Student Life

Student Life srodriguez31 Fri, 05/11/2012 - 14:59

Academic Honor Code

Academic Honor Code rrotoloni3 Wed, 06/13/2012 - 22:48

GEORGIA TECH HONOR CHALLENGE STATEMENT

I commit to uphold the ideals of honor and integrity by refusing to betray the trust bestowed upon me as a member of the Georgia Tech community.

GEORGIA TECH HONOR CODE

Graduate Students, please read the Graduate Addendum.

Article I: Honor Agreement

Article II: Academic Honor Code

Article III: Honor System

Article IV: Amending the Academic Honor Code

Appendix A: Graduate Addendum to the Academic Honor Code

Article I: Honor Agreement

Having read the Georgia Institute of Technology Academic Honor code, I understand and accept my responsibility as a member of the Georgia Tech community to uphold the Honor Code at all times. In addition, I understand my options for reporting honor violations as detailed in the code.

Article II: Academic Honor Code

Section 1. Statement of Purpose
The members of the Georgia Tech community believe the fundamental objective of the Institute is to provide the students with a high-quality education while developing in them a sense of ethics and social responsibility. We believe that trust is an integral part of the learning process and that self-discipline is necessary in this pursuit. We also believe that any instance of dishonesty hurts the entire community. It is with this in mind that we have set forth a student Honor Code at Georgia Tech.

Section 2. Objectives
An Academic Honor Code at Georgia Tech aims to cultivate a community based on trust, academic integrity, and honor. It specifically aims to accomplish the following:

Ensure that students understand that academic dishonesty is a violation of the profound trust of the entire academic community;

  • Ensure that students, faculty and administrators understand that the responsibility for upholding academic honesty at Georgia Tech lies with them;
  • Prevent any students from gaining an unfair advantage over other students through academic misconduct;
  • Clarify what constitutes academic misconduct among students at Georgia Tech and what is expected of them by the Institute, the faculty, and their peers;
  • Cultivate an environment at Georgia Tech where academic dishonesty is not tolerated among the students;
  • Secure a centralized system of education and awareness of the Honor Code;

Section 3. Student Responsibilities
Students are expected to act according to the highest ethical standards. The immediate objective of an Academic Honor Code is to prevent any Students from gaining an unfair advantage over other Students through academic misconduct. The following clarification of academic misconduct is taken from Section XIX Student Code of Conduct, of the Rules and Regulations section of the Georgia Institute of Technology General Catalog: Academic misconduct is any act that does or could improperly distort Student grades or other Student academic records. Such acts include but need not be limited to the following:

  • Unauthorized Access: Possessing, using, or exchanging improperly acquired written or verbal information in the preparation of a problem set, laboratory report, essay, examination, or other academic assignment.
  • Unauthorized Collaboration: Unauthorized interaction with another Student or Students in the fulfillment of academic requirements.
  • Plagiarism: Submission of material that is wholly or substantially identical to that created or published by another person or persons, without adequate credit notations indicating the authorship.
  • False Claims of Performance: False claims for work that has been submitted by a Student.
  • Grade Alteration: Alteration of any academic grade or rating so as to obtain unearned academic credit.
  • Deliberate Falsification: Deliberate falsification of a written or verbal statement of fact to a Faculty member and/or Institute Official, so as to obtain unearned academic credit.
  • Forgery: Forgery, alteration, or misuse of any Institute document relating to the academic status of the Student.
  • Distortion: Any act that distorts or could distort grades or other academic records.

While these acts constitute assured instances of academic misconduct, other acts of academic misconduct may be defined by the professor. Students must sign the Academic Honor Agreement affirming their commitment to uphold the Honor Code before becoming a part of the Georgia Tech community. The Honor Agreement may reappear on exams and other assignments to remind Students of their responsibilities under the Georgia Institute of Technology Academic Honor Code. 

Section 4. Faculty Responsibilities

Faculty members are expected to create an environment where honesty flourishes. In creating this environment, Faculty members are expected to do the following:

  • Make known to their class as specifically as possible what constitutes appropriate academic conduct as well as what comprises academic misconduct. This includes but is not limited to the use of previously submitted work, collaborative work on homework, etc.
  • Provide copies of old exams or lists of sample questions to the Georgia Tech library for Students to review;
  • Avoid the re-use of exams;
  • Include a paragraph containing information about the Georgia Tech Academic Honor Code on the syllabus for each class they teach;
  • Report instances of academic dishonesty to the Office of the Dean of Students.

In addition to the expectations listed previously, faculty have the authority to superimpose their own interpretations on some aspects of academic conduct including, but not limited to, the following:

  • Old exams for use during open-book exams;
  • Contents of formula sheets allowed on exams;
  • Use of calculators on exams;
  • Collaboration on out-of-class assignments;
  • Use of previously submitted out-of-class assignments.

Article III: Honor System

Section 1. Governing Bodies
The Georgia Institute of Technology Academic Honor Code recognizes the present bodies given the power to enforce the academic regulations of the Institute. The Academic Honor Code recognizes the Office of the Dean of Students to be the principal administrator to enforce Institute disciplinary measures as presently specified in Article XIX Section B, of the Rules and Regulations section of the current Georgia Institute of Technology General Catalog.  The Academic Honor Code also recognizes the Student Honor Committee as the body given jurisdiction to hear all cases of alleged academic misconduct as currently specified in XIX Section B, of the Rules and Regulations section of the current Georgia Institute of Technology General Catalog.

Section 2. Reporting Honor Code Violations
In order for an Academic Honor Code to function, members of the Georgia Tech community must not tolerate violations of it by anyone. Community members are at their discretion to use any of three options to report suspected Honor Code violations:

  1. A student may simply desire to confront the fellow student with the perceived infraction. While this option is most likely to enact widespread change in attitude and behavior among students (because violators would understand that they are violating the trust of their peers and not some abstract body of people), it is still expected that an alleged violator be taken before the Student Honor Committee if he or she persists in academic misconduct.
  2. A student may choose to approach the professor of the class in which the alleged infraction occurred and seek his or her input on how to proceed. A result of a conference of this type would be the professor's awareness that the alleged violator needs closer monitoring to ascertain reasonable certainty of guilt before being brought before the Student Honor Committee.
  3. A student may choose to seek the advice of an honor advisor (see Article III., Section 3). Meetings with honor advisors shall address issues of policy and procedure only. Specifics of an individual case are not to be discussed. After a consultation with an honor advisor, a student may choose to submit a formal accusation of academic misconduct to the Office of the Dean of Students.

Section 3. Student Honor Advisory Council
Students composing the Student Honor Advisory Council are to become well versed in all aspects of the Georgia Institute of Technology Academic Honor Code and the procedures for reporting an honor violation as well as those procedures for the trying of cases of suspected academic misconduct before the Student Honor Committee. The Council is to act as an information resource to all members of the Georgia Tech community on issues related to the Academic Honor Code.

  1. Membership
    1. Members are to be selected by the Vice-President of Student Affairs or a designated person to carry out these duties.
    2. Members must be full-time students at Georgia Tech and must be in good academic standing.
    3. Once a member of the council, the student shall serve until he or she graduates, unless he or she resigns or is impeached.
    4. Impeachment procedures are to be specified in the rules and/or bylaws of the Student Honor Advisory Council.
    5. Membership shall be composed of no less than fifteen (15) students at any given time.
  2. Duties and Responsibilities
    1. To serve in an advisory capacity to any student(s) wishing to report an honor violation or any student(s) being accused of committing an honor violation.
    2. To continually educate and maintain awareness among the Georgia Tech community regarding the Academic Honor Code.
    3. To limit discussion with students to issues of policy and procedure.

    Article IV: Amending the Honor Code

    Amendments to the Georgia Tech Academic Honor Code may be proposed by a two-thirds (2/3) vote of both the Undergraduate Student Council and the Graduate Student Senate, or by a petition of ten percent (10%) of the total population (undergraduate and graduate) directed to both the undergraduate student body president and the graduate student body president. Amendments become part of this Honor Code upon ratification by two-thirds (2/3) of the votes cast in a special election open to the undergraduate and graduate students, provided that the proposed amendments have been published in the Technique at least one week prior to the vote by the student body and further provided that the amendments are approved by the Academic Senate. Appendices or amendments of appendices which pertain to either the undergraduate student body or to the graduate student body may be proposed by a two-thirds (2/3) vote of the respective legislative body or a petition of at least ten percent of the respective student body directed to the respective student body president. These shall become part of this Honor Code upon ratification by two-thirds (2/3) of the votes in a special election of the respective student body, provided that the proposed appendices or amendments of appendices have been published in the Technique at least one week prior to the election, and further provided that the appendices or amendments of appendices are approved by the Academic Senate.

    Appendix A: Graduate Addendum to the Academic Honor Code

    1. Preamble
      The Honor Code recognizes that graduate students are involved in research and scholarly activities that occur outside the classroom. Integrity and academic honesty are as fundamental to research and scholarly activity as they are to classroom activity. Therefore, this Appendix to the Academic Honor Code is adopted to pertain to the academic activities of graduate students that occur outside of the classroom.
    2. Scholarly Misconduct
      Scholarly misconduct refers to misconduct that occurs in research and scholarly activities outside the classroom. It can include plagiarism, among other things. The consequences of scholarly misconduct are governed by Institute policy. The following definitions are taken from the Institute Policy on Scholarly Misconduct:
      • "Misconduct" or "scholarly misconduct" is the fabrication of data, plagiarism, or other practice that seriously deviates from those that are commonly accepted within the academic or research community for proposing, conducting, or reporting research or scholarly activity. It does not include honest error or honest differences in interpretation or judgments of data.
      • "Plagiarism" is the act of appropriating the literary composition of another, or parts of passages of his or her writings, or language or ideas of the same, and passing them off as the product of one's own mind. It involves the deliberate use of any outside source without proper acknowledgment. Plagiarism is scholarly misconduct whether it occurs in any work, published or unpublished, or in any application for funding.

    Allegations involving scholarly misconduct fall under the Institute's Policy on Scholarly Misconduct. This document details the procedures involved with reporting allegations and with the handling of cases. All graduate students are encouraged to become familiar with this policy, which is available from the Office of the Provost.

    This information cannot be duplicated and/or modified without written permission from the Office of Student Integrity.
    Office of Student Integrity, Office of the Dean of Students, Georgia Institute of Technology, 2009.

Financial Aid and Bursar Policies

Financial Aid and Bursar Policies jgastley3 Sat, 07/07/2012 - 21:10

Code of Conduct Regarding Private Lending and Student Choice

Code of Conduct Regarding Private Lending and Student Choice agarton3 Fri, 10/26/2012 - 10:47
Review Date

The Georgia Institute of Technology (Georgia Tech), including all employees or agents of Georgia Tech and its affiliated organizations, adheres to the principles of openness and transparency in relationships with lenders offering educational loan programs.

Students and parents are encouraged to consider the following before applying for a private educational loan:

Students are strongly encouraged to first pursue the availability of free or lower-cost financial aid with the Office of Scholarships & Financial Aid.

Directions on how to apply for Title IV federal grants, loans and work-study are available at www.finaid.gatech.edu/apply or by calling or visiting the Office of Scholarships and Financial Aid.

A private education loan may reduce eligibility for free or lower-cost federal, state, or school student financial aid.

Georgia Tech prohibits conflicts of interest between the responsibilities of its employees and the personal interests of an employee or family member of an employee. Georgia Tech bans any revenue-sharing arrangements with any lender, whether for institutional or personal gain.

Employees of Georgia Tech or its affiliated organizations shall not accept anything of value for serving on an advisory board, commission, or group established by a lender, guarantor, or group of lenders.

Georgia Tech employees are bound by state law and institutional polices related to the receipt of gifts or gratuities. All employees, as well as their family members, are prohibited from accepting a gift with more than nominal value from anyone that the employee or Georgia Tech interacts with on official state business or from any other prohibited source. Gifts include, but are not limited to: (1) Food (including meals) (2) Lodging and (3) Personal Services.

Georgia Tech does not allow any officer or person involved with student loans to either solicit or accept gifts from a lender, guarantor or servicer of student loans where that gift has more than nominal value.

Georgia Tech does not allow its financial aid staff or anyone in a position of having influence over student loan decisions to consult with lenders for a fee, payment, or other financial benefit.

Georgia Tech will not assign a borrower's loan to a particular lender.

Georgia Tech will not refuse or delay certification of any loan based on a borrower’s selection of a lender or guarantor.

Georgia Tech will not request or accept any offer for student loan funds in exchange for: (1) a specified number of loans made or (2) a specific loan volume.

Georgia Tech will not accept any offer from any lender to provide call center staffing or financial aid office assistance.

Grade Substitution Policy

Grade Substitution Policy jgastley3 Sat, 07/07/2012 - 21:17
Last Revised
Review Date
Policy Owner
Registrar
Policy Statement

(effective with the entering Fall 2005 first-time freshman class.)

First-time freshman students who receive a grade of D or F in a course within their first two terms in residence are eligible to repeat the course and have the original grade excluded from the computation of academic average. Grade substitution may be used only once per course, with a maximum of two courses total. More information is outlined at www.registrar.gatech.edu.

Impact of Grade Substitution Policy on the HOPE Scholarship:

All credit hours attempted after high school graduation are calculated when determining HOPE Scholarship eligibility, even if a course is forgiven by the institution. Therefore, if a student utilizes the Grade Substitution policy and repeats a course, the credits and grades issued in both occurrences are included in the HOPE calculations. For example, if a student takes MATH 1501 (Calculus I) and earns a "D" in the course, retakes the course and earns a "B", then applies for a grade substitution, both Calculus courses would be included in his HOPE Attempted Hours and GPA." Note that HOPE is also subject to the Satisfactory Academic Progress policy discussed below. Visit www.finaid.gatech.edu/hope for more information on the HOPE Scholarship.

Impact of Grade Substitution Policy on Satisfactory Academic Progress (SAP)

Georgia Tech's SAP policy has three components. See "Satisfactory Academic Progress" for the complete policy.

The quantitative and maximum time frame standards refer to number of attempted hours and are not impacted by this policy. It is important to note, however, that repeated coursework does not count as additional hours earned for purposes of determining Satisfactory Academic Progress. This is true whether or not grade substitution is requested for the repeated class.

The Qualitative Standard, the third component of the SAP Policy, looks at a student's official cumulative GT GPA to determine if it meets the requirement for the student's grade level. If a student's official GPA is recalculated, eligibility from that date forward is evaluated based on the new GPA. Any change in eligibility would not be retroactive to prior terms. Similarly, decisions about eligibility may not be based on anticipated changes to GPA. The requirements are that the student must maintain a cumulative minimum grade point average of 1.7 as a freshman, 1.9 as a sophomore, 2.0 as a junior and senior, and 2.7 as a graduate student

Institute Policy for Scholarship/Fellowship Payments And the Payment of Prizes/Awards to Students

Institute Policy for Scholarship/Fellowship Payments And the Payment of Prizes/Awards to Students jbarber32 Wed, 10/03/2012 - 15:59
Review Date
Policy Owner
Bursar’s Office
Contact Name
Gloria J. Kobus
Contact Title
Bursar
Contact Email
gloria.kobus@business.gatech.edu
Policy Statement

To ensure that Georgia Institute of Technology is in compliance with all Federal, State, private, and Institutional policies, the Office of Scholarships & Financial Aid (OSFA) must be aware of all types of student assistance (federal, school, state, private, etc.) received by students regardless of the source.

  1. All monies awarded to students must be administered in a way that ensures any information the school receives is communicated to and coordinated by the Office of Scholarships & Financial Aid (OSFA) in collaboration with the Bursar’s Office.
  2. Awards must comply with all fund specific requirements/restrictions.
  3. Students must be enrolled in course work to be eligible to receive the payment. Payments requested for any non-current term either past or future, co-op, or internship work periods must be reviewed/approved by the Director of OSFA.
  4. If required, awards will be adjusted to resolve any over award situations, including adjustments to awards that exceed the student’s total cost of attendance.
Policy Terms

Student
A student is defined as an individual who is enrolled at Georgia Tech during the term academic year in which payment is intended.

Scholarship
A scholarship is defined as any amount paid to an undergraduate student “for the purpose of aiding his study, training, or research,” and does not represent compensation for personal services. The grantor/donor specifically intends the funds to be spent by the grantee to defray the expenses of the student’s studies. Funds received by the Institute for this purpose will be recorded in projects beginning with 997 in the Institute's Financial System.

Fellowship
A fellowship is defined as any amount paid to a graduate student “for the purpose of aiding his study, training, or research,” and does not represent compensation for personal services. The grantor/donor specifically intends the funds to be spent by the grantee to defray the expenses of the student’s studies. Funds received by the Institute for this purpose will be recorded in projects beginning with 998 in the Institute's Financial System.

Stipend
A stipend is defined as a fellowship/scholarship payment that is either a one time or multiple disbursement during a term; requires the recipient to perform tasks or submit required deliverables to be eligible for payment; or is specified by the Donor as a stipend. These payments will be disbursed from the corresponding project beginning with 998(fellowship) and account782000 and 997(scholarship) and account 782000.

Tuition & Fees
Tuition and Fees is defined as a fellowship payment made to the student by funds specifically earmarked to pay towards a student’s cost of tuition and Institute mandated fees, either in full or the differential amount along with a waiver in which the total of the award does not exceed the student’s cost of tuition and Institute mandated fees. These payments will be disbursed from the corresponding project beginning with 998 and account 782200.

Allowance
An allowance is defined as a fellowship payment made typically as a reimbursement for costs the student incurs that are not qualified as tuition and fees or as a stipend payment. This includes health insurance, lab equipment, computers, etc. These payments will be disbursed from the corresponding project beginning with 998 and account 782100.

Prize/Award
A prize/award is defined as a payment made to a student in the nature of an award or recognition for some sort of special achievement, special skill, special knowledge, or special renown in a certain area, or can represent an award won in a contest of some sort. An example of an award would be an award for the best poster. When paying an award, the grantor/donor does not specifically intend that the grantee spend the award amount “for purpose of aiding his study, training, or research”. Funding should come from sources that permit the award payment, such as Georgia Tech Foundation and Georgia Tech Research Corporation, etc. NO STATE FUNDS ARE ALLOWED TO PAY PRIZES AND AWARDS. These funds will be disbursed from the appropriate project and account 751120 (not allowed through projects beginning with 997/998 unless payments meet exception below). Awards made to students are considered income and will incur the appropriate tax treatment.

Exception:
Please note that awards can also be included in the category of scholarship/fellowship if the grantor/donor specifically intends for payment to offset or defray the expenses of the student's studies.

Cost of Attendance (COA)
COA is defined as the sum of educationally related expenses for each term. COA is determined annually by the Office of Scholarships & Financial Aid based upon components defined by the US Department of Education and applied to all funds administered by and/or through OSFA.

Student employee
A student employee is defined as a Student who was employed in some capacity during the current calendar year in which prize/award payment is being requested.

Procedures

All requests for payments to students will be reviewed by the Office of Scholarships and Financial Aid and paid as follows:
Scholarships/Fellowships (payments being requested from funds classified in projects beginning with 997/998 in Institute Financial System) will be awarded and disbursed by the Office of Scholarships and Financial Aid utilizing the Banner Student System. These payments will be applied to the student's account. All awards will be reviewed to determine if any adjustments must be made to previously awarded financial aid. The federally funded loan programs are the most common program requiring adjustments. Please complete the following form for making these requests.
Prize/Awards (payments being requested from funds NOT classified in projects beginning with 997/998 in Institute Financial System) are considered income and the procedures below will be followed.

