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Academic leave includes study abroad, all exchange programs, and full-time study at other U.S. colleges and universities. The McCulloch Center for Global Initiatives coordinates all applications for study abroad. Contact the McCulloch Center for further information. The Division of Student Success/Office of Academic Deans coordinates all applications for full-time study in the United States; email them at academic-deans@mtholyoke.edu or call 413-538-3610 to apply.

Programs of Study in the United States

A student may apply for an academic leave to participate in one of the following programs. Deadlines and instructions vary.

Programs:

• Twelve College Exchange Program: /student-handbook/leave-absence-policy/twelve_college
• MHC Semester in D.C.: /wcl/mhc-semester-dc
• SEA Semester/
• Semester in Environmental Science at the Marine Biological Laboratory /
• Other approved, accredited U.S. institution or program

To qualify for an academic leave a student must meet the following requirements:

• Hold a minimum grade point average of 2.7.
• Clear all outstanding registration holds (e.g., financial, health, etc.).
• Declare a major if applying to study away for all or part of the junior or senior year. Students applying to study away in their sophomore year are not required to declare a major in advance.
• Present a full-time plan of study at an accredited institution that will enhance the student’s academic program at ����ɬ and be suitable to the College’s curriculum.
• Obtain approval for the plan of study from the student’s faculty advisor, along with approval from the dean of studies in the Office of Academic Deans or the McCulloch Center for Global Initiatives, as appropriate.
• Please note: Studying away is not allowed during a student’s final semester at MHC.

A personal leave of absence is a voluntary leave from the College to attend to personal matters such as employment, travel, family and financial concerns. Students interested in taking a leave to address their own physical or psychological health concern should refer to the section on medical leave of absence below in this document.

Students interested in taking a personal leave of absence must complete the following steps:

1. Set up an appointment to speak with their academic dean in person or via phone about the timing of the leave, the reasons for requesting the leave, plans for time away and for returning to the College, the impact on their academic program, and how the leave will figure into an overall graduation plan. Students who are away from campus can request a leave of absence by arranging a phone or virtual appointment.
2. Complete the Personal Leave form, following the initial meeting, which requires an academic dean’s signature and includes the anticipated date of return.
3. Submit the Personal Leave form to the Office of Academic Deans (academic-deans@mtholyoke.edu). Once the leave has been processed, students will receive a written confirmation from the College in their College email account, stating the terms and conditions of the leave. Students are responsible for reading all materials that are sent to them via their ����ɬ email address concerning their leave and for complying with the terms and conditions of the leave.
4. Students are not eligible for personal leaves when they have taken more than four sequential semesters away from the College. If leave is denied, the student remains responsible for all academic requirements.
5. Graduate Students: complete the form here:

Important Additional Information on Personal Leave

Students should note the following additional information relating to personal leave:

• A personal leave of absence can typically be no less than one semester and no longer than four consecutive semesters. The College withdraws students after four consecutive semesters away unless they have requested and received an extension of their leave from the Office of Academic Deans. Students are encouraged to request a planned personal leave of absence by the dates listed below, although the College recognizes that situations may arise requiring a request after the suggested deadlines:
  • May 15 for the upcoming fall semester or full academic year.
  • November 15 for the upcoming spring semester.

Note: Personal leaves taken after the 50th day of the semester will carry forward to the following academic semester.

• When a personal leave is authorized on an immediate basis during a semester, students are withdrawn from the courses in which they are enrolled and receive W’s in place of credits and grades.
• The College will provide up to three days to remove belongings and vacate the residence halls when a personal leave is approved on an immediate basis. If additional time is needed, the student should speak with the director of Residential Life. Extending time in the residence halls may affect the amount of any refund, if applicable, or result in a late-stay charge. The College has a list of vendors who provide storage and shipping services: mtholyoke.edu/directory/departments-offices-centers/residential-life/storage-space-students.
• International students should be aware that their immigration status may be affected by taking a personal leave and should therefore consult with the immigration specialist in the McCulloch Center for Global Initiatives before applying for a personal leave.
• During the student’s approved personal leave, the Office of Academic Deans will send an official email outlining the steps needed for a return to campus The email will be sent to the student’s ����ɬ email address just prior to registration for the upcoming semester. Students on leave must follow the steps outlined in the email for a successful return to campus.
• During a leave, a student may decide to take courses at an accredited institution. See mtholyoke.edu/registrar/transferap for information about this option and consult with the registrar’s office.

Returning From a Personal Leave of Absence

Students will be expected to return to campus after the requested leave ends. An email will be sent to returning students outlining the steps to take for financial aid, housing and course registration. A student will be billed for the semester of expected return unless an extension of the leave is requested by submitting another Personal Leave form:

Graduate Students: complete the form here:

A medical leave of absence is a leave from the College to attend to the student’s own physical or psychological health concerns. Students must consult Health Services or the Counseling Service, as applicable under the circumstances, for all medical concerns resulting in a request for medical leave, including those arising from a chronic health condition or disability. Academic Deans must refer all requests for medical leaves to Health Services or the Counseling Service, as appropriate under the circumstances.

