Student Housing and Residential Life

Conduct process

Student Housing & Residential Life is committed to supporting individual rights, as well as the rights and interests of all community members. Therefore, all residential students and their guests are responsible for knowing and following the CSU Monterey Bay Student Conduct Code, Student Housing & Residential Life Community Standards, agreements set forth in the Housing License agreement, federal, state and local laws, university administrative codes, and revised statutes. Alleged violations of any of the aforementioned will be addressed by Student Housing & Residential Life, the Office of Student Conduct and Community Standards, and/or may be referred to/from the University Police Department.

Staff members in Student Housing & Residential Life take an educational approach to the conduct process. They seek to work with and educate students about the importance of following Community Standards and CSU Monterey Bay policies to ensure a safe environment for everyone so all students can focus on academic success. The educational process includes explaining expectations of student conduct and the reasons why Community Standards and policies exist so students can be aware of the repercussions of their actions.

The conduct process is a cumulative one. When a student is involved in an alleged Community Standard violation, all previous violations and conduct related interactions are taken into account when determining outcomes of the situation, generally called ‘sanctions.’ Repeated conduct violations may lead to the termination of a resident’s License Agreement and/or suspension or dismissal from the institution.

Students, faculty, administrative staff, visitors and/or guest(s) may document details of a situation that may be viewed as an alleged violation of the University Student Conduct Code, Student Housing & Residential Life Community Standards, agreements set forth in the Housing License Agreement, federal, state, and local laws, university administrative codes, and revised statutes. This documentation can be submitted to a Resident Advisor, Community Director, Conduct Coordinator, Associate Director, Director of Student Housing & Residential Life, other Student Housing & Residential Life staff, the University Student Conduct Administrator, and/or the University Police Department. In general, the Community Director or Conduct Coordinator (in terms of potential license termination the Associate Director) will meet with all students involved in the situation.

Process overview

The Student Housing & Residential Life Conduct Process has been designed in a manner that strives for fundamental fairness to all persons involved. Any questions regarding these procedures should be directed to your Community Director, Conduct Coordinator, Associate Director of Student Housing & Residential Life, and/or the Director of Student Housing & Residential Life. When Student Housing & Residential Life professional staff members receive documentation that an alleged violation of Community Standards occurred, the following process begins:

An incident occurs

• When an allegation that Community Standards and/or CSU Monterey Bay policies have been violated, Student Housing & Residential Life staff (usually RAs) will be on scene to document what they have observed (or have been told) by writing an Incident Report (IR).

• An Incident Report MUST include the names of all people present during the alleged violation and descriptive details of what was observed (seen, smelled, heard, etc.).

• Students, faculty, administrative staff, visitors and/or guests may submit an Incident Report documenting what they have observed – which may or may not constitute an alleged violation of Student Housing & Residential Life Community Standards or university policy. Community members can draft this Incident Report within an email or document attached to an email, then send that documentation to the Conduct Coordinator or Community Director who oversees the area where the incident occurred. (Important Note: the person documenting an incident must be available for follow up questions.)

• Student Housing & Residential Life does not ‘guarantee’ anonymity to individuals who report/document alleged Community Standard violations. Our staff will make every effort not to share individuals’ identities, however, we believe it is important to address issues when they arise regardless of where information originates. This includes our staff documenting conversations with community or non-community members when information comes forward about alleged Community Standard violations.

• In general, students whose behaviors have been documented will be informed that an Incident Report has been created and forwarded to a Conduct Coordinator or Community Director. However, this may not always be the case and/or possible.

• The Conduct Coordinator or Community Director reviews the Incident Report, determines who allegedly violated what Community Standards and/or university policies.

• In general, Community Directors or Conduct Coordinator will hear a conduct cases depending on the severity of the incident. Lower level incidents such as noise, or first time alcohol may be heard by the Community Director. Higher level cases such as second time alcohol or drugs will be seen by the Conduct Coordinator. While any incident that has a potential of license termination will be heard by the Associate Director.

• The Conduct Meeting Officer will send student(s) named in the Incident Report a written request for a conduct meeting via each student’s CSUMB email account.

• The Conduct Meeting Officer will provide details as to the date, time, and location of the conduct meeting. In addition, the Conduct Officer may indicate specific allegations of alleged violations that will be discussed.

• Residents may request in writing notice of what Community Standards will be discussed prior to the meeting.
• Students will have at least 2 business days from the date/time of when the email is sent until the conduct meeting.
• In extreme cases, the referred student(s) may be sent notice that a conduct meeting needs to take place without the 2 business day notice. In extreme circumstances, meeting requests may be hand delivered or sent through the postal service.

