Students are responsible for the policies and procedures published in this document, the KU Policy Register as well as other policies and/or regulations that are published and disseminated in hard copy or electronically available on the university website.
Withdrawal from a Course
When a student registers for classes, the student is responsible for those classes. To be relieved of this responsibility, the student must officially withdraw from those classes through the Registrar's Office. Failure to withdraw from a class for which a student registered, but is not attending, will result in a grade of "F" for that course.
Students will be permitted to withdraw from a course and receive a grade of "W" up to, the end of the tenth week of the semester. The "W" has no effect on the GPA. After the tenth week of the semester and through the last day of classes, a student who officially withdraws will receive a grade determined by the instructor. Latest date for withdrawal from individual courses in a Summer Session will be published prior to the beginning of the specific session. (See also: Withdrawal from the university)
Withdrawal from the University
Any student leaving the University prior to the end of any academic term must officially withdraw. The student should go the Registrar's Office (Stratton Administration Center) to initiate the formal withdrawal process. After the withdrawal form is completed, the student submits it to the Registrar's Office. The date the Office receives this withdrawal form with the student's original signature is the student's official date of withdrawal from the University. Please note that failure to complete the withdrawal process may result in failing grades in all courses being taken at the time of withdrawal. If the student completes the withdrawal process with the Registrar's Office prior to two weeks before the beginning of final examinations, the student will receive "W" grades for all courses. For extenuating circumstances as verified by the Counseling Center or the Health Center, and with the approval of the Undergraduate Exceptions Committee, a student can receive a 'W" for all courses when withdrawing from the University. (See also: Withdrawal from a Course and Leave of Absence Policy.)
Leave of Absence Policy
Students in academic good standing may be granted a leave of absence for medical reasons, study abroad, and other reasons by the Office of the Registrar. A leave may be granted for one semester, with the possibility of renewal for a consecutive semester. At the conclusion of the leave a student may register to continue studies without repeating the admissions process. Students must request a leave of absence with the first six weeks of a semester.
Excuses for Extended Absences from Classes
Students assume the responsibility for notifying their professors when they are expecting to be absent from class for an extended period of time, generally a week or more, because of illness, accidents, or emergencies. Students who will be absent from class for an extended period may contact the Vice Provost for Academic Affairs at 610-683-4220 for assistance in notifying professors. Medical complications or other circumstances that require extended absences may also be handled by the Vice Provost for Academic Affairs.
The individual instructor has both the authority and responsibility for managing student attendance. The instructor's policy regarding attendance for each course, including its potential effect on the final grade, should be written in the course syllabus and communicated to students during the first week of the semester.
While, as stated above, classes are conducted on the premise that regular attendance is expected, the university recognizes certain activities and events as legitimate reasons for absence from class.
Legitimate reasons for absence include, but are not limited to, death in the immediate family, religious observance, academic field trips, participation in an approved concert or athletic event, direct participation in university disciplinary hearings, and jury duty.
Nevertheless, the student bears the responsibility for fulfilling all course expectations in a timely and responsible manner. Instructors will, without prejudice, provide students returning to class after a legitimate absence, with appropriate assistance and counsel about completing missed assignments and class material.
Changes of Curriculum
Any student may request a change of major. The student should check the college and departmental requirements carefully. Students who wish to change into the "undeclared" category may do so by requesting such a change of major with the Advising Enrichment. All changes of major, minor, or academic advisor are made to be effective during the Drop/Add period of either the fall or spring semester. Requests for a change of major, minor, or academic advisor, which are completed after a Drop/Add period, will be processed, but will not take effect until the following semester. A student who changes into a new major/ minor, adds an additional major/minor, or re-enters a previous major/ minor program must comply with all course and degree requirements, which are in force as of the effective date of the change, addition, or re-entry. A student who wishes to change his/her major, minor, or academic advisor should go to the following offices to initiate the process for formal change:
A. to add a major in the College of Business-go to the Dean of the College.
B. to add a major in the College of Education-go to the specific departmental chairperson.
C. to add a major/minor in the College of Liberal Arts & Sciences-go to the specific departmental chairperson.
D. to add a major/minor in the College of Visual & Performing Arts-go to the specific departmental chairperson.
Students should review their college's handbook for advisement for further information about academic and/ or advisement policies.
Change of Grade
Occasionally there have been instances when an error in recording a grade has occurred and, when attention has been called to it, the professor has changed the grade originally reported. This is accomplished on a special form for this purpose. Students should know, however, that any grade change must have the approval of the chair of the department and no grade change will be honored without his/her signature. Changes from "I" (Incomplete) to a letter grade do not require the department chairperson's signature. No grade changes will be accepted after the deadline, which is ten weeks into the next regular semester. Please be aware that "I" grades no longer calculate as a "F".
Undergraduate students will be limited to a maximum total of six repeats at Kutztown University. A single course can be taken a maximum of three times. The most recent grade (regardless of whether it is higher or lower) will be the grade used for the GPA calculation. Courses completed at KU with a grade of "D" or better may not be repeated at another institution.
The Pass/Fail option is available to students for the Summer Sessions as well as for the regular Fall and Spring semesters. Students will have until the end of the Drop/Add period of any term to submit the completed Pass/Fail form to the Registrar's Office. (It is suggested that students consult with their advisors when selecting the courses for Pass/ Fail, but the advisor's approval is not required.) Please note that the Pass/Fail option continues to be available to students who have completed at least 30 semester hours (s.h.) with at least a 2.75 cumulative QPA. These students are eligible to take one course by Pass/Fail each semester up to a maximum of 18 s.h. in the undergraduate program (exclusive of Physical Education). Students may only select courses permitted under "Electives" in Categories II-V of General Education and those courses permitted under "Free Electives" or "Arts & Sciences Electives" if the students' major programs include these areas.
Students should be careful in selecting this procedure because courses that are prescribed in the major program including the specified electives under the major, minor, concentration, or concomitant courses cannot be taken pass/fail.
Undergraduate Exceptions Committee
The Undergraduate Exceptions Committee is a committee of faculty members which considers petitions of individual students wishing to have a specific regulation waived for just cause. Contact the Registrar's Office for forms and assistance with the procedure or you may download the form from the Registrar's home at the following link: http://www.kutztown.edu/registrar.
Transfer Credit Evaluation
The evaluation of course work that has been completed at another institution of higher learning is done by the Transfer Coordinator. Coursework completed at a regionally accredited institution which has been determined equivalent in content and level to course work offered at Kutztown University may be considered for transfer credit provided the student has earned a grade of "C-" or higher.
"D" grades will transfer if the student meets the criteria for the Academic Passport Agreement. Please see the website for more information at www2.kutztown.edu/admissions/transferring-to-ku/academic-passport-and-transfer-programs.htm.
Grades earned in courses taken at another institution will not be included in determining a student's QPA as only grades earned at KU affect this average. Students will receive a copy of the transfer credit evaluation that is completed by the Transfer Coordinator. All students are urged to contact the Transfer Coordinator with all questions regarding the
evaluation of their previous academic course work.
A. Advanced standing credit will be given only for equivalent courses completed in regionally accredited degree granting institutions of a collegiate level All first time baccalaureate degree students are required to take at least 30 of the last 45 credits at Kutztown.
B. Students transferring from any institution of higher education to Kutztown University will be required to complete at least 50% of their major degree requirements at Kutztown University. The courses to be taken to fulfill this requirement
must be at the upper level. In some cases, in order to comply with this regulation, a student may be required to complete additional semester hours for a degree.
