Information For Respondents

      • This page contains information for students who are being investigated under the Student Code of Conduct (B.701) or for escalated/repeated violations under the Cheating and Plagiarism Policy (S1999-01).

        What To Expect

        When a formal investigation into your behavioural or academic conduct has been pursued, you will receive written notice from the Office of Student Affairs. Typically, this notice will include an invitation to a meeting where you will be given the opportunity to discuss your case and provide your side of the story to the investigator(s). You are encouraged to attend the meeting, however you may also respond in writing if you would prefer not to attend (however this may impact the credibility of your statement). You will also be informed (as part of the notice of investigation) of the specifics of the complaint so that you know what it is that you have been accused of and are able to sufficiently prepare for the meeting.

        When preparing for your meeting (or responding in writing) it is important that you do the following:

        • Read the appropriate policy or policies to ensure that you understand the nature of the complaint against you;
        • Take time to reflect on the incident in question – ensure that you are able to clearly state your side of the story when asked at the meeting;
        • Collect any new evidence and bring it with you to the meeting (where appropriate);
        • Identify any witnesses who may be able to corroborate your story and notify the Office of Student Affairs;
        • Seek assistance preparing for your meeting – the Capilano Students’ Union will be able to advise you on the process and assist you in preparing; and
        • Seek support – the process can be challenging and we highly recommend speaking to close friends/family or consulting our counselling department for support.

        It is important to note that a full investigation may involve multiple in-person meetings and communication. We recommend regularly checking your Capilano email address throughout the process.

         

        Decision Making and Sanctioning - Cheating and Plagiarism

        At the conclusion of a Cheating and Plagiarism investigation, the Office of Student Affairs will reach a decision regarding your responsibility for the violation in question.

        If you are found not responsible, a letter will be sent to you by email to advise you of this decision. In some situations, you may also receive an informal warning letter.

        If you are found responsible, the Office of Student Affairs, in consultation with university administration (for escalated sanctions) will make a determination regarding sanctioning. In some cases, you may be invited to an additional meeting to discuss this.

        The level of sanction you receive depends on a number of things including:

        • The severity of the violation in question;
        • Any previous history of violations for which you were found responsible;
        • Extenuating personal circumstances that may have contributed to your actions; and
        • The likelihood that you will engage in future actions that violate university policy*.

         *This is evaluated based on your willingness to take responsibility for your actions and articulate steps to move forward more positively. We recommend reflecting on the incident and coming prepared to speak about the ways in which you will act differently in the future.


        Decision Making and Sanctioning - Student Code of Conduct

        At the conclusion of a Student Code of Conduct investigation, the Office of Student Affairs will refer your case to one of the following processes:

        COLLABORATIVE SANCTIONING - In situations where students are willing to accept responsibility for and reflect upon their actions, the opportunity to participate in a collaborative sanctioning process may be extended. This will involve a meeting with a representative from the Office of Student Affairs where both parties will have the opportunity to suggest appropriate sanctions moving forward. The meeting will end with the creation of an agreement between the student and the Office of Student Affairs. In the event that an satisfactory agreement is not reached, the case will likely be referred to one of the adjudicative processes below.

        STUDENT CONDUCT BOARD - The Student Conduct Board is a tribunal made up of students, faculty, and staff tasked with determining whether or not a respondent is responsible for violating the Student Code of Conduct. Cases referred to the Student Conduct Board will result in a formal hearing in which the respondent will be given the opportunity to address the tribunal and hear the testimony of witnesses. The tribunal recommends sanctions to the Vice-President, Academic and Provost and the President, who will communicate the final decision to the respondent. An outline of the hearing process begins on Page 7 of the Student Code of Conduct Procedures (B.701.2).

        APPOINTED ADJUDICATOR - In certain situations, cases may be referred to an appointed adjudicator (who may be internal or external to the university) instead of the Student Conduct Board. In cases such as this,details will be communicated clearly to the respondent prior to any decisions being made. Like the Student Conduct Board, appointed adjudicators determines findings of fact and recommend sanctions to the Vice-President, Academic and Provost and the President.

        ALTERNATIVE DISPUTE RESOLUTION - In situations where all parties are in agreement, and it is deemed appropriate, cases may be referred to the Conflict Resolution Advisor for mediation and dispute resolution. The university also strongly encourages any persons involved in a Student Code of Conduct case to attempt this method of resolution prior to the submission of a complaint (where appropriate).


        Appeals

        Most decisions made under both the Student Code of Conduct and the Cheating and Plagiarism Policy can be appealed. Information on this process is available in the Policy documents and will be shared with you in the event you receive an appealable sanction.