Faculty & Staff Guidance

As a faculty or staff member, you play a critical role in maintaining a safe, respectful, and supportive campus.

Below is a guide to: 

• • The Student Conduct Process
  • Who to Call for Students in a Crisis 
  • What Conduct should be reported?
  • Where to File a Report
  • What happens after a Faculty Referral is recieved by Student Conduct & Ethical Development?
  • Supporting Students Involved in a Case
  • Requesting a Consultation/Questions

The Student Conduct Process

The student conduct process is the same for all campuses of the California State University System. The following hyperlinked flowchart provides the highlights of this process: The Student Conduct Process. 

Faculty and staff may be asked to provide factual evidence (e.g., course records, emails) or respond to inquiries about student performance or behavior. 

Confidentiality, FERPA, and Privacy 

• Student conduct records are protected, and disclosure to third parties (including faculty and staff, parents or guardians) is limited unless the student consents or specific legal exceptions apply. 
• Faculty/staff should avoid informal discussion of conduct matters outside official channels. 

Classroom Conduct & Preventive Teaching Practices 

While not always a formal “conduct” role, faculty/staff can proactively reduce violations: 

• Include an academic integrity statement in your syllabus  
• Clarify expectations for collaboration, citations, and use of AI or external sources 
• Monitor assessments and use varied formats (in person as well as take home) to reduce cheating opportunities 
• Address disruptive behavior by setting clear norms, intervening early, and referring students to support  

Who to call for Students in Crisis

Having a multitude of resources on campus is a wonderful thing, however it can get confusing about who to call in various situations. This decision tree is designed to help. When in doubt, always call 911! 

What Conduct should be Reported? 

Sometimes you may witness behavior or learn information that could involve a potential violation. Your role is to submit factual reports so Student Conduct & Ethical Development can review or investigate and determine next steps. 

• Faculty/Staff Should Report:
  • Disruptive Student Conduct that continues after the student has been addressed and written feedback and documentation have occurred. 
  • Behavior that is intentionally threatening or intimidating. 
  • All suspected acts violating the Academic Integrity Policy (cheating, plagiarism, unathorized use of AI, etc.)
  • All other behaviors that violate University Policy

Where to File a Report

Faculty, Staff, and Community members who have observed concerns listed above, should report them promptly by using the links below. 

• Academic Dishonesty: cheating, plagiarism, and other forms of academic dishonesty. 
• Violations of the Standards of Student Conduct: Any other suspected violations of CSUSM Policies. 
• Title IX or Discrimination, Harassment or Retaliation violations: bias-based behavior targeting a protected status, including sexual harassment, sexual misconduct, dating or domestic violence, or stalking.
• Hazing: forced or harmful initiation practices.
• Other Conduct of Concern: conduct that does not violate CSU policies or local, state or federal laws and therefore does not warrant disciplinary action, but that nevertheless negatively affects the learning, living or working environment of the university community. 

What Happens After a Faculty Referral is received by Student Conduct & Ethical Development?

Supporting Students Involved in a Case

When a student is involved in a conduct case, a faculty or staff member can act as a conduct advisor to help students navigate the process with confidence and understanding. If you are willing to serve in this capacity for a student, complete this CSU training. 

• Listen and validate: Allow them to share their perspective without judgment. 
• Explain what to expect: Walk them through meetings, hearings, and possible outcomes as described in the CSU Student Conduct Process 
• Help them prepare: Assist in organizing statements, gathering evidence (like emails, photos, or witnesses), and rehearsing what they might say — especially for hearings. 
• Encourage use of resources: Guide them toward counseling, the Cougar Care Network, Disability Support Services or academic resources as needed. 
• Emphasize choice and responsibility: Remind them that participation, honesty, and meeting deadlines matter. 
• If you are not comfortable serving as an advisor to students in this process, please be honest with the student and encourage them to select a Student Conduct Process Advisor (SCPA) to support them. These SCPAs are staff volunteers who have been trained on the student conduct process and the role of advisor. 

Questions?

If you are unsure about the concern or situation with the student(s), or would like to first meet & consult with a member of the Student Conduct & Ethical Development Team prior to submitting a formal referral, start by Requesting a Consultation. 