• If the referred student(s) has a conflict during the referred time, they will have 24-hours in advance of the conduct meeting to schedule an alternate meeting date and/or time. It is the student’s responsibility to provide a minimum of three alternative meeting dates and/or times.
• RECEIPT OF THIS NOTICE DOES NOT INDICATE RESPONSIBILITY.

• In all cases, conduct meetings are required appointments. Failure to attend the original meeting, request an alternative meeting, and/or failing to be present for the original or an alternative meeting will result in a decision being made without the benefit of a student’s input.

• When conduct meeting request letters are sent and until the actual, residents are strongly encouraged not to place themselves in situations where they may be allegedly violating additional Community Standards.

Conduct meeting

It is the student’s responsibility to come prepared to fully discuss the alleged incident and alleged violations of Community Standards. Sincere participation and open, honest communication is critical to the learning objectives of the conduct process.

• Students will meet with the Conduct Meeting Officer in a location designated in the conduct meeting request letter.

• At this meeting, the Conduct Meeting Officer meets with the student to:
  • Discuss the conduct process and role of Community Standards in our community;
  • Discuss the facts of the incident(s) from multiple perspectives;
  • Determine the student’s level of involvement in the situation;
  • Discuss relevant Community Standards in order to determine which, if any, Community Standards have been violated

If you are ever in the presence of an alleged violation, you have some choices:

• You may attempt to stop the behavior or alleged violation,
• You may contact Student Housing & Residential Life staff, or University Police Department, or
• You may remove yourself from the situation.

Conduct records

Records regarding conduct meetings including, but not limited to, incident reports, letters, notes from the conduct meeting, and records of appeals relating to a student will be maintained by the Community Director for the building/area where the students reside or in the Student Housing & Residential Life office. Students have a right to review their Student Housing & Residential Life conduct file by contacting

Student Housing & Residential Life at studenthousing@csumb.edu or (831) 582-3378 and setting up an appointment to review their conduct file.

Student Housing & Residential Life maintains student conduct records for seven years after students leave CSU Monterey Bay housing. After this time, all conduct records will be destroyed.

Student rights and responsibilities:

As a member of CSU Monterey Bay’s on-campus living community, you have certain individual rights your roommate(s) and those living around you should respect; however, these rights carry with them a reciprocal responsibility for you. Your responsibilities ensure your roommate(s), suite/quad/apartment mates, floormates, and other community members are afforded the same rights regardless of their identities, beliefs, and values. When you meet your responsibilities, you will be helping make the university and residential communities a great place to live where all students can be successful!

To a significant extent, your success will depend on your ability to understand and balance the rights and responsibilities of your college experience. University staff members do not assume the role of campus parent, and you will seldom be told what to do or what not to do with regard to your personal behavior. The obvious exception, as with society at large, is when individual behavior threatens the health and safety of yourself, others, or the community or begins to disrupt the legitimate pursuits of others within the residence halls.

Student Housing & Residential Life staff do not, nor cannot, guarantee you will retain each of these rights at all times. You share the responsibility. You can help ensure that these rights will be honored through thoughtful discussion and open communication with roommates, suite/quad/apartment mates, floor/court mates, and other community members.

Student Housing & Residential Life staff is committed to offering you an inclusive environment that will allow you to take healthy risks, grow and participate in enriching and challenging activities. You have the choice to passively exist or take full advantage of your living environment by participating in activities, standing up for yourself and others, and speaking up for what you believe has value.

The following is a listing of your "rights" (things to which you are entitled as a student living in one of our housing communities) as well as your "responsibilities" (what is expected of you as a member of a residence community). These rights and responsibilities are not legally binding, but they are meant to complement the formal Community Standards and university policies:

