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Introduction and Overview
This overview gives a general idea of how the university’s campus conduct procedures work, but it should be noted that not all situations are of the same severity or complexity. Because of this, these procedures are flexible and are not exactly the same in every situation, though consistency in similar situations is a priority.
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The Dean of Students is responsible for the application of these procedures. When graduate/seminary students are involved, the procedures will be implemented by the appropriate Academic Dean or by their designee, many times in collaboration with the Dean of Students.
Procedures
Notice:
The campus accountability process begins with a report being given to a member of the campus community. A report of harm and/or violation of university policy may come from any source (victim/harmed party, student leader, staff, faculty, student) and may come through multiple formats including online (via incident report form), email, phone conversation, or face to face meeting. The most direct and efficient forms of report for graduate and seminary students are face to face conversations with the student’s Program Director, Dean, or Associate Dean. Other Graduate and Seminary faculty and staff or other students may also become aware of harm and/or violation of university policy. When members of the campus community become aware of harm done and/or violation of university policy, they are obligated to consult with the appropriate staff person to determine next steps. Once a report is received, in most cases, a university representative will contact the parties involved for an initial conference to explain the accountability process and gather information.
Preliminary Inquiry/Staff Conference
The function of a preliminary inquiry is to determine the nature and the impact of the violation of policy and/or harm/impact involved in the situation. The preliminary inquiry is purposely meant to be an opportunity for the student to describe the situation from their perspective. The inquiry can be investigatory at times, but is meant to provide opportunity for a student to take ownership and responsibility for their actions. Students may bring a support person* to this initial inquiry as well as any other meetings that follow.
*A support person (SP) can be a student, faculty, or staff person from EMU - provided the SP is not of family relation to the respondent. The role of the SP is to provide support for the respondent during the resolution process. The SP assists the respondent in the areas of taking responsibility, determining which resolution process is desired and appropriate, as well as providing support upon completion of the accountability process.
Procedure
During the preliminary inquiry the university staff person will determine the nature of the incident as well as procedural options.
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If a determination is made that the preliminary inquiry be considered a Staff Conference (#4 above), the staff members will continue with Staff Conference procedure. (see procedural descriptions below)
Procedure Descriptions
Staff Conference
A staff conference is a meeting between the respondent(s) and one or two graduate program staff members. Respondents may bring a support person with them to a staff conference. Support persons are not character witnesses. If present, their role is to provide support for the respondent in taking responsibility as well as supporting the respondent upon completion of the accountability process.
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A copy of the Outcome Letter will be placed in the respondent’s student life file. The respondent is expected to complete the outcomes within the determined timeframe or further outcomes may be assessed.
Restorative Justice Conference/Circle
A Restorative Justice Conference involves structured and unstructured dialogue between respondent(s), impacted parties, and support persons. Facilitators hold pre-conference meetings with all involved parties before the conference to ensure full and active participation, and to determine if the parties are ready and able to (in good faith) proceed with the conference. The focus of the conference itself is on the harm that was done, the needs that have been created because of the harm, and the obligations that follow in order to make things as right as possible.
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The URB normally will hear serious disciplinary cases that involve: violations of civil or criminal laws, violations that become unusually numerous, seriously disruptive or threatening to the campus community, or violations in which a larger, more representative group is needed to determine responsibility for violating university policy. The URB is called upon to exercise sound objective judgment and to recommend outcomes to the Dean of Students.
Membership
The URB consists of
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Each member of the URB and any other participants in the hearing process will maintain confidentiality to the fullest extent allowed by law. A breach of confidentiality may result in disciplinary action. In addition, board members may be removed from further service for any such breach.
Outcomes
In issuing outcomes, staff member(s) may consider the student’s previous behavior, general attitude and contribution to pertinent academic and community life as well as the rights and dignity of affected community members.
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mediation or conferencing
personal and/or group counseling
anger management training
application of a specific behavioral contract
mentor
alcohol assessment and recommendations
drug assessment and recommendations
community work/service assignments
exclusion from co-curricular or leadership activities
restriction of housing or other privileges
completion of issue-relevant education activities
fines
monetary or other restitution
reprimand
probation (unless otherwise specified, the period of probation lasts until outcomes have been completed and verified as completed)
extra-curricular suspension (separation from co-curricular activities, intercollegiate sports, elected and/or appointed leadership positions, and/or other on-campus and off-campus activities)
Academic advisors, professors, athletic coaches and appropriate staff persons are informed of the suspension.
suspension (separated from the university for a specific period of time up to 10 class days)
The student is required to make arrangements for leaving campus within 48 hours of notification (unless the decision is being appealed).
While under suspension, the student is prohibited from university property. This includes all classes, on-campus work assignments and university related activities (athletic/music/drama practices or performances)
Academic advisors, professors, athletic coaches and appropriate staff persons are informed of the suspension.
Students are permitted to make up missed quizzes or assignments at the discretion of their professors. In some cases, students may be permitted to postpone a suspension to avoid a major exam/paper conflict if such is verified.
indefinite suspension/disciplinary withdrawal (separated from the university for an indefinite period of time, but not less than the remainder of the current semester and/or full semester following)
The student is required to make arrangements for leaving the campus within 48 hours of notification (unless the decision is being appealed).
The student is prohibited from campus property until the Dean of Students or a designee grants permission. If the decision to suspend a student is made within the last four weeks of the semester, imposition of the suspension may be delayed until the following semester, depending upon the gravity of the offense.
In some cases, a notation is placed on the University Transcript: “Suspended on (date) for a violation of the University’s Standards of Conduct.” This notation remains until such time as the student successfully completes the term of the suspension and any conditions thereof.
Re-admission involves reapplication through the Admissions Office.
dismissal (permanently separated from the university)
A notation is placed on the official transcript “Dismissal on (date) for a violation of the University’s Standards of Conduct”
The student is required to make arrangements for leaving the campus within 48 hours of the notification (unless the decision is being appealed).
The student is prohibited from campus property unless permission is granted by the Dean of Students or a designee.
Appeal Procedures
For a Staff Conference or University Review Board, any party may appeal the outcomes issued. (Because of the voluntary and participatory nature of Restorative Conferences and Circles, Restorative Agreements are not subject to appeal). Appeals for a Staff Conference decision must be submitted in writing within three working days following notification and should be directed to the appropriate Academic Dean. Appeals for a University Review Board decision must be submitted in writing within three working days following notification and should be directed to the Provost.
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