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I Received a Letter

Letters from the Office of Community Standards & Civility are considered official university communications sent on behalf of Winston-Salem State University. These messages are delivered through the Maxient system to a student's email. To view the contents of a letter, students will be prompted to enter their Banner ID beneath their name on the access page. Please note that some Maxient-generated emails may be mistakenly flagged as spam or phishing by some email providers. If you are expecting a letter and do not see it in your Inbox, we recommend checking your spam or junk folder. If you need to confirm the authenticity of any message received through Maxient, please contact the Office of Community Standards & Civility via email at studentconduct@wssu.edu or by phone at 336.750.3356.

Understanding Your Initial Letter

The initial letter you receive from the Office of Community Standards & Civility or Housing & Residence Life will vary depending on the nature of the concern reported to the University. In some cases, students or student organizations may receive a letter outlining alleged violations of the Students’ Code of Conduct or Housing & Residence Life’s Living on Campus Guide. These allegations reflect the University’s concerns based solely on the information available at the time the report was reviewed. Notice of Allegation(s) and information regarding a scheduled Administrative Hearing will be provided in the letter. Each letter typically includes several attachments, which may include:

  • Rights and Responsibilities Statement
  • Disciplinary Process Flow Chart
  • UNC System Policy 700.4.1
  • Notice of Representation
  • Right to an Attorney or Non-Attorney Advocate

What to Expect

Minor Violations

In cases involving Minor Violations, the matter will typically be resolved through the Administrative Hearing. An Administrative Hearing is a meeting between a student (or organization) and a University official to review and respond to alleged violations. The administrative hearing will not be scheduled sooner than five (5) calendar days from the date the notice is sent —unless a student agrees in writing to an earlier hearing date. Once a student receive this letter, you will also be provided with the following important information and opportunities:
  • The ability to review the specific allegations being made;
  • Access to your case file, which includes relevant documentation and materials reviewed or generated by the Office of Community Standards & Civility;
  • A copy of or link to the University's disciplinary procedures as outlined in the Students' Code of Community Standards & Civility;
  • The opportunity to submit your response to the allegations, either verbally or in writing;
  • The right to have an Attorney or Non-Attorney Advocate assist you throughout the conduct process, participating to the same extent you are permitted to participate;
  • The ability to submit additional information that may be relevant to your case.

Serious Violations

In cases involving Serious Violations, the matter will typically be resolved through the Student Conduct Council Hearing. As part of this process, you will be scheduled for a Pre-Hearing Conference before your formal hearing takes place.

The Pre-Hearing Conference is an informal meeting designed to help you understand the student conduct process, your rights, and how the upcoming hearing will be conducted. This conference will be scheduled by the Director of Community Standards & Civility or their designee and will not occur until at least ten (10) calendar days after the Notice of Allegation(s) is sent —unless you agree to meet sooner. Once you receive this letter, you will also be provided with the following important information and opportunities:

  • An opportunity to review procedures under the Code;
  • Notice of means of resolving formal charges through written acceptance of responsibility and proposed sanctions;
  • An opportunity for an Attorney or Non-Attorney Advisor to fully participate in disciplinary and/or conduct;
  • Procedures to the same extent as the student they represent; and
  • An opportunity to submit additional information regarding the allegations.


The Student Conduct Council Hearing is a formal meeting/hearing between a student (or organization) and a panel of university representatives (faculty, staff, and students) to review and respond to the alleged violations. This occurs after your prehearing, and where you will be afforded to respond to the alleged allegations and present your own evidence and/or witnesses.

You will receive official notification of both the Pre-Hearing Conference and Student Conduct Council Hearing sent to your university-issued WSSU email address.

For more details, please refer to the Students’ Code of Conduct.