Alcohol and Other Drugs Policy
Since alcohol and drug use are governed by national social policy as well as state and federal law, and as the use and abuse of such substances are frequently associated with harm to self and others, Shenandoah University takes alcohol and drug violations seriously. All known offenders face conduct charges and may be subject to arrest. All known violations of the alcohol and drug policies fall under Shenandoah University’s progressive discipline system in which succeeding violations entail more serious consequences, including possible suspension and dismissal from the university.
The following are prohibited:
- possessing or using alcoholic beverages by any student (or guest of a student) under the age of 21;
- possessing or using alcoholic beverages by any student in areas where alcohol is not permitted;
- providing alcohol to anyone under the age of 21;
- possessing common containers or implements including but not limited to kegs, branded bottles and beer-pong balls on university property;
- being intoxicated in public;
- having open containers of alcohol in an unlicensed public place;
- transporting unconcealed or open alcohol containers in public on Shenandoah University property;
- violating any local and state alcohol laws; and
- serving alcohol to students on university property and/or at off-campus university sponsored events without prior approval from the associate vice president for student affairs (or designee).
The use of alcoholic beverages on campus must be in compliance with federal, state and local laws. Violators of laws concerning drug and alcohol use may be subject to arrest. Members of the Shenandoah community are responsible for knowing the laws governing their actions. Penalties determined by the courts for these violations include suspension of driver’s license, fines and imprisonment. The following regulations apply to the legal use of alcoholic beverages on campus by individuals and for approved social events:
Virginia Alcohol Regulations
- The Commonwealth of Virginia prohibits the purchase, possession or consumption of all alcoholic beverages by persons under the age of 21. This is a Class 1 misdemeanor in which anyone found in violation would pay a fine of between $500 and $2,500 and/or perform a minimum of 50 hours of community work. The person’s driver’s license may be suspended for up to a year and they may be confined in jail for not more than 12 months.
- It is a violation of state and federal law to purchase alcoholic beverages for, or to serve alcoholic beverages to, a person under the age of 21. This is also a Class 1 misdemeanor. (See possible punishments above.)
- Intoxication and /or damage to public or private property are against the laws of the Commonwealth of Virginia and the regulations of Shenandoah. Intoxication is defined as a blood alcohol content of .08 percent or more and/or offensive, disruptive, destructive, hazardous and/or vulgar conduct during or following the consumption of alcohol.
- It is unlawful to present false identification in order to purchase or consume alcohol and to give or permit to sell alcohol to persons under 21. Possible penalties include a $1,000 fine and/or 12 months in jail.
- Commonwealth of Virginia law prohibits the consumption of alcoholic beverages in unlicensed public places. One possible penalty is a fine of $100.
- Virginia statutes prohibit public drunkenness and provide for the transporting of public inebriates to detoxification centers. Purchasing or possessing alcoholic beverages while intoxicated can result in a fine of $1,000 and/or 12 months in jail.
- It is against Virginia law for anyone under the age of 21 to operate any motor vehicle after illegally consuming alcohol. Any such person with a blood alcohol concentration of 0.02 or more shall be punishable by forfeiture of the person’s driver’s license for a period of 6 months and a fine of up to $500.
- Virginia law prohibits operation of motor vehicles while the operator has a blood alcohol concentration of 0.08 percent or more or while such a person is under the influence of any narcotic drug or self administered intoxicant. Penalties for driving while intoxicated include fines, license revocation and jail sentences. However, please note that any amount of alcohol can result in a driving under the influence charge through the student code of conduct.
Virginia Drug Regulations
- Under local, state and federal laws, it is unlawful to possess, use, manufacture, sell, give or distribute a controlled substance or an imitation controlled substance. Any person in violation with respect to a Schedule I or II controlled substance will be subject to fines and imprisonment.
- It is against Virginia law to possess drug paraphernalia. Possession of paraphernalia is a class one misdemeanor. Drug paraphernalia is defined as all equipment, products and materials of any kind that are either designed for use or are intended by the person charged for use in planting, propagating, manufacturing, producing, processing, preparing, packaging, storing, concealing, injecting, inhaling, etc. At Shenandoah, incidents involving illegal drugs and/or paraphernalia may involve the assistance of local law enforcement.
Effective July 1, 2021 the Commonwealth of Virginia made it legal for adults age 21 and older to possess and cultivate small amounts of marijuana. Adults may legally possess no more than one ounce (28.3) grams of cannabis without the intent to distribute. Public use of marijunana will still be prohibited.
It is still illegal in Virginia to consume marijuana products in public or in a vehicle. Per Virginia law, anyone younger than 21 years old caught with marijuana will face a civil penalty of up to $25 and be required to enter a substance abuse treatment or education program.
Any adult who possesses more than an ounce but less than a pound can be subject to a civil penalty of up to $25. Possession of more than a pound of marijuana is a felony punishable by up to 10 years in jail and a fine of up to $250,000.
Under federal law it is still unlawful to possess, use, manufacture, sell, give or distribute a controlled substance or an imitation controlled substance, including marijuana.
Despite Virginia making marijuana legal, Shenandoah University is still prohibiting the possession, use, manufacturing, selling and distribution of marijuana on its campuses regardless if a student is over 21.
Regulations for Social Events
- Social events where alcoholic beverages are served must be approved – in writing – 72 hours in advance by the associate vice president for student affairs (or designee) and must be sponsored by registered clubs or organizations. Legal I.D.s are required in all cases. No one under the age of 21 will be served.
- Common source alcoholic beverage containers (e.g. kegs, beer balls, pony kegs, box wines and mixed alcohol punch in containers greater than 750 ml) or the amount of alcohol equivalent to a common source alcohol beverage container, whether empty or full are not permitted in any residence hall or any university owned or operated property without prior approval from the associate vice president for student affairs (or designee).
- The consumption of alcoholic beverages at social functions is limited to areas specifically approved by the associate vice president for student affairs (or designee).
- Alternative nonalcoholic beverages must be available in sufficient quantity for those who choose not to consume alcohol. Food must also be available for the entire event.
- The sponsoring organization (i.e., its members and officers) will be held responsible for violations of Shenandoah’s drug and alcohol policy and thus subject to disciplinary and/or civil action.
- Alcohol service must be consistent with the Virginia ABC regulations.
Shenandoah recognizes that drug or alcohol abuse may be symptomatic of a serious addiction and for this reason the sanctions and consequences of abuse may include assessment and the opportunity for engaging in resources. Failure to comply with a recommended treatment program may result in dismissal from Shenandoah. Infractions of this drug and alcohol policy will be reported to the Dean of Students Office for action.
Parental Notification Policy: Alcohol and Other Drugs
Shenandoah University alcohol and other drug policies and practices strive to educate and inspire students to be critical, reflective thinkers and empower them to be ethical decision makers with attention to their own safety and the safety of the community. In keeping with its mission, Shenandoah informs students regarding the dangers associated with substance abuse and the improper or illegal use of alcohol or other drugs. In addition, the university intervenes to engage students who commit alcohol or drug-related violations or who demonstrate a pattern of substance abuse.
In an effort to educate students and their families regarding decision making, Shenandoah will partner with parents and other family members as appropriate with the ultimate goal of student success and community safety.
Minor First Violations
Minor first alcohol violations do not necessarily trigger notification. Minor violations include but are not limited to:
- underage possession of alcohol;
- underage consumption of alcohol; and
- open container of alcohol.
In the case of a first offense for these minor violations, Shenandoah provides students with educational resources and opportunities to change their behavior on their own. Most grow through the experience and change their behavior. The few who have subsequent violations deserve and require the shared attention of university and family.
Major or Subsequent Violations
Behaviors that can trigger parental notification are major violations and patterns of behavior. The following parental notification practices apply when a student is claimed as a dependent by a parent for federal tax purposes or is under 21-years old.
- Major Violations
Whenever a Shenandoah student is found responsible for a major alcohol- or drug-related violation, the student’s parent(s) or guardian(s) may be notified by the university. Violations that can trigger notifications under this major violation category include but are not limited to:
- driving under the influence
- public drunkenness
- supplying alcohol to those who are under age
- drug distribution
- possession or use of illegal drugs
- Pattern of Behavior
When the Dean of Students Office becomes aware that a student has engaged in a pattern of behavior involving alcohol and/or drugs, the dean of students (or designee) may notify the student’s parent(s) or guardian(s). Violations that trigger notification under the pattern of behavior category include but are not limited to:
- frequent or severe episodes of alcohol use
- repeated drunkenness
- binge drinking
- drug use
When making a notification under this policy – time and circumstances permitting – the conduct officer (or designee) will encourage the student to participate in or make the initial call to their parent(s)/guardian(s). The conduct officer or designee may follow through with a direct call to the student’s parent(s)/guardian(s).
Parental notification under this policy is in addition to the intervention and education programs already offered to students. Intervention may include one or more of the following:
- substance abuse assessment by a trained clinician
- psychological assessment by a trained clinician
- substance abuse counseling
- enrollment in educational programs
- sanctions imposed for violations of Shenandoah University’s Student Code of Conduct
The dean of students (or designee) will make such parental notifications unless the university decides such notifications are not in the student’s best interest. When the university decides not to make a parental notification, other resources will be offered to the student.
A notification under this policy is authorized by the Family Educational Rights and Privacy Act of 1974, 20 U.S.C. 1232g (FERPA), which permits the disclosure of information from education records to parents of dependent students. Shenandoah University reserves the right in its sole discretion to notify parents of alcohol- or drug-related incidents falling outside this policy to the extent permitted by FERPA or other applicable law.
All automobiles and other vehicles must be registered with the Department of Campus Safety in accordance with the university’s Student and Employee Parking Policies. All vehicles registered and parked on Shenandoah-owned or operated properties must display a current state license plate, inspection decal and a current Shenandoah University decal.
The privilege of having an automobile on campus may be revoked at any time by the vice president for administration and general counsel (or designee) when it is determined this privilege is being abused.
Read the detailed Parking Policy at the Department of Campus Safety’s website or pick up a copy at its office in the Wilkins Building.
Bicycles and Motorized Bicycles
Motorized bicycles, commonly referred to as mopeds, shall not be parked in buildings or parked so as to block entranceways, and may not be driven on lawns or sidewalks. A person may not secure a bicycle to a fire hydrant, pole, light pole or device on which notice has been posted forbidding the securing of bicycles.
Bicycles may not be locked where they would obstruct or impede vehicular traffic or pedestrian movement. This includes handrails, exit discharge areas and handicapped ramps and access ways. When a bicycle is found restricting emergency egress or handicapped access, it may be impounded or immobilized and the owner will be issued a parking violation notice. Abandoned bicycles will be removed and donated.
Camping and Shelter Construction
Construction of shelters, camping or sleeping out on Shenandoah-owned or operated properties is prohibited unless approved in writing by the vice president for student affairs (or designee).
Acceptable Computer Use and Prohibited Conduct
A student who is found responsible of misusing a Shenandoah-owned computer or the Shenandoah-owned computer network shall be subject to the maximum sanction of dismissal or any lesser sanction deemed appropriate. This includes student using privately owned computers or equipment that accesses the university-owned network either on or off campus. SU has at its sole discretion the right to disable any SU accounts at the university with or without cause.
Below is a partial list of acts that violate this policy:
- committing computer fraud, creating false identities, forgery, harassment, personal abuse, trespassing, theft, embezzlement or invasion of privacy;
- using the computer to examine, modify or copy programs or data other than one’s own without proper authorization;
- distributing or interfering with the normal use of the computers, computer-related equipment, data and programs of individuals, the network or the university;
- attempting to breach security in any manner;
- sending or displaying harassing messages through email, text messaging any electronic media (a harassing message is any message that is unsolicited, inappropriate or deemed harmful to the recipient); and
- using a computer account for any purpose other than which it was assigned.
For a complete list and full policy, contact the Institutional Computing Department.
All members of the Shenandoah University community must comply with federal copyright law (U.S. Code Title 17).Copyright infringement is defined as unauthorized possession or sharing of copyrighted materials, including but not limited to music, movies, computer software and games, videos or any other media which requires a license to possess. Sharing of copyrighted material without permission is a violation of the Digital Millennium Copyright Act (DMCA) and this policy. Both the entertainment and software industries actively monitor the Internet for possible copyright infringements with legal action becoming more common. The law requires the University to respond expeditiously when notified that a user is violating copyright law.
