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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

A. Purpose

The purpose of the Non-Academic Student Code of Conduct at Laurier is to promote an environment consistent with the overall educational goals, mission, and vision of our University. Laurier strives to be a diverse, inclusive and supportive community. It is devoted to learning, research, scholarship, creativity, professional expertise and personal development in a student-centered environment. As such, students are regarded as responsible adults with rights and responsibilities as learners and citizens within our community. The Non-Academic Student Code of Conduct supports the above-mentioned goals while maintaining the general welfare of the University community as a whole.

By creating and implementing this Non-Academic Student Code of Conduct, Laurier affirms the principles of students’ rights and responsibilities coupled with acceptance and accountability for individual actions and their consequences. In line with Laurier’s guiding principles of responsible governance, community citizenship, integrity and strong leadership, collaboration and collegiality, and respectful relationships, this Code seeks to balance student success with the well-being of the community by encouraging participatory processes, informal resolution, and providing educational opportunities whenever appropriate. However, when necessary due to unacceptable conduct, discipline will be imposed in accordance with the processes outlined in this Code to maintain safe and enjoyable conditions for learning.

The goal of student conduct administration at Laurier is to provide students, through their experiences in the student conduct process, an opportunity to repair harm while learning and developing in the following domains:

  • Intellectual growth
  • Clarified personal values
  • Social responsibility
  • Healthy behaviour

B. Authority

The authority for establishing and upholding the Non-Academic Student Code of Conduct lies with the Board of Governors and its powers as defined in The Wilfrid Laurier University Act, 1973, as Amended, 2001.

The Vice-President: Student Affairs, Dean of Students, Student Conduct Administrator (SCA), or designate are selected by the President and Vice Chancellor of Wilfrid Laurier University to represent the university in all non-academic student conduct matters.

The Dean of Students, SCA, or designate have the authority to respond to complaints as listed in this Code. The SCA can impose appropriate sanctions exclusive of forfeiture, trespass, suspension, or expulsion. The Dean of Students has the authority to impose any appropriate sanctions but will consult with the Dean of a student’s faculty when the sanction involves trespass, suspension, or expulsion given the impact on academics. For seminary students that would be the Principal-Dean and Registrar. For graduate students that would be the Dean, Faculty of Graduate and Postdoctoral Studies. If the conduct involves a student from a federated or affiliate college, notice will be provided to the head of the affiliated or federated college.

Any questions regarding interpretation of this code or any of its provisions should be directed to the Student Conduct Administrator (E: dpiticco@wlu.ca; T: 519.884.0710 x4404).

C. Jurisdiction and Scope

By enrolling in Wilfrid Laurier University, students accept university policies and regulations and acknowledge the right of the University to address misconduct. Efforts to uphold the Non-Academic Student Code of Conduct shall be reasonable, commensurate with the seriousness of the violations, and will follow principles of natural and restorative justice. The University reserves the right to impose measures (including but not limited to termination of its relationship with the student) on an interim or permanent basis for conduct that is detrimental to the objects of the University.

All students are expected to obey the laws of Canada, the Province of Ontario, and the by-laws of the cities in which they study, work, and live. If necessary, the University may bring measures against a student notwithstanding and in addition to criminal prosecution or civil action.

This Code applies to:

(a) all students except where behaviour occurs while acting in the capacity as employee of the University (e.g. teaching/research assistant);

(b) students who may be held responsible for the behaviour of their invited guests on campus and at University events;

(c) conduct that occurs on the premises of the University or its affiliated or federated colleges;

(d) conduct that occurs at a University sanctioned program, event, or activity, whether the program, event, or activity is on campus or off-campus;

(e) other off-campus conduct,

(i) when the individual is acting as a designated representative of the University or a student organization affiliated with the University or when the individual holds out that he or she is a representative of the University or a representative/member of a student organization affiliated with the University;

(ii) when the individual is participating in a course-related activity including but not limited to co-operative education, field placement, service-learning placement, volunteering, exchange program;

(iii) that has, or might reasonably be seen to have an adverse effect on, interfere with, or threaten the proper functioning of the University, its mission, its reputation, the rights of a member of the University community to use and enjoy the University’s learning and working environments, or that raises concerns for the safety or security of an individual or individuals while on campus or while participating in University programs, events or activities.

When a student engages in conduct that may be addressed by more than this code, the Student Conduct Administrator in collaboration with the University Secretariat, or designate, will determine whether this Code should apply and how best to proceed in order to ensure a fair and responsive process.

This Code will not apply to conduct that:

(i) is specifically assigned to another disciplinary body within the University; or

(ii) is subject to action as an alleged failure to meet standards of an external professional body; or

(iii) is subject to action under a residence discipline policy unless some non-residence University interests are deemed to be involved, in which case the Vice-President, Student Affairs or designate may specifically authorize proceedings under this Code; or

(iv) is committed by a student in her or his capacity as an employee of the University unless some non-employment University interests are deemed to be involved, in which case the Vice-President, Student Affairs or designate may specifically authorize proceedings under this Code;

(v) is subject to the disciplinary authority of the Wilfrid Laurier University Student Union unless some non-Students’ Union interests are deemed to be involved, in which case the Vice-President, Student Affairs or designate may specifically authorize proceedings under this Code.

