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Student Services Policies 

Admissions
SS-A 1 - Retention and Disposal of Records of Non-Entering Applicants

Student Life
SS-SL 1 Communicable Diseases
SS-SL 2 Retention and Disposal of Registration and Records Data Documents (Disciplinary Action)
SS-SL 3 Announcement Monitors Heritage Hall
SS-SL 4 - Coaches’ Personal Contributions
SS-SL 5 - Requirements for MACU Collegiate Team Participation
SS-SL 6 - ATHLETIC DEPARTMENTCOACHES FUNDRAISING AND SPENDING GUIDELINES
SS-SL 7 - Coaching – Game and Practice Expectations
SS-SL 8 - RETENTION AND DISPOSAL OF FEDERAL DISCLOSURE RECORDS
SS-SL 9 - Student Publications
SS-SL 10 - STUDENT RECORDS CONFIDENTIALITY AND RELEASE
SS-SL 12 - Student Residents Missing Persons
SS-SL 13 - Students and Infectious Disease
SS-SL 14 - GYMNASIUM USAGE BY ATHLETIC DEPARTMENT STAFF
SS-SL 15 - Benevolence Committee
SS-SL 16 - Student Grievance Policy

Admissions

Mid-Atlantic Christian University Student Services – Admissions Policy #1

SUBJECT: Retention and disposal of Records of Non-Entering Applicants

DATE: May 30, 1995
REVISED: September 26, 2005
NEXT SCHEDULED REVIEW: biennially in February of odd-numbered years. February 2015

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Enrollment Director
Procedure for: Admissions Office
Authorized by: VP Student Services
Issued by:  Board of Trustees

I. Purpose

This policy statement addresses “Comprehensive Standard 3.9.2 Student Records” of the Southern Association of Colleges and Schools Commission on Colleges, Principles of Accreditation (2012 edition).

II. Policy

RETENTION SCHEDULE A
Admissions Data/Documents for Applicants, accepted and rejected, who do not enter

Location of Records Held:
Office of Admissions Secretary

Authorized Access:
Director of Admissions
Admissions Secretary
Admissions Counselors

Documents Retention Time   Disposal [manner/date]
Acceptance letters  3 yrs after application term September - tear, separate & discard
Advanced placement records 3 yrs                " "
Applications for admissions 3 yrs                " "
Correspondence, relevant 3 yrs                " "
Entrance examinations reports ACT, SAT 3 yrs                " "
Letters of recommendations/ reference forms 3 yrs                " "
Medical records 3 yrs                " "
Other test scores 3 yrs                " "
Readmission forms 3 yrs                " "
Recruitment Materials 3 yrs                " "
Transcripts - high school  3 yrs                " "
Military documents 3 yrs                " "
Transcripts - other colleges 3 yrs                " "
International Student  Documents  3 yrs                " "

Notes:
1.  Recommended retention periods for these documents is one year.  Federal legislation, state statutes, or institutional policy may dictate otherwise.  Federal legislation governing these records are:
a.  The IRS requires that, for tax-exempt status for private institutions, the records of applicants who apply and DO NOT enter be retained for three years.
b.  VA regulations require that all recruitment materials be retained for three years.
2.  Records for applicants who do not enter are not covered by Family Education Rights and Privacy Act [FERPA].

Notes and suggested schedules are adopted from “Retention of Records:  A Guide for Retention and Disposal of Student Records,’ American Association of Collegiate Registrars and Admissions Officers, 1987.

III. Procedure

The Director of Admissions will set appropriate reminders in the operation’s calendar to manage record retention.

IV. Published: Policy Manual

V. Reason for Revision

VI. Appendices: None

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Student Life

Mid-Atlantic Christian University Student Services – Student Life Policy #1

SUBJECT: COMMUNICABLE DISEASES

DATE: 1995
REVISED: 2007, 2010, 2013
NEXT SCHEDULED REVIEW: This policy will be reviewed by the VP for Student Services in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES: October 18, 2013

Policy for: Student Services Division, Mid-Atlantic Christian University
Procedure for: VPSS, Mid-Atlantic Christian University
Authorized by: VPSS, Mid-Atlantic Christian University
Issued by: Board of Trustees

I. Purpose

The purpose of this policy is to ensure a healthy community for the members of this campus.

II. Policy

Students who have been diagnosed with infectious mononucleosis, a sexually transmitted disease, tuberculosis, hepatitis B or A or AIDS must report this fact, on a confidential basis, to the V.P.S.S The advice of those in the medical profession will determine the status of that student(s). Should that advice be hospitalization or an urgency to leave the MACU campus for protection of the general population of our students and staff that person will be required to follow that medical advice and will only be permitted to return upon the recommendation of a doctor and approval of the V.P.S.S and the president of the college.

III. Procedure

A. Any student is expected to inform the Vice President for Student Services if he or she is sick as a result of one of the listed communicable diseases. The V.P.S.S. will require the student to seek medical advice. 
B. To ensure confidentiality, the only other school administrator, in addition to the V.P.S.S. to know of the infection will be the college president.
C. Should a student or students contract a communicable disease such as the measles, chicken pox, mumps, flu and so forth, the infected student(s) will be confined to their room and excluded from college activities until the contagious stage has passed.
D. Blood or any other body fluids, including vomit and fecal or urinary products, of any student should be cleaned up as follows:

1. Always wear gloves
2. Clean up with a fresh solution of bleach on tile or vinyl (no older than 24 hours; one part bleach to 5 parts water) or of ammonia, peroxide, alcohol or another EPA disinfectant on carpet by pouring the solution around the perimeter of the spill.

E. All disposable materials, including gloves, should be discarded in a plastic bag. If mop is used, it should also be disinfected with bleach solution.
F.   After clean-up and disposal, of plastic bag, all persons involved in clean-up should wash hands with soap and warm water.
G.   The Student Services Department during Orientation with students will give each student a printed copy of this policy and inform students of the following:

1.   Even though an HIV-infected person may not have any symptoms, he or she can still transmit the virus to others through intimate sexual contact or exposure to blood.
2.   The only safe-sex MACU believes in is abstinence until marriage, and then monogamy within marriage; thus any premarital or extra-marital sex will fall under the policies as stated in the Student Handbook.
3.   The primary means of contacting sexually-transmitted diseases (STD) is through sexual encounter and sharing of needles.
4.   Drinking from the same glass, cup, or bottle and sharing utensils will be discouraged since these are primary means of contracting a communicable disease.
5.   Research seems to indicate that the HIV virus is not transmitted through casual interpersonal contact.
6.   People with a contagious disease should not donate blood.

IV. Published: Student Handbook

V.   Reason for Revision:

VI. Appendices: None

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Mid-Atlantic Christian University Student Services – Student Life #2

SUBJECT: RETENTION AND DISPOSAL OF REGISTRATION AND RECORDS DATA/DOCUMENTS

DATE: 2005
REVISED:
NEXT SCHEDULED REVIEW: This policy will be reviewed by the VP for Student Services biennially in February of odd number of years.

APPROVED BY BOARD OF TRUSTEES: October 18, 2013

Policy for: Student Services Division, Mid-Atlantic Christian University
Procedure for: VPSS, Mid-Atlantic Christian University
Authorized by: VPSS, Mid-Atlantic Christian University
Issued by: Board of Trustees

I. Purpose

(1) To ensure the necessary documents are protected and maintained.
(2) Records no longer needed are disposed of at the appropriate time

II. Policy

RETENTION SCHEDULE C
Registration and Records Data/Documents
Location of Records Held:      
Office of Vice President for Student Services
Authorized Access:                  Vice President for Student Services

Documents                                          Retention Time                       Disposal [manner/date]
Disciplinary action documents           permanent (see note)             NA

Note:  No recommended retention period is given for disciplinary action documents, except that they be retained while in force in a file separate from the student’s academic record.
Notes and suggested schedules adopted from "Retention of Records: A Guide for Retention and Disposal of Student Records," American Association of Collegiate Registrars and Admissions Officers, 2000.

III. Procedure

Disciplinary Actions are kept electronically in the Student Life Office for review as necessary.

IV. Published: Policy Manual

V.   Reason for Revision:

VI. Appendices: None 

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Mid-Atlantic Christian University Student Services – Student Life #3

SUBJECT: ANNOUNCEMENT MONITORS/HERITAGE HALL

DATE: 2005, 2009, 2011, 2013
REVISED: 2005, February 2013
NEXT SCHEDULED REVIEW: This policy will be reviewed by the Vice President for Student Services biennially in February of odd-numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES: October 18, 2013

Policy for: Student Services Division, Mid-Atlantic Christian University
Procedure for: Director of Student Life, Mid-Atlantic Christian University
Authorized by: VPSS, Mid-Atlantic Christian University
Issued by: Board of Trustees

I. Purpose

This policy provides students with accurate information related to social and academic events.

II. Policy

The announcements posted on the monitors in Heritage Hall are to be directly related to the activities and events for students of Mid-Atlantic Christian University.

  1. no announcement(s) will be posted related to instructional areas, such as teacher absence, due dates of assignments, etc.
  2. no announcements will be posted related to job openings.
  3. all announcements must have the approval of the Vice President for Student Services.

III. Procedures

The announcement monitors will be updated each morning by 8:30 a.m.  All updates must be submitted in writing/e-mail to the Director of Student Life and/or Computer Systems Manager by 4:00 p.m. the preceding day.

IV. Published: Student Services Policies Administrative Drive

V. Reason for Revision:

VI. Appendices: None

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Mid-Atlantic Christian University Student Services – Student Life #4

SUBJECT: Coaches’ Personal Contributions

DATE: October 2009
REVISED:
NEXT SCHEDULED REVIEW: This policy will be reviewed in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Vice President for Student Services, Athletic Director, and coaches
Procedure for: Athletic Director and coaches
Authorized by: Vice President for Student Services
Issued by:  Board of Trustees

I. Purpose

The purpose of this policy is to ensure that purchases made for athletic teams must be approved by the institution and should be considered as gifts to be maintained and used or discarded at the discretion of the institution.

