Student Rights and Responsibilities

Federal Educational Rights and Privacy Act (FERPA) Policy

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. FERPA rights begin upon the student’s enrollment, which occurs when the student has been admitted to the College and is in attendance. FERPA-protected rights include the following:

1. The right to inspect and review the student’s education records within 45 days of the day Pacific Oaks receives a request for access. Students should submit to the Registrar’s Office written requests that identify the record(s) they wish to inspect. The Registrar Office will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the Registrar’s Office, the student shall be advised of the correct official to whom the request should be addressed.
2. The right to request the amendment of the student’s education records that the student believes is inaccurate or misleading. Students may ask Pacific Oaks College to amend a record that they believe is inaccurate or misleading. They should write the College Registrar, clearly identify the part of the record they want changed and specify why it is inaccurate. If Pacific Oaks College decides not to amend the record as requested by the student, the student shall be notified of the decision and advised as to his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to provide written consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by Pacific Oaks College in an administrative, supervisory, academic or research, or support staff position (including law enforcement personnel and health staff); a person or company with whom Pacific Oaks College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees/Regents; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill professional responsibility.  Pacific Oaks College may disclose education records without consent to officials of another school, upon request, in which a student seeks or intends to enroll.
4. The right to file a complaint with the U. S. Department of Education concerning alleged failures by Pacific Oaks College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is Family Policy Compliance Office, U. S. Department of Education, 400 Maryland Avenue, SW., Washington, DC, 20202-5920.

Student record information release is generally not done at Pacific Oaks College without the student’s written consent. This includes release to parents or other significant others. As previously mentioned, there are however exceptions authorized by FERPA. For example, at its discretion Pacific Oaks may release Directory Information without the student’s consent. Directory Information is defined as information which would not generally be considered harmful or an invasion of privacy if disclosed. Designated Directory Information at Pacific Oaks College includes the following: student name, permanent address, local address, temporary address, electronic mail address, telephone number, dates of attendance, degrees and awards received, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, theses & dissertation titles/topics, photograph (College use only) , full-time/part-time status, most recent previous school attended, date and place of birth. Students may withhold Directory Information by notifying the College Registrar in writing or by submission of a “FERPA release” form to the college Registrar available on the Pacific Oaks College Community Site under the Online Forms section.

Please note three important details regarding placing a “No release” on your record:

• The College receives numerous inquiries for directory information from a variety of sources outside the institution, including friends, parents, relatives, prospective employers, the media, and others. Having a “No Release” on your record will preclude release of any directory information or acknowledgment you are a student, even to those people.
• A “No Release” applies to all elements of directory information on your record. Pacific Oaks College does not apply a “No Release” differentially to the various directory information data elements.
• A “No Release” request only pertains to release of directory information to those entities not falling within other exceptions authorized under FERPA, such as school officials.

Although the initial request must be filed during the first two weeks of the enrollment period, requests for non-disclosure will be honored by the College for no more than one academic year. Re-authorization to withhold Directory Information must be filed annually with the Registrar’s Office within the first two weeks of Fall semester/session.

Academic Freedom

Academic freedom is the right of reasonable exercise of civil liberties and responsibilities in an academic setting.

It is the policy of Pacific Oaks College to give its students the freedom, within the bounds of collegial behavior, to pursue what seems to them productive avenues of inquiry, to learn unhindered by external or nonacademic constraints, and to engage in full and unrestricted consideration of any opinion. All members of the College must recognize this fundamental principle and must share responsibility for supporting, safeguarding, and preserving this freedom.

Academic Integrity

Academic honesty is essential to a college community’s purpose and pursuits. Thus, academic integrity is expected of all Pacific Oaks College students. A student’s academic work and conduct should always represent the student’s personal effort and thus be above reproach. Those who are dishonest impair their own intellectual and personal growth and development and undermine the integrity of the community that nurtures them. Several forms of dishonesty constitute threats to the interests of Pacific Oaks College and violations of its Academic Integrity Policy. In order to preserve the rights and freedoms of the students, the College has a formal process for adjudication of student grievances and cases of academic dishonesty.

Violations

Violations of academic honesty are prohibited. Violations of academic honesty are acts that seek to secure an academic advantage for a member of the Pacific Oaks College community by illegitimate or unethical means. Such violations include, but are not limited to, committing, knowingly assisting, or acquiescing in one or more of the following:

1. Plagiarism (via traditional or electronic means): Representing the words, ideas, arguments, or findings of another person or persons as one’s own: For example, plagiarism occurs when one copies portions of another person’s writing with only minor changes in wording or fails to give adequate and appropriate credit for others’ concepts, theories, or conclusions. When making use of someone else’s work, one must credit that person by using quotation marks, references, or footnotes, in accordance with one of the conventional documenting systems (e.g., that of the Modern Language Association [MLA] or the American Psychological Association [APA]). Submitting as one’s own, a homework assignment, a term paper, a laboratory report, or other comparable document prepared wholly or in part by others or downloaded from the Internet is also an example of plagiarism.
2. Falsifying research data: Presenting falsified data in papers or essays.
3. “Double dipping:” Using the same or substantially the same written work, research paper, or essay to satisfy the requirements of more than one course, without the permission of the instructors involved.
4. Forging academic records. Altering academic records, including attendance records, entering the signature of an academic staff member on any College form, presenting false information at an academic proceeding, or intentionally destroying evidence relevant to such a proceeding.
5. Collaboration on projects where collaboration has been forbidden.

Reporting and Review Process

Upon learning of a possible violation of the Academic Integrity policy, the instructor will speak directly with the student about the alleged offense and impose an appropriate sanction (see Sanctions below) as detailed in the class syllabus. The instructor may consult with their School Dean in arriving at a decision regarding an appropriate sanction. The incident and the sanction shall be documented in a report to be included in the student’s file so that any future incidents may be referred directly to the Office of the Dean of Students.

For serious, flagrant, or repeat cases of academic integrity violations, the incident shall be reported by the instructor in writing to the Dean of Students or designee for further action. Examples of serious and flagrant offenses include, but are not limited to violations through which, in the determination of the instructor, the student intended to achieve academic advantage, such as misrepresentation of substantial portions of written work, cheating, and other forms of significant academic integrity violations. The instructor must file, within ten (10) business days of discovery, a report with the Office of the Dean of Students detailing the specifics of an alleged instance of serious or flagrant academic dishonesty. The report may suggest the instructor’s preferred sanctions for the offense from the possibilities below. Upon receipt of the report of a serious, flagrant, or repeated case of academic integrity violations, the the Dean of Students will initiate proceedings in accordance with the Student Conduct and Disciplinary Policies below.

Sanctions

The sanctions for violating the Academic Integrity policy range from a written warning to dismissal from the College. These sanctions may include one or more of the following or some other sanction, within this range.

For minor offenses, faculty members may propose only sanctions one (1) or two (2). Any violation considered to warrant a sanction other than one (1) or two (2) must be handled as a serious or flagrant offense.

1. A written warning
2. No credit on the assignment in question
3. Disciplinary probation for one or more semesters
4. No credit for the course
5. Suspension for one or more semesters
6. Dismissal from Pacific Oaks College

Student Conduct and Disciplinary Policies

Admission to Pacific Oaks carries with it the presumption that students will conduct themselves in a manner compatible with Pacific Oaks’ function as an educational institution. Behavior that is disruptive and/or interferes with the educational process is disrespectful of the rights of others and is not acceptable.

Violation of standards of behavior, academic integrity, confidentiality, and discrimination are deemed to be a serious breach of conduct and students doing so will face the possibility of disciplinary action, up to and including dismissal from Pacific Oaks.

Unacceptable behaviors include, but are not limited to the following:

• Any violation of Pacific Oaks Policy as outlined in this Catalog & Student Handbook.
• Unlawful possession, use, sale, or distribution of drugs.
• Being under the influence of non-prescription drugs or alcohol.
• Inappropriate sexual conduct.
• Exhibiting behavior which is disruptive including, but not limited to, harassing or discriminatory conduct.
• Non-Compliance with the reasonable requests of Pacific Oaks representatives who are acting in performance of their duties.
• Furnishing false information: Honesty requires making an accurate presentation of facts free of known errors or omissions, including a complete gathering of information.
• Unauthorized use, forgery, or alteration of Pacific Oaks’ documents, name, logo, or seal.
• Destruction of Pacific Oaks or individual property.
• Unauthorized possession or use of Pacific Oaks or individual property.
• Unauthorized use of Pacific Oaks keys, access codes, or scan cards.
• Possession of firearms, fireworks, explosives, or weapons on Pacific Oaks’ premises.
• Misuse of Pacific Oaks communication systems: Behavior that disrupts or causes disruption of computer services, including but not limited to, damaging, altering, or destroying data, records, computer systems, software, programs, or networks. Student behavior that is not in compliance with the institutional Computer Systems Use Policy, Computer Software License Policy, Millennium Copyright, and Website Conduct Approval Policy will be considered to be in breach of the Code.
• Theft of Pacific Oaks or individual property.
• Unauthorized animals on institutional premises.
• Disorderly, lewd, or indecent conduct.
• Divulging confidential information: students who work or volunteer in Pacific Oaks’ administrative offices and have access to confidential information are prohibited from divulging such information under FERPA.
• Unauthorized use, forgery, or alteration of student identification cards.
• Violation of federal, state or local law.
• Abuse of the Student Conduct System, including violating the terms of any disciplinary sanction imposed in accordance with this Code.
• Inappropriate off-campus conduct.
• Inappropriate conduct of guests.
• Failure to comply with additional Pacific Oaks policies.
• Committing acts of academic dishonesty.

Students Standards Committee Objectives

The objective of the committee is to provide an impartial review of incidents when the student code of conduct is violated, to provide students with an impartial review of reported incidents, to facilitate opportunity for growth, and to serve as a preventative measure to discourage behaviors that violate the student standards of conduct.

Committee Composition

The SSC will be primarily composed of faculty representatives from each of the three schools, a student representative (i.e., SGA member), and a Student Services officer. The committee shall not include members from CARE, Student Advisors, the President, or the VP of Academic Affairs. There shall be the following five positions to fill:

• Dean of Students or designee
• One Faculty Representative from Each of the three Schools (including Committee Chair)
• Student Representative

Procedures for Reviewing and Deciding Alleged Violations of the Student Code of Conduct

The Dean of Students or designee shall review the complaint within ten (10) business days of receiving the complaint and supporting documentation, to determine whether or not there is sufficient
evidence to charge a student with a violation of the Student Standards of Conduct/Student Responsibilities as outlined in the Academic Catalog and Student Handbook. The complaint must generally be filed the same semester as the academic department became aware of the occurrence of the alleged violation, or within a reasonable time thereafter.

If there is sufficient evidence to charge a student with a violation of the Student Code of Conduct, the Dean of Students will notify the student of the charge and refer the matter to the Student Conduct Committee for review and a hearing in accordance with this policy.

If Student Admits Culpability:

If the student admits culpability after discussing the matter with the Dean of Students or designee and being given an opportunity to respond to the complaint, the Dean of Students or designee shall forward the case along with supporting documentation to the Student Standards Committee, to determine what sanctions should be applied to the student. Sanctions can range from reprimand to suspension or dismissal from the College.

Possible Sanctions:

Possible sanctions are herein listed, but not limited to the following:

1. Disciplinary Warning. The student is given verbal or written warning that future misconduct may result in more severe disciplinary action.
2. Reprimand. The student is given a written censure for failure to meet Pacific Oaks’ standards of behavior. A copy is kept in student’s educational records.
3. Ineligibility for Graduation and Commencement Exercises. A student who is eligible for graduation will be prohibited from graduating until the case has been decided and sanctions completed.
4. Suspension from Pacific Oaks is defined as separation of the student from the college for a specific period of time.
5. Dismissal from Pacific Oaks. Permanent separation of the student from Pacific Oaks barring the student from the premises. Notification will appear on the student’s official transcript
6. Other Sanctions commensurate with the facts of the case.

Upon receipt of a referral by the Dean of Students or designee, the Student Standards Committee will schedule a hearing to occur within a reasonable amount of time, not to exceed 20 business days after the Dean of Students or designee makes the referral.

Frequency of Student Standards Committee Meetings

The committee shall determine a recurring schedule of meetings to review reported incidents. The SSC will take reasonable efforts to deliberate each case in a timely manner (i.e., within 20 business days after the date of the Dean of Students or designee referral).

1. 1) The student will receive advance notice of the date, time, and place of an initial hearing in a manner

   appropriate as decided by the Chair of the Committee

   2) The student will receive a statement of the alleged Student Standards Code violations

   3) The student will be informed of the rights afforded the student including:

   a. Adequate time to prepare for the hearing;

   b. The opportunity to respond to the allegation in writing and verbally, and to present supporting information;

   c. Documentation submitted to the Dean of Students or designee supporting the charge prior to the hearing;

   d. Witnesses who have pertinent information in regard to the alleged incident of misconduct

   may be called by the student;

   e. The opportunity to question witnesses; and

   f. All matters upon which the decision may be based must be provided to the Student Standards Committee, with a copy to the opposing party, in advance of or up to the close of the hearing.

   4) A sanction may be levied if it is determined that the student committed the violation:

   5) The committee reserves the right to utilize additional remediation and other resources as

   deemed necessary and/or appropriate.

Committee Hearing Procedures

Upon careful review and the completion of all fact-finding, questioning, and presentations, the committee will deliberate the case. Such deliberations are restricted to members of the committee who have not been disqualified for any reason.

