Students are required to notify the University Registrar of any change of home (permanent) or local (present) mailing address within 48 hours of such a change. Changes in address may be made in dean's offices, at the information desk in Newcomb Hall, or at the registrar's office in Carruthers Hall. The student will 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 programming.
Link to complete text of Alcohol and Drug Policy.
Outside amplified music is prohibited on University-owned, operated or regulated property, except with prior consent of the Office of the Dean of Students. For more information contact the Office of the Dean of Students, Peabody Hall (924-7133) or the Facilities Coordinator, Newcomb Hall (924-3203).
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 the Grounds.
Procedures In that bicycles are a form of transportation, it is the responsibility of the Department of Parking and Transportation to administer a program emphasizing the energy-efficiency, health-promoting and safety aspects of bicycling. The program will include the registration of bicycles, conducting an educational program for the University community, and adopting procedures by which violations will be addressed. Bicycle Regulations similar to Parking Regulations published by the Department of Parking and Transportation Services for the operation of motor vehicles on the University Grounds will govern bicycle use. The Department of Parking and Transportation Services will be supported in its efforts by the Department of Police and the Housing Division.
Computer Usage Policy
This policy applies to all computing and communications facilities and equipment purchased or leased with University funds.
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:
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 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 for Information Technology and Communication and Chief Information Officer.
- 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 and files.
- The intended use of all accounts, typically for university research, instruction and administrative purposes, must be respected.
- Users shall become familiar with and abide by the guidelines for appropriate usage for the systems and networks that they access.
If abuse of computer systems occurs, those responsible for such abuse will be held accountable and may be subject to disciplinary action.
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 achieving 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 University's 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 Usage Policy.
Software Copyrights Most software available for use on computers at the University of Virginia is protected by federal copyright laws. Educational institutions are not exempt from laws covering copyrights. In addition, software is normally protected by a license agreement between the purchaser and the software seller. The software provided through the University for use of faculty, staff, and students may be used only on computing equipment as specified in the various software licenses.
It is policy of the University to respect the copyright protections given to software owners by federal law. It is against University policy for faculty, staff, or students to copy or reproduce any licensed software on University computing equipment, except as expressly permitted by the software license. Also, faculty, staff, and students may not use unauthorized copies of software on University-owned computers or on personal computers housed in University facilities.
Unauthorized use of software is regarded as a serious matter and any such use is without the consent of the University of Virginia and subject to disciplinary action.
Students at the University are expected to conduct themselves as ladies and gentlemen, both within the University and elsewhere. For student conduct which is outside the jurisdiction of the Honor Committee but which tends to discredit or injure the University, the president is authorized by the Board of Visitors to impose such penalty as he/she may deem appropriate, including expulsion from the University. This authority has been delegated by the president to the University Judiciary Committee, subject to review by the president or a delegated representative. When the penalty for bad conduct is expulsion, the student may appeal the decision to the Board of Visitors.
Link to complete text of Standards of Conduct.
Confidentiality of Student Records
Students attending, or who have attended, the University of Virginia are given certain rights under the Family Educational Rights and Privacy Act of 1974 as amended (20 U.S.C. 1232g), and Rules of the Department of Education, (34 C.F.R. Part 99).
Student Rights A student's rights under the Act and Rules may be summarized as follows:
Policies and Procedures The University has adopted policies and procedures to protect the privacy rights of past and present students. The policy and procedures describe:
- To inspect and review the content of the student's 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 those records;
- 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 the Act;
- 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 student's own behalf, regardless of the student's status as a dependent upon parents. Parents of dependent students may, however, obtain access to the student's records without the student's 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.
Copies of the University's policy and procedures are available to students upon request at the Registrar's Office.
- The types of education records maintained by the University;
- The titles and addresses of the University officials responsible for those records;
- The procedures controlling the inspection and review of education records;
- 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 student's education record without the student's 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.
Directory Information The University may disclose personally identifiable information designated as directory information from a student's education records without a student's prior written consent, unless the student informs the Vice-President for Student Affairs 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 student's prior written consent.
Directory information includes the student's name; home and school address; home and school telephone number; place of birth; age; 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, addresses and telephone numbers and occupations of students' parents or guardians and the weight and height of members of athletic teams.
Discrimination Complaint Procedures
In accordance with federal law, the law of the Commonwealth of Virginia, and the policies of the Rector and Visitors of the University of Virginia, the University does not discriminate in any of its programs, procedures, or practices against any person 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. The University is an equal opportunity/affirmative action employer.
Link to complete text of Discrimination Complaint Procedures.
Dogs Running at Large
Section 14-19a1, 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 owner's or custodian's 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.
In the first-year living areas, the resident assistant will specify the visitation hours for the first two weeks. These hours may be less than but are not to exceed: 11 a.m. to 12 midnight, Monday through Thursday, and Friday 11 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 roommate's consent or must not impose an unreasonable burden or unreasonable infringement of the privacy and privileges of the roommate.
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.
Link to complete text of Use of University Facilities.
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, is prohibited.
Fund-Raising Projects By Student Organizations on University Grounds
The University encourages Student Organizations to raise funds
enabling them to contribute to the University's rich environment.
Such organizations can conduct fund-raising projects on Grounds
subject to the policies and guidelines governing the extracurricular
use of University facilities dated December 30, 1987 as amplified
by this policy statement and the attached Guidelines.
All Student Organizations must sign a "Student Organization
Fund-Raising Project Approval Form" in order to conduct any
type of fund-raising projects on University Grounds.
Fund-raising projects conducted within or near an academic facility
must be approved in writing by the respective school dean, academic
department head or their designates. All other fund-raising projects
on Grounds by such organizations must be approved by the Dean
of Students or his designate, except that in the case of Intramural
or Athletic Department facilities, approval of the Director of
Athletics or his designate must be first obtained. All Student
Organization fund-raising projects must be conducted within the
specific area designated as part of the approval process. Deans
or department heads may prohibit the conduct of fund-raising projects
within or around their respective facilities or limit the projects
to activities related to the program of the specific school or
department. Deans and Department Heads responsible for academic
facilities should maintain a record of approved and rejected projects
and provide a report periodically to the Dean of Students summarizing
the fund-raising projects conducted within their facilities, as
well as those projects that were rejected during the period. The
Dean of Students will periodically initiate a request for the
report and file a summary report, at least annually to the Vice
President for Student Affairs and the Vice President for Business and Finance.
For the purpose of this Policy, fund-raising projects are defined
as all activities by Student Organizations which involve the collection
of money from persons who may or may not be members of the sponsoring
organizations. The collection of dues or membership fees from
the members of a Student Organization is not considered a fund-raising
project for the purpose of this Policy. Fund-raising projects
include the selling of goods, printed materials, student-provided
services; the selling of tickets and/or charging admission to
public activities or events; and the soliciting of voluntary contributions,
which in total are herein defined as "goods and/or services."
Fund-raising projects must be of limited duration and not carried
out as an ongoing activity. Approval of the sale of goods and/or
services will be based, in part, on whether such goods and/or
services are available at official University outlets and whether
such goods and/or services are priced fairly. All Student Organizations'
fund-raising projects held on Grounds must not directly benefit
financially the individual officers and/or members and must be
conducted in compliance with University policies and regulations.
The delivery of goods and/or services to single-student residence
houses may not be made directly to student rooms and are subject
to University regulations. No permission will be granted for sales
of goods and/or services on the upper Lawn or in the Gardens of
the historic Grounds area. Approved fund-raising projects will
be restricted to those areas specifically authorized for each
Guidelines on Conducting Fund-Raising Projects by
Student Organizations on University of Virginia Grounds
The following Guidelines are intended to supplement the "University
of Virginia Policy on Fund-Raising Projects by Student Organizations
on University Grounds." The Guidelines provide specific information
and procedures on the manner in which fund-raising projects can
be conducted by Student Organizations at the University of Virginia.
- Fund-raising projects on Grounds may be conducted only by Student Organizations as defined in these Guidelines. All Student Organizations must sign a "Student Organization Fund-Raising Project Approval Form" in order to conduct any type of fund-raising projects on University Grounds. The Approval Form requires the sponsoring organization to submit such information as the date, location, a brief description of the project, and signature by the authorized organization officer.
