The mission of the Office of Village Community Standards is to create a community composed of individuals who take ownership of the University Village and are willing to hold themselves and each other accountable. The University Village Conduct Review Process is structured to support three vital aspects to serving residents with conduct issues: intervention, education, and prevention. This is done by cultivating personal relationships with residents, using various levels of positive reinforcement when conduct issues arise, and educating each resident on what it means to be a responsible community member.
- Residents will become proficient in the University Village License Agreement.
- Residents will gain a sense of responsibility to their surrounding community and its members.
- Residents will learn about their rights and expectations as a University Village Resident.
- Residents will articulate their perspective on certain issues
- Residents will gain a better understanding of accountability
- Residents will build allies with University Village staff members and be exposed to various resources.
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Conduct Review Process - Flowchart Download (PDF)
- A violation of the University Village License Agreement or Community Standards is reported to Foundation Housing Service (“FHS”) staff by submitting an Incident Report. An Incident Report can be submitted by any FHS staff member, Cal Poly Pomona staff member, or University Village licensee. The Incident Report form is available at:
- The licensee will receive an email through Maxient (Cal Poly Pomona conduct software program) informing them that they have allegedly violated the Community Standards, the University Village Housing License Agreement, and/or Student Conduct Code.
- The Assistant Director for Community Standards (“ADCS”) or a designated Conduct Review Officer will email the licensee within three-business days to schedule a Conduct Review meeting.*
- If the licensee does not schedule a Conduct Review meeting within the specified time frame, a second email is sent, along with a hand-delivered letter to their apartment.
- If the licensee fails to schedule a meeting after the second notification, a third email is sent, along with a second hand-delivered letter, and the violation of Failure to Comply is added to the Conduct Review case.
- If the licensee fails to respond to the third email, a Notice To Quit email and hand-delivered letter is sent. The licensee’s case is forwarded to the Office of Student Conduct and Integrity at Cal Poly Pomona for Failure to Comply with FHS staff.
*Conduct Review meetings may not be scheduled within three business dates of the documentation, due to the nature of the case, progress of the investigation, the number of persons involved, and/or other extenuating circumstances.
The Conduct Meeting
- The ADCS or Conduct Review Officer will give an introduction to the Conduct Review meeting and process.
- The ADCS or Conduct Review Officer will meet with the licensee to explain the alleged Community Standards violation(s).
- The licensee is given an opportunity to explain the circumstances that lead them to the Conduct Review meeting.
- The ADCS or Conduct Review Officer will discuss the impact of the licensee’s actions on themselves and/or the University Village community. The licensee will have an opportunity to reflect on their actions and/or nature of involvement.
- The ADCS or Conduct Review Officer will determine the licensee’s level of responsibility regarding each Community Standards violation or if more information is needed pending the involvement of other students in the case.
- Possible resolutions will be discussed during the meeting, but no final resolutions will be reached during the Conduct Review meeting.
- At the end of the Conduct Review meeting, the ADCS or Conduct Review Officer will provide the licensee with a copy of the Community Standards for later review, or it will be emailed with the final resolution(s).
- The licensee will be informed of the Conduct Review meeting decision after the Conduct Review meeting via email through Maxient within two-business days, unless it is a Conduct Review case involving multiple people. The ADCS or Conduct Review Officer will issue decision letters after he/she has met with all parties involved.
- If the licensee is found not responsible, then the Conduct Review process ends here.
- If the licensee is found responsible for one or more Community Standards violations, then a resolution(s) will be assigned.
- If the licensee accepts the decision and resolution(s), then the licensee completes the assigned resolution(s) by the specified due date.
- If the licensee does not complete the assigned resolution(s) by the due date, then an additional resolution(s) may be assigned.
- If the licensee still does not complete the assigned resolution(s), Failure to Comply is added to the violation(s), a Notice To Quit letter may be sent and the Conduct Review case is forwarded to the Office of Student Conduct and Integrity at Cal Poly Pomona. Foundation Housing Service may also place a hold on the student account, which could prevent to access to university records such as registration, transcripts, graduation, etc.
