GENERAL COLLEGE POLICIES

COMPUTER USE POLICY

Hilbert College's Computer Use Policy can found linked on the IT Help Desk Support webpage or by clicking this link.

EMERGENCY ANNOUNCEMENTS 

When classes and other college activities have to be canceled because of of emergency or urgent situations, including weather conditions, an announcement is made on the college website and through the Omnilert notification service, and on local TV stations (WGRZ, WIVB, and WKBW) and their websites.

EMERGENCY RESPONSE PLAN 

The College has developed an emergency response plan which provides guidelines for preparedness and emergency response programs for various situations that may potentially occur on campus.  Extensive efforts have been made to revise the plan and train faculty and staff in its implementation.   

The College utilizes Omnilert text and email messaging in the event of an emergency.  Text alerts will also be displayed on the campus digital TV monitors throughout campus and several social media sites when issued.  Students are encouraged to sign up for text message service on the web at www.hilbert.omnilert.net. Emergency lockdown procedures are also posted in classrooms on campus as well as in the residence hall and other areas. 

FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA) 

Hilbert College complies with the Family Educational Rights and Privacy Act, also known as FERPA or the Buckley Amendment. Pursuant to this law, the college shall maintain the confidentiality of student education records and shall not release them to any person or entity without the written consent of the student except as set forth below. Moreover, the College shall provide students access to their education records pursuant to the procedures outlined in this policy.  

EDUCATION RECORDS

Education records are all records that contain personally identifiable information directly related to a student and that are maintained by Hilbert College. Education records may be recorded and stored in any way, including: paper records, electronic records, handwriting, print, computer media, and digital images.  

Education records do not include the following: 

• Personal knowledge and personal observations. 

• Sole possession records – records kept in the sole possession of the maker, which are used only as a personal memorandum and are not shared with or accessible by any other person.  

• Law enforcement records – records created and maintained by Hilbert campus safety department for law enforcement purposes. 

• Employment records – records pertaining only to a student’s employment with Hilbert College relating only to his or her capacity as an employee. 

• Alumni records – records created or received after a student is no longer in attendance at the College and unrelated to the student’s attendance as a student.  

• Peer grades – grades on peer-graded papers and assessments before they are collected and recorded by an instructor. 

• Treatment records – records maintained by medical professionals and shared with other medical professionals for purposes of providing medical treatment to the student.  

The College may include in a student's education records disciplinary action taken against the student for conduct that posed a significant risk to the safety or well-being of that student or other members of the College community. Nothing in this policy shall prevent the College from disclosing such information to college officials or other institutions who have a legitimate educational interest in the behavior of the student. Moreover, the College may disclose to an alleged victim of any crime of violence the results of a disciplinary proceeding conducted by the College against the alleged perpetrator of such crime. In compliance with federal and state law (Title IX, the Clery Act, etc.) the College will disclose the outcome of an investigation of sexual violence to both the complainant and the respondent, including information about specific disciplinary sanctions when sanctions directly relate to a student who has been harassed. Additionally, the College reserves the right to notify the parents/family of a student determined to have violated the College’s policies and/or New York State laws regarding underage drinking or illegal use of drugs. 

RELEASE OF INFORMATION  

Education records may not be released without prior written consent from the student to which they pertain. Such written consent must be dated and signed by the student, and must specify the records to be released and to whom the records may be released. 

Consent to disclose student records is not required under the following circumstances: 

• Where the disclosure is of directory information, as that term is defined below. 

• Where the disclosure is to school officials with legitimate educational interests, as those terms are defined below. 

• Where the disclosure is to appropriate parties in a health or safety emergency. Appropriate parties may include: law enforcement officials, public health and safety officials, medical professional and personnel, or parents. 

• Where the disclosure is to officials of another school in which the student seeks or intends to enroll or is enrolled. 

• Where the disclosure is in connection with financial aid for which a dependent student has applied, received or is receiving. 

• Where the disclosure is made to accrediting organizations. 

• Where the disclosure is made to officials conducting studies for or on behalf of the College. 

• Where the disclosure is to authorized government representatives responsible for supervising the College’s State-supported education programs. 

• Where the disclosure is made to comply with a judicial order or lawfully issued subpoena. 

• Where the disclosure is made to a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, regarding the final results of a disciplinary proceeding concerning such offense. 

