The vehicle must not be operated unless all passengers are properly belted. c. At no time shall the number of occupants exceed the maximum capacity of the vehicle. d. The speed limit and all state and federal traffic laws shall be obeyed at all times. 12-passenger vans, however, shall not be driven in excess of 60 miles per hour regardless of whether the speed limit is in excess of 60 mph. e. The driver must refrain from alcohol consumption for at least 24 hours before driving, and shall take prescription and over-the counter medication with caution. f. The use of illicit drugs by a driver or any other vehicle occupant shall be strictly prohibited at all times. g. No cell phone use by the driver is allowed while the vehicle is in motion. Additionally, in accordance with Louisiana state law (La. R.S. 32.300.5), the driver will be prohibited from writing, reading or sending text-based communications while operating the vehicle. h. No eating or drinking by the driver is allowed while the vehicle is in motion. i. No driver shall be permitted to drive more than 250 miles in a 12-hour period. Consequently, there shall be a separate authorized driver for every 250 miles to be driven in a 12-hour period. j. Between the hours of 12:00 a.m. and 6:00 a.m., the vehicle will be driven no more than two (2) hours cumulatively, regardless of the number of authorized drivers in the vehicle. k. No towing is allowed unless the vehicle is a truck specifically set up with towing capabilities. 126 â€˘ Student Organizations Policies and Procedures 2013â€“2014 l. Absolutely no cargo or equipment shall be permitted to be carried or stored upon the roof of any vehicle. m. In all vans, passengers shall be loaded to the front of the vehicle first. n. When loading a van with cargo, weight should be distributed evenly side-to-side and front to back. o. Drivers shall at all times be well-rested and focused on driving duties. No loud music or other driver distractions will be permitted. p. Only University-affiliated passengers (which includes members or coaches of student organizations who are neither employees or students of the University) will be permitted to be transported in any vehicle. q. No vehicle shall be driven off-road. r. Always turn the vehicle off, remove the keys, and lock the vehicle when it is unattended. s. Drivers shall at all times during operation of a University vehicle have a valid driver’s license on their person and shall ensure that the vehicle’s registration documents and insurance card are in the glove compartment. t. Drivers will only drive University vehicles for authorized University activities and under no circumstances will the vehicle be used for personal business. III. Loss of Driving Privileges The following offenses will result in a 1-year suspension or termination of driving privileges (as determined by the Office of Insurance & Risk Management). a. Operating a vehicle without a valid driver’s license. b. Failure of a driver to report suspension or revocation of his/her driver’s license. c. Operating a vehicle outside of the scope of the destination or school-related activity. d. Violating any of the safety criteria enumerated in Section II above. e. Operating a vehicle in a reckless or unsafe manner. f. Failure to report an accident involving a University vehicle to the Department of Public Safety, the Office of Insurance & Risk Management, or to the Student Organization Resource Associate, and/ or failure to report a traffic violation incurred during use of a University vehicle to the Office of Insurance & Risk Management or to the Student Organization Resource Associate. g. Operating a vehicle under the influence of alcohol or drugs. h. An at-fault accident, whether occurring during business or personal use of any vehicle. i. An unacceptable MVR, as determined in accordance with the criteria set forth in Section I above. If a student’s driving privileges are suspended, the student may reapply for driver certification status after the time period for the imposed suspension has elapsed. IV. Accidents, Breakdown and/or Traffic Violations a. In the event of an accident while driving a University vehicle, drivers should follow these instructions: Off-Campus Accidents i. Take whatever steps are immediately necessary to render emergency medical care, salvage property, or reduce the further extent of the loss. If possible, do not disturb the evidence or hazard which caused the claim until the conditions are recorded. ii. Report the accident at once to the local police department or highway patrol. Get the police item or report number, the police officer’s name, badge number, and department. If the information provided at the scene does not have a telephone number, get a number where the police department can be called. iii. Do not admit liability under any circumstances. In the stress of the moment, something might be said that can be incorrectly construed as admission of fault for an accident that might have been caused by another driver. Be courteous, be helpful, give aid as needed, but Student Organizations Policies and Procedures 2013–2014 • 127 b. c. d. e. f. stop there. iv. Complete the Tulane Accident form (a copy should be kept in the glove compartment of all University vehicles) with all of the information while at the scene. Specify as many facts (not opinions) as you can that will help determine who was at fault. Note any objects that may have impaired your vision. Do not leave the scene without the name, address, phone number and insurance company of other drivers involved. v. Get written driver and witness statements where possible. If you have a camera or a camera cell phone with you, take some pictures. The police may not take pictures and it will be beneficial to all parties involved if the accident scene and damages are documented. vi. Report the accident to the Office of Insurance & Risk Management (504-865-5653) as soon as you can get to a phone. If it is after normal business hours and voice mail is on, LEAVE A MESSAGE and then contact the Department of Public Safety at 504-865-5200 or 504865-5381. When you get back to campus, fax the Tulane Accident form and any written statements to the Office of Insurance & Risk Management (504-862-8766). You are also responsible for obtaining a copy of the police report (which should be available 10 working days after accident). When you receive the report, fax it to the Office of Insurance & Risk Management at the above number or mail it to 300 Gibson Hall. vii. It is the responsibility of the department to get the University vehicle to a repair shop; if a repair shop has been designated by our claims administrator, then the department shall take the University vehicle to such designated repair shop. On-Campus Accidents i. Immediately report the incident to Public Safety at 504-865-5200. If there is an accident with injury they can call TEMS or the City’s ambulance service to provide first aid and transportation to a hospital. The Office of Insurance & Risk Management cannot pay any on-campus claim without a Public Safety Report. Also, report the accident to the Office of Insurance & Risk Management (504-865-5653) as soon as you can get to a phone. If it is after normal business hours and voice mail is on, LEAVE A MESSAGE. ii. Follow steps a, c, and g outlined above for off-campus accidents. Immediately report any problems which make the operation of a vehicle unsafe to the Department of Public Safety (504-865-5381), which shall notify either the Student Organization Resource Associate (865-5116) or the Office of Insurance & Risk Management (504-865-5653). DO NOT OPERATE THE VEHICLE. The University will not be responsible for personal cost or inconvenience that may occur because of a vehicular breakdown or accident. ASB will arrange for the repair and/or return of the vehicle. However, the individual, organization/group or department using the vehicle is responsible for all other costs related to breakdowns or accidents, including but not limited to food, lodging and alternative transportation. An amount up to $2500.00 will be charged to ASB for any claim (including but not limited to damage to the vehicle, or property damage or bodily injury liability) arising out of use by any student driver allowed to drive a University vehicle through ASB. Any traffic violations incurred while driving a University vehicle must be reported to the Student Organization Resource Associate (504-865-5116), which shall report such violations to the Office of Insurance & Risk Management (504-865-5653). The Student Organization Resource Associate shall retain records of such violations for a period of at least five (5) years. Drivers shall personally assume responsibility for any and all fines, penalties or traffic violations associated with use of any University vehicle. The University will not defend any driver who has operated a University vehicle in violation of traffic laws or these ASB Policies and Safety Rules. 