Notification Process for Brief Absences for Medical or Personal Reasons
The Director of Academic Advising or designee may notify faculty and staff when a student is unable to attend classes due to brief illness, injury hospitalization, death of a loved one, or other personal circumstances. The notification is to facilitate communication only and does not supersede individual course attendance policies, assignment due dates, or scheduled exams. Students are responsible for discussing options for completing missed coursework with faculty (due date modifications, course incomplete, course withdraw). Students who require accommodations should contact Disability Services. The student or family member may call 717.361.1415 for more information. For more information regarding a formal leave or withdrawal from the College see Policies and Procedures Regarding Leave of Absence and Withdrawals (below).
Leave of Absence
Students in good academic standing may take a leave of absence from the College for a period of time not to extend beyond the academic year in which the leave is taken. Leaves of must be approved by the Director of the Center for Student Success. In order to return to the College following a leave of absence, students must submit a readmit request to the Office of Registration and Records. For more information about the Leave of Absence process, contact Stephanie Rankin, Associate Dean of Students for Student for Success.
Withdrawal from College (Voluntary)
Students who withdraw from the College during a semester also withdraw from all of their classes for that semester. Full-time students withdraw from the College through the Center for Student Success; part-time students withdraw through the Office of Registration and Records. Students who withdraw during the semester are expected to leave the campus as of the effective date of their withdrawal.
For purposes of billing, room reservation, academic responsibility, etc., the effective date of withdrawal is the date on which the completed official notice is returned to the Center for Student Success or the Office of Registration and Records. A student who withdraws without notification receives no refunds and may incur the full room penalty. Failure to comply with the withdrawal procedures may result in loss of the privilege of readmission to the College and the right to the release of a transcript of credits earned. See the Institutional Refund Policy for information about pro-rated refunds.
For more information about the voluntary withdrawal process, contact Stephanie Rankin, Associate Dean of Students for Student Success.
Medical Withdrawal (Voluntary)
A medical withdrawal for a physical health or mental health reason is defined as a withdrawal from the College for at least the remainder of the semester in which it is initiated. The withdrawal may extend through subsequent semesters depending on the nature and course of the health concerns. The transcript will indicate “W” for all current courses.
A medical withdrawal for physical or mental health reasons is requested voluntarily by the student and may be approved if, in the judgment of a licensed medical or mental health provider, it is determined to be in the best interest of the student. A Medical Withdrawal Documentation Form must be signed by the student and completed by the student’s treatment provider. The Form must be submitted to the Associate Dean of Students for Counseling and Health Needs, who also speaks with the student, before the withdrawal can be authorized.
During a medical withdrawal, the College expects the student to participate in professional healthcare treatment with a licensed medical or mental health provider as the primary method of resolving or managing the health concerns which led to the medical withdrawal. Prior to being considered for readmission by the College, the student must have the relevant treatment provider submit the Medical Withdrawal Re-Entry Documentation Form to the Associate Dean of Students for Counseling and Health Needs. Consulting with the Associate Dean of Students for Counseling and Health Needs is necessary as part of the readmission process following a medical withdrawal. See the Re-Entry Requirements after a Medical Withdrawal document for details on the re-entry process.
Students are also encouraged to:
- Contact Housing & Residence Life at 717.361.1197 as soon as possible for information about the procedures for moving out of the Residence Hall, and to inquire about the housing registration process.
- Contact Disability Services at 717.361.1227 to discuss accommodations during the re-entry process. It may be necessary to provide documentation from your health care provider in order to support requests for accommodations.
- Consult with Financial Aid and the Business Office regarding implications for individual financial aid and the Institutional Refund Policy.
For more information about a voluntary medical withdrawal, contact Dr. Bruce Lynch, Associate Dean of Students for Counseling and Health Needs.
An Involuntary Withdrawal may be imposed by the college when a student exhibits behavior that has not been appropriately resolved through the Student Conduct process or is threatening to the safety and well-being of the college community.
Each situation will be reviewed on a case-by-case basis through an individualized assessment of the student’s ability to safely participate in college programs. The Dean of Students will consult with the Director of Counseling and Health Needs, Director of Campus Safety, Associate Dean of Students for Student Success, Associate Dean of Students for Community Living, the Director of Disability Services and college legal counsel as necessary to fully consider available medical knowledge and the observed, documented behavior which prompted the review in order to determine if a reasonable accommodation can be made or if a withdrawal is recommended.
If a withdrawal is recommended, the Dean of Students will confer with the student and/or parent/guardian to explain the advantages of a voluntary withdrawal or voluntary medical withdrawal and the conditions for re-entry which may include a medical clearance from a licensed physician or psychologist. If the student declines to take a voluntary withdrawal or voluntary medical withdrawal, the Dean of Students may impose an involuntary withdrawal. The Dean of Students will explain the implications for the student including the conditions for re-entry which may include a medical clearance from a licensed physician or psychologist. During an Involuntary Withdrawal, the student is immediately administratively withdrawn from all classes and from college housing if applicable. The transcript will indicate “W” for all currently enrolled courses. The student may be eligible for a refund according to the Institutional Refund Policy.
In an emergency situation, the College will take immediate steps to protect the health, safety, and welfare of students, employees, and the campus community including the imposition of an Interim Separation by the Dean of Students. The subsequent individual assessment may result in an Involuntary Withdrawal.
Appeal of an Involuntary Withdrawal
A decision to impose an Involuntary Withdrawal may be appealed by the student to the President within five (5) business days of the decision. Appeals should be in writing, sent from @etown email address, and include specific reasons for the appeal. The Provost has five (5) business days to review the information presented and inform the student in writing of a final decision. The Provost may uphold the decision of the Dean of Students, adjust the finding, refer the matter back to the Dean of Students for additional consideration or reverse the decision and reinstate the student. The President’s decision is final.
Students who believe they may have been discriminated against on the basis of a disability can follow the grievance procedure at www.etown.edu/offices/disability/Grievance_Procedure.aspx.
