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University Policies

(Policies are listed alphabetically.)

Activities Policy

It is important that Whitworth's mission of educating mind and heart is reflected in the planning and implementation of university-sponsored student activities. Whitworth's mission and goals statement, coupled with its community behavioral expectations, provide the community with the necessary parameters within which to plan student activities. When planning such activities, measure the content and purpose of the event against the mission and goals of the university. The use of mature judgment and the liberal arts skills of critical thinking, analysis and research are imperative to planning events acceptable to the Whitworth community.

Specific Rules and Procedures for Activities:

  1. All events formally under the governance of ASWU (i.e., homecoming, dances, entertainers, movies, club and residence-hall events) and all events using funding from ASWU-managed accounts must be cleared by the director of student activities no later than one month prior to the event. Such requests are subject to campus-calendar-date availability. Students must fill out a Facilities Requisition Form online at least two weeks in advance of the planned event in order to ensure that the event will take place.
  2. Clubs that fail to follow the aforementioned procedures or that violate the policies or philosophy of the university are subject to loss of funding for the event or for the year, as well as loss of charter and further disciplinary sanctions.
  3. All events are subject to master-calendar-date availability.
  4. All Whitworth-sponsored student activities must adhere to the behavioral expectations listed in this student handbook. These policies apply to both on- and off-campus sponsored events.
  5. Under no circumstances may any organization use club/hall/ASWU funds to purchase alcoholic beverages. Any organization that does so will be subject to the university's disciplinary process. In addition, ASWU will administer disciplinary sanctions against the organization in violation; these sanctions may include but are not limited to revocation of funding, charter and recognition.

Policy for Noise Restrictions for Outdoor Activities:

Because Whitworth is in a residential neighborhood, those who plan outdoor activities must be sensitive to people who live in proximity to the university. Therefore, the following guidelines must be followed whenever an outdoor event is planned:

Any event involving music must observe the following rules:

  1. Ninety decibels is the maximum sound level allowed. The director of student activities or a designee will monitor the decibel level. If complaints are received from Whitworth neighbors, the level will be lowered by at least 20 decibels. If complaints continue, the director or his/her designee may decide to discontinue the event.
  2. Music must stop by midnight on weekends and by 10 p.m. on weekdays.
  3. All sound equipment must be turned toward the university.
  4. Any event that involves the surrounding neighborhood must observe the following rules:
    • Scavenger hunts, club drives or tours through the neighborhood must be held in an orderly fashion. Noise levels and respect for neighbors and their personal property must be primary considerations.
    • All events (including weekend events) must conclude by 9 p.m.
    • All events must be cleared by the director of student activities.

Failure to comply with these regulations could result in the following sanctions:

  1. Bands/DJs may be asked to shut down if decibel levels are above regulated levels or if complaints are received.
  2. Subsequent events may be canceled, and the sponsoring organization may be fined $25, for violations of noise/property/time policies.

Business Office Procedures

Submission of registration/withdrawal forms obligates each student for payment of applicable tuition and fees, including a 1.5 percent-per-month finance charge that may be assessed on unpaid balances (including finance charges previously assessed), as well as any subsequent collection expenses and fees (including, but not limited to, attorneys' fees, collection fees, court costs and other out-of-pocket expenses). This implies acceptance of the university's financial policies. It is the student's responsibility to pay his/her bill on time and to ensure that his/her registration/withdrawal is correctly processed. Students should be aware that billing rates may change if their registration type and/or status changes.

Whitworth reserves the right to withhold student information, including transcripts and diplomas, until a student's account has been paid in full, and until all Whitworth and Perkins Loan payments are current. No student will be permitted to register for a term if s/he owes a balance for a prior term.

A student's written authorization is required for Pell and SEOG grants; Perkins, university, federal and Stafford loans; and PLUS checks to cover charges other than tuition, fees, or room and board, or for Whitworth to hold any of these funds in excess of the above charges on an account. This authorization form is included in the electronic billing information form that all students are required to complete prior to the beginning of the fall semester. Financial aid checks are issued on Wednesdays and Fridays. Students are expected to take this into consideration when planning their budgets for books and other personal expenses. When a student withdraws from Whitworth, his/her tuition refund will be issued within 10 days after all adjustments to financial aid, scholarship returns to grantors and other account charges have been processed.

