Student Code of Conduct

When registering as a student in NUI Galway, by accepting the terms and conditions, you agree to abide by the Student Code of Conduct below.

• 1.0 Introduction
• 2.0 Broad Principles
  • 2.1 Rights and obligations of staff, students and others
  • 2.2 Academic Conduct
  • 2.3 General
  • 2.4 Use of Buildings, Facilities and Equipment
• 3.0 Specific Examples of Breaches of the Student Code of Conduct
• 4.0 The Wider Community
• 5.0 Disciplinary Authorities 
  • 5.1 Designated Authority
  • 5.2 Disciplinary Officer
  • 5.3 The Discipline Committee
  • 5.4 The Appeal Board
  • 5.5 Membership
• 6.0 Disciplinary Procedure
  • 6.1 Summary Procedure
  • 6.2 Discipline Committee Hearing
  • 6.3 Suspension by the President
  • 6.4 The Appeals Process
• 7.0 Sanctions
• 8.0 Review

1.0 Introduction

The primary objectives of the University are the dissemination and advancement of knowledge and understanding through teaching, research, study and rational discussion.

Any student who enrols for any course in the University in doing so accepts the objectives of the University and is giving a commitment, as a responsible individual and as a member of the University community, to behave in an appropriate manner. 

The Student Code of Conduct offers guidelines as to the norms of behaviour that accord with the obligations of students, but where more specific requirements are in place, they are available on the University’s web site. It should be noted that Students of the University cannot claim any privileged position in regard to the general law of the land.

Breaches of this Code and of any University regulations make students liable to the imposition of sanctions.

2.0 Broad Principles

In the broadest terms the University expects students to behave in a manner which ensures that the University can meet its legal, statutory and contractual obligations, that all students and staff are treated with dignity and respect, that all University property and facilities are used appropriately and that students uphold the good name of the University in their actions both on and off campus. The University will have due regard to a student’s right to freedom of speech within the law and to the relevant University policies.

Rights and obligations of staff, students and others

• Every student and staff member has the right to be treated with dignity and respect.

• Students are expected to acknowledge the authority of the staff of the University, both academic and support staff, in the performance of their duties.

Academic Conduct

• Every student is expected to approach his/her academic endeavours with honesty and integrity.

• Each student shall comply with his/her academic programme requirements in terms of lectures, practicals, assignments and assessments and with all University registration, fee, library, use of computer facilities and examination regulations associated therewith.

• No student shall provide false or misleading information to or withhold relevant information from any party regarding his/her academic achievements.

General

• Every student is required to behave in a manner which enables and encourages participation in the educational activities of the University and does not disrupt the functioning of the University.

• The maintenance of the good name of the University is in the interests of all of the University community and, as the standing of the University depends largely on those who represent it, it is the duty of its students at all times to behave, both inside and outside of the University, in a way which does not bring discredit to the University.

• This Student Code of Conduct does not purport to contain all of the regulations of the University. Where such regulations are made, information as to their content will be publicised and made available to the student body by posting them on the University website. It is incumbent on students to ensure they are familiar with the regulations applicable at any given time. Regulations are currently in place covering among other things  such matters as:

Enrolment and re-enrolment

Admission to Courses and Examinations

Procedures for the checking and appeal of examination results

Plagiarism

Use of  various University facilities

Establishment and Financial Management of Clubs and Societies by Students

The observance of the Code, so far as it applies to the individual student, is his/her personal responsibility and, so far as it applies to recognised groups, is the responsibility of their duly appointed officers.

Breach of any of the regulations of the University will be dealt with either under the appropriate approved University procedure or the Disciplinary Procedure as laid out in Section 6.0 below. Every student is required to cooperate with the disciplinary procedures outlined below. Failure to cooperate or failure to pay a fine or comply with a disciplinary sanction imposed for a breach of discipline (subject to any right of appeal applicable) is considered a breach of this Student Code of Conduct.

Use of Buildings, Facilities and Equipment

• Every student is expected to treat with respect the property, equipment and facilities of the University.

3.0 Specific Examples of Breaches of the Student Code of Conduct

Without affecting the generality of the above the following identifies some specific examples of breaches of this Code:

Obstruction of members of the University staff, agents of the University or other students in the performance of their duties.

Obstruction of any other student in the normal pursuit of his/her course of study.

Any violence or threats of violence or any abuse, either physical or verbal.

