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Dear Oxy Community:

In compliance with federal law, the following notification compiles certain important information for students and employees at Occidental College, including information that the College is legally required to convey to you each year. You are encouraged to read this notice and review the materials linked below. In addition, please see the end of this email for compiled policy updates.

1. Annual Fire Safety and Security Report
2. Notice of Non-Discrimination  
3. Campus-Wide Alcohol and Drug-Free Policy
4. Higher Education Opportunity Act Required Disclosures
5. Family Education Rights and Privacy Act Policy

1.  Annual Fire Safety and Security Report

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the “Clery Act”) requires colleges and universities to disclose information about crimes on their campuses or within Clery geography, and to produce an annual report available to the public. Occidental’s 2023 Annual Fire Safety and Security Report was prepared in accordance with the Clery Act and previously distributed on September 29, 2023. It includes statistics for the 2022 calendar year and the two previous calendar years. This report serves as an important guide and resource to the Occidental community regarding the following topics, among others:

• Access to Campus Property
• Campus-Wide Alcohol and Drug-Free Policy
• Campus Security
• Crime Prevention
• Crime and Fire Safety Statistics
• Emergency Notifications, Timely Warnings and Safety Alerts
• Personal Safety Guidance
• Response to Sexual Misconduct, Intimate Partner Violence, and Stalking

The most recent report is available online at this link. Printed copies may also be requested by contacting Campus Safety via e-mail at campussafety@oxy.edu.

2. Notice of Non-Discrimination

Occidental College does not tolerate harassment or discrimination on the basis of sex, sexual orientation, gender identity, gender expression, race, color, ethnicity, national origin, ancestry, age, religious belief, marital status, physical or mental disability, medical condition, veteran status, genetic information, or any other characteristic protected by federal, state, or local law. Such conduct is prohibited in Occidental’s educational programs and activities and in the context of employment and admissions (including application for each), as required by: Title IX of the Education Amendments of 1972 and its implementing regulations, 20 U.S.C. § 1681 et seq., Title III of the Americans with Disabilities Act of 1990, as amended in 2008; Section 504 of the Rehabilitation Act of 1973; Title VI and Title VII of the Civil Rights Act of 1964; the Age Discrimination in Employment Act; the California Fair Employment and Housing Act; and other similar laws.

To report:

• Sex or gender-based harassment, sexual assault, dating or domestic violence, or stalking, please see these reporting options or contact the Civil Rights & Title IX Coordinator using the information below.

• Discrimination, harassment, or retaliation based on other protected characteristics, please see these reporting options or contact the Civil Rights & Title IX Coordinator using the information below:

Civil Rights & Title IX Coordinator

Alexandra Fulcher

AGC Room 111

afulcher@oxy.edu

(323) 259-1338

You may also review the College’s complete Notice of Non-Discrimination on the Civil Rights & Title IX web page.

3.  Drug Free Schools and Communities Act (DFSCA) and Related Policies

The Drug Free Schools and Communities Act (DFSCA) requires that Occidental notify each student and employee of its standards of conduct, applicable legal sanctions, health risks, and available programs related to the illicit use of drugs and the abuse of alcohol by students and employees. You can find additional information on these topics in the Campus-Wide Alcohol and Drug Free Policy.  

4.  Higher Education Opportunity Act (HEOA)

In August 2008, Congress enacted the Higher Education Opportunity Act (the “Act”) to reauthorize the Higher Education Act of 1965, as amended. Several of the Act’s provisions require Occidental to make specific information available to students and the public. The required disclosures can be found on Occidental’s Consumer Information webpage.

5.  Student Rights Related to Educational Records (FERPA)

The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that protects the privacy of, and limits access to, student education records. The law affords students certain rights with respect to their education records. For more information, please see the College’s FERPA Policy.

6.  Equity in Athletics Disclosure Act (EADA)

Coeducational institutions of higher education that participate in any federal student aid program and have an intercollegiate athletic program must prepare an Equity in Athletics Disclosure Act (EADA) report and make it available upon request to students, potential students, and the public. Printed copies of Occidental’s report may be obtained from Occidental's Athletic Department or by visiting: .

