Student organizations enrich the campus and community by providing a source of intellectual, personal, and social development of student through their programs and activities. The University fulfills an important mission by providing procedures and policies for the registration and support of student organizations.
Inherent in the University’s recognition of student organizations is the obligation of each organization to conduct activities in accordance with University rules and policies as well as applicable laws. Student organizations are required to comply with the rules and policies of the University as well as other rules and policies that may govern the organization. The Office of Student Conduct (OSC) is responsible for the administration of the University’s Code of Student Conduct as relates to all students and student organizations and will be held responsible for misconduct as outlined in the Code of Student Conduct, Article IV.
The Office of Student Conduct routinely receives reports of alleged violations of university rules from campus offices (e.g. UAPD, Housing and Residence Life, Dean of Students Office, Office of Fraternity and Sorority Life (OFSL), etc.) as well as faculty/staff, students, and members of the UA community.
The information on this page is the more detailed version of the Student Organization Conduct Process pages. Be sure to review the Terminology and Guidelines as context for the following student organizations conduct process and investigative procedures.
An incident may be reported by UA Officials, students, law enforcement, Conduct Referral, Hazing and Harassment Hotline, Student Organization Self-Report, etc.
If the initial report is made to UAPD and a criminal investigation is being conducted, OSC will work with law enforcement before taking action to ensure that nothing is done to jeopardize the criminal investigation.
This approach is similar to one that UA uses for Title IX matters. In those situations, any report or concern is immediately shared with Title IX and Title IX takes over. The same is true for child protection matters where concerns about abuse or neglect are immediately reported to UAPD and the reporter has no further responsibilities unless called upon after making the report to UAPD. For example, OFSL may receive a report. That allegation would be immediately reported to OSC. Thereafter, OFSL would stand down and allow OSC to take the lead on investigating the report. It is likely that OSC will coordinate with OFSL to assist with aspects of an investigation, but, for the sake of consistency and efficiency, OSC will still run the investigation.
OSC will conduct a preliminary investigation into the allegations. This may include, among other things, surveying the new members, review of video footage, discussions with Advisors and/or Officers, etc. Reasonable efforts will be made to complete this within the first 24-48 hours of receipt of the allegations and imposition of the interim measures.
OSC/OFSL will work together to conduct the preliminary investigation should it involve a fraternity or sorority organization.
Depending on severity of report, interim measures by the Office of the Dean of Students may be issued if:
Possible Interim Measures:
Inter/National Organization or regional headquarters & Advisors Notified by Administrative Liaison and copied on Summons Letter. Organizations will be encouraged to self-report to their Inter/National Organizations prior to OSC’s written summons letter being sent out when possible.
The Initial Investigative Meeting is between OSC and the student organization. During this meeting OSC generally reviews the organizations rights, verbally shares the alleged violations, provides the student organization the opportunity to respond to the allegations and identify witnesses, and permits both parties to ask and answer preliminary questions.
Additional follow-up meetings are used by OSC to update student organizations on the investigation and findings, discuss possible resolutions, and/or share possible findings and sanctions.
After the investigation is complete, if the Conduct Investigator determines there is sufficient information establishing that a Code violation occurred under the preponderance of evidence standard, the student organization will be presented with the following procedural options.
If the student organization has been found responsible and does not dispute the allegation(s) or findings made against the organization, the student representative may accept responsibility for the Code violation(s). The student representative will then receive a formal letter by e-mail to their UA account that sets out the final sanctions as well as procedural options under the Code of Student Conduct. Upon delivery of the formal letter, if the organization does not seek a review of the sanctions within the time outlined in the Code of Student Conduct, the sanctions set forth in the formal letter will be deemed final. All applicable deadlines set forth in the Code of Student Conduct will not begin to run until delivery of that formal letter.
If the student organization has been found responsible and is not prepared to accept responsibility at the meeting, but, instead, would like to wait to receive a formal letter. The student representative will then receive a formal letter by e-mail to their UA account that sets out the findings and final sanctions as well as procedural options under the Code of Student Conduct. Upon delivery of the formal letter, if the student organization does not seek a review of the sanctions or request a formal hearing within the time outlined in the Code of Student Conduct, the findings set forth in that formal letter, including any accompanying sanctions, will be deemed final (i.e. student organization record will reflect that they were found responsible for the Code violation(s) and the sanctions will be enforced). All applicable deadlines set forth in the Code of Student Conduct will not begin to run until delivery of that formal letter.
If the student organization has been found responsible, disagree with the findings, and would like to request a formal hearing at the meeting, rather than waiting for the formal letter, student representative may do so by indicating this to the Student Conduct Investigator. Arrangements will then be made to schedule a formal hearing. If a formal hearing requested, the student representative will not receive a formal letter until after the formal hearing.
A decision that a student organization is responsible for a Code violation reached by the Conduct Body or a sanction imposed by the Conduct Administrator may be sent for review to the Vice President for Student Life (or designee) if a request for such a review is made within seven (7) calendar days of the delivery of the decision or sanction to the student organization. Such review requests shall be in writing on the form available through the Office of Student Conduct. This should be delivered to the Conduct Administrator or their designee. If a review request is not made within the seven (7) day time limit, the conduct decision and/or sanctions will be deemed final.