Health Services or the Counseling Service will review the request for leave and notify the Office of Academic Deans of approved leaves. The notification to the academic deans will include the basic parameters of the leave, such as the effective date. Health Services and the Counseling Service will keep the details of the student’s medical condition confidential to the extent possible in compliance with relevant law. Students may be asked and/or choose to provide a written release of information permitting the disclosure of medical information to other offices at the College so that those offices can provide the student with the appropriate resources.

Important Additional Information on Medical Leave

The length of a medical leave will be determined by the nature or severity of the health concern. A student should allow sufficient time to regain the health and functioning required to manage a full-time academic load in a residential environment. However, a medical leave of absence can be no less than one semester and ordinarily no longer than four consecutive semesters. The College withdraws students after four consecutive semesters away. A student who is withdrawn from the College can apply for readmission.

Note: A request to withdraw from all classes or request for a leave of absence after the 50th day of classes in a given semester results in a leave of absence for the current semester as well as the following semester, absent extraordinary circumstances, as determined by the College at its sole discretion.

• Students should plan to meet with the appropriate academic dean to discuss their progress toward a degree, given their absence. Students can arrange this meeting by calling the Office of Academic Deans at 413-538-3610 and requesting an appointment.
• When a medical leave is authorized by the College on an immediate basis, students are withdrawn from the courses in which they are enrolled and given W’s in place of grades.
• International students should consult with the immigration specialist or the director of international student advising in the McCulloch Center for Global Initiatives before going on medical leave to discuss the impact the leave may have on their immigration status.
• During a leave, a student may decide to take courses at an accredited institution. See mtholyoke.edu/registrar/transferap for information about this option and consult with the registrar’s office.
• When a medical leave is approved, the student will be allowed up to three days to remove belongings and vacate the residence halls. If additional time is needed, the student should speak with the director of Residential Life to request extended time to move out. Extending time in the residence halls may affect the amount of any refund due, if applicable, or result in a late stay charge. The College has a list of vendors, mtholyoke.edu/directory/departments-offices-centers/residential-life/storage-space-students, who provide storage and shipping services.
• Graduate Students: complete the form here:

Returning from a Medical Leave of Absence

Students who seek to return from a medical leave of absence must receive a written assessment of medical readiness from Health Services or the Counseling Service as applicable. Health Services or the Counseling Service will then notify the Office of Academic Deans of the student’s request to return. Students must complete the following steps for clearance and approval before they will be able to register for ����ɬ classes, request housing, complete an application for financial aid or return to the College:

1. The treating physician or clinician must complete a Readiness to Return from Medical Leave of Absence form, located on the Counseling Service website, , for leaves initiated through the Counseling Service, or the Health Services. This form must be submitted before the student makes an appointment to discuss clearance to return from leave.
2. The student should set up an appointment over the phone or in person to speak with the director or designee of either the Counseling Service or Health Services, as applicable, to discuss the student’s return.
3. If notified by the director of the Counseling Service or of Health Services that the student is medically ready to return to campus, the student will be referred to the Office of Academic Deans to complete the process to return to campus.
4. Graduate Students: complete the form here:

Students are encouraged to complete the steps listed above by October 30 to return the following spring semester and March 30 to return the following fall semester, in order to register for classes and housing during the regular cycle. Completing these steps beyond October 30/March 30 may limit options for course registration, on-campus housing and/or financial assistance.

Please note: the deadlines to receive medical clearance to return are:

• July 1 for a fall semester return, and
• December 1 for a spring semester return.

Once cleared to return to campus, students will receive an email notification and helpful reminders of “To Do” items via Pathways.

Additional holds or flags on a student’s record, whether disciplinary, academic or financial, may also prohibit a return to campus. Students must clear those holds with the appropriate offices before returning to campus.

Students must be in good financial standing in order to return from a leave of absence. All past due balances must be paid and student loans must be in good standing. Contact Student Financial Services with any questions.

Appealing Return from Medical Leave Decisions

Students may appeal a denial of a return from a medical leave of absence to the dean of students. The dean of students may opt to convene an evaluation committee to review a student’s appeal request. The team may include any combination of the dean of students, dean of studies and representatives from Health Services, the Counseling Service, and Disability Services, among others. If called to participate in a review, the directors or designees of Health Services and the Counseling Service will comply with applicable law governing the confidentiality of student medical information. The student may be requested to complete a written release of information permitting the disclosure of confidential records, including medical records, in order to evaluate the appeal. Upon completing the appeal’s review, the student will receive written notification from the Division of Student Life regarding its outcome.

The College may require a student to take a leave of absence in response to significant concerns about academic progress or behavior.

Important Additional Information on Mandated Leave

Students should note the following additional information relating to mandated leave:

• Students on a mandated leave must request advance permission from the dean of students to visit campus or participate in any College-related or College-sponsored activity off campus.
• Students on a mandated leave for academic or behavioral reasons will, upon return, lose eligibility for merit or other non-need-based scholarships awarded by the College.

Mandated Leave During the Semester

The dean of students, dean of studies, director of the Counseling Service and/or the director of Health Services may convene a confidential evaluation committee as part of the process to require a student to withdraw during the semester when the student:

• Presents a substantial risk of harm to self or others.
• Fails to carry out substantial self-care obligations.
• Significantly disrupts the educational or other activities of the College community.
• Is unable to participate meaningfully in educational activities.
• Requires a level of care from the College community that exceeds the resources and staffing that the College can reasonably be expected to provide for the student’s well-being.

The evaluation committee may request that a representative from the Office of Academic Deans, Division of Student Life or other areas of the College present information about the student’s experience. Other administrators may be added to the evaluation committee if expertise is needed that is not already represented, including but not limited to legal counsel for the College, a faculty advisor, etc.

The evaluation committee may ask the student, and their family, if appropriate, to participate in the review by inviting them to make a brief written or oral statement.

The evaluation committee may access the student’s educational records and may request that the student release their medical record as required for an appropriate review. If involved in a review, the directors of Health Services and the Counseling Service will comply with applicable law governing the confidentiality of student medical information.

The evaluation committee is responsible for informing a student and their parents or guardians of the result of the committee’s deliberation.

The evaluation committee’s decision following consideration of all relevant information will be the final decision of the College. The evaluation committee will communicate its decision to the student and the appropriate administrative offices.

Behavioral Suspension

Students may be suspended if they do not adhere to the College’s standards of social conduct or if the College otherwise determines, at its sole discretion, that a behavioral suspension is in the best interest of the College and/or the community. The length of a behavioral suspension will be determined on a case-by-case basis. The College may utilize a temporary and/or emergency removal process, pending completion of a threat assessment or disciplinary proceeding.

A student who has been suspended will generally be placed on disciplinary probation upon their return, if appropriate, and this is at the College’s sole discretion. The dean of students, in consultation with other College administrators, is typically responsible for reviewing whether violations of policy or a single behavioral issue is sufficiently serious to warrant a suspension. Additionally, the Honor Code Council may recommend suspension as an outcome of a hearing and the College may issue a suspension as an outcome of a grievance.

Students must comply with any restrictions and fulfill any conditions required by the College during the period of suspension in order to demonstrate readiness to return.

When a student is suspended for behavior with a disciplinary charge pending, the College may complete the disciplinary process while the student is on leave or after the student returns from leave.

Behavioral Withdrawal

Students may be withdrawn from the College if they do not adhere to the College’s standards of conduct or if they are determined to represent a significant threat of substantial harm to anyone in the ����ɬ community, including the student themself. The dean of students, in consultation with other College administrators, is typically responsible for reviewing whether violations of policy or other conduct is sufficiently serious to warrant a withdrawal. The College may also withdraw a student as an outcome of a grievance. The Honor Code Council can recommend that a student be withdrawn for behavioral reasons.

Generally, a student who has been required to withdraw may apply for readmission to the dean of students after one semester has passed, depending on the circumstances. A student who returns to the College after a behavioral withdrawal will be placed on disciplinary probation upon their return.

Students must comply with any restrictions and fulfill any conditions required by the College during the period of withdrawal to demonstrate readiness to return.

When a student is suspended for behavior with a disciplinary charge pending, the College may complete the disciplinary process while the student is on leave or after the student returns from leave.

Appeals to Mandated Behavioral Leaves

Students may appeal a mandatory behavioral leave to the dean of students. An appeal must be in written form and submitted within three business days from the date of notice of suspension or withdrawal, unless the student can establish good cause for the appeal period to be extended. The dean of students will evaluate the appeal and provide the student with written notification concerning the appeal’s outcome. In cases of mandatory suspension or withdrawal involving a disciplinary process, students should consult the appeal process outlined under Appeals in the College Disciplinary Process section of the Student Handbook.

Requesting a Return from a Mandatory Behavioral Leave

Students should request a return from leave before the following dates:

• October 30 to return to the College the following spring semester.
• March 30 to return to the College the following fall semester.

Requests to return from a behavioral leave of absence should be sent to the dean of students. Using these dates as a guide will assist with providing sufficient time to obtain approval and review possible changes to financial aid, academic progress, housing, etc. Please note that requests made after these dates may not be approved for a return in the following semester. Requests made after these dates will also limit options for courses and may limit the opportunity to live in on-campus housing. The College encourages students to follow the steps outlined in the checklist that accompanies the Return from Leave form: .

The dean of students (or designee) will review the Return from Leave form and determine whether the return is approved. Students may be required to submit additional information to assist with the evaluation of the request to return and may be requested to complete a written release of information permitting the disclosure of confidential records, including medical records.

Please note that additional holds or flags on a student’s record, such as a disciplinary or financial hold, may prohibit a return to campus. Students must clear those holds with the appropriate offices before returning to campus.

Mandatory Academic Leave

Academic Suspension or Required Withdrawal

Students may be suspended or required to withdraw from the College in accordance with Academic Administrative Board (AAB) criteria for these actions, per its academic regulations, . The AAB comprises the dean of studies, the registrar, each academic dean, and three faculty members, one from each academic division: humanities, science and mathematics, and social sciences. The board meets at the end of each semester to review all student records and determine the appropriate course of action to support each student’s progress toward completing a ����ɬ degree.

The AAB may suspend a student for one or two semesters or require a student to withdraw, based on the academic record in the semester under review, or the student’s cumulative academic performance. Students who are suspended or withdrawn by the AAB must follow AAB guidelines to return to the College. These guidelines may include required coursework away from the College to demonstrate readiness to return to the academic rigor of ����ɬ.

Academic Suspension

Students suspended by the AAB may be eligible for reinstatement after the mandated period of leave. A student who has been suspended for a semester or a year will be on academic probation for one semester after their return. During the suspension, the transcript will have the notation “Suspended for (period) for academic deficiencies.” This notation will be removed from the student’s official transcript when the student returns to the College or one year from the date the leave begins, whichever is sooner. However, the College will maintain an internal record with the notation of the suspension period.

Academic Required Withdrawal

A student who has been required to withdraw may apply to the AAB for readmission, but the student may not return to the College before one academic year has passed. The student’s official transcript will have the notation “Required to withdraw for academic deficiencies on (date). Eligible for readmission to apply after one academic year.” This notation will be removed if the student returns to the College. However, the College will maintain an internal record with the notation of the withdrawal period. Students who are required to withdraw and seek to re-enroll in the College must complete the steps to apply for readmission. See mtholyoke.edu/academicdeans/withdrawals-readmission. Questions about the readmission process should be directed to the dean of studies.

Appealing Academic Leaves

Students may appeal AAB decisions of suspension or required withdrawal to the dean of studies. It is recommended that students work with their academic dean in drafting a statement that describes new and compelling information that would affect the decision. Appeals must be in writing.

Academic Dean and Academic Advising

If you’re considering a leave of absence, talk with your academic dean about how this will affect your studies and path to graduation. If you have questions about returning to campus and courses, you may reach out to your academic dean or faculty advisor while you are on leave.

Academic Transcript

When your leave of absence is approved, if the semester(s) you will not be on campus have not started yet, the semester(s) will not be noted on your transcript and that term will not be listed. If your leave includes a semester already underway (i.e. your leave takes effect on or after the first day of classes), then that term will appear on your transcript with “W” grades for the courses which will not be completed. If your leave is mandated for academic deficiency, a transcript notation will appear as outlined in the catalog. If you are suspended for disciplinary action, the notation on your transcript will be determined at the time of the sanction and outlined for you in an outcome letter.

Disability Services

Please contact Disability Services to discuss the accommodations process and review any paperwork needed to process an accommodation request prior to your return from leave. Disability Services offers support and guidance to students with accommodations who are intending to study abroad.

Class Registration

When your leave of absence is approved, your course registrations for future terms will be canceled for the semester(s) of leave and your name removed from class lists. If your leave is effective on or after the start of a semester, your registrations for that semester will remain but with Withdrawn status (“W” notations on the transcript.) Students on an academic or personal leave who are scheduled to return to campus, have participated in any required readiness to return or clearance processes, may register for courses during the standard registration period. Students on approved medical leave or mandatory leave, must be cleared to return before they can register for courses during the next standard registration period.

Registrar

The Registrar’s office is available to help you with official transcript requests, to vet courses you may take at other institutions to ensure the credits will transfer to ����ɬ, and to manage potential reclassification or adjustment of your target graduation year.

You are encouraged to work directly with Student Financial Services for any questions regarding refunds, your account balance, transcript holds, or financial aid eligibility. Students who take a leave are not considered enrolled students and your loan may go into repayment. Student Financial Services can provide counseling and assistance in these areas. You can learn more about the refund policy here: /sfs/cost/refund_policy.

Campus Housing

If you take your leave before the semester begins, your campus housing assignment will be canceled and the space reassigned. If you take a leave after the start of the semester, you will have 72 hours from the date of your leave to move out of your current room, your assignment will be canceled and your space reassigned. The Office of Residential Life will be in touch with students planning to return from leave to either complete a housing request form or participate in our housing lottery. If you are on approved medical leave or mandatory leave, you will need to be cleared before you can complete your housing request form or participate in the housing lottery. You can contact The Office of Residential Life at res-life@mtholyoke.edu or 413-538-2088 if you have any questions. If you vacate the space prior to the end of the license period, you may be responsible for part or all of the room and board costs. Please contact Student Financial Services for more information regarding the financial consequences of terminating your housing agreement before the end of a semester or academic year.

