General University Policies and Procedures

Academic Honor Code Policy

Friends University, an educational community that has existed for more than 100 years, is committed to the principles of honesty, fairness, and respect for others. The University recognizes the need to foster a trusting environment to enable the pursuit of knowledge. To that end, the University has developed an Academic Honor Code Policy, and the Faculty must include the Academic Honor Code Policy, Academic Integrity process, and the Definitions of Academic Dishonesty in each syllabus distributed to students of the University. In addition, faculty should review this information with students at the beginning of each term/semester. Students, faculty, staff, and administrators must uphold high academic and ethical standards in the classroom.

Academic Honor Code Violations

1. Cheating: This includes, but is not limited to, unauthorized use of books, library materials, notes, study aids or information on an examination or quiz; b) altering a graded work after it has been returned, then submitting the work for re-grading; c) using another person’s work and submitting that work as your own; d) submitting identical or similar papers for credit in more than one course without prior permission from the course instructor.
2. Plagiarism: Defined as the use of another’s written work without proper citation, including borrowing of an idea or phrase or para-phrasing of material without proper citation; b) use of another student’s work in any form; c) the purchase and/or use of a paper or assignment written by someone other than the student.
3. Fabrication: Falsifying, inventing, forging, or altering any information, data, citation, or academic record; b) presenting data that were not gathered in accordance with standard guidelines defining the appropriate methods for collecting or generating data and failing to include an accurate account of the method by which the data were gathered or collected.
4. Obtaining an Unfair Advantage: Obtaining or giving assistance to another person during an examination/quiz unless collaboration is permitted; b) obtaining, attempting to obtain, or use of obtained copies of non-circulated examinations or questions; stealing, destroying, defacing, or concealing library materials with the purpose of depriving others of their use; c) intentionally interfering with another student’s academic work; d) unauthorized use of any electronic devices or otherwise undertaking an activity with the purpose of creating or obtaining an unfair academic advantage over other students’ academic work.
5. Aiding and Abetting Academic Dishonesty: Providing material, information, or other assistance to another person with knowledge that such aid could be used in any of the violations stated above, or b) providing false information to a University official conducting an inquiry regarding academic integrity.
6. Falsification of Records and Official Documents: Altering documents affecting academic records; b) forging signatures of authorization or falsifying information on an official academic document including but not limited to a grade report, letter of permission, petition, drop/add form, ID card, or any other official University document.
7. Unauthorized Access: Gaining unauthorized access to University computerized academic or administrative records or systems; b) viewing or altering computer records; c) modifying computer programs or systems; d) releasing or dispensing information gained via unauthorized access; e) or interfering with the use or availability of computer systems or information.

Academic Integrity Process

When a professor/instructor determines a violation of the honor code has occurred, he or she takes the following actions:

1. It is recommended that the professor/instructor first contact the University Registrar to determine if this is the student’s first (or greater) violation and inform him or her that an incident report will be filed.
2. Complete Section One of the Academic Integrity Incident Report Form.
3. Notify the University Registrar and Division Chair of the incident by sending a copy of the completed Academic Integrity Incident Report Form, Section One.
4. The University Registrar will check for prior academic honor code violations.
   • No prior documented violations:
     • Professor/instructor meets with the student to discuss the violation.
     • Students can admit to the violation and accept sanctions determined by the professor/instructor.
     • If the student accepts sanction(s), the professor/instructor and student sign Section Two of the Academic Integrity Incident Form and forward the form to the Office of the University Registrar with supporting documentation.
     • If the student does not accept sanction(s), Section Two of the Academic Integrity Incident Form is completed, signed and the matter is referred to the Division Chair for resolution.
     • If the matter is not resolved with the Division Chair; Section Three of the Academic Integrity Incident Form is completed, signed and the matter is referred to the Dean of the College who reviews the case and refers the incident with comments to the Academic Integrity Board for adjudication.
   • Prior documented violations:
     • The University Registrar notifies the Academic Integrity committee chair, the professor/instructor filing the incident, and the appropriate Division Chair that this is a second (or greater) violation.
     • All second-time (or greater) violations are referred directly to the Academic Integrity Board. The Academic Integrity Board Chair calls a meeting of Board members.
     • The Board conducts a hearing and adjudicates the incident.
5. All completed Academic Integrity Incident Forms, supporting documentation, hearing documentation, and materials are retained by the Office of the University Registrar. Record documentation is appended to educational records (as defined by FERPA) as deemed necessary and appropriate.

Hearing Procedures

All second (or 2+) time offenses are heard by the Academic Integrity Board.

The Chair of the Academic Integrity Board or designee will serve as the Hearing Officer. Hearings will be open to only those persons who are part of the proceedings and/or invited by the Board as warranted. Students involved in the hearing must keep all information from the hearing confidential. The Board shall be responsible for rendering a decision of responsible or not responsible for the alleged academic integrity violation. The Hearing Officer shall be responsible for communicating the Board’s determination to all involved parties. The accused student shall receive written notification within ten (10) business days of the Board’s determination and any sanctions imposed. The decision will also be communicated to the course instructor and the student’s advisor/success coach.

Sanctions

The following sanctions, or a combination thereof, may be imposed by the Academic Integrity Board.

• Academic Integrity Warning: This sanction constitutes written notice to the student that their conduct is in violation of the Academic Honor Code and such violations are not condoned by the University. This notice will become a part of the student’s educational record as defined by FERPA.
• Academic Integrity Restriction: This sanction is given for those violations in which the infraction has caused serious concerns regarding the student’s ability to be academically successful. In this case, the Board may uphold the professor/instructor’s original resolution regarding the matter.
• Academic Integrity Probation: This sanction is one that places the student in serious academic jeopardy with the University. Further academic integrity violations may result in academic dismissal.
• Academic Integrity Notation: This sanction is one that places an official notation in a student’s educational record (as defined by FERPA) and/or includes an academic integrity violation notation on the student’s official institutional transcript.
• Academic Integrity Suspension: This sanction is one of involuntary separation of the student from the University for a set period of time. Students shall be withdrawn from classes, will not receive letter grades and/or refunds of money, which would be appropriate if they were voluntarily withdrawing from the institution. Permission to apply for re-admission may be granted with or without stipulations.
• Academic Integrity Dismissal: This sanction is one of permanent separation of the student from the University. Students dismissed for academic integrity reasons will not be granted the privilege of re-admittance to Friends University.

Additional Stipulations: It is the prerogative of the Academic Integrity Board to add stipulations to any sanction. Examples include but are not limited to; academic support services, limitation of registration, counseling, limitation of academic or co-curricular privileges, community service, educational projects or programs, course retakes, or letters or apologies.

Appeal Procedures

The accused student may appeal the Academic Integrity Board’s determination. The appeal must be made in writing within 30 calendar days to the Vice President of Academic Affairs. The Vice President, in consultation with the President, will respond for the University. The appeal decision is final.

Active Deployment

Military Orders

Students who serve in any branch of the United States Military, including the Armed Services Reserve or the National Guard are often alerted that they may be called to active duty for various reasons.

Steps You Need to Take if You Are Activated or Receive a Military Call-Up

If you are being activated for any reason, please see below in regards to procedures:

1. Contact your instructors and let them know you have received travel orders for possibly the next 10 days. Let them know your access to email/Moodle may be very limited or possibly no access.
2. The student must provide official military orders signed and dated by a commanding officer/designee. Orders must include the name of the student as well as dates of departure and return. If the orders do not include the name of the student, our office must receive communication (email or fax) from the student’s Commanding Officer verifying the student’s name and validity of the orders. Students will submit official orders to the Registrar’s office.

Withdrawing when called to Active Duty

Grades, Money & fees

A student may elect to withdraw from all courses. In this case, a 100% adjustment in tuition and fee will be made for withdrawn courses. Withdraws will be listed on a transcript with a WD.

A student may withdraw from one or more courses while remaining enrolled in one or more courses. Partial refunds will be given for the withdrawn courses.

In consultation with the course instructor, a student may elect to take an “Incomplete” in his/her courses. Guidelines pertaining to the University’s policy on “Incomplete Work” are contained in the Academic Catalog. Returning students are responsible for making arrangements with faculty members for the completion of work for which an “Incomplete” has been recorded. As an alternative to an “Incomplete,” other arrangements for receiving a grade and/or completing a course may be made, as appropriate, through the student’s consultation with faculty members involved.

Note: Refunds will not be immediately available. Refund checks will be sent to your forwarding address or that of your designated contact or representative.

Financial Aid

The Financial Aid office will be notified of your status. Federal financial aid guidelines will be followed. For more information, contact the Financial Aid office. 

Room and Board

Room and board charges will be prorated and returned or applied to a future term. The Residence Life office will be contacted regarding your withdrawal.

Re-Enrollment

Students returning from active military duty should contact their Academic Advisor or Academic Success Coach. They will assist you with the readmission process. 

ADA Services

Friends University does not exclude otherwise qualified persons with disabilities, on the basis of disability, from participating in University programs and activities, nor are persons with disabilities denied the benefits of these programs or subjected to discrimination.

It is the responsibility of the student to bring to the University’s attention the need for accommodation due to a qualifying disability. Requests for accommodation should be made to the ADA Services Office in the Academic Resource Center (ARC) and should be supported by appropriate documentation of the relevant disability. The Director will assist students in their request for accommodations and help them obtain other necessary support services.

Once the proper information is received, the ADA Services Office will notify appropriate faculty and/or staff of the student’s specific requests. The ADA Services Office will also make arrangements with outside agencies for any services needed (i.e., interpreters, accessible textbooks, etc.). The ADA Services Office will require an updated Disability Services Disclosure Release Form each semester.

For further information, contact the ADA Service Office via phone at 316-295-5522, in LIB 110, or via email at ADA@friends.edu. More information can be found at ADA Services.

Campus Security Report

The Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act requires the annual disclosure of security information. The report, along with other security information can be found on the Friends University Web site at www.friends.edu/Security-info.

To request a hard copy of this report, please contact the Friends University Security Office at 316-295-5911 or security@friends.edu.

Children and Pets in Classrooms

Children and pets are not allowed in the labs and classrooms at Friends University. In an emergency situation, an instructor may allow a child in the classroom (not a lab) if the child is of an age that is not disruptive.

Communicable Diseases

Communicable diseases, for the purpose of this policy, include but are not limited to mumps, measles, rubella, chickenpox, meningitis, tuberculosis, hepatitis, and sexually transmitted diseases. By statutes of Kansas and Missouri State Departments of Health, this University is required to report to their local county health officials any occurrence of these reportable diseases. The diagnosis of the condition, as with any other medical information, is confidential, and disclosure will take place only if deemed medically advisable and legally permissible. Any determination with respect to an individual will be made following consultation with the affected individual, the individual’s treating physician (if available), and such other persons as deemed necessary by the University.

In working with a person diagnosed with a communicable disease the University will proceed on a case-by-case basis. With the advice of medical professionals, these factors will be considered:

1. The condition of the person involved and the person’s ability to perform job duties or academic responsibilities;
2. The probability of infection of members of the University community based on the expected interaction of the person in the University setting;
3. The possible consequences to members of the University community, if infected;
4. Risk to the person’s health from remaining in the classroom, in an on-campus job, or in the University community, and
5. Other appropriate factors.

The Vice President of Student Affairs Office or the Human Resources Office may all be involved in the determination of an individual’s exclusion or limitation of activities due to a communicable disease that has been made known to them.

The mere diagnosis of a communicable disease is not, in itself, sufficient basis for imposing limitations or exclusions, but such limitations or exclusions may be imposed as necessary as recommended or required by the attending physician. Harassment of individuals with or suspected of being infected with any disease is not acceptable behavior at the University and will not be permitted.

The University will support, where feasible and practical, educational programs to enhance student awareness and understanding of serious diseases. At least one time each year, informational materials will be distributed to each registering student that will include immunization recommendations. At this time, Friends University does not require proof of immunization status from any student or employee.

