Hobart and William Smith Colleges

Administrative Policies

I) BILLING POLICIES

The Business Office, which includes Student Accounts, maintains policies on billing, payment schedules, refunds, late payments, returned checks, and other procedures. The policies and procedures are located within Student Accounts webpage as well as within Hobart and William Smith Course Catalogue.

II) FINANCIAL AID

Hobart and William Smith are committed to providing financial assistance to students who demonstrate financial and academic eligibility and have met all appropriate application deadlines. Students who have demonstrated need as determined from information provided in the College Scholarship Service (CSS) Profile Form and/or the Free Application for Federal Student Assistance (FAFSA) will be assisted from one or more of the following: federal and state grants, employment opportunities, loans, and HWS grants/scholarships. Awards will incorporate students’ abilities and promise, with the award amount varying according to the financial needs of students and their families. More information about financial aid opportunities, including the standard of satisfactory progress for determining eligibility for financial aid for HWS Baccalaureate degree programs, please visit the Financial Aid website or Hobart and William Smith Course Catalogue.

III) LIBRARY POLICIES

A) Borrowing Materials
The Warren Hunting Smith Library is maintained by Hobart and William Smith for use by members of the Hobart and William Smith community. The Library has developed circulation policies that reflect Hobart and William Smith fundamental commitments to respect for intellectual freedom and open and unfettered inquiry. These policies are designed to grant equitable access to the Library’s resources for all members of the HWS community. To that end, borrowers must accept responsibility for the care of library resources and for the prompt return of borrowed materials.

Students are automatically accorded privileges for the current academic year, and privileges are renewed provided one remains actively enrolled. The Registrar determines the active enrollment status. Students must present a current valid HWS identification card to exercise their privileges.

As a circulating collection, Warren Hunting Smith Library strives to maintain the balance between allowing items to circulate and retaining items so that they are available to other users. The Library categorizes items in the collections into different item types; not all items can circulate and some item types may have limited loan periods.

The Warren Hunting Smith Library will communicate via email whenever possible. The Library will, as a courtesy and whenever possible, provide the user with the appropriate notices regarding the status of items currently charged to your account. Courtesy notices are normally sent three days prior to an item being due. Overdue notices are sent on the day an item is overdue, and every seven days thereafter until the twenty- eighth day. Items that are overdue more than thirty-five days will be declared lost, and the appropriate fines and fees will be applied to your account.

As a means of allowing equitable access to the Library’s resources for all members of the HWS community, users are encouraged to recall needed materials that are currently charged out. Normally, users are guaranteed a minimum loan of seven days before an item can be recalled; once an item has been recalled it must be returned by the date specified on the recall notice. Failure to return items for which an overdue recall notice has been issued will result in the application of the appropriate fine(s) as well as the suspension of all privileges until the overdue recalled items are returned.

All items that are on loan to a user are the sole responsibility of the user. Users will be held responsible for the theft, damage or loss of items that are charged to their account. A processing fee and replacement cost will be assigned to any items that are lost or damaged. Fine or fee totals in excess of $100.00 will result in the loss of all borrowing privileges until the account is settled. Account balances are forwarded to the Bursar’s office for settlement.

For a full listing of the circulation policies, including applicable fines and fees, please see the Library’s website at http://library.hws.edu; a printed copy of the circulation policies is also available at the Circulation Desk.

B) Interlibrary Loan Requests
Books and photocopies of articles from journals not owned by the Warren Hunting Smith Library are available via interlibrary loan to students and faculty engaged in research. In general, there is no charge for book requests, but there may be a fee for obtaining photocopies. Failure to return books by the due date will result in loss of all Library privileges until the item is returned or replacement payment is made according to fees assessed by the owning library.

C) Facilities & Services
Research assistance is available most days from the late morning through early evening hours, and by appointment. Users seeking assistance should inquire at either the Circulation or Reference Desks.

The Rosensweig Learning Commons, located on level 1, is a significant campus resource for the HWS community that brings together a richness of print and online resources. The facility includes multiple instruction spaces that allow for the flexible arrangement of people and resources to encourage collaborative learning. Photocopying and printing services are available using your HWS credentials. The upper floors of the Library provide a variety of seating and study options from single carrels to tables and soft seating. Also on the upper floors are facilities for media viewing, group studies, and study facilities for students in the Honors program.

Twenty-four hour study is available in the Barron Multimedia Lab, located off the atrium, with access to computers and printing.

D) Using the Library
The Library strives to be a place conducive to the pursuit of knowledge – which sometimes requires bodily sustenance. We ask that only beverages in closed containers be brought into the reading rooms and book stacks, and that any food be limited to small snacks.

• Smoking is not allowed anywhere in the facility.
• Please refrain from unnecessary use of cell phones in the facility; if you do find it necessary to use a phone please be mindful of others and respect their right to a quiet study space.
• Publicly accessible Ethernet jacks are available throughout the Library. Wireless access points are also available throughout the facility, although coverage varies in the book stacks.
• Posting is permitted only in the designated areas of the atrium.
• Please be courteous and remove your belongings when leaving the library for any length of time, so that others can use the space. If you are leaving belongings for brief periods, please be sure that valuables are secured (the Library is not responsible for the theft of unattended items). Please return all books to a book drop after you have completed using them and please remove all litter to a trash or recycling receptacle.

IV) HUBBS HEALTH CENTER POLICIES

Students are accepted in a free, open, and warm manner within an atmosphere of mutual respect. The staff is committed to and demonstrates sensitivity, the guarantee of confidentiality, acceptance and understanding of students from diverse backgrounds and cultures. These students represent varied racial, ethnic, religious, social and sexual orientations. A health-care team consisting of multiple registered professional and licensed practical nurses, the college physician, a nurse practitioner and physician’s assistants is available to students for diagnosis, treatment, and referral, when necessary. Individual counseling for health problems is arranged by appointment; outreach to the student body for educational activities in the areas of nutrition, sexuality, diseases, etc., is also offered.

A) Emergency Care
When Hubbs is closed or a health care provider is unavailable, the student in need of medical care is advised to call their C.A., Campus Safety or go directly to Geneva General Hospital Emergency Room or FLH Urgent Care Center.

B) Excuses
The Health Center does not issue excuses or other documentation of office visits or medical attention. If a student is admitted to the health center or the hospital, the health center staff will notify the appropriate dean who will notify the student’s professors. It is important to note that the health center does not notify anyone about an ill student without the student’s written consent. The singular exception to this is when a student has a life threatening ailment or injury. If this occurs, the health center staff notifies the Vice President for Campus Life. This administrator will then assume responsibility for notification of appropriate individuals. This includes any and all communication with parents, friends, family and HWS staff.

C) HIV Testing
Anonymous HIV testing is available to students at a local community health center. Please call 315-781-6303 (Trillium Health) who can provide more information. Confidential HIV testing is available at Hubbs Health Center by appointment. The cost is variable, depending on health insurance coverage.

D) Health Insurance
All full-time students are required to have some form of health insurance and are required to pay Hobart and William Smith annual health fee. Hobart and William Smith offer an optional health insurance policy through a professional health insurance carrier. If you would like more information on this it can be obtained by visiting, https://haylor.com/college/hobart-and-william-smith-colleges/. Students will be required to provide their health insurance information to the Hubbs Health Center and their health insurance may be billed for services.

V) HIV/AIDS POLICY

HIV may be transmitted by all forms of sexual intercourse without barrier protection, by exposure to blood, blood products or certain body fluids (such as semen, vaginal fluid, and breast milk), by sharing needles (as in intravenous drug use), or when there is traumatic injury from a source contaminated with the virus (such as a needle stick injury with a used needle from a person with HIV infection.) To date, casual everyday contact with a person infected with HIV has not been shown to transmit the virus.

Tests are available to identify HIV infection, and treatment is available for the complications of AIDS. Anonymous HIV testing is available through a local community health center and information is available to students at the Hubbs Health Center without charge. Confidential HIV testing is available by appointment at Hubbs Health Center. The charge for this is variable, depending on the student’s health insurance coverage. In accordance with New York State law, both anonymous and confidential testing includes pre- and post-test counseling. Also, every person between the ages of 18-64 seeking services at any health facility in New York State will be asked if they would like to have an HIV test. (See also “HIV Testing,” under “Health Policies” in the “Administrative Policies” section.) As recommended by the American College Health Association, Hobart and William Smith Colleges are committed to education as an important aspect of AIDS prevention and intervention. Educational programs for students, faculty, staff, and other employees address medical and epidemiological information; healthy behaviors; and misperceptions about individual and group safety or risk with regard to HIV and AIDS.

The following is a list of specific guidelines for dealing with students with AIDS or AIDS-related diseases and those with a blood test positive for HIV:

• Hobart and William Smith will not consider AIDS as an exclusion criterion in admission decisions or require screening of student groups.
• Those with AIDS or an HIV-positive blood test will not be denied access to classes, residence halls, eating places, gymnasiums, swimming pools, or other common areas.
• Special concerns exist regarding residency, particularly the threat to those with HIV from exposure to others with contagious diseases (chicken pox, etc.). Private rooms or other accommodations may be provided, as required, for the protection of people with HIV.
• Hobart and William Smith will make medical monitoring and counseling available for HIV-positive persons, people with AIDS, and other concerned students.
• The law in New York creates substantial protection for individuals who test positive for HIV or who have AIDS or HIV-related conditions. Information regarding persons with AIDS or HIV infection is treated with a greater degree of confidentiality than other medical information and, with a few exceptions, such information may only be released with a specific written release. However, certain HIV and AIDS information must be reported to the Department of Health and/or the County Health Officer as required by law.
• Educational programs emphasize that those with positive tests can transmit the disease through anal, oral, or vaginal intercourse and by sharing needles; that consistent use of condoms may reduce the risk of acquiring and spreading the virus.

