CESA RESOURCES & FREQUENTLY ASKED QUESTIONS

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Resources for Students going through a conduct process
Resources for Witnesses & Complainants
Resources for Support Persons
Resources for Bias and Discrimination
Resources for other community members including alumni, faculty, staff, students, student organizations and parents
Frequently Asked Questions

For Students Going Through a Conduct Process

Conflict Education & Student Accountability (CESA) manages reports of student misconduct on campus, include violations of the Code of Academic Integrity and the Code of Student Conduct.

Your case manager will serve as your point of contact for any questions about your case and the conduct process.

We understand going through a conduct process can be a stressful experience. You may find these additional resources helpful.

On-Campus Mental Health Resources

CAPS - Student Health Center: (202) 994-5300 option #2 to speak with a counselor 24/7.
GW Listens: call or text (202) 902-8255 from Sun-Wed, 9pm – 1am for confidential conversations with trained student volunteers

Additional On-Campus Resources

Academic Advising: Students seeking counseling and/or need information regarding their current academic status after or during their case could reach out to an advisor.
Bias Incident Response Team: Collects and responds to online reports of bias incidents at GW. The BIRT will convene to ensure that students have access to appropriate support and to assist the university in a coordinated campus response to bias-related incidents.
CARE Team: You can use this to refer students or yourself to a variety of support resources on campus.
Campus Living and Residential Engagement (CLRE): Students can contact the above resource for issues regarding their residential environment on-campus and housing assignment.
Center for Career Services: Offers career coaching, self-assessment, and many more services. If you are evaluating how your conduct situation may affect your future career prospects, they can assist you in considering how to address this as you search.
Disability Support Services: Students needing accommodation to fully participate in the conduct process should request those as soon as possible from their case manager. Students seeking other accommodations should work with DSS.
Office of Student Financial Assistance: If your conduct case could involve removal from housing, suspension, dismissal, or failure of a course, we recommend checking with Financial Aid regarding any effects on aid you receive.
International Services Office: If you are an international student and your ability to attend the university may be limited as a result of your case, we encourage you to reach out to the ISO as soon as possible, so that they can help you anticipate any visa issues.
Office for Study Abroad: Students interested in Study Abroad opportunities can call to find out how their cases may be affected or help you anticipate any issues.

Online/Off-Campus Mental Health Resources

Timely Care: App offering 24/7 virtual care services including scheduled counseling, self-care content, and on-demand emotional support. GW students have free access.
Access Helpline: (888) 793-4357 for 24/7 mental health professionals
CrisisLink: call (703) 527-4077 or text CONNECT to 85511 for 24/7 assistance

Victims of Crime Assistance

GW Emergency Services: Call (202) 994-6111 for emergencies, and (202) 994-6110 for non-emergencies
DC Office of Victim Services: (844) 443-5732 for 24/7 DC Crime Victim hotline
Alexandria Virginia Victim Witness Assistance Program: (703) 746-4100 available M – F, 8 - 5 for assistance

Substance Abuse Concerns

Alcohol and Substance Abuse Services: (202) 741-2888, 2150 Pennsylvania Ave, NW
Alcoholics Anonymous: (202) 966-9115 from 10am – 10pm
In person or virtual AA meetings in the DC area.
In person or virtual Narcotics Anonymous meeting in the DC area.
Recovery Clubhouses Near GW:
- The Dupont Circle Club (DCC) first opened its doors in November of 1989. Today they provide space for over 90 recovery meetings each week and host eighteen different 12-step fellowships. These meetings bring hundreds of people a week into the rooms of the DCC. The DCC is honored to be part of the recovery community and we exist to help support all those who seek recovery to become more happy, joyous, and free.
- The Westside Club offers a number of services for the recovery community. Books, meetings, special recovery related events, snacks, coffee and fellowship are found here 7 days a week, 365 days a year.
- The Triangle Club officially opened its doors on January 1, 1990. Since then, the Triangle Club, supported by membership dues, meeting rent and individual donations, has provided a safe, well-maintained facility where members of the LGBT community can hold meetings and gather in fellowship.

