Frequently Asked Questions

The following is a list of questions that students who have been referred to our office have asked. Also, below there are responses to questions asked by parents and guardians regarding their students disciplinary records. The list is continually updated, if the answer to your question is not here, please e-mail it to us at StudentConduct@umd.edu.

1. I received a letter from the Office of Student Conduct requesting a preliminary interview. What is the purpose of this meeting?

   If you are requested to schedule a preliminary interview, you have been referred to our office because you *may* have violated the Code of Student Conduct or Code of Academic Integrity. With your letter, you will find a copy the allegation. During the preliminary interview, you will meet with a Student Conduct staff member and be given the opportunity to respond to the allegation(s). The hearing officer will also provide information about the disciplinary process. There are three possible outcomes to this meeting.

   In Code of Student Conduct cases: 1) the charges may be dismissed; 2) you may be referred to a hearing board for the resolution of the charges; or 3) your case may be resolved informally by the staff member.

   In Academic Integrity cases the possible outcomes include: 1) Request for an Honor Review Hearing to determine sanctions; 2) Acknowledge responsibility for committing a violation of the Code and accept the standard "XF" sanction; 3) Acknowledge responsibilities for committing a violation of the Code, but request an Honor Review for sanctioning purposes only.
   

2. What happens if I refuse to attend the preliminary interview?

   Refusing to attend a preliminary interview means your voice isn't heard in the matter. You also miss the opportunity to carefully discuss the disciplinary process with a member of the Student Conduct staff. In addition, your case will most likely be referred to a judicial board for resolution. In the meantime, our office may place a "block" your student account, this may prevent you from registering for classes. The block may remain on your account until the case has been resolved and if necessary sanctions have been completed.
   

3. Do I need an attorney?

   Informal hearings and other proceedings at an educational institution do not follow the same procedures used in courtrooms. The university does not employ lawyers to "prosecute" students, or apply the rules of evidence used in civil or criminal trial. Instead, charges are investigated and resolved in an atmosphere of candor, truthfulness, and civility. You may have an attorney present if you desire, but you are not required to have an attorney. When facing serious allegations, however, some students find it helpful to have the expertise of an attorney in responding to allegations. Other students seek the assistance of the Student Legal Aid Office located in the Stamp Student Union. Student Legal Aid is familiar with our process and may prove helpful to you in some circumstances. This is a free service offered to all University of Maryland students. Student Legal Aid ca ith their brochure during the preliminary interview.

   In Conduct cases, attorneys may represent students in hearings, but in Academic Integrity cases, attorneys may only serve in an advisory role and may not address the board.
   

4. What is the difference between a "conference" and a "hearing?"

   In Code of Student Conduct cases, a staff member can resolve a case through an administrative meeting called a "conference" and this will usually occur immediately after the preliminary interview. It is important to note, however, that a student may not be suspended or expelled during a conference.

   A hearing before the Central Judicial Board is a more formal process for resolving a complaint. The student and the complaining party generally present their case before a panel of students who render a decision. If a student is found "responsible" for the alleged violation, the board will recommend appropriate sanctions. Only hearing boards may impose the penalty of suspension or expulsion unless the student agrees to the suspension. For a more in depth description of these processes, please ask for a copy of the Code of Student Conduct.

   In Academic Integrity cases, Honor Reviews are convened to hear cases not resolved in the Preliminary Interview.

   Hearings are before a panel normally consisting of three Honor Council members and two faculty members. The student and the complaining party generally present their case before a panel of students who render a decision. If a student is found "responsible" for the alleged violation, the board will impose appropriate sanctions. In accordance with the Code of Academic Integrity, the normal penalty for an act of academic dishonesty is the grade penalty of "XF" in the course. The grade is recorded on the academic transcript with the notation, "failure due to academic dishonesty".
   

