Updated August 2026
4.2 | Residential Living Accountability Process
4.2.A | Incident Reports: Anytime an individual believes a violation has occurred, they can report the incident via the Incident Reporting Form. The report should include specific information pertaining to who is involved, what occurred, where and when it happened, and the reporter should include any relevant supporting documentation. These reports will be reviewed, and if there is reasonable cause to believe a rule or procedure has been violated, the case will move forward in the Residential Living Accountability Process.
4.2.B | Student Notification: Students will receive notice to their WT email via Maxient, which will include the allegation that resulted in the case, a description of the case evidence, a list of charges associated with the case, and directions on how to schedule a meeting with their assigned Conduct Officer to review the case materials and provide additional evidence. A student will not be required to schedule a meeting with their assigned Conduct Officer. If the student does not schedule a meeting within three (3) business days of receiving their notice, the case will proceed without their input. Failure of a student to review notice which is property delivered does not prevent the sanctions from being applied.
4.2.C | Jurisdiction: The Residential Living Handbook shall apply to conduct that occurs within the residential communities or halls on West Texas A&M University campus.
4.2.D | Process: Upon receipt of alleged violation(s) of the Residential Living Handbook, a case will be assigned to a Conduct Officer. The student will receive notice and may schedule a meeting with their assigned Conduct Officer within three (3) business days. If the student does not schedule a meeting within that timeframe, the Conduct Officer will investigate the claims independently. If there is not preponderance of evidence showing a violation, the student will be found not responsible for the charge(s) and the case may be closed. If the assigned Conduct Officer reaches a preponderance of the evidence that one or more violations occurred, the student will be found responsible for the charge(s). Once a determination is reached, the student will receive notice via Maxient to their WTAMU student email. This determination will include any relevant sanctions, conditions, or restrictions due in connection with their finding.
4.2.F | Sanctioning: A Conduct Officer may impose sanctions, conditions, or restrictions as a result of a responsible finding. When determining appropriate outcomes, the Conduct Officer may consider the nature of the violation, the severity of the violation(s), any impact on the community because of the violation(s), aggravating and mitigating factors, and the previous conduct history of the student.
4.2.G | Appeals: A student may appeal the decision, or the sanction(s), condition(s), or restriction(s) imposed by the Conduct Officer by submitting an appeal form within five (5) days of receiving the decision. The appeal form can be completed at: https://cm.maxient.com/reportingform.php?WestTexasAMUniv&layout_id=10. The Residential Living Accountability Process Appeal Board will review the submission and determine whether the appeal is to be granted or denied. Once a decision is reached, the student will receive a letter to their student email. The appeal submission must clearly set forth the grounds for appeal, together with the evidence upon which the appeal is based. A disagreement with the decision alone shall not constitute grounds for appeal. The only proper grounds for appeal are as follows:
- A procedural (or substantive error) occurred that significantly impacted the outcome of the hearing (e.g., substantiated bias, material deviation from established procedures, etc.).
- The discovery of new evidence, unavailable during the original review of the case, which could substantially impact the original finding or sanction. A summary of this new evidence and its potential impact must be included.
- The sanctions imposed substantially vary from the range of sanctions normally imposed for similar infractions.