College Policy Updates

In addition, I want to draw your attention to several new or updated College policies, which the Policy Committee approved pursuant to the Policy on the Approval and Maintenance of College Policies (“Policy on Policies”). As you may have noticed, College policies—meaning institution-level policies subject to Policy Committee review—have been gradually re-formatted to create a uniform style, and they have been re-organized within the new Policy Directory. Since this project began last year, the following policies have undergone substantive revision: 

• Student Medical Leave of Absence Policy. This is a new policy designed to guide students through the process of requesting and returning from a medical leave of absence. It also directs Student Affairs and Academic Affairs staff in supporting students through this process and making evidence-based decisions. The policy clarifies when and how students may request a medical leave, the documentation required, the clearance-to-return process, and other accommodations available to students through this medical leave process (including up to a 100% refund of tuition, excluding federal/state funds). Questions about this policy may be directed to the College’s Vice President for Academic Affairs (Wendy Sternberg) and Vice President for Student Affairs (Rob Flot).
• Threat Assessment Policy.  Revised to include threat assessment protocols for situations involving employees, whereas the prior version covered only situations involving students. Introduces Occidental’s Threat Management Team—a coordinated effort among Human Resources, Campus Safety, and legal counsel to respond to threats reported by employees.
• Tuition Remission Policy. Revised to create additional benefits for the dependent children of employees who have worked at Occidental for at least 12 continuous years. If the parent of a dependent child dies or incurs long-term disability during the parent’s employment of 12 or more years at Occidental, the child will remain eligible for future tuition remission, so long as they apply before their 21st birthday. Questions about this policy may be directed to the College’s Controller, Lupe Salmeron.
• Discrimination, Harassment, and Retaliation Policy. Updated to include “shared ancestry or ethnic characteristics” among other protected categories, consistent with guidance from the federal Office for Civil Rights. Questions about this policy may be directed to the College’s Civil Rights & Title IX Coordinator, Alexandra Fulcher.
• Use of College Name and Trademarks Policy. This is a new policy designed to inform the College community and the general public about the College’s existing trademarks, including the name “Occidental College” and certain recognizable logos. This policy helps protect the College’s image and brand by specifying how the College’s marks may and may not be used. For example, Occidental College marks may be used by employees and students to share information about College-sponsored events and classes, or to carry out one’s assigned job duties. Marks may not be used for commercial purposes or to endorse business, religious, or political causes, without permission from an authorized College official. A full list of both restrictions and appropriate uses is available in the policy. Questions about this policy may be directed to the College’s Vice President for Marketing & Communications (Rod Leveque) and General Counsel (Nora Kahn).
• Prizes, Gifts, and Awards Policy.  Substantively revised to clarify what types of prizes, awards, and gifts (for employees and students) are taxable. This policy also codifies the College’s prohibition against providing gift certificates/gift cards to individual students or employees, with the exception of payments to human research subjects. Questions about this policy may be directed to the College’s Controller, Lupe Salmeron.
• Student Travel Policy - International Destinations. Substantively revised to explain the process for seeking approval to organize student travel outside of the United States. Approval must be obtained from the relevant Dean and from the International Programs Executive Director, after review of specific health and safety risks at the travel location. Questions about this policy may be directed to the College’s International Programs Executive Director, Robin Craggs.
• Catering Policy. This new policy, a combination of several previous policies, is intended to ensure food quality, safety, and control. It includes rules related to alcohol service, food trucks, and use of off-campus caterers. Questions about this policy may be directed to the College’s AVP of Hospitality & Auxiliary Services, Erik Russell.

Please see the Policy Directory for a more complete list of institutional policies, and refer to your department (or Student Affairs) for other policies that may be applicable to your work or education. The Policy Committee meets on a monthly basis to review requests to add or modify College policies, and you may contact your area Vice President to make suggestions through this process.

Thank you for your attention and support for Oxy's compliance efforts.  

Sincerely,

Nora Kahn

General Counsel

Office of the General Counsel