- Approval of the fund-raising project must be obtained from the Dean of Students or where the fund-raising activities are near or within academic facilities, approval must be obtained from the Dean or cognizant department chairman responsible for the location. In the case of Intramural or Athletic Department facilities, approval must be first obtained from the Director of Athletics or his designate.
- Fund-raising 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.
- No permission will be granted for solicitation in University single- student housing, but solicitation may be allowed in student-family housing with prior written approval of the Family Housing Association. Approved projects must be conducted within the specific area designated for the activity.
- No permission will be granted for fund-raising projects which unnecessarily duplicate goods, materials or services already provided at the University.
- Fund-raising projects must be of limited duration and not carried out as an ongoing activity.
- No permission will be granted for the sales of food and/or drinks unless food and/or drink items are obtained from University Dining Services with the exception of bake sales for which permission may be granted by the appropriate authorized individual via Approval Form.
- Use of the University's 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."
- Deans, department heads, and facilities coordinators may develop more specific guidelines for fund-raising projects on University Grounds in their individual facilities. Academic deans and/or department heads may restrict or prohibit fund-raising activities which are inconsistent with the school or department's educational mission and/or disruptive to the school's normal activities.
- Fund-raising projects may not directly benefit financially the individual officers and/or members.
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 Academic 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 affairs; and
- 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 University's 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 University's 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
Any violation of Section 18.2-56 shall be deemed a violation of
the University's 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 Commonwealth's Attorney of the appropriate
jurisdiction (the County of Albemarle or the city of Charlottesville).
"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."
The Dean of Students, or designee, shall inform the Black Fraternal
Council, Inter-Fraternity Council, the Inter-Sorority 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
Misuse of Student IDs at Athletic Events
The University Judiciary Committee in consultation with the Athletic
Department has established the following procedure for adjudicating
cases concerning the misuse of a University Identification Card
in relation to an athletic event:
Any student referred to the Judiciary Committee by the Athletic
Department for misuse of a student identification card at an athletic
event will be denied all athletic privileges for 60 days during
the academic session. These privileges include entrance to football
and basketball games, the use of all athletic facilities and all
intramural activities. In addition, the student will be required
to complete 10 hours of community service through the Athletic
An appeal of this offense may be made in writing to the University
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 Harassment Policy
Policy The University of Virginia strives to provide a
working and educational environment for all faculty, staff, and
students that is free from sexual harassment. Sexual harassment
in any form is unacceptable behavior and will not be tolerated.
It is a form of misconduct that undermines the institutional mission
of the University.
Definition Unwelcome sexual advances, requests for sexual
favors, or other verbal or physical conduct or written communication
of a sexual nature is sexual harassment when: (1) submission
to such conduct is made either explicitly or implicitly a term
or condition of an individual's employment or educational experience;
(2) submission to or rejection of such conduct is used as the
basis for employment or academic decisions affecting such individual;
or (3) such conduct has the purpose or effect of unreasonably
interfering with an individual's work, academic performance, participation
in extracurricular activities, or creating an intimidating, hostile,
or offensive working or learning environment.
Sexual harassment can take many forms, and the determination of
what constitutes sexual harassment will vary according to the
particular circumstances. Sexual harassment may be described generally
as unwelcome sexual behavior that a reasonable person would find
offensive and that adversely affects the working or learning environment.
Sexual harassment may involve behavior by a person of either gender
against a person of the same or opposite gender. Possible examples
may include but are not limited to the following:
Educational efforts and training programs are essential to
the establishment of an environment that is as free as possible
of sexual harassment. Education and training serve the following
purposes: (a) ensuring that all victims and potential victims
of sexual harassment are aware of their rights; (b) notify all
members of the University community of conduct that is proscribed;
and (c) informing members of the University community about the
proper procedure to address sexual harassment complaints.
