Other Policies and Procedures


Adding or Deleting a Varsity Sport

Each fall, Westmont will notify students of the opportunity to request the addition or deletion of a varsity sport. Students may obtain a copy of this procedure and of a Varsity Sport Request form from the Athletic Director’s office. In order for Westmont to consider adding or deleting a varsity sport as early as the following academic year, you should complete the Varsity Sport Request form and submit it to the athletic director by Oct. 31.

All requests will be reviewed by the college’s Title IX officer in light of federal requirements. They will be evaluated by the athletic director and the faculty athletic committee, which will make a recommendation to the provost. Any request approved by the provost will be forwarded to the budget committee for funding consideration and a recommendation to the president. The president will make a final recommendation to the board of trustees.

The timing of the implementation of a decision to add a varsity sport will take into account funding, hiring of qualified personnel, compliance with Title IX, and college-wide programmatic needs.


Chapel Attendance Policy

  • Attending chapel is a requirement to attend Westmont. Students who do not meet the requirement are not eligible in any Westmont-related program for the semester following their failure to meet the requirement.
  • Every student will begin each semester with zero absences.
  • Twelve chapels may be missed per semester. Please note that the purpose of your Chapel misses is for your use on an “as needed” basis and should be managed as a bank account to cover you in the event of unforeseen circumstances. With this in mind, the only excused absences are:
    • Severe medical conditions which temporarily affects chapel attendance. Condition must be verified in writing by an attending physician or by an email to our office from the campus physician;
    • Other extenuating circumstances, such as family emergencies; please come in to the Campus Pastor’s office within a week of the requested absence;
    • Students with children;
    • Students away from campus on an authorized academic field trip; please note: you will not be cleared if the professor has not notified us;
    • Jury duty;
    • Students cleared by the education department to fulfill student teaching or observation assignments; please note: you will not be cleared if the department has not given us prior notification;
    • Students participating in internships that are approved by a professor and the Internship Office; students must fill out, along with the approving faculty member, an internship form that can be found on our Web pages;
    • Athletes attending away games on recognized intercollegiate sports teams; please note: you will not be cleared if the department has not notified us;
    • Chapel attendance is mandatory. Only seniors in their final semester of attendance at Westmont are not required to attend Chapel.
    Note: Work conflicts and medical/dental/physical therapy appointments do not qualify as excused absences. Unless an emergency, all requests for excuses must be submitted in writing to the Campus Pastor’s Office in advance, by the persons responsible.
  • What constitutes missing a chapel? The following are the most frequent circumstances:
    • Being physically absent.
    • Arriving late. Chapel starts at 10:30 a.m.; students who arrive at 10:30 or later will not receive chapel credit.
    • Writing your name and student ID illegibly. Obviously, we cannot know if you were in attendance if we can't read what you wrote on your attendance card.
    • Partial Attendance: Leaving chapel early or attending only a portion of chapel.
    • Dishonesty: Submitting a chapel card for someone else or seeking to submit your chapel card when you did not attend. In either case, chapel credit will be denied, and the Student Life office will be informed of the dishonesty.
    • Body Only: Being physically present, but doing things like studying, talking, sleeping or using electronic devices during chapel. In other words, merely having your body present in a chapel service does not mean you are actually in chapel. This may be the most egregious and damaging kind of chapel miss, for it not only distracts people around you, but shows crass disrespect for the worship of God.
    • If any of these fraudulent misses occur, you may be asked to surrender your chapel card to the Campus Pastor’s staff, or someone else in leadership. This may include faculty, staff, RD’s or RA’s. In these cases, chapel credit will be denied.
  • It is solely the responsibility of each Westmont student to keep track of chapel misses.
    • A chapel attendance website is kept by the Campus Pastor's office as a courtesy to students in order to check how many chapels they may have missed. The Campus Pastor's office is not responsible for any technical problems with the website. It remains the student's sole responsibility, with our without the website, to know the status of his or her chapel attendance record.
    • An email notice will be sent out to students after they miss six chapels. This will be done as a courtesy and an invitation to talk with a campus pastor about any problems students may have in meeting the requirement. It remains however, notice or no notice, solely the student's responsibility to know the status of his or her chapel attendance record.
    • Students who exceed 12 misses will not be allowed to register at Westmont (or any Westmont-related programs) for the following semester.
      • Students who exceed 12 misses will be notified by email by the Campus Pastor’s Office. Students who wish to register can do so with a Provisional Registration Status while they seek to provide documentation to clear their attendance record or while they make a written appeal to the Campus Pastor. Appeals must be in writing using the Chapel appeal form that can be found on the Campus Pastor’s Web page. This appeal form must be submitted to the Campus Pastor’s Office by 5 p.m. on the last day of regular scheduled classes.
      • Students have until 12 noon on the last day that final exams are administered to remove the Provisional Registration Status. Students who miss the 12 noon deadline will have their registration cancelled and their housing rescinded. Students who remove their Provisional Status after 12 noon on the last day of finals will be placed on a waiting list to register. If a spot becomes available to register, you may not be able to add your original classes or housing assignment.
      • If a student fails to clear their Chapel attendance they will not be able to return to Westmont (or attend a Westmont-related program) for one semester. If, after sitting out a semester, a student wishes to return, he or she will be required to reapply for 33 admission. Because of full-enrollment, it is crucial that the admissions office be contacted for information regarding procedures and deadlines, and that these procedures and deadlines be met in a timely manner!

