Student Code


By enrolling as a student into Heidelberg University and its community, students recognize their individual and collective responsibilities toward the development of a fair, just, mature and diverse living and learning environment. As a student, s/he neither loses the rights nor escapes the responsibilities of an adult. Within the context of protecting the integrity and welfare of the University community, the student conduct process is student centered. The student conduct process stresses personal integrity and the willingness to modify inappropriate behavior, and the sincere desire to develop attitudinal changes.

Article I: Definitions

  1. The term “university” means Heidelberg University.
  2. The term “student” includes persons taking courses at the University, either full-time or part-time, pursuing undergraduate, graduate, or professional studies. Persons who withdraw after allegedly violating the Student Code, who are not officially enrolled for a particular term but who have a continuing relationship with the University are considered “students” as are persons who are living in University housing not enrolled in this institution. This Student Code does apply at all locations of the University.
  3. The term “faculty member” means any person hired by the University to conduct class-room or teaching activities or who is otherwise considered by the University to be a member of its faculty.
  4. The term “University official” includes any person employed by the University, performing assigned administrative or professional responsibilities.
  5. The term “member of the University community” includes any person who is a student, faculty member, University official or any other person employed by the University. A person’s status in a particular situation shall be determined by the Dean of Student Af-fairs or a designee.
  6. The term “University premises” includes all land, buildings, facilities, and other property in the possession of or owned, used, or controlled by the University (including adjacent streets and sidewalks).
  7. The term “organization” means any number of persons who have complied with the formal requirements for University recognition.
  8. The term “Conduct Board” means any person or persons authorized by the Dean of Student Affairs, or a designee, to determine whether a student has violated the Student Code and to recommend sanctions that may be imposed when a rules violation has been committed.
  9. The term “Conduct Administrator” means any person who is authorized by the Dean of Student Affairs to oversee the Student Conduct process and to select members of a Conduct Board or to assign Conduct Facilitators on a case-by-case basis. The Dean of Student Affairs may authorize the same Conduct Administrator to impose sanctions in all cases.
  10. The term “Conduct Facilitator” means a University official authorized on a case-by-case basis by the Conduct Administrator to confer with Respondents, Claimants, and/or Victims to determine if a Student Code violation has occurred. The Conduct Facilitator may also impose sanctions upon any student(s) found to have violated the Student Code.
  11. The term “Appellate Board” means any person or persons authorized by the Dean of Student Affairs or the Conduct Administrator to consider an appeal from a Conduct Board’s determination as to whether a student has violated the Student Code or from the sanctions imposed by the Conduct Administrator or Conduct Facilitator.
  12. The term “shall” is used in the imperative sense.
  13. The term “may” is used in the permissive sense.
  14. The Dean of Student Affairs is that person designated by the University President to be responsible for the administration of the Student Code.
  15. The term “policy” means the written regulations of the University as found in, but not limited to, the Student Code, the Heidelberg University Planner, the Heidelberg University Catalog, and the Heidelberg University website.
  16. The term “academic dishonesty” includes, but is not limited to: (1) Plagiarizing. Plagiarism is quoting from a source or using ideas paraphrased from a source without proper documentation according to the standard set by your instructor. This includes internet sources and computer sources, such as CD-ROM encyclopedias. Submitting another person’s work—for example a test, lab report, or paper—as your own is plagiarism. (2) Giving or receiving assistance during any quizzes, tests, or examinations. (3) Using unauthorized materials during any quizzes, tests, or examinations. (4) Acquiring copies of an exam illegally. (5) Stealing materials from another person’s files, including computer files, or using such stolen materials. (6) Using other dishonest methods to complete course work. (7) Signing a faculty member’s name or initials on registration materials.
  17. The term “plagiarism” includes, but is not limited to, quoting from a source or using ideas paraphrased from a source without proper documentation according to the standard set by the instructor. This includes internet sources and computer sources, such as CD-ROM encyclopedias. Submitting another person’s work – for example a test, lab report, or paper – as your own is plagiarism. (At present items 16 & 17 are adjudicated through the Academic Conduct System.)
  18. The term “Complainant” means any person who submits a charge alleging that a student violated this Student Code. When a student believes that s/he has been a victim of another student’s misconduct, the student who believes s/he has been a victim will have the same rights under this Student Code as are provided to the Complainant, even if another member of the University community submitted the charge itself.
  19. The term “Respondent” means any student accused of violating the Student Code.
  20. The term “Conference” means the meeting between a Conduct Board, Conduct Facili-tator, or Conduct Administrator with the Respondent(s). The purposes of this Conduct Conference meeting with the Respondent are to review the complaint, to discuss the process, and to discuss options for resolving the complaint.

