5.0-5.17  Students

Policy Title: Student Assistants
Policy Number: 5.1
_____________________________________________________________________________________
Purpose: Monies available for employing student assistants to faculty and staff are administered by the Director of Financial Aid. Such funds are included within the budget of that office.
Funds for this activity are derived from work study monies allocated by the federal government and designated institutional operating funds.
Policies and Procedures for managing the work-study program are maintained in the Financial Aid Policies and Procedures Manual.
Original Adoption Date: 5/11/04
Date(s) Amended: 11/8/05(RF)
Date(s) reviewed, no change: 5/11/21

Policy Title: Withdrawal From Individual Classes and College
Policy Number: 5.2
_____________________________________________________________________________________
Purpose: The Board of Trustees recognizes the need for clear and concise policies regarding student withdrawal from individual classes and from the College.
Original Adoption Date: 7/20/05
Date(s) Amended: 11/8/05(RF), 3/9/10, 1/13/15
Date(s) reviewed, no change: 5/11/21

Administrative Regulation Title: Withdrawal from Individual Classes and College
Regulation Number: 5.2.1
_____________________________________________________________________________________
Individual Classes
It is the responsibility of the student to drop her/his classes; ceasing attendance to classes does not constitute an official withdrawal from class. Students may withdraw from any or all classes by the end of the 12 th week (80%) of a regular semester and receive a grade of “W” (Withdrawal). For classes with a duration of less than 15 weeks, student withdrawal must be completed on a prorated basis (80%) to the length of the shorter semester. A withdrawal (W) grade is not computed in the student’s grade point average. Withdrawal from a class does not release a student from any unmet financial obligation.
A student wishing to withdraw from an individual class must obtain an electronic Drop/Add form from their advisor. Once the electronic form has been signed by all designated parties it will be emailed to the Registrar’s office for the official process of withdrawal.
College
Withdrawal from Eastern Wyoming College is the official discontinuance of attendance. Students wishing to withdraw are requested to obtain a withdrawal form from the Registrar’s Office, complete the form, and return the form to that office. A student who follows this procedure will receive a grade of W (Withdrawal) on his/her transcript for each of the classes in which the student is enrolled, and the grade of W is not computed in the student’s grade point average. Discontinuance of attendance without completion of the withdrawal procedure may result in a grade of F (Failure) for each course in which the student is enrolled.
Original Adoption Date: 1/13/15
Date(s) Amended: 3/30/20
Date(s) reviewed, no change:

Policy Title: Credit Classes for Senior Citizens
Policy Number: 5.4
_____________________________________________________________________________________
Purpose: Credit tuition charges for Senior citizens who are 60 years of age and who are residents of Wyoming shall be allowed to enroll without tuition charges in any or all credit course(s) sponsored by Eastern Wyoming College.
All people to which the above policy pertains are expected to pay for all books and incidental charges for classes in which they enroll.
Original Adoption Date: 7/20/05
Date(s) Amended: 11/8/05(RF), 3/9/10, 5/11/21
Date(s) reviewed, no change:

Policy Title: Faculty Research Involving Student Records
Policy Number: 5.5
_____________________________________________________________________________________
Purpose: Faculty research concerning individual student records, grades, class rosters, etc., must be approved by the designated administrator of Student and Academic Services.
Original Adoption Date: 7/20/05
Date(s) Amended: 11/8/05(RF), 3/9/10, 5/11/21
Date(s) reviewed, no change

Policy Title: Financial Holds
Policy Number: 5.6
_____________________________________________________________________________________
Purpose: T his system is to consolidate each student’s financial obligations to Eastern Wyoming College and thereby be able to provide accurate information to the student about all delinquent financial obligations to Eastern Wyoming College.
If an office or an instructor wishes to place a financial “hold” on a student’s transcript or registration, the “hold” will be entered into the computer information system. A “hold” placed on a student’s record will prevent that student from receiving a transcript or re-enrolling. When the account has been settled, the appropriate office or instructor will rescind the “hold” on the computer information system.
If a student wishes to appeal a “hold” being placed upon their transcript and/or registration, they may do so in a written statement to the Vice President of Student and Academic Services, whose decision may further be appealed according to the EWC Grievance Policy 5.14.
Original Adoption Date: 7/20/05
Date(s) Amended: 11/8/05 (RF), 3/9/10, 6/09/20
Date(s) reviewed, no change

Policy Title: Family Educational Rights and Privacy Act (FERPA)
Policy Number: 5.7
______________________________________________________________________________
Purpose: The Eastern Wyoming College Board of Trustees mandates the College to protect all student records maintained by the institution and to protect the confidentiality of said records. The College shall publish how its students may gain access to their records to ensure the accuracy of the contents.
The Board authorizes the College President to designate a Custodian of Student Records who is charged with upholding federal, state, and privacy laws. This individual shall effectively supervise the collection, management, access, and/or release of official data/information about EWC students. In addition, this Custodian is charged with the appropriate disposal of student records in accordance with applicable
record retention schedules.
Definitions:
Custodian of Student Records: Officer of the College delegated the duty to accept, maintain, and protect the privacy of student records.
For the purposes of this policy, a student is any person who attends or who has attended the College; if a student is attending EWC – at any age – the rights under FERPA have transferred to the student.

References: Family Educational Rights and Privacy Act (FERPA); 20 U.S.C. § 1232g; 34 CFR Part 99; and 34
CFR §99.31. Wyo. Stat. §§ 21-18-202 (e)(v)(B) and §21-18-318; Wyoming State Archives Local Government
Retention Schedule; Board Policy 2.16 – Records Management and Retention.
Original Adoption Date: 7/20/05
Date(s) Amended: 11/8/05(RF), 3/9/10, 6/09/20, 9/12/23
Date(s) reviewed, no change

Administrative Regulation Title: Records Vault Access
Regulation Number: 5.7.1
__________________________________________________________________________
1. Access to the records vault will be available under the following stipulations:
2. Access to the records vault will be granted only through the permission of the Vice President of Student and Academic Services or designee.
3. Records should not be removed from the vault if at all possible. If records are removed by authorized personnel, the appropriate form should be filled out and the red tag placed in the file.
4. All records must be returned by 4:00 p.m. to the vault. No records are to be kept overnight.
5. Exceptions to the above policy will be made through the Vice President of Student and Academic Services.
Original Adoption Date: 01/25/00
Date(s) Amended: 11/8/05(RF), 3/9/10
Date(s) reviewed, no change

Policy Title: Class Attendance
Policy Number: 5.8
_____________________________________________________________________________
Purpose: The Eastern Wyoming College Board recognizes that attendance is critical to a student’s successful completion of a course. Students are expected to attend all sessions of each course in which the student is enrolled.
Active participation in all scheduled learning activities is essential for the student to satisfactorily achieve the educational objectives of any course. The Board further recognizes that an instructor is
authorized to withdraw a student from a course for excessive, unexcused absences that exceeds 20% (twenty percent) of the scheduled sessions for the semester. It shall be the instructor’s responsibility to enter the withdrawal form to the Student Services Office either:
– Prior to the last date to withdraw as defined in the academic calendar; or
– As soon as it is determined that the number of excessive absences exceed 20% (twenty percent) of the scheduled sessions for the semester, or the student has been absent 6 (six) consecutive class hours in the course. Students shall be responsible for all course requirements from the start of the course, not from the time at which the course was added to their schedule. Each instructor shall establish an attendance
requirement for each course and publish it in the course syllabus. Instructors shall ensure that the deadlines for adding and dropping courses and write a syllabus statement consistent with the College’s
drop/add policy.
The Board recognizes its responsibilities to students who are National Guard members or reservists in the U.S. Armed Forces. The Board expects the College to adhere to appropriate national and state
statutes, which pertain to the mobilization of these citizen soldiers. The College shall make reasonable efforts to accommodate students so as to minimize the disruption of their education while fulfilling their military obligations.

