I received an email from my Resident Coordinator (RC)/Student Conduct Coordinator (SCC), what do I do now?
- If you have received an email from the RC/SCC, it means that you are in potential violation of university policy. The email will list the policy(s) that you are in potential violation of. The email will also provide a time when you will be able to meet with the RC/SCC to discuss the policy(s) in question.
- The email should list a time, date, and place for your informal conduct meeting with the RC/SCC. Prior to receiving the email, your class schedule will have been checked to ensure there is no conflict for that meeting time. If you have a prior commitment at the time the RC/SCC has scheduled an informal conduct meeting, contact that RC/SCC immediately to reschedule.
- Arrive on time (if not a few minutes early) to your scheduled appointment. Missing your appointment, or being late, could result in an additional charge of non-compliance.
- Several things will happen during your informal conduct meeting with the RC/SCC. Your student rights as well as the policy(s) in potential violation will be explained to you. You will have the opportunity to explain the incident or your involvement with the incident and the policy(s) in potential violation. After further discussion with you, the RC/SCC will then decide whether you are “in violation” or “not in violation” of the policy(s). The hearing officer will then assign a sanction(s) if necessary.
- If you are found to be in violation, you can accept or reject the decision of the RC/SCC. If you accept the decision, you are agreeing to the sanction(s) assigned. If you reject, the Housing and Residence Life Student Judicial Board will hear your case. The RC/SCC will explain this procedure further.
The email I received says I am in potential violation of a policy(s). Does this mean that I am guilty of breaking this policy(s)?
No, you are not guilty or innocent. The email from your RC/SCC is stating that you are in potential violation. You will meet with the RC/SCC at the time and location they listed in the email to discuss the potential policy violation in an informal conduct meeting. The RC/SCC will ask for your explanation of what happened and work with you to provide the best outcome moving forward for continued learning and growth during your time at UCA.
What is an Informal Conduct Meeting?
An informal conduct meeting is usually conducted on a one-on-one basis between the Residence Coordinator/Student Conduct Coordinator and the student. During the informal hearing, the RC/SCC must inform the student of the nature of the complaint, and that information the student shares may be used in a formal hearing should he/she reject the findings of the hearing officer. The student is permitted to present witnesses and/or other evidence during the informal hearing. The student, however, may not have an advisor present, as permitted in formal proceedings.
What does it mean to be found “in violation,” “not in violation?”
To be found “in violation” of a policy means that the hearing officer feels there is enough evidence to say that the student has broken a policy.
To be found “not in violation” of a policy means that the hearing officer does not feel that there is enough evidence to say the student has broken a policy.
Who is a Hearing Officer?
In the Housing and Residence Life Department, a hearing officer is a residence coordinator, student conduct coordinator, program coordinator, or other housing and residence life staff member who hears a housing and residence life offense.
What is a Sanction?
A sanction is an alternative activity or task that is assigned to a student when he/she has been found to be in violation of a policy. The purpose of the sanction is to provide the student with an educational opportunity and an alternative to unacceptable behavior.
What do I do if I am called to be a witness for a student at a Housing and Residence Life Student Judicial Board hearing?
If you are a witness to the event, make sure that you are familiar with the events from that incident. If you are called as a character witness, you need to only speak about the character of the person, not about the incident in question.
Under what circumstances would I be called to be a witness?
If a student has an Informal Conduct Meeting, they have the option of rejecting that officer’s disciplinary decision and taking their case to a Judicial Board. The Board is a board made up of UCA students who live in university housing. They will hear the case as if it was never heard by a hearing officer. This is the student’s chance to question the witness(es) against him/her and also bring witnesses of his/her own. If you are somehow involved in the case by writing the IR or witnessing the event, then you will likely be called as a witness. Your testimony about the events, or about the person’s character, is critical in determining responsibility and sanctioning of the student’s behavior.
What happens once I arrive at the hearing as a witness?
Once you arrive, a staff member will escort you to a room with other witnesses. After the hearing begins, once it is your turn to testify, the Board Advisor will come and bring you into the hearing room. The Board will ask you about the details of the event. It is your responsibility to answer honestly and provide as much information as possible. The accused student will then have the opportunity to question you about the incident. The Chair will not allow any inappropriate questions. Remember that you are not the one being accused. Your presence is only to clarify details of the incident.
Am I required to show up as a witness against a student? What might happen if I do not appear?
If you are a Resident Assistant or Resident Coordinator, it is part of your job obligations to serve as a witness for the Housing and Residence Life Student Judicial Board if needed. Failing to appear for a hearing will result in the notification of your supervisor that you did not appear for a Judicial Board hearing and they will determine the appropriate action.
If you are not a Resident Assistant or Resident Coordinator, you are not required to be present of called as a witness; however, if you do not appear as a witness against a student, it could be cause for the case to be dropped and the student to be found “not in violation."
If you have any further questions, please contact the Housing and Residence Life Student Conduct Coordinator.