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Students are required to maintain correct address information in their Student Information system account. Within 48 hours of a change of address students must go to their SIS Self Service account and record any changes of permanent (home) or present (local) mailing addresses. Students bear the full responsibility for any consequences resulting from official University communications misdirected or not received because of an incorrect address.
Amplified sound is defined as any sound that is broadcast through electronically amplified equipment or sound that is electronically enhanced.
To facilitate a productive academic and residential environment, use of amplified sound on University-owned, -operated, or -regulated property is subject to reasonable time, place, and manner restrictions.
Use of amplified sound requires advance approval by the Office of the Dean of Students (ODOS) Event Planning Services or Intramural-Recreational Sports (for IM-Rec areas).
Amplified sound is not permitted for more than three hours per day per outdoor area. A sound check lasting no more than 45 minutes may be approved in addition to the three-hour reservation.
Amplified sound on University-owned, -operated, or -regulated property will generally be approved only for the following timeframes during the academic session:
Friday: 6:00 p.m. to 10:00 p.m.
Saturday and Sunday: 10:00 a.m. to 10:00 p.m.
Amplified sound will not be permitted where it disrupts student education, research, or the faculty/staff work environment.
Civility and respect are cornerstones of the community of trust at the University of Virginia. Any student who believes he or she has been the target of bias may file a complaint through the “Just Report It” incident reporting system. The website provides complete details, including UVA’s definition of “bias complaint,” what to expect in response from the University when such a complaint is received, 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, in support of its Security Policy to maintain a safe and secure atmosphere for the community of students, faculty, staff and visitors to the Grounds, is committed to establishing an environment that encourages the proper use and parking of bicycles on the Grounds.
Encouraging the use of bicycles by members of the University community underscores the value of biking as an environmentally sound mode of transportation as well as the need to educate persons about the rights of those on bicycles. At the same time, the University must maintain a safe environment for pedestrians approaching, entering and utilizing buildings on the Grounds. It is important that bicyclists ride safely on sidewalks where permitted, and use bicycle racks for parking to ensure that their bicycles do not impede passage into or from buildings in emergency situations. It is also important that bicycles not be locked to railings constructed for persons with disabilities or locked to trees, bushes, or crowd control chains/fences in order to avoid damage to the Grounds.
Procedures: Given that bicycles are a form of transportation, the Department of Parking and Transportation is responsible for the issuance and administration of University bicycle regulations governing appropriate use and storage of bicycles.
Bicycles that are not properly stored, as described in the University Bicycle Policy, will be impounded by the Department of Parking and Transportation. Impounded bicycles may be picked up at the Parking and Transportation Office during regular operating hours within 120 days of impoundment. A fee of $25.00 per impounded bicycle will apply. The Parking and Transportation Office is located at 1101 Millmont Street, Charlottesville, VA and is open from 7:30am-5:00pm Monday-Friday.
Bicycle Registration: The University Police Department provides an opportunity for individuals to voluntarily register their bicycles as a passive anti-theft device. Registration is available on-line at http://www.virginia.edu/uvapolice/registration.html.
Bike Racks on Buses: All University Transit Service (UTS) transit buses are outfitted with bike racks to help riders easily transition from bike to bus. Each rack is capable of holding three bicycles at a time. Charlottesville AreaTransit (CAT) transit buses are also equipped with bike racks. Please note that bicycles are not permitted inside any UTS or CAT bus. Additional information is available on the Parking and Transportation website at http://www.virginia.edu/parking/TDM/active/bikeinfo.html.
Bike Fix-It Stations: Several do-it-yourself bike maintenance stations are available on Grounds. These stations are equipped with tools and air pumps to allow cyclists to perform basic maintenance to their bikes. Find BIKE UVA on Facebook for more information about bike safety, bike maintenance, and local cycling events.
Bike Sharing with UBike: The University of Virginia is home of UBike, UVa’s Bike Sharing program . With 120 bikes accessible at 18 conveniently located UBike hubs, UBike enhances mobility around Grounds with easy to reserve and ride bikes. A subscription is required to use the system, but a variety of plans are available to suit your needs, which can be purchased online. By logging into the online account or UBike mobile app, users are able to track their trips, associated calories burned, and carbons emissions reduced!
Complaints and Grievances
Students who have a grievance relating to a faculty member, department chair, or dean should consult the academic grievance procedure.
Students who believe he or she has been the target of bias should consult the bias reporting procedure.
Students who believe he or she has been subjected to discrimination or harassment on the basis of age, color, race, disability, marital status, national or ethnic origin, political affiliation, religion, veteran status, or family medical or genetic information, as well as discrimination on the basis of sex (including pregnancy), sexual orientation, or gender identity should consult the Equal Opportunity and Civil Rights (EOCR) Preventing and Addressing Discrimination, Harassment, and Retaliation complaint procedures at http://eocr.virginia.edu/file-complaint.
Students who have a grievance concerning University personnel or regulations in the area of student affairs should consult the (non-academic) grievance procedure.
Students who wish to report sexual or gender-based harassment, sexual assault, sexual exploitation, stalking, and/or intimate partner violence should consult the Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence at http://eocr.virginia.edu/title-ix.
The complaint and grievance procedures above are available to any enrolled student at the University, regardless of instructional mode, including those enrolled under the auspices of the State Authorization Reciprocity Agreement (SARA). Students or prospective students who have complaints against the University, that are not resolved at the institutional level, may contact the following organizations:
For unresolved complaints concerning University compliance with accrediting standards, contact the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) at (404)-679-4500. The SACSCOC “Complaint Procedures Against the Commission or its Accredited Institutions” may be found at www.sacscoc.org/pdf/081705/complaintpolicy.pdf.
For unresolved complaints concerning a condition or incident involving the University, contact the State Council of Higher Education for Virginia (SCHEV) at (804) 371-2285. SCHEV retains oversight of unresolved complaints from students enrolled under the auspices of SARA. The SCHEV student complaint process may be found at www.schev.edu/students/studentcomplaint.asp.
The Office of the State Inspector General (OSIG) is charged with receiving complaints alleging fraud, waste, abuse, or corruption by a state agency. For more information, refer to the OSIG website: http://www.osig.virginia.gov.
The Office for Civil Rights (OCR) of the U.S. Department of Education enforces federal laws prohibiting discrimination based on age, color, disability, national or ethnic origin, race, or sex, in programs and activities that receive Federal financial assistance. For more information, refer to the OCR website: http://www2.ed.gov/about/offices/list/ocr/docs/howto.html.
Computer Usage Policy
Everyone within the University of Virginia community who uses University computing and communications facilities has the responsibility to use them in an ethical, professional and legal manner. This means that users agree to abide by the following conditions:
- The integrity of the systems must be respected. This means that users of systems will not divulge passwords, PINs, private keys, or similar elements to anyone else, and they will not exploit sessions left open or otherwise misappropriate or steal the “identity” of another user.
- Privacy of other users must not be intruded upon at any time.
- Users must recognize that certain data are confidential and must limit their access to such data to uses in direct performance of their duties.
- The rules and regulations governing the use of facilities and equipment must be respected. Persons responsible for computing devices connected to the network will ensure that those devices are maintained in a secure state in accord with related policy.
- No one shall obtain unauthorized access to other users’ accounts and files.
- The intended use of all accounts, typically for university research, instruction and administrative purposes, must be respected.
- Commercial use is prohibited.
- Users shall become familiar with and abide by the guidelines for appropriate usage for the systems and networks that they access.
For further information on responsible computer use, students should read the Responsible Computing Handbook for Students.
Access to University computing and communications equipment and facilities may be revoked for reasons including, but not limited to, attacking the security of the system, modifying, deleting, or divulging private information such as file or mail contents of other users without their consent, modifying or destroying University data, or using the national networks in a manner contrary to the established guidelines. Revocation of access may be done at any time by University system administrators in order to safeguard University resources and protect University privileges.
If abuse of computer systems occurs, those responsible for such abuse are held accountable and may be subject to disciplinary action. Report any abuse of computer systems and resources to firstname.lastname@example.org.
Responsibility For Accounts Each University user is responsible for the activity of all computing accounts in his or her name. No user should ever give access to his or her accounts to another person. All users should take appropriate precautions to ensure no one else uses their accounts.
Confidentiality of Electronic Messages and Files Except in specific circumstances, the content of the electronic communications and files associated with computer accounts will be treated as confidential by the University because it does not routinely examine or monitor such content. Be aware, however, that electronic communications and files can sometimes be records that are subject to review with sufficient justification. They may be subject to the Virginia Freedom of Information Act if they were produced, collected, received or retained in pursuance of law or in connection with the transaction of public business (rarely the case with student e-mail). They may lose whatever confidentiality they have if their release is compelled by orders issued through courts of law. Also, officials overseeing the University’s disciplinary processes may rule that electronic communications and files are evidence that may be reviewed as part of investigations. Under these circumstances, the privacy of e-mail and other files is not guaranteed. Computer system administrators, however, must follow certain approval requirements when dealing with requests for individual-account log or content information from persons other than the account holder.
Respect for Copyrights of Digital Materials and Software Unauthorized use of copyright-protected or licensed materials—including, but not limited to graphic images, movies, music or audio files, software, and written word—is a serious matter and is a violation of federal law. An individual who reproduces and/or distributes digitized copyrighted material without permission and in excess of “fair use” has violated federal digital copyright law, has put him or herself at real personal risk for a lawsuit brought by the copyright owner, and has violated University policy.
Individuals who use software, such as BitTorrent and LimeWire, to listen to or view files over the network often unknowingly share these files and all the individuals’ personal files with everyone on the Internet. Be aware that the penalties cited above apply in these cases. The University will not protect individuals who use or share (knowingly or not) copyrighted materials without an appropriate license to do so.
Conflict of Interest: Personal Relationships Between Faculty and Students
As a matter of sound judgment and professional ethics, faculty members have a responsibility to avoid any apparent or actual conflict between their professional responsibilities and personal interests in terms of their dealings or relationships with students. It is the responsibility of faculty members to avoid being placed in a position of authority—by virtue of their specific teaching, research, or administrative assignments—over their spouses or other immediate family members who are students at the University. It is also the responsibility of faculty members to avoid engaging in sexual relationships with or making sexual overtures to students over whom they are in a position of authority by virtue of their specific teaching, research, or administrative assignments. (NOTE: In this context, the term “faculty members” broadly includes all full-time and part-time University personnel who hold faculty assignments, as well as all graduate teaching assistants, graders, and coaches.)