128 • Student Organizations Policies and Procedures 2013–2014 V. Rental Vehicles by Students a. Subject to approval, students will be permitted to rent vehicles through the University’s agreement with Enterprise Leasing Company of New Orleans and National Rental Car for University-sponsored activities or events, which are defined as activities or events that are wholly or partially funded by the University and serve to support or promote the University’s mission, including reimbursement for gas mileage to such activities or events (hereinafter “University event”). No rentals of 12-passenger or 15-passenger vans shall be permitted by student drivers. b. Unless Enterprise Rent-A-Car/Enterprise Leasing Company or National Rental Car is not available in an area of travel for a University event, rental from Enterprise or National is required. To make a reservation with Enterprise, go to www.enterprise.com or call 800-261-7331 and use customer number NA1406 and PIN number TUL. To make a reservation with National, go to www.nationalcar.com and use contract ID number XZ14160. If you have any problems with making your reservation, please contact the Director of University Services at 504-247-1122. If Enterprise or National is not located in the area of travel, rental from another agency is permissible if all other conditions of this Section V are met, and if the following types and amounts of insurance are purchased through the rental agency: automobile liability insurance/supplemental liability protection with limits of $100,000 bodily injury or death per person, $300,000 bodily injury or death per occurrence, $50,000 property damage per occurrence, and collision/loss damage waiver coverage (CDW/LDW) with no deductible. c. THE PROVISIONS OF SECTIONS I, II AND III ABOVE SHALL APPLY TO ALL VEHICLE RENTALS BY STUDENTS FOR UNIVERSITY EVENTS, AND TO THE EXTENT APPLICABLE, SECTION IV SHALL ALSO APPLY. d. Unless specifically approved by the Office of Insurance & Risk Management, the drivers for all rental vehicles shall be at least 21 years of age. In requesting approval to allow a student under the age of 21 to rent a vehicle, the Office of Insurance & Risk Management must be provided with the following information: i. The nature of the proposed trip, destination, anticipated dates and times of travel, and the name of the organization. ii. The approximate number of passengers. iii. The reason(s) that a driver age 21 or older will not be available for the proposed trip. e. Upon receipt of all of the requested information, the Office of Insurance & Risk Management will advise the Student Organization Resource Associate within three (3) business days whether or not the request will be approved. f. Under no conditions shall the authorized driver allow another person to operate the rental vehicle as such action could void the agreement with the rental agency and some or all of the insurance coverages that apply. Also, use of rental vehicles shall be limited to University business only. VI. Use of Personal Vehicles by Students Students are prohibited from transporting other students in personal vehicles to and from University events (defined in Section V above) unless the following criteria have been met: a. The Student Resource Associate has confirmed that no University vehicles are available for the requested travel to the University event, and the student organization’s advisor or other appropriate representative certifies that payment for a rental vehicle is not feasible for the trip. b. The proposed driver or drivers (depending on the distance of travel, as per Section II.i. above) has/ have completed the Driver Requirements criteria set forth in Sections I.a., b., c.and f. above). c. A copy of the insurance card on the personal vehicle is provided to the Student Resource Associate or the student organization’s advisor or other appropriate representative, evidencing current automobile liability insurance with minimum limits as set forth by the state of registration. d. A Request for Use of Personal Vehicle for Transportation to University Event or Activity Form Student Organizations Policies and Procedures 2013–2014 • 129 (“Request for Use of Personal Vehicle Form”) has been completed and approval has been granted for the request. It should be noted that the minimum driving experience requirements set forth in Section I.f., as well as the safety criteria and use restrictions set forth in Section II, apply to any approved use of a personal vehicle by students for transportation to and from a University event. Any individual who drives a personal vehicle to/from a University event is responsible for his or her own safety as well as the safety of any passengers. The University bears no responsibility for the operation or operating condition of personal vehicles and expects drivers of personal vehicles to comply with applicable local, state and federal laws. The University also bears no responsibility for damage to or loss of any personal vehicle or any contents therein. Claims arising from use of a personal vehicle are to be reported to the owner’s insurance agent. If a driver of a personal vehicle is not the vehicle’s owner, the insurance carrier should be consulted to confirm that coverage will apply to such driver. In the event of a serious or potentially serious claim, the Office of Insurance & Risk Management should also be notified. VII. Administration of ASB Motor Pool Policy a. The Student Organization Resource Associate shall be responsible for monitoring student compliance with the ASB Motor Pool Policies and Safety Rules and for administration of the ASB Motor Pool Policies. The Student Organization Resource Associate shall ensure that all required training has been completed and all required forms have been completed and signed before permitting any student to drive a University vehicle. A monthly log of all students approved to drive University vehicles and/or personal vehicles in accordance with Section VI shall be maintained and sent to the Office of Insurance & Risk Management at the end of each month. b. The Student Organization Resource Associate shall maintain an up-to-date and accurate list of proposed student drivers, which shall include the following information, and which shall be password protected: i. Name of driver ii. Date on which driver initially received license to drive iii. Whether online driver training has been successfully completed* iv. Whether driving evaluation/road test has been successfully completed v. Whether the driver has been approved to drive and if so, the level of permission given (type of vehicle allowed and whether local or non-local use is allowed)* vi. Whether the ASB Terms, Conditions, Rules and Regulations Form has been signed during the current semester *to be provided by the Office of Insurance & Risk Management c. The Student Organization Resource Associate shall notify the Office of Risk Management & Insurance when an MVR must be obtained for a proposed new student driver and shall provide a completed Motor Vehicle Report Consent and Information Form (MVR Consent Form). The MVR Consent Form shall be maintained by the Office of Insurance & Risk Management in a locked filing cabinet for a period of no more than five (5) years, after which time such MVR Consent Form shall be shredded before being discarded. The MVRs will be retained online with a third party vendor for a period of no more than five (5) years. If at any time the third party vendor’s service is no longer utilized or available, the Office of Insurance and Risk Management shall retain hard copies of the MVRs for a similar period, after which time such MVRs shall be shredded before being discarded. d. The records for completion of online training shall be retained online with the third party vendor for no more than five (5) years. e. The Student Organization Resource Associate shall maintain documentation of each driver’s successful completion of the driving evaluation as well as each executed ASB Terms, Conditions, Rules 130 • Student Organizations Policies and Procedures 2013–2014 f. g. h. i. and Regulations Form for a period of no more than five (5) years, after which time such information shall be shredded and discarded. The Student Organization Resource Associate shall ensure that all offenses by a driver that are enumerated in Section III above are reported to the Office of Insurance & Risk Management. ASB shall be responsible for the costs of obtaining MVRs and shall promptly pay the Office of Insurance & Risk Management for same. Failure to promptly make such payments may result in a delay in processing additional MVR requests. The Office of Insurance & Risk Management will only be responsible for initial set-up costs charged by the MVR vendor. ASB shall be responsible for all costs associated with the online driver safety course and shall promptly pay the Office of Insurance & Risk Management for same. For personal use of vehicles as set forth in Section VI above, the Student Organization Resource Associate shall maintain the Request For Use of Personal Vehicle Form, as well as the vehicle insurance information, for at least one year following the completion of the trip. Office of Insurance and Risk Management, 865-5653 ASB Motor Pool, 865-5116 Reveiwed September 2013 TUPD EVENTS POLICY The Police Department’s presence is required at certain campus events. All security arrangements for both onand off-campus events where the officer(s) will be paid by a Tulane University check must be arranged through the Tulane University Police Department. Requests for security needs should be addressed by visiting the TUPD Website at http://www.tulane.edu/police/eventsecurity.cfm or with the Special Events Coordinator at 504-247-1252. A Tulane Police officer or New Orleans Police officer is always required at open events on and off campus. Specifically, one officer is required for every 0-250 persons expected to attend an event; and depending on the nature of the event, additional officers may be required. For closed events on campus, a Tulane Police officer may be required even when expected attendance may be less than 50 people. A minimum of one officer is required when attendance is expected to be between 50 and 250 persons; and depending on the nature of the event, additional officers may be required. For closed events off campus, a Police officer is not required when the expected attendance is less than 250 people; however, an officer is required when expected attendance is 250 people or more. Depending on the nature of the event, additional officers may be required. Officers will ensure that all University policies concerning the event, whether open or closed, are adhered to and that safety and general order