D. Support for Complainants/Harmed Parties

The University is committed to providing appropriate support and referrals to students, staff, or faculty who have been harmed by crimes or violations of this Code. A complainant who has experienced harm as a result of another student’s unlawful or prohibited actions may choose to seek personal support, explore options, and report the incident to Special Constable Services (519.885.3333) or the Office of Student Affairs (Waterloo Campus, 519.884.0710 x3318) or the Dean of Students Office (Brantford Campus, 519.756.8228 x5716). Other supports, as may be appropriate given the nature of the harm, will be made available to the complainant.

As part of the process for reviewing a complaint, the opportunity to meet with the SCA will be provided to the complainant. The SCA should normally meet with the complainant within three (3) business days of receiving the complaint. During the meeting, the SCA will review the complaint, inform the complainant of the conduct process, advise the complainant of various resolution pathways, and assist the complainant in connecting with any required support. Following the completion of the conduct process the SCA will provide the complainant with confirmation of the outcome.

E. Prohibited Student Conduct

Students are expected to model good citizenship, and to engage in responsible and respectful conduct which reflects positively on Laurier students, the University and the broader community. The following list sets out examples of prohibited conduct. It is not intended to be exhaustive or exclusive.

1. Disruption or Interference

(a) Disruption or obstruction by action, threat or otherwise, of any University activity including teaching, learning, research, administration, disciplinary proceedings, events, or any behaviour or conduct that disrupts the normal operations of the University and infringes on the rights of other members of the University community;

(b) Interfering with, obstructing, disrupting, misleading, or failing to comply with the directions of any University official or Special Constable Service, or their designate (e.g. Police, Fire, or Ambulance response) acting in the performance of their duties and in the scope of their employment.

Note: Nothing in this Code should be interpreted as prohibiting peaceful assemblies and demonstrations, lawful picketing, or to inhibit freedom of expression.

2. Contravention of University Regulation

(a) Violation of any University policy, rule, or regulation published or posted by the University.

3. Misconduct Against Persons and Dangerous Activity

(a) Any assault, harassment, intimidation, threats or coercion;

(b) Any act or threat of sexual violence or gendered violence;

(c) Conduct that threatens or endangers the health or safety of any person;

(d) Contravention of the University Prevention of Harassment and Discrimination Policy;

(e) Knowingly (which includes when one should reasonably have known) creating a condition that endangers the health, safety, or well-being of any person;

(f) Engaging in conduct that is, or is reasonably seen to be, humiliating or demeaning to another person or coercing, enticing, or inciting a person to commit an act that is, or is reasonably seen to be, humiliating or demeaning to that person or to others for the purpose of initiation, admission into, affiliation with, or as a condition for continued membership in a group or organization (e.g. hazing). The express or implied consent of the harmed party will not be a defence. Apathy or acquiescence in the presence of such conduct are not neutral acts and will be considered violations of this Code.

4. Misconduct Involving Property

(a) Unauthorized entry and/or presence on any premises of the University or its affiliated or federated colleges, or any premises used for University sponsored programs, events, or activities;

(b) Misappropriation, damage, unauthorized possession, defacement, vandalism and/or destruction of premises or property of the University or its affiliated or federated colleges, or the property of others;

(c) Attempted or actual theft of, use of, and or possession of property known to be stolen, or taking property of another without consent, even with an intent to return the property;

(d) Use of University facilities, equipment or services contrary to express instruction or without proper authority;

(e) Misuse of University supplies and documents, including equipment, library and technology resources, keys, records, transcripts and permits;

(f) Interfering with, obstructing, or tampering with emergency telephones, fire protection equipment or emergency facilities (e.g., fire bells, fire extinguishers, fire hoses), disconnecting or blocking fire alarms, setting unauthorized fires, raising a false fire alarm, blocking or wedging open fire and smoke doors in corridors or stairways.

5. Misrepresentation or False Information

(a) Furnishing false information;

(b) Forging, altering or misusing any document, record, card or instrument of identification. This applies to any identification or information, including Laurier OneCard, access cards, key cards, transcripts, or Co-Curricular Record.

6. Aiding in the Commission of an Offence

(a) Use words or actions that encourage or aid others in the commission of an act that is in violation of this Code.

7. Misuse of Information Technology and Social Networking Applications

(a) Use of any technology, on campus or off, that is in violation of Laurier’s policy governing the use of information technology (Policy 9.1);

(b) Any use of technology, on campus or off, that harasses, embarrasses, socially excludes, intimidates, or threatens another individual or group (i.e. cyberbullying).

8. Alcohol and Drug Use

(a) Contravention of provincial liquor laws or violation of university policies governing the possession, distribution and/or consumption of alcoholic beverages on University premises;

(b) Illegal use, misuse, possession or distribution of a controlled or restricted substance.

9. Improper Use of Dangerous Objects and Substances

(a) Storage, possession or use of firearms, explosives, or other weapons, flammable solvents, biohazardous, volatile or poisonous materials, except in areas formally designated for that purpose by authorized University personnel.

