Students are required to notify the university registrar of
a change of permanent (home) or present (local) mailing address within 48 hours
of such a change. Changes in address may be made using ISIS Online. Students
bear the full responsibility for any consequences resulting from official University
communications misdirected or not received because of an incorrect address.
Alcohol and Drug Policy
The University of Virginia does not condone 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; health
and behavioral risks of drug use; and resources for treatment and educational
Virginia State laws concerning the purchase, possession, consumption,
sale, and storage of alcoholic beverages include the following: (1) Any sale
of an alcoholic beverage requires an ABC license; (2) Alcoholic beverages are
not to be given or sold to persons under 21 years of age; (3) Alcoholic beverages
are not to be given or sold to persons who are intoxicated; (4) State law prohibits:
drinking in unlicensed public places; possession of an alcoholic beverage by
a person under 21 years of age; falsely representing ones age for the
purpose of procuring alcohol; and purchasing an alcoholic beverage for a person
who is under 21 years of age.
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
are always expected to conduct themselves in accordance with the laws of the
Commonwealth of Virginia and to assume full responsibility for their activities
Areas of Emphasis
- The Vice President for Student Affairs and his or her designate approves
all public areas on the Grounds of the University where alcoholic beverages
may be served.
- University funds may not be used for the illegal purchase of alcoholic
- Alcoholic beverages purchased with University funds may be used only in
compliance with State law.
- Events, whether planned or spontaneous, involving the possession/distribution/consumption
of alcoholic beverages are prohibited in and around the first-year residence
- Alcoholic beverages should not be served at any function or event
sponsored by the University or held on University-owned or leased property
which will be attended by underage students. Requests for exceptions must
be presented to the Vice President for Student Affairs. TIPS-trained personnel
must be present to supervise the distribution of alcohol at approved events.
- Non-alcoholic beverages and food items should be present at the University-sponsored
events where alcoholic beverages are served.
- Alcoholic beverages should not be mentioned in the advertising or publicizing
of a University-sponsored event.
- Organizations serving alcohol at University-sponsored events should not
permit the entry or exit of persons with beverage containers.
- Organizations should check for proper age identification of individuals
attending events when alcohol is served.
- A student may not let another person use his or her student I.D. for the
purpose of obtaining an alcoholic beverage.
- University Dining Services and the University Programs Council are the
only organizations eligible to obtain an ABC license for the purpose of
selling alcoholic beverages on Grounds.
- Any organization, as well as its leadership, sponsoring an event at the
University will be responsible for following all State laws relative to
the serving and/or selling of alcoholic beverages.
- Members of the University community living on property owned or leased
by the University, 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 owned by the University devoted
to common use. The presence of underage family members, employees or guests
does not preclude the serving of alcohol in University-owned or leased housing
provided an appropriate of age family member and/or host is willing to assume
the legal responsibility for insuring compliance with state law.
- Additional regulations governing the use of alcohol in Newcomb Hall/Peabody
Hall/Lambeth Commons Building/Student Activities Building can be obtained
in Newcomb Hall.
- Possession of kegs, pony kegs or beer balls is prohibited in University-owned
Any student found to have engaged in such conduct is subject to the entire
range of University sanctions described in the Statement of Students Rights
and Responsibilities, including suspension and expulsion.
Unauthorized manufacture, distribution and possession of "controlled
substances" (illegal drugs), including marijuana, cocaine and LSD, are
prohibited by both state and federal law and are punishable by severe penalties.
The University does not tolerate or condone such conduct. Students who violate
state or federal drug laws may be referred by University authorities for criminal
prosecution and, if convicted, may be subject to the penalties described herein.
Whether or not criminal charges are brought, all students are
subject to University discipline for illegally manufacturing, distributing,
possessing or using any controlled substance (i) on University-owned or leased
property, (ii) at University-sponsored or supervised 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 sanctions described in the Statement of Students Rights
and Responsibilities, including suspension and expulsion.
Federal and State Penalties Under the federal Controlled
Substances Act and the Virginia Drug Control Act, the law penalizes the unlawful
manufacturing, distribution, use, and possession of controlled substances. The
penalties vary based on many factors, including the type and amount of the drug
involved, and whether there is intent to distribute. Federal law sets penalties
for first offenses ranging from less than one year to life imprisonment and/or
$1,000 to $4 million fines. Penalties may include forfeiture of property, including
vehicles used to possess, transport or conceal a controlled substance, and the
denial of professional licenses or Federal benefits, such as student loans.
Convictions under state law may be misdemeanor or felony crimes with sanctions
ranging from probation to life imprisonment and/or fines of up to $1 million.
Federal law holds that any person who distributes, possesses
with intent to distribute, or manufactures a controlled substance, on or within
one thousand feet of an educational facility is subject to a doubling of the
applicable maximum punishments and fines. A similar state law carries sanctions
of up to five years imprisonment and up to $100,000 fine for similar violations.
Intercollegiate Athletic Departments Drug/Alcohol
Policy The Intercollegiate Athletic Department of the University has additional
written policies which are presented to each student athlete annually prior
to participation. These policies encompass mandatory drug testing; sanctions
as a result of positive tests; specific programs of education relative to drug
and alcohol use and abuse; and counseling and rehabilitation programs.
Drug-Free Workplace Policy The use of alcohol by employees
while on University of Virginia owned or controlled property, including meal
periods and breaks, is absolutely prohibited except when authorized by the University
for approved University functions. No employee will report to work while under
the influence of alcohol or illegal drugs. Violations of these rules by an employee
will be reason for evaluation/treatment for a substance use disorder or for
disciplinary action up to and including removal. This policy applies to all
employees (full-time, part-time, students, etc.).
Health and Behavioral Risks
The negative physical and mental effects of the use of alcohol
and other drugs are well documented. Use of these drugs may cause: blackouts,
poisoning and overdose; physical and psychological dependence; damage to vital
organs such as the brain, heart and liver; inability to learn and remember information;
and psychological problems including depression, psychosis, and severe anxiety.
Risks associated with specific drugs are described later in this section.
Impaired judgment and coordination resulting from the use of
drugs are associated with acquaintance assault and rape; DUI/DWI arrests; hazing;
falls, drownings and other injuries; contracting sexually-transmitted diseases
including AIDS; and unwanted or unplanned sexual experiences and pregnancy.
The substance abuse of family members and friends may also
be of concern to students. Patterns of risk-taking behavior and dependency not
only interfere in the lives of the abusers, but can also have a negative impact
on the affected students academic work, emotional well-being, and adjustment
to college life.
Students concerned about their own health or that of a friend
should consult a physician or mental health professional. More information and
assistance can be obtained by contacting one of the Universitys substance
abuse resources listed in this policy or a community resource listed in the
yellow pages of the telephone directory.
Alcohol Alcohol abuse is a progressive disorder in which
physical dependency can develop. Even low doses of alcohol impair brain function,
judgment, alertness, coordination, and reflexes. Very high doses cause suppression
of respiration and death. Chronic alcohol abuse can produce dementia, sexual
impotence, cirrhosis of the liver, and heart disease, and sudden withdrawal
can produce severe anxiety, tremors, hallucinations, and life-threatening convulsions.
Marijuana (Cannabis) Marijuana has negative physical
and mental effects. Physical effects include elevated blood pressure, a dry
mouth and throat, bloodshot and swollen eyes, decrease in body temperature and
increased appetite. Frequent and/or long-time users may develop chronic lung
disease and damage to the pulmonary system.
Use of marijuana is also associated with impairment of short-term
memory and comprehension, an altered sense of time, and a reduction in the ability
to perform motor skills such as driving a car. Marijuana use also produces listlessness,
inattention, withdrawal, and apathy. It also can intensify underlying emotional
problems and is associated with chronic anxiety, depression, and paranoia.
Hallucinogens This category includes phencyclidine (PCP
or "angel dust"), and amphetamine variants which have mind-altering
effects. Perception and cognition are impaired, and muscular coordination decreases.
Speech is blocked and incoherent. Chronic users of PCP may have memory problems
and speech difficulties lasting 6 months to a year after prolonged daily use.
Depression, anxiety, and violent behavior also occur. High psychological dependence
on the drug may result in taking large doses of PCP. Large doses produce convulsions,
comas, and heart and lung failure.
Lysergic acid dyethylamine (L.S.D. or "acid"), mescaline
and psilocybin (mushrooms) cause illusions, hallucinations and altered perception
of time and space. Physical effects include dilated pupils, elevated body temperature,
increased heart rate and blood pressure, decreased appetite, insomnia and tremors.
Psychological reactions include panic, confusion, paranoia, anxiety, and loss
of control. Flashbacks, or delayed effects, can occur even after use has ceased.
Cocaine Cocaine stimulates the central nervous system.
Immediate physical effects include dilated pupils and increased blood pressure,
heart rate, respiratory rate, and body temperature. Occasional use can cause
a stuffy or runny nose, while chronic use may destroy nasal tissues. Following
the "high" of extreme happiness and a sense of unending energy is
a cocaine "crash" including depression, dullness, intense anger, and
paranoia. Injecting cocaine with contaminated equipment can cause AIDS, hepatitis,
and other diseases. Tolerance develops rapidly, and psychological and physical
dependency can occur.
Crack or "rock" is extremely addictive and produces
the most intense cocaine high. The use of cocaine can cause kidney damage, heart
attacks, seizures, and strokes due to high blood pressure. Death can occur by
cardiac arrest or respiratory failure.
Stimulants Amphetamines and other stimulants include
"ecstasy" and "ice." The physical effects produced are elevated
heart and respiratory rates, increased blood pressure, insomnia and loss of
appetite. Sweating, headaches, blurred vision, dizziness, and anxiety may also
result from use. High dosage can cause rapid or irregular heartbeat, tremors,
loss of motor skills and even physical collapse. Long-term use of higher doses
can produce amphetamine psychosis which includes hallucinations, delusions,
and paranoia. Frequent use of Ecstasy may also cause permanent damage to serotonin
producing neurons in the brain.