prevail. Officers should be present during the entire course of the event as well as 30 minutes before and after it. The Police Department will report infractions of the alcohol policy and policies governing open or closed events, on or off campus, to the proper University authorities. Disciplinary action against the student organization violating any policy may occur. The sponsoring student organization for each activity held on or off campus needs to coordinate with the Police Department to determine if the minimum number of officers will be adequate. The Police Department is authorized to deviate from the specified number of officers based on special circumstances. Requestors are urged to cooperate with the Police Department in its efforts to ensure adequate traffic control, fire watch, ambulance availability and crowd control during campus events. Student Organizations Policies and Procedures 2013–2014 • 131 Requesting Police Officers A request for officers to be at a particular event must be submitted to the Special Events Coordinator at least 3 weeks before the date of the event by submitting the request online. The request should be submitted via the online request form. Check with TUPD for the on-duty charge per hour for officers. A minimum payment of three hours is required per officer. Payment must be submitted to the Police Department by check (made payable to Tulane University) or by Interdepartmental Transfer (IT) Form (if University department or student organization). If paying with an IT, please ensure the following information is present: • Name of organization to be charged, account number, and object code • Date and location of the event • Number of officers requested • Time the officer(s) should arrive at the event and the time the event ends • Name of a contact person to whom the officer(s) should report to at the event for specific instructions When requesting officers, student organizations shall obtain the signature of the organization’s adviser and then submit the IT to the Office of Student Programs to be processed. Tulane University Police Department, 865-5381 Reviewed September 2013 VENDOR POLICY FOR STUDENT ORGANIZATIONS 1. Vendors must be sponsored by a recognized student organization. 2. Sales in the Lavin-Bernick Center are permitted at counters and areas provided by reservation only through the Operations and Reservations Office, Suite 218, Lavin-Bernick Center. 3. Counter Space and area reservations must be made by the sponsoring organization, not the vendor. 4. Vendors must submit, in proposal form, a description of their product(s) and price list to the sponsoring organization, and to the Lavin-Bernick Center Operations and Reservations Office, Room 218, Lavin-Bernick Center. Vendors must also leave a permanent address and telephone number in order to refer any customer complaints. 5. Vendor must comply with all laws, statutes, regulations or ordinances of the State of Louisiana, and the City of New Orleans, and all agencies thereof, and obtain and pay for all required permits and licenses. 6. The sale of merchandise by sponsored vendors shall be limited as follows: a. A five-day period of display and sale of merchandise. b. A maximum of one display and sale privilege per semester for the vendor. c. A maximum of two sales per semester for each sponsoring student organization. d. Merchandise may only be placed on top of the counter. e. All sales must end at the time agreed upon. 7. Items sold must adhere to the following guidelines: a. Items must not be in direct competition with University Services vendors and contracts. b. No credit card sales or promotions allowed. c. No weapons, drugs or drug paraphernalia may be sold. d. Items must not reflect an irresponsible attitude toward alcohol. e. Items must not degrade groups or individuals. 8. The established fees for sponsored vendors occupying space in the Lavin-Bernick Center are as follows: a. $50 must be paid in advance to the sponsoring organization. Make check payable to the sponsoring organization. This must be paid to the sponsoring student organization, prior to sales, in the Office 132 • Student Organizations Policies and Procedures 2013–2014 of Student Life, room 205, Lavin-Bernick Center. In addition, any commission from percentage of sales must be agreed upon prior to sales. b. Rental fees are payable in advance to Tulane University, Room 218, Lavin-Bernick Center: by the sponsoring student organization. 1) Counter or table space: $20 rental fee per day. 2) Pedersen Lobby space: $70 rental fee per day. 9. The name of the sponsoring organization and vendor must be prominently displayed on the front of the sales booth and on all vendor advertisements. 10. Vendors must remain behind sales counters and may not approach persons passing through the LBC to promote the sale of merchandise. 11. No object external to the booth may be used in the Lavin-Bernick Center without written permission. This includes display cases, carts, etc., but is not limited to these items. In addition, vendors utilizing booth space are not permitted to adhere anything to walls, glass or the ceiling. 12. Vendors are not permitted to store any merchandise in the Lavin-Bernick Center. The Lavin-Bernick Center reserves the right to dispose of any materials or merchandise left in the Center. 13. Vendors are asked to keep their area neat and to dispose of any trash generated. 14. Student organization must deposit their collected fees and any percentage of the sales at the end of each day with the Office of Student Programs, Garden Level, Lavin-Bernick Center. 15. The Lavin-Bernick Center reserves the right to approve or disapprove a vendor and his/her product. Also, it reserves the right to determine regulations and set fees. Booth space can be revoked at any time. 16. Vendors must conform to Tulane policies and not disrupt the normal operation of the LBC. Lavin Bernick Center, 865-5196 Updated February 2008 Reviewed September 2013 TULANE UNIVERSITY POLICY FOR CHARTERING GROUND TRANSPORTATION SERVICES I. PURPOSE Tulane University, in furtherance of its mission as an institution of higher education, provides a number of educational/instructional experiences and opportunities which involve group travel and/or require ground transportation services. When chartering any ground transportation services, it is mandatory that faculty and staff of all University schools, departments, units, and/or organizations follow the measures outlined in this Policy, in order to support safe, efficient and cost effective transportation services for the University Community and reduce potential liability to the University and themselves. II. APPLICABILITY This Policy applies to any University school, department, unit, and/or organization (hereinafter “requestor”) that desires to charter ground transportation services1, whether for an off‐campus or an on‐campus event. For this Policy to apply, the ground transportation must a) relate to a University‐sponsored or sanctioned activity or event2, including but not limited to student organization and summer camp activities, undergraduate or 1 any vehicle with a hired driver, including but not limited to a motor coach, mini‐bus, school bus, van, or limousine (excluding those required for evacuation needs) 2 i.e., whether or not the activity or event is wholly or partially funded by the University or any of its schools, departments, units or organizations Student Organizations Policies and Procedures 2013–2014 • 133 graduate courses or practicums, including but not limited to mandatory and non‐mandatory field trips, and b) originate within the state of Louisiana (hereinafter “University business”). If the ground transportation services originate outside of the state of Louisiana, this Policy shall not apply. If you are uncertain whether this Policy applies to a particular activity or event, contact the University Shuttles Manager at (504) 314-7435 or the Risk Manager at (504) 314-2289. III. PROCEDURE FOR ARRANGING GROUP TRANSPORTATION a. No less than five business days in advance of the transportation date, a Transportation Request Form must be submitted online through the Shuttles & Transportation Department website at shuttles.tulane. edu. The Transportation Request Form will allow the requestor to select two pre‐approved transportation service providers, in order of preference, to handle the request in the event the Shuttles & Transportation Department cannot do so. A range of pre‐negotiated rates for various vehicle sizes will be available on the Shuttles & Transportation Department website. b. The Shuttles & Transportation Department will provide a trip confirmation email within one working day of the Transportation Request Form submission, which will include the estimated cost for the transportation services. c. In the event the Shuttles & Transportation Department cannot accommodate the request with its own busses and drivers, then the Shuttles & Transportation Department will: i. contact the approved transportation service provider listed as the requestor’s first choice on the Transportation Request Form to determine if that transportation service provider can accommodate the request. If not, the second choice will be contacted; ii. send an email to the requestor advising which pre‐approved transportation service provider will be handling the request, along with the contact information for the appropriate transportation service provider representative. The representative for the pre‐approved transportation service provider will be copied on the email to the requestor; and iii. pay the invoice from the pre‐approved transportation service provider directly, and debit the account of the requestor through the Office of Accounting. d. Upon receipt of the confirmation email from the Shuttles & Transportation Department per III.c.ii. above, the requestor