VI) MEAL PLANS

Hobart and William Smith provide dining arrangements that foster a sense of a community. We believe that having all students have at least some meals in the dining areas creates a connection between students living on and off campus. This also keeps the overall costs of meal plans lower. All students, living on or off campus, are required to participate in one of the boarding options offered by Hobart and William Smith dining services (Sodexo). Specific meal plans can be found published on the Dining Services website as well as on myHousing (housing.hws.edu).

A) Meal Plan Options

• SAGA Meals: For use in SAGA only or other designated locations.
• Snack Money: Snack money is another feature adding flexibility to your dining options. Spend it like cash at SAGA Dining Hall, The Café, The Cellar Pub, Finger Lakes Coffee Express, & ABP. As an additional value Snack Money is tax exempt.
• Equivalency Meals: Students may substitute entrees from locations rather than swiping into Saga; Equivalency Meals options are indicated with the “EM” logo.
• Weekly Delivered Meals: Students in on-campus housing with access to a kitchen may opt for weekly meal deliveries consisting of a curated selection of ingredients to prepare in their residential location.

B) Medical Exemptions
Students wishing to be excused from board obligation on medical grounds, in that dining services is unable to provide services that meet the medical requirements of the student, must apply for a medical meal plan accommodation through the Non-Academic Accommodation Committee and specifically following the procedures for accommodations. The guidelines for requesting an accommodation is posted on the Disability Services website. General or vague medical letters, requests from non-medical persons, and requests from family members (regardless of their medical professional status) are not acceptable. The documentation must demonstrate that a situation exists that cannot be met within the normal flexibility of the food-service meal structure. The Non-Academic Accommodation Committee will review medical information and, when appropriate, discuss the student’s need with the director of dining services, the Hubbs Health Center staff, and the Director of Housing & Residence Life, as well as other campus partners as deemed appropriate, to determine whether special dietary arrangements can be provided. If a medical accommodation is determined to be necessary, the Non-Academic Accommodation Committee will send an accommodation letter to the Director of Housing & Residence Life and/or their designee. Final approval for the exemption of any student from a required meal plan rests with the Director of Housing & Residence Life.

VII) RESPONSIBLE & ACCEPTABLE USE OF ELECTRONIC RESOURCES

Hobart and William Smith makes its technology and electronic resources available to best support the needs of the community. This requires that we develop and implement policies that protect Hobart and William Smith electronic resources from abuse or illegal activity. A compilation of policies, currently in place, can be found here.

VIII) POLICY ON MEDICAL LEAVES OF ABSENCE

Hobart and William Smith care deeply about the physical and mental health of students. Therefore, health and counseling services are available on campus. Hobart and William Smith encourage all students to use these resources, and our first concern is the health and welfare of all members of our community.

At times, however, students may experience extreme medical or psychological conditions that significantly impair their ability to function successfully or safely in the role of a student, and that require a level of care that exceeds what Hobart and William Smith can appropriately provide. Students are encouraged to prioritize their health and safety and take steps toward recovery, even if academic progress must be delayed. In such cases, a student may take a voluntary leave of absence. In situations where a student declines to take a voluntary leave, and is unable or unwilling to carry out substantial self-care obligations or presents a credible and substantial risk to their own safety or the safety of others, the Vice President for Campus Life and/or their designee (VPCL) has the authority to place the student on an involuntary leave. This policy is not intended to be disciplinary in nature, but to support the student and to maintain safety in the community.

A) Voluntary Medical Leaves of Absences
may request a voluntary medical leave of absence from the Vice President for Campus Life and/or their designee. If the request is approved, the student will leave campus (or study group) within 48 hours or by a date determined by the VPCL. The student’s dean will work to establish withdrawal procedures for the student’s courses. Because every student’s situation is different, the length of the approved leave will be determined individually. Students should check in with their dean during their leave, as leaves may not be permitted indefinitely. Moreover, the goal of taking a voluntary leave of absence is to ensure that students return to Hobart and William Smith with an increased opportunity for academic success and students should take the time to achieve this goal. Thus, students who are granted voluntary leave for medical and/or psychological issues and later desire to return to Hobart and William Smith must comply with the readmission requirements outlined below, after the medical/psychological condition has been treated and resolved.

