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Students are required to notify the university registrar of a change of permanent (home) or present (local) mailing address within 48 hours of such a change. Changes in address may be made using ISIS Online. Students bear the full responsibility for any consequences resulting from official University communications misdirected or not received because of an incorrect address.
Alcohol and Drug Policy
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The University of Virginia prohibits the illegal or otherwise irresponsible use of alcohol and other drugs. It is the responsibility of every member of the University community to know the risks associated with substance use and abuse. This responsibility obligates students and employees to know relevant University policies and federal, state and local laws, and to conduct themselves in accordance with these laws and policies. To these ends, the University publishes the following information regarding University policies and sanctions, laws and penalties concerning substance use and abuse, health and behavioral risks of drug use, and resources for treatment and educational programming.
Alcohol Virginia State laws concerning the purchase, possession, consumption, sale and storage of alcoholic beverages include the following:
- Any sale of an alcoholic beverage requires a license from the Virginia Alcoholic Beverage Control (ABC) Board;
- Alcoholic beverages are not to be given, sold or served to persons under 21 years of age;
- Alcoholic beverages are not to be given, sold or served to persons who are intoxicated;
- State law prohibits: drinking in unlicensed public places; possession of an alcoholic beverage by a person under 21 years of age; falsely representing one’s age for the purpose of procuring alcohol; and purchasing an alcoholic beverage for a person who is under 21 years of age.
The University of Virginia assumes no responsibility for any liability incurred at any event not sponsored by the University where alcohol is served and/or sold. Students and members of Contracted Independent Organizations or of organizations with a Fraternal Organizational Agreement are always expected to conduct themselves in accordance with the laws of the Commonwealth of Virginia and to assume full responsibility for their activities and events.
Areas of Emphasis
- Except as expressly permitted in this policy under Item 11 of the “Areas of Emphasis,” any use of alcohol in a public area on University property or at a University function in which University of Virginia students will be present must be approved in advance in writing by the Vice President for Student Affairs or his or her designee.
- Alcoholic beverages must not be served at any University function or event on University property that will be attended by underage University of Virginia students. Requests for exceptions must be presented to the Vice President for Student Affairs. If an exemption is granted, personnel trained in Training for Intervention Procedures (TIPS) or another University-approved program must be present to supervise the distribution of alcohol.
- Alcoholic beverages purchased with University funds may be used only in compliance with state and federal law and University policy.
- Events, whether planned or spontaneous, involving the possession/distribution/ consumption of alcoholic beverages are prohibited in and around the first-year residence halls.
- Non-alcoholic beverages and food items should be present at the University-functions where alcoholic beverages are served.
- Alcoholic beverages may not be mentioned in the advertising or publicizing of a University function.
- Sponsors serving alcohol at University functions shall not permit the entry or exit of persons with beverage containers.
- Sponsors must check for proper age identification of individuals attending events attended by underage students when alcohol is served.
- A student may not let another person use his or her student I.D. for the purpose of obtaining an alcoholic beverage, nor may a student use another student’s I.D. to obtain alcoholic beverages.
- University Dining Services, the University Programs Council, and Nutrition Services are the only organizations eligible to obtain an ABC license for the purpose of selling alcoholic beverages on University property.
- Members of the University community living in University property and their invited guests who are lawfully permitted to purchase, possess and use alcohol may do so in the residence or on any immediately adjacent area devoted to residential use; they should not do so, however, in public places or in any area on University property devoted to common use. The presence of underage family members, employees or guests does not preclude the serving of alcohol in a residence that is University property, provided an appropriate of-age family member and/or host is willing to assume the legal responsibility for insuring compliance with state and federal law and University policy.
- Additional regulations governing the use of alcohol in Newcomb Hall, Peabody Hall, Lambeth Commons Building, and the Student Activities Building can be obtained in Newcomb Hall.
- Possession of kegs, pony kegs, or beer balls is prohibited in residence facilities that are University property.
- Any organization, as well as its leadership, sponsoring an event on University property will be responsible for following all federal and state laws and University policies that apply to the serving and/or selling of alcoholic beverages.
Any student found in violation of this policy is subject to the entire range of University Judiciary Committee sanctions described in the Statement of Students’ Rights and Responsibilities, including suspension and expulsion. University personnel found in violation of this policy are subject to appropriate personnel sanctions.
Drugs Unauthorized manufacture, distribution and possession of “controlled substances” (illegal drugs), including marijuana, cocaine, and LSD, are prohibited by both state and federal law and are punishable by severe penalties. The University does not tolerate or condone such conduct. Students and employees who violate state or federal drug laws may be referred by University authorities for criminal prosecution.
Whether or not criminal charges are brought, all students and employees are subject to University discipline for illegally manufacturing, distributing, possessing or using any controlled substance (i) on University property, (ii) at University functions, or (iii) under other circumstances involving a direct and substantial connection to the University. Any student found to have engaged in such conduct is subject to the entirerange of University Judiciary Committee sanctions described in the Statement of Students’ Rights and Responsibilities, includingsuspension and expulsion. University personnel found in violation of this policy are subject to appropriate personnel sanctions.
Federal and State Penalties Federal and state law penalizes the unlawful manufacturing, distribution, use, and possession of controlled substances. The penalties vary based on many factors, including the type and amount of the drug involved, and whether there is intent to distribute. Federal law sets penalties for first offenses ranging from less than one year to life imprisonment and/or $1,000 to $4 million fines. Penalties may include forfeiture of property, including vehicles used to possess, transport or conceal a controlled substance, and the denial of professional licenses or Federal benefits, such as student loans. Convictions under state law may be misdemeanor or felony crimes with sanctions ranging from probation to life imprisonment and/or fines of up to $1 million.
Federal law holds that any person who distributes, possesses with intent to distribute, or manufactures a controlled substance on or within one thousand feet of an educational facility is subject to a doubling of the applicable maximum punishments and fines. A similar state law carries sanctions of up to five years imprisonment and up to a $100,000 fine for similar violations.
Intercollegiate Athletic Department’s Drug/Alcohol Policy The Intercollegiate Athletic Department of the University has additional written policies which are presented to each student-athlete annually prior to participation. These policies encompass mandatory drug testing, sanctions as a result of positive tests, specific programs of education relative to drug and alcohol use and abuse, and counseling and rehabilitation programs.
Drug-Free Workplace Policy The use of alcohol or illegal drugs by all employees while on University property, including meal periods and breaks, is absolutely prohibited except when authorized in advance by the University for approved University functions. No employee will report to work while under the influence of alcohol or illegal drugs. Violations of these rules by an employee will be reason for evaluation/treatment for a substance use disorder or for disciplinary action, up to and including dismissal.
Health and Behavioral Risks The negative physical and mental effects of the use of alcohol and other drugs are well documented. Use of these drugs may cause: blackouts, poisoning, and overdose; physical and psychological dependence; damage to vital organs such as the brain, heart, and liver; inability to learn and remember information; and psychological problems including depression, psychosis, and severe anxiety. Risks associated with specific drugs are described later in this section.
Impaired judgment and coordination resulting from the use of drugs are associated with acquaintance assault and rape; DUI/DWI arrests; hazing; falls, drowning and other injuries; contracting sexually transmitted diseases including AIDS; and unwanted or unplanned sexual experiences and pregnancy.
The substance abuse of family members and friends may also be of concern to individuals. Patterns of risk-taking behavior and dependency not only interfere in the lives of the abusers, but can also have a negative impact on the affected students’ academic work, emotional well-being and adjustment to college life.
Individuals concerned about their own health or that of a friend should consult a physician or mental health professional. More information and assistance can be obtained by contacting one of the University’s substance abuse resources listed in this policy or a community resource listed in the yellow pages of the telephone directory.
Alcohol Alcohol abuse is a progressive disorder in which physical dependency can develop. Even low doses of alcohol impair brain function, judgment, alertness, coordination and reflexes. Very high doses cause suppression of respiration and death. Chronic alcohol abuse can produce dementia, sexual impotence, cirrhosis of the liver, and heart disease, and sudden withdrawal can produce severe anxiety, tremors, hallucinations, and life-threatening convulsions.
Marijuana (Cannabis) Marijuana has negative physical and mental effects. Physical effects include elevated blood pressure, a dry mouth and throat, bloodshot and swollen eyes, decrease in body temperature, and increased appetite. Frequent and/or long-time users may develop chronic lung disease and damage to the pulmonary system.
Use of marijuana is also associated with impairment of short-term memory and comprehension, an altered sense of time, and a reduction in the ability to perform motor skills such as driving a car. Marijuana use also produces listlessness, inattention, withdrawal and apathy. It also can intensify underlying emotional problems and is associated with chronic anxiety, depression, and paranoia.
Hallucinogens This category includes phencyclidine (PCP or “angel dust”) and amphetamine variants, which have mind-altering effects. Perception and cognition are impaired, and muscular coordination decreases. Speech is blocked and incoherent. Chronic users of PCP may have memory problems and speech difficulties lasting six months to a year after prolonged daily use. Depression, anxiety, and violent behavior also occur. High psychological dependence on the drug may result in taking large doses of PCP. Large doses produce convulsions, comas, and heart and lung failure.
Lysergic acid dyethylamine (LSD or “acid”), mescaline and psilocybin (mushrooms) cause illusions, hallucinations and altered perception of time and space. Physical effects include dilated pupils, elevated body temperature, increased heart rate and blood pressure, decreased appetite, insomnia and tremors. Psychological reactions include panic, confusion, paranoia, anxiety and loss of control. Flashbacks, or delayed effects, can occur even after use has ceased.
Cocaine Cocaine stimulates the central nervous system. Immediate physical effects include dilated pupils and increased blood pressure, heart rate, respiratory rate, and body temperature. Occasional use can cause a stuffy or runny nose, while chronic use may destroy nasal tissues. Following the “high” of extreme happiness and a sense of unending energy is a cocaine “crash,” including depression, dullness, intense anger, and paranoia. Injecting cocaine with contaminated equipment can cause AIDS, hepatitis and other diseases. Tolerance develops rapidly, and psychological and physical dependency can occur.
Crack or “rock” is extremely addictive and produces the most intense cocaine high. The use of cocaine can cause kidney damage, heart attacks, seizures, and strokes due to high blood pressure. Death can occur by cardiac arrest or respiratory failure.
Stimulants Amphetamines and other stimulants include “ecstasy” and “ice” as well as prescription drugs such as Adderall and Ritalin. The physical effects produced are elevated heart and respiratory rates, increased blood pressure, insomnia, and loss of appetite. Sweating, headaches, blurred vision, dizziness, and anxiety may also result from use. High dosage can cause rapid or irregular heartbeat, tremors, loss of motor skills and even physical collapse. Long-term use of higher doses can produce amphetamine psychosis, which includes hallucinations, delusions, and paranoia. Frequent use of Ecstasy may also cause permanent damage to serotonin-producing neurons in the brain.
Depressants Barbiturates and benzodiazepines are two of the most commonly used groups of these drugs. Barbiturates include phenobarbital, seconal and amytal; benzodiazepines include ativan, dalmane, librium, xanax, valium, halcyon, and restoril. These drugs are frequently used for medical purposes to relieve anxiety and to induce sleep. Physical and psychological dependence can occur if the drugs are used for longer periods of time at higher doses. Benzodiazepine use can cause slurred speech, disorientation, and lack of coordination. If taken with alcohol, abuse can lead to a coma and possible death.
Narcotics Narcotics include heroin, methadone, morphine, codeine, OxyContin, Vicodin, and opium. After an initial feeling of euphoria, usage causes drowsiness, nausea, and vomiting. Effects of overdose include slow and shallow breathing, clammy skin, convulsions, coma, and possible death. Physical and psychological dependence is high, and severe withdrawal symptoms include watery eyes, runny nose, loss of appetite, irritability, tremors, panic, cramps, nausea, chills, and sweating. Use of contaminated syringes may cause AIDS and hepatitis.
