Code of Conduct
Laurier Department of Residence Conduct Regulations
The Residence Code of Conduct is bound by the Non-Academic Student Code of Conduct, the official document which details acceptable behaviour related to Laurier students. All sections of this document are fully applicable to residence living. Student who are found in violation of Department of Residence polices may participate in additional conduct processes and sanctions.
Residence Code of Conduct
Laurier’s residence life conduct process is rooted in the notion that university is an opportunity for students to learn about their values and how those values impact community living, learn how to live with others, and how to make a positive contribution to their community. This process is guided by relevant student development theories demonstrating that a student’s moral and ethical development is directional, and that the Department of Residence can be an influence on that direction. As such, we endeavour to partner with students in the learning process and create opportunities for reflection in the context of policy violations and community disruptions.
Building off the Department of Residence learning goals, our process is designed to help students think critically about their values and how those values are expressed through their actions. Additionally, we focus on harm reduction as an educational tool. We hold in tension the needs of the community with the needs of the individual. However, there may be times when the behaviour of students is deemed too disruptive to the community. If they show no willingness to modify their behaviour, these students will be required to leave the community. This is reserved for extreme situations where all interventions have been exhausted or in instances where a single incident is so counter to our values that we need to remove that person immediately.
Department of Residence Learning Goals
Community Integration and Participation
Find a sense of belonging in community and contribute positively as a caring and accountable community member.
Life Skills
Students will learn and develop the self-management skills necessary to live independently while striving for personal wellness.
Academic Curiosity and Success
Developing the skills necessary to be academically successful while exploring academic interests and corresponding career pathways.
Self-Awareness
Clarify personal identity in relation to one's values and what it means to act in congruence with them. Navigate the connections between self and others and reflect on one's impact on others. Create clarity of purpose while at Laurier and beyond.
Equity, Diversity, Inclusion and Indigeneity
Develop understanding of self and those different from the self in an equitable, diverse, inclusive and accessible community. By embracing equity, diversity, inclusion and indigeneity, students will engage in learning experiences that increase one's sense of belonging and understanding of the self and larger society.
Regulations for living in residence have been developed to protect the health, safety, and well-being of the entire residence community. These polices help to provide a climate that allows students to study, to learn about themselves and others, and to clarify their values and how those values impact community living.
- Every individual in residence is responsible for respecting the rights of every other individual in the community. Responsible behaviour is that which is consistent with the Residence Code of Conduct and demonstrates an understanding that ignorance, anger, alcohol or substance abuse will not be accepted as an excuse, reason, or rationale for unacceptable behaviour.
- Every individual in residence has the right to live in an environment where their personal possessions and communal spaces are secure, and their personal and academic goals are attainable.
- Residence Life staff are responsible for ensuring a safe environment for all. The policies outlined below will be enforced on Department of Residence property, including, but not limited to, the inside of the buildings, entranceways, roofs, walkways and surrounding areas immediately outside of the residences. Residence Life staff may be required to enter a resident’s room in order to maintain safety and security or to uphold the code.
Our Residence Community Principles provide guidance on the ways in which students should act to be a positive member of our residence communities:
Community Impact
Residents should act as a positive member of community supporting an environment where students feel safe and are able to engage in community.
Community Safety & Security
Residents should act in a way that does not put undue risk of safety or security to the greater community.
Personal Impact
Residents should not engage in acts that put themselves or others at risk.
Respect of Persons & Systems
Residents should act in a respectful manner to all staff and systems in place at Laurier.
Respecting Environment & Infrastructure
Residents should act in a way that is respectful to the environment as well as Laurier infrastructure, and not cause damage or impact the operations of facilities.
- 1.1: Accidentally or intentionally setting off the fire alarm, sprinklers or starting a fire is strictly prohibited. Tampering with, damaging, or removing fire extinguishers, or any part of the fire alarm system, or violating fire safety and fire protection procedures is also strictly prohibited.
- 1.2: Tampering with, damaging, covering, disengaging, or altering smoke detectors, carbon monoxide detectors or heat/light sensors is strictly prohibited.
- 1.3: Burning candles, incense, coals, smoking or possession of any highly flammable or combustible material within the residence is strictly prohibited.
- 1.4: No object(s), person(s), or substances are to be thrown, dropped, hung, or ejected through a window or from a balcony at any time. The use of windows as an entrance or exit is prohibited with the exception of emergency situations. Residents who violate the policies above can be subject to sanctions, which may include, restitution, eviction and possible criminal prosecution.
- 1.5: Wilfrid Laurier University policy states that all students must evacuate residence during a fire alarm. All residents must immediately evacuate prior to the fire department’s arrival with the exception of those who require assistance to do so. Residents are not to return inside until directed otherwise by the authorized personnel.
- 1.6: Tampering with the elevator (i.e. jumping, blocking doors, etc.), and inappropriate ringing of the emergency elevator alarm is not permitted.
- 1.7: Storage of bikes, inline skates, beds, chairs, and other items are prohibited in all exits and hallways. Improperly stored material can become obstacles during an evacuation. Residence Staff will remove items left in these areas.
