Policy Statements

Alcohol and Drug Policy
 

I. PURPOSE

Virginia State University, a community of students, faculty, and staff, is committed to preserving a living and learning environment where individuals can safely and successfully complete their college career free from the negative impact and disruptive influence of alcohol and other drugs. Aware of certain risks associated with alcohol and other drug-use, the University community views substance abuse as an obstacle to the attainment of a student’s educational goals and to the University’s mission. The responsibility to create and maintain a culture less vulnerable to alcohol and other drug use and one that promotes responsible attitudes and lifestyles will be shared by all members of the University community.

The University acknowledges that learning occurs both outside and inside the classroom, making the living and learning environment an integral part of the educational experience of students. While the University values the diversity of ideas, backgrounds, and life experiences that students bring, there also exists the expectation that students will learn to adapt and adopt the high standards of conduct expected at an institution of higher learning. Admission and membership to the University is understood to mean that each person is afforded certain rights and responsibilities. Every effort will be made to protect those rights that are within the University’s policy and local, state, and federal laws. The University will not serve as a sanctuary for those who disregard the law.

Recognizing substance abuse as a prevalent social issue, Virginia State University accepts its role and responsibility in helping find solutions to this problem. The University will educate members of the University community about the serious consequences and health risks associated with alcohol and other drug use. The University will help dispel faculty beliefs that suggest alcohol abuse and drug use are acceptable on a college campus.

II. POLICY

The Virginia State University Alcohol and Drug Policy prohibit the possession, use, manufacture, distribution, selling or consumption of alcohol and illicit drugs anywhere on campus. The Policy pertains to the activities of all students on University property, and the activities of students at University sponsored events or at off-campus activities. While representing the University community students, faculty and staff are expected to comply with all local, state, and federal alcohol and drug related laws.

VSU complies with the Drug Free Schools and Communities Act of 1989 and is a member of the Network of Colleges and Universities Committed to the Elimination of Drug and Alcohol Abuse.

Virginia State University expects staff and academic members of the University community to respond to the use of alcohol and other drugs in a responsible manner that includes but is not limited to:

  1. Knowing and abiding by University Alcohol and Drug Policy.
  2. Becoming informed about the consequences and risks associated with the use of alcohol and other drugs.
  3. Supporting norms that convey the non-use of alcohol and other drugs as a responsible choice.
  4. Being alert and responsive to the needs of persons who experience problems due to the irresponsible use of alcohol and other drugs, by helping persons identify and seek appropriate sources for assistance.
  5. Integrating alcohol and other drug related information into topics of discussion as deemed appropriate.
  6. Following procedures and enforcing sanctions established to hold persons accountable for their actions and encouraging compliance with regulations.

Virginia Drinking Age Law

Virginia’s Alcohol Beverage Control Act contains laws governing possession, use and consumption of alcoholic beverages. Pertinent laws are summarized below:
  • It is illegal for anyone under age 21 to purchase, possess, or consume any alcoholic beverage.
  • It is illegal for any person to sell alcoholic beverages to persons under the age of 21 years.
  • It is illegal for any person to purchase or provide alcoholic beverages for another when, at the time of the purchase, he/she knows or has reason to know that the person for whom the alcohol is purchased is under 21 years of age.
  • It is illegal for any underage person to use a forged or otherwise deceptive driver’s license to obtain beer or alcoholic beverage.

Controlled Substances and Illicit Drugs

The unlawful possession, distribution, and use of controlled substances and illicit drugs, as defined by the Virginia Drug Control Act, are prohibited in Virginia.

Sanctions for Policy Violations

Any member of the campus community who violates the University Alcohol and Drug Policy will face appropriate disciplinary action. Students in violation are subject to disciplinary action by the University judicial system or criminal prosecution by federal, state or local authorities or both. Violation of the University Alcohol and Drug Policy by students addressed through the Judicial Affairs System may be subject to but not limited to referral for assessment and/or treatment, community service, probation, suspension or expulsion as well as loss of eligibility for federal financial aid. Complete information about the Judicial System is available in the student handbook.

Health Risks

Virginia State University is dedicated to the education of students and employees about health risks associated with the abuse of alcohol and other drugs. Descriptions of some of these health risks are described below. In addition, behavioral difficulties at work, in school, or in relationships and with the law can be linked to the abuse of alcohol and other drugs.

Alcohol, a potentially addictive drug with significant physical and psychological consequence, is a central nervous system depressant that causes a number of marked changes in behavior. Even at relatively low levels, alcohol can impair judgment and decision-making. Low doses can also impair judgment and coordination required to drive a car safely, placing the driver and others at risk of injury. At higher levels, alcohol impairs the functioning of one’s vital organs and can result in coma or death. If combined with other depressants, much lower doses of alcohol can produce the effects just described.

Repeated use of alcohol can lead to dependence. Sudden interruption of alcohol intake can produce withdrawal symptoms, including severe anxiety, tremors, hallucinations, and convulsions. Alcohol withdrawal can be life threatening. Prolonged and excessive use of alcohol, especially when combined with poor nutrition, can cause progressive damage to vital organs. Mothers who drink during pregnancy may give birth to infants with fetal alcohol syndrome. In many cases FAS infants have physical abnormalities and mental retardation.

Marijuana is an illegal drug that impairs memory, perception, judgment and hand-eye coordination skills. The tar content in cannabis is at least 50% higher than that of tobacco and thus smokers run the added risk of lung cancer, chronic bronchitis, and other lung diseases. Recent findings in the medical community suggest that an “A motivational syndrome” affects moderate to chronic users and produces symptoms of loss of energy, motivation, concentration, inability to carry out long-term plans, and decreased performance in school and work. This finding has significant implications for students and institutions of higher learning.

