Dean of Students

Authority

Regent Policy Document(s):

• UW System Policy: Regent Policy Document 4-21 | Commitment to Academic Freedom and Freedom of Expression

Responsible UW-Whitewater Personnel

Dean of Students office

Scope

This policy applies to all UW-Whitewater students, faculty, staff, and guests 

Background

The purpose of this policy is to communicate the Board of Regents’ commitment to academic freedom and freedom of expression, and expectations for those who violate these freedoms.

Policy Statement

1. Commitment¹

   The Board of Regents of the University of Wisconsin System has a longstanding tradition of support for academic freedom, dating back to 1894 and the famous “sifting and winnowing” statement contained in the University of Wisconsin Board of Regents’ Final Report on the Trial of Richard Ely. The Board of Regents of the University of Wisconsin System hereby reiterates its commitment to the principle of academic freedom and affirms its commitment to the principle of freedom of expression. 

   Academic freedom includes the freedom to explore all avenues of scholarship, research, and creative expression, and to reach conclusions according to one’s own scholarly discernment. Freedom of expression includes the right to discuss and present scholarly opinions and conclusions on all matters both in and outside the classroom. These freedoms include the right to speak and write as a member of the university community or as a private citizen without institutional discipline or restraint, on scholarly matters, or on matters of public concern. The UW System is committed to these principles and provides all members of the university community the broadest possible latitude to explore ideas and to speak, write, listen, challenge, and learn. Of course, different ideas in the university community will often and quite naturally conflict. But it is not the proper role of the university to attempt to shield individuals from ideas and opinions they, or others, find unwelcome, disagreeable, or even deeply offensive. Although the university greatly values civility, concerns about civility and mutual respect can never be used as justification for closing off discussion of ideas, however offensive or disagreeable those ideas may be to some members within the university community. 

   The freedom to debate and discuss the merits of competing ideas does not mean that members of the university community may say whatever they wish, wherever they wish. Consistent with longstanding practice informed by law, institutions within the System may restrict expression that violates the law, that falsely defames a specific individual, that constitutes a genuine threat or discriminatory harassment, that unjustifiably invades substantial privacy or confidentiality interests, or that is otherwise directly incompatible with the functioning of the university. In addition, the institutions may reasonably regulate the time, place, and manner of expression to ensure that it does not disrupt ordinary activities. But these are narrow exceptions to the general principle of freedom of expression, and it is vitally important that these exceptions never be used in a manner that is inconsistent with each institution’s commitment to a completely free and open discussion of ideas.

   These principles carry responsibilities. Academic freedom carries the responsibility for the faithful performance of professional duties and obligations. All members of the university community at each of the institutions in the University of Wisconsin System share in the responsibility for maintaining civility and a climate of mutual respect. Although members of the university community at each institution are free to criticize and contest the views expressed on campus, they may not obstruct or otherwise interfere with the freedom of others, including speakers who are invited to campus, to express views they reject or even loathe. Freedom of expression also carries the obligation to make clear that when speaking on matters of public interest or concern, one is speaking on behalf of oneself, not the institution.

   Each institution in the University of Wisconsin System has a solemn responsibility not only to promote lively and fearless exploration, deliberation, and debate of ideas, but also to protect those freedoms when others attempt to restrict them. Exploration, deliberation, and debate may not be suppressed because the ideas put forth are thought by some or even by most members of the university community (or those outside the community) to be offensive, unwise, immoral, or wrong-headed. It is for the members of the university community, not for the institution itself, to make those judgments for themselves, and to act on those judgments not by seeking to suppress exploration of ideas or expression of speech, but by openly and vigorously contesting the ideas that they oppose. Indeed, fostering the ability of members of the university community to engage in such debate and deliberation in an effective and responsible manner is an essential part of each institution’s educational mission.

   Accordingly, the University of Wisconsin System Board of Regents expresses its expectation that the principles of academic freedom and freedom of expression will be upheld because today, as previously stated by Regents on September 18, 1894: “Whatever may be the limitations which trammel inquiry elsewhere, we believe the great state University of Wisconsin should ever encourage that continual and fearless sifting and winnowing by which alone the truth can be found.”

2. Conduct on University Lands; Student and Employee Discipline

   Chapters UWS 17 (Student Nonacademic Misconduct Procedures) and UWS 18 (Conduct on University Lands) of the Wisconsin Administrative Code and other relevant Administrative Code provisions, UW System and UW institution policies, and State statutes govern the conduct of students, employees, and visitors on all real property owned or leased by, or otherwise under the control of the Board of Regents. These Administrative Code provisions, statutes and policies provide UW institutions with authority to address disruptive behavior by students, employees, and visitors.

   Chapter UWS 17.09 describes misconduct that may subject a student to discipline, including but not limited to: disruption of university-authorized activities; dangerous conduct; unauthorized use of or damage to property; violation of criminal law; serious and repeated violations of municipal law; violation of university rules; and violation of Chapter UWS 18. Chapter UWS 17.10(1) contains a range of disciplinary sanctions for students under the jurisdiction of the institution who engage in violent or other disorderly conduct that materially and substantially disrupts the free expression of others. Chapter UWS 18 describes misconduct that may subject a student or an employee to discipline, and that may subject students, employees, and campus visitors to municipal fines or criminal sanctions, including but not limited to Chapter UWS 18.10 (offenses against public safety), Chapter UWS 18.07 (use of campus facilities), and Chapter UWS 18.11 (offenses against public peace and order). Chapter UWS 18.13describes forfeiture penalties for violation of certain sections of Chapter UWS 18.

   Students charged with misconduct by the University shall be provided the procedural protections in Chapter UWS 17 and parallel UW institution policies. Those protections include, but are not limited to: the right to a written report detailing the alleged misconduct, describing all information available to the university regarding the alleged misconduct, and specifying the sanction sought; the right to a hearing before an impartial hearing examiner or hearing committee; the right to question adverse witnesses; the right to present information and witnesses; the right to be heard; the right to be accompanied by an advisor who may be an attorney; and the right to an appeal.

   A formal investigation and disciplinary hearing is required the second time a formal complaint alleges a student has engaged in violent or other disorderly misconduct that materially and substantially disrupted the free expression of others. Any student who has twice been found responsible for misconduct that materially and substantially disrupted the free expression of others at any time during the student’s enrollment shall be suspended for a minimum of one semester. Any student who has thrice been found responsible for misconduct that materially and substantially disrupted the free expression of others at any time during the student’s enrollment shall be expelled. This paragraph shall be effective upon amendment of Chapter UWS 17 of the Wisconsin Administrative Code under Chapter 227 of the Wisconsin Statutes to include a parallel provision. The report regarding repeat violators described in Section 5 of this policy will not be required after the effective date of the amendment to Chapter UWS 17.

   Employees charged with misconduct described in Chapter UWS 18 and UW institution policies governing employee conduct shall be provided the procedural protections in applicable Wisconsin Administrative Code sections and UW institution policies. 

3. Freedom of Expression

   Students and employees have the freedom to discuss any problem that presents itself, as the First Amendment of the U.S. Constitution and Article I of the Wisconsin Constitution permit. Students and employees shall be permitted to assemble and engage in spontaneous expressive activity as long as such activity does not materially and substantially disrupt the functioning of an institution.

   Protests and demonstrations that materially and substantially disrupt the rights of others to engage in or listen to expressive activity shall not be permitted and shall be subject to sanction. This policy shall not prohibit administrators, faculty, or other instructors from maintaining order. Access to UW institutions for purposes of free speech and expression shall occur within the limits of reasonable viewpoint-neutral and content-neutral restrictions on time, place, and manner of expression and the provisions of Chapter UWS 21(Use of University Facilities) of the Wisconsin Administrative Code.

4. Restriction of Expression

   UW institutions may restrict expressive activity not protected by the First Amendment of the U.S. Constitution or Article I of the Wisconsin Constitution, including any of the following:

   1. Violations of state or federal law.
   2. Discriminatory harassment.
   3. Sexual harassment.
   4. True threats.
   5. An unjustifiable invasion of privacy or confidentiality.
   6. An action that materially and substantially disrupts the function of an institution.
   7. A violation of a reasonable time, place, and manner restriction on expressive activities. 

   Nothing in this policy shall be construed to prevent institutions from regulating speech or activity as allowed by law.

5. Accountability

   Annual Report: The Wisconsin Constitution recognizes in Article I, Section 3, that “Every person may freely speak, write, and publish his sentiments on all subjects, being responsible for the abuse of that right,” and in Article I, Section 4, that the “[R]ight of the people peaceably to assemble, to consult for the common good, and to petition the government, or any department thereof, shall never be abridged.” The First Amendment to the U.S. Constitution provides parallel protection for these rights. Upholding the constitutional rights of persons who have differing viewpoints can be challenging within the academy and elsewhere. 

   The UW System shall report annually to the Board of Regents regarding the efforts of its institutions to uphold the principles expressed in this policy and to fulfill the Board’s Commitment to Academic Freedom and Freedom of Expression. The UW System’s report shall describe any affirmative steps its institutions have taken in furtherance of the Board’s Commitment, as well as any material barriers to these freedoms within the System and steps being taken to remove those barriers. The report also shall describe any formal complaints of violations of these freedoms during the reporting period and the administrative response to those complaints, including any disciplinary proceedings involving students or employees. The report shall comply with all federal and state law privacy protections for students and employees.

   Report Regarding Repeat Violators: Until the proposed Chapter 227 rulemaking described in section 2 of this policy is completed, if a UW institution does not suspend or expel a student who has been found responsible through the student disciplinary process on two or more occasions of materially and substantially disrupting the expressive rights of others at any time during the student’s enrollment, the UW institution’s chancellor shall report to the Board of Regents regarding the disciplinary process and decision. The report shall comply with all federal and state law privacy protections for students.

6. Neutrality

   Each UW institution shall not take action, as an institution, in such a way as to require students or employees to express a particular view on a public policy issue.

7. New Student Orientation

   Each UW institution shall include in orientation for freshman and transfer students information regarding freedom of expression consistent with this policy.

8. Notice

   Each UW institution annually shall provide notice to all enrolled students and employees informing them of this policy. 

9. Inconsistent Policies

   This policy supersedes and nullifies any provisions in the policies of a UW institution that improperly restrict speech at that institution and are, therefore, inconsistent with the policy. Each UW institution shall remove or revise any such provisions in its policies to ensure compatibility with this Board policy. 

Related Documents

¹ Sources: Richard Ely Trial Committee Final Report, September 18, 1894, University of Wisconsin Board of Regents; Report of the Committee on Freedom of Expression at the University of Chicago; Johns Hopkins University Statement on Academic Freedom; Princeton University Statement on Freedom of Expression; Purdue University Commitment to Freedom of Expression 

Policy History

Res. 10600, adopted 12/15/2015; Res. 10906, adopted 07/07/2017; Res. 10952, adopted 10/06/2017, created Regent Policy Document 4-21.

Last review: 09/23/2022
Scheduled Review for Student Handbook: 07/01/2023

Policy Responsibility Information

ALCOHOL AND OTHER DRUG USE POLICY

Congress has enacted the Drug-Free Workplace Act of 1988 which requires the University, as the recipient of federal grants and contracts, to establish and maintain policies designed to create a drug-free workplace. This policy is to comply with these requirements.

• The inappropriate use of controlled substances is detrimental to UW-Whitewater's faculty, academic staff, classified staff, students, and the public they serve. The University will attempt to assist an employee involved with the inappropriate use of controlled substances in obtaining rehabilitation. However, the ultimate responsibility for overcoming a dependency or inappropriate use of controlled substances is that of the employee

For review of our full, policy, click here: Alcohol and Other Drug Use

Alcohol Policy at UW-Whitewater

Authority

Regent Policy Document(s):

• UW System Policy: 9-1 (formerly 01-1) Principles for Developing Alcohol Policies

Responsible UW-Whitewater Personnel

(Department) and Dean of Students office

Scope

This policy applies to all UW-Whitewater students, faculty, staff, and guests

Policy Statement

Alcohol Policy at UW-Whitewater

The alcohol policies on campus have been summarized and collected on this site to make it easier for individuals to familiarize themselves with the rules and guidelines that affect the greatest number of situations. 

This list is not exhaustive. Updates or modifications may take place from time to time. For the most up-to-date information, be sure to follow the links back to the current websites of the responsible divisions. 

Click on any of the links to view the respective alcohol policies and laws.

University Housing
University Events
Disciplinary Procedures
Tailgating Policy for UWW Athletics
Student Athletic Policy  

Laws

All City of Whitewater and State of Wisconsin laws regarding alcohol are fully enforceable on campus. In addition, the City of Whitewater has ordinances that are enforceable on city property. Students should be aware of the applicable laws, which include the following:

• It is illegal for anyone under the age of 21 to possess or consume any alcoholic beverage (liquor, fermented malt liquor, etc.).
• It is illegal for anyone under the age of 21 to procure or attempt to procure any alcoholic beverage. This can include ordering a drink at a bar or attempting to purchase beer at a liquor or convenience store or any other location that sells alcoholic beverages.
• Possession of false identification or identification that falsely represents the bearer to be of legal drinking age is illegal. Use of the ID is also illegal, and mere possession is a violation. It is illegal even if the ID belongs to an older sibling or other relative or friend. A person possessing a fake ID can be fined more than $500.
• Supplying alcoholic beverages to an underage person is illegal. This includes purchasing alcohol for an underage person at a tavern or liquor store, giving an alcoholic beverage to an underage person, and providing or selling alcohol to an underage person at a house party.
• OWI, or operating a vehicle while under the influence of alcohol or other drugs or narcotics, applies to use of a moped as well as to a car. No person under the age of 21 may operate a motor vehicle with any trace of alcohol in their system.

