The Conduct System

The Community Standards apply on all residence property including buildings, outdoor areas, parking lots (numbers 1 and 5 along with connecting fire lanes), and The Cove.  

In many instances, a Community Leader (CL) will directly approach those involved to address the issue. CLs are trained to write Incident Reports (IRs) and confidentially submit them to Residence Services. Those reports are followed up by our Conduct and Support Systems. Campus and community partners (such as Campus Security) may also provide a report to Residence Services when they respond to concerns. 

You can talk to your CL, or email reslife@uvic.ca for non-urgent concerns. Campus Security can also be contacted at 250 –721-7599 for Community Standard concerns.

The information in the IR is evaluated to determine what follow up is most appropriate. Next steps may include email communication from Residence Life, and/or a meeting with a university staff member.

You may meet with one of the following residence staff members: Senior Community Leader, Neighbourhood Manager, Community Standards Specialist, Manager, Residence Conduct, or Manager, Residents Support. 

In some cases, you may meet with a non-residence university staff member such as a staff member from the Office of Student Life, Equity and Human Rights, or Campus Security.

Yes, within the limits of the law. The information you provide is part of a confidential record and shared with campus partners when necessary. Information you may choose to share during meetings may be shared and used in a review of reported concerns under appropriate university policies.

Incident reports and meeting notes are kept in a confidential management software system.

All incidents are reviewed and followed up with on a case-by-case basis. Our system assesses risk, impact, previous history, nature of conduct, as well as learning and accountability to determine possible next steps. Our system is not a strike system. We are mindful of every student's unique participation in each alleged violation, and overall totality of incident involvement. Terminating a residence contract is as a last resort.

Community Management Meetings are designed to address concerns that do not involve clear or substantiated violations of contractual agreements of the Community Standards. These meetings focus on situations with minimal or no broader community impact and are often centered around interpersonal or relational conflict. The goal of the Community Management Meeting is to provide a collaborative space for dialogue, relationship-building, and problem-solving, supporting the individuals involved in navigating their concerns without the need for formal conduct processes.

Community Standards Meetings are intended to address situations where there are identified allegations of contractual or Community Standards violations. These meetings focus on concerns that have an identified or potential impact on the broader community. Additionally, they are appropriate when a resident has engaged in escalating or ongoing behaviours that are not aligned with the expectations outlined in the resident contract. The purpose of the Community Standards Meeting is to provide an opportunity for accountability, reflection, and the development of meaningful strategies to support positive community engagement moving forward.

Meetings times can vary depending on the incident. These are typically 20 minutes long.

Typically, your meeting will be in the Craigdarroch office and takes place in a confidential space. Sometimes, your meeting may be hosted over the phone or on a Teams call.

Email reslife@uvic.ca as soon as possible and we will reschedule the meeting.

The meeting is an opportunity to review the information in the IR, provide your perspective, ask questions, and ensure you understand the Community Standards moving forward. Sometimes no further follow-up is required. Depending on the situation, an outcome of incident follow up may be the assignment of a sanction or conduct status.

A sanction is applied to a resident to support education and accountability for their role in an incident.

When your Contract is assigned Provisional Status, it means your demonstrated choices and actions currently do not align with Community Standards and impact your community, other residents, and/or yourself. It signals we have offered platforms to learn, address behaviour, and/or resolve concerns.

Your Community Leaders (CLs), Neighbourhood Managers (NMs), and the Manager of Resident Support (MRS) are here to support you. They’re great people to talk to if you want to learn more about what to expect from an upcoming meeting or just need someone to check in with.  

SupportConnect is a free, confidential, 24/7 support service for UVic students. You can reach out anytime if you're feeling stressed, anxious, or want to talk before or after a meeting. (https://www.uvic.ca/student-wellness/wellness-resources/supportconnect/index.php) 

The Ombudsperson is an independent, confidential campus resource who can help you understand UVic processes and your rights. (https://www.uvic.ca/universitysecretary/senate/appeals/ombudsperson/index.php)

Yes, you are welcome to bring a support person with as long as they were not involved in the situation. This can be a family member, friend, etc.,

If you do not attend the meeting either we will reschedule the meeting or a decision will be made without the benefit of your perspective,

Yes. Statuses applied in one year do not carry over into any subsequent years you live in residence.

Yes. Incidents may be referred to the Office of Student Life, Campus Security, the Sexualized Violence Resource Office, Equity and Human Rights or police. Your behaviour in residence can have significant impacts outside of the residence environment and may affect your status as a student or athlete at the university.

We encourage you to express your concern in a respectful manner to the appropriate staff member to see if you can resolve the issue directly. You also have the option of submitting a Request for Reconsideration. More information on a Request for Reconsideration is available (LINK). Please note, simply disagreeing with a sanction is not sufficient grounds for reconsideration.

The UVic Office of the Ombudsperson is an independent, impartial and confidential resource for students if they have concerns about fairness and due process. Please see uvicombudsperson.ca for more information.