Hearing Process and Preparation

Learn how to prepare for a hearing, how to address pre-hearing concerns or conflicts, what to expect in a hearing, and what happens afterwards. Most students participating in the conduct process do so for first-time possible violations, and these topics can help.

Before the Hearing

Sometimes conflicts or issues arise between when the hearing date is set and the actual hearing. Learn how to reschedule a hearing, how to organize witnesses, how to access evidence, and how to prepare before the hearing.

Supporting Information

• You’ll get a UTBox folder to upload documents and information supporting your position, as well as your list of witnesses no later than three business days before the hearing date (If a hearing is on Friday, all supporting information and witnesses must be uploaded to UTBox by 5 p.m. Tuesday).
  • It is your responsibility to email studentconduct@austin.utexas.edu immediately if you have any trouble accessing the assigned UTBox folder.
  • A copy of the supporting information from the university will be available for you in the same UTBox folder.

Witnesses

• It’s your responsibility to inform any witnesses on your behalf of:
  • The date and time of the hearing,
  • The location of the hearing (Zoom link or room number on campus), and
  • That they should be prepared to answer questions from conduct staff and the hearing officer/panel.

Advisor

• You can bring one advisor to the hearing. The following are required before the hearing if you choose to have an advisor:
  • Complete the Authorization and Release of Protected Information,
  • Notify your advisor of the date, time, and location (Zoom link or room number) of the hearing.
  • Review and have your advisor read the Role of an Advisor.

Make an Outline to Prepare for Your Hearing

• A hearing outline can help you organize and present your position. It can help to write your outline reflecting the hearing order:
  • An opening statement,
  • A list of the supporting information you wish to present,
  • A list of questions for all witnesses,
  • A closing statement, and then
  • A recommended outcome if you are found responsible for the violation.

Request a Hearing Postponement

• If you’re no longer available for the original time or date of the hearing as listed in the Notice of Hearing letter, email your conduct administrator immediately to request a postponement.
  • Your request for postponement must include a compelling reason to reschedule, such as a procedural error, emergency, or a documented academic impact that would prevent your participation.
  • Dean of Students will determine whether the postponement is granted and will notify all parties of the decision as soon as possible.

Challenge the Hearing Officer or a Student Conduct Panel Member

• You may challenge the hearing officer or any member of the Student Conduct Panel (“panel”) for an alleged lack of fairness or objectivity.
  • The written challenge and supporting rationale must be emailed to studentconduct@austin.utexas.edu no later than two business days before the hearing date (If a hearing is on Friday, the challenge must be emailed by 5 p.m. Wednesday).

During the Hearing

Learn what to expect when your hearing starts and follow the regular hearing process below step-by-step to learn more about each stage.

• In Zoom hearings, you (and your advisor) will be in a waiting room until the hearing begins.
• Witnesses must be present when the hearing begins. If a witness on your behalf needs to join late, it’s your responsibility to inform the hearing officer/panel.
  • Witnesses will be kept in a waiting room (virtual or physical) until they are called.
  • After they’ve participated in the hearing, they may leave.
• If you bring an advisor, you’ll be able to privately speak with them during the hearing. Please note that your advisor can’t be a witness, nor can they address the hearing officer/panel.

The Hearing Process

• The hearing officer or Student Conduct Panel begin the hearing.
• Review of Rights and Hearing Order – The hearing officer/panel will review your rights in the conduct process and the order of the hearing.
• Student Conduct Case Presentation – Staff will begin with an opening statement, present supporting information, and call any witnesses. As each of the Dean of Students’ witnesses are called, staff will question them, then you’ll be able to question them, then the hearing offer/panel. The hearing officer/panel may also question the presenting staff.
• Your Case Presentation – After the student conduct presentation, you’ll give your opening statement, present your supporting information, and call any witnesses. As each of your witnesses are called, you’ll question them first, then the presenting staff, then the hearing officer/panel. The hearing officer/panel may also question you.
• Rebuttals – You and the presenting staff will each have an opportunity to give rebuttal information, if needed, following the completion of hearing officer/panel questions.
• Outcome Recommendations – Staff will present sanction recommendations should you be found responsible. You’ll have the opportunity to respond to the recommendations and present your own recommended sanctions.
• Closing Statements – Staff will present a closing statement, then you’ll present your closing statement.
• Review of Remaining Process – The hearing officer/panel will review the processes for issuing a decision and appeals.
• Adjournment – The hearing officer/panel will adjourn the hearing and begin deliberation on responsibility. If there is a finding of responsibility, the hearing officer/panel will also determine sanctions.

After the Hearing

Review what happens after the hearing, including important timelines for the post-hearing process.

• You’ll receive a hearing decision letter in email no later than five business days after a hearing (If a hearing was on Friday, the decision letter email will be sent by 5 p.m. the following Friday). If the hearing officer/panel needs more time to complete the decision or sanctions, they’ll email you and our staff before the same deadline.
• You or our staff can appeal the hearing outcome in writing, no later than five business days after the hearing decision letter is sent. Learn more about appeals and submitting a request for appeal.