Depressants Barbiturates and benzodiazepines are two
of the most commonly used groups of these drugs. Barbiturates include phenobarbital,
seconal and amytal; benzodiazepines include ativan, dalmane, librium, xanax,
valium, halcion, and restoril. These drugs are frequently used for medical purposes
to relieve anxiety and to induce sleep. Physical and psychological dependence
can occur if the drugs are used for longer periods of time at higher doses.
Benzodiazepine use can cause slurred speech, disorientation, and lack of coordination.
If taken with alcohol, abuse can lead to a coma and possible death.
Narcotics Narcotics include heroin, methadone, morphine,
codeine, and opium. After an initial feeling of euphoria, usage causes drowsiness,
nausea and vomiting. Effects of overdose include slow and shallow breathing,
clammy skin, convulsions, coma and possible death. Physical and psychological
dependence is high, and severe withdrawal symptoms include watery eyes, runny
nose, loss of appetite, irritability, tremors, panic, cramps, nausea, chills,
and sweating. Use of contaminated syringes may cause AIDS and hepatitis.
Substance Abuse Resources
Center for Alcohol and Substance Education: The coordinating
body for substance abuse prevention and education at the University (924- 5276).
Peer Health Educators: A peer group sponsored by Health
Promotion/Student Health and trained in substance abuse information providing
informal educational sessions (924-1509).
University Police Department: Officers providing information
and seminars in the legal aspects of areas related to substance abuse (924-7166).
Student Athlete Mentors: A peer education group who
works to develop and strengthen a sense of personal responsibility and wellness
among student athletes through educational programs, team building, and community
The Friends of Bill W., Open Meeting of A.A.: Meets
every Saturday at 9:00 P.M. in Newcomb Hall 168. The meeting is attended by
professional/grad and undergrad students, as well as by members of the University
and Charlottesville community. For more information, call 924-7430.
Alcohol and Drug Abuse Prevention Team: A peer education
group that promotes awareness, provides educational outreach, and serves as
accessible resources for students (924-5276, or voice mail: 98A-DAPT).
Consultation and Treatment
Student Health: Alcohol and Substance Abuse Counseling
is available from Counseling and Psychological Services for confidential evaluation
and treatment of students with substance abuse concerns. Family and group sessions,
including groups for ACOAs and recovering students, are also available (924-5556).
Faculty and Employee Assistance Program: No cost, strictly
confidential information, evaluation, intervention, and referrals for faculty,
staff, and family members. FEAP staff are licensed professionals with expertise
in substance abuse, mental health, family, and workplace issues. Consultation
for chairs and other faculty administrators is also available. (243-2643; or
1-800-847-9355, 24 hours a day).
To facilitate a productive academic and residential environment,
outside amplified music on University-owned, operated, or regulated property
is strictly limited and requires the permission of the Office of the Dean of
Students. For more information contact the reservations office at Newcomb Hall
Policy The University of Virginia, in support of its Security
Policy to maintain a safe and secure atmosphere for the community of students,
faculty, staff and visitors to the Grounds, is committed to establishing an
environment that encourages the proper use and parking of bicycles on the Grounds.
Encouraging the use of bicycles 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.
It is important that bicyclists ride safely on sidewalks where permitted, and
use bicycle racks for parking to ensure that their bicycles in emergency situations
do not impede passage into or from buildings. 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
Procedures 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.
The University Police Department provides an opportunity for
individuals to voluntarily register their bicycles as a passive anti-theft device.
A very active University Cycling Club together with the Charlottesville
Bike Club provide a pamphlet containing a bicycle map of the Grounds and pertinent
Computer Usage Policy
This policy applies to all computing and communications facilities
and equipment purchased or leased with University funds. This policy is also
known as the "Ethics in Computer Usage" Policy.
Everyone within the University of Virginia community who uses
University computing and communications facilities has the responsibility to
use them in an ethical, professional and legal manner. This means that users
agree to abide by the following conditions:
- The integrity of the systems must be respected.
- Privacy of other users must not be intruded upon at any time.
- Users must recognize that certain data are confidential and must limit
their access to such data to uses in direct performance of their duties.
- The rules and regulations governing the use of facilities and equipment
must be respected.
- No one shall obtain unauthorized access to other users accounts
- The intended use of all accounts, typically for university research, instruction
and administrative purposes, must be respected.
- Commercial use is prohibited.
- Users shall become familiar with and abide by the guidelines for appropriate
usage for the systems and networks that they access.
Access to University computing and communications equipment
and facilities 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, modifying
or destroying University data, or using the national networks in a manner contrary
to the established guidelines. Revocation of access may be done at any time
by University system administrators in order to safeguard University resources
and protect University privileges. Such revocation may be appealed to a committee
appointed by the Vice President and Chief Information Officer.
If abuse of computer systems occurs, those responsible for
such abuse are held accountable and may be subject to disciplinary action. 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 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.
Retention of Computer Files The University regards electronic
mail and voice communications as vehicles for delivery of information and not
as mechanisms for the retention or archiving of such information.
It is the responsibility of the individual sender and/or receiver
of such messages to determine which information should be retained or archived.
Records should be retained in accordance with the Universitys financial
and administrative policy on records retention and disposition (policy #II.C.1)
and the Virginia state code. Records that are retained by an individual, even
if they are retained on an electronic medium, are subject to the Virginia Freedom
of Information Act and the Privacy Act. Current electronic technology is not
considered acceptable for permanent (archival) storage. Thus, documents judged
to be archival should be stored on an appropriate medium such as paper or microfilm.
Users of computer systems are expected to abide by the Computer
Respect for Copyrights of Digital Materials and Software
It is the policy of the University to respect the copyright protections
given by federal law to owners of digital materials and software. It is against
University policy for faculty, staff, or students to use University equipment
or services to access, use, copy or otherwise reproduce, or make available to
others any copyright-protected digital materials or software except as permitted
under copyright law (especially with respect to "fair use") or specific
The software provided through the University for use by faculty,
staff, and students may be used only on computing equipment as specified in
the various software licenses.
The University regards violation of this policy as a serious
matter, and any such violation is without its consent and is subject to disciplinary
action. Repeated violations will result in loss of computing privileges, among
other sanctions. For other policies related to computer use, consult www.itc.virginia.edu.
Confidentiality of Student Records
Students who attend, or who have attended, the University of
Virginia are given certain rights under the Family Educational Rights and Privacy
Act of 1974 (FERPA) as amended (20 U.S.C. 1232g), and Rules of the Department
of Education, (34 C.F.R. Part 99).
Student Rights A students rights under the Act
and Rules may be summarized as follows:
- To inspect and review the content of the students education records;
- To obtain copies of those records, upon payment of $.15 per page,
where the failure to provide copies would effectively prevent the student
from exercising the right to inspect and review the education records;
- To receive a response from the University to reasonable requests for
explanation of those records;
- To obtain an opportunity for a hearing to challenge the content of
- To receive confidential treatment by the University of education records;
neither such records, nor personally identifiable information contained
therein, except for directory information, shall be released without student
permission to anyone other than those parties specifically authorized by
- To refuse to permit the designation as directory information of any
or all of the categories of personally identifiable information with respect
to that student;
- To file complaints with the Family Educational Rights and Privacy Act
Office of the Department of Education concerning alleged failures by the
University to comply with the requirements of the Act and Rules;
- To exercise all rights on the students own behalf, regardless of
the students status as a dependent upon parents. Parents of dependent
students may, however, obtain access to the students records without
the students permission. For purposes of access to records, the University
presumes until otherwise notified that undergraduate students are dependents
and that graduate students are not dependents.
Policies and Procedures The University has adopted policies and procedures
to protect the privacy rights of past and present students. The policy and procedures
- The types of education records maintained by the University;
- The titles and addresses of the University officials responsible for those
- The procedures controlling the inspection and review of education
- The procedures controlling the correction of education records, including
a request to amend and to have a hearing;
- The individuals and organizations who have access to a students
education record without the students prior written consent; and
- The procedures controlling the recording of each request for, and
each disclosure of, personally identifiable information from the education
records of a student.
Copies of the Universitys policy and procedures are available
to students upon request at the Office of the University Registrar.
Directory Information The University may disclose personally
identifiable information designated as directory information from a students
education records without a students prior written consent, unless the
student informs the university registrar in writing and within fourteen days
after the publication of this notice, that specified categories of directory
information are not to be released without the students prior written
Directory information includes the students name; home
and school address; telephone number; e-mail address; place of birth; age; country
of citizenship; major field of study; school of enrollment; full-time/part-time
status; year in school; participation in officially recognized activities and
sports; dates of attendance; degrees, honors, scholarships, and awards received;
and the most recent previous educational agency or institution attended. In
addition, directory information includes the names of students parents
or guardians and the weight and height of members of athletic teams.
Conflict of Interest: Personal Relationships Between Faculty and Students
As a matter of sound judgment and professional ethics, faculty
members have a responsibility to avoid any apparent or actual conflict between
their professional responsibilities and personal interests in terms of their
dealings or relationships with students. It is the responsibility of faculty
members to avoid being placed in a position of authorityby virtue of their
specific teaching, research, or administrative assignmentsover their spouses
or other immediate family members who are students at the University. It is
also the responsibility of faculty members to avoid engaging in sexual relationships
with or making sexual overtures to students over whom they are in a position
of authority by virtue of their specific teaching, research, or administrative
assignments. (NOTE: In this context, the term "faculty members" broadly
includes all full-time and part-time University personnel who hold positions
on the academic or general faculty, as well as all graduate teaching assistants,
graders, and coaches.) These professional constraints derive from AAUP ethical
standards and the Universitys policy prohibiting conflict of interests,
in order to ensure that the evaluation of students is conducted fairly and without
any perception of favoritism or bias. Perhaps less obvious, but equally compelling,
is the interest in avoiding potential harm to students as well as the liability
that could occur, for example, if facts regarding a sexual relationship or sexual
overture are demonstrated that support a legal claim of sexual harassment by
either party. To read the full Conflict of Interest Policy, see www.virginia.edu/provost/conflict.html.
A student with questions or concerns about a faculty members compliance
with this policy may contact the Office of the Dean of Students (924-7133) for
more information on how to proceed.
Intellectual Property The University has a Copyright
Policy and a Patents Policy that govern rights of ownership in intellectual
property created by persons associated with the University.
