Academic Policies and Services of Interest to the Faculty

3.1 Library

Beeghly Library and the Instructional Media Center support the education, research, and information needs of the Heidelberg University community. They provide services, resources, access to on-site and off-site information, and instruction in the use and evaluation of these resources. As an integral part of the learning mission at Heidelberg, the library’s staff seeks to work with faculty to develop students’ information literacy and critical thinking skills.

Beeghly Library’s collection includes books, journals, music recordings, videos and DVDs, microforms, and government documents. Membership in OPAL and OhioLINK, which are Ohio library consortia, provide faculty and students access to the holdings of more than 85 academic libraries and to more than 100 online research databases. Electronic resources include e-books, full-text articles, films and research databases. Please refer to the library web site for further information on library services, resources and policies.

Course reserves

Various materials, such as books and printed copies of articles, are housed in a Course Reserves section at the library’s Circulation Desk. Bring reserve items to the library at least three days prior to making an assignment. Request forms are at the Circulation Desk and online on the library’s web site. Faculty members are responsible for following copyright guidelines. Please refer to “Copyright and Reserves at Beeghly Library” for more information regarding the library’s copyright policy. Thousands of articles are available full-text through the OhioLINK databases. No copyright permission is needed to provide students with links to these articles. Links can be included in syllabi, through electronic course pages, e-reserves, etc. See a reference librarian if you need assistance linking to articles.

Interlibrary Loan

Items held by other OPAL or OhioLINK libraries may be directly borrowed. Articles and books not found through OhioLINK resources can be interlibrary loaned at no cost to the patron.

Instruction sessions

Reference Librarians are eager to provide instruction to faculty and students on library resources. Instruction sessions may be scheduled in Beeghly Library or in a classroom setting, and can range from a general overview of the library to instruction directed to a specific course or assignment.

Collection development—ordering by faculty

Within each discipline the faculty and the librarians share the responsibility for the selection of books, periodicals and other materials. Faculty should submit written requests for materials directly to the library director or assistant director. The quality of the material requested, the needs of the department, curriculum, the existing library collection, available funding, and availability from other OhioLINK libraries should be considered when suggesting materials for purchase.

Faculty loans, fines, etc.

Faculty must have a current library-registered Heidelberg ID with a barcode to check out materials and to use the online resources from off-campus. Faculty receive an extended loan on Heidelberg materials, but other OPAL and OhioLINK items are limited to three weeks with renewals. Faculty members are responsible for overdue fines on material borrowed from other institutions, and will be billed for any lost items. Family members can request a guest patron card.

3.2 Classroom

Classroom Assignments:

Traditional graduate and undergraduate classes are scheduled in classrooms by the Office of the Registrar. Priority is given to those classes that meet within the traditional semester and time blocks. Instructors who have indicated a need for mediated technology and have requested a mediated classroom with the department semester schedule submission are given priority in mediated classroom space. Mediated classroom space includes a computer with internet access, cable television access and a DVD/VCR player.

Additional academic activities (i.e. study or review sessions, class guest speakers, class presentation space) are reserved Monday – Friday from 8:00 5:00 p.m. by the Office of the Registrar. Non-academic space reservations, reservations requiring the use of space beginning after 5:00 p.m. that are not for a scheduled class and activities requiring special room setup, catering or equipment are reserved by the Conference and Event Coordinator.

3.3 University Store

The University owns and operates a book and supply store for the convenience of faculty, staff and students. The store secures and sells all books and supplies required in the University courses, and in addition handles trade books, reference books, school and office supplies, and other merchandise normally sold in a modern University store. Members of the Heidelberg community may also special-order books through the store. The Store operates on a cash basis on sales to students; the convenience of a thirty-day charge account is extended to faculty and staff members. Mastercard, Visa and Discover credit cards are also accepted at the Store. Purchases of books and supplies for departmental use may be charged to a departmental account, within budget limitations and subject to approval by the Business Office. The University Store generally grants a discount of ten percent for the purchase of books or supplies for personal use of faculty members. The Store maintains a United Parcel pickup and delivery station for the convenience of Heidelberg students, staff, and faculty. Textbook adoptions forms are to be submitted by the following dates, or alternate dates announced by the Provost:

Summer adoptions: March 15
Fall adoptions: April 1
Spring adoptions: October 15

Instructors are responsible for ordering desk copies. Contact information for publishers is available by contacting the Store manager.

3.4 Registrar

3.4.1 Online Registration and Student Appraisal Entry

OASIS (Online Academic Student Information System) is available to faculty and students at The online service offers a variety of services and information relative to registration, class lists, grade entry, student records, and other functions of the Office of the Registrar.

Students register for classes online using OASIS. If a student requires a registration override, he or she must contact the instructor of the course or the Chair/Director to request a registration override. If the override is approved, the instructor or the Chair/Director enters the override for the student in OASIS. Once the override is entered, the student must login and add the course to their schedule to complete the registration.

Heidelberg University requires faculty to enter appraisals and course grades by the stated due dates. Grade and appraisal entry is completed online in OASIS.

Student information is available online using OASIS. A faculty member has access to view online academic records for students in his/her courses. Faculty who are also academic advisors may access information for advisees as well as students in their course(s). Faculty members are required to follow FERPA (Federal Education Rights and Privacy Act) guidelines for use and release of student information. For more information about FERPA visit for a description of FERPA and directory information.

3.4.2 Schedule of Courses

The schedule of courses is maintained by the Office of the Registrar. If a faculty member wishes to change the location of a course, a request must be made to the Chair/Director, identifying the room they would like to move their class to. The list of classrooms and reservations is available in Server Six in the “Reserve Rooms” file. If a faculty member wishes to add or drop a class in their schedule or change the time or day the course is offered, a request to the Chair/Director must be made. If the Chair/Director approves of the change, the request will be forwarded to the appropriate Provost for final approval and notification to the Registrar.

3.4.3 Verification of attendance/class list:

Students who are not registered for a course are not permitted to unofficially audit that course. If a student wishes to audit a course, he/she must complete the appropriate paperwork in the Office of Registrar to register for a course as an auditing student. The faculty member is responsible to notify students who do not appear on their class list that they must register before continuing attendance in the course. If continued attendance persists without the student completing registration, the faculty member should notify the Office of the Registrar. Likewise, if a student has never attended a course but is listed on the class roster, the faculty member should notify the Office of the Registrar by the last day to add classes. The Office of the Registrar will attempt to contact the student and initiate withdrawal from the course.

Note: Academic Policies and additional resources are maintained in the academic catalog

3.5 Program Evaluation and Assessment

Assessment is an ongoing process of gathering and evaluating qualitative and quantitative data to indicate the extent to which a program is achieving its goals. As part of the ten-year self-study, each academic program will be required to provide an analysis of the assessment data collected during the ten-year cycle. There are three fundamental questions the program should address - "What skills and knowledge do we expect our students to achieve?”, "How can we determine if students are achieving established goals?", and "What improvements, if any, need to be made?" Various assessment instruments provide a means for determining the extent to which students are achieving established goals. Analysis of collected data will determine those areas in need of improvement.

3.6 Academic Services

3.6.1 Computer Services

Faculty are granted access to voice, video, computer, and network services, including Internet access, through the Computer, Network, and Information Technology office (CNIT). Internet access via university-owned equipment is available in faculty offices, public computer laboratories, and kiosk terminals located across campus. Email accounts are provided to all faculty members. In addition, faculty may be granted limited access via OASIS (in accordance with FERPA guidelines) to electronic information about their current students and/or advisees. Portable equipment is available for limited loan periods via the Instructional Media Center. All use of the university’s computing and network facilities must be in accordance with its Acceptable Use Policy. Learn more at

Faculty members will be provided with a university-owned personal computer and productivity software (e.g. email client, web browser, office suite, etc.) as standardized by the university. Computing hardware is replaced on a four-year cycle, and standard software packages are upgraded on a regular basis. Virtual Private Network (VPN) access is available to faculty who wish to access campus electronic resources from home.

Computing assistance is available from the CNIT helpdesk. Faculty may contact the helpdesk by phone at 419-448-2088, or online at to enter a trouble ticket.

Requests for non-standard hardware and software for special academic needs, as well as requests for additional computing services, should be directed to the Associate Director of CNIT for Computer Operations. Questions about the University’s technology infrastructure, administrative data services, and campus-wide computing in general should be addressed to the Director of CNIT.

Other requests or concerns about computing resources should be directed to the Associate Vice President for Information Resources.

3.6.2 Instructional Media Center

The Instructional Media Center (IMC), located in Beeghly Library, houses a collection of educational resource materials, including a textbook and Big Book collection, as well as a materials production area. It also is responsible for housing, maintaining, and circulating media equipment and materials on campus. Arrangements for delivery and pickup, operation, and instruction in the use of equipment and other resources should be made through the IMC.

The IMC staff can arrange for the recording and/or duplication of educational resources, campus events, student speeches, etc. Contact the IMC regarding taping, duplication, reformatting, and copyright regulations. IMC staff can also assist patrons with software programs such as PowerPoint, Microsoft Word and Excel.

Equipment and supplies are available for faculty, staff, and students for the production of laminated materials, die-cut lettering, transparencies and more. Materials available for purchase include poster board, construction paper, roll paper for bulletin boards, CDs and DVDs. The IMC also houses a test scoring machine for grading multiple choice tests.

3.6.3 Academic Success Center

The Academic Success Center, located in the Campus Center, supports the academic efforts of all Heidelberg students. All students are encouraged to take advantage of the services provided, which include peer tutors in all academic areas, group study sessions, and programs to enhance academic skills.

Upon recommendation from faculty or Chair/Directors, students can be hired as tutors in all subject areas for private or group tutoring sessions. Students with demonstrated writing abilities are encouraged to work as peer writing assistants.

The Academic Success Center (ASC) is the University’s designated office that maintains disability-related documents, certifies eligibility for services, determines reasonable accommodations through the Disability Identification Team, and coordinates services for students with disabilities. The University has established the following guidelines for students seeking accommodations:

  1. Individuals eligible for services include students with physical, psychological and learning disabilities. The primary goal of the Disability Identification Team (DIT) is to accurately evaluate a student's current disability documentation, to determine how it might impact their academic career, and to provide equal access to higher education at Heidelberg University.
  2. It is the responsibility of the student with a disability to inform Heidelberg University and request an accommodation. Students requesting services should complete the written request for accommodation, the Release of Information form, and current documentation (current at the time of enrollment or when academic adjustments are implemented) including diagnosis, a summary of the testing that identified the disability, and a description of the functional limitations that this disability has upon the student’s academic work. These documents must be submitted to the Academic Success Center (ASC). Any correspondence regarding the adequacy of the submitted documentation will be sent to the student. It is the student's responsibility to obtain additional information or clarification as requested.
  3. The documentation is reviewed by the Disabilities Identification Team which determines accommodations for the disability.
  4. Once a disability is documented by the DIT, students meet with the Director of the ASC at the beginning of each semester to identify the academic adjustments needed and to discuss how the adjustments will be implemented.
  5. The Director of the Academic Success Center writes a letter which includes the required and suggested accommodations. This letter is signed by the student and the Director of the Academic Success Center. The original letter is given to the student to share with their faculty. A copy of the letter is placed in the student's disability file.
  6. It is the student's responsibility to share the letter with his/her instructors. The faculty are required to provide the specified accommodations if, and only if, the disability letter has been disclosed before the circumstance arises which requires accommodation.
  7. Information related to a disability provided by a student as part of a request for accommodation will remain confidential. All information concerning student disabilities and accommodation is kept separately from student academic files. Only those members of the faculty or administration involved in the decision making process on a requested accommodation will have access to the information. By signing and submitting the signed Release of Information, the student consents to access of that information by those faculty and administration members involved in the decision making process.

3.7 Grading, Grade Changes and Grade Appeals

3.7.1 Grading

Assigning grades is a right and responsibility of faculty. Once a student’s grade has been officially recorded, the instructor may change it only by verifying with the Department Chair and the Provost of the University that an error in computing or in recording the grade has occurred. Written documentation of the computational error may be requested by the Provost. If the instructor discovers a computational or recording error that would affect the course grade, the instructor is required to initiate a grade change request.

Beyond the above circumstances and those cases of grade change detailed in the Heidelberg University Grade Change Policy (see 3.7.2 below) and the Student Grade Appeal Policy (see 3.7.3 below), the Faculty may be called upon, on an emergency basis, to act as a committee of the whole regarding an instructor’s grades. Specifically, upon recommendation of the Academic Policy Committee in consultation with the Provost of the University, the General Faculty assembled at a regular meeting shall have the authority to determine, by a two-thirds majority, (1) the existence of truly rare and extraordinary circumstances surrounding an instructor’s erroneous, capricious, or discriminatory grading of his or her students, and (2) what, if any, grade changes shall be made. In no case shall this power of the Faculty as a whole subvert or overrule the student grade appeal process.

The grading system is outlined in the current University Catalogue.

A calendar of dates for course grades and interim academic appraisals is issued each semester by the Registrar. It is the responsibility of each faculty member to check these due dates. At any time in the semester a special report should be sent to the Academic Success Center for students who seriously neglect their work.

All records should be kept carefully and grades reported accurately.

Credit can be granted to students only for courses in which they have been registered. The instructor should insure that all students’ names appear on the class list and grade report submitted to the registrar at the end of the term.

Under no circumstances should an instructor deviate from the rule that an incomplete (I) is granted only when students, through no fault of their own, are unable to complete the work assigned. An incomplete should never be given to students who have fallen behind through negligence, excessive attention to extra-curricular activities, etc. A form supplied by the Registrar’s Office and signed by the student and faculty member must be filed with the Registrar for each incomplete grade.

The instructor should not permit a student to improve a grade by taking another examination or by doing additional work unless that opportunity is offered to the entire class.

3.7.2 Grade Change Policy

Heidelberg course grades are calculated and assigned by the instructor who teaches the course. Once a student’s final course grade has been officially recorded by the Registrar, the grade may be changed if, and only if, (1) a new grade has been determined under the Heidelberg Student Grade Appeal Policy in Section 3.7.3 of the Faculty Manual , or (2) a grade of Incomplete is replaced with a letter grade as specified in the current Heidelberg undergraduate and graduate catalogs, or (3) the Provost of the University has assigned a lower grade in an academic honesty violation as specified in Section 3.8.2, or (4) an error in computing or in recording the grade has been identified by the instructor and has been verified by the instructor, the Chair/Director and the Provost, or (5) the Faculty has acted under the powers specified in the 3.7.1 of the Faculty Manual.

3.7.3 Student Grade Appeals

If a student believes that a final course grade has been assigned in an erroneous, capricious, or discriminating manner, the student may appeal the grade. No grade appeal may be initiated until the Registrar has released the official grade to the student. Grade appeals must move through the following stages until a satisfactory resolution to the problem is reached.

The appeal process begins with the instructor who assigned the grade. The student should meet with the instructor and attempt to resolve the dispute informally. Any such resolution of a grade appeal must be approved in writing by the instructor’s Chair/Director and the Provost of the University.

Should an informal resolution of the grade appeal be inconvenient or undesirable to either the student or the instructor, the student shall submit a written letter of appeal to the Chair/Director. The student’s written appeal shall state the basis (or bases) of the appeal--i.e., error in computation or recording, capriciousness, or discrimination—and provide evidence in support of the appeal. The latter two of these three claims are very serious and should be undertaken only in cases where the student has considerable evidence to substantiate the claims. Appeals must be accompanied by copies of all pertinent graded work, the course syllabus, and any relevant course handouts (such as assignment prompts). The letter(s) of appeal and supporting evidence will comprise the appeal portfolio and will remain in the custody of the Chair/Director or the Provost of the University until the dispute is resolved, at which time all materials belonging to the student will be returned. The student should keep a copy of all appeal materials.

Upon receipt of the appeal letter, the Chair/Director will notify the instructor and provide the instructor with a copy of the materials from the appeal portfolio. The Chair/Director will conduct an investigation, including a review of the student’s work included in the appeal portfolio and interviews of the student and the instructor, within 15 working days of the receipt of the appeal letter. The Chair/Director’s ruling shall indicate either that the instructor’s grade shall stand or that the instructor’s grade shall be changed to a different grade. In the latter case, the Chair will obtain grade-change approval from the Provost and then submit a change of grade form to the Registrar, indicating that the grade has been changed on appeal.

If either the student or the instructor believes that the Chair/Director has erred in his or her decision, the student or the instructor may submit a written appeal of the Chair/Director’s decision to the Provost of the University. The letter of appeal must state specifically how the Chair/Director erred in his or her decision and must be accompanied by evidence to substantiate that claim. The Provost shall investigate the charge of error and respond in writing to the student, the instructor, and the Chair/Director, within 15 working days of the receipt of the appeal. The Provost’s ruling shall indicate either that the instructor’s original grade shall stand or that the instructor’s grade shall be changed to a different grade. In the latter case, the Provost will submit a change of grade form to the Registrar, indicating that the grade has been changed on appeal.

