Principles and Policies

Simmons has committed itself to the following principles and policies:

Educational Record Privacy Policy

Introduction

The University's practice in regard to student record-keeping is based on the provisions of the Family Educational Rights and Privacy Act (FERPA or the “Act”) of 1974. FERPA is a Federal law that protects the privacy of student education records.

Definitions

“Educational records” protected by FERPA are those educational records which contain information directly related to a student and which are maintained by the University. The following are examples of information which are not “educational records” protected by FERPA. Please note that this is not an exhaustive list:
Records created by Public Safety for a law enforcement purpose, and maintained by Public Safety.
Information concerning students’ violation of law or policies concerning the use or possession of alcohol or a controlled student when the student is under 21, and when the information is provided to the students’ parent(s) or legal guardian(s).
Information concerning deceased students.
Information obtained through a school official’s personal knowledge or observation, unless that knowledge is obtained through his/her/their official role in making a determination maintained in education records about that student.
Financial records of the students’ parents or any information contained therein.
Confidential letters and statements of recommendation placed in the education records before January 1, 1975, if the letters or statements are used for the purposes for which they were specifically intended.
If the student has signed a valid waiver regarding their right of access, confidential recommendations respecting admission to any educational agency or institution, respecting an application for employment, and/or respecting the receipt of an honor or honorary recognition. The waiver shall apply to recommendations only if the student is, upon request, notified of the names of all persons making confidential recommendations and the recommendations are used for the purpose for which they were specifically intended.
Records of instructional, supervisory, and administrative personnel and educational personnel ancillary thereto which are in the sole possession of the maker of the record and which are not accessible or revealed to any person other than the maker and/or his/her/their substitute.
Records of University employees who are not in attendance at the University, where the records are maintained in the normal course of business and relate exclusively to the individual in their capacity as an employee and are not used for any other purpose.
Records of students made or maintained by physicians, psychiatrists, psychologists or other recognized professionals or paraprofessionals acting in his/her/their professional or paraprofessional capacity or assisting in that capacity when the records are made, maintained or used in connection with treating the student and are available only to persons providing the treatment, or which are personally reviewed by a physician or other appropriate professional of the student’s choice.
Records of individuals who are not and have not been in attendance at Simmons.

Right to Review

Under the provisions of FERPA, students have the right to view the student’s education record maintained by the University. The University is not required to provide copies of records unless it is impossible for eligible students to review the records (e.g., due to distance). The University may charge a fee for copies. To review your student records, you must make a written request to the appropriate office (e.g., the Registrar). The University will respond within a reasonable time, and no more than forty-five (45) days from the date of receipt of your request.
Students have the right to request that the University correct records which students believe are inaccurate, misleading, or are otherwise in violation of the privacy rights of the students. If the University decides not to amend the record, the student has a right to a formal hearing. After the hearing, if the University decides not to amend the record, the student has the right to place a statement with the record setting for his/her/their view about the contested information.
If information concerns more than one student, students shall have the right to inspect or review only such part of such material or document as it relates to that student or to be informed of the specific information contained in that part of the material.

Disclosure of Records Without Consent

Generally, the University must have written permission from the student in order to release information from a student’s education record. However, FERPA allows the University to disclose those records, without consent, to the following parties or under the following conditions:

School officials with legitimate educational interest;
Others schools for which a student is transferring;
Specified officials for audit or evaluation purposes;
Appropriate persons in connection with financial aid to a student;
Organizations conducting certain studies for or on behalf of the school;
Accrediting organizations;
To comply with a judicial order or lawfully issued subpoena;
Appropriate officials in cases of health and safety emergencies;
State and local authorities within a juvenile justice system pursuant to Massachusetts law;
Authorized representatives of the Comptroller General of the United States, the Secretary of Education, State educational authorities or authorized representatives of the Attorney General for law enforcement purposes;
Parents of dependent students;
Pursuant to a Federal Grand Jury subpoena;
To an alleged victim or perpetrator of a crime of violence or nonforcible sex offenses, certain information consisting of the final result of disciplinary proceedings conducted by Simmons against the alleged perpetrator of the crime or offense;
Information regarding registered sex offenders;

As otherwise required by applicable law.