Before participating in activities which might result in the
creation of copyrightable or patentable works and which utilize University resources
or funding, consult these policies online at www.virginia.edu/uvapolicies or
request a paper copy from the Office of the Vice President for Research and
Graduate Studies (924-3606). This office can answer your questions and explain
the implications of the policy in your particular circumstances.
Videotapes The federal Copyright Act of 1976 grants
the copyright owner 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). The legislative history of the
Act clearly states that performances in "semipublic" places such as
clubs and schools are considered "public performances" subject to
copyright control whether or not admission is charged. Dormitories, fraternities
and sororities may also be "semipublic" places subject to copyright
Violations of copyright law may result in civil and criminal
penalties, including imprisonment.
Ownership of a prerecorded video cassette or video disc does
not constitute ownership of a copyright (17 U.S.C. A7 202).
Further information regarding the showing of videotapes can
be obtained by contacting the Reservations Office on the fourth floor of Newcomb
Hall (434) 924-3203.
Discrimination Complaint Procedures
Any University of Virginia employee, student, applicant for
admission or employment, or other participant in the Universitys programs
or activities who believes he or she has been unlawfully discriminated against
on the basis of age, color, disability, national or ethnic origin, political
affiliation, race, religion, sex, sexual orientation, or veteran status may
file a complaint with the Office of Equal Opportunity Programs (EOP) in accordance
with the procedures described below.
Complaints should be directed to the Office of Equal Opportunity
Programs, Washington Hall, East Range, Post Office Box 400219, Charlottesville,
VA, 22904, (434) 924-3200; Fax: (434) 924-1313. The EOP on-line site can be
accessed at www.virginia.edu/eop.
Federal and state law and University policy prohibit any form
of retaliation against a person who files a discrimination complaint in good
faith. Disciplinary action may be taken against any person who files a discrimination
complaint in bad faith, or who maliciously or knowingly files false charges.
In cases in which allegations of discrimination are not substantiated, the University
may, if appropriate, take reasonable steps, such as expungement of records or
notification to persons who participated in the investigation of the charge,
to restore the reputation of the respondent.
Employees and students are encouraged, where appropriate, to
attempt initially to resolve complaints through the administrative structure
of the employment unit or academic department. EOP will be available to provide
assistance to the employment unit or academic department in order to resolve
the complaint. If the complaint cannot be resolved through the appropriate administrative
channel, the following complaint procedure applies:
- Complaints must be in writing and be filed with EOP within 300 days
of the most recent allegedly discriminatory act. At the discretion of EOP,
in certain circumstances complaints filed outside of this time limit or
that are not in writing may be investigated informally, and all other time
limits contained in these procedures may be extended for good cause. In
addition to or instead of filing with EOP, the complainant may file a formal
charge of discrimination with a state or federal agency authorized by law
to receive such claims.
- The complaint should include the complainants name and signature,
describe the act or acts complained of, identify the person or persons purportedly
responsible, and indicate the date or approximate date on which the act
or acts occurred. EOP maintains forms that may be used for this purpose.
- If EOP determines that the allegations of the complaint, if true, do not
state a violation of federal or state law or University policies, EOP shall
notify the complainant in writing normally within five (5) working days
of the filing of the complaint. That notice shall explain why the complaint
does not state a violation and may inform the complainant of other possible
avenues to seek redress, such as the Ombudsman, if appropriate.
- Either at the time of filing the written complaint or normally no
later than ten (10) working days thereafter, EOP will meet with the complainant
to determine the factual allegations on which the complaint is based and
to discuss the complaint procedures. If EOP determines that the complaint
is suitable for negotiated resolution, that option will be discussed and
offered to the complainant, who will be given five (5) working days to decide.
Negotiated resolution must also be agreed to by the respondent. If EOP deems
the complaint is unsuitable for negotiated resolution, or if either party
declines to participate in or to make a decision regarding negotiated resolution,
EOP will conduct an investigation.
- Within ten (10) working days of the complainants decision on how
to proceed, or of the interview with the complainant if negotiated resolution
was not deemed a suitable option, EOP will notify the respondent that he
or she has been named in a complaint and the nature of the charges. That
notification will also discuss the complaint procedures, and if appropriate,
offer the negotiated resolution option to the respondent, who will have
five (5) working days after notification to accept or decline.
- The EOP reserves the right to refer student complaints to other University
mechanisms that may exist to investigate and/or adjudicate complaints.
- Negotiated resolution is a process by which EOP attempts to resolve
complaints quickly and to the satisfaction of all parties without reaching
formal findings, while protecting confidentiality to the extent possible.
At any time during the negotiated resolution process, either party may elect
to terminate the process, and the complaint will then be investigated by
EOP. EOP reserves the right not to proceed with an investigation if it determines
that during the negotiated resolution process a complainant was offered
and refused all of the relief to which he or she would be entitled.
- Generally, EOP will not involve any person other than the complainant
and respondent in the negotiated resolution process, except as it may be
necessary to consult with appropriate University officials regarding University
policies and procedures. Both parties will be asked to respect the confidentiality
of the process. Negotiated resolution should be completed no later than
thirty (30) days after the respondent has agreed to this process.
- If the complaint is successfully resolved, each party will sign a
"Negotiated Resolution Form," prepared by EOP, which describes
fully the agreed-upon terms. Following the acceptance of that document by
both parties, EOP will discard all other documents and notes except the
original complaint. A copy of the complaint and the Negotiated Resolution
Form will be available to the complainant and respondent upon request.
- If EOP determines that negotiated resolution is not appropriate, or
it is not agreed to by both parties, or it is unsuccessful, EOP will conduct
an investigation in accordance with the following procedures.
- The investigation will be conducted by EOP and may include, but not be
a. Meetings with material persons who may have relevant information;
b. Reviewing relevant files and records such as personnel files, departmental
and/or unit files, and others;
c. Comparing the treatment of complainant to that of others similarly
situated in the department or unit; and
d. Reviewing applicable policies and practices.
The investigation shall normally be concluded within sixty (60) working
days of its inception and EOP shall issue a written report. The report will
make findings of fact and any appropriate recommendations. Copies of the report
will be provided to the complainant, the respondent, and the appropriate Vice
- If EOP concludes that the complainants allegations are substantiated,
the report will recommend that a directive be issued to stop the discriminatory
practice, if it is ongoing; recommend disciplinary or other corrective action
against the respondent and others; and, if appropriate, recommend provisions
for the complainant, such as reinstatement, hiring, reassignment, promotion,
training, back pay, or other compensation or benefits.
- If EOP concludes that the complainants allegations are not substantiated,
the report may suggest other avenues, both internal and external, for the
complainant should he or she wish to pursue the matter and, if appropriate,
recommend reasonable steps to restore the reputation of the respondent.
- The Vice President to whom the report is sent may accept, disagree with,
or modify the findings and recommendations. The Vice Presidents decision
and the reasons therefore will be communicated in writing to the complainant,
respondent, and EOP within ten (10) working days after the Vice President
receives the report from EOP, unless the Vice President requires additional
time for further investigation or other good cause. The Vice President may
provide the report to other University officials as he or she deems appropriate.
The Vice Presidents decision is final under these procedures unless
another appeal is provided by University policy.
Discriminatory Harassment Policy
Policy As an employer and institution of higher learning,
the University seeks to discharge its legal responsibilities and serve its diverse
and talented community through fair and responsible application of this policy.
This policy does not allow curtailment or censorship of constitutionally protected
expression, nor does it attempt to address behaviors that do not constitute
discriminatory harassment. Offensive workplace behavior that does not violate
this policy should be addressed by the appropriate supervisor or office.
Definition Discriminatory harassment is contrary to
University policy and may also be illegal. The University defines discriminatory
- Conduct that conditions a persons employment, enrollment as
a student, or participation in University activities on that persons
age, color, disability, gender (whether or not sexual in nature), national
or ethnic origin, political affiliation, race, religion, sexual orientation,
or veteran status, unless otherwise permitted or required by applicable
- Employment or academic decisions made in retaliation for a persons
unwillingness to submit to such conduct, or benefits or privileges provided
as a result of such submission; or
- Conduct of any type (oral, written, graphic or physical) directed against
a person because of his or her age, color, disability, gender (whether or
not the conduct is sexual in nature), national or ethnic origin, political
affiliation, race, religion, sexual orientation, veteran status, or participation
in a University, state, or federal discrimination investigation AND which
also unreasonably interferes with the persons work or academic performance
or participation in University activities, or creates a working or learning
environment that a reasonable person would find threatening or intimidating.
A person must be in a position of authority to act on behalf
of the University (for example, a supervisor with respect to an employee, or
a faculty member with respect to a student) for parts 1 or 2 above to be applicable.
Part 3, however, does not require that a person misuse University-delegated
authority, and applies whenever such conduct by any person while on University
grounds or during University activities interferes with work or academic performance
or participation in University activities, or creates a working or learning
environment that would be threatening or intimidating to any reasonable person
under the same circumstances.
Nothing herein overrides existing University policy, or circumscribes
the authority of the University to establish policy that is not otherwise contrary
Responding To Harassment If you believe you are experiencing
treatment that violates this policy, you may take the following steps:
- If possible, clearly tell the harasser to stop. Make a note of what happened,
what you did, and when.
- If you cannot or do not wish to confront the harasser, or your efforts
did not stop the conduct, you may contact your supervisor, the department
chair, or a faculty advisor.
- You may also contact the Office of Equal Opportunity Programs (EOP) at
any time whether or not you have taken the above steps. EOP is the University
office responsible for receiving and addressing discriminatory harassment
complaints. You may seek informal help or information from EOP, or you may
file a formal complaint. Information on the complaint process is provided
- Regardless of whether you have done any of the above, you may contact
a state or federal office authorized to receive complaints of discrimination.
EOP can provide information on how to contact these offices.
Note: The University maintains a fair and responsive method for reporting
and addressing complaints of discrimination, but your assistance is critical
to helping the University learn of and address problem behavior.
