You Received a Letter

Learn more about this correspondence and expectations for students and student organizations/groups

Overview

Canisius University utilizes Maxient, a secure student conduct and case management system, to communicate with students regarding matters involving the university's community standards and residential community expectations.

Official correspondence may be sent on behalf of the Dean of Students Office, Community Standards Title IX, or Residential Experience, or the Behavioral Intervention Team. These communications may include requests to meet with university staff, notices of alleged community standards violations, meeting information, outcomes, and other important updates.

Students are responsible for regularly monitoring their Canisius University email accounts and responding to official university correspondence in a timely manner.

Accessing Your Letter

When you receive a Maxient notification, the email will include a secure link to access your correspondence.
To access your letter:

  • Open the email and select the link provided.
  • Verify that your name is displayed correctly.
  • Enter your Canisius University student identification information as requested.
  • Carefully review the letter and any accompanying documents.
  • Follow any instructions or deadlines outlined in the correspondence.

Important: If the name displayed is incorrect or you experience difficulty accessing the letter, contact the university office or staff member identified in the communication before proceeding.

Correspondence for Student Organizations

  • Recognized student organizations, clubs, and athletic teams may also receive correspondence regarding potential violations of the Community Standards.
  • Communications involving student organizations will generally be directed to the organization's president, designated representative, or other appropriate student leader.
  • Representatives who have difficulty accessing correspondence should contact the Dean of Students Office for help.

Email Security and Verification

  • Because Maxient generates automated email notifications, some communications may occasionally be filtered into spam or junk folders.
  • Students expecting correspondence should check these folders regularly.
  • If you are uncertain whether a communication is legitimate, contact the Dean of Students Office or your assigned university staff member to verify its authenticity before providing any personal information.

Contents of the Letter

The type of letter you receive will depend on the nature of the concern or incident reported to the university.

Notice of Alleged Community Standards Violations

If a report suggests that a student may have violated the Canisius University Community Standards, the student may receive a letter identifying the alleged violations and requesting participation in the Community Standards process.

Receiving a notice does not mean the university has found a student responsible for violating university policy.

  • The notification identifies the university's concerns based on information available at that time. Students will have an opportunity to share their perspective, provide relevant information, and respond to the allegations as part of the review process.

Request for a Meeting or Additional Information

Not every communication indicates that a student is accused of misconduct.
Students may be contacted because they:

  • Were identified as a possible witness to an incident.
  • May have information that could assist university staff in understanding a concern.
  • Were involved in a situation requiring additional follow-up.
  • May benefit from a conversation regarding community expectations, available resources, or supportive interventions.

Additional Information and Attachments

Depending on the circumstances, correspondence may include:

  • Information about alleged Community Standards violations.
  • Student rights and responsibilities.
  • Meeting dates, times, locations, or scheduling instructions.
  • Information about the Community Standards process.
  • Instructions for responding to allegations.
  • Relevant university policies or supporting materials.
  • Information regarding decisions, educational outcomes, sanctions, or appeal procedures.

Students should carefully review all materials included with their correspondence.

Scheduling a Meeting

  • Students who receive a request to meet with university staff are expected to follow the instructions provided in their letter.

Residential Community Standards

  • For incidents occurring in university residence halls or involving residential community expectations, students will typically meet with a Hall Director or another designated staff member from Residential Experience and Housing Operations.
  • Depending on the nature or severity of the concern, the matter may be assigned to the Associate Director for Residential Experience, Director of University Housing Operations and Community Standards, or another designated university official.
  • The initial notification will generally identify the staff member responsible for the meeting and provide the scheduled appointment or instructions for arranging one.

University Community Standards

  • The Dean of Students Office, the Director of University Housing Operations and Community Standards, or another designated Community Standards Hearing Officer may address matters involving broader university Community Standards or more significant concerns.
  • Students should follow the scheduling instructions provided in their correspondence.

If You Need to Reschedule

  • If you cannot attend a scheduled meeting because of an academic obligation, illness, or other significant conflict, contact your assigned staff member as soon as possible to request a new appointment.
  • Students should not disregard meeting notices or assume an appointment has been canceled without confirmation.

Failure to Respond or Attend

  • Participating in the Community Standards process is an important responsibility of Canisius University students.
  • Failure to respond to repeated communications or attend a scheduled meeting may result in the university proceeding with the review and reaching a decision based on the information available.
  • A student will not be found responsible solely because they failed to attend a meeting. However, choosing not to participate may limit the student's opportunity to provide their perspective before a decision is made.

What to Expect During the Community Standards Process

  • Canisius University's Community Standards process is designed to promote accountability, fairness, personal growth, and responsible decision-making.
  • Consistent with our Jesuit commitment to cura personalis, the process provides students with an opportunity to reflect on their decisions, understand their responsibilities, and contribute positively to the university community.

Your Initial Meeting

During an initial meeting, the assigned Hearing Officer or university staff member may:

  • Explain the nature of the reported incident and any alleged Community Standards violations.
  • Review the information available regarding the concern.
  • Give the student an opportunity to share their perspective and provide relevant information.
  • Discuss applicable university policies and community expectations.
  • Explain the next steps in the process.

Possible Next Steps

Following the review of available information, several outcomes are possible:

1. No Further Conduct Action

  • If the available information does not support a finding of responsibility or additional action is not warranted, the matter may be closed without disciplinary sanctions.

2. Resolution Through a Conduct Conference

  • Many matters may be addressed through a Conduct Conference with an assigned Hearing Officer. The Hearing Officer reviews the available information, determines responsibility under the applicable standard of evidence, and identifies appropriate outcomes when warranted.

3. Additional Review or Formal Hearing

  • Some matters may require additional information, further meetings, or referral to a Community Standards Hearing Panel, depending on the circumstances and seriousness of the allegations.

Outcomes and Educational Sanctions

  • When a student is found responsible for a Community Standards violation, outcomes may include educational or restorative assignments, warnings, restrictions, probationary statuses, or other sanctions authorized by university policy.
  • The university seeks to use the conduct process as an opportunity for learning, accountability, and the development of responsible community members.
  • Students will receive written notification of decisions and any applicable sanctions, deadlines, or further instructions.

Review and Appeal

  • Depending on the type of case, decision, and sanctions imposed, students may be eligible to request a procedural review or appeal.
  • Eligibility, submission requirements, and deadlines are governed by the applicable Canisius University Community Standards procedures.
  • Students should carefully review their outcome letter for instructions regarding available review or appeal opportunities.

More Information

Questions or Assistance

Canisius University Community Standards Program
email: @email 

  • Students with questions about a specific case should contact the Hearing Officer or university staff member identified in their correspondence.
  • Our goal is to ensure students understand the process, have an opportunity to be heard, and receive the information and support necessary to navigate the Community Standards process successfully.