- If the licensee does not accept the decision, the licensee may appeal the decision within three business days.
- The appeal must be submitted through the Conduct Outcomes and Appeal link, made in writing and submitted to FHS Director within three business days as stated in the decision letter.
- Valid reasons for an appeal:
- There is new information that was not available at the time of the Conduct Review meeting.
- The resolution (sanction) is inappropriate or excessive to the conduct case.
- The licensee did not receive “due process” – a fair, equitable, or consistent Conduct Review process.
The original decision can be upheld, modified or reversed. Decisions made by the Appeal Officer are final.
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- What does the Office of Village Community Standards do?
- How is the Office of Village Community Standards different from criminal court proceedings?
- What kind of sanctions can be imposed as a resolution to my case?
- How do I file an Incident Report (IR)?
- What happens after I file an IR? or if an IR is filed against me?
- What happens if an IR is filed against me and I cancel my University Village contract before resolving my case?
- What will my role be if I choose to file an IR, OR, am accused of violating the Community Standards by someone else?
- Is any help available to me?
- Will my parents be contacted by the University Village if I file an IR or an IR is filed against me?
- What role will University Village Officials have in the processing of my IR, or the IR filed against me?
- If I file an IR, or an IR is filed against me, can I change my mind?
- Evaluation Procedures
What does the Office of Village Community Standards do?
The Office of Village Community Standards receives, investigates, and resolves alleged violations of the University Village Resident Community Standards involving (non-academic) misconduct by University Village Residents (Undergraduate, Graduate, Full Time, Part Time, or Conference Attendees).
Any member of the University community and/or University Village Community (Student, Faculty, Staff) or visitor, may report an incident to the attention of the Office of Village Community Standards. The jurisdiction of the system extends to alleged misconduct that takes place at the University Village, owned or controlled property; at any University Village-sponsored event; or at any location when the misconduct has a significant impact on the mission and well-being of the University Village community.
How is the Office of Village Community Standards different from criminal court proceedings?
The Office of Village Community Standards is completely independent of criminal proceedings, and procedures and both may take place concurrently. The Office of Village Community Standards is administrative rather than criminal. It does not use technical "rules of evidence" and requires lower standards of proof to reach a conclusion. This lower standard of proof is known as a "preponderance of evidence" and indicates that it is "more likely than not" that an incident did, or did not, occur.
What kind of sanctions can be imposed as a resolution to a case?
The University Village views its conduct review system as a means of protecting the individual rights and property of the members of its community. The University Village has designed the system to educate all parties to the highest ethical standards of behavior. Sanctions are intended to secure these goals, and may range from individually designed remedial and educational sanctions up to and including temporary or permanent separation from the University Village.
How do I file a Incident Report (IR)?
Incident Reports (IR’s) may be filed by any student, faculty or staff member of the University Village or visitor to the community against any resident(s). One can file an IR with a Village staff member in the Community Center Front Office, with a Residence Advisor (RA), or via email at firstname.lastname@example.org.
What happens after I file an IR, OR, if an IR is filed against me?
The Office of Village Community Standards will send correspondence (Conduct Review Notice via email) to the alleged resident(s) and indicate that an IR has been filed. This correspondence requests an investigative meeting and/or conduct review with the alleged resident(s) to review the allegations, and evidence.
What happens if an IR is filed against me and I cancel my University Village contract before resolving my case?
Occasionally, a resident will choose to leave the University Village rather than appear for a conduct review. In such cases, the case will be forwarded to Cal Poly Pomona Judicial Affairs and a hold may be placed on the residents’ Cal Poly Pomona student account until the matter is resolved.
What will my role be if I choose to file an IR, OR, am accused of violating the Community Standards by someone else?