Returning After Ten Years (Ten-Year Rule)The University welcomes the return to higher education of students who for various reasons did not complete their degrees. Such students should be aware that courses taken in their major discipline ten years or more prior to the resumption of study may not be counted toward graduation. Such courses may no longer be considered to be current or be required for the degree. The Registrar determines the acceptability of these credits. However, students may request the re-evaluation of the Registrar's decision by submitting a petition to the Undergraduate Exceptions Committee.
Double Major-available on the following basis:
- A student must successfully complete all the required work under each major.
- A student must successfully complete all courses in one of the two concomitant areas.
- All course prerequisites must be fulfilled.
- Clearance for graduation must be approved by both departments or areas.
- A quality point average of at least 2.0 is required in each major.
- A student must successfully complete a comprehensive examination in each major.
Major-Minor based on the following criteria:
- The minor area requires between 18-20 semester hours
- Each department indicates the specific sequence(s) of study which constitutes the minor(s).
- At least three (3) courses of study in the minor must be in upper division.
- A quality point average of at least 2.0 is required in the minor.
CLEP (College Level Examination Program)
Enables students to earn college credit by examination. Credits are awarded for each CLEP examination when students earn an acceptable score as recognized by the University. Students may earn up to 21 credits from the battery of CLEP General Examinations. Please see the online Undergraduate catalog for more information.
Credits by Examination
Students who by experience or training acquired academic background or comprehension comparable to that required of students who complete a given course can, with the written approval of the department chairperson and professor concerned, submit a request for the privilege of taking an examination in the course for the purpose of establishing credit for it. Forms for both CLEP and Credit By Examination can be obtained in the Academic Services Office.
400 Level Courses
The enrollment of an undergraduate student to a 400 level course requires the attainment of Junior-Senior class standing and either a 2.90 grade point average or permission of the instructor.
Final examinations can constitute no more than 1/3 of the final grade.
Kutztown University offers dining service points in five buildings: South Dining Hall, McFarland Student Union, the Academic Forum, the Rohrbach Library and the Student Recreation Center. The South Dining Hall features the South Side Café and the Golden Bear Food Court.
The South Side Café is "all-you-care-to-eat" dining with unlimited seconds and a variety of food stations to satisfy your appetite. Points of service within the Golden Bear Food Court include the following: Bene Pizza, Montague's Deli, The Grill, Kutztown Perk, and P.O.D. Mini Market.
The McFarland Student Union features the Cub Café which offers Chik-Fil-A, Burger Studio, and Main Street Deli. In addition, you will find Java City in the Bear's Den Coffeehouse.
The Academic Forum features the Marketplace with Wrapz, Salad Garden, Italian Kitchen, American Grill, and Academic Grounds with fresh brewed Starbucks coffee.
At the Rohrbach Library the Book & Brew features Java City Eco Grounds coffee.
The Student Recreation Center features Fresh Market Smoothies, which offers healthy fruit juices, energy drinks, yogurt based smoothies, and much more.
Meal plans, cash, dining flex dollars, and Bear bucks are accepted at most dining locations with the exception that meal plans cannot be used at the Student Recreation Center or P.O.D. Mini Market.
- Smoking is prohibited.
- Proper clothing, including shirts and shoes, must be worn.
- With the exception of service animals, pets are not permitted in the dining areas.
- Book bags are not permitted in the South Side Café in the South Dining Hall.
Dining Regulations and ProceduresAny student may enter the dining areas and purchase food through their meal plan, dining flex dollars, Bear Bucks, cash or credit cards (VISA, MasterCard). Only those students originally issued an identification card by the University may use that identification card for the purpose of securing meals, and dining Flex dollars. A student may not loan his/ her identification card to another person.
Persons attempting to enter the South Side Café or leaving other dining facilities without paying may be subject to Student Code of Conduct charges and prosecution to the fullest extent of the law.
Penalties will also apply to a student who loans his/her identification card to another. Any person altering a student identification card for the purpose of obtaining meals not contracted for will be issued an incident report. Full current semester dining fees may be levied as a fine if found responsible.
Enforcement of Dining Hall regulations is the responsibility of the University and/or Dining Services employees. Students in the dining facilities must provide identification to University or Dining Service employees if requested. Employees will submit an incident report to the Associate Dean of Students for adjudication in accordance with student conduct procedures.
Conduct in the Dining Service Areas
All students are expected to conduct themselves in a mature, civil manner at all times. This includes extending common courtesy to all personnel and peers while in the dining facilities.
- There will be no removal, damage, or destruction to furniture or property in dining facilities.
- The throwing of objects will not be tolerated.
- Excessive noise or abusive language is not conducive to a positive social environment. Such incidents are violations of Kutztown University regulations.
- All persons are responsible for returning trays in the dining areas and all dishes and eating utensils to the dish room window in the South Side Café in the South Dining Hall.
- Orderly conduct is essential. The rights of those persons orderly waiting their turn in line will be upheld.
- Persons using the South Dining Hall shall enter and exit the building via the main entrance doors.
- Food (with the exception of fruit and hand held desserts), beverages, dishes and all eating utensils may not be taken from the South Side Café in the South Dining Hall.
- Property taken from the dining rooms will be considered stolen property.
Kutztown University facilities are for the primary use of its students, faculty, and staff in their efforts to advance the educational mission of the University. The primary purpose of this policy is to ensure the appropriate use of space available and to maintain an aesthetically pleasing campus environment, thereby balancing the need for and rights to effective and orderly advertising and the maintenance of facilities and grounds. No information will be posted that is inconsistent with or in violation of Commonwealth of Pennsylvania or federal laws or regulations, or any municipal ordinances. The responsible Officer for interpreting and overseeing this policy shall be the Associate Vice Provost and Dean of Students or his/her designee.
The policies and procedures provided herein apply, but are not limited to, all Kutztown University faculty, staff, students, affiliated organizations, and contractors, and the general public. This policy applies to all University outdoor facilities and grounds, including the exteriors of all buildings, owned or leased. It excludes open-air areas such as courtyards and University Stadium. This policy supersedes and renders null and void Kutztown University Policy 1994-201, entitled "Announcement Policy," which deals with posting of outdoor announcements on designated bulletin boards.
Policy Posting Materials
Posting materials are defined as any poster, flyer, sign, brochure, or other advertisement made of paper or a similar material up to and including 18" x 24" in size.
- Bulletin boards designated for the posting of materials are designed to provide a means to advertise campus events, publicize services for students, faculty, and staff of on-campus and off-campus activities and to disseminate educational or informative information. Posting materials shall be placed only within the assigned area on each outdoor bulletin board but shall not be placed on top of existing current notices.
- All postings shall be made of paper and affixed with masking tape or staples.
- No duplication of materials is allowed on one side of any outdoor bulletin board.
- In keeping with the University's belief in responsible citizenship, sponsors of the events/services are asked to remove all posting materials from bulletin boards within 24 hours of completion of the event they advertise. Materials that do not have an ending date may be posted for a maximum of three weeks.
- Posting materials may also be used to display temporary directional signage on sandwich boards available through University Facilities Management. Placards placed on these boards must be made of either vinyl or machine-printed, laminated paper.
- Sandwich boards may be used only to promote an approved University event (see The Key, Reservations and Use of University Facilities). The requesting activity sponsor is responsible for the placement of the placards on the sandwich boards. Placards must be removed by the event sponsor immediately after the completion of the event.
- Banners are defined as any advertisement, normally larger in size than posting materials, made of vinyl and/or fabric material.
- Banners may be placed on the exterior of buildings only with the consent of the building supervisor.
- Banners that are hung across Main Street must be approved by Maxatawny Township, the Pennsylvania Department of Transportation, and the Director of University Relations through the Office of Environmental Health and Safety. Each banner shall be hung by Facilities Management for a maximum of one week.
- Banners may be used only to promote an approved University event and must be removed by the event sponsor (with the exception of those hung across Main Street which shall be removed by Facilities Management staff) within 24 hours of completion of the event they advertise.
