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IV. STUDENT APPELLATE & GRIEVANCE PROCEDURES

A. General Procedures

When a student has a concern about the action of a particular individual or department, the grievance initially should be directed to the person(s) responsible for the individual or department as noted in the University organizational structure. Certain expeditious procedures to redress specific grievances are outlined below

B. Academic Grievances

A student against a faculty member, administrator, or staff member at the University may file academic grievances. Written complaints should be filed as soon as possible after the alleged action took place and should be submitted to the department chairperson in the division where the action took place. Copies of the University Academic Grievance procedures are available in the Dean's Office of each college and school.

C. Access to Personal Records

Policy and procedures concerning student records are based on respect for the privacy of the individual. Guidelines governing student access to individual records and procedures for challenging information on these records can be found in Part III of this Handbook.

D. Traffic and Parking Grievances

All students driving a car and parking on campus must register that vehicle and display the proper decal. Students may appeal violation citations to the Student Court . Appeals must be filed on the appropriate form within the prescribed time at the Office of Parking Services. A copy of University Parking and Traffic Regulations is on file at the Student Services Center .

E. Financial Aid

Specific rules, regulations, and eligibility requirements for procuring and maintaining financial aid can be found in the office of Student Financial Aid. A concise summary can be bound in the Undergraduate Catalog. All complaints should be registered by letter to the Director of Student Financial Aid.

F. Race, National Origin, Sex, Disability, or Other Discrimination or Harassment

Complaints regarding discrimination in the areas above, if not otherwise resolved, may be directed to the University Compliance Officer in the Office of Equal Opportunity Programs. Procedures for resolving sexual harassment complaints can be found in Part III of this handbook.

G. Resident/Non-Resident Classification

The residency status of a student is set by policy established by the Board of Trustees. A copy of the regulations used to interpret and establish residency status is available in the Office of Academic Records and University Registrar. A summary of the policy can be found in the Undergraduate Catalog. Complaints regarding residency status should be filed with the Office of Academic Records and University Registrar, which will make a determination. The Resident Student Status Committee of the University hears contested decisions.

V. SOCIAL/ALCOHOL POLICY

A. General Policy

To ensure that the normal academic functions of the University are not disrupted and to encourage the responsible social developments of all students, the following social policies have been adopted.

B. Registration of Social Functions

a. Registration with the Office of the Dean of Students of specified social functions shall be the sole responsibility of the sponsoring and/or co-sponsoring organizations.

b. Social events to be registered with the Office of the Dean of Students include, but are not limited to, band parties or any social event featuring musical entertainment by a band, disc jockey or other performer; swaps; formals; theme parties; step performances; and other events as specified.

1. The Office of Facility Planning and Design Services must approve any construction for themes for social functions.

2. No pools will be allowed at any social event.

3. All decorations and construction must be taken down and removed from campus no later than five (5) days after the event.

4. Other events to be registered with the Office of the Dean of Students include but are not limited to the following:

(a) Events involving large numbers of people.

(b) Events utilizing an expansive area of campus property.

(d) Events presenting a health or safety hazard.

(e) Any on-campus social event.

5. Any events held on residence hall grounds or apartments must seek additional approval from the Director of Residential Life five (5) working days in advance of the event. The hall staff or RHA must sponsor all residence hall events. Any events in close proximity of the residence halls and/or apartments will need to be approved by the Director of Residential Life or designee five (5) working days in advance of the event.

c. All social functions must be registered in person at the Office of the Dean of Students at least five (5) days prior to the date the event is to occur. At the time of registration, all organizations sponsoring or co-sponsoring a social event must submit to the Office of the Dean of Students a signed copy of the Social Event Registration Form and must pay all applicable music license and/or other fees.

d. The Office of the Dean of Students will not register events at which the presence of alcohol is planned or anticipated during the week, defined for purposes of this policy as Sunday through Wednesday.

e. Each musical performance by a band, disc jockey or other performer constitutes a separate event and must be registered separately.

f. The hours for indoor social functions are restricted to the following times: Sunday –Wednesday 5 p.m. - 11:30 p.m.

