Student Conduct Office Policies

  • Information for Students

    IUP Email Communication Policy

    IUP provides email services to all students and employees as an official form of university communication. Students maintain the responsibility to regularly read their IUP email account and, if electronically responding to or sending email regarding official IUP matters, use their IUP email account to do so.

    Information officially communicated to students through their IUP email accounts includes billing invoices and information addressing academic, student conduct, student safety, and emergency matters. Students are expected to regularly use their IUP email account and should check it daily.

    Email Communication from the Office of Student Conduct

    You may receive an email similar to the following from the Office of Student Conduct:

    THIS IS AN OFFICIAL CORRESPONDENCE FROM THE OFFICE OF STUDENT CONDUCT AT INDIANA UNIVERSITY OF PENNSYLVANIA

    A letter has been issued to you electronically by our office. Upon clicking the link below, you will be taken to a screen requesting you log in with your campus username and password to securely access this correspondence. 

    Your letter will appear in a PDF format and should be printed or saved for your records. If the letter fails to appear, you may need to use a different computer or install the free Adobe Acrobat Reader. If you continue to experience difficulty accessing your letter or wish to confirm the legitimacy of this message, please contact our office at 724-357-1264.

    Please be aware that failure to read email 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.

    The Source - A Student Policy Guide A-Z Index

    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.

    Code of Student Conduct and Procedures

    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 policies and procedures.

    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, Ruddock Hall, Suite G11, and are forwarded to the Chief of Police for investigation and response.

    Student 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.

    Parent/Guardian Notification Policy

    The Code of Student Conduct and Procedures indicate that a student’s parent(s)/guardian(s) may be notified of a student conduct outcome in cases related to drugs, controlled substances, and alcohol unless the student is 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 notification is mandated by the Drug Free Schools and Communities Act.

    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), the Center for Multicultural Student Leadership and Engagement, and 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

    Online Report Form

    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 of Multicultural Student Leadership and Engagement (MCSLE) 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 MCSLE 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 MCSLE 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 MCSLE 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 MCSLE 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 MCSLE 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 MCSLE 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 MCSLE 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 MCSLE 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 see The Code of Student Conduct and Procedures.