Code of Student Conduct

About the Code of Student Conduct

This Code of Student Conduct does not establish a contractual relationship between St. Mary’s University and its students. This Code of Student Conduct only serves to highlight St. Mary’s general policies, practices, and procedures for your personal benefit and cannot be construed as a legal document of any kind. Any procedure contained within the Code of Student Conduct is strictly intended to provide all students with a general framework for addressing and/or resolving various situations that may arise from time to time.

This Code of Student Conduct has been authorized for use and replaces any prior statements regarding standards of student conduct at St. Mary’s University. It may be subject to change as deemed appropriate by the University in order to fulfill its role and mission. Notice of changes to this Code of Student Conduct will be provided to students through the University e-mail system, or by another method reasonably intended to reach all students. The University will strive to provide this notice of changes within a reasonable period of time after the changes have been made. The official version of the Code of Student Conduct is located in the University’s Policy Library. All students of St. Mary’s University are responsible for knowing, understanding, and abiding by the terms of this Code of Student Conduct.

The St. Mary’s University Code of Student Conduct is based upon the NCHERM Developmental Code of Student Conduct and is used in an adapted form with permission.  Use by any other college or University is permitted only with express permission from NCHERM.

Core Values of Student Conduct

• Integrity: St. Mary’s University students exemplify honesty, honor and a respect for the truth in all of their dealings.
• Community: St. Mary’s University students build and enhance their community.
• Social Justice: St. Mary’s University students are just and equitable in their treatment of all members of the community and act to discourage or intervene to prevent unjust and inequitable behaviors.
• Respect: St. Mary’s University students show positive regard for each other, for property and for the community.
• Responsibility: St. Mary’s University students are given and accept a high level of responsibility to self, to others, and to the community.

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Section 1: Mission, Vision and Philosophy

St. Mary’s University, as a Catholic Marianist University, fosters the formation of people in faith and educates leaders for the common good through community, integrated liberal arts and professional education, and academic excellence.

The St. Mary’s University mission statement is a reflection of the Characteristics of Marianist Universities. There are five elements that characterize the Marianist approach to education: educate for formation in faith; provide an integral quality education; educate in the family spirit; educate for service, justice and peace; and educate for adaptation and change. The three Marianist universities have a publication titled Characteristics of Marianist Universities (digital flipbook) to fully describe the Marianist approach to education at the University level.

Philosophy Statement

St. Mary’s University, as a Catholic and Marianist institution, emphasizes the importance of personal growth, community, Catholic values, and prepares students to lead purposeful lives. The University is a community whose members are respected and provided with the rights and responsibilities that accompany community life. Furthermore, St. Mary’s University is committed to fostering a campus environment that is conducive to academic inquiry, thoughtful study and discourse, a productive and vibrant campus life, a deepening of one’s faith, and the development of the whole student. The student conduct program managed by the Vice President for Student Development/Dean of Students is committed to an educational and developmental process that balances the needs of individual students with the needs of the University community.

A community exists on the basis of shared values and principles. At St. Mary’s University, student members of the community are expected to uphold and abide by certain standards of conduct that form the basis of the Code of Student Conduct. These standards are embodied within a set of core values that reflect St. Mary’s University’s Catholic, Marianist heritage and include integrity, social justice, respect, community, and responsibility.

Every member of the St. Mary’s University community bears responsibility for their conduct and assumes reasonable responsibility for the behavior of others. When members of the community fail to exemplify these five values by engaging in violation of the rules below, campus conduct proceedings are used to assert and uphold the Code of Student Conduct.

The student conduct process at St. Mary’s University exists to protect the interests of the community and to challenge those whose behavior is not in accordance with our policies; it is not intended to punish students.  Sanctions are intended to challenge students’ moral and ethical decision-making and to help bring their behavior into accord with our community expectations. When a student is unable to act in accordance with community expectations, the student conduct process may determine that the student should no longer share in the privilege of participating in this community.

Students should be aware that the conduct process is quite different from criminal and civil court proceedings. Procedures and rights in the student conduct process are conducted with fairness to all, but do not include the same protections of due process afforded by the courts. Due process as defined within these procedures, assures written notice and a hearing before an objective decision-maker. No student will be found in violation of University policy without information showing that it is more likely than not that a policy violation occurred; any sanctions will be proportionate to the severity of the violation and to the cumulative conduct history of the student.

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Section 2: Jurisdiction

Students at St. Mary’s University are provided a copy of the Code of Student Conduct annually in the form of a link on the University’s website and via the University’s Policy Library. Hard copies are available upon request from the Student Development Office and the Vice President for Student Development/Dean of Students. Students are responsible for reading and abiding by the provisions of the Code of Student Conduct.

The Code of Student Conduct and the conduct process apply to individual St. Mary’s University students including undergraduate, graduate, and law and other students participating in academic programs of the University (e.g.: Intensive English Program participants). This code also applies to University-affiliated registered student organizations.  For the purposes of student conduct, the University may consider an individual to be a student when an offer of admission has been extended and thereafter as long as the student has a continuing educational interest in the University.

The University retains conduct jurisdiction over students who choose to take a leave of absence, withdraw, or have graduated for any misconduct that occurred prior to the leave, withdrawal, or graduation.  Any university process initiated to review serious student disciplinary matters will move forward even when the student alleged to have committed a violation leaves or withdraws from the University. If sanctioned, a hold may be placed on the student’s ability to re-enroll or obtain official transcripts. All sanctions must be satisfied prior to re-enrollment eligibility or the degree may be revoked.

The Code of Student Conduct applies to behaviors that take place on the campus, at University-sponsored events, and may also apply off-campus when the Vice President for Student Development/Dean of Students (or designee) determines that the off-campus conduct affects a substantial University interest. A substantial University interest is defined to include:

1. Any situation where it appears that the student may present a danger or threat to the health or safety of self or others; or
2. Any situation that significantly impinges upon the rights, property or achievements of self or others, significantly breaches the peace, or causes social disorder; or
3. Any situation that is detrimental to the educational mission or interests of the University.

The Code of Student Conduct may be applied to behavior conducted online, such as harassment via email. Students must also be aware that blogs, web page entries on sites such as Facebook, Instagram, TikTok, and Twitter (X) and other similar online postings are in the public sphere and are not private. Online postings containing evidence of policy violations could result in the initiation of a University conduct process. St. Mary’s University does not regularly search online for evidence of student policy violations, but may take action if and when such information is brought to the attention of University officials. However, most online speech by students will be protected as free expression and not subject to this Code, with two notable exceptions:

• A true threat defined as “a threat a reasonable person would interpret as a serious expression of intent to inflict bodily harm upon specific individuals”; or
• Disparaging speech posted online about the University or its community members that causes, or intends to cause, significant on-campus disruption to University operations or mission.

The Code of Student Conduct applies to guests of community members whose hosts may be held accountable for the misconduct of their guests. The Code of Student Conduct may also be applied to resident non-students, campers, and high school bridge/extension/partner/dual-credit and continuing education programs by contractual agreements. Visitors to campus and guests of the University may seek resolution of violations of the Code of Student Conduct committed against them by members of the University community.

There is no time limit on reporting violations of the Code of Student Conduct. However, delaying a report makes it more difficult for University officials to obtain timely information and witness statements, and/or to make determinations regarding alleged policy violations. Though anonymous complaints are permitted, doing so may limit the University’s ability to investigate and respond to a report and provide support to those impacted by alleged policy violations. Those who are aware of misconduct are encouraged to report it as quickly as possible to University officials including the Vice President for Student Development/Dean of Students, the Office of Student Integrity and Welfare, the Office of Residence Life and University Police.

St. Mary’s University email is the University’s primary means of communication with students. Students are responsible for all communication delivered to their University email address.

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Section 3: Violations of the Law

Alleged violations of federal, state, and local laws may be investigated and addressed under the Code of Student Conduct. When a student engages in a violation of the law that is, simultaneously, a violation of conduct policy, the University conduct process will usually go forward whether or not a criminal complaint or criminal investigation arises from the same incident.