Supervisor Responsibilities Supervisors are responsible
for communicating the Universitys policy on discriminatory harassment
to employees, and for taking action when they observe or hear of incidents that
may violate this Policy. A supervisor must:
- Be receptive and open to concerns of harassment. Know and be able
to explain the Universitys policy and employees or students
- Take action suitable to the circumstances, which may include among
other things, talking to persons involved or witnesses, examining other
evidence, or arranging for training.
- Contact EOP for assistance or to refer matters that have not been resolved.
- Make sure that persons who have raised concerns of discriminatory harassment
in good faith are not subject to retaliation.
- Monitor situations that have been addressed, and follow-up if necessary.
Note: Supervisors who do not appropriately handle reports or incidents
of discriminatory harassment, or do not refer them to EOP, will be subject to
UVas Formal Complaint Process Formal complaints
of discriminatory harassment may be filed with the Office of Equal Opportunity
Programs. EOPs procedures for processing harassment complaints are described
in the brochure entitled "Discrimination Complaint Procedures", which
is also available on EOPs website, www.virginia.edu/eop.
EOP requires that complaints be in writing and made within
300 days of the last allegedly discriminatory action, but both requirements
may be waived at EOPs discretion under appropriate circumstances. EOP
- Respond to every complaint of discriminatory harassment;
- If investigations are conducted, act impartially considering the interests
of all parties;
- To the extent practicable, protect the privacy of all parties and the
confidential nature of the complaint, and
- In the case of formal complaints that are not resolved through negotiation,
issue a report to both parties and the relevant Vice President containing
findings and conclusions, and recommending appropriate actions depending
upon the circumstances.
Discriminatory harassment of students by other students is
addressed by certain provisions of the Standards of Conduct administered by
the University Judiciary Committee of the Universitys Judicial System,
and complaints may be brought to that Committee without first going through
EOP. EOP will refer complaints of student-student discriminatory harassment
to the Judiciary Committee if an EOP investigation concludes that further action
Remedies If it is determined that discriminatory harassment
is occurring or has occurred, the University may take any or all of the following
actions: making sure that the discriminatory conduct stops; imposing disciplinary
action up to and including termination of employment or dismissal from the University;
other corrective action such as counseling or training; and steps such as reinstatement,
hiring, reassignment, promotion, training, back pay or other benefits as are
Training and Education Education and training are fundamental
to maintaining an environment free of discriminatory harassment. Managers, supervisors,
deans, directors, and department heads are responsible for informing employees
who are under their direction or supervision of this Policy. Student affairs
administrators are responsible for providing this information to the student
EOP is responsible for providing educational and training programs
to assist members of the University community in understanding what discriminatory
harassment is and is not, and how to address behavior that violates this Policy.
Specifically, EOP will distribute copies of this Policy to all schools, departments
and programs at the University, and will give workshops and seminars on this
subject. EOP will maintain a brochure that explains in simple, understandable
terms the Universitys policy and procedures concerning discriminatory
harassment, and will place copies of the brochure in EOPs offices and
at other offices to which persons are likely to go for counseling and advice
regarding discriminatory harassment.
Questions about this Policy should be directed to EOP.
Dogs Running at Large
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 owners or custodians 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 the University animal control officer will normally be deposited at the local
Society for the Prevention of Cruelty to Animals pound to await identification
by the claimant.
The possession, storage or use of any kind of ammunition, firearms,
fireworks, explosives, air rifles and air pistols on University-owned or operated
property, without the expressed written permission of the University police,
Students who have a grievance concerning the applicability
of University regulations in the area of student affairs have the right to file
a grievance according to the procedure listed below. (Also see grievance procedure,
- After discussing the situation with the assigned advisor, students
concerns related to a staff member in student affairs that cannot be resolved
between the two parties should be discussed with the respective director
or dean of the unit on a one-to-one basis;
- Should the concern be related to the director or dean of the unit, the
grievance would be filed with the Vice President for Student Affairs;
- In circumstance number 1, if appropriate relief is not forthcoming,
the next level of discussion should be with the Vice President for Student
- Should the level of concern relate to the Vice President for Student Affairs,
appropriate documentation should be presented in writing to the President
of the University.
Hazing is prohibited under the State statute on hazing (Virginia
Hazing, Civil and Criminal Liability, Code of Virginia, 18.2-56) as well as
by University policy and the Universitys Standards of Conduct. The University
does not condone hazing in any form. The term "hazing" means any action
taken or situation created by a member(s) of a student organization toward one
or more organization members or toward prospective members (as a part of the
new member selection process), that 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 that is designed
to or produces mental or physical harassment, discomfort, or ridicule. Such
activities and situations include, but are not limited to, creation of excessive
physical or psychological shock, fatigue, stress, injury, or harm. 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 Universitys
Standards of Conduct and may also be in violation of the State statute. The
State statute on hazing reads as follows:
"It shall be unlawful to haze, or otherwise mistreat
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, unless
the injury would be such as to constitute a felony, and, in that event the punishment
shall be inflicted as is otherwise provided by law for the punishment of such
"Any person receiving bodily injury by hazing or mistreatment
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 found guilty of hazing
or mistreating another student so as to cause bodily injury, expel such student
so found guilty, and shall make report thereof to the attorney for the Commonwealth
of the county or city in which such school, college or university is, who shall
present the same to the grand jury of such city or county convened after such
report is made to him."
Any violation of Section 18.2-56 shall be deemed a violation
of the Universitys Standards of Conduct. Upon satisfactory proof of the
guilt of any student charged with hazing or mistreating another student so as
to cause bodily injury, the University will expel such student so found guilty
by the University Judiciary Committee. The President will also report any disciplinary
finding resulting in expulsion to the Commonwealths Attorney of the appropriate
jurisdiction (the county of Albemarle or the city of Charlottesville).
The Dean of Students, or designee, shall inform the Black Fraternal
Council, Interfraternity Council, the Intersorority Council, the Multicultural
Greek Council, and all fraternities, sororities, and student organizations who
have executed contracts with the University as Fraternal Organizations or as
Contracted Independent Organizations of the provisions of Section 18.2-56 of
the Code of Virginia and of this University policy.
Misuse of Student IDs at Athletic Events
The responsibility of having and maintaining a student identification
card is a serious one. I.D. cards are given only to bona fide University of
Virginia students and represent both verification of an individuals identity
and their 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, in consultation with the Athletic Department,
has established procedures for adjudicating cases concerning the misuse of a
University Identification Card in relation to an athletic event. The procedures
include a representative of the Office of the Dean of Students hearing and sanctioning
For further information, please refer to the University Judiciary
Committees By-Laws (924-7602), the Associate Athletic Director for Facilities
(982-5022), or the Office of the Dean of Students/Student Life (924-7427, email@example.com).
Open Parties/Dances/Socials Policy and Guidelines
An open party, dance, or social shall be defined as any event
(or part thereof) where the main function or activity involves social interaction
of guests, the performance or reproduction of music for the purpose of dancing
or enhancing the environment for social interaction. These events may include
guests from outside the University of Virginia community.
The purpose of this policy is (1) to identify and implement
measures designed to provide a reasonably safe environment for event sponsors
and the students attending these activities and (2) to clarify expectations
of all entities involved in managing these events (including, but not limited
to, sponsoring organizations, building staff, and University Police).
This policy applies to all University facilities that are available
to host open parties, dances or socials. Certain University facilities may be
governed by more specific regulations. Those specific regulations do not supersede
this policy, but should be considered in addition to facility-specific regulations.
- Eligibility Any official student organization at the University
of Virginia is eligible to reserve designated space(s) for a party, dance,
or similar social event. Reservations can be made by contacting the Facility
Coordinator for the desired facility.
- Attendance Attendance at events defined in this policy is restricted
to University of Virginia students and their guests (a UVa student is eligible
to bring up to two guests). Students may gain admittance only with a valid
and current UVa student ID; guests must have a valid picture ID in order
to be admitted. Where applicable, machines will be made available through
Newcomb Hall to validate UVa student identification cards.
- Advertising/Event Promotion Advertising or promotion of the event
off-Grounds (including flyers, handbills, posters, and radio announcements)
is prohibited. All advertisements on Grounds must include the following
information: "Admission open to UVa students and their guests only.
UVa students must present a current UVa I.D., and guests must present a
valid picture I.D. for admission." A copy of the event advertisement
may be requested by the Facility Coordinator.
- Sponsor Responsibility 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 of 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) to University
Police on duty at the event. Full cooperation from all sponsoring organization(s)
members is expected.
- Ending the Event The event end time (up to 2:00 A.M.) must
be approved in advance by the Facility Coordinator. Events must end promptly
at the approved time. The facility must be cleared of guests and equipment
within 30 minutes of the end time. The sponsoring organization shall be
responsible for assisting in dispersing students and their guests in a timely
manner after the event. The University Police will assist in enforcing this
- Security Requirements University Police are required for these
events in all venues, and the number of officers will be determined by the
University Police with input from the Facility Coordinator. Officers shall
be hired for the time period 30 (thirty) minutes prior to the scheduled
start of the event and until the crowd has been dispersed after the event
has ended. The minimum number of University Police officers will be determined
at the discretion of the Facility Coordinator and the University Police
Department. Police personnel will not be responsible for interpreting building
and event policies, but will assist building staff in enforcing policies
- Costs to the Sponsoring Organization The sponsoring organization
shall be responsible for costs as determined by current policies at the
respective facility. Please consult the Facility Coordinator for current
- Event Requirements and Guidelines
Admission - The event shall be open to UVa students and their
invited guests only. A UVa student may sponsor up to 2 (two) guests. The
guest(s) must arrive and enter with the student. In order to gain admission
to the event, the UVa student must present a current UVa student I.D., and
the guest(s) must present a valid picture I.D.; the UVa student host must
then sign her/himself and the guest in. Note: The guest policy applies to
the DJ or band members as well. The DJ or band members (provided that they
are UVa students) are allowed to sponsor up to two guests. The sponsoring
organization must ensure compliance by all persons attending the event,
including the DJ and/or band members.
Organization Guest List - The sponsoring organization may invite and sponsor
guests. The intent of this provision is to allow the organization the flexibility
to invite organization members from neighboring institutions, alumni members,
and the like. The organization shall be responsible for the behavior of
all individuals on its guest list. Individuals on the organizations
guest list must present a valid picture I.D. and must be signed in by a
member of the organization to gain admission.