will work directly with the pre‐ approved transportation service provider to coordinate the details of the request. The Shuttles & Transportation Department manager should be copied on all correspondence between the requestor and the transportation service provider. e. It is solely within the discretion of the Shuttles & Transportation Department to determine whether to i) use its own busses and drivers or ii) delegate authority to the requestor to arrange for transportation services directly with a pre‐approved service provider. IV. TRANSPORTATION SERVICES PROVIDERS NOT ON UNIVERSITY-APPROVED LIST No University school/department/unit/organization shall be permitted to charter ground transportation with any service provider not on the list of pre‐approved transportation service providers when travel is for University business, except as otherwise set forth below. Periodic audits will be conducted to ensure compliance with this Policy. The Shuttles & Transportation Department will make every effort to have an adequate number of pre‐approved transportation service providers to meet the needs of the University community. In the event that no pre‐approved transportation service provider can provide the requested transportation, and circumstances require consideration of a non‐approved transportation service provider, the following process will be observed: a. The Shuttles & Transportation Department will coordinate with the requestor to identify possible alternative options. b. The requestor may independently contact alternative transportation service providers. 134 • Student Organizations Policies and Procedures 2013–2014 c. The Shuttles & Transportation Department will provide both the requestor and any identified alternative transportation service providers with the following information: i. Tulane’s insurance requirements for transportation service providers; and ii. Tulane’s Transportation Services Agreement. d. Upon receipt of an executed Transportation Services Agreement and a valid certificate of insurance, the Shuttles & Transportation Department will issue a one‐time approval waiver for the transportation service provider. e. No transportation service provider will be permitted to provide transportation under this Policy unless the Tulane insurance requirements are met and the Transportation Services Agreement is executed. Shuttles & Transportation Department, 314-7433 Reviewed September 2013 Student Organizations Policies and Procedures 2013–2014 • 135 136 â€˘ Student Organizations Policies and Procedures 2013â€“2014 University Facilities and Properties Policies and Procedures COMMUNITY LIVING STANDARDS There are four compelling Community Living Standards (CLS) that guide both our daily interactions with students and the formal Housing and Residence Life (HRL) conduct system. The four compelling CLS are broken down into specific residential community policies that residents are expected to abide by. These CLS were developed to help provide a safe and secure community. Violations that compromise the success, safety, or security of residents may result in appropriate disciplinary sanctions, including up to contract termination and are considered violations of the Tulane Student Code of Conduct. RESIDENTIAL COMMUNITIES POLICIES Residents are responsible for and/or prohibited from the following things: 1. Intellectual Environment You are responsible for creating an environment that promotes the academic mission of the university. This includes upholding the noise and visitation policies in the residential communities, and being held responsible for your visitors’ and guests’ behavior. Business: Running a business from your residential communities is prohibited. Cohabitation: Cohabitation or continual residing of two or more students who are not roommates is prohibited. Residents must notify their roommates at least 24 hours in advance of an overnight guest. An overnight guest cannot stay more than 72 hours. Gambling: Gambling and sponsoring raffles or pools in or adjacent to residential communities is prohibited. Guests: Residents may only host a maximum of 2 guests at any given time. Residents are also responsible for the behavior of guests or visitors and must escort their guests at all times. Residents are responsible for registering their guest with hall staff. ** Please note, during special events (such as Mardi Gras) additional guidelines may apply. Hall Sports: Playing of sport games in hallways or balconies, including but not limited to: basketball, bicycle riding, frisbee, skate boarding, football throwing, running, Nerf activities, squirt gun/water fights is prohibited. Instruments and/or Speakers: Use of amplified instruments in residential community rooms is prohibited. Placement of sound equipment or speakers in windows and common areas of the residential communities without the express permission of HRL professional staff is prohibited. Loitering: Loitering is not allowed in front of any residential communities’ entrance or exit and can pose as a fire/safety hazard. Noise: Quiet hours are from 9pm‐8am Sunday through Thursday and 11pm‐9am Friday and Saturday. Courtesy hours are 24 hours a day, 7 days a week. 24 hour quiet hours go into effect during final University Facilities and Properties Policies and Procedures 2013–2014 • 137 1.0 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 exam periods. Creating excessive noise which is disruptive to other students both inside and outside of residential communities is prohibited. Noise may be deemed disruptive if it can be heard through a closed door and/or two doors down. Excessive noise at any hour is unacceptable and at no time should amplified sound or yelling be directed out of or towards residents’ windows. Reasonable quietness in areas near residence halls must be maintained. Students must respond positively and courteously to requests to reduce noise and to respectfully approach others with requests for noise reduction. Overnight Visitation: Residents are responsible for upholding and abiding by the visitation policy and hours in all residential communities. A guest may visit no more than 2 consecutive nights per week, unless previously authorized by the Area Director. Facility Issues You are responsible for promoting a clean and well‐maintained living environment. It is expected that students will not damage or vandalize university property or remove property from its designated location in the residential communities. You are responsible for promoting and maintaining a safe and secure environment in the residential communities. It is expected that you will not prop open doors and will adhere to fire safety guidelines. You are expected to fill out your Room Condition Report (RCR) and return to your RA within 48 hours. Balconies, Ledges and Windows: Furniture, hammocks, and bicycles are not allowed on balconies and residents may not place anything (i.e., furniture, satellite dishes, boxes, signs, etc.) on the roofs or ledges of University buildings. Residence Life Staff may remove any object obstructing egress from balconies, ledges or hallways. Student should not remove and/or damage the windows, screens or window restraining devices in the residence hall rooms, or common areas. Blocking Egress: Balconies, hallways, and stairwells must have a clear passage at all times. Hanging of beads, tapestries, banners, flags, sheets, or other items in a manner that blocks egress from the inside of a residential community room is prohibited. Bicycles and Motorized Vehicles: Bicycles should be stored outside in appropriate bike racks provided by Tulane University. With the exception of Winter Break, students may not store bicycles indoors. All bicycles must be registered with the Tulane Police Department (TUPD) and properly display a valid Tulane bicycle registration sticker. Registration is free of charge and required by the University. Unregistered bicycles will be removed by TUPD, and may be returned to the student upon registration. Damage: Damage or vandalism to university owned furniture or property is prohibited. Community damage will be shared among members of that specific community. Elevators: Tampering with or misuse of University elevators is prohibited. This includes, but is not limited to, over‐crowding is prohibited. Evacuation Procedures: In the event of a fire alarm or fire drill, all residents must evacuate the building, completely and immediately. Residents must remain outside, 100 yards away from the building in a designated area, until the “all clear” signal has been given by University Police or New Orleans Fire Department. Interference with or non‐ compliance with emergency evacuation procedures in a residential community is prohibited. Excessive Lockouts: Repeated lockouts due to not reporting a lost key or choosing not to carry key on self is prohibited. Students who are locked out of their room should go to their area service desk to check out a loaner key or receive a temporary access code/card and should return loaner keys and cards within 24 hours. Students will be assessed a $100 charge for lost keys or a $30 charge for lost access cards or failure to return loaner keys or cards within 24 hours. Students who require the use of a loaner key or a temporary access code/card or need entrance into the building will have to complete an Emergency Unlock Form. All students must be possession of their room key and Tulane ID at all times. The first two lockouts are free of charge, however, any more than that will result in a charge to the student’s Accounts Receivable. The charges are as follows: 3rd Lockout is $20, 4th Lockout is $40 and 5th or more lockout is $50 each. After a student has reached their 4th lockout they will be in violation of the CLS and a 2. 