Enforcement and appeal process

Administration and enforcement of residence community standards. This document attempts to provide the student with examples of what the sanction might be for particular behaviour.

This does not limit the possibility of other sanctions being imposed should the situation warrant. All financial costs incurred as a result of breaking a residence regulation will be billed to the account of the student(s) involved. Should students move out of residence prior to being adjudicated for alleged misconduct, the Department of Residence reserves the right to forward cases to the appropriate University departments (i.e. Campus Security Services and/or the Manager, Student Affairs) to have cases investigated/adjudicated.

All sanctions are considered to be in effect once the student(s) has been notified verbally during their conduct meeting. Should a student fail to attend the meeting, a decision will be made and a sanction imposed in their absence. Students will receive an email to their Brock account outlining the infraction and sanctions associated. In cases of suspension or eviction from residence, a written letter confirming the details of the sanction will be sent via the North and South Service Desks.  All sanctions are in effect whether or not a student has read their email and/or picked up this written confirmation. Letters must be picked up within 1 week of notification that the letter is available for pick up.

The following may occur as a consequence of breaking residence rules:

Verbal warnings are used by Residence Life staff (RLS) to indicate to students what policy has been violated and the consequences should the behaviour be repeated. Verbal warnings will not be given for Level 3 infractions and are typically only given prior to Fall Reading Week.

The purpose of the written warning is to ensure that students are aware of their own questionable or inappropriate behaviour. A written warning is written communication given to the student(s) involved in the incident(s). It will indicate the number of points assessed for the infraction(s).

Disciplinary points are assigned in the majority of incidents. Points are accumulated throughout each academic year and are not removed from a student’s disciplinary history until the completion of the academic year. As described in the Infractions section, the points issued for an infraction increase as the level of the infraction increases.

Community and educational sanctions may be used individually or may accompany any number of other sanctions. They may include, but are not limited to, referral to the Substance Choices program or Fire Safety choices program; educational programming; reflection paper; completion of a quiz; meeting with a campus partner (eg. Campus Security, Human Rights and Equity Services); and community service to the affected person/group.

Typically, students placed on disciplinary probation are notified via written communication. Disciplinary probation means that the student(s) needs to monitor his or her own behaviour carefully because the next incident of inappropriate conduct may result in suspension or eviction from residence. Disciplinary probation can last for a specific period of time (e.g. one month), until the end of the academic year in April, or until the student in question moves out of residence.

Students on alcohol probation may not consume alcohol in any residence; possess or have any evidence of possession of alcohol in any residence; come back to any residence after drinking at another location, such as an off-campus party, pub or bar; nor have the smell of alcohol on their breath while in any Brock residence. Students caught drinking underage are placed on alcohol probation, which is in effect for a minimum of two weeks after their 19th birthday. Students who create a disturbance after or because of drinking, violate rules and regulations after or because of drinking, or demonstrate signs of problem drinking are typically placed on alcohol probation. Students in violation of their alcohol probation may face suspension or eviction from residence. Students on alcohol probation are automatically placed on disciplinary probation. Students who misuse alcohol in residence are also required to complete the Substance Choices program offered through Student Health Services.

Students who break residence rules and regulations may have some of their privileges suspended. This may include, but is not limited to, removal of speakers or electronic equipment; removal of guest privileges; limited access to residence areas; and restricted dining hall privileges. The Department of Residences reserves the right to carry the suspension of privileges into the following academic year(s).

As necessary, items that are prohibited in residence may be confiscated by a member of the Department of Residences staff or Campus Security Services. In some cases, it is possible for the item to be retrieved at a later date in cooperation with a Residence Life Coordinator. Please see the Confiscated Items procedure for more details.

Students responsible for damages will be charged the cost of replacement or repair. They will be billed directly to their University account. An administrative fee may apply depending on the situation. There may be some benefit to the student(s) in question to come forward as soon as the incident happens so that an investigation does not have to occur. Students are not permitted to make repairs on their own. Any attempts will be redone by a professional at the students’ expense.

Communities of students, such as a specific floor, unit, house/hall/court/or block, may be billed collectively for damages that occur to the common areas they occupy. This is only done after attempts have been made to find the individual(s) responsible for the damage. This includes, but is not limited to, fire alarm charges, extra cleaning charges, broken fixtures, broken windows, missing or damaged furniture, etc. Collective billing is also applicable to common space inside townhouse units, with common area damages billed to all occupants of that townhouse unit. Collective billing is done on a monthly basis and any charges will show up on a student’s account shortly after the beginning of each month.

Students may be suspended from residence for a period of time. Students on suspension may not: be within 10 meters (35 feet) of any residence; eat in the residence dining halls; access their residence room; access their mailbox; or stay with any other residence student in his or her residence room. This also includes attending any residence sponsored events, either on or off campus. Students in violation of suspension can be charged under the Trespass to Property Act. Students must turn in their keys to the appropriate service desk, including their mailbox key, and sign their loss of privilege card prior to their departure or they will be deemed to have not completed their sanction. Any exception must be approved in writing by the Department of Residences. Students who are charged with trespassing during their suspension may also face further residence sanctions.

Students may be required to relocate to another room in residence, often in a different area of campus in some situations. This will often include restrictions on that student’s ability to return to their previous residence building.

In some cases, a student(s) may be required to vacate residence. The student(s) will also be banned from all other residence buildings. Students in violation of a suspension/eviction can be charged under the Trespass to Property Act. When a student(s) presents a threat to any other residence student or the community, they may be required to leave residence immediately. All students evicted from residence automatically receive a ban from residence until the end of the next academic year.

The Department of Residence reserves the right to deny students admission to residence for the following year. The student(s) will be informed of this decision after he or she has checked out of residence.

Students may be banned from all Brock University residences. Students in violation of a residence ban can be charged under the Trespass to Property Act. Should a student require access to any of the university offices located in a residence building, they will need to make arrangements with the Manager, Residence Life.

In some cases, students may also be asked to see other people or departments either on or off-campus. Examples include: Campus Security Services, the Niagara Regional Police, Student Development Centre staff, the University Non-Academic Discipline Panel, Ombuds Officer, Human Rights and Equity office and/or Student Health Services.

Appeal Process for Sanctions

Students may appeal sanctions given by Head Residents, the Residence Life Coordinator, and/or the Manager of Residence Life. Some infractions may go immediately to the Manager of Residence Life, especially when the safety of an individual or the community is compromised. Decisions made by the Manager of Residence Life may be appealed to the Director of Residences. During the appeal process, students must comply with all aspects of an imposed sanction until such time as they are notified in writing of the outcome of their appeal. Students can appeal a decision only once.

Appeal procedure

Students have three (3) business days after receipt of the written decision to submit a formal written appeal of a discipline meeting. Students may only appeal on the following grounds:

  • Bias and/or unfair treatment, any procedural error, improper investigation, discrimination etc.;
  • The sanction is not a logical consequence of the infraction;
  • New information, a new witness, or something not known when the original decision was made has come to light.

Appeal of decision made by a head resident

The student has three (3) business days to appeal a Head Resident’s decision in writing to the Residence Life Coordinator.

Appeal of sanctions given by a Residence Life coordinator

The student has three (3) business days to appeal a decision made by a Residence Life Coordinator in writing to the Manager of Residence Life.

Appeal of sanctions given by the Manager of Residence Life

The student has three business (3) days to appeal a decision made by the Manager of Residence Life in writing to the Director of Residences.

Please visit our Department Contact page to find the contact information for the appropriate person.

Appeal Procedure for Damage Charges

1) Charge Responsibility: When reasonable, a member of the Residence Life staff will make an attempt to investigate the damage to determine the individual(s) responsible. Appeals with respect to responsibility for damages/charges should be made following the same procedure as the appeals for sanctions.

2) Charge Amount: Many charges issued within the Department of Residences are set as annually based on an average from the previous year and are not appealable.  Any appeals regarding the amount charged must be made within 5 business days of the email notification of the charges. Appeals should be made to the Manager, Residence Facilities and Finance.

Please note: As notification of pending inspections are provided in advance and all students are responsible for shared living areas as noted in the Residence Handbook and the RCS, the associated charges and responsibility are not able to be appealed.

Possible outcomes of appeal

Please note, three options exist for the person(s) hearing the appeal.

They can:

  • Uphold the original decision.
  • Overturn the original decision.
  • Modify the sanction, which could include increasing or decreasing the severity of the original sanction.

Questions?
View the up-to-date contact information for the Department of Residence staff.