I received an email from my Hearing Officer. What do I do now?
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If you have received an email from the H.O., 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 H.O. to discuss the policy(s) in question.
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The email should list a time, date, and place for your informal conduct meeting with the H.O. 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 H.O. has scheduled an informal conduct meeting, contact that H.O. immediately to reschedule.
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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.
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Several things will happen during your informal conduct meeting with the H.O. 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 H.O will then decide whether you are “responsible” or “not responsible” of the policy(s). The hearing officer will then assign a sanction(s) if necessary.
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If you are found to be in violation, you can accept or reject the decision of the H.O. If you accept the decision, you are agreeing to the sanction(s) assigned. If you reject, the Associate Director or hearing panel will hear your case.
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 H.O. is stating that you are in potential violation. You will meet with the H.O. at the time and location they listed in the email to discuss the potential policy violation in an informal conduct meeting. The H.O. 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 Hearing Officer and the student. During the informal hearing, the H.O. 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 “responsible,” “not responsible?”
To be found “responsible” 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 responsible” 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, Residence Life Coordinator, or Associate Director, 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 they have 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.
Other Questions?
If you have any further questions, please contact the Housing and Residence Life Student Conduct Coordinator.
Contact Information
Bernard Hall, Room 201
201 Donaghey Avenue
Conway, Arkansas 72035
Phone: (501) 450-3132
Fax: (501) 450-5374
Hours: Monday-Friday 8:00-4:30PM
Email: housing@uca.edu