Community Life Standards Policy

The Friends University objective is to help students view all aspects of their academic program and way of life from the expectations of Christian faith and concern. Honesty, sincerity, integrity, faith, and love are encouraged as necessary qualities of Christian character.

Spiritual life at Friends is vital to student life. Students from all religious backgrounds are welcome; University and community-centered organizations offer avenues of expression of faith and concern. The Wichita metropolitan area affords students of every religious denomination an opportunity to worship and to become active in the church of their choice during their college years.

Each student should understand that his or her enrollment at Friends University assumes a desire for participation in and positive contributions to the life of the community.

If any member of the Friends University community shows a continued violation of the spirit of the University and is found to be consistently in opposition to the personal development or well-being of other members of the body, the University reserves the right to request his or her withdrawal.

Unacceptable behavior in Friends University facilities or at any University-sponsored activities include:

• the possession or use of alcoholic beverages or illegal substances;
• use of tobacco in any form;
• the use of indecent literature;
• the use of profane or vulgar language; and/or
• the possession of weapons.

The students at Friends University come from many states and several foreign countries. The broad origins of our student body create diversity within the University environment that requires significant individual commitment to the growth of self and others in the community.

Disciplinary Procedure

The Director of Residence Life and Conduct will serve as the coordinator for disciplinary procedures related to non-academic behavioral violations, including those listed in the student conduct code and the community life standards. The decision of the Director of Residence Life and Conduct may be appealed to the Vice President of Student Affairs. Disciplinary procedures related to academic issues, such as academic integrity violations, violations of academic program standards, and inappropriate classroom behavior will be processed via the relevant academic policy and/or the policies of the academic program in which the student is enrolled.  In situations in which a student is accused of violating both academic and non-academic policies, the university reserves the right to choose which system should process the offense. The University President or the Vice President of the area in which the violation has occurred may choose other University staff to serve as his/her designee to carry out these procedures. This will generally happen at non-Wichita locations or when residence life violations occur.

Complaint Procedure

Any member of the University community (students, faculty, or staff) may bring a complaint to the Vice President of Student Affairs. Provided that the Vice President of Student Affairs finds the complaint to be a violation subject to these procedures, the student(s) charged will be sent a notice or called to establish a time for a student conference with the Vice President.

Prohibited Conduct

In addition to the student conduct code, community life standards, and other rules and regulations set forth by Friends University, the following policies have been established concerning student conduct:

• Being Present During a Violation: Anyone found to be present during a violation may be charged with the violation.
• Disruptive or Inappropriate Behavior: Behavior that interferes with the normal operations or the educational objectives of the University is prohibited.
• Falsification of Information: No student shall counterfeit, forge, falsify or attempt to alter any record, form, or document used by the University. No student shall provide false or misleading information to a University official.
• Gambling: Any form of gambling, including Internet gambling, that is in violation of state law is prohibited by students and prohibited on University property.
• Harassment: Behavior that discriminates against an individual based on race, color, religion, national origin, sex, marital, age, disability, or veteran status will not be permitted. In addition, making sexual advances or remarks and/or physical or expressive behavior of a sexual nature will not be tolerated. (Employees of Friends University must also abide by equal opportunity and harassment policies.) Students should refer all incidents of harassment to the Vice President of Academic Affairs (Deputy Title IX Coordinator). If the accused person is a student, the complaint will be processed by the Vice President of Academic Affairs (Deputy Title IX Coordinator) using disciplinary procedures. If the accused person is an employee, the complaint will be processed by the Vice President of Administration (Title IX Coordinator) using employee guidelines.

Hearing Procedures

The Vice President of Student Affairs or designee will serve as the hearing officer, and hearings will be open only to those persons who are part of the proceedings. Students involved in a hearing must keep all information from the hearing confidential. The Hearing Officer shall be responsible for rendering a decision of responsible or not responsible for alleged violations. The accused student shall receive written notification of the decision and any sanctions imposed. The decision may also be shared with the complainant. In cases where a serious violation has occurred and/or disciplinary suspension may occur, the Director of Residence Life and Director of Security may also attend. They, along with the Vice President of Student Affairs, will act as a hearing panel and will decide responsibility and any sanctions imposed.

Sanctions

The purpose of a sanction is primarily to educate an individual by increasing his/her awareness of the consequences of conduct violations and the importance of responsibility to the University community for one’s actions. In dealing with a student, the University staff may take into account the student’s disciplinary history during the entire time the individual has been a student at the University. The following sanctions, or a combination thereof, may be imposed by the Vice President of Student Affairs or designee.

• Admonition: This sanction constitutes a written notice to the student that their conduct is in violation of University policies and such violations or acts of misconduct are not condoned by the University.
• Censure: This sanction is given for those situations in which the infraction has caused serious questions regarding the individual’s ability to cope with the standards of the community.
• Probation: This sanction is one that places the student in serious jeopardy with the University. Further conduct violations may result in suspension or expulsion.
• Temporary Suspension: Pending a formal hearing, the Vice President of Student Affairs may immediately act to remove a student who may be acting contrary to the safety or well-being of oneself, others, or to the educational mission of the University.
• Suspension: This sanction is one of involuntary separation of the student from the University for a set period of time. Students shall not receive grades and refunds of money, which would be appropriate if they were voluntarily withdrawing from the institution. Permission to apply for readmission may be granted with or without stipulations.
• Expulsion: This sanction is one of permanent separation of the student from the University. Expelled students will not be granted the privilege of re-admittance.
• Additional Stipulations: It is the prerogative of the Hearing Officer to add stipulations to any sanction. Examples include, but are not limited to: counseling, revocation and/or limitation of privileges, restitution, community service, educational projects or programs, or letters of apology.

Appeal Procedures

An accused student has the right to appeal based on the severity of the sanction or additional evidence obtained since the hearing. Appeals must be made in writing to the Vice President of Student Affairs within five days of receiving official notice of sanction. The President will be the final authority on all appeals.

Entry and Search Policy

Friends University recognizes the students’ right to privacy in areas of the University designated for their use (i.e., residence hall room, rental house/apartment, gym locker, etc.) However, the University reserves the right to authorize entry to these areas under the following circumstances:

• when permission has been granted by the occupant(s);
• when maintenance, requested by the occupant(s) or University personnel, is being performed;
• during routine inspections of rooms for safety, health and general maintenance performed upon institutional initiative preceded by 24 hours written or posted notice to occupant(s);
• there is perceived imminent danger to the safety, health, or property of occupant(s) or to institutional property;
• there are potential or perceived violations of University policy; and/or
• when entry is made by civil officers covered by civil law.

Equal Opportunity Policy

Friends University (“University”) developed this policy to provide equal employment opportunities to all persons without regard to race, color, sex, national origin, age, disability, or veteran status except where they are bona fide occupational qualifications. In order to carry out this policy it is essential that we remain committed to the mission of Friends University and the following:

1. Recruit, hire, train, and promote persons in all job groups without regard to race, color, sex, national origin, age, disability, or veteran status.
2. Base decisions on employment so as to further the principle of equal employment opportunity.
3. Ensure that promotion decisions are in accordance with principles of equal employment opportunity by imposing only valid job-related criteria for promotional opportunities.
4. Ensure that all personnel actions such as compensation, benefits, transfers, layoffs, return from layoff, employer-sponsored training, education, tuition assistance, and social and recreational programs will be administered without regard to race, color, sex, national origin, age, disability or veteran status.
5. Make good faith efforts to ensure equal employment opportunity extends to all levels of the workforce including the developmental and selection processes for university leadership positions.

Friends University is an educational institution that admits academically qualified students without regard to sex, age, race, color, national origin, marital, disability, or veteran status to all the rights and privileges, programs, and opportunities generally available to students. Inquiries regarding these policies may be directed to the EEO/Title IX Coordinator of the University.

The overall responsibility for implementing the policy is assigned to the Director of Human Resources. Any inquiries regarding this policy should be addressed to the EEO/Title IX Coordinator of the University, Office of Human Resources, 2100 W. University St., Wichita, KS 67213, (316) 295-5864.

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, sets forth requirements regarding the privacy of student records. FERPA governs the release of these educational records maintained by an educational institution and the access to these records. Educational records are any records maintained in print, computer, tape, film, handwriting, or another medium related to a student with the following exceptions:

• Records made by University employees that are kept in the sole possession of the maker are used only as a personal memory aid, are not accessible or revealed to other persons, and are not used to make decisions about the student.
• Employment records unless the employment is contingent on the fact that the employee is a student.
• Records are maintained by University Security solely for law enforcement purposes.
• Records are maintained for counseling or health purposes and are used only in connection with the treatment of the student and made available only to those persons providing the treatment.
• Records that contain information relating to a person only after the individual is no longer a student at the University, i.e., alumni records.

Friends University accords all the rights under the law to students in attendance and former students. These rights are:

• The right to inspect and review the student’s educational records within 45 days of the day the University receives a request for access. Nothing in this policy requires the continued maintenance of any student record for any particular length of time. However, if a student has requested access to his/her educational record, the record will not be destroyed before the inspection. Students should submit to the University Registrar or Vice President of Student Affairs written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected.
• The right to request the amendment of the student’s educational records that the student believes are inaccurate or misleading. Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write to the University official responsible for the record and clearly identify the part of the record in question. If the University decides not to amend a record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to appeal. Additional information regarding the appeal will be provided to the student.
• The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. The name and address of the office that administers FERPA is: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, S.W., Washington, DC 20202-4605.
• The right of currently enrolled students to request that all directory information be withheld.
  • In order to exercise this right to privacy, a student must go to the University Registrar’s Office and sign a “No Release” form. Friends University assumes that failure on the part of any student to specifically request the withholding of directory information indicates individual approval for disclosure.
  • In accordance with FERPA, Friends University has designated the following student information as public or directory information and may provide this information to anyone: name, address(es), e-mail address(es), telephone number(s), dates of attendance, date of birth, major field(s) of study, awards, honors (including Dean’s List, etc.), degree(s) conferred (including dates), past and present participation in officially recognized sports and activities, physical factors (heights/weights) of athletes, and photographs.
• The right to consent to disclosures of non-directory information contained in the student’s educational records, except to the extent that FERPA authorizes disclosure without consent. Under FERPA, Friends University may disclose information to the following without the written consent of the student:
  • to the student;
  • to school officials determined by the institution to have a legitimate educational interest;

    • Friends University defines a school official as: individuals employed by the institution in an administrative, professional, faculty, staff, law enforcement, or counseling position; members serving on an institutional governing body; members of committees and disciplinary boards; students serving on a committee or assisting another school official in fulfilling their professional responsibilities; individuals or organizations acting as official agents of the institution; the National Student Clearinghouse; and, contractors, consultants, volunteers and other non-employees to whom the institution has outsourced services or functions.

    • A school official has a legitimate educational interest if he/she needs to review an education record in order to fulfill a professional responsibility to Friends University. Records should be used only in the context of the official educational business.

  • to anyone if the college has obtained the prior written consent of the student;
  • to anyone in response to requests for directory information;
  • to parents/legal guardians when their children (under age 21) are found to have violated the alcohol or drug policy of the institution;
  • to comply with a judicial order or subpoena;
  • to authorized representatives of the following government entities if the disclosure is in connection with an audit or evaluation of federal or state-supported education programs, or for the enforcement of or compliance with federal legal requirements that relate to those programs: Comptroller General of the United States, Secretary of Education, U.S. Attorney General (for law enforcement purposes only), and state and local educational authorities;
  • to schools at which the student seeks or intends to enroll;
  • to anyone who is providing financial aid to the student. (“Financial aid” does not include any payments made by parents. Students should contact the Financial Aid Office for specific conditions.);
  • to organizations conducting studies for or on behalf of educational institutions;
  • to accrediting organizations (for accrediting purposes);
  • to anyone if a health or safety emergency exists and the information will assist in resolving the emergency;
  • to an alleged victim of a crime of violence or the results of a disciplinary hearing against an alleged perpetrator of a crime of violence or non-forcible sex offense;
  • to the U.S. Citizenship and Immigration Services (USCIS) for purposes of tracking and reporting students who are not citizens of the United States;
  • to military recruiters who request “student recruiting information” for recruiting purposes only, which includes address, telephone, age (or year of birth), level of education, and major;
  • to the Internal Revenue Service (IRS) for purposes of complying with the Taxpayer Relief Act of 1997; and/or
  • to authorized representatives of the Department of Veterans Affairs for students receiving educational assistance from the agency.

To give the University permission to disclose non-directory information, a student must complete a Student Information Release form available from the University Registrar’s Office. When completed, this form must be returned to the University Registrar’s Office. Other offices within the University may also require additional permission from the student to release specific information.

Firearms Policy

Campus-Wide

The use or possession of “Firearms” or “Conducted Energy Devices” on University premises, including, but not limited to, classrooms, offices, and student housing is expressly forbidden. “Firearm” means any pistol, rifle, shotgun, or another device that uses gunpowder to launch projectiles, and any replica or facsimile thereof that could be perceived to be a firearm. “Conducted Energy Device” means a weapon primarily designed to disrupt a subject’s central nervous system by means of deploying electrical energy sufficient to cause uncontrolled muscle contractions and override an individual’s voluntary motor responses (this includes, but is not limited to, Tasers). This policy is subject to the right to possess a handgun pursuant to the applicable portions of K.S.A. 75-7c01 et seq, the Personal and Family Protection Act. This policy is also in addition to University policies directly applicable to University employees and students.  Any violation of this policy may lead to: a request to vacate University premises; being subject to prosecution for trespass; or other appropriate remedies as determined by Friends University.

Students

The use or possession of “Firearms” or “Conducted Energy Devices” by a University student on University premises, including student housing, is expressly forbidden. “Firearm” means any pistol, rifle, shotgun, or another device that uses gunpowder to launch projectiles, and any replica or facsimile thereof that could be perceived to be a firearm. “Conducted Energy Device” means a weapon primarily designed to disrupt a subject’s central nervous system by means of deploying electrical energy sufficient to cause uncontrolled muscle contractions and override an individual’s voluntary motor responses (this includes, but is not limited to, Tasers). Under no circumstances may students store or possess firearms or Conducted Energy Devices in University-owned housing, in University buildings, or on University premises. This policy is subject to the right to possess a handgun pursuant to the applicable portions of K.S.A. 75-7c01 et seq, the Personal and Family Protection Act. Any violation of this policy may lead to immediate suspension or dismissal from the University.

Internet and Network Usage Policy

This document constitutes a University-wide policy for the appropriate use of all Friends University computing and network resources. It is intended to provide effective protection of individual users, equitable access, and proper management of those resources. These guidelines should be interpreted broadly and are intended to supplement, not replace, all existing laws, regulations, agreements, and contracts, which currently apply to those resources.

Access to the Friends University networks and computer systems is a privilege and not a right. Access is granted subject to University policies and local, state, and federal laws. The contents of all storage media owned or stored on University computing facilities are the property of the University. Appropriate use should always be legal and ethical, reflect academic honesty, conform to community life standards and the mission of the institution as stated in the University Catalog, and show restraint in the consumption of shared resources. Users should demonstrate respect for intellectual property rights; ownership of data; system security mechanisms; and individuals’ rights to privacy, freedom of speech, and freedom from intimidation, harassment, and annoyance.

The University is not responsible for illegal, unacceptable, or unethical use of the information technology environment, including computer and computer networks or electronic communication systems.

Authorized Use

Authorized use of Friends University-owned computing and network resources is that which is consistent with the education, research, and service mission of the University and with this policy.

The University’s networks and computer systems are maintained for use by Users in connection with University-related matters. Authorized Users are any currently enrolled student, active or adjunct faculty member, and full-time or part-time employee. Each User will be authenticated periodically to verify these requirements. While the University will attempt to respect academic freedom in the use of its information technology environment to achieve academic objectives, any User may be denied access to these resources for any reason or for no reason. No denial of access shall be interpreted as an attempt to control academic freedom.

It is the User’s responsibility to be aware of the potential for and possible effects of manipulating information, to understand the variable nature of electronically stored information, and to continuously verify the integrity and completeness of the information. Users are responsible for the security and integrity of University information stored on University-owned equipment.

University Access and Disclosure

Authorized access to data or information entails both privilege and responsibility, not only for the User but also for the University. While the University will treat information stored on its equipment as confidential, the University cannot guarantee the confidentiality of stored data. Users should be aware that use of one of the data networks, such as the Internet and electronic mail and messages, will not necessarily remain confidential from third parties outside the University in transit or on the destination computer system, as those data networks are configured to permit fairly easy access to transmissions. However, there is no expectation of privacy or confidentiality for documents and messages stored on University-owned equipment. Additionally, email and data stored on Friends University’s network of computers may be accessed by the University for the following purposes:

• create backup copies of media;
• troubleshoot unauthorized access and system misuse;
• retrieve business-related information;
• investigate reports of violation of this policy or local, state, or federal law;
• comply with legal requests for information; and/or
• reroute or dispose of undeliverable mail.

Users of electronic mail systems should be aware that, in addition to being subject to authorized access, electronic mail in its present form cannot be secured and is vulnerable to unauthorized access and modification by third parties. The University retains the right to monitor and restrict users for any reason, which degrades the performance of the information technology environment. Because of the open nature of the Internet, the University cannot be held responsible for what content the User might encounter. The University reserves the right to inspect electronic mail usage by any person at any time without prior notice as deemed necessary to protect business-related concerns of the University to the full extent not expressly prohibited by applicable statutes.

Examples of Improper Use

Though not exhaustive, the following list is provided to emphasize that these activities are NOT allowed on the Friends University networks or computer systems: hacking; unauthorized use of facilities, accounts access codes, privilege, or information; using the Internet for purposes outside of academic, administrative, and research activities; any activity that violates the laws, regulations, and rules, whether federal, state, local or University; willful destruction or damage to computers or data; unauthorized monitoring of communications equipment; violation of network security or attempts to break password restrictions; use of network or computer environment for private enterprise; any use for any private commercial enterprise, monetary gain, or business outside of the University; use of another User’s password or any access code; use of electronic mail for the distribution of unsolicited information or advertising; violations of any software licenses or any copyright; violation of any person’s or entity’s right of privacy; creation or forwarding of chain letters; sending universal or spammed mail; defamation or any conduct that is offensive or threatening to any individual or group; accessing obscene, pornographic, or hate-based material or Web sites; accessing hacker or cracker material or sites; posting, sending, or acquiring sexually-explicit or sexually-oriented material, hate-based material, and hacker-related material; creation, installation or spread of computer virus of any type; attempting system crashes; sharing a User account with another; and unauthorized access to private information or any information belonging to another.

Improper Use Penalties

The University retains the right to unilaterally limit access to the information technology environment for improper use or for any other reason. All procedures, hearings, evaluations, and investigations are at the discretion of the University and need not be provided in any particular situation. Neither the following subsections nor this policy grant Users any right to access Friends University computers and network systems under their control or any right to a review by hearing or investigation when the University denies access to its information technology environment.

• Any violation of these policies should be reported to the head of the Information Technology department. If unavailable, report the violation to one of the following: VP of Administration and Finance or the President’s Office.
• In the situation of a student violation, the head of Student Affairs will be contacted for possible disciplinary action under these guidelines.
• Friends University recognizes the occasional use of networks and computer systems for personal matters, however, this should be limited to no more than 10% of business usage per IRS rules and regulations. In the situation of employee violations, the Office of Human Resources will be contacted.
• Any employee who violates these policies may be subject to discipline, up to and including termination.
• Willful attempts to bypass security will bring immediate and indefinite termination of access to the information technology environment.
• Any User whose use of Friends University computers and network resources has been limited or terminated or has been denied use and desires to have such action reviewed should make such request in writing to the head of the Information Technology Department.

Limitation of Liability

Although the University tries to provide a stable and accurate computing environment, from time to time hardware and/or software errors or errors of other types may arise. The University does not warrant the accuracy of its computers, hardware, software, network, communication systems, or any part of it, including documentation, advice, or consultation. The University does not guarantee access to the information technology environment. The University shall not be liable for any incidental, consequential, or actual damages, even if advised of the possibility thereof. In no event shall the University or any employee or department be liable for the failure to provide access to the information technology environment.

International Student Policies

Questions concerning international students should be directed to the Director of Counseling, Wellness & International Services. Admissions policies for international students can be found in the Undergraduate Admissions and Graduate Admissions sections of the Catalog.

International Student Registration Policy

In order to register for classes at Friends University, F-1 visa students must be in good status with the United States Citizenship and Immigration Services, USCIS. Friends University reserves the right to revoke the registration of any international student who does not satisfy the good status requirements of the USCIS.

Insurance and Immunization Requirements for International Students

Health Insurance: To protect our International students and ensure that they will be able to receive necessary medical care, Friends University requires all F-1 visa holders to purchase health insurance. All F-1 students will be required to purchase university-sponsored health insurance. This plan offers benefits that are unique to the needs of F-1 students that most insurance plans do not cover, including medical evacuation and repatriation. F-1 students will be unable to register for classes until they are able to show proof of payment for enrollment into the university-sponsored health insurance plan for the academic year. The International Advisor may make exceptions to this requirement on a case-by-case basis. An example of a possible exception would be if a current F-1 student’s SEVIS program end date is scheduled to occur in less than 1 year, the student may be allowed to purchase coverage for a semester rather than a year. Students with more than 1 year left in their program will be required to purchase yearly premiums.

TB prevention and Immunization: Friends University and the State of Kansas have required F-1 visa holders to be tested for tuberculosis (TB). In the past, the Health and Wellness Office used a skin test to identify students who may have been exposed to TB. Friends University will require those who are considered high-risk for tuberculosis, including all F-1 international students, to be tested with a blood test called Quantiferon (QFT). There are several advantages to using QFT:

•  Requires fewer patient visits to complete the TB screening process
•  Results are more accurate than the TB skin test
•  BCG vaccination does not affect QFT results.

1. All new F-1 students will be required to have the QFT prior to beginning classes. Returning F-1 students may be required to have testing completed at the discretion of the Health and Wellness Coordinator.
2. F-1 students traveling outside of the United States for 90 days or more will be required to contact the Health and Wellness Office upon return to the United States to determine if additional testing will be necessary.

F-1 students may use their university-sponsored health insurance for their QFT lab work. All applicable co-pays and deductibles will apply. If the test is positive, a chest x-ray (CXR) will be required and again all applicable co-pays and deductibles will apply. The Health and Wellness Office will advise the student on further treatment requirements in the event that this occurs. Failure to comply with this policy will result in dis-enrollment and subsequent notification in SEVIS that you are not maintaining F-1 status.

If you plan to live in Friends University housing, you will be required to have a current meningitis vaccine typically received within the past 3-5 years. A meningitis vaccine given as a young child does not meet the “current” requirements. You will need to bring proof of the meningitis vaccine, as well as proof of all of your vaccines (from birth to present date) when you come to your orientation meeting.

Lost and Found

Friends University recognizes that from time to time personal property is lost or misplaced by the employees, students, and visitors of the University. Any items of significance found on the Friends University campus should be brought to the Student Affairs main office located on the first floor of Casado Campus Center, Office 102.

Personal Property

Friends University strives to maintain a high level of security but does not assume responsibility for loss or damage to students’ property or possessions. The University encourages students to check with their homeowner/renter’s insurance to make sure that personal items are covered while on campus. For those students living in University-owned housing, the University recommends purchasing renter’s insurance or adding a rider to their family’s homeowner/renter’s insurance. Items left by students are presumed abandoned after 45 days and are then subject to disposal without notice.

Posthumous Degree Policy

The University President, in consultation with the VPAA, may award a posthumous degree to a deceased student at Friends University who had met the following conditions:

• Junior status in undergraduate programs or at least 20 earned credits in a graduate program.
• Had been enrolled within the past academic year.
• Had met requirements for earned credits in residence at Friends University.
• Was in good academic standing with the institution, which is defined as not being academically deficient for their classification (academic probation, continued probation, dismissal).

The university will consult with the family to determine their wishes in this matter.

Posthumous Degree requests must be received within two years of the student’s death.

Responsibility of Guests

When a student brings or invites a non-Friends person(s) to the University or a University-sponsored event, the student accepts responsibility for the actions of his/her guest(s). The University expects the student to inform the guest(s) of all rules and regulations of the University. The student may also be subject to disciplinary action based on the actions of his/her guest(s).

Statement on AIDS

It is the policy of Friends University that students who have AIDS or positive HIV tests, will be allowed normal classroom attendance as long as they are physically and psychologically able. For purposes of this policy, the following terms shall be used: acquired immunodeficiency syndrome (AIDS) and positive human immunodeficiency virus (HIV) antibody tests. This policy covers illness and conditions related to AIDS and positive HIV tests. The University will offer educational programs to promote knowledge and prevention of AIDS and positive HIV tests.

Procedures Related to Students with AIDS and/or positive HIV tests

• Screening prospective students for AIDS and/or positive HIV tests will not be done nor be a part of the admission process.
• In accordance with existing University procedures, a student’s medical record and/or educational record is confidential (including information on or related to AIDS) and may not be released without the individual’s permission except as otherwise provided by law.
• Students who have AIDS and/or positive HIV tests will be allowed the usual access to campus academic, social, and cultural activities.
• An individual with AIDS, or positive HIV tests participating in activities where an exchange of body fluids, such as blood, may occur (e.g. contact sports, educational laboratory/clinical settings such as life sciences and health professions) should discuss the advisability of participation with their physician. The participant with AIDS or a positive HIV test has the responsibility to inform other participants of the possibility of contamination.
• Occupants of residence halls and other University-owned housing facilities will not be advised that another occupant has AIDS or a positive HIV test. Current medical information indicates there is no risk to sharing living areas with infected individuals; however, there may be circumstances where those with AIDS might be exposed to certain contagious diseases in a close living situation. Because of the medical need for these students to exercise greater control of their environment, they will be offered appropriate options based upon consultation with each individual’s personal physician.
• Students may contact the Health and Wellness Office for information about AIDS and HIV testing. Additionally, students requesting HIV testing should be referred to the county health department or to the laboratories they prefer.

AIDS Prevention Education Program

To assure compliance with the policy and procedures statements above, it is incumbent upon the University to provide education and information on AIDS and positive HIV tests. A critical means of impeding the further spread of the disease is the provision of timely and accurate advice, information, and education to individuals, groups, and policymakers.

Implementation

1. The Vice President of Student Affairs is responsible for recommending modifications to this policy that may be required in the future. This Office may also be consulted when accommodations are needed as a result of the individual having AIDS or a positive HIV test. (Requests for accommodations should be made to the Vice President of Student Affairs Office.)
2. This policy shall be distributed to students through regular policy dissemination mechanisms.

Solicitation

Except as specifically permitted by this policy, soliciting for personal, business, organizational, or political purposes is not allowed on the Friends University campus. This includes selling goods or services, distributing information, or otherwise seeking support on University property. A limited solicitation may be allowed in connection with University-sponsored events. However, any solicitation done as part of a University-sponsored event must have the approval of a University Vice President. Friends University student organizations are allowed to fundraise with the permission of the Vice President of Student Affairs. Student organizations may also hold election campaigns in accordance with the guidelines listed in the Student Government Association By-laws and Friends University posting Policy. (Please refer to the Student Organization Handbook for more information.)

This solicitation policy has been developed to maintain the integrity of the educational environment and the protection and privacy of community members. Questions concerning solicitation should be directed to the Office of Institutional Advancement.

Student Complaint Policy

As a Christian learning community that seeks to equip “students to honor God and serve others by integrating their intellectual, spiritual and professional lives,” Friends University is committed to promoting a culture that reflects its core values of respect, inclusion, service, and excellence.  Because communities invariably experience conflict, the university is committed to resolving conflicts in a manner that is consistent with the university’s mission and core values.  To this end, the university utilizes an approach to conflict resolution that is grounded in the ideas expressed in Matthew 18:15-17, which calls people of faith to resolve conflicts privately whenever possible.  To that end, the first step of the Friends University conflict resolution process begins with a meeting between the student and the University employee with whom the student has a complaint, in the hope that the situation can be resolved without additional intervention.  If the student is not satisfied with the outcome of the initial meeting, s/he has the option of appealing to supervisory and administrative personnel.

Please note, the conflict resolution process is not appropriate for situations involving gross misconduct on the part of an employee, nor is it appropriate for situations related to EEOC, Title IX, or protected class-related issues (such as nursing mothers, disabilities, etc.).  In situations such as these, students should contact the University’s Office of Human Resources. All such EEOC or Title IX complaints must be processed through the Office of Human Resources.

Friends University Conflict Resolution Process: Academic Complaints

1. The student arranges a meeting with the faculty member to discuss the complaint. The faculty member should respond to the student with a resolution to the complaint within five business days of the initial meeting. If the student does not receive a response from the faculty member regarding the complaint within 5 business days, the student can move to the next step of the complaint process. 
2. If the student is not satisfied with the faculty member’s resolution, the matter may be appealed to the Division Chair within five business days. (Please note: In the case of collaborative programs, the student may appeal to the Vice President of Academic Affairs.)
3. The Division Chair will meet with the student to discuss the concern. The Chair will render a decision on the matter within 10 business days of the meeting. If the student does not receive a response from the Division Chair regarding the complaint within 5 business days, the student can move to the next step of the complaint process. 
4. If the student is not satisfied with the Division Chair’s resolution, the matter may be appealed, in writing, to the Vice President of Academic Affairs within five business days.
5. The Vice President of Academic Affairs will meet with the student to discuss the concern and will render a decision on the matter within 10 business days of the meeting. The Vice President’s decision is final and represents the university’s final stance on the matter in question.

Friends University Conflict Resolution Process: Non-Academic Complaints

6. The student arranges a meeting with the university employee to discuss the complaint. The employee should respond to the student with a resolution to the complaint within five business days of the initial meeting.
7. If the student is not satisfied with the employee’s resolution, the matter may be appealed to the employee’s immediate supervisor within five business days.
8. The supervisor will meet with the student to discuss the concern.  The supervisor will render a decision on the matter within 10 business days of the meeting.
9. If the student is not satisfied with the supervisor’s resolution, the matter may be appealed, in writing, to the unit Vice President within five business days.
10. The Vice President will meet with the student to discuss the concern and will render a decision on the matter within 10 business days of the meeting. The Vice President’s decision is final and represents the university’s final stance on the matter in question.

*Distance Education Courses or Programs: Unresolved student concerns regarding programs authorized through SARA may be directed to the state portal agency, using the SARA Complaint Form which can be accessed here. 

Student Conduct Code

Students are expected to conduct themselves, whether on or off-campus, in a way that will reflect favorably on them and the University. The University reserves the right to deny admission to any applicant, to discontinue the registration of any student, or withhold the degree of any student if, in the opinion of the faculty or University authorities, their personal conduct, disrespect for regulations, or attitude toward policies is detrimental to the general welfare of the University community, or their further association is not conducive to the best interests of the student or the University.

The student conduct code has been established by the University to protect its educational purpose, to provide for the orderly conduct of activities, to protect the victims of crime, and to safeguard the interests of the University community.

Members of the University community share the same responsibilities of citizenship as other members of the broader community. Students, faculty, and staff members are all subject to the same laws and ordinances. The University does not stand between national, state, or local law enforcement agencies and persons who violate the law. Persons who violate the law are subject to disciplinary action regardless of the action or inaction of civil authorities.

Student Employee Policy

Policy Statement and Program Adoption

Students may be hired for up to two concurrent campus jobs. Students may work a maximum total of 25 hours per workweek for all of the active jobs for which they are hired. Students who do not abide by these limits may lose the privilege of student employment.

International students are limited to 20 hours of campus work per week as defined by INS regulations.

Students interested in on-campus employment may apply for open, available positions posted online at www.friends.edu/employment-opportunities/.

Reason for Policy

While the University understands the student’s need and willingness to work, the student must understand that he/she is on campus to earn an education and should put their studies first. Students are encouraged to work hours that do not interfere with completing their education successfully. Supervisors should be cognizant of this as well and should be flexible in working with the student’s class and homework schedule. The student should realize that when he/she accepts a campus job, he/she is expected to fulfill the duties and responsibilities of the position. It is the responsibility of the student to find a workable balance between their studies and their employment.

Student Employment Classification

Student employees are classified as temporary part-time and therefore are not normally eligible to receive University benefits. To be eligible for student employment, a student must be degree bound. Students pursuing a degree completion or graduate program may work as a student employee as long as their program is in session. Students who graduate may continue their employment until the beginning of the next academic term. A new full-time enrolled student is eligible for student employment the Summer session before their first Fall semester.

Graduating F-1 Student Workers

Per regulations from the Department of Homeland Security, graduating F-1 student workers cannot work on campus after their program end date.

Employment of Relatives

Employment of relatives is allowed at Friends, however, if not closely monitored, employment in the same area of an organization may cause serious conflicts or problems with favoritism and employee morale. In an effort to avoid such problems, the President must approve the employment of relatives within the same department. Each situation that involves the employment of relatives (even those that occur after employment has begun,) will be reviewed on a case-by-case basis. However, as a general rule, students are not permitted to be supervised and/or hired by a relative.

Once approval is obtained, the employees must continue with a respectful and productive working relationship. If indications of problems arise, the employment relationship will be reviewed again and will continue at the discretion of the University President.

Time-sheets

Student-workers should access their timesheet each day they work to make a recording of their time. Falsifying hours on a timesheet is not acceptable and is subject to disciplinary action up to and including termination of employment.

All student workers must maintain an accurate record of worked hours on the University’s student timesheet form. Timesheets are accessible in the student’s self-service Banner. Each student will be assigned one timesheet for each student job they hold. On each timesheet, the student is asked to list the time he/she began work for the day and the time he/she stopped working. If the student works for a period of time and leaves to attend a class and then returns, the start and stop times should be noted appropriately. The timesheet is set up to automatically calculate the hours worked per day by the student.

Pay Periods

The pay period begins on the 21st of each month and ends on the 20th of each month. Timesheets are to be submitted to supervisors by the 21st of each month unless called for on an earlier date. Supervisors must electronically approve the student worker’s timesheet before payment can be made.

Paychecks

All paychecks and direct deposits are disbursed monthly on the last working day of the month.

Paychecks can be picked up at the cashier’s window located on the first floor of Sumpter Hall. If a student would prefer his/her paycheck to be mailed, the student must provide a self-addressed stamped envelope to the Human Resources Department prior to payday.

Should a student find that his/her paycheck is not at the cashier’s office on payday, he/she should contact the Human Resources Department during normal business hours at extension 5864 or on the second floor of Sumpter Hall. Typically, this occurs when the Human Resources Department is missing the individual’s time-sheet or has incomplete paperwork.

Direct deposit is permitted for student workers. Contact Human Resources for the required paperwork.

Student workers are not eligible to receive a payroll advance.

Student Right to Know

Students may access the graduation/completion rates of Friends University as required by the Higher Education Act of 1965. These rates reflect the graduation/completion status of only those first-time, full-time students who enrolled with zero (0) hours and who will complete their programs within six (6) years. This information can be accessed through the University’s website at www.friends.edu.

Title IX Policy

Friends University affirms its commitment to promote the goals of fairness and equity in all aspects of the educational enterprise. All policies below are subject to resolution using the Friends University’s Grievance Process, as detailed below. The Grievance Process is applicable regardless of the status of the parties involved, who may be members or non-members of the campus community, students, student organizations, faculty, administrators, and/or staff. Friends University reserves the right to act on incidents occurring on-campus or off-campus when the off-campus conduct could have an on-campus impact or impact on the educational mission of Friends University.