No person will be admitted who is visibly intoxicated or otherwise behaviorally
impaired. Alcohol, illegal substances, glass containers, and weapons of
any kind are prohibited. Attendees may be subjected to a visual search of
person, handbags, or backpacks. Passes to re-enter the event are prohibited.
Admissions after 12:00 midnight are prohibited.
- Venue Capacities Maximum crowd capacity in the respective venue
for the particular event shall be determined in advance by the Facility
Coordinator. Please note that the Facility Coordinator may lower the maximum
crowd capacity by Code depending on room set-up or other relevant reasons.
The designated Facility Coordinator/Building Staff will determine the exact
number of individuals allowed to enter the facility.
- Exceptions to this Policy The following events or activities may
be exempt from these policies and will be handled on a case-by-case basis,
subject to the approval of the respective Facility Coordinator:
Dances, parties, step shows, or other social events which are hosted by
University student organizations and which end no later than 12:00 midnight
and for which there is no admission charge.
Annual balls, or formals or social events that are open to organization
members and their guests only.
Events held at night from Sunday through Thursday.
- Policy Enforcement Sponsoring organization members shall be responsible
for following all policies and procedures. If questions or perceived conflicts
arise, the direction of building staff and/or the University Police shall
be followed. Members of the sponsoring organization are responsible for
the behavior of all guests attending the event. Violation of any of these
policies may result in sanctions against the organization and/or individuals.
Sanctions may include, but not be limited to, referral to the Judiciary
Committee and limitations on future uses of University facilities.
Parental Notification Policy: Drugs and Alcohol
The Universitys philosophy in dealing with students who
commit major alcohol- or drug-related infractions or who demonstrate a pattern
of substance abuse is to work with them to solve these problems and to focus
on education. The University will continue to rely on the professional judgment
of its faculty and administrators when assessing each students situation.
In addition, due to amendments to the Family Educational Rights
and Privacy Act of 1974, 20 U.S.C. s. 1232g ("FERPA"), giving colleges
the authority to notify parents of students under 21 who violate alcohol or
drug laws, the University has adopted a written Parental Notification Policy
pertaining to drugs and alcohol.
This policy is in addition to the intervention and education
programs already offered students when such infractions are brought to our 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.
- When the Office of the Dean of Students receives notification that a University
of Virginia student under the age of 21 has been arrested during an academic
session for a drug- or alcohol-related violation, a professional staff member
in the Office of the Dean of Students will notify that students parent
or guardian, unless, as determined by the University, family circumstances
make a call incompatible with the students best interests. The professional
staff member in the Office of the Dean of Students will encourage the student
to make the initial call to a parent or guardian. The staff member ordinarily
will follow up with a phone call. Students whose family circumstances make
parental notification inappropriate will be immediately referred to the
Universitys professional counseling resources. Violations that would
trigger parental notification include, but are not limited to, driving under
the influence, public drunkenness and underage possession.
- All other drug- or alcohol-related incidents will be discussed with the
student involved. In cases where pattern or severity might be a concern,
the incident also will be evaluated by a professional staff member in the
Office of the Dean of Students, in consultation with other professionals
as appropriate. When there is reason to believe that a students health
and well-being are in jeopardy, a professional staff member in the Office
of the Dean of Students will notify a parent or guardian, unless, as determined
by the University, family circumstances make a call incompatible with the
students best interests. The professional staff member in the Office
of the Dean of Students will encourage the student to make the initial call
to a parent or guardian. The staff member ordinarily will follow up with
a phone call. Students whose family circumstances make parental notification
inappropriate will be immediately referred to the Universitys professional
counseling resources. Pattern or severity include frequent episodes of drunkenness
and/or binge drinking.
Residence Hall Visitation
In the first-year living areas, the visitation hours for the
first two weeks are 11:00 A.M. to 12:00 midnight, Monday through Thursday, and
Friday 11:00 A.M. to Sunday midnight. At the end of the two-week period, all
first-year living areas will vote by secret ballot to determine the visitation
hours for the area.
In all residence areas, visitation in a room of a student who
has a roommate must be with the roommates consent or must not impose an
unreasonable burden or unreasonable infringement of the privacy and privileges
of the roommate.
Sales, Solicitation, and Student Organization Fundraising
The University limits sales, solicitation, and student fundraising
activities in order to 1) preserve its educational mission and focus, 2) provide
a secure environment, 3) protect its students and employees from exploitation,
4) respect the aesthetic qualities of the Grounds, and 5) promote fair business
practices. When commercial sponsorship is sought or endorsed, it is important
that this support primarily advances University or student organization goals
and only secondarily those of a corporate sponsor.
For the purposes of this policy, solicitation is defined as
selling, promoting for the purpose of future sales, commercial advertising,
and canvassing. Fundraising is defined as any activity held by a student organization
for the purpose of generating revenue to support the programs and activities
sponsored by the organization.
- Solicitation by External Entities and Their Representatives
The use of University facilities and/or property for solicitations
by external businesses, individuals, and groups or by individual students
representing such enterprises is prohibited without prior written permission
of the Office of the Dean of Students.
- Absolutely no permission will be granted for solicitation in any
University housing areas. The delivery of goods to single-student residences
may not be made directly to student rooms or suites and are subject to
regulations published by the Office of the Dean of Students/Residence
- Commercial initiatives sponsored by the University Bookstore and Dining
Services are allowed when they are extensions of their work with current
or potential contracted vendors. Promotional activities planned by the
bookstore and dining services beyond the facilities they operate will
be coordinated with the Newcomb Hall Reservations Office.
- Under no circumstances does the University sell student addresses to
- Solicitation by Student Organizations
Solicitation by student organizations may be allowed under certain
guidelines in four general categories of activity: admission charges and
tickets, direct sales, donations, and corporate sponsorship.
- Any student organization that holds agency, special, or CIO/FOA
status may conduct fundraising projects on Grounds, subject to the policies
and guidelines governing the extracurricular use of University facilities
as outlined in the Record.
- All student organization fundraising projects must be conducted
within the specific area designated in the approval process.
- Fundraising projects must be of limited duration and not carried
out as an ongoing activity.
- With the exception of bake sales, no permission will be granted
for fundraising projects that unnecessarily duplicate goods, materials,
or services already provided at the University.
- Revenue from ticket sales/admission charges may be used to defray the
cost of an event including speaker or performance fees, or to benefit
a charitable, nonprofit organization or the sponsoring student organization.
It may not be used for individual personal gain or to benefit external
commercial or political organizations or enterprises. Student activity
fees (SAF) may not be used to sponsor an event if the proceeds are to
benefit a charitable organization or cause.
- Acknowledgement and appreciation for donations and corporate sponsorship
should be done in a way that highlights the student organizations
program or event first and notes the sponsorship in a less prominent manner.
- Deans, department heads, and facilities coordinators may develop more
specific guidelines for fundraising projects on University Grounds in
their individual facilities. Academic deans and/or department heads may
restrict or prohibit fundraising activities that are inconsistent with
the school or departments educational mission and/or disruptive
to the schools normal activities.
- Fundraising projects may be denied because of the location requested
or because of conflicts with previously scheduled events or projects.
Tables or booths may not interfere with the use of streets, sidewalks,
building entrances or classes and other previously scheduled activities.
In addition, sales activities will not be allowed on the upper Lawn or
in the Gardens of the historic Grounds area.
- Fundraising projects may not provide a financial benefit to individual
officers and/or members.
- Use of the Universitys name, trademarks, logos, symbols, mottoes,
etc., is subject to the "University of Virginia Policy for the Use
of University Name, Trademarks, Service Marks, Seals, Logos and Other
Indicia on Products."
Student Organizations seeking solicitation/fundraising approval
should submit a request on-line at www.virginia.edu/newcombhall or in person
to the Newcomb Hall Reservations Office for all fundraising projects held at
all locations on Grounds except:
- School of Architecture - Associate Dean for Finance and Administration
- Curry School of Education - Assistant Dean for Admissions and Student
- Darden School - Associate Dean for Administration (924-4854)
- School of Engineering and Applied Science - Assistant Dean for Administrative
and Academic Affairs (924-3155)
- Law School - Associate Dean for Management & Finance (924-7343)
- McIntire School of Commerce - Office of Student Services (924-3865)
- Medical School - Student Affairs Office (924-5579)
- Nursing School - Office of Admissions and Student Services (924-0141)
- School of Continuing and Professional Studies - Office of the Dean
- Athletic Facilities - Program Supervisor (982-5151)
- Family and Faculty/Staff Housing - Accommodations Department (924-7030)
- Intramural/Recreational Facilities - Department of Intramural-Recreational
In these cases, requests should be directed to the offices
The University of Virginia strives to maintain a safe and secure
environment for members of the student body, faculty, staff and the general
public so that they are not unreasonably impeded in their activities by concerns
for personal safety. The University Police Department is assigned broad security-related
functions. At the same time, individual units, for example, schools, colleges,
and various non-academic departments have responsibility for the security of
facilities assigned for their use. The Police Department is charged to provide
security regulations by which students, faculty, and staff are required to abide.
Any building-specific regulations, established by units responsible for those
buildings, must be consistent with the regulations established by the Police
The University, as with any other public or private entity,
cannot assure or guarantee a crime-free living or working environment. Accordingly,
it is the responsibility of members of the University community to act in a
security-conscious manner and to avoid actions which jeopardize their security
as well as the security of others. Members of the faculty, staff, and student
body should report all crimes, hazards, emergencies, or dangerous situations
to the University Police Department.
Sexual Assault The University of Virginia is a community
of trust, in which students, faculty, and staff must be able to engage in their
work without any fear of violence, threats, harassment, or other unwanted sexual
actions. The University considers sexual assault a violent crime in all its
forms, including assaults by friends and acquaintances. Sexual assault is prohibited
under state statute (§18.2-61, §18.2-67.1, §18.2-67.4, §18.2-67.5)
as well as by the Universitys Standards of Conduct.
