Section II
Office of the Dean of Students
A. Student Handbook
The Francis Marion University Student Handbook contains non-academic information pertaining to students. Included in the handbook are descriptions of university offices and services, guidelines and policies that pertain to students and organizations, and the Student Code of Conduct. It is the responsibility of the Dean of Students to ensure the Student Handbook is updated, and available for dissemination for the Fall Semester of every academic year via hard copy and website.
Handbook Revision Process
1. Timeline
In order for The Student Handbook to be available at the appropriate time, the following timeline should be met:
· February 15 – Request for revisions be sent university wide
· April 15 – Content approval gained
· May 15 – Formatting process complete, sent to print
· July 31 – Handbook delivered to campus
2. Revision Committee
The Student Handbook revision committee should be chaired by the Dean of Students, and should consist of members of the student affairs staff.
3. Content Determination
Content of each section should be approved by the department head or administrator responsible for that individual service or program. Changes in policies should be suggested to Vice President for Student Affairs, and approved by the President if appropriate. Procedural Changes should be provided to interested parties for review. Welcome letters and pictures should be included from the Vice President for Student Affairs and the President of the Student Government Association.
4. Printing
Typically, the student handbook is printed off-campus through a bid process for the services. The bid specifications should be prepared by March 15, and the vendor selected by May 15. Any changes to the Student Handbook from the previous year should be prepared in both electronic and print format by the Dean of Students, and submitted to the Director of Publications no later than June 1. The Director of Publications should submit the revised version of the handbook to the Vendor no later than July 1. The Vendor should deliver all copies of the student handbook to the campus no later than August 1. The Dean of Students, in conjunction with the Director of Publications and the Director of Purchasing, should coordinate this process within the university guidelines.
5. Distribution
The handbook should be distributed to all campus residents via their campus mailboxes. Copies should be sent to every faculty and staff member via campus mail. It should be made available to the general student body upon request in the University Center and the Housing Office. Notice of availability should be made to the student body via electronic mail, electronic sign-boards (internal), and flyers. Additionally, the student handbook should be available on the Student Affairs web page.
6. Budget Issues
Costs include layout (usually done on campus), printing, and delivery. Costs should be estimated by adding 5-8% to the previous year’s cost, adjusting for increased or decreased copies needed.
B. Student Government Association
1. Structure
a. Executive Branch
The executive branch is composed of the four elected executive officers:
· President
· Vice-President
· Treasurer
· Secretary
Each member of the executive branch may be paid for up to 10 hours per week during the academic year, as long as those hours are spent conducting SGA business (office hours, meetings, etc.) and are verified. The pay comes out of the SGA student wage budget. Information about the role and responsibilities of the executive officers may be reviewed in the SGA Constitution and Code of Laws.
b. Senate
The SGA Senate is composed of 25 elected student Senators. 20 senate seats are filled during the Spring elections for the upcoming Academic Year. The remaining 5 seats are reserved for First Year Students, and are filled by elections during the Fall semester. The role of the senate may be reviewed in the SGA Constitution and Code of Laws.
c. Judicial Council
The Student Judicial Council is comprised of five students appointed by the SGA President and confirmed by the SGA Senate. Joint approval is made by the Dean of Students. The judicial council responsibilities include those outlined in the SGA constitution and serving as potential members of hearing committee members in the Student Judicial Process. More information about the qualifications, requirements, and role of the judicial council may be found in the FMU Student Handbook, the SGA Constitution, and the SGA Code of Laws.
d. Advisor(s)
The advisor(s) of the SGA is appointed by the Vice President of Student Affairs. The responsibilities of the advisor include:
· Providing advice to the SGA President and other executive officers regarding SGA operations, goals, and activities;
· To ensure that SGA operates within the established policies and procedures of the University;
· To assist with administrative functions, including budgetary issues, facilities usage, purchasing procedures, etc.;
· To serve as a liaison between the SGA and the University;
· To provide training opportunities for the SGA executive board, and to attend meetings with the executive board and Senate on a regular basis.
2. Selection Process
a. Elections
SGA elections are typically held during the Spring semester to fill all Executive Officer positions and up to twenty Senate seats for the upcoming academic year. Any unfilled positions and an additional 5 Senate seats (reserved for first year students) are filled through elections held during September or early October. The Advisor should request a printout of all currently enrolled full-time undergraduate students including name and SS# only at least two weeks prior to elections to be used to verify students’ status when voting. More information about elections can be found in the SGA Constitution and Code of Laws.
b. Appointments
Seats and positions not filled through elections, or that come open during the year, may be filled through an appointment process described in the SGA Constitution and Code of Laws.
3. Governing Documents and Guidelines
a. Constitution
The SGA Constitution is the governing document of the FMU Student Government Association. The constitution should be reviewed on an annual basis to ensure it is in compliance with University policies and procedures, as well as various statutory and case law.
b. Code of Laws
The SGA Code of Laws includes policies and procedures dictating the operation of the SGA. Like the constitution, the Code of Laws should be reviewed on an annual basis to ensure it is in compliance with University policies and procedures, as well as various statutory and case law.
