Hearing Preparation

Scheduling a Hearing

Following the issuing of a charge letter, the Judicial Advisor will arrange a hearing date, after consultation with you and the reporting party. You may choose to attend and participate actively in the hearing, participate via a telephone/video conference call, or simply rely on your written statement and written documentation. 

If you have questions about forms of participation, you can speak with the Judicial Advisor or a Judicial Counselor. 

Additional Hearing Preparation 

Witnesses

If witnesses are required or requested, the Judicial Advisor will also try to accommodate their schedules. 

Witnesses generally are limited to speaking to the facts and issues of your case, and are required to submit a pre-hearing statement to the Judicial Officer about the general nature of their intended testimony at least ten business days (preferably earlier) before the hearing.

Evidence

The Judicial Officer has the responsibility to present evidence that supports the charges, evidence of an exculpatory nature and evidence of extenuating circumstances. This is why it is important for you to tell the Judicial Officer about or bring to the Officer’s attention any evidence that supports your defense, as early as possible, so that the Judicial Officer has time to verify or corroborate that evidence before the hearing. All evidence and written documentation must be submitted at least ten business days before the hearing.

Oral Presentation

Both the Reporting Party and Responding Student will have the opportunity to make a brief oral report highlighting significant evidence and written documentation. The panel has the option to limit the presentations to 15 minutes. Prepare for this possibility as you compose your oral statement.

Judicial Counselors / Personal Advisers

You may choose to have any support person with you at your hearing. If you intend to bring such a support person/Judicial Counselor/Personal Adviser, please let the Office of Community Standards know as soon as possible.

• Note: Your Adviser cannot serve as a witness. (See bylaw regarding Role of the Personal Adviser.)

Pre-Hearing Meeting

Once a hearing date has been set, it is to your benefit to meet with both the Judicial Officer and the Judicial Advisor at least once. They will talk you through the hearing, discuss what documentary evidence will be presented, the general nature of anticipated witness testimony and help prepare you for the type of questions the Judicial Panel may ask you. Together, you will review what information will be provided to the Judicial Panel to ensure you and the Judicial Officer are aware of the materials being presented. If you have questions about what information will be provided to the Panel, speak with the Judicial Officer. 

During the pre-hearing meeting, the Judicial Advisor will also review the outline of the hearing, and you will be given the names of the potential panelists (and informed of bias check practices and procedures) to make sure that you do not know any of them. The Judicial Advisor will discuss possible sanctions, should you be found responsible, and advise you about what information and documentation you should think about presenting to the Panel related to the impact of specific sanctions.

Submit a Sanction Statement, If Necessary

If you intend to ask the Judicial Panel to consider sanctions that deviate or depart from a standard sanction(s) or sanction of precedent, you are strongly advised to submit a written sanction statement detailing the reasons why a deviation or departure should be granted. Panels are not likely to impose an alternative sanction without having very compelling reasons to do so.

For help in writing a sanction statement:

• Refer to Writing a Sanction Statement
• Consult the Judicial Advisor for assistance

Be sure to submit your statement to the Judicial Advisor at least ten business days before your hearing.