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Information for Students

IUP E-mail Communication Policy

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.

E-mail Communication from the Office of Student Conduct

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, 307 Pratt 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.

Policies and Procedures (“The Rules”)

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.

Student Behavior Regulations (“Code of Conduct”)

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

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.

Student Rights and Responsibilities

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.

We appreciate receiving feedback from you regarding our services. Please take a moment to fill out the appropriate survey.

Records and Record Keeping

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:

  1. Student conduct records will be maintained for a period of seven (7) years.
  2. The university reserves the right to retain all disciplinary files for longer periods as may be deemed necessary.

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.)

Filing a Personnel Complaint at the Indiana Borough Police Department

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, 307 Pratt Hall, and are forwarded to the Chief of Police investigation and response.

Student Recognition and Leadership Opportunities

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!

Parent/Guardian Notification Policy

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:

Informal Resolution Conferences and Administrative Hearings

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 assistant dean of students for campus living/learning and associate director of residence life (residential students) or the associate dean of students for student life and community engagement (off-campus students) 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 assistant dean of students for campus living/learning and associate director of residence life (residential students) or the associate dean of students for student life and community engagement (off-campus students) in which s/he specifically explains why parent/guardian notification will result in significant harm to him/herself.

Student Conduct Board Hearings

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 assistant dean of students for campus living/learning and associate director of residence life (residential students) or the associate dean of students for student life and community engagement (off-campus students).

Responsibility for Proof of Status

In an Informal Resolution Conference

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.

In an Administrative Hearing or Student Conduct Board Hearing

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.

Responsibility for Timely Notification

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.

Recognized Organization Review Board (RORB) Procedures

Office of Student Conduct
724-357-1264

A. Introduction

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.

Duties

Board Membership

Charges

Informal Hearings

Formal Hearings (General Information)

Formal Hearings (Procedures)

Sanctions

Appeals

Summary Sanctions

Case Referral Form (Word document)


B. Duties

The Recognized Organization Review Board shall fulfill the following duties:

  • Recommend changes to the RORB operating policies and procedures to the Senate Committee on Student Affairs (SCOSA) and the SC Rules Committee.
  • Hear cases of alleged violations of university policy or regulations by recognized organizations and recommend, when necessary, appropriate sanctions to the director of the Center for Student Life and/or her/his designee.
  • Informally arbitrate disputes which arise between organizations and their advisers; disputes between and within recognized organizations; concerns which arise regarding an organization’s compliance with its constitution and/or by-laws or deviation from the purposes indicated at the time of recognition; and/or alleged violations of university policy or regulations by recognized organizations, as defined in Section V.

C. Board Membership

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.

D. Charges

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.

E. Informal Hearings/Arbitration

Disputes, mediation, and alleged violations normally referred to the RORB may be resolved through informal nonbinding arbitration, according to the following conditions and procedures:

  • Informal arbitration is acceptable to both parties and the RORB chair.
  • All involved parties agree upon an RORB arbitrator chosen from the Recognized Organization Review Board. The RORB member chosen cannot be affiliated with any of the disputing parties.
  • In order to provide continuity in the arbitration process, the director of the Center for Student Life or her/his designee may provide consultation and advisement to the RORB arbitrator.
  • Following the completion of verbal discussion and resolution of the points of conflict, all involved parties accept all agreed-upon decisions, conditions, or sanctions and the length of time in which they will prevail. Except for withdrawal of recognition, the full range of sanctions available to the board may be considered.
  • An informal arbitration document is completed detailing these agreed-upon decisions.
  • The director of the Center for Student Life receives the completed informal arbitration document signed by all involved parties and affixes his/her signature upon the document indicating acceptance. Any conclusions agreed upon will then be confirmed in writing by the director of the Center for Student Life to all involved parties.
  • If mutually agreed-upon decisions and resolutions cannot be made, the grievances can then be filed by the offended party for a formal hearing before the RORB.
  • Following signatures, any violation of or failure to comply with decisions or conditions reached through successful informal arbitration will be viewed as a violation of university policy. Sanctions will be levied accordingly in the event charges are filed and an “in violation” decision is rendered through a formal RORB hearing.