• Where the disclosure is made to the general public, regarding the final results of a disciplinary proceeding, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense, and the student has committed a violation of the school's rules or policies. 

• Where the disclosure is made to parents of a student regarding the student's violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. 

Should the College disclose personally identifiable information from a student's education records pursuant to one of the above FERPA exceptions, the College must first inform the recipient of the information that it cannot re-disclose the information without the student's consent, and that it may only use the information for the purpose for which the disclosure was made. 

The Office of Student Records will maintain a written record of each request for access to, and each release of personally identifiable information from a student's education record, which includes the name of the requester and recipient of the information, the legitimate interests they had in the information, and, in the case of a "health or safety emergency," a description of the perceived threat. A written record does not need to be maintained for disclosures made pursuant to the following FERPA exceptions: 

• Disclosures to school officials with legitimate educational interests. 

• Disclosures made with the student’s written consent. 

• Disclosures of directory information, so long as the student has not opted-out. 

• Disclosures in connection with a grand jury or other law enforcement subpoena. 

DIRECTORY INFORMATION

At its discretion, Hilbert College may provide “directory information” to others and the College’s confidentiality policy shall not be applicable to such information. “Directory information” includes:  

• Student name 

• Address 

• Phone number 

• Email address 

• Date and place of birth 

• Major, field of study 

• Dates of attendance 

• Enrollment status (includes advanced registration status, anticipated graduation year, class status)  

• Resident status (commuter or resident) 

• Degrees or awards received 

• Recent education institution attended by student 

• Participation in recognized activities and sports  

• Weight and height of members of athletic teams  

The college will withhold directory information if a student makes a written request to the Office of Student Records. A form is available in the Office of Student Records and on the Office of Student Records website. Once a student has requested a non-disclosure, his or her directory information will not be disclosed until the student provides written instruction to change this status. Campus issued email addresses will be included in the list of directory information not to be released in the event that a student signs a non-disclosure form, however, will remain available to all campus constituents to address the direct educational needs of the student. 

LEGITIMATE EDUCATIONAL INTEREST

The right to consent to disclosures of personally identifiable information lies with the student, except to the extent that FERPA authorizes disclosure without consent. One exception that permits disclosure of personally identifiable information contained in a student’s education records without consent is disclosure to College officials with legitimate education interest. A school official is:  

• A person employed by the College in an administrative, supervisory, academic or research, or support staff position (including security personnel and health staff) 

• A person or company with whom the College has contracted (such as an attorney, auditor, or collection agent, temporary staffing agencies, and outsourced vendors). Outsourced vendors are those parties helping the College provide students access to services relating to their education 

• A person serving on the Board of Trustees 

• A student serving on an official committee, such as a disciplinary or grievance committee, or assisting another College official in performing the official’s tasks. 

Identifying a person as a “school official” does not automatically grant him or her unlimited access to education records. The existence of a legitimate educational interest may need to be determined on a case-by-case basis. Hilbert College constitutes a legitimate educational interest as the following: 

• The information requested is necessary for that official to perform appropriate tasks that are specified in his or her position description or by a contract agreement. 

• The information is to be used within the context of official agency or school business and not for purposes extraneous to the official’s areas of responsibility or to the agency or school. 

• The information is relevant to the accomplishment of some task or to a determination about the student. 

• The information is to be used consistently with the purposes for which the data are maintained. 

It is important to understand several points related to "legitimate educational interest:" 

• Curiosity is not a legitimate educational interest. Just because you have access to student information systems and are able to view the record of your neighbor's son, does not mean that you have a legitimate educational interest in his grades and cumulative GPA. 

• Simply the fact that you are a college employee does not constitute legitimate educational interest. Your need to know must be related to your job responsibilities in support of the college's educational mission. In other words, records should be used only in the context of official business in conjunction with the educational success of the student. 

• Your legitimate educational interest is limited. While you may have a need to access education records for students in your department, you do not necessarily have a similar need to view records of students outside your department. In other words, access to information does not authorize unrestricted use. 

RIGHT TO REVIEW AND INSPECT

Students have the right to inspect and review information contained in their educational records, to challenge the contents of their education records, to have a hearing if the outcome of the challenge is unsatisfactory, and to submit explanatory statements for inclusion in their record if they feel the decision following the hearing is unacceptable.  

