Academic Credit and Limitations

Since the fall semester 1983, academic/artistic credit for work completed at CalArts has been awarded in terms of semester units. CalArts adheres to the standard definition of “semester unit” as described by the Western Association of Schools and Colleges. For undergraduate students, one semester unit is assigned on the basis of 3 hours of work each week of a semester with a semester considered to be 15 weeks for a total of 30 weeks of instruction. Using this formula, 45 hours of study in one semester is equal to one semester unit.

Examples of the ways in which one undergraduate semester unit may be earned are as follows: 

  • Lecture Course: One contact hour plus two hours of out of class preparation. 
  • Studio Course: Two contact hours plus one hour of out of class preparation.
  • Individual Lessons: One hour of contact with at least two hours of practice.
  • Independent Study: At least three hours of work per week.

For students pursuing an MFA degree, MA degree, Advanced Certificate, or DMA degree, one semester unit is assigned on the basis of 4 hours of work each week of a semester with a semester considered to be 15 weeks for a total of 30 weeks of instruction. Using this formula, 60 hours of study in one semester is equal to one semester unit. More out–of–class preparation time is generally expected at the graduate level than at the undergraduate level.

The number of units established for any one class is based on minimum expectations. Quality is recognized by the awarding, not of units, but of grades (high pass, pass, low pass, etc.).

A full–time undergraduate student program is normally 14 to 16 units and not less than 12 units. At CalArts, a full–time MFA, MA or Advanced Certificate of Fine Arts student program is not less than 9 or 12 units depending on the program of study. A full–time DMA student program comprises not less than 10 units.

A 14 to 16 unit course load requires at least 42 to 48 hours of class related work per week while a 20 unit course load would require at least 60 hours of course related work per week. Considering this commitment of time, energy and resources, we limit student course loads to no more than 20 units per semester (excluding any Winter Session units).

We recognize that on occasion, a student may wish to exceed the 20 units per semester limitation due to unusual circumstances. In that case, the student will complete the Unit Overload Petition, which must be approved and signed in the following order by:

  • the student’s mentor; 
  • the dean of the student’s School; 
  • the Provost or his/her designee; and
  • the Registrar.

Only students who have not received an NC grade in the two semesters preceding the petition are eligible to request a unit overload. BFA–1 students may not petition for more than 20 units (excluding any Winter Session units).

Note: Financial aid is calculated on the minimum full–time course load (12 units for undergraduate students / nine units for graduate students). Units beyond the prescribed minimum are not calculated for additional financial aid.

Policy Category:
Revised Date:
Nov 2011

Academic Standing Policy

Academic Standing Review

Academic Standing is administered by the Registrar's Office. Incomplete and missing grades will be treated as NC or W grades for the purposes of established Academic Standing. However, if all Incomplete or NC grades are successfully resolved by the end of the subsequent semester, the warning or probation status may be cancelled.

Certificate of Fine Arts

Students will be placed on warning/probation/suspension when they do not successfully complete a minimum of 12 units each semester. Part-time students must complete 75% of their enrolled units each semester. 

Bachelor of Fine Arts

Students will be placed on warning/probation/suspension when they do not successfully complete a minimum of 12 units each semester and/or make satisfactory progress in Critical Studies requirements as indicated in the chart below. Part-time students must complete 75% of their enrolled units each semester. 

Year Level      Semester   Critical Studies      Total Units
     BFA-1 Semester 1              5           12
Semester 2
             10
          24
     BFA-2 Semester 1              16           36
Semester 2
             22
          48
     BFA-3 Semester 1              28           60
Semester 2
             34
          72
     BFA-4 Semester 1              40           84
Semester 2              46           96

These standards are minimum standards. An undergraduate student completing only 12 units each semester will not graduate in 4 years (8 semesters).

Master of Fine Arts, Master of Arts Degree & Advanced Certificate of Fine Art

Students will be placed on warning/probation/suspension when they do not successfully complete a minimum of 9 units each semester in Schools of Critical Studies, Film/Video, Theater or a minimum of 12 units each semester in the Schools of Art, Dance, Music. MA students must complete a minimum of 9 units per semester in their first year, and 6 units per semester in their second year. Part-time students must complete 75% of their enrolled units each semester.

Doctor of Musical Arts

Students will be placed on probation/suspension when they do not successfully complete a minimum of 10 units each semester.


Notifications

Students will receive notice that they have been placed on warning, probation, extended probation or suspension at the end of the semester. Notifications will be sent to the students' CalArts e-mail. Copies of the notice are sent to the mentor, Program Director, school dean, Dean of Critical Studies, Provost, Registrar, Director of Financial Aid and the Dean of Students.

Placing Students on Warning, Probation, Extended Probation or Suspension

Students placed on warning, probation, extended probation or suspension shall be notified in writing explaining the reasons for the action, the requirements the students must satisfy in order to be removed from warning/probation/extended probation/suspension, and the consequences of not satisfying those requirements.

Removing Students on Warning, Probation or Suspension

When students are removed from warning/probation/extended probation/suspension, the Registrar's Office will send written notice to the students.

Dismissal

The Provost (or designee) must approve the dismissal. Once approval is granted, the Registrar sends students a dismissal letter, which includes reasons for the action and information about appeal procedures.

Deadlines for Notification

Notification Deadline
Warning/Probation

End of Fall Semester - Issued after the end of the semester and no later than two weeks into the next semester.

End of Spring Semester - Issued within two weeks of grades being issued and no later than 1 month before the start of the next semester.

Extended Probation/Suspension/Dismissal

End of Fall Semester - Issued after the end of the semester and no later than 7 calendar days before the start of the next semester.

End of Spring Semester - Issued within two weeks of grades being issued and no later than 1 month before the start of the next semester.

Removal from Warning/Probation/Suspension Issued within two weeks after the end of the semester.


Definition of Academic Standing Stages

Warning - Students in good standing are first placed on warning as an indicator that they have failed to meet the minimum unit requirements in a given semester. Students will be required to meet with the Institute Academic Advisor, mentor and/or program director prior to registering for the following semester. 

Probation - Students on warning who fail to meet the minimum unit requirements in the following semester of enrollment will be placed on probation. Students on probation may be limited to enrolling in no more than 15 units, and may not participate in study abroad or internship programs until removed from probation status. Students may be required to meet with the Institute Academic Advisor, mentor and/or program director twice during their semester of probation.

Extended Probation & Suspension - Students on probation who fail to meet the minimum unit requirements in the following semester of enrollment will be reviewed by the Academic Appeals Committee* for possible suspension. Students may submit an Academic Suspension Petition form discussing why they experienced academic difficulties, what they have done to address those difficulties, and why they can make academic improvement in the following semester. The students' School and Office of Student Affairs may submit written information to the committee for consideration. The Academic Appeals Committee* will review all information, including the student's academic record, and determine if the student will be placed on suspension for either a semester or year (depending on program requirements) or granted one semester to improve their academic status.

Students granted one semester to improve their academic status must meet with their school dean (or designee) prior to registering for the following semester. All restrictions notated in probation will continue. Students who fail to meet the minimum unit requirement in the following semester of enrollment will automatically be placed on suspension for either a semester or year (depending on program requirements).

Students placed on suspension will be required to meet with the Institute Academic Advisor and a school representative to determine the conditions for returning to CalArts; these conditions will be articulated in a letter, and will be monitored by the Registrar's Office.

Dismissal - Students who return to CalArts following a suspension may be dismissed from the Institute due to units and/or Critical Studies (applicable to BFA students) deficiency following any subsequent semester of unsatisfactory work. 

* Academic Appeals Committee - Academic Council Chair (or designee), one Academic Council Representative (or designee), Provost Office representative, Registrar Office representative. 


Progression Through Stages of Academic Standing

Bachelor of Fine Arts, Master of Art Degrees & Advanced Certificates

  1. Warning
  2. Probation
  3. Suspension
  4. Dismissal

Master of Fine Arts, Master of Art Degrees & Advanced Certificates

  1. Probation
  2. Suspension
  3. Dismissal
Doctor of Musical Arts Degree

  1. Probation
  2. Dismissal


Student Records

The internal student records of the Institute will contain all notices of action taken in accordance with the policies on Metier and Academic Standing. However, students' official transcripts will not reflect a Metier or Academic standing history if all requirements are fulfilled and the Metier or Academic Standing is removed. The internal permanent record will reflect the following actions: warning, probation, suspension, dismissal and reinstatement.

Financial Aid Eligibility

BFA or certificate students placed on academic warning will retain eligibility for financial aid for the one semester they are on academic warning. 

BFA or certificate students placed on probation will lose their eligibility for federal and state financial aid for the semester(s) on probation or extended probation. The student may appeal on the basis of injury or illness, the death of a relative, or other special circumstances. A written appeal must be submitted to the Director of Financial Aid before the start of the semester on probation/extended probation and it must explain why the student failed to make satisfactory progress and what has changed in the situation to allow the student to make satisfactory progress at the end of the semester of probation or extended probation. The Financial Aid Committee will review the request and notify the student, in writing, of the Committee's decision. 

Policy Category:
Revised Date:
May 2018
Revision History:
Approved May 2016; May 2018 (financial aid eligibility)

Academic/Artistic Satisfactory Progress (SAP)

While the mission of faculty and staff at CalArts is to foster each student’s artistic and academic success, students are expected to take responsibility for adhering to Institute policies. As part of the college learning experience, students should be aware of their progress in earning the degree or certificate and, when necessary, ask for help in assessing their progress.

Students must make satisfactory progress (SAP) in order to do the following:

  1. Advance in year level toward the BFA degree, Certificate of Fine Arts, MFA degree, MA degree, Advanced Certificate of Fine Arts and Doctor of Musical Arts degree;
  2. Remain eligible to receive the degree or certificate;
  3. Maintain previously established eligibility to receive financial aid (institutional, state, and federal, including Veteran’s Administration benefits when applicable).

Satisfactory progress must occur in the following areas: 

1. Qualitative: Satisfactory Progress in the Artistic Discipline (Metier)

At CalArts the final standard in judging a student’s qualification for a degree or certificate is artistic achievement. With the exception of MA and doctoral students, students’ work is evaluated at mid-residence and in a graduation review in order to determine whether the student’s artistic progress merits continuation in or graduation from a program of the Institute. In addition to demonstrating a significant measure of artistic achievement, the student must satisfactorily fulfill all residency and unit requirements for the degree or certificate.

MA in Aesthetics and Politics candidates will be assessed according to the completion of appropriate course work and by evaluation of the final thesis presentation.

In the case of DMA students, artistic and academic process is evaluated during a First Year Review, Advancement-to-Candidacy Examinations and concomitant Formative Portfolio Review, and a Final (Summative) Portfolio Review.

2. Quantitative: Satisfactory Progress in Completing Units of Credit Toward the Degree or Certificate 

a. BFA Degree: The BFA is a minimum 120-unit, four year (8 full-time semesters) degree. The 120-unit requirement for the BFA degree includes 46 units of Critical Studies, and students are generally expected to complete an average of 6 Critical Studies units per semester. Effective Fall 2007, students with previous bachelors degrees will be required to complete at least 12 semester units of CalArts Critical Studies credit in order to obtain a BFA degree from CalArts. All other students will be required to complete at least 12 of the required 46 semester units of Critical Studies credit at CalArts.

(Note: In order to earn the 120 units within an 8 semester period, the BFA student must successfully complete an average of 15 units per semester.)

In order to make satisfactory progress toward the degree, a student must complete a minimum of 12 units each semester.

In order to receive financial aid as a full-time student (where eligibility has been established), the student must enroll in a minimum of 12 units each semester.

In order to maintain eligibility for financial aid, the student must complete a minimum of 12 units each semester. A student who completes only 12 units per semester will not earn the degree in 8 semesters; the maximum time students can remain eligible for financial aid is 6 years (12 semesters) of undergraduate study. Veteran’s Administration benefit eligibility duration is determined by the Veteran’s Administration alone.

Students must petition for any extension of enrollment beyond the normal 8 semesters. The student, in conjunction with the student’s mentor and the Office of the Registrar, must create an academic plan that ends at the student’s graduation from CalArts. Students may petition for a maximum of 4 additional semesters (bringing the total enrollment to 12 semesters, or 6 years). The student must obtain the approval of the student’s mentor, Dean, the Provost and the Registrar to extend enrollment.

End of Semester Required Units Critical Studies
BFA1, 1st semester 15 5
BFA1, 2nd semester 30 10
BFA2, 1st semester 45 16
BFA2, 2nd semester 60 22
BFA3, 1st semester 75 28
BFA3, 2nd semester 90 34
BFA4, 1st semester 105 40
BFA4, 2nd semester 120 46

These standards are minimum standards. An undergraduate student completing only 12 units each semester will not graduate in 4 years (8 semesters).

b. Certificate of Fine Arts: 
The Certificate of Fine Arts is a minimum 120-unit, four year (8 semester) program. Students in the Certificate program are not required to take Critical Studies courses.

(Note: In order to earn the 120 units within an 8 semester period, the student must successfully complete an average of 15 units per semester).

In order to make satisfactory progress toward the certificate; the student must complete a minimum of 12 units each semester.

In order to receive financial aid as a full-time student (when eligibility has been established), the student must enroll in a minimum of 12 units each semester.

In order to maintain eligibility for financial aid, the student must complete a minimum of 12 units each semester. A student who completes only 12 units per semester will not earn the certificate in 8 semesters; and the maximum time students can remain eligible for financial aid is 6 years (12 semesters) of undergraduate study.

Students must petition for any extension of enrollment beyond the normal 8 semesters. The student, in conjunction with the student’s mentor and the Office of the Registrar, must create an academic plan that ends at the student’s graduation from CalArts. Students may petition for a maximum of 4 additional semesters (bringing the total enrollment to 12 semesters, or 6 years). The student must obtain the approval of the student’s mentor, Dean, the Provost and the Registrar to extend enrollment.

c. MFA Degree and Advanced Certificate of Fine Arts: 
To show satisfactory progress, students must successfully complete at least 9 or 12* units per semester for 4 or 6 semesters as prescribed by the individual program. In order to receive financial aid as a full-time student (where eligibility has been established), the student must enroll in a minimum of 9 or 12 units each semester. In order to maintain eligibility for financial aid, the student must complete a minimum of 9 or 12 units each semester. Refer to school MFA units requirements as outlined in the individual school requirements in the Course Catalog sections of this publication.

Note: Satisfactory progress is monitored by the metier school, Critical Studies (for BFA students), and the Registrar’s Office. A warning/probation schedule appears in this publication.

* 12 unit minimum per semester required for the Schools of Art, Dance and Music MFA programs due to the 60 units minimum required for the MFA degree.

d. MA in Aesthetics and Politics: 
MA candidates are expected to complete 12 Core course credits, 12 Elective credits, 6 Contemporary Critique credits and completion of thesis for approximately 15 semester units per semester. Students must be enrolled for at least 12 units each semester in their year of residence in order to maintain financial aid eligibility, and must maintain matriculation during the thesis semester.

e. Doctor of Musical Arts (DMA) Degree
To show satisfactory progress, students must complete at least 10 units per semester for 6 semesters. In order to receive financial aid, the student must enroll in a minimum of 10 units each semester. In order to maintain eligibility for financial aid, the student must complete a minimum of 10 units each semester.

Grading

A student must earn an LP, P or HP grade in order to receive credit for a course. NC, NG, W, and I grades do not earn credit.

Policy Category:

Accelerated Graduation

Accelerated graduation is an honor conferred, on rare occasions, when a student has demonstrated extraordinary artistic development and achievement. It is an honor conferred by the faculty and dean of a school; it is not an option for which a student may apply. Not more than one year’s advancement may be granted for an accelerated graduation. MA in Aesthetics and Politics and DMA students are not eligible for accelerated graduation.

  1. Required Conditions 
    1. Demonstration by the student of excellence and achievement far beyond that which is required for graduation. 
    2. Completion by the student of all school requirements and Critical Studies requirements (BFA and Critical Studies programs only).
  2. The Process: 
    1. The nomination for accelerated graduation must be supported, in writing, by the program head, the dean of the school and at least two faculty members. 
    2. The recommendation for accelerated graduation must be submitted to the Registrar no later than the last class day of the 3rd week of classes of the semester of anticipated graduation. The recommendation delineates the reasons for an accelerated graduation and describes the student’s outstanding accomplishments. 
    3. The Registrar will forward the recommendation to the Provost or his/her designee who will schedule presentation of the recommendation to the Deans Council. 
    4. At the time of the presentation to the Deans Council, the Dean of the school will provide the letters of support from the school, as well as evidence of the student’s excellence and achievement, such as a resume and/or portfolio. 
    5. Upon approval of these terms, the student’s school will schedule an official graduation review. 
    6. Final approval for graduation rests with the school.
Policy Category:

Accounting: Authorized Signatures

In order that properly authorized signatures only may be accepted on:
 
  • Budget Change Orders
  • Check Requests
  • Employee Status Advice (ESA)
  • Time Sheets
  • Invoice approvals
  • Petty Cash Receipts
  • Facilities Management Work Orders
  • Requisitions for supplies
  • Travel and entertainment vouchers
  • Institute credit cards

An Authorized Signatures form must be completed by each School/Department and updated yearly prior to the beginning of the academic year. Once this form has been completed and approved by the Dean or Department Head, it should be forwarded to the Accounting Office. Distribution of the form to the appropriate activities will be handled by the Accounting Office.


Policy Category:

Accounting: Check Cashing

The Accounting Office has limited funds available to cash checks for faculty, staff and registered students of the Institute. 

  • Personal checks cannot exceed $40.00 per day.
  • Second-party checks will be accepted if approved by the Controller or his/her assistant.
  • Identification may be required. The employee's or student's ID card will usually be sufficient.
  • There will be a $5.00 charge for any check returned by the bank for any reason.
  • A faculty, staff member or a student will lose his/her check cashing privilege for the remainder of the semester or summer recess if a check is returned by his/her bank. Returned check abuse is grounds for permanent loss of check cashing privileges.
  • There are no check cashing privileges for students during the summer recess unless the student is employed on campus.
  • Any exception must be approved by the Controller or his/her assistant.
Policy Category:

Accounting: Check Requests and Processing Time Requirements

The Check Request form is designed for school/department use in requesting the issuance of checks. Its use is limited to disbursements not normally processed through the usual purchasing procedures or payroll.

Types of disbursements will include, but is not limited to:

  • Expense Reimbursements- Students, Staff & Faculty
  • Travel Advances Reimbursement of Travel and Entertainment Expenses 
  • Honorariums 
  • Consultant Fees 
  • Visiting Artists 
  • New Vendors 
  • Vendors not regularly used

If you have any questions, please contact the Accounting Office. This is the only form you will need to use. Please fill in all required information and attach any supporting documents before forwarding the completed and approved paperwork to the Accounting Office. If supported documents are to be included with the check, a copy of that supporting document(s) is to be made as backup for the Accounting Office.

Check requests are processed on Tuesdays and Thursdays.

Cut off times for turning in approved check requests will be:

  • Tuesday Check Run: Prior Friday by Noon or Thursday by Noon on summer schedule
  • Thursday Check Run: Prior Tuesday by Noon
If Incoming Day Is:   Check Run Day Is: 
Monday Thursday
Tuesday Thursday
Wednesday Tuesday
Thursday Tuesday
Friday Tuesday

*Check Pick-Up Time is 3 pm

Cut Off Dates for Invoice Check Runs:

The 5th of the month for the 10th check run. 
The 20th of the month for the 25th check run.

*These dates may be moved up depending where weekends or holidays fall on the calendar.

Policy Category:

Accounting: Check Writing Procedure (General Account)

I. Check requests prepared in the Accounting Office:

For services and miscellaneous expenses: 

  • Service billings 
  • Travel and entertainment expense reimbursements 
  • Monthly payments (e.g. loan payments)

II. Check requests to be prepared in other departments/schools:

  • Prepayment requests for library books and subscriptions will originate in the library. All such requests must be approved by authorized library personnel.
  • Travel expense draw requests may originate in any department/school. However, all such requests must be signed by an authorized person.
  • Payroll advance requests must originate in Human Resources.
  • Subscription requests may originate in any department/school.
  • Honorariums and consultant fees may originate in any department/school.

III. Check requests, with necessary documents attached will be given to the Controller for approval and account distribution prior to preparation.

IV. Checks will be processed from the completed check request. 

 All checks $1,000 and under will be signed by facsimile. 

  • Check signer keys, log book and plate will be secured each time checks are to be signed. In no case will the keys or plate be left in the machine when not in use. 
  • The Controller will verify that checks to be signed are in sequence and there are no missing numbers. (Voided checks must be included.) 
  • Periodically, the Controller will check that the register number on the machine is the same as the last number of the prior day as recorded in the log book. 
  • Periodically, the Controller will check that the last number on the machine is the same as recorded in the log book. 
  • Periodically, the Controller will verify that the number of checks run through the machine, as indicated by the beginning and ending numbers on the register, agree with the day’s check number series signed by facsimile, less any voided checks. 
  • Periodically, the Controller will, after completing the preceding steps, initial the log book as correct.

All checks over $1,000 will require two authorized hand signatures.

V. Other than General Account checks
Checks drawn on all other bank accounts must be hand signed by two authorized signatories except for the payroll account which requires only one hand signature.

VI. Check Signer Log 
All checks must be recorded in the check signer log book.

VII. All processed checks and supporting documents will be returned to the Controller.
They are to be logged in the cash flow book by the Controller, then given to the cashier for distribution.

Policy Category:

Accounting: Payment of Institute Expenditures

Institute expenditures are to be paid as follows:

  1. Invoices for supplies and equipment are to be paid on approximately the 10th or 25th of the month following the receipt of the invoice. Earlier payment will be made if the Institute can benefit from a cash or other discount by paying on an earlier date. All such discounts will be taken regardless of the dollar amount involved.
  2. Charges for services will also be paid by the 10th or 25th of the month according to when the billing is received. Service billings include utilities, telephone, etc. and contract services such as trash pickup, etc.
  3. Charges for leased equipment will be paid when due.
  4. All other charges will be paid when due, but processed so the Accounting Office can schedule such disbursements during the week. Other charges paid weekly will include: Expense account reimbursement, Student reimbursements, Etc.
  5. See Check Requests and Processing Time Requirements for the check request policy.
Policy Category:

Accounting: Personal Service Payments, Including Foreign Visitors

I. Requirements: 

  1. The Institute is required by the IRS and the State of California to report non-payroll expenditures to individuals and partnerships for personal services (payroll expenditures are reported through the payroll system and payments for merchandise are not reportable except where required by law). 
  2. The government requires the name, address and taxpayer identification number (social security or federal ID number) for each individual or partnership receiving payments.

II. Procedure: 

  1. It is preferable to have payment requests submitted to Accounting with the required information. If this is not possible then the information must be furnished to the Accounting Office before the check can be released. 
  2. Any question relating to types of payments covered by this policy should be directed to the Accounting Office. 
  3. The Accounting Office will maintain records of all such payments and complete the necessary reports for mailing to the government. Required information copies will be mailed to recipients for their personal tax records after the end of the calendar year.
Policy Category:

Accounting: Petty Cash

Often it is necessary to make small purchases on behalf of the Institute or travel locally on CalArts business. In instances where it is inefficient to prepare a purchase order or submit a check request for repayment of costs, a petty cash fund is available. Since petty cash funds are only for minor and infrequent purchases, or for items such as mileage, the amount of petty cash reimbursement is limited to a maximum of $40.00 per item.

Receipts must be submitted to the Accounting Office when requesting repayment for purchases.

  • Total miles driven and cost-per-mile (see Travel: Travel Policy for limitations) must be stated on the Petty Cash Voucher to receive reimbursement for mileage. 
  • An authorized signer (see Authorized Signatures Policy) must approve the Petty Cash Voucher and an account number is mandatory.
Policy Category:

Accounting: Recharges, Interdepartmental

The inter-departmental Recharge Form has been designed to record and charge expenses incurred by one department/school for the benefit of another. All recharges must be prepared and distributed by the end of the month in which the expense is incurred.

Preparation

The inter-departmental Recharge Form should be distributed after completion as follows: the original to the Accounting Office and one copy to the department/school being charged. Retain one copy.

  1. Write in the department/school to be charged. You may get this information from the department/school receiving the materials or service. 
  2. Write in your department/school and the account name and number where the expense was incurred. 
  3. The descriptive space on the form is for detailing the charges. This information is necessary for your departmental accounting as well as for the recharged department/school. 
  4. The Submitted by space is completed by the person authorizing the recharge. 
  5. The approval must be by an employee authorized by the department/school. Reference Administrative Manual – ACCOUNTING: Authorized Signatures.
Policy Category:

Add/Drop

Add/Drop is a grace period during which students may sign up for classes, add classes to their schedule or drop classes from their schedule. There is no fee for this service, though students must have registered (paid tuition and completed forms) in order to sign up for
classes.

From the end of late registration to the close of the add/drop period, class changes will require the approval of the mentor and the permission of the instructor of the class.

Policy Category:

Admissions Policies

Admission to the Institute

California Institute of the Arts is committed to the principle of equal opportunity. The Institute does not discriminate against individuals on the basis of race, color, sex, sexual orientation, religion, disability, age, veteran status, ancestry, national or ethnic origin, or other characteristics or classifications protected by the law in the administration of its educational policies, admissions policies, employment policies, scholarships and loan programs, and other Institute administered programs and activities, but may favor U.S. citizens or residents in admission and financial aid.

Inquiries concerning CalArts’ equal opportunity policies, compliance with applicable laws, statutes and regulations (such as Title VI of the Civil Rights Act, Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973), and complaint procedures should be directed to the Dean of Students, Academic Administration Building, Room A207, 661 253-7891. To the extent that such inquiries and complaints pertain to employment-related matters, they should be sent to the Director of Human Resources, Academic Administration Building, Room F201A, 661 253-7837.
The decision to admit students for degrees and certificates is primarily the responsibility of the school faculties and the Office of Admissions acting through procedures established by the faculty, deans and administration, which are consistent with established Institute policies. These procedures place strong emphasis upon the student’s potential to benefit from admission to one of the Institute’s schools as demonstrated by portfolio, audition and other evidence of achievement and creative ability. Application procedures and portfolio and audition requirements are described on the CalArts website and in other official publications.
Note: International applicants must meet special standards described in this policy and in the Admissions Bulletin. The Admissions Committee may choose to conditionally accept students whose ability to maintain satisfactory progress in our Critical Studies curriculum is in question. Conditionally accepted students will be required to meet with the Institute Academic Advisor twice a year prior to class-sign up. The Institute Academic Advisor will develop an ongoing plan individual to the student’s needs which may include tutoring, counseling, or special workshops.

Admission Prerequisite

Undergraduate applicants to the Institute must provide a secondary (high) school transcript from a regionally accredited high school or must be working toward graduation or its equivalent at the time of application. Applicants will also be considered for admission on the basis of testing rather than secondary school graduation under the following circumstances:

  1. Upon presentation of an official General Education Development Exam (GED) report with a total score of at least 300 with no individual score below 55; or
  2. Upon presentation of a transcript from a regionally accredited college or university verifying at least 24 semester units of transferable college-level course work. The transfer credit must be in academic courses suitable for transfer toward Critical Studies or of a critical or analytic nature based in the student’s métier.

Applicants to MFA and MA programs must have earned an undergraduate degree from a regionally accredited college or university. Applicants to the DMA program must have a Master’s degree or equivalent in a relevant field from a regionally accredited college or university, or a Master’s degree in another field with skills and knowledge demonstrably commensurate with a Master’s degree in music.

International Students: Credentials, diplomas and certificates of secondary school and college-level work must be presented in official English translation, with notations as to the numbers of hours attended per week and the total of weeks completed.

High School or Secondary School transcripts verifying graduation, transcripts from all colleges or universities previously attended, and college or university transcripts verifying previous degrees must be received no later than the end of the student’s first semester of attendance. Students with transcripts outstanding at the end of the first semester of attendance will not be eligible to enroll for subsequent semesters.

Application Fee

In accord with policies approved by the Board of Trustees and the President, a non-refundable application fee is charged. The amount is set annually and is subject to review by the President.

The Director of Admissions may consider exception for payment of the application fee under special conditions:

  1. When a guidance counselor or financial aid officer at the applicant’s current school writes a letter on behalf of the applicant providing financial hardship information;
  2. When a College Board fee waiver is submitted;
  3. When the applicant is a spouse or child of a CalArts faculty or staff member;
  4. When the applicant is a former CalArts student;
  5. When the applicant has already been accepted and received a deferment of enrollment to the next year, or when the applicant has been placed on an official waiting list and reapplies for the next year.

All exceptions must be in writing. Any applicant who failed to complete the application process, or who was rejected for any academic year, must reapply and pay the non-refundable fee.

Admission Deposit

All students admitted to the Institute are required to submit an enrollment deposit. Deposit deadlines are indicated in the student’s offer of admission. This deposit assures the student of a place in school and is applied toward their tuition account when the student registers. The deposit is non-refundable, even if the student does not register. The amount of the deposit is set annually by the President. An additional housing deposit is required for students requesting on-campus housing.

Provisional admission may be granted when:

  • The dean and faculty have reservations about a student's preparedness to meet the artistic standards of admission established by the Schools; but the student is seen by them to have the potential which merits an opportunity to develop.
  • A student has not completely fulfilled Institute requirements for admission, such as providing transcripts to substantiate high school or previous college work or such as obtaining an acceptable TOEFL or IELTS score.

Provisional Admissions

Provisional admission may be granted when:

  • The dean and faculty have reservations about a student's preparedness to meet the artistic standards of admission established by the Schools; but the student is seen by them to have the potential which merits an opportunity to develop.
  • A student has not completely fulfilled Institute requirements for admission, such as providing transcripts to substantiate high school or previous college work or such as obtaining an acceptable TOEFL or IELTS score. 

Whenever provisional admission is granted

The student will receive written notification that admission is provisional, the reasons for that status, what is required to gain admission to regular good standing, the time allowed to fulfill those requirements, and the consequences of not meeting. them.

When provisional admission relates to an artistic/academic decision made within one of the Schools

  • BFA students must complete the requirements for termination of the provisional status within the first two semesters of residence; MFA students must comply within the first semester of residence.
  • A regular review of the student's work will be held within the BFA student's second semester of residence or the MFA student's first semester of residence. The review will be conducted by the mentor with a regular review committee. A decision shall be made either to terminate the provisional status and grant regular enrollment status, or to terminate the student's enrollment at CalArts. 
  • A written report of the decision of the review committee will be prepared and sent to the student, the Registrar, the Director of Financial Aid, and the Dean no later than one week before the last class day of the designated semester in residence.

When the provisional status relates to transcripts or administrative requirements:

  • Both BFA and MFA students will be given one semester to fulfill requirements for termination of the provisional status.
  • At the end of the first semester of residence, the Registrar will review the student's status and records. If the requirements to achieve regular statudent status have not been fulfilled, the student will receive written notification that their CalArts enrollment is in jeopardy of termination. Copies of the notice will be sent to the school dean, mentor, and Financial Aid Office. Students will have until the last day of late registration of the following semester to fulfill requirements or enrollment will be terminated. 
  • Non-English speaking students who fail to achieve the TOEFL or IELTS score required for CalArts admission may not be admitted to the BFA program.

Dated: May 15, 1998

English Language Proficiency

There is no intensive English language program offered at CalArts. Applicants are expected to be proficient in the English language before applying for admission. Applicants from non–English speaking countries must present evidence of proficiency in the English language at a level that will permit undertaking and completing the course of study:
 
1. Applicants must take the Internet based version of the Test of English as a Foreign Language (TOEFL ibt), or the academic version of the International English Language Testing System (IELTS). Students attending U.S. accredited high schools abroad or in the U.S. may submit a SAT Critical Reading and Writing score of 500 or above in lieu of TOEFL/IELTS

2. Minimum scores for admission are 80 TOEFL ibt or 6.5 IELTS for undergraduates and 100 TOEFL ibt or 7 IELTS for graduates.

3. Any exceptions to the minimum standard requires special approval from the Provost, the Dean of the school, the Program Director, the Director of Admissions and the International Student Advisor or other designated officials.  In some cases a student may be conditionally accepted. Students who have not taken the TOEFL or IELTS are not eligible for conditional acceptance. Students conditionally accepted for low test scores will be required to: 

a. Complete an intensive English Language program prior to their enrollment.

b. Retake the TOEFL/IELTS and submit an updated score.

c. Meet with an Academic Advisor.

d. Take the English placement exam during Orientation.

4. CalArts reserves the right to require the TOEFL, IELTS, or SAT at any point during the application process of any applicant whose English proficiency is in question.

5. All students for whom English is a second language, whether they have met the TOEFL/IELTS requirements or not, will be required to take a writing placement test during orientation week at CalArts. Non-native speakers will not be allowed to sign-up for critical Studies course work until they have taken the test. CalArts reserves the right to require English as a Second Language, or Supplemental English for Artists (both two semester courses) of any student who demonstrates insufficient English proficiency on the writing placement test.

Policy Category:
Revised Date:
May 2012

Alcohol and Drugs Policy

Both federal and state laws prohibit the unlawful possession or distribution of illicit drugs and alcohol. In the state of California, anyone under the age of 21 cannot be served or be in possession of alcohol. CalArts also has standards that prohibit the unlawful possession, use, transport, manufacture or distribution of illict drugs, drug paraphernalia or simulated drugs and alcohol by students, staff and faculty on Institute property or as part of the Institute’s activities. Alcohol may not be sold anywhere on the CalArts campus. Violations of the Institutes alcohol and drug policy will be addressed as disciplinary actions.

Reference to alcohol includes any beverage, mixture or preparation containing ethyl alcohol such as beer, wine and all forms of distilled liquor. Drugs are any substance that have known mind or function altering effects on a human subject, specifically including psychoactive substances and including but not limited to substances controlled, regulated or prohibited by state and federal laws.

CalArts permits the lawful serving of alcoholic beverages at parties and receptions that have been approved by the Vice President and CFO. Students, faculty and staff who wish to host receptions in connection with approved events should fill out the appropriate application with the Institute Schedulers in the Service Center/Mailroom at least one week prior to the proposed event. In the public areas of campus, the only permitted alcohol is alcohol served at approved receptions or parties. Alcohol is generally not approved for events before 5 p.m. Monday-Friday. The Vice President and CFO makes the final decision on any issues regarding the date, time or nature of an event. After approval from the relevant offices, the host of the reception must discuss the event with the Activities Coordinator in the Student Affairs Office in order to schedule a trained bartender to serve the alcohol to those of legal drinking age.

Responsible Action: CalArts is concerned that in a medical emergency involving alcohol or drugs, students may refrain from calling for help because of fear that doing so might subject them to disciplinary action. Therefore, in order to encourage responsible actions, students for whom medical assistance is sought or those who seek medical assistance for themselves or others, will not be disciplined by CalArts for violating the Alcohol and Drug Policy. This Responsible Action policy applies only to alcohol and drug-related emergencies. Students granted amnesty will not be exempt from disciplinary sanctions resulting from other policies that they violate while under the influence. The use of alcohol and drugs can adversely affect one’s health and may negatively impede the learning process and creative art making. In accordance with the Drug-Free Schools and Communities Act Amendments of 1989, CalArts is informing you of the Institute’s policies of drugs and alcohol and the health risks associated with use.