- Chalking is permitted only on sidewalks and other uncovered walkways.
- All chalking designs must be made using water-soluble chalk.
- All individuals and organizations posting materials of any kind are expected to design and display their materials in a manner respectful of the diverse beliefs, opinions, and attitudes that exist in an institution of higher learning. Posted items must be educational or informative in nature. Items advocating an infraction of any law or regulation (including The Pennsylvania Crimes Code 18 Pa. C.S.A. Section 6503, entitled "Posting advertisements on property of another"), municipal ordinance, or official University policy or regulation may not be displayed.
- Materials that advertise activities, events or groups that do any of the following are prohibited:
- a. Interfere with or be incompatible with the University's statement on non-discrimination, as stated in the introduction to the University's Undergraduate Catalog; or
- b. Have a clear and present potential hazard of interfering with the process of the University, infringing upon the rights of others, or endangering the health or safety of the University community or their guests.
- Materials for posting may not include any reference to alcohol, including, but not limited to, the cost per alcoholic drink, any statement, symbol depiction, or reference that would tend to induce persons to consume to excess (as "all you can drink," "free flowing taps," etc.) or in violation of state law or University policy, and may not give the impression that alcoholic beverages will be free.
- The name of the sponsoring organization, department or responsible person must appear on each posting, banner or sidewalk chalking in a legible and easily readable manner.
- Postings, banners, and sidewalk chalking are not permitted in areas where they could be potentially dangerous, destructive or difficult to remove. No materials may be displayed on the exterior surface of any University building, on interior or exterior pillars, breezeways or walkways, sidewalks, trees, plant life, light and lamp posts/poles, benches, trash receptacles, traffic control signs or other existing permanent signs or posts unless otherwise indicated by this policy. In addition, nothing shall be affixed to any walls, windows, doors, or door frames, glass panels, or painted surfaces either outside or inside.
- Placing materials on windshields of vehicles on campus is prohibited. The only exceptions are official University notifications on parking-related matters as approved through the Department of Public Safety and Police Services.
- Violators of this policy are subject to the laws and regulations of the Commonwealth of Pennsylvania, applicable federal laws and regulations, municipal ordinances, and the rules and regulations of the University.
- Violation of these provisions constitutes grounds for removal of the material.
- The University reserves the right to charge back the cost of removal of any posting material, banner or chalking and any associated repairs to any entity or individual that violates this policy.
Registered organizations in good standing that have attended high profile social event training with their advisor are eligible to hold two late night events for profit and four nonprofit events per semester. High profile social event training is offered each academic year in September and October.
The following procedures are intended to increase the safety and security for student-sponsored high profile (defined below) social events on the campus of Kutztown University.
A. High profile student sponsored events may include: Indoor or outdoor venues with the capacity of 100 or more students and their guests.
B. A request for space and a meeting with the Director of Student Involvement, representative(s) from Public Safety & Police Services, and the event coordinator must be initiated four (4) weeks prior to the scheduled date of any event on campus. A determination regarding security and staffing needs based on the event venue and projected attendance will be made at this joint meeting.
- A request for space must be initiated four (4) weeks prior to the scheduled date of any event on campus. Requests for events with less than four weeks' notice will require the approval of the high profile social events advisory committee. All necessary paperwork including, but not limited to: purchase request, contracts, work orders etc. must be submitted three weeks prior to the event.
- Each event coordinator and organization advisor (a member of KU's faculty or staff) will be required to be physically present, one hour prior to public admission and for the duration of the event. They must also be accompanied by at least two additional KU faculty or staff as determined during the review process. The names of professional faculty/staff that will be present at the event must be listed on the request form before the activity is approved. Substitutions can be made prior to the start of the event; however substitutions must have completed the High Profile Late Night training and those names must be communicated to the manager/supervisor of the Facility, as well as Public Safety & Police Services by the event coordinator.
- The event will not open for participation if the organization advisor or event coordinator is not present before the opening of the event.
- The event coordinator, organization advisor and the assisted staff will meet prior to each high profile or late night social event and discuss a structured plan for event logistics. Specific responsibilities include, but are not limited to the following items: check in process (verifying proper ID - school or government/state issued photo ID), handling of funds, monitoring exits, intermingling with students, assisting with event closing, clean up, etc.
- The event coordinator, organization advisor or designee will open the event by welcoming the group, notifying that doors will close at midnight; designate the appropriate emergency exits, and encouraging appropriate behavior, through use of a microphone or public announcement system. This brief announcement will be made at intermittent times during the course of the event as a means of reinforcement and to inform those students who arrived after the initial start. The event coordinator or organization advisor will close the event by reiterating exiting and loitering policies.
- Organization advisors, event coordinators, and their assistants (including student event hosts) and all professional and student security personnel shall wear visible badges (or other appropriate attire such as shirts or sweaters) identifying them as university officials. These ID's, which shall be approved by Student Involvement (153 MSU), will be beneficial when working with visitors on campus.
- Visibly intoxicated persons will not be permitted to participate in the event. Participants may not bring refreshments into the facility for a late night event. A uniformed police officer will be available to ensure that this regulation and the University's alcohol and drug policies are enforced.
- To minimize problems inherent with visitors (non-KU students) coming to any high profile and late night social event, Public Safety & Police Services will deploy a plan of action involving a visible presence in the facility during the event. This may also encompass nearby lobbies or public areas adjacent to the event location. Uniformed police presence inside the event location is necessary. Public Safety & Police Services will inform the organization advisor and event coordinator about the details of the security plan. Any additional security personnel hired to work the event will be paid for by the sponsoring organization.
- All events that feature paid artists and performers must use KUSSI contracts when booking event dates. Contracts can be obtained in the Office for Student Involvement. Completed contracts must be submitted to KUSSI three (3) weeks prior to the event.
- All events that include the collection of funds or wristband sales must use the SGA accounting system and follow SGA policies for collection, reconciliation, and deposits. Events that collect funds must be approved by the Director of Student Involvement. All funds from events will be deposited in a location designated by the Director of Student Involvement at the conclusion of the event until the next business day. Cash collected on site will not be used to pay artist fees or any other expenses. This is to ensure appropriate tracking and safe handling of all ticket sales. Cash and wristbands if applicable will be reconciled with a representative of KUSSI. Funds will be deposited into the appropriate account, the first business day following the activity.
- All room capacity and fire code regulations must be followed. The Environmental Health and Safety Specialist will provide information on all room capacity regulations.
- Groups will use the campus ticketing system for the presale of ticket and registration of KU students and anticipated guests. After all event registration has been completed and approved the Director of Student Involvement or designee will have tickets available for sale at the MSU Information Desk until the event is sold out or until one hour prior to the event. When purchasing a ticket for the event, students will be asked to present a valid KU student ID and to complete a registration card. A registration card must be completed for all guests. Tickets will be required to enter the event along with proper ID (KU or state issued ID). Tickets are non-transferable and all sales are final. All money collected will be deposited daily into the organization's appropriate KUSSI account.
- Groups will use the campus wristband system to reduce risks associated with the management of larger events. Wristbands will be distributed at the event by the event sponsoring organization. Wristband availability for events will be limited to official room capacity. Wristbands are non-transferable.
- Participants entering a high profile event will be required to consent to a search of their person which may include but is not limited to: use of metal detection devices, search of bags, coats, personal belongings, use of breathalyzer tests, etc. Anyone failing to participate in these and other safety measures deemed appropriate to the event will be refused admission. If the sponsored event is a late night event, defined as ending after 11 p.m. and no later than 1 a.m., the following guidelines will also apply:
- No one shall be allowed to enter or re-enter the event sixty minutes prior to its scheduled closing. The sponsoring organization shall obtain appropriate information signs from Public Safety & Police Services stating these conditions and be responsible for posting them in visible locations both inside and outside of the event prior to and during the event.
- Each enrolled KU student is permitted one guest, with who they must attend the event. Other group attendance (i.e. other college groups, high school groups, etc.) may be arranged in advance by the sponsoring organization with the approval of the organization advisor. Appropriate ID (KU or state issued ID) will be required of all event attendees. The KU student sponsoring a guest is accountable for that guest's behavior as defined within the University's Student Code of Conduct.
- No one under the age of 18 will be admitted to a dance or party event without a valid KU ID.
- The sponsoring group is responsible for event cleanup and must remain until all attendees are ushered from the facility (within fifteen minutes after the advertised end of the event) and the DJ, band or contracted event facilitator has left the facility.
Failure to adhere to any or all of the procedures may result in the cancellation of an event. Infractions of University or SGA policy during the event will be investigated and individuals or groups found responsible will be subject to appropriate University or SGA sanctions. Tenets of this policy will be reviewed annually to assure that it meets the current needs of the University community.
This policy defines procedures and provides guidelines utilized when individuals and groups request the use of University facilities for programs, events, sales/fund-raising activities, solicitations, and public demonstrations. This policy seeks to assure the University community the opportunity to meet, to hear, and to exchange ideas and views, however controversial. This policy does not imply that Kutztown University condones or supports programs, events, and activities conducted by groups for the purposes of advocating or inciting hatred against persons because of their race, national origin, religion, or sex.
Non-University groups who wish to reserve University facilities can do so through the Office of Conference Services.
Non-University groups reserving facilities must complete a state system contract and provide insurance holding the University as additionally insured (done through the Office of Conference Services).
Members of the University Community
Members of the University community and registered groups who wish to reserve University facilities for an event, must do so through the Office of Conference Services.
Facilities Reservations Procedures
1. Requests to reserve University facilities for events and activities, with the exception of academic reservations (i.e. for classes and final exams) can be made online by logging into the EMS room reservation program (room scheduler).
2. The facility should be reserved as far in advance as possible but at least two weeks prior to the activity. These deadlines have been established to assure time for such services as contacting of other offices, locating alternate facilities, etc. Reservations received with less than two weeks notice may be denied.
3. If another activity is already in the requested facility, the person making the request would not be able to select that facility and would have to choose another location through the on-line reservation system.
4. Academic reservations are the responsibility of the Registrar's Office. When faculty members need to switch classes, the arrangements are made through the Registrar's Office, who upon approving the revision, will notify the Office of Conference Services so the change can be made in the campus wide reservation system.
5. The following guidelines apply to facility reservation requests:
a. Campus activities such as marathon sessions (single events scheduled to run longer than five hours) and major concerts may be held only in Keystone Hall, Schaeffer Auditorium, Georgian Room, or the Multipurpose Room in the McFarland Student Union. Attendance is limited to the capacity of the facility.
b. Only one event requiring displacement of regularly scheduled classes may be held in Keystone Arena on a weekday (Monday through Thursday) in any one semester.
c. Events with a high potential of music or noise may be scheduled for the Georgian Room in Old Main or the Multipurpose Room in the McFarland Student Union on Sunday through Thursday night only if the event will end by midnight. Such events may be scheduled on Friday and Saturday nights only if they will end by 2:00am of the subsequent morning.
d. Aramark is the contracted food service provider on campus. All events which plan on having food must contact them for service. They have the first right of refusal for ALL food related services on campus. No food may be purchased from external vendors without their written consent.
e. Organizations or individuals are responsible for leaving all facilities as they found them. Failure to do so may result in being billed to restore the facility to its original condition. Also, events requiring a set-up may be billed to the organization or individual depending on the time and available resources
f. Requests to use University facilities for events and activities that may violate University regulations will not be approved.
g. Requests for "restricted access" rooms and requests for "after hours" are processed with different procedures. Please contact the Office of Conference Services for details.
h. The sponsoring department or group is responsible for all arrangements for their reservation (work orders, catering, arrangements, personnel needs custodial, Public Safety) and are responsible for abiding by any University policy/ procedure that their event may require (bus parking, collection of fees, open flame, etc).
6. Reservation requests can only be made by faculty and staff members. Advisors must approve and make the request on behalf of their organization. The event registration becomes official when the person initiating the request receives a scheduled confirmation via e-mail
7. All events which are open to campus and held in University facilities are coordinated by the Events Advisory Council. This council has established procedures for event/facility registration which are intended to minimize problems associated with simultaneous events. When scheduling conflicts cannot be resolved by the parties directly involved, the Events Advisory Council will resolve the conflict.
8. If you are making a reservation for a late night event (any event ending after midnight), please refer to "Policy for Student Sponsored High Profile & Late Night Events".
Smoking is not permitted in any location of a residence hall, apartment, or residence house, including student rooms. Smoking will not be permitted within 25 feet of any main entrance to a residence hall, apartment, or residence house. The use of open flames, burning incense, and hot coil electrical devices are not permitted in the residence halls. No candles are permitted.
Your safety, as well as the safety of all residents and property, is of paramount importance. All of the residence halls at Kutztown University conform to fire and safety standards as set by the State Department of Labor and Industry.
All residence halls are equipped with "automatic" fire alarm systems. The systems include photoelectric smoke detectors in student rooms, common areas (corridors, lounges, etc.), mechanical rooms, and special use rooms. Manual pull stations are installed that permit occupants to activate the alarm should they detect a fire condition before the smoke detector activates. All alarms are of the voice-communication style. This means that the alarm provides voice instruction to the occupants to evacuate the building. An alarm in the form of a bell sound notifies the residents of the houses. These systems are tested and serviced twice annually by qualified Simplex Time Recorder Company technicians.
All residence halls have portable fire extinguishers. These units are inspected at least monthly and serviced annually. Staffs are trained annually in the use of this equipment. All residence halls and apartments have full sprinkler protection. All students are required to evacuate the building at each and every sound of the alarm. The Housing and Residential Services Staff strictly enforces this evacuation policy.
1. All residents and occupants of a building must take part in all fire drills. A hall will be evacuated every time an alarm is sounded.
2. Corridor doors and stairwell doors are fire doors and are installed to prevent spread of smoke and fire. These doors may never be propped open.
3. Tampering, misuse or theft of any fire equipment, extinguishers, alarms, doors, hoses, sprinklers, smoke detectors, location lights, exit signs and direction maps are prohibited. Anyone who does so will be prosecuted by civil or criminal court procedures and may be processed through the University judicial process.
4. Alarms may be used only in the event of a fire or a drill. False alarms are a violation of the state penal code. Violators will be reported to police authorities and will be prosecuted to the fullest extent of the law.
5. We advise students to use caution when using personal grooming appliances (hair dryers, etc.) and would encourage students to use certain types only in the bathrooms (i.e. curling irons).
6. We further advise students not to overload electrical outlets with appliances (i.e. stereos, TVs, clocks, lamps, refrigerators). A good rule is that no more than one appliance per outlet should be used at any particular time.
7. The following three appliances are permitted to be used in a student's room with the above cautions:
a. Heat controlled hot pots
b. Auto shut-off coffee makers
c. Microfridge (one per room)
8. Open flames and burning incense are not permitted. No candles are permitted in the Residence Halls.
9. Extension cords may be used, but must not contain any bare wires or splices and must not overload a socket. They should not be extended under rugs.
10. Irons may only be used in laundry and ironing rooms where heavy duty sockets and wiring are provided.All other cooking appliances must be used in the kitchen and common areas, and may not be used in students' rooms. Students found using appliances other than the three mentioned above will be asked to forfeit the appliance until such time as they leave the residence halls.
