The information contained in the University Regulations: Non-Academic represents policies in place as of the current date. For access to earlier versions of policies governing prior time periods, please refer to the University Policy Directory. Direct links to the pertinent policies in the Directory also are available within each section below.
Click on a link to be taken to the entry below.
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 Event Planning Services (Division of Student Affairs) 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.
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 open and read those communications in a timely fashion.
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.
Assignment of a Student’s Primary Email Address: Information Technology Services (ITS) assigns each enrolled student a primary email address. The primary email address 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., firstname.lastname@example.org).
- Redirecting of Email: Students may use the UVA Email Address Management System to specify the email service to which messages sent to their primary email address will be delivered. In making these delivery choices, students are responsible for selecting the email service(s) they most frequently use to ensure they receive and read official University communications in a timely manner.
- Expectations Regarding Student Use of Email: Students are expected to check their official email addresses on a frequent and consistent basis to remain informed of University communications, as certain communications may be time sensitive. Students who fail to check their email on a regular basis are responsible for any resulting consequences.
- Educational Uses of Email: Faculty will determine how email or other means of electronic communication will be used in their classes. Faculty can expect students to read messages sent to their primary email addresses in a timely manner.
- Appropriate Use of Email:
- Email must not be used to communicate highly sensitive data as defined in the University’s Data Protection of University Information Policy, found at IRM-003: Data Protection of University Information.
- 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.
For additional information and to read the full policy, please see IRM-016: Use of Email for Official Communication with Students.
Exterior Posting and Chalking
The University is committed to promoting communication among students, faculty, the administration and the surrounding community. Posting and chalking on University property (excluding the Medical Center) is permitted under the following conditions:
All affiliated persons, student groups/organizations, and unaffiliated persons may engage in posting on University property in compliance with the following conditions:
- Exterior posting on University property is permitted on designated kiosks. Materials may not be placed on areas or surfaces not intended for posting such as trees, columns, lampposts, bollards, walls, trash receptacles, railings, newspaper racks, construction fences and bicycle racks.
- Postings are limited to one per individual/organization per kiosk on a first-come, first-serve basis.
- Flyers should not exceed standard letter-size paper (8 ½ x 11 inches).
- All materials posted shall clearly indicate the name of the sponsoring University department, office, student organization, independent group or outside organization.
- Materials shall be posted in such a manner as not to deface or damage the surface to which they are attached. Masking tape is an acceptable means of securing materials to a surface. Scotch or Scotch-type tapes and duct tape are not allowed; nor are liquid paste or cement of any type.
- With the exception of the Amphitheater, no bed sheets or similar large signs may be displayed on University property. Individuals/organizations wishing to place a sign in the Amphitheater need to obtain approval from Event Planning Services (Division of Student Affairs).
- No temporary structures (e.g., sandwich boards) may be placed on central Grounds for the purpose of providing space for posting flyers or other announcements, unless approved by Event Planning Services (Division of Student Affairs).
- All postings and/or announcements in Athletics Facilities are restricted and approved only in advance by the Department of Athletics, Facilities and Game Operations and/or by Event Management at the time of a particular event.
Only affiliated persons and student groups/organizations may engage in chalking on University property. Affiliated persons and student groups/organizations may engage in chalking in compliance with the following conditions:
- Chalk may be used on exposed (not below roofs or other overhangs) exterior concrete or asphalt sidewalks or walkways. Use of chalk on brick, slate, other stone surfaces, buildings, or other structures of any kind - with the exception of the University Remembrance Garden Wall - is strictly prohibited.
- Only non-permanent sidewalk chalk may be used. No paint, spray/adhesive chalks, markers or inks are allowed.
- Only one chalked message is permitted per sidewalk area (for example: one each to the north, west and east of the amphitheater; one each on the sidewalks surrounding the Lower Lawn).
- Compliance with Policy:
Posted materials which are not in compliance with these regulations will be removed by Facilities Management or other University officials without regard to content.
Failure to comply with the requirements of this policy may result in disciplinary action up to and including termination or expulsion in accordance with relevant University policies. Individuals and organizations, including student groups/organizations, failing to comply with this policy may jeopardize future posting privileges; be liable for damage and/or clean-up costs if any are incurred; jeopardize funding or other privileges afforded to them; or face charges before the University Judiciary Committee.
Any person who violates this policy may be removed and/or prosecuted for trespass or other offenses in accordance with federal or state law.
Questions about this policy should be directed to Newcomb Hall.
Facilities Management will remove all posting from kiosks once a week on Monday mornings before 9 a.m. Any posting or chalking that is not protected by law (true threats, obscenity, copyright or trademark violation, etc.) may be removed at any time.
Facilities Management will remove all messages from the University Remembrance Garden Wall once a week on Monday mornings before 9 a.m. A two week extension may be granted upon written request to the Office of the Dean of Students in order to honor individuals who passed away during the preceding month.
For interior postings, separate restrictions apply. Please contact building or residence hall managers for information.
For additional information and to read the full policy, see PRM-008: Exterior Posting and Chalking.
Food Service Provided by Student Organizations
Food service provided on University property by student organizations must comply with the guidelines established by the University. 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.
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.
Event Planning Services (Division of Student Affairs) 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.
University Dining Services, through its Catering Department, has the capability and facilities for providing catering services to departments, faculty, staff, students, officially sponsored or recognized organizations, other state agencies in the local area, and non-state organizations or firms providing a benefit or service to the University (e.g., recruiters on Grounds). Catering service is available on and off Grounds. University Catering service is the only caterer allowed to cater in the following locations:
- All Dining Services facilities
- The Rotunda
- Newcomb Hall Ballroom and Commonwealth Room
- Colonnade Hotel
- President’s Box at Scott Stadium
- John Paul Jones Arena
- Davenport Field Suites
- Forum at Observatory Hill Dining Hall
- Green Room at Runk Dining Hall
For additional information and to read the full policies, please see FIN-007: Locations Requiring Use of UVA Catering and STAF-001: Food Service Provided by Student Organizations.
