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There may be a lag between when an offense is committed and when it is recorded by the Office of the University Registrar, or when a letter of warning is received. If a student commits another offense during this time, the existence of the first offense or letter of warning may not be considered when the penalty for the second offense is determined. As a result, when recording an offense or placing a letter of warning in a student's record, the Office of the University Registrar shall determine whether any inquiries about prior offenses or letters of warning have been made subsequent to the date of the offense now being recorded or the date of the incident that provoked the letter of warning. If such is the case, the Office of the University Registrar shall notify the dean of the student's college.