Mar 28, 2024  
Summer Record 2005 
    
Summer Record 2005 [ARCHIVED RECORD]

Non-Academic Regulations


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Address Changes

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You must notify the University of any change of home (permanent) or local mailing address within 48 hours of such a change. Changes in address should be made on-line via ISIS. You will bear full responsibility for any consequences resulting from misdirected or unreceived official University communications because of an incorrect address.

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 www.virginia.edu/registrar/records/ugradrec/chapter5/chapter5-2.htm#alcohol.

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 (924-3203).

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. 99).

Student Rights A student’s rights under the Act and Rules may be summarized as follows:

  1. To inspect and review the content of the student’s education records;
  2. To obtain copies of those records, upon payment of $0.15 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 anyone other than those parties specifically authorized by the Act;
  6. To refuse to permit the designation as directory information 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;
  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 without the student’s permission. For purposes of access to records, the University presumes until otherwise notified that undergraduate students are dependents and that graduate students are not dependents.

Policies and Procedures The University has adopted policies and procedures to protect the privacy rights of past and present students. The policies 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 individuals and organizations who have access to a student’s education record without the student’s prior written consent;
  6. The procedures controlling the recording of each request for, and each disclosure of, personally identifiable information from the education records of a student.

Copies of the University’s policy and procedures are available to students upon request at the Office of the Registrar, www.virginia.edu/registrar.

Directory Information The University may disclose personally identifiable information designated as directory information from a student’s education records without a student’s prior written consent, unless the student informs the University Registrar in writing within 14 days after the publication of this notice, that specified categories of directory information are not to be released without the student’s prior written consent. This notice does not preclude the verification of degrees awarded.

Directory information includes the student’s name, home and school address, home and school telephone number, e-mail address, place of birth, age, country of citizenship, major field of study, school of enrollment, full-time/part-time status, year in school, participation in officially recognized activities and sports, dates of attendance, degrees, honors, scholarships, and awards received, and the most recent previous educational agency or institution attended. In addition, directory information includes the names of a student’s parents or guardians and the weight and height of members of athletic teams.

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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Policy As an employer and institution of higher learning, the University seeks to discharge its legal responsibilities and serve its diverse and talented community through fair and responsible application of this policy. This policy does not allow curtailment or censorship of constitutionally protected expression, nor does it attempt to address behaviors that do not constitute discriminatory harassment. Offensive workplace behavior that does not violate this policy should be addressed by the appropriate supervisor or office.

Definition Discriminatory harassment is contrary to University policy and may also be illegal. The University defines discriminatory harassment as:

  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.

Responding to 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 of the University’s Judicial System, and complaints may be brought to that Committee without first going through EOP. EOP will refer complaints of student-student discriminatory harassment to the Judiciary Committee if an EOP investigation concludes that further action is warranted.

Remedies If it is determined that discriminatory harassment is occurring or has occurred, the University may take any or all of the following actions: making sure that the discriminatory conduct stops; imposing disciplinary action up to and including termination of employment or dismissal from the University; other corrective action such as counseling or training; and steps such as reinstatement, hiring, reassignment, promotion, training, back pay or other benefits as are necessary.

Training and Education Education and training are fundamental to maintaining an environment free of discriminatory harassment. Managers, supervisors, deans, directors, and department heads are responsible for informing employees who are under their direction 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.

Grievance Procedure

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Students who have a grievance concerning the applicability of University regulations in the area of student affairs have the right to file a grievance according to the procedure listed below. (Also see academic regulations.)

  1. After discussing the situation with the assigned advisor, students’ concerns related to a staff member in student affairs that cannot be resolved between the two parties should be discussed with the respective director or dean of the unit on a one-to-one basis;
  2. Should the concern be related to the director or dean of the unit, the grievance would be filed with the Vice President for Student Affairs;
  3. In circumstance number 1, if appropriate relief is not forthcoming, the next level of discussion should be with the Vice President for Student Affairs; and
  4. Should the level of concern relate to the Vice President for Student Affairs, appropriate documentation should be presented in writing to the President of the University.

Sales, Solicitation, and Student Organization Fundraising

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The University limits sales, solicitation, and student fundraising activities in order to (1) preserve its educational mission and focus, (2) provide a secure environment, (3) protect its students and employees from exploitation, (4) Respect the aesthetic qualities of the Grounds, and (5) promote fair business practices. When commercial sponsorship is sought or endorsed, it is important that this support primarily advances University or student organization goals and only secondarily those of a corporate sponsor.

For the purposes of this policy, solicitation is defined as selling, promoting for the purpose of future sales, commercial advertising, and canvassing. Fundraising is defined as any activity held by a student organization for the purpose of generating revenue to support the programs and activities sponsored by the organization.

  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 or dining areas. The delivery of goods to single-student residences may not be made directly to student rooms or apartments 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 be denied because of the location requested or because of conflicts with previously scheduled events or projects. Tables or booths may not interfere with the use of streets, sidewalks, building entrances or classes and other previously scheduled activities. In addition, sales activities will not be allowed on the upper Lawn or in the Gardens of the historic Grounds area.
    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.”

Student Organizations seeking solicitation/fundraising approval should submit a request on-line at www.virginia.edu/newcombhall or in person to the Newcomb Hall Reservations Office for all fundraising projects held at all locations on Grounds except:

School of Architecture - Associate Dean for Finance and Administration (982-2036)

Curry School of Education - Assistant Dean for Admissions and Student Affairs (924-0757)

The Darden School - Associate Dean for Administration (924-4854)

School of Engineering and Applied Science - Assistant Dean for Administrative and Academic Affairs (924-3155)

Law School - Associate Dean for Management & Finance (924-7343)

McIntire School of Commerce - Office of Student Services (924-3865)

Medical School - Student Affairs Office (924-5579)

Nursing School - Office of Admissions and Student Services (924-0141)

School of Continuing and Professional Studies - Office of the Dean (982-5206)

Athletic Facilities - Program Supervisor (982-5151)

Family and Faculty/Staff Housing - Accommodations Department (924-7030)

Intramural/Recreational Facilities - Department of Intramural-Recreational Sports (924-3791)

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

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. It is committed to preserving the exercise of any right guaranteed to individuals by the Constitution. However, the exercise and preservation of these freedoms and rights require a respect for the rights of all in the community to enjoy them to the same extent. It is clear that in a community of learning, willful disruption of the educational process, destruction of property, and interference with the orderly process of the University or with the rights of other members of the University cannot be tolerated. Students enrolling in the University assume an obligation to conduct themselves in a manner compatible with the University’s function as an educational institution. To fulfill its functions of imparting and gaining knowledge, the University retains the power to maintain order within the University and to exclude those who are disruptive of the educational process.

Generally, prohibited conduct for which a student is subject to discipline is defined as follows (not including violations of the Honor System and motor vehicle regulations):

  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 revisions to the foregoing policies or changes in procedures.

Sanctions One or more of the following sanctions for prohibited conduct may be imposed upon students by the University Judiciary Committee, depending upon the gravity of the offense:

  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.

Interim Suspension An official of the University may temporarily suspend a student reasonably believed to pose a threat to himself or herself, to the health or safety of other members of the University, to University property, or to the educational process, pending a hearing on an underlying offense charged under the Standards of Conduct. Interim Suspension is also authorized where a student has engaged in violation(s) of the Standards of Conduct and/or federal, state, local or international law, such that the official could reasonably conclude that the student is not fit to be a part of the community of responsibility and trust that is the University. Any student so suspended who thereafter enters upon those areas of the Grounds denied the student by the terms of the suspension, other than with the permission of or at the request of University officials or of a duly authorized hearing body for purposes of a hearing, is subject to further discipline by the University as well as possible arrest and criminal prosecution.

  1. A student so suspended shall be given the following warnings by the suspending official:
    “You are hereby temporarily suspended and barred from [location—Grounds or portion thereof or specified activities]. You may only enter [area] with the permission of or upon the request of University officials or of an authorized hearing body for purposes of a hearing.”
    “You are entitled to a timely review (ordinarily within 48 hours) before the Vice President for Student Affairs or his/her designee to determine whether this suspension is with good cause and may continue pending a hearing before the Judiciary Committee. It is your responsibility to request such review by so notifying the Office of the Vice President for Student Affairs.”
  2. The Vice President for Student Affairs or his/her designee may postpone a requested review for a reasonable period of time if the student is unavailable or for other good cause.
  3. Should the Vice President for Student Affairs (or his/her designee) affirm or leave in place with modifications the interim suspension, the student may seek a hearing before the Judiciary Committee on the underlying charges. The student must do so within seventy-two (72) hours of notification of the Vice President’s decision, or forfeit any right to an expedited hearing. Where an expedited hearing is timely sought, the Judiciary Committee shall schedule a hearing as soon as practicable, subject to the rules and procedures adopted by the Committee.
  4. Certain cases involving Interim Suspension may be decided directly by the University President (or his/her designee) rather than the Judiciary Committee.

Cases Involving Sexual Assault The University has established a separate procedure to deal with allegations of sexual assault. Contact the Office of the Dean of Students (924-7429) for full information on the procedure.

Cases Involving Psychiatric Issues The University has established two separate procedures to deal with allegations of misconduct for certain student cases involving psychiatric and psychological issues: Procedure for Psychological Hearings on Honor Offenses, and Procedure for Student Disciplinary Cases Involving Psychological Issues. The Procedure for Student Disciplinary Cases Involving Psychological Issues is available to address relevant issues arising in the context of Interim Suspension. Contact the Office of the Dean of Students (924-7429 or email odos@virginia.edu for full information on the procedures.

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.

Firearms 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.

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 www.virginia.edu/registrar/records/ugradrec/chapter5/chapter5.htm.

 

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