Academic Policies
Academic Grievance Procedures
An academic grievance procedure defines an administrative process through which students or employees may seek resolution of complaints or grievances arising from a decision made about them.
Informal Procedure
A student who has a complaint or request is expected first to resolve the complaint informally. The effort must include discussions with the specific faculty member, teaching assistant or staff member involved. A demonstrated lack of good faith by any party in attempting to resolve complaints informally may be considered with all other factors in reaching an ultimate decision on the merits of any grievance.
Formal Procedure
If all reasonable informal efforts to resolve the complaint fail, a student may formalize it as a grievance. A formal grievance must be filed within 45 days from the time the student believes, or reasonably should have known, that an occurrence has effected his/her status. This period of 45 days includes all informal efforts to resolve the grievance. The student must submit the grievance in writing to the Administration Office. A proper administrator will conduct an investigation of the grievance and may interview the student for further clarification.
After the investigation, the administrator may either grant or deny the redress sought or provide remedies. The decision will be issued no later than 14 days following receipt of the written grievance. If the administrator does not grant redress satisfactory to the student, the student has 14 days to appeal the decision to university President or Provost upon written receipt of the appeal. The President or Provost has 14 days to notify the student of his decision, either grant or deny the redress sought or provide other remedies. The President’s or Provost’s decision is final. The student will be further advised that any unresolved grievances may be directed to the Bureau for Private Postsecondary and Vocational Education, 1027 Tenth Street, Fourth Floor, Sacramento, CA 95814-3517.
Academic Integrity
CALMAT is dedicated to learning and research, and hence is committed to truth and accuracy. Integrity and intellectual honesty in scholarship and scientific investigation are, therefore, of paramount importance. These standards require intellectual honesty in conducting research, writing of research results and relations with colleagues. Academic misconduct includes cheating, plagiarism, falsification of data, etc.
Cheating
If a student is caught cheating in class, the instructor is expected to give the student an F in that class. If a student is caught cheating a second time while being student at CALMANT, the student will be dismissed from CALMAT. The student can request a review by the university or provost for final review. Examples of cheating include, but is not limited to:
- Turning in homework or reports that are copied or plagiarized from other sources without clearly being referenced.
- Copying results from other students during tests.
- Talking or exchanging notes with others during tests.
- Exchanging emails, chats, or messages by electronic means during tests.
Confidentiality of Student Records
CALMAT fully complies with the Faculty Educational Rights and Privacy Act of 1974, and may release directory information, including name, address, phone number, and major field of study to any person on request unless a student requests in writing that directory information be kept confidential. CALMAT will safely keep student records for an indefinite period. Certain records are excluded by law from inspection. Specifically, those created or maintained by a physician, psychiatrist, or psychologist in connection with the treatment or counseling of a student. Students may inspect their records in the Office of Admissions and Records. Students may direct complaints regarding academic records to the Registrar.
Nondiscrimination Policy
The commitment of CALMAT to the most fundamental principles of academic freedom, equality of opportunity, and human dignity requires that decisions involving students and employees be based on individual merit and be free from invidious discrimination in all its forms, whether or not specifically prohibited by law.
The policy of CALMAT is to comply fully with applicable federal and state nondiscrimination and equal opportunity laws, orders and regulations. CALMAT will not discriminate in programs and activities against any person because of race, color, religion, sex, national origin, ancestry, age, marital status, handicap, unfavorable discharge from the military, or status as disabled veteran or veteran of Vietnam era. This nondiscrimination policy applies to admission, employment, and access to and treatment in University programs and activities.
Complaints of invidious discrimination prohibited by university policy shall be resolved exclusively within existing CALMAT procedures.
Sexual Harassment Policy
Legally defined as: “unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature that tends to create a hostile or offensive work environment" sexual harassment is prohibited under federal and state discrimination laws and the regulations of the Equal Employment Opportunity Commission.
CALMAT will not tolerate sexual harassment of students or employees and will take immediate action to address and remedy the situation when such harassment is discovered. The University environment must be free of sexual harassment in work and study. In order to assure that CALMAT is free of sexual harassment, appropriate sanctions will be imposed on offenders in a case-by-case manner. CALMAT will respond to every complaint of sexual harassment reported.
