Registered Student Organization Conduct Policy & Procedures


NOTE: The RSO Conduct Policy is currently under revision. This is an interim policy that is in effect until the new policy is approved.

Overview

Registered Student Organizations (RSOs) are a vibrant, important part of the Husky Experience and UW community. As with all communities, with this membership comes responsibilities. The UW Student Code of Conduct forms the basis for the behavioral expectations of students and student organizations in the UW community.

The overarching goal of the RSO conduct process is to teach accountability and improved critical decision-making, and to help RSOs and their leadership be stronger community members, managers, and prevent any possible future infractions.

RSO conduct is governed in two places- the RSO Policy Guide and the Student Code of Conduct. Alleged violations of the RSO Policy Guide are managed primarily by the Student Activities Office (SAO). Alleged violations of the Student Code of Conduct by individual RSO members will be referred to the Office of Community Standards and Student Conduct (CSSC). Alleged violations of the Student Code of Conduct by Panhellenic or Interfraternity Council fraternities and sororities with recognition agreements with the University will be referred to the Office of Fraternity and Sorority Life (OFSL). Certain types of infractions may be referred to the UW Civil Rights Compliance Office (CRC)

Sanctions imposed for infractions of the RSO Policy Guide or the Student Code of Conduct depends on the nature/severity of the infraction, as well as any history of previous violations. Sanctions will also have varying impact on the registration status and good standing an RSO has with the University.

Registration Status

An RSO must be in good standing to maintain their registration status. An RSO is considered in good standing if, for the past 12 months, the organization has complied with all University of Washington policies and procedures, including those outlined in the RSO Policy Guide and the Student Code of Conduct. Good standing of an RSO is impacted by violations of the RSO Policy Guide, engaging in behavior prohibited in the Student Code of Conduct, or debt owed to University departments or vendors.

Infractions

Infractions subject to the Student Activities Office conduct process include University of Washington policy and procedures. These include (but are not limited to):

  • Abuse of computer and software technologies
  • Acts of Dishonesty
    • Misuse of allocated/approved funding
    • Misrepresentation to staff members regarding the purpose of event
    • Providing RSO Benefits to non-RSO entities or providing RSO resources to RSOs that are not in good standing, suspended, or banned.
    • Trademark violations and/or false representation of UW affiliation
  • Aiding or assisting other students or RSOs in committing prohibited conduct
  • Creating a public nuisance off-campus
  • Disruption or obstruction of University instruction
  • Failure to comply with requests from University employees
  • Failure to obtain required permits/license/approvals for events such as:
    • Use of University Facilities
    • Temporary Food Establishment permits
    • Public film showing licenses
    • Alcohol permits
  • Littering
  • Misuse of RSO resources (email, website)
    • Use of RSO resources to promote a for-profit business
  • Misuse of University facilities
    • using meeting spaces/rooms without a reservation
    • hosting event substantially different in nature from what was approved through a UUF
  • Possession of firearms, explosives, dangerous chemicals or other dangerous weapons
  • Retaliation
  • Theft
  • Unauthorized access to keys, facilities, or use of University property
  • Unauthorized recording
  • Unpaid debt to University departments or vendors
  • Use of amplified sound without UUF approval
  • Vandalism
  • Violation of the campus chalking policy
  • Violations of the campus posting policy
  • Violation of disciplinary sanctions

Student Code of Conduct Infractions: Infractions subject to the Offices of Community Standards and Student Conduct process include violations of the Student Code of Conduct outlined in Chapter 478-121 of the Washington Administrative Code (WAC): Student Conduct Code for the University of Washington or the UW Civil Rights Compliance Office. These infractions include (but are not limited to):

  • Alcohol Violations*
  • Discriminatory harassment
  • Drug Violations*
  • Harassment or bullying*
  • Hazing
  • Sexual assault, exploitation, and harassment
  • Stalking
  • Violation of federal, state or local law*

*The nature and severity of the infraction will determine whether the case is referred to CSSC or CRC or if the case is handled by SAO.

Group Administrators and members of any RSO may also be subject to individual investigation and adjudication through the CSSC student conduct process or the CRC process.