These professional constraints derive from AAUP ethical standards and the University’s policy prohibiting conflict of interests in order to ensure that the evaluation of students is conducted fairly and without any perception of favoritism or bias. Perhaps less obvious, but equally compelling, is the interest in avoiding potential harm to students as well as the liability that could occur, for example, if facts regarding a sexual relationship or sexual overture are demonstrated that support a legal claim of sexual harassment by either party (to read the full policy on sexual harassment, see http://uvapolicy.virginia.edu/policy/HRM-009). To read the full Conflict of Interest Policy, see http://provost.virginia.edu/node/67. A student with questions or concerns about a faculty member’s compliance with this policy may contact the Office of the Dean of Students (924-7133) or the Office for Equal Opportunity and Civil Rights (924-3200) for more information on how to proceed.
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 in all University programs and activities and in use of all University equipment, services, or facilities. The University Library and University Information Technology Services provide copyright guidance and information resources.
Copyright-Protected Materials include software, library, and other technology and information resources provided through the University for use by faculty, staff, and students. Such materials must be used for teaching, education, and research activities consistent with the licenses that have been entered into by the University.
Special requirements apply to public performance of motion pictures and videos. Federal law grants copyright owners 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). Students should be aware that dormitories, clubs, fraternities and sororities may also be “semipublic” places. Further information regarding the showing of videotapes can be obtained by contacting the Office of the Dean of Students Event Planning Services on the fourth floor of Newcomb Hall at (434) 924-7225.
Under federal law, violations of copyright law may result in civil and criminal penalties, including imprisonment. The University regards violation of its Copyright 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, resources, 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.its.virginia.edu/policy.
Dogs Running at Large
Section 4-213A1, Albemarle County Ordinance, effective July 19, 1973 states that it shall be unlawful for the owner of any dog to permit such dog to run at large on the University of Virginia Grounds lying within Albemarle County. Pursuant to this ordinance, a dog shall be deemed to run at large while roaming, running, or self-hunting off the property of its owner or custodian and not under its owner’s or custodian’s immediate control. Paragraph two of the University of Virginia Dog Leash Regulations of July 1, 1973 was amended, effective October 31, 1974 to preclude the tying, chaining or otherwise restraining a dog to any tree, bush, shrub or other vegetation, post, step or other fixed structure on the Grounds of the University. Any person who permits his or her dog to run at large shall be deemed to have violated the provisions of the ordinance and upon conviction shall be fined at the discretion of the judge trying the case. Dogs found running at large that are picked up by animal control officers will normally be deposited at the local Society for the Prevention of Cruelty to Animals pound to await identification by the claimant.
Email as Official Means of University Communications 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 a Student’s Primary Email Address: Information Technology Services (ITS) assigns each enrolled student a primary email address. The primary email adress is the address to which the University sends official email notifications. These addresses are created for students within a few days of the University receiving their admission deposits. They are formatted as UVA computing ID @virginia.edu (e.g., email@example.com).
- Redirecting of Email: Students may use the UVA Email Address Management System (www.its.virginia.edu/email/ams) 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.
- Appropriate Use of Email:
- Email must not be used to communicate highly sensitive data as defined in the University’s Electronic Storage of Highly Sensitive Data Policy, found at http://uvapolicy.virginia.edu/policy/IRM-015.
- Emails must comply with relevant federal and state laws, as well as University policies, including those governing public computing resources, security considerations, and ethics in computing. See the Related Information section for key law and policy references.
- Email shall not be the sole method for notification where another method of communication is required by law. Official Communication is defined as communications that include content related to a student’s enrollment, financial responsibilities, and compliance with University policies and procedures, including the policies and procedures of the University’s Honor and Judiciary committees.
Export Control Policy & Procedures
The University of Virginia is subject to U.S. export control laws and regulations (“Export Controls”). Generally speaking, Export Controls are intended to protect our national security and to support U.S. foreign policies and multilateral obligations. Export Controls do this by preventing items and information that give our military or our industries an advantage from going to our adversaries. The principal export control regulations that apply to items and information are the International Traffic in Arms Regulations (ITAR) and the Export Administration Regulations (EAR). Essentially, the ITAR cover military items and information (collectively referred to as “defense articles”) and the EAR cover a wide range of “high-tech”, dual-use (having both military and civilian uses), and less critical military items and information. The embargo and sanction regulations under the jurisdiction of the Department of Treasury, Office of Foreign Assets Control, are another type of export control. Each embargo or sanction regulation is unique, but, in general, they apply to financial transactions and other transactions of value including the provision of information or instruction to sanctioned parties (individuals, countries, companies or other entities). The EAR and ITAR each contain a list of the specific items and information that are subject to control, beyond general sanction requirements. The University of Virginia has set forth its commitment to compliance with Export Controls in its policy FIN-043: Managing Export of Controlled Technology to Foreign Persons and Destinations in Support of Research and Scholarship. This policy may be found at http://uvapolicy.virginia.edu/policy/FIN-043.
Substantial individual and institutional fines and penalties, including imprisonment, are possible for export control violations.
Information that is taught in catalog-listed University courses; found in published or otherwise publicly available documents; or, presented in the U.S. at open conferences, meetings and other public events IS NOT subject to export control. However, some University activities ARE subject to Export Controls and may require a license or other authorization from the U.S. government; the following are examples:
- Permanent or temporary export (shipment or transfer out of the U.S.) of items or technical information that is not publicly available;
- Access to technical information that is not publicly available (e.g. provided under a nondisclosure or confidentiality agreement) by foreign nationals in the U.S. or abroad;
- Access to or use of defense articles, including technical data, by foreign nationals in the U.S. or abroad;
- Participation in research projects where the results may not be made public or are specifically identified as being subject to U.S. export control requirements or other national security controls;
- Travel to an embargoed or sanctioned country for University purposes.
Before you will be allowed to work on a project subject to Export Controls, you will have to complete export control training, learn about the rules that apply to the specific project, agree to comply with those rules, and be authorized by the Office of Export Controls.
To learn more about export controls and associated University policy and procedures, please visit the Office of Export Controls website (http://export.virginia.edu). For further or more specific information, please contact the Office of Export Controls (by phone: 434-982-1539 or 434-924-0855 or by email: firstname.lastname@example.org) for assistance with any of the following:
- determining what Export Controls, if any, apply to your activities;
- determining whether or not a license is required for your planned export;
- to report a possible violation of U.S. Export Controls or associated University policy;
- to arrange for training on Export Controls; or
- questions related to U.S. Export Controls and related requirements.
Food Service Provided by Student Organizations
Food service provided on University property by student organizations must comply with the guidelines established by the University and the regulations of the Virginia Department of Health (abbreviated below as “Health Department”). This applies to all food distribution on University property regardless of whether the food is offered for sale or provided free of charge.
The University recognizes that food service is used to foster and strengthen the sense of community both within student organizations and among the broader University community. The University has established guidelines for food service on University property by Contracted Independent Organizations (CIOs), Fraternal Organization Agreement (FOA) organizations, and Special Status Organizations. Specifically:
- Student organizations are permitted to serve and/or sell pre-packaged and baked goods (including commercially prepared pizza and unheated deli sandwiches). Note: Sale of food is subject to all related sales and solicitation policies and the requirements of the Health Department.
- Student organizations are permitted to serve and/or sell cooked foods only when the food is prepared by third-party providers holding all licenses and permits required by the Health Department and subject to all provisions of the Health Department.
- Under no circumstance may a student organization prepare cooked food and then sell or distribute it on University property to anyone beyond the membership of the host group, including, but not limited to, the University community or the general public.
- Special Status Organizations are prohibited from preparing cooked food for distribution at any event open to the University community or general public regardless of the location of the event.
- Under no circumstance may any student organization serve non-commercially prepared raw or uncooked meat, fish, or poultry in any University facility. All preparation and service of raw or uncooked meat, fish, or poultry must be by a licensed third-party vendor in close consultation with the Health Department.
Student Organization Responsibilities
When reserving University facilities, student organizations are required to disclose all plans for food service. At the time of disclosure, the Office of the Dean of Students (ODOS) Event Planning Services staff will determine if review by the Health Department is required.
The student organization is responsible for verifying that vendors holding required licenses and permits prepare all cooked food. Professionally prepared cooked food can be served (not prepared) by members of the sponsoring organization as long as the event is private.
All public food service (to any individuals outside the membership of the sponsoring group) shall be conducted in compliance with provisions of the Health Department.
When a sponsoring organization discloses intent to serve food to the individuals outside its general membership, ODOS Event Planning Services staff will provide the organization with the forms required by the Health Department.
The sponsoring organization’s reservation will remain tentative until the Health Department provides written or email confirmation that the sponsoring organization has complied with all requirements.
It is the responsibility of the sponsoring group to initiate contact with the Health Department at least 14 days prior to the scheduled event to initiate the process for obtaining all required food service permits and arranging for all required inspections.
ODOS Event Planning Services staff and University of Virginia Dining Services staff are available to consult with student organizations regarding food service options.
Student organizations that fail to comply with this policy will be subject to all appropriate disciplinary penalties, up to and including revocation of their CIO Agreement, Fraternal Organization Agreement, or designated Special Status.
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.
- A 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 should be filed with the Vice President and Chief Student Affairs Officer;
- In circumstance No. 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.