B) Involuntary Leaves of Absences
Hobart and William Smith may require a student to withdraw if the student:

• Poses a credible significant threat of harm to the health, welfare, lives or safety of others;
• Significantly disrupts or interferes with the educational processes or living activities of other members of the HWS community; or
• Poses a significant threat to their own safety or well-being and renders the student unable to perform adequately as a student.

The student will be notified in writing that the Vice President for Campus Life and/or their designee is seeking to determine whether the student should be required to take a leave of absence. The notice from the VPCL will provide the student with information regarding procedures for an Involuntary Leave of Absence. Unless impracticable, the student will be given the opportunity to confer with the VPCL or their designee to provide information that the student wants to have considered.

Under such circumstances, students will first be given the opportunity to take a voluntary leave through the process described above. In no case will a student’s mental or physical condition itself be the basis for a withdrawal required by Hobart and William Smith.

Before deciding whether to place a student on a mandatory leave of absence, the VPCL will gather information necessary to make an individualized and objective assessment of the student’s ability to safely participate in their academic program and in Hobart and William Smith community. The VPCL and/or their designee may gather this information from various sources, including but not limited to the student, administrators and faculty from the student’s school or department, the Center for Counseling and Student Wellness, the Hubbs Health Center, or other appropriate health care professionals selected by Hobart and William Smith with competent medical expertise. In order to gather the most current information about the student, the student also may be asked to consent to a psychological and/or medical evaluation (at no cost to the student), and to provide relevant medical and/or psychological information from their health care provider(s). In all circumstances, the student shall have the right to present information from their own health care provider(s). If a student declines to consent to release the requested medical or psychological information, this declination may be included along with all other available information in the decision whether to place the student on leave.

The VPCL will conduct an individualized assessment, giving careful consideration to the opinions and recommendations of the student’s health care provider(s), along with the opinions and recommendations of the health care professional(s) consulted by Hobart and William Smith, and any other information the student wishes to provide. The VPCL will ascertain the nature, duration, and severity of the risk; the likelihood of potential injury or harm; the impact of the student’s behavior on the educational processes or functions or other members of Hobart and William Smith community; and whether reasonable modifications of policies, practices, or procedures or the provision of appropriate accommodations such as auxiliary aids or services will mitigate the risk. Hobart and William Smith will always consider other accommodations short of an involuntary leave. Reasonable modifications do not include changes that would fundamentally alter the student’s academic program, lower academic standards, and/or unduly burden Hobart and William Smith resources or staffing capabilities or, with respect to the required level of care or monitoring, that would exceed the standard of care that Hobart and William Smith can provide.

After reviewing the information gathered, the VPCL will make a decision and notify the student of the decision in writing. If the VPCL decides to place the student on an involuntary leave of absence, the decision letter will include all relevant terms and conditions of the leave as well as terms and conditions for application for re-enrollment at the end of the leave period. If the VPCL decides that the student may remain enrolled subject to conditions, the decision letter will describe those conditions. In such cases, the student’s failure to comply with any conditions for continued enrollment may, after appropriate consideration, result in the imposition of an involuntary leave.

A student subject to this policy may appeal the decision of the VPCL to the Committee on Standards. A student who wishes to appeal must submit a written letter of appeal within five (5) business days of receipt of the VPCL’s decision. The letter of appeal must state why the student believes that the VPCL’s decision was unwarranted under the circumstances. After reviewing the appeal letter, the committee may meet with the student, as the committee determines appropriate. In addition, the committee may review relevant documents and confer with appropriate Colleges officials before reaching a decision on the appeal. The committee will render a final decision upholding, rejecting, or modifying the determination of the VPCL or their designee as soon as reasonably possible, usually within 5 business days.

The provisions in this involuntary withdrawal policy shall not take the place of disciplinary actions that are in response to violations of Hobart and William Smith policies and regulations, and they do not preclude the removal or dismissal of students from Hobart and William Smith or campus housing as a result of violations of Hobart and William Smith policies and regulations.

C) Procedures for Medical/Psychological Leaves of Absence
1. Readmission Requirements after Medical Leave of Absence Duration and Deadlines
If a student leaves Hobart and William Smith for reasons of health, either voluntarily or involuntarily, normally at least one full fall or spring semester (not counting the term in which the leave was granted) must pass before the student may be allowed to return to HWS. A student wishing to return from medical leave must initiate a request for readmission by writing a letter to the Vice President for Campus Life or their designee detailing what has been accomplished during the absence.

A complete application must include:

• The student’s letter petition for readmission;
• A Community Provider Report Form (found on Hobart and William Smith website), completed and submitted by the treating physician, psychiatrist or psychologist from home; and
• The student’s completed Campus Life General Release of Information form (found on the same website above).