Sexual Assault and Intimate Partner Violence Resources

The Sexual Assault and Intimate Violence (SAIV) Helpline at 202-994-7222 is a confidential crisis helpline for GW students impacted by sexual harassment, sexual assault, dating and domestic violence, and stalking. It is staffed by a team of clinically-trained professionals who are ready to respond to calls 24/7 365 days a year. Please note that the SAIV Helpline is completely confidential and will not result in a report to the Title IX office.
The Office of Advocacy and Support is the dedicated, confidential support resource for survivors of sexual assault, intimate partner violence and stalking. OAS supports survivors by offering: confidential, trauma-informed, and healing centered listening and processing space; safety planning; accompaniments; assistance with on and off-campus resource navigation; referrals; ongoing emotional support; and more. OAS is an excellent resource for all student survivors, especially those who may be unsure of what next steps they would like to take and would benefit from a confidential space in which to explore options. They can be reached by phone at 202-994-0443 or via email at [email protected].
GW Title IX Office: (202) 994-7434
National Sexual Assault Hotline: (800) 656-4673 or online for 24/7 assistance
DC Rape Crisis Center: (202) 333-7273 for 24/7 assistance
National Domestic Violence Hotline: (800) 799-7233 for 24/7 assistance

Witness & Complainant Information

Participation from witnesses and/or reporting parties/complainants is voluntary and often provides useful details that help CESA resolve cases from a more informed perspective.

Witnesses

Witnesses are anyone with relevant information about an incident and can participant in-person, remotely or via a statement. If the person experienced direct harm as a result of the reported incident, they may wish to request to participate as a reporting party/complainant.

Witnesses attending in person or remotely can be questioned by the respondent (accused student), the complainant (the reporting party, if involved in the case) and the hearing body. Witnesses are not required to to answer questions but we expect them to be truthful about any information that they do provide. Witnesses can have a support person. However, the support person cannot be present in the student conduct proceeding, whether the hearing is in-person or virtual. Witnesses may request that questions between themselves and others be asked indirectly, typically through the presiding officer.

Alternatively, witnesses can choose to provide a signed witness statement to be reviewed during proceedings. In this case, witnesses would be unavailable for questions.

Reporting Parties/Complainants

The Code of Student Conduct allows the reporting party or complainant to participate in a student conduct process at the discretion of the Director of CESA or designee. Anyone wishing to participate as a reporting party/complainant can make that request to the case manager. Such individuals may also wish to consider participating as witnesses.

Reporting parties/complainants are not necessarily required to participate in order for the case to proceed. In the event a reporting party/complainant chooses not to participate, the case may proceed based on the information available.

Participation could include:

Attending a student conduct proceeding,
Questioning the respondent,
Responding to questions from the respondent and the hearing body,
Presenting witnesses,
Submitting an impact statement describing how the alleged misconduct has affected the reporting party/complainant, or
Receiving information about the outcome, consistent with law.

Similar to witnesses, reporting parties/complainants may participate in-person, remotely, or via a statement. If attending in-person or remotely, reporting parties/complainants can be questioned by the respondent (accused student) and the hearing body. Reporting parties/complainants can also request to question the respondent and bring witnesses of their own. Reporting parties/complainants are not required to answer questions. However, we do expect them to be truthful about any information that they do provide. Reporting parties/complainants may request that questions between themselves and others be asked indirectly, typically through the presiding officer.

Reporting parties/complainants can have a support person attend the proceeding with them. Such a request should be made to the case manager.

Alternatively, reporting parties/complainants can choose to provide a signed statement to be reviewed during proceedings. In this case, they would not be available to answer questions.

As with all of our processes, if accommodations are needed to participate fully, please let us know as soon as possible.

Support Persons

Resources for Support Persons

Who is a support person?

A support person is an individual who has been selected by an accused student or student organization (respondent) to advise them through the student conduct process and who has agreed to assist the respondent. However, in cases where the complainant or reporting party participates, they may also be granted the option to have a support person on a case-by-case basis. Support persons can assist by offering advice for how to participate in the student conduct process, as well as basic emotional support and appropriate referral to resources. Different support persons may emphasize one of those more than the other, depending upon the support person's skill set and the needs of the student. That said, student conduct proceedings are not as complicated as a court of law and many people navigate the process without a support person.

