Disciplinary in Accommodation

What is Disciplinary action?

The University has a list of Accommodation Rules and these are designed for the safety and comfort of all residents. These rules exist to ensure everyone enjoys living in their accommodation and no one is disturbed as a result of residents’ actions or inactions.  Non-compliance with these rules may results in a warning, fine, notice to quit or a combination of these. If you find yourself in a situation where your conduct and behaviour is being investigated, then you should know what to expect and what to do.

Fines and charges will be considered under the disciplinary rules. 

For a full list of the Accommodation rules can be found within Section 3 Appendix 4 of the Handbook of Student Regulations.

In the event of a breach of these Accommodation Rules the University may decide to follow their disciplinary procedures. There are three stages to the University’s Accommodation disciplinary procedure.

I have been asked to attend a Stage 1 (informal) meeting

You will be asked to attend a disciplinary interview with the Nominated Accommodation Representative. This representative will be allocated on the seriousness of the incident which led to these procedures. Serious incidents may be considered directly at Stage 1 (Formal) Meeting, this decision will be determined by the Nominated Accommodation Representative.  Standard fines may be applied at this stage. For full details of these fines please see Annexe 2 (within accommodation rules) of the Handbook of Student Regulations.

Can I take someone with me to my Stage 1 (informal) meeting?

Yes, you can be accompanied by a ‘friend’ to your meeting. A ‘friend’ is defined as a member of the University community, such as a fellow student, University staff or the Students’ Union. Please see in Appendix A in the Handbook of Student Regulations.

What is a Stage 2 (formal) meeting?

A Stage 2 (Formal) meeting will be referred as ‘panel’ or ‘hearing’. This is a formal panel to discuss the issues of concern. You should receive a letter inviting you to attend this panel with a specified date, time and location. These are often held online through MS Teams.

A date has been set for my Stage 2 (formal) Disciplinary Panel, are there any timescales and deadlines from this point?

A student will normally be given at least 10 working days’ notice of the date and time of the Hearing. You should also be provided;

• Statement of Case (details of why the University are taking you to a disciplinary) and
• All the supporting evidence.
• Details of the panel membership
• Told about your right to be accompanied by a ‘Friend’

Within 2 working days’ of receiving this notice you will need to;

• Supply names of any witnesses you intend to use
• If there is a conflict of interest for any of the staff members on the panel

Within 2 working days’ before your hearing you would need to;

• Submit your written submission

You should also be told the hearing can go ahead without your present. For full details on Hearing Procedures please see Appendix E in the Handbook of Student Regulations.

What to expect on the day of your Stage 2 (formal) Disciplinary Panel?

The Chair will explain how the meeting will proceed.

• Introductions will take place
• University will present their case
• Questions from panel to staff member presenting the case
• Question from you to staff member presenting the case
• You will then present your case
• Questions from the panel to you
• Questions from the staff member (presenting the case) to you
• Final words from the staff member presenting the case
• Final words from you
• Close of meeting

You will then be asked to leave the room or MS Teams call, including the staff member presenting the case whilst the panel makes their decision.  Decision can be decided on the day or sent to you in writing within 10 working days

Can I take someone with me to my Stage 2 (formal) Disciplinary Panel?

Yes, you can be accompanied by a ‘friend’ to your meeting. A ‘friend’ is defined as a member of the University community, such as a fellow student, University staff or the Students’ Union. Please see Appendix A in the Handbook of Student Regulations. Someone from the Advice Team can attend your Stage Two panel with you. If you would like someone to attend with you, please email su.advice@northumbria.ac.uk and we can check to see if one is available.

Preparing for your Stage 2 (formal) Disciplinary Panel.

We strongly advise that the best preparation is to write a statement that politely and professionally explains your point of view on the concerns, which the University has raised, and explains your involvement in this incident being discussed. If you choose to have a representative from the Students’ Union, you can send us your statement and we will be happy to provide some advice to help you present your case in the best way possible.  Naturally, most students find themselves a little bit nervous on the day. Having prepared a statement can be useful in act as a guide to make sure you cover everything you want if this happens.  If you do decide to write a statement, we advise that you;

• Clearly and honestly explain your role in the events being considered
• Make the University aware of any extenuating personal circumstances you were going through
• Highlight any strategies you are taking to make sure that similar incidents do not happen in future
• Stick to facts as far as possible and be honest – panels tend to appreciate honesty and value students showing that they have reflected on their actions

When will I get a decision for my Stage 2 (formal) Disciplinary Panel.

A decision is often made on the day and you will be told verbally after the panel have made their decision.  This decision will be confirmed in writing and you should normally receive this within 10 working days.  If a decision can’t be made on the day, this will be sent to you in writing within 10 working days.

What are the possible outcomes following my Stage 2 (formal) Disciplinary Panel?

It may be decided following your panel that no further action is to be taken.  Alternatively, on the balance of probabilities, if there is a finding of misconduct, a disciplinary panel has a range of penalties available to it. You can see these on Section 3 Student Disciplinary Procedures’, sub-section 3.6.6 of the Handbook of Student Regulations.

The most serious penalties that can be issued for disciplinary findings are expulsion, restriction or suspension. If a panel believes that a case is so serious that it warrants these penalties, it must make a recommendation to the Vice Chancellor, and the final decision rests with the Vice Chancellor.

It is important to be aware that where any penalty is imposed as part of a disciplinary process, it may be referred to in any subsequent disciplinary investigations.

Can I appeal the outcome of my Stage 2 (formal) Disciplinary Panel?

Yes, if you dissatisfied with the outcome following your hearing you may want to consider submitting a Stage 3 Request for Review. This must be submitted within 10 working days of receiving your outcome in writing. The deadline will start from the date on your letter.  There are two eligible grounds you can ask for a Request for Review;

     a. Correct procedures were not followed in the consideration of your case at Stage 2 and this significantly affected the outcome

and/or

     b. There is new information that could not be provided earlier, and this significantly affects the outcome

Stage 3 Request for Review

For further information please see our section on Request for Reviews.

What is the OIA?

Further information can be found on our OIA page

The Advice Team are here to help you with your case. For personalised advice or to ask further questions please email su.advice@northumbria.ac.uk