Residence Life Charge Review Request

Residence Life Charge Review Request Form

Process

  1. A Residence Life professional staff member will assess damages or determine that a student has failed to complete a required procedure.
  2. The Residence Hall Director will add the charge in StarRez and send an email through StarRez detailing the amount charged and reason for the charge.
    1. Included in the email will be an itemized list detailing all charges, all pictures of damages from charges (add attachment(s) on StarRez), and a link to the Residence Life Charge Review Request form. The form will only be available through this email.
    1. If the charge was for a housing administrative process (buyout, application fee, etc.), the charge will be added by the Housing Assignment Coordinators. These charges are not reviewable and will be denied.
    1. Charges applied to a student’s account as a result of a conduct meeting are considered final and are not eligible for review. These determinations represent the official outcome based on the findings of Residence Life in coordination with the Dean of Students Administrative Office, and no further review will be conducted.
  3. If a student does not submit a review request within 7 business days, the student will be found responsible, and the Dean of Students Administrative Office will close the case automatically. The outcome based off of this process will be final in accordance with the Tarleton State University Code of Student Conduct Rules paragraph 6.3.1, accused students subject to less severe sanctions may, at the discretion of the Student Conduct Administrator, be afforded but are not guaranteed the same guidelines as a formal conduct conference.
  4. The Dean of Students Administrative Office will assign the review request case to a Residence Life representative to review and make a decision for the case.
  5. The Residence Life representative will review the documentation provided by the student within 30 business days of the request and the information on file with Residence Life, including pictures on StarRez and incident reports.
  6. Based on the documentation, the Residence Life representative will make a final decision on the student’s responsibility for the charges. Notes in Maxient should be updated to include the findings.
    1. Students submitting a Residence Life Charge Review Request are required to provide supporting documentation at the time of submission. Requests submitted without sufficient documentation may be denied. Documentation may include:
  7. Residence Life will send an official notification letter through Maxient detailing their determination.
  8. Secondary Review Process (Complex Requests Only): In cases deemed complex or where additional review is warranted, Residence Life may initiate a secondary review. This review will be conducted by an Assistant Director for Residence Life who was not involved in the original decision-making process.
    1. The secondary review will consist of an evaluation of all submitted materials, documentation on file, and the initial decision rationale. The determination made through the secondary review process is final and will not be subject to further review.

All decisions will be final through this process are final.

Required Documentation for Residence Life Charge Review Requests

Students submitting a Residence Life Charge Review Request are required to provide supporting documentation at the time of submission. Requests submitted without sufficient documentation may be denied.

Appropriate documentation may include, but is not limited to:

  • Photographic or video evidence
  • Written communication (e.g., roommate correspondence, email exchanges)
  • Maintenance requests or reports
  • Any other verifiable materials that substantiate the basis of the request

All documentation must directly support the student’s claim that the charge was issued in error or that the student is not responsible. The burden of proof rests with the student submitting the request.

Clear Ground for Grievances

Grounds for Review- For a Residence Life Charge Review Request to be considered, the student must demonstrate one or more of the following grounds:

  1. Procedural Error – Evidence that established university procedures or timelines were not followed in a manner that materially affected the outcome.
  2. Bias or Conflict of Interest – Evidence that the decision-making process was influenced by bias or a conflict of interest.
  3. Discrimination or Harassment – Evidence that the charge was influenced by discrimination or harassment based on a protected class, in violation of university policy.
  4. New Information – The discovery of new, relevant information that was not reasonably available at the time the original charge or decision was made and could materially impact the outcome.

Requests that do not clearly demonstrate one or more of these grounds may be denied.

Annual Review & Student Feedback Mechanism

Residence Life, in coordination with the Dean of Students Administrative Office, will conduct an annual review of the charge review request process to ensure consistency, fairness, and alignment with institutional policies.

As part of this review, students will have the opportunity to provide feedback through a formal assessment mechanism administered by the Dean of Students Administrative Office (e.g., Residence Life Charge Review Request Feedback Form). Feedback collected will be used to inform continuous process improvement and enhance transparency.