  • Student employees: If payment is being requested for a student employed by GIT in the current calendar year, then disbursement will be made by Georgia Tech Payroll Department and is subject to federal and state income tax with holdings. Please complete the following form for making these requests.
  • Student non employee: If student is NOT an employee in the current calendar year, then the payment will be disbursed by the Bursar's Office through the Banner Student System and applied to the student's account. The recipient may receive a 1099 form if annual payments meet/exceed certain levels as established by the IRS. Please complete the following form making these requests.

Internal Revenue Service Resources related to student payments.

U.S. Citizens or Resident Alien Student Payments
(Any tax responsibility under the IRS regulations belongs to the student.)

  • A student who receives a scholarship/fellowship payment for which they are not required to perform services may exempt the portion of the award that is used for qualified tuition and related expenses. Any portion of the award used for other expenses, such as room and board or travel, is considered part of the student's gross income and must be reported on their individual tax return.
  • Payments received by a student for prizes and awards are considered income. If payment is made to an employee then payment will be subject to federal and state income tax withholdings. If payment is made to non employee then the recipient may receive a 1099 form if the annual payments meet/exceed certain limits.

For more information on tax obligations related to scholarship/fellowship/prize/award payments made to U.S. Citizens and Resident Aliens can be found below.
http://www.irs.gov/publications/p970/ch01.html
Non U.S. Citizens Student Payments

  • Nonresident alien students receiving Scholarship/Fellowship payments that do not represent compensation for services is reportable by the Institute to both the IRS and the student on IRS Form 1042S. The portion of the fellowship/scholarship used for qualified tuition and related expenses is exempt from U.S. tax. The remaining portion of the payment is subject to tax and is considered part of the student's gross income and must be reported on their individual tax return. The Institute will withhold tax at the rate of 14% on this taxable portion unless the award is exempt under a tax treaty between the U.S. and the student's home country. The student must supply the Institute with IRS Form 8233 in order to claim the benefit of a tax treaty.
  • Payments received by a student for prizes and awards are considered wages. If payment is made to an employee then payment will be subject to federal and state income tax withholdings. If payment is made to non employee then the recipient may receive a 1042S form if the annual payments meet/exceed certain limits and the Institute will withhold tax on the taxable portion of this payment.

For more information on tax obligations related to scholarship/fellowship/prize/award payments made to Non resident alien students can be found below.
http://www.irs.gov/Individuals/International-Taxpayers/Taxation-of-Nonresident-Aliens.

Mandatory Student Insurance

Mandatory Student Insurance jgastley3 Sat, 07/07/2012 - 21:18
Last Revised
Review Date
Policy Owner
Bursar’s Office
Contact Name
Interim Contact: Zong Yang
Contact Title
Administrative Professional Senior
Contact Email
zong.yang@business.gatech.edu
Policy Statement

Certain groups of students are required to purchase health insurance. Students for whom insurance is not mandatory may purchase insurance voluntarily.

Mandatory Groups:

Undergraduate and Graduate International Students holding "F" or "J" visa status.

Undergraduate and Graduate Students enrolled in academic programs that require proof of health insurance.

Graduate Students receiving Qualified Graduate Assistantships, defined as any type of graduate assistantship of at least 1/3 time. This includes general graduate assistantships, teaching assistantships, laboratory assistantships, and research assistantships, regardless of the source of funds; as well as Graduate School Assistantships and Graduate Recruitment Opportunity (GRO) assistantships.

Graduate Students receiving Qualified Fellowships, defined as fellowships administered by the Institution that provide funding for the student in an amount equal to or greater than the prevailing in-state tuition rate for graduate students. Such fellowships include, but are not limited to, Institution Presidential Graduate Fellowships, National Research Service Awards, National Science Foundation Fellowships, and other state and federally funded fellowships.

Graduate Students receiving Qualified Training Grants, defined as state or federally funded training grants administered by the Institution that provide funding for the student in an amount equal to or greater than the prevailing in-state tuition rate for graduate students.

 

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Procedures

Students who meet the requirements for mandatory health insurance are assessed insurance charges on their student account. Payment is due on the published payment deadline each semester. To view Insurance Rates for the current semester visit the Bursar website at: http://bursar.gatech.edu/content/mandatory-student-insurance.

The Georgia Tech insurance provider is Blue Cross Blue Shield. Visit the BCBS site and click on Mandatory Plan to see additional plan information and a benefits summary.

Voluntary Student Plan:
To purchase health insurance voluntarily, visit Blue Cross Blue Shield. Next, click the Voluntary Plan button to see voluntary rates, plan description, and the benefits summary.

Insurance Waivers:
Students in the mandatory groups have the option to waive the student insurance if they have a pre-approved insurance plan. Waivers are processed by Blue Cross Blue Shield, the insurance carrier. To apply for a waiver, go to Blue Cross Blue Shield, click on the Mandatory Plan button, select the Enroll/Waive tab and click the Waive Coverage button to provide the information required.

For more information about the student insurance plans, please visit Blue Cross Blue Shield.

Policy History
Revision Date Author Description
10-2014 Bursar's Office Update to policy

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Refunds

Refunds agarton3 Fri, 10/26/2012 - 10:17
Last Revised
Review Date

Return of Title IV Funds Policy
A calculation is made for all financial aid recipients to determine whether a student who completely withdraws during a term has "earned" the monies disbursed. A student "earns" his/her aid based on the period of time they remain enrolled. During the first 60% of the term a student "earns" financial aid in direct proportion to the length of time he/she remains enrolled. The earned and unearned aid is determined by a daily prorated ratio. Basically, if you canceled enrollment at the 20% point of the term, you earned 20% of the financial aid you were originally scheduled to receive. The 80% of the amount of unearned Federal financial aid or a portion of the 80% of unearned aid will be returned (canceled from your account). Once you have completed more than 60% of the term, you have earned all the federal assistance that you were scheduled to receive. Specific percentages by date are published by the Bursar's Office.

A daily roster is generated by the Office of the Registrar that identifies students who have completely withdrawn from the institution. The Registrar's office records and publishes the official date of withdrawal.

The percentage of the period that the student remained enrolled is derived by dividing the number of days the student attended by the number of days in the term. The withdrawal date is:

  • The date the student notified the institution of intent to withdraw (initiation of withdrawal process) or
  • The midpoint of the term for a student who leaves without notifying the institution of their intent to withdraw.

The responsibility to repay unearned aid is shared by the institution and the student in proportion to the aid each is assumed to possess. Georgia Tech will use the Return of Financial Aid - Refund Policy worksheet to determine the amount the student and/or the institution must refund (canceled from your student account) to the appropriate programs. The Office of Scholarships and Financial Aid and the Bursar's Office will cooperatively verify the accuracy of each refund calculation.

Institution's Return of Funds
Once the institution's portion of the return of funds has been calculated the OSFA will reduce the student's original financial aid award and return the funds within 45 (forty-five) days to the appropriate program(s) in the order specific in this policy. If this creates a "balance" on the student's account in the Bursar's office, the Bursar will notify the student of the obligation. The student will be responsible for paying the debt to the Bursar immediately. The student will not be allowed to register or receive an official transcript until the debt has been paid in full.

Student's Return of Funds
Once the student's portion of the return of funds has been calculated, the Bursar's Office will notify the student of the amount he/she must repay. The student must pay Georgia Tech the full amount of his/her debt and Georgia Tech will return the funds to the appropriate programs within 45 days. To continue eligibility past 45 days, the student must pay the overpayment in full to Georgia Tech's Bursar's office.

Unearned Title IV aid shall be returned to the following programs in the following order by both the student and the Institute:

  1. Unsubsidized Stafford Loan
  2. Subsidized Stafford Loan
  3. Perkins Loan
  4. Parent Loan for Undergraduate Students (PLUS)/Graduate PLUS
  5. Pell Grant
  6. Federal Supplemental Educational Opportunity Grant (SEOG)

Post-Withdrawal Funds
If the amount disbursed to the student is less than the amount the student earned, the amount maybe considered a post-withdrawal disbursement. Post-withdrawal eligibility can be used to credit outstanding charges on a student's account. Georgia Tech has 30 (thirty) days from the date of the institution determined that the student withdrew, to offer any amount of the post-withdrawal disbursement to the student, (or parent for PLUS). The student (or parent) may accept or decline some or all of the post-withdrawal disbursement that is not credited to the student's account. The student or parent must respond within 14 days from the date that the institution sends the notification to be eligible to receive the post withdrawal disbursement. If the student (or parent) does not respond to the institution's notice, no portion of the post-withdrawal disbursement that is not credited to the student's account may be disbursed.

HOPE/Zell Miller Scholarship Only Refund
If a refund is due and the student received HOPE/Zell Miller funds but did not receive federal Title IV funds, then such amounts must be refunded to HOPE/Zell Miller. These amounts are refunded by applying the institution's Refund Policy to the student's original HOPE/Zell Miller award for tuition.

Title IV and HOPE/Zell Miller Refund
If in addition to HOPE/Zell Miller funds, the student also received federal Title IV funds, then refund amounts are distributed proportionately. OSFA then determines the amount of the federal Title IV refund as prescribed by the federal "Return of Title IV Funds" policy.

Financial Aid Calculated Examples:

The calculation for the amount of Federal financial aid to return (cancel from your student account) is based on the lesser amount of:

Institutional charges: (Tuition, Mandatory fees, Special course fees, Housing and Meal charges (if you live on campus)

OR:

Federal Aid awarded: (Subsidized and Unsubsidized Stafford Loan, Perkins Loan, Parent or Grad PLUS Loan, Pell Grant, Supplemental Education Opportunity Grants (SEOG))

The lesser amount of the institutional charges or federal aid awarded is then multiplied by a daily prorated ratio based on your certified date of withdrawal. The result is the amount of aid to be returned.

 

  Example1: Example2:
Institutional Charges    
Tuition $3,859 $3,859
Recreation Fee 54 54
Health Fee 154 154
Transportation Fee 81 81
Technology Fee 107 107
Activity Fee 123 123
Athletic Fee 127 127
Special Institution Fee 272 272
Campus Housing 3,900 3,900
Total $8,677 $8,677
Financial Aid Awarded    
Unsubsidized Stafford $990 $3,713
Subsidized Stafford Loan 2,723 2,723
Perkins Loan 1200  
Pell Grant 2,250  
SEOG 2,000           
Total $9,163 $6,436

Example 1: Since the total institutional charges are less than the total financial aid awarded, the cancellation of aid will be calculated using the $8,677 because it is less than the Federal Financial Aid Awarded of $9,163.

If your date of withdrawal is at the midpoint of the term, $8,677 would be multiplied by 50% to calculate $4338.50 to return from your Federal Financial Aid funds. For the example, the entire $990 Unsubsidized Stafford Loan would be returned to the servicer (canceled from your account) as well as $2723 of the Subsidized Stafford Loan and $625.50 of the Perkins Loan. Therefore $990 + $2723 + $625.50 = $4,338.50 is the amount of aid to be returned (canceled from your account).

Example 2: Since the financial aid awards are less than the total institutional charges, the cancellation of aid will be calculated using $6,436 because it is less than the total institutional charges of $8,677.

If your date of withdrawal results in a 31% term completion earned rate, then the unearned percentage is 69%. Therefore, we would multiply $6,436 by 69% to calculate $4,441 to return from your Federal Financial Aid funds. For this example, the entire $3,713 Unsubsidized Stafford Loan would be returned to the servicer (canceled from your account) as well as $728 of the Subsidized Stafford Loan. Therefore $3,713 + $728 = $4,441 is the amount of aid to be returned (canceled from your account).

Unofficial Withdrawal Policy:
Financial aid funds are awarded under the assumption you will attend school for the entire term. If you unofficially withdraw (leave and do not properly provide official notification of withdrawal), you may no longer be eligible for the full amount of aid funds you were originally scheduled to receive.

Official Notification Not Provided

  1. One category of unofficial withdrawal happens if you did not complete the withdrawal process or otherwise notify the school of the intent to withdraw due to illness, accident, grievous personal loss or other circumstances beyond your control. If the failure to properly withdraw is beyond your control, the withdrawal date is the date you no longer were able to attend class.
  2. A second category of unofficial withdrawals encompasses all other withdrawals where official notification is not provided to the school. For these withdrawals the withdrawal date is the midpoint of the term, unless otherwise documented.

Time Frame of Withdrawal Date for an Unofficial Withdrawal
For Unofficial withdrawals, a school must process aid adjustments for unofficial withdrawals within 45 calendar days from the earlier of; (1) the end of the payment period or period of enrollment, (2) the end of the academic year, or (3) the end of the student's educational program.

At the end of each term, our office identifies students who did not successfully complete any courses. For students who do not earn a passing grade in any course, a notice will be sent to instructors asking for verification of the last date of attendance at an academically related activity. Examples of academically related activities are:

  • Examinations or quizzes
  • Tutorials
  • Computer-assisted instruction
  • Academic advising or counseling
  • Academic conferences
  • Completing an academic assignment, paper, or project
  • Attending a study group required by the institution where attendance is taken

In the absence of evidence of a last day of attendance at an academically related activity, the student who failed to earn a passing grade in any class is considered to be an unofficial withdrawal. Also, if attendance documentation is not received, a return of financial aid funds calculation will occur using the midpoint (50%) as the point for the unofficial date of withdrawal.

Satisfactory Academic Progress

Satisfactory Academic Progress jgastley3 Sat, 07/07/2012 - 21:16
Last Revised
Review Date
Policy Statement

The Higher Education Act of 1965, as amended, requires institutions of higher education to establish and apply standards of academic progress that must be met by all students in order to qualify and remain eligible for assistance from the Title IV student financial aid programs. Georgia Tech has elected to apply the standards set forth below to all students who receive aid from any of the following programs: Federal Pell Grant, Federal Supplemental Educational Opportunity Grant (SEOG), Helping Outstanding Pupils Educationally (HOPE), Federal Work-Study (FWS), Federal Perkins Loan, Federal Direct Student Loan, the Federal Direct Parent Loan for Undergraduate Students (PLUS), the Federal Direct Graduate PLUS Loan, and Institute grants and scholarships. The standards against which applicants for and recipients of financial assistance are measured include both qualitative and quantitative measures.

Qualitative

You must maintain a cumulative minimum grade point average of:

1.7 as a freshman,

1.9 as a sophomore,

2.0 as a junior and senior,

3.0 for a Masters program, effective Summer 2012 (previously 2.7)

and a 3.0 for a PhD program

Quantitative/Pace

You must also satisfactorily complete a cumulative minimum of 75 percent of all credit hours for which you are registered at the end of each Phase III registration.

The academic record of each aid recipient is reviewed at the end of each semester. The review includes all semesters of attendance at Georgia Tech, whether or not financial aid was received. If you fail to meet either of the above requirements, you will be placed on financial aid warning until the next review; you will remain eligible for assistance while on warning status.

If you are already on warning and have not removed the deficiencies and met both the qualitative and quantitative cumulative minimums at the end of the next semester of attendance, you will be placed on financial aid suspension; you will not be eligible for further assistance until such time as the cumulative minimums have been met. Courses in which the following grades are received constitute credit hours satisfactorily completed: A through D; S for pass/fail courses. Courses in which the following grades are received do not constitute credit hours satisfactorily completed: F - failure; I - incomplete; U - failure of pass/fail course; W - withdrawn. Courses audited may not be used to qualify for financial aid and are not counted in determining the number of hours for which you have registered. Courses repeated do not replace the original grade. Your scholastic average will include both grades, and both times the course is taken will count as hours for which you have attempted. Repeated coursework, however, does not count as additional hours earned for purposes of determining Satisfactory Academic Progress.

If you are required to take PREP (developmental) courses, you must pass all requirements within the first three semesters in residence. Such courses are taken on a pass/fail basis and are not counted in determining the number of hours for which you have registered.

Courses completed at other institutions are not used in determining eligibility under the qualitative measure. However, transfer hours accepted for credit toward a degree from Georgia Tech will be counted for purposes of the maximum time frame (see next section). Such hours will be counted by subtracting them from the hours normally required for graduation in your program of study. Effective Fall 2011, accepted transfer hours are calculated into the quantitative/Pace requirement.

Maximum Time Frame - Undergraduates

The Higher Education Act requires that institutions establish a maximum time frame in which students receiving Title IV funds are expected to complete the program of study and beyond which they no longer qualify for assistance. At Georgia Tech, eligibility to receive Title IV assistance ends when you have registered for 133 percent of the number of hours required for graduation in your program of study, including any transferred hours accepted for credit toward the degree. For an undergraduate student, this equates to approximately six academic years of course work, depending on the specific major.

Maximum Time Frame - Graduates

Maximum time frames for graduate studies are: master's - 6 semesters; doctoral - 12 semesters. Graduate students whose programs of study cannot be accomplished within these maximums must furnish documentation from their department to support any extension. OSFA knows and understands that several factors contribute to a graduate student's academic progress. The standard we utilize looks at hours attempted and terms enrolled, but we recognize that your graduate/thesis advisor is the authority that we need to depend upon to help us properly document our files and assess your situation appropriately.

Grade Substitution Policy

For more details on the impact of the grade substitution policy on financial aid , please visit: Grade Substitution Policy

Appealing a Satisfactory Academic Progress Suspension

Information on appealing a suspension of your financial aid due to not meeting Satisfactory Academic Progress standards can be found on our Appeals page.

Student Appeals

Student Appeals jgastley3 Sat, 07/07/2012 - 21:16
Last Revised
Review Date
Policy Statement

The OSFA routinely makes decisions concerning a student's eligibility to initially receive or continue to receive student financial aid. You may appeal in writing all decisions that impact your eligibility to receive student financial aid. The appeal decision is made by the counselor, who is charged with the overall processing and updating of the individual student file. Procedures have been developed in an effort to expedite the appeals process, to reach consistent decisions, and to center the initial decision at the counselor level.

The following is a chronological list of the general procedures for a student appeal:

  • You appeal in writing, requesting that special consideration be given to a specific situation.
  • The committee uses professional judgment to make a decision on the request.
  • If the appeal is approved, you are notified as to the specific restrictions of the approval.
  • If the decision is denial, the appeal is automatically presented to the Internal Review Committee.
  • The committee approves or denies the appeal and notifies you.
  • The committee's decision should be considered final. However, if there is additional information/documentation, you may appeal the decision to the Associate Director of the OSFA, providing the new support for your request.

Following are the most commonly requested exceptions to the policy, including a brief description of the minimum documentation required.

Satisfactory Academic Progress (SAP)

If an appeal is approved for the following situations, SAP status will be updated to "probation".

GPA/75 percent minimum credit hours:

You must complete and submit an Appeal of Financial Aid Suspension form explaining the causes beyond your control that brought about the current situation. You should include with this form any documentation that would support the appeal (i.e., hospital records, etc.).

Maximum time frame:

You must complete and submit an Appeal of Financial Aid Suspension form explaining why you have exceeded the maximum time frame, including valid reasons for an extension (e.g., transfer hours, change of major, etc.). The form must include a specific list of the courses you are required to take in order to complete your degree. The maximum number of attempted hours allowed through appeal is 150% of the number of hours required for the degree program.

Dependency

Independence is granted in cases with unusual circumstances where there is a legal or physical obstacle to obtaining parental information. For example, a dependent student whose parents are institutionalized, incarcerated, or under a restraining order would be considered a likely candidate for independent status. In such a case, you must submit a detailed letter explaining your position, accompanied by a court document verifying a legal obstacle to obtaining parental information, or two notarized statements (from a counselor, member of the clergy, teacher, etc.) verifying a physical obstacle.

Adjustment to Income

The OSFA will consider adjusting your (or your parent's) income figures to reflect a change in employment if the change was involuntary, permanent, and resulted in substantial loss of income. You must submit a letter explaining the change in income. The letter must include valid reasons why the OSFA should consider an adjustment. You also must submit substantial third-party documentation of income change (e.g., separation from employment notice). Additionally, you must submit a statement of projected income to include sources of income and any other supporting documents such as check stubs or letters from employers. Click here for additional information on Special Circumstances Appeals.