10. Abuse of the Student Conduct Process

(a) Failure to comply with any processes or any requirements or sanctions imposed through the conduct process;

(b) Knowingly or maliciously bring a false charge against any student or assist another in the laying of such a false charge under this Code;

(c) In any way obstruct the application of this Code.

F. Student Conduct Process

A complaint may be filed against a student regarding non-academic misconduct. A complaint should be submitted in writing to either the Office of Student Affairs (Waterloo Campus), Dean of Students Office (Brantford Campus) or Laurier Special Constable Services as soon as possible following the discovery of the alleged violation.

A student who is the subject of a complaint will be provided with a summary of the complaint and written description of the alleged misconduct. 

Whenever possible and appropriate, reasonable and informal measures shall be used to resolve issues of non-academic misconduct before resort is made to formal disciplinary procedures.

As part of the review process the SCA will meet with, seek assistance from, and or consult with any member of the University community with particular knowledge of the alleged incident or those involved. The SCA reserves the right to advise, consult and or seek assistance from appropriate University officials in resolving a complaint. Where a varsity student athlete is involved, the student’s coach will normally be notified by the SCA of the alleged misconduct.

Complaints of misconduct shall be reported, reviewed, investigated, and decided in a timely manner.

Accessibility supports for persons with disabilities will be included or made available, in accordance with AODA and University policy, throughout the following processes upon request.

Informal Resolution

1. Upon receipt of a complaint or report, the Student Conduct Administrator (SCA) or designate will review the allegations to decide whether they fall within the jurisdiction of this Code and whether the conduct process should proceed. The SCA shall review the matter carefully and fairly, noting that the more serious the allegation and possible consequences, the more thoroughly the review shall be conducted. The SCA may initiate informal or formal conduct proceedings or determine that the facts of the complaint or report, even if true, would not constitute a violation of this Code or other applicable policy.

2. The SCA, or designate, shall not make a finding of misconduct nor impose a sanction or sanctions against a student unless the student has been informed, in writing, of the nature of the complaint, the facts alleged against him/her, and has been given a reasonable opportunity to respond to them and to submit relevant information. The student shall also be given a reasonable opportunity to meet personally with the SCA to discuss the matter. It is the responsibility of the student to provide all materials and information that will support his/her position.

3. If an informal resolution of the complaint results, such resolution shall be final, and there shall be no subsequent proceedings. See Appendix B for information regarding the informal resolution process.

4. If the student does not respond to the allegation(s) or does not meet with the SCA or designate after having been given a reasonable opportunity to do so, the SCA or designate may proceed to resolve the complaint and/or impose a sanction or sanctions without such a response or meeting.

5. If the SCA believes, based on the information available, that the alleged misconduct did occur, the SCA will proceed to resolve the complaint and impose a sanction or sanctions as may be appropriate. The student has the right to appeal the SCA’s decision as outlined in section G of this Code.

6. Any statements made by the student to the SCA, or any designate, in the course of an attempt to resolve the complaint informally will not be submitted as evidence in the formal resolution or appeal stage.

7. In determining an appropriate sanction or sanctions, the SCA or designate may take into account any previous final determinations of misconduct where it demonstrates a pattern of related and concerning behaviour.

8. The decision of the SCA or designate shall be communicated in writing to the student. If there is a finding of misconduct, a copy of the decision will be retained in the Student Affairs Office. A copy of the decision shall only be provided on a need-to-know basis.

Formal Resolution

9. If the complaint cannot be resolved informally through the procedures described in Appendix B, or if in the judgment of the SCA, it is not appropriate for the complaint to be so resolved, the SCA may refer the complaint to the Dean of Students at the campus where the student is primarily registered for formal resolution proceedings. Complaints that are more appropriately addressed through formal resolution are those where there is a potential for significant intersection between the alleged misconduct, community safety, as well as a student’s personal and academic success. These include but are not limited to restricted campus access, suspension or expulsion.

10. The student will be informed, in writing, of the nature of the complaint, the description of the allegations, provided with any available facts, and be given a reasonable opportunity to respond to them and to submit relevant information. The student shall also be given a reasonable opportunity to meet personally with the Dean of Students, or designate, to discuss the matter prior to the Dean making a decision. It is the responsibility of the student to provide all materials and information that will support his/her position.

11. If a complaint has also resulted in criminal or civil proceedings pending against a student, the Dean of Students may choose to defer pursuance of the complaint until the conclusion, or partial conclusion, of such proceedings. In the interim, the Dean of Students may institute terms and conditions that are appropriate in the circumstances (including interim suspension of the student). In order to ensure a safe and reasonable return to campus, additional information may be requested from the student. This information will allow the Dean of Students, or designate, to determine whether the University can provide and maintain a safe learning environment that simultaneously upholds any imposed conditions from criminal or civil proceedings. Conviction of a criminal offence will be considered, on first examination, confirmation of a parallel offence under this Code and may be pursued through the conduct process.

12. If the Dean of Students concludes that there has been misconduct, he/she may impose an appropriate sanction or sanctions. In determining an appropriate sanction or sanctions, the Dean may take into account any previous findings of misconduct or where the behaviour involves a breach of multiple University policies or regulations.

