The Academic Program

Responsibility for the overall curriculum rests with the College Faculty under the leadership of the President, the Academic Vice President and Provost, and the Dean of the Faculty. The offerings and requirements of the Academic Program are described in the Berea College Catalog, Short, Schedule of Classes (in print and on BONd), course syllabi, and other documents issued periodically.

Each student is expected to be thoroughly familiar with the academic requirements of the College, as stated in these and other College publications. The responsibility for knowing and meeting all requirements for graduation rests entirely upon the student. Faculty, Academic Advisers, Department Chairpersons, Interdisciplinary Academic Program Directors, and the professional staff in the Office of Academic Services to provide assistance, but the basic responsibility remains with the student.

The Office of Academic Services coordinates and offers academic services to prospective, current, and former students, and to the faculty and administrators who assist our students in their academic endeavors. (See listing for this office under Departmental Descriptions in the Berea College Student Handbook on-line).

General Education Program

Berea College’s curriculum includes an interdisciplinary General Education Program in addition to intensive study in a major. As an institution with a liberal-arts foundation and outlook, the College has a responsibility to educate the whole person, not merely to develop the skills of the wage earner. Further, the College believes it is important that the curriculum addresses Berea’s Great Commitments. The program extends from the first year through the senior year and includes, in addition to course work, convocations and other experiences.

Details of the General Education Program—including the Aims of General Education and specific requirements—may be found in the Berea College Catalog under "Academic Regulations."

First-Terms Requirements

GSTR 110 and GSTR 210,must be completed by the end of the third regular term of enrollment. Students who have not completed the Writing Competency Requirement by the end of their second regular term must enroll in GST 150: College Composition or ENG 104: Advanced ESL in their third regular term. Students must complete the Writing Competency Requirement by the end of their fourth regular term of enrollment. Those students not completing their Writing Competency Requirement by the end of their fourth regular term are subject to suspension for two regular terms.

Developmental Mathematics (MAT 010, 011, and/or 012), if required, must be completed satisfactorily prior to the beginning of the third regular term of enrollment. Students are required to enroll continuously—Fall-Short-Spring-Summer terms or Spring-Summer (optional, but recommended)-Fall-Short terms—in MAT 010, MAT 011, and/or MAT 012 until their Developmental Mathematics requirement is completed. Those students not completing their Developmental Mathematics requirement by the beginning of their third regular term are subject to suspension for two regular terms.

Majors and Minors

The College offers both the B.A. and B.S. degrees with thirty-two (32) major fields of study, some offering multiple curricula. The definition of a major, as well as requirements and recommendations for those offered here, are detailed in the College Catalog. Because of the sequential nature of some degree programs, students interested in a particular major should read carefully the requirements and recommendations outlined in the Catalog for their program. A Curriculum Guide for each major is made available to students and advisers, but the Catalog description remains the ultimate source for information concerning the major. The College also offers twenty-three (23) minors, to enhance the student’s academic experience. These also are defined and detailed in the Catalog. Minor checklists are available for each as well. Curriculum Guides and Minor Checklists can be obtained from the Student Service Center in Lincoln Hall, or via the online Catalog at www.berea.edu/catalog.

Declaration of Primary Major

During the regular term in which a student is expected to complete fifteen (15) course credits, or upon receipt of a letter informing a transfer student that it is time to declare a primary major, the student will submit to the Office of Academic Services (OAS) a Declaration of Major Intent form. Intent forms and student transcripts are sent by OAS to the Department Chairperson or Interdisciplinary Program Director for consideration of admission into the major. (See current College Catalog, online at www.berea.edu/catalog, for major admission requirements and recommendations, if any.) Students admitted to the major, either unconditionally or with conditions will, in consultation with an assigned Academic Adviser in the major, will prepare a Curriculum Plan for the remaining terms of enrollment and submit it to OAS. This Curriculum Plan provides a guide for the most efficient use of a student’s time in meeting the College’s graduation requirements within the guideline of the Eight Term Rule (see information to follow in this Handbook). A student's failure to follow an approved Curriculum Plan will not be considered a valid reason for an extension of terms beyond the normal eight.

Students who fail to complete the Declaration of Major process by the end of the term in which they accumulate 15 course credits, or who do not meet the minimum requirements for admission to the major, have one (1) regular term to meet the minimum requirements. Failure to complete the process by the end of the next regular term may result in suspension from the College for two regular terms.

Classification, Student

Graduation and Degree Requirements

* Transfer students enrolled for fewer than six (6) regular terms are required to complete one Short Term for each two regular terms of enrollment.

Students are expected to complete all degree requirements within four academic years, or eight regular terms—including transfer terms for transfer students, terms abroad off-campus field studies, internships, and the addition of a minor or second major, if any. Failure to follow the approved Curriculum Plan submitted as part of the Declaration of Primary Major process does not constitute a valid reason for needing an extension of terms. Students who are unable to complete degree requirements within eight regular terms may submit a Request for an Extension of Terms form and accompanying letter to the Office of Academic Services. Requests for a one- or two-term extension not approved by Academic Services may be appealed to the Student Admissions and Academic Standing (SAAS) Committee. All requests for more than 10 terms of attendance are reviewed by the SAAS Committee.

Application for Degree Requirement

Upon completion of six regular terms, degree-seeking students who have not yet applied for degree will receive a letter from the Office of Academic Services/Student Service Center informing them that they will need to submit the Application for Degree form, preferably within the following week. At the very latest, students are required to file this degree application prior to registering for classes in the term preceding their graduation term.

Before submitting this degree application, students should run another degree evaluation in BONd to make certain that all degree requirements are recorded correctly. Any deficiencies can be discussed with their Academic Adviser prior to registration in the terms leading up to graduation. (Also see "Course Substitutions and Exceptions to Degree Requirements" below.)

After the Application for Degree has been filed, it is the student's responsibility to inform the Office of Academic Services of changes in plans or programs. All requirements for the degree, except regular course work, must be completed 30 days prior to the commencement at which the student will be graduated.

Students who file the Application for Degree are expected to attend Commencement Exercises. Failure to do so, without approval from the Provost's Committee, will result in a processing fee in order to receive the diploma.

NOTE: Neither diplomas nor transcripts will be issued to students with past-due student accounts.

Substitutions of course requirements must be approved by the Coordinator of Advising in the Office of Academic Services, serving as liaison to the Academic Program Council (APC). Written requests for substitutions from Academic Advisers, along with the adviser's rationale for making the substitution should be sent to the Department Chairperson or Interdisciplinary Program Director by the term prior to the graduation term, but preferably earlier. (The Director of General Education serves as chairperson for GST and GSTR courses or requirements. The Coordinator of Advising serves as chairperson for Independent Majors.) If the Chairperson or Director for an academic major or minor agrees to the substitution, s/he should e-mail the Coordinator of Advising expressing support for the substitution request by the term prior to the term of graduation, but preferably earlier.

Registration

Course Registration takes place on the Web using the Berea Online Neighborhood (BONd) site. For up-to-date Registration information, please see the Schedule of Classes publication and its supplement (published in the #Registration public folder on Outlook) and announcements in your Outlook e-mail account. (See Communication Responsibilities on Campus in the Student Rights and Responsibilities section.)

Achievement in courses at the College is recorded by grades of A+/A/A-/B+/B/B-/C+/C/C-/D+/D/D-/F/U/S/SC/P/CP/I. See “Grades and Grading” and “Repeating a Course for a Higher Grade” in the Berea College Catalog and in the Academic Dictionary in the online Handbook and Catalog for definitions of these letter grades, which were adopted by the College Faculty, and for restrictions on repeating courses. The Catalog also lists how to earn a place on the Dean’s List and how to graduate with honors.

It is recognized that instructors must have the primary responsibility of assessing the quality of academic performance, advancement, and achievement of students in their classes. However, instructors are subject to human frailties; these frailties can cause errors in calculation or judgment that may affect assessment of a student’s performance. Because all instructors are required to reveal on the course syllabus the method in which the final grade will be determined, it is the responsibility of the student to review the course syllabus and become familiar with all components of the course grade. Further, it is the responsibility of the student to discuss any questions about grading practices during the course with the instructor. Except in the most unusual circumstances, grades will be changed only upon the recommendation of the faculty member involved, and then only with the consent of the SAAS Committee. The following procedures, designed to protect both the student and the faculty member, are to be followed such that the issue is resolved fairly and expeditiously:

Within 30 days of the start of the next regular term after assignment of the grade, the student must make a formal written appeal to the instructor involved explaining why he or she believes the grade should be changed. If the instructor finds an error has been made, he or she will request that the SAAS Committee approve a grade change and notify the student in writing of the request. If the instructor finds the grade to be correct, he or she will notify the student in writing of the decision not to change the grade, specifically addressing the student’s stated reason for the appeal The instructor’s response must take place within 30 days of receipt of the appeal or—for reasons of travel, sabbatical, or other extenuating circumstances such as sick leave—within 30 days of the start of the next regular term when the faculty member returns.

If the student is not satisfied with the written response of the instructor, the student has the right to appeal in writing to the Department Chairperson or Interdisciplinary Program Director in which the course is taught within 30 days of the date of the instructor’s written response. The student’s written notice of appeal should be accompanied by all relevant materials; a copy of the original written appeal to the instructor and a copy of the instructor’s written response must be forwarded to the Department Chairperson or Interdisciplinary Program Director. Within 30 days of the date of the student’s written appeal to the department, the entire faculty of the department will hear the appeal. The student and faculty member may be present for the hearing. If the Chairperson / Director is the faculty member whose grade is being appealed, he or she will appoint another member of the department or program to chair the appeal hearing. For GST and GSTR courses, the Director of General Education serves as the chairperson and members of the Committee on General Education serve as the department. The decision of the department faculty shall be communicated in writing to the student, the faculty member, and the Director of Academic Services within 14 days of the date of the hearing. The letter should address the department’s reason for supporting or denying the student’s appeal.

If either the student or the faculty member does not agree with the decision of the department/program, either may appeal to the SAAS Committee in care of the Director of Academic Services. Within 30 days of the date of the department’s written decision on the appeal, the student/faculty member must submit a letter contesting the department’s decision to the Chairperson of the SAAS Committee. The SAAS Committee will base its decision on the following materials forwarded by the department/program: the original written appeal by the student to the instructor, the instructor’s written response, the student’s written appeal to the department and all supporting materials, and the department/program’s response to the student. Both the student and the faculty member may be present when the appeal is heard. The decision of the Committee will be final.