The College Registrar has the responsibility to coordinate the inspection and review procedures for student education records. Students wishing to review their education records must make a written request to the Registrar listing the records or information of interest. The pertinent record or information will be made available within forty-five days of the request. At their expense, students may have copies made of their records with certain exceptions (e.g., a copy of the academic record for which a financial "hold" exists). The following documents and information will not be disclosed to students: financial information submitted by their parents; confidential letters and recommendations associated with admissions, employment, or job placement; references to which they have waived their rights of inspection and review, provided they are used solely for such purpose; education records containing information about more than one student, in which case the College will permit access only to that part of the record which pertains to the inquiring student.  

APPEAL OF EDUCATIONAL RECORDS

A student who believes that the education records contain information that is inaccurate, misleading, or inappropriate should discuss the problem with the Registrar in an effort to resolve the matter informally. If not resolved, the student should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate, misleading or inappropriate. If the college decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. 

The decision of the hearing will be final and will consist of a written report summarizing the evidence and stating the reasons for the decision. If the decision is in favor of the student, the student's record will be amended accordingly. If the student is not satisfied with the decision, the student may prepare a written statement explaining the disputed contents of the record. This statement will be maintained as part of the student's education records and released whenever the pertinent record is disclosed. Inquiries regarding this policy should be directed to the Registrar.  

In addition, students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:  

Family Policy Compliance Office,  
U.S. Department of Education  
400 Maryland Avenue, SW  
Washington, DC 20202. 

FIRE SAFETY 

The New York State Fire Code requires that buildings must be completely evacuated when a fire alarm sounds.  Calls for assistance should be made immediately to 911 or Campus Safety by any person who discovers or suspects a fire.  Students should make sure they are familiar with building exits and strictly follow fire evacuation procedures.  Failure to cooperate with staff in evacuating a building subjects a student to disciplinary actions.  Residence hall staff may check student rooms for compliance with evacuation procedures.  Any resident student who may require special assistance should make prior arrangements with Residence Life staff. 

Tampering with, or purposely impeding or covering, fire alarms and fire prevention, fire detection, and firefighting equipment is a violation of both the New York State Fire and Penal Code and is considered a Student Code of Conduct violation.  Fire alarms and firefighting equipment including, but not limited to, fire extinguishers, fire doors, heat and smoke detectors are for the protection of residents.  Any tampering with or misuse of fire equipment is subject to conduct proceeding and may be subject to legal action. 

INFORMATION ON SECURITY PROCEDURES

The campus community is advised and updated on safety and security through the publication of the Annual Security Report, which focuses on crime awareness and personal safety. The report is available on the Hilbert College Campus Safety website. Notification is also made to the campus community, as appropriate, on specific threats to campus safety through campus media, Omnilert (Emergency Campus Notification System), publications, posters, and other methods. 

NOTICE OF NON-DISCRIMINATION 

Pursuant to College policy, Hilbert College is committed to ensuring equal employment opportunity, educational opportunity, and equal access to services, programs, and activities without regard to an individual's race, color, national origin, sex, religion, age, disability, gender, pregnancy, gender identity, sexual orientation, predisposing genetic characteristics, marital status, veteran status, military status, domestic violence victim status, or ex-offender status. Employees, students, applicants or other members of the College community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely based upon a protected characteristic.

The College’s policy is in accordance with federal and state laws and regulations prohibiting discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.

Inquiries regarding the application of the Americans with Disabilities Act, Title IX and other laws, regulations and policies prohibiting discrimination may be directed to:

Laura Edlhom
Title IX Coordinator
Associate Athletic Director,
Franciscan Hall Room 107
ledholm@hilbert.edu

Dr. Kristine Still
Provost & Executive Vice President
Bogel Hall Room 107
kstill@hilbert.edu

Inquiries may also be directed to the United States Department of Education - Office for Civil Rights.

POLITICAL ACTIVITY 

Hilbert College, as a 501(c)(3) non-profit organization, cannot engage in political campaign activity.  The College is forbidden to directly or indirectly participate in any political campaign on behalf of (or in opposition to) any candidate for elective public office.  Hilbert College students, as citizens, are free to engage in political activities and discussions, however no campaign signs or posters may be posted on College doors, windows, common areas, or other locations which could be construed to represent the College’s support of a particular candidate. 