2.0 2.1 2.2 2.3 2.4 2.5 2.6 138 • University Facilities and Properties Policies and Procedures 2013–2014 2.7 2.8 2.9 2.10 2.11 2.12 2.13 2.14 2.15 2.16 2.17 2.18 2.19 2.20 CLS hearing will be scheduled with a Residence Life Staff member. After 5 or more lockouts you will be referred to the Office of Student Conduct, and further action may be taken. False Fire Alarms: Starting a fire, pulling a fire alarm without due cause, tampering with or disabling smoke detectors, falsely reporting a fire emergency to police or fire department, University administrators, and the unauthorized use or damage done to any emergency or safety equipment, are all prohibited. These are considered serious violations because of the risk they pose to the residential community. Interference with or non‐adherence to emergency evacuation procedures in residential community are prohibited and will be referred to the Office of Student Conduct. Fire Safety Equipment: Tampering with pull stations, smoke or heat detectors, fire extinguishers, sprinkler heads, or other life safety equipment is prohibited. Furniture: Removal of residential community furniture from its original location is prohibited. Hanging from windows and/or climbing: Hanging outside of or climbing from windows or balconies is prohibited. Hanging Items: Hanging items that are visible from the outside, internally or externally from your room such as flags, banners, or signs out of or obstructing residential communities’ windows is prohibited. This includes items that may be offensive to members of the Tulane community. Illegal Use of Emergency Exits: Emergency exits are to be used during emergency evacuations only. Any misuse of emergency exits is prohibited. Installations: Installation of air conditioners, ceiling fans, wall shelves, hanging lamps, or other non‐ approved items in residential communities’ rooms are prohibited. Key Use and Access: Delivering, surrendering, or otherwise relinquishing possession of room or outside keys to an individual, or permitting the keys to be duplicated or modified is prohibited. Students are responsible for keys/access cards and should not lend or permit others to use their keys or Tulane ID at any time. Students should immediately report lost or damaged keys/access cards according to Housing procedures. Occupancy Regulations: More than three times the designed occupancy in a residential community’s room is prohibited. Painting Rooms: Painting of residential community rooms without prior approval from HRL is prohibited. Pets: Possession of a pet, except for non‐poisonous freshwater fish (not exceed 10 gallons) and service animals for persons with a disability, is prohibited. Postings: Posting materials on bulletin boards or other common spaces without approval is prohibited. University‐sponsored and University‐affiliated groups may submit materials directly to HRL. Groups and individuals are not permitted to post materials directly to residential community bulletin boards; instead, only HRL staff are authorized to post materials. Materials from non‐affiliated groups are not allowed to be posted in the residential communities. Announcements (meetings, birthdays, etc.) using any media (chalk, paint, etc.) on residential community property are prohibited. This includes, but is not limited to: walls and sidewalks. Individuals will be charged accordingly for any damages/clean‐up costs incurred as a result of improper posting. Violators will be documented by HRL and posting privileges may be revoked. Posting materials: Posting materials that are easily visible to the general public that intentionally/ unintentionally harm or incite others is prohibited. Prohibited items and Fire Hazards: Use of non‐approved appliances in residential communities’ rooms is prohibited. These items include, but are not limited to: any open flame source or flammable liquid, candles, incense, halogen lamps, octopus lamps, kerosene lamps, dartboards, open‐coil heaters and cooking elements, waterbeds, hookahs, satellite dishes, grills (indoor and outdoor), hot plate, deep fat fryer, electric griddle, toaster oven, non‐university microwaves, non‐university installed A/C units, ceiling fans, any item described in the weapons section of the Student Code of Conduct, or pets (non‐ poisonous fish are acceptable if not more than one tank in a residents room with a maximum tank University Facilities and Properties Policies and Procedures 2013–2014 • 139 2.21 2.22 2.23 2.24 2.25 2.26 2.27 2.28 2.29 2.30 2.31 2.32 size of 10 gallons). Additionally, posting flammable materials covering more than one third of total surface of the outside of residential communities’ room doors is prohibited. Holiday decorations must not hang from or touch any light fixtures or fire safety equipment. Only three strands of lights can be linked together per electrical outlet, and live holiday trees are not permitted. Decorations should not block doorways or windows. Any organic materials used for holiday decorations (ex. pumpkins/ jack‐o‐lanterns) must be disposed of in a timely manner to avoid damage due to decay. Smoking: Smoking in a non‐designated area in or adjacent to residential communities is prohibited. Solicitation Policy: Solicitation is prohibited within the residential community lobbies, common areas, or door‐to‐door. Distributing printed materials in the residential communities is prohibited. This includes items (with the exception of emergency evacuation materials) being slid under doorways. Items must be approved by the Administrative Operations Manager of HRL. Area bulletin boards are provided in most communities for items to be posted. Items posted are subject to be taken down at the Area Director’s discretion. If one is interested in posting throughout the building, you must receive written approval from the Administrative Operations Manager of HRL. Storing Vehicles: Parking or storing a bike, motorcycle, or scooter in an unauthorized area, including but not limited to: stairwells, hallways, lounges, balconies, trees, plants, public seating fixtures, sign posts, electrical fixtures, or railings is prohibited. All bicycles must be registered with the Tulane Police Department (TUPD) and properly display a valid Tulane bicycle registration sticker. Registration is required by the University. Unregistered bicycles will be removed by TUPD and may be returned to the student upon registration. Theft: Theft of university owned furniture or property is prohibited. Throwing Objects: Throwing or shooting objects from windows or balconies is prohibited. Trash Regulations: Failure to remove trash and/or recycling to designated trash containers is prohibited. Trespassing: Attempting to gain access or trespassing in a residential community when closed for break periods is prohibited. Unauthorized Access and Use of Common Areas: Students are prohibited from entering restricted access areas unless specifically authorized to do so by Residence Life Staff. These areas may include, but are not limited to: community front desks, roofs, attics, staff apartments, or machine/storage rooms. Forced or unauthorized entry into any residence halls or residents’ room is prohibited, as well as entering a bathroom designated for the gender/sex. Formal group activities in common areas without proper authorization from Residence Life Staff are also prohibited. Common lounges and study lounges may be reserved through the community front desk. Unauthorized Room Change: Moving to a residential community room without the written approval from an HRL administrator is prohibited. Window Screens: Intentionally removing screens from windows is prohibited. Vacating Residence Halls: Residents must vacate their residence hall room according to the posted schedule. It is expected that students evacuate the building no later than 24 hours after their last final exam, or building closure time set forth by Residence Life Staff, at the end of each semester (whichever is sooner). A fine will be assessed to residents if not checked out in the proper manner. An additional fine will be assessed to residents if they have not vacated by the scheduled closing of the residence halls. Please contact your Residence Life Staff if you have questions about vacating your room. This includes students that withdraw from the University or are placed on residential probation. Vandalism: Residents should take proper care of their building and its furnishings. Vandalism will bring disciplinary actions. Students witnessing any act of vandalism and/or who may know the identity of the responsible person(s) should notify a Residence Life Staff member. Examples of vandalism include, but are not limited to: water fights, removal or destruction of peepholes, tearing, burning or removal of posters or bulletin board displays, public urination/defecation, tampering with door or window locks or any other damage to University or personal property. Housing and Residence 140 • University Facilities and Properties Policies and Procedures 2013–2014 Life reserves the right to assess residents collectively or individually for any vandalism to the buildings, grounds or furnishings. Pranks that result in disturbances or distress to others, or cause damage to University or personal property (or those that foreseeably could have caused damage, disturbance, or distress) are prohibited. 