Policies & Procedures

Overview

Students who live on campus become part of a community of diverse individuals. When each student assumes responsibility as a member of the residential community, everyone benefits. To ensure that residents can exercise their rights as individuals without unduly infringing on the rights of others, certain basic policies and procedures have been established to facilitate mutual respect and consideration among community members. The cooperation of all residents is essential to developing an environment of mutual respect and support.

The policies and procedures of the Department of Student Housing can be generalized to three areas.

1. Residents Should Abide by Local, State, and Federal Laws and Should Abide by University Policies and Regulations. Residents are expected to abide by the University of Kansas Code of Student Rights and Responsibilities and all city, state, and federal laws. Conduct must also be consistent with policies outlined in the Student Housing Contract Terms and this Housing Handbook. In order to establish the rights, privileges, and limitations of individual residents, and to assure successful financial operation, certain regulations have been adopted at the University of Kansas. These regulations, together with the rules of the University of Kansas governing bodies relating to student conduct (e.g. University Senate and the Student Housing Advisory Board), and generally accepted standards of social behavior, are part of your agreement to live here.

2. Residents Should Show Respect For and Cooperate with All Individuals in their Community. Successful group living can be achieved only through the cooperative effort of each resident in the complex. Each resident must be aware of his/her rights and privileges and equally aware of the rights and privileges of others. Each resident expects that his/her rights will be respected and, in a similar manner, each resident must avoid infringing on the rights of others.

3. Residents Should be Mindful of their Own Personal Safety.Residents should keep in mind that neglecting their personal safety can, and often does, have an impact on other residents and staff with whom they live. Each resident is a part of a larger community. Residents are advised to be mindful of the implications of their personal choices on that community. Residents are reminded that they will be held accountable through the disciplinary process if they fail to make safe personal choices.

Student Housing Rules and Regulations

The following is a partial list of activities/actions which, under current contract guidelines, are considered policy violations by the Department of Student Housing and will result in disciplinary action. The rules and regulations of the University and Department of Student Housing include, but are not limited to those enumerated below and in the following additional sources:

• Student Housing Contract Terms: www.housing.ku.edu/policies.shtml
• The Code of Student Rights and Responsibilities: www.vpss.ku.edu/rights.shtml
• Parking Regulations: www.parking.ku.edu
• ResNet User Agreement: www.resnet.ku.edu/datauseragreement.shtml

Policy List and Dictionary (A-Z)

A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

Alcohol

Cereal malt beverages and alcoholic liquor may not be brought into or consumed in educational buildings or in university student housing facilities, except by persons of legal drinking age in the confines of individual apartments in Stouffer Place and Sunflower Apartments. This regulation pertains to any person, regardless of age, student status, or position within or outside of the university setting. To avoid any possible misunderstanding, alcoholic beverage containers or other alcohol paraphernalia (such as beer bongs) are not allowed in residence halls, scholarship halls, or Jayhawker Towers. Discovery of an alcoholic beverage container or other alco­hol paraphernalia will require immediate discarding of the container and contents, if any, in the presence of a staff member. All who are present in the room when the alcohol policy is violated will be subject to disciplinary action regardless of participation level. Empty containers that have been physically altered to serve solely decorative purposes are permitted with prior approval of the Complex Director.

Excessive alcohol consumption can often lead to violations of other residence hall and/or university standards. Evidence in a violation may indicate that the resident's behavior was substantially altered as a result of the consumption of alcohol. The abuse of alcohol by any resident, whether or not of legal drinking age, and any inappropriate behavior that results from excessive consumption of alcohol, including the ability to exercise care for one's own safety or the safety of others due in whole or in part to alcohol consumption, is considered a violation of the housing/university alcohol policy. Being under the influence of alcohol is not considered an excuse for misconduct.

Amplified Instruments

Residents may not play amplified instruments in their rooms or apartments. These types of instruments may only be played in approved facilities. See your Scholarship Hall Director or complex front desk for more information.

