The following are frequently asked questions from students regarding disciplinary matters.

1.  I was documented by UPD in an incident report. What happens next?

All incident reports from the University Police are forwarded to the Office of Student Judicial Services where the reports are reviewed and evaluated to determine what action should be taken based on the circumstances of the incident. In some cases, students are sent a written warning letter stating that continued behavior in a similar manner could result in judicial charges. Other times a student will be charged with a violation of the "Code of Student Conduct," part of the 2008-2009 Guide to Student Rights and Responsibilities. Should this happen, the student will receive a charge letter explaining the charges and what will happen next.

Depending on the severity of the alleged violation, the case will be heard in a Disciplinary Conference or by the University Hearing Board. Low-level and Mid-level disciplinary conferences are heard by a member of the SJS staff or their designee. High-level disciplinary conferences are heard in SJS. The UHB hears only the most serious cases that could result in cancellation of a student's Housing License Agreement, suspension or expulsion from the University.

2.  How can my student organization post flyers in the residence halls?

Student organizations interested in posting flyers in the residential houses must have the flyers approved by GW Housing Programs. GW Housing Programs has established a posting policy to which all flyers must conform. The poster policy is available on the SJS website and in the John Quincy Adams House. Posters may be distributed by members of registered student organizations and by academic departments only. Lobby bulletin boards are the only designated areas that a group may post as upper floor bulletin boards are reserved for GW Housing Programs staff only. All posters must include the name of the organization sponsoring the event and a University logo. Logos can be downloaded at http://graphics.gwu.edu/. Once the flyer or poster is approved by GW Housing Programs staff, a member of the organization may check out a GWorld card in the John Quincy Adams House to access the residential houses between the hours of 9:00 a.m. – 4:00 p.m., Monday-Friday to distribute the posters. GWorld cards are limited in supply and are available on a first-come, first-serve basis. For additional questions, please contact gwhouse@gwu.edu.

3.  I am charged with a disciplinary violation. Will my parents find out?

The Family Educational Rights and Privacy Act of 1974 (FERPA) protects the privacy of students educational records, including disciplinary files, from disclosure to any third party without the student's permission. This means that the specifics of a student's disciplinary case will not be discussed with his or her parents or with anyone else unless the student gives permission to an SJS staff member to do so.

4.  So if FERPA won't let SJS talk to my parents, why did my mom/dad get a phone call/letter about my 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.

5.  I was found in violation of an alcohol or drug violation, and now I have to pay a fine. Can I pay cash? Whom do I pay?

SJS does not accept cash payments for fines. As indicated in your sanction letter, fines can only be paid by certified check or money order made out to The George Washington University or by GWorld card. All fines are paid in the Office of Student Judicial Services, the John Quincy Adams House, 2129 I Street, NW, Washington, DC 20052. Fine payments can be sent via campus or U.S. Mail, provided the student's name or student GWID is included with the payment. As a reminder, fines must be paid by the due date listed on the sanction letter. Late payments could result in a sanction violation charge, which could mean an additional fine, disciplinary probation, or other sanctions.

6.  I was found in violation of a judicial charge, and I want to appeal. What do I do?

The University provides one basis for an appeal: new information relevant to the case not presented in the original hearing that significantly alters the finding of fact. If you believe you have information that satisfies this requirement, you can submit a written request for appeal to SJS (e-mail will suffice). The appeal request should be addressed to the Senior Assistant Dean of Students, who will review the appeal request to ensure it meets the criteria established by the "Code of Student Conduct." If the appeal is found to have merit, it will be forwarded on to the Committee on the Judicial System. For more information regarding appeals, please see Articles 32, 33, 34, and 35 of the "Code of Student Conduct."

7.  What is file expungement?

An administrative file expungement is when a student's disciplinary records are removed from SJS's disciplinary files, effectively destroying the disciplinary information.  SJS will not report on outside background checks that a student has a current disciplinary file.

A SJS administrative file expungement does not completely erase all records of a disciplinary case. Copies of letters sent to other departments, UPD Incident Reports, and MPD reports are not affected by an administrative file expungement. A cursory background investigation may uncover these additional copies, so the best response when asked about your disciplinary history ”even if it was expunged"  is to be honest and indicate that the file was expunged.

8.  How do I get my file expunged?

Disciplinary files are automatically administratively expunged after three years from the date of the last violation or upon graduation, whichever comes first. Disciplinary files can be administratively expunged no sooner than one year after the date of the last finding of fact from a Disciplinary Conference or University Hearing Board at the discretion of the Associate Dean of Students. Students do not need to request an automatic administrative expungement.