How To Prepare for a Meeting

What is an Informal Meeting?

The OSSJA recognizes that they only have one perspective when it comes to your alleged act of misconduct, so an informal meeting with your judicial officer is a chance for you to explain your side of the story. Most cases are resolved through the informal process. Judicial Officers use the “preponderance of evidence” standard to come to an outcome in cases. This means that they evaluate all relevant evidence to determine what is more likely than not to have occurred. Note that the burden of proving misconduct occurred is on the university. 

Basic Structure

1. The Judicial Officer will ask for introductions and make small talk.
2. If a records release form was not signed, the Judicial Officer will present their understanding of the facts within the case.
3. The floor is turned over to you to share why you requested an informal.
   1. This is where you will bring up facts that are relevant to the case.
4. The Judicial Officer will summarize what was said and ask clarifying questions.
5. The Judicial Officer will review steps forward.

Remember: You may ask questions or request clarifications at any time. It is also within your rights to ask for breaks whenever you need one.

Explanation of Conduct Vocabulary

Advisor and Support Person - You are entitled to an advisor and/or support person at your informal meeting. Neither will be able to speak on your behalf, but both can be there to offer assistance or support. For example, an advisor could be a caseworker from the Student Advocate’s Office, and a support person could be a parent or friend. In order to have an advisor or support person attend your meeting with you, you must fill out a third party authorization form for each of them and submit it to your case advisor coordinator prior to the meeting.

Judicial Officer - Every case with the OSSJA is assigned a Judicial Officer. This is the official person who will be the point of contact for any questions or concerns you may have about your case. This coordinator will be the person you meet with during the informal meeting, and will be the one to reach a finding on whether or not you were responsible for the misconduct allegation.

Records Release Form - This is a PDF that compiles everything the OSSJA has on file for your case. As a UC Davis student, it is well within your rights to request to see the full records file. To submit this form, fill it out and send it to the OSSJA email address (ossja@ucdavis.edu).