Center for Alcohol and Substance Education The coordinating body for substance abuse prevention and education at the University (924- 5276).
University Police Department Officers provide information and seminars in the legal aspects of areas related to substance abuse (924-7166).
Alcohol and Drug Abuse Prevention Team A peer education group sponsored by the Center for Alcohol and Substance Education that promotes awareness, provides educational outreach, and serves as accessible resources for students (924-5276).
Peer Health Educators A peer group sponsored by Health Promotion/Student Health that provides informal educational sessions on alcohol, drugs, and other health issues (924-1509).
Student-Athlete Mentors The Center for Alcohol and Substance Education and the Department of Athletics recruit and train members of each athletic team to coordinate alcohol education programs for their teams and serve as internal resources on University services (924-5276).
The Friends of Bill W. Open Meeting of A.A. Meets every Saturday at 9:30 p.m. The meeting is attended by professional/graduate and undergraduate students, as well as by members of the University and Charlottesville community (924-5276).
Consultation and Treatment
Student Health Substance use consultations, comprehensive mental health evaluations, including risk assessments for all substance presentations, treatment and/or referral for students and concerned friends or family is available (924-5556).
Faculty and Employee Assistance Program No cost, strictly confidential information, evaluation, intervention, and referrals for faculty, staff, and family members. FEAP staff are licensed professionals with expertise in substance abuse, mental health, family, and workplace issues. Consultation for chairs and other faculty administrators is also available (243-2643; or 1-800-847-9355, 24 hours a day).
Procedures Approval to use alcohol at an event on University property or at a University function involving University of Virginia students requires approval a minimum of one week in advance in writing from the Vice President for Student Affairs.
The Use for Alcohol Request Form may be found at www.virginia.edu/vpsa/Alcoholdoc.doc.
To facilitate a productive academic and residential environment, outside amplified music on University-owned, operated, or regulated property is strictly limited and requires the permission of the Office of the Dean of Students. For more information contact the Reservations Office at Newcomb Hall (924-3203).
The University of Virginia, in support of its Security Policy to maintain a safe and secure atmosphere for the community of students, faculty, staff and visitors to the Grounds, is committed to establishing an environment that encourages the proper use and parking of bicycles on the Grounds.
Encouraging the use of bicycles by members of the University community underscores the value of biking as an environmentally sound mode of transportation as well as the need to educate persons about the rights of those on bicycles. At the same time, the University must maintain a safe environment for pedestrians approaching, entering and utilizing buildings on the Grounds. It is important that bicyclists ride safely on sidewalks where permitted, and use bicycle racks for parking to ensure that their bicycles do not impede passage into or from buildings in emergency situations. It is also important that bicycles not be locked to railings constructed for persons with disabilities or locked to trees, bushes, or crowd control chains/fences in order to avoid damage to the Grounds.
Procedures Given that bicycles are a form of transportation, the Department of Parking and Transportation is responsible for the issuance and administration of University bicycle regulations governing appropriate use and storage of bicycles.
The University Police Department provides an opportunity for individuals to voluntarily register their bicycles as a passive anti-theft device.
An active University Cycling Club together with the Charlottesville Bike Club provide a pamphlet containing a bicycle map of the Grounds and pertinent safety suggestions.
Computer Usage Policy
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This policy applies to all computing and communications facilities and equipment purchased or leased with University funds. This policy is also known as the “Ethics in Computer Usage” Policy.
Everyone within the University of Virginia community who uses University computing and communications facilities has the responsibility to use them in an ethical, professional and legal manner. This means that users agree to abide by the following conditions:
- The integrity of the systems must be respected. This means that users of systems will not divulge passwords, pins, private keys, or similar elements to anyone else, and they will not exploit sessions left open or otherwise misappropriate or steal the “identity” of another user.
- Privacy of other users must not be intruded upon at any time.
- Users must recognize that certain data are confidential and must limit their access to such data to uses in direct performance of their duties.
- The rules and regulations governing the use of facilities and equipment must be respected. Persons responsible for computing devices connected to the network will ensure that those devices are maintained in a secure state in accord with related policy.
- No one shall obtain unauthorized access to other users’ accounts and files.
- The intended use of all accounts, typically for university research, instruction and administrative purposes, must be respected.
- Commercial use is prohibited.
- Users shall become familiar with and abide by the guidelines for appropriate usage for the systems and networks that they access.
Access to University computing and communications equipment and facilities may be revoked for reasons including, but not limited to, attacking the security of the system, modifying, deleting, or divulging private information such as file or mail contents of other users without their consent, modifying or destroying University data, or using the national networks in a manner contrary to the established guidelines. Revocation of access may be done at any time by University system administrators in order to safeguard University resources and protect University privileges. Such revocation may be appealed to a committee appointed by the Vice President and Chief Information Officer.
If abuse of computer systems occurs, those responsible for such abuse are held accountable and may be subject to disciplinary action. Report any abuse of computer systems and resources to firstname.lastname@example.org.
Responsibility For Accounts Each University user is responsible for the activity of all computing accounts in his or her name. No user should ever give access to his or her accounts to another person. All users should take appropriate precautions to ensure no one else uses their accounts.
Retention of Computer Files The University regards electronic mail and voice communications as vehicles for delivery of information and not as mechanisms for the retention or archiving of such information.
It is the responsibility of the individual sender and/or receiver of such messages to determine which information should be retained or archived. Records should be retained in accordance with the University’s financial and administrative policy on records retention and disposition (policy #II.C.1) and the Virginia state code. Records that are retained by an individual, even if they are retained on an electronic medium, are subject to the Virginia Freedom of Information Act and the Privacy Act. Current electronic technology is not considered acceptable for permanent (archival) storage. Thus, documents judged to be archival should be stored on an appropriate medium such as paper or microfilm.
Users of computer systems are expected to abide by the Computer Usage Policy.
Respect for Copyrights of Digital Materials and Software It is the policy of the University to respect the copyright protections given by federal law to owners of digital materials and software. It is against University policy for faculty, staff, or students to use University equipment or services to access, use, copy or otherwise reproduce, or make available to others any copyright-protected digital materials or software except as permitted under copyright law (especially with respect to “fair use”) or specific license.
The software provided through the University for use by faculty, staff, and students may be used only on computing equipment as specified in the various software licenses.
The University regards violation of this policy as a serious matter, and any such violation is without its consent and is subject to disciplinary action. Repeated violations will result in loss of computing privileges, among other sanctions. For other policies related to computer use, consult www.itc.virginia.edu/policy.
Confidentiality of Student Records
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Students who attend, or who have attended, the University of Virginia are given certain rights under the Family Educational Rights and Privacy Act of 1974 (FERPA) as amended (20 U.S.C. 1232g), and Rules of the Department of Education, (34 C.F.R. Part 99).
Student Rights A student’s rights under the Act and Rules may be summarized as follows:
- To inspect and review the content of the student’s education records;
- To obtain copies of those records, upon payment of $.15 per page, where the failure to provide copies would effectively prevent the student from exercising the right to inspect and review the education records;
- To receive a response from the University to reasonable requests for explanation of those records;
- To obtain an opportunity for a hearing to challenge the content of those records;
- To receive confidential treatment by the University of education records; neither such records, nor personally identifiable information contained therein, except for directory information, shall be released without student permission to anyone other than those parties specifically authorized by the Act;
- To refuse to permit the designation as directory information of any or all of the categories of personally identifiable information with respect to that student;
- To file complaints with the Family Educational Rights and Privacy Act Office of the Department of Education concerning alleged failures by the University to comply with the requirements of the Act and Rules;
- To exercise all rights on the student’s own behalf, regardless of the student’s status as a dependent upon parents. Parents of dependent students may, however, obtain access to the student’s records without the student’s permission. For purposes of access to records, the University presumes until otherwise notified that undergraduate students are dependents and that graduate students are not dependents.
Policies and Procedures The University has adopted policies and procedures to protect the privacy rights of past and present students. The policy and procedures describe:
- The types of education records maintained by the University;
- The titles and addresses of the University officials responsible for those records;
- The procedures controlling the inspection and review of education records;
- The procedures controlling the correction of education records, including a request to amend and to have a hearing;
- The individuals and organizations who have access to a student’s education record without the student’s prior written consent; and
- The procedures controlling the recording of each request for, and each disclosure of, personally identifiable information from the education records of a student.
Copies of the University’s policy and procedures are available to students upon request at the Office of the University Registrar.
Directory Information The University may disclose personally identifiable information designated as directory information from a student’s education records without a student’s prior written consent, unless the student informs the university registrar in writing and within fourteen days after the publication of this notice, that specified categories of directory information are not to be released without the student’s prior written consent. This certification does not preclude the verification of degrees awarded.
One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement personnel and health staff); a person, company, or agency with whom the University has contracted to provide services that the University, itself, would otherwise have to provide (such as the National Student Clearinghouse, Credentials Inc., an attorney, auditor, collection agent, security service, or other service provider); or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
Directory information includes the student’s name; home and school address; telephone number; e-mail address; place of birth; age; country of citizenship; major field of study; school of enrollment; grade level; full-time/part-time status; year in school; participation in officially recognized activities and sports; dates of attendance; degrees, honors, scholarships, and awards received; and the most recent previous educational agency or institution attended. In addition, directory information includes the names of students’ parents or guardians and the weight and height of members of athletic teams.
Conflict of Interest: Personal Relationships Between Faculty and Students
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As a matter of sound judgment and professional ethics, faculty members have a responsibility to avoid any apparent or actual conflict between their professional responsibilities and personal interests in terms of their dealings or relationships with students. It is the responsibility of faculty members to avoid being placed in a position of authority—by virtue of their specific teaching, research, or administrative assignments—over their spouses or other immediate family members who are students at the University. It is also the responsibility of faculty members to avoid engaging in sexual relationships with or making sexual overtures to students over whom they are in a position of authority by virtue of their specific teaching, research, or administrative assignments. (NOTE: In this context, the term “faculty members” broadly includes all full-time and part-time University personnel who hold positions on the academic or general faculty, as well as all graduate teaching assistants, graders, and coaches.)
These professional constraints derive from AAUP ethical standards and the University’s policy prohibiting conflict of interests, in order to ensure that the evaluation of students is conducted fairly and without any perception of favoritism or bias. Perhaps less obvious, but equally compelling, is the interest in avoiding potential harm to students as well as the liability that could occur, for example, if facts regarding a sexual relationship or sexual overture are demonstrated that support a legal claim of sexual harassment by either party. To read the full Conflict of Interest Policy, see www.virginia.edu/provost/conflict.html. A student with questions or concerns about a faculty member’s compliance with this policy may contact the Office of the Dean of Students (924-7133) for more information on how to proceed.
Videotapes The federal Copyright Act of 1976 grants the copyright owner the exclusive right to perform motion pictures in any “place open to the public or at any place where a substantial number of persons outside a normal circle of a family and its social acquaintances is gathered.” (United States Code, Title 17, Section 101). The legislative history of the Act clearly states that performances in “semipublic” places such as clubs and schools are considered “public performances” subject to copyright control whether or not admission is charged. Dormitories, fraternities and sororities may also be “semipublic” places subject to copyright control.
Violations of copyright law may result in civil and criminal penalties, including imprisonment.
Ownership of a prerecorded video cassette or video disc does not constitute ownership of a copyright (17 U.S.C. A7 202).
Further information regarding the showing of videotapes can be obtained by contacting the Reservations Office on the fourth floor of Newcomb Hall (434) 924-3203.
Discrimination Complaint and Procedures
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Any University of Virginia employee, student, applicant for admission or employment, or other participant in the University’s programs or activities who believes he or she has been unlawfully discriminated against on the basis of age, color, disability, national or ethnic origin, political affiliation, race, religion, sex, sexual orientation, or veteran status may file a complaint with the Office of Equal Opportunity Programs (EOP) in accordance with the procedures described below.
