Policies & Conduct

All university-wide graduate & professional student group officers are expected to be fully informed of and compliant with the policies and procedures outlined by  Campus Life  and the broader university community. This includes, but is not limited to, the comprehensive guidelines detailed in the Graduate Group Guide, as well as any additional policies specific to student group operations. 

It is the responsibility of each student group, and its individual members, to thoroughly review, understand, and adhere to these policies. Familiarity with these expectations is essential for maintaining good standing, accessing campus resources, and fostering a safe, inclusive, and vibrant campus environment. 

Please take the time to carefully read through all relevant materials. If you have questions or need clarification, do not hesitate to reach out to Rachel Pepe for support. 

Where to report 

Office of Student Conduct and Community Standards (OSCCS) 

For concerns related to student behavior, group misconduct, or violations of university policies, contact OSCCS. This office handles formal conduct processes and can provide guidance on next steps. 

Visit the Office of Student Conduct and Community Standards website 

Gender Equity and Title IX Compliance Office 

If your concern involves sexual harassment, discrimination, or gender-based misconduct, the Gender Equity Office provides support, resources, and reporting options. 

Visit the Gender Equity and Title IX Compliance Office website 

Student Group Conduct Office – Campus Life 

For general concerns about a student group’s operations, leadership, or culture, you can reach out to the Campus Life team. They can help mediate issues, provide support, and connect you with the appropriate resources. 

If your concern involves potential misconduct or violations of student group expectations and/or policies, you may also file a complaint directly with the Campus Life Student Group Conduct Office. This office reviews reports related to group behavior and works to ensure accountability and fairness within the student organization community. 

Select “Campus Life” from the “I am reporting a” dropdown menu. 

Visit the Student Group Conduct Office Incident Report website 

Discrimination and Harassment Support and Reporting

To report incidents of discrimination, harassment or microaggressions, visit the link below. Reports can be submitted anonymously and are reviewed by a trained response team. 

Visit the Discrimination and Harassment Support website 

*“Student Groups” throughout this process refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters. 

Applicable university policies and jurisdiction

All undergraduate and graduate student groups, which include University-recognized sorority and fraternity chapters, are expected to follow all University policy and guidelines, including but not limited to the Student Conduct Code (the Code) , Residential Life, Event Management, and any other University policy that supports the operations of a student group. 

For any questions or inquiries related to the interpretation of Campus Life policy, or the Student Group Conduct Process, please contact Campus Life’s Coordinator for Education and Compliance. 

Scope of the student group conduct process

The Student Group Conduct Process addresses alleged violations of the Student Conduct Code and other University policies by student groups. Internal policies of student groups, Sorority and Fraternity chapters, and inter/national organizations are outside the scope of the University process. When disputes over student group internal policies or operations occur, Campus Life staff will work as needed with members of the student group and other parties they deem appropriate. 

Role and limitations of internal student group / chapter accountability

While some student groups have established procedures that they use to determine if a member has violated a group’s expectations and/or internal polices, internal policies of student groups/chapters cannot be in conflict with University policies. Student groups are strictly prohibited from taking any investigative or other actions regarding sexual harassment, sexual assault, or other alleged violations that are the exclusive responsibility of the Gender Equity and Title IX Compliance Office (GETIXCO). 

Initiation of the student group conduct process

The Student Group Conduct Process is initiated with a written complaint. The complaint is a brief written statement describing the conduct alleged to be in violation of the Student Conduct Code for other Campus Life or University policies. Complaints may be filed against any student group by any member of the University community. Please refer to the Student Conduct Code for the definition and parameters of a complaint. Complaints which allege(s) sexual assault, sexual harassment, or gender-based discrimination and/or violence will be immediately referred to the Gender Equity and Title IX Compliance Office. The student group will receive a Notice of Complaint. The Notice of Complaint will provide notice of the alleged violation(s) and the basic facts that form the basis for the alleged violation(s), in addition to the applicable hearing procedures.  

Campus Life 

Campus Life, University policy and Student Conduct Code violations, including, but not limited to:   

• Reservation and Space Policies. 

• Graduate Student Group Guide  

• Alcohol 

• Other Applicable University Policies that Support the Operation of a Student Group. 

• Violations that could lead to the potential suspension of a student group. 

Office of Student Conduct & Community Standards 

Student Conduct Code violations, including, but not limited to: 

• Drugs 

• Weapons 

• Hazing 

• Violations that could lead to the suspension or expulsion of an individual student. 

• Violations that could lead to the potential suspension or expulsion of a student group. 

Gender, Equity & Title IX Compliance Office 

All instances of alleged Title IX violations and any other Student Conduct Code or University policy violations that may arise out of the same set of facts and circumstances 

Student Group investigation and hearing process

Based on the nature of the reported alleged violation(s), a complaint against a graduate student group will be addressed by a Student Conduct Administrator (typically Campus Life, the Office of Student Conduct and Community Standards, or the Gender Equity and Title IX Compliance Office, as described in the chart below).  