Summary of Grade Appeal  Policy

Periodic Academic  Progress Checks

Student academic progress is monitored in a number of ways by the Office of Academic Services.

The Office of Academic Services conducts periodic attendance checks, as needed, throughout each term. Students and Academic Advisers may be notified as part of the Early Intervention Program (see below) if there are chronic attendance problems. (Also see "Attendance" under Student Rights and Responsibilities in this Handbook.)

Soon after the middle of the Fall and Spring terms, students are informed of their academic progress in all courses via the midterm grade report. All students who do not have grades of C in at least three full course credits at midterm are encouraged to seek the counsel of their Academic Adviser.

Academic probation or suspension does not result from midterm grades, but is the result of unsatisfactory performance at the end of any regular term. Failure to consult one’s Academic Adviser and follow his or her recommendations may affect the academic standing and enrollment status of a student who is not making satisfactory progress.

With limited exceptions, all students must complete successfully thirty-three (33) earned course credits (typically 35 in Nursing) by the end of their eighth regular term, including transfer terms. A cumulative GPA of 2.0 and a minimum 2.0 GPA in the declared major are required for graduation. Further, students must satisfy all other requirements in General Education and must satisfactorily meet requirements in the Labor Program in order to graduate from Berea.
While the standards for Satisfactory Academic Progress, outlined in the chart to follow, are designed to ensure timely completion of all degree requirements, the Office of Academic Services conducts a progress check for students following their fourth term; for transfer students this could be as early as the second term of attendance at Berea. By that point of enrollment, all students are expected to have achieved the following:

• Admission to a major (pending admission is acceptable.)
• GPA of 2.0 or higher in the major
• Cumulative GPA of 2.0 or higher overall
• Accumulation of at least 15 course credits
• Compliance with Labor Program expectations

At this midpoint of degree completion, Academic Advisers meet with students to discuss the alignment of choice in majors with academic progress and career aspirations, as well as to explore the variety of special learning opportunities available at Berea to enhance traditional classroom pursuits (e.g., undergraduate research, independent study, education abroad, Labor Program, etc). By this stage of enrollment, students are expected to have a better sense of the destination for their undergraduate journey and to have developed a plan to optimize their remaining terms of enrollment at Berea. The midpoint degree check is a time identified for initial exploration of graduate or professional school admission, as well.

Berea College expects all enrolled students to make Satisfactory Academic Progress toward completion of degree requirements. The status of Academic Probation is assigned to a student who is not making sufficient progress but for whom institutional support and student initiative is likely to result in academic improvement. The status of Academic Suspension is assigned to a student who has not demonstrated the capacity or motivation to successfully engage the Academic Program.

The Student Admissions and Academic Standing (SAAS) Committee is responsible for defining the conditions and duration of academic probation and suspension, in keeping with standards adopted by the College Faculty. Making Satisfactory Academic Progress (as specified in the chart below) is a condition of continued enrollment and eligibility for Title IV (federal) and state financial-aid programs 

Federal regulations that govern Title IV financial-aid programs (e.g. Pell Grants, etc.) and state grants require that Satisfactory Academic Progress be made as outlined in the chart below in order for financial-aid eligibility to be maintained. For information on procedures and policy related to how Academic Probation or Academic Suspension affects financial aid, see the Financial Aid Program section of this Handbook.

Satisfactory Academic Progress Chart

Early Intervention Program 

The Director of Academic Services coordinates an Early Intervention Program that seeks to identify students who are at risk of failure to meet institutional expectations for acceptable academic, labor, and social performance. In cases where the College becomes aware of student difficulty, the student’s Academic Adviser and/or the coordinator of the Early Intervention Program may initiate contact with the student.

Faculty members may report excessive absences to the Early Intervention Program. An attendance check with the student's other instructors will be conducted to determine if the problem is widespread. A student demonstrating attendance problems in two or more courses may be called in for counseling and academic assistance. The student’s adviser and the instructor who initiated the attendance check will be notified of any action. Excessive attendance problems may result in college-initiated administrative withdrawal. (See Academic Difficulty and Withdrawals and Cancellations for more information.)

Students experiencing difficulty in one or more courses are encouraged to seek help in resolving the problem(s). The first step always should be a full discussion with the instructor in whose course the problem exists. Conversation with one’s Academic Adviser also may help to pinpoint the source of difficulty. If the problem seems to be rooted in circumstances outside the particular course, such as study skills, time management, or a personal situation, assistance may be sought from the Learning Center or from counselors at the College Health Service. Any students experiencing academic difficulty may elect to enroll in GST 101: Strategies for Academic Success.

Following each regular term, the Office of Academic Services sends announcements of probation and suspension to the student’s Campus Post Office box and through postal mail to the mailing address presently cited in the student’s academic record for contact information. This announcement includes the reason for the assigned status, related conditions for resolution of the status, any impending threat to one’s eligibility for financial aid, instructions for student action, and the appeal process.

Students on Academic Probation are offered support from a centrally-administered academic intervention team that will work closely with Academic Advisers to review academic schedules, course load and course distribution over regular and summer terms, and discuss with at-risk students the degree to which their work in the Labor Program, extra-curricular, co-curricular, and social life activities are likely to contribute positively to the ultimate goal of earning a baccalaureate degree from Berea College. All students on probation will be identified for intervention purposes but special attention will be given to students who are on Academic Probation and who wish to maintain involvement in various campus organizations, intercollegiate athletics, musical ensembles, campus governance, and other groups. Students on Academic Probation cannot participate in internships, independent studies, team-initiated studies, domestic Short Term Exchanges, Berea Term Abroad or summer or short-term international travel (including Berea International Short Term, KIIS). Students who wish to participate in the above activities may appeal to the SAAS Committee for a waiver to conditions of Academic Probation.

Students will be placed on Academic Probation at the end of any regular term either for failure to earn the minimum GPA or credits identified in the Satisfactory Academic Progress Chart or for failure to satisfactorily complete three (3) full credit courses.

To meet terms of academic probation, a student must: earn C (C- does not count) or higher grades in three (3) full course credits and earn grades sufficient to raise the cumulative GPA to the level required for the next regular term. (See Satisfactory Progress Chart on p. 47.) If not, that student will be subject to suspension.

During the term of probation, students who have not completed GST 101: Strategies for Academic Success previously must enroll in and successfully complete GST 101(.25 credit). Failure to complete GST 101 successfully while on probation will negatively influence a future enrollment decision for a student who remains in academic difficulty. Students wishing to be excused from this requirement may submit the GST 101 Waiver form to the Director of Academic Services.

Also see the Student Handbook’s section on “Student Rights and Responsibilities” for more information on Probation, Readmission, and Reinstatement (also available online).

Students are subject to suspension for any of the following reasons:

• failure to meet the conditions of Academic Probation;
• failure to satisfy the Developmental Mathematics Requirement prior to the beginning of the third regular term of attendance;
• failure to satisfy the Writing Competency Requirement by the end of the fourth term of attendance;
• failure to successfully complete GSTR 110 and GSTR 210 prior to the end of the third regular term of attendance. (Students are required to be enrolled in these courses until successful completion is achieved unless they are enrolled in GST 150: College Composition);
• failure to pass the majority of all courses carried for a regular term (even if the student is not on probation);
• failure to complete the Declaration of Primary Major process in a timely manner. Students are asked to declare a primary major by the end of the term in which they will accumulate fifteen (15) course credits.

Students who have earned 15 college credits in high school will be given the option of declaring a major prior to their third regular term of attendance, but will not be expected to do so until then.

When students initially apply for admission to a major and do not meet the minimum requirements, they have until the next regular term to meet the minimum requirements. Students who do not successfully complete the process that term will be suspended unless they submit a letter of request for a one-term extension to declare a major. Failure to complete the declaration of major process in the term of extension (the third term in which the student is in the declaration of major process) will result in suspension from the College.

Appeals of Academic Suspension

Students who are dismissed for academic reasons have the right to appeal the action within five (5) business days from the date of notification. The appeal must be in writing and include pertinent information other than what is available to the committee at the time of its initial action. The letter of appeal should be: 1) word processed and follow the format of a formal business letter or be considered as a formal writing activity; 2) be addressed to the Chairperson of the SAAS Committee; and 3) be sent to the Director of Academic Services.

To reach a decision on the appeal the SAAS Committee will take into consideration the student’s previous academic, labor and social record at Berea as well as the degree to which the student has responded to institutional attempts to support academic success (e.g. successful completion of GST 101: Strategies for Academic Success, response to consultation with the Academic Adviser, documented visits to the Learning Center, etc.).

In addition, the following criteria will be considered by the SAAS Committee during appeal hearings:

• Evidence of Satisfactory Academic Progress, compliance with General Education requirements, and timely resolution of incomplete grades according to College policy (See Student Handbook).
• Compliance with the expectations identified in the Midpoint Degree Check.
• Evidence of student responsiveness to the probationary advising program.
• Evidence of extraordinary circumstances beyond the student’s control.
• Clear support for reinstatement from informed members of the faculty and staff.
• Likelihood of completion of degree requirements within remaining terms of attendance.
• Submission of a clearly written plan to achieve academic success.
• Evidence of balanced engagement in co-curricular, social, and labor opportunities.

The SAAS Committee may wish to interview the appellant. For that reason, appellants should make themselves available at the time of the appeals meeting. It is the student’s responsibility to ascertain the time and place of the appeals meeting. After the Committee has considered the appeal, the Committee informs the student of the decision by mail. (Berea College Student Handbook)

If the appeal is successful, the student will be continued on probation for one subsequent regular term. The same appeal will be used for purposes of continued eligibility for Title IV and state financial aid. Without this written appeal, the student will not remain eligible for Title IV and state financial aid.

Unless otherwise specified at the time of suspension, the official status of the suspended student will be reflected in the academic record as “Academic Suspension” for the passage of one regular term, after which time the student is returned to “Good Standing,” thereby permitting enrollment at another institution.

