University Apartments Conduct Process

In support of UCLA’s mission and values and as a means of preserving and protecting the University Apartments community, this conduct process has been established to respond to incidents involving inappropriate behavior within the community. This process is designed to inform residents of the impact of their actions and decisions on the UCLA University Apartments community.

Residents may be subject to the conduct process through Residential Life when it has been reported that alleged violation(s) of the University Apartments Regulations have occurred. In addition, UCLA students may be subject to University action, including a referral to the Office of the Dean of Students.

These conduct procedures are implemented according to guidelines established by The
Regents of the University of California and adhere to due process. The University Apartments conduct process includes:

In addition to assigned sanctions, the Director of Residential Education or designee may also impose Special Administrative Actions in order to address the immediate needs of a situation. These actions are imposed at the discretion of the administration and may be imposed at any time during the conduct process.

All communications regarding this conduct process will be sent to the resident’s email address listed with Housing and Hospitality Services. It is the responsibility of each resident to check and respond timely to email sent to that address.

If a student believes that they will require a reasonable accommodation to assist them with this process, the student must contact and register with the Center for Accessible Education (CAE). CAE will provide the University Apartments Residential Life staff with recommended accommodations. The staff will either provide the recommended accommodation or work directly with CAE to discuss alternatives to the recommended accommodation.

Receipt of Complaint

Incident Reports regarding alleged violations of the University Apartments Regulations or Student Conduct Policies are submitted by Residential Life or University Apartments staff members. Members of the community may report alleged violations by submitting an account of the incident to a Residential Life staff member. Incident reports should include a descriptive, detailed, and objective account of the incident and must be submitted within one (1) year following discovery of the incident.

Notification and Opportunity to Respond

Within a reasonable time after receiving an Incident Report, the appropriate Residential Life staff member, usually the Assistant Director, Resident Conduct (ADRC), will review the report to determine whether it is necessary to refer the incident report to another university office or if there is sufficient information to proceed with the University Apartments Conduct Process.

In proceeding with the conduct process, the ADRC or designee will email a Notification to the resident.

The Notification includes the following information:

  • The nature of the alleged incident, including the date, location and a brief incident description.
  • The University Apartments Regulation(s) which were reported to have been violated and a brief description of the policy(ies).
  • That the University Apartments conduct procedures will be followed and that the resident should refer to these procedures.
  • The imposed University Apartments Sanction(s).
  • The resident may obtain a copy of the Incident Report and any other relevant documents by submitting a written request. Copies of the requested records will be provided within three (3) business days of receipt of the request.
  • An invitation for the resident to respond to the Notification. The resident has five (5) business days from the date of the Notification to schedule a meeting with the designated Residential Life staff member.
  • Information indicating how involved individuals may submit an appeal to the findings and/or sanctions imposed. The resident has five (5) business days from the date of the decision to submit a written Appeal.

Should the resident choose to schedule a meeting regarding the Notification, the meeting will provide the resident with an opportunity to explain the incident from their perspective.

Following this meeting (or a scheduled meeting that was not attended), Residential Life staff will email a Resolution letter to the resident containing a brief summary of the meeting, the imposed University Apartments Sanctions (if applicable), and information indicating how the resident may submit a Response to the findings and/or sanctions imposed.

Failure to attend a scheduled meeting may result in a Resolution letter being issued without the benefit of the individual’s input.

Sanctions resulting from the Notification and/or Resolution will be suspended until the deadline to submit a Response has passed. If a Response is submitted, the sanction(s) will continue to be suspended pending final outcome of the Response.

If an incident involves a resident who is not a Tenant as defined in the Housing Contact/Rental Agreement, a copy of the Notification will also be sent to the Tenant. Tenants are responsible for the actions of any resident or guest residing in, or visiting their apartment.

Sanctions

When it is determined that a resident is responsible for violating the University Apartments Regulations, a status sanction will be assigned to the Tenant. A status sanction is a formal written notice that violations of the University Apartments Regulations are impacting a resident’s ability to reside in University-owned, leased, or operated housing. Repeated violations may result in removal from and/or inability to reside in UCLA Housing.

Sanctions for any violations of University Apartment Housing Regulations may be enhanced where an individual was selected because of the individual’s race, color, national or ethnic origin, citizenship, sex, religion, sexual orientation, gender identity, pregnancy, marital status, ancestry, service in the uniformed services, physical or mental disability, medical condition, or perceived membership in any of these classifications.

Status sanctions include but are not limited to: warning, housing probation, housing deferred exclusion, and housing exclusion. Additional conditions may also be imposed.

Appeal Process

Following receipt of the Notification or Resolution 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 completion of the appeal process.

The appeal process exists to review the appropriateness of outcomes. Beyond not liking the original decision or sanctions assigned, those appealing should have a defined rationale, and articulate that clearly.

Appeals can be submitted by emailing the ADRC at conduct@orl.ucla.edu. Appeals should include the following information:

  1. First and Last Name
  2. Phone number and/or email address
  3. University Apartments Address
  4. UCLA ID Number (if applicable)
  5. Conduct Case Number
  6. Grounds for Appeal

The appeal must specify one or more of the following grounds:

  • That the University Apartments Conduct Procedures were not followed
  • That the sanction(s) assigned is/are substantially disproportionate to the severity of the violation
  • That relevant, new information has come to light that could substantially affect the decision

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, overturn the original decision, or modify the sanction(s). Should a resident intending to appeal believe they were given inadequate time to prepare an appeal, a written request for extension of time may be submitted to the ADRC at conduct@orl.ucla.edu. The request must be submitted in writing within the five (5) business day appeal period, and must include a proposed submittal date and the rationale for requesting an extension.

The ADRC or designee will email a written notice of the administrator’s decision within ten (10) business days after receipt of the written appeal. The decision of the administrator is final.

Special Administrative Actions

The following are special administrative actions which may be taken in addition to and apart from the conduct process.

The Director of Residential Education or designee may initiate action against a resident pending the initiation of the conduct process whenever there is information that a resident poses a threat to the safety or well-being of Housing community members, and/or University property, or poses a continuing threat of disruption or interference to typical community life or functioning of the Housing community.

A resident subject to special administrative actions will be given prompt written notice of the allegations and the opportunity for a prompt meeting to respond. These actions include, but are not limited to:

Relocation

The Director of Residential Life or designee may require residents to move to another apartment, room, suite, or to move to a residence hall/suite. Reasonable notice under the circumstances shall be given.

Interim Exclusion and Area Restriction

The Director of Residential Education or designee may exclude any resident from University- owned, leased, or operated Housing before final determination of an alleged violation. The resident may be restricted only to the minimum extent necessary when there is reasonable cause to believe that the resident’s residence or presence in a specified area of University Housing will lead to physical abuse, threats of violence, conduct that threatens the health or safety of any person, or cause disruptive activity incompatible with the orderly operation of University Housing.

Such administrative action shall be reviewed and approved by the Chancellor or designee. If the Tenant is a student, the Dean of Students or designee may initiate action. If the Tenant is a staff or faculty member, the Associate Vice Chancellor Human Resources or Vice Chancellor Academic Personnel may initiate action.

Contract/Rental Agreement Suspension

The Director of Residential Education, Dean of Students, Associate Vice Chancellor Human Resources, Vice Chancellor Academic Personnel, or designee may prevent re-contract of a resident pending the final determination of an alleged violation(s).

Conduct Forms

The following forms are commonly needed during the conduct process: