STUDENT CONDUCT PROCEDURE

1.0 DEFINITIONS SPECIFIC TO THIS DOCUMENT
1.1 Capitalized words and phrases used in this procedure and not otherwise defined here have the meanings assigned to them in the Student Conduct Policy No. PL-ST-01.
1.2 The following words and expressions are specific to this document and shall have the meanings hereby assigned to them:
1.2.1 Business Unit: Any area of the University headed by the President, Vicepresident, Associate Vice-President, Director, Manager, Dean, or Academic Manager, as the case may be.
1.2.2 Clinical Work: A Course providing a career-related work experience of limited duration, specifically in the health sciences field.
1.2.3 Final Grade Components: The elements which, when computed, total the Final Grade for the Course.
1.2.4 Placement: A period spent by Student(s) for the purposes of Clinical Work or Work Term.
1.2.5 Student Affairs Investigator: A Student Affairs Staff member that oversees the investigation of alleged Student Misconduct by a University Student.
1.2.6 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).
1.2.7 University Community: Academic Members, members of the administrative Staff, and/or Students.
1.2.8 Work Term: The opportunity to develop Students’ job skills by providing them with a structured employment situation that is directly related to, and coordinated with, their Program.
1.3 Where the context requires, words importing the singular shall include the plural and vice-versa.
1.4 Where a word or phrase is given a particular meaning, other parts of speech and grammatical forms of that word or phrase have corresponding meanings.
2.0 PURPOSE
To support the implementation of the Student Code of Conduct (PL-ST-01). The following procedures are to be read in conjunction with the aforementioned policy.
3.0 SCOPE
This procedure applies to all Students, including Students that are:
Participating in, or traveling as a part of, a University Program;
Participating in a Placement;
Participating in any online learning at the University;
Participating in a University club or organization, including virtually;
Participating in an event;
Representing the University in any scope or capacity; or
Engaged in any other University organized or sanctioned activity.
This procedure applies to Student Misconduct that:
Occurs on the premises of the University;
Occurs elsewhere in the course of activities sponsored by the University, or
where the Student Misconduct is alleged to adversely affect, disrupt, or
interfere with another Student, or Staff’s reasonable participation in
University programs or activities;
Occurs during University online or off-campus learning;
Reflects poorly or affects the University’s reputation.
4.0 PROCEDURE
Student Misconduct Committee
The Student Misconduct Committee is established at the University to investigate and review alleged cases of Student Misconduct and decide on disciplinary measures, as deemed appropriate.
The Student Misconduct Committee is constituted as follows:

Student Misconduct Committee

Department

Representative

Appointment

College of General Education

Dean (Chair)

Ex-officio

Student Engagement

Manager, Student Engagement Department (Vice Chair)

Ex-officio

College Dean

Dean of the College that the respondent student is registered in

Ex-officio

Student Success and Counselling

Manager, Student Counselling and Success

Ex-officio

Legal Affairs

Representative

Ex-officio

Student Council

Student Representative nominated by the Vice President, Student Affairs

1 Year appointment

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

The Student Misconduct Committee’s meeting shall be valid only by the attendance of the majority of its members, 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.

The Student Misconduct Committee passes 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.

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.

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

Process

A complaint must be submitted to the Executive Secretary for the Office of the Vice President, Student Affairs.

The Executive Secretary for the Office of the Vice President, Student Affairs will provide the Student Misconduct Committee Chair, or, in the event of their unavailability or a conflict, an alternative member of the Student Misconduct Committee, with a signed, written report of the facts of the case and the complaint(s) received. The report must include the following items:

4.1.1.1 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;
4.1.1.2 The name, student number, College, and Academic Program of the Respondent;
4.1.1.3 A statement detailing the alleged Student Misconduct;
4.1.1.4 A reference to policies, procedures or norms alleged to have been violated;
4.1.1.5 The approximate date(s) on which the Student Misconduct allegedly occurred;
4.1.1.6 The names of the persons who have relevant information about the incident;
4.1.1.7 Any other information that might assist in the investigation and resolution of the complaint; and
4.1.1.8 The signed statement of the Complainant.

The Student Misconduct Committee will convene as soon as possible after receiving the complaint report from the Student Affairs Investigator.

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

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

4.1.1.9 Review the Student’s alleged actions against the Student responsibilities and the standards of conduct established in the Student Conduct Policy;
4.1.1.10 Review the University’s expectations with respect to Student behavior;
4.1.1.11 Ensure the fundamental rights of all Students are considered, when undertaking its investigations;
4.1.1.12 When necessary, provide a framework for the management of an individual Student’s misconduct;
4.1.1.13 Seek to promote and facilitate good Student conduct through education, support and positive encouragement.

The Student Misconduct Committee will review the case and determine whether an 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.