POSTING POLICY

All Hilbert College community members are expected to abide by the Posting Policy maintained by the Office of Marketing & Communications regarding the posting and distribution of printed and electronic materials on Hilbert's campus. The complete Posting Policy can be found in Blackboard or through this weblink.

PREVENTION OF CAMPUS SEX CRIMES 

The federal Campus Sex Crimes Prevention Act, enacted on October 28, 2000, became effective on October 28, 2002.  Sex offenders, under the Campus Sex Crimes Prevention Act, must register with the state where an institution of higher education is located (even if they do not reside in the state) once they become enrolled or work at an institution of higher education.  Changes in enrollment or employment status also must be made known to the state.  Individuals covered by the act include: 

An individual enrolled at an institution of higher education in the state on a full-time or part-time basis; or  

An individual that has any sort of full-time or part-time employment at an institution of higher education in the state, with or without compensation, for more than 14 days, or for an aggregate period exceeding 30 days in a calendar year. 

This law requires institutions of higher education to issue a statement advising the campus community where law enforcement agency information provided by a State concerning registered sex offenders may be obtained. 

The New York State Sex Offender Registry can be publicly accessed at the link below:  https://www.criminaljustice.ny.gov/nsor/ 

PROTECTION OF MINORS

All Hilbert College community members are expected to abide by Hilbert College's Protection of Minors Policy as outlined here.

RELIGIOUS OBSERVATION - ABSENCE

Students should work with faculty/staff directly for religious accommodations related to the classroom and/or coursework. Students with issues or concerns regarding this policy are encouraged to speak with the Office of Mission & Equity.

SAFE GUARDING CUSTOMER INFORMATION NOTICE   

Recent legislation enacted by the Federal Trade Commission requires colleges and universities to act in compliance regarding the safeguarding of customer information.  Hilbert College acknowledges this requirement and publicizes this notice to alert its customers those policies and procedures are in place to protect all nonpublic personal information about its customers.  A copy of our safeguarding customer information policy is available upon request.  This notice applies to students as customers. 

INFORMATION COLLECTED BY HILBERT COLLEGE  

Hilbert College collects nonpublic personal information about its customers from the following sources:  applications, financial aid and other forms, financial transactions and methods of payment. 

INFORMATION DISCLOSED BY HILBERT COLLEGE

Hilbert College does not disclose any nonpublic personal information about its customers or former customers to anyone that is not affiliated with Hilbert College, except as permitted by law. 

Hilbert College discloses customer information to its affiliates that are service providers to the school.  Service providers include companies such as banks and other lending institutions, collection agencies, loan processing agencies and credit card processing companies.  The customer information accessed by service providers includes name, address, date of birth, phone number, social security number, driver’s license number and state, loan amount, loan number, loan period, tuition cost, tuition payments, balance owed, financial aid awarded, cost of attendance, expected family contribution, enrollment status and graduation date. 

KEEPING INFORMATION SECURE

Hilbert College restricts access to nonpublic personal information to those employees who need to know that information in order to provide service to customers.  Hilbert College maintains physical, electronic and procedural safeguards that comply with Federal Trade Commission standards to protect customer nonpublic personal information.  Information on this issue can be found at the following website http://www.ftc.gov/privacy/privacyinitiatives/glbact.html 

SMOKING AND TOBACCO USE POLICY  

In accordance with New York State’s Smoke-Free Workplace law and recommendations from the federal level, Hilbert College is committed to having a smoke-free and tobacco-free campus.  In creating a healthy environment for all members of our community, smoking and tobacco use is prohibited at all times on campus, which includes inside all buildings, outside all buildings, residence halls, grounds and college owned vehicles. 

Smoking includes the use of any type of lighted pipe, cigar, cigarette (including electronic cigarettes), or any other smoking equipment, whether filled with tobacco or any other type of material. 

SOLICITATION 

Solicitation by non-campus entities is prohibited on campus.  Student organizations and clubs may hold sales or fundraising drives provided they adhere to campus guidelines.  All sales and fundraisers by recognized student organizations must be approved in advance by the Student Government Association.  Tables may be reserved through Conference and Events for sales or fundraisers inside campus buildings.  Students are not allowed to solicit door-to-door in offices as this is disruptive to the work day. 

