The Ministry Of Discipline in Community Life

Purpose and Philosophy

Development of self-discipline is the goal of this accountability process. Our “ministry” of discipline is designed to be positive and developmentally-oriented in nature with focus on reconciliation, restoration and restitution.

The student disciplinary process is designed to assist both individuals and our corporate learning community as a whole mature in intrapersonal and interpersonal relationship and further student Christian Spiritual formation. The “Ministry of Discipline” enhances the student University experience by maintaining a community which encourages healthy living and learning.

Integrity Initiative

Students who have violated University behavioral expectations or community handbook policy are encouraged to quickly and voluntarily “come in” to acknowledge their missteps and seek the advice and counsel of his/her Resident Dean. This will allow a truly repentant student to voluntarily discuss his or her violation and may keep disciplinary action to a minimum. In many cases, a “come in” meeting will only result in rehabilitative strategies.

If a student chooses to avoid accountability, then members of the Residence Life staff, the Director of Community Life, and the student judicial councils will assume the responsibility to confront or “call in” anyone falling short of community expectations.

The Responsibility to Help Each Other

With Matthew 18:15-17 as our guide, we believe that personal growth and maturity is encouraged most when each member of the University community accepts responsibility to care enough about others to confront them when appropriate. This responsibility to confront one another in a loving manner should flow out of natural relationships with friends, peers, faculty and staff. When encouraging students to come forward seeking help, remember that sincere effort will be made by the University staff to bring healing, wholeness and reconciliation.

If a student is having difficulty with an issue in his/her life, even if it involves a violation of the Community Expectations he/she is strongly encouraged to seek help from some member of the campus community. If adopted by all members of our community, this approach would enable the majority of inappropriate behaviors to be corrected on a personal, rather than judicial, level.

Communication with Parents or Guardians

In that each parent plays a uniquely supportive role in their student’s lives, students will be encouraged at all levels of discipline to share information with their parents or guardians. The Federal Educational Rights and Privacy Act (FERPA) places specific limitations on student education record information University employees may share with parents or guardians. In many cases, the student retains the right to disclose or not disclose education record information to their parents or guardians. However, University employees may disclose education record information without written prior consent from the student to parents

if the student is claimed as a dependent by the parents for income tax purposes
if the student is experiencing a health or safety emergency
if the student (as long as they are under 21) has violated any law or policy concerning the use or possession of alcohol or a controlled substance
if the disclosure is in connection with a disciplinary proceeding conducted by the University against their student who is an alleged perpetrator of a crime of violence

The complete University FERPA policy is available in the registrar’s office.

Foundational Principles

The Student Development staff seeks to combine a Biblical and developmental approach to the student care process. It is important that all community members see themselves as growing intellectual and interpersonal persons, as well as, fellow sinners in need of God’s grace and ongoing transformation. This balance is the foundation for providing a healthy living-learning community for our entire student body. Also in balance is the understanding of a just God and a merciful Father. This is referred to directly in Micah 6:8.

What does the Lord require of you? To act justly, love mercy, and walk humbly with your God.

At times employing one principle may appear to create a conflict with the other. In fact, this apparent tension is often a both-and application. We are offered forgiveness for the transgression but are accountable for the action. The purpose of the following principles is to provide a series of benchmarks that seek to maintain this delicate balance and coexistence of mercy and justice.

Developmental Approach

Students benefit from being treated in a way that acknowledges their growing responsibilities as adults and contributes to their development and education. It is important that developmental considerations be made when considering judicial decisions (e.g., students' occasional failure to connect their behavior with what they believe). The judicial process can be helpful in guiding students to better decision-making as they move through the maturation process.

Different Backgrounds

Students come to Northwest University from a variety of socio-economic, denominational, ethnic and parenting cultures. As a result, students subscribe to various understandings of what it means to live a Christian life. Some of the Life Style Standards involve behavior that is considered by some students to be biblical moral mandates and other students as only campus community mandates. While all Northwest University students agree to abide by the community expectations, judicial matters involving moral implications should be discussed with sensitivity to differing student backgrounds. The intent is to hold our students accountable to the commitments they have made as students at Northwest and as Christians.

Learning Opportunity

Judicial proceedings should be seen and used as a significant learning opportunity. Often students learn more about themselves in these settings than in many other settings while in college.

Reconciliation, Restoration and Restitution

The judicial process is intended to provide a way for our students to learn from their mistakes, to be forgiven and restored to the community. Disciplinary sanctions should reflect these goals.

Brothers and sisters, if someone is caught in a sin you who are spiritual should restore him or her gently. But watch yourself or you also may be tempted. Carry each other’s burdens, and in this way fulfill the law of Christ. (Gal 6:1-2)

Unconditional Worth

As fellow heirs with Christ, all members of the judicial process should strive to ascribe unconditional worth to students at all times. It is also important to attempt to develop an understanding of each student's story for the purpose of viewing him or her as a person and not simply a "rule breaker.”