Complaints should be directed to the Office of Equal Opportunity Programs, Washington Hall, East Range, Post Office Box 400219, Charlottesville, VA, 22904, (434) 924-3200; Fax: (434) 924-1313. The EOP on-line site can be accessed at www.virginia.edu/eop.
Federal and state law and University policy prohibit any form of retaliation against a person who files a discrimination complaint in good faith. Disciplinary action may be taken against any person who files a discrimination complaint in bad faith, or who maliciously or knowingly files false charges. In cases in which allegations of discrimination are not substantiated, the University may, if appropriate, take reasonable steps, such as expungement of records or notification to persons who participated in the investigation of the charge, to restore the reputation of the respondent.
Employees and students are encouraged, where appropriate, to attempt initially to resolve complaints through the administrative structure of the employment unit or academic department. EOP will be available to provide assistance to the employment unit or academic department in order to resolve the complaint. If the complaint cannot be resolved through the appropriate administrative channel, the following complaint procedure applies:
- Complaints must be in writing and be filed with EOP within 300 days of the most recent allegedly discriminatory act. At the discretion of EOP, in certain circumstances complaints filed outside of this time limit or that are not in writing may be investigated informally, and all other time limits contained in these procedures may be extended for good cause. In addition to or instead of filing with EOP, the complainant may file a formal charge of discrimination with a state or federal agency authorized by law to receive such claims.
- The complaint should include the complainant’s name and signature, describe the act or acts complained of, identify the person or persons purportedly responsible, and indicate the date or approximate date on which the act or acts occurred. EOP maintains forms that may be used for this purpose.
- If EOP determines that the allegations of the complaint, if true, do not state a violation of federal or state law or University policies, EOP shall notify the complainant in writing normally within five (5) working days of the filing of the complaint. That notice shall explain why the complaint does not state a violation and may inform the complainant of other possible avenues to seek redress, such as the Ombudsman, if appropriate.
- Either at the time of filing the written complaint or normally no later than ten (10) working days thereafter, EOP will meet with the complainant to determine the factual allegations on which the complaint is based and to discuss the complaint procedures. If EOP determines that the complaint is suitable for negotiated resolution, that option will be discussed and offered to the complainant, who will be given five (5) working days to decide. Negotiated resolution must also be agreed to by the respondent. If EOP deems the complaint is unsuitable for negotiated resolution, or if either party declines to participate in or to make a decision regarding negotiated resolution, EOP will conduct an investigation.
- Within ten (10) working days of the complainant’s decision on how to proceed, or of the interview with the complainant if negotiated resolution was not deemed a suitable option, EOP will notify the respondent that he or she has been named in a complaint and the nature of the charges. That notification will also discuss the complaint procedures, and if appropriate, offer the negotiated resolution option to the respondent, who will have five (5) working days after notification to accept or decline.
- The EOP reserves the right to refer student complaints to other University mechanisms that may exist to investigate and/or adjudicate complaints.
- Negotiated resolution is a process by which EOP attempts to resolve complaints quickly and to the satisfaction of all parties without reaching formal findings, while protecting confidentiality to the extent possible. At any time during the negotiated resolution process, either party may elect to terminate the process, and the complaint will then be investigated by EOP. EOP reserves the right not to proceed with an investigation if it determines that during the negotiated resolution process a complainant was offered and refused all of the relief to which he or she would be entitled.
- Generally, EOP will not involve any person other than the complainant and respondent in the negotiated resolution process, except as it may be necessary to consult with appropriate University officials regarding University policies and procedures. Both parties will be asked to respect the confidentiality of the process. Negotiated resolution should be completed no later than thirty (30) days after the respondent has agreed to this process.
- If the complaint is successfully resolved, each party will sign a “Negotiated Resolution Form,” prepared by EOP, which describes fully the agreed-upon terms. Following the acceptance of that document by both parties, EOP will discard all other documents and notes except the original complaint. A copy of the complaint and the Negotiated Resolution Form will be available to the complainant and respondent upon request.
- If EOP determines that negotiated resolution is not appropriate, or it is not agreed to by both parties, or it is unsuccessful, EOP will conduct an investigation in accordance with the following procedures.
- The investigation will be conducted by EOP and may include, but not be limited to:
- Meetings with material persons who may have relevant information;
- Reviewing relevant files and records such as personnel files, departmental and/or unit files, and others;
- Comparing the treatment of complainant to that of others similarly situated in the department or unit; and
- Reviewing applicable policies and practices.
- The investigation shall normally be concluded within sixty (60) working days of its inception and EOP shall issue a written report. The report will make findings of fact and any appropriate recommendations. Copies of the report will be provided to the complainant, the respondent, and the appropriate Vice President.
- If EOP concludes that the complainant’s allegations are substantiated, the report will recommend that a directive be issued to stop the discriminatory practice, if it is ongoing; recommend disciplinary or other corrective action against the respondent and others; and, if appropriate, recommend provisions for the complainant, such as reinstatement, hiring, reassignment, promotion, training, back pay, or other compensation or benefits.
- If EOP concludes that the complainant’s allegations are not substantiated, the report may suggest other avenues, both internal and external, for the complainant should he or she wish to pursue the matter and, if appropriate, recommend reasonable steps to restore the reputation of the respondent.
- The Vice President to whom the report is sent may accept, disagree with, or modify the findings and recommendations. The Vice President’s decision and the reasons therefore will be communicated in writing to the complainant, respondent, and EOP within ten (10) working days after the Vice President receives the report from EOP, unless the Vice President requires additional time for further investigation or other good cause. The Vice President may provide the report to other University officials as he or she deems appropriate. The Vice President’s decision is final under these procedures unless another appeal is provided by University policy.
Discriminator Harassment Policy
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Policy As an employer and institution of higher learning, the University seeks to discharge its legal responsibilities and serve its diverse and talented community through fair and responsible application of this policy. This policy does not allow curtailment or censorship of constitutionally protected expression, nor does it attempt to address behaviors that do not constitute discriminatory harassment. Offensive workplace behavior that does not violate this policy should be addressed by the appropriate supervisor or office.
Definition Discriminatory harassment is contrary to University policy and may also be illegal. The University defines discriminatory harassment as:
- Conduct that conditions a person’s employment, enrollment as a student, or participation in University activities on that person’s age, color, disability, gender (whether or not sexual in nature), national or ethnic origin, political affiliation, race, religion, sexual orientation, or veteran status, unless otherwise permitted or required by applicable law; or
- Employment or academic decisions made in retaliation for a person’s unwillingness to submit to such conduct, or benefits or privileges provided as a result of such submission; or
- Conduct of any type (oral, written, graphic or physical) directed against a person because of his or her age, color, disability, gender (whether or not the conduct is sexual in nature), national or ethnic origin, political affiliation, race, religion, sexual orientation, veteran status, or participation in a University, state, or federal discrimination investigation AND which also unreasonably interferes with the person’s work or academic performance or participation in University activities, or creates a working or learning environment that a reasonable person would find threatening or intimidating.
A person must be in a position of authority to act on behalf of the University (for example, a supervisor with respect to an employee, or a faculty member with respect to a student) for parts 1 or 2 above to be applicable. Part 3, however, does not require that a person misuse University-delegated authority, and applies whenever such conduct by any person while on University Grounds or during University activities interferes with work or academic performance or participation in University activities, or creates a working or learning environment that would be threatening or intimidating to any reasonable person under the same circumstances.
Nothing herein overrides existing University policy, or circumscribes the authority of the University to establish policy that is not otherwise contrary to law.
Responding To Harassment If you believe you are experiencing treatment that violates this policy, you may take the following steps:
- If possible, clearly tell the harasser to stop. Make a note of what happened, what you did, and when.
- If you cannot or do not wish to confront the harasser, or your efforts did not stop the conduct, you may contact your supervisor, the department chair, or a faculty advisor.
- You may also contact the Office of Equal Opportunity Programs (EOP) at any time whether or not you have taken the above steps. EOP is the University office responsible for receiving and addressing discriminatory harassment complaints. You may seek informal help or information from EOP, or you may file a formal complaint. Information on the complaint process is provided below.
- Regardless of whether you have done any of the above, you may contact a state or federal office authorized to receive complaints of discrimination. EOP can provide information on how to contact these offices.
Note: The University maintains a fair and responsive method for reporting and addressing complaints of discrimination, but your assistance is critical to helping the University learn of and address problem behavior.
Supervisor Responsibilities Supervisors are responsible for communicating the University’s policy on discriminatory harassment to employees, and for taking action when they observe or hear of incidents that may violate this Policy. A supervisor must:
- Be receptive and open to concerns of harassment. Know and be able to explain the University’s policy and employees’ or students’ options.
- Take action suitable to the circumstances, which may include among other things, talking to persons involved or witnesses, examining other evidence, or arranging for training.
- Contact EOP for assistance or to refer matters that have not been resolved.
- Make sure that persons who have raised concerns of discriminatory harassment in good faith are not subject to retaliation.
- Monitor situations that have been addressed, and follow-up if necessary.
Note: Supervisors who do not appropriately handle reports or incidents of discriminatory harassment, or do not refer them to EOP, will be subject to disciplinary action.
UVa’s Formal Complaint Process Formal complaints of discriminatory harassment may be filed with the Office of Equal Opportunity Programs. EOP’s procedures for processing harassment complaints are described in the brochure entitled “Discrimination Complaint Procedures”, which is also available on EOP’s web site, www.virginia.edu/eop.
EOP requires that complaints be in writing and made within 300 days of the last allegedly discriminatory action, but both requirements may be waived at EOP’s discretion under appropriate circumstances. EOP will:
- Respond to every complaint of discriminatory harassment;
- If investigations are conducted, act impartially considering the interests of all parties;
- To the extent practicable, protect the privacy of all parties and the confidential nature of the complaint, and
- In the case of formal complaints that are not resolved through negotiation, issue a report to both parties and the relevant Vice President containing findings and conclusions, and recommending appropriate actions depending upon the circumstances.
Discriminatory harassment of students by other students is addressed by certain provisions of the Standards of Conduct administered by the University Judiciary Committee, and, therefore, student-on-student discriminatory harassment complaints may be brought to the Judiciary Committee without first going through EOP. EOP may refer complaints of student-on-student discriminatory harassment to the Judiciary Committee if an EOP investigation concludes that Judiciary Committee action is warranted.
Remedies If it is determined that discriminatory harassment is occurring or has occurred, the University may take any or all of the following actions: making sure that the discriminatory conduct stops; imposing disciplinary action up to and including termination of employment or dismissal from the University; other corrective action such as counseling or training; and steps such as reinstatement, hiring, reassignment, promotion, training, back pay or other benefits as are necessary.
Training and Education Education and training are fundamental to maintaining an environment free of discriminatory harassment. Managers, supervisors, deans, directors, and department heads are responsible for informing employees who are under their direction or supervision of this Policy. Student affairs administrators are responsible for providing this information to the student body.
EOP is responsible for providing educational and training programs to assist members of the University community in understanding what discriminatory harassment is and is not, and how to address behavior that violates this Policy. Specifically, EOP will distribute copies of this Policy to all schools, departments, and programs at the University, and will give workshops and seminars on this subject. EOP will maintain a brochure that explains in simple, understandable terms the University’s policy and procedures concerning discriminatory harassment, and will place copies of the brochure in EOP’s offices and at other offices to which persons are likely to go for counseling and advice regarding discriminatory harassment.
Questions about this Policy should be directed to EOP.