Americans with Disabilities Accessibility Policy
 

I. PURPOSE

The purpose of this policy is to address the commitment of the University to provide reasonable accommodations to applicants for employment, employees, and students under Section 504 of the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act of 1990.

II. POLICY

The Virginia State University Board of Visitors, the administration and the faculty are committed to a policy of equal opportunity in education and employment prohibiting unlawful discrimination on the basis of race, color, creed, religion, marital status, sex, age, disability, political affiliation, or national origin.

The University will provide reasonable accommodations upon request to otherwise qualified disabled individuals who require such accommodations in technical standards of a University academic program or to have an equal opportunity to participate in University programs or activities. Accommodation request related to conditions of employment must be made directly to the Office of Human Resources. All accommodations requests must be written and consistent with the current documented needs of the individual requesting said accommodation(s).

Any student requiring an accommodation must request such services directly from the Office of Student Enhancement and Engagement or the Office of the Provost. In the event a program, class, or activity is located in an inaccessible facility, the University will take such action(s) as necessary to provide reasonable accommodations to ensure accessibility. All accommodation requests must be written and consistent with the current documented needs of the individual requesting said accommodation(s). A disability will be defined according to the parameters of Section 504 of the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act of 1990.

Inquiries regarding interpretation or compliance with this policy should be directed to the Office of Human Resources, Virginia State University, P.O. Box 9412, Petersburg, Virginia 23806, (804) 524-5085.

Family Educational Rights and Privacy Act of 1974 (FERPA)

I. POLICY STATEMENT CONCERNING THE CONFIDENTIALITY OF STUDENT RECORDS

Students attending, or who have attended, Virginia State University are afforded certain rights concerning their education records the Family Educational Rights and Privacy Act of 1974 (FERPA), as amended (20 U.S.C 1232g), and regulations of the United States Department of Education (34 C.F.R. Part 99).

It is the policy of Virginia State University not to release education records or personally identifiable information contained therein, other than directory information, without the student’s written consent. Such prohibition against release generally does not extend to record requests from other school officials at the University with a legitimate educational or administrative interest, other schools to which a student is transferring, State and Federal education authorities, accrediting organizations, appropriate officials in cases involving health and safety organizations conducting studies on behalf of the University, and education record requests pursuant to judicial orders or lawfully issued subpoenas. Questions concerning this Policy may be referred to the Office of the University Registrar.

Directory information at Virginia State University includes:

  • Student’s Name
  • Address(es)
  • Telephone Number(s)
  • Electronic E-mail Address(es)
  • Photographs
  • Date and Place of Birth
  • Major/Field of Study
  • Whether a student is currently enrolled
  • Enrollment Status (Full-time, Part-time, etc.)
  • Classification
  • Academic Level
  • Anticipated date of graduation
  • Certification that the student has applied for a degree
  • Dates of attendance
  • Degree(s) Earned, including Date and Level of Distinction
  • Honors and Awards received
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams

The University may disclose personally identifiable information designated as directory information from a student's records without a student's prior written consent unless the student informs University officials, including the University Registrar, that specified categories of directory information are not to be released. Requests to withhold directory information from campus directories and other University publications must be submitted to the Registrar's Office no later than 5 p.m. on Friday of the second week of classes for the fall semester.

II. NOTIFICATION OF RIGHTS UNDER FERPA FOR POSTSECONDARY INSTITUTIONS

FERPA affords students certain rights with respect to their education records. These rights include:

The right to inspect and review the student’s education records within 45 days of the day the University receives a request for access. Students must submit to the Office of the University Registrar written or electronic requests with their electronic signatures 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. If the University official to whom the request was submitted does not maintain the records, that official shall advise the student of the correct official to whom the request should be addressed.

The right to request the amendment of the student’s education records that the student believes is inaccurate or misleading. Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write or send an electronic message with their electronic signatures to the University official responsible for the record, clearly identify the part of the record they want changed, and specify what is inaccurate or misleading. If the University decides not to amend the 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 a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisor, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Visitors; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

The right to file a complaint with the U.S. Department of Education concerning alleged failures by Virginia State 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, SW
Washington, DC 20202 4605

III. PARENTAL ACCESS TO STUDENT EDUCATION RECORDS

Under FERPA, the word “student” refers to an individual who has reached the age of eighteen or is attending an institution of post-secondary education.  The word “parent” means a parent of a student and includes a natural parent, a guardian, or an individual acting as a parent in the absence of a parent or guardian. At the post-secondary or collegiate level, FERPA provides that parents have no inherent rights to inspect a student’s education records. Normally the right to inspect education records at the University is limited solely to the student. FERPA does, however, authorize the University to release education records and personally identifiable information to parents, as defined above, where one of the following conditions have been met:

  1. the student has given written consent to the release of records to the parents; or
  2. the parents produce sufficient documentary evidence that they (or either of them) declared the student as a dependent on their most recent federal income tax return as authorized by the federal income tax laws. See Section 152, Title 26 of the United States Code, for definition of "dependent" for income tax purposes.

GRADE REVIEW PROCEDURE AND APPEAL POLICY
 

I. Grade Review Procedure

Requests to make any change in the grade assigned originally shall be made only in unusual circumstances. Such changes threaten the integrity of the academic process. The instructor is expected, therefore, to review course requirements and calculations carefully before submitting final grades. The appeal procedure for a student with a complaint about grading requires contact with the instructor involved, and further contact with the instructor’s department chairperson if the matter is not resolved between the instructor and student.

If the matter is not resolved at the departmental level, contact should be made with the dean of the college in which the instructor teaches. If the situation is not resolved at the dean’s level, the student should submit a written request, containing the signatures of the chairperson and dean, to the Academic Credits Committee.