Examples of copyright infringement include, but are not limited to sharing files through:
- Peer-to-Peer (P2P) file-sharing programs/services
- Posting materials on an Internet web page or folders
- Instant message file transfers
- Sharing of physical media (CD-ROMs, DVD, USB thumb drives, flash memory, and hard drives)
If the University receives a valid subpoena, it is obligated to turn over any electronic information we have regarding specific instances of data transmitted via our networks.
Hazing (Virginia Law)
Pursuant to Section 18.2-56 of the Code of Virginia, voluntary participation by members will not be admissible as defense against a charge of hazing.
Any person found guilty of hazing shall be guilty of a Class 1 misdemeanor, unless the injury would be such as to constitute a felony. In that event the punishment shall be as otherwise provided by law for the punishment of such a felony. Any person receiving bodily injury by hazing or mistreatment shall have a right to sue, civilly, the person or persons guilty thereof, whether adults or infants.
Hospitalization of Student / Parental Notification
In the event a university employee (faculty or staff) or student learns a university student is in the hospital (or a similar facility) to receive medical services, then the university employee/student should immediately submit a student of concern form on which they provide the requested information, and include a cell phone number for the hospitalized student if practicable.
If after hours, the employee/student should contact the Department of Campus Safety (DCS) at (540) 678-4444. DCS will immediately notify the assistant vice president for student affairs and dean of students (AVP/DOS) or their designee. Once notified, the AVP/DOS (or their designee) will promptly make the inquiries and gather the information that will allow them to take the step(s) they believe to be in the best interest of the student and/or other members of the university community, consistent with applicable law and university policy, including without limitation: attempting to contact, and potentially visiting, the hospitalized student; consulting with the executive director of the Wilkins Wellness Center and Counseling Center; attempting to notify the parent(s) and/or emergency contact (EC) of the hospitalized student unless the AVP/DOS (or their designee) believes such notification would not be in the best interest of the student; and attempting to contact the hospitalized student’s on-campus roommate(s) and/or professors.
To protect the hospitalized student’s privacy, any notification provided to the parent(s)/EC, roommate(s) and/or professor(s) may be limited. For example, the AVP/DOS (or their designee) may simply advise the parent/EC the hospitalized student is safe, but that the EC should contact the student as soon as possible. The AVP/DOS (or their designee) may advise a roommate the hospitalized student is safe, but will not be staying in their room for [fill in period of time]. The AVP/DOS (or their designee) may advise the hospitalized student’s professors that the student will not be in class for [fill in period of time] and may discuss the student’s options for dealing with the missed classes.
Non-Discrimination And Bias Policy And Procedures
This policy acts as part of Shenandoah University’s commitment to challenge bias and discrimination on campus and in our communities, and to work toward creating a more diverse and equitable campus environment. The policy contains best practices and recommendations for faculty, staff, and students, to encourage and strengthen our commitment to diversity and equity, as well as procedures to investigate reports of discrimination and bias in order to prevent, stop, and remedy such conduct. The policy encourages Shenandoah University community members to report discriminatory conduct and incidences of bias contrary to the University’s non-discrimination statement and the University’s mission. The policy applies to SU students, employees, volunteers, visitors, guests, and vendors (and their employees).
Policy Against Discriminatory Conduct And Bias
Shenandoah University prohibits discrimination by members of the university community on the basis of any protected class listed in the university’s nondiscrimination statement, as well as bias. Shenandoah will address reports of discrimination or bias through the procedures described in this document1. The university recognizes two actionable types of violations of this policy: discriminatory harassment that creates a hostile environment and bias incidents. Both types of violations may be sanctioned under this policy. Discriminatory conduct that creates a hostile environment is considered more severe and is likely to result in more severe sanctions, up to and including suspension or dismissal from the university for students, and dismissal for employees.
The personal display to other members of the university community on campus, or during the course of a Shenandoah program, of clothing, flags, or other items that depict historically discriminatory symbols, such as those used by hate groups, including without limitation Nazi and Confederate imagery, is prohibited under this policy.2
Shenandoah University’s Non-Discrimination Statement
Shenandoah University adheres to all federal and state civil rights laws and regulations prohibiting discrimination in private insitutions of higher education.
Shenandoah University values the unique and diverse perspectives of individuals and communities locally and globally and seeks to foster mutual understanding in an inviting community where individuals are welcome and respected. The university does not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, physical or mental disability, genetic information, veteran’s status, or on any other basis protected under applicable law.
Discrimination is any conduct that acts to, or results in, denying, depriving, or limiting the educational, employment, residential, and/or social access, benefits, and/or opportunities of any member of the Shenandoah University community, guest, or visitor on the basis of their actual or perceived membership in any of the protected classes listed above.
Discrimination may be intentional, unintentional, or based on more than one protected class. It may result from disparate treatment or disparate impact.
- Disparate treatment: treatment of an individual in a protected class (or classes) that is less favorable than treatment of others based on discriminatory reasons.
- Disparate impact: Practices that do not appear facially discriminatory, but that result in a disproportionate impact on a protected class, or a group within a protected class, that cannot be justified by business necessity.
a. Discriminatory Harassment – Hostile Environment
Discriminatory harassment is unwelcome conduct by any member or group of the community directed toward an individual or group on the basis of actual or perceived membership in a class protected by this policy; and the conduct is:
Sufficiently severe, and/or
Objectively offensive such that it unreasonably interferes with, limits, or denies an individual’s educational or employment access, benefits, or opportunities.
The determination of whether an environment is “hostile” is based on the totality of the circumstances. These circumstances include, but are not limited to, its severity, the frequency of the conduct, and whether it is objectively threatening or humiliating.
Examples of Discriminatory Harassment – Hostile Environment
- Threatening message(s) written in public spaces.
- Encouraging others to physically or verbally abuse an individual (or group of individuals) because of that person or persons’ membership in a protected class.
- Directing epithets, slurs, derogatory comments, unwelcome jokes or stories at an individual or group because of that person or persons’ membership in a protected class.
- Repeated use of verbal epithets, slurs, derogatory comments, unwelcome jokes or stories, even if they might be related to academic course material.
- Repeated use of written epithets, slurs, derogatory comments, unwelcome jokes or stories that are not directly quoted from course materials and sources.
b. Bias Incident
A bias incident is any offensive behavior or act —verbal, written, or physical—which is personally directed against or targeted toward an individual or group on the basis of perceived or actual membership in a class protected by this policy, but that does not rise to the level of discriminatory harassment that creates a hostile environment.
Incidents of bias may contribute to a hostile campus environment and can occur even if the act itself is unintentional or delivered as a joke or prank, or with humorous intent.
- Offensive images graffitied on campus sidewalks.
- Microaggressions, such as requesting that an underrepresented student provide perspective on behalf of “their people.”
- Dressing in costumes that stereotypically represent oppressed groups or individuals.
- Social media posts directed against a specific identity group.
- Failing to learn to pronounce, or continuing to mispronounce, the name(s) of a student(s) after the student corrects, either as part of a deliberate act of disrespect, or without acknowledgement of the difficulty of pronunciation.
Parties And Witnesses
Shenandoah uses the term “reporting party” to denote the person(s) who experienced the discrimination or bias. They may or may not be the person who submitted a report. “Responding party” is used to denote the person alleged to have violated this policy. Reports brought by individuals other than the person who experienced the discrimination or bias are referred to as “third-party reports” and those bringing them are deemed “third-party reporters.” In cases where a non-student or employee is the person who experienced the discrimination or bias, Shenandoah will assume the role of “reporting party.” In those cases, the non-student or employee who experienced the discrimination or bias will be considered a witness.
Reporting Discrimination Or Bias
Community members are encouraged to submit reports of discrimination or bias through an online reporting form. Reports may be made anonymously. Please note that reports submitted anonymously may be difficult to investigate to the university’s fullest ability. To pursue a resolution process with the university, in most cases complainants may not remain anonymous.
The online form is the preferred method to report incidents of discrimination or bias. Students, staff, and faculty are encouraged to direct someone wishing to make a report to the online reporting form.
Assigning A Case Manager
Reports are routed to the Director of Human Resources (DHR) or the Director of Student Conduct and Community Standards (DSC). Incidents where the responding party is a student (or students) or guest(s) of a student are directed to the DSC. Incidents where the responding party is an employee (or employees), or other persons not designated to the DSC, are directed to the DHR. If the DSC or the DHR receive a report involving both a student and employee, they shall forward a copy of the report to the other for the purpose of offering supportive services. The DHR or DSC shall also provide a copy of the report to the Bias Education and Support Team (defined below) on any report which the DHR or DSC reasonably believes may have a significant campus community impact. In cases where no responding party is named or discovered, the Director of the Department of Campus Safety (DCS) will be the case manager. In cases where DCS is the case manager, DCS will investigate utilizing their own internal procedures, which may include providing copies of the report to the Threat Assessment Team.
The DHR or DSC may appoint a designee to fulfill their responsibilities in any particular matter in which case the acronyms should be read to refer to such designee(s).
Role of the Bias Education and Support Team (BEST)
BEST will be made up of a diverse group of no more than seven (7) faculty and staff selected by the Provost, Vice-President of Student Affairs, Director of Student Conduct and Community Standards and Director of Human Resources annually. The purpose of BEST is to provide, when requested by the DSC or DHR, the team’s collective experience and knowledge on discrimination, bias and/or crisis management, as well as guidance on how best to respond to the report internally and potentially externally. BEST helps coordinate the University’s response to bias-related crisis situations. If a BEST member receives a report of discriminatory conduct or bias directly (rather than from the DSC or DHR), that member shall complete the online form and submit the report no later than 24 hours after they were made aware of the concern.
BEST will be advisory to University leadership in bias-related crisis situations with the following:
- Recommending support measures for individuals and groups
- Ensuring adequate listening measures are in place to support members from marginalized groups targeted by bias have prominent voices in the University’s response measures.
- Developing response strategies and recommendations to support accountability, transparency, and educational opportunities for the University community
- Reviewing communication and supporting OMC
In cases where no responsible parties have been identified, the DCS also may ask BEST to help guide the University’s response to reduce the potential impact on the community. Members of BEST will not serve as investigators of complaints reported in accordance with this policy.
BEST will have a Student Advisory Board (SAB) that will advise them on reports that BEST has been asked to review. Members of SAB will not be members of BEST; however, they will provide an advisory role to BEST. BEST will select students to serve on SAB with recommendations from PRIDE.
Depending on the severity of the incident, the DHR or DSC may contact DCS to conduct immediate interviews and a preliminary investigation so a threat assessment can be performed. A threat assessment will be performed for all reports that allege or suggest an imminent threat of violence.
DCS will contact local law enforcement if a suspected hate crime3,has occurred.
Interim measures are actions taken to maintain the health and safety of all members of the community, and may remain active during the pendency of a case through the appeals process. Interim measures may be enacted by the DSC or DHR in cases of imminent violence, or in which they believe there is a threat of imminent violence, or a substantial disruption to the university community. These measures include, but are not limited to:
- Altering the housing situation of a residential reporting and/or responding party
- Campus ban
- Activities restriction
- Interim suspension
The DHR or DSC will work with the responding party and/or reporting party to make reasonable arrangements to maintain access to Shenandoah’s education programs (e.g., video conferencing for remote participation in class).
Case Creation And Assigning Investigators
The DHR or DSC will review and assess reports assigned to them, and determine whether to seek guidance from BEST. Assessing a report may require an informal inquiry to help determine if a report rises to the level of a policy violation. If the facts in the report, taken as true, constitute a policy violation in their reasonable opinion, the DHR or DSC will create a case file and assign an investigator or investigation team. If the report does not allege conduct that rises to a policy violation, the DHR or DSC will advise the reporting party of its decision. The DHR or DSC may also provide the reporting party with supportive resources.
If a case file is created, the DHR or DSC may assign one or more investigators to the case. Investigators will be chosen from a pool of faculty and staff investigators who will receive investigation training no less frequently than annually. Third party investigators may be engaged at the discretion of the DHR or DSC, with approval from the Vice President for Administration and Finance (or designee) or the Vice President for Student Affairs (or designee).
Notices To Parties
The case manager and investigator will communicate with the parties throughout an investigation and resolution. The following notices to both the reporting party and the responding party are required:
Notice of investigation: The case manager will send a notice of investigation within two (2) days of deciding to move forward with an investigation. This notice does not apply to an informal inquiry.
Notice of investigator(s): The case manager will send a notice of the name(s) of the assigned investigator(s) for the case. This notice may be included with the notice of investigation or sent promptly thereafter, once the investigator(s) is assigned.
Notice of hearing panelists/administrator: The case manager will send a notice of the names of panel members or the name of the administrator who will decide the case at least two (2) days before a hearing.