II. Policy                                   

  1. At any time coaches are allowed to make purchases with their own funds. However, reimbursement cannot be expected unless prior approval is given. Any personal funds used should be done so with the knowledge of the Athletic Director and the Vice President for Student Services.
  2. Any equipment or gear purchased for the athletic program by the coach becomes the property of the MACU athletic program.

III. Procedure

  1. Coach informs the Athletic Director and the Vice President for Student Services of the intent to purchase items from personal funds and donate them to the university.
  2. After the donation has been made, the Finance office is notified of the donated items for inventory control purposes.

IV. Published: Athletic Handbook

V.   Reason for Revision:

VI. Appendices: None

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Mid-Atlantic Christian University Student Services – Student Life #5

SUBJECT: Requirements for MACU Collegiate Team Participation

DATE: October 2009
REVISED:
NEXT SCHEDULED REVIEW: This policy will be reviewed in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Athletic Director, coaches, and student-athletes
Procedure for: Athletic Director, coaches, and student-athletes
Authorized by: Vice President for Student Services
Issued by:  Board of Trustees

I. Purpose

The purpose of this policy is to set standards for athletic participation at Mid-Atlantic Christian University.

II. Policy

  1. The Initial application process must be met, and enrollment in MACU should follow the provisions set forth in this document. 
  2. Student athletes must be enrolled full-time (12 hrs.) at MACU or in an approved dual degree program with COA/ ECSU.
  3. Any dual degree/cooperative degree student must be enrolled at MACU for a total of 12 credit hours as a freshman, 9 credit hours as a sophomore/junior, and 6 hours as a senior.
  4. All dual degree/cooperative degree students must gain validation from their academic advisor of their intention to receive either a two or four year degree from MACU as a result of their cooperative programs of study, or of their intention to enroll as a full-time student at MACU. The letter of intention must be submitted by the student, signed by both the student and their academic advisor. 
  5. All athletes intending to participate in MACU Collegiate Athletics must receive financial aid from the MACU Financial Aid Department, for the entire academic year. A mid-year college transfer must receive financial aid for the remainder of the academic year. 
  6. Student Athletes will be allowed only 4 years of collegiate participation, and are subject to all stated rules for MACU Collegiate Team Participation. 
  7. All MACU Collegiate Student Athletes will be subject to all rules and regulations stated in MACU academic and student handbooks.
  8. At any point in time should a student athlete be placed on “probation”, academic or disciplinary, it would result in immediate ineligibility for further participation in MACU athletics.
  9. It is presumed that the prospective student athlete is eligible for admission and financial aid until information is submitted to the contrary. Thus, it is mandatory for said prospective student athlete, to provide a transcript of previous academic records, and submit an application for admission to MACU, and any other documentation needed by MACU.
  10. MACU Signing Deadline. Students must file this LOI within two weeks (14 days) of notice of acceptance at MACU. Failure to submit this LOI within 14 days of issuance Athletic Director, it will be concluded that said student is not interested in collegiate sport participation at MACU.
  11. If said student athlete does not file a LOI with the MACU Athletic Department, they may still be extended the opportunity to “try out” at a later date.
  12. Attendance rules. All students/athletes are required to attend chapel, church, all practices and games in accordance with policies stated in the student handbook.

III. Procedure

The Athletic Director will be responsible for implementing the policy and VPSS will be responsible for monitoring policy implementation.

IV. Published: Athletic Handbook 

 V. Reason for Revision:

VI. Appendices: None 

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Mid-Atlantic Christian University Student Services – Student Life #6

SUBJECT: ATHLETIC DEPARTMENT/COACHES FUNDRAISING AND SPENDING GUIDELINES

DATE: October 2009
REVISED:
NEXT SCHEDULED REVIEW: This policy will be reviewed in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Vice President for Student Services, Athletic Director, and coaches
Procedure for: Athletic Director and coaches
Authorized by: Vice President for Student Services
Issued by:   Board of Trustees

I. Purpose

The purpose of this policy is to give over oversight and accountability for fundraising projects within the athletic department.

II. Policy

  1. All plans for fundraising must be approved by the Athletic Director, the VPSS, VPIA, and the President of the University before being implemented on behalf of MACU. This includes all sales programs, and the approaching of churches, individuals, and alumni with requests for donations.
  2. All proceeds raised must be turned over to the Finance department, and no coach will be allowed to maintain a private account from which funds are deposited and spent.
  3. All non-budgeted expenditures after approval by the Athletic Director, VPSS, and the President of the University must be paid for with fund raising projects.

III. Procedure

for Athletic Department Fundraising

  1. Coach writes a proposal for special fundraising activity (include details of the need for which funds are being sought and anticipated methods of fundraising).
  2. Approval is granted by the Athletic Director, the Vice President for Student Services, and President of the University.
  3. Fundraising activities occur.
  4. Funds are given to the Finance department of MACU as designated gifts.
  5. Funds are spent through normal processes and procedures as established by the Finance office.

