Navigating the Residential Conduct Process - The University of Tulsa

Navigating the Residential Conduct Process

Being familiar with the residential conduct system will help you know what to do in case you or someone you know witnesses or involved in an incident on campus.

Alleged Incident Occurs

Anyone involved in, witnessing, or with information about an incident may choose to document the facts of the incident. Incident report forms may be completed online.

CaneCare reports should be objective, complete, accurate, and should contain the names and addresses of all parties involved to the extent possible. Completing the incident using the Canecare report form automatically submits the report to the appropriate staff member.

Notice of Formal Action Being Taken

Based upon the information in the incident report, a decision will be made to send a Notice to Appear letter to residents who allegedly violate the University of Tulsa Student Code of Conduct Standards and/or Housing & Dining ResponsibilitiesThis letter will inform the student of the date, time, and location of the hearing. The conduct hearing can be scheduled as early as 5 days from the date of the incident.

No Letter Sent

After reading an incident report, the hearing officer may decide that there is not enough evidence to warrant a hearing or may choose to follow up with the students involved through an informal educational meeting. In either of these cases, no Letter to Appear is sent.


Mediation is a voluntary, confidential process in which an impartial, third party assists people in finding a mutually acceptable solution to the conflict. When mediation is being utilized instead of the student conduct hearing, the disputants are expected to operate in good faith. If at any time the mediators feel that one or more disputants is not acting in good faith, the mediation will be terminated and the conflict will be resolved via the student conduct hearing.

Case Referred to Dean of Student Office

In some situations, the Assistant Director of Residence Life may decide that it is more appropriate for the Dean of Students Office to administer a student conduct case and will refer it to the appropriate parties.

Student Conduct Administrator Hears the Case

During your hearing with the appropriate student conduct administrator, you will have the opportunity to review allegations of your involvement in policy violation(s). You will have the opportunity to respond to the allegation(s) contained in the incident report. You may present information relevant to your situation including witnesses.

Decision Letter and Possible Results

The student conduct administrator makes a decision, and notifies individuals, in writing, of the final decision of the hearing. A resident can be found in violation of campus policy for events occurring in his or her assigned housing space, whether or not said resident is actually present. If it is found to be “more likely than not” that the student is partially or fully responsible for an alleged offense, these are the possible sanctions.

Possible Sanctions

  • Written or verbal warning, reprimand, or admonition
  • Restitution for damages resulting from misconduct
  • Punitive fines resulting from misconduct
  • Educational sanctions: constructive essays, bulletin boards, educational workshops, online assessments, parental notification (underage alcohol/drugs)
  • Community service
  • Withdrawal/Revocation of privileges
  • Probation
    • Membership probation: membership in a student organization may be jeopardized if violations continue
    • Housing probation: recurrence of unacceptable behavior may result in removal from housing
    • Disciplinary probation: possible withdrawal of certain privileges; recurrence of unacceptable behavior during probationary period may result in suspension from the university.
  • Suspension: Recommended to Dean of Students; indicates that a student’s behavior has been unacceptable to a considerable degree; specific duration.
  • Dismissal: Recommended to Dean of Students; complete removal from the university with no option to return.
  • Other sanctions as deemed appropriate

Student Appeals

If you would like to share additional information that you did not provide at the original hearing, please submit a written request within five (5) working days of receipt of this letter to Stephanie Luker, Coordinator of Student Rights & Responsibilities, at This secondary review will then be forwarded to the Dean of Students for consideration.