Georgia Southwestern State University utilizes the standards of The University System of Georgia’s Board of Regent’s Policy Manual, 4.6.5 Standards for Institutional Student Conduct Investigation and Disciplinary Proceedings and 6.7 Sexual Misconduct Policy for guidance on Student Conduct policies and procedures.
Any member of the Georgia Southwestern University community or any person not affiliated with the University may submit a report or complaint involving a student for review of possible Student Conduct Code violations. Any complaint should be submitted as soon as possible.
Reports or complaints should be directed to the Office of Student Rights and Responsibilities. Reports can be made in person or in writing to student.rights@gsw.edu. Contact information for the Office of Student Rights and Responsibilities and links for reporting forms can be found here.
Reports alleging sexual misconduct should be reported directly to the Title IX Coordinator. Contact and report information can be found here.
A meeting can be arranged with the Director of Student Rights and Responsibilities or with the Title IX Coordinator, as appropriate, to discuss the Student Conduct Process.
Reports should contain as much information as possible, and where known to the reporting party, should provide:
After receiving a report, the Director of Student Rights and Responsibilities, or designee, will review the circumstances of the incident and determine what conduct regulations, if any, are alleged to have been violated. Reports that describe alleged behavior that does not violate any conduct regulation(s) may result in no action being taken. Additionally, lack of sufficient information in a report may result in no action being taken.
If the Director of Student Rights and Responsibilities, or designee, finds that the report alleges violations of the conduct regulations, he/she will initiate the Student Conduct Process.
Information from complaints may be shared as necessary to investigate and to resolve the alleged misconduct. Complaints shall be investigated and resolved as outlined below. The need to issue a broader warning to the community in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (“Clery Act”) shall be assessed in compliance with federal law.
Where appropriate, complainants may file a law enforcement report as well as an institutional report, but are not required to file both.
Mediation
Some reports submitted involve possible violations of conduct regulations, but clearly are the result of an unresolved, on-going dispute between students. Other reports do not involve violations of regulations, but they too reflect student disputes. In either of these situations, the students may be informed of the option to resolve the matter through mediation. Mediation is a voluntary process that utilizes an impartial, neutral third party who acts as a facilitator to help the parties reach a mutually acceptable outcome.
The procedures for mediation are:
Reporting Parties
Incidents of alleged violations of conduct regulations may be reported by a variety of individuals or groups, including but not limited to students, faculty or staff, law enforcement, or other third parties. All reporting parties will be subject to the following:
Interim measures may be issued by the Director of Student Rights and Responsibilities, Title IX Coordinator, or a designee, at any point after the University becomes aware of an allegation of misconduct in order to protect any Complainant and/or the University community. Interim measures may include, but are not limited to:
Interim Suspension
In certain circumstances, the Director for Student Rights and Responsibilities, Title IX Coordinator, or a designee, may impose an interim suspension from the University at the outset of the Student Conduct Process and prior to a hearing. Interim suspension may be imposed upon individual students or organizations only where necessary to maintain safety, and should be limited to those situations where the student or organization against whom a report of alleged misconduct has been made poses a serious and immediate danger or threat to persons or property.
In determining whether to impose an interim suspension, the Director for Student Rights and Responsibilities, Title IX Coordinator, or a designee, shall consider the existence of a significant risk to the health or safety of the campus community; the nature, duration, and severity of the risk; the probability of potential injury; and whether less restrictive means can be used to significantly mitigate the risk.
During an interim suspension, the student may be denied access to the campus (including classes and residential buildings) and/or all other University activities or privileges for which the student might otherwise be eligible. During the interim suspension, the student will be permitted on campus for scheduled meetings with the Director of Student Rights, Title IX Coordinator, or a designee, and/or other meetings approved by the Director of Student Rights and Responsibilities or Title IX Coordinator or a designee.
If an organization is placed on interim suspension, it will be expected that all organization activities stop.
Members of the organization are not suspended from the University unless individual suspensions have been imposed.
Notification of Interim Suspension
Upon receiving a report indicating any of the conditions that warrant interim suspension exist and upon an evaluation of the reliability of that report, the Director of Student Rights and Responsibilities, Title IX Coordinator, or a designee, must make all reasonable efforts to give the student or organization the opportunity to be heard on whether his/her/its presence on campus poses a serious and immediate danger or threat to persons or property. Thereafter, the Director of Student Rights and Responsibilities,
Title IX Coordinator, or a designee, shall immediately notify the student or organization, in writing, of the interim suspension. The written notification will be hand delivered or sent via email. The following information will be contained in that notification:
The responding student or organization chief officer will have the opportunity to submit an appeal of the interim suspension. In order for the appeal to occur, the student or organization chief officer must submit a written appeal to the Vice President of Student Engagement and Success or designee. The written appeal should contain information that challenges or disputes the interim suspension. The challenge/dispute should be based on procedural error, the suspension is overly harsh based on the allegation(s), or other similar claims. The written appeal may be accompanied by any evidence the student or organization deems relevant (which may include but is not limited to witness statements, written reports, and applicable documentation). A hearing to determine whether the interim suspension should continue will be held within three (3) business days after the receipt of the appeal. The interim suspension will remain in effect until the appeal is submitted to the Vice President of Student Engagement and Success or his/her designee and decision regarding the interim suspension has been made. After hearing the appeal of the interim suspension, the Vice President for Student Engagement and Success or a designee may:
Following the decision of the Vice President for Student Engagement and Success or his/her designee, or if an appeal of the interim suspension is not submitted, the interim suspension and the conduct charges would be resolved through the Student Conduct Process, either informally or formally. If the criteria for Informal Resolution are met, the action will be resolved upon the completion of a resolution agreement. If the criteria for informal resolution are not met, the matter will be referred to the formal resolution process (investigation and hearing). Given the serious nature of the interim suspension, Formal Resolutions will take place as soon as possible and within a reasonable and practical time for all parties concerned.
The Student Conduct Process begins when the Office of Student Rights and Responsibilities receives a notice of an incident or an alleged violation which may have been submitted as a complaint or report.
The Director of Student Rights and Responsibilities will review the information provided to determine if there is a possible violation of the Student Code of Conduct. If it is determined that there is a possible violation of the Student Conduct Code, the Director of Student Rights and Responsibilities will send the student(s)/organization involved an email request to meet for a Preliminary Investigation Meeting. If this alleged violation is related to Sexual Misconduct, it will be referred to the Title IX Coordinator.
The student has three business days to schedule a meeting for the Preliminary Investigation Meeting. If the student/organization responds and schedules a Preliminary Investigation Meeting, during that meeting the Director of Student Rights and Responsibilities will explain the Student Conduct Process and will gather information following up on the complaint or report. If the Director of Student Rights and Responsibilities determines there is enough information to allege that a violation of the Student Code of Conduct may have occurred, he/she will present the Respondent with a Notice of Allegation. A Notice of Allegation may be presented at the end of that meeting or sent to the student/organization via email at a later time. If applicable, the Complainant will be copied on the Respondent’s Notice of Allegation.
The Director of Student Rights and Responsibilities may also use his/her discretion to dismiss the case following the Preliminary Investigation Meeting if there is not enough information that supports an allegation of a violation of the Student Code of Conduct.
If the student fails to schedule an appointment for a Preliminary Investigation Meeting, the Director of Student Rights and Responsibilities will use the information already provided and proceed to the next step of the Student Conduct Process, which is a Notice of Allegation sent via email.
Students will receive a notice in writing of alleged student conduct code violations with guidance on the conduct review process. Scheduled conduct review meetings occur as soon as possible. Students will have a minimum of three (3) days between notice and meeting to review the conduct file in preparation fo the meeting. Students have the right to waive the minimum three (3) day requirement.
Conduct review that does not include possible separation from the university will require a meeting with the Director of Student Rights and Responsibilities, or designee. The purpose of the meeting is to gather additional information, perspective on the situation, and to determine if there is a violation of the student conduct code. If the Director of Student Rights and Responsibilities, or designee, determines there is not a student conduct code violation after reviewing the information presented then no action will be taken. If the Director of Student Rights and Responsibilities, or designee, determines there is a student conduct code violation using the Preponderance of Evidence Standard then a decision will be made on appropriate sanctions. Student will know outcome at the end of the meeting. A letter capturing the outcome Conduct Code review will be emailed within three (3) working days after the meeting.
The Notice of Allegation will explain the Student Conduct Process, list any student conduct policies that the student has allegedly violated, proposed sanctions for alleged violations, an electronic link to the Student Code of Conduct, information regarding the choice to bring an advisor and/or family member to any meetings, any support resources available to the student or organization, and all options for resolving the matter.
Upon receipt of the Notice of Allegation, the student/organization shall be given three (3) business days to respond in writing. The response may be a signed copy of the Student Conduct Response Form or in the form of an email from the student email account.
Any case that involves Sexual Misconduct or a Title IX policy will be assigned to the Student Misconduct Hearing Panel.
Failure to respond to a Notice of Allegation will be considered a general denial of the allegations and result in proceeding with an investigation and hearing.
In order to resolve the case informally, the following criteria must be met:
Cases that do not meet all four criteria for the Informal Resolution will be referred to a Formal Resolution.
If the student or organization decides to resolve the conduct charges informally, and all conditions for such resolution are met, the Respondent will receive a written copy of the decision. The decision will be completed by the Director of Student Rights and Responsibilities, and upon review, the student will sign the decision indicating agreement with the method of resolution. When applicable, the Complainant will be copied on the written decision.
If the Respondent accepts the responsibility for the violation of the Student Code of Conduct but does not accept the proposed sanctions resulting from the violation, a Sanctioning Hearing will be held to determine the sanction(s) for the violation.
If the student or organization does not accept responsibility for a violation of the Student Code of Conduct, there will be an investigation and a hearing.
The Respondent student/organization and Complainant (where applicable), as parties to these proceedings, shall have the right to use an advisor (including an attorney) of his or her choosing, and at his or her own expense, for the express purpose of providing advice and counsel. The advisor may be present during meetings and proceedings during the investigatory and/or resolution process at which his or her advisee is present. The advisor may advise his or her advisee in any manner, including providing questions, suggestions, and guidance on responses to any questions of the advisee, but shall not participate directly. Students who are charged in the same fact pattern, or who are not in good standing with the University are not eligible to serve as an advisor at conduct proceedings.
The Respondent student/organization and Complainant (where applicable), are responsible for presenting their own information. Therefore, a student should select as an advisor a person whose schedule allows attendance at the scheduled date and time for the student conduct conference. Student conduct conferences will not typically be delayed due to scheduling conflicts of an advisor. There is no restriction on who a student may consult or seek advice from, the restriction pertains to the conduct conference only.
The Respondent may set forth a defense with facts, witnesses, and documents – whether written or electronic – in support. Based on the response, the investigation may consist of interviews of the student(s)/ organization, the Complainant and Respondent (where applicable), the witnesses, and the collection and review of documents or other physical or electronic information, as well as other steps as appropriate. The investigator(s) will retain written notes and/or obtain written or recorded statements from each interview. The investigator(s) will also keep a record of any proffered witnesses not interviewed, along with a brief, written explanation of why the proffered witness was not interviewed.
If at any point the investigator determines there is insufficient evidence to support a charge or to warrant further consideration of sanctions, then the complaint should be dismissed. Additionally, if the Respondent admits responsibility, the investigation may conclude and the process may proceed to a Sanctioning Hearing or may be resolved through an Informal Resolution, if appropriate. If any charge is dismissed by the investigator due to insufficient evidence, the Complainant (if applicable) may appeal the decision to dismiss to the Vice President of Student Engagement and Success, or his/her designee. The appeal must be in writing and submitted within three (3) business days of the Complainant’s notification of the decision to dismiss. The Vice President of Student Engagement and Success, or his/her designee, shall either uphold the dismissal or determine that the charge or complaint must be resolved through the Student Conduct Process, and the decision of the Vice President, or his/her designee, is considered final.
The investigation shall be summarized in writing in an Initial Investigation Report and provided to the Respondent, as well as the Complainant (where applicable), in person or via email. This summary should clearly indicate any resulting charges (or alternatively, a determination of no charges), as well as the facts and evidence in support thereof, witness statements, and possible sanctions. A charge is not a finding of responsibility, but indicates that there is sufficient evidence to warrant further consideration and adjudication.
To the extent the Respondent is ultimately charged with any violation(s), he/she will also have the opportunity to respond in writing. The Respondent’s written response to the charge(s) shall be due three (3) business days following the date of the Initial Investigation Report and should outline any additional information the student or organization feel should be included in the report. The investigator(s) shall conduct further investigation and update the Initial Investigation Report as warranted by the student’s/ organization’s response.
Once the investigation is complete, the Final Investigation report will be provided to the Hearing Panel or Hearing Officer for consideration in adjudicating the charges brought against the Respondent. A copy shall also be provided to the Respondent, as well as the Complainant (where applicable).
The Hearing Panels of the University are the Student Misconduct Hearing Panel and the Academic Integrity Board.
A written Notice of Hearing shall be delivered to the student/organization, as well as the Complainant (where applicable). The Notice of Hearing shall include:
The Notice of Hearing must be received by the Respondent and Complainant at least five (5) business days prior to the hearing date. The Respondent, with the consent of the Director of Student Rights and Responsibilities or a designee, may waive the minimum notice requirements as long as the waiver is in writing.
The Respondent and Complainant are deemed to have received notice when it is either emailed or is personally delivered.
Two or more students/organizations may be scheduled to participate in a joint hearing if they are alleged to have taken part in the same incident, act, event, or series of related acts. The conduct regulation(s) alleged to have been violated and/or the alleged factual circumstances of the violation need not be identical for participation in a joint hearing.
Any student/organization required to participate in a joint hearing may file a request for a separate hearing, citing specific reasons that a joint hearing would unfairly prejudice the case. A request for a separate hearing must be submitted in writing to the Director of Student Rights and Responsibilities or a designee within three (3) business days after receipt of the Notice of Hearing. The Director for Student Rights and Responsibilities or a designee will make the decision regarding the request and notify the student/organization.
The standard of review shall be a preponderance of the evidence; however, any decision to suspend or to expel a student must also be supported by substantial evidence. Formal civil rules of evidence do not apply to the Student Conduct Process, including during the investigatory and hearing phase.
The Respondent or Complainant (where applicable), may request a delay in the hearing. Such a request must be in writing and submitted to the Director for Student Rights and Responsibilities no later than one (1) business day prior to the hearing. Reasons for a delay and the proposed length of the delay must be included in the request, and a delay is not guaranteed. The Director for Student Rights and Responsibilities or a designee will consider the request and determine whether a delay will be granted. If the reason given for the request includes the need for more time to prepare for the hearing AND it is determined that adequate notice of hearing was given in accordance with the Student Code of Conduct, a delay will not be granted. If it is determined that the reasons for requesting the delay show it to be necessary and a delay is granted, the student/organization, Complainant (where applicable), and the Hearing Panel or Hearing Officer will be notified no less than one (1) business day prior to the hearing. The student/organization, as well as the Complainant (where applicable), will receive written notification of the new hearing date, time and location at least five (5) business days prior to the new hearing.
The Hearing Officer will ask the questions as written and will limit questions only if they are unrelated to determining the veracity of the charge leveled against the student or organization. In any event, the Hearing Officer will err on the side of asking all submitted questions, and must document the reason for not asking any particular questions.
A formal hearing that has also include a formal investigation will be conducted in the following order:
A sanctioning hearing will be conducted in the following order:
At the conclusion of a hearing that involves a Hearing Panel, the Hearing Officer will call for a break so that the Hearing Panel can deliberate. All deliberation sessions are closed and are not recorded. After deliberation and by majority vote the Hearing Panel will determine with respect to each charge brought before the Hearing Panel whether or not a preponderance of the evidence presented at the hearing indicates that a violation occurred with respect to such charge. If no violation occurred, the Hearing Panel will indicate that the student or organization was found not in violation of the charge(s).
If the Hearing Panel finds that a violation(s) did occur deliberations will then move to a discussion concerning appropriate sanctions. If the Hearing Panel has made the decision that the Respondent was in violation of the charge(s) they will then have access to prior record information. Prior record will be considered when determining sanction(s). Additionally, a decision to issue a sanction of suspension or expulsion must be supported by substantial evidence at the hearing.
The decision, including whether or not the Respondent committed a violation(s) as well as any sanction(s), will be recorded on a written Formal Hearing Decision Form and will include a summary of evidence in support of the sanction(s). A copy of the decision will be sent via email to the Respondent and Complainant (where applicable).
When a student or organization has violated a policy of the Student Code of Conduct, the Director of Student Rights and Responsibilities and the Respondent will agree on one or more sanctions through an informal resolution, or the Hearing Panel or Hearing Officer will assign one or more sanctions following a formal hearing. The findings of fact, any particular circumstances, and prior record of the student or organization will be the factors considered by the Hearing or Hearing Panel when determining any appropriate sanctions.
Sanctions for Individuals
The following sanctions may be imposed for the violation of the Student Code of Conduct. This list is neither exhaustive nor in order of severity and may be enlarged upon or modified to meet the particular circumstances of any given situation.
Students who are suspended from the University for any length of time should be aware that this action may have an impact on tuition, residence hall costs and fees, student financial, athletic participation and eligibility, University housing, meal plan, use of University resources, access to University facilities; immigration status for international students; status and benefits of veterans and dependents of veterans, internships, assistantships, study abroad, and class withdrawal.
Sanctions for Alcohol- or Drug-Related Violations
Georgia Southwestern State University is committed to support and comply with the Drug Free Schools and Communities Act Amendments of 1989 (Public Law 101-226, Section 22, subpart B) as an Institution of Higher Education. The law under this act now covers both drugs and alcohol, and relates to faculty, staff and students. Therefore, the entire campus community of Georgia Southwestern State University is under the mandate to comply.
Any student violating any policy of the Student Code of Conduct that relates to alcohol, tobacco, or drugs or that the use alcohol, tobacco, or drugs contributed to or was related to that student’s violation will be assigned sanctions as outlined:
This is the plan created by the Alcohol, Tobacco, and Other Drugs Task Force as a guideline for the minimum amount of student conduct sanctioning and educational support to be provided for a student for any violation of the Student Code of Conduct as it relates to alcohol, drugs, or tobacco. It does not supersede a student’s judicial status when the student is on a probationary status for any previous violations.
The following sanctions may be imposed against an organization for the violation the Student Code of Conduct policy. This list is neither exhaustive nor in order of severity and may be enlarged upon or modified to meet the particular circumstances of any given situation.
Appeals of Formal Hearings
The Respondent or Complainant may appeal the decision from a formal conduct hearing. Appeal information will be included with the decision issued to a student or organization. Appeal forms are available in the Office of Student Rights and Responsibilities. All appeals must be in writing and submitted to the Vice President of Student Engagement and Success within five (5) University business days of receipt of the decision.
The purpose of appeal procedures is to provide the student with the opportunity to bring forward questions regarding substantive or procedural errors that occurred during the process. The appeal process is not intended to grant a new hearing at a higher level. Dissatisfaction with a decision is not grounds by itself for an appeal.
All levels of appeal described in these procedures involve written appeals only. Students or organizations neither meet with nor make oral presentations to the appellant officer. The appeal shall consist of a review of the record only, other than in the case of the availability of new information not known or knowable to the student or organization appealing during the time of the hearing.
Grounds for Appeal
The Respondent and Complainant shall have the right to appeal the outcome on any of the following grounds:
Appeals should be submitted in writing to the Vice President for Student Engagement and Success or his/her designee for review. Once a written appeal has been received, the Office of Student Rights and Responsibilities will also provide the following information to the Vice President for Student
Engagement and Success or his/her designee the recording of the hearing, all documents and evidence presented at the hearing, the written Notice of the Hearing, the Hearing Panel’s decision, and any other documents in the record of the hearing or that are otherwise relevant to the student’s grounds for appeal.
The Vice President of Student Engagement and Success or his/her designee shall determine the method of reviewing these materials and make one of the following determinations within a reasonable time period:
The Vice President of Student Engagement and Success or his/her designee will notify the Respondent and the Complainant, if applicable, in writing, of the decision. The case materials, including a copy of the decision, will be returned to the Office of Student Rights and Responsibilities. The decision of the Vice President for Student Engagement and Success or his/her designee is considered final and all imposed sanctions take effect after the Vice President for Student Engagement and Success or his/her designee issues the decision, unless the sanction includes a suspension, expulsion, or organization revocation.
Further Review for Cases Resulting in Suspension, Expulsion, Charter Suspension or Revocation
The responding student or organization may make further appeal to the President of the University within only if one of the following sanction(s) was issued by the original Hearing Panel or Hearing Officer:
If these conditions exist, the responding student or organization may submit a written appeal for further review to the Office of the President within five (5) business days of receiving the decision of the Vice President for Student Engagement and Success or his/her designee.
Any appeal for Presidential review must be based solely on one or more of the three grounds described for the first phase of appeal and must involve one of the four sanctions listed above. The President may affirm the original decision; affirm the original finding(s) but issue a new sanction(s) of lesser severity; remand the case back to the Hearing Panel or Hearing Officer to correct a procedural or factual defect; or reverse or dismiss the case if there was a procedural or factual defect that cannot be remedied by remand. The President’s decision shall be issued in writing to the responding student or organization and the Complainant, if applicable, within a reasonable time period. This is the final appeal at the institution and, if applicable, all imposed sanctions take effect after the President issues his/her decision.
Application for Review by the Board of Regents
Following the decision of the President, a student or organization may apply to the Board of Regents’ Office of Legal Affairs (“Legal Affairs”) for a further review of the decision pursuant to Board of Regents’ Policy Manual 8.6. The application for review shall be submitted in writing to Legal Affairs within twenty (20) calendar days of the date of the President’s decision. A review is not considered a matter of right, but is within the sound discretion of Legal Affairs. If the application for review is granted, a Committee shall review the decision of the President. Said Committee shall consist of the Vice Chancellor for Legal Affairs or his or her designee, the Vice Chancellor for Academic Affairs or his or her designee, the Vice Chancellor for Human Resources or his or her designee, and any other person or persons deemed appropriate by the Committee. Legal Affairs may issue guidelines governing the process for review. (BOR Policy 4.6.5.6)
The decision of the Committee shall be final and binding for all purposes. Nothing within the Policy shall be construed to extend to any party substantive or procedural rights not required by federal or state law. The Policy shall not be construed to extend to any party any expectation of employment, admission, or additional due process rights. The Policy is not part of the due process rights afforded to students or employees of the University System; those rights have been fully afforded upon the decision of the President.
Recusal/Challenge for Bias
Any party may challenge the participation of any institution official, employee or Hearing Panel member in the process on the grounds of personal bias by submitting a written statement to the Vice President for Student Engagement and Success, or his/her designee, setting forth the basis for the challenge. The written challenge should be submitted within a reasonable time after the individual knows or reasonably should have known of the existence of the bias. The Vice President for Student Engagement and Success will determine whether to sustain or deny the challenge, and if sustained, the replacement to be appointed.
Parental Notification
The Family Educational Rights and Privacy Act (FERPA) has given colleges/ universities the option to notify parents or guardians about specific types of information from a student’s conduct record. The Office of Student Rights and Responsibilities may notify parents or guardians when a student is found to have violated Code of Conduct policies on the use or possession of alcohol or other drugs when he/she is under the age of 21.
Confidentiality of Records
A student may authorize the release of his/her disciplinary record to any party by making a written request.
Destruction of Records
All records of cases in the Office of Student Rights and Responsibilities shall be maintained in a location designated by the Office of Student Rights and Responsibilities until such time as they are destroyed in accordance with the destruction schedule established by the Board of Regents of the University System of Georgia.
Adoption and Amendments
Procedures to be followed in conjunction with University conduct hearings and appeals are developed through the efforts of the Office of Student Rights and Responsibilities in conjunction with the Vice President of Student Engagement and Success. These procedures, and any amendments to the procedures, are formally adopted when recommended by the Director for Student Rights and Responsibility and approved by the Vice President for Student Engagement and Success. Those wishing to propose new procedures or amendments to existing procedures should contact the Director of Student Rights and Responsibilities.In the case where the appeal process is not outlined in a specific grievance procedure, the appeal of a decision made by a vice president should be made in writing to the Student Grievance Review Committee through the Executive Vice President of Student Engagement and Success. The Student Grievance Review Committee will consist of the Assistant Vice President for Student Engagement and Success, or designee, and two (2) members of the Faculty Committee on Student Affairs. The Student Grievance Review Committee will review appeals using the following criteria:
The Student Grievance Review Committee will determine one of the following:
The Student Grievance Review Committee decision is final.
Updated 8/11/2021