IV. Published:

V. Reason for Revision:

VI. Appendices: None

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Mid-Atlantic Christian University Student Services – Student Life #7

SUBJECT: Coaching – Game and Practice Expectations

DATE: October 2009
REVISED:
NEXT SCHEDULED REVIEW: This policy will be reviewed in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Athletic Director, and coaches
Procedure for: Athletic Director and coaches
Authorized by: Vice President for Student Services
Issued by:  Board of Trustees

I. Purpose

The purpose of this policy is to set standards for coaches and define practice standards for athletes.

II. Policy

  1. MACU coaches will model Christ-like behavior and value and respect each student as a child of God. Coaches will come to practices prepared, begin and end practices on time, make appropriate team personnel decisions fairly, and be available for consultation outside of class.  In return, coaches will expect each student to model Christ-like behavior, show proper respect to their coach, come to each practice prepared, arrive and leave practices and games on time, and participate in ways that demonstrates integrity. 
  2. MACU Collegiate teams should limit their practice days to Monday through Friday.  Game days shall be limited to Monday through Saturday, and only on rare occasion take place on a Sunday.  Teams should not spend more than 12 hours (2 hours per day – 6 days a week IF a game is on a Saturday) or 10 hours (2 hours per day – 5 days a week IF there is no game on a Saturday) for the allotted practices and games during the season. Travel time is not included in this 12 or 10 hour rule.
  3. Practice will be held only by approved coaches or designates assistants.

III. Procedure

The Athletic Director will be responsible for implementing the policy and VPSS will be responsible for monitoring policy implementation.

IV. Published:

V. Reason for Revision:

VI. Appendices: None

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Mid-Atlantic Christian University Student Services – Student Life Policy #8

SUBJECT: RETENTION AND DISPOSAL OF FEDERAL DISCLOSURE RECORDS

DATE: May 1995
REVISED: 9/26/2005
NEXT SCHEDULED REVIEW: This policy will be reviewed biennially, in February of odd-numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES: October 18, 2013

Policy for: Academic Affairs and Student Services
Procedure for: Registrar and Vice President for Student Services
Authorized by: Vice President for Student Services
Issued by:  Board of Trustees

I. Purpose

(1) To ensure the necessary documents are protected and maintained
(2) Records no longer needed are disposed of at the appropriate time

II. Policy

RETENTION SCHEUDLE G
Federal Disclosure Records

The statutory requirements of the 1998 HEA amendments and Student Assistance General Provisions, Final Rule (Nov. 1999) require institutions to maintain and retain records developed in compliance with the Campus Crime, Student Right-to-Know and Athletic Participations/EADA disclosure requirements.  The records must generally be retained for 3 years subsequent to the required date of disclosure. Specific requirements follow.

Location of Records Held:
Office of VP for Student Services
Registrar’s Office
Office for Institutional Research
Financial Aid Office
Business Office

Disclosure Record                              Minimal Retention Period                   Disposal
Crime Statistics/Security Report   3 yrs from required disclosure        shred, Sept
SRK Graduation/Completion,       5 yrs from required disclosure        shred, Jan
Transfer-out Data
Institutional Information (Cost    permanent                                        NA
of Attendance, Withdrawal
Procedures, Accreditation, etc)

Notes:

1. Campus Crime/Security Records and Reports must be established and disclosed annually to students and employees.  The records should contain such information as: 1) institutional policies and proceedings for reporting crimes, 2) crime statistics, 3) description of drug and alcohol abuse education programs, policies concerning possession, use and sale of alcoholic beverages or drugs, 4) statement of sexual assault prevention programs, 5) statistics on number of arrests for violations of liquor, drug abuse, or weapons laws, 6) procedures for campus disciplinary actions for alleged sex offenses, and 7) statement of security and access policies for campus facilities.

2. Examples of Crime Records Requirements   Crime records should be retained for a 3yr period following the date of disclosure: i.e., institutions are required to retain records to substantiate information in the reports released for 3 yrs.  This means data included in the report that will be distributed (disclosed) to students and employees by October 1, 2005 should be retained for 3 yrs from October 1, 2005.

3. Graduation/Completion and Transfer-out rates/SRK Disclosure records should be established and disclosed annually to students and other required parties.  Records should be retained for 3 yrs from the annual July 1st required disclosure date.

4. Types of Institutional Information that must be disclosed to students annually are listed below.  The records should minimally be retained for 3 yrs from the date of disclosure.  They include:  1) requirements and procedures for withdrawing from the Institution, 2) cost of attendance (tuition/ fees charges, books/ supplies costs, room and board charges), 3) refund policy, 4) summary of requirements for return of Title IV grants or loans, 5) current academic programs of the institution (current degree programs, educational/ training programs, faculty), 6) names of associations, agencies accrediting the institution, 7) description of special facilities and services for the disabled students, 8) the school’s policy on enrollment in study abroad programs, and 9) titles of persons to contact for information. 

Notes and suggested schedules adopted from "Retention of Records: A Guide for Retention and Disposal of Student Records," American Association of Collegiate Registrars and Admissions Officers, 2000.

