IUP provides e-mail services to all students and employees as an official form of university communication. Students maintain the responsibility to regularly read their IUP e-mail account and, if electronically responding to or sending e-mail regarding official IUP matters, use their IUP e-mail account to do so.
Information officially communicated to students through their IUP e-mail accounts includes billing invoices and information addressing academic, student conduct, student safety, and emergency matters. Students are expected to regularly use their IUP e-mail account and should check it daily.
You may receive an e-mail similar to the following from the OSC via our “University Student Conduct” account:
“Attached for your immediate reading you will find pertinent information regarding your status as a student. You may also obtain a copy of this information at the Office of Student Conduct, G11 Ruddock Hall, in advance of your scheduled meeting.”
If you receive a message from us, please contact the Office of Student Conduct at 724-357-1264. Office hours are Monday through Friday, 8:00 a.m.–noon, 1:00 p.m.–4:30 p.m. Summer office hours are Monday through Friday, 8:00 a.m.–noon, and 1:00 p.m. to 4:00 p.m. Important information: You cannot respond to this e-mail account.
Please be aware that failure to read e-mail which results in your failure to attend a university student conduct hearing will not be interpreted as an acceptable reason to be granted an appeal of a disciplinary action.
It’s good to know ahead of time how certain situations are going to be handled. The more you know, the less likely you’ll be caught off guard. Be an informed IUP student by reviewing the list of policies and procedures of the university.
The primary function of the student conduct system is to resolve alleged policy violations by students that occur on campus. The university reserves the right to address violations by students in off-campus locations when those violations might adversely affect the university community. The university maintains the right to amend its rules and to make such amendments effective immediately upon appropriate public notification of students. It is the responsibility of each student to become familiar with these regulations.
The Source: A Student Policy Guide is your one-stop resource for all that you need to know about the university. Not only does it contain information regarding IUP policies and procedures, but it also offers helpful information about university services and activities and the Indiana community. In addition, IUP’s Civility Statement and our statement of student rights and responsibilities provide the framework for your role as an IUP citizen.
There’s so much information out there to absorb; it can be rather overwhelming. Relax. Check out the list of frequently asked questions for a quick introduction to the student conduct system. Also, familiarize yourself with these important yet commonly confused bits of information.
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The Office of Student Conduct will maintain student conduct files, which contain all necessary and appropriate student conduct correspondence, hearing officer and student conduct board decisions, and other documentation pertinent to any cases involving a student. Scandalous, impertinent, and irrelevant material or material deemed unnecessary may be discarded at any time. Student conduct files will be maintained as follows:
Note: In cases where more than one sanction is applied, records will be kept according to the length established for the most severe sanction. The university will not release a student’s disciplinary records without the written consent of the student. The only exceptions to this guideline are those outlined in the Family Educational Rights and Privacy Act of 1974. (See IUP Student Records Policy.)
IUP supports your right to be treated fairly in our community so that you are able to focus on achieving personal and academic success. This includes promoting an off-campus environment in which you feel safe and secure and where you are treated fairly and ethically by local authorities. IUP and the Indiana Borough Police Department have developed a process by which you, as a student, are able to voice your concerns and issues to the Indiana Borough Chief of Police. Complaints are submitted to the Office of Student Conduct, Ruddock Hall, Suite G11, and are forwarded to the Chief of Police investigation and response.
There are many opportunities for a student to become positively involved in IUP’s student conduct system, including quality practicum experiences, volunteering as a student conduct board member, or simply practicing civility in your everyday life. Whatever you decide to do, you have the power to make the university and the community a safe, fun, and educational environment.
The Office of Student Conduct values your input concerning our services. Please take this survey and let us know what you think!
The IUP student handbook, The Source: A Student Policy Guide, indicates that a student’s parent(s)/guardian(s) may be notified of an Informal Resolution Conference (IRC), administrative hearing, or student conduct board outcome as a disciplinary sanction unless the student is twenty-one (21) years of age or older or if the student presents documentation to demonstrate financial independence (as defined in section 152 of the Internal Revenue Code). The implementation of this sanction is defined by the following practices of the Office of Housing, Residential Living, and Dining and the Office of Student Conduct:
It shall be standard procedure for the parents/guardians of a financially dependent student under the age of twenty-one years to be notified of disciplinary decisions in Informal Resolution Conferences and administrative hearings when the student has been found in violation of one or more policies and placed on a sanction of Disciplinary Probation or above.
Only the associate vice president for Living, Learning, and Well-being and the executive director of the Office of Housing, Residential Living, and Dining may grant an individual exception to this practice. To be considered for an exemption from this practice, the involved student must submit a letter to the associate vice president for Living, Learning, and Well-being and the executive director of the Office of Housing, Residential Living, and Dining in which s/he specifically explains why parent/guardian notification will result in significant harm to him/herself.
It shall be standard procedure for the parents/guardians of a financially dependent student under the age of twenty-one years to be notified of disciplinary decisions in all student conduct board hearings where the student has been found in violation of one or more policies and placed on a sanction of Disciplinary Probation or above.
