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Discipline: incidents, hearings and appeals

Record an incident and open a case for each student responsible. A committee hears it, decides with actions proposed by your action ladder, and the student can appeal online. Suspensions, fines, exam debarments and withheld results take effect across attendance, fees, hall tickets and results by themselves.

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Why it matters

Students accept a decision more easily when the same offence leads to the same action in every department. The action ladder proposes the action from the student's earlier offences, and the hearing, the finding and the reasons stay on the case. Once decided, the action does its own work. A suspended student is marked absent in every class, and a fine reaches the fee account. A debarred student gets no hall ticket and a withheld result stays hidden. The student reads the decision and appeals from the app, and a revoked decision undoes all of it.

The problem it solves

The same offence gets a warning in one department and a suspension in another, and students say the college is unfair.
A student is suspended, but faculty keep marking attendance as usual and the record shows nothing.
A student caught copying in the semester exam still gets the result published before the committee meets.
When a student challenges a rustication months later, the minutes of the hearing cannot be found.

How it works

Any faculty member reports an incident on the web or in the Campus app. They give the category, how serious it is, when and where, the students involved and photos. A student marked for malpractice on the exam hall sheet gets an Exam Malpractice incident by itself.
Each student marked Responsible gets a case. The action ladder counts earlier offences and proposes the action, for example Result Withheld for a first malpractice and Debarred from Exams for a second.
A discipline officer reviews the case, or refers it to a committee such as the Anti-Ragging Committee. Statements and the hearing notes are kept on the case; categories marked for it need a committee hearing.
The officer or committee records the finding and the decision, and changes the proposed actions if needed. The parents are told for actions marked Inform Parents.
Actions take effect on their dates. A suspension marks the student absent in every class register, and a fine goes on the fee account. A debarment withholds the hall ticket and a withheld result stays hidden.
The student sees decided cases on the Conduct page and can appeal online within the days allowed. The appeal is upheld, changed or revoked, and a revoked action is undone.

Everything it does

Incidents and cases

Ready-made categories for colleges: Misconduct / Indiscipline, Uniform / Dress Code, Late Coming / Unauthorised Absence, Bullying / Fighting and Ragging. Also Harassment, Exam Malpractice, Damage to Property and Tobacco / Alcohol / Drugs
Each category is used by Schools, Colleges or both; Ragging is for colleges only
Severity: Minor, Moderate, Major or Severe; each category proposes its usual severity
Students in an incident as Responsible, Affected or Witness; evidence attached
Case statuses: Under Review, Hearing, Decided, Appealed, Closed and Dropped
Confidential categories (Ragging and Harassment to start with) are seen only by the committee of the case and the discipline managers
Committees with a chair and members; Ragging, Harassment, Exam Malpractice and Tobacco / Alcohol / Drugs need a committee hearing to start with

Action ladder

Steps per category and offence number: first, second, third offence and on
Optional minimum severity; offences counted in the same category or all categories
Counting period: the academic year, the last N days (90 to start with) or the whole stay
Ready-made steps for colleges include Ragging: Suspension, or Rustication when severe. Exam Malpractice: Result Withheld, then Debarred from Exams. Misconduct: Written Warning, then Parent Meeting, then Suspension
The ladder only proposes; the officer or committee decides

Actions and what they do

Ready-made actions: Verbal Warning, Written Warning, Counselling, Parent Meeting, Detention, Community Service and Fine (500 to start with). Also Suspension (3 days), Hostel Suspension (7 days), Result Withheld, Debarred from Exams, Rustication (180 days) and Expulsion
Each with seriousness, default days or fine, Committee Decision Only, Inform Parents and Mention on Conduct Certificate
Result Withheld, Debarred from Exams, Rustication and Expulsion are committee decisions to start with
Suspension, rustication and expulsion: absent in every class register with the remark Suspended, and no daily absence alert for those days
Fine: a due under the Discipline Fine head; revoked, an unpaid fine is cancelled and a paid one becomes credit
Debarred from Exams: no hall ticket for one exam or every exam in the period
Result Withheld: the result of the exam you choose is hidden until the action ends
Hostel Suspension is recorded on the case; the hostel itself is not changed by it
Actions move from Planned to In Force to Completed every hour; Actions in Force lists who is suspended or debarred today

Conduct page and appeals

The student and the parents see decided cases of categories marked Show to Parents, with the actions and dates
Open, dropped and confidential cases are never shown
Appeal Within (days) per category: 0 means no appeal; the ready-made categories use 0, 7 or 15
The student appeals online; parents with a view-only login read the decision but do not appeal
An officer can record a paper appeal
Outcomes: Decision Upheld, Actions Changed or Decision Revoked

Beyond the case

Conduct and transfer certificates list the actions marked Mention on Conduct Certificate
Placement: a season or a drive can keep out students with a disciplinary action on record, and they see why
The group dashboard's nightly scorecard shows discipline per college

Who uses it

Any faculty or staff memberReports an incident on the web or the phone and sees what was decided on their reports.