It is the responsibility of the Equal Opportunity Programs
Office (EOP Office) to provide educational and training programs
that will assist members of the University community in understanding
what sexual harassment is and is not, and that sexual harassment
is illegal and will not be tolerated. Specifically, the EOP Office
will distribute copies of this policy to all schools, departments,
and programs at the University, and present periodic workshops
and seminars. The EOP Office will also make available in its own
offices, and at other offices to which victims of sexual harassment
would be likely to go for counseling and advice, a brochure that
explains in simple, comprehensible terms the University's policies
and procedures concerning sexual harassment.
It shall be the responsibility of managers, supervisors, deans,
and department heads to ensure that employees under their direction
or supervision are informed of this policy. Student affairs administrators
are responsible for providing this information to the student
- Seeking sexual favors or relationships in return for the promise
of a good grade or other academic opportunity;
- Conditioning an employment-related action (such as hiring, promotion,
salary increase, or performance appraisal) on a sexual favor or
- Intentional and undesired physical contact, sexually explicit
language or writings, lewd pictures or notes, and other forms
of sexually offensive conduct by individuals in positions of authority
or co-workers, that unreasonably interferes with the ability of
a person to perform his or her employment or academic responsibilities.
- The EOP Office is the University office responsible for accepting
and processing sexual harassment complaints. Managers, supervisors,
deans, and department heads should notify the EOP Office when
they receive complaints. Investigations will be conducted as promptly
and in as confidential a manner as possible.
- The procedure used by the EOP Office for processing sexual
harassment complaints is described in the document entitled "Discrimination
Complaint Procedures." Note: (1) Federal and state law and
University policy prohibit any form of retaliation against a person
who files a discrimination complaint; (2) disciplinary action
for sexually harassing behavior may include any and all of the
following: a verbal or written warning, requirement to write a
letter of apology, requirement to seek counseling and/or training,
suspension or dismissal.
- Student complaints of sexual harassment by other students may
be covered by certain provisions of the Standards of Conduct administered
by the University Judiciary Committee (UJC) of the University's
Judicial System. The EOP Office, however, will handle student
complaints related to the conduct of professors and teaching assistants,
and other employees of the University.
Solicitors and Sales Representatives
Except for those on official business with the University, no
one may solicit the purchase or sale of goods or services on the
Grounds of the University without the prior written permission
of the Dean of Students. No permission will be granted for solicitation
in University single-student housing, but solicitation may be
allowed in student family housing with prior written approval
of the Family Housing Association.
The delivery of goods to single student residence houses may not
be made directly to student rooms and are subject to regulations
published by the Residence Life Office.
Students and student organizations should refer to Fund-Raising
Projects by Student Organizations on University Grounds.
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 (CIO's).
- 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 University's
mission or for commercial purposes. Likewise, University owned
and provided consumable materials and supplies may not be used
for such personal purposes or commercial purposes.
Personal activities related to teaching, scholarship and research
or public service promote the University's 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
The unit head responsible for the equipment may establish a user
fee, when appropriate. Such a fee must be approved in accordance
with the University's Services and Activities procedures.
- The use is in connection with approved University sponsored
activities, events or services. (Reference to Policy and Procedure
on University Services and Activities.)
- 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
- 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.
University Services and Activities
This policy and procedure 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
- 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 University's 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 University's 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 activity's 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
- 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 University's 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.
Warning About Videotapes and Copyright Law
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 control.
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. § 202).
Further information regarding the showing of videotapes can be obtained by contacting the Office of the Facilities Coordinator.
The Honor System
University of Virginia students have entered into an agreement, embodied in the honor system, that they shall not tolerate lying, cheating, or stealing from their fellow students. In addition, all students have agreed to conduct themselves in accordance with the spirit of the honor system in Charlottesville and Albemarle County, and whenever they present themselves as University students to induce reliance. Students are thus presumed to be honorable unless their actions prove otherwise.
Link to complete text of The Honor System.
Department of Parking and Transportation Services
In accordance with Section 23-9.2:3 of the Code of Virginia the
Transportation and Parking Committee has approved the following
Regulations for the operation of motor vehicles by all students,
faculty, and staff members of the University of Virginia. As appropriate,
these Regulations shall also apply to visitors operating motor
vehicles on the University's Grounds. The Regulations shall remain
in effect from July 1, 1991 until amended.
