Student Handbook

The Student Handbook applies to all students enrolled at Washington and Lee University and the School of Law, and those auditing courses. Where a policy appears in this Student Handbook and the Code of Policies, the Code is the authoritative source.

The Student Handbook, University policies, codes, standards, guidelines, conduct, and other procedures and protocols are not contracts and do not confer any contractual rights, express or implied, upon any individual; this Handbook merely presents the policies in effect at the time of publication and in no way guarantees that the policies will not change. The Washington and Lee Code of Policies contains additional policies that govern various aspects of the University. The University has the right to change, amend, or modify the Handbook, and its policies, standards, guidelines, conduct, and other procedures and protocols at any time, without notice, in its sole discretion.

This Student Handbook, University policies, codes, standards, guidelines, conduct, and other procedures and protocols are not intended to replicate or supersede state, federal, criminal, or civil laws or procedures. University policies and procedures differ from the laws and related legal proceedings; a finding of responsibility for a policy violation shall not be construed as a criminal or civil statutory violation.

I. Policy Statement on Campus Life

(Adopted by the Board of Trustees May 1985; revised February 2021)

The Board of Trustees believes that one of its primary responsibilities is to encourage the development and maintenance of an environment within the University community which best promotes the realization of our institutional goals. Those goals, according to the University’s Statement of Institutional Philosophy, include the pursuit of our educational purpose in a climate of learning that stresses the importance of the individual, the personal honor and integrity of all students, and their harmonious relationships with other members of the greater community. In this context, the institutionalized extracurricular and social life of students should contribute to these goals.

It is our desire that student self-government should be encouraged and that a proper balance between student privilege and responsibility should be sought and achieved. We recognize that all members of the student body will spend a portion of their life apart from the institution and outside its governance. Students must nonetheless remain aware that they are members of a University community whose traditions, image and reputation can be harmed by negative actions and behavior, as well as being helped by positive contributions. This awareness is especially important since the University, lodged as it is within a larger community, must encourage respect for local ordinances and law enforcement and honor the claims of non-University persons for quiet and safety. 

In all of its expression, the spirit of this Campus Life statement places emphasis on concepts of honor, integrity, standards of value, leadership, good character, respect for traditions and personal responsibility. We do expect that individual and group actions and behavior will be measured against these concepts. It is our intention to hold accountable for the successful implementation of this policy the administration, the faculty, the students and, indeed, this Board of Trustees.

II. Academic Regulations

Academic policies are set by the faculty. The University Catalog outlines the most complete and up-to-date academic regulations. Please check the most current version of the catalog for policies including, but not limited to, the following topics.

• Academic Probation
• Academic Suspension
• Accommodations for Student with Disabilities
• Leave of Absence
• Reinstatement
• Religious Holidays
• Required Administrative Withdrawal for Academic Reasons
• Voluntary Withdrawal

III. Non-Academic University Policies and Procedures

Not all non-academic University policies and procedures affecting students are described in this Handbook. For additional information, policies, procedures, and guidelines, please refer to the Washington and Lee Code of Policies as well as the University website.

A. Statement on Student Behavior

Admission to the Washington and Lee community carries with it certain expectations concerning personal conduct. Some of these expectations are specifically covered by the Honor System. Other expectations concerning the way we treat each other are set forth in University policies, procedures, and guidelines. In addition, the community expects civil, decent behavior designed to encourage mutual respect for our individual differences, desires, and ways of thinking.

Instances of uncivil behavior involving students often are most effectively dealt with in personal and informal ways, as opposed to formal conduct procedures. Members of the Washington and Lee community experiencing such behavior should first seek resolution by personal consultation with friends, faculty, designated advisers, or others who may intervene in the dispute. If such direct efforts do not resolve the matter, instances of uncivil behavior involving students may be reported to Student Affairs. The University will take appropriate action, or if appropriate, refer the matter to another conduct pathway such as: 

• The Executive Committee of the Student Body (EC) which oversees the Honor System and hears matters of breaches of trust such as lying, cheating, and stealing.
• The Student Judicial Council (SJC) which may hear allegations of University policy violations and other types of student misconduct, including hazing by individuals or by recognized student organizations not within the purview of the Interfraternity Council including the Cultural Greek Council, National Pan-Hellenic Council, and Panhellenic Council. 
• Community Values & Expectations (CVE) which is the administrative student conduct process facilitated by designated administrators (i.e., CVE adjudicators) from the division of student affairs. The CVE process may be utilized when misconduct is a first-time violation, low-level in nature, or when a matter is referred by the EC or SJC. 
• The Interfraternity Council (IFC) which hears allegations of hazing, retaliation associated with hazing, and other violations of IFC Bylaws or University policy by all national and local fraternities except the Cultural Greek Council, National Pan-Hellenic Council, and Panhellenic Council, which are governed by the SJC.
• Discrimination, Harassment, and/or Sexual Misconduct allegations are handled as described and addressed in the University Policy on Prohibited Discrimination, Harassment, and Retaliation Other Than Sex and Sexual Discrimination and Misconduct Policy.

B. Threat to the Community

Students or student organizations may be required to sever their connection with the University for non-academic reasons by disciplinary action as outlined in the Student Handbook. In matters where the University has reason to believe that a student or student organization represents a threat to the University or a member of the University community, the President or designee, may suspend or dismiss the student, suspend a student organization, or take other appropriate action. 

Students who are suspended may apply for reinstatement after the period of suspension as outlined in the “Reinstatement” section of the University Catalog. Student organizations may apply for reinstatement after the period of suspension through the appropriate process. Students and student organizations who are dismissed from the University are not eligible to apply for reinstatement to Washington and Lee.

C. Required Administrative Withdrawal for Non-Academic Reasons

Washington and Lee University is committed to the well-being and safety of its community members and the integrity of its learning environment. The University may administratively withdraw a student if in its sole discretion it has reason to believe: 

1. the student is engaging or is likely to engage in behavior that presents a significant risk of substantial harm to others that it unlikely to be eliminated or reduced by reasonable accommodation; or 
2. is engaging or is likely to engage in behavior that substantially disrupts the learning environment and activities of the campus community; or 
3. that the student is not otherwise qualified to participate in university programs or activities, with or without reasonable accommodation, including but not limited to a determination that the student requires a level of treatment and care which the University determines it cannot provide to support the student’s continued enrollment and presence on campus.

In making withdrawal determinations the University may consult with the Behavioral Threat Assessment Team (BTAT) or other qualified professionals, including but not limited to external consultants and law enforcement.

This policy and associated procedures do not take the place of sanctions associated with a student’s behavior that is in violation of University policies, standards, or regulations. Examples of when administrative withdrawal may be appropriate include, but are not limited to: 

1. ongoing substance misuse, 
2. threats or acts of harm to themselves or others, or
3. bizarre or destructive behavior causing trauma to others or disruption to the campus community. 

The procedures related to this policy appear below. A withdrawal form can be found online and will be filed with the University Registrar’s office by the appropriate Dean or designee. A student who is involuntarily withdrawn may apply for reinstatement under the process and requirements outlined in the “Reinstatement” section of the University Catalog.

1. Consideration of Required Administrative Withdrawal

The Dean of Students or designee will consider required administrative withdrawal for undergraduates. The Dean of the Law School or designee will consider required administrative withdrawal for law students. Before a required administrative withdrawal is considered, the appropriate Dean or designee may encourage the student to take a voluntary withdrawal.

Upon learning of a student’s behavior from among a variety of sources (e.g., Lindley Health, Lindley Counseling, Public Safety, Housing and Residence Life, Student Affairs Deans, a student’s adviser, etc.), the appropriate Dean or designee may initiate the following procedures, as deemed appropriate:

1. The appropriate Dean or designee will confer, as appropriate and feasible, with University resources, or others as appropriate to the circumstances, regarding the need for a required administrative withdrawal under the policy. This may include a referral to the Behavioral Threat Assessment Team (BTAT) for an assessment.
   • The appropriate Dean or designee may require an evaluation of the student’s behavior and any relevant physical/mental conditions by an appropriate medical professional if the Dean or designee believes that an evaluation will facilitate an informed decision. This evaluation may be done by University physicians/counselors, or by outside health professionals, as indicated and appropriate in the appropriate dean’s or designee’s judgment.
2. The appropriate Dean or designee may notify the student that a required administrative withdrawal is under consideration and discuss the behavior and circumstances with the student. 
3. Following the review of information available, the appropriate Dean or designee will make a decision regarding the required administrative withdrawal. At any time prior to the appropriate Dean’s or designee’s decision, the student may choose to take a voluntary withdrawal. If so, and subject to a showing of readiness to resume full-time academic work and campus life, students may apply for reinstatement, under the policy and procedures for reinstatement.
4. In matters involving an imminent threat to health or safety, the appropriate Dean or designee has the discretion to take immediate action to remove the student from campus.

2. Required Administrative Withdrawal Imposed

The appropriate Dean or designee will give the student notice of a required administrative withdrawal including the beginning date of the withdrawal and the steps that the student must take to request reinstatement. The appropriate Dean or designee may notify a parent, guardian, or spouse of the withdrawal, either with the student’s consent or when they deem it appropriate and in the student’s best interest to do so, in accordance with the University’s student records policy.

The student must leave campus within the time frame established by the appropriate Dean or designee in the required administrative withdrawal notice. The appropriate Dean or designee may ask a parent, guardian, spouse, or other appropriate individual to make arrangements to remove the student from the University. During the duration of the withdrawal, the student may visit the campus only with prior written authorization from the appropriate Dean or designee.

A student may appeal a required administrative withdrawal under this policy to the Vice President for Student Affairs or designee; however, at the discretion of the appropriate Dean or designee the withdrawal may remain in effect during the appeal. A student who wishes to appeal must do so in a written letter of appeal delivered to the Vice President for Student Affairs or designee within three (3) business days of receipt of the appropriate Dean or designee’s withdrawal decision. The written appeal must state specifically why the student believes the appropriate dean’s or designee’s decision is not warranted under the circumstances. After reviewing the written appeal, the Vice President for Student Affairs or designee may meet with the student and consult with the appropriate Dean or designee and/or other University officials or external consultants, as they deem necessary, before reaching a decision. The decision of the Vice President for Student Affairs or designee is final.

3. Required Administrative Withdrawal Not Imposed

In the event that a required administrative withdrawal is not imposed, the appropriate Dean or designee may impose specific conditions and/or requirements for the student to have continued enrollment and presence at Washington and Lee, after an individualized assessment of the student’s situation. 

Non-compliance with such conditions/requirements will result in reconsideration of a required administrative withdrawal from the University. The appropriate Dean or designee may notify a parent, guardian or spouse of the specific conditions and requirements for the student’s continued enrollment, either with the student’s consent or when they deem it appropriate and in accordance with any applicable laws.

D. Prohibited Discrimination, Harassment, Sexual Misconduct and Retaliation

Under the University’s Nondiscrimination/Equal Employment Opportunity Statement, students, faculty, and staff have the right to be free from prohibited discrimination, harassment, and retaliation within the University community as described and addressed in the University Policy on Prohibited Discrimination, Harassment, and Retaliation Other Than Sex and Sexual Discrimination and Misconduct Policy. Such conduct violates not only University policy and expectations of personal integrity and respect for others but may also violate state and federal law. Students, faculty, and staff found to have violated either policy will be disciplined appropriately, up to and including termination from employment or dismissal from the University.

The University Policy on Prohibited Discrimination, Harassment, and Retaliation Other Than Sex is available online.

The Sexual Discrimination and Misconduct Policy is available online.

