Below are frequently asked questions from the Office of Student Conduct. If your question is not addressed, contact the office directly.
I was just documented for violating the Student Conduct Code. What should I do?
Check your UC San Diego student email account on a regular basis. You may be receiving an emailed letter to schedule a meeting about the documentation.
You can also check directly with the Office of Student Conduct, your college Dean's office, or your Residential Life office.
Is firstname.lastname@example.org a valid email address?
Yes. All letters sent to you regarding your case are from this address, which is a valid UCSD email address. Make sure to add this address to your list of safe senders in order to avoid messages getting lost in your spam folder.
You must also enter your PID when you click on the letter link so that we can verify your identity.
I received a Notice of Informal Warning. What is it?
The Office of Student Conduct reviews all incoming reports of alleged, non-academic misconduct. Sometimes a report may not rise to the level of a formal student conduct referral, and instead a Notice of Informal Warning is issued. The Notice of Informal Warning is our opportunity to educate you on potential student conduct code violations that we think you should be aware of moving forward, based on the report we received. You do not need to set up a meeting, and you have not been found responsible of anything. If repeated however, violations of a similar nature may be referred through the formal student conduct process.
If I receive a Notice of Informal Warning, what should I do next?
Nothing is required of you following receipt of a Notice of Informal Warning. You do have a right to submit a statement in response to the notice within five busines days of the date of your letter. A copy of the report is attached to the letter for your review. The statement will be kept on file along with the Notice of Informal Warning and the report.
I received a letter to schedule an Administrative Resolution meeting to discuss an alleged Student Conduct Code violation. What should I do next?
Call the contact person listed in the letter within five business days of the date of the letter to set up your meeting to discuss the alleged violations.
What happens at an Administrative Resolution meeting?
The Student Conduct Officer (likely your Dean of Student Affairs or an Assistant Director of Residence Life) will explain the Administrative Resolution process, your rights and responsibilities, and the alleged violations. You will explain your perspective of the incident and answer questions from the Student Conduct Officer. At the conclusion of the meeting, you will have the opportunity to accept responsibility for the alleged violations and the Student Conduct Officer will explain the potential sanctions.
Will I be able to review the incident report(s) and other evidence?
Yes, you have the right to review the incident report(s) and other evidence prior to the meeting or Review.
If you do not receive this information with your letter, please contact the person who sent you the letter or the Office of Student Conduct at (858) 534-6225 or email@example.com.
Can I have an advisor at the meeting with me?
Yes, you may have an advisor accompany you to an Administrative Resolution meeting or a Student Conduct Review. Advisors include A.S. Student Advocates, attorneys, and other students, faculty, or staff. However, only A.S. Student Advocates may take direct part in the meeting or Review. For more information, please see "Roles and Responsibilities," or Section VI, Letter G of the Student Conduct Code.
When will I receive the decision of the Student Conduct Officer?
Typically, you should receive a resolution letter via email from your Student Conduct Officer within 10 business days of your meeting. The resolution letter will contain a brief summary of the meeting, the alleged violations for which you accepted responsibility, and the assigned sanctions.
What if I don't make an appointment, or miss my meeting?
Failure to make or attend your Administrative Resolution meeting may result in the incident being adjudicated and sanctions being assigned as applicable, without the benefit of your input. We encourage you to set up an appointment in a timely manner when requested to do so.
What are possible sanctions?
Sanctioning is progressive and takes into consideration the violation(s), your cumulative Student Conduct Record and any mitigating/aggravating factors. Possible sanctions include, but are not limited to, formal warning, educational programs, restitution, probation, suspension, and/or dismissal from the University.
Please take a look at our Sanction Document
on our homepage which describes potential sanctions for a variety of violation types. Sanctions are designed to be consistent across colleges and residential areas. However, cases are evaluated on an individual basis and not subject to precedent as in the civil and criminal court systems.
How long can I be on probation or suspended from the University?
Depending on the incident and your cumulative student conduct record, you may be placed on probation anywhere from one quarter to the remainder of your tenure at UC San Diego. Suspensions range from one quarter to an indefinite period of time.
If I don't complete my sanctions, what will happen to me?
A hold will be placed on your student account, which prevents you from registering for classes, ordering transcripts, or conducting other business with the University.
Can I appeal the sanctions following an Administrative Resolution Meeting?
Yes, even if you failed to make or attend your meeting. You can submit a sanctions reduction request to the Office of Student Conduct within 10 business days of the date of your resolution letter. Please note however, that you are not eligible to appeal the findings.
Information on how to submit it and what to include can be found on our Appeal/ Sanction Reduction Request page
Can I appeal the decision at my Administrative Resolution Meeting?
If you accept responsibility for one or more student conduct code violation(s) at an Administrative Resolution Meeting, there is no decision to appeal. After the meeting, the outcome of responsibility you accepted is considered final. Failure to make or attend a meeting is considered an admission of responsibility and the Student Conduct Officer will adjudicate the meeting without the benefit of your input. You do have the right to request a reduction of the sanctions in either case, however.
What if I don't want to accept responsibility for one or more alleged violations?
If you feel that you are not responsible for one or more alleged violations and the allegations are not dismissed by the Student Conduct Officer, you or the Student Conduct Officer may request a Student Conduct Review. You can make this request directly to your Student Conduct Officer at the conclusion of the meeting.
What happens at a Student Conduct Review?
The Conduct Board Chair or Review Officer will begin by explaining the process, your rights, and the alleged violations. The University Representative will present information and witnesses supporting the alleged violations.
You will have the opportunity to ask questions of these witnesses. You will then have the opportunity to present information and witnesses supporting your case.
The Board and University Representative will likely ask additional questions to gain a greater understanding of the incident. You will also have the opportunity to question other witnesses invited to participate at the Review. The Chair or Review Officer will conclude the Review by explaining the next steps in the process
When will I receive the decision of the Conduct Board or Review Officer?
After the Review, the Board or Review Officer will determine whether you are responsible for any of the alleged violations. The Board or Review Officer will submit a Student Conduct Review Report of their findings within five business days of the date of the review. The Student Conduct Officer will then review, and determine final sanctions if you are found responsible, within five business days of receiving the report, unless circumstances warrant otherwise. For Reviews involving a suspension or dismissal for an undergraduate student, the Council of Deans of Student Affairs will determine the sanctions within five business days of the final determination of sanctions, unless circumstances warrant otherwise.
If the Board or Review Officer finds you not responsible, you will be notified by the original Student Conduct Officer within five business days of the date that they receive the report, notifying you that the case is closed with no further consequence to you.
Can I appeal the decision and/or sanctions from the Review?
Yes, you can submit an appeal to the Office of Student Conduct within ten business days of the date of your Student Conduct Review Decision Letter. More information on how to submit an appeal, and the grounds on which an appeal can be made, may be found on our Appeal/ Sanction Reduction Request page.
If I appeal, do I have to complete the assigned sanctions?
Sanctions may be deferred during the appeals process, at the discretion of the original Student Conduct Officer, in consultation with the Director of Student Conduct. If you have questions about this, please contact your original Student Conduct Officer and/or the Office of Student Conduct for more information.
Will I appear before the individual or group reviewing the appeal?
Generally, you will not appear before the individual or group reviewing the appeal.
If I submit an appeal, how will I receive the appeal decision?
You will be notified of the decision via your UCSD E-mail by the Office of Student Conduct on behalf of the individual or group reviewing the appeal, within ten business days of the date that a complete appeal was submitted. A brief statement explaining the basis of the decision will be included in the notification.
What is in my student conduct record?
Your student conduct record will generally contain the applicable incident report(s), meeting and decision letters, and other documents related to student conduct incidents you have been involved in while a UC San Diego student.
Are student conduct records confidential?
Yes! Only certain University staff, including the Office of Student Conduct, your college Dean's Office, and the Residential Life Offices, have access to your student conduct records. You may choose to sign an authorization to release your student conduct records to another person or organization (e.g. parent/guardian or Study Abroad program).
How long are student conduct records kept and maintained?
In compliance with federal law, we keep and maintain student conduct records for seven years from the date of the incident. Records involving dismissals from the University are kept and maintained permanently.
I have a student conduct record. How will this affect my graduate school application?
Typically, graduate schools will inquire about your student conduct record during the application process via a "Disciplinary Clearance Form." Questions on these forms vary and your Dean will answer the questions in a way least detrimental to your application. Alternatively, they may ask you to have your Dean of Student Affairs complete a letter.
Please consult with the Office of Student Conduct or your college Dean's Office to determine if you have a student conduct record and if so, what will be reported to a prospective graduate or professional school. To request a Dean's Certification letter, please contact your Dean of Student Affairs office directly for more information.
If I have questions about the student conduct process where should I go?
Feel free to contact the Office of Student Conduct at via phone at (858) 534-6225, by e-mail at firstname.lastname@example.org, or in person. Our office is located in the Student Services Center – Suite 562. Our office hours are 8:00 AM - 4:30 PM, Monday - Friday except for University holidays.
Additional resources include: