University Code of Conduct

Universities are unique communities committed to creating and transmitting knowledge. They depend on the freedom of individuals to explore ideas and advance their capabilities. Such freedom, in turn, depends on the good will and responsible behavior of all members of the community, who must treat each other with tolerance and respect. They must allow each other to develop to the full range of their capabilities and take full advantage of the institutions’ resources.

The University Code of Conduct aims at providing all students at QU with clear standards of behavior. By registering as a student, all students acknowledge their awareness and knowledge of the University Code of Conduct and its procedures. Moreover, they understand the consequences of the violation of these standards; violations may be of an academic or non-academic nature.

Students attending an off-campus event as representatives of the University (such as conferences, or athletic events or club activities, Athletic events, etc.) are subject to this code.

QU expects its students to adopt and abide by the highest standards of conduct in their interaction with professors, peers, staff members and the wider University community. Moreover, QU expects its students to act maturely and responsibly in their relationships with others. Every student is expected to assume the obligations and responsibilities required from them for being members of the QU community.

As such, a student is expected not to engage in behaviors that compromise their integrity, as well as the integrity of QU. While the University encourages its students to express themselves freely, this freedom is forfeited when it infringes on the rights of others. Specifically, a student is expected to abide by the principles within the academic and non-academic domains as outlined below.

STUDENT RIGHTS AND RESPONSIBILITIES

Student Rights

QU recognizes the rights of its students to:

• Access to the academic and non-academic opportunities available to them at the University, provided such opportunities fall within the standards and/or requirements adopted by the University.
• Freedom of thought and expression, in alliance with applicable policies, rules and laws adopted by the University.
• Equal opportunities regardless of race, color, gender, religion, ethnicity, age or disability.
• Confidentiality of university records. University records are not disclosed to other parties unless there is a student's explicit written consent, except for authorized persons as stated in section "Confidentiality of Student Records".
• A fair university judicial process whenever applicable.

Student Responsibilities

QU students should:

• Contribute to maintaining a safe and orderly university educational environment.
• Show respect to other individuals at QU; Faculty, students, staff and visitors.
• Be familiar with and abide by all students' bylaws, policies and procedures.
• Work to the best of their ability in all academic pursuits.
• Behave responsibly.
• Pursue knowledge.
• Dress appropriately and according to the University rules and regulations.
• Accept responsibility for their actions.

CONFIDENTIALITY OF STUDENT RECORDS

All students’ records and associated financial records are considered confidential. Student university records are established and maintained for administrative purposes. Access to these records is limited to the student and designated university officials as stated below. Access to these records by other individuals requires the student’s explicit written consent, with the exception of the student’s parents or his/her legal guardian.

University officials who have legitimate educational interest can have copies of students’ records if the needed information is integral element of the work. A “university official” includes faculty, staff, a member of the board of Regents, third-parties acting on behalf of the university, and individuals, including students, serving on university committees. The decision, as to whether a legitimate educational interest exists or not, will be made by the custodian of the records on a case-by-case basis. Should contractual agreements between the student and external agencies sponsoring him/her require the release of these records to such agencies, the student must sign a release form/ or write a release letter to that effect once he/she is admitted to the University.

A student working at QU is considered an employee of the University and, as such, is sometimes required to handle confidential materials. Therefore, he/she is not permitted to divulge (disclose) any confidential information, and is required to sign a statement of confidentiality prior to working at the University.

JURISDICTION

All charges involving any violation of the University Code of Conduct will be transferred to the Vice President for Student Affairs (VPSA) for documentation purposes and for determination of the appropriate action to be taken in consultation with concerned parties when the need arises.

DEFINITIONS OF ACADEMIC VIOLATIONS

Academic violations are divided into three categories and include the following:

First Category includes:

Inappropriate Collaboration

Inappropriate Collaboration includes but not limited to working with someone else in developing, organizing or revising a submitted work without acknowledging that person’s help. This work may include: projects, papers, oral presentations, research, design projects or take-home examinations, use of tutors for writing, editing or producing a submitted work, and the use of unauthorized assistance in all cases of submitted work.

Disruption of discipline:

Disruption of discipline includes any disruptive behavior during classes as well as any behavior that affects the educational sessions at QU negatively.

Category Two includes:

Dishonesty

It includes cheating or any attempt of cheating or disruption during testing sessions. Dishonesty in examinations and any submitted work may include the following forms:

1. Submission of non-original papers; test results, work and materials;
2. any form of communication between or among students during examination;
3. cheating from another student during examination;
4. copying from another's paper, giving unauthorized assistance,
5. obtaining unauthorized advance knowledge of examination questions, through the use of mobiles or other electronic devices
6. obtaining false scores on machine-graded examinations;
7. Submitting any material prepared by or purchased from another person or company including reports and research papers.