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Mid-Atlantic Christian University Student Services – Student Life #9

SUBJECT: Student Publications

DATE: September 12, 1995
REVISED: 7/31/2005, 08/15/08, 02/28/10
NEXT SCHEDULED REVIEW: This policy will be reviewed in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES: October 18, 2013

Policy for: Vice President for Student Services
Procedure for: Student Life Director
Authorized by: Vice President for Student Services
Issued by: Board of Trustees

I. Purpose:

The purpose of this policy is so that the school, students, and employees may have a visual memory of the people, activities, and events that happened during a specific school year.

History: From1952 until the 1998-99 school year, the University published a yearbook, The Lighthouse For several years, the University offered a couple of courses in journalism and its students were responsible for producing the book. Eventually, these courses were dropped from the curriculum and a volunteer staff of students, along with an advisor produced the book. In 1998, the Administrative Council decided that due to a lack of manpower and delays in meeting yearbook deadlines, it was best to cease production of The Lighthouse. In the Fall of 2004, the Student Life Department assumed responsibility for the publishing of the yearbook. In 2011, a decision was made to produce The Lighthouse in an electronic format, significantly reducing the cost of printing and circulation.

II. Policy:

The Vice President for Student Services is responsible for publishing a yearbook to capture the memories of the year and to honor the graduating class. While the university does not advocate censorship, any story, photograph, or caption which violates accepted standards of journalistic practice may be withheld from publication on the decision of the VPSS.

III. Procedure:

The Student Life Director is tasked with creating the publication.

Distribution of the yearbook will occur at the beginning of the following fall semester.

IV. Published:

V. Reason for Revision:

VI. Appendices: None

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Mid-Atlantic Christian University Student Services – Student Life #10

SUBJECT: Student Records Confidentiality and Release Notification

DATE: September 12, 1995
REVISED: 7/31/2005
NEXT SCHEDULED REVIEW: This policy will be reviewed in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Vice President for Student Services
Procedure for: Student Life Director
Authorized by: Vice President for Student Services
Issued by: Board of Trustees

I. Purpose:

The purpose of this policy is to maintain the security of student records in compliance with FERPA and the Rights and Privacy Act

II. Policy

Policy on the confidentiality and release of student records is clearly stated, published, and made available through the Student Handbook (Appendix A).

III. Procedure

This Student Handbook is posted on the MACU website at http://www.macuniversity.edu/student-life/student-services/student-handbook, and the link is distributed to students at the beginning of each academic year. Hard copies are given to new students during orientation.

IV. Published: Student Handbook

V. Reason for Revision:

VI. Appendices: None

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Mid-Atlantic Christian University Student Services – Student Life #12

SUBJECT: Student Residents Missing Persons

DATE: August 2011
REVISED:
NEXT SCHEDULED REVIEW: This policy will be reviewed in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Mid-Atlantic Christian University Administration and Students
Procedure for: Student Life Employees
Authorized by: Vice President for Student Services
Issued by:  Board of Trustees

I. Purpose

The health and safety of MACU’s students is a primary concern of the institution. It is this priority that underlies MACU’s commitment to and compliance with the Higher Education Opportunity Act’s requirement for colleges and universities to establish a missing person policy for its residents and to inform students of the policy.

II. Policy

For purposes of this policy, a student resident may be considered a “missing person” if the person’s absence is contrary to his/her usual pattern of behavior and/or if it is suspected that unusual circumstances may have caused the absence. Such circumstances could include, but are not limited to, a report or suspicion that the missing person may be the victim of foul play, has expressed suicidal thoughts, is in a life-threatening situation, or has been with persons who may endanger the student’s welfare.

If, when based on facts and circumstances, it is determined that a student resident is missing, the following individuals will be notified: 1) the appropriate University officials, 2) law enforcement, and 3) the student’s parents/guardians and/or other persons designated as emergency contacts by the student.

The Higher Education Act requires institutions of higher education to provide students the option of designating a confidential contact person who is not necessarily a parent or legal guardian. The institution may contact this person if the student is deemed missing. If no contact person is designated, the institution will contact parents or a legal guardian. In addition, whether or not a student identifies a contact person, the Higher Education Act requires Mid-Atlantic Christian University to notify local law enforcement no later than 24 hours after the time the student is deemed missing.

III. Procedure

When a student enrolls as a resident student at MACU, he/she will provide emergency contact information on a form provided by the institution. The contact person(s) designated by the student will become the primary contact(s) during a missing person’s investigation.

If a member of the MACU community believes a student resident is missing, he/she should notify the Resident Hall Director, Resident Assistant, or the Vice President of Student Services immediately and provide as much information as possible. These offices will undertake an immediate investigation and make efforts to contact the student, his/her friends, acquaintances, and professors in an attempt to locate the student.

If it is determined that a student is indeed missing, the Vice President of Student Services will begin calling the person designated as the emergency contact by the student and/or the student’s custodial parent or guardian of a non-emancipated minor. If these calls do not resolve the situation or locate the missing student, local law enforcement/911 will be notified immediately. These notifications (to the student’s emergency contact or custodial parent/guardian and local law enforcement) will be made no later than 24 hours after the time the student is deemed missing.

