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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.
Parental Notification Policy: Alcohol and Other Drugs
The University strives to educate all students regarding the dangers associated with substance abuse and the improper or illegal use of alcohol or other drugs. In addition, the University intervenes to engage students who may commit alcohol or drug-related infractions or who demonstrate a pattern of substance abuse. In furtherance of its effort to engage students and their families regarding these issues, the University has adopted this Parental Notification Policy pertaining to the illegal or improper use of alcohol or other drugs.
Whenever the Office of the Dean of Students becomes aware that a University of Virginia student has been arrested for an alcohol- or drug-related violation, and the student is a dependent (for federal tax purposes), the Office of the Dean of Students will notify that student’s parent(s) or guardian(s). Violations that trigger notifications under this paragraph include, but are not limited to, driving under the influence, public drunkenness, underage possession of alcohol, and unauthorized possession of controlled substances (illegal drugs).
Furthermore, whenever the Office of the Dean of Students becomes aware that a University of Virginia student has engaged in a pattern of behavior or a severe incident involving the use of alcohol and/or drugs, and the student is a dependent (for federal tax purposes), the Office of the Dean of Students will notify that student’s parent(s) or guardian(s). Violations that trigger notifications under this paragraph include, but are not limited to, frequent or severe episodes of drug use, drunkenness, and/or binge drinking.
The University will make notifications under this policy unless, as determined by the University, family or other circumstances make such notifications incompatible with the student’s best interests. The University relies on the professional judgment of its faculty and administrators when assessing each student’s situation. Students whose family or other circumstances make notification under this policy inappropriate will be referred immediately to the University’s professional counseling resources.
When making a notification under this policy, time and circumstances permitting, a professional staff member in the Office of the Dean of Students ordinarily will encourage the student to make the initial call to their parent(s) or guardian(s). The staff member then will follow-up with a call directly to the student’s parent(s) or guardian(s).
A notification under this policy will be in addition to the intervention and education programs already offered to students when such infractions are brought to the University’s 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; enrollment in eductional programs; and/or sanctions imposed for violations of the University’s Standards of Conduct.
A notification under this policy is authorized by the Family Educational Rights and Privacy Act of 1974, 20 U.S.C. 1232g (“FERPA”), which permits the disclosure of information from education records to parents of dependent students. The University reserves the right in its sole discretion to notify parents of alcohol or drug related incidents falling outside this policy to the extent permitted by FERPA or other applicable law.)
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. 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):
- 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.
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 to be enforced should another violation occur;
- 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.
Except for cases appealed directly to the Judicial Review Board, University Judiciary Committee decisions are automatically subject to review by the Vice President and Chief Student Affairs Officer. The Vice President may affirm the Judiciary Committee’s decision or, if s/he believes the decision is not in the best interest of the University, s/he may: (a) remand the decision to the Judiciary Committee for review, reconsideration or retrial with an explanation of why the Vice President believes the case warrants further action by the Committee; or (b) refer the decision directly to the University Judicial Review Board, or its successor body.
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 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.
- 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.
- 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.
- Certain cases involving Interim Suspension may be decided directly by the University President (or his/her designee) rather than the Judiciary Committe
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.
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
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 email@example.com for full information on these procedures.
Parental Notification Policy: Mental Health
In accordance with Virginia state law, Va. Code §23-9.2:3.C, the University of Virginia will notify a parent of any dependent student who receives mental health treatment at the University’s Department of Student Health/Counseling and Psychological Services (“CAPS”) when there exists a substantial likelihood that, as a result of mental illness, the student will, in the near future, (a) cause serious physical harm to himself or others as evidenced by recent behavior or any other relevant information or (b) suffer serious harm due to his lack of capacity to protect himself from harm or to provide for his basic human needs.