1. The student may request the presence of a person, who will support the student while the student is bearing witness but may not speak or participate directly in the hearing. The support person must be a member of the campus community (student, faculty member, Academic Advisor, etc.) who has been approved by the Committee Chair.
2. Hearings will be private except for the presence of the student and the support person if the student so chooses. The student may challenge a member of the hearing panel if the student believes the person has a conflict of interest. The Committee Chair, or designee, will determine whether or not there is basis for the challenge, and if basis is found the member will be disqualified. If a conflict of interest charge is made against the Committee Chair or designee, the committee will determine whether or not there is a basis for the challenge and, if basis is found, the VP of Academic Affairs or Designee shall designate a replacement for the Committee Chair.
3. The committee will exert control over the hearing to avoid needless consumption of time. A person disrupting the hearing may be removed at the discretion of the committee.
4. The burden of proof is on the accuser, who must establish the responsibility of the student in the alleged incident of misconduct by a preponderance of the evidence.
5. Formal rules of evidence and discovery, as in criminal or civil judicial proceedings, shall not be applicable in disciplinary hearings under this Code.
6. The decision of the committee must include a summary of the testimony, findings of fact, decision, and sanctions and shall be sufficiently detailed to permit an appeal.
7. If the accused is found not culpable, the case is closed. If the accused is found culpable based upon a preponderance of the evidence, the committee will impose appropriate sanction(s).

A decision will be communicated to the student within ten (10) business days, after the hearing has taken place. When a student is placed on an interim suspension per this policy, the student will be given notice of the decision and an option to meet with the Dean of Students prior to the interim suspension being imposed or as soon thereafter as reasonably possible, to explain why the suspension should not be implemented or should be modified.  This meeting is not a hearing on the merits of the matter but rather is intended to determine solely whether the interim suspension is appropriate. There is no appeal process for interim suspension decisions.

Conduct that involves a potential violation of POC’s Anti-Discrimination, Anti-Harassment and Title IX Policy will be addressed in accordance with that policy. For detailed information regarding the procedures administered in response to complaints of sexual misconduct, please refer to POC’s Anti-Discrimination, Anti-Harrassment and Title IX policy, which can be found in full on the College’s Campus Security, Safety and Title IX webpage.

Appeal of Disciplinary Decisions

Students may appeal decisions of the SSC. A student who wishes to appeal a disciplinary action must submit a written request for appeal to the VP of Academic Affairs or designee within ten (10) business days of being notified of the decision. This written request must include:

1. A specific statement of the decision that the student wishes to appeal;
2. The action the student wishes the VP of Academic Affairs or Designee to take;
3. All information that the student wishes the VP of Academic Affairs or Designee to take into account in their consideration of the appeal; and
4. A statement of the student’s views as to how this information justifies the appeal.

The appeals process is not an opportunity for the student to have their case reconsidered merely because of the student disagrees with the decision of committee. Rather, all appeals must be based on one or more of the following:

• New relevant information which becomes available after the time of the committee hearing; or
• Evidence of improper procedure or lack of due process

Any appeal must be presented in writing and filed with the VP of Academic Affairs or Designee with ten (10) business days after the written notification of the decision/sanction of the committee has been presented. Failure to appeal within this time period will render the decision/sanction final. The appeal must include the reason(s) the student feels the decision/sanction is unjust.

If, in the opinion of the VP of Academic Affairs or Designee, the request for an appeal is clearly without merit or does not meet the requirements set forth above, the VP of Academic Affairs or Designee will reject the appeal and the decision of the committee will stand as the final decision of the school.

If, in the judgment of the VP of Academic Affairs or Designee the appeal is properly constituted, the VP of Academic Affairs or Designee will render their decision on the substance of the appeal within ten (10) business days and so notify the student in writing with a copy sent to the committee chair, faculty advisor, School Dean/Lead Faculty or designee, campus student affairs officer, student advisor, and will be filed in the student’s record. This policy is not to be used in substitution for the Grade Appeal Process or the Grievance Process where applicable.

Exceptional Procedures

The Dean of Students, or designee, may suspend a student for an interim period pending disciplinary proceedings, behavioral, and/or medical evaluation; such interim suspension becomes immediately effective without prior notice whenever there is evidence that the continued presence of the student on Pacific Oaks campus poses a substantial threat to the student, to others, or to the stability and continuance of normal Pacific Oaks functions.

Student Disciplinary Records

The Dean of Students, or designee, will maintain student disciplinary records. These records shall include copies of complaint reports, hearing records, and any sanctions issued.

If the student is found to be guilty of a charge, the records will be kept in accordance with the Records Retention Policy, retained for ten (10) years.

Student Identity Verification

Pacific Oaks College reserves the right to verify the identity of enrolled students. Upon enrollment, and at any time during a student’s enrollment, Pacific Oaks College may request proof of student identity in the form of a valid state or government issued identification.

A registration hold may be placed on a student’s academic record until proof of identification has been received by the college.

A student must present their form(s) of identification in-person to the College Registrar, Dean of Students, or Vice President of Academic Affairs. In lieu of in-person verification, a student may mail a notarized full-color photocopies (front and back) of valid identification to: Office of the Registrar, Pacific Oaks College, 45 Eureka Street, Pasadena, CA 91103.

 
Valid/Acceptable forms of identification are:

• State identification (ID) card 
• Driver license 
• US passport or passport card 
• US military card (front and back) 
• Military dependent’s ID card (front and back) 
• Permanent Resident Card 
• Certificate of Citizenship 
• Certificate of Naturalization 
• Employment Authorization Document 
• Foreign passport 

Once proof of valid identification is received, any holds that may have been placed on the student record will be removed. Students who fail to submit acceptable forms of identification upon request may be withdrawn from the college.

Student Grievance Policy

The primary objectives of this Student Grievance Policy are to ensure that students have the opportunity to present grievances to Pacific Oaks regarding a certain action or inaction by a member of the Pacific Oaks community and that Pacific Oaks has a consistent way of resolving those grievances in a fair and just manner. An action or decision is grievable only if it involves a misapplication or misinterpretation of Pacific Oaks policy, regulation, or rule, or a violation of state or federal law. Grievances may not be used to challenge policies or procedures of general applicability. In addition, this procedure may not be used to grieve:

• Claims based on purchases or contracts;
• Claims against a Pacific Oaks’ employee on matters that are unrelated to the employee’s job or role at Pacific Oaks;
• Student disciplinary decisions or formal complaints of harassment or discrimination since there is a separate procedure for them.
• Where another Pacific Oaks policy and procedure could have been used for the matter being grieved (e.g. academic evaluation, academic honesty, and FERPA grievances).

The procedures set forth below may be used by grievants who are enrolled as Pacific Oaks students, or who are participating in a Pacific Oaks-sponsored Educational event, at the time of the incident being grieved. The person filing the grievance must be the alleged victim of unfair treatment; a grievance cannot be filed on behalf of another person. The existence of this procedure does not bar grievant from also filing claims in other forums to the extent permitted by state or federal law.

The formal resolution process described below must be initiated within forty-five (45) business days of the decision, action, or events giving rise to the grievance. This time limit may be extended by the Dean of Students, or designee, if the grievant makes the request for extension within the 45-day period, for good cause shown (e.g., an active effort at informal resolution at the departmental level).

Upon request from any student, the Dean of Students will provide guidance about the appropriate system for redress of a particular complaint.

Informal Resolution

Prior to invoking the formal resolution procedures described below, the student should discuss the grievance with the person alleged to have caused the grievance. This is not required in cases where the grievant believes that efforts at informal resolution may result in retaliation or other unfair treatment. The discussion shall be held as soon as the student first becomes aware of the act or condition (preferably within 10 business days) that is the basis of the grievance. Additionally, or in the alternative, the student may wish to present the grievance in writing to the person alleged to have caused the grievance.

In either case, the person alleged to have caused the grievance must respond to the student promptly, either orally or in writing.

If unsure of how to proceed, students should enlist the assistance of the Director of Student Engagement* to help identify proper courses of action and/or to mediate problems if necessary. A student has the right to end the informal process at any time and move at any time to the formal stage of the grievance process as desired.

*Students have the option to enlist the assistance of another member of the school community (e.g., Faculty Advisor, Student Advisor, Program Director or designee, etc.)

Formal Resolution

Step One:
If informal resolution is not successful, the student may file a grievance by sending a request for a hearing along with the following information to the Dean of Students or designee. If the respondent is the Dean of Students or designee, the grievance process shall be administered by the President or designee.

The grievance must:

• Be in writing;
• State how the decision or action is unfair and harmful to the grievant and list the Pacific Oaks policies or state or federal laws that have been violated, if known;
• Name the respondent parties (the person(s) against whom the grievance is filed);
• State how the respondents are responsible for the action or decision;
• State the requested remedy;
• And state whether the grievant will bring a support person to the hearing.

If it is clear on the face of the written grievance that the grievance has not been filed within the time limit, or pertains to a matter not grievable under this procedure, or is from a person without grievance rights under this grievance, the Dean of Students, or designee, shall so indicate in a letter to the grievant and the grievance shall be dismissed. If the grievance is not dismissed, the Dean of Students, or designee, shall appoint a hearing committee of three persons to hear the grievance and shall provide them with a copy of these procedures and the written request for hearing. Committee members shall include at least one member who is not part of the same office or immediate academic credit(s) as the respondent(s) and one member who is not part of the same office or immediate academic credit(s) as the grievant. If the respondent is the Dean of Students, the VP of Academic Affairs shall appoint the committee members and oversee administration of the grievance process. Committee members shall have no personal interest in the outcome of the proceeding and shall not have any personal involvement in earlier stages of the matter.

Step two:

The committee shall meet, elect a chair, and send the grievant’s hearing request to the respondent(s), all within ten (10) business days of being appointed. The chair shall offer the respondent(s) an opportunity to provide a written response to the allegations within ten (10) business days, which will be distributed to the chair. The chair will also instruct the parties that they have ten (10) business days to provide each other and the committee with (i) copies of any documents they wish to rely upon and (ii) a list of witnesses that each party requests that the committee call. The chair may extend the deadlines for submitting a response and for exchanging proposed exhibits upon a showing of good cause.

Step three:
The chair shall notify the parties of the hearing date, time, and place at least ten (10) business days in advance of the hearing. (The committee may schedule additional days for hearing, if needed, after the hearing is underway, so long as all parties receive reasonable advance notice of the additional dates.) The response to the grievance must be distributed to the committee and all parties at least ten (10) business days prior to the hearing.

1. The committee, the grievant, and the respondent have the right to request witnesses whom they believe have pertinent information in regard to the complaint.
2. The grievant and the respondent may request the presence of a person who will support them during the hearing but may not speak or participate directly in the hearing. The support person must be a member of the campus community who has been approved by the chair.
3. Hearings will be private except for the presence of the committee, the grievant, the respondent, their support persons, and witnesses.
4. Prospective witnesses will be excluded from the grievance hearing except during the time of their testimony.
5. If the grievant or respondent has good cause to believe that a given member of the ad hoc committee is unable to be impartial, the grievant or respondent may request that the Dean of Students or designee disqualify that member. Such a disqualification shall be granted only upon the demonstration of sufficient reason. The decision of the Dean of Students or designee is final.
6. A person disrupting the hearing may be removed at the discretion of the committee.
7. The burden is on the grievant to establish by a preponderance of the evidence that the grievant has experienced an injury that would entitle the grievant to relief and that such injury is remediable.

Step four:
The committee shall deliberate and reach a decision on the grievance in closed session. Deliberations are not tape-recorded or transcribed. The decision must be based solely on material presented in the grievance. The committee should be careful not to substitute its judgment for that of the respondent(s). Rather, the committee should decide if the decision being grieved was the result of a misapplication or misinterpretation of Pacific Oaks policies, regulations, or rules or a violation of state or federal law. The decision of the committee must include a summary of the testimony, findings of fact, the committee’s decision, and shall be sufficiently detailed to permit review as provided in this Policy. The report and official record shall be delivered to the Vice President of Academic Affairs, or designee, with copies of the report to be sent to the parties, within forty-five (45) calendar days after the hearing. A dissenting panel member may file a minority report at the same time.

Step five:
The Dean of Students, or designee, shall issue a written decision within ten business days of receipt of the committee’s report and official record. The decision may adopt the committee report in whole, modify it in part, or reject the report and reach different findings or conclusions for reasons expressly stated. The Dean of Student Services, or designee, may also remand the matter if clarification of the committee’s report is necessary or additional proceedings to clarify the record or cure procedural error is required. This decision shall be sent to the parties (certified mail return receipt, or personal delivery with a signed and dated receipt, to the grievant) and may be shared with the panel members.

Ex-parte Contacts

Once a hearing (formal resolution) has been requested, there should be no exparte communication between parties and committee members concerning the merits of the case. An exparte contact or communication is one sided; it occurs when one person shares information with a panel member without including all other parties. To prevent this from occurring, all communications that (a) occur outside the hearing, and (b) are between one or more parties and one or more committee members, shall be in written form and distributed simultaneously to all parties and committee members.

Discussion of the merits of the case or presentation of evidence outside the hearing should be avoided. The rule against exparte contacts also applies to communication with the final decision-maker and everyone who is responsible for deciding appeals.

Appeals

Appeals must be submitted to the Dean of Students by no later than 14 business days after a decision is communicated to the student. Appeals will only be reviewed if they include additional or new evidence that could not be provided at the time of the original hearing before the committee or evidence of improper procedure. Upon initial review of the appeal, and if it is determined that appeal meets the criteria in the prior sentence, the Dean of Students, or designee, may refer the matter back to the committee to review the evidence submitted and/or to address any procedural issues and determine if a new decision is merited. Decisions regarding appeals are final and not subject to additional appeal.

External Complaint

*The student is advised to find the state of residence. If the state of residence is not listed, the state in which the home campus is located should be selected.

An unresolved grievance may also be directed to the Western Association of Colleges and Schools, Senior College and University Commission (WSCUC). WSCUC requires that a complainant attempt to resolve the underlying grievance with the institution prior to filing a complaint. The Commission’s complaint procedures are for the purpose of addressing significant non-compliance with the Standards of Accreditation and Commission policies. Thus, WSCUC will not interpose itself as an adjudicatory or grievance-resolving body in individual matters including admission, granting or transfer of academic credit, grades, fees, student financial aid, student discipline, or collective bargaining, faculty or staff appointments, promotion, tenure, contractual rights and obligations, and dismissals or similar matters.

The Commission’s staff will investigate a complaint in order to determine whether it appears that a Commission Standard or Policy was violated and, if such is the case, it will take appropriate action within the range of options that are available to it under Commission Standards and Policies. The complaint form and process can be found under “Directory” at www.wascsenior.org. Inquiries may be directed to: Western Association of Colleges and Schools, Senior College and University Commission, 985 Atlantic Avenue, Suite 100, Alameda, CA 94501, Phone: (510) 748-9001.

Disability Support Services

The Americans with Disabilities Act (ADA) of 1990 and Section 504 of the Rehabilitation Act of 1973 prohibit discrimination on the basis of disability and require that reasonable accommodations be provided to all qualified students with disabilities in all programs and activities within the control of the institution, provided such accommodations would not impose an undue burden on the school and/or fundamentally alter the nature of the service, program, or activity provided. Determination of reasonable accommodations and compliance with ADA and Rehabilitation Act for students are managed by campus administration. No student shall be retaliated against for seeking accommodation under this policy.

Pacific Oaks College is committed to providing qualified students with disabilities equal access to academic courses, programs, and school activities.
Students with disabilities have the right to:

• Equal access to courses, programs, services, on-campus jobs, and activities offered by the school;
• Equal opportunity to learn and receive reasonable accommodations, academic adjustments and/or auxiliary aids and services to ensure that they have the opportunity to succeed equal to that of all other students at the school;
• Confidentiality of information regarding their disability as applicable laws allow;
• Self-determine who will receive student-released, disability-related materials and information within and outside the school; and
• All rights and privileges available to other students at Pacific Oaks College.

Students with disabilities have the responsibility to:

• Meet qualifications and maintain essential institutional standards for courses, programs, services, and activities;
• Self-identify as an individual with a disability when an accommodation is needed and to seek information, counsel, and assistance as necessary in a timely manner;
• Provide current documentation at their own expense from a qualified professional that reflects the student’s current disability status, and how the disability limits participation in courses, programs, services, and activities;
• Follow published procedures for obtaining reasonable accommodations, academic adjustments, and/or auxiliary aids and services;
• Immediately report any problems or concerns associated with granted accommodations;
• Provide updated information to the Center for Student Achievement Resources and Enrichment (CARE) Director should their needs change; and
• Provide for their own independent living needs or other personal needs related to a disability (i.e., personal care attendants).

A student with a documented disability may request reasonable accommodations by contacting the CARE Director at (626) 529-8260. This request must be accompanied by appropriate documentation that establishes that the student has a specific disability and that supports the accommodation(s) requested.

Timeframe for Processing Requests and Providing Reasonable Accommodations

Prospective students

Prospective students seeking basic information regarding Pacific Oaks College disability services should be referred to the CARE Office for a general overview of services.

Students who intend on seeking accommodations should be prepared to provide supportive documentation from a qualified professional (individuals qualified to administer tests, etc. to make a determination of reported disabilities i.e. Licensed Psychologist, mental health professionals, physicians, etc.) The documentation may vary depending on the nature of the disability and the individual situation.  Individual Education Plans are not accepted as supportive documentation. Students are encouraged to submit their accommodation requests to the CARE Office once they have been admitted to the college.

Accommodation Request for Study Abroad

Student requesting accommodation for study abroad courses must provide additional documentation for accommodation consideration. Students with accommodation requests should contact the CARE Director at (626) 529-8261 prior to applying for study abroad.

Accommodation Request Procedures

1. Students at all Pacific Oaks sites requesting disability accommodations must complete an accommodation request form and submit current documentation of their disability (no older than three years) to the CARE Office on the Pasadena Campus. Upon receipt of the required materials, the CARE Director will contact the student initiating the request and review the next steps in the process. (Note: Pacific Oaks does not provide diagnostic services.)
2. The accommodation request and documentation will be reviewed, and a determination made as to the nature and extent of accommodations that will be provided. The student will be notified in writing of the accommodations and the next step for obtaining those accommodations.
3. Students for whom accommodations have been granted must contact the CARE Director in a timely manner to arrange accommodations for the semester.
4. Specific accommodations will be coordinated directly with the CARE Director or a director designee.
5. As appropriate and with the permission of the student, individual faculty will be informed of the need for accommodations to be made and the nature of the accommodation.

Anti-Discrimination, Anti-Harassment, & Anti-Retaliation*, Pregnancy & Related Conditions**, and Title IX*** Policies

*The text below is a summary of Pacific Oaks College Anti-Discrimination, Anti-Harassment & Anti-Retaliation Policy (Policy).  For the full Policy, please visit or click HERE.   

Introduction

Pacific Oaks College (College) is committed to providing an environment free from harassment, discrimination, and retaliation for all members of our community, including students, applicants, and employees. We will not tolerate harassment, including sexual harassment, or discrimination based on any protected characteristic, by anyone within our institution-be it faculty, classmates, staff, or any other third parties. Additionally, we are dedicated to ensuring that no member of our community faces retaliation for reporting incidents of harassment, discrimination, or participating in investigations related to such matters. Our goal is to foster a safe, inclusive, and respectful environment for everyone. 

The Policy applies to all employees, students, and other Pacific Oaks College Community Members. Pacific Oaks College has jurisdiction to investigate conduct occurring on Pacific Oaks College’s campuses, in connection with its educational programs, activities, and services, or that puts Pacific Oaks College Community Members at risk of serious harm or otherwise creates a hostile learning and/or working environment.

Discrimination

Discrimination is an adverse action taken against or harassment of an individual based on membership in any Protected Category. 

Harassment

Harassment includes but is not limited to any unwelcome, deliberate or repeated unsolicited verbal, physical, visual, or sexual contact, or solicitations of favors which are offensive, abusive, intimidating, hostile, denigrating,0 or demeaning and may be based on membership in a Protected Category.   

Protected Category or Characteristic include the following and any legally-recognized basis, including but not limited to: actual or perceived race (including traits historically associated with race, such as hair texture and protective hairstyles), religious creed, color, national origin, ancestry, citizenship status, physical disability (including HIV/AIDS) and mental disability, medical condition, genetic information, marital status (including registered domestic partnership status), sex and gender (including pregnancy, childbirth, lactation, and related medical conditions), gender identity and gender expression (including transgender individuals who are transitioning, have transitioned, or are perceived to be transitioning to the gender with which they identify), age (40 or over), sexual orientation, Civil Air Patrol status, military or veteran status, an individual’s reproductive health decisions or any other consideration protected by federal, state or local law.   

For purposes of this policy, discrimination on the basis of “national origin” also includes harassment against an individual because that person holds or presents the California driver’s license issued to those who cannot document their lawful presence in the United States, ad based on any of the following: 

• An individual’s or individual’s ancestors’ actual or perceived physical, cultural or linguistic characteristics associated with a national origin group; 
• Marriage to or association with individuals of a national origin group; 
• Tribal affiliation; 
• Membership in or association with an organization identified with or seeking to promote the interests of a national origin group; 
• Attendance or participation in schools, churches, temples, mosques or other religious institutions generally used by persons of a national origin group; or 
• A name that is associated with a national origin group.   

The following “Protected Category” listed above will follow the Title IX Policy procedures: sex, pregnancy or related conditions, gender, gender identity, gender expression, marital status and sexual orientation.  

Substantial College interest includes the following: Any action that could contribute to a hostile education environment or otherwise interfere with a student’s access to education; Any action that constitutes a criminal offense as defined by law. This includes, but is not limited to, single or repeat violations of any local, state, or federal law; Any situation in which it is determined that the Respondent poses an immediate threat to the health or safety of any student or other individual; Any situation that significantly impinges upon the rights, property, or achievements of oneself or others or significantly breaches the peace and/or causes social disorder; and/or Any situation that is detrimental to the educational interests or mission of Pacific Oaks. 

Retaliation

Retaliation is any materially adverse action taken against an individual because they were involved in the disclosure, reporting, investigation or resolution of a report of discrimination, harassment or retaliation.  

Retaliation includes threats, intimidation, harassment, coercion, discrimination, violence, or any other conduct against any person by the college, a student or an employee or other person authorized by the college to provide aid, benefit or services under the College’s education program or activity, for the purpose of interfering with any right or privilege secured by the Student DHR Policy or by law. Adverse action does not include perceived or petty slights or trivial annoyances. 

Reporting Complaints of Discrimination, Harassment or Retaliation

For the full Policy as well as additional resources, please contact Michael Patton, Dean of Students at mpatton@pacificoaks.edu, or Jane Sawyer, Vice President of Human Resources & Organizational Effectiveness at jsawyer@pacificoaks.edu for any documents supporting the complaint.

A student who believes they have been subject to unlawful discrimination, harassment or retaliation on the basis of a Protected Category, whether by faculty members, employees, training supervisors, visitors or other students, should report such matters to the Dean of Students.   Preparation of a written complaint may be required depending on the basis for the complaint.    Complaints should include details of the incident or incidents, names of the individuals involved, names of any witnesses and any documents supporting the complaint.

Response to Complaints

The College will promptly investigate possible discrimination, harassment, or retaliation whenever it becomes aware of such conduct or otherwise respond if it determines that an investigation is not required. A student who believes that they have been subjected to discrimination, harassment, or retaliation is encouraged to report the conduct immediately to the Dean of Students. An employee who believes that they have been subject to sex discrimination, including sex-based harassment should contact the Title IX Coordinator as those matters are handled under the Title IX Policy. An employee who believes that they have been subject to harassment, discrimination, or retaliation should contact Human Resources as those matters are handled under the Equal Employment Opportunity, Non-Discrimination and Anti-Harassment Policy. 

When an alleged violation of the Student DHR Policy is reported, the allegations are subject to resolution using the appropriate process, as determined by the Dean of Students and as detailed below. The report should include details of the incident or incidents, names of the individuals involved, names of any witnesses, and any documentation supporting the allegation. 

Prohibited Conduct - Discrimination & Harassment

Discrimination is an adverse action taken against or harassment of an individual based on membership in any Protected Category.

Harassment refers to unwelcome behavior based on membership in any Protected Category. Harassment becomes impermissible where 1) enduring the offensive conduct becomes a condition for any academic- related purpose or 2) the conduct is severe or pervasive enough to create an academic environment that a reasonably prudent person would consider intimidating, hostile, or abusive.  

The Student DHR Policy prohibits discrimination, harassment, and retaliation based on membership in a Protected Category. Sex discrimination, which includes sex-based harassment is governed by The Title IX Policy. 

The Student DHR Policy is not meant to inhibit or prohibit educational content or discussions inside or outside of the classroom that include germane, but controversial or sensitive subject matters protected by academic freedom. The sections below describe the forms of legally prohibited discrimination and harassment also prohibited under the College policy. Consistent with federal and state law, when speech or conduct is protected by academic freedom and/or the First Amendment, it will not be considered a violation of the College policy, though supportive measures may be offered to those impacted. 

Petty slights, annoyances, and isolated incidents will not rise to the level of violation of a College policy or rule. To be considered a violation, the conduct must create an environment that would be intimidating, hostile, or offensive to a reasonably prudent person. 

Offensive conduct may include but is not limited to jokes, slurs, epithets or name calling, physical assaults or threats, intimidation, ridicule or mockery, insults or put-downs, offensive objects or pictures, or interference with academic performance.  

When discriminatory harassment rises to the level of creating a hostile environment, the College may also impose sanctions on the Respondent through the application of the appropriate resolution process below.  

The Student DHR Policy includes a prohibition of online and cyber manifestations of any of the behaviors prohibited when those behaviors occur in or have an effect on the College’s education program and activities or use the College networks, technology, or equipment. 

Pacific Oaks College will maintain the privacy of the supportive measures, provided that privacy does not impair Pacific Oaks College’s ability to provide the supportive measures. Pacific Oaks College will act to ensure as minimal an academic impact on the parties as possible. Pacific Oaks College will implement measures in a way that does not unreasonably burden any party.

Prohibited Conduct - Retaliation

Retaliation is prohibited by law and by the College’s Student DHR Policy, and anyone found to have engaged in retaliation shall be subject to disciplinary action. 

Retaliation is any materially adverse action taken against an individual because they were involved in the disclosure, reporting, investigation or resolution of a report of discrimination, harassment or retaliation. Retaliation includes threats, intimidation, harassment, coercion, discrimination, violence, or any other conduct against any person by the College, a student or an employee or other person authorized by the College to provide aid, benefit or services under the College’s education program or activity, for the purpose of interfering with any right or privilege secured by the Student DHR Policy or by law. Adverse action does not include perceived or petty slights or trivial annoyances. 

The College bars retaliation against any member of the College community who exercises any rights or privileges. Charges against an individual for code of conduct violations that do not involve discrimination or harassment but arise out of the same facts or circumstances as a report or complaint of discrimination or harassment for the purpose of interfering with any right or privilege secured by law, constitutes retaliation.  

The exercise of rights protected under the First Amendment does not constitute retaliation. Charging a student with a code of conduct violation for making a materially false statement in bad faith in the course of a resolution process under the Student DHR Policy and procedure does not constitute retaliation, provided that a determination regarding responsibility, alone, is not sufficient to conclude that any party has made a materially false statement in bad faith. Further, a complaint filed in good faith under the Student DHR Policy shall not constitute retaliation.

