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Student Org Disciplinary Process



The following is an overview of the student organization adjudication process. Additionally, the university has the authority to take emergency action against an organization for alleged violations of our Code of Conduct, which is outlined within this overview.

In addition to addressing violations on an organizational level, Belmont University reserves the right to address individual students through the adjudication process.

Reporting

Any individual inside or outside of the Belmont community may report a possible violation by a student organization of the university's Code of Conduct.  Interfraternity, Panhellenic and Pan-Hellenic Council policy violations are to be adjudicated by the appropriate campus governing councils.

Possible university violations should be reported directly to the Director for Student Conduct & Academic Integrity by emailing studentconduct@belmont.edu.  Reports should include the following information:

  • A narrative of the incident that describes what occurred;
  • name of the organization(s) involved;
  • names of individual students (if possible);
  • and contact information of the individual reporting the incident.

Once a report has been made, the Director for Student Conduct & Academic Integrity and the Office of Student Activities will begin a review of the incident report.

Review

During the review of the incident report, details will be shared and discussed with the parties outlined below to determine if a possible violation of policy has occurred.

  • The parties present during a review are as follows:
  • Director for Student Conduct & Academic Integrity;
  • Director of Student Activities (or designee); and

if applicable, a designee from the organization's governing body or campus advisor will be included.

The Student Conduct and Academic Integrity Office and the Office of Student Activities will have final authority to determine whether the incident should be formally adjudicated and, if so, will select the appropriate hearing officer(s).  If determined that there is not sufficient information to indicate a possible violation, the process will cease to continue beyond the review.     

Notice

Should a review of the report lead to a student organization's formal adjudication with the Student Conduct and Academic Integrity Office or Office of Student Activities, the student organization will receive official notice.  A reasonable effort will be made to provide notice to the President and, if applicable, the advisor in person via a Community Conduct Form. If notice is not given in person, then the student organization is presumed to have received notice upon the Community Conduct Form being sent to the president’s Belmont email account. The Community Conduct Form (also known as a CC Form) acts as official university notice to the student organization. A Community Conduct Form must contain the following to be considered effective notice: the alleged violation(s), date and location of the Incident, and instructions that information about the Adjudication Process can be found in The Bruin Guide.

Student Organization Response

Once notice has been provided, a student organization should contact the Director of Student Conduct or his/her designee within the 3 business days following the issue date of the Community Conduct Form in order to schedule a hearing. The Director of Student Conduct or his/her designee reserves the right to schedule a hearing time, date, and location at his/her sole discretion and may take under consideration such factors as student organization’s schedule, Hearing Officer(s) schedule, prejudice to the student organization of delaying the hearing date, the time necessary to collect information, nature of the alleged violation(s), and other factors.

Prior to the commencement of a hearing, a student organization must indicate whether it accepts or denies responsibility for an alleged violation(s).

A student’s failure or refusal to meet with the Director of Student Conduct or his/her designee within the allotted 3 business days will be treated as the student organization’s acceptance of responsibility for all alleged violations and will result in a hearing being scheduled and conducted in the student organization’s absence.

Adjudication

A student organization may be provided with a hearing in which decisions regarding responsibility and sanctions will be determined based upon a preponderance of the evidence standard.

There are many Belmont University hearing officer(s) that are trained and capable of conducting a hearing.  The Community Conduct Board is one entity trained to hear student organization hearings. In addition, other University hearing officers may include a designee of the Office of Student Activities or designee of the Student Conduct and Academic Integrity Office.

University Response

After a Belmont University disciplinary process the student organization will receive a response from the university.  The response indicates the decision by the University of responsible or not responsible.  If the student organization is found responsible, the University will have determined appropriate sanctions, which will be outlined within this response.  Additionally, the student organization's outcome will be communicated with the organization's governing body or campus advisor, if applicable.

Sanctions

The philosophy behind Belmont University's sanctioning process is education.  It is designed to be developmental.  Therefore, when a student organization is called to face the consequences of its actions, the primary focus is on assisting the members of the organization in learning why the behavior is inappropriate.  In determining appropriate sanctions for conduct violations, the institution is guided by three considerations:  education, restitution, and punishment.  More information about the three considerations and sanctions can be found in The Bruin Guide.

Appeal Process

An appeal is not a rehearing of the case, but rather the opportunity for the organization to prove that an error has occurred during the initial hearing.  The basis for an appeal must address one or more of the following criteria:

There is evidence that appropriate procedures were not followed which may have a bearing on the initial decision.

New information that was not available at the time of the original inquiry/conference which may have a bearing on the initial decision.

There is evidence of bias that may have a bearing on the initial decision.

The initial University response can be appealed.  In order to appeal, a student organization must complete the Appeal Request Form within 1 working days of receiving the university's written response and submit the Appeal Request Form to the Student Conduct and Academic Integrity Office (located in the Beaman Student Life Center 200).

If you have further questions, regarding the appeal process, please contact the Director for Student Conduct & Academic Integrity at 615-460-6407 or at studentconduct@belmont.edu.



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