Student Activities Committee Annual Report

2003-2004

Committee Members:

Brent Carter (Faculty, Chair), Tom Morley (Faculty), Jude Leblanc (Faculty), Mary-Frances Panettiere (Faculty), Gregory Abowd (Faculty), Danielle McDonald (Student Affairs, Secretary), Linda Cabot (Executive Board Liaison)

 

Meetings were held on: September 9, 2003; October 30, 2003; November 19, 2003; March 17, 2004; April 28, 2004

 

The election of the 2003-2004 Chair was conducted.  Brent Carter was unanimously elected.  Danielle McDonald was appointed secretary.

 

Organization Charters Approved

The following list of new student organization charters were unanimously approved:

Speech and Debate Team October 30, 2003

Fellowship of Faith October 30, 2003

Culture Tech November 19, 2003
DanceTech March 17,2004
Skywatchers March 17,2004
American Marketing Association March 17,2004
Society for Creative Anachronism March 17,2004

Zymurgy Society April 28, 2004

Students of Objectivism April 28, 2004

Women’s Volleyball April 28, 2004

Racquetball Club April 28, 2004

 

 

 

Constitution Amendments passed unanimously

Graduate Student Government Bylaws October 30, 2003

Re: committee appointments, veto, introduction of legislation

Undergraduate Student Government Bylaws October 30, 2003

Re: representatives and FreShGA

Interfraternity Council Bylaws October 30, 2003

Re: election procedures

National Pan-Hellenic Constitution September 19, 2003

Re: Dues, Executive Board, Advisor

National Pan-Hellenic Bylaws September 19, 2003

Bylaws submitted

National Pan-hellenic Council Constitution April 28, 2004

Re: Revisions in officer titles and duties of Vice President

National Pan-hellenic Council Bylaws April 28, 2004

Re: Membership Intake Protocol

 

Other Business

 

November 19, 2003 - Changes to the Conduct Code and Disciplinary Procedures for Student Organizations - attached

April 28, 2004 - Student Activity Budget Recommended for Approved. - attached

Attachment 1

Changes to the Conduct Code and Disciplinary Procedures

for Student Organizations

 

The following recommendations were approved by the Student Activity Committee November 19, 2003.

 

Ø      Addition of webpage to the introduction of the Code

http://www.deanofstudents.gatech.edu/integrity/page.php?studentorgcode.htm

 

Ø      Article VI. Appeals

Current D.

“The Vice President of Student Affairs, within five (5) working days, shall refer the appeal to the Student Grievance and Appeal Committee.  This committee shall review all facts and circumstances connected with the case and within the case and within five (5) working days shall make its findings and report thereon to the Vice President of Student Affairs.  After consideration of the committee’s report, the Vice President of Student Affairs within five (5) working days shall make a decision that will be final so far as the Institute is concerned.”

 

Approved D.

 

“The Vice President of Student Affairs, within five (5) working days, shall refer the appeal to the Student Grievance and Appeal Committee.  This committee shall review all facts and circumstances connected with the case and within the case and within five (5) working days shall make its findings and report thereon to the Vice President of Student Affairs.  After consideration of the appeal, the Vice President of Student Affairs within five (5) working days shall make a decision that will be final so far as the Institute is concerned.”

 

Ø      Article V. Sanctions

B.     D. Interim Suspension

Remove sections 1-5 regarding Interim suspension process and make appropriate changes to the Interim Suspension for Individuals and Student Groups/Organizations section of the Student Code of Conduct.

 

Rationale:

Moving Interim Suspension to the Student Code of Conduct reduces confusion of two polices.  This policy is the same for students and organizations.

 

Ø      Reletter C. Board of Regents’ Policy 406.01 to E. Board of Regents’ Policy 406.01


 

Attachment 2

Proposed Changes to the Article XIX of the

Student Rules and Regulations - Student Code of Conduct

 

On November 19, 2003 the Student Activities Committee approved the following recommended changes to the Student Code of Conduct as they apply to Student Organizations to be forwarded to the Rules and Regulations Committee for consideration.

 

 

Ø      B. Administration of the Judicial Process

Interim Suspension for Individuals and Student Groups/Organizations
Current:

Interim Suspension is for an interim period pending disciplinary or criminal proceedings or physical or mental evaluation. In certain circumstances the Dean of Students may impose an interim suspension, which shall become immediately effective without advance notice and prior to the actual hearing of the allegations.

1. Interim suspension may be imposed:

a. to ensure the safety and well-being of members of the Institute community or to preserve Institute property; or
b. to ensure the Student's physical or emotional safety and well-being or
c. if the Student or Student Group/Organization poses a definite threat of disruption of or interference with the normal operations of the Institute; or
d. if the Student is charged with a felony.

 

Add:

  1. if the leaders of an organization fail to respond in a timely manner.

 

Rationale:

>> Student Organizations' Code of Conduct Interim Suspension Section (Article V. D) amended to allow for Interim Suspension of Student Organizations if they fail to contact the Dean of Students designee upon request.  A student can be placed on hold if they fail to respond to an OSI request to meet.  There is no similar incentive for a student organization.

 

 

Current 2.

During the interim suspension, individuals may be denied access to classes, campus facilities, and all other Institute activities or privileges.