Dogs Running at Large
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Section 4-213A1, Albemarle County Ordinance, effective July 19, 1973 states that it shall be unlawful for the owner of any dog to permit such dog to run at large on the University of Virginia Grounds lying within Albemarle County. Pursuant to this ordinance, a dog shall be deemed to run at large while roaming, running, or self-hunting off the property of its owner or custodian and not under its owner’s or custodian’s immediate control. Paragraph two of the University of Virginia Dog Leash Regulations of July 1, 1973 was amended, effective October 31, 1974 to preclude the tying, chaining or otherwise restraining a dog to any tree, bush, shrub or other vegetation, post, step or other fixed structure on the Grounds of the University. Any person who permits his or her dog to run at large shall be deemed to have violated the provisions of the ordinance and upon conviction shall be fined at the discretion of the judge trying the case. Dogs found running at large that are picked up by the University animal control officer will normally be deposited at the local Society for the Prevention of Cruelty to Animals pound to await identification by the claimant.
The possession, storage or use of any kind of ammunition, firearms, fireworks, explosives, air rifles and air pistols on University-owned or operated property, without the expressed written permission of the University police, is prohibited.
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Students who have a grievance concerning University personnel or regulations in the area of student affairs may pursue a grievance according to the procedure listed below. (Also see Grievance Procedure in the Academic Regulations section.)
- After discussing the situation with the assigned advisor, students’ concerns related to a staff member in student affairs that cannot be resolved between the two parties should be discussed with the respective director or dean of the unit on a one-to-one basis;
- Should the concern be related to the director or dean of the unit, the grievance would be filed with the Vice President for Student Affairs;
- In circumstance number 1, if appropriate relief is not forthcoming, the next level of discussion should be with the Vice President for Student Affairs; and
- Should the level of concern relate to the Vice President for Student Affairs, appropriate documentation should be presented in writing to the President of the University.
Hazing is prohibited by state law as well as by University policy and the University’s Standards of Conduct. The University does not condone hazing in any form. The University defines “hazing” as any action taken or situation created by a member(s) of a student organization toward one or more organization members or toward prospective members (as a part of the new member selection process), that occurs on University-owned or leased property or at University-sponsored or supervised functions or at the local residence of any University student, faculty member, or employee, and that is designed to or produces mental or physical harassment, discomfort, or ridicule. Such activities and situations include, but are not limited to, creation of excessive physical or psychological shock, fatigue, stress, injury, or harm. Student organizations and/or individual members found to have engaged in hazing as defined in this statement shall be in violation of University policy and the University’s Standards of Conduct and may also be in violation of state law. The state statute on hazing, Section 18.2-56 of the Virginia Code, reads as follows:
“It shall be unlawful to haze so as to cause bodily injury, any student at any school, college, or university.
“Any person found guilty thereof shall be guilty of a Class 1 misdemeanor.
“Any person receiving bodily injury by hazing shall have a right to sue, civilly, the person or persons guilty thereof, whether adults or infants.
“The president or other presiding official of any school, college or university receiving appropriations from the state treasury shall, upon satisfactory proof of the guilt of any student hazing another student, sanction and discipline such student in accordance with the institution’s policies and procedures. The institution’s policies and procedures shall provide for expulsions or other appropriate discipline based on the facts and circumstances of each case. The president or other presiding official of any school, college or university receiving appropriations from the state treasury shall report hazing which causes bodily injury to the attorney for the Commonwealth of the county or city in which such school, college or university is, who shall take such action as he deems appropriate.
“For the purposes of this section, “hazing” means to recklessly or intentionally endanger the health or safety of a student or students or to inflict bodily injury on a student or students in connection with or for the purpose of initiation, admission into or affiliation with or as a condition for continued membership in a club, organization, association, fraternity, sorority, or student body regardless of whether the student or students so endangered or injured participated voluntarily in the relevant activity.”
Any violation of Section 18.2-56 shall be deemed a violation of the University’s Standards of Conduct.
The Dean of Students or his or her designee shall inform the Black Fraternal Council, Interfraternity Council, the Intersorority Council, the Multicultural Greek Council, and all fraternities, sororities, and student organizations who have executed contracts with the University as Fraternal Organizations or as Contracted Independent Organizations of the provisions of Section 18.2-56 of the Code of Virginia and of this University policy.
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Ownership of Inventions and Works Created at UVa Although the University does not generally make claim to works of authorship or inventions made by undergraduate students while satisfying course requirements, the University does claim ownership of such works when they are created using significant university resources or during a student’s employment with UVa. Please consult the University’s Patent Policy and Copyright Policy at www.virginia.edu/uvapolicies or request a printed copy from the Office of the Vice President for Research and Graduate Studies (924-3606). Students should also check with instructors and advisors about any special departmental policies.
If students have any contractual relationships with a third party that require them to give inventions and works to that party, these obligations might conflict with their obligations under the patent and copyright policies; it is each individual’s responsibility to address any such conflicts with the Office of the Vice President for Research and Graduate Studies before commencing any research at UVa. The VPRGS will work to come to an arrangement with all parties that will govern ownership of inventions and works students might make during their time at UVa.
If students feel they have made an invention or a valuable work of authorship, the UVa Patent Foundation (www.uvapf.org, 924-2175) may be able to provide support and assistance in realizing its commercial value.
Misuse of Student I.D.s at Athletic Events
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The responsibility of having and maintaining a student identification card is a serious one. I.D. cards are given only to bona fide University of Virginia students and represent both verification of an individual’s identity and their affiliation with the University. The cards themselves and the privileges they accord are not transferable, either to another student or to a non-student. The University Judiciary Committee, in consultation with the Athletic Department, has established procedures for adjudicating cases concerning the misuse of a University Identification Card in relation to an athletic event. The procedures include a representative of the Office of the Dean of Students hearing and sanctioning violators.
For further information, please refer to the University Judiciary Committee’s By-Laws (924-7602), the Associate Athletic Director for Facilities (982-5022), or the Office of the Dean of Students/Student Life (924-7427, email@example.com).
Open Parties/Dances/Socials Policy and Guidelines
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An open party, dance, or social shall be defined as any event (or part thereof) where the main function or activity involves social interaction of guests, the performance or reproduction of music for the purpose of dancing or enhancing the environment for social interaction. These events may include guests from outside the University of Virginia community.
The purpose of this policy is to identify and implement measures designed to provide a reasonably safe environment for event sponsors and the students attending these activities, and to clarify expectations of all entities involved in managing these events (including, but not limited to, sponsoring organizations, building staff, and University Police).
This policy applies to all University facilities that are available to host open parties, dances, or socials. Certain University facilities may be governed by more specific regulations. Those specific regulations do not supersede this policy, but should be considered in addition to facility-specific regulations.
- Eligibility Any official student organization at the University of Virginia is eligible to reserve designated space(s) for a party, dance, or similar social event. Reservations can be made by contacting the Facility Coordinator for the desired facility.
- Attendance Attendance at events defined in this policy is restricted to University of Virginia students and their guests (a UVa student is eligible to bring up to two guests). Students may gain admittance only with a valid and current UVa student I.D.; guests must have a valid picture I.D. in order to be admitted. Where applicable, machines will be made available through Newcomb Hall to validate UVa student identification cards.
- Advertising/Event Promotion Advertising or promotion of the event off Grounds (including flyers, handbills, posters, and radio announcements) is prohibited. All advertisements on Grounds must include the following information: “Admission open to UVa students and their guests only. UVa students must present a current UVa I.D., and guests must present a valid picture I.D. for admission.” A copy of the event advertisement may be requested by the Facility Coordinator.
- Sponsor Responsibility As sponsor/host of the event, the sponsoring organization is responsible and shall be held accountable for ensuring that all policies, guidelines and reasonable expectations relative to properly managing the event are followed. Expectations include, but are not limited to: monitoring of all activities related to the event; effective crowd control; ensuring adherence to policies by all participants/guests; and demonstrated efforts to resolve potential conflicts and immediately report illegal or inappropriate behavior (including persons who are intoxicated) to University Police on duty at the event. Full cooperation from all sponsoring organization(s) members is expected.
- Ending the Event The event end time (up to 2:00 a.m.) must be approved in advance by the Facility Coordinator. Events must end promptly at the approved time. The facility must be cleared of guests and equipment within 30 minutes of the end time. The sponsoring organization shall be responsible for assisting in dispersing students and their guests in a timely manner after the event. The University Police will assist in enforcing this policy.
- Security Requirements University Police are required for these events in all venues, and the number of officers will be determined by the University Police with input from the Facility Coordinator. Officers shall be hired for the time period of 30 (thirty) minutes prior to the scheduled start of the event and until the crowd has been dispersed after the event has ended. The minimum number of University Police officers will be determined at the discretion of the Facility Coordinator and the University Police Department. Police personnel will not be responsible for interpreting building and event policies, but will assist building staff in enforcing policies as appropriate.
- Costs to the Sponsoring Organization The sponsoring organization shall be responsible for costs as determined by current policies at the respective facility. Please consult the Facility Coordinator for current costs.
- Event Requirements and Guidelines
Admission - The event shall be open to UVa students and their invited guests only. A UVa student may sponsor up to two (2) guests. The guest(s) must arrive and enter with the student. In order to gain admission to the event, the UVa student must present a current UVa student I.D., and the guest(s) must present a valid picture I.D.; the UVa student host must then sign her/himself and the guest in. Note: The guest policy applies to the DJ or band members as well. The DJ or band members (provided that they are UVa students) are allowed to sponsor up to two (2) guests. The sponsoring organization must ensure compliance by all persons attending the event, including the DJ and/or band members.
Organization Guest List - The sponsoring organization may invite and sponsor guests. The intent of this provision is to allow the organization the flexibility to invite organization members from neighboring institutions, alumni members, and the like. The organization shall be responsible for the behavior of all individuals on its guest list. Individuals on the organization’s guest list must present a valid picture I.D. and must be signed in by a member of the organization to gain admission.
No person will be admitted who is visibly intoxicated or otherwise behaviorally impaired. Alcohol, illegal substances, glass containers, and weapons of any kind are prohibited. Attendees may be subjected to a visual search of person, handbags, or backpacks. Passes to re-enter the event are prohibited. Admissions after 12:00 midnight are prohibited.
- Venue Capacities Maximum crowd capacity in the respective venue for the particular event shall be determined in advance by the Facility Coordinator. Please note that the Facility Coordinator may lower the maximum crowd capacity by Code depending on room set-up or other relevant reasons. The designated Facility Coordinator/Building Staff will determine the exact number of individuals allowed to enter the facility.
- Exceptions to this Policy The following events or activities may be exempt from these policies and will be handled on a case-by-case basis, subject to the approval of the respective Facility Coordinator:
- Dances, parties, step shows, or other social events that are hosted by University student organizations and that end no later than 12:00 midnight and for which there is no admission charge.
- Annual balls, formals, or social events that are open to organization members and their guests only.
- Events held at night from Sunday through Thursday.
- Policy Enforcement Sponsoring organization members shall be responsible for following all policies and procedures. If questions or perceived conflicts arise, the direction of building staff and/or the University Police shall be followed. Members of the sponsoring organization are responsible for the behavior of all guests attending the event. Violation of any of these policies may result in sanctions against the organization and/or individuals. Sanctions may include, but not be limited to, referral to the Judiciary Committee and limitations on future uses of University facilities.
Parental Notification Policy: Drugs and Alcohol
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The University’s philosophy in dealing with students who commit major alcohol- or drug-related infractions or who demonstrate a pattern of substance abuse is to work with them to solve these problems and to focus on education. The University will continue to rely on the professional judgment of its faculty and administrators when assessing each student’s situation.
In addition, due to amendments to the Family Educational Rights and Privacy Act of 1974, 20 U.S.C. s. 1232g (“FERPA”), giving colleges the authority to notify parents or legal guardians of students under 21 who violate alcohol or drug laws, the University has adopted a written Parental Notification Policy pertaining to drugs and alcohol.
This policy is in addition to the intervention and education programs already offered students when such infractions are brought to our attention. Intervention may include one or more of the following: substance abuse assessment by a trained clinician; psychological assessment by a trained clinician; substance abuse counseling; and/or enrollment in educational programs.