5. Will my parents be notified of any sanctions I receive?

   Not necessarily. Disciplinary proceedings conducted by the university are subject to the Family Educational Rights and Privacy Act (FERPA). Generally, under FERPA disciplinary records may not be released or disclosed without the expressed written permission of the student whose disciplinary record is being sought unless provided by law. Release of student disciplinary records is permitted without prior consent to university officials with legitimate educational interest; victim/s of an alleged crime of violence or of an alleged sexual assault; and parents of a student who can provide written documentation that the student is financially dependent.

1. How can I learn how my student is doing?

   The best approach is to ask your son or daughter directly.  Communicating with young adults isn't easy.  They're not always as forthcoming as we would like.  The college years, however, are a period of remarkable growth and maturation.  The ability and willingness of students to share information and insights usually grows, especially as they acquire the confidence that comes with assuming greater responsibility for their own lives.
   

2. Does the University have any written policy about information from student records that can be shared with parents?

   Yes.  Like other colleges and universities across the country, the University of Maryland is subject to a federal law called the Family Educational Rights and Privacy Act (also called "FERPA" or the "Buckley Amendment").  FERPA sets privacy standards for student educational records and requires institutions to publish a compliance statement, including a statement of related institutional policies.  The University of Maryland policy (titled "Policy and Procedures on the Disclosure of Student Education Records") is available in the undergraduate catalog, or online at: http://www.umd.edu/PRES/policies/iii630a.html
   

3. Where can I find out more information about FERPA?

   FERPA is enforced by the U.S. Department of Education.  The Department maintains a FERPA website (with links to FERPA regulations) at: http://www.ed.gov/offices/OM/fpco/ferpa/index.html
   

4. What records does FERPA cover?

   The privacy protection FERPA gives to students is very broad.  With limited exceptions discussed below, Part 99.3 of the FERPA regulations gives privacy protection to all student "education records."  Education records are defined as "[t]hose records that are directly related to a student and [are] [m]aintained by an educational agency or institution or by a party acting for the agency or institution."  Examples of student records entitled to FERPA privacy protection are grade reports, transcripts, and most disciplinary files.
   

5. What does it mean to say a record is "protected" by FERPA?

   Unless personally identifiable information from a student's education record falls under a specified exception, the information cannot be released to third parties (including parents) without signed and dated written consent from the student.
   

6. What are the exceptions to FERPA's coverage?

   There's a detailed list of exceptions at Part 99.3 of the FERPA regulations ("education records" defined) and at 99.31.  Perhaps the most important exception allows "disclosure [of information in student education records] to the parents of a dependent student, as defined in Section 152 of the Internal Revenue Code of 1986" (Part 99.31 (a) (8)).
   

7. I had easy access to my student's school records.  Why don't I have the same access to records kept by the University?

   Under FERPA, the access rights that parents and legal guardians had in the elementary and secondary school setting are transferred to students, once a student has turned eighteen, or is attending any post-secondary educational institution.   See FERPA regulations Section 99.3 ("eligible student" defined) and 99.5 (a) ("rights of students"). 
   

8. Why do I have limited access to my student's college records when I'm paying her college expenses?

   As a parent or legal guardian you normally can have access to your student's college records.  The best way to do so is with the student's consent.  Nonetheless, as indicated in the answer to Question 6, if you claim your son or daughter as a dependent for federal tax purposes, the University will give you access to his or her education records, as specified in FERPA (see Part 99.31 (a) (8)) and in the University "Policy and Procedures on the Disclosure of Student Education Records" (Part IV (b) (8)).  FERPA does not require colleges and uni versities to grant such parental access.  The University of Maryland does so as a matter of policy. 
   

9. How do I provide documentation of my student's dependent status?

   Parents are norm ally asked to supply a copy of their most recent federal income tax forms.
   