Encumbrance of Registration and Records
Students who owe money to CALMAT will not be permitted to register, will not be entitled to receive an official transcript of their credits, will not be entitled to receive their diplomas, and will not be entitled to receive certification for practical training for foreign students until their indebtedness has been paid.
Academic Records Policy
The Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, sets out requirements designed to protect the privacy of student records. The statute governs access to records maintained by educational institutions and the release of such records. Further, the act requires that students be advised of their rights concerning "educational records."
Notice of Rights
The director of library services shall maintain copies of FERPA and the federal regulations adopted pursuant to it in the library for student access and examination and to provide students with notice of their rights with respect to records maintained by the University. Additionally, Student Affairs shall ensure that all students are provided with notice of their rights under FERPA.
Employee Responsibilities
In accordance with the provisions of FERPA and consistent with longstanding University policy, no employee of the University shall release any information on a student without the prior written consent of the student, except that employees may release records when required to do so under federal, state, and/or local law or as otherwise authorized under these policies and procedures. Any University employee who releases educational records under these procedures shall retain copies of the written authorization by the student and other documentation necessary to establish that the release of information was proper under these procedures. All employees shall become familiar with and abide by the requirements of FERPA and University policies and procedures related to FERPA.
Safekeeping of Records
The Office of Registration shall adopt appropriate procedures to ensure the safekeeping of all student records required by FERPA to be maintained in the Office of Records. Any employee of the University who maintains information regarding a student shall ensure that all records are kept confidential.
Educational Records and Exceptions
Educational records are those records that directly relate to a student and are maintained by the University or by an employee or agent of the University. The University is not required to release the following records:
Sole possession records. Informal records maintained by a campus official and not revealed to anyone else (except a temporary substitute for the maker of the record) are not educational records and are therefore not subject to a student's inspection.
Security records. Records created by a law enforcement or campus security unit and maintained by the law enforcement or campus security unit are not educational records and therefore are not subject to a student's and/or parent's inspection.
Employment records. Records made regarding an individual's employment are generally not considered educational records unless the employment is contingent upon the individual attending the University as a student.
Medical records. Medical and mental health records created in connection to a student's medical and/or psychological treatment and disclosed only to individuals who are providing the treatment to the student are not educational records and therefore are not subject to a student and/or parent's inspection.
Certain financial records. Some financial aid information, including financial information regarding a student's parents, is exempted from the disclosure requirement of FERPA. Contact the Financial Aid Office for additional information.
Records regarding more than one student. Educational records containing information about more than one student shall not be disclosed to one of the related students in its entirety. The University shall provide students limited access to these records only as they relate to the student requesting the information, and shall not disclose any information regarding other students to the requesting student.
Records in which student waives right to review and/or inspect. Confidential letters and recommendations associated with admissions, job placement, employment, and honors or recognition to which a student has waived his/her right of inspection and review are exempted from the disclosure requirements in FERPA. Confidential letters and recommendations. The University is not required to permit students to inspect and review confidential letters and recommendations placed in their files prior to January 1, 1975, provided these letters were collected under established policies of confidentiality and were used only for the purposes for which they were collected.
Alumni records. Records of information regarding an individual who is no longer a student at the University are not educational records and therefore are not subject to a student and/or parent's inspection.
Students' Rights
CALMAT students have the right to inspect their educational records as defined in Paragraph A within forty-five (45) days of a written request, and to have any inaccuracies corrected. University employees shall encourage students to keep their receipts, grade reports, and other communications from the University to aid in checking the accuracy of any record. Only authorized officials may enter the student
records/transcript area. The Office of Registration shall maintain, enforce, and provide to University employees upon request procedures regarding access to student information.
Requests to Review Records
The Office of Registration shall allow only those persons discussed below who present adequate identification to review, inspect, and request explanations of a student's educational records as defined above:
The student. Regardless of the student's age, a student may review his/her records upon written request to the Office of Registration and/or the custodian of the records.