- When the Office of the Dean of Students receives notification that a University of Virginia student under the age of 21 has been arrested during an academic session for a drug- or alcohol-related violation, a professional staff member in the Office of the Dean of Students will notify that student’s parent or guardian, unless, as determined by the University, family circumstances make a call incompatible with the student’s best interests. The professional staff member in the Office of the Dean of Students will encourage the student to make the initial call to a parent or guardian. The staff member ordinarily will follow up with a phone call. Students whose family circumstances make parental notification inappropriate will be immediately referred to the University’s professional counseling resources. Violations that would trigger parental notification include, but are not limited to, driving under the influence, public drunkenness, and underage possession.
- All other drug- or alcohol-related incidents will be discussed with the student involved. In cases where pattern or severity might be a concern, the incident also will be evaluated by a professional staff member in the Office of the Dean of Students, in consultation with other professionals as appropriate. When there is reason to believe that a student’s health and well-being are in jeopardy, a professional staff member in the Office of the Dean of Students will notify a parent or legal guardian, unless, as determined by the University, family circumstances make a call incompatible with the student’s best interests. The professional staff member in the Office of the Dean of Students will encourage the student to make the initial call to a parent or legal guardian. The staff member ordinarily will follow up with a phone call. Students whose family circumstances make parental notification inappropriate will be immediately referred to the University’s professional counseling resources. Pattern or severity include frequent episodes of drunkenness and/or binge drinking.
Residence Hall Visitation
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In the first-year living areas, the visitation hours for the first two weeks are 11:00 a.m. to 12:00 midnight, Monday through Thursday, and Friday 11:00 a.m. to Sunday midnight. At the end of the two-week period, all first-year living areas will vote by secret ballot to determine the visitation hours for the area.
In all residence areas, visitation in a room of a student who has a roommate must be with the roommate’s consent or must not impose an unreasonable burden or unreasonable infringement of the privacy and privileges of the roommate.
Sales, Solicitation, and Student Organization
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The University limits sales, solicitation, and student fundraising activities in order to (1) preserve its educational mission and focus, (2) provide a secure environment, (3) protect its students and employees from exploitation, (4) respect the aesthetic qualities of the Grounds, and (5) promote fair business practices. When commercial sponsorship is sought or endorsed, it is important that this support primarily advances University or student organization goals and only secondarily those of a corporate sponsor.
For the purposes of this policy, solicitation is defined as selling, promoting for the purpose of future sales, commercial advertising, and canvassing. Fundraising is defined as any activity held by a student organization for the purpose of generating revenue to support the programs and activities sponsored by the organization.
A. Solicitation by External Entities and Their Representatives
The use of University facilities and/or property for solicitations by external businesses, individuals, and groups or by individual students representing such enterprises is prohibited without prior written permission of the Office of the Dean of Students.
- Absolutely no permission will be granted for solicitation in any University housing areas. The delivery of goods to single-student residences may not be made directly to student rooms or suites and are subject to regulations published by the Office of Residence Life.
- Commercial initiatives sponsored by the University Bookstore and Dining Services are allowed when they are extensions of their work with current or potential contracted vendors. Promotional activities planned by the Bookstore and Dining Services beyond the facilities they operate will be coordinated with the Newcomb Hall Reservations Office.
- Under no circumstances does the University sell student addresses to anyone.
B. Solicitation by Student Organizations
Solicitation by student organizations may be allowed under certain guidelines in four general categories of activity: admission charges and tickets, direct sales, donations, and corporate sponsorship.
- Any student organization that holds agency, special, or CIO/FOA status may conduct fundraising projects on Grounds, subject to the policies and guidelines governing the extracurricular use of University facilities as outlined in the Record.
- All student organization fundraising projects must be conducted within the specific area designated in the approval process.
- Fundraising projects must be of limited duration and not carried out as an ongoing activity.
- With the exception of bake sales, no permission will be granted for fundraising projects that unnecessarily duplicate goods, materials, or services already provided at the University.
- Revenue from ticket sales/admission charges may be used to defray the cost of an event including speaker or performance fees, or to benefit a charitable, nonprofit organization or the sponsoring student organization. It may not be used for individual personal gain or to benefit external commercial or political organizations or enterprises. Student activity fees (SAF) may not be used to sponsor an event if the proceeds are to benefit a charitable organization or cause.
- Acknowledgement and appreciation for donations and corporate sponsorship should be done in a way that highlights the student organization’s program or event first and notes the sponsorship in a less prominent manner.
- Deans, department heads, and facilities coordinators may develop more specific guidelines for fundraising projects on University Grounds in their individual facilities. Academic deans and/or department heads may restrict or prohibit fundraising activities that are inconsistent with the school or department’s educational mission and/or disruptive to the school’s normal activities.
- Fundraising projects may be denied because of the location requested or because of conflicts with previously scheduled events or projects. Tables or booths may not interfere with the use of streets, sidewalks, building entrances or classes and other previously scheduled activities. In addition, sales activities will not be allowed on the upper Lawn or in the gardens of the historic Grounds area.
- Fundraising projects may not provide a financial benefit to individual officers and/or members.
- Use of the University’s name, trademarks, logos, symbols, mottoes, etc., is subject to the “University of Virginia Policy for the Use of University Name, Trademarks, Service Marks, Seals, Logos and Other Indicia on Products.”
Student Organizations seeking solicitation/fundraising approval should submit a request on-line at www.virginia.edu/newcombhall or in person to the Newcomb Hall Reservations Office for all fundraising projects held at all locations on Grounds except:
School of Architecture - Associate Dean for Finance and Administration (982-2036)
Curry School of Education - Assistant Dean for Admissions and Student Affairs (924-0757)
Darden School - Associate Dean for Administration (924-4854)
School of Engineering and Applied Science - Assistant Dean for Administrative and Academic Affairs (924-3155)
Law School - Associate Dean for Management & Finance (924-7343)
McIntire School of Commerce - Office of Student Services (924-3865)
Medical School - Student Affairs Office (924-5579)
Nursing School - Office of Admissions and Student Services (924-0141)
School of Continuing and Professional Studies - Office of the Dean (982-5206)
Athletic Facilities - Program Supervisor (982-5151)
Family and Faculty/Staff Housing - Accommodations Department (924-7030)
Intramural/Recreational Facilities - Department of Intramural-Recreational Sports (924-3791)
In these cases, requests should be directed to the offices noted above.
The University of Virginia strives to maintain a safe and secure environment for members of the student body, faculty, staff and the general public so that they are not unreasonably impeded in their activities by concerns for personal safety. The University Police Department is assigned broad security-related functions. At the same time, individual units, for example, schools, colleges, and various non-academic departments have responsibility for the security of facilities assigned for their use. The Police Department is charged to provide security regulations by which students, faculty, and staff are required to abide. Any building-specific regulations, established by units responsible for those buildings, must be consistent with the regulations established by the Police Department.
The University, as with any other public or private entity, cannot assure or guarantee a crime-free living or working environment. Accordingly, it is the responsibility of members of the University community to act in a security-conscious manner and to avoid actions which jeopardize their security as well as the security of others. Members of the faculty, staff, and student body should report all crimes, hazards, emergencies, or dangerous situations to the University Police Department.
Sexual Assault The University of Virginia is a community of trust, in which students, faculty, and staff must be able to engage in their work without any fear of violence, threats, harassment, or other unwanted sexual actions. Sexual assault is a serious offense that is prohibited by state law as well as the University’s Standards of Conduct. The University urges students to report sexual assault promptly to local law enforcement agencies and to the University under its administrative procedures.
University of Virginia students are expected to maintain the highest ethical standards of honesty and respect for others. In the context of intimate relationships, the use of alcohol or other drugs can blur the distinction between consent and manipulation. Real or perceived power differentials between individuals also may create an atmosphere of coercion that can significantly impair the ability to consent. The University’s procedures take these issues into account by identifying “sexual misconduct” as an offense within the rubric of “sexual assault.” Being under the influence of alcohol or drugs is not an excuse under the University’s procedures.
A “sexual assault” occurs under the University’s procedures when the act is intentional and is committed either by (a) physical force, violence, threat, or intimidation; (b) ignoring the objections of another person; (c) causing another’s intoxication or impairment through the use of drugs or alcohol; or (d) taking advantage of another person’s incapacitation, state of intimidation, helplessness, or other inability to consent.
“Sexual misconduct” occurs under the University’s procedures when the act is committed without intent to harm another and where, by failing to correctly assess the circumstances, a person believes unreasonably that effective consent was given without having met his/her responsibility to gain effective consent. Situations involving physical force, violence, threat, or intimidation fall under the definition of sexual assault, not sexual misconduct, and will be treated as such under the University’s procedures.
“Act” referenced in both these terms includes, but is not limited to sexual intercourse, sodomy, or sexual penetration with an inanimate object, the touching of a person’s intimate parts (defined as genitalia, groin, breast or buttocks, or clothing covering them), or compelling a person to touch his or her own or another person’s intimate parts without effective consent.
“Effective consent” means words or actions that show a voluntary agreement to engage in mutually agreed-upon sexual activity.
To fall within the jurisdiction of the University’s administrative procedures, the act(s) of alleged sexual assault or sexual misconduct must have been committed by a student on University-owned or leased property, at any University-sanctioned function, at the permanent or temporary local residence of a University student, faculty member, employee, or visitor, or in the city of Charlottesville or Albemarle County.
The University’s Procedures for Cases of Sexual Assault are posted electronically at www.sexualassault.virginia.edu and www.virginia.edu/vpsa/assaultprocedure.html. The University has established three processes to address cases of alleged sexual assault or sexual misconduct within its procedures. The two formal processes (based on the filing of a complaint) are structured meeting and formal adjudication. The informal process is mediation. A complaint in which a structured meeting or formal adjudication is sought must be made in writing to the Office of the Dean of Students within one (1) calendar year of the time the complainant first knew or should have known the identity of the accused student. As an entirely voluntary process, mediation can be requested by a University student at any time. Further details of these processes, including specific rules governing confidentiality, are outlined in the University’s procedures.
Students who have experienced a sexual assault may receive support from a variety of sources, including the Office of the Dean of Students, the University’s Women’s Center, Counseling and Psychological Services at University Student Health, Charlottesville’s Sexual Assault Resource Agency (SARA), and the Victim and Witness Assistance Programs for the city of Charlottesville and Albemarle County. The University urges all of its students to become familiar with available support services and to obtain this support. University students are eligible to receive support regardless of whether they elect to pursue criminal, civil, or administrative remedies under the University’s procedures.
Individuals who are not sure if their case meets the legal definition of sexual assault are encouraged to contact either the Sexual Assault Resource Agency (SARA) 24-hour crisis hotline (434-977-7273), a community agency that serves the Charlottesville and University communities, or one of the University offices listed below.
Many victims doubt their own interpretations of events and hesitate to seek help. Even if a student is unsure whether or not his or her experience fits into the legal definition of rape or sexual assault, it is very important to get medical attention immediately at the UVa Emergency Room. There, specially trained Sexual Assault Nurse Examiners will contact SARA, which will send a companion to provide emotional support if desired. Alternatively, survivors may contact SARA themselves. It is not the University’s policy to call a student’s parents, unless the student is a legal minor or it is the express wish of the student that they be contacted.
A student’s courses of action may include any or all of the following:
- Criminal prosecution: to file charges, contact the police by calling 911.
- Civil suit for damages: to file a lawsuit, you must hire a private attorney. Student Legal Services (977-1670) or the UVa Women’s Center (982-2361) can refer you to an attorney.
- Third-party anonymous report to the police: file by calling 982-2774, or SARA, or via the Web: www.sexualassault.virginia.edu.
- Redress through the University’s administrative processes: contact the Office of the Dean of Students (924-7427).
The University’s Director of Sexual and Domestic Violence Services within the UVa Women’s Center (982-2774) provides information and guidance regarding these options, assists in making decisions about what course of action to take is best, and refers students to University and community counseling resources. The Sexual and Domestic Violence Services web site (www.sexualassault.virginia.edu) contains valuable information and lists resources as well.