Inquiries about this policy and procedure may be made internally to:

All members and non-members of Friends University including Students, Faculty, Adjunct Faculty, Staff, Administrators, Independent Contractors, and On-Site Vendors.

Section 1: Discriminatory Conduct

Friends University adheres to all federal and state civil rights laws prohibiting discrimination in private institutions of higher education. Friends University does not discriminate on the basis of sex, age, race, color, national origin, or disability in its programs and activities generally available to students.

1. Discrimination is conduct that is based upon an individual’s race, color, national origin, sex, age, disability, or any other category protected by applicable law, that excludes an individual from participation, denies the individual the benefits of, treats the individual differently or otherwise adversely affects a term or condition of an individual’s employment, education, living environment, or participation in a University program or activity.  This includes failing to provide reasonable accommodation, consistent with state and federal law, to persons with disabilities.
2. Harassment is covered under this policy if it is based upon an individual’s race, sex, age, color, national origin, disability, or any other category protected by applicable law. Harassing conduct may take various forms, including name-calling, graphic or written statements (including the use of cell phones or the Internet), or other conduct that may be physically threatening, harmful, or humiliating. Harassment does not have to include intent to harm be directed at a specific target or involve repeated incidents. Sex-based harassment includes sexual harassment, which is further defined below, and non-sexual harassment based on stereotypical notions of what is female/feminine v. male/masculine, or a failure to conform to those gender stereotypes.

Harassment violates this policy when it creates a hostile environment, as defined in Section II.B below.

1. Sexual Harassment: Sexual Harassment can include unwelcome: sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature, including sexual assault.  Sexual harassment, including sexual assault, can involve persons of the same or opposite sex. Consistent with the law, this policy prohibits two types of sexual harassment:
   1. Tangible Employment or Educational Action: This type of sexual harassment occurs when the terms or conditions of employment, educational benefits, academic grades or opportunities, or living environment or participation in a University activity is conditioned upon, either explicitly or implicitly, submission to or rejection of unwelcome sexual advances or requests for sexual favors, or such submission or rejection is a factor in decisions affecting that individual’s employment, education, living environment, or participation in a University program or activity.  Generally, perpetrators will be agents or employees with some authority from the University.
   2. Hostile Environment: Sexual harassment may create a hostile environment as defined in Section II.B below.
2. Hostile Environment Harassment: A Hostile Environment based on race, color, national origin, sex, age, disability, or any other category protected by applicable law exists when harassment:
   1. is sufficiently serious (i.e., severe, pervasive, or persistent) and objectively offensive so as to deny or limit a person’s ability to participate in or benefit from the University’s programs, services, opportunities, or activities; or
   2. when such conduct has the purpose or effect of unreasonably interfering with an individual’s employment.

Harassment that creates a hostile environment (“hostile environment harassment”) violates this policy.

A hostile environment can be created by anyone involved in a University program or activity (e.g., administrators, faculty members, students, and even campus guests). Mere offensiveness is not enough to create a hostile environment. Although repeated incidents increase the likelihood that harassment has created a hostile environment, a serious incident, such as a sexual assault, even if isolated, can be sufficient.

In determining whether harassment has created a hostile environment, consideration will be given not only as to whether the conduct was unwelcome to the person who feels harassed, but also whether a reasonable person in a similar situation would have perceived the conduct as objectively offensive. Also, the following factors will be considered:

• The degree to which the conduct affected one or more students’ education or individual’s employment;
• The nature, scope, frequency, duration, and location of incident or incidents;
• The identity, number, and relationships of persons involved;
• The nature of higher education.

3. Sexual Misconduct includes sexual assault, inducing incapacitation for sexual purposes, sexual exploitation, and relationship violence.
   1. Sexual Assault means an actual or attempted sexual contact with another person without that person’s consent. Sexual assault includes, but is not limited to:
      1. Involvement in any sexual contact when the victim is unable to consent.
      2. Intentional and unwelcome touching of, coercing, forcing, or attempting to coerce or force another to touch a person’s intimate parts (defined as genital area, groin, inner thigh, buttocks, or breasts).
      3. Sexual intercourse without consent, including acts, is commonly referred to as “rape”. 

Consent is informed, freely given, and mutual. If coercion, intimidation, threats, or physical force are used, there is no consent. If a person is mentally or physically incapacitated or impaired so that such person cannot understand the fact, nature, or extent of the sexual situation, there is no consent; this includes impairment or incapacitation due to alcohol or drug consumption or being asleep or unconscious. There is no consent when there is force, expressed or implied, or use of duress or deception upon the victim. Silence does not necessarily constitute consent. Past consent to sexual activities does not imply ongoing future consent. Whether an individual has taken advantage of a position of influence over an alleged victim may be a factor in determining consent.

2. Inducing incapacitation for sexual purposes includes using drugs, alcohol, or other means with the intent to affect or have an actual effect on the ability of an individual to consent or refuse to consent (as “consent” is defined in this policy) to sexual contact.
3. Sexual Exploitation occurs when a person takes non-consensual or abusive sexual advantage of another for anyone’s advantage or benefit other than the person being exploited, and that behavior does not otherwise constitute one of the proceeding sexual misconduct offenses. Examples of behavior that could rise to the level of sexual exploitation include:
   1. Prostituting another person;
   2. Non-consensual visual (e.g., video, photograph) or audio recording of sexual activity;
   3. Non-consensual distribution of photos, other images, or information of an individual’s sexual activity, intimate body parts, or nakedness, with the intent to embarrass or having the effect of embarrassing an individual who is the subject of such images or information;
   4. Going beyond the bounds of consent (such as letting your friends hide in the closet to watch you having consensual sex);
   5. Engaging in non-consensual voyeurism;
   6. Knowingly transmitting a sexually transmitted infection (“STI”), such as HIV, to another without disclosing your STI status
   7. Exposing one’s genitals in non-consensual circumstances, or inducing another to expose his or her genitals;
   8. Possessing, distributing, viewing, or forcing others to view illegal pornography.
4. Relationship Violence is abuse or violence between partners or former partners involving one or more of the following elements:
   1. Battering that causes bodily injury;
   2. Purposely or knowingly causing reasonable apprehension of bodily injury;
   3. Emotional abuse creating apprehension of bodily injury or property damage;
   4. Repeated telephonic, electronic, or other forms of communication – anonymously or directly – made with the intent to intimidate, terrify, harass, or threaten.

4. Stalking includes repeatedly following, harassing, threatening, or intimidating another by telephone, mail, electronic communication, social media, or any other action, device, or method that purposely or knowingly causes substantial emotional distress or reasonable fear of bodily injury or death.
5. Retaliation is an action taken by an accused individual or an action taken by a third party against any person because that person has opposed any practices forbidden under this policy or because that person has filed a complaint, testified, assisted, or participated in any manner in an investigation or proceeding under this policy. This includes action taken against a bystander who intervened to stop or attempt to stop discrimination, harassment, or sexual misconduct. Retaliation includes intimidating, threatening, coercing, or in any way discriminating against an individual because of the individual’s complaint or participation. Action is generally deemed retaliatory if it would deter a reasonable person in the same circumstances from opposing practices prohibited by this policy.

Section 2: Consensual Relationships

There are inherent risks in any romantic or sexual relationship between individuals in unequal positions (such as faculty and student, supervisor, and employee). These relationships may be less consensual than perceived by the individual whose position confers power. The relationship also may be viewed in different ways by each of the parties, particularly in retrospect. Furthermore, circumstances may change, and conduct that was previously welcome may become unwelcome. Even when both parties have consented at the outset to a romantic or sexual involvement, this past consent may not remove grounds for a later charge of a violation of applicable sections of this policy. Friends University does not wish to interfere with private choices regarding personal relationships when these relationships do not interfere with the goals and policies of Friends University. For the personal protection of members of this community, relationships in which power differentials are inherent (faculty-student, staff-student, administrator-student) are generally discouraged. 

Consensual romantic or sexual relationships in which one party maintains a direct supervisory or evaluative role over the other party are unethical. Therefore, persons with direct supervisory or evaluative responsibilities who are involved in such relationships must bring those relationships to the timely attention of their supervisor, and will likely result in the necessity to remove the employee from the supervisory or evaluative responsibilities or shift a party out of being supervised or evaluated by someone with whom they have established a consensual relationship. This includes RAs and students over whom they have direct responsibility. While no relationships are prohibited by this policy, failure to self-report such relationships to a supervisor as required may result in disciplinary action for an employee.

Section 3: Off-Campus Conduct

Conduct that occurs off campus can be the subject of a complaint or report and will be evaluated to determine whether it violates this policy, e.g. if off-campus harassment has continuing effects that create a hostile environment on campus. Allegations of off-campus sexual misconduct are of particular concern and should be brought to the University’s attention.

Section 4: Mandatory Employee Reporting of Sex-based Discrimination, Sexual Harassment and Sexual Misconduct Involving Students

In order to enable the University to respond effectively and to stop instances of sex-based discrimination, sexual harassment, and sexual misconduct involving students at the University proactively, all University employees must, within 24 hours of receiving the information, report information they have about alleged or possible sex-based discrimination, sexual harassment, and sexual misconduct involving students to the Title IX Coordinator. Employees who are statutorily prohibited from reporting such information are exempt from these reporting requirements, including licensed health care, counseling, or pastoral professionals. Please note that this policy does not reach curriculum or in any way prohibit or abridge the use of particular textbooks or curricular materials.

Upon receiving a report of alleged or possible sex-based discrimination, sexual harassment, or sexual misconduct, the Title IX Coordinator will evaluate the information received and determine what further action should be taken. The Title IX Coordinator will follow the procedures described in the Discrimination Grievance Procedures. The Title IX Coordinator will take steps, either directly with the complainant or through a reporting employee, to provide information about the University’s Discrimination Grievance Procedures, as well as available health and advocacy resources and options for criminal reporting.

Section 5: Sanctions and Corrective Action

Violations of this policy will be addressed through the Discrimination Grievance Procedures. Consequences for violating this policy will depend upon the facts and circumstances of each particular situation. Sanctions and Corrective Action could include:  a requirement not to repeat or continue the discriminatory, harassing, or retaliatory conduct: a reprimand; a no-contact order; denial of a pay increase; reassignment; suspension; or termination. The severity of sanctions or corrective action will depend on the frequency and severity of the offense and any history of past discriminatory, harassing, or retaliatory conduct, and if an employee, other employment history or performance. A finding of discrimination, harassment that creates a hostile environment or results in tangible employment or educational action, or sexual misconduct may be cause for disciplinary action, up to and including the discharge of employees and the expulsion of students, in accordance with applicable University procedures. The University may also take appropriate action if it does not find discrimination or harassment that creates a hostile environment or results in tangible employment or educational action, but (a) the University found that the respondent engaged in disruptive behavior, or (b) to prevent the creation of a hostile environment.

Section 6: Amnesty for Drug or Alcohol Possession and Consumption Violations

The University strongly encourages students to report instances of sex-based discrimination, sexual harassment, and sexual misconduct involving students. Therefore, students who report information about sex-based discrimination, sexual harassment, or sexual misconduct involving students will not be disciplined by the University for any violation of the University’s drug or alcohol possession or consumption policies in which they might have engaged in connection with the reported incident.

Section 7: Academic Freedom

Constitutionally protected speech and traditional notions of academic freedom are valued in higher education. These ideals help to create the stimulating and challenging learning environment that should characterize higher education. In the spirit of a true university environment, individuals are encouraged to invite, rather than inhibit, discourse on ideas. In addressing all complaints and reports under this policy, the University will take all permissible actions to ensure the safety of students and employees while complying with any applicable free speech requirements for students and employees. While the University will vigilantly protect students’ and employees’ rights against sex discrimination under this policy, this policy does not apply to the curriculum or in any way prohibit or abridge the use of particular textbooks or curricular materials.