Cost of Attendance

Eligibility for financial aid is based on standardized cost of attendance figures. Certain other costs in excess of these amounts may be taken into consideration.

Forms

Voluntary Student Fees

Voluntary Student Fees jgastley3 Sat, 07/07/2012 - 21:18
Last Revised
Review Date
Policy Owner
Bursar’s Office
Contact Name
Interim Contact: Zong Yang
Contact Title
Administrative Professional Senior
Contact Email
zong.yang@business.gatech.edu
Policy Statement

Voluntary Student Fees - If a student is registered for 4 or more billable hours during the current semester, these fees are included in the mandatory fees already assessed to the student account. Sign up is not required for students registered for 4 or more billable hours to have access. Eligible students (see definition below) can elect to pay fees voluntarily and receive access to the services and activities these fees support.

The elective fees to choose from are:

  • Campus Recreation Center (CRC) Fee
  • Health Services Fee
  • Athletics Fee

 

Eligibility requirements to elect these fees are as follows:

  • Students registered for 1-3 billable hours during a semester
  • Co-op students and interns for the current semester
  • Students not registered for the current semester who were registered the immediately preceding semester
  • Students not registered for the current semester who are pre-registered for the immediately subsequent semester (previously enrolled students only)

 

Charges and payments made for voluntary fees are posted to the student's account the next business day. The individual departments (Health Services, CRC, Athletics Dept) grant access to the services as soon as practical after that posting.

For additional information and to pay Voluntary Student Fees, please click here .

Policy History
Revision Date Author Description
10-2014 Bursar's Office Updates to verbiage

Housing Policies

Housing Policies jgastley3 Sat, 07/07/2012 - 21:09

The Department of Housing and Residence Life Policies are designed to assist in the physical, academic, emotional and financial protection of the members of our residential community. As part an academic community, all members share responsibility for its growth and general welfare. Other responsibilities include respecting others' rights to sleep and study, knowing and abiding by the code of conduct for Georgia Tech and Housing, and keeping residence halls safe. Along with these responsibilities come inherent rights that members of our community share. Among these are the right to freedom from discrimination, the opportunity to be heard and the right to fair and impartial treatment.

Residence Hall Community Policies:

The Georgia Tech Department of Housing Community and Services Guide, also known as Guide to Community Living, serves as the official publication of Housing's policies and rules. It is revised each year. Members of the Tech residential community are held to these standards and should become familiar with them.

Georgia Tech Catalog

Georgia Tech Catalog abruneau3 Thu, 08/28/2014 - 11:20

The Georgia Tech Catalog at http://www.catalog.gatech.edu contains information on the following topics:

  • General Information
  • Academics
  • Admissions
  • Archived Catalogs
  • Financial
  • Regulations

Graduate Student Specific Policies

Graduate Student Specific Policies rrotoloni3 Sun, 06/10/2012 - 17:31

Policies and resources for Graduate Students can be found at: https://policylibrary.gatech.edu/academic-affairs/graduate-student-policies

Missing Student Notification Policy

Missing Student Notification Policy
Type of Policy
Administrative
abruneau3 Thu, 09/11/2014 - 14:45
Last Revised
Review Date
Policy Owner
Student Life
Contact Name
John Stein
Contact Title
AVP for Student Engagement & Well-Being and Dean of Students
Contact Email
john.stein@vpss.gatech.edu
Reason for Policy

Georgia Institute of Technology is committed to providing a safe and secure environment for faculty, staff, students and visitors. In our efforts to continue to protect our campus community, the Institute must develop policies and procedures that proactively address safety on and around campus. The Jeanne Clery Act requires colleges and university to publish safety policies and procedures for the campus community. The Missing Student Notification policy details the process to be followed in the event that a student is determined to be missing.

Policy Statement

If there is reason to believe that a student has been missing (i.e., when his or her whereabouts are unknown and unexplainable for a period of time regarded as highly unusual or suspicious in consideration of the person’s usual behavior, patterns, routines or plans), the person realizing that the student is missing must contact one of the following: Division of Student Life, Georgia Tech Police Department (“GTPD”), and/or the Department of Housing. Any campus official who is aware that a student living on-campus has been, or may have been, missing must immediately notify the GTPD either in person or by phone at 404-894-2500. All faculty, staff and students are encouraged to report when they suspect a student is missing, however, Campus Security Authorities are required to report a missing student to the Georgia Tech Police Department.

Scope

This policy applies to faculty, staff and students.

Policy Terms

Campus Security Authority
Any Institute employee who has significant responsibility for student and campus activities, he or she is a campus security authority.

Procedures

4.1 Missing Student Notification Procedures

Notification Process
Any campus official who is aware that a student has been, or may have been, missing should immediately notify the GTPD in person or by phone at 404.894.GTPD (2500). There is no waiting period to report a missing person to GTPD.

Upon notification that a person is or may be missing, GTPD will give full consideration and attention to the report, including careful recording of factual circumstances surrounding the disappearance and identifying those cases when an individual may be in jeopardy. GTPD will exercise particular care in instances involving individuals who may be mentally or physically impaired, missing or unidentified children, and others who are insufficiently prepared to take care of themselves. If it is determined that a student is missing, GTPD will notify the appropriate campus administrators (e.g., AVP for Student Engagement & Well-Being and Dean of Students, Director of Housing, etc.) and additional law enforcement agencies as appropriate. Although an investigation will begin upon notification, a student will be officially classified as a missing person if 24 hours have elapsed since their last known contact.

Students are encouraged to identify a confidential contact person or persons who will be notified by GTPD or by the Division of Student Life if the student is determined to be missing. If a student has identified a confidential contact, the Office of the Dean of Students will notify that contact within 24 hours after the student is determined to be missing. If the student is under the age of 18, and not emancipated, the Office of the Dean of Students will notify the student’s custodial parent or legal guardian and the confidential contact person after the student is determined to be missing. A student who wishes to identify a confidential contact can do so through OSCAR under the “Personal Information” menu. A student may view and update the “Housing Missing Person Contact” at any time. Once a determination has been made that a student is missing, the Institute will notify local law enforcement within 24 hours.

All contact information collected for the purpose of missing students shall remain confidential and will be used only for the purpose specified herein and will not be disclosed outside the realm of a missing student investigation.

 

Responsibilities

7.1. Georgia Tech Police Department
To report a student missing to the Georgia Tech Police Department please call 404-894-2500

7.2. Division of Student Life:
To report a student missing to the Office of the Dean of Students please call 404-894-2565

7.3. Department of Housing
To report a student missing to the Department of Housing please call 404-894-2470

Enforcement

To report suspected instances of noncompliance with this policy, please visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Policy History
Revision Date Author Description
08-2014 Office of the Dean of Students New Policy
08-2017 Policy Specialist Clery Compliance Requirement 

 

 

Office of Disability Services-POLICY CHANGES

Office of Disability Services-POLICY CHANGES s1polics Fri, 11/13/2015 - 12:33

Policy Changes

Please note the following testing policy changes/clarifications effective September 30, 2015

Date
Body Content

Course instructors shall notify the Institute's Office of Disability Services within the first two weeks of the semester, or in the alternative, within one week of student's intended use of testing accommodations a list of items approved or prohibited during the administration of assessments. This policy will provide students with the opportunity to review, and if necessary re-confirm with the instructor the list of items in advance of the first course assesement or if not applicable to the first assessment, a reasonable time in advance of the assessment that the student intends to utilize testing accommodations.

Final Examination Period

In the event a student who has been granted extended testing time as an accommodation for a documented disability is scheduled for two examinations in one day, the examination scheduled second (later) in time may, at the election by the student , be considered in conflict and treated in all other respects as a conflicted examination under Institute Academic Regulation 12(D)(6) ("Final Examinations").

Please note that the student should contact the professor of the course that needs to be rescheduled before the sign up deadline if the testing center will be utilized for final exam proctoring.

Student Complaints Policy

Student Complaints Policy kcross8 Tue, 10/20/2020 - 14:57
Effective Date
Review Date
Policy Owner
Office of the Provost
Contact Name
Kyla Turpin Ross
Contact Title
Assistant Vice Provost for Advocacy and Conflict Resolution
Contact Email
kyla.ross@gatech.edu
Reason for Policy

The Student Complaints Policy provides students with a clear and published means for setting forth any Student Complaint for prompt resolution through a fair and consistent process.

This policy is in accordance with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) requires that each institution has in place student complaint policies and procedures that are reasonable, fairly administered, and well publicized.

Policy Statement

Georgia Tech units are responsible for promptly and fairly receiving, tracking and resolving student complaints through the policies and processes outlined in the Student Complaint Matrix.

When appropriate, students should initially seek to resolve concerns within the office/unit from which the concern originates.  The personnel of those offices possess the qualifications, experience, and knowledge to manage resolution process as well as to work in a collaborative and confidential manner. If a resolution is not reached, students can file a written Student Complaint through the policies and processes outlined in the Student Complaint Matrix.  If students have any questions or concerns about the appropriate avenue for submitting Student Complaints, staff within the Division of Student Life and Georgia Tech ombuds are available for information.    

Scope

The Student Complaint Policy applies to Georgia Tech students, faculty, and staff who are engaged in the submission and resolution of a Student Complaint.

Policy Terms

Student Complaint

A Student Complaint is defined as a written complaint, or written grievance submitted according to the methods outlined in the policies and procedures captured via the Student Complaint Matrix.

Student Complaint Matrix

The Student Complaint Matrix is a maintained, authoritative index  of Institute policy and/ or procedure pertaining to various types of Student Complaint.

The Student Complaint Matrix may also include additional guidance for resolution of other student matters as a resource for Students. 

Responsibilities

Students
Students are responsible for bringing their complaint forward in writing in accordance with Institute policy or procedure as referenced in the Student Complaint Matrix.

Faculty and Staff
Faculty and staff are responsible for carrying out the Student Complaints Policy in accordance with the policies and procedures summarized in the Student Complaint Matrix.

Associate Vice Provost for Advocacy and Conflict Resolution (AVP – ACR)
The AVP – ACR, or designee, is responsible for reviewing and updating the Student Complaint Matrix on an annual basis.

Enforcement

To report suspected instances of ethical violations, please visit Georgia Tech’s Ethics Hotline, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Student Conduct

Student Conduct s1polics Tue, 11/03/2015 - 15:12

Sexual Misconduct

Sexual Misconduct rrotoloni3 Wed, 06/13/2012 - 22:52
Effective Date
Last Revised
Review Date
Policy Owner
Institute Diversity, Equity, and Inclusion
Contact Name
Alexis Martinez
Contact Title
Executive Director, Equity and Compliance
Contact Email
alexis.martinez@gatech.edu
Reason for Policy

The Georgia Institute of Technology is committed to maintaining a learning environment that is safe and fosters the dignity, respect, and worth of students, faculty, and staff. Each member of the community has the responsibility to practice and to expect the highest ethical principles and standards of conduct. Persons who do not adhere to these principles and standards by the commission of sexual harassment or sexual misconduct damage the community and its members.

This policy addresses the process and procedures for addressing complaints of sexual misconduct committed by students.  The process and procedures for claims of sexual misconduct committed by employees are addressed in the Equal Opportunity, Nondiscrimination, and Anti-Harassment Policy issued by Human Resources and in the USG's Human Resources Administrative Practice (HRAP) Manual (Prohibit Discrimination and Harassment).

Policy Statement

Discrimination on the basis of sex is prohibited by the Georgia Institute of Technology. This prohibition applies to students, faculty, staff, and all other members of the Institute community.

Complaints of sexual misconduct, including but not limited to nonconsensual sexual contact, sexual harassment, stalking, intimate partner violence, dating violence, and retaliation, shall be addressed as provided in Board of Regents Policy 6.7 (Sexual Misconduct Policy) and Policy 4.6.5 (Standards for Institutional Student Conduct Investigation and Disciplinary Proceedings) of the Policy Manual of the Board of Regents of the University System of Georgia.  The Student Code of Conduct (Non-Academic Misconduct) may also apply where the Board of Regents policies are silent.

Scope

The Board of Regents Sexual Misconduct Policy (Policy 6.7) applies to all members of the Institute community. Policy 4.6.5 sets forth the process and procedures for claims of sexual misconduct committed by students.

Policy Terms

Community

Students, faculty, and staff as well as contractors, vendors, visitors, and guests.

Complainant

An individual who is alleged to have experienced conduct that violates this Policy.

Confidential Employees

Institution employees who have been designated by the institution to talk with a Complainant or Respondent in confidence. Confidential Employees must only report that the incident occurred and provide date, time, location, and name of the Respondent (if known) without revealing any information that would personally identify the alleged victim. This minimal reporting must be submitted in compliance with Title IX and the Clery Act. Confidential Employees may be required to fully disclose details of an incident in order to ensure campus safety.

Consent

Words or actions that show a knowing and voluntary willingness to engage in mutually agreed-upon sexual activity. Consent cannot be gained by force, intimidation or coercion; by ignoring or acting in spite of objections of another; or by taking advantage of the incapacitation of another where the respondent knows or reasonably should have known of such incapacitation. Minors under the age of 16 cannot legally consent under Georgia law.

Consent is also absent when the activity in question exceeds the scope of consent previously given. Past consent does not imply present or future consent. Silence or an absence of resistance does not imply consent.

Consent can be withdrawn at any time by a party by using clear words or actions.

Dating Violence

Violence committed by a person who is or has been in a social relationship of a romantic or intimate nature with the alleged victim. The existence of such relationship shall be determined based on the totality of the circumstances including, without limitation to: (1) the length of the relationship; (2) the type of relationship; and (3) the frequency of interaction between the persons involved in the relationship.

Dating violence includes, but is not limited to, sexual or physical abuse or the threat of such abuse. Dating violence does not include acts covered under the definition of Domestic Violence.

Domestic Violence

Violence committed by a current or former spouse or intimate partner of the alleged victim; by a person with whom the alleged victim shares a child in common; by a person who is cohabitating with, or has cohabitated with, the victim as a spouse or intimate partner, or by a person similarly situated to a spouse of the alleged victim.

Incapacitation

The physical and/or mental inability to make informed, rational judgments. It can result from mental disability, sleep or any state of unconsciousness, involuntary physical restraint, status as a minor under the age of 16, or from intentional or unintentional taking of alcohol and/or other drugs. Whether someone is incapacitated is to be judged from the perspective of an objectively reasonable person.

Nonconsensual Sexual Contact

Any physical contact with another person of a sexual nature without the person’s consent. It includes but is not limited to the touching of a person’s intimate parts (for example, genitalia, groin, breasts, or buttocks); touching a person with one’s own intimate parts; or forcing a person to touch his or her own or another person’s intimate parts. This provision also includes “Fondling” as defined by the Clery Act.
Nonconsensual Sexual Penetration Any penetration of the vagina, anus, or mouth by a penis, object, tongue, finger, or other body part; or contact between the mouth of one person and the genitals or anus of another person. This provision also includes “Rape, Incest, and Statutory Rape” as defined by the Clery Act.

Privileged Employees

Individuals employed by the institution to whom a complainant or alleged victim may talk in confidence, as provided by law. Disclosure to these employees will not automatically trigger an investigation against the complainant’s or alleged victim’s wishes. Privileged Employees include those providing counseling, advocacy, health, mental health, or sexual-assault related services (e.g., sexual assault resource centers, campus health centers, pastoral counselors, and campus mental health centers) or as otherwise provided by applicable law. Exceptions to confidentiality exist where the conduct involves suspected abuse of a minor (in Georgia, under the age of 18) or otherwise provided by law, such as imminent threat of serious harm.

Reasonable Person An individual who is objectively reasonable under similar circumstances and with similar identities to the person being evaluated by the institution.
Reporter An individual who reports an allegation of conduct that may violate this Policy but who is not a party to the complaint.

Respondent

An individual who is alleged to have engaged in conduct that violates this Policy.

Responsible Employees

Those employees who must promptly and fully report complaints of or information regarding sexual misconduct to the Coordinator. Responsible Employees include any administrator, supervisor, faculty member, or other person in a position of authority who is not a Confidential Employee or Privileged Employee. Student employees who serve in a supervisory, advisory, or managerial role are in a position of authority for purposes of this Policy (e.g., teaching assistants, residential assistants, student managers, orientation leaders).

Sexual Exploitation

Taking non-consensual or abusive sexual advantage of another for one’s own advantage or benefit, or for the benefit or advantage of anyone other than the one being exploited.

Examples of sexual exploitation may include, but are not limited to, the following:

  1. Invasion of sexual privacy;
  2. Prostituting another individual;
  3. Non-consensual photos, video, or audio of sexual activity;
  4. Non-consensual distribution of photo, video, or audio of sexual activity, even if the sexual activity or capturing of the sexual activity was consensual;
  5. Intentional observation of nonconsenting individuals who are partially undressed, naked, or engaged in sexual acts;
  6. Knowingly transmitting an STD or HIV to another individual through sexual activity;
  7. Intentionally and inappropriately exposing one’s breasts, buttocks, groin, or genitals in non-consensual circumstances; and/or
  8. Sexually-based bullying.

Sexual Harassment (Student on Student)

Unwelcome verbal, nonverbal, or physical conduct based on sex (including gender stereotypes), determined by a Reasonable Person to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to participate in or to benefit from an institutional education program or activity in violation of Title IX.

Sexual Harassment (Other than Student on Student)

Unwelcome verbal, nonverbal, or physical conduct, based on sex (including gender stereotypes), that may be any of the following:

  1. Implicitly or explicitly a term or condition of employment or status in a course, program, or activity;
  2. A basis for employment or educational decisions; or
  3.  Is sufficiently severe, persistent, or pervasive to interfere with one’s work or educational performance creating an intimidating, hostile, or offensive work or learning environment, or interfering with or limiting one’s ability to participate in or to benefit from an institutional program or activity.

The USG also prohibits unwelcome conduct determined by a Reasonable Person to be so severe, pervasive and objectively offensive that it effectively denies a person equal access to a USG education program or activity in violation of Title IX.

Sexual Misconduct

Includes, but is not limited to, such unwanted behavior as dating violence, domestic violence, nonconsensual sexual contact, nonconsensual sexual penetration, sexual exploitation, sexual harassment and stalking.

Stalking

Engaging in a course of conduct directed at a specific person that would cause a reasonable person to fear for their safety or the safety of others or suffer substantial emotional distress.

For the purposes of this definition:

  1. Course of conduct means two or more acts, including, but not limited to, acts in which the stalker directly, indirectly, or through third parties, by any action, method, device, or means, follows, monitors, observes, surveils, threatens, or communicates to or about a person, or interferes with person’s property.
  2. Substantial emotional distress means significant mental suffering or anguish that may but does not necessarily, require medical or other professional treatment or counseling.

 

Procedures

5.1 Reporting Options

To speak with a confidential resource

A student victim may speak confidentially with individuals designated as Confidential Employees (see “Definitions” section), including the Institute’s VOICE Advocates.

In this case, general information is collected for campus safety statistics without revealing information that would identify the victim.

To pursue a Sexual Misconduct Investigation

A victim may report a violation verbally, or in writing to the Title IX Coordinator or Deputy Coordinators.  A victim may also report a violation to any other Responsible Employee of the Institute, as defined in this Policy.

Certain types of sexual misconduct, as defined by Title IX and its implementing regulations, require the filing of a Formal Complaint in order to trigger an investigation.  Board of Regents Policy 6.7.4 discusses the handling of Title IX complaints. 

Upon the report of an alleged violation, the Responsible Employee will inform the victim of:

  • the Responsible Employee’s obligation to report the alleged violation to the Title IX Coordinator; and
  • the victim’s option to discuss available resources and supportive measures, including counseling, emotional or other support and investigation, with the Title IX Coordinator or a confidential VOICE Advocate; and
  • the victim’s right to file a complaint with the Institute and to report a crime to Georgia Tech and/or local police.

To prepare for the official conduct process, students are encouraged to meet with a VOICE Advocate prior to making the official complaint with the Title IX Coordinator.

Victims are encouraged to report as soon as possible. However, the Institute will review all complaints of sexual misconduct

To seek a criminal investigation

 A victim may file a report with Georgia Tech Police Department or local police for a criminal investigation, which may be sought in addition to a Georgia Tech investigation.

Reports to Georgia Tech Police Department of misconduct by students will be shared with the Title IX Coordinator and the Office of Student Integrity for follow-up.

The Office of the Dean of Students (including the Women's Resource Center) can provide to a student victim a VOICE Advocate in the Office of Health Initiatives who can assist students with reporting to Georgia Tech Police Department or local police. Advocates are confidential and available 24 hours per day.

A victim may also choose not to file any report. In that case, a victim can still receive support services. Contact a confidential VOICE Advocate in the Office of Health Initiatives for assistance.

5.2 Hearing Procedures

Hearing Panel

The panel of any hearing for an accused student conducted pursuant to this policy shall consist of three members. Panelists shall be assigned to the panel by the Office of Student Integrity in alphabetical order from a list of appropriately trained and available Institute employees. The names and titles of persons available to serve as hearing panelists can be accessed here.

Request for Recusal

If a party to any student hearing conducted pursuant to this policy wishes to challenge the impartiality of any proposed panelist, the party may do so by making a written request for recusal to the Director of Student Integrity prior to the scheduled date of the hearing. All such requests for recusal shall specifically identify the alleged bias and include evidence in support of the request. The Director of Student Integrity shall rule on the request for recusal in writing within a reasonable time. If the Director grants the request for recusal, the recused panelist shall be excused and the next (in alphabetical order) available panelist shall be assigned to the hearing panel.

A party who wishes to challenge the impartiality of any official or employee in the student sexual misconduct process may also submit a written request for recusal to the Title IX Coordinator, identifying the alleged bias and supporting evidence.  A decision will then be made to sustain or deny the challenge and, if sustained, a replacement will be appointed, if appropriate. Challenges to the Title IX Coordinator’s impartiality may be made to the Executive Director of Equity and Compliance in Institute Diversity, Equity and Inclusion (IDEI).

Recordkeeping and Release of Information:

Student Information

Maintenance of Disciplinary Files

A case referral results in the creation of a disciplinary file in the name of the Respondent. Disciplinary records of students found responsible for any charges against them will be retained for at least seven (7) years. Disciplinary records containing records of suspension and expulsion will be permanently retained. This file shall be destroyed if the student is found not responsible for the charges 

Release of Information

Student disciplinary records shall be governed by the Family Educational Rights of Privacy Act 20 U.S.C. § 1232g.

  • Certain information regarding students who are suspended or expelled may be released to third parties.
  • Any misconduct that resulted in suspension where a potential threat to the campus community exists (including but not limited to illegal drug distribution, endangering or harming any person, or jeopardizing the safety of any person) may be released to third parties for five years after sanction completion. In instances of suspension where no threat to the community is identified, the suspension may be reported until the sanction is complete.
  • Any misconduct that did not result in suspension or expulsion is not released to third parties.

The Institute requires a specific written request from the student to release the entire disciplinary record to third parties.

Resources and Supportive Measures for Victims and Accused Students
Campus resources and supportive measures are available to both victims and accused students, where applicable.

In certain instances of sexual misconduct, for example rape, it is important for the victim to receive medical attention within the first 120 hours. This timeframe allows more options for medical assistance and a greater likelihood of collecting evidence if the victim chooses to report the incident. Medical care is still encouraged after 120 hours if the victim has not yet sought care.

The Georgia Tech Stamps Health Services (including the Primary Care Clinic and Women's Clinic) is available during regular hours for medical assistance and follow-up care. Local rape crisis centers are available for medical and counseling assistance 24 hours a day.

The Center for Assessment, Referral and Education (CARE), Health Initiatives,Counseling Center, Health Services (including Women's Health), and the Women's Resource Center are also available resources. Accused student may also access applicable resources, as well as the services of Student Rights Advocates. VOICE Advocates are available to the student victims 24 hours per day including weekends and holidays. Additional campus resources for students includes the Office of the Dean of Students. Campus resources for faculty and staff are available through the Institute’s Employee Assistance Program and through other programs in the Office of Human Resources. Numerous off-campus services are also available.

In addition, a counselor and a member of the Office of the Dean of Students staff are on call 24 hours a day. After hours, staff members are available through the Georgia Tech Police Department (404-894-2500); their assistance may be requested without making a police report. Counseling resources are available for all persons involved in an incident of sexual misconduct.

The aftermath of sexual violence can be devastating to the individuals involved as well as the community. Given the impact on members of the Georgia Tech community, the Institute takes sex harassment seriously and actively works to end it on campus through prevention, advocacy, and educational programs for all incoming students and new employees, as well as ongoing prevention and awareness campaigns for current students and employees. One such coordinated effort is called VOICE, a campus-wide prevention program housed in Health Initiatives, a unit of the Georgia Tech Department of Health and Wellbeing.

The most up-to-date campus and community resource information for victims is available at VOICE, www.healthinitiatives.gatech.edu/voice or by contacting a VOICE Advocate at 404-385-4464 or 404-385-4451.

VOICE Advocates

404-385-4464
404-385-4451

http://healthinitiatives.gatech.edu/contact-voice

VOICE 24-Hour Info Line

404-894-9000

www.healthinitiatives.gatech.edu/voice

Student Rights Advocates (for accused students)   https://titleix.gatech.edu/resources-respondents-accused
Center for Assessment, Referral and Education (CARE) 404-894-3498 www.care.gatech.edu

Stamps Health Services

404-894-9980

www.health.gatech.edu

Georgia Tech Counseling Center

404-894-2575

www.counseling.gatech.edu

Office of the Dean of Students

404-894-6367

www.deanofstudents.gatech.edu

Office of Disability Services 404-894-2563 (Voice); 404-894-1664 (TDD) https://disabilityservices.gatech.edu/

Title IX Coordinator

404-385-5583

titleix.gatech.edu

Georgia Tech Police

404-894-2500

www.police.gatech.edu

Women’s Health

404-894-1434

http://health.gatech.edu/services/womens

Women’s Resource Center

404-894-0230

www.womenscenter.gatech.edu

LGBTQIA Resource Center 404-385-2679 lgbtqia.gatech.edu

Students may additionally file a complaint of discrimination with the Office of Civil Rights (OCR):

Office for Civil Rights
U.S. Department of Education
Region IV
61 Forsyth Street, SW
Atlanta, GA 30303
Tel: (404) 974-9450
Fax: (404) 974-9459

Enforcement

To report suspected instances of ethical violations, please visit Georgia Tech’s Ethics Hotline, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Policy History
Revision Date Author Description
August 14, 2020 Equity and Compliance Updated Policy to comply with USG Policy 6.7
October 10, 2019 Equity and Compliance Updated Policy to comply with USG Policy 6.7
September 26, 2018 Compliance Programs Updated Policy
August 14, 2017 Compliance Programs Updated Policy
July 1, 2016 Compliance Programs New Policy

 

 

Student Code of Conduct

Student Code of Conduct rrotoloni3 Wed, 06/13/2012 - 22:49
Last Revised
Review Date
Policy Owner
Student Life
Contact Name
John Stein
Contact Title
Associate Vice President for Student Life & Dean of Students
Contact Email
john.stein@vpss.gatech.edu

Policy Statement: The most current Student Code of Conduct (the “Code”) can be found on the Policy Library web site as listed in the References. In the event of any conflict, the Code found in the Policy Library will govern.

Table of Contents

A. General
B. Definitions
C. Prohibited Non-Academic Conduct
D. Prohibited Academic Conduct
E. Interim Measures
F. Conduct Procedures
G. Sanctions
H. Appeal Procedures
I. Record Keeping and Release of Information
J. References

A. GENERAL

The Code educates all members of the Georgia Tech Community about the Institute’s expectations and Students’ rights and creates a standard by which Students are expected to conduct themselves for the purpose of establishing an environment conducive to academic excellence. Georgia Tech Students, Registered Student Organizations, and Groups are responsible for their own behavior, and the Institute has the authority to establish an internal structure for the enforcement of its policies and procedures, the terms of which students have agreed to accept by their enrollment.

1. Authority
a. The Code is not written with the specificity of a criminal statute and should not be confused with criminal law. Institute conduct proceedings are not restricted by the rules of evidence governing criminal and civil proceedings. Students may be charged under multiple sections of the Student Code of Conduct (Non-Academic Misconduct, the Academic Misconduct) based upon the same conduct. Students may be held accountable both to civil or criminal authorities and the Institute for acts that constitute violations of law and the Policy. Proceedings under this Policy may be carried out prior to, simultaneously with, or following civil or criminal proceedings. Students who reside in Institute housing are subject to Housing policies and procedures in addition to this Code.

b. Sexual misconduct is not governed by this Code, but by the Sexual Misconduct Policy, including its procedures and sanctions.

c. The Office of Student Integrity (OSI), in consultation with the Office of the General Counsel, shall develop consistent operating procedures for the administration of the Conduct Process and for the conduct of Student Conduct Panel hearings.

d. Any question of the interpretation or application of the Code shall be referred to the Associate Vice President for Student Life & Dean of Students for final determination.

e. In any instance in which reference is made to an official of the Institute, such reference shall mean the official or the official’s designee.

2. Jurisdiction

a. The Institute shall take necessary and appropriate action to protect the safety and well-being of its community. Accordingly, student conduct should be addressed when such acts occur on Institute property, at Institute-sponsored or affiliated events, or otherwise violate the Institute’s student conduct policies, regardless as to where such conduct occurs. If the student has admitted responsibility and has voluntarily decided to participate in the informal process, the procedures outlined in this section will not apply. Academic misconduct relevant to any Institute activity will be addressed regardless of where it may have occurred. Non-academic misconduct will be addressed whenever such acts:

  1. occur on Institute Premises;
  2. occur at Institute-sponsored activities;
  3. occur at Student Group or Organization Activities;
  4. occur online or through an electronic medium; or
  5. occur off Institute Premises when conduct adversely affects the Institute and/or the pursuit of its objectives.

b. Each Student shall be responsible for their conduct under this Code from the time of application for admission through the actual awarding of a degree. This includes conduct that may occur before classes begin or after classes end during the academic year, as well as during time periods between terms of actual enrollment. The Code shall apply to a Student’s conduct even if the Student withdraws from school while a disciplinary matter is pending. The Code applies to Institute programs in virtually remote and overseas locations.

c. The Institute shall retain the ability to adjudicate matters that occurred during a Student’s enrollment at Georgia Tech.

3. Inappropriate Classroom Behavior
The primary responsibility for managing the classroom environment rests with the instructor. Students who engage in any acts that result in disruption of a class may be directed by the instructor to leave the class for the remainder of the class period. Longer suspensions from a class can be administered only by the Associate Vice President for Student Life & Dean of Students in accordance with this Code.

4. Registered Student Organization Discipline
Registered Student Organizations are subject to this Code. Any Registered Student Organization accused of committing or attempting to commit one or more acts of misconduct is subject to the conduct procedures outlined in Section F.

B. DEFINITIONS

“Administrative Conference” refers to the meeting between the Respondent and the Student Conduct Administrator and/or Investigator that can occur at the initiation of the Conduct Process. An Administrative Resolution may be offered to the Respondent during this conference.

“Administrative Resolution” refers to a decision by a Student Conduct Administrator that will
result in the Respondent either being found responsible or not for the alleged violation.

“Advisor” refers to an individual, chosen by the Respondent or the Complainant (where applicable), who assist a Respondent or the Complainant with the Conduct Process. The Respondent and the Complainant have the right to use an Advisor (who may or may not be an attorney) of their choosing, and at their own expense, for the express purpose of providing advice and counsel. The Advisor may be present during meetings and proceedings of the investigatory and/or resolution process at which the advisee is present. The Advisor may advise the advisee in any manner, including providing questions, suggestions, and guidance on responses to any questions asked of the advisee, but shall not participate directly during the investigation and/or resolution process unless it is a Title IX proceeding.

“Appellate Officer” means the person authorized by the Institute to consider an appeal of a disciplinary decision rendered by a Student Conduct Administrator, a Student Conduct Panel, or the Associate Vice President for Student Life & Dean of Students.

“Business Day” means any day in which the Institute is open for its full hours of operation, in accordance with the Institute’s official calendars. All campuses will follow their respective calendars. When an authorized Institute Official closes the Institute, it will not be considered a Business Day.

“Chair” means a member of a Student Conduct Panel who is identified by the Institute to oversee the proceedings during a hearing.

“Complainant” means an individual who is alleged to be a victim of conduct that would violate any Board of Regents or other applicable Institute policy, including but not limited to, the Code.

“Community” includes any Student, Staff, Faculty Member, Institute Official, Affiliate, or any other person employed by the Institute. A person’s status in a particular situation shall be determined by the Associate Vice President for Student Life & Dean of Students.

“Conduct Process” refers to the process that begins upon receipt of complaint, to include, the Administrative Conference, the investigation of misconduct allegations, and all other meetings and proceedings of the investigatory and/or resolution process.

“Faculty Member” means any person hired by the Institute to conduct classroom, teaching, or research activities or who is otherwise considered by the Institute to be a member of its Faculty.

“Group” means persons who are associated with each other, but who have not complied with Institute requirements for chartering or annual registration as a Registered Student Organization.

“Group or Organization Activity” means any activity on or off Institute Premises that is directly initiated for, or supervised by a Group or Registered Student Organization, including any individual activity occurring in buildings, facilities, grounds, utilities, or resources (including computer resources) owned, leased, operated, controlled, or supervised by a Group or Registered Student Organization.

“Information” means any Witness testimony, documents, statements, or tangible material
presented to an Investigator, Student Conduct Administrator, or Student Conduct Panel.

“Institute” and “Georgia Tech” each refer to the Georgia Institute of Technology, its respective campuses, and all of its undergraduate, graduate, and professional schools, divisions, and programs.

“Institute Official” is defined as Faculty Members, administration, or staff, including students serving as Institute employees, who are acting on behalf of the Institute.

“Institute Premises” includes all land buildings, facilities, grounds, utilities, resources, and other property (including computer resources) in the possession of, or owned, operated, leased, controlled, or supervised by the Institute (including adjacent streets and sidewalks).

“Investigator” means a person or entity charged with reviewing allegations of misconduct.

“May” is used in the permissive sense.

“Office of Student Integrity” or “OSI” means the office designated by the Institute to oversee the Code.

“Policy” or “Policies” means any written rule or regulation of the Institute, the Board of Regents of the University System of Georgia.

“Preponderance of the Evidence” is the standard of review used in determining responsibility and means whether a Respondent is more likely than not to be in violation of the Code.

“President” means the Institute's President or their designee.

Registered Student Organization” or “RSO” means persons who have complied with or are in the process of complying with, the Institute requirements for chartering or annual registration requirements pursuant to the Registered Student Organizations Policy.

“Respondent” means a Student, Group, or RSO who is alleged to be in violation of the Code. The individual designated as the highest-ranking member of the Group or RSO shall represent the Group or RSO as the Respondent.

“Sanction” and “Supplementary Requirements” means the conditions imposed upon a Respondent found responsible for a violation of the Code.

“Student” means any person who is taking or auditing classes of the Institute, either full-time or part-time; is participating in academic programs; or is pursuing undergraduate, graduate, or professional studies. A Student is also any person who matriculates in any Institute program, has been accepted for enrollment, or is eligible to re-enroll without applying for readmission.

“Student Conduct Administrator” means an Institute Official as authorized by the Associate Vice President for Student Life & Dean of Students to lead the Administrative Conference, recommend violations based on an investigation of alleged misconduct, or impose Sanctions upon any Student(s) found to have violated the Code.

“Student Conduct Panel” means a set of persons authorized by the Institute to determine whether the Respondent has violated the Code. In non-academic cases, the Panel recommends a decision and Sanctions, if applicable, to the Director of Student Integrity.

“System Director” refers the University System of Georgia’s System Director of Equity & Investigations.  

“Substantial Evidence” means evidence a reasonable mind might accept as adequate to support a conclusion.

“Weapon” means any object or substance designed, intended, or used to inflict or threaten bodily injury.

“Will” and “shall” are used in the imperative sense.

“Witness” is defined as a person providing information during the Conduct Process.
 

C. PROHIBITED NON-ACADEMIC CONDUCT

Any Student, Group, or RSO accused of committing or attempting to commit one or more acts of non-academic misconduct is subject to the Conduct Process in Section F.

1. Alcohol violations including, but not limited to:

a. Underage use or possession of alcohol.
b. Possession or consumption of alcohol in an unauthorized area.
c. Use or possession of fake identification.
d. Distribution of alcohol to underage person(s).
e. Behavior, while under the influence of alcohol that endangers any person.
f. Disorderly conduct associated with the use of alcoholic beverages.

2. Illegal drugs and other substance violations including, but not limited to:

a. Use or possession of illegal drugs (without valid medical or dental prescription).
b. Behavior, while under the influence of illegal drugs, that endangers any person.
c. Manufacturing, furnishing, selling, or distributing of any narcotic or dangerous drug controlled by law.
d. Disorderly conduct associated with the use of illegal drugs.

3. Unjustifiably pushing, striking, or otherwise intentionally causing reasonable apprehension of such harm to any person.

4. Disorderly conduct including, but not limited to:

a. Boisterousness, rowdiness, obscene, or indecent conduct or appearance.
b. Obstruction or disruption of teaching, research, administration, or other Institute activities, including its public service functions or other authorized activities.
c. Breach of the peace.

5. Behavior that endangers any person(s), including self.

6. Unauthorized use of Institute Premises including:

a. Unauthorized entry into any Institute Premises or remaining without permission in any building after normal closing hours.
b. Possessing, using, making, or causing to be made any key or other means of access to any Institute Premises without proper authorization.

7. Furnishing false information to any Institute Official.

8. Forgery, alteration, replication, or misuse of any document, record, or identification upon which the Institute relies, regardless of the medium.

9. Hazing is conduct, whether on or off Institute Premises, which exceeds the normal expectations of the organizational purpose or mission and which:

a. Endangers the mental or physical health or safety of a student as a condition of affiliation with a Group or RSO;
b. Is sufficiently severe or pervasive enough to interfere with academic responsibilities; or
c. Is any intentional, negligent or reckless action, or situation-causing another pain, embarrassment, ridicule or harassment, regardless of the willingness of the participant.

10. Safety violations, including, but not limited to:

a. Intentionally initiating or causing to be initiated any false reporting, warning or threat of fire, explosion, or other emergency.
b. Tampering with safety devices or other emergency, safety, or firefighting equipment.
c. Setting or attempting to set an unauthorized fire.
d. Unauthorized possession of fireworks, firearms, and/or ammunition.
e. Unauthorized possession of authorized weapons and/or dangerous materials or chemicals.
f. Unauthorized sale, possession, furnishing, or use of any bomb or explosive or incendiary device.

11. Theft and/or unauthorized possession or use of property or services belonging to the Institute, another person, or any other entity.

12. Malicious or unauthorized damage to or destruction of Institute property or property belonging to another.

13. Illegal gambling, including online gambling.

14. Failure to return or submit property or records of the Institute within the time prescribed by the Institute.

15. Acting with any other person to perform an unlawful act or to violate an Institute, Board of Regents, and/or University System Policy.

16. Failure to comply with instructions or a directive of any properly identified Institute Official while that person is acting in the performance of official duties.