References: Wyo. Stat. § 19-11-120.
Original Adoption Date: 7/20/05
Date(s) Amended: 11/8/05(RF), 3/9/10, 7/14/20, 9/12/23
Date(s) reviewed, no change

Administrative Regulation Title : Admission of International Students
Regulation Number: 5.9.1
_____________________________________________________________________________________
In order for applications to be acted upon, each International Student indicating a desire to enroll and register for classes at Eastern Wyoming College must provide the following: (An application will not be considered complete until all of these materials referenced in items #1 thru #6 have been submitted.)
1. An English translation of all required academic records, and complete all application materials and correspondence in English.
2. An EWC Application for Admission completed by August 1 for the Fall semester (August through December), and November 1 for Spring semester (January through May), with all other college application materials completed and submitted by the Friday before the first day of classes for either semester.
a. Applications received after the August 1 and November 1 may be considered for admissions by appealing to the Vice President of Student and Academic Services.
Students will need to complete the appeal form. The appeal form is available upon request from student services.
3. An EWC Housing Application form for those who wish to live in the residence halls should submit a EWC Housing Application form at least twenty-eight (28) days in advance of the initial term. Students should send the required damage deposit as a money order, bank draft or credit card in US Dollars before the first day of the initial term.
4. Proof of ability to bear the financial obligations incurred while attending Eastern Wyoming College.(i.e., Completion of all sections of the Confidential Financial Statement, including Statement of Guarantor and Bank Verification). International students may not work off campus while attending college at Eastern Wyoming College. Students who are U.S. citizens receive priority consideration for on-campus employment.
5. International student whose primary language is not English or who attended a school in a non-English country are required to furnish English Language Proficiency test scores for admission.
Visit ww w.toefl.org or https://www.ielts.org for more information about the TOEFL. Eastern Wyoming College’s institution code for TOEFL is 4700. International student applicants may be accepted into EWC with the following test scores:
TOEFL (Test of English as a Foreign language) Scores
Paper base d: 487 or Computer Base d: 163 or Internet Base d: 57
International English Language Testing System (IELTS)
IELTS Band Score 6
DUOLINGO language Assessment
DUOLINGO Score of 90 or higher
The following categories of applicants are not required to provide test scores (TOEFL,
IELTS, DUOLINGO) showing English-language proficiency:
a. International applicants whose native language is English.
b. International applicants who have completed at least 2 years at a secondary school in the United States.
c. International applicants who have completed one year or more of full-time coursework at a post -secondary institution in the United States. The total amount of academic work completed must be officially graded by the registrar of that institution and have a cumulative GPA value of 2.0 or higher, excluding ESL curriculum.
d. International applicants who have received a degree from an international post- secondary institution whose language of instruction is English. Official documentation will be required from the institution’s Registrar’s office stating that the medium of instruction for the degree received was English.
All other applicants are required to provide evidence of English-language proficiency.
6. Documentation of an MMR immunization and negative TB test, and/or TB Status must be provided prior to being admitted and registered for classes. International Students are required to have and must show proof of medical insurance at the time of their application and during their enrollment at Eastern Wyoming College.
7. Upon completion of items #1 thru #6 and verification by the institutional Principal Designated School Official (PDSO), a SEVIS 1-20 form will be generated by Eastern Wyoming College at the time of admission to the College.
International Transfer Students
1. Students currently attending another college in the United States and wanting to transfer to Eastern Wyoming College must complete the student section of the EWC transfer form.
This form must be sent to the student’s international contact at the current institution for completion of the school’s section, then returned to the EWC Admission Office. The form is available upon request from Student Services.
International students whose primary language is not English or who attended a school in a non-English speaking country are required to furnish English Language Proficiency test scores for admission. Visit www.toefl.org for more information about the TOEFL. Eastern Wyoming College’s institution code for TOEFL is 4700. International student applicants may be accepted into EWC with the following test scores:
TOEFL (Test of English as a Foreign language) Scores
Paper based: 487 or Computer Based: 163 or Internet Based: 57
International English Language Testing System (IELTS)
IELTS Band Score 6
DOULINGO Language Assessment
DOULINGO Score of 90 or higher
The following categories of applicants are not required to provide test scores
(TOEFL, IELTS, DOULINGO) showing English-language proficiency:
a. International applicants whose native language is English.
b. International applicants who have completed at least 2 years at a secondary school in the United States.
c. International applicants who have completed one year or more of full-time coursework at a post-secondary institution in the United States. The total amount of academic work completed must be officially graded by the registrar of that institution and have a cumulative GPA value of 2.0 or higher, excluding ESL curriculum.
d. International applicants who have received a degree from an international post-secondary institution whose language of instruction is English. Official documentation will be required from the institution’s Registrar’s office stating that the medium of instruction for the degree received was English.
All other applicants are required to provide evidence of English-language proficiency.

Original Adoption Date: 9/14/04
Date(s) Amended: 11/ 8/ 05 (RF), 3/9/10, 3/9/11, 5/22/17, 5/10/18. 4/15/20, 6/1/21
Date(s) reviewed, no change

Policy Title: Club Sponsorship
Policy Number: 5.10
_____________________________________________________________________________________
Purpose: Eastern Wyoming College will sponsor no off-campus student club activities that occur outside the school year. This restriction would cover all student activities offered by the College which include:
those clubs listed under campus life in the Eastern Wyoming College catalog.
Sponsors of activities which might be hazardous to students must ensure that all the participants have knowledge of the skills and safety precautions required of the activity.

Original Adoption Date: 7/20/05
Date(s) Amended: 11/8/05(RF), 3/9/10, 5/11/21
Date(s) reviewed, no change

Policy Title: Student Classification and Residency Requirements
Policy Number: 5.11
_____________________________________________________________________________________
Purpose: Eastern Wyoming College is a public institution that participates in and receives federal student financial assistance via Title IV of the Higher Education Act of 1965, as amended (20 USC 1094[a] [17]). The Eastern Wyoming Board of Trustees acknowledges that as a requirement of the Program Participation Agreement (PPA) with the Office of Postsecondary Education (OPE), U.S. Department of Education, Eastern Wyoming College must meet all requirements to remain eligible for Title IV funds.
The EWC President shall ensure student data is collected and submitted annually to the Integrated Postsecondary Education Data System (IPEDS), as mandated by the Title IV Program Participation Agreement. Student classification shall be maintained by academic year, admission status and residency.
In addition, the IPEDS data will be made available to the public via the college’s consumer information requirements.
In-state residency requirements for tuition determination are established by the Wyoming Community College Commission. EWC shall adhere to the regulations that govern the classification of students as a resident or non-resident for the purpose of tuition assessment. The EWC Board of Trustees will determine residency classification in accordance with Wyoming Community College Commission rules.

References: Title IV – Program Participation Agreement; Wyo. Stat. § 21-18-202(iii); Wyoming Community College Commission Rules and Regulations.

Original Adoption Date: 9/14/1993
Date(s) Amended: 11/8/05(RF), 3/9/10, 6/09/20, 9/12/23
Date(s) reviewed, no change

Policy Title: High School Student Tuition
Policy Number: 5.12
_____________________________________________________________________________________
Purpose: Wyoming Statutes provide agreements between the school districts and the colleges or University shall establish that any fees covered by the agreement are assessed to the school district for student participation. The agreement shall also set a payment schedule and arrangements to facilitate payment and collection of the fees. See W.S. 21-20-201(d). Students, parents or guardians do not pay for dual and concurrent enrollment courses.