"Sexual assault" consists of sexual intercourse without
consent, forcible sodomy or sexual penetration with an inanimate object, the
intentional touching of an unwilling persons intimate parts (defined as
genitalia, groin, breast, or buttocks, or clothing covering them), or forcing
an unwilling person to touch anothers intimate parts. To constitute an
assault, the above acts must be committed either by force, threat, surprise
or intimidation, or by taking advantage of someones helplessness or inability
to consent of which the alleged perpetrator was aware or should have been aware.
The term "helplessness or inability to consent" means:
1) unable to understand the circumstances and implications of the sexual advances;
2) unable to make a reasoned decision concerning the sexual advances; and/or
3) unable to communicate the decision in an unambiguous manner. These situations
can result from illness, the influence of alcohol or some other substance, physical,
psychological, or developmental disabilities, unconsciousness, or from some
Consent requires speech or conduct indicating a freely given
agreement, with no fear of retribution accompanying refusal to have intercourse
or participate in sexual activities. Previous sexual relationships, current
relationships with the perpetrator, or the use of alcohol and/or drugs may not
be taken as an indication of consent. Use of alcohol and/or drugs by the perpetrator
or victim is not an excuse for violation of the sexual assault policy.
Individuals who are not sure if their case meets the definition
of sexual assault are encouraged to contact either the Sexual Assault Resource
Agency (SARA) 24-hour crisis hotline (434-977-7273), a community agency that
serves the Charlottesville and University communities, or one of the University
offices listed below.
Many victims doubt their own interpretations of events and
hesitate to seek help. Even if a student is unsure whether or not her or his
experience fits into the legal definition of rape or sexual assault, it is very
important to get medical attention immediately at the UVa Emergency Room. There,
specially-trained Sexual Assault Nurse Examiners will contact SARA, which will
send a companion to provide emotional support if desired. Alternatively, survivors
may contact SARA themselves. We also encourage students to report their assaults
to the police, although this is not required. It is not the Universitys
policy to call a students parents, unless the student is a legal minor
or it is the express wish of the student that they be contacted.
A students courses of action may include any or all of
- Criminal prosecution: to file charges, contact the police by calling 911.
- Civil suit for damages: to file a lawsuit, you must hire a private
attorney. Student Legal Services (977-1670) or the UVa Womens Center
(982-2361) can refer you to an attorney.
- Third party anonymous report to the police: file by calling 982-2774,
or SARA, or via the web: www.sexualassault.virginia.edu.
- Redress through University processes: 1) an internal hearing through the
Universitys Sexual Assault Board--initiate this process by filling
out a complaint form available through the Office of the Dean of Students
or the UJC; or 2) mediation between the complainant and the accused-to request
mediation, contact the Office of the Dean of Students (924-7427).
Confidential adjudication or mediation through the Universitys
Sexual Assault Board, a panel of faculty, administrators and students, may be
requested even if a police report is not filed. The University has judiciary
jurisdiction over a sexual assault only if the assault was committed by a student
(a) against any person on University-owned or leased property, or at a University-sponsored
or supervised function, or (b) against any University student, faculty member
of staff person at the local residence of any student, faculty member or employee
within the City of Charlottesville or Albemarle County.
The Universitys Sexual Assault Education Coordinator
(982-2774) provides information and guidance regarding these options, assists
in making decisions about what course of action to take is best, and refers
students to University and community counseling resources. Students may file
for an internal hearing or mediation at the Office of the Dean of Students (924-7429).
For a written description of the hearing process, contact either the Sexual
Assault Education Office or the Office of the Dean of Students, or visit www.sexualassault.virginia.edu.
Domestic/Dating Violence The University of Virginia
is a community of trust, in which students, faculty, and staff must be able
to study, teach, and work without any fear of violence, threats, harassment,
or other unwanted abuses of power and control. The University considers domestic/dating
violence a crime in all its forms. Domestic violence is prohibited under state
statute (§18.2-57.2) as well as by the Universitys Standards of Conduct.
The generally accepted definition of domestic violence is:
A pattern of physically, sexually, and/or emotionally abusive
behaviors used by one individual to maintain power over or control a partner
in the context of an intimate or family relationship.
Dating/domestic violence includes a wide range of behaviors,
including emotional, physical, economic, and sexual abuse. Intimate partners
may be in a dating relationship, cohabiting, married, separated or divorced.
Both heterosexual and same-sex couples can become violent.
The University strongly urges students who are in abusive relationships,
or who are being stalked (see section on Stalking), to seek assistance from
the Shelter for Help in Emergencys 24-hour hotline (293-8509), a community
agency that provides counseling, emergency shelter, and other services to the
University and Charlottesville communities. The Sexual Assault Education Coordinator
assists students in abusive relationships, and will help them connect with community
resources, and provide assistance with obtaining protective orders, among other
services. The SAEO website (www.sexualassault.virginia.edu) has valuable information
and resources as well.
A student may obtain an Emergency Protective Order from the
magistrate on her/his own or with the assistance of the police. Preliminary
and Permanent Protective Orders must be obtained by applying through the Juvenile
and Domestic Relations Court or General District Court. The Commonwealth of
Virginia requires police officers to arrest the individual that they determine
to be the aggressor when they are called to the scene of a domestic dispute.
This removes the burden from the victim to make a citizens arrest. If
an arrest is made, the Victim Witness Assistance office may offer guidance through
the court process. At the University, cases of dating or domestic violence that
do not include sexual assault (in any form) are heard by the University Judiciary
Committee, if the victim chooses this avenue of recourse.
Stalking The University of Virginia is a community of
trust, in which students, faculty, and staff must be able to study, teach, and
work without any fear of violence, threats, or other unwanted abuses and harassment.
Stalking is prohibited under State statute (§18.2-60.3) as well as by the
Universitys Standards of Conduct. Stalking is defined as:
Behavior in which an individual willfully, and repeatedly engages
in a knowing course of harassing conduct directed at a specific person which
reasonably and seriously alarms, torments, or terrorizes the person.
Many of these behaviors may appear benign on the surface but
can be perceived by the victim as malicious or frightening. Stalking can include
a range of behaviors such as breaking into personal e-mail accounts; monitoring
the victims every move, stealing mail; breaking into a residence to alter
or steal items; leaving telephone threats, repeated calling, hang ups, and much
more. A stalker may be a former partner, a classmate, a vague acquaintance or
a total stranger.
Like dating violence, stalking is adjudicated by the University
Judiciary Committee. Depending on the specific circumstances, a stalker can
violate more than one Standard of Conduct and be brought up on charges accordingly.
In order to be considered a criminal act (for lodging a complaint with the
the victim must feel threatened or in fear of her or his personal safety. Stalking
is against the law in Virginia, starting as a misdemeanor and escalating to
felony status by the third offense (If the survivor already has a protective
order against the stalker, felony status is automatic). The UVa Police Department
(924-7166) or the Sexual Assault Education Coordinator (982-2774) can discuss
practical strategies for dealing with a stalker, as well as refer the victim
to other resources. More information on stalking can be found at www.sexualassault.virginia.edu.
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.
Students Rights 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 which 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 regulations;
- 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
- Grievance Process - Students have access to established procedures
for respectfully presenting and addressing their concerns/complaints to the
- Learning Beyond Formal Instruction - Students have access to a variety
of activities beyond the classroom, which support intellectual and personal
- Education - Students have access to excellent faculty, academic technology,
classrooms, libraries, presentations, and other resources necessary for the
- Personal Growth - Students live and study in a setting that fosters
- Participation in Community Affairs - Students have opportunities
to interact with people and institutions both within and beyond the University
- 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 participate in the governance of
the University, with opportunities including but not limited to the 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 Universitys academic
and administrative departments;
- Academic and Administrative Policies - Students can expect academic
and administrative policies that support intellectual inquiry, learning, and
Students Responsibilities 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 Universitys
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 Universitys
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 or sexual 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, or visitor, or
in the city of Charlottesville or Albemarle County.
- Conduct that intentionally or recklessly threatens the health or safety
of any person on University-owned or leased property, at a University sanctioned
function, or at the permanent or temporary local residence of a University
student, faculty member, or employee.
- 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
- 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
- Substantial damage to University-owned or leased property 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 or employee.
- 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 Honor or Judiciary Committee, or conduct that violates their rules
- 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.
Students should consult the Dean of Students for any revisions
to the foregoing policies or changes in procedures.
Sanctions 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, 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 students 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 period of time not exceeding two academic semesters;
- 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 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.
Interim Suspension 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
- A student so suspended shall be given the following warnings by the suspending
"You are hereby temporarily suspended and barred from [locationGrounds
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 for Student Affairs or his/her designee to determine whether
this suspension is with good cause and may continue pending a hearing before
the Judiciary Committee. It is your responsibility to request such review
by so notifying the Office of the Vice President for Student Affairs."
- The Vice President for Student Affairs or his/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 for Student Affairs (or his/her designee) affirm
or leave in place with modifications the interim suspension, the student may
seek a hearing before the Judiciary Committee on the underlying charges. The
student must do so within seventy-two (72) hours of notification of the Vice
Presidents decision, or forfeit any right to an expedited hearing. Where
an expedited hearing is timely sought, the Judiciary Committee shall schedule
a hearing as soon as practicable, subject to the rules and procedures adopted
by the Committee.
- Certain cases involving Interim Suspension may be decided directly by the
University President (or his/her designee) rather than the Judiciary Committee.
Cases Involving Sexual Assault The University has established
a separate procedure to deal with allegations of sexual assault. Contact the
Office of the Dean of Students (924-7429) for full information on the procedure.
Cases Involving Psychiatric Issues The University has
established two separate procedures to deal with allegations of misconduct for
certain student cases involving psychiatric and psychological issues: Procedure
for Psychological Hearings on Honor Offenses, and Procedure for Student
Disciplinary Cases Involving Psychological Issues. The Procedure for Student
Disciplinary Cases Involving Psychological Issues is available to address relevant
issues arising in the context of Interim Suspension. Contact the Office of the
Dean of Students (924-7429 or firstname.lastname@example.org) for full information on
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/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 Presidents 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/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
For the purposes of this provision, the President may delegate
responsibility to a designee of his/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, the Housing Division 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 Violations of Law Students
have a continuing duty to promptly report to the Office of the Dean of Students,
any arrests or convictions for violation of federal, state, local or international
law, excluding minor traffic violations that do not include injury to others.