4. Budget Issues
The SGA budget is funded by a portion of the Student Activity Fee. The amount of funds placed into this budget depend upon the total amount of revenue of the student activity fee and the amount of unexpended activity fee funds from the previous year (for more information, please refer to the Student Activity Fee section of this manual). The SGA budget is actually comprised of two accounts – SGA Operations and SGA Awards.
Operating Budget- The SGA Operations budget funds the supplies, activities, student wages, and special projects funded by SGA for the academic year. All budgetary activities should comply with University Purchasing and Procurement policies.
Awards Budget/Process - The SGA Awards budget is used to fund student organization activities. The requirements and process for student organization to access these funds is outlined in the SGA Code of Laws.
C. Student Judicial System
1. Policies
a. Code of Student Conduct
The Code of Student Conduct contains the general standards of behavior for FMU Students, including but not limited to University Violations and Student Housing Violations (see FMU Student Handbook).
b. Other Policies
Students are expected to adhere to all university policies, most of which are contained in the FMU Student Handbook and Catalog. Other policies may be established by the University, and are promulgated to the student body through appropriate means, including notices, flyers, and announcements via electronic mail and the world wide web.
2. Judicial Process
Administration of the Student Judicial Process is the responsibility of the Dean of Students. A complete description of the Judicial Process can be found in the Student Handbook.
a. Initial Report
Public Safety Officers, Residence Life & Housing Staff, and other University Officials are responsible for monitoring student behavior and reporting possible violations of university policy to the Office of Student Affairs. Reports should be submitted in writing with as much detail as possible. Members of the student body may report alleged violations to the Office of Student Affairs, the Office of Public Safety, or to a member of the Housing & Residence Life staff.
b. Investigation
Investigations of alleged violations of university policy are conducted by the Dean of Students his/her designee. The Dean of Students may request assistance from other university departments as needed. Investigations may include the review of university records, interviews with persons (student or non-student) who may have information about the alleged violation, or any other fact-gathering activities. Results of the investigation should be documented.
c. Judicial Meeting
The university judicial officer assigned to the incident will determine if information from an incident report or resulting from an investigation indicates that a student may have been involved in a violation of policy. If so, the student will be sent a letter that includes the policy or policies that have allegedly been violated, a summation of the evidence that indicates the violation occurred, and a notice for the student to meet with the judicial officer.
During this meeting, the judicial officer will share any information that indicates the student may have violated policy and the student will have the opportunity to present information on their behalf.
Should the judicial officer determine that a preponderance of the evidence indicates the student is responsible for violation of policy, and the appropriate sanction does not include suspension or expulsion, the judicial officer may make a determination of responsibility at the conclusion of this meeting. If the student is found responsible, the judicial officer shall assign (a) sanction(s) appropriate for the violation (within the parameters of the sanctioning guidelines published by the Office of Student Affairs). The student is responsible for completing the sanctions as assigned within the appropriate timeframe. The judicial officer shall send the student written notification of the results of the meeting, the assigned sanctions, and provide information on the student’s right to appeal (see Appeals Process).
Should the appropriate sanction(s) for the offense include removal from student housing, suspension or expulsion, or should the student’s prior disciplinary record establish a behavioral pattern that justifies removal from housing, suspension or expulsion, the judicial officer shall notify the student of his/her right to a judicial hearing and allow the student to accept or deny responsibility for the alleged violation(s). By accepting responsibility, the student also agrees to comply with the sanctions deemed appropriate. By denying responsibility, the student chooses to have a judicial hearing before the appropriate judicial hearing body (see Hearings).
Should the judicial officer determine that the preponderance of evidence indicates that the student did not violate policy, the case is dismissed and the related information removed from the student’s record.
d. Judicial Hearings
Hearings are generally conducted by the Judicial Hearing Committee or a Judicial Officer, but may be conducted by other hearing bodies (see Exigent Circumstances). Hearing guidelines may be found in the FMU Student Handbook, and an example of a hearing outline may be found in the Judicial manual.
· Judicial Hearing Committee– Judicial Hearing Committees are comprised of members of the faculty, staff, and student body (usually the SGA judicial council) and are advised by the Dean of Students.
· Judicial Officer - Judicial Officers are members of the Student Affairs Staff who are responsible for adjudicating alleged violations of University Policy. The Chief Judicial Officer of the University is the Dean of Students, who appoints other judicial officers from the Student Affairs Staff. Judicial Officers may assist with investigations of alleged violations of university policy, conduct initial meetings with students charged with violation policy, and preside over judicial hearings as appointed.
e. Appeals
Students found responsible for violations of the Student Code of Conduct may file an appeal within guidelines established in the FMU Student Handbook.
