Community Standards

Every Otter has rights within our community, and shared responsibilities that make those rights possible.

You Have the Right To:

• A safe and secure living space
• A reasonable environment for sleep and study
• Privacy and fair use of your room
• Clear expectations and consistent processes
• Support in resolving conflicts

You Are Responsible For:

• Securing your space and following safety policies
• Respecting quiet hours and community guidelines
• Communicating openly with roommates and suitemates
• Ensuring guests follow housing policies
• Knowing and following all university housing policies

When behavior threatens the health, safety or well-being of others (or disrupts the community), staff will intervene using an educational approach focused on accountability and growth.

Access current and past Community Standards documents:

• 2025-2026 Community Standards
• 2024-2025 Community Standards
• 2023-2024 and prior years

Living on campus means sharing space respectfully. Students may host overnight guests with the prior approval of all roommates or suitemates and in accordance with university housing policies.

To protect the rights, safety and comfort of all residents, limits apply to the length and frequency of visits. The host student is responsible for the behavior of their guest at all times.

Definitions

• Guest: An individual who does not hold a CSUMB housing license
• Visitor: A housing license holder who is visiting a community other than their assigned residence

Registration Requirement

All overnight guests and residential visitors must be registered with SHRL.

An overnight guest or visitor is defined as anyone staying in CSUMB housing between 12 a.m. and 7 a.m.

Failure to register an overnight guest or visitor may result in Community Standards action.

Register your guest by completing the Overnight Guest Registration Form.

• Overnight Guest/Visitor Registration Form

Submitting the form confirms that you agree to follow the Guest Policy. After submission, you will receive a confirmation email for your records. Please retain this email in case staff request verification.

Guest Policy Guidelines

• Guests must have prior approval from all roommates or suitemates
• Guests may stay no more than 14 total days per academic year (July 1-June 30)
• No unit may host more than two overnight guests at one time
• Guests may not stay in common areas, lounges or other public housing spaces
• Hosts are responsible for ensuring guests follow all housing policies

If a guest violates university or housing policies, the host may be subject to the Community Standards process.

Minor Guests

Minor guests may stay overnight with written consent from a parent or legal guardian:

• East Campus: Ages 0-17
• Main Campus: Age 17

Written consent must include the parent or guardian’s full name and verifiable contact information and must be uploaded as part of the registration form.

Obtaining a Parking Pass for an Overnight Guest

Planning for an overnight guest? Make sure their vehicle is properly permitted before arrival. Parking requirements vary by campus location.

Main Campus Guest Parking

Guests staying on Main Campus must purchase a parking permit.

Main Campus parking permits are available for purchase at designated locations throughout campus. Review permit options, rates and purchase instructions below:

Buy a Main Campus Parking Permit

East Campus (Frederick Park) Guest Parking

Guest parking permits for Frederick Park are free, but registration is required.

To obtain a permit:

• Complete the Frederick Park Guest Parking Form.
• Check your email for the confirmation response.
• Print the permit and place it on the guest’s dashboard so it is clearly visible.

Frederick Park Guest Parking Pass

Your Safety Comes First

The health and safety of Otters is our highest priority.

The Responsible Action Protocol (RAP) encourages students to seek immediate medical assistance in alcohol- or drug-related emergencies. If you or someone with you may be experiencing a life-threatening situation, contact University Police, emergency personnel or university officials right away.

Students who call for or seek emergency assistance for themselves or another student during an alcohol, cannabis or other drug-related medical emergency may not be subject to mandatory housing sanctions for those specific substance-related violations.

This protocol applies to students who live on campus. It does not prevent law enforcement agencies from enforcing state or local laws.

When RAP Applies

RAP applies when:

• A student seeks medical assistance for themselves
• A student seeks medical assistance on behalf of another student experiencing an alcohol- or drug-related emergency

If a representative of a student organization hosting an event calls for medical assistance, that action may be considered a mitigating factor in determining potential conduct outcomes.

When RAP Does Not Apply

RAP does not apply when:

• A student seeking help purchased, supplied or provided the alcohol or drugs involved in the emergency
• The incident involves behaviors beyond substance-related medical concerns, such as disorderly conduct, violence, property damage or distribution of illegal substances

Follow-Up and Expectations

Students who receive consideration under RAP are required to:

• Meet with a professional staff member from SHRL
• Participate in educational conversations or complete assigned educational requirements appropriate to the situation

Students may also be referred to the Personal Growth and Counseling Center for additional support.