Domestic/Dating Violence The University of Virginia is a community of trust, in which students, faculty, and staff must be able to study, teach, and work without any fear of violence, threats, harassment, or other unwanted abuses of power and control. The University considers domestic/dating violence a crime in all its forms. Domestic violence is prohibited by state law as well as by the University’s Standards of Conduct.
The generally accepted definition of domestic violence is: A pattern of physically, sexually, and/or emotionally abusive behaviors used by one individual to maintain power over or control a partner in the context of an intimate or family relationship.
Dating/domestic violence includes a wide range of behaviors, including emotional, physical, economic, and sexual abuse. Intimate partners may be in a dating relationship, cohabiting, married, separated or divorced. Both heterosexual and same-sex couples can become violent.
The University strongly urges students who are in abusive relationships, or who are being stalked (see section on Stalking), to seek assistance from the Shelter for Help in Emergency’s 24-hour hotline (293-8509), a community agency that provides counseling, emergency shelter, and other services to the University and Charlottesville communities. The Director of Sexual and Domestic Violence Services within the UVa Women’s Center assists students in abusive relationships, and will help them connect with community resources, and provide assistance with obtaining protective orders, among other services. The Sexual and Domestic Violence Services Web site (www.sexualassault.virginia.edu) contains valuable information and lists resources as well.
A student may obtain an Emergency Protective Order from the magistrate on his/her own or with the assistance of the police. Preliminary and Permanent Protective Orders must be obtained by applying through the Juvenile and Domestic Relations Court or General District Court. The Commonwealth of Virginia requires police officers to arrest the individual that they determine to be the aggressor when they are called to the scene of a domestic dispute. This removes the burden from the victim to make a citizen’s arrest. If an arrest is made, the Victim Witness Assistance office may offer guidance through the court process. At the University, cases of dating or domestic violence that do not include sexual assault (in any form) are heard by the University Judiciary Committee, if the victim chooses this avenue of recourse.
Stalking The University of Virginia is a community of trust, in which students, faculty, and staff must be able to study, teach, and work without any fear of violence, threats, or other unwanted abuses and harassment. Stalking is prohibited by state law as well as by the University’s Standards of Conduct. Stalking is defined as behavior in which an individual willfully, and repeatedly, engages in a knowing course of harassing conduct directed at a specific person which reasonably and seriously alarms, torments, or terrorizes the person.
Many of these behaviors may appear benign on the surface but can be perceived by the victim as malicious or frightening. Stalking can include a range of behaviors such as breaking into personal e-mail accounts, monitoring the victim’s every move, stealing mail,breaking into a residence to alter or steal items, leaving telephone threats, repeated calling, hang ups, and much more. A stalker may be a former partner, a classmate, a vague acquaintance, or a total stranger.
Like dating violence, stalking is adjudicated by the University Judiciary Committee. Depending on the specific circumstances, a stalker can violate more than one Standard of Conduct and be brought up on charges accordingly. In order to be considered a criminal act (for lodging a complaint with the police), the victim must feel threatened or in fear of his or her personal safety. Stalking is against the law in Virginia, starting as a misdemeanor and escalating to felony status by the third offense (if the survivor already has a protective order against the stalker, felony status is automatic). The UVa Police Department (924-7166) or the Director of Sexual and Domestic Violence Services within the UVa Women’s Center (982-2774) can discuss practical strategies for dealing with a stalker, as well as refer the victim to other resources. More information on stalking can be found at www.sexualassault.virginia.edu.
Statement of Students’ Rights and Responsibilities
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The University of Virginia is a community of scholars in which the ideals of freedom of inquiry, freedom of thought, freedom of expression, and freedom of the individual are sustained. The University is committed to supporting the exercise of any right guaranteed to individuals by the Constitution and the Code of Virginia and to educating students relative to their responsibilities.
Students’ Rights The University of Virginia seeks to maintain an environment where students have the following rights:
Expression - Students can freely examine and exchange diverse ideas in an orderly manner inside and outside the classroom;
Association - Students can associate freely with other individuals, groups of individuals and organizations for purposes that do not infringe on the rights of others;
Freedom from Discrimination - Students can expect to participate fully in the University community without discrimination, as defined by federal and state law and University regulations;
Safe Environment - Students can function in their daily activities without unreasonable concerns for personal safety;
Discipline - Students can expect discipline to be implemented through established procedures containing all elements of due process for the adjudication of charges, and the opportunity for continued University involvement (as appropriate) until the resolution of the charges;
Privacy - Students are free of unreasonable intrusions into personal records and/or matters relevant to identity, living space, and well-being;
High Quality Resources - Students have access to high quality resources that support intellectual and social development;
Counseling - Students have access to support in managing personal adjustments, understanding self and others, and career planning and personal decision-making;
Grievance Process - Students have access to established procedures for respectfully presenting and addressing their concerns/complaints to the University;
Learning Beyond Formal Instruction - Students have access to a variety of activities beyond the classroom, which support intellectual and personal development;
Education - Students have access to excellent faculty, academic technology, classrooms, libraries, presentations, and other resources necessary for the learning process;
Personal Growth - Students live and study in a setting that fosters personal growth;
Participation in Community Affairs - Students have opportunities to interact with people and institutions both within and beyond the University community;
Student Activity Fee Refunds - Students may apply for a partial refund of their student activity fee if they do not wish to support the particular speech activities of some student organizations receiving these funds;
University Governance - Students participate in the governance of the University, with opportunities including, but not limited to, the Honor and Judiciary committees, allocations of student activities fees, programming (University Programs Council), Residence Life (resident staff and house councils), and through membership on University and school committees;
Prompt Responses from Administration - Students have the right to expect prompt and courteous responses from the University’s academic and administrative departments;
Academic and Administrative Policies - Students can expect academic and administrative policies that support intellectual inquiry, learning, and growth.
Students’ Responsibilities The exercise and preservation of these freedoms and rights require a respect for the rights of all in the community. Students enrolling in the University assume an obligation to conduct themselves in a manner that is civil and compatible with the University’s function as an educational institution. It is clear that in a community of learning, willful disruption of the educational process, destruction of property, and interference with the orderly process of the University, or with the rights of other members of the University, cannot be tolerated. In order to fulfill its functions of imparting and gaining knowledge, the University has the authority and responsibility to maintain order within the University and to exclude those who are disruptive of the educational process.
Standards of Conduct The University of Virginia is a community of scholars in which the ideals of freedom of inquiry, freedom of thought, freedom of expression, and freedom of the individual are sustained. It is committed to preserving the exercise of any right guaranteed to individuals by the Constitution. However, the exercise and preservation of these freedoms and rights require a respect for the rights of all in the community to enjoy them to the same extent. It is clear that in a community of learning, willful disruption of the educational process, destruction of property, and interference with the orderly process of the University or with the rights of other members of the University cannot be tolerated. Students enrolling in the University assume an obligation to conduct themselves in a manner compatible with the University’s function as an educational institution. To fulfill its functions of imparting and gaining knowledge, the University retains the power to maintain order within the University and to exclude those who are disruptive of the educational process.
Generally, prohibited conduct for which a student is subject to discipline is defined as follows (not including violations of the Honor System and motor vehicle regulations):
- Physical or sexual assault of any person on University-owned or leased property, at any University sanctioned function, at the permanent or temporary local residence of a University student, faculty member, employee, or visitor, or in the city of Charlottesville or Albemarle County.
- Conduct that intentionally or recklessly threatens the health or safety of any person on University-owned or leased property, at a University sanctioned function, at the permanent or temporary local residence of a University student, faculty member, employee, or visitor, or in the city of Charlottesville or Albemarle County.
- Unauthorized entry into or occupation of University facilities that are locked, closed to student activities or otherwise restricted as to use.
- Intentional disruption or obstruction of teaching, research, administration, disciplinary procedures, other University activities, or activities authorized to take place on University property.
- Unlawfully blocking or impeding normal pedestrian or vehicular traffic on or adjacent to University property.
- Violation of University policies or regulations referenced in The Record, including policies concerning residence halls and the use of University facilities.
- Alteration, fabrication, or misuse of, or obtaining unauthorized access to University identification cards, other documents, or computer files or systems.
- Disorderly conduct on University-owned or leased property or at a University-sanctioned function. Disorderly conduct is defined to include, but is not limited to, acts that breach the peace, are lewd, indecent, or obscene, and that are not constitutionally protected speech.
- Substantial damage to University-owned or leased property or to any property in the city of Charlottesville or Albemarle County or to property of a University student, employee, faculty member, or visitor, occurring on University-owned or leased property or at the permanent or temporary local residence of any student, faculty member, employee, or visitor.
- Any violation of federal, state, or local law, if such directly affects the University’s pursuit of its proper educational purposes and only to the extent such violations are not covered by other Standards of Conduct and only where a specific provision of a statute or ordinance is charged in the complaint.
- Intentional, reckless, or negligent conduct that obstructs the operations of the Honor or Judiciary Committee, or conduct that violates their rules of confidentiality.
- Failure to comply with directions of University officials acting under provisions 1-11 set above. This shall include failure to give identity in situations concerning alleged violations of sections 1-11.
Students should consult the Dean of Students for any proposed revisions to the foregoing policies or changes in procedures. Only the Board of Visitors may revise or amend the Standards of Conduct.
Sanctions One or more of the following sanctions for prohibited conduct may be imposed upon students by the University Judiciary Committee, depending upon the gravity of the offense:
- Admonition An oral statement to a student that he or she is violating or has violated institution rules;
- Warning Notice, in writing, that continuation or repetition of conduct found wrongful, within a period of time stated in the warning, may be cause for more severe disciplinary action;
- Reprimand A written censure for violation of the specified Standards of Conduct placed in the student’s record, including the possibility of more severe disciplinary sanctions should another violation occur within a stated period of time;
- Disciplinary probation Exclusion from participation in privileged or extracurricular activities as set forth in the notice of probation for a period of time not exceeding two academic semesters;
- Restitution Reimbursement for damage to or misappropriation of property.
- Suspension Exclusion from classes and other privileges or activities or from the University, as set forth in the notice of suspension, for a definite period of time.
- Suspension held in abeyance Exclusion from classes and other privileges or activities or from the University as set forth in the notice of suspension for a definite period of time be enforced should another violation occur.
- Expulsion Termination of student status for any indefinite period. The condition of readmission, if any, shall be stated in the order of expulsion.
Interim Suspension An official of the University may temporarily suspend a student reasonably believed to pose a threat to himself or herself, to the health or safety of other members of the University, to University property, or to the educational process, pending a hearing on an underlying offense charged under the Standards of Conduct. Interim Suspension is also authorized where a student has engaged in violation(s) of the Standards of Conduct and/or federal, state, local or international law, such that the official could reasonably conclude that the student is not fit to be a part of the community of responsibility and trust that is the University. Any student so suspended who thereafter enters upon those areas of the Grounds denied the student by the terms of the suspension, other than with the permission of or at the request of University officials or of a duly authorized hearing body for purposes of a hearing, is subject to further discipline by the University as well as possible arrest and criminal prosecution.
- A student so suspended shall be given the following warnings by the suspending official:
“You are hereby temporarily suspended and barred from [location—Grounds or portion thereof or specified activities]. You may only enter [area] with the permission of or upon the request of University officials or of an authorized hearing body for purposes of a hearing.”
“You are entitled to a timely review (ordinarily within 48 hours) before the Vice President for Student Affairs or his/her designee to determine whether this suspension is with good cause and may continue pending a hearing before the Judiciary Committee. It is your responsibility to request such review by so notifying the Office of the Vice President for Student Affairs.”
- The Vice President for Student Affairs or his/her designee may postpone a requested review for a reasonable period of time if the student is unavailable or for other good cause.
