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Disciplinary Proceedings

This section outlines the basic course of action when an alleged policy violation occurs and the steps that shall be followed by the department and the accused student through the Housing and Residence Life disciplinary system. Disciplinary proceedings are administered under the authority of the Director of Housing and Residence Life or designee. 

A. Incident Reports 

Any student or employee of the university who alleges that a residence hall policy has been violated should contact a residence hall staff member to file an incident report. In most cases incident reports are submitted electronically to the residence hall director of the hall where the accused student lives. Accusations against students who live off campus or non-students are typically forwarded to the Office of Student Rights and Community Standards (SRCS) for review. Once the incident report has been reviewed, the residence hall director, in consultation with an Assistant Director of Housing and Residence Life, will determine which alleged policy violation(s) for which the student will be charged.

The accused student will receive notification (sent to the student's BSU email account) of the incident report and alleged policy violation(s). Prior to a hearing, the accused student may submit a written incident response (hard copy or email message to the hearing officer) that is included as part of the written record of the case. The student's response becomes a permanent part of the student's disciplinary record.   

B. Disciplinary Meeting Types

Hall Director Hearings are conducted by the Residence Hall Director (RHD) or the Assistant Residence Hall Director (ARHD) of the building in which the accused student lives.

Administrative Hearings are conducted by an Assistant Director of Housing and Residence Life.

Conduct Board Hearings are conducted by a board composed of a group of nominated, selected, and trained residence hall students.   

1. Residence Hall Director Hearing

An RHD or ARHD will hold a hearing in situations where a student has an allegation of a first or sometimes second offense that does not jeopardize the student’s housing contract or does not put the student in jeopardy of suspension or expulsion.

  • After reviewing an incident report and related documentation, the RHD or ARHD shall meet with the student to discuss the incident and the policy violation(s). 
  • The student may request a meeting in advance of the hearing with the RHD or ARHD to discuss the student rights and responsibilities.
  • The student can plead "not responsible" for the policy violation(s) and requests that the RHD meeting serve as a hearing for the charges. 
  • The student can plead "responsible" for the policy violation(s) and have the sanction determined by the designated HRL staff member.
  • All findings and/or sanctions will be communicated to the student's BSU email account within two business days.
  • Should the accused student elect not to appear, the hearing shall be held in his or her absence. A plea of “Not Responsible in Absentia” will be entered on behalf of the student. In some cases, the hall director may elect to reschedule the hearing.  

2. Preliminary Meeting

  • In situations where cancellation of the student's housing contract is a possibility or if the student documented is already on disciplinary probation, the purpose of the preliminary meeting is to offer the student the choice of having an Administrative Hearing with an Assistant Director of Housing and Residence Life or to have the case heard by the Conduct Board.
  • The HRL staff member (usually the RHD) will review with the student their rights and responsibilities regarding the HRL disciplinary system at Ball State University. When the Conduct Board is not in operation, the student is automatically assigned to an Administrative Hearing.
  • Also, if the incident involves multiple students who do not agree on what hearing body should adjudicate the case, the incident defaults to an Administrative Hearing.
  • If the student does not attend the preliminary meeting, the HRL staff member will refer the case to either the Conduct Board or an Administrative Hearing.

3. Administrative Hearing

  • An Assistant Director of Housing and Residence Life (ADHRL) shall meet with the student to discuss the incident and policy violation(s) and conduct the hearing. Students will have an administrative hearing with an ADHRL if they fail to complete previously assigned sanctions. In most cases the hearing will be audio recorded.
  • The student can plead “responsible” or “not responsible” for each charge.
  • During the hearing, witnesses for the University and/or student may be utilized and will be presented as needed. 
  • A witness list on behalf of the student must be submitted to the ADHRL via BSU email no later than one hour prior to the hearing.
  • A witness list on behalf of the University will be submitted to the student via BSU email no later than one hour prior to the hearing.
  • During the hearing a student may also utilize an advisor who may be present during the proceeding. An advisor of each student’s choice may accompany the accused and/or accuser(s). The advisor may attend, freely counsel, and assist the accused, but not act as a spokesperson.
  • In most cases, the findings and/or sanctions will be determined after the Administrative Hearing and will be communicated to the student in writing within two business days.
  • Should the accused student elect not to appear, the hearing shall be held in his or her absence. A plea of “Not Responsible in Absentia” will be entered on behalf of the student. In some cases, the ADHRL may elect to reschedule the hearing.  