Incidents remain on file as part of a student’s conduct record. If future violations occur, prior incidents, including RAP involvement, may be considered in determining outcomes.

Failure to Act

Students are expected to take responsible action when they encounter a potential medical emergency. If a student is present during a serious health or safety situation and fails to seek help when they are able to do so, they may be subject to the Community Standards process.

When in doubt, call for help. Acting quickly can save a life.

Student Privacy (FERPA)

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records.

Under FERPA, students have the right to:

• Access their own education records
• Request corrections to inaccurate information
• Control the disclosure of personally identifiable information, except where permitted by law

Cal State Monterey Bay is legally required to safeguard student records. Faculty and staff may not share a student’s education information without written consent unless permitted under FERPA guidelines.

Community Standards Records

SHRL maintains records related to Community Standards meetings, including incident reports, correspondence, notes and appeal decisions.

Students have the right to review their SHRL Community Standards file by contacting:

Email: studenthousing@csumb.edu
Phone: 831-582-3378

Appointments are required to review records.

SHRL retains housing conduct records for seven years after a student leaves Cal State Monterey Bay housing. After that time, records are securely destroyed.

Missing Student Notification

If you believe a residential student is missing, contact the University Police Department immediately.

If a missing student report is made to Student Housing and Residential Life, staff will direct the reporting party to University Police. When appropriate, the student’s designated emergency contact may be notified in coordination with University Police and/or the Dean of Students office.

For additional details, refer to the Missing Residential Student Notification Policy.

Student Conduct (Title 5)

In addition to Student Housing and Residential Life Community Standards, residents are also responsible for following:

• The CSU Student Code of Conduct (Title 5)
• Cal State Monterey Bay policies

Students may be held accountable under both housing and university conduct processes when applicable.

Visit the Student Conduct webpage for more information.

Title IX and Discrimination, Harassment and Retaliation

Cal State Monterey Bay is committed to maintaining a community free from discrimination, harassment and retaliation.

For reporting options, support resources and policy information, visit the Title IX and Discrimination, Harassment and Retaliation webpage.

Student Housing and Residential Life (SHRL) is committed to protecting individual rights while supporting the well-being of our residential community.

All residents and their guests are responsible for knowing and following:

• The Cal State Monterey Bay Student Conduct Code
• SHRL Community Standards
• The Housing License Agreement
• Federal, state and local laws
• University policies and administrative codes

When concerns arise, SHRL addresses them through an educational, fair and consistent process focused on accountability and student growth.

Our Educational Approach

The Community Standards process is designed to help students reflect, learn and make informed decisions. Our goal is to maintain a safe, respectful environment where every Otter can focus on academic success and personal development.

Community Standards are cumulative during a student’s time living on campus. Prior violations and conduct history may be considered when determining outcomes. Repeated or serious violations may result in housing license termination and, in some cases, referral to the Office of Student Conduct or University Police.

Reporting a Concern

Students, faculty, staff, visitors and guests may report behaviors that may violate housing or university policies.

Reports may be submitted to:

• Resident Advisors (RAs)
• Community Advisors (CAs)
• Residential Life Coordinators (RLCs)
• Assistant Directors or other SHRL staff

Staff document concerns through an Incident Report (IR). Reports should include names of individuals involved and specific observations (what was seen, heard or otherwise observed).

While SHRL makes every effort to respect privacy, anonymity cannot be guaranteed.

What to Expect: Process Overview

When SHRL receives documentation of an alleged violation, the following steps occur:

1. Incident Documentation

An RA or staff member documents the situation in an Incident Report.

2. Review

A Residential Life Coordinator (RLC) or Assistant Director reviews the report to determine the appropriate next steps and applicable policies.

3. Meeting Notification

Students named in the report receive a written notice via their CSUMB email account requesting a Community Standards meeting. (Messages may come through Maxient, the university’s conduct system.)

Students are typically given at least two business days’ notice before the meeting.

4. Community Standards Meeting

The meeting provides an opportunity to:

• Review the Community Standards process
• Discuss the incident from multiple perspectives
• Clarify the student’s level of involvement
• Determine whether a policy violation occurred

Students will receive details about the date, time, location and specific policies under review.

