Code of Conduct

Complaint Procedure

If the alleged behavior seems like it may be sex-based discrimination, please click here to go to the Title IX section of his handbook.

1. Conduct Officer's Scope of Responsibility

As a general rule, violations of University policies and behavioral standards will be referred to the conduct officer in the following areas:

• Residential – Violations of residential policies or of institutional standards of conduct committed in the residence halls or by residential students will generally be referred to the Dean of Students & Director of Residence Life.
• Athletic – Violations of athletic department or team policies or behavioral expectations will be referred to the Dean of Students & Director of Residence Life (Please note: sport regulations governed by NAIA are not university regulated; therefore, the University may not set them aside or change their outcome. E.g. red cards in soccer).
• Academics – Refer to the Academic Integrity Policy section of the Course Catalog
• All Other - Violations of University standards of conduct occurring at campus events or committed by non-residential students will be referred to the Dean of Students & Director of Residence Life.

2. Notification of Conduct Violations

1. Allegations concerning violations of the Code must be brought in writing to the attention of the appropriate Conduct Officer identified in Section 1. Conduct Officer's Scope of Responsibility within 120 days of discovery of the alleged offense.
   1. Violations alleged to have occurred more than 120 days earlier will be considered “stale” and normally will not be subject to conduct action.
   2. Exceptions to this policy will be made at the sole discretion of the Dean of Students & Director of Residence Life.
      1. Such exceptions may involve allegations that are still under investigation or cases in which the safety of individuals or the University community is deemed by that official to be at risk.
2. Allegations of Code violations will be presented to the accused student(s) by means of a written notice from the appropriate Conduct Officer.
   1. This notice will contain the substance of the allegations and request the student to schedule a Student Conduct Conference, as outlined below.
   2. The Conduct Officer will contact the student in writing and/or by e-mail to the last known and updated address by the student on file with the University.
      1. The University has no further obligation to notify the accused with respect to inaccurate addresses if the student fails to properly notify the University of any change of address.

3. Student Conduct Conference

The Student Conduct Conference is a meeting between the student and Conduct Officer to discuss the alleged incident and the student’s options.

1. The accused student is obligated to contact the Conduct Officer within three business days of receipt of Notice of Conduct Violation to schedule the Student Conduct Conference.
2. The Student Conduct Conference provides the student with:​
   1. Notice of formal charges resulting from allegations
   2. Notification of the process for resolving formal charges through conduct process*
   3. Opportunity to discuss the allegations and provide information
   4. Opportunity to accept or deny responsibility for formal charges​
3. After all information is presented the Conduct Officer will determine if the student is responsible for the alleged violations.
4. The student will be notified electronically through our case management system about whether they were found to be responsible or not

*

If a student is at risk of having his or her rights restricted, or being separated from the institution, the have the right to request an Administrative Hearing Board in lieu of the Student Conduct Conference. 

4. Administrative Hearing

The purpose of the administrative hearing will be to determine:

1. If it is determined that a violation of the above occurred, the hearing(s) will seek to ascertain who is responsible for the violation(s).
2.  Students who fail to schedule or attend a hearing by the deadline indicated will waive their right to such a hearing, and a decision may be made without that student(s)’ involvement. All decisions made as a result of the hearing(s) will be communicated in writing.

If a student waives the right to the Student Conduct Conference and requests an Administrative Hearing, the following procedure will be followed. 

Process for Administrative and Conduct Hearings

1. Hearings are closed to the public. In addition to the conduct officer only the following normally are allowed to attend:
   1. Complainant
   2. Advisor for the accused or the complainant. The advisor shall be a silent observer and may not have an active role in the hearing. The student may chose only one person such as parent, faculty member, attorney, friend, etc.)
   3. The respondent.
   4. Witnesses or persons who have been asked to provide a statement by either the accused or complainant
   5. Conduct Officer
2. The conduct officer will preside over the Administrative Hearing. Admission of any additional persons to the hearing shall be at the sole discretion of the conduct officer.
3. Hearings are unlike courts. These conduct processes engage in a full discussion of allegations and circumstances. 
4. In assigning appropriate sanctions, the conduct officer may consider relevant precedents and the conduct history of the accused. Consideration may also be given to aggravating or mitigating circumstances.
5. At the conclusion of the deliberation, the presiding officer will provide written notification of the decision within 48 hours to the conduct officer assigned to the case. Written/electronic notification of the decision and sanctions as well as appeal procedures if applicable will be sent to the appropriate parties to the address(es) most recently made available to the University.
6. A record of the Board’s hearing proceedings will be kept and this will be considered confidential except in cases where it is deemed necessary by the Board that prepared statements be released to protect the welfare of persons at the University.