The completed readmission application must be received at Hobart and William Smith no later than October 1 for readmission in the spring semester and April 1 for readmission in the fall semester. If a student is petitioning in the summer for early readmission for the coming fall semester, all materials must be received by July 15. This ensures that the appropriate HWS officials have sufficient time to review the student’s request and re-enroll the student.

2. Required Treatment
During a medical leave of absence, Hobart and William Smith expect the student to undergo professional healthcare treatment. (For Medical-Psychological Leave of Absence, treatment should be provided by a licensed mental health provider and/or substance abuse counselor as indicated by the reason for leave.) Failure to seek ongoing treatment will raise serious doubt as to the student’s readiness to return, and in such cases Hobart and William Smith may withhold readmission until appropriate treatment has been received and documented. HWS expects that health issues that result in a medical leave must be treated satisfactorily in order for the student to return to the intellectual and emotional demands, and requirements for independent adult functioning, of a college campus.

As the health and welfare of the student is a priority of Hobart and William Smith, the Center for Counseling and Student Wellness may suggest that a student’s off-campus primary health care provider make contact with the student’s on-campus provider, such as the Counseling Center and/or the Hubbs Health Center, to discuss the nature of the problem that led to the student’s taking medical leave and discuss a treatment plan to best prepare for the student’s return. To facilitate this communication, the student must provide written releases covering both parties to so that they may communicate freely with each other (found on Hobart and William Smith website).

3. Readmission Decision
Students who withdraw voluntarily or are withdrawn involuntarily from Hobart and William Smith may be considered for readmission following a determination by the Vice President for Campus Life or their designee that the conditions requiring withdrawal are adequately resolved and the student has maintained the substantially improved condition for typically three consecutive months as documented by a community mental health clinician/service provider or medical provider, depending on the reason the student initially received the medical leave of absence. Students must provide supporting information and materials to the Vice President for Campus Life or their designee sufficiently in advance of their application for readmission.

The Vice President for Campus Life or their designee makes the final decision about whether the medical problems that necessitated a medical leave have been adequately addressed, and that there is a reasonable assurance that the petitioning student will be able to complete the requirements of independent functioning on campus as well as their academic, emotional and other demands, without putting other HWS community members or their educations in jeopardy. Hobart and William Smith may require a student to execute an individually-tailored behavioral contract upon their return and hold students accountable to the terms of that contract.

All decisions are made on an individualized basis and in a non-discriminatory manner. The complete application is reviewed by the Vice President for Campus Life or their designee with consult from the appropriate healthcare professionals at Hobart and William Smith.

The Vice President for Campus Life or their designee communicates the decision to the student. The decision to readmit a student from a medical leave of absence is a provisional judgment that may be reversed within the first term if the medical issue that required medical leave has not been satisfactorily resolved and/or the student does not comply with any behavior contract required as a condition of their return. When permission to return is granted, any special conditions or requirements will be outlined at that time. Upon return, the student will be expected to meet periodically with their dean. Similarly, it is advisable for the student to establish a professional relationship with a member of either the Counseling Center or the Hubbs Health Center during the first term back.

A student may appeal a decision denying re-enrollment to a committee consisting of the Provost, Associate Vice President for Human Resources, and the Vice President for Campus Life or their designee by submitting a written request for review of the decision. The committee will review the student’s appeal and all necessary additional information and will then render a decision, which shall be final. Decisions shall be made as soon as reasonably possible, within 5 business days.

D) Emergency Interim Withdrawal
If the Vice President for Campus Life or their designee has reason to believe, based on the information available, and in consultation with professionals with appropriate expertise, that the student’s continued presence on campus poses an imminent threat of: (1) significant harm to an individual, including the student, or Hobart and William Smith community, or (2) disruption or interference with the normal operations of Hobart and William Smith, the Vice President for Campus Life or their designee may take immediate action to remove the student from any or all Colleges premises pending receipt and review of relevant information and a final determination.

If feasible under the circumstances, the Vice President for Campus Life or their designee will make every attempt to meet with the student before deciding on an interim withdrawal for that student. If the student is to be withdrawn, the decision will be communicated in writing to the student, the student’s dean, and other units as appropriate. Hobart and William Smith will immediately contact the student’s parent(s), guardian(s) and/or other listed emergency contact(s) to apprise them of the situation involving the student, and release the student to their custody so they can provide appropriate care and treatment.

During the interim withdrawal, a student may be denied access to HWS activities, facilities and/or classes or other privileges for which the student might otherwise be eligible, as the Vice President for Campus Life or their designee may determine to be appropriate.

The interim withdrawal and any alterations to the student’s privileges shall remain in effect until the Vice President for Campus Life or their designee determines that the reason for imposing the interim withdrawal of privileges no longer exists, including pending completion of any appeal process.

