Frequently Asked Questions by FACULTY about Academic and Classroom Behavior Misconduct Reporting
1. If I want to file a complaint against student, what do I do?
Any member of the University community (faculty, staff, student, or community stakeholder) may file a complaint against any student for misconduct reasons. Complaints should be prepared in writing and directed to the Office of Student Conduct, which is responsible for the administration of the University student conduct system. All complaints should be submitted as soon as possible after the incident takes place, preferably within forty-eight (48) business hours.
Complaints may be submitted online at http://www.uco.edu/conduct, hand-delivered, or faxed to (405) 974-3817. There is a specific complaint form dedicated to faculty which is entitled, the “Academic and Classroom Misconduct Report Form.” This form may be accessed under the “File a Complaint” tab and under the “Faculty” tab. In addition, the Director of Student Conduct may be reached in the Lillard Administration Building 211, (405) 974-2361 or or .
1. What is the intent and purpose of the Academic and Classroom Misconduct [Report] form?
The purpose of implementing an official Academic Misconduct Report form has three (3) primary purposes. Primarily, the intent of the Academic Misconduct Report form is to establish a standardized process for faculty members to file complaints against students, who have allegedly violated University policies. Secondly, the implementation of a standardized process for filing complaints against students will help to facilitate a better understanding for all faculty members and students of the rights, procedures, and options of resolution involved in the student conduct process. Lastly, the Office of Student Conduct shall serve as a centralized University entity for advice on matters of precedence and statistical data regarding possible recidivism.
2. How will the form be used?
The Academic Misconduct Report form will be utilized as a form of documentation for the reporting faculty member, the Chair of the Department, the Dean of the College, and the Office of Student Conduct. The accused student has a right to review a copy of this report as well.
A secondary use of the Academic Misconduct Report form will be to establish a uniform tracking system of academic misconduct within the different colleges and the University as a whole. The Academic Misconduct Report form, if used properly, will simplify the process of calculating the various reported academic misconduct incidents and how they were resolved for a particular semester, academic year, or calendar year. The Office of Student Conduct possesses an incident tracking software that can produce reports of the various forms of academic misconduct for a specified time period, how they were resolved, and from which department the cases originated.
Lastly, many faculty members prefer to handle certain misconduct situations by themselves. This form and process does not discourage such efforts. In fact, the Office of Student Conduct applauds the proactive approaches. This Academic Misconduct Report form provides a standardized medium to inform the Office of Student Conduct and accused student(s) of a misconduct issue, which may have been addressed by the faculty member already. In other words, this form can serve as an “F.Y.I.,” in case a pattern of the same behavior forms in the future in the same or other departments. Furthermore, if a faculty member suspects academic misconduct from a certain student, then they may contact the Office of Student Conduct and inquire of a possible academic misconduct history. However, if the faculty member prefers to just have a conversation or issue a verbal warning with the student without filling out the Academic Misconduct form, then the faculty member has this option as well.
3. If the matter that I report will be investigated, then who will investigate? What factors are considered when determining whether a student is “responsible” for an alleged behavior?
If the reporting faculty member specifies on the Academic Misconduct form that they would like to file a formal complaint against the student, then the matter would be investigated by the Director of Student Conduct or designee. While investigating a matter, the Director of Student Conduct and/or designee interviews all involved parties and relevant and available witnesses (eye witness or circumstantial) to the alleged University violation, reviews all relevant information to the allegation(s), and considers any previous allegations against the accused student. Note: The Office of Student Conduct must remain neutral during the investigation process, prior to making a final decision.
The University of Central Oklahoma uses a “preponderance or weight of the evidence” standard in determining whether a student should be held responsible for an alleged behavior. Primarily, the Director of Student Conduct or qualified designee shall make the determination of responsibility on the basis of whether it is “more likely than not” that the accused student violated the Code of Student Conduct.
