Student Housing and Residential Life

Community Standards Process

Student Housing and Residential Life (SHRL) 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 Cal State Monterey Bay Student Conduct Code, SHRL 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 SHRL, the Office of Student Conduct, and/or may be referred to/from the University Police Department.

Staff members in SHRL take an educational approach to the Community Standards process. They seek to work with and educate students about the importance of following SHRL Community Standards and Cal State Monterey Bay policies to ensure a safe environment for everyone so all students can focus on academic success.

The Community Standards process is a cumulative one throughout a student's entire time of living on campus. 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 Community Standards violations may lead to the termination of a resident’s License Agreement and/or suspension or expulsion 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, SHRL 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 (RA), Community Advisor (CA), Residential Life Coordinator (RLC), Assistant Director (AD), Associate Director, Director of Student Housing & Residential Life, or other Student Housing and Residential Life staff. A Residential Life Coordinator or other Residential Life team member will meet with students involved in the situation.

Process overview

The Community Standards process has been designed in a manner that strives for fundamental fairness to all persons involved. When SHRL 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, SHRL staff (usually RAs) will be on scene to document what they have observed (or have been told) by writing and submitting an Incident Report (IR).
• An IR 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 IR documenting what they have observed by sending an  email or document attached to an email to the Residential Life Coordinator of their area. (Important Note: the person documenting an incident must be available for follow up questions.)
• Anonymity is not guaranteed 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 IR has been created. However, this may not always be the case and/or possible.
• The RLC or an Assistant Director reviews the IR and determines who allegedly violated what Community Standards and/or university policies.
• In general, RLCs or ADs will hear Community Standards cases depending on the severity of the incident. Any incident that has a potential of license termination will be heard by the Associate Director of Residential Life or their designee.
• The RLC or AD will send the student(s) named in the Incident Report a written request for a Community Standards meeting via each student’s CSUMB email account (look for emails from Maxient- which is the software we use).
  • At this meeting, the conversation will include:
    • Discussing the Community Standards 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 have been violated
• We will provide details including the date, time, location of the Community Standards meeting and will indicate specific policies of alleged violations that will be discussed.
• Students will have at least 2 business days from the date/time of when the email is sent until the Community Standards meeting.
  • In extreme cases, the referred student(s) may be sent notice that a Community Standards meeting needs to take place without the 2 business day notice. 
• If the referred student(s) has a conflict during the referred time, they will have 24-hours in advance of the Community Standards meeting to schedule an alternate meeting date and/or time. It is the student’s responsibility to provide a minimum of three (3) alternative meeting dates and/or times.
• In all cases, community standards 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 (aka ruled in absentia).

Educational Sanction outcomes and Housing Statuses:

• As a result of being held responsible for the violation of a Community Standards policy(s), residents are assigned an Educational Sanction(s) as well as a Housing Status:
  • Sanction outcomes & Educational Examples:
    • Judicial Educator Module(s)
      • Judicial Educator Module Examples:
        • Alcohol 101
        • Personal Decision Making
        • Fire Safety 
        • Being a Good Neighbor
        • Living with a Roommate
        • Smoking
    • Fines/Restitution 
      • Unapproved pet fine: $250 (first occurrence) 
        • $250 (second occurrence) 
        • Housing Termination (third occurrence)
      • Room change fine: $75
      • Unauthorized use of space fine: $75
      • Cohabitation fine: $250 (each occurrence)
      • Living in an unapproved space fine: $250 (each occurrence)
    • Loss of guest privileges 
    • Assigned Meeting with a RLC or Assistant Director
    • Event/Program attendance
  • Housing Statuses:
    • Community Standards Outcomes are based on the nature of the incident, and a student may be assigned a higher status for a first offense. 
      • Housing Warning - Notification to students that they are receiving a warning that their behavior does not meet our expectations.
      • Housing Probation – Any further violations of Community Standards may result in deferred termination or termination of the student’s license agreement.
      • Deferred Termination – Final warning that a student’s time in Housing is at risk and future violations may result in the individual vacating community.
      • Termination – Students are given 72 hours to vacate their room and are financially responsible for the duration of their contract with SHRL. Only the Assistant Director of Care and Community Standards in coordination with the Associate Director of Residential Life may terminate a student's housing license.
    • Warning Letters
      • Residents may also receive a “warning letter,” which is written documentation with no meeting required and may be given for first time documentation of low level policy violations (noise, empty alcohol containers, etc.).