Supportive Measures

The College will offer and implement appropriate and reasonable supportive measures to the parties upon notice of alleged harassment, discrimination, and/or retaliation and as deemed appropriate by the Dean of Students. Supportive measures are non-disciplinary, non-punitive individualized services offered as appropriate, as reasonably available, and without fee or charge to the parties to restore or preserve access to Pacific Oaks’s education programs or activities, including measures designed to protect the safety of all parties or Pacific Oaks’s educational environment, and/or deter harassment, discrimination, and/or retaliation. 

Emergency Removal

The College can act to remove a Respondent partially or entirely from its education programs or activities on an emergency basis when an individualized safety and risk analysis has determined that an immediate threat to the health or safety of any student or other individual justifies removal. This risk analysis is performed by the Campus Safety Officer.

Sanctions and Remedial Action

If Pacific Oaks College determines that the Policy was violated, sanctions may be imposed, and effective remedial action will be taken.  Individuals who violate the Policy will be subject to disciplinary action, up to and including removal from Pacific Oaks College.  In addition, appropriate action will be taken to deter any future unlawful discrimination, harassment or retaliation.

For students, the sanctions that may be imposed include

• Formal written warning;
• Performance Improvement Plan (a plan intended to require reflection and remediation of behavior found to have violated this policy);
• No contact order pertaining to certain Pacific Oaks Community Members or physical locations;
• Probation (a written reprimand for violation of institutional policy, providing for more severe disciplinary sanctions in the event that the student or organization is found in violation of any institutional policy, procedure, or directive for up to three hundred sixty-five (365) days. Terms of the probation will be articulated and may include denial of specified social privileges, exclusion from co-curricular activities, exclusion from designated areas of campus, no-contact orders, and/or other measures deemed appropriate);
• Suspension (termination of student status for a definite period of time not to exceed three hundred sixty-five (365) days and/or until specific criteria are met. Students who return from suspension are automatically placed on probation through the remainder of their tenure as a student at Pacific Oaks);
• Withholding of a degree, certificate and/or diploma;
• Referral to counseling services and/or Student Solutions for the Respondent; and/or
• Dismissal from Pacific Oaks College

Appeals

Any student who is a Complainant or Respondent under the Student DHR Policy has the right to appeal the determination of a violation of the Student DHR Policy and any sanctions decision by submitting a written letter of appeal to their College Dean within five (5) business days of issuance of the investigative determination and sanctions decision.  

All appeals must be based on one or more of the following: 

• New information that could not be presented at the time of the investigation or sanctions decision that would substantially change the outcome; 
• The imposed sanction is disproportionate to the violation; or 
• Evidence of improper procedure that may impact the outcome. 

The student’s written appeal must include: 

• A specific statement of the decision that is being appealed; 
• The student’s desired outcome; 
• All information that the student wishes the College Dean to take into account in consideration of the appeal; and 
• A statement of the student’s views as to how this information justifies the appeal based on the three grounds listed above.  

The College Dean shall have had no prior involvement in the initial determination and finding and shall have no conflict of interest with either party. If there is a conflict of interest, the appeal will be reviewed by another College Dean who will be selected by the Dean of Students.  

If the College Dean determines that the appeal is without merit or does not meet the requirements set forth above, the College Dean will reject the appeal. 

If the College Dean determines that the appeal is properly constituted, the College Dean will determine what next steps are appropriate. This may include remanding the matter to the Dean of Students for further investigation or remanding the matter to the Sanctions Panel for consideration. The College Dean will issue a written decision to both parties within five (5) business days of receipt of the written appeal. 

Institutional Authority and Local, State, and Federal Penalties

When students violate College regulations, they are subject to disciplinary action by the College, whether or not their conduct violates local, state, or federal laws. By committing an act of misconduct, a student or organization may be subject to disciplinary action by the College. Conduct regulations apply to misconduct only when the conduct adversely affects some distinct and clear interest of the College academic community. Students who act in concert to violate College regulations, or students who advise or incite to violate College regulations, are also responsible for such violations.

When students violate local, state, or federal law(s), they may incur penalties as determined by local, state, or federal authorities. Institutional actions shall not be used to duplicate functions of general laws, but when the alleged violation of the law also adversely affects the orderly operation of the College, the College may enforce its own regulations regardless of any federal, state, or local legal proceedings or dispositions. College action will be initiated only when the institution’s interest as an academic community is clearly involved.

Pregnancy & Related Conditions Student Policy

** The text below is a summary of Pacific Oaks College Pregnancy & Related Conditions Policy (Policy). For the full Policy, please visit or click HERE. 

Pacific Oaks College does not discriminate in its education program or activity against any applicant for admission, student, applicant for employment, or employee on the basis of current, potential, or past pregnancy or related conditions as mandated by Title IX of the Education Amendments of 1972 (Title IX). The Pacific Oaks College prohibits members of the Pacific Oaks College community from adopting or implementing any policy, practice, or procedure which treats an applicant for admission, student, applicant for employment, or employee differently on the basis of current, potential, or past parental, family, or marital status. This policy and its pregnancy-related protections apply to all pregnant persons, regardless of gender identity or expression. 

Any Pacific Oaks College employee who becomes aware of a student’s pregnancy or related condition is required to provide the student with the Title IX Coordinator’s contact information and communicate that the Title IX Coordinator can help take specific actions to prevent discrimination and ensure equal access to the Pacific Oaks College’s education program and activity. If the employee has a reasonable belief that the Title IX Coordinator is already aware of the pregnancy or related condition, the employee is not required to provide the student with the Title IX Coordinator’s contact information. 

Upon notification of a student’s pregnancy or related condition, the Title IX Coordinator will contact the student and inform the student of Pacific Oaks College’s obligations to: 

• Prohibit sex discrimination. 
• Provide reasonable modifications. 
• Allow access, on a voluntary basis, to any separate and comparable portion of the institution’s education program or activity. 
• Allow a voluntary leave of absence. 
• Ensure lactation space availability. 
• Maintain a Resolution Process for alleged discrimination. 
• Treat pregnancy as comparable to other temporary medical conditions for medical benefit, service, plan, or policy purposes. 

The Title IX Coordinator will also notify the student of the process to file a complaint for alleged discrimination, harassment, or retaliation, as applicable. 

1.    Reasonable Modifications for Students 

Students who are pregnant or are experiencing related conditions are entitled to Reasonable Modifications to prevent sex discrimination and ensure equal access to the Pacific Oaks College’s education program and activity. Any student seeking Reasonable Modifications must contact the Title IX Coordinator to discuss appropriate and available Reasonable Modifications based on their individual needs. Students are encouraged to request Reasonable Modifications as promptly as possible, although retroactive modifications may be available in some circumstances. Reasonable Modifications are voluntary, and a student can accept or decline the offered Reasonable Modifications. Not all Reasonable Modifications are appropriate for all contexts. 

Reasonable Modifications may include: 

• Breaks during class to express breast milk, breastfeed, or attend to health needs associated with pregnancy or related conditions, including eating, drinking, or using the restroom. 
• Intermittent absences to attend medical appointments 
• Access to online or homebound education 
• Changes in schedule or course sequence 
• Time extensions for coursework and rescheduling of tests and examinations 
• Allowing a student to sit or stand, or carry or keep water nearby 
• Counseling 
• Changes in physical space or supplies (for example, access to a larger desk or a footrest) 
• Elevator access 
• A larger uniform or other required clothing or equipment 
• Other changes to policies, practices, or procedures determined by the Title IX Coordinator 

In situations such as clinical rotations, performances, labs, and group work, the institution will work with the student to devise an alternative path to completion, if possible. In progressive curricular and/or cohort-model programs, medically necessary leaves are sufficient cause to permit the student to shift course order, substitute similar courses, or join a subsequent cohort when returning from leave. Students are encouraged to work with their faculty members and the Pacific Oaks College’s support systems to devise a plan for how to best address the conditions as pregnancy progresses, anticipate the need for leaves, minimize the academic impact of their absence, and get back on track as efficiently and comfortably as possible. The Title IX Coordinator will assist with plan development and implementation as needed. 

Supporting documentation for Reasonable Modifications will only be required when it is necessary and reasonable under the circumstances to determine which Reasonable Modifications to offer to determine other specific actions to take to ensure equal access. 

Information about pregnant students’ requests for modifications will be shared with faculty and staff only to the extent necessary to provide the Reasonable Modification. 

Students experiencing pregnancy-related conditions that manifest as a temporary disability under the Americans with Disabilities Act (ADA) or Section 504 of the Rehabilitation Act are eligible for reasonable accommodations just like any other student with a temporary disability. The Title IX Coordinator will consult with the Pacific Oaks College Disabilities Coordinator to ensure the student receives reasonable accommodations for their disability as required by law. 

1.      Certification to Participate 

All students should be informed of health and safety risks related to participation in academic and co-curricular activities, regardless of pregnancy status. A student may not be required to provide health care provider or other certification that the student is physically able to participate in the program or activity, unless: 

• The certified level of physical ability or health is necessary for participation;  
• The institution requires such certification of all students participating; and 
• The information obtained is not used as a basis for pregnancy-related discrimination. 

2.      Lactation Space Access  

Pacific Oaks College provides students and employees with access to lactation spaces that are functional, appropriate, and safe. Such spaces are regularly cleaned, shielded from view, and free from the intrusion of others. 

Lactation space is in the following location: 

Pasadena Building 45, Room E131 

The Wellness/Lactation Room may be reserved by contacting: poccshr@pacificoaks.edu 

3.      Leaves of Absence 

Students are permitted to take a voluntary leave of absence for a reasonable time as deemed medically necessary by their health care provider because of pregnancy and/or the birth, adoption, or placement of a child. The leave term may be extended in the case of extenuating circumstances or medical necessity. While registered under that status, students who choose to take a leave of absence under this policy can elect to keep their health insurance coverage, subject to the payment of applicable fees. 

To the extent possible, Pacific Oaks College will take reasonable steps to ensure that students who take a leave of absence or medical leave return to the same position of academic progress that they were in when they took leave, including access to the same or an equivalent course catalog that was in place when the leave began. 

Continuation of students’ scholarship, fellowship, or similar Pacific Oaks College-sponsored funding during the leave term will depend on the students’ registration status and the policies of the funding program regarding registration status. Students will not be negatively impacted by or forfeit their future eligibility for their scholarship, fellowship, or similar Pacific Oaks College-supported funding by exercising their rights under this policy.  

The Dean of Students/Title IX Coordinator can and will advocate for students with respect to financial aid agencies and external scholarship providers in the event that a leave of absence places eligibility into question. 

In order to initiate a leave of absence, the student must contact the Dean of Students/Title IX Coordinator at least 30 calendar days prior to the initiation of leave, or as soon as practicable. The Title IX Coordinator will assist the student in completing any necessary paperwork.

Title IX Policy

*** The text below is a summary of Pacific Oaks College Title IX Policy (Policy). For the full Policy, please visit or click HERE. 

This Policy sets forth Pacific Oaks College’s obligations under the 2024 Title IX Regulations and incorporates the definitions and procedural requirements from the 2013 Clery Amendments pertaining to sexual assault, dating violence, domestic violence, and stalking. This Policy also sets forth Pacific Oaks College’s obligations pertaining to sex-based discrimination (including sex-based harassment) and related retaliation under the California Fair Employment & Housing Act and the California Education Code.  

Pursuant to this Policy, Pacific Oaks College will:  

• Respond to all reports of sex-based discrimination and/or retaliation.  
• It will take necessary measures to end conduct that is in violation of this Policy, prevent its recurrence, and remedy its effect on individuals and the community.  

Within any process related to this Policy, Pacific Oaks College provides reasonable accommodations to persons with disabilities and reasonable religious accommodations, consistent with California and federal law.  

Situations involving other conduct that may be in violation of other College student or employee conduct policies should be reported to the Dean of Students for matters involving students, or Human Resources for matters involving faculty or staff.  

Any concerns related to conduct prohibited by this Policy should be reported to Pacific Oaks College’s Title IX Coordinator or Deputy Title IX Coordinator. 

1. Statement of Nondiscrimination and Applicability of this Policy  

As set forth in this Policy, Pacific Oaks College prohibits discrimination on the basis of sex in its programs and activities. As defined by Title IX and California law, discrimination on the basis of sex includes discrimination on the basis of sex stereotypes, sex characteristics, pregnancy or related conditions, sexual orientation, and gender identity.

Pacific Oaks College does not discriminate in its admissions practices, in its employment practices, or in its educational programs or activities on the basis of sex. Pacific Oaks College also prohibits retaliation against any person opposing sex discrimination or participating in any sex discrimination investigation or complaint process, whether internal or external to Pacific Oaks College. Sex-based harassment, sexual assault, dating and domestic violence, and stalking are forms of sex discrimination which are prohibited under Title IX, California law, and by this Policy.  

California law prohibits coworkers, third parties (including students), as well as supervisors and managers with whom an employee (including a student employee, applicant for employment, contractor, volunteer, or intern) comes into contact, from engaging in conduct prohibited by the California Fair Employment and Housing Act.  

When brought to the attention of Pacific Oaks College, conduct prohibited by this Policy will be addressed by the institution according to the procedures set forth in this Policy. 

PROHIBITED CONDUCT 

This Policy prohibits sex discrimination, including sex-based harassment, and retaliation as defined below. These acts shall also be referred to as Prohibited Conduct under this Policy:  

1. Discrimination on the Basis of Sex 

Except as permitted by Title IX, prohibited discrimination on the basis of sex (where sex includes sex stereotypes, sex characteristics, pregnancy or related conditions, sexual orientation, and gender identity) is defined as actions that cause an individual to be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any academic, extracurricular, research, occupational training, or other education program or activity operated by Pacific Oaks College. 

