Student Rights, Safety, and SecurityStudent Rights, Safety, and Security
Educational RecordsEducational Records
All educational records/transcripts of Nicolet students are maintained and housed by the Registrar’s Office for a minimum of three years. This office can provide information on courses taken, credits completed, grades, transcripts, and degrees or certificates awarded. The office can also assist with the following services: enrollment verification, loan deferrals, and “Good Student” insurance discount verifications. Any change of name, address, or other personal information must be reported to the Registrar’s Office.
Nicolet College has authorized the National Student Clearinghouse to provide enrollment and degree verifications. The National Student Clearinghouse can be contacted at:
Mail: National Student Clearinghouse, 2300 Dulles Station Boulevard, Suite 220, Herndon, VA 20171
GED/HSED Verifications can be obtained via the following link:
The Family Educational Rights and Privacy Act, commonly known as FERPA, is a federal policy related to the privacy of your student records. By federal law, Nicolet is NOT allowed to release information from your student file, without your specific written consent. This federal policy applies to all students at Nicolet, regardless of the student's age. If you want or need any protected information released to a third party (a parent, an employer, another agency, another school, etc.), you must sign the Authorization for the Release of Confidential Information (FERPA) form.
Some information, known as directory information, CAN be released. Nicolet does not disclose any directory information for marketing or solicitation purposes, with the sole exception of the Nicolet College Foundation for Foundation-related activities.
The College has defined Directory Information as the following:
- Phone number*
- Enrollment status
- Date of birth
- Major field of study
- Classification and year
- Dates of enrollment
- Expected graduation date
- Types of degrees/diplomas/certificates and date granted
- Academic honors/awards received and date granted
- Photos/videos of students for use in College press releases, publications, and web sites
- Nicolet College assigned student email addresses
*Indicates Limited Directory Information
Limited Directory Information Nicolet designates address and phone numbers as limited directory information only. This information is only eligible for release to the Nicolet College Foundation for Foundation-related activities and to the National Student Clearinghouse for compliance and reporting purposes.
If you want to RESTRICT the release of this directory information, you must sign the Request to Restrict Disclosure of Directory Information form.
See Administrative Policy 2.02 Privacy of Records – Release of Information for more detailed information.
Social Security NumberSocial Security Number
Social Security numbers are used for establishing and identifying student records. A student’s failure to furnish this number may delay processing. Social Security numbers are not disclosed to outside agencies other than that required by the state or federal government. Students using financial aid are required to provide their social security number for record reporting with federal, state, alternative loan agencies, and other financial aid processing agencies.
Student Code of ConductStudent Code of Conduct
The Student Code of Conduct outlines what the expected behavior of Nicolet College students will be and also outlines the rights and responsibilities students have as part of the Nicolet College community.
For additional information, please see Administrative Policy 1.06 Student Code of Conduct and Complaint and Grievance Procedures
Hold for IndebtednessHold for Indebtedness
Course registration is withheld for students who fail to meet financial obligations that are levied by recognized College offices. Conflicting opinions concerning outstanding indebtedness will be handled through the Student Complaint and Grievance procedure contained in Administrative Policy 1.06
Alcohol and Drug AbuseAlcohol and Drug Abuse
The College will adhere to all federal, state, tribal, and local laws concerning the use of alcohol and other drugs and will support efforts to address violations of these laws.
The College recognizes that the use of alcohol and other drugs may impair performance or safety, may interfere with proper functioning or behavior, and in certain instances leads to dependency. The College also recognizes that such chemical dependency is a serious illness. An employee or student needing help with dependency is encouraged to seek the appropriate medical and other community resources.
Possession, manufacturing, sale, distribution, unauthorized use, or being under the influence of controlled substances, illicit drugs, or alcohol by anyone while on College-controlled property, at any College-sponsored or -related activity, or while operating a College-owned/leased vehicle is strictly prohibited. Violations of this policy will result in disciplinary action. For more information, refer to Administrative Policy 4.05 Alcohol and Drug Use
Tobacco-Free Campus PolicyTobacco-Free Campus Policy
Nicolet College is a leader in promoting the safety and health of its employees, students, and the general public (including contractors and vendors). Inherent in this policy is:
- A belief that employees have the right to work and students have the right to learn, in an environment free of the hazards of tobacco products.