CESA staff can provide information on the process, but must also remain impartial throughout. Support persons fill a special role directed at helping a student through this process by being supportive and by helping the person prepare for their student conduct proceeding.

A support person can be anyone of the student's choosing, so long as they are not otherwise involved in the incident. This could include:

a GW faculty or staff member,
a GW student,
a parent or family member,
or a friend.

An attorney may serve as a support person, but may not represent the respondent. Because of the educational nature of the process, participants are expected to articulate on their own behalf.

A respondent may choose to have more than one support person throughout the student conduct process. However, only one support person may be present at any student conduct proceeding (also referred to as a panel or conference) or meeting with CESA staff.

Support persons are not permitted to speak for the student, nor are they permitted to ask questions of witnesses or others during a student conduct proceeding. They are present to support the respondent only.

Role of a Support Person

Prior to a student conduct proceeding:

Arrange to meet with the student to review the information and determine how best to approach the student conduct process.
Ensure the student has been truthful with you about the totality of the incident and that they have provided all relevant communications and documentation related to this incident.
In some situations, the student may sign and submit a CESA - Consent to Release Confidential Information Form.
Assist the student with compiling information that they can present at the student conduct proceeding, including brainstorming a list of witnesses and relevant evidence.
If invited by the student, attend any pre-hearing meetings with CESA staff.
Help the student practice and otherwise prepare for the student conduct proceeding.
Provide basic emotional support and referrals to the student.

During a student conduct proceeding, a support person may:

Consult quietly with the student.
Suggest questions for the student to ask in a manner that that does not interrupt the conduct proceeding.
Assist the student in clarifying their response to questions.

During a student conduct proceeding, a support person may not:

Question witnesses.
Speak on the student’s behalf.
Object in any manner to questions asked or discussions raised.
Interrupt the proceeding.

Should a support person disrupt a student conduct proceeding, they may be removed by the presiding officer or the Director of CESA, or designee. For support persons who are students, such disruption may be a violation of the Code of Student Conduct, and a person may be charged following their disruption and removal.

Bias and Discrimination

What is Bias?

Bias is personal, unreasoned judgment or attitude that inclines an individual to treat someone negatively because of their real or perceived protected characteristic (from the Office for Diversity, Equity, and Community Engagement).

Bias is a comprehensive term - unlawful discrimination and discriminatory harassment are smaller categories of behaviors that can create a violation of university policy.

What is Discrimination?

Unlawful discrimination is the adverse treatment of an individual based on a protected characteristic, rather than individual merit (from the Office for Diversity, Equity, and Community Engagement).

Discriminatory harassment is any unwelcome conduct based on a protected characteristic where such conduct creates a hostile environment (from the Code of Student Conduct).

What is a Protected Characteristic?

Protected characteristics include age, color, disability, gender, gender identity or expression, genetic information, marital or familial status, national origin, pregnancy, race, religion, sex, sexual orientation, veteran status, and/or other characteristics protected by applicable law (from the Equal Opportunity, Nondiscrimination, Anti-Harassment and Non-Retaliation Policy).

How Can Bias and Discrimination Occur?

On- and off-campus
- Verbal
- Written
- Images
- Physical
In classroom environments
- Discussion boards
- Assignments
- Grading
Through virtual channels
- Social media
- Texting
- Email

Reporting Incidents of Bias and Discrimination

It is important to note that you have the option to report incidents anonymously, and every report is handled with care and trust. Not all reports result in a formal conduct process.

Experiencing Bias or Discrimination?

Contact the Office for Diversity Equity, and Community Engagement (ODECE)

Submit an online report to the Bias Incident Response Team

Students: 202-994-7434

Faculty: 202-994-5884

Staff: 202-994-9656

If a case should receive formal conduct follow-up, ODECE can refer to the appropriate offices.

Experiencing Sexual or Gender-Based Harassment?

Contact the Title IX Office

Submit an online report to the Title IX Office

202-994-7434

A member of the team will follow up. You may have the option for informal resolution or a formal disciplinary process.

