Student and Community Services Policies

The Disability Services Policies and Procedure Guide may be viewed here.

The FOIA Procedures and Guidelines may be viewed here.

Policy Statement

This policy determines when a student will receive a student picture ID at no cost or when a replacement fee will be charged.

Policy 

Student will complete a Request for Student Picture ID form at the Records and Registration Office or the Niles Area Campus Administrative Office. The following determines if a replacement fee will be charged:

New Student With No Previous ID
All new students with no previous Student Picture ID in Banner will receive their first Student ID card for free upon proof of registration in the current or a future semester.

Active/Stopped Out (One-Semester Student-Has Previous ID)
If the student has attended SMC for at least one semester in the last year and has already received an original Student ID and retained the original Student ID, then no replacement is needed. Security will be reactivated. Records and Registration maintains a spreadsheet reflecting activity: reactivation would be recorded in this spreadsheet.

If the student no longer has the original ID, refer to the LOST/BROKEN or STOLEN ID policy below. 

Active Status Student-Lost/Broken or Stolen ID
If a student has an active student status in Banner and has lost/misplaced/broken or had their ID stolen, they must pay the replacement fee at the Business Office prior to requesting a replacement Student ID. They have the option of having a new picture taken if they so desire. Registration for a current or future semester must have occurred prior to a replacement ID being issued.

Inactive/Stopped Out Student With Previous Student ID
If the student has not attended SMC for two or more years but has reapplied and registered for a current or future semester they would have the option to receive a new Student ID at no charge. (NOTE: This would be indicated on the spreadsheet as EXPIRED with picture # as the ID type.) If they have retained their original ID and wish to use it, the security can be reactivated. (NOTE: This would be indicated on the spreadsheet as REACTIVATE.)

For information regarding community use of the library, visit the Fred L. Mathews Library community page. For full library policies, contact the library at 269-782-1339.

Policy Statement

The purpose of this policy is to provide guidelines for student and community use of any locker used on campus.

Policy

These guidelines should be posted or made available to anyone using a locker located on college property.

Please read before using lockers:

1. All lockers are owned by and remain the property of Southwestern Michigan College at all times. Locker privileges may be revoked at any time, at the sole discretion of the College.
2. You should not expect the contents of your locker to remain “private.” College officials may search the contents of any locker at any time, with or without notice to you, if they suspect the locker contains material that may pose a threat to the health, safety, or welfare of students or staff of Southwestern Michigan College.
3. All lockers must be registered with the College. The College may, in its sole discretion, forcibly open all unregistered locker by cutting off the lock. The College is not liable for damage to the lock or for any contents within the locker.
4. Lockers are for individual use only. You may not share a locker with any other person. You are solely responsible for the maintenance of the locker and for any contents contained in the locker.
5. You are responsible for personal items stored in lockers. To reduce the risk of theft, you must keep lockers locked at all times. You should not store money, wallets, jewelry, credit cards, debit cards, or any other valuables in lockers. Southwestern Michigan College is not responsible for loss of or damage to any personal property stored in lockers.*
6. You must maintain the interior and exterior of your locker in a clean, neat, and undamaged condition. Marking, defacing, or graffiti on the interior or exterior of lockers are unacceptable.
7. You may not store dangerous or illegal items in lockers. “Dangerous or illegal items” include, but are not limited to: knives, guns, ammunition, weapons, explosives, illegal drugs, or other substances prohibited by law, and any other item specifically prohibited on campus property.
8. To the extent permitted by law, Southwestern Michigan College will cooperate with all law enforcement authorities during the course of an investigation, including an investigation involving a locker.
9. Southwestern Michigan College is not liable for any loss, damage, or injury that occurs related to your locker use.

*NOTE: Lockers in the Testing Centers may be used for storing valuables during testing because they are monitored by Southwestern Michigan College’s staff.

The Service and Assistance Animals Policy may be viewed here.

Procedures

Southwestern Michigan College believes that minor differences can be resolved in informal discussions between two parties. However, there are times that a more formal process is needed. The information below is meant to guide students through the resolution of complaints and grievances. 

Definitions

• Complaint – An informal dispute regarding the college whether it be related to an individual, department or program. A complaint offers the possibility of an informal resolution or clarification of situation leading to no further actions. 
• Grievance – A specific objection raised because a student believes that he/she has been dealt with unfairly in ways which violate laws, policies or procedures and which caused actual harm to a student. A grievance must have a determined resolution being brought forward by the student. 
• Academic complaints/Academic grievances – Disputes or objections, as defined above, that relate directly to a student’s performance in a classroom setting. 
• Non-academic complaints/Non-academic grievances – Disputes or objections, as defined above, that relate to a student’s experience at the college beyond classroom performance/interaction. 

Academic Complaints/Grievances Process

• Students are directed to attempt to resolve their complaint with the instructor first, including concerns about a grade. 
• If the matter cannot be resolved to the student's satisfaction, the student may contact the department chair (or the dean who is acting as the chair), who will be empowered to try and resolve the complaint informally. 
• If the matter is still not resolved to the student's satisfaction, the student may convert the complaint to a grievance, and will be directed to the Student Grievance Form. The form is completed online and is automatically submitted. 
• The grievance will be routed to the appropriate Dean, who will review, investigate and respond to the grievance within 30 days. 
• If the matter is still not resolved to the student’s satisfaction, the student is directed to fill out the Appeal Request form, including appropriate documentation and new information that was not considered by the Dean. The appropriate Vice President will further investigate the matter and respond in writing with the findings and the resolution of the grievance. The Vice President’s decision is final. 
• Note: For grade disputes, the student needs to address the complaint with the instructor within 30 days of the grade being posted. An official grievance, after involving the chair, needs to be submitted within 30 business days of the grade being initially posted. 

Non-Academic Complaints/Grievances Process

• The student should first address a complaint with the individual or department with whom they have the issue. The Grievance Procedure must be initiated within 30 calendar days of the alleged occurrence or within 30 calendar days after grades are posted. 
• If the matter cannot be resolved to the student’s satisfaction, the student may contact the supervisor over the individual or department with whom the student has the issue. 
• If the matter is still not resolved to the student’s satisfaction, the student may convert the complaint to a grievance, and will be directed to the Student Grievance Form. The form is completed online and is automatically submitted. 
• The grievance will be routed to the appropriate office and the appropriate administrator will review, investigate, and respond to the grievance within 30 calendar days. 
• If the matter is still not resolved to the student's satisfaction, the student is directed to fill out the Appeal Request form, including appropriate documentation and new information that was not considered by the previous party. The Vice President further investigates the matter and responds to the student in writing with the findings and/or resolution of the concern. The Vice President’s decision is final.