Simmons may also disclose, without consent, “directory” information such as the student’s name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. Students are permitted to request that the University does not disclose such “directory” information. If you would like to request that the University does not disclose your “directory” information, you must do so in writing, and you must direct your request to the Office of the Registrar. Note that your right to opt out of directory disclosures, if exercised, does not prevent the University and University officials from identifying you by name or disclosing your electronic identifier or institutional email address in class.

Disclosure of Records with Consent

The University may make disclosures of personally identifiable information from an education record if the student consents in writing.

Miscellaneous Provisions

FERPA does not prohibit the University from including in the student’s education record information concerning disciplinary actions taken against the student for conduct which posed a significant risk to the safety or well-being of the students or other members of the Community, or from disclosing such information to University officials or teachers and officials at other Universities who have legitimate business interests in the students’ behavior.

Complaints of Violations

A student who believes that his or her rights under FERPA have been violated may file a written complaint with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, D.C. 20202-4605. The Complaint must be timely (e.g., submitted to the office within 180 days of the date the complainant knew or reasonably should have known of the violation), and must state clearly and succinctly specific allegations of fact giving reasonable cause to believe that the school has violated FERPA.

Questions

Further questions about FERPA should be directed to the Offices of the Vice President for Student Affairs or the Office of the Registrar.

Contacts:

Registrar’s Office:
Shirley Alexander-Hunt, Registrar
Email: registrar@simmons.edu

Office of the VP for Student Affairs:
Renique Kersh, VP for Student Affairs
Email: renique.kersh@simmons.edu

Equal Access Policy

Simmons comprises an undergraduate women's college and several coed graduate schools. Since its founding, Simmons' mission has been to empower women and to challenge traditional gender norms; we have also endeavored to build a rich history of inclusion. In light of those commitments, Simmons considers as eligible to apply for admission to the undergraduate program individuals who were assigned female at birth, applicants who consistently live and identify as women, and/or applicants who do not fit into the gender binary but who feel they belong in our undergraduate community of women. Simmons does not discriminate unlawfully on the basis of race, color, natural or protective hairstyle, sex, sexual orientation, gender identity or expression, marital or parental status, religion, age, national or ethnic origin, socio-economic status, ancestry, disability, veterans’ status or genetic predisposition, with respect to programs and activities generally made available to students, including scholarship and loan programs, athletic programs, and other University-administered social, educational, and recreational programs, and student services. All students are given equal access to the University’s programs and resources. Simmons University’s graduate schools and programs are open to all admitted individuals.

Our Commitment to Diversity, Equity, Inclusion

The Simmons Commitment to Diversity, Equity, and Inclusion was developed with input from the President's Advisory Council on Diversity, Inclusion, and Equity, supported by the University leadership, and unanimously affirmed by our Board of Trustees.

Simmons is committed to inclusive excellence in all aspects of an individual’s community experience. Our values, vision and mission mandate that we strive to create an environment that is free from bias, prejudice, discrimination, and hurtful/hateful acts that can prevent each member from thriving in the Simmons community.

Our Diversity & Inclusion Mission

We seek to extend to the entire Simmons University community opportunities for learning, growth, success, and meaningful participation and to build a welcoming, diverse, and inclusive culture for our community. To that end, we will engage in ongoing work to combat racism, bias, and all forms of individual and institutional oppression.

We believe diversity is necessary in all aspects of an educational and residential environment to ensure inclusive excellence. As an academic community, rich with varied life experiences, perspectives, and values, we are uniquely positioned to facilitate the ongoing engagement and intellectual dialogue that honors the inherent and unique characteristics of each member of our community. This includes, but is not limited to, interrogating socially constructed concepts and addressing issues of power, phobia, isms, or any other detractors to building and sustaining an equitable community.

Simmons will affirm diversity and inclusion by moving beyond tolerance and civility to a respect and appreciation that recognizes the social positioning of underrepresented and marginalized segments of the population.