Community Standards

While a student is on leave they are still considered matriculated and can be held accountable for campus policy violations that happen before or during their leave. These violations may be addressed while the student is on leave, or when a student returns to campus. Any student conduct that occurred before a student took a leave of absence will be managed when the student returns from leave, or the student may ask to have the case adjudicated while they are on leave. It is at the discretion of the college to determine whether a case can be heard while a student is on leave.

Counseling Service

While you are on leave you can have access to the Counseling Service Student Care Coordinator who is available for consultation and to assist in locating therapists, psychiatric prescribers, specialized treatment and other sources of support while you are on leave from the college. The Student Care Coordinator will also work with you to help establish a leave of absence or return from a medical leave of absence. Unfortunately, you are not able to engage in group or individual therapy with counseling service clinicians while on leave, but you can access the Counseling Service webpage for more information.

Health Services

You can work with Health Services to take a medical leave and connect with them again to be cleared to return to campus. While you are away, Health Services is available for phone consultations to coordinate care while you are on leave and to help locate treatment providers and programs to ensure services are in place. They can also help transition any prescriptions and/or medical records so you have continuity of care.

Health Insurance

Students on academic leave are eligible to be enrolled in the student health insurance plan while on an approved academic leave.

If you are on nonacademic leave, the student health insurance plan will remain in effect for the full Plan year for students who have had the Plan for more than 31 days prior to going on leave. Students enrolled in the Plan who go on leave after the fall semester but prior to the beginning of the spring semester may waive the insurance coverage for the spring semester and receive a refund on the insurance premium by requesting in writing that the coverage be terminated. (This does not apply to students who received grant funding for the insurance.) The refund request must be made within 30 days of the end of the fall semester. Students who wish to continue their coverage may do so. If the nonacademic leave of absence extends beyond the coverage period of the current Plan year the student is ineligible to renew the Plan.

Students on an approved medical leave of absence, who have been previously insured under this Plan for at least one year prior to the approved medical leave, are eligible to enroll in this insurance Plan for a maximum of an additional two consecutive semesters.

Athletics

Student-athletes should notify their coach(s) that they are taking a leave of absence and should work with the coach to determine what support may be available while they are on leave and what, if any, steps need to be taken to return to their team when preparing to return to campus.

Career Development Center

While you are on leave, you can seek virtual advising from the CDC and you will have access to their e-resources such as Handshake and Big Interview. If you do not have any campus visitation restrictions, you can attend graduate school and employer information sessions, but you may not participate in the 3-College On-campus Interview program.

LYNK Funding

Students on medical or mandated leave do not have access to LYNK funding. Students on academic or other voluntary leave may apply for Lynk funding.

Student Employment

You should alert your employer that you are taking a leave of absence and will not be able to continue working in your current position. Students on a leave of absence may not be hired as a student employee in any area on campus.

Student Involvement and Campus Activities

While you are on leave you may not participate in student activities, extracurricular activities or campus events unless the event is open to the public and the terms of your leave do not include any campus visitation restriction. Students on leave may not hold leadership positions in student organizations or other areas of campus. If you hold any student organization or group leadership positions, you should notify the group you are leaving and work to transition your role to another person based on your group constitution.

Library and Information Technology Services (LITS)

While you are on leave you retain access to your ����ɬ email and are allowed access to the Technology HelpDesk.

Campus Communication

Students on leave will still receive general emails from the college and remain on college listservs. Students remain on these lists so they are aware of information that they may need when making plans to return to campus, such as course registration and housing lottery. Students on leave may also receive information about events happening on campus. Please remember that while you are on leave you may not participate in student activities, extracurricular activities or campus events unless the event is open to the public and the terms of your leave do not include any campus visitation restriction.

OneCard and Facilities Access

Your OneCard will turn off on the first day of your leave and this will limit your access to campus buildings, dining, and other college services. If you are living on campus and need continued access for the 72 hours before you move out, please contact the Office of Residential Life to pick up a temporary OneCard that will give you access to your residence hall and dining.

Unless the terms of the leave include any campus visitation restriction, students on leave may access campus facilities open to the general public and, if they have been invited as a guest by a current student, may also access facilities under the limited terms available to students’ guests within the Guest policy.

����ɬ Email and my.mtholyoke.edu

Your ����ɬ email account remains active for each semester you are officially registered for classes or are on an approved leave of absence. If you do not register and do not obtain approval for a leave of absence for a semester, your email account may be deactivated.

Your access to my.mtholyoke is retained while you are on leave. It is your responsibility to remember your login and password information to access your account.

