The following information provides general terminology and guidelines for Student Conduct investigations and meetings, especially as it relates to the Student Organization Conduct Process.
A Summons Letter is a written notice (via email) through which the Office of Student Conduct (OSC) notifies the Student Representative (student member representing the organization) that an investigation has begun. The notice states that OSC has received allegations indicating the organization may have been involved in conduct potentially constituting a violation of the Code of Student Conduct and instructs the Student Representative to schedule an Initial Investigative Meeting with OSC.
In some instances, simultaneous investigations may occur. Inter/National Organizations, Law Enforcement agencies, and other entities may have concurrent investigations occurring alongside an OSC investigation. If this occurs, OSC will collaborate with the other investigating entities, if possible. Elements of a collaborative investigation may include coordinated or joint interviews, evidence sharing, and investigation report sharing, but within the limits of student records policies.
Student organizations may choose not to participate in any aspect of the conduct process, but the conduct process will continue with or without participation by the student organization. Organizations with inter/national, regional, or local advisory staff or volunteers may be allowed to participate in the resolution of conduct processes when a current student is no longer able to represent the organization.
If a violation of the Code of Student Conduct occurs involving a student organization or its members, the organization should immediately notify the Office of Student Conduct (OSC) via the Student Organization Self-Investigation Reporting Form. The organization must report within 24 hours of the incident taking place. The report should include the following:
Additional investigation will occur as outlined in the Code of Student Conduct and appropriate action may be taken.
The Office of Student Conduct (OSC) will generally notify an Inter/National Organization or regional representative, along with the organization’s Advisor, of an alleged violation of the Code of Student Conduct through a written Summons Letter. The University of Alabama believes in an active partnership with key stakeholders to best address issues of misconduct.
When the nature of the incident is more severe, OSC or the organization’s Administrative Liaison reserves the right to immediately contact the Inter/National Organization. University interim administrative action may also be taken at any point in an investigation.
Process including notification:
An Administrative Liaison (AL) is a staff member from the office the organization reports to at the University. They serve as a resource to the organization during the conduct process. Groups are classified as either general student organizations, Greek organizations, or Rec Sports organizations. For general student organizations, OSC reaches out to the Office of Student Involvement and invites them to participate in the conduct process as an Administrative Liaison. For Greek organizations, the Office of Fraternity and Sorority Life (OFSL) serves as the liaison. For sports clubs, a staff member from University Recreation is the Administrative Liaison. Advisors of organizations are also welcome to take part in any phase of the conduct process. The Student Representative is expected to inform Advisors of the status of the case and invite them to attend any meetings. The AL will also reach out.
In certain circumstances, the Dean of Students, or designee, may impose interim measures prior to the conclusion of the student conduct process when the Dean of Students has reasonable cause to believe that a student organization’s continued operations poses a significant risk of substantial harm to the health, safety, or welfare of others or poses an imminent or ongoing threat to the disruption of, or interference with, the normal operations of the University. Interim measures are confirmed by notice to the organization that explains the basis for the interim measures and will remain in effect until the conclusion of the student conduct process. Interim Measures may be in conjunction with the Inter/National Organization.
A Student Representative is the student member representing the organization during the conduct process. It is typically the organization president, but other individuals may serve in the role if needed. It is the organization’s responsibility to notify OSC if the current president will not be the Student Representative. If the president is named in the allegation(s), then they will not be allowed to serve as the Student Representative during the investigation.
The Family Educational Rights and Privacy Act (FERPA) does not apply to student organizations, but rather only to individual students. If a FERPA waiver is on file for a member, an Inter/National Organization or regional headquarters may participate in OSC meetings and interviews with members of the student organization.
The Medical Emergency Assistance Policy is part of the University of Alabama’s comprehensive approach to reducing the harms and risks associated with alcohol and other drug usage. This policy is implemented by the Office of the Dean of Students in conjunction with their designee within the Office of Student Conduct. The Medical Emergency Assistance Policy applies to students seeking and obtaining medical assistance on their own behalf, students seeking and obtaining medical assistance on the behalf of another student, and student organizations seeking and obtaining medical assistance on behalf of a member or guest.
Student organizations should promptly seek medical assistance for their members or guests when any potential health risk is observed, including medical emergencies related to the use, consumption, or possession of alcohol and/or illicit drugs. Any UA student organization that seeks and obtains emergency assistance on behalf of its members or guests is eligible to benefit from this policy more than once.
A student organization that seeks immediate medical assistance from appropriate sources may be eligible for mitigation of charges related to organizational violations of The University of Alabama Social Event Guidelines, The University of Alabama Social Alcohol Policy, or the Code of Student Conduct related to alcohol and/or other drugs, provided that the organization completes any educational programming or additional requirements by the Office of the Dean of Students or his/her designee. However, the student organization can and may be held accountable for any other violations of the Code of Student Conduct related to the incident (e.g., endangering the health and safety of others, covered smoke detectors, etc.) and may be subject to further disciplinary action for violation of risk management programs, substance abuse policies, and other rules. Please see the Medical Emergency Assistance Policy.