Appliances

UL-approved appliances with fully enclosed heating elements and/or electrical wiring are permitted. Appliances prohibited in resi­dence halls and scholarship halls include but are not limited to toasters, toaster ovens, electric fry pans, or other appliances with exposed heating elements and appliances that could cause a fire if left unattended (includes George Foreman type grills and space heaters). Extension cords and multiple socket plugs are prohibited; surge protector strips are recommended. Total electrical usage should not exceed that which can be provided by one surge protector strip per outlet and should not overload, short, or create line disturbances. Cords cannot be run under carpeting, and direct splicing into the outlet is prohibited. Halogen lamps are prohibited. Window air conditioning units are not allowed except as provided by the Department of Student Housing or as specified for Stouffer Place apartments. Washers, dryers, and dishwashers are not permitted unless provided by the Department of Student Housing. Refrigerators in residence halls and scholarship halls should not exceed 4.5 cubic feet and microwaves should not exceed 1000 watts.

Assault and Battery

Anyone who intentionally engages in conduct that causes another to be reasonably apprehensive of immediate bodily harm or who intentionally or recklessly touches another person causing bodily harm or when done in a rude, insulting or angry manner will face disciplinary action and/or be charged with a crime.

Bicycles, Mopeds, and Motorcycles

Do not ride bicycles or mopeds on sidewalks. Bicycles and mopeds are to be stored in the racks outside the building. Do not put them in stairwells or chain them to stair rails, fences, or posts. This makes it difficult for staff to clean the stairwells and is a hazard to people using the stairs or walkways. You will be charged for damage to paint caused by chains. Student Housing Maintenance and University of Kansas Public Safety will remove and impound any bicycle or moped whose owner violates these rules. No motorcycles, mopeds, or gasoline-operated machines of any type are allowed inside the buildings. If found, these will be removed at the owner's expense.

Businesses

No private business shall be established or operated on the premises of any university-owned housing.

Cooperation with Staff

Cooperation with any staff member's reasonable request is expected of all residents and their guests. This includes surrendering your KU Card upon request and completing assigned educational sanctions for policy violations.

Disorderly or Disruptive Conduct

Students should not engage in disruptive or disorderly conduct or harassing, lewd, indecent, or obscene conduct or expression. This includes but is not limited to activities which are excessively noisy or otherwise disrupt fellow residents or community members.

Disposal of Sharp Objects

Due to the potential injury to employees handling trash bags, sharp objects such as razor blades, broken glass, and needles (hypo­dermic, sewing, etc.) must be discarded in sharps containers that can be obtained from custodial staff. Do not place any of these items in trash bags.

Dissemination of Information

Posting of materials is prohibited without approval by the Complex Director or the Department of Student Housing. Distribution to student mailboxes is limited to hall programming information, Department of Student Housing information, or high priority, time sensi­tive university information with approval by the Department of Student Housing. Contact DSH at 864-4560 to request approval.

Drugs, Illegal

Manufacturing, possessing, selling, transmitting, using, or being party to any illegal drug activity, controlled substance, or drug para­phernalia is a violation of university and housing policy as well as a violation of the law.

Emergency/Fire Safety Equipment

Proper use of and response to fire alarms is required. Disciplinary action will be taken against anyone who falsely, intentionally, or negligently tampers with or activates fire safety equipment. Fire safety equipment includes smoke/heat detectors, sprinkler heads, fire extinguishers, pull stations, alarm panels, and exterior doors. Action will be taken against anyone who fails to respond to a fire alarm, regardless of whether an actual emergency exists. Fire escapes are not to be used for any purpose except emergency evacuation.

Exterior Doors (Residence Halls)

Use of perimeter doors in the residence halls during hall security hours (11 p.m. – 7 a.m.) is not permitted, except in the event of an emergency. When security hours are in effect, residents must enter and exit through the main doors only. All other doors will be alarmed and are for emergency use only. Violation of this policy will result in disciplinary action. Propping exterior doors and tampering with locks is prohibited.

Fire Hazards

No materials, liquid or otherwise, of an explosive or combustible nature shall be kept on the premises. Candles, incense, and open flame decorations are fire hazards and are prohibited.

Fireworks and Explosive Materials

No materials, liquid or otherwise, of an explosive or combustible nature shall be kept on the premises. Candles, incense, and open flame decorations are fire hazards and are prohibited.

