Notices and Statements

Annual Security Report

Table of Contents

Annual Security Report

Complaints and Grievances

Disability Services/Accommodation

Dress Tradition

Education Records and Directory Information

FERPA Notification of Rights

Identification Cards

Missing Students

Outdoor Recreation

Responsibility of Guests on Campus

Search and Entry

University Email Communication

Car & Bike Registration

Parking Policy

University Farm

This report complies with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Higher Education Reauthorization Act, and other federal laws. The report is part of the University’s ongoing effort to inform the community of the safety programs and related services available to you and the steps you can take to maintain your own safety and security. This report is prepared by a team representing various campus constituencies: Sewanee Police Department, Office of Institutional Research, Dean of Students, Office of General Counsel, and Marketing and Communications. A copy of the most recent report is available at http://www.sewanee.edu/risk/annual-security-and-fire-safety-report/.

Complaints and Grievances

Sewanee students are emerging adults responsible for managing, with our support and guidance, their academic and personal affairs. Accordingly, the University asks parents to trust this educational effort whenever possible and allow their students to seek resolution. Even as we expect students to take initiative and responsibility for solving their problems, we believe that helping them gain the information and strategies they need to seek remedies for their concerns produces a better outcome for all students. 

The Dean of Students serves as the primary coordinator of response and support to students with concerns. If a student has an issue with a University policy or practice, we expect them to review the appropriate policies and handbooks and to pursue their concerns directly with the appropriate office or program. For example, there are already processes in place for appealing final course grades, Honor Council and student conduct outcomes, financial aid decisions, and parking tickets.  For students who have complaints or grievances outside of these published remedies, please file the formal complaint or grievance by emailing dstudent@sewanee.edu describing the issue or treatment, related actions, and remedy sought. Complaints will be investigated and/or referred to other offices as necessary.

A written response regarding the issue will be sent to the student who initiated the complaint within 30 days.

Information about grievances that are not resolved internally and may involve state consumerism, state licensing boards, or accreditation can be reviewed at the Provost’s web page at www.sewanee.edu/provost/report-a-concern-or-complaint/.

Disability Services/Accommodation

Assistance for Psychological Concerns

The University Wellness Center: Counseling and Psychological Services (CAPS) provides time-limited professional counseling and psychotherapy services for students seeking assistance with concerns of all kinds—academic, social, emotional, developmental or interpersonal. Discussions between students and psychologists are confidential and information cannot be disclosed, including to parents, except in rare situations permitted or required by law. Counseling and psychotherapy’ services are free to undergraduate University students. Inquiries should be directed to the office located at 1310 University Avenue, next to Southern Tennessee Regional Health System Sewanee, extension 1325.

Assistance for Student with Disabilities

The University is committed to fostering respect for the diversity of the University community and its individual members. In this spirit, and in accordance with the provisions of Sections 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA), and the Americans with Disabilities Act Amendments Act (2008) the University seeks to provide disabled students with the reasonable accommodations needed to provide equal access to the programs and activities of the University.

Support services for students with disabilities at Sewanee are coordinated through the University Wellness Center (UWC). The office is located at 1310 University Avenue, next to Southern Tennessee Regional Health System Sewanee. The phone number is 931.598.1325. A UWC clinician meets with individual students to determine specific needs and to discuss possible appropriate accommodations and resources.  The process is highly individualized and the UWC clinician may request supporting documentation of the condition, as appropriate.  The accommodations requested by the student, in collaboration with the UWC clinician, are submitted to the Disability Review Committee and a determination is made about reasonable, appropriate, and supportive accommodations for each student.  If approved, the student receives a disability accommodation letter from the UWC to certify their disability and to outline the accommodations granted; it is the responsibility of the student to provide faculty with a copy of the letter each semester and to discuss the accommodations requested for each course.  Students with previously diagnosed conditions are encouraged to see a University Wellness Center clinician as early as possible in their University career, as accommodations are never retroactive.

Any student who suspects he or she may have an undiagnosed disability or is uncertain about a previous diagnosis, is welcome to consult with a University Wellness Center clinician to develop a plan for answering these questions. The staff at the UWC can recommend appropriate professionals if a formal psychological or medical evaluation is needed.

Any student with a disability who has concerns about the accessibility of campus offices should contact the Dean of Students office or the University’s 504/ADA Officer, Dr. Nancy Berner.   For more information on Disability Services, visit the University Wellness Center web page.