17. Abuse of the Conduct Process including, but not limited to:

a. Failure to cooperate with the investigation, resolution, and procedures of the Code.
b. Falsification, distortion, or misrepresentation of Information before a Student Conduct Administrator or Student Conduct Panel.
c. Disruption or interference with the orderly conduct of an Administrative Conference and/or a Student Conduct Panel proceeding.
d. Attempting to influence the impartiality of a Student Conduct Administrator and/or a member of a Student Conduct  Panel at any point in the Conduct Process.
e. Failure to comply with the Sanction and/or Supplementary Requirements imposed under the Code.
f. Influencing or attempting to influence another person to commit an abuse of the Conduct Process.

18. Harassing another person including, but not limited to:

Placing another person in reasonable fear of his/her personal safety through words or actions directed at that person, or unreasonably interfering with the working, learning, or living environment of the person.

19. Violation of any Institute Policy, rule or regulation.

20. Violation of any Board of Regents or University System of Georgia Policy and/or federal, state, or local law.

21. Discriminatory conduct including:

a. Objectively offensive conduct directed at a particular person or persons based upon that person or persons’ race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, gender expression, veteran status, or any class protected by law that creates a hostile environment or that results in excluding participation in, or denies the benefits of any educational program or working opportunity for that person or persons.
b. Verbal or written threats, coercion or any other conduct that is based on race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, gender expression, veteran status, or any class protected by law, that by design, intent or recklessness incites reasonable fear of physical harm or otherwise unreasonably interferes with another’s working, learning, or living environment of the person. Allegations of sex and/or gender-based discrimination will be governed by the Sexual Misconduct Policy.

D. PROHIBITED ACADEMIC CONDUCT

Any Student accused of committing or attempting to commit one or more of the following acts of academic misconduct is subject to conduct procedures in Section F.

1. Unauthorized access including possessing, using, or exchanging improperly acquired written or verbal information in the preparation of a problem set, laboratory report, essay, examination, or other academic assignment.

2. Unauthorized collaboration including unauthorized interaction with another Student or Students in the fulfillment of academic requirements.

3. Plagiarism including submission of material that is wholly or substantially identical to that created or published by another person or persons, without adequate credit notations indicating the authorship.

4. False claims of performance for work that has been submitted by a Student.

5. Grade alteration including alteration of any academic grade or rating to obtain unearned academic credit.

6. Deliberate falsification including a written or verbal statement of fact to a Faculty Member and/or Institute Official, to obtain unearned academic credit.

7. Forgery including alteration, or misuse of any Institute document relating to the academic status of the Student.

8. Distortion including any act that distorts or could distort grades or other academic records.

9. Unauthorized use of another’s intellectual property including classroom recordings, power point presentations, lecture notes (any media), examination questions, or study guides.

E. INTERIM MEASURES

Interim measures may be implemented by the Institute at any point after the Institute becomes aware of the alleged student misconduct and should be designed to protect any student or other individual in the USG community. To the extent interim measures are imposed, they should minimize the burden on both the alleged victim Complainant (where applicable) and the Respondent, where feasible. Interim measures may include, but are not limited to:

  1. Change of housing assignment;
  2. Issuance of a “no contact” directive;
  3. Restrictions or bars to entering certain Institute Premises;
  4. Changes to academic or employment arrangements, schedules, or supervisions;
  5. Interim suspension; and
  6. Other measures designed to preserve the safety and well-being of the parties and the Institute’s Community.

Any reports that involves allegation(s) of conduct that could lead to the suspension or expulsion of the Respondent(s) in an initial report must be promptly reported to the System Director.

Interim Suspension:

In certain circumstances the Associate Vice President for Student Life & Dean of Students may impose a suspension prior to the investigation and resolution process.

1. The Associate Vice President for Student Life & Dean of Students will determine if interim suspension is warranted. Interim suspensions should occur only where necessary to maintain safety and shall be limited to situations where the Respondent poses a serious and immediate danger or threat to persons or property. In making such an assessment, the Associate Vice President for Student Life & Dean of Students shall consider the existence of a significant risk to the health or safety of the Complainant (where applicable) or the campus community; the nature, duration, and severity of the risk; the probability of potential injury; and whether less restrictive means can be used to significantly mitigate the risk.

Before an interim suspension is issued, the institution must make reasonable efforts to give the Respondent the opportunity to be heard on whether the Respondent’s presence on campus poses a danger. If an interim suspension is issued, the terms of the suspension shall take effect immediately. The Respondent shall receive notice of the interim suspension and the opportunity to respond to the interim suspension. The Student shall be notified in writing of this action and the reasons for the interim suspension. Within three business days of receiving a challenge the institution will determine whether the interim suspension should continue.

2. During the interim suspension the Student may be denied access to classes, campus facilities, and all other Institute activities or privileges.

3. Cases of interim suspension shall be given priority and will be expedited through the conduct process.

F. CONDUCT PROCEDURES

1. Case Referrals

Any person may file a complaint against a Student, Group or RSO for violations of the Code. The procedures for filing a complaint are on the OSI website.

The complaint shall be prepared in writing and directed to OSI. Complaints should include as much information as possible – such as: (1) the type of misconduct alleged; (2) the name and contact information of the Respondent; (3) the date(s), time(s), and place(s) of the misconduct; (4) the name(s) and contact information of any individual(s) with knowledge of the incident; (5) whether any tangible evidence has been preserved; and (6) whether a criminal complaint has been made.

The complaint should be submitted as soon as possible after the event takes place or when it is reasonably discovered, generally within thirty (30) Business Days following the discovery of the incident. The Complainant should forward any supporting documentation to OSI within ten (10) Business Days of the original submission or OSI may process the case based solely on the original complaint. OSI may also initiate a complaint based upon information received.

Complainants may file a report with law enforcement as well as with OSI.

Confidentiality: Where a Complainant (where applicable) requests that their identity be withheld or the allegation(s) not be investigated, the Institute should consider whether or not such request(s) can be honored while still promoting a safe and nondiscriminatory environment for the institution and conducting an effective review of the allegations. The institution should inform the requesting party that the institution cannot guarantee confidentiality and that even granting requests for confidentiality shall not prevent the institution from reporting information or statistical data as required by law, including the Clery Act.

Retaliation: Anyone who, has made a report or complaint, provided information, assisted, participated or refused to participate in any investigation or resolution under applicable Board of Regents or Institute Policy shall not be subjected to retaliation. Anyone who believes they have been the subjected to retaliation should immediately contact the appropriate department or individual(s) for that institution. Any person found to have engaged in retaliation shall be subject to disciplinary action, pursuant to Institute Policy.

False Complaints/Statements: Individuals are prohibited from knowingly giving false statements to an institution official. Any person found to have knowingly submitted false complaints, accusations, or statements, including during a hearing, in violation of applicable Board of Regents or Institute Policy shall be subject to appropriate disciplinary action (up to and including suspension or expulsion) and adjudicated pursuant to Institute Policy.

Amnesty: Students should be encouraged to come forward and report violations of the law and/or student code of conduct notwithstanding their choice to consume alcohol or drugs. Information reported by a student during the conduct process concerning their consumption of drugs or alcohol will not be voluntarily reported to law enforcement; nor will information that the individual provides be used against the individual for purposes of conduct violations. Nevertheless, these students may be required to meet with staff members regarding the incident and may be required to participate in appropriate educational program(s). The required participation in an educational program under this amnesty procedure will not be considered a sanction. Nothing in this amnesty procedure shall prevent an Institute staff member who is otherwise obligated by law (the Clery Act) to report information or statistical data as required.

2. Communications

All communications (requests for meetings, notifications, notice of hearings, etc.) will be provided via official Institute e-mail addresses, as defined by the Office of Information Technology. If the Respondent is not currently enrolled, the notification will be sent via U.S. Postal Service to the last known address on file with the Registrar.

3. Rights

Throughout the Conduct Process, the Respondent, as party to the proceedings, is granted the following rights:

  1. to seek information from a Student Conduct Administrator and/or Investigator;
  2. to be informed of the charge(s) and alleged misconduct upon which the charge is based;
  3. to be informed of the Information upon which a charge is based and afforded an opportunity to offer a relevant response;
  4. to use an Advisor;
  5. to remain silent with no inference of responsibility drawn;
  6. to call and question relevant Witnesses;
  7. to present Information in his/her behalf;
  8. to be considered not responsible until proven responsible by a Preponderance of the Evidence;
  9. to be informed of the outcome of the disciplinary proceeding in writing;
  10. to appeal the decision;
  11. to waive any of the above rights; and
  12. to have resolution of the case within a reasonable time.

Throughout the Conduct Process, the Complainant (where applicable), as party to the proceedings, is granted the following rights:

  1. to have an Advisor of their own choosing, at their own expense;
  2. to be informed of the outcome of the disciplinary proceeding in writing; and
  3. to appeal the decision.

Throughout the Conduct Process, Witnesses have the right to remain silent with no inference of responsibility drawn.

4. Investigation and Resolution Process
Initial Evaluation of Incident Reports

a. After OSI receives a complaint, the Student Conduct Administrator will review the complaint and any supporting Information to decide what, if any process to initiate. The Student Conduct Administrator will determine whether the facts as alleged in the complaint or report are sufficient to initiate a Conduct Process.

  • If the Student Conduct Administrator determines that the facts of the complaint or report, even if true, would not constitute a violation of Policy, no further action will be taken. Otherwise, the Student Conduct Administrator may (1) attempt to resolve the situation through an informal resolution process including, but not limited to, mediation or a meeting between the Respondent and a Student Conduct Administrator or a third party; or (2) perform an initial investigation to determine what charges should be brought against the Respondent and whether those charges could potentially result in suspension or expulsion of the Respondent.
  • The Respondent shall receive notice of the alleged misconduct with sufficient details, shall be provided an opportunity to respond, and shall be allowed to remain silent during the investigation and resolution process, without an adverse inference. Sufficient details include the identifies of the parties involved, if known, a statement of the alleged misconduct violation(s), and the date and location of the alleged incident, if known.  If the Respondent chooses to remain silent, the investigation may proceed, and Policy violation charges may still result and may be resolved against the Respondent. 

b. If OSI receives multiple complaints involving the same Student, each complaint will be considered separately in determining whether a Conduct Process should be initiated.  Multiple charges against the same Respondent will generally be investigated and adjudicated separately; however, multiple charges may be investigated and adjudicated together under appropriate circumstances, which may include, but are not limited to, consent of the parties, similar or related conduct, and the administrative burden of considering the charges separately. 

c. Process for Cases which will Not Result in Suspension or Expulsion 

  1. If the Student Conduct Administrator initiates the Conduct Process, the Respondent is notified and is requested to contact the Student Conduct Administrator within five (5) Business Days of the notification to schedule an Administrative Conference. During the Conduct Process, the Respondent should continue to attend class and required Institute functions unless otherwise instructed by the Associate Vice President for Student Life & Dean of Students or OSI. Should the Respondent fail to contact the Student Conduct Administrator within five (5) Business Days, or fail to attend the Administrative Conference, the Student Conduct Administrator may resolve the case in the Student’s absence, or may refer the case to a Student Conduct Panel.
  2. At the Administrative Conference, the Respondent is presented with the alleged violation of the Student Code of Conduct, supporting Information, and an explanation of his/her rights. The Respondent may bring an Advisor. However, if the Advisor disrupts the investigation and resolution process, they may be asked to leave. The Respondent will be provided the opportunity to present their version of the reported incident.

d. Process for Cases Which May Result in Expulsion or Suspension  

  1. In cases which may result in expulsion or suspension, Georgia Tech must notify the System Director pursuant to USG Policy 4.6.
  2. The Complainant (where applicable) and Respondent shall be provided with written notice of the complaint/allegations, pending investigation, possible charges, possible sanctions, available support services, and the identity of the Investigator(s). Notice should be provided via institution e-mail to the address on file.
  3. Upon receipt of the written notice, the Respondent shall be given five (5) Business Days to respond in writing. In that response, the Respondent shall have the right to admit or to deny the allegations, and to set forth a defense with facts, Witnesses, and supporting materials– whether written or electronic – in support. Failure to respond by the deadline will be considered a general denial of the alleged misconduct.
  4. After review of the Respondent’s response, the investigation shall continue with interviews of the Respondent, the Complainant (where applicable) and other relevant Witnesses; collection and review of documents or other physical or electronic information; and any other steps deemed necessary by the Investigator. The Investigator should retain written notes and/or obtain written or recorded statements from each interview. The Investigator shall also keep a record of any proffered Witnesses not interviewed, along with a brief, written explanation.
  5. The investigation shall be summarized in writing in an initial investigation report and provided to the Respondent and the Complainant (where applicable and permissible by law) in person or via email. This summary should clearly indicate any resulting charges (or alternatively, a determination of no charges), as well as the facts and evidence in support thereof and possible sanctions.
  6. To the extent the summary report indicates that the Respondent will be charged with any violation, the Respondent shall have the opportunity to respond in writing. The Respondent’s written response to the report shall be due no later than three (3) Business Days following the date of the report. The Respondent’s written response should outline a plea in response to the charge(s), and where applicable, the defense(s), and the facts, Witnesses, and documents – whether written or electronic – in support. The Respondent’s failure to submit a written response to the charge(s) within three (3) Business Days will be interpreted as a denial of the charge(s).
  7. The Investigator shall conduct further investigation and update the investigative report if warranted by the Respondent’s response. 
  8. The final investigative report shall be provided to the Student Conduct Panel or Student Conduct Administrator for consideration in adjudicating the charges brought against the Respondent. A copy shall also be provided to the Respondent and the Complainant (where applicable) before any hearing. The Investigator may testify as a Witness regarding the investigation and findings but shall otherwise have no part in the hearing process and shall not attempt to otherwise influence the proceedings outside of providing testimony during the hearing.
  9. During the Conduct Process, the Respondent should continue to attend class and required Institute functions unless otherwise instructed by the Associate Vice President for Student Life & Dean of Students or OSI.

e. The case will be adjudicated by the Student Conduct Administrator or a Student Conduct Panel. The Respondent shall have the option of having the charges heard by either the Student Conduct Administrator or by a Student Conduct Panel. The Respondent may also request that the case be adjudicated by a different Student Conduct Administrator than that initially authorized to hear the case in the event of perceived bias of the initially authorized official. The Student’s reasons for their preference must be conveyed to the Associate Vice President for Student Life & Dean of Students, in writing, before the investigation begins.  Ordinarily, the Student’s preference will be honored; however, the Associate Vice President for Student Life & Dean of Students will make the final decision in their sole discretion. If the Student’s preference is not honored, the rationale for the decision will be provided to the Student in writing. TheAssociate Vice President for Student Life & Dean of Students reserves the right to determine the process to be used based on the relevant facts and circumstances, including, but not limited to: 

  1. imminent graduation of the Student;
  2. end of the semester; or
  3. extraordinary circumstances.

f. If the case is to be adjudicated by the Student Conduct Panel, the case shall be referred to the Student Conduct Panel and follow the procedures outlined in Section F-5-b.

Resolution of the case should be made within thirty (30) Business Days of the Administrative Conference. If resolution cannot be reached in thirty (30) Business Days, OSI will inform the Respondent and Complainant (where applicable). OSI may waive this timeline for good cause.

5. Forms of Case Resolution

In no case shall a hearing to resolve charge(s) of student misconduct take place before the investigative report has been finalized or before the Respondent has had an opportunity to respond in writing, unless the Respondent has chosen to go through an informal process or otherwise provided a written waiver of rights to these procedures. Further, unrelated charges and/or cases shall be heard separately unless the Respondent consents to the charges/cases being heard jointly.

Where the Respondent contests the charges, and after the investigative report has been finalized and copies provided to the Respondent and the Complainant (where applicable and permissible by law) the case shall be set for hearing; however, in cases with a Complainant, the Complainant and Respondent may have the option of selecting informal resolution, except where deemed inappropriate by the Associate Vice President for Student Life & Dean of Students, (or their designee) or the System Director.

Where a case is not resolved through informal means, the charges shall be heard either by an Administrator or a Student Conduct Panel. Notice of the date, time, and location of the hearing, shall be provided to the Respondent and the Complainant (where applicable) at least five (5) Business Days prior to the hearing. Hearings shall be conducted in person or via conferencing technology as reasonably available.

The following standards will apply to any such hearing, whether before an Administrator or a Student Conduct Panel:

  1. The Respondent and Complainant (where applicable) shall have the right to present Witnesses and evidence to the hearing officer or panel. Witness testimony, if provided, shall pertain to knowledge and facts directly associated with the case being heard. The Respondent and Complainant (where applicable) shall have the right to confront any Witnesses, including the other party, by submitting written questions to the Hearing Officer or Hearing Panel for consideration. Advisors may actively assist in drafting questions. The Hearing Officer or Hearing Panel shall ask the questions as written and will limit questions only if they are unrelated to determining the veracity of the charge leveled against the Respondent(s). In any event, the Hearing Officer or Hearing Panel shall err on the side of asking all submitted questions and must document the reason for not asking any particular questions.
  2. Where the Student Conduct Administrator or panel determines that a party or Witness is unavailable and unable to be present due to extenuating circumstances, the Student Conduct Administrator or panel may establish special procedures for providing testimony from a separate location. In doing so, the Student Conduct Administrator or panel must determine there is a valid basis for the unavailability, ensure proper sequestration in a manner that ensures testimony has not been tainted, and make a determination that such an arrangement will not unfairly disadvantage any party. Should it be reasonably believed by the Student Conduct Administrator or panel that a party or Witness who is not physically present has presented tainted testimony, the Student Conduct Administrator or panel will disregard or discount the testimony.
  3. Formal judicial rules of evidence do not apply to the investigatory or resolution process.
  4. The standard of review shall be a Preponderance of the Evidence; however, any decision to suspend or to expel a student must also be supported by Substantial Evidence at the hearing.
  5. The Institute shall maintain documentation of the proceedings, which may include written findings of fact, transcripts, audio recordings and/or video recordings.
  6. Following a hearing, both the Respondent and Complainant (where applicable) shall be provided a written decision of the outcome and any resulting sanctions. The decision shall include details on how to appeal, as outlined below. Additionally, the written decision shall summarize the evidence in support of the sanction. The same form will be completed, regardless of whether the student opts for a student panel or an administrative hearing.

a. Administrative Resolution

The Student Conduct Administrator renders a decision of: 1) Not Responsible, which closes the case, or 2) Responsible for one or more violations with an appropriate Sanction, and, as warranted, one or more from among the Supplementary Requirements. The Respondent, after being notified of the Student Conduct Administrator’s decision, may submit an appeal to the Associate Vice President for Student Life & Dean of Students according to the appeal procedures described in Section H.

b. Student Conduct Panel

  1. Decisions and Sanctions
    The Student Conduct Panel, after convening a hearing, recommends a disciplinary decision to the Director of Student Integrity. The Director of Student Integrity, after reviewing the case, renders a decision of 1) Not Responsible, which closes the case, or 2) Responsible for one or more violations of the Policy with an appropriate Sanction and, as warranted, one or more from among the Supplementary Requirements. The Respondent, after being notified of the decision and Sanction, may appeal to the Associate Vice President for Student Life & Dean of Students, according to appeal procedures described in Section H.
  2. Scheduling of Student Conduct Panel Hearing
    After the case is forwarded to a Student Conduct Panel, the Complainant and the Respondent will be notified of available dates and times for a hearing. The Respondent may indicate preferences from among the available dates and times. These preferences will be considered by OSI if received within three (3) Business Days of the date the options were presented to the Respondent. 

This official notice will be provided at least five (5) Business Days prior to the hearing and will include the time, date, and location of the hearing. In addition, the notice will specify the Complainant(s), Witnesses(s), and nature of the alleged misconduct. The Respondent may waive the notification timeline in order to expedite the hearing process. Upon request, the Respondent may meet with a Student Conduct Administrator to review Information and hearing procedures.

c. Faculty Conference (optional academic case resolution)

A faculty conference is an optional way in which an alleged act of academic misconduct can be resolved.