Alcohol Drug Statement of Understanding Revised July 2022 

Policy History

Last review: 08/25/2022

Next scheduled review: 07/01/2023 | Dean of Students

Division

Student Affairs

Department

Dean of Students Office

Effective Date

05/05/2021

Guiding Principle

Amnesty Through Responsible Action is part of University of Wisconsin-Whitewater’s comprehensive environmental approach to address high-risk behaviors. Because the health and safety of the members of the UW-Whitewater community is of primary concern, we want to remove the perceived barriers that prevent students from seeking immediate medical attention. This program has been designed for the student who is concerned for the well-being of a fellow student and enables the university to more effectively address the issue of civility and good citizenship with our students.

In cases where individuals are incapacitated due to alcohol and/or other drugs, it is imperative that someone calls for medical assistance. In the interest of student safety, this program serves to remove or reduce punitive consequences faced by students in violation of Non-Academic Misconduct (UWS 17 and/or UWS 18).

Amnesty Through Responsible Action allows the student who required medical assistance to receive medical attention without a violation of UWS 17 and/or UWS 18. It would also provide relief from similar violations for those who assisted the student in need.

These guidelines apply to disciplinary actions related to the personal consumption of alcohol and/or other drugs by the injured student or those providing medical aid or making a report. The guidelines do not operate to provide amnesty for offenses or violations related to alcohol, use or possession of other drugs illegally, or other crimes, and they may not apply to students involved in repeated violations of university alcohol and/or other drug policies.

NOTE: Relief from disciplinary action will not be granted to students who do not seek medical assistance. Students who are confronted by University Staff (e.g. RAs, Hall Directors, University Police) will be addressed under the normal student conduct process and applicable laws.

Responsible Action

Amnesty Through Responsible Action is designed to create an environment where all University of Wisconsin-Whitewater students look out for one another.  This policy encourages students and student organizations to seek help for students they observe have consumed alcohol or other drugs to levels of extreme intoxication or other medical emergency.  Conditions include vomiting, loss of balance, unresponsiveness or other conditions that may require medical intervention.

When a person's life is in danger due to alcohol and/or other drug consumption, University of Wisconsin-Whitewater students are expected to seek immediate assistance, including calling 9-1-1. The purpose of these guidelines is to foster student responsibility and learning, while simultaneously ensuring the safety of our students and community.

Wisconsin Good Samaritan Statute

"Any person who renders emergency care at the scene of any emergency or accident in good faith shall be immune from civil liability for his or her acts or omissions in rendering such emergency care."    

To read Wisconsin's Statute: Wis. Stat 895.48(1)

Protection for Victims of Crime

Wisconsin law prohibits the issuing of citations for alcohol beverages violations to certain underage victims in connection to sexual assault or certain other crimes and prohibits certain disciplinary sanctions if the underage person is a student.     

To read Wisconsin's Law: 2018 Wisconsin Act 279

Caller

When a person calls on behalf of an individual who requires life-saving emergency evaluation, the caller will not be subject to disciplinary actions from the university IF the following conditions are met:

• Caller must remain with the impaired individual until assistance arrives.
• Caller must be completely cooperative with emergency responders.
• Caller must complete any programs deemed necessary by the Dean of Students Office. Any fees associated with the educational program will be waived.
• The caller may be required to meet with the Dean of Students Office or other University officials.

Future or repeat incidents will be handled on a case by case basis and may be referred to the Dean of Students Office or University Police.

Failure to call for assistance in an alcohol and/or other drug related emergency is a very serious matter and could be considered an “aggravating circumstance” factored into disciplinary action against the student should violations of Non-Academic Misconduct (UWS 17 and/or UWS 18) occurred in relation to the incident.

Person in Need of Medical Attention

When a student requires life-saving emergency evaluation and/or treatment at a medical facility for an overdose of alcohol and/or other drugs, the student will be required to meet with a staff member from the Dean of Students Office to discuss the incident and to connect with appropriate resources and support. The student will be required to complete an alcohol and/or other drugs education program through the Dean of Students Office. Any fees associated with the education program will be waived.

In the event of a student in need of life-saving medical evaluation, the Dean of Students Office may contact a Parent/guardian.

When the student’s behavior involves other UWS 17 and/or UWS 18 violations, or the student exhibits a pattern of problematic behavior with alcohol and/or other drugs, they may be subject to additional disciplinary action.

Future or repeat incidents will be handled on a case by case basis and may be referred to the Dean of Students Office or University Police.

Amnesty Through Responsible Action may also apply in the following situations:

Student Organizations: Student organizations should seek immediate medical assistance for their members or guests when any potential life-safety issue is observed, including medical emergencies related to the use of alcohol and/or drugs.

A student organization that seeks immediate assistance from appropriate sources will not be charged with violations of the Student Organization Code of Conduct. The organization may be required to complete educational programming required by the Dean of Students Office.

The organization may be held accountable for other violations of the Code of Conduct related to the incident (e.g. endangering the health or safety of others, etc.).

Student organizations that fail to seek immediate medical assistance for members or guests in need of attention could be charged with violations of the Code of Conduct.

Victims of Crime: In cases where a student has been a victim of sexual assault and/or a violent crime while under the influence of alcohol and/or other drugs, neither the Dean of Students Office, University Housing, nor UW-Whitewater Police Department will pursue disciplinary actions against the student victim (or against a witness) for their improper use of alcohol (e.g., underage drinking) and/or other drugs. A student victim who is under the influence of alcohol and/or other drugs at the time of a sexual assault and/or violent crime is entitled to university and community assistance and encouraged to seek help.

UW-Whitewater is appreciative to UW-Madison for providing resources used to implement this policy

“I am fully supportive of students and student groups actively ensuring the well-being of others by taking responsible steps to seek assistance for individuals who are intoxicated and/or impaired. Our police department looks forward to active participation in this program and City of Whitewater police officers will assess on a case-by-case basis.”

Aaron Michael Raap
Chief of Police
City of Whitewater
April 20, 2021

Authority

Regent Policy Document(s):

• UW System Policy: UWS Chapter 18: Conduct on University Lands | Effective Date: April 2016

Responsible UW-Whitewater Personnel

UW Whitewater Police and Dean of Students office

Scope

This policy applies to all UW-Whitewater students, faculty, staff, and guests 

Background

For some time, members of the UW-Whitewater community have expressed concerns about the risk of injury to persons and the damage to campus property that results from some skating or bicycling activities. This policy is the result of faculty, staff, and student collaboration, under the auspices of the Campus Safety Committee, and it supplements existing provisions which already exist in UWS 18 of the Wisconsin Administrative Code. 

UW-Whitewater does not provide or maintain facilities or locations specifically designed for skating or bicycling. Therefore, persons engaged in these activities must do so in a careful and prudent manner, with due regard for the safety of all persons on campus. Those engaged in these activities directly assume all risks associated with skating or bicycling. 

Policy Statement

SKATING | UWS 18.06(29)

SKATEBOARDS, ROLLER SKATES AND ROLLER BLADES. No person may skateboard, rollerskate, or use roller blades or any other similar wheeled device in or on university buildings, or on sidewalks, roadways, or parking areas on university lands, except in areas designated for this purpose by the chief administrative officer.

Note: This section is initially applicable at the time the chief administrative officer first exercises the authority to designate areas for skateboarding, roller skating, roller blading, or similar activities.

BICYCLING | UWS 18.08(3)

The chief administrative officer may require the registration of all student, faculty, or staff motor vehicles or bicycles on lands under said officer's jurisdiction and may limit or prohibit their use in designated areas during designated hours. Any person who violates institutional regulations promulgated under this subsection may be fined up to $25. The term "bicycling" refers to the use of a bicycle to ride upon as transportation. 

The University of Wisconsin-Whitewater Police Department provides free bicycle registration to anyone on campus or in the community.  This free service is available 24 hours a day by visiting the University Police Department located on the first floor of Goodhue Hall.  All bicycles located on campus should be registered.  Students may obtain a brochure of bicycle rules and regulations at the time of registration.

Bicycles must be parked at bicycle racks and lockers located throughout campus.  Bicycles may not be parked or kept inside buildings, obstruct free passage of vehicles, pedestrians or people entering buildings, on sidewalks, in motor vehicle spaces, chained to trees, handrails, shrubbery or other fixtures per §UWS 18.08(3) of the Wisconsin Administrative Code.  (Chapter UWS 18)   The University Police will confiscate bicycles found in violation of the above. 

Bicycling, skateboarding, and rollerblading is permitted on campus, but NOT in certain locations.  The performance of various “trick riding”, airborne maneuvers (known as aerobatic riding), or stunts is prohibited when and where those actions may result in injury to any person or cause damage to property.

Procedures

For more information related to the Bicycle, Skateboard and Rollerblade Regulations policy, please contact University Police Department at 262-472-4660.

For information related to renting a bike locker.

For full review of this policy, please reference: UWW Skating & Bicycling Policy

Policy History

Last Review: 08/01/2021
Scheduled Review for Student Handbook: 07/01/2023

Policy Responsibility Information

Authority

Regent Policy Document(s):

• UW System Policy: (add information) | Effective Date: (add information)

Responsible UW-Whitewater Personnel

Student Activities and Involvement and Dean of Students office

Scope

This policy applies to all UW-Whitewater students, faculty, staff, and guests

Policy Statement:

All fundraising activities for Student Organizations and Student Committees, including raffles, must be approved prior to occurrence, by UC-Student Activities & Involvement. Information on the University policy for campus sales and fundraising may be obtained from Student Activities & Involvement  at (262) 472-6217 or at UWW Connect2.

Policy History

Last review: 09/02/2022

Next scheduled review: 07/01/2023 | Dean of Students

Responsible UW-Whitewater Personnel

Dean of Students office

Scope

This policy applies to all UW-Whitewater students, faculty, staff, and guests

Policy Statement

Chapter UWS 21 Use of University Facilities

UWS 21.01 Declaration of policy. It is the policy of the Board of Regents that the facilities of the university are to be used primarily for purposes of fulfilling the university's missions of teaching, research and public service. University facilities are not available for unrestricted use for other purposes. In order to preserve and enhance the primary functions of university facilities, the Board of Regents adopts this chapter to govern the use of university facilities. History: Cr. Register, December, 1986, No. 372, eff. 1-1-87; 2015 Wis. Act 330 a. 20: am. Register April 2016 No. 724, eff. 5-1-16.

For full review of this policy, please reference: Chapter UWS 21: Use of University Facilities

Policy History

Last review: 11/15/2022
Scheduled Review for Student Handbook: 07/01/2023

Policy Responsibility Information

Authority

Regent Policy Document(s):

• UW System Policy: 25-3 | Effective Date: 06/06/1997 updated: 10/06/2017

Responsible UW-Whitewater Personnel

Information Technology Services (ITS) and Dean of Students office

Scope

This policy applies to all UW-Whitewater students, faculty, staff, and guests 

Background

UW-Whitewater encourages faculty, staff and students to use university computer equipment and software in their educational pursuits and responsibilities. However, misuse of computer equipment, software, or information accessible through the UW-Whitewater website and network is subject to Chapter 293, Laws of 1981, 943.70, Computer Crimes. Computing & Network usage policies and guidelines of UW-Whitewater are available for review on the university web page.

Policy Statement

Responsibilities in using Campus Network and Internet Access at UW-Whitewater

The University of Wisconsin-Whitewater Network is a shared resource; therefore, access to networks and computer systems owned or operated by UW-Whitewater requires certain user responsibilities and obligations and is subject to the University policies and local, state, and federal laws. Appropriate use should always be legal and ethical, reflect academic honesty, show consideration and restraint in the consumption of shared resources, respect intellectual property, rights to privacy and to freedom from intimidation and harassment. All UW-Whitewater students, staff, and faculty can obtain access to computer resources through an individual account (Net-ID). Having an account is a privilege, in exchange for which you must agree to certain responsibilities:

• Keep your password private; do not let others use your personal account.
• Be wary of suspicious e-mails requesting personal information (phishing emails) or emails containing unsolicited attachments. NEVER provide personal information to unsolicited sources. Suspicious emails can be attached and sent to  suspiciousemail@uww.edu.
• If you believe you received a questionable email, but are not certain, contact the UWW Technology Support Center Helpdesk at  helpdesk@uww.edu.
• Be conservative in your use of all network resources; Delete or archive unneeded mail messages to save disk space.
• Be courteous and considerate of the rights of others.
• Respect the fact that, at UW-Whitewater, the primary use of the Internet is academic: teaching, class assignments, research and communication, and administration.

The following actions are considered unacceptable and participation in them may result in disciplinary actions and the loss of your account and privileges:

• Using another person's account; or allowing another person to use your account credentials.
• Using abusive, objectionable or threatening language.
• Copyright infringement.
• Harassing others through electronic means. 
• Intentionally disrupting the work of other people. 
• Interfering with the normal operation of network communications, generating excessive network activity, or performing unauthorized modifications.
• Placing unlawful information on the network or using the network to commit a crime.
• Using network resources for commercial activity or financial gain which does not conform to UW-Whitewater rules and regulations. 

Logging onto your UW-Whitewater account on the network constitutes agreement to the above guidelines and policies and standards listed below. As a user, you are accountable for your actions when accessing network services. Below is a list of commonly used policies by students. For a full review of policies review ITS’s webpage.