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, visit the Hoos Against Hazing website.
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.
*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.
Issuance and Use of University Identification Cards
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). To read the full policy, see HRM-002: Issuance and Use of University Identification Cards.
Maintaining Current Residential Address
Students are required to maintain correct address information in their Student Information System (SIS) 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.
For additional information and to read the full policy, see STAF-007: Maintaining Current Residential Address.
Managing Export and Sanction Compliance in Support of University Activities
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 FIN-043: Managing Export and Sanction Compliance in Support of University Activities.
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. 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.
Mass electronic mailings (single or multiple electronic mailings of the same or similar content received by a total of 1,000 or more email addresses) sent by enrolled students and others assigned University email accounts using University-owned or -contracted resources to individuals or groups within or outside the University must be related to the University’s mission.
Mass electronic mailings to certain large population segments must have executive-level approval in advance of issuance. Specifically:
- The President, Executive Vice President & Chief Operating Officer, or their designee(s) must approve electronic mailings to the entire University of Virginia community, i.e., all email account holders (faculty, staff, students, and others assigned University email accounts). Such mailings generally should be reserved for major announcements and critical health and safety notices.
- The Vice President & Chief Human Resources Officer or designee(s) must approve electronic mailings to all staff or all faculty and staff.
- The Vice President & Provost or designee(s) must approve electronic mailings to all faculty.
- The Vice President and Chief Student Affairs Officer or designee(s) must approve electronic mailings to all students, all graduate students, all undergraduate students, or parents of all enrolled students.
- Deans or their designee(s) must approve electronic mailings to all faculty or students within a school.
Mass electronic mailings must also comply with relevant federal and state laws, as well as University policies, including those governing IT resources, security considerations, and ethics in computing. For additional information and to read the full policies, see IRM-006: Mass Electronic Mailings and IRM-002: Acceptable Use of the University’s Information Technology Resources.
Open Burn and Open Flame Operations at the University of Virginia
Unless otherwise permitted under this policy, a person shall not use an Open Flame or Open Flame Device unless it is: (1) approved by the Office of Environmental Health & Safety (EHS) or the UVA Medical Center Fire Protection Inspector’s Office as appropriate; (2) conducted in accordance with applicable University or Medical Center procedures; and (3) conducted in accordance with the Virginia Statewide Fire Prevention Code. A person shall not use an Open Flame or Open Flame Device in any place where flammable, combustible, or explosive material is utilized or stored. Open Burn and Open Flame Device use and operation in any University Facility or on University Property must be operated and managed in accordance with this policy.
A request must be made to EHS or the UVA Medical Center Fire Protection Inspector’s Office for the purpose of an Open Burn and Open Flame Device use and operation. EHS and/or the UVA Medical Center Fire Protection Inspector will review the request to ensure the Open Burn and Open Flame Device is used in accordance with and meets the requirements of (1) the Virginia Statewide Fire Prevention Code; (2) Statewide Burning Laws; (3) EHS procedures; (4) UVA Medical Center procedures; and (5) applicable local City and County codes and regulations. Each request will be reviewed to ensure the safety of the University’s faculty, staff, students, patients, and visitors and for stewardship of the University’s facilities and property. EHS or the UVA Medical Center Fire Protection Inspector shall notify the requesting party of the approval or denial of a request for permission granted under this section permitting an Open Burn or use of an Open Flame or Open Flame Device. EHS or the UVA Medical Center Fire Protection Inspector shall concurrently notify the University Police Department of any approval or denial under this section and confirm receipt by the University Police Department.
The following are exempted from the requirements of this policy:
- Outdoor cooking operations where propane and charcoal are used in a safe manner. Ashes, cinders, and coals shall be disposed of in an approved manner. Contact EHS or the UVA Medical Center Fire Protection Inspector for disposal guidelines.
- Indoor and outdoor use of Sterno, for the purpose of warming foods. Such use should be maintained and operated in an approved manner. Contact EHS or the UVA Medical Center Fire Protection Inspector for operating guidelines.
- Laboratory flame producing equipment.
For additional information and to read the full policy, see SEC-032: Open Burn and Open Flame Operations at the University of Virginia.
Parental Notification Regarding Alcohol and Other Drugs
The University will notify parents of dependent students (for federal tax purposes) when it becomes aware that a University of Virginia student has been arrested for an alcohol- or drug-related violation.
The University strives to educate all students on the risks associated with substance abuse and the illegal 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.
For additional information and to read the full policy, see STAF-005: Parental Notification Regarding Alcohol and Other Drugs.
Parental Notification Regarding Psychological Emergency
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 Student Health or a University counseling 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.
For additional information and to read the full policy, see STAF-006: Parental Notification Regarding Psychological Emergency.
Parking at the University of Virginia is generally allowed only by permit, except at meters or in attended lots. Permits are valid only in the designated lot and subject to posted restrictions.
Parking regulations remain in effect throughout the year, unless otherwise posted. Permit regulations are lifted during certain University and Medical Center holiday seasons. Permit regulations are not lifted during student breaks, but temporary permits for certain lots may be purchased during such periods.
Painted curbs also indicate controlled areas. Yellow paint means parking is prohibited at all times. Red paint means parking is limited according to the posted signs.
Visitors may park in designated areas throughout the University. The Medical Center has designated parking for patients and visitors. Visitors may purchase temporary permits for varying periods of time. The University assumes no responsibility for the care and protection of any vehicle or its contents while parked in any University-controlled area.
