Student Disciplinary Policy

(For 14-16 students the policy is adapted accordingly and the relevant person at the school is involved at every stage)

Preamble

The following procedures provide a framework within which action may be taken by the College at the appropriate level, whilst providing the student, parents and employers with clear guidelines and the opportunity for appeal.

The procedures distinguish between the student in difficulty, and the student involved in a serious breach of discipline.

The procedures apply to full-time and part-time students. All steps must be recorded on the Student Disciplinary Database accessible via Webview.

1. The Student in Difficulty

Disciplinary action may be taken in a variety of circumstances. These may include:

frequent absences without satisfactory explanation
failure to complete work by the set deadline
anti-social behaviour
breaches of college rules at college, during college time, or on college activities
Poor effort, e.g. Effort grade 4, and/or achievement grades significantly below target grade
failure to attend classes in the crucial period after May half-term
failure to satisfactorily complete a probationary period. Students are put on probation as a condition of their second year enrolment and will move straight to a final warning (Stage 4).

Stage 1

The first line of action will be via the student’s Personal Tutor. The Personal Tutor is made aware that a student is in difficulty in various ways:

Receipt of Internal Student Progress Report(s) from Lecturer(s)
Weekly reports on attendance
Monitoring of Effort and Achievement grades

The Personal Tutor (PT) will discuss the difficulty with the student, the outcome of which is recorded.

Stage 2

If outcome of discussions is unsatisfactory and the situation does not improve, the PT will contact parent*. A record of this contact and any important issues or agreed actions must be noted.

* Parent refers to Parent, Guardian or Employer if appropriate.

Stage 3

If there is still no improvement, within the deadline set, the PT notifies the Lead Tutor (LT) (or Head of Faculty (HoF) if appropriate) of the student’s continuing difficulties and provides the relevant evidence for stages 1.1 and 1.2 of the disciplinary procedures. The LT (or HoF) will then arrange a meeting with the student, within a working week, to which a parent* is also invited to attend if they wish. The LT (or HoF) may issue a formal warning to the student, together with further improvement guidelines which may include a period of ‘On Report’. The outcome of the meeting is confirmed in writing to the student and copied to the parent* and the student must sign to confirm receipt of the formal written warning. The letter should draw their attention to the Student Disciplinary Policy and Procedures on our website and in all subsequent disciplinary correspondence.

Stage 4

If there is no subsequent improvement in the student’s behaviour, the HoF (or a member of the Principalship) will issue the student with a final formal written warning together with improvement guidelines and, in certain circumstances, will also suspend the student for a period not exceeding ten working days. The student must sign to confirm receipt of the final formal written warning. A copy of the letter to be sent to an Assistant Principal and to the parent*.

Stage 5

If there is again no improvement, the student will have their course of study terminated by a HoF and a member of the Principalship. The student, and parent*, will be notified in writing and sent the College’s Student Disciplinary Policy and Procedures which draw attention to the appeals procedure.

If expulsion is the outcome the student may elect to have their case heard by the Appeals Committee. The student must write, within ten working days of notification of expulsion, to the Appeals Committee c/o The Corporation Secretary, The Henley College, Deanfield Avenue, Henley-on-Thames, Oxon RG9 1UH.

2. Serious Breaches of Discipline

Any member of staff should report any serious breach of discipline directly to the relevant HoF, or a member of the Principalship. For full-time students the PT should be informed as soon as possible. Serious breaches of discipline may include:

anti-social behaviour
theft
fighting, assault on another person
bullying
deliberate damage to College property
substance abuse or being under the influence of alcohol or illegal drugs
possession of, or dealing in, any illegal drugs
non-payment of fines/non-payment of replacement cost of library book despite several reminders
malpractice in external examinations
misuse of computer equipment or software
anti-social parking on the neighbouring roads

Stage 4

The HoF, or a member of the Principalship, shall have the power to suspend a student for serious breach of discipline for a period not exceeding ten working days. The HoF must report immediately to a member of the Principalship and also inform the PT. The HoF will be responsible for liaison with the suspended student, and parent*. The reason for suspension will be given in writing to the student, and parent*.

Within seven working days of the suspension the student concerned will be informed of any proposed further action, which shall be EITHER:

a final formal written warning. This will be sent by the HoF or member of the Principalship and the student must sign to confirm receipt of the final formal written warning. A copy of the letter is to be sent to parent*

OR,
if the breach of discipline is sufficiently serious, immediate expulsion. If the outcome is expulsion, the HoF and a member of the Principalship will confirm the reasons for this in writing to the student, and parent* and send the College’s Student Disciplinary Policy and Procedures which draw their attention to the appeals procedure.