F. Formal Hearings (General Information)

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:

  • To facilitate the hearing.
  • To determine whether the board should request legal counsel.
  • To determine appropriate responses to any challenges that may arise during the hearing and consult with board members and/or legal counsel at any time regarding them.

The director of the Center for Student Life or her/his designee has the following responsibilities:

  • To handle the administrative duties of the RORB (scheduling hearings, facilitating correspondence, keeping records, etc.)
  • To consult with the RORB on matters of policy and regulations.
  • To notify the involved parties of any sanctions that may be imposed by the RORB.

G. Formal Hearings (Procedures)

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:

  1. The chair shall verify the acceptability of the board membership to all involved parties.
  2. The accused party shall have the opportunity to enter a plea regarding the charge(s).
  3. The referring party shall present its case utilizing supporting information.
  4. The accused party may present relevant information to respond to the charge(s).
  5. All parties shall be afforded an opportunity for submission of relevant information and questioning of all parties.

General Guidelines for RORB Hearings

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).

H. Sanctions

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:

  • Disciplinary Warning: A written warning may be given to the organization that indicates that it has been found “in violation” of an IUP regulation and that failure to comply with IUP regulations in the future may result in referral to the RORB to be handled as a second offense. A warning remains in effect for a specific period of time, as determined by the RORB.
  • Disciplinary Probation: Disciplinary Probation is an indication that an organization’s status at the university is seriously jeopardized. During the probationary period, if the organization is found “in violation” of another policy/regulation, a more serious sanction will be levied, including possible suspension of recognized benefits or withdrawal of university recognition. Disciplinary Probation is in effect for a specific period of time, as determined by the RORB.
  • Mandatory Activity: The required participation by the organization in specified group activity, service projects, educational programs, or other assignments.
  • Financial Restitution: An organization may be required to pay for damages to property, including but not limited to personal and university property and/or for personal injury. Payment will be made under guidelines determined by the Office of Student Conduct.
  • Social Limitation or Suspension: An organization may be denied formal or informal sponsorship of or participation in one or more of the following for a specified period of time: inter- or intra-organizational social activities, formals, all-Greek or all-university events or activities, or any other event of a social nature.
  • Intramural Suspension: A specific length of time in which the organization may not participate in individual or team sports or the intramural league, earn intramural points, or receive any championship titles.
  • Suspension of Recognized Benefits: A specific length of time in which the organization maintains university recognition but is denied one or more benefits of recognition which may include, but are not limited to: Student Cooperative Association funding; use of university or Co-op facilities, office space, or property; bulk mailing services; and/or specified other benefits available through recognition.
  • Withdrawal of University Recognition: A specified or indefinite length of time in which university recognition is withdrawn in whole or part or conditionally. The organization and any semblance of its membership ceases to function at the university, is denied all benefits of university recognition, and no longer falls under the jurisdiction of the RORB. For the organization or any semblance of its membership to regain university recognition it may be asked to demonstrate evidence of organizational changes intended to eliminate the potential for repeated violations of this policy.

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.

I. Appeals

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:

  • Denial of a fair and reasonable hearing
  • New evidence (applies when there is an acceptable reason to explain why the evidence could not be presented at the original hearing)
  • Inappropriate sanction

Procedure for appeal

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).

J. Summary Sanctions

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.

  • Office of Student Conduct
  • Center for Student Life
    Pratt Hall, Room 307
    201 Pratt Drive
    Indiana, PA 15705
  • Phone: 724-357-1264
  • Fax: 724-357-1242
  • Office Hours
  • Monday - Friday
  • 8:00 a.m. - 12:00 p.m.
  • 1:00 p.m. - 4:30 p.m.