E) Status at Hobart and William Smith
Students who withdraw or are separated for reasons of health may be eligible for tuition, residence hall fees, meal plan fees, and financial aid refunds in accordance with existing policies of Hobart and William Smith.

Students who withdraw or are separated from Hobart and William Smith are required to remove their belongings from their residence and return keys within 48 hours from the time the withdrawal or separation goes into effect unless otherwise instructed or arranged with the VPCL or their designee. All personal property must be removed from the room. All keys must be returned to the Student Engagement Center. Refund of residence hall or meal plan charges will not be considered until the room is vacated and all residence hall keys issued have been returned. Calculation of any proportionate refund, if eligible, will be determined by such date.

IX) VENDING POLICY

The vending policy was developed to: (a) protect the name of Hobart and William Smith, (b) maintain vending activity at a controllable level in appropriate locations on campus, and (c) prevent and/or mediate conflict between Hobart and William Smith and objectives of the student/employee vendor(s).

Vending on the campus of Hobart and William Smith is allowed subject to the following procedural guidelines:

A) Approval
All student vendors must obtain approval from the Office of Student Activities & Greek Life, depending on the nature of the product vended and the point of sale. All other vendors (including vending machine representatives) must be approved by the Vice Presidents of Campus Life or Communications. No student has power or authority to enter into a verbal or written contract on behalf of Hobart and William Smith or clubs recognized by Hobart and William Smith.

B) Vending Criteria
All vending must conform to the following:

• Any imprint of Hobart and William Smith must accompany a club name or name of a campus- associated activity (i.e., Folk Fest, Ski Club, etc.). Hobart College, William Smith College, and their respective seals, and Hobart and William Smith are officially trademarked and may not be used without permission.
• Any use of Hobart, William Smith, Statesmen, Herons (text or graphics), the Block “H” or Block “WS,” any derivation of the seals or any combination(s) thereof are protected marks of Hobart and William Smith and may not be used without permission.
• Individuals vending on campus must be current students or employees of Hobart and William Smith.
• Outside vendors are only allowed on campus when sponsored by a campus club, activity, or department.
• All persons vending on campus must comply with rules and regulations regarding designated vending areas.
• Materials sold on campus property should not be detrimental to the educational mission or image of Hobart and William Smith.
• No material sold on campus should promote the use of alcohol or the brand name of any alcoholic product.
• No material sold on campus should violate, in letter or spirit, any of Hobart and William Smith human rights or harassment policies. Sale of racist, sexist, or homophobic materials, for example, is forbidden.

C) Vending areas and requirements

• Vending areas on the campus are: the first floor hallway and/or front patio of the Scandling Center (reserved for students and employees only), the Barn, or the College Store. Other areas may be approved at the discretion of the campus services committee. (Vending or soliciting in residence halls is prohibited.)
• With the exception of the College Store, the NCAA, or other athletics department-sponsored students/employees, there will be no vendors allowed on Boswell Field or the William Smith playing fields or adjacent areas.
• The Director of Student Activities & Greek Life will schedule times for all vending in the Scandling Center, the Barn, and other areas approved by the campus services committee. The College Store will schedule vending hours at the store.

D) Accountability
All individuals, clubs, or activities vending on campus are accountable to the approving persons stipulated above.

E) Enforcement

• Violation of any portion of the vending policy will require an appearance before the campus services committee. Inability to meet the scheduled appearance will require notification to any committee member 24 hours prior to the designated appearance time.
• Depending upon the degree of the violation, student violator(s) may be subject to an appearance before the appropriate student conduct body, where appropriate sanctions— including suspension of vending rights—may be levied.
• Employees found in violation of the policy will be subject to an appearance before their respective senior staff supervisor for counseling or disciplinary follow-up.
• Further violation (beyond this point) will be handled directly through the Vice President for Campus Life or designee and, in the case of employees, the Office of Human Resources.

NOTE: It is the obligation of student vendors to investigate and assume all responsibilities for any legal, tax, or liability issues related to their product(s) and/or related vending procedures. Hobart and William Smith do not assume any responsibility for issues related to student or student-sponsored products or vending procedures. Hobart and William Smith assume no responsibility for the standards, quality, or integrity of merchandise sold.

X) USE OF HOBART AND WILLIAM SMITH NAME AND INSIGNIA

No student organization or individual student of Hobart and William Smith shall use the name of Hobart and/or William Smith College(s) or purport to represent Hobart and William Smith or their students by public performance, publication, intercollegiate or national affiliation, or by participation in activities not strictly intercollegiate without permission from Hobart and William Smith. Authorization must be secured from the Vice President of Communications. Hobart and William Smith Graphic Standards Manual ensures the consistent use of Hobart and William Smith marks in print and electronic media. The Graphic Standards Manual outlines how members of Hobart and William Smith community may use Hobart and William Smith name, logos, and other items. Exceptions to the policies, guidelines, and standards of the Graphic Standards Manual must be approved by the Vice President of Communications and Marketing.