����ɬ is a women’s college that is gender diverse. We seek to support individuals across the gender-diversity spectrum by providing options to indicate a chosen name to be used on campus. We affirm every individual’s right to be represented by the name they choose for themselves.

Name Policy

����ɬ supports the need for individuals to choose a name that accurately reflects their identity. This policy provides specific support for transgender and nonbinary individuals, any individuals who choose to regularly use a name that is different from their legal name and those whose professional name is different from their legal name. The chosen name will be used for College purposes as broadly as possible on campus whenever a legal name is not required.

Chosen name policy

����ɬ (MHC) is committed to affirming the self-determination and expression of all members of the campus community across College communications, documents and systems. Inviting the sharing of personal pronouns is a practice grounded in the College’s commitment to the equitable inclusion of transgender and gender-nonconforming (TGNC) people. TGNC people have existed and persisted at MHC throughout history, and this policy serves as a key step toward addressing MHC systems that have excluded and marginalized students, faculty, staff and alums on the basis of gender identity and/or expression.

Scope and Responsibilities

All employees, students and volunteers of the College are encouraged to integrate pronoun sharing/disclosure opportunities in the communications, documents and systems that they navigate. Additionally, all College-affiliated individuals and representatives should identify opportunities to invite sharing of personal pronouns in interpersonal interactions. Concerns about compliance with this policy should be brought to the Office of Diversity, Equity and Inclusion.

Policy statement

This policy provides specific support to ����ɬ employees, students and volunteers in their ongoing development of documents, communications and systems. In any context wherein an individual’s name is collected or shared, an opportunity should be made available for that person to share their personal pronouns. While the opportunity to share personal pronouns must be made available, individuals are not required, and shall not be compelled, to disclose that information. Additionally, every effort should be made to communicate the purpose for which that information is being collected and the ways in which it will be stored or shared. When individuals are asked and choose to share their personal pronouns, it is expected that all members of our community will address individuals using their chosen pronouns.

Pronoun policy

As the semester draws to a close, students are required to submit an online course evaluation for each of their courses. This requirement is a reflection of the importance the College places on students and faculty supplying each other with timely, thoughtful feedback. Students who do not submit their evaluations on time will be blocked from access to their degree audit, unofficial transcript and grades until they have submitted the overdue evaluations or, at minimum, until they record a “decline to evaluate” response.

����ɬ Policy, with respect to confidentiality of student records, complies with the Family Educational Rights and Privacy Act of 1974 as amended (PL 93-380, Section 438, the General Education Provisions Act), which gives students certain rights, consistent with the privacy of others, to review their own official records, files and data, and to challenge the accuracy of the contents of such records. The act also generally prohibits the release of personally identifiable information (other than "directory information" defined below) about students without their written consent other than to teachers and officials within the College who have legitimate educational interests; to officials of other institutions in which the student intends to enroll; and to certain authorized state and federal officials, in connection with a student applying for or receiving financial aid, or in connection with the student applying for government employment; and in the case of students who are tax dependents of their parents, to a student’s parents. Except in the case of Frances Perkins scholars, the College will assume that a student is a tax dependent of their parents unless they document that they are not. Forms for such documentation can be obtained at the Registrar’s Office.

Notification of Rights Under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:

• The right to inspect and review their educational records within 45 days of the day the College receives a request for access.
• The right to request an amendment of their educational record that they believe is inaccurate.
• 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.

These exceptions include the disclosure of directory information as detailed below and disclosure of any information to teachers and other College officials who have legitimate educational interests, to officials of other institutions in which the student intends to enroll, to certain authorized state and federal officials, to appropriate parties in connection with financial aid to the student, to organizations conducting certain studies for or on behalf of the College, to accrediting organizations, to comply with a judicial order or lawfully ordered subpoena, and to appropriate officials in the case of health and safety emergency.

Parent/Guardian Notification and FERPA

����ɬ reserves the right to notify parents/guardians of dependent students regarding any health or safety risk, change in student status or student conduct situation, particularly alcohol and other drug violations. ����ɬ may also notify parents/guardians of nondependent students who are under age 21 of alcohol and/or drug policy violations.

When a student is nondependent, ����ɬ may contact parents/guardians to inform them of situations in which there is a significant and articulable health and/or safety risk. The College also reserves the right to designate which College officials have a need to know about incidents that fall within this policy, pursuant to the Family Educational Rights and Privacy Act (FERPA).

Directory Information

As indicated above, FERPA requires the College, with certain exceptions, to obtain written consent of a student prior to the disclosure of personally identifiable information from their education records. However, the College may disclose appropriately designated “directory information” without students’ written consent, unless they have advised the College to the contrary in accordance with the following procedures. Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can be disclosed to campus and outside persons or organizations without prior written consent. The College has designated the following information for directory information:

• student’s name
• participation in officially recognized activities and sports
• address (both local and permanent)
• telephone listing (both local and permanent)
• weight and height of members of athletic teams
• email address
• photograph
• degrees, honors and awards received
• date and place of birth
• major field of study
• dates of attendance
• class year
• school or division of enrollment
• enrollment status (e.g., undergraduate or graduate; full-time or part-time)

If a student does not want the College to disclose directory information from their educational records without their prior written consent, the student must notify the registrar in writing by the second week of classes.

Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the College 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

Refer to the Rights and Privacy page on the Registrar’s page for more detail on the College’s FERPA Policy: mtholyoke.edu/registrar/rights.

Parental Notification

The College’s philosophy is to work with students directly in managing their curricular and cocurricular lives. However, there may be instances in which contacting a student’s parent/guardian is necessary or appropriate. In such cases, the College will try to discuss notification in advance with the student.

It is the policy of the College to notify both the student and their parents in writing of academic probations, reclassification, dismissal and suspension.

The vice president for student life/dean of students (or designee) and/or dean of studies (or designee) may notify a student’s parent/guardian:

• If the Dean judges that such notification is necessary because of a health or safety emergency.
• In other situations when the Dean judges that such notification is appropriate, including but not limited to changes in the student’s academic or disciplinary probationary status.
• Of any changes in the student’s enrollment status or other “directory information.”
• In the case of a student listed as a dependent on the parent/guardian’s most recent federal income tax return.

The regulations of the act make clear that, in the case of students who are dependents of their parents for Internal Revenue Service purposes, information from the education records of the student may be disclosed to parents without the student’s prior consent. However, in any communication with parents, it is normally College policy to respect the privacy of the student and not to disclose information without the student’s prior consent.

����ɬ may, on occasion, authorize its employees or agents to make still or moving images and/or audio recordings of students in a variety of College-related activities. These activities include but are not limited to participation in campus life, the classroom or College events. This material may be displayed or published by the College or with College permission in locations including on the College website, in printed publications, on social media or in broadcasts. Students are responsible for notifying the ����ɬ Office of Marketing & Communications in writing if they do not wish their images or recordings used by the College in any capacity.

According to the Office of Jury Commissioner of the Commonwealth of Massachusetts, “Every U.S. Citizen 17 years of age or older who is a Massachusetts resident or an inhabitant for more than 50% of the time is eligible to serve as a juror. If a student is a resident of another state but a student at a Massachusetts college, they are an inhabitant for more than 50% of the year and, therefore, eligible to serve as juror in Massachusetts.”

It is not unusual for students residing in Hampshire County to be summoned to serve as trial jurors. Jury service, on a short-term basis, can provide students with a good opportunity to fulfill one of their important responsibilities as members of the community. ����ɬ supports students in the fulfillment of this civic duty.

Students should carefully read all materials they receive with their summons to service, which contain helpful information about confirming, postponing, rescheduling, or relocating service, and address many of the most frequently asked questions. Jury duty is an important legal obligation, and those who fail to respond are subject to criminal prosecution.

Students who must miss class in order to fulfill the jury service requirement should notify each of their instructors of the summons and make arrangements with the instructor to complete any missed work. Staff at the Office of Academic Deans may be able to assist students in arranging for missed class time due to jury service. Students may be required to furnish their summons notice or the certificate of service when making these arrangements.

For questions about jury duty, including confirming, postponing, rescheduling, or limiting service, students can contact the Office of Jury Commissioner (1-800-THE JURY / 1-800-843-5879).

Adornments may be worn during commencement and are limited to stoles, cords, medallions, pins, and tassels from organizations/groups officially recognized by ����ɬ.

A Supplementary Commencement Adornment Request Form must be submitted to the Adornment Policy Committee 60 days prior to the ceremony date via written request. The link to download the request form is below. Approval may be granted after review and recommendations by the Adornment Policy Committee are given to the APC (Academic Priorities Committee). This committee is comprised of the following: the Associate Dean of Students for Community and Inclusion, one member from the Junior or Senior Class board, the Senior Academic Dean, an Associate Dean of Faculty or designee, two students appointed by the SGA Executive Board (this should be someone from one of the SGA committees and/or senator), and a representative of the Office of Student Involvement. The Supplementary Commencement Adornment Request Form:

Commencement Regalia Specification

Students

The following is required for all bachelor’s degree-seeking recipients:

• Black Gown
  • Zipped
  • Straight, open sleeves
• Black four-point mortarboard cap; decorations permitted
  • Tassel
• Blue and white hood

The following is required for all master’s degree-seeking recipients:

• Black gown
  • Zipped
  • Closed sleeves
• Black four-point mortarboard cap; decorations permitted
  • Tassel
• Blue and white hood.

What is Not Allowed?

Personal decor is not allowed on the gowns.

Commencement is ����ɬ’s parting tradition to graduating seniors. During this tradition, we expect that students refrain from including the following as part of their academic dress: profanity, offensive symbols, hate speech, nudity. Those who do not adhere to this request may be asked to remove the items for the duration of the Commencement ceremony and/or change their attire to be consistent with the approved regalia.