Fire Drills & Evacuation Procedures
- Drills are held periodically in each residence hall.
- All occupants of a hall must evacuate whenever an alarm is sounded.
- The residence hall staff will supervise the evacuation; follow
- Close all windows, leave overhead room lights on, close your door, but leave unlocked and take your room keys with you.
- The residence hall staff will check each room to see that all occupants are out, and will lock room doors.
- Dress for warmth and weather conditions. There are special locations to which residents would be evacuated in the event of a fire. The staff will give the instructions.
- Exit in an orderly, quick and quiet manner out of the building via the shortest possible route and nearest exit doors.
- Never use an elevator.
- Stand away from the building and do not congregate on driveways and exit areas.
- Do not return into the building for any reason. Wait for a signal from a staff member to return.
Violations of Fire & Safety Regulations
Procedure for Adjudication
1. Normally, an incident report will be submitted through the campus judicial system for anyone who violates any of the above regulations and guidelines, including false alarms or intentional misuse of fire equipment.
2. False alarms are a violation of the state penal code and violators will be prosecuted through criminal court proceedings.
3. Persons who are reported or apprehended tampering, stealing, damaging or misusing fire or safety equipment will be held accountable to the criminal justice system. The University will press charges via the Public Safety and Police Services Office.
4. Penalties for false alarms and interference with fire alarm systems:
a. Misdemeanor: Not to exceed a $10,000 fine and/or five (5) years imprisonment.
b. If any property or personal injury is involved: A $500 fine to a $2,000 fine may be imposed plus a three- year prison term can be included.
When a building is being evacuated, the Building Director will contact the appropriate staff member who, together with residence hall staff, will direct students to alternate locations.
Search of Parcels
In order to prevent prohibited items such as alcoholic beverages, drugs, firearms, or weapons from being brought into the residence halls, residence hall personnel may ask permission to search bags, trunks, suitcases, boxes, garbage cans, etc., when probable cause exists. If the persons refuse to show contents, the staff may request that the persons leave. The Department of Public Safety and Police Services will be called.
Smoking is not permitted in any location of a residence hall, apartment, or residence house, including student rooms. Smoking will not be permitted within twenty-five feet of any main entrance to a residence hall, apartment, or residence house.
Definition of Terms
Escort - Visitors must be accompanied by their host when moving about in the residence hall they are visiting.
Freshman - Any first-time resident student with 30 or less earned credits.
Host - The resident student living in the hall and/or room where the visitation option is being exercised.
Identification (ID) - Formal identification is required. Types of acceptable ID are: validated college ID, valid driver's license, valid ID with name and picture or name and address of presenter/visitor.
Parental (guardian) Permission Form - Students who are not of the age of majority must provide parental or legal guardian's approval for visitation rights covered in this policy. This form is no longer needed once a student turns 18.
Pre-registration - The process by which any student who has a visitor or visitors arriving after 11:59 PM on a Thursday, Friday, or Saturday evening notifies the hall desk of the anticipated arrival of a guest. The information needed to pre-register includes visitor's name, type of ID, anticipated time of arrival, and anticipated length of stay.
Sign-in - The process by which host and visitor(s) are recognized as participating in visitation. Resident students, as hosts, are responsible for registering visitors at the hall desk during prescribed hours. Host and visitor report to the hall desk where the host presents the visitor's ID and own information. The visitor's identification is kept at the desk while the visitor is signed into the hall. The visitor is issued a visitor's pass in exchange for his/her identification. IDs are returned to the visitor when the pass is returned.
Visitor - A Visitor is considered anyone not residing in that particular residence hall including: resident students from an opposite gender wing, floor, suite, or apartment (first-time resident freshman), resident students from another hall, commuting students, students living off-campus, family, friends, acquaintances, etc.
A. Freshman (first semester on on-campus residency only):
1. Regular visitation/limited weekend
a. Weekdays: Monday to Thursday from 9:00am to 12:00 midnight
b. Weekends: Friday from 9:00 am to Saturday 2:00 am; Saturday from 9:00 am to Sunday 2:00 am; Sunday from 9:00 am to Sunday 12:00 midnight.
c. Freshman may have same-gender visitation overnight on weekends throughout the first semester of on-campus residence.
1. 24-hour per day, 7 days a week Visitation
a. Upperclassmen (includes second semester freshmen with earned credits)
Operation of the visitation policy includes the following:
- Visitation assignments begin the evening of the first day of class each semester and summer session. All guests prior to the first day of class must be out of the halls by 12:00 midnight.
- Each resident student may host up to three visitors at one time.
- Resident students, as hosts, are responsible for the behavior of their non-Kutztown University visitors. Kutztown University students are accountable for their own conduct at all times.
- All visitors (and resident students) must enter and exit the building by way of the main entrance.
- The host must escort visitors at all times while in the hall.
- Visitors must sign-in (except in GBVS, GBVW, and Honors apartments) with a host by presenting valid ID at the desk with their host beginning at 8:00 PM until the end of visiting hours as outlined in the Freshman Visitation Assignment listed above. Upperclassmen must sign-in guest beginning at 8:00 PM and sign them out within 72 hours. If the desk area is closed the host must return and check-out for their guest once the desk is open. Visitation passes MUST be returned at check-out.
- Host students may only have overnight visitors (when permitted) for three nights during a seven day period.
- Visitors arriving after 11:59 PM on Thursday, Friday, or Saturday evening must be pre-registered at the desk by the host informing the hall desk of visitor's name, type of visitor identification, time of arrival, and length of stay.
- Residents are responsible for informing visitors that presentation of a valid ID is required at the time of sign-in for evening/nighttime visitation. Failure to provide ID will result in denial of entrance into the residence hall during periods when sign-in is in effect.
- Each Hall Council is responsible in the determination of visitation hours within the lobby and recreation areas of their residence hall. This policy must be in the hall council minutes and all residents must be made aware of that policy. This policy benefits freshmen only due to limited visitation during their first semester living-on campus.
- After one semester of on-campus residency freshmen will follow the upperclassmen visitation assignments.
More Restrictive Visitation Options
- No Visitation
- No visitation at any time except during weekends selected by the residents and approved by the Housing and Residence Life Office.
- Limited Weekend Visitation (weekends only)
a. Weekdays: no visitation
b. Weekends: Friday from 9:00 am to Saturday 2:00 am; Saturday from 9:00 am to Sunday 2:00 am; Sunday from 9:00 am to Sunday 12:00 midnight.The professional staff of the Housing and Residence Life Office may grant exceptions to certain aspects of the visitation policy. The professional staff of the Housing and Residence Life Office reserves the right to restrict this policy.
Residence Hall Rules
In addition to actions violating specific University policies, the following behavior will subject students to disciplinary actions:
- Large gatherings of students in residence areas, which disturb the peace of residents, jeopardize the safety of students, or have the potential for damage to property or injury to students.
- Excessive noise, disturbance, horseplay, and actions, which have the potential for injury to students or damage to property which occurs inside residence halls.
Differently Abled Accessibility
Seven residence halls at Kutztown University are accessible to handicapped individuals. They are Lehigh, Berks, Schuylkill, University Place, and Golden Bear Village South and West, and Dixon Hall. Other facilities such as classroom buildings, Stratton Administration Center, and the South Dining Hall are also accessible. If you have questions concerning accessibility, please contact the Office of Human Diversity, 215 Stratton Administration Center or 610-683-4108.
- The On-Campus Sales, Fund-raising, and Solicitation Committee shall consist of the Director of Housing and Residential Services, Director of the Student Involvement, Director of Public Safety and Police Services, Director of Conference Services, Director of Intercollegiate Athletic Services, the Secretary in Student Involvement, Human Resources Manager and students appointed by the Student Government Board, or their designees.