Gambling

It is a violation of state law to place a bet, play a lottery (other than a state-sponsored lottery) or play a gambling device if you stand a chance of winning or losing something of value.

Guests/Visitation

Guests are a privilege for residents living in the residence/scholarship halls and Jayhawker Towers. Specific procedures for guests may vary from building to building. Residents should know and abide by their living community’s procedures, as well as by all Department of Student Housing policies found in the online Student Housing Handbook or in the Student Housing contract.

Except for GSP and Corbin residence halls for women, each community maintains a 24 hour visitation policy. In GSP-Corbin, female guests may visit 24 hours a day. Male guests may visit on Mondays, Tuesdays, Wednesdays and Thursdays from 11 a.m. to 11 p.m. Male guests also may visit beginning at 11 a.m. Fridays through 11 p.m. Sundays.

For all residents in Residence Halls, Scholarship Halls, and Jayhawker Towers:

• Having guests is a privilege. The resident is responsible at all times for his guests and ensuring that the guest’s conduct is appropriate and not disruptive to the community or disrespectful to the rights of any other resident.
• When in conflict, a resident’s right to privacy prevails over a resident’s right for guests.
• Guests must be escorted by the resident host. Only a resident of the community can serve as the host.
• Guests are expected to abide by all University and Department of Student Housing policies and procedures. Guests who violate policies or are disruptive to the community may be asked to leave the community by a Department of Student Housing staff member. Residents may be held responsible for the actions of their guests.
• A resident may host a guest in his/her room/apartment with prior express consent of all roommates.
• Roommates are encouraged to discuss guests in advance and document agreements within the Roommate Agreement.
• Only contracted residents assigned to a specific room/apartment may live in that space.
• Co-habitation is strictly prohibited. A guest may not stay more than three consecutive nights in any community without prior approval from the Complex Director for that community.
• Guests may not sleep in the public areas of any community.
• Designated community restrooms for men and women may not be used by the opposite gender.
• Guest privileges may be restricted or revoked by the Complex Director for residents who do not abide by these principles.

All guests must be registered at the residence hall front desk during security hours (11 p.m. to 7 a.m.) Guests must submit photo identification other than KU Card. The host and the guest(s) are required to present their identification and leave it with the desk staff. Upon leaving the building, the guest should come to the desk with the host to check out of the building and retrieve their photo identification. The Department of Student Housing will attempt to assign students together who have, in advance, indicated a desire to participate in a more restricted visitation community. If sufficient requests are received, the Department of Student Housing will reserve a wing or floor which will operate within more restricted visitation parameters as recommended by the community members with approval by the Residence Life staff.

Hall/Complex Name Use

Use of the hall or complex name requires advance permission by departmental staff. Designs for signage, t-shirts, murals, etc. need to be submitted to the complex director for approval.

Harassment, General

Anyone who directs any deliberate and/or intimidating gestures (verbal, written, or otherwise) toward another person, commits vandal­ism, defacement or damage to personal property, purposely humiliates another person, stalks another person, or makes degrading comments or prank phone calls, will face disciplinary action.

Harassment, Racial and Ethnic Harassment or Discrimination

Racial and ethnic harassment at the University of Kansas includes, but is not limited to, racially or ethnically motivated: 1) behavior or conduct addressed directly to an individual(s) that threatens violence or property damage, or incites imminent lawless action; 2) behavior or conduct that has the purpose or effect of creating an intimidating, hostile, or offensive work or educational environment for an individual or group; or 3) behavior or conduct that has the purpose or effect of interfering with an individual’s or group’s work, academic performance, living environment, personal safety, or participation in a university-sponsored activity; or 4) behavior or conduct that has the purpose or effect of threatening an individual’s or group’s employment or academic opportunities. Retaliation against persons who file racial or ethnic harassment complaints is also a violation of this policy and of the law. Complainants who seek assistance as a result of this policy should not be subjected to retaliation. Retaliation can result in disciplinary action.

Reports of racial and ethnic harassment are shared with the University of Kansas Department of Human Resources and Equal Opportunity. HR/EO will review the report and may conduct an investigation separate from the Department of Student Housing student conduct process. For a copy of the full and complete statement of the University of Kansas policy, see: https://documents.ku.edu/policies/hreo/RacialEthnicHarassment.htm

Harassment, Sexual and Sexual Assault

Sexual harassment takes a variety of forms. Sexual harassment may include, but is not limited to, the following: unwelcome sexual advances or requests for sexual favors or verbal or physical conduct of a sexual nature when submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or education; submission to or rejection of such conduct is used as the basis for employment, educational or academic decisions affecting an individual; or such conduct has the purpose or effect of unreasonably interfering with an individual’s work or academic performance, or of creating an intimidating, hostile, or offen­sive working or educational environment. Repeated or unwanted sexual attention or sexual advances are forms of sexual harassment. Students, faculty, or staff members should not be penalized in the evaluation of their academic or employment performance for refus­ing to accept unwanted sexual attention or advances as a condition for receiving awards. Sexual harassment occurs when accept­ance of such attention is made a condition of reward, or of penalty, for employment or academic performance or educational opportu­nity. Sexual harassment may occur when there is a power difference between the persons involved.

Examples of verbal or physical conduct that are prohibited include but are not limited to:

• physical assault, including rape;
• direct or implied threats or insinuations that submission to sexual advances will be a condition of employment, work status, promotions, grades, or letters of recommendation;
• direct or subtle pressure for sexual activity;
• a pattern of conduct intended to humiliate or cause discomfort, or both, including unwelcome comments of a sexual nature; unwelcome sexually explicit statements, questions, jokes, gestures, or anecdotes; unwelcome propositions of a sexual nature; unwelcome touching, patting, hugging, or brushing against a person’s body or clothing; unwelcome remarks of a sexual nature, including remarks about a person’s body or clothing; unwelcome remarks about sexual activity; showing, exposing to, or subjecting others to materials or media of a sexual nature.

Reports of sexual harassment, sexual assault, and sexual battery are shared with the University of Kansas Department of Human Resources and Equal Opportunity. HR/EO will review the report and may conduct an investigation separate from the Department of Student Housing student conduct process. For a copy of the full and complete statement of the University of Kansas policy, see: http://www.hreo.ku.edu/files/documents/SexualHarass.pdf

Holiday Decorations

Holiday decorative greenery and live trees represent a fire hazard and are not permitted in KU Student Housing facilities. Artificial trees and other decorative items should be flameproof. Caution should be exercised when using lights on metallic trees and in windows because of the increased potential for electric shock. Residents must remove and store all holiday decorations prior to leaving for winter break.

Improper Check-out or Room Change

Residents must follow check-in/check-out procedures. Room changes must be requested and approved by hall staff. To properly check out of your room/apartment, schedule an appointment with a staff member, remove your belongings and clean the room/apartment, attend the checkout appointment, and turn in your key. Failure to follow these procedures will result in charges for improper room change/check-out.

Key Misuse

Unauthorized possession, duplication, or use of keys to any university facility or unauthorized entry into or use of university facilities is prohibited. Keys are to remain in the possession of the person to whom they are issued. If you lose your key, you must immediately inform a staff member so that the security of your room can be re-established as quickly as possible. Lost keys will result in a lock change and associated costs.

Lobby Furniture

Lobby furniture is not to be taken to student rooms, suites, or apartments. This deprives other residents of the use of the furniture. If lobby furniture is found in student rooms/suites/apartments, costs associated with relocating the furniture back to the public areas may be assessed to the residents of the room/suite/apartment where the furniture is discovered.

Mistreatment of Staff

Intentional and deliberate antagonistic behavior toward staff members, attempts to degrade or attack staff, or assault on a staff mem­ber will not be tolerated and appropriate disciplinary action will be taken.

Noise (Quiet/Twenty-Four-Hour Consideration Policy)

Quiet hours must be observed from 11 p.m. to 7 a.m., Sunday through Thursday, and 1 a.m. to 9 a.m., Friday and Saturday. Additional quiet hours may be established by your floor or hall. In order to provide optimal living conditions for all residents, your facility has a 24-hour Consideration Policy. Noise should be kept at a level that does not infringe on other residents' rights. Residents should try to respect each other's expectations regarding noise. If a resident is being too loud and is unresponsive to your requests to be considerate, please contact your nearest staff member. A general guideline to follow: If the noise can be heard outside your apartment/suite/room, it is probably too loud. During each final examination period, a 24-hour "quiet hours" policy is in effect. Residents who are disturbing others by violating this policy may be asked to vacate the residence hall immediately during this period.

Open Flame

Open flame devices, including candles and incense, are not allowed in the facilities owned or operated by the Department of Student Housing.

Pets, Possession of

Only fish in aquariums are allowed. Animals could pose a health risk to other residents.

Resident Conflict

Residents are expected to resolve disputes or conflict in a cooperative manner. Fights will not be tolerated in any Student Housing facilities. Residents are encouraged to seek staff assistance to mediate disputes when necessary.

Restrooms

Restrooms on wings designated male or female may not be used by members of the opposite sex.

Roofs/Exterior Walls/Sunshades

Students are prohibited from and should not be on building roofs, sunshades, or exterior walls at any time. These areas are not safe and are not intended for students.

Security

In consideration of residents’ privacy and security, all residence halls, scholarship halls, and Jayhawker Towers are secured at all times. Access is restricted to residents, authorized staff members, and hosted guests. Residents may not prop entrance doors or permit entry to individuals who are not known to them. The security of the living environment is each resident’s responsibility.

Sexual Assault and Rape

Sexual acts that are conducted against someone's will by force, threat of force, coercion, or in situations in which an individual is unable to give consent are prohibited. Further, sexual intercourse with someone who doesn't consent either because they are 1) overcome by force or fear; 2) unconscious or physically powerless; 3) incapable of consenting because of mental deficiency or disease, or under the effect of alcohol and/or drugs when known or reasonably apparent to the offender are prohibited. See also Harassment, Sexual and Sexual Assault or www.vpss.ku.edu/pdf/Sexual_Harassment_2009.pdf.

Sexual Battery

Unwelcome contact with or touching of another person’s genitals, breasts, buttocks, or other unwelcome physical contact of a sexual nature intended to arouse or satisfy the sexual desires of the individual making the contact or a third party is prohibited. See also Harassment, Sexual and Sexual Assault.

Signs, Possession of

Residents may not have signs in their rooms/suites/apartments which are intended for use in other places. This includes traffic signs, road construction barricades, Student Housing or University signs, etc. State law forbids personal possession of road signs.

Signs, Posting

Residents may submit signs to the hall front desk to be posted on bulletin boards. Otherwise, no signs, bills, or fliers of any type may be posted. A removal charge may be assessed to residents who violate this policy.

Smoking

In response to medical evidence of the hazards of second-hand smoke and statewide initiatives, all facilities operated by the Department of Student Housing are smoke-free.

Soliciting

No solicitation is allowed in Student Housing facilities. This includes distribution of fliers and door-to-door canvassing without permission from the University Events Committee and the Complex Director. Residents are requested to notify complex/hall staff of unautho­rized solicitation.

Sports

Residents and their guests may not engage in any sports or sports-related activities within the rooms, apartments, lounges, hallways, stairwells, or other public areas. The act of playing sports, or engaging in sport-related activities in a confined area such as those listed above can lead to injury and/or damage to personal or University property. Skateboarding is not allowed on porches, as this endangers pedestrians and can cause property damage. Such activity constitutes vandalism.

Storage

No property is to be stored outside any residential unit or in stairwells. There is no extra storage space available to residents. Items that are stored in public locations will be periodically removed by the staff and discarded.

Suicidal Indications

Staff will intervene when a resident's behavior or speech indicates the possibility of suicide. If you are considering such a step or believe you know someone who is, seek immediate assistance from a staff member.

Theft/Burglary

Theft/burglary of personal or university property is a violation of law and university and housing policy. The uni­versity is not responsible for personal property that is lost, stolen, or damaged. Immediately report all losses to hall staff and University of Kansas Public Safety. The best guard against property loss is to keep your room/suite/apartment door locked at all times. Residents may be insured through their parents' homeowner insurance; otherwise, they are advised to obtain renter's insur­ance for their personal property.