Original Adoption Date: 1/14/03
Date(s) Amended: 11/8/05(RF), 3/9/10, 6/10/20
Date(s) reviewed, no change

Administrative Regulation Title: Student Code Authority
Regulation Number: 5.13.1
_____________________________________________________________________________________
The Board of Trustees delegates to the College President the authority to oversee the administration of conduct standards.
The Advisory Council for Student Services Committee is responsible for reviewing the Student Rights and Responsibilities Handbook as set forth in Article VI, below. All new and revised Student Rights and Responsibilities Handbook Administrative Regulations must be approved by the Advisory Council for Student Services, the Vice President of Student and Academic Services, Leadership Council, and the College President. Administration of the Code is the responsibility of the Vice President of Student and Academic Services or designee who shall develop procedures to carry out the Code. The Vice President of Student and Academic Services or designee shall serve as the principal investigators and administrators for alleged violations of the Code, and shall interpret and implement procedures to carry out the Code.
Decisions made by the Vice President of Student and Academic Services or designee, shall be final, pending the appeal process set forth in this Code.

Original Adoption Date: 6/29/20
Date(s) Amended: 6/1/ 21
Date(s) reviewed, no change

Administrative Regulation Title: Jurisdiction
Regulation Number: 5.13.2
_____________________________________________________________________________________
The Code shall apply to student conduct on College premises and at or in connection with College related or sponsored events and activities regardless of location. College related and sponsored events include, but are not limited to international or domestic travel, activities funded by the Student Senate, college approved clubs and athletic events, trainings, online learning, supervised academic/work experiences, and College sanctioned social activities. Off-campus events and activities sanctioned and/or sponsored by the College are also governed by this rule. If it is determined that the alleged off campus misconduct adversely affects the College community or the pursuit of the College’s objectives, the same policies and processes that govern on-campus allegations of misconduct will apply.
The code shall apply from the time a student applies for admission to the College through the student’s receipt of degree and/or certificate, or they cease formal enrollment. If a student withdraws or ceases to attend while a disciplinary matter is pending, they may be held accountable to the Code.
All persons, including persons who are not students, must comply with all applicable College policies and procedures when attending or participating in any activity connected with the College.
At the discretion of the Vice President of Student and Academic Services or designee allegations of misconduct by students or student groups may be adjudicated by the College prior to, concurrent with, or following any civil or criminal proceedings.

Original Adoption Date: 6/29/20
Date(s) Amended: 6/1/21
Date(s) reviewed, no change

Administrative Regulation Title: Prohibited Conduct
Regulation Number: 5.13.3
_____________________________________________________________________________________
The following constitutes conduct prohibited by the College for which a student or student groups
are subject to disciplinary action:
A. Academic Dishonesty
Actions constituting violations of academic integrity include, but are not limited to, the following:
1. Cheating. Includes but is not limited to use of any unauthorized assistance for academic work and use of resources beyond those authorized by the faculty member(s) in writing papers, preparing reports, solving problems, or carrying out other assignments. Also included is the acquisition, without permission, of tests or other academic material belonging to a member of the College faculty or staff.
2. Collusion. Includes but is not limited to assisting another to commit an act of academic dishonesty such as paying or coercing someone to acquire unauthorized academic material, taking a test or doing an assignment for someone else, unauthorized group work, use of unauthorized electronic devices, or allowing someone to do these things for one’s own benefit.
3. Fabrication. Includes but is not limited to falsifying data, information, or citations in completing an academic assignment or other institutional document. This also consists of providing false or deceptive information to an instructor concerning the completion of an assignment.
4. Plagiarism. Includes but is not limited to use of someone else’s language, ideas, or
other original material that is not common knowledge without attribution to the source. This definition applies to all student work, not limited to print materials, online materials, manuscripts, oral discussion, and the work of other students.
Examples include submitting someone else’s language, ideas, or materials as one’s own; inadequate paraphrasing and/or direct copying of material without academic citations, and self-plagiarism, which includes the unauthorized submission for credit of academic work that was previously submitted for credit in another course.
B. Alcohol and Drug Violations
Alcohol. The possession, consumption, distribution, sale, or being under the influence of any alcoholic beverage is prohibited on College premises and during College related or sponsored events and activities, except as permitted by law and applicable College policies.
Drugs. The possession, consumption, distribution, sale, or being under the influence of any illegal drugs is prohibited at all times. This includes unauthorized use of prescription drugs. The possession, consumption, distribution, sale, or being under the influence of marijuana, cannabis, or any of its derivatives is prohibited on College premises and during College- related or sponsored events and activities.
C. Assault, Endangerment, and Intimidation
Assault. Unwelcome physical contact that obstructs or disrupts a person from engaging in individual activities; puts a person in reasonable fear for personal safety; or causes or creates a substantial risk of personal injury or property damage.
Endangerment and Intimidation. Non-physical contact includes but is not limited to bullying, intimidating, or threatening behavior that obstructs a person from engaging in individual activities; puts a person in reasonable fear for personal safety; causes or creates a substantial risk of personal injury or property damage; or causes or intended to cause emotional or physical distress. Non-physical contact includes all forms of direct or indirect contact with another person such as, but not limited to written, electronic, or telephonic communication of any form.
D. Disruptive Behavior
Disruption. Actions that cause the obstruction or disruption of teaching, learning, research, administration, disciplinary procedures, and all other College-related or sponsored activities. This includes the College’s public service functions and all other authorized activities on College- owned property and community facilities utilized by the college.
Obstruction. The obstruction or disruption interfering with the freedom of movement,
including obstruction of the free flow of pedestrian or vehicular movement on College property or at a College activity.
Infringement. Leading or participating in any activity that unreasonably infringes on the rights of another member of the College community whether intentional or not.
Interference. Interfering with someone else’s participation in a College activity, event, or process.
E. Failure to Comply
Refusing to comply with reasonable directions of College officials, acting in the scope of their duties as they pertain to this Code. In some cases, “officials” may be students employed/ designated to act on behalf of the College and this Code.
Noncompliance with any disciplinary sanction imposed under this Code.
F. Falsification of Information
Includes, but is not limited to:
Knowingly furnishing false information, or failing to furnish correct information, in response to request or requirement of a College Official.
Forging, altering, or misusing EWC documents, records, or identification cards, including electronic documents and records.
Unauthorized use of another individual’s identification or password, or sharing one’s personal identification or password with an unauthorized user.
Knowingly reporting a false emergency.
Knowingly making a false accusation of misconduct.
G. Fire and Life Safety
Includes, but is not limited to:
Tampering with fire safety equipment, generating a false alarm, or engaging in behavior that constitutes a fire or safety hazard.
Failure to evacuate a College building after an alarm has sounded. Failure to follow the fire and/or life safety-related directives of a person authorized to give such directives.
H. Harassment
Unwelcome verbal, nonverbal, visual, or physical conduct that is so severe, persistent, or pervasive that it interferes with or limits the ability of a student, faculty, or staff member to participate in, or benefit from, the College’s educational and/or employment opportunities, programs, or activities. A single incident may also constitute harassment.
At the College’s sole discretion, harassment may be addressed through the College’s Nondiscrimination and Non-harassment Policy instead of or in addition to this Code. At the College’s sole discretion, harassment on the basis of actual or perceived sex, gender, gender identity, or gender expression may be addressed through the College’s Sexual Misconduct Policy instead of or in addition to this Code.
I. Hazing
An act which endangers or jeopardizes the mental or physical health or safety of a student or other College community member, or which destroys or removes public or private property, for the purpose of initiation, admission into, affiliation with, or as a condition for inclusion and/or continued membership in a group or organization. This includes, but is not limited to, all violations of applicable hazing laws. The expressed or implied consent of the person subject to the hazing does not relieve an individual or group from responsibility for violating the Code.
J. Property Theft and/or Damage
Attempted or actual theft of, unauthorized use or possession of, and/or damage to property of the College or of a member of the College community.
K. Recording
Using, obtaining, attempting to obtain, record or photograph an individual without their consent is prohibited. Recordings and/or photographs of lectures and presentations may not be used for any reason other than personal educational purposes and may not be shared publicly without the instructor’s permission.
L. Retaliation
Retaliating, or attempting to retaliate, against any individual for exercising one’s rights or reporting information is prohibited. Retaliation towards individuals involved in the process of responding to, investigating, or addressing allegations or violations of federal, state, or local law; College policy, including, but not limited to, the provisions of this Code is also prohibited.
M. Sexual Misconduct