E. Statement on Substance Misuse

Washington and Lee University condemns high-risk alcohol use, distribution, and consumption. Abusive consumption of alcohol and illegal drug use are inconsistent with the core values of Washington and Lee University. W&L expects students to act responsibly and to conduct themselves in accordance with the applicable laws and University policies on alcohol and drugs. W&L is committed to combating cultural causes of substance misuse on campus, and to reducing substance misuse by students through comprehensive education and counseling programs, and effective discipline requiring individual and organizational accountability for alcohol and drug policy violations.

F. Alcohol and Illegal Drugs/Controlled Substances/Tobacco Products

Washington and Lee University complies with all applicable laws, including Virginia laws on the licensing, distribution, and consumption of alcoholic beverages. A fundamental principle of the Washington and Lee University Policy on Alcohol is that students are adults who are personally responsible for conforming their behavior to state and local laws and University policy. Washington and Lee and its Public Safety Department work with the Lexington Police, the Rockbridge County Sheriff, and the Virginia Alcoholic Beverage Control Board to promote awareness of and adherence to the alcohol laws. Furthermore, Washington and Lee University complies with state and federal laws on the possession, use, sale, or transfer of illegal drugs/controlled substances and tobacco products. It is the responsibility of all members of the University community to abide by those laws.

Through the appropriate University administrative offices, committees and organizations, Washington and Lee University conducts on-going educational programs to acquaint students with the laws on alcohol and other drugs, the health dangers of the misuse of alcohol and other drugs, and the medical and counseling resources available for students. A student who violates Washington and Lee University’s alcohol and/or drug policies will be referred to Student Affairs to be handled administratively or by the Student Judicial Council. Resolution of the alleged violation will be handled in accordance with the University Policies on Alcohol and Other Drugs.

G. Hazing

Hazing is prohibited by Washington and Lee University, the Code of Virginia § 18.2-56, and the federal Stop Campus Hazing Act (H.R.5646). The Hazing Policy applies to all University students, student organizations, fraternities and sororities, clubs, and athletic teams.

1. Definition

Washington and Lee prohibits hazing in all forms, regardless of intent, location, or outcome, as these acts are inconsistent with the mission and values of the institution. For purposes of this policy, hazing includes any conduct that meets the definition set forth in either the Code of Virginia §18.2-56, the Stop Campus Hazing Act, or the following: 

• Any act, regardless of a person’s willingness to participate, that involves the use of alcohol, acts of servitude (e.g., tasks or duties for the benefit of others), public embarrassment, altering one’s appearance, or similar acts, that is expected, coerced, requested, or required of someone joining an organization or group or of someone based on their membership status (e.g., potential new members, new members, rookies, by class year, etc.), and that causes or creates a risk of physical or psychological harm or discomfort.

2. Reporting Potential Hazing Violations

The University encourages reporting of alleged hazing and violations of its hazing policy. Allegations of hazing or retaliation for reporting hazing or cooperating in a hazing-related investigation made against individuals or student organizations who are not members of the Interfraternity Council (IFC), such as all Cultural Greek Council (CGC), National Pan-Hellenic Council (NPHC), and Panhellenic Council (PC) organizations, will be investigated by Student Affairs and then referred to the Student Judicial Council (SJC). Allegations of hazing or retaliation for reporting hazing or cooperating in a hazing-related investigation against IFC fraternities, whether national or local, will be investigated by Student Affairs and then referred to the IFC.

3. How to Report

There are multiple avenues for students, parents, faculty, staff, and community members to report hazing. If you see or hear something that concerns you, please report it to support the health and safety of our students. The University is best positioned to respond to hazing concerns when we receive accurate, timely, and factual information. Please do not assume others have reported the concern - we would rather receive multiple reports than none.

While all matters of suspected hazing or retaliation for reporting hazing or cooperating in a hazing-related investigation should be reported to Student Affairs, other ways to report a hazing or retaliation concern include:

• If there is immediate concern for safety, please call 911 before taking any next steps.
• Submit a report through the Hazing Reporting Form or the Live Save App [ Google Play | App Store ]
• Contact Public Safety directly 540-458-8999
• Talk with a member of the community who can assist you with reporting. Some of these people might include: a Student Affairs dean, adviser of your organization, coach, trainer, member of student affairs staff, RA or CA.

Retaliation is prohibited against any individual who, in good faith, reports allegations of hazing, or cooperates in an investigation or adjudication under this policy. Retaliation includes, but is not limited to, physical, verbal, or written harassment, threats, or intimidation of any person(s) who in good faith reports an alleged violation of this policy, or cooperates in an investigation or adjudication under this policy.

Additional information about this policy, hazing prevention, and reporting is available on our Hazing Prevention website.

H. Traveller Transit

Traveller Transit is a student-led organization advised by the Department of Public Safety and serves the Washington and Lee community as a safe ride program. 

Students are expected to abide by the following expectations when utilizing the Traveller Transit services:

• Eating, drinking and smoking are not permitted in any Traveller vehicle.
• Alcohol and any form of unsealed beverage are not permitted in any Traveller vehicle.
• Passengers must treat Traveller Drivers, Dispatchers, and Monitors with respect.
• Passengers must show a student ID if requested to do so by a Traveller Driver.
• Passengers must wear seat belts at all times 
• The number of passengers may not exceed the capacity of the vehicle.
• No one may stand in the aisles on Traveller Buses.
• Passengers who soil Traveller vehicles may be asked to pay a $200 fee for cleanup.
• Roughhousing and fighting will not be tolerated.

If a student’s conduct within the Traveller system is not consistent with the values of the University or in violation of the expectations outlined in this section of the Handbook, the student(s) may be referred to either the Student Judicial Council (SJC) or the Community Values and Expectations (CVE) conduct process. 

I. Computing Resources, Network and Email Use Policy

Please see the Computing Resources, Network, Website and Email Use Policy webpage for the most current version of this policy.

J. Copyright And Peer-to-Peer File Sharing

For more information, please see W&L’s Peer-to-Peer File Sharing Policy and W&L’s Plan to Deter Illegal Peer-to-Peer File Sharing.

K. Audio/Video Recording of Classes

Students may not make audio or video recordings of classes without the advance written permission of the instructor. The full policy is located online.

L. Use of W&L Names, Logos and Other Marks

For more information, consult the University Policy on Intellectual Property.

M. Tobacco/Vaping Policy

Students and employees will be notified of this policy on an annual basis in the Important Annual Notices which includes the Drug-Free Schools and Communities Act Annual Notice. For more information, consult the University Policy on Drug-Free Schools and Communities Act on the Code of Policies.

N. Weapons and Prohibited Items Policy

Any person violating this policy will be subject to disciplinary action up to and including suspension or dismissal from the University. For more information, consult the University’s Policy on Weapons and Prohibited Items on the Code of Policies.

O. Missing Student Notification Policy

This policy established by Washington and Lee University in compliance with the Higher Education Opportunity Act of 2008. This policy applies to all students at the University. For more information, consult the University’s Policy on Missing Student Notification on the Code of Policies.

P. Required Health Insurance

All students are required to provide evidence of health and hospitalization insurance coverage each year, to supplement the health care provided by the University. This coverage may be in the form of an individual policy already in effect, inclusion in a family policy, or enrollment in the optional student health insurance plan offered to all Washington and Lee students. An online waiver must be completed annually for those who choose not to participate in the University-sponsored student health insurance plan. A Health Insurance Information Form must be completed by each entering student and returned to the University, along with a copy of all health insurance cards. 

Enrollment information for the student health insurance plan will be sent to all students during the summer. International students are required to purchase coverage through the University-sponsored student health insurance plan. The Administrative Assistant in Lindley Health will assist students in filing claims for coverage under this plan. Students are responsible for updating their Lindley Health record with any changes in insurance coverage.

IV. Contacts for Student Grievances and Concerns

Students with concerns regarding violations of law, University policies, or procedures should contact the appropriate department head or University official responsible for the relevant area. Undergraduate students with disabilities who need accommodations to address a grievance or concern should contact the Title IX Coordinator and Director of Disability Resources. Law students with disabilities who need assistance in addressing a grievance or concern should contact the Associate Dean of Law Student Affairs, Community, and Belonging.

If a student has any doubt as to whom to direct a concern, the following officials may be contacted:

Student Life Concerns - Undergraduate

• Dean of Students or designee
• Dean of Student Engagement and Leadership or designee

Student Life Concerns – Law Students

• Associate Dean of Law Student Affairs, Community, and Belonging or designee 

Financial Aid Concerns

• Director of Financial Aid or designee

Financial Charges/Payments Concerns

• Associate Treasurer and Controller or designee

Discrimination, Harassment, and Sexual Misconduct Concerns

• Title IX Coordinator and Director of Disability Resources or designee

Disability Accommodations Concerns

• Title IX Coordinator and Director of Disability Resources (undergraduate students) or designee
• Associate Dean of Law Student Affairs, Community, and Belonging or designee (law students)

Student Employee Concerns

• Student Employment Coordinator or designee

Grading, Academic Course Policy, and Fair Treatment by Faculty
Concerns about grading, academic course policy, and fair treatment by faculty should be addressed to the department head of the department in question, and/or to the academic dean who supervises that division:

• The College: Dean of the College or designee
• The Williams School: Dean of the Williams School or designee
• The Law School: Dean of the Law School or designee

Concerns relating to distance education covered by the State Authorization Reciprocity Agreement (SARA) should be addressed to the Provost. If all available internal grievance procedures have been exhausted, complaints regarding distance education covered by SARA may be filed with the State Council of Higher Education of Virginia (SCHEV). Contact information for the Virginia SARA can be located online.

• Any concerns or inquiries regarding general academic policies should be addressed to the appropriate academic dean and/or to the University Registrar, or designee.

V. Student Conduct Pathways, Policies, and Procedures

Washington and Lee is, above all else, an educational institution. The purpose of all our institutional activities, including student conduct processes, is to protect and promote our educational objectives. The training of investigators and decision makers, the hearing procedures that are tailored to address specific types of misconduct, and the overall structure of each conduct pathway are designed to create a system that upholds the University’s standards--honor, integrity, and civility--while providing a fair pathway for students and student organizations.

The University President (or designee) has independent conduct authority consistent with University policies. Student conduct matters are handled through one of five conduct pathways as outlined in this section of the Handbook. The authority of the University to sanction students is independent of any criminal or other external legal action. University discipline is neither demanded by external legal efforts, nor is it precluded by the absence or failure of the state to act. 

A. Student Conduct System

The student conduct system at Washington and Lee University consists of the following five pathways designed to address specific areas of misconduct:

1. The Executive Committee of the Student Body (EC) manages the Honor System and hears matters of breaches of trust such as lying, cheating, and stealing.
2. The Student Judicial Council (SJC) may hear allegations of University policy violations and other types of student misconduct, including hazing by individuals or by recognized student organizations not within the purview of the Interfraternity Council including all Cultural Greek Council, National Pan-Hellenic Council, and Panhellenic Council organizations. 
3. Community Values & Expectations (CVE) is the administrative student conduct process facilitated by designated administrators (i.e., CVE adjudicators) from the division of student affairs. The CVE process may be utilized when misconduct is a first-time violation, low-level in nature, or when a matter is referred by the EC or SJC.
4. The Interfraternity Council (IFC) hears allegations of hazing, retaliation associated with hazing, and other violations of IFC Bylaws or University policy by all national and local fraternities, except the Cultural Greek Council, National Pan-Hellenic Council, and Panhellenic Council.
5. Discrimination, Harassment, and/or Sexual Misconduct Allegations. In order to comply with Federal law, allegations of prohibited discrimination, harassment, and sexual misconduct are handled as described and addressed in the University Policy on Prohibited Discrimination, Harassment, and Retaliation Other Than Sex and Sexual Discrimination and Misconduct Policy.