Unless otherwise specified at the time of suspension, students are ineligible to be considered for readmission to Berea College before the passage of two (2) regular terms of absence. Students should be aware that readmission is a very competitive process and successful applicants for readmission almost always leave Berea in good standing. However, previously suspended students can improve their chances for readmission by attending another regionally accredited institution and addressing the area of academic challenge encountered at Berea and/or by demonstrating overall academic proficiency, or significant achievement in community service or employment.

Notes: Courses that have been failed previously at Berea are not eligible for transfer credit back to Berea. All outstanding Student Account balances must be resolved in order to be considered for readmission.

There are three options for receiving credit by examination—College Board Advanced Placement examinations, the College Level Examination Program, and Advanced Standing examinations. Students are encouraged to take advantage of any of these, as is applicable. NOTE: No examination or transfer credit can be used to satisfy any of the five core classes within the General Education Program, including GSTR 110, 210, 310, 332, and 410, nor the Writing Competency Examination requirement.

Students may earn credit by examination from Advanced Placement (AP) and College Level Examination Program (CLEP) test scores. Students, including transfers, who have taken AP or CLEP examinations, should have scores sent to the Office of Academic Services, CPO 2205. Students will receive AP or CLEP credit, as follows or as approved by future Faculty action. NOTE: AP & CLEP credit is recorded as transfer credit and does not count in the GPA.

To receive AP credit, the student must have taken AP courses in high school and must sit for AP examinations at a high school or college, or at a college testing center location. Credit will be earned as follows:

• Automatic credit is given for a score of 3, 4, or 5 on the same basis as transfer credit from other colleges;
• No placement or credit is given for a score of 2 or below.

By Faculty action, students will receive credit for CLEP scores at the level determined by the department. The action further provided that, if the department has not established a passing score, the student will receive credit if his or her score is at the mean for national private liberal-arts colleges.

Credit is limited to introductory courses; exceptions must be approved by the appropriate Department Chairperson or Interdisciplinary Program Director and the Director of Academic Services.

Credit is granted at or above a score that correlates to a final course grade of "B," unless additional departmental requirements have been established.

No credit for a subject in which the student is required to take a basic (non-credit) course.
No credit after college work has been attempted in the same subject area.

Students may receive credit for most courses at Berea by obtaining an Advanced Standing Examination application form in the Student Service Center's Self Serve Room (101 Lincoln Hall) and arranging for the examination with the Department Chairperson. Upon the student's request and the Department chairperson's approval, an instructor would write an examination. Course credit may be granted by Advanced Standing Examinations administered by the departmental faculty. If awarded, the credit will be recorded on the student's transcript under "Advanced Standing Examination," with the course name. Students wishing to receive Advanced Standing credit for Art courses may submit a portfolio to help show evidence of skills and accomplishments. A student may not receive credit by Advanced Standing Examination in language courses numbered below the fourth level if the course is in the student's first language. In addition, Advanced Standing Examinations are not given for any of the five core GSTR courses.

The College offers a variety of Special Learning Opportunities for students, including:

—to provide students with the opportunity to study topics not ordinarily covered in regular College course offerings, to follow up previous research, or to undertake projects not otherwise available through regular courses. These studies also may be concerned with more narrowly defined or more advanced material than that offered in regular courses. They must increase knowledge beyond that already gained, enhance analytical ability, and/or lead to higher skills acquisition. They may not duplicate courses listed in the current College Catalog. An Independent Study or Team Initiated Study need not be in the student's major field of study, but it does require sufficient background for analysis or description within a conceptual framework, i.e., aesthetic, ethical, historical, literary, scientific, sociological, etc. Proposals are submitted to the Office of Academic Services for review by the Coordinator of Advising (liaison to the Academic Program Council). Guidelines/forms are posted in the #Academics public folder on Outlook. An Independent Study involves one student and a Team Initiated Study involves two or more students.

—Independent Majors are designed by students who wish to pursue an integrating idea or principle that cannot be met through a standard Berea College major program. Students are free to propose topics. While the list is not exhaustive, some examples of previously
approved Independent Majors are: Appalachian Studies, Classical Civilizations or Classical Studies, Ecological Building Design, Film and Video Studies, and Peace and Social Justice Studies. Students interested in an Independent Major should talk with their Academic Adviser, or the person they would like to have as the Independent Major Adviser (must be above the rank of instructor and a Teaching Faculty member from one of the departments with course work included in the major). Completed proposals are submitted to the Office of Academic Services for review by the Coordinator of Advising, liaison to the Academic Program Council (APC). The APC liaison may accept, reject, or request that the student modify and resubmit the proposal. If approved, copies of the final proposal are sent to the student and Independent Major Adviser, and a copy is filed with the student’s record in the Office of Academic Services. Guidelines and forms are available in the #Academics public folder on Outlook.

—an opportunity that enhances and expands the education a student receives at Berea. International education both on campus and abroad, promotes growth by developing students’ cultural awareness and their perspectives about the world and their place in it. Students who want to include an education-abroad component in their curricula should start planning early. Students work with their advisers to develop a curriculum plan that shows how they will fulfill their degree requirements both with and without the international component, in case they are not able to participate in the desired international experience. Students also should visit the Francis and Louise Hutchins Center for International Education (CIE) early in the process to explore the programs that would be most suitable for their major and in the areas of the world that are most interesting to them.

Students must be in good standing to participate in approved education abroad opportunities, including, but not limited to, Berea Term Abroad (BTA), Berea International Short Term (BIST) courses, internships, and independent or team-initiated studies. As such, students on labor, academic, and/or social probation are not permitted to register for and/or participate in such opportunities. However, students who are on only academic probation may register/participate if they are enrolled in GST 101: Strategies for Academic Success during the probationary term. All students registered for education-abroad opportunities will be subject to a mid-term labor performance review, and those found to be significantly deficient in meeting the required labor obligation will not be allowed to go abroad. Any student placed on probation during or at the end of the term preceding international study will not be allowed to participate in an education abroad opportunity, even if already registered. Other exceptions to this policy must be approved by the appropriate administrator: the Director of Academic Services for academic probation, the Dean of Labor for labor probation, and the Assistant Vice President for Student Life for social probation.

A student who participates in an approved full term-length education-abroad program may continue abroad for a second term of study and remain registered at Berea College only with the approval of both the academic adviser and the Education Abroad Adviser This approval will be granted only under the following conditions: a revised curriculum plan is submitted demonstrating that the extension will not increase the total terms in the undergraduate program, the academic adviser endorses the revised curriculum plan, and no additional institutional financial aid is being requested.

For information about grants and loans available for international study for U.S. citizens and international students, as well as the College’s immunization policy for international travel, please see International Study in the Student Rights and Responsibilities/Policies section of this Handbook.

—an experiential education program individually designed for those with a special academic interest requiring integration of classroom learning with practical experience. The program, which will include on-campus seminars with academic sponsors as well as non-classroom experience, is open to students with sophomore or above status. One to three course credits (determined by department) in one 14-week term or one credit in Short Term may be taken in Internships. An Internship may be either a departmental or a General Studies offering. Applications and guidelines for Internships can be obtained from the Coordinator of Internships or found in the #Internships public folder on Outlook.

Service-Learning

—In service-learning courses, students apply academic knowledge to address community issues while developing their academic skills, sense of civic responsibility, critical, reflective thinking skills, and commitment to the community. Service-learning courses are taught each term in a variety of departments at Berea College. Designated service-learning courses are listed each term in the Schedule of Classes. These designated service-learning courses meet the Active Learning Experience  (ALE ) requirement in the General Education Program . Guidelines and a proposal form for service-learning course designation can be obtained from the Associate Director for Service-Learning  and Student-Led Programs in CELTS  (Center for Excellence in Learning Through Service ) and also can be found on the CELTS webpage at www.berea.edu/celts/servicelearning.

—on- and off-campus opportunities to engage in a mentor-apprentice summer undergraduate research experience, including those funded by Berea’s Undergraduate Research and Creative Projects Program (URCPP), by the Appalachian College Association (ACA), or by other College or external sources. While no academic credit can be earned for this research experience, in addition to gaining valuable research experience, students participating in a full-time (minimum of 8-10 weeks, 40 hours per week) URCPP- or department-approved summer undergraduate research project may request to be registered by the Office of Academic Services for UGR 010 (URCPP-funded project) or UGR 020 (other department-approved project). Students who earn a grade of “S” in UGR 010 or UGR 020 can earn one of their three (3) required Short Term credits for one such experience during their years at Berea College. For each such experience, students also will have the “Undergraduate Research” notation on their transcripts. Students participating in a URCPP-funded project are not permitted to enroll simultaneously in any other course (other than UGR 010 or UGR 020) either at Berea or elsewhere. In other words, students are not permitted to take a course AND participate in the URCPP-funded project during the same Summer Term. By Faculty action, all approved and successfully completed URCPP- or faculty-led undergraduate research experiences also will meet the ALE Requirement in the General Education curriculum, provided that the student is registered in advance for UGR 010 or UGR 020, or an approved alternative.

Convocation events constitute a significant part of the General Education Program at Berea. These events bring to the campus notable speakers, scholars, performers, and programs on a variety of subjects to enlarge the intellectual, aesthetic, and religious dimensions of campus life. In addition, our student performing ensembles provide convocations addressing similar issues through music, dance and theatre. Providing rich experiences for students, faculty, and staff alike, convocations help build and sustain a sense of curiosity and intellectual challenge so basic in an academic community. They make available information and insights on important topics likely to be considered in academic courses.

Receiving credit for seven convocation events a term is an expectation of all full-time Berea College students. At the beginning of the Fall Term, the Coordinator of Convocations publishes and distributes the official calendar of convocation events for the academic year. The Convocation bulletin boards in the College Post Office, the Alumni Building, Hutchins Library, or the College Convocation Web site should be consulted regularly for any announcements of changes in the official schedule. Short Term events are included as part of the Spring Term. Credit is not given for an event that is cancelled by the Coordinator or missed by a student for any reason. It is to one's advantage to plan attending more than the number expected each term. In this way, one has the flexibility at the end of a term when an examination, weather, illness, a decision to leave before the conclusion of a convocation, the cancellation of an event, or a "pulled card" (a violation of the convocation rules) might prevent one from obtaining credit.
All students automatically will be enrolled in a .25-credit convocation course (CNV 100) during each of their regular terms of in-residence enrollment, with the exception of the final term of enrollment, for a maximum of eight such terms. For each term of enrollment in CNV 100, the student will earn a grade of CA (which is calculated as an A in the GPA) for receiving seven convocation credits. The grade of CF (which is calculated as an F in the GPA) will be given if one receives fewer than seven convocation credits. Convocation credits only count in your GPA and not in the total of credits earned toward graduation. If a student is enrolled at Berea College for eight terms, seven terms of convocation credit are required and the eighth term is optional. If a student is enrolled for nine or more terms, eight terms are required and additional terms of credit are not allowed.

