The Conduct Connection
Happy September Everyone!
What Questions do I ask?
While it would not be appropriate to have a list of questions out on your desk when meeting with a student, you may want to consider compiling a list that you can review before your meeting to refresh your memory or help to prepare yourself for the meeting.
These resources were intended for use with those that have addictive and high risk behaviors - but can be useful tools no matter the conduct or housing violation that you are discussing with a student.
The Conduct Record
What does it mean?
Being that we are not admissions officers, study abroad coordinators, or employers, how do we explain this to students? Below are a couple of tips and resources for you as you help students navigate what it means to have a conduct record with the University of Georgia.
1. Remember the timeline: The conduct record is with them (per the Board of Regents record retention policy) for five years from the last date of enrollment. Lets say they graduate in May 2015 - the record would be active until May 2020. That changes though when for example that same student graduates in May 2015 and returns in August 2017 for graduate school - that record is now pulled to their most recent last date of enrollment.
2. Remember that this is a protected educational record: their conduct record does not show up on their transcript, and we cannot release information without their permission.
3. Depending on the job, internship, study abroad opportunity, and grad school, a couple of things could happen... a) they may not ask b) they may ask "have you ever been in violation?" or "Have you ever been suspended?" or "have you ever been on probation?" c) they may request/require a deans certification. What is important in your conversation with the student is to help them think proactively about the lessons they have learned from their experience so that they can move forward in a positive way and show grad school/employers/study abroad that this incident is not indicative of their character.
4. If this is something through the process of the initial meeting that the student is concerned or stressed about, you may want to think about if exploring this would be an appropriate sanction. You can have the student meet with a career counselor, study abroad coordinator, adviser, or call their dream school's admissions office. The student does not have to explain their entire situation, but can ask questions about what their arrest/conduct record may mean for them moving forward. After the meeting, the student could write a statement that they would provide an employer/grad school/study abroad coordinator should they be asked, that helps them put their best foot forward.
For specific student questions, be sure to direct them to the appropriate office(s). Below are a couple resources that may come in handy:
The Office of Student Conduct: 706-542-1131
The Office of International Education (for international student concerns): 706-542-2900
Student Support Services: 706-542-8220
This process passes through four different offices on our campus to verify a student's records. These offices are: The Registrar, Student Conduct, the Vice President for Instruction, and the Equal Opportunity Office. Each of these offices provides documentation on the student (if applicable).
The student can find information on how to initiate the process on our website at: http://www.conduct.uga.edu/students/dean.html or by going to: http://conduct.uga.edu, searching under the students tab, and selecting Dean's Certification.
A sample letter from the Office of Student Conduct for Dean's Certification can also be found at that same location or at: http://www.conduct.uga.edu/students/sample_dean_letter.pdf