5. Sanctions and Fees

The following sanctions comprise a range of official actions that may be imposed for violations of the Res Life Policies and the Code of Conduct—by individuals or groups. One or more sanctions may be imposed at the discretion of the Conduct Officer or Administrative Hearing Board in an effort to promote behavioral change. Sanctions attempt to teach alternative behaviors; increase personal and social skills; increase a student’s awareness of obligations to others; demonstrate implications of actions; and explain rationale behind regulations. This list does not limit the actions available to a Conduct Officer or Administrative Hearing Board and is not inclusive of all possible actions that could be taken as a result of a violation of University policies. Students found responsible for violations will receive a minimum of disciplinary warning with expulsion being the maximum sanction.

Failure to complete a sanction by the deadline can result in additional sanctions such as a  on the student account which will prevent the student from completing any official University action (e.g. registering for classes, adding or dropping a class, submitting a housing contract, etc.). Both sanctions and restrictions will remain on a student's account indefinitely, even if he/she leaves the University. Upon reapplication to the University, the Dean of Students will determine the appropriate course of action.

THERE ARE TWO LEVELS OF SANCTIONS

Level One Sanctions

Level one sanctions are typically first-time, less serious, or repeated less serious violations. Level One sanctions are not subject to appeal as they do not have the potential to limit a student’s rights or lead to their separation from the University. Under special circumstances, the Dean of Students & Director of Residence Life may consider an appeal at this level. 

The following sanctions serve as guidelines rather than as a definitive list.

Disciplinary warning: a written warning that if there is a repetition of the same action or any other action in violation of the rules or regulations of the University, the student can expect additional disciplinary action. 

Disciplinary probation: this action is designed to assist students in developing behavior appropriate to the University community through placing them on a warning status. The resident is also informed that further violations may result in greater levels of sanctions. This level of probation is intended to provide the student an opportunity to reflect on, and learn from, his/her behavior while increasing awareness of the impact of his/her behavior on themselves and others and of the University’s expectations. 

• Residence Hall Probation: a change in student status for violating policies outlined in the Residence Life policies and the Student Code of Conduct. A student will receive written notice of probation, its terms and time limit. Privileges of residents, including visitation, may be revoked for all or part of the time the resident is on probation. 
• Disciplinary Admonition: a change in student status involving written notice of the probation, its terms and time limit. 
• University Probation: this is the most serious level of conduct sanction, short of suspension from the University, during which the student is considered not in good standing. The student remains enrolled at the University under circumstances defined by the Conduct Officer of Administrative Hearing Board, and may not be allowed to represent the University in any official capacity or hold office in any student organizations including, but not limited to, intercollegiate athletic events or teams, recognized student organizations, theater groups or productions, musical organizations or SGA Officer positions. This probation level indicates to the student that further violation(s) of University regulations will result in more stringent conduct action, including but not limited to suspension or expulsion from the University. 
• Housing Reassignment: this action is an involuntary reassignment to another residence on campus for a designated period of time and may include restricted visitation privileges. This sanction is imposed to protect the welfare of the building, area, or floor community, and students having this sanction imposed should reflect on the behaviors necessary for an individual to be part of a residential community by respecting others, and developing critical thinking skills and mature decision-making skills.

Restitution Fines: a student may be assessed a fine for a variety of Residence Life and/or safety violations such as lost keys, lock-out assistance and littering. Please see the following examples and consult with your local Res Life Department for more information.