Drug                                                                                                                           Known Possible Effects
Alcohol Hangover, psychosis, ulcers, malnutrition, liver damage
Amphetamines Nervousness, paranoia, hallucinations, dizziness, tremors, decreased mental ability, delusions, seizures, death
Cannabis (Marijuana, Hashish) Increased heart rate, blood-shot eyes, dry mouth & throat,increased appetite, short term memory loss, reduced coordination, long term effects: chronic bronchitis, and lung cancer
Cocaine/Crack Tremors, nasal bleeding & inflammation, toxic psychosis, convulsions, death
Hallucinogens (LSD, mescaline & psilocybin) Dilated pupils, increased heart rate & blood pressure, & psilocybin) hallucinations, Violent episodes may result in self-inflicted injuries, paranoid & violent behavior
Heroin (opiate drug) Slowing of heart-rate so that coma or death may occur
Inhalants, Nitrates Headaches, dizziness, accelerated heart rate, hallucinations
Narcotics Respiratory & circulatory depression, dizziness, vomiting, withdrawal, stupor, death
Psychedelics Impaired driving ability, depression, paranoia, psychosis
Tranquilizers Hangover, jaundice, coma, death

Referrals
Office of Student Affairs (661) 253-7873 or (661) 253-7871 calarts.edu/student-services/health/counseling/ The Office of Student Affairs offers two personal counselors, who are licensed Marriage and Family Therapists for current students to talk with in a confidential setting.

Off-campus referral information about Alcoholics Anonymous can be obtained by visiting www.alcoholics-anonymous.org. Other treatment options (such as SMART Recovery) may also be available.

Additional off-campus referrals and resources can be obtained by contacting: Santa Clarita Valley Central Office of Alcoholics Anonymous 24 Hour Phone: (661) 250-9922 26951 Ruether Ave. Suite B-6 Santa Clarita, CA 91351 www.aascv.org

Narcotics Anonymous (NA) Newhall/Saugus Santa Clarita (661) 299-5599
Known Possible Effects
Known Possible Effects
Nervousness, paranoia, hallucinations, dizziness, tremors, decreased mental ability, delusions, seizures, death
Nervousness, paranoia, hallucinations, dizziness, tremors, decreased mental ability, delusions, seizures, death
Nervousness, paranoia, hallucinations, dizziness, tremors, decreased mental ability, delusions, seizures, death

Hangover, psychosis, ulcers, malnutrition, liver damage
Hangover, psychosis, ulcers, malnutrition, liver damage

Hangover, psychosis, ulcers, malnutrition, liver damage

Hangover, psychosis, ulcers, malnutrition, liver damage

Alcohol Policy for Schools and Departments

The health and well being of every CalArts faculty and staff member is the primary focus of the following policy. The Institute recognizes that responsible alcohol use can be compatible with healthy adult behavior and successful social events. However, CalArts complies with and enforces all state and federal laws governing alcohol consumption and distribution.

I. Party and Social Events Regulation

The Institute allows schools and departments to host parties and social events that serve alcohol. This is referred to as an “approved reception.” ALCOHOL MAY BE SERVED ONLY AT APPROVED RECEPTIONS. RECEPTIONS MUST BE SCHEDULED THROUGH THE INSTITUTE SCHEDULERS IN THE SERVICE CENTER/MAILROOM AT LEAST 7 DAYS PRIOR TO THE EVENT. If the reception is catered, the alcohol may be served by a licensed caterer. For other receptions, the Office of Student Affairs will arrange for securing the services of trained bartenders who will place alcoholic beverages in secure and controllable areas and refuse service to anyone who is under 21 or appears to be intoxicated. The Institute reserves the right to revoke or alter the specific spaces in which approved receptions can be held and the frequency with which approval may occur.

  • Beer and wine are the ONLY alcoholic beverages that may be served or consumed at approved receptions. THIS MEANS NO HARD ALCOHOL. Sufficient non-alcoholic beverages must be made available in addition to alcoholic beverages. 
  • Beer includes all fermented beverages with an alcohol content of less than 6%. Wine includes champagne and other sparkling wines with an alcohol content of up to 14%. 
  • Alcoholic beverages may not be sold at any campus event without an appropriate State license. 
  • Individuals are prohibited from bringing their own alcoholic beverages to any approved reception or from taking alcoholic beverages out of events or social functions. 
  • Only a reasonable amount of alcohol should be served, considering the number of guests and the length of the event. 
  • Parties and events must generally take place between 5:00 p.m. and 2:00 a.m. No alcohol can be served after 2:00 a.m. 
  • The faculty or staff person that registers the reception shall be considered the event host. Hosts must: 1) supply, and in conjunction with the assigned bartender, secure and set up alcohol, cups, openers, etc.; 2) ensure that no person under 21 years of age or who is obviously intoxicated is served; 3) ensure that the event does not violate Institute noise policy; 4) ensure that the event is not excessively crowded; 5) be present and sufficiently sober to carry out all hosting obligations for the duration of the event. Hosts who fail to fulfill any of these obligations will no longer be permitted to register an event and may be subject to Institute sanctions.

II. State and Federal Laws

  • California has a strict host liability law. If a person sells or serves alcohol, he or she can be held responsible in a court of law for the conduct of any individual who is served if that person subsequently injures himself or herself, becomes ill, dies, or injures a third party. This is especially true when the person served is a
  • minor or is already intoxicated.
  • It is illegal to sell, furnish or give alcoholic beverages to anyone under 21 or to anyone who is obviously intoxicated.
  • It is illegal to sell alcohol without a valid license or permit. 
  • It is illegal to drink while driving. 
  • It is illegal to have an open container of alcohol in a moving vehicle. 
  • It is illegal to drive under the influence of alcohol. In California anyone driving with a .08 or greater blood-alcohol content is considered "driving under the influence" and subject to loss of their driver's license and other penalties. These penalties can include incarceration. 
  • It is illegal to ride a bicycle or to operate a water vessel, water ski or aquaplane while intoxicated. 
  • The federal government, through the Drug Free Schools and Communities Act, requires that colleges enforce state and local laws concerning alcohol and drugs in order to remain eligible for federal funds including federal student financial aid. 
  • Employees of CalArts should be familiar with the Institute’s Alcohol and Drug Policy, and are expected to report violations to Security.
Policy Category:

Approval and Signing Authority

California State law vests the authority of management of the Institute in the Board of Trustees. Accordingly, the Board of Trustees provides that:

  1. The President, or his designee, shall have the authority to sign contracts and documents in the name of the Institute, except to the extent such authorization is restricted by the Board of Trustees.
  2. The Vice Presidents shall be administrative officers of the Institute with such powers and duties as are delegated to them by the President.

Agreements between the Institute and external entities in which the Institute provides goods, services, or other deliverables in return for consideration are commitments that bind the Institute.  In general, they must be executed by an Officer of the Institute.  Corporate officer’s are appointed annually by the Board of Trustees.  This is designed to ensure that external engagements are consistent with the goals and objectives of the Institute, are priced adequately and correctly and do not expose the Institute to unacceptable financial or legal risks.

The authority granted by the Board of Trustees has been refined by specific limitations of authority as set forth in this policy.

This policy:

  1. Defines the monetary thresholds for approval authority for transactions which commit or expend Institute funds.
  2. Sets forth principles for guidance to operating units in implementing approval authority practices and procedures.
  3. Specifies those decisions requiring Board and/or institutional approval.

Purchases/Capital Projects

Consistent with the Institute’s budget plan and objectives (the construction of new buildings and additions, alterations or renovations to existing buildings as well as to site services and landscaping):

Approval authority for this category of transactions is based on dollar value.  A transaction is any act which binds or commits the Institute.  The size of a transaction is its collective amount over the entire period of commitment.

Up to $50,000 – requires approval by a dean or department head.  The dean or department head may delegate this authority to an authorized signer(s) within the school or department.  Deans and department heads will submit an authorized signer form to accounts payable annually to define this authority.

$50,001 to $250,000 – requires approval by the President, Treasurer/CFO, Assistant Treasurer/Controller or Vice President Operations.  All transactions must be approved by an authorized person other than the one who initiated the purchase or project.

$250,001 to $750,000 – requires approval by the Finance, Investment and Audit Committee or the Executive Committee.  At the next meeting, the Board of Trustees will be informed of the approval of these transactions.

Over $750,000 – requires approval by the Board of Trustees

Contracts for Services/Equipment Leases/Settlement Agreements

Consistent with the Institute’s budget plan and objectives.

Approval authority for this category of transactions is based on dollar value.  The size of a transaction is its collective amount over the entire period of commitment.

Up to $50,000 – must be approved and signed by the CFO/Treasurer or the Assistant Treasurer/Associate Vice President and Controller in the absence of the CFO.  An exception can be made with contracts for services if CalArts standard personal services contract is used.  Officers, deans and department heads may approve and sign a standard CalArts contract for services. 

$50,001 to $250,000 – requires approval by the President, Treasurer/CFO, Assistant Treasurer/Controller or Vice President Operations.  All transactions must be approved by an authorized person other than the one who initiated the transaction.

$250,000 to $750,000 – requires approval by the Finance, Investment and Audit Committee or the Executive Committee.  At the next meeting, the Board of Trustees will be informed of the execution of these transactions.

Over $750,000 – requires approval by the Board of Trustees

Contractual Obligations to Provide Goods or Services (new business opportunities)

Consistent with the Institute’s budget plan and objectives - commitments require review by the CFO/Treasurer.  The CFO/Treasurer will submit a recommendation to the President or Provost for final approval and signature.  At the next meeting, the Finance Investment and Audit Committee will be informed of the execution of these transactions.

Approval Authority for Specific Transactions

Consistent with the Institute’s budget plan and objectives:

Borrowing Resolutions:

  1. Borrowing resolutions require approval of the Finance, Investment and Audit Committee or the Executive Committee. 
  2. Lines of credit require approval of the Finance, Investment and Audit Committee or the Executive Committee.
  3. Letters of credit require approval of the Finance, Investment and Audit Committee or the Executive Committee.
  4. Extensions of approved lines of credit or letters of credit require approval by the President, Treasurer/CFO, Assistant Treasurer/Associate Vice President and
  5. Controller or Vice President for Operations
  6. Any new borrowing will be reported to the Board of Trustees at the next regular meeting.

Banking Relationships (new) - requires approval by the Finance, Investment and Audit Committee or the Executive Committee. 

Banking – new bank accounts require approval by the President, Treasurer/CFO, Assistant Treasurer/Controller or Vice President Operations.  At the next meeting, the Finance, Investment and Audit Committee will be informed of the execution of these transactions.

Investment Policy and Contracts – The Board of Trustees has delegated the responsibility for investment activity to the Investment Subcommittee of the Finance, Investment and Audit Committee.  Please refer to the CalArts’ Investment Portfolio Policy for details.

Retirement Plan Consultants and Service Providers - requires approval by the Finance, Investment and Audit Committee or the Executive Committee. 

Audit Services – The full Board of Trustees will select the independent outside audit firm of the Institute, following recommendations from the Finance, Investment and Audit Committee.  Once the audit firm has been approved by the Board of Trustees, the Finance, Investment and Audit Committee of the Board will approve the annual audit engagement.

Real Estate Transactions (including acquisitions, sales, leases etc.) - require approval by the Board of Trustees

Compensation – the President’s contract and related compensation decisions require approval of the Executive Committee acting as the Compensation Committee.  Compensation for officers of the Institute requires approval by the President and will be reported to the Executive Committee.

Payroll Services (new vendor) – requires approval by the Finance, Investment and Audit Committee or the Executive Committee. 

Gift Policy - requires approval by the Finance, Investment and Audit Committee or the Executive Committee.   

Retention of Legal Counsel – requires approval by the President.

Insurance Contracts – requires approval by the President, Treasurer/CFO, Assistant Treasurer/Controller or Vice President Operations.

Fundraising Campaigns – requires approval by the Board of Trustees.

Trademark – requires approval by the President and the Chairman of the Board.

Institute Seal – is to be used by either the CFO/Treasurer or the Board Secretary.

Non-monetary Documents/Contracts – require signature by an officer of the Institute.

Check Signing

(refers to any disbursement method, including but not limited to wire transfer and payments via the internet):

Persons holding the following positions will have check signing authority:

  • President
  • Provost
  • Vice President and Chief Financial Officer, Treasurer
  • Associate Vice President and Controller, Assistant Treasurer
  • Vice President of Institutional Advancement
  • Associate Provost
  • Vice President Operations and Chief Information Officer
  • Associate Vice President Facilities and Administration
  • Director of Human Resources

All disbursements require proper departmental/budget approval and appropriate review by the accounting office based on internal control procedures for the cash disbursements cycle. 

Any of the above authorized persons may sign a check up to $1,000.  A facsimile or mechanical signature may be used in lieu of a manual signature for checks up to $1,000.  Proper approval and review must have been completed prior to the signature of any check.

Any check greater than $1,000 requires 2 manual signatures.

Changes to this document require approval by the Executive Committee and the Board of Trustees.

Policy Category:
Adopted Date:
Mar 2012

Bicycles, Skates, Skateboards, Scooters

In order to ensure the safety of everyone walking in the hallways of the academic building and housing areas, no one is allowed to ride bicycles, rollerblades, skates, skateboards, scooters or any other motor driven vehicle within the campus buildings or on the ramps, porches or other areas in front of the entrance to the buildings. Rollerblades, roller-skates, skateboards, bicycles and scooters cannot be ridden in any of the hallways of Chouinard Hall or Ahmanson Hall. All violations will be reported to the Facilities Management Office. The penalty for violations is a $25 fine.

Penalty
All violations will be reported to the office of the Vice President for Administration. The penalty for violation will be a fine for $25.

Policy Category:

Budget: Annual Budget

General
Each year the Institute prepares an annual budget for approval by the Board of Trustees.

Budget calendar 

Preparation 
The budget calendar will be prepared by the Vice President for Administration and Provost by September of each year.

Changes in calendar
Any changes in the budget calendar will be reviewed by the Vice President for Administration and Provost with the Deans Council, the Academic Council and the Staff Council. 

Current timelines 

  1. Enrollment projections.
    Each October the Provost, Vice President for Administration, Controller, Dean of Enrollment Management, Director of Admissions and the Associate Provost will discuss with each dean and the respective program director, the projection to be used for the following fall enrollments.
  2. Tuition and room rates.
    Tuition and room rates for the following academic year are approved by the Board of Trustees at their December meeting. The administration's recommendation for the tuition rate will be reviewed with the Deans Council, Academic Council and Student Council prior to the submission of the recommendation to the Board of Trustees.
  3. Scholarship budget.
    The total dollar amount to be included in the budget for scholarships is approved by the Board of Trustees at their December meeting. The administration's recommendation for the scholarship budget will be reviewed with Deans Council and Academic Council prior to submission to the Board of Trustees.
  4. Salary and benefit discussions.
    The administration's overall recommendation for salary adjustment funds and any changes in benefit plans will be discussed with the Deans Council, Academic Council, and Staff Council beginning in October. The recommendation will be included in the budget submitted to the Board of Trustees for their approval.
  5. Academic planning.
    One or more joint meetings of the Deans Council and the Academic Council will be held each academic year to discuss academic planning
  6. Annual budget.
    The total annual budget will be submitted to the Board of Trustees for approval at their March meeting.

Budget process 

  1. Planning
    Deans and department heads will meet with their faculty/staff each fall to discuss plans for the coming year. Changes that require funding will be discussed with the Provost, Vice President for Administration, Controller and Associate Provost in advance of budget submissions.
  2. Budget requests 
    The Provost and Vice President for Administration will send the deans and department heads the worksheets to be used in the preparation of their budget request for the next year's budget.
  3. Review of budget requests
    The Provost, Vice President for Administration, Controller and Associate Provost will meet separately with each dean, department head, the President of Academic Council and the President of Staff Council to review their budget requests.
  4. Preliminary budget 
    The Vice President for Administration will prepare a preliminary budget. The preliminary budget will be reviewed by the President, Vice President for Advancement, Vice President for Administration, Vice President for Special Projects, Provost and Associate Provost (the President’s Planning Group). Additional meetings will be held between the Provost, Vice President for Administration, Controller and Associate Provost and each dean and department head as necessary to review and/or adjust the preliminary budget. The final preliminary budget will be reviewed with the Deans Council and the Academic Council prior to its submission to the Board of Trustees.
  5. Recommended budget 
    The President will submit to the Board of Trustees the annual budget for their approval. The chairman of the Board of Trustees may request the Board's Executive Committee and/or Finance, Investment and Audit Committee review the budget prior to submission to the full Board of Trustees.
  6. Approved budget
    After the budget is approved by the Board of Trustees the Controller will prepare the "Printed Budget" for each school and department.
  7. Budget Committee
    The Provost, Associate Provost, Vice President for Administration, and the Controller in consultation with the President constitute the "Budget Committee." The Budget Committee will monitor the Institute's actual performance as measured against the approved budget. All requests for additional funds will be reviewed by this Committee. The allocation of Institute contingency funds will be the responsibility of this Committee. The Committee will meet as often as needed.

Policy Category:

Budget: Budget Change Notice

A Budget Change Notice will be originated by a school/department to make a change in a line budget.

Schools and departments who report to the Provost will send the Budget Change Notice to the Provost for approval. All other departments will send their Budget Change Notice to the Vice President for Administration for approval.

After the budget change notice has been approved it will be forwarded to the Controller for processing.

Policy Category:

Budget: Coffee Service

If coffee, snacks, bottled water or other items of a personal nature are desired in any school or department all expenses, including the equipment and any necessary supplies, must be funded from non-institutional sources.

Coffee and snacks are available on a cash and carry basis in the cafeteria. Bottled water is available from the vending machine on a cash and carry basis.

Policy Category:

Budget: Legal Matters

Official Institute contacts with attorneys should have prior approval from the President, the Vice President for Administration, or the Provost. This is necessary for budget control purposes and also has been suggested by our attorneys for their convenience.

Please see the Vice President for Administration if you have any questions.

Policy Category:

Budget: Provision for Overtime

In order to control the salary budgets all payments for overtime for non-exempt staff will be charged to a specific budget account: Non-academic Salary – Overtime. If any Dean or Department Head contemplates overtime in his/her activities during the year, he or she should transfer funds to this account from whatever budget might be appropriate.

Policy Category:

Building & Grounds: Use of Institute Facilities by Outside Groups

In order to clarify the use of Institute space and facilities by outside groups the following guidelines will be used:

  1. Use of space will be confined to groups who are sponsored by schools, departments or administration; or community nonprofit groups who are involved in fund raising for community purposes.
  2. Approval of such use must be given by the President or Vice President for Administration. All inquiries should be routed through the Office of the Vice President for Administration.
  3. The Vice President for Administration or his designated representative will make arrangements for space with the school/department to which the space is assigned.
  4. Generally speaking, no space may be used if it interferes with an academic or other Institutional program. Exceptions may be made only with the express permission of an administrative officer of the activity which is being dispossessed.
  5. Appropriate charges for use, special services, and clean up will be billed to the organization which uses the space.
  6. Exceptions to the above may be made to the Vice President for Administration or the President.

     

Policy Category:

Building Access

When classes are in session all major entrances to the main building remain open. During holiday and vacation periods, the main building is accessible through the major entrances between 7 a.m. and 6 p.m. on normal business days. Access at other times is through the loading dock door near the Campus Safety office. Students will be asked to present a valid CalArts ID card to sign in and out of the building.

During the academic year, access to certain rooms/spaces within the Institute may be restricted by the schools (e.g., costume shop, music practice rooms, editing rooms) and special keys or passes may be required. See individual school’s administrative assistants.

During the summer months, building and facilities access may be restricted. Use of practice rooms, studio spaces, equipment and other facilities is by specific approval of school offices and/or the administration. The facilities of the Institute are often committed to special events and groups during the summer months and students must not assume access to and use of the facilities.

Policy Category:

Building and Grounds: School Equipment

Equipment purchased or manufactured by Institute shops and labs must conform to established regulations covering campus safety, fire, health and other applicable state, county and city codes, and must have UL approval.

The Facilities Management Department is concerned with Institute equipment only in reference to its relationship and compatibility with the environment in which it is to be placed, i.e. utility demand, effect upon structures and its physical installation. It will not be the responsibility of the Facilities Management Department to evaluate the need for such equipment or to prescribe manufacturer or source of purchase.

I. Procurement and Installation

A. Schools and departments are encouraged to seek consultation with Facilities Management prior to ordering or manufacturing equipment which may create problems of installation or operation as related to buildings or utilities. Facilities Management will confer with the activity involved to make arrangements for any building or utility modification.

B. Equipment satisfying the following requirements is NOT involved:

  1. Will require no alteration or permanent connection to building utilities. 
  2. Will not require water, steam, gas, air or vacuum connections or other utility service. 
  3. Will draw no more than 1000 watts of electric power from buildings. (All electrical equipment must be equipped with three-wire, grounded power cords and three-pronged plugs and UL approved.) 
  4. Will not require external electrical power other than 110-220 V, 60 cycle, A.C. 
  5. Will not require special mounting or attachment to structures or building furnishings. 
  6. Will not require building alterations. 
  7. Will not impose a floor load in excess of fifty pounds per square foot. 
  8. Will not produce excessive noise or vibration. 
  9. Will not introduce safety hazards or obstruct stairwells or passageways.

II. Maintenance 

A. Maintenance of equipment purchased or manufactured by schools/departments will be the responsibility of the owning school/department.

B. Facilities Management will periodically inspect ALL equipment to check compliance with known safety codes. Corrections or violations will be made at the expense of the school/department in which the equipment is used. The school/department may make its own corrections, provided that the Director of Facilities Management gives prior approval.

C. Schools and departments are encouraged to utilize the service of the Facilities Management Department for continuing maintenance.

Policy Category:

Buildings and Grounds: Buildings, New Construction or Renovation

I. GENERAL 
To ensure that long-term considerations as well as building codes, health and safety codes and concerns, ADA regulations, and specific needs are taken into account when constructing new areas or major modification or major remodeling of existing areas within the buildings, this policy is to be followed.

II. APPROVAL 

A. Preliminary

When a school or department wishes to initiate a building construction project an informal preliminary review process will be required. 

The review will be done by a committee composed of the Dean or Department Head or their delegated representative (requestor), the Provost, the Vice President for Administration and the Controller, with the advice of the Director of Physical Plant. The Vice President of Planning and Advancement will be included when donor funding is involved. The President will be kept advised of all proposed projects.

The purpose of this process is to review the proposed project, the funding source, the estimated costs, and the support that it will require (HVAC, electrical, plumbing, access, etc.).

B. Board of Trustees 
Major capital projects will be reviewed and approved by the Board of Trustees. The projects to be referred to the Board of Trustees involve major renovation, new building construction, and any other project as determined by the President.

C. Costs 
After preliminary approval by the Preliminary Review Committee a project budget will be developed. This budget is to include all costs associated with the project. It includes (as applicable) the following: construction (HVAC, electrical, plumbing, etc.), equipment and furniture, telephone installation, computer network cabling and installation, relocation costs, and a contingency for changes. The project budget will be submitted to the Budget Committee for their review, if necessary.

D. Construction Plans 


1. Use of architect/consulting engineer 
Where necessary an architect and/or consulting engineer will be employed to develop construction plans for submittal to the City/County agencies. The employment of an architect will be the responsibility of the Vice President for Administration in consultation with the requestor and with the approval of the President.

2. Drafting 
When an architect is not required but a building permit is required, plans will be drawn by either the Physical Plant Department or a draftsperson selected by the requestor in conjunction with Facilities Management and approved by the Vice President for Administration.

3. Project specifications 
Projects which do not require a building permit will have specifications of each element detailed so that bids (either internal or external) can be accurately obtained. Requestor will discuss and submit to Facilities Management their specifications. Specifications if modified by Facilities Management will be returned to the requestor for their approval.

E. Plan Review 
Plans will be reviewed and approved by the school/department for whom the work is being done together with the Facilities Management Department.

F. Plan Approval - Government agencies 
For projects requiring a building permit, the architect, the Facilities Management Department, the contractor or the requestor as authorized by the Vice President for Administration in coordination with the Facilities Management Department, will be responsible for submitting the plans and obtaining the required governmental approvals. Normally, the actual building permit is not obtained until the contractor has been selected and construction is ready to commence.

G. Bidding 
Construction projects may either be done by an outside contractor or by the Facilities Management staff. The requestor may submit names of contractors to be included on the bid list. The determination will be made by the Vice President for Administration in conjunction with the Director of Facilities Management and the requestor.

1. Facilities Management 
All projects done by Facilities Management will have a cost estimate prepared which will be a "not to exceed" cost. When changes are required by the City Building and Safety Department, the County Fire Department or other governmental agencies, after the building permit has been issued these "change orders" will be over and above the original cost estimate.

2. Outside contractors 
When outside contractors are to be used the Facilities Management Department will in conjunction with the requestor, will be responsible for contacting potential bidders (contractors) and for conducting on-site inspections of the project with potential bidders. Any projects with a cost in excess of $5,000 will require two bids or a valid justification for less than two bids. The selection of a contractor will be made by the Director of Facilities Management, the Vice President for Administration and the requestor. Factors to be considered are the bids, proper licenses, ability to perform the required job, financial capacity and proper insurance coverage (liability and workers compensation). A completion bond may be required depending upon the financial strength and track record of the successful bidder. This will be determined jointly by the Vice President for Administration and the Director of Facilities Management.

H. Cost Approval 
When the bids or the cost estimates are received the review committee (requestor, Provost, Vice President for Administration, Controller and Director of Facilities Management) will meet to review and approve the costs. The President will be kept advised and have final approval authority, when appropriate. Major capital projects may be subject to further Board of Trustee review and approval.

III. CONSTRUCTION 

A. Contracts 
All contracts will be signed by the Director of Facilities Management or the Vice President for Administration.

B. Inspections and Payments 
The architect (if applicable), the Facilities Management Department and the requestor will inspect the construction done by an outside contractor and authorize payments as called for in the contract. Normally, a 10% hold will be deducted from each payment until the project is completed.

C. Change Orders 
Change orders will be approved by the Director of Facilities Management after discussion with the requestor and Vice President for Administration. Those costs that cannot be included within the contingency allowance will have to have a funding source identified prior to approval.

D. Completion 

Normally, areas will not be occupied until the City building inspector (if applicable) has signed off on the project. For all construction outside the existing buildings (new buildings) a "Notice of Completion" will be filed by the office of the Vice President for Administration.

Policy Category:

Buildings and Grounds: Equipment Policy

All borrowers of school equipment shall be responsible to abide by the rules governing usage. Should equipment be damaged, lost or stolen, borrowers will be responsible for the Institute's full replacement cost.

Borrowers who continually return equipment in damaged condition requiring repair will be placed on a list of persons not authorized to borrow equipment until specially cleared again by his/her school.

Policy Category:

Buildings and Grounds: On-Campus Selling

In order to ensure that students, faculty and staff are not bothered by salespeople trying to sell goods or services on campus, no outside person will be allowed to sell on campus without prior authorization of the Vice President, Chief Operating Officer. Anyone contacted by a person trying to sell goods or services on campus or requesting permission to sell on campus should refer that individual to the Vice President, Chief Operating Officer.

 

Policy Category:

Buildings and Grounds: Plant Care in Institute Offices

Due to the number of office plants it is not possible to use grounds personnel to care for office plants. Office personnel will be responsible for the care of their office plants.

Policy Category:

CalArts Policy on Creative Leaves

Purpose

The Faculty Creative Leave Program provides Regular and Technical Faculty with the opportunity to focus exclusively for one semester on the development of artistic, scholarly and/or teaching practices. It is one component of a broad commitment to support faculty development.

CalArts strongly believes that ongoing faculty professional development is fundamental to sustaining the strength of CalArts as an Institute dedicated to creative research and cultural innovation, and can demonstrably enhance teaching effectiveness and student experience. The achievements of our faculty of working artists and scholars, both directly and indirectly tied to pedagogy, make significant contributions in their disciplinary and interdisciplinary fields, enhance our institutional reputation for leadership in creative work and support our ability to attract and retain the most promising students.

Eligibility

Faculty members are eligible to apply for a Creative Leave in the following academic year if:

  • they hold regular or technical contracts at a minimum of .50 FTE at the time of application, and
  • by the beginning of the prospective Creative Leave they will have been continuously employed at CalArts for at least six years at .50 FTE or more, regardless of the type of contract, and
  • by the beginning of the prospective Creative Leave, at least six consecutive academic years will have elapsed since their last Creative Leave, if any.

Unpaid leaves do not count towards the six-year waiting period between Leaves. Medical, Maternity and Family Leaves, however, do count toward the waiting period between leaves.

Except in the case of medical emergency or in agreement with both the Dean and the Provost, the faculty member must take the leave during the academic year for which it was awarded. Faculty may request a specific semester for leave, but the scheduling of individual leaves within the academic year is agreed upon in conversation with the Dean and contingent upon academic priorities and the ability of the School to support its curriculum.

If a Leave is otherwise declined by the faculty member, s/he must subsequently reapply.

If the faculty member is asked by the Institute to defer an awarded Creative Leave by reason of administrative or educational needs of the Institute, their application will receive priority over all other applications in the next cycle in which the faculty member applies.

Failure to reasonably complete the agreed upon terms of a previous leave may be grounds for denial of the application.

Application Process

Creative Leaves are contingent upon the approval of a viable application/project proposal, with demonstrated benefit to the CalArts community.

The application packet consists of a completed Creative Leave Application form, a 1-3 page proposal, letters of commission or invitation as relevant, a statement of intention to undertake any teaching or other paid activities at another institution as known at the time, and a statement of support from the School Dean, confirming that the faculty member is eligible for a Leave and providing any additional context or supporting materials at the Dean’s discretion.

Complete application packets must be delivered by established Institute deadlines (usually in October) to the Faculty Contracts Administrator in the Office of the Provost. The proposal must describe clearly the specific project(s) that the applicant intends to pursue during the leave, as well as an analysis of how the leave will enhance the creative development of the recipient and the quality of the educational and creative experience at CalArts. Following an initial screening, applicants may be asked to submit additional documentation.

Awarding Procedure

Creative Leaves are awarded by the following process:

The review committee consists of nine representatives. There will be one elected faculty representative from each of the six Schools and Library, elected by faculty vote. Academic Council representatives may serve on the committee if elected by their school. Faculty members intending to apply for Creative Leave during the following year should excuse themselves from standing for election. The committee will also include the Co-Chair of Deans Council and the Chair of Academic Council.

The review committee makes recommendations to the Provost for a final decision.

The review committee evaluates proposals for leaves on the basis of the following criteria:

  • The quality of the proposal, including the promise of the work to further the applicant’s creative development, as well as to contribute to the quality of educational and programmatic offerings, and the visibility and reputation of CalArts;
  • The demonstrated success and effectiveness of the applicant’s last Creative Leave (if applicable); and
  • Demonstrated exemplary achievement in the areas of Institute service, teaching effectiveness and/or artistic production.

Creative Leaves are an institutional commitment. As such, each application is evaluated on its own merits, across all Schools and programs at the Institute.

The Provost will receive these recommendations in consultation with the Deans and take account of additional criteria including:

  1. Deferral of previous leave application by reason of administrative or educational needs of Institute.
  2. Denial of previous leave application by reason of Institutional budgetary constraint.
  3. Outstanding institutional concerns, including unsatisfactory contract and/or performance reviews, letters of warning or disciplinary actions specific and confidential to the individual applicant.
  4. Available funding.

The Provost will confirm the final selection of awards with the review/nomination committee prior to notifying individual faculty members of the awards, and be available to answer questions from the committee as appropriate.

The Deans Council representative and Academic Council Chair will report on the review process to their respective Councils. The Provost will make an annual report to the Academic and Campus Affairs Committee on the Creative Leave program, including process and outcomes.

Notification of a successful application for Creative Leave will be by the Provost Office, by no later than the first day of Spring semester each year, pending confirmation of the institutional budget by the Board in March.

Conditions

Faculty must teach at CalArts for at least one (1) year following the completion of the Leave or the Leave funds must be repaid to the Institute.

Implicit in the awarding of creative leaves is the expectation that faculty who receive them will not be expected to perform academic or administrative duties at CalArts. Faculty members receive 100% of their teaching salary, benefits and administrative stipends (if any) for one semester while on Leave. During the Leave, faculty do not receive compensation for auxiliary activities at CalArts, including stipends related to the Community Arts Partnership (CAP), “Special contracts” or consulting work, and the Institute will not expect this work of them, except in very limited cases at the request of the faculty member, and by mutually agreed upon arrangement with the School or Provost Office.

Upon award, those faculty who are granted creative leave will have their names and a brief summary of their proposal published on the Institute website, to celebrate their achievements and also to inform the broader community, including donors and students, of the creative activity of our faculty, and the Institute’s investment in it.

Faculty must submit a 2-3 page report by the end of the semester following their Leave, detailing any activities and accomplishments in relation to the original proposal. If the understanding of the relevance and productivity of the Leave evolves after the submission of this report, an amended report may be filed. Creative Leave recipients will also be asked to participate in an annual colloquium, open to faculty, students, staff and Trustees, in order to share their accomplishments with the larger community.

As a supporter of their work, faculty should acknowledge CalArts and its Creative Leave Program in press releases, programs, credits/acknowledgments and collateral materials related to the work undertaken during leave.

Financial Contingencies

CalArts will make every effort to fund the Faculty Creative Leave Program as a necessary investment in the creative infrastructure of the Institute, with sufficient resources to support leave in any given application cycle for 1/7 of the total number of regular and technical faculty contracted by CalArts at .50 FTE or more.

However, the available number of creative leaves each year will be announced in December as part of the budgetary process, subject to final budget approval by the Board.

Policy Category:
Adopted Date:
Nov 2012

CalArts Privacy Policy

CalArts Privacy Policy

Policy Statement 

This policy describes how California Institute of the Arts (“CalArts,” “we,” “our,” and/or “us”) uses and protects information collected through regular use of CalArts’ resources. This policy is intended to be consistent with the provisions of the Internet Security and Privacy Act, the Freedom of Information Law, the Personal Privacy Protection Law and the General Data Protection Regulation (GDPR). 

CalArts complies with the Family Educational Rights and Privacy Act (FERPA) as it pertains to student records. FERPA allows for the release of specified directory information at the discretion of CalArts. However, we will not disclose your personally identifiable information without your explicit consent, except to school officials with legitimate education interest. By submitting your personal information, you are consenting to CalArts holding and using your information in accordance with this policy. For more information about your rights under FERPA, please review the CalArts FERPA policy.

Information We Collect

We may collect and process the following information about you:

Registration information, including: 

• Your name

• Personal email address

• Phone number

• Social Security Number

• Date of birth

• Employer information

• Program information

• Mailing address

• Demographic information

Payment Information, including: When you add a credit card or payment method to your account, a third party processor receives your card information. CalArts does not store full credit card information on our servers.

Communications: We may keep a record of any correspondence and any information provided.

For information on retention please see the CalArts Data Retention Policy 

How We Use Personal Information

Personally Identifiable Information

Personal information allows us to provide you with products, services and information and enables us to offer a customized experience CalArts.edu and associated websites and services. We use personal information for the purposes described in this privacy policy or otherwise disclosed to you on our site.

• We use the Personally Identifiable Information (PII) you submit and related correspondence for processing and administrative purposes relevant to your relationship with CalArts.