Article II: Student Code Authority

  1. The Dean of Student Affairs, or a designee, reserves the right to take action that will most effectively protect the welfare of the students and the interests of the University.
  2. The Dean of Student Affairs, or a designee, reserves the right to dismiss at any time a student who in his/her judgment is undesirable and whose continuation in the University is detrimental to the student or other members of the Heidelberg University community. Such dismissal may be made without specific charge.
  3. The Conduct Administrator shall determine the composition of Conduct Boards and Appellate Boards and determine which Conduct Board, Conduct Administrator, Conduct Facilitator and Appellate Board shall be authorized to hear each matter.
  4. The Dean of Student Affairs, or a designee, shall develop policies for the administration of the student conduct system and procedural rules for the conduct of Conferences that are not inconsistent with provisions of the Student Code.
  5. Decisions made by a Conduct Board, Conduct Administrator, and Conduct Facilitator shall be final, pending the normal appeal process.
  6. A conduct body may be designated as arbiter of disputes within the student community in cases which do not involve a violation of the Student Code. All parties must agree to arbitration and be bound by the decision with no right of appeal.

Article III: Proscribed Conduct

  1. Jurisdiction of the Heidelberg University Student Code
    The University Student Code shall apply to conduct which occurs on University premises, at University sponsored activities, and to off-campus conduct that adversely affects the University community and/or the pursuit of its objectives. Each student shall be responsible for his/her conduct from the time of application for admission through the actual awarding of a degree, even though conduct may occur before classes begin or after classes end, as well as during the academic year and during periods between terms of actual enrollment (and even if their conduct is not discovered until after a degree is awarded). The Student Code shall apply to a student’s conduct even if the student withdraws from school while a disciplinary matter is pending. Violations of University policy which occur off campus are subject to University discipline. A degree awarded from the University may be revoked in accordance with Article IV(B)(k).
  2. Conduct - - Rules, Regulations, and Expected Community Norms
    Any student found to have committed or to have attempted to commit the following misconduct is subject to the disciplinary sanctions outlined in Article IV:
    1. Acts of dishonesty, including but not limited to the following:
      1. Cheating, plagiarism, or other forms of academic dishonesty.
      2. Furnishing false information to any University official, faculty member, office, or affiliate.
      3. Forgery, alteration or misuse of any University document, record, or instrument of identification.
    2. Disruption or obstruction of teaching, research, administration, disciplinary proceedings, or other University activities, including its public-service functions on or off campus or of other authorized non-University activities, when the conduct occurs on University premises.
    3. Physical abuse, sexual misconduct, verbal abuse, threats, intimidation, harassment, coercion, and/or other conduct which threatens or endangers the health or safety of any person.
    4. Attempted or actual theft of, damage to, and/or threat to property of the University or property of a member of the University community or other personal or public property, on or off campus.
    5. Hazing, defined as an act which endangers the mental or physical health or safety of a student, or which destroys or removes public or private property for the purpose of initiation to, admission into, affiliation with, or as a condition for continued membership in a group or organization. The express or implied consent of the victim will not be a defense. Apathy or acquiescence in the presence of hazing are not neutral acts; they are violations of this rule.
    6. Failure to comply with directions of University officials or law enforcement officers acting in performance of their duties and/or failure to identify oneself to these persons when requested to do so.
    7. Gambling.
    8. A pattern of violations of the Rules, Regulations and Expected Community Norms.
    9. Unauthorized possession, duplication or use of keys to any University premises or unauthorized entry to or use of University premises.
    10. Violation of any University policy, rule, or regulation published in hard copy or available electronically on the University website.
    11. Violation of federal, state or local law.
    12. Use, possession, manufacturing, or distribution of marijuana, heroin, narcotics, or other controlled substances except as expressly permitted by law.
    13. Use, possession, manufacturing, or distribution of alcoholic beverages except as expressly permitted by University regulations, including:
      1. Public intoxication
      2. Consumption of, distribution to, or possession of alcohol to any person under twenty-one (21) years of age.
    14. Illegal or unauthorized possession of firearms, pellet guns, explosives, other weapons, or dangerous chemicals on University premises or use of any such item, even if legally possessed, in a manner that harms, threatens or causes fear to others.
