What if you are referred to student conduct?

In cases of academic dishonesty disciplinary referrals and all other Student Code of Conduct violations, if the evidence suggests a violation, OSC contacts the reported students to notify them of the concern and offers the opportunity to meet.

Students referred for a Notice of Action are not required to meet with OSC and may do so at the students request as directed in the Notice of Action.

Students who fail to respond to a Notice of Conference waive their opportunity to meet. Additionally, holds may be placed on registration, transcripts, and graduation. Students who fail to attend a scheduled hearing waive their opportunity to participate in the hearing process.

Students: Tips for Avoiding Academic Misconduct

Almost all problems with academic work can be avoided with the following advice:

• Be honest at all times
• Know the rules and expectations for each class
• If you aren’t sure, ask first

The full policy, including the definition of Academic Misconduct, is available in our university manual.

Exams:

• Make sure all notes and books are away before the start of an exam
• Be careful to keep your eyes on your own exam, the front of the classroom, or somewhere else that's not suspicious
• Stop working when time is called
• Don’t speak to other students. If you need something, notify the proctor
• Don’t alter an exam in any way before submitting for a re-grade

Papers:

• Know what plagiarism is and avoid it. If you use words, images, or data you found elsewhere, clearly mark it as such and cite it
• If you run short of time, it’s better to submit nothing than a paper with un-cited work
• Never submit the same assignment in more than one class unless given specific permission from the instructor(s) to whom you are submitting the work

Working with others:

• All your work must be done by yourself, unless you are given specific instructions to work with others
• Don’t share or show your work to other students prior to grading
• Do not use solution manuals or online copies of previous graded coursework unless advised by the instructor

In general:

• Don’t make up false excuses if you miss something or need an extension
• If you need help, ask for it. In addition to your instructor, Sac State has resources to help.

Role of an Advisor

In meetings with the Office of Student Conduct, student respondents are entitled to bring an advisor (e.g.: friend, family member). Attorneys may not be permitted to serve as advisors, except under certain circumstances. Meeting requests sent by OSC typically indicate if an attorney may advise a student.

Students must speak for themselves in the conduct process. Advisors can frequently help students understand the conduct process, suggest questions to ask, or remind a student of important facts to bring up.

Both the Complainant and the Respondent may be accompanied by an Advisor of their choice at any meetings, conferences, interviews, or hearings related to the student conduct process.

Rights and Selection of an Advisor

• A Student charged, Respondent, will be informed of their right to an Advisor when they receive the initial notice of an alleged violation.
• The Student charged may:
  • Select an Advisor of their own choosing, or
  • Request the University to provide an Advisor.
• If a University-appointed Advisor is requested, the Student must notify the Student Conduct Administrator no later than five (5) days before the relevant meeting, conference, interview, or hearing.
• With written permission from the Student charged, the Advisor may receive updates during the conduct process.
• University-provided Advisors will receive training on the student conduct process and their role.

Advisors for Witnesses

Any witness who is an alleged victim of Discrimination, Harassment, Retaliation, Sexual Misconduct, Sexual Exploitation, Domestic Violence, Dating Violence, or Stalking may also be accompanied by an Advisor of their choice during the conduct process.

Role and Conduct of Advisors

Student conduct proceedings are intended to be educational, not formal legal trials. Although sanctions may be imposed, the process emphasizes learning and accountability.

Advisors are limited to:

• Observing and consulting with their advisee, and
• Providing emotional support during the process.

Advisors may not:

• Speak on behalf of the Student or Complainant,
• Actively participate in the proceedings, or
• Delay any part of the conduct process.

Advisors may provide comfort (e.g., passing tissues or water, offering quiet encouragement like “It’s okay”), but may not otherwise interact with their advisee during the hearing unless on a break. If an Advisor engages in inappropriate behavior, the Hearing Officer may issue a warning and, if necessary, remove the Advisor from the hearing or meeting as outlined in Article III.D.7 of the Student Conduct Process Policy.

Attorney Participation

• Each campus president determines, via campus directive, whether attorneys may be present in student conduct proceedings, excluding cases involving the CSU’s Nondiscrimination Policy.
• Regardless of campus policy, attorneys may serve as Advisors in the following situations:
  • Where criminal charges are pending based on the same facts as the conduct case, or
  • Where expulsion is a potential sanction.

Any person who wishes to have an attorney present as an Advisor must notify the Student Conduct Administrator in writing at least five (5) working days prior to the hearing. The notice must include the attorney’s name, address, and phone number.

Restrictions on Advisor Eligibility

An Advisor may not be an individual who has, or is expected to have, relevant information about the allegations and may be interviewed or called as a witness in the investigation or hearing.

Confidentiality, Records, and FERPA:

Student Conduct records are protected by the Family Educational Rights and Privacy Act (FERPA), a federal law that governs the privacy of student education records and access to those records. FERPA applies to all education records that are directly related to a student and maintained by the University or an agent acting on its behalf. These records are retained permanently for cases involving outcomes with 1-year suspensions or expulsion. For all other cases records are retained for seven years past the incident or five years past enrollment stoppage.

Under FERPA, information regarding a student’s disciplinary record is treated as part of the student’s education record and is not shared outside the Student Conduct Office except as permitted by university policy or law. Disciplinary information may be released to third parties only with the student’s written consent, in response to a lawful court order, or under one of the limited exceptions allowed by FERPA. In the absence of a valid waiver or court order, any release of information must comply with FERPA’s requirements.

For more information about your rights under FERPA, visit Sacramento State’s FERPA page:

FERPA — Records & Transcripts | Sacramento State

What FERPA means for Parents and Families:

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records, including Student Conduct records. Once a student enrolls at Sacramento State, FERPA rights transfer from the parent or guardian to the student—regardless of the student’s age.

This means the University generally cannot share information about a student’s conduct record with parents or family members without the student’s written consent, unless permitted by law under a specific FERPA exception (such as a court order).

Parents and families are encouraged to talk directly with their student about any concerns and to have the student contact Student Conduct if they would like assistance or have questions.

Learn more about FERPA at Sacramento State: FERPA — Records & Transcripts | Sacramento State

What FERPA means for Parents and Families:

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records, including Student Conduct records. Once a student enrolls at Sacramento State, FERPA rights transfer from the parent or guardian to the student—regardless of the student’s age.

This means the University generally cannot share information about a student’s conduct record with parents or family members without the student’s written consent, unless permitted by law under a specific FERPA exception (such as a court order).

Parents and families are encouraged to talk directly with their student about any concerns and to have the student contact Student Conduct if they would like assistance or have questions.

Learn more about FERPA at Sacramento State:

FERPA — Records & Transcripts | Sacramento State

Parental Involvement

Parents and families can be valuable partners in supporting student success and reinforcing community expectations at Sacramento State. The Student Conduct process is educational in nature and emphasizes student responsibility, accountability, and learning.

Students may choose to notify their parents or family members if they are referred to Student Conduct. With the student’s permission, a parent or family member may attend a Student Conduct meeting as an advisor. Students may have an advisor during the conduct process. Advisors may provide support to the student; however, the student is expected to speak on their own behalf, provide relevant information, and respond to questions during the process.

While the Student Conduct Office is responsive to parent and family concerns, communication about a student’s case is limited by the Family Educational Rights and Privacy Act (FERPA). The University cannot discuss a student’s disciplinary matter with parents or family members without the student’s written consent, unless permitted by law.

If a student wishes to authorize a parent or another individual to communicate with the Student Conduct Office regarding an allegation, the student must provide written permission to the office.

Returning After Suspension