IV. Published: Student Handbook and Safety and Security Manual

V. Reason for Revision:

VI. Appendices: None

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Mid-Atlantic Christian University Student Services – Student Life #13

SUBJECT: Students and Infectious Disease

DATE: May 2008
REVISED:
NEXT SCHEDULED REVIEW: This policy will be reviewed in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Mid-Atlantic Christian University
Procedure for: All employees and students
Authorized by: Vice President for Student Services
Issued by:  Board of Trustees

I. Purpose:

A.  The protection of staff, students, and the community is a primary value of Mid-Atlantic Christian University. This policy has been developed to offer screening guidelines, aid in education, and in an attempt to prevent the spread of infectious disease.
B. These policies are based largely on the guidelines and recommendations published by the Centers for Disease Control (CDC). The CDC developed these guidelines after consultation with various organizations representing public health officials, and educators.

II. Policy

A.   Confidentiality

  1. Persons involved in the education and care of students with infectious diseases must respect the student’s dignity by maintaining confidential records. The number of personnel who are aware of the student’s condition should be kept at the minimum necessary to assure proper care and supervision of the infected student, while at the same time providing for the safety and good health of other students and teachers in the institution.
  2. No information about an infected individual may be released publicly without prior approval from the Office of Student Life.
  3. The Vice President for Student Services shall report absenteeism of an infected student to public authorities in accordance with the applicable provisions of state law.
  4. There should be a balance between the rights of the student and the right to protection for the community.

B.   Admission

  1. Each infection case shall be considered on an individual basis. The decision about admitting or continuing to enroll an infected student will be based upon the behavior, neurological development, and the physical condition of the student. The expected type of interaction with others in the school environment and the probability of contagion will likewise be considered in this decision (i.e. housing, college service, Service-learning, and classes.)
  2. A student known to be infected shall be admitted to the school subsequent to the approval of the Vice President for Student Services in consultation with the Vice President for Academic Affairs and the student’s physician if deemed necessary. If no agreement is reached by the screening committee, the matter should be referred to the President for further consideration and a decision.
  3. The infected student is responsible for securing such regular medical evaluations, as determined by the Vice President for Student Services, as to permit a reliable assessment of any change in the student’s condition which might affect attendance and participation in school activities. Failure to secure such regular medical evaluations or to authorize the release of the results will jeopardize the student’s continued enrollment.
  4. A student previously excluded from school may be admitted or readmitted, pursuant to reevaluation under the admission procedures specified above, if there is sufficient improvement to warrant admission.

C.   Placement

  1. First consideration should be given to placing the infected student in the regular educational setting, consistent with the appropriate precautions needed to avoid infecting others, or becoming infected with other diseases transmitted by fellow students or others connected with the school.
  2. If the Vice President for Student Services becomes aware of a student who has an infectious disease or has HIV antibody positive, has symptoms of an AIDS-related complex or has AIDS, he/she will notify the County Health Office or meet required reporting obligations. The following should be taken into consideration:

a. Status of the student’s overall health;
b. Threat of infecting other members of the community;
c. Status of the disease;
d. Student’s cooperativeness with health officials;
e. Student’s lifestyle;
f. Student’s concern for others.

D.   Exclusions

  1. Short-term exclusions may be used when, in the judgment of the screening committee, there is a need for additional medical diagnostic appraisals, or, in the judgment of the Vice President for Student Services there is a situation of such a serious and urgent nature that temporary removal of the infected person from the educational environment is in the best interest of all concerned.
  2. More extended exclusions may be necessary when the student, based on the best medical advice available, presents a risk of infection to others, or would himself/herself be subjected to serious risk of infection from others.
  3. When either short-term or more extended exclusion is required, school administrators will do everything possible to maintain confidentiality in the entire procedure and to deal with the student and his or her family in a way that exemplifies Christian compassion and concern.
  4. Mid-Atlantic Christian University will not screen students for infectious disease or the AIDS virus until required to do so by law or until screening is recommended by the U.S. Public Health Service.

III. Procedures

A.   Education

  1. MACU will strive to provide appropriate information to faculty/staff and students regarding the nature of infectious disease and its transmission. Information will reflect Christ’s teaching regarding care and concern for the ill and the afflicted and will emphasize Christian responsibility for one’s own health and for the health of others.
  2. Effective educational efforts and the development of a Christian outlook, well in advance of any possible crisis situation, are the best assurance that an actual crisis, if it occurs, will be dealt with rationally and without panic. Infectious disease kits will be placed at designated areas to protect individuals cleaning or dealing with bodily fluids that could spread infectious disease. Employees will be trained to use the infectious disease kits (including rubber gloves, cleanser, and sanitizer).
  3. Further information is provided to students in the MACU Student Handbook, and Emergency Response Plan, with links emailed to them at the beginning of each academic year.

http://www.macuniversity.edu/student-life/student-services/student-handbook
http://www.macuniversity.edu/student-life/student-services/safety-and-security

IV.        Published:

V.         Reason for Revision:

These policies will be reviewed regularly by the Vice President for Student Services to seek to assure that they are based on the latest and most reliable medical information available regarding management of infectious cases. They may be modified at any time based on new findings and recommendations from medical and health agencies.

VI.        Appendices: None

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Mid-Atlantic Christian University Student Services – Student Life #14

SUBJECT: Gymnasium Usage by Athletic Department Staff

DATE: October 2009
REVISED:
NEXT SCHEDULED REVIEW: This policy will be reviewed in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Mid-Atlantic Christian University
Procedure for: Athletic Director
Authorized by: Vice President for Student Services
Issued by:  Board of Trustees

I. Purpose:

The purpose of this policy is protect athletic facilities and to insure that the Athletic Department has priority in gym usage.

II. Policy

  1. The gymnasium will be scheduled by the athletic director coordinated with the finance office of MACU.
  2. No student will be allowed to open the gymnasium or the athletic room to obtain athletic equipment without the consent of the athletic director or an official coach.
  3. All equipment set up or used by coaches must be returned to its proper place after use. Nothing will be allowed to be left out for the next practice date. 
  4. Housekeeping will be responsible for set-up and breakdown of events occurring in the gym. Volunteers are asked to assist only under the direction and supervision of maintenance staff.
  5. All events that might damage the gymnasium floor must be approved by the Vice President of Student Services, who will also consult with the athletic department. (This includes activities that could damage flooring or facilities. I.E. Decorating which involves tape or adhesives, candles or any event that may alter the facilities beyond chair or podium set-up) Tape, paint or any other element that can potentially damage the floor are not to be used in the gymnasium.

III. Procedure:

Usage of MACU Facilities will be cleared through the Student Life Offices and the Athletic Director.

IV. Published: Athletic Handbook

V. Reason for Revision:

VI. Appendices: None

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Mid-Atlantic Christian University Student Services – Student Life #15

SUBJECT: Benevolence Committee

DATE: November 2012
REVISED:
NEXT SCHEDULED REVIEW: This policy will be reviewed in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Vice President for Student Services
Procedure for: Student Life Director
Authorized by: Vice President for Student Services
Issued by: Board of Trustees

I. Purpose:

To support staff, faculty, and students who are in the state of a financial emergency and need financial or material support.

II. Policy

The Benevolence Committee shall be composed of the Director of Student Life and other appointed members. To be eligible for benevolence assistance the recipient should be experiencing an emergency with some financial or material need.

III. Procedure

Any faculty, staff member, or student may report a need to the Director of Student Life. For financial assistance the SL Director will attempt to contact the potential financial recipient to find out the level of assistance needed and the level of information the individual wishes shared with the Committee and/or campus community. The SL Director will also ascertain that assistance would be welcome. The committee will then convene to rule on any action to be taken. The vote must be unanimous among committee members on any actions taken.

Direct financial assistance from the Benevolence Committee is initially limited to a maximum of $200 per emergency. An initial limit is set to preserve fairness to faculty, staff, and students, and provide a mechanism to ensure funds will exist for future emergencies. Additional financial assistance is at the discretion of the benevolence committee. The benevolence committee is free to facilitate non-cash aid for individuals.

In cases where financial need is greater than the contribution by the Benevolence Committee a direct fundraising campaign may be undertaken by the campus committee. Any tax liabilities resulting from donations are solely the responsibility of the individual receiving aid.

The Benevolence Committee is responsible for fundraising. Funding may come from a variety of sources. These sources may include, but are not limited to, direct donations to the Benevolence Committee fund, auctions, offerings, textbook donations, and other creative methods to raise money to help those in need. The SL Director will keep accurate accounts of all funds held and disbursed by the committee. The Director will also issue receipts to donors and recipients, when appropriate, for donations or disbursements to or from the benevolence account.

IV. Published: Policy Manual 

V. Reason for Revision:

VI. Appendices: None 

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Mid-Atlantic Christian University Student Services – Student Life #16

SUBJECT: Student Grievances

DATE: February 27, 2013
REVISED:
NEXT SCHEDULED REVIEW: This policy will be reviewed in February of odd numbered years. (February 2015)

APPROVED BY BOARD OF TRUSTEES:  October 18, 2013

Policy for: Mid-Atlantic Christian University
Procedure for: Staff, Faculty, and Students
Authorized by: Vice President for Student Services
Issued by:  Board of Trustees

I. Purpose:

The purpose of the student grievance policy is to provide due process for resolving student complaints against university employees or university policies.
This policy partially meets the requirements for accreditation with SACSCOC, Principles of Accreditation, FR4.5 and CS3.13.1.