II. Grade Appeal

College Grade Appeal Committees consisting of at least three (3) faculty members from various departments shall deliberate requests for grade appeals and recommend an action to the college dean. The dean shall review the recommendation and make a decision on the outcome of the appeal. The dean shall serve as the final arbiter on the matter. At the end of each semester, the dean shall submit to the Academic Credits Committee a summary report of the dispositions of grade appeals handled at the college level.

The appeal procedure for a student with a complaint about grading requires initial contact with the instructor involved and further contact with the instructor’s department chairperson if the matter is not resolved between the instructor and student. If the matter is not resolved at the departmental level, a grade appeal should be submitted to the dean of the college in which the instructor teaches. The dean shall then forward the request to the grade appeal committee for deliberation.

Normally, students may appeal final grades based upon documented evidence that a grade was incorrectly awarded. Typically, grade changes are warranted based upon the following:

  • The Professor did not have information or documentation at the time the grade was awarded;
  • The Professor made an error of calculation or other error or entry of a grade;
  • A grade of “I” (incomplete) was entered and the student completed the necessary work for the course.

The student will follow the steps below:

  1. Make his/her case (with documentation) to the faculty member who awarded the grade. If the faculty member is no longer employed by the University, the student may approach the Department Chairperson for the unit through which the course was offered.
  2. If the student is not satisfied with the disposition of the faculty member, he/she may repeat this process with the Department Chairperson.
  3. If the student remains dissatisfied, he/she may appeal to the college grade appeal committee via a letter which states the student’s case with supporting documentation appended.
  4. After deliberation, the college grade appeal committee makes a positive or negative recommendation to the dean.
  5. The dean will consider the appeal, entering one of two dispositions:
    • The appeal has no merit and the faculty member's grade stands as entered;
    • The appeal has merit and is remanded to the department chairperson and faculty member for reconsideration. In these cases, the disposition of the faculty member is reported to the dean and is final.

III. Guidelines for Writing the Appeal Letter

Communication regarding appeals should be routed as follows: academic advisor, department chair, and college dean. The student’s request for action should then be forwarded to the Academic Credits Committee. Academic advisors, department chairs, and academic deans are encouraged to review the University’s academic policies with the student to determine that the student is eligible to file an appeal. An appeal for readmission can only be made after the student has been out for a period of one year. Students seeking readmission should remember that they can be reinstated only ONCE. The Academic Credits Committee does not consider financial aid appeals or judicial affairs appeals.

Students should complete the “Appeal Action Request” form and attach it to the appeal letter following the guidelines below. All letters must first be reviewed by the department chair and academic dean BEFORE they are received by the Academic Credits Committee.

The appeal letter should be typed, grammatically correct, and signed by the student requesting consideration by the Academic Credits Committee. It is imperative that the letter contain the student’s PERMANENT address, not campus address, to avoid delay. Documentation in support of the appeal must be submitted with the letter. This should be the same documentation that is presented to the academic advisor, department chair, and academic dean unless the additional documents were not available for review. If the appeal seeks readmission, it MUST be accompanied by a letter of support from at least one faculty member

Prohibition of Workplace Harassment
 

I. Purpose

It is the goal of Virginia State University to provide a productive and challenging educational environment, free from any form of harassment. It is the responsibility of all members of the University community to ensure that individuals are provided equal access to education, employment and services without being subjected to any form of harassment. Harassment is a type of discrimination and is prohibited misconduct, which undermines the mission of the University. This revision, which brings the University into compliance with current federal law, addresses workplace harassment, sexual harassment, and the ethical considerations presented by consensual relations between faculty/staff members and students or supervisors and employees.

II. Authority, Responsibility and Duties

This policy governs the conduct of all University employees including faculty, administrators, staff, and students when on the campus of Virginia State University or on other University property, or on other University property or in facilities, owned, or controlled by Virginia State University, or being used for a university-related event. Any exceptions in the application or enforcement of these policies must be approved by the President or his designee. The Associate Vice President for Human Resources is responsible for the official interpretation of this policy. Questions regarding the application of this policy should be directed to the Office of Human Resources.

III. Definitions

Workplace harassment (hereinafter referred to as harassment) is defined as any unwelcome verbal, written, or physical conduct that is based on race, color, sex, religion, national origin, disability, and/or age, that:

  1. has the purpose or effect of creating an intimidating, hostile, or offensive work or academic environment;
  2. has the purpose or effect of unreasonably interfering with an individual's work or academic performance; or
  3. affects an individual’s employment opportunities or compensation. A work or academic environment is “hostile” when unwelcome verbal, non-verbal or physical behavior of a sexual or nonsexual nature is severe and pervasive enough to interfere with the victim’s work or academic performance or create a work or academic environment that is intimidating, offensive, or abusive.

Sexual harassment, a form of workplace harassment, is defined as unwelcome sexual advances, requests for sexual favors or other conduct of a sexual nature, or action taken in retaliation for reporting such behavior, when:

  1. submission to such conduct is made explicitly or implicitly a term or condition of an individual’s employment, academic status, or participation in a university-sponsored educational program or activity, or;
  2. submission to, or rejection of, such conduct by an individual is used as a basis for decisions affecting that individual's employment, academic standing, or other benefits, or;
  3. such conduct has the purpose or effect of unreasonably interfering with a person’s work or academic performance or creating a hostile and offensive work or learning environment.