13. If the student does not respond to the allegation or does not meet with the Dean of Students or his/her designate after having been given a reasonable opportunity to do so, the Dean of Students or designate may proceed to resolve the complaint without such a response or meeting.

14. At all meetings with the Dean of Students or designate, the student may be accompanied by a colleague of his or her choosing. The student is responsible for notifying the Dean of Students Office, in advance of the meeting, if anyone will be accompanying them. Legal representation is not permitted at this stage; it is permitted at the appeal stage.

15. The Dean of Students or designate may invite the SCA, a member of Special Constable Services, or other University office who may be of assistance to participate in the meeting with a student for reasons of personal safety and/or consultation. In such cases the student will be notified in advance of the meeting of who will be in attendance.

16. In making a decision, the Dean may consult with the SCA or other University officials who have information relevant to the misconduct, the sanctions or resolution of the issues.

17. The decision of the Dean of Students or designate, with reasons, shall be communicated in writing to the student. If there is a finding of misconduct, a copy of the decision will be retained in the Dean of Students Office at the campus where the student is primarily registered.

G. Sanctions/Outcomes

1. Sanctions, when required and given the type and circumstances of misconduct, will aim to align with the philosophy espoused in this Code (Section A). In most cases, the SCA and/or, Dean of Students will work with the student to develop a sanction(s) that is co-created, educationally and developmentally based, that repairs the identified harm(s), and is appropriate given the unique context of each case. Sanctions can be used independently or in combination for any single violation(s) of this Code. Repeated and/or multiple violations will likely increase the severity of sanctions applied.

2. Sanctions include but are not limited to:

(a) No Action

(b) Warning or Written Reprimand – This includes notice that the student violated this Code or institutional policies or regulations.

(c) General Disciplinary Probation – Probation is for a designated period of time during which the student is required to change the problem behaviour(s), adhere to policies or standards, and implement specific plans or remedies. Specific sanctions or restrictions (including trespass or limited access to campus) may be imposed as a part of this sanction. A violation of the terms of General Disciplinary Probation, or subsequent misconduct after discipline, is grounds for further disciplinary action.

(d) Educational Sanction – Educational programs or assignments, written or oral apologies, restorative justice, peer conduct advising, mediation, community service, individual assessment, counseling, substance abuse education, intervention, or treatment, or other related educational sanctions may be offered or required.

(e) Restitution – Compensation for loss or damages for any personal or University property. Payment plans and options will be provided to the student in order to avoid any undue financial hardship.

(f) Restriction or Denial of University Services or Privileges – Removal of, prohibition of, or limitations on specific access to or use of University services and premises.

(g) Behavioural Contract – A set of behavioural expectations, terms and conditions that is developed with and signed by the student. The contract clearly outlines expectations being placed on the student and that any breach of the contract may result in more serious sanctions including suspension or expulsion from the University.

(h) Forfeiture – Specifically related to University awards or financial assistance.

(i) University Suspension – Suspension of the student from the University for a specified period of time, after which the student is eligible to return. Conditions for readmission may be specified. Suspensions are noted on the student’s transcript for the duration of the suspension.

(j) University Expulsion – Permanent separation of the student from the University. Expulsions are noted on the student’s transcript.

3. Failure to complete or abide by a required sanction may result in further disciplinary action or a hold being placed on the student’s University account. A disciplinary hold prohibits a student from accessing their student record, registering for classes, or having their academic transcript released.

4. Students seeking support or assistance in understanding or completing their sanction should contact the SCA.

5. More than one sanction may be imposed for any single violation.

H. Interim Measures

1. The Dean of Students, or designate, reserves the right to impose interim measures, which may include temporary suspension, restricted campus access, or compassionate leave of a student where immediate action is required because:

(a) There are reasonable grounds to believe that the student’s continued presence on campus poses a significant threat and/or risk to the safety or security of themselves, others or to property. In such cases, referrals may be made to the Threat Assessment, Training and Prevention Team for review, assessment, and intervention and may result in interim measures being applied;

(b) The student’s presence on campus would violate release conditions as listed in their recognizance of bail if facing criminal charges or the University is unable to reasonably accommodate the conditions;

(c) There are reasonable grounds to believe that the student poses a threat of disruption or of interference with the normal operations of the University;

(d) In circumstances where there are reasonable grounds to believe that a student’s personal health and wellness are significantly impacting their academic success and/or conduct, referral may be made to the Behavioural Intervention Team for review and action.

2. Interim measures will remain in effect for as long as reasonably required pending a review or formal assessment/evaluation of a conduct complaint or concern.

3. For the duration of the interim measures, students may be denied access to specified campus facilities (including classes) and/or any other University activities or privileges for which the student might otherwise be eligible, as the Dean of Students, or the designate, may determine to be necessary or appropriate.