4. Conduct Board Hearing

  • The Conduct Board shall meet with the student to discuss the incident and policy violation(s) and conduct the hearing.  In most cases, the hearing will be audio recorded.
  • The student can plead “responsible” or “not responsible” for each charge.
  • During the hearing, witnesses for the University and/or student may be utilized and will be presented as needed.  
  • A witness list on behalf of the student must be submitted to the ADHRL via BSU email no later than one hour prior to the hearing. 
  • A witness list on behalf of the University will be submitted to the student via BSU email no later than one hour prior to the hearing.
  • During the hearing a student may also utilize an advisor who may be present during the proceeding. An advisor of each student’s choice may accompany the accused and/or accuser(s). The advisor may attend, freely counsel, and assist the accused, but not act as a spokesperson.
  • In most cases, the findings and/or sanctions will be determined after the Conduct Board hearing and will be communicated to the student BSU email within two business days.
  • Should the accused student elect not to appear, the hearing shall be held in his or her absence. In some cases, the Conduct Board may elect to reschedule the hearing.

C. Sanctions

1. Official Written Reprimand: A written warning that the continuation or repetition of unacceptable conduct may lead to further disciplinary action.
2. Educational Requirements: A student may be required to do interviews, a research project, a reflection paper, university or community service, or other type of assignment to provide a learning experience related to the violation.
3. Restitution: A student, whose actions cause damage to public or private property or injury to another person, may be required to provide monetary reimbursement for restoration of or replacement of property or for medical bills related to injuries.
4. Referral: The student may be referred to an appropriate university service office or to an outside agency to assist that student in achieving personal, social, or emotional growth.
5. Alcohol/Drug Education Program: A student in violation of published alcohol/drug policies or who exhibits inappropriate behavior as a result of alcohol consumption or under the influence of a drug may be required to complete an  education program at the student’s expense.
6. Disciplinary Probation: For a specified period of time during which the student must demonstrate a willingness and ability to conform to all university regulations. Any violation of university policy while on disciplinary probation may result in referral to the University Review Board with the possibility of housing contract cancellation, suspension or expulsion from the university.
7. Ban from an Area: A student may be prohibited from entering or being on the premises of specific residence hall buildings or all residential facilities.
8. Relocation: A student may be relocated to another residence hall and subsequently restricted from the facility and/or the area of where the incident occurred.
9. Termination of Housing Contract: A student may have his/her room and board contract terminated and be required to vacate the residence hall. The student will be given at least 48 hours to vacate the residence halls. Any additional violation occurring prior to vacating the residence halls will be referred to the Office of Student Rights and Community Standards. Students, who are under the age of 21, have not lived two semesters in the residence halls, and are freshmen will be referred to the Office of the Student Rights and Community Standards for possible additional disciplinary sanctions for violation of the residency requirement. Parents/guardians will be contacted when the housing contract is terminated.

D. Appeal Process 

1. A student may appeal the result of a Hall Director Hearing decision to the appropriate Assistant Director of Housing and Residence Life.

2. Decisions by a Conduct Board Hearing or Administrative Hearing may be appealed to the Associate Director of Housing and Residence Life.

3. A student has two business days from the delivery of the original decision to the student's BSU email in which to submit an appeal in writing.

4. A student may appeal based on the following reasons:

  • A substantial procedural error that unreasonably impaired the student or the hearing body. 
  • An unduly harsh sanction against the accused student.
  • New evidence of a substantive nature not available at the original hearing.
  • Evidence of substantial bias on the part of the disciplinary body hearing the case.

5. An appeal may be resolved in one of the following ways:

  • The original decision may be upheld.
  • Modified sanctions, either greater or lesser, may be imposed.
  • The case may be remanded back for a new hearing.
  • All allegations may be dismissed.
6. The appellate decision shall be final and will not be subject to any further appeal.
 

E. Automatic Review 

The Associate Director of Housing and Residence Life will automatically review any case resulting in termination of the housing contract. 

F. Referrals to the Office of Student Rights and Responsibilities (SRCS)

After consultation, any case may be referred to the SRCS for adjudication or for consideration of additional sanctions when: 

  • Violations are of a more serious nature and may warrant consideration of suspension or expulsion from the university.
  • Violations involve off-campus students or actions.
  • On campus students are involved with prior violations that were heard by the SRCS.
  • Or others deemed necessary by HRL staff.  




Housing and Residence Life
LaFollette Complex (LA), room N-10
Ball State University
Muncie, IN 47306

Hours: 8 a.m.-5 p.m. Monday-Friday (summer 7:30 a.m.-4 p.m.)
Phone: 765-285-8000
Fax: 765-285-3743
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