Sexual harassment may include, but is not limited to:

  1. Sexually suggestive conduct or remarks about clothing, body, or sexual activities directed personally at a member of the University community;
  2. Whistling in a suggestive manner directed personally at others in the University community;
  3. Sexual propositions, invitations, or other unwanted pressures for sexual contact;
  4. Obscene gestures direct personally at other members of the University community;
  5. Patting, pinching, or any other sexually suggestive touching or feeling;
  6. Attempted or actual kissing or fondling;
  7. Coerced sexual acts;
  8.  Assault;
  9. unwanted nonsexual conduct or language that pressures for the development or continuation of a relationship, and
  10. Explicit or implicit requests for sexual favors as a condition of employment, e.g., promising or granting continued employment, promotion, training, or favorable evaluation, or academic performance in return for sexual favors.

IV. Policy Statements

Virginia State University prohibits any conduct by any member of the University community that constitutes harassment as outlined in Title VII of Sect. 703 of the Civil Rights of 1964, as amended, Title IX of the Education Amendments of 1972, Virginia’s Human Rights Act, or other applicable state or federal laws and regulations. The University will not tolerate any form of retaliation directed against an employee, student, or faculty/staff member who either complains about harassment or who participates in an investigation.

Through grades, wage increases, recommendations for graduate study, training, promotion, and the like, a faculty member or supervisor can have a decisive influence on a student's, staff members, or faculty member’s career at the University and beyond. While harassment most often takes place in situations of a power differential between the persons involved, the University also recognizes that it may occur between persons of the same University status. Harassment may also occur between persons of the same sex. The University will not tolerate behavior between or among members of the University community that creates an unacceptable working or educational environment.

It should be understood by all members of the University community that consensual amorous or sexual relationships (hereinafter referred to as consensual relationships) that occur in the context of educational or employment supervision and evaluation present serious ethical concerns. Consensual relationships violate this policy when a party is involved or positioned to influence directly or indirectly an activity or evaluation that may reward or penalize the other party in the relationship. Faculty/staff members or supervisors involved in consensual relationships must remove themselves from any activity or evaluation that may reward or penalize the student or employee. Consensual relationships between faculty/staff members and students enrolled in their classes or students for whom they have professional responsibility as advisor or supervisor are in violation of this policy and may be a violation of the University's Conflict of Interest Act procedure. Similarly, consensual relationships between supervisors and employees for whom they have supervisory responsibility are in violation of this policy.

Faculty/staff members and supervisors should be aware that conducting consensual relationships with students or employees for who they have supervisory responsibility makes them liable for formal action. Even when both parties have consented to the development of such a relationship, it is the faculty/staff member or supervisor who, by virtue of his or her special responsibility, will be held accountable for unprofessional behavior. Faculty/staff members and supervisors must be aware that even when they have no direct professional or supervisory responsibility for student or employees, consensual amorous relationships may still be asymmetrical and/or disruptive to the community. Complaints alleging sexual harassment may be filed by either party of the consensual relationship or by an aggrieved party outside the relationship. Complaints alleging harassment may be filled by third parties - individuals who are not University employees, but who have business interactions with University employees (customers, vendors, contractors, and volunteers). Note that control over the employment of an immediate family member is governed by the Virginia Conflict of Interests Act.

V. Policy Violations

Any employee or faculty member who engages in conduct determined to be harassment or who encourages such conduct by others, will be subject to corrective action which may include discharge from employment. Managers and/or supervisors who allow harassment to continue or fail to take appropriate action upon becoming aware of the conduct will be subject to disciplinary action, including demotion or discharge.

VI. Obligations and Responsibilities

A formal, written complaint is needed from complainants to manage the investigative process effectively. However, federal law requires employers to investigate and resolve complaints as soon as they have knowledge of a problem or in cases where administrators, faculty, and supervisors (hereinafter referred to as supervising management) should have known.

A. Administrators, Faculty, and Supervisors

University supervising management and others performing instructional or academic advising duties have an added responsibility to create and maintain a work and learning environment free from any form of harassment. University supervising management and others performing instructional or academic advising duties have an added responsibility to create and maintain a work and learning environment free from any form of harassment. When a supervising management staff member becomes aware of an incident that might reasonably be construed as constituting harassment, he/she must take prompt and appropriate action to address the charge presented by the complainant. In such cases, such members should immediately refer the matter to the Human Resources Manager (EEO) in order to coordinate any further action that may be necessary.

Supervising management staff members have a legal obligation to act whenever they learn either directly or indirectly about harassment. This obligation exists even if the complainant requests that no action be taken. It is not the responsibility of the complainant to correct the situation.

Supervising management staff members have the legal responsibility to: protect a complainant from continued harassment or retaliation; protect persons accused of harassment from potential damage by false allegations; and take necessary steps to prevent harassment.

Supervising management staff members are responsible for informing their employees and students of this policy.

B. Employees, Students, And Those Experiencing Harassment

Anyone who believes they have been subjected to or observed instances of harassment should take one or more of the following steps:

  1. create a detail record of the offending behavior, and any response thereto;
  2. ask the perpetrator to cease the offending behavior;
  3. seek the help of a supervisor, faculty member, or university administrator; and/or
  4. contact the Office of Human Resources.

The complainant is not required to confront or complain to the harassing party. He/she may instead pursue steps 3 and/or 4 above.

vii. Procedures

Upon notification of a harassment complaint, the University shall take prompt and appropriate action in response to the charge presented by the complainant. Informal and formal complaint procedures are described in the University's Procedures Governing the Prohibition of Sexual Harassment, #801. Any employee of the University being advised of a complaint of harassment shall immediately refer the matter to the Human Resources Manager (EEO). All complaints under the policy should be filed within 30 days1 from the date of the alleged harassment.

The University shall provide mandatory workplace harassment prevention training for all faculty, administrators and staff as follows:

  • Even years – University online training
  • Odd years - certified trainer
  • New employees - University online training within 30 days of employment

Each employee of the University is responsible for ensuring his/her attendance at such training by affixing his/her signature to the sign-in roster. The Office of Human Resources shall maintain an account of attendance at such training.