1. Initiation of Complaint

The Faculty Conference is initiated by the instructor of record, who requests the meeting with the Respondent to discuss the alleged misconduct. Should the Respondent not choose to participate in a Faculty Conference, the instructor should forward the case to OSI for investigation.

2. Participants

The Faculty Conference involves the instructor of record and the Respondent. The Faculty Conference may also involve Witnesses and a representative from OSI if requested by either the instructor or the Respondent.

3. Process

During the Faculty Conference, the instructor of record explains the alleged misconduct, supporting Information, and the Rights of the Respondent. The Respondent can provide: 1) his/her response to alleged misconduct, 2) supporting Information, and 3) Witnesses.

4. Conclusion

  • If the instructor finds the Respondent not responsible, the case is closed.
  • If the instructor finds the Respondent responsible, but the Respondent does not admit responsibility, the instructor forwards the case to OSI for investigation.
  • If the instructor finds the Respondent responsible, and the Respondent acknowledges responsibility, the instructor proposes a Faculty Resolution including: 1) a Sanction of disciplinary warning, or disciplinary probation; 2) a grade penalty; and 3) an educational component.
  • If the Respondent agrees to the Faculty Resolution, the Faculty Member forwards the resolution to OSI for consideration. OSI will determine if the Respondent has prior disciplinary history. If so, in the case will be investigated by OSI, in accordance with Section F-4.
  • If the Respondent does not agree to the Faculty Resolution, the Faculty Member forwards the case to OSI.

5. Implementation

  • The Respondent is formally notified of the proposed Faculty Resolution by OSI, according to the communication guidelines in Section F-2.
  • The Faculty resolution goes into effect upon delivery unless the Respondent requests within five (5) Business Days that the case be forwarded to OSI for investigation.

6. Hearing Participants and Attendees

  • Student Conduct Panel hearings shall ordinarily be closed except for the Respondent(s), the Complainant(s), Advisor(s), and Witnesses. Exceptions may be made at the discretion of the Chair. Witnesses are allowed at the discretion of the Chair. The Chair may exclude any person, including the Respondent, who disrupts a hearing.
  • A Respondent who fails to appear after proper notice will be deemed to have responded "Not Responsible" to the charges against him/her and to have exercised the right to remain silent without prejudice. At the discretion of the Chairperson the hearing may be conducted in the absence of the Student(s) and all the Information regarding the alleged misconduct shall be presented and considered.
  • The Complainant(s) and Respondent(s) may be accompanied by an Advisor and up to two (2) family members. The Complainant(s) and/or Respondent(s) should select an Advisor who can attend the hearing at the scheduled date and time. Delays are not usually granted due to scheduling conflicts of an Advisor.
  • Subject to the Chairperson’s control of the hearing, the Complainant(s), Respondent(s), and their Advisor(s), and up to two (2) family members may be allowed to attend the Student Conduct Panel hearing, but not Panel deliberations.
  • In Student Conduct Panel hearings involving more than one Respondent, OSI may permit the Student Conduct Panel hearings concerning each Student to be conducted either separately or jointly.
  • A maximum of two (2) character Witnesses will be allowed in a hearing.

7. Hearing Procedures for Student Panel

  • The Chair shall exercise control over the proceedings to achieve orderly completion of the hearing.
  • Advisors are restricted to private communications with their advisee(s). If the Advisor disrupts the hearing process, he/she may be asked to leave.
     
  • All questions by the Complainant(s) and Respondent(s) must be directed to the Chairperson, rather than to the Witness directly. Questions of whether potential Information will be received shall be resolved at the discretion of the Chairperson.
     
  • In addition to the Information provided by OSI, the Student Conduct Panel, at the discretion of the Chair, may accept additional pertinent information and testimony (including impact statements). Any letters of recommendation submitted by the Respondent will be admitted for consideration at the discretion of the Chair and, if admitted, will be viewed only during Panel deliberations.
     
  • All procedural questions arising during the hearing are subject to the final decision of the Chair.
     
  • The Student Conduct Panel’s standard of proof shall be a Preponderance of the Evidence.  Where the potential sanctions for the alleged misconduct may involve a suspension or expulsion, the Panel’s finding must be supported by Substantial Evidence.
     
  • The Student Conduct Panel in consultation with OSI, may reasonably accommodate concerns for the personal safety and well-being of the Complainant(s), Respondent(s), and/or Witnesses during the hearing.
     
  • The Student Conduct Panel shall make a recording of the proceeding, which will serve as the official record of the hearing. No other recording will be permitted. The Respondent or the Complainant may request a copy of the Institute's recording or may listen to the original recording in a location designated by OSI at no charge. The record shall be the property of the Institute and is subject to the Family Educational Rights and Privacy Act of 1974, 20 USC §1232g.

G. SANCTIONS

Sanctions are imposed only when the Respondent is found responsible for one (1) or more violations of the Policy. All Sanctions are officially recorded. A Respondent who is found responsible must be given one of the four (4) Sanctions, listed in Section G-1 in ascending order of severity. The Respondent may also be subject to one or more Supplementary Requirements. There is no requirement that a Student receive less severe sanctions before more severe sanctions; some conduct may warrant immediate expulsion.

In determining the severity of sanctions or corrective actions the following should be considered: the frequency, severity, and/or nature of the offense, history of past conduct, a Respondent’s willingness to accept responsibility, previous institutional response to similar conduct, strength of the evidence, and the wellbeing of the Institute community. The Institute will determine sanctions and issue notice of the same, as outlined above.

1. Sanction Descriptions

Disciplinary Warning
A disciplinary warning is a formal written notice that the Student, Group, or RSO has violated the Student Code of Conduct and that further violations may result in more serious disciplinary action. Students, Groups, or RSOs who receive a disciplinary warning are still considered in good standing with the Institute.

Disciplinary Probation
Disciplinary probation means there is a specified time period during which the Student, Group, or RSO is considered not in good standing with the Institute. Further violations during that time period may result in more serious disciplinary action, up to and including expulsion from the Institute.

Suspension
Suspension means a Student, Group, or RSO has been found responsible for violating the Institute’s Policy. Suspension is separation of the Student from the Institute for a specified period of time, after which the Student is eligible to return. Conditions for readmission may be specified by OSI or the Associate Vice President for Student Life & Dean of Students. A suspended Student shall immediately leave campus and may not re-enter campus without prior approval from the Associate Vice President for Student Life & Dean of Students. Students on suspension are not permitted to enroll in classes at the Institute during their suspension. OSI will determine when the Respondent has met the requirements for readmission. For an RSO, the Institute will withdraw recognition for the duration of the suspension. Any further disciplinary violation may result in disciplinary action up to and including Expulsion.

Expulsion
Expulsion means a Student, Group, or RSO has been found responsible for violating the Institute’s Policy. Expulsion is permanent separation and termination of the Respondent’s status as a Georgia Tech Student, and exclusion from Institute Premises, privileges, and activities. For an RSO, the Institute permanently withdraws recognition.

For suspension and expulsion, the Institute must articulate, in its written decision, the Substantial Evidence relied upon in determining that suspension or expulsion were appropriate.

 2. Supplementary Requirements

  • Restitution: Payment to the Institute or to an affected party for damages resulting from a violation of the Code.
  • Fine: A monetary penalty paid to the Institute.
  • Grade Change: Change of grade for the course and/or coursework in which the academic misconduct occurred.
  • Programmatic Requirements: Required completion of designated educational programs
    (e.g., alcohol, community issues, anger management, assessments, etc.).
  • Restrictions: Exclusion from participation in specified services and activities.
  • Revocation of Admission and/or Degree: Admission to, or a degree awarded from the Institute may be revoked for fraud, misrepresentation, or other violation of Institute standards obtaining the degree, or for other serious violations committed by a Student prior to graduation.
  • Withholding Degree: The Institute may withhold awarding a degree otherwise earned until the completion of the process set forth in this Student Code of Conduct, including the completion of all Sanctions and Supplementary Requirements, if any.
  • Other Requirements may be imposed.

H. APPEAL PROCEDURES

Appeals may be made in any cases where sanctions are issued, even when such sanctions are held “in abeyance,” such as probationary or expulsion. Where the sanction imposed includes a suspension or expulsion, there are appellate procedures provided to the Respondent and Complainant at every level.   

Any party may challenge the participation of any Institute official or employee in the process on the grounds of personal bias by submitting a written statement to the Institute’s designee setting forth the basis for the challenge. The written challenge should be submitted within a reasonable time after the party reasonably should have known of the existence of the bias. The Institute’s designee will determine whether to sustain or deny the challenge, and if sustained, the replacement to be appointed.

1. Reasons for Appeal

The appeal process is not intended to grant a new hearing at a higher level. An appeal shall be limited to a review of the record of the initial hearing, supporting documents, and the Respondent’s written appeal. The Respondent must explicitly state why he or she believes an appeal is warranted. Appeals will be considered only for the following reasons:

a. to consider new information, sufficient to alter the decision, or other relevant facts not brought out in the original hearing (or appeal), because such information was not known or knowable to the person appealing during the time of the hearing (or appeal);
b. to allege a procedural error within the hearing process that may have substantially impacted the fairness of the hearing (or appeal), including but not limited to whether any hearing questions were improperly excluded or whether the decision was tainted by a conflict of interest or bias by the Title IX Coordinator, Conduct Officer, investigator(s), or decision maker(s); or
c. to allege that the finding was inconsistent with the weight of the information.

2. Process

a. Effective date of sanctions

  • If a case is appealed, sanctions are not imposed while the appeal is pending unless the welfare of a person or the community is threatened.
     
  • Sanctions will be imposed if an appeal is not filed, the deadline for an appeal passes, or when an appeal decision has been finalized.

 b. Appeal to the Associate Vice President for Student Life & Dean of Students

  • The appeal must be made in writing and must set forth one or more of the bases outlined above and must be submitted within five (5) Business Days of the date of the final written decision.
     
  • The appeal shall be a review of the record only, and no new meeting with the Respondent or the Complainant will be held. The Associate Vice President for Student Life & Dean of Students, or their designee, may affirm the original finding and sanction; affirm the original finding but issue a new sanction of greater or lesser severity; remand the case back to the decision-maker to correct a procedural or factual defect; or reverse or dismiss the case if there was a procedural or factual defect that cannot be remedied by remand.
  • The Associate Vice President for Student Life & Dean of Students or their designee shall then issue a decision in writing to the Respondent within a reasonable time period, ordinarily ten (10) Business Days. This is the final decision of the Institute, unless the sanction is suspension or expulsion.
  • In cases where the Respondent has been expelled or suspended, the decision of the Associate Vice President for Student Life & Dean of Students may be appealed to the President or their designee solely on the three grounds set forth above.

c. Appeal to the President

  • The appeal to the President or their designee must be made in writing, must set forth one or more of the bases outlined above, and must be submitted within five (5) Business Days of the date of the final written decision by the Associate Vice President for Student Life & Dean of Students. The President’s designee shall normally be the Vice President for Student Engagement and Well-Being, unless there is a conflict of interest or the Vice President for Student Engagement and Well-Being is otherwise unavailable.
  • The appeal shall be a review of the record only, and no new meeting with the Respondent or the Complainant (where applicable) will be held.
  • The President or their designee may affirm the original finding and sanction; affirm the original finding but issue a new sanction of greater or lesser severity, remand the case back to any lower decision maker to correct a procedural or factual defect; or reverse or dismiss the case if there was a procedural or factual defect that cannot be remedied by remand. The President or their designee's decision shall be issued in writing to the parties within a reasonable time period, ordinarily within ten (10) Business Days. The President or their designee's decision shall be the final decision of the Institute.

3. Appeal Decisions
Decisions of the Appellate Officer go into effect immediately. Appeals received after the designated deadlines will not be considered unless the Institute or Board of Regents has granted an extension prior to the deadline. If an appeal is not received by the deadline the last decision on the matter will become final.

4. Board of Regents
In cases where the President or their designee has received an appeal and issued a final decision, The Respondent or Complainant (where applicable)may file an application for discretionary review to the Board of Regents in accordance with the Board of Regents Policy 6.26, Application for Discretionary Review. Applications from USG students are permitted for final institution decisions other than decisions on admissions (including program admissions), residency, student grades, and traffic citations, as the final decision on those matters rests with the President or their designee. The application for review shall be submitted in writing to University System Office of Legal Affairs the within twenty (20) calendar days following the Institute’s final decision.

I. RECORD KEEPING AND RELEASE OF INFORMATION

1. Retention of Student Conduct Records
Georgia Tech retains student conduct records in accordance with USG Records Retention Schedules.

2. Release of Information
Student disciplinary files shall be governed by the Family Educational Rights and Privacy Act 20 U.S.C. § 1232g.

a. Academic or non-academic misconduct resulting in expulsion may be released to third parties indefinitely.
b. Academic misconduct that resulted in suspension may be released to third parties for five years after sanction completion.
c. Any non-academic misconduct that resulted in suspension where a potential threat to the campus community exists (including but not limited to illegal drug distribution, endangering or harming any person, or jeopardizing the safety of any person) may be released to third parties for five years after sanction completion. In instances of suspension where no threat to the community is identified, the suspension may be reported until the sanction is complete.
d. Any academic or non-academic misconduct that did not result in suspension or expulsion is not released to third parties.
e. The Institute requires a specific written request from the student to release the entire disciplinary record to third parties.

3. Parent/Legal Guardian Notification
Parents/Legal Guardians of Students under the age of 21 may be notified when a Student is found responsible for violating the Georgia Tech Student Policy on Alcohol and other Drugs when any of the following occur:

a. A Student endangers themselves or others while under the influence of alcohol or other substances. Specific instances include driving under the influence, fighting, alcohol poisoning, and hospitalization.
b. The Associate Vice President for Student Life & Dean of Students determines that any future violation of Institute Policy will most likely result in suspension from the Institute.
c. A Student Conduct Administrator determines that any future violation of Institute Policy will likely result in removal from housing.

4. Transcript Encumbrances
In pending cases that could result in Suspension or Expulsion, the Associate Vice President for Student Life & Dean of Students will normally place a temporary encumbrance (hold) on a Respondent’s records. The Associate Vice President for Student Life & Dean of Students will also place a hold on a Respondent’s records if the Respondent fails to respond to an official request to meet with a Student Conduct Administrator or the Associate Vice President for Student Life & Dean of Students, or if the Respondent fails to complete assigned Sanctions.

J. REFERENCES

Academic Honor Code:  www.honor.gatech.edu
Board of Regents: www.usg.edu/policymanual/
Computer Use and Network Policy: www.security.gatech.edu
Department of Housing:  www.housing.gatech.edu
Faculty Senate: www.Facultysenate.gatech.edu

Office of the Associate Vice President for Student Life & Dean of Students:
www.studentlife.gatech.edu/
Office of Student Integrity:  www.osi.gatech.edu
Title IX Information: https://titleix.gatech.edu/
Fraternity & Sorority Life Hazing Statement: https://greek.gatech.edu/content/hazing-statement

The following policies can be found on the OSI website:
Alcohol and Drug Policy
Sexual Misconduct Policy
Good Samaritan/Medical Amnesty Provision

Revision Date Author Description
February 2021 Student Life/Legal Affairs Editorial Updates
August 2020 Student Life/Legal Affairs Revised per BOR Policy
October 2017 Office of Student Integrity Revised per BOR Policy
July 1, 2016 Student Life/Legal Affairs Substantive changes for BOR compliance
April 2015 Office of Student Integrity Discriminatory Conduct Provision added to policy
March 2015 Office of Student Integrity Added designee language to appeals section
04-22-2014 Office of Student Integrity Code of Conduct posted

 

 

Student Government Associations

Student Government Associations jbarber32 Tue, 07/24/2012 - 09:08

Graduate Student Government Association

Graduate Student Government Association jbarber32 Tue, 07/24/2012 - 09:18

The purpose of the Georgia Tech Graduate Student Government Association is to represent the graduate student body in all matters concerning academics, welfare, administration, social activities, and other matters specific to graduate students; to work with the Office of Vice Provost for Graduate and Undergraduate Studies and the Office of Dean of Students in promoting greater recognition of graduate education on and off campus; to promote closer graduate student-faculty-administration relations; and to stimulate interest in and appreciation of graduate education both on and off campus.

For Graduate Student Government Association Policies,* please see: http://sga.gatech.edu/g/about/policy/

*For the purposes of student government autonomy, these policies are not subject to the Student Regulations Process (i.e., Institute Gradrate Committee and Academic Senate) as outlined in the Institute Policy Development and Life Cycle Process.

Undergraduate Student Government Association

Undergraduate Student Government Association jbarber32 Tue, 07/24/2012 - 09:17
Review Date

"The Institute recognizes that students may become involved constructively in efforts of individuals and organizations to improve physical and social conditions of the Institute, to increase the effectiveness of the Institute, to increase the effectiveness of the processes of learning and development of maturity, and to create larger opportunities for self-government characterized by orderly procedures and the exercise of mature judgment."
                                                              --Statute 2.5.4 of the Georgia Institute of Technology

The Georgia Tech Undergraduate Student Government Association is made up of three branches, modeled after the United States federal government. Each branch serves the student body in a unique way, and is detailed below:

Executive Branch
Key functions of the Executive Branch include addressing the needs and growing changes of the student body, reviewing campus policies, and actively developing solutions to student issues. The Executive Branch is the voice of the Georgia Tech student body.

Legislative Branch
The primary responsibilities of the Legislative Branch include:

  • Expressing the position of the the student body on issues affecting the student experience.
  • Formulating the annual Student Activity Fee Budget during the spring semester.
  • Allocating Student Activity Fee funds to chartered student organizations throughout the year.
  • Modifying the structure and functions of Student Government.
  • Approving all amendments to the Constitution and Bylaws of the Student Government Association.

Judicial Branch

The Undergraduate Judiciary Cabinet (UJC) serves two main purposes: upholding non-academic integrity and interpreting any actions or legislation of the USGA to uphold the system of checks and balances provided for by the Undergraduate Constitution. The UJC also has appellate jurisdiction over all lower courts. At any given time there are twelve acting justices and one Chief Justice.

For Undergraduate Student Government Association Policies,* please see: http://sga.gatech.edu/ug/

*For the purposes of student government autonomy, these policies are not subject to the Student Regulations Process (i.e., Student Regulations Committee and Academic Senate) as outlined in the Institute Policy Development and Life Cycle Process.

Student/Student Organization Alcohol and Other Drug Policy

Student/Student Organization Alcohol and Other Drug Policy rrotoloni3 Tue, 06/05/2012 - 13:40
Last Revised
Review Date
Policy Owner
Student Life
Contact Name
John Stein
Contact Title
AVP for Student Engagement & Well-Being and Dean of Students
Contact Email
john.stein@vpss.gatech.edu

The purpose of this policy is to promote and educate about the lawful and responsible use of alcohol by students, and to educate about illegal drugs in order to maintain an environment that is consistent with the educational focus of Georgia Tech.

Georgia Tech will comply with all federal, state, and local laws and policies, including the policies of the Board of Regents of the University System of Georgia, on the abuse of alcohol and other drugs by its students. The legal drinking age in the State of Georgia is 21.

Each member of the Georgia Tech community should be involved in the implementation of, and compliance with this policy. Unless otherwise stated by law, each individual retains responsibility for their actions at all times regardless of his or her mental state, even if altered by alcohol or other drugs.

Campus organizations may develop and enforce additional group/individual standards which are more restrictive than those established in this policy.

STANDARDS OF CONDUCT AND SANCTIONS
In accordance with federal and state laws and because of the potential detriment to the health and well-being of its students, all students are prohibited from engaging in the unlawful use, possession, manufacture, distribution, dispensation, and sale of alcoholic beverages, controlled substances (including marijuana), and other drugs. The term “dangerous drug” is defined in the Official Code of Georgia Section 16-13-71.