St. Mary’s University reserves the right to exercise its authority of interim suspension upon notification that a student is facing criminal investigation or complaint. When criminal charges are pending, the University may be delayed or prevented from conducting its own investigation and moving forward with the conduct process. When this happens, the University may delay initiation of the conduct process until such time as it can conduct an internal investigation or obtain sufficient information from law enforcement upon which to proceed.  In cases governed by Title IX, this delay will usually be no longer than 10 University business days from notice of the incident.

Students accused of a crime(s), herein referenced as the responding student, may request to withdraw from St. Mary’s University until the criminal charges are resolved. In such situations, the University Tuition and Refund Schedule applies and the University procedure for voluntary withdrawals is subject to the following conditions:

1. The responding student must comply with all campus investigative efforts that will not prejudice any defense in the criminal trial; and
2. The responding student must comply with all interim actions or restrictions imposed during the leave of absence; and
3. To be reinstated to active student status, the responding student must agree to fully cooperate with the campus conduct process and comply with all sanctions that are imposed.

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Section 4: Core Values and Behavioral Expectations

St. Mary’s University considers the behavior described in the following sections as inappropriate for the University community, in opposition to the University Mission Statement and core values set forth in this document. These expectations and rules apply to all students, whether undergraduate, graduate, doctoral, or law and other students participating in academic programs of the University (such as Intensive English Program participants). This code also applies to University-affiliated registered student organizations. Furthermore, St. Mary’s University encourages community members to report to University officials all incidents that involve the following actions.

The following misconduct committed by a student on or off University-owned or University-controlled property, or against such property, or against a fellow student, another member of the University community, an invited guest, or any other individual, are considered, depending on the circumstances of the particular case, to warrant disciplinary action up to the possible level of temporary suspension or permanent dismissal. The following are listed as examples, and the list is not all-inclusive, nor are all of the misconduct examples of equal gravity. Any student found to have committed or to have attempted to commit the following misconduct is subject to the sanctions outlined in Section 6: Conduct Procedures.

1. Integrity

St. Mary’s University students exemplify honesty, honor and a respect for the truth in all of their dealings. Behavior that violates this value includes, but is not limited to:

1. Falsification. Knowingly providing false information or possessing false, falsified or forged materials such as, but not limited to, falsification or misuse of documents, accounts, records, identification or financial instruments;
2. Academic Dishonesty. Acts of academic dishonesty as outlined in the University Academic Misconduct Policy;
3. Unauthorized Access and Entry: Unauthorized access to University property, systems, or facilities is prohibited. This includes the misuse, possession, duplication, or sharing of any means of access—physical or digital—and the unauthorized use of University spaces or systems. Prohibited conduct includes, but is not limited to:
   • Building Access
     • Unauthorized possession, use, duplication, or distribution of keys, access, cards, University identification cards, or other means of entry to University buildings.
     • Failing to timely report a lost or stolen University ID card, key, or access device;
     • Misuse of access privileges to enter or use University premises, including offices, classrooms, residence halls, or other restricted spaces;
   • Digital System Access
     • Gaining or attempting to gain unauthorized access to protected University systems (e.g., Banner, or other University-supported software platforms);
     • Using or sharing University login credentials to facilitate unauthorized access to insitutional systems, data, or services;
     • Unauthorized possession, use, duplication, or distribution of passwords or other digital access credentails;
4. Collusion. Cooperation with an individual or group to violate the St. Mary’s University Code of Student Conduct or other University policies;
5. Abuse of Positions of Trust: Engaging in behavior that violates the responsibilities or expectations associated with a position of trust within the University community. This includes, but is not limited to, misusing authority, access, violations of University policy and lawful violations, failure to report violations of University policy and lawful violations,  or influence granted by one’s role (e.g., student leader, resident assistant, tutor, student – employee etc) in a manner that compromises the integrity, safety, or well-being of others or the University.
6. Election Tampering. Tampering with the election of any St. Mary’s University registered student organization;
7. Taking of Property. Intentional and unauthorized taking of University property or the personal property of another;
8. Stolen Property. Knowingly taking or maintaining, sale, resdistribution, disposal, or possession of stolen property;

2. Community

St. Mary’s University students build and enhance their community. Behavior that violates this value includes, but is not limited to:

1. Disruptive Behavior. Disruption of University operations including obstruction of teaching, research, administration, other University activities, or other authorized non-University activities which occur on campus.
2. Riots. Causing, inciting or participating in any disturbance that presents a clear and present danger to self or others, causes physical harm to others, or destruction of property.
3. Unauthorized Entry. Misuse of access privileges to University premises or unauthorized entry to or use of buildings, including trespassing, propping open or unauthorized use of alarmed doors for entry into or exit from a University building.
4. Trademark. Unauthorized use (including misuse) of University or organizational names and images;
5. Damage and Destruction. Intentional and unauthorized damage to or destruction of University property or the personal property of another.
6. Information Technology Usage. Violating the University’s Acceptable Use Policy.
7. Gambling. Gambling as prohibited by the laws of the State of Texas. (Gambling may include raffles, lotteries, sports pools, and online betting activities.);
8. Weapons. Possession, use, or distribution of explosives (including fireworks and ammunition), firearms (including air guns, BB, paintball, facsimile weapons, and pellet guns) except as permitted by Texas law, or other weapons or dangerous objects such as arrows, axes, machetes, nunchucks, throwing stars, or knives.
9. Tobacco. Smoking or tobacco use, to include electronic cigarettes and similar devices, in any area of campus where smoking or tobacco use are prohibited; Tobacco Use on Campus
10. Fire Safety. Violation of local, state, federal or campus fire policies including, but not limited to:
    1. Intentionally or recklessly causing a fire which damages University or personal property or which causes injury.
    2. Failure to evacuate a University-controlled building during a fire alarm;
    3. Improper use of University fire safety equipment; or
    4. Tampering with or improperly engaging a fire alarm or fire detection/control equipment while on University property.  Such action may result in a local fine in addition to University sanctions;
    5. Improperly storing or charging lithium battery devices such as e-scooters and bicycles in university buildings including all residence halls.
11. Ineligible Affiliation with a Social-Greek letter Organization. Student may not participate in recruitment, affiliate with, or accept membership into a social-Greek letter organizations if they do not meet University eligibility requirements. This includes, but is not limited to:
    • Engaging in or attempting to engage in intake activities, recruitment, or new memeber process for a social Greek-letter organization without prior University approval and completion of 12 credit hours earned through full-time enrollment at St. Mary’s University. Credit earned through dual credit, AP, or CLEP does not fulfill this requirement.
    • Attempting to join or affiliate with any social Greek-letter organization while not in good standing as defined by the University;
    • Falsifying academic standing or credit hour completion for the purpose of joining an organization.
12. Animals. Animals, with the exception of service animals and those listed in the Office of Residence Life Handbook and Policies, are not permitted on campus.
13. Wheeled Devices. It is not permitted to use skateboards, rollerblades, roller skates, bicycles, and similar wheeled devices inside University buildings, residence halls, or on tennis courts is not permitted. Additionally, skateboards and other wheeled items may not be ridden on railings, curbs, benches, or any such fixtures, which may be damaged by these activities. Motorized scooters or motorized personal transportation devices, including hoverboards, are prohibited from being stored and/or charged inside any University building. Individuals may be liable for damage to University property caused by these activities. Individuals may be liable for damage to University property caused by these activities. The use of wheelchairs, walkers, medically necessary scooters, or other medical devices on University property is permitted.

3. Social Justice

St. Mary’s University students are just and equitable in their treatment of all members of the community and act to discourage or intervene to prevent unjust and inequitable behaviors. Conduct that violates this value includes, but is not limited to:

1. Discrimination. Any act or failure to act that is based upon actual or perceived status (sex, gender, race, color, age, creed, national or ethnic origin, physical or mental disability, veteran status, sexual orientation, pregnancy status, religion, or other protected status) that is sufficiently severe or pervasive that it limits or denies the student(s) the ability to participate in or benefit from the University’s educational program or activities. Please see the Equal Opportunity, Nondiscrimination, Sexual and Other forms of Harassment Policy for additional information.
2. Harassment. Any unwelcome conduct based on actual or perceived status, including sex, gender, race, color, age, creed, national or ethnic origin, physical or mental disability, veteran status, pregnancy status, religion, sexual orientation, or other protected status. Any unwelcome conduct should be reported to University officials, who will address all reported incidents on behalf of the reporting party and community. Please see the Equal Opportunity, Nondiscrimination, Sexual and Other forms of Harassment Policy for additional information.
3. Hostile Environment. A hostile environment occurs when a student engages in conduct that is sufficiently severe, persistent, and objectively offensive that it unreasonably interferes with, limits, or denies the ability to participate in or benefit from the University’s educational or employment program or activities.
4. Retaliation.  Any intentional, adverse action taken by a reporting student, responding student or allied third party, absent of legitimate nondiscriminatory purposes, as a reprisal against a participant in any proceeding under this Code.
5. Bystander Intervention – Failure to Intervene.
   1. Complicity with or failure of any student to appropriately address known or obvious violations of the Code of Student Conduct, University Policy, or law;
   2. Complicity with or failure of any organized group to appropriately address known or obvious violations of the Code of Student Conduct, University Policy, or law by its members.
6. Abuse of Conduct Process. Abuse, interference, or failure to comply with University processes, including academic conduct hearings, including, but not limited to:
   1. Failure to appropriately respond to a letter of notice;
   2. Failure to attend a scheduled conduct meeting or formal hearing;
   3. Falsifying, distorting or misrepresenting information;
   4. Destroying, concealing, or failing to provide information during an investigation of an alleged policy violation;
   5. Attempting to discourage an individual’s proper participation in, or use of, the student conduct process;
   6. Harassing (verbally or physically) or intimidating a member of a campus conduct investigative or hearing committee prior to, during, or following a student conduct proceeding;
   7. Failing to comply with the sanction(s) imposed by the student conduct process; or
   8. Influencing, or attempting to influence, another person to commit abuse or violation of the student conduct process.
   9. Knowingly filing a false allegation against a community member.

4. Respect

St. Mary’s University students show positive regard for each other, for property, and for the community. Behavior that violates this value includes, but is not limited to:

1. Harm to Persons. Intentionally or recklessly causing physical harm or endangering the health or safety of any person.
2. Threatening Behaviors:
   1. Threat. Written or verbal conduct that causes a reasonable expectation of injury to the health or safety of any person or damage to any property.
   2. Intimidation. Intimidation is defined as implied threats or acts that cause a reasonable fear of harm in another person.
3. Bullying and Cyberbullying. Bullying and cyberbullying are repeated and/or severe aggressive behaviors that intimidate or intentionally harm or control another person physically or emotionally, and are not protected by freedom of expression. Please see Texas Penal Code Sec. 21.16: Unlawful Disclosure or Promotion of Intimate Visual Material and Public Law No. 119-12 S. 146: TAKE IT DOWN Act (Tools to Address Known Exploitation by Immobilizing Technology Deepfakes on Websites and Networks Act)
4. Hazing. Defined as an act that endangers the mental or physical health or safety of a student, or that destroys or removes public or private property, for the purpose of initiation, admission into, affiliation with, or as a condition for continued membership in a group or organization. Please see the St. Mary’s University Hazing Policy for additional information.
5. Domestic Violence. Acts of violence by a current or former spouse of the reporting party; by a person with whom the reporting party shared a child in common; by a person who is cohabitating with or has cohabitated with the reporting party as a spouse; by a person similarly situated to a spouse of the reporting; or by any other person against an adult or youth reporting party who is protected from that person’s acts under law. Please see the Equal Opportunity, Nondiscrimination, Sexual and Other forms of Harassment Policy for additional information.
6. Dating/Intimate Partner Violence. Intimate Partner Violence is defined as the use of physical violence, coercion, threats, intimidation, isolation, stalking, or other forms of emotional, sexual, or economic abuse directed towards a partner who is or has been in a dating relationship or was an intimate partner of the reporting party. Please see the Equal Opportunity, Nondiscrimination, Sexual and Other forms of Harassment Policy for additional information.
7. Stalking. Stalking is a course of conduct directed at a specific person that is unwelcome and would cause a reasonable person to fear for the safety of self or others; or suffer substantial emotional distress. Please see the Equal Opportunity, Nondiscrimination, Sexual and Other forms of Harassment Policy for additional information.
8. Sexual Misconduct. Includes, but is not limited to, sexual assault, sexual harassment, non-consensual sexual contact, non-consensual sexual intercourse, or sexual exploitation. Please see the Equal Opportunity, Nondiscrimination, Sexual and Other forms of Harassment Policy for additional information.
9. Public Exposure. Includes deliberately and publicly exposing one’s intimate body parts, public urination, defecation, and public sex acts.

5. Responsibility

St. Mary’s University students are given and accept a high level of responsibility to self, to others, and to the community. Behavior that violates this value includes, but is not limited to:

1. Arrest. Failure of any student to report the student’s arrest (including non-custodial or field arrests) by any law enforcement agency within seventy-two (72) hours of release regarding the allegations and charges to the Office of the Dean of Students (or designee) via email at deanofstudents@stmarytx.edu; 
2. Alcohol. Use, possession or distribution of alcoholic beverages or paraphernalia except as expressly permitted by law and University policy;
3. Drugs. Use, possession or distribution of illegal drugs and other controlled substances or drug paraphernalia except as expressly permitted by law and University policy;
4. Prescription Medications. Abuse, misuse, sale, or distribution of prescription or over-the-counter medications;
5. Failure to Comply. Failure to comply with the directives of University officials or law enforcement officers during the performance of their duties or failure to identify oneself to these persons when requested to do so;
6. Financial Responsibilities. Failure to promptly meet financial responsibilities to the University, including, but not limited to: knowingly passing a worthless check or money order in payment to the institution or to a member of the institution acting in an official capacity;
7. Other Policies. Violating other published University policies or rules, including all Office of Residence Life Handbook and Policies and policies;
8. Health and Safety. Creation of health or safety hazards (e.g., hanging out of or climbing out of windows, balconies, roofs, etc.), including failure to comply with campus health directives (e.g., use of masks or face coverings), University medical record requests or immunization policies;
9. Audio and Video Recordings. Any unauthorized use of electronic or other devices to make an audio or video record of any person while on University property without their prior knowledge, or without their effective consent when such a recording is likely to cause injury or distress. This includes, but is not limited to secretly taking pictures or videos of another person in a gym, locker room, or restroom.
   1. Unauthorized posting of audio, picture, or video records or information of any person on any social media platforms (e.g. Facebook, Instagram, YouTube, TikTok, etc.) without their effective consent when such posting may cause injury or distress.
10. Professional Rules of Conduct: A law student shall not commit an act prohibited by the Model Rules of Professional Conduct promulgated by the American Bar Association or by the Texas Disciplinary Rules of Professional Conduct.
11. Violations of Law. Evidence of violation of local, state, or federal laws, when substantiated through the University’s student conduct process.

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Section 5: Student Conduct Authority

Authority

The authority to enact and enforce regulations of the University is vested in the President of the University by the Board of Trustees. The responsibility for enforcing these policies may be delegated to any University official the President designates.  The Vice President for Student Development/Dean of Students is the principal officer for all non-academic discipline and may assign persons designated to implement these procedures (St. Mary’s University Faculty Handbook, 2.17.2).

The Office of Student Integrity and Welfare

At St. Mary’s University, the Vice President for Student Development/Dean of Students has assigned management of the student conduct process to the Assistant Director for Student Integrity and Welfare who oversees and manages day-to-day operations of the student conduct process. The Vice President for Student Development/Dean of Students has also delegated limited authority to Residence Life Professional Staff to resolve certain resident student conduct reports as assigned by the Assistant Director.

The Office of the Assistant Dean for Law Student Affairs

At St. Mary’s University, the Vice President for Student Development/Dean of Students has assigned management of the student conduct process for law students to the Assistant Dean for Law Student Affairs.

For conduct matters involving law students, all references to the Assistant Director of Student Integrity and Welfare will typically refer to the Assistant Dean of Law Student Affairs.

