Raider Responsibilities
The Dean of Students office contributes to the holistic development of students by enforcing the Student Code of Conduct through processes that promote education, fosters a sense of accountability, encourages personal and community responsibility, and mutual respect. You can quickly “Know the Code” in this Student Conduct one-sheeter. Review the topics below to understand conduct and behavioral expectations for SOU students.
Amnesty for students: When the health and safety of a fellow Raider are at risk, calling for help is always the right thing to do. Students should call for help in an alcohol- or drug-related emergency, or large social gatherings, without the concern of university disciplinary actions, as stated in the Amnesty Statement.
Behavioral Expectations
What is the difference between being an active bystander and being complicit?
Most members of the SOU community act in a mature manner consistent with the benchmarks of mutual respect, civil discourse, appreciation of differences, and responsible choices. However, it is necessary to protect the many from the few who may choose to act in an irresponsible manner. This is one of the main reasons the university has a Student Code of Conduct and a comprehensive set of policies and regulations.
When an individual’s safety is not compromised, students have a responsibility to adhere to the institutional policies, procedures, and guidelines at SOU. In addition, students are obligated and responsible to take actions to prevent misconduct or problematic behaviors from occurring. Students are expected to be active bystanders in the community by attempting to prevent misconduct from happening, disengaging from others who are exhibiting problematic behaviors, or reporting to appropriate authorities.
The absence of a student’s active participation in a situation where misconduct or problematic behavior is occurring is an insufficient response. By being an active bystander in the SOU community, students are willing to engage in preventing, stopping, and/or reporting problematic behavior that they observe. These engaging actions can be in the form of speaking out, intervening in a safe manner, or reporting the behavior so that the involved person(s) can be connected to resources and support on campus. All students are obligated to be responsible within the SOU community and take an assumption of risk when determining whether to be an active bystander.
What are some of the policies and expectations for you as a student?
Questions about policy expectations?
If you have any specific questions, please email sou-conduct@sou.edu or dos@sou.edu
Marijuana, Alcohol, & Other Substances
Alcohol
If you are under 21 years of age, it is a violation of local, state, and federal law and SOU’s policies for you to possess, consume, or be in the presence of alcohol (applies to on-campus and off-campus).
What can happen if I am under 21 years of age, and stopped by a university official, Campus Public Safety (CPS), or Ashland Police Department (APD) for possession or consumption of alcohol?
If it is the 1st time you have been contacted by a university official, CPS, or APD for possession or consumption of alcohol (including paraphernalia) then you will most likely get a warning, rather than a citation. However, APD and CPS officers reserve the right to give a citation on their 1st encounter with violations on- or off-campus.
If this is the 2nd time you have been contacted by a university official, CPS, or APD regarding marijuana possession or consumption, you most likely will be given a citation for Minor in Possession of Alcohol. This means that you have been given a misdemeanor citation that you will have to follow up with the City of Ashland’s court to go through next steps.
If you are 21 years of age or older and live:
On-campus and in the residential halls, you are allowed to have alcoholic beverages in your room only if you roommates that are under 21 years of age. If you have a roommate that is under 21 and shares a room with you, you are not allowed to have any open containers in their presence and you are not allowed to give your roommate(s) access to the alcoholic beverages. For more information about SOU Housing policies, please see SOU Housing Guide to Community Living.
*Please note, drinking games of any kind are prohibited. Any known drinking games (such as King’s cup, beer pong, etc.) that are used with water, are still considered to promote drinking alcoholic beverages.
If you live off-campus, you have an obligation to be a responsible student and person by not buying, distributing, or allowing underaged persons to consume alcohol in your dwelling. Students who live off-campus are still required to adhere to all local, state, and federal laws, and the Student Code of Conduct.
Public intoxication at any age is prohibited. Intoxication to the point of incapacitation at any age is prohibited.
Cannabis and Marijuana
Am I allowed to possess or consume Cannabis or Marijuana at SOU?
Southern Oregon University is a federally funded institution, and therefore, marijuana is not allowed on SOU campus at all.
What about if I have an Oregon Medical Marijuana (or out-of-state marijuana) card?
If you have a valid Oregon Medical Marijuana card, the only legal place that you are allowed to possess and consume marijuana is at a private residence off campus. Please know that Oregon may not recognize or validate out-of-state medical marijuana cards for off-campus activity, and all students are responsible for knowing and abiding by SOU policies and law.
Is it legal to consume marijuana in public?