CAPS will inform the Dean of Students whenever notification is required in these instances. The Dean of Students or his/her designee will then notify the parent. The notification will typically include, at minimum, (a) a description of the student’s behaviors that merit the notification, and (b) the specific actions the University is taking to address the risks posed by the student’s behaviors.
Parental notification may be withheld in these instances if the student’s treating physician or treating clinical psychologist determines, in the exercise of his/her professional judgment, that notification would be reasonably likely to cause substantial harm to the student or another person.
Cases Decided by the President
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
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.
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.
To facilitate a productive academic and residential environment, outside amplified music or other sound 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 Event Planning Office at Newcomb Hall (924-3203).
Sales, Solicitation, and Fundraising
The University limits sales, solicitation, and student fundraising activities in order to:
- Preserve its educational mission and focus; Provide a secure environment;
- Protect its students and employees from exploitation;
- 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.
- 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 Event Planning Reservations Office. 3. Under no circumstances does the University sell student addresses to anyone.
- 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. Student organizations conducting bake sales or any other event involving the service of food on University property must adhere to specific University guidelines.? These guidelines seek to ensure compliance with the Charlottesville/Albemarle County Health Department regulations.? The guidelines are posted at: https://etg07.itc.virginia.edu/policy/policydisplay?id=STAF-001
- 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.
- 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 fund-raising activities that are inconsistent with the school or department’s educational mission and/or disruptive to the school’s normal activities.
- 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.
- 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.solicitation/fundraising
“Student Organizations seeking approval should submit a request on-line at www.virginia.edu/newcombhall or in person to the Newcomb Event Planning 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
- Law School - Associate Dean for Management and Finance (434) 924-4685
- 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
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.
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;
- 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 any one other than those parties specifically authorized by the Act;
- To refuse to permit the release of their directory information;
- To file complaints with the Family Policy Compliance Office (FPCO) of the Department of Education concerning alleged failures by the University to comply with the requirements of the Acts and Rules:
Family Compliance Office
United States Department of Education
400 Maryland Ave, S. W.
Washington, DC 20202-4605
- To exercise all rights on the student’s own behalf, regardless of the student’s status as a dependent upon parents.
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:
- 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 procedures controlling the recording of each request for and each disclosure of personally identifiable information from the education records of a student; and
- The individuals and organizations who have access to a student’s education records without the student’s prior written consent.
Consent is not required where the disclosure is to school officials within the University who have a legitimate educational interest for the information.
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;
- 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;
- Those University students who, pursuant to the authority granted by the Board of Visitors under the terms of the Honor System and the University Judiciary 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 Code or the Standards of Conduct; and
- 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. The continued and effective functioning of the University Judiciary System to promote and preserve adherence to the Standards of Conduct is a legitimate educational interest.
Copies of the University’s policy and procedures are available upon request at UREG (Office of the University Registrar).
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.
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.)
- 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;
- 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;
- 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
- 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.
Respect for Copyrights
It is the policy of the University to respect the copyright protections given by federal law to owners of intellectual property, including books, journals, music, art, multi-media materials, digital materials and software (“Copyright-Protected Materials”). It is against University policy for faculty, staff, or students to use University equipment, services, or facilities to access, use, copy, reproduce, distribute, or display Copyright-Protected Materials except as permitted under copyright law. Application of the legal principle of “fair use” or other exemptions under the Copyright Act (Title 17 U.S.C.) which protect many teaching and learning activities; obtaining the permission of the copyright holder; or receiving a license to use Copyright-Protected Materials; are ways to address the federal copyright requirements. It is the individual responsibility of faculty, staff and students to comply with this policy.
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.
Special requirements apply to public performance of motion pictures and videos. Federal law 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 special licensing requirements, whether or not admission is charged. Students should be aware that dormitories, fraternities and sororities may also be “semipublic” places. 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.
