Frequently Asked Questions

Information for: Students | Parents and Family Members | Advisors | Student Organizations

Students

I received a letter charging me with a student conduct violation at ISU - what do I do now?

The letter should state the charges and the summary for why you are being charged. The Office of Judicial Affairs (OJA) received a report alleging that you violated the ISU Student Conduct Code, and/or the Criminal Code of Iowa. The letter will state whether it is a minor or major case, by the ISU judicial classifications. You can find more details about the charges and the Student Conduct Code by reviewing the Student Disciplinary Regulations, which is also available in 1010 Student Services Building.

The letter also gives the name of the OJA staff handling your case, and provides a date deadline for you to schedule your hearing by calling the Dean of Students Office (294-1020).

If the letter states that the charges constitute a major case, and you do not wish to have your case resolved at the University level, you can request to have your case heard by an administrative law judge (under the Administrative Procedure Act, Chapter 17A of the Iowa Code). This request must occur within five business days of receiving the charge letter.

What is an administrative hearing?

An administrative hearing is a meeting with a staff representative from the Office of Judicial Affairs. During the meeting, the staff will discuss the incident with you, and you will have an opportunity to provide an explanation, ask questions, and receive information about the student disciplinary process. You will also have an opportunity to state whether or not you take responsibility for the incident. If you are found responsible, based on the information in the file and the information you provide during your hearing, there are various sanctions that could be imposed. Information on sanctions can be found at http://www.dso.iastate.edu/ja/sanction. Sanctions are impacted by the seriousness of the incident and if there are prior student disciplinary considerations. All students have the right to appeal any decision by a judicial representative.

What happens if I refuse to schedule a hearing appointment prior to the deadline given in the letter?

Refusing to schedule a meeting or neglecting to attend a previously scheduled meeting means that your voice is not heard in the matter. Also, the case may be decided in your absence. In some cases, failure to respond may result in an Administrative Hold may be placed on your account, preventing you from changing your course schedule and obtaining transcripts.

What types of issues or cases does the Office of Judicial Affairs have responsibility for resolving?

The Office of Judicial Affairs resolves complaints regarding academic misconduct and various other behaviors, including violation of Department of Residence Regulations, and violation of various state and local laws.

What are my rights in the judicial process?

As members of the Iowa State University community, students have both rights and responsibilities, which are described in the Student Disciplinary Regulations. Your rights in the student judicial process are included in the Administrative Hearing Notices sent to students.

Why is there a hold on my transcripts and/or course registration?There are two primary reasons you may have a transcript and/or registration hold on your account from the Dean of Students Office: (1) failure to schedule a meeting or respond to a letter from the Office of Judicial Affairs and (2) failure to complete sanctions as a result of a previous judicial decision. To address the hold and make arrangements for it to be released, please contact our office at (515) 294-1021. You may be asked to schedule a meeting for a later date.

What is the difference between a Major and Minor case?
The main distinction between a major and minor case is the potential sanctions resulting from the hearing.

If my case is a major case, will it be resolved in the initial meeting with a judicial representative?
For a major case, the default process for resolving a case is an All University Judicial hearing. When the student initially comes in to meet with a judicial representative, this option will be discussed. The student/campus organization may decide to waive the AUJ hearing, and instead request an administrative hearing. Based on the circumstances of the case, the judicial representative may grant this request or refer it to an AUJ hearing.

If an Administrative Hearing is held, and the student is found responsible, the result for a major case is typically an Agreed Resolution. These must be signed by the Dean of Students, the judicial representative hearing the case, and the student. The possible sanctions from an administrative hearing in major cases include any sanctions that may have been imposed in an AUJ hearing.

Will I be dismissed from ISU for this incident?
According to the Student Disciplinary Regulations, only cases determined to be major could result in a separation between you and the institution.

What types of sanctions can be imposed in my case?

There is a range of sanctions used by the Office of Judicial Affairs, from Disciplinary Reprimand to Expulsion from ISU. Many times, other educational sanctions may be imposed, such as educational referrals for an alcohol assessment or referral to the Academic Success Center. If damage to property is involved, restitution may be required as a part of the sanction plan. This list is not inclusive of all sanctions. Specific questions can be answered by calling our office at (515) 294-1021.

Will anything appear on my transcripts due to this incident?
Unless a student is suspended or expelled, individual student disciplinary records are kept confidential, and nothing from them appears on a student's academic transcript. If a student is suspended or expelled, a notation will be placed on the transcript that the student was dropped due to disciplinary action and is not eligible to enroll at Iowa State.

Can I have an advisor present at the hearing?
Respondents, complainants, and witnesses are each permitted to have up to two (2) advisors with them during the hearing. This person may be from within the University community (faculty, staff, student) or outside the University community. However, this person may not speak for you or on your behalf. Rather, the purpose of an advisor is to assist you in preparing for the initial hearing and for any appeal procedure.

What is the purpose of sanctioning students who have violated the Student Conduct Code?

Included among the purposes of the judicial process are promoting civility, respect, and integrity; providing a safe environment for members of the University and Ames communities; and addressing behaviors that contradict expectations of an Iowa State University student. Sanctions are the outcomes resulting from a violation in which a student is found responsible for violating the Conduct Code. The purpose of sanctions is to provide students with an opportunity to learn from experience and bring greater awareness of the impact of choices on themselves, others, and the communities of Ames and ISU.