Computer and Network Use and Copyright Infringement

It is expected that Westmont’s information technology resources will be used in an effective and efficient manner authorized by the college in support of its mission and consistent with the law. All other use is inconsistent with college policy and may be illegal. The college does not authorize the use of its Internet access for the illegal downloading, exchanging or distribution of any copyrighted media. Unauthorized distribution of copyrighted materials including peer-to-peer file sharing may subject you to disciplinary action up to and including expulsion as well as to civil and/or criminal liabilities. For more information on acceptable use of college technology please refer to the Information Technology Resource Policy.

Monitoring of Internet Activity
Please be aware that the college monitors its network for unauthorized activity. In addition, the Recording Industry Association of America and the Motion Picture Association engage third-party services to monitor the Web for the instances of infringement of their copyrighted material using technology that can trace IP addresses to both the original and subsequent infringers.

College Discipline, Civil and Criminal Penalties
In the event the college’s Information Technology Department detects an infringement occurring at your Internet protocol address, (IP address), your access may be turned off, and you will receive a notice to report to the Student Life office for possible disciplinary action. The college will not activate your access again until you do so.

Be advised that individuals found legally responsible for copyright infringement may be liable for statutory damages up to $30,000 for each work infringed and, if willful infringement is proven by the copyright owner, that amount may be increased up to $150,000 for each work infringed. In addition, an infringer of a work may also be liable for the attorney's fees incurred by the copyright owner to enforce his or her rights. Furthermore, violations of criminal statutes subject you to penalties of up to 10 years imprisonment depending on the nature of the offense.


Drug-Free Campus

It is Westmont's policy that the campus be free of alcoholic beverages; free of drugs made illegal as a matter of federal, state, or local law, including marijuana; and free of their use. The college wishes to provide a drug-free work and educational environment for faculty, staff and students. The on-campus manufacture, distribution, dispensing, possession or use of a controlled substance is unlawful, violates our Community Life Statement, and Employee Handbook, Faculty Handbook and Student Handbook, and is prohibited.


Email

Every enrolled student is provided with a Westmont email account (username@westmont.edu). All-student email is the primary method used by the college officials to communicate important messages to all students. It is every student's responsibility to check email regularly for official college correspondence.

The use of all-student email is reserved for faculty, staff and official student organizations. This also applies to class email lists (first-, second-, third-, and fourth-year) unless utilized for academic-related assignments. Clubs, ministries and other student groups looking to notify students about events or meetings are invited to communicate through the Current Students page on the website, which the Campus Life office updates daily. This page serves as a hub for student information. Students can also join electronic mailing lists for groups with which they are involved.


Fundraising

You will receive instruction and guidance from your staff director/coordinator to ensure the institution approves your fundraising. Guidelines can be found here. As well as raising funds from friends, family and home churches, you may need to coordinate with the Office of College Advancement (OCA). Contact Sandi White, assistant vice president of college advancement, at swhite@westmont.edu. New or not-approved student groups with fundraising goals will find an application to fundraise and directions for pursing approval online at the URL above.


Unlawful Discrimination and Harassment

Westmont College values diversity and is committed to providing a diverse learning, living and working environment consistent with its mission and heritage, both of which are deeply rooted in the evangelical Christian faith tradition. In keeping with this commitment and in accordance with applicable laws, the college prohibits unlawful discrimination and harassment and will not tolerate retaliation against any individual for making a complaint, for participating in the investigation of a complaint, or for otherwise opposing unlawful conduct as described in this policy and the procedures that follow.