Trash, Improper Disposal of

Dumping or leaving trash in areas other than those designated for trash disposal is prohibited.

University Property, Care of

The resident is responsible for keeping university-owned equipment and furnishings in good condition. Residents should carry person­al property and liability insurance. The university assumes no responsibility for losses, damages or injuries of any sort occurring to per­sons or property in the complex.

Vandalism

The damage or defacement of university facilities or property will not be tolerated. Persons who violate this policy may be subject to one or more of the following: disciplinary action; restitution; or city, state, or federal prosecution.

Weapons

Possession of weapons of any type, including all firearms, in University of Kansas buildings, including those owned or operated by the Department of Student Housing, is strictly prohibited. For the purpose of this policy, "weapons" means: 1) any object or device which will, is designed to, or may be readily converted to expel bullet, shot, shell, BB or pellet, by the action of an explosive, spring or other propellant; 2) any handgun, pistol, revolver, rifle, shotgun or other firearm of any nature including concealed weapons licensed pursuant to the Personal and Family Protection Act, and amendments thereto; 3) any BB gun, pellet gun, air/C’02 gun, or blow gun; 4) any major components including barrels, stocks or grips, and receivers, or firearms, whether partial components or components of a complete firearm; 5) any electronic device designed to discharge immobilizing levels of electricity, commonly known as a stun gun or taser; 6) any explosive including all types of ammunition for firearms, incendiary or poison gas (A) bomb (B) mine (C) grenade or (D) rocket having a propellant charge of more than four ounces, or (E) missile having an explosive or incendiary charge of more than one-fourth ounce; 7) any incendiary or explosive material, liquid, solid or mixture equipped with a fuse, wick or other detonating device; 8) any tear gas bomb or smoke bomb; however, personal self-defense items containing mace or pepper spray shall not be deemed to be a weapon for the purposes of this policy; 9) any knife, commonly referred to as a switch-blade, which has a blade that opens automatically by hand pressure applied to a button, spring or other device in the handle of the knife, or any knife having a blade that opens or falls or is ejected into position by the force of gravity or by an outward, downward or centrifugal thrust or movement; 10) any straight-blade knife of four inches or more such as a dagger, dirk, dangerous knife or stiletto; except that an ordinary pocket knife of less than four inches or culinary knife designed for and used solely in the preparation or service of food shall not be construed to be a weapon for the purposes of this policy; 11) any martial arts weapon such as nun chucks or throwing stars; or 12) any longbow, crossbow and arrows or other projectile that could cause serious harm to any person. 

Windows and Screens, Misuse of

Window screens are provided and are part of each operable room window in Student Housing facilities. Windows are operable with­out removal of any screen. Window screens are not a safety device. Screens are designed to keep bugs out, allow fresh air in, and to facilitate ventilation of the building. It is important that the screens remain in place. Never exit any room via the window. It’s not safe. There is no acceptable reason to remove the screen from the window except in case of a designated building emergency.

Occasionally window screens have been removed to throw water or drop items from the window or to gain access to the building sunshades. These examples pose an extreme risk to those removing the screen as well as those passing below the window. In con­sideration of the potential harm presented when a screen has been removed, each resident residing in the room in violation of this policy will be assessed a charge of $125 and will be subject to additional disciplinary action.

Windows that crank open should be kept closed when it is windy outside. Breakage or damage to windows will be charged to the residents.

The Student Housing Conduct Process

The Department of Student Housing conduct process at KU is an educational process, not a criminal process. It is a process that is independent, yet collaborative, with the larger university process for adjudicating non-academic misconduct through the Code of Student Rights and Responsibilities.

The following principles are fundamental to the student conduct system administered by the Department of Student Housing at the University of Kansas:

1. The judicial system is rooted in fairness and consistency, yet recognizes that each student is unique and should be treated as an individual.
2. Student learning through self-reflection and educational discussion is valued and encouraged throughout the judicial process.
3. The judicial system fosters accountability and responsibility, preparing students for successful citizenship within the KU community and the world around them.
4. The judicial system strives to return feelings of dignity, self-worth, security, and confidence, for students and their community, through outcomes that are restorative and just.
5. The rights of students to privacy, to information, to receive timely and thorough notice of concerns, to be heard by an objective party, and to have the opportunity for an appeal are protected.