The President of a student group may either accept or dispute responsibility for any of the alleged violations listed in the notice of complaint. For any alleged violation(s) which the group does not accept responsibility, they may be investigated and adjudicated by the Student Conduct Administrator. Even if a student group admits responsibility for an alleged violation(s), an investigation may still need to occur to understand the potential impact or harm as a result of the violation(s) and determine appropriate sanctions. Feedback from a student group regarding appropriate sanctions may be taken into consideration. 

Interim Actions

The Vice Chancellor for Student Affairs, the Dean of Students, or their respective designees may suspend a student group for a temporary period to protect the safety and well-being of the campus community before a complaint is formally adjudicated. Interim actions levied against a student group can include, but are not limited to, a Temporary Suspension of Group Recognition, which is defined below: 

Temporary suspension of student group recognition: Due to the nature of alleged policy violation(s) or alleged harm, a group may be instructed to cease some or all aspects of group/chapter operations until an investigation and hearing has been completed, or until further notice. Members are prohibited from engaging in any group or University activities as a representative of the group during the duration of the Temporary Suspension.  Status: Not in Good Standing. 

Communication

All communication related to the Student Group Conduct process will be sent to the University email account of the President of a student group. Most of the communication and information for the case will come from Advocate, which is WashU’s current student conduct software platform. Failure to respond to an official University communication, which includes any correspondence and materials sent through Advocate, may result in additional charges under the Student Conduct Code. 

Communications from the Student Group Conduct Process, which include decision letters, may copy the following offices and individuals, where appropriate: 

• Additional Campus Life staff  

• Additional University staff 

• Advisor(s) of a student group 

• Headquarters of an inter/national organization 

Student Group Standing

Student Group Standing is defined as a student group’s status at the University.  A student group is either in Good Standing or Not in Good Standing.  If a student group is found responsible for violating a policy, the group’s status may be affected. The categories of standing are as follows: 

• Good Standing: A student group with a status of Good Standing means that the group has no outstanding sanctions or current limitations of any kind. 

• Not in Good Standing: A student group with a status of Not in Good Standing means that the group has been found responsible for one or more violations, has outstanding sanctions, and/or currently has pending limitations on their ability to operate. 

Any change in group status will go into effect immediately per the date of the written decision. If a student group appeals a decision, any status change will remain until the decision regarding the appeal is reached. Once a student group successfully completes all assigned sanctions, the group’s status will return to Good Standing upon verification of sanction completion by Campus Life or another University office or as otherwise stated in the Decision. 

Student Group Sanctions

If a student group is found responsible for violating a policy, the group will receive sanctions.  Imposition of sanction may, in turn, change the group’s status at the university.  Groups will work with the Coordinator for Education and Compliance to complete their sanctions. Campus Life may collaborate with relevant stakeholders of a student group to determine appropriate sanctions. Examples of sanctions include, but are not limited to: 

• Warning: A written notice of a policy or Code violation finding and that a continuation or repetition of the specific violation may result in more severe sanction(s). A Warning may be used as standalone sanction. 

• Educational Remedies: Required activities and submissions that may include participation in educational workshops, discussions, trainings, reflective essays, community-based service, intentional referrals to University staff or offices, and interactions with a student group’s local or national office. 

• Restitution: Reimbursement for actual damage or loss resulting from the violation through appropriate monetary compensation as determined by the University. 

• Activity Restriction: A student group is ineligible for participation in one or more University-recognized activities for a specified period of time. This includes but is not limited to restrictions on hosting off/on campus events, attending designated activities, or participating in intake/recruitment. 

• Facility Access Restriction: A student group is unable to reserve or utilize some or all University owned or leased facilities and grounds, including but not limited to housing, athletic and recreation facilities or grounds, for a specified period of time. 

• Operational Limitation: A student group is unable to utilize designated University resources or privileges a specified period of time. This includes, but is not limited to, restrictions related to the acquisition, disbursement, or usage of University funds. 

• Social Probation: A student group has been found responsible for violating one or more policies that are social in nature or engaged in actions that cause harm to the campus community. A student group on Social Probation is unable to host, or co-sponsor, any social activity that occurs on or off campus for a designated period of time. Further violation of the probationary terms can result in more severe sanctions for a student group 

• Organizational Probation: A student group has been found responsible for violating more than one policy or engaged in actions that caused harm to the campus community. A student group on Organizational Probation is subjected to restrictions that can be operational in nature, social in nature, or both, for a designated period of time. Further violation of the probationary terms can result in more severe sanctions for a student group. 

• Suspension: The student group is not active at WashU and will not be a recognized student group for a designated period of time and pursuant to satisfaction of certain terms and conditions of reinstatement. 

• Expulsion: Due to the severity of harm and/or policy violation(s), the student group is removed from the University and is permanently no longer active at WashU. 

Appeals

Appeals of Campus Life conduct decisions follow the same procedures as set forth in the Student Conduct Code. 

Student group guidance for member expectations and accountability

To promote clear expectations and accountability amongst members, student groups should consider defining community standards and member requirements and incorporating proactive and reactive measures in their formal membership documents. 

Establish expectations of members in your student group 
 

1. Establish positive behavioral expectations as well as clear communication about behavior that is not tolerated. 

2. Consider requiring members to acknowledge and agree to membership expectations prior to joining your group. 

1. Example language: “As a member, I understand that I am required to adhere to the membership expectations of [student group].  I understand and agree that I am required to notify [student group] executive leadership when a complaint has been filed against me for _____________ (e.g., violation of the University Student Conduct Code; this agreement language could include behavioral expectations related to academic integrity, violence, drugs, harassment, hazing, etc.) I further understand and agree [student group] executive leadership may inquire, and Washington University may confirm, whether a formal complaint has been filed against me.” 

2. If a member withdraws that approval, the student group may take action with respect to the student’s membership status (e.g., suspension, removal, etc.) 

3. If a member is found responsible for violating member expectations, the student group may hold that member accountable and impose consequences (e.g., educational remedies, suspension, permanent removal, etc.). 

Communicate the student group expectations of your members 

1. Communicate your member expectations during recruitment/intake of potential members 

2. Remind students throughout their membership of those expectations 

3. Consider how your group wishes to externally communicate and promote those expectations 

Develop an accountability plan and process for violation of group member expectations 

1. If a member is found responsible for violating the student group membership expectations, the student group may take action that impacts the member’s status and participation in the group.  Please note that student groups should not take action that may compromise the integrity of any ongoing or future university or police investigation or cause potential harm to the alleged victim(s) and other witnesses.  

2. Identify which specific group members or position titles are involved in the group’s accountability process.  

Who receives a complaint? 

Who is notified of a complaint? 

Do any student group advisors need to be notified? 

Who is responsible for follow-up on the complaint? 

Who decides the outcome of the complaint? 

Who is responsible for communication regarding the complaint with the member, the University, or any external audiences, if appropriate? 

3. Explain the group’s process for evaluation and consideration of any complaints received and potential outcomes. 

A group should detail the process it will use and potential action it may take when it has observed or receives information or a complaint regarding a member’s alleged behavior that may violate the group’s member expectations.  

If a member is accused of conduct that is the subject of a formal university complaint process under the Student Conduct Code, the Student Title IX Grievance Process or the Student Gender Equity Grievance Process, the student group must await the conclusion of the University investigation before taking further action with respect to their member.  

If a member is determined to be responsible for violation of a University policy through the appropriate University investigation and adjudication process, student groups may also determine membership status or impose other consequences based on that outcome.  There may be other limitations placed on the member’s participation in student activities as part of the University’s imposition of sanctions. 

In accordance with federal Title IX regulations, if the allegations against a member involve interpersonal violence, sexual harassment, sexual assault or other sexual misconduct and are being investigated by the applicable university office (e.g., Gender Equity and Title IX Compliance Office, Office of Student Conduct and Community Standards, Residential Life), student groups may not impose sanctions or take any action with respect to their membership status (e.g., suspension, removal, etc.) without the member being found responsible for violation of a university policy. 

3. If a member is accused of conduct that would violate the member expectations but a formal university complaint has not been filed, the student group may proceed with determining responsibility under its organizational processes unless the allegations involve interpersonal violence, sexual harassment, sexual assault or other sexual misconduct. 

If the allegations against a member involve interpersonal violence, sexual harassment, sexual assault or other sexual misconduct and there is no ongoing university investigation through the applicable university office:   

• University support resources and established reporting and investigation processes should be promoted as options for addressing the situation. See the end of this document describing available resources. 

• The group should not conduct additional investigation into an alleged incident beyond talking to the accused individual (ONLY if that individual is a member within the group). In incidents involving allegations of assault or harassment, the individual(s) reported to be impacted by the incident should not be contacted out of respect for their experience unless they initiate contact with student group leadership first – regardless of whether or not they are a member of the group. 

• If a group determines it would have to gather more information in order to make a decision, it should immediately stop its internal process and report the alleged incident and information it has gathered to the appropriate University office for further investigation or guidance. 

In accordance with federal Title IX regulations, if the allegations against a member involve interpersonal violence, sexual harassment, sexual assault or other sexual misconduct, student groups may not impose sanctions or take any action with respect to the membership status (e.g., suspension, removal, etc.) of the member without the member being found responsible after a university investigation through the applicable university office. 

Groups should identify how a report is handled if the group leader who would typically address such matters is involved as a witness, victim, or the person accused in the complaint.