- 1.8: Entering or exiting residence, except during a fire alarm, through a non-designated entrance/exit or window, or allowing a person into the residence through a door/window other than the main entrance is prohibited.
- 1.9: Fire regulations restrict the posting of materials in common areas and on residence room doors. Residents will be asked to remove excess material and any inappropriate or offensive items. Residents are also prohibited from writing on doors with markers or putting stickers on their doors.
- 1.10: Fire regulations also prohibit the overloading of electrical outlets. Do not plug extension cords into other extension cords and only use power bars with surge protection. When not in use, electronics should be turned off to prevent overheating.
- Traditional-style rooms: Appliances such as microwaves, coffee makers, toasters, rice cookers, toaster ovens, grills, hot plates, and space heaters are not permitted for use in rooms. A microwave, toaster, and coffee maker/kettle/rice cooker (with automatic shutoff) may only be used in a lounge on a traditional style floor. All appliances must be CSA approved and in good working order.
- Apartment-style rooms: Appliances such as toaster ovens, grills and space heaters are not permitted for use in suite style rooms or lounges. A microwave, toaster, and coffee maker/kettle/rice cooker (with automatic shutoff) may only be used in apartment kitchens. All appliances must be CSA approved and in good working order.
- 2.1: Smoking is prohibited in all University Facilities owned, operated, leased or rented, and in all University Vehicles.
Federal, provincial and municipal law, and Laurier policies, state that it is illegal to use, sell, or possess illegal drugs, controlled substances, non-prescription drugs and/or prescription drugs not prescribed to the person in possession of these drugs. A resident who violates this policy may be referred to the Dean of Students Office for follow-up through the Non-Academic Student Code of Conduct, and possible prosecution under the Criminal Code.
- 3.1: Drug Use - Drug suspicion is defined as specific and direct observations regarding the physical surroundings or the behaviour, speech, or odour of an individual. Circumstances that bring suspicion, dependency, recreational or other inappropriate use of illegal drugs or substances to the attention of others in the community will prompt an incident report, an investigation and possible sanctions.
- 3.2: Drug Paraphernalia - Drug paraphernalia is also prohibited in residence and is defined as equipment or materials used to produce, conceal, or consume illegal drugs or substances. Paraphernalia can be confiscated by the Special Constables Services.
- 3.3: Drug Distribution - Individuals involved with trafficking illegal drug substances or possessing more than the Special Constables would deem for recreational use may be evicted from residence.
Alcohol
At Laurier, we promote responsible and safe drinking of alcoholic beverages. Laurier strictly enforces guidelines under the Ontario Liquor Licence Act and the Alcohol Gaming Commission of Ontario which include prohibiting the consumption, possession, sale to, or giving away of alcohol to anyone under the age of 19. Students who consume an excessive amount of alcohol, who do not drink responsibly or who consume alcohol underage can face consequences including community and educational outcomes. Students who repeatedly consume alcohol while underage may be evicted from residence.
Alcohol may only be consumed in private rooms (including the common kitchen area of suite style rooms).
Further to the above, the following rules apply with regard to the consumption of alcohol in residence at Laurier:
- 4.1: At Laurier, we promote responsible and safe drinking of alcoholic beverages. Laurier strictly enforces guidelines under the Ontario Liquor Licence Act and the Alcohol Gaming Commission of Ontario which include prohibiting the consumption, possession, sale to, or giving away of alcohol to anyone under the age of 19. Students under the legal drinking age in Ontario are prohibited from possessing or consuming alcohol in residence.
- 4.2: The possession of glass beer and malt liquor bottles is prohibited in residence. If a resident is found with beer bottles (opened or unopened) they will be asked to be disposed of immediately by residence staff. All containers must be closed with a proper lid. A closed container is defined by being able to turn it upside down without any spillage, such as a plastic water bottle with a sealed lid. Residence staff and the Special Constables Services reserve the right to inspect and dispose of improperly transported alcohol.
- 4.3: Alcohol paraphernalia such as brewing equipment, funnels, and drinking hats are not permitted in residence and may be confiscated by residence staff or Special Constables Services.
- 4.4: Students and/or guests may not participate in room crawls or drinking games. The mass consumption, the swift or high volume consumption of alcohol is a safety concern to Laurier and as such is not permitted.
- 4.5: Large volume containers are not permitted in residence. A large volume container is defined as a container holding more than 500ml of beer in a single container or 1L of wine, or 40 ounces of any other type of alcohol.
- 4.6: Residents are expected to uphold the cleanliness standards of Residence Life and as such are expected to dispose of their empty alcohol containers in a timely fashion.
- 4.7: Students, regardless of age, are prohibited from engaging in behaviours that are disruptive to their community while under the influence of alcohol, including over-intoxication.
Cannabis
Laurier's Residence Program is committed to upholding the provincial law regarding the use of cannabis and providing a duty of care in which the safety of residence students is a priority. Laurier’s Smoke Free policy prohibits smoking in any form at the university (indoors and out of doors) on university property and in university facilities. The Smoke Free Ontario Act also applies.