• If this action occurs;
  • ​This fine may be assessed.
• Damage, vandalism, littering, etc.;
  • ​Removal and/or cleaning fees.

• Failure to remove garbage bags from common areas;

  • ​$25 first time, and increasing fines for each subsequent fine.

  • Entire floors may be bear the fee, split evenly between occupants.

• Lock-out assistance;
  • ​First one free, 2nd one $5, 3rd and subsequent assistances $10 or more.
• Lost keys;
  • ​Up to $50 per key and $60 per lock that needs re-cored.
• Quiet and Courtesy Hour noise violations;
  • ​$25 and $50
• Replacement student ID
  • ​$20
• Sports in residential spaces;
  • ​$2​5
• Tampering with fire alarms or other fire safety equipment;
  • ​$100

Restitution Service: as part of the sanctioning process, students can be required to perform service. These services can include performing assigned duties, sponsoring programs, etc.

Educational sanction: a student may be required to provide a specific service or participate in a specific program, receive specific instructions, or complete a research assignment. The student may be responsible for related expenses, including expenses for education, counseling, or treatment, if any expense is entailed.

Behavior Contract: a student and hearing officer may reach a written agreement concerning expectations for future behavior and decisions to assist in preventing inappropriate behaviors from recurring.

Restriction of Privileges: under this sanction, students may be restricted from entering certain buildings, attending certain events or using specific programs due to their behavior. Housing students may have their visitation privileges restricted or revoked for a certain time period, or specific guests may not be allowed into University housing. Participation in University organizations or holding office in organizations or other privileges can also be included under this sanction as deemed appropriate.

No-Contact Directive: this action is implemented at the discretion of a hearing officer directing a student to avoid initiating contact with another member of the University community, it may include limiting access to areas to avoid incidental contact. A no-contact directive may be imposed at a student’s request without conduct proceedings if it does not involve any accommodation changes. Contact includes direct interactions in person or through technology, as well as the use of third parties to interact. The no-contact directive is not limited by location. 

Conduct Referrals: conduct officers may refer students found responsible for violations to campus resources to assist, educate or monitor them in the development of appropriate behavior, critical thinking skills, mature decision-making skills, etc. Referrals may include University-sponsored alcohol and drug education programs, the Counseling Center, etc.

Registration Hold: A hold may be placed on a student’s registration if the student has failed to complete a sanction or withdraws prior to official conduct on an allegation. Holds are intended to be temporary until either the sanction or conduct process is complete. Registration holds may also be used during periods of interim suspension, suspension or expulsion. Holds will not be lifted until the necessary sanctions are completed.

This is separate from a business office hold when a student has a balance beyond the allowed limit. 

Level Two Sanctions

Level two sanctions are typically serious or aggravated violations. Level Two sanctions are for violations that limit a student’s rights or have the potential of separation from the University. The student will be afforded an Administrative Hearing process and may appeal that decision. The following sanctions serve as guidelines rather than as a definitive list.

The following sanctions serve as guidelines rather than as a definitive list.

Suspension of Group Recognition: This action consists of the withdrawal of all or part of the official recognition of a group for a stated period of time and will include conditions for reinstatement of recognition. This sanction is intended to assist groups in developing a stronger sense of the responsibilities that go along with the privileges of University recognition and a commitment to be a positive part of the University community.

Revocation of Group Recognition: This action is permanent cancellation of the official University recognition and privileges of a group found in violation of University regulations.

Housing Removal: This action is an involuntary removal from on-campus housing for a designated period of time and may include restricted visitation privileges. This sanction is imposed to protect the welfare of the building, area, or floor community.

Exclusion from University facilities or activities – a student may be prohibited from attending a class, undertaking student employment, entering a building, participating in an extra-curricular activity sponsored by the institution, representing the University in an official capacity, or using other services provided the institution. Such exclusion may be for a definite or indefinite period of time.