Procedures for Dealing with Cases of Academic Dishonesty
Instances Involving Course Work. The following steps are to be followed when dealing with instances of academic dishonesty involving course work:
Initial Conference. When an instructor discovers evidence of academic dishonesty, an informal conference is scheduled promptly with the student or students involved. If a face-to-face meeting is not possible, this conference can take place by video conferencing (i.e. Zoom ) or via e-mail. If an instructor is unable to schedule a conference before grades are due, a grade of Incomplete for the course may be assigned in the interim. If the student confirms his or her academic dishonesty in the initial conference, then the procedure continues with the written notification step below.
Second Conference. If, in the informal conference, the student denies academic dishonesty, but the instructor is satisfied that there is evidence of academic dishonesty, a second conference is scheduled with the student involved. In cases involving more than one student, either individual or group conferences may be appropriate depending on the particular circumstances of the case. This second conference should include the School Dean or another faculty member in the School in instances where the School Dean is also the Chair of the Academic Standing Committee. If the School Dean commenced the integrity violation a second faculty member from the School should be included. The student also has the right to have a faculty member, another student, or a member of the Center for Student Success present as a silent observer. Due to the nature of this second conference, it should be scheduled as a face-to-face meeting. If a face-to-face meeting is not possible, this conference can take place video conferencing (i.e. Zoom).
Written Notification. If, following either the initial or second conference, the initiating faculty member is satisfied that there is proof of academic dishonesty, the faculty member will give the accused student(s) written notification specifying the infraction and the recommended penalty. Copies of this notification are sent to the School Dean (or equivalent) and the Chair of the Academic Standing Committee. Should the School Dean (or equivalent) not agree with the faculty member’s recommended penalty, both the faculty member and the School Dean (or equivalent) will give written notification with rationale to the Chair of the Academic Standing Committee. The Chair of the Academic Standing Committee will review the matter and recommend action and will inform the student in writing of the recommended action.
Reported Cases. Cases of alleged academic dishonesty reported by a student or students or college staff are managed as described above.
Academic Standing Committee. Following the second conference, the accused student(s) will have the alternative of (1) accepting the penalty recommended by the faculty member or the Chair of Academic Standing Committee [in the case of a difference between the faculty member and the Chair of Academic Standing Committee], or (2) requesting a hearing before the Academic Standing Committee. The request for a hearing must be presented in writing to the Chair of Academic Standing Committee within five business days of receipt of the notice of information. In no case may the Academic Standing Committee impose a penalty more severe than the one imposed by the faculty member, or the Chair of Academic Standing Committee, as the case may be.
Dismissal. Beyond the penalty imposed for the individual course, the Chair of the Academic Standing Committee will review each case of academic dishonesty and exercise judgment as to whether a student found to be in violation of the standards of academic integrity should be recommended for dismissal from the College. If it is the Chair of the Academic Standing Committee’s judgment that academic dismissal is appropriate, the Chair of the Academic Standing Committee will notify in writing both the student and the Academic Standing Committee of their decision and the factors that influenced that decision.
Academic Standing Committee. In the event of dismissal, the student will have the option of (1) accepting the Chair of the Academic Standing Committee’s decision, or (2) requesting a hearing before the Academic Standing Committee. The request for a hearing must be presented in writing to the Chair of the Academic Standing Committee within five business days of receipt for the Chair of the Academic Standing Committee’s decision. The Academic Standing Committee’s decision is final.
Note: If the School Dean is serving as the Chair of the Academic Standing Committee and initiates an integrity violation, then the Provost for Academic or Associate Provost for Student Learning will participate in the processes, as described, in replace of the Chair of the Academic Standing Committee.
All forms of dishonesty in academic matters are violations of the Standards of Academic Integrity and are the concern of the Academic Review Committee. Inappropriate actions – for example, lying to College officials or forgery of an advisor’s signature – are violations equivalent to cheating and plagiarism in course work. Such dishonesty will be dealt with following the general procedures set forth above. Cases are reviewed individually and according to the circumstances of the violation; possible penalties include suspension or dismissal from the College.
Grades are considered to be official at the time they are submitted by the faculty. Questions concerning grades must be called to the attention of the instructor immediately after the official grade report is received. Formal grade appeals must be submitted within 30 working days of the date on which the grade was issued from the Office of Registration and Records. An exception to the 30-day time limit requires formal petition to and approval of the Academic Standing Committee.
Any and all overnight guests must be registered with and approved by Campus Safety and the Office of Housing & Residence Life prior to visting campus. No guests under the age of 16 will be approved. Students are permitted to host guests for a maximum of three days per month each semester as long as their roommate(s) approve. Hosts and their guests must remain together at all times. Any alleged or actual policy violations will result in the guest’s emergency contact being notified and the guest being asked to leave campus. The host will be routed through the student conduct process. The College reserves the right to restrict guests or visitors access for any reason at any time.
The College defines harassment as any behavior, verbal or physical, which creates an intimidating, hostile or offensive work, learning or living environment, particularly if questionable behavior is repeated or if it continues after the offending party is informed of the objectionable or inappropriate nature of the behavior
Harassment, bullying and intimidation complaints of a non-sexual nature where either the Complainant or Respondent are students will be resolved through the Student Conduct Process.
In cases where an employee is the Respondent (accused), the College will resolve the complaint according to procedures in the Employee and Faculty Handbooks.
Harassment and Intimidation
The totality of the circumstances of any given harassment incident must be carefully investigated, but prohibited harassment may take many forms. The most common examples include:
- Verbal harassment such as jokes, epithets, slurs, negative stereotyping, and unwelcome or patronizing remarks about an individual’s body, color, physical characteristics or appearance.
- Physical harassment such as physical interference with normal work, impeding or blocking movements, assault, unwelcome physical contact, staring at a person’s body, or threatening, intimidating or hostile acts that relate to a protected characteristic.
- Visual harassment such as offensive or obscene photographs, calendars, posters, e-mails, social media, cards, cartoons, drawings and gestures, display of lewd objects, unwelcome notes or letters, or any written, electronic, or graphic material that denigrates or shows hostility or aversion toward an individual.
Bullying is unwelcome or unreasonable behavior that demeans, intimidates, or humiliates people either as individuals or as a group. Bullying behavior is often persistent and part of a pattern, but it can also occur as a single incident. It is usually carried out by an individual but can also be an aspect of group behavior. Context is important in understanding bullying, particularly verbal communication. There is a difference between friendly banter exchanged by colleagues and comments that are meant to be, or are taken as, demeaning.
Mobbing is a particular type of bullying behavior carried out by a group rather than by an individual. Mobbing is the bullying or social isolation of a person through collective unjustified accusations, humiliation, general harassment, or emotional abuse. Although it is group behavior, specific incidents such as an insult or a practical joke may be carried out by an individual as part of mobbing behavior.
Bullying is unacceptable behavior because it breaches principles of equality and fairness, and it frequently represents an abuse of power and authority. It also has potential consequences for everyone involved.
Confidentiality will be maintained throughout the investigation process to the extent practical and consistent with the College’s need to undertake a full and impartial investigation.
College Reporting Requirements
The College is required by law to issue a timely warning about hate crimes that present a continuing danger to the campus community and to disclose annual statistics about these crimes in the Annual Security and Fire Safety Report. Only general information, as opposed to personal or identifying details, will be disclosed in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crimes Statistics Act.
Documentation of the Incident
It is essential that individuals who have experienced bias, and witnesses, or other individuals reporting a bias-related incident provide as much information as possible about the incident. A detailed account including date, time, exact location, names of persons involved, including any witnesses, is considered necessary for an investigation by Campus Safety and/or the local police. Impacted individuals and witnesses are encouraged to preserve evidence. For example, do not erase or remove graffiti, vandalism or public postings; take a photo if possible. Make a written record of any verbal assault; maintain any email record (do not alter, delete or forward the message). If the incident occurred by telephone, make note of the time and length of the call along with the phone number if possible, but do not engage with the caller.
Report of a bias-related incident will be referred to the appropriate college official for review and investigation. Individuals making a report will be given an opportunity to provide additional information, review issues of confidentiality, and discuss potential next steps. The resolution process for any reported incident will follow procedures outlined in the Student, Faculty and Employee Handbooks.
Policy Regarding Hazing
Elizabethtown College does not tolerate any form of hazing. Any student, student group, team, or other persons associated with a student organization found responsible for hazing, aggravated hazing, or organizational hazing under this policy, whether occurring on or off campus, will face disciplinary action from the College. Hazing is not only a violation of College policy, but is also a criminal act under The Timothy J. Piazza Antihazing Law, 18 Pa. C.S. § 2801, et seq. (the “Antihazing Law”). Hazing negatively impacts student development and well-being, and contributes to an environment of disrespect and erodes institutional core values of peace, non-violence, human dignity, and social justice.
Elizabethtown College defines hazing, as set forth below, consistent with the Antihazing Law. Under both the Antihazing Law and College policy, the express or implied consent of any participant or witness is not a legitimate defense to hazing.
Members of the Elizabethtown College community have a responsibility not only to refrain from participation in hazing activities but they have an affirmative duty to report such activities to a College official. Acquiescence to the conduct prohibited by this policy is not acceptable and may lead to discipline.
For more information about hazing, or preventing hazing, visit StopHazing.org.
Consistent with the Antihazing Law, the following definitions apply to this policy:
Alcoholic liquid: A substance containing liquor, spirit, wine, beer, malt or brewed beverage, or any combination thereof.
Bodily injury: The term has the same meaning as defined in 18 Pa.C.S. § 2301.
Drug: A controlled substance or drug as defined in the act of April 14, 1972 (P.L. 233, No. 64) known as The Controlled Substance, Drug, Device and Cosmetic Act.
Minor: An individual under the age of eighteen (18) years.
Organization: (1) A club, society, association, or other group of individuals that are recognized by the College, with all appurtenant operational privileges, whose members are primarily students, minors, or alumni of the College; (2) any group of students, minors, or alumni of the College that, regardless of recognition by the College, exists, based on the totality of the circumstances (including, for example, the relevant history, structure, formalities, etc.), as an identifiable association based on a shared characteristic, belief, status, or other commonality among individual members, associates, or participants of the group.
Serious bodily injury: The term has the same meaning as defined in 18 Pa.C.S. § 2301.
Student: An individual who attends or has applied to attend or has been admitted to the College.
Elizabethtown College prohibits hazing, aggravated hazing, and organizational hazing—all of which are prohibited under the Antihazing Law. These prohibited acts are defined below.
Hazing. A person commits the offense of hazing if the person intentionally, knowingly, or recklessly, for the purpose of initiating, admitting, or affiliating a minor or student into or with an organization, or for the purpose of continuing or enhancing a minor or student’s membership or status in an organization, causes, coerces, or forces a minor (i.e. an individual under the age of 18) or a College student to do any of the following:
1. Violate federal or state criminal law;
2. Consume any food, liquid, alcoholic liquid, drug, or other substance which subjects the minor or student to a risk of emotional or physical harm;
3. Endure brutality of a physical nature, including whipping, beating, branding, calisthenics, or exposure to the elements;
4. Endure brutality of a mental nature, including activity adversely affecting the mental health or dignity of the individual, sleep deprivation, exclusion from social contact, or conduct that could result in extreme embarrassment;
5. Endure brutality of a sexual nature;
6. Endure any other activity that creates a reasonable likelihood of bodily injury to the minor or student; or
7. Violate any policy, rule, or regulation of the College, including, for example, the Student Code of Conduct.
Hazing does not include reasonable and customary athletic, law enforcement, or military training, contests, competitions or events. In its discretion, the College has the right to determine what is “reasonable and customary” in the relevant context.
