Student Organization Administrative Conduct Reviews

Butler University student organizations are expected to adhere to University regulations as outlined in the University Rules of Conduct. Failure to do so may result in the initiation of an administrative conduct review for the student organization. All policies, procedures, and sanctions set forth in the student conduct process apply to student organizations collectively. Officers of the student organizations are responsible for assuring all their members are in compliance with the University Rules of Conduct. The president of the student organization, or another designated representative of the student organization, will represent the organization if an administrative conduct review is initiated for the group.

Students wishing to submit a report of alleged organizational hazing or other conduct concerns may do so through the Butler University Public Incident Report.

All allegations of student organization misconduct (except those that fall under the Butler University Sexual Misconduct Policy) will be resolved through a meeting with a designated conduct officer. Student organizations will receive a charge letter via email to the student organization president’s official Butler e-mail address. The charge letter will briefly describe the incident, the alleged violations of University rules and/or policies in question, and the date of the administrative conduct review meeting. Administrative conduct reviews will be scheduled around classes and the organization president is expected to attend or make an alternate arrangement in advance of the scheduled conduct review.

After conducting an investigation and an informal or formal administrative conduct review, the conduct officer will have the authority to determine whether the student organization is found responsible or not responsible for the alleged violation(s) and, if the student organization is found responsible, the conduct officer will assign appropriate sanction(s). The decision is based on the totality of the information available to the conduct officer. The conduct officer will find the student organization responsible based on the preponderance of the information. This means the conduct officer will find the student organization responsible if they reasonably conclude that it is more likely than not that the student organization violated University policies/rules.

• Student organizations will have three (3) business days advance notice of the administrative conduct review (excluding official University breaks), although the organization’s president may waive the organization’s right to three (3) business days of notice and arrange for an earlier resolution.
• The student organization may not challenge the assignment of the conduct officer for an administrative conduct review.
• In advance of an administrative conduct review or appeal, the student organization president or designee may seek guidance and assistance from the Dean of Students who is located in Atherton Union 311, 317-940-9470.
• Student organization presidents will have the opportunity to review the reported information and have an opportunity to present the organization’s version of the incident.
• Student organizations will receive an outcome letter via e-mail to the organization president’s Butler e-mail account containing the written findings of the administrative conduct review. This will normally be provided within about a week after the conclusion of the administrative conduct review.
• A student organization engaged in an administrative conduct review has the right to one appeal.
• Student organizations and/or individual organization members who engage in direct or indirect retaliatory behaviors towards persons participating in the conduct process are subject to additional conduct charges and sanctions.
• If a student organization president is registered with Student Disability Services and believes they may need a disability-related accommodation while participating in the conduct process on behalf of their student organization, please see the Student Disability Services (SDS) and the Conduct Process section.
• If an organization president or designee fails to attend a scheduled administrative conduct review, the organization will be held responsible for the alleged violation(s).

The administrative conduct review will be either informal or formal, as described below:

Informal: The conduct officer meets individually with the president of the accused student organization. An advisor to the student organization may also attend the administrative conduct review. The advisor serves as a support person to the student organization president throughout the administrative conduct review process. The advisor may not actively participate or interfere with the administrative conduct review process, and may not be a witness.

• An Informal Administrative Conduct Review will take place if suspension (temporary removal) or dismissal (permanent removal) of the student organization are not possible.
• An Informal Administrative Conduct Review does not allow for the participation of witnesses.

1. The conduct officer will review the process, the organization’s rights, and answer the student organization president’s questions.
2. The conduct officer will review the incident report and other relevant information with the organization’s president. This may include an investigative summary if an investigation was conducted prior to the administrative conduct review.
3. The student organization’s president shall have the right to review and respond to the information related to the incident, and to provide information to the conduct officer on behalf of the student organization.
4. Administrative conduct reviews are presumed closed, meaning the only participants are those identified in this handbook.
5. At any time during the informal administrative conduct review, the student organization’s president or the conduct officer may determine that a formal administrative conduct review is needed. If so, a formal administrative conduct review will then be scheduled.

Formal: Similar to the informal administrative conduct review, the conduct officer meets individually with the president of the accused student organization. However, a formal administrative conduct review requires more structure and planning because witnesses may be invited to participate.

• A formal administrative conduct review will take place if suspension (temporary removal) or dismissal (permanent removal) of the student organization are possible outcomes.
• A formal administrative conduct review may also take place if the conduct officer or student organization president would like to invite witnesses to participate.

1. The student organization’s president and the conduct officer may exchange names of witnesses at least three (3) business days in advance of the review date. Witnesses are considered those who can provide relevant, factual information directly related to the alleged incident based on their involvement. The Dean of Students has the right to determine the relevance of requested witnesses and their ability to participate. The conduct officer will make a good faith effort to include those witnesses deemed relevant. Written statements may be accepted and are subject to verification by the conduct officer. Witnesses not identified in advance according to this timeframe may not be allowed to participate. Character witnesses are not permitted.
2. The conduct officer will explain the process, the organization’s rights, and answer the student organization president’s questions.
3. The conduct officer will review the incident report and other relevant information with the organization’s president. This may include an investigative summary if an investigation was conducted prior to the administrative conduct review, or information from witnesses participating in the administrative conduct review.
4. The organization’s president has the right to review and respond to the information related to the incident, and to provide information to the conduct officer on behalf of the student organization.
5. The organization’s president may attend the administrative conduct review with an advisor of the organization. The advisor serves as a support person to the student organization president throughout the administrative conduct review. The advisor may not actively participate or interfere with the administrative conduct review and may not be a witness.
6. Beyond witness and advisor participation, administrative conduct reviews are presumed closed, meaning the only participants are those identified in this handbook.

In an effort to be transparent with the Butler University community, the Office of the Dean of Students will disclose if a student organization was found responsible for violating Butler’s University Rules of Conduct in the last five years at the link below.

Student Organization Conduct Disclosures

Note: Any act that denies, deprives, or limits the educational, employment, residential, and/or social access, benefits and/or opportunities of any member of the campus community on the basis of their actual or perceived race, sex, religion, ethnicity, national origin, citizenship status, age, sexual orientation, gender, gender identity, disability, or veteran/military status is prohibited by the University’s Non-Discrimination Policies

Fraternity and Sorority Conduct

All social fraternities and sororities that receive conduct charges from the Office of the Dean of Students for allegedly violating Butler’s University Rules of Conduct are entitled to a Student Organization Conduct Review Process. If the allegations involve the Interfraternity Council (IFC) or the Panhellenic Associate (Panhellenic/PHA) student-created constitution(s) and bylaws, or recruitment rules, the matter is resolved by the IFC or Panhellenic/PHA processes. Additionally, social fraternities and sororities may be held accountable by their national or international organization for violating respective policies and processes. It is possible for a social fraternity or sorority to go through the University’s conduct review process, the IFC or Panhellenic/PHA process, and/or the national or international organization process simultaneously. For more information, contact the Dean of Students at deanofstudents@butler.edu.