Outline of the Process

1. Incident Reports are forwarded to the complex director for your community. The complex director reviews the report and makes a determination as to whether a hearing will be scheduled. The complex director assigns the hearing to a Department of Student Housing staff mem­ber who will serve as the impartial hearing officer. Staff members in the Department of Student Housing who receive training on the student conduct system and the hearing process are: Assistant Directors for Residence Life, Complex Directors, Assistant Complex Directors and Scholarship Hall Directors. The Associate Director of Housing for Residence Life oversees the process. See additional information for the scholarship halls under “Special Disciplinary Boards” following this section.
2. Hearing Notification:If a resident is documented for allegedly violating a Student Housing or University policy, the resident is sent a notification of hearing to the campus address. The notification contains the alleged policy violations, the date, time and location of the hearing, and the name and contact information of the hearing officer. If the resident cannot attend the hearing at the time scheduled, the resident must contact the hearing officer to reschedule. Typically hearings are scheduled with reference to a resident’s academic schedule. A copy of the Incident Report is typically included with the Hearing Notification letter.
3. Hearing:The Department of Student Housing student conduct hearings are administrative. Each resident involved meets individual­ly with their hearing officer. During the hearing, the resident and the hearing officer will review the process, the Incident Report, and the policies involved. The hearing officer listens to the resident and the explanation of what occurred. The hearing officer will ask questions to collect additional relevant information before making a decision. The hearing officer will also seek to clarify any mis­understandings about the involved policies, the resident’s role in the community, and the impact the incident had on the larger community.
4. Hearing summary: Following a hearing, the hearing officer will make a decision about the resident's responsibility for the violation of policy and his or her status with the Department of Student Housing. If the resident is found responsible for violating a policy or regulation, the hearing officer will assign an appropriate sanction. All sanctions must be completed by the deadline or further disciplinary action may result. A hearing summary letter will be sent to the campus address.
5. Appeal: Residents have the right to appeal a hearing decision and must do so in writing within five working days of the decision being communicated. Each hearing summary letter contains the name and contact information for the appeal officer. Appeals may be submitted and reviewed for the following reasons only: 1) proper procedures have not been followed; 2) the resident believes the sanction is excessive given the violation; or 3) the resident has obtained new relevant information that was not available at the time of the hearing. The resident should send a written letter of explanation by campus mail or e-mail to the appeal officer to initiate the process of appeal.

Sanctions

There is no automatic disciplinary action for a specific incident. Incidents vary in their seriousness, degree of disruption, and damage to facilities. These factors will be considered when deciding on the appropriate sanctions. Please note repeat violations are a factor when determining sanction. When a resident has been advised or warned that he or she is in violation of a rule or policy, it is expect­ed that the violation will not be repeated. If repetition of a specific policy violation occurs or multiple policies are violated, the resident may expect an escalation in the seriousness of the disciplinary consequences. If a contract is cancelled as a result of a policy or regulation violation, the contract schedule of amounts due on the vacating date will be applied.

Possible sanctions:

