Mar 29, 2024  
Summer Record 2007 
    
Summer Record 2007 [ARCHIVED RECORD]

Non-Academic Regulations


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Students at the University of Virginia are subject to the University’s academic, financial, and non-academic rules and regulations. In addition, students are subject to the academic policies of the school in which they are enrolled. The information contained herein and any other information conveyed to students is subject to change at any time by the authorities responsible for making these rules and regulations.

The University reserves the right to suspend, enforce the withdrawal of, or expel a student who violates the University’s Standards of Conduct or whose academic standing is, in its judgment, unsatisfactory. In addition, the University will automatically enforce the dismissal of a student certified by the Honor Committee to be guilty of a breach of the Honor System, and, where applicable, will consider revocation of a degree already conferred. All students are expected to comply with all University of Virginia Standards of Conduct as well as any other regulations found in the Undergraduate or Graduate Record.

Standards of Conduct

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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. 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. 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. 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.

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):

  1. 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.
  2. 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.
  3. Unauthorized entry into or occupation of University facilities that are locked, closed to student activities or otherwise restricted as to use.
  4. Intentional disruption or obstruction of teaching, research, administration, disciplinary procedures, other University activities, or activities authorized to take place on University property.
  5. Unlawfully blocking or impeding normal pedestrian or vehicular traffic on or adjacent to University property.
  6. Violation of University policies or regulations referenced in The Record, including policies concerning residence halls and the use of University facilities.
  7. Alteration, fabrication, or misuse of, or obtaining unauthorized access to University identification cards, other documents, or computer files or systems.
  8. 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.
  9. 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.
  10. 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.
  11. Intentional, reckless, or negligent conduct that obstructs the operations of the Honor or Judiciary Committee, or conduct that violates their rules of confidentiality.
  12. 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

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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:

  1. Admonition An oral statement to a student that he or she is violating or has violated institution rules;
  2. 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;
  3. 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;
  4. 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;
  5. Restitution Reimbursement for damage to or misappropriation of property;
  6. 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;
  7. 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 to be enforced should another violation occur;
  8. Expulsion Termination of student status for an indefinite period. The condition of readmission, if any, shall be stated in the order of expulsion.

Should a trial panel determine that an accused student is guilty of the offense(s) alleged, the Judiciary Committee may impose any sanction(s), up to and including expulsion from the University, which it deems appropriate by a two-thirds vote, having taken into consideration all aggravating and mitigating circumstances.

As stated in the UJC constitution, any violation of the University Standards of Conduct motivated by the age, color, disability, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy),sexual orientation, or veteran status of the victim will be deemed an aggravating circumstance, and will result in a more serious sanction up to, and including, expulsion from the University.

Intermin Suspension

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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:

  1. “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.”
  2. “You are entitled to a timely review (ordinarily within 48 hours) before the Vice President for and Chief Student Affairs Officer 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 and Chief Student Affairs Officer.
    1. The Vice President for and Chief Student Affairs Officer 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.
    2. Should the Vice President for and Chief Student Affairs Officer (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.
    3. Certain cases involving Interim Suspension may be decided directly by the University President (or his/her designee) rather than the Judiciary Committe

Bias Reporting

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The University encourages civility and mutual respect among all members of the community. Any student who believes he or she has been the target of bias may file a complaint through the “Just Report It” Bias Reporting system. The Web site provides complete details, including UVa’s definition of “bias complaint,” what to expect in response from the University when such a complaint is reported, how to preserve evidence, and what resources and support are available. Complaints can be filed online, over the telephone or in person. See www.virginia.edu/justreportit.

Sexual Assault

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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

  • physical force, violence, threat, or intimidation;
  • ignoring the objections of another person;
  • causing another’s intoxication or impairment through the use of drugs or alcohol; or
  • 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.

An “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.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 (434) 977-1670 or the UVa Women’s Center (434) 982-2361 can refer you to an attorney.
  • Third-party anonymous report to the police: file by calling (434) 982-2774, or SARA, or via the Web http://womenscenter.virginia.edu/sdvs/assault/report.htm.
  • Redress through the University’s administrative processes: contact the Office of the Dean of Students (434) 924-7427.

The University’s Director of Sexual and Domestic Violence Services within the UVa Women’s Center (434) 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.womenscenter.virginia.edu/sdvs/ contains valuable information and lists resources as well.