Simmons values academic excellence, intellectual freedom, critical thinking, leadership, innovation, respect for the dignity of all individuals, and continuous improvement. We adhere to policies and practices that promote and support diversity and inclusion.

We prepare students to be well informed, open- minded, and sensitive to the values and diversity of others. We strive to foster an atmosphere where students can become actively engaged leader in a changing, diverse society. We promote this goal through proactive and continual exchange of ideas among students, faculty and the general university community.
To ensure that these goals are attained, Simmons University commits to the following principles.

We recognize, respect and honor the inherent individuality of all. We strive to ensure that all decisions concerning the educational progress of students are based on considerations appropriate to an academic institution and not on factors such as race, color, natural or protective hairstyle, sex, sexual orientation, gender identity or expression, marital or parental status, religion, age, national or ethnic origin, socio-economic status, ancestry, disability, veterans’ status or genetic predisposition.

All students are given equal access to the University’s programs and resources. Simmons considers as eligible to apply for admission to the undergraduate program individuals who were assigned female at birth, applicants who consistently live and identify as women, and/or applicants who do not fit into the gender binary but who feel they belong in our undergraduate community of women. Simmons does not discriminate unlawfully on the basis of race, color, natural or protective hairstyle, sex, sexual orientation, gender identity or expression, marital or parental status, religion, age, national or ethnic origin, socio-economic status, ancestry, disability, veterans’ status or genetic predisposition with respect to programs and activities made generally available to students at the University, including scholarship and loan programs, athletic programs, and other University-administered student services, and social, educational and recreational programs.

We subscribe to the policies set forth in Section 504 of the Federal Rehabilitation Act of 1973, which mandates equal opportunity for qualified persons with disabilities in educational programs and activities.

We are committed to creating an atmosphere where diversity is supported with understanding, respect, and encouragement. The University does not tolerate unlawful or other harassment of employees or students. Any discrimination, sexual or other forms of harassment, bias, hurtful/hateful acts, microagressions or retaliation by any member of the faculty, staff, or student body against any other member of the community will be handled according to the applicable processes articulated in the Sexual Harassment Policy, Non-Retaliation Policy, Faculty Policy Manual, Employee Handbook, Student Handbook, Inclusion & Belonging Restoration Protocol and/or other relevant Simmons policies.

Student Legal Name and Name Changes

A student's name of record is defined as the legal name under which the student was admitted to Simmons University. Legal name is that name, verified by a birth certificate, marriage certificate, social security card, passport, or court order.

Students’ legal names appear on all Simmons records, including transcripts, verifications, and diplomas. Current Simmons students who have legally changed their names since the time of admission may request that this change be made on their official records.

Students who wish to change their name from the name of record at the time of admission must provide the Office of the Registrar with legal documentation reflecting their new legal name, such as a marriage license or government-issued ID, as well as a Name Change Form. Forms may be faxed along with a scanned copy of legal documentation to the Registrar's Office at 617-521-2111 or brought to the Office, A-200, with legal documentation in person.

Consult the Registrar’s page on the University web site for additional information about updating your first name for class rosters or your diploma and for indicating preferred pronouns.

Notice of Non-Discrimination and Grievance Procedure

Chartered in 1899 and opened in 1902, Simmons is first and foremost an academic community whose goals include preparing students and other members of the Simmons community to be well informed, open-minded, and respectful of the values and diversity of others.
Simmons is, therefore, committed to the following principles:

• We support equal educational and employment opportunities for all persons, based on each individual’s qualifications and fitness, and we seek to administer our university policies without regard to race, color, natural or protective hairstyle, sex, sexual orientation, gender identity or expression, marital or parental status, religion, age, national or ethnic origin, socio-economic status, ancestry, disability, veterans’ status or genetic predisposition.

o We strive to administer our educational programs and activities, as well as the employment opportunities we provide, in accordance with all relevant state and federal requirements and implementing regulations. This includes, but is not limited to, Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, Section 504 of the Rehabilitation Act of 1973, and Titles I and III of the Americans with Disabilities Act of 1990 and the ADA Amendments Act of 2008, the Massachusetts Equal Rights Law (M.G.L. 93, Section 102 et seq.), Equal Pay Act of 1963, the Massachusetts Equal Pay Act, and Chapter 151B of the General Laws of Massachusetts, as amended.