Student conduct pathways and related policies are not formal legal proceedings, procedures, or processes, rather they are a form of student self-governance or when the CVE is used, a pathway conducted by staff. For example, they are not bound by rules of evidence, due process, or civil or criminal procedures. 

Students and staff involved with the conduct pathways are not expected to imitate or attempt to act like legal experts or lawyers, but instead are expected to use their best efforts to act as reasonable persons would under similar circumstances when considering the information before them, interpreting conduct policies or procedures, and making decisions.

1. The Executive Committee of the Student Body (EC)

In keeping with cherished traditions, the Board of Trustees has delegated to the student body the authority to determine the circumstances under which and the cause for which a student is to be dismissed from the University for matters involving a violation of honor. In fulfillment of this responsibility, the Executive Committee is a 13-member body of representatives elected by students from each undergraduate and law class is entrusted with administration of the Honor System as delegated by the Washington and Lee University Board of Trustees. The Executive Committee also serves as the student government organization, which maintains the student activity fee and is responsible for allocation of funds, other than the Student Bar Association fee, to eligible student organizations.

The privilege of overseeing the administration of the Honor System includes the responsibilities of:

1. defining dishonorable acts that the current student generation views as breaches of the community’s trust; 
2. investigating possible violations of the Honor System; 
3. administering closed hearings where possible Honor Violations are suspected; 
4. reviewing and revising the White Book, the Honor System policy and procedures manual; and 
5. reporting to the Board of Trustees on the administration of the Honor System. 

The sole penalty for an Honor System violation is dismissal from the University. See the Honor System online for additional information on the Executive Committee and the Honor System procedures.

2. The Student Judicial Council (SJC)

The Student Judicial Council (SJC) is an elected student council that may hear allegations of University policy violations and other types of misconduct, including hazing by individuals or by recognized student organizations not within the purview of the Interfraternity Council including the Cultural Greek Council, National Pan-Hellenic Council, and Panhellenic Council. The SJC may handle many types of complaints of alleged student misconduct, except for the following:

1. Dishonorable acts that involve the general categories of lying, cheating, stealing, or other breaches of trust which are handled by the EC;
2. Acts that involve prohibited discrimination, harassment, retaliation, or sexual misconduct;
3. Hazing, retaliation associated with hazing, or other violations of University policy by a fraternity within the purview of the Interfraternity Council (IFC); 
4. Allegations of misconduct for unrecognized student organizations which are handled administratively through the Community Values and Expectations pathway.

The University’s conduct authority extends to all conduct committed while a member of the Washington and Lee community, including but not limited to study abroad programs, pre-orientation, pre-season athletic practices, campus summer programs and camps, and summer research programs. Students who return to Lexington, Buena Vista, or Rockbridge County for the purpose of enrolling in classes, even if they do not reside in University housing, are under the purview of the SJC as well as the other University conduct pathways. 

Honorable behavior is a University Community Standard ("Standard") that must be upheld. Students are bound to this Standard just as they are bound to the Honor System. Any person who believes a student has deviated from this Standard may bring a complaint to the SJC. Violations of the Standard are not limited to findings or convictions of criminal conduct, except those expressly tied to criminal convictions. Violations of the Standard may include, but are not limited to, the following:

• Any conduct disruptive to the University, its community, or the surrounding communities.
• Violations of housing and residence life regulations or other University policies, procedures, guidelines, or regulations.
• Vandalism or destruction of property.
• Acts which endanger person or property.
• Violations of University policies on Alcohol, Drugs, and Safety.
• Hazing by individuals or by recognized student organizations not within the purview of the IFC.
• Conduct unbecoming of a Washington and Lee student.
• A history or pattern of student misconduct.
• Failure to comply with previous conduct sanctions. 

Note: Voluntary intoxication shall not excuse any misconduct. Intoxication means impairment by alcohol or other substances. Addiction shall not excuse possessing, possessing with intent to distribute, or distributing any drug.

A. Composition

The SJC shall be comprised of ten elected justices--one from each undergraduate class (four), one from each law class (three), one elected at-large from the School of Law, and the SJC Chair and SJC Secretary, both elected by the student body. Alternate justices will be appointed by the SJC Chair at the beginning of the academic year in consultation with the Administrative Advisor ¹, by first trying to draw from students who have served on judicial committees, and if no students are available from that pool, from students in the community who the chair believes can serve as an objective and fair justice. If the SJC cannot meet quorum for a matter, which is seven members, the SJC Chair shall appoint student Alternates. Alternates may also be appointed by the chair in matters where the chair determines that a panel greater than seven (7) justices is desired.

B. Reports of Violation, Forms of Resolution 

A person wishing to report an alleged violation of the Standard against a student may submit relevant information to any SJC Justice or the Administrative Advisor who will then submit the information to the Chair of the SJC and the Advisor. The Chair and Administrative Advisor will determine initially whether the alleged misconduct falls within the purview of the SJC. If so, they (or designee) will request an additional investigation, if deemed necessary by the Chair, to determine whether sufficient information exists that the respondent may have violated the Standard. If there is insufficient information to support the allegations, the matter will be closed with no further action. If there is sufficient information to believe the respondent violated the Standard, the respondent will be notified of a pending charge and investigation and how the complaint will be resolved -- whether administratively or through a SJC hearing. A respondent who proceeds to a SJC hearing will be notified of the options to have the assistance of a Hearing Advisor.

C. Administrative Referral 

Upon review of an alleged violation, the SJC may decide to move forward with a SJC hearing or refer the case to Community Values & Expectations (CVE) for resolution. For matters where the respondent admits to the misconduct and/or there is a record or information provided to the Administrative Advisor that confirms the misconduct, the respondent may accept responsibility and accept a sanction that falls within the parameters set forth in these procedures. 

A resolution through CVE is typically utilized for first time violations that are less egregious in nature. If a student or recognized student organization rejects proceeding with CVE, the matter will be referred back to the SJC for a hearing.

D. Hearings

In matters that proceed to a SJC hearing, the SJC Chair and Administrative Advisor will gather relevant information and documentation for distribution to the SJC members hearing the matter The respondent will receive copies of documents that are provided to the SJC. The SJC Secretary shall notify the respondent of the charge(s) and hearing date in writing, which will be held no earlier than 72 hours from the notice and refer respondent to the SJC policy and procedures that are set forth in the Student Handbook. The SJC Secretary shall also notify the respondent and complainant, if applicable, of the confidential nature of the proceeding and the obligation to observe confidentiality as set forth further below. If the respondent, after being sent notification of the hearing, fails to attend, the hearing may be conducted in the student’s absence.

The SJC will conduct hearings according to the following guidelines:

1. The SJC Chair shall, as presiding officer, regulate and determine the order of the proceedings, whether/which witnesses, documents, information, and information will be considered in the proceeding, and the nature of questioning. The Chair shall exercise reasonable discretion in dealing with all matters not formally covered in these procedures and all procedural questions are subject to the final decision of the Chair.
2. The respondent and complainant, if applicable, may choose to be advised by a Hearing Advisor. The responsibilities of the Hearing Advisors are to advise the respondent and complainant on SJC procedures, to assist the respondent and complainant in developing opening and closing remarks, and to advise the respondent and complainant on the specifics of a written appeal, if necessary. Advisors are also available to provide information about resources that the parties may wish to contact to obtain support until resolution.
3. When the respondent is one of two or more allegedly involved in a joint misconduct, the hearing may be held jointly or separately, as determined by the SJC. In the matter of a joint hearing, the decision will be presented separately.
4. The SJC and parties have the right to request witnesses speak at the hearing. Witnesses may not be present in the hearing other than when it is their time to speak and shall not discuss the matter with other witnesses. It is the SJC’s expectation that any students with relevant information cooperate with the SJC, including appearing to provide information, if requested.
5. Requests by parties to interview witnesses before a hearing should be directed to the Administrative Advisor who will arrange for the appropriate persons to meet.
6. The parties shall provide the Administrative Advisor a list of witnesses whom they intend to provide information prior to the hearing. The respondent and complainant, if there is one, may be present at the hearing while witnesses speak and to question them. The Advisors have the same options as the respondent and complainant, if applicable, to be present at the hearing and to question witnesses. The respondent, Hearing Advisors and complainant may remain present throughout the hearing except during SJC deliberations.
7. The SJC hearing will begin with the Chair reading the charges to the respondent after which the respondent may make opening remarks, as may the complainant, if applicable. The SJC Justices may then question the respondent and complainant.
8. Witnesses will be called to speak and answer questions in the order determined by the SJC Chair and may be questioned by the parties, the Hearing Advisors, and members of the SJC.
9. Pertinent records, documents, and written statements may be accepted as information for consideration by the panel. Formal rules of evidence do not apply as this is not a legal proceeding, but a student run event.
10. If during the hearing, a majority of the SJC determines that they need more information or want to call a witness(es) as a result of the information received, they may suspend the hearing for no more than 72 hours in an attempt to gather that information or call said witness(es). The SJC shall then re-convene the hearing within 72 hours from the recess. Any such information or witnesses will be disclosed to the respondent prior to the convened hearing.
11. After the respondent and complainant, if applicable, has had an opportunity to present their information, including closing remarks, and after all witnesses have been heard, the SJC shall adjourn into executive session and begin deliberations. Deliberations are closed to the respondent, the Hearing Advisors, and the complainant.
12. After deliberations, the panel will determine by two-thirds vote of the SJC justices present whether it is more likely than not (greater weight of the information) that the respondent has violated the Standard. If a student is found responsible, the SJC shall impose appropriate sanctions by a vote of at least two-thirds of the SJC justices present. The SJC Chair shall inform the respondent, the complainant, and the Hearing Advisors of the SJC decision.
13. The SJC Secretary shall prepare a written hearing report that states the results of the hearing, the finding and sanction and the basis for both, if applicable.

E. Retaliation

Any student, who retaliates against, harasses, or attempts to influence a person with respect to that person’s participation in an investigation or hearing will be subject to conduct charges by the SJC. Retaliation includes intentional acts (by respondent, complainant, allied third party) that harm an individual as reprisal for bringing forth a complaint or being involved in the SJC process.

F. Privacy

SJC hearings are closed. The facts about individual matters and their dispositions are to remain private to the extent possible, except for notification of the results to the community. To protect the privacy and the effectiveness of the process, no one involved in a complaint process should discuss any information regarding the matter except with those with a need to know, with the respondent, with the complainant, with their families, or with those to whom they need to disclose information necessary to obtain support until resolution, including a Class Dean.

G. Sanctions

The SJC may not impose a sanction that requires action by a third-party or entity. In addition to the sanction, education and campus resources may be recommended.

The sanctions the SJC may impose on individuals or organizations include, but are not limited to, the following:

• A formal, written warning - additional misconduct may result in more severe sanctions.
• A monetary fine.
• The payment of restitution for property damage.
• Specific task(s) related to the nature of the misconduct.
• Community service on or off campus.
• Educational programming.
• Removal from University housing.
• Limitations or cessation of the recruitment and/or initiation of new members to an organization.
• Conduct Probation - length may vary and typically includes a formal warning that additional misconduct may result in more severe sanctions.
• Suspension - length may vary and is determined by the appropriate body of student conduct. Suspension results in separation from the university and if an individual or organization desires to return, must apply for reinstatement consistent with university procedures.
• Social probation - prohibits all social events sponsored by or for the organization, regardless of location.
• Critical probation - prohibits all activities in a chapter house by those who are not residents. Excludes mealtimes and weekly meetings (this sanction applies specifically to recognized organizations within the SJCs purview).
• Dismissal from the university and ineligibility to apply for reinstatement.

Violation	Suggested Sanction for Finding of Responsibility
Driving under the Influence of Alcohol or Illegal Drugs (this does NOT include driving after illegally consuming alcohol by a person under age 21)	Suspension or Dismissal
Physical Assault	Suspension
Activity that Endangers a Person	Suspension
Sale of Illegal Drugs/Controlled Substances	Suspension
Felonious Possession/Use of Illegal Drugs/Controlled Substances (Cocaine, Ecstasy, LSD, GHB)	Suspension
Non-Felonious Possession/Use of Illegal Drugs/Controlled Substances (Cannabis)	Conduct Probation; Possible suspension if multiple offenses
Tampering with or activating a fire alarm	Immediate $250 Fine, Suspension, and Conduct Probation
Vandalism	Restitution for Damage and Conduct Probation
Violation of SJC Sanctions	Suspension
Failure to complete sanctions by a communicated deadline.	Immediate $100 fine; conduct probation; possible suspension

Note: Failure to complete or fulfill any SJC sanction in the allotted time frame or otherwise may result in the finding and sanction becoming part of the respondent’s disciplinary record.

H. University Policies on Alcohol and Drugs

The Student Judicial Council (SJC) may handle individual violations of the alcohol and drug policies. 

First incidents that result in a conviction of an alcohol, or drug-related violation of the law in the City of Lexington, City of Buena Vista, or Rockbridge County, may be handled administratively. Arrests or convictions related to Driving Under the Influence of Alcohol/Drugs (including arrests or convictions for underage consumption) are an exception as outlined below. Conviction of possession/use of illegal drugs within any campus residence may result in removal from the residence without refund in addition to other sanctions.

A court’s imposition of First-Offender’s Status, or deferred adjudication, including any continuance of the case under advisement for an alcohol or drug-related offense where the student admits to the misconduct, enters a plea of nolo contendere or “did not contest,” and where an affirmative sanction is imposed by the court (i.e., a fine and community service), will result in a violation under these guidelines and shall be handled by CVE (other than DUI, which are handled by SJC as described below).

Under the circumstances previously described, the Dean of Students (or designee) may inform parents or legal guardian(s) of undergraduate students when an undergraduate student violates University alcohol/drug policies. Keep in mind “Safe Haven:” seeking medical care for an intoxicated student will not result in disciplinary action. Parents or legal guardian(s) will not be notified unless there is significant danger of serious harm to self or others.

Lying about one’s involvement in any alleged violation of student conduct policies may result in referral to the Executive Committee of the Student Body.

I. Driving Under the Influence of Alcohol or Other Drugs

Independent of the incident system, the SJC may suspend or dismiss a student found to have driven a motor vehicle under the influence of alcohol or illegal drugs (including driving after illegally consuming alcohol by a person under age 21) in the City of Lexington, City of Buena Vista or Rockbridge County. 

• Students who are convicted by a court of competent jurisdiction of driving under the influence of alcohol and/or driving after illegally consuming alcohol (for individuals under the age of 21) will appear before the Student Judicial Council. 
• There is a presumption of suspension as the sanction for one or more academic terms for a student of legal drinking age (21 in Virginia) convicted by a court of competent jurisdiction of a “DUI” with a blood alcohol content (B.A.C.) of .15 or greater. 
• There is a presumption of suspension as the sanction by the Student Judicial Council for students under age 21 who are convicted by a court of competent jurisdiction of a “DUI” with a B.A.C. of .08 or greater. 
  • For purposes of clarification, the presumption of suspension does not apply to students under age 21 who are convicted by a court of competent jurisdiction of driving after illegally consuming alcohol pursuant to Virginia Code Section 18.2-266.1, but this shall not prohibit the SJC from imposing a sanction of suspension or dismissal if it deems such sanction appropriate under the circumstances.  
• There is a presumption of suspension as the sanction by the Student Judicial Council for students who are found guilty of a violation of Virginia Code Section 18.2-268.3 ("Refusal") when arrested for a DUI offense. A student who is suspended will be eligible to apply for reinstatement for the academic term following the final term of the suspension. 
• In the case of any DUI, the Student Judicial Council has the discretion to impose the sanction of dismissal, which would make the student ineligible to apply for reinstatement. 
  • Factors warranting dismissal could include, but are not limited to, putting other students or individuals at risk of bodily harm, such as driving under the influence with passengers or involvement in an accident.

J. Criminal Charges

If criminal charges have been filed against a student, the Chair of the SJC will consult with the Administrative Advisor to the SJC (or designee) to determine if SJC action should be postponed until resolution of the criminal case.

K. Appeal

Student Judicial Council decisions that would create a disciplinary record may be appealed to the University Board of Appeals consistent with University policy. See the Handbook section on Student Conduct Records and the University Board of Appeals for additional information.

3. Community Values & Expectations (CVE)

Community Values & Expectations (CVE) is the administrative pathway for addressing alleged misconduct for matters that are not handled by the Executive Committee (EC), Student Judicial Council (SJC), or Interfraternity Council (IFC). CVE does not handle allegations of prohibited discrimination, harassment, or sexual misconduct which are handled as described and addressed in the University Policy on Prohibited Discrimination, Harassment, and Retaliation Other Than Sex and Sexual Discrimination and Misconduct Policy.

For more information about CVE’s purpose, goals, and procedures, please visit the Community Values and Expectations website.

A. Intake and Resolution Process

1. Report Submission 
   • CVE may receive reports from students, faculty, staff, recognized student organizations, law enforcement, community members, or referrals from the EC or SJC. 
   • Reports may be submitted in multiple ways including, but not limited to, online reporting forms, emails, and verbally to a member of the Student Affairs staff. 
2. Initial Review 
   • A CVE adjudicator reviews the report and supporting information to determine whether potential misconduct exists. 
   • If no apparent misconduct exists, the report may be retained for informational purposes, and the student may be referred to campus resources for additional support or guidance. 
   • A CVE adjudicator may issue a written, mutual no-contact directive between parties if the adjudicator determines an incident merits one. 
     • No-contact directives are interim measures that involve no direct or indirect contact until lifted by the CVE administrator or designee. 
   • If the matter may fall under the EC or SJC purview, the case may be referred accordingly.
3. Notice of Initial Conference 
   • If potential misconduct exists, the student will receive written notice outlining the alleged misconduct and their assigned CVE adjudicator. 
   • Students meet with a CVE adjudicator individually, though students involved in the same incident may meet jointly when appropriate. 
   • Students may request referral to the EC or SJC conduct pathway in writing; however, the receiving pathway may decline the referral and return the matter to CVE. 
   • Students may not bring others to the initial conference. 
4. Initial Conference
   • During the initial conference, the adjudicator will summarize reports and review relevant supporting information. 
   • Students may provide their perspective, additional context, or relevant evidence. 
5. Responsible Finding and Sanctions 
   • The adjudicator may determine the student is responsible based on the information and evidence discussed during the initial conference if the adjudicator determines that it is more likely than not that the misconduct occurred.
   • Responsible findings may result in sanctions including but not limited to educational, restorative, and/or developmental sanctions designed to support accountability, learning, and community wellbeing.
   • Responsible findings may affect a student’s University conduct standing. Students will be notified in writing if a finding results in any change to their conduct standing.
   • Following the initial conference, student(s) will receive a notice of decision from the adjudicator including sanctions, if any. 
6. Completion of Sanctions
   • Failure to comply with the sanctions may result in referral to SJC. 
   • Future/repeated violations may result in referral to SJC for a pattern of misconduct.
   • When a student completes all sanctions and provides any relevant supporting documentation (if applicable), the CVE matter will be considered closed.

B. Record Retention

Records associated with allegations that result in a “not responsible” are not considered findings of misconduct, nor do they constitute a conduct record and therefore are not disclosed externally except as permitted or required by law or at the request of the student.

C. Appeal Process

Students found responsible may appeal the finding and/or sanctions within 72 hours of the date of notice of decision. Appeals must be submitted in writing to the SJC Advisor or designee. The SJC Advisor or designee will conduct an initial review for completeness and forward qualifying appeals to SJC Chair for formal review. 

Appeals may be made based on the following grounds:

• New Relevant Information: New information, unavailable at the time of the initial conference, that could substantially affect the finding and/or sanctions. 

Appeals should include:

• a clear explanation and the grounds that the appeal is based on,
• any relevant details, including new relevant information. 

Students who submit a timely appeal (i.e., within the 72-hour window) are not required to complete their assigned sanctions while the appeal is under review. 

Appeals decisions may include:

• confirming the original decision, 
• withdrawing the original decision or sanctions, 
• modifying the original decision or sanctions,
• referring the matter for a hearing with the SJC following SJC procedures as outlined in the SJC section of this Handbook. 

Modifications of findings or sanctions by either the SJC Chair and SJC Advisor, or the SJC through a formal hearing may include a change in the responsibility finding and/or a less or more severe sanction. Appeal decisions are final.

4. Interfraternity Council (IFC)

The Interfraternity Council (IFC) is responsible for deciding matters of misconduct involving hazing, retaliation associated with hazing, IFC Bylaws, and other University policy violations by all national and local fraternities, except all Cultural Greek Council, National Pan-Hellenic Council, and Panhellenic Council organizations which are governed by the SJC. 

For more information about the fraternities within the IFC’s purview visit the Fraternity and Sorority Life website. 

5. Discrimination, Harassment, and/or Sexual Misconduct Allegations

Washington and Lee University does not tolerate prohibited discrimination, harassment, sexual misconduct, or retaliation of any kind. The University, by providing resources for prevention, intervention, education and a fair conduct process, seeks to eliminate all forms of prohibited discrimination, harassment, sexual misconduct, or retaliation.

The procedures for addressing allegations of student conduct in violation of the University’s Policy on Prohibited Discrimination, Harassment, and Retaliation Other Than Sex Policy are outlined within the policy. The procedures for addressing allegations of student conduct and Title IX complaints in violation of the Sexual Discrimination and Misconduct Policy are outlined within the policy.

B. University Board of Appeals (UBA)

The University Board of Appeals hears appeals to decisions and the resulting sanctions made by the Student Judicial Council (SJC) or the Interfraternity Council (IFC). Requests for appeals may be made by the complainant, the respondent, or a designated University Official if the action taken by the SJC or IFC would create a disciplinary record or if, in the case of the University Official, the action taken could have created a disciplinary record. “University official” may include the Chief Public Safety Officer (or designee) or another Student Affairs Administrator (or designee).

Requests for appeals must be made in writing to the Chair of the UBA within 72 hours of receipt of the written decision by the applicable conduct pathway. Appeals should include all relevant facts supporting the grounds for appeals as defined below. 

1. Grounds for Appeal

• No reasonable basis for sanction or the sanction is not in line with the severity of the misconduct at issue
• New relevant information which was not available at the time of the hearing

Appeals, if granted, do not constitute a re-hearing of the matter and the UBA will defer to decisions of the underlying conduct pathway unless one or more of the reasons for granting the appeal are satisfied.

2. Membership

The Chair of the UBA is the Dean of Students (or designee). In the event that the Chair determines that they may have a conflict of interest, the Chair shall appoint an alternate Student Affairs staff member to assume their role. In addition to the Chair, the UBA will be comprised of one Faculty member and one student representative from a predetermined pool as described below. 

• A pool of four Faculty members (two Undergraduate Faculty and two Law Faculty) will be elected by the respective Faculty and will serve for a staggered two-year term. 
  • Faculty serving on the Student Affairs Committee are not eligible to serve as a member of the UBA. 
  • There shall be two alternates elected, decided as the first runners-up in the election of members, one from the undergraduate faculty and one from the law faculty. Alternates will serve in the event a board member needs to resign or recuse themselves or cannot participate in a hearing due to unforeseen circumstances.
• A pool of six student representatives (three undergraduate students and three law students) will be appointed by the Executive Committee of the Student Body (EC) and will serve for a one-year term. 
  • The EC may appoint one junior and two seniors for the undergraduate representatives, and one second-year and two third-year students for the Law School representatives.

Upon receiving an appeal, that the UBA Chair determines meets one of the grounds for appeal, the Chair of the UBA will select one Faculty member and one student from this pool to constitute a panel, who, with the Chair, will review the substance of the appeal.

When possible, appeals arising from law students or student organizations should typically be heard by a panel consisting of a Law Faculty member and a law student; appeals arising from undergraduate students or student organizations should typically be heard by a panel consisting of an undergraduate Faculty member and an undergraduate student.

3. Procedures

The complete UBA procedures are available online.

C. Hearing Advisor Program

Student Advisors in the Hearing Advisor Program play an integral role in the proceedings of the Executive Committee (EC) and Student Judicial Council (SJC). Hearing Advisors do not participate in Interfraternity Council (IFC) or Community Values and Expectations (CVE) matters. 

More information about the Hearing Advisor Program is available online.

D. Recusal and Conflict of Interest Guidelines Pertaining to University Conduct

Any person hearing a conduct matter, investigating a complaint, or integrally involved in a complaint against a member of the W&L community or a student organization who was also involved in the alleged conduct or who is a member of the organization that is the subject of an investigation or action against it, is disqualified from participating as a conduct member. 

Disqualification in the matter of any conduct pathway means that a person shall not participate in any way in the matter, including not being present during review meetings, hearings, or similar context where the matter is being addressed. Individuals should recuse themselves from any matter in which they believe they cannot be completely impartial in their consideration of an accusation against any member of the W&L community or student organization.

Alleged conflicts of interest, if challenged, shall be decided by the Chair or Staff Administrator (or designee) that oversees the relevant conduct pathway.

E. Student Conduct Records

Washington and Lee University defines “disciplinary records” for undergraduate students as all records related to a student conduct matter resulting in a sanction of dismissal, suspension, or more than one calendar year (52 weeks) of conduct probation. Disciplinary records will be retained permanently as part of a student’s education record.

Records related to an undergraduate student conduct matter resulting in any lesser sanction, up to and including conduct probation for 52 weeks, are not considered “disciplinary records” for purposes of record retention and disclosure but are considered “educational-conduct records.” Following the expiration of one calendar year from final resolution of such a conduct matter without further conduct referrals, the “educational-conduct records” will be removed from a student’s individual education record but may be maintained separately thereafter by the University for up to seven (7) years from the date of final resolution, in accordance with federally required recordkeeping to support statistical reporting of certain criminal offenses. Following removal from the student’s individual education record, such “educational-conduct records” could be subject to external disclosure under certain circumstances, including but not limited to court order or Department of Education investigation or audit.

Records of all law student conduct matters, regardless of the sanction imposed, will be considered disciplinary records and retained permanently as part of a student’s individual education record.

F. Pending Conduct Matters and Faculty Degree Recommendations 

At the final faculty meeting before the respective graduation, there are two conditions required for faculty recommendation for a degree: 

1. that the candidate has met the academic requirements for a degree, attested to by the University Registrar for undergraduates or by the Associate Dean for Academic Affairs for law students; and 
2. that there are no Washington and Lee conduct proceedings or criminal charges pending against a candidate, attested to by the Vice President for Student Affairs or designee for undergraduates and the appropriate Dean or designee for law students. 

If student misconduct occurs between the faculty meeting and graduation, the matter will be handled through the Office of the Provost.

VI. Housing & Residence Life Standards and Regulations

In support of the University’s mission, Housing & Residence Life (HRL) fosters safe, respectful living environments that promotes the traditions of honor, civility, and self-governance. Through active engagement in the residential experience, students are encouraged to develop self-awareness, citizenship, and skills that support future success. 

Students are required to live on campus during their first three years. First-year students reside in designated residence halls and are supported by Resident Advisors (RAs). Sophomores and juniors may choose from a variety of housing options, including apartments, townhouses, community housing, and fraternity or sorority housing, supported by Community Assistants (CAs) and House Directors (HDs). Limited on-campus housing may be available for seniors, subject to availability after housing selection for first-years, sophomores, and juniors.

For more information about the HRL mission, purpose, and the residential experiences visit the Housing and Residence Life website.

University staff, including but not limited to Housing & Residence Life staff, including Resident Advisors (RAs) and Community Assistants (CAs), as well as Fire Safety and Public Safety officers, have the authority to enforce these regulations. Students are expected to cooperate with University staff, and are accountable not only for their own actions but also for their contributions to the broader residential and University community. 

A. Residential Community Standards and Housing Regulations

1. Social Responsibility and Quiet Hours

As members of a shared residential community, students are expected to conduct themselves with honor, civility, integrity, and consideration for those around them. This standard calls on residents to treat one another with dignity across differences of background and belief, to act as stewards of common spaces and shared property, and to recognize that personal choices carry consequences for the wellbeing of the whole community. 

Students must also observe daily quiet hours from 10:00 p.m. to 8:00 a.m. Sunday through Thursday and 11:00 p.m. to 8:00 a.m. Friday and Saturday.

Residents who fall short of theses expectations may be asked to account for their conduct by University staff or though the conduct pathways.

2. Student Identification

Students are expected to carry their University-issued identification card ("ID” or “swipe") at all times. The ID card provides access to authorized residential facilities and dining venues. When requested by University staff, including but not limited to Public Safety officers, health and safety personnel, or Housing & Residence Life staff, students must accurately identify themselves and, present their University ID card.

Refusal to provide identification or providing false identification, including a fake ID or false name, will result in referral to the appropriate student conduct pathway.

3. Compliance with Staff Making Reasonable Requests for the benefit of the Campus

Students should cooperate with staff and comply with reasonable requests such as:

• Lowering excessive noise
• Moving a vehicle from a fire lane
• Presenting identification
• Removing litter
• Complying with safety directives

Failure to comply with a reasonable request may result in referral to the appropriate student conduct pathway.

4. Completion of Conduct Sanctions

Students found responsible for violating University policies or community standards may be assigned educational, restorative, disciplinary sanctions, or other sanctions. Failure to complete assigned sanctions by communicated deadlines may result in referral to other conduct pathways such as the Student Judicial Council (SJC) for additional conduct action and more severe sanctions. 

B. Safety, Security, and Access

1. Building Access and Security

The University provides card-access exterior security systems in first-year residence halls, Woods Creek apartments, Village apartments and townhouses, and many fraternity, sorority, and community houses, in addition to key-entry systems for individual rooms.

Students may never:

• Prop open exterior doors
• Tamper with locking or latching mechanisms
• Circumvent security systems

Violation of this policy may result in an immediate $250 fine and referral to CVE for additional sanctions.

2. Room Security and Personal Property

Students are expected to:

• Lock room and apartment doors and carry their HRL issued key at all times
• Secure personal belongings
• Exercise reasonable care for their own safety and security as well as the safety and security of their community members

C. Housing Assignments and Occupancy

1. Assigned Housing Requirement

No student may change rooms or relocate to another University housing assignment without prior approval from Housing & Residence Life. 

Students who violate this policy may:

• Be referred to CVE
• Be assessed a $100 administrative fee
• Be required to move back to their original assignment

2. Room Changes

Room changes are not permitted during the room freeze period communicated by Housing & Residence Life. All room changes are subject to approval by the Director or Associate Director of Housing & Residence Life or designee.

3. Vacant and Unassigned Rooms

Vacant or unassigned rooms/units must always remain locked. Students may not:

• Use vacant rooms for storage
• Occupy or allow guests to occupy vacant rooms
• Utilize vacant rooms for any other unauthorized purpose

4. Housing Agreement

Students residing on campus must annually review and electronically acknowledge and execute the Housing Agreement. The Housing Agreement is a legally binding agreement between Washington and Lee University and each enrolled or enrolling student occupying campus housing.

Students may review the Housing Agreement through eRezLife or by contacting Housing & Residence Life.

D. Guests and Visitors

1. Guest Limits

Guests may stay in University housing for no more than three consecutive nights with permission from Housing & Residence Life. Guest visits may not exceed six days during any four-week period. All residents of a room or housing unit must approve overnight guests in advance.

2. Guest Conduct

Guests, including but not limited to non-students and off-campus students, must comply with all University policies and regulations while on campus.

3. Host Responsibilities

Hosts must remain with their guests at all times while guests are present in University housing.

Students may not provide the following to guests in their absence:

• Swipe card access
• Building access credentials
• Room keys

Host students may be held responsible for:

• Policy violations committed by guests
• Damage caused by guests
• Failure to inform guests of applicable University policies

E. Health, Fire, and Life Safety

1. General Fire and Life Safety Standards

Fire and life safety systems are designed to protect students and property. Tampering with or disabling these systems places lives at risk and will be treated as a serious violation.

The University maintains a zero-tolerance approach to tampering with fire and life safety equipment.

Violations may result in removal from housing, suspension, or dismissal. 

2. Smoke-Free Housing

All University housing facilities are smoke-free, and smoking and vaping are strictly prohibited. Smoking and vaping is also prohibited within 25 feet of any campus building.

3. Fire Alarm and Life Safety Systems

Any student who deliberately activates a fire alarm for reasons unrelated to fire prevention will:

• Receive an automatic $500 fine
• Be referred to the Student Judicial Council

Additionally, defacing, destroying, disabling, or improperly using life safety equipment is prohibited and may constitute a criminal offense under Virginia or federal law.

This includes but is not limited to:

• Fire alarm panels
• Pull stations
• Strobe lighting
• Smoke detectors
• Fire extinguishers
• Sprinkler systems
• Exit signs
• Emergency lighting

4. Health & Safety Inspections

The University reserves the right to inspect a room or housing unit at any time during the academic year (with or without notice) and regardless of student presence. 

University staff such as Housing & Residence Life, Environmental Health & Safety, Public Safety, and University Facilities may enter the room or housing unit at any time for routine maintenance or maintenance concerns, bi-annual health and safety inspections, or reasonable suspicion of illegal activity or policy infraction. Unauthorized or prohibited items found during any inspection may be confiscated by the University and a conduct referral made. Fines may be assessed for any confiscated items as outlined in the Student Handbook.

5. Health, Fire and Life Safety Fines

The following violations carry the listed fines:

Violation	Fine
Smoke detector tampering or covering	$250
Hanging items from sprinkler systems or pipes	$250
Improper use/removal of fire extinguisher	$250
Failure to evacuate during fire alarm	$250
Exit sign vandalism or possession	$500
Fire-rated door tampering	$250
Smoking in housing	$250
Smoking on porches or balconies (after warning)	$250
Unauthorized curtains, flags, or tapestries on windows	$100
Decorative combustible wall coverings over limits	$100
Flammable material/liquid storage	$250
Roof access	$250
Sitting on ledges or hanging out windows	$250
Other decorative material/fire code violations	$250
Unsanitary living conditions (bedroom)	$100
Unsanitary living conditions (per common room)	$200

• Students are expected to maintain sanitary and clean-living conditions at all times within bedrooms and shared common spaces to prevent waste build-up, aid in pest control, and prevent illness. 
  • First offense:
    • Initial inspection by appropriate staff and warning with recommended remedial action.
  • Second offense:
    • Reinspection
    • Immediate fine $100 (bedroom) and/or
    • Immediate fine $200 (per common room divided among roommates or housemates)
    • Conduct referral
• Candles, incense, torches, and all open flames are prohibited.
  • First offense:
    • Warning
    • Confiscation of prohibited items
  • Subsequent offenses:
    • $250 fine
    • Confiscation
    • Conduct referral
• Only fire-rated curtains may be installed on residential windows. Flags and tapestries may not be used as window coverings.
  • First offense:
    • Warning
    • Confiscation of prohibited items
  • Subsequent offense:
    • $100 fine
    • Confiscation
    • Conduct referral
• Means of egress, including hallways, stairwells, entrances, exits, balconies, breezeways, and porch stairs, must remain clear at all times. Students may not obstruct these areas with: Furniture, Athletic equipment, Exercise equipment, bikes, etc., Trash or recycling, Other personal belongings.
  • First offense:
    • Written warning
  • Subsequent offenses:
    • Immediate $100 fine
    • Removal and confiscation of items (additional $50 per item removed)
    • Conduct referral
• Students may not store gasoline, lighter fluid, propane cylinders, charcoal, or similar flammable or hazardous materials inside or adjacent to housing facilities including porches, balconies, and stairwells. 
  • First offense:
    • Written warning
    • Confiscation
  • Subsequent offenses:
    • Immediate $250 fine
    • Confiscation
    • Conduct referral
• Roof access is prohibited except for authorized University personnel.
  • First offense:
    • Written warning
  • Subsequent offenses:
    • Immediate $250 fine
    • Conduct referral

F. Facilities, Property, and Maintenance

1. Care of University Property

Students are expected to maintain University facilities in good condition and are responsible for any damage they cause to University property. If a guest causes damage to a student’s room, that guest would need to take responsibility in writing and take the appropriate steps toward damage restitution; otherwise, the damages to a student’s assigned room is that student’s responsibility. 