Students shall be made aware of the University's prohibition on harassment through the Office of the Provost/Vice President for Academic and Student Affairs. Informational sessions shall be conducted minimally once, at the beginning of each semester.

This policy shall be distributed throughout the campus community, or made available to all members of the campus community through the Office Human Resources and the Office of the Provost/Vice President for Academic and Student Affairs. Additionally, this policy shall be made available by posting on a bulletin board in all dormitories and University buildings.

1

The University reserves the right to accept and review complaints that are filed later than 30 days from the date of the alleged harassment if, upon preliminary review by the Human Resources Manager (EEO), the President or his designee determines that there is just cause for the delay in reporting the matter, or that it is in the best interest of the University to review the matter.

POLICY EXCEPTIONS AND APPEALS

The following are the policies and procedures for addressing/requesting exceptions to, or appeals of, academic policies and/or sanctions. The policies and procedures are administered by the University's Academic Credits Committee.

I. PURPOSE AND DUTIES

Purpose

The purpose of the Academic Credits Committee (ACC) is to deliberate requests for exceptions to academic policies in the areas of readmission to the University after suspension for poor academic performance, residency requirements and proficiency examinations, and other areas not assigned to the colleges. This committee serves as the final arbiter for these issues, and its policies and procedures are applicable to undergraduate students and programs.

Duties

ACC is charged with the following duties and responsibilities:

  1. Providing adjudication and disposition on student appeals of academic sanctions and other academic matters, including (but not limited to) the following:
  • Administrative withdrawal
  • Residency requirements and proficiency examinations
  • Readmission after academic sanctions
  1. Monitoring and making recommendations to the Provost/Senior Vice President for Academic and Students Affairs (SVPASA) relative to academic policy and procedure.

II. COMPOSITION

ACC is a group organized under the auspices of Office of the Provost/SVPASA. The committee is convened and facilitated by the Provost or his/her designee(s). The following positions comprise the committee membership:

  • Provost (or designee), who will serve as chair
  • Recorder (non-voting member designated by the Provost) 
  • Registrar (or designee)
  • Vice President for Student Affairs(or designee)
  • Deans of the Colleges (or their designees)
  • Four Faculty Representatives
    • Chair of the Faculty Senate [or designee],
    • Chair of the Admission and Retention Subcommittee of the Faculty Senate, and
    • two faculty members at large designated by the Faculty Senate.
  • Director of Student Financial Aid

III. MEETINGS

ACC meetings are held at least twice during each fall and spring semester. Meeting are generally scheduled prior to the opening and closing of each semester. All meetings are scheduled by the Provost/SVPASA (or his/her designee), who communicates with the Deans of the Colleges to establish due dates for written appeals from students. A calendar of meeting dates shall be published. In addition, the ACC shall meet at least once each academic year to address policy matters and concerns relevant to the committee's work. Minutes of all meetings shall be housed in the Office of the Vice President for Academic Affairs.

IV. DISPOSITIONS

ACC renders dispositions based upon students’ appeals for exceptions to established University policy. Each appeal is considered on the basis of its individual merit, and exceptions are granted only if documentation clearly demonstrates at least one the following:

  1. Sanctions or other negative decisions based on incorrect or missing information;
  2. Extraordinary circumstances beyond the student's control; or 
  3. Situations where there is malfeasance on the part of the University.

The dispositions of ACC are the final recourse for students, i.e., students may not appeal to any other authority at the University. However, ACC decisions may be reviewed by the Provost, who has the authority to reconvene the ACC if additional information relative to a particular case becomes available after a disposition is rendered. ACC decisions are communicated to students via a letter from the Office of the Provost with copies to the student's dean and department chairperson, as well as, the Office of the Registrar.

Minutes of the proceedings of the ACC are completed by the committee's recorder; hard copies are maintained in the Office of the Provost in accordance with the University's record retention policy. A summary of dispositions of the ACC shall be submitted annually to the Provost/ SVPASA. Members of the ACC must recuse themselves from deliberation on any case in which they have direct or indirect involvement, including familial relationship, personal ties to the appellant, or any other connection which might pose a conflict of interest.

V. ACTION ITEMS

Administrative Withdrawal: Administrative withdrawal (grade of “W” for all courses in a semester) is warranted based upon irrefutable documentation relative to attendance or other extreme circumstances (e.g., military deployment, medical emergencies, etc.). 

Sexual Harassment Policy
 

I. Purpose

It is the goal of Virginia State University to provide a productive and challenging educational environment, free from sexual harassment. It is the responsibility of all members of the University community to ensure that individuals are provided equal access to education, employment and services without being subjected to sexual harassment. Sexual harassment is a type of sex discrimination and is prohibited misconduct which undermines the mission of the University.

II. Definition of Sexual Harassment

Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors or other conduct of a sexual nature, or action taken in retaliation for reporting such behavior, when:

  1. submission to such conduct is made explicitly or implicitly a term or conditions of an individual employment or participation in a university-sponsored educational program or activity, or;
  2. submission to, or rejection of, such conduct by an individual’s employment, academic standing or other benefits, or;
  3. such conduct has the purpose of effect of unreasonably interfering with a person’s work or academic performance or creating a hostile and offensive work or learning environment.

Sexual harassment may include, but is not limited to:

  1. Sexually suggestive conduct or remarks about clothing, body, or sexual activities directed personally at a member of the University community;
  2. whistling in a suggestive manner directed personally at others in the University community;
  3. sexual propositions, invitations, or other unwanted pressures for sexual contact;
  4. obscene gestures directed personally at other members of the University community;
  5. patting, pinching, or any other sexually suggestive touching or feeling;
  6. attempted or actual kissing or fondling;
  7. coerced sexual acts;
  8. assault; and
  9. expressed or implied requests for sexual favors as a condition of employment, promotion or favorable academic performance.

III. Policy

Virginia State University will not tolerate any conduct by any member of the University community that constitutes sexual harassment as outlined in TITLE VII of Sect. 703 of the Civil Rights Act of 1964, as amended, Title IX of the Education Amendments of 1972, Virginia’s Human Rights Act, or other applicable state or federal laws and regulations. Upon notification of a sexual harassment complaint, the University shall take prompt and appropriate action in response to the charge presented by the complainant. Any employee of the University being advised of a complaint of sexual harassment shall immediately refer the matter to the Human Resources Manager (EEO). All complaints under the policy should be filed within 30 days1 from the date of the alleged harassment.

The University shall provide sexual harassment training each academic year for all faculty, administrators and staff. Each employee of the University is responsible for ensuring his/her attendance at such training by affixing his/her signature to the sign-in roster. The Office of Human Resources shall maintain an account of attendance at such training. Students shall be made aware of the University’s prohibition on sexual harassment through the Office of the Vice President for Academic and Student Affairs. Informational sessions shall be conducted minimally once, at the beginning of each semester.

This policy shall be distributed throughout the campus community, or made available to all members of the campus community through the Office of Human Resources, the Office of Student Affairs and the Office of the Provost. Additionally, this policy shall be made available by posting on a bulletin board in all dormitories and University buildings.

1

The University reserves the right to accept and review complaints that are filed later than 30 days from the date of the alleged harassment if, upon preliminary review by the Human Resources Manager (EEO), the President or his designee determines that there is just cause for the delay in reporting the matter, or that it is in the best interest of the University to review the matter.

The Student Academic Code
 

A student's conduct at Virginia State University is expected to reflect that of a person engaged in a serious endeavor the pursuit of an academic degree. The Student Academic Code includes aspects of both behavioral and ethical conduct within the academic setting. The Student Code of Conduct contains rules and regulations governing student behavioral conduct and represents a means by which the orderly development of appropriate student conduct is assured. The Student Code of Conduct as it applies to academics is reproduced herein. The Student Academic Code ensures that students maintain the highest ethical standards when in the academic setting, when performing work in the classroom and when completing work outside the classroom.

Code of Conduct

Students are expected to abide by all University rules and regulations, standards, and by the laws of Chesterfield County, the Commonwealth of Virginia and Federal government. It is not possible to list all acts of misconduct/disorderly conduct that can occur on campus, but students are required to exhibit the highest forms of good manners, behavior and respect for the University community and its inhabitants.

Classroom Conduct

Inappropriate classroom conduct is a violation of the Student Code of Conduct. Tardiness, talking during lecture, use of cell phones and similar distracting behavior all lead to an environment that is not conducive to learning. Each instructor is responsible for maintaining a classroom environment that facilitates effective teaching, learning and safety. The classroom environment should be such that it prepares students for behavior that is expected in the professional and corporate environments in which they are preparing to live and work.

Disruptive and disrespectful behavior on the part of any student will not be tolerated. The instructor has the right to determine appropriate standards of behavior in the class as long as the requirement does not infringe upon the individual’s rights. Appropriate classroom decorum should be described in the course syllabus. Classroom decorum may also be defined and disseminated as a department policy for each discipline or school. Science laboratory classrooms that may introduce a safety hazard to the student under certain circumstances may inherently require strict regulation of safety protocol in addition to normal rules of behavior.

The instructor shall identify students who are in violation of the appropriate decorum or safety procedures and shall provide reasonable warning to the students of the consequences of such conduct. A reasonable warning would include a verbal reminder or a written note handed to the student regarding the expected expulsion from the class or laboratory for the day in question and notice to the student’s Department Chair. Return of the student to the classroom or laboratory will require a written pledge by the student to abide by the rules of expected classroom decorum or safety. Continued inappropriate conduct or safety violations will be grounds for expulsion from the course in question for the remainder of the semester. Further action could be taken through channels for charges against students and by enforcement listed in the Student Handbook. Students have the right to dispute any action in accordance with the Student Grievance Procedure.

Code of Ethics

Students are expected to exhibit exemplary ethical behavior as part of the University community and society as a whole. Acts of academic dishonesty including cheating, plagiarism, deliberate falsification and other unethical acts that may be specifically defined by a student's individual discipline are considered breaches of the Student Code of Ethics.

Academic Dishonesty

Academic dishonesty is a violation of the Student Academic Code. By accepting admission to Virginia State University students are automatically subject to the provisions of the Student Academic Code, and are expected to uphold and support this Code without compromise or exception.

The Student Pledge of Academic Integrity

Students are expected to comply with reporting procedures when they notice a violation, and all cases of academic dishonesty shall be reported by the instructor to the chairman of the department in which the incident occurred. The chairman of the department shall report the incident to the chairman of the department for the student in question, if different, and the Dean of the Colleges. Penalties for academic dishonesty may be loss of credit for the work in question, loss of credit for the course, suspension or expulsion from the University. Students have the right to dispute any action in accordance with the Student Grievance Procedure. Ignorance of any aspect of the Student Academic Code is not a defense to an alleged violation.

Cheating

Cheating is obtaining an unearned academic advantage either through deliberate deception or indifference to the student academic code. A student is considered to be cheating if, in the opinion of the person administering an examination or test, the student gives, seeks, or receives aid during the test, examination or other assigned class work.