Aggravated Hazing. A person commits aggravated hazing if the person commits a violation of hazing that results in serious bodily injury or death to the minor or student; and:
1. The person acts with reckless indifference to the health and safety of the minor or student; or
2. The person causes, coerces, or forces the consumption of an alcoholic liquid or drug by the minor or student.
Organizational Hazing. An organization commits organizational hazing if the organization intentionally, knowingly, or recklessly promotes or facilitates a violation of hazing or aggravated hazing.
Under the Antihazing Law, any person or group who causes or participates in hazing commits a summary offense unless the hazing results in or creates a reasonable likelihood of bodily injury to the minor or student. When the hazing results in or creates a reasonable likelihood of bodily injury to the minor or student, hazing is a misdemeanor of the third degree. Additionally, any act that would violate the Antihazing Law also violates this policy.
How to report an incident of hazing
In the case of an emergency, dial 911.
Elizabethtown College encourages all members of the community who believe that they have witnessed, experienced, or are aware of conduct that may constitute hazing, aggravated hazing, or organizational hazing in violation of this policy to contact the College’s Dean of Students at 717.361.1196 or Campus Safety at 717.361.1264.
The College’s response to a report of hazing
Upon receipt of a report of hazing, aggravated hazing, or organizational hazing, the College will take the action deemed necessary by the College to protect the College’s students, properties, and interests. Campus Security or a qualified external investigator will conduct an investigation into the alleged prohibited conduct. As discussed below, the College will sanction any individual or organization that violates this policy. Any sanctions issued by the College are independent of the issuance or resolution of any criminal charges, and the College reserves the right to complete its investigation and implement sanctions, as appropriate, regardless of any past, ongoing, or future criminal investigation.
If the alleged prohibited conduct was committed by a College student or student organization (recognized or otherwise), the College will initiate the disciplinary process set forth in the College’s Student Code of Conduct. Potential sanctions include, but are not limited to, loss of privileges, fine, suspension/expulsion of individual students or the responsible organization.
If the alleged prohibited conduct was committed by a varsity athletic team, the Dean of Students, in consultation with the Director of Athletics, and any other appropriate College personnel, will implement sanctions, up to and including removal from the team and forfeiture of one or more games, competitions, meets, or other contests.
If the alleged prohibited conduct was committed by a faculty member or a staff member, the College will process the allegation consistent with the Faculty Handbook or Staff Handbook, respectively. Potential sanctions include, but are not limited to, reassignment, suspension, or termination of employment.
Elizabethtown College will maintain a report of all alleged violations of this policy or of federal or state laws related to hazing that are reported to the College. The College will publish updated reports on January 1 and August 1 of each year and will publish each updated report on the Office of Student Rights and Responsibilities’ website.
This policy statement provides information to individuals using animals to assist with disability related needs at Elizabethtown College. The use of animals on campus falls into two categories: service animals and assistance animals:
In accordance with Section 504 of the Rehabilitation Act of 1973 the Americans with Disabilities Act of 1990 (ADA), the Fair Housing Act, and the Americans with Disabilities Amendments Act of 2008 Elizabethtown College seeks to accommodate persons with disabilities requiring the assistance of a qualified service animal. We encourage individuals with service animals to share this information with the Office of Disability Services.
Definitions: Service Animal
Under the ADA, a public accommodation shall modify policies, practices, or procedures to permit the use of service animals by an individual with a disability. The ADA defines a service animal as a dog individually trained to work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. Other species of animals, whether trained or untrained, are not considered service animals (with the exception of miniature horses). The work or tasks performed by a service animal must be directly related to the handler’s disability. Examples include but are not limited to: assisting individuals who are blind or have low vision with navigation and other tasks, alerting individuals who are deaf or hard of hearing to the presence of people or sounds, pulling a wheelchair, assisting during a seizure, alerting to the presence of allergens, and preventing or interrupting impulsive or destructive behaviors.
Documentation and Inquiries regarding Service Animals: The College is able to make the following inquiries to determine whether an animal qualifies as a service animal:
- Is the animal required because of a disability?
- What work or tasks has the animal been trained to perform?
Responsibilities of the Student with the Service Animal
The Service Animal must be under the control of its handler. A harness, leash, or other tether must be used unless the handler is unable because of the disability to use a harness, leash, or other tether, or if the use of a harness, leash, or other tether interferes with the service animal’s safe, effective performance of the work or task. In such cases, the service animal must remain under the student’s control, such as voice control.
The student must provide care and supervision of the service animal. Elizabethtown College is not responsible for the animal’s care or supervision. All students are responsible to clean up after and properly dispose of their animal’s feces while on campus.
It is the handler’s responsibility to ensure that the service animal is in good health, clean, free of fleas and ticks, and is at all times in compliance with all Pennsylvania State laws and requirements associated with licensing, vaccinations, and other health regulations.
Elizabethtown College may ask a student with a disability to remove a service animal from the premises if the animal is out of control and the student does not take effective action to control it, if the animal poses a direct threat to the health or safety of others that cannot be eliminated or reduced to an acceptable level by reasonable modifications to other policies, practices, and procedures (must be an individualized assessment), or if the animal is not housebroken. If Elizabethtown College properly excludes a service animal, it must give the student the opportunity to obtain goods, services, and accommodations without having the service animal on college property.
Students who wish to appeal a denied request for use of a Service Animal may file a grievance utilizing the College’s Grievance Procedure.
An assistance animal (AA) is an animal that provides security, calming influence, emotional support, or otherwise assists the student in managing or relieving a symptom associated with a mental or emotional condition. While the College may be required to reasonably accommodate an assistance animal in a residence hall or campus apartment, the institution is not required to allow that student to bring the animal to other areas or buildings on campus unless the animal also qualifies as Service Animal under ADA and section 504 of the Rehabilitation Act.
Although the campus welcomes approved assistance animals, under no circumstances may a student bring an assistance animal to campus without the College’s express written approval.