Bicycles

Students are encouraged to retain a picture and/or a detailed description of their bicycles, along with the bicycle's serial number, for identification purposes in the event the bicycle is stolen. Students should lock their bicycles in provided racks when the bikes are not in use. Students should consider using a "U" bolt when securing their bicycle. “U” bolts are constructed of hardened steel and provide the greatest degree of protection.

Computer-User Responsibility Agreement

The purpose of this agreement is to outline user responsibilities in the legal and ethical use of Whitworth's computers in order to maintain confidentiality of data, files, computers and networks as well as to protect the proprietary rights of third parties and of the university.

All users have the responsibility to do the following things:

  • Check their Whitworth email accounts regularly for messages from the university.
  • Participate in assuring legal and ethical use of university computers and user accounts.
  • Install and use the university-provided antivirus software program (the university help desk can recommend free versions available for use) on personal computers connected to the university network.
  • Abide by the Whitworth computer policy approved by the president's cabinet. Copies are available in computing services, in the student life office and on the Whitworth website.

Computing and related technology is provided by the university for legitimate applications directly related to a student's academic and/or professional work, to allow students, faculty and staff to conduct academic research or university-related business, and for communication related to classes and class assignments. Inappropriate uses of this technology include behaviors that:

  • impede its intended purpose;
  • intentionally block or overload the system or prevent its use by others;
  • are solely or mainly for commercial gain;
  • are threatening or harassing in nature;
  • are destructive or disruptive of educational or community life.

Whitworth's policy regarding appropriate use of technology prohibits the downloading or viewing of pornographic material other than for legitimate academic purposes. The university operates a filter on the campus network in order to restrict Internet access to pornographic material. The filter applies to all faculty, staff and student computer users on campus. (Exceptions can be found in the full Internet-filter policy on the university website.) Public terminals in the library (including computer labs) are unfiltered in the interest of assuring full access on campus for legitimate purposes. These terminals remain subject to the appropriate-use policy. Finally, all enrolled students' names are on the campus server; they cannot be removed to keep students from receiving email messages.

Disability Discrimination Grievance Procedure

It is Whitworth's policy not to discriminate against any student on the basis of a disability and to resolve any complaints of disability discrimination in a prompt and efficient manner in accordance with the procedure outlined below. The university's Rehabilitation Act/Americans with Disabilities Act coordinator can be reached at 509.777.3380.

If a student believes that s/he has been discriminated against because of a disability, s/he may submit a complaint in writing to the associate dean for community standards and compliance in student life. The university representative to whom the complaint has been submitted shall promptly investigate the complaint to determine whether a violation of the university's policy against discrimination based on a disability has occurred and, if so, to decide what, if any, corrective action is appropriate under the circumstances. In making this determination, the university representative may request information relevant to the complaint from various parties, including the student who has submitted the complaint. The university representative will notify the student in writing of the resolution of the complaint.

A student who believes that a complaint has not been resolved appropriately may submit an appeal to the vice president for student life in the HUB, 509.777.3272. Any such appeal must be submitted in writing within 10 business days of the student's receipt of the resolution of the complaint. The student will be notified in writing of the outcome of the appeal. No further appeals will be allowed.

Email Policy

Campus-wide student email messages should be sent only by those employees specifically assigned that responsibility in their job descriptions or by their supervisors. These email messages should be restricted to messages that affect the general business of Whitworth students and those that are of interest to most or all student members of the campus community. All-student emails can be sent only by Whitworth-sponsored organizations that are staging events or providing information for the entire campus.

Emails for academic classes cannot be sent via all-campus emails. ASWU clubs have one month to develop their list serves of members. After this time, emails for club events not involving the whole campus should be sent only to members.

Emergency Response Plan

The safety and well-being of the campus community are Whitworth's highest priorities. A foundational principle of our crisis communications plan is to be proactive and to communicate openly, honestly and frequently with students, parents, employees and others in the community, in the belief that providing timely, reliable information will enable those engaged in the crisis to do their work more effectively and will allow those affected by the crisis to be safer and better- informed.

Whitworth has the staff, planning and resources in place to respond effectively to a broad range of possible emergencies. The Whitworth Emergency Response Plan is based on the incident- command-system structure used and recommended by local, state and federal emergency- response agencies. Whitworth's Enterprise Risk Management Forum regularly reviews and tests the university's emergency response plan and procedures. Staff members with assigned responsibilities in the plan participate in campus training and exercises to refine our level of preparation. Campus-wide drills are conducted twice a year that typically include our staff, faculty, students and community.

In the event of a campus emergency, the Whitworth University community will be notified through the IP Clock public address systems and emergency blue light public address systems and will receive RAVE emergency texts. Information updates will be available through the Campus News section of our website at www.whitworth.edu, through the Whitworth switchboard at 509.777.1000, and through email messages sent to students, parents, faculty and staff. Depending on the nature of the emergency, the university may communicate with local media to have information disseminated via their broadcasts and websites.

To view the Whitworth Emergency Response Plan, visit www.whitworth.edu/emergency.

Employment Grievance and Termination Policy for Students

In accordance with equal-employment-opportunity regulations, the student-employment office in student life and the Student Life Committee monitor employment grievances and termination.

Financial Grievance Procedure

Grievances concerning financial matters should be referred to the vice president for finance and administration. The Whitworth Business Affairs Council may be involved in the mediation as well. The Anti-Drug Abuse Act of 1988 requires that federal aid be withdrawn from students convicted of the unlawful manufacture, distribution, dispensation, possession or use of any controlled substance. Whitworth does not discriminate on the basis of race, color, age, religion, sex, national origin or physical disability.

Internet Usage and Postings

Students have free access to the Internet, including websites such as Facebook. However, students need to be responsible with postings to their personal sites, understanding that anything posted that breaks university policy or civil law could be considered a violation of the university's behavioral expectations. In addition, for safety and security reasons, students should not post any specific identifying information about themselves, such as personal phone numbers or university email addresses, on such websites.

Movies: Showing of Copyrighted DVDs/Videos in Public Places

Copyright laws govern the use of rented, streamed and/or privately owned video-recorded materials. These laws limit the use of such materials to personal or home settings (at Whitworth, to one's residence- hall room only). Therefore, we ask that you abide by the rules that follow.

  1. Do not show DVDs/videos in public areas (residence-hall lounges, classrooms, the HUB, outdoors, etc.) without purchasing rights for public presentation.
  2. Do not use public-address systems (radio, email and webpages) or printed materials to advertise a DVD/video showing without purchasing advertising rights.
  3. Do not use a DVD/video as a fundraiser without purchasing advertising rights.
  4. Do not use a DVD/video showing to promote a specific organization and/or cause (other than sanctioned, credit-bearing educational classes) for discussion, education or otherwise without purchasing public-presentation rights.
  5. Limit your viewing audience to your residence-hall room.
  6. Do not illegally download copyrighted material or share copyrighted files

If you have questions regarding these guidelines or their application to a specific showing, please contact the residence life office, the student activities office, or instructional technology/media services.

Photographing/Filming of Students

Photographers and videographers employed or contracted by the university occasionally take photographs and video (including image and/or voice) of students to illustrate or describe various aspects of university and campus life. These photos/videos will be taken at public venues such as athletics events and concerts and in other organized campus photo/video shoots at which the subjects will have given verbal consent to be photographed/filmed. Individuals who are photographed/filmed while attending a public event or who verbally agree to participate in a photo or video shoot have given Whitworth the right to use their likenesses in any and all print and electronic materials used to promote the university. The university will retain the usage rights to the photographs and videography in perpetuity.

Posting Advertisements on Campus

Advertisements for events can be posted only on campus by Whitworth-sponsored organizations or departments. All fliers, posters, etc., need an "Approved to Post" stamp from the student life desk in the HUB before they are posted, and they can be displayed for a period of only two weeks.

The posting of advertisements does not indicate Whitworth's endorsement of any of the posted ideas or events. Each building on campus has designated areas where flyers and posters can be hung; students who post information that promotes their organizations should be aware of these areas. Posters must be affixed to the wall with blue painter's tape only.

Selling Items on Campus

No fundraising or solicitation is allowed on campus except for the purposes listed below:

  • publicizing the availability of university-recognized auxiliary services (bookstore, café, coffee house, etc.)
  • advertising of special educational promotions (like wholesale computer sales)
  • delivery of the newspaper
  • approved fundraising sales for Whitworth-sponsored organizations

All proposed fundraising sales and solicitation requests must be approved in advance by the director of student activities.

Student Fundraising Policy

Whitworth University recognizes that certain student groups' financial needs must be met by special fundraising projects. Institutional advancement (IA) wishes to assist and encourage those who seek to raise funds or solicit gifts from the business community or friends of the university. As a matter of stewardship and courtesy to our donors, it is important to coordinate fundraising efforts to avoid oversaturating the same individuals, companies and corporations with appeals throughout the year; therefore, the following policy has been implemented:

  1. All solicitation activities by student groups must be coordinated through IA. This includes any letters requesting funding.
  2. Proposals must be submitted in writing to Maxine Lammers, director of development for major gifts, at mlammers@whitworth.edu. Details to be included:
    1. Name and description of project
    2. Purpose for which funds will be raised
    3. Amount to be raised
    4. Plans to raise needed funds and draft of a solicitation letter
    5. Names and addresses of individuals and businesses to be contacted
  3. Submit plans for projects at least two weeks prior to implementation.
  4. After receiving your proposal, IA will review your list of potential donors. If any of the donors are involved in other Whitworth fundraising projects, you may be asked not to solicit these donors.
  5. A list of all business donors should be sent to Maxine Lammers following each event. Please note:
    1. On-campus fundraising is limited to a Whitworth class project or an ASWU project.
    2. A copy of the Whitworth University 501(c)(3) tax letter of determination (confirming our nonprofit status) may be provided only to a funder who is writing a check to Whitworth University for a class or ASWU project.
    3. The university will not serve as a "pass through" account, whereby a check is written to Whitworth, deposited in a university account, and then dispersed to another nonprofit for which the funds are intended, unless the activity is part of our educational program (i.e. academic class or student life program).

Vehicle Operations Policy

Whitworth's campus has been designed as a walking campus. The Vehicle Operations Policy provides guidelines for the privilege of operating a motor vehicle on campus. The purpose of this policy is to reduce pedestrian risk, promote safe vehicle operation, and generally regulate traffic and parking on the Whitworth campus. To accomplish this, the administration of the policy is delegated to Whitworth's director for facilities services and the security supervisor.

  1. General Rules
    Campus parking and traffic regulations comply with Washington state motor vehicle laws and Spokane County ordinances. These rules apply equally to all faculty, staff, students and visitors.
    1. These vehicle regulations, Washington state motor vehicle laws and applicable Spokane county ordinances are in effect on all Whitworth properties, including all campus roads, streets, parking areas, improved and unimproved areas, and athletics fields.
    2. No unlicensed or improperly licensed motorized vehicle may be operated on the Whitworth campus (other than special-service/university-owned vehicles).
    3. Parking is permitted only in marked parking spaces in designated parking areas. Do not park in parking spaces designated for service vehicles or visitors or in lots designated for constituencies other than your own. There are parking lots on campus in which overnight parking is not permitted; signs are posted in these lots.
    4. Unless marked as a designated parking space or otherwise marked to permit parking, all roadways on campus are considered fire lanes; parking in them is strictly prohibited. (Curb color or lack thereof has no bearing on this). Parking in a fire lane, or in a handicapped-only space, without the required state-issued permit will result in a citation and a $100 fine for each occurrence.
    5. "No Parking" areas include fire lanes, all road and driveway curbed areas, crosswalks, loading zones, zones for service vehicles, assigned or reserved spaces, walkways, planted or seeded areas, the 15-foot areas around fire hydrants, areas around trash/garbage collection points, uncurbed areas, and posted "No Parking" or "No Overnight Parking" areas.
    6. The maximum speed limit on campus is 15 mph. Lower speed limits are in effect when posted, or if road conditions warrant.
    7. Pedestrians have the right of way at all intersections and pedestrian crossings except in cases involving emergency vehicles.
    8. Without prior approval of the security supervisor (509.777.3712), no vehicle may be left on campus for longer than 30 days while the owner/operator is absent from campus for any reason. No disabled or inoperative vehicle shall be parked on campus for more than 72 hours. In either case, vehicles will be towed away at the expense of the owner/operator. If your vehicle becomes inoperative on campus, notify security promptly.
    9. Whitworth reserves the right to boot or tow away any illegally or improperly parked vehicle at owner/operator expense.
    10. Spaces designated as handicapped-only parking must be honored, and vehicles parked in them must display a state-issued disabled parking permit.
    11. Motorcycles and motor scooters are considered engine-driven vehicles and may not be operated on walks intended for foot traffic.
    12. Motor vehicles may be operated only on roadways designed for motor-vehicle operation.
    13. If you plan on leaving your vehicle on campus when residences close for a vacation period, you must check with housing, security or the facilities services office for instructions regarding the proper parking area for your vehicle.
    14. Individuals suspected of operating a vehicle under the influence of any drug or alcohol will be reported to local authorities.
  2. Registration of Vehicles
    1. Students are required to register each vehicle that they will operate or park on campus, and to display current registration decals properly. Vehicle registrations will be submitted via online registration form; the cost is $65 per vehicle, per year. Failure to register a vehicle or properly display its current registration decal will result in a citation and a fine of $65 per occurrence. Decals will be available for pickup at the HUB information desk within five business days of completed online registration. If a vehicle, license plate or windshield is replaced, please contact facilities services to arrange for a no-cost vehicle re-registration or replacement decal. Switching decals between vehicles is not permitted, nor is attaching a decal to any other vehicle than the one registered.
    2. Faculty/adjuncts/staff members are required to register their vehicles through the online registration form upon employment at Whitworth. If you replace a vehicle or purchase an additional vehicle, you must also register that vehicle in a timely manner. If you replace a windshield or license plate(s), please contact facilities services.
    3. Affix registration decals to your vehicle's windshield, on the lower left (driver's) side. Motorcycles, motor scooters, etc., without windscreens must display the decal in a conspicuous place.
    4. If you drive an unregistered vehicle on campus temporarily (due to damage or breakdown of a registered vehicle), facilities services or security will issue you a temporary parking permit, which will expire at a time set by either of these offices.
    5. Guests and campus visitors can obtain temporary parking permits from student life, security or the HUB info desk.
  3. Parking Areas
    1. Campus parking lots are assigned by constituency, and vehicles parked on campus must be in a lot or space that corresponds to their vehicle registration. The categories are
      1. General Parking
      2. Visitor/Guest Parking
      3. Evening/Graduate Students
      4. Faculty/Staff (Includes Adjuncts)
      5. Contractors
      6. Please refer to the campus parking map for your assigned parking lot(s).
    2. Parking on campus, due to limited space and Whitworth's concern for the environment, is a privilege and is permitted only in marked parking spaces in designated areas.
    3. Areas immediately adjacent to some buildings and signed as such are reserved for marked service and delivery vehicles only.
    4. Some parking spaces are marked "Visitors." These spaces are to be used by nonregistered campus visitors only.
    5. Parking along streets – in fire lanes – is not permitted.
  4. Administration/Enforcement
    1. The security department shall... 1. administer and enforce campus traffic and parking regulations; 2. issue citations; 3. patrol the university campus; 4. keep records of violations and fines; 5. process citation appeals.
    2. The director of facilities services, along with the Parking Task Force, shall... 1. review the administration and enforcement of these regulations; 2. recommend revisions of the campus traffic and parking regulations; 3. supervise installation of appropriate traffic signs.
    3. Persons who violate traffic regulations, as well as vehicles found parked illegally, will be cited and/or towed at owner/operator expense.
    4. Any university police officer may order the towing or immobilization of vehicles in violation of the following parking regulations:
      1. Failure to respond to six (6) parking citations or if the violator continues to violate the regulations contained herein after paying or not paying the initial six (6) tickets.
      2. Unauthorized parking in a handicapped space.
      3. Unauthorized parking in a fire lane.
      4. Unauthorized parking in a reserved space.
      5. Unauthorized parking in traveled portion of a roadway.
      6. Unauthorized parking in No Parking/Tow Zone/Restricted Area.
      7. Vehicle abandonment on Whitworth University property.
      8. Vehicles not legally parked or a public safety hazard.
      9. Failure to move an illegally parked vehicle upon the order of a police officer or security officer.
  5. Fines
    1. Fines will be billed to students' accounts or to employees' payroll advices.
    2. Types and amounts:
      1. Failure to register any vehicle or properly display a current decal results in a $65 charge. After four such citations, the vehicle may be booted and the owner/operator will have to meet with the dean of community standards & compliance.
      2. After five citations the vehicle may be booted and towed at the owner/operator's expense.
      3. General parking violations are subject to a $30 charge.
      4. Citations for moving violations such as speeding, failure to stop for a stop sign, right-of- way violations and operating a vehicle in a reckless/negligent manner will be charged at $40 for each violation.
      5. Citations for parking in fire lanes and handicapped-only spaces will be charged at $100 and are subject to citation from the Spokane County sheriff ($450); vehicles in violation will be subject to immediate towing at owner/operator expense.
  6. Appeal Procedure
    The president of Whitworth has authorized the security department to process appeals of all citations and requests for the release of impounded vehicles. This procedure assures an impartial evaluation of circumstances relating to the appeal; it also assists in appraisal of parking and traffic problems. The appeal procedure is as follows:
    1. In order for appeals to be considered, vehicles must be registered.
    2. The initial appeal must be made within 15 days of the violation(s).
    3. The appellant must submit an electronic citation appeal.
    4. After the review has been completed, the appellant will be notified as to the outcome of the appeal.
    5. These rules and regulations are designed to promote safety and mobility and not to generate revenue. Administration of the regulations will be courteous and equitable at all times.

Whitworth reserves the right to revoke driving and parking privileges if these privileges are abused. Repeat offenders' vehicles or unauthorized vehicles are subject to towing or impound at the expense of the owner/operator. Please read the Vehicle Operations Policy carefully. If you have any questions, please contact facilities services or security.

Weapons, Fireworks and Explosive Devices

Whitworth is a weapons-free campus. Firearms, fireworks, explosives and explosive devices, and other weapons are prohibited anywhere on property owned or leased by Whitworth, including campus buildings, theme houses, Whitworth downtown, and university-sponsored off-campus events. The term "weapons" includes, but is not limited to, flammable gases/materials or components that could become explosive (e.g., propane tanks, helium tanks, etc.), firearms, pellet/BB guns, paintball guns, home-manufactured cannons, bows and arrows, martial-arts devices, switchblade knives and other knives (with the exception of kitchen knives) with blades longer than 3 inches.

This prohibition applies to all members of the Whitworth community as well as to visitors. Violations of this policy by students may result in sanctions up to and including suspension. Violations of this policy by faculty or staff may result in disciplinary action up to and including loss of the offender's position at Whitworth.

The two exceptions to this policy are 1) weapons, etc., used by law-enforcement officers in the course of their duties; and 2) explosives used by faculty for academic purposes. Exceptions must be authorized by the director of security.

Reporting violations of this policy: The university expects all members of the community to help maintain safety and security on campus and at university-sponsored off-campus events. Anyone who has knowledge of violations of this policy has an obligation to report that knowledge promptly to the director of campus security at 509.777.3712 or to an on-duty security officer at 509.777.4444.

Webpages, Student Organizations and Clubs

As a service to its students, Whitworth provides web-hosting options for ASWU clubs and organizations. Student club/organization webpages are not subject to Whitworth's visual identity standards but must be consistent with Whitworth's mission, university computer-user policy, computer-use agreement, the Family Educational Rights and Privacy Act, and the student handbook. Designs and content must be reviewed and approved by both the student activities office and the university communications office before finished projects may be posted. In addition, all student club/organization webpages must display the following text: This page is not an official Whitworth publication, and its contents do not necessarily reflect the views of the university or of its administration, faculty or staff.