Probation Reduction (Faculty/Staff Resource)

This page is for Faculty members. If you are a student, please see the Student Advocacy page.

The Office of Community Standard’s main goal is to help students succeed and grow. If a student is placed on disciplinary probation, they may have the opportunity to show reflection and growth in order to take on leadership opportunities at the College (currently probation effects campus leadership roles such as resident advisors, orientation leaders, etc.). The Office of Community Standards offers a program where students may attempt to demonstrate, after a violation of the Code of Conduct/Residence Hall License, that they have taken steps to become a productive and engaged member of the campus community. A key part of this process is having the student work with a faculty/staff mentor. The end goal being that the mentor help the student develop life goals and plans for future and current success. Please do not feel that you need to accept this mentorship role if you don’t have the time to invest. Also, in the case that you feel mentorship meetings are going poorly and little learning is occurring, you may request that the student find another mentor to restart the mentorship process with.

Who is eligible/How do they become eligible?
I am interested in being a mentor. What do I need to do?
Timeline of the process
Tools for mentors!

Eligibility Requirements

In order to apply for probation reduction, the student must meet certain eligibility requirements. These include:

  • Completing 3 months of disciplinary probation without incident.
  • Completing a reflection project, expressing what they have learned since the incident and how probation reduction would help in their future goals. (This project may be in PowerPoint, video or essay format and must discuss reflective points found in their application pamphlet)
  • Finding a willing faculty/staff mentor and completing a minimum of 1 meeting each month for a period of 3 months. At the end of mentorship period, the mentor must submit a letter regarding their level of support in the reduction request. This mentorship may run concurrently with the minimum 3 month probation requirement above.
  • Proposing 1 or more service ideas to their mentor for approval, and completing 10 community service hours within the campus.
  • Students may not reapply if they have already been granted reduction and have been placed on probation again.

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What do I need to do/Requirements of mentorship:

  • Three Month Duration
    • Mentor should minimally meet with the student for a series of three months prior to submission of their application. While we understand you may be busy, we highly encourage mentor relationships to continue after this three month process. Please note, this may require semi-regular email communication with the student as well.
    • One Meeting required per month, in person (Please skip summer months for meetings).
  • Engaging the Student
    • Engage the student in conversation. The most successful mentorships are when both parties have similar interests and the mentor can motivate the student.
    • Discuss student’s career goals & academic interests
    • Discuss how to get the student organized for success & being a better student
    • Discuss their decision making skills & impact on peers/leadership opportunities
  • Support letter
    • At the end of the mentorship, please write a letter discussing your level of support for the reduction request. The letter should be for the review committee, on official letterhead, signed and placed in a sealed envelope for the student to submit, dropped off directly at our office, or emailed directly to
      • How often did your meetings occur?
      • Discuss the accomplishments of the mentorship and areas of student growth.
      • Have you noticed a positive change in the student? In what ways?
      • Discuss concerns you may have about student moving forward in process.
    • Discuss and Approve Community Service proposal
      • The student should propose a plan to complete ten community service hours to take place on campus. Discuss their idea, logistics plan, and concerns you may have with them. They can work with Residence Life staff, clubs, organizations, faculty & staff to volunteer time, plan programs, create things, etc.

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Timeline Overview

Total minimum time from application start to finish is 3 months. This can overlap with the minimum 3 months of probation required to serve prior to turning in a complete application.

  • Student goes through community standards hearing and receives probation.
  • Student may immediately (if they wish) try to find a faculty/staff member to nominate them (This may/may not be the mentor). A nomination can be written/emailed to / Student Development. It should include the students name and a quick blurb about why they are nominating the student (can be 1 paragraph). Nominators cannot be hearing officers for the student’s case.
  • Community Standards will send an email to the student with application packet and instructions. This will include the next due date and committee review date.
    Student may reach out to faculty/staff to find a mentor who is willing to meet with them minimally for the next 3 months.
    • Note on summer: mentor meetings should not occur outside of regular academic year.
    • Note on mentors leaving: If student requests, they can change mentor after a faculty/staff member leaves, if leaving mentor is willing to write a letter of recommendation/review as well.
  • Mentor turns in a letter regarding their level of support for reduction. Student turns in all other materials.
    • Note on mentor not wishing to recommend: Mentors can write a letter to that extent/they can choose to tell the student to find a new mentor and start the mentor process over.
  • Review committee will minimally meet once a semester to review applications and send out decisions.
  • Student may reapply based on committee suggestions if they are denied.