A parent and/or legal guardian. A parent and/or legal guardian of a student under the age of eighteen (18) years or of a student who is the financial dependent of the parent and/or guardian may review his/her child's record upon written request to the Office of Registration and/or the custodian of the records. The requesting parent and/or guardian shall provide adequate proof that the student is under the age of eighteen (18) years and/or financially dependent on the parent and/or guardian.
University faculty and/or staff. University faculty and/or staff members may review student records as necessary to address the educational interests of the student and/or to conduct University operations.
Judicial body. Student Affairs and/or the custodian of the educational records will release educational records as required in a subpoena to a court or judicial body of competent jurisdiction. Student Affairs and/or the custodian of the educational records shall promptly notify the student by certified mail of the court-ordered release of the educational records.
Emergency personnel. Student Affairs and/or the custodian of the educational records will release educational records to emergency personnel and/or authorized governmental authorities as necessary to protect the life, health and/or safety of a student or other person.
Transcripts
A student may make a written request to the Registrar that an official and/or unofficial copy of the student's transcript be mailed to a person designated by the student. Provided that the student does not owe any obligation to the University, including without limitation a financial obligation, the registrar shall promptly honor the request. The Registrar shall charge a reasonable fee to the student in complying with the request.
Admissions Records
Documents supporting the application for admission and/or for transfer credit will not normally be returned to the student, nor sent elsewhere at the student's request. For example, a transcript from another college, or a high school record, will not be sent to a third institution. The student must request another transcript from the original institution. If a student can demonstrate that original transfer documents are extremely difficult or impossible to obtain, the director of admissions may release certified copies of originals to other institutions within his/her discretion.
Copies and Reproduction Costs
The University shall provide a student with copies of requested records only to the extent that failure to provide said copies would effectively deny the student access to the records. The custodian of the records shall require that the student reimburse the University with reasonable costs associated with the reproduction of the records so long as the requirement does not prevent the student from exercising his/her right to inspect and/or review the records.
Directory Information
Directory information related to students includes, but is not limited to, the following: the student’s name, addresses, telephone numbers, electronic mail addresses, photographs, date and place of birth, major field of study, dates of attendance and class schedules, class level, enrollment status (e.g., undergraduate or graduate; full-time or part-time), participation in officially recognized activities and sports, weight and height of members of athletic teams, degrees, honors and awards received, and the most recent educational agency or institution attended.
This list of what is included as directory information is not exclusive and may be expanded from time to time as authorized by the University’s President and noted in the student handbook.
Release of Directory Information
The Office of Records or the director of marketing may release directory information to the following:
Requesting party. Any party who requests student directory information and who completes a Request for Release of Student Information form may be provided the information requested.
Faculty and staff. Faculty and staff may be provided with directory information as necessary to further the operations of the University.
Emergency authorities. Proper authorities in cases of emergency may be provided with directory information as necessary to protect the life, health, or safety of another.
Media personnel. The University may release directory information to media personnel as appropriate to promote the athletic and/or educational achievements of students.
Other students. The University may release directory information to students of CALMAT as necessary to further the operations of the University.
Other accredited educational institutions. The University may release directory information to other accredited educational institutions as necessary for the operations of the University.
Requesting that Directory Information Not Be Released
If you do not want directory information about you released without your consent, you may notify the University in writing within the first ten (10) days of the semester or term, asking that no directory information be released without your written consent. The University will then treat the information as limited access information. You must resubmit your request each semester so long as you continue to desire that the University treat directory information about you as limited access information.
Request to Amend Records
A student or eligible parent, upon review of the student's educational record, may petition the Office of Registration and Campus Life to amend the record. The student shall set forth all details of his/her reason for requesting the record be amended in a written proposal following the student's review of his/her record. The Office of Registration shall promptly review the request with the appropriate dean and shall investigate student claims as necessary to make a sound decision. The Office of Registration may amend the educational record as appropriate. The Office of Registration shall set forth his/her decision in writing within a reasonable time following receipt of the student's petition and shall indicate to the student in his/her decision the student's rights regarding an appeal. A copy of the decision will be forwarded to the Provost.