Except as permitted by Title IX, Pacific Oaks College, including employees, students, participants and agents of Pacific Oaks College, shall not, engage in any of the following prohibited discriminatory actions on the basis of sex if it would cause more than de minimis harm:  

1. Treat one person differently from another in determining whether such person satisfies any requirement or condition for the provision of such aid, benefit, or service;  
2. Provide different aid, benefits, or services or provide aid, benefits, or services in a different manner;  
3. Deny any person any such aid, benefit, or service;  
4. Subject any person to separate or different rules of behavior, sanctions, or other treatment;
5. Aid or perpetuate discrimination against any person by providing significant assistance to any agency, organization, or person which discriminates on the basis of sex in providing any aid, benefit or service to students or employees;  
6. Otherwise limit any person in the enjoyment of any right, privilege, advantage, or opportunity.  

For the purposes of this definition, unless permitted by Title IX, adopting a policy or engaging in a practice that prevents a person from participating in an education program or activity consistent with the person’s gender identity subjects a person to more than de minimis harm on the basis of sex and will be considered prohibited discrimination.  

2. Sex-Based Harassment 

Sex-based harassment is a form of sex discrimination and means sexual harassment and other harassment on the basis of sex, as defined by Title IX, including harassment on the basis of sex stereotypes, sex characteristics, pregnancy or related conditions, sexual orientation, and gender identity.  

Under this Policy, prohibited Sex-based Harassment includes the following conduct:  

1. Quid Pro Quo Harassment:

Quid pro quo harassment occurs when someone from or in the work or educational setting, including an employee, agent, or other person authorized by the recipient to provide an aid, benefit, or service under the recipient’s education program or activity explicitly or implicitly actually, attempts to or purports to provide and condition an aid, benefit, or service under the recipient’s education program or activity of Pacific Oaks College on an individual’s participation in unwelcome sexual conduct, which includes but is not limited to, unwelcome sexual advances, requests for sexual favors, and other verbal, visual, or physical conduct of a sexual nature, including under any of the following conditions:  

• Submission to the conduct is explicitly or implicitly made a term or a condition of an individual’s employment, academic status, or progress; 
• Submission to, or rejection of, the conduct by the individual is used as the basis of employment or academic decisions affecting the individual; or 
• Submission to, or rejection of, the conduct by the individual is used as the basis for any decision affecting the individual regarding benefits and services, honors, programs, or activities available at or through the educational institution.

2. Sex-Based Hostile Environment Harassment in Programs and Activities 

Sex-based Hostile environment harassment in Programs and Activities is defined as:  

1. Unwelcome sex-based conduct (where sex includes sex stereotypes, sex characteristics, pregnancy or related conditions, sexual orientation, and gender identity) that, based on the totality of the circumstances, is subjectively and objectively offensive and is so severe or pervasive that it limits or denies a person’s ability to participate in or benefit from Pacific Oaks College’s education program or activity (i.e. creates a hostile environment); or
2. Unwelcome sexual advances, requests for sexual favors, and other verbal, visual, or physical conduct of a sexual nature, made by someone from or in the work or educational setting where the conduct has the purpose or effect of having a negative impact upon the individual’s work or academic performance, or of creating an intimidating, hostile, or offensive work or educational environment. 

Whether a hostile environment has been created is a fact-specific inquiry that includes consideration of the following:  

1. The degree to which the conduct affected the individual’s ability to access Pacific Oaks College’s education program or activity; 
2. The type, frequency, and duration of the conduct; 
3. The parties’ ages, roles within Pacific Oaks College’s education program or activity, previous interactions, and other factors about a party that may be relevant to evaluating the effects of the conduct; 
4. The location of the conduct and the context in which the conduct occurred; and 
5. Other sex-based harassment in Pacific Oaks College’s education program or activity.  

3. California Sex-based Harassment in Employment  

Prohibited conduct is defined as any unwelcome behavior towards an employee (which for this definition includes a student-employee in their capacity as an employee), applicant for employment, unpaid intern, contractor or volunteer, that is reasonably regarded as offensive that is based on sex that:  

• Sufficiently offends, humiliates, distresses, or intrudes upon its victim, so as to disrupt the victim’s emotional tranquility in the workplace, or  
• Affects the victim’s ability to perform the job as usual, or  
• Otherwise interferes with and undermines the victim’s personal sense of well-being.  

For California sex-based harassment in employment, a single incident of harassing conduct based on sex may create a hostile work environment if the harassing conduct has unreasonably interfered with the victim’s work performance or created an intimidating, hostile, or offensive work environment. Whether or not the person meant to give offense or believed their comments or conduct were welcome is not significant. Rather, the Policy is violated when other individuals, whether recipients or mere observers, are actually offended by comments or conduct based on sex and the conduct is considered offensive by a reasonable person.  

3. Sexual Assault & Interpersonal Violence
    
   1. Sexual assault.  

Sexual assault is defined as any sexual act directed against another person, without the consent of the victim, including instances where the victim is incapable of giving affirmative consent.  

Sexual assault includes:

1. Rape-The penetration, no matter how slight, of the vagina or anus with any body part or object, or oral penetration by a sex organ of another person, without the affirmative consent of the victim. Attempted rape falls under this prohibition.  
2. Fondling-The touching of the private body parts of another for the purpose of sexual gratification, without the affirmative consent of the victim, including instances where the victim is incapable of giving affirmative consent because of their age or because of their temporary or permanent mental incapacity.  
3. Incest-Sexual intercourse between persons who are related to each other within the degrees wherein marriage is prohibited by law.   
4. Statutory Rape-Sexual intercourse with a person who is under the statutory age of consent. The statutory age of consent in California is eighteen (18).
     

2. California Sexual Violence (Against Students) 

Pacific Oaks College also prohibits Sexual Violence as defined by the California Education Code. Conduct defined as California Sexual Violence may be eligible for alternative resolution except for mediation (a form of alternative resolution), which is never permitted for California Sexual Violence.  

California Sexual Violence means physical sexual acts perpetrated against a person without the person’s Affirmative Consent. Physical sexual acts include both of the following:  

Rape, defined as penetration, no matter how slight, of the vagina or anus with any part or object, or oral copulation of a sex organ by another person, without the consent of the victim.

Sexual battery, defined as the intentional touching of another person’s intimate parts without their Affirmative Consent, intentionally causing a person to touch the intimate parts of another without Affirmative Consent, or using a person’s own intimate part to intentionally touch another person’s body without Affirmative Consent. 
 

3. Dating Violence 

This includes violence committed by a person:  

1. Who is or has been in a social relationship of a romantic or intimate nature with the victim; and

2. Where the existence of such a relationship shall be determined based on a consideration of the following factors:  

   1. The length of the relationship;  

   2. The type of relationship; and  

   3. The frequency of interaction between the persons involved in the relationship.  

Emotional and psychological abuse do not constitute violence for the purposes of this definition.  

4. Domestic Violence 

This includes felony or misdemeanor crimes of violence committed by a person who:  

1. Is a current or former spouse or intimate partner of the victim under the family or domestic violence laws of the jurisdiction of Pacific Oaks College, or a person similarly situated to a spouse of the victim;  
2. Is cohabitating, or has cohabitated, with the victim as a spouse or intimate partner;  
3. Shares a child in common with the victim; or  
4. Commits acts against a youth or adult victim who is protected from those acts under the family or domestic violence laws of California.  

Emotional and psychological abuse do not constitute violence for the purposes of this definition.  

5. Stalking 

Stalking is defined as engaging in a course of conduct, on the basis of sex, directed at a specific person that would cause a reasonable person to fear for the person’s safety or the safety of others; or suffer substantial emotional distress.  

6. California Sexual Exploitation 

Sexual exploitation means a person taking sexual advantage of another person for the benefit of anyone other than that person without that person’s consent, including, but not limited to, any of the following acts:  

1. The prostituting of another person; 
2. The trafficking of another person, defined as the inducement of a person to perform a commercial sex act, or labor or services, through force, fraud, or coercion; 
3. The recording of images, including video or photograph, or audio of another person’s sexual activity or intimate parts, without that person’s consent;  
4. The distribution of images, including video or photograph, or audio of another person’s sexual activity or intimate parts, if the individual distributing the images or audio knows or should have known that the person depicted in the images or audio did not consent to the disclosure.  
5. The viewing of another person’s sexual activity or intimate parts, in a place where that other person would have a reasonable expectation of privacy, without that person’s consent, for the purpose of arousing or gratifying sexual desire.

4. Retaliation 

Retaliation is any materially adverse action taken against an individual because they were involved in the disclosure, reporting, investigation, or resolution of a report or complaint of Prohibited Conduct under this Policy. Retaliation includes threats, intimidation, harassment, coercion, discrimination, violence, or any other conduct by Pacific Oaks College, a student, or an employee or other person authorized by Pacific Oaks College to provide aid, benefit, or service under the school’s education program or activity, for the purpose of interfering with any right or privilege secured by this Policy or by law, including Title IX or its regulations. Adverse action does not include perceived or petty slights or trivial annoyances.  

The prohibition against retaliation applies to any individuals who participate (or refuse to participate) in any manner in a proceeding or meeting under this Policy.  

Retaliation may occur even where there is a finding of “not responsible” under this Policy. Good faith actions lawfully pursued in response to a report of Prohibited Conduct are not Retaliation.   

4. INSTITUTION’S DUTY TO RESPOND AND DELEGATION OF DUTIES UNDER THIS POLICY 

Pacific Oaks College shall respond to all allegations of Prohibited Conduct, as defined above.   

Any reference to obligations in this Policy, including those assigned to a particular title, such as the Title IX Coordinator, may be designated as appropriate by Pacific Oaks College, including to external professionals.   

5. CONFLICTS OF INTEREST OR BIAS 

Any individual carrying out any part of this Policy shall be free from any actual conflict of interest or demonstrated bias that would impact the handling of a matter. Should the Title IX Coordinator have a conflict of interest, the Title IX Coordinator shall immediately notify the Deputy Title IX Coordinator, who will either take, or reassign the role of Title IX Coordinator for purposes of carrying out the handling and finalization of the matter at issue.  

Should any Investigator, Decisionmaker, or Appeals Panel member have a conflict of interest, the Investigator, Decisionmaker, or Appeals Panel member shall notify the Title IX Coordinator upon discovery of the conflict so that the Title IX Coordinator may reassign the role as appropriate. This Policy will note where parties have the opportunity to challenge the participation of any individual implementing this Policy based on actual conflict of interest or demonstrated bias.  

6. CRIME AND INCIDENT DISCLOSURE OBLIGATIONS 

The Clery Act is a federal crime and incident disclosure law (Section 67380 of the California Education Code has similar requirements). The Clery Act requires, among other things, that Pacific Oaks College report the number of incidents of certain crimes, including some of the Prohibited Conduct in this Policy, that occur in particular campus-related locations. The Clery Act also requires Pacific Oaks College to issue a warning to the community in certain circumstances.  

In the statistical disclosures and warnings to the community, Pacific Oaks College will ensure that a Complainant’s name and other identifying information is not disclosed. When reporting to law enforcement under the Education Code, Pacific Oaks College will not disclose personally identifiable information without a Complainant’s consent. The Title IX Coordinator will refer information to the Vice President of Human Resources and Organizational Effectiveness when appropriate for a determination about Clery-related actions, such as disclosing crime statistics or sending campus notifications. 

How to Make a Report to Pacific Oaks College  

All complaints of violations of this Policy will be taken seriously and in good faith. The Title IX Coordinator will provide information and guidance regarding how to file a complaint with Pacific Oaks College and/or local law enforcement, as well as information and assistance about what course of action may best support the individual(s) involved and how best to address the complaint.  

Every reasonable effort will be made to maintain the privacy of those making a report to the extent possible. In all cases, Pacific Oaks College will give consideration to the party bringing forward a report with respect to how the matter is pursued. Pacific Oaks College may, when necessary to protect the community, initiate an investigation or take other responsive actions to a report, even when the person identifying a concern chooses not to participate in a resolution process and/or requests that the school not initiate an investigation.  

Employees, students, guests, or visitors who believe that this Policy has been violated should promptly contact the Title IX Coordinator or another member of the Title IX Office as follows:  

Michael Patton, Dean of Students and Title IX Coordinator
45 Eureka Street
Pasadena, CA 91103
mpatton@pacificoaks.edu
626-529-8498 

Deputy Title IX: Jane Sawyer, CP of Human Resources & Organizational Effectiveness and Deputy Title IX Coordinator
45 Eureka Street
Pasadena, CA 91103
jsawyer@pacificoaks.edu
626-529-8437 

Or use this reporting form HERE. 

There is no timeline for making a report of Prohibited Conduct. However, Pacific Oaks College encourages the prompt reporting of a complaint as the ability of Pacific Oaks College to pursue the complaint to conclusion may be hindered by the passage of time.  

Individuals may also refer to Section XIX of this Policy for other reporting options.  

4. Amnesty for Student Conduct Charges When Reporting Prohibited Conduct 

A student who participates as a Complainant or witness in an investigation of Prohibited Conduct will not be subject to disciplinary sanctions for a violation of Pacific Oaks College’s student conduct policies at or near the time of the incident, unless Pacific Oaks College determines that the violation was egregious, including, but not limited to, an action that places the health or safety of any other person at risk or involves plagiarism, cheating, or academic dishonesty. .  

5. Privacy and Confidentiality in the Process  

References made to privacy mean Pacific Oaks College offices and employees who cannot guarantee confidentiality, but will maintain privacy to the greatest extent possible, relaying information as necessary to investigate or seek a resolution and to notify the Title IX Coordinator is responsible for tracking patterns and spotting systemic issues. Pacific Oaks College will limit the disclosure as much as practicable.  

