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FAQs About the Student Conduct Process

Below are frequently asked questions from the Office of Student Conduct. If your question is not addressed contact the office directly.

(Updated 9-16-14)

I was just documented for violating the Student Conduct Code. What should I do?

Check your UC San Diego student e-mail 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 studentconduct@ucsd.edu a valid e-mail address?

Yes. All letters sent to you regarding your case are from this address, which is a valid UCSD e-mail address. Make sure to add this address to your list of safe senders in order to avoid messages from going to 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 letter to schedule a meeting to discuss a 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 schedule an Administrative Resolution meeting with a Student Conduct Officer about the alleged violations.

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, (858) 534-6225 or studentconduct@ucsd.edu.

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.

What happens at an Administrative Resolution meeting?

The Student Conduct Officer (likely your Dean of Student Affairs or an Assistant Resident Dean) 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.

What are possible sanctions?

Depending on the violation(s) and your cumulative student conduct record, possible sanctions include, but are not limited to, formal warning, educational programs, restitution, probation, suspension, and/or dismissal from the University.

The Office of Student Conduct website (studentconduct.ucsd.edu) 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.

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 ten business days of the meeting. The resolution letter will contain a brief summary of the meeting, the alleged violations for which you accepted responsibility, and the assigned sanctions.

Can I appeal the sanctions?

Yes. You can submit a written sanctions reduction request to the Office of Student Conduct within ten business days of your receipt of the resolution letter.

Request forms may be found on the Office of Student Conduct's home page.

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 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 the alleged violations and if you are responsible, recommend fair and appropriate sanctions. The Board or Review Officer has five business days to submit a Student Conduct Review Report to your Student Conduct Officer, who will determine the final sanctions if you are found responsible. For Reviews involving a suspension or dismissal for a undergraduate student, the Council of Deans of Student Affairs will determine the sanctions.

If the Board or Review Officer finds you not responsible, you will be notified by the Student Conduct Officer within five business days from receiving the report 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 a written appeal to the Office of Student Conduct within ten days of your receipt of the decision from the Review. Appeal forms may be found on the Office of Student Conduct's home page.

Per the Student Conduct Code, Section XVII (C), your appeal must be based upon one or more of the following grounds:

  1. The decision is not supported by the findings;
  2. There was unfairness in the proceedings that prejudiced the result (e.g. the denial of due process);
  3. There is newly discovered evidence not known at the time of the Review that would have affected the result; or
  4. The sanction(s) imposed was grossly disproportionate to the violation committed.

If I appeal, do I have to complete the assigned sanctions?

Sanctions may be deferred during the appeals process, at the discretion of the Student Conduct Officer, in consultation with the Director of Student Conduct. Check your decision letter for more details.

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 in writing of the result of the appeal by the group or individual reviewing the appeal within 10 business days of the date when the appeal was submitted. A brief statement explaining the basis of the decision will be included with this letter.

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/or Residential Life Office, has access to your student conduct records. You may, however, 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 time 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. 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.

If I have questions about the student conduct process where should I go?

Feel free to contact the Office of Student Conduct, (858) 534-6225, or studentconduct@ucsd.edu. The office is located in the Student Services Center – Suite 562.

Additional resources include:

About Us

Office of Student Conduct
Ben White, Director
Natania Trapp, Coordinator
Caitlin Meagher, Admin. Asst.

Student Services Center
5th Floor, Suite 562
Office Hours
Weekdays, 8 a.m. – 4:30 p.m.

Contact Us
Phone: (858) 534-6225
Mailing: 9500 Gilman Drive, 
Mail Code 0067,
La Jolla, CA