- 4.8: In alignment with Laurier's Smoke Free Policy, smoking cannabis in any residence space or exterior location is considered a prohibited practice.
- 4.9: Students under the legal age in Ontario are prohibited from possessing or consuming cannabis in residence. Laurier strictly enforces the guidelines outlined by the Ontario Government related to cannabis, which include prohibiting the consumption, possession, sale to, or giving away of cannabis or cannabis products to anyone under the age of 19. Students, regardless of age, are prohibited from engaging in behaviours that are disruptive to their community while under the influence of cannabis. All cannabis brought onto university property or into university facilities must be legally obtained.
- 4.10: Students cannot sell, distribute or promote cannabis or related products (e.g., edibles, smoking accessories) on Laurier’s campuses or in university facilities, including in student residence buildings. If a student is in possession of scales, baggies or a significant amount of cannabis, this may be considered distribution and could lead to a review of the student's housing contract.
- 4.11: The provincial legislation is that individuals who are 19+ and legally allowed to possess/use cannabis are able to have a maximum of 30 grams (around 1 ounce) of dried cannabis (or equivalent) at any time. Cannabis products and cannabis accessories in or on university facilities should be kept in the original packaging and must be stored in sealed, scent-proof containers.
- 4.12: Laurier prohibits growing cannabis for recreational purposes on university property and in university buildings, including university residences and housing.
- 4.13: Cannabis paraphernalia such as bongs, grinders, vaporizers, etc. are not permitted to be used in residence. Students under the legal age in Ontario are prohibited from possessing cannabis paraphernalia in residence.
- 4.14: Students are not permitted to cook, bake or warm-up any cannabis product for the purpose of creating edible cannabis in any residence space.
Please Note: Wilfrid Laurier University Distribution Services will not accept any packages that contain alcohol and/or cannabis. As such, these packages will not be delivered to any residence, regardless of a student's age.
- 5.1: Laurier prohibits the possession of firearms, ammunition, explosive devices including but not limited to: fireworks, firecrackers, explosives, or highly flammable materials. The possession and/or discharge of BB or air guns, paintball guns, any object that emits any form of projectile, including but not limited to, water pistols, target toys, slingshots, knives, swords or other lethal weapons, including martial arts equipment are also prohibited. Replicas (including toys) of the above weapons, or any object that creates cause for alarm, are also prohibited. Residents who violate this policy will be subject to a sanction, which may include eviction. Special Constables Services and/or the police will be notified, and the offending weapon/object will be confiscated.
Accommodations (exceptions) for extenuating circumstances, professional sport or religious reasons must be arranged with the Residence Life manager and Special Constable Services prior to the object coming into residence.
Physical abuse, threats of violence, or conduct that threatens the mental or physical health or safety of any person will not be tolerated in residence at Laurier. Such conduct may lead to eviction from the residence and, where appropriate, may lead to application of the Non-Academic Student Code of Conduct or legal prosecution.
6.1: Harassment Policy
Wilfrid Laurier University is committed to providing an environment that is free of discrimination and harassment; a place where all individuals are treated with respect. All Laurier residence students must abide by Laurier’s Harassment and Discrimination Policy. Student found in violation of this policy will be subject to a review of their status in residence and potentially be reported to the university’s harassment and discrimination officer.
Harassment, as defined by residence staff, is any attention or conduct, by an individual or group who knows, or ought to reasonably know, that such behaviour is unwelcomed and/or has the effect of creating a hostile or intimidating living, working or educational environment. This can also include an attack on an individual’s dignity/integrity, bullying, and hazing. Harassment of any kind will not be tolerated in residence.
6.2: Physical Violence and Threats
It is the right of all Laurier residence students to be safe from bodily harm, the threat of bodily harm or any form of threat, including but not limited to verbal, electronic messages, written messages and graffiti. Harassment in the form of physical aggression, whether consensual or not, will not be tolerated. Physical aggression is defined as any physical contact between two or more individuals, threats of violence or inciting violent acts. Residents are strongly encouraged to vacate the premises and call for assistance in violent situations.
In addition verbal, written, graphic or electronic harassment/discrimination will also not be tolerated.
6.3: Acts of Intolerance
Harassment and/or discrimination may be on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed/religion, sex/pregnancy, sexual orientation, gender identity, gender expression, family status, disability, age, marital status, record of offence or receipt of public assistance.
Laurier has no tolerance for this type of behaviour. Sanctions vary depending on the nature of the incident, but are typically up to and including eviction and may include referrals to the Non-Academic Student Code of Conduct, the dean of students, and/or the Office of Human Rights and Conflict Management.
In addition, acts of intolerance also include the following:
- Posting, sharing, and/or distributing graphic or offensive materials in any location within the residence, including inside private rooms. Residence Life Staff are given the authority to deem material graphic or offensive.
- Practical jokes, raids, and pranks of any sort are considered harmful and dangerous. Actions that are demeaning and/or offensive, or those that interfere with the rights of another resident or group of students, are strictly prohibited. This includes, but is not limited to, repeatedly targeting one person or group of people, tampering with personal or Laurier property, acts of vandalism, and any other act that may be considered, directly or indirectly, offensive or demeaning to any group or individual.
