Health and Safety

Drug & Alcohol Testing

To ensure the health and wellbeing of our students, the Academy reserves the right to require drug testing. Any time drug testing is required by the Academy, refusal to submit a specimen will be interpreted as a positive result. The cost of drug and alcohol testing is the financial responsibility of the parents and will be billed to the student’s account.

Drug Testing for Suspected Use

  • When a faculty member suspects that a student, due to his or her behavior or circumstance, has been drinking alcohol or using drugs, a dean or their designee may administer a breathalyzer test or bring the student to the Health Center where a blood or urine sample may be collected.
  • Testing does not require the consent of parents.
  • Collection of blood or urine samples will proceed in accordance with the Health Center policy for such sample collection. Blood and urine samples will be sent to an outside laboratory for processing, and the results will be reported to the school physician.
  • If the testing laboratory reports that a specimen has been tampered with or substituted in any way, the test will be considered positive.
  • A positive test for alcohol or drugs will be interpreted as evidence a major school rule violation and the student will be subject to disciplinary proceedings.

Prospective Drug Testing After a Discipline Event

  • Prospective random drug testing may be performed after a disciplinary event involving drugs and alcohol.
  • Parents and students are notified before prospective testing begins, but their consent is not required.
  • Health Center staff administer the testing. Collection of blood, urine, or breathalyzer samples will proceed in accordance with Health Center policy, and results will be reported to the school physician. The spectrum of testing will be determined by the school physician or the Dean of Students and may vary.
  • If the testing laboratory reports that a specimen has been tampered with or substituted in any way, the test will be considered positive.
  • A positive test for alcohol or drugs will be interpreted as evidence a major school rule violation and the student will be subject to disciplinary proceedings.
  • The duration of the prospective testing period will be determined by the Dean of Students and, under most circumstances, will not exceed one calendar year.

Drug Testing Due to Community Concern

  • When a pattern of behavior or circumstances is observed that raises significant community concern that a student may be abusing drugs or alcohol, the Dean of Students may require drug or alcohol testing.
  • Testing typically involves a baseline test for drugs and alcohol followed by prospective random testing as described above.
  • When testing is done due to community concern, a positive result on the baseline test will not be treated as a disciplinary event. However, evidence of continued use of drugs or alcohol on subsequent random testing will be considered a violation of a major school rule and the student will be subject to disciplinary proceedings.

Drug Testing for Medical Reasons

  • When, in the course of providing medical or mental health care to a student, the Health Center staff or the counseling staff becomes concerned about the possible abuse of drugs or alcohol, the school physician may require testing for drugs or alcohol including a baseline test and prospective random testing.
  • Parents will be notified of such testing.
  • The results of such testing will be confidential and a positive test will not result in disciplinary proceeding.
  • The response to a positive test will be a medical response. Recurrent positive test results consistent with continued abuse of drugs or alcohol will likely cause a medical leave of absence.

Sexual Intimacy

Students are asked to exercise thoughtful and appropriate discretion in all their relationships. Consensual sexual intimacy, while a normal and healthy aspect of adult life, is not appropriate for adolescents and is not permitted for students at Deerfield.

Incidents of sexual intimacy are dealt with by the Dean of Students Office in conjunction with parents, advisors, the counseling staff, and the Health Center. The school may take action up to and including required counseling, Letters of Reprimand, meetings with advisors, and discussions with parents/guardians. Repeated disregard for the Sexual Intimacy Policy may be grounds for suspension or other disciplinary response.

We address issues of human sexuality through special programs in classrooms, in dormitories, and in private conversations. Students with questions or concerns are encouraged to have discussions with their families, school counselors, Health Center staff, and/or advisors.

Statutory Rape

In Massachusetts the age when a person can consent to intercourse is 16 and for touching another’s private areas is 14. Legally, students under these ages cannot consent to sexual activities. Students should be aware that sexual activity with others under those ages constitutes the crimes of Statutory Rape and Indecent Sexual Assault on a Child respectively. It is illegal to engage in any intimate contact without another’s full consent.

All cases of unwanted sexual contact and/or rape should be reported to the Dean of Students, the Dean of the Faculty, or the Head of School.

Sanctuary Policy

The Sanctuary Policy allows students to ask for help without invoking a disciplinary response. Helping a fellow student who has been compromised by the effects of excessive alcohol or drugs may be life saving.

