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 The Student Misconduct Committee meetings shall be valid only by the attendance of the majority of its voting members (50% plus one) and the attendance of the Chair or the Vice-Chair. Where a loss of quorum is identified, the meeting will be adjourned until an alternative time later notified to the members by the Chair.

3.2.4.5 The Student Misconduct Committee reaches its decisions by a majority vote of those present. Where there is a deadlock, the Chair will have a casting vote. Objections of members will be documented in the minutes of the meeting for future reference/reconciliation.

3.2.4.6 The Student Misconduct Committee Chair is responsible for maintaining an orderly, fair, impartial and respectful hearing. The Chair has authority to respond to any disorderly or disrespectful behaviors occurring during the Student Misconduct Committee’s hearings, including adjourning the hearing or excluding the offending person.

3.2.4.7 At the end of each academic year, the Chair will provide to the Vice President, Student Affairs an annual statistical summary report of the Student Misconduct Committee’s work.

3.2.5 Interim Measures

3.2.5.1 If the incident involves a threat or an act of violence, the representative nominated by the VPSA will inform the Vice-President.

3.2.5.2 The Vice President, Student Affairs will determine the necessity and scope of any interim measures to be taken. The Vice President, Student Affairs will, in consultation with the Vice President, Support Services, if needed, implement the interim measure deemed most suitable to the case. Interim measures may be required where there is:

3.2.5.2.1 An imminent risk of irreparable harm, or immediate danger for members of the University community or its facilities;

3.2.5.2.2 Potential for a criminal violation, under Qatari laws;

3.2.5.2.3 A need to preserve relevant evidence; or

3.2.5.2.4 A possibility of witnesses being unduly influenced.

3.2.5.2.5 Interim measures do not constitute a sanction, a form of discipline, or an assumption of guilt.

3.2.6 Procedure Upon Receiving the Complaint Report

3.2.6.1 The Student Misconduct Committee will convene as soon as possible after receiving the complaint report from the representative nominated by the VPSA as in 3.1.

3.2.6.2 The Student Misconduct Committee will review the case and determine whether a further investigation is warranted and if yes, will determine its next steps. The Student Misconduct Committee’s decision to call for an investigation will be documented in its report.

3.2.6.3 The Student Misconduct Committee may request additional evidence, where it deems it necessary.

3.2.6.4 The Student Misconduct Committee, upon review of received evidence, may determine that no further investigation is required, taking an appropriate disciplinary measure where sufficient evidence is found to suggest that the alleged Student Misconduct has occurred.

3.2.6.5 The Student Misconduct Committee may, where appropriate, form a sub-committee, or a task force from one or more of its members to carry out specific tasks related to the investigation or hearing process, such as gathering evidence, conducting preliminary interviews, or compiling factual summaries. Any such delegation shall be limited to fact-finding and procedural matters only; final determinations regarding responsibility and the issuance of disciplinary measures shall remain the sole responsibility of the full Student Misconduct Committee.

3.2.6.6 Where a further investigation is deemed necessary:

3.2.6.6.1 The Student Misconduct Committee will determine the scope of the further investigation, which may include gathering additional evidence, conducting a hearing with the parties involved, and/or subsequent deliberation.

3.2.6.6.2 In the case of a hearing, the Student Misconduct Committee will meet separately with the persons involved in the case to outline the investigation process and interview them:

i. The Complainant will be given an opportunity to state their case and to present pertinent information to support their complaint.

ii. The Respondent will be given an opportunity to state their case and to present pertinent information for defense against the complaint.

iii. Where necessary, the Student Misconduct Committee will call upon witnesses, and/or request additional evidence in order to better understand the facts of the case and/or corroborate statements of those directly involved. If there are witnesses identified, they may be contacted for an interview. The identity of the witness and evidence given by them will remain confidential (i.e., witness statements will not be provided to Respondents, or, where applicable, the Complainant(s)), except where required by law, or to cross-check statements.

iv. The Student Misconduct Committee may request information from any Business Unit within the University pertinent to the investigation.

3.2.6.6.3 No camera, TV, or other equipment other than that used by the Student Misconduct Committee to keep the official record of the hearing, will be permitted in the hearing room.

3.2.6.6.4 A written statement summarizing each of the Complainant/Respondent interviews and witness statements will be developed following each hearing session. The statements will be reviewed and signed by the Complainant/Respondent/witness to ensure accuracy.

3.2.6.6.5 The Chair will call for a discussion and decision amongst the Student Misconduct Committee members on whether or not a Student Misconduct has occurred, and the applicable disciplinary measure.

3.2.6.7 The outcome of the review and investigation conducted by the Student Misconduct Committee will be to either dismiss or uphold an allegation. Where a Student is found to have committed Student Misconduct, the penalties mentioned in clause (3.3) of this procedure will apply to the Student.

3.3 Progressive Discipline

3.3.1 Where a Student is found to have committed Student Misconduct by the Student Misconduct Committee, one the following penalties will apply to the Student:

3.3.1.1 Verbal warning;

3.3.1.2 Requiring a formal apology and/or service hours to the University;

3.3.1.3 Written letter of warning, placed on the official Student file;

3.3.1.4 Removal of privileges;

3.3.1.5 Suspension from participating in Student activities;

3.3.1.6 Reprimand and suspension from the University for a part of the Semester, the current full Semester, the next Semester in whole or in part, or for more than one full Semester;

3.3.1.7 Permanent dismissal from a Program;

3.3.1.8 Permanent dismissal from the University.

3.3.2 In certain circumstances, as deemed appropriate, the Student Misconduct Committee may take action to resolve disputes where alternative dispute resolution is appropriate, and may also recommend counselling sessions.

3.4 Student Academic Misconduct

3.4.2 Incidents of Student Academic Misconduct may be established based on credible evidence, which may include but is not limited to: direct observation during assessments; invigilator or staff reports; CCTV footage; similarity reports from plagiarism detection software; digital or forensic analysis; or academic review of submitted work. All evidence will be subject to verification and review.

3.4.3 Student Academic Misconduct incidents are cumulative throughout a Student’s enrollment at UDST.

3.4.4 The procedure for documenting Student Academic Misconduct is as follows:

3.4.4.1 For proper tracking of number of incidents, all reports of Student Academic Misconduct incidents are submitted to Admissions and Registration Directorate (ARD). (Reference to Annex A: Academic Dishonesty Incident Report)

3.4.4.2 Documenting a First Incident

Reviewed and investigated by the Academic Member responsible for the Course or Assessment where the Student Academic Misconduct incident has occurred. The Academic Dishonesty Incident Report is submitted to the Department/Program Head, who will check the student service indicators in the student information system. If this is a first incident, the Department/Program Head issue a Written Letter of Warning to the Student and enclose the Academic Dishonesty Incident Report.

3.4.4.3 Documenting a Second Incident

Reviewed and investigated by the Academic Member responsible for the Course or Assessment where the Student Academic Misconduct incident has occurred. The Academic Dishonesty Incident Report is submitted to the Department/Program Head, who will check the Student Service Indicators in the Student Information System. If this is a Second Incident, the Department/Program Head will inform the Dean/Academic Manager. The Dean/Academic Manager will issue a Second Written Letter of Warning Letter to the Student and enclose the second Academic Dishonesty Incident Report.

3.4.4.4 Third Incident, and further incidents of Student Academic Misconduct.

Reviewed and investigated by the Academic Member responsible for the Course or Assessment where the Student Academic Misconduct has occurred. The Academic Dishonesty Incident Report is submitted to the Department/Program Head, who will check the Student Service Indicators in the Student Information System. If this is a Third (or further) Incident, the Department/Program Head will inform the Dean/Academic Manager, who submits the Academic Dishonesty Incident Report to ARD and to the Student Misconduct Committee. The Student Misconduct Committee will request all previous evidence of Student Academic Misconduct from ARD.

3.4.4 The Student Misconduct Committee shall conduct its investigation according to the investigation process provided for by 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 reflection 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 A written notice of the penalty and Academic Misconduct Incident Report is submitted to ARD for inclusion in the official Student file and reflection of the grade and appropriate indicators on the transcript, as applicable.

3.4.5.3 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 him/her that a 3rd 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 by the Admissions and Registration Directorate 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.

f. Notification: The Academic Dishonesty Incident Report is issued by the Dean/Academic Manager to the Student to notify him/her that a 4th incident has occurred. The Student Misconduct Committee will issue a formal decision letter to the Student.

d. Record: A copy of the decision from the Student Misconduct Committee is submitted to ARD for inclusion in the official Student file with ARD 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 by the Admissions and Registration Directorate 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 him/her that a 5th 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 with ARD and reflection of the grade and appropriate indicators on the transcript, as applicable.

3.5 Decision of the Student Misconduct Committee

3.5.1 The Student Misconduct Committee will prepare a report of its findings, detailing a description of the allegation, evidence, and decision made, based on the evidence provided, as to whether the Respondent has committed a Student Misconduct, and if so its level of severity, and summarizing the facts and analysis that support that conclusion, addressing the merits of any reasonable explanation or defense provided by Respondent, and including the vote of the Student Misconduct Committee.

3.5.1.1 In the case of repeated misconduct violations, the penalty(s) will take into consideration the number of prior incidents and the severity of all incidents.

3.5.2 Student Misconduct Committee decisions ranging from suspension from the University for a full Semester, or more, permanent dismissal from a Program, or from the University, are to receive final approval from the Vice President, Academics.

3.5.3 The Respondent will receive formal notification of the outcome of their alleged Student Misconduct, and whether the allegation was dismissed or upheld. A letter to this effect will be distributed from the Student Misconduct Committee to the Student, the Student’s Dean/Academic Manager, and the Director, Admissions and Registration Directorate (Registrar) within three (3) business days of reaching a decision. This will remain on the Student’s file for the duration of their studies at the University. Any violation will remain on file for the duration of their studies, including subsequent studies at the University.

3.5.4 If an act of misconduct potentially violates any applicable laws in Qatar, the information may be forwarded to the appropriate law enforcement agency for possible action, if deemed necessary to protect the interests of the University, by the Vice President, Student Affairs.

If a Student is to remain off campus for a specific period of time, the Student Conduct Senior Specialist, with the approval of the Vice President Student Affairs, will notify Security 24 hours in advance. The vehicle(s) registered in the Student’s name will not be allowed entry onto University grounds.

3.6 Right of Appealing the Decision of the Student Misconduct Committee

3.6.1 A Student found to be in violation of the Student Conduct Policy and having received a suspension for a full Semester or more, permanent dismissal from a Program, or dismissal from the University, may initiate an appeal of the decision to the Student Appeal Committee, in accordance with the Student Appeals Policy PL-ST-04 and Student Appeals Procedure Pr-ST-04.

3.7 Penalties Matrix

3.7.1 The Vice President, Student Affairs (VPSA) may issue a Student Conduct Penalties Matrix and related workflows to serve as guidelines for the consistent application of penalties under this Policy. The Matrix and workflows will:

3.7.1.1 Provide illustrative examples of types of misconduct and corresponding penalty ranges;

3.7.1.2 Clarify escalation pathways and decision-making authority;

3.7.1.3 Support transparency, fairness, and consistency in disciplinary processes; and

3.7.1.4 Serve as non-binding guidelines, without limiting the discretion of decision-makers or the Student Misconduct Committees under this Policy.