Use of University Equipment
- "University community," as used herein, includes the University,
its departments, service units, affiliated or related organizations and
foundations, faculty members, staff members, students, groups of students
and student organizations which are Contracted Independent Organizations
- The administrative head of each unit of the University, or the head of
a subunit when so delegated, is responsible for the control and accountability
of use of all equipment assigned to the unit and for assuring that use of
the equipment is consistent with this Policy and the purpose, mission and
goals of the University.
- University equipment may not be used by University faculty, staff or students
for personal purposes unrelated to the Universitys mission or for
commercial purposes. Likewise, University owned and provided consumable
materials and supplies may not be used for such personal purposes or commercial
- Personal activities related to teaching, scholarship and research
or public service promote the Universitys mission. Accordingly, faculty
and staff members may be offered the privilege of occasional and reasonable
use of University equipment in connection with their personal academic pursuits
and professional development, provided the University incurs no unreasonable
costs for materials and supplies, maintenance and repairs. Approval of these
cases will be handled on a case-by-case basis.
- Use of University equipment by individuals and organizations who are not
part of the University community is not permitted unless the responsible
unit head approves a user request form. Such a form may be approved only
when the use meets one of the following criteria:
- The use is in connection with approved University sponsored activities,
events or services. (Reference to Policy and Procedure on University Services
- The use is part of a contractual agreement between the University
and a government agency, a private business or another educational institution,
and the agreement has been reviewed for consistency with University policy
relative to competition with the private sector and unrelated business
income by the administrative head of the related unit with the assistance
of the Office of the General Counsel.
- The use is by official visitors to the University and is appropriate
to the purpose of the visit.
- The use is in connection with a public service activity and the
equipment does not exist elsewhere or is not reasonably otherwise available
to the user.
The unit head responsible for the equipment may establish a
user fee, when appropriate. Such a fee must be approved in accordance with the
Universitys Services and Activities procedures.
Use of University Facilities
These policies and guidelines are intended to ensure that extracurricular
use of the physical facilities of the University is responsible and consistent
with the mission of the University.
- General Policies The following policies apply to all extracurricular
uses of all University property, unless a specific exception is noted. Facilities
normally closed to extra-curricular activities because of their function
as well as locked buildings, classrooms or other facilities are excepted
from these policies. The Vice President for Student Affairs or his or her
designee is authorized to administer and interpret these general policies.
- "University groups" includes the University and all of its
departments, service units, student organizations, affiliated or related
organizations and foundations.
- "University individuals" includes faculty members, staff
members, students and groups of students.
- "Student Organizations" are those organizations which
are Contracted Independent Organizations (CIOs) or special status student
- "Student" is a person registered in the resident schools
or College of the University at Charlottesville for the academic semester
in progress at the time University property is to be used.
- Who May Use University Space
- University space may be reserved by any University group and in
some cases by University individuals. For more information, contact
the reservations office on the fourth floor of Newcomb Hall, telephone
(434) 924-3203 or view policies and procedures listed at www.virginia.edu/newcombhall/space.html.
- University space may be used by a non-University group in accordance
with these policies and guidelines as long as the group is sponsored
by a University group and executes a use of space agreement. The space
agreement contains both an indemnification provision holding harmless
the University and its officers and employees and restrictions for use
of space consistent with University policies. University individuals
may not act as sponsors of non-University groups for the purpose of
using University space.
- University facilities may be usedsubject to these procedures
and guidelines and other space restrictionsfor religious purposes
by University students, groups of students, student organizations, faculty
members or staff members. This provision does not apply to University
Hall or the Chapel, where special rules apply.
- Unless otherwise notified, guests of students and other visitors to
the University are welcome on the Grounds but are not entitled to use
those facilities or to attend those events which are limited to students
by reason of their payment of tuition or fees or which are limited to
faculty and staff members by reason of employment.
- Permitted Uses
- University space must be used in a manner which is in keeping with
the goals of the University and does not violate University policies
- No use of University property will be permitted that:
- is unlawful.
- discriminates on the basis of age, citizenship, color, handicap,
national origin, political affiliation, race, religion, sex, sexual
orientation, or status as a disabled veteran or veteran of the Vietnam
era (although attendance at an event can be limited, such as "members
only," "students only" or "faculty and students
only," it cannot be limited specifically by age, citizenship,
color, handicap, national origin, political affiliation, race, religion,
sex, sexual orientation, or status as a disabled veteran or veteran
of the Vietnam era).
- disrupts academic activities, scheduled events, University functions
or other normal pursuits that take place in the area.
- is for personal gain.
- Admission may be charged for events sponsored by University groups.
Admission may not be charged for events sponsored by University individuals,
nor may admission fees be collected for events held at the Rotunda.
For purposes of the extracurricular use of University property, the
proceeds from collections made at events held in University facilities
are considered to be admission charges.
Any income-generating use of University space that is in competition
with private enterprise or is not directly related to the Universitys
mission is not permitted unless the Universitys Services and
Activities procedures have been followed.
- Building supervisors may develop use guidelines for their assigned
facilities in order to maintain safety and to insure the normal operation
of the facility. A person or group may seek clarification and/or interpretation
of such use guidelines from the facility supervisor designated for the
- General Guidelines on Conduct During Permitted Use The following
instructions and procedures governing conduct shall apply to the extracurricular
use of all University property. The Vice President for Student Affairs or
his or her designee may adopt and issue supplementary provisions when necessary.
Persons who have reserved space or who are responsible for an event on
University property are responsible for taking reasonable steps to ensure
the safety of University property and persons attending the events.
- In order to ensure that the rights of all parties are protected,
the Dean of Students, in cooperation with students who have reserved University
space, may develop and make available in advance specific provisions to
govern conduct at a given event. For example, special rules may be devised
to prevent disorder or other interference with the activity; precautions
may be taken to avoid physical harm to persons or to property; and attendance
may be limited according to space requirements or the desires of those
who have reserved the space, so long as they do not conflict with the
- When University space has been reserved or is in use, persons who wish
to communicate to those in attendance (for example, by the distribution
of leaflets or carrying of signs) will be permitted to do so in a manner
that does not disrupt the activity in progress, that does not interfere
with or harass those who are entitled to attend and that complies with
any special rules developed pursuant to paragraph B of this Section. Actions
that interfere with the opportunity of the audience to hear and observe
the proceedings, that physically interfere with the proceedings or that
create disruptive noises which penetrate the area of the proceedings are
- All persons on University property are subject to these provisions and
to the provisions of local, state and federal law. Appropriate action
may be instituted against any person who does not comply therewith.
- Persons designated by the President are authorized to ask persons
who are using or occupying University space in a manner inconsistent with
these policies or guidelines to leave. A person who has reserved space
or who is in charge of the event is also authorized to ask any person
who engages in conduct inconsistent with these provisions to leave the
- Students who do not comply with a request to leave should be warned
that disciplinary action may be taken which could result in suspension
or expulsion from the University. If the violation continues,
- University disciplinary procedures may be initiated.
- Any person who does not comply with a request to leave should be
warned that action may be taken which could result in arrest for violation
of the law. If the violation continues, appropriate action may be instituted.
- General Guidelines for Scheduling The following procedures
and guidelines are designed to ensure efficient use and management of University
buildings, grounds and playing fields. Building Supervisors, or others responsible,
may develop specific reservation procedures and scheduling guidelines for
particular buildings or fields. Such specific rules shall be considered
a part of the general reservation procedures and scheduling guidelines.
- University space can and should be reserved in order to assure its
availability at the time desired. General information concerning reservable
spaces at the University can be obtained from the reservations office
on the fourth floor of Newcomb Hall, telephone (434) 924-3203. Available
spaces in Student Activities Buildings can be reserved through the reservations
office. Spaces in other buildings or playing fields can be reserved through
individual Building Supervisors. Consult the staff in the reservations
office for current information.
- In order to achieve a fair distribution among interested parties of
certain facilities in high demand and to insure that the use of space
is appropriate to its character, Building Supervisors or other persons
charged with responsibility for University space may establish restrictions
and priorities for the use of University facilities. The principles of
first applied-first granted will in most instances guide decisions on
assignment of space except that academic (curricular) uses have priority
in academic space.
Use of the Lawn The Lawn is the geographical and spiritual
heart of Jeffersons "academical village," which still serves
much of its original purposea setting where faculty and students live
and work together. The entire University Communitystudents, faculty, administratorsare
its trustees, as well as the beneficiaries of its beauty and usefulness. The
Lawn has extremely diverse uses and characteristics, among which are the following:
- It is a national and international historic treasure.
- It is a center of highly varied day-to-day academic activities.
- It is used occasionally as a setting for University activities, such
as official convocations.
- It is a residential precinct for students and faculty.
- It is an area for limited active and passive outdoor recreational
- It is a site for a steady stream of visitors and tourists from all
over the world.
The University community has developed a proud tradition of
mutual accommodations of all these diverse uses. The Lawn must perforce be open
and accessible under reasonable rules and regulations.
The Lawn is replete with fragile, delicate structures and landscape
content. Preservation is a constant concern and a burgeoning curatorial responsibility.
That responsibility has been entrusted to the University as part of its fiduciary
obligations to future generations. The danger that misuse of the Lawn presents
to the historic edifices, and to their dependencies and surroundings, is real,
not theoretical. Differing rules and regulations may apply to different parts
of the Lawne.g., the lower terrace may be governed by different safety
precautions and regulations from those that apply to the upper three terraces.
Moreover, space limitations and the number of requests for facilities dictate
orderly administrative rules, always providing that these rules be content neutral.
Based on the foregoing considerations, the operative policy
for the use of the Lawn area consists of the following:
- That the gardens of the Pavilions are public areas. Those garden areas
adjacent to the Pavilions are not required to be open to the public at all
times. They are to be open when not in personal use, and they must be open
on certain occasions, e.g., Garden Week. To temporarily close these adjacent
gardens for personal use by the Pavilion residents, an appropriate sign
may be placed upon the gates notifying the public. Where the garden is divided
into two portions by the intervening wall, the remote section may be open
to the public at all times. The use of the gardens for social gatherings
of University organizations is to be permitted where consistent with the
occupancy of the Pavilion as home by the resident.