Interim Suspension – When the Student Conduct Officer has reasonable cause to believe that a student’s presence on University premises or at a University-related or registered student organization activity poses a significant risk of substantial harm to the safety or security of themselves, others, or to property, the student may be immediately suspended from all or any portion of University premises, University-related activities or registered student organization activities. This temporary suspension will be confirmed by a written statement and shall remain in effect until the conclusion of a full hearing or administrative decision, without undue delay.

Disciplinary Suspension – A student may be involuntarily separated from the University for a stated period of time after which readmission is possible. A student with one or more violations may be suspended from the University for an indefinite period of time. A student suspended indefinitely may petition the appropriate Dean of Students Office for reinstatement.

Expulsion – for a serious violation of University rules or regulations, a student may be dismissed from the University permanently.

6. Appeals

Right to Appeal

1. Students may request an appeal to the appropriate campus Dean of Student office on the following grounds:
   1. A substantive procedural error occurred that significantly impacted the outcome of the hearing (e.g. substantiated bias, material deviation from established procedures, etc.);
   2. To consider new evidence, not reasonably available during the original hearing or investigation, that could substantially impact the original finding or sanction.
   3. The Conduct Officer or a member(s) of the Administrative Hearing Board had a conflict of interest or bias for or against complainants or respondents generally or the individual complainant or respondent that affected the outcome of the matter.
2. Students have 48 hours from the time they receive notification of a sanction to file an appeal.
3. Appeals will be heard by Dean of Students or his/her designee. In order to file an appeal, the student must submit the appeal in writing.
4. If the Dean of Students served as the original conduct officer, or as the assigned conduct officer, or if the Dean of Students was removed from the process; appeals will be heard by the Director of Compliance or Campus President.
5. If multiple individuals were found in violation and/or sanctioned and wish to appeal, each individual must submit a separate appeal letter.
6. A student’s status and/or participation in sport or other University activities may be altered until a final decision is made. This is true in cases in which a student’s continued presence constitutes an immediate threat or potential injury to himself/herself or others and/or could disrupt the orderly functioning of the University as determined by Dean of Students and/or Director of Residence Life.
7. When the Dean of Students receives an appeal, he/she will determine the format of the appeal. These are final decisions without further appeal.

Summary Decision

Dean of Students will review the written appeal and any related documentation from the original hearing. The Dean of Students will make a final judgment and communicate that in writing to the student.

Revision

The Student Code of Conduct is subject to change. In general, the Student Code of Conduct will undergo a review once every three years to determine if significant changes need to be made. However, it will be revised again for the 2027-28 academic year as we finalizing integrating all policies. The University is responsible for notifying students when significant changes are made and students are responsible for being made aware of changes. Last updated August 2026.

Student Conduct Record Availability

All student conduct records are part of the student’s institutional record and may be released or discovered through releases, legal requests, and pursuant to some employment verifications. These records will be maintained for a period of at least 7 years after a student leaves the institution or may be maintained indefinitely when violent acts were committed.

DEFINITIONS

A

Alcohol: For the purposes of this policy, "alcohol" refers to any traditional alcoholic beverage, powdered alcohol ("palcohol"), low alcohol beer ("non-alcoholic", "near beer", etc.), and empty alcoholic containers (used or otherwise). 

B

Bias: a prejudice, predisposition, or inclination in favor of or against a thing or person.

• Title IX and Conduct panel team members must be free of bias against complainants or respondents generally, or a specific complainant or respondent

C

Conduct Officer: is any person or persons authorized by the Dean of Students or the Student Conduct Administrator, to determine whether a student has violated the Student Code of Conduct and to determine appropriate sanctions for the violation. This can be a single individual, such as a Hearing Officer (individual faculty or staff member), a group of people, such as a Conduct Board or Appellate Board, and/or, in instances of academic dishonesty, a faculty member.

NOTE: There is no requirement that a party resists the sexual advance or request, but resistance is a clear demonstration of non-consent. The presence of force is not demonstrated by the absence of resistance.  Sexual activity that is forced is by definition non-consensual, but non-consensual sexual activity is not by definition forced.

Conduct Review Officer: is any professional staff member with experience or appropriate training in the type of student conduct review process. The Hearing Officer must also be free from any known biases toward those involved in the incident or the type of incident under consideration.