Any bullying or harassment or any discrimination on the grounds of gender, marital status, family status, sexual orientation,religious belief, age, disability, race, colour, nationality or ethnic or national origin, membership of the travelling community or perceived political belief or affiliation

Any behaviour that endangers the welfare of the individual or others.

• Making derogatory comments or allegations against a member of staff or other student either in person or utilising electronic media such as e-mail or social networking sites.
• Cheating, plagiarism (for further details on Plagiarism, please see Code of Practice for Dealing with Plagiarism) and circumstances where a student submits the work of another as his/her own or allows another person to undertake an assessment or assignment for him/her.
• Providing false or misleading information or documentation to, or withholding relevant information from, the University or a third party with the intent to gain, or with the effect that a student gains, an unfair academic advantage or other academic benefit or service.
• Providing false academic or professional references or making false claims about academic or professional achievements to the University or a third party for whatever reason.
• Falsification or misuse of University records or documents.
• Personation of others, within or outside the University, in connection with academic attainments or awards.
• Failure, without reasonable explanation, to carry out all or any of the following to the satisfaction of the Academic Council: attend lectures; attend prescribed practical classes, or laboratory, drawing-office or clinical sessions; attend tutorial classes; meet requirements laid down for project-work, essay-writing, or any other prescribed course exercise.
• Conduct likely to disrupt teaching, examinations, study, research, or administration of the University.
• Failure to abide by the regulations governing enrolment on the academic programme, attendance at lectures and other prescribed exercises and the conduct of examinations.
• Failure to abide by regulations governing the use of the Library.
• Failure to abide by the Student Code of Conduct governing the utilisation of Computer facilities.
• Refusal to produce a Student Identity Card when requested to do so by a University staff member who shall identify himself/herself. Every student is issued with a Student Identity Card at Registration which he/she must carry while on University premises. A student may be required to show a current Card for entry to, or in: Lecture Halls, Laboratories, Computer suites, the Library, the Restaurant, or in any part of the University premises and grounds. A student must present this Card if so requested by any member of the University's staff. Students are required to show their Student Identity Card at all examinations.
• Failure to comply with any reasonable oral or written, individual or collective instruction(s) given by any employee or agent of the University in the execution of their duties.
• Any behaviour that could damage the good name or standing of the University.
• Use of social media to organise, support or contribute to social events associated with the concept of "College Week/Rag Week"
• Abuse of alcohol or other substances on the campus, including contravention of the regulations which may be made from time to time relating to the consumption of alcohol or other substances on the campus.
• Smoking in University buildings in contravention of the Public Health Tobacco Act 2002, Section 47 (as amended) and the Tobacco Smoking (Prohibition) Regulations 2003.
• Interference with the University’s safety equipment, fire fighting equipment, security systems or alarm systems.
• Damage, defacement, theft, misuse or use without authorisation of any equipment or property belonging to the University or any Club or Society or the private property of an individual member of the University community.

4.0 The Wider Community

Student behaviour in the wider community reflects on the University and the University will deal with complaints brought by members of the public to the University in respect of student behaviour under this Student Code of Conduct. In particular, students are obliged to behave in a manner that will not bring the University into disrepute when outside the precincts of the University. This includes, but is not limited to, a student’s place of residence and during a work placement, field work or clinical practice.

If a student is the subject of a criminal investigation or has criminal proceedings pending against him/her or has been found to have committed a criminal offence, the University may initiate, proceed with and/or suspend a disciplinary procedure as seems appropriate to it. In such circumstances, it may also suspend the student in accordance with the procedure as laid down at 6.3 below pending the outcome of the criminal process and/or the disciplinary procedure.

5.0 Disciplinary Authorities

  Designated Authority:
The University assigns day-to-day authority to certain staff to deal with the maintenance of order and discipline in their specific operational areas, e.g. Heads of Functions, Security Staff etc.   Each of those staff is a Designated Authority for the purposes of the maintenance of order generally in the University and for the purposes of this Code.

  Disciplinary Officer:
There shall be a Disciplinary Officer, as appointed by the President from time to time, whose function shall be to deal summarily with breaches of the Code brought before him/her or to refer the matter to the Discipline Committee of the University.