The factors that are considered in each case include, but are not limited to, the following:
(listed in no particular order)
· Police reports, if any
· Statement(s) of the Alleged Victim
· Statement(s) of the Accused Student(s)
· Witness statements, if any
· The nature of the incident
· The intent of the student(s) involved
· The effect on the University community
· Prior conduct records of involved students
· Prior criminal record(s), if any
· The role of the accused student(s) in the incident
· The cooperation and honesty of the involved student(s)
· The development and education of the student(s) involved
· The safety, well-being, and recovery of the surrounding and/or impacted University community
4. Who decides what actions will be taken?
On the Academic Misconduct Report form there is a section entitled, “Purpose of Report/Notice of Action,” which allows the reporting faculty member to specify one (1) of the following courses of action:
1. Notice of Grade/Points Penalty (Grade/Points Penalty______)
2. Notice of Class Failure (‘F’ in class due to violation)
3. Informal Complaint (FYI to S.C.O.)
4. Formal Complaint to O.S.C. (Investigate & Pursue Action, if necessary)
5. Resubmit Assignment/Retake Exam
6. Other or Desired Outcome:______
Options #1, #2, #3 and #5 are courses of action that have already been taken by the reporting faculty member and/or their supervisor. If options #4 is elected on an Academic Misconduct Report form, then the Office of Student Conduct shall investigate the matter and make the final decision. If option #6 is selected and the reporting faculty member specifically requests a suspension, expulsion, or a similar type of sanction, then the Officeof Student Conduct shall make the final decision as well. (Note: Suspension, expulsions, recession of credit hours, and/or revoking of degrees requires a Student Conduct Hearing prior to any such decisions. Usually, formal Student Conduct Hearings are conducted by the Director of Student Conduct. However, in cases whereby the Director of Student Conduct may be considered biased or even called as a witness, these cases may be delegated to a student conduct body, which consists of students, faculty from another department or college, and staff.)
The reporting faculty has the option of deciding who makes the final decision. However, once a formal complaint, #4 (and #6 for certain desired outcomes), is filed with the Office of Student Conduct, then the final decision shall be rendered by the Office of Student Conduct, pending normal appeal procedures, according to the current UCO Code of Student Conduct.
Appeals that are grade-related should be referred the grade appeal process. Information regarding the specific steps involved in filing a grade appeal may be found at http://www.busn.uco.edu/academicaffairs/Academic%20Appeals%20ProcedurePacket.pdf
Behavioral misconduct appeals (not involving suspension, expulsion, or degree revocation) shall be addressed by the Vice President for Student Affairs. The current UCO Code of Student Conduct outlines the steps for filing appeals to the Vice President for Student Affairs in section III. Q. Behavioral misconduct appeals (involving suspension, expulsion, or degree revocation) are referred to the Committee on Student Conduct, according to the current UCO Code of Student Conduct, section III. R.-S.
5. Are the faculty members the only ones that can assign a grade or change a grade?
Yes. The reporting faculty member may inquire about the thoughts of the Director of Student Conduct regarding the case. The Director of Student Conduct may advise the faculty member. However, the final decision about a grade assignment or grade change shall rest with the reporting faculty member.
6. Are these confidential reports?
Yes. The University of Central Oklahoma abides by the Family Educational Rights and Privacy Act (FERPA) of 1974, which is a Federal law that protects the privacy of student education records. However, the student(s) about whom the report is filed has a right to know about the file and review the contents within the file.
7. Where will the reports be stored?
The reports, which are filed with the Office of Student Conduct will be stored in the Office of Student Conduct for the remainder of the calendar year, in which the report was filed. After the calendar year has been completed, the report(s) will be transferred to a fire-safe file cabinet for at least six (6) years. (Why is it this long?—Clery Act standards) Major crimes may be kept for much longer periods of time.