- Should the Vice President for Student Affairs (or his/her designee) affirm or leave in place with modifications the interim suspension, the student may seek a hearing before the Judiciary Committee on the underlying charges. The student must do so within seventy-two (72) hours of notification of the Vice President’s decision, or forfeit any right to an expedited hearing. Where an expedited hearing is timely sought, the Judiciary Committee shall schedule a hearing as soon as practicable, subject to the rules and procedures adopted by the Committee.
- Certain cases involving Interim Suspension may be decided directly by the University President (or his/her designee) rather than the Judiciary Committee.
Cases Involving Sexual Assault The University has established a separate procedure to deal with allegations of sexual assault. Contact the Office of the Dean of Students (924-7429) for full information on the procedures.
Cases Involving Psychiatric Issues The University has established two separate procedures to deal with allegations of misconduct for certain student cases involving psychiatric and psychological issues: Procedure for Psychological Hearings on Honor Offenses, and Procedure for Student Disciplinary Cases Involving Psychological Issues. The Procedure for Student Disciplinary Cases Involving Psychological Issues is available to address relevant issues arising in the context of Interim Suspension. Contact the Office of the Dean of Students (924-7429 or firstname.lastname@example.org) for full information on these procedures.
Cases Decided By the President The University President may initiate, intervene in and pre-empt proceedings before any University body when the President determines, in his/her sole discretion, that established processes will be unable to timely or properly adjudicate a case or complaint including, but not limited to, cases involving students arrested, charged or convicted of criminal conduct or other serious conduct not involving criminal proceedings which reasonably endangers or threatens to disrupt the University community or University operations. The foregoing shall include, without limitation, conduct involving the possession or distribution of controlled substances on or off University property, attempted or inflicted bodily injury or other harm to any member of the University community, and destruction or attempted destruction of University property.
The President’s disciplinary review shall provide affected students with written notice and opportunity to be heard consistent with due process of law, and such further proceedings, if any, as he/she may stipulate appropriate to the circumstances. Disciplinary proceedings before the President shall not be governed by established procedures of other University bodies, and shall terminate proceedings involving the same alleged misconduct before any other University body unless otherwise authorized by the President.
The jurisdiction of University bodies shall be subject to the continuing authority of the President to discipline, suspend and/or expel as provided above.
For the purposes of this provision, the President may delegate responsibility to a designee of his/her choice to discharge any or all of the responsibilities described herein.
Conduct in the Residence Area In addition to the University regulations and policies described above, the Housing Division provides specific regulations that define the terms and conditions of occupancy of University Housing. These policies are published in the Student Housing Calendar. It should be noted that these regulations are encompassed under the University’s Standards of Conduct, specifically under standards six and nine.
Resident Staff live in single student housing to enforce University regulations, policies and Housing Terms and Conditions.
Continuing Duty to Report Violations of Law Students have a continuing duty to promptly report to the Office of the Dean of Students, any arrests or convictions for violation of federal, state, local, or international law, excluding minor traffic violations that do not include injury to others.
Student Health Requirements
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Eligibility and Costs All students who pay the UVa comprehensive fee along with tuition are eligible for services at Student Health. Students in the School of Continuing and Professional Studies and students who pay a reduced fee to maintain “non-resident” status are not eligible. A description of the services available is in the Division of Student Affairs and Services section of the Record.
- Pre-entrance Health Record: All students admitted to the University must submit a health history form and record of immunizations before they register for their first semester. The University sends the form to students after they have accepted an offer of admission. The form is on-line at www.virginia.edu/studenthealth.
- Health Insurance: The University requires all students to have health insurance to pay the cost of hospitalization, outpatient specialty care, and outpatient diagnostic tests and procedures. Students may enroll either in the health insurance plan sponsored by the University of Virginia or in a plan that is comparable. The University-sponsored insurance carrier will send information concerning its plan during the summer to all students entering or returning to the University in the fall. Students entering the University at other times should contact Student Health directly for enrollment information at (434) 243-2702.
- Failure to comply with immunization or insurance requirements results in blocked registration until verification is provided call. Please call (434) 924-1525.
- Medical Withdrawal/Readmission: Student Health must review requests for readmission by students who originally withdrew for health reasons. If a family or personal physician was involved in the withdrawal and recommendation to resume studies, a letter in this regard should be sent to Student Health, Division of General Medicine, Gynecology, or CAPS as appropriate.
Use of University Equipment
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- “University community,” as used herein, includes the University, its departments, service units, affiliated or related organizations and foundations, faculty members, staff members, students, groups of students and student organizations that are Contracted Independent Organizations (CIOs).
- The administrative head of each unit of the University, or the head of a subunit when so delegated, is responsible for the control and accountability of use of all equipment assigned to the unit and for assuring that use of the equipment is consistent with this Policy and the purpose, mission, and goals of the University.
- University equipment may not be used by University faculty, staff, or students for personal purposes unrelated to the University’s mission or for commercial purposes. Likewise, University-owned and provided consumable materials and supplies may not be used for such personal purposes or commercial purposes.
Personal activities related to teaching, scholarship and research or public service promote the University’s mission. Accordingly, faculty and staff members may be offered the privilege of occasional and reasonable use of University equipment in connection with their personal academic pursuits and professional development, provided the University incurs no unreasonable costs for materials and supplies, maintenance, and repairs. Approval of these cases will be handled on a case-by-case basis.
- Use of University equipment by individuals and organizations who are not part of the University community is not permitted unless the responsible unit head approves a user request form. Such a form may be approved only when the use meets one of the following criteria:
- The use is in connection with approved University sponsored activities, events or services. (Reference to Policy and Procedure on University Services and Activities.)
- The use is part of a contractual agreement between the University and a government agency, a private business or another educational institution, and the agreement has been reviewed for consistency with University policy relative to competition with the private sector and unrelated business income by the administrative head of the related unit with the assistance of the Office of the General Counsel.
- The use is by official visitors to the University and is appropriate to the purpose of the visit.
- The use is in connection with a public service activity and the equipment does not exist elsewhere or is not reasonably otherwise available to the user.
The unit head responsible for the equipment may establish a user fee, when appropriate. Such a fee must be approved in accordance with the University’s Services and Activities procedures.
Use of University Facilities
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These policies and guidelines are intended to ensure that extracurricular use of the physical facilities of the University is responsible and consistent with the mission of the University and applicable laws.
- General Policies The following policies apply to all extracurricular uses of all University property, unless a specific exception is noted. Facilities normally closed to extracurricular activities because of their function as well as locked buildings, classrooms or other facilities are excepted from these policies. The Vice President for Student Affairs or his or her designee is authorized to administer and interpret these general policies.
- “University groups” includes the University and all of its departments, service units, student organizations, affiliated or related organizations and foundations.
- “University individuals” includes faculty members, staff members, students and groups of students.
- “Student Organizations” are those organizations that are Contracted Independent Organizations (CIOs) or special status student organizations.
- “Student” is a person registered in the resident schools or College of the University at Charlottesville for the academic semester in progress at the time University property is to be used.
- Who May Use University Space
- University space may be reserved by any University group and in some cases by University individuals. For more information, contact the Reservations Office on the fourth floor of Newcomb Hall, (434) 924-3203, or view policies and procedures listed at www.virginia.edu/newcombhall/space.html.
- University space may be used by a non-University group in accordance with these policies and guidelines as long as the group is sponsored by a University group and executes a use of space agreement. The space agreement contains both an indemnification provision holding harmless the University and its officers and employees and restrictions for use of space consistent with University policies and applicable laws. University individuals may not act as sponsors of non-University groups for the purpose of using University space.
- University facilities may be used—subject to these procedures and guidelines and other space restrictions—for religious purposes by University students, groups of students, student organizations, faculty members or staff members. This provision does not apply to University Hall or the Chapel, where special rules apply.
- Unless otherwise notified, guests of students and other visitors to the University are welcome on the Grounds but are not entitled to use those facilities or to attend those events that are limited to students by reason of their payment of tuition or fees or that are limited to faculty and staff members by reason of employment.
- Permitted Uses
- University space must be used in a manner in keeping with the goals of the University and does not violate University policies and procedures or applicable laws.
- No use of University property will be permitted that:
- is unlawful.
- discriminates on the basis of age, color, disability, national or ethnic origin, political affiliation, race, religion, sex, sexual orientation, or veteran status (although attendance at an event can be limited, such as “members only,” “students only” or “faculty and students only,” it cannot be limited specifically by age, color, disability, national or ethnic origin, political affiliation, race, religion, sex, sexual orientation, or veteran status).
- disrupts academic activities, scheduled events, University functions or other normal pursuits that take place in the area.
- is for personal gain.
- Admission may be charged for events sponsored by University groups. Admission may not be charged for events sponsored by University individuals, nor may admission fees be collected for events held at the Rotunda. For purposes of the extracurricular use of University property, the proceeds from collections made at events held in University facilities are considered to be admission charges.
Any income-generating use of University space that is in competition with private enterprise or is not directly related to the University’s mission is not permitted unless the University’s Services and Activities procedures have been followed.
- Building supervisors may develop use guidelines for their assigned facilities in order to maintain safety and to insure the normal operation of the facility. A person or group may seek clarification and/or interpretation of such use guidelines from the facility supervisor designated for the building.
- General Guidelines on Conduct During Permitted Use The following instructions and procedures governing conduct shall apply to the extracurricular use of all University property. The Vice President for Student Affairs or his or her designee may adopt and issue supplementary provisions when necessary.
- Persons who have reserved space or who are responsible for an event on University property are responsible for taking reasonable steps to ensure the safety of University property and persons attending the events.
- In order to ensure that the rights of all parties are protected, the Dean of Students, in cooperation with students who have reserved University space, may develop and make available, in advance, specific provisions to govern conduct at a given event. For example, special rules may be devised to prevent disorder or other interference with the activity; precautions may be taken to avoid physical harm to persons or to property; and attendance may be limited according to space requirements or the desires of those who have reserved the space, so long as they do not conflict with the provisions herein.
- When University space has been reserved or is in use, persons who wish to communicate to those in attendance (for example, by the distribution of leaflets or carrying of signs) will be permitted to do so in a manner that does not disrupt the activity in progress, that does not interfere with or harass those who are entitled to attend and that complies with any special rules developed pursuant to paragraph B of this Section. Actions that interfere with the opportunity of the audience to hear and observe the proceedings, that physically interfere with the proceedings or that create disruptive noises which penetrate the area of the proceedings are prohibited.
- All persons on University property are subject to these provisions and to the provisions of local, state and federal law. Appropriate action may be instituted against any person who does not comply therewith.
- Persons designated by the President are authorized to ask persons who are using or occupying University space in a manner inconsistent with these policies or guidelines to leave. A person who has reserved space or who is in charge of the event is also authorized to ask any person who engages in conduct inconsistent with these provisions to leave the event.
- Students who do not comply with a request to leave should be warned that disciplinary action may be taken which could result in suspension or expulsion from the University. If the violation continues, University disciplinary procedures may be initiated.
Any person who does not comply with a request to leave should be warned that action may be taken which could result in arrest for violation of the law. If the violation continues, appropriate action may be instituted.
- General Guidelines for Scheduling The following procedures and guidelines are designed to ensure efficient use and management of University buildings, grounds and playing fields. Building supervisors, or others responsible, may develop specific reservation procedures and scheduling guidelines for particular buildings or fields. Such specific rules shall be considered a part of the general reservation procedures and scheduling guidelines.
- A. University space can and should be reserved in order to assure its availability at the time desired. General information concerning reservable spaces at the University can be obtained from the Reservations Office on the fourth floor of Newcomb Hall, (434) 924-3203. Available spaces in student activities buildings can be reserved through the reservations office. Spaces in other buildings or playing fields can be reserved through individual building supervisors. Consult the staff in the Reservations Office for current information.