Relevant definitions and the procedures for addressing possible sexual misconduct are included in the College’s Sexual Misconduct Guidebook.
At its sole discretion, the College may address possible sexual misconduct through this Code and/or its Sexual Misconduct Guidebook.
N. Stalking

Stalking is repeatedly contacting another person when the contacting person knows or should reasonably know that the contact is unwanted. “Contacting” includes, but is not limited to, coming into the visual or physical presence of the other person; following another person; or sending written, electronic, or telephonic communication of any form to the other person, directly or through a third party. Stalking on the basis of actual or perceived sex, gender, gender identity, or gender expression is addressed in the College’s Gender-based and Sexual Misconduct Policy, and at the College’s sole discretion may be addressed through this Code and/or its Sexual Misconduct Policy.
O. Unauthorized Access and Unauthorized Individuals Unauthorized possession, duplication, or other use of a key, keycard, or other restricted means of access to College premises. This includes but is not limited to unauthorized entry onto or into College property.
Faculty may provide permission or may restrict persons who are not registered for the course from attending class sessions. Exceptions will be approved by the Vice President of Student and Academic Services in accordance with the American with Disabilities Act and Amendments Act. Additional exceptions may be made at the discretion of The College reserves the right to remove unauthorized individuals from the campus at any time by college administration if deemed to interfere or disrupt with the educational environment or poses a potential safety threat to others.
P. Violation of College Policy Violation of any College policy, rule, or regulation that is posted by College Officials or available electronically on the College website.
Q. Violation of Law or Regulation Engaging in conduct that is contrary to any federal, state, or local law when such violation poses a risk to, or interferes with the College, its employees and students and their participation in College processes, programs, activities, or events.
R. Weapons and Dangerous Materials Possession of firearms, explosives, other weapons, or dangerous chemicals on College Premises is prohibited. The use of any item in a manner that harms, threatens, or causes disruption to the educational environment is prohibited. Exceptions to this policy are permitted when the weapon and/or dangerous materials are used in conjunction with an approved College instructional program, is carried by a duly constituted law enforcement officer, or is otherwise permitted by law.

Original Adoption Date: 6/29/20
Date(s) Amended: 6/1/21
Date(s) reviewed, no change