• Acceptable Use Policy
• Network Use Policy
• Email Policy
• Web Publication Policy
• Copyright Policy
• Printing Policy
• File Storage Policy
• Net-ID Standard

Procedures

For more information related to the Computers and Computer Based Information Access policy, please contact ICIT at 262-472-4357 .

For full review of this policy, please reference ITS's Policies and Agreements.

Policy History

Last Review: 09/02/2022
Scheduled Review for Student Handbook: 07/01/2023

Policy Responsibility Information

Consensual Relationships

Please see Regent Policy Document 14-8, Consensual Relationships Policy, also included below:

Scope

This policy describes the Board of Regents’ expectations with respect to consensual romantic or sexual relationships where a power differential exists. This policy covers all UW System employees, students, and affiliated individuals.

Purpose

The purpose of this policy is to ensure that the employment and academic environment is free from real or perceived conflicts of interest when UW employees, students, and affiliated individuals, in positions of unequal power, are involved in consensual romantic or sexual relationships.

Definitions

1. Consensual Relationships: A consensual relationship refers to any relationship, either past or present, which is romantic, physically intimate, or sexual in nature, and to which the parties consent or consented. This includes marriage.
2. Conflict of Interest: A conflict of interest exists when there is incompatibility between private/personal interests and official/professional responsibilities.
3. Instructor: An instructor includes faculty and academic staff members who serve in instructional roles in relation to students. The instructional context includes: academic instruction, advising, direct or indirect evaluation of a student’s work, research collaboration or assistantships, and coaching.
4. Power Differential: A power differential exists when individuals possess different degrees of power or influence due to their professional or student standing.
5. Employees: Employees include, but are not limited to, administrators, faculty, academic staff, university staff, student staff, graduate assistants, and interns.
6. Students: Students are individuals enrolled in courses at the university, including online.
7. Affiliated Individuals: Affiliated individuals include, but are not limited to, volunteers, vendors, and contractors. In this policy, all references to employees should also be considered references to affiliated individuals.

Policy Statement

It is the policy of the University of Wisconsin System Board of Regents that consensual relationships that might be appropriate in other circumstances are not appropriate when they occur between (1) an employee of the university and a student over whom the employee has or potentially will have supervisory, advisory, evaluative, or other authority or influence, or (2) an employee of the university and another employee over whom the employee has or potentially will have supervisory, advisory, evaluative, or other authority or influence. Even where negative consequences to the participants do not result, such relationships create an environment charged with potential or perceived conflicts of interest and possible use of academic or supervisory leverage to maintain or promote the relationship. Romantic or sexual relationships that the parties may view as consensual may still raise questions of favoritism, as well as of an exploitative abuse of trust and power.

The following two types of consensual relationships are addressed in this policy: (1) employee with a student; and (2) employee with another employee.

1. Employee With a Student
   1. It is a violation of this policy for an instructor to commence a consensual relationship with a student currently under their instruction or whom the instructor reasonably believes in the future may be under the instructor’s instruction. If an instructor and a student are already in a consensual relationship when the student comes under the instructor’s instruction, then the provisions of A.2. apply.
   2. A consensual relationship between (1) an employee, who is not an instructor as defined by this policy, and a student over whom the employee has supervisory, advisory, evaluative, or other authority or influence, or (2) an instructor and a student where the instructor has supervisory, advisory, evaluative, or other authority or influence over the student, and where the instructor and student were already in a consensual relationship prior to the student coming under the instructor’s instruction, is a violation of this policy unless:
      1. The employee immediately reports the relationship to their supervisor/department chair, to the hiring official, or to the administrator who supervises the hiring official; and
      2. The employee cooperates in actions taken to eliminate any actual or potential conflicts of interest and to mitigate adverse effects on the other party to the relationship.
   3. The supervisor or university official who receives the report shall treat the information sensitively and shall promptly:
      1. Consult with the director of equity/diversity and/or human resources; and
      2. In cooperation with the director of equity/diversity and/or human resources, eliminate conflicts of interest and mitigate adverse effects on the other party to the relationship, by:
         1. Documenting the steps taken, providing all parties a copy; and
         2. Transferring one of the individuals to another position; and/or
         3. Transferring the student into a different class or section; and/or
         4. Transferring supervisory, evaluative, academic, or advisory responsibilities; and/or
         5. Securing a source of funding for the student that is not dependent upon the employee with whom the student is in a consensual relationship, if applicable.
2. Employee With Another Employee
   1. A consensual relationship between an employee and another employee where one employee has supervisory, advisory, evaluative, or other authority or influence over the other employee or where the employee reasonably believes the employee will have supervisory, advisory, evaluative, or other authority or influence over the other employee, is a violation of this policy, unless:
      1. The employee with the supervisory, advisory, evaluative, or other authority or influence over the other employee immediately reports the relationship to their supervisor/department chair, to the hiring official, or to the administrator who supervises the hiring official; and
      2. The employee with the supervisory, advisory, evaluative, or other authority or influence over the other employee cooperates in actions taken to eliminate any actual or potential conflicts of interest and to mitigate adverse effects on the other employee.
   2. The supervisor or university official who receives the report shall treat the information sensitively and shall promptly:
      1. Consult with the director of equity/diversity, and/or human resources; and
      2. In cooperation with the director of equity/diversity and/or human resources, eliminate conflicts of interest and mitigate adverse effects on the other party to the relationship, by:
         1. Documenting the steps taken, providing all parties a copy; and
         2. Transferring supervisory, evaluative, academic, or advisory responsibilities; and/or
         3. Securing a source of funding for the employee that is not dependent upon the employee with supervisory, advisory, or evaluative responsibility with whom the employee is in a consensual relationship, if applicable.
3. Violations

   It is a violation of this policy for an instructor to commence a consensual relationship with a student currently under their instruction, and may result in disciplinary action against that employee. If an instructor or other employee fails to meet the requirements for disclosing the relationship with a student or another employee, or fails to cooperate in the actions described above, such a failure constitutes a violation of this policy and may result in disciplinary action taken against that employee. If the employee is also a student, it may also result in disciplinary actions under Chapter UWS 14 and/or 17, Wis. Admin. Code.

   To report potential violations of this policy, individuals should contact either the Director of Human Resources or the Title IX Coordinator.

   Retaliation against persons who report concerns about potential violations of this policy is prohibited.

   Each UW institution shall publish this policy in a location accessible to faculty, staff, students, and the public.

   Each institution shall educate faculty, staff, and students on the requirements of the policy.

Oversight, Roles, and Responsibilities

Each chancellor or his or her designee shall be responsible for implementing institutional procedures consistent with this policy.

Related Regent Policies and Applicable Laws

UPS Operational Policy GEN 8, “Consensual Relationships”
UPS Operational Policy GEN 28, “Sexual Misconduct”
R PD 14-2, “Sexual Violence and Sexual Harassment”
RPD 14-6, “Discrimination, Harassment, and Retaliation”
History: Res. 5867, adopted 07/12/1991, created Regent Policy Document 91-8; subsequently renumbered 14-8; Res. 10787, adopted 12/08/2016, amended Regent Policy Document 14-8.

Discrimination, Discriminatory-Harassment and Retaliation

DISCRIMINATION, HARASSMENT AND RETALIATION POLICY

The University of Wisconsin-Whitewater strives to foster an environment of respect for all members of the university community free from discrimination and harassment. Incidents of discriminatory conduct are detrimental to the individuals directly involved and diminish the university community. UW-Whitewater is committed to the elimination of discrimination and discriminatory harassment toward anyone in the UW-Whitewater community. In accordance with federal and state laws and University of Wisconsin System policy, this policy outlines expectations of conduct and procedures applicable to students, employees, and guests of UW-Whitewater.

SCOPE

This policy applies to all areas of UW-Whitewater programs, activities, employment practices and operations, including the conduct of all students and employees that arises out of their employment, educational or academic status, as well as to the conduct of all guests, visitors, vendors, contractors, subcontractors and others who do business with UW-Whitewater.

BACKGROUND

Regent Policy Document 14-6 states that institutions shall have, “1) policies and procedures consistent with this Board policy for the prevention and prohibition of discrimination, harassment and retaliation against students or employees; and 2) procedures in place to ensure prompt and corrective action whenever discrimination, harassment or retaliation may occur.” “Each institution shall develop a process to notify prospective and current students, student organizations, job applicants and employees of its institutional policies and procedures regarding discrimination, discriminatory harassment, and retaliation.” Please see Procedures section below.

DEFINITIONS

Discrimination: Conduct that adversely affects any aspect of an individual’s employment, education, or participation in UW-Whitewater’s activities or programs or has the effect of denying equal privileges or treatment to an individual on the basis of that individual’s protected status or another category as defined in this policy.

Discriminatory Harassment: A form of discrimination consisting of unwelcome verbal, written, graphic or physical conduct that: 1. Is directed at an individual or group of individuals on the basis of the individual or group of individuals' actual or perceived protected status, or affiliation or association with person(s) within a protected status (as defined above): and 2. Is sufficiently severe or pervasive so as to interfere with an individual’s employment, education or academic environment or participation in institution programs or activities and creates a working, learning, or living environment that a reasonable person would find intimidating, offensive or hostile. To constitute prohibited harassment, the conduct must be both objectively and subjectively harassing in nature. Harassment may include but is not limited to verbal or physical assaults, threats, slurs or derogatory or offensive comments that meet the definition set forth in this policy. Harassment does not have to be targeted at a particular individual in order to create a harassing environment, nor must the conduct result in a tangible injury to be considered a violation of this policy. Whether the alleged conduct constitutes prohibited harassment depends on the totality of the particular circumstances, including the nature, frequency, and duration of the conduct in question, the location and context in which it occurs, and the status of the individuals involved.

Retaliation: Adverse action taken against an individual in response to, motivated by or in connection with an individual’s complaint of discrimination or discriminatory harassment, participation in an investigation of such complaint and/or opposition to discrimination or discriminatory harassment in the educational or workplace setting

Sexual Harassment: Conduct on the basis of sex that satisfies one or more of the following:

1. An employee of the institution conditions the provision of an aid, benefit, or service of the institution directly or indirectly on an individual’s participation in unwelcome sexual conduct;
2. Unwelcome conduct of a sexual nature directed towards a student, an employee, or a person participating in a program or activity of the university that, when using the legal “reasonable person” standard:
   • Is so severe, pervasive, and objectively offensive that it effectively denies the person equal access to the institution’s education program or activity; or 2. Is so severe or pervasive and objectively offensive that it has the purpose or effect of unreasonably interfering with an individual’s academic or work performance or participation in a university sponsored or supported activity, or creates an intimidating, hostile, or offensive academic, working, or program or activity related environment.

POLICY STATEMENT

It is the policy of UW-Whitewater to maintain an academic and work environment free from discrimination, discriminatory harassment, and retaliation for all students, employees and guests.

UW-Whitewater will not tolerate discrimination or harassment by or toward students, employees, and guests on the basis of sex, race, religion, color, creed, disability, sexual orientation, gender identity or expression, national origin, ancestry, age, marital status, pregnancy, political affiliation, arrest or conviction record, veteran’s status, or any other prohibited basis defined by federal or state law or UW System policy.

Retaliation toward an individual for filing a complaint of discrimination or discriminatory harassment, participation in an investigation of such complaint and/or opposition to discrimination or discriminatory harassment in the educational or workplace setting is also a form of harassment and is therefore prohibited.

Use of institution technology (computers, e-mail systems, voice mail system, and webpages) for the purposes of discrimination, discriminatory harassment, or retaliation is also prohibited. Such behaviors will not be tolerated and will be handled in accordance to the procedures outlined in this policy.

Any person who believes they have been subjected to this type of prohibited activity should immediately report it to the appropriate institution officials or offices as listed in “Procedures” section below. Students who file a complaint under this policy have the right to appeal of the chancellor’s or dean’s decision to the Board of Regents, as permitted under Wisconsin Statute §36.12(2)(b).

The following protections shall apply to this policy in regard to an individual’s protected status:

Students -  No student may be denied admission to, participation in or the benefits of, or be discriminated against in any service, program, course or facility of UW-Whitewater because of the student's race, color, creed, religion, age, sexisms, sexual orientation, gender identity or expression, national origin, ancestry, disability, pregnancy, marital or parental status, military service, veteran status, or any other category protected by law, including physical condition or developmental disability as defined in Wisconsin Statute §51.01(5).

Employees - No employee or prospective employee may be discriminated against on the basis of race, color, creed, religion, age, sexisms, sexual orientation, gender identity or expression, national origin, ancestry, disability, pregnancy, marital or parental status, genetic information, arrest or conviction record, military service, veteran status, use or non-use of lawful products off university premises during nonworking hours, declining to attend a meeting or participate in any communication about religious matters or political matter, or any other category protected by law.

PROCEDURES

Procedures for Reporting Discrimination or Harassment:

Any member of the university community who has been either a target of or a witness to discrimination or harassment has a right to take action either by confronting those involved directly or by reporting the incident to a university official (as described under "1. Complaint Intake"). While every effort will be made to respect both the confidentiality and the wishes of the complainant, university officials have an ethical and legal obligation to take action to prevent and stop illegal harassment or discrimination and may therefore be compelled to take some action, even if the complainant is unsure of what action is desired. Incidents reported to university officials will be handled in a manner that protects the privacy and due process rights of everyone involved. Specific incidents of alleged discrimination or discriminatory harassment will be reviewed on a case-by-case basis in accordance with the procedures outlined below. Due consideration will be given to the protection of individual First Amendment rights to freedom of speech, expression, and academic freedom.