Activities under this Policy are conducted with the privacy interests of those involved. While Pacific Oaks College will take reasonable steps to protect the privacy of individuals involved in a complaint, it may be necessary to disclose some information to individuals or offices in order to address a complaint. Thus, Pacific Oaks College cannot, and does not, guarantee that all information related to complaints will be kept confidential. 

To maintain the privacy of evidence gathered as part of any resolution process, access to materials under the procedures in this Policy will be provided only by a secure method and parties and advisors are not permitted to make copies of any documents shared or make use of the documents outside of the processes described in this Policy. Parties may request to review a hard copy of materials, and Pacific Oaks College will make that available in a supervised or monitored setting. Inappropriately sharing materials provided during this process may constitute Retaliation under this Policy.  

6. Options for Confidential Reporting 

Individuals may speak confidentially with an external confidential resource.   In addition to the variety of professional counselors, domestic violence counselors, and pastoral counselors located near Pacific Oaks College, Pacific Oaks College offers as a benefit to its students and employees the following resources that provide professional counseling services:   

Student Solutions: Student Solutions is a free, confidential, around-the-clock counseling service available to all Pacific Oaks College students. 855-460-6668 www.guidanceresources.com. Web identifier: Pacific   

Reporting to External Law Enforcement 

Some Prohibited Conduct may constitute a violation of both the law and the College’s policy. Pacific Oaks College encourages students and employees to report alleged crimes promptly to local law enforcement agencies. All persons have the right to make a report to law enforcement, as well as the right to decline to file with law enforcement. The decision not to file shall not be considered as evidence that there was not a violation of Pacific Oaks College policy. 

Supportive Measures 

The Title IX Coordinator will determine whether to implement reasonable supportive measures designed to assist all parties (Complainants and Respondents) and community members in maintaining access to and participation in Pacific Oaks College’s educational programs, services and activities during the resolution of the complaint.  

Supportive Measures are individualized measures offered as appropriate, as reasonably available, without unreasonably burdening a Complainant or Respondent, not for punitive or disciplinary reasons, and without fee or charge to the Complainant or Respondent to:  

1. Restore or preserve that party’s access to Pacific Oaks College’s education program or activity, including measures that are designed to protect the safety of the parties or Pacific Oaks College’s educational environment; or  
2. Provide support during Pacific Oaks College’s resolution procedures or during an alternative resolution process.  

Supportive measures may include but are not limited to: counseling; extensions of deadlines and other course-related adjustments; campus escort services; increased security and monitoring of certain areas of the campus; restrictions on contact applied to one or more parties; leaves of absence; changes in class, work, or extracurricular or any other activity, regardless of whether there is or is not a comparable alternative; no-contact directives (which may be mutual or unilateral at the discretion of the Title IX Coordinator); and training and education programs related to sex-based harassment. Supportive measures are non-disciplinary and non-punitive. Supportive Measures will also be offered to Respondents when they are notified of the allegations. 

Requests for Confidentiality or No Further Action  

When a Complainant requests that Pacific Oaks College not use their name as part of any resolution process, or that Pacific Oaks College not take any further action, the school will generally try to honor those requests. However, there are certain instances in which Pacific Oaks College has a broader obligation to the community and may need to act against the wishes of the Complainant. In such circumstances, the Title IX Coordinator will notify the Complainant in writing of the need to act. The factors the Title IX Coordinator will consider when determining whether to act against the wishes of a Complainant include:  

1. The Complainant’s request not to proceed with initiation of a complaint;  
2. The Complainant’s reasonable safety concerns regarding initiation of a Complaint;  
3. The risk that additional acts of Prohibited Conduct would occur if a Complaint were not initiated;  
4. The severity of the alleged Prohibited Conduct, including whether the discrimination, if established, would require the removal of a Respondent from campus or imposition of another disciplinary sanction to end the discrimination and prevent its recurrence;  
5. The age and relationship of the parties, including whether the Respondent is an employee of Pacific Oaks College;  
6. The scope of the alleged discrimination, including information suggesting a pattern, ongoing sex discrimination, or sex discrimination alleged to have impacted multiple individuals;  
7. The availability of evidence to assist a Decisionmaker in determining whether sex discrimination occurred;  
8. Whether Pacific Oaks College could end the alleged sex discrimination and prevent its recurrence without initiating its resolution procedures under this Policy; and  
9. Whether the conduct as alleged presents an imminent and serious threat to the health or safety of the Complainant or other persons, or that the conduct as alleged prevents Pacific Oaks College from ensuring equal access on the basis of sex to its education program or activity.  

5. Requests for Confidentiality or No Further Action for California Sex-Based Harassment in Programs and Activities and California Sexual Violence  

California has specific requirements for Pacific Oaks College’s duty to respond to reports of California Sex-Based Harassment in Programs and Activities and/or California Sexual Violence and Sexual Exploitation where the conduct is not governed by Title IX (“California Misconduct”), regardless of whether or not a complaint has been filed under Pacific Oaks College’s resolution procedures, if the school knows, or reasonably should know, about possible California Misconduct against a student, involving individuals subject to the school’s policies at the time, Pacific Oaks College shall promptly investigate (as set forth in this Policy) to determine whether the alleged conduct more likely than not occurred, or otherwise respond if the school determines that an investigation is not required. If Pacific Oaks College determines that the alleged conduct more likely than not occurred, it shall immediately take reasonable steps to end the harassment, address the hostile environment, if one has been created, prevent its recurrence, and address its effects.  

For California Misconduct, if a student Complainant requests confidentiality, which could preclude a meaningful investigation or potential discipline of the potential Respondent, or that no investigation or disciplinary action be pursued to address alleged California Misconduct, Pacific Oaks College shall take the request seriously, while at the same time considering its responsibility to provide a safe and nondiscriminatory environment for all students, including for student Complainant. Pacific Oaks College shall generally grant the request. In determining whether to disclose the student Complainant’s identity or proceed to an investigation over the objection of the student Complainant, the school may consider whether any of the following apply: 

1. There are multiple or prior reports of sexual misconduct against the Respondent.  
2. The Respondent reportedly used a weapon, physical restraints, or engaged in battery.  
3. The Respondent is a faculty or staff member with oversight of students.  
4. There is a power imbalance between the student Complainant and the Respondent.  
5. The student Complainant believes they will be less safe if their name is disclosed, or an investigation is conducted.  
6. Pacific Oaks College can conduct a thorough investigation and obtain relevant evidence in the absence of the student Complainant’s cooperation.  

If Pacific Oaks College determines that it can honor the student Complainant’s request for confidentiality, it shall still take reasonable steps to respond to the complaint, consistent with the request, to limit the effects of the alleged California Misconduct and prevent its recurrence without initiating formal action against the alleged Respondent or revealing the identity of the student Complainant. These steps may include increased monitoring, supervision, or security at locations or activities where the alleged misconduct occurred; providing additional training and education materials for students and employees; or conducting climate surveys regarding sexual violence. Pacific Oaks College shall also take immediate steps to provide for the safety of the student Complainant while keeping the student Complainant’s identity confidential as appropriate. These steps may include changing course schedules, assignments, or tests. The student Complainant shall be notified that the steps Pacific Oaks College will take to respond to the complaint will be limited by the request for confidentiality. 

Emergency Removal  

For sex discrimination and sex-based harassment, Pacific Oaks College retains the authority to remove a Respondent from the College ‘s education program or activity on an emergency basis, where Pacific Oaks College: 

1. Undertakes an individualized safety and risk analysis;  
2. Determines that an immediate and serious threat to the health or safety of a Complainant or any student, employee, or other individual arising from the allegations of sex discrimination justifies a removal; and  
3. Provides the Respondent with notice of and an opportunity to challenge the decision immediately following the removal.  

The Respondent may challenge the decision immediately following the removal, by notifying the Title IX Coordinator in writing. Pacific Oaks College will designate an impartial individual, not otherwise involved in the case, to consider the challenge to the removal and determine if the emergency removal was reasonable. For all other Prohibited Conduct, Pacific Oaks College may defer to its interim suspension policies for students and administrative leave for employees. 

OPTIONS FOR RESOLUTION  

There are multiple ways to resolve a complaint or report of sex discrimination. This section includes information on (1) Support-Based Resolution, (2) Agreement-Based Resolution and (3) Investigation and Decision-Making Resolution.   

1. Support-Based Resolution  

A support-based resolution is an option for a Complainant who does not wish Pacific Oaks College to take any further steps to address their concern, and when the Title IX Coordinator determines that another form of resolution, or further action, is not required. Some types of support that may be appropriate include but are not limited to: adjustments or changes to class schedules; adjusted deadlines for projects or assignments; adjustments to work schedule or arrangements; escorts to and around campus; and/or counseling.  

A support-based resolution does not preclude later use of another form of resolution, for example if new information becomes available to Pacific Oaks College and the Title IX Coordinator determines there is need for additional steps to be taken, or the Complainant later decides to pursue a Resolution Agreement or investigation and decision making.  

2. Agreement-Based Resolution  

Agreement-Based Resolution is an alternative where the Parties each voluntarily agree to resolve the complaint in a way that does not include an investigation and does not include any finding of responsibility. Agreement-Based Resolution is a voluntary, structured interaction between or among affected parties that balances support and accountability. If Pacific Oaks College offers Agreement-Based Resolution to the parties, and they voluntarily consent to engage in that process, the Title IX Coordinator must still take other prompt and effective steps as needed to ensure that sex discrimination, harassment, and retaliation does not continue or recur within the education program or activity. Parties and the Title IX Coordinator may agree to exit the investigation and decision-making process to explore Agreement-Based Resolution.  

Any party may design the proposed agreement between the parties. The Title IX Coordinator must approve of the use of the Agreement-Based Resolution process and approve the final agreement between the parties. Although not generally a part of Agreement-Based Resolution, under California law mediation is not permitted for California Misconduct. The Title IX Coordinator must specifically determine that it is permissible for resolving California Sex-Based Harassment in Employment. Agreement-Based Resolution may be initiated at any time prior to the release of the final determination. Because Agreement-Based Resolution does not involve an investigation, there is not any determination made as to whether a Respondent violated this Policy.  

The Title IX Coordinator has the discretion to determine that Agreement-Based Resolution is not an appropriate way to address the reported conduct and that the matter must instead be resolved through an alternate process. 

REMEDIES & SANCTIONS FOR ALL PROHIBITED CONDUCT  

Remedies must be designed to restore or preserve equal access to Pacific Oaks College’s education program or activity. The Title IX Coordinator is responsible for effective implementation of any remedies. 

Sanctions are disciplinary consequences that may be imposed on a Respondent who is found responsible for a violation of Pacific Oaks College’s policies. Sanctions not listed here may be imposed in consultation with the Title IX Coordinator.  

The form of sanction or discipline used will depend on the nature of the offense, as well as any prior disciplinary history. Such discipline or sanction will be imposed pursuant to and in accordance with any and all applicable College rules, policies, and procedures. Factors considered when determining a sanction/responsive action may include:  

1. The nature, severity of, and circumstances surrounding the violation;  
2. An individual’s disciplinary history; 
3. Previous grievances or allegations involving similar conduct;  
4. The need for sanctions/responsive actions to bring an end to the sex discrimination or retaliation; 
5. The need for sanctions/responsive actions to prevent the future recurrence of sex discrimination or retaliation; 
6. The need to remedy the effects of the sex discrimination or retaliation on the victim and the campus community.  

Student sanctions imposed are implemented when the decision is final (after an appeal, or, if there was no appeal, after the appeals period expires).  

Possible sanctions and disciplinary steps for student Respondents include, but are not limited to the following:  

• Formal written warning 
• Professional Development Plan (a plan intended to require reflection and remediation of behavior found to be in violation of this policy) 
• No contact order pertaining to certain Pacific Oaks College Community Members or physical locations 
• Referral to counseling and/or Student Solutions  
• Required training or education  
• Dismissal from Pacific Oaks College  
• Withholding of degree conferral and/or issuance of a diploma.

APPEALS  

Determinations may be appealed in writing by either party. Appeals will be sent to the Title IX Coordinator, who will then send the appeal to the designated Appeals Panel assigned by the Title IX Coordinator to conduct a written review of the appeal(s) and to make a final determination. Appeals must be in writing and filed within ten (10) days following the issuance of the Notice of Outcome.  

The Appeals Panel will consist of a member of the Title IX team not previously involved in the matter, a current or previous Student Standards Committee member, and a faculty member. 

Appeals may be filed only on the following three grounds: 

1. Procedural Error: A procedural error occurred and would change the outcome. A description of the error and its impact on the outcome of the case must be included in the written appeal; or 
2. New Evidence: New evidence or information has arisen that was not available or known to the party during the investigation, that would change the outcome. Information that was known to the party during the resolution process but which they chose not to present is not considered new information. The new evidence, an explanation as to why the evidence was not previously available or known, and an explanation of its potential impact on the investigation findings must be included in the written appeal; or  
3. Actual Conflict of Interest or Demonstrated Bias: The Title IX Coordinator, Investigator, Decisionmaker or others with a role in the process with an actual conflict of interest or demonstrated bias for or against Complainants or Respondents generally, or the individual Complainant or Respondent, that would change the outcome. Any evidence supporting the alleged conflict of interest or demonstrated bias must be included in the written appeal. 

PROHIBITION AGAINST RETALIATION 

Pacific Oaks College prohibits Retaliation. No one may intimidate, threaten, coerce, or discriminate against any individual for the purpose of interfering with any right established by this Policy or because the individual has made a report or complaint, or were involved in the disclosure, reporting, investigation or resolution of a report or complaint of Prohibited Conduct under this Policy. 

