University Village Community Living Standards

Guide

• Mission
• Conduct Review Process
• FAQ’s
• What is Title IX

Office of Village Community Standards Mission

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.

Learning Outcomes:

• 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.

Conduct Review Process

Conduct Review Process – Flowchart Download (PDF)

Documentation/Incident Report

A violation of the University Village License Agreement or Community Standards is reported to the 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: https://publicdocs.maxient.com/reportingform.php?CalPolyPomona&layout_id=4

Notification

• 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 and Wellness (“ADCSW”) 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 a 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 ADCSW or Conduct Review Officer will give an introduction to the Conduct Review meeting and process.
• The ADCSW 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 ADCSW 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 ADCSW 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 ADCSW 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).

Decision/Outcome

• 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 ADCSW or Conduct Review Officer will issue decision letters after they have 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.

Resolution

• 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.

Appeal Process

• 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. https://publicdocs.maxient.com/reportingform.php?CalPolyPomona&layout_id=5
• 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.