Link to complete text of the Department of Parking and Transportation Services Regulations.
Department of Student Health
Student Health provides outpatient care in General Medicine, Gynecology,
and Mental Health to enrolled students who have paid the Student
Health fee. The fee covers the costs of all professional services.
Payment for lab tests, medications, and some supplies may be made
at the time of service or billed to the student. Through its division
of Health Promotion, the professional staff and peer health educators
of Student Health provide education and support programs within
the center and on Grounds. When necessary, students are referred
for specialty services, and hospitalization.
Hours of Operation Student Health is open from 8:00 a.m.
to 5:00 p.m., Monday through Friday, and from 8:30 a.m. to 12:00
noon on Saturday. Clinicians are seen by appointment. When Student
Health is closed, a Student Health physician is on-call for telephone
consultation, and the University of Virginia Hospital Emergency
Room will provide emergency treatment.
General Medicine The clinical care staff in General Medicine
provide primary care services to students for a wide range of
medical problems. In addition to diagnosis and treatment of illness,
health education and disease prevention are emphasized, and confidentiality
is strictly observed. Students are seen by appointment (call 982-3915),
and acute care is available without an appointment for students
with urgent medical problems. Students are urged to make appointments
to avoid long waits.
Gynecology The clinical staff provides comprehensive preventive
and problem-oriented primary care gynecology services to students.
Referrals are made within Student Health for non-gynecologic problems
detected during the visit or to providers outside of Student Health
if the need for consultation or specialized care is indicated.
Education, pregnancy counseling, and outreach activities are conducted
by the Gynecology and Health Promotion staff and through the Peer
Health Education Program. Appointments can be made by calling
Mental Health A staff of psychiatrists and clinical social
workers with expertise in the developmental challenges and emotional
problems of undergraduate and graduate students, offer psychological
evaluations and treatment recommendations to students experiencing
emotional distress. Treatment provided by the staff may be individual
and/or group therapy and/or drug therapy. Referrals may be made
to community providers. Confidentiality is strictly observed.
Students are seen by appointment, but there is a clinician available
for emergencies. For further information or appointment, call
Health Promotion Health Promotion staff work in partnership
with students, helping them learn the skills and knowledge required
to achieve optimal health. The professional staff and the peer
health educators provide a variety of direct services that include
programs of outreach, training, health consulting, and special
events. The Wellness Resource Center provides information and
materials about health issues and resources. Health promotion
materials are distributed university-wide and to other institutions
throughout the state and nation by staff and staff-supervised
peer health educators. For information or appointments, call 924-1509.
Exclusions Student Health will not pay for services rendered
outside of the facility except for urgent illness visits to the
University Hospital Emergency Room during times that Student Health
is closed. Students' health insurance is always billed first for
services provided outside of Student Health. The student is responsible
for charges not covered by insurance.
Students in the Division of Continuing Education pay no medical
fees and they are not eligible for Student Health services.
Anyone with questions relating to the health of students should
write to the Director, Department of Student Health, Health Sciences
Center Box 378, Charlottesville, VA 22908.
- Pre-entrance Health Record - All students admitted to the University
must complete a health history form before they register for their
first semester. The Undergraduate Admissions Office will send
the form to students after they have accepted an offer of admission.
- Health Insurance - The University requires all students to
have health insurance to pay the cost of hospitalization, outpatient
treatment of accidental injuries, and outpatient diagnostic tests
and procedures. Students may enroll either in the health insurance
plan sponsored by the University of Virginia Student Council or
in a substitute insurance plan that students (or their parents)
feel is comparable. The Student Council-sponsored insurance carrier
will send information concerning its plan during the summer to
all students entering or returning to the University in the fall.
Students entering the University at other times should contact
Student Health directly for enrollment information.
- Failure to comply with immunization or insurance requirements
results in blocked registration until verification is provided.
- Medical Withdrawal/Readmission - Student Health must clear
any student requesting readmission who originally withdrew for