• We may share your PII with internal CalArts partners, services, and systems.

• We maintain industry standard security controls to ensure the integrity and security of any PII we collect.

Non-Personally Identifiable Information

We automatically receive and retain certain types of information whenever you interact with CalArts and our associated services and platforms. This information may be used to monitor website traffic, assist with the navigation, generate statistics, measure site activity, or other actions intended to improve your experience.

Non-Personally Identifiable Information includes but is not limited to:

• Requested URL (Uniform Resource Locator)

• IP (Internet Protocol) address (this may or may not identify a specific computer)

• Domain name from which you access the internet

• Referring URL

• Software (browser/operating system) used to access the page

• Date and time pages were visited

Your general demographic data may be used in surveys compiled by CalArts and shared with our University and/or business partners.

Cookies and Tracking Technologies

We use "cookies" (small files placed on your computer) that enable us to recognize your browser to capture and remember certain information. For example, cookies may be used to identify you and maintain your signed-in status to CalArts services.

You may decline cookies if your browser permits, although doing so may interfere with your use of CalArts services. Most cookies are "session cookies," meaning that they are automatically deleted from your hard drive at the end of a session, like when your browser is closed. Your web browser may allow you to select a “Do Not Track” setting, which sends a signal to websites that you do not want information about your internet activity to be collected or tracked. Like many websites, this website does not respond to internet browser “Do Not Track” signals.

Cookies may be set by an organization other than CalArts. These “third-party cookies” may, for example, originate from websites such as YouTube, Twitter, Facebook, Google Plus or other social media services for which we have implemented plug-ins. Since the cookie policies of these sites change over time, you should determine their policies by visiting their privacy policy pages of these sites directly.

We employ web analytics technology that help us better manage content on our site. This technology can track your behaviors and activities on the Extended Studies platform.

Data Security

To prevent unauthorized access, maintain data accuracy, and to ensure the appropriate use of information we gather about you, we have taken commercially reasonable steps to protect the integrity of CalArts systems, platforms, and services and the information contained within.  

While we take reasonable precautions to protect your data, data security is the responsibility of all parties involved, and we cannot guarantee the security of your data.

You can help protect your account and information by:

• Protecting your login information and keeping it secure and unique.

• Creating a sufficiently complex password that would be difficult to guess.

• Avoid storing your password in a place where others can view it.

• Logging out of the CalArts services after use.

• Avoiding posting any account information, including links, in public forums. This could include posting pictures of account information on services like Instagram, Twitter, etc.

Disclosure

We may disclose your personal information if a government authority requests information or if disclosure is required or appropriate in order to comply with laws, regulations, or a legal process.

All of the information (personally identifiable and otherwise) discussed in this Policy may be transferred to third parties in the event of sale or merger of CalArts, a transfer of its assets, or in the event of a bankruptcy.

Links

This Privacy Policy applies to CalArts and websites or services we directly control only. There may be links to other websites or services that are outside of our control. We are not responsible for the privacy practices of other sites and services and recommend you read their privacy statements.

Protection of Minors

We do not knowingly collect or maintain Personally Identifiable Information from persons under 13 years of age.  We will take appropriate steps to delete any Personally Identifiable Information of persons less than 13 years of age that has been collected without verified parental consent upon learning of the existence of such Personally Identifiable Information.

Contacting Us

If you have questions or issues regarding CalArts’ privacy practices or policies, please contact us by email at privacy@calarts.edu or at:

California Institute of the Arts

Attn: Privacy Officer / IT

24700 McBean Parkway

Valencia, California 91355

Changes to this Policy

This Privacy Policy is subject to change without notice. If CalArts  makes any changes to this policy, we will change the "Updated" date below. We encourage you to review our Privacy Policy whenever you access this site to stay informed about our information practices and the ways you can help protect your privacy. 

Updated May 24, 2018

 

Policy Category:

CalArts Travel Policy

Forms can be found at https://hub.calarts.edu/travel/

CalArts is committed to safe travel for students and faculty, especially when they are traveling as part of a CalArts sponsored trip (which is defined as a trip organized by a CalArts employee or a trip funded by a CalArts account). These guidelines provide the steps and procedures that must be undertaken prior to, during and after travel. This policy applies to all faculty, staff, students, alumni or guest artists participating in an overnight trip. For off-campus trips that do not involve an overnight stay, please refer to the “Field Trip” policy.

It is essential that the Institute ensure that its business travel accident insurance is current and valid for CalArts sponsored trips. CalArts is not responsible for any unauthorized side excursions outside of the program activities. If a trip organizer or participant makes alternate plans that have not been listed on the official trip itinerary, or if s/he deviates from the approved program during the trip, that person will take the responsibility and liability for his/her own actions.

Faculty and/or Staff Sponsor Responsibilities
The faculty/staff sponsor and the sponsoring School are responsible for being sufficiently prepared for the handling of emergency situations, including but not limited to incidents of illness, injury, crime, natural disasters and political unrest. The sponsor(s) must take the following steps to help ensure the safety and well being of CalArts students:

Before the trip, the sponsor or individual traveler must

  • Inform his/her dean, program director and the International Student Affairs Office (if international travel) or the Office of the Provost (if domestic travel) of travel plans, educational objectives and a working itinerary. This should be done no later than one month prior to international travel, and at least two weeks prior to domestic travel.
  • Check the latest entry requirements with the foreign embassy of the country to be visited (if the trip is international). Some countries have special requirements for foreign visitors, including entry/exit visas, inoculations/medical tests and proof of insurance. Country specific information, travel warning and travel alerts are accessible through the State Department’s travel information website at http://travel.state.gov.
  • Register travel plans with the State Department (if international) through the free online service at http://travelregistration.state.gov.
  • Communicate any travel related requirements to the trip participants (students, other faculty, alumni, guest artists, etc.), including the necessity for passports, visas, proof of insurance, mandatory inoculations etc.
  • Schedule an orientation meeting for all of the participants to review the CalArts Disciplinary Policy and the CalArts Travel Policy. Make clear that anyone in serious violation of this policy (as determined by the sponsor in consultation with the School and the Office of the Provost) will be sent home without reimbursement by the Institute.
  • Distribute, obtain signatures and collect the “Assumption of Risk and Release” waiver form (if international) OR the “Release from Liability” waiver form (if domestic) and collect emergency contact information, copies of passports, visas and proof of insurance for all faculty, student participants and other participants (e.g., alumni, guest artists, etc.). Students and other participants who do not submit this information may not travel.
  • Create a trip emergency plan (“Emergency Plan Form”).
  • Prepare copies of the following documents: (1) Travel-Checklist for Student Travel or Forms and Documents Checklist for Individual Student Travel (2) Travel-Emergency Plan Form, (3) Travel-Emergency Information Form; and (4) a detailed trip itinerary. Distribute these forms at least one week in advance to the following: (1) International Student Advisor (if international) or the Associate Provost (if domestic) and (2) the Dean or Department Head of the sponsoring School or Division.
During the trip, the sponsor(s) must

  • Establish contact with the local host representative.
  • Register with the local U.S. Embassy or consular service (if international).
  • Stay in regular contact with participants.
  • Address any emergencies or hazardous conditions/activities.
  • Address and report any conduct/behavior issues immediately to the Dean of the sponsoring School, the International Student Advisor and the Associate Provost.
After the trip, the sponsor(s) must

  • Host a post-trip meeting, collect student evaluations of the trip and submit them to the Dean of the sponsoring School or Division and the International Student Affairs Office (if international) or the Office of the Provost (if domestic).
  • Send an email to the Dean of the sponsoring School, the International Student Affairs Office (if international), the Office of the Provost  Provost (if domestic) and the Associate Vice President of Facilities, confirming that all students returned safely from the trip.
Note:

Faculty and staff traveling alone on CalArts sponsored business without students or other non-employee participants are not required to complete the paperwork associated with this policy. However, they are expected to follow the travel protocol outlined in this policy in order to minimize their risk while traveling. If traveling internationally, they are also strongly encouraged to file an itinerary and emergency contact form with the Dean of their School and the Office of International Relations, so that the Institute may be of assistance in an emergency.

Student/Other Participant Responsibilities
While traveling on a CalArts sponsored trip students are expected to follow the “Standards of Conduct” in the CalArts Disciplinary Policy, as outlined in the Course Catalog, and to follow all of the directives of the faculty or staff sponsor if there is one. Note that any student who chooses to travel either prior to or after the official trip does so at his/her own risk.

Prior to the trip students and other participants must

  • Attend the trip orientation meeting if there is one.
  • Obtain a current passport and visa. (This can take some time, so please start this process early.)
  • Acquire adequate medical and accident insurance (sometimes included in travel insurance) for the trip. This is the responsibility of the student and is required for participation. Students must pay their own medical/hospital expenses, so they should be familiar with all aspects of their policy. Students participating in international travel must provide proof of overseas coverage.
  • Complete the Emergency Contact Information Sheet and the “Assumption of Risk and Release” form (if international) or “Release from Liability” form (if domestic) at the Orientation meeting and provide the faculty/staff sponsor with a copy of the passport, visa and proof of overseas or travel insurance. Students who do not submit this information in a timely manner may not travel.
  • Provide a close friend or relative with the travel itinerary and a copy of his/ her passport.
  • Review the Individual Travel Checklist.
During the trip, students are expected to

  • Familiarize themselves with the local conditions and laws.
  • Observe commonly accepted standards of conduct. The bad behavior of one participant reflects poorly on the group as a whole.
  • Take precautions to avoid being a target of crime.
  • Stay in regular contact with the faculty or staff sponsor.

After the trip, students must attend a post-trip meeting and complete an evaluation of the trip.

Administrative Responsibilities
International Student Affairs Office (if international) / Office of the Provost (if domestic):
i. Maintains all forms from the faculty and/or staff sponsor and helps to ensure (along with the Faculty / Staff Sponsor) that all participants have submitted the required paperwork;
ii. Notifies the CalArts insurance carrier of the planned trip and approximate number of participants;
iii. Submits a copies of the Travel Checklist, Emergency Plan Form and the Emergency Contact Forms to the Associate Vice President of Facilities;
iv. Serves as the primary Institute contact for any problems that arise during the trip, including phoning the emergency contacts when appropriate.

Associate Vice President of Facilities:
i. Briefs security personnel on emergency protocol, including the initiation of a phone tree to the following individuals:
(1) International Student Affairs Office; (2) Dean of Students; (3) Associate Vice President of Facilities; and (4) the Provost and
Associate Provost.

Faculty/Staff Sponsor Forms
These forms are due at least one week in advance the Dean of the participating School(s) and to the International Student Affairs Office (if international) or the Office of the Provost  (if domestic). (The sponsor should also retain copies of this information for the trip.)

1. Travel-Checklist for for Student Travel – this must be accompanied by copies of all of the students’, faculty/staff members’, and other participants’ completed forms and materials:

  • “CalArts Assumption of Risk and Release” (international) or “CalArts release from Liability” (domestic) formTravel-Emergency Information Form
  • Travel-Emergency Information Form
  • Copy of their passports and visas
  • Copy of their proof of insurance

2. Individual Travel Checklist (to be distributed at the Orientation meeting)
3. Emergency Plan Form

Student/Other Participants Forms (due at the Orientation Meeting)

1. For international travel, “CalArts Assumption of Risk and Release” form OR for domestic travel, “CalArts Release from Liability” form
2. Emergency Information Form
3. Copy of passport and visa
4. Proof of adequate travel insurance (obtain from insurance carrier)

Policy Category:

Campus Habitation Policy

Students are not permitted to lvie in non-residential areas of campus, including, but not limited to, lobbies, hallways, classrooms, practice rooms, cubicles, studios, offices, galleries, labs, restrooms, open outdoor spaces, and parking lots. 

CalArts is located in a dry, high fire hazard area and must be vigilant about preventing potentially devastating loss of property and life. In addition, CalArts must comply with local zoning codes, which do not permit habitation in spaces zoned for work only.

Violations of htis policy will be reported to Campus Safety, Student Affairs and the student's School dean. Violations of this policy may result in the loss of a practice room, cubicle, or studio assignment on a temporary or permanent basis, and/or educational outcomes (sanctions) as outlined in the Student Handbook, as determined by the Dean of Student Affairs in consultation with the student's School dean.

Recognizing that students might attempt to live in unauthorized campus areas for a variety of reasons, a meeting with the Dean of Student Affairs will be required when alleged violations occur so that the student's relevant personal situation (e.g., financial, living) can be discussed and, if appropriate, remedied or supported with additional resources and/or referrals.

Furniture in studios, practice spaces and cubicles
Studios, practice spaces, cubicles and other areas assigned to students for creative practice may not contain beds, futons, couches, stuffed furniture, sleeping bags or bedding, or any other furniture or objects that may be construed as indicating that the occupant is living in the space. Chairs are permitted on the condition that they include a California Fire Code "Technical Bulletin 117" tag. The tag must have been attached to the furniture when it was manufactured. No exceptions.

Appliances in studios, practice spaces and cubicles
Not permitted: Full-size refrigerators and hot plates.
Permitted: Half refrigerators and dorm refrigerators may be used. Microwaves, coffee pots, crockpots, and space heaters may be used as long as they are UL rated.

Prohibited in studios, practice spaces and cubicles

  • Candles
  • Incense
  • Smoking, including electronic cigarettes
  • Hookahs
  • Halogen light bulbs and lamps
  • Plug-in Air Fresheners
  • Spray Paint
  • Electrical daisy-chains (multiple connected power strips and extention cords)
  • Multiple extension cords
  • Electrical tap-ins and modifications

Practices Prohibited by Federal Law
Vandalizing, removing, or misusing any fire safety equipment
(including exit signs, fire extinguishers, and fire alarms)

Policy Category:
Revised Date:
Sep 2014

Campus Safety

Campus Safety staff is on duty at all times during the academic year and is responsible for campus safety/security and is authorized to call the local law enforcement authority when they deem it necessary to ensure campus safety.

Campus Safety is to be notified of any crime committed on campus. Students are encouraged to file an incident report with Campus Safety in the event of theft, damage or vandalism to any personal property, physical or verbal assault, or any situation that causes concern to the student. The Campus Safety office is located in Room E100 in the Facilities Management area. Students may request a copy of an Incident report in which they are named from the Dean of Students.

Every student is required to carry their CalArts ID card with them at all times while on campus. It must be presented upon request. Access to the housing areas (Chouinard and Ahmanson Halls) is for residents and their guests only.

Residents are issued room keys and are responsible for keeping their rooms locked. In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics (Clery Act), the Institute prepares an annual campus safety report documenting crime prevention policies and disclosing statistics on the incidence of crime on campus.

Policy Category:

Censorship

There is to be no censorship of any work of art, design, performance or publication on the campus. Members of the Institute, including staff, faculty and students, are instructed to avoid any act that might be regarded as censorship in any official sense. Student publications shall not be subject to faculty or administrative restraint on the content, except to assure reasonable access to publication for students whose views differ from those of the editor, and to prevent infractions of the law in respect to libel, slander, discrimination or similar matters. A student publication is a non–commissioned work by students, even if supported by Institute materials and funds.

Policy Category:

Change of School

When students wish to change enrollment from one school to another within the Institute, the procedure is as follows: 1. Students must complete an admission application and follow the regular admission procedure for the new school of enrollment as outlined in the Admissions Viewbook, obtainable through the Office of Admissions. 2. A change of school must be requested and the process completed prior to the last day of late registration for the semester in which the change is to take effect.

Policy Category:

Character Animation Class Attendance Policy

A student will be assigned an "NC" (no credit) grade for any Character Animation course after missing in excess of three classes without reasonable excuse, unless the student withdraws from the course by the 10th week of the semester, as per the Grading Policy.

 

Policy Category:

Classes Off Campus

All classes will be held on the campus at Valencia, unless specific permission is given by the Dean to hold a class elsewhere. This policy does not inhibit classes whose nature specifically calls for their being off campus, or limit field trips or visits elsewhere; but does discourage the regular conduct of classes away from the campus.

Dated: August 2, 1971

Policy Category:

Confidentiality of Information

It is essential that all employees maintain confidentiality regarding any and all information, which they may obtain in the course of their employment. This information includes but is not limited to personal identification or financial information, personnel records, student records and other sensitive documents or data. The use of video, digital or cell phone cameras to capture images of any Institute documents, proceedings, employees or anyone doing business with CalArts without express permission is prohibited.

In accordance with the Family Educational Rights and Privacy Act (FERPA), a school or department may not generally disclose personally identifiable information from an eligible student's education records to a third party, including a student’s parent(s), unless the eligible student has provided written consent.

Creating, Modifying or Discontinuing Academic Plans and Sub-Plans

Reason for the Policy 

Planning for (1) academic programs and (2) minors/concentrations/specializations involving two or more schools (or not housed within a school) at CalArts is a multi-step process that rests on the foundation of faculty responsibility for academic content and quality. It is designed to ensure that academic plans:

  • Reflect shared governance discussions involving faculty within programs/schools and across the Institute; 
  • Are aligned with the Institute’s mission, strategic goals, policies and procedures; 
  • Benefit from opportunities for coordination and collaboration across the Institute; and 
  • Enhances availability, consistency, and coordination of information about the Institute’s academic plans for transcript records, internal analysis, accountability reporting, and accreditation.

Definitions

This policy includes (1) undergraduate and graduate degree-granting programs and certificates and (2) minors/specializations/concentrations involving two or more schools (or not housed within a school).
Academic Plan – Undergraduate or graduate credit-bearing degrees, métiers, and certificates that may appear on official Institute transcripts.
Academic Sub-Plan – A formally designated, distinct content area within a broader discipline (e.g., minor, track, concentration, specialization). 


Criteria for Evaluating a Plan or Sub-Plan 

  • Congruence with the mission and priorities of the Institute, the school, and the program; 
  • Need and demand for the plan or sub-plan; 
  • Comparative advantage over similar programs, minors, concentrations, or specializations offered elsewhere; 
  • Efficiency, effectiveness, and use of resources in support of the program, minor, concentration, or specialization, 
  • Quality and assessment; 
  • Appropriate review and approval mechanisms followed during development/review.


Adding or Discontinuing Academic Plans or Sub-Plans

Programs and Schools may not advertise or initiate new academic plans/sub-plans and recruit or admit students to them prior to formal approval in the below process. If a plan or sub-plan is discontinued, currently enrolled students are allowed to complete their plan or sub-plan within a reasonable amount of time to be specified in the proposal.

  1. Initial Interest Discussions: The process begins with a group of faculty, program director/s or dean/s, etc. (the creators) holding initial discussions for the creation or discontinuation of an academic plan/sub- plan. 
  2. School discussions (when applicable): If the academic plan/sub-plan currently resides in or will reside within one of the existing schools, the school’s executive committee (composition of the committee is defined by the school) and dean consents to its creation or discontinuation.
  3. Need Statement: The creators provide a written need statement with a proposed timeline for approval to both Academic Council and Deans Council. Consent should be given by the majority of Council members of at least one Council to proceed and then a timeline for review and approval will be set. If both Councils reject the need statement, the statement may be revised and re-presented.
  4. Plan/Sub-Plan Proposal
    1. The Office of the Provost will determine the type of review needed and will provide direction on how to develop the plan/sub-plan proposal. 
    2. The creators submit plan/sub-plan proposal to the Office of the Provost to officially propose the creation or discontinuation of an academic plan/sub-plan and begin the review process.
    3. Provost (or designee) reviews the proposal, works with the creators to make edits if needed, and verifies the proposal meets accreditation standards/requirements (as needed). 
  5. Campus Approval:
    1. The proposal is presented to the Joint Academic Council & Deans Council. Each Council reviews the proposal.
    2. The creators present the proposal to the Joint Academic Council/Deans Council. Each Council reviews the proposal.
    3. If accepted, a recommendation to approve will be forwarded to the Provost.
    4. If both Councils reject the proposal, the proposal may be revised and re-presented. Provost approves the proposal. 
  6. Substantive Changes Approval
    1. The Provost and dean present the academic plan proposals to the Academic & Campus Affairs Committee.
    2. Board of Trustees reviews and approves academic plan proposals. 
    3. Accreditation reviews and approves (as applicable). 
  7. Notices:
    1. Office of the Provost sends final approval notice to school, Deans Council & Academic Council; notifies Registrar, Admissions, Communications, and Advancement (as applicable).
    2. School/area overseeing the proposal makes changes to recruiting materials, applications, and the following academic year’s catalog.
    3. Office of the Provost conveys the approved changes to the campus through an official notification.


Modifying Requirements of an Existing Academic Plan or Sub-Plans

Programs and schools periodically change an academic plan or sub-plan requirements, following their individual governance procedures. The Office of the Provost is responsible for reviewing and approving modifications to requirements of an existing academic plan/sub-plan. Academic plan/sub-plan changes must not take effect until they have the Provost’s (or designee’s) approval and are registered in the course catalog.

Any change in plan/sub-plan requirements takes effect no earlier than the following academic year and will not normally be imposed on currently enrolled students who have been admitted to the plan/sub- plan, but the new requirements may be offered to them as an option. If the faculty of a program or school conclude that a new requirement is essential even for currently enrolled students, approval of the dean of the school must be obtained before imposing the requirement on students.

Programs and schools are responsible for communicating to perspective and current students their program/school policies and decisions regarding changing requirements to an existing academic plan or sub-plan.

Policy Category:
Revised Date:
May 2017
Revision History:
Formerly part of policy titled “Formation of Academic Policy”
Review Date:
2022-2023
Responsible Office:
Office of the Provost

Credit Hour Designation and Review Policy

Credit Hour Definition

Each unit of undergraduate course credit at CalArts requires a minimum of three hours of student work per week, for each week over the duration of a given semester.  For example, each two-unit course represents 6 hours of involvement per week throughout the 15-week semester.  Each unit of graduate course credit requires a minimum of four hours of student work per week, for each week throughout the 15-week semester.  Faculty might also require, or students might choose, to spend more hours than the minimum requirement.

Using this formula, 45 hours of study in one semester is the minimum requirement for one unit of credit, and this definition holds for all types of courses (lecture, seminar, studio, independent study, lab, practicum, interim, etc.) regardless of the amount of credit offered.  Student involvement may include class time and time spent in direct interaction with faculty, as well as time spent preparing for classes through art making, participating in rehearsals, completing assignments, conducting research, reading, participating in group study or discussing class topics with others, attending relevant lectures or cultural events, or any activity that will assist the student in achieving course objectives.  

Assignment of Course Credit

Units of credit are assigned by the Provost in response to requests submitted through the Course Proposal Form, received and processed by the Associate Provost of Institutional Research & Effectiveness. The form asks for detailed information about the anticipated learning outcomes, specific expectations for work outside of the classroom, and whether it fulfills a requirement for Critical Studies (general education), as well as the number of hours that students will be expected to engage both inside and outside of class. Once approved, the Provost notifies the registrar, and the registrar updates the academic catalog.

Review of Course Credit

Reviews of course credit are conducted as part of CalArts academic program review and the Council of Arts Accrediting Associations reviews.  Four of CalArts’ six schools are active members in the council, including Art (National Association of Schools of Art and Design), Dance (National Association of Schools of Dance), Music (National Association of Schools of Music), and Theater (National Association of Schools of Theater).  These schools have long histories of adhering to and maintaining currency with the credit-hour standards of these associations.  Programs within the schools of Critical Studies and Film & Video undergo a local program review process that asks programs to demonstrate (and reviewers to evaluate) the accurate application of the credit hour definition.  

Policy Category:
Review Date:
Reviewed by Deans Council: October 16, 2012
Reviewed by Academic Council: December 6, 2012

Data Retention Policy

Data Retention Policy

CalArts retains all collected information for as long as is necessary to fulfill the purposes of an individual's relationship with CalArts, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

When we have no ongoing legitimate need to possess or process information relating to an individual it will be eligible for deletion or anonymization, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion or anonymization is possible.

Policy Category:

Degree Conferral

Upon completion of overall unit requirements, Institute residency requirements, and all final program requirements, including all coursework, reviews, performances, and any other non-course requirements specified by the School, the Registrar's Office will post the degree or certificate to the academic transcript and order a diploma. Neither the transcript nor the diploma will be released to students who have not fulfilled all obligations to the Institute.

CalArts has three conferral dates each year: the final date of the spring and fall semesters as determined by the academic calendar, and August 31 for students completing their degree requirements during the summer months. Students will be assigned the conferral date most closely following the completion of all degree requirements. The date that degree requirements are completed may be the final day of the term, or it may be determined by the date of completion of the thesis project or dissertation, completion of an outstanding incomplete grade, or completion of approved transfer coursework. The completion date will be reflected on the transcript, and the conferral date will be reflected on the diploma. 

Policy Category:
Adopted Date:
Mar 2015

Disciplinary Policy

All members of the CalArts community are expected to observe commonly accepted standards of conduct. Violations of these standards can result in the imposition of discipline. Generally, discipline will be imposed only when violations of standard conduct occur on CalArts premises or at CalArts functions. However, a student whose misconduct has a direct and/or distinct adverse impact on the CalArts community, its members, and/or its educational objectives will be subject to discipline regardless of where or when the conduct occurred. Discipline may be imposed for violation of CalArts standards of conduct, which include but are not limited to the following:

  • All forms of academic misconduct (including but not limited to, cheating, fabrication and plagiarism) and facilitating such misconduct.
  • Dishonesty, including but not limited to fabricating information or knowingly furnishing false information or reporting a false emergency.
  • Forgery, unauthorized alteration or unauthorized use of any official CalArts document, record or instrument of identification.
  • Theft or the attempted theft of CalArts property or services or the property of others on CalArts premises or at CalArts functions, or knowingly possessing stolen property.
  • Intentionally or recklessly mutilating, defacing, damaging or destroying CalArts property or the property of others (including works of art) on CalArts premises or at CalArts functions.
  • Abuse or misuse of CalArts computer equipment, system, services, program, data or communications networks.
  • Unauthorized entry to, possession of, receipt of, duplication of, or use of, any CalArts property (including CalArts name, logo or symbols), equipment, resources, or services.
  • Physical abuse, verbal abuse, threats, intimidation, hazing, harassment (including but not limited to sexual harassment), sexual contact without permission, stalking, coercion, and any other conduct which threatens or endangers the health or safety of a student, faculty member, administrative officer, staff member or guest of CalArts.
  • Intentionally or recklessly interfering with normal CalArts or CalArts-sponsored activities, including but not limited to classes, instructional sessions, performances, exhibitions, and meetings.
  • Willfully failing to comply with the directions of CalArts officials, including security officers or housing staff members, acting in accordance of their duties, or failing to identify oneself to these persons when requested to do so.
  • The possession, use of or threat to use explosive, incendiary materials, dangerous or noxious chemicals, or other dangerous materials, instruments, ammunition or weapons, including but not limited to real or facsimile or toy weapons, functioning or non-functioning weapons, loaded or unloaded weapons, and gas or spring loaded guns, on CalArts premises or at CalArts functions. Students who wish to use weapons or instruments described above in their performances or as part of an art piece are directed to consult with the Risk Management Administrator in Facilities Management regarding Institute procedures for such uses. This consultation and approval must occur before any weapon or dangerous instrument is brought on campus.
  • Violation of the CalArts Alcohol and Drugs Policy.
  • Entry, attempt to enter, or remaining without authority or permission in any CalArts office, residence hall room, studio, classroom, facility or event.
  • Violation of other established CalArts policies, regulations or rules, including but not limited to residence hall rules, parking and traffic regulations, policy on scheduling events
    and receptions, and computer policy.
  • Inducing, coercing, or assisting another to do any act that violates CalArts standards of conduct.
  • An act or omission that constitutes a violation of federal, state, or local laws.
  • Violations of the terms of any disciplinary sanction imposed in accordance with this policy.

Procedures for Handling Misconduct Cases/Policy Violations

  • All cases of academic misconduct shall be referred to the Associate Provost or designee, who in consultation with the appropriate School Dean, shall determine what disciplinary sanctions, if any, shall be imposed. The sanctions of suspension and dismissal shall not be imposed unless the Provost concurs.
  • All cases of nonacademic misconduct shall be referred to the Dean of Students, or in the case of violation of housing rules, to the Director of Housing, who shall determine what disciplinary sanctions, if any, are appropriate. In a case involving a violation of housing rules, the Director of Housing will determine the appropriate disciplinary sanctions in accordance with the terms of this policy and the Housing License Agreement. In certain cases, the Dean of Students may exercise discretion and delegate responsibility to the Schools for determining what disciplinary sanction(s), if any, are appropriate. The sanctions of Disciplinary Probation, Suspension and Dismissal shall not be imposed unless the student’s School Dean and the Associate Provost or designee concurs.
  • The disciplinary sanction(s) shall not begin until either the time for appeal as set forth below has expired without an appeal, or until the appeal process is exhausted. Nothing contained herein, however, shall preclude the Vice President/CFO or designee from suspending a student from CalArts for an interim period pending disciplinary, appeal, or criminal proceedings or medical evaluation relevant to such proceedings. The interim suspension will be effective immediately without prior notice whenever, in the judgment of the Vice President/CFO or designee, the continued presence of the student at CalArts poses a substantial and immediate threat to others, or the stability and continuance of normal CalArts’ functions. Interim suspension may, in the discretion of the Vice President/CFO or designee, be limited to exclusion from CalArts residence halls. Interim suspension excludes a student from CalArts premises and other privileges or activities. A student suspended on an interim basis will be given a prompt opportunity to appear personally before the Vice President/CFO or designee in order to discuss the following issues only:(a) the reliability of the information concerning the student’s conduct; and (b)whether the conduct and surrounding circumstances reasonably indicate that the continued presence of the student on CalArts premises poses a substantial and immediate threat to others, or to the stability and continuance of normal CalArts functions.

Consequences of Violating CalArts Standards of Conduct

When a student is found to have violated a CalArts standard of conduct, any of the following types of disciplinary action may be imposed. Any discipline imposed should be appropriate to the violation, taking into consideration the context and seriousness of the violation and the past disciplinary record of the student.

Warning
Written notice to the student that a violation of a CalArts standard of conduct has occurred and that continued or repeated violations of CalArts standards of conduct may be cause for further disciplinary action, normally in the form of disciplinary probation, loss of privileges and exclusion from activities, suspension, or dismissal.

Disciplinary Probation
A status imposed for a specific period of time in which a student must demonstrate conduct that conforms to CalArts standards of conduct. Conditions restricting the student’s privileges or eligibility for activities may be imposed. Misconduct during the probationary period or violation of any conditions of the probation may result in further disciplinary action, normally in the form of suspension or dismissal.

Loss of Privileges and Exclusion from Activities
Exclusion from participation in designated privileges and/or activities for a specified period of time. Failure to adhere to the limitations imposed on privileges in activities or violation of CalArts policies during the period of the sanction may be cause for further disciplinary action, normally in the form of suspension or dismissal.

Suspension

Termination of student status at CalArts for a specified academic term or terms with reinstatement thereafter certain, provided that the student has complied with any conditions imposed as part of the suspension. Violation of the conditions of suspension or of CalArts policies during the period of suspension may be cause for further disciplinary action, normally in the form of dismissal.

Dismissal
Termination of student status for an indefinite period. Readmission to CalArts shall require the specific approval of the student’s School Dean and the Provost. Readmission after dismissal may be granted only under exceptional circumstances.

Restitution
Reimbursement for damage to or misappropriation of CalArts property or the property of others may be imposed either exclusively or in combination with other disciplinary action. Such reimbursement may take the form of monetary payment or appropriate service to repair or otherwise compensate for damages.

Other
Other disciplinary actions may be imposed instead of or in addition to those specified above, including but not limited to community service, holds on requests for transcripts, diplomas, or other student records to be sent to third parties.

Proceedings Disclosure

Upon written request to the Dean of Students, CalArts will disclose to the alleged victim of a crime of violence or a non-forcible sex offense, or to the alleged victim’s next of kin if appropriate, the final results of any disciplinary proceedings dealing with that crime or offense.

Appeal Process for Disciplinary Sanctions

  • The student may appeal a disciplinary sanction. To do so, the student must submit, in writing, a notice of appeal. In the case of a notice to vacate housing based on a violation of the Housing License Agreement, the student must use the appeal procedures described in the Housing Brochure. In the case of sanctions imposed for academic misconduct, the notice shall be submitted to the Provost. In the case of sanctions imposed for non–academic misconduct, the notice shall be submitted to the Dean of Students. The notice of appeal should provide a brief statement of the basis for the appeal and must be submitted within ten calendar days of the date on which the disciplinary sanction is imposed.
  • Upon receipt of a notice of appeal, an Appeals Committee shall be formed as soon as is practical. Persons eligible to serve on the Appeals Committee shall be current members of the faculty, staff and student body. One member of the Appeals Committee shall be appointed by the Associate Provost or designee, one by the Dean of Students, and one member by the student. Together, these members of the Appeals Committee shall decide who from among them shall serve as Chairperson. No person shall participate as a member of the Appeals Committee who has been involved in the events upon which the disciplinary sanction has been imposed or who is biased.
  • The Director of Human Resources or designee will provide administrative support to the Appeals Committee, including but not limited to supplying copies of pertinent documents, scheduling meetings, arranging for a scribe to take and prepare minutes, and the preparation of the final report.
  • Within ten calendar days of the date the Appeals Committee is formed, or as soon thereafter as practical, the Appeals Committee shall meet in closed session to consider the appeal. The members of the Appeals Committee shall respect the confidentiality of the proceedings. The student and the CalArts official(s) who imposed/recommended the disciplinary sanctions shall be provided with an opportunity to meet with the Appeals Committee, but shall otherwise be present at a meeting of the Appeals Committee only at the request or with the permission of the Appeals Committee. As it deems appropriate, the Appeals Committee shall interview other persons and shall consider written materials and other items pertinent to the appeal. When the student appears before the Appeals Committee, he or she may only be accompanied and advised by any current member of the CalArts community, (i.e. student, staff member, or faculty member) who is not an attorney, but such person may not address the Appeals Committee unless requested by it to do so.
  • At the completion of its review, the Appeals Committee shall prepare a written advisory report consisting of findings, conclusions and recommendations, and shall submit it to the Provost. A determination by the Appeals Committee that a student has engaged in conduct that violates CalArts standards of conduct shall be made on the basis of whether it is more likely than not that the student engaged in such conduct. Copies of the report should also be furnished to the student and to the CalArts official(s) who imposed/recommended the disciplinary sanctions. Under separate cover, the Appeals Committee shall also forward to the Provost copies of any written material or items that it considered in connection with the appeal process. The Provost or designee shall consider the report and at his or her discretion take whatever action he or she deems appropriate. Prior to taking such action, the Provost or designee may discuss the report with the members of the Appeals Committee, the student or any other person. The Provost or designee shall transmit his or her decision in writing to the student, the CalArts official(s) who imposed/recommended the disciplinary sanctions, and the members of the Appeals Committee. The decision of the Provost shall be final.
Policy Category:

Employee Safety Recognition

General 
In order to encourage staff, faculty and students to "think safety" the Institute's Safety and Disaster Preparedness Committee will recognize selected employees for their safety efforts.

Eligible for Recognition 
All staff, faculty and student employees (teaching assistants, resident assistants, student assistants and work study students) are eligible.

Criteria 
  1. Perform work in a safe, accident-free mode. 
  2. Make safety suggestions to the appropriate persons. 
  3. Create an awareness of a safety hazard.