Notice of hearing: The case manager will send a notice of the time and place of the hearing at least two (2) days prior to the hearing.
Notice of outcome: The case manager will send a notice of outcome to both the reporting party and responding party after receiving the written determination.
Support Person To Parties
Each party is entitled to a support person during the investigation and resolution process. The support person may accompany the party to interviews, meetings, and hearings. A party may choose any support person who is a part of the university community (any faculty, staff or student currently affiliated with the university). The support person may provide guidance and support, but are not allowed to participate directly in interviews and hearings. Parties must inform the case manager of the advocate’s name at least two (2) days prior to the first meeting or interview. A party may change advocates during the process with notice to the case manager.
Reporting Conflicts Of Interest
Parties, investigators, hearing panelists, and informal resolution administrators are encouraged to report conflicts of interest that may adversely affect their investigation, or the outcome of a case. Investigators, hearings panelists, and informal resolution administrators are expected to report any conflict of interest that may affect the case to the case manager as soon as possible after the conflict is discovered. Parties are encouraged to review notices which include the name(s) of investigators and hearing panelists/administrators who will decide a case, and must report to the case manager any conflict of interest or bias that may affect the investigation or case outcome within twenty-four hours (24) of their receipt of notice.
The case manager is responsible for determining if a conflict disqualifies a person from serving in an informal or formal resolution process, or as an investigator, and will promptly replace any person who has a conflict.
Investigation And Investigation Report
The investigator(s) assigned to the case will perform interviews of the reporting party, the responding party, and any witnesses, and provide an opportunity for the parties and witnesses to share evidence. The investigator(s) may also include evidence gathered by DCS in the investigation report. The investigator(s) will complete an investigation report and submit it to the DHR or DSC. Prior to submitting the investigation report, the investigator(s) will send a copy of the report to the reporting party and the responding party. Each party may submit comments and request the investigator(s) ask additional questions of a party or witness. The investigator(s) shall note in the investigation report any requested questions that were not asked, and the reason for their exclusion. The reporting party and the responding party will receive a copy of the final report prior to the hearing and determination of responsibility.
Investigations are completed expeditiously, normally within ten (10) business days, though some investigations may take weeks or even months, depending on the nature, extent, and complexity of the allegations, availability of witnesses, police involvement, etc. The university will make a good faith effort to complete its investigations as promptly as circumstances permit and will communicate regularly with the parties (to the extent permitted by law) to update them on the progress and timing of the investigation.
Informal Resolution And Formal Resolution
An informal resolution, or formal resolution, process may be used to determine whether a policy violation has occurred. In an informal resolution, a single administrator makes the determination. In a formal resolution, a hearing panel makes the determination. An informal resolution process may be used only when the reporting party, responding party, and case manager all agree to its use. In all other cases, a formal resolution process will be used.
Regardless whether the matter is to be decided through an informal resolution process, or a formal resolution process, the determination of responsibility shall be made utilizing the “preponderance of the evidence” standard. Preponderance of the evidence means that “it is more likely than not a policy violation occurred.”
Confidentiality of Resolution Proceedings
Parties and witnesses involved in an informal or formal resolution are encouraged to maintain as confidential the details of the case.
If an informal resolution is used, the DHR or DSC may act as the hearing officer (in their discretion), or may assign a member of the human resources (HR) department or a member of the student conduct team (Conduct) as the hearing officer. The hearing officer will review the investigation report and hold a hearing with the responding party. The hearing will be attended by only the hearing officer and the responding party. The responding party shall receive at least two (2) days notice of the time and place of the hearing, unless waived in writing by the responding party. If the hearing officer is not the DHR or DSC, the hearing officer shall submit to the DHR or DSC, promptly following the hearing, a written recommendation as to responsibility and sanctions (if responsible).
If a formal resolution is used, the DHR or DSC will assign a mix of faculty and staff members to form a 3 person hearing panel. Hearing panelists will be chosen from a group of faculty and staff trained annually. One of the panelists will be named Chair of the panel. The Chair is responsible for enforcing decorum during the hearing and also has the responsibility to record the decision of the panel in writing.
The DHR or DSC (or designee) shall send the investigation report to the hearing panel and organize a time for the hearing panel to convene. The reporting party and the responding party shall be given at least two (2) days notice of the time and place of the hearing. The reporting party and responding party may request that witnesses interviewed by the investigator(s) attend the panel hearing. The parties may not introduce witnesses, documents, or other evidence at the hearing that were not provided to the investigator(s) during the investigation. The case manager will ask the reporting party and responding party in writing whether witnesses are requested and the names of the witness(es) prior to scheduling a hearing. Technology may be used to enable the reporting party and/or the responding party to attend the hearing remotely, or in another room. If a party does not attend the hearing, the Chair may adjourn until a new hearing is scheduled or hear the case with the information and parties available.
The hearing panel will review the investigation report prior to the hearing. The hearing panel may request that the investigator (or one of the investigators) read the investigation report aloud at the beginning of the hearing. During the hearing, the panel may call on parties, witnesses, and the investigator(s) to answer questions about the case and investigation. Parties may request that the Chair ask specific questions of a party and/or witnesses during the hearing. Such questions shall be directed to the Chair, who will ask or rephrase the question to the appropriate party, or deny the question. The Chair has discretion as to decorum during the hearing and may disallow any person from participating if their conduct is disruptive to the hearing. The hearing will be recorded for use by the panel. After reviewing the investigation report and holding a hearing, the panel will make a determination of responsibility and issue sanctions if a policy violation occurred. The Chair shall submit the panel’s written decision, which will include its finding as to responsibility and sanctions (if responsible) to the DHR or DSC within ten (10) days of the end of deliberation.
Alternate and Negotiated Resolutions
Alternate Resolution is a less formal process, such as mediation or restorative practices, by which the parties mutually agree to resolve an allegation. It may be used for less serious, yet inappropriate, conduct and is encouraged as an alternative to the informal or formal resolution process to resolve conflicts for these matters. All parties must consent to the use of Alternate Resolution.
The DHR or DSC determines if Alternate Resolution is appropriate, based on the willingness of the parties, the nature of the conduct at issue, and the susceptibility of the conduct to Alternate Resolution.
In an Alternate Resolution proceeding, a trained administrator facilitates a dialogue with the parties to an effective resolution, if possible. Institutionally-imposed sanctions are not possible as the result of an Alternate Resolution process, though the parties may agree to accept sanctions and/or appropriate remedies.
The DHR or DSC maintains records of any resolution that is reached, and failure to abide by the resolution can result in appropriate enforcement actions.
Alternate Resolution is not typically the primary resolution mechanism used to address reports of violations of this Policy.The decision made at the end of an Alternate Resolution proceeding, and any sanctions or remedies imposed, are not appealable.
Additionally, the DHR or DSC with the consent of the parties, may negotiate and implement an agreement to resolve the allegations that satisfies all parties and Shenandoah. Negotiated Resolutions are not appealable.
Outcome And Sanctions
The DHR or DSC will communicate the outcome to both parties (finding of responsibility and sanctions, if applicable), regardless of the resolution method utilized. In cases where a formal resolution was used, the DHR or DSC will forward a copy of the panel’s written decision to each party. In cases where the responding party is found responsible, the DHR or DSC will ensure all sanctions are completed.
Sanctions are intended to remedy effects of inappropriate conduct. Some sanctions have educational intent while others are punitive in nature. Factors considered when determining a sanction may include, but are not limited to:
- The nature, severity of, and circumstances surrounding the violation
- The responding party’s disciplinary history
- Previous allegations or allegations involving similar conduct.
- Any other information deemed relevant by the hearing panel.
- The need for sanctions to bring an end to the discriminatory harassment, bias and/or retaliation.
- The need for sanctions to prevent the future recurrence of discriminatory harassment, bias and/or retaliation.
- The need to remedy the effects of the discriminatory harassment, bias and/or retaliation on the reporting party and the community.
- The impact on those involved.
The following sanctions may be imposed upon any member of the community found responsible for violating this policy.
A. Employee Sanctions
- Educational Experience – As a consequence of the employee’s actions, their continued employment is contingent on them submitting to and actively participating in mandatory education and/or counseling that addresses their particular behaviors; i.e. EAP counseling, education/training on topics such as sexual harassment, personal boundaries, gender respect, discrimination, racism, sexuality and gender, etc.
- Verbal Warning/Reprimand – The mildest form of disciplinary action is a verbal warning from the supervisor to alert the employee to a performance problem or issue, suggest a course of action, and set a timeframe for resolving the problem. It is recommended that the supervisor make a written note of the meeting indicating the date, time and a brief summary of the discussion.
- Written Warning/Reprimand – First level of formalized disciplinary action – can be initiated by a supervisor and/or director and/or vice president. Utilized for infractions that are a step more severe, multiple infractions, or failure to comply after a verbal reprimand. The concerns/infractions are documented in detail, as well as the circumstances of the discussion, and any corrective action plan expected going forward.
- Censure – A written condemnation by Shenandoah University administration of a negative action or behavior by an employee. It is placed in the employee’s file and sets the expectation that such an action/behavior will not happen again.
- Employee Action Plan – The appropriate supervisor/director/vice president may initiate a written disciplinary action plan by using the Performance Improvement Plan form. The completed form will outline the performance problem or issue, suggest course(s) of action, set a time frame for resolving the problem, and indicate the potential consequences that may occur if the problem is not resolved. The appropriate vice president and the director/supervisor must sign the written reprimand. Performance Improvement Plan form is available from the Office of Human Resources.
- Temporary or permanent reassignment of job responsibilities.
- Probation – Places an employee in a probationary status for a predetermined period of time as a result of their previous negative actions. The employee would be made aware that for the duration of the probationary period they would be under close scrutiny, and any repeat of those past prohibited actions would result in further sanctions; in all likelihood dismissal.
- Demotion – A written notification of the reason for the demotion will be provided to the employee, which may include a warning of any further disciplinary action, if the demotion was not voluntary.
- Suspension – As a result of the employee’s negative behavior they would be prevented from conducting their job and from being on campus property for a predetermined amount of time. The suspension can be paid or unpaid depending on the circumstances. The employee is still considered an employee and would have their job once the term of suspension ended. Suspension is generally recognized second only to dismissal in severity.
- Dismissal – This is the forced termination of the individual’s employee relationship with Shenandoah University. It is the most severe sanction.
B. Student Sanctions
The following are the typical sanctions that may be imposed upon students or organizations singly or in combination:
- Written warning: official record that a student has been warned about behavior
- Educational task: student must complete an assignment that benefits self, campus or community
- Conflict mediation or restorative justice conference
- Training on harassment and appropriate interactions with peers and partners
- Training on cultural sensitivity
- Step UP! Bystander Intervention Training
- Safe Zone Training (Sexuality and Gender)
- Educational dialogue
- Mentoring relationship
- Attending a [Not Just] Women’s Center, Mosaic Center, or other campus awareness event
- Provide education to the community
- Referral: requires the student seek appropriate guidance or resources for their success.
- Community restitution project: work projects on or off campus.
- Restitution: reimbursement by the student to cover the cost of repair or replacement of damaged or misappropriated property.
- Relegation to final room selection: student loses the opportunity to participate in the annual room selection (lottery) process.
- Removal from university housing: required removal from university housing with final approval from the Assistant Dean for Diversity, Equity and Inclusion, and Residential Community Services (or designee) and without the refund of room fees. Once assigned this sanction, a student must move within a designated time frame (usually 48 hours unless otherwise permitted by the director of residence life & student conduct), after which the removed student cannot enter university housing without permission from the director of residence life & student conduct (or designee).
- Removal of property: The university can require removal of property that contributes to a harmful environment, for example a hostile sexual environment.
- University housing relocation: requires the student to move to another room, hall or quad with approval from the Assistant Dean for Diversity, Equity and Inclusion, and Residential Community Services(or designee) Student must relocate within 24 hours, after which they cannot enter the building from which they were removed throughout the term of the sanction without permission from the Assistant Dean for Diversity, Equity and Inclusion, and Residential Community Services (or designee).
- No-contact order: student is prohibited from having any direct or indirect contact or contact via a third-party with a particular person. Violating a no-contact order may result in suspension.
- Restriction of activities or privileges: participation in any and/or all organized university activities other than required academic endeavors are restricted for a designated period of time.
- Conduct probation: a period of self reflection during which a student is on official warning that subsequent violations of university rules, regulations or policies are likely to result in more severe sanctions, including suspension or dismissal from the university.