Thursday 5 p.m. – 12 midnight

Friday 5 p.m. - 2 a.m.

Saturday 1 p.m. - 2 a.m.

Indoor musical entertainment (bands, disc jockey, individual performers or combos, audio/video systems) at on-campus events may begin no later than 10 p.m. and must end no later than 2 a.m. provided no disturbances or violations of University policy occur, the members and guests have the prerogative to remain on the premises until choosing to leave.

g. The hours for outdoor social functions involving musical entertainment as described in (6) above are restricted to the following times:

Friday 5 p.m. - 2 a.m.

Saturday1 p.m.- 2 a.m.

Sunday - Wednesday 5 p.m.-11:30 p.m.

Thursday 5 p.m. – 12 midnight

Outdoor social functions not involving musical entertainment are restricted to the same times as indoor social functions.

h. Arrangements for security or social monitor personnel must be made with the Office of the Dean of Students five (5) working days in advance of the event.

i. UADPS police or approved security personnel assigned by UADPS must be present at the Palmer Lake Pavilion and the Amphitheater, unless an exemption is granted jointly by UADPS and the Office of the Dean of Students.

j. Each registration form must be reviewed and accepted by an Office of the Dean of Students representative at the time the event is registered. In the event the registration form is submitted late, too many social events are scheduled, or other provisions of the Social/Alcohol Policy are not properly met, the registration will not be accepted.

k. Social registration for an event should be submitted and accepted prior to contracting with a band, disc jockey, or other musical performer. Existence of a contract with a musical group or performer is not sufficient grounds for appeal.

l. The University reserves the right to limit the number of events requiring UADPS police or approved security personnel assigned by the Office of the Dean of Students based on the number of events scheduled at a given time. An exception may be made for the Homecoming Weekend.

m. All functions must be registered with the Office of the Dean of Students during regular University business hours, currently Monday through Friday, 8 a.m. until 4:45.p.m. No registration will be accepted between 4:45 p.m. Friday and 8 a.m. Monday.

n. No social events may be registered to occur during the five (5) day period immediately preceding the beginning of final exams for the fall and spring semesters or during the two (2) day period preceding final exams of the summer term.

o. Outdoor functions at which alcohol is present and/or consumed must be held on premises secured and contained by a permanent fence or wall, at least six (6) feet high, surrounding the entire area. This area must provide entrances and exits controlled by individuals checking identification for the duration of the event.

p. Social events sponsored by student organizations must be limited to members, guests and other invited students with valid college IDs.

q. The number of people present at a social event must not exceed the maximum number allowed in the facility.

r. Any form of public advertising off-campus to encourage attendance at a social event is strictly prohibited, unless it is to include other college/university campuses. Campus advertising should indicate that a valid, photo college ID is required for admission.

s. Student organizations wishing to charge admission to approved events must adhere to the following:

a. UADPS police or approved security personnel are assigned when appropriate.

b. Total tickets sold/admission charged and/or invited guests present must not exceed the designated capacity for the facility. The number of organizational members must be included when determining total attendance.

c. Events must be limited to inside the designated facility. Outside events will be permitted on premises secured and contained by a permanent fence or wall.

t. All State of Alabama laws regulating loitering on University property apply at all on-campus social events. The sponsoring organization, with the assistance of the Department of Public Safety, will be responsible for identifying and dispersing loiterers.

u. All social events must adhere to noise limitations as outlined in the current edition of the Student Handbook.

C. Use of Alcoholic Beverages at Social Functions

1. Recognized Student Groups and Organizations

a. A recognized student group or organization that is hosting or sponsoring a social event at which alcoholic beverages will be consumed shall comply with the following requirements:

(1) Comply with all noise limitations, ending or concluding times, social event registration requirements, and all other applicable guidelines regulating social events as set forth in the Student Handbook.