If the student or the instructor believes that the Provost has erred in his or her decision, the student or instructor may submit a written letter of appeal to the Academic Policy Committee. The letter of appeal must state specifically how the Provost erred in his or her decision and must be accompanied by evidence to substantiate that claim. The committee shall investigate the charge of error and respond in writing to the student, the instructor, the Chair/Director, and the Provost, within 15 working days of the receipt of the appeal. The committee’s ruling shall indicate either that the instructor’s original grade shall stand or that the instructor’s grade shall be changed to a different grade. In the latter case, the Chair of the committee will submit a change of grade form to the Registrar, indicating that the grade has been changed on appeal. The decision of the committee is final.

Should the Chair/Director, Provost of the University, or a member of the Academic Policy Committee be the instructor of record of the course under appeal, the Provost, or the Associate Provost, will name an alternate to hear the appeal, if necessary. The alternate shall be either a faculty member within the department or in a related discipline, or another Chair/Director.

In a case where the instructor is absent from campus or is no longer employed by the college, the appeal shall begin directly with the Chair of the department in which the course was taken. The chair will attempt to notify the instructor of the appeal, in writing, within five working days of the receipt of the appeal. The instructor will have 30 calendar days from the date of the Chair’s notice to respond. It is the responsibility of the instructor to ensure that the Chair receives the response in 30 days. After 30 days, the Chair will follow the procedure above, if necessary.

In counting time, “working days” are Monday through Friday when the University is in session during the regular Fall and Spring semesters. The grade appeal process must be started within the first regular semester following assignment of the final course grade.

Requests for an extension of a deadline shall be made in writing to the Provost of the University. Interpretation of this appeal process shall be conducted by the Provost of the College in consultation with the Academic Policy Committee. The Provost’s decision shall be final in extending deadlines and interpreting this policy.

3.8 Academic Honesty Policy

Heidelberg University values integrity in academic pursuits. It expects students to complete their work honestly and to report academic dishonesty.

Dishonesty in any form, including but not limited to academic cheating or falsification on any official college record, will result in disciplinary action. Academic dishonesty is punished according to the procedures outlined below.

Academic dishonesty is submitting the work of another person as your own, allowing another person to submit your work as his or her own, or assisting another person to do either. It includes such behaviors as the following:

  1. Plagiarizing. Plagiarism is quoting from a source or using ideas paraphrased from a source without proper documentation according to the standard set by your instructor. This includes internet sources and computer sources, such as CD-ROM encyclopedias. Submitting another person’s work –for example a test, lab report, or paper- as your own is plagiarism.
  2. Giving or receiving assistance during an exam.
  3. Using unauthorized materials during an exam.
  4. Acquiring copies of an exam illegally.
  5. Stealing materials from another person’s files, including computer files, or using such stolen materials.
  6. Using other dishonest methods to complete course work.

3.8.1 Procedure for Dealing with cases of Academic Dishonesty

The following shall be the order of procedure for dealing with cases of academic dishonesty:

  1. If an instructor believes that he or she has appropriate evidence to bring charges of academic dishonesty against a student, the instructor will notify the Provost. The notification to the Provost will include the evidence for bringing the charge. While it is the right of the instructor to determine grades, including penalties for academic dishonesty, the instructor will consult with the Provost in order to maintain a consistent administrative approach to academic honesty issues on the campus.
  2. The instructor will notify the student. When possible, the instructor will meet with the student and discuss the evidence.
  3. Thereafter, if the instructor is convinced that academic dishonesty has occurred, the student will receive no credit for that grade component, and no makeup for that grade component will be permitted. The instructor will notify the Chair/Director and Provost of that action, including a summary of the evidence of academic dishonesty.
  4. Where there is evidence of serious and/or repeated dishonesty, the instructor may recommend to the Provost more serious penalties, as described in 3.8.2. Such instances might include cheating on examinations or major projects; turning in the work of another person under the student’s name, including purchasing work from other sources; theft of another’s work; or other serious breaches of academic honesty.

