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Office of Village Community Standards
Office of Village Community Standards Mission
The mission of the Office of Village Community Standards is to create a community composed of individuals who take ownership of the University Village and are willing to hold themselves and each other accountable. The University Village Conduct Review Process is structured to support three vital aspects to serving residents with conduct issues: intervention, education, and prevention. This is done by cultivating personal relationships with residents, using various levels of positive reinforcement when conduct issues arise, and educating each resident on what it means to be a responsible community member.
Learning Outcomes:
- Residents will become proficient in the University Village License Agreement.
- Residents will gain a sense of responsibility to their surrounding community and its members.
- Residents will learn about their rights and expectations as a University Village Resident.
- Residents will articulate their perspective on certain issues
- Residents will gain a better understanding of accountability
- Residents will build allies with University Village staff members and be exposed to various resources.
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Conduct Review Process
An Incident Report (IR) is submitted to Star Rez and received by Lisa De La Cruz-Caldera, Assistant Director for Residential Education and Community Standards (ADRECS)
ADRECS De La Cruz-Caldera identifies the Resident(s) listed in the IR and emails the Resident(s) to notify them that an IR was received which indicates that they have allegedly violated policies within the student housing License Agreement. ADRECS De La Cruz-Caldera instructs the Resident(s) to contact her within 3 days to schedule a Conduct Review meeting within a 7 day timeframe.
If a Resident fails to schedule a Review meeting with ADRECS De La Cruz-Caldera within a 30 day period, a Conduct Review meeting will automatically take place in abstention (without the Resident present) and resolutions to the case will be assigned to the Resident.
ADRECS De La Cruz-Caldera creates an electronic Conduct file for the Resident(s) involved in the IR or locates their previously made file with past IR documents. If a Resident has a paper file already started, all documents are transferred over into an electronic file located on the Village shared drive.
A Conduct Review Form is used in each Review meeting as a tool to record the Resident’s explanation of the incident, how the Resident is being held responsible for their actions, and the resolution(s). The Conduct Review Form is completed electronically, printed out for the Resident to sign/initial, scanned into their electronic Conduct file, and the hard copy is given to the Resident to keep. A Conduct Review meeting will include:
- Greeting and introduction to process
- Explanation of the Conduct Review Form
- Opportunity for Resident to explain the incident from his/her perspective
- Opportunity for ADRECS De La Cruz-Caldera to read the IR to the Resident
- ADRECS De La Cruz-Caldera will define each policy that the Resident allegedly violated
Resident will take responsibility for the policies he/she feels they violated and ADRECS De LCruz- Caldera will explain which policies the University Village would like to hold them responsible for and why.
- ADRECS De La Cruz-Caldera will work with Resident to identify ways in which the case can be resolved and resolutions may be issued
- If resolutions are not assigned, the case will be closed out
- If resolutions are assigned, a due date will be given of no more than 2 weeks.
- If resolutions are not completed by the due date, the Resident will be found responsible for failing to comply with FHS standards and may be assigned additional sanctions.
All contact made with a Resident, deadlines, and Review outcomes are kept on record using Star Rez.
Every Resident has the right to appeal the outcome of the Conduct Review meeting to Ken Fisher, Director of Housing within 3 business days by submitting their appeal request via email.
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Peer Review Board Member Volunteer
What does a Peer Review Board member do?
What are the Community Standards?
How many people are on the board?
Is it a large time commitment, and will I miss my classes?
How do I apply?
What are the benefits of Board Member participation?
Philosophy of the Conduct Review Process
Application for Peer Review Board Member
What does a Peer Review Board member do?
Board members hear referrals of alleged behavioral (non-academic) misconduct in possible violation of the University Village Community Standards.
What are the Community Standards?
It is a document containing University Village policies and regulations that govern resident behavior and civility within the University Village community as it relates to people and property. The Community Standards also describe the process whereby residents can file an Incident Report (IR) when their rights as members of the University Village community have been violated by other residents.
How many people are on the board?
Depending upon the seriousness (level) of the alleged violation, the hearing board will have three to five students and staff combined.
Is it a large time commitment, and will I miss my classes?