• We are committed to making our programs and activities accessible to individuals with disabilities, including our online/digital services and offerings. We recognize that in the virtual/online learning environment, technology-dependent teaching and learning processes may create unique and unanticipated access barriers. We encourage individuals to contact us if an obstacle to access is found to exist. (See below for how to do so.)

• We seek to build and maintain a Simmons where the diversity of our community members is met with understanding, respect, and encouragement, and where unlawful discrimination, harassment and retaliation by any member of the administration, faculty, staff, or student body against any other individual will be investigated, evaluated and redressed. The University does not tolerate unlawful discrimination or harassment of its employees or students or retaliation against those who report incidents of unlawful behavior or those who cooperate in the investigation of such complaints.

Reporting Sexual Harassment:

If you believe you have been subjected to sexual harassment, as defined in Simmons’ Sexual Harassment Policy, please contact our Title IX Coordinator, Sara Simberg, at (617) 521-3289 or sara.simberg@simmons.edu.

Students Reporting Discrimination or Retaliation:

If you are a student and you believe you have been subjected to unlawful discrimination or retaliation, please contact the Dean of your College, the Director of your Program, or our Vice President for Student Affairs, Dr. Renique Kersh, at renique.kersh@simmons.edu. Students who believe they have been unlawfully discriminated against on the basis of disability may file a grievance pursuant to the University’s Grievance Procedure.

Employees Reporting Discrimination or Retaliation:

If you are an employee and you believe you have been subjected to unlawful discrimination or retaliation, please contact Human Resources — or our Interim Vice President of Human Resources, David Hollinden, at (617) 521- 3812 or jdavid.hollinden@simmons.edu. Employees who believe they have been unlawfully discriminated against on the basis of disability may file a grievance pursuant to the University’s Grievance Procedure.

Reporting a web/online accessibility barrier

Please use this form: http://www.simmons.edu/report-barrier. We are committed to making our programs and activities accessible to all individuals.

For Advice on Whom to Contact about a Concern or Incident:

If you are unsure of where to bring complaints or concerns about unlawful discrimination, harassment or retaliation, please contact the Office of the General Counsel at 617-521-2768 or gretchen.groggelralston@simmons.edu.

Office of Accessibility Services

At Simmons University, we are committed to the full participation of all students in our programs and activities. Simmons University is mandated by Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 to provide equal access to facilities, educational and co-curricular programs, campus activities and employment opportunities to qualified individuals with disabilities.

The Office of Accessibility Services (OAS), located in the Center for Student Success, is a strategy-based service that supports students both on the ground and online. All students with a documented diagnosis that substantially limits a major life activity, such as learning, hearing, seeing, reading, walking, and speaking are eligible to register with the OAS and request academic, field and clinical accommodations.

The information located on the OAS website will help you to learn how to register with the OAS; and request accommodations; as well as access to other important information such as referral support offices the OAS partners with. Students must be fully registered and receive confirmation of eligibility before requests for academic, field or clinical accommodations can be made.

Students who are exploring a diagnosis or who are considering use of services are also welcome to visit the OAS to review the offerings and services available as well as registration requirements.
Students registered with OAS are expected to adhere to the same academic and behavioral standards as the rest of the University.
A student’s initial connection and ongoing interaction with OAS is self- propelled.
Accommodations are applied on a prospective basis - students are not entitled to have accommodations applied on a retroactive basis.
Documentation of a diagnosis/disability is not required when applying to the University and is submitted to OAS after the student accepts their place at the University.
Accommodations are not intended to guarantee success; they are intended to provide equal access to the educational experience (classroom, field, clinical, field trips) to ensure that students may display their level of learning.
Following a student’s first meeting with an OAS staff member, the student may make their own appointments, which are recommended, but never required.
Outreach by OAS staff to faculty and parents is generated ONLY by a student’s written request.Diagnosis/disability-related information is confidential and is not shared without a student’s permission.
OAS is not a comprehensive special education program. Students’ coursework is not shared with or linked to the OAS.
OAS does not offer special education tutors or life coaches for social skills and acclimation.