This policy applies to all members of the campus community, independent contractors, applicants for employment and admission and guests to the college. The college will apply the procedures outlined below in responding to any complaints of unlawful discrimination or harassment. Westmont is committed to investigate promptly any complaints received under this policy. Where unlawful discrimination or harassment is found to have occurred, the college will take appropriate action reasonably calculated to end the behavior, up to and including termination of employment, expulsion from the college, termination of contract, and revocation of permission to be on college grounds. The person responsible for coordinating efforts under this policy is Title IX Officer Chris Call, Vice President for Administration and Planning, Kerrwood Hall, Room 215, x6023.

Unlawful Discrimination

Unlawful discrimination includes but is not limited to treating individuals differently in the terms and conditions of employment or in their academic status and/or progress based on a lawfully protected status.1

Examples of unlawful discrimination include but are not limited to unequal treatment in the terms or conditions of employment or academic status on the basis of race, color, sex, sexual orientation, national or ethnic origin, genetic information, age, veteran’s status or disability. While the college does not discriminate on the basis of religion in its admissions practice, the college exercises its legal right to seek and hire coreligionists at all levels of employment for all college positions.

Unlawful Harassment

Unlawful harassment (including sexual harassment) is offensive and unwelcome verbal, visual or physical conduct based on a lawfully protected category that is so severe or pervasive that it creates a hostile work environment.2

  1. Any of the following conduct, when based on lawfully protected status such as race, color, sex, sexual orientation, national or ethnic origin, age, religion, veteran’s status or disability constitutes unlawful harassment:
    1. Verbal: epithets, derogatory jokes, comments or
    2. Visual: depictions such as drawings or gestures;
    3. Physical: unwanted physical contact and blocking or impeding movement.

    Sexual harassment includes the conduct previously described when the conduct is engaged in on the basis of sex. Sexual harassment also occurs when:

    1. Submission to the conduct is explicitly or implicitly made a term, condition or benefit of an individual’s employment or academic status and/or progress in employment or academic status.
    2. Submission to, or rejection of the conduct is used as the basis of employment or academic decisions affecting an individual.
    3. The conduct has the purpose or effect of having a negative impact upon the individual’s work or academic performance, or of creating an intimidating, hostile or offensive work or educational environment.

Unlawful harassment occurs most often as a result of repeated instances of the types of behavior described above. However, a single instance of the described prohibited behaviors, where sufficiently severe, can amount to unlawful harassment.

Sexual Assault

Sexual Assault is a form of unlawful discrimination and like harassment is unlawful and prohibited. The College’s policy and procedures on sexual assault can be found in the Sexual Assault Policies and Procedures section of the student handbook. You may also obtain a copy from the Office of Student Life, Kerrwood Hall Room 209.

Complaint Procedure

A complaint of unlawful discrimination or harassment may be reported to any of the following complaint recipients: the Director or Associate Director of Human Resources, one's immediate supervisor, a department chair, a Resident Director, the college’s Title IX Officer, any Dean or Vice President, or the President. (A list of the people currently occupying these positions can be found in the catalog or received from the Office of the President or the Office of Human Resources.)

A complaint recipient will notify the college’s Title IX Officer whenever a complaint of discrimination or harassment has been received. The Title IX Officer shall ensure that the complainant promptly receives a copy of this Policy and is clearly informed of his or her rights to assistance.

The Title IX Officer will work with the President, Dean of Faculty, and Dean of Students to ensure that:

  1. A complaint of unlawful discrimination or harassment is promptly, fully and effectively investigated;
  2. Whatever action is deemed necessary to end the unlawful conduct will be taken; and
  3. The determination and imposition of any sanctions is handled in accordance with existing procedures spelled out in the relevant handbook (e.g., Faculty Handbook provisions on Discharge for Cause).

Confidentiality for both the complainant and the accused shall be encouraged and maintained as appropriate and to the extent allowed under the circumstances and by law.

If the accused is the Title IX Officer, the Dean of Faculty, or the Dean of Students, then the President will be notified and help determine an appropriate investigation strategy. If the accused is the President or a member of the Board of Trustees, then the Chair of the Board of Trustees will be notified and help determine an appropriate investigation strategy. If the accused is the Chair of the Board of Trustees, then the Vice Chair of the Board of Trustees will be notified and help determine an appropriate investigation strategy.