Dress Tradition

At Sewanee, students elect to participate in the Class Dress tradition in order to show respect for their professors and the education they are receiving. Class Dress symbolizes that during your four years at Sewanee, academics are your top priority. Class Dress varies with the seasons but typically men can be seen wearing khakis, a collared shirt or coat and tie; female students typically wear slacks or a skirt and a nice top or a dress.

Education Records and Directory Information

This notice can be found on the Provost’s Page.

FERPA Notification of Rights

This notice can be found on the Provost’s Page.

Identification Cards

Students are issued an official Sewanee card upon matriculation. Students are expected to carry their cards at all times on campus and to present it as necessary (e.g., at McClurg, for entry into University sponsored concerts, etc.). Students must also present their ID when requested by a University employee. Lost or damaged cards can be replaced at Telecommunications in the EQB building for a small fee.

Altering a Sewanee ID or allowing others to use one's Sewanee ID is prohibited and may be an Honor Code offense.

Missing Students

For the purposes of this policy, a student may be considered to be a “missing person” if the student’s absence from campus is contrary to his or her usual pattern of behavior and the University has reasonable belief that the unusual circumstances may have caused the absence. Such circumstances may include, but not be limited to, a report or suspicion that the student may be a victim of foul play; the student has expressed suicidal thoughts, may be drug dependent or in a life threatening situation; or if the student is overdue returning to campus and is not heard from after giving a specific return time to friends or family.

If a member of the university community has reason to believe that a student is missing, whether or not the student resides on campus, that individual should contact the Sewanee Police Department (SPD). SPD will collaborate with the Office of the Dean of Students to make an effort to locate the student and determine his or her state of health and well-being. SPD will gather pertinent information about the student from the reporting person. Such information may include description, cellular phone number, clothes last worn, vehicle description, information about the physical and emotional well-being of the student, an up-to-date photograph, etc.

University officials will also endeavor to determine the student’s whereabouts through contact with friends, associates, and/or employers of the student, and determine whether the student has been attending classes, scheduled organizational or academic meetings, and work. If the student is an on-campus resident, SPD may enter into the student’s room.

If a student is reported missing and cannot be located, certain notices will be made as follows:

  • Parents/Guardians will be notified within 24 hours (after SPD receives the initial missing person report) to determine whether they know the whereabouts of the student.

  • The student’s additional emergency contact (if any) will be notified once SPD makes a determination that the student has been missing for more than 24 hours.

After the student has been located, SPD will attempt to verify the student’s state of health and intention of returning to the campus. When and where appropriate, a referral may be made to the Counseling Center and/or the Student Health Center.

Designation of Additional Emergency Contact Information

Students will be given an opportunity during the fall-term matriculation process to designate an individual to be contacted by the University if the student is determined to be missing. Returning and transfer students will be given an opportunity to provide this information during the fall term. The designation will remain in effect until changed or revoked by the student. The form provided for designation will state the circumstances in which the designated emergency contact information will be used, and will include a statement that the University is required by law to also notify the student’s custodial parent or guardian if the student is under 18 at the time he or she is discovered to be missing. Students are advised that their contact information will be registered confidentially, will be accessible only to authorized university officials, and will not be disclosed to any third party except to law enforcement personnel in furtherance of a missing person investigation.

Communications about Missing Students

  • The Office of the Executive Director of Marketing and Communications will be part of the university’s administrative response team and is the designated spokesperson to handle media inquiries concerning a missing student and to elicit public assistance in the search for a missing student.

  • The Chief of the Sewanee Police Department will be consulted by the Office of the Executive Director of Marketing and Communications prior to any information release from the University so as not to jeopardize any investigation.

Outdoor Recreation

The Domain of the University of the South is a premier recreational resource primarily for the use of students, faculty, staff, lease holders, and alumni. Where compatible with educational activities and without compromising the above users, some recreational opportunities may be provided to the public at large.  The Domain Natural Resource Manager in the Office of Environmental Stewardship oversees the infrastructure, safety, and enforcement of Domain recreational policies. The Sewanee Outing Program oversees activities, events, and student recreational use of the Domain. These programs work together to ensure students, faculty, staff, and affiliated persons have a safe, positive, and enjoyable recreational experience on the Domain.

The Outer Domain is defined as the University property beyond the access portals.  All unsponsored student recreational access should be through a designated access portal. Kiosks will be provided at those locations to inform of recreation opportunities, specific hazards, and general information.  It is the expectation that all students participating in recreation on the Outer Domain will adhere to the “take a friend or tell a friend” safety philosophy. There are numerous hazards for recreation on the 13,000-acres (20-square-miles) outlined in paragraphs below and adhering to this policy will help emergency response in the event of an accident.  

Recreation on the Domain is dominated by daytime hiking, biking, contemplation, and other low-impact uses. These activities are encouraged and allowed in most areas, with specific exceptions detailed in the Hiking and Biking regulations found at the Domain Management website and the Sewanee Outdoor Program (SOP) website.  The Perimeter Trail and other bluff trails are designed for daytime use only.  Nighttime access on bluff trails requires documented permission from the Domain Natural Resource Manager or SOP.

Additional specific outdoor activities are permitted on the Domain in designated areas with those regulations published on the Domain website.  Camping with campfire is permitted for students, faculty, alumni, and staff and their families on the Domain at 10 designated camping areas.  All fires on the Domain are subject to burn bans issued by either the Tennessee Division of Forestry or the Domain Natural Resource Manager. It is the camper’s responsibility to know whether a burn ban is in effect. Overnight camping without fire is allowed across the Domain for students, faculty, and, staff, except as designated on the Domain management website.  The general public is not allowed to camp on the Domain.  Students may also reserve one of the two cabins on the Domain through an online reservation system, but cabin use without reservation is prohibited.

Technical recreational activities of climbing and caving are allowed on the Domain in designated areas by students, faculty, staff, and their families. Unguided caving and hiking opportunities are allowed at the student’s own risk.  Training for these activities is available through the SOP and equipment may be made available to students at the discretion of the SOP. All recreational areas and trails are subject to closure at any time due to safety concerns or environmental sensitivities. Additionally, limited horseback riding on designated trails is permitted through an online tool linked to the Domain Management web page.

It is the responsibility of student users to understand the policies and regulations for outdoor recreation before participating in those activities.  Students and other recreationists are encouraged to help the University enforce these regulations by reporting violations to the Domain Natural Resource Manager at domain@sewanee.edu and/or the Sewanee Police Department at police@sewanee.edu.

Responsibility of Guests on Campus

Students are responsible for the conduct of their guests on or in University property and at functions sponsored by any Sewanee University student organization. Residential students should review the Handbook of Residential Living for more information about host and guest responsibility.

Search and Entry

A search of a student, a student’s possessions or a student’s on-campus residence may be authorized by Dean of Students Office or by the Sewanee Police Department if there is reasonable cause to believe that prohibited or unlawful activity has occurred. Any items found that violate the Code of Conduct or any local, state or federal laws will be removed and reported to the appropriate authorities. Additional details about residence hall room searches are noted in the Room Contract.  

University Email Communication

Each student is granted an official Sewanee email account (operated through Google mail). The University will send official electronic communications only to this email address. It is the student’s responsibility to check his or her Sewanee email account regularly.

All students will be added to University-approved distribution lists. Students may opt out of some lists but not others; those with an “opt out” option have directions included within the email.

Car & Bike Registration

Our community is safer when you register your vehicle. All employee and student cars must be registered by submitting the appropriate information at: Vehicle Registration. A car is not officially registered until the parking sticker is placed on the rear left bumper.

Parking Policy

This notice can be found on the Provost’s Page.

Transportation

A “vehicle” is defined for purposes of registration as a car, truck, motorcycle, and motor scooter. All students, faculty, and staff are required to register their bikes and cars. Failure to display an automobile registration sticker results in a $25 fine. Stickers for students are available through the Dean of Students Office for a $100 registration fee. Cars are not registered until the sticker is on the vehicle.

Speed Limits

The speed limit throughout campus and in the village ranges from 15 to 20 miles per hour except where otherwise posted. Automobiles must give pedestrians the right of way at all designated crosswalks. 

Automobile Displays

Traditionally, some students have chosen to decorate the windows of cars of “comped” seniors with celebratory language and/or images. The owners of these vehicles must be aware that Tennessee state law prohibits applications to windshields or windows that restrict visibility (T.C.A. 55-9-107). Furthermore, both Tennessee law (T.C.A. 55-8-187) and common expectations of decency prohibit the display of any language or image deemed “obscene and patently offensive” by community standards. Owners of vehicles with such displays may be fined, and those decorating them invite allegations of vandalism.

Bicycles

All student bicycles must be registered with the Dean of Students’ Office, and the registration sticker must be attached to the bicycle. Bicycle registration is free.

A bicycle may not be used during the hours of darkness unless it is equipped with a light on the front and red reflector on the rear. Preferably bicycles shall be ridden on the right side of the street, in single file, but never more than two abreast. However, bicycles may be ridden on the sidewalk with preference given to pedestrians. Violators of these rules are issued traffic tickets, and a fine of $10 is imposed for each violation. Bicycles left on campus after Commencement in May are considered abandoned property and subject to sale or disposal at the University’s discretion.

