Queen's University is the only Canadian university with a peer-mediated conduct system. ResSoc employs Residence Facilitators (RFs) who are student staff responsible for dealing with some residence documentations. Students also might meet up with professional staff, such as Residence Life Coordinators (RLCs), Assistant RLCs, or Residence Life Management. Who you meet with will depend on the time of year, severity of the violation, and number of points you currently have.
The goal of the residence conduct process is to educate residents on their impacts on the community and to help them better adjust to the responsibilities of living in a communal environment, while providing students with a fair chance to explain their side of the incident.
What is a documentation?
Documentations are when residence staff (usually dons, however other residence staff can document incidents too) see/hear/smell, etc. something happening on residence property that is against the Residence Rules and Regulations (ResRules). The residence staff will approach the residents they see are involved with the incident, explain that it is violating the ResRules, and ask for their information so they can document the situation. The way a documentation is conducted will vary by case, but this is the general way documentations will happen.
The goal of documentations and ResRules are to maintain a safe and respectful environment for everyone living in residence. Refer to the ResRules Handbook for more information regarding what is and isn't allowed to happen on residence property.
What happens when someone gets documented in residence?
1. Students who have been documented for an incident will be given the opportunity to speak to an RF/RLC/ARLC/Residence Life Management about the incident and explain their side of the incident, or accept responsibility for the ResRules violation via email if they feel the documentation is justified. Meetings will be set up by the staff responsible for your documentation through an email. This email will indicate the date, time, and location of your scheduled meeting, the ResRules violation in question, and details outlining the date, time, and location the incident took place.
2. After reviewing the details of the documentation and hearing the student's case, the RF/RLC/ARLC/Residence Management will make a decision regarding the student's level of responsibility. Students will either be found responsible, not responsible, or the level of the ResRules violation will be changed. The non-academic misconduct system in residence will use the balance of probabilities method to assess if one is responsible or not.
3. The RF/RLC/ARLC/Residence Life Management will email the student with the decision. If the student is found responsible, sanctions will be outlined (i.e. written warning, education sanction) and the student will receive points according to the level of the incident (e.g. level 1 incident means student gets 1 point). If the student is found not responsible, this case will be kept on file, but no points will be accrued.
4. If the student is found responsible for the incident and were given an educational sanction, they must complete the sanction on time and give it to Residence Life Management (details will be outlined in the decision email). Failure to complete the educational sanction on time will result in the student meeting with a Residence Life Coordinator.
* Students who feel the decision regarding their documentation is unfair for a legitimate reason can appeal the initial decision (details will be listed in the decision email). NOTE: not all appeals will be accepted; the justification for why the student feels the decision is unfair has to be reasonable. During an appeal, students will have a chance to explain their side of the story to Residence Life Management and other members of the conduct board. Another decision will be made regarding the student's responsibility for the incident, and this will be the final decision.