NOTE: Teacher Education majors who enroll full-time during a regular term following a term of student teaching are required to meet the convocation requirements in that term.

A student can receive up to a total of three convocation credits during the academic year for attending performances of the following Berea College student ensembles: one theatre event (Theatre Laboratory), one musical event (Black Music Ensemble, Concert Choir, or Wind Ensemble), and one dance event (Country Dancers or Kinetic Expressions) and only on the dates so publicized as being offered for convocation credit.

Convocation credits achieved during the academic year by each student are posted in the student section of the BONd website (Berea's Online Neighborhood). A student should check the convocation list on BOND to avoid losing credit if one is not eligible to receive credit for a student ensemble convocation (see paragraph above). A student should check BONd to confirm if one has received credit for convocations attended for which a convocation card was submitted to an usher. Credit cannot be given if the Office of the Coordinator does not have a student's physical card. Any discrepancy must be reported to the Coordinator of Convocations as soon as possible after the convocation in question but not later than the day classes end, the time that will constitute the deadline for appeal

Convocation speakers and performers are either guests of the College community or are your student peers and faculty. You are expected to extend to them the same courtesy and attention you would appreciate and that would be expected of you if you were attending the same event on another campus.

Certain rules are necessary to assure that you receive proper credit and, at the same time, that others also are able to benefit from the presentation. In order to receive credit for attending the convocation event, you must:

Be on time and stay during the entire program. Please do not disturb others by knocking on the doors after they have been closed and locked. A student, who arrives more than 5 minutes after the program has begun, or who leaves before it is over, and turns in a card for credit, is not eligible to receive credit and can be subject to a charge of academic dishonesty. The side doors of Phelps-Stokes are locked at the beginning of the convocation; the front doors are locked five minutes after the announced starting time.

Be physically present in the room. (Those with children should take them to the room provided in Phelps-Stokes. See also #8).

Act courteously toward those on stage, members of the audience, and the usher staff. Be attentive to the convocation presentation. You are not to sleep; eat or drink; read; study; talk; listen to any sound-producing device; operate a laptop, pager, or cell phone; and/or engage in any kind of behavior that calls attention to yourself that is inappropriate for that particular type of convocation and generally is considered discourteous to those on stage or those around you. Appearing to be asleep, for instance, has the same meaning to a guest on stage as actually being asleep. Do not put your feet or legs on the chair in front of you, or on the balcony railing or ledge. Do not move toward an exit until the convocation clearly has been concluded. Permission to use a laptop during convocation is subject to prior approval by the Convocation Committee.
Turn in only one card at any event and only the card with your computer-printed name issued to you by the Office of Academic Services. A student who signs another's card will not receive credit for that convocation. If you run out of, misplace, or lose these cards, you can pick up new ones at the Office of Academic Services no later than noon on the day for that convocation. Ushers are instructed to accept only convocation cards.

A student will not receive an additional credit for Berea College Theatre convocation if they have already received convocation credit for a theatre performance; likewise for a student music ensemble and/or student dance ensemble.

Include your legible signature. Please correct your student identification number or your name if either changes. A student whose card is unsigned will not receive credit for that convocation.
Give your card to an usher immediately after the convocation and before leaving the auditorium or room in which the convocation was presented. A student who turns in a card after leaving the auditorium or room will not receive credit. Ushers make a final call for cards before leaving their positions at the doors. Ushers should not accept your convocation card after you have left the room in which the convocation was held. Parents and caregivers in the children's room will be instructed to whom to give their card (see #8).

Parents and caregivers are held responsible for the conduct of their children. Those persons with children who are not paying attention to the convocation and who are disturbing others are expected to use the room equipped with a television set on the second floor of Phelps-Stokes. Continued disruption can result in a pulled card of the person(s) responsible for the child.

Violations of these rules will result in administrative action. When convocation begins, talking should cease and attention should focus upon the event. It is not necessary that a person be told at the time that their behavior is inappropriate and/or disruptive. This document should serve as the guideline by which one can monitor his or her behavior. If a student's behavior is considered by an usher to be in violation of any of these rules, or is reported by anyone in the audience to an usher, the student's convocation card will be "pulled," i.e., the violation will be reported to the Coordinator and can result in denial of credit for that convocation, subject to any appropriate subsequent appeal by the student to the Coordinator of Convocations.

With the exception of a violation of Rules 4, 5, 6, and 7, the student has the right to appeal the action of the usher(s) within five working days of the date of the notice by writing to the Coordinator of Convocations. The Convocation Committee, which is the final authority in these matters, will hear unresolved appeals. Ignorance of these rules is not a foundation for an appeal.

First violation With the exception of a violation of the Rules 4, 5, 6 and 7, a first violation will result in a letter of warning to the student with no loss of credit with a copy being sent to the office of the Associate Provost for Advising and Academic Success.

Subsequent violations Any subsequent violation will result in the denial of credit and a letter of notice being sent to the student, to the student’s adviser, and to the Office of the Associate Provost for Advising and Academic Success.

In some circumstances, a violation of the rules for flagrantly inappropriate behavior may result in direct action by the Associate Provost for Advising and Academic Success.

A student's card can be pulled for any of the following reasons: attempting to receive credit (1) by turning in multiple cards for one's self; (2) by turning in another's signed card; (3) by having one's card turned in by another; (4) when one was not present during the entire convocation; (5) when informed by an usher that one is not eligible to receive credit. In addition to the denial of credit, any of these violations will be treated as an act of academic dishonesty. A letter of notice will be sent to the student and to the student's adviser. If, in the Coordinator's judgment the charge has merit, the section on "Academic Honesty" found in this handbook will be followed.
Convocations scheduled in the evening generally indicate the desirability for a somewhat more formal atmosphere. Students (and staff) are requested to "dress up" on most of these occasions, as indicated in the Calendar. The wearing of such clothes as shorts, cut-off shorts, sweats, or gym clothes is considered inappropriate attire for evening convocations. The evening event is generally longer than one hour in length to accommodate different programming formats. Afternoon events that are expected to last an hour, or longer, will be so indicated in the Convocation Calendar and/or announced beforehand.

This statement supersedes any previously published. Questions may be addressed to the Coordinator of Convocations. In addition, suggestions for convocation speakers or events may be addressed to the Coordinator, Randall Roberts, in Frost 107, email, or via CPO 2160, Berea, KY 40404-2160. (Revised May 2004).

College Health Service

Policies and Procedures

 New or transfer students must provide a detailed health history and a copy of their childhood immunization record prior to the beginning of his/her first term on campus.  The College requires documentation of adequate immunization against diphtheria, pertussis (whooping cough), tetanus, polio, measles (rubeolla), mumps, and rubella (German measles). We recommend, but do not require, immunization against Hepatitis B and meningococcal disease. Appropriate screening for tuberculosis is also required. A student who has not met the requirements (completed health history, immunization record, and tuberculosis screening*) will not be permitted to register for a second term.

*Entering students must complete a questionnaire regarding tuberculosis exposure. Entering students from high risk areas or with a history of high risk for tuberculosis must undergo skin testing. Should that test indicate the possibility of active disease, a chest x-ray will be required. This is done at the Madison County Health Department. In cases of active disease, treatment is mandated by law and closely monitored. If the skin test is positive but the x-ray is negative, a nine-month course of antibiotics is highly recommended. Students who fail to complete at least six months of the appropriate therapy must have a chest x-ray every year at their own expense, or they will not be allowed to enroll in the subsequent semester.

Students participating in international study/travel opportunities are required to receive from Berea College Health Service or a recognized travel authority such as the Center for Disease Control or similar body all immunizations recommended for travel to a particular region.  Exemption to this policy will be made only for a student who has had a waiver from immunization for religious reasons on file with the College from the time of initial enrollment. Any student requesting exemption must receive counseling from Berea College Health Service concerning the risks they are assuming prior to signing a special waiver form before every international trip

Students who are younger than 18 years old at the beginning of their first semester at Berea College must have consent for treatment signed by a parent or legal guardian before they can register for classes.

Services provided by CHS include: a) acute care (sore throats, urinary tract infections, bronchitis, sexually transmitted diseases, etc); b) chronic care (diabetes, high blood pressure, etc.); c) screenings/health maintenance (pap smears, sports and other physicals, health education, immunizations, etc); d) emergent care (suturing, splinting, or appropriate referral to a specialist). For an appointment call ext 3212.

Having paid the required health fee each semester, students are entitled to unlimited of visits to CHS at no additional charge. For some tests that are run in the office there might be an additional charge. By paying an additional health fee each semester, students’ spouses and children ages 3-23, will also be seen. CHS provides some immunizations to patients at cost. These include flu vaccine, tetanus boosters, meningitis, hepatitis A & B and various other immunizations necessary for travel to certain countries.

Allergy injections ordered by an allergist are given to students during regular CHS hours at no charge TB testing is done for a fee.

Prescriptions ordered by CHS providers may be filled at the student’s expense at any pharmacy. Saint Joseph Berea Pharmacy allows student to charge (prescriptions only) to their student accounts. Students who accumulate large bills for ongoing medication or treatment are encouraged to apply for additional financial aid.

Crutches are available for loan when ordered by CHS or another physician. There is a $50 charge for crutches not returned to CHS.

Summer Services

Students who pay the summer health fee will be seen, as during the school year, for no charge Graduating seniors are eligible for service up to three months beyond graduation at no extra charge.

All students attending Berea College are required to carry health insurance through the college.  For those students who are covered by parental or individual plans, the mandatory College policy serves as secondary, “excess” coverage.  The policy provides primary coverage for students with no other insurance. The insurance premium is part of the student expense budget and reflected there as a fee. Toward which aid is applied on a need basis as established by the Free Application for Federal Student Aid.  Students’ dependents may be added to the College plan at an additional premium.