4. The SCA, or designate, will communicate any conditions required by the University for the student to complete prior to reinstatement. In order to ensure a safe and reasonable return to campus, additional information may be requested from the student. This information will allow the Dean of Students, SCA, or designate, to determine whether the University can provide and maintain a safe learning environment that simultaneously upholds any imposed conditions from criminal or civil proceedings. Furthermore, additional information may be required to inform the University’s understanding of any accommodations and supports necessary for personal and academic success. The date of return to the University will be conveyed to the student as soon as reasonably possible.

5. A student who is the subject of an interim suspension or is trespassed from campus may request a hearing before the Student Conduct Board on the issue of the interim decision itself. This request shall be submitted in writing, with reasons, to the Vice-President, Student Affairs (Office of Student Affairs). The Board shall hear the matter, including submissions by the Dean of Students or designate, within ten (10) working days subject to the availability of any necessary third party reports and shall have the authority to confirm, negate, or alter the terms of the interim suspension.

6. Upon removal of any interim measures, the student will be required to meet with the SCA and/or Dean of Students to discuss strategies, develop a plan, and/or create a behaviour contract for successful reintegration to the University.

I. Appeals

1. A student may appeal a finding of misconduct and/or sanctions imposed by the SCA or Dean of Students on one or more of the following grounds:

(a) New information or evidence emerges that was not available to the student at the time of the original decision which casts doubt on the correctness of the decision;

(b) There was a serious procedural error in the handling of the complaint which was prejudicial to the student or might have substantially affected the final decision;

(c) The Dean did not have the authority under the Code to reach the decision or impose the sanction or sanctions he/she did;

(d) The decision and/or sanction(s) are unreasonable or unsupportable on the evidence. This ground will only apply if the sanction(s) imposed have the effect of a forfeiture of University awards of financial assistance, deregistration, trespass from campus, suspension, or expulsion.

2. Appeals shall be heard as follows:

(a) The SCA’s decision may be appealed to the Dean of Students;

(b) The Dean of Student’s decision may be appealed to the Student Conduct Board.

3. Appeals to the Dean of Students should be submitted, in writing, with reasons, to the Office of Student Affairs (Waterloo Campus) or Dean of Students Office (Brantford Campus) within fifteen (15) business days of the decision of the SCA.

Appeals to the Student Conduct Board should be submitted, in writing, with reasons, to the Vice-President: Student Affairs (Office of Student Affairs) within fifteen (15) business days of the decision of the Dean of Students.

4. Appeals heard by the Student Conduct Board shall be conducted according to the procedures determined by the Board and outlined in Appendix C.

5. Information for the Appeal:

Both the student and Dean of Students or Student Conduct Board will receive a brief, written summary of allegations in the complaint, summary of any other relevant information collected by the SCA and/or Dean of Students, the reasons for the decision(s) made and the recommended sanction or remedy.

6. The Dean of Students or Student Conduct Board may:

(a) Deny the appeal;

(b) In the case of an appeal under section 1(a) or (b), grant the appeal and direct the previous decision maker to re-hear the matter or reconsider some pertinent aspect of its decision, and may include recommendations relating to the conduct of any re-hearing;

(c) In the case of an appeal under section 1(c), grant the appeal and quash the original decision;

(d) In the case of an appeal under section 1(d), grant the appeal and quash or vary the original decision or grant the appeal and vary the sanction(s) which could include referral to the Behavioural Intervention Team to impose conditions.

7. The student must abide by the current sanction(s) and/or conditions(s) imposed while the appeal is being reviewed. The SCA shall advise the student in writing of the appeal bodies’ decision.

8. The student, and any affected parties to the appeal before the Student Conduct Board have the right to be represented by counsel. The Student Conduct Board reserves the right to retain counsel.

9. All parties are responsible for their own legal expenses, if any. The Student Conduct Board will not order the University or any individual to pay all or part of a student’s costs, nor will it order a student to pay all or part of the University’s costs.

10. The student is limited to one appeal at each level.

J. Related Policies, Procedures and Documents

This Code does not replace or supersede any approved University policies and procedures including but not limited to:

(a) Alcoholic Beverages (4.4)

(b) Classroom Use of Electronic Devices (9.3)

(c) Prevention of Harassment and Discrimination Policy (6.1)

(d) Firearms and Offensive Weapons (7.3)

(e) Use of Information Technology (9.1)

(f) Workplace Violence Prevention (7.18)

(g) Residence Guidebook

(h) Student Athlete Handbook

(i) Gendered and Sexual Violence (12.4)

Appendices

A. Conduct Primarily Related to Health Condition

In circumstances where there are reasonable grounds to believe that a student’s conduct is primarily related to a health condition, the Dean of Students or designate with support from the Behavioural Intervention Team, may divert consideration of the student’s conduct, at any time, in order to refer the student to appropriate support or enact interim/emergency measures as outlined in Section H of this Code. This section applies to the following conduct:

(a) conduct prohibited under this code;

(b) conduct prohibited under any other University code or policy where the Dean of Students or designate determines that the student’s conduct should be considered under this process;

(c) conduct giving rise to a reasonable apprehension of a risk of harm to the student himself/herself in those circumstances where the University cannot reasonably assist in alleviating or sufficiently mitigating the risk to the student; and

(d) conduct which substantially interferes with the student’s ability to function in an educational setting or conduct which significantly impacts the learning experience and educational setting for others.