- Conduct suspension: a temporary cancellation of a student’s enrollment at Shenandoah University with approval from the Dean of Students (or designee). Once assigned this sanction, a student is immediately removed from classes and banned from university property. A student cannot enter university property during their term of suspension without prior permission from the Dean of Students (or designee) nor graduate. Any classes taken at another institution while suspended typically cannot be transferred to Shenandoah University unless given special permission by the Dean of Students and the Academic Dean or Provost. If a student lives in campus housing, they have 24 hours to vacate their campus residence.
- Campus ban: student is banned from being present on either the entire campus or specified areas of the campus.
- Dismissal from the university: a permanent cancellation of a student’s enrollment at Shenandoah University with approval from the vice president for student affairs (or designee). Once assigned this sanction, students are immediately removed from classes and banned from university property. A student cannot enter university property once dismissed without prior permission from the vice president for student affairs (or designee) nor re-enroll or graduate from Shenandoah University.
- Additional stipulations: additional sanctions a student must complete and/or follow.
C. Volunteer, Visitor, Guest or Independent Contractor/Vendor Sanctions
- Termination of Agreement (with a volunteer or independent contractor/vendor).
- Campus ban.
Either party may appeal a decision made in an informal or formal resolution. Appellate officers for discrimination and bias cases are the Dean of Students (or designee), Provost (or designee), and Vice President of Finance and Administration (or designee).
Requesting An Appeal
A party wishing to make an appeal must submit a written request for appeal to the DHR or DSC including the reason for the appeal request, within 72 hours of receiving the original written decision. The DHR or DSC will forward the appeal request to the appropriate appellate officer. For cases involving a student as a responding party, the appellate officer will be the Vice President for Student Affairs (or designee). For cases involving a faculty member as a responding party, the appellate officer will be the Provost (or designee) and for cases involving a staff member as a responding party, the appellate officer will be the Vice President for Administration and Finance (or designee).
Grounds For Appeal
The grounds for appeal are:
- A serious procedural error occurred that significantly impacted the outcome of the hearing (e.g., substantiated bias, material deviation from established procedures, etc.);
- There is new evidence, unavailable during the original hearing or investigation, that could substantially impact the original finding or sanction. A summary of this new evidence and its potential impact must be included in the request for appeal; or
- The sanctions imposed fall outside the range of sanctions designated for this offense and the cumulative conduct history of the responding party.
The appellate officer may take one of four possible actions during the appeal:
- Deny the request as untimely or ineligible;
- Affirm the findings and the sanction imposed;
- Grant the appeal and remand the finding for further investigation or reconsideration at the hearing level; or
- Modify a sanction.
The decision of the appellate officer is considered final. In cases where the appellate officer remands the finding for further investigation or rehearing, either party may appeal the determination made by the decision maker during the re-hearing.
Reporting actual or suspected discriminatory harassment or bias is a protected activity at Shenandoah University. Adverse action taken against a person for reporting such misconduct or participating in an investigation, hearing, or decision making process is considered retaliation. Retaliation is a separate violation of policy and may be charged, heard, and sanctioned under the procedures in the student code of conduct (for alleged retaliation by a student) or the procedures in the employee handbook (for alleged retaliation by an employee); or the alleged retaliation complaint may be heard by the single administrator or hearing panel that heard the underlying case, at the discretion of the case manager.
The case manager will retain records of cases of discrimination and bia in the same or similar manner of other employee and/or student cases. Files will be kept for ten (10) years. Recordings of hearings will be retained through the appeals process.
The DHR or DSC may arrange supportive services for the reporting party and/or responding party at any time during the process. These supportive services are designed to be non-punitive and to restore access to Shenandoah’s programs and activities. These actions may include, but are not limited to:
- Referral to counseling, medical, and/or other health services
- Referral to the Employee Assistance Program
- Visa and immigration assistance
- Student financial aid counseling
- Education to the community
- Altering the housing arrangement of a residential victim/reporting party, if desired
- Altering work arrangements for employees or student-employees
- Safety planning
- Providing campus escorts
- Providing transportation accommodations
- Implementing contact limitations (no contact orders) between the parties
- Offering adjustments to academic deadlines, course schedules, etc.
- Assistance with or rescheduling an academic assignment (paper, exams, etc.) or otherwise implementing academic assistance;
- Taking an incomplete in a class;
- Assistance with transferring class sections;
- Temporary withdrawal; and/or
- Assistance with alternative course completion options
1 Sex discrimination that violates Title IX is also prohibited in a separate policy. Allegations of sex discrimination constituting sexual harassment that violate Title IX will be handled in accordance with Shenandoah’s procedures found at the following link: https://www.su.edu/campus-life/shenandoah-universitys-stance-on-sexual-misconduct/
2 The policy does not apply to discriminatory symbols, epithets, slurs, or derogatory comments used, on a non-repeated basis, by faculty or staff in a university learning environment to deliver academic content, or in university approved performances.
3 According to Virginia law, “hate crime” means (i) a criminal act committed against a person or his property with the specific intent of instilling fear or intimidation in the individual against whom the act is perpetrated because of race, religion or ethnic origin or that is committed for the purpose of restraining that person from exercising his rights under the Constitution or laws of this Commonwealth or of the United States, (ii) any illegal act directed against any persons or their property because of those persons’ race, religion or national origin, and (iii) all other incidents, as determined by law-enforcement authorities, intended to intimidate or harass any individual or group because of race, religion or national origin. (https://law.lis.virginia.gov/vacode/title52/chapter1/section52-8.5/)
Photo, Video and Audio Recording Policy
From time to time, a Shenandoah University employee may photograph, video or audio record a student or students for promotional purposes. Promotional purposes include, but are not limited to, use on the university website and social media platforms, or in other marketing or admissions materials.
In the event the University desires to use a photo, video or audio-recording of a student (or students) in a “high profile or sensitive placement,” the University will use reasonable efforts to inform the student(s) in advance. High profile or sensitive placements will include: (i) the cover of any materials; (ii) a top website placement; or (iii) those which may appear to endorse individual scholarships, or student support services, such as peer tutoring, disability services or academic counseling.
A student may “opt out” of this policy at any time by contacting the Office of Marketing and Communications (OMC) at email@example.com. In the event of an opt out, SU will not publish a photo, video or audio recording of such student thereafter. In the event SU inadvertently fails to comply with an opt out, however, the student should contact OMC again, and OMC will remove the photo, video or audio recording promptly. Notwithstanding the foregoing, the University will not be required to remove any student photo, video or audio recording that was published prior to the date on which the student opted out.
Public Postings and Advertisements on Campus
Individuals, organizations and businesses that want to post printed material of any kind on Shenandoah University property or within Shenandoah-operated buildings must first obtain written approval from the student communications and marketing coordinator. Materials must be appropriately posted so it does not block signs or damage university property.
Religious Groups Policies and Guidelines
Guidelines for religious groups at Shenandoah are as follows:
- The university chaplain has responsibility for coordinating religious activities at Shenandoah. Religious groups that want to invite an off-campus religious leader to speak or minister on campus need to clear the visit with the Office of Spiritual Life.
- Religious groups seeking formal recognition should notify, and receive permission from, the university chaplain (or designee) and follow established procedures for organizational recognition and registration.
Residential Pet Policy
Residential Pet Policy Rationale
Shenandoah University (“SU”) recognizes that pets can play a valuable role in helping students (as well as faculty and staff) transition to residential campus life. For example, pets can help students make friends by acting as an icebreaker. Pets may also be good exercise partners, or simply companions who can alleviate homesickness.
The Pet Policy aims to provide a safe environment for our Pets, as well as for members of the SU community. The Pet Policy also serves to protect, maintain, and regulate the privilege of having residential Pets on campus enjoyed by members of the university community.
Pet Owners are responsible for protecting the rights of all community members as well as the physical beauty of the campus. By bringing a Pet to campus, the student has indicated an understanding of the policy. Pet Owners are encouraged to consider carefully the advantages and disadvantages of the residential campus environment for their individual pet.
This Pet Policy applies to SU students, as well as faculty or staff, who desire to have a Pet in a room on campus in which they live, which is in a Pet-Friendly Residential Facility.
Glossary of Terms
Pet means Large Pets or Small Pets.
Pet-Friendly Residential Facility
A Pet-Friendly Residential Facility is a SU residential facility in which Residence Life will permit Pets, subject to the restrictions and rules set forth in this Pet Policy.
Pet Owner means the primary handler of a Pet and the person who registers a Pet with residence life.
Large Pets are dogs (weighing 40 pounds or less), cats, rabbits, birds (measuring 16-32 in) and chinchillas.
Small Pets are fish, birds (measuring less than 16 in), rats, hedgehogs, hamsters, sugar gliders, gerbils, guinea pigs, amphibians, and small reptiles.
A Visiting Pet is a Pet that has not been registered by Residence Life to live on campus.
Emotional Support Animal (ESA)
Emotional Support Animal is defined in SU’s ESA Policy. An ESA is not a “Pet” under this policy, though ESA owners must comply with obligations in this Pet Policy (to the extent not in conflict with the ESA Policy), as well as the ESA Policy.
Under the Americans with Disabilities Act (ADA), a Service Animal is a dog that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. No animal other than a dog, except potentially a miniature horse, shall be considered a Service Animal for purposes of the ADA, even if trained. A Service Animal is not a “Pet” under this policy.
General Rules and Restrictions:
Students, faculty and staff members living in a Pet-Friendly Residential Facility, or who have reserved a room in a Pet-Friendly Residential Facility, may have a Pet live in their room, subject to the following general rules and restrictions:
- They complete and timely file a Pet registration application with Residence Life.
- They are a returning, transfer or graduate student eligible to live in an upper class residence hall.
- SU may consider the following factors, among others, as evidence in determining whether the presence of the animal is reasonable or or in the making of housing assignments for individuals:
- The size of the animal is too large for available assigned housing space.
- The animal’s presence would force another individual from individual housing.
- The animal’s presence otherwise violates individuals’ right to peace and quiet enjoyment
- The animal is not housebroken or is unable to live with others in a reasonable manner.
- The animal’s vaccinations are not up-to-date.
- The animal poses or has posed in the past a direct threat to the individual or others such as being venomous, or prior aggressive behavior towards or injuring the individual or others.
- The animal causes or has caused excessive damage to housing beyond reasonable wear and tear.
- The following are not permitted in a Pet-Friendly Residential Facility (or any other SU residential facility):
- Pets not registered with Residence Life.
- Animals that do not meet the definition of a Pet (or a Service Animal or an approved ESA or Visiting Pet).
- Dangerous or vicious dogs as defined in Virginia Code Section 3.2-6540 and 6540.1, respectively.
- Nonnative (exotic) animals listed in 4VAC15-30-40.
- Pets that require live or previously live food such as mice, small rodents, mammals and insects.
- Visiting Pets, unless they have been approved to be there by Residence Life.
All Pets must be in good health while residing on campus. SU may consult a veterinarian to make a recommendation to Residence Life regarding any Pet that it believes may be unfit to live on campus. Students agree to permit a veterinarian of SU choosing to inspect their Pet(s) upon request.
Residence Life shall have final authority to determine if: (i) a Pet is eligible to live on campus, and/or to remain on campus; and (ii) if a Visiting Pet may be on campus and if subject to any additional restrictions.
Pet-Friendly Residential Facilities
Residence Life determines for each school year which SU residential facilities are Pet-Friendly Residential Facilities. The Pet-Friendly Residential Facilities are:
- Edwards Residential Village - Designated rooms only.
- South Campus Commons - Designated rooms only.
Maximum Number of Pets
Unless otherwise approved by Residence Life in advance
- Residents are permitted a maximum of one Pet.
- A room may only contain one Pet (Large or Small).
Registration, Vaccination and Certification
All Pets must be registered and approved by Residence Life prior to residing on campus. Failure to register a Pet prior to bringing the Pet on campus may result in a fine of up to $150.00. All Visiting Pets must be pre-approved by Residence Life prior to their campus visit.
All Pets have a registration fee of $250.00 for the academic year. These fees will be charged to a student’s account.
Proof of current rabies vaccination must be presented when registering a dog or cat. Dog owners must submit proof of a Winchester City dog license. Dogs and cats are required to be spayed or neutered. Additionally, dog owners will be required to certify that their dog has not injured a person or companion animal and is not a “dangerous dog,” as defined in VA Code § 3.2-6540 or a “vicious” dog, as defined in VA Code § 3.2-6540.1 (or similar designation from another jurisdiction), and that they will notify Residence Life if a dog displays aggression toward a person or injures (or kills) another person or a companion animal.
Rules of Conduct
- Pet Owner assumes all responsibility for a Pet’s actions regardless of circumstances.
- Pet Owners must follow all local/state laws and regulations.
