Student Conduct Procedure

1.1.1 Business Unit: Any function of the University headed by the President, Vice-president, Associate Vice-President, Director, Manager, Dean, or Academic Manager, as the case may be.

1.1.2 Student Academic Misconduct: Any act by a Student that compromises the integrity of academic work, research, or scholarly activities, including but not limited to the falsification or fabrication of academic records, research results, or reporting; intentional or unintentional plagiarism; violation of academic integrity or research ethics; collusion, alteration/misuse of, or damage to course materials or intellectual property, or aiding others in committing such violations.

1.1.3 Student Conduct Senior Specialist: A Student Affairs Staff member designated by the Vice-President, Student Affairs, for overseeing the preliminary investigation of alleged Student Misconduct.

1.1.4 Student Appeal: An application against a decision affecting the Student, as defined in section (4.3.1) of the Student Appeals Policy (PL-ST-04).

1.1.5 Student Minor Violations: Student Misconduct limited to parking in non-designated areas, smoking in non-designated areas, or dress code violations.

1.1.6 University Community: Staff and Students.

3.1.1 Alleged cases of Student Misconduct are reviewed, investigated, and actioned depending on their severity, by the following:

3.1.1.1 The Student Conduct Senior Specialist, who is responsible for undertaking the preliminary investigation and review of alleged Student Misconduct and the collection of evidence.

3.1.1.2 A representative nominated by the VPSA, in cases of Student Minor Violations, who is responsible for reviewing the evidence collected by the Student Conduct Senior Specialist, and taking action as per procedure described in 3.2.2.1.

3.1.1.3 The officers within Academic Units, who are responsible for reviewing and actioning Student Academic Misconduct up to the second incident, as per procedure described in section 3.4.

3.1.1.4 The Student Misconduct Committee, which investigates and reviews cases of alleged Student Misconduct, falling outside of the mandate of the representative nominated by the VPSA, as further detailed in this procedure.

All complaints of alleged non-academic Student Misconduct (i.e. Student Misconduct falling outside of Student Academic Misconduct) must be submitted to the Student Conduct Senior Specialist in the Office of Student Engagement. The complaints are dealt with as per procedure below:

3.2.1 The Student Conduct Senior Specialist

3.2.1.1 The Student Conduct Senior Specialist undertakes the investigation of any non-academic Student Misconduct.

3.2.1.2 The Student Conduct Senior Specialist will obtain written statements from both the Complainant and the Respondent.

3.2.1.3 The Student Conduct Senior Specialist collects all evidence related to the complaint, including any applicable viewing of CCTV footage, and written statements from security personnel and witnesses.

3.2.1.4 For all non-academic Student Misconduct incidents, the Student Conduct Senior Specialist will prepare a signed, written report of the facts of the case and the complaint(s) received. The report must include the following items:

3.2.1.4.1 The name, position, and contact information of the Complainant; if the Complainant is a Student, a member of Staff, the University’s security team, or a member of the public, and the alleged Student Misconduct is not against them personally, the University will be named as the Complainant;

3.2.1.4.2 The name, student number, College, and Academic Program of the Respondent;

3.2.1.4.3 A statement detailing the alleged Student Misconduct;

3.2.1.4.4 A reference to policies, procedures or norms alleged to have been violated;

3.2.1.4.5 The approximate date(s) and time on which the Student Misconduct allegedly occurred;

3.2.1.4.6 The names of the persons who have relevant information about the incident;

3.2.1.4.7 Any other information that might assist in the investigation and resolution of the complaint; and

3.2.1.4.8 The signed statement of the Complainant, Respondent, and any witnesses interviewed.

3.2.2 A representative nominated by the VPSA

3.2.2.1 The representative nominated by the VPSA will review the report prepared by the Student Conduct Senior Specialist, and:

3.2.2.1.1 Where the review reveals that alleged Student Misconduct is a Student Minor Violation, and there is sufficient evidence to support that the Respondent committed the violation, the Student Conduct Senior Specialist will handle the complaint by issuing an immediate verbal or written warning letter to the Respondent. Verbal warnings are also documented and kept in the Student’s file.

3.2.2.1.2 In the case of a repeated Student Minor Violation that exceed three violations, the representative nominated by the VPSA will refer the incident, inclusive of the report, to the Student Misconduct Committee.

3.2.2.1.3 For incidents of alleged Student Misconduct, falling outside of subparagraphs (3.2.1.1.1) and (3.2.2.1.2) above, the representative nominated by the VPSA will refer the incident, inclusive of the report, to the Student Misconduct Committee.

3.2.2.2 The representative nominated by the VPSA will provide the Student Misconduct Committee with a quarterly report regarding the Student Minor Violations he/she handled directly.

3.2.3 The Student Misconduct Committee

3.2.3.1 Membership

The membership of the Committee is as per the below Table 1. Upon expiry of the 2-year rotational appointment, the incumbent will continue their membership on the Committee until a decision to appoint their replacement is issued.

3.2.4 General Provisions on the Meetings of the Student Misconduct Committee

3.2.4.1 The Student Misconduct Committee will meet on a regular basis at the invitation of its Chair. Members are expected to attend all meetings. If a member is unable to attend, they are expected to provide written notification to the Chair.

3.2.4.2 The Student Misconduct Committee meetings and hearings will be closed and their content must always be kept confidential.

3.2.4.3 In situations of alleged Student Misconduct, the Student Misconduct Committee is to:

3.2.4.3.1 review the Student’s alleged actions against the Student Conduct Policy;

3.2.4.3.2 review the University’s expectations with respect to Student behavior;

3.2.4.3.3 ensure that Students rights and responsibilities are considered when undertaking its investigations;

3.2.4.3.4 determine whether the alleged actions constitute a violation, and issue an appropriate penalty.

3.2.4.4 Quorum requires majority attendance plus Chair or Vice-Chair. Loss of quorum adjourns the meeting.

3.2.4.5 Decisions by majority; Chair casts vote if deadlocked. Objections documented.

3.2.4.6 Chair ensures fair, impartial, and orderly hearings. Can adjourn or exclude offenders.

3.2.4.7 Annual statistical summary report to VPSA by Chair.

3.2.5 Interim Measures

3.2.5.1 If incident involves threat or violence, VPSA representative informs Vice-President.

3.2.5.2 VPSA determines necessity and scope of interim measures, in consultation with VP Support Services:

3.2.5.2.1 Imminent risk of irreparable harm or immediate danger.

3.2.5.2.2 Potential criminal violation under Qatari laws.

3.2.5.2.3 Need to preserve evidence.

3.2.5.2.4 Possibility of witnesses being unduly influenced.

3.2.5.2.5 Interim measures do not constitute a sanction or assumption of guilt.

3.2.6 Procedure Upon Receiving the Complaint Report

3.2.6.1 Committee convenes after receiving complaint from VPSA representative.

3.2.6.2 Committee reviews case and determines whether further investigation is warranted.

3.2.6.3 Committee may request additional evidence.

3.2.6.4 Committee may take disciplinary action if evidence supports Student Misconduct.

3.2.6.5 Committee may form sub-committees for fact-finding; final decisions remain with full Committee.

3.2.6.6 If further investigation is necessary:

3.2.6.6.1 Committee determines scope of investigation.

3.2.6.6.2 In hearings, Committee interviews parties involved:

i. Complainant states case.

ii. Respondent states defense.

iii. Witnesses interviewed; confidentiality maintained except where law requires.

iv. Committee may request information from University Business Units.

3.2.6.6.3 No external recording equipment allowed; only official record kept by Committee.

3.2.6.6.4 Written statements signed by parties for accuracy.

3.2.6.6.5 Chair calls discussion and decision on whether Misconduct occurred.

3.2.6.7 Outcome either dismisses or upholds allegation; penalties per clause 3.3 applied if Misconduct confirmed.

3.3 Progressive Discipline

3.3.1 If Student Misconduct is confirmed, penalties include:

3.3.1.1 Verbal warning

3.3.1.2 Formal apology and/or service hours

3.3.1.3 Written warning on Student file

3.3.1.4 Removal of privileges

3.3.1.5 Suspension from Student activities

3.3.1.6 Reprimand and suspension for part or full Semester(s)

3.3.1.7 Permanent dismissal from Program

3.3.1.8 Permanent dismissal from University

3.3.2 Committee may also resolve disputes via alternative dispute resolution or recommend counseling.

3.4 Student Academic Misconduct

3.4.2 Incidents established based on credible evidence (observations, reports, CCTV, plagiarism reports, digital/forensic analysis, or academic review).

3.4.3 Incidents are cumulative throughout Student’s enrollment.

3.4.4 Procedure for documenting incidents:

3.4.4.1 All reports submitted to ARD (see Annex A: Academic Dishonesty Incident Report).

3.4.4.2 First Incident: Academic Member reviews; Department/Program Head issues Written Letter of Warning and submits report to ARD.

3.4.4.3 Second Incident: Department/Program Head informs Dean/Academic Manager; Second Written Letter of Warning issued and submitted to ARD.

3.4.4.4 Third or further incidents: Department/Program Head informs Dean/Academic Manager; report sent to ARD and Student Misconduct Committee, which requests all previous evidence.

3.4.4.5 Committee conducts investigation per section 3.2.5.

3.4.5 Progressive Discipline

Where a Student is found to have committed Student Academic Misconduct, the following penalties will apply to the Student:

3.4.5.1 First Incident

a. Penalty: Loss of credit for work submitted or completed, or an F Grade in the Course if the first incident occurred during a final examination.

b. Notification: A written notice of the penalty and the Academic Dishonesty Incident Report are sent to the Student from the Department/Program Head, stating that a first incident has occurred and advising of the penalty applicable to the second incident.

c. Record: The written notice of the penalty and Academic Misconduct Incident Report are submitted to ARD for inclusion in the official Student file, and reflection of the grade and appropriate indicators on the transcript, as applicable.

3.4.5.2 Second Incident

a. Penalty: Suspension from the Course for the remainder of the Semester reflected on the transcript as an “F” Grade for the Course.

b. Notification: A written notice of the penalty and the Academic Dishonesty Incident Report are sent to the Student from the respective Dean/Academic Manager, stating that a second incident has occurred and advising of the penalty applicable to the third incident.

c. Record: The written notice of the penalty and Academic Misconduct Incident Report are submitted to ARD for inclusion in the official Student file and reflection of the grade and appropriate indicators on the transcript, as applicable.

3.4.5.3 Third Incident

a. Referral: Upon submission of a third incident by the Dean/Academic Manager to the Admissions and Registration Directorate, the Student’s file, including the current and all previous Academic Dishonesty Incident Reports, is referred by the Admissions and Registration Directorate to the Student Misconduct Committee for review.

b. Maximum Penalty: Suspension for a full Semester, reflected on the transcript as a “W” grade for all Courses taken during the Semester.

c. Committee Discretion: The Student Misconduct Committee may, at its discretion, impose a lesser penalty in consideration of the nature and severity of the misconduct, mitigating circumstances, or patterns of repetition.

d. Notification: The Academic Dishonesty Incident Report is issued by the Dean/Academic Manager to the Student to notify them that a third incident has occurred. The Student Misconduct Committee will issue a formal decision letter to the Student.

e. Record: A copy of the decision from the Student Misconduct Committee is submitted to ARD for inclusion in the official Student file and reflection of the grade and appropriate indicators on the transcript, as applicable.

3.4.5.4 Fourth Incident

a. Referral: Upon submission of a fourth incident by the Dean/Academic Manager to the Admissions and Registration Directorate, the Student’s file, including the current and all previous Academic Dishonesty Incident Reports, is referred to the Student Misconduct Committee for review.

b. Maximum Penalty: Suspension for one (1) academic year, reflected on the transcript as a “W” grade for all Courses taken during the Semester during which the suspension occurred.

c. Committee Discretion: The Student Misconduct Committee may, at its discretion, impose a lesser penalty in consideration of the nature and severity of the misconduct, mitigating circumstances, or patterns of repetition.

d. Notification: The Academic Dishonesty Incident Report is issued by the Dean/Academic Manager to the Student to notify them that a fourth incident has occurred. The Student Misconduct Committee will issue a formal decision letter to the Student.

e. Record: A copy of the decision from the Student Misconduct Committee is submitted to ARD for inclusion in the official Student file and reflection of the grade and appropriate indicators on the transcript, as applicable.

3.4.5.5 Fifth Incident

a. Referral: Upon submission of a fifth incident by the Dean/Academic Manager to the Admissions and Registration Directorate, the Student’s file, including the current and all previous Academic Dishonesty Incident Reports, is referred to the Student Misconduct Committee for review.

b. Maximum Penalty: Permanent dismissal from the University, reflected on the transcript as a “W” grade for all Courses taken during the Semester during which the suspension occurred.

c. Committee Discretion: The Student Misconduct Committee may, at its discretion, impose a lesser penalty in consideration of the nature and severity of the misconduct, mitigating circumstances, or patterns of repetition.

d. Notification: The Academic Dishonesty Incident Report is issued by the Dean/Academic Manager to the Student to notify them that a fifth incident has occurred. The Student Misconduct Committee will issue a formal decision letter to the Student.

e. Record: A copy of the letter from the Student Misconduct Committee is submitted to ARD for inclusion in the official Student file and reflection of the grade and appropriate indicators on the transcript, as applicable.

3.5 Decision of the Student Misconduct Committee

3.5.1 Committee prepares report of findings, detailing allegation, evidence, decision, analysis, and vote.

3.5.1.1 Repeated violations consider prior incidents and severity.

3.5.2 Decisions involving full Semester or more suspension or permanent dismissal require VP, Academics approval.

3.5.3 Student receives formal notification; letter distributed to Student, Dean/Academic Manager, and ARD within 3 business days; remains on Student file.

3.5.4 If misconduct violates laws, info may be forwarded to law enforcement. Off-campus restrictions communicated to Security.

3.6 Right of Appeal

3.6.1 Students receiving full Semester or more suspension or permanent dismissal may appeal to Student Appeal Committee as per PL-ST-04.

3.7 Penalties Matrix

3.7.1 VPSA may issue a Penalties Matrix to guide consistent application of penalties, including:

3.7.1.1 Illustrative examples of misconduct and penalty ranges.

3.7.1.2 Escalation pathways and decision authority.

3.7.1.3 Transparency, fairness, and consistency.

3.7.1.4 Non-binding guidelines without limiting Committee discretion.