STUDENT HEALTH INSURANCE 

All students are encouraged to carry medical/health insurance. Student athletes are required to maintain health insurance coverage. Resident students are required to maintain health insurance while in living on campus. Resident students and student athletes are required to demonstrate proof of personal medical/health insurance with the Office of the Dean of Students and Department of Athletics, respectively.  Information on obtaining insurance is available online at https://nystateofhealth.ny.gov. 

STUDENT IMMUNIZATION REQUIREMENT

Hilbert College is committed to taking steps to protect the physical, mental and emotional health of our entire campus community. An element of that commitment is ensuring compliance with New York Public Health Law requiring student proof of immunizations, along with recommended guidance from the American College Health Association.  

NEW YORK STATE PUBLIC HEALTH REQUIREMENTS FOR MEASLES, MUMPS AND RUBELLA (MMR)  

New York Public Health Law (PHL) Section 2165 requires students attending post-secondary institutions who were born on or after January 1, 1957, and registered for 6 or more credit hours to demonstrate proof of immunity against measles, mumps, and rubella. Those born before 1957 do not need to submit proof of immunization. All students born after January 1, 1957 must provide to the Office of The Dean of Students: 

• Official documentation or immunization record signed by a medical provider of 2 MMR vaccines, OR  

  Measles: Proof of immunity for measles must be demonstrated by meeting one of the following three requirements: Official documentation or record signed by a medical provider of two doses of live measles vaccine. The first dose must have been received no more than 4 days prior to the first birthday and the second dose received at least 28 days after the first dose, OR Physician diagnosis of disease, OR Serologic evidence of immunity.  

  Mumps: Proof of immunity for mumps must be demonstrated by meeting one of the following three requirements: Official documentation or record signed by a medical provider of one dose of live mumps vaccine received no more than 4 days prior to the first birthday, OR Physician diagnosis of disease, OR Serologic evidence of immunity.  

  Rubella: Proof of immunity for rubella must be demonstrated by meeting one of the following two requirements: Official documentation or record signed by a medical provider of one dose of live rubella vaccine received no more than 4 days prior to the first birthday, OR Serologic evidence of immunity.  Please note: Clinical diagnosis of rubella disease is not acceptable as proof of immunity.  

NEW YORK STATE PUBLIC HEALTH REQUIREMENTS FOR MENINGOCOCCAL DISEASE

Meningococcal Disease New York State Public Health Law (PHL) Section 2167 requires post-secondary institutions to distribute information about meningococcal disease and immunization to the students, or parents or guardians of students under the age of 18, accompanied by a response form. Hilbert College is required to maintain appropriate documentation for each student that includes any of the following: 

• Official documentation or immunization record signed by a medical provider indicating at least 1 dose of meningococcal ACWY vaccine within the last 5 years or a complete 2- or 3-dose series of MenB; OR 

• A signed Meningococcal Vaccine Response Form indicating that the student will obtain meningococcal vaccine within 30 days; OR 

• A signed Meningococcal Vaccine Response Form indicating that the student will not obtain immunization against meningococcal disease.  

Note: If the student has not received the meningococcal vaccine within the past 5 years, then they must submit the signed response form. If a student is residing on campus, please see the Hilbert College Resident Student Meningococcal Immunization Requirement below. 

The information from the New York State Department of Health on meningococcal disease can be found at: https://www.health.ny.gov/publications/2168 

HILBERT COLLEGE RESIDENT STUDENT MENINGOCOCCAL IMMUNIZATION REQUIREMENT

Since 1997, the American College Health Association (ACHA) has urged undergraduate college students, particularly freshmen who live or plan to live in residence halls, to consider getting the vaccine to reduce their risk for meningococcal disease.  

Hilbert College requires that all resident students receive and maintain the meningitis vaccination. All students residing on campus must submit to the Office of Student Life: 

• A vaccine record indicating at least 1 dose of meningococcal ACWY vaccine within the last 5 years or a complete 2- or 3-dose series of meningococcal B vaccine. 

DOCUMENTATION OF REQUIREMENTS

Students must submit all required immunization records and health forms to Hilbert College Office of the Dean of Students, located in Franciscan Hall, 1st Floor.

If NYS mandated immunization records or Hilbert College mandated health forms and immunization requirements are not received within 30 days after the start of classes, non-compliant students will be removed from class and residential facilities. 