- Engaging in responsible behaviour is an expectation of everyone in the residence community. Responsible behaviour is an understanding to be proactive in preventing problems from occurring in residence. Supporting or inciting behaviour which is deemed a violation of the code through encouragement, peer pressure, or other means is not appropriate behaviour.
6.4: Gendered and Sexual Violence
Gendered and sexual violence means any sexual act or act targeting a person’s sexuality, gender identity or gender expression, whether the act is physical or psychological in nature, that is committed, threatened or attempted against a person without the person’s consent, and includes sexual assault, sexual harassment, stalking, indecent exposure, voyeurism and sexual exploitation. Students who have experienced gendered violence and/or sexual assault may wish to contact any of the following resources for support:
- Laurier's Gendered and Sexual Violence Response Team
- Residence Life Don
- Residence Life Area Coordinator
- Residence Life Manager
- Special Constable Services
- Office of Human Rights & Conflict Management
- Sexual Assault Support Centre of Brantford or Waterloo Region
Typically, the resolution of complaints and investigations related to Gendered and Sexual Violence (Policy 12.4: Gendered and Sexual Violence) are conducted by the Office of Human Rights & Conflict Management, who may make recommendations to the Department of Residence regarding possible outcomes. The Department of Residence and the Office of Human Rights and Conflict Management work in collaboration on these cases and outcomes may be enacted by either office.
The Department of Residence employs a survivor-centric approach and encourage all students impacted by gendered violence to seek the support of the Sexual Violence Response staff at Laurier (svinfo@wlu.ca).
7.1: Accidental Property Damage and Vandalism
It is the right of Laurier residence students to be free of damage to personal property.
Residents are financially responsible for all accidental property damage and/or vandalism to private rooms/suites, furnishings, printed materials and all common areas on each floor. Students found responsible for vandalism could be subject to further sanctions in addition to monetary restitution.
To minimize the risk of property damage, please note the following:
- Furniture must not be removed from rooms/suites.
- Altering the room/suite in any way, including the removal of door closures, screens, windows or window screens is not permitted. All repairs to residence must be completed by authorized residence staff.
- Residents must not run or conduct athletic activities within Residence. Inline skates must only be worn outside the buildings and must be removed before entering the building. Skateboarding is prohibited in and around the residence property.
If nothing is reported at the time of the damage, and no conduct process/residence follow-up can take place, residents assigned to that space will be financially responsible for all accidental property damage and/or vandalism to private rooms/suites.
7.2: Cleanliness Standards
The resident must maintain their unit in a clean and orderly condition in accordance with building, and health and safety standards and regulations. Regardless of age, displays of alcohol bottles and/or cannabis paraphernalia is not permitted.
Housekeeping staff regularly clean common areas such as lounges and hallways. However, it is the responsibility of all residents to clean up after their personal use of common areas in residence. If areas are left excessively messy or if there is vandalism, the individuals responsible may receive individual damage charges. Should Residence Life staff be unable to determine the person(s) responsible, community damage billing may be used to recover the costs of the damage/cleaning. Residents are expected to take shared responsibility in encouraging those responsible for damages or messes to come forward.
Excessive or harassing noise has a significant impact on the residence environment. Students must respect the rights of other students and maintain a reasonable level of noise. Laurier Residence Life philosophy regarding noise: on person’s right to a quiet environment supersedes another’s right to make noise. Since the above definition can be vague under certain circumstances, defining a reasonable level of noise is ultimately at the discretion of the Residence Life staff.
- 8.1: Courtesy hours are in effect 24 hours per day, seven days a week. Quiet hours are in effect from Sunday through Thursday from 11 p.m. to 10 a.m. and Friday and Saturday evenings from 1 a.m. to 10 a.m., except for in our 'Extended Quiet Hour Study Environment' where quiet hours begin at 10 p.m. every night of the week. Quiet hours are extended during the fall and winter exam period. There is to be no excessive noise in any common lounges or hallways.
To minimize the impact of noise on the residence community, please note the following:
- Residents are expected to review and abide by the Residence Community Standards related to Quiet Hours and Consideration Hours.
- Residents are only permitted to bring portable, bookshelf, or mini-sound systems into their rooms. Excessive noise from stereo systems, including subwoofers, guitar/instrument amplifiers, or computer speakers may result in Residence Life staff requiring the resident to remove the stereo system/computer speakers from residence.
- Residents are also asked to turn off all noise making items such as televisions, computer speakers and alarm clocks when not in their room or away for the weekend/ extended period of time. Residence Life staff may enter a room to turn off the item causing the disturbance.
- During quiet hours, residents are asked to utilize the lounges and private rooms for gatherings and activities to minimize disruptions in the community. In situations where gatherings are disruptive to community members, students may be asked to disperse.
All Residence Life staff, including Dons, Special Constables Services and management, are employed to assist in the provision of a safe, secure, and comfortable living environment.
- 9.1: Students must behave cooperatively and respectfully to all Laurier staff acting in the scope of their position. Disrespect and/or harassment of staff will not be tolerated.
- 9.2: Lying and/or misrepresenting oneself to Residence staff is strictly prohibited.
- 9.3: Whether verbal or written requisitions are issued, compliance with the requests of Laurier staff is necessary. Failure to respond or follow the directive of a Laurier employee, acting in the scope of their position, is a violation of the Residence Code of Conduct and the Non-Academic Student Code of Conduct.
- 9.4: Falsifying residence identification/key cards is prohibited and can be referred to the Non-Academic Student Code of Conduct.
Failure to return calls, respond to meeting requests or to meet at a scheduled time regarding an investigation will result in a decision being made in the student’s absence and sanctions assigned based on the available information.
Note: For the 2023-2024 academic year, given the evolving situation related to COVID-19, the Department of Residence reserves the right to adjust the Guest Policy as needed based on guidance from Public Health and/or the Institution.
Residents have the privilege of hosting guests at their Laurier residence. Non-residents of any given room and/or apartment are considered guests.
10.1: Guest Policy
Students are permitted to host one guest at a time in their assigned living space and/or assigned residence building. Residents are responsible for the behaviour of their guest at all times. Therefore, guests must be accompanied at all times by their host. If a guest violates a policy, the host may be held responsible as though the host violated that policy. Residents are also responsible for any violations of the Residence Code of Conduct that takes place in their assigned living space, whether or not they are present.
10.2: Guest Allowance
Students are permitted to host one guest at a time in their assigned living space. A resident can host one overnight guest in a night. A resident may host a guest for a maximum of three consecutive overnights, with no more than nine overnight visits per semester per resident. Minors (17 years of age and younger) are not the Age of Majority in Ontario, and thus are not permitted to stay as guests in residence during the overnight period of midnight to 7am.
10.3: Special Weekends
No guests will be permitted in residence at any time during special weekends. This includes students who live in other residence buildings on campus.
10.4: Unaccompanied Guests
Residents are responsible for the behaviour of their guest at all times. Therefore, guests must be accompanied at all times by their host. If a guest violates a policy, the host may be held responsible as though the host violated that policy. Residents are also responsible for any violations of the Residence Code of Conduct that takes place in their assigned living space, whether or not they are present.
10.5: Lending Keys
Lending keys to friends, family or guests is strictly prohibited and is considered a safety issue.
Residence staff reserves the right to restrict the number of guests allowed by a resident during certain times of the year.
Special Guest Periods/Weekends
There are several times throughout the year where a guest restriction is in place for the added safety and comfort of students in residence.
No guests will be permitted in residence at any time during these special weekends. This includes students who live in other residence buildings on campus.
These policies will be in effect leading up to, and during the days of the special event. These weekends include, but are not limited to, the following weekends:
- Orientation Week (September)
- Homecoming (September)
- Halloween (October)
- St. Patrick's Day (March)
Specific details regarding guest restriction will be communicated to residents.
- 11.1: Residents are not permitted to enter/access unauthorized areas unless accompanied by a Residence Life staff member. This includes areas not normally used by persons other than staff including, but not limited to, restricted doorways/entrances, locked basement areas, roof tops, mechanical rooms, balconies, or any area marked “off limits to unauthorized personnel” or “staff only.”
- 11.2: Entering or exiting a residence, except during a fire alarm, through a non-designated entrance, or allowing a person into the residence through a door/window other than the main entrance is prohibited.
- 11.3: Using someone else’s One Card, keys and/or room code to gain access to a room or residence other than your own, or to gain access to a restricted area, is prohibited.
- 11.4: For safety and security reasons, removing balcony limiters and/or accessing a balcony in any way is not permitted. Residents who violate this policy may be subject to a variety of sanctions, which may include restitution.
- 12.1: Removal or relocation of furniture, fixtures, chairs, dining hall serviceware, appliances, or other residence property is strictly prohibited. Residents may not move furniture in lounges, banquet halls, study spaces, or classrooms into their private units.
Residence Life staff reserves the right to rearrange/relocate lounge furniture, microwaves, and other items based on the demands and needs of residents.
Residents may bring in additional furnishings (book shelf, TV/computer stand, and desk chair) to their rooms or suites under the following guidelines:
- Furnishings that are provided in the room/suite may not be removed from a room/suite. Any furniture moved within the room/suite must be returned to original placement at the end of year or the resident will be charged. Damages incurred will be charged.
- Furnishings must not block entrances/exits to a room and/or heating and air conditioning units/vents.
- Furnishings must be self-standing (do not require fastening to walls/ceiling) and have sturdy construction (not easily tipped over causing harm to an individual). Additional furnishings become the responsibility of the resident and are used at your own risk.
- Furnishings must be free from odours and bugs/pests.
- Upholstered furniture such as couches, recliners, love seats, and futons are not permitted.
- Your suitemate must approve furnishings that are placed in the common areas of a suite.
- Unusual furnishings must be verified/approved by Residence Staff upon move-in to ensure that they are acceptable. Unacceptable pieces of furniture must be removed from residence as directed. Shopping carts, street signs and other stolen items are not permitted in residence.