Administrative Regulation Title: Procedures
Regulation Number: 5.13.4
_____________________________________________________________________________________
A. Removal of Registered Students:
If a student is engaging in disruptive behavior, faculty and/or staff may temporarily
restrict a student’s participation in class or temporarily block access to the learning
management system. Before allowing the student to return to class, the faculty
member(s), Department Chair/ Program Director, will clarify with the student the
behavioral standards that must be met in order to continue in the class. This clarification
will occur as expeditiously as possible. During the period of restriction, the student must
be provided the opportunity to maintain access to the educational/course content.
Faculty must facilitate an alternate method for this to occur. The Vice President of
Student and Academic Services and or designee can provide consultation and
coordination throughout the classroom management process. If the disruptive behavior
is not resolved through the clarification process, the faculty member, Department
Chair/Program Director, Vice President of Student and Academic Services and or
designee will impose further sanctions in accordance with this Code. Any permanent
removal from class must be in accordance with the procedures of this Code.
25
B. Administrative Hearing Process:
1. Report
Anyone may submit information about a possible Code violation by submitting a report
to EWC Report and Incident web page.
2. Preliminary Review
The Vice President of Student and Academic Services and/or designee will investigate
the alleged Code violation and gather further information if deemed necessary and
appropriate. If the information does not substantiate a Code violation, the Vice
President and/or designee can close the report or address the questionable behavior
through the appropriate department area. If the report does constitute a Code
violation, the Vice President and/or designee will provide the following processes. The
Vice President of Student and Academic Services determines whether (a) the case will
proceed to an Administrative Hearing, or (b) other measures or actions are prescribed.
3. Interim Action
The Vice President of Student and Academic Services or designee may impose one or
more interim actions, including (a) immediate suspension, (b) restriction of access to
College premises, the virtual learning environment, and/or all other College activities
and privileges, or (c) any other action determined by the Vice President of Student and
Academic Services or designee as reasonable to prevent the recurrence of the alleged
Code violation and protect the integrity of the investigation. The interim action(s) does
not replace the Administrative Hearing process as outlined in this Code.
The accused student will be referred to as the Responding Party and thus notified in
writing of any interim action and the rationale. Following the written notification of
the interim action, the Vice President of Student and Academic Services or designee
shall provide the student five (5) calendar days, an opportunity to address the action
and supporting information in person, by phone, or through written
communication. Based on that information, the Vice President of Student and
Academic Services or designee may maintain, revoke, or modify the interim action.
4. Notice of Hearing /Hearing Panel Composition
After the preliminary review by the Vice President of Student and Academic
Services or designee, a Hearing Notice may be sent to the Responding Party. The
notice shall include: (a) a brief description of the reported allegation(s), (b) the
section(s) of the Code the Responding Party is alleged to have violated, (c) the range
of possible sanctions for the alleged violation(s), (d) the time frame in which the
hearing must take place, (e) information about having a Support Person attend, (f)
information on how to request accommodations for a disability y, and (g)
information on the Administrative Hearing procedures.
The Administrative Hearing will occur within ten (10) days from the date on the
Hearing Notice. Requests for extensions by the Responding Party may be granted at
the discretion of the Vice President of Student and Academic Services. The Hearing
Panel will be comprised of the Vice President of Student and Academic Services, two
faculty members selected by the Faculty Senate, one professional employee selected by
the Staff Alliance, and one student selected by the Student Senate.
26
5. Administrative Hearing and Investigation:
a. The Responding Party may elect to participate in the Administrative Hearing in
person, by telephone, or by videoconference
b. The Responding Party may elect to not participate in or attend this hearing. In
this case, the Vice President of Student and Academic Services or designee
may decide the matter in the party’s absence. Failure to cooperate or appear
will not delay the hearing.
c. If the Responding Party elects to participate in the hearing, the Vice President of
Student and Academic Services or designee will review the alleged violation(s)
with the Responding Party at the hearing. The Responding Party will be provided
a reasonable opportunity to share their perspective, and respond to the
information presented.
d. The Responding Party may solicit a support person during the Administrative
Hearing, but the Support Person may not participate in the meeting in any
other manner, including speaking on behalf of the responding party. The
College and/or the Responding Party may solicit legal advice at their own
respective expense. The Responding Party must notify the College within
forty-eight (48) hours prior to the Administrative Hearing if the Support
Person will be an attorney.
e. The Vice President of Student and Academic Services or designee may gather
additional information after the hearing by conducting interviews, reviewing
documents, and other activities as deemed necessary. The Vice President of
Student and Academic Services or designee may need to meet with the
Responding Party about information gathered after the initial Administrative
Hearing. This may take up to ten (10) days after the hearing, or longer as
appropriate under the circumstances.
f. The Vice President of Student and Academic Services or designee will make
reasonable efforts to communicate to all relevant parties any anticipated delays
of more than ten (10) days.
6. Decision
a. All decisions of the Vice President of Student and Academic Services or designee will
be based on a preponderance of the evidence.
b. After the hearing and the conclusion of any investigation, a decision letter will be
sent to the Responding Party’s College email and/or their permanent address
articulating (i) the decision of the Vice President of Student and Academic
Services, (ii) the sanction(s) imposed, if any, and (iii) information about the
appeal process, if a Code violation is found.
c. In accordance with FERPA, and if deemed appropriate by the Vice President of
Student and Academic Services or their designee, the Reporting Party may be
notified of the decision and if an appeal is filed.
27
d. The decision of the Vice President of Student and Academic Services or designee is
final unless an appeal is filed in accordance with the appeal procedures set forth in
this Code.
7. Sanctions
a. Sanctions may be imposed upon any student, student organization, or student
group found to be responsible for violating the Code.
b. More than one sanction may be imposed for a single violation.
c. Sanctions, including, but not limited to, the following, are intended to be
educational and developmental in nature:
I. Administrative Removal from a Class. The Responding Party will be removed
from a specific class but be allowed to continue in all other courses, unless
otherwise restricted. The Responding Party is responsible for any tuition and
fees associated with the administrative withdrawal process. The faculty
member will have the discretion to determine the grade for the class upon
removal and communicate to the Registrar.
II. Community Service. The Responding Party must provide a designated number of
hours of service to a designated entity.
III. Educational Sanctions. The Responding Party must complete tasks such as
assignments, interviews, reflection papers, educational meetings, or other
educational activities.
IV. Expulsion. The permanent separation of the Responding Party from the College.
This means that the Responding Party may not, at any time in the future: enroll
in the College; be a member of any student club or organization; or register for,
or participate in, any program, activity, or event sponsored or organized, in
whole or in part, by the College. The Responding Party is trespassed from
College Premises, which means the party may never again be present on College
owned or controlled property, or access the virtual learning environment. The
Responding
Party’s rights and privileges as an enrolled student at the College are
immediately revoked. The Responding Party will be responsible for any tuition
and fees associated with the administrative withdrawal process, including any
financial aid status implications.
Expulsion will become a part of the Responding Party’s disciplinary record and
permanent academic record. All other sanctions will become part of the
Responding Party’s disciplinary record but may not be a part of the party’s
permanent academic record.
V. Loss of Privileges. The Responding Party is denied specified privileges of being a
student for a designated period of time.
28
VI. No Contact Directive. The Responding Party is prohibited from contacting a
specified person(s) related to the Code violation. This includes contact initiated
through any means (including personal, electronic, and telephonic) as well as
contact initiated by any third parties on the Responding Party’s behalf or
request. This restriction applies both on and off campus. Failure to abide by
the terms of this sanction will result in further disciplinary action.
VII. Notation on Transcript. A notation may be placed on the Responding Party’s
academic transcript related to the party’s disciplinary standing for the duration
of the sanction. This may be used when the student is suspended or expelled.
VIII. Probation. For a specified period of time, any additional Code violations by the
Responding Party will result in progressive disciplinary action. During the period
of probation, the Responding Party is not considered in good disciplinary
standing. Upon expiration of the probation period and fulfillment of other
sanctions imposed (if any), the disciplinary probation will be lifted.
IX. Restitution. For violations involving damage to, destruction of, or theft of
property, the Responding Party may be required to make monetary
restitution and/or return any stolen or misappropriated property in an
amount not to exceed the actual expenses, damages, or losses incurred.
X. Suspension. The temporary separation of the Responding Party from the
College for a specific period of time. During the suspension period, the
Responding Party is not eligible for the privileges and services provided to
enrolled students, including but not limited to registering, attending class, or
accessing the virtual learning environment. The Responding Party is
trespassed from the College, including from all College owned or controlled
property, services, and facilities. The Responding Party will be responsible
for any tuition and fees associated with the administrative withdrawal
process including any financial aid status implications. Upon expiration of
the suspension period, the Responding Party must submit in writing a request
for reinstatement to the Vice President of Student and Academic Services or
designee. The Responding Party may be asked to provide a statement
demonstrating readiness to return and successfully re-engage with the College
community. If the Vice President of Student and Academic Services or
designee confirms that all terms of the suspension have been met and the
suspension is lifted, the Responding Party may be reinstated with or without
additional conditions, at the discretion of the Vice President of Student and
Academic Services or designee.
XI. Warning. Written notice that the Responding Party has been found responsible
for violating the Code. Additional Code violations may result in progressive
disciplinary action. A warning does not affect the Responding Party’s disciplinary
standing.
29
XII. Registration Hold. Students who do not complete assigned sanctions within the
time provided may be prevented from registering for classes until completion of
those sanctions.
Appeals – See appendix A:
• Policy Title: 5.14: STUDENT GRIEVANCE AND STUDENT COMPLAINT POLICY
• Administrative Regulation 5.14.1: STUDENT COMPLAINT PROCEDURE
• Administrative Regulation 5.14.2: STUDENT GRIEVANCE PROCEDURE
• Administrative Regulation 5.14.3: STUDENT GRADE APPEAL PROCESS
C. Procedures for Academic Dishonesty
1. Report – Anyone may submit information about a possible Code violation by submitting
a report to EWC’s Report an Incident webpage. Faculty are encouraged to notify their
Department Chair/Program Director and Vice President of Student and Academic
Services or designee of the possible academic dishonesty.
2. Report Review – The Vice President of Student and Academic Services or designee
reviews the report submitted and contacts the Reporting Party to follow up on the
report and next steps.
a. The faculty member’s course of action may include, but is not limited to:
I. Meet with the student and construct a plan so that the academic misconduct
ceases.
II. Issue no credit or partial credit for the assignment.
III. Allow the student to redo the assignment. Wait to assign a grade to that
assignment until the conduct process has concluded.
IV. Withdraw the student from the course. The course faculty member’s decision
shall be communicated in writing to the student, the Department
Chair/Program Director, and the Vice President of Student and Academic
Services or designee.
The student may appeal the faculty member’s decision by following the
College’s Complaint Process (Appendix A).
3. The student may appeal the decision/ s, which resulted from the Administrative
Hearing by following the steps outlined in Appendix A of this document.
4. The Vice President of Student and Academic Services or designee determines whether
(a) the case will proceed to an Administrative Hearing, or (b) the case will be closed.
5. This process does not apply to a student contesting a final grade for the course. The
grade appeals process is outlined in the Grade Appeals Process in Administrative
Regulation 5.14.3.
30
6. Result of an Administrative Hearing
As a result of an Administrative Hearing, the Vice President of Student and
Academic Services may need to coordinate with the Dean of Academics to make
necessary changes to the student’s transcript to reflect the hearing results. This
may include adjustments to grades from previous terms.
D. Concurrent Proceedings
Nothing in this Code shall preclude or in any way restrict additional actions in any
College department, educational program, or activity related to academic,
professional, or similar standards specific to the department, program, or activity.
Original Adoption Date: 6/29/20
Date(s) Amended: 6/1/21
Date(s) reviewed, no change

Administrative Regulation Title: Revision Schedule
Regulation Number: 5.13.5
_____________________________________________________________________________________
The Student Code of Conduct shall be reviewed at least every three (3) years or as determined by the Advisory Council for Student Services Committee. In situations where a timely revision is necessary due to changes in federal or state laws, the Advisory Council for Student Services Committee will create an interim revision to a specific aspect within this Code for the Vice President of Student and Academic Services’ immediate approval. This temporary/ interim statement will be put into effect until a permanent revision is able to move through the formal approval process.

