Summary of the Organizational Misconduct Process
The Dean of Students Office (DOS) upholds the University's Student Code of Conduct. Students are generally referred for violations of the Student Code of Conduct, and any member of the university community or public may submit a referral of a possible violation. Additionally, the Dean of Students Office may initiate a referral if information regarding alleged misconduct is reported through other venues.
Student Conduct Investigation
If an investigation is opened, the organization’s representative, normally the president or student leader, will receive the Notice of Investigation letter to begin the investigation process. An investigation generally includes the following actions by the assigned investigator:
- Conversations with campus stakeholders related to the organizations area and the information referred
- Meeting with the organization’s leader to gather additional information
- Having conversations with various identified individuals to gather more information
- Documenting all information and discoveries in an investigation report.
After writing the investigation report, the assigned investigator will make a recommendation to the Dean of Students. If a recommendation to Student Conduct is made, the case moves forward through the student conduct process.
Notice of Charges Letter Sent
A Notice of Charges Letter is issued to the organization’s representative if there is reasonable cause to believe a violation of the Student Code of Conduct has occurred. The Notice of Charges letter provides the following information:
- Ability to schedule an optional Pre-Disciplinary Hearing Review Meeting within three (3) class days of receiving the letter
- The date, time, and location/Zoom information for the pre-scheduled Administrative Hearing. This is scheduled no sooner than seven (7) class days from the Notice of Charges letter.
- Link to the Hearing Confirmation/Selection Form, which provides the open to change the date of the hearing or hearing resolution option
- Link to the Advisor Notification Form
*Cases involving violations of the Sexual Misconduct Regulations, Title IX, or exceptionally egregious in nature will automatically require a panel hearing.
*Cases involving a fraternity or sorority allow for two advisors – one local advisor and one individual from the national headquarters.
Pre-Disciplinary Hearing Review
The Pre-Disciplinary Hearing Review Meeting is informational and provides the organization’s representative with the opportunity to review and ask questions about the following:
- The organization’s rights throughout the case
- The incident report or investigation report
- Notice of Charges letter
- Options for resolution
If the organization’s representative has not completed the Hearing Selection/Confirmation Form on behalf of the organization, they will do so at this time.
It is important that the organization’s representative completes the Hearing Selection/Confirmation Form that is in the Notice of Charges Letter. This confirms with the Dean of Students Office that the organization, via the representative:
- Prefers an Administrative Hearing over the required default Panel Hearing.
- Is satisfied with the date/time pre-scheduled or would like to change the date/time.
- Received written notice of the allegations, with date/time/location of their scheduled disciplinary hearing.
- Confirms the hearing or selects and alternate resolution method.
- Was informed of the advisor role if they request one.
- Understands they have seven (7) days after receiving the Notice of Charges letter before their disciplinary clearance; and
- Has the right to receive all known information and list of witness at least five (5) class days prior to the hearing.
Finally, the organization’s representative will receive all case information via a Case Documentation Letter five (5) days prior to the hearing. The organization may waive this right via the Hearing Selection/Confirmation Form, including the seven (7) day waiting period, to have their hearing option occur earlier.
Hearing or Resolution Options
There are three types of resolution options the organization may choose from, except in certain circumstances:
Agreed Resolution
The organization’s representative accepts responsibility for all alleged violations, and both the president/leader and Hearing Administrator collaborate on appropriate educational outcomes.>
Administrative Hearing
The organization’s representative responds to each alleged violation whether the organization is “responsible” or “not responsible.” The president/leader presents relevant information related to their responses, and the Hearing Administrator discusses potential appropriate educational outcomes.
Panel Hearing
The organization’s representative responds to each alleged violation to the Student Conduct Board and presents information related to their case. The Student Conduct Board recommends to the Provost or their Designee their findings and potential educational outcomes.
The administrative hearing can be heard without the participation of the organization if the organization has a completed Hearing Selection/Confirmation Form on file. If the organization’s representative does not fill out the form or show to the administrative hearing, the organization will be scheduled for a panel hearing, which CAN be heard with or without the organization’s participation.
More information can be found in Section G of the Student Code of Conduct.
Post-Hearing
After the hearing, the Dean of Students Office will review all information presented and/or recommendations from the Student Conduct Board. In cases involved potential suspension or permanent separation for the organization from the University, the recommendations will be reviewed by the Provost, their Designee, or the President of the University. A Decision Letter stating the findings and potential educational outcomes, if any, will be sent via email to the organization’s representative.
Decisions regarding the case will be sent to the appropriate parties within fourteen (14) class days, unless there are extenuating circumstances that prevent DOS from being able to do so. All University communication is sent to the organization via the organization representative’s University email account as well as the organization’s email account. Students are expected to check their UNF student email account on a 24-hour basis per the Student Handbook.