Cases Involving Psychiatric Issues

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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 appropriate cases before the University Judiciary Committee and relevant issues arising in the context of Interim Suspension. The Dean of Students may also invoke the procedures for Student Disciplinary Cases Involving Psychological Issues whether or not judicial charges are filed or pending when there is good cause to believe that, based upon a student’s conduct or behavior, a student’s presence at the University poses a significant risk. In any such instance, the Dean of Students may request that the Office of the Vice President and Chief Student Affairs Officer require that the student undergo a mental health assessment as one of the conditions for the student’s return or continued enrollment at the University. Contact the Office of the Dean of Students (434) 924-7429 or email askodos@virginia.edu for full information on these procedures.

Cases Decided by the President

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The University President may initiate, intervene in and preempt 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

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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

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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.

Firearms

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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.

Amplified Music

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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 (434) 924-3203.

Sales, Solicitation, and Fundraising

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Sales, Solicitation, and Student Organization Fundraising

The University limits sales, solicitation, and student fundraising activities in order to:

  1. Preserve its educational mission and focus; Provide a secure environment;
  2. Protect its students and employees from exploitation;
  3. Respect the aesthetic qualities of the Grounds; and 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.

  1. 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.
    1. 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.
    2. 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. 3. Under no circumstances does the University sell student addresses to anyone.
  2. 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.
    1. 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.
    2. All student organization fundraising projects must be conducted within the specific area designated in the approval process.
    3. Fundraising projects must be of limited duration and not carried out as an ongoing activity.
    4. 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.
    5. 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, non-profit 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.
    6. 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.
    7. 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 fund-raising activities that are inconsistent with the school or department’s educational mission and/or disruptive to the school’s normal activities.
    8. Fundraising projects may bedenied 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.
    9. Fundraising projects may not provide a financial benefit to individual officers and/or members.
    10. 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.solicitation/fundraising

“Student Organizations seeking 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 (434) 982-2036
  • Curry School of Education - Assistant Dean for Admissions and Student Affairs (434) 924-0757
  • The Darden School - Associate Dean for Administration (434) 924-4854
  • School of Engineering and Applied Science – Assistant Dean for Administrative and Academic Affairs
    (434) 924-3155
  • Law School - Associate Dean for Management and Finance (434) 924-7343
  • McIntire School of Commerce - Office of Student Services (434) 924-3865
  • Medical School – Student Affairs Office (434) 924-5579
  • Nursing Schoo l - Office of Admissions and Student Services (434) 924-0141
  • School of Continuing and Professional Studies - Office of the Dean (434) 982-5206
  • Athletic Facilities - Program Supervisor (434) 982-5151
  • Family and Faculty/Staff Housing - Accommodations Department (434) 924-7030
  • Intramural/Recreational Facilities - Department of Intramural-Recreational Sports (434) 924-3791

In these cases, requests should be directed to the offices noted above.

Confidentiality of Student Records

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Students attending, or who have attended, the University of Virginia are given certain rights under the Family Educational Rights and Privacy Act of 1974 as amended (20 U.S.C. 1232g) and Rules of the Department of Education (34 C.F.R. Part 99) implementing this Act.  

  1. Student Rights under the Act and Rules may be summarized as follows: To inspect and review the content of the student’s education records. The University shall comply with a request for access to records within a reasonable period of time, but not more than 45 days after it has received the request;
  2. 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;
  3. To receive a response from the University to reasonable requests for explanation of those records;
  4. To obtain an opportunity for a hearing to challenge the content of those records;
  5. 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 any one other than those parties specifically authorized by the Act;
  6. 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;
  7. 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;
    Family Compliance Office
    United States Department of Education
    400 Maryland Ave., S. W.
    Washington, DC 20202-4605
  8. 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 if the student is regarded as a dependent for federal income tax purposes, once the Office of the University Registrar has contacted the student and he or she is aware of the request. The parent must present evidence that the student has been claimed as a dependent on their most recent federal tax returns.

Policies and Procedures

The University has adopted policy and procedures to protect the privacy rights of the past and present students. The policy and procedures describe:

  1. The types of education records maintained by the University;
  2. The titles and addresses of the University officials responsible for those records;
  3. The procedures controlling the inspection and review of education records;
  4. The procedures controlling the correction of education records, including a request to amend and to have a hearing;
  5. The procedures controlling the recording of each request for and each disclosure of personally identifiable information from the education records of a student; and
  6. The individuals and organizations who have access to a student’s education records without the student’s prior written consent
    1. Consent is not required where the disclosure is to school officials within the University who have a legitimate educational interest for the information.
    2. School officials are those individuals who engage in the instructional, supervisory, advisory, and administrative functions of the University. They need not necessarily be paid employees of the University. School Officials include: Those University students who, pursuant to their duties as officers in officially recognized honor societies, periodicals, and other activities which recognize or encourage superior academic achievement, require personally identifiable information (e.g. grades) from students’ education records to determine the satisfaction of specified eligibility requirements; and
    3. Those University students who, pursuant to their duties as members of official University committees (e.g. scholarship committees), require personally identifiable information from students’ education records.
    4. Those University students who, pursuant to the authority granted by the Board of Visitors under the terms of the Honor System, require personally identifiable information from a student’s education records to investigate, adjudicate, or advise students involved in an alleged violation of the Honor System.
    5. A person, company, or agency with whom the University has contracted to provide services that the University itself would provide otherwise.