Students may not:

• Paint walls
• Apply wallpaper
• Apply contact paper
• Alter facilities without authorization

Damage resulting from decorating, nailing, breaking windows, damaging furniture, or similar actions will be charged to the responsible student(s). When responsibility for damage in common areas cannot be determined, repair costs may be apportioned among residents of the affected hall, apartment, townhouse, or house.

2. University Furniture

All University furniture inventoried for housing may not be removed from the space at any time for any reason. Students’ possession of additional furniture does not mean university furniture can be removed. Additional personal belongings must meet fire and life safety standards.

This includes relocation of university-owned furniture to:

• Exterior areas such as porches, balconies, or breezeways
• Into common areas such as living rooms, kitchens, bathrooms, basements, or any other space where the furniture was not originally inventoried.

3. Beds, Lofts, and Room Furnishings

Bunked and lofted beds must not be positioned adjacent to windows. Loft beds are prohibited unless assembled and approved by University Facilities staff.

For safety reasons, students may not use:

• Personal loft kits
• Cinder blocks, bricks, boards, books etc. for adjusting height of beds
• Other unauthorized bed-raising devices

4. Window Screens and Exterior Openings

Window screens may not be removed or damaged. Window ledges must be kept clear at all times.

Students may not:

• Throw objects or liquids from windows
• Place food, plants, or personal items on exterior ledges
• Store items on windowsills
• Install their own window AC unit or other appliances

5. Storage Requirements

Luggage, storage containers, athletic equipment, and similar personal items may not be stored in:

• Hallways
• Attics
• Balconies
• Patios
• Breezeways
• Common areas
• Vacant rooms
• Electrical or mechanical closets

Housing & Residence Life does not offer temporary or long-term storage on campus when a student is not physically present or enrolled. It is the student’s responsibility to find other storage solutions. Personal items left behind when housing closes or a student vacates housing may be considered abandoned and may be discarded or donated. Students will be charged a removal fee of $50 per item or bag of waste.

6. Trash, Recycling, and Housekeeping

Students are responsible for regularly disposing of trash and recycling in appropriate receptacles. Storage of trash or recycling is prohibited on or around: Porches, Balconies, Sidewalks, Stairwells, or Breezeways. Students must promptly clean areas used for social events and gatherings. 

Littering on sidewalks, lawns, landscaping, or other areas surrounding University housing is prohibited.

• First offense:
  • Written warning and remedial action
• Subsequent offenses:
  • Immediate $250 fine for littering
  • Item/waste removal ($50 per item or bag of waste)
  • Conduct referral

G. Balconies, Porches, Breezeways, and Exterior Areas

1. Exterior Expectations

Because balconies, porches, and breezeways are visible community spaces, they must be maintained in a safe, clean, and orderly condition.

2. Occupancy Limits

The maximum occupancy for any balcony or porch is eight people at one time.

3. Indoor & Outdoor Furniture

Indoor furniture may not be placed on: Balconies, Porches, or Breezeways. Students may use outdoor-rated only furniture but are responsible for removing it at the end of the academic year. Furniture designed for indoors is not permitted outdoors. 

• First offense:
  • Written warning
• Subsequent offenses:
  • Immediate $100 fine
  • Confiscation or removal ($50 fee per item removed)
  • Conduct referral

4. Displays, Decorations, and Flags

Students may not display: Clothing, Hammocks, Athletic equipment, Posters, Banners, Flags, Signs, or Messages from windows or on the exterior of University facilities.

Limited exceptions exist for approved fraternity and sorority houses. Organizations seeking to display approved organizational, Virginia state, or United States flags must:

• Obtain Housing & Residence Life approval
• Submit a Facilities work order for installation
• Comply with installation requirements communicated by HRL and Facilities

Organizations are responsible for maintaining approved flags in good condition and for all associated installation or removal costs.

5. Roofs, Windows, and Ledges

Students may not:

• Climb exterior ledges, pipes, rails, etc.
• Access roofs
• Lean out of windows
• Lean over balconies
• Jump from balconies, porches, breezeways, or roofs
• Throw objects from balconies, porches, breezeways, roofs, or windows

Roof access is prohibited except for authorized University personnel. Students may not sit on ledges or dangle from windows. Violation of these policies may result in a $250 fine.

7. Grills and Outdoor Equipment

Personal propane grills, charcoal grills, smokers, flat-top grills, and similar cooking devices are prohibited both inside and outside University housing.

Permanent charcoal grills provided by the University may be used only in designated outdoor locations and with approval by Housing & Residence Life staff. All grills must be inspected for safety and cleanliness prior to use. Please email housing@wlu.edu two weeks prior to use for proper inspection. 

Students may not set up campsites, campfires, tents, park RVs, campers or other camping equipment on university grounds adjacent to housing facilities without express written consent from Housing & Residence Life. 

H. Appliances, Electrical Safety, and Utilities

1. Appliance Use

Students are expected to understand and properly operate all appliances provided in University housing, including:

• Stoves
• Refrigerators
• Microwaves
• Laundry equipment

Students should contact Housing & Residence Life or Environmental Health & Safety staff with questions regarding appliance operation. Students should never operate appliances while under the influence of alcohol or other substances as this presents a risk to personal safety and property. 

2. Approved Kitchen Appliances

The following appliances are only permitted in community house, Village, and Woods Creek apartment kitchens:

• Toasters or small toaster oven
• Air fryers
• Coffee makers with automatic shut-off
• Panini or sandwich presses

These and all other appliances are prohibited within individual bedrooms and other common areas. Apartments, townhouses, and community houses have shared appliances in the kitchen. It is the collective responsibility of residents to appropriately use and regularly clean these appliances. Work requests must be submitted to University Facilities in the event of malfunction and for regular maintenance. If appliances present a fire safety issue (smoking, sparking, etc.) students should safely unplug the appliance, refrain from use, and immediately report to University Facilities. For emergencies, please dial 911.

3. Electrical Standards

Maximum electrical load for a double outlet is 1,500 watts. Students are expected to use electrical devices responsibly and avoid overloading circuits. Only UL 1363-approved power strips with integrated circuit breakers may be used. Students may plug up to six devices into an approved power strip, provided total usage does not exceed 1,500 watts. 

4. Prohibited Electrical Practices

The following are prohibited:

• Use of extension cords
• Multi-prong wall adapters
• Plugging adapters into power strips
• Daisy-chaining power strips (i.e., plugging a power strip into another power strip)
• Daisy-chaining other electrical devices
• Any similar unsafe electrical configuration such as tampering with electrical outlets, lighting, wiring, etc.

Extension cord violations are subject to:

• First offense:
  • Warning
  • Confiscation
• Subsequent offenses:
  • $100 fine
  • Confiscation
  • Conduct referral

5. Prohibited Appliances

Unauthorized appliances are prohibited in all University housing, including but not limited to:

• Space heaters
• Portable dishwashers
• Ceiling fans
• Refrigerators larger than 3.1 cubic feet
• Freezers
• Window air conditioners
• Portable air conditioners
• Deep fryers
• Electric, propane, and charcoal grills
• Smokers
• Personal laundry equipment

I. Cooking and Kitchen Safety

1. Safe Cooking Practices

Students must follow all cooking instructions and use kitchen appliances safely. Food may never be left unattended while cooking. Students should not operate stoves, ovens, microwaves, or other major appliances while under the influence of alcohol or other substances. Students are expected to review any educational materials distributed by Housing & Residence Life on fire and kitchen safety. 

2. Fire Prevention

Students are responsible for preventing cooking-related fires and maintaining safe kitchen environments. Do not tamper with or cover fire safety equipment such as smoke detectors. Locate and use the appropriate fire extinguisher when safe. Never use water on a grease/oil fire. If unsafe conditions arise, dial 911, immediately evacuate, activate the nearest fire alarm.

J. Refrigerator and Microwave Policy

To promote the safe and responsible use of electrical appliances in university housing, the following guidelines apply:

• Where applicable, refrigerators and microwaves should be kept in apartment, townhouse, or designated kitchen areas. Community house kitchens are equipped with refrigerators, microwaves, and stoves.
• Single occupancy bedrooms may have only one mini refrigerator no larger than 3.1 cubic feet. ENERGY STAR® models are strongly preferred.
• Double- and triple-occupancy bedrooms may have up to two mini refrigerators, each no larger than 3.1 cubic feet. ENERGY STAR® models are strongly preferred.
• Bedrooms may have no more than one microwave, which may not exceed 700 watts.
• Refrigerators and microwaves must be plugged directly into separate wall outlets. Power strips, surge protectors, and extension cords may not be used with these appliances.
• The University recommends MicroFridge rentals. Please contact housing@wlu.edu for more information.

K. Prohibited Items and Activities

The following items and activities are prohibited in University housing unless expressly authorized by University policy:

1. Illegal Drug Paraphernalia

Possession of illegal drug paraphernalia, including homemade or commercially manufactured smoking devices and water pipes. Possession of cannabis or cannabis paraphernalia on campus, including vapes, gummies, etc. is prohibited. 

2. Weapons and Prohibited Items

Students must comply with all University policies and guidelines, including but not limited to the Weapons and Prohibited Items Policy available on the Universirty website. In addition, generally, weapons of any kind are prohibited, including but not limited to:

• Firearms or firearm components (including 3D printed)
• Ammunition (used or unused)
• Explosives of any kind including fireworks
• BB, airsoft, or blowguns
• Stun weapons, tasers, electric prods
• Bow and arrow, cross-bows, or slingshots
• Swords, machetes, hunting knives

Kitchen cutlery may only be used for food preparation and service and should be stored away and/or confined to kitchen spaces when not in use. 

3. Fireworks and Explosives

Fireworks, pyrotechnics, cold spark machines, and other explosives are prohibited.

First violation is an immediate $250 fine, confiscation, and conduct referral. 

4. Water Fights and Water Devices

Water bombs, water fights, water guns, water beds, inflatable pools, slip-and-slides, and hot tubs are prohibited in or around university housing without express consent from Housing & Residence Life. 