3.8.2 Review by the Provost:

After receiving notification from the instructor, the Provost will review the evidence to determine if an additional penalty is warranted. The Provost may impose an additional penalty. Depending on how serious the incident is and on whether the incident is a first or subsequent offense, one or more of the following penalties may be imposed:

  1. Special research or service assignments appropriate to the case,
  2. A lowered course grade,
  3. Dismissal from the course with a grade of “WF”,
  4. Probation,
  5. Dismissal from the university.

3.8.3 Appeal to the Academic Policy Committee:

If a student wishes to appeal the penalty of the faculty member or Provost, he or she may appeal to the Academic Policies Committee within 48 hours of receipt of the decision. An appeal may be made if there is new evidence, if the proper procedures were not followed, or if the penalty involves dismissal from the university.

The letter of appeal must state specifically how the decision was in error and must be accompanied by evidence to substantiate that claim. The committee shall investigate the charge of error and respond in writing to the student, the instructor, the Chair/Director, and the Provost, within 15 working days of the receipt of the appeal.

This committee will review the evidence and will make its recommendation for dismissal of charges or for penalties to the Provost. The Provost will make final determination of the penalty to be assigned.

3.8.4 Appeal to the President of the University:

The student has final recourse for appeal to the President of the University. An appeal may be made only under the same provisions described in 3.8.3. The President will review the evidence and either uphold or change the earlier decisions.

In all cases, a statement of the action taken against the student will be entered in the student’s file in the Office of Academic Affairs. A copy will be sent to the instructor and to the student’s advisor. At the time of graduation, the student may request that the statement of action be removed from the file.

3.9 Examination Policy

Faculty members should announce examination policies for each class at the beginning of the semester, and include the policies on the syllabus for the class.

3.9.1 Final examinations

Final examinations are to be given in all classes unless an exam is not appropriate for the course. If an exam is not given, the final examination time period should be used to receive papers or to discuss papers or projects. Any exceptions to the adopted calendar and/or final examination schedule must be approved by the Provost of the University prior to the announcement to the class of the change. For courses with multiple sections, faculty members may request permission from the Provost to schedule a single exam time for those sections. Such requests should be made before the publication of the final examination schedule.

3.9.2 Changing Final Exam times

Students requesting to change a final examination time or day must make request to the Office of the Provost of the University. The Provost’s Office monitors requests for changes of exam time. Students may request a change in a final exam time only if:

  1. the student has 3 or more final examinations scheduled on one day, or
  2. the student has a work schedule which conflicts with an exam time, or
  3. there is a personal situation beyond the control of the student.

If the request for change is approved, the Provost will contact the faculty member to determine a convenient time for the faculty member and student. Students will be given written notification of approval or denial of requests to change exam times. Faculty members will be notified in writing of approval to change exam times.

3.10 Student Attendance Policy

Individual faculty members determine the attendance policy for their classes. Attendance policies are to be given to students in writing as part of the syllabus for the course. The policy will include steps for implementing the policy. Faculty members are required to maintain records of student attendance, and to report the last day of attendance when recording grades for the semester.

3.11 Responsibility for Meeting Classes As Scheduled

Classes are to be taught at the time shown in the schedule of classes, except in extenuating circumstances. A change in the class meeting time should be made primarily to meet educational objectives, and may be made only if the change is acceptable to all students in the class. Any departure from the scheduled meeting time, other than those of a temporary nature, should be approved by the Department Chair/Director and coordinated with the Registrar.

3.11.1 Absence of Faculty members

Planned absence from campus should be approved in advance. The Department Chair/Director may approve absences of one or two class days. Absences longer than two class days must be approved by the Provost of the University. Requests for absence must be submitted in writing, well in advance of the planned absence.

When possible, faculty members should make prior arrangements for anticipated absences. When this is not possible, the faculty member should first attempt to notify the Department Chair/Director. If unable to reach the Chair/Director, the faculty member may contact another qualified member of the department and ask that individual to teach the class or make suitable alternate arrangements for meeting the obligations of the class. Classes should be cancelled only when alternate arrangements are not possible.

3.11.2 Cancelled classes

Classes cancelled by a faculty member should be made up in an appropriate manner, either by scheduling alternate meeting times for the classes, or by other work appropriate to the educational purposes of the class.

3.11.3 Examinations during faculty absence

Examinations or tests given during a faculty member’s absence from campus may not be proctored by support staff.

3.12 Harassment and Sexual Misconduct

3.12.1 Harassment is physical conduct, verbal conduct or other expressive behavior, including written or pictorial expression, that explicitly demeans the gender, race, sexual orientation, religion, color, creed, disability, national origin, veteran status, ancestry or age of a person or persons and 1) interferes with education, employment or other College-authorized activity or 2) creates an intimidating, hostile or demeaning environment for education, College-related work, or other College-authorized activity.

  1. Verbal harassment includes, but is not limited to name calling, slurs and epithets, jokes or other remarks that demean the victim and/or discourage the individual's full participation in the College community. Physical harassment occurs when a person's body, possessions, or residence are threatened or abused.
  2. In addition to the preceding definition, harassment refers to behavior that is not welcome, which is particularly offensive, which debilitates morale and which therefore interferes with the work or academic effectiveness of its victims, their co-workers and their peers.

3.12.2 Sexual misconduct, in a college setting, is “non-consensual physical contact of a sexual nature,” including such acts as using force, threat, intimidation, or advantage gained by the offended person’s mental or physical incapacity or impairment, of which the offending person was aware or should have been aware.

3.12.3 Harassment of students and college employees or sexual misconduct will not be tolerated. Any employee who believes they have been subjected to or witnessed harassment or sexual misconduct should report the matter to the Vice President of Academic Affairs or the President of the College. If a case involving a faculty member cannot be resolved at this level, the grievance procedure (Section 2.15) will be employed. An individual who believes they have been subjected to harassment or sexual misconduct can also report the incident(s) to the police department.

All complaints will be investigated in a timely and responsible manner. It is understood that these matters can be extremely sensitive and, so far as possible, will keep all complaints of harassment or sexual misconduct and all communications, such as interviews and witness statements, in strict confidence. All witnesses and those interviewed during the investigation are expected to treat the matter as confidential. All employees who are a part of the investigation have the duty to answer all questions honestly and completely. Individuals alleged to have committed harassment or sexual misconduct have the right to be presented with the allegations and have a responsibility and a right to respond to the allegations. Both the person(s) claiming harassment or sexual misconduct and the accused have a right to a prompt and complete investigation of the claim as well as learning the result of the investigation.

3.12.4 A finding of harassment or sexual misconduct by any employee will result in disciplinary action up to and including dismissal.

3.12.5 The University will not tolerate retaliation against any student or employee who complains of harassment or sexual misconduct or who provides information in connection with any such complaint. Any employee who impedes an investigation, covers up the truth or retaliates against a complainant shall be subject to disciplinary action up to and including dismissal.

3.13 Substance Abuse Policy

The University strives to maintain an environment free from conditions that might prove harmful. Behavior resulting from the misuse of alcohol and other drugs can endanger both the individual user and others. When a person seeks refuge through the misuse of alcohol and other drugs, efforts to enrich life through other activities are reduced. Because the abuse of alcohol and other drugs often limits one’s full participation in and contribution to the total program of the College, it is incompatible with the educative process and inconsistent with the basic purposes of an academic community.

Although it is the policy of Heidelberg to be supportive of those individuals receiving treatment for chemical dependency (including alcohol abuse), students and employees should be apprised that treatment is not a refuge from disciplinary action. Individuals with dependency problems who do not respond to treatment may ultimately have their employment terminated or be dismissed from school. Disciplinary actions may be held in abeyance pending the conclusion of a treatment program and may be mitigated by the results of such a program.

3.13.1 The University has prepared a "Substance Abuse Policy" booklet in compliance with the Drug-Free Schools and Communities Act. The Substance Abuse Policy booklet is available through the Office of the Vice President of Student Affairs.

3.14 Tobacco Use Policy

Heidelberg remains committed to the health and wellness of its students and the broader campus community. Among the efforts to be implemented by the University are efforts to promote and assist health awareness, wellness, and smoking/tobacco cessation and to enhance air quality and concern for the health and wellness of others throughout campus.

Smoking and use of all tobacco products are prohibited in all Heidelberg University buildings and structures, in all vehicles owned or rented by Heidelberg, and in all sports, recreation, or other designated outdoor areas of campus.