The following procedures have been established to provide a framework for handling such concerns.

Complaint Intake

• University officials prepared to deal with concerns about discrimination and harassment include: Title IX Coordinator; Dean of Students office staff; Chief Human Resources Officer; Deputy Title IX Coordinators; University Police; University Housing staff; Associate Vice Chancellor of Equity, Diversity, Inclusion and Support Programs & Senior Diversity Officer; and supervisors, such as Department Chairs, Directors, and Deans.
• When someone raises a concern about discrimination or harassment, they should be directed to the appropriate university official listed above. That official will then: 1) Listen and help clarify both the concern and the desired outcome 2) Explain the options available which may include an offer of University/community resources, explanation of the University/legal adjudication processes, offer of interim protection measures, and/or offer of academic accommodations 3) Attempt a resolution if desired by the individual with the concern and 4) Submit a complaint intake form to the appropriate office: Hate Bias Student Discrimination Employee Discrimination
• The university official to whom a report of sexual violence or sexual harassment has been made will fill out a Sexual Misconduct Form.

Informal Resolution

• Informal resolution has the goal of ending offensive behavior and resolving the concern rather than assessing blame and exacting a penalty. If a concern can't be resolved informally, or if the behavior is so serious or persistent as to warrant disciplinary action, it should be handled through formal procedures.
• If an informal resolution is to be attempted by one of university official listed above, the university official will meet with the individual accused of the offending behavior to explain the concern and get a response. The university official will endeavor to respect the complainant’s wishes with respect to confidentiality and participation in meeting with the accused individual. While informal resolution may result in some mutually agreeable action, such as an apology or a behavior contract, no record of a complaint resolved informally will be placed in the respondent’s personnel file or student record.

Formal Procedures

• The purpose of formal action is to determine if the UW-Whitewater policy on discrimination, harassment and retaliation has been violated and, if so, to enact disciplinary sanctions and/or prescribe a course of action that will resolve the situation. Disciplinary sanctions may include but are not limited to a written reprimand, probation, suspension, dismissal or expulsion.
• Formal procedures are set in motion when a signed written complaint is filed with one of the university officials listed above. The complaint must contain the name and signature of the complainant, details of the situation precipitating the complaint, and a statement of desired outcome. When a signed complaint has been received, the university official receiving the complaint will notify the appropriate department as indicated below, who will set in motion the appropriate process and notify the individual or group against whom the complaint has been made.
• The process for filing a complaint, investigating and hearing complaints and grievances against individuals depends upon the status of the accused (faculty, academic staff, university staff, or student). The following policies guide these processes: Faculty: Complaints against Faculty will be reviewed by the chancellor, or designee, and processed in accordance with Faculty Personnel Rules (UW-W Chapter 3), and Chapter 6 - Rules Governing Complaints and Grievances Against Faculty. Academic Staff: Complaints against Academic Staff will be investigated by the Office of Human Resources or the Vice Chancellor of Administrative Affairs or designee in accordance with Academic Staff Personnel Policies and Procedures University Staff: Complaints against University Staff will be investigated by the Office of Human Resources or the Vice Chancellor of Administrative Affairs or designee in accordance with UW System Administrative Policy 1241: Complaint Procedures and UW System Administrative Policy 1233: Grievance Procedures. Students: Complaints against students will be investigated by the Dean of Students Office and or referred to the appropriate department or unit, in accordance with UWS Chapter 14 and UWS Chapter 17. Guests: Complaints against guests or otherwise non-students or employees will be investigated by University Police, and other campus departments as necessary, in accordance with USW Chapter 18.
• In determining whether discrimination or harassment has occurred, the investigating body will apply state and federal statutes, regulations, and case law relevant to the basis of discrimination being alleged. Where there is a question as to whether the action or conduct constitutes discrimination or harassment, appropriate legal counsel will be consulted. If the relevant policies above do not contain their own procedure for appeals, the following appeal process will apply. Appeal Process For conduct defined in this policy, where the sanction is prescribed by the University Administrator, the Respondent may appeal in writing within 14 days of the date of the written decision to the Chancellor or their designee (i.e. Appellate Administrator).

The Appellate Administrator has 30 days from date of receipt of an appeal to respond and shall sustain the decision unless the Appellate Administrator finds any of the following:

• The information and evidence presented as a result of the investigation does not support the findings or decision.
• Appropriate procedures were not followed which resulted in material prejudice to the respondent
• The decision was based on factors proscribed by state or federal law.
• Alleged violations of other UWS Chapter codes will follow each chapters appeal process. Discretionary Appeal to the Board of Regents For conduct defined in this policy, institutional decisions shall be final, except the board of regents may, at its discretion, grant a review upon the record, upon written request submitted by the Respondent within 14 days of the final institutional decision, as permitted under s.36.12(2)(b), Wisconsin State Statute. Record Keeping Timelines
• A record identifying a specific individual will be kept only if the person has been notified of the existence of the report and been given an opportunity to attach a counter statement; in that case, the record will be kept for six years and destroyed if no further reports have been filed.
• All reports of discrimination and harassment must be handled in a timely fashion. Complaints must be filed with UW- Whitewater within 300 days of the alleged violation. Other timelines are determined by the procedures that apply to the status of the accused (faculty, academic staff, university staff, or student).
• A copy of this policy and the procedures for implementing it will be distributed annually to all UW-Whitewater students, faculty, academic staff, and university staff. In addition, educational programs will be conducted regularly to sensitize members of the university community to the issues covered by this policy. This will be performed by the Quality Assurance Improvement Manager.
• Use of these procedures does not prevent the complainant from seeking legal redress. Time limits for filing complaints under the various laws differ.

RESPONSIBILITIES
Position/Office: Title IX Coordinator, Dean of Students / Office of Dean of Students, Chief Human Resources Officer / Human Resources Department / University Police, Chief of Police Responsibilities: The above-mentioned positions and offices have the responsibility to maintain and consistently manage the implementation of this policy.

CONTACTS

Those designated to recieve questions and feedback on the policy

Updated 01.13.2023

Responsible UW-Whitewater Personnel

Administrative Affairs and Dean of Students office 

Scope

This policy applies to all UW-Whitewater students, faculty, staff, and guests 

Policy Statement

Students should be familiar with procedures to follow during emergency evacuations from buildings. This is particularly critical for students with disabilities who may need assistance in existing buildings. Any student needing assistance should please contact their Residence Life staff and instructors during the first week of each semester. For details, see our emergency page. 

Employees and family members can sign up to receive emergency text messages through this application. (Students are automatically signed up to receive emergency text messages and can add/verify their phone number in WINS.)

For information regarding Evacuations for Individuals with Disabilities

For additional information regarding emergency procedures

Policy History

Last review: 09/02/2022
Scheduled Review for Student Handbook: 07/01/2023

Policy Responsibility Information

Definition Overview

1. This policy applies to any event sponsored by a Student Organization or University Department held anywhere on the UW-Whitewater campus. Campus Departments that meet event management criteria (see below) are exempt from this process. ( UW-Whitewater Rock campus events are addressed by the Dean of Integrated Studies or their designee). Non-campus affiliated individuals or organizations using UW-Whitewater facilities must be sponsored by a recognized campus organization or department.
2. For events anticipating more than 450 attendees, direct contact to University Police (Police@uww.edu) is required no less than 45 days prior to the event.
3. All sponsoring departments/organizations must abide by all University policies and procedures that govern the use of University facilities and related policies. Sponsoring an event is a privilege; all policies and procedures will be enforced. Violations by:
4. Consequence for policy non-compliance
   1. Student Organizations: referred for action through the Student Organization Misconduct process. mau have a possible outcome of suspension of the sponsoring group’s event privileges.
   2. Campus Departments: will result in the incident being referred for action to the appropriate Dean of department, or a lead administrator.
5. UW-W students, faculty and staff will be held fully responsible for the actions of their guests.

The University reserves the right to:

1. refuse admission or eject anyone who is disruptive, intoxicated, disorderly, or otherwise jeopardizes public safety
2. end the event before planned ending time.
3. forward information regarding incident to proper administrator for review and further action
4. restrict the future use of university facilities by the sponsor
5. and/or enforce any other campus, UW System or state of Wisconsin policy or law.

There will not be changes implemented in this policy without discussion and endorsement by the Event Review Committee.

The current approved version of the policy will always be available to access.

Scope Consdideration

General criteria that will be taken into consideration to establish safety requirements, but are not limited to:

1. Event or activity type, i.g. dance, speaker, formal or concert
2. Day of week and/or time of day the event will occur
3. Size of group expected to attend
4. Event/Sponsor history
5. Professional Staff in attendance.

Event Logistics

Safety Support Requirements of all events will be established by the use of a rubric. The categories of the rubric are, but not limited to:

1. Number of Attendees
2. If alcohol will be present
3. Primary attendees
4. Type of Activity
5. Number of sponsors present to work
6. Previous Event History the event

Once the rubric is completed, support requirements and expectations will be established by the University Police Event Coordinator.

General Safety Event Requirement may include:

1. All attendees, with the exception of minors accompanied by a parent/guardian, may be required to produce a photo ID.
2. For student status, a HawkCard may be visually checked or scanned
3. Departments and Student Organizations will be required to follow the campus alcohol policy
4. For anyone to be served alcohol, they must present a state issued photo identification card.
5. No backpacks/large bags, or open beverage containers, or food/beverage “carry-ins” will be allowed at events and all bags are subject to inspection.
6. If masks and costumes are to be part of an event, limitations will be discussed at Event advising meeting.
7. Campus COVID/Health management expectations.
8. If event has a maximum attendance limit, no more attendees will be admitted
9. UWPD staff in attendance and/or other event safety initiatives.

Sponsor Costs and Student Event FundFUND:

The Event Fund exists in order to reduce the costs for recognized student organizations to sponsor events on campus. The Event Fund is established with funding annually provided by the following offices: Chancellor’s Office, Office of the Vice Chancellor for Administrative Affairs, Office of the Vice Chancellor for Student Affairs, University Center, and UC-Student Activities & Involvement.

UWW Police Services will not charge event sponsors for the cost of Campus Service Officers when they are the only support staff required. Event sponsors are expected to pay for the Campus Service Officers and University Police Officers assigned. In addition, recognized Student Organizations are eligible to receive up to $300 per event from the Student Event Fund to offset the cost of staffing. In all cases, additional charges may be incurred (additional security, equipment, etc.) when alcohol is served at an event.

Event Fee Payment: Post event an itemized bill will be provided to the Sponsor and the remaining balance, if there is one, will be due 14 day post event. University sanctions may be placed on groups not fulfilling financial responsibilities associated with events. Departments will need to supply an org code and a chargeback will be initiated by University Police.

Event Cancellation – Severe or Hazardous Weather: When weather conditions make it dangerous for guests or event workers to travel to and from the event a sponsor may decide to cancel an event. Cancellations must be made in consultation with the University Police Event Coordinator and the Building Supervisor, or their designees. In these cases, if a recognized student organization is sponsoring the event, they will not be charged for the cost of the Campus Service Officers or University Police Services (monies in the Student Event Fund will be used to pay for staffing costs incurred by University Police Services). If a University Department is sponsoring the event in question, the department will be charged for the staffing costs incurred by the University Police Services.

Exceptions to Policy

Complete exemptions will rarely be given but reductions of required safety measures are possible.

Sponsors who believe their event is not included in the scope of this policy must email police@uww.edu to request a policy waiver. Waivers are granted, in consultation with Building Supervisor of where the event will take place, by the Chief of University Police or their designee. For full consideration, waiver requests and completed paperwork must be received 21 days in advance of the event.

Exemptions by Department Departments may annually earn exemption from this process by providing documentation of proof that the following training has been provided to those students/staff that manage the events being forwarded to the Chief of Police or their designee by completing a Departmental Event Exception form 21 days prior to any events being held:

• Cultural and Identity Education
• Weather /Fire/Emergency Procedures
• Behavioral Expectations -staff/students/guests
• Policies related to managing events
• Signage / Promotional Resources
• Staffing/Decision Making Structure
• Pre-Event Meeting Planning

Summer camp and conference event planners should submit event plans to University Police a minimum of 25 days prior to camps or conferences arriving to campus in order to be considered exempt.

Policy Review/Revision

An Event Advisory Committee, chaired by the University Center Executive Director or their designee, will meet each November, or more often if necessary, to review the Events Policy. Changes to the process or policy cannot be made without both Committee and Administrative approvals. If changes are needed to the Event Policy, the chair will call a meeting to discuss the proposed changes and ramifications on stakeholders.

The Committee will consist of:

1. Staff Representatives : University Center Executive Director(designee), Williams Center building supervisor, University Police, Student Activities & Involvement(UC), Dean of Students, University Center Building supervisor,
2. Student Representatives: Whitewater Student Government , Residence Hall Association, Greek community, UC Building Manager, and Campus Service Officer.

Authority

Law:

• 2011 Wisconsin Act 35 Effective November 1, 2022

Regent Policy Document(s):

• UW System Policy: Wisconsin Administrative Code UWS 18.10(3

Responsible UW-Whitewater Personnel

UWW Police Department and Dean of Students office

Any individual who observes a violator's refusal to adhere to this policy and UWS 18.08 should report the violator to the University Police.   This policy may be enforced through citations issued by the UW-Whitewater Police Department, as applicable, through non-academic misconduct sanctions with respect to students, through cancellation of contracts such as housing contracts with students, and/or through appropriate disciplinary processes applying to employees.

Scope

This policy applies to all UW-Whitewater students, faculty, staff, and guests

This Policy defines restrictions for firearms and dangerous weapons on UW-Whitewater property and in connection with UW-Whitewater activities.

The Wisconsin Administrative Code at UWS 18.10(3) prohibits a person from carrying, possessing, or using any dangerous weapon on university lands or in university buildings or facilities, unless it is for law enforcement purposes or the person receives written approval of the Chancellor. Chapter 18 permits police to confiscate and remove dangerous weapons from university lands.

On July 8, 2011, Governor Scott Walker signed 2011 Wisconsin Act 35 into law. Effective November 1, 2011, it is lawful in the State of Wisconsin for licensed individuals to be armed with a concealed weapon, or to carry particular weapons in an open or concealed manner, as long as there is no indication of a criminal or malicious intent. This law provides certain exemptions for schools and universities, however, which are implemented further in this policy.

Background

UW-Whitewater is committed to maintaining a safe campus environment and to ensuring that it acts to the extent possible to shield its students and employees from harm, including from firearms and other dangerous weapons on university property and in connection with university activities and events.

Policy Statement

Prohibited Behavior at UW-WhitewaterPROHIBITED BEHAVIOR AT UW-WHITEWATER

1. No Firearms or Dangerous Weapons in UW-Whitewater Buildings
   

   Individuals are prohibited from carrying firearms and dangerous weapons into buildings or portions of buildings that are owned, occupied, or controlled by UW-Whitewater. UW- Whitewater shall place signs in prominent places near all of the entrances to UW- Whitewater buildings notifying the UW-Whitewater community and visitors of this ban. This ban on firearms and dangerous weapons inside UW-Whitewater buildings applies equally to Licensees.

2. No Firearms or Dangerous Weapons by Employees

   Employees of UW-Whitewater, including student employees, are prohibited from carrying firearms or other dangerous weapons while engaged in any employment activity on behalf of UW-Whitewater, whether on or off campus.

   This ban does not apply to firearms or other dangerous weapons carried solely in the employee’s own motor vehicle.

3. No Firearms or Dangerous Weapons in Residence Halls

   No individual may possess firearms or any other dangerous weapons in the residence halls. 

4. No Firearms or Dangerous Weapons in UW-Whitewater Owned Vehicles

   No individual may possess firearms or any other dangerous weapons in UW-Whitewater owned or operated vehicles. UW-Whitewater may place signs in prominent places in UW- Whitewater vehicles as appropriate notifying the campus community of this ban. 

5. No Firearms or Dangerous Weapons at UW-Whitewater Special Events

   No individual may possess firearms or any other dangerous weapons at UW-Whitewater special events (see definition above), except in vehicles driven or parked in a parking facility in connection with the event. UW-Whitewater shall place signs in prominent places at UW-Whitewater events notifying the campus community of this ban.

6. Exemptions to Prohibited Behavior

   The above bans on firearms and dangerous weapons do not apply to sworn law enforcement personnel. In addition, from time to time, the Chancellor or Chancellor’s designee may grant exemptions under unique, limited circumstances (e.g., if an unloaded firearm is required as part of an artistic performance or if a firearm or weapon is required in a laboratory by a research project). Persons seeking such an exemption should first consult with the UW-Whitewater Police Chief, who shall refer the request for an exemption along with the Chief’s recommendation to the Chancellor or Chancellor’s designee.   Such an exemption must be obtained from the Chancellor or Chancellor’s designee in writing, in advance. 

Questions and Answers

Q1: What is the difference between firearms, guns, dangerous weapons, and concealed carry weapons?

“Firearm” is defined as a weapon that acts by force of gunpowder. “Gun” is the same as firearm.

“Dangerous weapon” is defined as any firearm, whether loaded or unloaded; any device designed as a weapon and capable of producing death or great bodily harm; any ligature or other instrumentality used on the throat, neck, nose or mouth of another person to impede, partially or completely, breathing or circulation of blood; any electric weapon; or any other device or instrumentality which, in the manner it is used or intended to be used, is calculated or likely to produce death or great bodily harm. 

“Concealed Carry Weapons” or “CCWs” are those weapons that a Licensee may carry in a concealed fashion, except as prohibited in certain locations. CCWs are: a handgun, electric weapon, a knife other than a switchblade knife, or a billy club. UW-Whitewater use of different terms in the UW-Whitewater Policy on Firearms and Dangerous Weapons is intentional. 

Q2: Who is a concealed carry licensee or “Licensee”?

A “Licensee” is an individual holding a valid license to carry a concealed carry weapon issued in Wisconsin, or an individual who is not a resident of Wisconsin, who is 21 years or over and who holds a valid license to carry a concealed carry weapon in another state.

Q3: What weapons are Licensee’s permitted to carry?

A handgun, electric weapon, a knife other than a switchblade knife, or a billy club.

Q4: Where are firearms (guns) prohibited?

Firearms are prohibited in UW-Whitewater buildings, or portions of buildings owned, occupied, or controlled by UW-Whitewater, including residence halls, and at special events (see Q11 below). Firearms are also prohibited outside of UW-Whitewater buildings on all UW-Whitewater grounds, except for a handgun carried in a concealed manner by a Licensee, and except in personal vehicles. All employees, including those who are Licensees, are barred from carrying firearms while in the course of performing duties for UW-Whitewater, on or off campus, except in personal vehicles. 

Q5: Where are dangerous weapons prohibited?

Dangerous weapons are prohibited in UW-Whitewater buildings, or portions of buildings owned, occupied, or controlled by UW-Whitewater, including residence halls, and at special events (see response to Q11 below). Dangerous weapons are also prohibited outside UW-Whitewater buildings on UW-Whitewater grounds, except for CCWs that are carried in a concealed manner by a Licensee, and except in personal vehicles. All employees, including those who are Licensees, are barred from carrying dangerous weapons while in the course of performing duties for UW-Whitewater, on or off campus, except in personal vehicles.

Q6: Can students bring firearms or dangerous weapons to class?

No, as long as the class is held in a building owned, occupied, or controlled by UW-Whitewater. 

Q7: Can instructors or faculty bring firearms or dangerous weapons to class?

No. UW-Whitewater employees are subject to the same bans on firearms and dangerous weapons that apply to all other individuals in UW-Whitewater buildings. In addition, employees are barred from carrying firearms and dangerous weapons while in the course of performing duties for UW-Whitewater, on or off campus, except that any individual may store firearms or dangerous weapons in their personal vehicles.

Q8: Can student residents or visitors or employees bring firearms or dangerous weapons into the residence halls?

No. Student residents, visitors, and employees may not bring firearms or dangerous weapons into residence halls that are owned, occupied, or controlled by UW-Whitewater; violations can result in contract terminations or other discipline. 

Q9: Can employees or students have firearms or dangerous weapons in their personal vehicles?

Under Wisconsin law, UW-Whitewater does not ban firearms or dangerous weapons in personal vehicles.

Q10: Can employees, students, or visitors possess firearms or dangerous weapons in UW-Whitewater owned or operated vehicles?

No. Employees, students and visitors may not possess firearms or dangerous weapons in any UW-Whitewater owned or operated vehicle. 

Q11: Can employees, students, or visitors bring firearms or dangerous weapons to UW- Whitewater special events?

No, except in vehicles driven or parked in a parking facility. A “special event” is an event that is open to the public, indoor or outdoor, is for a duration of not more than 3 weeks, and either has designated entrances to or from the event that are locked when the event is closed or requires an admission.

Q12: If I need to bring a firearm or dangerous weapon into a campus building for a specific UW-Whitewater purpose (e.g. a theatre event involving use of an unloaded weapon, or a research project), can I get special permission to do so?

Special requests should be directed to the UW-Whitewater Police Chief, who will forward the request along with his or her recommendation to the Chancellor or Chancellor’s designee. Such permission must be obtained from the Chancellor or Chancellor’s designee in writing and in advance.

Q13: Do the prohibitions apply to law enforcement?

No. Sworn law enforcement officers, including UW-Whitewater police officers, are exempt from the prohibitions.

Q14: Can I get special permission to bring a firearm or dangerous weapon to UW- Whitewater if I am licensed and have had appropriate training?

No. Exceptions will not be made on this basis. 

Q15: Will signs be posted explaining the prohibitions?

Yes. Prior to the effective date of the new law, UW-Whitewater will post conspicuously post signs stating the prohibitions at the entrances to all UW-Whitewater buildings.

Q16: Are stun guns or Tasers permitted on campus?

Stun guns and Tasers are both electric weapons that are considered to be within the definition of “dangerous weapons.” They thus are prohibited in UW-Whitewater buildings, or portions of buildings owned, occupied, or controlled by UW-Whitewater, including residence halls, and at special events (see response to Q11 above). They also are prohibited outside UW-Whitewater buildings on UW-Whitewater grounds except when carried in a concealed manner by a Licensee, and except in personal vehicles. All employees, including those who are Licensees, are barred from carrying stun guns and Tasers while in the course of performing duties for UW-Whitewater, on or off campus, except in personal vehicles. Law enforcement is not subject to the prohibitions on electric weapons. 

Q17: Is pepper spray permitted on campus?

Pepper spray that is lawful in Wisconsin is not considered to be a dangerous weapon. As long as it is not misused, it may be carried on campus by employees, students, and visitors. For more information about lawful pepper spray in Wisconsin, see the information published by Wisconsin’s Bureau of Consumer Protection. 

Procedures

UW-Whitewater Policy on Carrying Weapons or Firearms

Office of the Vice Chancellor for Administrative Affairs

Alcohol, Drugs and Weapons

UW-Whitewater Campus Police

Firearms and Weapons

UW-Whitewater University Housing

For more information related to the Firearms and Dangerous Weapon Policy please contact UW-Whitewater Chief of Police at 262-472-4660.

Definitions

Concealed Carry Weapon or CCW is a weapon that a Licensee may carry in a concealed fashion, except as prohibited in certain locations as detailed in this policy. CCWs are: a handgun, electric weapon, a knife other than a switchblade knife, or a billy club. (Wis.Stat. 175.60(1)(j))

Dangerous Weapon means any firearm, whether loaded or unloaded; any device designed as a weapon and capable of producing death or great bodily harm; any ligature or other instrumentality used on the throat, neck, nose or mouth of another person to impede, partially or completely, breathing or circulation of blood; any electric weapon as defined in Wis. Stat. 941.295(1c)(a); or any other device or instrumentality which, in the manner it is used or intended to be used, is calculated or likely to produce death or great bodily harm. (Wis. Stat. 939.22(10))

Firearm means a weapon that acts by force of gunpowder. (Wis. Stat. 167.31(1)(c))

Licensee means an individual holding a valid license to carry a concealed carry weapon or CCW issued in Wisconsin, or an individual who is not a resident of Wisconsin, who is 21 years or over and who holds a valid license to carry a concealed weapon in another state. (Wis. Stat. 175.60(1))

School means a public school, parochial or private school, or tribal school, as defined in Wis. Stat. 115.001(15m), which provides an educational program for one or more grades between grades 1 and 12 which is commonly known as an elementary school, middle school, junior high school, senior high school, or high school. (Wis. Stat. 948.605(1)(b), 948.61(1)(b)

Special event means an event that is open to the public, indoor or outdoor, is for a duration of not more than 3 weeks, and either has designated entrances to or from the event that are locked when the event is closed or requires an admission. (Wis. Stat. 943.13(1e)(h))An annual report by the University, the ASFR informs the University community about important procedures, policies, and crime prevention programs, including crime statistics for the previous three years for reported Clery crimes that occurred on campus property, non-campus property, or public property of the University (see definitions below).   The ASFR is available online and can be printed out, or a printed copy may be obtained in person from the University Police Department.

Policy History

Last review: 08/15/2022
Scheduled Review for Student Handbook: 07/01/2023

Policy Responsibility Information

General Academic Policies / Grade Appeals

Rules and Policies Statement

The information contained in this publication is based upon current regulations and policies of UW-Whitewater as of January 1, 2023.  Wisconsin Statutes, administrative rules, resolutions of the Board of Regents of the University of Wisconsin System, court decisions, opinions of the Attorney General, regulations and policies of the University of Wisconsin-Whitewater, and any other rules or decisions from an authoritative source applicable to the university, are among the sources of information in this publication. They are subject to change without notice. (Information retrieved from Courseleaf's rules and policy statement)

For review of the full policy, please click here: General Academic Policies / Grade Appeals

STUDENT GRIEVANCE PROCEDURES

A grievance is a complaint by a student involving the interpretation, application, or alleged violation of College policies and procedures. A grievance action may be initiated by a student against another student, an instructor, an administrator, or a member of the classified staff.

For review of student grievance policies, please click here: Grievance Procedure

UWS Policy 136: Required Disclosures for Participation in Certain UW System Services and Programs

Policy Purpose

In compliance with UWS Policy 136, UW-Whitewater requires students to provide disclosures about the following prior to living in university housing, participating in study abroad programs or domestic travel study programs:

• any prior felony pleas or convictions in which the student was treated as an adult during the proceeding; and
• non­academic postsecondary disciplinary violations that resulted in expulsion, dismissal, or suspension.

For full review of this policy, please click here: UWS Policy 136

Responsible UW-Whitewater Personnel

(Department) and Dean of Students office 

Scope

This policy applies to all UW-Whitewater students, faculty, staff, and guests.

