Student Discipline Matters under Hybrid Onsite and Online Conditions (OSD Memo)

Memo for:               The Loyola Schools Community

Memo from:           [Sgd.] Carolyn Soledad P Natividad, PhD (Cand)
                               Director, Office of Student Discipline

Date:                      13 June 2022

Subject:               STUDENT DISCIPLINE MATTERS UNDER HYBRID ONSITE

                           AND ONLINE CONDITIONS

Given the transition to the new normal, with greater access to campus under hybrid onsite and online conditions, the following memo is issued for the guidance of the LS community on the matters related to Student Discipline, which includes the processing of student violations of the Code of Conduct, as well as the Code of Decorum and Administrative Rules on Sexual Harassment, Other Forms of Sexual Misconduct, and Inappropriate Behavior (“Code and Rules”). 

This memo proceeds from the same commitment of the Office of Student Discipline (OSD) / Office of Decorum and Investigation (ODI) in the past two years to the safe and reasonable conduct of disciplinary inquiries, processes, and implementation of sanctions given the changing conditions under the COVID19 pandemic.  The following guidelines are issued after consultation with the Associate Dean for Student Formation (ADSF), the Chairs of the Committee on Discipline, the Chairs of the Committee on Decorum and Investigation, LS Legal Counsel, the Director of the University Office of Decorum and Investigation, and the Director of the University Legal Compliance Office.

In general, given the variable circumstances that the hybrid mode of education Loyola Schools students will be undertaking starting the Intersession Semester of SY 2022-23, similar considerations as those contained in prior memoranda shall continue, in large part, to be observed in the current/future semesters which entail hybrid teaching and learning.

Please note the following, which contain specific, updated details as regards complaints that have been filed/will be filed with the OSD/ODI:

A.     The processing of student disciplinary complaints will proceed with both onsite and online options available, and will continue to be handled with care and consideration of possible limitations brought on by the variable personal circumstances of the persons concerned.   The ability of all parties in a complaint to participate fully in the disciplinary process, whether online or onsite, remains the primary concern. 

B.     Processes of the OSD/ODI that have been transplanted to the online environment will remain available.  These online options also continue to be the safest options in terms of the processing of requests or fielding queries.  Case handlers will continue to facilitate remote conferences with the different parties.  Facilities established for the submission of online documents, sharing of exhibits, obtaining agreements, and mapping out procedures are similarly retained.

C.     Student Discipline Officers will continue to guide and accompany all those involved in the different stages of the disciplinary processes, with flexible arrangements.  Both onsite and online consultations are available by appointment.  The mode of interviews will vary depending on the conditions of the case and the limitations of circumstances, always with consideration of the concurrent safety protocols and government/school regulations.

D.     The availability of psychosocial support for parties undergoing a dispute/participating in a disciplinary investigation remains very important.  This concern includes ascertaining the fitness and readiness of persons to engage with OSD/ODI and the Discipline Committee (DC) / School Committee on Decorum and Investigation (SCODI). Recommendations/referrals to additional support persons/systems (e.g. Counselors from the LS OGC, Companions from the Gender Hub, clinicians, etc.) will remain standard. 

E.      Discipline Committee/SCODI hearings will continue with multiple options for participants.  Participants are provided the following choices regarding their attendance, according to their ability and circumstances: they may choose to (1) waive their appearances (whereby the DC/SCODI will rely on written statement/s to be or already submitted by them, and any other available evidence), (2) undergo online hearings (given the availability of minimum technical requirements), or (3) have onsite hearings adhering to the applicable safety protocols regarding face-to-face meetings. Implementing guidelines for online hearings are made available to complainants/witnesses/respondents for consideration prior to the commitment to participate.

F.      The schedule of formation sessions (e.g. counseling, moral guidance, anger management, gender sensitivity training, etc.) related to or arising from disciplinary matters will be coordinated with the service providers.  Online and onsite options may be considered/ developed as the need arises.

G.     Regarding Suspensions and Community Service under hybrid onsite and online conditions:

1.       Students with suspensions of two weeks (10 days) or less within a semester will have their suspensions converted to community service (see G.2 below). The suspensions, regardless of conversion, remain on the students’ records.

2.      Under the new normal, Community Service will be increasingly held on campus, depending on capacity and the applicable health and safety guidelines at the time of the implementation.  When the same is not feasible or recommendable given government/school regulations, or medical conditions of the student, the proposal of  Community Service Projects instead of completing service hours may be entertained (with corresponding justification, upon the approval and with the discretion of the Director of OSD/ODI). Community Service Projects are based on output instead of hours served. These Community Projects ought to have value to specific communities/institutions (e.g. public health campaigns), and/or future use (e.g., awareness projects related to the offense committed). Such proposals must be submitted to the assigned Discipline Officer, for guidance and clearance. Documentation will be expected.

H.     Students with pending sanctions need to fulfill their sanctions prior to being cleared for transfer/graduation/release of school documents/registration for the following semester.

For inquiries, please write to the Office of Student Discipline at studentdiscipline.ls@ateneo.edu.

Under the new normal and its attendant possibilities, OSD/ODI underlines its commitment to working with the LS community in proceeding with due process, diligence, and regard, focusing on formative goals and restorative justice.