Protocols for Responding to Requests for Information or Access to Campus, Service of Legal Documents and Contact by Outside Attorneys
The following are protocols for requests for information and access to campus facilities or community members received from outside individuals.
Please note: In all cases, the College will abide by legal requirements when responding to requests for information and campus access. When assessing all requests for information about students, the College will comply with the requirements of The Family Educational Rights and Privacy Act (FERPA).
Requests by Law Enforcement or Immigration Officials
All requests (in-person or otherwise) for information and access to campus facilities or community members made by law enforcement or immigration officials must be made or referred to Public Safety immediately. Public Safety is a 24-hour department, and serves as the first point of contact for all such requests. Public Safety will promptly notify the Office of General Counsel for assessment of any requests for information or access by law enforcement and immigration officials.
Requests by Legal Process Servers, Attorneys, or Government Officials (non-law enforcement or immigration)
Requests for other types of information received from legal process servers, attorneys, or government officials (non-law enforcement or immigration) should be directed to the Office of General Counsel, as described on this page.
All other requests for information (employment verifications, record of attendance, directory information) that are not related to a legal matter should be directed to the appropriate College department, such as the Registrar's Office or Human Resources.
Service of Legal Documents
Legal documents, such as a subpoena, summons, complaint, hearing notice or any other notice of a legal proceeding, may arrive at the College by mail, or in some cases by a process server or a Sheriff. A process server is an individual who serves (or officially hand-delivers) notice of a legal process to a participant in that legal process. This practice is called "service of process." Usually legal documents relating to College business will be addressed to "Swarthmore College" or "The Board of Managers of Swarthmore College", but sometimes will name specific employees of the Swarthmore College community.
During normal business hours, only the Office of General Counsel is authorized to accept service of process on behalf of Swarthmore College. At times when the Office of General Counsel is closed or operating off-campus, the Department of Public Safety is authorized to accept service of process on behalf of Swarthmore College and will promptly notify the General Counsel Office and forward the legal documents.
If approached by any individuals who asks you to accept legal documents on behalf of the College, you should "refuse service", meaning tell the process server that you are not authorized to accept any legal document on behalf of the College. Then, promptly inform the process server that they are to contact the Office of General Counsel directly, or Public Safety if outside of normal business hours. The Office of the General Counsel is usually available Monday through Friday at 9:00 a.m. to 5:00 p.m. when the College is open for business. Public Safety is available 24/7.
If you find that you have received a legal document relating to College business by mail or otherwise, please notify the Office of General Counsel immediately and we will arrange pick up of the documents from you.
We will work with the appropriate College officials to respond promptly and appropriately to the request.
Contact by attorneys
If you are ever contacted by an attorney about a legal matter involving the College, please refer them to the Office of the General Counsel immediately.