The University Student Conduct Panel

A University student conduct panel is selected from among the Equity Dispute Resolution Panel (EDRP), a representative group of faculty and staff who have been trained to review certain serious or continued incidents of reported student misconduct on behalf of the University, as described in the Equity Dispute Resolution Process. The Assistant Dean for Law Student Affairs and the Assistant Director for Student Integrity and Welfare, in consultation with the Vice President for Student Development/Dean of Students, may appoint Student Conduct Panel members and Appeals Panel members as deemed necessary to efficiently and effectively supervise and implement the student conduct process.

Appeals Panels Membership

Appeals Panels typically consist of two members selected from among the EDRP, with the only requirement being that neither member served on the specific Panel Hearing forthe complaint.  Appeals Panels review appeals requested by any party to a complaint.

Interpretation and Revision of the Code of Student Conduct

The Assistant Dean for Law Student Affairs and the Assistant Director for Student Integrity and Welfare, in consultation with the Vice President for Student Development/Dean of Students, will develop procedural rules for the administration of hearings that are consistent with provisions of the Code of Student Conduct. Material deviation from these rules generally will only be made as necessary and will include advance notice to the parties involved.  The Vice President (or designee) may vary procedures with notice upon determining that changes to law or regulation require policy or procedural alterations not reflected in this Code.  The Vice President (or designee) may make minor modifications to procedures that do not materially jeopardize the fairness owed to any party. Any question of interpretation of the Code of Student Conduct will be referred to the Vice President for Student Development/Dean of Students.

The Code of Student Conduct will be updated annually under the direction of the Vice President for Student Development/Dean of Students.

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Section 6: Conduct Procedures

1. University as Convener

St. Mary’s University is the convener of every action under this code. Within that action, there are several roles.  The responding student in a conduct process is the person who is reported to have violated the Code.  The reporting party, who may be a student, employee, visitor or guest, may choose to be present and participate in the conduct process as fully as the student respondent.  There are witnesses, who may offer information regarding the allegation.  There is an investigator(s) whose role is to present the allegations and share the information that the University has obtained regarding the allegations.

2. Group Violations

A student group or organization, and its officers and membership, may be held collectively and individually responsible when violations of this Code by the organization or its member(s):

1. take place at organization-sponsored or co-sponsored events, whether sponsorship is formal or tacit; or
2. have received the consent or encouragement of the organi­zation or of the organization’s leaders or officers; or
3. were known, or should have been known, to the membership or its officers.

Investigations and reviews of reported student group or organization misconduct follow the same general student conduct procedures. In any conduct process, individual determinations of responsibility will be made and sanctions may be assigned collectively and individually. These sanctions will be proportionate to the involvement of each individual and the organization.

3. Amnesty

1. For Complaining Parties
   The University provides amnesty to complaining parties who may be hesitant to report to University officials because of fear they may be charged with policy violations, such as underage drinking, at the time of the incident.
2. For Those Who Offer Assistance (Bystander Intervention)
   A bystander is a witness or participant to an act of potential harm or misconduct who acts to stop, intervene or protect in the situation.  Members of the St. Mary’s University community are encouraged to find ways to successfully intervene to support and help each other. To encourage students to offer help and assistance to others, St. Mary’s University pursues a policy of amnesty for minor violations when students offer help to others in need.
   Appropriate ways for bystanders to address situations may include:
   • Intervening or confronting the violation in an effort to stop it; or
   • Contacting the appropriate staff members to address the violation; or
   • Leaving the area where the violation was occurring [where a risk of serious harm exists, merely leaving will not be appropriate].
   • At the discretion of the Assistant Director for Student Integrity and Welfare, amnesty may also be extended on a case-by-case basis to the person receiving assistance. Educational options will be explored, but no conduct proceedings will result.

4. For Those Who Report Serious Violations

Students who are engaged in minor violations but who choose to bring related serious violations by others to the attention of the University may be offered amnesty for their minor violations.  Educational options will be explored, but if offered amnesty, no conduct proceedings will result. Abuse of amnesty requests can result in a decision by the Assistant Director for Student Integrity and Welfare not to extend amnesty to the same person repeatedly.

5. Safe Harbor

St. Mary’s University believes that students who have a drug or addiction problem should receive help. If any University student acknowledges personal use, addiction or dependency to the attention of University officials outside the threat of drug tests or conduct sanctions and seeks assistance, a conduct complaint will not be pursued.
A written action plan may be used to track cooperation with the Safe Harbor program by the student, and the student will be expected to sign releases that allow for effective monitoring of compliance. Failure to follow the action plan will nullify the Safe Harbor protection and campus conduct processes will be initiated.

6. Reporting of Alleged Violation

Any member of the St. Mary’s University community, visitor, or guest may report a policy violation(s) by any student for misconduct under this Code of Student Conduct to the Vice President for Student Development/Dean of Students, Assistant Director for Student Integrity and Welfare, Assistant Dean for Law Student Affairs, University Police, Residence Life, or the University’s Title IX Coordinator(s).

St. Mary’s University employees must promptly report an alleged student violation of the University’s Equal Opportunity, Nondiscrimination, Sexual and Other Forms of Harassment policy by contacting the University’s Title IX Coordinator(s) in person, by email or phone call, or by filling out the online complaint form on the University’s Nondiscrimination – Title IX webpage. (This page also includes information on confidential and other support resources that are available on campus and in the community.) Additionally, to meet the University’s obligation under federal law, if the violation of policy includes crimes that must be reported under the Clery Act, the employee and Title IX Coordinator(s) must immediately notify the University Police to determine whether a timely warning is necessary or required.

The University, through the Vice President for Student Development/Dean of Students or the Assistant Director for Student Integrity and Welfare, may act on reports of an alleged violation(s) not addressed using the Equal Opportunity, Nondiscrimination, Sexual and Other Forms of Harassment policy and response procedures whether a formal allegation is made or not. All allegations can be submitted by a reporting party, witness, or third party, and should be submitted as soon as possible after the event occurs. The University has the right to pursue an allegation or report of misconduct on its own behalf and to serve as the convener of the subsequent conduct process.

The Assistant Dean for Law Student Affairs and Assistant Director for Student Integrity and Welfare, respective to their areas of student conduct oversight, will assume responsibility for the investigation of the alleged violation as described below. All proceedings related to an alleged conduct violation will be prompt, fair, and impartial.

7. Review of Reports

Once a report is received, the Assistant Director for Student Integrity and Welfare (or designee) will conduct an initial review to assess whether the information provided indicates a potential violation of the Code of Student Conduct, the Office of Residence Life Handbook and Policies, or other applicable University policies. This preliminary review may include gathering additional information from relevant parties.

Following this review, one of the following actions may be taken:

• Education Conversation If the reported behavior raises concern but does not rise to the level of a policy violation, the Assistant Director for Student Integrity and Welfare (or designee) may meet with the student for an educational conversation. This meeting is intended to address the concerning behavior, reinforce community expectations, and clarify potential outcomes should similar concerns arise in the future.
• No Action If the report lacks sufficient information to identify a responding student or to support an allegation of misconduct, no further action will be taken at that time. The report may be retained for documentation purposes in the event of future incidents occur involving the same individuals or behaviors.
• Conflict Resolution Options The Assistant Director for Student Integrity and Welfare (or the Assistant Dean for Law Student Affairs for matters involving law students as the alleged) has the discretion to refer a complaint for mediation or other forms of appropriate conflict resolution. All parties must agree to mediation and to be bound by the decision with no review/appeal. Any unsuccessful mediation can be forwarded for formal processing and hearing; however, at no time will complaints of physical sexual misconduct or violence be mediated as the sole institutional response. The Assistant Director for Student Integrity and Welfare (or Assistant Dean for Law Student Affairs) may also suggest that complaints that do not involve a violation of the Code of Student Conduct be referred for mediation or other appropriate conflict resolution.
• Initiation of the Student Conduct Process If there is reasonable cause to believe a policy violation has occurred, the Assistant Director for Student Integrity and Welfare (or designee) will initiate the student conduct process, as outlined in the procedures for Gatekeeping and Investigation.

