Any member of the UFV community who observes prohibited conduct may make a complaint of conduct to the relevant head of the school, department, or program; or the Vice-President, Students, who shall act as, or appoint, an investigator.
Either verbally or in writing, the investigator will notify the student that there is a suspicion of prohibited conduct. During the investigation, the investigator may use any reasonable legal methods, as outlined in page 4 to 6 of the policy, including but not limited to discussion of the case details with the Office for Academic Integrity and Appeals, electronic services, online searches, circulation to other instructors in related courses, and interviews with the student. The investigator will contact the Office for Academic Integrity and Appeals to check for previous incidents.
If, as a result of the investigative process, the complaint is deemed to be without merit, or is frivolous, trivial or vexatious, the investigator will dismiss it summarily. The complainant and the student will be notified, in writing, of the reason(s) for the dismissal.
IF the complaint is not dismissed, the student will meet with the Vice-President, Students, or designate, to seek resolution. This resolution meeting should take place within two weeks1 of the notification to the student.
At the resolution meeting, the investigator will discuss the evidence supporting the complaint with the student, who will have the opportunity to respond. Resolution may occur with or without penalty.
Should the parties agree to a penalty, the investigator will issue a letter both to the student and the Office for Academic Integrity and Appeals.
If no agreement emerges from the resolution meeting, the complaint will proceed to a hearing conducted by the Vice-President, Students or designate. The hearing may not be conducted by the same party who lead the resolution meeting. The hearing will take place within two weeks of the resolution meeting1. The student will receive seven-day notice.
The Hearing is to be conducted in accordance to the principles of natural justice.
Both the complainant and investigator will have the opportunity to present any evidence or submissions he or she deems appropriate. The student will also have the opportunity to present any evidence or submissions he or she deems appropriate.
The Vice-President, Students or designate will review the evidence presented by all parties and make a determination of the validity of the complaint of prohibited conduct. If applicable, he or she will determine a penalty. Previous instances of academic misconduct or non-academic conduct will not enter into account in determining the outcome of the complaint.
The decision emerging from the hearing will be communicated to the student within seven days.1
If a penalty is applied, a copy of the decision will be forwarded to the Office for Academic Integrity and Appeals to be filed in the Student Conduct Registry. Information and records relating to an action under the Student Non-Academic Conduct policy are handled in compliance with British Columbia's Freedom of Information and Protection of Privacy Act. The names of registrants are not generally released, but any instructor, department, or program head who is handling a case of non-academic conduct can check to see if a previous entry exists for a student.
Penalties and remedies
When imposing a penalty or remedy, the full context will be considered including elements such as:
The severity of the offence
The harm caused
The degree to which the conduct is deliberate
Whether the act in question is an isolated incident or part of repeated acts of conduct on the part of the student
Penalties or remedies include, but are not limited to the following:
Verbal or written reprimand
Letter of behavioural expectations
UFV Community service or other activity that allows a student to reflect on and learn from their behaviour
Loss of privileges
Removal from class, activity, course, or program
Suspension from UFV
Expulsion from UFV
Forfeiture of UFV award or credential
Notice of decision
The investigator will communicate the determination of the complaint to the student in writing within seven days1 of the hearing.
A copy of the decision will also be filed with Office for Academic Integrity and Appeals.
A student may file a Request for Appeal to appeal a hearing's decision regarding the validity of a complaint or the penalty assigned within 14 UFV working days of receiving the decision of the Vice-President, Students or designate.
An appeal hearing and decision should take place within 60 days1 of the filing of the request for the Appeal. The hearing will be conducted in accordance to the principles of natural justice. If the Vice President, Students made the original decision, the appeal shall go to the President. If the original decision was made by a designate of the Vice President, Students; the appeal shall go to the Vice President, Students.
Where reasonable grounds for appeal are not evident, the person receiving the appeal may refuse to hear the appeal.
Reporting prohibited conduct
At the end of each term, the Office of the Vice President, Students will summarize the Non-Academic Conduct offences and resulting penalties reported to the Student Conduct Registry. The summary will be provided to the Board of Governors. No identifying personal details will be included.
All timelines are guidelines only. Parties should attempt to comply with such time frames. The failure to do so shall in no way nullify the process unless the delay is unreasonable and prejudicial.