• YOU HAVE THE RIGHT to a safe and secure living environment.
• YOU HAVE THE RESPONSIBILITY to keep your living space secured and to not prop doors open or allow in strangers. You also have a responsibility to uphold all security policies and procedures. Violations of Community Standards and procedures put you and others at risk.
• YOU HAVE THE RIGHT to a reasonably peaceful and quiet space in which you can sleep and study.
• YOU HAVE THE RESPONSIBILITY to observe quiet hours, to keep your stereo, television, computer and your voice at a reasonable volume in your living environment, and to remind your guests and others you expect the same of them.
• YOU HAVE THE RIGHT to privacy and to the fair use of your room, both in terms of space and time, and the right to be free of unwanted guests in your room.
• YOU HAVE THE RESPONSIBILITY to let your roommate know of your wishes and preference for hours of sleep, study, and visitation, and to work through any differences you may have in a peaceful manner. You also have a responsibility to make sure your guests do not violate your roommate's rights or interfere with their use of your living space.
• YOU HAVE THE RIGHT to confront another person's behavior when it infringes on your rights.
• YOU HAVE THE RESPONSIBILITY to examine your own behavior when confronted by another and to work toward resolving conflicts.
• YOU HAVE THE RIGHT to the assistance of a Resident Advisor, Community Director, Associate Director, or other Student Housing & Residential Life staff members when you need help with a problem.
• YOU HAVE THE RESPONSIBILITY to notify a staff person of your problem and request assistance in a timely manner and to cooperate with those involved as they work with you as you solve your problem.
• YOU HAVE THE RIGHT to know what is acceptable and/ or inappropriate behavior in your living environment.
• YOU HAVE THE RESPONSIBILITY to read the information provided for you by CSU Monterey Bay. This includes, but is not limited to your Housing License, Community Standards, and Student Conduct Code. You may report any violation, whether or not you were personally affected by it.

Students have a right to appeal a decision made by the Conduct Meeting Officer. If students choose to appeal the results of a conduct meeting decision, they must complete the online appeal form within five business days from the date this decision is sent by the Residential Life Coordinator.

The Family Educational Rights and Privacy Act (FERPA) is a federal legislation ordained in 1974 to govern student records. It gives students the right to access their own educational records and limits, for privacy reasons, the release of those same records to anyone other than the student and/or the student’s appointee. FERPA is applicable to all current and former students of the University. The bottom line is that Institutions have a legal mandate to protect students’ data by complying with FERPA.

Confidentiality: CSUMB faculty and staff must protect the privacy of student education records and must not disclose personally identifiable information about a student or permit review of the student’s records without his/her written consent unless such action is permitted by FERPA.

Sharing your academic record with others

Records regarding conduct meetings including, but not limited to, incident reports, letters, notes from the conduct meeting, and records of appeals relating to a student will be maintained via the use of our databases. SHRL maintains student conduct records for seven years after students leave CSU Monterey Bay housing and after this time, all conduct records will be destroyed. Students have a right to review their conduct file by contacting the staff member you met with, email studenthousing@csumb.edu or call (831) 582-3378 for instructions. 

Release of Student information

Sharing your information with others

In addition to the CSU Monterey Bay’s Student Housing & Residential Life Community Standards, housing students are also responsible for, and will be held accountable of, the CSU Monterey Bay and the CSU Student Code of Conduct/Title 5 and CSU Monterey Bay / CSU policies. Visit the Student Conduct webpage for more information.

Main Campus: Including the licensee(s) who are present, a gathering of over (10) people in any residence hall room, North Quad Suite, North Quad Apartment, or Promontory Apartment in a violation of Community Standards. If a gathering event occurs in a common area, the total number of people present is not to exceed the posted fire code number.

East Campus: The maximum number of individuals an upstairs unit can have is (10) people. The maximum number of people you can have in a downstairs apartment is (50) people. Additionally, gatherings in downstairs units over 10 people must be registered.

Any time there is a gathering, the Residential Life Coordinator of that area must give prior approval at least 48 hours in advance. Please complete the East Campus Gathering Registration Request Form.

Gatherings that are unregistered and over 10 people are a violation of the Student Housing & Residential Life Community Standards and are subject to conduct action.

Student Housing & Residential Life staff conduct health and safety inspections once a semester. These inspections are designed to identify and correct potentially dangerous situations, such as maintenance and cleanliness concerns before they cause damage or harm. Student Housing & Residential Life staff will also identify Community Standard violations should they be in view, document the violation, and refer the resident(s)to the community standards process.

Residents will receive a 24-hour notice before these inspections. If you would like to be present, please contact your RA ahead of time.

Cal State Monterey Bay students, employees, or other individuals who have reason to believe that a residential student is missing should contact the University Police Department. If a student is reported missing to Student Housing & Residential Life, the representative will request the reporting party contact the University Police Department. If deemed necessary, a residential student’s missing student contact person may be contacted based upon the discretion of the University Police and/or the Dean of Students office.

Only fish are permitted in university residences without prior Student Housing and Residential Life (SHRL) registration approval. If a resident has an Emotional Support Animal (ESA) or a service animal, it is the resident/owner's responsibility to apply for accommodation with the Student Disability and Accessibility Center (SDAC) and SHRL before bringing the animal to campus. If this accommodation is granted, the resident/owner assumes full responsibility for the care and upkeep, as well as any damage and/or cleaning fees of the room/suite/apartment.