    15. Participation in an on-campus or off-campus demonstration, riot or activity that disrupts the normal operations of the University and/or infringes on the rights of other members of the University community; leading or inciting others to disrupt scheduled and/or normal activities within any campus building or area.
    16. Obstruction of the free flow of pedestrian or vehicular traffic on University premises or at University-sponsored or supervised functions.
    17. Conduct that is disorderly, lewd, or indecent; breach of peace; or aiding, abetting, or procuring another person to breach the peace on University premises or at functions sponsored by, or participated in by, the University or members of the academic community. Disorderly Conduct includes but is not limited to: any unauthorized use of electronic or other devices to make an audio or video record of any person while on University premises without his/her prior knowledge, or without his/her effective consent when such a recording is likely to cause injury or distress. This includes, but it not limited to, surreptitiously taking pictures of another person in a gym, locker room, or restroom.
    18. Behavior unbecoming of a Heidelberg University student or behavior which reflects poorly upon the Heidelberg University community.
    19. Theft or other abuse of computer facilities and resources, including but not limited to:
      1. Unauthorized entry into a file, to use, read, or change the contents, or for any other purpose.
      2. Unauthorized transfer of a file.
      3. Use of another individual’s identification and/or password.
      4. Use of computing facilities and resources to interfere with the work of another student, faculty member or University official.
      5. Use of computing facilities and resources to send obscene or abusive messages.
      6. Use of computing facilities and resources to interfere with normal operation of the University computing system.
      7. Use of computing facilities and resources in violation of copyright laws.
      8. Any violation of the University Computing Policies.
    20. Abuse of the Student Conduct System, including but not limited to:
      1. Failure to obey the notice from a Conduct Board or University official to appear for a meeting or Conference as part of the Student Conduct System.
      2. Falsification, distortion, or misrepresentation of information before a Conduct Board.
      3. Disruption or interference with the orderly conduct of a Conduct Board proceeding.
      4. Institution of a student conduct code proceeding in bad faith.
      5. Attempting to discourage an individual’s proper participating in, or use of, the student conduct system.
      6. Attempting to influence the impartiality of a member of a Conduct Board prior to, and/or during the course of, the Conduct Board proceeding.
      7. Harassment (verbal or physical) and/or intimidation of a member of a Conduct Board prior to, during and/or after a student conduct code proceeding.
      8. Failure to comply with the sanction(s) imposed under the Student Code.
      9. Influencing or attempting to influence another person to commit an abuse of the student conduct code system.
    21. Students are required to engage in responsible social conduct that reflects credit upon the University community and to model good citizenship in any community.
    22. Failure to regularly check campus mail and Heidelberg issued email account for important University information.
  3. Violation of Law and University Discipline
    1. University disciplinary proceedings may be instituted against a student charged with conduct that potentially violates both the criminal law and this Student Code (that is, if both possible violations result from the same factual situation) without regard to the pendency of a civil or criminal litigation in court or criminal arrest and prosecution. Proceedings under this Student Code may be carried out prior to, simultaneously with, or following civil or criminal proceedings off campus at the discretion of the Dean of Student Affairs. Determinations made or sanctions imposed under the Student Code shall not be subject to change because criminal charges arising out of the same facts giving rise to violation of University rules were dismissed, reduced, or resolved in favor of or against the criminal law defendant.
    2. When a student is charged by federal, state or local authorities with a violation of law, the University will not request or agree to special consideration for that individual because of his or her status as a student. If the alleged offense is also being processed under the Student Code, the University may advise off-campus authorities of the existence of the Student Code and of how such matters are typically handled within the University community. The University will attempt to cooperate with law enforcement and other agencies in the enforcement of criminal law on campus and in the conditions imposed by criminal courts for the rehabilitation of student violators (provided that the conditions do not conflict with campus rules or sanctions). Individual students, and other members of the University community, acting in their personal capacities, remain free to interact with governmental representatives as they deem appropriate.