- The committee shall meet as needed to review sales and solicitation requests as follows:
a. from any group that does not meet the requirements for registration as specified by Student Involvement;
b. for any sale that does not meet the criteria for approved sales as set forth by this policy;
c. to set the maximum number of allowable sales per semester for eligible groups; and
d. to conduct other business related to the implementation of this policy.
1. Student organizations that are recognized by the University are eligible to participate in the on-campus sales and fund-raising process.
a. Student organizations classified as registered, SGA Maroon, and SGA-Gold as designated by Student Involvement, and intercollegiate athletic teams are eligible to sponsor fundraisers.
b. Student organizations not classified as registered by Student Involvement are not eligible to participate in the sales and fund-raising process.
2. Other University-related organizations, groups, offices, or departments may request special authorization for on-campus sales and fundraisers. Such requests must be made in writing through Student Involvement at least two weeks in advance of the anticipated sale date. These requests will be acted upon by the On-Campus Sales Committee.
3. Outside organizations and vendors are allowed to conduct sales and fund-raising activities only if sponsored by a University-related or recognized group.
4. The Student Bookstore and the McFarland Student Union may sponsor an unlimited number of service-related sales and promotions that fall within the confines of this policy.
5. Kutztown University Faculty/Staff/Students may conduct fund-raising activity for non-profit or charitable activities; however, use of Kutztown University resources for the promotion of such fundraisers is strictly prohibited. Individuals soliciting for small business or "for profit" fund-raising (i.e. Avon, Longaberger baskets, Pampered Chef, etc.) will not be allowed on campus. See also item 3 above.
Definitions of Sales and Fundraisers
1. A sale is defined as the selling of one item or related group of items by one organization during the course of one calendar day without simultaneous locations. Each additional simultaneous location shall be counted as an additional sale or fundraiser.
a. An internal sale is defined as a sale that meets the aforementioned requirements and is sponsored by a University-recognized student organization or University related group at which the sponsoring organization peddles its own goods.
b. An external sale is defined as a sale that meets the aforementioned requirements and is sponsored by a University-recognized student organization or University related group at which goods are peddled by an outside vendor with the sponsoring group receiving a per diem or percentage of gross sales.
2. A sale is considered an extended sale when the sale of the product or service necessitates that orders be taken for the sale of the goods or when the product requires long-term exposure as determined by the On-Campus Sales Committee. Extended sales cannot exceed a three-week time frame and apply only to internal sales. If the sale is classified as an extended sale by the Committee, then that sale can be held campus-wide with nonspecific times and locations. However, the sale must follow all other components of this policy.
3. A fundraiser is any activity that is not classified as a sale yet meets the following criteria:
a. the sponsoring organization is charging a fee in exchange for providing a service; or
b. the sponsoring organization is charging a fee in exchange for admission to an event. However, if the money raised through ticket sales is used strictly to offset the costs associated with production of the event, then the event is not a fundraiser. In cases that the sponsored event is considered a fundraiser, then that event must adhere to the following guidelines:
1) Advance sales of tickets for events can be conducted only by student groups which are recognized by the University and maintain an account with the KUSSI Accounting Office.
2) All ticket sales must be conducted through the Information Desk located in the McFarland Student Union or at the ticket office located at the venue. Other locations can be used with special approval from the On-Campus Sales Committee. Arrangements for the sale of tickets must be made with the KUSSI Student Services Coordinator at least one week in advance of the date of the sale.
3) Advance sales of tickets for events sponsored by other non-student University groups may also be conducted at the MSU Information Desk. Special
arrangements for advance sale of tickets for events sponsored by these organizations are subject to the approval of the Director of Student Involvement and must be made at least two weeks in advance of the first day of the sale.
4) Solicitations for funds and/or goods are subject to the same rules and regulations as sales and/or fundraisers.
Registration Procedures and Guidelines
- All on-campus sales and fund-raising activities must be registered with the Office of Student Involvement at least one week in advance of the sale date to guarantee review of request.
- In order to reschedule a sale or fund-raising activity, notice of cancellation must be received by the Office of Student Involvement at least one week in advance of the originally scheduled date.
- Requests for exceptions to the sales/fund-raising limit shall be made in writing and directed to the Director of Student Involvement for review by the On-Campus Sales Committee.
- All funds raised through the sale/fund-raising activity must be deposited in an SGA activity account as designated by the Director of Student Involvement.
- An emailed copy of the sales/solicitation confirmation which is given to the sponsoring organization upon approval of the sale, fundraiser, or solicitation must be carried with the seller(s) at all times during the scheduled activity.
- The Committee reserves the right to refuse to approve requests for sale dates that would interfere with or impede the sale of similar items by another organization which previously was issued a sales permit. This includes sales which would run concurrently or prior to such a previously scheduled sale.
- All door-to-door activities, including sales, fundraisers, and solicitations, are prohibited.
- Sales can be held in specified indoor and outdoor locations around campus. The time of day for each sale will be determined by the location's hours of operation, space availability, and schedule of events.
- Sales held in residence halls must take place by the front desk of each hall or the immediate area and can take place from 7:00pm through 11:00pm only.
- External sales held in the McFarland Student Union are subject to a rental fee for each table needed.
- Raffles, lotteries, other forms of gambling, and other activities in violation of local, state and federal law cannot be conducted on campus. The On-Campus Sales and Solicitation Committee reserves the right to refuse to allow any sale or solicitation that is inconsistent with the University mission or contractual obligations.
- The normal routine and operation of the University may not be interrupted or disrupted by the sale/ fund-raising activity. The Director of Public Safety and Police Services shall be consulted if there is any doubt regarding the potential for disruption. If it is determined that the sale/fund-raising activity has the potential for disruption, then the Director, a representative from the group conducting the activity, and the group's advisor shall meet to discuss preventative measures. If preventive measures cannot be developed and undertaken, permission for the activity will be denied.
- Any sale or fund-raising activity for which off-campus advertisement is planned is by definition to be considered potentially disruptive due to restricted campus parking policies. Consequently, the above procedures for review of plans should be implemented prior to registration of the sale.
- The Student Housing Agreement precludes the use of student rooms for sales, for the storage of merchandise, or for any other commercial activity. The Housing and Residential Services Office allows exceptions to this policy for such activities as the sale of personally owned items such as textbooks and personal services.
- Vendors soliciting applications for financial services (e.g. credit cards) must provide each individual student with full written disclosure of the application's intended use and expected outcomes.
- Vendors of financial services are prohibited from providing "free" merchandise in exchange for student applications for services.
- Any fund-raising projects targeted at $5,000 or higher, student organizations must submit a written fund-raising plan, along with their solicitation request application form.
When sponsoring an external sale, it is recommended that a group execute a vendor agreement. This may be obtained in the Student Involvement office, room 153 of McFarland Student Union Building.
Advertising and Promotion
- Approval for any off-campus advertising must be obtained at the time the sale, fundraiser, or solicitation is registered.
- On-campus advertising must be conducted in a manner consistent with University guidelines regarding the posting of information on-campus. Information distribution within the residence halls must conform with the Information Dissemination to Residence Hall Students policy.
Off -Campus Fund-raising
- All Kutztown University groups or individuals wanting to solicit funds off-campus for University-related activities must obtain prior written approval from the Associate Vice Provost and Dean of Students or designee who will act upon a recommendation from the Solicitation Committee.
- All funds raised off-campus for the University-related activities must be deposited in appropriate accounts as designated by the Associate Vice Provost and Dean of Students or designee.
- Any fund-raising projects targeted at $5,000 or higher, student organizations must submit a written fund-raising plan, along with their solicitation request application form.