SHRL reserves the right to offset the cost of pet damages to the community against the licensee’s pet deposit during the term of the agreement and requires the licensee to re-deposit the amount of the pet deposit specified herein. In the event of default by the licensee of any of the terms, the licensee agrees, within three days after receiving written notice of default by SHRL, to cure the default or vacate the premises. The licensee agrees that SHRL may revoke permission to keep said pet on the premises by giving 3 days’ notice. The pet deposit shall be refundable subject to verification of the condition of the premises and in accordance with the applicable provisions with respect to security deposits at the end of the License term. Removal of the pet will not be grounds for early disbursement of any portion of the security deposit.

East Campus pet deposit: The licensee in East Campus must pay a refundable pet deposit* in the amount of $250.00 before bringing their pet to campus. The refundable deposit shall be subject to full inspection of the apartment upon the licensee’s move out and shall be considered based upon the condition of the apartment.

*This deposit is not required for SDAC-approved animals.

Unapproved animals: Possession of an unapproved animal is prohibited. This includes visiting animals, training animals, pet-sitting, or any other activity that results in unapproved animals present in student housing. If any unapproved animal is found on campus, the SPCA and UPD may be contacted and will remove the animal from campus. In addition, the individual(s) who are responsible for the animal(s) are subject to the following conduct action:

First occurrence: $250 fine plus written warning and/or additional educational sanctions as determined by a hearing officer

Second occurrence: $250 fine plus housing probation

Third occurrence: Housing license termination

Roommate responsibility: Roommates (non-pet owners) may also be held responsible for violating this policy. It is critical that residents communicate with each other to ensure that unapproved pets (aside from fish in a 10-gallon tank) are not present within student housing facilities.

Animal Welfare: Pet owners are fully responsible for the care and well-being of their pet(s). This includes ensuring any pets are well-nourished, healthy, safe, comfortable, and able to express innate behaviors. Should residents at any time fail to appropriately care for their pet(s), SHRL may revoke permission to keep said pet(s) on the premises.

Outdoor presence: Licensee agrees that pets will not be permitted outside licensee’s unit unless restrained by a leash. Pets are not to be tied or staked outside the unit. Licensees may not leave a pet on balconies, porches or patios for extended periods of time. Please note that landscape pesticides and chemicals are used on the grounds of the community and therefore special care should be taken when walking your pet.

Pet cleanliness: Residents must pick up any droppings occurring while their pet is outside of the unit. Patios and backyards should be kept clean of pet droppings (usually daily). Residents will not dispose of pet waste by burying it in the yard or common areas or by throwing it into undeveloped areas. Avoid leaving pet food outside for prolonged periods, as it will attract pests or wildlife. The licensee shall prevent any fleas or other infestation of the unit or other property of the SHRL. Should a resident's pet(s) bring fleas into the unit or other property of SHRL, the resident may be responsible for fees associated with eliminating flea presence.

Disturbance: The pet will not cause any damage, discomfort, annoyance, nuisance or in any way inconvenience or cause complaints from any other licensee. The licensee will be asked to remove any pet that constantly bothers other residents, whether inside or outside, or constitutes a problem or obstruction to the agents and employees from properly performing their functions, duties, and responsibilities. If the licensee fails to remove said pet following complaints from residents and requests from SHRL, the license may be terminated.

Vaccinations: Pet owners are required to provide proof of vaccination to SHRL when registering their pets. 

Identification: It is strongly suggested that all pets carry some sort of identification tag showing their current address and telephone number on their collar. Dogs are required to have a current license and an identification tag at all times.

Unspayed pets: Residents with unspayed pets will be required to supervise and securely confine female dogs and cats during their estrus cycle to prevent accidental breeding. The licensee agrees that no offspring will be allowed to remain on the premises.

Number of pets in East Campus: The number of pets is limited to two (2) per apartment. A licensee may have two small dogs or a combination of one (1) small dog and a cat or two (2) cats. Dogs are only allowed in downstairs units, while cats can live in both upstairs and downstairs apartments. Licensees with dogs exceeding 50 pounds will only be permitted to have one dog. Residents must be approved for pet registration with SHRL.

Restricted animals:  If a pet is a fish, the water container shall not be over 10 gallons. No live food, including rodents and crickets, is permitted for the purpose of feeding approved pets. No amphibians, reptiles, endangered or exotic animals, dangerous, illegal, or poisonous animals are permitted within any housing facility on campus. Residents are not allowed to harass, feed, or take any wildlife on the property, including feral cats.

Animals on campus policy: The licensee agrees to comply with all applicable ordinances, regulations, and laws governing pets, including Cal State Monterey Bay’s Animals on Campus Policy.

