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Student Rights & Responsibilities

What to Expect in the Student Conduct Process

  • Anytime the University receives a report that alleges that a student may be responsible for violating a University policy, the Office of Student Rights & Responsibilities will schedule a University Conduct Hearing to review the information, meet with the student(s) involved, and determine whether there was a violation of university policies. 
  • Depending on the nature of the reported incident and type of alleged policy violation, the Office of Student Rights & Responsibilities may utilize a different set of procedures. If applicable, the Office of Student Rights & Responsibilities may utilize the procedures outlined in CWUR 3-45-010 Student Discrimination Complaint Procedures or CWUR2-45-06X Title IX Grievance Procedures.  
  • If you have questions or want to learn more about the reporting and student conduct process, please review “Student Conduct Process FAQs” below.
  • The information below is an outline of the general Student Conduct Process overseen by the Office of Student Rights and Responsibilities. For more information on the Student Discrimination Complainant Procedures and Sexual Misconduct, please visit the “Student Discrimination Complainant” and “Sexual Misconduct” pages. 

For additional questions and concerns, please contact the Office of Student Rights & Responsibilities (OSSR) at 509-963-1817 or Student.Conduct@cwu.edu. You can also check the status of your conduct case(s) and read any correspondence on your Guardian Portal

 

Student Conduct Process Flowchart

(This process flowchat does not apply for student discrimination complaints or reports of sexual misconduct.)


Student Conduct Process Fequently Asked Questions (FAQs)


To learn more about the reporting and student conduct process, please review the frequently asked questions below.  

  1. What is a reported incident? 

The OSRR receives reports from various entities including Central Washington University Police Department,  Ellensburg Police Department, Title IXHousing & Residence Life, faculty, or other members of the campus community, including students. 

All reports received are reviewed and followed up on by professional staff in the Office of Student Rights & Responsibilities. If a report is mistakenly sent to the Office of Student Rights & Responsibilities the report will be directed to the appropriate office. 

  1. What happens after a report is made? 

If a report suggests that a student may be responsible for violating the CWU Student Conduct Code or any other University policy, the Office of Student Rights & Responsibilities will schedule a University Conduct Hearing for that student with an appropriate University Conduct Hearing Officer. 

The student will receive written notice of the University Conduct Hearing. The student will receive an email to their CWU email account anytime a letter or other form of communication is sent from their Guardian Portal. You will need to log in to the Guardian Portal to view the communication. The written notice will contain the date, time, and location of a University Conduct Hearing, as well as information detailing the reported incident and any alleged policy violations. 

  1. What is the Guardian portal? 

Guardian is the conduct software that the Office of Student Rights & Responsibilities uses to document student records, track the progress of reported incidents and cases, as well as communicate with students. To access the Guardian Portal, click here and log in using your CWU username and password.

  1. What is the purpose of my University Conduct Hearing? 

The purpose of the conduct hearing is to provide an opportunity for the student to be made aware of the reported information and give them an opportunity to share their side of the situation. The conduct hearing creates an interaction that assists in fostering a relationship to help increase student success.  

The role of the University Hearing Officer is not to judge the student or the student’s behavior, but to help the student understand the consequences and the impact the student’s behavior has on themselves and the surrounding community.  

  1. What happens if I do not attend the University Conduct Hearing? 

If a student does not attend an assigned University Conduct Hearing, the Office of Student Rights & Responsibilities will place a university hold on the student’s account to prevent the student adding or registering for classes. Additionally, if you do not to attend a University Conduct Hearing, a decision may be made in your absence based on the information available to the hearing officer and a hold.  

  1. My letter states that this incident may fall under the Student Discrimination Complaint procedures. What does that mean? 

Depending on the nature of the reported incident and type of alleged policy violation, the Office of Student Rights & Responsibilities may utilize a different set of procedures. For more information about the Student Discrimination Complaint process, please visit our “Student Discrimination Complaint” page. 

  1. How does the University Hearing Officer decide if a policy was violated? 

The Office of Student Rights & Responsibilities uses a preponderance of the evidence standard (more likely than not); therefore, all University Conduct Hearing outcomes are determined based on what was most likely to have occurred, based on the evidence, after the University Conduct Officer reviews all the information. 

  1. What is a Support Person and how can I have one at my University Conduct Hearing? 

Students may bring a support person to any meeting or hearing related to the Student Conduct Process, including but not limited to advocates, attorneys, friends, and family members. Support persons are not permitted to speak for, or on behalf of, the student during any meeting or hearing related to the Student Conduct Process. 

While your support person will have limited ability to participate in your University Conduct Hearing, they can attend the meeting with you to provide recommendations and/or support. With permission from the University Conduct Officer, your support person may make a statement and/or ask questions of the student to present relevant information after the conduct officer has completed discussions with the student. 

If you choose to do so, please fill out a Release of Information form ONLINE before your meeting.  You can do so by following the steps below: 

  • Go to MyCWU 
  • Go to their Student Dashboard by clicking “Student” in the top menu 
  • In the left hand Menu click “Personal” 
  • When the menu opens, click “Release of Information” (Last option on the menu) 
  • Then Release of Information window will pop up.  At the bottom click “Add Designee” 
  • Fill out the information 
  • Enter designees first and last name 
  • Create a 5-digit access code for the designee and share it only with that designee 
  • Indicate what access you would like them to have (remember to check off “Disciplinary” for Student Rights & Responsibilities specifically) 
  • Click Done to save the designee 
  1. What should I do if I need accommodations to participate in my University Conduct Hearing? 

If you are in need of any accommodations to participate in the Student Conduct Process, please notify the Office of Student Rights & Responsibilities at 509-963-1817 and Disability Services at 509-963-2214.  Central Washington University makes every effort to honor accommodation requests.  

  1. What happens if I am found responsible for policy violations? 

If a student is found responsible for any policy violations, appropriate disciplinary sanction(s) will be assigned to foster student development and avoid additional or repeat policy violations. 

University Hearing Officers may impose sanctions up to temporary or permanent dismissal from Central Washington University. For more information about possible sanctions, please visit our “Sanctions” page. 

  1. What if I do not agree with the outcome of the University Conduct Hearing? 

Any outcome imposed as a result of a University Conduct Hearing, including the finding of responsibility and assigned sanctions, may be appealed. For more information about how to appeal the outcome, please review your outcome letter and/or the please visit our “Student Rights and Appeals” page. 

 

Conduct Holds


If a student fails to show to an assigned University Conduct Hearing or fails to complete a conduct sanction by the assigned deadline as an outcome of the University Conduct Hearing, the Office of Student Rights & Responsibilities will place a university hold on the specific student’s account. This hold prevents the student from adding or registering for classes. University Conduct Holds will only be removed upon verification of completion of the required action to the Office of Student Rights & Responsibilities. 

What to do when you have a hold:

  • Missed Meeting(s) Hold
    Contact the Office of Student Rights & Responsibilites at 509-963-1817 or via email at Student.Conduct@cwu.edu to reschedule your original conduct meeting.  Once the meeting is complete, your University Conduct Hearing Officer will contact the Office of Student Rights & Responsibilities to have the hold removed.
  • Missed Sanction(s) Hold
    Contact your University Conduct Hearing Officer to see what else you need to do and they will contact the Office of Student Rights & Responsibilities to have the hold removed. 
  • Student Conduct / Disciplinary Suspension Holds
    Contact the Office of Student Rights & Responsibilites at 509-963-1817 or via email at Student.Conduct@cwu.edu to schedule your conduct meeting or follow up meeting.  Once the meeting is complete, your University Conduct Hearing Officer will contact the Office of Student Rights & Responsibilities to have the hold removed.

Questions about University Conduct Holds can be directed to the Office Student RIghts & Responsibilites at 509-963-1817 or Student.Conduct@cwu.edu.

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