- A desire to eliminate exposure to second-hand smoke at building entrances/exits and to assure clean air on college property.
- Awareness of the presence of underage students.
- An interest in eliminating tobacco products littering the campus.
- Acceptance of the responsibility for a commitment to fire safety and health and wellness.
Use of tobacco and smoking and vaping (e-cigarettes) is prohibited on the Nicolet College main campus and outreach centers. This includes the following:
- All structures, buildings and grounds, sidewalks, roads, pathways, and parking lots.
- All Nicolet Area Technical College owned and leased vehicles.
- All personal vehicles on Nicolet College property.
Smoking is permitted in enclosed personal vehicles. In consideration of your fellow Nicolet community members and to protect their health and comfort (State Statute 101.123Wisconsin Act 12), smoke, tobacco materials, and waste items must be kept inside the vehicle.
For additional information, please see Administrative Policy 3.03 Tobacco Free Campus
Inclement Weather Campus ClosingInclement Weather Campus Closing
Nicolet College remains open during inclement weather as long as it is reasonably possible to conduct work. However, safety in travel is paramount. The College recognizes individuals are the best judge of their own safety when deciding whether or not to travel during inclement weather. In the event of weather or other events which would seriously impede the functioning of the College, the President or designee will determine whether the College will close, and will inform the College community of the closing. Notification of Closure Once the decision to close the College is made, the Director of Facilities or designee will make the following notifications (by 5:45 am if prior to the start of the business day):
For additional information, please see Administrative Policy 6.02 Inclement Weather/College Closing.
Children on CampusChildren on Campus
Nicolet College supports a safe and positive educational environment. Therefore, it is the policy of Nicolet that children under the age of 16 shall not be left unattended in any of Nicolet’s facilities (including parking lots and the immediate surrounding areas). Parents need to make adequate arrangements for the care of their children. Exceptions may be made for children who are here for legitimate purposes and who are not being disruptive. Nicolet staff members are responsible for enforcement. Staff members who are unsuccessful in dealing with a problem should contact campus security.
In order to preserve the integrity of the educational environment, students may not bring children to classes, labs, or shops except when the children are part of the instructional activities. Children are defined as persons under the age of 18 not enrolled in Nicolet classes or programs.
For additional information, please see Administrative Policy 4.08 Children on Campus.
Complaint and Grievance ProcedureComplaint and Grievance Procedure
Under Board of Trustees Policy BP 4.03, students have the right, using the Complaint and Grievance Procedure for Nicolet College Students, to:
- Appeal sanctions imposed for behavioral or academic misconduct;
- Contest a policy or practice of the College or College staff that is considered improper or unfair, or;
- Contest situations where there has been deviation from or misapplication of a policy or practice unrelated to discrimination.
For the purposes of this procedure, days are defined as Monday through Friday when the College is open for business. Weekends, holidays and days when the College is closed are excluded.
Step 1- Complaint Procedure
A student must take the following steps to try to resolve the complaint prior to filing a formal grievance:
- If a student has not been able to informally resolve an issue with the appropriate College employee, the student must initiate this complaint procedure within ten (10) days of the action causing the complaint. The College employee will make a decision and respond to the student within two (2) days of the student initiating the complaint procedure. The College employee will also inform the student of the appeal process.
- If resolution is not achieved at the College employee level, the student should appeal to the employee’s immediate supervisor or designee to resolve the complaint. The appeal must be initiated within five (5) days of the employee’s decision and the supervisor must respond within two (2) days of the student initiating the appeal.
- If resolution is not achieved at the supervisory level, the next level of appeal is with the supervisor’s Vice President or designee. The appeal must be initiated within five (5) days of the supervisor’s decision. The Vice President or designee must respond with a written determination to the student within two (2) days of the student initiating the Vice President or designee appeal. The Vice President or designee will also inform the student of the steps in the grievance process.
- If the student disagrees with the decision, the student may file a written grievance.
Step 2- Grievance Procedure
- If the student is unable to resolve a complaint using the complaint procedure described above, the grievance must be filed in writing with the Director of Human Resources or designee within ten (10) days from the date of the Vice President’s or designee’s written determination. Written grievances may be filed in person, by U.S. mail, or through email. The student may withdraw the grievance at any point during the grievance procedure.
- In accordance with Federal requirements, 34 CFR Ch. VI 602.16 (a)(1)(ix), Human Resources will create a record of the student’s grievance and add it to a log of student grievances. The log will be maintained and updated through the remainder of the process.
- Human Resources will send acknowledgement confirming the receipt of the grievance form to the student. Human Resources will notify the person(s) against whom the grievance has been filed (hereafter referred to as the employee). The employee will also receive a copy of the grievance.
- A Grievance Committee will be appointed by Human Resources at the time of the grievance filing.
- A Vice President or designee not involved previously in the process, or their designee, will serve as the investigating officer in the grievance.
- The investigating officer will:
- Meet with the student and the employee separately.
- Examine documentation and interview witnesses.
- Consult with the employee’s supervisor.
- Prepare a written investigative report within five (5) days of the grievance filing.
- Copies of the investigative report will be forwarded to the Grievance Committee, the student, the employee, and the appropriate administrator(s).
- The Grievance Committee will review the grievance and the findings of the investigating officer and determine whether or not the facts warrant a hearing.
The Committee’s decision will be limited to one of the following statements:
- Based on the evidence presented, we determine a hearing is warranted; or
- Based on the evidence presented, we determine a hearing is not warranted.
Within two (2) days of receiving the investigative report, the Grievance Committee’s written decision will be sent to Human Resources who will notify the grievant and the involved individuals of the decision.
- If the Grievance Committee’s decision is that no hearing is to be held, the student may submit a written appeal to the President within two (2) days from the date of the Grievance Committee’s decision. The appeal must specify why the student feels a hearing is warranted. The President will respond in writing within five (5) days. The President may uphold the decision of the Grievance Committee, and at that point no further appeals within the College will be considered. Or, the President may instruct the Committee to go forward with the grievance hearing process.
- If a hearing is held (in person or by distance technology), the hearing will be held within five (5) days of the decision by the Grievance Committee or the President.
The hearing will be conducted following these guidelines:
- The Grievance Committee will select a chair. The chair of the Grievance Committee will establish a date for the hearing. A notice establishing the date, time, and place of the hearing will be provided to all involved parties.
- The student and the employee and any others the Grievance Committee deems necessary must appear for the proceedings unless they can verify to the Grievance Committee that their absence is unavoidable.
- The student and the employee will be permitted to have a third party of their choosing to act as advisor and counsel.
- The hearing will be closed to all except those persons directly involved in the case as determined by the Grievance Committee. Statements, testimony, and all other evidence given at the hearing will be confidential and will not be released to anyone and may be used by the Grievance Committee only for the purpose of making decision(s) related to the grievance.
- The Grievance Committee will file the final determination with the President, the Vice President, the student, and the employee after the conclusion of the hearing. The determination of the Grievance Committee is final.
- If a student believes there has been misinterpretation or misapplication of the policy or procedure, an appeal may be made to the Nicolet College Board of Trustees Chair for procedural review. The appeal must be in writing, specify in detail what aspect of the grievance procedure or process is being appealed, and be submitted to the Office of the President within ten (10) days of receipt of the determination by the Grievance Committee. The written appeal will be forwarded to the Board Chair who will determine if review by the Board of Trustees is warranted. If warranted, the Board of Trustees review will be limited to determining whether the appeal process was properly followed by College staff.
All required meetings may take place in-person or via distance technology. Written materials may be submitted and shared as paper copies or electronically. Students must work through the Step 1 - Complaint Procedure before moving to the Step 2 - Grievance Procedure.
If the College fails to give a written answer at Steps 1 or 2 within the designated timeframe, the student may immediately proceed to the next step. Failure by the student to meet applicable deadlines may be the basis for dismissal of any complaint. If it is impossible to comply with the time limits specified because of extenuating circumstances, these time limits may be extended by mutual consent in writing.
Distance Learning Students
Nicolet College participates in the State Authorization Reciprocity Agreement (SARA). As a participant in SARA, any current or former student of a distance education program offered by Nicolet College may file a complaint with Wisconsin’s Distance Learning Authorization Board (DLAB) for Nicolet College distance education activity conducted across state lines under specific and limited circumstances. For more information on the types of complaints handled by DLAB, steps to be taken before filing a complaint with DLAB, and the process to file a complaint with the DLAB, see DLAB’s student complaint process.