- All Pets must reside in the room to which they are registered and are not permitted indoors in other campus buildings.
- All Pets must be housebroken and relieve themselves outside. The use of training pads is not permitted in the Residential Facilities. Pet Owners must clean up after their Pet and may be charged cleaning fees if they fail to do so.
- All pets must be on a leash or in an animal appropriate container at all times while outside of the Pet Owner’s room, excluding the designated pet exercise areas. Under no circumstances are Pets (of any size) allowed to run around outside unsupervised.
- Animals should be crated/caged when the owner is not present in the room..
Violations of any of the above rules or other detrimental conduct will be referred to the Director of Student Conduct and Community Standards (if Pet Owner is a student or student visitor), and to the Director of Human Resources (if Pet Owner is an employee or employee visitor).
Pet Owners shall take care to ensure their Pet is safe and healthy, and does not disrupt the safety or beauty of SU’s campus nor interfere with the peaceful enjoyment of campus property by other members of the SU community.
Pet Owners, not SU, shall be liable for all damages and injuries caused by their Pets, including without limitation, any property damage to a room/hall which requires flea, tick or other similar treatment to remedy. SU recommends all Pet Owners obtain liability insurance for any damage to property or harm to others that may be caused by their Pets.
Residence Life staff will meet as necessary to consider complaints regarding Pets and may refer any matter for student conduct action. Any member of the SU community may file a complaint with Residence Life staff regarding any Pet by submitting a student of concern form. The complaint may address any form of misconduct or rule violation on the part of the Pet or Pet Owner.
Service Animals and Emotional Support Animals
Service Animals and ESA are approved through the Office of Student Support Services and must adhere to all conduct policies described in the Pet Policy. Owners of ESA are required to register their animal with Residence Life.
Campus Breaks, Closures, and Emergencies
During any campus break or closure over which the Pet Owner will be away from campus (Thanksgiving, Winter Break, Summer, etc.), the Pet Owner must remove the Pet from campus. There will be no exception to this rule and Pet Owners may face fines and/or conduct action. During emergency situations and drills (e.g., fire drills), Pet Owners must remove their Pet from the Residence Hall as directed by SU staff and emergency responders.
Pet Exercise Areas
SU has two areas for pet exercise. One behind the Brandt Student Center and one near South Campus Commons.
Virginia and Winchester Laws and Resources*
*These resources are presented for informational purposes only. Pet owners are responsible for complying with all applicable laws.
Sales, Solicitation and Fundraisers
Individuals and student organizations planning to conduct sales, solicitations and fundraising activities on or off campus and/or requiring a contractual agreement with non-Shenandoah agencies, must obtain the written approval of the assistant dean for student leadership and development (or designee). Non-student and non-Shenandoah-related individuals and organizations may not sell or solicit on Shenandoah University property without permission from the director of student engagement. Door-to-door solicitation is prohibited.
Any authorized sales, solicitations and fundraising activities are subject to applicable Shenandoah University regulations and local, state and federal laws. Requests may be approved for a specific area on campus or for pre-approved off-campus-locations. No solicitation shall interfere or conflict with the mission of the Shenandoah University. Any profits derived from sales, solicitations and fundraising activities on and off campus must be used for a purpose consistent with Shenandoah University policy and with the purpose of the sponsoring student organization.
Smoking in any university building or within 30 feet of any entrance or window is prohibited. Smoking includes, but is not limited to, the lighting or burning of any pipe, cigar, cigarette, electronic cigarette (aka vaping) or other product. Shenandoah University is committed to providing a safe, healthy and pleasant learning and work environment for its students and employees.
Sound Amplification Equipment
Shenandoah reserves the right to specify where and when sound amplification equipment may be used. Permission and specification for use of sound amplification equipment on campus must be obtained from the associate dean of student development (or designee).
Student of Concern
A student of concern is any student who displays behaviors that may adversely affect a student’s ability to be successful in the university environment.
To report a student of concern, complete the online form at www.su.edu, search “Student of Concern.”The report will be directed to the university’s Care Team.
When a Student of Concern report is filed, the case manager will respond, letting the reporter know it is being reviewed by the Care Team. A member of the team may follow up with the individual who filed the report. A member of the team may, if needed, reach out to the student of concern to assess what resources may benefit the student. An action plan will be developed for the student to reduce obstacles to their success at Shenandoah, and the student’s progress will be monitored. In some cases the referring person may not receive specific information about the student’s action plan (due to confidentiality).
Any student, family member, faculty or staff member can play an essential role in helping a student in distress. Expressions of interest, concern and compassion are important factors toward providing a student necessary assistance.
When an individual appears to be a threat to the safety of self or others, call 911. For on-campus situations, also call the Department of Campus Safety at (540) 678-4444. (Call 4444 from any campus landline phone.)
For more information about “Student of Concern,” contact the director of student conduct and community standards at (540) 535-3502.
- frequently falling asleep in class;
- dramatic change in energy level (high or low);
- changes in hygiene or appearance;
- significant changes in weight;
- frequent alcoholic intoxication;
- potential self-harm: noticeable cuts, bruises or burns;
- repeated absences from class, work or normal activities;
- apathy and/or extreme change in participation levels;
- frequent requests for extensions or exceptions for extenuating circumstances;
- sending troubling communications such as frequent, lengthy, rants or agitated emails to professors, advisors, coaches or supervisors;
- emotional outbursts of anger, hostility or frequent crying;
- noticeable personality changes; more withdrawn or more animated than usual;
- expressions of hopelessness, fear or worthlessness; themes of suicide, death or dying;
- direct statements of distress, family issues or other difficulties; and/or
- food insecurity or lack of housing.
- interferes with or disrupts the educational process, the rights of others and/or the normal functions of the university;
- uses demanding, verbally abusive, bullying or intimidating behaviors;
- displays extreme irritability; and/or
- shows irrational or impulsive behaviors.
- direct threat to harm self or others;
- references access to or use of a weapon or an act of violence;
- threatening communication;
- signs of physical abuse; and/or
- physical/verbal confrontations.
Student Leadership and Development supports a variety of student organizations, and these groups provide opportunities for social, professional, humanitarian as well as academic development for students. Types of student organizations include academic and professional, fine and creative arts, intercultural and international, sports and recreation, religious and special interest groups. OSLD encourages students to take active roles in campus organizations. Being involved with an existing organization or starting a new one is a great way to meet new people and can quickly connect a student to the Shenandoah community and beyond.
OSLD welcomes the formation of new organizations at any point during the academic year. New organizations keep the campus alive with student interest and innovation. To register an organization, more information on student organizations or for details on how to form a new club, contact the Office of Student Leadership & Development.
Associate Vice President of Student Leadership & Development
Dr. Fritz Polite
Unauthorized Use of University Property or Documents
Students shall not use, possess or sell any unauthorized parking permits, student IDs, keys or official Shenandoah University documents.
Housing and Residence Life Policies
All Shenandoah University students have rights and responsibilities when living on campus. Living on campus provides unique opportunities to be part of a diverse community with an emphasis on personal growth and development. Each residence hall is staffed with Residence Life personnel trained in peer counseling, programming and policy enforcement. They assist residents in developing community standards that respect individual and community rights and responsibilities. Resident assistants (RAs) are supervised by area coordinators (ACs) who are live-in, trained full-time professional staff members. ACs are charged with building community and administering policies and procedures.
See Alcohol and Other Drugs Policy.
Breaks (Fall, Winter and Spring)
Students may occupy their rooms on the dates specified by Shenandoah University and are expected to vacate them during fall break, Thanksgiving break, winter break and spring break and within 24 hours of their final examinations at the end of each semester. Residents are expected to clean their rooms, remove all trash and perishable food as well as set the heat to 68 degrees or the air conditioning to 74 degrees before leaving for any break. Failure to complete any of these tasks will result in fines and conduct violations. Residents who demonstrate a need to occupy their rooms during any of the above breaks may request permission from the director of residence life (or designee). Residents must request and be approved to remain on campus during breaks. Occupying a residence hall during breaks could result in being referred through the conduct process. Students with significant conduct histories as determined by the assistant vice president of student affairs and dean of students (or designee) may be denied the privilege of remaining on campus over breaks. Residents are not permitted to have overnight guests during university breaks. When the dining hall is closed, residents remaining on campus are responsible for their own meals.
Entering a residence hall during breaks without permission from the director of residence life (or designee) is prohibited and results in a minimum fine of $50 (in addition to the break fee). This precaution is for the safety and protection of students authorized to remain on campus and property in residence halls.
Students may not be able to live on campus when the entire university is closed for scheduled breaks.
Bulletin Board Damage
Bulletin boards are located in all residence halls. Resident assistants are responsible for the content of these boards. All non Residence Life generated notices/fliers for residence halls must be approved by the student communications and marketing coordinator prior to being posted. The Residence Life Office reserves the right to approve content. Unapproved notices/fliers will be removed and discarded. Students found responsible for bulletin board or whiteboard vandalism (writing graffiti, tampering with the board, removing, damaging or destroying information, etc.) will receive disciplinary sanctions that include restoration of the bulletin board and a minimum $50 fine.
Check-In and Check-Out Procedures
Each residence hall is inspected by the Residence Life staff before new residents move in. Students are required to fill out Room Condition Forms. Students should note any damage or missing items on the Room Condition Form to avoid being charged when they check out. Any damage not attributed to a single student will be split between roommates. Residence Life staff inspect all rooms for damage and will assign charges. Damages are billed to the resident(s).
Residents must abide by the appointed schedule for arrival. Early arrival is limited to students deemed essential to university functions and who have prior approval of the director of residence life. Students are not permitted to move in early if they do not have prior authorization.
Residents must officially check out with their Residence Life staff before leaving school or changing rooms. Residence Life staff members must be present at check out. Students are responsible for leaving rooms in the same condition in which they were found. This includes thoroughly cleaning the room, cleaning the bathroom if applicable, emptying trash and removing all non-university furniture and belongings. The room key must be turned in at this time and noted on the resident’s Room Condition Form. All expenses incurred as a result of damages are the responsibility of the resident(s). Charges are assessed upon a mutual understanding between roommates, and lacking agreement, the charges will be divided. Signed written statements indicating who specifically should be charged can be submitted to the area coordinator. Room cleaning charges range from $25 to $200 per student.
Any non-university owned property left on campus at the end of an academic year or after a student leaves Shenandoah will be disposed of if not claimed within 24 hours. This includes bicycles. A minimum $50 room clearing charge will be assessed against any student who fails to remove their items of personal property within 24 hours of check-out or separation from the university.
Express Check-Out allows greater flexibility for residential students. Residents need to pick up key envelopes, sign the “express checkout” section of the Express Checkout Envelope, put the key inside the envelope, and return it to a Residence Life staff member. Damages will be determined by the staff member after the resident(s) have departed.
Custodians routinely clean public areas, including stairways, halls, laundry rooms, public bathrooms and lounges. Students are expected to maintain orderly and sanitary conditions in their rooms and bathroom areas, including disposal of personal trash into university trash bins. Items left in laundry rooms will be disposed of after 24 hours.
Kitchen and Common Area Spaces
Students are responsible for cleaning their personal utensils, dishes, pots, pans and storage containers. After use, students are responsible for cleaning and discarding their trash when using common areas. Counter spaces, stove, sink and tables should be cleaned when using the kitchen. If cleaning becomes an issue, the kitchen may be restricted or closed.
Residential students are responsible for damage done to the common areas of residence halls. Common areas are lounges, bathrooms, hallways, laundry rooms, stairways, etc. If damage occurs to furniture, floors, walls, ceilings and fixtures in common areas, Residence Life staff and Department of Campus Safety officers will determine who is responsible for the damage. In the event an individual(s) cannot be identified, repair and/or replacement costs will be charged to all residents of the floor and/or building.
Students, organizations or university representatives may use a residence hall lounge area if a reservation request is made through the hall’s area coordinator at least 48 hours in advance. Reservations for the courtyard area of Edwards Residential Village (volleyball and grill area), The Village (grill and fire pit), and East Campus Commons (grill) should be made by contacting the director of residence life.
Conduct Infringing on Others
All pranks and/or careless, irresponsible behavior is unacceptable, especially if the behavior causes or has the potential to cause damage to university or personal property, or causes personal injuries or infringes on the rights of others. Such behaviors include but are not limited to water fights and shaving cream fights as well as throwing, kicking or bouncing balls, Frisbees and other similar items inside or against residence halls. Throwing objects against the exterior of any university building is prohibited.
Activities that could endanger the safety of persons and/or damage property are prohibited within the residence halls. This includes, but is not limited to, playing floor hockey, throwing a Frisbee or football, use or storage of hoverboards, or playing any other sports in the residence halls including bouncing a basketball, roller skating, roller blading, skateboarding, riding bicycles, water fights, firing toy guns that use hazardous projectiles, throwing objects from windows, entering or exiting from windows, etc. Activities that could endanger the safety of persons and/or damage property are also prohibited on the grounds of the residential communities; this includes but is not limited to the use of hoverboards, firing toy guns and the use of hazardous projectiles.
Electrical Appliances, Cords and Multi-Plug Adaptors
A major appliance is defined as any appliance that draws 4 or more amps of electricity when in use; the amount of amperage is usually stated on the appliance. (Area coordinators can assist students who are unsure about a particular appliance.) All major appliances such as coffee pots, mini-refrigerators (3.1 cubic feet or less), microwaves (1000 watts or less), hair dryers, curling irons, curlers, etc., must be directly plugged into wall receptacles; extension cords may not be used in the halls. All appliances must be energy star compliant.
No major appliances such as refrigerator (larger than 3.1 cu ft), cooking range, washing machine, clothes dryer, dishwasher, air conditioning equipment, deep freeze units or other appliances, regardless of size, may be installed or brought into any residence hall without prior written consent from the Director of Residence Life or Designee.
University provided appliances, water heater/plumbing, range, air vents, or any other existing fixtures must be utilized only for their intended purpose and must not be removed or modified in any way.
Because of high voltage and/or exposed heating elements, the following appliances are not permitted in residence halls:
- electric blankets
- halogen lamps, lava lamps
- hot plates, toaster ovens, crock-pots, electric fry pans, bread machines, George Foreman grills or any item with an open heating element
- window air conditioner units, portable heaters, open burners
- including but not limited to, power tools, saws, large moving blades, etc.
- irons may be used only on ironing boards.
**Extension cords are prohibited in all residence halls.**
No more than one (1) power-bar adapter with surge protectors are to be plugged in per wall outlet. Power-bar outlets with surge protectors are not to be plugged into each other.
- Power-bar adaptors with surge protectors may not exceed 6-feet in length and must be “heavy-duty.” Heavy duty is defined as a cord with no less than 14-gauge wire.
- Only one major appliance may be plugged into any wall-type multi-plug-in adapter.
- Electrical wires may not run through doors, windows and/or holes in the floor, ceiling or walls. Wires may not be nailed or tacked into any surfaces.
- Electrical wires may not run around or under bed frames, mattresses, furniture, carpeting, file cabinets or any other fixtures, that can conceal or damage the cords.
- Electronics should be evenly distributed around a room.
- All wires must be clear of foot traffic routes and not placed under beds, furniture or other items.
- Wires should never be taped to metal beds.
- Frayed cords and lamps without shades should not be used.
False Fire Alarms
Virginia law strictly prohibits anyone from tampering with fire and safety equipment. Falsely pulling fire alarms, discharging fire extinguishers, removing exit signs and fire procedure signs, etc., will lead to disciplinary action and possible criminal prosecution. Any student who knows a false fire alarm has been sounded should immediately notify the Residence Life staff and/or the Department of Campus Safety. Any student found responsible for falsely pulling a fire alarm will incur severe conduct sanctions, potential hall re-location or removal from housing and a disciplinary fine.
Fire drills are scheduled throughout the year as required by state law. Participation in drills is mandatory. All fire alarms should be considered as fire alerts, and the building must be immediately evacuated. Refusing to evacuate constitutes a hazard to fire officials and results in disciplinary and/or legal action, including a minimum $25 fine and an educational sanction.
Fire Safety Regulations
Residence Life staff is fully prepared to support and encourage all students in promoting fire safety. Students should present their concerns or ideas for safer residence halls. The following regulations are in effect for student safety:
- The use of or possession of any dangerous chemical or explosive materials such as fireworks, incendiary devices, lighter fluid, gunpowder or gasoline is strictly prohibited.
- Tampering with or setting off fire alarms, smoke detectors, fire extinguishers or intentionally lighting a fire in a Shenandoah building is prohibited.
- The possession of hookahs, candles, oil lamps, incense or other open-flame items is prohibited as well as substances that result in producing an offensive odor.
- Motorcycles and bicycles may not be kept in hallways, stairwells, attached to fire equipment or placed in any manner that interferes with exit from buildings. Bicycle racks on campus are for students’ use.
- Parachutes, sheets, fish nets, tapestries and other large flammable items are not allowed to be suspended from residence hall ceilings.
- Access to windows, doors and corridors must be kept clear for emergency egress.
Furniture (University Owned)
University-owned furniture from common areas should never be placed in students’ rooms. Furniture from vacant residence hall rooms may not be moved into another room; this includes mattresses. Residents who are found in possession of university-owned furniture not assigned to their rooms will face disciplinary action, including a minimum fine of $50. Residence hall room furniture and other items belonging to Shenandoah University may not be moved out of a room. Missing furniture will be charged to the resident(s) at full replacement cost.
- All decorations must be made of fire-resistant materials.
- Live Christmas trees or greenery are not permitted in residence hall rooms or hallways.
- No holiday lights are permitted in residence hall rooms or hallways.
- Decorations must be removed before leaving for winter break. Artificial snow must be removed thoroughly. Decorations left during winter break will be removed and discarded and the hall/group responsible for the decorations will be billed.
- All decorations on the exterior of residence halls will be left to the discretion of the residence life staff.
- Residence life staff will inspect rooms to ensure that decorations are safe.
Students who want to live on campus will be provided housing if (1) they are an admitted student and (2) have submitted a housing application/housing contract by June 1 for the next fall semester and by Dec. 1 for the spring semester.
Students who cease to be full-time (minimum of 12 credits undergraduate and 9 credits graduate) and/or who for all practical purposes drop out of school (i.e. do not attend class) will be required to leave the residence hall within 48 hours. Students still attending class but dropped or withdrawn from a class making them less than full-time status need approval from the director of residence life to continue living in their residence hall.
Students removed from residence halls for violations of university conduct policies will still be held to the financial obligations for the housing contract for the remainder of the current academic semester.
Shenandoah University reserves the right to change or cancel any room assignment in situations in which the health, community and/or good order is jeopardized, as deemed by the assistant vice president for student affairs and dean of students.
When only one person occupies a double occupancy residence hall room, consolidation will be required and Residence Life reserves the right to fill the vacancy. A resident who engages in conduct designed or intended to dissuade or intimidate another student from moving into a room, or who otherwise attempts to manipulate the housing assignment process, will face disciplinary action.
Shenandoah University is not liable for the personal property of its students. The university’s property insurance does not cover students’ personal property; it is each student’s responsibility to obtain personal property insurance. Students should consult with their parent(s) or guardian(s) regarding the availability of coverage under the parent’s/guardian’s homeowners or tenants policy. If parents or guardians have no insurance coverage, but coverage is desired, students are encouraged to purchase personal effects coverage.
Students are responsible for damages in university-owned residence halls or other rented/leased areas in which they live. Costs of repairs and/or replacement of damaged property and/or restitution will be charged to the student(s) responsible and judicial action may be taken.
All full-time undergraduate students enrolled at the Winchester campus are required to live in university residence halls for the duration of their first and second years at Shenandoah University (typically served during their freshman and sophomore years).
Students who are either Junior, Senior
or Graduate status, or have already fulfilled their two year requirement, do not need to apply for a housing exemption.
Transfer students with less than 36 credit hours when they enter the university are required to live on campus. There is no residency requirement for students enrolled at the Northern Virginia campus in Loudoun County.
Exceptions to this requirement will be available only if students meet one of the following:
- Living with parents or legal guardians and commuting to campus within 30 miles.
- Married, living with their spouse.
- Twenty-two years of age or older (on the first day of the semester of application).
The SU Housing Contract is binding for the full academic year. In the event you move out of your room prior to the end of the academic year, you will not be entitled to a refund of your room and board fees, and you will be charged as liquidated damages and not as a penalty, a one time fee of $500, which will be due immediately.
Incoming students who document one of the above exceptions do not have to complete an off-campus request form in order to gain approval to move off-campus. Other students must clearly document emergency situations that justify a contract break. Students will be notified via university e-mail of the decision. Applicants should expect a minimum of 7 business days to process requests.
If the request to move off campus is granted, housing assignments will be placed on hold for two business days. Residents have these two business days to rescind the request without penalty. If a student decides to remain on campus after this two-day period, the current assignment will possibly be forfeited, and the student will be reassigned to another hall and/or room. Permission to break a contract may carry a financial penalty.
Students entering their second year at Shenandoah who do not apply for housing are randomly assigned to a room and billed for a 19-meal plan for the upcoming academic year.
Key Duplication, Lock-Outs and Possession of Master Key
Shenandoah prohibits students from duplicating keys. Students who lose keys should immediately contact a member of the Residence Life staff for replacements. When a student loses their residence hall room key, the lock cylinder must be re-cored for safety reasons and a new key issued as soon as possible. The cost to the student is $100.
Any student who needs access to their room after two previous lock-outs is charged $10 for each additional lockout.
Any student found with an unauthorized master key or building key is subject to fines as well as disciplinary action. Any student who uses a master key to enter another student’s room or Shenandoah University office or other facilities is subject to disciplinary action.
When available, university beds may be bunked. The university does not permit lofts.
While the university is responsible for routine maintenance, each residential student is responsible for reporting maintenance concerns by submitting an electronic work order. If a repair is not made within 48 hours of filing a report, contact the RA to submit a second request. If a repair is still not made, contact the area coordinator.
The university provides electrical power, heat and water and maintains these utilities under controllable conditions. Residents must understand that, as a condition of this policy, the university is not responsible or liable for any damage or loss to students’ personal property caused by the failure of such utilities, no matter the reason. Moreover, Shenandoah University is not in breach of this policy if such utility service is suspended for any reason. If the premises are rendered unsafe or unfit for occupancy, the university will offer alternative housing if it is available.
Students are expected to use discretion with regard to noise in residence halls. Consideration of others is expected at all times. Stereos, TVs and radios must be kept at volumes that cannot be clearly heard outside a room. In general, musical instruments may not be played inside residence halls; the exception is instruments that can be played with the use of earphones. Practice rooms are available in conservatory buildings for vocal and instrumental practice. A violation of Quiet Hours is cause for disciplinary action.
Quiet Hours ensure an environment conducive to student learning and wellbeing. Quiet Hours are:
- Sunday night through Friday morning: 10 p.m. to 8 a.m.
- Friday, Saturday and Sunday nights: midnight to 10 a.m.
Whenever Quiet Hours are not in effect, Courtesy Hours are enforced in each residence hall. Courtesy Hours encourage each student to be responsible for their hall community. Consideration for one another is essential to maintaining a positive learning environment. Violation of Courtesy Hours is cause for disciplinary action. From the last day of classes until the last day of exams, Quiet Hours are in effect 24 hours each day.
Students may request to change roommates after the second week of each semester. Residence Life will first try to help the roommates repair their relationship through mediation. If mediation is unsuccessful, the area coordinator may recommend a room change. Room Change Forms are available in the Office of Residence Life. Each roommate is required to obtain permission prior to the change. Once a room change is approved, the move must occur within 48 hours unless the director of residence life (or designee) grants special permission. A minimum fine of $50 may be levied against any student who changes rooms without receiving proper approval. Students may not request room changes during mid-term and final examinations week.
Room Entry, Inspection and Search Policy
Shenandoah University reserves the right of entry by authorized personnel to any room to protect the health and welfare students and the Shenandoah community. University officials will exercise this right in any emergent situation or when there is reason to believe that Shenandoah University or civil laws are being broken.
Shenandoah University has a right to enter and search rooms with just cause, as long as the entry and search are not done in an arbitrary and capricious manner that unnecessarily deprives a student of fundamental fairness. The intent of this policy is to provide protection for the rights of each Shenandoah student, while at the same time providing Residence Life, Department of Campus Safety and Shenandoah administrators the means to maintain and protect the educational environment necessary for the university to fulfill its primary purpose.
Authorized Entry and Search
When an individual has reasonable cause to believe a student has violated a Shenandoah policy, and the relevant or prohibited materials remain in a room or suite, a request may be made for an authorized entry and search. The request should be directed to the appropriate Student Affairs staff member who will inform the assistant vice president of student affairs and dean of students (or designee). After considering the request, the assistant vice president of student affairs and dean of students (or designee) may give authorization to conduct an authorized entry and search a student’s room for specified items.