Stage 5

If, following the final formal written warning, there is a further breach of discipline the student may have their course of study terminated by the HoF and a member of the Principalship. The student, and parent*, will be notified in writing and sent the College’s Student Disciplinary Policy and Procedures which draw their attention to the appeals procedure.

3. The Appeals Committee

3.1 The Appeals Committee will be appointed annually at the start of the academic year and will consist of:

A Programme Leader or Lead Tutor from a different Faculty to that of the student.
One student appointed by and from the Executive Committee of the Students' Union.
One member of the Corporation Governing Body (other than the staff or student members) appointed by the Corporation Governing Body.

The Governor member shall chair this Committee.

3.2 The Principal shall not be a member of the Appeals Committee.

3.3 No member of staff shall form part of the Appeals Committee if he or she has been involved in referring the matters which are the subject of the disciplinary action to the student’s Personal Tutor, to the Head of Faculty or to a member of the Principalship, or if he or she has been directly involved in the circumstances surrounding any such matter.

3.4 The Appeals Committee shall meet as soon as possible and, in any case, not later than ten working days from the date when it became necessary for it to be convened.

3.5 The student concerned shall have the right to appear (and be accompanied by a lay representative - normally a parent/guardian - if he or she wishes) at a meeting of the Appeals Committee.

3.6 The Committee shall have the power to suspend or to expel the student.

3.7 The decision of the Appeals Committee shall be final.

4. Role of College Representative

The relevant Assistant principal or Head of Faculty or Lead Tutor will represent the College.

5. Appeals Committee Procedures

Once the student has indicated that he or she wishes to invoke the Appeals Committee hearing, the following parties must be informed in writing of the date of the hearing and the procedures for the Appeals Committee -

the student concerned (the complainant)
parent/guardian or employer (as appropriate)
the members of the Student Appeals Committee
the Assistant Principal
the College representative

6. Communications

The Corporation Secretary will act as Officer for the Appeals Committee and for all subsequent communication.

7. Statements

At least three working days before the hearing the Corporation Secretary will supply the complainant, the members of the Appeals Committee and the Assistant Principal with -

7.1 A written statement by the complainant with any relevant background information.

7.2 A written statement summarising the College’s position in the complaint.

7.3 Copies of any documents which are to be put before the Appeals Committee.

8. Meeting of the Appeals Committee

8.1 The Chair of the Appeals Committee (Governor member) will outline the complaint, the outcome of previous investigations and identify the principal issue(s) to be resolved.

8.2 Opinion will be sought from the complainant and the College representative. The Chair will then decide whether both parties will be present throughout the proceedings, or will be present only when explaining their position and answering questions. Whatever the decision, the Chair will have the right to ask a party to withdraw if it becomes necessary.

8.3 The complainant and/or her or his lay representative, normally a parent/guardian, will explain their position and answer any questions put by the Committee or the College representative.

8.4 The College representative will explain the position of the College and answer any questions put by the Committee or the complainant.

8.5 Witnesses may be called, whose anonymity may be protected at the discretion of the Chair of the Appeals Committee.

8.6 Both parties will sum up their case and then withdraw from the Appeals Committee.

8.7 The Committee will deliberate on the appeal in private.

8.8 The outcome of the hearing will be based on the majority decision of the Committee.

9.9 The Committee may adjourn any hearing to receive further evidence they may require, to enable an interested party to attend, or for any other appropriate reason.

8.10 The Corporation Secretary, or a representative, will keep brief notes of the proceedings and record the decision, which will be signed by the members of the Committee. This record will not be made public, but will be available to the parties.

9. The Decision of the Appeals Committee

After the formal hearing, the complainant and the Assistant Principal are to be notified in writing by the Corporation Secretary as soon as possible, but within three working days, of the decision of the Committee and the reasons for it.

10. Dissatisfaction with the way the procedure has been used

If you feel the disciplinary procedure has been incorrectly or unfairly applied, you may write to the Principal or Chairman of the Board of Governors at any stage, giving reasons for your view.

If you have exhausted the College’s procedures and you are still dissatisfied you may contact:

Young People's Learning Agency:
Cheylesmore House
Quinton Road
Coventry
CV1 2WT

Assistant Principal: Student Services (PALL) and Quality Manager (JWEH): November 2011