• Appealing a community standards outcome
  • Students have a right to appeal a decision. If students choose to appeal the results of a community standards meeting decision, they must complete the online appeal form within three (3) days from the date this decision is sent.
  • A student only qualifies for an appeal if they have participated in the community standards process. If a case decision is made in absentia, an appeal is no longer an option.
  • Residential students who choose to appeal the outcome of a Community Standards decision must complete the following information listed below. Please have your case number, which can be found within your outcome letter, ready to add when submitting this request. A completed appeal application must be received within three (3) days from the date the decision was sent.
  • Conduct meeting decisions may be appealed on the following grounds:
    • Student was not notified of charges or have an opportunity to respond to charges;
    • The sanction(s) is/are disproportionate to the nature of the violation;
    • Due process was not followed;
    • Bias against the student from the individual who adjudicated the case.;
    • New information is available that was not previously known that may make a difference in the decision. Information withheld during the meeting does not meet the criteria for “new information”.;
    • The decision is not based on the preponderance of the evidence standard.
  • In order to appeal a Community Standards decision, please clearly state what is being appealed and why. Include a brief statement of the grounds for appeal, which at a minimum, should contain a list of alleged errors in the decision or decision-making process.
  • Once an appeal is received, the appropriate administrator will review the records and original decision rationale. The administrator may choose to meet with the resident(s) found responsible and/or additional individuals. The outcome from the appeal may not be appealed. 
  • An Assistant Director will consider all the information in the official record and appeal in order to make a decision. The administrator may choose to do the following
    • 1) Uphold the original decision and outcomes(s)
    • 2) Modify the decision and outcome(s)
    • 3) Overturn the decision and outcome(s).

Subject to prior discussion with, and the express approval of all roommates/suitemates, a student may host an overnight guest/visitor. In the interests of the rights of roommates, suitemates, and other residents, there are limits to the duration and frequency of such visits. Further, as always, the resident “host” is responsible for the behavior of their guest/visitor.

A guest shall be defined as any individual who does not hold a housing license. A visitor is any individual who is a license holder and who does not reside within the specific community that they are visiting.

All overnight residential visitors and non-residential overnight guests must be registered with the Student Housing and Residential Life. The purpose of this registration is designed for the safety of residents, guests, and other members of the University community. Failure to register an overnight guest will result in disciplinary action.

Registration of an Overnight Guest/Visitor within CSUMB housing:

Please complete this overnight registration form to register your guest/visitor. 

The host student's completion of this form verifies that they agree to abide by the terms and conditions of the Guest Policy. Upon completion, the student submitting the request will receive an email copy of the submission through the form. It is recommended to keep track of this email for your records and in the event of being asked by staff for verification of completion. 

The following conditions and procedures apply to the hosting of an overnight guest/visitor:

1. A Guest/Visitor that stays within any CSUMB housing facility between the hours of 12:00 a.m. and 7:00 a.m., is considered an “Overnight Guest/Visitor” and is required to be registered.
2. A resident may host an overnight guest/visitor in student housing with the prior consent of all roommates/suitemates.
3. The total number of days a guest/visitor can stay is not to exceed 14 days over the course of the academic calendar year (i.e., July 1 - June 30).
4. No unit may host more than two (2) overnight guests/visitors at one time. 
5. It is the responsibility of the resident to make sure their guest/visitor is aware of all housing policies. Guests are subject to the same rules and regulations as all residents. Residential Life staff will begin the Community Standards violation process for any alleged policy violations reported during the visit. 
6. No guest may be housed in a common area of a unit, a lounge, or any other public area of university managed housing.
7. Minor guests (0–17 years old on East Campus, and 17 years old on Main Campus), including family members, may stay overnight with written consent from a parent or guardian. This written consent must include the parent or guardian's full name and verifiable contact information. This information must be provided at the end of the form as an attachment.

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.

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. 

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 student’s 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

Community Standards 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 Residential Life Coordinator for the building/area where the students reside. Students have a right to review their Student Housing and Residential Life (SHRL) Community Standards file by contacting SHRL at studenthousing@csumb.edu or (831) 582-3378 and setting up an appointment to review their file. SHRL maintains student records for seven years after students leave Cal State Monterey Bay housing. After this time, all records will be destroyed.

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.

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.

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