A student conduct board may make an individual exception to this practice, if the board can demonstrate that such notification would result in significant harm or hardship to the student. The rationale for any exception to parent/guardian notification must be documented clearly in the student’s disciplinary file and shall be subject to the approval of the associate vice president for Living, Learning, and Well-being and the executive director of the Office of Housing, Residential Living, and Dining.
The assistant/graduate/residence director or other adjudicator is responsible for requesting proof of age and financial status in the informal resolution conference. If a student is under twenty-one and financially dependent upon his/her parents/guardians, the graduate/residence director or other adjudicator will notify parents/guardians of the student’s disciplinary sanction by sending a copy of the IUP IRC Disciplinary Record/Hearing Waiver and a cover letter to the student’s permanent address.
The student shall be informed in his/her “notification of hearing” letter from the Office of Student Conduct that his/her parent(s)/guardian(s) will be automatically notified of any student conduct sanction of Disciplinary Probation or above, which results from an administrative or student conduct board hearing unless s/he provides proof of financial independence and/or age (twenty-one or older) at the time of the hearing.
Parent/guardian notification shall be provided in written form by mailing a copy of the student’s student conduct decision letter or IUP IRC/Hearing Waiver to his/her permanent address along with a standard explanatory cover letter. This notification shall correspond with the time that the decision is conveyed to the student, prior to the conclusion of the appeal period. The assistant/graduate/residence director, hearing officer, or student conduct board chairperson is responsible for ensuring that parent/guardian notification occurs according to this timeframe.
For more information on the IUP student conduct process, see the student code of conduct, located in The Source: A Student Policy Guide.
Office of Student Conduct
IUP has established procedures for the recognition of clubs, organizations, and independent intramural teams. The responsibility for granting such status has been delegated to the Rules Committee of the Student Government Association (SGA) and the Center for Student Life. The Recognized Organization Review Board (RORB) has been established to process alleged violations of university regulations and to resolve disputes involving recognized groups through both informal and formal processes.
The list of offenses, which follows, is not to be taken to be exclusive as to the grounds that might lead to the issuance of discipline against an organization. The university reserves the right to discipline any recognized organization for any action (or any inaction in a situation where the representatives of the recognized organization has a duty to act) that an ordinary, reasonable, intelligent college student knows or should know might result in discipline. This simply means that the university reserves the right to issue discipline for reasonable cause. Such discipline may include, but is not limited to, suspension or withdrawal of recognition from the organization. The standard for determining discipline is objective, not subjective, and if an ordinary, reasonable, intelligent college student should have known that a particular action or inaction might lead to the issuance of discipline, the university may issue discipline, even if the particular recognized organization that is charged with the particular offense did not know that discipline might ensue. The provisions of this clause are incorporated by reference in any notice of misbehavior, so long as the notice fairly describes the act(s) or omission(s) with which the recognized organization is charged.
Formal Hearings (General Information)
Formal Hearings (Procedures)
Case Referral Form (Word document)
The Recognized Organization Review Board shall fulfill the following duties:
The Student Government Association president-elect shall appoint three students from the SGA Rules Committee in the spring semester to serve on the RORB beginning the following fall semester. Service shall continue for the academic year. Two alternate members shall also be appointed from the SGA Rules Committee.
The Senate Committee on Student Affairs (SCOSA) shall appoint three members (two non-students and one student) from the committee in the fall semester to serve for one academic year. Two alternate members (one non-student and one student) shall also be appointed by the SCOSA.
Members of Greek organizations shall be recruited to serve on the RORB; any case involving allegations against a recognized Greek organization shall include minimally one undergraduate Greek-affiliated member on the RORB.
Student, staff, and faculty members on the University Judicial Board shall be eligible to serve on the RORB.
The director of the Center for Student Life and/or her/his designee shall chair the RORB. The chair will only vote on RORB decisions in the event of a tie.
Members of the RORB shall not be involved in adjudicating an alleged violation by an organization in which they hold membership or are personally involved to a degree that reduces their objectivity, as determined by the chair.
The Recognized Organization Review Board has delegated authority from the president of IUP to adjudicate student disciplinary cases. University legal counsel may be called upon, as deemed necessary by the Office of Student Conduct, to provide assistance with selected cases.
Charges of a violation of university policies or regulations or student behavior regulations can originate from any member or nonmember of the university community. If charges originate from a nonmember of the IUP community, the Office of Student Conduct may determine an appropriate designee to assist in the presentation of the case. The testimony of nonuniversity members may be used as in any hearing. Alleged violations involving breach of contracts, whether implied, assumed, inferred, verbal, or written contracts, between the student group and the contracting party shall not be within the jurisdiction of the RORB unless all the parties to the dispute are student groups.
Members of the university community bringing the charge must report the case in writing to the Office of Student Conduct. Such incidents must be reported no later than fourteen (14) calendar days after the incident unless the Office of Student Conduct waives the requirement of notification.
The president and advisor(s) of the recognized organization shall be notified in writing of the specific charges and be given a minimum of ten (10) calendar days’ notice prior to a hearing. The notification shall include, but not be limited to: the specific charge; the name of the person referring the charge; a brief summary of the allegations that constitute the charge; and the time, date, and place of the hearing.