(2) Provide and make available to members/guests during the duration of a social event non-alcoholic (alternate) beverages and food.

(3) Adopt and implement a plan or method to identify, such as by stamp or other appropriate device, each member/guest in attendance who is twenty-one (21) years of age or older.

(4) For the duration of a social event provide and have available transportation by taxi, designated driver, duty driver, or other similar means for members/guests who are visibly intoxicated or who request transportation.

(5) Implement measures to ensure that the number of members/guests in attendance at the social event does not exceed the fire code capacity limitation applicable to the site of the social event.

(6) Possess a valid permit for each social event at which alcoholic beverages will be consumed.

(7) Social events at which alcoholic beverages will be present shall be sponsored, hosted, or held only on a “bring your own beverage” (BYOB) basis.

(8) Take reasonable steps to prohibit at a social event the possession of presence of a common source.

(9) Glass bottles and containers are not permitted at any social events.

2. Definitions.

For the purposes of this policy, the terms listed below shall have the following meanings unless a different meaning is clearly indicated by the use of the term in the text.

a. “Guest” shall mean a person who is invited by the student group, which is hosting the social event and the guest's date or spouse.

b. “Member” shall mean those individuals who are considered actives, pledges, or associates in accordance with the student group's constitution or by-laws.

c. “Permit” shall mean the permit issued by the Office of the Dean of Students that allows a student group to host or sponsor a social event at which alcoholic beverages will or may be consumed.

d. “Social Event” shall mean any type of function, which must be registered with the Office of the Dean of Students and at which alcoholic beverages will or may be consumed.

e. “Student Groups” shall mean a student group or organization that is currently registered with the Office of the Dean of Students as a recognized campus student group or organization.

f. “Common Source” shall mean any alcoholic beverage (including beer and wine) that is provided a student group makes member or guest and that made available for consumption by any member or guest at a social event. A common source shall not include “cash bars” operated by a state licensed third party or an alcoholic beverage brought to a social event by a member or guest for personal consumption.

3. Alcohol Beverage Permit.

a. Each student group or organization that desires to host or sponsor a social event at which alcoholic beverages may or will be consumed must apply for and receive from the Office of the Dean of Students a permit prior to the date of the social event.

b. To obtain a permit a student group or organization must agree to comply with the terms and conditions of the social alcohol policy. This agreement must be signed by an authorized officer or representative of the student group or organization.

c. Types of Permits:

(1) Annual Permit: An annual permit is available to recognized student groups and organizations that anticipate hosting several registered social events. An annual permit is valid from August 1 of one year to July 31 of the immediately succeeding year. The issuance fee for an annual permit is $100.00.

(2) Single Event Permit: A single event permit is available to recognized student groups or organizations that anticipate hosting only an occasional registered social event. This permit is valid for the duration of the social event only. This issuance fee for a single event permit is $25.00.

d. Permits shall be valid only for the location described on the permit. If the location of a social event changes, then prior to the social event it shall be the responsibility of the student group or organization to apply for and receive from the Office of the Dean of Students an endorsement to the permit indicating the new location of the social event.

4. Enforcement

By registering a social function an organization agrees to abide by the policies governing student conduct. Any individual student and any student group or organization that violates any of the provisions shall be subject to all of the disciplinary provisions of the Code of Student Conduct that is published in the Student Handbook. In addition to any disciplinary action by the University pursuant to the Student Handbook, student groups or organizations which are member organizations of either the Interfraternity, Panhellenic, or Pan Greek Councils also shall be subject to disciplinary action by those Councils for a violation of the Student Handbook.

5. The following acts or omissions by a recognized student group or organization shall constitute a violation of the Code of Student Conduct.

a. Level I Violations:

(1) Failure to comply with the guidelines set forth in the Student Handbook regulating outdoor social events.

(2) Failure to provide and to make available to members/guests during the duration of a social event nonalcoholic (alternative) beverages and food.