Background

These general guidelines exist to clarify the parameters to which individuals and groups are subject when they post or display printed material in or on any of the University buildings and grounds. For the purposes of this policy statement, printed materials shall refer to posters, flyers, pictures, signs, brochures, and other such material of this nature. Building supervisors may determine other guidelines that would better address the needs of their buildings. Individual building guidelines must comply with the general guidelines. The authority for this policy is derived from the Wisconsin Administrative Code, University of Wisconsin System, Chapter UWS 18.06 (17). 

Interior and exterior walls/doors/windows of University buildings (unless specifically labeled “approved” by the Building Supervisor), light poles, outdoor furniture, or other vertical surfaces, trees, and other vegetation are not to be utilized for the posting of materials. 

All materials designed to promote the excessive consumption of alcoholic beverages, or any printed materials that promote illegal activity will not be permitted. The determination of what is appropriate shall be made by the appropriate Building Supervisor and/or the Vice Chancellor for Administrative Affairs, in accordance with the University, UW System or other laws/policies.

Policy Statement

The sponsoring department or organization's (Sponsor) name shall appear on all printed materials.

Allowed Sponsors:

1. Recognized student organizations and University departments.
2. University partner, Whitewater Chamber of Commerce. The University Center (UC) will sponsor members of the Whitewater Chamber of Commerce, who may advertise on campus as long as they are in compliance with this policy. Chamber members should bring materials for posting to the UC Room #250 for approval. UC staff will review and place an approval stamp on the materials. Chamber members are required to physically post in allowed locations. All materials must be stamped before they are put at any location, otherwise they will be discarded.
3. Individuals posting for sale items, rentals, or subrentals.  These types of postings are limited to labeled locations, as determined by each building.  

Only those postings that meet criteria above are allowed. The University reserves the right to remove any postings not meeting above criteria.  Any sponsor found to be abusing the posting privilege by not following the policy or through disreputable practices will have their postings removed and may be prohibited for future access by the University. 

Interior Posting

Bulletin Boards

It is the responsibility of each Building Supervisor, or designee, to allocate and administer bulletin board space within their respective building. Bulletin boards should be clearly labeled with intended use. Each Building Supervisor shall allot bulletin board space for general student organization use and for campus/community use. The respective Building Supervisor, in consultation with the units affected, shall determine bulletin board space for colleges, departments, administrative offices, and other uses. Working together with the Building Supervisors in classroom buildings, each academic department will identify bulletin boards to be used for departmental and student organization notices. All remaining bulletin boards and those not identified for departmental use shall be open for public posting within policy stipulations. Each building shall have a specified location for use by members of the Whitewater Chamber of Commerce for approved postings.

All bulletin boards shall be adequately identified as to their authorized use. University staff and Facilities Planning and Management (FP&M) staff shall make an effort to remove daily (except in the University Center, Esker, Drumlin, Moraine, and the Residence Hall) printed materials that are improperly posted, outdated, or promote the excessive consumption of alcoholic beverages or illegal activity. Postings may not be posted on the same bulletin board for more than 2 weeks.

FP&M staff shall clear all general bulletin boards from academic buildings once per semester unless determined otherwise by the Building Supervisor. All materials shall be discarded. FP&M staff shall remove these above-mentioned materials from all outdoor, signboards or kiosks.

Postings should not be larger than 11” x 17” (except where marked as allowed, i.e. Large Format Posters).  Duplicate posting materials are not allowed on any one bulletin board.

Classroom Chalkboards/Write-On Board

Classroom chalkboards/write-on boards are instructional tools to be utilized by faculty/staff. During class time, use of the classroom chalkboards is at the discretion of the instructor. The Building Supervisor may decide whether or not to have the custodian clean the material off the boards each night.

User Supplied Table Tents

Table Tents or other materials that may be appropriate to distribute on table tops, are permissible in certain facilities. Recognized student organizations, Campus departments and approved sponsors wishing to distribute table tents should contact the appropriate Building Supervisor. Table tents for the University Center, Esker and Drumlin are approved through the SAI Staff, room #146. Because a limited number of tents are allowed at any one time, dates are assigned on a first-come, first- serve basis.

Large Format Posters (larger than 11” x 17”)

The University Center, Drumlin, and Esker have large format posting locations.   These posting locations are available for posters greater than 11”x17” in size, and cannot be wider than 36” and may not touch the floor.  Other Building Supervisors may create or approve posting locations on a case by case basis. 

Sandwich Boards

Sandwich boards (interior and/or exterior) may be used by Campus departments and approved sponsors. They must:

1. Be set up by sponsors and be removed by 10 pm daily
2. Not block entrances or inhibit accessibility

Indoor Banners

The University Center maintains a hanging space in the atrium for hanging banners for Recognized Student Organizations, Campus Departments, and Approved Sponsors are eligible to reserve this space.  Banners must clearly include the sponsor’s name, be no more than 3 feet tall and 10 feet long, and cannot exceed 6 pounds in total weight.  Groups reserve the space on a first-come-first-serve basis and the space is limited to two single sided banners at a time.  Space is reserved in 7-day increments beginning on Mondays.  Space is reserved through UC Reservations (UC 252).  Banners are to be dropped off at UC Reservations on the first Monday of the reserved time frame. Banners not picked up within 48 hours of end of reservation will be discarded.

Complete UC Clothesline Policy

Exterior Posting

It is the responsibility of Facilities Planning and Management staff to monitor any signage not attached to a building.

Stake-in-the-Ground signs

Stake-in-the-ground signs are not permitted, with the exception of directional or informational signs for officially approved University sponsored or recognized student organization functions. Approval and scheduling for this type of greenspace posting is overseen by UWW Police.  Please contact UWW Police at police@uww.edu for approval and reservation. 

Table-top signs

Table-top signs that can easily be blown around by the wind are not permitted on outdoor tables. 

Side-walk Chalking

The use of chalk to create signs is permitted only on sidewalks. Markers or spray chalk that are permanent are not permitted. Chalking may not be done under entrance canopies or under overpasses where the rain cannot wash away the chalk. Chalking is also not allowed on any vertical surfaces such as buildings, retaining walls or steps. Only Recognized student organizations, Campus departments, and approved sponsors may chalk on campus. 

Outdoor Signboards

Only Recognized student organizations, Campus departments, and approved sponsors may use designated signboard locations. Outdoor signboards (1/2" x 4'x4') can only be displayed in designated locations across campus. A reservation for use of a signboard location is made at the Reservations Office in the University Center. Sponsors are responsible for the removal of signboards by 5:00 pm of Sunday ending the reservation. Failure to do so will result in the signboard being discarded by FP&M Staff.

Complete Signboard Policy

Additional Related Resources and Policies

University Marketing and Communication Campus Identity Standards

University Housing Policies Related to Posting (Posting, Campaigning, Sales and Solicitation)

Main Street Banner Locations:  The City of Whitewater hosts two locations for banners to be hung across Main Street; to reserve a space, discuss rental fees, and more, contact the Whitewater Parks and Recreation Department Director at 262-473-0122

City of Whitewater Park and Building Reservations

Source: Offices of the Vice-Chancellor for Administrative Affairs and Vice-Chancellor for Student Affairs

Policy History

Last Review: 09/02/2022
Scheduled Review for Student Handbook: 07/01/2023

Policy Responsibility Information

Religious Accommodation

It is the policy of the Board of Regents that students' sincerely held religious beliefs shall be reasonably accommodated with respect to scheduling all examinations and other academic requirements.

For review of the full policy, please click here: Religious Accommodation

Housing Handbook

As a member of the UW-Whitewater community, each student is responsible for knowing and abiding by the policies of the residence hall system. Residents are also expected to play an active role in enforcing community standards for behavior by confronting others who are violating Residence Hall policies and reporting any actions that are not in keeping with acceptable standards of student behavior. Violations of University Housing and University Policies can be confronted and documented by staff and fellow residents both inside and outside the residential facilities.

For review of the full policy, see the Housing Handbook

NonDiscrimination on Basis of Disability

It is the policy of the University of Wisconsin-Whitewater that no otherwise qualified individual with a disability shall be denied access to or participation in any program, service, or activity offered by the university. Individuals with disabilities have a right to request accommodations to their needs in order to fully participate in or benefit from the university's programs, services, and activities in a nondiscriminatory, integrated setting.

For full review of this polic, please click here: NonDiscrimination on Basis of Disability

Student Organization Misconduct/Hazing Reporting Form

University of Wisconsin-Whitewater

Misconduct Procedures for University Recognized Student Organizations

Cause for Disciplinary Action Against University Recognized Student Organizations 

Activities sponsored by University recognized student organizations must comply with the rules,  policies, and procedures of the University of Wisconsin-Whitewater, as well as with federal, state, and  local laws/ordinances. When a sponsored activity of a recognized student organization violates law,  University rules, policy, or procedure and/or causes injury to persons or damage to property, the  organization may be subject to disciplinary action. If, in a fair process, the organization’s actions are found  to have caused such violation, injury, or damage, the organization shall be subject to disciplinary warning,  probation, suspension, or permanent revocation of University recognition.  

Misconduct Procedures for University Recognized Student Organizations

Authority

Regent Policy Document(s):

• UW System Policy: Recognition of Student Organization

Responsible UW-Whitewater Personnel

Student Activities and Involvement and Dean of Students office

SCOPE:

This policy applies to all UW-Whitewater students, faculty, staff, and guests

Background

The UW-Whitewater Recognition Policy for Student Groups is intended to be a summary of certain matters of interest to student organizations and their advisors. It is important to note that: 

• It is not a complete statement of all procedures, policies, rules and regulations of the University of Wisconsin-Whitewater, nor is it a complete statement of state or local laws that may be applicable to student organizations; 
• The University reserves the right to change without notice any procedure, policy, and/or program, which appears in the University Recognition Policy for Student Groups; 
• Other departments may have their own procedures and policies that apply to student organizations; 
• University of Wisconsin System Administrative Codes Chapter 17 and Chapter 18 that govern most University activities may also apply to individual student conduct within student organizations.

In conjunction with UC-Student Activities & Involvement and the Division of Student Affairs the following policy has been adopted regarding the standards and procedure for recognized student organizations at the University of Wisconsin-Whitewater. The policy acknowledges support of the primary mission of the institution and the need to preserve the orderly processes of the university as well as the need to observe student and recognized student organization rights and responsibilities. UC-Student Activities & Involvement, subject to approval by the Assistant Chancellor for Student Affairs of the University of Wisconsin-Whitewater, shall be responsible for revisions of this policy. UC-Student Activities & Involvement is responsible for distribution of updates.

Policy Statement

Student organizations granted University Recognition are a vital part of our University community. Student organizations sponsor activities and services which help to improve the quality of student life, provide opportunities for students to meet other students and faculty/staff of the University, and serve as a laboratory for students to practice the skills associated with leadership. Volunteer associations of students who have been granted the privileges of University recognition may be an asset to achieving the University's goals of student learning and retention. It is hoped that all recognized student organizations, as part of the University community, join in helping to create an environment that enables all students to accomplish their educational goals while at the University.

The following guidelines have been developed to clarify the relationship between the University and a student organization, and to provide for a consistent application of the criteria for University recognition.

Relationship

University recognition of a student organization means that the student organization has completed the requirements for University recognition and is eligible for the privileges extended to recognized student organizations (outlined later in this document). University recognition, therefore, does not imply University endorsement of the activities of the student organization. University recognition also does not imply that the student organization has been granted agency status by the State of Wisconsin, the University of Wisconsin System, or the University of Wisconsin-Whitewater. While faculty and staff members of the University serve in advisory capacities to student organizations, it is presumed that students of legal adult age are adults and, therefore, make and are accountable for their decisions and behavior as individuals and as members of organizations.

University Recognition: Requirements and Process

Student Activities & Involvement is the University office with the responsibility to administer the Student Organization Program, including the University Recognition Processes. The requirements and process of obtaining University Recognition are as follows:

1. Submission of the student organization's governing documents (constitution, by-laws, etc.);
2. Submission of constitution or by-laws of the national or international organization with which the student organization is affiliated (if applicable);
3. Identification of a UW-Whitewater employee to serve as a campus advisor to the student organization;
4. Completion of recognition form;
5. Completion of Student Leader training by the President/Leader and a member of the organization that is both a student and in good standing within the organization (includes both Antihazing Training and Campus Expectations Overview)
6. Submission of signed Recognition Agreement by both the Advisor and President/Leader.

Application materials will be reviewed by staff in Student Activities & Involvement to ensure compliance with all applicable University policies, as well as state and federal laws (i.e., Title IX).  The decision to grant University Recognition shall be made by Student Activities & Involvement staff.  Student groups interested in applying for University recognition must do so by December 15th for the following semester, or by May 15th for the following academic year.

Recognition requirements apply to all recognized student organizations, including those on probation or suspension.

Change of Information

During the academic year there may be changes in officers, advisor, or constitutions of student organizations.  It is the responsibility of each student organization to update their org's information on Connect for any and all changes. If changes are made in the organization constitution, a revised constitution must be submitted electronically to Student Activities & Involvement, and is subject to review.

Notification of University Recognition

Once a student organization has completed the University Recognition Process, the organization's request for recognition will be reviewed by staff in Student Activities & Involvement. If the membership requirements for the organization adhere to the University's Non-Discrimination Policy for Recognized Student Organizations, if the organization has no outstanding bills with the University, and if the student organization is in good standing with Student Activities & Involvement, the organization will be granted or extended the privileges of University recognition. At this time, contact will be made with the student contact person and the advisor(s) indicating that the organization is in good standing and is extended the privileges of University recognition. This process is completed at minimum once per academic year.

