Frequently Asked Questions

Q: How am I notified about a possible student conduct violation?

A: We will contact you via your WOU email address. It is your responsibility to check your WOU email regularly and often for University correspondence. The email may come either from one of our staff or through a system called “Maxient” that will prompt you to input your V number to view your letter.

Q: Why would I be sent a notice to contact the Office of Student Conduct?

A: You’ve received a notice to contact the Office of Student Conduct because you were involved directly (or indirectly) in a case that potentially violates either the Code of Student Responsibility or The Guide to Residential Living. Our office acts upon information we receive from Campus Public Safety, faculty, staff, students, law enforcement or other members of the community about possible violations.  The Office of Student Conduct investigates the matter, and when warranted initiates the conduct process.

Q: I’ve received a charge letter. What do I do now?

A: During the conduct process you have the responsibility to take prompt action to resolve the matter by:

• Contacting the email or phone number listed in your charge letter to schedule a meeting.
• Meeting with the conduct adjudicator who issued you a charge letter.
• Choose to have your case heard in that meeting by the person who issued the letter or have your case heard by the Student Conduct Committee.
• Completing any sanctions if you are found responsible for violating the Code of Student Responsibility or Guide to Residential Living.

Q: What can I expect at a meeting?

A:  You will meet privately with one of the following hearing officers depending on your case: Director of Student Conduct, a Resident Director, or the Dean of Students. WOU’s student conduct policies, procedures and the different types of hearings are outlined in the Code of Student Responsibility. You will select a hearing process. Most students choose to have their case heard by whomever they are meeting with. However, you do have the right to request a hearing with the Student Conduct Committee, which can sometimes take up to an additional month before the Committee hearing happens. The hearing, whether with a staff member or the Student Conduct Committee, is an opportunity for you to provide information about the alleged violation. After the incident has been discussed, a decision will be made on whether or not a violation occurred and whether or not you are responsible.

Q:  Will my parents be notified if I am found responsible for a violation(s) of the Code to Student Responsibility or Guide to Residential Living?

A: No.

Q: How long does the conduct process take?

A: You have the right to 5 business days after the date listed on your charge letter to schedule a hearing with a hearing officer. In your notice, an email or phone number will be provided for the assigned hearing adjudicator so that you can schedule a meeting. During that 30 minute meeting, the incident will be discussed. If information is presented that requires additional verification or the hearing officer or yourself needs more time, the process will continue until another meeting can be held to discuss that information. Within 5 business days of the meeting, you will receive an outcome letter via your student email that will indicate whether you are responsible for the violation(s) and if you need to complete any sanctions or other actions.

If you choose to have your case heard by the Student Conduct Committee, the process could take a few additional weeks.

Q: What if I disagree with the decision made in my case?

A: You have the right to appeal the decision made by a hearing officer or by the Student Conduct Committee. You can appeal either the finding if you are found responsible OR you can appeal the sanction(s). It is your responsibility to initiate this process and follow it through.  The appeal process is outlined in the Code of Student Responsibility. You have 5 business dates from the date your decision letter is sent to file an appeal.  Appeals are submitted via the online Appeal Form.

Q: What are my rights?

A: During the conduct process you have the following rights:

• To have knowledge of the charges and accusers.
• To challenge the statements of the accusers.
• To request a hearing with the Student Conduct Committee.
• To be notified in writing of the outcome of the hearing within five working days while the University is in session.
• To appeal sanctions if any are assigned.

For a complete list of rights, please review the Code of Student Responsibility.

Q: I am involved in a case with police off campus. Why do I need to also do what the Office of Student Conduct is asking?

A: If you violate any federal, state or local laws, it is also a violation of the Code, which means that applies to your off-campus behavior. The Office of Student Conduct wants to help you become accountable for your personal behavior, but to also understand what it means to be a member of a community. While we try to work with local law enforcement when applicable or possible, we are two separate systems with two different methods of accountability.

Q: What does it mean to have a judicial hold on my account?

A: A judicial hold on your account can mean several different things, which include but are not limited to, needing to schedule a meeting with a hearing officer or failure to complete a sanction. With a judicial hold on your account, you will be unable to conduct most forms of business with the University, including registering for classes.

If you have a judicial hold on your account, you need to come to the Office of Student Conduct (located in WUC 203) or call 503-838-9318 for assistance.

Q:  Does being held responsible go on my criminal record?

A: No, being found responsible for a violation in the Code to Student Responsibility only creates an University conduct record.

Q:  How long are conduct records kept?

A: The Office of Student Conduct holds onto all conduct files for seven years with the exception of expulsion files, which are kept for seventy-five years. When the record’s retention rate has passed, the files are destroyed.

Q: Who has access to my conduct record?

A: The Office of Student Conduct is responsible for the privacy of your conduct record. The Office of Student Conduct will not release your information to any person or any agency without your consent.

The Office of Student Conduct is unable to discuss your conduct record with anyone including parents or family members unless you have completed a Release of Information form.

Some professional positions require a person to complete a background check. During this process, you may be asked to consent that your records be released to the requesting agency. With appropriate authorization, the Office of Student Conduct may release details about your conduct history to the requesting agency.