ADDITIONAL ENFORCEMENT INFORMATION  

Any person may report conduct prohibited by this Policy to the Title IX Coordinator. A complaint about the Title IX Coordinator can be made to the Deputy Title IX Coordinator or the Vice President of Academic Affairs. 

RESOURCES  

External Private & Confidential Resources 

Student Solutions/ComPsych: Student Solutions is a free, confidential, around-the-clock counseling service available to all Pacific Oaks College students. 855. 460. 6668 www.guidanceresources.com 
Web identifier: Pacific   

Counselors who provide services to Pacific Oaks College Community Members through Student Solutions are not required to disclose reports of sexual misconduct to Pacific Oaks College’s Title IX Coordinator. While professional and non-professional counselors and advocates may maintain a Complainant’s confidentiality vis-à-vis Pacific Oaks College, they may have reporting or other obligations under state law. A Complainant is encouraged to ask the counselor to explain their ability to protect the student’s privacy and to maintain confidential communications. 

Teach-out Policy

In order to plan for the protection of students in the event that a program is discontinued or that an instructional site is closed, the following is Pacific Oaks College’s Teach-out Policy:

If a Pacific Oaks College program is discontinued, Pacific Oaks College will take measures to protect the interests of students to complete the program in which they are enrolled with a minimum of disruption in their studies.  Pacific Oaks College will create a teach-out plan to assure that all enrolled students can complete their studies, either at Pacific Oaks College or at a comparable institution and program.

Whenever possible, Pacific Oaks College will continue to provide instruction so that enrolled students can complete their prescribed program at Pacific Oaks College.  Modifications to course requirements may be necessitated, but Pacific Oaks College will make every effort to keep changes to a minimum.

When it is not reasonably feasible for Pacific Oaks College to teach out students at Pacific Oaks College in the same curriculum and with the same faculty and services, a teach-out agreement with one or more other institutions will be developed.  A teach-out agreement is a written agreement between Pacific Oaks College and another institution that provides for the transfer of students to that institution.  Any such agreement will provide for the equitable treatment of students. 

Any such an agreement will ensure, to the extent feasible, the following:

• That the institution is accredited by an accrediting agency equivalent to the Western Association of Schools and Colleges Senior College and University Commission (WSCUC) and that the institution is in good standing with its accreditor.

• That students will be treated equitably, considering the following factors:
  • The institution should have the necessary experience, resources, and support services to provide an educational program that is of acceptable quality and reasonably similar in content, structure, and scheduling to that provided by Pacific Oaks College.
  • The institution must have the capacity to remain stable, carry out its mission, and to meet all obligations to the affected Pacific Oaks College students.
  • That the institution should be able to provide students access to the program and services without requiring them to move or travel substantial distances.
  • That the institution should charge substantially the same tuition and fees as the students were paying to Pacific Oaks College and must agree to specify additional charges in the agreement and notify the affected students of any additional charges.

Pacific Oaks College will notify WASC of any programs that are being discontinued and seek WASC approval of teach-out plans and agreements.  Further, Pacific Oaks College will notify the Department of Education if required by federal regulation or WASC policy.

Programs at Pacific Oaks College may adopt plans and agreements that provide more protections than those required by this policy, if required by a specialized accrediting agency or otherwise deemed advisable, with the approval of the President.

Student Resources and Support

Academic and Faculty Advising

Pacific Oaks students are responsible for being familiar with the current Catalog and the requirements for their degrees and programs. All students will be assigned a Faculty Advisor and an Academic Advisor upon admission who registers them for all coursework, counsels them on their academic program, provides support, and monitors their academic progress in their respective programs. Students are encouraged to contact their Faculty Advisor and Academic Advisor regularly to review their academic progress and standing.

Center for Student Achievement, Resources, and Enrichment (CARE)

The Center for Student Achievement, Resources, and Enrichment (CARE) is committed to providing support services that foster academic achievement and professional development. Our staff offers students the resources needed to help navigate the challenges of balancing school with work and family demands. We strive to empower students to reach their highest academic, personal, and professional potential.

The Center assists students with special needs accommodation, international student support, career planning and development services, including resume writing assistance, interviewing skills development, and time management. Students seeking employment opportunities can benefit from the Center’s annual Career Fair and online career resources and workshops.

The Center also provides academic support through the CARE Learning Center. The CARE Learning Center works with students to develop their academic skills, which include developing writing, expanding critical reading skills, and improving study habits. Services include one-on-one tutoring, workshops, writing support groups, and academic resources.

Please contact the CARE Office at (626) 529-8260 or CARE_Office@pacificoaks.edu for assistance.
 
The CARE Learning Center team can be reached at (626) 529-8264 or CARELearning@pacificoaks.edu.

Additional information can also be found on the CARE pages on the Community Site.

Student Success Center

Welcome to Pacific Oaks Student Success Center

In October 2020, Pacific Oaks College received a $2.5 million, Title V Hispanic Serving Institution Grant (HSI) from the Department of Education.  This five-year grant allows Pacific Oaks to expand its efforts in creating an academic environment for the Undergraduate Latinx and other underserved students by offering services and resources that will support them attain their degrees.

The center will serve our students with a:

• Dedicated Student Success Center
• Bi-Lingual staff (English and Spanish)
• Bilingual tutors and mentors.  The tutors will support with course content.
• One-on-one coaching
• Lending library of laptops and textbooks (on a need basis)
• Professional development workshops
• Cultural events

Your Center’s motto is Tu Sueño tu Realidad!  Your Dream your Reality!

Contact Us:

The Pacific Oaks College Student Success Center is located at the Pasadena campus, building 55.

Learn more about the Student Success Center

For more information, or to schedule an appointment, contact the Student Success Center at SSC@pacificoaks.edu or 626-529-8080.

Student Government

The Student Government is the official voice of the student body. The purpose of the Student Government is to serve as a representative group for the students of the College, including: representing the student body’s voice, views, and interests and enhancing communication and fellowship among students, faculty, and administration at the College.

Student Government membership is all students registered in degree-seeking programs at the College. Any student not enrolled for one semester will maintain active membership for that semester. Student involvement is essential, and students are encouraged to participate in student government. To learn more about the Pacific Oaks College Student Government Association and or to become involved, please contact pocstudentgovernment@pacificoaks.edu.

Library

Tel: (626) 529-8451
Email: library@pacificoaks.edu
Website: http://tcsedsystem.libguides.com/POC_Library

Library patrons have a variety of resources and services available both on-site and remotely. To protect the integrity of library services, the following guidelines are presented in brief. Students are advised to consult the Library’s website for detailed information on library policies and procedures. Policies and processes may undergo revision at any time.

Library Privileges

The Library’s collections are intended to serve the research needs of students, faculty, and staff of Pacific Oaks College. Alumni have continued access to the library’s physical resources. Pacific Oaks ID cards functions as Library cards. Student ID cards are issued by the Registrar’s Office. Use of library services implies patron agreement to all library regulations. Verification of enrollment is required and as such, this process may necessitate coordination with other campus offices. Registration for library services is not immediate and patrons are advised to contact the library early in order to ensure timely access to collections and resources. Certain materials do not circulate (reference items, etc.) and may be limited to onsite/library use only.

Circulation Policies

Borrowers’ Responsibilities
In order for an account to be considered in good standing, library patrons must:

1. Present a valid student ID card in order to borrow materials.
2. Keep track of all items borrowed and know their due dates.
3. Return or renew materials on or before the due date; the borrower is responsible for the safe return of all borrowed material until the time of check-in.
4. Return materials to the library without evidence of defacement (including underlining, highlighting or writing/notations be they in pen, pencil or other), or damage.
5. Notify the Library immediately of changes to patron contact information. Returned mail may result in a temporary suspension of privileges.
6. Notify the Library and the Registrar’s Office immediately regarding stolen or lost student ID cards.
7. Respond to library notices (when applicable) and pay fines/charges as applicable.

Please note: Library staff will not mediate disputes caused by the unauthorized lending-borrowing of books between library patrons or patrons and third parties. Item fees and costs are assessed to the account under which the materials were acquired. Patrons are strongly advised not to engage in inter-patron or third-party lending of materials.

Patrons are responsible for any items acquired with their ID cards; therefore, it is of critical importance that lost/stolen ID cards are reported immediately. Patrons cannot transfer their circulation privileges to family or friends. The library will only loan materials to students, staff, faculty and alumni with valid Pacific Oaks ID.

Expiration and Renewal of Library Privileges

Withdrawn, dropped, dismissed or inactive students may experience a suspension of library services until such time as they are actively enrolled. This does not affect due dates for items checked-out during a period of active enrollment.

Loan Periods and Due Dates

Due dates are established at the time of checkout, though students are advised to review the Library’s complete policies as detailed on its website for the most current due date schedule. Materials may be renewed via email, by phone, in person, or online. Items requested by other students cannot be renewed and must be returned by their original due date. Distance students enjoy the same library privileges as onsite students and circulating materials can be mailed to any student by request who live outside a 25-mile radius of the Pasadena Campus. Costs associated with return are incurred by the borrower.

Library Fines & Fees

Library late fees for books accrue daily. Separate fees for books vs. other materials may apply. Fines for reserve materials are assessed for each day an item’s return is delayed. Fees are additionally assessed on a per-item basis. For a current schedule of fees, please consult the Library’s website or the Catalog’s Financial Aid & Student Accounts section for further clarification.

Lost, damaged, or defaced items incur fees equal to the cost of replacement plus a $20 materials processing fee. All fines/fees are assessed to the patron’s student account. The Library does not accept direct payment for charges. Questions regarding Library charges may be answered via the Library’s website or by phone/in person at the Circulation Desk. Unpaid Library fines/fees may result in temporary suspension or permanent disbarment.

Notices

The Library provides email notices to patrons with valid PO issued email addresses on file, however, this is a courtesy and borrowers are responsible for return of materials, even if notices are not received. The Library’s policy with regard to non-receipt of notices also applies to individuals who are out of town or temporarily removed from contact.

Interlibrary Loan (ILL)

The Pacific Oaks Library participates in resource sharing opportunities around the globe. For items not held by the Library, students may request an Interlibrary Loan (ILL). Through this process, Library staff request items from other libraries - since these libraries may be out of state, across the nation or, as in some cases, in other countries, ILL requests take time and planning. Furthermore, the timeliness of request response, due date, shipping rate, etc., is at the discretion of the lending library, and is not controlled by Pacific Oaks Library staff. Some items, due to obscurity or limitations of use may not be obtainable or may carry conditions of use or format.

Reference Services

Reference and instructional staff are available by appointment or on a drop-in basis via email, phone, in person or online. Assistance with topic-specific research on a drop-in basis is available only when reference/instructional staff are not scheduled for other teaching or reference activities.

The goal of the academic reference transaction is to impart retrieval skills to patrons so that they may access material on their own. Library reference staff will not provide print outs of materials encountered during the reference transaction Librarians who provide reference service do not supply answers to students’ assignments, do students’ research, or compile bibliographies of information sources, and they typically refer patrons to the IT department concerning computer hardware and software questions.

Research Resources

Each student is afforded personal login credentials that allow access to the college’s academic databases. Among its more notable database selections are EBSCO’s Academic Search Complete, PsycArticles, PsycBooks, PsycInfo, PsyCritique, Mental Measurements Yearbook, the PEP Archive, ProQuest Theses & Dissertations, as well as a host of other repositories. Library staff strongly encourages students to become familiar with these databases immediately upon admission. It is unwise to wait until an impending research due date looms near: students are advised to begin exploring research resources before course assignments are distributed.

Statement on Appropriate Use of Electronic Resources

Pacific Oaks complies with all state and federal laws that apply to internet use and/or utilization of electronic resources. Additionally, database or other software vendor restrictions, limitations and conditions are upheld and enforced. Library patrons are prohibited from:

1. Sharing passwords, login Credentials or other access-granting information
2. Publishing restricted information to the internet as a private individual or a Pacific Oaks community member
3. Distributing via its networks or posting copyrighted information without expressed permission from copyright/distribution/intellectual property right holders
4. Using the Library’s systems or networks to explore/browse/download inappropriate content
5. Using the Library’s systems or networks to download materials unrelated to Education at Pacific Oaks (personal use)
6. Using the Library’s systems or networks to harass, embarrass, stalk others or attempt to engage others via continued, expressed unwanted contact
7. Using the Library’s systems or networks for commercial purposes or personal, financial gain
8. Engaging in activities which violate state or federal law
9. Engaging in activities which violate any of Pacific Oaks College’s existing policies

Violation of any of these conditions may result in termination of Library privileges. Additional guidelines for use of computers and networks exist within the college’s computer resource and technology use policies.

Collection Development, Acquisitions Criteria and Academic Freedom

The Library’s Collection Development, Acquisitions Criteria, and Academic Freedom policies are available via the Library’s website. The Library encourages the Pacific Oaks Community to be familiar with these policies as they provide an understanding of the academic environment under which the Library operates.

Copyright Policies

Digital Millennium Copyright Act (DMCA) Notification and Response Plan
In compliance with additional requirements of the Higher Education Opportunity Act (HEOA) of 2008 and the Digital Millennium Copyright Act (DMCA), Pacific Oaks developed a policy in order to combat unlawful file sharing of copyright materials. In particular, Pacific Oaks’ plan requires students, employees and visitors using Pacific Oaks networks or computers to comply with pertinent U.S. and international copyright laws. Failure to comply with the policies in the DMCA plan may result in disciplinary action as well as civil and criminal penalties.

Reproduction of Materials

The photocopying or reproduction by other means of copyrighted materials is a right granted under the federal Copyright Act that defines the rights of a copyright holder and how they may be enforced against an infringer. The unauthorized reproduction and distribution of copyrighted material is strictly prohibited. Students identified as having violated this policy may be subject to disciplinary action, up to and including but not limited to dismissal from the institution, or legal action as appropriate, or both.