- Additional furnishings must be removed from residence upon move out. Failure to remove additional furnishings will result in disposal fees.
13.1: Advertising/Solicitations
Students are not permitted to solicit in residence buildings. Only organizations or individuals who are affiliated with the Laurier community will be allowed to advertise within the residence. All advertisements, posters, banners or other means of soliciting must be approved by the appropriate staff. All advertisements, posters, and banners not approved by the appropriate staff members are prohibited.
13.2: COVID-19
Due to the evolving situation with the COVID-19 pandemic, in order to keep you and our community safe, please note that the Department of Residence reserves the right to adjust policies within the Residence Code of Conduct as needed based on guidance from Public Health and/or to align with institutional policies.
Some of these policies could include, but are not limited to: a modified guest policy, a mask policy, required vaccinations, etc. Specific information about these policies can be found in the Residence Agreement and on the Laurier 'Protocols for Students with COVID-19 Symptoms' website.
The Department of Residence continues to require students to isolate as required based on Public Health guidelines. The process for residence students who are required to isolate can be found on the Laurier 'Protocols for Students with COVID-19 Symptoms' website. Follow-up may take place through the Residence Code of Conduct if the Department of Residence receives information that a student is not adhering to Public Health guidelines and/or university policies.
13.3: Delinquent Accounts
Should a student's account become delinquent, the student may be prevented from further registration in academic courses and their transcripts and diploma will be withheld. As students are required to be full-time students to live in residence, this may impact their housing status. A member of the Residence Management Team may take additional steps, including evicting the student from residence and prohibiting them from signing in as a guest after eviction.
13.4: Inappropriate Use of Residence Space
Residents are not permitted to use any space or service in residence for commercial purposes, unless for a special event which must be approved 14 days in advance by the Residence Life area coordinator. Commercial purposes are described as any profit-driven activities. This may include promoting goods or services and/or hosting events which are intended to promote/sell goods. If you notice solicitors, contact Residence Life staff.
Students are not permitted to sleep overnight in lounges.
Students are not permitted to sublet residence rooms.
13.5: Gaming Events
Participating in and/or running gaming-related events (when there is an exchange of money) is not permitted in residence. This includes but is not limited to, poker nights, hockey pools, and raffles/draws/bingo.
13.6: Pets
Pets of any kind are strictly prohibited from any residence space. Should a resident have a documented need and require a service animal, they are asked to seek approval from the Department of Residence before bringing the animal into residence. Service animals are only permitted if they meet the requirements outlined in the Laurier Animals on Campus policy and have received approval from the Department of Residence and Accessible Learning, as required.
13.7: Sports
Sports of any kind are strictly prohibited within residence buildings. Residents must not run or conduct athletic activities within Residence. Inline skates must only be worn outside the buildings and must be removed before entering the building. Skateboarding is prohibited in and around the residence property.
13.8: Theft
Theft of property will not be tolerated; this includes taking furniture from lounges being in possession of property that belongs to another individual.
13.9 Telecommunications
The running of cables/wires out of windows and use of satellite dishes, personal routers or personal security cameras is prohibited and will be removed at the expense of the student. Unauthorized access to cable is also prohibited.
How the Residence Code of Conduct is Administered
Investigation and Next Steps
An incident report is typically generated when a potential violation of the Residence Code of Conduct has possibly occurred, and/or a student files a complaint with a Residence staff member. Documentation may also be generated if a concern is brought forward about a situation or an individual. When an incident is reported by Residence staff members, it will be documented in the conduct management database. This report will include the names of the individual(s) involved, names of any witnesses and the details of the incident. This report is then submitted to the Residence Conduct Team for review and to determine appropriate follow-up. All incident reports, or any other form of documentation, submitted by Residence staff are considered drafts until reviewed and approved by a Residence professional.
Filing a Complaint
Students have a right to make a complaint against anyone who violates their right to a safe and secure environment that is conducive to academic pursuits. A student complaint against another student will be considered In light of the Residence Code of Conduct and, if applicable, the Non-Academic Student Code of Conduct. In the event that a concern is brought forward that may have involved/impacted a member of the residence community, but does not fall within the jurisdiction and scope of the Residence Code of Conduct and/or the Non-Academic Student Code of Conduct, the Department of Residence may provide support and/or potential avenues for the reporting party to explore in order to work towards a resolution.
Residence Life is guided by the values of procedural fairness in dealing with all complaints. As such, no sanction and/or action will be taken against a person or group without their knowledge where there is an alleged breach of the Residence Code of Conduct. Respondents will be given reasonable notice, with details of the allegations and provided with an opportunity to answer to the allegations made against them.
Students should feel safe to make a complaint without fear of retaliation. Any action of retaliation against a student or community member for filing a complaint may result in follow-up through the Residence Code of Conduct and, if applicable, the Non-Academic Student Code of Conduct.
Right to Withdraw a Complaint
A complainant has the right to withdraw a complaint at any stage of the process. However, Residence staff may continue to act on the issue(s) identified in the complaint in order to ensure a safe and secure environment conducive to student’s academic pursuits.
