The following are questions frequently asked by parents regarding disciplinary matters: 

1. My student called upset that he/she was documented by the University Police. What happens next?

All issues of non-academic misconduct are evaluated by the Office of Student Judicial Services to determine whether a student should be charged with a violation of the "Code of Student Conduct." Not all students are charged with a disciplinary violation in all circumstances; sometimes an administrative warning is appropriate. Decisions whether to charge a student and with what type of violation are made on a case by case basis. For a list of prohibited conduct, please see Article 11 of the "Code of Student Conduct."

2. My student is charged with a disciplinary violation. Does he/she have the opportunity to defend him/herself?

Yes. Every student charged with a disciplinary violation is afforded the opportunity to explain what happened during the incident in question and to present additional relevant information through witnesses or other means - regarding his or her involvement. Students faced with potential sanctions that include cancellation of his or her Housing License Agreement, suspension, or expulsion from GW will have their case(s) heard by the The University Hearing Board. All other cases are heard through Disciplinary Conferences. DCs are heard by a member of the SJS staff or their designee, depending on the circumstances of the case. Decisions regarding the method of adjudication of student cases are made by the Assistant Dean of Students or designee.

3. Can I intervene on my student's behalf?

Parents do not have a direct role in the student judicial process. GW students are adults, and the University treats them as such. Students are responsible for their behavior while enrolled at the University, and they are expected to discuss their actions and be held accountable for any misconduct. Parents are, however, useful allies in the University's mission to educate students outside the classroom. SJS strives to show students that certain behaviors are unacceptable in the GW community and teach them to avoid future negative situations. Parents are most helpful to their student when emphasizing their student's responsibility to live up to the minimum expectations of the University community. SJS staff members will answer parents' questions regarding the disciplinary process, but the student must be responsible for his or her behavior.

4. I pay the bills; I want to know what is going on. Why can't SJS tell me the details of my student's case?

The federal Family Educational Rights and Privacy Act of 1974 (FERPA) prohibits educational institutions from disclosing information from a student's educational record to any third party including parents without the student's consent. This law was enacted partly as a reaction to the outcries of the "baby boom" generation in the wake of the turbulent times during the Vietnam War. Because Congress was displeased that colleges and universities were sharing information with parents, the government, and the media - information students believed should be confidential - lawmakers extended federal privacy protection to all educational records.

The University strictly adheres to the provisions in FERPA, but there are exceptions in the law. Parents of a student under 21 years of age may be notified by the University if their student is involved in an alcohol-related or drug-related disciplinary case. Even with these provisions, the best way to ensure SJS staff members can fully address parents' concerns is to have the student come to SJS in John Quincy Adams House and sign a waiver granting parental access to his or her records. Once the student signs a FERPA waiver, SJS staff members will fully discuss the student's case with anyone listed on the waiver.

5. So if my student's records are confidential, why did I get a phone call/letter from the University about an alcohol/drug violation?

FERPA's provisions are not absolute; there are limited exceptions. The Higher Education Reauthorization Act of 1998 allows colleges and universities to contact the parents of students in disciplinary cases involving drugs and alcohol. The University's parental notification policy provides for different types of contact depending on the type of violation:

• The parents of students hospitalized for drug or alcohol use are contacted within 48 hours via telephone by the Associate Dean of Students or designee, who also will send a follow-up letter.
• The parents of students found in violation of an alcohol violation are contacted via letter by the Associate Dean of Students or designee.
• The parents of students found in violation of a drug violation are contacted via letter by the Associate Dean of Students or designee.

6. My student is involved in a drug case. Will my student lose his or her housing? What if we can't afford off-campus housing? Do we get a refund?

The standard recommended minimum sanction for students found in violation of a drug offense is loss of University housing, participation in a drug education assignment or assessment, a fine, and disciplinary probation for one year. Students who lose their housing for disciplinary reasons are not entitled to a refund. This regulation is included in the "Code" and in the 2008-2009 Residential Community Conduct Guidelines.

The most common reason for a student to lose his or her housing is for possession or use of illegal drugs, but students can lose housing for other infractions. Factors that do not relate to the student's behavior at the time of the incident (e.g. financial situation, health conditions, character evidence, grade point average, etc.) are not considered by the University Hearing Board or the Disciplinary Conference Officer in determining the facts of the case and recommending sanctions, when necessary.

7. I am not happy with the University's decision in my student's case. What can I do?

The University's student disciplinary system is intended to encourage students to take responsibility for their behavior. Because of this principle, parents do not have a defined role in the disciplinary process. The "Code of Student Conduct" allows for appeals based only on new information relevant to the case not presented at the original hearing that significantly alters the finding of fact. In accordance with the "Code of Student Conduct," appeal requests for any other reason (e.g., severity of sanction) will not be forwarded to the Committee on the Judicial System. SJS staff members will answer parents' questions, but the focus of our educational efforts is the student charged with a disciplinary violation.

Letting the student know that a disciplinary violation is not the end of the world is very important. Parents should encourage their student to continue to be an active member of the University community while any disciplinary case is pending. In these conversations between parents and students, the University encourages parents to strike a balance between support of the student and challenging his or her decision making process during the incident.

8. My student was found in violation of a disciplinary charge. Does he or she have a "permanent record" as a result of the case? Will this case adversely affect his or her ability to transfer to another college or university, graduate school applications, and/or future employment?

A student who is charged with a violation of the "Code of Student Conduct" has a disciplinary file created and maintained by the Office of Student Judicial Services. If a student is found in violation of the charge(s), his or her disciplinary file is converted to a disciplinary record and is retained until his or her graduation from the University. If a student is found not in violation, the student's disciplinary file is voided.

Student disciplinary records may be released through background checks only when a signed waiver for access to the records is presented by the office, school, or agency performing the check. Common reasons for background checks include applications to study abroad, graduate school applications, bar admission, and federal security clearances. As part of these applications, students are often asked questions about their disciplinary history and are required to waive access to their records. Students should answer these questions honestly. SJS will report whatever information is maintained on a student's disciplinary record.

9. Can a disciplinary record be wiped clean? How can I clear my student's record?

Disciplinary records can be expunged as outlined in Article 40 of the "Code of Student Conduct." Requests for file expungement can be made by the student no sooner than one year after the date of the student's last finding of fact from a Disciplinary Conference or University Hearing Board.  Students may request a file expungement online through the SJS Online Expungement Request System. For more information regarding disciplinary files and expungement, please see the Disciplinary Files and Background Checks section of this website.

10. What is disciplinary probation? Does disciplinary probation mean that my student will be suspended or expelled on his or her next offense no matter how minor? Are any other privileges revoked while on disciplinary probation?

Disciplinary probation is a status such that a student's disciplinary record undergoes greater scrutiny should that student commit an additional violation of the "Code of Student Conduct." SJS staff members have discretion in deciding how the case is adjudicated, which determines whether loss of housing, suspension, or expulsion are possible outcomes. Also, UHB members have discretion in the sanction(s) they recommend.

Students on disciplinary probation are not automatically suspended or expelled for a subsequent offense, but they should be more aware of their behavior, and they should make every effort to avoid situations in which their behavior could lead to additional judicial charges. In most cases, students who commit disciplinary infractions while already on disciplinary probation are considered for suspension or expulsion from the University, depending on the severity of the offense.

Various campus entities (e.g. clubs, organizations, athletic coaches, employers, etc.) may take additional action to revoke certain privileges after being notified of a student's probationary status.