2026 HEOA Compliance Annual Disclosures

Dear Oxy Community:
 

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

1. Annual Fire Safety and Security Report

2. Notice of Non-Discrimination  

3. Campus-Wide Alcohol and Drug-Free Policy

4. Higher Education Opportunity Act Required Disclosures

5. Family Education Rights and Privacy Act Policy

6. Equity in Athletics Disclosure Act Survey

7. Voter Registration

 

1.  Annual Fire Safety and Security Report

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the “Clery Act”) requires colleges and universities to disclose information about crimes on their campuses or within Clery geography, and to produce an annual report available to the public. Occidental’s 2025 Annual Fire Safety and Security Report was prepared in accordance with the Clery Act and distributed on October 1, 2025. It includes statistics for the 2024 calendar year and the two previous calendar years. This report serves as an important guide and resource to the Occidental community regarding the following topics, among others:

• Access to Campus Property

• Campus-Wide Alcohol and Drug-Free Policy

• Campus Security

• Crime Prevention

• Crime and Fire Safety Statistics

• Emergency Notifications, Timely Warnings and Safety Alerts

• Personal Safety Guidance

• Response to Sexual Misconduct, Intimate Partner Violence, and Stalking

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

2. Notice of Non-Discrimination

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

To report:

• Sex or gender-based harassment, sexual assault, dating or domestic violence, or stalking, which are prohibited under the Sexual and Interpersonal Misconduct Policy, please see these reporting options or contact the Civil Rights & Title IX Coordinator using the information below.

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

Civil Rights & Title IX Coordinator

Alexandra Fulcher

AGC Room 111

afulcher@oxy.edu

(323) 259-1338

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

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

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

4.  Higher Education Opportunity Act (HEOA)

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

5.  Student Rights Related to Educational Records (FERPA)

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

6.  Equity in Athletics Disclosure Act (EADA)

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

7.  Voter Registration

• Register to vote! You can register in California or get more information and register in other states by visiting vote.gov.

• In California, the deadline to register to vote is 15 days before Election Day, so please register early!

• Find out if you qualify to vote in California by visiting https://www.sos.ca.gov/elections/castudentsvote.

• Oxy will serve as a voting site, so you won't even need to leave campus to vote!

As always, you can also visit OXY Votes for more information about voting, requesting an absentee ballot (out-of-state or studying abroad), and creating your own Voter Journey Map.

College Policy Updates

I also want to draw your attention to several new or updated College policies, which were approved by the Policy Committee within the past year, pursuant to the Policy on the Approval and Maintenance of College Policies. College policies—meaning institution-level policies subject to Policy Committee review—have been gradually re-formatted to create a uniform style and re-organized within the updated Policy Directory. 

• Policy on the Approval and Maintenance of College Policies. As announced on December 15, 2025 this policy has been updated to:

  • Create a new system for gathering community input when policies involve substantial changes to campus life and culture:

    • The Policy Committee will notify the Faculty Council, ASOC, and Human Resources of proposed changes and offer a written comment period of at least 10 days for all faculty, students, and staff.

    • The Policy Committee will also host a forum for the same constituencies to openly discuss the policy.

    • If a comment period would otherwise occur during the summer, the Policy Committee may issue a policy as an Interim Policy and hold the comment period and forum during the following semester.

    • The Policy Committee will publish final policies along with a summary of community members' comments.

  • Link to a guidance document that clarifies comment period logistics and promotes coordination with the Faculty Council and ASOC.

  • Clarify that community members may submit policy recommendations directly to the members of the Policy Committee.

  • Note that a "Responsible Officer" (the person responsible for maintaining a particular policy) may be a faculty member.

• Contracts Policy. As announced on November 13, 2025 this policy has been updated to: 

  • Digitize the Employee vs. Independent Contractor Procedures

    • The manual EIC worksheet has been replaced with a Kuali online form.

    • New pre-approved, expedited, and full review tiers streamline processing.

  • Terminology and Consistency Improvements

    • Information on Signing Authority has been clarified

    • References to Oxy Templates, Master Services Agreements (MSAs), and related policies have been standardized.

  • Freelance Worker and Payment Compliance: Clearer instructions emphasize timely submission and written contract details for all freelance and independent contractor engagements.

  • Updated Legal and Tax References: the policy now reflects current California labor codes and IRS reporting requirements.

A new training was also recorded for the community and can be accessed directly from the policy. 

• Speech, Dissent & Demonstration. As announced on August 18, 2025, this policy was updated to confirm free speech as an affirmative commitment and essential value at Occidental College, create a more positive framework for expressive activities, highlight examples of permissible forms of expression, situate speech-related freedoms in the context of broader community responsibilities, provided much-needed clarity through restructuring and headings, clarify concealment of identity to evade accountability is not permitted, and impose obligations on College officials before requesting identification. 

• Medical Leave of Absence Policy. This policy was updated to clarify when health information may be released, continuation of student health insurance, roles and responsibilities, and financial aid-related information. 

• Hazing Policy. This policy was significantly updated to comply with changes in both California and Federal law. In conjunction with these updates, the College adopted an online reporting system and a more robust anti-hazing educational program.

• Financial Policies. Several financial policies were updated over the past year, including the Cash Advance Policy; Refunds, Withdrawal and Proration of Tuition Policy; Equipment and Property Costs for Sponsored Research Policy; and Prizes, Awards, and Gifts to Faculty, Staff, and Students Policy. Additionally, new Interim Spending Guidelines were added to the Travel Expense, Credit Card, and Expense Reimbursement Policy & Procedures. 

Please see the Policy Directory for a more complete list of institutional policies, and refer to specific departments and units for other policies that may be applicable to their activities. The Policy Committee meets on a monthly basis to review requests to add or modify College policies, and you may contact policy@oxy.edu to discuss your request.

Thank you for your attention and support for Oxy's compliance efforts. For more information please see the Occidental College Compliance Web Page or reach out to the Office of the General Counsel. 

Sincerely,

Office of the General Counsel

Occidental College