Do you notify my parents/guardians about this?
Disciplinary files are protected under a federal law called the Family Educational Rights and Privacy Act (FERPA). Iowa State University does not generally disclose information regarding disciplinary hearings/situations with parents/guardians without your written permission to do so.

Will the hearing officer or All-University Judiciary be aware of any prior violations?

Prior violations are only considered in sanctions if a student is found in violation of university policy for the present incident. It is not considered when making determinations regarding students' responsibility for a violation.

What should I do if I have also been charged criminally? Isn't this double jeopardy?
The ISU judicial process is separate from the criminal court proceedings. If you've already been to court for the alleged incident, then you have fulfilled your obligation to any violation of Iowa Law. You have not, however, met your obligation for Iowa State University policy. Even if the courts found you "not guilty" or determined there was not sufficient evidence to hear your case in court, you must still meet with an Office of Judicial Affairs staff member to resolve the matter with the university.

Can ISU take judicial action if the incident took place off-campus?

Conduct off-campus which violates conduct regulations and presents a clear and distinct interest of the University is subject to disciplinary sanctions. Section 4.1.3 of the Student Disciplinary Regulations provides further explanation.

What can I do if I do not like the conduct decision made at the end of my hearing?
The appeals process is clearly outlined in the Student Disciplinary Regulations in Section 6. There are specific criteria upon which an appeal may be filed. Depending on the type of hearing in your case, the appeals process will be different.

How long are judicial files kept in the Dean of Students Office?
Judicial files are considered "educational records" and are normally maintained in the Dean of Students Office for a period of seven (7) years, after which the file records may be purged.

My internet connection has been blocked, what do I do?

If your internet has been blocked, there is a good possibility that you have not responded to an email sent to you by the Office of Judicial Affairs to address an allegation that you have shared or downloaded copyrighted material without permission. To resolve this issue, contact a member of the Judicial Affairs staff at (515) 294-1021.

Parents and Family Members

How will I know if my student is facing University disciplinary action?
Generally, the only way you will know if your student is facing disciplinary action will be if your student shares that information with you. Communicating with your student about how they are doing academically and socially is a helpful method of showing your student that you are supportive and concerned with their progress and adjustment to college life.

What records does FERPA cover?
With few exceptions, FERPA protects the privacy of all students' "education records." Education records are defined as any records which are directly related to a student and are maintained by an educational agency or institution. Common examples of student records protected by FERPA include grade reports and disciplinary files.

Can I be present during my student's hearing process?
Any two persons can serve as an advisor for students in the judicial process. Parents, family members, academic advisors, and friends are the most typical individuals asked by students to serve as advisors.

How can I best support my student in this process?
The most important way you can help your student is by being supportive while holding them accountable for their decisions if they were involved in the alleged incident. You can also help identify and encourage them to seek resources on campus for intervention opportunities regarding alcohol or drug use and abuse, anger management, and others so that your student can be successful at Iowa State. Finally, allow and expect your student to make the necessary arrangements to have this matter resolved. This includes setting appointments, attending meetings, and completing sanctions. When family members intervene and "take over" it is not generally educationally beneficial for the student or for effectively resolving the matter.

Where else can I find helpful information about student conduct?
You may choose to read "The Student Conduct Process: A Guide for Parents" (pdf), published and endorsed by the Association for Student Judicial Affairs.

Advisors

What does my advisee expect of me?
Your student or advisee may simply ask you to help them better understand the judicial process. If you have questions or do not fully understand the process, you are encouraged to contact the Office of Judicial Affairs at (515) 294-1021. Although the process is not intended to be stressful or surprising, the reality is that it may cause anxiety for some students. Listening to their story, providing support to them, and seeking information may be the best way to assist in this process.

What is my role in the disciplinary process?
Any two persons from within the university community (faculty, staff, or student) or outside the university community may advise the accused student or student/campus organization. University hearings are not court proceedings. The advisor may:

Advise the accused on the preparation and presentation of the case;
Accompany accused to all judicial hearings; and
Advise the accused in preparation and presentation of any appeal.

The advisor may not:

Present any part of the case for the accused. However, a student with a disability affecting communication or a student who cannot effectively communicate in the English language may seek a reasonable accommodation from the chair of the assigned hearing body to allow an advisor or interpreter to present or translate the case for the student;
Directly examine or cross examine witnesses; or
Disrupt or delay the proceedings.

Advisors not complying with university hearing procedures may be removed from the judicial proceedings.

Student Organizations

Are student organizations held to the same Conduct Code?
All registered student organizations are expected to follow the policies outlined in the Student Disciplinary Regulations.

What are possible sanctions for student organizations?
Sanctions for student organizations do not necessarily differ from those imposed on individual students. It will primarily depend on whether it is a major or minor case.

Review of these common questions does not substitute for reading and understanding the Student Disciplinary Regulations and the Conduct Code. This list is meant to answer questions students, organizations, advisors, and parents often have about the judicial process at Iowa State University.