  The Discipline Committee:
There shall be a Discipline Committee whose function shall be to deal with any matters referred to it by the Disciplinary Officer and to act as a board of appeal in respect of appeals lodged against the decision of either the Disciplinary Officer or of a designated authority in relation to matters covered by other University rules or regulations. The decision of the Discipline Committee when acting as a board of appeal shall be final.

  The Appeal Board:
There shall be an Appeal Board whose function shall be to deal with appeals against the decisions of the Discipline Committee when the Discipline Committee is not itself acting as a board of appeal.

  Membership
Academic Council shall nominate for a period of four years a panel of twelve people, ensuring that amongst the membership of the panel there are sufficient members capable of conducting a case through the medium of the Irish language. 

The Registrar & Deputy President shall make nominations from this panel to the Discipline Committee and to the Appeal Board and these nominees will normally hold office for four years. 

The Discipline Committee shall be constituted as follows:

Chairman, appointed by the President.

Three members of the Students' Union, nominated by the Students' Union.

Four members selected by the Registrar & Deputy President from the panel nominated by the Academic Council.

The Appeal Board shall be constituted as follows:

Chairman, appointed by the President.

Two members selected by the Registrar & Deputy President from the panel nominated by the Academic Council.

Two members of the Students' Union, nominated by the Students' Union.

An external member of Údarás na hOllscoile, appointed by the President.  

In the event that the Chairman of either the Discipline Committee or the Appeals Board is not capable of conducting a case through the medium of the Irish Language, the President shall appoint a Chairman for the purposes of hearing a specific case through the medium of Irish. If the Chairman of the Discipline Committee or the Appeal Board is found to be implicated in any aspect of the case under review, a Chairman shall be nominated ad hoc by the President from among the members of the Academic Council. 

In the event that an Academic Council nominee of either the Discipline Committee or the Appeals Board is not capable of conducting a case through the medium of the Irish Language, the Registrar & Deputy President shall appoint a member of the panel nominated by Academic Council for the purposes of hearing a specific case through the medium of Irish. 

In the event that a Students' Union representative on either the Discipline Committee or the Appeals Board is not capable of conducting a case through the medium of the Irish Language, the Students’ Union shall appoint a representative for the purposes of hearing a specific case through the medium of Irish. 

No person who is a complainant(s) or defendant in a particular alleged breach shall be entitled to act as a member of any of the bodies dealing with that breach. In such cases the Students' Union or the Registrar & Deputy President will nominate a replacement from the Student Union or the panel nominated by the Academic Council as appropriate.

Membership of the Discipline Committee and the Appeal Board shall be mutually exclusive. Nominated or appointed members of the Discipline Committee and Appeal Board, other than the members nominated by the Students' Union, shall hold office for four years or for the remainder of the term of the panel in the event that someone is appointed to the panel as a replacement. 

Members nominated by the Students' Union shall normally hold office for one year, but such members shall not be precluded from reappointment.

6.0 Disciplinary Procedure

A Designated Authority is empowered to investigate alleged offences in its appropriate area and to issue findings thereon. Subject to appeal, as set out below, the Authority's findings shall be final. A Designated Authority may refer the alleged offence to the Disciplinary Officer or directly to the Discipline Committee if, in the opinion of the Designated Authority the matter, by reason of its gravity or nature, would be more suitably considered by them.

Complaints other than those more appropriately dealt with by a Designated Authority will be made to the Disciplinary Officer.  The Disciplinary Officer may immediately refer the matter to a Designated Authority or to the Discipline Committee if the Disciplinary Officer considers the charge by reason of its gravity or nature would more suitably be considered by a Designated Authority or the Discipline Committee or he/she may deal with the matter under the Summary Procedure outlined below.

The complainant(s) and the student(s) against whom the allegation is made may be present throughout all or any hearings in relation to the alleged offences. At any hearings the student(s) against whom an allegation is made will be entitled to the presence and assistance of a friend.

6.1 Summary Procedure

The Disciplinary Officer shall conduct a preliminary investigation of any complaints made to him/her. He/She shall as soon as is practicable arrange a meeting with the students(s) against whom the complaint is made in order to consider the case, interact with the students(s) and form an opinion on the seriousness of the case and if appropriate proceed to a finding. The students(s) will have the right to be accompanied to the meeting by a friend1. The Disciplinary Officer shall notify the students(s) that they are being interviewed under the conditions laid out in the Student Code of Conduct. The Disciplinary Officer shall also explain that it is the student’s right to refer the matter directly to the Discipline Committee for adjudication at any stage during the meeting. The Disciplinary Officer must confirm that the students(s) understands the process and is willing to continue.