Section 8: External Complaints

Students:

Employees:

Section 9: Discrimination Grievance Procedures

The purpose of these procedures is to provide a prompt and equitable resolution for complaints or reports of discrimination based upon race, color, national origin, sex, age, disability, or any other category protected by applicable law. Any person believing that they have been subjected to discrimination or harassment on any of these bases may file a complaint or report with the University. These procedures address all complaints or reports of alleged discrimination or harassment, including conduct that violates the Discrimination, Harassment, Sexual Misconduct, Stalking and Retaliation Policy (hereinafter referred to as “Policy Violations”). The procedures also address complaints or reports of retaliation against those who have opposed practices forbidden under the policy, those who have filed complaints or reports under the policy, and those who have testified or otherwise participated in the enforcement of the policy.

University Complaints and Reporting 

Complaints and third-party reports of discrimination, including Policy Violations, should be made to the Title IX Coordinator or Deputy. The Title IX Coordinator and Deputy are trained to help you find the resources you might need, to explain all reporting options, and to respond appropriately to conduct of concern. All instances of retaliation should be reported and will be addressed in the same manner. The contact information for the Title IX Coordinator and Deputy are listed below.

Complaints and reports should be made as soon as possible after an incident. The Title IX Coordinator coordinates and tracks all complaints and reports under this procedure.

There are several avenues available for submitting a complaint or report:

• Leave a private voice message for the Title IX Coordinator or Deputy;
• Send a private email to Title IX Coordinator or Deputy;
• Mail a letter to the Title IX Coordinator or Deputy or to the Human Resources office;
• Report to another trusted University official (e.g., Resident Assistant, Professor, Coach, Advisor) who will provide information as required under the policy to the Title IX Coordinator or Deputy.

If there is a complaint about the Title IX Coordinator or Deputy, that complaint should be filed with the President of the University. The President will appoint another trained individual to take the place of the Title IX Coordinator or Deputy for purposes of the complaint.

Criminal Reporting

Please remember that if someone is in immediate danger or needs immediate medical attention, the first place to report is 911. You may also report to the University Security by dialing 316-295-5911or to the Wichita Police Department. Some forms of discrimination and harassment may also be crimes. For example, sexual assault, stalking, and rape are crimes. Criminal reports should be made to law enforcement, even if it is uncertain whether the particular conduct is a crime. Calling local law enforcement can help you: obtain emergency and non-emergency medical care; get immediate law enforcement response for your protection; understand how to provide assistance in a situation that may escalate to more severe criminal behavior; arrange a meeting with victim advocate services; find counseling and support; initiate a criminal investigation, and answer questions about the criminal process.

Confidentiality of Complaints and Reports

Parties in these processes, including the Complainant, the individual accused of a Policy Violation (“Respondent”), and witnesses, have privacy rights and reasonable expectations of confidentiality in the investigation of matters subject to this procedure. In addition, the integrity of the process depends on ensuring reasonable expectations of confidentiality. The Title IX Coordinator will keep confidential the complaint, report, witness statements, and any other information provided by the Complainant, Respondent, or witnesses, and will disclose this information only to the Complainant, Respondent, or witnesses, as necessary to give fair notice of the allegations and to conduct the investigation; to law enforcement consistent with state and federal law; to other University officials as necessary for coordinating interim measures or for health, welfare, and safety reasons; and to government agencies who review the University’s compliance with federal law. The investigation report and any written decision from the Discrimination Grievance Committee will be disclosed only to the Complainant, Respondent, Title IX Coordinator or Deputy, Management authority as necessary, and University officials as necessary to prepare for subsequent proceedings (e.g., University President and University Legal Counsel). Members of the Discrimination Grievance Committee have the same obligations to keep all information they learn confidential, subject to the limited exception when necessary to protect the health, welfare, or safety, and as noted above. Information about complaints and reports, absent personally identifiable information, may be reported to University officials, including the University Council on Student Assault, and external entities for statistical and analysis purposes pursuant to federal and state law or University policy.

Anonymous and Third Party Reporting

The Title IX Coordinator accepts anonymous and third-party reports of conduct alleged to violate this Policy and will follow up on such reports. The individual making the report (Reporter) is encouraged to provide as much detailed information as possible to allow the Title IX Coordinator to investigate and respond as appropriate. The Title IX Coordinator may be limited in the ability to investigate an anonymous report unless sufficient information is furnished to enable the Title IX Coordinator to conduct a meaningful and fair investigation.

Role of the Title IX Coordinator

The Title IX Coordinator is charged with coordinating the University’s compliance with federal civil rights laws, which are listed at the end of these Procedures. The Title IX Coordinator is not an advocate for either the Complainant or the Respondent. The Title IX Coordinator will explain to both parties the informal and formal processes outlined below and the confidentiality provisions as outlined above. Where appropriate, the Title IX Coordinator will provide to both parties: information about options for obtaining medical and counseling services; information about making a criminal report; information about receiving advocacy services; and information about other helpful campus and community resources. The Title IX Coordinator will offer to coordinate with other campus officials, when appropriate, to implement interim remedial measures, such as no-contact orders, rearrangement of living arrangements, or academic accommodations. The Title IX Coordinator will describe the process of a fair and impartial investigation. The Title IX Coordinator will explain the right of the Respondent to review and respond to allegations and evidence against him or her.  The Title IX Coordinator will explain to both parties their rights to have a person of support, union representative (if applicable), or attorney, with them during their interviews and during the hearing stage of these procedures. If an individual does not want to pursue a complaint, the Title IX Coordinator will inform the individual that the University is limited in the actions it can take without the cooperation of the individual. The Title IX Coordinator will also explain to parties and witnesses that retaliation for reporting alleged violations of the policy or participating in an investigation of an alleged violation, is strictly prohibited and that any retaliation should be immediately reported and will be promptly addressed.

Immediate Action and Interim Measures

The University may take interim measures to assist or protect the parties during the grievance process, as necessary, and with the Complainant’s consent. Such measures for a student Complainant may include: arranging for changes in class schedules or living arrangements; issuing a no-contact order; obtaining counseling; and modifying test schedules or other class requirements temporarily. For an employee Complainant, the University may temporarily reassign or place on administrative leave an employee alleged to have violated this policy.

Resolution

If a Complainant chooses to file a complaint, there are two avenues for resolution of an alleged Policy Violation: formal and informal resolution. The Complainant has the option to proceed informally, when permissible. In cases involving allegations of sexual assault, informal resolution is not appropriate, even if both the Complainant and Respondent indicate a preference for informal resolution. The Title IX Coordinator is available to explain the informal and formal resolution procedures.

1. Informal Process and Resolution

If the Complainant, the Respondent, and the Title IX Coordinator all agree that an informal resolution should be pursued, the Title IX Coordinator (or her/his designee) shall attempt to facilitate a resolution of the conflict that is agreeable to all parties. Under the informal process, the Title IX Coordinator shall be required only to conduct such fact-finding as is useful to resolve the conflict and is necessary to protect the interests of the parties, the University, and the community. Typically, an informal investigation will be completed within twenty (20) days of receipt of the complaint. If it becomes necessary to extend the process, both parties will be notified of a revised expected resolution timeframe.

A Complainant or Respondent always has the option to request a formal investigation. The Title IX Coordinator also always has the discretion to initiate a formal investigation. If at any point during the informal process, the Complainant, the Respondent, or the Title IX Coordinator wishes to cease the informal process and to proceed through formal grievance procedures, the formal process outlined below will be invoked.

The informal resolution must adequately address the concerns of the Complainant, as well as the rights of the Respondent, and the overall intent of the University to stop, remedy and prevent Policy Violations. (Informal actions might include, but are not limited to providing training to a work unit; having an informal discussion with an individual whose conduct, if not stopped, could rise to the level of discrimination or hostile environment harassment; or having a confidential conversation with a supervisor or instructor.)

2. Formal Process (Title IX Coordinator also refers to trained designees)
   1. Step 1: Title IX Coordinator discusses concerns with Complainant, and the Respondent as appropriate, including providing information about the policy and procedures and other helpful resources. Title IX Coordinator also considers whether immediate or interim actions or involvement of other University offices is appropriate. Title IX Coordinator determines whether the office has jurisdiction to investigate the matter. The Title IX Coordinator only has jurisdiction to investigate complaints alleging discrimination, harassment, sexual misconduct, stalking, and retaliation.
      1. Option 1: If the Title IX Coordinator determines that there is no jurisdiction, he/she will offer to assist the Complainant and, as appropriate, the Respondent, in finding appropriate campus and off-campus resources for addressing the issue of concern.
      2. Option 2: If the Title IX Coordinator determines that there is jurisdiction, they will proceed to Step 2.
   2. Step 2: Title IX Coordinator conducts or oversees the conducting of a fair and impartial investigation of the alleged Policy Violation, and proceeds to Step 3. Typically, an investigation will be completed within twenty (20) days of receipt of the complaint. If it becomes necessary to extend the process, both parties will be notified of a revised expected resolution timeframe. Only a trained investigator will conduct an investigation. Respondents will have the opportunity to review and respond to the evidence considered against them. Both parties will have the opportunity to review and provide comments to the investigator about the written investigation report before it is finalized.
   3. Step 3: Title IX Coordinator determines whether there is a preponderance of the evidence to believe that an individual engaged in a Policy Violation. This means that individuals are presumed not to have engaged in alleged conduct unless a “preponderance of the evidence” supports a finding that the conduct has occurred. This “preponderance of the evidence” standard requires that the evidence supporting each finding be more convincing than the evidence in opposition to it. In making the determination of whether harassment has created a hostile environment, the Title IX Coordinator will consider not only whether the conduct was unwelcome to the Complainant, but also whether a reasonable person in the Complainant’s situation would have perceived the conduct as objectively offensive. The Title IX Coordinator’s findings will be in writing and will be provided to both the Complainant and to the Respondent(s).
      1. Option 1: If Title IX Coordinator finds a preponderance of the evidence of a Policy Violation does not exist, the matter is documented and closed; in this case, the Complainant may appeal the finding to the Discrimination Grievance Committee.
      2. Option 2: If Title IX Coordinator finds that a preponderance of the evidence of a policy violation exists, the Title IX Coordinator’s written report will include recommendations for steps to take to prevent recurrence of any such violation, and as appropriate, remedies for the Complainant. The Respondent may appeal the finding to the Discrimination Grievance Committee. If the Respondent does not contest the finding, the Respondent will be required to sign the written finding, and the written finding will be provided to the Discipline Authority for a determination of appropriate sanctions.  In the case of student Respondents, the Discipline Authority will be the VP of Student Affairs.  In the case of employee Respondents, the Discipline Authority is the University Administrator with the authority to impose sanctions in accordance with applicable employment policies and procedures and any active collective bargaining agreements. The Discipline Authority must inform the Title IX Coordinator of the ultimate sanctions imposed upon a Respondent. The Title IX Coordinator will inform the Complainant of the sanctions, as permitted by applicable Title IX and privacy laws.

Retaliation to the Student Code of Conduct

The VP of Student Affairs is charged with imposing sanctions on students who are found to have violated the policy. Sanctions may include eviction from campus housing, suspension, expulsion, probation, a warning, or any other sanction set forth in the Student Conduct Code. Disciplinary records for policy violations are maintained in the same manner as other disciplinary records, as described in the Student Conduct Code.

Reporter or Complainant Requests No Investigation

If a reporter or Complainant requests that an investigation not be conducted, the Title IX Coordinator will consider the reasons for the request, including concerns about the continued safety of the person reportedly harmed, and members of the campus community. The Title IX Coordinator must also balance considerations about the continued health and safety of members of the community against a reporter’s or Complainant’s desire not to have the report investigated. In cases when a reporter or Complainant does not want to have a report investigated, but the Title IX Coordinator has concerns that not taking formal or informal action might endanger the health or safety of members of the campus community, the Title IX Coordinator will initiate confidential consultation with appropriate individuals to analyze the situation and assist in determining appropriate measures to take. Consultation may occur with the appropriate members of the University with relevant knowledge and with legal counsel. The Title IX Coordinator will make the ultimate decision about whether to conduct a formal investigation or respond to the report in another manner, including taking informal actions, such as those described above.

