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Reporting a Violation

The Information Report (IR) is used as a guide to understand the events involved in an incident or to provide valuable information to the Office of Campus and Residential Services. Because of this, the Information Report should include clear, accurate information, which is totally representative of the incident. Some points to consider when completing the report are outlined as follows:

Completing the Information Report
  • Fill in every field that applies to your report. If it would be helpful, you can review a sample Information Report.
  • Include all individuals present, regardless of whether they were directly participating in the incident (i.e. “I was just watching them play beer pong.”) Generally, individuals only want to provide the names of people actually engaging in the policy violation (i.e. actually drinking underage); however, it is important for us to know everything that occurred, including all parties in the room, even if an individual claims he or she was not engaging in the policy violation. In fact, even being in the presence of a violation, and not taking steps to remove yourself or to stop the violation, is a violation of University policy. The assistant director for Student Conduct will determine if someone should face judicial action based on the content in the IR.
  • Do not include extraneous information in your summary, including opinions or comments! These reports are made available to students to review before judicial actions.
  • Do not make reference to previous incidents/violations/reports unless necessary to understand the current situation. Make sure to explain in the IR why this other situation/report is necessary to know.
  • In the body of the IR when describing the incident, do not use the student’s names or pronouns (he/she/they). Refer to students as “S”, witnesses as “W”, and respondents as “R.”
  • Not all IRs will be used for judicial purposes. The assistant director of Student Conduct will decide if judicial actions are necessary or if the report is an “FYI” IR.
Students Involved
  • Be sure to get the full name, student ID number, address (residence hall), and contact number for each student present at the time you document the situation.
  • For nonresident students, make sure to get all pertinent contact information for the Information Report, including contact number, address, and student ID.
  • If you do not have all of this information, please fill in as much as possible. Based upon the amount of information provided, you may be contacted to clarify the report.
  • Write clearly and with detail: Make sure to include specifics as to who was standing where, (remember, instead of using names, you should list the individuals by the appropriate titles (S1, R1, W1, etc.) what people were doing at all points from beginning to end of the documentation process, what specific comments were made by individuals, etc.
    • You want to be able to “walk” another person through the situation as if they were there themselves. If it helps, think of trying to explain the situation to a 5-year-old who knows nothing of the situation.
  • Don’t bring up questions without answering them. Don’t leave anything unresolved if you or another person can explain. If there are questions lingering at the end of the incident, write them on the report.
  • Tell us everything and we will sort it out.
    • If a student makes a statement such as, “You know I just walked in—you saw me” then “you” need to respond to (confirm or deny) that claim. Include all people in the room and detail what they were doing. The person writing the report would either confirm, or deny this claim as follows: S1 stated that S1 had just entered the room. R1 can confirm witnessing S1 enter the room approximately 30 seconds before R1.
  • Include any follow-ups
  • E-mail the report to: studentconduct@marymount.edu
In order to report a violation, please download an information report.