8. Gatekeeping & Investigations

No report will be referred to the student conduct process unless there is reasonable cause to believe a policy has been violated. Reasonable cause is defined as some credible information to support each element of the offense, even if that information is merely a credible witness or a reporting party’s statement. A complaint wholly unsupported by any information will not be further investigated or forwarded for a hearing.

For all except Title IX reported allegations, the Assistant Director for Student Integrity and Welfare will investigate reported Code of Conduct violations. All reported violations that fall under Title IX (e.g., sexual misconduct) or involve any other form of discrimination will be addressed following the procedures outlined in the Equity Dispute Resolution Process (EDRP).

The Assistant Director for Student Integrity and Welfare (designee) will take the following steps, if not already completed, to address and resolve any reported Code violations:

1. Preliminary Review and Interim-Administrative Actions
   1. Initiate any necessary interim-administrative actions on behalf of the reporting party and/or responding party (if needed);
   2. Determine the identity and contact information of the person or entity reporting an alleged violation;
   3. Conduct an immediate preliminary investigation within seven (7) University business days to;
      1. Identify a complete list of all policies that may have been violated,
      2. To review the history of the involved parties,
      3. Understand the broader context of the incident(s),
      4. Identify any potential patterns and the nature of the report.
   4. If the responding party is reluctant to proceed;
      1. If the reporting party is reluctant to pursue the report, the Assistant Director for Student Integrity and Welfare (or designee) will evaluate whether the University should proceed based on the availability of sufficient independent information that could substantiate the report without the reporting party’s direct involvement.
      2. In cases where the University determines it is appropriate to move forward without the participation of the reporting party, the reporting party will be notified of:
         • The University’s decision to proceed with the conduct process;
         • The rights of all parties involved in the process; and
         • Their option to become involved if they so choose.
2. Determination of Reasonable Cause and Formal Notice
   • Determine if there is reasonable cause to charge the alleged respondent(s) and determine what specific policy violations should serve as the basis for charges;
     • If there is insufficient evidence through the investigation to support a reasonable cause, the allegations will be closed with no further action;
     • If there is a reasonable cause for further review, commence a thorough, reliable, and impartial investigation of the reported Code violation(s).
       • Prepare the formal notice of charges on the basis of the reasonable cause determination, which will be promptly delivered to the student respondent(s) prior to any meetings with the Assistant Director (designee);
3. Investigation and Findings
   • Complete the investigation promptly by analyzing all available evidence without unreasonable deviation from the intended timeline;
   • Making a finding, based on a preponderance of the evidence (whether a policy violation is more likely than not to have occurred);
4. Presentation of Findings to Responding Student and Notification of Outcome
   • Present the investigation report and findings to the responding student(s), who may:
     • accept the findings,
     • accept the findings in part and reject them in part,
     • or may reject all findings;
   • Share the findings and update the reporting party on the status of the investigation and the outcome.

9. Notice

Once a determination is made by the Assistant Director for Student Integrity and Welfare (or designee) that reasonable cause exists for a conduct meeting, notice will be given to the responding student.

Notice will be in writing and may be delivered by one or more of the following methods:

• in person by the Assistant Director for Student Integrity and Welfare (or designee);
• mailed to the local or permanent address of the student as indicated in official University records;
• or emailed to the student’s University-issued email account.

Once mailed, emailed and/or received in-person, such notice will be presumed delivered. The letter of notice will:

• Include the alleged violation and notification of where to locate the Code of Student Conduct and University procedures for resolution of the complaint; and
• Direct the responding student to contact the Assistant Director for Student Integrity and Welfare (or designee) within a specified period of time to respond to the complaint. This time period will generally be no less than two (2) University business days from the date of delivery of the summons letter.
• A meeting with the Assistant Director for Student Integrity and Welfare (or designee) may be arranged to explain the nature of the complaint and the conduct process. At this meeting, the responding student may indicate, either verbally or in writing, to the Assistant Director for Student Integrity and Welfare (or designee), admission or denial of the allegations of the reported complaint.

10. Findings and Next Steps

Upon completion of the investigation, a formal determination will be made regarding whether a violation of the Code of Student Conduct, the Office of Residence Life Handbook and Policies or of a University policy occurred, using the preponderance of the evidence standard.

Based on the findings, the responding party may

• Accept responsibility for the alleged violation(s),
• Deny responsibility, or
• Accept some findings while rejecting others

The outcome of this determination will inform the next steps in the conduct process, which may include the acceptance or rejection of the findings and/or proposed sanctions. In cases where the responding student is found not responsible for the alleged violation(s), the reporting party may request the Vice President for Student Development/Dean of Students to make an extraordinary determination to re-open the investigation. The decision to re-open an investigation rests with the Vice President for Student Development/Dean of Students, and the decision of the Vice President for Student Development/Dean of Students is final.

1. Responding Student Accepts the Investigation Findings
Where the responding student accepts the finding(s), the Assistant Director for Student Integrity and Welfare (or designee) will identify appropriate sanctions for the violation. In cases involving discrimination, recommended sanctions will act to end the discrimination, prevent its recurrence, and remedy its effects on the reporting party and the University community. If the responding student accepts these sanctions/responsive actions, the process ends. The sanctions/responsive actions are implemented by the Assistant Director for Student Integrity and Welfare (or designee).
If the responding student rejects the recommended sanctions/responsive actions, there will be an administrative hearing on the sanction/responsive actions only. This will usually occur within 1-2 weeks from the end of the investigation. Administrative hearing procedures are detailed below. Any party to the complaint may appeal the decision or sanction(s) within three (3) University business days as outlined in Section 6, Bullet 13: Appeal and Final Review.

2. Responding Student Rejects the Findings

Where the responding student rejects the finding(s), there will be a hearing on the allegations within fifteen (15) University business days. At the hearing, the Assistant Director for Student Integrity and Welfare will present their findings to the Panel, and the Panel will hear from the parties and any called witnesses. The investigation findings will be considered by, but are not binding on, the Panel, which renders an independent and objective finding within five (5) University business days of the hearing. Panel procedures are detailed below.

If the responding student is found not responsible for a violation, the Assistant Director for Student Integrity and Welfare will timely inform the parties of this determination and the rationale for the decision in writing. Any party to the complaint may appeal the decision(s) or sanction(s) within three (3) University business days as outlined in Section 6, Bullet 13: Appeal and Final Review.

3. Responding Student Accepts the Findings in Part and Rejects in Part
When the responding student accepts in part and rejects in part the finding(s), there will be a panel hearing on the disputed allegations within fifteen (15) university business days. If the Panel finds the responding student responsible for violating University policy, the Panel will recommend a sanction(s) or responsive action(s). The Assistant Director for Student Integrity and Welfare will render a decision on the recommended sanction(s) or responsive action(s) and notify the responding student of the same. If the responding student accepts this sanction or responsive action, the process ends with respect to any accepted violations.

The Assistant Director for Student Integrity and Welfare will timely inform the parties of the outcome, any sanctions or responsive actions and the rationale for the decision once the rejected findings are resolved. The Assistant Director for Student Integrity and Welfare, in consultation with the Vice President for Student Development/Dean of Students, may act to implement any available appropriate remedies on behalf of the parties and the community.

Any party to the complaint may appeal the decision(s) or sanction(s) within three (3) University business days as outlined in Section 6, Bullet 13: Appeal and Final Review.

11. Hearing Options & Preparation

The following sections describe the University’s administrative hearing processes. Except in a complaint involving failure to comply with the summons of the Assistant Director for Student Integrity and Welfare, no student may be found to have violated the Code of Student Conduct solely as a result of the student’s failure to appear for a hearing. In all such instances, conduct hearings will proceed as scheduled and the information in support of the complaint will be presented to, and considered by the Assistant Director for Student Integrity and Welfare, or the Panel presiding over the hearing.

Where the responding student denies violating the Code of Student Conduct, a request by one or more of the parties to the complaint for an administrative hearing may be considered at the discretion of the Assistant Director for Student Integrity and Welfare.

In administrative hearings, complaints will be heard and determinations will be made by the Assistant Director for Student Integrity and Welfare.

1. When a responding student denies violating the Code of Student Conduct and does not request an administrative hearing, a formal hearing will be scheduled. Students who deny a violation for which a hearing will be held will be given a minimum of five (5) University business days to prepare for a formal hearing unless all parties wish to proceed more quickly or slowly. Preparation for a formal hearing is summarized in the following guidelines:
   1. Notice of the time, date and location of the hearing will be in writing and may be delivered by one or more of the following methods: in person by the Assistant Director for Student Integrity and Welfare; mailed to the local or permanent address of the student as indicated in official University records; or emailed to the student’s University-issued email account. Once mailed, emailed, and/or received in-person, such notice will be presumed delivered.
   2. If there is a victim of the conduct in question, the victim may serve as the reporting party or may elect to have the University administration serve as the reporting party. Where there is no alleged victim, the University administration will serve as the reporting party.
   3. If a responding student fails to respond to notice from the Assistant Director for Student Integrity and Welfare, the Assistant Director may initiate a complaint against the student for failure to comply with the directives of a University official and give notice of this offense. Unless the student responds to this notice within two (2) University business days by answering the original notice, the following may occur:
      1. An administrative hearing may be scheduled and held on the student’s behalf;
      2. The student may be administratively withdrawn from attending classes; or
      3. A disciplinary hold may be placed on their University account, deeming the student ineligible to register for courses or University housing until such time as the student responds to the initial complaint.
2. At least three (3) University business days before any scheduled formal hearing, the following will occur:
   1. If requested, the responding student will deliver to the Assistant Director for Student Integrity and Welfare a written response to the complaint;
   2. The responding student will deliver to the Assistant Director for Student Integrity and Welfare a written list of all witnesses the student wishes the University to call at the hearing;
   3. The responding student will deliver to the Assistant Director for Student Integrity and Welfare all physical evidence the student intends to use or needs to have present at the hearing and will indicate who has possession or custody of such evidence if known;
   4. The reporting student will deliver to the Assistant Director for Student Integrity and Welfare a written list of all witnesses the student wishes the University to call at the hearing;
   5. The reporting student will deliver to the Assistant Director for Student Integrity and Welfare all items of physical evidence the student intends to use or needs to have present at the hearing and will indicate who has possession or custody of such evidence if known; and
   6. The reporting student and the responding student will notify the Assistant Director for Student Integrity and Welfare of the names of any advisors/advocates who may be accompanying the parties at the hearing.
3. The Assistant Director for Student Integrity and Welfare will ensure that the hearing information and any other available written documentation is shared with the reporting student and the responding student(s) at least two (2) University business days before any scheduled hearing. In addition, the parties will be given a list of the names of all the panelists in advance. Should either party object to any panelist, they must raise all objections, in writing, to the Assistant Director for Student Integrity and Welfare immediately. Hearing officers will only be unseated if the Assistant Director for Student Integrity and Welfare concludes that the hearing officer’s bias precludes an impartial hearing of the complaint. Additionally, any panel or Administrative Hearing Officer who feels they cannot make an objective determination must recuse themselves from the proceedings.

12. Hearing Procedures

The Assistant Director for Student Integrity and Welfare will appoint one panelist as the Chair for the hearing. The reporting student and the responding student(s) have the right to be present at the hearing; however, they do not have the right to be present during deliberations. If a student cannot attend the hearing, it is that student’s responsibility to notify the Assistant Director for Student Integrity and Welfare no less than three (3) days prior to the scheduled hearing to arrange for another date, time, and location.

Except in cases of grave or unforeseen circumstances, if the responding student fails to give the required minimum three (3) day notice, or if the responding student fails to appear, the hearing will proceed as scheduled. If the reporting student fails to appear, the complaint may be dropped unless the University chooses to pursue the allegation on its own behalf, as determined by the Assistant Director for Student Integrity and Welfare.

The designated Chair of the Panel will conduct Panel Hearings according to the following guidelines:

1. Hearings will be closed to the public;
2. Admission to the hearing of persons other than the parties involved will be at the discretion of the Panel Chair;
3. In hearings involving more than one responding student, the standard procedure will be to hear the complaints jointly; however, the Assistant Director for Student Integrity and Welfare may permit the hearing pertinent to each responding student to be conducted separately. In joint hearings, separate determinations of responsibility will be made for each responding student.
4. The reporting student(s) and the responding student each have the right to an advisor of their own choosing, including attorneys. Typically, advisors are members of the campus community, but the parties may select whomever they wish to serve as their advisor. The advisor may not make a presentation or represent the reporting party or responding student during the hearing. The advisor may confer quietly with the advisee, exchange notes, clarify procedural questions with the chair, and suggest questions to the advisee.
5. The reporting student, the responding student, the Panel and the Panel Chair will have the privilege of questioning all present witnesses and questioning all present parties. Unduly repetitive witnesses can be limited at the discretion of the Panel Chair or the Assistant Director for Student Integrity and Welfare.
6. Pertinent records, exhibits, and written statements may be accepted as information for consideration by the Panel. Formal rules of evidence are not observed. The Chair may limit the number of character witnesses presented or may accept written affidavits of character instead.
7. All procedural questions are subject to the final decision of the Assistant Director for Student Integrity and Welfare.
8. After a Panel Hearing, the Panel will deliberate and determine, by majority vote, whether it is more likely than not that the responding student has violated the Code of Student Conduct. The Assistant Director for Student Integrity and Welfare will be present and available as a resource during all deliberations. Once a finding is determined and the finding is that of a policy violation, the Panel will determine an appropriate sanction(s). The Assistant Director for Student Integrity and Welfare is responsible for informing the Panel of applicable precedent and any previous conduct violations or other relevant pattern information about the responding student. The Panel Chair will prepare a written deliberation report and deliver it to the Assistant Director for Student Integrity and Welfare, detailing the recommended finding, how each member voted, the information cited by the Panel in support of its recommendation, and any information the Panel excluded from its consideration and why. This report should conclude with any recommended sanctions. This report should not exceed two pages in length and must be submitted to the Assistant Director for Student Integrity and Welfare within five (5) University business days of the end of deliberations.
9. The Assistant Director for Student Integrity and Welfare will consider the recommendations of the Panel, may make appropriate modifications to its report and will then render a decision and inform the responding student and reporting party, if applicable by law or University policy, of the final determination within seven (7) University business days of the hearing. Notification will be made in writing and include information about how to appeal a decision. The notification will be delivered simultaneously to the reporting and responding parties by one or more of the following methods: in person by the Assistant Director for Student Integrity and Welfare; mailed to the local or permanent address of the student as indicated in official University records, or emailed to the student’s University-issued email account. Once mailed, emailed, and/or received in-person, such notice will be presumed delivered.
10. There will be a single verbatim record, such as an audio recording, for all panel hearings. Deliberations will not be recorded. The official record will be the property of the University and maintained according to the University’s record retention policy for student conduct records.

13. Appeal and Final Review

Responding students or reporting parties may petition the Vice President for Student Development/Dean of Students for a review of a decision or sanction(s) within three (3) University business days of issuance of the Assistant Director (or designee) or Panel’s written decision to include recommended sanctions. All requests for review must be in writing and delivered to the Vice President for Student Development/Dean of Students. A student who misses the hearing may not request a review of the decision.

Reviews will only be considered for one or more of the following purposes:

1. A procedural error or omission occurred that significantly impacted the outcome of the hearing (e.g. substantiated bias, material deviation from established procedures, etc.);
2. To consider new information, unavailable during the original hearing or investigation, that could substantially impact the original finding or sanction. A summary of this new evidence and its potential impact must be included;
3. The sanction(s) fall outside the range of sanctions that the University has designated for this offense, if any. If no range of sanctions is specified, sanction(s) may be appealed on the basis that the sanction(s) is disproportionate to the severity of the violation(s).

The original finding and sanction or corrective actions will stand if the appeal is not timely or is not based on the grounds listed above, and such decisions are final. When any party requests an appeal, the other party (parties) will be notified and joined in the appeal. The party requesting the appeal must show that the grounds for an appeal request have been met, and the other party or parties may show the grounds have not been met, or that additional grounds are met. The original finding and sanction are presumed to have been decided reasonably and appropriately.