- That for the upper terraces of the Lawn (those between the Rotunda and
the crosswalk at the northern limit of the "Homer Terrace" at
the south) no structure shall be permitted on the Lawn except for those
needed in connection with official University functions. (The term "structure"
includes props and displays, such as coffins, crates, crosses, theaters,
cages, and statues; furniture, and furnishings, such as desks, tables except
those temporarily used by participants in the ceremonies or by University
officials for the conduct of the ceremonies), books, and cabinets; shelters,
such as tents, boxes, shanties and other enclosures; and other similar physical
structures. The term "structure" does not include chairs, signs
held by hand, bicycles, baby carriages, and baby strollers temporarily placed
in, or being moved across the Lawn; and wheelchairs and other devices for
the handicapped when used by handicapped persons.) The same rule shall be
in effect for the lower ("Homer") terrace, except that for that
area of the Lawn officially recognized student groups, academic or administrative
departments, or University-related organizations or foundations may be granted
use by the Office of the Dean of Students. That office will consider use
in accordance with dictates affecting time, place, and manner. Among them
are the following:
- The use of the designated space ("Homer Terrace") by any one
group at any time shall not exceed three consecutive days.
- Disruption or obstruction of teaching, research, administration, disciplinary
procedure, or other University activities, or of other authorized activities
on University property is forbidden.
For information on reserving the Lawn, contact the reservations
office on the fourth floor of Newcomb Hall, telephone (434) 924-3203.
Use of the Rotunda Reservations may be made by contacting
the Rotunda Administrator (924-1019). Reservations will be made in accordance
with the guidelines set forth below and in accordance with University regulations.
Rotunda facilities may be reserved for dignified occasions,
within the guidelines, by University departments, groups primarily controlled
by faculty, staff, the Alumni Association, Student Council recognized student
groups, or University contracted independent organizations. Any event held in
the Rotunda must be related to the Universitys primary mission. Assignment
of spaces shall be content neutral. Because of the heavy demand, it will be
the responsibility of the Rotunda Administrator to make the facilities available
to as many requesters as possible, avoiding overuse of any group. 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 at the Rotunda.
No displays of corporate sponsorship are allowed in the Rotunda.
The Dome Room is the most fragile of the Rotunda facilities.
Of special concern is the heart pine floor, which is fragile and irreplaceable.
Special care must be taken in the use of this room. Such affairs as seated dinners,
lectures, and certain musical events would be appropriate uses; however, cocktail
parties and dances are not permitted. Refreshments may be served only at seated
meals. Smoking is prohibited.
Events that do not conflict with inside users may be held on
North or South Porticos of the Rotunda provided that they are dignified occasions
and are in compliance with Lawn Use regulations. Alcoholic beverages may not
be served on the Porticos while the University is in session. Reservations may
be made through the Rotunda Administrator.
The Dome Room and other Rotunda facilities may be used after
the normal closing hour for the Rotunda (4:45 P.M.) only if official Rotunda
personnel are present. Users will be billed for the cost of these employees
on an hourly basis. A rental fee will also be assessed. The use of candles in
the Rotunda is restricted to oilless candles in the Dome Room during catered
dinners. Candles are to be placed in holders on dinner tables by catering staff.
Candles are not to be carried when lit. Because of very limited fire escape
routes, there is an absolute limit on the capacity of the Dome Room which was
set by the University Safety Officer. The maximum capacity for banquets is 105
persons; for lectures and similar functions, the maximum capacity is 140 persons
(124 seated, 16 standing). For additional room capacities, please see University
Policy XV.I.1. In addition, all events are to end and all guests must vacate
the premises by 10:30 P.M. This curfew will be strictly enforced.
University Dining Services must provide and serve food and
beverages for all Rotunda events. Visitors may not bring food or beverages into
the Rotunda. Food and drink may be served only in the Lower West Oval Room and
the Dome Room (seated meals only). No food or beverages may be transported between
No furnishings, antiques, tables, chairs and heavy equipment
may be moved in any of the rooms without the permission of the Rotunda Administrator.
Furniture, antiques and furnishings will be moved only by qualified Rotunda
or University employees. Heavy equipment such as pianos are not to be taken
to the Dome Room. Audio visual equipment and musical instruments are to be arranged
by the user. All equipment must be approved by the Rotunda Administrator prior
to the event.
Because of the high demand for use of the Rotunda, all requests
for its use must have a sponsor. A University of Virginia department, a contracted
independent organization, or a University related foundation may serve as a
sponsor. A representative of the sponsor must be present during the event and
will serve as the liaison with Rotunda and other University staff.
For a dinner, a security deposit is required at the time the
reservation is made. Deposits for other evening events will be determined on
an individual basis by Rotunda Administration. The deposit will be deducted
from the itemized bill sent to the sponsor following the event. No refunds will
be issued for events cancelled less than 30 days prior to the event. Users are
required to agree in advance to pay for damage done to the Rotunda as a consequence
of their event.
During the time the Rotunda is open to the public (usually
9:00 A.M. to 4:45 P.M.) Dome Room events will not normally be closed to the
public. The oval rooms, if reserved, may be used for lectures, seminars, and
meetings to which the public is not invited. The public is not invited into
the Rotunda after the normal closing hours.
Students are encouraged to use the alcoves in the Dome Room
for study whenever the room is available during normal open hours, subject to
normal regulation by the Rotunda Administrator.
Except for official University-wide functions, the Dome Room
will not be used for luncheons or receptions; these events may be scheduled
in the Lower West Oval Room.
The Dome Room may be used for dinners no more than three times
each week, and on an annual average of no more than ten times each month. No
activity may reserve the Dome Room for more than two consecutive evenings.
An elevator to the upper floors is available for those visitors
to the Rotunda with mobility limitations. These persons will be taken on the
elevator by Rotunda personnel upon request. Others should use the stairways.
The glass doors overlooking the South Portico are to remain
closed at all times except for official University-wide functions.
University Services and Activities
These policies and procedures were adopted to ensure that services
and activities offered by the University are consistent with the mission of
the University and do not compete unfairly with the private sector.
- General Policy
- When determining whether University services and activities should be
maintained, supported or established by the University, the following
factors will be considered:
- Does the service or activity play a significant role in the fulfillment
of the Universitys educational, research, public service and/or
support functions, without regard to profit?
- Does the activity provide an important service at a reasonable
cost to the University?
- Will this activity provide a convenience to staff, faculty, students
and patients because of location or other considerations?
- Does the activity offer a required service which the private sector
cannot conveniently, adequately or economically provide?
- Will the program or activity unnecessarily duplicate services already
provided at the University?
- Goods and services may be offered to the general public when incidental
to the provision of such goods and services to University faculty, staff,
students and patients. Such University services and programs should, however,
further the Universitys mission. (Such services and goods could
include food, refreshments, mementos, etc., provided in conjunction with
approved University programs.)
- Services and activities should not be offered to the general public
or to the University community solely as a means of creating additional
revenue or because the University can provide the service at a cost savings
to its faculty, staff, students and patients.
- Services and activities should be reviewed periodically, as provided
below, to ensure conformance with the intent and purpose of this policy.
- This policy does not apply to instructional programs currently approved
by the Provost or sponsored program activities currently reviewed by the
Office of Sponsored Programs.
- New or Expanded Services and Activities: All new or expanded services
and activities, except those relating to degree programs and course offerings,
must pass through a four-step review process before being offered to the
general public or to University faculty, staff, students and patients.
If a proposal is offered before final approval is secured under these
procedures, the University will not be responsible for any commitments,
obligations or expenses incurred if the proposal is disapproved.
- The proposal must be approved by the responsible department head or
dean. If such approval is obtained, an activity description must be
prepared. The activity description should include the following information
to demonstrate that the proposal meets the conditions of the Services
and Activities Policy or that sufficient justification exists for an
exception to those conditions:
- A statement of the activitys purpose describing the goods
and services it will provide.
- An analysis of costs (including rate calculation) and benefits of
the service and of what alternatives exist through other sources to
provide similar services. This comparison should also evaluate quality,
price and convenience compared to services which could be purchased
on the outside.
- Documentation showing the funding source or the extent to which
the activity must be subsidized by the University, including required
usage of University facilities and services and the intended disposition
of any net income generated by the activity.
- Factors pertinent to the proposed or current activity which show
how it affects the overall mission of the University.
- A statement describing the customers served, methods of customer
solicitation and planned pricing policies.
- The activity description must be sent to the Assistant Comptroller
for Financial Analysis or, if a Hospital activity, to the Director of
Finance of University Hospitals. The Assistant Comptroller or Director
of Finance should review the activity to ensure congruence with the
policy on Services and Activities and to secure additional reviews from
the General Counsel, the Director of Governmental Relations, Risk Management
and Budget Office, as appropriate. Such reviews could turn up potential
problems such as unrelated business income (by the General Counsel);
political sensitivity to competition with private business (by Governmental
Relations); uninsured risks (by Risk Management); and lack of funds
to cover overhead (by the budget office).
- Upon completing this review, the Assistant Comptroller or Director
of Finance must send a brief analysis of the proposal and recommendations
for its adoption, modification, or rejection to the department head
or dean. If the department head or dean proposes alterations in the
proposal in response to the recommendations, the proposal goes back
to step 2 of this process. If the Assistant Comptroller or Director
of Finance recommends adopting the proposal, or if the department head
or dean continues to support the program despite a negative recommendation,
the activity description and the recommendations must be sent to the
Senior Vice President and Chief Financial Officer.
- Existing Services and Activities
Services and activities provided by the University will be reviewed
at least once every five years by the responsible Vice President to
make sure they are in compliance with the intent and purpose of the
Universitys policy on Services and Activities. This review should
include consideration of the information contained in an activity description
as outlined in Paragraphs 1(a), 1(b), 1(c), 1(d) and 1(e) of Section
II. A of this procedure.