Cheating also includes, but is not limited to:

  1. deliberate alteration of graded material for a re-grade or grade correction;
  2. submitting without authorization the same assignment for credit in more than one course;
  3. collaborating on any work when not allowed, either in or outside the classroom setting;
  4. forging the signature of another or allowing forgery by another for  any classroom related document such as class roll or an academic pledge;
  5. use of unauthorized material stored or recorded on electronic devices during an exam or quiz;
  6. use of crib notes or other unauthorized written material during an exam or quiz;
  7. attempting to or allowing impersonation by another in order to take one's exam or quiz;
  8. copying, alteration or fabrication of data such as that collected in a teaching laboratory or as part of a research project; and
  9. intentionally or knowingly helping or attempting to help another commit an act of academic dishonesty.

Plagiarism

Part of the college experience is the discovery of one’s own voice. The Virginia State University teaching community is committed to helping each student find their voice. Plagiarism contradicts this end. Plagiarism is the presentation of others’ ideas or written works as one’s own. Written works can take the form of electronic or print media and could include - among other items - opinions, facts and statistics.

  1. Citing a source is necessary when an idea or written work can be attributed in any way to someone else.
  2. Direct copying requires a very specific acknowledgment, either using quotation marks or a clear statement describing how that material was reproduced.
  3. An indication of how a source is used is necessary if unique words or phrases from the source are one’s work. Words or phrases are considered unique if they would not be spoken or expressed the same way coincidentally. The use of unique language requires incorporation of quotation marks or a direct statement who is responsible for the word, phrase, sentence or group of sentences.
  4. Finally, one should always acknowledge the contribution of any person who is a significant contributor to a work through discussion or any other such collaboration. Although, common knowledge does not require a reference, one may not be aware of what constitutes common knowledge. The golden rule is, when in doubt, cite.

Transfer Policy
 

Transfer Students. Applicants who have attended an accredited college or university are considered for admission for the Fall and Spring sessions. Applicants must have a cumulative grade point average of "C" (2.0 on a 4.0 scale) or above and be in good standing at the previous institutions. Applicants must (1) complete and return the application for admission, (2) request the Registrar of all colleges attended to send official transcripts of college records, and (3) request the last college attended to complete and return the Confidential Report Form.

A transfer student with fewer than 24 semester hours is required to meet the entrance requirements for freshmen. An applicant transferring from a Virginia Community College or Richard Bland College (RBC), who has completed the requirements for the associate in arts or associate in science degree in the College Parallel/College Transfer Program, will be granted junior status at VSU. An applicant who has not completed the requirements for an associate degree will be designated class standing based on a course-by-course credit evaluation. For these students, the application fee is waived.

Any student who transfers to Virginia State University with an associate’s degree (college prep track) from a community college in Virginia or RBC (students with associates’ degrees from other states will be designated on a course-by-course credit evaluation) is guaranteed a minimum of 60 credit hours of transfer credit. The student will be given credit for general education requirements, with residual hours coming from major, minor or elective course requirements.  Some majors may have more requirements resulting in the need to take additional lower-level courses after transferring to VSU.

Official transcripts will be received and evaluated by the Transfer Admissions Office. If additional evaluation is needed as it relates to course equivalency, this will be determined by the departments and reviewed by the University Registrar.

Veterans Affairs and Military Personnel

Service personnel on active duty and veterans of the U.S. Armed Forces who intend to study under the Federal Acts should consult the Veterans Affairs Counselor, who is associated with the Office of Student Affairs.

Veterans desiring advanced pay should register with the Veterans Counselor at least 60 days prior to the beginning of the semester. Veterans studying under Public Law 87-815 should receive clearance from the Veterans Counselor to register. The Veterans Administration pays the cost of tuition, fees, books, and supplies.

Virginia State University has been approved under the provisions of Public Law 550, Public Law 634, and Public Law 89-358. Veterans eligible under Public Law 550 receive a monthly allowance paid directly to them while in attendance at the University. It is intended to cover the costs of fees, books, and basic living expenses. Individuals who are children of deceased veterans are eligible for certain educational benefits under Public Law 634. Veterans with more than 180 days of active duty, any part of which occurred on or after February 1, 1955, are eligible for one month of college, vocational, or similar education for each month or fraction of a month on active duty. A veteran who wishes to receive the benefits of Public Law 550 and Public Law 89-358 should contact the Office of Veterans Affairs to initiate paperwork for benefits.

PROTECTION FROM DELAYED VETERANS AFFAIRS PAYMENT POLICY

Purpose

The policy codifies Virginia State University’s compliance with Section 103 of the Veterans Benefits Transition Act of 2018, which takes effect on August 1, 2019. Known as the Service Members Improved Transition through Reforms for Ensuring Progress Act of the SIT-REP Act (H.R.4830), this bill authorizes the Department of Veterans Affairs (VA) to require educational institutions, in order to be eligible for educational payments, to adopt policies that prohibit penalizing student veterans for delayed disbursement of VA assistance payments to institutions on behalf of eligible student veterans, survivors, or dependents. The legislation applies to VA benefits paid directly to the school, such as the Post 9-11 GI BILL®.

Authority, Responsibility, and Duties

The Board of Visitors has delegated to the President the authority to manage the University. As such, this policy applies to the VSU President, Vice Presidents, Associate Vice Presidents, Assistant Vice Presidents, Deans, Directors, and Department Chairs. Those responsible for monitoring adherence to this and related policies are the University Bursar, the Registrar, and the University’s VA Benefits Certifying official.

Definitions

Covered individual: Any individual who is entitled to educational assistance under Chapter 31, Vocational Rehabilitation and Employment, or Chapter 33, Post 9-11 GI BILL® benefits.