Policy benefits and exclusions are explained in a brochure sent to each student along with an insurance card.  This card must be presented when seeking medical care, other than at CHS.  Students are responsible for submitting claim forms.  The College Health Service Office Manager may assist with this task.

Laboratory Procedures

Some laboratory procedures ordered by and done in CHS are provided at no charge to students. For others there is a fee. Laboratory, x-ray, and other diagnostic procedures not available in CHS are usually available at St. Joseph Berea Hospital and are the student’s responsibility for payment. Usually these charges can be billed to the student’s health insurance plan. Any outstanding balance is the student’s responsibility.

Special Consultations

CHS refers students to various specialists and sub-specialists when necessary.   The fees associated with such referrals are often covered in part if not in total by health insurance.  Charges are the responsibility of the student.

Hospitalization

Inpatient services, including some surgeries, are available at St. Joseph Berea Hospital. Physicians who hospitalize patients will follow the patient in consultation with CHS physicians. All costs of hospitalization, including specialists’ fees, will be billed to the student’s insurance. Any outstanding balance will be the student’s responsibility.

After-Hours Care

When CHS is closed a physician is on-call at all times for phone consultation. The on-call physician is accessed by calling the hospital operator (859-986-3151) and asking for the physician on-call for CHS.

Emergencies

If a situation is deemed a health/illness emergency care should be sought at the St. Joseph Berea Hospital Emergency Room. The emergency room doctors and nurses are available for phone consultation to determine whether an emergency exists. Emergency room expenses not covered by insurance are the student/patient’s responsibility.

Ambulance

The services of the College physicians are available only at CHS on the second floor of St. Joseph Berea Hospital. Residence hall or home visits are not provided. If a student has an emergency and is unable to get to the office or hospital, an ambulance should be called. If time permits, a member of the Residence Life staff should be contacted before the ambulance service is called. The student is responsible for the ambulance charge.

Off-Campus Emergencies

When a health emergency arises during approved off-campus activities, the College-designated person-in-charge shall confer with the CHS physician if at all possible. When the emergency is such that the student can safely be brought back to campus, he/she will be placed in the care of the College physicians. When an emergency is such that the student cannot be safely brought back to campus, the student shall be cared for at the nearest appropriate facility.

Confidentiality

The relationship between physicians and patients and between other health care providers or counselors and students is always confidential. CHS records are confidential and all records are managed according to HIPAAguidelines (see below). Patient information is not revealed to other College, institutional personnel or parents without the informed, written consent of the student/patient except in cases of extreme urgency in which the life or safety of the patient or other persons is at risk. All employees at CHS are required to sign a confidentiality agreement.

At times, health providers are required by law to report infectious diseases to public health officials. Patients will be informed when reporting of this information is mandatory.

CHS complies with and abides by the provisions of HIPAA the Health Insurance Portability and Accountability Act at the first visit all patients are asked to sign a form stating they have received information about HIPAA. Patient access to professional records is also subject to the Records Access and Protections provision in this Handbook.

Medical Excuses

The College Health Service staff will not provide written excuses due to illness or CHS visits. Students who miss class or work for medical reasons should tell the professor or supervisor in advance if possible. Professors or supervisors may request supporting information as appropriate in writing with the student's signed authorization for release of medical information.

Human Subject Research

Students occasionally are asked to be part of or participate in research conducted by faculty and other students. Student participation in this type of research is voluntary and subject to the College’s Human Subject Research Guidelines and Procedures, which are available in the office of the Dean of Faculty Any student who has questions about the nature of the research in which he or she is or might be involved should contact the Dean, who chairs the Undergraduate Research and Creative Projects Program (URCPP) Committee.

Counseling

Professional counseling and psychological services are provided through the Berea College Counseling and Psychological Service for students may wish to discuss academic, personal, psychological or social problems. The services provided are confidential. Anyone seeking counseling services should contact CHS (ext. 3212) to arrange an initial intake interview. During the intake interview, a licensed counselor will assess the student’s needs and determine which services would be appropriate. Individual, group, or couples counseling, further assessment, or a referral to another department or service may be recommended. Students wishing to talk with someone off-campus should contact Bluegrass Regional Comprehensive Care, Richmond, Kentucky. (859-253-2737)

Disability Services

A Disability Services Coordinator is available to assist disabled students in anticipating and planning for their full participation in the academic, labor and social programs of Berea College. The Coordinator acts as a liaison with other College departments and offices in arranging responses appropriate to the student’s particular situation. Some of the services available to qualifying students with disabilities include: communication with faculty and advisor regarding student needs; accessible classroom and housing; determination of appropriate accommodations; classroom accommodations or modifications; assistance with obtaining recorded textbooks; peer tutors; extended testing time; and information and referral for additional services. A student must contact the Disability Services Coordinator and provide appropriate documentation in order to receive services.  For an appointment call ext 3212.

The Disability Services Coordinator works closely with the Section 504 Coordinator to assure compliance with the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1992. Also, the Section 504/ ADA Coordinator receives complaints related to possible discrimination based on physical access needs. The Vice President for Business and Administration is the Section 504/ ADA Coordinator.

The Financial Aid Program of Berea College is based on the principle of providing the best possible education for the least cost to the student. The administration of the program is under the direction of Bryan Erslan, Director of Student Financial Aid Services. The Financial Aid Program is based on the premise that Berea College students will make every reasonable effort to help with costs through summer wages, student labor earnings, and plain living.

Under Berea's Cost of Education policy students and their families are not asked to directly pay tuition. The Cost of Education is guaranteed to each student and is met through a combination of grants and scholarships.

Costs of attendance and required health insurance (waived if otherwise covered) for the academic year are as follows:

Student Expenses

(Fall, Short, and Spring Terms) 2008-2009 Registration Costs

Food
$2,686.00

Room
$3,082.00

Fees (Health, Student Activities, S.G.A., Pinnacle, Chimes, Theatre, Athletics)
$226.00 (*see “Student Publications” for marriage exception of Chimes fee)

Technology Fee
$300.00

Books and Supplies
$750.00

Transportation
$400.00

Personal Items (clothes, sundry, recreation, etc.)
$1,350.00

Health Insurance: Mandatory
$340, ($170 Fall, $170 Spring)

A residence hall student can assume that the total expense for food, room, fees and other out-of-pocket expenses for one school year may be around $9,186.

Summer costs are approximately one-fourth of the costs of the academic year.

Students planning marriage must complete a budget form to demonstrate that their financial resources after marriage will be adequate to support their plans for one or both to continue as students. Budget forms can be obtained from the Student Financial Aid Office.

The Financial Aid Program consists of six general types of assistance:

Berea College guarantees some form of aid for the full tuition cost to each student. A combination of grants and scholarships from federal and state programs, donor designated gifts, College funds, and outside scholarship awards cover the instructional costs that are about $24,500 per student. A Labor Grant of $4,000 is applied toward the Cost of Education for each student in recognition of each student's work in the Labor Program.

The Labor Program is a primary source of direct financial aid/ providing $1,450 to over $2,500 per year to assist in covering educational costs. It is also expected that each student will earn and save as much as possible through summer employment.

Student aid grants require no repayment. These may be granted to any student with demonstrated need of such assistance to help meet food, room, fees and other education-related expenses, depending upon other resources available to the student.

Upon enrollment, each student at Berea College is assigned a student account. This account contains charges for room, board, required fees, and selected items such as books and supplies and institutional fines. Financial aid for educational costs also is credited to this account.

To confirm enrollment and validate the student ID, the student account must be paid prior to the first day of classes each term (August 27 for the 2008 Fall Term and February 10 for the 2009 Spring Term). If the account cannot be paid in full, a payment plan must be arranged through the Student Service Center or Office of Student Financial Aid Services. Payment plans may include a combination of payment by cash, check or credit card, use of labor earnings through payroll deduction (50% or more), or additional aid such as institutional or federal loans.

Upon presentation of a valid student ID, the College Bookstore will charge the student account for books and educational supplies. Other educational costs and college fines may also be applied to the account. These charges and any charges remaining as part of a payment plan must be resolved in order to register for upcoming terms. Registration will take place during the following periods: November 10-19 for Short and Spring Terms; and April 27 - May 6 for Summer and Fall Terms.

Charges remaining on the account after registration must be resolved by the end of the term. Special financial aid for upcoming terms (e.g., grants for Short Term or summer travel) will not be released until the account balance is paid in full.

Low interest long-term loans may be obtained from Berea College when needed to pay essential school expenses. They are without interest as long as the borrower is a full-time student. Long-term loans become due six months after graduation or withdrawal from college and must be repaid within an agreed upon schedule. Special non-interest bearing loans are available to upper class students who have significant financial need and who plan to serve in the Appalachian region after graduation.

Berea College also participates in the Perkins Loan Program and will help determine eligibility for the Federal Subsidized and Unsubsidized Stafford Loans through various lenders participating in the Family Education Loan Program. For more detailed information concerning the financial assistance program contact the Student Financial Aid Services Office

Refund Policy

1. College Refund Policy

The following regulations govern refunds when proper procedures for withdrawal as outlined in the Student Handbook have been followed.

Food Charges

A student who withdraws before the end of a term is entitled to a refund of half of the unexpired portion of the food charge.

Room Charges

A student who withdraws during the first two weeks of a term is entitled to a refund of half the room charge Students who marry before the Short Term and remain students beyond the Short Term will be granted a refund of the room charge for Short Term if they apply for the refund before Fall Term ends.

Refunds are made approximately two weeks after notice of withdrawal is received and disbursed in the following order:

• Repayment of federal and state loans and grants made for the current term;
• Repayment of aid granted from Berea College funds;
• Repayment of all amounts due Berea College;
• Balance paid to student.

Any remaining balance due Berea College must be paid before a transcript is issued. Diplomas will not be issued to students with financial obligations.

2. Federal Refund Policy

A portion of Title IV grant or loan funds (except Federal Work Study) must be returned to the Title IV programs upon the recipient's withdrawal from school.

Withdrawal date

As determined by the school, the day the student withdraws is the date:

• The student began the withdrawal process prescribed by the school;
• The student otherwise provided the school with official notification of intent to withdraw; or

(for the student who does not begin the school's withdrawal process or notify the school of the intent to withdraw) the midpoint of the payment period or period of enrollment for which Title IV assistance was disbursed.

If the school determines the student did not begin the withdrawal process or notify the school of the intent to withdraw due to illness, accident or other such circumstances beyond the student's control, the school may determine the appropriate withdrawal date.

Percentage of the payment period or period of enrollment completed

The percentage of the payment period or period of enrollment for which assistance was awarded that was completed is determined by dividing the total number of calendar days comprising the payment period or the period of enrollment for which assistance is awarded into the number of calendar days completed in that period as of the day the student withdrew.

Calculation of Title IV assistance earned

 To calculate the amount of Title IV assistance earned by a student, the school must first determine the percentage of Title IV assistance the student earned. Up through the 60 percent point in time, the percentage of assistance earned is equal to the percentage of the payment period or period of enrollment for which it was awarded that was completed as of the day the student withdrew. If the student withdraws after the 60 percent point, then the percentage is 100 percent. That earned percentage is applied to the total amount of Title IV grant and loan assistance disbursed (and that could have been disbursed) to the student, or on the student's behalf, for the payment period or period of enrollment for which it was awarded as of the day the student withdrew.

Calculation of Title IV assistance not earned

The amount of Title IV grant and loan assistance not earned by the student is calculated by determining the complement of the percentage of assistance the student earned and applying it to the total amount of grant and loan assistance that was disbursed (and that could have been disbursed) to the student, or on the students behalf, for the payment period or period of enrollment as of the day the student withdrew.

Differences between amounts earned and amounts received

The school will follow the regulations for late disbursement if the student received less grant or loan assistance than the amount earned. If the student has received more grant or loan assistance than the amount earned, then the unearned funds shall be returned by the school or the student, or both.

Responsibility of the school

The school shall return the lesser of the unearned amount of title IV assistance or an amount equal to the total institutional charges the student incurs for the payment period or period of enrollment for which the assistance was awarded, multiplied by the unearned percentage of awarded Title IV grant and loan assistance.

Responsibility of the student

The student shall return unearned Title IV assistance minus the amount the school returns.

Special rule

 A student (or parent for PLUS loans) repays the calculated amount attributable to a Title IV loan program according to the loan's terms. A student repays a Title IV grant program subject to repayment arrangements satisfactory to the school or the Secretary's overpayment collection procedures. A student shall not be required to return 50 percent of the unearned grant that is the responsibility of the student to repay.

The College will bill the student for the amount owed and collect repayment. A student who fails to repay may be referred to the Department of Education or other appropriate agency for collection. The student may be ineligible for further federal student aid funds.

Order of return of Title IV funds

Excess funds returned by the school or student are credited to outstanding Title IV loan balances for the student or made on the student's behalf for which a return of funds is required. Excess funds must be credited to outstanding balances in the following order:

1. Unsubsidized FFEL loans 
2. Subsidized FFEL loans 
3. Federal Perkins loans 
4. FFEL PLUS loans 

Remaining excesses

If excess funds remain after repaying all outstanding loan amounts, the remaining amount is credited to grant programs in the following order:

1. Federal Pell Grants
2. Academic Competitiveness Grant
3. Federal SMART
4. Federal SEOG
5. Other Title IV assistance for which a return of funds is required

Leave of absence

A leave of absence is not to be treated as a withdrawal and no return of Title IV funds is calculated. A student may take a leave of absence from a school for not more than a total of 180 days in any 12-month period. The student must have followed the institution's policy in requesting a leave of absence, and the school must have approved the student's request in accordance with its policy. If the student does not return at the expiration of an approved leave of absence, the school calculates the amount of Title IV grant and loan assistance that is to be returned based on the date the student began the leave.

Information on refunds may be obtained from the Student Financial Aid Services Office. Appeals may be directed to Joe Bagnoli, Associate Provost for Enrollment Management. 

Satisfactory Academic Progress

Students who fail to make satisfactory academic progress may lose their eligibility for Title IV federal financial aid.  Satisfactory Academic Progress (SAP) is measured by two components, Qualitative and Quantitative. 

Qualitative

In order to meet qualitative Satisfactory Academic Progress (SAP) standards, a student must meet the following cumulative GPA criteria.        

After four (4) terms, a student must maintain a 2.0 cumulative GPA.

Quantitative

Students must satisfactorily complete at least three (3) full courses during each regular term, and complete the total number of course credits per year based on the student’s academic year as listed below.

A maximum of six (6) academic years will be permitted to complete a baccalaureate program, or a total of fifty-four (54) courses attempted.  Courses for which a student receives grades of “F” (Failing) or “W” (Withdraw) will not be counted as earned courses, but will be counted toward courses attempted.  Incomplete courses will not be counted until a grade is given.  An excessive number of course repetitions will be considered not making SAP.  Transfer courses accepted at Berea will be counted toward the total number of courses attempted.

Review

Satisfactory Academic Progress will be reviewed at the end of each Spring term.  If a student is found to be not meeting the SAP standards, they will be subject to a probationary period lasting up to two (2) regular terms.  During this probationary period, the student may still receive financial aid.  If a student is meeting minimum SAP standards at the end of the 1st probationary term, they will be returned to good standing in regards to financial aid.  If they are still not meeting minimum SAP standards after 1 (one) regular term on probation, they will then be placed in a 2nd probationary term.  At the end of the 2nd probationary term, the student must be meeting all of the SAP standards in order to regain good standing in regards to financial aid.  If a student is still not meeting the minimum SAP standards at the end of the 2nd probationary period, they will then lose their eligibility for Title IV federal financial aid, including any KY state aid.  Students who are not meeting SAP due to having more that 54 courses attempted or completing 6 or more years are not eligible for the probationary period and will lose their eligibility immediately, with the ability to appeal. Appeals for a 5th year of education/financial aid will be reviewed through the SASS committee.

Students who earn all failing grades (F) during any term, or do not earn any grades during any term will immediately become ineligible to receive financial aid for any coming terms, including any that remain in the given school year.  If enrolled, institutional interest-bearing loans may be awarded on a case by case basis to cover the unmet need for term bill costs to replace any grant aid lost.  A student may appeal this decision.

Appeals of Financial Aid Decisions

Students who lose Title IV financial aid eligibility due to failure to maintain SAP may appeal the decision.  Written appeals must explain the circumstances that kept the student from making satisfactory academic progress for the designated period and be sent to Student Financial Aid Services.  Appeals will be due within 30 days of notification of failing to meet SAP.  A review of the appeal and decision will occur within fourteen (14) days of receipt of the appeal.  If an appeal is denied, Interest-bearing college loans would be available to help cover any grant aid lost.

Reinstatement of Title IV aid eligibility

Students will be considered in good standing in regards to financial aid eligibility when they again meet the minimum SAP standards as listed, or receive an approval of a submitted appeal Sitting out for any length of time does not affect a student’s SAP standing. Once a student re-enrolls after a period of absence, he or she would be required to submit an appeal in order to determine financial aid eligibility.

The Student Labor Program originated in its earliest form at Berea College in 1859 and expanded to become one of the College’s Great Commitments. The Labor Program provides economic, educational, social, personal, and spiritual benefits to students and those served by their work.

The Labor Program is designed to serve the following purposes:

• Support the total educational program at Berea College through experiences providing the learning of skills, responsibility, habits, attitudes, and processes associated with work;
• Provide and encourage opportunities for students to pay costs of board, room, and related educational expenses;
• Provide staff for college operations;
• Provide opportunities for service to the community and others through labor;
• Establish a life-style of doing and thinking, action and reflection, service and learning that carries on beyond the college years.

Designed to serve these multiple purposes, the program reflects a unified vision of labor as student and learning centered, as service to the College and broader community, and as necessary work well done. The administration of the program is the responsibility of the Dean of Labor.

Labor assignments function very much like classes. Beginning at basic levels of work, students are expected to progress to more skilled and responsible levels. Through these experiences, it is expected that student workers will 1) develop good work habits and attitudes, 2) gain an understanding of personal interests, skills, and limitations, and 3) exercise creativity, problem-solving and responsibility. Students may also learn the qualities of leadership, standard setting, and effective supervision.

The Labor Program makes it possible for students to know each other as co-workers as well as classmates. More importantly, linking the Academic and Labor Programs establishes a pattern of learning through work that continues long after college.

Upon admission to Berea College, all students sign a Student Labor Contract that remains in effect throughout the period of enrollment.  In signing this contract, each student agrees to:

• work a minimum of 10 hours a week and adhere to the work schedule as required by the position and arranged with the supervisor;
• work any additional contracted hours as scheduled and secure approval for contracts for more than 15 hours per week;
• complete a labor status change form (individual job contract) for each position held, or for any change in a position, as a supplement to the Student Labor Contract

The Labor Status Form (academic term or labor-only) establishes the work status of a student for a set period of time.  The status form defines the individual job contract for a position, which includes hours per week (academic term) or hours per day (summer labor-only).  The following chart outlines the total contract hours per term based on primary 10-, 12- and 15 hour-per-week positions during an academic term (fall / spring, short and summer):

Contracts for labor in excess of 15 hours per week require a review through the Labor Program Office in consultation with the Offices of Student Financial Aid Services and Academic Services.  Students wishing to carry more than 20 hours of labor must submit to further review by the Dean of Labor and the Student Admissions and Academic Standing Committee (SAAS). 

All first-year students are assigned grade 1, ten-hour positions, which they will hold until the end of the first academic year.  At the conclusion of the first year, and each year thereafter, students are charged with securing their own job placements.  Academic studies and work through the Labor Program are the primary concern of students attending Berea College and constitute a full-time load. Accordingly, work outside the Labor Program on a regular basis while enrolled as a student is not permitted without the approval of Dean of Labor or his designate in consultation with appropriate academic and financial aid officials.

Exchange students are required to fully participate in the Labor Program.  Part-time students are required to participate, but a reduction in hours may be approved by the Dean of Labor depending on the circumstances.  Non-degree students are not required to work, but may elect to do so if opportunities are available. 