A. Alcohol
The sale, distribution, and consumption of alcoholic beverages in or on all Georgia Tech owned or leased (by) property, or on sidewalks/streets are specifically prohibited, with the exception of those approved by the Office of the President or designee. This policy does not prohibit the lawful use of alcohol in Institute-owned residences.

Individual possession and/or consumption of alcohol is acceptable, provided individuals DO NOT:

a. Possess or consume alcohol if under 21 years of age.
b. Furnish, or cause to be furnished, any alcohol to persons under 21 years of age.
c. Conspicuously display open containers of alcohol in any public location, including, but not limited to, grounds, sidewalks, and streets within campus boundaries (but not the public sidewalks and streets, or privately owned or leased property).
d. Sell alcoholic beverages.
e. Misrepresent one's age or identity in any manner for the purpose of obtaining or possessing alcohol.
f. Serve or make available alcohol to intoxicated persons.

Alcoholic beverages may be served and/or consumed by individuals 21 and older at advertised events and activities that are promoted, sponsored, or supervised by a chartered Georgia Tech organization, providing the organization shall:

a. Be responsible for enforcing the entire Student Policy on Alcohol and Illegal Drugs.
b. Completed and confirmed review of the “Acknowledgement of Alcohol and Illegal Drugs Policy.” This form will remain on file with the Center for Student Engagement. Acknowledgment of Alcohol and Illegal Drugs Policy Forms are provided by the Center for Student Engagement. This must be signed with every officer transition.
c. Ensure that alcohol is not the focal point, the reason for, or the drawing card for an event.
d. Submit, and have approved, a completed Alcohol Event Planning Form. Alcohol Event Planning Forms are also available in the Center for Student Engagement.
e. Not advertise the service or availability of alcoholic beverages at functions.
f. Ensure that alcoholic beverages are not consumed by any individual under the legal drinking age of 21.
g. Provide non-alcoholic beverages and food in reasonable quantity, in the same general area, and for the same time period, as the alcoholic beverages are accessible.
h. Control access to the alcoholic beverages through a central point of distribution by a designated server within a designated area at the event (e.g. beer garden) and through the use of sober monitors. Only students who have shown proper proof of age may enter the designated area where alcohol is being served. All alcohol must be distributed and consumed within the designated area. Control is for the purpose of restricting use by those under 21 and/or who are obviously intoxicated.
i. Not use organizational funds to purchase alcohol. Any funds used to pay for alcohol must be taken from personal/private sources and paid to a properly licensed third party vendor. Alcohol may not be paid for by the student organization via a sale at the activity or by charging an admission fee either in advance or at the door (as stated in the Georgia Code of Law, 1981 Section 3-3-21).
j. Not use kegs, champagne/punch fountains, or other common usage containers (such as punch bowls or frozen drink machines) for alcoholic beverages.
k. In the absence of a third-party vendor, designate or hire a TIPS (Training Intervention Procedures for Servers) trained server to monitor the service and consumption of alcohol. It is unlawful to serve or make available alcohol to intoxicated persons (as stated in the Georgia Code of Law, Section 3-3-22).
l. Require a full-time Institute employee, who must not be a minor, to be present for the duration of functions hosted by student organizations where alcohol is served or made available. Advisers are encouraged to attend such functions.

Promotional activities regarding alcohol are as follows:

a. The posted advertisement of alcoholic beverages on campus is not permitted. This includes, but is not limited to: chalking, electronic communications, bulletins, flyers, and social media sites.
b. Campus publications are encouraged to minimize/eliminate all advertisement of alcoholic beverages.
c. No promotion or advertising on campus of incentive drinking (“happy hours”, “2-for-1 specials”, unlimited quantities of alcohol available at reduced prices or free, events focusing on the consumption of alcohol, etc.) is permitted.
d. Chartered student organizations and student groups may not seek or accept sponsorship or support from companies/vendors whose main focus of business is the manufacture, distribution, or sale of alcohol, other drugs or related paraphernalia.

Participants in Study Abroad programs are bound by the legal drinking age of the respective countries in which they are traveling and in all other respects this policy applies.

Sanctions for Violation of Standards:
Students who violate this policy will be subject to disciplinary action and penalties in accordance with the Georgia Tech Student Code of Conduct.

Attempts to circumvent the provisions in this policy in any way are an infraction of this policy.

B. Possession and/or Use of Illegal Drugs
Georgia Tech does not permit or condone the illegal possession and/or use of controlled substances. Controlled substances means any drug, substance, or immediate precursor included in the definition of controlled substance in the Official Code of Georgia Section 16-13-21 (4) or Schedule I through V of Section 202 of the Federal Controlled Substance Act [21 United States Code 812]. The term “dangerous drug” is defined in the Official Code of Georgia Section 16-13-71.

Sanctions for Violation of Standards:
Any student who violates this policy or any federal or state law or policy regarding the manufacture, distribution, sale, possession, or use of controlled substances or other dangerous drugs shall be subject to disciplinary actions and penalties in accordance with the Georgia Tech Student Code of Conduct.

Additionally, in accordance with Georgia law, any student convicted of a felony that involves the manufacture, distribution, sale, possession, or use of controlled substances or other illegal drug, or chartered student organizations and student groups involved in these activities may be subject to specific penalties required by state law.

Further information regarding the effects of drug abuse and penalties for manufacture, distribution, sale, possession, or use of controlled substances or other illegal drugs is available in the Counseling Center, Stamps Health Services and the Office of the Dean of Students.

Participants in Study Abroad programs are bound by the policies of the Georgia Institute of Technology regarding the possession and/or use of controlled substances or other illegal drugs.

GOOD SAMARITAN/MEDICAL AMNESTY PROVISION
The Good Samaritan/Medical Amnesty Provision ensures that students do not delay seeking medical assistance for fear of disciplinary action by the Institute. Students are expected to inform Institute offices, Georgia Tech Police, or local/law enforcement/first responders when someone’s health or safety is at risk. No formal Institute disciplinary actions or sanctions will be imposed for violations of Institute rules regarding alcohol or drug use by the reporting student(s). However, individuals may be provided with resources on drug and alcohol counseling and/or education, as appropriate. This Good Samaritan/Medical Amnesty Provision applies to: Any student or student organization who, in good faith, seeks medical assistance from appropriate Institute personnel, local law enforcement, or first responders for another individual whose health or safety is at risk; and Any student whose health or safety is at risk, and who in good faith, seeks medical assistance for themselves.

DRUG AND ALCOHOL COUNSELING, TREATMENT, AND REHABILITATION PROGRAMS
Students with alcohol- or drug-related concerns may be referred to, or seek assistance from the Division of Student Life. The Division of Student Affairs provides trained professional and paraprofessional counselors in the Counseling Center for drug and alcohol abuse prevention, education, and counseling.

POLICY REVIEW
This policy shall be reviewed by a Task Force which includes student representation and is appointed by the AVP for Student Engagement & Well-Being and Dean of Students or their designee, to determine its effectiveness, to ensure that policies are enforced and the disciplinary sanctions are consistently applied, to evaluate the effectiveness of the implementation of the educational component of the policy, and to recommend and implement changes as appropriate.
 

POLICY DISTRIBUTION
The AVP for Student Engagement & Well-Being and Dean of Students , or their designee, shall oversee the annual distribution of this Policy to every Georgia Tech student. Additional copies of the Policy on Student Alcohol and Illegal Drugs may be obtained from the Office of the Dean of Students.

Registered Student Organizations Policy

Registered Student Organizations Policy
Type of Policy
Administrative
kcross8 Wed, 08/26/2020 - 11:19
Effective Date
Last Revised
Review Date
Contact Name
Dr. E. Gerome Stephens
Contact Title
Associate Dean of Students, Center for Student Engagement
Contact Email
gerome.stephens@gatech.edu
Reason for Policy

The Georgia Institute of Technology (Georgia Tech) recognizes that extracurricular organizations enhance the student experience, provide an outlet for student voices to be heard, and contribute to the Georgia Tech community. The Division of Student Engagement and Well Being works to foster unique communities on campus that help make Georgia Tech a place that engages and includes everyone. Georgia Tech supports opportunities that create a vibrant, safe, and engaged student experience that compliments the academic mission. This Registered Student Organizations policy defines RSOs and their respective types and categories; establishes the institutional requirements for RSO Chartering and Annual Registration; outlines requirements for RSO faculty/staff Advisors; provides requirements for RSO governance; and outlines the requirements for RSO funding.

Policy Statement

Each Georgia Tech student organization must Charter and thereafter register annually with the Center for Student Engagement to be considered a Registered Student Organization (RSO). Because RSOs receive benefits and resources, Georgia Tech conditions official recognition on RSOs agreeing to comply with all applicable policies and procedures, including but not limited to, Georgia Tech’s Equal Opportunity, Nondiscrimination, and Anti-Harassment policy, and the Student Code of Conduct.

RSOs are student-led and student-focused and, while they may support the mission of a department, they must 1) have a process by which student officers are elected or selected by student members and 2) have autonomous function that is advised, not mandated, by a Georgia Tech Advisor.  

All initial Chartering and Registration renewals are conducted on a content-neutral and viewpoint-neutral basis, and any approval or denial is not based on the mission, goals, or beliefs of the student organization. The decision on whether to approve a student Group’s application to become an RSO is based solely on the submission of a properly completed registration application, as set forth herein. The Chartering and Registration of a student organization does not constitute endorsement by Georgia Tech or approval of the student organization’s policies and activities. 

All RSOs must comply with municipal, county, state, and federal laws, rules, and regulations, policies, guidelines, and standards of Georgia Tech and the Board of Regents of the University System of Georgia (“Board of Regents”).

Scope

This policy applies to students, faculty, and staff at Georgia Tech.

 

Policy Terms

Advisor  

 

The Advisor is a liaison between Georgia Tech and the RSO.  

Advisors must: 

  1. Be full-time employees of Georgia Tech or the Georgia Tech Alumni Association
  2. Be exempt employees under the Fair Labor Standards Act 
  3. Receive annual supervisory approval to serve as Advisor to one or more RSOs.

Annual Registration 

The process by which an RSO annually renews its registration with the Center for Student Engagement and maintains an active status. (See, Section 5.2) 

Bill 

A Student Activity Fee allocation request for a specific event, item, or activity. Bill requests are made during the fiscal year the funds are intended to be used.  

Budget 

A Student Activity Fee allocation request made by an RSO for the upcoming year’s events, items, or activities. Budget requests are submitted in the fiscal year prior to the one in which the funds will be used.  

Capital Expenditures 

A Capital Expenditure is any payment for durable goods with an expected life of three or more years under normal use,  raw materials, and the costs associated with the initial installation of these durable goods. Normal use is to be considered based on the physical longevity of the item.

Category 

RSO categories describe the common purposes that exist among RSOs with a similar primary mission, as set forth in Section 5.6. All RSOs fall into at least one Category and some RSOs may fall into multiple categories based on their operations. 

Center for Student Engagement (CSE)

A unit of the Division of Student Engagement and Well Being, including the Student Organizations department, which oversees the Annual Registration and Chartering processes and provides additional guidance and advising for all Registered Student Organizations.

Chartering 

The process by which a student Group becomes an RSO, which is conducted by the Center for Student Engagement in collaboration with the Student Activities Committee. (See Section 5.1) 

Constitution 

The governing document of an RSO that provides a clear outline of the structure and mission of the organization and provides a basic set of rules that will govern the RSO. The Constitution for each RSO must contain a set of prescribed requirements as described in Section 5.7.  

Group 

A number of persons who are associated with each other, but who have not completed Institute requirements for Chartering or Registering as a Registered Student Organization.

Departmental Registered Student Organization (DRSO) 

 

A DRSO meets the requirements of an RSO and has been assigned the Departmental designation by the Student Activities Committee (See Section 5.3) due to the RSO’s defined relationship (e.g., assets such as property, space, resources, money, reputation are involved) with a Georgia Tech unit. That relationship must be defined in a Memorandum of Understanding. 

Student Groups, created by Georgia Tech units, that have not completed the Chartering process and are not RSOs are not DRSOs; additionally, an RSO that is affiliated with a department is not necessarily a DRSO. DRSOs do not have increased access to Student Activity Fee funding.

Home Department 

 

A Home Department is a Georgia Tech unit with which a DRSO has a defined relationship and from which their Advisor is assigned.  

Registered Student Organization (RSO) 

An RSO is an organization that has met and complied with the requirements for Chartering and Annual Registration as outlined in this policy. 

Student Activities Committee (SAC) 

As outlined in 2.6.11 of the Faculty Handbook, the Student Activities Committee (SAC) is a standing committee of the Faculty Senate which: 

  1. Receives and considers all proposed changes to the Constitution of a Registered Student Organization based on whether the requirements outlined herein have been met; and 
  2. Considers all Charter applications of Groups recommended by the Center for Student Engagement based on whether the requirements outlined in this policy have been met. 
Procedures

5.1 Student Organization Chartering

Requirements 

 

A Group seeking to be Chartered as an RSO must provide documentation of the following requirements during the Chartering window: 

  1. Constitution which meets the requirements of Section 5.7;
  2. Submission of a New Organization Chartering Form; 
  3. Student membership roster of at least 10 Georgia Tech student members, joined for a common purpose, who meet eligibility criteria for participation in extracurricular activity as outlined in the Catalog; 
  4. Two distinct elected student officers filling the roles of Senior Executive Officer and Finance Officer;  
  5. Advisor who meets eligibility requirements of Section 5.5;  
  6. Submission of forms required to be completed by the Senior Executive Officer, Finance Officer, and Advisor; and 
  7. Attendance of at least one student member at an Organization Chartering Training in the semester the Group intends to Charter. 

After the SAC has approved its Constitution, the Group must also submit its first Annual Registration Form, which includes the approved Constitution and information about the Group’s incoming officers.

Submission 

 

The timeline and process for submission of the required documentation set forth above is determined annually by the Center for Student Engagement. Timeframes and deadlines for Chartering will be published and announced by the second week of classes each semester and will allow at least 6 weeks for submission of required materials. 

Groups that do not submit the required documentation listed above by the published deadline will have all pending forms denied and any limited privileges provided during the Chartering process revoked.  

Privileges during Chartering 

Upon attendance of the Organization Chartering Training; submission of the New Organization Charter Form; and completion of the required Officer and Advisor forms, Groups undergoing the Charter process will be granted Pending Status and provided the privilege to reserve space on campus to host purely informational meetings (i.e., meetings designed to garner interest or additional membership to allow the Group to meet the membership requirements to Charter).

Groups with Pending Status may not request campus funding or campus accounts until the Chartering process is complete. 

The space reservation privileges granted to a Group with Pending Status will be revoked and the Chartering process for that Group will be terminated by Center for Student Engagement if:

  1. The requirements for Chartering are not met in the published Chartering window; or 
  2. Activities of the Group are not in compliance with Pending Status limited privileges as outlined in this policy. 

Should the limited privileges granted to a Group with Pending Status be revoked, the Center for Student Engagement will send notice via email to the Group’s last known Senior Executive Officer and last known Advisor stating:

  1. The reason for revocation of privileges, and 
  2. The requirements that must be met to have privileges restored, and 
  3. A maximum time period for meeting these requirements. 

When temporary privileges are revoked and/or the Chartering process is terminated, that decision may be appealed following the appeals process outlined in Section 5.3 Appeals.

Review and Outcomes 

The Center for Student Engagement (CSE) will review all Chartering applications for completeness. A Chartering application is complete upon receipt by CSE of the required documentation set forth in Section 5.1, Requirements. Within 10 business days of a Group’s submission of a completed Chartering application to CSE, CSE will send the completed application to SAC for Constitutional review. 

Within 15 business days of receiving a Group’s completed Chartering application from CSE, SAC shall either (1) approve the Group as an RSO if all Constitution requirements set forth in Section 5.7, below, have been met, or (2) notify the Group that changes are needed to bring its Constitution into conformity with the requirements set forth in Section 5.7 or to clarify areas of ambiguity or confusion. 

A Group that receives notice from SAC that changes to its Constitution are needed shall have 15 business days to provide SAC with a revised Constitution. If a Group fails to timely provide SAC with a revised Constitution, its application will be denied. Within 15 days of receipt of a Group’s revised Constitution, SAC shall either (1) approve the Group as an RSO if all Constitution requirements set forth in Section 5.7 have now been met, or (2) deny RSO status to the Group if it is determined that not all Constitution requirements set forth in Section 5.7 have been met.

Denial of a Group’s Charter application, or a determination by the Center for Student Engagement that a Group’s Chartering application is not complete, may be appealed by following the procedures outlined in Section 5.3, below.

Approval or denial of a Group’s Charter application, or a determination by the Center for Student Engagement that a Group’s Chartering application is not complete, will not be based on the mission, goals, or beliefs of the Group or any other content- or viewpoint-based determination, but will be based solely on whether the Group meets the requirements of Section 5.1, above, and the Constitution requirements in Section 5.7, below.

Denial or Revocation of Registration of an RSO

 

Georgia Tech will refuse to Charter or Register an RSO and will deny or revoke a student organization’s RSO designation at any time if it determines that the student organization: 

  • Seeks to accomplish its objectives, goals, purposes, or activities through the use or promotion of violence; 
  • Engages in activities that materially and substantially 

interfere with the discipline and normal activities of GT or with the rights of others, including activities that present a danger to property, individuals, or the orderly functioning of GT; 

  • Is organized for the financial benefit of an individual member or members, or for the financial benefit of a for-profit organization; 
  • Falsifies or forges an official GT record or document; 
  • Refuses to comply with federal or state laws, Board of Regents’ policy, and GT policies and procedures, including GT’s Code of Conduct, or states an intention to do so; 
  • Fails to provide all necessary registration information to GT; or,  
  • Fails to meet financial obligations to GT after receiving written notice of the failure and not curing it within 30 business days.

5.2 Student Organization Annual Registration  

Annual Registration Requirements 

 

No later than 2 weeks before the first day of final examinations in the Spring Semester, all RSOs are required to complete the Annual Registration requirements. These requirements consist of: (1) completion and submission of the Annual Registration application, and (2) completion and submission of the Senior Executive Officer form, the Finance Officer form, and the RSO’s Advisor form. 

An RSO may submit the required Annual Registration application and forms as many times as necessary to satisfy the Annual Registration requirements; an incomplete or incorrect submission does not automatically result in the suspension of an RSO. So long as an RSO submits a complete and correct Annual Registration application and forms before the deadline, the RSO will remain active. RSOs which do not meet these requirements by the deadline will have all pending applications denied, and the RSO will be suspended.

Review and Outcomes 

Once the required Annual Registration application and forms are submitted by an RSO, the application will enter a pending status. A pending Annual Registration application is under active review by the Center for Student Engagement and will only remain pending until the Center for Student Engagement has confirmed that the Annual Registration application is properly completed.

Following pending status, an Annual Registration application will be either approved (i.e., the required Annual Registration requirements are properly completed and submitted) or denied (i.e., the required Annual Registration requirements are not properly completed and submitted). Annual Registration renewals are conducted on a content-neutral and viewpoint-neutral basis. Any approval or denial shall not be based on the mission, goals, or beliefs of the RSO, but only on whether the RSO meets the requirements for Annual Registration set forth in this policy. 

Organization Status 

Within 15 business days of an RSO’s submission of all required documentation for renewal, a member of Center for Student Engagement will advise the RSO’s Senior Executive Officer of the outcome of the Annual Registration submission.  The RSO will be assigned one of the following statuses:  
 
Active: An RSO which has met all requirements to renew the Annual Registration. 

Suspended: An RSO which has not met the requirements to renew the Annual Registration, and for which all RSO privileges have been revoked. 

Inactive: An RSO which has held suspended (as defined herein) status for more than one calendar year. A DRSO will become inactive after two calendar years of suspension. Inactive student organizations are no longer registered and must complete the Charter process anew. 