Selection Process 
All the schools, departments and administrative offices will be encouraged to nominate a person for their safety consciousness. These nominations will be reviewed by the Institute Safety Disaster Preparedness Committee. A nomination form will be sent to each school, department and administrative office to encourage them to make a nomination. Appropriate Institute recognition will be given.

Policy Category:

Entertainment: General Policy

1. General
There are occasions in which official entertaining is in the best interests of the Institute. It is essential that such entertaining be appropriate to the situation recognizing the financial constraints within which the Institute operates.

2. Meetings 
When the Institute is host or a sponsor of a meeting, costs of meals and light refreshments may be defrayed by the Institute.

3. Prospective Faculty/Middle Management 
When the Institute entertains a prospective faculty/middle management member, the costs of meals and other necessary expenses will be met by the Institute. Maximum expenses for such entertainment should not exceed the following

Breakfast $20.00/person 
Lunch $30.00/person 
Dinner $50.00/person

If possible there should be no more than two hosts per meal with a one-to-one ratio being preferable. The spouses or significant others of prospective faculty/middle management members may be included.

4. Intra-Institute (refers to CalArts personnel only) entertainment is not reimbursable. This includes but is not limited to the following: going away/retirement parties, gifts of any kind, working lunches/dinners, and holiday parties.

5. Reimbursement for lunch expense is reimbursable when an employee is away from the campus for the day attending a conference, seminar or meeting or entertainment is involved, or other unusual circumstances are involved. The maximum expense is $30.00/person.

6. Exceptions to the above may be granted. Permission in advance must be requested from the Vice President for Administration.

Policy Category:

Exhibitions/Presentations Policy

Initial Policy:

  1. Outdoor space is available for Institute purposes for the use of students, faculty or staff at the discretion of the President or designee. Allocations may not be made on a permanent basis nor may so much space be allocated to one project that other projects have less than adequate space.
  2. In allocating space, all possible latitude will be allowed for use of CalArts grounds, spaces, interior and exterior wall decoration, provided that there is no glue on glass windows, painting or other markings directly on the wall, or any alterations to Institute property without specific permission of the deans and the Institute Scheduler. The dean of each school will be responsible for authorizing use of that school’s allocated space. The Institute Scheduler is responsible for approving the use of all other space except for outdoors and office space noted in paragraph 1 and 3. Space is allocated on a first–come, first served basis. All posters are to have either the date of the event or must be dated. Posters may not be removed before the event. Posters advertising an event are considered artwork and may not be vandalized, damaged or stolen. Posters are to be removed after the event or after 30 days, whichever comes first.
  3. The use of office space is at the discretion of the dean or department head. The use of the administrative foyer and hallway (F–block, 3rd floor) and the main entry lobby (west wall and south walls) are at the discretion of the President.
  4. Posters are not to be placed on glass or wooden doors due to safety codes and/or fire regulations.

Institute Exhibit Review Committee
In order to implement and maintain exhibit policies, there shall be an ad hoc review committee structured as follows:

The Institute Exhibit Review Committee shall consist of the following:

  1. One representative from each School appointed by the deans
  2. The Vice President/CFO
  3. The Institute Scheduler

The following are the responsibilities of this committee:

  1. The review of policy to govern the use of exterior space.
  2. The allocation of space or the adjudication of any difference of opinion concerning an exhibit or presentation.

School Responsibilities

  1. Each School is responsible for choosing a representative to the committee.
  2. Each School is responsible for establishing procedures for governing the hanging/exhibiting of objects and/or presentations within the space assigned to the School.
  3. Exhibits/presentations must meet all applicable city, county, state and federal laws.

Censorship

  1. CalArts does not censor any work on the basis of content, nor is any work at the Institute subject to prior censorship.
  2. If any person objects to any exhibit or presentation, that person should convey the objection in writing to the student’s dean. The person will receive a written answer to the objection within 48 hours of its receipt. If the person is dissatisfied with the decision, he/she may appeal the decision to the Institute Exhibit Review Committee. The decision of the Committee is final.
Policy Category:

Exhibitions/Presentations: Safety

The primary responsibility for determining that an exhibit or presentation is physically unsafe or hazardous belongs to the Dean of the School and the Associate Vice President of Facilities or the Associate Vice President’s delegate. Exhibits/presentations must meet all city, county, state and federal safety rules and regulations. If these two officials do not agree, the Committee will review the matter. The chairperson will advise each member of the Committee that a question of safety has been raised and will request the opinion of each member. If the majority of the Committee believes that the exhibit or presentation is unsafe, the person responsible will be requested to modify or remove the exhibit or presentation. If it is not removed or corrected immediately, the chairperson will make a report to the dean and the Provost, who will take immediate action.

Policy Category:

Extension of Degree

BFA students who, at graduation, have not completed all degree requirements beyond course credits, e.g., recitals, etc., must petition their school for up to one year of extension in order to complete these degree requirements.

MA students are not eligible for an extension of degree.

MFA students who are unable to complete degree requirements other than course credits, e.g., thesis projects, recitals, etc., must petition the appropriate school each year, by letter, to request an extension for a maximum of five years. These annual requests for extension should include a statement of the student’s progress toward the completion and an explanation of the reason for the extension. After five years, petitions for extension for completion of MFA degree requirements must be submitted to the Deans Council for approval.

DMA students who are unable to complete the Doctoral Project or Final (Summative) Portfolio Review must petition the School of Music each year, by letter, to request an extension for a maximum of two years. These annual requests for extension should include a statement of the student’s progress toward the completion and an explanation of the reason for the extension. After two years, petitions for extension for completion of DMA degree requirements must be submitted to the Deans Council for approval.

Policy Category:
Revised Date:
Sep 2017

Facilities Management: Facilities Management Work Order

General

All requests for work to be done by Facilities Management will be submitted on a Work Order.

These requests will be either:

  1. Recharges (as defined by this policy and Administrative Manual policy 4.1.11.0)
  2. Maintenance (see Administrative Manual policy 4.4.3.0)
  3. Construction (see Administrative Manual policy 4.4.6.0)

Recharges

Recharges are requests for work that is not normal maintenance nor is it construction for which a specific budget has been allocated.

Examples of recharges are:

  1. Setting up a room or area for an event
  2. Request for keys
  3. Use of Institute van
  4. Request for services during a time which is not part of the normal work week (weekends, etc.)

Completion of Work Order form

(See sample work order form)

1. Recharge - Maintenance - Construction
The applicable box is to be checked.

2. Special Projects Estimate Request
Used for construction items only

i. Ballpark Estimate -- to be used to obtain a very general estimate of costs.
ii. Complete estimate -- use when you are willing to have a project bid in detail which could take several hours or days due to the number of trades involved or the complexity of a job.

  •  "If cost of making estimate will exceed $__." Fill in a dollar amount that is the maximum you are willing to spend to get the estimate. The amount should be at least $200.

3. School/Department

i. Notify in advance: Leave blank unless work could interfere with a class, performance, or office function.
ii. Coordinate time: To request a specific time for work to be done. (Should only be used under extraordinary circumstances.) iii. Notify When Complete: To be used only when work is in an area or of the type that the contact person would not normally be aware that the job is complete. Facilities Management will return a photocopy of the Work Order marked "complete." iv. All "recharge" or "construction" Work Orders must have an account number.
4. Description Use this section to give details. Attach sketches, lists, etc., to the Work Order.

Distribution of Work Order

The requestor keeps only the last copy. If more copies are needed by the requestor photo copies should be made before sending the Work Order to Facilities Management.

 

Policy Category:

Facilities Management: Key Numbering, Issuance Procedure and Keys Off of the Grand Master

Each time a lock is changed new keys will be numbered and issued and the following procedures will apply:

I. Key Numbers
All keys will be given a code number identifying the area to which the key will gain access. In addition, each key will be serially numbered so that it may be identified.

II. Issuance Procedures

A. Students

1. Issuance: Keys and electronic lock cards (stripe on ID card) to be issued to students will be ordered on a work order which must be approved by the dean or his/her delegate. The work order must be accompanied by a list of the students to whom the keys/card stripe will be issued. After the keys/card stripes are prepared, each key/card stripe will be put in an envelope with the student's name together with a receipt. The student pays a $15.00 deposit at the cashier's counter and takes the receipt to Facilities Management. After the student's ID card and cash receipt are verified, he/she is issued the key/card stripe and signs a receipt. The key/card stripe receipt is then filed alphabetically. Students to be issued an electronic stripe strip must bring their student ID card to Facilities Management.

2. Lost Keys/Cards:
If a student loses an ID card a new ID card is issued by the Registrar's Office. There is a $3.00 charge for a replacement card. If the ID card had an electronic lock stripe, or in the event of a lost key, the student must request another from the dean or his/her delegate. A work order will be processed and the same procedure will be followed. The key/card stripe will not be assigned the same sequence number as the old key/card stripe but will be assigned the next number in the sequence. The student will pay an additional $15.00 deposit and take the receipt to Facilities Management for key/card stripe issuance.

3. Return of Keys:
When a student desires to return a key, it is returned to the Facilities Management office. The student identifies himself/herself as the proper holder of the key and is given a petty cash voucher for $15.00. This is taken to the cashier's counter where the students receives and signs for the cash.

4. Electronic Card Stripes:
Anytime a student is to be removed from access to a room via an electronic lock, the school/department requesting the removal shall send a memo to Facilities Management stating the student's name and room number. The removal is done by deleting the access through the locksmith's computer.

At the end of each school year schools should delete any students who are no longer allowed to access areas due to graduation, leaving school or for other reasons. This list of deletions is to be sent to Facilities Management.

B. Faculty, Staff and Teaching Assistants Associated with Artistic/Academic Areas

1. Issuance:
Keys/card stripes to be issued to faculty, staff or teaching assistants will be ordered by a work order which must be approved by the dean or department head. The work order must cite the name of those to whom keys/card stripes will be issued. After the keys/card stripes are prepared, Facilities Management will issue them to the faculty, staff member or teaching assistant after the CalArts ID card is verified. No deposit is required. However, at the time the key is issued, the faculty, staff member or teaching assistant will be requested to sign the usual receipt acknowledging delivery of the key/card strips. .

2. Lost Keys/Card Stripes:
Same as original key issuance, except work orders should cite the loss of original key/card stripe and the record should be annotated "lost key/card stripe." The employee will be charged $15.00 for the replacement key/card stripe. The $15.00 will be refunded if the original key/card stripe is found and returned by the person to whom it was originally assigned. If anyone else returns it, there is no refund made.

3. Return of Keys/Card Stripes:
When the key/card stripe is no longer needed, the holder turns it into the Facilities Management Office.

4. Electronic Card Stripe:
Anytime a faculty or staff member or a teaching assistant is to be removed from access to a room via an electronic lock, the school/department requesting the removal shall send a memo to Facilities Management stating that the name of the faculty or staff member or teaching assistant and the room number. The removal is done by deleting the access through the locksmith's computer.

At the end of each academic year, schools should delete any faculty, staff or teaching assistant who will no longer be allowed access due to termination or other reasons. This list of deletions is to be sent to Facilities Management.

C. Staff Personnel Other than Artistic/Academic Areas
Same as Section B above except the administrative officers will approve the work order.

III. Applicability:
The above procedures pertain to all keys/card stripes issued with the new key numbers as authorized in section I above.

IV. Keys Off the Grand Master
Occasionally, Facilities Management receives requests to rekey a lock and remove it from the grand master. This can create difficulties, even though duplicate keys are maintained in Facilities Management, it is time consuming to look up the correct key in cases of emergency such as a fire, broken pipes, et al. In addition, people who have legitimate needs for access find it difficult, if not impossible, to gain access during non-work hours.

It is possible to have a key and lock off the school or department submaster but on the Institute grand master, if that is desired.

Exceptions to this policy may only be made by the Vice President for Administration or his/her delegated representative.

Policy Category:

Facilities Management: Maintenance

I. General

To assist the schools and departments in controlling their budgets, when it is necessary to request service from the Facilities Management Department, certain items are normally considered as "maintenance items" and are not recharged to the school or department. Work must be requested by use of a work order form. Work will be done during the normal work week and within the normal cycle. Requests for work outside these parameters may become a recharge item. Before the start of each academic year a representative of Facilities Management can meet with a representative of each school to review the maintenance schedule for that school.

II. Maintenance

A. Custodial
Clean agreed upon areas which are expected to receive normal use. Shampoo carpets annually; normally during the summer or other times when school is not in session.

B. Electrical
Routine and preventative maintenance of lighting systems, circuit breakers and controllers. Trouble- shoot all electrical problems. Replace lamps with lamps which are Institute standard lamps.

C. H.V.A.C.
Routine and preventative maintenance of the academic building systems except Housing is recharged for all H.V.A.C. maintenance and repair in housing areas. Troubleshoot all H.V.A.C. problems. Schools with independent H.V.A.C. equipment and systems will be recharged for all work done.

D. Plumbing
Routine and preventative maintenance and repair of plumbing lines and fixtures.

E. Locksmith
Routine repair of locks, hinges, closures, etc.

F. Carpenter
Routine repair of walls, hand rails, doors, wood floors, etc.

G. Painting
Paint areas which need refurbishing due to normal wear and tear with standard Institute colors.

H. Safety
Handles routine safety requests and safety inspections. Takes care of hazardous waste control and disposal. Responds to all emergency situations. Obtains permits for use in maintaining buildings.

i. Some preventable emergency situations may be recharged to the student, school or department involved. 

I. Security
Routine security and safety of buildings and grounds. Checks out keys and unlocks doors as requested, if authorized, after the Physical Plant office is closed. Checks out vans for use, as authorized. Security for parties and events can be recharged to requesting student, school or department. Enforces regulations of the Institute.  

J. Grounds
Care and maintenance of the grounds and parking lots. Responsible for the recycling of materials left in recycling bins and maintains bins. Enforcement of vehicle parking and speeding violations in accordance with Institute policies.

K. Carpet replacement
Carpet is replaced based on the age and condition of the carpet and on the availability of Institute funds. Only Institute standard carpet will be used for replacement or for new installation.

L. Drapes
Drapes are no longer a standard item in offices. Mini blinds and vertical blinds are now standard for offices. Replacements will be made only with the approval of the Vice President for Administration. Drapes used in performance areas or for other special purposes are the responsibility of the particular school or the area containing the drapes. All drapes in performance areas must be fireproofed as required by the fire codes.

Policy Category:

Facilities Management: Sale of Surplus/Obsolete Material

Property belonging to CalArts which has been determined to be either surplus or obsolete is to be disposed of through Facilities Management and transaction must be approved by the Vice President for Administration.

The school or department having the surplus material should forward in writing to the Facilities Management Director, the following information:

1. Description of item
2. Location of item
3. School or department to whom item is charged (ownership)
4. Any available information on the possible resale value, possible buyers, suggested manner of disposition for specialized items, etc. 

All material will be transferred to the stockroom, if practical, for further disposition.

Receipts from sale or disposal of material may be credited to the budget of the school or department declaring surplus. Allocation of the proceeds will be determined by the Vice President for Administration.

Policy Category:

Family Education Rights and Privacy Act of 1974 (FERPA)

The Family Educational Rights and Privacy Act (“FERPA”) affords eligible students certain rights with respect to their education records.  An eligible student is an individual for whom California Institute of the Arts (“CalArts”) maintains education records, and who is or has been enrolled in and attended CalArts, the Los Angeles Conservatory of Music, or the Chouinard Art Institute. 

These rights include:

The right to inspect and review education records, with certain exceptions. 
Education records are defined as records maintained by CalArts, or persons acting for CalArts, that contain information directly related to the student. 

Students who wish to review their education records must submit a written request to the Office of the Registrar identifying the specific records they wish to review; as a general rule, a request to review “all records” is not sufficiently specific.  CalArts will make the education records available for inspection by the student within forty-five days of receiving the written request, and the Office of the Registrar will notify the student of the time and place where the records may be inspected.  A student will not typically be provided with copies of any part of their record other than the transcript.

FERPA does not provide students with the right to access certain records, including but not limited to financial records of a parent, and confidential letters or statements of recommendation for admission, employment, or honorary recognition.  In addition, where a record contains information that concerns more than one student, a student requesting inspection will be informed about the information only insofar as it pertains to that student.

The right to seek to amend education records. 
Students who believe that specific items contained in their education records are inaccurate, misleading, or an invasion of privacy may seek to have their records amended. 

Requests to amend education records must be submitted in writing to the Office of the Registrar, clearly identifying the record(s) that the student seeks to have amended and specifying the reasons they believe the record(s) to be inaccurate, misleading, or an invasion of privacy.  If CalArts declines to amend the records as requested, the Registrar will notify the student in writing of the decision and advise the student of their right to a hearing regarding the request for amendment.  If, after the hearing, CalArts determines that no amendment will be made to the record(s), the student has the right to place in their records a statement commenting upon the information and/or setting forth any reasons for disagreeing with the decision of CalArts.  This statement will be maintained and released with future requests for information regarding the student.

The right to seek to amend an education record under this procedure may not be used to question substantive educational judgments that have been correctly recorded, or to contest a final grade or other written evaluations that reflect institutional judgment of the quality of a student's academic and artistic performance.  For example, FERPA does not give a student the right to contest a grade given in a course, but does give the student the right to seek to correct an improperly recorded grade. 

The right to exercise certain control over the disclosure of information contained in the student’s education records. 
Personally identifiable information contained in the student’s education records may not be disclosed without the student’s prior written consent, except to the extent that FERPA authorizes disclosure without consent.

CalArts has designated the following student information as directory information:  name; address; telephone number; email address; date and place of birth; dates (terms) of attendance; enrollment status (full-time/part-time status and class level); degrees and awards received; program of study; photographs; most recent previous school attended; and participation in officially recognized activities. Directory information does not include social security number, student ID number, race, ethnicity, nationality, or gender. 

FERPA does not require consent for the disclosure of “directory information,” which may be disclosed for any purpose, at the discretion of CalArts.  Students who wish to restrict the release of their directory information must notify the Office of the Registrar in writing. Upon receipt of this request, a hold will be placed to prevent further disclosure of directory information. This hold will then remain in effect until the student files a written request to remove it. 

Additionally, FERPA does not require consent for disclosure of information to “school officials” with “legitimate educational interest.” A “school official” is any person employed by CalArts in any administrative, supervisory, academic or research, or support staff position; any person or company with whom CalArts has contracted to provide a service to or on behalf of CalArts (such as an attorney, auditor, or collection agency); any person serving on CalArts’ Board of Trustees; or any student serving on an official committee.  A school official has a “legitimate educational interest” if the official needs to review specific information in an education record in order to fulfill the official’s professional responsibility.

FERPA identifies other exceptions in which CalArts is permitted, and sometimes required, to make disclosures of personally identifiable information from student records without the student's prior written consent.  Some of these exceptions are (i) to schools where the student plans to enroll or transfer; (ii) in connection with financial aid for which the student has applied or which the student has received; (iii) to authorized representatives of the U. S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local educational authorities; (iv) in connection with studies conducted for the purpose of development and validation of predictive tests, administration of student aid programs, or improvement of instruction; (v) to accrediting organizations to carry out their accrediting functions; (vi) to parents of an eligible student if the student is a dependent for IRS tax purposes; (vii) to comply with a judicial order or lawfully issued subpoena; (viii) to appropriate parties including, but not limited to, parents of an eligible student, whose knowledge of the information is necessary to protect the health or safety of a student or another individual; (ix) to the general public, the final results of a disciplinary proceeding if CalArts determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense, and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her; (x) to the victim of a crime of violence or non forcible sexual offense, who will be provided with the results of a disciplinary hearing conducted by CalArts against the alleged perpetrator; and (xi) to parents of a student regarding the student's violation of any federal, state, or local law, or of any rule or policy of CalArts, governing the use or possession of alcohol or a controlled substance if the student is under the age of 21. Information concerning these and other exceptions is available through the Registrar’s Office.

A student may not use the withholding of directory information to prevent CalArts from disclosing or requiring the student to disclose their name, identifier, or e-mail address in a class in which the student is enrolled, or to prevent disclosure to school officials with legitimate educational interests, or to prevent disclosure otherwise required or permitted by law.

The right to file a complaint for alleged violations of their FERPA rights.
Students who have questions about their FERPA rights should be directed to the Registrar. Official complaints are submitted in writing within 180 days of the alleged violation to the US Department of Education at the following address:

The Family Policy Compliance Office
US Department of Education
400 Maryland Avenue SW
Washington DC 20202-5920

Revised Date:
Jul 2016

Field Trip Policy

All field trip participants are required to read and sign a copy of this policy, as well as the “Release from Liability” form, prior to departure.

Field trips are defined as any off-campus day trip led by a CalArts faculty or staff member or funded through a CalArts account. For overnight trips, please refer to the CalArts Travel Policy.

Faculty / Staff Sponsor Responsibilities

  1. Faculty or staff members supervising a group of students off-campus are required to have each participant sign the CalArts’ “Agreement and Release from Liability” form, as well as a copy of this policy. Participants who do not sign these forms are not permitted to join the field trip. These releases must be submitted prior to the trip to the trip supervisor’s dean or department head and to the Office of the Provost, along with a complete list of trip participants and a basic trip itinerary/description.
    If this is a multi-date field trip or off-campus class site, the supervising faculty or staff member must include all off-campus dates and locations on the waiver.
  2. Supervising faculty or staff members should make a reasonable effort to ensure the accountability and safety of students during field trips.
  3. It is expected that supervising faculty or staff members provide clear information and instructions to any participants at least a week prior to the trip, including information concerning transportation. Any required field trips must be prominently noted on the course syllabus, along with information about transportation to and from the site. Field trips that are optional and are not mandatory for course credit should be clearly identified as “voluntary.”
  4. Faculty/staff members who drive students to or from locations in their own vehicle do so at their own risk, and they must abide by all CalArts safe driving practices. In the event of an accident, the faculty member must use their personal vehicle insurance as the primary insurance.
    To avoid liability, it is highly recommended that faculty members make arrangements with the Facilities Management Office for an Institute van or ask the students to provide their own transportation and meet at the site.
    Institute vans must be reserved at least one week in advance through the Facilities Management Office and must be driven by an Institute approved/insured driver. For information on how to become an Institute approved driver, contact the Facilities Management Office.
  5. In the event of an accident or other emergency, the faculty or staff supervisor must immediately contact the dean of their School and the CalArts Campus Safety Supervisor (661-253-7700). If the incident happens outside of normal office hours, they must immediately contact the CalArts Security Office (661-222-2702).

Student/Other Participant Responsibilities

  1. All students and participants in off-campus field trips are required to read and sign CalArts’ “Agreement and Release from Liability” form. This form will be prepared and distributed by the supervising faculty or staff member. Students and
    participants are also required to read and sign a copy of this policy.
  2. Students and other participants are responsible for making their own travel arrangements to the off-campus site, unless transportation is provided by an Institute van/approved driver. CalArts, its trustees, agents and employees are not responsible or liable for any incidents related to students’ independent travel arrangements. Participants travel at their own risk.
  3. Students are also expected to abide by the CalArts’ “Standards of Conduct” (located in the “Disciplinary Policy.")

Financial Affairs: Postage Recharges

All schools and departments are charged for postage on items mailed from the mailroom. It is necessary that all outside mail taken to the mailroom be identified with a school or departmental designation so that the proper area can be identified and recharged.

 

Policy Category:

Full-Time Enrollment

All degree and certificate seeking students at CalArts are expected to attend on a full-time basis.  Full-time status at CalArts depends on the School and the degree program in which a student is enrolled, and is defined as the following:

  • 12 units per semester for all undergraduate students, all graduate students in the Schools of Art, Dance, and Music.
  • 10 units minimum per semester for all doctoral students in the School of Music
  • 9 units minimum per semester for all graduate students in the Schools of Critical Studies, Film/Video and Theater.
  • 6 units minimum per semester for all second year, low-residency MA students in the School of Critical Studies.

These are the minimum units students must enroll in to qualify for full-time status and to remain in good academic standing.  However, students typically must enroll in additional units each semester in order to meet program requirements, and to graduate within the expected number of semesters.

Students who fail to enroll in the minimum units required for full-time study will be flagged for failure to meet minimum expectations for progress to the degree, and will be subject to the terms of CalArts Academic Standing and Métier Standing policies.

Policy Category:
Revised Date:
Sep 2017

Governance: Conflict of Interest Policy

All members of the Board of Trustees, Officers, faculty and staff of CalArts, collectively as "Affiliated Persons," shall be subject to this Conflict of Interest Policy. Any action by such individuals in violation of these requirements shall not be permitted unless the Board of Trustees expressly approves.

Standard of Conduct 
A. The Affiliated Person must always, during the course of services for CalArts, reflect the highest standards of morality, ethical behavior, integrity and public responsibility.

B. CalArts recognizes the inherent right of the Affiliated Person to engage in outside interests and private enterprise, and the organization does not wish to impede these activities. However, to the extent that such outside interests may affect a transaction in which CalArts is involved, there is the potential for an actual or perceived conflict of interest. Since CalArts has a public duty to avoid private inurement, self-dealing and misuse of public funds, it is the policy of this organization to avoid, whenever possible, all such actual or potential conflicts of interest.

C. The Conflict of Interest Policy does not apply if the transaction involves a bargain sale to CalArts by an Affiliated Person, since by definition the sale is for less than fair market value and the excess value is a charitable gift to CalArts.

D. A transaction between CalArts and an Affiliated Person or related entity is acceptable provided that all material facts have been disclosed and, except in the case of a charitable gift, the terms, conditions and consideration involved are commercially fair and reasonable. Any proposed transaction shall be presented to the President or his/her designee and approved, in advance, by the Board of Trustees.

E. Annually, the Institutes, independent auditors will send to each Board member, Officer and Dean of the Institute a document to complete and sign regarding any transactions with the Institute.

Policy Category:

Grade Appeals

When a student wishes to appeal a grade: the student must first appeal to the instructor who assigned the grade in question. Where there is no satisfactory remedy through appeal to the instructor, the student may file written appeal to the dean of the school in which the course is offered. The decision of the dean is final.

“NC” grades may not be changed to a grade except by means of a petition to the dean of the School involved. Such changes must be initiated by the instructor of the class or, in the instructor’s absence, the dean of the school offering the course and submitted to the Registrar. Such a petition must include a written explanation from the instructor of the class explaining the reasons for changing the grade and a signature of support from the dean of the school offering the course. Petitions for the change of an NC grade must be submitted during the student’s term of residency at the Institute and are considered only under exceptional, extenuating circumstances.

Complaint Procedure

An individual may contact the Bureau for Private Postsecondary Education for review of a complaint. The bureau may be contacted at 2535 Capitol Oaks Drive, Suite 400, Sacramento, CA 95833, http://www.bppe.ca.gov/, Tel: 916.431.6924, Fax: 916.263.1897.

Policy Category:

Grading Policy

Standard Grading Options

  • High Pass (HP): Passing with Excellence
  • Pass (P): Passing with Quality 
  • Low Pass (LP): Passing
  • No Credit (NC): Work did not meet the criteria for credit.

Other Grading Options

  • Incomplete (I):  

    A temporary Incomplete grade may be given to a student who has maintained satisfactory attendance and completed passing work throughout most of a course, but as a result of extenuating circumstances is unable to complete the course requirements by the end of the semester.   Incomplete grades are not assigned for Summer, Interim, Practicum, or Winter Session courses.

    Incomplete grades are assigned through submission of an Incomplete Contract to the Registrar’s Office.  The Incomplete Contract is an explicit agreement between student and faculty of the work remaining to be completed, and the date by which the work must be submitted for final review.  The contract must also be approved by the school or program responsible for the course.

    Incomplete grades assigned for fall semester courses must be resolved no later than the end of the following spring semester.  Incomplete grades assigned for spring courses must be resolved no later than the end of the following fall semester.  Earlier deadlines for completion may be set at the discretion of the faculty and must be specified on the Incomplete Contract.  Incomplete grades not replaced by final LP, P, or HP grades by the stated deadline will revert to NC (No Credit) grades on the transcript.

  • No Grade Recorded (NG): Placeholder grade entered by the Registrar's Office at the close of the grading period which indicates that no grade has yet been assigned by the faculty of record. "NG" grades not changed to a final evaluation by the end of the following semester will convert to "NC" on the transcript. 
  • Withdrawn (W): Grade assigned by the Registrar to indicate withdrawal from a course after the end of the add/drop period. Students may withdraw from a course without academic penalty through the 10th week of the semester. The course remains on the student’s record with a “W” grade. "W" grades have no impact on semester or cumulative grading calculations, and do not count toward a student's residency or full-time status. 

Auditing

Auditing a class is an arrangement made between the student and the instructor. No official record will be kept and no credit will be given.

GPA Equivalencies

On the official academic transcript, CalArts calculates student progress by indicated attempted units and the completed units, but does not use a Grade Point Average (GPA) as part of its marking system. However, when a GPA is required for external purposes, the following formula may be used: HP=4.00, P=3.00, LP=2.00, NC=0.00.

Grading Procedures

All grades are to be submitted by the faculty of record online through the Hub or WebAdvisor. Online grading opens on Monday of the final week of the semester and remains open for two weeks, until 5pm on the second Monday following the last day of the semester. The grading deadline will be published on the academic calendar for referance by faculty and students.

Grades not entered through the secure online system must be submitted through individual grade change forms that are signed by the faculty of record. This may be done either through a hard copy form, or through a digital form, both of which are available from the Office of the Registrar. The same process is followed to change a grade that was entered incorrectly online, or to replace temporary "I" or "NG" grades with a final evaluation.

Policy Category:
Revised Date:
Sep 2017

Graduation Process: General Statement

General Statement

The Board of Trustees confers all degrees and certificates awarded by the California Institute of the Arts. The President on recommendation of the Academic Council with the approval of the Provost or his/her designee and the faculties of the Institute presents candidates to the Board. Graduates are honored at an annual commencement.

Qualifications for Graduation

The faculty of the school in which the student is enrolled is responsible for determining whether the student is qualified to receive the CalArts degree or certificate. This decision requires the faculty to determine that the student has demonstrated a significant measure of artistic achievement, as well as the satisfactory completion of all residence, units and course requirements. Ordinarily, the BFA degree program and Certificate of Fine Arts program require a minimum of four years of study and 120 units of credit; the MFA degree program and Advanced Certificate of Fine Arts program require 2 to 3 years of study, or the equivalent; the MA degree is a one year full–time program of study and one year of low-residency study; the DMA degree program requires 3 years of study in residence. The certificate requires completion of the equivalent of BFA study and additional study in the metier, while excluding the Critical Studies courses needed for the BFA degree.

Process

  1. Student’s responsibility: In preparation for graduation, the student must: 
    1. Consult with the mentor and the faculty of the school in which he or she is enrolled about the expected time for completing the program of studies for the degree or certificate. 
    2. Pay the Student Affairs’ Graduation fee of $25 to the Accounting Office. 
    3. Present an application for graduation and the fee receipt to the Registrar. 
    4. Complete settlement of outstanding obligations in records, accounts and property commitments with Institute offices. 
    5. Complete all loan exit interviews with the Financial Aid Office and/or the Accounting Office. 
    6. Complete the Graduation Exit Survey sent to each graduating student via email.
  2. Registrar’s Office: 
    1. Sets deadline by which graduation reviews must be completed each semester. This date is set each semester in consultation with the Provost and the President. 
    2. Prepares a tentative list of candidates for graduation to be reviewed by the schools. 
    3. Notifies students of obligations to be met for the degree or certificate. 
    4. Sends a list of candidates for degrees and certificates to Academic Council and deans for final action, and forwards final recommendations to the President and the Board of Trustees. 
    5. Reviews all eligible students for degree completion at the close of each semester, and follows through with any pending graduates not yet completed
  3. Deans and faculty: The faculty and dean of each school recommend action on each candidate for graduation and inform the Registrar’s Office within the established procedures and deadlines.

Commencement Participation

CalArts celebrates degree conferrals through a yearly commencement ceremony held at the end of each spring semester. Students will be cleared to participate in the commencement ceremony following their final term in residency. In order to qualify to participate in commencement, students must be enrolled in all final course requirements, including transfer work or courses to be completed during the summer following commencement. Students will be cleared to participate in only one commencement ceremony for each degree program that they complete at CalArts.

Policy Category:
Revised Date:
Sep 2017
Revision History:
Previously revised March 2015

Graduation Process: Post-Residence (Delayed) Graduation

Post–Residence graduation is a process initiated by the student’s graduation review committee and is typically available only to MFA or DMA candidates who have completed all course and residency requirements and who have been before a Graduation Review Committee. MA students may be eligible for this option only under special circumstances. This option will be considered only when the Graduation Review Committee:

  1. Is not completely satisfied with the work presented; 
  2. Believes the student is committed, talented and capable of achieving degree level work; 
  3. Does not believe that additional time spent at CalArts will contribute to the student’s preparedness for the degree; and 
  4. Is convinced that a period of independent work may bring about the maturity lacking in the student’s work.

In all cases, the review committee and the student must comply with the following conditions: 

  1. This provision is available to degree candidates only;
  2. Students who have at any time been advanced in year–level will be eligible only under exceptional circumstances;
  3. Time between the regularly scheduled review and the post–residence review shall ordinarily not exceed one calendar year. Students who are unable to complete work during the first year must petition for additional time directly to their school dean. After five years, petitions for extension for completion of MFA degree requirements must be submitted to the Deans Council. After two years, petitions for extension for completion of DMA degree requirements must be submitted to the Deans Council.
  4. The graduation review committee must prepare a written statement detailing: 
    1. What the student must achieve to receive the degree; 
    2. How and where the post–residence review will be conducted; 
    3. A proposal as to which faculty members will participate in that review, including space and facilities to be used.
    A copy of the statement will be given to the student and a copy will be placed in the student’s permanent academic record. The latter will be removed from the permanent record when the student passes a post–residence review and is awarded a degree.
  5. Where special demands are made on CalArts resources such as the use of studios and/or equipment, the Vice President and CFO shall assess the student for appropriate fees. Individual schools may place restrictions on time and access.
Policy Category:
Revised Date:
Sep 2017

Grievance Procedures - Student

CalArts students are given an opportunity to seek an internal resolution of conflicts and complaints. This procedure may also be used by students who believe that they have been discriminated against on the basis of race, color, national origin, disability, sex or any other classification or characteristic protected by law, and is designed to comply with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, and Section 504 of the Rehabilitation Act of 1973. Complaints dealing with sexual and other forms of unlawful harassment are addressed under Prohibited Discrimination, Harassment, and Sexual Misconduct Policy. Students who seek to grieve the imposition of disciplinary sanctions are directed to review the Disciplinary Policy.

Students who seek to grieve matters pertaining to academic warning, probation, suspension, and/or dismissal are directed to Metier Standing and Academic Standing policies.

The Financial Aid Appeals Committee handles grievances concerning financial aid.

Any student who believes that a practice, policy, or rule has been applied incorrectly as it relates to the student, or that he or she has been unlawfully discriminated against, is encouraged to informally discuss the problem with the Dean of Students. If the student is not able to satisfactorily resolve the problem informally, the student may initiate a formal grievance by submitting a signed grievance statement to the Dean of Students.