B. Informal Resolution Process

1. When the SCA initiates informal conduct proceedings, he/she will ask the Executive Assistant in the Student Affairs Office (Waterloo), or the Administrative Assistant in the Dean of Students Office (Brantford) to connect with the student (by University email or phone number listed on LORIS) to set up a time for the student and SCA to meet.

2. Once a meeting has been scheduled, the SCA will send a conduct meeting notice to the student who is the subject of the report or complaint.

3. The notice will be sent to the student’s University email address. It will include:

(a) A brief description of the alleged misconduct;

(b) The Code provision(s) that is alleged to have been violated;

(c) An explanation of the student conduct process and approach taken by the SCA during meetings;

(d) Confirmation of the date, time, and location of the meeting;

(e) Depending on the provision(s) alleged to have been violated the letter may also contain temporary conditions or restrictions until the meeting with the SCA has taken place.

Meeting with Student Conduct Administrator

Note: Formal rules of process, procedure, and/or technical rules of evidence, such as are applied in criminal and civil court, are not used in the Student Conduct process as outlined in this Code. In most circumstances, the University will seek to address misconduct through a restorative, educational, and developmental approach rather than pursue remedies through criminal or civil proceedings. This Code does not prevent any member of the University community from proceeding with criminal or civil actions independent of any University action.

4. The meeting between the student and SCA is an informal, non-adversarial meeting that has several purposes. They include:

(a) Educating the student about the student conduct process;

(b) Explaining the nature of allegation(s) and relevant provision(s) in this Code;

(c) Reviewing any associated documentation or reports;

(d) Developing a holistic view of the student that takes into account any mitigating or aggravating factors beyond the conduct reported;

(e) Allowing the student a chance to be heard and respond to any documentation or arguments;

(f) Determining whether any referrals to student support services are required for the student (respondent);

(g) Identifying and agreeing on the harm caused to others or self;

(h) Co-creating any sanction(s) intended to repair the identified harm.

5. When the student substantially agrees with the contents of the complaint and accepts responsibility for the Code violation, the SCA and student will determine the appropriate level of discipline and other sanctions or restorative resolution outcomes.

6. The decision agreed upon in the meeting will be set out in writing and will include: agreement as to behaviour, instructions required to outline the successful completion of sanctions or resolution outcomes, and the opportunity for appeal, if any. The student will be notified by e-mail that their sanction letter is ready to be picked-up and signed in the Office of Student Affairs (Waterloo Campus) or Dean of Students Office (Brantford). A copy of the decision will be retained in the Dean of Students Office at the campus where the student is primarily registered. Failure to pick-up and sign the sanction letter and/or complete any sanction(s) or resolution outcome(s) by the identified date will result in further disciplinary action.

7. In the event that the student does not accept responsibility for the complaint or substantially disagrees with the resolution, they have the right to appeal as per section I of this Code.

C. Student Conduct Board

The Student Conduct Board is responsible for hearing appeals submitted by students.

1. Membership:

(a) The University shall establish an appeal board with the following members: 5 members of faculty, 4 members of staff, and 6 students (4 undergraduate and 2 graduate);

(b) The terms of appointment shall be: faculty, three years; staff, three years; students one year. Members are eligible for reappointment to a maximum of six continuous years (excluding therefrom a partial term served under (d) below), but shall be eligible for reappointment after a lapse of two years;

(c) The Vice-President: Student Affairs serves as permanent Chair of the board and is a non-voting member;

(d) Members may be appointed for shorter terms in order to fill vacated positions;

(e) The SCA shall serve as board coordinator (without a vote) and ensure all board members receive appropriate training in order to discharge their duties;

(f) An appeal will be heard by a panel of the Student Conduct Board. The size and composition of the panel shall be determined by the Chair provided that a panel always includes at least one student, at least one faculty member, at least one staff member, and the Chair;

(g) In instances where the Chair is unable to act, he or she may designate a member to act as Chair. In the event that the Chair is unable to appoint a designate, the University Secretary and General Counsel shall appoint a Chair in the interim;

(h) When a duly constituted panel of the Student Conduct Board commences to hear a matter, the membership terms of those members present at the commencement of the hearing are automatically extended until the panel renders its final decision in the case in question;

(i) No one shall serve on a board that has any direct interest or prior involvement in the case under consideration. Both the student and board member who feel there is a conflict are expected to express this to the Student Conduct Administrator prior to the beginning of the hearing.

2. Notice and Scheduling:

(a) The student will be given reasonable written notice, through the student’s Laurier email account, of the hearing;

(b) Hearings will be arranged as expeditiously as possible but depending on the academic calendar, may be extended until the board reconvenes following any scheduled breaks;

(c) An attempt will be made to schedule the hearing at a time and place convenient for all parties involved. However, if a party, who has been notified of the meeting date, is absent without contacting the Student Conduct Administrator or without providing a satisfactory explanation, the meeting may proceed in his/her absence.