8. It might not be easy to get all the banner numbers of students involved as witnesses, etc.
This is not a problem for the Director of Student Conduct, unless a name has been misspelled by the reporting faculty member. The Banner Identification numbers are needed for the Office of Student Conduct reports. If the reporting faculty members do not have the Banner Identification numbers of the involved students, then the Office of Student Conduct will acquire them. Thus, the Banner Identification number is optional if it is not readily available.
9. Is this a way to accumulate a paper trail of certain students that might be disruptive?
It can be used as a paper trail. However, the Academic Misconduct Report form will be utilized as a form of documentation for the reporting faculty member, the Chair of the Department, the Dean of the College, and the Office of Student Conduct. The accused student has a right to review a copy of this report as well.
Another use of the Academic Misconduct Report form will be to establish a uniform tracking system of academic misconduct within the different colleges and the University as a whole. The Academic Misconduct Report form, if used properly, will simplify the process of calculating the various reported academic misconduct incidents and how they were resolved for a particular semester, academic year, or calendar year. The Office of Student Conduct possesses an incident tracking software that can produce reports of the various forms of academic misconduct for a specified time period, how they were resolved, and from which department the cases originated.
Additionally, the Office of Student Conduct has a significant role within the UCO C.A.R.E. (Campus Awareness, Response, and Evaluation) Team. The Office of Student Conduct regularly communicates with the UCO Police Services, UCO Student Counseling Center, Housing and Dining Services, and other campus entities regarding the behavior of students. Thus, the reports of unusual, strange, disturbing, and/or disruptive behavior from one area on campus may be relevant to reports of similar behavior in other areas on or off campus properties. The awareness of these reported behaviors may serve the University well in the timeliness, appropriateness, and effectiveness of the responses to the student(s) of concern, their behavior(s), and the community thereby affected.
10. What degree of disruption/disturbance warrants this form being submitted?
Any disruption/disturbance that violates the UCO Code of Student Conduct could warrant a complaint being filed. The Office of Student Conduct is available for consultation, if desired, prior to filing a complaint.
The key is preparation for classes prior to start of classes. A good syllabus will outline some key guidelines for assignments, exams, attendance, as well as behavior expectations, which correspond with the current UCO Code of Student Conduct. In addition, a brief definition and/or examples of “classroom disturbance/disruption” would prove useful to students.
Ignorance of the rules is not an “exemption pass” to break the rules. However, if each student in your classroom is aware of the rules, then everyone has an equal opportunity to succeed in the classroom. Therefore, when someone “disturbs/disrupts” this opportunity for themselves or others, then the “ignorance excuse” is nullified.
Each instructor has the responsibility to set a tone in their own classrooms. Henceforth, each instructor has to decide when to utilize this form. Of course, in times of CLEAR AND PRESENT DANGER, then the University of Central Oklahoma Police Services (UCOPS) should be called immediately at (405) 974-2345. After the proper departmental and college entities have been made aware, then the Office of Student Conduct should be contacted soon thereafter at (405) 974-2361.
11. Who monitors for multiple offenses?
The Office of Student Conduct monitors for multiple offenses. However, faculty members may monitor for multiple offenses if they are aware of any for particular students. The Office of Student Conduct encourages the reporting of offenses,
12. Who initiates an action if multiple problems are beginning to arise?
The Office of Student Conduct investigates all student complaints that are filed through the Office of Student Conduct.
13. Does there need to be a series of offenses with a student before it is filed for the first time or a sequence of events before this form is completed?
No, there does not need to be a series of offenses that a particular student has to commit prior to a complaint being filed with the Office of Student Conduct. The Office of Student Conduct does encourage talking with students, if possible, when a minor violation occurs.
14. Is there due process for the student?
Oh yes! This Academic Misconduct Report form facilitates due process by asking the instructor if the following courses of action have been executed:
· Has contact been established with the student(s)? Yes or No
· How were the student(s) contacted? ______
· Did student(s) have opportunity to voice their version of the incident? Yes or No