The grievance statement must describe the nature of the grievance; the practice, policy, rule or law that the student claims has been violated; and the remedy or relief requested. The Dean of Students or designee shall investigate the grievance and provide a written response within ten days of receipt of the grievance unless additional time is required to complete the investigation. If not satisfied with the response to the grievance, the student may, within ten days of the date of the response, file a written request for review with the Dean of Students. As soon thereafter as practical, an Appeals Committee shall be formed consisting of three current members from the faculty, staff, or student body. One member of the Committee shall be appointed by the student, one member by the Associate Provost or designee, and one member by the Dean of Students. Together these members of the Committee shall decide who from among them shall serve as chairperson. No person shall participate as a member of the Appeals Committee who has been involved in the event(s) upon which the grievance is based or who is biased.

The Director of Human Resources or designee shall provide administrative services to the Appeals Committee, including but not limited to supplying copies of pertinent documents, scheduling meetings, arranging for a scribe to take and prepare minutes, and the preparation of the final report. A student may be assisted at any stage of this procedure by a current member of the CalArts community (i.e., staff member, faculty member, or student) who is not an attorney, but such person may not address the Appeals Committee unless requested by it to do so.

Within ten days of the date the Appeals Committee is formed or as soon thereafter as practical, the Appeals Committee shall meet in closed session to consider the grievance. The members of the Appeals Committee shall respect the confidentiality of the proceedings. The student shall be provided with an opportunity to meet with the Appeals Committee, but shall otherwise be present at a meeting of the Appeals Committee only at the request or with the permission of the Appeals Committee. As it deems appropriate, the Appeals Committee shall interview other persons and shall consider written materials and other items pertinent to the grievance.

At the completion of its review, the Appeals Committee shall prepare a written advisory report consisting of findings, conclusions, and recommendations and submit it to the Provost with copies to the student and the Dean of Students. Under separate cover, the Appeals Committee shall also forward to the Provost copies of any written material or items that it considered in connection with the appeal process.

The Provost or his or her designee shall consider the report and, at his or her discretion, take whatever action he or she deems appropriate. Prior to taking such action, the Provost or designee may discuss the report with the members of the Appeals Committee, the student or any other person. The Provost or designee shall transmit his or her decision in writing to the student, Dean of Students and members of the Appeals Committee. The decision of the Provost shall be final.

Title IX Coordinators
Title IX of the Education Amendments of 1972 is a federal law that prohibits sex discrimination in education. Sex discrimination includes sexual harassment, sexual assault and sexual exploitation. CalArts' Title IX Coordinator is Eva Graham, Institute Diversity Officer, and Deputy Title IX Coordinator as Charmagne Shearrill, the Chief Human Resources Officer (661-253-7838, cshearrill@calarts.edu, Room A210). The Title IX Coordinator and Deputy Coordinator are available to receive reports of sex discrimination at CalArts, including sexual harassment, sexual assault, and sexual exploitation, to discuss questions or concerns relating to the investigation of complaints received, reporting and complaint procedures, and education and training opportunities across campus. Information concerning Title IX can also be obtained from the Office for Civil Rights, U.S. Department of Education (415-486-5555, ocr.sanfrancisco@ed.gov, 50 Beale Street, Suite 7200, San Francisco, CA 94105-1813).

Complaint Procedure
An individual may contact the Bureau for Private Postsecondary Education for review of a complaint. The bureau may be contacted at 2535 Capitol Oaks Drive, Suite 400, Sacramento, CA 95833, http://www.bppe.ca.gov/, Tel: 916.431.6924, Fax: 916.263.1897. 

Policy Category:

Guest Policy

In order to establish reasonable precautions to ensure the privacy and safety of students and yet avoid either unrealistic or over-restrictive procedures, the Institute asks students to notify Campus Safety when they are going to have guests arrive on campus after 8 p.m. Campus Safety should be called or emailed the day that the guest is expected so that Campus Safety will have the person’s name at the front gate and the name of the host student.

Academic Buildings
Guests who are on the guest list will be directed to the academic buildings. Guests visiting students in the academic buildings should be told by the student where they will meet within the buildings. Campus Safety can then direct the guest to that area. Guests must be with the student at all times, and students are responsible for the behavior of their guests.

Housing (Chouinard Hall & Ahmanson Hall)
If Campus Safety has advance notice from the Housing Office of a visiting guest the visitor will be allowed on campus and directed to the appropriate housing facility. The name and room number of the student will be noted.

Guests Not on the List
If the student is an on-campus resident the visitor will remain at the gate and Campus Safety will contact the Resident Assistant on duty to locate the student. If the student cannot be located then the guest will be advised to contact the student by phone or other means until clearance is made before the guest is permitted on campus.

Receptions and Halloween & Spring Party
A student guest list will be established by the person(s) hosting a reception. This guest list will be furnished to Campus Safety 24 hours in advance of the reception. The list will include the student’s name as well as the guest(s) name(s). If a person is not on the guest list but gives the full name of the student, they will be admitted at the front gate but must be accompanied by the student in order to be admitted to the reception. Separate procedures apply to guest(s) at the Halloween Party and the Spring Event. Performances, Openings and Other Events Commencing after 8 p.m.

In order to be admitted at the gate, guests must know the location and type of performance and the host student’s name, if applicable.

Overnight Guests (On Campus Housing)
  • Roommates and suitemates must agree in advance.
  • The guest must be registered with the Housing Office (forms are available in the Housing office).
  • There is a limit per student of one guest per semester for a maximum of three days/two nights.
  • Guest must be with student at all times. For complete information on the procedures to follow, refer to the CalArts Housing brochure and/or the Housing Office.
Policy Category:

Health and Safety: Accident Report in Case of Injury

I. Accident report for employees

(faculty, staff or students injured while working for CalArts on the Institute's payroll or under work study program.)

Any employee injured while on the job is covered under the Institution's workers compensation insurance policy. Because of this coverage all injuries must be reported promptly so that the Institute is aware of the accident and the required reports are made to the insurance company. A "Supervisor's Report of Work Injury" must be completed by the supervisor the same working day (or in the case of a weekend or holiday, the next working day). The report form is available from the Office Manager in Facilities Management or the Office of Human Resources. In accordance with applicable law a DWC-1 form (Employee's Claim for Workers Compensation Benefits) must be given to the employee within one working day of the injury or the day on which the Institute received notice of a potential work related injury of illness. After the employee completes the employee’s portion of this form the Institute must complete the Employer’s section and give a copy of the form to the employee. The Office Manager in Facilities Management or the Human Resources Office will assist in completing this form and will notify the insurance company. A copy of the "Supervisor's Report" is sent to the Institute's Safety Officer (C/O Facilities Management) and to the Vice President for Administration.

II. Accident Report for Non-employees

The "First Report of Injury" must be completed by the area supervisor any time there is an injury involving a person who is not covered under the Institute's workers compensation insurance coverage. This would include students (unless working for CalArts on the Institute's payroll or under work study program), visitors, outside contractors, etc. The original copy of the report is sent to the Institute Safety Officer (C/O Facilities Management) with a copy to the Vice President for Administration.

III. Review of Accidents and Hazards

The Institute's Safety Officer will review all reports of accidents and hazards. The Safety Officer will work with the supervisor responsible for the area in which the accident occurred or hazard exists, to correct any safety problem. The Institute's Safety and Disaster Preparedness Committee will review all accident and hazard reports.

Policy Category:

Health and Safety: Firearms/Ammunition Policy

The use or carrying of any type of firearm, such as pistols, rifles, carbines, shotguns and any other weapon that fires a powder cartridge, pellet, BB or any type of projectile is not allowed except under the following conditions.

1. Firearms capable of being fired can only be used as a prop in theater productions or in film/video productions.

2. Non-firing firearms/weapons can be used in art exhibits or as props in theater or film/video productions.

3. All firearms and ammunition used in exhibits or performances must be: 

  • Listed on event and performance checklists. 
  • Inspected and approved by Institute Safety Coordinator. 
  • Approved by theater production or film/video production manager. 
  • Be stored in locked cabinet when not in use. 
  • Be under the control of a prop master or designated person when not in use on set. The use of a trigger lock is recommended when gun is not being fired. 
  • Have a serial number stamped into metal of firearm.

4. Notwithstanding any other provision or elsewhere, there will be no live ammunition brought on campus for use in any firearm that will be exhibited or used in any art exhibit, theater production or film/video production.

5. Work Order for Safety Coordinator to inspect, approve and set basic parameter for the firing of each firearm will be submitted. The Safety Coordinator will inspect firearm and test fire it. This test will help to establish the basic parameter for the firing of the firearm. All ammunition to be used in the firearm is to be included in this inspection and approval. It is highly recommended that only color coded cartridges by used.

6. Basic parameter for all firearms: (if not already established for a certain type of firearm) 

  • No one to be in front of firearm in a 20 degree arc of the firing line. 
  • Firearm to be held, when possible, at arms length. This should be with elbow slightly bent. 
  • Firearm only to be fired: 1) during testing 2) during rehearsals 3) during performance 
  • All safety regulations must be observed. 
  • Propmaster and actor who is to fire weapon, are the only ones on the set authorized to handle weapon.

7. Production and stage manager may set different parameters for the firing of the weapon as needed to suit the requirements of the script. Any changes must be approved by the Institute Safety Coordinator. There are ways to fire at someone in such a manner as to look as if they are in a direct line of fire. 8. It is mandatory for all firearms: 

  • To be listed in event and performance checklist. 
  • For administration to be made aware that a firearm will be exhibited or used in a performance, event, exhibit or film shoot. 
  • Institute Performance Coordinator must be made aware that a firearm will be exhibited or used in a performance. 
  • All firearms must be inspected and approved by Institute Safety Coordinator. A picture will be taken of all firearms and ammunition presented for approval. 
  • Production manager will be responsible for: 1) Ensuring that all of the conditions are met for use in performance. 2) That firearm and ammunition is locked up at all times when firearm is not in use on stage or set. 3) That the ammunition to be used is the same as approved by the Institute Safety Coordinator.
  • Art exhibitor will be responsible for: 1) Ensuring that the firearm to be exhibited is not capable of being fired. 2) Will have firearm secured in exhibit in such a way that it can only be removed from the exhibit by the exhibitor. 3) That all ammunition exhibited cannot be removed from exhibit except by exhibitor.

8. Failure to comply with this policy could result in injury or death to someone.

9. Failure to comply with this policy will result in disciplinary action.

10. If any of the above procedures are not followed, a Security Officer will be assigned to act as Safety Coordinator for performance, event, exhibit or film shoot. The time for this person will be charged to the department/school responsible for performance, event, exhibit or film shoot.

11. Any and all firearms of any type, including BB guns, found unattended, will be confiscated and given to the Institute Safety Coordinator or Security Supervisor to hold. The firearm will be held until the owner or production manager has given written permission from his/her school/department, to the Safety Coordinator, to have the gun returned. If the firearm is not going to be used in any performance, event, exhibit or film shoot it must then be immediately removed from campus. If the firearm is going to be used in a performance, event, exhibit or film shoot, then it must immediately be given to the propmaster to lock up until needed.

Policy Category:

Health and Safety: Hazardous Materials

I. GENERAL 

In order to ensure the health and safety of its students, faculty, staff and visitors, the Institute does not allow the use of certain materials within the academic or housing buildings. No hazardous material will be brought on campus without the approval of the Institute Safety Coordinator and the appropriate person within the school/department. Any chemical or material that may be flammable, combustible, toxic, corrosive, reactive or explosive, must have a Material Safety Data Sheet (MSDS) on file with the Institute Safety Coordinator and also in the department or school which uses the material. Some materials in order to be used require that the person using the material wear a protective respirator (face mask).

II. MATERIALS 

  • Spray Paint Spray paint cannot be used inside any building. 
  • Other materials will not be used by students, faculty or staff without specific authorization of the faculty or staff member responsible for the lab, shop or space in which the material is to be used. Use in general areas of the academic building must be approved by the Institute Safety Coordinator. Use within the housing buildings must be approved by the Director of Housing.

III. DISPOSAL OF HAZARDOUS MATERIAL 

All hazardous materials must be disposed of by using an authorized disposal agent. The Facilities Management Department is responsible for the disposal of any hazardous material which has been used on campus. The material will be picked up by the Facilities Management Department and stored in an appropriate location until picked up by an authorized disposal agent. Any school of department that has hazardous materials to dispose of shall contact the Facilities Management Department.


Policy Category:

Health and Safety: Open Flame/Pyrotechnical Device Policy

The use of any open flame/pyrotechnical device is not allowed except under the following conditions. This includes explosive devices of any type and any open flame device.

1. Explosive devices can only be used as a prop in theatre productions.

 
2. Open flame devices can be used in art exhibits under the following conditions: 

  • Follow all event/performance/exhibition guidelines.
  • Listed on event and performance checklists. 
  • Approved by Vice President for Administration. 
  • Must be approved by Los Angeles County Fire Department 
  • Approved by Institute Safety Coordinator. 
  • Safety plan filed with Los Angeles County Fire Department and Safety Coordinator.
  • No explosive devices can be used in any exhibit unless the device has been treated in such a way as to ensure that it cannot be detonated.

3. All explosive devices used in performances must be: 

  • Listed on event and performance checklists.
  • Approved by Vice President for Administration. 
  • Must be approved by Los Angeles County Fire Department. 
  • Under the control of a licensed pyrotechnical expert at all times. Copy of license must be on file with Institute Safety Coordinator. 
  • Approved by Institute Safety Coordinator. 
  • Approved by theatre production manager. 
  • Be stored in locked cabinet when not in use.

4. There will be no live ammunition or explosive device brought on to campus for exhibition in any art exhibit.

5. Work order for Safety Coordinator to file safety plan and plot plant for approval from the Los Angeles County Fire Department will be issued to Facilities Management from the school/department responsible for the exhibition or performance.

6. Basic parameter for all pyrotechnical devices: 

  • Explosive devices to be handled/detonated by a licensed pyrotechnical expert. License must be on file with Safety Coordinator. 
  • Responsible person to be present at all times that an open flame device is in use in exhibits/performances.
  • Fire watch must be maintained at all times when an open flame device or explosive device is being used.
  • Explosive devices can only be detonated: 
    • While under the control of a licensed pyrotechnical expert 
      • during rehearsals 
      • during performances

7. Production and stage manager will set parameters for use of all pyrotechnical devices used in theatre productions.

8. Art School will set parameters for use of all open flame/non-detonating devices used in art exhibits. Any other department setting up exhibits will consult with the Institute Safety Officer on use of these devices.

9. It is mandatory for all pyrotechnical devices: 

  • To be listed in event and performance checklist
  • For administration to be made aware that a pyrotechnical device will be exhibited or used in a performance.
  • Institute Coordinator must be made aware that a pyrotechnical device will be exhibited or used in a performance.
  • All pyrotechnical devices must be approved by the Los Angeles County Fire Department.
  • All pyrotechnical devices must be inspected and approved by the Institute Safety Coordinator. This is to ensure that all devices are of the type approved by the Los Angeles County Fire Department.
  • Production manager will be responsible for: 
    • Ensuring that all of the conditions are met for use in performance. 
    • Ensuring that pyrotechnical devices are locked up at all times when device is not in use on stage.
    • Ensuring that the pyrotechnical device to be used is the same as approved by the Los Angeles County Fire Department and the Institute Safety Coordinator.
  • Art School and exhibitor will be responsible for:
    • Ensuring that the pyrotechnical device to be exhibited is not capable of being detonated in any manner.
    • Ensuring that the pyrotechnical device is secured in exhibit in such a way that it can only be removed from the exhibit by exhibitor.
    • Ensuring that there is someone standing fire watch with a fire extinguisher at all times that any open flame device is lit while in exhibit.

10. Failure to comply with this policy could result in injury or death to someone.

11. Failure to comply with this policy will result in disciplinary action.

Policy Category:

Health and Safety: Safety

A. Safety Policy 

The greatest asset to California Institute of the Arts is our students, faculty and staff. We hold in high regard the safety, welfare and health of all our people. It is the policy of California Institute of the Arts to make every reasonable effort to protect our people. This will be in the interest of accident/injury prevention, fire protection, and health preservation. CalArts will endeavor to maintain a safe and healthful work environment. Including providing safe working equipment/conditions and train employees in safe work practices, provide necessary personal protective equipment, and in the case of an injury, make available first aid and medical services. It is our belief that accidents which injure people, damage equipment and destroy materials can cause needless personal suffering, inconvenience and expense. We believe that all accidents can be prevented by exercising common sense precautions. All of us must do our part to formalize our safety program. This will be done through written reports and records, adherence to operating practices and procedures designed to prevent injury and illness, and a healthy attitude towards safety. Only then can an improved safety record be achieved and maintained. The full support of all employees is essential to the effectiveness of this program and the control of work related injuries.

B. Safety and Disaster Preparedness Committee 

The Safety and Disaster Preparedness Committee consists of: Vice President for Administration - Chair Associate Provost Director of Facilities Management Safety Coordinator Director of Human Resources Representative (faculty or staff) from each shop or lab (appointed by the Dean) Costume Shop Graphics Lab Photo Lab Super Shop Wonder Shop Representative (faculty or staff) from Design and Production (appointed by the Dean) Representatives from Dance, Film/Video and Music Schools (appointed by the Dean) Dean of Students Director of Housing Director of Health Services Director of Food Services One student representative (appointed by Student Council)

C. Responsibilities of Institute Safety and Disaster Preparedness Committee 

The Safety and Disaster Preparedness Committee will meet monthly during the academic year and on call during the summer months. The Committee's responsibilities will include but not be limited to:

  • Discussion of safety policies and recommendation of these policies to the appropriate group or person.
  • The review of and discussion of unsafe conditions and practices to determine remedies. This includes the review of all "Hazard Report" forms submitted by employees and may include the inspection and/or investigation of the reported hazard.
  • Learning the proper safety procedures and practices.
  • Ensure that approved safety recommendations are being put into practice.
  • Review of all accident reports and the prevention recommendations resulting from the accident reports.
  • Review all reports of safety inspections.
  • An annual review of the Institute's "Injury Prevention Program" and "Code of Safe Practices."
  • Review of safety training schedule and topics both for supervisors and employees.
  • Annually, prepare a memorandum on safety to be sent to staff and faculty.
  • Devise programs to encourage safe working conditions and practices by promoting safety and by recognizing employees for their actions to promote safety and safer working conditions.
  • Determine that the Institute is prepared for a disaster.

D. Responsibilities of Schools and Departments 

Each Dean and department head shall be responsible for holding safety meetings within their school/department and for adherence to safety requirements within their own area.

Policy Category:

Health and Safety: Safety Inspections

GENERAL 

To ensure the safety of students, staff and faculty periodic safety inspections will be made. These inspections will include offices, shop areas, performance spaces, control rooms and student work areas. The purpose of the inspections is to ascertain if there are conditions that might cause an injury. These conditions include but are not limited to:

  • Non-structural items which could move or tip over in an earthquake. 
  • Non-structural items blocking ingress or egress to an area. 
  • Equipment that is unsafe due to location, wiring, manner in which item is used, and safety protection features not being installed or not working properly. 
  • Flammable and other hazardous materials improperly used, stored or disposed of. 
  • Improper use of tools, ladders and other equipment including not wearing protective gear when appropriate. 
  • Fire extinguishers and first aid kits not available where appropriate. 
  • Material Safety Data Sheets not in file or posted where required.

RESPONSIBILITY 

  • Schools/Library Each Dean will designate two staff and/or faculty members as the persons to perform the safety inspections for that particular area. (It is recommended that one of both the designated people be members of the Institute Safety and Disaster Preparedness Committee.) A member of the Safety and Disaster Committee (who is not a member of that school/library) along with the department’s designated person will perform the inspections.
  • A member of the Safety and Disaster Preparedness Committee along with the department head will perform the safety inspections for the administrative department/area. The Safety and Disaster Preparedness Committee will designate the person(s) to do this.
  • Housing The Director of Housing and the Housing staff will conduct periodic inspections within the housing buildings.

FREQUENCY 

  • Shops, performance spaces, control rooms, and student work areas will have a safety inspection each semester. 
  • Offices will have a safety inspection annually.
  • If the frequency of accidents in an area increases inspections will be scheduled more frequently.

REPORT 

A written report to the Safety and Disaster Preparedness Committee will be made following each inspection.

This report should include: 

  • Date of inspection
  • Persons conducting the inspection
  • Rooms/areas inspected
  • List of any safety concerns by room/area

These reports will be reviewed by the Safety and Disaster Preparedness Committee at their regular meetings. Depending upon the seriousness of the safety condition the chair of the Safety and Disaster Preparedness Committee, in conjunction with the Institute's Safety Coordinator, and the school/department with jurisdiction over the particular area containing the safety concern, may take action to resolve the condition prior to the next Safety and Disaster Preparedness Committee meeting.

Policy Category:

Health and Safety: Special Effects (Smoke) Machines

The use of a special effects (smoke) machine must be pre-approved.

A. For use in a theatre production, film shoot or art exhibit 

  1. Work Order request
    Send a work order to Facilities Management, attention Safety Coordinator, stating where (room) and when the machine is to be used. The Safety Coordinator will authorize the use of the machine after verifying that all necessary steps will be taken to ensure that proper notification is given to anyone who will be in that room (audience, participants, etc.). Smoke machines can cause adverse health effects for some people with certain health conditions. 
  2. Notification immediately before use
    Before starting the machine call Facilities Management (normal work week) or Security (evenings/weekends). The special effects (smoke) machine will often trigger the smoke alarms that are throughout the academic building. This will set off the fire alarm unless prior notification is given.

B. For parties, receptions, special events 

  1. Reception Scheduling Request
    The proposed use of special effects (smoke) machines must be noted in the appropriate space of the Reception Scheduling Request form. The Institute Coordinator will notify the Safety Coordinator and coordinate the approval. Security will also be advised.
Policy Category:

Honorary Degrees

In accordance with the decision of the Board of Trustees at its February 27, 1975 meeting, the California Institute of the Arts awards honorary degrees to persons exhibiting high achievement in the practice or support of the arts.

The awarding of such degrees will honor the following conventions as recommended by regional accrediting agencies:

  • The degrees conferred as an honor will be restricted to those named degrees which traditionally are used for this purpose and which are not earned through a program of study. Degrees awarded Honoris Causa are: Litt. D. (Doctor of Literature); D.F.A (Doctor of Fine Arts); D.M. (Doctor of Music); D.H.L. (Doctor of Humane Letters); D.P.F. (Doctor of Performing Arts); D.A. (Doctor of Arts)
  • Honorary degrees are not awarded to anyone employed by the Institute at the time of the award: i.e., faculty, staff, administrators.

The Academic Council recommends three or more names of individuals to the President early in the Spring term. The Board of Trustees confers the degrees.

Dated: March 15, 1990

Policy Category:

Human Resources: Middle Management

The following positions are considered to be middle management provided the appointments are one-half time or more: 

  • Controller 
  • All Directors 
  • All Associate Vice Presidents 
  • All Assistant Vice Presidents 
  • Dean of Enrollment Management 
  • Dean of Students 
  • Nurse Registrar
Policy Category:

Independent Study

CalArts approves of Independent Project/Private Directed Study for credit in the artistic disciplines and the School of Critical Studies when the study or project undertaken represents an opportunity of unique value to the student in his or her area of study.

The Institute defines Independent Project/Private Directed Study as on–campus studio or academic work undertaken outside of Institute–scheduled lecture or studio class time and under the direct supervision of a faculty member of the Institute.

Independent Project/Private Directed Study may be undertaken in any area of valid artistic/academic interest to the student, with any faculty whose education and expertise qualify them in that area and whose teaching and mentoring schedule allows time for the supervision of the project/study.

Independent Project/Private Directed Study may be undertaken as an adjunct to the student’s coursework in a program; it may satisfy specific divisional or programmatic requirements; or it may constitute the student’s entire program of study during a given semester.

Details: 

  1. The student and the chosen faculty supervisor complete an Independent Project/Private Directed Study Contract, clearly defining what is to be accomplished during the period of study. The contract must be approved and signed by the student, the faculty supervisor, the metier dean and the dean of the faculty supervisor’s school.
  2. The credit value of the independent study will be determined and assigned by the faculty supervisor at the time the contract is written and signed as follows: 
    Lecture Course: One contact hour plus two hours of out of class preparation.
    Studio Course: Two contact hours plus one hour of out of class preparation.
    Individual Lessons: 
    One hour of contact with at least two hours of practice.
    Independent Study:
     At least three hours of work per week.
  3. The approved and signed contract indicating the Independent Project/Private Directed Study’s credit value must be presented at the time the student registers for the course. The original will be kept in the Registrar’s Office and a copy will be sent to the faculty supervisor with the class roster.
Policy Category:

Institute Affairs: Access to Academic Building During Summer Break and Space/Equipment Rental Procedures for Students

During the summer break, space and/or equipment is rented to regular students by some of the schools. The policy covering this is issued by the Office of the Vice President for Administration each summer in conjunction with those schools participating and a copy of the current policy or information is available from this office.

Policy Category:

Institute Affairs: Chouinard Hall Guest Apartment

A one-bedroom apartment in Chouinard Hall is available for Institute visitors.

General Information 
1. The apartment will be charged at the rate of $35.00 per day for a single person. Double occupancy at the rate of $45.00 per day. 
2. NO PETS are allowed in either space. 
3. Maid service will be provided once a week for linen changes. Both areas will be cleaned and trash emptied as needed.

Reservation Procedure: 
1. Reservations for the guest apartment may be made for any official visitor with preference being given to visiting faculty. 
2. Reservation requests for the guest apartment are made directly to the Housing Manager. The reservation list will be maintained by the Director of Housing. 
3. The Housing office will bill the school or department for their guests. 
4. A private phone is available for the guest(s) provided the dean or department head approves. The host school or department will be billed for any phone calls made by the guest(s). 
5. A minimum of a 48-hour notice is required to cancel or change a reservation. The first night’s room rate will be charged without proper advance cancellation notice.

PLEASE NOTE: The apartment is in great demand by all schools. We try to accommodate everyone equally. Please place your reservation in advance and advise Housing when a cancellation occurs.

 

Policy Category:

Institute Affairs: Comp Ticket Policy

Reserved Comp Ticket Policy

  1. Every request for complimentary tickets must be in writing. Special emergency requests must be submitted through the Office of Public Affairs.
  2. Comp ticket requests are accepted from the following only: the President's Office, the Director of Public Affairs, the Dean of the producing School, the Director/Producer and the Stage or House Manager of the show.
  3. For students, faculty and staff involved in the production, the Stage Manager will post a Comp Ticket Request sign-up sheet a few weeks prior to the opening. All those wishing comp tickets must put their request on this sheet.
  4. All comp requests made by students, faculty and staff must be made through the Stage or House Manager. The Ticket Office staff will not accept requests from anyone other than those listed above.
  5. Requests for comp tickets must be submitted to the Ticket Office Managers no later than TWO WEEKS prior to the show's opening.
  6. Any comp ticket requests received after that time are subject to availability.

Institute Comp Ticket Policy

  1. Every CalArts student, staff and faculty member is allowed ONE complimentary ticket per performance IF they follow the guidelines below.
  2. Complimentary tickets are available ONE HOUR before the performance.
  3. Complimentary tickets are available only when the show is not 75% sold out one hour before the performance begins.
  4. Faculty, staff and students must be willing to show a current CalArts I.D.
  5. Students, staff and faculty directly involved in a production must follow the guidelines for Reserved Comp Tickets above.
Policy Category:

Institute Affairs: Envelope Use

CalArts pre-printed envelopes (such as envelopes printed to match letterhead) should not be used for intra-campus mail. There are less expensive envelopes available for this in the stockroom. CalArts printed envelopes cost approximately four times as much as plain white envelopes.

Please keep in mind that the manila transmittal envelopes, which can be used many times, are much less expensive to use than either of the above.

It is recommended that pre-printed envelopes be used for off-campus mail only.

 

Policy Category:

Institute Affairs: Events & Performances

The Institute has developed a procedure to be followed by those responsible for an Institute function to ensure that events and performances are appropriately scheduled to avoid conflicts in space usage, provide publicity (if requested), etc.

The Institute Performance Coordinator assists schools and departments to ensure that the necessary people are notified of an event.

An Event and Performance Checklist must be completed and turned into the Institute Performance Coordinator at least seven (7) days prior to the event.

For events requiring fire department approval (due to use of an open flame, change of seating arrangement, etc.) the Event and Performance Checklist along with a work order and plot plan must be submitted at least fourteen (14) days prior to the event/performance in order to allow sufficient time for the Institute Safety Officer to obtain fire department approval.

The Administrative Manual contains the Institutes' policies regarding the use of Firearms/Ammunition, Special Effects – Smoke Machines, and Open Flame/Pyrotechnical Devices.

Policy Category:

Institute Affairs: Legal Services

General 

Legal process servers may come on campus to attempt to locate individual students, staff or faculty. Legal documents may include summons, subpoenas, court orders, search warrants, garnishment of wages, notice to defendant (small claims court), etc. Federal and state laws govern the legal process. Servers should be referred to the Office of the Vice President for Administration. The Institute's legal counsel will be consulted by the Vice President for Administration when necessary.

Students 
The privacy rights of students are protected by the Family Education Rights and Privacy Act (FERPA).
Any legal process server with a legal matter involving a student should be directed to the Office of the Vice President for Administration.

Staff and Faculty 
Legal notices for staff and faculty should be served at their place of residence.

Corporate Matters 
All legal matters involving California Institute of the Arts or its officers/employees serving in their capacity as an officer/employee should be directed to the Office of the Vice President for Administration.

Garnishment of Wages 
Matters involving garnishment of wages involving staff, faculty or student employees are to be directed to the Office of Human Resources. The required notifications and actions will be instituted by the Office of Human Resources.

Search Warrants 

  • During regular work days 
    Person with the warrant is to be directed to the Office of the Vice President for Administration.
  • After hours 
    Person to be directed to the Security Office. Security will contact the Vice President for Administration by telephone.
  • General 
    During any search conducted by any off campus agency an administrator of the Institute will be present.
Policy Category:

Institute Affairs: Policy on Ownership, Copyright and Sale of Objects of Art Created by Members of the Institute

It is the policy of the California Institute of the Arts to encourage every member to realize the maximum economic potential from the works he/she creates while a member of the Institute. To this end all copyrights and patents to such works are to remain in the name of their creator. It is suggested that the creator take necessary steps to perfect and preserve these rights. At the same time the creative efforts of students and faculty play a significant role in the learning experience. Therefore, the Institute reserves the right to retain a copy of members’ creations which are to be used solely for non-commercial educational purposes.

The following observations should assist in explaining the foregoing policy.

A. Three Categories of Creative Effort 
Students and faculty members have all rights to their work and all editorial control, except as specifically modified by agreements made at the creator’s discretion. The degree of modification may be described by three categories in which various arrangements for funding and editorial control can be made.

1. Institute Commissioned Work 
If a person or group within the Institute, that has the authority, commissions a project that utilizes talent, facilities, and materials within the Institute it is referred to as Institute commissioned work. Since such commissions involve a wide range of end-oriented activities, such as bulletins, handbooks, and annual reports, the right of editorial review and the right of final judgement of appropriateness is retained by the Institute.

The Institute has ownership of any work that it commissions, including the right to use or not to use, as it determines. If the Institute rejects a project it has commissioned it retains ownership and control.

2. Subsidized Work 
In subsidized work the relationship between the subsidizer and the creative person is one of mutual agreement, wherein the limitations or terms of control are made prior to the execution of the project. The range of editorial control that the subsidizer acquires is granted at the discretion of the creator who will be doing the work. However, as to external subsidies the Institute retains the right to approve and to participate, if it desires, in the contractual arrangements. If the Institute refuses to approve an external subsidy the student or faculty member is free to arrange it on an individual basis; but no Institute materials or facilities may be used, and the Institute official imprint, or credit, may not be attached to the work.

3. Independent Work 
Independent work is completely within the control of the individual student or group. This is the general condition under which students and faculty work, except when arrangements have been made that fall under one of the above classifications.

Anything provided to the enrolled student, such as basic materials that are normal to his/her course of instruction, is not to be considered a form of subsidy. Enrollment at CalArts grants the right to use certain supplies and the right to use facilities in the production of creative work over which the student retains all control.

It is advantageous to the Institute to have faculty members actively producing creative work on campus rather than elsewhere. This enhances their position with the public as well as with the students; and when possible the facilities of the different Schools should be extended to them.

B. Ownership and Patent Rights 
When work is done under the classification of independent work the student or faculty member retains all rights to the work. Work done under the classification of subsidized or commissioned work is subject to modification of the ownership or patent rights under the terms of the contract agreements made before the work is begun

C. Retention of Copies 
The Institute has the right to retain, if it so desires, a copy of any creative work produced on the campus. This copy may involve a variety of means of duplicating, recording, or preservation; but whatever means are employed, the cost is the responsibility of the Institute. These copies may be used within the Institute and other academic fields for non-commercial educational purposes only.

If the Institute wishes to gain ownership of an original work of art produced as independent work (where no commission is contracted in advance), and if the creator is willing to sell his work, an outright purchase is to be made. Wherever paintings and sculpture are desired for the purpose of interior decoration it is the policy that the Institute will seek first to satisfy the requirement through purchase of student or faculty works. The President must approve any purchases for purposes of interior decoration.

D. Protection of Rights 
It is recognized that copyright protection may be lost by the improper distribution of creative works, but the Institute does not assume responsibility for protecting students’ or faculty members’ rights.

E. Discretion in the Use of Copies 
The production of multiple copies of commercially available materials puts the Institute in the position of sanctioning a practice that works to the detriment of professional artists. This practice would be adversely received by any individual or organization in the artistic and cultural fields --- especially by record companies from whom the Institute is hoping to obtain grants of complete recorded libraries. If its facilities were used in making copies that infringe upon a copyright, or that were libelous, each School must maintain control over its duplicating facilities and is responsible for the use of these facilities.

F. The Institute Imprint 
The imprint of the California Institute of the Arts is a valuable possession and should be used with an appropriate concern. California Institute of the Arts and CalArts are registered “trademarks.”

Policy Category:

Institute Affairs: Rental or Loan of CalArts Equipment

It is sometimes appropriate for CalArts equipment to be rented or loaned to off-campus individuals or organizations. It is necessary that controls be established since the rental or loan of equipment causes difficulty in equipment accountability as well as funds control. Accordingly, no person should rent or loan equipment to non-CalArts personnel for use on or off campus without proper authorization.

Permission to rent or loan equipment must be given by the Vice President for Administration or his delegate in advance and before any firm commitments are made.

The renting or loaning of equipment to non-Calarts personnel for on- or off-campus use also must be authorized by the dean or the administrative person charged with equipment responsibility. Students are entitled to first usage of all equipment and since maintaining equipment is always a concern, it is essential that equipment loans and rentals be authorized only when it is in the best interests of CalArts. Casual and indiscriminate loans or rentals of equipment should not be allowed.

Please see the Vice President of Administration if there are any questions.

Policy Category:

Institute Affairs: Use of Institute Vans

The Institute owns a few vans which are available for use for Institute academic projects, organized recreational purposes sponsored by the Institute and for individual student projects approved by their school. Due to the limited number and the extensive use of the vehicles, van trips are limited to Los Angeles, Ventura and Orange Counties. Vans cannot be kept overnight without the prior approval of the Vice President for Administration. Vans are to be driven on paved roads only. No off road driving is permitted. Passenger vans and cargo vans are reserved through the Facilities Management Office. The procedure is as follows:

1. All drivers must be approved by our insurance carrier through the office of the Vice President for Administration. See Section 4, Page 48, Policy 4.99.48.0, "Approved Drivers for CalArts’ Vehicles" for the procedure.

