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Information for Respondents

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A respondent is any student or student organization accused of violating the Code of Student Conduct.

It is essential for respondents to fully read and understand any correspondence they receive from the Office of Student Conduct & Academic Integrity. All correspondence will be sent to the respondent's official University email address. The email will include a link to a secured site where you must sign in to ensure the privacy of your information.

Students accused of violating the Code of Student Conduct will be advised of the allegations via a Notice of Alleged Violation that is sent to the student's official University‚Äźsupplied email address. The Notice will cite relevant portions of the Code allegedly violated and will invite the student to meet with a Conduct Officer at a specified date, time and place for either a conduct conference or hearing.


Conduct Conference Vs. Hearing

Quality Conduct Conference Hearing
Reviewed for separation No Yes
Complex details / Information No Yes
Witnesses invited No Yes (as needed)
Notice prior to meeting 3 business days 5 business days
Access to information Prior to confernce Prior to hearing
Appeal possible No Yes
Advisor welcome? Yes Yes (Strongly encouraged)
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Events in Conduct Conference or Hearing

During

  • Introductions
  • Explanation of student conduct system and resolution process
  • Repondent provides his/her version of the incident
  • Review reports and other information
  • Witnesses provide statements (if applicable)
  • Respondent shares additional information

Afterward

  • Conduct officer decides if student is responsible or not responsible
  • Outcome letter sent to University email
  • Survey invitation sent to University email
  • Sanction reminders sent to University email five days before due date (if found responsible)
  • Registration Hold placed on account if sanction(s) not completed on time


Conduct Conference/Hearing Logistics

Scheduling

Conduct Conferences and Hearings are scheduled around a student's class schedule. A conduct conference/hearing may be rescheduled if the request is for reasonable cause. Conduct conferences/hearings are not normally postponed because of a respondent's work schedule conflicts with the scheduled conduct conference/hearing, a preferred advisor is unavailable, or because related criminal charges are filed and pending in court.

Advisors

A respondent may choose an advisor from the University community (a current student, faculty member, or staff member) and have that advisor present during the conduct conference or hearing. An advisor may have no other role in the hearing (such as a witness), and may not be a lawyer unless related criminal charges are filed and pending. An advisor's role is limited to providing unobtrusive assistance and support to the respondent before, during, and/or after the hearing. In concert with this role, advisors will not be permitted to speak or otherwise participate directly in any hearing, or make requests on behalf of the student.

Respondents are strongly encouraged to meet with an advisor prior to participating in their hearing. Respondents must provide the Conduct Officer with notice of their intent to be accompanied by an advisor no later than 2 business days prior to the respondent's scheduled conduct conference or hearing. The respondent will be expected to provide a signed consent designating that person as the advisor and permitting the University to communicate otherwise private information.

Witnesses (Hearings Only)

A witness is regarded as someone who has personal knowledge of the incident at issue. Witnesses may have no other role in the hearing, such as an advisor, and should be present only during their opportunity to provide information and answer questions. The Conduct Officer will decide whether the respondent or complainant may question witnesses directly, or if questions must be submitted to the Conduct Officer, who will decide which of the questions to ask. Character witnesses are not relevant and therefore not permitted.

Should a respondent seek to invite any witnesses not identified in the Notice, it will be the student's responsibility to email a list of witnesses and a summary of each witness's expected statements to the Conduct Officer no later than 2 business days prior to the respondent's scheduled hearing. Witness lists for panel hearings should be emailed to the Director no later than 2 business days prior to the respondent's scheduled hearing.

Remote Participation

Any party, including the respondent or any witness, may participate in a conduct conference or hearing remotely by way of telephone, videoconferencing, or other appropriate means provided the identity of the person participating remotely is known to all parties and all other guidelines and procedures described in the Code of Student Conduct are followed.

If you have any questions or concerns, please contact the Office of Student Conduct & Academic Integrity at 757-683-3431 or oscai@odu.edu


Respondent Resources



Code of Student Conduct

The following links will take you to relevant sections of the Code of Student Conduct for the following topics:


If you have a question that was not addressed here, please contact us.



Report a Violation

If you need to report an emergency, do not use these forms. Instead, call the Old Dominion University Police at (757) 683-4000, or dial 911. To report a crime anonymously, please visit the ODU Police Report a Crime Webpage .

Report a Student Conduct Violation 

Any person may use this form to report a suspected violation of the Code of Student Conduct. The reporting party must provide their name and incident details.

Report a Housing/Residence Life Incident 

Students or staff of Housing & Residence Life may use this form to report violations of the Code of Student Conduct that occur in housing.

Report an Academic Integrity Violation 

Faculty members who suspect a student may have engaged in an Academic Integrity violation are strongly encouraged to consult with OSCAI staff.