Community Standards meetings are required appointments. If a student does not attend and does not reschedule appropriately, a decision may be made without their input.

SHRL is committed to a fair, educational approach that helps students understand expectations and learn from their experiences. The Community Standards process is part of your Housing License Agreement and aligns with broader campus policies, including the Student Conduct Code and federal, state and local laws.

Students named in a report will receive a written notice via their CSUMB email (look for messages from Maxient, the university’s conduct system). In most cases, you’ll receive at least two business days’ notice before a Community Standards meeting. During the meeting, you’ll have the chance to share your perspective, review relevant policies and learn more about the next steps.

• Rescheduling: If you have a conflict with the original meeting time, you can request an alternate date and time as outlined in your notice
• Urgent Situations: In rare cases, a meeting may be scheduled with less notice
• Responsiveness: It’s important to monitor your CSUMB email and respond promptly — participation ensures you are heard and helps SHRL support you through the process

Participation in the Community Standards process gives students the opportunity to engage in their own development and contribute to the safety and well-being of the residential community.

When a student is found responsible for violating a Community Standards policy, outcomes are designed to promote reflection, accountability and growth.

Outcomes typically include:

• An educational sanction, and
• A housing status level

Both are determined based on the nature and severity of the incident. Prior conduct history may also be considered.

Educational Sanctions

Educational sanctions are intended to help students better understand community expectations and make informed decisions moving forward.

Examples may include:

Online Educational Modules

• Alcohol 101
• Personal Decision-Making
• Fire Safety
• Being a Good Neighbor
• Living With a Roommate
• Smoking Awareness

Meetings and Engagement

• Assigned meeting with a Residential Life Coordinator (RLC) or Assistant Director
• Attendance at an educational event or program

Community-Based Outcomes

• Loss of guest privileges
• Room reassignment (with applicable fee)

Fines or Restitution

Fines may be assigned when policies are violated or damages occur. Examples include:

• Unapproved pet: $250 (first occurrence)
• Unapproved pet: $250 (second occurrence)
• Unapproved pet: Housing termination (third occurrence)
• Room change fine: $75
• Unauthorized use of space: $75
• Cohabitation: $250 per occurrence
• Living in an unapproved space: $250 per occurrence

Financial outcomes are assessed in alignment with published housing policies.

Housing Status Levels

Housing status reflects the seriousness of the situation. A student may be placed on a higher status level even for a first violation, depending on the circumstances.

Housing Warning

A formal notice that behavior did not meet community expectations.

Housing Probation

Indicates that further violations may result in deferred termination or termination of the housing license agreement.

Deferred Termination

A final warning. Any additional violations may result in removal from housing.

Termination

The housing license agreement is ended. Students are typically given 72 hours to vacate their room and remain financially responsible for the terms of their housing contract. Housing termination decisions are made by designated professional staff in Student Housing and Residential Life.

Warning Letters

For low-level or first-time concerns (such as noise or policy reminders), residents may receive a written warning letter. These notices document the situation but do not require a formal meeting.

Students have the right to appeal a Community Standards decision.

To submit an appeal, students must complete the online appeal form within three business days of the date the decision letter was sent. The case number, included in the outcome letter, is required to complete the appeal form.

Students are eligible to appeal only if they participated in the Community Standards process. If a decision was made due to failure to attend a required meeting (in absentia), the appeal option is not available.

Grounds for Appeal

Appeals are limited to one or more of the following grounds:

• The student was not properly notified of the charges or did not have an opportunity to respond.
• The sanction(s) are disproportionate to the violation.
• Established procedures were not followed.
• There was bias by the individual who adjudicated the case.
• New information has become available that was not known at the time of the meeting and could affect the outcome. (Information withheld during the meeting does not qualify as new information.)
• The decision was not supported by a preponderance of the evidence.

Appeals must clearly state what is being appealed and explain the basis for the request, including any claimed procedural errors or new information.

Appeal Review Process

Once an appeal is submitted:

• The appropriate administrator reviews the official record and the rationale for the original decision.
• The administrator may choose to meet with the student or other relevant individuals.

After review, the administrator may:

• Uphold the original decision and outcome(s)
• Modify the decision and/or outcome(s)
• Overturn the decision and outcome(s)

The decision made through the appeal process is final and may not be appealed further.