Appeals to the Discrimination Grievance Committee

Composition of the Committee

The committee shall have four (4) regular members, including the Chair. Of the four regular members, one shall be a student, one shall be a member of the faculty, one shall be a member of the staff, and one shall be a representative of the administration. 

Selection of Members

Members shall be appointed by the President of the University. Each of the four groups listed below will nominate two (2) candidates. The President will appoint one member from each pool of two (2) candidates. The President shall also designate one (1) alternate from each of these groups:

1. The Faculty Senate.
2. The Student Government Association (student involvement only).
3. Administration.

Appointment of Chair

The President shall appoint the Chair.

Term of Appointment

To assure cumulative experience and development of expertise, as well as continuity and uniformity of decisions, the terms of regular members will be of extended duration. The student shall be appointed for two (2) years. Members of each of the other groups (faculty, staff, and administrators) shall be appointed for five (5) years. 

Any member whose term has expired and who is willing to continue to serve on the committee may be reappointed by the President of the University.

The President may appoint one or more persons to serve temporarily as a member of the committee to fill a vacancy or ensure a quorum, or in response to a request from the Chair to avoid delay in proceedings. The term of temporary appointment continues for the duration of the proceedings or until the temporary appointee is replaced by a regular member.

Removal of Members

The Committee Chair may either permanently or temporarily remove or replace any regular member of the committee under the following circumstances:

1. In response to a request from those responsible for the nomination of the member;
2. In response to a request from a majority of the committee members;
3. In response to a request from the Title IX Coordinator;
4. In response to a request from a committee member that he/she be excused;
5. In response to a request from a party that raises a legitimate concern regarding a conflict of interest.

If any person or group other than the member requests removal, that member will have an opportunity to rebut any evidence presented in support of the request for removal. If a concern as enumerated above is raised about the Chair, the President of the University will make the determination about either permanent or temporary removal from the committee.

Quorum

There must be a member from each of the four constituent groups specified above to constitute a quorum.

Authority of the Committee 

The committee may: (1) call student and employee witnesses to testify or to be present during a hearing, and obtain other evidence held by the University or any student or University employee; (2) arrange with the University Title IX Coordinator for appropriate funding and staff support to facilitate hearings; (3) hold pre-hearing conferences; (4) issue hearing orders; (5) hold formal hearings and control conduct of such hearings; and (6) make decisions, findings of fact, and recommendations, including recommended sanctions, to the President by a vote of a majority of the members involved in the hearing process.

Filing an Appeal 

A request for a hearing before the University Discrimination Grievance Committee must be filed by the person appealing (the appellant) within five (5) working days of the receipt of the Title IX Coordinator’s decision unless good cause can be shown for an extension of time. The request for a hearing must be filed with the Title IX Coordinator. The request for a hearing must be in writing and must describe the appellant’s desired outcome, as well as describe how the appellant believes the Title IX Coordinator: (1) exhibited unfair bias which influenced the result of the investigation; (2) failed to conduct a thorough investigation; (3) issued arbitrary findings and recommendations; (4) had a conflict of interest; or (5) issued findings and recommendations that, if adopted, would result in substantial injustice. As soon as practicable, the Title IX Coordinator will provide the non-appealing party and the Chair of the Discrimination Grievance Committee with a copy of the written appeal.

Standard of Review

The committee reviews the findings and recommendations of the Title IX Coordinator. The committee may approve, overturn, or modify the findings and recommendations of the Title IX Coordinator. The committee may overturn or modify the Title IX Coordinator’s findings and recommendations if it finds that the Title IX Coordinator: (1) exhibited unfair bias which influenced the result of the investigation; (2) failed to conduct a thorough investigation; (3) issued arbitrary findings and recommendations; (4) had a conflict of interest; or (5) issued findings and recommendations that, if adopted, would result in substantial injustice.

Notice of Hearing

Within ten (10) working days of receipt of the written request for a hearing, the Title IX Coordinator will notify the Complainant and the Respondent of the time and place of the formal hearing before the Discrimination Grievance Committee.  This process might be extended during periods between academic semesters when a quorum of the committee cannot be convened. The hearing will normally be scheduled within thirty (30) days of receipt of the written appeal. If such an appeal causes a significant delay, the Title IX Coordinator will consider interim measures, as described above, to continue to protect the parties during the process.

Preparation for and Conduct of the Hearing

Written Statement of Appeal

Within ten (10) working days of filing the appeal, the party appealing the decision (appellant) must submit to the Title IX Coordinator the following information: 

1. a detailed statement of facts relevant to the complaint or report of discrimination, hostile environment harassment, sexual misconduct, stalking, or retaliation;
2. names and addresses and anticipated testimony from witnesses to be called;
3. copies of any documents which will be submitted as evidence;
4. additional materials the party believes the committee should obtain prior to the hearing;
5. reference to the portion of the policy alleged to be violated;
6. specific remedy(ies) requested; and
7. whether the party will be represented by legal counsel and the identity of the counsel.

The non-appealing party (appellee) may also submit the information described in (A) through (F), above. If the non-appealing party will participate in the hearing, that party must notify the Title IX Coordinator whether he or she will be represented by legal counsel and the identity of the counsel. In cases in which the non-appealing party chooses not to participate in the hearing, the Title IX Coordinator will provide to the Discrimination Grievance Committee, in addition to the written investigation report, any additional documents or other materials, and names and addresses of any witnesses the Title IX Coordinator believes should provide information to the Committee at the hearing.

Advisor or Legal Counsel Representation

Both parties have a right to have an advisor of their choice (including an attorney) who can provide support during the grievance process. If either party chooses to be represented by legal counsel, University legal counsel will be present to ensure that the rights of all interested persons and the University are respected. The role of a party’s attorney shall be limited to consultation with the attorney’s client and client witnesses. The parties are expected to ask and respond to questions on their own behalf without representation by their advisors. The advisor may consult with the advisee quietly or in writing, or during outside breaks, but may not speak on behalf of the advisee. Any advisor who steps outside of this defined role will be given one warning, and then will be asked to leave the hearing. A substitute advisor is not permitted at the hearing in which the original advisor has been removed, and the original or a substitute advisor will only be permitted to attend additional meetings, hearings, or interviews at the discretion of the Title IX Coordinator.

Forwarding Appeal Documents

The Title IX Coordinator will forward copies of the Title IX Coordinator’s written investigation report; the above-listed materials; and any additional evidence relevant to the matter to the members of the Discrimination Grievance Committee at least five (5) days prior to the hearing.

Pre-hearing Conference

At any time within five (5) days prior to the date of the formal hearing, the Chairperson of the University Discrimination Grievance Committee may call a pre-hearing conference. Topics discussed at a pre-hearing conference may include, but are not limited to: (a) whether the evidence presented is complete; (b) whether additional investigation is required; (c) whether additional witnesses should be called, and (d) time limits and order of presentation of evidence at the hearing. At the request of any party, the Committee Chairperson will conduct separate meetings with the appellant and the appellee for purposes of the pre-hearing conference.

With the concurrence of a majority of the University Discrimination Grievance Committee, the Chair may decide to set aside the hearing date for any period up to ten (10) days for additional investigation or to obtain additional witnesses or evidence.

The Hearing

The Chair of the University Discrimination Grievance Committee will conduct the hearing. The hearing will be a non-adversarial proceeding, and strict rules of evidence will not be applied.  However, the Chair of the Committee may limit or refuse to allow evidence or testimony that is not reasonably related to a determination of whether a violation of the policy occurred.

The hearing will be conducted to assure fairness and accuracy in fact-finding. The parties and witnesses will address the members of the Committee rather than each other. The Chair will be the final arbiter of all matters of procedure. All hearings are closed to the public.

The Decision

Within ten (10) working days of the conclusion of the formal hearing, the University Discrimination Grievance Committee will submit a decision in writing to the parties, the Title IX Coordinator, and to the President.  The written decision will contain the following:

1. A summary of the allegations, including a description of the harm alleged to have been caused;
2. A summary of the response to the allegations;
3. A statement of the relief sought by the Complainant, if known, or of the recommendation of the Title IX Coordinator, if applicable;
4. Specific reference to the portion(s) of the policy(ies) alleged to have been violated;
5. Analysis of whether the Title IX Coordinator: (1) exhibited unfair bias which influenced the result of the investigation; (2) failed to conduct a thorough investigation; (3) issued arbitrary findings and recommendations; (4) had a conflict of interest; (5) issued findings and recommendations that, if adopted, would result in substantial injustice; and
6. Recommendations, if any, regarding redress of the complaint as well as any other recommendations, as applicable, for precluding further policy violations.

Action on Decision

The President will review the Committee’s decision. The President’s review is limited to determining: (1) Whether the evidence provides a reasonable basis for the resulting decision; and (2) Whether specified procedural errors were so substantial as to deny a fair hearing to either party. Within ten (10) days of receipt of the Committee’s decision, the President will notify the Committee Chair, the Title IX Coordinator, and the parties, in writing, of the decision relative to each of the findings and recommendations forwarded by the University Discrimination Grievance Committee. The Title IX Coordinator will distribute copies to Committee members and to the parties.

Conflict of Interest and Training

All University officials who are involved in the discrimination grievance process, including the Title IX Coordinator, designated investigators, Discrimination Grievance Committee, and Administrators, will have adequate training. Training will address, but is not limited to, recognizing and appropriately responding to allegations of discrimination and harassment, including hostile environment harassment, sexual misconduct, and retaliation; conducting investigations; protecting confidentiality, and recognizing the link between alcohol and drug use and sexual assault and sexual harassment.

The names of the investigator and the individuals who will serve on the Discrimination Grievance Committee for a particular matter will be readily accessible. These individuals must promptly disclose any potential conflict of interest they might have in a particular case. In the rare situation in which an actual or perceived conflict of interest arises between an Investigator or a member of the Discrimination Grievance Committee, that conflict must be disclosed to both parties.

Title VI Policy

Title VI is part of the Civil Rights Act of 1964 that prohibits discrimination on the basis of race, color, or national origin and retaliation by any program or activity that receives federal financial assistance. If a student or other persons believe they have been discriminated against, retaliated against, or harassed may file a complaint or report, verbally or in writing to: 

Tobacco Policy

Friends University is committed to providing a tobacco-free environment for the health, well-being, and safety of University students, faculty, staff, and visitors.

The use of all tobacco products is prohibited on all property that is owned, operated, leased, occupied, or controlled by Friends University. This policy applies to all employees, faculty, staff, students, University affiliates, contractors, volunteers, customers, and visitors. This policy is applicable twenty-four hours a day, seven days a week.

Definitions

Property: Property includes any buildings and structures owned, operated, or leased by Friends University campus, including but not limited to, enclosed area, buildings, and structures, grounds, walkways, adjacent sidewalks, parking lots, vehicles, athletic facilities associated with Friends University, and personal vehicles in these areas.

Tobacco Products: Tobacco Products are defined as all tobacco-derived or containing products, including but not limited to, cigarettes, electronic cigarettes, electronic smoking devices, and any and all vaping products, cigars, hookah products, pipes, and oral and smokeless tobacco (spit and spit-less, chew and snuff) and nasal tobacco. It also includes any product intended to mimic tobacco products, contains tobacco flavoring, or delivers nicotine other than for the purpose of cessation, as approved by the FDA (e.g., nicotine patch, nicotine gum).

Electronic Smoking Devices: Electronic Smoking Devices means any product containing or delivering nicotine or any other substance intended for human consumption that can be used by a person to simulate smoking through inhalation of vapor or aerosol from the product. The term includes any such device, whether manufactured, distributed, marketed, or sold as an e-cigarette, e-cigar, e-pipe, e-hookah, vape pen, or under any other product name of the descriptor.

Hookah: Hookah means a water pipe and any associated products and devices which are used to produce fumes, smoke, and/or vapor from the burning of material including, but not limited to, tobacco, shisha, or other plant matter.