• Warning: A warning to the resident about the incident and the subsequent behavior that is expected of the resident.
• Conditional Standing: A status placed on a resident which may require the resident to participate in an educational sanction and refrain from particular behaviors during the duration of the contract period. Failure to abide by the terms of the conditional status may result in more severe sanctioning or removal from the Department of Student Housing system. This status is often limited to a specified time period.
• General Probation:A probationary status placed on a resident whereby, if the resident continues to violate housing or university policy, that resident will face probable removal from the Department of Student Housing system.
• Educational Sanctioning: In most circumstances, residents are given a specific assignment or project that encourages reflection on the reasons for the policy violated and the causes for that resident's behavior. Hearing officers will tailor the sanction to the particular offense and the circumstances surrounding it. The Department of Student Housing partners with Wellness Resources in the administration of sanctions related to alcohol and drug education. Administrative fees are charged for the costs associated with these programs.
• Financial restitution: In situations where damage has occurred to university property or there are costs associated with clean-up, a resident may be required to pay for the costs incurred.
• Room/Hall Reassignment: A resident may be reassigned to another room or another hall when the offense is harassment, assault/battery, mistreatment of staff, or when the resident's behavior is determined to be disruptive to the floor or hall community.
• Removal from the Department of Student Housing System: Residents who pose a risk of harm to themselves, other residents, or property may be removed from the system. Further, residents who continue to violate policies after being placed on probation may be removed from the system. During finals, students who cause significant disruption may be asked to vacate the hall pending a hearing with an Assistant Director in the Department of Student Housing.
• Interim Suspension: Under the terms of the Student Housing contract, "A housing contract may be immediately suspended and the resident required to vacate the premises when circumstances indicate that the resident's continued presence in the living unit may constitute danger, or threat of danger to property, the resident, or others in the housing system. Housing contracts of residents who are arrested for alleged criminal acts or against whom criminal charges are pending may be suspended under this policy." Residents will be asked to leave the facility immediately and will be given the date and time of a hearing to take place within five class days during which the resident will have the opportunity to demonstrate why his or her continued presence in the housing unit does not constitute a danger, or threat of danger to others, the resident, or property.

Depending upon the severity of the situation, it is possible that the resident may also be charged with violations under the Code of Student Rights and Responsibilities or with a criminal offense if the incident has been reported to the police. The Department of Student Housing adjudicates situations under the terms of the Student Housing contract even when there are judicial decisions pending from other entities.

Parent Notification Policy

The University of Kansas will notify the parent/legal guardian of a student enrolled on the Lawrence campus who is under 21 years of age:

• Following the first known violation of University policy or State Law regarding drugs. The notification will be in writing.
• Following the first known violation of University policy or State law regarding alcohol, when the use of alcohol has a) placed the student in a life-threatening situation as determined by an attending medical professional. The notification will be by telephone. b) endangered the health or welfare of another person, including any report by police of arrest for driving on campus while under the influence of alcohol. The notification will be in writing.
• Following the second known violation of University policy or State Law regarding alcohol. The notification will be made in writing.
• Following a violation of University policy or State Law regarding alcohol or other drugs that results in the cancellation of the student's University housing contract. The notification will be made by telephone.
• Following the student's referral to CAPS and/or DCCCA for an alcohol assessment through the Mandatory Alcohol Assessment policy. The notification will be made in writing. For the complete policy: https://documents.ku.edu/policies/Student_Success/VPSS/Parent_Notification_Policy.htm

Special Disciplinary Boards

Scholarship Hall Judicial or Advisory Boards

Students living in the scholarship hall system agree to take on the responsibility of cooking and/or cleaning in the hall and participating in hall governance and operations. Residents who fail to meet their obligations go before the judicial board or the advisory board in the hall. The board is made up of a panel of the resident's peers. The chair is most often the hall's vice president. The Scholarship Hall Director is the advisor to the board. Residents appearing before the board are given the opportunity to explain their situation and dispute the charges. Residents who are found responsible for failing to complete a shift or duty in the hall five times or more face probable removal from the scholarship hall system. An opportunity to appeal the board’s findings to the Complex Director and/or Assistant Director for the scholarship hall system exists.

Academic Review Board for the Scholarship Halls

Scholarship hall residents are expected to successfully complete 28 credit hours each academic year (excluding summer term) and are expected to maintain a 2.5 grade point average. Those who fail to meet these academic expectations will be notified and will be given an opportunity to speak to or write a letter to the Academic Review Board. The board is made up of a representative from each hall and the president of the All Scholarship Hall Council. The Complex Director advises the board. The board will consider each resident's circumstances and will recommend a warning, a probationary or conditional status, or removal from the scholarship hall system. Their decisions are based on the severity of the shortfall, the resident's academic history, and any personal explanation the resident offers. The board meets each summer and may recommend review of a resident's academics by the ASHC President and the Complex Director at the conclusion of the fall semester.