 

Change to:

2. During the interim suspension, individuals and organizations may be denied access to classes, campus facilities, and all other Institute activities or privileges and organizations must cease all organizational activities.

 

 

 

Ø      E. Procedural Rights, Adjudication, and Sanctions

Current: Administrative Conference/Resolution
After the Dean of Students completes a sufficient investigation, charges the Accused with a violation of the Student Conduct Code, and outlines appropriate sanctions for the incident, the Accused may accept responsibility for the charges and agree to abide by the sanctions. This choice will close the case, as a Student, Group, or Organization that accepts the terms of an administrative conference/resolution is granted no right of appeal.

The Accused may elect to accept an administrative conference/resolution, if offered, at any time before a Hearing Panel convenes. If the Accused chooses an administrative conference/resolution, the Accused will be provided notice of a final disciplinary action from the administrative hearing officer containing the official charges and terms of the sanctions. If the sanctions are not fulfilled according to the terms, additional charges or sanctions may result, and/or a hold may be placed on the Accused’s record until terms are met.

Replace:

Old Administrative Conference Resolution with New Administrative Conference/Resolution
After the Dean of Students completes the original investigation, a proposed administrative resolution maybe developed and presented to the accused upon the discretion of the Dean of Students.  A proposed administrative resolution includes the charges under the Student Conduct Code, and outlines sanctions deemed by the Dean of Students and will be delivered via email. 
Reasonable attempts should be made to discuss the allegations and proposed Administrative Resolution with the Accused before its formal communication.  The Accused (with the exception of non-greek organizations) may request to have the allegations reviewed by a hearing panel.  If the Accused does not make this request within 6 business days after the communication of a proposed Administrative Resolution, the Resolution will be implemented. The Resolution is notice of a final disciplinary action with no right to appeal and contain the official record of charges and terms of the sanctions.  If the Administrative Resolution would require a suspension, expulsion or removal from Housing, the allegations will be automatically forwarded to a hearing panel unless the Accused specifically waives their right to go before a hearing panel and requests the administrative resolution to take effect.

For clarity, the Dean of Students referred to herein means the Dean of Students or the Dean’s designee.  In academic integrity cases, a faculty member may choose to serve as the Dean’s designee and hold an informal conference with a student suspected of academic misconduct.

 

Rationale:

The Institute’s judicial process currently requires a student, organization or group to formally accept an administrative resolution for charges to be resolved without a hearing panel. The responsibility should be transferred to the student and the process should include a default that requires less due process to resolve incidents resulting in sanctions less than suspension, expulsion, or removal from Housing.

Currently, the only way to resolve allegations if the Accused chooses to not respond to a request to meet or doesn’t come back to hear the final resolution is for a full hearing panel to meet. This presents the biggest challenge to Georgia Tech achieving an efficient judicial process.  Hearing panels are extremely time consuming and resource draining.   The value of a panel is threefold…to review if the allegations are actually true, if the sanctions proposed in the administrative process are fair and to increase the likelihood of the accused learning from the situation. The ability to give students and organizations these legitimate and valuable benefits is seriously being challenged by students who don’t even engage in the process.  The default should be, unless the proposed sanction is so serious, that the Institute can simply resolve minor situations if the student, organization or group chooses not to engage in the process – respond to requests to meet or make an active decision about an administrative resolution.  Without this, students, groups and organizations have a built in delay tactic that is harmful to our ability to respond in a timely manner.



Ø      E. Procedural Rights, Adjudication, and Sanctions

 

Hearing Panel

Current

An accused Student, Group or Organization may choose adjudication.

 

Change to

Hearing Panel
An accused Student, Group or greek Organization may choose adjudication before a hearing panel.  The Student or greek Organization must request to go before a hearing panel within 6 business days of receipt of a proposed administrative resolution. 

 

Rationale:

Only Greek organizations have the option to elect to go before a hearing panel.  Placing a time limit on the student’s or greek Organization’s decision to go before a hearing panel enhances the judicial process’s efficiency. The six business day recommendation was proposed by the Academic Misconduct Process Review committee composed of an equal number of students and faculty.

 

 

Ø      E. Procedural Rights, Adjudication, and Sanctions

Organizational Judicial Board Procedures
Current

All organizational hearing panels (for example, IFC, NPHC, and Panhellenic, etc.) designated by the Dean of Students to hear allegations of organizational violations of Institute policy are recommending bodies to the Dean of Students.

 

Add:

If the Dean of Students does not receive a recommendation from the Organizational Judicial Board within 2 months of the case being formally forwarded to the Board, the Dean will render the Institute’s decision without the benefit of the Board’s recommendation.  The group will retain the right to appeal the decision to the vice president for Student Affairs.  Failure for the Board to recommend is not grounds for an appeal.

 

Rationale:

>The Dean of Students has been given the responsibility to adjudicate student organizational misconduct.  The Dean has requested the advice and recommendations of the greek governing board's judicial bodies, prior to making a final decision.  If for some reason, a student organization has been forwarded to a greek panel for a recommendation and the panel has failed to make a recommendation within 2 months of the case being formally forwarded to the panel, the Dean of Students Office is granted permission to make the administrative resolution without the advice of the governing board.  The Dean of Students will make every effort to assist the governing board judicial panel in hearing allegations and forwarding a recommendation.