RULES AND REGULATIONS FOR JUNIOR MEMBERS

The following Rules and Regulations shall be applicable to all Junior Members of the College. A “Junior Member” is a person enrolled for the time being in Knutsford College for an approved programme of study. Ignorance of the Rules and Regulations shall not be accepted as an excuse for any breach of discipline.

Observance of Rules and Regulations

1. Students shall NOT misconduct themselves and shall observe ALL rules and regulations or policies or Statutes of the University College.

2. Students shall conform to all other rules and regulations as may be made in the interest of their studies and the University College from time to time.

Academic Misconduct

1. The conduct of any of the under-listed behaviours shall constitute an Academic Misconduct and shall attract punitive sanctions including warning, fine, suspension, or dismissal, depending upon the gravity of the offense.

a. Cheating at examination.

b. Plagiarism

c. Not attending all lectures, classes, seminars, tutorials or practicals specified for the course of studying

d. Not taking required examinations that would be prescribed from time to time.

e. Any other conduct by which a student seeks to gain for himself/herself or for another person, any academic advantage or advancement, to which he or she or that other person is not entitled.

General Misconduct

1. The conduct of any of the under-listed behaviours shall constitute a General Misconduct and shall attract punitive sanctions including warning, fine, suspension or dismissal depending upon the gravity of the offense.

2. Students shall be required to pay all approved fees and/ or arrears on or before registration in each semester.

3. Students’ admission shall be subject to passing a medical examination.

4. Students shall be required to maintain names as admitted. Any request for change of name shall be supported by authentic documents and shall be approved by the Academic Board.

5. Students who absent themselves from lectures for 21 days in any one semester without seeking proper permission and approval shall be withdrawn from the University College.

6. Students shall be required to observe all dress code prescribed for lectures and other official functions from time to time.

7. Students’ clubs and societies shall be formed only by the permission of the Academic and Management Boards through the Student’s Representative Council (SRC).

8. Students shall obtain permission and approval before organising public function, procession, demonstrations on campus.

9. The University College shall not assume any responsibility for loss or damage of properties including vehicles brought to the campus by students.

10. Students shall observe all rules and regulations on the conduct of examination as may be published by the University College.

11. All students’ matters should be directed to the office of the Dean of Students.

Student Grievances Procedure

Policy Statement

Knutsford University College students have the right to pursue timely, legitimate grievances against the University College and/or its employees. Therefore, the college shall establish, publish, and follow a procedure that delineates the rights and responsibilities of the aggrieved party and the University College and/or its employee against whom a grievance may be lodged.

Purpose

The student grievance procedure provides a process for resolving student disputes with the University College and/or its employees. This procedure applies to all student issues, including but not limited to academic issues, student services, or administrative concerns. Grievances involving academic issues are limited to final course grades and satisfactory completion of instructional program requirements.

The grievance procedure may be used by persons who were enrolled as students at Knutsford University College at the time the incident occurred. The person filing the grievance must be the subject of alleged unfair treatment that is related to his or her status as a student or program participant. A grievance cannot be filed on behalf of another person.

Definitions

Academic Issues Grievances involving final course grades or satisfactory completion of instructional program requirements.

Additional Accommodations

Assistance for students requiring language or interpretation assistance, disabilities accommodations, or alternate arrangement for online/distance learning students.

Appeal

The procedure for further consideration of a grievance if the student or employee believes there were exceptional circumstances that affected the grievance procedure decision. An appeal should not be pursued if either the student or the employee simply disagrees with the decisions made during the grievance procedure.

Bias

“A tendency to believe that some people, ideas, etc., are better than others that usually results in treating some people unfairly.” (Source: Webster’s online dictionary)

Department Head

Person who oversees a department at Knutsford University College (e.g., Department Dean). Refer to the staffing chart for specific information.

Discrimination

Unequal treatment based on race, gender, color, sexual orientation, age, disability, ethnicity, or religion

Exceptional Circumstances

The discovery of new evidence not presented in the initial grievance and/or an allegation of serious bias or discrimination at some level of the student grievance procedure and/or documentation showing that the grievance policy was not properly followed by the college. Extenuating Circumstances. Documented medical illness, death of a family member, work or family situations that significantly interfere with normal life functions.

Formal

The informal communication regarding an incident has not led to resolution through initial steps in the procedure and rises to the level of complaint, and the student files an official grievance form. All formal grievances are documented and logged in the President’s office.

Harassment

Severe, pervasive, and offensive behavior that negatively affects another’s access to an  educational opportunity or other college benefit

Incident

The situation or circumstance that the student perceives as grievable.

Informal

The communication regarding an incident is simply at the inquiry stage and open to resolution without a formal procedure.

Working Days

Days the college is open and operating under a normal schedule. This excludes weekends, closings due to weather conditions, and holidays observed by Knutsford University College Reasonable Accommodations Knutsford University College is required to take reasonable steps to accommodate disabilities unless it would cause the University College undue hardship.

Student Grievance Form 

All students are entitled to pick a student grievance form from the registrar’s office

Procedure

The student grievance procedure provides a process for resolving student disputes with teaching faculty, staff and administrators. This procedure applies to all student issues, including but not limited to academic issues, student services, or administrative concerns.

Grievances involving academic issues are limited to final course grades and satisfactory completion of instructional program requirements. Students who need additional accommodations at any time during this procedure should contact the registrar or the dean of student’s office.

The grievance procedure may be used by persons who were students at Knutsford University College at the time the incident occurred. The person filing the grievance must be the alleged subject of unfair treatment that is related to his or her status as a student or program participant. A grievance cannot be filed on behalf of another person.