Interested in Pursuing a Formal Conduct Process?

Contact the Office of Conflict Education & Student Accountability

Submit an online report through the public incident report form

(202) 994-6757

[email protected]

A member of the team will follow up. You may have the option for informal resolution or a formal disciplinary process.

Additional Bias and Discrimination Resources

Student Health Center - Counseling & Psychological Services (CAPS) (confidential)
Office of Advocacy & Support (OAS) (confidential)
International Services Office (ISO)
Title IX Office
CARE Team
Multicultural Student Services Center
GW Listens Hotline

If the incident is an emergency or medical attention is required, call 911 immediately or report it directly to the George Washington University Emergency Services at 202-994-6111.

Resources for Community Members

Faculty & Staff Resources

Parent, Guardian & Family Resources

Student & Alumni Resources

Well-Being

Academic Resources

Campus Partners

Forms

FERPA Release Form

Other

Student Grievance Procedures

Student Organization Resources

Student Organization Handbook (PDF)
How to Identify a Student Organization Event (PDF)
Events and Booking Space

Other Members of the Community

Frequently Asked Questions

CESA has compiled a list of frequently asked questions on various topics. Please do not hesitate to contact us with any specific questions you have.

Academic Integrity

Can a professor sanction me for academic dishonesty without making a formal charge?: No, this would circumvent the procedures outlined in the Code of Academic Integrity. Students have the right to contest the charge and proposed sanction by having their case referred to a hearing panel.
If I accept the charge, will it go on my transcript?: A transcript notation will be made if the sanction includes failure of the course, suspension, or expulsion, or is independently sanctioned.
If the recommended sanction on the charge form tangentially fails me for the course, will that go on my transcript?: Failure of the course will only be noted on the transcript if it was sanctioned. Failure of the course as a result of failing an assignment will not be noted as academic dishonesty on the transcript. Only the final grade for the course will appear.
Is it possible to be suspended or expelled for a single violation of the Code of Academic Integrity?: Yes, it is possible in particularly egregious cases or repeat offenses. Only an Academic Integrity Council Hearing Panel can impose sanctions of suspension or expulsion.
What happens if I contest a charge or a sanction?: You have the option to accept the charge and proposed sanction, contest the charge and proposed sanction or accept the charge and contest the sanction. If you contest the charge or the sanction, the matter will be referred to an Academic Integrity Council Hearing Panel.
Am I required to attend my hearing?: No, you are not required to attend your hearing- in such a case the Academic Integrity Council would identify you as being “in absentia” and read into the record your plea and any statement. The hearing would otherwise follow its normal case procedures.
Can the Academic Integrity Council panel change the sanction that was recommended by the faculty on the charge of academic dishonesty form?: Yes, the panel will review the case materials that have been presented and determine if the recommended sanction fits the violation.

Sanctions

How was my sanction(s) determined?

Sanctions are determined on a case by case basis so that each respondent is afforded appropriate and just treatment. Additionally, the determination of sanctions are balanced by the university’s goal of providing an effective learning environment for all members.

Determination of sanctions is influenced by factors including but not limited to: the nature of the violation and the incident itself, the impact of the conduct to the individuals, and the impact or implications of the conduct on the university community.

A complete listing of factors that influence the degree and nature of sanctioning as well as a list of sanctions can found in the Code of Student Conduct (link new Code here).

In your outcome letter, a rationale should be provided for the specific sanctions assigned in your case.

Is there any way to get my sanction deadline extended?

CESA can extend your deadline, including the possibility of setting up a payment plan (for monetary sanctions). In order to request these adjustments, contact your case manager (the CESA staff that emailed you regarding your case). Your case manager can help set up the payment plan and adjust your sanction deadline. When you contact your case manager, include the following information: your name, the sanction deadline for which you need an extension, the new date by which you can have it completed (typically no more than two weeks from the original deadline), the reason for the needed extension (e.g. illness), and your plan to complete it on time (e.g. “I have scheduled the required meeting for the day before this proposed new deadline.”) Until you hear back in writing, you should assume the original deadline is still in place.

Are any sanctions reflected on my transcript?

