Student Housing and Residential Life

Conduct 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 StateMonterey 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 conduct 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 conduct 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 conduct 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 conduct 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 conduct meeting via each student’s CSUMB email account (look for emails from Maxient- which is the software we use).
• We will provide details including the date, time, location of the conduct 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 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. 
• 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 (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).

Community Standards 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 an RLC or Assistant Director in a location designated in the conduct meeting request letter.
• At this meeting, the conversation will include:
  • Discussing 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 have been violated
• Appealing a Community Standards Decision: 
  • Students have a right to appeal a decision. If students choose to appeal the results of a Community Standards meeting, they must complete the online appeal form within three (3) business days from the date the decision is sent by the Residential Life Coordinator. The link and instructions are sent out in each outcome letter provided to the student.

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.

FERPA -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.

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.

Release of Student information
Sharing your information with others

As a resident of CSUMB housing, you have certain rights that should be respected by your roommate(s) and others. In return, you are responsible for respecting those same rights for others. Fulfilling your responsibilities helps create a positive, inclusive community where everyone can succeed.

Your Role & Community Standards

University staff are here to support your growth and help you understand your rights and responsibilities. You are responsible for your behavior, but if your actions threaten the health, safety, or well-being of yourself or others, or disrupt the community, University staff will intervene. Open communication and mutual respect are essential, as rights cannot be guaranteed without shared responsibility. Together, these shared responsibilities form the foundation of our community.

Community Expectations

SHRL fosters an inclusive environment where you can grow, be excited for opportunity, and get involved. You can choose to speak up, stand up, and take part.

Your Rights & Responsibilities

• Right: A safe and secure living space.
  • Responsibility: Keep your space locked, follow security policies, and avoid letting in strangers.
• Right: A quiet environment for sleep and study.
  • Responsibility: Follow quiet hours, keep noise reasonable, and expect the same from your guests/visitors.
• Right: Privacy and fair use of your room.
  • Responsibility: Communicate preferences and responsibilities with your roommate(s) and ensure your guests/visitors respect shared space.
• Right: Be a supportive otter in resolving conflicts that affect your community and/or you. If needed, you can request support from SHRL staff.
  • Responsibility: Seek help early, cooperate with staff and others involved, and reflect on your own actions if confronted as you work toward a peaceful conflict resolution.
• Right: Clear expectations for our Community Standards.
  • Responsibility: Know and follow university housing policies. Report issues when needed.

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.

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.

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.