3. Advisor:

(a) The student shall have the right to have one (1) advisor, who may be legal counsel, present at the hearing;

(b) The student and advisor shall be allowed to attend the entire portion of the board hearing (excluding deliberations);

(c) The advisor can consult with the student and can act as the student’s representative but may not speak on behalf of the student;

(d) The advisor shall not serve in a dual role as a witness in the hearing;

(e) The student must provide the name and relation of any advisor to the Student Conduct Administrator at least 72 hours prior to the hearing;

(f) Board hearings will normally not be unduly postponed or rescheduled subject to the availability of the advisor.

4. Procedures:

(a) An appeal application will normally not be accepted if incomplete or not filed within the time period specified in Section 1 of the Code.

(b) Parties to an appeal are the student against whom the decision has been made (Appellant) and the University (Respondent).

(c) Upon receipt of an appeal, the Vice-President: Student Affairs shall:

a. Constitute a panel of at least 3 members and the Chair; and

b. Schedule the initial meeting of the panel.

(d) Subject to the requirements set out herein, the panel shall determine its own procedures and practices in any appeal and the Chair may make such rules and orders as he or she deems necessary and proper to ensure a fair and expeditious proceeding. The panel is bound by neither strict legal procedures nor strict rules of evidence. It shall proceed fairly in its disposition of the appeal, ensuring that both parties are aware of the evidence to be considered, are given copies of all documents considered by the panel, and are given an opportunity to be heard during the process.

(e) The panel may summarily dismiss an appeal if the appeal does not, in the judgment of the panel, raise a valid ground of appeal or does not assert evidence capable of supporting a valid ground.

(f) The panel may, in its discretion hold an oral hearing or make its decision solely on the basis of written submissions, provided that it shall hold an oral hearing if a party satisfies it that there is good reason for doing so. An oral hearing will normally be granted where there are issues of credibility.

(g) Each party to an oral hearing shall be sent a notice of hearing setting out the time, place and purpose of the hearing. If a party does not attend, the panel may proceed in the party’s absence.

(h) Each member of a panel, excluding the Chair, shall vote. There shall be no abstentions. A majority of positive votes is required to grant an appeal.

(i) The Chair of the panel may waive any time limits specified herein or in any procedures adopted by a panel in a given proceeding.

(j) The University Secretary and General Counsel, or designate, shall provide administrative support and procedural advice to panels.

(k) The decision, with reasons, shall be filed with the Office of Student Affairs and copies shall be sent to the parties to the proceedings as well as to others with a legitimate need to know (e.g. Registrar’s Office, Special Constable Services).

D. Additional Information

1. Student disciplinary records will be maintained within the Office of Student Affairs (Waterloo Campus) or Dean of Students Office (Brantford Campus) for a period of seven (7) years from the date of the last disciplinary decision or two (2) years following graduation from Laurier, whichever is longer. Disciplinary records will be destroyed after this period except in cases of expulsion.

2. Information regarding a student’s disciplinary record is available to persons or offices internal to the University who have a “demonstrated need to know.” Disclosure of disciplinary records shall be in accordance with the Notice of Collection and Examples of Use or Disclosure and Ontario’s Freedom of Information and Protection of Privacy Act.

3. Notations of disciplinary action on a student’s transcript will be made only by the Registrars Office. Expulsion will be permanently noted on the academic transcript and cannot be removed. Suspension is noted on the academic transcript during the period of suspension and/or until the conditions for re-admission have been met. No record of other disciplinary action will be noted on a student’s transcript.

E. Definitions

Unless the context requires a different meaning or additional explanation, the following definitions apply:

Acceptance of Responsibility: The student agrees that their behaviour constitutes a violation of the non-academic student code of conduct, as outlined in a student conduct notice (e.g. phone call, email, or letter) or by the Student Conduct Administrator, Dean of Students, Student Conduct Board or designate.

Accessibility Supports: Accessibility supports may refer to alternate formats, communication supports, sign language interpreters, personal support workers, service animals, or other adjustments that can be made to reduce barriers to access experienced by persons with disabilities.

Advisor: Any person asked by the student or complainant to assist the student in the student conduct process. The Advisor is an inactive participant. The Advisor may guide the student through the student conduct process, help the student formulate questions, and help the student understand the Code. Students may choose to have, but are not limited to family, peer, faculty, university staff, or legal counsel as their advisor.

Aggravating Factor: Any circumstances accompanying the commission of misconduct that adds to its seriousness. Examples may include the use of violence or force, premeditation of an incident, the existence of a previous conduct violation, and elements of hate and bias.

Appeal Administrator: Any person or persons authorized by the President or their designate to consider an appeal from a Student Conduct Administrator’s or Dean of Student’s determination as to whether a student has violated the non-academic student code of conduct or from the sanctions imposed by the Student Conduct Administrator, Dean of Student or Student Conduct Board.

Behavioural Intervention Team: The Behavioural Intervention Team (BIT) provides early intervention and elevated levels of support for students exhibiting disruptive or concerning behaviour. It aims to foster conditions for student support, success and safety through assessment, intervention, and coordination. 