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

Throughout the review and investigation, Student Misconduct Committee will determine the necessity and scope of any interim measures to be taken, pending the completion of the investigation, and will submit a separate recommendation to the Vice President, Student Affairs. Vice President, Student Affairs will, with the consultation and assistance of the Vice President, Support Services, implement the interim measure deemed most suitable to the case. Interim measures may be required where there is:

4.1.1.14 An imminent risk of irreparable harm, or immediate danger for members of the University community or its facilities;
4.1.1.15 Potential for a criminal violation, under Qatari laws;
4.1.1.16 A need to preserve relevant evidence; or
4.1.1.17 A possibility of witnesses being unduly influenced.

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

The investigation will follow the following process:

4.1.1.18 The Chair will notify, in confidence, all relevant parties in writing as to the time and place of their hearings with the Student Misconduct Committee.
4.1.1.19 The Chair will begin the meeting by citing reasons for the hearing.
4.1.1.20 The Student Misconduct Committee will meet separately with the persons involved in the case to outline the investigation process and interview them. Where appropriate, this discussion will include the option of alternative dispute resolution as a means to resolve the case.
4.1.1.21 The Complainant will be given an opportunity to state their case and to present pertinent information to support their complaint.
4.1.1.22 The Respondent will be given an opportunity to state their case and to present pertinent information for defense against the complaint.
4.1.1.23 Where necessary, the Student Misconduct Committee will call upon witnesses, security personnel, and review CCTV footage, in order to better understand the facts of the case and/or corroborate statements of those directly involved. The Student Misconduct Committee may request information from any Business Unit within the University pertinent to the investigation.
4.1.1.24 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.
4.1.1.25 A support person to the Complainant may be permitted, subject to the Chair’s approval. The support person must not be involved in the Claim. The role of this individual is to provide support to the Complainant but not to participate in the discussion, and they may be requested to leave the hearing by the Chair,in the event they cause any disruption or disturbance to the hearing.
4.1.1.26 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.
4.1.1.27 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.
Progressive Discipline

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.

The outcome of the Student conduct review by the Student Misconduct Committee will be to either dismiss or uphold an allegation. Where a Student is found to have committed Student Misconduct, any of the following penalties or a combination of these may apply to the Student:

4.1.1.28 Verbal warning
4.1.1.29 Loss of credit for work submitted or completed;
4.1.1.30 Re-submission of the assignment;
4.1.1.31 Failing grade in the assignment where the incident occurred;
4.1.1.32 Failing grade in the course;
4.1.1.33 Requiring a formal apology;
4.1.1.34 Written letter of warning, placed on the official Student file;
4.1.1.35 Removal of privileges;
4.1.1.36 Suspension from participating in Student activities;
4.1.1.37 Reprimand and suspension from the University from 1-5 days;
4.1.1.38 Reprimand and suspension from the University for a full term; for more than a full term, or a part thereof;
4.1.1.39 Temporary or indefinite dismissal;
4.1.1.40 Permanent dismissal/expulsion.

In certain circumstances, as deemed appropriate, the Student Misconduct Committee may take action to resolve disputes where alternative dispute resolution is appropriate.

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.

All Student Misconduct Committee decisions ranging from suspension from the University (4.3.2.10) to permanent dismissal/expulsion (4.3.2.13) are to receive final approval from the Vice President, Academic Affairs. Lesser penalties do not require the Vice President, Academic Affairs’ approval.

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 Dean of the Student’s College, and the Director of 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.

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.

Security will be notified by the Student Affairs Administrative Assistant 24 hours in advance if a Student is to remain off campus for a specific period of time. The vehicle(s) registered in the student’s name will not be allowed entry onto University grounds. This will only be actioned following the approval of the Vice President, Student Affairs and the Vice President, Support Services.

In the case of repeated misconduct violations, the penalty(s) would be based on the number of prior incidents and the severity of all incidents. The Student may receive more than one penalty for one violation.

Right of Appealing the Decision of the Student Misconduct Committee

A Student found to be in violation of the Student Conduct Policy and having received a suspension or expulsion may initiate an appeal of the decision reached by the Student Misconduct Committee to the Student Appeal Committee in accordance with the Student Appeals Policy and Student Appeals Procedure.

5.0 RELATED DOCUMENTS
5.1 PL-ST-01: Student Conduct Policy;
5.2 PL-ST-03: Student Attendance Policy;
5.3 PR-ST-03: Student Attendance Procedure;
5.4 Student Dress Code;
5.5 PL-ST-04: Student Appeals Policy;
5.6 PR-ST-04: Student Appeals Procedure;
5.7 IS-502: Electronic Mail (E-Mail) and Internet Usage;
5.8 IS-502-PR: Electronic Mail (E-Mail) and Internet Usage;
5.9 IS-501: Electronic Information Systems Use;
5.10 IS-501-PR: Electronic Information Systems Use;
5.11 IS-505: Network User Accounts;
5.12 IS-505-PR: Network User Accounts;
5.13 HR Policies/Procedures.

PR-ST-01: Student Conduct Procedure ©
September 2022