You Received a Letter

Overview

The Office of Student Conduct and University Housing utilizes Maxient for email correspondence to students. Maxient is a software for managing behavior records used at over 1300 institutions across North America. NC State has used this system for the disciplinary process since 2009.

A letter from the Office of Student Conduct or University Housing is official correspondence on behalf of NC State. In order to access the contents, students must type in their SID underneath their name.

For student organizations/groups, correspondence is typically sent to the email address of the current President or previously-designated member. Each organization/group has a unique SID that they must use to access the correspondence. If they are unsure of the SID, they should contact the Office of Student Conduct at studentconduct@ncsu.edu or 919.515.2963.

It is possible that emails sent on behalf of Maxient may flag as potential spam or phishing. We encourage all students to check their spam folder if they are unable to observe a letter in their inbox or if they are expecting correspondence and haven’t received it within a timely manner.

To confirm the validity of the email communication you received, you may contact the Office of Student Conduct.

Contents of the Letter

The initial letter you receive will depend on the nature of the concern provided to the university. There may be alleged violations of the Code of Student Conduct, which are issued in response to an incident that has occurred. These allegations represent the University’s concerns based only on the information provided to our office. Students or student organizations/groups have not been found responsible and will have an opportunity to respond to the allegations during an initial meeting with their assigned hearing officer.

A student may also receive an initial letter where they are asked to meet with staff from the Office of Student Conduct or University Housing, as they may have additional information to provide about the concern provided to the university. 

Each letter contains a number of attachments, which may include:

Scheduling a Meeting

For most conduct-related matters that occur in the residence halls, students will likely meet with a staff member of University Housing, such as a Residence Life Coordinator (RLC) or Graduate Assistant (GA). These staff members will indicate a time, date, and location for the meeting in an initial letter directly to the student. Students should contact their assigned RLC or GA as soon as possible if they need to reschedule their appointment. 

Students and student organizations assigned to staff in the Office of Student Conduct must contact the office directly at 919.515.2963 in order to schedule an appointment. 

For those who do not attend their meetings and/or fail to schedule an appointment, a hold will be placed on their student account. This will prevent students from adding/dropping courses or have the ability to pull a transcript. This hold will not be removed until the student has met with their assigned hearing officer to move forward with a case resolution.

What to Expect

Based on the information provided in your initial meeting, one of three outcomes is likely:

• The information shared at your first meeting may result in a resolution via the Disciplinary Conference procedures outlined in Appendix A of the Student Discipline Procedures.
• You may be required to gather or prepare additional information that will be used to resolve the matter via the Disciplinary Conference procedures in a subsequent meeting.
• The information shared in the initial meeting may result in the matter being referred to a hearing process as outlined in Appendices C, D, or E of the Student Discipline Procedures.

More Information

An overview of each type of disciplinary process is available in Section 5 of the Student Discipline Procedures, along with our Disciplinary Process Flowchart.

For questions or concerns, please contact the Office of Student Conduct at studentconduct@ncsu.edu or 919.515.2963.