The Title IX Officer will keep the complainant informed about the process of investigating and responding to the complaint. After action on a complaint is concluded, the complainant will be notified whether or not discipline will be imposed. The college will not tolerate any reprisal or retaliation against someone who has submitted (or indicated an intent to submit) a complaint in good faith.

Westmont encourages all members of the community to report any incidents of unlawful discrimination or harassment immediately so that complaints can be resolved quickly. In addition, any member of the community who believes that he or she has been harassed, discriminated or retaliated against for resisting or complaining about harassment or discrimination, may file a complaint with appropriate government agencies. The nearest offices are listed in the telephone directory. The U. S. Department of Education’s Office of Civil Rights, the Federal Equal Employment Opportunity Commission, and the California Department of Fair Employment and Housing investigate and prosecute complaints of prohibited discrimination and harassment; currently, the statute of limitations for filing a claim with these agencies is 180 days, 300 days, and one year, respectively.


Involuntary Withdrawal

Policy Statement
The vice president for student life or designee reserves the right to take immediate, necessary and appropriate action to protect the health and safety of any individual and/or the community. A student whose conduct unreasonably interferes with or unreasonably disrupts an orderly and safe environment is subject to the student conduct process. In unusual cases where a student engages in one or more of the behaviors listed below or exhibits a pattern of such behaviors, the college reserves the right to require an involuntary withdrawal. These behaviors include:

  • Engaging in or threatening to engage in physical harm to self or to others;
  • Demonstrating an inability to satisfy personal needs, including nourishment, shelter, personal safety and well-being such that a reasonable possibility of serious physical harm or death may occur in a short period of time; and
  • Unreasonably interfering with activities of others (including those resulting in a significant and unreasonable impact on the personnel resources necessary to manage the behaviors described).

Involuntary Withdrawal Procedures

Interim Withdrawals

  1. If, for reasons previously mentioned above in the “policy statement” section, the vice president for student life (which for the purposes of this policy also includes his or her designee) may remove the student from or restrict the student’s access to college facilities, property, classes, housing, services and activities as appropriate for an interim period while a final determination of the student’s status is being decided. This is referred to as an “Interim Withdrawal.” Every attempt will be made by the vice president for student life to meet with the student before deciding to enact an interim withdrawal.
  2. In almost all cases, hospitalization or emergency room visits for behaviors listed above in the “policy statement” section will result in an automatic interim withdrawal. In such cases, a college staff member will make every effort to verbally communicate to the student and their attending health care professional that an automatic interim withdrawal has occurred.
  3. Once a decision to enact an interim withdrawal has occurred, this decision will be communicated by the vice president for student life as soon as reasonably possible in writing to the student and others as appropriate. The vice president for student life will communicate the specific conditions or restrictions of the interim withdrawal, and will also communicate the process for evaluating a student’s readiness to return to the educational environment.
  4. The interim withdrawal will remain in effect until a final decision has been made pursuant to the procedures below unless, before a final decision is made, the vice president for student life determines that the reasons for imposing the interim removal or restricted access no longer exist.
  5. In instances of an interim withdrawal, the extent to which missed course work and class attendance policies can be modified (as an accommodation), will be determined on a case-by-case basis in light of course requirements.

Assessment for Purposes of Involuntary Withdrawal
The vice president for student life will confer with the Student Care Team (SCT) to evaluate whether a student should be involuntarily withdrawn from the campus. The vice president for student life may also choose to consult with additional personnel in accordance with the needs of each individual case, but in all cases the SCT will include the following college personnel (or their designee):

    • Associate Dean for Residence Life (Chair)
    • Assistant Director of Residence Life
    • Director of the Counseling Center
    • Director of the Health Services
    • Coordinator of Disability Services
    • Registrar
    • College Counsel

The purpose of the evaluation is to determine:

    • The nature, duration and severity of the risk of the student’s presence on campus
    • The probability that potentially threatening injury or significant disruption to the educational program will occur; and
    • Whether reasonable modifications of policies, practices or procedures will sufficiently mitigate the risk posed by the student’s return to participation in the college program.

The vice president for student life, in consultation with the SCT, will require the student to be assessed. The vice president for student life may require assessment off campus, at the student’s expense, by an appropriate health¬care provider. In such cases, the vice president for student life will notify parents, guardians and other appropriate persons.

The vice president for student life will:

    • Arrange for an appropriate review process to include receiving, gathering and examining appropriate records and documentation;
    • Secure a release of information to allow health¬care professionals to share information with the college (The vice president for student life will make all withdrawal determinations in part based on the reasonable medical judgment of health¬care professionals, relying on the most current medical knowledge or the best objective and professional evidence available. The college will make decisions on withdrawals even where the student refuses or is unable to undergo mandated assessment or provide a release of information allowing medical and mental health professionals to share information with the college. Students are strongly encouraged to cooperate fully with college officials under this policy so that decisions can most fully reflect their interests and concerns.)
    • Provide an opportunity for the student to meet with or provide a written statement to the vice president for student life and the SCT (or select members of the same);
    • Document the findings of the meeting and any relevant recommendations.

Assessment and Decision

    The assessment may result in, but is not limited to, one of the following decisions:
    • Student is allowed to stay in the educational program, but is restricted in his/her access to the residential environment;
    • Other specified conditions for remaining in the educational program and/or residential environment;
    • Student is withdrawn from the educational program.

The vice president for student life will communicate the decision to the student in writing. The decision will include all information the student must submit in order to demonstrate an ability to return to the educational program or to full access to the residential environment with or without reasonable accommodation.

Voluntary Withdrawal
A student covered under this policy may choose to voluntarily withdraw before the assessment and review process are initiated or completed. Should the student elect to voluntarily withdraw from the educational program, the vice president for student life will gather assessment information or review information previously gathered in consultation with the SCT and without hearing to determine the conditions, if any, in order to demonstrate an ability to return to the educational program or to full access to the residential environment with or without reasonable accommodation.

Returning to the Educational Program and/or Full Access to the Residential Environment

Terms of Return

The student who demonstrates an ability to return to the educational program or the residential environment following withdrawal or restricted access and meets readmission criteria and application deadlines that may apply is assured the opportunity to return to the educational program or full access to the residential environment under the terms and conditions listed below. (Students whose withdrawal period is for the remaining portion of a semester or more must reapply for admission to the college. Applications for readmission can be obtained in the college’s Office of Admission. For questions related to reapplications contact the office at 805-565-6200.)

  1. A student withdrawn or restricted from the residential environment who wishes to return must contact the vice president for student life and provide appropriate documentation from a health care professional demonstrating an ability to return and meet all behavioral expectations with or without reasonable accommodation.
  2. Upon receipt of all materials from the student, the vice president for student life will:
    • Consult with appropriate campus healthcare professionals;
    • Consult with the student’s academic advisor;
    • Contact the student’s parents, if appropriate; and
    • Contact the student to discuss the student’s readiness to return.
  3. Upon a decision to allow the student to return, the vice president for student life will provide the student with written conditions for continued attendance.
  4. Upon a decision to deny the student’s request for readmission, the vice president for student life will specify what conditions need to be met in order to apply for return for a later semester.

Effect on Academic Status
In the event of a withdrawal pursuant to this policy, a notation will appear on the student’s transcript in accordance with college policy. Any tuition refund due in accordance with college policy will be paid.

Effect on Housing Status
If the student has been restricted from the residential environment the college will cancel the student’s campus housing contract and refund any fees due in accordance with college policy.

Appeals Under This Policy
Appeals under this policy may be made to the provost. Appeals must be in writing and submitted to the Student Life office during regular business hours (Monday through Friday, 8 a.m. to 5 p.m.) within three calendar days of the decision. If the third day falls on a non-business day, submit appeals via email to stulife@westmont.edu. In extremely unusual circumstances, students may make a written request to the provost after more than five days to appeal a decision. Such requests are rarely granted, and the decision to grant or deny an extension of time is within the sole discretion of the provost (which for all purposes described in this section includes his or her designee).

Appeal Format

  1. An appeal must be in writing and consist of:
    • A completed Appeal Request Form (available in the Student Life Office)
    • A statement outlining and supporting the specific grounds on which the student is appealing.
  2. An appeal must be based on one or more of the following grounds:
    • A process or procedural error was made that was significantly prejudicial to the outcome of the review process as it affects the student appealing;
    • New information has arisen that was not available or known to the student appealing at the time of the SCT meeting which, when considered, may materially alter the outcome; Note: Information that the appealing student chose not to present at the time of the meeting is not considered new information;
    • The college denied a reasonable accommodation, which, if the college had granted, would obviate the need to remove the student from the educational program or restrict his or her access to the educational program and/or residential environment.

The appeal must address how the basis for the appeal was sufficient to alter the decision in the original assessment and SCT meeting. Interim removal or restricted access will remain in effect during the appeal process.

The provost will consider all material previously presented and may meet with the student, the SCT and/or select members of the same. The provost will communicate his/her decision on the appeal in writing no later than seven days following receipt of the appeal. Where the appeal does not merit a new decision the provost will uphold the original decision. Where the appeal demonstrates clear and convincing facts or information that warrant an outcome different than the original decision, the provost will modify the original decision.


Missing Student Notification Policy and Investigation Procedures

Purpose
In accordance with federal law and to assist in guarding student safety, Westmont College establishes the following missing-student notification policy and investigation procedures.

Definitions

  1. Residential student: For purposes of this policy, a residential student is enrolled in the academic program and resides in on-campus housing.
  2. Missing: For purposes of this policy, a residential student is presumed missing if he or she is more than 24 hours late in reaching their expected destination. A residential student may also be considered missing if 1) he or she is overdue in reaching home, campus or another specific location past the expected arrival; 2) additional factors lead college staff to believe he or she is missing, and 3) a check of their dormitory room supports that determination.
  3. Confidential contact: For purposes of this policy a confidential contact is the individual named by the residential student to be contacted not later than 24 hours after the college determines the student is missing.

Notification to Residential Students

  1. Residential students are informed that they have the option to identify an individual to be contacted by the institution not later than 24 hours after the time that the student is determined missing.
  2. Residential students who are under 18 years of age and not emancipated individuals are informed that the college is required to notify a custodial parent or guardian if it is determined that the student is missing. Residential students who are 18 years of age or older are notified that the college will contact their parents if they do not identify an alternative confidential contact. (Identifying a confidential contact does not preclude the college from contacting students’ parents if in the opinion of college personnel and/or if in the event of an emergency concerning students’ safety, contacting the students’ parents is considered necessary.) In both cases, the college will contact students’ parent/guardian or other identified contact not later than 24 hours after the time the student is determined missing.
  3. Residential students are informed that the college will notify the appropriate law enforcement agency within 24 hours after the time that the student is determined missing.
  4. The Office of Student Life will collect and maintain confidential contact information. The student is responsible for ensuring that the contact information is up to date and accurate.

Notice of Nondiscrimination

Westmont College does not discriminate on the basis of race, sex, color, religion, age, veteran status, national or ethnic origin, or disability in its admissions policies or in the administration of its educational programs, including scholarship and loan programs, and athletic and other college-administered programs and activities. Inquiries regarding the obligations of Westmont College under Title IX of the Education Amendments of 1972 and under the Civil Rights Act of 1964 may be directed to: Chris Call, Vice President for Administration and Planning/Title IX Officer; telephone: (805) 565-6023; email: ccall@westmont.edu or to the Director, U.S. Department of Education, Washington, D.C. 20201.


Parental Contact

Pursuant to the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA), the college may contact your parents regarding certain matters of concern, including but not limited to urgent matters related to your safety and violations of state or local law. The college is not required but may under certain circumstances disclose any information from a student's educational record to parents who claim the student on their federal income tax returns.


Privacy Rights

Pursuant to the Family Rights and Privacy Act of 1974, you, as a student, are vested with certain rights and the college with certain responsibilities regarding your education records. These rights and responsibilities are as follows.

Complaints
If you feel the college has violated your privacy rights under the act, you may file a complaint to this effect with the Office of the Secretary, Department of Education, Washington, D.C.

Inspection and Review
You may request an opportunity to inspect all college records, files, documents, and other materials which contain information directly related to you. You may also request an explanation or interpretation of the records, as well as a copy of any information required by law to be given to you upon payment of five cents per page. Direct your requests for inspection and review to the custodian in charge of the records you wish to see as follows:

  • Academic records: the registrar (e.g., transcripts, test results, petition forms, correspondence regarding academic progress, class schedules);
  • Student Conduct records: vice president and dean of students;
  • Financial records: controller;
  • Health records: director of health services; and

Making Corrections and Amendments
If you believe information contained in your education records is inaccurate, misleading or in violation of your privacy rights, you may request the appropriate custodian to delete or correct the information. The custodian, or his or her nominee, must afford you an opportunity to present your opinion regarding the amendment of your records and must render a decision on your request within a reasonable time.

If the custodian denies your request, you may place a statement in your education records commenting on the disputed information and setting forth your reasons for disagreeing with the custodian.

Record Disclosure
Westmont will not, without your written consent (and except as set forth below), disclose information from your education records except to those authorized by the act to obtain access to student records without consent. Those so authorized include but are not limited to college personnel with legitimate educational interests; schools of intended enrollment; specified state and federal educational administrators; providers of financial aid; and emergency health-care providers. Access to student records without consent may also be obtained by court order.

Westmont will send your grade reports to your home address as long as you remain a dependent of your parents. Students who have established independence from their parents may request their grades be sent directly to them at another address.

The college will keep a record of all individuals or entities other than college personnel who have requested or obtained access to your records.

Your Directory Information
Westmont will disclose certain information about you unless you submit a written directive to the contrary. Called directory information, this includes your name, address, telephone number; date and place of birth; major; participation in officially recognized activities and sports; dates of attendance at the college; degrees and awards received; and the most recent previous educational institution attended. It also includes the height and weight of members of athletic teams.

If you do not want your directory information to be released, you must sign and deliver to the registrar a Request to Withhold Directory Information form available from the Registrar’s office.


Promoting, Selling, or Publicizing On Campus

The following policy gives guidelines for anyone who wishes to: 1) publicize and promote events, candidates, job opportunities, ministries or viewpoints on campus, or 2) sell products on campus.

Students, Staff, or Official Campus Organizations:

  • An academic department or official student organization may sponsor an issue forum or invite a guest speaker to campus. These events should be planned in accordance with the College Speakers and Sponsorship policy that is available in the Provost’s office.
  • An academic department or official student organization may arrange with student and alumni employment coordinator (x6248) to use tables at the entry of the D.C. for promotion or other purposes.
  • WCSA will publish and uphold its own policies regarding the promotion of candidates in the elections it conducts.
  • A student is not permitted to go door to door for the purpose of selling a product or service unless it is for fund raising. A student may purchase advertising space in the Horizon or get approval from the Student Life office to have promotional materials distributed through the campus mailbox ($60 distribution fee). A gathering to promote a product or service must be held within a student’s room.

Off-campus Individuals or Groups:

  • Ministries, summer employment and employment recruiters must contact the Office of Life Planning to arrange campus visits. The approved visitors will be given space outside of the dining commons to set up a simple display and to meet with students. (The group may move upstairs during rain or if an elaborate display requires electrical outlets.)
  • Door-to-door efforts for fund raising or selling a product or service are not permitted. No campus space will be provided to sell a product or service for profit.

Posting Fliers and Banners
Any individual or group that wants to advertise on campus must have posters and signs approved, stamped and dated by the Student Life office or the Campus Life office before posting them. This includes but is not limited to: all advertisement in public spaces, campus buildings, and residence halls.

  • The Campus Posting policy (available in the Student Life office) includes locations, types of announcements, poster sizes and durations for approved postings. Student Life staff may require an individual to sign the posting policy when materials are brought in to be approved.
  • Student Life will not allow the posting of any materials that advocate or encourage conduct that is contrary to the Community Life Statement.
  • Due to very limited posting spaces, off-campus entities may not post materials on campus. It is possible to get approval from the Student Life office to have materials distributed through the campus mailbox ($60 distribution fee). Off-campus entities may also purchase advertisement space from the student newspaper, the Horizon.
  • The Student Life staff may remove posters or advertisements that have not been approved and stamped.
  • Signs and posters must be taken down by the date stamped on the flier. For events, this date will be the day after the event has occurred. If signs and posters are not removed after the event, the responsible individual or group may be charged a fine.
  • Certain adhesive materials cannot be used for posting as they can lead to property damage (e.g. duct tape, clear packing tape, any tape on glass surface). If any property damage occurs as a result of posting, the responsible individual or group may be charged a damage fee.
  • Westmont does not allow the posting of notices on trees or lamp-post.
  • Posters in residence halls about residence life events don’t need approval.

Other Advertising Guidelines:

  • Sidewalk chalk may be used to advertise; however, it is the responsibility of the person who uses it to make sure it is properly cleaned up after the event takes place. Chalk is not to be used on the president’s patio or the areas immediately surrounding it.