For additional information and to read the full policy, see PRM-010: Parking Regulations.
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 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 the policy on Use of University Facilities or Property and Limits on Direct Solicitation and Advertising for additional 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 the UPD, the Fire Marshal, 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 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 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 UPD for these events, and the number of officers present is at the discretion of 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. See the University’s Notice of 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. You may report discrimination and harassment to the University through Just Report It, the University’s online reporting website, or by contacting 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 email@example.com. The Title IX Policy and Procedures are also available on the EOCR website.
Preventing and Addressing Threats or Acts of Violence
The University promotes a safe environment in which to learn and work by strictly prohibiting threats or acts of violence by or against members of the University community including, but not limited to, the following:
- Intentionally causing physical injury to self or another person;
- Engaging in behavior that creates a risk of physical injury to self or another person (e.g., stalking);
- Brandishing or using a firearm, weapon, or other device in violation of law or University policy;
- Intentionally damaging property;
- Threatening to cause injury to self or another person, or to damage property; or
- Other conduct prohibited by law or University policy (e.g., harassment).
The University prohibits threats and acts of violence on University property and within University facilities. In addition, the University prohibits threats or acts of violence at any University-sponsored event; while engaged in University business, educational or athletic activities; and while traveling in University vehicles. The University also will evaluate any conduct of which it becomes aware that occurs off-duty or outside the above-listed activities, when that conduct may impact an employee’s or student’s relationship with the University community.
Members of the University community are responsible for reporting abnormal or troubling behavior to the appropriate University department or office and providing all available information concerning the nature of the behavior and the individual:
- Threats or acts of violence should be reported immediately to the University Police Department by calling 911 – when in doubt, call 911 and the call taker will evaluate the situation to determine an appropriate response;
- Faculty or staff behavior that causes concern or apprehension, but is not an immediate threat or act of violence should be reported to University Human Resources (UHR);
- Student behavior that causes concern or apprehension, but is not an immediate threat or act of violence, should be reported to the Office of the Dean of Students (ODOS).
No person who, in good faith, reports threatening or otherwise troubling behavior in accordance with this policy will be subject to retaliation.
Reports and referrals under this policy will be handled discreetly to protect both the alleged victim and suspect and in accordance with all federal and state laws and other University policies.
For additional information and to read the full policy, please see HRM-028: Preventing and Addressing Threats or Acts of Violence.
Prohibition of Food and Drink in Research Laboratories
The consumption, use, or storage of food and drink in laboratories or laboratory support rooms in which chemical, biological, or radioactive materials are used is prohibited.
Exceptions: When the only hazardous materials used in the laboratory are chemicals in such small quantities or of low toxicities that should not present a health hazard, the Office of Environmental Health and Safety (EHS) can evaluate the work area, and, if appropriate, the area can be approved for storage and consumption of food and/or drink.
For additional information and to read the full policy, see VPRS-001: Prohibition of Food and Drink in Research Laboratories.
Prohibition of Self-Balancing Electric Wheeled Boards (Hoverboards) at the University
Due to the safety risks (injury to self, others, and fire risk) of self-balancing electric wheeled boards (Hoverboards), the use, possession, charging, and/or storage of these devices is prohibited on the University Grounds, in University facilities, in University housing, or on University or Medical Center property. Self-balancing electric wheeled boards are defined as a type of portable, rechargeable personal mobility device that uses gyroscopic technology to allow an operator to balance on a small-wheeled platform. These devices are commonly referred to as “Hoverboards,” but may also be referred to as Swagways, IO Hawks, and Skywalkers.
For additional information and to read the full policy, see SEC-036: Prohibition of Self-Balancing Electric Wheeled Boards (Hoverboards) at the University.
Protests, Demonstrations, and Other Expressive Activities during Official University Ceremonies and Events held at the Academical Village
Official University ceremonies and events sponsored by either (1) the Office of Major Events or (2) another University office with the endorsement of the University President and held in the Academical Village always create special challenges for the University because of the great number of activities occurring during that period across University Grounds and the large number of people attending them. Because of this, the University has established the following policy that is specific to these official University ceremonies and events. During these occasions, this policy supersedes all other policies regarding use of University Grounds and facilities to the extent such policies may be inconsistent with this one.
[Note: Use of “ceremonies,” “events,” and “occasions” throughout this policy refer to official University ceremonies and events sponsored by either (1) the Office of Major Events or (2) another University office with the endorsement of the University President.]
Attendance at these official ceremonies and events is by invitation only unless otherwise noted. Those in attendance without having been invited or otherwise having been authorized to attend may be asked to leave if their presence creates disruption, impedes movement of invited guests from place to place, or otherwise creates unsafe conditions for participants or invited visitors.
Because of the large crowds and multiple venues that are typical of these occasions, activities that otherwise may be consistent with University policy may be impermissible during that period.
During official ceremonies and events, items currently approved and authorized to be carried are placards that are not attached to sticks and balloons as long as those placards and balloons are not so large or unwieldy as to obstruct or interfere with the official ceremony or event.
Items held or carried must not obscure the view of participants or invited visitors or interfere with these official ceremonies and events.
Activities of participants or invited visitors must not interfere with the official ceremony or events.
No non-University commercial solicitation will be allowed on University Grounds during these occasions.
Protests, demonstrations, and other expressive activities may take place during official University ceremonies and events within the following area of University Grounds: in the area bounded by Alderman Library, Monroe Hall, Peabody Hall, Special Collections Library, and McCormick Road (subject to space needed for emergency medical services). If the official ceremony or event is moved to the John Paul Jones Arena, this policy remains applicable and the designated area is the grassy area outside the north entrance of University Hall.