5. Animals

All pets are prohibited except:

• Fish (one aquarium up to five gallons per resident). Must be confined to individual student’s rooms and the student most provide proper care and maintenance. No more than one fish tank in common areas. Removal may be required if possession of the fish/tank becomes a sanitary or health/safety issue. Any damages as a result of fish tanks will be the responsibility of the student. 
• Approved emotional assistance animals (see W&L’s protocol for emotional assistance animals)
• Service animals permitted under University policy and federal law

6. Hall Sports and Horseplay

Hall sports and horseplay are prohibited. Examples include, but are not limited to:

• Wrestling, boxing, sparring
• Running races, gymnastics, tumbling
• Tripping, tackling, pushing, or carrying others
• Use of athletic equipment indoors including all forms of athletic balls

7. Open Flames

Students must comply with all University policies and guidelines, including but not limited to the Weapons and Prohibited Items Policy available on the University website. In addition, generally, candles, incense, halogen lamps, torches, and any open-flame devices are prohibited.

8. Drones

Students must comply with all University policies and guidelines, including but not limited to the Drone Policy available on the University website. In addition, generally, use of unmanned aerial vehicles (drones) in or near University housing is prohibited.

9. Flammable Materials

Students must comply with all University policies and guidelines, including but not limited to the Weapons and Prohibited Items Policy available on the University website. In addition, generally, storage or use of gasoline, kerosene, propane, butane, charcoal, lighter fluid, and similar materials is prohibited.

10. Motorized Devices (Fuel or Lithium-Ion Battery Operated) and Bicycles

Storage or use of hoverboards, Segways, electric scooters, mini-bikes, and similar devices within housing facilities is prohibited. 

Students may store bicycles in their unit if it does not violate fire safety standards (e.g., egress) or infringe on roommates. If storing bicycles outside, it is the student’s responsibility to use designated bike racks as well as to secure and maintain them. 

11. Digital and 3D Printers

Use or storage of digital or 3D printers in campus housing is prohibited.

12. Fog and Bubble Machines

Fog machines, smoke machines, and bubble machines are prohibited indoors or within 25 feet of housing.

L. Alcohol and Other Intoxicating Substances

1. Residential Alcohol Policy

The possession and consumption of alcohol in University housing is a privilege available only to students who are 21 years of age or older and who comply with all applicable laws and University policies. Alcohol is prohibited in all first-year residence halls.

Students who are 21 years of age or older and choose to consume alcohol are expected to do so responsibly, in moderation, and with consideration for the rights of others. Students must not engage in behavior that disrupts the residential community, interferes with the maintenance or cleanliness of facilities, or negatively impacts the health, safety, sleep, privacy, or academic success of others.

Loud, disruptive, unsafe, or destructive behavior associated with alcohol use may result in conduct action, regardless of the age of the individuals involved.

2. Compliance with the Law

All students are expected to comply with federal laws and the laws of the Commonwealth of Virginia. Individuals under 21 years of age may not purchase, possess, or consume alcoholic beverages, or nicotine products.

Students who are 21 years of age or older may not:

• Purchase alcohol or nicotine products for individuals under 21 years of age
• Provide alcohol or nicotine products to individuals under 21 years of age
• Serve alcohol to individuals who appear intoxicated or are behaving in a disruptive manner.

Cannabis and other substances that are illegal to possess, distribute, or use under Federal law are prohibited.

3. Inhalants and Noxious Chemical Substances

The intentional inhalation, ingestion, or misuse of chemicals or substances for any purpose, including but not limited to intoxication is prohibited. Prohibited substances include, but are not limited to:

• Nitrous oxide ("whippets” or “N₂O")
• Glue and adhesive products
• Solvents
• Paints and paint-related chemicals
• Aerosols
• Refrigerants
• Cleaning chemicals
• Other noxious chemical substances

Evidence of possession, misuse, and/or inhalation of such substances may result in conduct referral.

M. Residential Events & Programming

Organized events held in or around residence halls, apartments, fraternity houses, sorority houses, and community houses must comply with all applicable University policies including the Social Event Policy.

Public Safety officers or other staff may conduct routine walkthroughs of residential facilities during events. Violations of residential event policies may result in administrative action by Student Affairs and/or referral to the appropriate student conduct pathway.

N. Solicitation, Advertising, Distribution of Materials and Posting

1. Solicitation and Sales

Consistent with the University’s Policy Regarding Solicitation and Sale of Goods and Services, for-profit organizations, for-profit individuals, and student organizations that have not been officially recognized by the University may not solicit or sell goods or services within University housing or on University-owned or operated property without prior authorization.

Door-to-door solicitation, sales activities, distribution of promotional materials, informational pamphlets, magazines, or other publications, and advertising within residential facilities are prohibited unless approved in advance.

2. Approval Process

Requests for solicitation, advertising, distribution of informational materials and publications, or residential postings must be reviewed through the appropriate University approval process.

• Posting, advertising, or distribution within university housing must be approved by the Director of Housing & Residence Life or designee. Requests for approval, including electronic copies of proposed materials, should be submitted to Housing & Residence Life at least three business days in advance.
• Housing & Residence Life may deny any solicitation request or request for distribution.

For other areas on campus, please review the Expression Events, Advertising, and Lawn Displays policy in the Student Handbook and contact the Student Engagement and Leadership team to ensure your adhering to all relevant policies and expectations.  

3. Approved Posting Locations

Housing & Residence Life may approve posting or distribution by one or more of the following means within University housing spaces:

• Common area hallways
• Restroom stall doors
• Materials placed under or on doors
• Other locations specifically approved by Housing & Residence Life

Residential bulletin boards are reserved for Housing & Residence Life and other approved University organizations. Chalking and stand-alone outdoor signage may be permitted only in accordance with University policy and applicable approval processes.

4. Prohibited Posting Practices

The following are prohibited without prior approval:

• Posting on interior or exterior windows
• Posting in unauthorized locations
• Distribution of unapproved advertisements or flyers
• Posting materials that damage University property

Posting or distribution of unapproved materials or posting in unapproved locations may result in postings be removed or distributed material being confiscated and discarded without notice and may result in conduct referral.

5. Posting Materials

Only painter’s tape or masking tape may be used to hang approved materials in residential facilities. The use of other adhesives including but not limited to glue, scotch tape, duct tape, packing tape, mounting tape, or similar materials, is prohibited because of the potential for property damage. Improper posting may result in fines for damages. 

O. Enforcement and Removal from Housing

Violation of University policy or guidelines, Housing & Residence Life policies or regulations, or applicable law may result in sanctions including but not limited to:

• Warnings
• Fines
• Educational sanctions
• Temporary removal from housing
• Permanent removal from housing
• Dismissal

P. Drug-Related Housing Removal

If a student residing in University housing, including fraternity and sorority housing, violates the law or the University’s illegal drug policy, the Dean of Students or designee may remove the student from housing without refund.

Q. Administrative Authority

University staff, including but not limited to Housing & Residence Life, Public Safety, Environmental Health & Safety, and Student Affairs staff are authorized to investigate potential violations of and enforce all residential policies and regulations. Violations may be referred to the appropriate conduct pathway.

VII. Standards for Student Organizations

As stated in the Policy Statement Relating to Campus Life, the University supports a community of student self-governance that balances student privilege and responsibility. Students involved in organizations are expected to adhere to the same standards of conduct and university policies to which students are held on an individual basis, including but not limited to the University Policy on Prohibited Discrimination, Harassment, and Retaliation Other Than Sex.

A. Recognized Student Organizations

Recognized Student Organizations (hereinafter “Student Organization”) are any student organizations that have been formally recognized by the Executive Committee of the Student Body (EC), the Student Bar Associations (SBA), or an official University office/department (e.g., Office of Fraternity and Sorority Life, Campus Recreation and Club Sports, etc.). 

Washington and Lee University does not approve the activities of unrecognized student organizations or societies nor do we encourage students to become members of such organizations. An unrecognized student organization is defined as a group that has either (a) never been formally recognized by the EC, SBA, or an official University office/department, or (b) were previously recognized but are not longer recognized. Unrecognized groups do not receive funding, training, or support from the University. Allegations of misconduct or violations of University policy related to a student’s involvement in an unrecognized student organization will be referred to the Community Values and Expectations (CVE) process. 

B. Fraternity and Sorority Life 

The Office of Fraternity and Sorority Life (FSL) supports all fraternities and sororities that are recognized members of the four governing councils: the Cultural Greek Council (CGC), the Interfraternity Council (IFC), the National Pan-Hellenic Council (NPHC), and the Panhellenic Council (PC).

All FSL organizations are expected to adhere to their respective governing constitution and bylaws, the Standards for Fraternities and Sororities, and the same University policies and standards to which students are held to on an individual basis. 

More information about Fraternity and Sorority Life is available online.

C. Student Organization Accountability 

1. University Oversight and Support

Washington and Lee University oversees all recognized student organizations. Student Affairs shall advise all recognized undergraduate student organizations regarding the use of alcohol for organized/sponsored events. The appropriate law school Dean (or designee) will advise all recognized law student organizations regarding the use of alcohol for organized/sponsored events. Student Affairs will notify the Department of Athletics to aid enforcement of sanctions for athletic teams that violate University standards and policies on alcohol and other drugs.

Nothing in this section shall preclude the President, Vice President for Student Affairs, (or designee) or appropriate conduct pathway from taking action they determine to be justified for both individual and group accountability in accordance with the law, University policy or guidelines.

2. Violations of University Policy Including Alcohol or other Drugs Policies

The Student Judicial Council (SJC) handles allegations of misconduct and enforces sanctions for any recognized student organization not within the purview of the Interfraternity Council (IFC) that violate University policies, including policies on alcohol and other drugs. For incidents involving an unrecognized student organization, the matter will be referred to Community Values and Expectations (CVE).

The IFC shall enforce sanctions for organizations within its purview that violate University policies, including policies on alcohol and other drugs. 

Incidents involving an unrecognized student organization, will be referred to the Community Values and Expectations (CVE) pathway for adjudication. 

4. Sanctions and Appeals 

Possible sanctions for student organizations may include, but are not limited to, those outlined under the Student Judicial Council (SJC) and Community Values and Expectations (CVE) sections of this handbook.

Findings of responsibility and their resulting sanction(s) are subject to appeal as indicated in the relevant conduct pathway section of this handbook.

D. Expression Events, Advertising, and Lawn Displays

Washington and Lee University students and student organizations must comply with all University policies and guidelines including but not limited to the Protest and Demonstration Policy available on the University website. In addition, generally, students and student organizations are permitted to post flyers and posters (i.e., postings) without prior approval under the following guidelines and in accordance with the applicable campus department or buildings policy. Always verify with the appropriate department or buildings before proceeding. 

Expression events, Lawn Displays, Banners, and Chalking must receive prior approval and adhere to the guidelines listed below. 

1. Definitions 

• Expression Events: A event, gathering, or activity to share, communicate, or peacefully protest an idea, opinion, information, or belief. 
• Lawn Displays: Any form of advertisement or marketing that is stationed on or inserted into the ground on campus.
• Chalking: Using chalk to mark campus property or the act of advertising, marketing, or communicating on campus property with the use of chalk.
• Banners: A larger (e.g., 24"x48", 36"x72") piece of material (e.g., cloth, vinyl, or paper) hung or placed in a public space. 
• Postings: A smaller (e.g., 8.5"x11", 5.5"x8.5", 6"x6", 11"x17, etc.) flyer or poster which is placed in a public space.

2. Required Approvals 

• Expression events must be approved by the Dean of Student Engagement and Leadership (or designee) at least 5 business days prior to any form of advertising or marketing.
• Lawn displays, chalking, and banners must be approved by the Dean of Student Engagement and Leadership (or designee) at least 3 business days prior.
• University visitors (e.g., external groups) must request approval through the External Group Event Registration process.
• If prior approval is not received, the banner, chalk, or lawn display will be removed, events may be rescheduled or terminated, and students or student organizations may be referred to the appropriate conduct pathway. 

3. Guidelines 

• All University policies and guidelines must be followed. Any violations or missing information may result in the posted material being removed and disciplinary referral. 
• All posted materials should be removed within 48 hours of the events conclusion. 
• Lawn displays and banners should be removed within 24 hours of the events conclusion.
• Banners shall not be affixed to railings (directly below the railing is permitted). 
• Postings, banners, and lawn displays must include:
  • The name of the sponsoring organization or individual
  • The email address of the sponsoring organization or individual
  • The event title, date, time, and location
    • If the advertisement is not for a date-specific event or activity, the date that the material was posted must be included. 
• Postings, banners, and lawn displays may not include:
  • Advertisement for the promotion or distribution of alcohol or drugs
  • Violations of University policies, guidelines, or law
• Only one form of posting per event may be posted on a given bulletin board. 
• Postings may not cover existing posted materials
• Lawn displays and Expression events are only permitted on Stemmons Plaza unless otherwise approved by the Dean of Student Engagement and Leadership (or designee)
• Expression events are not permitted to use amplified sound unless approved by the Dean of Student Engagement and Leadership (or designee)
• Chalk must be water soluble and may not be used on the brick

E. Donation Boxes 

Student Organizations are permitted to reserve space in Elrod Commons for one donation box per event. Reservations for donation boxes are facilitated through the Student Engagement and Leadership Office and will occur on a first-come, first-served basis by student organizations and university departments. 

1. Reservation Timelines

A standard reservation can be made for a maximum of 2 weeks and will be scheduled Monday-Sunday. Reservations can be extended for one additional 2-week period only if space exists. No boxes will be permitted to remain for longer than 4 weeks. 

At the end of the approved reservation period, the sponsoring organization is responsible for removing the box and any items. Failure to remove the donation box within one business day after the conclusion of the reservation may result in the box and any contents being discarded.

2. Organizational Expectations for Donation Boxes 

• Donation boxes must comply with the following:
  • The maximum sizes for donation boxes are 3’ × 3’ × 3’
  • Boxes must be clearly labeled with:
    1. sponsoring organization’s name and contact info,
    2. items being collected, 
    3. where/how items will be donated 
  • Organizations must provide their own boxes for donations and all donated items must fit within the donation box.  
  • Items being collected may not be perishable (fresh, prepared, or frozen food) or hazardous (highly flammable, sharp, weapons, etc.)
  • The sponsoring organization must regularly check on their donation box to ensure it is not overflowing and that it does not contain trash or any prohibited items.

If any concerns about the donation box arise, a member of the Student Engagement and Leadership team will reach out to the contact person with questions and/or instructions for how to proceed.

F. Political Activity

W&L is a long-time proponent of freedom of expression and the University Committee on Inclusiveness and Campus Climate unanimously approved the University of Chicago 2015 “Statement on Freedom of Expression” and the AAC&U 2006 “Statement on Academic Freedom and Educational Responsibility” as guiding documents for how we think about freedom of expression on our campus. W&L is unwavering in its commitment to the free and open debate of competing ideas. W&L is also subject to Internal Revenue Code § 501(c)(3) limitations prohibiting tax-exempt institutions from engaging in political activity, such as supporting or opposing candidates for public office.

In order to maintain freedom of expression for recognized student organizations (hereinafter “Student Organization”), while ensuring that the political activity of Student Organizations will not be attributed to W&L, the following shall govern political activity by Student Organizations.

• W&L encourages its students ² and Student Organizations to express their political views and participate in the political process. In doing so, Student Organizations shall not affirmatively state or imply that W&L endorses, supports, or opposes any candidate for public office, or use University resources in a way that could imply that the University endorses or engages in prohibited political activity. For example, Student Organizations may not use University:
  • funds to support or oppose a candidate for public office;
  • webpages or sites to support, oppose, or fundraise for a candidate;
  • computers, telephones, mail services, or copy machines, to distribute materials supporting or opposing a candidate;
  • letterhead, or include W&L’s name or logos on materials supporting or opposing a candidate for public office.

1. Partisan Political Activity and Political Campaigns

• When engaging in partisan political activities, such as activities which support or oppose, or may be perceived to support or oppose a candidate for public office, Student Organizations must include the following disclaimer in any written or printed materials, and read the disclaimer at the beginning of any such program or event: 
  • "POLITICAL ACTIVITY DISCLAIMER: This[program/event/content/publication/etc.]is sponsored by [Name of Student Organization], and not supported or endorsed in any way by Washington and Lee University. The views expressed are those of the [Student Organization and/or speaker], not Washington and Lee University. The University does not participate in political campaigns, fundraise for, or support or oppose any candidates for public office."
• Student Organizations may sponsor events or programs with, or speeches by, political candidates or campaign representatives, provided that candidates for the same public office have an equal opportunity to speak at the University, and the Student Organization:
  • clearly identifies itself as the sponsor on all event and program materials (such as announcements, advertisements, agendas or programs) and includes the above Political Activity Disclaimer;
  • ensures no political fundraising will be conducted in connection with the program or event, even indirectly (ex. charging an admission fee, providing University email listservs, or using University resources to solicit donations);
  • pays the associated costs (including any increased security costs as determined by the Department of Public Safety and without using University allocated funds).
• While Student Organizations may invite candidates for public office to campus to educate voters about the candidate’s position, they may not invite candidates to conduct campaign rallies.
• Student Organizations may set up tables in connection with their political activities (ex. to display literature or signs, or discuss information or issues with individuals who inquire or express interest by visiting the table) during the times approved and in the places specifically designated by the Associate Dean of Student Engagement (or designee). Such activities shall not impede traffic flow, or interfere with University academic or extracurricular programs, or operations. All materials and signage shall clearly indicate that the table is sponsored by the Student Organization and not endorsed by the University, and include the above Political Activity Disclaimer.

2. Non-Partisan Political Activity

• Student Organizations may conduct voter registration and education activities on campus, such as voter registration drives, “Get Out the Vote” events, and publishing voter education guides.
• Student Organizations may sponsor events and programs which are non-partisan and educational in nature in which they invite a public figure who is running for a political office to speak in a non-candidate capacity, if they introduce the speaker in a manner that does not mention her or his candidacy in an upcoming election and obtain assurance that the speaker will not mention her or his candidacy. The Student Organization shall maintain a “non-partisan atmosphere” during such program or event, indicate that the purpose of the event is educational, and include the Political Activity Disclaimer in any written or printed materials, and read the disclaimer at the beginning of any such program or event.
• Mock Convention ³ activities are educational in nature and thus not prohibited. 

3. Requirements for Planning Political Activity

• In planning, sponsoring, hosting, or engaging in any political activity on campus, Student Organizations must follow all University policies, procedures, and guidelines (ex. Facilities Use Policy), which might apply to the particular activity at issue.
• Student Organizations must notify the Associate Dean of Student Engagement or designee prior to developing political programs or activities so that Student Affairs can offer guidance and ensure the activity complies with University policies, procedures, and guidance.

Washington and Lee University expressly disavows any political activity that does not comply with its policies; unauthorized or noncompliant activities shall not be attributed to the University.

VIII. Student Affairs Committee

The Student Affairs Committee (SAC) serves as an advisory group to the Vice President for Student Affairs. The committee may explore all aspects of life outside the classroom and members may seek input from their respective constituencies. The Student Affairs Committee may make recommendations to the Vice President for Student Affairs related to student life and recognized student organizations. Committee meetings serve as an important venue for information sharing and feedback among student leaders, faculty, and student affairs administrators.

Additional information about SAC, including the composition, is available online.

IX. Drug-Free Workplace Act/Drug-Free Schools & Communities Act Statement

As a recipient of federal aid and federal grants, the University must certify under the Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act of 1989 that it will take certain steps to provide a drug-free workplace. Students should review the full University Alcohol and Drug Use in the Workplace policy.

A. Alcohol and Drug Education

In accordance with the Drug-Free and Communities Act of 1989, alcohol and drug education at Washington and Lee University is coordinated by the Office of Health Promotion as part of the Division of Student Affairs.

B. Goals of Alcohol and Drug Education

• Inform all students at Washington and Lee University about federal and Virginia laws and University policy regarding the use of alcohol and other controlled substances.
• Involve students directly in comprehensive multidimensional health promotion programs; including planning, development, implementation and evaluation of awareness programs, speakers, harm reduction information, social norms marketing approach (Universal Prevention).
• Provide assessment and education for students who exhibit problem behaviors related to alcohol and other drug misuse (Indicated Prevention). Students who receive a sanction for violating the University Policies on Alcohol and Other Drugs may receive an educational assessment through the Office of Health Promotion.
• Provide educational programming, resources and referrals to organizations, Fraternity and Sorority Life students, first-year residence halls, and athletic teams (Targeted Prevention).
• Include faculty from various academic disciplines to foster critical thinking both in and outside the classroom about social issues on campus including alcohol and other drugs.
• Promote and foster the development of student leaders to support educational programs and model behaviors that demonstrate low-risk drinking behaviors.
• Collaborate with Lindley Health and Lindley Counseling, Athletics Department, Fraternity and Sorority Life staff, faculty, alumni, parents, and other University stakeholders to establish an environment that promotes the low-risk use of alcohol.

C. Health and Behavioral Risks of Alcohol Misuse and the Use of Illegal Drugs

The negative physical and mental effects of the use of alcohol and other drugs are well documented. Use of these drugs may cause blackouts, poisoning, and overdose; physical and psychological dependence; damage to vital organs such as the brain, heart, and liver; inability to learn and remember information; and psychological problems including depression, psychosis, and severe anxiety. 

Individuals concerned about their own health or that of a friend should consult a physician or mental health professional. More information and assistance can be obtained by contacting one of the University physicians or counselors, the Employee Assistance Program (for faculty and staff), and other campus and community resources listed in the University’s annual Drug Free Schools and Communities notice.

X. Family Educational Rights and Privacy Act (FERPA) Statement on Educational Records

The Family Educational Rights and Privacy Act of 1974, as amended, ("the Act,” commonly referred to as “FERPA” or the “Buckley Amendment") is designed to protect the confidentiality of the records that educational institutions maintain on their students and to give students access to their records to assure the accuracy of their contents. The purposes of W&L’s Student Education Records Policy are: to inform students of their rights under the Act; to inform employees, student workers, third-party contractors, and volunteers of the University’s responsibilities under the Act; and to describe the circumstances under which the University may disclose student education records. 

The full policy is available online. Please visit the University Registrar’s website for more information.

XI. Non-Discrimination/Equal Employment Opportunity Statement

In compliance with Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and all other applicable non-discrimination laws, Washington and Lee University does not discriminate on the basis of race, color, religion, national or ethnic origin, ethnicity, sex, gender identity, gender expression, sexual orientation, age, disability, marital status, military status, genetic information, or any other legally protected class, in its educational programs and activities, admissions, and with regard to employment. The full Non-Discrimination / Equal Employment Opportunity Statement is available online.

Inquiries may be directed to Lauren E. Kozak, Title IX Coordinator and Director of Disability Resources, Commons 237, 540-458-4055, kozakl@wlu.edu, who is designated by the University to coordinate compliance efforts and carry out its responsibilities under Title IX, as well as those under Section 504 and other applicable non-discrimination laws. The Title IX Coordinator has designated the following:

• Employment: Jodi Williams, Executive Director of Human Resources, Two South Main 109, 540-458-8318, jwilliams@wlu.edu; and
• Gender Equity in Athletics: Lauren Kozak, Title IX Coordinator and Director of Disability Resources, Commons 237, 540-458-4055, kozakl@wlu.edu.

Inquiries may also be directed to the Assistant Secretary for Civil Rights, U.S. Department of Education.