Access Service
Code of Conduct and Disciplinary Process
- PURPOSE AND APPLICATION
This Code of Conduct and Disciplinary Process applies to all people at the Access Service at the University of Ottawa. This Code enables Access Service to implement a disciplinary process in the event that someone behaves inappropriately, as defined in this document.
- RIGHTS AND RESPONSIBILITIES OF STUDENTS REGISTERED WITH ACCESS SERVICE
- Students and visitors have the right to a secure environment, free from unreasonable interruption, interference and harassment.
- Rights carry a share of responsibility, more specifically, individuals are responsible for behaving appropriately and in a spirit of collaboration so that the Access staff is able to provide the university community with the best possible services in an efficient and timely manner. Under no circumstances will inappropriate behaviour be tolerated.
- CODE OF CONDUCT
Inappropriate behaviour takes many different forms, as described below:
- Using abusive language: any swearing, screaming and/or uttering insults that will preclude any possibility of a discussion between a student or a visitor and staff;
- Using improper behaviour involving threats: any verbal or physical violence towards anyone at the Access Service that intimidates or otherwise endangers his or her personal health and safety;
- Harassment: any unwanted behaviour directed at an individual or group by another who knows or ought to reasonably know that this behaviour is unwanted. Sexual harassment is a specific form of harassment defined under the University’s Sexual Harassment Policy #67.*
- Damage and destruction of property: vandalising, destroying or otherwise misusing the Access Service property.
- DISCIPLINARY MEASURES
Any behavior deemed unacceptable by an employee of the Access Service will be reported to the management team of the Access Service who will determine whether a sanction should be imposed. If the behavior reported falls under any of the categories of unacceptable behaviours mentioned above, the following procedure will be applied: the student will first receive a verbal reprimand, then a written reprimand, and lastly, a letter detailing the sanction to be applied.
- A verbal warning will be issued to the offending party regarding the unacceptable nature of their behaviour. The Access Service will inform the party of the rule he or she has violated and of the consequences should the violation be repeated. The University of Ottawa Protection Services will be informed.
- A written warning will be issued when the offending party’s inappropriate conduct constitutes a second violation of this code. The written warning will be placed in the student’s file at Access Service. A copy of the letter will be sent to the Associate Dean of their faculty, to the Director of the Student Academic Success Service and to Protection Services. For a visitor, the letter will be sent to the University of Ottawa Protection Services.
- A written warning with sanction will be issued if an infraction is again committed after the written warning. The written warning with sanction informs the student of their ineligibility to receive adaptive measures at Access Service for a period of one year. The letter will be placed in the student’s file at Access Service and a copy of the letter will be sent to the Associate Dean of their faculty, to the Director of the Student Academic Success Service and to Protection Services. For a visitor, he or she will be banned from Access Service for an indefinite period of time and a letter will be sent to the University of Ottawa Protection Services.
- APPEAL PROCESS
The student may appeal the decision if they feel it is too severe in light of the circumstances. The student must submit a request to appeal to the Director of the Student Academic Success Service within thirty (30) consecutive days following the receipt of the Access Service Manager’s decision.
The Director will convene, as soon as possible, an appeal committee composed of the following members:
- the Associate Dean (or representative) of the student’s faculty, who will act as the chairperson of the Committee;
- the Access Service Manager;
- the employee concerned (if necessary);
- a neutral person who will act as mediator.
The student will be invited to attend a meeting of the appeal committee and will be given an opportunity to present his or her case. The student may be accompanied by a friend, parent, guardian or witness. If required, a member of Protection Services or of the Access Service staff may be invited to present a report. The student will be notified prior to the meeting of those who will be in attendance.
The student will also be provided with a copy of all documentation to be considered by the appeal committee. Depending on the circumstances and the nature of the infraction, adaptive measure services may remain in effect pending the outcome of the appeal.
After each party has presented his or her case, the appeal committee will decide whether to uphold the decision of Access Service. The appeal committee may impose any conditions it deems appropriate relating to the reinstatement of adaptive measure services. The decision of the appeal committee is final and will be provided in writing.
Should the student decide not to attend the meeting of the appeal committee, a decision will be made in his or her absence and will be communicated to the student in writing.
* Formal complaints of sexual harassment are handled by the Sexual Harassment Office. A copy of Policy #67 can be found at the University of Ottawa, Sexual Harassment Office website.