If you choose to file an IR, or are an alleged violator of the University Village Community Standards it will be the resident’s responsibility to appear before a University Village Official as a Reporter or Respondent, and personally present any testimony, evidence, or witnesses that you wish to be considered by a University Village Official in reaching a resolution. If an alleged resident chooses not to attend the conduct review, the review will be held anyway, "in absentia", and the University Village Official will review/hear the available evidence/witness(es) and reach a resolution on the matter. The conduct reviews are generally closed in that each resident must participate in a private conduct review.
Is any help available to me?
Each party (Reporter or Respondent) is allowed to have an Advisor (who can be an attorney) to assist her/him throughout the conduct review process, but the responsibility for presenting information to the University Village Official rests with the Reporter and with the Respondent, student (Respondent).
Will my parents be contacted by the University Village if I file an IR or an IR is filed against me?
The University Village conduct review system proceedings are confidential and subject to strict confidentiality on the part of the University Village in a manner consistent with all applicable laws.
As a general rule, violations of this code and sanctions imposed will not routinely be reported to parents/legal guardians, but in the case of serious violations of law that include alcohol and other drug violations, the University Village may notify parents/legal guardians and/or listed emergency contacts in cases where we believe the student might benefit.
What role will University Village Officials have in the processing of my IR, or the IR filed against me?
- Initial Contact/Investigative Meeting.
At the initial stage of the conduct review process you will meet with a University Village Official who will investigate the allegations. This person will be a professional staff member from the Residential Education Department, or the Assistant Director of Residential Education & Community Standards. Any resident who is Directed to Appear for an investigative meeting and chooses not to meet with a University Village Official, may be subject to disciplinary action.
- Decision to Proceed/Notice of Charges.
If the evidence/witnesses support the allegation(s) brought forth in the complaint and the seriousness of the matter warrants, a Hearing Letter is prepared stating the alleged Community Standards violation(s).
When a conduct review is required, a University Village Official will assure that all proceedings are scheduled, processed, and conducted in a fair and timely manner.
- Administrative Oversight.
The conduct decisions of University Village Officials are subject to review by the Director of Foundation Housing Service, who will assure that decisions and resolutions are in accordance with University Village policy and due process guidelines.
Any decision by a University Village Official can be appealed to the Director of Foundation Housing Service. The appeal will be reviewed in the context of criteria and procedures outlined in the University Village Resident Conduct Code
If I file an IR, or an IR is filed against me, can I change my mind?
Once an IR has been filed, the Office of Village Community Standards will make every effort to assure that no pressure is involved in the decisions that must be made at each step during the conduct review process. An IR may be withdrawn if a designated University Village Official is satisfied that the reporter’s decision has not been influenced by pressure or intimidation.
Evaluation Procedures -
Medical or Psychological Evaluation
A resident may be referred to participate in a Medical and/or Psychological Evaluation whenever the behavior of the resident appears to pose a serious threat to the health and safety of such resident or others.
Failure to respond to a directive from a University Village Official to complete the medical and/or psychological evaluation may result in further administrative action.
For further information, and to obtain a copy of the University Village Resident Conduct Code, contact:
Office of University Village Community Standards
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The Law States:
No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance -Title 20 U.S.C. section 1681
University Village Policy on Non-Discrimination:
Consistent with federal and state guidelines, the University Village does not discriminate on the basis of race, color, sex, age, ethnicity, religion, national origin, sexual orientation, disability, marital status, or veterans' status in its programs or employment.
Title IX also prohibits other forms of sex discrimination such as harassment or sexual violence.
Who is covered by Title IX?
Educational institutions that receive federal financial assistance are covered by Title IX. Since the University Village, Foundation Housing Service serves as the auxiliary unit to Cal Poly Pomona as one of those institutions, ALL students are covered by Title IX.
Related Links to:
Cal Poly Pomona Police
Cal Poly Pomona Student Code of Conduct
Cal Poly Pomona OMBUDS Office
Cal Poly Pomona Disability Resource Center
University Village Student Handbook
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