Community Handbook: Conduct Process
The Residential Living and Learning (RLL) conduct process is designed to address Community Standards violations, promote accountability, and support a safe and respectful residential environment. The process is educational in nature and provides residents with an opportunity to understand the impact of their actions and make appropriate changes.
When a potential Community Standards violation is reported, RLL staff will document the incident and submit an incident report for review. Cases involving repeated violations, significant concerns, or potential safety risks may be referred to appropriate RLL professional staff for further review.
Residents alleged to be involved in a Community Standards violation will receive notification through their ETAMU email account and will be provided information regarding the next steps in the conduct process.
During a conduct meeting, the resident will meet with an RLL professional staff member to review the alleged violation(s), discuss the incident, and provide an opportunity for the resident to share their perspective. Following the review, RLL will determine whether the resident is Responsible or Not Responsible for the alleged violation(s). Residents will receive a decision letter through their ETAMU email account outlining the outcome and any assigned sanctions.
A finding of Not Responsible requires no further action from the resident. A finding of Responsible may result in sanctions designed to provide an educational opportunity, encourage reflection, and support positive decision-making within the residential community.
Residents may appeal a conduct decision by submitting an appeal through the link provided in their decision letter. Appeals must be submitted within five (5) business days from the date of the decision letter. Additional information regarding the appeal process is outlined in the Appeal Process section.
Failure to participate in the RLL conduct process may result in additional administrative action, including a registration hold on the student account and/or cancellation of the Housing Contract. The RLL conduct process is separate from the Office of Student Rights and Responsibilities conduct process.
Residents are responsible for activities and behavior occurring within their assigned room or suite. A resident may be held responsible for a Community Standards violation occurring in their assigned space, even if they were not present at the time of the incident.
Determinations of responsibility are made using the preponderance of information, meaning it is determined whether it is more likely than not that a violation occurred. This determination is based on the quality and credibility of the information presented, rather than the amount of information available.
Accepting Responsibility for Your Actions
During the conduct meeting, a Residential Living and Learning (RLL) professional staff member will review the resident's rights, the alleged policy violation(s), and the related incident report. The purpose of the meeting is to provide the resident an opportunity to share their perspective and for RLL staff to determine whether the resident is responsible or not responsible for the alleged violation(s).
The RLL conduct process is educational in nature and is designed to encourage accountability, reflection, and personal growth. Residents will receive a written decision letter sent to their ETAMU email account notifying them of the outcome of the conduct process.
A finding of Not Responsible means the resident is not responsible for the alleged violation(s) and no further action is required. A finding of Responsible means the resident has been found responsible for violating a Community Standard and may result in assigned sanctions or educational requirements.
Whether a resident accepts responsibility for a violation or is found responsible through the conduct process, any assigned sanctions are intended to provide an opportunity for learning, reflection, and behavioral change. Sanctions are designed to help residents understand the impact of their actions, develop greater self-awareness, and contribute positively to the residential community.
Relocation or Removal from University Housing
Residential Living and Learning (RLL) recognizes that relocating or removing a resident from University Housing is a significant decision. When circumstances require such action, RLL will make reasonable efforts to communicate decisions clearly, provide appropriate notice when possible, and connect residents with available resources to support the transition.
RLL reserves the right to relocate or remove a resident from University-owned, operated, or leased housing when necessary due to safety concerns, Housing Contract cancellation, or when current medical knowledge and/or the best available objective information indicates that the resident's continued presence in the residential community presents an actual risk to their health or safety or the health or safety of others.
A resident who is removed from University Housing may submit an appeal following the completion of the removal decision through the Appeals Process outlined below.
RLL is not responsible for securing alternative housing arrangements or covering, reimbursing, or assuming any costs incurred by a resident as a result of relocation or removal from University Housing.
Appeal Process
Following receipt of the decision letter, the resident may submit a written appeal within five (5) business days from the date of the decision. In most cases, the assigned sanctions will not be initiated until the appeal process is completed.
The appeal process exists to review the appropriateness of the initial findings of responsibility and/or sanctions imposed. Beyond not liking the original decision or the assigned sanctions, those appealing should have a defined rationale and articulate it clearly. Appeals can be submitted by completing the appeal form, located at the link provided in the decision letter, and uploading an appeal document. The uploaded appeal documentation should include the following information:
- First and Last Name
- Phone Number
- ETAMU Email Address
- ETAMU ID Number (Student ID)
- Conduct Case Number
- Grounds for Appeal
The appeal must specify one or more of the following grounds:
- That the Residential Living and Learning Conduct Procedures were not followed. Deviations from designated procedures will not be a basis for sustaining a challenge unless the procedural error substantially impacted the finding or sanction
- There is new information or other relevant facts not available at the time of the decision that is potentially sufficient to alter the findings
- That the sanction(s) assigned is/are substantially disproportionate to the severity of the violation
The appeal and all relevant information pertaining to the case will be forwarded to the appropriate administrator. Following a review, the administrator may uphold the initial decision, modify the sanction(s), remand for a full or partial review, or dismiss the case.
Should a resident intending to appeal believe they have been given inadequate time to prepare an appeal, they may submit a written request for an extension of time to [email protected]. This request must be submitted in writing within the five (5) business day appeal period and include a proposed submittal date and a rationale for requesting an extension.
Students submitting an appeal will receive an email notice of the administrator's appeal decision within ten (10) business days of receipt of the written appeal. The decision of the administrator is final.
Special Administrative Actions
The following special administrative actions may be implemented by Residential Living and Learning (RLL) in addition to, and separate from, the student conduct process. These actions are intended to address immediate concerns and support the safety, security, and overall operation of the residential community while an alleged violation is reviewed.
The Director of Residential Living and Learning or designee may initiate appropriate administrative action prior to or during the conduct process when information indicates that a resident may pose a risk to the health, safety, or well-being of members of the residential community; may threaten University property; or may create an ongoing disruption that impacts the normal operation of University Housing.
Special administrative actions are not considered a determination of responsibility for an alleged violation. These actions are temporary measures intended to address identified concerns and may remain in place until the matter has been resolved or the University determines the action is no longer necessary.
Residents subject to special administrative actions will receive written notification of the concern, the action being taken, and any applicable next steps. When appropriate, residents will be provided the opportunity to participate in a timely RLL conduct process.
Special administrative actions may include, but are not limited to:
RELOCATION
The Director of Residential Living and Learning or designee may require a resident to relocate to another room, suite, or residential community when necessary to support the safety, well-being, and operational needs of the residential community. When circumstances allow, residents will be provided reasonable notice and instructions regarding the relocation process.
INTERIM EXCLUSION AND AREA RESTRICTION
The Director of Residential Living and Learning or designee may temporarily restrict or remove a resident from University-owned, operated, or leased housing prior to the final determination of an alleged violation when there is reasonable cause to believe the resident's continued presence may pose a risk to the health, safety, or well-being of others or significantly disrupt the residential community.
Any temporary restriction or removal will be limited to the extent necessary to address the concern and may be implemented when there is a reasonable belief that the resident's presence may result in physical harm, threats of violence, conduct that threatens the safety of others, or significant disruption to the orderly operation of University Housing.
Such action does not determine responsibility for an alleged violation, and the matter will continue through the appropriate RLL conduct process.
CONTRACT SUSPENSION
The Director of Residential Living and Learning or designee may place a hold on a resident's ability to re-contract for University Housing pending the final resolution of an alleged policy violation(s).