Student warning & sanction issuance

DISCIPLINE – STUDENT WARNING & SANCTION ISSUANCE – DIS-PRO-002-A

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

🎯 Objective

Define the standardized process for preparing, issuing, and archiving written warnings and disciplinary sanctions
addressed to students of the Dubai Precious Metals University.
This procedure ensures consistency, transparency, and traceability in the management of disciplinary actions.

👤 Who

  • Pedagogical Director (signatory authority)
  • Academic Coordinator
  • Administrative Assistant (preparation and follow-up)

🧩 Inputs / Outputs

Inputs:

  • Disciplinary Council decision (DIS-PRO-001-A)
  • Incident or misconduct report (if direct sanction)
  • Student academic file (CRM record)

Outputs:

  • Official warning or sanction letter (PDF)
  • Acknowledgment of receipt or proof of delivery
  • Archived document in student record

⚙️ Process Steps

  1. 1. Decision Source
    A disciplinary decision can come from:

    • A Disciplinary Council ruling (see DIS-PRO-001-A)
    • Or a direct administrative decision by the Pedagogical Director (for isolated minor incidents)

    The Academic Coordinator prepares a draft based on the council report or internal incident note.

  2. 2. Drafting the Warning or Sanction
    The Administrative Assistant uses the official template DIS-FOR-002, which includes:

    • Student name and program
    • Date and reference number
    • Reason for the warning or sanction (concise, factual)
    • Reminder of school regulations or prior warnings (if applicable)
    • Type of measure applied

    Types of measures:

    • 🟢 Verbal warning (informal note only)
    • 🟡 Written warning (PDF signed and notified)
    • 🟠 Temporary suspension (1 to 5 days)
    • 🔴 Final exclusion (in case of repeated or severe behavior)

    The document is formatted on DPMU letterhead and saved as Warning_[Lastname_Firstname]_[Date].pdf.

  3. 3. Validation and Signature
    The draft is reviewed by the Academic Coordinator and validated by the Pedagogical Director, who signs it electronically via Zoho Sign or manually.
    Signature date = effective date of sanction.
  4. 4. Notification to the Student
    The signed document is sent by email from:
    administration@dubai-precious-metals-university.com
    with subject: “Disciplinary Decision – [Student Name] – [Date]”
    Email content:
    “Dear [Name],
    Following a disciplinary review, please find attached the official decision from the Dubai Precious Metals University.
    Kindly acknowledge receipt of this document.
    Regards,
    Academic Administration – DPMU”
    The student’s reply or read receipt serves as proof of delivery.
  5. 5. Execution of Sanction (if applicable)
    If the sanction involves:

    • Suspension → notify instructors and block LMS access during the suspension period
    • Exclusion → inform all departments (pedagogy, accounting, communication) and revoke credentials

    Actions are coordinated by the Academic Coordinator and logged in the student record.

  6. 6. Archiving and Follow-Up
    The Administrative Assistant archives:

    • The signed sanction PDF
    • Proof of notification
    • Related disciplinary report (if council decision)

    All documents are stored in:

    • WorkDrive › Pedagogy › Discipline › Sanctions › [Year]
    • And attached to the student record in Zoho CRM (Discipline tab)

    Follow-up actions (attendance monitoring, behavior improvement) are recorded in the tracker DIS-LOG-002.

✅ Controls

  • All sanctions signed by the Pedagogical Director
  • Notification trace (email or read receipt) available
  • Archiving complete in both WorkDrive and CRM

📁 Records

  • Sanction or warning letters (DIS-FOR-002)
  • Notification proof
  • Disciplinary follow-up log (DIS-LOG-002)
  • Stored in WorkDrive › Pedagogy › Discipline › Sanctions › [Year]
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