MEDICAL AND RELIGIOUS EXEMPTIONS  

New York State law allows a student to request a waiver from a vaccination that is normally required by law if that student, or the parent(s) or guardian(s) of students who are younger than 18 years old, if there is a medical reason to avoid vaccination, or hold genuine and sincere religious beliefs that are contrary to the practice of immunization. 

Students may request an accommodation exempting them from the MMR immunization/vaccination requirements under this policy by submitting a Religious or Medical Exemption Request as noted below.  

Religious or Medical Exemption Requests must be submitted by July 15 for the fall semester and by December 1 for the spring semester. Hilbert College will evaluate exemption requests in accordance with guidance from public health authorities, college policy, and applicable law.  

• Medical exemption requests for students aged 18 and under require a signed, completed medical exemption form issued by the NYS Department of Health from a physician licensed to practice in New York State certifying that immunization may be detrimental to the student’s health.  Please use the form linked here to complete a medical exemption for a student aged 18 and under: doh-5077.pdf

• Medical exemption requests for students over the age of 18 require a letter from a qualified health care practitioner (licensed physician, physician’s assistant or nurse practitioner, or licensed midwife caring for a pregnant student) stating that the student has a health condition which is a valid contraindication to receiving a specific vaccine.  The letter must specify those immunizations which may be detrimental and the length of time they may be detrimental.  

• Religious exemption requests require a written statement signed by the student, and parent or guardian if under 18, that the student holds genuine and sincere religious beliefs contrary to the practice of immunization. General philosophical, moral, political, scientific, or sociological objections to immunizations or vaccinations will not justify an exemption from a requirement.  

If an exemption is granted by Hilbert College, it may include lawful limitations or conditions on the exempted individual’s participation in particular activities or programs in circumstances where the failure to be immunized/vaccinated would reasonably be expected to (a) prevent the individual from fulfilling the essential functions and/or curricular requirements of his/her/their academic program, (b) cause the College undue hardship, (c) protect the individual from exposure or (d) pose a threat to the health and safety of others.  

Students requesting an exemption will be notified in writing of the outcome of their request within 10 business days of Hilbert College receiving a completed request form. Approved Medical and Religious Exemptions are valid for one year and must be re-submitted annually for review by July 15 in advance of the upcoming academic year.  At any time, Hilbert College reserves the right to require further documentation. 

For more information, visit the Office of the Dean of Students on the first floor of Franciscan Hall or call (716) 649-7900, ext. 123.

RELEASE OF HEALTH AND IMMUNIZATION RECORDS

Students can request a copy of their immunization and/or health records from the Office of Student Life. To make a request, students must complete and return the Health Records Release form, which is available either at the Office of Student Life or on the Hilbert College Health and Wellness webpage. Once the completed Health Records Release form is received, the request will be processed within two business days. Please note that all student health records are retained for 6 years after the student's graduation or 6 years from the last year the student was registered for classes.

SOLOMON AMENDMENT

The Solomon Amendment is a federal law that mandates colleges receiving federal financial aid funding to provide student recruiting information upon request to military recruiting organizations. The request and information released by the College is limited to military recruiting purposes only. The request for information must be in writing on letterhead that clearly identifies the military recruiting organization. Military recruiters must be from one of the following military organizations:  

The release of student recruiting information generally follows the FERPA guidelines defining student directory information (see above). Students are not permitted under federal law to restrict the release of this information specifically to military organizations, but if students withhold the release of directory information generally, then the College may not release this information to military organizations. The directory information released is limited to the current semester or the previous semester. If the request is received between semesters, the requestor must specify previous semester or upcoming semester. Further, students must be in an enrolled status (incomplete and complete registration status). 

STATISTICS OF CAMPUS CRIME

Campus Crime statistics are available on the Hilbert College website. The Hilbert College Campus Safety Department will provide, upon request, the Campus Crime Log for the past 90 days.  Crime statistics are available to all students annually.  Daily Crime Log information is recorded by the date, time and general location, and disposition of the complaint.  This daily log is available at the Campus Safety Department, in the Campus Center during office hours.  Please note that entries are generally made within two business days after the event occurs.  Incidents or situations deemed to pose a threat to the campus community are logged as soon as possible.  While all events are logged, the office of the Campus Safety Department may determine that an incident is classified, and noted, as confidential in order not to jeopardize a criminal investigation or the identity of a victim.  Hilbert College does not withhold, or subsequently remove, a reported crime from its crime statistics based on decision by a court, coroner, jury, prosecutor, or other similar non-campus official.  Only a public law enforcement agency may determine that a crime is “unfounded”.  You may request this information by calling 716-649-7900 ext. 224. 

