All Student Conduct Adjudications begin with documentation of a suspected violation. The origin of this document can be any member of the Concordia University Chicago community. In the case of an alleged violation of the University’s Policy Against Discrimination, Harassment, and Retaliation, the Student Conduct Code Procedure will begin at the conclusion of the University’s investigation conducted pursuant to that policy.
All cases involving allegations of sexual assault or sexual violence are subject to the additional procedural requirements set forth below Formal Resolution Process, detailed below. These additional procedural requirements will also be used when a party to a complaint alleging any other violation of the University’s Policy Against Discrimination, Harassment, and Retaliation so requests, or in any other instance that the University deems appropriate. In the situation that all students in a particular university club or organization are being documented for a violation of the Student Code, the organization must choose a representative student member to proceed through the process representing that particular organization.
1. A documentation of violation is submitted to the Office of the Assistant Dean of Students for Residential Life and Student Conduct or the office of one of our Resident Directors, who serve as Conduct Meeting Officers (CMO) for violations occurring within their respective residential community. Any violation that occurred outside of a residential community would be reviewed by the Assistant Dean of Students for Residential Life and Student Conduct who serves as the CMO for those violations. If it is determined, based on the violation, that a student could face sanctioning that includes University or Residential Hall suspension or expulsion, revocation of admission or degree, and/or the withholding of a degree, then the Assistant Dean of Students for Residential Life and Student Conduct will be automatically deemed the CMO for that particular student’s violation regardless of the location of the violation.
2. A review of the documentation is made to determine whether enough factual information is available to deem support for potential responsibility of a violation by the student(s) named within.
3. If support for potential responsibility is within the documentation, the student(s) named within will be contacted by the appropriate CMO via their Concordia email account and in writing. The email or letter will state the following:
a. The Student Conduct Code(s) that the student is being accused of violating,
b. The Conduct Meeting process including: the declaration of responsibility, review of documentation and facts, and rights to appeal, and
c. The student will be asked to contact the appropriate CMO, within three (3) business days to schedule a meeting that must take place within seven (7) business days of the incident.
4. If necessary, a conduct meeting time is established between the student and the appropriate CMO. The purpose of this meeting is to allow the student an opportunity to review all the documentation and to share with the CMO his or her side of the situation and to make a declaration regarding his or her involvement. The meeting will follow these guidelines:
a. The conduct review process will be explained to a student and he or she will be asked to sign documentation to verify that he or she understands the conduct review process as well as his or her rights within the conduct review process including his or her right to appeal by the student.
b. A student shall be given the right of a conduct review before a regularly constituted Hearing Committee instead of CMO. The exercise of this option by the student must be in writing, and must grant full release of any information relevant to the work of the Hearing Committee to each member of the Committee. The Hearing Committee consists of two faculty members, one staff member, three students, and one CMO. No member of the Hearing Committee who is otherwise interested in the particular case may serve on the committee during these proceedings.
c. If a student chooses to have their adjudication meeting conducted by a committee, the current meeting will end and a new meeting will be established with the student within (5) five business days to be held with the hearing committee.
d. If the student agrees to an adjudication meeting with the CMO, the student will be asked to make a declaration of responsibility relating to his or her involvement in the incident. The student will declare them self: Responsible or Not Responsible
a. After the declaration of responsibility, the meeting will take one of two directions based upon the declaration, whether with the initial CMO or another CMO assigned:
i. A student declaring them self “responsible” for the violation will have a discussion with the CMO regarding the violation and their involvement. The discussion will likely be followed immediately by sanctioning unless the CMO feels additional fact gathering is necessary to determine the sanctions.
b. The student declaring them self “not responsible” for the violation will have a discussion with the CMO regarding the violation and his or her involvement. At this time, if applicable, the student has an opportunity to present supporting evidence and discuss additional witnesses that would support their “not responsible” declaration. It is likely that, in such situations additional fact gathering is necessary and therefore the CMO will conclude the meeting with the student and follow-up within two (2) business days, via university email, on a decision for responsibility and sanctioning.
c. Sanctioning will occur within two (2) business days of the initial conduct meeting. A student will be asked, whether receiving sanctioning immediately or via email to return to the CMO and sign the necessary adjudication paperwork, thus signifying the conclusion of the initial conduct meeting.
5. The accused student may have an advisor throughout the conduct review process, whether with a CMO, or with the Conduct Hearing Committee. The advisor may only counsel the student and may not actively participate in the hearing, unless clarification is needed as determined by the CMO. Notification of any advisor present must be made within 72 hours of a scheduled adjudication conference. The student must declare who will be present and the advisor’s relationship to the student during that time. If a declaration is not made within the appropriate time period regarding the inclusion of an advisor the University reserves the right to deny such involvement.
Hearing Committee Process
1. The University Hearing Committee will consist of three students, two faculty, one staff, and one CMO which are chosen and trained by the Dean of Students office. They will be chosen and trained as necessary when a student requests such form of adjudication hearing.
2. The University Hearing Committee (UHC) will be given a copy of the conduct violation report for review three days prior to the scheduled adjudication hearing.
3. A student going before the UHC the student will be asked to make a declaration of responsibility relating to their involvement in the incident. The student will declare themselves: Responsible or Not Responsible.
4. After the declaration of responsibility, the meeting will take one of two directions based upon the declaration:
i. A student declaring them self “responsible” for the violation will have a discussion with the UHC regarding the violation and their involvement. The discussion will likely be followed immediately by sanctioning unless the UHC feels additional fact gathering is necessary to determine the sanctions.
ii. The student declaring them self “not responsible” for the violation will have a discussion with the UHC regarding the violation and their involvement. During this discussion the student has the right to present supporting factual evidence and witnesses that would support their declaration. Additionally, the Assistant Dean of Students will represent the university in the matter. It is likely that, in such situations additional fact gathering is necessary and therefore the UHC will conclude the meeting with the student and follow-up within two (2) business days, via university email, on a decision for responsibility and sanctioning.