If the student(s) against whom the complaint is made fails, without reasonable cause, to attend the meeting arranged, he/she/they shall thereby be in breach of the Code, and the Disciplinary Officer may proceed to a finding in his/her/their absence.

If deemed necessary by the Disciplinary Officer, the complainant(s) may be called to the meeting to give evidence. If he/she/they fail(s) to attend the meeting, without good reason, the Disciplinary Officer shall not proceed further in the matter, and shall regard the allegation made as withdrawn.

The Disciplinary Officer has the discretion to ask the President of the Students' Union to attend any meetings in an observational capacity.

The Disciplinary Officer shall ask the students(s) to accept or reject the accusation and shall offer to consider whatever submission the students(s) sees fit to make in regard to the charge. Where it proves impracticable for the Disciplinary Officer to arrange a meeting with the student, the Disciplinary Officer shall explain the rights of the students(s) by telephone or failing that by email or by registered letter.

The Disciplinary Officer shall decide whether or not to uphold the complaint.

The Disciplinary Officer, in the event that the complaint is upheld, may impose the following sanctions:

• Dismiss the complaint.
• Issue a verbal warning.
• Except in cases of plagiarism or cheating, impose a fine not exceeding 5% of the annual fee for Year 1 Arts at the time the fine is imposed.  The Disciplinary Officer may also require a contribution by the students(s) towards the cost of remedying, in whole or in part, any damage or loss caused.
• Refer the matter in writing to the Discipline Committee, without making any decision as to guilt, where the Disciplinary Officer considers the charge by reason of its gravity or nature would more suitably be considered by the Discipline Committee.
• Where the gravity of the matter warrants it, the Disciplinary Officer may request the President to suspend the students(s) from the University in accordance with the procedure defined at 6.3 below.

The outcome of the hearing shall be given in writing to the student. The students(s) shall be informed of their right to appeal the decision to the Discipline Committee, the procedure for lodging an appeal and the time limit for lodging an appeal.

The students(s) may, prior to or during the meeting with the Disciplinary Officer request that the matter be referred to the Discipline Committee for adjudication.

Where an alleged breach of discipline appears to involve two or more students, such students may be jointly charged and heard together.

6.2 Discipline Committee Hearing

In the event that a complaint has been referred to the Discipline Committee the Secretary of the Discipline Committee shall summon the student(s), against whom the complaint is made, to a meeting of the Discipline Committee. If the student(s) fails, without reasonable cause, to attend, he/she/they shall be in breach of the Code and the Discipline Committee may proceed to a finding in his/her/their absence.

The complainant(s) shall be asked to present the case to the Discipline Committee. If the complainant(s) fails, without reasonable cause, to attend the meeting the Committee shall not proceed further in the matter and it shall regard the allegation made as withdrawn.

The student(s) shall be asked to admit or deny the alleged offence. If the student(s) admits the substance of the charge or complaint to be true, it shall not be necessary for the complainant(s) to offer evidence, although both parties may make such verbal or written submissions as they wish in relation to the penalty.

If the student(s) denies the alleged charge, the subsequent procedure shall be fair and reasonable having regard to the nature of the offence and the penalties laid down in this Code.

In particular the following practices shall be observed:

(a) All the evidence shall be heard in the presence of the complainant(s) and the student(s) who may be accompanied by a friend to the hearing. The student(s) shall be given the opportunity to question any persons who are called by the complainant(s), who likewise may question any persons called by the student(s).

(b) The student(s) shall be given the opportunity of: offering evidence; calling such persons as he/she wishes to provide supporting evidence; and providing such documentation as is relevant to the issues.

(c) The complainant(s) and the student(s) shall be given the opportunity to make submissions after evidence has been taken including representations in regard to the penalty where the Discipline Committee has found that the charge has been proved against the student.

(d) The Committee shall deliberate in the absence of the complainant(s) and the student(s) and shall be entitled to seek legal advice on any legal matter arising in the course of the proceedings.

The determination of the Discipline Committee shall be given in writing to the student concerned and copied to the relevant Dean of College and/or University Officers as deemed appropriate by the Discipline Committee. The findings of the Discipline Committee when acting as a board of appeal shall be final. If appropriate, the students(s) will be informed of the right to appeal to the Appeal Board, the procedure for lodging an appeal and the time limit for lodging an appeal.