Even within this designated area, protests, demonstrations and other expressive activities, including distribution of leaflets or other written materials, may not:
Block or impede pedestrian or vehicular traffic along streets and sidewalks;
Involve placement of tents or other temporary structures;
Interfere with or impede official ceremonies, events and activities;
Use sound amplification devices; or
Violate applicable law or University rules, regulations, or procedures.
Persons Lawfully in Charge
Ushers and representatives of the offices of the president or vice president and chief student affairs officer are authorized to ask guests to modify behavior in accordance with this policy. In addition to University personnel responsible for the management or supervision of University property and activities, University law-enforcement officers are lawfully in charge of University property for purposes of forbidding entry upon or within or prohibiting remaining upon or within University property in violation of this policy.
Compliance with Policy
Persons in violation of this policy either will be instructed to bring their activities into compliance with the requirements set forth above or asked to leave. Failure to comply with the requirements of this policy may result in disciplinary action up to and including termination and expulsion in accordance with relevant University policies, including but not limited to the University’s Standards of Conduct, if applicable. Any person who violates this policy may be removed and/or prosecuted for trespass, disorderly conduct, or other offenses under law.
For additional information and to read the full policy, see SEC-039: Protests, Demonstrations, and Other Expressive Activities during Official University Ceremonies and Events held at the Academical Village.
Recording of Classroom Lectures and Distribution of Course Materials by Students
The University prohibits the recording or transmission of classroom lectures and discussions by students unless written permission from the Instructor has been obtained and all students in the class as well as guest speakers have been informed that audio/video recording may occur.
Recording of lectures or class presentations is solely authorized for the purposes of individual or group study with other students enrolled in the same class. Permission to allow the recording is not a transfer of any copyrights in the recording. The recording may not be reproduced or uploaded to publicly accessible web environments.
Recordings, course materials, and lecture notes may not be exchanged or distributed for commercial purposes, for compensation, or for any other purpose other than study by students enrolled in the class. Public distribution of such materials by students may constitute copyright infringement in violation of federal or state law, or University policy. Violation of this policy may subject a student to disciplinary action under the University’s Standards of Conduct.
It is not a violation of this policy for a student determined by the Student Disability Access Center (SDAC) to be entitled to educational accommodations, to exercise any rights protected under Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, including needed recording or adaptations of classroom lectures or materials for personal research and study. The restrictions on third-party web and commercial distribution apply in such cases.
Destruction of Approved Recordings
Students must destroy recordings at the end of the semester in which they are enrolled in the class unless they receive the Instructor’s written permission to retain them or are entitled to retain them as an accommodation authorized by SDAC.
For additional information and to read the full policy, please see PROV-008: Teaching Courses for Academic Credit.
Regulation of Weapons, Fireworks, and Explosives
The safety of the university community is promoted 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. A weapon is defined as any (i) firearm including any pistol, revolver, rifle, shotgun, air-pistol, paintball gun, or other instrument designed or intended to propel a bullet, cartridge, or other missile of any kind including a bow or cross-bow; (ii) dirk, bowie knife, switchblade knife, ballistic knife, butterfly knife, sword, machete, or other bladed weapon with a blade longer than four inches in length; (iii) razor slingshot, spring stick, metal or lexan knucks, or blackjack; (iv) flailing instrument consisting of two or more rigid parts connected in such manner as to allow them to swing freely, which may be known as nun chahka, nun chuck, nunchaku, shuriken, or fighting chain; or (v) disc, of whatever configuration, having at least two points or pointed blades that is designed to be thrown or propelled and that may be known as throwing star or oriental dart.
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.
Fireworks and Other Explosives:
Except as approved by authorized University personnel or otherwise authorized by applicable University policies and procedures, the possession, storage, or use of any firework or other explosive or any lethal combustible chemical or combination of chemicals on University property or while attending sporting, entertainment, or educational activities is prohibited.
For additional information and to read the full policy, please see SEC-030: Regulation of Weapons, Fireworks, and Explosives.
Requirements and Costs Associated with Student Health
All enrolled students are eligible to receive disability services free of charge. In addition, students who pay the comprehensive health fee are eligible to receive care at the Elson Student Health Center.
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 on the Department of Student Health website. Students entering the University in the fall or spring are required to complete and submit this form by the due date identified by the University each year. Students whose forms are postmarked after the due dates are subject to a late fee of $100.00.
- 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. For more information, including plan costs, please visit UVA Student Health Insurance Plan (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 Student Health that they have health insurance coverage that meets the University’s specific coverage requirements. To determine if their coverage meets the University’s requirements, students must complete a waiver application. Any student who does not demonstrate comparable coverage in the online waiver site, as determined by University of Virginia staff, will be enrolled in the University-sponsored health plan and billed for its full annual cost. See Hard-Waiver Health Insurance Program, which includes information outlining comparable coverage, for more information.
- 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.
- Compliance with Policy:
Failure to comply with immunization or insurance requirements will result in blocked registration until verification is provided.
For additional information and to read the full policy, see STAF-004: Requirements and Costs Associated with Student Health.
Residence Hall / Apartment Living Visitation
Visitations must be negotiated with respect for the 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 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 may not give keys or 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 their compliance with all University policies.
For additional information, see the Undergraduate Terms and Conditions of Housing.
Riding, Parking, and Storing Bicycles at the University
Encouraging the use of bicycles (bikes) 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 and in any Medical Center facilities.
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.
- Ride in accordance with Virginia State laws;
- Obey all traffic signs, signals, lights, and markings; and
- Where permitted, while on sidewalks and shared-use paths, yield the right of way to pedestrians and give an audible signal before passing a pedestrian.
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.
Bicycles may not be stored in suites, apartments, hallways, stairwells, or study lounges of University residential housing. Bicycles may be stored in student bedrooms as long as the means of egress is maintained. Bicycles that are not properly stored will be impounded by the Department of Parking and Transportation. The Parking and Transportation Office is located at 1101 Millmont Street, Charlottesville, VA, and is open from 7:30 a.m. to 5:00 p.m. Monday through Friday.
The University Police Department provides an opportunity for individuals to voluntarily register their bicycles as a passive anti-theft device. Registration is available online.
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.
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!
For additional information and to read the full policy, see PRM-019: Riding, Parking, and Storing Bicycles at the University.
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 any Deputy Title IX Coordinator at firstname.lastname@example.org or (434) 297-7988.
Smoking and Vaping by faculty, staff, students, and visitors are prohibited inside facilities owned or leased by the University (including all on-Grounds housing facilities) and in University-owned vehicles. It is also prohibited (1) within 25 feet of all entries, outdoor air intakes, and operable windows; and (2) in any outside area adjacent to a facility whose configuration and/or other physical conditions allow smoke/vapor either to enter and affect the internal environment or to unduly affect the environment of those entering or exiting the facility.
For additional information and to read the full policy, see SEC-028: No Smoking or Vaping.
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 University 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 HRM-041: 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 University 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, race, disability, marital status, national and ethnic origin, political affiliation, religion, sexual orientation, gender identity, veteran status, family medical or genetic information, as well as other forms of sex discrimination not covered by HRM-041: Policy on Sexual and Gender-based Harassment and Other Forms of Interpersonal Violence, 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 or designee. The Vice President (or designee) 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 (or designee) 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 University Judiciary 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 Interpersonal 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 HRM-041: Policy on Sexual and Gender-based Harassment and Other Forms of Interpersonal Violence. These forms of conduct (the “Prohibited Conduct”) are defined in the Policy. For additional information on related Procedures for Reports Against Students and the Resource and Reporting Guide for Students, see the EOCR website.
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: Available to address appropriate cases before the University Judiciary Committee and relevant issues arising in the context of Interim Suspension; and
- Procedure for Student Disciplinary Cases Involving Psychological Issues: The University Dean of Students may also invoke this procedure 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 University 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 (434-924-7133 or email@example.com) for full information on these procedures.
Cases Decided by the President
The University President may initiate, intervene in, and preempt proceedings before any University body when the President determines, in his 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 & 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 University Dean of Students (or designee).
For additional information and to read the full policy, see STAF-003: Statement of Students’ Rights and Responsibilities.
Student International Travel
The University has established requirements for students traveling outside of the national borders of the United States for University-related purposes, which include but are not limited to: study, research, internships, service, conferences, presentations, teaching, performances, recruiting, or athletic competitions. University-related purposes include any travel that is for academic credit and/or utilizes University resources. Schools and units may have additional policies and procedures that support this overall policy. Individuals planning and leading group travel activities that will involve students must also adhere to this policy.
The vice provost for global affairs is responsible for implementing this policy and acts as the University’s representative in all matters discussed in this policy.
Minimum Requirements for Students Traveling Abroad
All students and Graduate Medical Education (GME) trainees traveling abroad for University-related purposes must register their international travel in the University Travel Registry before the expected departure date and, if possible, should update the travel registry as additional information becomes available or changes occur throughout the duration of the trip, including additional countries added during travel.
Students traveling abroad for University-related purposes individually or as part of a University-organized group are required to:
- meet the eligibility requirements of their school of enrollment for education abroad (generally good academic and disciplinary standing);
- enter their travel information in the University’s Travel Registry;
- purchase a policy with the University’s designated health and emergency assistance insurance provider;
- affirm that they have read, understand, and agree to the University’s Conditions of Participation and Acceptance of Risk for international travel;
- enroll in the U.S. Department of State’s Smart Traveler Enrollment Program (STEP) if a U.S. citizen; and
- not travel to or through nations or regions which have a Level 3 or Level 4 Travel Advisory issued by the U.S. Department of State, are subject to a Level 3 Travel Health Notification issued by the Centers for Disease Control (CDC), are a U.S. Dept. of Treasury Sanctioned Country, or are subject to a travel restriction issued by the University unless granted an exemption.
Crisis response procedures are provided in the Crisis Management Plan for Education Abroad, available through the International Studies Office. University faculty, students, and staff are expected to follow these procedures. These procedures should also be employed to assist individual student travelers.
For additional information and to read the full policy, see PROV-010: Student International Travel.
Tent Use on University Property
Environmental Health & Safety (EHS) is responsible for all fire safety and related issues at the University of Virginia. All tents (regardless of size), whether they are rental, University-owned, or privately-owned, erected on University property must be assembled in accordance with the Uniform Statewide Building Code and the Virginia Statewide Fire Prevention Code.
All tents must be permitted by EHS prior to being erected. Final approval is not granted until the tent has passed inspection by EHS. Permit applications are to be obtained from EHS.
For additional information and to read the full policy, see SEC-013: Tent Use on University Property.
Terms and Conditions for Contracted Independent Organizations and Fraternal Organizations
To achieve Contracted Independent Organization (CIO) or Fraternal Organization (FO) status, an organization is required to execute the Contracted Independent Organization Agreement (CIO Agreement) or Fraternal Organization Agreement (FOA) with the University on an annual basis. These agreements define the University’s relationship with the organization and set specific terms and conditions the organization must meet in exchange for receiving certain enumerated University benefits.
CIOs are formed by University students to offer educational, service, and social opportunities. Membership is typically comprised primarily of students, faculty, staff, and alumni, but limited community membership in the organizations is common. The University does not use the concept of “recognizing” CIOs. CIOs operate independent of the University and are not agents, servants, or employees of the University. They do not have the authority to act for or commit the University to any activity, transaction, or agreement. The University does not supervise, direct, or control CIOs’ activities. Club Sports are CIOs comprised entirely of University students, faculty, and/or staff which offer recreational/athletic opportunities to their members. In addition to executing the CIO Agreement, Club Sports are required to execute a Club Sports Attachment on an annual basis.
FOs are student organizations in relationship with the University through an approved agreement and are governed by the National Pan-Hellenic Council (NPHC), the Inter-Fraternity Council (IFC), the Inter-Sorority Council (ISC), or the Multicultural Greek Council (MGC). FOs are comprised entirely of University students and offer educational, service, and social opportunities to their members.To read the full policy, including terms and conditions for CIOs and FOs, see STAF-002: Terms and Conditions for Contracted Independent Organizations and Fraternal Organizations.
Use of Alcoholic Beverages and Prohibition of Other Drugs
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. For additional information and to read the full policy, see STU-001: Use of Alcoholic Beverages and Prohibition of Other Drugs.
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 10 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 at http://vpsa.virginia.edu/alcohol.
- 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’s free online Alcohol Risk Management class (see course details and registration at http://vpsa.virginia.edu/eventmanagers). Please allow two weeks to complete the course prior to the event.
- 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.
Use of Amplified Sound on Outdoor University Property
Use of amplified sound on outdoor University property is subject to reasonable time, place, and manner restrictions. Use of amplified sound on outdoor property requires advance approval by Event Planning Services (Division of Student Affairs), Intramural-Recreational Sports for IM-Rec areas, Housing & Residence Life for residential community areas, or the Dean of the School of Medicine for outdoor University property near the School of Medicine.
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 outdoor University 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, residential living, research, or the faculty/staff work environment.
For additional information and to read the full policy, please see SEC-041: Use of Amplified Sound on Outdoor University Property.
Space in the Rotunda may be reserved for events, within the guidelines provided in this policy, by University schools, departments, and units; student groups/organizations; or University-Related Foundations. Assignment of spaces shall be content neutral. Spaces shall be made available on a first-come, first-serve basis. (Although this policy does not apply to official events sponsored by the University, official events sponsored by the University will take priority over any other event.) 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 is a smoke-free building. Any exceptions to these policies must be approved by the Rotunda Administration prior to the event. A representative of the reserving entity must be present at the event and will serve as the liaison with Rotunda and other University staff.
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 and security staff 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 website. 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.
Aside from the West Courtyard, exterior spaces such as Rotunda terraces, porticos, and courtyards are not spaces that may be reserved. Unless the reservation of the West Courtyard will interfere with other events or a prior reservation, the West Courtyard may be reserved only in conjunction with a reservation of the Multipurpose Room.
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 this policy.
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 require the approval of the Vice President and Chief Student Affairs Officer or her/his designee consistent with the University’s alcohol policy, STU-001: Use of Alcoholic Beverages and Prohibition of Other Drugs. No alcohol may be served on the Rotunda terraces and porticos or in the courtyards during the academic year.
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.
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 p.m. to 10:00 p.m. on Sunday, Monday, and Tuesday evenings during the academic year, subject to any changes by the Rotunda Administration. Throughout the exam periods, student study hours will extend to midnight.
For additional information and to read the full policy, see PRM-007: Use of the Rotunda.
Use of the University Libraries
The University of Virginia Library system seeks to provide all patrons with a welcoming, comfortable, and safe environment that promotes free intellectual exploration, research, and learning. In their use of the libraries, patrons must comply with policies specifically applicable to and posted at individual libraries such as Darden, Law, and Health Sciences. Central Grounds libraries are regulated by specific policies found at https://www.library.virginia.edu/policies. Members of the general public, “community patrons,” are welcome to use library facilities.
Library patrons are expected to respect the rights of others to use library resources and facilities in a quiet, clean, and peaceful atmosphere and to respect and care for all library materials, equipment, and property. Library patrons must not engage in disruptive activity or other behavior that interferes with the normal use and operation of the libraries (see https://www.library.virginia.edu/policies/use-of-the-library for specific library use policies applicable to Central Grounds library facilities).
The UVA libraries prioritize certain services, resources, and space to the University community and affiliated researchers. In particular, library computers are limited in number and often in high demand. Therefore, priority use of library computers is reserved for students, faculty, and staff engaged in education-related activities.
Failure to comply with library policies may be grounds for removal from the UVA library system on a temporary or permanent basis, removal from the University Grounds for trespass, or the filing of criminal charges. Use of the UVA libraries is a privilege, not a right.
For additional information and to read the full policy, see PRM-005: Use of the University Libraries.
Use of the University’s Federally Registered Trademark
The Rector and Visitors of the University of Virginia owns all of the names, nicknames, trademarks, services marks, seals, indicia, logos, and mascots which relate to the University of Virginia or which members of the public reasonably believe relate to the University of Virginia. A licensing program has been established so that the public properly identifies and associates University logos on products bearing the institution’s marks. The Sports Promotions and Marketing Office administers the licensing program. The Office of Licensing and Trademark maintains the official inventory of University names, indicia, and logos; approves and registers any new marks, logos, etc.; and maintains a list of licensees authorized to manufacture and distribute goods bearing the name, indicia, or logos of the University of Virginia. The University of Virginia Bookstore (Bookstore) has been designated an independent licensee. The Bookstore approves its own UVA logo designs and has the authority to license its own merchandise for sale in its retail location(s) in conjunction with the University’s designated licensing agent.
It has been determined by the University that the following products will not normally be licensed:
- Alcoholic beverages and statements promoting the use of alcoholic beverages,
- Bathroom articles (toilet seats, toilet paper, etc.),
- Sexually suggestive statements or articles,
- Statements infringing upon other schools,
- Political, sexist, racist, or religious products and/or statements,
- Items of poor quality in relation to the proposed sale price,
- Products bearing the name or likeness of or otherwise promoting a current University student-athlete,
- Any item not meeting minimum standards of quality and good taste or having abnormal product liability possibilities (athletic equipment, food stuff, products that due to content are unusually short-lived) as determined by the Licensing Director.
For additional information and to read the full policy, see GOV-004: Use of the University’s Federally Registered Trademark.
Use of University Equipment
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.
Equipment Brought onto Grounds by 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 that 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.
For additional information and to read the full policies, see PRM-011: Use of Working Time and University Equipment for Personal or Commercial Purposes and PRM-017: Use of University Facilities or Property and Limits on Direct Solicitation and Advertising.
Use of University Facilities or Property and Limits on Direct Solicitation and Advertising
The use of University facilities and property must:
- not impede student education, academic activities, research, patient care, scheduled events, University functions, residences, 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 and property for activities and official events sponsored by the University; (2) use of University facilities and property for activities and events sponsored by University-Related Foundations, as defined in BOV-008: Policy on University-Related Foundations; (3) use of University facilities and property by its employees acting within the course and scope of their employment; or (4) use of University facilities and property by vendors and other unaffiliated persons that have a contractual relationship with the University, in the course of the performance of the contract.
Public speaking and distribution of literature under this policy is not considered speech made by, on behalf of, or endorsed by the University of Virginia.
- General Access to University Facilities:
Subject to University uses and reasonable, time, place and manner restrictions, University facilities may be made available, on a first come, first serve basis in the following order of priority: student groups or organizations, employees, and unaffiliated persons. 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 that they are consistent with this policy.
Access by Student Groups or Organizations:
Student groups or organizations have priority over the use of University facilities designated for student activities. Other University facilities, including available academic spaces, also may be reserved for extracurricular activity by student groups or organizations.
Access by Unaffiliated Persons:
Unaffiliated persons must be sponsored by a student group/organization or a University school or department in order to use University facilities. The event must be conducted in a manner that does not hinder or impede the University’s mission. If a resource or scheduling conflict arises, events by University schools or departments and student groups/organizations shall have scheduling priority over events and activities conducted by sponsored unaffiliated persons.
Access by Affiliated Persons and Alumni for Weddings & Memorial Services:
The University Chapel, select locations in Newcomb Hall, and Ern Commons may be made available to affiliated persons and alumni for weddings and memorial services. Procedures governing the use of these facilities for weddings are available in Event Planning Services (Division of Student Affairs).
- General Access to Outdoor University Property:
Access by Affiliated Persons:
Affiliated persons and student groups/organizations may utilize outdoor University property for public speaking or distribution of literature, so long as they do not impede normal operations or obstruct pedestrian or vehicular traffic.
Access by Unaffiliated Persons:
Unaffiliated persons wishing to engage in public speaking or distribution of literature on outdoor University property may do so in designated locations. The North Plaza of the Rotunda is not a designated location that unaffiliated persons may use. Unaffiliated persons wishing to utilize the spaces designated for public speaking or distribution of literature may do so by contacting the Reservation Officer in the Office of the President no more than 4 weeks in advance and at least 7 days in advance of the desired speaking date. Reservations are allocated on a space-available basis with priority given to student groups/organizations and affiliated persons. Reservations are for two-hour blocks, with a maximum of one two-hour block per speaker per week. Use of spaces designated for public speaking or distribution of literature must conform with University regulations and policies and must not block pedestrian or vehicular traffic or impede normal University operations.
In addition to the opportunities for speech by unaffiliated persons outlined in this subsection, events that are held in indoor University facilities and are open to the public or to select unaffiliated persons create a right to peaceful demonstration and protest on outdoor University property in specific relation to such events in a manner that (1) does not impede normal operations or obstruct pedestrian or vehicular traffic, (2) is consistent with University policies, and (3) complies with any event-specific security requirements.
- Duties Toward Speakers:
No person may disrupt an invited or permitted speaker or hinder the ability of other attendees to see or hear a speaker. (See the Procedure for the process to report any incident of disruption of public speaking or other constitutionally protected speech.)
Admission may be charged for events sponsored by student groups/organizations, but no admission fees may be charged for events held at the Rotunda.
Limits on Advertising, Sales, and Solicitation:
Direct advertising, sales, and commercial solicitation by affiliated and unaffiliated persons are not permitted on University property or in University facilities, including University Housing. Student groups or 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, impair the aesthetics and integrity of University property, or generate personal profit for individuals.
The following sites may be reserved for promotional activities or fundraising by student groups or organizations: 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 student groups/organizations shall occur only between the hours of 9 a.m. and 7 p.m.
Section (5) Limits on Advertising, Sales, and Commercial Solicitation shall not apply to University facilities operated by or under the control of the Medical Center, the School of Medicine, and the School of Nursing. See the Related Information Section for Medical Center and Health System policies that may apply.
Use of the Lawn and Gardens:
Tables are permitted on the Lower Lawn only by reservation by student groups/organizations or University schools and departments and may not be used for a period of time that exceeds three consecutive calendar days. Given the residential and historical nature of the Lawn and Gardens, outdoor events around the Lawn or at or around the Lower Lawn or Gardens must be approved, in advance, by Event Planning Services (Division of Student Affairs), and use of such spaces must conform with Event Planning Services (Division of Student Affairs) policies and rules. The upper Lawn may be reserved only for events sponsored by the University. No structure is permitted on the upper Lawn except those deemed necessary to accommodate residents and visitors or support official University functions.
Persons Lawfully in Charge:
In addition to University personnel responsible for the management or supervision of University property and activities, University law-enforcement officers are lawfully in charge of University property for purposes of forbidding entry upon or within, or prohibiting remaining upon or within University property in violation of this policy.
Compliance with Policy:
Failure to comply with the requirements of this policy may result in disciplinary action up to and including termination and expulsion in accordance with relevant University policies.
Entry onto or occupation of University property or any University facility in violation of this policy is prohibited. Any person who violates this policy may be removed and/or prosecuted for trespass, disorderly conduct, or other offenses under state law.
Affiliated persons who have questions about the application of this policy may contact Event Planning Services (Division of Student Affairs). Unaffiliated persons who have questions about this policy may contact the Reservation Officer in the Office of the President.
For additional information and to read the full policy, see PRM-017: Use of University Facilities or Property and Limits on Direct Solicitation and Advertising.
Use of University Information Technology Resources
Everyone within the University of Virginia community who uses University information technology resources has the responsibility to use them in an ethical, professional, and legal manner. This means that users agree to abide by the following conditions:
1. Respect the integrity of the University’s IT resources.
- Become familiar with and abide by the guidelines for appropriate usage for the University’s IT resources that they access.
Users must not:
- Divulge or share passwords, PINs, private keys, hardware tokens, or similar authentication elements to anyone else, and they must not exploit sessions left open, or otherwise misappropriate, assume, or steal the “identity” of another user (see Authentication Standard);
- Obtain or attempt to obtain unauthorized access to the University’s IT resources;
- Circumvent or attempt to circumvent security controls on the University’s IT resources; nor
- Allow unauthorized users access to the University’s IT resources.
2. Protect the University’s IT resources.
- Only Information Technology Services (ITS), Health Information and Technology, or their authorized designees may:
- attach networking equipment (including, but not limited to: routers, switches, wireless access points, Dynamic Host Configuration Protocol/Domain Name System servers, etc.) to the University network or modify University network infrastructure (e.g., building copper and fiber cable plant, outlet wiring) (see Network Equipment Standard); or
- provide for external physical connections to the University’s network (e.g., connections to an external internet service provider) (see External Physical Connections Standard).
- Persons responsible for the University’s IT resources must maintain these resources in a secure state in accordance with related policy and associated security standards and procedures. (See IRM-004: Information Security of University Technology Resources.)
- Users must protect all data accessed or used. Users must recognize that certain data are sensitive and must limit their access to such data to authorized uses in direct performance of their official duties. (See IRM-003: Data Protection of University Information.)
- Users must recognize that the use of certain data is restricted by other University policies relevant to the data in question, such as IRM-006: Mass Electronic Mailings; IRM-013: Mass Text Messaging for Emergency Alerts; and IRM-001: Web Site Advertising.
3. Respect and not violate the privacy of others through access or use of the University’s IT resources. (See policy IRM-012: Privacy and Confidentiality of University Information.)
4. Respect the intended use of all the University’s IT resources, typically for University research, instruction, public service, health care, student services, and administrative purposes. All unauthorized use is prohibited.
5. Respect the rules and regulations governing the use of IT facilities and equipment. The University expects all users to cooperate in using public IT resources for their intended purposes and in discontinuing their access when requested to do so.
6. Not use the University’s IT resources to access, use, copy, distribute, or otherwise reproduce or make available to others any copyright-protected materials, including digital materials and software, [see Digital Millennium Copyright Act (DMCA)] except as permitted under copyright law (especially with respect to “fair use”) or specific license.
7. Abide by the Acceptable Use Standards.
For further information on responsible computer use, students should read the Responsible Computing Handbook for Students and consult the IT policy library.
Access to University IT resources 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; illegal file sharing, modifying or destroying University data; or using the Internet in a manner contrary to the established policies, standards, procedures, guidelines and/or federal and state regulations. 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 any IT resource occurs, those responsible for such abuse are held accountable and may be subject to disciplinary action, up to and including expulsion. 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 and resources 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 or resources.
Confidentiality of Electronic Messages and Files
Except in specific circumstances, the content of electronic communications and files associated with a user’s accounts will be treated as confidential by the University. The University 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 (FOIA) 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 email). 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 email and other files is not guaranteed. Computer system administrators and others seeking access, however, must follow certain approval requirements when dealing with requests for individual-account log or content information from persons other than the account holder. For additional information and to read the full policy, please see IRM-012: Privacy and Confidentiality of University Information.
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 personal risk for a lawsuit brought by the copyright owner, and has violated University policy.
Individuals who use software, such as BitTorrent, Gnutella or popcorn.io, 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 share (knowingly or not) copyrighted materials without written permission from the copyright holder to do so. For additional information and to read the full standard related to copyrights, please see Copyrights of Digital Materials and Software Standard.
Use of Unmanned Aircraft Systems (“UAS” or “Drones”)
Current faculty, staff, employees, students, and approved parties who would like to operate Unmanned Aircraft Systems (i.e., “Drones”) on University property or on behalf of the University at any location must receive approval under provisions described in University Policy SEC-040: Use of Unmanned Aircraft Systems (“UAS” or “Drones”). It is the responsibility of the UAS Operator and Remote Pilot in Command to be knowledgeable of and comply with this policy as well as all applicable federal, state, and local laws that govern or affect the UAS operation. Unless prior approval is granted, UAS or Drones may not be operated on University property.To read the full policy, including associated procedures, see SEC-040: Use of Unmanned Aircraft Systems (“UAS” or “Drones”).