2. A passenger van should be requested by Work Order one week in advance through the Facilities Management office. No school/department can reserve more than three passenger vans for any particular day unless one week prior to the date there are vans that have not been reserved. At that time extra vans can be reserved. The driver of the vehicle is responsible for damages arising from driver or occupant negligence.

3. The use of cargo vans must be prearranged with Facilities Management and a Work Order covering the use of the cargo van prepared by the individual's school or department is required. The driver of the vehicle is responsible for damages arising from driver or occupant negligence.

4. Capacity restrictions apply to all vans and it is important to check on this prior to reserving a van. Problems or concerns should be written down on the mileage form when the vehicle is returned to campus. Contact the Facilities Management office for any further information.

 

Policy Category:

Institute Degree and Certificate Requirements: Advanced Certificate of Fine Arts

CalArts has developed the following minimum standards for receiving a degree or certificate from the Institute. Schools may develop additional requirements on approval of the President and Provost.

The schools may admit candidates at the graduate level for an Advanced Certificate of Fine Arts when an undergraduate degree has not been earned but where evidence of achievement and capability would otherwise justify admission for regular MFA study. The work completed for this program must be on the same level as that required for the MFA degree. The time to be spent in the program is the same as that for the MFA degree. Admission, units completion and review procedures, including the requirements for meeting the TOEFL standards in the case of international applicants, are the same as those for the MFA degree.

Policy Category:

Institute Degree and Certificate Requirements: Bachelor of Fine Arts (BFA)

CalArts has developed the following minimum standards for receiving a degree or certificate from the Institute. Schools may develop additional requirements on approval of the President and Provost.

I. Bachelor of Fine Arts Degree (BFA) Residency Requirement 

The CalArts Bachelor of Fine Arts degree is a minimum 120 unit, 8 full–time semesters program. A minimum of one year in residence must be completed and of this minimum at least the final semester before graduation must be in residence. Schools may establish slightly different criteria for the residency requirements under exceptional circumstances and on approval of the Provost or his/her designee.

Curriculum Requirements 

1. Each student must complete the curriculum set forth by the school in which the student is enrolled. 
2. BFA candidates must complete 46 semester units in Critical Studies course work. First year BFA candidates will generally take two Critical Studies courses each semester, for a total of five semester units per semester. In subsequent years students take two to three courses or six units each semester until the requirement is completed. For the required distribution of these courses consult the Critical Studies section of this Course Catalog. Critical Studies courses may not be repeated for purposes of satisfying this requirement unless otherwise stated in the course description.

Transfer Credit 

Transfer credit is accepted only from other regionally accredited postsecondary institutions. Transfer credit is granted only for courses that are relevant to study at CalArts and for which an equivalent grade of “A”, “B”, “C”, or “P” was received. The final semester of any CalArts degree or certificate program must be completed in residence i.e., as a registered student. Under specific circumstances a student who has fulfilled all residence requirements, and has passed a faculty graduation review but who falls short on units or course requirements by no more than one course, not to exceed three units, may take advantage of the following policy.

The student may petition through:

  • The School Dean in the case of a Metier requirement or, 
  • The Dean of the School of Critical Studies in the case of a BFA Critical Studies requirement to: 
    1. Complete coursework, as approved in writing, at another regionally accredited college to serve as transfer credit in fulfilling the outstanding course. This coursework must be completed with a “C” or better or “P”. Students tentatively scheduled to graduate in May can make up the course during the summer after graduation or during the following fall semester only. Students tentatively scheduled to graduate in December can make up the course during the following spring semester or summer following graduation only. Approval of the appropriate Dean must be obtained prior to enrollment for the coursework. Upon completion of the coursework an official transcript must be sent to the CalArts Registrar for transfer toward the CalArts degree. 
    2. Return to CalArts during the following fall semester for tentative May graduates or the following spring semester for December tentative graduates. Tuition will be charged on a per–unit basis, calculated at the current annual tuition divided by 40 (the annual number of allowable units). Approval for return to complete the course must be presented to the CalArts Registrar no later than the last day of late registration of the semester of intended enrollment. Forms for approval of either of these options may be obtained in the Registrar’s Office.

Post–Residence Transfer Credit

This policy defines the number and conditions under which students may transfer external credits to CalArts as pending graduates. All proposed transfer credits must be approved in advance and in writing by the dean (metier or Critical Studies) in consultation with the student's mentor, and by the Registrar. Please note that prior to receiving pre-approval from the Dean and Registrar, the following conditions must be met:

  • The student must have fulfilled all metier and Critical Studies residency requirements. (Please see the policy titled "Institute Degree and Certificate Requirements: Residency Requirement.) 
  • The student must have advanced to the final semester of residence for his/her program (e.g., BFA4-2). 
  • The student has successfully passed his/her graduation review or recital. If s/he has not done so, formal, written arrangements for completing this requirement, approved by the mentor, Program Director and Dean, must have been made (as articulated in the Special Conditions section of the Transfer Credit Approval Form). 

The student must receive the Dean's and Registrar's permission prior to enrolling in any coursework at another regionally accredited institution. If the above conditions are met and the student has received pre-approval from both the appropriate dean and the Registrar, then the student may transfer to CalArts a maximum of five (5) units of credit from another regionally accredited institution. As stated in the policy titled "Institute Degree and Certificate Requirements: Transfer Credit,"coursework must be completed with a grade of "C" or better or a grade of "Pass."

These additional units will be accepted without incurring additional fees, if they are completed within two (2) years after the final semester of residency. If more than two years have elapsed since the end of the final semester of residency, then the student must apply for readmission in order to complete the required units at CalArts.

A student can also complete his/her remaining units at CalArts, either during the academic year at a per-unit cost or during Summer Session. Students who need six or more units to graduate must enroll in the Institute (half-time or more, based on the remaining requirements).

Transfer Credit (BFA), For Purposes of Admission

Students with previous bachelors degrees who are entering the BFA program will be required to complete at least 8 semester units of CalArts Critical Studies credit in order to obtain a BFA degree from CalArts. All other students will be required to complete at least 8 of the required 46 semester units of Critical Studies credit at CalArts. When transfer students seek credit toward the Critical Studies requirement, this credit will be measured against the CalArts component–46 semester units in approved Critical Studies course work to a maximum of 38 semester units. (See School of Critical Studies section for specific requirements.) All transfer credit will be evaluated by the Registrar’s Office in accord with guidelines developed by the School of Critical Studies and consistent with the Institute’s standards.

Policy Category:
Revised Date:
May 2014

Institute Degree and Certificate Requirements: Certificate of Fine Arts

CalArts has developed the following minimum standards for receiving a degree or certificate from the Institute. Schools may develop additional requirements on approval of the President and Provost.

Definition

The Institute offers a four year (eight full-time semesters), minimum 120 unit Certificate of Fine Arts program which is representative of achievement in a school for students who do not wish to pursue the BFA degree. Following are the standards:

  1. Admission requirements, residency, units completion and other Institute standards relating to advancement, review and graduation are the same as for BFA candidates.
  2. The student must satisfactorily complete all metier work required for the BFA degree in the school in which the student is enrolled, plus additional metier studies as determined by the mentor and dean.
  3. Critical Studies course work is not required and is replaced by additional work in the metier. 
  4. Tuition and related fees are the same as those for the BFA degree. 
  5. Financial aid may be available for a period up to six years (12 semesters).

Transfer from Certificate Program to BFA Degree:

Certificate students may transfer to BFA study under the following conditions:

  1. After one or more semesters in residence; 
  2. Upon a favorable recommendation from the school review committee;

Process: The student must complete a Change of Status form. This form requires approval of the mentor, the dean, the Dean of Critical Studies, the Director of Financial Aid and the Registrar. A student who has graduated from CalArts with a Certificate and who later wishes to apply that Certificate to the BFA degree from the same school must go through the admission process and be formally accepted for BFA study and must complete all requirements remaining, both in the metier and Critical Studies. If the time away from CalArts exceeds five years, the student will be subject to the academic requirements of their program and the Institute in effect at the time of return.

Transfer (Voluntary) from BFA to Certificate Program: 

A BFA student may transfer to the Certificate program provided the student has been in residence one or more semesters and has the written approval of the dean and mentor.

Process: The student must complete a Change of Status form. This form requires the signature of the mentor, the dean, the Dean of the School of Critical Studies, the Director of Financial Aid and the Registrar.

Policy Category:

Institute Degree and Certificate Requirements: Doctor of Musical Arts Degree (DMA)

CalArts has developed the following minimum standards for receiving a degree or certificate from the Institute. Schools may develop additional requirements on approval of the President and Provost.

Admission Prerequisites

Applicants to the DMA program will be required to have attained a MM, MFA, MA or equivalent in a relevant field before admittance, or to have a Master’s degree in an alternate subject along with skills and knowledge that are commensurate with a Master’s degree in a music field. Students will be required to have maintained a minimum GPA of 3.0 in previous graduate study. As part of the admission process, applicants’ knowledge of music theory, analysis and history will be assessed through portfolio review and interview. Additional subject areas may be assessed depending on each applicant’s proposed research focus. In order to ameliorate any deficiencies thus identified, admitted students may be required to take courses for which credit will not be awarded in addition to those required for the DMA degree.

Residence Requirements and Length of Program

The DMA program requires at least 6 semesters of full-time residence, which is also its expected duration.

Curriculum Requirements

The DMA program is a 60 semester-unit program. A complete description of the requirements of the DMA program can be found in the School of Music section of this Course Catalog. Candidates for the DMA degree are required to complete all of the work defined by the DMA program and the School of Music.

Transfer Credit

Due to the unique nature of the DMA program, transfer credit is not awarded.

Policy Category:

Institute Degree and Certificate Requirements: MA in Aesthetics and Politics

CalArts has developed the following minimum standards for receiving a degree or certificate from the Institute. Schools may develop additional requirements on approval of the President and Provost.

Admission Prerequisite

An undergraduate degree from a regionally accredited postsecondary institution or a government approved foreign institution is required for admission to the MA in Aesthetics and Politics program.

Residence Requirements

The MA in Aesthetics and Politics Program requires two semesters of full-time residency and two semesters of low-residency enrollment.

Curriculum Requirements

Candidates for the MA in Aesthetics and Politics are called upon to complete all of the work defined by the program. These requirements are described annually in the Course Catalog.

Thesis Completion

The thesis for MA in Aesthetics and Politics candidates will be due by September 1st of the fall semester following the final semester of enrollment, i.e., students completing coursework in spring 2017 will have a thesis due date of September 1, 2017. Students who do not complete the thesis by September 1st will be required to pay a matriculation fee in order to maintain status as a candidate for graduation up to a maximum of two additional semesters as set by the Program Director. Students who do not complete their thesis within the maximum two additional semesters will not be eligible for graduation and will be required to reapply to the program and complete course work and a thesis as arranged with the Program Director.

Policy Category:
Revised Date:
Oct 2017

Institute Degree and Certificate Requirements: Master of Fine Arts Degree (MFA)

CalArts has developed the following minimum standards for receiving a degree or certificate from the Institute. Schools may develop additional requirements on approval of the President and Provost.

Admission Prerequisite

An undergraduate degree from a regionally accredited postsecondary institution or a government approved foreign institution is required for admission to the MFA degree programs.

Length of Program 

The MFA degree program requires from two to three years to complete, depending upon the requirements of the individual disciplines. The requirements of the individual disciplines are found in the individual school degree requirements sections of this Course Catalog and in the Admissions Viewbook.

Residence Requirements

Depending on the program of study, a minimum of one year to three years in residence is required and, regardless of the minimum requirement, the final semester before graduation must be in residence i.e., as a registered student. Schools may establish slightly different criteria for the residency requirements under exceptional circumstances and with the approval of the Provost.

Curriculum Requirements 

Candidates for the MFA degree are called upon to complete all of the work defined by the program and school in which the student is enrolled. These requirements are described annually in the Course Catalog and may be clarified in the school handbooks.

Transfer Credit (MFA) 

Up to one year of graduate credit may be granted for work completed at a regionally accredited postsecondary institution prior to admission to CalArts’ MFA study. Such transfer of credit is at the discretion of the dean of the student’s school. Full documentation, including official transcripts, will be required.

Policy Category:

Institutional Academic Policy Review

General

This policy describes the process CalArts will follow in adopting institutional academic policies. Schools and programs may establish additional school or program academic policies, provided that those policies are not inconsistent with institutional academic policies.

Definition of Institutional Academic Policy

Institutional academic policies are those that relate to the educational process and that govern the academic standards and requirements for students to maintain matriculated status and to qualify for a degree or certificate. Policies include but are not limited to, academic standards for admission, continuation, degree/certificate completion, student academic/métier standing, academic honesty, and student reviews.

Need Statement & Policy Discussion Process

Any member of the community may suggest the need for a new policy or revisions to existing policy by submitting a written need statement to the Office of the Provost. Issues may emerge from trends at the Institute, through federal or state legislation or regulation, changes in best practices, new mandates, or in a variety of other ways.

The written need statement should include:

  1. The purpose and scope of why the Institute needs to enact a policy, explain who the policy applies to, what the policy is about, and list any specific exclusions.

  2. The stakeholders who should work together on developing the policy.

  3. A proposed timeline for review and approval of the new policy.

Once the written need statement is received by the Office of the Provost, the author will work with the chairs of the Academic Council and Deans Council to present their need statement to each Council for discussion. Consent should be given by the majority of Council members of at least one Council to proceed and then a timeline for review and approval will be set and the stakeholders whom should be developing the policy will be affirmed. If both Councils reject the need statement, the statement may be revised and re-presented.

Policy Review & Approval Process

Proposed new or revised policies will be reviewed and approved in the order listed:

  1. Joint Academic Council & Deans Council
    a. The author will present the proposed new or revised policy to the Joint Academic Council & Deans Council.

    b. If the consensus of the Joint Academic Council & Deans Council is not reached, then a joint sub-committee of members from the Academic and Deans Council shall resolve the issue. Each Council shall appoint an equal number of representatives to the sub-committee. The policy may go straight to the sub-committee or, if desired, to each individual Council for discussion prior to the convening of the sub-committee. A member of the Office of the Provost will be an ex-officio member of the subcommittee. The Joint Academic Council & Deans Council will establish a deadline by which the sub-committee shall resolve the issue. Upon resolution, the policy will return to the Joint Academic Council & Deans Council for approval. If the sub-committee cannot reach a decision, the Provost will make the final recommendation to the Joint Academic Council & Deans Council.

  2. Review by the Institute’s legal counsel: The Office of the Provost will send the policy to the Institute’s legal counsel for review of legal implications.

  3. Provost: All academic policies must have the approval of the Provost prior to becoming effective.

Policy Format

The following major sections should be considered in the order listed for each policy:

  1. Policy (the guide to decision making)

  2. Procedure (sequential steps necessary to carry out the policy) (if applicable)

  3. Effective date (identify the month/year the policy becomes effective)

  4. Review date (identify the month/year the review shall occur)

  5. Revision history

  6. Responsible Office

Ongoing Review & Revision of Policies

To maintain an effective set of academic policies, all academic policies have a regular schedule of review and revision, which should occur approximately every five (5) years. The review date (month and year) of the review shall be specified upon incorporation of the policy (i.e., revised November 2017). The review process follows the policy review and approval process listed above.

An academic policy may be revised at any time, not just during its normal review process. Anyone may suggest updating, revising, or canceling a policy by sending a written need statement to the Provost’s Office. If an academic policy should be revised or canceled before the regular review cycle, the written need statement clearly states why the author suggests the review should be undertaken immediately, identify the stakeholders who should work together to revise the policy, and the proposed timeline for review and approval.

Editorial Authority

In maintaining policies, the Provost’s Office shall not alter the sense, meaning, effect or substance of any adopted policy, but within such limitations, may renumber policies, change the titles of policies or subtitles (and titles of individuals and departments to conform with such changes as are made by the Board, President, Provost or authorized department or divisions), rearrange sections and/or paragraphs, strike out figures or words which are merely repetitious, change capitalization for the purpose of uniformity, and correct clerical or typographical errors.

Policy Retention & Access

All policies once approved, shall be filed with the Provost’s Office. Policies shall be available to all students, faculty, and staff through policies.calarts.edu. Periodically, a broad Institute announcement of the availability of an academic policy will be made. The announcement will include a brief explanation of the policy and where it is published. 

Policy Category:
Adopted Date:
Aug 2011
Revision History:
Formation of Academic Policy, 2016-2017
Review Date:
2022-2023
Responsible Office:
Office of the Provost

Internships

All students interested in pursuing an internship opportunity must schedule an appointment with the Career and Internship Advisor in the Office of Student Affairs. Although the Career and Internship Advisor maintains an extensive bank of internship opportunities, students may also find internships through their own research or through faculty contacts. However, regardless of the internship’s origin, all internships must be approved by the Career and Internship Advisor. No credit will be awarded for internships not approved in advance of their start date, except by special petition of the School dean.

To be eligible for an internship, BFA candidates must have spent at least two semesters on campus, as a registered student. MFA, and DMA candidates must have been enrolled for at least one semester. On occasion, exceptions may be granted at the discretion of the School dean. Credit for undergraduate internships may not exceed six semester units or twenty hours of work per week. Please note that an off–campus internship may augment, but may not replace, the CalArts residency requirement.

Generally, an internship experience at a particular site can only be done for credit one time. If the duties and responsibilities of the internship change significantly, then the student may apply to the Career & Internship Advisor to receive credit at the same site a second time. The maximum number of academic credits for internships each semester is 6.

At no time can an internship count towards fulfilling Critical Studies course requirements.

The Career and Internship Advisor will supply the student with a copy of the internship contract. The contract must be completed in its entirety before the beginning of the internship and must be signed by the internship company, the CalArts faculty member supervising the internship, the Career and Internship Advisor, and the Registrar’s Office. International students must have written approval of the International Students and Programs Advisor prior to beginning an internship.

A member of the faculty must supervise all internships. If the host company requires a separate contract to be signed by the intern, or, if the host wishes to acquire original material created by the student, the student should seek independent legal advice prior to entering into any agreement with the company. Although a student interning for credit can also be paid by the host organization, the position must meet the criteria of an intern/trainee and not an employee. See the Career and Internship Advisor for more information.

The faculty supervisor is responsible for the following:

  • Reviewing the value of the internship in the context of the student’s overall academic/artistic program (including any academic warnings) before approving the internship, and ensuring that there are defined learning outcomes for the internship experience; 
  • Ensuring that credit awarded is consistent with semester credit hour standards (three hours per week per unit for undergraduate students and four hours of work per week per unit for graduate students based on a 15–week semester);  
  • Reviewing the evaluations, provided by the student and by the work site, in preparation for issuing a grade based on performance to be submitted to the Registrar’s Office; and 
  •  Reporting any problems or feedback to the Career and Internship Advisor.
Students are responsible for the following: 

  • Meeting with the Career and Internship Advisor and understanding the procedure for securing an internship;  
  • Making sure that a completed and signed internship contract is submitted to the Career and Internship Advisor prior to starting the internship; 
  • Fulfilling all requirements of the internship;  
  • Keeping the faculty supervisor apprised of any problems that arise in the course of the internship, as well as periodically reporting on progress at the work site; and 
  • Submitting, to the Career & Internship Advisor, complete reports on evaluation forms (provided by the Career and Internship Advisor) by both the intern and the internship site supervisor before the end of the semester. Grades are based, in part, on these completed reports.

Internships at CalArts that are awarded academic credit are treated with the same rigor as coursework. Students are expected to commit the same amount of time and energy to an internship as they would to a class. In turn, the Career and Internship Advisor and the supervising faculty member will help ensure that the student’s investment is matched by a valuable educational experience. Regular communication among the Internship Advisor, the faculty member and the student is crucial to this process.

Policy Category:

InterSchool Policy

Overview

InterSchool Degree Programs provide students with the opportunity to pursue one joint degree from two different CalArts Schools (e.g., a BFA degree jointly awarded by the Schools of Art and Film/Video).

Structure: CalArts’ InterSchool option is structurally similar to a “double-major”; however, InterSchool students are expected to use and explore the integration of both artistic disciplines in their practice and final projects. InterSchool Degree Programs are possible only between programs within the same degree level and type (for example, both are MFA programs). 

Eligibility: Applicants to an InterSchool Degree Program must (1) meet admission criteria for both courses of study; (2) show that their artistic work would benefit substantially from two areas of study; and (3) demonstrate that they have the artistic and academic capacity to complete two programs. InterSchool Degree Programs are not available with the Master of Arts in Aesthetics in Politics or the Doctor in Musical Arts Program in Performer/Composer.  

Length: Acceptance and enrollment into most InterSchool Programs will increase by at least one semester the degree time to completion. Time to completion will be estimated during the application process, through the proposal of a specific combination of curricula. For InterSchool Degree Programs, the minimum residency is the length of the longest Program. For example, if a student is enrolled in a three-year Theater MFA, and becomes an InterSchool student with a two-year MFA Program in Writing, the minimum residency requirement will be three years, although students may anticipate adding time-to-degree beyond this minimum. 

Requirements: InterSchool Degree Programs’ requirements vary based on the participating Programs’ curricula and degree type. National and regional accreditation standards for each Program must be fulfilled in their entirety. InterSchool students, regardless of degree type, must demonstrate all skills and competencies for graduation in both Programs and make good progress in all coursework and review processes, as determined by the faculty.  

Requirements for Undergraduate Students: All undergraduate students enrolled in InterSchool Programs must complete – at minimum – all required third and fourth year courses as listed in the Course Catalog (minus any electives that may be taken in the other Program) and any additional coursework deemed necessary by the Program Directors and mentors to meet graduation requirements. Curricula for the Schools of Art and Dance are designed in compliance with national accreditation standards and must be completed in their entirety, as listed in the Course Catalog. Some of the first and second-year requirements may be waived during the admissions process, when students have regionally accredited transfer credits that qualify them for admission at a higher year-level and demonstrate the level of artistic accomplishment commensurate with that year-level. InterSchool undergraduates students must successfully complete all Critical Studies requirements (46 units) and are expected at all times to maintain good progress in Critical Studies and all coursework for both artistic programs. 

Requirements for Graduate Students: Graduate students enrolled in MFA InterSchool Programs must complete all core curricula for both programs, minus any electives or graduate transfer credit considered during the admissions process for the purpose of year-level placement.


Application Process: New Students

New Undergraduate Students: New BFA students are not eligible to apply for an InterSchool Program. Faculty wish to see the quality and direction of students’ work prior to considering them for InterSchool study.

New Graduate Students: Potential MFA students may apply for admission to the InterSchool Program. Successful applicants will exhibit extraordinary strength and ability in the two disciplines of choice, with portfolio/performance work that demonstrates the ability to successfully pursue a rigorous interdisciplinary arts study. New MFA students applying for InterSchool must meet all established Institute application deadlines for both Programs and be admitted into both Programs.

Application Process

  1. Admissions Counselors Consultation: Before being admitted, students should discuss ideas for combining MFA programs with the Admissions Counselors from both disciplines.
  2. Associate Provost Consultation: After speaking with student’s Admissions Counselors and receiving admission to both programs, the student should make an appointment with the Associate Provost to obtain and discuss the InterSchool Approval Form and InterSchool Proposal process. 
  3. InterSchool Proposal: The student will develop an InterSchool Proposal (2-3 pages) that contains the following elements:
    1. A description of why it is important to the student’s development as an artist to pursue the InterSchool Degree option. 
    2. A detailed description of the course of study to be followed, developed in consultation with the student’s mentors and the Associate Provost. This should include a semester-by-semester list of courses-to-be-taken (including independent studies courses), and must include all required courses for both Programs. Proposed course-loads may not exceed 20-units per semester. For most Programs, an average course-load of 15-units per semester is recommended. The proposed course of study must be approved by the Directors and Deans of both Programs and must conform to all national and regionally accreditation standards. 
    3. A list of requested facilities and equipment necessary for the student’s work from each School, including personal studio, exhibition and performance spaces, as applicable. 
    4. A description of the final thesis project(s) to be completed. If the student anticipates completing one thesis project for both Programs, s/he should describe this plan in detail. 
    5. A time frame in which all the work is to be completed, including a target graduation date that is to be aligned with the courses to be taken. 
    6. The name of the requested mentors (if known) within each of the involved Schools.
  4. School Reviews: The Provost Office will present the InterSchool Proposal, along with the InterSchool Approval Form, to the Program Directors of both Schools, who will review the InterSchool Proposal with the student’s requested mentors and deans. 
    1. If the InterSchool Proposal is approved, the InterSchool Approval Form is signed by both mentors, Program Directors and Deans.
    2. Each InterSchool Approval Form must have all six signatures (two Deans, two Program Directors and two mentors) for the application to move forward.
  5. Provost Review:The InterSchool Approval Form, along with the student’s InterSchool Proposal, will then be submitted to the Office of the Provost for final signature. 
    1. Students are encouraged to keep a copy of the InterSchool Proposal and the fully signed InterSchool Approval Form for their records.
  6. Decision: The Office of Admissions will issue an official decision letter on behalf of the Institute.


Application Process: Continuing Students

Admission to InterSchool Degree Programs is highly competitive. Each Program generally accepts a maximum of two InterSchool students per year. Applicants must be students in good academic standing, with the demonstrated ability to complete an intense course of interdisciplinary study. Due to the rigors of completing core requirements in two distinct Programs, applicants must also have ability and previous training in both of the disciplines.


Timeline:
InterSchool applications must be completed by the institutional deadline for admission (usually early January, please see the CalArts website for the current deadline). The application process, from initial discussion with the current mentor/Program Director, to the issuance of a final letter of decision, takes four to six weeks. Therefore, it is highly recommended that students begin the InterSchool application process no later than November 1 of the academic year prior to when the InterSchool Degree Program would begin. It is the applicant’s responsibility to begin the process early and to track the progress of his/her forms and proposals to ensure timely submission of all materials by the established deadlines.

Timeline for Continuing Undergraduate Students: BFA applicants generally begin the application process for InterSchool during the fall of their second year (BFA-2). Those accepted will begin their InterSchool Program in the fall semester of their third year (BFA-3).

Timeline for Continuing Graduate Students
: MFA applicants should apply for InterSchool during the fall of their first year (MFA-1). Those accepted will begin their InterSchool Program in the following fall semester at the MFA-2 year level.

Application Process:

  1. Current Program Consultation: Students should first meet with their current mentor and Program Director, who will advise the student, informally, on the feasibility of an InterSchool course of study, based on the student’s current curriculum, preliminary plan for InterSchool study, and current performance in his/her existing program. 
  2. Associate Provost Consultation: After this preliminary consultation and with the approval of their mentor and Program Director, students should make an appointment with the Associate Provost to obtain and discuss the InterSchool Application Form and application process. Current and Second Program Consultation: After consultation with the Associate Provost, the Provost’s Office will schedule an initial meeting with both Program Directors, the student’s mentor and the student. 
  3. Current and Second Program Consultation: After consultation with the Associate Provost, the Provost’s Office will schedule an initial meeting with both Program Directors, the student’s mentor and the student.
  4. InterSchool Proposal: Based on this meeting and with the conditional encouragement of the Programs, the student will develop an InterSchool Proposal (2-3 pages) that contains the following elements: 
    1. A description of why it is important to the student’s development as an artist to pursue the InterSchool Degree option.
    2. A detailed description of the course of study to be followed, developed in consultation with the Program Directors of each Program. This should include a semester-by-semester list of courses-to-be-taken (including independent studies courses), and must include all required courses for both Programs. Proposed course-loads may not exceed 20-units per semester. For most Programs, an average course-load of 15-units per semester is recommended. The proposed course of study must be approved by the Directors and Deans of both Programs and must conform to all national and regionally accreditation standards. 
    3. A list of requested facilities and equipment necessary for the student’s work from each School, including personal studio, exhibition and performance spaces, as applicable. 
    4. A description of the final thesis project(s) to be completed. If the student anticipates completing one thesis project for both Programs, s/he should describe this plan in detail. 
    5. A time frame in which all the work is to be completed, including a target graduation date that is to be aligned with the courses to be taken.
    6. The name of the requested mentors (if known) within each of the involved Schools. 
  5. Current School Review: The student presents the InterSchool Proposal, along with the InterSchool Application Form, to the Program Director of the student’s current School, who will review the InterSchool Proposal with the student’s mentor and dean. 
    1. The current School may request a portfolio or audition from the applicant to determine his/her readiness to pursue InterSchool study or decline the InterSchool Proposal on the basis of the student’s artistic/academic progress. 
    2. If the InterSchool Proposal is approved, the InterSchool Application Form is signed by the mentor, Program Director and Dean. 
  6. Second School Review: Once approved by the current School, the InterSchool Proposal and InterSchool Application Form will be forwarded to the Program Director of the second School for consideration. 
    1. At this stage of the process, the Program Director of the second School, in consultation with the Dean and the School Admissions Counselor, may waive or require an admissions portfolio or audition.
    2. If the student is accepted for InterSchool study, the InterSchool Application Form is then signed by the second School’s mentor, Program Director and Dean. 
    3. Each InterSchool Application Form must have all six signatures (two Deans, two Program Directors and two mentors) for the application to move forward
  7. Provost Review: The InterSchool Application Form, along with the student’s InterSchool Proposal, will then be submitted to the Office of the Provost for final signature. 
    1. Students are encouraged to keep a copy of the InterSchool Proposal and the fully signed InterSchool Application Form for their records. 
  8. Decision: The Office of Admissions will issue an official decision letter on behalf of the Institute.


Financial Aid: Continuing Students

CalArts makes every effort to maintain a student’s financial aid funding throughout their time here. In order to maintain consistent funding, students must maintain satisfactory academic progress and meet Institute deadlines, including FAFSA deadlines, and remain financially eligible for aid. If all deadlines and criteria are met and academic progress is satisfactory, students may assume that InterSchool status will not alter their overall financial aid package. Students should also note that their current level of aid will generally not increase with the addition of the second Program, even though the time to degree will likely increase. As a result of, Students should note that, due to the extra semester(s) required to complete coursework for both Programs, the total cost of tuition to degree generally will be more than the cost of a single-focus degree Program.

Policy Category:
Revised Date:
Oct 2011

Late Registration

Registration means the payment of tuition and completion of registration forms. Late registration is a grace period of several days in which these forms may be filled out and tuition paid. An additional fee is charged for this service.

Leave of Absence

Students who wish to temporarily discontinue their enrollment at CalArts must request a leave of absence through the Office of the Registrar or through Student Affairs, depending on the circumstances of the leave.  Students who receive financial aid must also meet with the Office of Financial Aid to learn whether there are consequences of a leave on their financial aid eligibility or loan repayment, and international students must meet with the Office of International Student Affairs to ensure compliance with their visa status.  Tuition refunds for a semester in progress are granted according to the Withdrawal from the Institute and Dormitory – Refunds policy in the CalArts Catalog.

Students placed on academic or métier warning or probation are eligible to apply for a leave of absence, but their academic status will remain in effect upon their resumption of studies at the Institute.

CalArts allows for leaves of absence in the following categories:  Personal Leaves, Medical Leaves, and Institute-Initiated Leaves.

Personal Leave

A personal leave of absence enables students to work, to travel, to pursue an interest not involving formal studies, or to handle personal or family issues.  Depending on School policy, students may request a personal leave for either one semester or one academic year.  Students who are approved for a one semester leave may request to extend the leave to a full academic year; these requests must be received prior to the start of the second semester of the leave. 

To request a personal leave of absence, students must submit a completed Leave of Absence form to the Office of the Registrar.  Approval of any personal leave of absence is at the discretion of students’ Dean and faculty.

At the end of a personal leave, students may reenroll for the semester indicated on the Leave of Absence form without being required to complete any reenrollment or readmission paperwork.  Students who do not return as expected will be withdrawn from the Institute and subject to the terms of the Withdrawal from the Institute policy.

Students approved for personal leaves of absence during the Add/Drop period will have all in progress courses dropped from their transcript.  Students approved for personal leaves during the Withdrawal period will be assigned “W” notations for all in progress courses.  A personal leave of absence will not be approved after the Withdrawal period has ended.

Medical Leave

Students may be granted a medical leave of absence from the Institute in those instances in which the student’s health is impeding normal academic or artistic progress.  A medical leave may be approved for up to one full academic year.  If medically necessary, students may request to extend a medical leave for up to one additional academic year.  Approval of requests to extend medical leaves beyond one year is made at the discretion of the school, in consultation with the Dean of Student Affairs and in consideration of the physical demands of the student’s program.

To apply for a medical leave, students must complete the Leave of Absence form and provide documentation of the need for medical leave from their treating licensed and relevant non-familial health care professional within 30 days of declaring a leave.  Approval of the leave is at the discretion of the Dean of Student Affairs (or designee).  In cases where a medical leave is denied, or appropriate documentation is not provided, the leave will be processed as a personal leave of absence and will be subject to the Personal Leave policy detailed above.

Upon receiving documentation for a medical leave, the Dean of Student Affairs (or designee) will provide a decision to approve or deny the medical leave in writing.  If the leave is approved, Student Affairs will provide further written communication to the student documenting the reason for the leave, the conditions that must be met to return from medical leave, and the process by which the student will request to return.  Prior to reenrolling, all students on medical leaves will be required to submit medical clearance from their treating licensed and relevant non-familial health care professional stating that, in their professional opinion, the student is now capable of handling the academic and artistic demands of the Institute.  Student Affairs will also communicate approved medical leave status to the Office of the Registrar.

Students approved for medical leaves taking effect during the Add/Drop period will have all in progress courses dropped from the transcript.  Students approved for medical leaves taking effect during the Withdrawal period will be assigned “W” notations for all in progress courses.  In rare cases, and at the discretion of the Dean of Student Affairs (or designee) in consultation with the Registrar, students may be approved for medical leaves taking effect after the end of the Withdrawal period.  Requests for late semester medical leaves will not be considered after the last day of the semester.

Students approved for medical leave will have an administrative hold placed on their registration record to prevent reenrollment without clearance from Student Affairs.  Students intending to return from a medical leave must submit clearance documentation to the Dean of Student Affairs (or designee) no less than one month prior to the start of the semester in which the student intends to reenroll.  The Dean of Student Affairs (or designee) will consider students’ requests based on a review of the entire record, including any new information relevant to the matter, and may impose conditions on students’ reenrollment.

Institute-Initiated Leave

Students are subject to Institute-initiated leave if the Dean of Student Affairs (or designee), in consultation with the School Dean, is persuaded by the evidence that they exhibit behavior which substantially disrupts or impedes the educational process or proper activities or functions of the Institute.  Students may also be placed on institute-initiated leave pending the outcome of a disciplinary investigation if the evidence indicates that they pose a direct threat to the health or safety of others.

In the case of Institute-initiated leave, the Dean of Student Affairs (or designee), in consultation with the School Dean, may state a specific date after which students may seek to reenroll, and may also stipulate conditions that must be met before students may reenroll, including but not limited to a requirement that students provide medical clearance from their treating licensed and relevant non-familial health care professional.  Student Affairs will communicate this decision to the Office of the Registrar.