Unsubstantiated or False Complaints
If a person, in good faith, discloses or files a complaint that is not supported by evidence gathered during an investigation, that complaint will be dismissed. Disclosures or complaints that are found following investigations to be frivolous, vexatious or in bad faith, that is, made to purposely annoy, embarrass or harm the respondent, may result in follow-up through the Residence Code of Conduct and, if applicable, the Non-Academic Student Code of Conduct for the complainant.
Confidentiality
Residence staff will respect the confidentiality of all persons, including the complainant, respondent, and witnesses. However, confidentiality cannot be assured in the following circumstances:
- An individual is at imminent risk of self-harm;
- An individual is at imminent risk of harming another; and/or
- There are reasonable grounds to believe that others in the residence community or wider campus and local community may be at risk of harm.
In such circumstances, information would only be shared with necessary campus partners/ departments to prevent harm and provide support to the students involved.
Investigation and Next Steps
Within five business days of the incident report or complaint being filed, the student(s) named for potentially violating the residence policy may be notified and required to meet with a designated Residence staff member responsible for addressing the incident.
At this time, the following will occur:
- The Residence staff member will investigate the incident by speaking with the student(s)/ staff involved and any witnesses. The staff member may provide a copy of the report to the student involved, if requested. This is to ensure a fair process while the understanding of the incident is clarified. Failure to return calls, respond to meeting requests or to meet at a scheduled time regarding an investigation will result in the decision (sanction) being made with the available information.
As outlined in the Residence Policies & Procedures, please note that while students are eligible to bring a support person, this individual does not have a participatory role in the meeting. They may be present to support the emotional needs of the student, but are not there to engage in the contents of the meeting. - The Residence staff member will review the report and findings and make a decision regarding an appropriate outcome. Some incidents may be referred to more senior Residence Life staff for further review and decision making.
- A decision will be made using the standard of proof known as the balance of probabilities or more likely than not. The standard of proof has been met if at the conclusion of the investigation, based on all credible information, the Residence staff member believes that the incident reported is more likely to be true than not true. Simply stated as “more likely than not” based on information available.
- A decision letter will be sent to the student.
Note: Residence staff may follow up with any incident that occurs within any residence building.
Definitions
- Acceptable noise: Noise that should be expected in the student living environment during the appropriate times of the day as a result of reasonable living activities.
- Excessive noise: Intentional or unintentional noise that disturbs others in residence. This includes but is not limited to: banging on multiple doors consecutively; directing stereo/computer speaker(s) noise outside of a room through a window or door; bass from a stereo or computer that can be heard through a closed door or adjoining wall; and yelling or screaming.
- Incident report: A document used to describe behaviour that may be unacceptable and/or in violation of the Residence Code of Conduct.
- Sanction: An outcome of a determination that a student is responsible for a violation.
- Residence status: Residence status refers to the position that the students holds with residence due to their experiences with the conduct process. The three statuses are “Warning,” ”On Notice” and “Probation.” Each status is representative of more restrictions placed on the student and probation is the most severe.
- Residence staff: Residence staff are persons employed by Wilfrid Laurier University who work within the Department of Residence. The following Residence staff have been given the authorization to manage incidents as outlined in the Residence Code of Conduct: Residence dons, members of the Residence management team, and members of the senior management team.
Sanctioning
The purpose of Residence Life sanctioning is to help student learn from their mistakes, clarify their values, consider the impact of their actions and reduce harm to the individual, residence community, and greater Laurier community. The following factors are considered when deciding upon any sanction:
- The unique circumstances surrounding each incident and individual.
- Prior sanctions assigned for similar and/or past incidents.
Note: The severity of sanctions may increase for repeat offenders and/or the number of incidents, up to and including eviction from the residence.
Types of Sanctions
Sanctions will be determined by the residence staff responsible for the managing the incident and decision making.
- Alcohol restriction: While on Alcohol Restriction, students are not permitted to consume alcohol in residence, or to return to residence while under the influence of alcohol. Further policy violations may result in additional and increasingly significant sanctions.
- Building restriction: A resident may be restricted from accessing a portion of the building or from entering the building for a period of time. If a student violates this restriction Special Constables Services may be contacted and the student may face eviction.
- Community billing: When common area damage/vandalism occurs and the responsible persons are not identified, repair and administration costs will be charged to every resident, or a specific section of the community.
- Community resolution: Following an incident, the student may be sent a Residence Community Resolution email to recognize them taking responsibility for a policy violation and working with residence staff in the moment to repair harm. The Community Resolution will also outline the importance of upholding the Residence Community Principles moving forward and advise the student that any further incidents could result in a meeting with a member of the management team.
- Educational sanctions: Tools that have been created to allow students to reflect on their behaviour and potential impact to themselves and the community as it relates to the Departmental Learning Goals.
- Guest restriction: While on Guest Restriction, students are not permitted to have guests in residence at any time. Violation of the terms of Guest Restriction may result in additional sanctions.
- Mandatory Move: Residence staff reserve the right to remove a resident from a particular room/floor if it is deemed necessary and in the best interests of the student and/or community. The intent of the relocation is to allow the student a fresh start in a new environment. A resident may be relocated temporarily until an investigation is closed. There may be costs associated with being relocated typically if there is a change in room type.
- On Notice: On Notice is considered to be a status sanction. While On Notice, if a student is found in violation of any Residence Life policies, their residence status may be placed under review and the student may face increasingly significant sanctions, such as a suspension from residence or Residence Probation.
- Policy Reminder: Following an incident, the student may be sent a Residence Policy Reminder email encouraging them to review the policies and advising that any further incidents could result in a meeting with a member of the management team.
- Probation: Probation is a formal status imposed for a specific period of time. During this time, any subsequent violations may result in further consequences, typically eviction. Probation periods may extend to the end of the academic year and can extend to subsequent contract periods.
- Restitution invoice: A monetary reimbursement to recover the loss or damage of residence property/services/labour as a result of an accident or incident. Students are strongly encouraged to come forward in these instances. Generally, restitution is the sole sanction in the event of accidents. Labour costs vary by time/day.
- Suspension: A suspension is defined as a period of time where a student is temporarily prohibited from residing in or otherwise being in residence. Throughout the suspension period, a student is responsible for the full cost of the residence space in addition to being restricted from entering all other residence buildings. A deferred suspension from residence is a period of review during which the student must demonstrate an ability to comply with the polices. If, during the period of the deferred suspension, the student is again found responsible for violating the code, the student can be considered for an immediate suspension/eviction from the residence. The nature of the offence dictates a deferred suspension, suspension or eviction.
- Written warning: A resident may receive a written warning letter stating that their actions/choices have violated the Residence Code of Conduct or abused a residence policy. Written warnings will refer to the Residence Code of Conduct and Residence Hall Agreement to remind them of the policies. If the behaviour continues after receiving a written warning, the student may receive more significant sanctions.
Residence Eviction Policy and Appeals Process
A decision on eviction for student conduct reasons will be made by the Director of Residence. The Associate Director of Residence Life will make a recommendation to the Director of Residence regarding the eviction of a residence student. The Director will provide the report and the recommendation to the student and a meeting will be scheduled for the student to respond to the report and to submit documentation in their favour. Previous to the meeting the student must submit documentation for review. The student may bring an advocate* or support person to the meeting. A decision will be made regarding eviction after both sides have had the opportunity to put their case forward. A decision will be forwarded to the student in writing after the meeting. An outline of the appeal process will be provided with the decision notification.
The appeal of the decision to evict is made to the Dean of Students.
- Dean of Students (Multi-Campus) – Adam Lawrence
*An advocate does not have a participatory role in the proceedings but is present to support the emotional needs of the student.
Appeals must be made within 48 hours only on the basis of:
- new information
- procedural irregularity
- disproportionate sanctions
Students who are evicted from residence may also:
- Risk forfeiting their residence fees.
- Be required to leave residence immediately.
There are several offences in residence that can lead to an eviction following an investigation whereby a student is found, based on the standard of proof, to have violated the Residence Code of Conduct. These offences include but are not limited to:
- Violence, assault, harassment and the possession and/or use of a weapon;
- Distribution of cannabis or drugs;
- Starting a fire, tampering with life safety equipment, smoking or burning incense/candles in residence; and
- Accessing a restricted area.
*Appeals are only for evictions, however if you wish to discuss your conduct matter further please schedule a meeting with your Residence Life Manager.
Appeals
As stated in the student’s decision letter, an appeal process is available to students and must be launched within 48 hours of the decision letter date. The resident must submit any email to the Residence staff member as directed in the conduct letter. The email appeal should contains the following information:
- A full statement of the grounds for the appeal;
- The outcome sought by the student; and
- Any relevant supporting documentation.
In the case of evictions a student who may need to leave residence before they are permitted to commence an appeal, and may be asked to leave residence immediately. Typically, the timeline for vacating residence is within 7 days of the letter date; however, this will be outlined fully in the student’s decision letter.
- Grounds for appeal: Grounds for an appeal may include but are not limited to:
- New information;
- Procedural irregularities;
- New information was found which could not reasonably have been presented earlier; and
- The sanction(s) was/were not appropriate for the violation which occurred.
- Appeal reviewers: Appeals are reviewed by the appropriate Residence staff, typically the next administrative level up will review appeals.
- Administration of appeals: The appeal process shall be limited to a review of the file, and supporting documents from the original proceeding. The process may also consider any relevant, new information, as deemed necessary by the individual or staff considering the appeal. The staff considering the appeal may, after reviewing the case:
- Uphold the findings and/or sanctions;
- Reverse the findings;
- Reverse or modify the sanctions; or
- Determine that there was a procedural error and ask the original individual to re-hear the case.
Filing for or receiving an appeal, does not defer the decision under appeal. When an appeal request is not granted, the conditions/sanctions outlined within the original decision letter will apply. All appeal decisions shall be communicated to the student in writing and where appropriate, the student shall be advised of any further right to appeal. Revised deadlines for any previously imposed sanctions will be made at the discretion of the appeal review individual. All appeal decisions are final.