Notification of Advisor Appointment

Faculty or staff members serving as advisors to recognized student organizations will receive a letter from Student Activities & Involvement. The letter serves as an appointment letter, acknowledging the official capacity in which that faculty or staff member will serve as the advisor to a student organization.

Rights, Benefits, and Services

Rights And Benefits Of University Recognition

1. Use of the University's name to identify the student organization's affiliation.
   Use of name must adhere to the campus licensing policy and identity standards.
   The University reserves the right of approval on a case-by-case basis;
2. Reserve and use University facilities that are available for non-instructional use;
3. Utilize Student Activities & Involvement services and programs developed and offered to recognized student organizations.
4. Be included on official lists of recognized student organizations;
5. Utilize University services and facilities, and participate in University events that are open to all recognized student organizations; and
6. Be granted UW-Whitewater email account and web services.

University Services Available to Recognized Student Organizations
Student Activities & Involvement

Student Activities & Involvement is dedicated to developing student leaders and to promoting student involvement in the campus and community.  Student Activities & Involvement is responsible for the administration of all policies and procedures related to student organizations.  Student Activities & Involvement staff will help student leaders and advisors successfully fulfill roles.

• Student Activities & Involvement sponsors the following events and activities in which recognized student organizations might find it worthwhile to participate.
• Involvement Fairs - held twice annually in September and January/February, the Involvement Fairs are sponsored to help organizations recruit new members and to provide students the opportunity to meet with representatives of the various student organizations.
• Homecoming - student organizations are encouraged to participate in the undergraduate homecoming experience to show pride in UW-W and to demonstrate Warhawk spirit.  Numerous activities and friendly competitions are held for student organizations and Greek chapters.
• Campus Awards - A student organization and individual student leadership award ceremony is held annually in order to recognize outstanding achievement.  The recognition occurs in the Campus Awards Ceremony, held late in the academic year.
• Community Service Information and Opportunities - In order to foster a culture of service, Student Activities & Involvement provides access to service opportunities to enable organizations to perform service projects.

Student Activities & Involvement offers a variety of services for recognized student organizations.  For a complete list of these services, visit Connect or the Student Activities & Involvement website.

Services provided by other UW-W offices may be accessed by recognized student organizations.  They include:

• Use of University grounds and facilities and corresponding audio-visual and technical services
• Event advising service
• Access to University Printing Services
• Financial account at the Cashiers Office
• Foundation account on behalf of the student organization at the Foundation Office
• Use of rental vehicles through the University's contracted vendor (limited to those student organizations with access to a University Organization Code; whose travel is considered university business)
• Listing of events on campus web-based event calendar (Connect)
• Use of Hall Tables, Table Tents, Display Cases, Sign Board Space, Digital Signage, and sidewalk chalking
• Recreation Sports Office provides an advisor and assistant to assist all club sports organizations

The following publications are available for recognized student organization:

• An online database of all recognized student organizations is available to anyone affiliated with the University
• Policies, Guidelines and Processes are available to all recognized organizations through the Student Activities & Involvement Web Site
• Club Sports Manual (published by Recreation Sports)

Expectation of Recognition

1. Recognized student organizations are expected to comply with all University Policies as well as Local, State, and Federal laws.  Those that do not comply will be held accountable via the  UW-Whitewater/Recognized Student Organization Code of Conduct.
2. The University has the rights and responsibility to place organizations on emergency suspension when deemed appropriate.
3. Recognized student organizations are expected to recruit and orient new members with dignity and respect.  Adherence to the UW-Whitewater Anti Hazing Policy is expected at all stages of student participation in the organization.
4. Recognized student organizations are expected to extend membership privileges, including voting and eligibility to hold office, to all students without regard to race, color, creed, religion, national origin, disability, ancestry, age, sexual orientation, pregnancy, marital or parental status, veteran status or gender (except as otherwise permitted by Title IX of the Education Amendments of 1972).  With the exception that, per the UW System Board of Regents Resolution 9279 (adopted 12/06) student organizations that select their members or officers on the basis of commitment to a set of beliefs (e.g. religious or political beliefs) may limit membership, officer positions, or participation in the organization to students who affirm that they support the organization's goals and agree with its beliefs.  It is acknowledged that the UW System Policy does not align with Federal Law (Christian Legal Society v Martinez - 08-1371).
5. Recognized student organizations are expected to exercise reasonable precaution to ensure that their events, services, and programs are safe to all participants and do not cause damage to property or persons.  It is the role of Student Activities & Involvement and the Office for Risk Management & Safety to provide guidance to student leaders and advisors on these matters.
6. Recognized student organizations are expected to follow University policy, guidelines and procedures pertaining to the use of facilities and services provided both on and off campus.
7. Recognized student organizations are solely responsible for any contract they enter into with third party vendors. The University will not be held liable for these contracts.
8. Recognized student organizations are expected to conduct their activities in a manner that represents themselves and the University appropriately.  While this is a subjective expectation, Student Activities & Involvement staff should be consulted if any activity is in question.
9. Recognized student organizations and individual members are not exempt from federal, state, or local laws, and are not exempt from University policy. As a result of the action of members who appear to act on behalf of the recognized student organization, student organizations and individual members may be subject to disciplinary action through the  Recognized Student Organization Code of Conduct, or the University of Wisconsin System Administrative Code Chapters 17 and 18.
10. Members of an organization that is being investigated and adjudicated for alleged violation of University policy are expected to fully cooperate with University officials.  Failure to cooperate may result in revocation of University Recognition.
11. Student organizations may extend membership to individuals not enrolled at UW-Whitewater provided the majority of the organization's membership is comprised of currently enrolled students.
12. Student organization leadership roles must be held by students currently enrolled at UW-Whitewater.
13. All Student organization leaders are considered aware and informed of the inherent risk and liability to which they expose themselves, their organization and the University.  All reasonable steps to reduce risk and limit liability should be taken.
14. UW-Whitewater may establish additional requirements for recognition consistent with this policy.

UW-Whitewater Non-Discrimination Policy for Recognized Student Organizations

The University of Wisconsin-Whitewater is committed to the concepts of equal opportunity, non-discrimination and diversity, and recognizes a special obligation to prepare people of all cultures, orientations and abilities to accept the responsibilities as leaders of tomorrow. Consistent with this, all recognized student organizations must comply with the concepts of nondiscrimination and equal opportunity when recruiting and selecting members. In addition, the University recognizes the important role that student organizations play in this educational process; and is committed to non-discrimination in the recruitment and selection procedures of University faculty and staff members who will, ultimately, serve as advisors of recognized student organizations.

As part of the criteria for University Recognition, all student organizations must adhere to the concepts of non-discrimination and equal opportunity as they relate to race, color, gender, sex, creed, religion, age, ancestry, national origin, disability, sexual orientation, pregnancy, political affiliation, marital or parental status, veteran status, or arrest and conviction record, in their educational programs and activities. In holding with the tenets of non-discrimination, the University stresses the importance of eliminating discriminatory and/or culturally insensitive language, behavior and content from University sponsored activities and urges all recognized student organizations to cooperate in this effort.

With very narrow exceptions, student organizations may not discriminate in their selection of officers or members.

UW-Whitewater Anti-Hazing Policy

Students, student organizations, athletic teams and other student groups of the University of Wisconsin-Whitewater community are strictly prohibited from engaging in any type of hazing activity. Hazing is defined as "any action taken or situation created, intentionally, whether on or off campus, that produces mental or physical discomfort, embarrassment, harassment, or ridicule." This includes any action that endangers the health or well-being of an individual, is personally degrading, has an adverse effect on the academic performance of the student, or which violates any federal, state or local statute or University policy. Individual or group consent to a hazing activity in no way validates the activity or excludes those perpetuating it from being charged with a crime.

Individual members, organizations and groups who violate this policy are subject to University disciplinary action, as set forth in the University of Wisconsin-Whitewater Student Non-Academic Disciplinary Procedures under UW System Administrative Code, Chapter 17. This document is available for review at the Office of Student Affairs, the Whitewater Student Government Office, or at the Library Reserve Desk.

Additionally, any University student organization, group or individual student violating this policy or the Wisconsin Statute on Hazing, is subject to sanctions that may be imposed by the judicial or coordinating body of which the organization is a constituent member and/or a court of law. The Wisconsin Statute on Hazing, 948.51, is available for review at Student Activities & Involvement, the Library Reference Desk, or from your state representative. Examples of activities or situations that could meet the definition of hazing include, but are not limited to, the following:

• Keeping the date of initiation/induction a secret; requiring signatures for initiation.
• "Kidnapping" of any member, leaving members stranded in a remote location to find their way home, or scavenger/treasure hunts.
• Any form of forced physical activity and/or exercise, whether extreme or not (i.e. push-ups, sit-ups or other calisthenics, runs, walks, etc.).
• Physical harassment such as paddling, hitting, beating, slapping, pushing or striking.
• Marking or branding.
• Personal servitude of any kind (i.e. phone duty, cleaning, yard work, doing errands, etc.).
• Forcing or encouraging ingesting of any type of liquid or solid matter, edible or non-edible (i.e. alcohol, chewing tobacco, goldfish, raw onions, spoiled food, dirt, etc.).
• Requiring the carrying of any item around campus, such as paddles, rocks, books, shields, etc.
• Requiring the wearing of unusual, embarrassing or uncomfortable clothing.
• Sleep deprivation or requiring/encouraging anyone to sleep anywhere other than their own residence or bed.
• Preventing personal hygiene, communication with certain groups, and/or restricting places that new members can go on campus or in the community.
• Verbal abuse such as yelling or screaming or labeling with silly or embarrassing nicknames.
• Any activity that interferes with a student's academic pursuits (class attendance, studying, etc.).
• Requiring or suggesting that members vandalize, destroy or steal property or commit crimes.
• Requiring anything of one group of members that is not required of another.

Evaluation of what specific conduct may constitute hazing shall be made with reference to what a reasonable person might consider hazing under those particular circumstances.

Enforcement of the UW-Whitewater Anti-Hazing Policy shall be the administrative responsibility of the Dean of Students Office, Andersen 2130, and Student Activities & Involvement, University Center Room 146. Individuals or groups seeking additional information about this policy or reporting possible violations should contact staff in Student Activities & Involvement at 262-472-6217.

Submit a conduct complaint electronically

Related Documents

For policies related to posting, mailbox stuffing, fundraising, sign boards, chalking, table tents, and other things related to student organizations.

Submit a conduct complaint electronically

Definitions

Advisor: UW-W unclassified or classified staff member who has agreed or is appointed to serve as an advisor to a Recognized student organization.

Application: The process for new student organizations to receive University Recognition.

Disciplinary Probation: A status of a Recognized student organization meaning that, through the process outlined in the Student Organization Conduct Policy, the student organization may agree or is placed on Disciplinary Probation as a result of a violation of University policy. Disciplinary Probation is accompanied by sanction(s) and a timeline for return to Good Standing. Disciplinary Probation signifies a warning status that any further violation of policy may result in Disciplinary Suspension or Revocation of University Recognition.

Disciplinary Suspension: A status of a Recognized student organization meaning that the student organization continues to be Recognized, but the Rights and Benefits of Recognition are suspended. Therefore, the student organization on Disciplinary Suspension will be held accountable for their behavior during the period of time that they are on Disciplinary Suspension. Any violation of University policy, federal or state law, or city ordinance during the time of the Disciplinary Suspension may be grounds for the immediate Revocation of University Recognition. All violations will be dealt with through the process outlined in the Student Organization Conduct Policy. Upon the conclusion of the suspension period the student organization must re-apply for University Recognition (see Re-application for University Recognition, below). 

Emergency Suspension: All activities of a Recognized student organization may be immediately suspended if University officials have reason to believe that the safety of individuals or the community may be in jeopardy. An Emergency Suspension is followed by an investigation as outlined in the Student Organization Conduct Policy.

Event(s): Any activity sponsored, co-sponsored, or organized by a Recognized student organization. 

Good Standing: A status of a Recognized student organization meaning that all requirements for University Recognition are fulfilled and full rights and benefits of University Recognition are extended to the student organization. 

Not-For-Profit: Per the UW System, for eligibility for SUF allocable funding, this term is not the same definition as used for state or federal tax purposes. Thus, registration as a student organization will not automatically result in exemption from state or federal income tax or state sales tax. If an organization has obtained tax-exempt status from taxing authorities, however, documentation of that status would demonstrate that the organization is organized on a “not-for-profit” basis. 

Re-Application for University Recognition: Upon the conclusion of the terms set forth in the Disciplinary Suspension, the student organization must re-apply to receive the full benefits of University Recognition. A request for re-application consists of the completion of the requirements set-forth in this policy to Renew University Recognition. Upon receipt of the re-application, staff in Student Activities & Involvement will conduct an administrative review to ensure that all conditions of the Disciplinary Suspension have been met. If these conditions are met, then the organization will be placed on Disciplinary Probation for a period of one year from the date of Renewal. 

Renewal: The annual process for previously Recognized student organizations to continue their University recognition. Organizations not completing the Renewal process annually will need to Apply for University Recognition. 

Revocation of University Recognition: Through the process outlined in the Student Organization Conduct Policy, a student organization may have their University Recognition revoked. University Recognition may also be revoked if a student organization on Disciplinary Suspension violates University policy, city law or ordinance, and/or State or federal law. If this occurs, then University officials may determine it appropriate to revoke the University’s Recognition of the student organization. 

Student: In regards to student organization policy, means any person who is enrolled in three or more credits at UW-Whitewater for the current academic semester. A person is still considered a student until the next instructional semester begins or they have graduated. 

University Affiliated Organization: An organization comprised mostly of students that is part of a University program and directly connected to the mission of a University office. Some examples of University Affiliated Organizations are: Whitewater Student Government, Leadership Involvement Teams, Homecoming Steering Committee, Marching Band and Cheerleading/Stuntmen Squads. This category of student group does not apply to intercollegiate athletic teams governed by NCAA. University Affiliated Organizations are not required to complete the process for University Recognition, but do fall under the jurisdiction of the Student Organization Conduct Policy. 

University Recognized Student Organization: A student group that has completed the University Recognition process. All rights and benefits of Recognition are extended, provided the student organization is in good standing.

Policy History

Revised May 22, 2020 Revised August 12, 2020 Revised May 1st 2017 Revised October 20th 2016 Revised April 1st 2005

Last review : 08/19/2022

Scheduled Review for Student Handbook

Next review: 07/01/2023 | Dean of Students

This policy does not require that instructors grade for attendance, or limit a faculty or instructional staff member from implementing a more lenient attendance/make-up work policy.

A fair and reasonable excused absence policy requires good faith communication and coordination between instructors and students.

Students: Notifying instructors and arranging make-up work in cases involving absence of students from class are the responsibility of the student. A student who is absent should notify instructors of the absence as soon as possible prior to any missed class time. If contact with instructors cannot be made directly, the student should email their instructors explaining the nature of the situation and inquiring about the effect of the absence on the student's course work.

Faculty and instructional staff: Given our commitment to student success and recognition of the potential for unforeseen circumstances to interrupt a student’s academic activities, the Faculty Senate endorses a policy whereby reasonable requests to make up missed work be accommodated if the student absence is covered in (2) below.

Definitions

1. Excused absence. An “excused absence” means that make-up work is available to offset the impact of an absence (e.g. missing a graded discussion when an essay can be submitted in its place, making up a test at a later date, etc.) such that the absence does not negatively impact the student’s grades.
2. Reasonable request. An “excused absence” should be given for the following life situations, with the need for verification at the discretion of the instructor:
   • Medical Absence - verified by a note from a medical practitioner, otherwise qualified provider, or notice from their office.
     • University Health and Counseling Services will not provide documentation, but a student could show their appointment on the UHCS portal.
       • Students may access My UHCS portal to provide verification of appointments (under the Appointment tab).
     • Faculty and instructional staff should not request, accept, or store student medical records. Students can provide documentation verifying their absence to the Dean of Students office and a letter will be forwarded to the faculty or instructional staff member. The faculty or instructional staff member can review documentation

that a student provides.

• Funeral for Close Friend/Relative - verified by proof of funeral arrangements or obituary or other confirmation. A death certificate is not required to satisfy this policy.
• Mandatory Court Appearance - verified by an official court document.
• Motor Vehicle Incident - verified by a Crash Report, Drivers Information Exchange, or filed insurance claim.
• Participation in a University Sponsored Event or Sports Competition - verified by a letter from the coach or faculty/staff leader.
• Active Military Service - verified by orders documentation.
• Religious Observance - absences related to religious observance should adhere to the Accommodation of Religious Beliefs Policy.
• Other reasons at the discretion of the instructor.

1. For students with disabilities who have approved flexible attendance accommodations, faculty or instructional staff must implement the approved reasonable accommodation that has been negotiated between the faculty or instructional staff member and the student.
2. Verification documents that appear to be fraudulent (i.e. a fake doctor’s note) will be forwarded to the Dean of Students Office for review under UWS Chapter 17.
3. In serious situations where the student is incapacitated and temporarily unable to perform the aforementioned responsibilities, family members may contact the Dean of Students Office, (phone: 262-472-1533) for assistance with these matters. The Dean of Students Office will then provide notification (not verification) of the absence to the instructors; however, arrangements for make-up work, make-up exams, or possible assignment adjustments are the responsibility of the student. The University Health and Counseling Services and the Dean of Students Office do not provide excuses for absences from class due to illness. Students should read their syllabi carefully and direct any attendance-related questions to the instructor of that course.
4. In cases of extended or recurrent absences, collaboration among the student, instructor, and the Dean of Students Office is encouraged to assess whether a student can successfully complete the course or whether the student would be better served by taking an incomplete, late drop, or medical withdrawal.

1. Certain courses such as labs/studios, performances, fieldwork, independent studies, fully asynchronous courses, and similar offerings may formulate more detailed guidelines for informing instructors and addressing make-up work. Licensure courses, such as student teaching, may require adherence to more specific guidelines regarding absences.
2. If a student believes an instructor has not granted them the opportunity to make up course work or provided reasonable accommodations despite the legitimacy or unexpectedness of an absence, they can follow the Excused Absence Resolution Process.

The above policy is intended to allow students to maintain academic progress when facing unexpected life situations beyond a student’s control that disrupt the ability of the student to attend class. Certain situations may not be deserving of reasonable consideration, such as if a student has recurring absences without legitimate explanation.

Excused Absence Resolution Process

1. If your instructor does not accept your absence as valid for making up coursework from point 2 above, please discuss the matter with the same instructor.
2. If the consultation does not lead to an agreement, the student has the right to submit a written appeal within 3 business days to the department chair of the course. If the instructor is the department chair, the dean will identify a designee for this first level.
3. The department chair/dean designee will review the written request and any submitted materials and offer to meet with the student. A written response that indicates the resolution will be provided to the student within 3 business days after receiving the appeal.
4. If the department chair/dean designee denies the appeal, the student has the right to appeal to the dean of the academic college of the course in the next 3 business days. The dean will review all written materials and make a final decision. The final decision will be submitted to the student and the faculty or instructional staff within 3 business days.

5. There are no further appeals.

Protest and Peaceful Assembly

This policy sets forth certain rights, protections, and responsibilities of our campus community in regard to academic freedom and freedom of expression.

For full review of this policy, please click here: Protest and Peaceful Assembly

Student Death Notification

Updated Fall 2022

The University of Wisconsin-Whitewater cares deeply for all of our community members.  Anyone who becomes aware of the death of a student should contact the Dean of Students Office (Anderson Library 2130, 262-472-1533, deanofstudents@uww.edu) as soon as possible. In all student deaths, the Dean of Students Office will assume responsibility, as appropriate, for connecting with the student’s family members and roommates to offer support. The Dean of Students office will also provide notification to the appropriate personnel for any additional needs.”

To report the death of a student, please complete a Student Death reporting form

FERPA Overview

Annual Student Notification

UWW FERPA Policy

Basic FERPA Rules for UWW Faculty, Staff and Student Workers/Employees

What is FERPA? 

The essence of FERPA can be summarized by the following two points - confidentiality and access.  The Family Educational Rights and Privacy Act of 1974 - commonly known as FERPA, the Privacy Act, or the Buckley Amendment - is a federal law designed to protect the privacy of educational records. FERPA governs and protects your rights to your individual educational records.

The following primary rights are protected under FERPA:

• Students' rights to review and inspect their educational records;
• Students’ rights to have their educational records amended or corrected;
• Students’ rights to control disclosure of certain portions of their educational records.

What are educational records?

An educational record is any record (in any medium), with certain exceptions, maintained by UW-Whitewater that is directly related to you as a student. This record can contain your name, several students’ names, or information that can personally (individually) identify you.

What are not educational records?

• Personal notes of faculty and staff
• Medical and counseling records used solely for treatment
• University Police Department records
• Financial records of a parent or spouse

Can I review and inspect my records?

Requests to review your records must be made in writing and presented to the appropriate office responsible for the record. The written request must indicate specifically the records you wish to review. The office will have up to 45 days to honor your request. For most students the areas responsible for your record will include the Registrar’s Office, dean and department chair’s offices of your major, academic advising offices, and possibly the Dean of Students Office.

Directory Information (Public Records)

FERPA allows for the release of specified items of information not generally considered harmful or an invasion of privacy if disclosed. UW-Whitewater, in accordance with FERPA, has designated the following categories of information about individual students as directory (public) information. This information will be released to any inquirer unless you specifically request that all of the items on the following list be withheld.

• Name
• Address
• Email address
• Telephone number (excluding cell)
• Dates of attendance
• Enrollment status (full/part time)
• Classification (e.g., sophomore, senior, graduate student)
• Major/minor/degree program
• Degrees and dates of graduation, including anticipated graduation dates
• Previous institutions attended
• Awards and academic honors
• Participation in officially recognized sports and activities
• Physical factors (weight and height) of members of athletic teams

Non-Directory Information (Private Records)

Non-directory information includes items which are considered private, or protected, and which cannot be identified as directory information. Examples of private information include, but are not limited to:

• Social security number
• Race
• Religion
• National origin
• Gender
• Grades

Who can request access to your records?

Under FERPA, prior written consent must be obtained before a student’s educational record may be disclosed to a third party, with some exceptions. FERPA allows UW-Whitewater school officials to share your educational record information (public and private information) without your written consent with other UW-Whitewater university officials who have a legitimate educational interest. Legitimate educational interest means a university official has the need to know specific information in your educational record in order to fulfill his or her professional responsibilities. The school official does not have authorization to transmit, share, or disclose any or all of that information to a third party who does not have a legitimate educational interest. Instances in which prior written consent is not required for release of your record:

• When there is a significant threat to the health and safety of you or other individuals
• In accordance with a lawful subpoena or court order
• Release of directory information, if not restricted
• If you are under the age of 21, FERPA permits UW-Whitewater to inform your parent/guardian if you are found in violation of alcohol or drug rules.

Restricting your directory information:

You have the right to restrict the release of all directory information. If you wish to do so, you must complete and file the “Request to Prevent Disclosure of Directory Information” form available in the Registrar’s Office. Please consider very carefully the consequences of restricting your directory information. Should you decide to restrict the release of your directory information, any future requests for such information from non-university parties or organizations will be refused. For example, UW-Whitewater could not:

• An enrollment verification to your health insurance provider or a prospective employer
• Your name in the commencement booklet
• Your GPA
• Your student schedule
• Your academic standing
• Your student ID number
• Your student employment record

Records of campus disciplinary proceedings are considered protected with the exception of a crime of violence or of a non-forcible sex offense. FERPA affords the university discretion to disclose the final results of a disciplinary hearing regarding an incident alleged to involve acts of violence or of a non-forcible sex offense to the public. Disclosure to the victim is required.

Respect the rights of others

The university expects that you will respect the rights of faculty and other students as you participate in the educational process. Follow the guidelines below to ensure the privacy of other students:

• When e-mailing groups of students, always use blind carbon copy (Bcc :).
• Do not post personal information about other students on websites or share personal information via e-mail.
• If you participate in a course that uses a course management system (e.g., D2L) you may have access to personal information and academic work produced by other students and faculty members. Examples include class lists, discussion board postings, drafts of papers, and other work produced in the course. Do not share information about classmates, course work content, or its authors to anyone outside the course.

Personally Identifiable Information Access Exceptions

Circumstances where personally identifiable information may be released without prior written consent:

• To any third party designated by a Federal or State Authority to evaluate a federal- or state- supported education program
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary for such purposes as to:
• To a victim of an alleged perpetrator of a crime of violence or non-forcible sex offense. (Only the final results of the disciplinary proceeding, regardless of whether the postsecondary institution concluded that a violation was committed.)
• To anyone if the disclosure is in connection with a disciplinary proceeding at a postsecondary institution if it determines that the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and with respect to the allegation against him or her the student has committed a violation of the institution’s rules or policies
• To organizations conducting studies on behalf of schools
• In connection with Statewide Longitudinal Data Systems
• To accrediting organizations
• To parents of a dependent student
• To comply with a judicial order or subpoena (reasonable effort to notify)
• In a health or safety emergency
• To schools in which a student seeks or intends to enroll

How to Protect Your Own Records

Know what information you have elected to withhold and/or disclose, and review it regularly

• Be careful about sharing private information via cell phones and other wireless technology
• Take caution when using websites, electronic communication, and social media. Do not reveal information that compromises your privacy or the privacy of others
• Educate yourself about safe computing and protecting your privacy

Frequently asked questions

Will my family have access to my information?

Generally not. Without your express, written permission, your family, like all other third parties, may have access only to your directory information. We encourage you to talk with your family to discuss grades, classes, class schedules, financial statements, or other private information. The only way for your family to receive this information is for you to provide it to them. Student records (e.g., grades and financial statements) are available on the WINS account. You should never share your NetID and password with your family or others.

Will the university contact my parents if I get in trouble?

If you are under the age of 21, FERPA permits UW-Whitewater to inform your parent/guardian if you are found in violation of alcohol or drug rules.

Does FERPA prevent the university from sharing information about troubled students?

UW-Whitewater may disclose information from education records, without consent, to appropriate parties whose knowledge of the information is necessary to protect the health or safety of you or other individuals.

Complaints

You have the right to file a complaint with the US Department of Education concerning alleged failures by UW Whitewater to comply with the requirements of FERPA. The complaint must contain specific allegations of facts providing cause to believe that a violation of FERPA has occurred.

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-8520

Enrolled students, as well as faculty and staff, can refer to the following notification statements for information on student rights concerning confidentiality and access of student education records maintained at UW-Whitewater.

Faculty, Staff and Student Employee Notification

FERPA Quiz

Authorization to Release Records

Request to Prevent or Revocation of Directory Information Disclosure