Student Conduct Procedures

Incident Documentation

The student conduct process at Guilford begins with "incident reports," submitted by any member of the campus community involving potential violations of the Student Conduct Code and/or concerns for the health and safety of members of the community.

The Dean of Students, or their designee, in collaboration as needed with representatives from Residential Education and Housing, Department of Public Safety, Counseling Center, and Academic Dean’s Office, conducts a preliminary review of the submitted incident reports to determine whether student conduct charges are warranted, additional investigation is needed, or a referral to other campus offices is made. 

Student Conduct/Administrative Hearing Process 

The conduct process follows procedures to ensure basic fairness regardless of the method of adjudication. Students may select a student conduct advisor of their choice during these processes. Guilford College has a pool of faculty and staff trained to serve in this role.

The following procedures are followed in non-Title IX student conduct proceedings (for Title IX procedures, please see the Title IX Policy and Grievance Procedures portion of the Student Handbook):

After the Dean of Students, or designee, reviews an initial incident report, students identified as being principally involved in the incident will receive an email to their Guilford College account (excluding College holidays and breaks) of their identification as a party to the incident. This email will contain the following information:

  • The date, time, and location of the documented incident
  • Any pending charges as indicated under “violations” in the Student Handbook
  • Information about the student conduct hearing process (including date, time, and location of hearing, if possible) to discuss the pending charges
  • Links to general information about the College's student conduct processes
  • If the incident involves a potential sexual misconduct violation, the name of the reporting student will be included, unless the reporting student chooses to remain confidential

If a student believes that they have a disability that may impact the hearing process, they must contact the Accessibility Resources Center to request an accommodation be made.

During the student conduct hearing, students will receive a full explanation of College student conduct procedures and have an opportunity to discuss the pending charges with the hearing officer. 

All hearings are considered confidential. Audio recordings, video recordings, pictures, etc., are not allowed during any aspect of the hearing.

Students are encouraged to participate in the hearing process. If a student chooses to not participate or attend the hearing, the case will be heard in absentia and a determination of responsible or not responsible will be made. In a case heard in absentia, the student forfeits the ability to appeal the decision made by the hearing officer(s).

For all potential violations of the following policies, Aggressive Behavior, Drugs (dealing or distributing only), Sexual Misconduct, Weapons and Fireworks, administrative hearings are the only option offered, regardless of the level of the incident. Likewise, for potential violations where suspension is being considered, the charges will be resolved in an administrative hearing at the discretion of the hearing officer.  The hearing officer(s) in administrative hearings will assign sanctions to students found “responsible” as outlined in the Student Handbook. 

Note: All outstanding student conduct charges must be resolved before a student can graduate from the College or before a withdrawn student can be readmitted to the College. Students with unresolved student conduct charges and/or sanctions may have a student conduct hold placed on their account resulting in the inability to receive transcripts, register for classes, sign up for College housing, be readmitted or graduate.

Records of Student Conduct Hearings

Student conduct records are created for all student cases in which disciplinary or academic honor code charges are alleged. Student conduct records of disciplinary or academic honor cases where the student has been found responsible are maintained in the Office of Academic and Student Affairs.

These records are maintained and purged according to the following guidelines:

  • Records involving cases in which the student was charged and found not responsible or in which charges were subsequently dropped are not retained in the student's official student conduct records.
  • Records involving cases in which a finding of responsible was determined are held in the official student conduct records at the College on the following basis:
    • Records for cases resulting in a hearing where a responsible outcome was determined are held in the official student conduct records for seven calendar years beyond the hearing date. Records are typically purged during the summer after the seventh year.
    • Records for cases resulting in disciplinary suspension or dismissal from the College are retained indefinitely at the College's discretion.

All disciplinary and honor code violation records are considered confidential and are accessed and released in accordance with the provisions of the Family Education Rights and Privacy Act of 1974 (FERPA). For internal College proceedings, authorized officials of the College will be provided access to records as necessary to their official duties in accordance with FERPA. Otherwise such records are released only upon the written permission of the student.