Original Adoption Date: 6/29/20
Date(s) Amended: 6/1/21
Date(s) reviewed, no change

Administrative Regulation Title: Record Retention
Regulation Number: 5.13.6
________________________________________________________________________________
All files and records of procedures under this Code are maintained by the Office of the Vice President of Student Services in accordance with Wyoming state regulations.

Original Adoption Date: 6/29/20
Date(s) Amended: 6/1/21
Date(s) reviewed, no change

Policy Title: Student Grievance and Student Complaint
Policy Number: 5.14
______________________________________________________________________________
Purpose: Eastern Wyoming College students shall be afforded a mechanism by which an appeal,
complaint, and/or grievance may be resolved in a timely, fair, and equitable manner. The Board
mandates EWC to establish, publish, and follow procedures that:
– Comply with federal, state and local laws which relate to student rights and due process.
– Delineates the rights and responsibilities of the student.
– Identifies the processes by which an appeal, complaint, or grievance that pertains to alleged
discrimination, harassment, or misinterpretation of or noncompliance with College policies and
regulations in both academic and non-academic matters may be lodged.
Definitions:
1. Appeal: The process by which a student may request review of a decision by a faculty member
or other member of the College staff to a higher level. Usually appeals are heard for final grade
decisions.
2. Complaint: A statement that a situation is unacceptable or unsatisfactory. Complaints are in the
form of informal and formal complaints.
3. Informal Complaint: A matter that requires follow-up action or investigation by EWC to resolve
the matter without a formal hearing.
4. Formal Complaint: A matter that requires follow-up action or investigation by EWC to resolve
the matter that may require a formal hearing. A formal complaint may be deemed to warrant
the label of a grievance, such as a Title IX concern.
5. Grievance: A matter that the student deems to be in non-compliance with EWC Board Policy or
EWC regulations, such as an anti-discrimination law has been violated. Note: A final grade may
not be grieved.
References: Fifth Amendment to the U.S. Constitution; Constitution of the State of Wyoming; Wyoming
Administrative Procedure Act.
Original Adoption Date: 9/10/19
Date(s) Amended: 9/12/23
Date(s) reviewed, no change

Administrative Regulation Title: Student Grievance Procedure
Regulation Number: 5.14.2
___________________________________________________________________________________
The student grievance procedure provides a process for resolving certain student disputes with
employees, decisions, and defined processes and procedures of the college. This procedure
applies to all student issues, including but not limited to academic issues, student services, or
administrative concerns. Students who wish to appeal final course grades should follow the
Grade Appeal Process defined in Administrative Regulation 5.14.3.
Persons who were enrolled as students at Eastern Wyoming College (EWC) at the time the
incident occurred may use the grievance procedure. The person filing the grievance must be the
subject of alleged unfair treatment that is related to their status as a student or program
participant. A grievance cannot be filed on behalf of another person.
If the basis of the claim is discrimination and/or harassment based on federal or state civil rights
laws, the student may use the College’s grievance process or file a complaint directly with the Office
of Civil Rights. Complaints may be filed with the OCR using OCR’s electronic complaint from at the
following website: http://www.ed.gov/about/otfices//;st/ocr/complaihtintro.html.
Grievance Process
1. EWC has established the grievance process to ensure that the student’s rights are protected
and the College community functions in an orderly manner.
2. Except as otherwise outlined herein, a grievance is a dispute of policy and/or procedure
with college employees.
3. The following steps outline the formal steps the Student Grievance Committee and the Vice
President of Student and Academic Services shall follow to ensure that all parties in the
process receive fair and equitable treatment.
Student Grievances
1. The basic outline of the procedure shall be included in the Student Handbook. The
formal grievance procedure is not intended to replace informal complaint procedures,
but only provides an additional avenue of dialog for students.
2. The Student Grievance Committee shall provide a prompt, fair, and equitable hearing
for each grievance filed and submit a written recommendation to the Vice
President of Student and Academic Services. In some cases, the committee may
determine, based on written evidence, that the grievance does not meet the
definition of a grievance and shall so recommend a summary judgement to the Vice
President of Student and Academic Services without convening an internal meeting.
34
3. If a student has a disability and would like to request an accommodation to assist
them through the grievance process, they may do so by informing the Vice President
of Student and Academic Services. The Vice President of Student and Academic
Services will then work with disability services to accommodate the request.
Non-Grievable Matters
The following matters are not grievable under this procedure except as noted:
a. Matters over which the College is without authority to act.
b. Final Course Grades.
Student Grievance Procedure
1. Receiving grievance phase:
a. If efforts to resolve a complaint informally fail, the student may obtain a Student
Grievance Form from the Vice President of Student and Academic Services or in
order to file a written complaint. The completed Student Grievance Form must
be submitted to the Vice President of Student and Academic Services within
thirty (30) working days of the alleged unfair action or within ten (10) working
days of the unsuccessful resolution of the informal complaint process. The
written complaint shall contain the following:
• A concise statement of the grievance;
• A complete description of the action(s) of all parties involved;
• A detailed description of the alleged events;
• The date of the alleged occurrence;
• The place of occurrence of the alleged events;
• The relief or remedy sought by the complainant.
b. After the written complaint is filed, the grievance enters the formal hearing phase
and is remitted to the Student Grievance Committee for consideration.
2. Hearing phase
a. Within three (3) working days after the receipt of the written complaint, the Vice
President of Student and Academic Services will provide copies of the formal
complaint to all parties involved.
b. Within three (3) working days after the receipt of the written complaint, the Vice
President of Student and Academic Services will appoint a grievance committee.
c. The Student Grievance Committee shall be composed as follows and shall have at
least:
• One professional/classified staff and one alternative selected by the
Staff Alliance President.
35
• One faculty member from the faculty at-large and one alternative
selected by the Faculty Senate President, and
• One (1) student and one alternative selected by the Student Senate President.
d. The chair of the Student Grievance Committee will be identified by the Vice
President of Student and Academic Services from within the designated committee
and shall have voting privileges. The committee reserves the right to appoint a
substitute member, who is acceptable to both parties, if a committee member and
the alternative is unavailable to serve. The three (3) committee members shall
constitute a quorum. Within five (5) working days of receipt of the written
complaint, the office or individual whose action is being grieved may submit a
response to the Student Grievance Committee.
e. Within two (2) working days of receipt of the written response, the Student
Grievance Committee will review the complaint and determine if the complaint
constitutes a grievance. In some cases, the committee may determine, based on
the written evidence, the grievance does not meet the definition of grievance
and shall recommend to the Vice President of Student and Academic Services
the claim be dismissed. All parties will be provided all written evidence collected
by the Student Grievance Committee prior to the formal hearing.
f. Within the next five (5) working days, the Student Grievance Committee will
hold a hearing at which both the student who filed the grievance and the
accused party shall have an opportunity to participate relevant information.
g. Within the five (5) working days after the hearing, the committee shall submit
written findings to the Vice President of Student and Academic Services and
make a recommendation to resolve the grievance. Copies of this
recommendation will be provided to all parties involved.
h. Either party may appeal in writing the recommendation within five (5) working
days to the Vice President of Student and Academic Services.
i. If no appeal from either party is received by the Vice President of Student and
Academic Services within five (5) working days of the recommendation from
the Student Grievance Committee, the Vice President of Student and
Academic Services will communicate the recommendation(s) of the Student
Grievance Committee to all parties. The recommendation is final and
binding.
3. Appeals Process
In the event of an appeal, the Vice President of Student and Academic Services shall,
within five (5) working days, give written notice to involved parties that an appeal of
the recommendation has been received. The Vice President of Student and Academic
Services will review the appeal to determine if the appeal meets the limited grounds
and is timely. The original finding will stand if the appeal is not timely or substantively
eligible and that decision is final and binding. The party requesting appeal must show
36
error as the original finding is presumed to have been decided reasonably and
appropriately. The ONLY grounds for appeal are as follows:
a. A procedural or substantive error occurred that significantly impacted the outcome
of the hearing (e.g., substantiated bias, material deviation from established
procedures); or
b. To consider new evidence, unavailable during the original hearing or investigation,
that could substantially impact the original finding. A summary of this new evidence
and its potential impact must be included in the written appeal.
c. Within five (5) working days, the Vice President of Student and Academic Services
will render a determination. The Vice President of Student and Academic Services
will inform in writing the findings to all parties within five (5) working days.
If the Vice President of Student and Academic Services determines that new
evidence should be considered, it will return the complaint to the Student
Grievance Committee to reconsider in light of the new evidence, only. The
deciding of the Vice President of Student and Academic Services is final and
binding.
Student Grievance Hearing Guidelines
1. The following guidelines will govern the student grievance hearing. The hearing will be
conducted in a closed session and be recorded by the committee.
2. The student grievance hearing is not a “court hearing” and is not meant to substitute for
any external legal proceedings. Hence, the rules are flexible and follow the standards of
internal procedures, as agreed upon the members of the Student Grievance Committee. No
legal counsel for either party will be allowed to be present or participate in the hearing.
3. Each party may have an advisor who will be allowed to witness the presentation. They
may not communicate directly to the committee.
4. Either party who wishes to bring witnesses must submit the list of witnesses to the chair of
the Student Grievance Committee at least two (2) working days prior to the hearing.
5. All witnesses shall be excluded from the hearing except when called for giving testimony.
6. Each party to the grievance will be allowed the same amount of time for making a
presentation, if they so choose.
7. The complainant will present the case first; the respondent will present after the
complainant’s presentation.
8. A brief time, as determined by the chair, will be allowed to each party to offer any
arguments or rebuttals.
37
9. The only persons allowed to present the case or argue will be the complainant and the
respondent. The person making the presentation may only address the committee.
10. The Committee reserves the right to question, cross examine, or recall either party or
witnesses, in order to gather additional information.
Procedural decisions not addressed in this document shall be the responsibility of the Student
Grievance Committee (duly recorded and signed by all members of the committee and provided
to all parties to the grievance). Such records shall be retained with other pertinent files.
Retaliatory Acts
Any person who files a grievance, or any person who testifies, assists or participates in a
proceeding, investigation or hearing relating to such grievance, who feels they are being subjected
to retaliatory acts should report such incidences to the Vice President of Student and Academic
Services.
It is a violation of the grievance procedure to engage in retaliatory acts against any person who files
a grievance or any person who testifies, assists or participates in the grievance proceeding,
investigation or hearing relating to such grievance. Such act will be subject to discipline, up to and
including expulsion for students, termination for EWC employees, and dismissal for authorized
volunteers, guests or visitors.
Definitions
1. Vice President of Student and Academic Services isthe College employee designated by the
College President to administer student grievances.
2. Complainant(s) is a person who is subject to alleged inequity as it applies to Board Policies,
and/or College Procedures. For purposes of this procedure, a Complainant(s) is a student
who was enrolled at the time of the alleged incident.
3. Accommodations – Assistance for students requiring language or interpretation assistance,
disabilities accommodations, or alternate arrangement for online/distance learning
students.
4. Appeal – The procedure for further consideration of a grievance if the complainant or
respondent believes there were exceptional circumstances that affected the grievance
procedure decision.
5. Bias – “A tendency to believe that some people, ideas, et c., are better than others that
usually results in treating some people unfairly.” (Source: Webster’s online dictionary)
6. Department Chair/Program Director – Person who oversees a department at Eastern Wyoming
College. Refer to the EWC Organizational Chart for specific information.
7. Discrimination – Unequal treatment based on race, gender, color, sexual orientation, age,
disability, ethnicity, or religion.
(Source: http://www2.ed.gov/about/offices/list/ocr/docs/howto.html)
38
8. Exceptional Circumstances – The discovery of new evidence not presented in the initial
grievance and/or an allegation of serious bias or discrimination at some level of the
student grievance procedure and/or documentation showing that the grievance policy
was not properly followed by the College.
9. Formal – The informal communication regarding an incident has not led to resolution
through initial steps in the procedure and the student files an official grievance form. All
formal grievances are documented and logged in the office of the Vice President of
Student and Academic Services.
10. Harassment – Severe, pervasive, and offensive behavior that negatively affects another’s
access to an educational opportunity or other college benefit.
11. Incident – The situation or circumstance that the student perceives as grievable.
12. Informal – The communication regarding an incident is simply at the inquiry stage and
open to resolution without a formal procedure.
13. Student Grievance Form – The electronic form a student uses during the grievance
procedure, available on the College website and the office of the Vice President of Student
and Academic Services.
14. Working Days – Days the College is open and operating under a normal schedule. This
excludes weekends, closings due to weather conditions, and holidays observed by EWC.
Original Adoption Date: 9/10/19
Date(s) Amended: 2/24/20, 6/1/21
Date(s) reviewed, no change

Administrative Regulation Title: Student Grade Appeal Process
Regulation Number: 5.14.3
___________________________________________________________________________________
Grade Appeal Process
Students have the opportunity to appeal a final grade. Grade appeals must:
a. Be initiated by the student no later than 30 calendar days after grades are posted in
the student information system.
b. Conclude within one semester (excluding summer) following the assignment of the final
grade.
c. Follow the prescribed final grade appeal process, including use of the Final Grade
Appeal Form (available from the Academic Services office).
Students may appeal a final grade following the prescribed process. Only the final grade for a
course may be appealed (individual assignment or examination grades may not be appealed). An
39
appeal may be initiated if the student is able to demonstrate that an inappropriate final grade was
assigned as a result of prejudice, caprice, or other improper conditions such as mechanical error or
assignment of a final grade inconsistent with those assigned to other students.
Process to Appeal a Final Grade
Step 1. Student Meeting with Instructor
A student who seeks to appeal a final grade must first meet with or discuss the matter with the
instructor to review the criteria applied in assigning the final grade before the appeal progresses
to the next level. (If approached, administrators, department heads, program directors, fellow
faculty and staff shall redirect the student to the closest level of resolution; i.e., to the faculty
member involved).
Instructors shall provide the student, in writing, a determination on the outcome of their
discussion. If the student is dissatisfied with the decision, the student may request a meeting
with the department head or program director to appeal the decision of the instructor. The
student must make the appeal within five (S) working days after notification by the instructor.
Step 2. Student Meeting with Department Head/Program Director
The department head or program director must arrange a meeting no more than five (5)
working days after receiving a request from the student. The department head/program
director may meet separately with the student and instructor, or if both agree, to discuss the
appeal jointly. The student shall describe on the Final Grade Appeal Form, and supply to the
department head/program director prior to the meeting the following: (1) the facts
surrounding how grades in the class were assigned, (2) what inaccuracies the student believes
exist in the assignment of the final grade, and (3) the remedy being sought.
Providing sufficient evidence of discrepancies or errors in the grade will be the responsibility
of the student. If insufficient evidence is offered, the appeal is denied. The department
head/program director shall provide written notification of their recommendation to the
student and instructor within five (S) working days of the meeting.
Should the instructor involved in the appeal be the department head or program director,
the student should proceed directly to Step 3. Student Meeting with the Vice President of
Student and Academic Services.
Step 3. Student Meeting with Vice President of Student and Academic Services
If either party is dissatisfied with the recommendation of the department head/program
director, they may appeal to the Vice President of Student and Academic Services within
five (5) working days after receiving written notification from the department
head/program director. Following the same procedure outlined in Step 2, the student should
additionally provide information addressing why the evidence was not properly evaluated or
what additional evidence was not previously considered. The Vice President of Student and
Academic Services shall provide a written decision to both parties within five (5) working days
of their arranged meeting(s).
Step 4. Student Meeting with Academic Appeals Committee
Within five (5) working days after receiving notification from the Vice President of Student and
40
Academic Services that the appeal has been denied, a student appealing a grade in a course may
request a hearing before an Academic Appeals Committee. This request will be in writing to the
Vice President of Student and Academic Services (). The committee will consist of one (1) full-time
instructor to be named by the student, one (1) full-time instructor to be named by the instructor
and one (1) full-time instructor to be named by the Vice President of Student and Academic
Services.
The Vice President of Student and Academic Services will request the student and instructor submit
the name of their nominees within five (5) working days after notification of all parties involved.
Upon receiving the names of those nominees and appointing a third instructor to the committee,
the Vice President of Student and Academic Services will set the time, date and place of the closed
hearing and notify all parties. This will be done within five (5) working days after having received
the names of both nominees. A student may present written evidence relevant to the grade appeal
and may be advised at the hearing by one or more persons of his/her own choice. The student may
have a maximum of two (2) persons in the room at a time. The Academic Appeals Committee may
request information from the instructor and/or person’s familiar with the case.
Within five (5) working days after this hearing, the Academic Appeals Committee will notify the
student, the instructor, and the Vice President of Student and Academic Services in writing of
its findings:
a. A grade change is justified and will be made.
b. A grade change is not justified and will not be made.
If the decision of the Academic Appeals Committee is to change the grade, the Vice President of
Student and Academic Services will have five (5) working days to make the grade change. The
decision of the Academic Appeals Committee will be final. The same appeal process will be
followed when the instructor is not accessible or no longer employed by Eastern Wyoming College
by excluding Step 1 involving the instructor. All time limits stated are in working days. All time
limits may be extended by mutual consent.
Original Adoption Date: 9/10/19
Date(s) Amended: 2/24/20, 6/1/21
Date(s) reviewed, no change