(3) Failure or refusal to comply with noise limitations set forth in the Student Handbook.

(4) Failure to end or conclude social events at the time required by the Student Handbook.

(5) Failure to comply with fire code capacity limitation applicable to the site of the social event.

b. Level II Violations:

(1) Failure to adopt and/or implement a plan or method to identify, such as by stamp or other appropriate device, each member/guest at the social event who is twenty-one (21) years of age or older.

(2) Failure to pay a fine imposed by the Office of Student Judicial Affairs or a Judicial Body within the time period specified in the Student Handbook.

(3) Sponsoring or hosting a social event with an expired or invalid permit.

c. Level III Violations:

(1) Failure to provide and make available during the duration of a social event transportation by taxicab, designated driver, duty driver, or other similar means or members/ guests who are visibly intoxicated or who request transportation.

(2) Failure to register in accordance with the provisions in the Student Handbook a social event at which alcoholic beverages will be consumed.

(3) Sponsoring or hosting a social event while a student groups' permit is suspended or revoked.

(4) Allowing or permitting at a social event the possession or presence of a common source.

(5) Failure to comply with the BYOB rule for social events at which alcoholic beverages will be present.

(6) In addition to and not to the exclusion of any other sanctions or penalties provided for in the Code of Student Conduct, the following sanctions may be imposed and assessed against any recognized student group or organization that is found to have committed a violation of the Social Event Alcohol Policy set forth in the Student Handbook:

a. For a violation listed of the Social Event Alcohol Policy the following fines shall be imposed:

(1) For each level I Violation, a fine or not less than $25.00 but not exceeding $50.00.

(2) For each Level II Violation, a fine of not less than $75.00 but not exceeding $150.00.

(3) For each Level III Violation, a fine of not less than $175.00 but not exceeding $300.0.

b. In all cases when it is shown that a student group or organization previously has been disciplined for two (2) violation listed in the same level classification as described in this policy and within 12 month of both such disciplinary actions is found to have committed another violation listed in the same level classification, then the following fines shall be imposed:(1) For a third Level I Violation, a fine of not less than $75.00 but not exceeding $150.00. (2) For a third Level II Violation, a fine of not less than $175.00 but not exceeding $300.00 (3) For a third Level III Violation, a fine of not less than $325.00 but not exceeding $500.00.

c. In all cases where it is shown that a student group or organization has committed two (2) or more violations listed in the same level classification as described in this policy during a single social event, then the following fines shall be imposed for each violation:

(1) Two or more Level I Violations, a fine of not less than $75.00 but not exceeding $150.00. (2) Two or more Level II Violations, a fine of not less than $175.00 but not exceeding $300.00. (3) Two or more Level III Violations, a fine of not less than $325.00 but not exceeding $500.00.

d. Any fine imposed against a student group or organization shall be paid to the Office of Student Judicial Affairs within three (3) university working days after the deadline to file an appeal has expired or after the entire appeal process is exhausted, whichever occurs first.

e. In addition to the fines provided for in this policy, a student group's Alcohol Beverage Permit may be suspended or revoked for a period not exceeding one (1) year when the student group is found to have committed the following violations : (1) Two or more Level III Violations during a single social event. (2) Five or more Level I Violations within a twelve 12-month period. (3) Three or more Level II violations within a twelve (12) month period. (4) Three or more Level III Violations within a twelve (12) month period.

f. For the period of time that a student group's or organization's Alcohol Beverage Permit is revoked, the student group or organization shall be ineligible to apply for or receive another permit.

(7) Level of Appeal

a. For cases involving a violation of the requirements set forth in paragraph C-1-a of this Policy, the initial appeal is directed to the Appellate Board. The decision of the Appellate Board may be further appealed to the Senior Associate Vice President for Student Affairs. The notice of intent to appeal, and the appeal, must be filed in the Office of Student Judicial Affairs in accordance with the procedure outlined in the Code of Student Conduct.

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