 

Work completed for one course and submitted to another

In general, any work for one course should not be presented for another course. Similarly, the students are reminded that when incorporating their own past research in current projects, they must refer to such previous work. Academic assignments include research; statistical data; research interviews; homework and assignments.

Category Three includes:

Impersonation

Impersonation is the state in which a student or any other person fraudulently attends an exam or any academic activity or obligation in place of another student.

Deliberate falsification of data

This involves the deliberate act of falsifying any kind of data or manipulating/distorting any supporting documentation for coursework or other academic activities.

Complicity in academic dishonesty

Complicity in academic dishonesty means helping or attempting to help another student to commit an act of academic dishonesty. This includes but not limited to doing work for another student; designing or producing a project for another student; willfully providing answers during an exam or quiz; contacting a student on a mobile device while taking an exam and providing information; providing a student with an advance copy of a test; leaving inappropriate materials behind at the site of an exam or test; and altering outcome results.

Intellectual Property (IP) violations / Plagiarism

Respect for original intellectual creativity is vital to academic discourse. This principle applies to works of all authors and publishers in all forms. This encompasses respect for the right to acknowledgement; the right to privacy and the right to determine the form, manner and terms of publication and distribution.

As a general rule, copying, distributing, making derivative work, displaying, or performing copyright-protected work requires the permission of the copyright owner. For purposes such as discussion, analysis, comment, teaching, scholarship, or research, copyrighted work may be used without permission and will not be considered an infringement of copyright, provided that the source has been acknowledged. Since electronic information is easily reproduced, respect for the work and personal expression of others is especially critical in electronic media. Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, and trade secret and copyright violations may constitute grounds for disciplinary action against any member of the academic community.

Plagiarism applies to all student assignments or submitted work and it includes the use of the work, ideas, images or words of someone else without his/her permission; use of someone else’s wording, name, phrase, sentence, paragraph or essay without referring to the source, and misrepresentation of the sources that were used.
 

Adjudication of offenses

Cases resulting from alleged violations of the student integrity code are within the jurisdiction of a faculty member, department head, dean of the college, and the Vice President for Student Affairs. , The concerned personnel will consult with the Student Judiciary Committee (SJC), which a university-wide committee, to investigate cases of violations. The mandate of the Student Judiciary Committee is to advise the Vice President for Student Affairs on individual cases with respect to academic or non-academic violation of the integrity code. The Committee, in conducting its business, will observe:

1. The concepts of procedural fairness, and
2. The existing University Code of Conduct.

This will be accomplished by considering the facts of each case; and examining the preceding deliberations to ensure that the procedures were consistent with QU policy.

In cases of academic offenses, if they are not resolved by the faculty member or within the department, the dean of the college in which the alleged academic offense took place should consult with the college’s Student Affairs committee to investigate these cases. However, academic offenses which may lead to a student’s dismissal from the University should be forwarded to the Vice President for Student Affairs, who shall communicate the decision to the Vice President Chief Academic Officer, the QU legal Advisor and the President of the University to take the decision. The ultimate decision to dismiss a student from the university lies within the jurisdiction of the president of the university who might seek the advice of the Director of legal affairs office.

Disciplinary Actions

A student is advised that violations of the University Code of Conduct will be treated seriously, with special attention given to repeated offences. A notation of the University Code of Conduct violation will be entered on the student's permanent record. Penalties for violations of QU rules and regulations or for acts of student misconduct may include one or more of the following:

Category One

• Students will be asked to resubmit the work assigned by the faculty member, or to submit additional work for the course in which the offense occurred.
• A lowered grade or loss of credit for the work found to be in violation of the integrity code.
  
   

Category Two

• Written warning from the Dean's office of the college where the student is enrolled.
• Exclusion from academic privileges, including Dean's honor's List and VP list of honors all through enrollment at QU.
• A failing grade of (F) or (WF) or denial of credit for the course in which the offense occurred.
• Suspension for one term from the university followed by exclusion from academic privileges (Dean's list and VP list of honors)
• Reprimand from the dean of the college, a reprimand is a written statement of disapproval of behavior issued by the dean of the college and filed in the student's university records.

Category Three:

• Written warning: It is an official written notification issued by the office of the VP of student affairs specifying that the student's behavior violates the University Code of Conduct, that the action or behavior must cease, and that further misconduct could result in additional disciplinary action.
• Suspension for two consecutive terms.
• Expulsion from the University.
• Temporary suspension of granting the Academic degree.
• Cancelation of the Academic degree granting decision in case of fraud in the documents or procedures that led to granting the degree.
  
   

PROCEDURES AND GUIDELINES:

1. The immediate responsibility for dealing with instances of academic dishonesty, plagiarism, disruption in classroom and other academic violations rests with the faculty member. In any case of academic offense committed by a student, the faculty member should fill out the relevant form of student offense (Offense Record Form) which shall be documented in the student's personal file in the college's archives and within the office of the VP of Student Affairs (VPSA). This action will allow the University to monitor and record multiple cases of student offenses at the university level.
2. In the case that a faculty member is convinced that the alleged offense has resulted from a lack of judgment on the student's part rather than an intended dishonesty, the faculty member shall require the student to submit an acceptable academic work that must be put on record in the student file. In such cases, the faculty member may, for example, require the student to rewrite or correct the original work or assignment or to resubmit a substitute work or assignment.
3. In the case that a faculty member is convinced that the alleged offense is intentional, the following options are possible:
   1. Asks the student to apologize and continues the work with honesty and confirmation to rules.
   2. Deduct the student's grade during the assignment or test
   3. Asks the student to hand in the paper to be graded.
   4. Asks the student to hand in the paper to be marked with a grade of Zero.
4. The faculty member who is reporting an allegation of dishonesty must report such action within 3 working days from the date of occurrence or discovery of the alleged offense. The form "Offense Record Form" should be forwarded to the VPSA and the Department Head in which the alleged offense took place.
5. Based on the level of severity of the alleged offense, and after consultation with the faculty member concerned, the Department Head documents / notes his/her opinion (on the form) after meeting with both the faculty member and the student.
6. The form is then forwarded to the dean of the college for either the final decision, or to be forwarded to the Vice President for Student Affairs. At the college level, the dean's decision must be based on the recommendations given by the College Student Affairs Committee, whose members are selected at the beginning of the academic year.
7. In all cases, offenses must be recorded and sent to the Vice President for Student Affairs for monitoring purposes.
8. In all cases, the student must attend any meetings requested by the college in which the offense has taken place, or by the University, for hearing purposes. Failure to do so may result in making decisions based on available facts.
9. In cases where the faculty member is not satisfied with the decision of the College Committee, he/she may appeal the decision to the Vice President for Student Affairs.
10. A student does not have the right to drop or withdraw from the course in which he is subject to investigation for violation. In case the course was dropped, the University has the right to re-register the student in the course and implement the suggested measure by the committee that is looking into the case or the judicial committee.

 

DEFINITIONS OF NON-ACADEMIC VIOLATIONS

Non-academic violations of QU's code of conduct are divided into three categories:

Category one includes:

1. Illegal trespassing or entering on any University property, including any building, structure or facility.
2. Any inappropriate behavior that negatively affects the educational environment within QU Campus including traffic violations and non -compliance to guards directions or obstructions of traffic.
3. Damaging, destroying or defacing university property or that of any person while on university premises.
4. Unauthorized possession, duplication or use of keys of university buildings, facilities, or property.
5. Unauthorized entry into or use of university facilities or property, including computer hardwares and softwares.
6. Unauthorized posting of signs, notices, flyers, banners, and announcements.

 

Category two includes:

1. Aggressive, disruptive, destructive, or abusive behavior towards faculty members inside the classrooms or even outside the campus or through channels of social media.
2. Harassment (verbal or physical) and/or intimidation of peers, faculty, and university visitors and employees in person or through channels of social media or emails.
3. Behavior that threatens the physical or emotional safety and well-being of others within campus grounds, premises, and facilities including smoking or possession/usage of illegal substances inside Campus facilities or within the confines of QU campus.
4. Violation of Qatar University Dress Code: QU recognizes cultural diversity and respects the requirements needed for a productive learning environment. Students, both males and females, are expected to dress in a manner respectful of the local Qatari culture and traditions as well as the Academic nature of the institution. Inappropriate dress for both males and females is unacceptable.
5. Using any social media channel to defame QU or posting pictures of any of the QU staff, faculty members, or students without their consent.
6. Violation of the Confidentiality policy by unprofessional exploitation of any Student Employment position in any department or center at QU including disclosure of any information about any member of QU faculty, staff or student. It also includes illegal use of any service.

 

Category three includes:

1. Any behavior that would threaten the lives of others physically or morally within the confines of the QU campus or its facilities.
2. QU expects its students to behave in a way that respects the norms and social behavior of the Qatari society and the Academic environment of its premises that mandates segregation. Violations of this respect of norms includes as well inappropriate behavior including verbal or physical harassment in addition to invading the privacy of others in all its forms within the confines of the QU campus.
3. Theft, which includes stealing of private or university property while on university premises or in connection with any university activity. Moreover, it includes making use of any services without rights to do so.

 

Disciplinary actions are related to the seriousness of the violations and their impact on all involved parties and they include:

Category one:

1. Reprimand.
2. Written or oral warning.
3. Loss of student employment eligibility.
4. Loss of merit scholarship.
5. Restitution: reimbursement to the University for any damage or misappropriation of university property after the campus Facilities department values the magnitude of damage.
6. University Service: A student may be required to do a number of service hours, engaging in light work tasks, such as the maintenance of college/university property and/or clerical work.

Category two:

1. Written Warning: in case there is a clear violation of QU dress code and incongruent with the expectations of Qatari society such as sleeveless shirts or short skirts/pants. It applies to an extreme level of Makeup in case of female students.
2. Restriction by exclusion from participation in social activities, which includes but is not limited to being prohibited from: representing QU in any official activity or event, be it cultural or athletic; entering any of university facilities; or serving as an officer of any student organizations.
3. Dismissal for one semester or more.
4. Strongly advised to attend treatment or counseling, as determined by the director of the Student Counseling Center, in consultation with the VPSA.
5. Loss of merit scholarship.
6. Expulsion from University.

 

Category three:

1. Restriction by exclusion from participation in social activities, which includes but is not limited to being prohibited from: representing QU in any official activity or event, be it cultural or athletic; entering any of university facilities; or serving as an officer of any student organizations.
2. Dismissal for one semester or more in case the same violation is repeated.
3. Strongly advised to attend treatment or counseling, as determined by the director of the Student Counseling Center, in consultation with the VPSA.
4. On or off campus Service duty: A student may be required to do a number of service hours, engaging in light work tasks, such as the maintenance of college/university property and/or clerical work.
5. Expulsion from university especially in case of repetition of violations or the enormity of the violation

 

As for non-academic offenses, any member of the university community may file a charge of misconduct against any student. The concerned party should fill out a non-academic offense record form within three days of the occurrence of the incident. Charges are to be filed with the Vice President for Student Affairs who will notify the student of the offense with which s/he is being charged, conduct interviews, determine if the Code has been violated and decide an appropriate response. The University keeps the right to inform the parents or custodians of the student at any time during the investigation process.

 

PROCEDURES AND GUIDELINES

The following procedures are to be followed in case of non-academic offenses by students:

1. Fill the form of non-academic violation
2. Send the form to the office of the VP of student affairs.
3. The office of Discipline in the VP office will review the complaint, check the student's record and record the complaint.
4. The discipline officer will decide if the complaint should be referred to the judicial committee or to be dealt with in the VP office.
5. When the case should be referred to the judicial committee, the office of the VP will send it to the committee.
6. When the case is to be dealt with within the jurisdiction of the VP office, the discipline officer will recommend the appropriate actions against the student based on the code of conduct.
7. The VP of student affairs meets the student in presence of the discipline officer to inform student of the decision.
8. The office of the VP of student affairs will keep the case in their records.
9. The office of the VP of student affairs will inform all concerned parties about the decision such the registration department, activities department, office of the Dean of the college in which the student is enrolled, scholarship office, etc…

 

Records of Disciplinary Actions

Records of the violation and disciplinary action charges and sanctions will be maintained as part of the confidential records in the office of the VPSA and the respective dean of the college for a period of two years after the student graduates or ceases to be a student. Suspension and expulsion charges will become part of the student's official transcript of record.

 

Appeal Disciplinary Committee:

The president will form an appeal disciplinary committee consisting of three members to look into the appeals submitted by students to review the procedures of any of the cases decided upon by the judicial committee. The student should appeal against the disciplinary decision recommended by the judicial committee during the first 15 days after being informed of the decision. The committee’s term is two years subject to renewal.

VIOLATION OF THE University Code of Conduct FORMS

Non-Academic Violations Form
Academic Violations Form

Notification of Outside Parties

When deemed appropriate, the University reserves the right to notify a student's parents or guardians at any time during a disciplinary process.

Resolving Student Disputes

Qatar University is committed to a policy of fair treatment of students in their interactions with all other members of the University community.