3. Civility You are responsible for respecting the rights of all others in the residential community and to act with civility at all times. Fighting, threats, and intimidation of any person for any reason will not be tolerated. You are responsible for developing and maintaining an atmosphere that promotes social awareness, social appreciation and appreciation and support of those who may be different from you. It is an expectation that you actively participate in conflict resolution. You are responsible for attending floor/hall meetings as set forth by your Residence Life Staff. All members of campus communities are expected to fill out/ review roommate lifestyle agreements at the beginning of each semester. Confidentiality: Although Residence Life Staff members may form bonds with students residing in the residence halls, any information presented to a Residence Life Staff member relating to the violation of University policy and/or the threat/harm to oneself or another member of the University community must be reported to the Residence Life Staff member’s supervisor. Discriminatory or Inflammatory Language: Residents are to refrain from using discriminatory or inflammatory language, including, but not limited to: online, telephone, verbal, non‐verbal, or written communications with the intent to harm or incite. Failure to Comply: Residents must comply with any lawful order or reasonable request of a clearly identifiable University official acting in the performance of his or her duties in the enforcement of university policy. Residents must present their Splash Card upon request of a University official (in appropriate situations). These requests are expected to be honored. Fireworks and Weapons: Residents are not permitted to possess or use any weapon, firearm, fireworks, or other explosives. Furnishing False Information: Residents must disclose, to the best of their knowledge, full and truthful information to University officials. Residents shall not withhold information or present false information with the intent to deceive, including but not limited to: names, dates and times, location or number of residents or guests, location, consumption, or possession of illegal, prohibited, or controlled substances, Splash Cards or numbers, telephone numbers, addresses, emergency contacts, or allergies. Inciting or participating in a fight or riot: Residents shall not incite or participate in a physical fight, or riot regardless of reason. Fighting is defined as, but not limited to: inciting a fight through physical, online, sexual, telephone, verbal, non‐verbal, or written communications; or fighting through hitting, striking, slapping, kicking, throwing or shooting an object; or contacting or attempting to contact any other person with the intent to harm. Intimidation, Harassment, Bullying, and Threats of Violence: Residents, students, HRL staff, and any other person should be able to learn, work, and live in an environment that is free from all forms of intimidation, harassment, bullying, and threats of violence, including, but not limited to, physical harm or threats of physical harm, and online, telephone, verbal, non‐verbal, and written communications. Behavior violating this provision is also prohibited by the Code of Student Conduct and/or Tulane’s Equal Opportunity, Harassment and Anti‐Discrimination Policy. Joint Responsibility: Students are responsible for the actions of people in their residence hall room. If a student is present in their own or any other residence hall room or area where university policies are being violated, they are subject to the same disciplinary action as the resident of that room. In some situations, this may also include violations that occur within an adjoining room in a suite, regardless of whether or not the student is present in the room in which the violations occur. Sexual Misconduct: Sexual Misconduct: Residents are expected to abide by the Code of Student Conduct’s provisions regarding sexual misconduct. Under the Code of Student Conduct, Sexual University Facilities and Properties Policies and Procedures 2013–2014 • 141 3.0 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 Misconduct includes, but is not limited to, nonconsensual sexual behavior. Lack of consent may result from, among other things, use of force, threats, or intimidation or from use of the victim’s mental or physical helplessness of which the accused was or should have been aware. 3.9 Stalking: Residents shall not stalk any other person physically, online, by telephone, verbally, non‐ verbally, in written communications, or any other manner. Stalking is defined as, but not limited to: the intentional, unwanted, repeated contact or attention by the stalker to the victim. Residents must honor other’s requests to stop undesired contact. 3.10 Theft: Residents shall not take or possess another’s property without permission of owner. This includes, but is not limited to: property of a roommate, resident, any other individual, company, or Tulane University. Students are not permitted to remove property from community spaces or other residents’ rooms. 3.11 Violation of University Policies and Government Laws: Residents must follow all university policies, city, parish ordinances, and state and federal laws. 3.12 Equal Opportunity Policy is available here http://tulane.edu/equity/reporting- policies.cfm 4. 4.0 4.1 4.2 4.3 Substances You are responsible for upholding federal, state, and local laws dealing with alcohol, tobacco (smoking is not permitted in any residential communities) and other drugs. Alcohol is not permitted for students less than 21 years of age, and illegal drugs are not permitted by anyone within the on campus communities. Alcohol Distribution: Sale or distribution of alcohol by a person over 21 years of age to a person under the age of 21 is prohibited. Sale of alcoholic beverages on campus, including indirect sales is prohibited. Alcohol in Common Areas: Possession or consumption of alcohol in common area of residential communities is not allowed, including but not limited to: lounges, hallways, stairwells, balconies, laundry rooms, bathrooms, study areas, and courtyards. Common Sources of Alcohol: Use of common sources of alcohol, including but not limited to kegs, party balls, and punch bowls are prohibited. Drinking Games: Playing drinking games within residential communities is prohibited. The definition of drinking games includes but is not limited to: the consumption of shots of any liquid, the practice of consuming shots equating to one’s age, “beer pong”, “century club”, “dares” or any other activity involving the consumption of water, alcohol or any other liquid which involves duress or encouragement related to the consumption of alcohol or water. Drugs: Possession, delivery, sale, use or manufacture of any illegal drugs or controlled substance is prohibited. This includes possession, delivery, sale, or use of prescription medication without a prescription or by distribution of medication to an individual other than the individual for whom the medication was prescribed. Drug Paraphernalia: Possession of paraphernalia for intended or implied use of controlled substances or paraphernalia possessing illegal drug residue, including but not limited to devices and/or materials used to prepare, use, or cover up the use of drugs is prohibited. Smoking Tobacco: Smoking in a non‐designated area in or adjacent to residential communities is prohibited, or inside residential communities is prohibited. Underage Usage of Alcohol: Purchase, possession, consumption, or disruptive behavior due to public intoxication, of alcohol by a person under the age of 21 is prohibited. No one over the age of 21 is allowed to have alcohol that is accessible to any person under the age of 21. Alcohol paraphernalia is also prohibited. Housing and Residence Life, 865-5724 Reviewed September 2013 4.4 4.5 4.6 4.7 142 • University Facilities and Properties Policies and Procedures 2013–2014 LAVIN-BERNICK CENTER FOR UNIVERSITY LIFE POLICIES ACCESS The Lavin-Bernick Center is open 24 hours a day 7 days a week during the academic year with Tulane card access. Hours may be abbreviated during university and national holidays. Please check current operational hours at www.lavinbernickcenter.tulane.edu. ADA ACCESSIBILITY The Lavin-Bernick Center is ADA accessible. ALCOHOL All student organizations planning an event to include alcohol must register the event by completing an Event Registration Form (available at http://studentprograms.tulane.edu or in person at the Office of Student Programs). Forms must be submitted to the Office of Student Programs at least three weeks prior to the event. All other student organizations and departments should register events with their appropriate administrator at least 5 working days prior to the event. All events serving alcohol require a security presence to enforce state law per the University Alcohol Policy. AMPLIFIED SOUND Amplified sound is defined as any sound that is broadcasted through electronically amplified equipment or sound that is electronically enhanced. The use of amplified sound may not interfere with instructional activity or the administrative operation of the university. Such use will only be permitted during the following specific times and specific locations: Monday-Friday: noon-1 p.m., 4-7 p.m. McAlister Steps, Gorson Porch, and Pocket Park Saturday and Sunday and University Holidays: noon-10 p.m. The use of amplified sound will not be permitted if such use would disrupt a previously scheduled event or function. Sound levels must comply with the City of New Orleans Code, Sections 66-22. All events with amplified sound must provide adequate security, as determined by the Department of Public Safety. If the sound level exceeds the maximum provision, after two consecutive warnings, the LBC Administration reserves the right to cancel amplified sound for the remainder of the event. ANIMALS No animals are permitted in the Lavin-Bernick Center except for service animals assisting visually or physically impaired patrons. BICYCLES No bicycles are permitted in the Lavin-Bernick Center. Bicycles should be locked to bike racks located outside the LBC. Bicycles may not be chained to railings, columns, benches or other structures. Bicycles that are unattended in the building or chained to prohibited structures will be surrendered to TUPD. BUILDING EQUIPMENT No equipment or furniture is to be removed from the LBC without written permission from the Administrative Office of the Lavin-Bernick Center. Organizations that lose or break equipment will be assessed a replacement or repair fee by the Lavin-Bernick Center. CONFLICT OF INTEREST Tulane University has established contractual agreements with retail and service providers located within the Lavin-Bernick Center. Due to the contractual terms of these agreements, university departments and/or stuUniversity Facilities and Properties Policies and Procedures 2013â€“2014 â€˘ 143 dent organizations representing Tulane University are prohibited from entering into similar agreements with any like providers. Potential conflicts of interest may include, but are not limited to, the following services: • Banking • Bookstore • Catering or food/beverage service • Computer/Technology equipment • Copy/Printing Center If you have questions regarding this agreement please contact the Associate Vice President for University Services at (504) 862-8064. FIRE SAFETY The Lavin-Bernick Center is protected by a system of smoke detectors tied into a main building alarm. In the event that a fire alarm sounds, patrons must proceed immediately to the nearest building exit. Once outside the building, patrons will be asked to move to an area at least 25 feet from the exterior of the building. All building occupants must remain outside of the building until the Department of Public Safety has given the all-clear signal, and the building is reopened. Open flames, including incense and candles are prohibited by Fire Code. Organizations requiring the use of candles during formal functions may purchase battery-operated “candles”. GAMBLING Gambling of any nature is prohibited in the Lavin-Bernick Center. LOST AND FOUND The Lavin-Bernick Center operates the university Lost and Found at the Information Desk located on the first floor. If the owner can be identified he/she will be contacted via phone and/or email. If you would like to find out if a lost item has been turned in, please call 865-4000, email us at email@example.com or inquire at the Information Desk. • Items that are not claimed within 90 days will be either disposed of or donated. • Driver’s licenses, bankcards and other forms of identification will be shredded after the 90-day period. • Tulane ID cards will be held for 3 business days. If unclaimed after the 3-day period, cards will be returned to Card Services located in Bruff Commons. PHONES Students and visitors may use the courtesy phones located on the second floor of the facility. SKATES, ROLLER BLADES, OR SKATEBOARDS The use of skates, roller blades or skateboards is not permitted in the Lavin-Bernick Center. SMOKING In compliance with University policy, the Lavin-Bernick Center is designated a smoke-free facility. Smoking is permitted on campus in designated smoking areas. For the purposes of this guideline, tobacco is defined as any type of tobacco product including but not limited to cigarettes, cigars, cigarillos, electronic cigarettes, pipes, hookahs, smokeless or spit tobacco or snuff. 144 • University Facilities and Properties Policies and Procedures 2013–2014 LAVIN-BERNICK CENTER FOR UNIVERSITY LIFE CAPACITY CHART AND RENTAL RATES RENTAL RATES RESERVABLE SPACE Room Number/Name Room #201 Race Room #202 Rechler Room #203 Stibbs Room #204 Lefkowitz Room #205 Clifford Room #206 Goldstein Room #207 (Stibbs Breakout) Room #208 Korach Room #209 Room #210 McKeever Room #211 Moses Room #212 Qatar Ballroom Room #213 Kendall Cram Lecture Hall I 20 20 20 12 12 12 NA 22 NA 22 12 40 40 O 30 30 48 NA NA NA NA NA 12 NA NA 52 52 CONFIGURATION U 28 28 36 NA NA NA NA NA NA NA NA 60 60 T 50 50 100 NA NA NA NA NA NA NA NA 400 380 C 32 32 70 NA NA NA NA NA NA NA NA 200 200 B 36 36 81 NA NA NA NA NA NA NA NA 396 320 R 50 50 192 NA NA NA NA NA NA NA NA 734 580 FOR-PROFIT 1/2 DAY $60 $60 $200 $25 $25 $25 NA $50 $50 $60 $25 $500 $400 NON-PROFIT FULL FULL 1/2 DAY DAY DAY $90 $90 $300 $40 $40 $40 NA $75 $75 $90 $40 $700 $600 $30 $30 $100 $15 $15 $15 NA $25 $25 $30 $15 $250 $200 $45 $45 $150 $20 $20 $20 NA $40 $40 $45 $20 $350 $300 Room #216 1834 Club Faculty/Staff Dining Rm NA NA NA NA NA 124 198 $350 $500 $175 $250 I = I-conference; O = O-conference; U = U-conference; T = Theatre; C = Classroom; B = Banquet; R= Reception Meeting Rooms by Square Footage Room Number/Name Dimensions Rm # 001 (Garden Level) 31.5'x17' Rm # 201 (Race) 40'x17' Rm # 202 (Rechler) 40'x17' Rm # 203 (Stibbs) 36'x36.5' Rm # 204 (Lefkowitz) 17.5'x11' Rm # 205 (Clifford) 17.5'x11' Rm # 206 (Goldstein) 17.5'x11' Rm # 208 (Korach) 36'x11' Rm # 209 17.5'x17.5' Rm # 210 (McKeever) 37'x17' Rm # 211 (Moses) 17.5'x12' Rm # 212 (Qatar) 126'x40.75' Rm # 213 (Kendall Cram) 92'x43' Rm # 216 (1834 Club) 57'x44' & 26'x14' Sq Ft Occupancy 535 40 680 50 680 50 1314 192 193 12 193 12 193 12 396 28 306 20 629 40 210 12 5134 734 3956 580 2872 198 Seating Rental Costs 1/2 Day Full Day 60 60 200 25 25 25 50 50 60 30 500 400 350 90 90 300 40 40 40 75 75 90 45 700 600 500 24 50 50 135 12 12 12 28 16 24 12 400 380 140 University Facilities and Properties Policies and Procedures 2013–2014 • 145 LAVIN-BERNICK CENTER FOR UNIVERSITY LIFE ROOMS AND RESERVATIONS POLICIES DANCES AND LATE-NIGHT EVENTS In addition to the Lavin-Bernick Center room reservation policies, the following policies apply to late night events held within the facility: • A minimum of three campus police officers will be required at this type of event. A minimum of five student members of the sponsoring organization(s) must work as additional security staff. • For safety and security reasons, only one ballroom may be used for parties/dances on any given date. The maximum number of guests may not exceed 450. • The student organization or group sponsoring the event shall provide event contact names to the Department of Public Safety prior to the event. It is recommended that this information be included on the IT along with specific times and details of the event. This information will assist Public Safety in making their shift assignments. • All guests must be able to present their university issued photo identification at the door. Public Safety officers will assist and support this rule. Individuals without a college photo I.D. will be refused entry. • Two officers will periodically patrol the area outside the event, ensuring that any non-Tulane affiliated persons are not found loitering. • Campus police officers will monitor occupancy levels to ensure that occupancy codes and safety regulations are not violated. • Events held in the Lavin-Bernick Center will end by 2:00am. • Groups sponsoring events held in the Lavin-Bernick Center that conclude after 11:00pm will be assessed a custodial staffing fee payable directly to Tulane University by check, or to the Lavin-Bernick Center by Interdepartmental Transfer (IT). • Additional public safety officers may be called to the facility at the end of the event to assist in dispersing the crowd. If this extra support is required, it will be at the expense of the sponsoring organization(s). DECORATIONS Decorating and the removal of decorations must occur during the reserved time of the event. Smoke, fog and bubble machines are not permitted. Use of candles, oil lamps, or incense is not permitted. Duct tape and clear packing tape cannot be used on any surface. Flowers and other decorations must arrive and be removed during the reservation period. EVENT SECURITY The Police Department’s presence is required at certain campus events. Specifically, for open events one officer is required for every 0-250 persons expected to attend an event; and depending on the nature of the event, additional officers may be required. For closed events on campus, a Tulane Police officer may be required when expected attendance is less than 50 people (i.e. events serving alcohol or having amplified sound). If an event requires public safety officers the organization or department will be notified at the time the reservation is confirmed. A request for officers must be submitted via the online request form (www.tulane.edu/police/ eventsecurity.cfm). FOOD SERVICE Olive/Blue Catering (865-5254 or firstname.lastname@example.org) has the exclusive catering rights in the Lavin-Bernick Center; Tulane departments and student organizations may bring their own food but are responsible for food clean-up. There will be a clean-up charge if the room is not left in its original condition. The catering website is www.diningservices.tulane.edu. All Tulane events serving food (food not catered by Sodexo) must submit an application to the Office of 146 • University Facilities and Properties Policies and Procedures 2013–2014 Environmental Health and Safety for approval. For guidelines and approval by OEHS go the website - http:// tulane.edu/oehs/ocsafety/foodsafety.cfm then to “Application and Guidelines for On-Campus Food Service Events”. Students, faculty, and staff must complete this application and submit it to the OEHS for approval. Once approved please send a copy to the LBC - email@example.com. INSURANCE AND RENTAL AGREEMENTS Insurance and Rental Agreements are required for the following events: • Events held by organizations or individuals which are neither funded nor controlled by the University • Events which are not part of the course of regular University business • Events where the primary benefit is for an unaffiliated organization or individual and the secondary benefit is for the University (“University-hosted events” such as grad school fairs) • Events conducted by University affiliates or non-affiliates for purposes other than those related to University’s mission of education, research and service The prospective lessee/user must complete a Facility Use Request Form located online at http://facilityrequest. tulane.edu. Reservations should be made no later than 45 days from the