Chapter 31: The Vocational Rehabilitation and Employment program is authorized under Title 38, U.S. Code, Chapter 31. It is referred to as the Chapter 31 program. It assists entitled veterans with service-connected disabilities and an employment handicap to prepare for, find, and maintain a job. It also helps entitled transitioning service members.

Chapter 33: The Post 9-11 GI BILL® provides educational benefits to individuals who served in active duty after September 11, 2001.

Policy Statements

For those students who have been certified to use Chapter 31, Vocational Rehabilitation and Employment, or Chapter 33, Post 9-11 GI BILL® benefits and whose financial obligations to the University have not been met due to delayed disbursement of GI BILL® payments, Virginia State University shall not undertake the following punitive measures.

  • Prevent enrollment;
  • Assess a late penalty; fee
  • Require the securing of alternative or additional funding; or
  • Deny access to any school resources (access to classes, libraries, or other institutional facilities) that are available to other students that have paid their academic fees.

However, the University will require that students provide the University’s VA Certifying Official with the Certificate of Eligibility and any other relevant documents needed to certify students properly.

Any covered individual will be permitted to attend or participate in the course of education during the period beginning on the date which the individual provides to Virginia State University a certificate of eligibility for entitlement to educational assistance under Chapter 31 or Chapter 33 and ending on the earlier of the following dates:

  1. The date on which payment from VA is made to the institution.
  2. 90 days after the date that Virginia State University certified tuition and fees following the receipt of the certificate of eligibility.

Grievance Policy: “The Virginia State Approving Agency (SAA) approves education and Virginia training programs. Our office investigates complaints of GI BILL® beneficiaries. While most complaints should initially follow the school grievance policy, if the situation cannot be resolved at the school, the beneficiary should contact our office via email at saa@dvs.virginia.gov”. This policy shall be published in the University Catalog and made accessible to students.

References

HR.4830-SIT-REP Act. https://www.congress.gov/bill/115th-congress/house-bill/4830/text
U.S. Department of Veteran Affairs. “Post-9/11 GI BILL® (Chapter 33).” https://www.va.gov.education.about- gi-bill-benefits/post-9-11/
U.S. Department of Veteran Affairs. “Vocational Rehabilitation and Employment Services: Chapter 31 Fact Sheet.” https://www.benefits.va.gov
Sec.103. Disapproval for Purposes of Educational Assistance Programs of Department of Veterans Affairs.
https://www.govinfo.gov

TITLE 38 UNITED STATES CODE SECTION 3679(C)

The following individuals shall be charged the in-state rate, or otherwise considered a resident for tuition purposes:

  • A veteran using educational assistance under either Chapter 30 (Montgomery GI BILL® – Active Duty Program) or Chapter 33 (Post 9-11 GI BILL®), of Title 38, United States Code, who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal state of residence).
  • Anyone using transferred Post 9-11 GI BILL® benefits, who lives in the state where the IHL is located, and the transferor is a member of the uniformed service serving on active duty.
  • A spouse or child using benefits under the Marine Gunnery Sergeant John David Fry Scholarship (38 U.S.C.& 3311(b)(9)) who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal state of residence).
  • A spouse or child using benefits under Survivors’ and Dependents’ Education Assistance (Chapter 35) living in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of their formal state of residence).
  • An individual using educational assistance under Chapter 31, Veteran Readiness and Employment (VR&E) who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of their formal state of residence) effective for courses, semesters, or terms beginning after March 1, 2019.
  • Anyone described above remains continuously enrolled (other than during regularly scheduled breaks between courses, semesters, or terms) at the same institution. Therefore, the described person must be enrolled in the institution and use educational benefits under Chapters 30, 31, 33, or 35 of Title 38, United States Code.

VA Pending Payment Compliance Addendum to Catalog

As part of Colonel John M. McHugh, section 3679 of title 38, United States Code was amended, and educational institutions will be required to sign the given compliance form to confirm their compliance with the requirements as outlined.

Effective August 1, 2022, the State approving agency, or the Secretary when acting in the role of the State approving agency, shall disapprove a course of education provided by an educational institution that has in effect a policy that is inconsistent with the areas below:

NOTE: A Covered Individual is any individual who is entitled to educational assistance under Chapter 31, Vocational Rehabilitation and Employment, Chapter 33, post 9-11 GI BILL® benefits, or Chapter 35, Dependents Education Assistance.

  • Your policy must permit any covered individual to attend or participate in the course of education during the period beginning on the date on which the individual provides to the educational institution a certificate of eligibility for entitlement to educational assistance under Chapters 31, 33, or 35 (a “certificated of eligibility” can also include a “Statement of Benefits” obtained from the Department of Veterans Affairs’ (VA) website – eBenefits, or a VAF 28-1905 form for Chapter 31 authorization purposes) and ending on the earlier of the following dates:
  • The date on which payment from VA is made to the institution.
  • 90 days after the date the institution certified tuition and fees following the receipt of the certificate of eligibility.
  • Your policy must ensure that your educational institution will not impose any penalty, including the assessment of late fees, the denial of access to classes, libraries, or other institutional facilities, or the requirement that a covered individual borrows additional funds, on any covered individual because of the individual’s inability to meet his or her financial obligations to the institution due to the delayed disbursement funding from VA under Chapters 31, 33, or 35.

*In addition, this statute allows your policy to require the Covered Individual to take the following additional actions:

  1. Submit a certificate of eligibility for entitlement to educational assistance no later than the first day of a course of education.
  2. Submit a written request to use such entitlement.
  3. Provide additional information necessary for the proper certification of enrollment by the educational institution.
  4. Your policy may also require additional payment or impose a fee for the amount that is the difference between the amount of the student’s financial obligation and the amount of the VA education benefit disbursement.


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