Unless otherwise specified by the Dean of Student Affairs (or designee), any decision to place a student on involuntarily leave will take immediate effect.  However, this decision is subject to automatic review within seven days by the Provost (or designee), including the Institute Diversity Officer.  Should students choose to challenge the institute-initiated medical leave decision, they may do so through the student Grievance Procedure, but the initiation of a grievance will not delay the effective date of the leave.

Absence without Leave

Students who discontinue enrollment for a single academic semester (fall or spring) at CalArts without following the leave of absence procedures described above will be withdrawn from the Institute and, in accordance with the Withdrawal from the Institute policy, will be required to reapply to the Institute if they wish to return.  Schools and programs are not required to approved readmission of withdrawn students, and all readmitted students will be subject to current policies governing degree requirements and catalog rights.

Policy Category:
Revised Date:
Jan 2017

Mentoring Policy

Each student entering the Institute is assigned a faculty mentor from the School in which the student enrolls. The mentor plays a key role in advising and guiding the student in achieving artistic and educational goals. The mentor monitors each mentee’s progress toward fulfillment of program requirements.

In carrying out these responsibilities:

  1. The mentor meets with the student at each class sign–up to approve a program of study, helping to ensure that the degree or certificate requirements and other standards of the Institute are being met in the métier. 
  2. The mentor attends and approves the outcome of all reviews of his/her mentees, evaluates student exchange participation, monitors internship experience, recommends and approves adjustments to year level and meets with the student, at the student’s request, during the semester. It is highly recommended that mentors make an effort to meet with mentees at least once each semester. 
  3. Toward the end of each spring semester, the mentor prepares the Mentor’s Report (Fall for December Graduates) for each mentee. These reports are done online and describes the student’s development and progress in the program and become part of the student’s electronic academic record.

These reports are available to the student online. The Mentor’s Report may include information about the student’s advancement in year level, Critical Studies maintenance of effort (BFA students), completion of the course work of each semester, as well as an overall assessment of the student’s activities in the metier. It is prepared online by the mentor each year, is subject to the dean’s review and is submitted online via the Faculty Academic Services website no later than the third Thursday after graduation day of the academic year.

Each school may develop other requirements and mentoring procedures supplementary to those listed above. Students may request a change of mentor by completing a Change of Status form, available in their School office or in the Office of the Registrar (requires the signature of the dean, prior mentor, requested mentor, and Registrar).

Policy Category:

Metier & Academic Standing Appeal Policy

Students may appeal a metier or academic warning, probation, suspension or dismissal. To appeal, students must submit a petition stating the grounds for appeal. The appeal must be received by the Registrar within 15 working days after the date of the notice of warning, probation, suspension or dismissal. If readmitted, students may be placed on probation with special requirements for one semester. If at the end of the semester, students have not met all the requirements of continued enrollment, they will be dismissed from the Institute. 

Upon receipt of a notice of appeal, the Registrar will convene the Academic Appeals Committee* to review the appeal. The committee’s decision should be made by the 15th working day after the date of the emailed petition or as soon thereafter as practical given the circumstances. Students may contact the Student Advocate in the Office of Student Affairs for information and support during the appeal process. The decision of the Academic Appeals Committee* is final. If the Academic Appeals Committee* does not make a decision by its deadline, then the Provost (or designee) will make the final decision.  

The Academic Appeals Committee’s* decision will be sent by email and U.S. first class mail to students within 5 working days or as soon thereafter as practical given the circumstances after the decision. Copies of the decision are sent to the students’ mentor, program director, dean, Dean of Critical Studies (if academic standing appeal), Registrar, Director of Financial Aid, Dean of Student Affairs, Office of the Provost, and members of the review committee.  

Student Records
The internal student records of the Institute will contain all notices of action taken in accordance with the policy on Metier and Academic Standing. However, students’ official transcripts will not reflect an academic warning/probation/suspension history if all requirements are fulfilled and the academic warning/probation/suspension is removed. The internal permanent record will reflect the following actions: warning, probation, suspension, dismissal and reinstatement.

Complaint Procedure
An individual may contact the Bureau for Private Postsecondary Education for review of a complaint. The bureau may be contacted at 2535 Capitol Oaks Drive, Suite 400, Sacramento, CA 95833, http://www.bppe.ca.gov/ [1], Tel: 916.431.6924, Fax: 916.263.1897.

* Academic Appeals Committee - Academic Council Chair (or designee), one Academic Council Representative (or designee), Provost Office representative, Registrar Office representative. 

Policy Category:
Revised Date:
May 2016

Metier Standing Policy

Metier Standing Review

Students' metier progress will be reviewed each semester by the students' mentor, program faculty and/or dean. Students whose performance includes two or more of the following criteria may be placed on metier warning, probation or suspension at the end of the semester and go into effect the following semester:

  • Insufficient progress in achieving published program learning goals as described in the Academic Requirements section of the course catalog at https://catalog.calarts.edu/requirements
  • Failure to participate in program curriculum, scheduled exhibitions, screenings, rehearsals, performances, and productions. 
  • Failure to participate in program expectations concerning attendance and engagement. 
  • Unsatisfactory mentor reviews, mid-residency review and/or graduation review. 
  • Inadequate and/or underdeveloped studio practice. 
  • Failure to uphold academic honesty (including but not limited to cheating, fabrication, and plagiarism) and facilitating such misconduct. 
  • Failure to perform at a minimum level of "P" in required metier course(s). 
  • Unsatisfactory first year review, advancement-to-candidacy examination and/or concomitant formative portfolio review (applicable to DMA only).

Notifications

Letter of Concern

The School and Program may opt at any point to issue a letter of concern to students whose performance is indicating they will not meet artistic progress by the end of the semester, consequences of not satisfying those requirements, and may also recommend those students meet with their mentor and/or program director for assistance.

Placing Students on Warning, Probation or Suspension

Students placed on metier warning, probation or suspension shall be notified in writing by the dean explaining the reasons for the action, the requirements the students must satisfy in order to be removed from warning/probation/suspension, and the consequences of not satisfying those requirements. Notifications will be sent to the students' CalArts e-mail. Copies of the notice are sent to the mentor, Program Director, Provost, Registrar, Director of Financial Aid, and the Dean of Student Affairs.

Removing Students on Warning, Probation or Suspension

When students are removed from metier warning/probation/suspension, the school must send the students, the mentor, Program Director, Provost, Registrar, Director of Financial Aid and the Dean of Student Affairs written notice.

Dismissal

Once the Provost (or designee) acknowledges receipt of the notification, the dean sends the students a dismissal letter, which includes reasons for the action and information about appeal procedures, Notifications will be sent to the students' CalArts e-mail. Copies of the notice are sent to the mentor, Program Director, Provost, Registrar, Director of Financial Aid, and the Dean of Student Affairs.

Deadlines for Notification

Notification Deadline
Letter of Concern
May be sent anytime during the semester.
Warning/Probation End of Fall Semester - Issued after the end of the semester and no later than two weeks into the next semester.
End of Spring Semester - Issued within two weeks of grades being issued and no later than 1 month before the start of the next semester.
Suspension/Dismissal End of Fall Semester - Issued after the end of the semester and no later than 7 calendar days before the start of the next semester.
End of Spring Semester - Issued within two weeks of grades being issued and no later than 1 month before the start of the next semester.
Removal from Warning/Probation/Suspension Issued within two weeks after the end of the semester.

Definitions of Metier Standing Stages

Metier Warning - Expectations for improvement and any restrictions on course choice, unit load and co-curricular activities associated with warning are defined by the School and Program in the notification letter, as are the required next steps to be removed from warning.

Metier Probation - Students on probation may not participate in study abroad or internship programs and are expected to focus fully on addressing the deficiencies that have led to probation. Additional expectations for improvement and restrictions on course choice, unit load and co-curricular activities may be defined by the School and Program in the notification letter, as are the required next steps to be removed from probation.

Metier Suspension - Suspension may be imposed for either a semester or a year (depending on program requirements). Students placed on suspension will be required to meet with the Institute Academic Advisor and their school dean (or designee) to determine the conditions for returning to CalArts; these conditions will be articulated in the notification letter, and will be monitored by the Registrar's Office.

Expedited Metier Suspension - The School must provide evidence from three criteria listed above; in the case of expedited suspension, criteria may include disorderly or disruptive conduct that interferes with the educational and artistic activities of others - including but not limited to studying, teaching, research, rehearsals, performances, and productions. The final determination regarding Expedited Suspension is made by the Provost (or designee). 

Dismissal - The dean submits written notification to the Provost (or designee) providing reasons and documentation in support of dismissal. The Provost (or designee) must approve the dismissal. Once approval has been granted, the dean will notify the students. The dismissal action will be noted on the students' permanent record.

Expedited Dismissal - The school must provide evidence from three criteria listed above. In the case of expedited dismissal, criteria may include disorderly or disruptive conduct that interferes with the educational and artistic activities of others - including but not limited to studying, teaching, research, rehearsals, performances, and productions. The final determination regarding Expedited Dismissal is made by the Provost (or designee).

Progression Through Stages of Metier Standing

Bachelor of Fine Arts Degrees & Certificates

  1. Warning - Students who fail to make metier progress in a given semester are placed on warning.
  2. Probation - Students on warning who fail to meet expectations in the following semester of enrollment will be placed on probation.
  3. Suspension - Students who are currently or who have been placed on probation may be placed on suspension following any subsequent semester of unsatisfactory work.
  4. Expedited Suspension - In some cases, Schools may determine that students' metier progress is so insufficient that suspension is necessary after a single semester of warning. 
  5. Dismissal - Students who return to CalArts following a suspension may be dismissed from the Institute following any semester of unsatisfactory work.
  6. Expedited Dismissal - In some cases, Schools may determine that students' metier progress is so insufficient that dismissal is necessary after a single semester of warning.
Master of Fine Arts Degrees & Master of Arts Degrees & Advanced Certificates

  1. Probation - Students who fail to make metier progress in a given semester are placed on probation.
  2. Suspension - Students who are currently or who have been placed on probation may be placed on suspension following any subsequent semester of unsatisfactory work.
  3. Dismissal - Students who return to CalArts following a suspension may be dismissed from the Institute following any semester of unsatisfactory work.
  4. Expedited Dismissal - In some cases, Schools may determine that students' metier progress is so insufficient that dismissal is necessary after a single semester of probation.

Doctor of Musical Arts

  1. Probation - Students who fail to make metier progress in a given semester are placed on probation.
  2. Dismissal - Students who are currently or who have been placed on probation may be dismissed following any subsequent semester of unsatisfactory work.

Student Records

The internal student records of the Institute will contain all notices of action taken in accordance with the policy on Metier Academic Standing. However, students' official transcripts will not reflect a metier warning/probation/suspension history if all requirements are fulfilled and the metier warning/probation/suspension, dismissal and reinstatement.

Financial Aid Eligibility

BFA or certificate students placed on academic warning will retain eligibility for financial aid for the one semester they are on academic warning. 

BFA or certificate students placed on probation will lose their eligibility for federal and state financial aid for the semester(s) on probation or extended probation. The student may appeal on the basis of injury or illness, the death of a relative, or other special circumstances. A written appeal must be submitted to the Director of Financial Aid before the start of the semester on probation/extended probation and it must explain why the student failed to make satisfactory progress and what has changed in the situation to allow the student to make satisfactory progress at the end of the semester of probation or extended probation. The Financial Aid Committee will review the request and notify the student, in writing, of the Committee's decision. 

Policy Category:
Revised Date:
May 2018
Revision History:
Approved May 2016; May 2018 (financial aid eligibility)

Missing Persons Policy

Students living on–campus
A suspected missing student should be reported to the campus safety department immediately. In compliance with federal laws, if after investigation the student is determined to be a missing person, the appropriate law enforcement agencies and the student’s emergency contact will be notified within 24 hours. If a student is under the age of 18, California Institute of the Arts is required to contact a parent or guardian. If a student is over the age of 18, California Institutes of the Arts is required to contact the emergency contact identified by the student to the institute.

Students living off–campus
A suspected missing student should be reported to campus safety immediately. If after investigation the student is determined to be a missing person, the appropriate law enforcement agencies will be contacted within 24 hours.

Policy Category:

Non-Discrimination Policy

California Institute of the Arts (CalArts) is committed to the principle of equal opportunity. CalArts does not discriminate against individuals on the basis of race, color, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related thereto), gender, gender identity, gender expression, sexual orientation, religion and religious creed (including religious dress and grooming practices), disability (mental or physical) including HIV and AIDS, medical condition (cancer and genetic characteristics), marital status, age, military and veteran status, ancestry, ethnic or national origin (including language use restrictions), or other characteristics or classifications protected by the law in the administration of its educational, employment, or admissions policies; scholarships and loan programs; and other Institute administered programs and activities, but may favor U.S. citizens or residents in admission and financial aid.

This policy strictly prohibits discrimination against, or the harassment of, any individual at CalArts or at Institute activities occurring away from campus, including but not limited to all individuals regularly or temporarily employed, studying, or with an official capacity at CalArts (such as Trustees, visiting artists, volunteers, and contractors). Persons violating this policy will be subject to corrective action up to and including discharge from employment or dismissal from CalArts.

It is the responsibility of all CalArts community members to ensure compliance with this policy. Accordingly, anyone who believes they are being harassed or discriminated against, have observed harassment of, or discrimination against, another person at the Institute in violation of this policy, or believe such conduct has occurred, should immediately report the incident to one of the individuals listed below.

Because harassment and discrimination can also constitute violations of federal and state law (e.g., Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Americans with Disabilities Act of 1990, as amended, and/or the California Fair Employment and Housing Act), individuals who feel that they have been subjected to harassment or discrimination may, in addition to notifying CalArts, file a complaint with the appropriate state or federal agencies, including, in the case of employees, the United States Equal Employment Opportunity Commission and/or California Department of Fair Employment and Housing. In addition, students and/or employees may file a complaint with the Office for Civil Rights, United States Department of Education.Inquiries or complaints concerning the application of Title VII, Title IX, Section 504, ADA, or other non-discrimination policies may be referred to the following individuals or offices: 

  • Title IX Coordinator: Eva Graham, Institute Diversity Officer
  • Deputy Coordinator: Charmagne Shearrill, Director, Chief Human Resources Officer
Policy Category:

Parking/Campus Driving

On-campus parking is available to all students, with parking lots located adjacent to Chouinard Hall and the main building; students with automobiles must have a parking permit displayed in the vehicle’s front left window. Parking permits may be obtained from the Campus Safety Office D100. No fee is required.

The speed on campus is 10 mph. It is the responsibility of each person to abide by all traffic laws as set forth in the California Vehicle Code, as well as regulations established for this campus. Those charged with speeding or reckless driving will be fined $100. All fines are due and payable upon receiving notice of violation and are issued by Campus Safety.

Parking Violations include: parking in a red zone; parking in a handicapped or reserved space; parking longer than 20 minutes in a temporary parking (green) zone, or visitors space; parking in a hazardous manner and parking in spaces reserved for the President, President’s guests or the nurse.

These rules are enforced on a 24-hour a day, seven-days a week basis.

A parking violation notice will be placed under the windshield wiper and a $100 fine will be levied. Ahmanson Hall Road is a fire road and may be used only for loading/unloading for a maximum of 20 minutes.

All vehicles, including those of residents, must be removed and parked in other designated parking areas. A $100 fine is assessed for any violation. Parking in the Library Loading Dock Area, E-Ramp and the C-Annex Red Zone will result in a $100 fine. Any vehicle left on campus which does not have a current vehicle registration (with the Department of Motor Vehicles) or which is not in a drivable condition will be considered an “abandoned vehicle.” The vehicle is subject to removal by the Institute 10 days after issuing notice to the owner. If the vehicle is not registered with CalArts, then no notice can be given and the notice period is waived.

Any continuing student who wishes to leave a vehicle on campus during the summer recess must receive approval in advance from the Campus Safety Office (E100) and leave a vehicle key and address/phone number where he/she can be reached. Due to maintenance/construction, it may be necessary to have the vehicle moved. This is done at the owner’s risk. Each student is authorized to have no more than one vehicle on campus.

Policy Category:

Parking: Automobile Decals

For purposes of campus security as well as the convenience of students, faculty and staff (in the event of lights left on in a parked car, a gas leak, etc.), all members of the CalArts community are required to register their vehicle(s) with the Facilities Management Office and display a parking decal.

Students, Faculty and Staff 
When the individual registers his/her vehicle he/she will be issued a parking decal which must be displayed on the front left corner of the windshield. These decals are available from the Security office.

New Students, Faculty and Staff 
During the registration process new students will be able to register their vehicle and receive the required decals. New faculty and staff members will be directed to the Facilities Management Office to complete this procedure.

Policy Category:

Parking: Parking Violations

It has become apparent that parking violation stickers placed on windshields of cars are ineffective in controlling parking on the campus. Even though there is sufficient parking for all students, faculty and staff, there are a few who continually disregard red zones, and ignore handicapped, visitors and the reserved parking signs.

The following action will be taken for all parking violations: Each offense -- a parking violation sticker will be attached to the window in the left front door above the door handle and a fine, in accordance with section 4.4.44.0 will be levied. All amounts received for fines will be used for parking area repairs and improvements.

Everyone is required to display a decal on their vehicle on the front left corner of the windshield. These decals are available from the security office. Ahmanson Hall Road: This road is a "fire road" and may be used only for loading/unloading for a maximum of 20 minutes. All vehicles, including those of residents, must be removed and parked in other designated parking areas. A $100 fine is assessed for each violation. The Ahmanson Hall road is locked at 9 p.m. daily and reopened at 6 a.m. the next day. Vehicles "locked in" on this road will not be able to leave until the following morning. Fines are due and payable upon receiving notice of violation and are issued by the housing office.

Policy Category:

Parking: Vehicles in Use

Academic Year
All vehicles on campus must be licensed, currently registered, and display a CalArts parking decal. The vehicle must be able to be driven and in current use by the owner. Any vehicle that does not meet these requirements will be considered an abandoned vehicle and will be removed from the campus. Students are authorized to have only ONE vehicle on campus due to the limited amount of campus parking available.

Summer
Anyone desiring to leave a vehicle on campus over the summer must complete a CalArts Vehicle Summer Storage Application available from the Facilities Management Department or Security and receive specific approval from the Director of Facilities Management/Security Supervisor.

Policy Category:

Part–Time Study

CalArts does not encourage part–time registration in general as all of the Institute’s programs are designed to be completed over the course of two to four years of full–time work. Under special circumstances, students who have completed at least one full–time semester in residence in the School of Art or the Design and Production program of the School of Theater may be approved for part–time registration by the dean of that school. The schools of Film & Video, Dance, and the Acting and Directing programs of the School of Theater do not accept part–time enrollment. The schools of Music and Critical Studies will consider applications for part–time registration on a case–by–case basis. DMA and MA students are not eligible for part–time study.

International students, by mandate of the Bureau of Citizenship and Immigration Services are not permitted to attend on a part–time basis except under very unusual circumstances.

Part–time enrollment will have a direct and proportional impact on a student’s anticipated graduation date. For example, a student attending a semester on a half–time basis will have completed one–half semester toward the 8 full–time semesters, minimum 120 unit undergraduate program.

Details

  1. Schools allowing part–time enrollment may have limitations in addition to those stated here with regard to part–time students. Consultation with the specific school is an initial requirement. The decision to enroll a student on part–time basis is made by the dean with approval of the Provost or his/her designee.
  2. The student must complete a Part–time Registration Request form for each semester that part–time status is desired, as part–time status lapses at the end of each semester.
  3. Tuition for part–time study is proportionate to the fraction of the student’s study, determined by the course load, as compared to full–time. Course load for part–time students will be based on the following:

    Undergraduates in all Schools, and Graduate Students in the Art, Dance, and Music Schools Minimal full–time study is determined to be 12 or more semester units. 
    3/4 part–time = 9 to 11.50 semester units 
    1/2 part–time = 6 to 8.50 semester units 
    1/4 part–time = 1 to 5.50 semester units

    Graduate Students in Schools of Critical Studies, Film, and Theater Minimal full–time study is determined to be 9 or more semester units. 
    3/4 part–time = 7 to 8.50 semester units 
    1/2 part–time = 4.50 to 6.50 semester units 
    1/4 part–time = 1 to 4 semester units

  4. Receipts for tuition payment by part–time students are handled in the same manner as those for full–time students. The Registrar will take particular care to compare the part– time student’s Course Request Card to the tuition receipt, so that the fraction of tuition paid and the fraction of part–time registration are identical.
  5. Access to facilities of the Institute, such as the library, tools, space, equipment and shops, by part–time students shall include those facilities pertaining to the specific program in which the student is enrolled. In unusual situations, exceptions to the above guidelines may be made at the discretion of the student’s dean in consultation with the Registrar and with approval by the Provost or his/her designee.
Policy Category:
Revised Date:
Sep 2017

Personal Property

CalArts does not have property insurance for student possessions, and it accepts no responsibility for any personal possessions or property of students.

Policy Category:

Plagiarism

Plagiarism is the use of ideas and/or quotations (from the Internet, books, films, television, newspapers, articles, the work of other students, works of art, media, etc.) without proper credit to the author/artist. While the argument in a paper can be enhanced by research, students are cautioned to delineate clearly their own original ideas from source material. Students should introduce source material (either quoted or paraphrased); note when the source material ends; and provide citations for source materials using standard documentation formats.  

According to CalArts policy, students who misrepresent source material as their own original work and fail to credit it have committed plagiarism and are subject to disciplinary action, as determined by the faculty member, the dean of the student’s school and the Office of the Provost. If you have questions regarding plagiarism or would like direction on how to credit source material, there are reference guides on permanent reserve in the CalArts library.

Please contact one of the CalArts reference librarians for more information.

Policy Category:

Police and Security: Institute Emergency Call for Assistance

Personnel located in the various offices in the Institute have a method of calling for aid in case of potential trouble when it would probably not be wise to openly call for help (e.g. a suspicious stranger in the office). The following procedure has been established for situations in which aid is needed, and a telephone can be used, however, it may not be wise to make a direct call for help: Call Facilities Management/Security on extension 2222 and request coffee service for the office. For example, "This is ________ in the ____________ office, please send up our coffee." This, in effect, will alert Facilities Management/Security to potential trouble in that area. The person taking the call in Facilities Management/Security will immediately send one or two Facilities Management/Security employees to the office requesting assistance.

Policy Category:

Police and Security: Institute Incident Reports

In order to avoid legal problems arising from incidents/accidents which occurred many months previously, along with the difficulty involved in coming up with details such as times, dates, names of witnesses, etc., it is requested that this form be used for any unusual happening. It is far preferable to have many reports about incidents which are never again questioned; than to miss one that becomes important at a later date. Incident Reports are to be sent to the Facilities Management Office. Facilities Management is to determine which other school/department should receive this report. The Vice President for Administration is to receive a copy of every report.

Policy Category:

Police and Security: Reporting Lost/Found/Stolen Property

STOLEN PROPERTY

1. Report 

When any property (either Institute property or personal property) is believed to have been stolen an Incident Report must be filed with Facilities Management/Security. The report must be filed by the property owner. In the case of Institute property, the report should be filed by the school/department in which the property was located. A copy of the report will be sent to the Vice President for Administration.

2. Insurance coverage 

  • Student, faculty or staff property: Student property in the housing areas (Chouinard or Ahmanson Hall) is NOT covered by the Institute's insurance policy. Students or their parents should claim losses under their homeowner's or renter's policy. CalArts does not have property insurance for student possessions, and CalArts accepts no responsibility for any personal possessions or property of students. The Institute's property insurance policy has a deductible clause. Any claims paid will be net of the deductible amount. In order to file an insurance claim the property owner must have filed a stolen property report with the City of Santa Clarita's law enforcement agency (Sheriff's Department). A copy of this report must be furnished to the office of the Vice President for Administration. The Vice President for Administration will determine if an insurance claim will be filed. 
  • Institute property: The Institute's policy has a deductible clause. A report of the stolen property must be filed with the City of Santa Clarita's law enforcement agency (Sheriff's Department) and accompany any insurance claim. The Vice President for Administration will determine if an insurance claim will be filed. 

LOST/FOUND PROPERTY 
The Student Affairs office has a locker which contains lost and found property. Property found should be turned in to this office.

Policy Category:

Pool

The pool is available to all registered students, except for students who have been restricted from on-campus housing. The swimming pool is located in the center of the courtyard at Chouinard Hall. There is no lifeguard on duty and specific rules are posted. Students are responsible for keeping the pool area clear of trash and debris. No alcohol or glass of any kind is allowed around the pool. In addition, no pets are allowed on housing property at any time, including the pool area. 

Policy Category:

Program-Level Adjustment

Policy: A student’s year–level in a degree program (e.g., BFA2-1) may be adjusted upward when both of the following conditions exist:

  1. The student’s level of achievement (both artistic and academic, as determined by the student’s mentor, program faculty, program director, and school dean) is compatible with the proposed adjustment; and
  2. The student has earned sufficient, documented transfer credit.

Definitions:

  1. Transfer credit is defined as coursework completed with grades of “C” or better at a regionally accredited postsecondary institution outside of CalArts.
  2. For purposes of program–level adjustment, 15 semester units of transfer credit is considered equivalent to one semester. These units may be completed prior to enrollment at CalArts, during summer sessions or concurrent with CalArts enrollment. Outside course work completed concurrent with CalArts enrollment will be given credit only with prior approval of the Registrar. CalArts Summer Session coursework completed with grades of “LP” or better may be applied toward program–level adjustment.
  3. Documentation of transfer credit consists of official transcripts evaluated by the Registrar.

Limitations:

  1. The request for program-level adjustment must be supported by and presented to the student’s program director by the mentor.
  2. A program–level adjustment will generally not exceed one year of advancement.
  3. Program–level adjustment will normally be considered at the student’s mid–residence review.
  4. Recommendations for program–level adjustment for BFA candidates must take the student’s Critical Studies requirements into consideration. The Dean of Critical Studies must approve all such requests.

Process:

  1. The student discusses the request for program-level adjustment with his/her mentor and Registrar or the Registrar’s designee.
    1. Program–level adjustments, when requested at the time of a student review, will be considered and discussed by the review committee. If the adjustment is recommended by the committee, it will be so noted on the review report.
  2. A Program–Level Adjustment Petition form must be completed by the petitioning mentor in consultation with the Registrar.
  3. Then, the following people must approve and sign the Program-Level Adjustment Petition (in this order):
    1. The student’s mentor
    2. The student’s program director
    3. The student’s school dean
    4. The Dean of Critical Students (for BFA candidates)
    5. The Registrar
    6. The Provost or his/her designee.
  4. Upon the Provost’s or his/her designee’s approval, the petition will be forwarded to the Registrar who will send copies to the student, the student’s school office and the Financial Aid Director, and will record the year–level adjustment in the student’s permanent record.
Policy Category:
Revised Date:
Nov 2011

Prohibited Discrimination, Harassment, and Sexual Misconduct Policy

California Institute of the Arts (CalArts) is committed to maintaining a living, learning, and working environment that is free from all forms of discrimination and conduct that can be considered harassing, coercive, or disruptive – including prohibited discrimination, harassment, and sexual misconduct. The purpose of this policy is to: 

  1. familiarize all CalArts community members with the definition of prohibited discrimination, harassment, and sexual misconduct and the various forms it can take;
  2. make explicit that prohibited discrimination, harassment, and sexual misconduct is strictly prohibited and will not be tolerated;
  3. identify the Institute's Title IX response team and outline how CalArts will respond to allegations of discrimination, harassment, and sexual misconduct;
  4. inform complainants of the resources, remedies, and possible courses of action available to them when they report prohibited discrimination, harassment, and sexual misconduct; and
  5. clarify the rights and responsibilities of those accused of committing such acts. 

This policy applies to all CalArts students, staff, administrators, faculty (including special and adjunct faculty), program participants, and visitors with respect to CalArts activities and programs occurring both on and off campus. Persons who are not CalArts employees, but perform work at CalArts for its benefit (such as trustees, visiting artists, volunteers, contractors, vendors, and temporary workers) or are applicants for admission or employment at CalArts, are also protected and required to abide by this policy. By extension, this policy also applies to all of CalArts affiliated off-campus sites, including, but not limited to, Roy and Edna Disney/CalArts Theater (REDCAT), Community Arts Partnership (CAP), and off-campus study sites. CalArts also has jurisdiction over alleged harassment and misconduct occurring anywhere (e.g., on or off campus) and at any time (e.g., while classes are in or out of session, during breaks, between semesters) if the complainant(s) and respondent(s) are CalArts students and if the alleged misconduct is likely to have a substantial effect on campus or academic life and activities, or if the incident poses a threat of danger to any member of the CalArts community.

You can find the full length Prohibited Discrimination, Harassment, and Sexual Misconduct Policy here.

What to do if you experience Prohibited Discrimination, Harassment and Sexual Misconduct?

CalArts community members have access to a variety of resources provided by the Institute. All of the staff members listed below are trained to support individuals affected by alleged sexual harassment or sexual misconduct and to coordinate with the Title IX Coordinator consistent with the CalArts’ commitment to a safe and healthy living, learning, and working environment. While not bound by confidentiality, these resources will maintain the privacy of an individual’s information within the limited circle of those involved in the Title IX resolution process.

Title IX Response Team

The Title IX Coordinators are available to receive reports of sex discrimination at CalArts (including sexual harassment, sexual assault, sexual exploitation, dating and domestic violence, and stalking), as well as to discuss questions or concerns relating to the investigation of complaints received, reporting and complaint procedures, and education and training opportunities across campus.

  • Eva Graham, Ed.D
    Institute Diversity Officer, Title IX Coordinator
    F300 / 661.222.2785
    egraham@calarts.edu

  • Jennie Watson
    Senior Human Resources Officer, Title IX Deputy Coordinator
    A210 / 661.253.2637

  • Dionne Simmons
    Associate Director of Residence Life
    Chouinard Room 101 / 661.253.7897

For individuals who are not prepared to make a report but are still seeking information and support, there are several statutorily-protected confidential resources available, as designated below. These confidential resources will not share information with the Institute without the individual’s consent.

On-Campus Confidential Resources (for Students):

  • Student Advocate
    Room A207

    Maria-Victoria Perez, Assistant Dean of Student Affairs & Director of Student Success
    (661) 253-7874
    m-vperez@calarts.edu 
  • Counseling
    Room A207

    Melissa Shepherd-Williams, LMFT
    Rande Dorn, AMFT
    Cecilia Blauvelt, AMFT
    661-253-7874
  • Health Services
    Room D208

    Audrey Hampton, RN
    Sandra Pirio, LVN
    661-253-7830

Off-Campus Confidential Resources (for Students, Faculty, and Staff):

  • Employee Assistance Program (for staff and faculty)
    Anthem Insurance Companies
    (800) 999-7222 toll free number
    CalArts has an Employee Assistance Program (EAP) that provides professional counseling, information and referral services to eligible employees and their spouse, domestic partner, and/or dependent children. The program offers confidential consultation on a wide variety of personal, family, or work-related problems.
  • National Domestic Violence Hotline
    (800) 799-SAFE (7233)
    http://www.thehotline.org
  • Rape Treatment Center
    Santa Monica – UCLA Medical Center
    1250 Sixteenth Street
    Santa Monica, California 90404
    (310) 319-4000
    http://www.911rape.org
  • RAINN-Rape, Abuse, Incest National Network
    (800) 656-HOPE (4673)
    http://online.rainn.org

  • Strength United (formerly Valley Trauma Center)
    25115 Ave. Stanford #B-122, Santa Clarita, CA  91355
    (661) 702-0000
    http://www.csun.edu/eisner-education/strength-united

Students, faculty, and staff wishing to seek additional confidential off-campus resources may visit with any medical and licensed mental health professional, or trained sexual violence advocates, as they have statutorily protected confidentiality and may only disclose information with your permission. The Dean of Student Affairs, Chief Human Resources Officer, and/or the Associate Provost may provide additional assistance in finding additional resources.

For Assistance 24 hours a day/7 days a week:

  • Campus Safety Department
    Room D100
    (661) 222-2702

This policy is currently in effect as written, and will be reviewed and revised, as needed, on an annual basis. 

Purchasing: Purchasing

The following procedures are intended as a guideline for all schools and/or departments when requesting or ordering material under a decentralized purchasing concept.

1. Capital equipment items are defined as equipment with a unit cost of $5,000 or more and a useful life in excess of one year.

2. Purchase orders are to be completed for purchases with an extended value greater than or equal to $5,000. They are to be approved and signed by the appropriate dean or department head or his/her officially designated representative.

3. All purchase orders with an extended value of $5,000 or greater are to be approved by the Vice President for Administration prior to transmittal to the vendor.

4. All purchase orders having an extended value of $5,000 or more (whether equipment or supplies) generally must have at least three written quotations covering the material in question and substantiating the premise that a satisfactory price was obtained. Less than three bids must be substantiated. These written quotations, or justification for one or two bids, are to be maintained in the school/department originating the purchase order or sent to Accounting for filing with the purchase order.

5. Selection of a successful bidder should be determined by the evaluation of the TOTAL quotation (price, terms, shipping charges, ability to deliver).

6. When calling a salesperson the following should be obtained: 

a) Terms for payment. Attempt to obtain bulk rate discounts (if you need a quantity of goods) and prompt payment discounts. 
b) FOB charges. Prepay the freight and have the vendor add it to the invoice if CalArts is to pay the freight. 
c) Delivery date. 
d) Prices. 
e) If a confirming copy of purchase order is necessary.

7. Confirm the order with a purchase order number.

8. Type the purchase order and give it to the dean or department or his/her officially designated representative for signature.

9. When the purchase order is returned to you distribute as follows: 

a) White – vendor copy. 
b) Yellow – send to Accounting Office. 
c) Pink – requisitioner copy.

10. Supplements to purchase orders are typed if the following occurs: 

a) Items are returned for credit. 
b) Items are added to the same purchase order.

11. A purchasing package includes the following: 

a) Invoice from the vendor. 
b) Authorized yellow copy of purchase order. 
c) Three written quotations if the extended value is $1,000 or greater. 
d) Supplements to purchase orders, if necessary.

12. Material requirements or stationery supplies may be requisitioned through and ordered by the stockroom.

Policy Category:

Reports

Grade Reports

Online class rosters and grade reports certify the student’s official enrollment and provide the official grade for the course. At the end of each semester the instructor is responsible for entering grades online according to instructions and deadlines issued by the Registrar. The Registrar is responsible for recording all approved changes in grades on the student’s permanent record. At the end of each semester grades are available to students via the Hub, hub.calarts.edu.

Mentor’s Report

The Mentor’s Report serves as an indication of the student’s progress toward the degree or certificate. It is prepared online by the mentor each year and is subject to the dean’s review. All Mentor Reports will be entered online via the Hub no later than the third Thursday after the end of the Spring semester. Reports must be available for students to view online no later than the third Thursday after graduation day of the academic year. Mentor’s Reports are mandatory.

These reports are available to the student online as part of the student’s electronic record. The Mentor’s Report may include information about the student’s advancement in year level, Critical Studies maintenance of effort (BFA students), completion of the course work of each semester, as well as an overall assessment of the student’s activities in the metier.