The Sanctuary Policy is invoked when a student or a student’s friend makes the request, either in person or with a telephone call to the Health Center. At any time, but especially after curfew, when dormitories are locked and alarmed, students may request Sanctuary for himself/herself or another student. Security will be asked to escort the student to the Health Center. If a faculty member intervenes at any point after the initial phone call, Sanctuary will remain intact and no disciplinary response will ensue, although the faculty member would be obligated to notify the Dean of Students.

If, during a Sanctuary admission, a student becomes unmanageable, disruptive, or threatening, then Sanctuary will be revoked. In this instance, Health Center staff will report the specific facts to the deans, who will implement the appropriate disciplinary response.

Any student who brings a fellow student to the Health Center for sanctuary will not be liable for disciplinary action, and his/her identity will remain confidential.

A student who is granted Sanctuary must inform his/her parents. In addition, school policy requires the student to have an assessment by a professional drug and alcohol counselor. Two follow-up meetings with a member of the counseling staff are also required. Failure to keep these appointments will result in the notification of a Dean and the possibility of disciplinary action.

Getting Help for Friends

Out of concern for the immediate welfare of others, a student may identify to the Dean of Students other students who are under the influence of drugs or alcohol. In this case, the named students would be admitted to the Health Center under Sanctuary, without a disciplinary response.

Extended Leave

The Academy recognizes that there are occasions when a student may benefit from a leave from school to address a problem, while still remaining in good standing. A leave may be voluntary or required. A Voluntary Leave is initiated by a student or the family and must be approved by the Head of School. A Required Leave is initiated by the Head of School, the Dean of Students, or a designated representative.

Leaves may vary in length, though longer absences are more difficult to accommodate. For a leave beyond a few days, whether voluntary or required, return would not be automatic and would be subject to review based on criteria specified at the outset. In the case of an extended leave, repeating all or part of a year may be necessary. It is not appropriate to use a leave of absence to postpone or otherwise interfere with any pending disciplinary proceedings.

The following descriptions outline typical forms of leave, although individual circumstances may require other responses:

Medical Leave

Medical Leaves might include those for severe or prolonged illnesses, significant injuries, especially those requiring major surgery, or psychological problems, including depression or eating disorders. A Medical Leave can be voluntary or required.

The school physician convenes a Leave Committee to determine the timing of and criteria for the student’s return to school. While the student is on Medical Leave, the school physician and/or school psychologist will work with the family and, when appropriate, the attending physician or psychologist at home. The Leave Committee will receive updates of the status of the student while away on Medical Leave and, at the appropriate time, will assess the readiness of the student to return from Medical Leave. Informed by a recommendation of the Leave Committee, the decision concerning the return from Medical Leave will be determined by the Head of School.

The degree of impact of a Medical Leave on a student’s academic status will vary with the amount of class time missed, the timing in the academic calendar, and the point in the student’s Deerfield career. The Academy will take steps to help the student make up missed work and, when appropriate, to adjust expectations about the work necessary to complete a given course.

Personal Leave

A Personal Leave may be granted at the request of the student and family or may be required by the Academy. The decision to allow or require a Personal Leave is made by the Dean of Students in collaboration with the Academic Dean, the school physician, and the student’s advisor and teachers. At the start of the leave, criteria for return will be specified. Informed by a recommendation from this group, the decision concerning the return from Personal Leave will be determined by the Head of School.

Personal Property

Automotive Registration

Day students who drive to school must submit registration information to the Dean of Students Office for all vehicles being driven to campus. Cars are parked behind the gymnasium complex/natatorium in the designated parking area, or in areas otherwise designated specifically for day student parking. Once parked, cars should not be moved until after the end of the academic day. Not parking in the designated area will result in APs; further or repeated parking violations will result in revocation of driving privileges and/or other disciplinary response.

Bicycle Registration

Bike registration facilitates recovery if bicycles are lost or stolen. Bikes should be registered with the Security Office.

Renters Insurance

The Academy recommends that students arrange for insurance coverage through their family’s policy for belongings such as bicycles, cameras, and electronic equipment. Deerfield Academy is not responsible for a student’s personal belongings and does not carry any insurance policy that provides coverage for them.

Fire Precautions and Drills

Fire Safety Procedures — Dormitories

If students smell smoke or hear the fire alarm, they should follow the steps below:

  1. Students should close the windows, open the window shades, and turn on the lights.
  2. Feel door surfaces before opening. If the door is warm, do not open it: signal for help from the window. If the door is not warm, exit quickly.
  3. Proceed immediately to the nearest exit.
  4. Close, but DO NOT lock doors that are being passed through while exiting.
  5. Sound alarm if needed.
  6. Go directly to the dormitory designated gathering place for roll call and instructions.
  7. Upon authorization from fire marshal or designee, students may return to the dormitory.

Fire Code

Faculty members (and students) have the obligation to remove—and the right to request removal of—any decoration, furnishing or other possession that appears to compromise the health or safety of anyone. This can include furniture in rooms or corridors that blocks sight-lines or is arranged in such a way that it hinders direct and rapid egress. Each student may have:

Wall Hangings

  • One bulletin board no larger than 2 feet by 3 feet.
  • Four “uncovered” paper decorations (maximum size 2 x 3 feet). All other flammable materials (posters, prints, etc.) must be framed under Plexiglas or glass that is at least 1/16 of an inch thick.
  • All nylon, plastic, and cloth wall hangings are prohibited unless framed and under glass or Plexiglas.
  • Decorations in rooms may only be hung from vertical surfaces and may not be hung over windows or doorways.
  • Flammable materials, even if fire treated or framed, are not permitted within two feet of any doorway.

Furnishings

  • One piece of stuffed, upholstered furniture (not including a padded desk chair) per room. Students found to be in violation of furniture limit restrictions will be charged for the removal and disposal of the extra furniture. Purchase of Fire Code Compliant Desk Chairs can be facilitated through Hitchcock House.
  • All upholstered furniture, including desk chairs, must be in compliance with the State of California Bureau of Home Furnishings and Thermal Insulation Technical Bulletin Number 133. The following label must be affixed to any upholstered furniture for use in a Deerfield dorm: NOTICE: THIS ARTICLE IS MANUFACTURED FOR USE IN PUBLIC OCCUPANCIES AND MEETS THE FLAMMABILITY REQUIREMENTS OF CALIFORNIA BUREAU OF HOME FURNISHINGS TECHNICAL BULLETIN 133. Furniture without this tag will be removed and disposed of immediately by the Physical Plant and students will be charged for removal and disposal.
  • Polystyrene (bean-bag) chairs are prohibited.

Electrical Appliances

  • Electrical appliances for cooking or heating (including irons, sunlamps, hotpots, coffee makers, or space heaters) are not permitted in student rooms, corridors, bathrooms, or common rooms, unless approved by the Director of Safety and Security and the Dean of Students.
  • Blow dryers and flatirons are permitted, but should be unplugged immediately after use.
  • No electrical string lights (i.e. holiday, decorative) of any kind are allowed.
  • No lava lamps.
  • Extension cords must be of heavy-gauge wire with a three-prong (grounded) plug and carry only one outlet. If additional outlets are needed, the use of a pre-wired multiple outlet strip with a circuit breaker is required.
  • Halogen lamps and other high intensity lamps in excess of 100 watts are prohibited.

Other Considerations

  • Bicycles and other personal belongings may not be stored in corridors or stairwells.
  • Dormitory room doors must be unlocked when people are in the room.

Procedures for Fire Code Inspections

Designated fire code inspectors will visit student rooms and common areas regularly, but faculty residents bear principle responsibility for student adherence to the fire code. The procedure for reporting and following up on a violation is as follows:

  1. When an inspector observes a fire code violation, the student receives a written warning, and a follow-up report is shared with the deans and resident faculty.
  2. Upon notification, the student must correct the problem immediately. The faculty resident should confirm that the violation has been addressed.
  3. For a repeat violation, the student receives APs that accumulate for each day that the violation continues. Ongoing violations may result in additional disciplinary action.

Whistle Blower Policy

Deerfield Academy encourages the reporting of any activity that employees, students, or parents believe in good faith may violate any Federal or State law or regulation. To encourage this reporting, the Academy and its Board promise that they will not take retaliatory action against anyone who submits a report in good faith. In addition, the Academy and its Board will not disclose the name of any individual who makes such an report except on a strict “needs to know” basis.

Call 866-427-8492 (24 hours a day, 7 days a week) to report questionable activity. This number is staffed by non-Academy personnel. Reports will be referred to the Chair of the Trustee Audit Committee who, along with the President of the Board, will investigate. Reports will be dealt with promptly and discreetly. The investigation of anonymous reports will necessarily be limited by the inability to consult with the individual who filed the report.

Please note that the Academy Anti-Bullying & Harassment Policy lists additional reporting requirements and protections for those who report bullying and harassing behavior.