Policy Title: Reasonable Accommodations for Students with Disabilities
Policy Number: 5.15
______________________________________________________________________________
Purpose: The Eastern Wyoming College Board prohibits unlawful exclusion of and/or discrimination
against qualified students with disabilities and encourages their full participation within the College
community. All faculty, staff and administrators will actively support students with disabilities in all
educational programs, services, and activities, and will provide reasonable accommodations to such
students, provided that the accommodation does not fundamentally alter the nature of the program,
service or activity and does not create an undue hardship for the College.
In accordance with Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of
1990, and the Americans with Disabilities Amendments Act (ADAAA) of 2008, the College defines a
qualified student with a disability as “any person who is regarded as having such an impairment, and (a)
who meets the academic and technical standards requisite for admission to or participation in the
College’s programs, and (b) who has a documented physical or mental impairment that substantially
limits one or more major life activities.”
The College shall identify an officer to assist students with a disability who may require accommodation
to complete their educational process. The institution will engage with students with disabilities to
determine appropriate, reasonable accommodations in compliance with all applicable local, state and
federal laws. The College will require appropriate documentation before accommodations are provided.
References: Americans with Disabilities Act of 1990 and amendments thereto; Section 504 of the
Rehabilitation Act of 1973; Fair Housing Act.
Original Adoption Date: 9/12/23
Date(s) Amended:
Date(s) reviewed, no change:

Policy Title: Residence Hall Housing
Policy Number: 5.16
____________________________________________________________________________
Purpose: The Eastern Wyoming College Board of Trustees requires the College to comply with all
federal, state laws, and local regulations pertaining to student housing. The College shall publish clear
guidelines, which are subject to annual review or sooner, as the need arises, regarding:
1. Eligibility for on-campus housing both during the academic year, winter break and the summer.
2. Facilities and services of residence hall housing.
3. Safety and security.
4. Resident conduct expectations for a student resident.
5. Resident rights and disciplinary procedures.
The College President is responsible for ensuring that procedures are adopted, adhered to, and
published for public information. The College President may delegate specific duties to members of the
President’s Cabinet.
References: Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act, and the Fair
Housing Act; Title VI, Title VII, 1964 Civil Rights Act. Wyo. Stat. §§ 1-21-1201 through 1-21-1211; Eastern
Wyoming College Resident Hall Agreement.
Original Adoption Date: 9/12/23
Date(s) Amended:
Date(s) reviewed, no change

Policy Title: Student Bill of Rights
Policy Number: 5.17
_____________________________________________________________________________________
Purpose: Students of Eastern Wyoming College are members of an academic community of scholars and
learners. As valued members of this academic community, and in order that the goals and objectives of
the College are realized, students are guaranteed certain individual rights by state and federal laws and
policies of the College. The College is committed to the creation and perpetuation of an optimal learning
environment in which students may exercise fully their rights and freedoms as citizens of the College
community, and be protected against infringements on such rights and freedoms by members of the
College community, or by members of society at large. Enumeration of the rights or registration at
Eastern Wyoming College or constituent programs or agencies shall in no manner be construed to nullify
or limit any other constitutional or legal rights or freedoms possessed by students as citizens or
residents of the United States or the State of Wyoming.
The policy guarantees the following rights and freedoms:
I. The right to be treated with dignity, courtesy, and fairness.
II. The right to a safe environment that recognizes the dignity and worth of every member of
the community (supporting policy 2.1)
III. Students residing on campus have the right to a standard of living adequate for their health
and well-being.
IV. The right to peaceful assembly, petition for redress, or peaceably protest College or
government action in accordance with constitutional, statutory, and policy protections.
V. Freedom to express opinions on the College campus, and in the classroom as it relates to
the course content, and the right to be evaluated in the classroom solely on the basis of
academic achievement and fulfillment of education requirements.
VI. The right to join and organize associations in order to promote common interests.
VII. Acknowledgement and respect for a student’s constitutional and statutory rights of privacy.
a. Students have the right to privacy of their educational records as required by federal
and state law (supporting policy 5.7).
b. Students have the right to refuse to sign any contract that would waive the student’s
right to privacy and due process of law.
c. Students have the right to decline searches of their person and personal property by
College officials and may not be subject to any retaliatory disciplinary sanctions for
invoking this right.
44
The right to be free from any disciplinary action by the College for misconduct except under
reasonable rules which have as their substantive basis the protection of some clear and distinct
interest of the College as an academic institution (supporting policy 5.13).
Right to a fair, prompt and impartial hearing (supporting policy 5.14) when charged with violations
of the Code of Student Conduct policy including:
a. The right to a written statement of charges, supporting documentation (i.e., incident
report) and procedures of the disciplinary process.
b. The right to have an advisor present in conduct hearings.
c. The right to appeal resulting decisions.
d. Students accused of academic misconduct have the right to an informal meeting with
the instructor who will provide the opportunity for the student to respond or explain
the alleged academic misconduct and may appeal Instructor Imposed Sanctions to the
appropriate Vice President of Student and Academic Services as specified in policies
5.13, and 5.14.
The right to due process in any action brought or taken by the College against the student which can
be reasonably expected to affect the student’s status with the College.
The right to petition for changes in either academic or nonacademic regulations, procedures, or
practices and the right to be represented by a democratic student government.
The right to protection from ex post facto regulations.
Original Adoption Date: 9/12/23
Date(s) Amended:
Date(s) reviewed, no change