Article IV: Student Conduct Code Procedures

  1. Charges and Conduct Board Conferences
    1. Any member of the University Community may file charges against any student for violations of the Student Code. A charge shall be prepared in writing and directed to the Conduct Administrator. Any charge should be submitted as soon as possible after the event takes place, preferably within twenty-eight (28) calendar days of the date of the incident.
    2. The Conduct Administrator, or a designee, may conduct an investigation to determine if the charges have merit and/or if they can be disposed of administratively by mutual consent of the parties involved on a basis acceptable to the Conduct Administrator. Such disposition shall be final and there shall be no subsequent proceedings. If the charges are not admitted and/or cannot be disposed of by mutual consent, the Conduct Administrator may later serve in the same matter as the Conduct Board or a member thereof. If the student admits violating institutional rules, but sanctions are not agreed to, subsequent process, including a Conference if necessary, shall be limited to determining the appropriate sanction(s),.
    3. All charges shall be presented to the Respondent in written form. A time shall be set for a Conduct Board Conference, not less than two nor more than fifteen (15) calendar days after the student has been notified. Maximum time limits for scheduling of Conduct Board Conferences may be extended at the discretion of the Conduct Administrator.
    4. Conduct Board Conferences shall be conducted by a Conduct Board according to the following guidelines except as provided by Article IV(A)(7) below:
      1. Conduct Board Conferences normally shall be conducted in private.
      2. The Complainant, Respondent and their advisors, if any, shall be allowed to attend the entire portion of the Conduct Board Conference at which information is received (excluding deliberations). Admission of any other person to the Conduct Board Conference shall be at the discretion of the Conduct Board and/or its Conduct Administrator.
      3. In Conduct Board Conferences involving more than one Respondent, the Conduct Administrator, in his or her discretion, may permit the Conduct Board Conferences concerning each student to be conducted either separately or jointly.
      4. The Complainant and the Respondent have the right to be assisted by an advisor they choose. The advisor must be a member of the University community and may not be an attorney. The Complainant and/or the Respondent is responsible for presenting his or her own information and, therefore, advisors are not permitted to speak or to participate directly in any Conduct Board Conference before a Conduct Board. A student should select as an advisor a person whose schedule allows attendance at the scheduled date and time for the Conduct Board Conference because delays will not normally be allowed due to the scheduling conflicts of an advisor.
      5. The Complainant, the Respondent, and the Conduct Board may arrange for witnesses to present pertinent information to the Conduct Board. The University will try to arrange the attendance of possible witnesses who are members of the University community, if reasonably possible, and who are identified by the Complainant and/or Respondent at least two weekdays prior to the Conduct Board Conference. Witnesses will provide information to and answer questions from the Conduct Board. Questions may be suggested by the Respondent and/or Complainant to be answered by each other or by other witnesses. In some circumstances, the Conduct Administrator may consider it inappropriate to allow the Respondent to directly question the Complainant. This would be conducted by the Conduct Board with such questions directed to the chairperson, rather than to the witness directly. This method is used to preserve the educational tone of the Conference and to avoid creation of an adversarial environment. Questions of whether potential information will be received shall be resolved at the discretion of the chairperson of the Conduct Board.
      6. Pertinent records, exhibits and written statements (including absent witness reports) may be accepted as information for consideration by a Conduct Board at the discretion of the chairperson.
      7. All procedural questions are subject to the final decision of the chairperson of the Conduct Board.
      8. After the portion of the Conduct Board Conference concludes in which all pertinent information has been received, the Conduct Board shall determine (by majority vote if the Conduct Board consists of more than one person) whether the Respondent has violated each section of the Student Code for which they have been charged with violating.
      9. The Conduct Board’s determination shall be made on the basis of whether it is more likely than not (a preponderance of evidence) that the Respondent violated the Student Code.
      10. Formal rules of process, procedure, and/or technical rules of evidence, such as are applied in criminal or civil court, are not used in Student Code proceedings.
    5. There shall be a single verbatim record, such as a tape recording of all Conduct Board Conferences before a Conduct Board (not including deliberations). Deliberations shall not be recorded. Minutes of Conduct Board Conferences may be taken by a University administrative assistant. The record shall be the property of the University.
    6. If a Respondent, with notice, does not appear before a Conduct Board Conference, the information in support of the charges shall be presented and considered even if the Respondent is not present.
    7. The Conduct Board may accommodate concerns for the personal safety, well-being, and/or fears of confrontation of the Complainant, Respondent, and/or other witness during the Conference by providing separate facilities, by using a visual screen, and/or by permitting participation by telephone, videophone, closed circuit television, video conferencing, videotape, audio tape, written statement, or other means, where and as determined in the sole judgment of the Dean of Student Affairs, or a designee, to be appropriate.
  2. Sanctions
    1. The Dean of Student Affairs or a designee, when appropriate, reserves the right to notify parent(s) or guardian(s) of any or all levels of disciplinary sanctioning.
    2. The following sanctions may be imposed upon any student found to have violated the Student Code:
      1. Warning - A notice in writing to the student that the student is violating or has violated institutional regulations.
      2. Probation - A written reprimand for violation of specified regulations. Probation is for a designated period of time and includes the probability of more severe disciplinary sanctions if the student is found to violate any institutional regulation(s) during the probationary period.
      3. Loss of Privileges - Denial of specified privileges for a designated period of time.
      4. Fines - Previously established and published fines may be imposed.
      5. Restitution - Compensation for loss, damage or injury. This may take the form of appropriate service and/or monetary or material replacement.
      6. Educational Measures – Work assignments, essays, workshops, class(es), service to the University, or other related educational assignments.
      7. Discretionary Sanctions – Sanctions that work to restore, repair, or reverse the damage(s) done by a Student Code violation or other related discretionary assignments.
      8. Housing Reassignment - Required move from housing unit to another on campus.
      9. University Suspension - Separation of the student from the University for a definite period of time, after which the student is eligible to return. Conditions for readmission may be specified.
      10. University Expulsion - Permanent separation of the student from the University.
      11. Revocation of Degree – A degree awarded from the University may be revoked for violation of University standards in obtaining the degree, or for other serious violations committed by a student prior to graduation.
      12. On Notice - A written notice that a specified sanction may apply to any further violations.
      13. Withholding Degree – The University may withhold awarding a degree otherwise earned until the completion of the process set forth in this Student Conduct Code, including the completion of all sanctions imposed, if any.
    3. More than one of the sanctions listed above may be imposed for any single violation.
    4. Failure to complete a sanction to the expectations of the assigning Conduct Facilitator will result in referral to the Dean of Student Affairs or his/her designee.
    5. (a) Other than University expulsion or revocation or withholding of a degree, disciplinary sanctions shall not be made part of the student’s permanent academic record, but shall become part of the student’s disciplinary record with the Dean of Student Affairs Office. Upon graduation, the student’s disciplinary record may be expunged of disciplinary actions other than University Suspension, University expulsion, or revocation or withholding of a degree, upon application to the Conduct Administrator. Cases involving the imposition of sanctions other than University Suspension, University expulsion, or revocation or withholding of a degree shall be expunged from the student’s confidential record eight years after final disposition of the case. (b) In situations involving both a Respondent(s) (or group or organization) and a student(s) claiming to be the victim of another student’s conduct, the records of the process and of the sanctions imposed, if any, shall be considered to be the education records of both the Respondent(s) and the student(s) claiming to be the victim because the educational career and chances of success in the academic community of each may be impacted.