Conflict of Interest: when an individual has a material connection to a dispute, or the parties involved, such that a reasonable person would question the individual’s ability to be impartial

• May be based on prior or existing relationships, professional interest, financial interest, prior involvement, and/or nature of position

Consent: words or actions that a reasonable person would understand as agreement to engage in the specific sexual conduct at issue:

• Must be contemporaneous with the sexual conduct and can be withdrawn at any time
• Cannot be procured by threats, blackmail, or other improper pressure
• If a person is incapacitated due to the use of drugs or alcohol, a physical or mental condition, or because of sleep, the person is incapable of giving consent
• A person below the minimum age of consent in the state where the sexual conduct occurs cannot give valid consent

_E

Emotional Support Animal (ESA): is a pet described by a licensed mental health professional, such as a therapist, psychologist, or psychiatrist. The animal is part of the treatment program and is intended to bring comfort and minimize the negative symptoms of the person's emotional or psychological disability. Because is is the presence of the ESA that mitigates symptoms, the animal does not require specific training.

Evidence: any information submitted to a review. This may include but is not limited to written reports, written statements, audio recordings, video recordings, and photographs.

F

Faculty member: any person who regularly conducts classroom activities for the University.

False reports: deceitful allegations made against a person or about an emergency situation.

Fondling: includes:

• The intentional touching of the clothed or unclothed body parts without consent of the victim for the purpose of sexual degradation, sexual gratification, or sexual humiliation
• The forced touching by the victim of the actor’s clothed or unclothed body parts, without consent of the victim, for the purpose of sexual degradation, sexual gratification, or sexual humiliation
• This offense includes instances where the victim is incapable of giving consent because of age or incapacity due to temporary or permanent mental or physical impairment or intoxication for the purpose of sexual degradation, sexual gratification, or sexual humiliation

Forgery: the unauthorized use of signatures, protected material, or licensed marks.

Fraud: the intentional perversion of the truth for the purpose of inducing another person or entity to surrender something of value or to surrender a right.

H

Harassment: behavior that is unwelcome and sufficiently severe, persistent, or pervasive that unreasonable interferes with, limits, or denies someone’s ability to participate in or benefit from the university’s educational programs and/or activities and is motivated by a recognized bias.

Hazing: is an act that is:

• Intentional, knowing, or reckless
• Committed by a person (alone or in concert with others)
• Against another person or people (regardless or the other person's/people's willingness)
• In the course of an initiation into, an affiliation with, or the maintenance of membership in a student organization, and
• Causes or creates a risk of physical or psychological injury

Hostile environment: an environment that seriously interferes with or limits a person’s ability to participate or benefit from St. Ambrose University’s programs and services on any campus. The more severe the conduct is, the less pervasive it needs to be for action to be taken by the University. I.e. a single or isolated severe incident could be sufficient to create a hostile environment. 

Hostile environment harassment: Unwelcome conduct determined by a reasonable person to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the recipient’s education program or activity

M

Member of the University community: can include any person who is: 1. a student; 2. a faculty or staff member; 3. a University official; 4. identified to conduct business for the University; or 5. Guests (includes but not limited to, volunteers, event attendees, participants in university sponsored co-curricular or auxiliary programs). Final determination to be made by the Dean of Students or student conduct administrator. 

P

Passive Participant: is a student who is present at an incident where a violation is occurring and the student’s behavior shows he/she did not choose to remove him/herself from the situation - even if he/she did not directly participate in the violation.

Protected characteristics: are personal characteristics or factors that cannot be targeted for discrimination or harassment. For purposes of the Student Code of Conduct the following characteristics are considered protected and individuals cannot be discriminated against or harassed based on these characteristics: race, color, religion, sex, gender, age, sexual orientation, pregnancy, national origin, physical or mental disability, veteran status, genetic information, or any other status protected under applicable federal, state, or local law.  