3. Sanctions
Disciplinary sanctions are applied in accordance with the Code of Student Conduct contained in the FMU Student Handbook, as well as the Disciplinary Sanctioning Guide maintained by the Dean of Students Office. Sanctions range from a warning to expulsion.
4. Disciplinary Records
a. File Organization
Student Disciplinary records are maintained by the Administrative Assistant for the Dean of Students Office. These records are stored in locking file cabinets in SUC 205D (this room is secured with limited access). Individual Student Records are arranged in alphabetical order while incident reports are kept in chronological order separated by year. Access to these records is restricted and must be approved by the Dean of Students.
b. Electronic Database
The Administrative Assistant for the Dean of Students maintains an electronic data base of student disciplinary records recorded by academic year. This database contains summary information about each case, and does not include the entire case file. Access to this database must be granted by the Dean of Students in accordance to FERPA. Statistical (non-identifiable) summaries may be released. The security of the database is maintained by password-protection and storing the removable storage devices in a locked container. The database is backed up on a regular basis.
c. Access to Records
Disciplinary records maintained by FMU are considered Educational Records, which are regulated by the Family Educational Rights and Privacy Act. Please see the FMU Catalog for the university policy regarding FERPA. The Dean of Students Office has adopted the following additional procedures for student disciplinary records. Students have the right to review and challenge any disciplinary records being maintained under their name. However, students do not have the right to demand immediate access to their records. The process for reviewing records is as follows:
In order to physically review his or her own disciplinary records, a written request must be forwarded to the Office of Student Development. The request must specify the records to be reviewed. An appointment must be scheduled with a Student Development staff member to review the file. Please allow one to three business days for the scheduling of such an appointment. Students wishing to conduct such a review must present a photo identification at the review meeting.
Students wishing to receive copies of their disciplinary records must also file a written request with a Student Development staff member. Students making such a request must either present the request in person with proper photo identification or have the request notarized.
Students wishing to have their disciplinary records sent to any third party must follow the procedures noted above for the receiving of copies of disciplinary records.
Students may be charged for printing or mailing charges if the files are extensive.
d. File Retention Procedures – Typically, records are maintained for a minimum of five years after a student ceases enrollment. In cases of separation from the University (i.e. suspension or expulsion), files are maintained indefinitely.
D. Crisis and Response & Risk Management (Under review)
1. Critical Incident Response Duty rotation
Types of Crisis and Response
1. Student Death
2. Student Injury
3. Suicidal Gestures
4. Death of Student Family Member
5. Mission Student
6. Natural or Physical Disaster (Hurricane, Hazardous Material, Fire, etc.)
E. Cheerleading
1. Budget Issues
The Cheerleading program is funding through the Student Activity Fee. The amount budgeted for the program is dependent upon the amount from the previous year, and the total income from the Activity Fee.
2. Coordinator Responsibilities
The Cheerleading Coordinator(s) is a part-time employee(or a full-time employee with an additional part-time appointment) who is responsible for the overall operation of the student cheerleading program. The Coordinator should have the following preferred knowledge, skills, and abilities:
· Extensive knowledge of and some experience with cheerleading operations (preferably at the collegiate level), including stunts, routines, safety measures, guidelines, and risk management;
· Available for tryouts, practices, games, and other venues in which the cheerleaders are expected to perform;
· Safety certified by the AACCA (or eligible for certification)
· Available to coordinate the administrative function of the Cheerleading Program.
The Cheerleading Coordinator(s) is responsible for the following:
· Coordination and planning of weekly practices including organization of practice times, dates, and practice material.
· Coordination of performance material, practices, and actual performances. Also responsible for organization of travel for off-campus performances and appearances.
· Preparation of program’s physical component, including weight training, conditioning, and overall physical ability of program participants.
· Coordination of the spirit programs for basketball games.
· Assists in the organization of spirit events and competitions to benefit the university.
· Maintains records concerning program budget, travel, supplies, and academic progress of program participants.
· Conducts all activities within the guidelines of the university, as well as within the safe practices acceptable in collegiate cheerleading.
3. Squad Selection
The Cheerleading Coordinator(s) is responsible for organizing all activities relating to the selection of the program participants. Standards for participation based upon ability, academic standing, and behavior will be utilized in the selection process. All participants are required to try out for the squad. All participants are expected to sign a statement acknowledging the inherent risk of this activity, and to release the university from any liability for injuries or damages they may incur as a result of their involvement.
F. Student Newspaper (The Patriot)
1. Budget – The Patriot is funding from an allocation from the Student Activity fee as well as revenues generated from advertising. The Dean of Students coordinates the budgetary and purchasing activities for the newspaper.
2. Advisor Responsibilities – The newspaper advisor is appointed from the Mass Communications Department with the approval of the Provost. The advisor is responsible for staff selection, administration, oversight, and guidance for the newspaper program.
3. Office – the newspaper office is located in the SUC 201-202.