Hazing is a crime in Virginia and is prohibited by University policy and the University Standards of Conduct. The University does not condone hazing in any form. The University defines “hazing” as any action taken or situation created by a member or members of a student organization toward one or more organization members or prospective members in connection with initiation, admission, affiliation, or ongoing membership in the organization when the action or situation:
A. Occurs on University-owned or leased property or at University-sponsored or supervised functions or at the local residence of any University student, faculty member, or employee, and
B. Is designed to produce or does produce mental or physical harassment, humiliation, fatigue, degradation, ridicule, shock, or injury. Examples of hazing activities and situations include, but are not limited to, the following*:
- All forms of physical activity which are used to harass, punish, or harm an individual;
- Forced excursions or road trips;
- Spraying, painting, or pelting with any substance;
- Burying in any substance;
- Nudity with the intent to cause embarrassment;
- Exposure to uncomfortable elements;
- Verbal abuse;
- Wearing of apparel that is conspicuous and/or indecent;
- Forcing consumption of alcohol or any other substance, legal or illegal;
- Depriving students of sufficient sleep (six consecutive hours per day is normally considered to be a minimum);
- Burning, branding, or tattooing any part of the body;
- Psychological hazing, defined as any act which is likely to:
- Compromise an individual’s dignity;
- Cause an individual embarrassment or shame;
- Cause an individual to be the object of malicious amusement or ridicule; or
- Cause an individual emotional distress;
- Interrogating an individual in an intimidating or threatening manner;
- Misleading prospective members in an effort to convince them that they will not become members unless they complete tasks, follow instructions, or act in a certain way;
- Misleading prospective members into believing that they will be hurt during induction or initiation;
- Carrying any items (shields, paddles, bricks, hammers, etc.) that serve no constructive purpose or that are designed to punish or embarrass the carrier;
- Blindfolding and parading individuals in public areas, blindfolding and transporting in a motor vehicle, or privately conducting blindfolding activities that serve no constructive purpose;
- Binding or restricting an individual in any way that would prohibit them from moving on their own; and
- Requiring or suggesting that an individual obtain or possess items or complete tasks in an unlawful manner (e.g., for a scavenger hunt).
Student organizations and/or individual members found to have engaged in hazing as defined in this statement shall be in violation of University policy and the University’s Standards of Conduct and may also be in violation of state law. The state statute on hazing, Section 18.2-56 of the Virginia Code, states:
“It shall be unlawful to haze so as to cause bodily injury, any student at any school, college, or university.
Any person found guilty thereof shall be guilty of a Class 1 misdemeanor.
Any person receiving bodily injury by hazing shall have a right to sue, civilly, the person or persons guilty thereof, whether adults or infants.
The president or other presiding official of any school, college or university receiving appropriations from the state treasury shall, upon satisfactory proof of the guilt of any student hazing another student, sanction and discipline such student in accordance with the institution’s policies and procedures. The institution’s policies and procedures shall provide for expulsions or other appropriate discipline based on the facts and circumstances of each case and shall be consistent with the model policies established by the Department of Education or the State Council of Higher Education for Virginia, as applicable. The president or other presiding official of any school, college or university receiving appropriations from the state treasury shall report hazing which causes bodily injury to the attorney for the Commonwealth of the county or city in which such school, college or university is, who shall take such action as he deems appropriate.
For the purposes of this section, “hazing” means to recklessly or intentionally endanger the health or safety of a student or students or to inflict bodily injury on a student or students in connection with or for the purpose of initiation, admission into or affiliation with or as a condition for continued membership in a club, organization, association, fraternity, sorority, or student body regardless of whether the student or students so endangered or injured participated voluntarily in the relevant activity.”
Any violation of Section 18.2-56 shall be deemed a violation of the University’s Standards of Conduct.
State and/or local law enforcement agencies investigate allegations of hazing under Virginia law. The Office of the Dean of Students (ODOS) investigates allegations of hazing under University policy. For more information and resources aimed at hazing prevention and education http://www.virginia.edu/hazing.
Anyone with concerns about hazing and/or the well-being of any student is encouraged to contact ODOS directly at 434-924-7133 or file a report through Just Report It at www.virginia.edu/justreportit.
*Examples included in the list have been adapted from the Commonwealth of Virginia’s model hazing prevention policy as developed by the State Council of Higher Education for Virginia.
Misuse of Student ID Cards at Athletic Events
The responsibility of having and maintaining a student identification card is a serious one. ID cards are given only to bona fide University of Virginia students and represent both verification of an individual’s identity and his or her affiliation with the University. The cards themselves and the privileges they accord are not transferable, either to another student or to a non-student. The University Judiciary Committee has responsibility for adjudicating complaints alleging the misuse of a University ID card in relation to University events or services.
For more information, please contact the University Judiciary Committee (434-924-7602) or the Office of the Dean of Students (434-924-7133, email@example.com).
Parental Notification Policy: Alcohol and Other Drugs
The University strives to educate all students on the risks associated with substance abuse and the use of alcohol or other drugs. 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 harmful use of alcohol or other drugs.
Whenever the Office of the Dean of Students (ODOS) 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), ODOS will notify that student’s parent(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 ODOS 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), ODOS will notify that student’s parent(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 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 ODOS ordinarily will encourage the student to make the initial call to his or her parent(s). The staff member then will follow up with a call directly to the student’s parent(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 educational 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.
Parental Notification Policy: Mental Health
In accordance with state law, Va. Code §23.1-1303, the University of Virginia will notify a parent of any student who is dependent (for federal tax purposes) and receives mental health treatment at the Elson Student Health Center 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 herself or others as evidenced by recent behavior or any other relevant information or (b) suffer serious harm due to his or her lack of capacity to protect himself or herself from harm or to provide for his or her basic human needs.
A treating health professional will inform the University Dean of Students whenever notification is required in these instances. The University Dean of Students or his or her designee will then notify the parent.
Parental notification may be withheld in these instances if a licensed health professional treating the student determines, in the exercise of his or her professional judgment, that notification would be reasonably likely to cause substantial harm to the student or another person.
Parties, Dances, Socials, and Late-Night Events
Parties, dances, or socials are events that involve interactions such as socializing and/or dancing and are usually accompanied by live or recorded of music. The purpose of this policy is to outline procedures that seek to provide a safe environment for attendees and to clarify the expectations of managing these events.
For purposes of this policy, “event scheduler” means any of the University of Virginia offices that assign and manage University resources and facilities for the use of student organizations. “Facility director” means any supervisor who is responsible for creating, interpreting, coordinating, and executing facility-specific regulations.
University of Virginia student organizations – such as those identified as Contracted Independent Organizations (CIOs), those with a Fraternal Organization Agreement (FOA), or a Special Status or Agency group – are eligible to reserve University facilities for a party, dance, or social event that has been designated as available by facility directors. Reservations can be made by contacting an event scheduler for that facility.
Admission at such events is open to University of Virginia students, faculty, and staff if they present a valid University identification card at the time of entry. See Use of University Facilities and Limits on Direct Solicitation and Advertising for addtional information on admission charges.
The sponsoring organization may invite and sponsor guests who are unaffiliated with the University, but this privilege must be exercised primarily for those who have an organizational association, such as students from neighboring institutions, alumni, and regional or national student groups. Approval of the event guest list is at the discretion of the event scheduler, University Police Department UPD, and the facility director, and must be submitted no later than one business day before the event start time.
Under no circumstance can admittance exceed the occupational capacity of the venue. The maximum capacity may be altered at any time by UPD, the Fire Marshall and/or the facility director(s) to ensure the safe and reasonable occupation of the venue. Admittance can be revoked at any time by those who have been charged with interpreting and/or enforcing this policy or others associated with the facility hosting the event.
Advertising and Promotion
Advertising or promotion of the event off Grounds by any means is prohibited. Any web promotion must be directed to those who are enrolled or employed at the University. A copy of the event advertisement must be approved by both the event scheduler and the facility director before being posted and must include the following information: “Admission is open to UVA students, faculty, and staff. UVA students, faculty, and staff must present a current UVA ID and register with the sponsoring organization prior to the event. Guests must present a valid picture ID for admission.”
As sponsor/host of the event, the sponsoring organization is responsible and shall be held accountable for ensuring that all policies, guidelines, and reasonable expectations relative to properly managing the event are followed. Expectations include, but are not limited to, monitoring all activities related to the event; effective crowd control; ensuring adherence to policies by all participants/guests; and demonstrated efforts to resolve potential conflicts and immediately report illegal or inappropriate behavior (including persons who are intoxicated or in possession of illegal substances) to UPD officers on duty at the event. Full cooperation from all sponsoring organization(s) members is expected. If questions or perceived conflicts arise, the direction of building staff, event management staff, and/or the UPD shall be followed.
Ending the Event
The event end time must be approved in advance by the event scheduler and facility director. The sponsoring organization is responsible for working with the UPD and building staff to promptly clear the facility of guests and equipment by the event end time. Prior arrangements must be made with the event scheduler if the equipment is to be broken down and cleared after the event end time.
It is a requirement to hire officers from the University Police Department (UPD) for these events, and the number of officers present is at the discretion of the UPD. Officers shall be hired for the time period of 30 minutes prior to the start of the event and until the crowd has been completely dispersed after the event end time. Police personnel will not be responsible for interpreting building and event policies but will assist building staff in enforcement of such polices.
All attendees may be subject to a visual search of person and accessories. Alcohol, illegal substances, glass containers, and weapons are prohibited. No person will be admitted who is visibly intoxicated or otherwise behaviorally impaired nor shall anyone be admitted after 1:00 a.m. Re-admittance by any means is prohibited.
Exceptions to the Security Requirements
The following events or activities may be exempt from the security requirements and will be handled on a case-by-case basis, subject to the approval of the respective facility director:
- Dances, parties, step shows, or other social events that are hosted by University student organizations and that end no later than 12:00 midnight and for which there is no admission charge.
- Annual balls, formals, or social events that are open to organization members and their guests only.
Rates and Fees
The sponsoring organization shall be responsible for all applicable facility and event fees, including but not limited to, event security staff, UPD officers, special equipment, extended hours, and special cleaning due to damages, or any reasonable need expressed by the facility director.
Violation of any of these policies may result in sanctions against the organization and/or individuals. Sanctions may include, but are not limited to, referral to the University Judiciary Committee, fees, and limitations on future use of University facilities.
Preventing and Addressing Discrimination, Harassment and Retaliation
In order to provide a safe and non-discriminatory learning, living, and working environment, the University prohibits discrimination and harassment on the basis of age, color, disability, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, gender identity, veteran status or family medical or genetic information in University academic, employment, and programs or activities. To review the University’s Notice of Non-Discrimination and Equal Opportunity, please visit: http://eocr.virginia.edu/notice-non-discrimination-and-equal-opportunity.
Discrimination, harassment, and retaliation are defined in the University’s Preventing and Addressing Discrimination and Harassment policy (“PADH Policy) and the Preventing and Addressing Retaliation policy (“PAR Policy”). The PADH Policy prohibits discrimination and harassment on the basis of age, color, race, disability, marital status, national and ethnic origin, political affiliation, religion, veteran status, and family medical or genetic information, as well as discrimination on the basis of sex (including pregnancy), sexual orientation and gender identity, in the University’s academic programs, activities, and employment. The PAR Policy prohibits retaliation against individuals who complain of discrimination and harassment under the PADH Policy or who participate in an investigation of such a complaint.
The University’s Office for Equal Opportunity and Civil Rights (“EOCR”) administers these policies and maintains the Preventing and Addressing Discrimination, Harassment, and Retaliation (“PADHR”) Complaint Procedures, which outline how to report and address such conduct. The PADHR Complaint Procedures are available on the EOCR website. Please contact EOCR at (434) 924-3200 or UVAEOCR@virginia.edu to speak with a member of the EOCR team.
Please note that sexual and gender-based harassment is prohibited by the University’s Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence (“Title IX Policy”). The Title IX Policy establishes separate procedures for reporting and resolving these forms of harassment. Please see the section below for more information about this policy or contact the Title IX Office at (434) 297-7988 or firstname.lastname@example.org. The Title IX Policy and Procedures are also available on the EOCR website at eocr.virginia.edu/title-ix.
Residence Hall / Apartment Living Visitation
Visitation is negotiated with respect for rights and responsibilities of roommates, suitemates, and/or apartment mates. Individuals must have the consent of the other residents who reside in the same room, suite, or apartment to invite a guest into the room and/or any shared living space. The presence of the guest must not pose an unreasonable burden or unreasonable infringement on the privacy and privileges of the roommates, suitemates, and apartment mates. Guests must be with their host at all times. Students should not give access cards to their guests or anyone else. Overnight guests may not remain longer than three consecutive nights. Residents are responsible for the behavior of guests and compliance with all University policies.
The University of Virginia strives to maintain a safe and secure environment for members of the student body, faculty, staff and the general public so that they are not unreasonably impeded in their activities by concerns for personal safety. The University Police Department is assigned broad security-related functions. At the same time, individual units, for example, schools, colleges, and various non-academic departments have responsibility for the security of facilities assigned for their use. The Police Department is charged to provide security regulations by which students, faculty, and staff are required to abide. Any building-specific regulations, established by units responsible for those buildings, must be consistent with the regulations established by the Police Department.
The University, as with any other public or private entity, cannot assure or guarantee a crime-free living or working environment. Accordingly, it is the responsibility of members of the University community to act in a security-conscious manner and to avoid actions which jeopardize their security as well as the security of others. Members of the faculty, staff, and student body should report all crimes, hazards, emergencies, or dangerous situations to the University Police Department.
Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence
The University of Virginia is an institution built upon foundational values of honor, integrity, trust, and respect. Consistent with these values, the University is committed to providing a safe and non-discriminatory learning, living, and working environment for all members of the University community. To these ends, the University has adopted a Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence (the “Title IX Policy”). The Title IX Policy prohibits Sexual Assault, Sexual Exploitation, Intimate Partner Violence, Stalking, Sexual and Gender-Based Harassment, and Complicity in the commission of any act prohibited by the Title IX Policy, and Retaliation against a person for the good faith reporting of any of these forms of conduct or participation in any investigation or proceeding under the Title IX Policy. These forms of conduct (the “Prohibited Conduct”) are defined in the Title IX Policy. Prohibited Conduct also may violate federal and/or state law and may be subject to criminal prosecution.
A detailed discussion of the resources available to students affected by Prohibited Conduct is contained in the Resource and Reporting Guide for Students. This Resource Guide provides information about how to obtain medical assistance; how to report Prohibited Conduct to the University and/or to law enforcement; how and where to obtain confidential support; and how to obtain certain appropriate and available protective and remedial measures in the aftermath of Prohibited Conduct. An overview of these resources and reporting options is available in the form of an infographic, entitled “Sexual and Gender-Based Violence: What Students Need to Know.”
Your health, safety, and well-being are the University’s primary concern. If you have been affected by Prohibited Conduct, you are strongly urged to seek immediate assistance. Assistance can be obtained 24 hours a day, seven days a week, from:
- Police (UVA, Charlottesville, Albemarle County) • 911
- Sexual Assault Resource Agency (SARA) • (434) 977-7273
- Shelter for Help in Emergency (SHE) • (434) 293-8509
- UVA Medical Center Emergency Department • (434) 924-2231
You may report Prohibited Conduct to the University through Just Report It, the University’s online reporting website, or by contacting the University’s Title IX Coordinator or a Deputy Title IX Coordinator at email@example.com or (434) 297-7988. The Title IX Policy, Resource and Reporting Guide for Students, and “Sexual and Gender-Based Violence: What Students Need to Know” infographic are available at http://eocr.virginia.edu/policies-procedures-resources-and-training.
Statement of Students’ Rights and Responsibilities
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 University of Virginia seeks to maintain an environment where students have the following rights:
Expression - Students can freely examine and exchange diverse ideas in an orderly manner inside and outside the classroom;
Association - Students can associate freely with other individuals, groups of individuals, and organizations for purposes that do not infringe on the rights of others;
Freedom from Discrimination - Students can expect to participate fully in the University community without discrimination, as defined by federal and state law and University policy;
Safe Environment - Students can function in their daily activities without unreasonable concerns for personal safety;
Discipline - Students can expect discipline to be implemented through established procedures containing all elements of due process for the adjudication of charges and the opportunity for continued University involvement (as appropriate) until the resolution of the charges;
Privacy - Students are free of unreasonable intrusions into personal records and/or matters relevant to identity, living space, and well-being;
High-Quality Resources - Students have access to high-quality resources that support intellectual and social development;
Counseling - Students have access to support in managing personal adjustments, understanding self and others, and career planning and personal decision-making;
Grievance Process - Students have access to established procedures for respectfully presenting and addressing their concerns/complaints to the University;
Learning beyond Formal Instruction - Students have access to a variety of activities beyond the classroom, which support intellectual and personal development;
Education - Students have access to excellent faculty, academic technology, classrooms, libraries, presentations, and other resources necessary for the learning process;
Personal Growth - Students live and study in a setting that fosters personal growth;
Participation in Community Affairs - Students have opportunities to interact with people and institutions both within and beyond the University community;
Student Activity Fee Refunds - Students may apply for a partial refund of their student activity fee if they do not wish to support the particular speech activities of some student organizations receiving these funds;
University Governance - Students may participate in the governance of the University with opportunities including, but not limited to, the Honor and Judiciary Committees, allocations of student activities fees, programming (University Programs Council), Residence Life (resident staff and house councils), and through membership on University and school committees;
Prompt Responses from Administration - Students have the right to expect prompt and courteous responses from the University’s academic and administrative departments;
Academic and Administrative Policies - Students can expect academic and administrative policies that support intellectual inquiry, learning, and growth.
The exercise and preservation of these freedoms and rights require a respect for the rights of all in the community. Students enrolling in the University assume an obligation to conduct themselves in a manner that is civil and compatible with the University’s function as an educational institution. It is clear that in a community of learning, willful disruption of the educational process, destruction of property, and interference with the orderly process of the University, or with the rights of other members of the University, cannot be tolerated. In order to fulfill its functions of imparting and gaining knowledge, the University has the authority and responsibility to maintain order within the University and to exclude those who are disruptive of the educational process.
Standards of Conduct
The University of Virginia is a community of scholars in which the ideals of freedom of inquiry, freedom of thought, freedom of expression, and freedom of the individual are sustained. It is committed to preserving the exercise of any right guaranteed to individuals by the Constitution. However, the exercise and preservation of these freedoms and rights require a respect for the rights of all in the community to enjoy them to the same extent. It is clear that in a community of learning, willful disruption of the educational process, destruction of property, and interference with the orderly process of the University or with the rights of other members of the University cannot be tolerated. Students enrolling in the University assume an obligation to conduct themselves in a manner compatible with the University’s function as an educational institution. To fulfill its functions of imparting and gaining knowledge, the University retains the power to maintain order within the University and to exclude those who are disruptive of the educational process.
Generally, prohibited conduct for which a student is subject to discipline is defined as follows (not including violations of the Honor System and motor vehicle regulations):
- Physical 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, visitor, or in the city of Charlottesville or Albemarle County, or Prohibited Conduct, as defined in the University of Virginia Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence.
- 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 committees, 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.
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 - A 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 definite period of time;
- 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 any 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 University 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 University Judiciary Committee Constitution, any violation of the University Standards of Conduct motivated by the age, color, disability, gender identity, marital status national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, or veteran status or family medical or genetic information 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 he or she believes the decision is not in the best interest of the University, he or she may: (a) remand the decision to the University 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 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 and Chief Student Affairs Officer or his or her designee to determine whether this suspension is with good cause and may continue pending a hearing before the University Judiciary Committee or other governing hearing body. It is your responsibility to request such review by so notifying the Office of the Vice President and Chief Student Affairs Officer.”
- The Vice President and Chief Student Affairs Officer or his or 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 and Chief Student Affairs Officer (or his or her designee) affirm or leave in place with modifications the interim suspension, the student may seek a hearing before the University Judiciary Committee or other governing hearing body on the underlying charges. The student must do so within 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 University Judiciary Committee or other governing hearing body shall schedule a hearing as soon as practicable, subject to the rules and procedures adopted by the Committee or other governing hearing body.
- Certain cases involving Interim Suspension may be decided directly by the University President (or his or her designee) rather than the University Judiciary Committee or other governing hearing body.
Cases Involving Sexual and Gender-Based Harassment and Other Forms of Interpsonal Violence
The University has established separate Policy and Procedures for Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence. The Policy prohibits Sexual Assault, Sexual Exploitation, Intimate Partner Violence, Stalking, Sexual and Gender-Based Harassment, and Complicity in the commission of any act prohibited by the Policy, and Retaliation against a person for the good faith reporting of any of these forms of conduct or participation in any investigation or proceeding under the Policy. These forms of conduct (the “Prohibited Conduct”) are defined in the Policy. To read the full text of the Policy, the related Procedures for Reports Against Students, and the Resource and Reporting Guide for Students, see http://eocr.virginia.edu/title-ix.
Cases Involving Psychiatric Issues
The University has established two separate procedures to address 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 firstname.lastname@example.org) for full information on these procedures.
Cases Decided by the President
The University President may initiate, intervene in, and pre-empt proceedings before any University body when the President determines, in his or 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 or 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 or 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, Housing and Residence Life 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 Criminal Arrests
Students have a continuing duty to promptly report to the Office of the Dean of Students any arrests for violations of federal, state, local, or international law, excluding minor traffic violations that do not result in injury to others. This duty applies regardless of where the arrest occurred (inside or outside the Commonwealth of Virginia) and regardless of whether the University is in session at the time of the arrest. An arrest includes the issuance of a written citation or summons regardless of whether the student is taken into custody by law enforcement. Charges related to driving under the influence of alcohol or other drugs are not “minor traffic violations” and must be reported. Students must contact the Office of the Dean of Students at 434-924-7133 within 72 hours of the incident that led to their arrest. Failure to comply with this continuing duty will result in the immediate referral of a student to the University Judiciary Committee and also may result in imposition of an interim suspension by the Dean of Students or his or her designee.
Student Health Requirements
Eligibility and Costs
A description of the services available at Student Health appears in the Student Services: Division of Student Affairs section of The Record. All enrolled students are eligible to receive disability services free of charge. In addtion students who pay the health student fee also are eligible to receive care at the Elson Student Health Center. The following students do not pay the comprehensive health fee and therefore are not eligible to receive care at Student Health:
- nonresident and non-degree-seeking students;
- students enrolled in the School of Continuing and Professional Studies; and
- students enrolled in the special degree programs Darden MBA for Executives, Commerce MIT (16 months), Commerce MIS graduate plans, and the BIS undergraduate plan.
Any student with questions regarding eligibility should contact Student Health Medical Records at 434-924-1525.
- Pre-entrance Health Form: All students admitted to the University must submit a record of immunizations before they register for their first semester. The form is available at www.virginia.edu/studenthealth/PEHF.html. Students entering the University in the fall are required to complete and submit this form by August 31, 2017. Students entering the University in the spring are required to complete and submit this form by January 31, 2018. Students whose forms are postmarked after these dates are subject to a late fee of $100.00. Failure to comly with immunization requirements will result in blocked registration until verification is provided. Plese call Medical Records at 434-924-1525 if you have questions.
- Health Insurance: The University requires all students to have health insurance. Students may, but are not required to, enroll in the health insurance plan sponsored by the University of Virginia Aetna Student Health. The plan, administered by Aetna Student Health for the University of Virginia costs $2,690.00 (U.S.) and provides coverage from August 15, 2017, through August 14, 2018. For more information, please visit www.uvastudentinsurance.com or call Aetna Student Health at 800-466-3027.
- Hard-Waiver Health Insurance Program: All UVA students, both domestic and international, who pay the comprehensive health fee with their tuition must meet the health insurance hard-waiver requirements. Students must demonstrate to the Student Health that they have health insurance coverage that meets the University’s specific coverage requirements. To determine whether their coverage meets the University’s requirements, students complete a waiver application at www.uvastudentinsurance.com. Any student who does not demonstrate comparable coverage in the online waiver site, as determined by the University of Virginia staff, will be enrolled in the Aetna Student Health plan and billed for its full annual cost of $2,690.00 (U.S.). For more information on the Hard-Waiver Health Insurance Program, including what constitutes comparable coverage, please visit the www.virginia.edu/studenthealth/hardwaiver.html. Failure to comply with insurance requirments will result in blocked registration until verification is provided. Please call Medical Records at 434-924-1525 if you have questions.
- Medical Withdrawal/Readmission: Student Health providers are available to assist students in the medical withdrawal process in conjunction with academic faculty and the Office of the Dean of Students. Student Health also participates in the readmission process for students who are returning from a medical withdrawal. The process and forms required are found on the Student Health website at www.virginia.edu/studenthealth.
Use of Alcoholic Beverages and Prohibition of Other Drugs Policy
Definition of Terms in Statement
Public Place: As defined in the Code of Virginia § 4.1-100, any place, building, or conveyance to which the public has, or is permitted to have, access, including restaurants, soda fountains, hotel dining areas, lobbies and corridors of hotels, and any park, place of public resort or amusement, highway, street, lane, or sidewalk adjoining any highway, street, or lane.
The term shall not include (i) hotel or restaurant dining areas or ballrooms while in use for private meetings or private parties limited in attendance to members and guests of a particular group, association or organization; (ii) restaurants licensed by the Board in office buildings or industrial or similar facilities while such restaurant is closed to the public and in use for private meetings or parties limited in attendance to employees and nonpaying guests of the owner or a lessee of all or part of such building or facility; (iii) offices, office buildings or industrial facilities while closed to the public and in use for private meetings or parties limited in attendance to employees and nonpaying guests of the owner or a lessee of all or part of such building or facility; or (iv) private recreational or chartered boats which are not licensed by the Board and on which alcoholic beverages are not sold.
Sale (Sell): As defined in the Code of Virginia § 4.1-100, includes soliciting or receiving an order for; keeping, offering or exposing for sale; peddling, exchanging or bartering; or delivering otherwise than gratuitously, by any means, alcoholic beverages.
University Function: Any activity that is conducted by a University office or department or by University personnel, and which is done on behalf of the University, whether the activity is conducted on or off Grounds.
University Office or Department: Any office or department whose reporting line culminates with the Board of Visitors. A student organization with a Contracted Independent Organization Agreement or a Fraternal Organization Agreement, or a University foundation is not considered a University office or department.
University Personnel: University employees who have a direct reporting relationship that culminates with the Board of Visitors or who are appointed through University Human Resources and paid through University payroll to perform services that are subject to the will and control of the University.
University Property: Land or buildings that the University owns or leases and that are under the direct control of the Board of Visitors. University property also includes premises the University uses for activities of its offices, departments, personnel, or students.
The University of Virginia prohibits the illegal or otherwise irresponsible use of alcohol and other drugs. It is the responsibility of every member of the University community to know the risks associated with substance use and abuse. This responsibility obligates students and employees to know relevant University policies and federal, state, and local laws, and to conduct themselves in accordance with these laws and policies. To these ends, the University publishes the following information regarding University policies and sanctions, laws, and penalties concerning substance use and abuse, health, and behavioral risks of drug use, and resources for treatment and educational programming.
Virginia laws concerning the purchase, possession, consumption, sale, and storage of alcoholic beverages include the following:
- Any sale of an alcoholic beverage requires a license from the Virginia Alcoholic Beverage Control (ABC) Board; “Sale” and “sell” includes soliciting or receiving an order for; keeping, offering, or exposing for sale; peddling, exchanging, or bartering; or delivering otherwise than gratuitously, by any means, alcoholic beverages;
- Alcoholic beverages are not to be given, sold, or served to persons under 21 years of age;
- Alcoholic beverages are not to be given, sold, or served to persons who are intoxicated;
- Virginia law prohibits: drinking in unlicensed public places; possession, consumption, or purchase of an alcoholic beverage by a person under 21 years of age; falsely representing one’s age for the purpose of procuring alcohol; purchasing, giving, providing, or assisting in providing an alcoholic beverage for a person who is under 21 years of age; public intoxication; and providing alcohol to an intoxicated person. “Public place” means any place, building, or conveyance to which the public has, or is permitted to have, access, including restaurants, and any park, highway, street, lane, or sidewalk adjoining any highway, street, or lane.
The University of Virginia assumes no responsibility for any liability incurred at any event not sponsored by the University where alcohol is served and/or sold. Students and members of Contracted Independent Organizations or of organizations with a Fraternal Organization Agreement are obliged to conduct themselves in accordance with the laws of the Commonwealth of Virginia and assume full responsibility for their activities and events.
2. Areas of Emphasis
- Except as expressly permitted in this policy under Item 11 of the “Areas of Emphasis,” any use of alcohol (a) in a public area on University property or (b) at a University function in which University of Virginia students will be present must be approved a minimum of five business days in advance in writing by the Vice President and Chief Student Affairs Officer or his or her designee using the online Approval Request for Use of Alcohol Beverages form.
- Alcoholic beverages may not be served at any University function or event held on University property that will be attended by underage University of Virginia students. Requests for exceptions must be presented to the Vice President and Chief Student Affairs Officer or his or her designee. If an exception is granted, personnel trained in the University’s Alcohol Risk Management program must be present to supervise the service of alcohol. The Event Manager(s) must successfully complete the University’sfree online Alcohol Risk Management class (see course details and registration).
- Events, whether planned or spontaneous, involving the possession, distribution, and/or consumption of alcoholic beverages are prohibited in and around the first-year residence halls.
- Non-alcoholic beverages and food items must be present at University functions where alcoholic beverages are served.
- Alcoholic beverages may not be mentioned in the advertising or publicizing of a University function.
- Event sponsors serving alcohol at University functions shall not permit the entry or exit of persons with beverage containers.
- Event Managers must check for proper age identification of individuals attending events when alcohol is served and underage UVa students may be present.
- A student may not let another person use his or her ID for the purpose of obtaining an alcoholic beverage, nor may a student use another person’s ID to obtain alcoholic beverages.
- University Dining Services, the University Programs Council, and Nutrition Services have ABC licenses for the purpose of serving alcoholic beverages on University property and may be contracted to provide this service.
- Members of the University community living in University property and their invited guests who are lawfully permitted to purchase, possess, and use alcohol may do so in the residence or on any immediately adjacent area devoted to residential use; they should not do so, however, in public places or in any area on University property devoted to common use. The presence of underage family members, employees, or guests does not preclude the serving of alcohol in a residence that is University property, provided an appropriate of-age family member and/or host is willing to assume the legal responsibility for ensuring compliance with Virginia and federal law and University policy.
- Possession of kegs, pony kegs, or beer balls is prohibited in residence facilities that are University property.
- For events requiring University approval to serve alcohol as outlined in Item 1 of the “Areas of Emphasis,” the Event Sponsor is responsible for following all federal and Virginia laws and University policies that apply to the serving and/or selling of alcoholic beverages.
Any student found in violation of this policy is subject to the entire range of University Judiciary Committee sanctions described in the Statement of Students’ Rights and Responsibilities, including suspension and expulsion. University personnel found in violation of this policy are subject to appropriate personnel sanctions.
Unauthorized manufacture, distribution, use, and possession of “controlled substances” (illegal drugs), including prescription drugs, marijuana, and cocaine, are prohibited by both Virginia and federal law and are punishable by severe penalties. The University does not tolerate or condone such conduct. Students and employees who violate Virginia or federal drug laws may be referred by University authorities for criminal prosecution.
Whether or not criminal charges are brought, all students and employees are subject to University discipline for illegally manufacturing, distributing, possessing, or using any controlled substance (i) on University property, (ii) at University functions, or (iii) under other circumstances involving a direct and substantial connection to the University. Any student found to have engaged in such conduct is subject to the entire range of University Judiciary Committee sanctions described in the Statement of Students’ Rights and Responsibilities, including suspension and expulsion. University personnel found in violation of this policy are subject to appropriate personnel sanctions.
A. Federal and Commonwealth of Virginia (Virginia) Penalties. Federal and Virginia law penalizes the unlawful manufacturing, distribution, use, and possession of controlled substances, including prescription drugs. Synthetic designer drugs such as “bath salts,” “plant food,” and “carpet cleaner,” contain mixtures of many different chemicals, including those that resemble cocaine, methamphetamine, and MDMA or “ecstasy.” Federal law makes the distribution of “analogue” substances marketed for human consumption illegal if those substances are chemically similar to a scheduled illegal drug and have the same pharmacological effect on a user.
The penalties vary based on many factors, including the type and amount of the drug involved, and whether there is intent to distribute. Federal law sets penalties for first offenses ranging from less than one year to life imprisonment and/or fines up to $10 million. Penalties may include forfeiture of property, including vehicles used to possess, transport, or conceal a controlled substance, and the denial of professional licenses or federal benefits, such as student loans. Convictions under Virginia law may be misdemeanor or felony crimes with sanctions ranging from probation to life imprisonment and/or fines of up to $1 million.
Federal law holds that any person who distributes, possesses with intent to distribute, or manufactures a controlled substance on or within one thousand feet of an educational facility (defined as a public or private elementary, vocational, or secondary school or a public or private college, junior college, or university) is subject to a doubling of the applicable maximum punishments and fines. A similar Virginia law carries sanctions of between one and five years imprisonment and up to a $100,000 fine for similar first time violations.
A federal or state drug conviction can disqualify a student for federal student aid. Convictions only count against a student for aid eligibility purposes if they were for an offense that occurred during a period of enrollment for which the student was receiving federal student aid. The period of ineligibility for FSA funds depends on whether the conviction was for sale or possession and whether the student had previous offenses. For more information about this topic and how it may affect your aid, go to https://studentaid.ed.gov/sa/eligibility/criminal-convictions.
B. Intercollegiate Athletics Department’s Drug/Alcohol Policy. The Intercollegiate Athletics Department of the University has additional written policies which are presented to each student-athlete annually prior to participation. These policies encompass mandatory drug testing, sanctions as a result of positive tests, specific programs of education relative to drug and alcohol use and abuse, and counseling and rehabilitation programs.
C. Drug-Free Workplace Policy. The use of alcohol or illegal drugs by all employees while on University property, including during meal periods and breaks, is absolutely prohibited. The use of alcohol may be authorized in advance by the University for approved University functions. No employee will report to work while under the influence of alcohol or illegal drugs. Violations of these rules by an employee will be reason for evaluation/treatment for a substance use disorder or for disciplinary action, up to and including dismissal. For more information, see http://uvapolicy.virginia.edu/policy/HRM-014.
4. Health and Behavioral Risks
The negative physical and mental effects of the use of alcohol and other drugs are well documented. Use of these drugs may cause: blackouts, poisoning, overdose, and death; physical and psychological dependence; damage to vital organs such as the brain, heart, and liver; inability to learn and remember information; and psychological problems, including depression, psychosis, and severe anxiety. Risks associated with specific drugs are described later in this section.
Impaired judgment and coordination resulting from the use of alcohol and other drugs are associated with DUI/DWI arrests; falls, drowning, and other injuries; contracting sexually transmitted infections, including HIV; and unwanted or unplanned sexual experiences and pregnancy.
Substance abuse by family members and friends may also be of concern to individuals. Patterns of risk-taking behavior and dependency not only interfere in the lives of those with substance use disorders, but also can have a negative impact on the affected student’s academic work, emotional well-being, and adjustment to college life.
Individuals concerned about their own health or that of a friend should consult a physician or mental health professional. More information and assistance can be obtained by contacting one of the University’s substance use disorder resources listed in the Resources on Alcohol and Other Drugs section of this policy.
Under the Commonwealth of Virginia’s Safe Reporting of Overdoses law, someone who seeks emergency medical attention for a drug- or alcohol-related overdose may be protected from being convicted for certain possession or intoxication crimes. The person reporting the overdose must identify themeslves as being the one who reported the overdose, and must be cooperative with an law enforcement investigation that results from the overdose.
Alcohol: Alcohol use disorder are progressive and can result in physical dependency. Even low doses of alcohol impair brain function, judgment, alertness, coordination, and reflexes. Very high doses can cause suppression of respiration and death. Chronic alcohol use can lead to dementia, sexual impotence, cirrhosis of the liver, and heart disease. Individuals who have developed a physical dependence on alcohol can experience severe anxiety, tremors, hallucinations, and life-threatening convulsions if they stop use suddenly instead of gradually.
Bath Salts (synthetic cathinones): Synthetic drugs, unlike plant-based drugs, are produced in a laboratory and resemble controlled substances in molecular structure and actual (or purported) physiological effect. These synthetic drugs contain mixtures of many different chemicals, including those that resemble cocaine, methamphetamine, and MDMA or “ecstasy.” Ingestion of these substances can cause severe and unanticipated physical reactions such as nausea, heart failure, and stroke, as well as psychotic reactions including paranoia, delusions, suicidal ideation, and violent outbursts. Under federal law, they are considered Controlled Substance Analogues and subject to the same penalties as the drugs they mimic.
Cocaine: Cocaine stimulates the central nervous system. Immediate physical effects include dilated pupils and increased blood pressure, heart rate, respiratory rate, and body temperature. Occasional use can cause a stuffy or runny nose, while chronic use may destroy nasal tissues. Following the “high” of extreme happiness and a sense of unending energy is a cocaine “crash,” which includes depression, dullness, intense anger, and paranoia. Injecting cocaine with contaminated equipment can lead to infection with HIV, hepatitis, and other diseases. Tolerance develops rapidly, and psychological and physical dependency can occur. The use of cocaine can cause kidney damage, heart attacks, seizures, and strokes due to high blood pressure. Death can occur by cardiac arrest or respiratory failure.
Depressants: Barbiturates and benzodiazepines are two of the most commonly used groups of these drugs. Barbiturates include Phenobarbital, Seconal, and Amytal; benzodiazepines include Ativan, Dalmane, Librium, Xanax, Valium, Halcyon, and Restoril. These drugs are frequently used for medical purposes to relieve anxiety and to induce sleep. Physical and psychological dependence can occur if the drugs are used for longer periods of time at higher doses. Benzodiazepine use can cause slurred speech, disorientation, and lack of coordination. If taken with alcohol, use can lead to a coma and possible death.
Ecstasy/Molly: MDMA (3,4-methylenedioxy-methamphetamine), popularly known as ecstasy or “Molly” (short for molecular), is a synthetic, psychoactive drug that has stimulant and hallucinogenic effects. Ecstasy increases energy and produces feelings of euphoria, emotional warmth, and empathy toward others as well as distorting time perception. MDMA acts by increasing the activity of three neurotransmitters: serotonin, dopamine, and norepinephrine. Other effects include confusion, depression, sleep problems, drug craving, and anxiety, which may occur days or weeks after use.
Hallucinogens: This category includes phencyclidine (PCP or “angel dust”) and amphetamine variants, which have mind-altering effects. Perception and cognition are impaired, and muscular coordination decreases. Speech may be blocked and incoherent. Chronic users of PCP may have memory problems and speech difficulties lasting six months to a year after prolonged daily use. Depression, anxiety, and violent behavior also occur. Large doses produce convulsions, comas, and heart and lung failure.
Lysergic acid dyethylamine (LSD or “acid”), mescaline, and psilocybin (mushrooms) cause illusions, hallucinations, and altered perception of time and space. Physical effects include dilated pupils, elevated body temperature, increased heart rate and blood pressure, decreased appetite, insomnia, and tremors. Psychological reactions include panic, confusion, paranoia, anxiety, and loss of control. Flashbacks, or delayed effects, can occur even after use has ceased.
Marijuana (Cannabis): Physical effects include elevated blood pressure, a dry mouth and throat, bloodshot and swollen eyes, decrease in body temperature, and increased appetite. Smoking cannabis can lead to chronic lung disease and damage to the pulmonary system.
Use of marijuana is also associated with impairment of short-term memory and comprehension, an altered sense of time, and a reduction in the ability to perform motor skills such as driving a car. Marijuana abuse also can produce listlessness, inattention, withdrawal, and apathy. Abuse can intensify underlying emotional problems and is associated with chronic anxiety, depression, and paranoia.
Narcotics: Narcotics include heroin, methadone, morphine, codeine, OxyContin, Vicodin, and opium. After an initial feeling of euphoria, usage causes drowsiness, nausea, and vomiting. Effects of overdose include slow and shallow breathing, clammy skin, convulsions, coma, and possible death. Physical and psychological dependence rates are high. Severe withdrawal symptoms include watery eyes, runny nose, loss of appetite, irritability, tremors, panic, cramps, nausea, chills, and sweating. Use of contaminated syringes may lead to infection with HIV, hepatitis, and other diseases.
Stimulants: Amphetamines and other stimulants include “ecstasy” and “ice” as well as prescription drugs such as Adderall and Ritalin. The physical effects produced are elevated heart and respiratory rates, increased blood pressure, insomnia, and loss of appetite. Sweating, headaches, blurred vision, dizziness, and anxiety also may result from use. High dosage can cause rapid or irregular heartbeat, tremors, loss of motor skills, and even physical collapse. Long-term use of higher doses can produce amphetamine psychosis, which includes hallucinations, delusions, and paranoia.
Synthetic marijuana (Spice, K2): Spice, K2, and other “incense blends” are products that contain dried, shredded plant material along with synthetic forms of THC, the psychoactive component of the Cannabis sativa plant (marijuana). The exact chemical composition of the products is unknown, may vary across brands and batches, and may contain harmful heavy metal residues. Synthetic cannabinoids bind to the same brain receptors as natural marijuana, but several strains bind more strongly to the receptors, which could lead to much more powerful and unpredictable effects. Short-term effects may include rapid heart rate, vomiting, agitation, confusion, and hallucinations.
5. Resources on Alcohol and Other Drugs
A. Educational Programming
The Gordie Center for Substance Abuse Prevention - The coordinating body for substance abuse prevention and education at the University (email@example.com or 924- 5276).
University Police Department - Officers provide information and seminars on the legal aspects of areas related to substance abuse (924-7166).
Alcohol and Drug Abuse Prevention Team (ADAPT) - A peer education group sponsored by Student Health’s Gordie Center for Substance Abuse Prevention that promotes awareness, provides educational outreach, and serves as an accessible resource for students (firstname.lastname@example.org or 924-5276).
Peer Health Educators (PHEs) - A peer education group sponsored by Student Health’s Office of Health Promotion that provides informal educational sessions on alcohol, drugs, and other health issues (924-1509).
Student Athlete Mentors (SAMs) - The Gordie Center for Substance Abuse Prevention and the Intercollegiate Athletics Department recruit and train members of each athletic team to coordinate alcohol education programs for their teams and to serve as internal resources on University services (924-5276).
Hoos in Recovery - A social support network of University undergraduate and graduate students, staff, faculty, and alumni in recovery substance use disorders. Sponsored by Student Health’s Gordie Center for Substance Abuse Prevention, the group meets weekly in addition to monthly social events (HoosInRecovery@virginia.edu or 924-5276).
B. Consultation and Treatment
Brief Alcohol Screening and Intervention for College Students (BASICS) – Student Health’s Gordie Center for Substance Abuse Prevention coordinates this confidential evidence-based program available for UVA students who want to learn how their alcohol use compares to others and to explore moderation strategies to reduce negative consequences. Registration is available at www.virginia.edu/basicsprogram.
Student Health’s Counseling and Psychological Services (CAPS) – CAPS provides assessment, counseling, medication management and referral assistance for students seeking help with substance abuse concerns. CAPS is also available to consult with staff, faculty, family members and friends who may be concerned about a student’s substance use (434-243-5150).
Faculty and Employee Assistance Program (FEAP) – The University through FEAP offers employees and their families assessment, brief counseling, referral, and follow-up with common concerns at no cost to the employee. FEAP will also provide consultation to supervisors and managers to assist in addressing employee/team challenges. Please call FEAP at 434.243.2643 to speak with a counselor or visit their website.
UVA Center for Leading Edge Addiction Research (CLEAR) – A research-based treatment clinic that combines medications, which target different brain pathways known to be involved in the rewarding effects of drugs, with behavior-changing techniques in an effort to reduce craving associated with substance abuse (434-243-0541).
C. Related Information
Do I Need a Banquet License?
- Banquet licenses are offered for a variety of situations in which alcoholic beverages may be served on a temporary basis, generally for nonprofit purposes.
- If ALL of the following criteria are met for the event, then no license is needed (unless required by locality or facility).
- The event is private (i.e., not open to the public and not in a public place).
- Money is not exchanged for alcohol or otherwise.
- The event is not held on a club or non-licensed restaurant premises.
- Alcohol purchased for the event is NOT from a wholesaler/distributor.
In all other cases, a license is needed and is bound by the information presented below. Contact your regional ABC office with any questions.
- This license is issued to individuals (representing themselves or a group/company) for private events where alcohol is provided at no charge to guests. Also known as a “one-day” license.
- Authorizes complimentary beer, wine or mixed beverages; guests may bring their own alcohol; and beer and/or wine sales (not for profit).
Banquet Special Event
- This license is issued to duly organized, nonprofit corporations and associations raising money for athletic, charitable, educational, political or religious purposes.
- Authorizes beer and/or wine sales (not for personal monetary gain). Guests may bring their own alcohol. (NOTE: This does not authorize the sale of mixed beverages.)
- Banquet and banquet special event license costs:
- $40 (state license fee)
- $15 (nonrefundable fee)
- $55 (single-day rate)
- $40 (each additional day)
Apply for all banquet licenses using eBanquet. You may use your credit card. Banquet applications may be completed online if submitted at least 12 days prior to the event date.
Use of University Equipment
The administrative head of each unit of the University, or the head of a sub-unit when so delegated, is responsible for the control and accountability of use of all equipment assigned to the unit and for assuring that use of the equipment is consistent with this policy and the purpose, mission, and goals of the University.
Students are allowed reasonable use of University equipment when it is related to scholarship, research, public service, and/or approved extracurricular activities. Such use requires approval of the appropriate equipment supervisor, provided the University incurs no unreasonable costs for materials, supplies, maintenance, and/or repairs. University-owned equipment and related consumable materials may not be used by students for personal or commercial purposes unrelated to the University’s mission.
Equipment Brought onto Grounds
To ensure the safety of students, the following equipment must be approved and/or inspected by the appropriate facility director prior to any scheduled event by a student organization:
- Any equipment requiring electricity, including, but not limited to, DJ equipment, audio mixers, speakers, amplifiers, and lighting.
- Electrical equipment connected to one or more electrical accessories, such as a laptop computer linked to an LCD projector and audio equipment.
- Any decorations a student organization places in a University space. Fabrics and/or free-standing structures must be inspected. All fabrics must have a flame certificate that complies with NFPA 701.
Use by Unaffiliated Individuals or Organizations
Use of University equipment by individuals who are not enrolled or employed by the University, as well as use by any external organization, is not permitted without approval by the appropriate equipment supervisor, and use must meet one of the following criteria:
- The use is in connection with approved University-sponsored or approved activities, events, or services. (Refer to Use of University Facilities and Limits on Advertising and Solicitation.)
- The use is part of a contractual agreement between the University and a government agency, a private business, or another educational institution, and the agreement has been reviewed for consistency with University policy relative to competition with the private sector and unrelated business income by the administrative head of the related unit with the assistance of the Office of the General Counsel.
- The use is by official visitors to the University and is appropriate to the purpose of the visit.
- The use is in connection with a public service activity, and the equipment does not exist elsewhere or is not reasonably otherwise available to the user.
Additionally, the equipment supervisor may establish a user fee when appropriate. Such a fee must be approved in accordance with the University’s Services and Activities procedures.
Use of University Facilities and Limits on Direct Solicitation and Advertising
The University of Virginia is a community in which the ideals of freedom of inquiry, thought, and expression are respected and sustained. The University is committed to supporting the exercise of protected expression in University-controlled facilities while maintaining an atmosphere free of disruption.
The University has established requirements for use of its facilities in order to: (1) focus on its mission; (2) provide a safe environment; and (3) preserve the aesthetics of the Grounds.
University Facility: Any defined space of the University, including a room, lab, series of labs, building or controlled outdoor area.
University Property: Land or buildings the University owns or leases and is under the direct control of the Board of Visitors. University property also includes premises the University uses for activities of its offices, departments, personnel or students.
The use of University facilities must:
- not disrupt student education, academic activities, research, patient care, scheduled events, University functions, or the faculty/staff work environment;
- be safe for participants and not generate security issues; and
- preserve the integrity and aesthetics of the University’s property.
This policy does not apply to: (1) use of University facilities for official events sponsored by the University; (2) use of University facilities by its employees acting in the course of their job responsibilities or other official University activities; or (3) vendors and other third parties that have a contractual relationship with the University.
Expressive activity under this policy is not considered speech made by, on behalf of, or endorsed by the University of Virginia.
Subject to reasonable, time, place and manner restrictions, University facilities may be made available, on a first-come, first-serve basis to students, employees, and third parties as outlined below. Access shall be granted without regard to the content or viewpoint of speakers or their sponsors. Individual schools and departments may adopt guidelines governing the use of their facilities provided they are consistent with this policy.
- Access by Students. Students have priority use of University space designated for student activities. Other University facilities may be reserved for extracurricular activity by student groups or student organizations having an active Contracted Independent Organization Agreement, Fraternal Organization Agreement, or Special Status Organization Agreement with the University.
- Access by Employees. Employees may use University facilities for meetings and events related to professional associations/organizations or programs consistent with the University’s mission.
- Access by Third Parties. Third parties (e.g., non-University affiliated organizations, commercial sponsors, non-profit organizations, employees not acting in their official/professional capacities, etc.) must be sponsored by a student group/organization or a University department in order to use a University facility. A Use of Space Agreement (for University facility) or a Display of Information Space Request (for Medical Center facility) must be executed and the event must be conducted in a manner that does not hinder or disrupt the University’s mission. If a resource or scheduling conflict arises, events by University departments and student groups shall have scheduling priority over events and activities conducted by third parties.
Admission Fees. Admission may be charged for events sponsored by University groups and student organizations, but no admission fees may be charged for events held at the Rotunda.
Protests and Demonstrations. Peaceful protests and demonstrations on outdoor University property are permitted unless they disrupt normal operations or obstruct access to offices or buildings. Unauthorized entry into or occupation of any University office, building or area is prohibited. Protesters may assemble and express their views, but may not disrupt an invited speaker or hinder the ability of other attendees to see or hear a speaker. Persons engaging in disruptive behavior may be removed, subject to disciplinary action, and/or prosecuted for trespass, disorderly conduct, or other offenses under state law
Limits on Advertising, Sales and Solicitation. Direct advertising, sales, and solicitation by outside vendors are not permitted on Grounds, in University Housing, or in the Medical Center. Students and student organizations may, however, engage in promotional and fundraising activity if such activity does not disrupt University business, generate security issues, duplicate services or goods provided at the University, block sidewalks or roads, or impair the aesthetics and integrity of University property.
The following sites may be reserved for promotional activities or fundraising by students: northwest sidewalk of the lower Lawn, second floor of Newcomb Hall, Monroe Plaza, and Observatory Hill. No sales or promotional activity is permitted on the upper Lawn, in the Academical Village, or in the Gardens. Promotional activity or fundraising by students shall occur only between the hours of 9 a.m. and 7:00 pm.
Use of Lawn and Gardens. Tables are permitted on the lower Lawn only by reservation and may not be used for a period of time that exceeds three consecutive days. Outdoor events on or around the Lawn or Gardens must be approved, in advance, by the Office of the Dean of Students Event Planning Services. No structure is permitted on the Lawn except those deemed necessary by the University to accommodate residents and visitors or support official University functions.
Use of the Rotunda Space in the Rotunda may be reserved for dignified occasions by University departments, student groups recognized by Student Council, University-contracted independent organizations, or University-related foundations. Reservations will be made in accordance with the guidelines set forth below and in accordance with University regulations. Depending on the event, more specific policies may apply and will be discussed before the reservation is finalized.
Any event held in the Rotunda must be related to the University’s primary mission. Assignment of space shall be content neutral. Because of the heavy demand, it will be the responsibility of the Rotunda Manager to make the facilities available to as many requesters as possible, avoiding overuse of any group. The Rotunda will not be used for private parties (e.g., wedding receptions) nor will it be used for events requiring the collection of admission fees. No displays of corporate sponsorship are allowed in the Rotunda. The Rotunda, like all of the University’s buildings, is smoke-free.
The Dome Room and other Rotunda spaces may be used after the normal closing hour for the Rotunda (5:00 p.m.) only if official Rotunda personnel are present. Users will be billed for the cost of these employees on an hourly basis. A rental fee will also be assessed. For a list of places that may be reserved and associated capacities and fees, please see the Rotunda web site at rotunda.virginia.edu. All events are to end and all guests must vacate the premises by 10:00 p.m. This curfew is strictly enforced. Candles with flames are not permitted for events held in the Rotunda.
University Dining Services is the exclusive caterer for all Rotunda events. No food or beverages may be brought into the main Rotunda building from an outside source. Food and beverages may be brought into the Multipurpose Room in the southwest wing of the Rotunda, but not delivered. Users of the Multipurpose Room are responsible for all cleanup, and the privilege of reserving the space may be suspended if the group does not adhere to the guidelines. Except for official University-wide functions, the Dome Room will not be used for breakfasts, luncheons, or meeting breaks; these events may be scheduled in the Lower West Oval Room or the Multipurpose Room. All events where alcohol will be served, whether sponsored by a department or student group, require the approval of the Vice President and Chief Student Affairs Officer or her/his designee consistent with the University’s alcohol policy. A signed alcohol approval form from the Office of the Vice President and Chief Student Affairs Officer must be received by the Rotunda Manager at least two weeks prior to the event. No alcohol may be served on the Rotunda terraces and porticos or in the courtyards during the academic year.
No furnishings, antique objects, tables, chairs, or heavy equipment may be moved in any of the rooms without the permission of the Rotunda Manager. If permitted, furnishings and antique objects will be moved only by qualified University employees trained to do this without hazard to the building and other furnishings. The user may be charged for costs associated with the move if it is necessary to use staff beyond the Rotunda employees. Heavy equipment or musical instruments such as pianos are not allowed in the Dome Room. The Rotunda Manager must be notified of any equipment (i.e. conference/audiovisual equipment, musical instruments, etc.) required for an event or brought into the Rotunda for use during an event, and approval must be granted (approval must be obtained at least 48 hours prior to the event).
Because of the high demand for use of the Rotunda, all requests for its use must have a University-affiliated sponsor. A University of Virginia department, contracted independent organization, or University-related foundation may serve as a sponsor. A representative of the sponsor must be present during the event and will serve as the liaison with Rotunda and other University staff.
For events scheduled outside of the normal operating hours of 9:00 a.m. to 5:00 p.m., the room usage fee is required at the time the reservation is made. Following the event, a bill for security staff will be sent to the sponsor. No refunds will be issued for events cancelled less than 30 days prior to the event. Users are required to agree in advance to pay for damage done to the Rotunda as a consequence of their event.
During the time the Rotunda is open to the public (usually 9:00 a.m. to 5:00 p.m.), Dome Room events will not normally be closed to the public. The oval rooms and the Multipurpose Room, if reserved, may be used for events which are closed to the public. Events that do not conflict with inside users may be held on the North or South Porticos of the Rotunda (including the steps) and the Esplanade (North Terrace) provided that they are dignified occasions. Additional permissions must be granted for the use of amplified sound. Reservations for these exterior spaces may be made through the Rotunda Manager.
Students are encouraged to use the Dome Room, Upper West Oval Room (lounge), North Oval Room, and Lower West Oval Room for study whenever the rooms available during normal open hours and during the designated study hours of 5:00 to 10:00 p.m. on Sunday, Monday, and Tuesday evenings during the academic year, subject to normal regulation by the Rotunda Manager. Throughout the exam periods, student study hours will extend to midnight.
An elevator to the upper floors is available for those visitors to the Rotunda with mobility limitations.
To reserve space in the Rotunda please fill out the reservation request form that may be found on the Rotunda web site. For reservations on the outside terraces, please contact the Rotunda Manager at 434-924-7969 or email@example.com.
Questions about application of this policy may be directed to the Office of the General Counsel at (434) 924-3586.
Schedulers for the Extracurricular Use of University Facilities:
For information on all other spaces, contact the Office of the Dean of Students Event Planning Services or the appropriate facility director.
The Source: See Department Scheduler Contact List.
University Services and Activities
These policies and procedures were adopted to ensure that services and activities offered by the University are consistent with the mission of the University and do not compete unfairly with the private sector.
- General Policy
- When determining whether University services and activities should be maintained, supported or established by the University, the following factors will be considered:
- Does the service or activity play a significant role in the fulfillment of the University’s educational, research, public service and/or support functions, without regard to profit?
- Does the activity provide an important service at a reasonable cost to the University?
- Will this activity provide a convenience to staff, faculty, students and patients because of location or other considerations?
- Does the activity offer a required service which the private sector cannot conveniently, adequately or economically provide?
- Will the program or activity unnecessarily duplicate services already provided at the University?
- Goods and services may be offered to the general public when incidental to the provision of such goods and services to University faculty, staff, students and patients. Such University services and programs should, however, further the University’s mission. (Such services and goods could include food, refreshments, mementos, etc., provided in conjunction with approved University programs.)
- Services and activities should not be offered to the general public or to the University community solely as a means of creating additional revenue or because the University can provide the service at a cost savings to its faculty, staff, students and patients.
- Services and activities should be reviewed periodically, as provided below, to ensure conformance with the intent and purpose of this policy.
- This policy does not apply to instructional programs currently approved by the Provost or sponsored program activities currently reviewed by the Office of Sponsored Programs.
- New or Expanded Services and Activities: All new or expanded services and activities, except those relating to degree programs and course offerings, must pass through a four-step review process before being offered to the general public or to University faculty, staff, students and patients. If a proposal is offered before final approval is secured under these procedures, the University will not be responsible for any commitments, obligations or expenses incurred if the proposal is disapproved.
- The proposal must be approved by the responsible department head or dean. If such approval is obtained, an activity description must be prepared. The activity description should include the following information to demonstrate that the proposal meets the conditions of the Services and Activities Policy or that sufficient justification exists for an exception to those conditions:
- A statement of the activity’s purpose describing the goods and services it will provide.
- An analysis of costs (including rate calculation) and benefits of the service and of what alternatives exist through other sources to provide similar services. This comparison should also evaluate quality, price and convenience compared to services which could be purchased on the outside.
- Documentation showing the funding source or the extent to which the activity must be subsidized by the University, including required usage of University facilities and services and the intended disposition of any net income generated by the activity.
- Factors pertinent to the proposed or current activity which show how it affects the overall mission of the University.
- A statement describing the customers served, methods of customer solicitation and planned pricing policies.
- The activity description must be sent to the Assistant Comptroller for Financial Analysis or, if a Hospital activity, to the Director of Finance of University Hospitals. The Assistant Comptroller or Director of Finance should review the activity to ensure congruence with the policy on Services and Activities and to secure additional reviews from the General Counsel, the Director of Governmental Relations, Risk Management and Budget Office, as appropriate. Such reviews could turn up potential problems such as unrelated business income (by the General Counsel); political sensitivity to competition with private business (by Governmental Relations); uninsured risks (by Risk Management); and lack of funds to cover overhead (by the budget office).
- Upon completing this review, the Assistant Comptroller or Director of Finance must send a brief analysis of the proposal and recommendations for its adoption, modification, or rejection to the department head or dean. If the department head or dean proposes alterations in the proposal in response to the recommendations, the proposal goes back to step 2 of this process. If the Assistant Comptroller or Director of Finance recommends adopting the proposal, or if the department head or dean continues to support the program despite a negative recommendation, the activity description and the recommendations must be sent to the Senior Vice President and Chief Financial Officer.
- Existing Services and Activities
Services and activities provided by the University will be reviewed at least once every five years by the responsible Vice President to make sure they are in compliance with the intent and purpose of the University’s policy on Services and Activities. This review should include consideration of the information contained in an activity description as outlined in Paragraphs 1(a), 1(b), 1(c), 1(d) and 1(e) of Section II. A of this procedure.
The safety of the university community is protected by the reasonable regulation of weapons, fireworks, and explosives.
Members of the university community: The possession, storage, or use of any weapon by any university student, faculty, employee, trainee, or volunteer, except a law-enforcement officer, on university property is prohibited.
General public and visitors: The possession, storage, or use of any weapon by the general public or visitors, except a law-enforcement officer, on university property in academic, administrative, athletic, entertainment, or student residence buildings, child care or dining facilities, or the University Medical Center, or while attending sporting, entertainment, or educational activities is prohibited. 8 VAC 85-20-30.