XI) SOLICITATION AND PROSELYTIZATION POLICY

In an effort to positively impact the student experience, HWS does not allow marketing, the selling of products, services or campaign materials, or the distribution of printed materials without permission from the Office of Campus Life. This includes, but is not limited to, door to door marketing, distributing materials under student doors, postering and tabling in/on any property on campus.

HWS does not permit proselytization of religious beliefs and spiritual traditions. While conversations around beliefs are welcomed, no one is permitted to pressure or harass others to convert to a particular belief or tradition. Printed or electronic material, in person discussions and all communications should never denigrate any person, identity, or group or deprive a person of their inherent worth as a human being. Any person or persons representing an organization or community that wishes to engage the campus community around religious beliefs or spiritual traditions through written or electronic materials, programming, or in person, must have permission from the Office of Spiritual Engagement.

XII) RULES OF CONDUCT FOR DEMONSTRATORS

A) Overview
Fundamental to its existence as an academic institution in the liberal arts tradition, Hobart and William Smith Colleges foster an environment in which all ideas can be reasonably proposed and critically examined. The Colleges recognize that the free exchange of ideas and expression may produce conflict. This exchange is an important element in the pursuit of knowledge. Implicit in the pursuit of this exchange is the privilege to dissent and demonstrate in a peaceful and non-disruptive manner without unreasonable obstruction or hindrance. The Colleges expect that those who enjoy this privilege also accept the responsibility for their actions and for maintaining order. The Colleges also recognize the rights of those who desire not to protest and who wish to continue to participate in the normal activities of the Colleges.

This freedom is upheld provided that such assemblies do not interfere with the operations of the Colleges or impede the ability of community members to access educational or other services, campus buildings, and grounds. This interim policy is in effect for 2025 - 2026.

B) Definitions

• Demonstration and/or Protest is defined as a gathering of people to express objection, disapproval, or support for a controversial issue or other matters by means of marching, picketing, assembling, or other methods.
• Interfering, Disrupting, or Impeding the Operations of HWS includes any act that hinders the ability of the Colleges to conduct business, administration, and workflow in furtherance of their mission. This also includes any interference with the educational mission of the Colleges, such as disruptions to classes, lectures, ceremonies, speaker events, meetings, or other educational or administrative functions. Additionally, it encompasses any obstruction of the rights or ability of others to access the educational, administrative, recreational, or other functions of the Colleges, impede the freedom of movement on college property, or interfere with campus services or access to buildings and grounds.
• Non-Violent, Non-Disruptive Demonstration/Protest is any demonstration or protest that does not interfere with the operations of HWS as indicated above.
• Non-Violent, Disruptive Demonstration/Protest is one that does interfere with the operations of the Colleges.
• Violent, Disruptive Demonstration/Protest includes any demonstration or protest that involves violent, assaultive, harassing, threatening, or tumultuous behavior, or property damage, in addition to the criteria for a disruptive protest.
• Pre-Planned Speaker Event refers to any planned speaking event where individuals are invited to address the HWS Community, including the President’s Forum, Anderton Forum, and Stern Forum. Each pre-planned speaker event is required to have a Lead Event Organizer (LEO), the individual responsible for coordinating an event on HWS property, whether a demonstration/protest or a speaker event.
• High-Profile Speaker is any speaker whose writings, opinions, or positions may be considered provocative and may elicit a significant response from opposing groups or persons, or any speaker who employs a private or government security detail.

C) Pre-Planning
To ensure the safety of our campus community, pre-event planning is required for all known protests, demonstrations, and high-profile speaker events. Students who are hosting any protest, demonstration, and/or high-profile speaker must do so by registering with the Office of Student Activities & Greek Life. Faculty who are hosting any protest, demonstration, and/or high-profile speaker must do so by registering with the Office of Academic and Faculty Affairs and Campus Safety to ensure appropriate safety protocols.

Offices, departments, individual faculty and staff, registered clubs/organizations and students may not serve as "individual fronts" or “proxies” for non-HWS affiliated organizations who may solicit them in order to gain access to or use of HWS spaces to organize or host an event on their behalf, unless there is a clear curricular connection (for example, a book author being invited to speak to campus).

No student may sign a contract on behalf of HWS. All contracts for lectures, performing arts activities, programs, services, or other events sponsored by student organizations must be reviewed by the Office of Student Activities & Greek Life. Any contract for an event must be reviewed and executed by an authorized HWS representative.

In all instances, Campus Safety will participate in the planning process. Campus Safety, or the appropriate HWS official in conjunction with Campus Safety, will reach out to organizers to coordinate and pre-plan the demonstration or protest. Information to be gathered from organizers includes the type of event, date, time, and location, estimated number of participants, planned actions or activities, the extent of publicity beyond the campus community, expected opposition or counter-protests, and contact information for the organizers.

For high-profile speaker events, Campus Safety will coordinate with the LEO to pre-plan the event. Incident Action Plans (IAP) will be completed for all high-profile speaker events and any demonstrations/protests with sufficient pre-notification. These plans will outline monitoring and oversight strategies, communication protocols, venue security measures, life safety considerations, resource requirements, emergency evacuation plans for speakers, and procedures for handling non-violent disruptions.

Campus Safety will also consult with local law enforcement and appropriate NYS intelligence centers to gather information on planned demonstrations or protests. Venues for such events will be searched for suspicious items, weapons, contraband, and hazardous devices at least one hour before the event. Locations will be secured and monitored, and any found items will be reported to the authorities, with the decision to cancel the event made in conjunction with HWS officials and public authorities.

D) General Guidelines

1. Amplified Sound:
Requests for amplified sound on HWS property must be submitted for approval during the space reservation process.

• Regardless of time of day, amplified sound is not permitted on HWS property during scheduled HWS events (e.g., Convocation), Final Exams, and Reading Days.
• At all times any noise must be kept at a level that does not disrupt classes in session or faculty, staff, and administrators working in surrounding buildings.
• If noise resulting from an event in an outdoor space may at times interfere or conflict with library, office, and classroom activities, the continued use of that outdoor space may be denied.
• All parties must follow the guidelines of the Geneva Noise Ordinance.

2. Posters, Signs, and Banners:
Signage displayed on-campus must be for an approved event and abide by the Community Standards. Should signage be non-compliant, it will be removed.

E) General Procedure

1. Non-Violent, Non-Disruptive Demonstrations/Protests will generally not be obstructed. Campus Safety and professional staff will ensure the safety of demonstrators and prevent interference.

2. If demonstrators’ actions are Non-Violent but Disruptive, the Associate Vice President of Campus Safety or the on-call director will request that they cease disruptive behavior or leave. If disruptions continue, the Vice President for Campus Life or their designee will take further steps, including potential disciplinary actions. Official statements will inform protestors of policy violations, and if necessary, lead to warnings of arrest for trespassing.

3. For Violent, Disruptive Demonstrations/Protests, if circumstances allow, steps for non-violent disruptions will be followed initially. However, the ranking Campus Safety official will request immediate law enforcement response to mitigate injuries and property damage, assess the need for Incident Response Team as necessary. Additional safety measures will be implemented to ensure the campus community’s security.

F) Response to Demonstrations/Protests
HWS reserves the right to establish designated locations for demonstrations and protests and to direct participants to these areas as necessary. Demonstrations and protests on HWS property may be recorded or photographed. IAPs will be completed for pre-notified events, and for unscheduled protests or demonstrations, Campus Safety will respond to identify organizers and establish communication.

At the scene of any protest or demonstration, Campus Safety officers and professional staff will monitor for weapons, improvised weapons, concealed identities, and protective gear. Counter-protests will be kept at least 20 feet apart, and signage identifying prohibited items may be posted as appropriate. Attendance at events may be limited to members of the HWS Community.

G) Prohibited Conduct
Any violation of laws or ordinances, sections of the Colleges’ Handbook of Community Standards, non-compliance with official directives, interference with others’ rights to assemble express, and acts or threats of violence or intimidation are prohibited.

Encampments or overnight demonstrations are not permitted on-campus.

Indoor demonstrations or protests must not disrupt the Colleges’ operations as defined earlier in this policy. Indoor demonstrations or protests within HWS residences are prohibited.

XIII) VEHICULAR TRAFFIC AND PARKING REGULATIONS

The arrangement of Hobart and William Smith buildings, roadways, sidewalks, and parking areas in the central campus area is designed to accommodate pedestrian traffic. The system is not meant to accommodate driving a vehicle to and from classes, meetings, clubs, athletics, meals or running errands. A vehicle should be considered a means to get to and from areas off campus. Parking enforcement efforts are intended to maintain compliance with the established regulations for the safety of the campus community and protection of the campus environment. Hobart and William Smith Parking and Traffic Regulations Handbook can be found on the Office of Campus Safety website.

All vehicles that park on campus are required to properly register their vehicle and obtain a parking permit through the Office of Campus Safety. Vehicles can be registered online. Upon completion, individuals may bring their HWS OneCard to Campus Safety and their vehicle’s registration to pick up the parking permit.