Requests for Assistance Animals
Students wishing to make a request for the reasonable accommodation an assistance animal must do so by contacting the Director of Disability Services, 228 Baugher Student Center, Elizabethtown College, at least 60 days prior to the start of the semester for which the request is being made. Requests submitted after that date may be considered but may not be granted based on available housing and other circumstances. Requesting Students must complete the Request for Assistance Animal as a Reasonable Housing Accommodation Form and submit supporting documentation from their treating health care provider. Determinations will be made by a review committee on a case-by-case basis, and in accordance with applicable laws and regulations, as to whether the animal in question qualifies as an assistance animal for the requesting student. This process may include additional conversations between Disability Services, the requesting student, and, with the student’s consent,the treating health care provider. If the student does not consent to the College communicating with the student’s provider, the College may not be able to determine whether the student qualifies for an assistance animal and whether the requested animal is suitable as an assistance animal. Approval for an assistance animal may be situationally dependent on factors including whether the animal will be disruptive in student housing and whether the animal is suited to live within the confines and restrictions of student housing. Due to the unique issues that apply to residential living on a college campus, the College may defer the effective date of any approval of an assistance animal until the beginning of the next semester.
Criteria for Determining If Presence of the Assistance Animal is Reasonable
College housing is unique in several aspects including the mandatory assignment of roommates for many students and the mandate that students must share a room or suite in certain residence halls.
Elizabethtown College does not limit room assignments for individuals with an assistance animal to any particular building or buildings. Nonetheless, the College may reserve certain buildings or wings as free from animals in order to ensure that others are not adversely impacted (e.g., to accommodate allergies, phobias, religion, etc.). The College reserves the right to assign an individual with an assistance animal to a single room without a roommate to ensure that the presence of an assistance animal does not present an undue administrative burden or fundamental alteration of college housing.
A request for an assistance animal may be denied as unreasonable on the basis of the following considerations (which is not an exhaustive list):
1.The size of the animal and accompanying cage or crate is too large for the currently assigned or other available housing space
2. The animal is not crate trained or otherwise accustomed to being in a cage;
3. The presence of the animal imposes an undue financial and/or administrative burden;
4 .The presence of the animal fundamentally alters college housing policies;
5. The presence of the animal poses a direct threat to the health or safety of others or would cause substantial property damage to the property of others, including college property
6. The resident has failed to abide by the guidelines for managing the assistance animal, including but not limited to permitting the animal to be disruptive to others in the housing community.
Conflicting Disabilities and Other Concerns
Allergic and other adverse reactions to animals are common. For this reason, we may notify the other residents that one or more students residing in the hall have been approved to have an animal in accordance with College policy without disclosing the nature of the policy or the presence of a disability. Please inform all persons entering your room of the presence of the animal. Persons who have asthma, allergies, or other medical conditions affected by the presence of any animal should contact Disability Services to request an accommodation. The person impacted by the presence of the animal may need to provide verifiable medical documentation to support their claim. The College will consider the needs of all individuals affected by the presence of an animal in resolving any dispute or conflict.
The College appreciates that some residents, who may not have a disability or need for religious accommodation, have a strong preference against residing with an animal. The College will entertain timely raised concerns and make a good faith effort to work with all interested parties for a mutually agreeable outcome.
Animals attacking, biting, or nipping at other animals or humans is not permitted. The College reserves the right to immediately remove from any animals that exhibits (or has exhibited) any behavior that threatens the safety or wellbeing of any member of the College community. Any species of animal that is prohibited by any applicable law is not a reasonable accommodation and may not be possessed by a student as an assistance animal.
Access to College Facilities by Assistance Animals
An assistance animal must be contained within the student owner’s privately assigned individual living accommodations (e.g., room, suite, apartment) except to the extent the individual is taking the animal out for natural relief. When an assistance animal is outside the private individual living unit (residence hall room, apartment), it must be in an animal carrier or controlled by a leash or harness. An assistance animal is not allowed in any college facilities other than college residence halls (e.g. individual residence hall rooms, suites, apartments, etc.) to which the individual is assigned. No student owner is permitted to bring the animal into common areas outside the resident’s own immediate living quarters (e.g., not permitted in dining halls, laundry facilities, study areas, lounge areas, etc.) No student owner shall permit the animal to go loose or run at large outside of their individually assigned residence hall room. If an animal is found running at large, the animal is subject to capture and confinement and immediate removal from college housing. The student owner agrees to abide by all equally applicable residential policies that are unrelated to the individual’s disability such as assuring that the animal does not unduly interfere with the routine activities of the residence or cause difficulties for individuals who reside there. Understanding the limited access to campus facilities under the FHA, students are encouraged to carefully consider both the advantages and disadvantages of the campus environment for their particular assistance animal.
Student Owner’s Responsibilities for Assistance Animals
If the college grants an student owner’s request to live with an assistance animal, the student owner is solely responsible for the custody and care of the assistance animal and must meet the following requirements. The student owner is responsible for ensuring that the assistance animal is contained in a crate, cage or similar restricted physical space when the student owner is not present while attending classes or other activities. An assistance animal is not permitted in common areas such as lounges in traditional residence halls. Animals may, with the permission of roommates, be in common living areas in campus owned apartments. The student owner must abide by the colleges requirements in meeting current city, county, and state ordinances, laws, and/or regulations pertaining to licensing, vaccination, and other requirements for animals. It is the student owner’s responsibility to know and understand these ordinances, laws, and regulations http://www.padoglicense.com/ . The following items must be presented to the Office of Disability Services in hardcopy, email, or fax: a current record of vaccinations completed and a copy of the pet ID tags and county license tags for dogs. Dogs and cats must have an ID tag on at all times that identifies its name and the name and phone number of the Student Owner. Dogs must wear county license tags. All cats and dogs entering human-inhabited dwellings who are three months or older are required by law to have a rabies vaccination.
