Student Conduct Process

Housing Services strives to take an educational approach to student discipline. This includes providing information that residents need in order to function effectively as responsible members of the community. In the event that a resident chooses to violate housing policies, the Housing Services Staff will take quick action to hold them accountable for their behavior. This is done both to assist the student in their personal development and to maintain the integrity of community living. The following information describes the rights, responsibilities and procedures of the resident and the Housing Services Staff in addressing inappropriate behavior and violations of housing policies.

Due Process

Due process means that all residents are given an opportunity to know what allegations and violations are being brought against them and the opportunity to share their recollection of the incident.

Residents’ Responsibilities

Housing Services and the University expect residents to assume responsibility in the Student Conduct Process. Residents are expected to appear for disciplinary meetings with Housing Services Staff. If a resident fails to appear, the Conduct Process will proceed without the benefit of their input and a decision (including potential sanctions) will be issued based on the available information. Throughout the Student Conduct Process, the resident has the responsibility to present truthful information. Any resident found to have willfully presented false or misleading information will be subject to additional disciplinary action. Residents are expected to comply with sanctions issued at any level in the Student Conduct Process. Residents are responsible for following the disciplinary process and meeting the deadlines in a timely manner. Refusing to follow or ignoring the process and sanctions will result in further disciplinary action (in addition to the sanctions from the original violation). Please note that at the discretion of Housing Services, a copy of an incident report may be released to any student whose name appears on the report.

Residents’ Rights

Residents may expect the following:

  1. To have knowledge of all alleged violations and have the alleged violations explained clearly and fully at every level of the Student Conduct Process. The alleged violation will be noted via a Notice to Appear Letter sent to the resident’s Cal State LA email.
  2. To be informed of all submitted written statements concerning the allegations. This information is conveyed at the disciplinary meeting.
  3. To have an opportunity to give their side of the story and refute statements made by witnesses. This opportunity is provided at the disciplinary meeting.
  4. To submit names of pertinent witnesses and other relevant supporting documents for review.
  5. To have a fair and prompt disciplinary meeting. This notification will be in the form of a Notice to Appear Letter sent to the resident’s Cal State LA email.
  6. To be notified promptly of the results of the disciplinary meeting. This will be in the form of a Decision Letter sent to the resident’s Cal State LA email.
  7. To be advised of the appropriate appeal process, outlined in the Decision Letter sent to the resident’s Cal State LA email.
  8. To be able to request a copy of the Incident Report. Requests for Incident Reports should be made to the Associate Director for Residence Life. Housing Services has sole discretion to release or withhold Incident Reports.

Incident Report

The disciplinary procedures begin when an incident occurs which may be in violation of University and/or Housing Services policies. Housing Services Staff will address the inappropriate behavior and subsequently report the violation to the Resident Director or designee via the Incident Report. This detailed report includes names and statements from witnesses, and police-report information, if applicable. Residents should check their Cal State LA email and can expect communication from Housing Services after an Incident Report has been completed by Housing Services Staff.

Notice to Appear

In the case of most policy violations, the Resident Director, or their designee, will handle the disciplinary procedures. The resident will receive a Notice to Appear for a disciplinary hearing via their Cal State LA email. The letter will include specific information as to the alleged policy violation, date of the incident and appointment time or a deadline date to schedule the appointment. The resident is responsible for making an appointment and meeting with the Resident Director or designee by the stated deadline. If the resident fails to meet with the Resident Director or designee by the stated deadline, a decision and potential sanction regarding the resident’s involvement may be made based on the available information without the benefit of their input as stated in the Student Guide.

Conduct Meeting

During the disciplinary meeting, the resident will have an opportunity to hear and respond to the allegations. If the resident admits to the policy violation, the Resident Director or designee will issue a sanction. If a resident denies responsibility for an alleged policy violation, the Resident Director or designee must make a decision based on the information currently available. If the resident is found to be responsible, the Resident Director or designee will issue a sanction. The sanction issued by the Resident Director or designee may not include license termination or revocation, eviction, student suspension, and/or student dismissal; those sanctions will require referral of the matter to the Cal State LA Judicial Affairs Officer and/or the California State University Office of General Counsel for further investigation and handling before issuance to the Licensee.

Appeal Process

If you wish to appeal a decision you must submit a written letter requesting an appeal within three working days of receipt of your letter. Requests for an appeal must be sent to the Associate Director of Residence Life at the Housing Services Office. Please include your contact information in the letter. Approval for an appeal meeting will be determined by the Associate Director of Residence Life and will be based on one or more of the following and to be described fully in the written appeal request letter:

  1. Presentation of new or relevant information that was unavailable at the time of the original Conduct Meeting;
  2. The decision of responsibility regarding the alleged violation(s) of Housing policy is unsupported by the preponderance of the evidence;
  3. The Conduct Officer overseeing the Conduct Meeting was influenced by personal bias;
  4. The sanction was not appropriate to the offense;
  5. The Conduct Officer overseeing the Conduct Meeting did not follow written procedures as outlined in the Student Guide.

Referral to Judicial Affairs Officer and University Police

Residents should be aware that concurrent judicial proceedings might occur for policy violations. Cases of a serious nature are referred to the Judicial Affairs Officer, who has the authority to hear the case involving any student violation that occurs on campus. This process can result in the suspension or permanent dismissal of the student from the University. Violations of city, county, state or federal laws may also result in civil proceedings or criminal charges. Please be aware that if something is illegal off campus, it is illegal on campus. University property does not insulate residents from being accountable for their actions.

Sanctions

The following is a range of sanctions that may be issued for violations. Sanctions may be issued individually or in combination with each other. Sanctions will be issued based on the severity of the violation and individual disciplinary history.

Formal Warning

Notice in writing that a given behavior is in violation of Housing Services or University policy.

Restitution

A requirement to pay for costs incurred in cleaning, repairing, replacing, or refinishing damaged or missing.

Mandatory Room Change

The University reserves the right to change a student’s assignment in order to consolidate residents who are alone in a room or apartment to meet housing demand or to address repairs or maintenance. This sanction is used when it is believed that a change of environment through relocation will benefit the resident and the Housing Services community. This sanction will be considered for students involved in repeated violations of Housing Services policies; individuals involved in serious infractions of policy; or for individuals who consistently disrupt the communal nature of the apartment or the community. Residents who are required to change rooms need to complete their change within 48 hours of picking up the keys to their new apartment in order to avoid charges for a lock change and served a written notice that they will not be permitted to enter into a new License Agreement with the University.

Denial of Future University Housing (Non-Renewal of License Agreement)

Students who have outstanding balances, have been involved in repeated violations of Housing Services policies, have demonstrated behavior that negatively impacts the community living environment, or students who expect a level of service that is not provided, may be denied future on-campus University Housing.