Discipline officerClass teachers, HODs and committee members: review, hear and decide cases and appeals.

Discipline managerThe principal or the committee chair: sees every case, sets up categories, actions, the ladder and committees, and revokes actions.

CommitteeHears cases that need a hearing, such as ragging and malpractice, and decides the serious actions.

StudentReads the Conduct page and appeals a decision online.

ParentIs told of actions marked Inform Parents and reads the decided cases.

Where you use it

Web: Discipline (Incidents, Cases, Actions in Force, Configuration) and the Discipline button on the student
The Campus app, staff view: Conduct to report an incident and, for the discipline office, cases, hearings, decisions and appeals. Built and in testing, not in the app stores yet
The Campus app for students and parents: Conduct with decided cases and the appeal
Student portal: the Conduct page with the online appeal
Not online: students do not type their statements; staff record them on the case
Not included today: confidential complaints and anti-ragging reports filed by students

What you control

Settings

Per category: used by, severity, confidential, needs a committee hearing, default committee, appeal days and Show to Parents
Per action type: effect, default days or fine, committee only, inform parents, mention on certificates
The action ladder and the committees
Who is told: each event's Send To (student, father, mother, guardian, class teacher)
Conduct (Discipline) page for students and parents: on, with a switch on the Entity's Parent & Student Portal tab

Notifications

Disciplinary Case Reported: to the class teacher of each student responsible, except for confidential categories, in the app, by push and email
Disciplinary Action: to the father, mother and guardian for actions with Inform Parents, in the app, by push, WhatsApp, SMS and email. Add the student under the event's Send To if your students should get it too
Parent Meeting (Discipline): to the parents with the date and time, on the same channels
Disciplinary Appeal Decided: to the student and parents, on the same channels
All go out at once; a person can switch off a channel such as SMS, and in-app notices always arrive

Questions

Does a suspension change the attendance register by itself?

Yes. For the days of the suspension the student is marked absent in every class register with the remark Suspended and the case number. No absence alert goes out for those days. If the suspension is revoked, the absences go back to present.

Can a malpractice case hold back a result?

Yes. Result Withheld hides the result of the exam you choose until the action ends. It is a committee decision to start with, and the ladder proposes it for a first malpractice.

Will a debarred student get a hall ticket?

No. Debarred from Exams withholds the hall ticket for the exam you choose, or for every exam that starts in the period.

Can students appeal a decision?

Yes, for categories where you allow it, within the days you set. The student appeals on the portal or in the Campus app. An officer or manager upholds, changes or revokes the decision, and the student and parents are told.

Who can see a ragging case?

Ragging is a confidential category: only the members of the case's committee and the discipline managers see it. The class teacher is not told of the incident.

Are parents told of every action?

Only of actions marked Inform Parents. A verbal warning is not marked to start with; written warnings and anything more serious are.

Related features

ATTENDANCE AND LEAVESubject-wise attendance registersFaculty mark each period's register on the web or on their phone, starting from all present. Students and parents see the overall percentage, each subject's figure and every absence. Exams can hold back students short of attendance, per subject or overall.EXAMS AND RESULTSHall tickets, held for dues or debarmentHall tickets are printed for the whole semester or one student, and students download them from the portal. A student who owes fees, is short of attendance or is debarred gets no hall ticket until the reason is cleared.EXAMS AND RESULTSInternal and semester exams and mark entryRun internal assessments (CIA) and semester end exams with a paper per course. Faculty enter marks on the web or in the Campus app. The internal mark can be built from the CIAs, assignments and attendance.CERTIFICATES AND LIBRARYBonafide, conduct and transfer certificates onlineStudents ask for a bonafide, conduct, transfer or course completion certificate on the portal or the Campus app, pay its fee and download it signed. Every certificate carries a QR code that a bank, an employer or another university can scan to check it.PLACEMENTPlacement season, drives and offersWrite the season's placement policy once, and every drive applies it. Students see the drives they may register for, and the exact reason for the others. The company gets its candidates by a link, rounds run with scanned attendance, and offers follow your one-student-one-job rules.

See your own semester run in it.

Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.

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