Notation of student conduct action will be made on the transcript whenever a student is expelled or suspended, or in accordance with university policies or applicable laws.
In Academic Integrity cases, all sanctions except failure of the assignment in question shall be marked on the respondent's academic transcript with the phrase “Academic Dishonesty.”

Will sanctions impact my study abroad plans?

It's possible. The decision about whether or not a student may study abroad is generally determined by the Office of Study Abroad (OSA) abiding by their outlined study abroad eligibility requirements. OSA does not allow students to study abroad while they are on any disciplinary probation which overlaps with the study abroad program's itinerary dates. If a student is currently on disciplinary probation and that probation is projected to end before the start of the student’s study abroad program then the student may be considered "Conditionally Eligible." Final approval to study abroad is contingent on successful removal of any probationary status. Study abroad programs operated outside of OSA may include different requirements.

How do I complete my assigned online drug or alcohol course?

You will receive a separate email with directions on how to log in online and complete your required course or courses. This email will contain more detailed information regarding your course or courses. If you are unable to locate the email with instructions or did not receive it, please contact your case manager.

What happens if I do not complete my sanctions?

If you do not complete your sanctions, a hold may be placed on your account. The hold would typically prevent you from registering for classes, and may also include, but is not limited to preventing you from withdrawing from classes, applying for on-campus housing assignments, or receiving copies of academic transcripts. Depending upon the nature of your case, it is possible that additional violations would be alleged for incomplete sanctions.

Will my scholarship be affected?

Scholarship money is not typically affected, unless a student is suspended or expelled. Individual financial aid packages vary. For example, if you have a particular private scholarship, that scholarship may have particular requirements. Contact the Office of Student Financial Assistance for more information.

Parent/Guardian/Family

My student called upset that they were documented by the GW Police Department. What happens next?

Most issues of non-academic student misconduct are evaluated by the Office of Conflict Education & Student Accountability to determine whether a student should be charged with a violation of the Code of Student Conduct. Not all students are charged with a conduct violation in all circumstances; sometimes an administrative action is appropriate. Decisions whether to charge a student and with what type of violation are made on a case by case basis.

My student is charged with a conduct violation. Do they have the opportunity to defend themselves?

Yes. Every student charged with a disciplinary violation is afforded the opportunity to provide their perspective of the incident (PDF) in question and to present additional relevant information through witnesses or other means regarding their involvement.

Why can't the Office of Conflict Education & Student Accountability tell me the details of my student's case?

The Family Educational Rights and Privacy Act of 1974 (FERPA) protects the privacy of student education records and prohibits educational institutions from disclosing information from a student's education record to any third party including family members without the student's consent. This federal privacy law significantly limits the access that family members may have to the education records of their student after they turn 18 or enroll in a post-secondary institution.

Students can ask that we share information regarding their conduct records by signing and submitting the Consent to Release Confidential Information form (PDF).

If my student's records are confidential, why did I get a phone call/letter from the university about an alcohol/drug violation?

An exception to FERPA permits the university to notify parents/guardians of students in conduct cases involving drugs and alcohol. The university's parental/guardian notification policy provides for different types of contact depending on the type of violation for students under the age of 21:

students who are transported to the hospital for drug or alcohol use
students found in violation of an alcohol or drug policy
students involved in other alcohol-related incidents

My student is involved in a conduct case. Are there other considerations made by the university regarding the imposition of a sanction? Are there any refunds?

The university's student conduct system is intended to encourage students to take responsibility for their behavior. Letting the student know that a conduct violation is not the end of the world is very important. Families should encourage their student to continue to be an active member of the university community while any conduct case is pending. In these conversations between families and students, the university encourages families to strike a balance between supporting the student and challenging their decision-making process regarding the incident(s) in which the student was involved.

Factors that do not relate to the student's behavior at the time of the incident(s) (e.g. financial situation, health conditions, character statements, grade point average, involvement in student organizations, etc.) are not considered in determining the facts of the case and/or when recommending sanctions.

In accordance with the Code of Student Conduct, a student who is sanctioned with the cancellation of their Housing License Agreement, suspension, or expulsion by the university is not entitled to receive a refund of any applicable fees or tuition.