When a hall staff member, resident, guest, or any person observes or is made aware of what they believe is a violation of University Housing policy occurring in University Housing facilities or a University Housing sponsored event, he/she is asked to provide information for or to complete an Incident Report (IR) describing the alleged violation. If involved, University Housing staff members will identify themselves, request identification from all participants, communicate what policy/ policies have allegedly been violated, and ensure that inappropriate behavior has ceased. A Residence Life professional staff member will review the IR within a timely manner, and decide upon appropriate action.
Meeting Deemed Necessary
A meeting is deemed necessary to discuss an incident. The Residence Life professional staff member determines that the situation, as documented in the IR, warrants a meeting with the resident. A letter (containing information regarding the alleged policy violation) is generated and emailed to the resident’s university email account, outlining the procedures for scheduling a meeting to discuss the matter (residents must schedule this meeting within four (4) business days of the letter being emailed).
When appropriate University Housing may also refer residents to the Community Review Board (which consists of University Housing residents). The Community Review Board (CRB) consists of residents of University Housing, whose role is to uphold community standards and University Housing policies, increase basic participatory skills of students, and develop in students an understanding of community living, democratic values and social responsibility.
All members receive training and are prepared to effectively facilitate meetings, mediate conflicts, and make fair decisions. The CRB only conducts meetings that are related to possible community violations (i.e. vandalism, guests, pets, sports, smoking, and noise) The Community Review Board will not conduct meetings that are in any way related to alcohol, drug use, harassment, domestic violence, harm to self, sexual misconduct, Serious Rule Violations and weapons.
Meeting Deemed Unnecessary
A meeting is not deemed necessary, but action is required of the resident.
There are certain incidents where it is clear (based on the documentation) that a resident violated a policy or was present during a policy violation, but that the policy is one that is relatively minor and the sanction assigned is minor in nature (and does not involve Contract Action). In those instances, the Residence Life professional staff member may assign an automatic sanction based solely on the information provided within an Incident Report.
In cases where an automatic sanction is required, instructions for completing the sanction and the possible consequences for not complying with the items required will be included in a letter generated and emailed to the resident’s university email account.
As a matter of due process, residents have a right to speak with a Residence Life professional staff member about an incident at any point, and are encouraged to do so if they feel they were assigned an automatic sanction without cause.
No Action Needed
A meeting is not deemed necessary and no further action needs to be taken on the part of the resident.
The Residence Life professional staff member determines that the situation, as documented in the IR, does not warrant a meeting with the resident. A letter is generated and emailed to the resident’s university email account, explaining general information about the incident and the Behavior Process.