Safety Tips for Cyclists

  • Register your bike with the University.

  • Cyclists should travel by road, whenever possible.

  • Always ride with traffic.

  • Cyclists should avoid riding in high-traffic pedestrian areas.

  • If riding on a short section of sidewalk, cyclists should slow down.

  • Cyclists should proceed slowly around blind corners.

  • Cyclists should NOT use the sidewalk on Tennessee Ave.

  • Look both ways and verify that it is clear before proceeding across a crosswalk.

  • Night cyclists must be equipped with a light on the front and a red reflector on the rear of bicycles.

  • When not in use, bicycles should be parked appropriately and locked.

  • Cyclists and vehicles must share the road.

  • Cyclists should not assume that vehicles can see you.

Skateboards/Scooters/Roller Blades-Skates

It is the policy of the University of the South to provide a safe environment for students, staff, faculty, and community residents through the adoption and enforcement of rules and regulations that promote the health, safety, and morale of the community.

Skateboards, roller blades, roller skates, scooters and similar devices on wheels and runners are prohibited by law (T.C.A. 55-8-173) from being operated on the public streets and highways. The University supports the enforcement of Tennessee highway safety laws. The above devices may be used on the sidewalks or designated bicycle lanes of the University of the South except in the following areas:

  1. All sidewalks on the All Saints’ Chapel side of University Ave. extending from Georgia Ave. south to Elliott Park.

  2. The sidewalk area in front of the Fowler Sports & Fitness Center from University Ave. to Allen Gipson Lane. This includes all pedestrian areas at or near the entrance to the Fowler Center.

  3. Any University sidewalks constructed from flagstone.

  4. Within 50 ft. of the doorway entrance to any commercial establishment, University hall, or University building housing classrooms.

  5. Sidewalks on both sides of University Ave. from Otey Parish Church to the Senior Citizen’s Center. This includes all business parking lots and entrances.

These devices may not be used in any manner that tests the skill and ability of the user to perform acrobatic maneuvers except in the rear portion of the parking lot between Cravens Hall and the Tennessee Williams’ Theatre when both facilities are not being used for public events.

Users of these devices must yield the right-of-way to pedestrians at all times. Users and minor children are urged to take simple precautions like wearing safety helmets and protective pads, avoiding traffic or rough surfaces and riding in daylight hours. Any person who violates the above policy is fined $25 per incident.

University Farm

The University Farm is a living laboratory that offers our students a site to apply important concepts in land and resource management, and a venue to conduct research in the field of sustainable agriculture.   Our agricultural systems are carefully studied and long-term data collection of both our productivity and our natural resources are crucial to the farm’s value as a learning environment.  Any disruptions to the farm’s projects and assets are akin to vandalizing long-term research in a more traditional laboratory setting.   It's heartbreaking, impossible to repair, and a serious violation of community standards.

Trespass:  Defined as entering into areas of the farm’s footprint where access is restricted to farm personnel only.  (These areas are indicated by appropriate signage.  They mostly consist of farm equipment storage areas, outbuildings, livestock pastures and livestock housing). 
Consequence: Twenty hours of community service and $500 fine.

Damage to Farm Property:  This includes damage to crops (including stealing crops) and damage to equipment.

Consequence:  Twenty hours of community service and the student will be required to pay a $500 fine in addition to the cost of the damage which will be determined in consultation with the farm manager.

Intimidation or harassment of livestock:  This includes feeding livestock, chasing after or trying to catch livestock, removal of livestock from the site, defacing livestock in any manner (painting, shaving etc.), creating unnatural stress for livestock and injuring or killing livestock.

Consequence: First time offense:  Community service and $1,000 fine regardless of whether or not injury to the animal has occurred.  In a situation where the livestock is injured, the student will not only be required to pay for veterinary fees, but also reimburse the farm for the labor required for tending to the injured animal.  If the animal needs to be put down, then the student will need to pay for the disposal of the animal, the loss of product from the animal, and the cost of purchasing and raising a new animal. (All fines to be determined in consultation with the farm manager.)  A face-to-face apology to farm manager will also be required.  Second time offense:  Suspension.

Note:  Depending on the nature of any infraction of trespass, insult or injury to livestock or damage to farm property, a student may face suspension in addition to the above mentioned consequences after the first offense.

 

(Updated: August 11, 2017)