proposed event commencement date. An executed Facilities Rental Agreement and Addendum should be submitted no fewer than 30 days prior to the event date. A certificate of insurance complying with Agreement requirements should be received no less than 10 days before the event date. MCALISTER PLACE McAlister Place, which runs from Freret Street to Drill Road, can be reserved for special events. Reservations can be made at www.lavinbernickcenter.tulane.edu. All student organizations must complete Student Programs Event Registration forms when reserving McAlister Place.. Organizations and departments must follow the University amplified sound policy and submit an I.T. to Facilities Services for tables, chairs, extra garbage cans, and clean-up personnel. Organizations/departments must contact Public Safety (Officer Dominguez at 865-5381) to order officers for any large events. PARKING All vehicles parked on the uptown campus between the hours of 8 a.m. and 5:30 p.m., Monday-Friday, are required to display a University Parking Permit or park in a metered parking place. Visitors may purchase a one-day parking pass at the Traffic Office during business hours and from the TUPD safety dispatcher after hours. Visitors have the option to pay to park on the ground level of the Diboll Complex or use parking meters throughout campus. For additional information, please visit http://tulane.edu/police/uptown/parking/ traffic_office.cfm. RESERVATIONS/CANCELLATIONS/NO-SHOWS All meeting, booth or banner spaces in the Lavin-Bernick Center must be reserved through the LBC Reservations Office. Reservation policies and procedures may be viewed at www.lavinbernickcenter.tulane.edu. Priority use is given to recognized student organizations and University departments. Sponsoring groups or organizations may cancel or change their reservations with twenty-four hours advance notice. A student organization is considered a “no show” if group members have not utilized the reserved area within 30 minutes of the scheduled reservation. Please review the sanctions listed below for violations of the “no show” policy: • The first “no show” will result in the student organization receiving a written notice of warning from the LBC Reservations Office, with a copy to the organization’s adviser. • The second “no show” will result in the student organization losing its scheduling privileges for a period of two (2) academic weeks. During the time of suspension, all previously approved reservation requests will be canceled. • The third no show will result in the organization losing its scheduling privileges for a period of eight (8) University Facilities and Properties Policies and Procedures 2013–2014 • 147 academic weeks. During the time of the suspension, all previously approved reservation requests will be canceled. Reservations are not accepted for regularly scheduled academic classes or weekly religious services. Informal study groups are permitted in the public lounges and dining areas. Student organizations may not reserve space during study and exam periods. VIDEO/DVD SHOWINGS AND FEDERAL COPYRIGHT LAW Federal law prohibits the public display of copyrighted material. This includes videos and DVDs that may be purchased or rented. Although the language is not specific, any showing of a video or DVD for social purposes to groups could be considered a violation of federal law. To avoid such conflict and decrease the likelihood of copyright violations, groups’ are urged not to show copyrighted material unless payment has been made to the proper authority. For more detailed information please contact the Office of Student Programs at 865-5141. Lavin-Bernick Center, 865-5196 Reviewed September 2013 USE OF QUADS/FIELDS POLICY AND PROCEDURES QUADS AND OUTDOOR SPACE AVAILABLE FOR RESERVATIONS: Boggs*, Brown*, Bruff, Glazer Gardens*, JL, LBC, McAlister Stage*, McAlister Way**, Monroe, Newcomb, and Zimple * Please read the additional policies in place for use of these quads or outdoor spaces. **McAlister Way must be reserved through the Lavin-Bernick Center for University Life, please read and refer to the additional policies in place for use of this outdoor space. QUAD RESERVATION PROCEDURES: 1. Only Tulane University Departments and ASB registered Student Organizations may reserve field/quad space. 2. A Quad Reservation Request must be completed and turned into office 105 of the Reily Student Recreation Center. A Reservation Request Form can be found at www.reilycenter.com 3. After submitting a quad reservation request you will be notified if your reservation requires additional logistical support. Any event requiring Facilities Services support must be made at least two weeks (14 days) in advance. An IT for those services must be submitted to Facilities Services in order to receive formal confirmation of use. 4. With prior approval student organizations or departments may use sound systems at events. All organizations must adhere to the university policy governing amplified sound. To review these policies, go to tulane.edu/studentaffairs/lbc/policies.cfm. 5. For events that may require reserved parking contact the TUPD Traffic Office at (504) 865-5381. EVENT REQUIREMENTS AND SERVICES AVAILABLE: 1. Facilities Services must be contacted for any activity that requires digging or staking on any quad. 2. Facilities Services will provide trash containers, tables, and chairs at an additional charge. Requests should be made two weeks in advance of use. 3. Events that will require a power source will need to request electrical support at least two weeks in advance from Facilities Services. 148 • University Facilities and Properties Policies and Procedures 2013–2014 4. Clean up services and policies: • Events involving food service for 50 or more people or any event serving seafood is required to contract with Facilities Services for clean-up. • Organizations not serving food/seafood may perform their own clean up or request the services of Facilities Services at a direct cost to the organization. • Organizations who do not request Facilities Services and do not clean up properly after their event will be assessed charges associated with cleaning and may jeopardize their future use of quads. • Events requiring clean-up will not be confirmed until a signed IT is presented to Facilities Services. 5. For more information about services available or to contact Facilities Services visit tulane.edu/facilities/ uptown/flag_special_events.cfm GENERAL USE POLICIES 1. The Department of Campus Recreation reserves the right to cancel any event due to inclement weather or poor field/quad conditions. A Campus Recreation Representative will notify the sponsoring organization if the field/quads need to be closed. 2. No vehicles are allowed on fields or quads without prior permission from Facilities Services. Should permission be granted, the sponsoring organization must have a representative present when vehicles are moving on or off the fields/quads. 3. No glass containers are allowed on quads, fields or other outdoor space. 4. Banners and signs may not be hung from trees or nailed to trees. Organizations found responsible for damaging trees, bushes or plants will be assessed charges associated with replacement costs 5. Smoking is not permitted on university fields/quads. Smokers must use university designated smoking areas. 6. The Department of Campus Recreation reserves the right to cancel any event or restrict future use of quads or fields if an organization is found to be non-compliant. In addition, organizations causing damages to property may be assessed charges. ADDITIONAL POLICIES FOR SPECIFIC QUADS AND OUTDOOR SPACE All of the aforementioned policies apply to the follow areas in addition to the following: BOGGS/ACADEMIC QUAD: 1. Additional approval from the Dean of the School of Science and Engineering is required to use this academic quad. The student organization adviser or a departmental representative must contact the Dean prior to submitting a quad reservation request. The approval and/or confirmation from the Dean’s office must be included when submitting the request. BROWN QUAD: Brown Quad is a synthetic turf field therefore the following policies are strictly enforced: 1. No staking or digging 2. No cleats 3. No dogs are permitted on the field. 4. No chewing gum GLAZER GARDENS AND BOCCE COURT: 1. Dogs are not permitted on the premises. 2. Glazer Gardens will be available for reserved use from dawn to dusk. 3. Bocce equipment is available for check out with a valid student ID from the Wall Residential College front desk. 4. 36 garden plots measuring 3’ x 4’ are available for reservation and planting. For further details relative to the use of the garden plots e-mail firstname.lastname@example.org University Facilities and Properties Policies and Procedures 2013–2014 • 149 MCALISTER STAGE: 1. The grass stage is 38’ x 48’ 2. Power is available but must be arranged in advance through Facilities Services 3. The stage area is reserved through Campus Recreation. A reservation form can be downloaded at www. reilycenter.com MCALISTER WAY: McAlister Way, which runs from Freret Street to Drill Road, can now be reserved for special events. All student organization reservations are tentative until Student Programs Event Registration forms are completed and signed. Organizations and departments must follow the University amplified sound policy and submit an I.T. to Facilities Services for tables, chairs, extra garbage cans, and clean-up personnel. Contact Public Safety at (504) 865-5381 to determine security requirements for any special event. Information on LBC Quad reservations and policies may be viewed at www.reilycenter.com/viewpages. asp?action=view&id=177695&pid=1088. Campus Recreation, 865-5431 Reviewed September 2013 150 • University Facilities and Properties Policies and Procedures 2013–2014