II. Policy and Procedure:

MACU has established three grievance procedures depending on the nature of the grievance. The procedures follow:

  1. Standard Grievance Procedure – discrimination on the basis of age, sex, race, ethnicity, religion, national origin, disability, or other conditions or preferences; unfair treatment that is in violation of students’ basic rights, as set forth in the university’s Student Handbook.
  2. Academic Grievance – academic matters where students have a grievance. Areas for appeal include, but are not limited to, classroom procedures, charges of unfair treatment by an instructor, charges of unfair grades given by an instructor, absence and tardiness practices, course requirements that differ substantially from those set forth in the syllabus, the right to participate in University sponsored activities, and policies and procedures outlined in the University catalog under “Academic Information” and “Programs of Study.”
  3. Sexual Harassment Grievance: student allegation of sexual harassment.

Notes: If any of the above are committed against a student by another student instead of a university employee, the offended student should report the matter immediately to a university official, who will report it to the vice president for student services. The incident will be investigated and action taken if a violation of the Student Code of Conduct occurred. The offending student will then be dealt with according to the Student Code of Conduct. Under no circumstances will a student requesting due process be harassed, intimidated, discouraged, or denied access to the Grievance Procedures (Due Process).

A.    Standard Grievance Procedure
The following procedure is to be used to resolve a grievance. Once this procedure of due process has begun, students who want to continue to pursue due process must follow the procedure and may not circumvent steps in the procedure and go prematurely to a higher authority.

1. The Offending Person—The student must first make contact with the offending person to resolve their differences within five school days. The exception to this requirement is sexual harassment complaints, which may be taken directly to the vice president for student services, as described below. If a student desires they may ask the vice president for student services to designate a mediator. 

2. The Vice President for Student Services—If the complaint is not resolved in the conference with the offending person, the student may then appeal in writing to the vice president for student services, who will schedule a conference with the student and the other involved parties. If the grievance is academic in nature the student will be directed to follow the Procedure for Resolving an Academic Grievance as listed below.

3. The Appeals Committee—If the grievance is not resolved by the appropriate vice president, the student may request a hearing in writing before the Appeals Committee.

a. The student must present his/her case in writing to the vice president for student services who will appoint a chair of the Appeals Committee within five days after the meeting with the appropriate vice president.
b. The Appeals Committee is comprised of one faculty member, a student services staff member, the vice president for finance or his/her designee, an academic department chair, and any additional members appointed by the president of the university.
c. After receiving the student’s letter of grievance, the Appeals Committee must grant a hearing at the earliest convenient opportunity, but no later than five working days after receiving the request.
d. The Appeals Committee will send to the student the procedures to be followed in the hearing. These may include, but are not limited to, who may attend the hearing, who may speak before the committee, and any documentation that is requested.
e. The Appeals Committee must render a decision and respond to the student in writing within five working days following the hearing.

4. The President—If the grievance is not resolved to the student’s satisfaction by the Appeals Committee, the student may request a hearing in writing before the president of the university. The student must present his/her grievance in a signed and dated document to the office of the president within five working days of receiving the decision of the Appeals Committee. The president will outline for the student any guidelines to be followed in the hearing and will then grant a hearing at the earliest convenient time, but no later than five working days after receiving the request unless prevented by official travel of the President of the University.

B.    Academic Grievance Procedure
An Academic Grievance must be initiated within one semester of the completion of the course in question. If the grievance is regarding an academic matter, the following steps must be followed:

1. The Instructor—The student must go first to the instructor with whom he/she has the grievance. A conference with the instructor will be held to resolve the grievance informally.

2. The Department Chair—If the informal conference with the instructor does not resolve the grievance, the student may appeal in writing within five working days of the informal conference to the department chair/director/coordinator.

3. Vice President for Academic Affairs—If the grievance is not resolved in the meeting with the department chair, the student may appeal in writing within five working days to the vice president for academic affairs. If the grievance is not resolved by the vice president for academic affairs, the student has access to the Standard Grievance Procedure beginning with the Appeals Committee, which must be initiated in writing within five working days.

4. Interim Decision Concerning Student Status—Before the student goes before the Appeals Committee, the vice president for academic affairs, with the assistance of the department chair of that student’s educational program, will determine the feasibility of keeping the student in class while the appeals process continues. Should the circumstances warrant, the vice president for academic affairs may decide that the student should be removed from class and/or the campus until the appeals process has ended.

C.    Sexual Harassment Grievance Procedure
If the student grievance pertains to an allegation of sexual harassment by either another student or an employee, the student may go directly to the vice president for student services rather than to the offending person. Any person who receives knowledge of a student allegedly being sexually harassed must report it to the vice president for student services. If the matter is not satisfactorily resolved, the student has access to the Standard Grievance Procedure, beginning with the Appeals Committee. (The employee sexual harassment grievance procedures are in Employment Matters, Harassment and Discrimination.)

Note: “In writing” – the preposition phrase is defined as follows: a separate document (e.g., letter) either mailed to the university, delivered in person to the addressee, or attached to an email (attached either as a .doc, .docx, or .pdf).  Letters must have a date on them and they must be signed.  In the letter there must be the specific grievance, process used to date to attempt to resolve the grievance, and any evidence if appropriate.

IV. Published:

MACU School of Undergraduate Studies Catalog; MACU School of Professional Studies Catalog; MACU Student Handbook; MACU Faculty Handbook

V. Reason for Revision:

VI. Appendices: None

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