Additional principles governing the hearing of appeals include the following:

1. The Assistant Director for Student Integrity and Welfare is responsible for informing the Appeals Panel of applicable precedent and, if appropriate, any previous conduct violations or other relevant pattern information about the responding student.
2. Appeals decisions are to be deferential to the original decision, making changes to the finding only where there is clear error, and to the sanction or corrective action only if there is a compelling justification to do so.
3. Appeals are not intended to be full re-hearings of the allegation. In most cases, appeals are confined to a review of the written documentation or record of the original hearing, and pertinent documentation regarding the grounds for appeal. Appeals granted based on new evidence should normally be remanded to the Assistant Director for Student Integrity and Welfare or the original Panel for reconsideration. Other appeals will be heard by the three-member appeals panel.
4. Sanctions imposed are implemented immediately unless the Vice President for Student Development/Dean of Students or designee stays their implementation in extraordinary circumstances, pending the outcome of the appeal.
5. The Appeals Panel Chair will prepare a written statement and deliver it to the Vice President for Student Development/Dean of Students, detailing the determination of the Panel, how each member voted, the information cited by the Appeals Panel in support of its recommendation, and any information the Panel excluded from its consideration and why. This report should not exceed two pages in length and must be submitted to the Vice President for Student Development/Dean of Students within five (5) University business days of the end of deliberations.
6. The Vice President for Student Development/Dean of Students will normally render a written decision, based on the recommendation of the Appeals Panel, to all parties within twenty (20) University business days from receipt of the Appeals Panel’s recommendations.
7. All parties will be informed of whether the grounds for an appeal are accepted and the results of the appeal decision.
8. Once an appeal is decided, the outcome is final; further appeals are not permitted.

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Section 7: Interim Administrative Actions and Conduct Sanctions

1. Interim Administrative Action

Under the Code of Student Conduct, the Vice President for Student Development/Dean of Students (or designee) may impose interim administrative action(s) to protect the well-being of individuals and property and/or to prevent disruption of, or interference with normal operations of the university while the Code of Conduct resolution process (or related resolution processes, i.e., Title IX) is ongoing. Interim Administrative Action is preliminary in nature; it is in effect only until there is a final resolution of the matter. 

Interim administrative action is not a sanction. Instead, it is taken to protect the safety and well-being of individuals and property while the community standards process is ongoing. Interim administrative action is preliminary in nature; it is in effect only until there is a final resolution of the matter 

The Vice President for Student Development/Dean of Students (or designee) may take the following Interim Administrative Action(s):  

1. A student may be denied access to University housing, the University campus, facilities, technology resources, and/or events. As determined appropriate by the Vice President for Student Development/Dean of Students (or designee), this restriction may include classes or all other University activities or privileges for which the student might otherwise be eligible. At the discretion of the Vice President for Student Development/Dean of Students and in collaboration with the appropriate academic Dean(s), alternative coursework options may be provided to ensure as minimal an impact as possible on the responding student. Furthermore, Interim- Administrative Action(s) may include, but are not limited to: 
   1. Guest Restriction – Resident students may be restricted from hosting guests in their assigned room or building and commuter students may be restricted from being present in University housing while a matter is pending resolution.
   2. Interim Co-Curricular Suspension – The student is deemed “not in disciplinary good standing” with the University for a specified period of time. Specific limitations or exceptions may be granted and terms of this conduct sanction may include, but are not limited to, the following:
      • Ineligibility to hold any office in any registered student organization or hold an elected, appointed, or paid office at the University; or
      • Ineligibility to represent the University to anyone outside the University community in any way including participating in the study abroad program, attending conferences, or representing the University at an official function, event, or intercollegiate competition as a player, manager or student coach, etc.
   3. Interim Housing Suspension– The student’s privilege to live in, or visit, any University housing structure is revoked interim period. This sanction may be enforced with a trespass action if deemed necessary.
   4. Interim Suspension– Under the Code of Student Conduct, the Vice President for Student Development/Dean of Students (or designee) may impose restrictions, including separating a student from the community; pending the scheduling of a campus hearing on the alleged violation(s) of the Code of Student Conduct when
      • a student represents a threat of serious harm to others;
      • Is facing allegations of serious criminal activity;
      • To preserve the integrity of an investigation;
      • To preserve University property or to prevent disruption of, or interference with, the normal operations of the University.

Interim suspension includes separation from the University and revocation of privileges, including access to campus facilities, classes, and University-sponsored activities, pending the outcome of the conduct process. No Contact Orders (See Appendix A)

A No Contact Order (NCO) is an administrative, non-punitive action that is taken by the university through the Office of Student Integrity and Welfare or through the Title IX Office. 

A No Contact Order is a directive between two or more current students to avoid all direct, indirect, social media, and/or third-party contact for a defined period of time. A No Contact Order may be initiated by a current student through the Office of Student Integrity and Welfare, or the Title IX Office, or invoked as needed by the same offices as a safeguard for the University community. 

No Contact Orders may be issued as either Short-Term or Long-Term/Permanent, depending on the circumstances. 

2. Dean of Students Hold

Under the Code of Student Conduct, the Vice President for Student Development/Dean of Students (or designee) may place a Dean of Students Hold on a student’s account when the student, (i) has unresolved conduct matter with the University, (ii) has failed to complete assigned conduct sanctions, and/or (iii) has been restricted, suspended or expelled from the University.  

A Dean of Students Hold prevents the student from registering for classes for an upcoming semester or from progressing in the University readmission process.  The student retains access to their academic transcript. To resolve a Dean of Students Hold, the student must schedule a meeting with the Assistant Director for Student Integrity and Welfare (or designee) to review the reason for the hold and determine next steps. 

3. Notice of the Interim Administrative Action is communicated to the student in accordance with Sec. 6: Conduct Procedures.

4. A student who receives Interim–Administrative Action may request a meeting with the Vice President for Student Development/Dean of Students (or designee) to challenge the application of Interim Administrative Action(s).  

5. Regardless of the outcome of a challenge meeting, the University will proceed with the Code of Conduct (or other related resolution processes) resolution process.  

3. Conduct Sanctions

One or more of the following sanctions may be imposed upon any student for any single violation of the Code of Student Conduct. The Vice President for Student Development/Dean of Students may, as permitted by law or with the consent of the student, release information regarding conduct records and sanctions to employers, licensing agencies, certifying boards, graduate programs, government background inspectors, and transferor institutions.

1. Warning: A written notice will be sent to the student(s) who violated University policies or rules. The notice will specify that inappropriate and unacceptable actions have occurred and that more severe conduct action will result should the student be involved in other violations while the student is enrolled at the University.
2. Restitution: Compensation for damage caused to the University or any person’s property may be determined. This is not a fine but, rather, a repayment for property destroyed, damaged, consumed, or stolen.
3. Fines: Reasonable fines may be imposed. Fines are specified to include: Alcohol-related activities – fines in increments of $50 to $300; Damages – actual repair costs, including labor and materials; Non-compliance with discretionary sanctions – $10 per hour for service not performed; Unauthorized residence hall room change – $50; Fines as specified in the Office of Residence Life Handbook and Policies; Failure to appeal – Conduct Meeting – $25. Failure to return a reserved space to the proper condition – labor costs and expenses.
4. Community/University Service Requirements: Requirements may be issued for a student or organization to complete a specific supervised University service.
5. Loss of Privileges: The student will be denied specified privileges for a designated period of time.
6. Confiscation of Prohibited Property: Items whose presence is in violation of University policy will be confiscated and will become the property of the University. Prohibited items may be returned to the owner at the discretion of the Assistant Director for Student Integrity and Welfare (Residence Life or University Police when applicable).
7. Behavioral Requirement: Required activities may include, but not limited to, seeking academic counseling or substance abuse screening, writing a letter of apology, etc.
8. Educational Program: A sanction may include a requirement to attend, present, or participate in a program related to the violation. It may also be a requirement to sponsor or assist with a program for others on campus that will aid the student in learning about a specific topic or issue related to the violation for which the student or organization was found responsible. The audience may be restricted.
9. Restriction of Visitation Privileges: Restrictions may be levied on a residential or non-resident student. The parameters of the restriction will be specified.
10. Residence Hall Restrictions: Restrictions may be imposed on a resident or non-resident student. The parameters of the restrictions will be determined.
11. University Housing Probation: The student is put on official notice that should further violations of Residence Life or University policies occur during a specified probationary period, the student may immediately be removed from University housing. Regular probationary meetings may also be imposed.
12. University Housing Reassignment: The student is reassigned to another University housing facility. Residence Life personnel will decide on the reassignment details.
13. University Housing Suspension: The student is removed from University housing for a specified period of time after which the student is eligible to return. Conditions for re-admission to University housing may be specified. Under this sanction, a student is required to vacate University housing within 24 hours of notification of the action, though this deadline may be extended upon application to, and at the discretion of, the Assistant Dean of Residence Life. This sanction may be enforced with a trespass action if deemed necessary. Prior to reapplication for University housing, the student must gain permission from the Assistant Dean of Residence Life (or designee).
14. University Housing Expulsion: The student’s privilege to live in, or visit, any University housing structure is revoked indefinitely. This sanction may be enforced with a trespass action if deemed necessary.
15. Disciplinary Probation: The student is put on official notice that, should further violations of University policies occur during a specified probationary period, the student may face suspension or expulsion. Regular probationary meetings may also be imposed.
16. Eligibility Restriction: The student is deemed “not in disciplinary good standing” with the University for a specified period of time. Specific limitations or exceptions may be granted by the Assistant Director for Student Integrity and Welfare and terms of this conduct sanction may include, but are not limited to, the following:
    • Ineligibility to hold any office in any registered student organization or hold an elected, appointed, or paid office at the University; or
    • Ineligibility to represent the University to anyone outside the University community in any way including participating in the study abroad program, attending conferences, or representing the University at an official function, event, or intercollegiate competition as a player, manager or student coach, etc.
17. University Suspension: The student is separated from the University for a specified minimum period of time; upon the satisfaction of specific conditions, the student is eligible to return. The student is required to vacate the campus within 24 hours of notification of the action, though this deadline may be extended upon application to, and at the discretion of, the Vice President of Student Development and Dean of Students (or designee). This sanction may be enforced with a trespass action as necessary and may be noted on the student’s transcript.
18. University Expulsion: The student is permanently separated from the University. The student is required to vacate the campus within 24 hours of notification of the action, though this deadline may be extended upon application to, and at the discretion of, the Vice President of Student Development and Dean of Students (or designee). The student is barred from being on campus and the student’s presence at any University-sponsored activity or event is prohibited. This action may be enforced with a trespass action as necessary. This sanction will be noted as a Conduct Expulsion on the student’s official academic transcript.
19. Other Sanctions: Additional or alternate sanctions may be created and designed as deemed appropriate to the offense with the approval of the Assistant Director for Student Integrity and Welfare.

The following sanctions may be imposed upon groups or organizations found to have violated the Code of Student Conduct:

• One or more of the sanctions listed above, specifically A through H, and O through R ; and/or
• Deactivation, de-recognition, or loss of all privileges (including University registration), for a specified period of time.

Failure to Complete Conduct Sanctions

All students, as members of the University community, are expected to comply with conduct sanctions within the time frame specified by the Assistant Director for Student Integrity and Welfare. Failure to follow through on conduct sanctions by the date specified, whether by refusal, neglect or any other reason, may result in additional sanctions, up to and including suspension from the University. In such situations, resident students will be required to vacate University housing within 24 hours of notification by the Assistant Director for Student Integrity and Welfare, though this deadline may be extended upon application to, and at the discretion of, the Assistant Dean of Residence Life or the Assistant Director for Student Integrity and Welfare. A suspension will only be lifted when compliance with conduct sanctions is satisfactorily achieved. The Assistant Director for Student Integrity and Welfare will make this determination in consultation with the Vice President for Student Development/Dean of Students.

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Section 8: Notifications and Record Retention

Parental Notification

The University reserves the right to notify the parents or guardians of dependent students regarding any conduct situation, particularly alcohol and other drug violations. The University may also notify parents or guardians of non-dependent students who are under the age of 21 of alcohol or other drug violations. The University will attempt to contact the parents or guardians of any student to inform them of situations in which there is a health or safety risk. The University also reserves the right to designate which University employees have a legitimate educational interest in individual conduct complaints pursuant to the Family Educational Rights and Privacy Act (FERPA) and will share information accordingly.

Notification of Outcomes

The outcome of a formal hearing is part of the education record of the responding student and is protected from release under the Federal Education Rights and Privacy Act (FERPA), except under certain conditions. In accordance with FERPA, when a student is alleged to have violated a university policy that would constitute a “crime of violence” or forcible or non-forcible sex offense, the University will inform the reporting party and the responding party (or, if applicable, the next of kin) in writing of the final results of a hearing regardless of whether the University concludes that a violation was committed. Such release of information may only include the reporting student’s or responding student’s name, the violation committed and the sanctions assigned (if applicable). In cases where the University concludes that a student violated a policy that would constitute a “crime of violence” or non-forcible sex offense, the University may also release the above information publicly and/or to any third party. FERPA defines “crimes of violence” to include:

• Arson
• Assault offenses
• Burglary
• Criminal Homicide—manslaughter by negligence
• Criminal Homicide—murder and non-negligent manslaughter
• Destruction/damage/vandalism of property
• Kidnapping/abduction
• Robbery
• Forcible sex acts

Disciplinary Records

All conduct records are maintained by the University for seven (7) years from the time of their creation except those that fall under Title IX, which are maintained indefinitely. Sanctions that make a student ineligible to re-enroll at St. Mary’s University for a reason other than an academic or financial reason will be noted on the student’s official transcript. Other conduct sanctions will not be made a part of the student’s permanent academic transcript but will become a part of the student’s private conduct record. The Law School maintains a Character and Fitness Portfolio for each law student, which includes student conduct records.

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Appendix A: No Contact Orders 

No Contact Orders 

A No Contact Order (NCO) is a non-punitive administrative action that is taken by the university through the Office of the Dean of Students, the Office of Student Integrity and Welfare or Title IX office. A No Contact Order is a directive between two or more current students to avoid all direct, indirect, social media, and/or third party contact for a defined period of time. A No Contact Order may be initiated by a current student through the Offices of the Dean of Students, Student Integrity and Welfare, or the Title IX Office, or invoked as needed by the same offices as a safeguard for the University community. No Contact Orders may be issued as either Short-Term or Long-Term/Permanent, depending on the circumstances.  

Long-Term/Permanent No Contact Order  

A Short-Term No Contact Order is typically issued for a limited time period (e.g., X weeks) in response to an immediate concern. It serves as a temporary measure to prevent escalation while the University assesses the situation, conducts an investigation, or facilitates resolution. Short-term No Contact Orders are issued for up to 15 weeks; however, the Order does not extend beyond an academic semester’s end.  

The order may be reviewed and extended if necessary but will generally expire at the conclusion of the specified timeframe (or the end of an academic semester)unless otherwise determined by the Office of Student Integrity and Welfare or the Title IX Office.  

Long-Term/Permanent No Contact Order  

A Long-Term No Contact Order is issued for an extended or indefinite period of time when ongoing separation between individuals is deemed necessary. This may result from the outcome of a formal university process or be implemented as a preventative measure due to ongoing safety concerns. A Long-Term NCO remains in effect until modified or lifted by the Office of Student Integrity and Welfare or the Title IX Office or when one or all principal parties to the No Contact Order have left the institution (either by transfer or graduation).   

Scope & Enforcement  

Both Short-Term and Long-Term No Contact Orders prohibit direct or indirect communication between the involved parties, including but not limited to in-person interactions, phone calls, text messages, social media contact, and communication through third parties. Violations of a No Contact Order may result in disciplinary action under the St. Mary’s University Code of Student Conduct. Individuals subject to an NCO may request a review or modification under certain circumstances. Requests will be evaluated based on the nature of the situation, any changes in risk factors, and input from relevant University officials.