Failure to Comply
Failure to comply with the foregoing procedures or any parts thereof shall result in one or more of the following:
1. Withdrawal of permission to conduct the sale or fund-raising activity and/or revocation of sales and fund-raising privileges for a specified period of time.
a. An opportunity for an appeal to the On-Campus Sales Committee is available.
b. On-campus sales/fund-raising privileges will be suspended until the appeal is heard.
2. Disciplinary action through the University Conduct Process.
3. Other action consistent with federal, state, and local laws and University policies.
Kutztown University is committed to creating an environment free of sexual harassment for all its employees and students.
Harassment on the basis of sex may constitute a violation of Title VII of the U.S. Civil Rights Act of 1964, a violation of Title IX of the Educational Amendments of 1972, and/or a violation of the Pennsylvania Human Relations Act, Section 5A.
Sexual Harassment by an administrator, faculty member, staff or student will not be tolerated. The University will actively and expeditiously investigate any allegation of sexual harassment, and if it is determined that sexual harassment has occurred, the University will take appropriate disciplinary action. An employee found to have engaged in misconduct constituting sexual harassment will be disciplined. Disciplinary actions could include: verbal warning, written reprimand, a requirement to attend counseling or training, suspension, or dismissal. A student found to have engaged in misconduct constituting sexual harassment will be disciplined, which may include dismissal from the university. Further, if a Kutztown University employee or student is sexually harassed by an off-campus vendor, the aggrieved party is encouraged to report this harassment to the Office of Social Equity.
The person who is alleging the occurrence of sexual harassment.
The person whose actions are alleged to have violated the sexual harassment policy.
In the interest of maintaining confidentiality, only parties to the complaint (i.e. complainant, respondent, witnesses, etc.) will participate in the investigation. Details of the complaint, as well as the names of the individuals connected to the investigation, will be disclosed only if necessary to protect the rights of any party involved or as otherwise required by law or collective bargaining agreement.
Definition of Sexual Harassment
Sexual advances, requests for sexual favors, and/or other verbal or physical conduct that is pervasive or severe may constitute sexual harassment when:
- Submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or academic advancement; or
- Submission to or rejection of such conduct by an individual is used as the basis for employment or academic decisions affecting such an individual; or
- Such conduct has the effect of unreasonably interfering with an individual's work or academic performance or creating an intimidating, hostile, or offensive working or academic environment.
A personal, amorous or non-academic relationship may interfere with the faculty/student relationship and may violate standards of conduct expected of all faculty by the University. Personal, amorous or non-academic relationships should not be permitted to interfere with or compromise the academic integrity of the faculty/student relationship.
Sexual relations between a faculty member and a current student of that faculty member is determined by the University to be inappropriate and/or unethical. This determination also applies to relations between a graduate student and an undergraduate student when the graduate student has supervisory academic responsibility for the undergraduate. Furthermore, the determination also applies to relations between a current student and an administrator, coach, advisor, program director, counselor, or residential staff member who has supervisory responsibility for the student.
As with the faculty/student relationship, this policy also covers employee/employee consensual relationships. An employee with professional responsibility or supervision of another employee who has real or potential power and authority over that individual in a variety of roles including, but not limited to, supervisor, mentor, committee member, etc., shall not abuse that power.
Absent contradictory evidence, an amorous or sexual relationship between individuals where one possesses or appears to possess authority or power over another is presumed to be exploitative and shall constitute unprofessional conduct. The consensual nature of such a relationship does not necessarily constitute a defense to a charge of sexual harassment or related unprofessional conduct especially when the indirect result of the relationship creates a hostile workplace or academic environment.
Therefore, any faculty member or employee in a supervisory role who enters into a sexual relationship with a student or another employee, enters into that relationship with risk. These persons will be subject to scrutiny if a complaint of sexual harassment is leveled against the faculty member by a student or against the "supervisory person" by the "subordinate person" or if a third party brings a complaint.
Each dean, department chairperson, and/or administrative supervisor is responsible within his/her respective area for the implementation, dissemination, and explanation of this policy. Assistance in accomplishing these tasks may be obtained by contacting the Office of Social Equity. It is the obligation of each student, faculty member, and staff member to adhere to this policy.
This policy applies to all individuals on campus regardless of gender. Men may not sexually harass women, women may not sexually harass men, women may not sexually harass women, and men may not sexually harass men.
Any person who knowingly files a false complaint of sexual harassment may be subject to disciplinary action, including dismissal from the university.
The University Procedure
Step 1: All charges of sexual harassment should be referred to the Office of Social Equity.
In order to ensure the effective handling of all incidents of sexual harassment, this policy requires that all such reports be directed to the same office on campus, namely the Office of Social Equity. At this first stage of the procedure, the individual or individuals who alert(s) the Office of Social Equity of a possible sexual harassment incident might not be the actual aggrieved party. Both the complainant and the respondent may be accompanied by an advisor, who is a member of the campus community, when meeting with Office of Social Equity staff.
A potentially aggrieved party may bring a complaint of sexual harassment to a supervisor, department chair or dean, who, in turn, shall refer the complainant to the Office of
In the event there are two or more complainants and/or two or more persons (respondents) charged with sexual harassment in the same set of circumstances, the Director of Social Equity or his/her designee within the Office of Social Equity, will decide whether the complaint will be handled jointly or separately. For purposes of this document, the phrases "the complainant" and/or "the respondent" may be plural.
The role of the Director of Social Equity, or his/her designee within the Office of Social Equity, in this procedure is to serve as a fact finder. The Director of Social Equity, or his/her designee within the Office of Social Equity, must act in such a manner as to ensure that all parties to a sexual harassment complaint are protected by appropriate due process and confidentiality. Should the Director of Social Equity be accused of sexual harassment, the Provost will act in his/her place. Should the University President be accused of sexual harassment, the matter will be referred to the Pennsylvania State System of Higher Education, Office of the Chancellor.
Step 2: The complainant meets with a representative from the Office of Social Equity.
The purpose of this meeting is to discuss the complaint and to gather information. At this initial meeting, the Director of Social Equity, or his/her designee within the Office of Social Equity, clarifies for the complainant whether or not the allegations may constitute sexual harassment. The Director of Social Equity, or his/her designee within the Office of Social Equity, then reviews the appropriate complaint procedure for the benefit of the complainant. Complainants are not required to file a written sexual harassment complaint.
Step 3: The complainant will receive additional clarification regarding University procedures regarding the alleged sexual harassment and general information regarding counseling.
If requested by the complainant, the Director of Social Equity, or his/her designee within the Office of Social Equity, will provide general guidance for the complainant in order to:
a. clarify the nature of the alleged sexual harassment.
b. review the University's complaint procedure.
c. review the complainant's responsibilities of filing a written or oral complaint.
d. give guidelines for what a written complaint should contain, in the event the complainant chooses to file his/her complaint in writing.
e. apprise the complainant of counseling services offered through the KU Department of Counseling and Psychological Services for a student complainant or the State Employee's Assistance Program for an employee complainant.
Step 4: The complainant files a complaint.
A complainant may file a complaint either orally or in writing.
In the event that a complainant does not wish to file a signed complaint him or herself, the Director of Social Equity, or his/her designee within the Office of Social Equity, will prepare a written statement with the following information: the names of the complainant and the respondent, a short description of the alleged violation as stated by the complainant, and the date(s) of the alleged harassment. Whether the complainant submits a written complaint or the Office of Social Equity prepares a written statement, the allegations will be investigated.
