Frequently Asked Questions for Student Organizations
For Organizations
The letter that you have received states that your organization has allegedly violated one or more of Texas A&M University’s Student Rules. It states which rule may have been violated and a brief description of how the rule may have been violated. The letter also indicates the time, date, and location of your conduct conference or a deadline for setting up an appointment. It is imperative that you attend your student conduct conference.
The letter also states that you can contact the SCO to set up a student conduct conference information session with a staff member to discuss the SCO process and student conduct conference.
The SCO staff encourages a student conduct conference information session. This meeting will give you an opportunity to review your conduct file, meet with a staff member to discuss your rights, to talk about the student conduct conference process, to discuss the range of sanctions that may be imposed, and to have your questions answered. This meeting is mandatory for organizations who are facing sanctions that could separate them from school (expulsion or suspension) and will be attending a panel.
Information regarding the Organizational Conduct Process is contained in the Student Organizational Manual, Section 3.
Student Conduct Office receives reports from Residence Life, the Corps of Cadets, Athletics, the University Police Department, and the community at large. To view the specific report(s) used in your case, please make arrangements to come to our office between 8 a.m. and 5 p.m., Monday through Friday to view your file. The Student Conduct Office is located in Student Services Building, Suite 309.
The student conduct conference is a time for you to represent your organization’s side of the story. In order for the student conduct officers to make the best decision possible, they need a full picture of what happened. This is your time to officially respond to the charges and the evidence in your case file.
When you arrive for your student conduct conference, you will have the opportunity to review your conduct file, if you have not viewed it prior to the student conduct conference. If you did not have a student conduct conference information session, the staff member(s) who are adjudicating your case will meet with you to review the charge(s) against you, briefly review your rights, the range of sanctions that could be imposed, and to answer any questions that you may have.
You will then have an opportunity to explain your perspective on the incident that has been documented. You will have a chance to explain what you agree with, what you disagree with, and to explain your involvement with the documented incident. The student conduct officer(s) will then have some questions for you about the incident documented.
You will also have the opportunity to present any witnesses or additional supporting information that you have pertaining to the incident. (See witness FAQ for additional information).
You may accept responsibility or not accept responsibility for the charges that have been assigned to your incident. If you choose to not accept responsibility, you may be found responsible by the student conduct officer(s) for the student rule(s) violation.
If you accept responsibility or are found responsible for the charges assigned to your organization, then you will be issued an appropriate sanction(s) based on your involvement.
Your student conduct officer(s) will then conclude the student conduct conference by explaining that you will receive a follow up letter from the SCO office reviewing your incident, the finding(s) of the student conduct conference, your sanction(s) (if any), and the appeals process.
The student conduct officer(s) will then answer any last questions that you may have before concluding the student conduct conference
Texas A&M University uses a standard of evidence called Preponderance of Information to determine if a violation of the Student Rules has occurred.
Preponderance of Information means more likely then not. This is a different, and less strict, standard of evidence, than is used in the criminal court system. Our student conduct conferences at Texas A&M University are not criminal proceedings, nor do they follow the same guidelines as a criminal proceeding.
Another way to think about Preponderance of Information is to ask yourself the questions: Is it more than 50% likely that a Student Rule violation occurred?
There are several factors that are taken into consideration by the student conduct officer(s) when determining what an appropriate sanction(s) for an organization is. The student conduct officer(s) will examine the following:
- The nature of the violation
- Previous conduct history
- Aggravating or mitigating circumstances surrounding the violation
- The culture surrounding the incident or your organization
- The developmental and educational impact of the sanction
Please refer to the Student Organization Manual, Section 3 for a list of sanctions that may be imposed for a violation of the Student Rules.
A student organization’s recognition may be suspended for a specified or indefinite period of time, with an automatic loss of all rights and privileges associated with University Recognition (e.g. use of the University facilities, access to the Student Organization Finance Center, use of University name and associated logos).
If your organization has a history of repeated rule violations or an active conduct probation period, this may affect the sanctioning of your organization and may result in restrictions appropriate for the incident and nature of the repeated behaviors.
Chief Student Leaders are permitted to have the organization’s faculty or staff advisor present with them during their student conduct conference, apart from Greek organizations with national representatives
However, this advisor is not permitted to represent or speak for the chief student leader or organization during the student conduct conference. They may provide advice to the student, but under no circumstances will they be permitted to speak for the organization during the student conduct conference.
Students are permitted to present witnesses during their student conduct conference. Your conduct officer(s) will allow you to do this during your student conduct conference. You may ask your witnesses to either make a statement on your behalf or to answer questions that you ask them about your incident. Your student conduct officer(s) may then ask your witnesses questions based on the statements that they make during your conduct conference. We ask that you present character witnesses in writing.
Your witnesses will also be required to complete a Witness Participation form prior to being called into the student conduct conference. All forms will be available in our office.
As a student at Texas A&M University, you are expected to adhere to the Aggie Code of Honor. Lying rarely makes a situation better. If you choose to lie to a university official, you risk being charged with Texas A&M University Student Rule 24.4.1 Dishonesty or 24.4.23 Abuse of Process.
The focus of your conduct conference is your organization and its behavior. You are welcome to report concerning activities, but it will not affect the outcome of your organizations conduct conference.
You can appeal our decisions on three factors: inappropriate finding, unjust sanction, and due process. The appeals process information will be shared with you during the conduct conference information session and conduct conference.
An appeal conference gives the student another opportunity to explain their involvement in an incident. A student may file an appeal based on one (or more) of these three factors:
- Appeal based on severity of the sanction assigned
- Appeal based on violation of rights
- Appeal based on the entrance of new information
During an appeal conference, the burden of proof will be on the organization to explain why the decision reached during the original conduct conference was not appropriate. Both the chief student leader and the original student conduct officer(s) will have an opportunity to present their information and to answer questions from the appeals panel.
At the conclusion of the conference, the panel will deliberate and may either uphold the original findings or sanctions, or the panel may modify the findings or sanctions. A student’s sanction will not be increased during an appeal conference.
A decision may be made in your absence based on the contents of your organization’s disciplinary file. Your organization may also be charged with a violation of Texas A&M University Student Rule 24.4.23 Abuse of Process. There may be a restriction on your organization’s recognition and mandate that you attend the conduct conference before that restriction is lifted.
The organizational conduct process is separate from any other external governing parties related to your organization. This includes legal suits, judiciary/advisory councils, and national headquarters review processes. It is recommended that you communicate any required trainings or restrictions if applicable during your conference to your SCA for sanctioning purposes.
The Student Conduct Office will provide an official university excuse for any class absences. We do our best to avoid scheduling student conduct conferences during class times; however, at times it becomes necessary. If you are missing a test, please contact our office as soon as possible to inquire about the possibility of rescheduling the student conduct conference.
For Advisors
No, but you will receive copies of any conduct notification letters. While we highly suggest attending any required meetings, there is no preparation needed from the advisor. It is important to note that you will not have access to the organization’s case file without your chief student leader present.
Yes. Advisors are allowed to attend any meetings and/or conduct conferences involving their student. Students are encouraged to schedule an information session prior to their conduct conference and are required to be present during all conduct conference proceedings.
The General Order on Judicial Standards of Procedure and Substance in Review of Student Discipline in Tax Supported Institutions of Higher Education, 45 F.R.D. 133, 145 (1969) states, “In the field of discipline, scholastic and behavioral, an institution may establish any standards reasonably relevant to the lawful missions, processes, and functions of the institution…Standards so established may apply to student behavior on and off campus when relevant to any lawful mission, process, or function of the institution. By such standards of student conduct, the institution may prohibit any action or omission which impairs, interferes with, or obstructs the missions, processes, and functions of the institution.”
As it pertains to Texas A&M University, the university, through the authority of the Vice President of Student Affairs, reserves the right to investigate and adjudicate incidents occurring off campus that may violate the Code of Student Conduct. Some examples of behaviors that may warrant the university taking action include situations in which a student has demonstrated flagrant disregard for any person or persons; or when a student’s or student organization’s behavior is judged to threaten the health, safety, and/or property of any individual or group; or any other activity that adversely affects the university community and/or the pursuit of its objectives.
If the Vice President for Student Affairs determines that the offense affects the university as stated above, the Student Conduct Office in the Office of the Vice President for Student Affairs (or if the student is a member of the Corp of Cadets, the Office of the Commandant), shall hold an administrative conduct conference to consider whether the offense is consistent with the standards set out above, consider whether the student committed the violation, and take appropriate action. The action of the university administrative conduct officer(s) shall be made independent of any off-campus authority. Please refer to Texas A&M University Student Conduct Code 24.3 for further information.
Texas A&M University uses a standard of proof called Preponderance of the Information to determine if a violation of the Student Rules has occurred.
Preponderance of the Information means it is more likely than not that a particular behavior or event took place. This is a different, and less strict, standard of proof than is used in the criminal court system. The student conduct conferences at Texas A&M University are not criminal proceedings, nor do they follow the same guidelines as a criminal proceeding.
A decision on whether an organization is responsible for the pending charges may be made in the chief student leader’s absence based on the contents of the student’s conduct file. The organization may also be charged with a violation of Texas A&M University Student Rule 24.4.23, failure to appear for a university conduct proceeding. Typically, the university will place a restriction on the organization’s recognition and mandate that the chief student leader attend a conduct conference on behalf of the organization before the restriction is lifted.
While advisors are not technically required for organizational conduct conference, it is highly recommended. With that in mind, your chief student leader will have the opportunity to reschedule so that you can attend by contacting the Student Conduct Office at 979-847-7272 to discuss an alternative conference time.
Should your student need to reschedule the conduct conference for an academic commitment not noted on the student’s class schedule, funeral, or illness, please have them contact the Student Conduct Office at 979-847-7272 to discuss their concern and request an alternative conference time.
A complete listing of rights that students have in the university’s student conduct process can be found on the Texas A&M University Student Rules website.
For Complainants
Reporting to the University (Title IX Complaint)
If you need to report an emergency, call the Texas A&M University Police at (979) 845-2345 or dial 911. For more information on Title IX options, interim measures, and sexual misconduct procedures, please contact the Department of Civil Rights and Equity Investigations at (979) 458-8407 or visit titleix.tamu.edu.
If you are unsure about reporting, want to know the difference between reporting to the university and reporting to the police, or want to find resources that you can speak with confidentially, visit titleix.tamu.edu/make-a-report.
Reporting to Law Enforcement
You have the option of notifying law enforcement authorities including university and local police. You may file an anonymous “Jane/John Doe” report with the police while deciding whether to pursue criminal charges. Below is a list of local law enforcement agencies. Reports should be filed with the agencies where the incident occurred. The Dean of Student Life or staff in Student Assistance Services is available to assist those who choose to notify law enforcement authorities.
- University Police Department: 979-845-2345
- Bryan Police Department: 979-209-5301
- College Station Police Department: 979-764-3600
- Brazos County Sheriff’s Department: 979-361-4100
No. You must submit individual reports to each agency with which you wish to file a report. Complainants have the option to file a report to any and all agencies. Any action by the university should not be interpreted to preclude your right to file a report with law enforcement.
All attempts are made to investigate the incident and, if necessary, adjudicate the case within 60 business days from when it is reported to the university. However, there are some reasons a case may be delayed beyond that timeframe. If you ever have questions about the status of your report, you may contact the Student Conduct Office at 979.847.7272.