    6. The following sanctions may be imposed upon groups or organizations:
      1. Those sanctions listed above in Article IV(B)(2)(a)-(g).
      2. Loss of selected rights and privileges for a specified period of time.
      3. Deactivation. Loss of privileges, including University recognition, for a specified period of time.
    7. In each case in which a Conduct Board determines that a student and/or group or organization has violated the Student Code, the sanction(s) shall be determined and imposed by the Conduct Administrator or her/his designee. In cases in which persons other than, or in addition to, the Conduct Administrator have been authorized to serve as a member of the Conduct Board, the recommendation of the Conduct Board shall be considered by the Conduct Administrator in determining and imposing sanctions. The Conduct Administrator is not limited to sanctions recommended by members of the Conduct Board. Following the Conduct Board Conference, the Conduct Board and the Conduct Administrator shall advise the Respondent, group and/or organization (and a complaining student who believes s/he was the victim of another student’s conduct) in writing of its determination and of the sanction(s) imposed, if any.
  3. Interim Suspension
    In certain circumstances, the Dean of Student Affairs, or a designee, may impose a University or residence hall suspension prior to the Conduct Board Conference before a Conduct Board.
    1. Interim suspension may be imposed only: a) to ensure the safety and well-being of members of the University community or preservation of University property; b) to ensure the student’s own physical or emotional safety and well-being; or c) if the student poses an ongoing threat of disruption of, or interference with, the normal operations of the University.
    2. During the interim suspension, a student may be denied access to the residence halls and/or to the campus (including classes) and/or all other University activities or privileges for which the student might otherwise be eligible, as the Dean of Student Affairs or the Conduct Administrator may determine to be appropriate.
    3. The interim suspension does not replace the regular process, which shall proceed on the normal schedule, up to and through a Conduct Board Conference, if required.
  4. Appeals
    1. A decision reached by the Conduct Board, a sanction imposed by the Conduct Administrator, or a sanction imposed by a Conduct Facilitator may be appealed by the Respondent(s) or Complainant(s) to the Dean of Student Affairs within five (5) class days of the decision. Such appeals shall be in writing and shall be delivered to the Dean of Student Affairs or his or her designee.
    2. Except as required to explain the basis of new information, an appeal shall be limited to a review of the verbatim record of the Conduct Board Conferences and supporting documents for one or more of the following purposes:
      1. To determine whether the Conduct Board Conference was conducted fairly in light of the charges and information presented, and in conformity with prescribed procedures giving the complaining party a reasonable opportunity to prepare and to present information that the Student Code was violated, and giving the Respondent a reasonable opportunity to prepare and to present a response to those allegations. Deviations from designated procedures will not be a basis for sustaining an appeal unless significant prejudice results.
      2. To determine whether the decision reached regarding the Respondent was based on substantial information, that is, whether there were facts in the case that, if believed by the fact finder, were sufficient to establish that a violation of the Student Code occurred.
      3. To determine whether the sanction(s) imposed were appropriate for the violation of the Student Code which the student was found to have committed.
      4. To consider new information, sufficient to alter a decision, or other relevant facts not brought out in the original Conference, because such information and/or facts were not known to the person appealing at the time of the original Conduct Board Conference.
    3. If an appeal is upheld by the Appellate Board or the Dean of Student Affairs, the matter shall be returned to the original Conduct Board and Conduct Administrator for re-opening of the Conduct Board Conference to allow reconsideration of the original determination and/or sanction(s). If an appeal is not upheld, the matter shall be considered final and binding upon all involved.

Article V: Interpretation and Revision

  1. Any question of interpretation or application of the Student Code shall be referred to the Dean of Student Affairs or a designee for final determination.
  2. The Student Code shall be reviewed every three (3) years under the direction of the Conduct Administrator.