Students who are unable to report to a regularly scheduled work assignment due to an emergency are expected to notify their labor supervisor immediately. Special circumstances such as an excused absence due to a death in the family, or prolonged illness, should be communicated to the Labor Program Office to determine if the student may be excused from a portion of the labor requirement. This should be done as quickly as possible as some circumstances may require documentation. In instances other than emergencies the labor supervisor should be notified well in advance of the absence and time should be made up before the end of the term.

Records concerning student labor are kept in the Labor Program Office and become part of the student’s file. These records include evaluations of student performance.

The decision to place a student on labor probation is made by the Dean of Labor based on review of the circumstances.  Normally probation is begun when a student fails to work enough hours in a term to meet the probationary cut-off or after a student falls significantly behind in hours during a term and warnings and attempts at counseling have not been successful.  Students may also be placed on probation for cause (e.g., not meeting the needs of the labor department) during a term.

In order to remain in good standing in the Labor Program, a student must complete no less than 140 hours of labor each fall and spring term and no less than 40 hours each short term (if enrolled) in a primary assignment by working 10-15 hours per week through the end of the term as required by the position and arranged with the supervisor.  If enrolled in classes during the summer term, each student is required to complete no less than 80 hours of labor for an eight (8) week class and no less than 40 hours of labor for a four (4) week class in a primary assignment by working 10-20 hours per week through the end of the summer school session as required by the position and arranged with the supervisor. 

Students on labor probation who fail to meet the conditions of probation are routinely suspended administratively following the conclusion of the final pay period in a term.

The Conditions of Probation are:

• Meeting the probationary cut-off during the term(s) of probation
• Meeting the contracted work schedule;
• Performing satisfactorily;

Additional special conditions that may have been established by the Dean of Labor (e.g., no further unexcused absences, satisfactory written evaluation by the supervisor, requirement to meet with someone for monitoring and follow-up, etc.).

The length of suspension is typically for one regular term. Should the student elect to appeal, the student may choose between these two procedures:

• Administrative Option: Appeal Considered by the Vice President for Labor and Student Life
• The Vice President for Labor and Student Life reviews the student’s written appeal, and renders a decision. Labor and Student Life Office staff notifies the student of the outcome.

Committee Option: Appeal Considered by the Labor Program Council

The Labor Program Council receives the appeal and renders a decision. Three members of the Labor Program Council constitute a quorum for hearing appeals.  Labor Program staff cannot be voting members of the hearing body; they can, however, be present to offer background information.  Labor Program Office staff will notify the student of the outcome.

Suspension within a Term

Non-performance as a student worker can lead to suspension within a term. In cases where a student has been placed on labor probation and continues a pattern of non-performance, the Dean of Labor may develop an accountability agreement and place the student on Labor Probation- Immediate Suspension.  Accountability agreements outline clear expectations that- if not met- are grounds for immediate suspension within the term.

A student may be recommended for suspension to the Labor Program Council (or administratively withdrawn as non-functioning if class attendance is also an issue).   If a student is recommended for suspension within a term, the Labor Program Council decides to accept or reject the recommendation. If a suspended student appeals the decision, the appeal is processed as described above in the administrative option.

Labor suspension is a serious matter.  It appears on the student’s academic transcript for the duration of the suspension, and results in a designation of “not in good standing” which often prevents admission to another institution.  At the end of the suspension period, the language is removed from the transcript and the student is once again in good standing.  While the student may apply for readmission to Berea College, it is not guaranteed.

A student with a labor-related problem should first discuss this situation with the supervisor. Most difficulties can be handled at this level. However, if it cannot be solved here, the next step is to discuss the concern with the head of the department.  If the concern is not resolved, the next step is to contact the Labor Program Office’s Workplace Development Associate for intervention and possible mediation.

If a solution cannot be reached in this manner, a formal grievance can be made by presenting the complaint in writing to the Dean of Labor.  The Dean may request written responses from the other parties involved. Normally within one week from the time the written complaint is received the Dean will write a report of findings and conclusions and submit it to all concerned. If any of the parties to the grievance appeals the Dean’s decision, the Labor Program Council will convene a meeting, normally within one week of the appeal or as soon as possible.

The Labor Program Council Chairperson shall appoint a Labor Grievance Board composed of the following: the Vice President for Labor and Student Life and four members of the Council, including the Chairperson, one student, one teaching faculty member, and one non-Labor Program Office member.  The Labor Program Council Chairperson will serve as chairperson of the Grievance Board.  The Dean of Labor will forward to the Board all written documents concerning the grievance and the written report.  The Board will review the grievance and within one week give a written decision to all concerned. The decision of the Board will be final subject to legal and other institutional requirements as determined by the President.

Grievances related to discrimination and sexual harassment are addressed through other means.  Please refer to the appropriate sections of the Handbook for further information. 
Adopted by General Faculty on January 5, 1981

Career Development

The Office of Career Development assists students in the process by which they can purposefully pursue interests, activities, and labor job choices to enhance career exploration and development. Information concerning employment after graduation is available for all seniors. Visiting recruiters are scheduled through this office. Notification concerning employer visits is sent periodically to seniors. Workshops and individual assistance is provided to improve and develop job location skills. General information concerning work and careers is available for all students.

Career Development also provides limited assistance with summer employment.
For more information about the Berea College Labor Program, please visit its website at http://www.berea.edu/laborprogram

Information Systems and Services  (IS&S)

Edge Program Summary

EDGE (Empowering a Dynamic Generation through Education) is the name given to Berea College’s program that provides a laptop computer to every student. In addition to laptop computers, the EDGE program provides access to the campus network and the Internet from many locations, including classrooms and residence hall rooms, as well as access to software, classroom multimedia technology, technical support, and training. Students who graduate from Berea College receive ownership of their laptop computers upon completion of transfer of ownership documents available at the Information Systems & Services (IS&S) service center.

Participation in the Berea College EDGE student laptop computer program is required of every Berea College student.  Regular full-time students are charged a technology fee of $150 per semester ($300 per year) for the program. Part time students also pay a technology fee as part of their access fee of $100 per semester ($50 for short term). These fees cover about one third of the cost of the program. Every student must sign an EDGE Student Participation Agreement and Network/E-mail/Web Account Application prior to being issued a laptop computer or a permanent network/e-mail/web account at the college.  A copy of the Participation Agreement can be found at http://www.berea.edu/iss/laptopsupport/default.asp.

Students having difficulty with their EDGE laptops should bring them to the IS&S Service Center in the Computer Center portion of the Hutchins Library building to receive assistance. If a laptop requires repair a temporary replacement computer can be checked out.  Students are responsible for their EDGE laptop computers and will be charged $700 as their share of the loss if the computer is lost, stolen or destroyed. Students are encouraged to purchase homeowners or rental insurance to cover the risk. In the event of accidental damage to the computer, students are charged a processing fee per incident but do not pay repair costs.  For incidents involving lost components or intentional damage, students are charged a processing fee plus the full repair cost.

Students are expected to comply with the Berea College Computer and Network Policy and the Berea College IS&S Network Usage Guidelines as well as other policies and laws governing the use of college computing resources. Those policies cover security, privacy, copyright, acceptable use of e-mail and other topics. 

 A copy of the Computer Network Policy and Network Usage Guidelines can be found at http://www.berea.edu/iss/policies.asp. IS&S Service Center, ext. 3343 (EDGE)

By logging on to the school network you agree and understand that you will abide to the following terms:

The following guidelines are of a general nature and refer to all usage of the network and supplement the Computer and Network Policy. These guidelines apply to all Berea College computing and network resources, including host computer systems, Berea College-sponsored computers and workstations, software, data sets, and communications networks controlled, administered, or accessed directly or indirectly by Berea College computer resources or services, employees, or students. This policy does not cover every situation; it merely serves as a guideline. If users have questions about what is acceptable and what is not, they should contact or visit Information Systems and Services.

Failure to comply with the Computer and Network Policy and the guidelines outlined in this document can result in, at minimum, termination of service. Those in violation of this policy are subject to the full range of sanctions, including the loss of computer or network access privileges, disciplinary action, dismissal from Berea College, and legal action. Some violations may constitute criminal offenses-as outlined by local, state, and federal laws-and will be reported to the appropriate authorities.

Berea College provides reasonable security against intrusion and damage to files stored on the network; Berea College is not responsible for unauthorized access by other users or for loss due to power failure, fire, floods, etc. Berea College makes no warranties with respect to Internet services and their availability, and it specifically assumes no responsibilities for the content of any advice or information received by a user through the use of Berea College's computer network.

College employees and students should also be aware that data and other material and files maintained on the network servers may be subject to review, or disclosure. Berea College will cooperate fully with local, state, and federal authorities in any investigation concerning or related to any illegal activities or activities not in compliance with College policies conducted through the network system. Users, when requested, are expected to cooperate with system administrators in investigations of system abuse. Failure to cooperate may be grounds for loss of access to the network.

Network services and wiring may not be modified or extended beyond the area of their intended use. This applies to all network wiring, hardware, and in-room jacks. Berea College's network infrastructure has been implemented with performance planning and appropriate security as major objectives. Network efficiency is one of the foremost priorities of Information Systems and Services, along with acceptable use practices and best use of resources. For these reasons, modifications will only be made by Information Systems and Services personnel.

No individual computer may be used as a router to other networks, internal or external to Berea College, nor may it serve in any way as an electronic gateway to non-Berea College affiliated systems without permission of the Chief Information Officer.

Computer or workstations are provided with names designated by Information Systems and Services to identify them on the campus network. Changing the name of a computer or workstation is not allowed and may result in making that computer unavailable to others and unable to access network resources. If a change to a computer name is necessary, please contact Information Systems and Services.

The network should not be used in such a way that disrupts the use of the network by other users. Attempts to degrade the performance or to deprive authorized personnel resources access to any Berea College computer system or network are prohibited.

Destroying or damaging equipment, software, or data belonging to the school or to others is prohibited.

Intentional spreading or creation of computer viruses is prohibited.

Any type of hacking (defined as attempt to gain access to folders, databases, hardware, or other material on the network to which one is not entitled) is considered to be an extremely serious offense and will not be tolerated. Any user who indulges in hacking and/or possesses hacking software or paraphernalia on his/her machine will have immediate suspension of network privileges and be subject to further disciplinary action.

Any attempt to circumvent system security or information protection schemes, uncover security loopholes, guess other user's passwords access codes, or gain unauthorized access to local or network resources is forbidden.

Unauthorized monitoring of electronic communications is forbidden.

Attempts to gain unauthorized access to private information will be treated as violations of privacy, even if the information is publicly available through authorized means. In addition, searching through directories to find unprotected information is a violation.

The primary user of any computer connected to the Berea College Network is responsible for the behavior of other users on that computer and for all network traffic to and from the computer. Sharing files on a computer may often be desirable; however, individuals are responsible for the content and legality of any information they choose to share. This responsibility includes making regular disk backups and controlling physical and network access to your computer. Avoid storing passwords or other information that can be used to gain access to other campus computing resources.

Software not provided by Berea College and subject to licensing must be properly licensed and all license provisions (e.g., installations, use, copying, number of simultaneous users, and term of license) must be strictly adhered to. Berea College assumes no responsibility for individual licensors or maintenance of their license. Such licensing is the responsibility of the user. Copyright violation is subject to disciplinary action by Berea College and/or civil or criminal liability.

Individual network folders are configured to allow students and employees the privilege to store school-related material. Users are totally responsible for the material in their own individual network folders. Similarly, students may only save items to their own personal folders or to designated academic class folders for classes they are currently enrolled in. Individual folders and class folders have size limitations (i.e., quotas) placed on them, and users are responsible for managing their folders within these size restrictions.

Each user should have his/her own account and is responsible for all activities in or from the account. Because it is each user's responsibility to protect their account from unauthorized use, accounts should not be shared.

All users are required to log on to the Berea College network with their own personal username or one supplied by Berea College designated for an official function. A personal username will consist of their last name and as many letters of their official first name as to ensure uniqueness. Personal usernames must be associated with each user's legal name; nicknames or preferred names will not be used.

Passwords are restricted to at least six characters and expire every 60 days. After five consecutive incorrect entries of a user's network password, the user's account will be locked until reset by an administrator.

User accounts will be deleted when a user ceases official association with Berea College. All files saved to the server, unless otherwise specified by a user's supervisor, will also be deleted.
Special access to information or other special computing privileges are to be used in performance of official duties only. Information obtained through special privileges is to be treated as confidential.

When users cease being members of Berea College (e.g., withdraw, graduate, terminate employment, or leave Berea College) or are assigned a new position and/or responsibilities within Berea College, access authorization must be reviewed. Users must not use facilities, accounts, access codes, privileges, or information for which they are not authorized in their new position or duties.

No services will be provided to outside organizations or agencies that would normally be provided by other public or private agencies within the geographical areas of the campus without the prior approval of the campus president or authorized vice president designee.
Only Information Systems and Services personnel or those authorized by the Chief Information Officer shall have physical access to Berea College's network servers.

If an additional network server is to be added to a local area network that provides access to or from the network, permission must be granted by Information Systems and Services. To gain this permission, a letter should be written to the Chief Information Officer, detailing the need, use, and information content of the server. In addition, the letter should include the name and credentials of a Berea College member who will be ultimately responsible for the use, maintenance and content of the server. This request will then be forwarded to the Information Systems and Services Management Team for consideration.

System Administrators may access user's files for the maintenance of networks and computer and storage systems (e.g., to create backup copies of data). In all cases, however, individuals' privileges and rights of privacy are to be preserved to the greatest extent possible. System administrators respect the privacy of accounts.

System administrators will not intentionally inspect the contents of data files or e-mail messages or disclose such contents to any person other than the owner, sender, or an intended recipient without the consent of the owner, sender, or an intended recipient unless required to do so by law or to investigate complaints regarding files or e-mail alleged to contain material contrary to Berea College policies or applicable laws.

Issued August 9, 2001

Revised December 3, 2004 and June 14, 2005 to reflect changes to Information Systems and Services job titles and department structure.

Berea College Computer and Network Policy

Introduction

Berea College is dedicated to a mission of learning, labor and service. In support of this mission, the College provides access to information resources, including computer equipment, computer networks and telecommunications to its students, faculty and staff (collectively, the "College Community").

The Berea College Computer and Network Policy (the "Policy") contains the College's policy and guidelines governing use of its Information Technology Resources by all members of the College Community. "Information Technology Resources" means, without limitation, all computers, printers, scanners, networks, Internet portals, telecommunications equipment and lines, together with all other hardware and software owned or utilized by the College. Information Technology Resource also includes any privately owned hardware or software which is connected to any of the College's computers, hardware, networks or telecommunications equipment. The College expects each member of the College Community to use these resources responsibly, ethically, and in compliance with this Policy, state and federal laws, and all contractual obligations of the College and third parties with respect to any component of the College's Information Technology Resources.

By adopting this Policy, Berea College recognizes that all members of the College Community are bound not only by the Policy but also by state and federal laws relating to electronic media, copyrights, privacy and security. Other College polices that relate to this Policy include the Berea College Student Handbook, the Berea College Faculty Handbook, and the Berea College Personnel Policy [staff] Handbook. Each member of the College Community is expected to be familiar with the relevant policies. All questions of interpretation of this Policy should be addressed to the Chief Information Officer.

Any member of the College Community with a valid Berea College ID Card (a "User") may use any of the computers in the student public access areas, except when these areas have been reserved. Users may also apply for and receive a network mail account. Temporary access to Information Technology Resources may also be extended on a limited basis to campus visitors. The College reserves the right, in its sole and absolute discretion, to refuse access to its Information Technology Resources to any person who is not a member of the College Community.

All Users are responsible for helping to maintain a sound computing environment. Acts which serve to degrade Information Technology Resources whether deliberate or otherwise, are prohibited. Berea College has the right to monitor, limit, or restrict specific technologies that disrupt or degrade Information Technology Resources.

Information Technology Resources are made available primarily for academic and administrative activities. Unauthorized use of Information Technology Resources for commercial purposes is prohibited.

Academic use of Information Technology Resources takes precedence over non-academic use.
Individuals should report any reasonable suspicion of computer security problems to the IS&S Service Center or the Director of Network Services.

Software applications licensed by Berea College may not be copied except according to the applicable license agreement. Illegal copying of licensed software is prohibited.
The following statement was adopted by the Faculty on May 14, 1992 and forms an integral part of this Policy:

Respect for intellectual labor and creativity is vital to academic Discourse and enterprise. This principle applies to works of all authors and publishers in all media. It encompasses respect for the right to acknowledgment, right to privacy, and right to determine the form and terms of publication and distribution.

Because information stored on electronic media is volatile and easily reproduced, respect for the work and personal expression of others is especially critical in electronic environments, such as computer, VCR, etc. As members of the academic community, we value the free exchange of ideas. However, just as we do not tolerate plagiarism, we do not condone the unauthorized copying of software, including programs, personal files, applications, databases, and codes. Violations will be handled in the same manner as all other acts of dishonesty. (Adapted from a statement developed by EDUCOM, an organization of over 2000 colleges and universities.)

Current state and federal laws regarding obscenity and pornography, libel and slander, and misuse of the mails for threats and anonymous letters apply to electronic mail, Internet and bulletin boards. Users are expected to use common courtesy, avoiding vulgarity, obscenity and profanity.

The general codes of conduct for students and employees apply to all users of Information Technology Resources.

Berea College reserves the right to limit or restrict any individual users access. An Officer of the College or the Chief Information Officer may, without notice, authorize immediate removal of any data, file or system resource that may undermine the authorized use of the Information Technology Resources.

When creating electronic messages, users should be conscious that electronic information is easily duplicated and may be shared widely.

Using electronic communication for any form of harassment is prohibited.

Initiating or continuing electronic chain letters is prohibited. A chain letter is "a letter instructing the recipient to send out multiple copies so that its circulation increases in a geometrical progression as long as the instructions are followed." (American Heritage Dictionary, 1995).
Spamming is prohibited. Spamming is defined as the act or acts of flooding mailboxes, bulletin boards and multiple mail lists with unsolicited messages.

The purpose of local bulletin boards is to share campus-wide information. Outdated messages not removed by the posting User will be removed by the administrator.

There is one official Berea College web site containing information about Berea College with links to departments' and organizations' resources. Allocations of space for Internet resources (web sites, FTP servers, etc.) may be obtained by application to the Chief Information Officer.
Technical resources placed on or connected to the College's Information Technology Resources are subject to all other College policies, standards and procedures. Copyrighted materials may not be displayed on the network or Internet resources without written permission from the copyright holders.

Freedom of Expression & Misconduct

Freedom of Expression and an open environment in which to pursue scholarly inquiry and share information are encouraged, supported and protected at Berea College. Censorship is not compatible with the goals of the College. While the College rejects censorship, behavior that constitutes misconduct as defined in this policy will not be protected. It must be remembered that “misconduct” within the framework of the College’s Information Technology Resources may also constitute a violation of general college regulations and of state or federal law.

User Privacy

Unauthorized users are obviously not entitled to privacy within the framework of the College’s Information Technology Resources but even among authorized users, any violation of this Computer and Network Policy may also suspend the right of privacy. In such instances, an Officer of the College or the Chief Information Officer may, without notice, authorize Information Systems and Services personnel to access or disable such User accounts or files. Users should also be aware that User accounts, files and information may be disclosed upon subpoena or order of a court of competent jurisdiction.

However, all authorized users (members of the College Community and others) are entitled to privacy in all their authorized use of the College's Information Technology Resources. Each User identity, log-in name, account name, or any other User ID and associated password belongs to an individual, office or department. No one should use a User identity, log-in name, any user ID, or account name and password without explicit permission from the owner thereof. No one should use aliases, nicknames, pointers, or other electronic means to attempt to impersonate, redirect or confuse those who use the network. No one should use aliases, nicknames, pointers, or other electronic means to capture information intended for others without the explicit permission of the intended recipient. In order to protect his/her privacy, each User should accept responsibility for the appropriate use and dissemination of his or her user identity, log-in name, user ID, and account name and password.

Information Systems and Services personnel have access to files belonging to Users, but this access may be used only when it is essential for the maintenance of a system or the network itself.

Approved by the Faculty on April 26, 2001

Revised December 3, 2004 and June 14, 2005 to reflect changes to Information Systems and Services job titles and department structure