RSO Conduct Process

  1. The Student Activities Office (SAO) receives a report alleging a violation of the RSO Policy Guide or the Student Code of Conduct.
  2. Depending on the nature of the alleged infraction, the Associate Director for Student Activities (ADSAO) or designee may pause the organization’s registration for a period of up to 10 days during fact-finding for the complaint. During this pause, RSOs will not have access to registration benefits (https://hub.washington.edu/get-involved/sao/rso-benefits-training-policies/rso-benefits-resources/). SAO will notify the Group Administrators and advisor(s) and SAO staff that the group’s registration has been paused.
  3. The ADSAO or designee will determine, and may consult with the CSSC/CRC on whether the investigation will be handled by CSSC/CRC or SAO.
  4. Within 10 days of receipt of the complaint, the ADSAO or their designee will conduct fact-finding regarding the alleged infraction. The fact-finding process will focus on gathering all of the pertinent information necessary to determine whether a violation has occurred.
  5. If it is determined that there is enough information to charge an RSO with an alleged violation of the RSO Policy Guide, the ADSAO will send an email to the RSO’s Group Administrators. The email will notify them of the complaint, with a statement of the alleged violation(s), and a request to set an RSO Conduct Meeting with the ADSAO to review evidence and present their own evidence and statements. The RSO will have 5 school days to respond to the email. The RSO’s registration may remain paused until the completion of the conduct process.
  6. If an RSO does not respond to the allegations letter by the stated deadline or refuses to participate in the process with SAO, their registration will be paused for 20 days or until such time as the group administrators participate in the conduct process whichever is shorter. The group will also not be permitted to re-register until they go through the conduct process. Group Administrators will be informed of the terms of the registration pause via email.
  7. If the RSO does not respond within 20 days, the matter will be adjudicated by the ADSAO without the RSO’s participation based on evidence already gathered. The RSO Group Administrators and advisors will be informed of the final outcome via email and there is no opportunity to appeal the decision.
  8. The RSO Conduct Meeting will go over the evidence supplied to SAO, a review of the policies alleged to be violated, and any evidence or statements the RSO Group Administrators bring to the meeting.
  9. The RSO may be accompanied by one advisor or one interested party with whom they may consult, but the interested party or advisor may not speak for the RSO or interfere with the meeting.
  10. A preponderance of evidence will be used as the standard for making decisions for sanctions.
  11. Within 10 days from the date of the RSO Conduct Meeting, if the ADSAO or designee determines the violation(s) occurred, the ADSAO or designee will prepare a written Resolution Letter that outlines the manner in which the RSO takes responsibility for their actions and what sanctions will be imposed. The written statement and Resolution Letter will be emailed to the RSO’s Group Administrators, any outside advisor, the complainant, and kept on file in the Student Activities Office.
  12. If the RSO does not agree to the terms of the Resolution Letter, the RSO may appeal to the Executive Director of the HUB. The RSO’s registration may remain paused pending the Appeals Process.

RSO Policy Guide Infractions Conduct Process – Appeals

  1. If the RSO does not agree with the terms of the Resolution Letter, the RSO has 20 days from receipt of the Letter to appeal to the Executive Director of the Husky Union Building (HUB XD) or designee. If the RSO does not appeal to the HUB XD within 20 days, the sanctions of the Resolution Letter will remain in place.
  2. Appeals must be submitted via email to the HUB XD or designee.
  3. The HUB XD or designee will review the facts and may interview RSO members or other parties related to the complaint. The RSO is given the opportunity to provide additional evidence or testimony either in a meeting with the HUB XD/designee or by email.
  4. The HUB XD or designee will render a decision within 10 days of receipt of the appeal. The Final Resolution Letter will be emailed to Group Administrators and advisors, and kept on file by SAO. The decision is final.
  5. If the RSO declines to abide by the decision and imposed sanctions (if any), their registration will be suspended until such time as all sanctions are completed.

Completion of Sanctions/Reinstatement

If the RSO’s Registration has been suspended or revoked, the RSO may apply to the AD SAO for reinstatement during the next registration period once all of the following have occurred:

  • any time periods specified for suspension or registration revocation have expired;
  • the RSO has admitted violations of the Student Conduct Code and/or RSO Policy Guide that led to such sanctions and addressed the issues;
  • the RSO has completed any corrective actions and/or or paid any fines/restitution set forth in such sanctions; and
  • the RSO is able to establish in all other respects that it is eligible for Registration pursuant to the terms of the RSO Policy Guide then in effect.

If the RSO’s application for reinstatement is denied, the RSO may apply for reinstatement no sooner than the end of the following academic quarter. RSOs may reapply for their Registration during the next open Registration period once SAO or CSSC confirm they have completed all of their sanctions.

Types of Disciplinary Sanctions for RSOs

  • Reprimand/Warning: This is a formal, written notice of violation and reprimand sent to the RSO’s primary email address and all five Group Administrators by SAO. The RSO must take action immediately regarding the warning. Continued similar misconduct will result in a more formal conduct process and additional sanctions.
  • Probation: Minimum duration of probation is one full academic quarter. If the violation occurs after the fifth week of spring quarter of the previous academic year, probation will include fall quarter of the following academic year. to be determined by SAO based on the nature of the infractions that led to Probation.
    • As a condition of probation, an RSO may also be required to take certain measures during the probation period. These include, but are not limited to:
      • Maintain strict adherence to the RSO Policy Guide and Student Code of Conduct during the probationary period.
      • Officers and members may be required to attend a special training or RSO Orientation session regarding their violation or behavioral action.
      • An RSO may be banned from access to a variety of RSO benefits and resources for a minimum of one academic quarter, to a maximum of one academic year.
      • Completion of community service project determined by the AD SAO
      • Additional sanctions as determined by SAO.
  • Restitution: The RSO, officers, or members will be responsible for payment of damages to University property caused by themselves or their sponsored guests or any unpaid debts to University departments or vendors.
      • The RSO and its officers will be required to pay in full, or have an approved repayment plan in place for, any outstanding debt owed to a University department or vendor. If outstanding debt is managed by University Collections, the RSO and its officers are responsible for repayment of all debt.
  • Suspension: An RSO’s registration and all privileges and access to RSO benefits and resources may be revoked for the duration of the suspension period. Suspensions will have a minimum duration of one academic quarter to a maximum determined during the RSO Conduct process. An RSO with its registration suspended must meet with the ADSAO to apply for reinstatement within 30 days of the end of the suspension period, and demonstrate that they have fully resolved all problems that led to the suspension sanction.
  • Permanent Revocation of Registration: As a result of serious, intentional or repeated violations, the RSO’s registration may be permanently revoked. The RSO would not be permitted to reregister. Attempts to reregister using a different name will not be approved.

Policy References

Community Standards & Student Conduct
Schmitz Hall 447
UW Box 355836
1400 NE Campus Parkway
Seattle, WA 98195
206-685-6194
cssc@uw.edu