Frequently Asked Questions (FAQ)

For Students

• What are the outcomes that I might receive for violating Standards for Student Conduct?
  You may receive one of the following status outcomes: Disciplinary Probation, Suspension, or Expulsion. You may also be assigned to complete a variety of educational outcomes that may include writing a research or reflection paper, or an apology letter, attending an event, and/or interviewing or meeting with a staff member. 
• How are outcomes determined?
  Outcomes are determined based on a number of factors including but not limited to: the severity of the incident, the student's level in school, the number of times the student has been referred to Student Conduct & Ethical Development, the impact(s) on others, and the level of accountability, reflection, and learning the student is willing to articulate during the educational conference (meeting). 
• What does disciplinary probation mean?
  Disciplinary probation is the most often status outcome assigned as part of a student conduct resolution. It is considered more serious than a Formal Disciplinary Warning, but less serious than a Suspension. While Disciplinary Probation will temporarily appear on your formal transcript during the active term of the probation, it is part of your Student Conduct Record and may be reported on Student Conduct Record checks. Additionally, if you are documented for a new incident, you potentially violated your probationary status and may be assigned more significant sanctions for the new incident, such as lengthened period of Disciplinary Probation, Suspension or Expulsion.
• Can I still take classes if I'm under disciplinary probation?
  Disciplinary probation (behavioral) is different than Academic Notice (GPA/Grades) and students may continue - and are encouraged to continue - taking classes and remain in active student standing.
• Will my disciplinary probation be part of my permanent record?
  Disciplinary Probation will be noted on your transcript during the probationary period and will be removed at its successful conclusion. The term "Disciplinary Probation" will appear, but not the reason why. This information is available to anyone who has reason to access your transcript or those with whom you choose to share it, such as potential employers, scholarship sources, or other universities. The file that contains information about your case will remain in Student Conduct & Ethical Development, typically for seven years following the conclusion of your probation per student records mandates within FERPA. 
• Will disciplinary probation affect my eligibility to get involved in student leadership positions?

  You are able to join clubs as a new member; granted that it is not an "Executive Board" position. However, Disciplinary Probation does limit your eligibility in applying to be an O-Team Leader, Community Advisor, Housing Desk Assistant, ASI Student Government position, and applying to be a new Fraternity or Sorority Life Member (only for the period of time that the disciplinary probation is active). Check with the student organization you are interested in to see what their eligibility requirements are. 

  While this may be a temporary hindrance, you will be considered eligible once the disciplinary probation ends and you are back in "good student standing" with the University. This requirement is not only a CSU-wide policy for many Student Organizations, but also was reiterated by the CSUSM Fraternity & Sorority Life student leaders who voted for student standing verification to be an eligibility requirement for new members to uphold the values of all our Greek Life organizations. 

• What happens if I do something wrong while on disciplinary probation?
  It means that you may be separated from the community, usually by Disciplinary Suspension for a minimum of one semester. The general period of suspension is one academic year, or two semesters, with suspension beginning immediately, regardless of the time in an academic semester. This means that if you are suspended after the refund or add/drop period, you will receive no academic credit for the semester or refund of your tuition fees. In addition, you may need to repay any financial aid already awarded for the semester. 
• What does suspension mean?
  Suspension means that your status as a student at CSUSM has been temporarily stopped. You may not take classes either here or at any of the campuses of the California State University System during your suspension. In some cases, your suspension will be extended to deny you permission to be physically on any of the campuses without prior approval. Certain conditions might apply to when you return to campus based on the final conduct decision. Your Suspension will be noted on your transcript during the suspension period and will be removed at its successful conclusion. Students who are suspended for a year or more will need to reapply to attend CSUSM once the suspension is over. Suspensions of a year or more are permanently noted on a transcript. 
• What happens if I do something wrong after I'm no longer on disciplinary probation?
  Further violations will be treated as repeat offenses whether you are on active probation or not. The difference is generally in the severity of the sanction, such as duration of the probation or suspension, when it begins, and what conditions might be included. 
• What happens if I do something wrong after I've finished my suspension?
  Students who continue to choose to violate the University's rules and policies will be permanently separated from both the campus and the system by means of expulsion. Expulsion (Latin for "forcibly ejected") is a permanent sanction and means that you are prohibited from returning to this or any other CSU Campus of the California State University System as a student. Expulsion is permanently noted on the academic transcript. 
• What does a disciplinary warning mean?
  While a Disciplinary Warning is not considered a formal status outcome, it will come in the form of a formal written outcome letter cautioning you to adhere to the Standards for Student Conduct and adjust behavior accordingly. Violation of the Standards for Student Conduct may impact your standing with the University and risk your ability to continue as an active student. Any additional violation of the Standards for Student Conduct for which a student is found responsible will be regarded as a second offense and more severe outcomes are likely for repeated violations.

