How will I be notified about going through the conduct process?
If you are present when an RA or another housing staff member documents you for an alleged policy violation, that’s your indication that you may go through the Residence Life Resolution Process (RLRP). The first official document you’ll receive will be called a Notice of Allegation (NOA), which will be an email sent to your official UO email address from our conduct database Maxient. You will be asked in the email to click a link to login and verify your identity to pick up your letter. These Maxient letters sometimes look like spam and people tend to overlook them, so make sure if you are documented for an incident that you are looking out for an email in the next week or so. (It’s also just good practice to be regularly checking your email so you don’t miss anything important!)
I got a letter for a meeting. What should I do?
Don’t freak out. You will have an opportunity to talk with a staff member to discuss the incident and allegations. The best thing you can do is attend the meeting or contact the case manager and reschedule for a time you’re available. During the meeting, be willing to have a genuine conversation about what happened. Staff appreciate seeing honesty and accountability in RLRP meetings, and it could also reduce the sanctions you receive if you show you are already learning from your experiences.
Do I have to attend a meeting with my case manager?
No, but meeting with us will probably be in your best interest. Residents can choose to not meet with a case manager, but a determination will still be made on the case (and you could still be assigned further actions). We typically see the most meaningful results when residents meet with the case manager, share their perspective of the incident, express what they have already learned from reflecting on the situation, and share if/how this will impact them moving forward. Also, if you exercise your right to not meet with your case manager, then the case is not eligible for appeal and you will be beholden to the decision your case manager made and responsible for completing the outcomes they assign.
What kind of consequences could I face if I get documented for violating the Housing Contract or community standards?
It really depends on what the violation is; our program endeavors to be as educational as possible and tries not to rely solely on punitive sanctions to be impactful. Our library of outcomes includes educational courses, research and reflective essays, meetings with campus partners, fees and fines, restorative actions, and administrative sanctions. We use a progressive discipline model that provides multiple, varied, escalating opportunities for students to reflect on their behavior and its impact prior to removal from the residence halls. This also means that the more times you engage in misconduct, the more escalatory the consequences are, up to eviction from the residence halls and referral to Student Conduct.
Do I have to pay a fine?
Possibly. If you are found in violation, you may be responsible for paying a $30 conduct administration fee. If you are found to be responsible for damages, you may be required to pay for repair, replacement, and labor. There are other fines you may be responsible for paying along with other outcomes if found in violation. You can find the most common fines here.
Am I getting kicked out of the UO?
University Housing does not suspend or expel students through the Residence Life Resolution Process. Certain allegations go through Student Conduct and Community Standards in the Office of the Dean of Students, which may implement some more serious sanctions. In housing, it is possible that you be administratively moved to another room assignment or even evicted and excluded from the residence halls. Those are very rare and happen in exceptional circumstances. That said, we do use a progressive discipline model, and if you are found in violation enough or for something sufficiently serious, it is possible.
Do I have to write an essay or go to AA because I was drinking?
You will not be required to go to Alcoholics Anonymous or any other substance use support group, although students may be assigned to speak to someone at the Collegiate Recovery Center as an outcome of the Residence Life Resolution Process if substance use/dependency is a concern. Our process uses a harm-reduction approach, so a support group could be a recommendation of your case manager, but it will never be required. It is much more likely that you will be assigned to reflect, write about your experience, meet with a campus partner, learn more about reducing risk with substances, or engage in some other educational/developmental experience. Our job is not to moralize the use of substances. Our job is to educate and promote safe practices.
My roommates and I were all documented for the same violation, but we ended up with different outcomes. How is that fair?
We can’t disclose why someone might get a different outcome than another person for the same violation because it would reveal the contents of their private conversation with the case manager and might also imply things about their conduct history. Generally, though, each individual situation is different and the outcomes a person is assigned if found in violation depends on the content of their conversation with the case manager, the student’s current standing in our progressive discipline model, and any other mitigating or aggravating factors at play.
Is there any sort of statute of limitations for a violation? Like, if I don’t hear anything for a certain time after an incident, does that mean I’m in the clear?
No, we do not have any sort of time limit on violations, and you should continue to monitor your email inbox regardless of how much time has passed since an incident. There are particularly high-volume periods of time where processing cases may take longer, and sometimes housing learns about possible violations from others well after an incident takes place. Students are not excused from responsibility for a situation due to time passing, and believing that a student was in the clear because of the time since the incident is not an eligible basis for appeal. In general, you can expect a Notice of Allegation to be emailed to you between a week and a month following documentation.
Why could I be held responsible for violating policy if I didn’t do anything wrong?
We have a policy called Complicity that requires students intervene to stop violations of policy, report them, or remove themselves from the situation to avoid being documented as complicit in the violation. Sometimes, students are present while someone else is violating a policy and if the student is allowing it to continue happening, they are also held responsible for that policy violation. All residents are responsible for upholding our community standards.
Can I appeal if I don’t agree with the case manager’s decision?
Sometimes. If you exercise your right to have the case heard without your contribution and choose not to attend your resolution meeting with your case manager, then no, your case is not eligible for appeal. There are also five very specific bases for appeal eligibility, and appeals submitted for any other reasons will be denied. For example, you can’t appeal because you didn’t read the email that said when your meeting was scheduled. We have much more information about our appeals/review process here.
Why am I being charged for damage in the dorm I didn’t do?
We have a process for when vandalism or damage occurs in the residence halls anonymously that allows us to hold entire floors, wings, or buildings responsible for the cost of repairs. In the University Housing Contract, Section 14.5 Liability states: “Residents are responsible for paying for damages to the building and for damaged or missing furniture or equipment. Residents are to be jointly and severally liable for any damage that occurs within common areas. If damage in common areas within a residence hall cannot be traced to a specific individual or group but was in substantial part caused by individuals, groups, or guests acting from within the residence hall, the residents of that residence hall or wing will be charged collectively.” If you know who did the damage, you should let a housing staff member know as soon as possible.