Academic Disputes

Academic disputes may include, but are not limited to: admission, grades during the academic semester, academic suspension, charges of dishonesty, plagiarism, deliberate forgery of data, work completed for one course and submitted for another, and violation of intellectual property. The Final Grade change appeal is excluded from this section, please refer to section 4.13.

Scope

This section sets forth the procedures to be followed by a student who believes he/she has been unfairly or improperly treated by a faculty member in light of the academic process. For example, it applies to disputes over grade assignments during the academic semester, decisions about program or degree requirements or eligibility, or claims that course requirements are unfair.

Informal Resolution

The student should first try to resolve the grievance informally by discussing the grievance with the faculty member as soon as is reasonably possible after the student becomes, or should become aware of the matter. If the student and faculty member are not able to reach an agreement, the student should discuss the objection with the faculty member's department head. If the complaint remains unresolved, the student should discuss it with the College Dean. In these informal discussions, the department head or dean is encouraged to mediate the dispute. In particular, he/she should talk to both the student and the faculty member, separately or together, and should examine any relevant evidence, including any documentation the parties wish to submit. If the student objection is against the department head or the dean, the student should discuss it with one administrative level higher than that of the department head/dean.

Formal Resolution

1. Submit the official online application through myBanner within ten (10) business days of the incident outlining the complaint, the individuals involved, the date and the location of the incident. The student will be informed of the decision by e-mail within ten (10) business days of the complaint's submission. Note that this process is confidential.
2. If the student is not satisfied with the outcome, he/she has the right to appeal the decision within ten (10) business days of its announcement. The result of the appeal will be e-mailed to the student within ten (10) business days of submitting the appeal.
3. In all cases, if the student does not receive a formal response within ten (10) business days of the complaint/appeal submission, he/she should consider the request rejected.
4. In cases where the student believes that the procedures were not properly followed, he/she has the right to appeal the decision to the Vice President for Student Affairs. The appeal must be filed within ten (10) business days of the date of the decision. The Vice President for Student Affairs shall review all documentation relating to the appeal and make a decision. At this stage, the outcome of the appeal is final and no further appeal is available.
5. All documents related to the complaint, appeal, and decision shall be kept at the Office of Vice President for Student Affairs.
    

Withdrawal of Complaint

Students may withdraw a previously submitted complaint while the complaint is being investigated. In such cases, the complaint will be closed and applicable parties will be informed of the withdrawal. Complaints which have been closed may not be withdrawn.

Non-Academic Disputes

Non-academic issues may include, but are not limited to, harassment (verbal or physical), intimidation, disruptive or abusive behavior within the limitations of QU campus, fines, fees, exclusion from a use of service, discrimination, record access, and violation of policy.

Scope

This section sets forth the procedures which should be followed by a student who believes that he/she has been unfairly or improperly treated by a member of the University community with regard to a non-academic matter.

Informal Resolution

The student should first try to resolve the complaint informally as soon as reasonably possible after the student becomes, or should become aware of the matter. If the matter involves a staff member, and the student and the staff member cannot reach an agreement, the student shall discuss it with the staff member's supervisor. Similarly, if the matter involves a faculty member, and the student and the faculty member cannot reach agreement, the student shall discuss the grievance with the faculty member's department head. Although students are encouraged to resolve the complaint informally, the nature of certain cases may require that the informal process be bypassed.

Formal Resolution

1. Submit the official online application through myBanner within ten (10) business days of the incident outlining the complaint, the individuals involved, the date and location of the incident.
2. The Vice President for Student Affairs will review and direct the complaint to the appropriate department. The personal details of the complainant will be removed to ensure confidentially. The student will be informed of the decision via e-mail within ten (10) business days of the complaint's submission.
3. If the student believes that the procedures have not been properly followed, he/she has the right to appeal the decision within ten (10) business days of the decision. The Vice President for Student Affairs shall review all documentation relating to the complaint and make a decision. At this stage, the outcome of the appeal is final and no further appeal is available.
4. The decision of the appeal is final and may not be appealed. In cases where the Vice President for Student Affairs recommends dismissal from the University, the student may submit an appeal to the University President.
5. All documents related to the complaint, appeal, and decision shall be kept at the Office of Vice President for Student Affairs.
    

Withdrawal of Complaint

Students may withdraw a previously submitted complaint while the complaint is being investigated. In such cases, the complaint will be closed and applicable parties will be informed of the withdrawal. Complaints which have been closed may not be withdrawn.

Confidentiality

Information related to a complaint is treated as confidential and is only shared with authorized individuals on a need-to-know basis. This information is used for the purpose of investigating and resolving the complaint in accordance with QU policy.