It is a violation of law to consume marijuana in any public place (your car is not considered a private place) in Oregon. If you are at least 21 years old, the only legal place that you are allowed to consume marijuana is at a private residence off campus.
What can happen if I am at least 21 years of age, and stopped by a university official, Campus Public Safety (CPS), or Ashland Police Department (APD)?
If you are on campus, and are at least 21 years old, your marijuana and any paraphernalia items will be confiscated. You may pick up your items within 30 days from the CPS office and these items will only be released to you when you have secured a place off-campus to possess them.
What can happen if I am under 21 years of age, and stopped by a university official, Campus Public Safety (CPS), or Ashland Police Department (APD)?
If it is the 1st time you have been contacted by CPS or APD for possession or consumption of marijuana (including paraphernalia) then most likely you will get a warning, rather than a citation. However, APD and CPS officers reserve the right to give a citation on their 1st encounter with violations on or off campus.
If this is the 2nd time you have been contacted by CPS or APD regarding marijuana possession or consumption, you most likely will be given a citation for Minor in Possession of Marijuana. This means that you have been given a misdemeanor citation that you will have to follow up with the City of Ashland’s court to go through next steps.
Are CBD products allowed on campus?
Yes, CBD products that contain no amounts of THC (e.g. lotions, vape pens/products) are allowed on campus but please be aware of restrictions regarding smoking on campus (25 feet from any building) and that it’s prohibited in the residential halls.
Cannabis Policy
In compliance with the Federal Drug Free Schools and Communities Act, Southern Oregon University prohibits the unlawful manufacture, dispensation, possession, use, or distribution of a controlled substance (illicit drugs and alcohol) of any kind and of any amount. This prohibition applies even if the state or a licensed clinician has issued a medical marijuana card to an individual, permitting that individual to possess a limited amount of marijuana for medicinal purposes; those with medical marijuana cards are not permitted to use medical marijuana on campus. These prohibitions cover any individual’s actions which are part of any university activities, including those occurring while on university property or in the conduct of university business away from the campus. It is a violation of university policy for any member of the faculty, staff, or student body to jeopardize the operation or interests of Southern Oregon University through the use of alcohol or drugs. For more information please see the SOU Student Health and Wellness Center’s Alcohol and Other Drug website. There are a wide variety of Support Groups across departments and focus-areas; view the list of offered groups for this current term.
Other Controlled Substances
Use, possession, cultivation, manufacture, promotion, sale and/or distribution of narcotics or other controlled substances, except as expressly permitted by law, is prohibited. Use and/or possession of prescription drugs prescribed to another is prohibited. Alcohol and other drugs may not be consumed in the course of any class, laboratory, or other activity at which attendance is required as part of a student’s course or degree requirements. Exceptions are granted for wine appreciation classes.
Student Conduct
You received a Conduct Investigation letter: Now what?
Please read the letter in its entirety before contacting the Investigator or Hearing Officer. Any student who has received a notification that they are mandatorily required to appear in a meeting for the purposes of investigating a conduct concern, whether they are a complainant, respondent, or witness, is strongly encouraged to attend the meeting. Please know that if you are a responding student, there may be alleged charges against you. Alleged charges are determined by the Investigator based on the initial information provided to the Dean of Students office. We recommend that you attend the meeting, bring any factual information that you would like to present to the Investigator, and comply with any interim measures (if applied) while the conduct process is in progress.
Interim or Temporary Suspensions
Interim University Suspension: It means that while the student conduct process is occurring, that you are temporarily not allowed to be:
- On campus (you physically are not allowed to be in the residence halls, Hawk, or any University owned buildings while you are temporarily suspended). If you are found on University property, you will be given a citation. If you are found a 2nd time on campus, then you will be arrested.
- Participate in any University activities (including clubs, programs, sports, etc.)
- Participate in in person classes (you may be referred to remote/online instruction, and this is at the discretion of your hearing officer)
- Why is the Interim University Suspension occurring?
- The Investigator/Hearing Officer from the Dean of Students has reviewed the initial information brought to the office’s attention, typically regarding concerning behavior or an elevated concern that the student needs to be separated from the university in an attempt to deescalate a situation and/or to keep the community safe.
Interim Housing Suspension: It means that while the student conduct process is occurring, that you are temporarily not allowed to be:
- In the Residential Halls or Student Apartments and Family Housing, this includes you as a “student” and as a “guest”. You may not enter these two designated areas on campus, as a guest of another student or resident.
- Why is the Interim Housing Suspension occurring?
- The Investigator/Hearing Officer from the Dean of Students office has reviewed the initial information brought to the office’s attention, typically regarding concerning behavior or an elevated concern that the student needs to be separated from the residential halls or apartments in an attempt to deescalate a situation and/or to keep the community safe.
The conduct process: An opportunity to explain your side of the story.
Please read the letter from the Dean of Students office in its entirety before contacting the Investigator or Hearing Officer. Any student who has received a notification that they are advised to appear for an Administrative Conference or Hearing Board, whether they are a complainant or respondent, is strongly encouraged to attend. Please know that if you are a responding student, the alleged charges have been deemed by the Investigator as having enough evidence to bring it to a hearing. Alleged charges are determined by the Investigator based on all the information provided to the Dean of Students office.
We strongly recommend that you attend the meeting (although the Administrative Conference or Panel Hearing is voluntary, and your absence will not have any bearing on determinations or outcomes) so that you can explain your perspective/side of the story, provide any factual witness names and contact at least 48 hours in advance of your hearing, and comply with any interim measures (if any) while the conduct process is in progress. Please know that decisions, determinations, and any potential outcomes will still be decided in your absence if you decide not to attend the meeting.
Prepare for your meeting: Questions you may be asked.
You will be asked to explain your perspective or side of what happened related to the alleged incident. You are encouraged to be open and honest through this process, as honesty and taking responsibility for actions that you did or didn’t do is part of growth. It works in your favor when you take responsibility for your actions or choices.
Some questions you may be asked:
- What happened?
- Who did and said what?
- Who was impacted?
- Looking back, were there more responsible choices that you could have made?
- Were you open, honest, and compliant with any police or university official’s directives at the time of the incident?
Are you allowed an advisor and a support person?
Each student (respondent and complainant) is allowed to have one support person within the student conduct process. A support person may be a family member, friend, parent, staff or faculty advisor, or lawyer.
- Support person: The support person may not make a presentation or represent the party bringing the complaint or the respondent during the hearing. The support person may confer quietly with the complainant or the respondent, exchange notes, provide interpreting, clarify procedural questions with the conduct officer or chair, and suggest questions to the complainant or the respondent. The complainant and/or the respondent is responsible for representing their case and presenting their own information.
- The role of a Student Conduct Advisor is to be a support person and also to be knowledgeable about the student conduct process, student rights, and options. All Student Conduct Advisors undergo training so that they can guide any student through their process from start to finish.
Students are expected to reach out through email to sou-conduct@sou.edu and request an advisor.
*Please note that scheduled conduct meetings or hearings will not be rescheduled if an advisor is unable to attend.
If you are a faculty or staff member who may be interested in becoming a Student Conduct Advisor, please submit this form.
After the process: Sealing a conduct record, appealing a decision, and potential holds.
Conduct Record
Your student conduct record is protected under FERPA. This means that detailed information pertaining to your conduct file cannot be released to any outside organization, program, or companies without your authorization (Release of Information and/or FERPA release).
Official conduct records are created for all cases where violations are attributed and adjudicated. University dismissals are reported to the University Registrar for disenrollment, application of holds, and possible transcript annotation. All adjudicated conduct becomes a part of the official educational record, which will be released upon receipt of a properly executed request for release of information or subpoena. Typically, only University Suspensions or Exclusions will also be visible on a student’s academic record. All other sanctions or outcomes will only be visible on a student’s conduct record, which may only be shared through the process outlined above.
Appeals
If you have been found in violation (responsible) for any violation(s) of the Student Code of Conduct, you have a right to appeal under certain considerations.
An appeal must meet specific criteria to be considered complete and eligible for the appeal process. All appeals must be in writing; students are encouraged to submit this form. Please submit your appeal to sou-conduct@sou.edu
The specific criteria for an appeal is outlined below (page 13 of the Student Code of Conduct):
“A decision may be appealed within ten (10) business days of the date of the decision letter to the Dean of Students or designee. Such appeals must be in writing and must be delivered by mail or email. An appeal is limited to one or more of the following purposes:
- To determine whether the original hearing was conducted fairly in light of the allegations and information presented and in conformity with the procedures outlined in this Code.
- To determine whether the decision reached regarding the respondent was based on facts sufficient to establish that a violation of university policy occurred using a preponderance standard, which is a more likely than not standard.
- To determine whether the sanction(s) imposed were appropriate for the violation(s) for which a responsible determination was made.
