Writing a Statement (2023 Charter)

A Responding Student (RS) can choose to write a position statement that outlines their position in response to the concern. If the RS chooses to write a statement to ask for withdrawal of the concern, the RS will send the statement to the Conduct Advisor (CA) who will submit the withdrawal statement to the Reporting Party (RP) and provide the RS with the RP’s response.

To assist responding students in drafting a position statement, the Office of Community Standards offers suggestions below for what to address or include. It is important to keep in mind that each student's position statement will be unique to the specific concerns and their personal circumstances. 

Key Points about Position Statements

• Under Alternative Resolution, if the RS has formally accepted responsibility, the RS may submit a position statement for the RP’s general review and not for the purposes of a withdrawal request. This position statement should only be submitted to the Conduct Advisor for the CA to send to the RP. The purpose(s) of this statement can include sharing the events that led up to the violation, explaining mitigating factors and extenuating circumstances, and/or requests regarding the RP’s grading approach or final grade determination. The RP is not required nor expected to respond to a position statement. The statement cannot exceed 30 pages total, including any supporting documents.
• During an investigation (Mid-Level and High-Level), a position statement should only be submitted to the Conduct Investigator and the position statement will be added as evidence to the RS Investigative Folder.
• If a case is charged and proceeds to a Conduct Panel, the panelists will receive the position statement along with the charge letter, concern and other evidence in advance of the Conduct Panel.
• If a case is charged and proceeds to a Conduct Panel, a detailed position statement helps the panelists focus their questions during the Conduct Panel. All materials submitted by either an RP or RS during the course of the investigation (the position statement and any supporting documents) cannot exceed 30 pages total, including any supporting documents.
• If a case is charged and proceeds to a Conduct Panel, the RP and RS will be required to verify that all written and oral materials used in the conduct process are their own original work.

Suggestions for Position Statements

• Address the allegation(s) outlined in the RP's concern. Refer to the allegations in the Letter of Concern submitted by the RP or other allegations from evidence gathered during an investigation
• Provide a specific, detailed and account of what you believed occurred (e.g., in an Honor Code concern, how the work was completed).
• Include circumstances surrounding the event that may be relevant to the RP’s allegations.
• If you are contesting the allegations, please be as specific as possible. For example, if there is a disagreement with what the RP alleges happened, provide an understanding of what happened. If there is agreement with the facts but disagreement that those facts would constitute a violation of the Honor Code, Fundamental Standard, or other policies, explain your reasoning.
• If you are not contesting the allegations, explain what has been learned from the process or what might be done differently in similar circumstances.
• Offer any extenuating factors that should be considered while the CI makes a decision about charging the case formally and/or a Conduct Panel makes its decision on a case that goes to a Conduct Panel.
• Explain any aggravating factors present in the case.

Key Points about Withdrawal Statements

• The withdrawal statement is a request to the Reporting Party to withdraw the concern against a Responding Student. The statement cannot exceed 30 pages total, including any supporting documents.
• A withdrawal statement is a formal contest of the concern and can only be submitted to dispute the allegations.
• A withdrawal statement should be confined to explaining why the concern is unwarranted.
• A withdrawal statement may not discuss extenuating circumstances.
• Effective Summer Quarter 2024 - 2025, submitting a withdrawal statement to the OCS commits all parties to proceed with an investigation unless the Reporting Party withdraws the concern.
• If a withdrawal statement is accepted, the Reporting Party will withdraw the concern, and the case against the Responding Student will be closed.
• If a Reporting Party does not respond to a withdrawal statement within four (4) calendar days, it is presumed that the withdrawal request was not accepted.
• A withdrawal statement may only be submitted once.
• A withdrawal statement can be used for an investigation.

Suggestions for Withdrawal Statements 

• Address the allegation(s) outlined in the Reporting Party's concern. 
• Provide specific, detailed and your understanding of what you believe occurred (e.g., in an Honor Code concern, how the work was completed). 
• A withdrawal statement is not an opportunity to explain mitigating factors and extenuating circumstances.
• If the Responding Student accepts responsibility, a withdrawal statement is not needed.
• If you have any questions, please continue to speak with your Conduct Advisor.