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Tools for Mentors/Additional Suggestions to Guide Meetings:

The below meeting outlines are only suggested. You may change up the order or discuss different things, especially if some of the questions are irrelevant to the student you are mentoring. If you are unsure about some of the below topics you may want to do some quick research before meeting with them about the topic. Feel free to utilize the following webpages:

Career Development:
Center for Academic Development & Enrichment:
Leadership Programs:
Student Organizations:

Meeting 1. Engaging the student/Getting to know them

  • You may already know the student fairly well, but you may want delve deeper into their goals and aspirations. Try to find things that you have in common, whether it is their choice of major, hobbies or interests. Share a little bit about your history, especially in regards to academics and involvement.
  • Questions (use if applicable):
    • What is your major? How are you doing in your classes?
    • What is your goal for the future? Job interests? If they have no idea, you may want to suggest they set up a meeting with a career development counselor who can help guide them.
    • Have you looked into shadowing jobs/internships?
    • Are you involved in any clubs/organizations? Do you have any leadership positions?
    • Would you like to discuss why you are on probation?
    • Why are you hoping to get your probation reduced?
  • Set goals for next meeting and set up next meeting time.
    • Suggestions that might be applicable:
      • Brainstorm some community service ideas for us to discuss next time.
      • Meet with career development or your major academic advisor.
      • Go to a club meeting that interests you.

Meeting 2. Focus on Academics and Learning from the Incident

  • Review progress on the goals set from last meeting.
  • Discuss where they are at so far in completing their reflection project.
  • Brainstorm and go over ideas for on campus community service and find an idea to approve.
    • Community service should take place on campus.
    • They can be regular service hours for events on campus (i.e. blood drives), but also may be creative. They can work with a campus club/organization and help them develop/plan and put on an educational program/event.
    • They can use their skills and interests to help others. Ex. If they are great with digital media, they could ask an office on campus if they need help with advertising and work on a flyer campaign. Ex. If they are very knowledgeable about a particular topic, they could ask their Resident Advisor if they could help them do an educational program in the halls on that topic.
    • You may want to discuss logistics as well.
  • Questions:
    • How can we work towards getting you organized for success and being a better student? (Discuss tools, maybe apps, calendars, studying tips, using the library, do they need a tutor? Do they work better studying in a group or on own?, etc.)
    • What other academic related activities are you interested in?
    • Let’s talk a bit about the incident that led you to be on probation and the decision making around that.
      • What were you thinking at the time?
      • What have you thought about since?
      • Who has been affected by this incident and in what way?
      • What can be done to address any harm and rebuild trust with those affected?
      • Other questions: was alcohol involved and do you think you’d make the same decision sober? Do you feel like this was an impulsive decision? What would you do differently if you could go back?
    • Set goals for next meeting time:
      • Prepare to start/complete your community service hours.
      • Prepare to complete reflection project.
      • Could use same goals from first meeting, or suggest they go to the library, find a tutor/study group, get a new planner, etc.
      • If you discussed ways to address any harm/rebuild trust from the incident, you could suggest trying to do one of those things.

Meeting 3: Leadership and Involvement

  • Review progress on goals from last meeting. Have they completed the rest of their application and community service hours? How did the community service project go?
  • Questions:
    • Talk to me a little bit about your decision making skills in general. When you have a major decision to make, what is your process like? When you are stressed, how do you make decisions? What are your choices to unwind? If you have a lot of things to do in the day, how do you prioritize (family, friends, activities, academics, work, etc.)?
    • Has any of your decision making processes changed since your incident?
    • How could the incident that placed you on probation negatively impact your goals in the future, and how will you work to get around/fix those impacts?
    • Are you currently a campus leader or do you want to become one?
    • How do you think your decision making skills could impact your peers when you are in a leadership role?
    • How could you positively impact your peers in those leadership roles?
    • How do you feel the mentorship meetings went? Did you get anything out of them?
    • What are your hopes if your probation is reduced?
  • Discuss goals moving forward:
    • Will you continue meeting for mentorship after this or will this meeting be the last?
    • Completing the full application.
    • Suggestions moving forward, set some long-term specific goals and how they will make steps this semester to work toward them in academics and group membership.

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Community Standards
119 Netzer Admin. Building
Phone 607.436.3353
Fax 607.436.2283