Compassionate Leave: In cases where a student’s health or personal situation is negatively affecting the safety, well being and/or personal or academic success of the student, or other members of the University community, the Behavioural Intervention Team may apply compassionate leave. This leave provides the student with the opportunity to focus on their health and wellness in order to be positioned for academic and personal success upon their return. The student may be asked to complete fitness to study requirements and provide documentation which forms the basis of any conditions that support a return to studies (e.g. reduced course load, recommended personal supports or treatments, academic accommodations etc.). Students will not be academically penalized if placed on compassionate leave.

Complainant: Any member of the university community who brings forward a complaint to the Student Conduct Administrator because they reasonably believe that a violation of the non-academic student code of conduct has occurred and the incident has not been resolved.

Conduct Process: Any processes or procedures outlined in this Code including, but not limited to reviews of alleged misconduct, meetings, hearings, and appeals processes.

Conflict of Interest: A conflict of interest arises when a student’s or Student Conduct Board member’s other interests may put into question the independence, impartiality and objectiveness that they are obliged to exercise throughout the student conduct process. If a conflict of interest is believed to exist in the student conduct process that could potentially impact the outcome of a hearing, the Student Conduct Administrator should be notified as expeditiously as possible.

Discrimination: The practice of treating some people less favourably than others on grounds unrelated to merit, normally because they belong to a particular group or category such as; citizenship, race, place of origin, ethnic origin, colour, ancestry, disability, age, creed, sex/pregnancy, gender identity, gender expression, family status, marital status, sexual orientation, record of offence.

Educational Sanction: Any sanction provided to a student found responsible for violating the non-academic student code of conduct with the primary intention of having the student learn from their experience and to help them move towards more mature and positive decision making. Educational sanctions are often based on an individual assessment of the student and the specific incident and are ideally co-created by the responsible student and Student Conduct Administrator or Dean of Students.

Gendered Violence: Gendered violence refers to any practice or behaviour that establishes, exploits and reinforces gendered power inequities resulting in physical, sexual, emotional, economic or mental harm. As such, it is the result of complex relationships between variables at multiple ecological levels. Interpersonal gendered violence occurs within a range of relational contexts including family, intimate partner relationships (i.e., married and dating couples), friendships, collegial and hierarchical relationships, acquaintance relationships, and between strangers. Gendered violence includes sexism, gender discrimination, gender harassment, biphobia, transphobia, homophobia and heterosexism, sexual assault, sexual harassment, stalking, and intimate partner violence.

Mitigating Factor: Any extenuating circumstances that may be taken into account to reduce a sanction. These factors do not constitute a justification or excuse for the offence in question.

Parent: A student’s parent or legal guardian.

Peer Conduct Advisor: Students may participate as peer conduct advisors on the Student Conduct Board as designated by the Student Conduct Administrator or his/her designee.

Preponderance of Information: This is the standard of proof used in all conduct proceedings under this code, meaning it is more likely than not that the alleged behaviour occurred.

Riot: A form of civil disorder commonly characterized by a group lashing out in a violent public disturbance against authority, property or people.

Sexual Violence: Sexual violence is a broad term that describes any violence, physical or psychological, carried out through sexual means or by targeting sexuality. This violence takes different forms including sexual abuse, sexual assault, rape, incest, childhood sexual abuse and rape during armed conflict. It also includes sexual harassment, stalking, indecent or sexualized exposure, degrading sexual imagery, voyeurism, cyber harassment, human trafficking and sexual exploitation.

Special Constable Service: The Wilfrid Laurier University Special Constable Service is committed to the prevention of crime, education, customer service, encouraging partnerships and the protection of rights through the use of a Community Policing Model to solve and prevent crime through education and the formation of partnerships to make Laurier a safer place to learn, live and work.

Student: The term student includes all persons registered as a student at the University, either full time or part time, pursuing undergraduate, graduate, or professional studies, as well as non-degree-seeking students. This also includes individuals who confirm their intent to enrol in programs, those attending orientation sessions, students between academic terms and those that were enrolled at the date of an alleged incident. Persons who withdraw after allegedly violating the student code or who are not officially enrolled for a particular term but who have a continuing relationship with the university are considered “students.”

Student Conduct Administrator: The SCA university official authorized on a case-by-case basis by the Vice-President: Student Affairs to meet with accused students and, if necessary, impose sanctions upon any student found to have violated the non-academic student code of conduct. On the Waterloo Campus this will usually be the Manager, Student Leadership and Conduct. On the Brantford Campus this will usually be the Assistant to the Dean of Students.

Student Conduct Board: The Student Conduct Board is responsible for hearing complaints and reports of non-academic student misconduct referred by the SCA or Dean of Students or appeals submitted by students.

Threat Assessment, Training and Prevention Team: TATPT is responsible for assessing and investigating incidents of violence and/or a potential threat of violence to the Laurier community. TATPT has been established through the support and approval of President’s Group. The team takes a multi-disciplinary approach to assessment, investigation, response and action in the event of a potential concern or threat to the university community.

University: Wilfrid Laurier University.

University Official: Any university employee working in the performance of his or her duly authorized duties. University officials may be full or part time, or may be student staff members.

University Premises/Property: Any premise or property owned, leased or operated by Wilfrid Laurier University.

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