Policy Category:

Reviews

(BFA, Certificate, MA, MFA, and Advanced Certificate students): Student reviews are part of the educational process at CalArts and provide an opportunity for student and faculty communication, aside from the on–going mentoring relationship and responsibility. All review reports will be submitted no later than the third Thursday after the end of the semester of the review. Each semester the Institute Academic Advisor in the Office of the Registrar will submit to each of the Schools, a list of students scheduled for review. The Schools will schedule their reviews and notify the students of their review time. In the case of reviews that involve acceptance to the Institute with a to–be–determined year level, provisional acceptance, year level adjustment or accelerated graduation, other policies apply and those policies should be consulted.

The minimum standards for reviewing students after admission to the Institute include the Mid–Residence Review and the Graduation Review:

Mid–Residence Review: The Mid–Residence Review is carried out by a faculty committee approved by the dean of the student’s school. This committee makes a detailed assessment of the student’s record and work in relation to the objectives of the program, the student’s goals, and the progress toward the degree or certificate. The review usually occurs by the end of the second year for those studying for the BFA or Certificate programs and at the end of the first year for those seeking the MA, MFA, or Advanced Certificate. MFA or Advanced Certificate students within the School of Film/Video must submit a thesis project proposal for review by the faculty review committee at the Mid–Residence Review during the third of fourth semester of residence. If a student does not pass the mid–residence or preliminary review, the committee gives the student reasons and the conditions that must be met in order to satisfy the review requirements. All Mid–Residence Review Reports become a part of the student permanent electronic record. All review reports will be submitted no later than the third Thursday after the end of the semester of the review. When the committee determines the student is not meeting artistic and educational standards, the student is notified in accord with the policies on Metier Standing and Academic Standing policies. Further details on the review process for each school may be obtained from the school offices.

Critical Studies Mid–Residence Review: BFA students will be reviewed by a Critical Studies faculty member at the end of their BFA2, 2nd semester. Through discussion, writing samples, and/or portfolio materials provided by the student, Critical Studies faculty, along with the student, will assess the student’s progress in the area of Critical Studies and evaluate the student’s advancement in terms of learning goals as established by the School of Critical Studies. All Review Reports become a part of the student permanent electronic record. All review reports will be submitted no later than the third Thursday after the end of the semester of the review.

Graduation Review: The Graduation Review is a final assessment by the dean and faculty to determine whether the student has demonstrated a significant measure of artistic achievement, as well as the satisfactory completion of all residency and program requirements described for the degree or certificate. Deadlines for the graduation review and graduation procedures are established annually by the Registrar, subject to review by the President and Provost. All Graduation Review Reports become a part of the student permanent electronic record. All review reports will be submitted no later than the third Thursday after the end of the semester of the review.

DMA Student Reviews: In the case of DMA students, artistic and academic process is evaluated during a First Year Review, a Formative Portfolio Review, and a Final (Summative) Portfolio Review. These usually take place in Semester II of first, second and third years respectively. They are scheduled by the School of Music, which apprises the students of their review times. The committee makes a detailed assessment of the student’s record and work in relation to the objectives of the program, the student’s goals, and the progress toward the degree. If the student does not pass a review, the committee gives the student reasons and the conditions that must be met in order to satisfy the review requirements.

Policy Category:

Short-Term Visitor ID Badge

Any short-term visitor that will be on campus for a period of two to six weeks should be issued a new ID badge.

The new ID Badge is red, and will include an ID photo, the word “visitor” and an expiration date.  This new red ID badge will alert front gate security to check the expiration date before the visitor is allowed on campus (a parking decal is not necessary).

The new short-term visitor ID badge can also be programmed for keyed lock entry, flex dollars, and can be used as ID to pick up paychecks from the cashier.  If the visitor badge is programmed for keyed lock entry, the badge will deactivate on the day after the expiration date.

Each supervisor will be responsible for walking the visitor to the Registrar’s Office to obtain the ID badge and informing the Registrar’s Office of the expiration date of the visit.  The supervisor will also need to complete a work order if the badge is to be programmed to access any keyed locks.  The work order should include the visitor’s name, the word “visitor”, the specific room(s) the badge can access, and the expiration date.

Policy Category:
Adopted Date:
Mar 2012

Smoking

In accordance with City Ordinance, smoking is only allowed in outside areas that are designated for smoking. The entire artistic/academic building and the other annex buildings have been designated as smoke-free buildings.

Smoke-Free Areas on Campus
The smoke-free area begisn at the curb leading from the parking lot at the front entrance of the main building and continue along the entire path to the front door as well as the area leading to the doors of the Music School. The entire area in front of our main building is also a smoke-free area. 

In addition to this area, CalArts currently prohibits smoking within 25 feet of any door to any building on campus or from any equipment supplying fresh air to a building. 

Definition of "Smoke-Free"
Smoke-free means that smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e.g. "e-cigarettes") will be strictly prohibited.

Enforcement
All members of our community should work together to enforce this policy. If you see someone smoking in this smoke-free zone, please say something to encourage this person to join us in this endeavor to improve the health of our community.

Designated Smoking Areas
A number of designated smoking areas have been established on campus and are marked as smoking areas. 

Policy Category:
Revised Date:
Aug 2013

Structure of Degrees and Certificates

California Institute of the Arts defines its degrees and certificates as Institute degrees and certificates given through the Schools of the Institute. 

The programs within the Schools are structured to allow for metiers, but the degrees or certificates granted are from the School and are not distinguished by sub-discipline. For example: Students concentrating in Acting would receive a degree or certificate from the School of Theater.

Dated: May 15, 1998

Policy Category:

Student Matters: Student Emergency Loan Fund

A loan fund is available to students to meet emergency financial needs that cannot be met in any other way. These funds are not available to faculty and staff.

Administration

This fund is administered by the Accounting Office.

  1. Loan funds are available only to registered students during the regular academic year. 
  2. Individual loans will not exceed $200.00. 
  3. A borrower may not have more than one loan outstanding. 
  4. Loans must be of an emergency nature and the emergency must be such that there are no other sources of funds available. The following needs are not considered emergency needs and are ineligible for funding from this emergency loan fund:
    • Tuition and housing payments 
    • Fines and fees 
    • Funds to pay back prior loans 
    • Auto, appliance and furniture purchases 
    • Cash requirements that normally would be anticipated
  5. The loan must be repaid when the student graduates or withdraws from CalArts. If the loan is not repaid when due, the diploma, if applicable, and/or transcript will be withheld until the loan is paid-in-full. 
  6. Loans will be on a no-interest basis. 
  7. Loan requests must be made in person to the Accounting Office. 
  8. If funds are available, and the need is of an emergency nature, a loan application will be completed.

Disbursements and collections

The Accounting Office is responsible for disbursement of loan funds and receipt of loan payments.

  1. Prior to approval of the loan, verification will be made that there is no loan outstanding. If no loan is outstanding, a check will be issued to the borrower. 
  2. The borrower will sign the promissory note and receive the check. (See attached sample) 
  3. The promissory note will be filed in the promissory note file. 
  4. Each payment will be deposited to the loan fund.

Reporting

  1. The Accounting Office will maintain a record of current balances of the loan funds available. 
  2. Monthly, an aged list of outstanding loans will be prepared by the Accounting Office.

Student Matters: Student Small Loan Funds

A student small loan fund is available to help students meet un-anticipated financial needs.

Administration of funds

These funds are administered by the Accounting Office.

  1. Loan funds are available to full-time and part-time students registered for the regular academic year. Loans are not available during winter or summer break.
  2. The maximum loan is $40.00.
  3. Loans will be on a no-interest basis.
  4. Students on the tuition deferment plan are not eligible for a loan.
  5. Loan requests must be made in person to the Accounting Office.
  6. If funds are available, a promissory note will be signed by the student. (See attached sample)

Disbursements & collections

The Accounting Office will be responsible for the disbursement of the loan funds and the receipt of the loan payments.

  1. Upon receipt of the approved promissory note, the cashier will disburse the loan proceeds out of petty cash.
  2. The promissory note will be filed in the promissory note file.
  3. Each payment will be credited to the appropriate loan fund.
  4. The loan must be repaid when the student graduates or withdraws from CalArts. If the loan is not repaid when due, the diploma, if applicable, and/or transcript will be withheld until the loan is paid-in-full.

Reporting

At the end of each month, an aged list of outstanding loans will be prepared.

Student Records

Each student has a Permanent Record maintained online or in the Registrar’s Office. In addition, the Office of Financial Aid maintains student financial aid records. Accounting maintains student ledgers records in the Accounting Office.

CalArts complies with student rights established under the law affecting student records (The Family Educational Rights and Privacy Act of 1974). Within the CalArts community, only those members, individually and collectively, acting in the students’ educational interests are allowed access to students’ records. A description of the process used for compliance with the Act is provided in this publication and includes the rights of student access to all records except where described. Questions should be discussed with the Registrar (academic records), the Controller (accounting records) or with the Director of Financial Aid (financial aid records).

 

Policy Category:

Sublevel Painting Rules

Only CalArts students may add to the wall paintings in the sublevel.

Students may paint only on the walls, not on the floor, ceiling, signs or fixtures. There is absolutely NO PAINTING on sublevel DOORS. Fire code prohibits covering any door where people congregate or work.

No spray paint may be used. Only water based paint is allowed.

Floors must be covered prior to painting. Students must clean up after painting. Failure to do so can result in charges from Facilities Management.

Policy Category:

Telephones: Telephone Service

General 
Telephones are installed in all Institute offices and departments and should be used for institutional business transacted by employees of the institution. Personal business of any nature must be limited except in cases in which schools/departments have made special arrangements. A few pay telephones are located at various places on campus for use of students, faculty, staff and the public. Personal cell phones are preferable for conducting personal business. These calls should be made during lunch and rest periods.

Telephone numbers and extensions of Institute personnel are provided in the Phone Directories which are available in each school/department. Information on the use of our telephone and an Earthquake/Disaster Preparedness and Survival Guide is also provided in the Phone Directory. The Office of Public Affairs is responsible for printing the telephone book.

Switchboard 
The Institute's switchboard is located on the third floor of the main building. The console (switchboard) attendant(s) is available for any assistance on telephone calls during normal working hours. After hours the control of the switchboard is transferred to the Security Office.

To Report Telephone Trouble 
In case of telephone problem, the office manager of Facilities Management should be called by dialing 7807 and describing the problem. We utilize an outside telephone maintenance company and they will only respond to an authorized individual. Any telephone problem that occurs after hours and during weekends should be reported to Security by calling 2114.

School/Department Billing 
Outgoing telephone calls for each school/department are recorded and charged to the applicable school/department by the Accounting Office. Detailed and summary telephone calls are sent and charged to each school/department on a monthly basis.

Telephone Installations 
A request for a new telephone installation or a request to change an existing office telephone installation may be made by completing a Facilities Management work order and sending it to Facilities Management.

Employee Office Changes 
New staff members will be reported to the console attendant by the Office of Human Resources. New faculty members will be reported to the console attendant by their school. Members who change extensions should report their change to the console attendant.

Policy Category:

Transfer Credit and Credit by Examination: Credit by Examination

California Institute of the Arts grants credit toward the Bachelor of Fine Arts degree for successful completion of examinations in the Advanced Placement Program of the College Entrance Examination Board and for examinations for the International Baccalaureate Diploma.

Students presenting scores of 3 or better on AP exams are granted 4 semester units toward the Critical Studies requirement for each examination in the Humanities or Sciences as they relate to Critical Studies requirements.

Students scoring 4 or better on International Baccalaureate Higher Level exams will be granted 4 semester units toward the Critical Studies requirement for each examination in the Humanities or Sciences as they relate to Critical Studies core curriculum requirements. A maximum of 38 semester units will be allowed for transfer toward the CalArts Critical Studies requirements.

CRITICAL STUDIES

Critical/Intellectual Skills credit

  • AP English Language and Composition 

Computing & Research Skills credit

  • AP Computer Science A 

Humanities credit

  • AP English Literature and Composition 

Social Science credit

  • AP Comparative Government and Politics
  • AP European History
  • AP Human Geography
  • AP Psychology
  • AP United States Government and Politics
  • AP United States History
  • AP World History 

Science & Math credit

  • AP Calculus AB
  • AP Calculus BC
  • AP Statistics
  •  AP Biology
  • AP Chemistry
  • AP Environmental Science
  • AP Physics B
  • AP Physics C: Electricity and Magnetism
  • AP Physics C: Mechanics
  • AP Physics 1
  • AP Physics 2

Metier Studies/Other Metier Studies credit

  •  AP Art History 

Critical Studies Elective credit

  • AP Macroeconomics
  • AP Microeconomics
  • AP Chinese Language and Culture
  • AP French Language and Culture
  • AP German Language and Culture
  • AP Italian Language and Culture
  • AP Japanese Language and Culture
  • AP Latin
  • AP Spanish Language and Culture
  • AP Spanish Literature and Culture

NON-CRITICAL STUDIES

Studio credit

  • AP Music Theory
  • AP Studio Art: 2-D Design
  • AP Studio Art: 3-D Design
  • AP Studio Art: Drawing
Policy Category:
Revised Date:
May 2014

Transfer Credit and Credit by Examination: Transfer Credit

General Policy

Transfer credit is considered for acceptance toward a CalArts degree only when:

  1. It was earned at a postsecondary institution accredited by a regional accrediting agency or a foreign postsecondary institution recognized by its national government.
  2. An equivalent grade of A, B, C or Pass was earned.

Credit toward the Major

The CalArts Registrar’s Office will conduct an evaluation of previous education and training and will grant appropriate credit in accordance with Institute policies. The decision on year level placement at the time of acceptance is made by a faculty committee in each of the Institute’s schools, based on portfolio or audition, and may not exceed a level that can be substantiated by acceptable transfer credit. The schools are not obligated to recognize transfer credit in the major area when determining year level of acceptance.

Transfer Credits and Critical Studies

CalArts accepts postsecondary transfer credits from regionally accredited colleges and universities and will accept equivalent courses for curriculum requirements in Critical Studies. A maximum of 38 semester units will be allowed for transfer toward the CalArts Critical Studies requirement.

Students with previous bachelors degrees who are accepted at the BFA level will be required to complete at least 8 semester units of CalArts Critical Studies credit in order to obtain a BFA degree from CalArts. All other students will be required to complete at least 8 of the required 46 semester units of Critical Studies credit at CalArts. See the Critical Studies section of the Course Catalog for specific details.

Limitations on Units Accepted Toward Critical Studies

  1. Religious Studies: Critical Studies accepts for transfer credit historical, philosophical and literary studies of religion and the Bible. We do not accept courses in religious studies that represent interpretations of a particular church or sect.
  2. Business Courses: We will give credit for courses that combine business and the arts, as these are equivalent to our Survival in the Arts courses. 
  3. Foreign Languages: We will accept elective credit toward the Critical Studies requirements for foreign language courses. 
  4. Applied Sciences: Generally we proceed on a course-by-course basis in allotting transfer credit to the applied sciences such as courses in the areas of engineering, electronics and computer science. Through course descriptions and syllabi we wish to be assured that there is a significant scientific or quantitative component to the course for which credit is given.
  5. Speech/Oral Communication: Courses that highlight oral communication in conjunction with critical thinking and evidenced based reasoning are accepted. Through course descriptions and syllabi we wish to be assured that there is a significant and sustained critical thinking within the courses for which transfer credit is awarded. 

Credit for Summer Courses or Concurrent Enrollment

CalArts generally accepts credit earned by a currently enrolled student if the credit is earned at a regionally accredited postsecondary institution and otherwise meets transfer criteria. Students must consult with the Dean of the School of Critical Studies and/or the Registrar prior to enrollment in outside courses for which Critical Studies credit is expected. Consultation with the Dean and/or the Registrar will ensure that course choices of the student are consistent with our requirements and will serve the student in fulfilling those requirements. Transfer credit is not guaranteed unless prior approval of the Dean of Critical Studies and/or the Registrar has been obtained.

Leave of Absence

Credit for work done at a regionally accredited institution while the student is away on official leave of absence may be given under the following circumstances:

  1. When prior approval for proposed course work is granted by the Dean of the School of Critical Studies and/or by the Registrar; 
  2. When the student has submitted an approved Leave of Absence form to the Registrar’s Office; and 
  3. When an official transcript of course work completed is provided, certifying the credit earned.
Policy Category:
Revised Date:
May 2014

Travel: Approved Drivers for CalArts' Vehicles

All Institute personnel (students, staff and faculty) who wish to receive insurance clearance to drive CalArts' vehicles for Institute business only must request permission to apply from the appropriate dean or department head. In order to become a CalArts Authorized Driver you must do the following:

1. Bring a current copy of your Department of Motor Vehicle driving record to the Facilities Management office – room D -100.*

2. Your DMV  record will be reviewed by CalArts insurers, If approved:

  • You will be required to take a short van-driving course
  • Fill out CalArts Auto Safety Policy forms

Once you have completed the steps above you will be added to the CalArts Authorized Driver list.

*Please check with your school/program/department regarding a reimbursement policy.

3. Applicants with a California driver's license must then go to the Department of Motor Vehicles (DMV) and request a copy of his/her driving record for insurance purposes. The fee is approximately $5 and the copy of the record is usually available the same day. 

4. Applicants with an out-of-state driver's license must obtain a copy of their driving record from the department of motor vehicles in their state. This can usually be done by mail or the Internet. 

5. This driving record along with the approval slip are then taken to the Office of the Vice President for Administration. 

6. The applicant will receive and must complete a "CalArts Driver Questionnaire" which will be turned in to the Office of the Vice President for Administration along with the DMV driving record and application to become an approved driver. To be approved a driver must have at least two years driving experience. 

7. The driving record will be reviewed and the individual will be advised if his/her driving record is acceptable to our insurance carrier. If the record is approved, the appropriate offices will be advised by memo and the applicant will also receive a copy of this memo. 

8. The individual is then eligible to reserve and check out Institute vans for Institute business and/or an academic project.

Travel: Expense Report

To facilitate the submission of expense reports for necessary travel and entertainment expenses, the attached Expense Report (available on line) is to be used. Please indicate all expenses on this report, whether covered by a cash advance, billed directly to the Institute or paid for by out-of-pocket. Be sure to indicate under "Budget to be charged" the full budget account number to be charged. If more than one budget is involved indicate the dollar share after each budget account shown.

Policy Category:

Travel: Student Recruiting

A separate budget has been established for student recruiting and is administered by the Admissions Office.

When travel is undertaken which involves student recruiting, those expenditures require prior approval of the Admissions Officer, and all outlays must be covered by expense vouchers.

Policy Category:

Travel: Travel Policy

I. GENERAL

It is the policy of the Institute that all reasonable expenses for official travel shall be reimbursed in accordance with the guidelines set forth below. It is recognized that exceptions will be necessary from time to time and these should be cleared, in advance if possible, with the Vice President for Administration or his/her authorized representative.

II. TRAVEL FOR PURPOSES OF RECRUITMENT
If travel is being done for the purpose of recruiting students and the expense will be paid from the Admissions budget then the Admissions Office is to coordinate the booking of airline tickets, hotel reservations, and rental cars as applicable.

III. TRANSPORTATION
1. Airplane: economy (or other intermediate class) should be used. Ticket stubs should be attached to the request for reimbursement.
2. Automobile: travel by private auto is reimbursable at the standard mileage rate of $ .54 per mile provided such total reimbursement does not exceed equivalent air coach fare or other reasonable available transportation. Necessary extra costs for food and lodging while in route are not reimbursable if the traveler is reimbursed on a mileage basis in preference to air travel or other public transportation.
3. Rental Automobiles: rental autos may be used when such rental is more advantageous to the Institute than the use of taxis or other means of transportation. Advance reservations for compact automobiles should be requested. (When a compact rental reservation has been made and none is available rental agencies usually will provide a standard vehicle at a compact rate.) Faculty and staff traveling on Institute business do not need to purchase the property/loss damage insurance offered. However, there is a $500 deductible if this insurance is not taken.
4. Taxi Service: fares including reasonable tips are allowable if no other reasonable public transportation is available. Airport shuttle (such as "Flyaway," etc.) bus service is recommended.

IV. SUBSISTENCE EXPENSE
1. Meals: meal expense should be claimed only when there is an actual meal expense (e.g., not when the meal is on an airplane, at a meeting where the registration covers the cost of meals, etc.).

A flat daily meal expense of $50.00 may be claimed without receipts.

Actual expense for meals and tips is reimbursable at a maximum cost, in cities other than shown below, as follows:
Breakfast $10.00/person
Lunch $15.00/person 
Dinner $25.00/person
Total per day $50.00/person 

In Atlanta, Boston, Chicago, Dallas, Honolulu, Houston, Los Angeles, New York, Phoenix, San Diego, San Francisco, Seattle and Washington, DC the maximum cost is as follows:
Breakfast $ 20.00/person
Lunch $ 30.00/person 
Dinner $ 50.00/person
Total per day $100.00/person 

2. Hotel: actual reasonable hotel expense when supported by vouchers is reimbursable. (No maximum is established since it is recognized that reasonable expense differs according to the size of the city and area of the country.)

3. Other Necessary Miscellaneous Expenses: reimbursement is provided if properly explained and if supported by vouchers for expenses in excess of $15.00. These expenses include such things as special fees for foreign travel, costs of obtaining passports and visas, rental of office machines, registration fees at conferences, conventions, etc. Personal telephone calls will be reimbursed but must be kept to a minimum.

V. ADVANCES
A cash advance equal to estimated out-of-pocket costs may be requested. At the conclusion of the trip, all expenses must be itemized with the cash advance indicated as an offset to the total expense.

Policy Category:
Revised Date:
Jan 2016

Tuition Remission

Eligibility – Children and Spouse

A. Employees with five years of employment at CalArts are eligible for tuition remission for family members. Employees must work at least 50% time for all five years in order to apply. Eligibiliy will commence the first semester after five years of employment.

Employees eligible are as follows:

  1. Regular Faculty
  2. Technical Faculty
  3. Regular Staff

Employees on unpaid leave are not eligible.

B. Tuition remission is limited to one family member per employee, which can be:

  1. A child**
  2. A child from a spouse's previous relationship (stepchildren)**
  3. A child of a domestic partner**
  4. A spouse
  5. A domestic partner
    **Children, as defined by this policy, must be legal dependents for federal income tax purposes.

C. Tuition Remission for a spouse; a child from a spouse's previous relationship; a domestic partner; and a child of a domestic partner are subject to a waiting period of three years from the date of the marriage or proof of three years of domestic partnership.

Deadline

Tuition remission requests must be received in writing by the Provost no later than the last day of the fall semester for the following academic year (this applies to both Fall and Spring enrollees). This applies to both new requests and requests for renewal. Late requests will not be honored.

Application

Tuition remission is not subject to your application for financial aid. If you desire any other form of financial aid, such as Subsidized or Unsubsidized Stafford Student Loans, Federal Perkins Loan, Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Pell Grant, Federal Work Study, California State Scholarship Grant (CalGrant) or CalArts scholarship funds, you must apply through the Office of Financial Aid and complete the FAFSA according to established Institute guidelines. If institutional (CalArts) financial aid funds are received in excess of tuition, the tuition remission amount will be reduced (Total, combined institutional aid and tuition remission may not exceed tuition charges).

Amount of Tuition Remission

A. The amount of tuition remission is based on the number of years an employee has worked for CalArts. Full-time employees are eligible for tuition remission as follows:

  • 6-7 years of employment: 25% of tuition
  • 8-9 years of employment: 50% of tuition
  • 10 or more years of employment: 75% of tuition

The maximum amount of tuition remission available to any eligible family member is 75% of tuition.

B. Part-time (based on FTE) employees will be eligible for a prorated amount of tuition after applying the above percentage for years of service.

Maximum Duration of Tuition Remission

A. Undergraduate

  • Enter as BFA 1 -- 8 semesters
  • Enter as BFA 2 -- 6 semesters
  • Enter as BFA 3 -- 4 semesters
  • Enter as BFA 4 -- 2 semesters

B. Graduate

  • Enter as MFA 1 -- 6 semesters (or maximum number of semesters normally required for a degree)
  • Enter as MFA 2 -- 4 semesters (or maximum number of semesters normally required for a degree)
  • Enter as MFA 3 -- 2 semesters

Limitations

A. Tuition remission is limited to one degree at CalArts. Family members are not eligible for a second degree.

B. Tuition remission is limited to one family member, child or spouse/domestic partner (e.g., multiple children of an employee are not eligible).

C. All tuition remissions are granted for one year at a time. Requests must be renewed annually.

D. The continuation of the Program, as well as the benefits level and/or eligibility requirements are subject to change at any time.

Admissions Procedures

Regular admission procedures must be adhered to in all instances.

Taxation

Graduate
Graduate tuition remission is taxable to the employee receiving the tuition benefit. The amount of tuition benefit is subject to withholding taxes pursuant to current tax law, including personal income tax, FICA (social security), and state disability.

Policy Category:
Revised Date:
Apr 2011

Understanding of CalArts Promotional Use of Student Name, Image, and Creative Work

I understand that the CalArts Office of Communications is responsible for initiatives promoting the Institute and its educational and artistic programs, and that, in the course of doing so, this office may engage in the following:

  • Use of my name.
  • Use of my photographic or video likeness. 
  • Reference to artistic, musical, literary, or any other student creative work produced in connection with my studies at CalArts.
  • Use of representation, reproduction, display, or performance of any such student work as listed above.

I further understand and acknowledge that:

  • Such uses by CalArts shall be limited to the development and promotion of the Institute's non-profit educational objectives.
  • All documentation made by CalArts of student work is the property of CalArts and may be used for promotional, informational, and instructional purposes, including reproduction or other representation in printed and electronic publications, websites, press kits, promotional presentations, and classroom instruction.
  • Any such uses shall comply with the United States Copyright Law of 1976.
  • CalArts has a non-exclusive right to the promotional, informational or instructional uses of my student creative work.
  • I will not receive any compensation for the uses of my student creative work by CalArts as cited above.The aforementioned non-exclusive right to the promotional use of work made as a CalArts student may continue after I graduate.

Students who do not wish CalArts to display their creative work for Institute promotional, informational or instructional purposes, or who do not wish their names and/or photographic or video likelinesses to appear in CalArts publications, websites, press kits, or any other promotional materials, must notify the CalArts Office of Communications to this effect. Students may also specify conditional uses, if any, of their names, likenesses, and representations of creative work. Notifications must be made via email, addressed to communications@calarts.edu.

Upon receiving such e-mail notifications, the Office of Communications will return to the student a confirmation of receipt, which the student should retain for their records. The date of the Communications e-mail confirmation constitutes the date after which CalArts will no longer use that student's name, likeness, or representation of their creative work for Institute promotional purposes. 

Policy Category:

Vandalism Policy

CalArts will respond in one of the following ways to individuals who are found to have committed vandalism on campus:

  1. Non CalArts students will be referred to local law enforcement officials.
  2. CalArts students who are caught vandalizing will be notified that they will be fined. Campus Safety officers will explain this to the student once they have confirmed the student’s name. The incident report will be distributed to administration. A bill will be generated by Facilities based on the time and materials needed to repair the vandalism. That bill will be given to the Accounting Office for collection. The Dean of Students may follow up with additional disciplinary action.
  3. If the student is identified at a later date, the investigation and mediation will be handled by the Dean of Students. The bill for repair will be determined by Facilities and given to the Accounting Office for collection.
Policy Category:

Veterans Administration Yellow Ribbon Program

California Institute of the Arts is a proud participant in the Post 9/11 GI Bill Yellow Ribbon Program for the 2012-2013 academic year. The Yellow Ribbon Program is a provision of the Post-9/11 Veterans’ Educational Assistance Act of 2008. To obtain general information and eligibility requirements for the Yellow Ribbon Program, visit the Veterans Administration website at www.gibill.va.gov.

CalArts Yellow Ribbon Policy

CalArts has pledged to contribute a maximum of $9000 in scholarship/grant funds for tuition and fees to no more than 10 students each year, who qualify for the benefit. The CalArts contribution is first met by institute scholarship/grant funds from your program. If scholarship or grant funds do not meet the $9000 maximum, the institute will make up the difference in matching grant funds. This amount is then matched by the Veterans Administration.

How to Apply

  1. Apply for Financial Aid at CalArts
    Students who qualify for the Yellow Ribbon Program must apply for financial aid with the CalArts Office of Financial Aid no later than March 2nd each year of attendance at http://calarts.edu/financial-aid/apply-financial-aid
  2. Submit Letter of Eligibility
    If approved by the VA for the Yellow Ribbon Program, the student will receive a Letter of Eligibility mailed directly from the Department of Veterans Affairs. The student must submit this document to the VA Advisor at CalArts (located in the Office of the Registrar) immediately upon receipt. Students who submit Letters of Eligibility after registration will not qualify for Yellow Ribbon benefits until the following semester. 
    http://www.gibill.va.gov/GI_Bill_Info/CH33/YRP/Yellow_ribbon.html

Please note that participation in the Post 9/11 GI Bill Yellow Ribbon Program is subject to annual approval by CalArts administration.

Policy Category:
Revised Date:
May 2012

Withdrawal from the Institute

Any non-graduating students who terminate their enrollment at CalArts during or at the end of any semester must complete a Withdrawal form in the Office of the Registrar.

Students who choose to formally withdraw during the Add/Drop period will have all in progress courses dropped from their transcript.  Students who formally withdraw during the Withdrawal period will be assigned “W” notations for all in progress courses.  Students who withdraw after the Withdrawal period or after the end of the semester will receive the grades assigned by their faculty.  Students who fail to enroll from one semester to the next, or who do not return from an approved leave as expected, will be automatically withdrawn from the Institute by the Office of the Registrar.

Students who have withdrawn from the Institute may request readmission by submitting a new application through the Admissions Office.  It is at the discretion of the School and Program to determine specific portfolio requirements for individual students requesting readmission; Schools are not required to readmit withdrawn students.  In order for transfer credit to be applied to the CalArts degree, transcripts for all work completed since leaving CalArts must be presented at the time of readmission.

All withdrawn students readmitted to the Institute will be subject to current policies governing degree requirements and catalog rights.  Students who withdraw while on academic warning or probation must meet the terms of their warning or probation, if readmitted.

Administrative Withdrawal

Students may be administratively withdrawn from the Institute in cases where their non-attendance has been confirmed by all currently assigned faculty. The decision to administratively withdraw a student is made by the Dean of Student Affairs (or designee), in collaboration with the student’s School.

Unless otherwise specified by the Dean of Student Affairs (or designee), any decision to administratively withdraw a student will take immediate effect. However, this decision is subject to automatic review within seven days by the Provost (or designee), including the Institute Diversity Officer.  Should students choose to challenge the administrative withdrawal decision, they may do so through the Student Grievance Procedure, but the initiation of a grievance will not delay the effective date of the withdrawal.

Students who are administratively withdrawn may pursue readmission under the same guidelines detailed above.

Policy Category:
Adopted Date:
Oct 2016
Revised Date:
Dec 2016
Revision History:
Revised 2016-2017

Withdrawal from the Institute and Dormitory – Refunds

Withdrawals and refunds are determined as follows:

Step 1. 
Determining the withdrawal date: The withdrawal date is the date the student begins the withdrawal process. A student begins the process by officially notifying the Registrar’s Office of their intent to withdraw. If the student does not give notice of intent to withdraw, the midpoint of the semester or the last faculty documented attendance at an academically related activity is used as the withdrawal date. An end of the semester audit will be conducted for any students who earned zero units. Students with zero units completed will be investigated to determine whether the student attended for the entire semester. Where it is discovered that a student discontinued attendance during the semester, the last day of attendance will be determined through course attendance records and information for the purpose of calculating any Title IV reductions as required by federal law.

Step 2. 
Calculating the refund percentage: The percentage will be calculated by taking the number of calendar days completed from the start of the semester up to the withdrawal date divided by the total calendar days in the semester (not counting spring break). No refund is made after the semester has been 60% completed.

Step 3.
Determining if there is a return of federal financial aid to the Title IV (federal) program: The amount of the return is based on the percentage of unearned aid (100% less the percentage of aid earned from Step 2, not more than 40%, times the amount of aid disbursed toward institutional charges).No refund is made after the semester has been 60% completed.

If the percentage earned is greater than the amount disbursed, a refund will be due to the student. If the percentage earned is less than the amount disbursed, then Title IV (federal) aid must be returned to the program by the student or the Institute within 30 days of the determination of the student's withdrawal. Funds will be returned to the Federal Student Aid programs in the following order: Unsubsidized Federal Direct Loan, Subsidized Federal Direct Loan, Perkins Loan, Federal Direct PLUS/Graduate PLUS Loan, Federal Pell Grant, Federal SEOG Grant. Federal Work Study funds are earned and are not subject to the Return of Title IV funds policy. 

When aid is returned, the student may owe a balance to the Institute. The student should contact the Accounting Office to make arrangements for payment.

The above policy will also be used for the return of non–Title IV funds.

Any tuition and dorm refunds must be resolved by June 30 of the current academic year. Refundable deposits, including the housing deposit, are returned to students upon graduation or withdrawal from the Institute (assuming no damage or outstanding charges). Additionally, refundable deposits will be held until all Institute keys are returned. Students with questions regarding the withdrawal process or their refund should contact the Registrar’s Office or the Accounting Office.

If a student is dismissed or suspended for a portion of a semester or more, the student will be responsible for tuition, housing, and other fees based on the tuition refund schedule listed above. The amount will be calculated for the period from the first day of classes through the day the student was suspended or dismissed.

Revised Date:
Sep 2016

Workplace Security Policy

As an Institute we are firmly committed to providing a workplace that is free from acts of violence or threats of violence. Although some kinds of violence result from societal problems that are beyond our control, we believe that measures can be adopted to increase protection for employees and to provide a secure workplace.

In keeping with this commitment, we have established a strict policy that prohibits any employee from threatening or committing any act of violence in the workplace, while in duty, while on Institute-related business, or while operating any vehicle or equipment owned or leased by the Institute. This policy applies to all employees, including faculty, department heads, supervisors, and non-supervisory employees. In order to achieve our goal of providing a workplace that is secure and free from violence, we must enlist the support of all employees.

Compliance with this policy and the Institute's commitment to a "zero tolerance" policy with respect to workplace violence is every employee's responsibility. Employees are required to report any incident involving a threat of violence or act of violence immediately to their supervisor or, if they prefer, the Director of Human Resources. The supervisor must report the matter immediately to the Director of Human Resources who will investigate the matter and take appropriate corrective action. This may include imposing disciplinary action upon any employee who violates this policy, up to and including immediate termination. If employees become aware of any workplace safety hazards or identify methods of increasing security in the workplace, they should report that information to their supervisor or the Director of Human Resources as well. Employees are required to report violations of this policy, including any incidents involving actual or threatened violence. They may do so without fear or retaliation of any kind. If you have any questions concerning this policy, please feel free to contact the Director of Human Resources at your convenience.

Policy Category:

Workplace Violence

The Institute is committed to providing a violence-free workplace for its employees. The Institute prohibits actual or threatened violence by employees against co-workers, students, faculty, visitors, vendors or anyone doing business with the Institute. The policy is also intended to promote workplace security by addressing situations in which visitors or any other persons who are either on our premises or have contact with employees in the course of their duties threaten or commit violent acts against them.

Security and safety in the workplace is every employee’s responsibility. Verbal or physical threats of violence are serious and must be reported immediately to your supervisor and the Director of Human Resources. When an employee becomes aware of an imminent act of violence, a threat of imminent violence, or actual violence, emergency assistance must be sought immediately by calling Campus Safety at ext. 2222 or if necessary, by calling 911.

Policy Category: