Disciplinary council

DISCIPLINE – DISCIPLINARY COUNCIL PROCEDURE – DIS-PRO-001-A

Version: 1.0 | Last update: 05/11/2025 | Department: Academic & Student Affairs

🎯 Objective

Define the standardized process for convening, conducting, and documenting a
disciplinary council at the Dubai Precious Metals University.
The goal is to ensure fairness, transparency, and proper documentation for all student disciplinary actions
(especially after 3 unjustified absences or major misconduct).

👤 Who

  • Pedagogical Director (President of the Council)
  • Academic Coordinator
  • Administrative Assistant (secretary)
  • Campus Manager or Program Director (if applicable)

🧩 Inputs / Outputs

Inputs:

  • Absence and lateness records (PED-LOG-023)
  • Student academic file
  • Incident or misconduct report (if applicable)
  • Notification of convocation

Outputs:

  • Official disciplinary report
  • Decision and sanction notice
  • Updated student record in CRM

⚙️ Process Steps

  1. 1. Identification of Disciplinary Case
    The Academic Coordinator identifies a disciplinary case when:

    • The student accumulates 3 unjustified absences (see PED-PRO-023-A), or
    • A serious behavioral issue or misconduct is reported by an instructor or staff member.

    The Coordinator informs the Pedagogical Director to open a disciplinary file.

  2. 2. Preparation of the File
    The Administrative Assistant gathers all relevant documents:

    • Attendance sheets and absence tracker
    • Incident reports or email exchanges
    • Any student communication or justification provided

    The file is assembled and stored temporarily in WorkDrive › Pedagogy › Discipline › Drafts.

  3. 3. Convocation of the Student
    The Pedagogical Director sends a formal convocation by email at least **48 hours before** the council date.
    The message includes:

    • Date, time, and place (or Zoom link)
    • Purpose of the meeting
    • Possibility to present explanations or documents

    Example subject:
    “Convocation au Conseil de Discipline – [Nom de l’étudiant] – [Date]”

  4. 4. Composition of the Council
    The council is composed as follows:

    • Pedagogical Director – President
    • Academic Coordinator – Rapporteur
    • Administrative Assistant – Secretary
    • Campus Manager or invited faculty member – Observer (optional)

    Quorum: minimum 3 members present.

  5. 5. Conduct of the Council
    The council follows this structure:

    • 🔹 Presentation of facts by the Academic Coordinator
    • 🔹 Student invited to explain and present justifications
    • 🔹 Questions from council members
    • 🔹 Deliberation (student leaves the room)
    • 🔹 Decision read and explained to the student

    The tone must remain neutral, respectful, and constructive.

  6. 6. Possible Decisions
    The council may issue:

    • 🟢 Verbal warning (recorded in file)
    • 🟡 Written warning (email + PDF signed by Director)
    • 🟠 Temporary suspension (max 1 week)
    • 🔴 Final exclusion (in severe or repeated cases)

    The decision must be proportionate to the infraction and justified in the official report.

  7. 7. Report and Notification
    The Administrative Assistant drafts the official report using template DIS-FOR-001, including:

    • Student name and program
    • Date, participants, and summary of facts
    • Student’s statement
    • Final decision and rationale

    The report is signed by all council members and transmitted to the student by email within 48 hours.
    A copy is uploaded to WorkDrive › Pedagogy › Discipline › [Year].

  8. 8. Archiving and Follow-Up
    The disciplinary report and decision are:

    • Attached to the student’s Zoho CRM record (Discipline tab)
    • Indexed in the register DIS-LOG-001 (Disciplinary Decisions Log)

    If a suspension or exclusion is applied, the Academic Coordinator informs the instructors concerned.

✅ Controls

  • Convocation sent minimum 48 hours before council
  • Presence of at least 3 council members
  • Signed and archived disciplinary report

📁 Records

  • Convocation email
  • Disciplinary report (DIS-FOR-001)
  • Decision log (DIS-LOG-001)
  • Stored in WorkDrive › Pedagogy › Discipline › [Year]
0
146

Related Knowledgebase