For Families & Supporters

• Will I be notified if my student is documented for an alleged incident?
  No. Due to the Family Educational Rights and Privacy Act (FERPA), you will not be notified of an incident. Student Conduct & Ethical Development encourages students to speak with their parent/guardian about all violations of the Standards of Student Conduct.
• Can I discuss my student’s involvement in the alleged incident with a conduct official?
  Parents/Guardians can be connected with a student conduct officer who can discuss the student conduct process with you. Details specifically related to the incident will not be discussed unless your student has provided a FERPA Waiver allowing us to discuss the student matter with you.  
• Can I attend my student’s conduct meeting?
  Students are permitted to bring one advisor to meetings or hearings according to the guidelines in the Student Conduct Process. If you are an attorney, you may only attend if the circumstances below apply. 
• Can my student have an attorney attend the conduct meeting?

  Anyone with a law degree or a licensed attorney is only permitted to serve as a Conduct Advisor in University Student Conduct Systems meetings or hearings where students: 

  1. Are involved in incidents when there is a concurrent criminal charge.
  2. Are facing Title IX/Discrimination, Harassment and Retaliation charges.
  3. May be expelled from the university 

  Student Conduct & Ethical Development must receive prior notice in all instances where an attorney is requested to serve as an Advisor. The Advisor’s role, including the role of an attorney, is passive. Conduct Advisors may provide guidance and support, but do not actively participate in the student conduct process and may not speak on behalf of the student.

• Are there other advisors available who understand the student conduct process?

   We have volunteer staff trained as Student Conduct Process Advisors (SCPAs) that can help your student navigate the process. 

• My student was suspended. What does this mean? 

  Suspension is an involuntary separation from all campuses of the California State University System for a specific period of time.  

Hearing Process FAQ

• What is the difference between an Educational Conference and a formal hearing?

  The initial meeting with the Student Conduct Officer serves as the Educational Conference. The majority of cases are resolved during this initial meeting. A formal hearing may be scheduled under any of the following circumstances: 

  • the student does not agree with the findings of responsibility and/or the outcomes of the Educational Conference or; 

  • the student fails to make an appointment or otherwise respond to the Student Conduct Officer 

  Regardless of a student's plans to attend CSUSM in the future (for example, if a student is academically disqualified while in the midst of the student conduct process), an outcome must still be decided on. If a student is not enrolled, the conduct process will progress as appropriate. 

• Can I have an advisor attend the formal hearing and what is their role?
  Yes, you may ask one person to serve as an advisor during the formal hearing. An advisor is there to provide the student with support, however, may not speak on the student’s behalf. If you invite another person into the hearing, you are providing authorization for that person to hear information about the allegation. To learn more about the role of the advisor, review CSU Systemwide Student Conduct Procedures, Article II, Section C (Advisors). 
• Can I have an attorney represent me for the Educational Conference or formal hearing?
  Under current University policy, the advisor may not be an attorney except in cases where a.) expulsion is a proposed sanction b. criminal charges have been filed related to the same incident or 3.) there is a finding of responsibility for a Title IX or Discrimination, Harassment or Retaliation violation. However, nothing precludes you from consulting with an attorney prior to the Educational Conference. Students are encouraged to review Article III, Section D (Attorneys) of CSU Systemwide Student Conduct Procedures to learn more about the role of attorneys in the Student Conduct process.
• How do I prepare for a formal hearing?
  In preparation for the formal hearing, you are encouraged to review CSU Systemwide Student Conduct Procedures, Article IV, Section H (Hearing on Sanctions). Carefully review the handout sent to you in your notice of formal hearing titled “Prepare for a Hearing.” 
• What is considered evidence?
  Documents provided by the university or student and/or testimony that witnesses can provide that are relevant to the case. 
• What if I change my mind & I want to accept the recommendations that was offered?
  At any time before or during the hearing, you may decide to accept the sanctions offered from the Resolution Agreement. 
• Am I found automatically responsible if I miss the hearing?
  No, however the hearing will continue as scheduled, and the Hearing Officer will make a decision based on the evidence presented. The Hearing Officer makes a recommendation to the CSUSM President's designee (Vice President of Student Affairs) who then makes the final decision. 
• Can I appeal if I don’t agree with the outcome of the formal hearing?
  You cannot appeal the outcome of the formal hearing. The decision from the CSUSM President’s designee is final. For cases involving a violation of the Interim Nondiscrimination Policy, students have the option to file an appeal of the findings to the CSU Chancellor’s Office. 

For Faculty & Staff

• 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.