- B. In order to achieve a fair distribution among interested parties of certain facilities in high demand and to insure that the use of space is appropriate to its character, building supervisors or other persons charged with responsibility for University space may establish restrictions and priorities for the use of University facilities. The principles of first-applied first-granted will in most instances guide decisions on assignment of space except that academic (curricular) uses have priority in academic space.
Use of the Lawn The Lawn is the geographical and spiritual heart of Jefferson’s “academical village,” which still serves much of its original purpose—a setting where faculty and students live and work together. The entire University community—students, faculty, administrators—are its trustees, as well as the beneficiaries of its beauty and usefulness. The Lawn has extremely diverse uses and characteristics, among which are the following:
- It is a national and international historic treasure.
- It is a center of highly varied day-to-day academic activities.
- It is used occasionally as a setting for University activities, such as official convocations.
- It is a residential precinct for students and faculty.
- It is an area for limited active and passive outdoor recreational activities.
- It is a site for a steady stream of visitors and tourists from all over the world.
The University community has developed a proud tradition of mutual accommodations of all these diverse uses. The Lawn must perforce be open and accessible under reasonable rules and regulations.
The Lawn is replete with fragile, delicate structures and landscape content. Preservation is a constant concern and a burgeoning curatorial responsibility. That responsibility has been entrusted to the University as part of its fiduciary obligations to future generations. The danger that misuse of the Lawn presents to the historic edifices, and to their dependencies and surroundings, is real, not theoretical. Differing rules and regulations may apply to different parts of the Lawn—e.g., the lower terrace may be governed by different safety precautions and regulations from those that apply to the upper three terraces. Moreover, space limitations and the number of requests for facilities dictate orderly administrative rules, always providing that these rules be content-neutral.
Based on the foregoing considerations, the operative policy for the use of the Lawn area consists of the following:
For information on reserving the Lawn, contact the Reservations Office on the fourth floor of Newcomb Hall, (434) 924-3203.
- A. That the gardens of the Pavilions are public areas. Those garden areas adjacent to the Pavilions are not required to be open to the public at all times. They are to be open when not in personal use, and they must be open on certain occasions, e.g., Garden Week. To temporarily close these adjacent gardens for personal use by the Pavilion residents, an appropriate sign may be placed upon the gates notifying the public. Where the garden is divided into two portions by the intervening wall, the remote section may be open to the public at all times. The use of the gardens for social gatherings of University organizations is to be permitted where consistent with the occupancy of the Pavilion as home by the resident.
- B. That for the upper terraces of the Lawn (those between the Rotunda and the crosswalk at the northern limit of the “Homer Terrace” at the south) no structure shall be permitted on the Lawn except for those needed in connection with official University functions. (The term “structure” includes props and displays, such as coffins, crates, crosses, theaters, cages, and statues; furniture and furnishings, such as desks and tables, except those temporarily used by participants in the ceremonies or by University officials for the conduct of the ceremonies), books, and cabinets; shelters, such as tents, boxes, shanties and other enclosures; and other similar physical structures. The term “structure” does not include chairs, signs held by hand, bicycles, baby carriages, and baby strollers temporarily placed in, or being moved across the Lawn; and wheelchairs and other devices for the handicapped when used by handicapped persons.) The same rule shall be in effect for the lower (“Homer”) terrace, except that for that area of the Lawn officially recognized student groups, academic or administrative departments, or University-related organizations or foundations may be granted use by the Office of the Dean of Students. That office will consider use in accordance with dictates affecting time, place, and manner. Among them are the following:
- The use of the designated space (“Homer Terrace”) by any one group at any time shall not exceed three consecutive days.
- Disruption or obstruction of teaching, research, administration, disciplinary procedure, or other University activities, or of other authorized activities on University property is forbidden.
Use of the Rotunda Reservations may be made by contacting the Rotunda Administrator (924-1019). Reservations will be made in accordance with the guidelines set forth below and in accordance with University regulations. Depending on the event, more specific policies may apply and will be discussed before the reservation is finalized.
Rotunda facilities may be reserved for dignified occasions, within these guidelines, by University departments, Student Council recognized student groups, University contracted independent organizations, or University related foundations. Any event held in the Rotunda must be related to the University’s primary mission. Assignment of space shall be content neutral. Because of the heavy demand, it will be the responsibility of the Rotunda Administrator to make the facilities available to as many requesters as possible, avoiding overuse of any group. The Rotunda will not be used for private parties (e.g., wedding receptions) nor will it be used for events requiring the collection of admission fees. No displays of corporate sponsorship are allowed in the Rotunda. Smoking is prohibited throughout the building.
The Dome Room and other Rotunda facilities may be used after the normal closing hour for the Rotunda (4:45 p.m.) only if official Rotunda personnel are present. Users will be billed for the cost of these employees on an hourly basis. A rental fee will also be assessed. Because of very limited fire escape routes, there is an absolute limit on the capacity of the Dome Room as set by the University Safety Officer. The maximum capacity for dinners is 105 persons; for lectures and similar functions, the maximum capacity is 140 persons (124 seated, 16 standing). For additional room capacities, please see University Policy XV.I.1. In addition, all events are to end and all guests must vacate the premises by 10:30 p.m. This curfew is strictly enforced.
The Dome Room is the most fragile of the Rotunda facilities. Of special concern is the heart pine floor, which is fragile and irreplaceable. Special care must be taken in the use of this room. Such events as seated dinners and lectures are appropriate uses; however, cocktail parties and dances are not permitted. For dinners held in the Dome Room, only oil-less candles may be used. Candles are to be placed in holders on dinner tables by catering staff and are not to be carried when lit.
University Dining Services is the exclusive caterer for all Rotunda events. No food or beverages may be brought into the Rotunda from an outside source. Food and drink may be served only in the Lower West Oval Room and the Dome Room (seated meals only). Except for official University-wide functions, the Dome Room will not be used for luncheons or receptions; these events may be scheduled in the Lower West Oval Room. All events where alcohol will be served, whether sponsored by a department or student group, require the approval of the Vice President of Student Affairs. A signed alcohol approval form from the Office of the Vice President of Student Affairs must be received by the Rotunda Administrator at least two weeks prior to the event. All food and beverages including alcohol must be served by catering staff. No food or beverages may be transported between floors during an event except by catering staff.
No furnishings, antiques, tables, chairs, or heavy equipment may be moved in any of the rooms without the permission of the Rotunda Administrator. Furniture, antiques, and furnishings will be moved only by qualified Rotunda or University employees. The user will be charged for all costs associated with the move. Heavy equipment or musical instruments such as pianos are not to be taken to the Dome Room. Audio visual equipment is to be arranged by the user. Any equipment including musical instruments may not be brought into the Rotunda unless approved by the Rotunda Administrator (approval must be obtained at least 48 hours prior to the event).
Because of the high demand for use of the Rotunda, all requests for its use must have a sponsor. A University of Virginia department, contracted independent organization, or University-related foundation may serve as a sponsor. A representative of the sponsor must be present during the event and will serve as the liaison with Rotunda and other University staff.
For a dinner, a security deposit is required at the time the reservation is made. Deposits for other evening events will be determined on an individual basis by Rotunda Administration. The deposit will be deducted from the itemized bill sent to the sponsor following the event. No refunds will be issued for events cancelled less than 30 days prior to the event. Users are required to agree in advance to pay for damage done to the Rotunda as a consequence of their event.
During the time the Rotunda is open to the public (usually 9:00 a.m. to 4:4 p.m.), Dome Room events will not normally be closed to the public. The oval rooms, if reserved, may be used for lectures, seminars, and meetings to which the public is not invited.
Events that do not conflict with inside users may be held on North or South Porticos of the Rotunda provided that they are dignified occasions and are in compliance with Lawn Use regulations. Alcoholic beverages may not be served on the porticos while the University is in session. Reservations may be made through the Rotunda Administrator.
Students are encouraged to use the alcoves in the Dome Room for study whenever the room is available during normal open hours, subject to normal regulation by the Rotunda Administrator.
An elevator to the upper floors is available for those visitors to the Rotunda with mobility limitations. These persons will be taken on the elevator by Rotunda personnel upon request. Others should use the stairways.
University Services and Activities
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These policies and procedures were adopted to ensure that services and activities offered by the University are consistent with the mission of the University and do not compete unfairly with the private sector.
- General Policy
- A. When determining whether University services and activities should be maintained, supported or established by the University, the following factors will be considered:
- Does the service or activity play a significant role in the fulfillment of the University’s educational, research, public service and/or support functions, without regard to profit?
- Does the activity provide an important service at a reasonable cost to the University?
- Will this activity provide a convenience to staff, faculty, students and patients because of location or other considerations?
- Does the activity offer a required service which the private sector cannot conveniently, adequately or economically provide?
- Will the program or activity unnecessarily duplicate services already provided at the University?
- Goods and services may be offered to the general public when incidental to the provision of such goods and services to University faculty, staff, students and patients. Such University services and programs should, however, further the University’s mission. (Such services and goods could include food, refreshments, mementos, etc., provided in conjunction with approved University programs.)
- Services and activities should not be offered to the general public or to the University community solely as a means of creating additional revenue or because the University can provide the service at a cost savings to its faculty, staff, students and patients.
- Services and activities should be reviewed periodically, as provided below, to ensure conformance with the intent and purpose of this policy.
- This policy does not apply to instructional programs currently approved by the Provost or sponsored program activities currently reviewed by the Office of Sponsored Programs.
- New or Expanded Services and Activities: All new or expanded services and activities, except those relating to degree programs and course offerings, must pass through a four-step review process before being offered to the general public or to University faculty, staff, students and patients. If a proposal is offered before final approval is secured under these procedures, the University will not be responsible for any commitments, obligations or expenses incurred if the proposal is disapproved.
- The proposal must be approved by the responsible department head or dean. If such approval is obtained, an activity description must be prepared. The activity description should include the following information to demonstrate that the proposal meets the conditions of the Services and Activities Policy or that sufficient justification exists for an exception to those conditions:
- A statement of the activity’s purpose describing the goods and services it will provide.
- An analysis of costs (including rate calculation) and benefits of the service and of what alternatives exist through other sources to provide similar services. This comparison should also evaluate quality, price and convenience compared to services which could be purchased on the outside.
- Documentation showing the funding source or the extent to which the activity must be subsidized by the University, including required usage of University facilities and services and the intended disposition of any net income generated by the activity.
- Factors pertinent to the proposed or current activity which show how it affects the overall mission of the University.
- A statement describing the customers served, methods of customer solicitation and planned pricing policies.
- The activity description must be sent to the Assistant Comptroller for Financial Analysis or, if a Hospital activity, to the Director of Finance of University Hospitals. The Assistant Comptroller or Director of Finance should review the activity to ensure congruence with the policy on Services and Activities and to secure additional reviews from the General Counsel, the Director of Governmental Relations, Risk Management and Budget Office, as appropriate. Such reviews could turn up potential problems such as unrelated business income (by the General Counsel); political sensitivity to competition with private business (by Governmental Relations); uninsured risks (by Risk Management); and lack of funds to cover overhead (by the budget office).
- Upon completing this review, the Assistant Comptroller or Director of Finance must send a brief analysis of the proposal and recommendations for its adoption, modification, or rejection to the department head or dean. If the department head or dean proposes alterations in the proposal in response to the recommendations, the proposal goes back to step 2 of this process. If the Assistant Comptroller or Director of Finance recommends adopting the proposal, or if the department head or dean continues to support the program despite a negative recommendation, the activity description and the recommendations must be sent to the Senior Vice President and Chief Financial Officer.
- Existing Services and Activities
Services and activities provided by the University will be reviewed at least once every five years by the responsible Vice President to make sure they are in compliance with the intent and purpose of the University’s policy on Services and Activities. This review should include consideration of the information contained in an activity description as outlined in Paragraphs 1(a), 1(b), 1(c), 1(d) and 1(e) of Section II. A of this procedure.