Administrative Practices and Policies

The College’s Administrative Practices and Policies must be read in conjunction with the College’s Student Handbook and, in some cases, with the College’s Faculty and Staff Handbooks.  As used in these Practices and Policies, the term “College housing” refers collectively to all student housing owned by the College including residence halls and houses and apartments owned by the College.

• Administrative Referrals from Judicial Board or Honor Council
• Communicable Health Condition • Counseled Withdrawal
• E-mail Messages to Faculty and Staff • Event Planning
On-Campus Housing Contract (PDF) • Life Threatening Behavior Policy (PDF)
Notification Policy (PDF) • Residence Life Policies and Procedures
•Residential Community Policies • Sexual Harassment Policy
• Uniform Student Grievance Policy Missing Student Policy (PDF)
• Disruptive Student Behavior Policies & Procedures (MSWord) • Other Policy References

Administrative Referrals from the Judicial Board or Honor Council
Charges of violations of the College’s Honor or Judicial Systems shall initially be handled by the Honor Council or Judicial Board under the procedures set out in the College’s Student Handbook. At the sole discretion of the Chair of the Honor Council or Judicial Board, such matters may be referred to the College Administration. After referral, such cases will be processed and resolved by the college Administration without participation of the Honor Council or Judicial Board.

Referrals will be made to the Vice President for Enrollment Management and Student Life who may delegate administrative responsibility to act as Student Life Administrator to a member of her staff. The Student Life Administrator will advise the accused student of the charges in writing and will schedule an interview in a timely manner. The disciplinary matter may be resolved by agreement during the interview. In that case, the Student Life Administrator will notify the Honor Council or Judicial Board of the agreed resolution.

If the disciplinary matter cannot be resolved by agreement, a panel of three administrators and/or faculty will be appointed to hear the case. The accused student may choose and appoint one administrator or faculty to the panel and the Student Life Administrator will appoint the other two. The Student Life Administrator will not serve on the panel. The accused student has the right to be accompanied at the panel hearing by a student, staff, or faculty member of her choosing who will serve as her advocate. Both the Student Life Administrator and the accused student will have the right to call witnesses to appear before the panel. After hearing the evidence, the panel shall decide the student’s guilt or innocence and, if guilty, the appropriate sanction.

After the administrative panel has issued its decision, the accused student may within forty-eight hours appeal to the President of the College by delivering a written statement by hand to a member of the President’s staff. Once the appeal to the President is made, the process shall be the same as that set forth in the College’s Student Handbook for honor and judicial appeals to the President except that materials will be delivered to the President from the administrative panel rather than from the Board of Appeals. The decision of the President shall be final.

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Communicable Health Condition
The College recognizes the importance of education in the control of communicable health conditions (including, without limitation, tuberculosis, hepatitis B, AIDS, HIV + status).  The Health Center is prepared to provide information to students, faculty and staff on these conditions.

People with communicable health conditions will not be excluded from enrollment or employment and will not be excluded/restricted from access to College facilities or participation in College programs, activities, or services so long as they are otherwise qualified and able to participate with or without reasonable accommodation, unless medical evidence in an individual case establishes that exclusion or restriction is necessary for the health, safety, or welfare of the infected individual or other members of the College community.

People who know, or have reasonable basis for believing, that they are infected with a communicable health condition MUST share that information with the nurse in Health Services so that the College can respond appropriately.

People who know, or have reasonable basis for believing, that they are infected with a communicable health condition are expected to seek expert medical advice about their health circumstances and to follow medical advice regarding precautions to avoid health, safety, or welfare risks to themselves and/or other members of the College community.

If deemed necessary by the nurse in Health Services and the College physician, a team approach will be used to evaluate a communicable health condition case.  The evaluating team, representing both student and employee interests, should consist of one or more of the following officials as deemed appropriate by the director of health services: the Associate Vice President for Student Affairs, Vice President for Enrollment Management and Student Life, Vice President for Academic Affairs/Dean of the College, Vice President for Business and Finance, the College physician, nurse in Health Services, and Director of Counseling and Psychological Services.  The individual with the communicable health condition and/or a representative may participate in the evaluation.  Consultation about the particular health condition may be provided by public health officials and the individual’s private physician(s) if the individual chooses to involve her or him.  An assessment will be made in each case to determine whether there is a medical reason to exclude, restrict, or dismiss the individual from enrollment or employment.  The confidentiality of medical information shall be respected to the extent legally required. Where legally allowed the College may notify persons who have significant contact with the infected individual or who otherwise have a legitimate need to know. As legally required, confirmed cases of reportable diseases shall be disclosed to public health officials. In implementing this policy, the College will follow U.S. Public Health Services guidelines.

The official College spokesperson on communicable health conditions is the Associate Vice President for Communication, Marketing and Public Affairs.  All inquiries from the press, from elected public officials, the public in general or the College community will be referred to the College spokesperson

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Counseled Withdrawal
The College is committed to the well-being and safety of its campus community and the integrity of its learning environment.  The college reserves the right to require a counseled withdrawal of any student when the student is unable or unwilling to request a voluntary withdrawal and the Vice President for Enrollment Management and Student Life or designee deems a withdrawal necessary to protect the health and safety of the student or others, or the integrity of the learning environment and campus community.

This policy and associated procedures do not take the place of procedures through the Judicial System as described in the College’s Student Handbook or other disciplinary action associated with a student’s behavior that is in violation of College policies, rules, regulations, and standards.  This policy will be invoked in extraordinary circumstances when, in the discretion of the Vice President for Enrollment Management and Student Life or other designee, the regular judicial system cannot be applied or is not appropriate.  Before an administrative counseled withdrawal is imposed, the Vice President for Enrollment Management and Student Life or designee will encourage the student to withdraw voluntarily.

Examples of extraordinary circumstances that may warrant a counseled withdrawal include, but are not limited to suicidal threats, self-starvation or purging behavior, ongoing substance abuse or addiction, serious threats of harm to others, refusal or inability to cooperate with recommended assessment or treatment of serious health conditions, need for services beyond those which the College can provide which are necessary to maintain the student’s enrollment, or bizarre or destructive behavior.  Substantial disruption may result from a single serious incident or somewhat less severe but persistent incidents over a more extended period.

Students who have taken a counseled withdrawal and wish to re-enroll at a later date must contact the Office of Student Life regarding the College’s readmission policies and procedures.

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E-Mail Messages to Faculty and Staff
The College has an ANNOUNCEMENT message service for general announcements of interest to the College community.  Students are automatically subscribed to the ANNOUNCEMENT service upon enrollment.  A student may opt out or opt back in to the ANNOUNCEMENT service at any time.  Messages are submitted to the ANNOUNCEMENT service via a web form.  To use the ANNOUNCEMENT service web entry form a student must access the service using her College Username and Password.  All fields must be completed.  No attachments are allowed, as a precaution against spreading computer viruses.  All messages are sent to members of the ANNOUNCEMENT service list.  Use of the ANNOUNCEMENT service is subject to the following guidelines:

  • Messages should be courteous and as brief as possible.
  • Messages are limited to communicating information about events of broad interest.
  • Messages must pertain to officially recognized campus events.
  • Messages may be reviewed by the College and edited for accuracy and appropriateness.
  • No “For Sale” items are allowed.
  • ANNOUNCEMENT is not to be used as a vehicle for promulgating opinions or beliefs.
  • Discussion is not permitted except on an appropriate intranet forum.

Violation of the guidelines or abuse of the ANNOUNCEMENT service may result in termination of privileges or other disciplinary action.

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Event Planning
On Campus Sales Policy
The College prohibits solicitation on campus. Students (from Mary Baldwin or any college) may not use campus publicity channels for personal, profit-seeking endeavors.  Students who represent a recognized student organization and have received permission from the Executive Director of Student Life may use campus publicity media to solicit participation or sales.  All sales and events by recognized student organizations must benefit solely the organization or a purpose approved by the Executive Director of Student Life.  An application for on-campus sales must be obtained from the Office of Student Life. The form must be submitted to, and approved by, the Executive Director of Student Life at least five days in advance of the sale.

Posting Policy
Recognized student organizations may post flyers and other announcements pursuant to this policy but are required to remove their materials no later than one day after the event or activity concludes. Posting is subject to these guidelines:
Campus Wide

  • No posting on any painted or wood surfaces, inside or out, with the exception of bathroom stall doors.
  • No posting on lamp posts.
  • The use of certain bulletin boards may be restricted to specific student organizations. No unauthorized posting on these bulletin boards
  • Only Scotch Removable Magic Tape may be used to post flyers, posters, and other materials.

Residence Halls

  • Posting is permitted on glass only.
  • Internal posting is permitted on bulletin boards and in bathrooms.

Other Campus Buildings

  • Posting is allowed on bulletin boards (except those which are restricted for specific use).
  • No posting on any painted or wood surfaces, inside or out, including doors.
  • No posting on the doors inside or out of Hunt Dining Hall.

Special-Interest Posting by Individuals

  • Posting solicitations for rides from, or with, other Mary Baldwin students may be posted on the Announcements Digest or on the Trading Post bulletin board.
  • Postings to sell books or personal items, or for jobs in the community, are permitted on the Trading Post Board in Pannill Student Center.

Sidewalk Chalk

  • Messages may be chalked on concrete sidewalks only, not under building overhangs.
  • Each individual (in the case of election candidates) or organization may place no more than 10 messages on sidewalks, with a maximum size for each of 4 feet by 4 feet.  Only election candidates and recognized student organizations may chalk.  They may only chalk within 2 days of the event or activity involved.
  • Do not chalk messages on buildings and other painted surfaces.
  • Do not chalk messages in streets, which must be clear for stop signs, fire lanes, and other legal signage.

Banners (Hung)

  • Only professionally made banners may be hung on the exterior of Grafton Library and the Student Activity Center, and they must be hung by staff of the physical plant with the prior permission of the Executive Director of Student Life.
  • Homemade banners may be hung outside Carpenter Academic (campus side of the building) and outside of residence halls (campus side of the building.) Homemade banners can be hung without the help of physical plant. Do not hang banners during inclement weather.  The Executive Director of Student Life may order the removal of inappropriate banners

Banners (Lawn)

  • All banners to be displayed on the lawn must be approved and placed by staff of the physical plant.
  • No lawn banners may be displayed from March to October or during times of ground maintenance.
  • Banners may only be displayed for a maximum of three days.

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Residential Community Policies
Students who are enrolled at the College and living in College housing agree to abide by the rules and regulations of the College.  Students must conduct themselves in a manner that is compatible with the mission of the College and in accordance with the Code of Conduct found in the Student Handbook.  All students must adhere to the Statement of Inclusivity found in the front of the College’s Student Handbook.  The College may discipline students who violate the Statement of Inclusivity. The College will take such actions as are necessary to maintain order in College housing and throughout the campus and reserves the right to exclude those who are interfering with the College’s educational mission.  The Student Life Office reserves the right to discipline a student who is disrupting the community by dismissing the student from College housing, sanctioning the student appropriately, referring the matter to the Honor or Judicial Systems as they are defined in the College’s Student Handbook or referring the matter to the College administration.

Prohibited conduct for which a student is subject to disciplinary action under this Policy includes by way of illustration, but is not limited to:

  • Violation of the laws of the Commonwealth of Virginia regarding the possession and consumption of alcohol.
    • No person under the age of 21 may purchase or possess any alcoholic beverage.
    • Consuming or carrying alcoholic beverages in any type of open container in the hallways or other public areas.
  • Violation of federal, state, or local laws that prohibit the use, possession, or distribution of illegal or controlled drugs or drug paraphernalia as well as selling or sharing  prescription drugs or using any household item as an inhalant.
  • Smoking in hallways or other common areas of College housing.  If assigned to a residence hall that permits smoking, a student may only smoke in her room with the door closed and with the agreement of all roommates.
  • Stealing, attempting to steal, or assisting in theft of any property or the property of the College or any student, staff or faculty member or visitor
  • Possessing or displaying any type of gun, knife, or weapon that could potentially harm a person
  • Throwing or projecting any type of projectile that has the potential to damage or deface property or to harm or injure another person
  • Any form of verbal or written abuse, such as intimidation, coercion, hazing and harassment, subject where relevant to the College’s established anti-harassment policies
  • Assaulting, striking, or in any other way threatening or causing harm to another member of the College community
  • Destroying or vandalizing property in the care of, or belonging to, the College, a member of the College community or to a campus visitor
  • Engaging in any indecent or obscene conduct on College property
  • Standing, sitting, or hanging on the roof, ledge, or out of a window of College housing
  • Deliberately removing the screens from any window in College housing
  • Disrupting and disregarding quiet hours set aside by each hall.  Students are required to be considerate of other students 24 hours a day.  Repeated quiet hour violation will be directed to the Judicial System as defined in the College’s Student Handbook

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Sexual Harassment Policy
The College opposes to sexual harassment in any form and has developed policies to deal with allegations of sexual harassment.  Detailed policies and procedures are contained in the Faculty and Staff Handbooks. Sexual harassment is primarily an issue of power, not sex, and occurs when the abuser introduces the personal element into what should be a sex-neutral situation. Sexual harassment is coerced, unethical and unwanted intimacy and can be physical or verbal.

If a student feels she is experiencing sexual harassment, she should first schedule an appointment with the Vice President for Enrollment Management and Student Life.  At the initial meeting with the Vice President, the student should be prepared to discuss the harassment.  The Vice President will act as an advocate for the complaining student throughout the process.  Depending on the circumstances described, options for addressing the issue include the College’s Judicial System as detailed in the College’s Student Handbook, or informal dispute resolution involving as appropriate the campus Security Office, the Business Office, and the Dean of the College’s Office.  The Office of Student Life will coordinate the efforts of these offices to most effectively address the needs of the student.  The outcome of a harassment complaint will result from the input and collaborative decision-making of the offices involved.  The student will be informed of any and all developments related to her complaint through the Office of Student Life.

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Uniform Student Grievance Policy

  • The ombuds officers (i.e., first point of contacts) for students who wish to explore the possibility of filing a complaint or lodging a grievance at the College are:
    • The Assistant Dean of the College for matters dealing with academic programs and coursework.
    • The Associate Vice President for Student Affairs for matters dealing with student life, residence life, extra-curricular programs, and other non-academic issues.
  • For grievances involving academic programs, faculty, and coursework:
    • GRADE APPEALS: The Assistant Dean of the College will explain the College’s grade appeal policy (published annually in the College Catalog), guide the student in following the established procedure and, if the appeal is not resolved, refer the matter to the Vice President for Academic Affairs and Dean of the College.
    • COMPLAINTS ABOUT FACULTY MEMBERS: The Assistant Dean of the College will hear the student’s concern and determine an appropriate course of action which may include mediation, counseling, referral to the Dean, submission of a written statement to the Dean, or resolution with no action.
    • OTHER ACADEMIC COMPLAINTS AND GRIEVANCES: The Assistant Dean of the College will hear the student’s concern and determine an appropriate course of action which may include mediation, counseling, referral to the Dean, submission of a written statement to the Dean, or resolution with no action.
  • For grievances involving admissions, student life, and extra-curricular programs:
    • STUDENT SENATE:  Every student has the option of referring issues and concerns to the Student Senate through her Senator.  She should consult her Hall President to determine if the issue or concern is appropriately referred to that body.
    • COMPLAINTS ABOUT A STAFF MEMBER. An Associate Vice President for Student Life will hear the student’s concern and determine an appropriate course of action which may include mediation, counseling, referral to the Dean of Students, submission of a written statement to the Dean of Students, or resolution with no action.
    • OTHER COMPLAINTS AND GRIEVANCES: An Associate Vice President for Student Life will hear the student’s concern and determine an appropriate course of action which may include mediation, counseling, referral to the Dean, submission of a written statement to the Dean, or resolution with no action.
  • For grievances about aspects of College policy or procedure not falling into either of the above categories, the student complaint will be referred to the Executive Staff member responsible for the area of concern who will attempt to resolve the complaint to the student’s satisfaction.   The responsible executive staff member will report steps taken to the complainant within 90 days of receiving the complaint.
  • If a grievance is not resolved through this process, the complainant may present a written appeal to the President of the College.  The appealing student must document that she has pursued the appropriate pre-appeal process.
    • The President will, in her sole discretion, determine whether further action or inquiry is necessary and take whatever action she deems appropriate.  The President will report her decision to the complainant within 90 days of receiving the complaint.
  • If the complainant feels that his/her complaint involves a violation of accreditation standards the complainant may file a written complaint to the Commission on Colleges of the Southern Association of Colleges and Schools.  That complaint must follow the protocol established by the Commission on Colleges in its policy, “Complaint Procedures for the Commission or its Accredited Institutions.”  The protocol for filing complaints and the required forms may be obtained from the Commission’s web site (www.sacscoc.org) or from the institution’s accreditation liaison, currently Dr. Lewis Askegaard, Office of the Registrar.

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Other Policy References

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