Effective July 1, 2017, the use of tobacco is prohibited by all employees, students, University affiliates, contractors, volunteers, vendors, and visitors in all interior spaces on Friends University campuses, on all outside property owned, operated, or leased by Friends University campus, including but not limited to an enclosed area, buildings and structures, grounds, walkways, adjacent sidewalks, parking lots, vehicles, athletic facilities associated with Friends University, and personal vehicles in these areas.

Organizers and attendees at public events held in or at Friends University facilities are required to abide by the tobacco-free policy. The organizers of these events, which include but are not limited to, conferences, meetings, lectures, social, cultural, and sporting events, are responsible for both communicating the policy to attendees and enforcing it.

Friends University prohibits campus-controlled advertising, sale, or free sampling of tobacco products on campus.

Campus organizers are prohibited from accepting money or gifts from tobacco companies

Enforcement of the Policy

Friends University expects all employees to comply with this policy. Members of the campus community may respectfully inform others of the policy to increase awareness and compliance.

An individual who notes a violation of this policy should:

• Informally attempt to resolve the problem by requesting that the violator complies with the policy.
• If the informal attempt fails, contact Human Resources for referral to the appropriate administrative official.

Repeat violations will be handled according to established student and employee codes of conduct, policy, and procedures.

Tuberculosis and Meningitis Prevention and Immunization Policy

All new and transfer students enrolled and entering classroom settings will complete a tuberculosis (otherwise known as TB) screening questionnaire. (Exempt students will include those participating in continuing education programs and seminars.) Enrollment will not be finalized and a hold will be placed on the student’s account until the requirements of the screening questionnaire have been completed.

Students determined as “high risk” for tuberculosis as defined by Kansas Department of Health and Environment (KDHE) guidelines will be required to complete a TB evaluation, which may include TB testing. If determined to be necessary, TB testing results are required prior to the start of the semester. Any student who is not in compliance will not be eligible to attend classes, enroll for a subsequent semester or term, or obtain an official academic transcript or diploma until requirements have been met.

Further, any Friends University student who has participated in international travel for greater than 90 days as part of an official university program may be required to undergo a further TB evaluation, which may include TB testing. If the test is positive, a chest x-ray will be required at the expense of the student. Testing should be done 6-12 weeks after the student’s return.

Disease Reporting Requirement

State laws and regulations require that cases of tuberculosis be reported to local and state health departments. Collaboration with Sedgwick County Health Department (SCHD) will ensure proper reporting and instigation of treatment plans. The Kansas TB Control Program along with the SCHD provides assistance with medications for the treatment of TB infection and disease.

Further Requirements for F-1 International Visa Holders

International students admitted to Friends University on an F-1 visa will be required to report to the Friends University International Services Office and the Health & Wellness Office. Health assessments and a TB Risk Assessment will be completed at this time.

Friends University and the State of Kansas have long required F-1 visa holders to be tested for TB. The KDHE recommends all F-1 international students be tested with a blood test called Quantiferon (QFT). There are several advantages to using QFT:

• Requires fewer patient visits to complete the TB screening process
• Results are more accurate than the TB skin test
• BCG vaccination does not affect QFT results

Based on KDHE recommendations, all new F-1 students will be required to have the QFT prior to beginning classes. Returning F-1 students may be required to have testing completed at the discretion of the Health and Wellness Coordinator. F-1 students traveling outside of the United States for 90 days or more will be required to contact the Health and Wellness Office upon returning to the United States to determine if additional testing will be necessary. If the student’s TB test is positive, a chest x-ray will be required. The Health and Wellness Office will advise the student on further treatment requirements in the event that this occurs. Failure to comply with this policy will result in dis-enrollment and subsequent notification in SEVIS that F-1 status is not being maintained.

Meningitis Requirements for all Residential Students

All domestic and foreign students living in Friends University housing will be required to have a current meningitis vaccine. A meningitis vaccine given as a young child is not sufficient and does not meet the requirements. Proof of the meningitis vaccine or a signed waiver must be presented to the Health and Wellness Office prior to moving into any Friends University residential facility. The Kansas State regulations on meningitis prevention and control can be found in Kansas Statute 76-761a.

University Exceptions

Academic Policy Definition: University Academic Policy is defined as the academic rules, regulations, policies, and procedures as stated in the Academic Catalog or any other official written University documentation including, but not limited to, University handbooks and policy manuals. Exceptions to University Academic Policy require the approval of the College in which the student is enrolled.

Academic Exceptions Definition: The following categories include, but are not limited to, the Academic Policies for which exceptions may be requested from the College in which the student is enrolled: Grade changes, grade expungement, course substitution, course waiver, transfer course/credit equivalency, degree requirement waiver/adjustment, honor roll determination, graduation honors determination, course withdrawal, credit by exam evaluation, experiential learning credit, residency requirements, and graduation requirements.

Academic Decisions Definition: Academic decisions are decisions made by a member of the faculty or staff of the Academic Affairs division of Friends University. Exceptions to those decisions are made in the College in which the student is enrolled. Non-Academic decisions are decisions made by a member of the administration or staff in other divisions of the University.

Non-Academic Decisions Definition: Requests for exceptions to non-academic policies made by staff or administrators outside of Academic Affairs will be handled by the Directors of the specific University department from which the original decision was made. The exercise of sound judgment and consultation with Academic Affairs faculty or staff is appropriate if departmental exception decisions may have a significant impact on a student’s academic life.

Policy Statement: Persons seeking Academic and Non-Academic Exceptions to stated University policies as defined above must contact the Dean of the College in which they are enrolled or the Director of the department in which the issue originated. Requests for exceptions must be submitted within 1 year following the action for which the exception is being sought. The Dean (or designee of the Dean) or Department Director will make a determination to grant or deny the exception request. The requester has the right to appeal the decision to the Vice President of the appropriate University area in cases where conflicts of interest or a failure to provide due process may be present. Appeals must be requested within 30 days of the initial exception decision. 

Vehicle Regulations

All motor vehicle parking on campus is restricted to marked parking spaces in approved parking lots or on public streets. Parking citations will be issued for violation of parking regulations. Parking regulations are in effect 24 hours daily.

Parking fines are to be paid at the cashier’s counter in Sumpter Hall. A written appeal may be made by the recipient of a citation to the Director of Security within 10 school days of issuance. Appeals will be heard by the Friends University Traffic Court and penalties will be waived until a decision is made.

At the discretion of the University, fines not paid within 30 days of issuance, if not appealed, may be added to the student’s account as unpaid fees.

Parking regulations must also be followed at the Topeka and Lenexa sites and outreach locations. Please contact staff at these locations for specific information concerning parking.

Verification of the Identity of Students in Distance Education

Friends University verifies the identity of students who participate in online courses by using a standard username and password pair scheme. In addition to network authentication credentials, the University provides students with a unique email address. Network accounts and email addresses are assigned and maintained by the University’s Information Technology. Students gain access to network resources and online courses through this method of authentication. All email communications are conducted using the student’s Friends University email account.

This method for verification of student identity does not require that the student incur additional online costs or fees. If any fees associated with the verification of student identity will be charged to students at a future time, students will be notified of these charges at the time of registration or enrollment.

Personal identifiable information is not used in the authentication scheme. However, personally identifiable information collected by the University may be used, at the discretion of the University, as a basis for identity verification. For example, a student requesting a password reset from the help desk may be asked to provide information for comparison with data on file, or produce their University-issued photo ID card.

Veterans Affairs Benefits and Services

Friends University programs are approved for Veterans Education Benefits. Veterans, veteran dependents, and others eligible for veterans’ education programs should determine their benefits and obtain authorization from the appropriate veterans’ office prior to enrollment at Friends University.

The V.A. Certifying Official is a member of the Office of the University Registrar staff. This professional staff person serves as a liaison between the University and benefits-eligible students.  Students are strongly encouraged to meet with the Certifying Official early in their enrollment process and as often as necessary to keep current on changing federal or institutional policies and procedures.

A copy of the student’s authorization form must be received by the University Registrar’s office, VA Certifying Official prior to the student’s enrollment. No enrollments will be processed without proper authorization. VA-funded students are responsible for notifying the Friends University VA Certifying Official immediately of any action affecting their enrollment status. Failure to do so may result in termination of benefits.

VETERANS AND OTHER CHAPTERS 31 AND 33 MILITARY AID RECIPIENTS: As this institution abides by Section 103 of the Veterans Benefits and Transition Act of 2018, students receiving Chapter 31 or Chapter 33 military financial aid will not receive late fees on amounts that remain unpaid due to the delayed disbursement of payment by the U.S. Department of Veterans Affairs. This does not include amounts owed by the student or amounts remaining unpaid by the student after disbursement.

Yellow Ribbon Program

In 2008, the GI Bill^® was updated with the enactment of the Post-9/11 Veterans Educational Assistance Act of 2008, giving veterans with active duty service on, or after, September 11, 2001, enhanced educational benefits that cover more educational expenses, provide a living allowance, money for books and the ability to transfer unused educational benefits to spouses or children. The Yellow Ribbon GI Education Enhancement Program (Yellow Ribbon Program) is a provision of the Post-9/11 GI Bill^®. This program allows institutions of higher learning in the United States to voluntarily enter into an agreement with the Department of Veterans Affairs (VA) to fund tuition expenses that exceed the maximum base pay amount. Friends University is a proud participant in the Yellow Ribbon Program. Effective August 1, 2011, the Post 9/11 GI Bill^® will pay up to $23,671.94 (2018-19) per academic year for private universities. The VA will, in addition, match Friends University’s contributions under the Yellow Ribbon Program.

“GI Bill®” is a registered trademark of the U.S. Department of Veterans Affairs (VA).  More information about education benefits offered by VA is available at the official U.S. government website at: https://www.benefits.va.gov/gibill/

Withdrawal from the University

Student-Initiated Withdrawal

To withdraw completely from the University, Undergraduate students must notify the Office of the University Registrar in person, in writing, by e-mail, or by fax that they are withdrawing. The student or University staff will complete a withdrawal form and the Student Account Services, Financial Aid, Admissions (if applicable) and Vice President of Student Affairs offices will be notified of the withdrawal. Discontinued class attendance does not constitute an official withdrawal. The official withdrawal date will be the date this procedure is initiated. If a student is no longer attending any class, the University may withdraw the student’s enrollment (see Administrative Withdrawal).

Administrative Withdrawal

Friends University may elect to initiate an administrative withdrawal in order to withdraw a student from all classes for any of the following reasons:

1. The student has failed to provide the documentation required by the University in order for the student to achieve full admission status.
2. The student has failed to meet the University’s basic standards for academic performance and/or progress.
3. The student is no longer attending any classes.
4. The student has failed to provide the documentation requested by the University in order for the University to complete the student’s financial aid file in a timely manner.
5. The student has failed to make payment of tuition and/or fees to the University in the manner, amount, and at the time agreed upon between the student and the University’s Student Account Services Office.
6. The student has failed to meet the University’s code of conduct or community life standards.
7. The student has failed to demonstrate adequate academic achievement, progress, and/or expected minimal performance competency(ies) as determined by the student’s program or major.

Should Friends University elect to initiate an administrative withdrawal, written notification will be sent to the student. The student will have ten (10) business days to appeal any administrative withdrawal. The completion of an administrative withdrawal does not relieve the student from his or her financial obligations to the University. All charges, which are unpaid by the student at the time of administrative withdrawal, will become immediately due and payable. Refunds will be issued and credits applied in accordance with the University’s published refund policy.

Disclaimer

The University reserves the right to modify or change policies, programs, curriculum, and schedules contained in this catalog at its sole discretion at any time without further notice. Further, the University reserves the right to correct data entry issues or correct erroneous information contained in this catalog at its sole discretion at any time without further notice. The contents of this catalog do not constitute a contract between students or prospective students and the University.

Friends University does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding this policy: EEOC/Title IX Coordinator, Friends University, 2100 W. University Ave., Wichita, KS 67213, 316-295-5000.