Frequently Asked Questions

• If I suspect that a student is engaging in academic dishonesty but cannot confirm it, am I required to report it?
  Yes. According to the Academic Senate Resolution and CSU Systemwide Student Conduct Procedures, all cases of alleged or suspected academic dishonesty must be reported to the Dean of Students Office. We approach these cases with care and aim to ensure consistency while tracking all reports. It is important to address the concerns with the student to help prevent any potential academic misconduct in future courses.
• Should I meet with the student to discuss the alleged academic misconduct?
  It is advisable to meet with the student to discuss the suspected academic misconduct before reporting the incident to our office.
• How do I go about conducting the meeting with the student to discuss their alleged academic misconduct?
  We recommend considering the following steps:

   

  1. Inform the student that, according to CSUSM's Academic Integrity Policy, you are required to refer the case—whether suspected or confirmed—to the Dean of Students Office for further investigation and processing.

   

  2. Clearly explain this process to the student. Doing so will help reduce any anxiety or confusion they may have about why our office is reaching out to them and prepare them for a discussion about the incident in question.

   

  3. If a face-to-face meeting is not possible, reach out to the student to schedule a meeting via phone, Zoom, MS Teams, or email to listen to their perspective on the allegations and any concerns they may have.

   

  4. Please take notes to document the conversation for the academic dishonesty report. Another faculty member (or Department Chair) may attend the meeting to take notes, so you are able to be fully present in your conversation with the student. Remind the other faculty in attendance to keep the meeting and discussion confidential per FERPA. 

   

  5. If multiple students are involved in the case, it is recommended to meet with each student separately.
• I have reported the confirmed or suspected academic misconduct to the Dean of Students' Office. How should I handle the student's grade for the assignment or exam?
  If you have reported the confirmed or suspected academic misconduct to our office, you then need to decide how to handle the student's grade for the exam or assignment. You can determine or propose a grade or a make-up assignment for the student, depending on the severity of the dishonesty. As the professor, you have full authority over the grades for the assignment, exam, and course. If needed, you can discuss grade decisions with your Department Chair to ensure consistency. Please note that we cannot inform you of the outcome of the case, so you should proceed with grading the exam or assignment as you see fit.
• The student mentioned that they are already on Disciplinary Probation and expressed concern that reporting them could lead to suspension or expulsion. Is this accurate?
  Please consult with us—there may be limited information we can provide to faculty based on what the student has communicated. Each case is treated individually, taking into account various factors:

   

  • The student's willingness to be honest, reflective, and remorseful regarding their violations. This includes their ability to explain their decisions and identify any underlying issues that need attention to help them make better, more informed choices in the future.
  • The student's University conduct history, current disciplinary status, and academic standing.
  • The severity of the incident and violations (both previous and current), as well as the likelihood of future or ongoing violations.

  Lastly, it's important to note that students often confuse their Housing Conduct standing with their University Conduct standing, especially if they live in University Housing. A student residing in University Housing may be on "Housing Contract Probation" for violating Student Housing Policies, but this does not imply any prior University Conduct violations.
• Will a student lose their financial aid, scholarship, or grants if I report them?
  This rarely occurs. Students typically only lose financial support if their case results in suspension or expulsion. In these situations, the student's behavior has likely violated not only CSUSM's Academic Integrity Policy but also safety-related policies throughout their time at CSUSM.
• The student confided in me about other personal struggles they are facing, and I am concerned that reporting their conduct may worsen their situation. Is it still necessary to report their behavior?

  Contrary to the stigma surrounding Student Conduct, we take a care-centered approach in our conversations with students. We aim to support and guide them during what could be a challenging time in their lives. Many students are surprised and grateful for the supportive, caring, and effective interactions they have with our team. We frequently refer students to both on-campus resources at CSUSM and off-campus support to help address the stressors that may have contributed to their dishonest behavior. Often, personal struggles are the underlying reason for a student’s actions and decisions.

• Will I be notified of the outcome of the case?
  No, you will not be notified. We will meet with the student(s) you referred and follow the CSU Student Conduct protocols, which do not allow us to share the outcome or any sanctions with you. After each semester, we provide a report to the Executive Committee of the Academic Senate that includes aggregated data for that semester, such as the number and types of academic dishonesty cases reported and the disciplinary actions taken.

   

• Do you offer presentations on educating students about academic misconduct?
  Yes, our office provides presentations that educate students on academic misconduct and our campus policies regarding academic integrity, and tips for academic success. If you are interested in having us present to your class, please email our team at dos@csusm.edu and msullivan@csusm.edu.