In order for a school official to have a legitimate educational interest, he or she must require the student’s education records in the course of performing his or her duties for the University. The selection of students to officially recognized honor societies, periodicals, and other activities which recognize or encourage superior academic achievement is a legitimate educational interest. The continued and effective functioning of the Honor System to promote and preserve a community of trust is a legitimate educational interest.

Copies of the University’s policy and procedures are available to students (and authorized parents of students) upon request at the Office of the University Registrar or on the web at: www.virginia.edu/finance/polproc/pol/xvd1.html.

Directory Information

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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 Office of the University Registrar that they wish to restrict the release of their directory information. A student must so inform the Office of the University Registrar in writing within ten class days after the initial day of class for a fall semester in order to be excluded from the University’s printed directory.

Directory information consists of:

  • student name;
  • home and school addresses, telephone numbers;
  • e-mail address;
  • UVa computing ID;
  • Date of birth*;
  • Place of birth;
  • Country of citizenship;
  • Field of study;
  • School of enrollment;
  • Location of attendance;
  • Full/part-time status;
  • Level (graduate, undergraduate, etc.) and year in school;
  • Participation in officially-recognized activities and sports;
  • Weight and height of member of athletic teams;
  • Dates of attendance;
  • Candidacy for degree;
  • Degrees, honors, scholarships, and awards received;
  • Most recent previous educational institution attended;
  • Names of parents or guardians;
  • And any unique identifying number created for the purpose of compiling, releasing, or transmitting directory information.

*Date of birth: It is the practice of the University to not release a student’s date of birth except as required by law or as a validation of positive identification of a student when furnished by a person making an inquiry.

Grievance Procedure

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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 Regulation.)

  1. After discussing the situation with the assigned advisor, student’s 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;
  2. Should the concern be related to the director or dean of the unit, the grievance would be filed with the Vice President and Chief Student Affairs Officer;
  3. In circumstance number 1, if appropriate relief is not forthcoming, the next level of discussion should be with the Vice President and Chief Student Affairs Officer; and
  4. Should the level of concern relate to the Vice President and Chief Student Affairs Officer, appropriate documentation should be presented in writing to the President of the University.

Warning About Videotapes and Copyright Law

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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. 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.

Discriminatory Harassment Policy

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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:

  1. Conduct that conditions a person’s employment, enrollment as a student, or participation in University activities on that person’s age, color, disability, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, or veteran status, unless otherwise permitted or required by applicable law; or
  2. 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
  3. Conduct of any type (oral, written, graphic, or physical) directed against a person because of his or her age, color, disability, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), 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.

Harassment

If you believe you are experiencing treatment that violates this policy, you may take the following steps:

  1. If possible, clearly tell the harasser to stop. Make a note of what happened, what you did, and when.
  2. 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.
  3. 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.
  4. 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:

  1. Be receptive and open to concerns of harassment. Know and be able to explain the University’s policy and employees’ or students’ options.
  2. 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.
  3. Contact EOP for assistance or to refer matters that have not been resolved.
  4. Make sure that persons who have raised concerns of discriminatory harassment in good faith are not subject to retaliation.
  5. 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 at 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:

  1. Respond to every complaint of discriminatory harassment;
  2. If investigations are conducted, act impartially considering the interests of all parties;
  3. To the extent practicable, protect the privacy of all parties and the confidential nature of the complaint, and
  4. 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 or discriminatory harassment. Managers, supervisors, deans, directors, and department heads are responsible for informing employees who are under their direction of 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.

Discriminatory Harassment Training is available online at www.virginia.edu/eop/. The training is available 24 hours a day, 7 days a week and can be accessed from any computer. Questions about this policy should be directed to EOP.

Alcohol and Drug Policy

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The University’s revised Alcohol and Drug Policies and federal, state, and local laws concerning alcohol and drugs can be found in the Undergraduate and Graduate Record or online at http://records.ureg.virginia.edu.

Other University Regulations

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For policies governing, inter alia, dogs on grounds, dormitory visitation, hazing, the use of University facilities and equipment, fund-raising projects, and publications, please refer to the Undergraduate or Graduate Record or online at http://records.ureg.virginia.edu