Frequently Asked Questions

Be sure to check your TXWES email as your official correspondence from the University will be sent there. Periodically, check your Clutter folder for other important emails that might have been sent there. An email from Maxient, our conduct software, should be trusted and you will have to “retrieve your letter” to review the meeting information: date, time, location and other information.

You will receive official University correspondence to your TXWES email address and it is your responsibility to regularly check your inbox. If you are concerned that you may not be receiving correspondence, please update your safe sender list, check your Clutter or Spam folder, and consider contacting the Help Desk for further guidance on best practices or technical issues you may be experiencing. You can also set up your TXWES email to forward all emails to a different account.

Texas Wesleyan University’s student conduct process has three steps: Educational Conference, Formal Investigation, and Sanctions. Check out the Code of Student Conduct - Section VI for more information.

Your letter simply states that the Dean of Students office has received information that names you as playing a role in an alleged incident. The letter will contain meeting date, time, location, who you will be meeting with, and other respective information. The meeting is an opportunity for you to review information, provide your statement, and ask any questions. 

We recognize that there are many reasons why a student would not show up to a meeting. Our software, Maxient, tracks if a student has retrieved their letter. If the student has read the letter and does not show, a hold will be added to the student’s account and a “Failure to Comply” charge is added to their case. A second request, and formal notification of the hold and additional charge, is then sent. If the student has not retrieved their letter, a follow-up letter is sent and a phone call is made to the student as another means of communication. It is very important to attend your scheduled meeting. 

We totally get it; college is busy. You are juggling class, social life, perhaps a job or practice as a student-athlete. If you are unable to attend the scheduled meeting, simply contact the Conduct Officer that sent the email to you. Feel free to provide some other times that you are available in your response. Being proactive is always helpful.

Yes, you are definitely able to have someone present with you during the meeting. A few things should be mentioned: your advisor/parent/guardian is there to advise you, the student, not to speak on your behalf. Your advisor/parent/guardian must complete a FERPA Release Agreement form as they are going to be hearing your student conduct record. This form recognizes that you, the student, are allowing them to hear your record and that you have the right to ask them to leave the meeting at any time. Finally, if the advisor is your legal representation, i.e. an attorney, you must notify the Conduct Officer at least 48 hours in advance so that our legal counsel can be present as well.

Sanctioning is the third step in the Student Conduct process and is meant to be fair and developmental. College is a time to learn in and out of the classroom. Conduct officers consider your overall student conduct record, mitigating/aggravating factors, and more when determining an appropriate sanction. Please review Section L. Conduct Sanctions for a list of possible sanctions. Be advised that any sanction assigned is at the discretion of the Conduct Officer, is subject to change based on other factors, and are not subject to precedent as in the civil and criminal court systems. 

A hold will be placed on your student account, which prevents you from registering for classes, ordering transcripts, applying for housing, or conducting other business with the University.

Yes, you do have the opportunity to appeal decisions made in the Student Conduct Process. If you want to appeal after the Educational Conference (Step 1) of the process, you are only able to appeal the sanction. If you want to appeal after the Formal Investigation (Step 2), you are able to appeal the finding and/or the sanction.

Yes, I am so glad you asked! If you decide you want to appeal a decision, you have three (3) business days, upon receipt of the Outcome Letter, to complete the online Student Conduct Appeal Request Form. Be advised that your appeal must meet at least one of the three grounds to be considered. The grounds are:
1. A procedural or substantive error occurred that significantly impacted the outcome of the hearing (e.g. substantiated bias, material deviation from established procedures, etc.);
2. To consider new evidence, unavailable during the original hearing or investigation, that could substantially impact the original finding or sanction. A summary of this new evidence and its potential impact must be included; or
3. The sanctions imposed are substantially disproportionate to the severity of the violation.

No, all appeals will be reviewed with the case file as well as the Student Appeal Request form you completed online. A face-to-face meeting will not be provided. 

Sanctions may be deferred during the appeals proves at the discretion of the original Conduct Officer, in consultation with the Appellate Officer. 

You will be notified of the decision via your TXWES email by the Dean of Students office, on behalf of the individual or group reviewing the appeal, within 7 business days of the date that a complete appeal was submitted, unless circumstances warrant otherwise. A brief statement explaining the basis of the decision will be included with the notification.

Your student conduct record will generally contain the applicable incident report(s), meeting and decision letters, and other documents related to student conduct incidents you have been involved in while a Texas Wesleyan University student.

Student conduct notations will only appear on your transcript if you have been separated from the University (i.e. suspended or expelled). Even then, your notation will say, “Administrative Suspension” or “Administrative Expulsion.” 

Yes! Only certain University staff have access to Maxient, including the Dean of Students office and Residence Life. You may choose to sign an authorization to release your student conduct records to another person or organization such as a parent or guardian, a Study Abroad program, or an Advisor. University officials who have a need-to-know will be provided information about a student’s conduct.

Typically, graduate schools will inquire about your student conduct record during the application process via a "Disciplinary Clearance Form." Questions on these forms vary and are completed by the Dean of Students office. Some professions (i.e. government, military, legal) will request a background check that would include your student conduct record while at student at Texas Wesleyan University. 

Please feel free to check out our website or contact the Dean of Students office at (817) 531-4872 or deanofstudents@txwes.edu. You may also stop by in person. Our office is located on the first floor of the Brown-Lupton Center and we are open 8:00 AM to 5:00 PM, Monday through Friday, except for University holidays.