Step 5: The Director of Social Equity must decide on an appropriate course of action regarding the complaint.There are two possible courses of action following the filing of a complaint:
a. Based on the complainant's written or spoken account of alleged harassment, the Director of Social Equity, or his/her designee within the Office of Social Equity, determines there is insufficient reason to proceed with a complaint and counsels the complainant regarding this decision. In this case, the investigation would stop at this point and the complainant would be notified of the decision of the Office of Social Equity.
b. Based on the complainant's account of alleged harassment and a finding of sufficient reason to proceed, the Director of Social Equity, or his/her designee within the Office of Social Equity, will promptly initiate an impartial fact-finding investigation of the reported sexual harassment.
Step 6: The respondent is notified of the complaint.Absent unusual circumstances, within 14 calendar days of a complaint being filed, the Office of Social Equity will notify the respondent that a complaint of sexual harassment has been filed against him/her. Depending on the circumstances, the respondent will be notified either orally or in writing. If the notification is in writing, for reasons of confidentiality, the notification will be mailed to the respondent's home address, unless the respondent is a student who resides on campus. Furthermore, if the notification is in writing, it will be sent by certified mail so that only the respondent can sign for it personally.
Step 7: The Director of Social Equity meets with the respondent.
Absent unusual circumstances, within 14 calendar days of having received notification of the complaint, the respondent must meet with the Director of Social Equity, or his/her designee within the Office of Social Equity, to discuss the complaint. The respondent will be given the opportunity to respond to the allegations and provide any and all defenses, as well as the names of any witnesses and/or documentation in his/her defense.
The University will take every precaution to protect the complainant and any witnesses from retaliatory action by the respondent. In fact, the respondent will be informed he/she is not to retaliate against the complainant in any way nor against any other person connected to the complaint as that action may result in a separate disciplinary action. Further, the respondent will be informed he/she is not to communicate directly with the complainant regarding the claim of sexual harassment as this may be perceived as an attempt to discourage the complainant from pursuing the complaint. The Office of Social Equity will attempt to resolve the complaint informally. If the complaint is not resolved informally, a formal investigative process will follow.
Step 8: The Office of Social Equity seeks to resolve the complaint and/or to mediate a solution.
The Director of Social Equity, or his/her designee within the Office of Social Equity, may choose to meet with the complainant, absent unusual circumstances, within 7 days of having met with the respondent. Upon meeting with the respondent and the complainant, the Director of Social Equity, or his/her designee within the Office of Social Equity, will seek to resolve the complaint. One of two outcomes is possible:
a. The Director of Social Equity, or his/her designee within the Office of Social Equity, is satisfied the respondent will make appropriate changes in his/her behavior. The Director of Social Equity, or his/her designee within the Office of Social Equity, meets with the respondent to counsel the respondent about resolution of the complaint (e.g. removing inappropriate pictures from a conspicuous location). A record of the resolution would be signed by the respondent and would be kept in the Office of Social Equity for three years. The Office of Social Equity will inform the complainant the matter has been resolved, without providing detailed information about the resolution.
b. A mediated solution could be achieved which is satisfactory to the complainant and the respondent. A record of the resolution would be kept in the Office of Social Equity for three years.
Step 9: Action by the University President and Final Disposition of the Complaint.
If the complaint cannot be resolved as set forth in Step 8, the Director of Social Equity, or his/her designee, will continue the investigation to its conclusion. A report containing any and all factual findings will be submitted to the University President or his/her designee. Upon receiving the report, the President or his/her designee, will decide what action will be taken, including, but not limited to, the dismissal of the complaint or the imposition of discipline. The decision of the President or his/her designee shall be final.
All records of the formal process, including the decision of the President or his/her designee, will be kept in the Office of Social Equity for three years. In the event of an adverse ruling against the respondent, a copy of the decision of the President or his/her designee, shall be placed in the respondent's personnel file. The complainant will receive a letter from the Director of Social Equity stating there has been a resolution of the complaint, without providing specific details regarding the resolution.
Employee training as to the contents of this policy shall occur yearly. Additionally, Kutztown University employees are required to participate in this training within thirty (30) days of hiring and at least every year thereafter. A current copy of this policy will be posted on the Office of Social Equity webpage. Hard copies of this policy may be obtained from the Office of Social Equity.
Policy Statement on Discrimination
Kutztown University has established a practice of non-discrimination in compliance with Title IX of the Educational Amendments of 1972, Title VI and VII of the Civil Rights Act of 1964, and Section 504 of the Rehabilitation Act of 1973. The University is committed to eliminating discrimination based on race, religion, color, national origin, ancestry, sex, gender, age, disability, gender identity, sexual orientation, or veteran status. In compliance with Executive Order 11246, the University maintains and updates an Affirmative Action Plan. The institution reaffirms its pledge to equal employment and educational opportunity annually, and takes possible action to increase the participation of under-represented groups.
Preamble to Complaint Procedure
The purpose of the Social Equity grievance process is to provide a means of assuring that the University's non-discrimination (including sexual harassment) and affirmative action policies are honored. The Office of Social Equity is responsible for investigating and responding to allegations of discrimination made by any member of the University community. The rights of all parties to the complaint are protected.
To discuss a complaint regarding discrimination on the basis of race, religion, national origin, ancestry, sex (including sexual harassment), gender, age, disability, gender identity, sexual orientation or veteran status, a person must meet with the Director of Social Equity or his/her designee.
Other Resources Available
One or both parties may find it helpful to garner the assistance of University Counseling Services, Women's Center, Public Safety and Police Services, the Office of the Dean of Students, or other campus resources.
- Solicitation refers to such activities as recruitment, distribution of information materials, events promotion and other similar activities which do not include the sale of goods or services or solicitation of funds.2
- Public demonstration refers to an assembly of individuals in an outdoor area of the University for the purpose of expressing a view and/or hearing a presentation.
1. Individuals, University-recognized organizations and groups, and non-University organizations wishing to reserve space on campus to conduct such activities must adhere to the policies and procedures cited in the Reservations and Use of University Facilities policy. Further, the University reserves the right to establish time, place, and manner restrictions that apply to all solicitations.
2. An organization not affiliated with Kutztown University may reserve an indoor or outdoor facility for the purpose of conducting a solicitation only if the organization is sponsored by a University-recognized organization or group.
3. Solicitation may take place outdoors. Such solicitation is limited to the southern portion of the mall in front of the Rohrbach Library or on the University's property northeast of the intersection of Luckenbill and North Campus drive. The Director of Public Safety and Police Services, together with the Director for Student Involvement, will determine where the solicitation may occur. Exceptions to this requirement can only be made by the President of the University or designee.
a. The normal routine of those traveling in the area designated for the solicitation must not be impeded.
b. The policies and procedures regarding the reservation of facilities and scheduling events as well as other regulations relating to activities and conduct apply
4. Door-to-door solicitation is not permitted in any campus building.
Guidelines for Public Demonstrations
1. Public demonstrations and rallies by an organization not affiliated with Kutztown University must be scheduled at least twenty four hours in advance of the event. Other procedures and policies regarding the reservation of facilities and scheduling of events apply.
2. An organization not affiliated with Kutztown University may reserve an indoor or outdoor facility for the purpose of conducting a public demonstration only if the organization is sponsored by a University-recognized organization or group.
3. Any group or organization planning to schedule a public demonstration or rally must meet with the Director of Public Safety and Police Services, or designee to describe the activity and seek permission. If the Director or designee believes that the normal routine of the University will be disrupted by the activity and if remedial steps cannot be developed and implemented, permission to hold the event will be denied. Further, the University reserves the right to establish time, place, and manner restrictions that apply to all public demonstrations.
Failure to Comply
Failure to comply with the foregoing policy regarding solicitation and public demonstrations or any parts there of may result in one or more of the following:
- Withdrawal of permission to conduct the proposed, or future, solicitation(s), or public demonstration(s) and/or cancellation of the event(s).
- Disciplinary action through the Office of Student Conduct.
- Other action consistent with federal, state, and local laws as well as University policies.