Why initiate disciplinary proceedings?
The disciplinary procedure is the final step that can be taken, if all other informal attempts to resolve the matter have failed (mediation, communication between the parties, etc.) and/or in the event that the inappropriate behaviour in question is of a sufficiently serious nature, whereby other attempts at resolution are neither possible nor desirable. If the case concerns other students, then the Vice-rector of Education and Student Affairs will be the person who will handle your case, with absolute discretion. Any cases that involve members of staff will be handled by the Rector. Learn more about disciplinary proceedings for staff members.
How does a disciplinary procedure for students work?
First contact
The complaint should be made in in writing to the Vice-Rector – this can be in the form of an email. The Vice-Rector decides whether there's a further investigation into the matter. In case of an investigation, the Vice-Rector leads it and does so within a reasonable timeline.
Confidential conversation
Upon receiving the complaint, the Vice-Rector will meet with the complainant(s). The Vice-rector will also meet with the student(s) about whom the complaint has been filed. The Vice-rector may then, either as an own initiative, or in response to a request by one of the parties concerned, invite all the parties involved for a conciliatory meeting. During this meeting, the Vice-rector will attempt to achieve a resolution between the parties, and/or to redress the damage. Should there be made specific agreements, it is determined during which period of time they must be executed. The disciplinary proceedings are suspended during the period of execution. If the agreements were not respected during this period of time, the disciplinary procedure will continue.
The disciplinary procedure will also continue if there is no possibility of a reconciliation. The Vice-Rector will determine whether to take temporary measures and will decide on the further consequences of the complaint.
Measures and sanctions
The Vice-Rector may impose temporary measures or restrictions upon the student(s) concerned, when it is deemed necessary in the interest of safety and good order at the university. For example a (partial) ban to enter campus, being prohibited to contact the other party, being forbidden to enter a student accommodation...
Once the investigation is complete, the Vice-Rector may decide to dismiss the complaint, to issue a warning, or to refer the complaint to the disciplinary committee.
During the hearing conducted by the disciplinary committee, the student against whom the complaint has been made will be questioned once again. Thereafter, the disciplinary committee will decide whether a disciplinary sanction or combination of sanctions needs to be imposed: a warning, a termination of a rental contract, a suspension of the right to use certain student facilities, a suspension of one or more course components or educational activities, a suspension of all educational activities and the use of all student facilities (which may or may not include one or more exam periods) or even expulsion from the university.
What not to expect from a disciplinary procedure
The VUB disciplinary procedure is very different to criminal proceedings conducted by the police or the courts. The disciplinary procedure is more limited in its scope:
- It only applies to the VUB community and for behaviour stated in the university’s disciplinary rules.
- There are limited means to carry out an investigation. The Vice-rector and disciplinary committee use testimonials of witnesses and other available evidence. Only the police or court of law can perform forensic investigation, e.g. extract information from computer or mobile phones.
- Sanctions are only related to one's studies or housing at VUB.
- Any sanction imposed will not be published in a register, for example a criminal record or a student file, and is not accessible to other educational institutions
It's possible the university's disciplinary procedure and a police investigation will run simultaneously. However, they are run completely independently of each other. A disciplinary complaint does not automatically mean that the offence committed will be reported to the police. A separate complaint to the police is necessary. Any follow-up or feedback about a complaint made to the police will only be handled by them.
Psychological or therapeutic help is provided by VUB services (or external partners) outside of the disciplinary procedure.