Health & Safety Inspections
Health & Safety inspections are held once a month by residence life staff. Inspections are announced either by email or printed fliers at least 48 hours in advance. The primary objective is to maintain a safe and healthy living environment. When health or safety risks are discovered, or prohibited items are found, those items are removed. Confiscated items will not be returned to the student or guest. Some items may be retrieved by the student and taken home during their next university break. Resident assistants will show residents the proper methods to correct potentially problematic situations. If the resident is not present for the inspection, the situation will be corrected and a note left for the resident. Repeated health and safety failures will result in a conduct meeting. Health and safety inspections are also opportunities for residents to make staff aware of needed repairs.
Prohibited Items Include but are not limited to: ceiling fans, chain and deadbolt locks, outside antennas, George Foreman Grills, Toasters, waterbeds, candles, incense, items with an open heating element, items with an open flame, combustibles such as gasoline, explosives to include firecrackers and fireworks, extension cords, hoverboards, power tools, saws, large moving blades.
- Items not permitted in all rooms, flats, suites, or apartments include non-UL approved electrical items, halogen lamps, microwaves larger than 1,000 watts (microwaves less than 1,000 watts are permissible), kerosene lamps, space heaters, propane and other flammable liquids or harmful chemicals, window air conditioning units not provided by the University, mercury thermometers, fog and smoke machines, and any items otherwise prohibited by University policy.
- Deep-fat fryers, toaster ovens, waffle makers, gasoline stoves or open-flame cooking appliances, sternos, immiscible heaters and open-coil hot pots and hot plates are not permitted in rooms.
- Coffeemakers with hot plates, or similar warming plates, are not permitted. Coffeemakers with internal heating devices, such as ©Keurig or ©Tassimo, are permissible.
- UL-approved surge protected power strips and plug adapters with reset switches are permitted but cannot be connected to another similar item to add length to an outlet. Power strips, extension cords, and plug adapters without surge protection are prohibited.
- The possession or use of any type of firearm, ammunition, gunpowder, fireworks, air rifle, air pistol, spring-powered pellet (or “BB”) gun, paintball gun, blade-based weapon, knife over four inches in length, sword, chukka stick, throwing star, brass knuckles, slingshot devices, chemical/biological weapon, or any other substance or device designed to harm or incapacitate, is prohibited.
Violations of Break Closings, Health and Safety Inspections and Missed Hall Meetings
Written warning letters may be issued for minor break closing violations, monthly health and safety violations and missed building meetings for first time offenses. Repeated violations will result in official conduct conversations or conduct hearing processes for any subsequent violations. Please note in the above warning letters, the student is given the option to meet in person with a conduct officer if there are any questions, concerns and if a student does not accept responsibility. The student must notify the conduct officer if they would like to do so by the deadline indicated in the warning letter.
Custodial and Maintenance Room Entry
Shenandoah University reserves the right of entry by custodial and maintenance personnel in performance of necessary repairs and/or improvement to the residence hall. Custodial and maintenance staff will leave hang tags giving notice that they have performed work in a room if no residents are present.
Residence Life and Department of Campus Safety staff members may, without verbal or written authorization from a higher authority, enter a student’s room either forcibly or with a building master key in cases of fire, explosion, bomb threat, attempted or suspected suicide or other situations that call for immediate entry.
Any unauthorized or illegal items observed in a room during an emergency entry may result in an investigation after the emergency has passed. If vandalism, arson, assault or other violations of Shenandoah policy are suspected in a room, appropriate Shenandoah officials may be called upon to conduct an investigation. The results of such an investigation may result in disciplinary action and/or criminal prosecution.
Students are responsible for behaviors which are in violation of University Policies that occur in a student room, apartment, or common area.
For the first two years, most residential students live in a double-occupancy room. Single-occupancy rooms are limited. When available, single rooms are assigned first by need such as documented medical need, and then others may be available during the housing lottery process. When a student does not have a roommate in a double-occupancy room, Shenandoah University reserves the right to fill the vacancy.
Smoking in any university building or within 30 feet of any entrance or window is prohibited. Smoking is defined as the lighting or burning of any pipe, cigar, cigarette, electronic cigarette (aka vaping) or other product. Shenandoah University is committed to providing a safe, healthy and pleasant learning and work environment for its students and employees.
Storage space beyond what is provided in each residence hall room, is not available for residential students. All personal possessions must be removed when students leave the residence halls at the end of the academic year.
Visitation is permitted only when roommates agree to the visitor and the length of the visit does not violate the guest policy. If visitation privileges are abused, the residential student may lose this privilege and no longer be permitted to have any guests in their room.
- Minors are not permitted in University housing without prior written permission from the Director of Residence Life or designee, unless the minor is visiting briefly with a parent or legal guardian. Babysitting in University housing is prohibited.
- Guest Policy
- Residents are permitted to have guests with roommate approval. Guests should be accompanied at all times within the residence hall.
- Residential students will only have ID access to their assigned residence hall or residential facility. They would need to be the guest of another student and escorted to gain access into another residential facility.
Shenandoah University’s Sexual/Gender Harassment, Discrimination and Sexual Misconduct Policy
Statement Against Discrimination
All members of the Shenandoah University community, including guests and visitors, have a reasonable expectation to be free from all forms of sex/gender harassment, misconduct, and discrimination. Sex discrimination includes quid pro quo (this for that), sexual harassment, sexual assault, dating violence, domestic violence, and stalking. Sexual misconduct occurs when individuals engage in any sexual acts and one individual does not consent to the sexual act or withdraws/withholds consent to a sexual act. Gender/Sex discrimination occurs when one party is treated differently or singled out because of their gender in any education program or activity.
Sexual harassment, discrimination, and misconduct violate Shenandoah University policy and federal civil rights law, including the Title IX Education Amendments of 1972. As a recipient of federal funds, the University complies with Title IX of the Education Amendments of 1972 (Title IX). Title IX provides that: “No person in the United States shall, on the basis of sex, be excluded from participation in, be denied benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance.”
All members of the campus community, including visitors and guests, are expected to conduct themselves in a manner that does not infringe upon the rights of others. The university believes in zero tolerance for sex/gender-based misconduct both on and off campus. Zero tolerance means that when an allegation of misconduct is brought to an appropriate administrator’s attention, protective and other remedial measures will be used to reasonably ensure that such conduct ends, is not repeated, and the effects on the victim and community are remedied, including serious sanctions when a respondent is found to have violated this policy. All university employees, staff, and faculty are mandated reporters. Mandated reporters are required by Shenandoah to report to the Title IX Coordinator any allegations of sexual misconduct that are reported to them. The only employees exempted from this reporting requirement are as follows: The staff at the Wellness Center, the staff and volunteers at the [Not] Just Women’s Center, Rev. Justin Allen, Rev. DeLyn Celec, Chaplain Hanaa Unus the counseling staff located in Cooley Hall and Sarah Celec, the Safety & Health Programs Coordinator. These exempted employees are not required to make any reports to the Title IX Coordinator and are considered confidential resources.
Shenandoah University is committed to investigating and adjudicating reports of sexual harassment, misconduct, and discrimination according to the policies of the University. The University will provide support to both the complainant and the respondent throughout the investigative and resolution process.
The university uses preponderance of the evidence (also known as “more likely than not”) as the standard of proof for deciding whether a policy violation occurred. In campus resolution proceedings, legal terms like “guilt,” “innocence” and “burdens of proof” are not applicable. Shenandoah’s policy uses the terms “complainant” and “respondent,” as required by the Department of Education’s regulations on Title IX. Campus resolution proceedings are conducted to take into account the totality of all relevant evidence. The university does not presume a respondent has violated a policy when a report is submitted. Each party has an opportunity to present their facts and evidence during the course of an investigation. A separate decision-making panel, none of whom will have served as an investigator in the same case, will review an investigation report and relevant evidence, and hold a live hearing before making a decision if it is more likely than not a respondent violated policy.
Lastly, the university’s sex/gender harassment, misconduct, and discrimination policies are not meant to inhibit or prohibit educational content or discussions inside or outside of the classroom that include controversial or sensitive subject matters protected by academic freedom. Academic freedom extends to topics that are pedagogically appropriate and germane to the subject matter of courses or that touch on academic exploration of matters of public concern.
If you think sex/gender harassment, misconduct or discrimination has happened to you or a friend, contact the university’s Title IX Coordinator at firstname.lastname@example.org. We encourage you to report. Whether you report or not, Shenandoah has resources for you.
Please refer to the Sexual Misconduct Policy website for the current policy and procedures: www.su.edu/campus-life/shenandoah-universitys-stance-on-sexual-misconduct/.
Transcript Notations Concerning Sexual Violence Violations
A prominent notation* shall be placed on the academic transcript for each student who has been suspended, permanently dismissed or withdraws while under investigation for an offense involving sexual violence under Shenandoah University’s Sexual Misconduct Policy.
The notations will read as follows:
Permanent Dismissal from Shenandoah University for sexual violence under Shenandoah University’s Sexual Misconduct Policy [begin date through end date].
Suspended for a violation of Shenandoah University’s Sexual Misconduct Policy involving sexual violence effective [begin date through end date].
*Students suspended from the university shall remain out of school for a period of at least one academic semester. After that period, a student can petition for reinstatement through the Dean of Students Office and student conduct. Students not attending class at Shenandoah for three consecutive semesters will need to reapply for admission.
Withdrew while under investigation for sexual violence under Shenandoah University’s Sexual Misconduct Policy [begin date through end date].
*This notation shall be removed from the transcript if the student is subsequently found not responsible for a violation of the sexual misconduct policy or not suspended or expelled as a result of a violation of the sexual misconduct policy. Shenandoah will remove from a student’s academic transcript any notation due to such student’s suspension if the student (i) completed the term and any conditions of the suspension and (ii) has been determined by the institution to be in good standing according to the institution’s code, rules, or set of standards governing such a determination.
The ABCs of Student Services
Student Support Services
Smith Library, Room 312
Director of Student Support Services Holli Phillips
Monday through Friday: 9 a.m. to 5 p.m.
Services in the center include academic skills development workshops such as time management, preparing for tests and learning styles; study skills courses; developmental services and testing to upgrade skills; assistance with academic counseling; free peer tutoring; referral to counseling and Career Services; monitoring academic progress; coordination of programs for students with disabilities; a resource library; and the Writing Center.
Vice President for Student Affairs Yolanda Gibson
Wilkins Administration Building, Room 235
NOTE: Students are encouraged to resolve issues first by talking to their Residence Life staff or faculty adviser, depending on the situation. Those individuals can point the student to appropriate resources. Before going to the president of the university with issues of academics or campus life, students should meet with the vice president for student affairs.
Brandt Student Center
Associate Director of Student Activities and Brandt Student Center Facility Operations Myles Hairston
Monday through Friday: 8 a.m. to midnight
Saturday: 10 a.m. to midnight
Sunday: 11 a.m. to midnight
Hours change during breaks and summer months.
Director of Recreation and Wellness Matt Levy
(540) 665-4790, email@example.com
Monday through Saturday: 11 a.m. to 11 p.m.
Sunday: noon to 11 p.m.
Hours change during breaks and summer months.
Monday through Saturday: 8 a.m. to 11 p.m.
Sunday: 11 a.m. to 11 p.m.
Hours change during breaks and summer months.
A valid SU I.D. card must be presented for entrance to the fitness rooms in the Brandt Student Center and the Health Professions Building. All facilities are free to use.
Shenandoah Outdoor Adventure & Recreation
Recreation and outdoor programming exist to promote healthy, active lifestyles through recreational and experiential opportunities. Programs and services enhance physical, psychological, ethical, intellectual and social development while fostering community and building relationships. Outdoor programs throughout the year take students to wonderful locations throughout the Shenandoah Valley for a variety of adventures.
Mosaic Center for Diversity
Monday through Thursday: 9 a.m. to 8 p.m.
Friday: 9 a.m. to 5 p.m.
Hours change during breaks and summer months.
Bulk Mail and Copy Center
Romine Living Center, East Campus Commons
Manager Karen Myers
The Bulk Mail and Copy Center handles large printing projects such as concert programs, posters, flyers, etc. Its fees are comparable to local quick-print shops.
Brandt Student Center, lower level
Monday through Friday: 9 a.m. to 5 p.m.
Saturday: 10 a.m. to 2 p.m.
Brandt Student Center, main concourse
Manager Zoe Anne Vaughan
Monday through Friday: 8:30 a.m. to 4:30 p.m.
Incoming university mail is processed twice a day and distributed to student mailboxes, which are assigned to all full-time residential students. Mail sent to students should be addressed with name and box number followed by Shenandoah University, 1460 University Dr., Winchester VA 22601. Postage stamps, envelopes and some packaging supplies are available for purchase.