10. How can I fin d out my student's grades?

    Most parents ask their student directly.  Doing so fosters trust and a sense of mutual responsibility.  One convenient approach is to ask your student to give you a parent "PIN" number to access the University's Testudo interactive web service (http://www.testudo.umd.edu/ParentAccess.html).  With the PIN you can access your student's grades, class schedules, student accounts, and unofficial transcripts.  The parent access system is administered by the Office of the Registrar.  Please call (301) 314-8240 for additional information. 

    Also, as indicated in the answer to Question 8, if your student declines to share grade information with you, the Registrar will give you access to his or her grades, if you can demonstrate that you claim the student as a dependent for federal tax purposes.  Generally, when a parent seeks access to a student's education records (based on a claim of dependent status), the Registrar will notify the student and urge the student to supply the information directly. 
    

11. Will I be notified if my student is put on academic probation, or is subject to academic dismissal? 

    No.  Information about grades and academic standing is sent directly to students.  You can, of course, ask your student to keep you informed about his academic performance, and you can gain immediate access to his academic records through the use of a parents' "PIN."  See the answer to Question 10. 
    

12. Will I be notified if my student is hurt or in danger?

    Part IV (B) (9) of the University "Policy and Procedures on the Disclosure of Student Education Records" states that prior consent to disclosure of information from student education records will not be required when notice is made to "[a]ppropriate parties in connection with an emergency, where knowledge of the information is necessary to protect the health or safety of the student or other individuals."  We normally consider parents as "appropriate parties" to notify in such emergencies.  For example, if a student living in the residence halls were transported to the hospital in a life-threatening situation, every reasonable effort would be made by Resident Life staff to notify parents as soon as possible. 
    

13. Will I be notified if my student is hurt or in danger in a fraternity or sorority house?

    Students living in a fraternity or sorority house have greater autonomy than students residing in residence halls, especially if the fraternity or sorority is located off-campus.  These facilities are managed by independent house corporations, which enter into individual lease agreements with students rather than the University.  Nonetheless, the fraternity and sorority student officers and facilities managers are instructed to inform University personnel when a health or safety emergency occurs.  Often, these representatives of the group have already notified family members of the student involved.  If Greek Life staff are aware of students in life-threatening situations and parents have not already been contacted by health or safety personnel, they will make every effort to contact parents at that time. 
    

14. What if my student is hurt or in danger off-campus? 

    Generally, students are not subject to our control or supervision when they live and work off-campus.  However, if we learn of an emergency involving one of our students, we will attempt to notify the student's parents, in accordance with our emergency notification policy and procedures.  Hospitals and police agencies will also follow their own notification protocols. 
    

15. Will I be informed if my student is treated at the Health Center or is seeing a counselor in the Counseling Center?

    Not normally.&n bsp; In addition to FERPA, state laws and professional ethical codes preclude the University from routinely sharing student medical information and counseling records with third parties, including parents, without the student's consent.  There are important policy reasons supporting these confidentiality requirements, including the proven therapeutic benefits associated with encouraging students to talk openly and candidly with a physician or counselor - without fear that their conversations will be reported to others. 

    Confidentiality, of course, is not absolute.  It can be broken (and parents notified, as appropriate) if staff members in the Health or Counseling Centers determine that a student poses an imminent danger to self or to an identifiable third party. 
    

16. How will I know if my student is subject to University disciplinary action?

    The University disciplinary system is administered by the Office of Student Conduct (OSC).  OSC staff members routinely urge students to inform their parents if they are accused of any disciplinary offense.  Students can also authorize release of all the information in their disciplinary files.  A copy of the file can then be sent to a parent or legal guardian, upon request. 

    Dependent students facing disciplinary charges that could result in suspension or expulsion from the University will be asked to provide the Office of Student Conduct written confirmation that they have notified one of their parents.  A copy of that written confirmation will then be mailed to the parents, at the home address specified in the student's application for admission.  Normally, if such confirmation is not provided by the student, a OSC staff member will contact the parents and suggest a conference (either in person or by telephone) to review the matter.  The accused student will be invited to attend the conference.