Care of the Animal
The student owner is required to ensure the animal is well cared for at all times. All dogs and cats must be housebroken before arriving on campus. Under no circumstances are animals allowed to run inside or outside unsupervised or unleashed. Animals cannot be tied up, leashed to an object or building when outside or in a hallway/area while the student owner is not present. Any evidence of mistreatment, abuse, neglect, or failure to care for the assistance animal may result in immediate removal of the assistance animal and/or disciplinary sanctions through Campus Security, Student Rights and Responsibilities, and other external agencies as appropriate for the responsible individual. Elizabethtown College personnel are not required to provide care or food for any assistance animal.
The student owner is required to clean up after animal waste. All animal waste and litter must be disposed of in an outdoor receptacle. Student Owners must consult their Housing & Residence Life staff if they require assistance locating a designated outdoor receptacle. When provided, animals must use animal relief areas designated by Elizabethtown College. Animals are not permitted in residence hall bathrooms.
All food must be properly sealed in airtight containers to minimize attracting pests. Food containers are to be rinsed out or other measures undertaken to reduce residual odors. Any pet products that require cleaning (e.g., dog beds) may only be laundered in designated washing machines. Under no circumstances may the student owner clean their animal in residence facilities, including the student owner’s residence (e.g., sink, shower, etc.)
By accepting this accommodation of an assistance animal, the student owner understands and agrees that they are solely responsible for the wellbeing and actions of their animal. Student owners further agree that neither the Trustees of Elizabethtown College nor any of its employees/agents are responsible for any loss, damage, injury or death caused by their animal or sustained by their animal, even if such loss, damage, injury or death is caused by the college or its employees/agents. An individual with a disability may be charged for any damage caused by their Assistance Animal beyond reasonable wear and tear to the same extent that it charges other individuals for damages beyond reasonable wear and tear. The student owner’s living accommodations may also be inspected for fleas, ticks or other pests if necessary as part of the College’s standard or routine inspections. If fleas, ticks or other pests are detected through inspection, the residence will be treated using approved fumigation methods by a College-approved pest control service. The student owner will be billed for the expense of any pest treatment above and beyond standard pest management in the residence halls. The college shall have the right to bill the student owner’s account for unmet obligations under this provision.
The student owner must fully cooperate with College personnel concern any term of this Policy and caring for the animal (e.g., cleaning the animal, animal cage and bedding, feeding/watering the animal, designating an outdoor relief area, disposing of feces, etc.)
Student owners must notify Facilities Management there is an animal in the room when requesting work orders. For the safety and wellbeing of their animal and facilities staff or other contracted technicians animals are to be crated or student owners must be present during contracted work.
Evacuations & Fire Drills
In the event campus needs to be evacuated, all animals must be removed from campus as part of the emergency evacuation procedures. Student owners are reminded that during an evacuation, no one remains on campus and power may be disconnected; therefore abandoned animals may suffer from hunger and be subjected to discomfort. Student owners are required to develop a personal disaster plan that addresses the removal of any assistance animal in the event of evacuation. Students found responsible for abandoning an animal will be referred to the Office of Student Rights and Responsibilities and may lose the opportunity to have an assistance animal. During fire drills, assistance animals must be appropriately controlled by leash or cage, then removed to the designated meeting place. In the event that a drill occurs during a student owner’s absence, College staff may remove assistance animals from the student owner’s room. Emergency personnel may determine whether to remove the animal and may not be held responsible for the care, damage to, or loss of the animal.
If the student owner will be absent from their residence hall for 10 hours or more–including official College breaks (e.g. Thanksgiving break, winter break, etc.) or a sunset to sunrise period of time—the animal must be removed from campus until the student owner returns. It is the responsibility of the student owner to contact and make any necessary off-campus arrangements. It is not permitted for student owners to make arrangements for their assistance animal to reside with another student in College-owned student housing or to request that a roommate/suite-mate care for the assistance animal.
Student Owners found in non-compliance will forfeit their accommodation of an assistance animal. If a student has been given permission by Housing & Residenc Life staff to remain on campus during a College break period (Fall, Thanksgiving, Winter, Easter, or Spring Break) all College policies regarding assistance animals apply.
Removal of Assistance Animal
An assistance animal may remain in College housing only to the extent that the animal is needed, and supported by the student owner’s healthcare provider, because of the student owner’s disability. The student owner must notify the Disability Services Office in writing if the assistance animal is no longer needed or is no longer in residence. To replace an assistance animal, the a student must submit a request for an accommodation, and must establish that the animal is an assistance animal. The student owner must follow the procedures in this Policy and the Reasonable Accommodation Policy when requesting a different assistance animal. Students are cautioned not to presume that a replacement animal will be approved and may not bring the animal to campus prior to such approval.
Elizabethtown College may require an individual to remove an animal from College housing if:
1. The animal poses or has posed in the past a direct threat to the individual or others such as aggressive behavior directed at or resulting in injury to the individual or others or causes substantial property damage to the property of others.
2. The assistance animal’s presence results in a fundamental alteration of a college program.
3. The student owner fails to comply with the student owner’s responsibilities set forth above.
4. The assistance animal or its presence creates an unmanageable disturbance or interference with the College community, including, but not limited to, disruptive noise, physical harm, or an objectively reasonable perception of harm to humans or other animals/pets, or destruction of property.
5.The assistance animal’s presence would displace another individual from individual housing (e.g. serious allergies).
6. The assistance animal’s presence otherwise violates an individual’s right to peace and quiet enjoyment.
7. The assistance animal is not housebroken or is unable to live with others in a reasonable manner.
8. The assistance animal’s vaccinations are not up-to-date.
9. The assistance animal causes or has caused excessive damage to housing beyond reasonable wear and tear.
The College will base such determinations upon the consideration of the behavior of the particular assistance animal, and not on speculation or fear about the harm or damages an animal may theoretically cause. Aggressive assistance animals will be immediately removed from campus and the student may be referred to the Office of Housing & Residence Life. The student owner will be responsible for securing a placement for his/her animal. In the event the College has determined the animal must be removed from the campus the Emergency Contact will be notified and asked to assist if necessary. If Elizabethtown College properly excludes an assistance animal, it will give the individual with the disability the opportunity to obtain goods, services, and accommodations without having the assistance animal on college property.
Any member of the Elizabethtown College community may file a written complaint with Disability Services or Housing & Residence Life regarding the presence or conduct of an assistance animal permitted by the College. When a complaint relates to an alleged threat of health or safety to a member of the College community, or the threat of property damage, the College may require the immediate removal of an animal from campus until the complaint is resolved. In cases where the College requires immediate removal, the student owner shall make all arrangements, and take all necessary actions, to immediately remove the animal from campus.
If the College deems a complaint to be appropriate for informal resolution, the College will contact all interested parties in an attempt to mediate a resolution that is acceptable to the individual who submitted the written complaint (the “Complainant”), the student owner of the animal in question (the “Respondent”), and the College. The College will consider each complaint on a case-by-case basis in determining whether a complaint is appropriate for informal resolution. The College will consider factors such as the severity of the alleged situation, potential remedies, and relative positions of the Complainant and Respondent, plus any witnesses, in determining whether a complaint is appropriate for informal resolution. In the event that the College does not deem a complaint to be appropriate for an informal resolution, or if informal resolution does not yield consensus, the College will resolve the complaint via a formal investigation.
The Dean of Students, or their designee (the “Investigator”), will conduct the formal investigation as follows:
- In conducting the investigation, the Investigator will collect evidence and perspective from the Complainant and Respondent. The Investigator may interview witnesses, meet with the Complainant and Respondent, receive oral or written information, and make other appropriate inquiry. Within thirty (30) business days of the submission of the Complaint, the Investigator will make a decision on the merits of the complaint and any appropriate remedy. If resolution is not possible within thirty (30) business days, the Investigator shall inform the interested parties of the reasons for delay.
- The Investigator shall memorialize their decision in writing, together with all bases for it, and contemporaneously submit it to the Director of Disability Services, the Complainant, and Respondent—all via their official College email addresses.
The Complainant or Respondent may appeal the Investigator’s decision or remedies only by filing a written grievance under the below Grievance Procedure within seven (7) days after receipt of the Investigator’s written decision. At the discretion of the Dean of Students, the College will immediately implement any remedy deemed appropriate by the Investigator, despite any appeal.
Elizabethtown College will not retaliate against any person because that individual has requested or received a reasonable accommodation in college housing, including a request for an assistance animal. Nor will the College permit retaliation against anyone who has in good faith filed a complaint against a student owner with respect to their use of an assistance animal.
Emergency Contact: Every assistance animal student owner is expected to identify an emergency condition of approval for such assistance animal. Please provide the name and contact information of a person you designate to take care of your assistance animal should you need to leave campus and/or be unable to care for your assistance animal.This person may not be another student who resides in the college residence halls. This person must remove your assistance animal from your residence hall within a reasonable amount of time and in consultation with Housing & Residence Life staff. By listing an emergency caretaker, you are giving permission for college personnel to contact this person in the event that you leave campus or are unable to care for your assistance animal. In the event that the emergency contact is unable to take your assistance animal in a timely manner, the college may take steps to have your assistance animal boarded at a local animal facility and you will be responsible for any financial charges.
Consent from the emergency caretaker is required prior to the animal being approved.
Vaccination records must be affixed to the animal’s cage or crate in the event the information is needed for emergency off campus boarding
Students who wish to appeal a denied request for use of an assistance animal may file a grievance utilizing the College’s Grievance Procedure.
Grievance Procedure for Students in Cases of Alleged Discrimination on the Basis of a Disability
Elizabethtown College will make reasonable accommodations for the known physical or mental disabilities of an otherwise qualified individual (as those terms defined in the American with Disabilities Act). If you have a disability which requires an accommodation, please contact Lynne Davies, Director of Disability Services (BSC 216, 717.361.1227). Students and the Director will engage an interactive process to determine reasonable accommodations. For more information about the process for requesting a reasonable accommodation, please consult the Disability Services web page.
Elizabethtown College policy and federal law prohibit discrimination on the basis of a disability. Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 require that a grievance procedure be available to a student who wishes to contest an administrative or faculty decision regarding documented disability-related accommodations or issues.
When a student wishes to contest an administrative or faculty decision regarding disability related accommodations or issues, the student should make every attempt to resolve the problem through informal discussions with the person claimed to be responsible for the contested decision or act. If the student is unable, or chooses not, to resolve the issue directly with that person, the student should involve the Director of Disability Services for advice or help in negotiating a solution. The student may also contact that person’s supervisor to assist in the informal resolution process.
Attempts to informally resolve the contested decision or act should occur within thirty (30) business days of the contested decision or act. If the issue cannot be resolved by communication, education, or negotiation to the student’s satisfaction through the informal process, the student may follow the formal process set forth below.
The student may file in writing a formal grievance with the Dean of Faculty and Associate Provost for Student Learning (for academic issues) or Dean of Students (for student life issues) – hereafter referred to as “the Dean or Associate Provost.” The grievance statement should be as specific as possible regarding the decision or action(s) that precipitated the grievance: date, place, and people involved; efforts made to settle the matter informally; and the remedy sought.
- The Dean or Associate Provost shall forward a copy of the grievance statement to all parties involved within one week of the receipt of the statement. The Dean or Associate Provost will also provide a copy of the grievance statement to the Director of Disability Services who will be involved in resolution of the grievance as appropriate.
- The Dean or Associate Provost shall investigate the matter set forth in the grievance statement. In conducting the investigation, the Dean or Associate Provost may forward a copy of the grievance statement to the persons whose actions (or inactions) are the subject of the grievance and may request a written response to the grievance from appropriate individuals in the College. The Dean or Associate Provost may also choose to interview witnesses, to meet with concerned parties, to receive oral or written information, and to make other appropriate inquiry. Within thirty (30) business days of the submission of the grievance statement, the Dean or Associate Provost will make a decision on the merits of the student’s grievance and the appropriate resolution of the situation. If resolution is not possible within thirty (30) business days, the Dean or Associate Provost shall inform the student of the reasons for delay.
- Copies of the decision by the Dean or Associate Provost will be sent to the student and the Director of Disability Services. A copy may also be sent to the department or persons whose actions (or inactions) are the subject of the grievance, as appropriate. In the event that any party is not satisfied with the Dean or Associate Provost’s resolution of the grievance, a written appeal may be made to the Provost within (5) business days of the student’s receipt of the Dean or Associate Provost’s resolution. The Provost’s resolution is final.
- A record of all formal grievances filed under this procedure will be maintained in the office of Disability Services, The Center for Student Success.
ADA/504 Compliance Officer for Employees is the Director of Human Resources, Myer Hall, 717.361.1406. The ADA/504/ Title II Compliance Officer for Students is Lynne Davies, Director of Disability Services, Baugher Student Center 216, 717.361.1227.
For further information on non-discrimination, visit http://www2.ed.gov/about/offices/list/ocr/index.html, or contact the Philadelphia Office of the Office for Civil Rights, U.S. Department of Education, Suite 515, The Wanamaker Building, 100 Penn Square East, Philadelphia, PA 19107-3323.
OCR.Philadelphia@ed.gov or 215-656-8541
Information Technology Acceptable Use Policy
Elizabethtown College Students are encouraged to consult the IT Acceptable Use Policy regularly to ensure knowledge of college policies and standards regarding electronic communications and use of electronic tools.
Solicitation and Fundraising
Soliciting is not permitted on campus without the written authorization of the Dean of Students. In general, no solicitation requests involving personal gain, or by agencies or individuals from outside the College will be approved. In addition, door-to-door solicitation in residence halls by campus clubs, organizations, or individuals is prohibited.
If the fund-raising project involves any solicitation of off campus persons including parents, businesses, alumni, or any other off campus constituency, it must be approved by the Office of Institutional Advancement in Alpha Hall and the group’s advisor.
Social Networks Policy
It must be understood that the Student Code of Conduct and other Elizabethtown College policies apply to network usage and electronic postings. While the College does not as a matter of practice monitor posts for content, the College will investigate and take appropriate action if College officials learn of questionable content (e.g., depictions of illegal alcohol consumption, hazing, property damage, acts of violence, defamation of character, etc.). That is, students will be held responsible for the content and character of electronic postings in the public domain (e.g., Facebook, Twitter, etc.). If questionable material is brought to the attention of a college official, then an investigation will follow to determine appropriate interventions, if any. If the investigation so warrants, a student may be charged under the Student Code of Conduct and proceed to a Formal Resolution. Appropriate sanctions will be imposed if a student(s) is found in violation of the Student Code of Conduct. The College may be required to report results of its investigation to third parties, such as the Borough or State Police.
In some cases an electronic posting may give rise to concerns about the safety and well-being of a student or the campus community (e.g. depictions of self-injury, suicidal ideation, acute depressive state, etc.). These situations may be referred to the Campus Wellness Network or the Dean of Students.
Restroom Use Policy
Elizabethtown College encourages all students, employees and guests/visitors to utilize the restroom facilities that most closely align with their gender identity. Many people desire non-gendered restroom facilities for multiple different reasons. The College seeks to expand the availability of gender inclusive restrooms. It is not a requirement that a gender inclusive restroom be single-use, private or locked. Individuals utilizing gender inclusive restrooms do so with understanding and respect for the privacy of others.
Student Complaint Policy and Procedures
The policy and procedures outlined below are intended to provide structure for resolving specific student complaints and concerns. This policy is not intended to address anonymous concerns. Elizabethtown College values student privacy, and the information collected throughout any process will only be shared with those having a right or need to know to help resolve the complaint or track the progress of the resolution. Prior to consulting this policy and procedure, students should first consult policies and procedures outlined in the Student Handbook and the Academic Policies outlined in the College Catalog. This policy is not a replacement for existing procedures outlined in the Elizabethtown College Student Code of Conduct, Sexual Misconduct Policy and Procedures, Bias-Related Harassment and Discrimination Policies and Procedures, Academic Policies outlined in the College Catalog, Whistleblower Policy, or other existing policies or appeals processes. Students must initiate and pursue complaints on their own behalf, and others are not permitted to initiate and pursue complaints on behalf of a student, including parents or family members.
- Student concerns about a course, a faculty member, and/or issue directly related to academics should first consult the Academic Policies outlined in the College Catalog. Policies and procedures regarding grade appeals, the academic judicial system, etc., can be found in the College Catalog. If a student does not feel any existing policies or procedures address their concerns, they should speak directly with the faculty member. Should the concern fail to be addressed at that level, the issue should then be raised to the Dean of the school from which the issue originates.
- Student concerns with a non-faculty employee or a non-academic policy or procedure should be raised directly with that employee. If the complaint cannot be resolved at this level, the issue should be raised with the employee’s direct supervisor. Should the concern fail to be addressed at that level, the issue should then be raised to the director of the department/area. Please consult the Elizabethtown Organizational Chart.
- Student concerns about other issues related to campus climate may be raised through the Dean of Students and/or Student Senate. Students may contact Senate Executive Cabinet to determine who their representatives are or may seek assistance through the Senate Executive Cabinet.
- Students having concerns or grievances about another student should consult policies and procedures outlined in the Elizabethtown Student Code of Conduct.
Concerns not resolved after following the steps outlined above may then be brought forward as formal complaints utilizing the Student Complaint Form. The Complaint Form will be automatically directed to and reviewed by the Associate Provost for Institutional Effectiveness and Innovation. The Associate Provost will direct the Complaint form to the appropriate Executive Officer. Students submitting a complaint should expect a reply by the appropriate Executive Officer about the status of their complaint within 10 class days of submission. The resolution reached at the level of the Executive Officer is the final resolution.