Campus Shuttle Service
Mondays through Fridays: 7 a.m. until 11 p.m.
During the academic year, the campus shuttle van covers East Campus Commons/ Romine Living Center at 7 a.m., with stops at Henkel Hall, Ohrstrom-Bryant Theatre/ Ruebush Hall, Edwards Residential Village, South Campus Commons, Halpin-Harrison Hall, the north end of Armstrong Hall, and the John Kerr Building downtown. The route takes 30 minutes, with the shuttle returning to East Campus Commons on the hour and the half hour. In case of snow or ice, the shuttle may alter operations. Direct questions to the Department of Campus Safety at (540) 678-4444 or firstname.lastname@example.org.
Career and Professional Development
Cooley Hall, Room 314
Director, Heather Bambara
Career and Professional Development works with students throughout all aspects of their career development process, from choosing a major to career changes. Shenandoah University is committed to the belief that career development is a lifelong process influenced by many factors, with the end result being personal satisfaction and a solid career. Services offered include career exploration, experiential learning through internships, volunteer, summer and part-time opportunities, as well as, graduate school search assistance, resume building, interview skills workshops and job search assistance. Career and Professional Development also maintains a Credential File Service for students and alumni.
Center for Civic Engagement
Cooley Hall, Room 112
Director, Rebecca Gibson
As part of its mission, Shenandoah University educates and inspires students to be “ethical, compassionate citizens who are committed to making responsible contributions to a community, nation, and world”. The Center for Civic Engagement works to provide experiences for students to become more active, informed, and engaged participants in a just and democratic society. Volunteer opportunities, dialogues across difference, voter engagement, leadership development, and community action are all opportunities within this center.
Child Care Center
118 Regency Lakes Dr., Winchester (off Rt. 7, east of main campus)
Director, Julie Tavenner
Monday through Friday: 7 a.m. to 6 p.m.
The Shenandoah University Child Care facility offers care for infants through school age. The program is designed to address the child-care needs of Shenandoah University students, faculty and staff who have young children.
City Bus Service
The City of Winchester transit line follows a regular schedule and route. The Millwood Avenue bus provides service from campus to downtown at 10 minutes before the hour, and leaves City Hall for Shenandoah on the half-hour. Service from other areas of the city to downtown is available. A schedule is available at www.winchesterva.gov.
Computer Help Desk
Technology Support Services
Howe Hall, Room 112
Monday through Friday: 7 a.m. to 5 p.m.
Limited after-hours support via Help Desk phone.
Halpin-Harrison Hall, Room 142
Monday through Friday: 8 a.m. to 9 p.m.
Assistant Vice President for Student Affairs and Dean of Students
Dr. Suzanne O’Driscoll
Cooley Hall, Room 201
Find Shenandoah University Student Life on Facebook, Twitter, Instagram and YouTube.
There is rarely a day on campus when there’s nothing to do. Between conservatory performances, athletic events, guest lecturers, special programming, clubs and organizations, a student can be as busy as they want to be – and almost everything on campus is FREE with a Shenandoah University I.D. card. Students are encouraged to check their SU email, read the student newspaper, follow Hornets athletics and Shenandoah University Student Life on social media, be engaged and enjoy all that college life has to offer in and out of the classroom.
Allen Dining Hall
Monday through Thursday: 7:15 a.m. to 7:15 p.m.
Friday: 7:15 a.m. to 6:30 p.m.
Saturday and Sunday: 9 a.m. to 6:30 p.m.
Hours change during breaks and summer months.
Brandt Student Center Food Court
Monday through Thursday: 10:30 a.m. to 10:30 p.m.
Friday: 10:30 a.m. to 5:30 p.m.
Saturday & Sunday: closed
Monday through Friday: 7:30 a.m. to 11 p.m.
Saturdays: 1 to 11 p.m.
Sundays: 1 to 10:30 p.m.
Hours change during breaks and summer months.
Brandt Student Center Jazzman’s Cafe
Monday through Friday: 7:30 a.m. to 10:30 p.m.
Saturdays: 10 a.m. to 2 p.m.
Monday through Friday:
- All day griddle 7am to 10:00pm
- Breakfast menu 7am to 9:30am
- Lunch 10:00am to 1:30pm
- Dinner menu 4:00pm to 10:00pm
Saturday and Sunday
*Hours change during breaks and summer months.
Health Professions Building Cafe
Monday through Friday: 7:30 a.m. to 1:30 p.m.
Meals are provided for residential and commuting students who have meal plans. In the Allen Dining Hall, students present their I.D. cards at the door for unlimited food and beverage selections and refills. Students not on meal plans or visitors to the campus are encouraged to enjoy the dining service facilities and to pay at the door. Students also have the option of using meal plans or cash at retail outlets in the Brandt Student Center and at the HPB Café at the Winchester Medical Center. There are also off-campus restaurants that accept flex dollars.
Health (Physical and Mental)
See Wilkins Wellness Center.
Health Professions Building Services
Winchester Medical Center Campus
SU security is onsite
Monday through Thursday: 6:30 a.m. to 10 p.m.
Friday: 6:30 a.m. to 5 p.m.
Saturday and Sunday: access with valid SU I.D./swipe card
HPB Fitness Room
Monday - Thursday 7 a.m. - 10 p.m.
Friday - Sunday 7 a.m. - 5 p.m.
HPB Health Sciences Library
Library staff present
Monday through Friday: 9 a.m. to 1 p.m.
Library is accessible with valid SU I.D./swipe card 24/7
Wilkins Administration Building, second floor
Tuition, room and board, parking tickets and other fees are paid at the front counter (Accounts Receivable). Work study checks are distributed at this location.
International Programs and Travel
Center for International Programs
Cooley Hall, ground floor
Director International Programs Bethany Galipeau-Konate
Shenandoah offers a wide range of travel opportunities, including its unique Global Citizenship Project, which annually sends dozens of students around the world during spring break – all travel expenses paid by the university. The university is also home to more than 100 students from other countries, and the Center for International Programs serves as an office for international student organizations. The Center encourages all students to broaden their horizons by stopping by the Center first.
Library (Alson H. Smith Library)
Director Andy Kulp
Sunday: 1 p.m. to midnight
Monday through Thursday: 8 a.m. to midnight
Friday: 8 a.m. to 8 p.m.
Saturday: 10 a.m. to 6 p.m.
Located in each residence hall
Laundry facilities are available for use only to Shenandoah University residential students. The Auxiliary Services Office is responsible for addressing any problems with their operation. The cost of operating washers and dryers is 25 cents each.
Lost & Found
Located at the Brandt Student Center Information Desk
(See BSC hours of operation.)
Mosaic Center for Diversity
Director of Inclusion, Diversity and Equity, Malik Henry
Brandt Student Center Room 120
Shenandoah University is committed to an inclusive and diverse culture. The Mosaic Center for Diversity provides a space where all identities are respected. The Mosaic Center focuses on diverse cultures, experiences and perspectives to inspire all members of the Shenandoah community to strive for inclusive excellence. Educational trainings, celebratory events, advocacy for students and leadership opportunities are core components of the Mosaic Center for Diversity.
The [Not Just] Women’s Center’s (NJWC)
The [Not Just] Women’s Center’s (NJWC) mission is to provide an overall safe, inviting and inclusive environment for all students. No matter their sex, gender, orientation, ethnicity, socioeconomic status, immigration status or religious beliefs, anyone can be a victim of sexual assault. The NJWC is committed to a campus free of sexual violence and from the fear of violence. Students can expect confidential peer support and information regarding healthy sexuality, healthy relationships, the importance of consent, tools for survivors, positive body image, being an active bystander and ways to prevent sexual assault. We are committed to spreading awareness, speaking out against injustice, educating on prevention and offering tools for intervention.
email@example.com | 540-665-4595
Monday – Friday 9 am – 5 pm
Assistant Dean for Inclusion, Diversity & Equity
Director, Lori Etheridge
Cooley Hall, Room 212
Living on campus helps students build foundations for academic and social success. Residential students develop support systems, forge lifelong friendships, meet people from diverse backgrounds and integrate into the campus community. Through immersion in the academic, cultural and social life of the institution, residential students develop skills and tools that lead to student success. For this reason, first and second-year students are required to live on campus, taking advantage of the graduated living options that facilitate students’ development.
Department of Campus Safety
Wilkins Hall, Room 144
(540) 678-4444 for assistance 24/7
911 for true emergencies
Director of Campus Safety Rick Frye
Shenandoah University stands by the belief that personal safety is the responsibility of the individual, who must be aware of their surroundings and use good judgment. The Department of Campus Safety is staffed 24/7, and its officers are trained to respond and assist students, employees and guests on campus. Officers routinely patrol campus on foot and in vehicles. Emergency phones are located across campus and are also connected to the Winchester Police Department. Officers also work to educate students and employees about appropriate behavior that increases the safety of the individual as well as the entire campus community.
University Chaplain, DeLyn Celec
Goodson Chapel Recital Hall, lower level
The great diversity of faith traditions among Shenandoah’s students enriches the cultural life on campus. Shenandoah encourages mutual respect for various religious perspectives while offering programs that support and nurture spiritual growth. The Spiritual Life staff incorporates a wide variety of opportunities for worship, study, service and spiritual growth. It seeks to weave together spiritual and intellectual journeys. The office sponsors a number of programmatic initiatives that meet students’ desires for prayer, study, ethical reflection, fellowship and service. Weekly Sunday worship is at University Chapel at noon and the weekly Wednesday Night Live service is held at 10 p.m.
Student Government Association
Associate Vice President of Student Leadership & Development
Dr. Fritz Polite
Shenandoah University affirms the rights and responsibilities of students to have a voice in the university’s decision-making process. As a representative body, the members of the Student Government Association are charged with representing student ideas and keeping students updated on key issues at the institution. The Student Government Association officers and representatives serve as voting members of many university policy-making councils and the Board of Trustees.
Title IX Coordinator
Wilkins Administration Building, Room 151
The University’s Title IX Coordinator oversees compliance with all aspects of the sex/gender harassment, discrimination and misconduct policy. Questions about this policy should be directed to the Title IX Coordinator. Anyone wishing to make a report relating to discrimination or harassment may do so by reporting the concern to the university Title IX Coordinator.
Wilkins Wellness Center
Racey Hall, ground floor overlooking quad
Executive Director of Wilkins Wellness Center and the Counseling Center, Hanan Kallash, FNP-BC
Monday, Wednesday, and Friday: 9am-5pm; lunch break 12pm-1pm
Tuesday and Thursday: 9am-8pm; lunch break 12pm-1pm
Appointments are encouraged at su.studenthealthportal.com
Walk-ins are based on availability; Monday, Wednesday, and Friday 9:30am-3:30pm and Tuesday and Thursday 9:30am-6:30pm.
The Mary B. Wilkins Wellness Center is an ambulatory health clinic providing acute care for students as well as health education, physical examinations and preventive health services such as immunizations. The staff includes registered nurses and a family nurse practitioner (FNP). The nurses assess illnesses and injuries and treats according to standard protocols. It is beneficial for students to take advantage of the Wellness Center services whenever possible. Most services are free to all students. In the event of a complicated illness or injury, the student may be referred to a local physician or Urgent Care. In the event of an emergency, the student will be referred to Winchester Medical Center emergency department.
The Counseling Center offers short-term personal counseling for a wide variety of mental health and substance-use issues. The Center provides a comfortable, safe and confidential environment that allows students to explore personal concerns. It is in this nurturing setting students can practice strategies for improving decision-making skills, learn healthy coping methods and find support for appropriate resources. Free individual and group therapy is available only to students. The Counseling Center has a relaxation room that features a massage chair, aromatherapy, pamphlets and online assessments. The Counseling Center assumes no obligation for long-term therapy and is subject to session limits, but maintains a referral network to a variety of agencies and qualified practitioners in the community.
Howe Hall Room 204
Dr. Doug Enders, director
Monday through Thursday: 10 a.m. to 8 p.m.
Friday: 10 a.m. to 4 p.m.
HPB and at NVC hours are posted at www.su.edu/writing_center The Shenandoah University Writing Center takes as its primary mission one-to-one instruction in writing for all students. The conferences between students and Writing Center staff, either face-to-face or online, work to enable students to learn productive habits in pre-writing, drafting, revising, and editing. Using directive and non-directive instructional techniques, the Center’s staff encourages students to do their own work but to value consultation as a valuable part of composing. The ultimate goal of the Center is to develop more able student writers.