Fairness, Consistency and Predictability

If the discipline process is to remain trustworthy, it is important that those involved strive for fairness, consistency and predictability. Fairness speaks to the appropriateness of the sanctions to the violation. The principle of consistency acts as a guide when handling a student who has curried more or less favor with various members of the faculty or the staff. Predictability speaks to the reputation of the judicial process. While students may not always enjoy the process, our goal is that students ultimately are able to respect the experience whatever the outcome.

Disrupting the Educational Environment

Northwest University endeavors to provide a safe and orderly environment, insofar as possible, in which all students are able to pursue their academic and social development. Disrupting the educational environment is defined as any disruptive act, within reason, that impedes another student's functioning within an academic or community life setting. This may include a single disruptive act or ongoing acts and will usually involve complaints from students, faculty, or staff.

Student Judicial Rights

The following is a list of students' rights within the judicial process:

Fair and respectful treatment. Students are members of the Northwest community and should be afforded fair and respectful treatment throughout the judicial process.
Attend or not attend a meeting. A student summoned to respond to an alleged behavior violation has the right to present his/her case before the appropriate Resident Dean or judicial council. Should the student forfeit the right to appear at his or her own discipline meeting (either by advance notice or by failing to appear), the right to question the allegation(s) is also forfeited, and a determination (e.g. responsibility for behavior and issued status and/or sanctions) will be made without the student’s voice being heard. By not attending a discipline meeting the student also waives the right to appeal the determination for appeal rationale “6a” (below).
Present a Defense. In response to a confrontation regarding an alleged behavior violation the student may present a defense, including the presentation of witness testimony.
Access to records. In compliance with federal law, the University allows students access to all reports and documentation that are part of their educational record.
Advocate. A student may request an advocate to attend any of the judiciary councils for personal support. This advocate must be a Northwest University faculty or staff member and may not address the council or council members regarding the student behavior in question throughout the duration of the disciplinary process.
Appeal. Students should be informed of their right to appeal and to whom they would be appealing during their hearing or in their discipline notification letter. Judicial decisions may be appealed in writing. All appeals must be made within three business days of receiving written notification of the decision. Appeals will be accepted for consideration only for one or more of the following situations:

New information is available that was not available during the original hearing and could possibly alter the council’s response.
Due process was not followed as described in the Ministry of Discipline in Community Life: Judicial Process.
The decisions, sanctions or restrictions were not consistent with the student community handbook or its associated student life or academic policy (e.g. housing manuals, motor vehicle policy, academic catalogue, etc.).

Discipline notification letter. Each student who has been issued a disciplinary action by the Student Life Judiciary Council should receive a letter that states the type of incident or behavior for which he or she is being disciplined, the discipline status designation (if indicated), and a list of all sanctions. The letter may be written in the form of a contract to be signed by the student and the judicial officer(s). Additionally, all appeal decisions will be communicated to the student in writing.

Judicial Process

The enforcing of Northwest University’s Student Community Handbook is primarily the responsibility of the Student Development department, although all community members are responsible for the preservation of our community. All policies and procedures related to student life are the responsibility of the Vice President of Student Development. The Director of Community Life is primarily responsible for administrating all judicial procedures in which students are involved.

Each council will attempt to structure the procedure so as to facilitate (in the council’s judgment) a reasonable determination of the truth. Formal rules of evidence are not followed and past student conduct may be considered in the discipline decision.

A. Incident Report

When a student commits a violation, an online incident report will be written by the Resident Assistant, Resident Dean, security officer or faculty/staff member involved. Incident reports will be forwarded to the appropriate Resident Dean.

B. Resident Dean

When a Resident Dean (RD) becomes aware of an alleged violation of the Student Community Handbook (via an incident report or a verbal report), he/she should initiate a preliminary meeting. This summons will be communicated to the student’s Northwest University email account or in a printed communication delivered to the student’s University mailbox. If the issue is a first tier violation, the RD may counsel the student (if appropriate) and close the investigation or forward the case to the Community Care Council. If the issue is a second tier violation, the RD should forward the case to the Student Life Judicial Council.

C. Community Care Council

The Community Care Council will confront behaviors that are not in compliance with the Student Community Handbook. The Community Care Council will hear first tier student infractions reported to them by the Resident Deans. A summons and a disciplinary contract will be used by this council as the primary means of action. This summons will be communicated to the student’s Northwest University email account or in a printed communication delivered to the student’s university mailbox. The council may, at its discretion, refer original jurisdiction to the Student Life Judicial Council, depending on the severity and/or sensitivity of the infraction. Disciplinary contracts are used to provide a framework in which to make a decision that addresses the situation, and attempts to produce growth and behavior changes in the life of the student.

Community Care Council Members:

One rotating Resident Dean (Chair)
Director of Security /Director of Housing/Athletic Director or designate (rotating basis)
One RA or NUSG member

All committee members sign a confidentiality agreement.

First Tier Violations

Examples of specific behaviors the Community Care Council will confront include (but are not limited to):

open dorms violations
vandalism and pranks
conflict/ disruption
tobacco use
repeated profane/crude language
slander
missed floor meeting
theft
incense/candle use
tampering with fire safety equipment
repeated traffic violations/traffic violation appeals

Council Outcomes

Outcomes from the Community Care Council meeting may include the following:

Terminate the proceedings based on evidence or absence of evidence.
Dismiss the case after appropriate counseling and advice.
Impose one or more sanctions.
Forward the case to the next level judiciary council

Appeal

Students have three business days to appeal a decision of the Community Care Council to the Student Life Judiciary Council through the office of the Director of Community Life.

D. Student Life Judicial Council

The Student Life Judicial Council will confront behavior that is categorized as second tier offenses. This council will also consider student appeals to disciplinary action issued by the Community Care Council. A summons will be delivered to the student’s Northwest University email account or in a printed communication delivered to the student’s mailbox communicating the allegations, date and time of the meeting.

Student Development Judicial Council Members:

Director of Community Life (Chair)
One staff member
One faculty member

Second Tier Violations

Examples of specific behaviors or violations the Student Life Judicial Council will confront include (but are not limited to):

Illegal drug use
violence including hazing and/or assault
harassment infractions
threats to campus safety
sexual issues including pornography

Council Outcomes

Outcomes from the Student Life Judiciary Council meeting may include the following:

Terminate the proceedings based on evidence or absence of evidence.
Dismiss the case after appropriate counseling and advice.
Impose one or more sanctions.
Forward the case to the next level judiciary council.

Appeal

Students have three business days to appeal a decision of the Student Life Judicial Council to the Administrative Judicial Council through the office of the Vice President of Student Development.

E. Administrative Judicial Council

The Administrative Judicial Council will consider student appeals to disciplinary action issued by the Student Life Judicial Council. Meetings are initiated as needed by the chair. All decisions by the Administrative Judicial Council are final.

Administrative Judicial Council Members (two members shall constitute a quorum):

The President
The Provost
The Vice President of Student Development (Chair)

Council Outcomes

Outcomes from the Administrative Judiciary Council meeting may include the following:

Approval of the appeal.
Denial of the appeal.
Adjustment of the disciplinary status or sanctions.

Accountability

Consequences for violations of the Northwest University Student Community Handbook fall into two categories: status and sanctions.

Status refers to the disciplinary classification assigned to the student, e.g., provisional citizenship probation, full citizenship probation, suspension, or dismissal. A discipline status may be escalated in the case of repeated or multiple violations.

Sanctions refer to the various corrective and restorative measures that may be required by the Judicial Councils. In most circumstances, students who have violated the student community handbook may be assigned both a status and one or more sanctions. The various options with regard to assignment of status and sanctions are available and at the discretion of the Judicial Councils.

Student Disciplinary Status

Provisional Citizenship Probation. Students who are placed on Provisional Citizenship Probation have likely violated one or more first tier Student Community Handbook policies. This functions as a warning status and is in effect for one semester. Violations committed while on probation are grounds for acceleration to Full Citizenship Probation.

Full Citizenship Probation. Students who are placed on Full Citizen Probation have likely violated one or more second tier Student Community Handbook policies, have accrued multiple first tier violations, and have committed a violation while on Provisional Citizenship Probation. Second tier violations committed while on Probation may result in suspension. Students who are involved as student leaders in co-curricular groups, ministry teams, student organizations or athletics may forfeit their leadership position and/or forfeit their University funded scholarships. The term can be for one or more semesters. A one semester term activated after November 15th and April 1st will be carried over through the following semester.

Temporary Suspension. In this case, the student is restricted from the University and its events for a limited amount of time (e.g., one academic week). Tests, assignments, and events missed as a result are natural consequences for this sanction, but are not the responsibility of the judicial officer(s).

Suspension. Suspension means that a student has been denied continued access to Northwest University for one or more semesters. Often this is done in conjunction with other sanctions that must be completed prior to re-admittance (e.g., counseling). This may be for any amount of time up to three semesters. While on suspension, a student is not permitted to be on University property or attend University sponsored events. Since the suspended student is still considered enrolled, policy violations that occur during this time may result in further discipline.

Re-admission . Requests for re-admission (following a suspension) will be considered only if the student indicates how the specific requirements or conditions of the suspension have been fulfilled and what changes have occurred in the student’s life to warrant reconsideration. Requests for re-admission prior to the expiration of the suspension should include any reasons that support a reconsideration of the matter. Prior to re-admission following a term(s) of suspension, the student should complete the following:

Submit a written appeal for re-admittance to the Vice President of Student Development that details compliance with the terms of the suspension and all plans for reconciliation. The appeal will be considered by the Administrative Judiciary Council.
Schedule a meeting with the Vice President of Student Development to review the appeal determination.
If appeal is approved, follow the admissions and registration procedures.

Dismissal. Dismissal means the student is permanently removed from the University. In this case, the student will not be readmitted.

The University retains the right to dismiss students immediately when a student:

Threatens the safety and well being of self or other community members.
Is unable or unwilling to follow University policies and procedures, thereby disrupting the educational environment.

Student Disciplinary Sanctions

When sanctions are assigned, it is important to strive for a logical connection between the violation and the discipline. Again, the primary goal is to make these procedures educational, redemptive and restorative. Sanctions that are merely punitive are less likely to result in any long-term meaning for the student. The following is a list of possible sanctions, though there may be others not listed:

Official warning. The purpose is to provide an opportunity for a judicial council to communicate with the student regarding the disciplinary process and community standards. This written warning is placed into the student's Student Development office file and may factor into future disciplinary decisions.
Community service. Community service can be assigned conjunction with the Housekeeping, Maintenance, Campus Ministries’ offices, or as an individual project.
Letter of apology. In addition to the primary recipient, a copy of the letter should be submitted to the judicial council chair.
Fines. Some policies have fines as a standard sanction such as fines in the form of damage fees. Fines not specifically detailed in student life policy may also be issued at the discretion of a judicial council.
Restitution. Students who have caused damage may be required to pay for loss, damage or injury.
Housing reassignment. The resolution of some inappropriate behavior may require the student be reassigned to a different housing placement or be removed from University housing on a temporary or permanent basis.
Loss of student leadership/co-curricular positions. Students may be removed from positions of leadership for violations on a temporary or permanent basis.
Mentoring. The mentor will most often be a University staff or faculty member. The mentor may or may not be informed of all the detail relating to the precipitating behavior.
Counseling. Some situations reveal issues that deserve closer attention and warrant the expertise of a professional counselor. In most cases, the student will be assigned two or three sessions and may be through the University Counseling Services or an outside resource.
Behavior/psychological assessment. When it is perceived that a student’s behavior threatens or is actually causing harm to self or others or it is perceived that the student is a danger to self or others a psychological assessment may be required. This assessment should be conducted by a psychologist or psychiatrist approved by the Student Development office.
Research reports/media resource review. The judicial council may decide that the student in question should take a deeper look at a given topic. In this case, a report, literature review, or reflection paper may be assigned.
Social restrictions/limitation of privileges. Certain policy violations may result in the loss of privileges (e.g., open dorms). Some violations may indicate the restriction of certain relationships.
Drug screen. In the event that drug use is suspected, drug screening may be required. The screening may be conducted on a planned or spontaneous basis at the discretion of the judicial council. The student will be responsible for any fees resulting from this sanction.
Substance abuse assessment. When a student is using drugs such as alcohol or tobacco, a substance abuse assessment may be assigned for the purpose of deciding whether or not the student is addicted and/or desires to cease to use/abuse the substance. This assessment may be used as an investigation tool for the judicial council. Results of the assessment may lead to additional sanctions. The student will be responsible for any fees.
Substance education program. Students who have been found to have committed a substance violation may be required to attend and complete an assigned substance education program conducted either on or off-campus.

Records

The judicial council chair will organize all the information and records pertinent to the case and will prepare and facilitate all written communication with the student. Records should reveal a clear path of logic between behavior and consequences. All original documents should be kept in the Student Development office student files. After completion of the hearing process, all material unnecessary to retain as record of the hearing will be shredded and discarded to protect individual privacy.

Resident Dean or the Community Care Council

Response to a minor violation of student conduct will be recorded on an incident report form and processed through a Resident Dean’s office.
At the end of each semester, each respective Resident Dean will submit a list of minor incident reports to the Director of Community Life containing only the name, the infraction, and any action taken.
This record will not be part of students’ permanent files and does not affect permanent citizenship records at Northwest University.

Student Life Judicial Council

After the conference the student will receive a letter from the council chair as it relates to specific details involving violations of student conduct and disciplinary action.
A copy of the letter of notification will be placed on file in the Student Development office.
Form 1A will be placed in the student’s academic file referencing the student discipline record in the Student Development office.
When the student graduates the Vice President of Student Development may remove disciplinary action information from student records.

Administrative Judicial Council

This committee will reply by written notice to the student by the Vice President of Student Development.
A copy of the letter will be filed in the Student Development office.

Confidentiality

The confidentiality of student judicial records should be maintained at all times by those involved in the disciplinary proceedings. Disclosure within the institution should be limited only to those parties who are involved with each case or employees who have reason to be informed by virtue of their University responsibilities.