Students are welcome to make an appointment to visit us in the Center for Student Success, on the Ground Floor of Lefavour Hall or arrange for a Zoom meeting if reaching us remotely. Please contact the Office of Accessibility Services at access@simmons.edu to schedule an appointment or to review any questions or concerns.

Campus Security

Simmons University subscribes, without exception, to the Campus Security Act of 1990. It is University policy to provide members of the Simmons community with information, reports, and statistics as required by P.L. 101- 502, to maintain working relationships with other law enforcement agencies to ensure co-operation between different law enforcement jurisdictions, and to provide educational programs designed to increase crime and safety aware-ness among students, faculty, and staff. For information regarding the Campus Security Act, contact the Director of Public Safety at 617-521-2289.

Academic Policies

Simmons University subscribes, without exception, to the Campus Security Act of 1990. It is University policy to provide members of the Simmons community with information, reports, and statistics as required by P.L. 101- 502, to maintain working relationships with other law enforcement agencies to ensure co- operation between different law enforcement jurisdictions, and to provide educational programs designed to increase crime and safety aware-ness among students, faculty, and staff. For information regarding the Campus Security Act, contact the Director of Public Safety at 617-521-2289.

In addition, data regarding retention at Simmons is available from the Registrar, in compliance with P.L. 94-482. For information regarding graduation statistics, contact the Office of the Registrar at 617-521-2111.

Religious Observance

Students who are unable, because of their religious beliefs, to attend classes or to participate in an examination, class, or work requirement on a particular day shall be excused from the class, study, or work requirement and shall be provided with an opportunity to make up the examination, study, or work they may have missed consistent with Massachusetts General Law Chapter 151C, Section 2B. That law states:

Any student in an educational or vocational training institution, other than a religious or a denominational educational or vocational training institution, who is unable, because of his/her religious beliefs, to attend classes or to participate in any examination, study, or work requirement on a particular day shall be excused from any such examination or study or work requirement, and shall be provided with an opportunity to make up such examination, study, or work missed because of such absence on any particular day, provided, however, that such makeup examination or work shall not create an unreasonable burden upon such school. No fees of any kind shall be charged by the institution for making available to the said student such opportunity. No adverse or prejudicial effect shall result to any student because of his/her availing himself of the provisions of the sections.

Questions about absences for religious observance should be directed to the professor.

Jury Duty

During the course of the academic year, students may receive notification that they have been summoned for jury duty. Students who attend college in Massachusetts are required by law to fulfill their civic duty if summoned, even though their permanent or "official" residence may be in another state. If the date for which students have been summoned is inconvenient, they may request a postponement for up to one year.

Students who are required to miss classes because of jury duty may notify the Office of Student Affairs by calling 617-521-2124. Staff members in the Office of Student Affairs will notify the appropriate faculty members, who will work with the students to make up any missed assignments or exams. Upon completion of jury duty, students are expected to bring a copy of the documentation of their service to the Office of Student Affairs.

Human Subjects

The University has established policies on the use of human subjects in all Simmons-initiated research and training projects. The Institutional Review Board (IRB) is charged with overseeing all research involving human subjects at Simmons University. Students undertaking research projects that propose to use humans must do the following prior to beginning their projects: 1) prepare and submit an application to the IRB for review and approval and 2) complete the Collaborative Institutional Training Initiative (CITI) Program, a web-based human subjects research investigator education program. A copy of the Simmons University human subjects research policy, IRB forms, and link to the CITI training program may be found on the Office of Sponsored Programs site. The contact for the IRB is the Office of Sponsored Programs, 617-521-2415. It is expected that all members of the Simmons community will fulfill their legal and ethical responsibilities to ensure that the rights and safety of human subjects are protected.