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.

When it has been reported that there has been an alleged violation of the University Apartments Regulations and Policies residents may be subject to the conduct process through the University Apartments Administration Office. 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, the Dean of Students 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 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

Members of the community may report alleged violations of the University Apartments Regulations and Policies to their respective University Apartments Administration Office or, if after office hours, by calling the 24-hour service line at University Apartments North (310)983-1315 or University Apartments South (310)391-0686. In response, an “Incident Report” is prepared and submitted to the Area Manager, or their designee for review. Incident reports include a descriptive, objective and detailed account including the date, time, and location of the incident.

Notification and Opportunity to Respond

Within a reasonable time after receiving an Incident Report, the appropriate University Apartments Area Manager or Resident Services Coordinator will review the report to determine whether it is necessary to refer the incident report to another university office or there is sufficient information to proceed with the University Apartments Conduct Process.

In proceeding with the conduct process, the University Apartments Area Manager or
Resident Services Coordinator 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.
  • The University Apartments conduct process which will be followed. Residents should refer to these procedures.
  • The imposed University Apartments housing status sanction.
  • The resident may obtain a copy of the Incident Report and any other relevant documents by submitting a written request to UAconduct@ha.ucla.edu . Copies of the requested records will be provided within three (3) business days of receipt of the request.
  • Should a resident choose 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 University Apartments staff.

Should a resident choose to schedule a meeting, the meeting will provide the resident with an opportunity to explain the incident from the resident’s perspective. Following this meeting, the University Apartments Area Manager or Resident Services Coordinator will email the meeting resolution to the resident.

In the event an incident involves a resident who is not a University Affiliate, a copy of the notification will also be sent to the University Affiliate.

Sanctions

If it is determined that a resident is responsible for violating the University Apartments Regulations, a University Apartments status sanction will be assigned to the resident. A University Apartments 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.

Status sanctions include but are not limited to: warning, housing probation, housing deferred exclusion, and housing exclusion.

As identified in the University Apartments Handbook, applicable service fees or fines may also be applied.

Appeal Process

Following receipt of the Notification or meeting resolution, the resident may submit a written appeal within ten (10) business days from the date of the notice.

The appeal process exists to review the appropriateness of outcomes. Beyond not liking the original outcome or sanction assigned, those appealing should have a defined rationale, and articulate that clearly. An appeal should include a clear and concise statement of the reasons why the resident believes the original outcome or assigned sanction meets at least one of the grounds below.

Appeals can be submitted by emailing UAconduct@ha.ucla.edu. Appeals should include the following information:

  1. First and Last Name
  2. University Apartments Address
  3. Name and UCLA ID Number of University Affiliate
  4. Grounds for Appeal - must specify one or more of the following grounds:
    * the University Apartments Conduct Procedures were not followed;
    * the sanction assigned is substantially disproportionate to the severity of the violation; and/or
    * there is new information, or other relevant facts, potentially sufficient to alter the sanction(s), but that could not have been known to the resident at the time of the review.

The appeal and all relevant information pertaining to the case will be forwarded to the University Apartments Assistant Director or designee. Following a review, the administrator reviewing the appeal may uphold the initial outcome, modify the sanction(s), remand for an additional review, or dismiss the case.

Residents intending to appeal who believe they were given inadequate time to prepare an appeal may submit a written request for extension of time to UAconduct@ha.ucla.edu. This request must be submitted in writing within the ten (10) business day appeal period, and must include a proposed submittal date and the rationale for requesting the extension.

The resident will receive written notice of the appeal decision within ten (10) business days after receipt of the written appeal.

Special Administrative Actions

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

Action may be initiated against a resident whenever there is information that a resident poses a threat to the safety or well being of University community members, and/or University property, or poses a continuing threat of disruption or interference with University community life or the functioning of the University Apartments community. When the resident is a student, the Dean of Students or designee may initiate action in accordance with the UCLA Student Conduct Code. When the resident is a staff or faculty member, the Associate Vice Chancellor Human Resources or Vice Chancellor Academic Personnel may initiate action.

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:

Transfer

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

Interim Exclusion and Area Restriction

Any resident may be excluded from University-owned, leased, or operated Housing before final determination of an alleged violation. 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 others, or cause disruptive activity incompatible with the orderly operation of University Housing, the resident may be excluded only to the minimum extent necessary.

Such administrative action shall be reviewed and approved by the Chancellor or designee. When a resident is a student, the Dean of Students or designee may initiate action in accordance with the UCLA Student Conduct Code. When the resident 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 Dean of Students, Associate Vice Chancellor Human Resources or Vice Chancellor Academic Personnel or designee may prevent any entrance into a new contract pending the final determination of an alleged violation(s).