Frequently Asked Questions
Frequently Asked Questions from Students
-
Can I postpone my hearing?
Yes. You may postpone the hearing if you have an academic conflict (for example, a class, a midterm or a final examination).
-
What happens if I do not attend the hearing?
The hearing will proceed in your absence.
-
Who will be at the hearing?
Two members of the Dean of Student Affairs staff and the accused student will be present for the hearing.
-
Can I bring someone else to the hearing with me (for example, an attorney)?
No. As the Dean’s Discipline hearing process is not a legal or adversarial process, neither attorneys nor other advocates are permitted in the hearing. However, there are a variety of University resources available to assist you with questions or concerns about the hearing or the Dean’s Discipline process in general.
• You can speak with a Dean’s Discipline Process Resource Person. These individuals are trained to assist students with many aspects of the Dean’s Discipline process. They can answer questions about the Dean’s Discipline process, the hearing, as well as provide guidance regarding general preparation for the hearing. However, it is the student’s primary responsibility to prepare for his or her hearing.
• You can speak with your Advising Dean/Counselor.
• You can contact the Office of Judicial Affairs and Community Standards and request to meet with a staff member to discuss general information about the Dean’s Discipline process prior to your hearing.You are also encouraged to speak with staff members in Counseling and Psychological Services should you begin to feel overwhelmed while going through this process. Family and friends or others in your personal support network may also serve as helpful points of contact.
-
Can I bring witnesses to the hearing?
No. Witnesses are not permitted to attend the hearing, but you can provide the hearing officers with the names and contact information of individuals who you feel might help the hearing officers determine whether or not a violation took place. The hearing officers will determine whether or not they need to speak with said individuals. You are permitted to present statements from witnesses during your hearing.
-
Will the person who accused me attend the hearing as well?
No. The written report, sometimes called an incident report, or a written complaint by the accuser will serve as the statement for the person who has brought forward a report of a policy violation. However, if deemed appropriate (by the hearing officers or the student), the hearing officers will contact the accuser in order to obtain additional information when necessary.
-
Do I have to dress up?
You are not required to dress up.
-
What will I be asked at the hearing?
The hearing officers will minimally ask questions about the information contained in the incident report. They will also ask you to provide your thoughts on the incident itself.
-
Who will know about this (the hearing and/or decision)?
Disciplinary proceedings conducted by the university are subject to the Family Educational Rights and Privacy Act (FERPA, also called the “Buckley Amendment”). There are several important exceptions to FERPA that will allow the Office of Judicial Affairs and Community Standards to release information to third parties. For example, it is important to note that the release of student disciplinary records is permitted without prior consent to: University officials with legitimate educational interest such as your advising dean, the Office of Preprofessional Advising, faculty members in academic dishonesty cases, and Columbia Athletics for student athletes; victim/s of an alleged crime of violence or of an alleged sexual assault; and parents of a student who is financially dependent.
Information taken from Dean's Discipline: Section Five, Privacy
Please refer to Essential Policies for the Columbia Community for a complete list of exceptions under FERPA.
-
Can I review the information OJA has (my file) prior to my hearing?
Yes. File information will be shared with you during the hearing, but you can access your file before or after the hearing by scheduling an appointment with the OJA staff. File reviews are by appointment only. You should e-mail the OJA at least 24 hours in advance of when you are requesting to see your file.
-
What is a file/record?
A file/record contains information related to the incident. Minimally, the contents will include the incident report, correspondence with/from the OJA, hearing notes, and outcome letter. Your file/record is maintained in the OJA.
-
What if I disagree with the contents of my file?
• If your disagreement is with the incident report, then you may inform the hearing officers of your disagreement during the hearing process.
• If your disagreement is with the notes from your hearing, then you may speak with the OJA. If the OJA hearing officer chooses not to change the notes, you are permitted to make an addendum and have this information added to your file.
-
Can anyone view my file?
Please refer to question #9.
-
Can I have the violation expunged from my record?
No. Columbia College and The Fu Foundation School of Engineering and Applied Science do not have a policy regarding expunging students' records.
-
Will this go on my transcript?
A transcript notation may be placed on a student’s transcript if the student has been expelled.
-
Will this go on my record?
Your record in this case is your judicial file. Many students believe that a judicial record equates to your transcript; however, this is not the case. A transcript represents a different type of record. Please refer to the answer to question #11.
-
What does the appeals process entail?
Appeals should be typed and submitted electronically via the form found on this Web site. Information on how to submit an appeal is also located in the bottom part of your decision letter if you are found responsible. Please note:
• The appeal is considered a review of the record and the process, not a new hearing. Therefore, the appeal officer will not conduct an in-person meeting.
• The appeal officer will contact you if he/she needs clarification on the information that you submitted.
• The appeal officer will contact you in writing once he or she has reached a decision.
The decision of the appeal officer is final.
-
Will the appeal officer accept letters of character?
It is not necessary to submit character reference letters unless the person writing on your behalf has direct information about the actual incident that was not originally submitted as part of the hearing process.
-
Will graduate schools, medical schools, law schools, dental schools, or my future employers find out about this incident?
Please refer to the answer to question #9. You may also speak with a staff member in the Office of Preprofessional Advising for questions related to medical schools, law schools, dental schools, and with the OJA for all other inquiries.
Frequently Asked Questions from Parents
-
How can I learn how my student is doing?
The best approach is to discuss your student's status with your son or daughter directly. Communicating with young adults isn't easy and they are not always as forthcoming as you might like. The college years are a period of remarkable growth and maturation, and students' ability and willingness to share information and insights usually grows, particularly as they acquire the confidence that comes with assuming greater responsibility for their own lives.
-
How will I know if my student is subject to University disciplinary action?
The OJA will generally not contact parents to notify them about a disciplinary issue their student is having unless there is a specific concern about the student’s safety or the student’s disciplinary case has resulted in a sanction of probation or higher. While the OJA generally does not contact parents, students can give members of the OJA permission to speak with parents about their disciplinary issues if they choose to do so.
-
Who can I call if I have additional questions about student privacy rights?
The Office of Parent and Family Programs is a resource for all questions related to your student’s experiences at Columbia. Please feel free to contact the office by calling 212-854-2446.