Who is Responsible for the Policy?

For following the policy: All students participating in the Commencement ceremony; all student groups, departments, administrators, faculty and staff who issue or sponsor student regalia and/or adornments.

For implementation of the policy: Commencement volunteers, selected by the Adornment Policy Committee in collaboration with the Office of the President, will ensure that students uphold the policy during Commencement, as previously defined.

For oversight of the policy: The Adornment Policy Committee

All ����ɬ community members — students, faculty and staff — must comply with the policy on activities related to political campaigns. For the full policy, violations, guidelines, and FAQ: /policies/political-activities

Statement

Consistent with the Student Handbook and Faculty Legislation, ����ɬ believes in the principle of free inquiry and free expression of every member of the College community. The College also recognizes that such freedoms entail responsibility for one’s actions. Thus the College encourages and facilitates the expression of views by its members so long as there is no use or threat of force, nor interference with opportunities for others to express their views, and no interruption of the College’s educational mission or business operations.

The guidelines herein are intended to promote the safe and peaceable exchange of ideas; to transparently set forth reasonable time, place, and manner restrictions; to limit the ability of people unaffiliated with ����ɬ to use the College as a stage for provocation; and to preserve the ability of the College to take action in situations that threaten the safety of members of the campus community or interfere with the core instructional and administrative functions of the College.

Overview

Outside speakers are welcome to speak on campus at ����ɬ when they:

• have been invited by ����ɬ students, faculty members, or staff members;
• have satisfactorily completed the College’s event planning and approval processes (for students see “Planning an Appearance by an Outside Speaker, a Protest, or a Demonstration,” below under procedures); and
• agree to abide by College regulations and applicable laws.

Acts of peaceful protest, demonstration, and similar activities — such as marches, rallies, sit-ins, teach-ins, etc. — are permitted, under the conditions that follow, with the College reserving the right to restrict and or stop behaviors that do not conform to community standards and/or directly interfere with core instructional and administrative functions of the college.

Specifically, the College may impose restrictions as to the time, place and manner of such activities, as it deems appropriate and in order to foster a productive and safe living, learning and working environment on campus. For students, specific information on community standards and the Student Code of Conduct can be found in the Student Handbook.

Time, Place and Manner

The College may place reasonable limitations on the time, place, and manner of any speaker, protest, or demonstration.

The College reserves the discretion to place time restrictions on speakers, protests, or demonstrations.

The College may assign, reassign, and/or limit activities to particular locations on ����ɬ property. Private residences that are College property cannot be used as locations for demonstrations or protests.

The core instructional and administrative functions of the College must not be disrupted. All activities must be conducted in a peaceable manner. Threats of force, use of force, use of intimidating tactics, incitements to violence, and unwelcome physical contact or physical proximity are all prohibited. Protests and demonstrations must not block access to the venue in which another College event or activity is being held. All building occupancy limits, fire safety regulations, and other applicable laws must be followed. Masks are not permitted, except in the case where participants are wearing N95, KN95, surgical, and or other medical masks to support the health of participants. Weapons are not permitted. No open flames are permitted, except open flames that have been approved in advance for a specific event by the Division of Student Life, and that are in accordance with College . The College may restrict the use of outdoor amplification equipment and may restrict the building of any structure on campus, including the use of tents. Organizers must remove all items and materials upon the activity’s conclusion.

Planning an Appearance by an Outside Speaker, a Protest, a Demonstration or a Vigil

Any ����ɬ community member who would like to bring an outside speaker to campus or who is planning a peaceful protest or demonstration, must consult with:

• For students, student groups, and recognized student organizations – the Office of Student Involvement
  • Students who are considering outside speakers, protests, or demonstrations on campus must meet with a staff member from the Office of Student Involvement (OSI) to proactively discuss their plans and avoid potential policy violations. OSI can provide valuable guidance on coordinating with campus partners, ensuring your plans align with institutional guidelines and other logistical considerations.
  • Students considering holding a vigil should be in contact with the Office of Student Involvement and Office of Community and Belonging.

This will allow the College to provide appropriate logistical support (e.g., advice regarding building occupancy limits, fire safety regulations, or other applicable laws); to minimize the disruption to the core functions of the College; and to prepare for potential counter-protest or other reactions. Senior administrators or the Director of Public Safety, in coordination with the above named offices, may choose to reach out proactively to those planning an event to discuss safety protocols and logistical support. All members of the campus community are expected to cooperate when contacted.

Policy Violations

����ɬ reserves the discretion to postpone, cancel, or prohibit any speaker, protest, or demonstration if the conditions of this policy are not met.

Any community member who violates this policy may be subject to the College’s disciplinary processes and sanctions. Decisions to implement the disciplinary process will be made thoughtfully. Barring exceptional circumstances, the College will endeavor to issue a warning to any student before taking other actions.