There are a number of possible outcomes once the incident is reported to Texas A&M University. Based on the information provided in the investigation, the accused organization may or may not be charged with one or more student rule violations. If the accused organization is charged, they will have a conduct conference where decisions about whether they are responsible or not responsible for a student rule violation will occur. If the accused organization is found responsible, one or more sanctions from the Student Organization Manual, Section 3 will be assigned to them. If the accused organization is found not responsible, they will not receive any sanctions, and there will not be a conduct record regarding those charges attached to their group with our office.
To find an organization responsible for a violation of the Student Conduct Code, the university must reach a Preponderance of the Information to indicate that a violation occurred. The Preponderance of the Information standard is 51%, or to state it another way, it is whether a reasonable person believes it is more likely than not that a particular behavior or event took place.
Yes, unless you specifically request to not be notified. Regardless of what the outcome of the investigation is, you will be notified at the same time as the accused student.
If the accused student is not charged with a student rule violation, you will be notified of one of the following:
- The investigation is complete and there will be no further action; or
- The accused student is required to complete a call-in meeting with a staff member.
If the accused student is charged with a student rule violation, you will be notified of the charges that trigger your participation as a complainant, the date of your information session with a staff member, and the date of the conduct conference.
Once the conduct conference has concluded, you will be notified of the findings for the charges that trigger your participation as a complainant, the sanctions associated with those charges (if any), and information about the appeal deadline and process.
If either you or the accused student choose to appeal the outcome, the other party will be notified.
If there is an appeal process, you will be notified of what that appeal process is, what your options for participation are, and what the final outcome is.
If you feel threatened in any way during the process, please contact the University Police Department at 979.845.2345. You may also file a report with the Student Conduct Office. The Student Conduct Code prohibits any verbal or physical intimidation or retaliation against any participant in the investigation and/or conduct process (see Abuse of Process in Student Rule 24), and may result in charges if any individual retaliates against you.
Counseling, health, mental health, advocacy, legal and other services available both on campus and in the community. Below is a brief list of available resources.
Texas A&M University
Counseling & Psychological Services (CAPS)
Student Services Building
979-845-4427
HelpLine (after hours )
979-845-2700
Student Assistance Services
Student Services Building
979-845-3113
Women’s Resource Center
Student Services Building
979-845-8784
LGBTQ+ Pride Center
Student Services Building
979-862-8920
Student Legal Services
Student Services Building
979-862-4502
Student Financial Aid
The Pavilion
979-845-3236
International Student Services
visa and immigration assistance
979-845-1824
Student Health Services
A.P. Beutel Health Center
979-458-825
University Police Department – Victims Services
1111 Research Parkway in the Texas A&M Research Park
979-458-9767
City of College Station
Baylor Scott & White Medical Center
Emergency room has a sexual assault nurse examiner and a special forensic unit.
700 Scott & White Drive
979-207-0100
St. Joseph Health College Station Hospital
1604 Rock Prairie Road
979-764-5100
City of Bryan
CHI St. Joseph Health Regional Hospital
2801 Franciscan Drive
979-776-3777
Sexual Assault Resource Center
979-731-1000
National
National Sexual Assault Hotline
1-800-656-HOPE
For Witnesses
Witnesses to alleged violations of policy are contacted by one of four parties: the charged student, the complainant/victim, a university investigator, or a conduct conference officer.
When contacted to participate as a witness you will be provided the time, date, and location of where to report to for the student conduct proceeding.
If it is not possible for a witness to physically be present for a student conduct proceeding, then the witness may participate by:
- Providing a statement of fact in writing before the student conduct conference
- Answering questions during the proceedings via the telephone
- Answering written questions in writing prior the conduct proceedings
Yes. Texas A&M University Student Rules, Section 24.4.23, makes it a violation of the Student Rules to not appear for an investigation interview when given reasonable notification to do so.
Failure to appear as a witness may lead to charges being filed against the witness for violation of this rule.
All possible attempts will be made by the SCO staff to avoid calling a witness during a scheduled class. However, if it is not possible to avoid this conflict, then a class excuse will be provided for the witness for that class.