R

Rape: penetration, no matter how slight, of the vagina or anus with any body part or object, or oral penetration by a sex organ of another person, or by a sex-related object 

• This definition also includes instances in which the victim is incapable of giving consent because of temporary or permanent mental or physical incapacity (including due to the influence of drugs or alcohol) or because of age
• Physical resistance is not required on the part of the victim to demonstrate lack of consent​

Reasonable Effort to Communicate: it will be considered a reasonable effort to contact a student if the University staff/faculty has attempted to contact a student through their official University email and one additional means of reaching out (e.g. phone call, text message, etc.).

Reasonable Time Frame: the University will strive to complete all steps of the conduct process within a reasonable amount of time from the date the University is first notified. While we strive to complete the process withing 60 business days, this timeline can be extended or impacted by breaks and disruptions to the student's presences on campus.

Registered Student Organization: means any group of individuals who have complied with the formal requirements for Mount Mercy Student Government Association recognition. 

Reporting Person: any student negatively impacted or victimized by a policy violation. If there is no immediate student reporting person, the university community will be considered the victim of a specific act.

Respondent: any student suspected of violating a University or Title IX policy.

Responsible: a student may be found and held responsible for any violation of policy he or she creates, promotes or allows to happen.

Retaliation: Intimidation, threats, coercion, or discrimination against any individual for the purpose of interfering with any right or privilege secured by Title IX and its implementing regulations or because an individual has made a report or complaint, testified, assisted, or participated in or refused to participate in any manner in an investigation, proceeding, or hearing under the institution’s policy.

Review: a structured meeting designed to elicit the information needed to reach a decision about a policy violation while providing the Respondent with the ability to challenge statements and evidence.

S

Sanction: Any outcome from a conduct review process that is meant to educate a student, restore the community from the impact of an incident, and/or reduce the likelihood of subsequent violations.

Sexual abuse: as defined by Iowa Code, is any sex act between persons in any of the following circumstances:

• The act is done by force or against the will of the other. If the consent or acquiescence of the other is procured by threats of violence toward any person, or if the act is done while the other is under the influence of a drug inducing sleep or is otherwise in a state of unconsciousness, the act is done against the will of the other.
• Such other person is suffering from a mental defect or incapacity which precludes giving consent, or lacks the mental capacity to know the right and wrong of conduct in sexual matters.  
• Such other person is a child.​

Sexual Assault: an offense classified as a forcible or nonforcible sex offense under the uniform crime reporting system of the Federal Bureau of Investigation

Stalking: engaging in a course of conduct directed at a specific person that would cause a reasonable person to: fear for their safety or the safety of others, or suffer substantial emotional distress. 

Statutory rape: nonforcible sexual intercourse with a person who is under the statutory age of consent

Stereotypes: a form of bias that operates as a preconceived, generalized, and sometimes inaccurate belief about a person based on their membership in a group or some other characteristic

​Student: all persons taking courses at the University, either full-time or part-time, degree seeking or non-degree seeking, as well as persons who have been admitted but are not yet taking classes. Persons who withdraw after allegedly violating the standards of conduct, who are not enrolled for a particular term but who have continuing relationships with the University (including suspended students), or who have been notified of their acceptance for admission are also considered students. 

Substantive Grounds: direct or verifiable information a reasonable person would use to form a basis for the supposition that either a policy violation occurred or that a respondent was responsible for the violation.

U

University: Saint Ambrose University (as the parent institution of the Saint Ambrose and Mount Mercy campuses)

University Official: includes any person employed by the University performing assigned administrative or professional responsibilities including but not limited to entities such as Parking and Transportation and Resident Assistants acting as University employees.

University premises: includes all land, buildings, facilities, and other property in the possession of (or owned, used, leased, or controlled) by the University including, but not limited to, items such as adjacent streets and sidewalks, vehicles, and computers, web sites and university owned and/or operated computer networks, including wireless internet access.

V

Victim: any person who experiences a loss of health, general and reasonable well-being, or property. This person does not have to make or file a complaint or report with the University to be considered the victim of a specific act.

W

Witness: any person who through direct sensory input is aware of behavior that is considered a risk under or contrary to the Code of Conduct, and who did not create, promote or allow the action.