Throughout the grievance procedure, it is up to the student to present evidence to support the claim. Students are advised to keep written notes and maintain documentation to provide evidence of complying with each step of this procedure. All allegations arising from a single event must be presented in one grievance.

The procedure involves specific deadlines for pursuing a grievance. Students are required to follow the steps and timeline outlined within this procedure. Issues presented past the deadlines will not be considered unless there are specific, extenuating circumstances that make pursuing the complaint by the deadline extremely difficult. To request an extension due to extenuating circumstances at any point in the procedure, the student, employee, or supervisor must make a request in writing within the timelines listed. Requests for deadline extensions should be submitted to the applicable department head. Should extenuating circumstances be present, documented, and approved, the department head will determine and communicate in writing an appropriate revised timeline and next steps to all involved parties.

If college officials determine that the student cannot continue to attend class, participate in clinical experiences, or participate in student activities for a specified period because of the potential for harm to self or others, the Dean of Student after consultation with other University College Officials, may issue specific restrictions and will provide the rationale in writing. If at any time in the procedure the grievance or appeal involves claims of discrimination or harassment (including sexual harassment), the matter must be forwarded immediately to the Dean of Students, who must investigate the situation and determine the next steps within six working days of the notification.

Grievance Steps for Students

Step 1.

The student meets with the employee with whom they have the concern within six working days of the incident. This conversation should be an informal attempt on the part of the student to resolve the issue in an efficient manner. Following the conversation, both parties should document the facts and possible outcome for their own records. If the student is not satisfied that the concern has been resolved, he/she may move to Step 2.

Step 2.

The student meets with the employee’s supervisor to present the grievance within six working days of the meeting with the employee in an attempt to resolve the issue. Following this additional informal conversation, all parties should document the facts and possible outcome for their own records. If the issue is not resolved at this step, the supervisor provides information about the formal grievance procedure to the student, which begins with Step 3.

Step 3.

The student submits the formal Student Grievance Form within six working days from the meeting with the supervisor. If the student feels that the conversation with the employee and his or her supervisor did not satisfy the issue in question, he/she should initiate the formal grievance procedure. The student is encouraged to meet with a Counselor in the Student Affairs Department for assistance with the following tasks:

The student completes the form documenting the dates of any meetings and prior discussions held to resolve the grievance. Within six working days from the meeting with the supervisor, the student submits the form and any accompanying documentation, which is routed directly to the Dean of Student. Within six working days of receipt of the form, the Dean of Student the formal grievance and determines whether the student has met the guidelines outlined in this procedure. If so, he/she moves the case to the appropriate department head of the employee against whom the grievance has been filed, and notifies the appropriate office. If not, he/she denies the grievance and responds in writing to the student explaining the rationale for the denial.

Step 4.

Within six working days of receiving grievances approved for consideration, the department head determines whether the concern meets the guidelines for being heard as a grievance case. If so, he/she creates the official case, notifies the employee and supervisor involved that a grievance has been filed, requests a written response, and monitors the procedure through the subsequent steps. If not, he/she denies the grievance and responds in writing to the student explaining the rationale for the denial.

Step 5.

The employee and supervisor submit a written response (hard copy) to the department head within six working days of receiving the request. (Employees should consult with Human Resources if they are in need of assistance at any point in this procedure.) The department head takes not of this document and adds it to the official case file.

Step 6.

The department head meets with the student to discuss the official grievance case within six working days of receipt of the written response noted in Step 5 and shares the information gathered regarding the case. Following the conversation, both parties should document the conversation and possible outcome for their own records. The department head will determine the appropriate action/resolution within six working days of the meeting with the student and communicate the decision to the student, employee, direct supervisor, Dean of Students and Support in writing. The decision of the department head is final except in the circumstances outlined in the following appeals procedure. All records of formal grievances are kept within the college’s approved system for management and tracking of cases.

Procedure for Appeal

If the student believes that exceptional circumstances justify reconsideration of the decision made by the department head, the student may file an appeal. An appeal should not be pursued if the student simply disagrees with the decisions made during the grievance procedure. The discovery of new evidence not presented in the initial grievance and/or an allegation of serious bias or discrimination at some level of the student grievance procedure and/or documentation showing that the grievance policy was not properly followed by the college are allowable exceptional circumstances. To request an appeal, the student follows these steps:

Appeal Step 1.

Within ten working days of receiving the written decision in the grievance case, the student files a written appeal with the assistance of a University College counselor, who will have access to the appeal form within the college’s approved system for managing and tracking cases. The appeal is sent to the Dean of Student and then routes the form to the President who oversees the department head involved in the case. To file an appeal, the student must work with a counselor from the Student Affairs office to complete the written appeal, with a clear explanation of what qualifies the grievance for an appeal based on the definition of exceptional circumstances noted within this procedure. The student should be as specific as possible and attach documentation to support the need for an appeal.

Appeal Step 2.

Upon receipt of the appeal, the President reviews the appeal based on the definition of exceptional circumstances noted within this procedure. If he/she determines that the grievance is not eligible for appeal, he/she communicates that decision to all involved parties and closes the case within ten working days. If he/she determines that the grievance is eligible for appeal, he/she conducts an appeal investigation of the case and renders a final decision within ten working days of receiving the appeal. During this time, the President has the option of requesting further meetings with any party involved in the grievance procedure if he/she feels that such conversations will aid in the ability to come to a final decision. The President sends a copy of the decision to the student, employee, the department head, and Dean of Student to help in tracking the cases. The decision is final. No further appeal is available after the President has rendered a final decision.