Frequently Asked Questions
We receive reports from people all throughout the campus community. When we receive a report, we will set up an administrative conference with the respondent student. During this meeting, the Conflict Resolution Facilitator and the student will talk about the conduct process, the incident reported, and how the student wants to proceed. Students do not have to decide that day what they want to do that day. This meeting is just a chance for the CRF to explain the conduct process and get a better understanding of what happened from the students perspective.
When students decide to attend Grand Valley State University, they agree to follow the policies and procedures outlined in the Statement. The Office of student conduct and conflict resolution oversees looking into reports that the statement has been violated. The conduct process is the procedure that we follow when looking into cases. The process ensures due process, participation, and conflict resolution for all parties involved.
In section 4.0 of the statement, it outlines Student/University-Affiliated Organizations Rights and Responsibilities. These are the right students are entitled to but also what the university expects of students during the conduct process. The student conduct process has been developed in a way to follow these rights and responsibilities. This was done intentionally to safeguard the rights of students. In addition, students can deny responsibility for an allegation are entitled to a hearing. Even if a student is found responsible at the end of a hearing, they are allowed to submit an appeal. Conflict resolution facilitators will be able to provide information and guidance for students throughout the process.
During an Administrative Conference, a student will meet with a Conflict Resolution Facilitator (CRF). The administrative Conference is an opportunity for the student to discuss the incident with the CRF. In addition, the CRF will explain the conduct process and the students options of how they want to move forward. If a student accepts responsibility for the incident the CRF and the student can proceed with the informal conduct process. This involves the student and the CRF coming to an agreement of what the student needs to do to move forward and close the case. If a student chooses to deny responsibility, the CRF will explain that process to the student. This would entail scheduling a hearing with a trained Hearing officer and the student explaining their side of the story. The student does not have to decide what they want to do during the administrative conference. They have 3 business days to decide what they want to do.
A hearing happens when a student decides to deny responsibility or if a student refuses to have an administrative conference with a CRF. Before the hearing, student have an opportunity to collect evidence to support their case and see the evidence the complainant has provided. Once this has been collected by the CRF, a hearing packet is created and shared with everyone attending the hearing. All hearings are recorded and the property of Grand Valley State university. No other recording devices are allowed. The hearing will consist of the student, the hearing officer, the CRF, and in academic cases the instructor is invited to come but is not required to. Included in the hearing packet is a script that the hearing officer will read off during the hearing. This will prompt people during the meeting, so they know when it is their time to speak. The complainant or CRF will explain the information that OSCCR received about the complaint. Then the student will have a chance to present any evidence they have and explain their side of the incident. Then the hearing officer will have an opportunity to ask questions. The student is also allowed to bring witnesses to the hearing if they would like. After questions both sides are allowed to give a final statement and the hearing officer is allowed to ask any more questions. Once the hearing is over the hearing officer will have time to review the evidence presented. Then they will make a decision on whether they believe the students are responsible or not. With the decision the hearing officer will also provide a rational and any recommendations for restorative measures if applicable.
When a CRF is deciding what restorative measures the student will be assigned they consider several factors. If this is an academic case the instructor will recommend an academic penalty for the student. This can be anything from an assignment failure, grade reduction, to course failure. These are not pre-set or pre-determined because every case, class, situation, and instructor is different. The CRF will always go with the recommended academic penalty unless the recommended penalty is inappropriate or way out of line with what is usually assigned in similar situations. With other Restorative measures for general cases or additional restorative measures for academic cases the biggest consideration we consider is what does the student need? When we meet with students during their administrative conference, we ask them what happened and why they think it happened. From there we can assign restorative measures that we believe will help the student not commit the violation again. We also take into consideration the students prior conduct history. If they have committed a similar violation in the past, it is important for us to consider what restorative measures we have already tried and make sure we take a different approach. If other campus partners are involved in the case, we also consider what they feel is appropriate. Every case we see is different and we consider many distinct factors when assigning restorative measures.
Yes, you can obtain a copy of your report once the case is resolved. When you go through the process, we will show you the incident report and other details of the case.
Disciplinary records are protected under FERPA Family Education Rights and Privacy Act of 1974 (FERPA). This means that this information is private and will not be shared with anyone unless the student requests it. If a parent or gradian wants access to information regarding their students case they will have to have the student fill out a FERPA release form.
A student does not respond to an incident the conduct process will continue without them. If a student refuses to attend an administrative conference, then the CRF will schedule a hearing. The student will continue to be notified through the process and they can start participating at any time.
Yes, even if a student has come to an understanding with their professor, they still need to have an administrative conference with a conflict resolution facilitator. This is for several reasons, but the most important is ensuring due process for students if they do not feel they have committed academic misconduct. This is also we can set the student up with resources and tools so that they do not commit academic misconduct again. Instructors are required to report if they believe an academic misconduct has occurred and they want to impose an academic penalty.