Should a recognized organization choose not to appear for a hearing, the case will be heard and adjudicated based on the available information.
Disputes, mediation, and alleged violations normally referred to the RORB may be resolved through informal nonbinding arbitration, according to the following conditions and procedures:
A minimum of four (4) RORB members, excluding the chair, will constitute a board. Board members must be present to hear all testimony. A simple majority of affirmative votes is necessary for an action to occur. The chair is a nonvoting member, unless there is a tie vote.
Any involved party, including the university, may challenge the objectivity of a board member. The board will determine by majority vote if these challenges will result in the dismissal of the member being challenged. Members of the board may challenge one another.
The person(s) filing the charge(s) must be present at the hearing to offer evidence unless s/he has been granted an alternate means of filing charge(s) by the director of the Center for Student Life or her/his designee.
Any involved party may identify an advisor, who may be an attorney, to be present at the hearing. An advisor may only consult and interact privately with their party.
When time constraints prohibit the regular appointment of an RORB (summer, final exams, or other non-class periods, etc.), an interim RORB will be convened by the director of the Center for Student Life or her/his designee. The interim RORB has the same authority as the regularly appointed RORB.
The RORB chair has the following responsibilities:
The director of the Center for Student Life or her/his designee has the following responsibilities:
All formal hearings shall be digitally recorded. A digital recording will be provided to the requesting party at their expense upon submission of a written request.
Formal hearings shall be conducted in the following order:
The RORB shall not be bound by formal rules of evidence. However, all evidence must be inherently reliable.
The RORB shall review all materials and hear all evidence pertinent to the case from the referring party, the accused, and all witnesses. Members of the RORB shall be free to ask relevant questions in order to clarify information or resulting issues.
An organization’s previous disciplinary record shall not be used to determine whether a policy violation occurred in a current case. However, the RORB may consider such a record to determine the appropriate disciplinary sanction.
All formal hearings are closed unless any involved party requests an open hearing. Such a request must be made in writing to the director of the Center for Student Life no less than one (1) working day before the hearing. In no event shall a hearing be open if this would cause a violation of FERPA or other applicable law.
Throughout an open hearing, the chair may regulate the access of spectators. The chair shall have the power to do what is necessary to maintain decorum during the hearing. The board may, by majority vote, order the removal of any person or persons who disrupt the hearing.
During exams, only informal arbitration may take place, except in special circumstances or emergency situations as determined by the Office of Student Conduct.
If during or after a hearing it is determined that witnesses intentionally misrepresented the facts of the case in their testimony, they may be held in contempt of the RORB and referred to the university judicial board for “C16 Dishonesty/Fraud.” If this misrepresentation is discovered after a hearing, the board will review the evidence to determine whether the case should be reopened and/or a new hearing scheduled.
The Office of Student Conduct shall retain the audiotape record of the RORB hearing for a minimum of seven (7) years following the completion date of any sanction(s).
The RORB may impose a single or multiple sanctions from the sanctions listed below.
Any sanction may be put on hold or “stayed” from implementation for a specified period of time to be determined by the RORB.
Bias-motivated offenses may result in stronger sanctions. Such offenses are defined as any offense wherein the accused organization intentionally selects the alleged victim because of the victim’s race, disability, color, religion, national origin, gender, age, marital status, sexual orientation, or inclusion in any group or class protected by state or federal law.
Sanctions which may be imposed include the following:
Any reasonable sanction(s) may be imposed by the Recognized Organization Review Board. Sanctions not listed previously may be imposed, if reasonable, upon approval by the Vice President for Student Affairs.
Grounds for Appeal: Upon receiving notification of the outcome of a case, either party may appeal the decision of the RORB in writing for any of the following reasons:
The accused organization or referring party must present a written request listing the specific reason(s) for the appeal to the Vice President for Student Affairs within ten (10) calendar days of notification of the decision. The ten-day requirement may be waived by the Vice President for Student Affairs where extenuating circumstances prevail and only if the grounds for appeal are met.
The Vice President for Student Affairs may deny the appeal or direct the appeal to be heard by an appellate committee chaired by the Vice President for Student Affairs or her/his designee and consisting of one member of the Student Government Rules Committee and one member of the SCOSA. Members of the RORB who heard the original case may not serve on this appellate committee. Furthermore, two of the three members of this appellate committee must agree to any changes that are made to the RORB’s original decision and sanction(s).
In cases where allegations indicate an immediate and substantial danger to persons or property, the Office of the Vice President for Student Affairs may summarily sanction an organization. Such summary sanctions may include withdrawal of university recognition.
Within ten (10) calendar days of the issuance of a summary sanction, a hearing will be convened to review the appropriateness of that sanction. The board may either continue or suspend the summary sanction, pending a full hearing on the allegations.
Following the interim decision, procedures to arrange a full RORB hearing shall begin. This RORB hearing should follow the normal timeframes, providing ten (10) calendar days’ notice of the hearing, and shall occur as soon thereafter as can be conveniently scheduled.
For more information on the IUP judicial process, see the Student Behavior Regulations located in The Source.
Fraud, Waste, and Abuse Hotline
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