- To consider new information sufficient to alter a decision or other relevant facts not brought out in the original hearing, because such information and/or facts were not known to the person appealing at the time of the original hearing.”
Outcomes
Sanctions or outcomes are determined by the Hearing Officer or Panel Chair after any student is found responsible for any violations of the Student Code of Conduct. There is no systemic outcome that is guaranteed based on one or more violations of the Student Code of Conduct, and it is at the discretion of the Hearing Office or Panel Chair to make these decisions. Some of the considerations when determining sanctions/outcomes are:
- Have the same or similar violations have occurred in the past?
- If so, what were the previously assigned sanctions/outcomes?
- Was the student open, honest, and compliant at the time of the incident with any police or university authority?
- Is the student open, honest, and compliant during the student conduct process?
- Is the student willing to take responsibility (“Yes, I did this”) and/or willing to take accountability (“Yes, I did this and I’m willing to understand that my choices have negative implications/impacts on myself and others. I’m willing to change my behavior, and understanding that my irresponsible choice has consequences”).
- For a list of possible sanctions/outcomes, please see Section J of the Student Code of Conduct (page 10).
Holds
What happens if a student doesn’t complete their sanctions/outcomes assigned?
- A Dean of Students Hold will be placed on their account, which will prevent them from registering for classes.
What happens if I have a Dean of Students Hold already on my account?
- You need to complete your sanctions/outcomes for the hold to be removed. If you need a reminder of what sanctions/outcomes you need to complete, please email sou-conduct@sou.edu
Resources: Student confidentiality, notification policy and waiver to share a conduct record.
Obtain a Conduct Record
How can you obtain more information related to your student’s conduct process?
If you are a parent, family member, or guardian who wishes to obtain information related to your student’s conduct process, your student must have an “all access” signed FERPA on file. Only students can sign or authorize someone else to receive confidential information through the official signed FERPA release form. Once the form has been signed and sent into SOU, only then can the Dean of Students office speak with you regarding any of your student’s information. For more information about SOU’s FERPA release form, please visit the Raider Student Services FERPA page.
Frequently Asked Questions
Does this impact my financial aid?
Review your specific scholarship requirements, as some eligibility criteria may require that you be in “good conduct standing”. If you are suspended or expelled your financial aid will be impacted. Please talk to your student conduct hearing officer for more information AND reach out to your financial aid counselor.
Does this impact my ability to remain in my program (Honor’s, ROTC, Athletics, etc.)?
Most programs, clubs, or organizations have their own policies and standards in addition to the Student Code of Conduct. The Dean of Students office reserves the right to notify coaches if it is deemed essential that they need to be aware that an active investigation or student conduct process is occurring. Please consult with your hearing officer if they intend to notify anyone.
If I already went to court do I still have to meet with you?
Yes, the university has a separate conduct process. In your meeting, a hearing officer will determine whether or not you violated university policy; if you did, university sanctions may additionally be assigned.
Since I met with you, do I still have to go to court?
Yes! Our process is separate from court, and you definitely want to show up for your court date.
I can’t finish my sanction by the assigned deadline, what do I do?
Email the Dean of Students office at sou-conduct@sou.edu and we can see if you are eligible for an extension. Approval for an extension is at the discretion of your hearing officer and typically only granted in extenuating circumstances.
Will my athletic coach find out about this incident?
If you participate in an NCAA-sanctioned athletic team, your coach will likely find out about this incident. We encourage you to talk to them so they can hear from you rather than another source. The Dean of Students office reserves the right to notify coaches, team leaders, or a board member if it is deemed essential that they need to be aware that an active investigation or student conduct process is occurring. Please consult with your hearing officer if they intend to notify anyone.
Will my student employer find out about this incident?
Check your job description to see if there is a clause about a conduct record. If an incident occurred during your working environment, most likely your supervisor will know and is mandated to report to the Dean of Students office.
Will my club/organization find out about this?
We do not notify clubs or organizations about conduct incidents, but we recommend you think about how this incident could impact your club or organization if they were to find out about it. If an incident occurred within the time, place, or manner of official or unofficial clue/organization activities, then the club or organizational leader/officer may be notified of the general incident if their cooperation is needed in the investigation. However, details of the incident or who it is involving will not be given unless the information was already known through the person’s testimonial account. If your club or organization allegedly violates a policy, please refer to section L (Student Groups and Organizations) of the Student Code of Conduct.
If I violate policy outside of Jackson or Josephine Counties does it matter?
Yes, if you violate policy outside of Jackson County we can still be notified, from either another academic institution or police. If notified, our office has a duty to review the case and follow the same process we would if the case occurred in Jackson or Josephine County.
Will you tell my parents/guardian about this?
If your parent, guardian, or family relation communicates to the Dean of Students office and there is a signed FERPA on file for you, we will be able to inform them about an active investigation or hearing process. However, without a release we can not divulge specific information about your case. SOU reserves the right to notify a parent, guardian, or family relation in the following circumstances:
- Hospital visits for alcohol poisoning or drug overdose;
- Behavior or circumstances which put the student at an imminent safety risk, including repeated or alarming levels of prohibited substance abuse; and/or
- Serious mental health concerns.
What if I was the one who called for help for my friend? Why am I having a meeting?
We want to meet with all parties involved so we can get a better understanding of an incident. We will consider several factors, including our Amnesty Statement and your involvement in the incident, before determining whether or not to find you responsible for violating a policy.
I was found responsible for a similar incident or violations before, will that impact this case?
It depends on the previous violation, how long between incidents, and the incident that occurred. There is no systemic outcome that is guaranteed based on one or more violations of the Student Code of Conduct, and it is at the discretion of the hearing officer or panel chair to make these decisions. Some of the considerations when determining sanctions/outcomes are:
- Have the same or similar violations have occurred in the past?
- If so, what were the previously assigned sanctions/outcomes?
- Was the student open, honest, and compliant at the time of the incident with any police or university authority?
- Is the student open, honest, and compliant during the student conduct process?
- Is the student willing to take responsibility (“Yes, I did this”) and/or willing to take accountability (“Yes, I did this and I’m willing to understand that my choices have negative implications/impacts on myself and others. I’m willing to change my behavior, and understanding that my irresponsible choice has consequences”).
If a Housing official or Campus Public Safety officer asks to come into my suite/room, what should I do?
All students are required to comply with the directives of any university official when they are performing their duties. In addition, if you are a student living on campus you are obligated under the Student Code of Conduct and your SOU Residential Lease to comply with a lawful search if there is a suspicion that any laws or university policies are being broken. Students are strongly encouraged to comply and allow the university officials (e.g. housing staff, Campus Public Safety, Ashland Police Department) to come into your room/suite if they believe that policies and laws are being violated. Any student who refuses to comply will be charged with additional violations under the Student Code of Conduct and housing lease.
Am I able to get an incident outcome expunged/voided from my student conduct record?
Student conduct records may be voided by the Dean of Students for good cause, upon written petition of the student. Factors to be considered in review of such petitions include:
- The present demeanor of the student;
- The conduct of the student subsequent to the violation;
- The length of time between the violation and the request; and
- The nature of the violation and the severity of any damage, injury or harm resulting from it.
- Files that are successfully voided shall not be reported on future background checks.
For Parents/Support Systems
Will you be notified if your student is charged with any violations of the Code of Student Conduct or Housing contracts?
Most likely not. A fundamental goal of the university is to support students’ independence and maturity, in part by encouraging them to assume responsibility for their own educational and personal matters.
However, under laws and policies that govern the privacy rights of students, SOU has the authority and reserves the right to contact parents or guardians of dependent students about a variety of serious matters and the parents, family, or guardians of all students in certain emergencies regarding imminent serious injury or life or death situations.
Parental, familial, or guardian notification may occur under the following circumstances:
- Hospital visits for alcohol poisoning or drug overdose;
- Behavior or circumstances which put the student at an imminent safety risk, including repeated or alarming levels of prohibited substance abuse; and/or
- Serious mental health concerns.
How can you obtain more information related to your student’s conduct process?
If you are a parent, family member, or guardian who wishes to obtain information related to your student’s conduct process, your student must have an “all access” signed FERPA on file. Only students can sign or authorize someone else to receive confidential information through the official signed FERPA release form. Once the form has been signed and sent into SOU, only then can the Dean of Students office speak with you regarding any of your student information. For more information about SOU’s FERPA release form, please visit the Raider Student Services FERPA page.
Where can I obtain more information about SOU’s policies related to student expectations of behavior?
- Review the Student Code of Conduct
- SOU Housing Leases (SAFH 21-22 and Residential Halls 21-22) and Expectations of Community Living
- For more information about specific program policies, please contact the program faculty, coach, advisor, or student leader directly for any additional student expectations of behavior (Student Clubs, Organizations, Honor’s College, ROTC, Athletics, etc.).