Under federal law, violations of copyright law may result in civil and criminal penalties, including imprisonment. The University regards violation of its policy as a serious matter. Any such violation is without its consent and is subject to appropriate disciplinary action or sanction ranging from loss of access to the relevant University services or property (including computing privileges) to dismissal or removal from the University as determined by applicable employment or student disciplinary policies. For other policies related to computer use, consult www.itc.virginia.edu/policy.
Preventing and Addressing Discrimination and Harassment Policy
As The University will not tolerate discrimination or harassment in the workplace, academic setting or in its programs or activities based on age, color, disability, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, or veteran status. This Policy is intended to be consistent with applicable federal and state laws and University policies. The Office of Equal Opportunity Programs is responsible for enforcing this Policy on behalf of the University and has complaint procedures available to do so (http://www.virginia.edu/eop/complaint.html).
All members of management, supervisors and faculty are responsible for successfully completing the University’s non-discrimination, anti-harassment, and anti-retaliation training at least every two years (http://www.virginia.edu/eop/training.html ).
In addition, supervisors are responsible for:
- knowing and understanding this Policy;
- explaining this Policy to persons under their supervision;
- taking appropriate action to prevent discrimination and harassment;
- being receptive to concerns and complaints of discrimination and/or harassment
- taking appropriate action (in consultation with EOP) when they become aware of potential violations of this Policy; and
- following up with persons who make complaints of discrimination or harassment to assure them that their complaints were investigated and to determine whether any remedial actions were successful.
Supervisors who do not fully perform their responsibilities under this Policy will be rated unfavorably on their performance evaluations and may be subject to disciplinary action, up to and including termination.
Preventing and Addressing Retaliation Policy
If The University prohibits retaliation directed against a person for making a complaint or assisting or participating in the complaint process. Retaliation may exist even when the underlying complaint is without merit.
This Policy is intended to be consistent with applicable federal and state laws and state and University policies. The Office of Equal Opportunity Programs is responsible for enforcing this Policy on behalf of the University and has complaint procedures available to do so (http://www.virginia.edu/eop/training.html).
All members of management, supervisors and faculty are responsible for successfully completing the University’s non-discrimination, anti-harassment, and anti-retaliation training at least every two years (http://www,virginia.edu/eop/training.html).
In addition, supervisors are responsible for:
- knowing and understanding this Policy;
- explaining this Policy to persons under their supervision;
- taking appropriate action to prevent retaliation;
- being receptive to concerns and complaints of retaliation;
- taking appropriate action (in consultation with EOP) when they become aware of potential violations of this Policy; and
- following up with persons who make complaints of retaliation to assure them that their complaints were investigated and to determine whether any remedial actions were successful.
Supervisors who do not fully perform their responsibilities under this Policy will be rated unfavorably on their performance evaluations and may be subject to disciplinary action, up to and including termination.
Questions about these Policies should be directed to EOP at (434) 924-3200 or E-mail: UVAEOP@virginia.edu.
E-Mail as Official Means of University Communication with Students
Email is the official means for communication with every University student regardless of year or enrollment status. The University will send official communications to enrolled students by email using their primary email addresses. Students are expected to receive and read those communications in a timely fashion.
Assignment of Student’s Primary Email Addresses
Information Technology and Communication (ITC) assigns each enrolled student a primary email address. The University will list a student’s primary email address in the University’s Directory.
Redirecting of Email
Students may use the UVA Email Address Management System to specify the email service to which messages sent to their primary email address will be delivered. In making these delivery choices, students are responsible for selecting the email service(s) they most frequently use to ensure they receive and read official University communications in a timely manner.
Expectations Regarding Student Use of Email
Students are expected to check their official email addresses on a frequent and consistent basis to remain informed of University communications, as certain communications may be time sensitive. Students who fail to check their email on a regular basis are responsible for any resulting consequences.
Educational Uses of Email
Faculty will determine how email or other means of electronic communication will be used in their classes. Faculty can expect students to read messages sent to their primary email addresses in a timely manner.
Alcohol and Drug Policy
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
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