No. Conduct Reviews that include Peer Reviews are scheduled based upon the number of cases, and availability of board members.
How do I apply?
Applications are available online here. Selection of Board Members will be based upon application, interest, and an interview.
What are the benefits of Board Member participation?
Personal satisfaction of being involved in a significant and important community service activity. Community service that can be noted when applying for graduate/professional schools and/or employment for student staff positions within the University Village and outside of the University Village community.
Philosophy of the Conduct Review Process
Residents are "Not Responsible" unless information presented in the Conduct Review determines otherwise. Peer Review Board decisions can be appealed. The Conduct Review process has an educational focus, supports civility, the protection of property, and the dignity of all residents to learn, live, and socialize in our exciting and diverse living community.
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Application for Peer Review Board Member Volunteer
For further information, and to obtain a copy of the University Village Community Standards, please send your email to uvresed@csupomona.edu.
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FAQ's
- What does the Office of Village Community Standards do?
- How is the Office of Village Community Standards different from criminal court proceedings?
- What kind of sanctions can be imposed as a resolution to my case?
- How do I file an Incident Report (IR)?
- What happens after I file an IR? or if an IR is filed against me?
- What happens if an IR is filed against me and I cancel my University Village contract before resolving my case?
- What will my role be if I choose to file an IR, OR, am accused of violating the Community Standards by someone else?
- Is any help available to me?
- Will my parents be contacted by the University Village if I file an IR or an IR is filed against me?
- What role will University Village Officials have in the processing of my IR, or the IR filed against me?
- If I file an IR, or an IR is filed against me, can I change my mind?
- Evaluation Procedures
What does the Office of Village Community Standards do?
The Office of Village Community Standards receives, investigates, and resolves alleged violations of the University Village Resident Community Standards involving (non-academic) misconduct by University Village Residents (Undergraduate, Graduate, Full Time, Part Time, or Conference Attendees).
Any member of the University community and/or University Village Community (Student, Faculty, Staff) or visitor, may report an incident to the attention of the Office of Village Community Standards. The jurisdiction of the system extends to alleged misconduct that takes place at the University Village, owned or controlled property; at any University Village-sponsored event; or at any location when the misconduct has a significant impact on the mission and well-being of the University Village community.
How is the Office of Village Community Standards different from criminal court proceedings?
The Office of Village Community Standards is completely independent of criminal proceedings, and procedures and both may take place concurrently. The Office of Village Community Standards is administrative rather than criminal. It does not use technical "rules of evidence" and requires lower standards of proof to reach a conclusion. This lower standard of proof is known as a "preponderance of evidence" and indicates that it is "more likely than not" that an incident did, or did not, occur.
What kind of sanctions can be imposed as a resolution to a case?
The University Village views its conduct review system as a means of protecting the individual rights and property of the members of its community. The University Village has designed the system to educate all parties to the highest ethical standards of behavior. Sanctions are intended to secure these goals, and may range from individually designed remedial and educational sanctions up to and including temporary or permanent separation from the University Village.
How do I file a Incident Report (IR)?
Incident Reports (IR’s) may be filed by any student, faculty or staff member of the University Village or visitor to the community against any resident(s). One can file an IR with a Village staff member in the Community Center Front Office, with a Community Advisor (CA), or via email at uvresed@csupomona.edu.
What happens after I file an IR, OR, if an IR is filed against me?
The Office of Village Community Standards will send correspondence (Conduct Review Notice via email) to the alleged resident(s) and indicate that an IR has been filed. This correspondence requests an investigative meeting and/or conduct review with the alleged resident(s) to review the allegations, and evidence.
What happens if an IR is filed against me and I cancel my University Village contract before resolving my case?
Occasionally, a resident will choose to leave the University Village rather than appear for a conduct review. In such cases, the case will be forwarded to Cal Poly Pomona Judicial Affairs and a hold may be placed on the residents’ Cal Poly Pomona student account until the matter is resolved.
What will my role be if I choose to file an IR, OR, am accused of violating the Community Standards by someone else?