VISITOR POLICY 

The safety and wellbeing of the Hilbert College community, including students, faculty, staff, and visitors are of paramount importance. Accordingly, this policy sets forth guidelines and expectations for behavior and conduct while on College owned or controlled property and applies to all individuals, including visitors and groups, present on College owned or controlled property. 

Access to College owned or controlled property shall primarily be limited to students, employees and their visitors or guests for the purposes of study, work, teaching and conducting or attending other College business or activities. The College is a private institution and, as such, reserves the right to lawfully restrict or prohibit access to College owned or controlled property and to prohibit certain individuals from being present on College owned or controlled property at any time at its discretion. 

All individuals – visitors and others – present on College owned or controlled property shall conduct themselves in accordance with the law, College policies, as well as in a manner that maintains a safe environment. Conduct including, but not limited to, intentional or negligent disruption of the operations of the College, excess noise, threats, harassment, hate speech, physical abuse, intimidation, endangerment to the health or safety of any person or property, or unauthorized entry into, obstruction of, or occupation of any College owned or controlled property is prohibited and shall be deemed a violation of this policy. 

If an individual engages in behavior or conduct that is inconsistent with this policy or any other College policy or that is otherwise inconsistent with the best interests of the College, the individual will be asked to refrain from such conduct and may be asked to vacate College owned or controlled property at once. Failure to adhere to this request may result in law enforcement being summoned to take appropriate action, including possible removal for trespassing. 

VOLUNTARY/CONSENSUAL RELATIONSHIPS

Hilbert College acknowledges its responsibility to provide clear direction to the College community about the professional risks associated with consensual romantic and/or sexual relationships in which a definite power differential between the parties exist.  Therefore, the College actively discourages all consensual relationships between faculty and student, supervisor and employee, and staff person and student in cases where the staff person can exert authority because the relationship may pose a conflict of interest and the difference in power can give rise to the appearance of impropriety.    

If a consensual relationship does exist, it is required that the participants in such a relationship act immediately to remove the conflict of interest.  In addition, the person in the more powerful position in such a relationship is required to report it to their supervisor or Director of Human Resources. 

WEAPONS POLICY 

Possession of any weapon is prohibited on College property and at College sponsored events.  This policy applies to employees, students and individuals visiting or conducting business on College property.  For purposes of this policy, College property includes any property owned or leased by the College, including College owned vehicles.  This policy also applies to off campus College-sponsored events. 

Weapon is defined as: 

• Any device that shoots a bullet, pellet, flare or any other projectile, whether loaded or unloaded, including those powered by CO2. This includes but is not limited to rifles, shotguns, handguns or other firearm, BB/pellet gun, flare gun, stun gun, air soft gun, dart gun, paintball gun and any ammunition for any such device. Any replica of the aforementioned is also prohibited. 

• Any explosive device including fireworks, firecrackers and black powder. 

• Any device that is designed or traditionally used to inflict harm including but not limited to nunchucks, any knife with a blade longer than three inches, hunting knife, fixed blade knife, throwing knives, throwing stars, dagger, razor or other cutting instrument the blade of which is exposed.   

Weapons are not permitted to be stored on campus or in vehicles. Any weapon on campus in violation of this policy will be confiscated. 

Violation of this policy by employees constitutes misconduct and may subject the offender to discipline including immediate termination. 

Violation of this policy by students will be adjudicated in accordance with the Student Code of Conduct.  Depending on the circumstances, violation of this policy may subject the offender to sanctions up to and including explusion from the College. 

Violation of this policy by individuals visiting or conducting business on College property will result in the individual being required to leave the College property or event as the case may be and may also result in the individual receiving a written directive to remain off of College property. 

The College may refer any violation of this policy to appropriate law enforcement authorities. 

Exceptions to this policy include. 

• Any federal, state, or local law enforcement officer in the performance of his or her official duties. 

• A weapon, real or replica, used in connection with drill, public ceremony or a theatrical performance.  Prior written approval must be obtained from the Director of Hilbert College Campus Safety. 

• Prior written approval from the Director of Hilbert College Campus Safety and the Provost must be obtained when the weapon will be used in a College sanctioned academic course or activity.