Copyright infringement is the act of exercising, without permission or legal authority, one or more of the exclusive rights granted to the copyright owner under section 106 of the Copyright Act (Title 17 of the United States Code). These rights include the right to reproduce or distribute a copyrighted work. In the file-sharing context, downloading or uploading substantial parts of a copyrighted work without authority constitutes an infringement.

Penalties for copyright infringement include civil and criminal penalties. In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or “statutory” damages affixed at not less than $750 and not more than $30,000 per work infringed. For “willful” infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorneys’ fees. For details, see Title 17, United States Code, Sections 504, 505. Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five years and fines of up to $250,000 per offense.

All students of Pacific Oaks College are subject to the restrictions imposed by the Copyright Act. The copyright law applies to all forms of photocopying, whether it is undertaken at a commercial copying center, at the school’s copying facilities, or at a self-service machine. In the opinion of Pacific Oaks College, copying a chapter of a book - and therefore, the entire book - would be considered copyright infringement. Students must exercise prudent judgment when reproducing the works of others so as to not violate the copyright law. Any concern about a student’s reproduction of materials should be brought to the attention of the student’s department chair, associate department chair, or vice president of student affairs. For more information, please visit U.S. Copyright Office website, especially their FAQ.

Thesis Submission

General Requirements

Your thesis should be written in a standard font and font size, such as Arial or Times New Roman 12-point font. It should be double spaced, with one-inch margins. You must number your pages according to APA guidelines.

You must include a title page, table of content and Reference page. Your table of contents may be as detailed as you choose, but it must at least direct readers to each chapter of your thesis.  You should use APA formatted in-text citations and references, and follow APA standard formatting for headings, tables, etc.

Any images, including diagrams, charts, and photographs, must be created by you, or include attribution (reference). Please contact the library if you have any questions about copyright, or review information here.

Title Page
Your title page should contain the following elements:

• The title of your thesis.
• The statement “Submitted in partial fulfillment of the requirements for the degree Master of Arts in Human Development” or the equivalent statement for your degree.
• Your full name as it appears in the school’s records. Please do not use nicknames.
• The full names of committee members, with a line for each of them to sign on
• Month and year of submission (i.e., May 2012)

Submission to Library

• Complete thesis submission will include
  1) An electronic copy of the final version of your thesis, in either Word or PDF    
  2) A scanned (PDF) or photocopy of the title page with your committee’s signatures if it cannot be included in the thesis
• The electronic copy of your thesis should be a single document, and include your title page, a table of contents, the body of your thesis, and your references.
• Submit your thesis to POthesis@pacificoaks.edu, with the subject line “Your full name - Thesis submission”.  Submissions should come from PO student emails.  Emails with documents and attachments from unsecure (non-PO) emails will be deleted without review due to electronic security concerns. Photocopied title pages with signatures may be submitted in person or mailed.
• The library will make a good faith effort to check thesis to ensure they follow correct APA formatting.  Students will be notified via email if they need to re-submit making any necessary corrections.  It’s the student’s responsibility to review and correct necessary changes.  It is advised that all thesis students seeking help with APA make appointments with library staff well in advance of submission deadlines to ensure acceptance of completed thesis.

For thesis due dates, please refer to the Academic Calendar.

Student Health and Wellness

Health Insurance Portability and Accountability Act (HIPPA)

Pacific Oaks complies with all laws that govern employee and students’ medical records, their review and their dissemination. Pacific Oaks College and Children’s School will not require individuals to waive their health privacy rights as a condition for treatment, payment, enrollment in the health plan, and/or eligibility for benefits. Pacific Oaks College and Children’s School will not intimidate, threaten, coerce, discriminate against, or take other retaliatory action against an individual for exercising health privacy rights.

Student Health Insurance

Domestic Students

The ability to receive adequate services in the event of sickness or injury is critically important to the overall academic experience. Students attending Pacific Oaks College are encouraged to evaluate their current health insurance needs and determine their needs for insurance coverage based on local, state, and federal requirements.

Health insurance options and resources are available to students from independent providers. Information to insurance providers can be found on the Pacific Oaks College Community Site. The plans and providers listed are not directly affiliated with or managed by Pacific Oaks College. Students are encouraged to compare the plans before choosing one to ensure that the offered coverage best suits individual needs.

International Students

All full-time international students in F-1 and J-1 status are required to purchase and maintain adequate health insurance coverage prior to the start of the semester. Pacific Oaks College has partnered with LewerMark Insurance Company to offer health insurance coverage to all international students in F-1 and J-1 status.
 
Participation in the LewerMark insurance plan is mandatory. Waivers to opt out of the LewerMark Health insurance plan might be considered under special circumstances. A waiver request form must be submitted for evaluation to determine if a student is qualified to opt out. Waiver Request forms can be obtained here.

International students are automatically charged and enrolled in the insurance plan prior to the start of each semester. The cost of the insurance is $138.83 per month. Cost is subject to change without advance notice.
 
Click here for more information regarding the LewerMark Health insurance plan. Please review the information carefully.

The LewerMark International Student Health Insurance plan does not cover dependents. However, the company offers additional plans for one’s spouse and children. These plans are not associated with Pacific Oaks College and arrangements must be made independently of the college. Information regarding optional health insurance for one’s spouse and children can be found at this link.  

Online and Part-time Students

Additional health insurance options are available to students from other independent providers. Links to some independent providers can be found on the Pacific Oaks website. The plans and providers listed are not directly affiliated with or managed by Pacific Oaks College. Students are encouraged to compare the plans before choosing one to ensure that the offered coverage best suits individual needs.

Serious Disease Policy

Employees, faculty, or students with infectious, long- term, life-threatening, or other serious diseases may continue their work or attendance at Pacific Oaks College and Children’s School as long as they are physically and mentally able to perform the duties of their job or meet their academic responsibilities without undue risk to their own health or the health of other employees or students.

Serious diseases for the purposes of this policy include, but are not limited to, cancer, heart disease, Multiple sclerosis, hepatitis, tuberculosis, human immunodeficiency virus (HIV), and acquired immune deficiency syndrome (AIDS). Pacific Oaks will support, where feasible and practical, educational programs to enhance employee and student awareness and understanding of serious diseases.

The mere diagnosis of HIV, AIDS, AIDS-Related Complex (ARC), or AIDS virus antibodies, or any other serious communicable disease is not, in itself, sufficient basis for imposing limitations, exclusions or dismissal. Harassment of individuals with or suspected of being infected with any disease is not acceptable behavior at Pacific Oaks and will be strictly censored. The diagnosis of the condition, as any other medical information, is confidential.

In working with faculty, employees or students diagnosed with HIV, AIDS or any other serious communicable disease, Pacific Oaks will proceed on a case-by-case basis. With the advice of medical professionals, these factors will be considered:

1. The condition of the person involved and the person’s ability to perform job duties or academic responsibilities;
2. The probability of infection of co-workers or other members of the Pacific Oaks community based on the expected interaction of the person in the Pacific Oaks setting;
3. The possible consequences to co-workers and other members of the Pacific Oaks community, if infected;
4. Possible reasonable accommodations and modifications to the individual’s job or other obligations to take account of the condition;
5. Risk to the person’s health from remaining on the job or in the Pacific Oaks community; and
6. Other appropriate factors.

Any determination with respect to an employee or student will be made following consultation with the affected employee or student, the employee or student’s treating physician (if available), and such other persons as need to be involved in such a situation. Disclosure will take place only if deemed medically advisable and legally permissible. The appropriate Health Department will be informed.

Alcohol and Drug-Free Environment

In compliance with the Drug Free Schools and Communities Act (DFSCA) of 1986 as amended in 1989, Pacific Oaks College explicitly prohibits the unlawful possession, sale, use, or distribution of illicit drugs by students or employees on school premises or as part of any of its activities. In addition, the school prohibits the misuse of legal drugs including alcohol.

General State Laws of Alcohol Possession and Consumption

Individuals younger than 21 years old may not purchase, accept as a gift, or possess alcoholic beverages on any street or highway or other public place. Consumption by minors is expressly prohibited. Licensees to sell alcoholic beverages are prohibited from selling, giving, or delivering alcoholic beverages to anyone less than 21 years of age. It is unlawful for anyone of legal age to purchase or obtain alcoholic beverages and then sell, give, or deliver them to a minor.

Sanctions to Be Imposed on Students Who Violate Regulations and Policies

An individual who is determined to be impaired (impaired meaning that the individual’s normal physical or mental abilities have been detrimentally affected by the use of substances) while on Pacific Oaks property is guilty of a major violation of institution policy and is subject to severe disciplinary action, which can include suspension, dismissal, termination, or other penalty deemed to be appropriate under the circumstance.

The following sanctions may be imposed against a student found to violate the Drug & Alcohol Policy:

1. Warning - Oral warning to the students’ that are engaging in misconduct by violating college rules, regulations, or policies.
2. Reprimand - Written warning that continuation or repetition of misconduct may result in a more severe sanction.
3. Probation - Written notice explaining the serious nature misconduct and outlining the terms of probation. It is possible for the terms of probations to prohibit a student from participation in co-curricular activities.
4. Suspension - Termination of student status at the college for a specified period.
5. Expulsion - Termination of student status at the college permanently or for an indefinite period. A student who has been suspended or expelled will be given notification of the time within which the student is expected to leave the campus after his or her relationship to the college has been terminated.

Health Risks Associated with Use of Illicit Drugs, the Misuse of Legal Drugs, and Alcohol Abuse

There are health risks associated with the use of illicit drugs and abuse of legal drugs and alcohol including impaired functioning of the following major organs: liver, kidneys, brain, and other aspects of the central nervous system including impaired immune functioning and impaired lung and pulmonary functioning. The effects are both immediate and long-term. Immediate effects include impaired judgment, impaired attention span, and impaired gross and fine motor control. Long-term effects include the risk of premature death. The use of needles to inject drugs into the blood stream engenders the risk of contracting AIDS or hepatitis. These health risks may affect one’s daily life activities, as well as familial, social, and working relationships.

Drug and alcohol abuse cause physical and emotional dependence, in which users may develop a craving for a particular substance. Thus, their bodies may respond to the presence of such substances in ways that lead to increased drug and alcohol use. Certain drugs, such as opiates, barbiturates, alcohol and nicotine create physical dependence. With prolonged use, these drugs become part of the body chemistry. When a regular user stops taking the drug, the body experiences the physiological trauma known as withdrawal.

Psychological dependence occurs when taking drugs becomes the center of the user’s life. Drugs influence the mind and body for weeks or even months after drug use has stopped. Drugs and alcohol can interfere with memory, sensation, and perception. They distort experiences and cause loss of self- control that can lead users to harm others as well as themselves.

Legal Sanctions Under Federal and State Law

Federal penalties and sanctions for illegal possession of a controlled substance are as set forth below. This list has been included for reference purposes only. The most current information can be found on the website of the U.S. Drug Enforcement Administration.

1. First conviction: up to one-year imprisonment or a fine of at least $1,000
2. After one prior drug conviction: at least 15 days in prison, not to exceed two years, and a fine of at least $2,500 but not more than $250,000, or both
3. After two or more prior drug convictions: at least 90 days in prison, not to exceed three years, and a fine of at least $5,000
4. Special sentencing provisions for possession of crack cocaine: mandatory sentencing of at least five years in prison, not to exceed 20 years, and a fine of up to $250,000, or both, if the first conviction and amount of crack possessed exceeds five grams, the second crack conviction and the amount of crack possessed exceeds three grams, third or subsequent crack conviction and the amount of crack possessed exceeds one gram
5. Forfeiture of personal property used to possess or to facilitate possession of a controlled substance, if that offense is punishable by more than a one-year imprisonment
6. Forfeiture of vehicles, boats, aircraft, and any other conveyance used to transport or conceal a controlled substance
7. Civil penalty of up to $10,000
8. Denial of federal benefits, such as student loans, grants, contracts, and professional and commercial licenses, for up to one year for first offense or up to five years for second and subsequent offenses
9. Ineligibility to receive or purchase a firearm
10. Revocation of certain federal licenses and benefits, (for example, pilot licenses, public housing tenancy, etc.) as vested within the authorities of individual federal agencies
11. Any person convicted of drug trafficking occurring within 1,000 feet of an academic institution is subject to prison terms and fines twice as high as listed above with a mandatory prison sentence of one year for each offense.

Counseling, Treatment, or Rehabilitation Programs

Any student who fails to abide by the terms of the Tobacco, Drug, and Alcohol Regulations and Policies may be required to participate satisfactorily in drug abuse assistance or rehabilitation program approved for such purposes by a federal, state or local health, law enforcement, or other appropriate agency. Specific programs of counseling or rehabilitation are available within the Los Angeles, Pasadena, and Northern California areas.

Distribution of Policy

This policy is distributed annually to all students and employees pursuant to Public Law 101-226 (The Drug-Free Schools and Communities Act Amendment of 1989). Pacific Oaks will regularly review the terms of this policy to:

1. Determine its effectiveness;
2. Implement changes, as needed, and
3. Ensure that sanctions are consistently reinforced.

Substance Abuse Resources

ComPsych Guidance Student Assistance Program

ComPsych Student Assistance Program provides support, resources and information for personal and work-life issues. is company-sponsored, confidential and is provided at no charge to you and your dependents. Available resources include: confidential counseling; substance abuse counseling; financial guidance and legal support and resources.

Create Your ComPsych Account:
Log on to https://community.pacificoaks.edu/home/Pages/default.aspx
Follow: Student Resources
Click on “Student Assistance Program”

Substance Abuse Referral List: A substance abuse referral list is available in the CARE Office or online on the CARE webpage.