If you choose to file an IR, or are an alleged violator of the University Village Community Standards it will be the resident’s responsibility to appear before a University Village Official as a Reporter or Respondent, and personally present any testimony, evidence, or witnesses that you wish to be considered by a University Village Official in reaching a resolution. If an alleged resident chooses not to attend the conduct review, the review will be held anyway, "in absentia", and the University Village Official will review/hear the available evidence/witness(es) and reach a resolution on the matter. The conduct reviews are generally closed in that each resident must participate in a private conduct review.
Is any help available to me?
Each party (Reporter or Respondent) is allowed to have an Advisor (who can be an attorney) to assist her/him throughout the conduct review process, but the responsibility for presenting information to the University Village Official rests with the Reporter and with the Respondent, student (Respondent).
Will my parents be contacted by the University Village if I file an IR or an IR is filed against me?
The University Village conduct review system proceedings are confidential and subject to strict confidentiality on the part of the University Village in a manner consistent with all applicable laws.
As a general rule, violations of this code and sanctions imposed will not routinely be reported to parents/legal guardians, but in the case of serious violations of law that include alcohol and other drug violations, the University Village may notify parents/legal guardians and/or listed emergency contacts in cases where we believe the student might benefit.
What role will University Village Officials have in the processing of my IR, or the IR filed against me?
- Initial Contact/Investigative Meeting.
At the initial stage of the conduct review process you will meet with a University Village Official who will investigate the allegations. This person will be a professional staff member from the Residential Education Department, or the Assistant Director of Residential Education & Community Standards. Any resident who is Directed to Appear for an investigative meeting and chooses not to meet with a University Village Official, may be subject to disciplinary action.
- Decision to Proceed/Notice of Charges.
If the evidence/witnesses support the allegation(s) brought forth in the complaint and the seriousness of the matter warrants, a Hearing Letter is prepared stating the alleged Community Standards violation(s).
When a conduct review is required, a University Village Official will assure that all proceedings are scheduled, processed, and conducted in a fair and timely manner.
- Administrative Oversight.
The conduct decisions of University Village Officials are subject to review by the Director of Foundation Housing Service, who will assure that decisions and resolutions are in accordance with University Village policy and due process guidelines.
- Appeals.
Any decision by a University Village Official can be appealed to the Director of Foundation Housing Service, Ken Fisher at kgfisher@csupomona.edu. The appeal will be reviewed in the context of criteria and procedures outlined in the University Village Resident Conduct Code
If I file an IR, or an IR is filed against me, can I change my mind?
Once an IR has been filed, the Office of Village Community Standards will make every effort to assure that no pressure is involved in the decisions that must be made at each step during the conduct review process. An IR may be withdrawn if a designated University Village Official is satisfied that the reporter’s decision has not been influenced by pressure or intimidation.
Evaluation Procedures -
Medical or Psychological Evaluation
A resident may be referred to participate in a Medical and/or Psychological Evaluation whenever the behavior of the resident appears to pose a serious threat to the health and safety of such resident or others.
Failure to respond to a directive from a University Village Official to complete the medical and/or psychological evaluation may result in further administrative action.
For further information, and to obtain a copy of the University Village Resident Conduct Code, contact:
Office of University Village Community Standards
Community Center
Phone: 909.869.4159
E-mail: uvresed@csupomona.edu
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What is Title IX
The Law States:
No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance -Title 20 U.S.C. section 1681
University Village Policy on Non-Discrimination:
Consistent with federal and state guidelines, the University Village does not discriminate on the basis of race, color, sex, age, ethnicity, religion, national origin, sexual orientation, disability, marital status, or veterans' status in its programs or employment.
Title IX also prohibits other forms of sex discrimination such as harassment or sexual violence.
Who is covered by Title IX?
Educational institutions that receive federal financial assistance are covered by Title IX. Since the University Village, Foundation Housing Service serves as the auxiliary unit to Cal Poly Pomona as one of those institutions, ALL students are covered by Title IX.
Related Links to:
Cal Poly Pomona Police
Cal Poly Pomona Student Code of Conduct
Cal Poly Pomona OMBUDS Office
Cal Poly Pomona Disability Resource Center
University Village Student Handbook
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