Any student(s) who is currently outside of Ireland may request the Discipline Committee to arrange a non-oral hearing of the Discipline Committee if the student(s) wishes to circumvent the necessity of travelling to Galway to attend an oral hearing. This will be considered by the Chairman of the Discipline Committee and where the Chairman decides to grant such a request, a Discipline Committee shall be convened to consider the allegation(s) against the student(s) on the basis of written submissions from the complainant(s), the students(s) and other relevant parties. The student(s) and the complainant(s) shall be given an opportunity to respond to the other’s submissions before the Committee meets.

A properly convened meeting of the Discipline Committee may proceed to a finding notwithstanding the absence of any member(s).

6.3 Suspension by the President

The President has the right to exclude students and such right may be invoked by him/her at his/her sole discretion. Where the President has excluded a student, the Academic Council at its next meeting shall have power to continue such exclusion until the matter has been dealt with by the Discipline Committee or otherwise. If the Academic Council decides to continue the exclusion, the appropriate disciplinary procedures shall be initiated without delay. During the period of suspension imposed by the President and such subsequent period as the Academic Council may decide, the students(s) inter alia will not be permitted to take any part in the academic activity of the University, such as lectures, laboratory classes, clinical education, fieldwork, examinations, conferring of degrees, etc.

6.4 The Appeals Process

An appeal may be made to the Chair of the Appeals Board, through the Secretary of the Appeal Board, within two weeks from the date of issue of the decision of the Discipline Committee and the appellant shall submit to the Secretary of the Appeal Board, in writing, the grounds for appeal. The date of issue of the said decision shall be the date on which the decision is posted to the student's address as appears on the University's register of students, or the date on which the said decision is handed to the student.

An appeal against the penalty imposed may be made on the grounds of extenuating circumstances.

An appellant shall be entitled, if he/she so requests it, to make additional verbal representations before the Appeal Board.

A copy of the appellant's grounds of appeal including the appellant's submission, if any, shall be provided to the Appeal Board along with a copy of the relevant record of the Discipline Committee.

The appellant and the original complainant(s) may make oral submissions to the Appeal Board.

Where in the opinion of the Appeal Board the requirements of justice so dictate, the Committee may consider evidence which was not tendered at the hearing before the Discipline Committee but provided always that the intention to adduce such fresh evidence has been notified to the students(s) or to the original complainant(s) as the case may be, in time sufficient to enable the students(s) or the complainant(s) to consider properly the fresh evidence and to deal with it adequately at the hearing of the appeal.

The Appeal Board may:

• allow the appeal;
• decrease or increase the penalty, or vary the nature of the penalty;
• reject the appeal.

The determination of the Appeal Board shall be given in writing to the student(s) and copied to the relevant Dean of College and/or University Officers as deemed appropriate by the Appeal Board. The finding of the Appeal Board shall be final.

A properly convened meeting of the Appeal Board may proceed to a finding notwithstanding the absence of any member(s).

7.0 Sanctions

When a breach of the Code has been established after due process any one or more of the following penalties may be imposed:

• Reprimand (a formal reprimand, with a warning that the present breach will be taken into consideration if a further breach of the Code is subsequently established).
• Except in cases of plagiarism or cheating, a fine (determined by the appropriate body, payable under the further penalty of suspension).
• Academic Penalty such as the award of a zero mark for work presented.
• Refusal of admission to a named examination of NUI Galway for a specified period.
• Suspension for a stated period or disbarment from certain activities or suspension from the University until he/she/they has/have complied with the requirements laid down.
• Withdrawal from the University permanently or for a stated period.
• Expulsion i.e. that his/her/their name(s) be removed from the books of the University and that he/she/they be barred from the University premises permanently.

The appropriate body may, although the allegation is proved, refrain from imposing a penalty and give an absolute or conditional discharge.

In addition to any penalty or discharge, an order may be made requiring the payment of debt, damage or compensation under the further penalty of suspension or expulsion.

8.0 Review

This Code shall be reviewed at intervals not less frequently than five years from its coming into operation, but it may be reviewed at other times on the decision of the Academic Council or at the request of the Students' Union, with the approval of the Academic Council. Any such review will be carried out by a Committee with equal membership, respectively, from the Academic Council and the Students' Union, under the Chairmanship of the President or of his nominee.

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