Student Disciplinary Procedures

Scope

1.1 Students are expected to maintain appropriate behavior and uphold a standard of conduct that does not harm others, disrupt the learning environment, or damage the reputation of The DoGenius Institute. Students are responsible for familiarizing themselves with the Student Code of Conduct, as well as other relevant Codes of Practice and Regulations, to ensure they understand the expectations of the Institute.

1.2 Alleged breaches of the Student Code of Conduct will be addressed in accordance with these Student Disciplinary Regulations.

1.3 These Regulations apply to any activities undertaken by students or services and facilities accessed as part of their role at The DoGenius Institute. This includes conduct on or near premises owned, leased, or managed by the Institute. Misconduct occurring off-campus or outside Institute-controlled settings may also be addressed if it affects the reputation or interests of The DoGenius Institute or the safety of its members.

1.4 These Regulations apply to all students during their period of study, including any deferral periods, regardless of their registration status.

1.5 Where an issue involving a student falls under multiple sets of The DoGenius Institute’s Regulations, the most appropriate set of Regulations will be applied. Considerations will include fairness to the student, the scope and purpose of the Regulations, and the Institute’s responsibilities to professional bodies.

Principles Governing Disciplinary Processes

2.1 Core Principles: The disciplinary process is guided by the following principles:

2.1.1 Fairness:

Both parties in a misconduct case will be treated fairly. However, fairness for the reporting individual is limited to what is reasonable for investigating their complaint, as the disciplinary process is intended to address student misconduct rather than resolve disputes between individuals.

The reporting party will generally only participate as a witness.

The accused student will be provided with sufficient details of the allegations and given a meaningful opportunity to respond.

2.1.2 Confidentiality:

Confidentiality will be strictly observed throughout the process. Informal reporting or seeking advice can be done confidentially unless exceptional circumstances require disclosure. In formal cases, information will be shared only as necessary with relevant parties, including those involved in investigations and appeals.

2.1.3 Timeliness:

Reports of misconduct should typically be filed within 10 working days of the incident to allow prompt investigation. Delayed reports will be considered only at the Institute’s discretion and with a valid justification.

The disciplinary process, including any appeals, should generally be completed within 90 calendar days of the initial report. Any delays will be communicated to the student.

2.1.4 Record-Keeping:

All records will comply with data protection laws and will be securely maintained. These include details of the allegations, investigation procedures, timelines, and outcomes.

Records of penalties may be disclosed to third parties in references or for regulatory reporting, where necessary.

Breaches of the Student Code of Conduct

3.1 Disciplinary action may be initiated for breaches of the Student Code of Conduct, which outlines expected behavior and defines misconduct.

3.2 Key Considerations:

3.2.1 Intoxication from alcohol or illegal substances will not generally be considered a mitigating factor and may instead be treated as an aggravating circumstance.

3.2.2 Misconduct outside Institute premises, including virtual platforms (e.g., email, social media), is subject to these Regulations.

3.2.3 Disciplinary action may continue even if a student withdraws permanently from the Institute, including after the conclusion of a hearing.

Criminal Investigations

4.1 The Student Disciplinary Regulations do not replace police investigations. Serious incidents should be reported to law enforcement.

4.2 The Institute will only contact the police against a student’s wishes in exceptional circumstances, such as when necessary to protect the safety of its community.

4.3 The Institute will usually defer internal investigations until criminal proceedings conclude but may impose temporary measures as necessary to ensure safety.

4.4 Students must keep the Institute informed about the progress and status of any criminal proceedings.

4.5 The outcome of criminal proceedings does not preclude the Institute from pursuing disciplinary action for breaches of its Code of Conduct.

Reporting Breaches of the Code of Conduct

6.1 Any member of the Institute who observes or is reliably informed of a potential breach should submit a written report to the Director.

Student Disciplinary Process

7.1 Upon receiving a report, the Institute’s Secretary or nominee will conduct a preliminary review to determine the appropriate course of action:

7.1.1 Dismiss the allegation.

7.1.2 Arrange for an investigation.

7.1.3 Convene a Disciplinary Panel (for serious cases).

7.1.4 Refer the matter to Student Services for informal resolution.

7.2 Precautionary measures may be imposed as deemed necessary to safeguard individuals or support investigations.

7.3 Cases referred to Student Services may result in a formal warning following a discussion with the student.

Precautionary Measures

8.1 Precautionary measures may be imposed to:

8.1.1 Ensure proper investigations.

8.1.2 Protect students or others while an allegation is being reviewed.

8.2 Such measures are not penalties and do not imply guilt. Examples include:

Restricting access to specific facilities or areas.

Requiring a change of accommodation.

Suspension from studies.

8.3 Precautionary measures will be reviewed regularly and may be updated as necessary.

8.4 The Director will notify the student of precautionary measures in writing, and students may request a review of such measures.

Investigatory Interviews

9.1 An Investigator (typically a Senior Academic or Manager) will lead the inquiry, interviewing relevant parties and reviewing evidence.

9.2 The accused student will be invited to an interview, provided with at least five working days’ notice, and informed of the allegations and evidence.

9.3 Students may submit a written statement before or during the interview and may bring a supporter or friend (not legal representation).

9.4 If a student fails to attend without valid reasons, the investigation may proceed in their absence.

9.5 The interview aims to:

Determine whether a breach occurred.

Assess the severity of the breach, considering factors like intent, extent, and impact.

9.6 Outcomes may include:

Dismissing the allegation.

Issuing penalties such as warnings, fines, or restrictions.

Referring serious cases to a Disciplinary Panel.

9.7 Students will be notified of the decision within five working days of the interview. 

10 Appeal Submission

10.1.1 Appeals must be submitted to the designated Appeals Officer at The DoGenius Institute. The appeal should clearly state the grounds for the appeal as outlined in Section 14.1, along with any supporting evidence or documentation.

10.1.2 Upon receipt of the appeal, the Appeals Officer will review the submission to determine if it satisfies the criteria for consideration under Section 14.1. If the appeal is deemed inadmissible, the student will be notified in writing within 5 working days, with reasons provided.

10.1.3 If the appeal is deemed admissible, the Appeals Officer will proceed to arrange a review of the case, either by the original Disciplinary Panel (if appropriate) or by an independent Appeal Panel.

11. Appeal Panel Composition

11.1 The Appeal Panel will consist of three members, none of whom have been directly involved in the case. The panel will include:

11.1.1 A Chair, appointed by the DoGenius Institute's Secretary/nominee, who has not previously been involved in the case;
11.1.2 A member of the academic staff from a School/College not involved in the case;
11.1.3 A senior professional services staff member unconnected to the student’s academic discipline.

11.2 The student may attend the appeal hearing and can be accompanied by a friend or person of support. Legal representation is not permitted.

11.3 The Appeal Panel Secretary will be appointed to support the process and record proceedings.

12. Appeal Hearing Process

12.1 The Appeal Panel hearing will be conducted in a fair and transparent manner. The steps are as follows:

12.1.1 The Chair will open the hearing and outline the purpose, format, and potential outcomes of the appeal.
12.1.2 The Chair will confirm the attendance and identities of all parties present.
12.1.3 The student (or representative) will be invited to present their appeal, explaining the grounds and presenting any supporting evidence.
12.1.4 The original Investigator or Disciplinary Panel Chair may respond to the appeal, providing clarification and context for the initial decision.
12.1.5 The Panel members may ask questions of the student and the Investigator/Disciplinary Panel Chair to ensure a full understanding of the case.
12.1.6 The student (or representative) and the Investigator/Disciplinary Panel Chair will have the opportunity to make final statements.
12.1.7 The Panel will deliberate in private, considering all evidence and submissions.

12.2 The Appeal Panel’s decision will be based on the balance of probabilities, taking into account the appeal grounds and the evidence presented.

12.3 The decision of the Appeal Panel will be communicated to the student in writing within 10 working days of the hearing. The written outcome will include reasons for the decision and any changes to the original penalties.

13. Finality of Appeal Decision

13.1 The decision of the Appeal Panel is final, and there is no further right of appeal within The DoGenius Institute.

13.2 If the student remains dissatisfied with the outcome, they may refer the matter to an external body, such as the relevant educational or regulatory authority, where applicable. Details of this process will be provided to the student in the Appeal Panel outcome letter.

14. General Provisions

14.1 All proceedings under these regulations will be conducted in accordance with principles of fairness, proportionality, and confidentiality.

14.2 The DoGenius Institute reserves the right to make amendments to these regulations from time to time, ensuring such changes comply with legal requirements and best practices.

14.3 Any queries regarding these regulations should be directed to the Office of Student Conduct and Compliance.