Student Housing & Residential Life is responsible for distributing information to residents of our residential communities to promote Cal State Monterey Bay-related and non-Cal State Monterey Bay-related events and activities. Signs that do not meet the educational goals and mission of the University, contain false, misleading, or fraudulent information, or use discriminating or offensive language are strictly prohibited.

Materials given to Student Housing & Residential Life shall be provided within a minimum of seven (7) days prior to the event. Fliers will be distributed to Resident Advisors, who will post the information in a timely manner. All materials distributed in this fashion must include the following:

1. Event time(s), date(s), location(s) and contact information;
2. Name of the sponsoring CSU Monterey Bay campus office, department, or recognized student club/organization;

For example, “For questions, concerns, or accommodations, please contact Otter Student/Staff/Faculty at (831) 582-1234 or email: otter@csumb.edu.”

Displaying material: It is prohibited to display any material on the exterior of the buildings, trees, light posts, or other surfaces not specifically designated, and it will be taken down.

The university and Student Housing & Residential Life restrict chalking to exterior sidewalks and walkways exposed to natural elements. Only stick chalk can be used (the use of spray paint and spray chalk is strictly prohibited). Messages not in compliance with this Posting/Advertising Community Standard will be erased.

Damages: Individuals and/or residential communities may be held financially responsible for repairing damages, painting costs, and general maintenance related to improper posting or the removal of posted materials.

Student government elections process: Working in conjunction with the Associated Students Elections Committee, spaces will be designated in available housing areas for the posting of candidate information. Unless otherwise designated by the AS Elections Committee and Student Housing & Residential Life, the following Community Standards apply:

1. Upon approval from the Elections Committee, candidates can submit up to 75 articles/flyers/posters promoting their candidacy to Student Housing & Residential Life.

2. The AS Elections Committee, candidates, and Student Housing & Residential Life staff will work collaboratively to monitor these posting areas to ensure appropriateness (no slander), fairness, and consistency during the approved election campaigning period.

Purpose of Protocol

Students are encouraged to make responsible decisions in life-threatening situations that result from alcohol, cannabis, and drug use and to seek medical attention for someone who is in danger due to use. Students should alert University officials, University Police, or professional medical personnel when they or their friends are in danger. A student who calls for or seeks emergency assistance on behalf of a student experiencing an alcohol or other drug-related emergency may not be subject to mandatory alcohol, cannabis, or other drug sanctions under the CSUMB Student Housing & Residential Life conduct process.

This protocol applies to students who reside on campus and does not in any way prohibit law enforcement agencies within their jurisdictions from enforcing the laws enacted by the State of California.

Scope of Protocol

1. The RAP applies to students who seek assistance or medical treatment on their behalf or on the behalf of another student.
2. The RAP does not apply if the student seeking help for another student purchased, supplied, or otherwise made available the alcohol, cannabis, or other drug to the student needing medical assistance.
3. If a representative of an organization hosting an event calls for medical assistance, this act of responsibility might mitigate potential conduct consequences that could arise against the organization. For example, the fact that an organization sought help might be considered in potential sanctioning for housing community standard violations.

Requirements of Protocol

Students considered for the RAP are required to meet with a professional staff member from Student Housing & Residential Life, who, after evaluating the situation, may also refer the student to the Personal Growth and Counseling Center. Additionally, the student may be requested to complete educational sanctions that are consistent with the nature of the incident.
Incidents will remain on file, regardless of whether sanctions were assigned, and can be used as a prior record should subsequent alcohol or other drug violations occur. If the student has any subsequent incidents, these will be handled through the regular community standards process. If a violation is found to occur, prior records, including involvement in the RAP, will be considered for sanctioning purposes.

Limitation of Protocol

The RAP applies only to alcohol, cannabis, and other drug-related medical emergencies. It does not apply to other prohibited behaviors such as disorderly conduct (including physical or verbal abuse), property damage, or distribution of illicit substances.

Failure to Act

The health and safety of CSUMB students is of paramount concern. With that priority in mind, students are encouraged to take responsible action in any situation where there is doubt about a person's physical welfare. If a student is in the presence of a current or potential medical emergency and is capable of calling for help but does not, then said student may be held accountable through the Student Housing & Residential Life community standards process. 

For more information, please visit the Title IX/Discrimination, Harassment & Retaliation website Harassment & Retaliation.

Residents are required to attend mandatory community meetings with their Resident Advisors, during which students receive important information regarding their housing and campus community at the start of each semester. Based on the university Student Student Email Notification PolicyEmail Notification Policy, it is every student’s responsibility to check university-issued email accounts on a consistent and frequent basis. Failure to check this university-issued email account does not negate a student’s responsibility for information.