If the Annual Registration application is denied for failing to meet one or more of the requirements set forth above, the RSO will be notified, in writing, of the specific reason for the denial. 

Denial of an Annual Registration application may be appealed by following the appeals process outlined in Section 5.3 Appeals.

5.3 Appeals Process 

Appeals for denial or revocation of Charter or Registration Status 

 If the Center for Student Engagement denies a Group Pending Status, determines that a Group’s Chartering application is not completed by the deadline, or suspends and RSO’s registration or designation, or if the Student Activities Committee denies a Group a Charter, the Group or RSO may appeal the decision in writing to Georgia Tech’s Associate Dean and Director of the Center for Student Engagement within 5 business days of notification of the decision, unless the denial or revocation was initiated under Georgia Tech’s Code of Conduct, in which case appeals are handled in accordance with Georgia Tech’s Code of Conduct. The decision of the Associate Dean and Director of the Student Engagement or non-student designee shall be made within 10 business days of receipt of the appeal and shall identify in writing the reason(s) for the decision. Decisions of the Associate Dean and Director of the Center for Student Engagement or designee may, within 5 business days of notification of the decision, be further appealed to the Associate Vice President for Student Engagement and Well-being/Dean of Students in writing via email to johnstein@vpss.gatech.edu. The decision of the Associate Vice President for Student Engagement and Well-being/Dean of Students or designee shall be made within 10 business days of receipt of the appeal and shall identify in writing the reason(s) for the decision. The decision of the Associate Vice President for Student Engagement and Well-being/Dean of Students is final and no further appeal is available. 

5.4 Departmental Registered Student Organization Designation

Initial Consideration for DRSO Status 

Based on the criteria listed below, an RSO may be reviewed at any time (including during the Chartering process) for departmental designation by:  

  1. Request from the Center for Student Engagement;  
  2. Request from SAC; or 
  3. Petition from either the RSO or the Home Department 

The initial request or petition should be submitted in writing to the Center for Student Engagement, the Home Department, and the most senior RSO student leader.  

Criteria 

An RSO will be considered a DRSO if it is in a defined relationship (i.e., involving assets such as property, space, resources, money, reputation) with a Georgia Tech unit. 

DRSOs and departments will have a written and agreed upon MOU, which will be reviewed annually by the DRSO and department leadership. The MOU must address the defining features of the relationship between the DRSO and the Home Department, including but not limited to: advising, property, space, and financial resources.  

The MOU will be a required component of the Annual Registration for DRSOs.

Designation

Once DRSO status has been assigned, the relationship between the RSO and Home Department must be continuously maintained and renewed annually.  Failure to do so will cause forfeiture of the DRSO designation and may cause reason to forfeit any and all RSO status.

 

5.5 Advisors

Requirement

Advisors are required for all RSOs.  

Responsibilities

Advisor responsibilities include:

  1. Completing required training; 
  2. Consenting to receive electronic Advisor updates from the Center for Student Engagement; 
  3. Meeting at least twice per academic year with the RSO Senior Executive Officer; 
  4. Confirming their acceptance of the Advisor role during the Chartering and Annual Registration processes; 
  5. Reviewing Georgia Tech policies with the RSO;  
  6. Communicating with the Center for Student Engagement when the Advisor becomes aware that an RSO is violating a municipal, county, state, or Federal law, rule, or regulation; or policy of Georgia Tech or the Board of Regents; and 
  7. Notifying the Center for Student Engagement when their Advisor role ends (e.g., leaving Georgia Tech, loss of eligibility, voluntary resignation, etc.).  

Assignment 

RSOs must identify an eligible employee to act as their Advisor. 

For DRSOs, the Georgia Tech Home Department must assign the role of Advisor to a full-time, exempt department employee.  

Regardless of the kind of organization served (RSO or DRSO), the Advisor must meet eligibility requirements as listed herein.

Georgia Tech employees are required to have supervisor approval before accepting the Advisor role. An Advisor may serve more than one RSO but must consider whether taking on these additional responsibilities will impact their ability to provide beneficial advising to those student organizations. 

The Advisor role has no term limit. Advisors do not have voting rights or membership in the RSO.

In the event that an RSO or a student Group seeking to be Chartered as an RSO is unable to find a faculty or staff member to act as the organization’s Advisor, an employee from the Division of Student Engagement and Well Being will be assigned as the RSO’s advisor.  

Training

Advisors must complete required training annually. 

Policies & Procedures 

Advisors must comply with Georgia Tech policies and procedures and applicable law. Georgia Tech policies can be found online in the Georgia Tech Policy Library

The Center for Student Engagement maintains a list of policies that Advisors must review with their RSO.

Contracts 

 

Neither Georgia Tech students nor Advisors have authority to sign agreements on behalf of Georgia Tech. Should a Georgia Tech student or Advisor sign an agreement, they are signing in their individual capacity and can be held personally liable for failure to perform as agreed and for any breaches or omissions that may occur under the agreement.

For DRSOs, all agreements involving procurement of goods, equipment, materials, services, or event space must be reviewed and executed by Georgia Tech Purchasing. Such agreements must be submitted to purchasing.ask@business.gatech.edu for review. All other agreements should be forwarded to the Office of Legal Affairs at asklegal@gatech.edu for review.

Expectations 

 

Advisors must have a conversation with the RSO and agree on a set of expectations for one another from the onset in order to maintain a consistent and beneficial relationship. This includes the Advisor’s role as the liaison between Georgia Tech and the RSO specifically to ensure that the members of the student organization are aware of Georgia Tech policies and procedures.

Removal 

For RSOs, Advisors may be removed from their role by the internal processes established in the Constitution or other governing documents of the specific RSO. 

DRSOs must petition their Home Department for replacement of Advisor.

Georgia Tech reserves the right to remove an Advisor for concerns of student safety, the violation of Georgia Tech policy or process, or the violation of law. 

A Georgia Tech supervisor has the authority to decline to allow an employee to continue to be an Advisor.

Additional and Off-Campus Advisors 

In addition to the required Georgia Tech advisor, RSOs may also maintain additional advisors; these additional advisors may or may not be affiliated with Georgia Tech and are not held to the same requirements as the Georgia Tech Advisor. These individuals may only advise the RSO and may not make executive decisions for the organization or dictate organizational programs or services.

5.6 Registered Student Organization Categories

RSO Categories  

Each RSO will have one or more category designations, the definitions of which are set forth below. Organization categories describe the common purposes that exist among organizations with a similar primary mission. All RSOs fall into at least one category and some RSOs may fall into multiple categories based on their operations. 

Academic/Professional Organizations are those RSOs dedicated to the pursuit of professional and academic development activities. They may be focused on a particular profession and strive to develop the interests of individuals exploring that profession, build public interest in that profession, and/or bring together people within a particular major, school, college, or unit.

Arts & Media Organizations have the mission of creating designed works, fine arts, technical arts, and media. 

Civic Engagement Organizations are RSOs whose focus emphasizes members’ involvement in civic engagement initiatives such as philanthropy, service, advocacy, and/or awareness, as well as organizations whose focus is on social issues, community partnership, or education.  

Competitive Organizations are those RSOs whose focus is on the engagement of organization members in non-sporting competitive activities. 

Competitive Sports Organizations are those RSOs whose focus involves the engagement of members in competitive sporting events and competitions. RSOs categorized as Sports Organizations must meet requirements by GT Campus Recreation Center.  

Cultural Organizations are those RSOs that have organized around the celebration of one or more cultural or diversity-based traditions and practices. 

Honor Societies are RSOs whose focus is to recognize the excellence among peers in a variety of different areas, including, but not limited to, scholarship or leadership. 

Religious/Spiritual Organizations are RSOs whose mission is the engagement of members on the basis of faith(s) or other belief structures.

Recreational/Leisure Organizations are RSOs whose focus falls outside of the scope of the categories given above. This will include non-competitive sport organizations.

Social Fraternity & Sorority Chapters are social and service chapters of national organizations Chartered through the Collegiate Panhellenic Council, Inter-Fraternity Council, the Multicultural Pan-Hellenic Council, or the National Pan-Hellenic Councils. RSOs categorized as Social Fraternity & Sorority Chapters must meet requirements by GT Fraternity and Sorority Life. 

5.7 Governing Documents  

Constitution 

 

All RSOs must have a Constitution that is approved by SAC.  

Approval or denial of an RSO’s Constitution will not be based on the mission, goals, or beliefs of the RSO or any other content- or viewpoint-based determination but rather will only be based on the RSO including the information below in the Constitution.  

If an RSO’s Constitution is denied for failing to include one or more of the following pieces of information, the RSO will be notified in writing of the specific reason for the denial:  

  1. Name of the RSO (RSO names may include “GT,” “Georgia Tech,” or “Georgia Institute of Technology,” but only as “[Organization Name] at GT”; Listing the name as “GT [Organization Name]” or “[Organization Name] of GT” is not allowed;  
  2. Purpose/Mission Statement;  
  3. The following GT Affiliation Clause:
    1. This organization is a Registered Student Organization (RSO) at Georgia Institute of Technology but is not part of the Institute itself.  
    2. In all correspondence and publications, it may refer to itself as an organization at Georgia Institute of Technology, but not as part of Georgia Tech itself.  
    3. [Name of RSO] accepts full financial and production responsibility for all activities it sponsors.  
    4. [Name of RSO] agrees to abide by all pertinent GT policies and regulations. Where GT policies and regulations and those of RSO differ, including those regulations and policies mandated by an external affiliated organization, the policies and regulations of GT take precedence.  
    5. [Name of RSO] recognizes and understands that the Georgia Tech assumes no legal liability for the actions of the organization.  
  4. Identification of any affiliations with local, regional, national, or international entities or organizations;  
  5. Clear Membership Eligibility and Requirements (including a membership removal process and appeals process within the organization) 
  6. A clause limiting organization membership to only students who meet requirements to be eligible for participation in extracurricular activities as defined by the Georgia Tech Catalog; 
  7. A clause stating that voting privileges be given only to student members and that in order to vote, students must be eligible for participation in extracurricular activities as defined by the Georgia Tech Catalog; 
  8. A clause stating that only GT student members may run for or hold office; 
  9. Officers and Officer Responsibilities (including an officer removal and succession process);  
  10. At minimum, each Constitution requires a Senior Executive Officer and a Finance Officer 
  11. Elections or selections process and information;
  12. Advisor responsibilities;  
  13. Clauses explicitly defining a method and a time frame for selecting or electing an Advisor, and the length of the Advisor’s appointment; 
  14. A method of parliamentary procedure to govern business meetings; 
  15. A method for proposing and ratifying Constitutional amendments; 
  16. A clause stating that "Written (hard copy) or electronic (e-mail) notification of all members must be made at least two weeks in advance of any proposed changes in the Constitution,"; 
  17. A clause stating that "Amendments are subject to the approval of the Student Activities Committee of the Faculty Senate”; 
  18. The following  Non-Discrimination Statement: 
    1. “Membership and all privileges, including voting and officer positions, must be extended to all students without regard to race, color, sex, sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran status, unless exempt under Title IX.”
    2. However, religious student organizations will not be denied registration solely because they limit leadership positions to students who share the same religious beliefs.  

The only Constitution that will be recognized is the one posted on the RSO’s Engage Portal in the “Documents” section. 

Roster 

To maintain Active status, an RSO must maintain a roster of at least 5 Georgia Tech student members (including the Senior Executive Officer and Finance Officer). Additionally, the roster must list the RSO Advisor, Senior Executive Officer, and Finance Officer. The only Roster that will be recognized is the one in the RSO’s Engage Portal.  

By-Laws & Other Documents 

In addition to a Constitution, some RSOs may elect to include bylaws, protocol manuals, membership agreements, or other documents that govern the operations of the RSO. The Center for Student Engagement does not routinely review those additional documents but will do so if requested. The Center for Student Engagement may review any such document and take action if the document violates any applicable law or Board of Regents’ or Georgia Tech policy or procedure; any action by the Center for Student Engagement will not be based on the mission, goals, viewpoints, or beliefs of the RSO, but rather will be based on the violation of the applicable law or policy. If the Center for Student Engagement reviews any document and decides to take action, the Center will notify the RSO in writing of the specific law or Board of Regents’ or Georgia Tech policy or procedure that the document violates and the reason for the violation.  

Policy Updates to Constitutions 

If an RSO’s Constitution does not include all provisions required by this policy, Center for Student Engagement shall serve as facilitator for the implementation of required methods and procedures until such time as the Constitution has been amended and these amendments have been approved.

Constitutional Amendments 

RSOs which make changes to their Constitution following Chartering must submit them to the Center for Student Engagement for initial review. Final review and approval will be conducted by SAC. 

Approval or denial of an RSO’s Constitutional Amendments will not be based on the mission, goals, or beliefs of the RSO or any other content- or viewpoint-based determination, but rather will only be based solely on the RSO including the information set forth above, Section 5.7, in its Constitution. 

To amend a Constitution, an RSO must:  

1. Provide written (hard copy) or electronic (e-mail) notification to all members at least two weeks in advance of any proposed changes in the organization’s Constitution.

2. Revised Constitutions shall be submitted to the Center for Student Engagement (CSE), along with a copy of the minutes of the organization meeting during which the vote was held, within seven days of revision. CSE shall review the changes for clarity and formatting before passing the documents on to the Student Activities Committee (SAC). The initial review by CSE must not last more than 5 business days and serves to highlight areas of discussion for the SAC.  

3.  If the revisions of the Constitution are to fix minor errors in grammar or nomenclature, to rename the RSO while maintaining consistency with its purpose, or to update the Constitution to current standards, CSE shall have the direct discretion to approve such revisions without review by SAC. Such revisions, however, must be reported to the Chair of SAC. 

4. For all other revisions, the documents shall be reviewed by SAC, which shall review the materials solely for compliance with the requirements of this policy and transmit its approval or denial to the Faculty Senate of the Institute. SAC may refrain from immediate action on proposed revisions in order to ask the RSO to make any changes needed to bring its Constitution into conformity with the requirements set forth in this policy or to clarify areas of ambiguity or confusion. In any event, SAC shall approve or deny the revisions within 15 business days of SAC’s receipt of the revisions from CSE.

Constitutional Interpretation In the case of disagreements within an RSO regarding interpretation of the organization’s Constitution, the Center for Student Engagement shall facilitate dispute resolution.
Constitutional Policy Provision

If an RSO’s Constitution does not include all provisions required by this policy, the Center for Student Engagement shall serve as facilitator for the implementation of required methods and procedures until such time as the Constitution has been amended and these amendments have been approved. Constitutional amendments which are mandated by this policy will be in effect for all RSOs regardless of the stage of implementation in their constitution. SAC will not be required to review policy-required amendments so long as those amendments either 1) follow, verbatim, the language of this policy or 2) utilize the modeled language provided by SAC.

 

 

 

 

5.8 Organizational Expectations  

Student Self-Governance  

Student self-governance is the central tenet of the RSO model, and all RSOs must function through Georgia Tech student governance and leadership;

a. Faculty, staff, non-student community members, and any nonstudent entities may participate in RSO activities and act in an advisory role to the RSO but cannot serve as leaders or voting members of the RSO, engage in decision making on behalf of the RSO, or act on behalf of the RSO. 

b. Non-student affiliated entities can require that the RSO maintain certain policies or protocols to continue their affiliation (e.g., dues, annual reports) as long as the policies or procedures do not interfere with student autonomy or require the RSO to violate the law or Board of Regents or Georgia Tech policy or procedure. RSOs are not required to maintain an affiliation to retain their status as an RSO.

c. All RSOs must engage in democratic style governance as evidenced in their governing documents (e.g., regular elections or selections, checks and balances for leadership). No RSO is allowed to give its student leaders unilateral control over organization decisions. 

d. All RSOs must include a leadership election or selection process in their Constitution. Elections or selections must be held regularly and RSOs are encouraged to hold elections or selections at least annually; a Constitutional provision for holding a regular vote on whether to open elections or selections meets this requirement.  

  1. Voting in elections and votes to open elections cannot be limited to a smaller number of members than the number of members who would be able to vote on normal organizational business. Elections of a single slate of officers are allowed, so long as the proposed slate of officers is confirmed by a vote of the members eligible to vote. 
  2. Voting in selections can be limited to a smaller, defined subset of the organization (e.g., executive board, selection committee), but must include at least 2 members at large. Additionally, no selection process may require a unanimous vote for a single office or for a slate of officers.   

Institute Policy  

RSOs are expected to comply with all applicable Institute policies.  

Organizational Purpose Organization members and officers must make every effort to maintain the purpose of its organization and must follow all procedures and rules of its organization as defined by the organization's SAC approved constitution. If a concern of compliance is brought to the Center for Student Engagement, CSE may temporarily suspend the activities of the RSO pending a review with SAC for no longer than thirty (30) business days to determine 1) if the activities of the RSO are or are not in compliance with their constitution and 2) to determine a set of steps necessary (e.g., amendment) to ensure the RSO is in compliance with its constitutional standards.

5.9 RSO Finances
The Student Government Association allocates Student Activity Fee funds to Registered Student Organizations and departments of the Division of Student Engagement and Well Being through its Joint Finance Committee (JFC).  RSOs requesting funds, whether in the form of an Annual Budget or a Bill, are required to do so in the timeframe and manner set forth below. All funding decisions made by JFC shall be based solely on the viewpoint-neutral decision-making criteria set forth below. JFC members shall receive annual training on this policy and its proper implementation. 

Annual Budget Request Submission and Required Information:  
Prior to the Budget Request period beginning each Fall semester, JFC will set the overall Budget cap based on the funding available for the following fiscal year.

Any RSO in Active standing as determined by the Center for Student Engagement may submit an Annual Budget Request. The request must include the following information:

  • a detailed written description of the specific programs, activities, or events the RSO intends to sponsor;  
  • accurate written cost estimates of any required supplies or services that correlate to the programmatic needs (or logistical requirements) of the programs, activities, or events;  
  • if event funding is requested, a description of how the RSO plans to promote the event to the student body;
  • if event funding is requested, a showing that students will be involved in the planning and implementation of the event;  
  • a written estimate of the revenue expected to be generated in the coming year through dues, ticket sales, fundraisers, donations, or other means;
  • certification that the Advisor has been provided an opportunity to review the budget submission; 
  • for RSOs that were registered in the prior year, a written account of revenue received during the prior year through dues, ticket sales, fundraisers, donations, or other means; and
  • for RSOs that received JFC funds in the prior year, a written statement demonstrating that the RSO effectively utilized the funds to accomplish the goals for which those funds were awarded.  

Submission Deadline:
All Annual Budget Requests must be submitted via the online budget system by 11:59 P.M. EST on Friday of the twelfth week of the fall semester. After the deadline has passed, no additional Annual Budget Requests will be accepted, regardless of circumstance.

Budget Orientation:
Prior to the Monday of the seventh week of the fall semester, the JFC shall hold at least three budget orientation sessions on different dates for RSOs. The dates and locations of the sessions will be published on the SGA website no later than the 3rd week of the Fall semester. At least one officer of each RSO must attend one budget orientation session. Failure to attend will result in denial of an RSO’s Annual Budget Request.

JFC Review:
Each RSO that submits a timely Annual Budget Request shall select and schedule a hearing date through the SGA website to permit the RSO to present its request to the JFC and answer any questions the JFC may have about it. No later than the twelfth week of fall semester, the hearing schedule shall be published on the SGA website and emailed to all RSOs that have submitted an Annual Budget Request. If an RSO fails to meet with the JFC, the RSO’s Annual Budget Request shall not be granted.

The JFC shall evaluate all Annual Budget Requests in a viewpoint-neutral manner solely for compliance with the criteria set forth in the “Funding Criteria” Section below. If available funds are not sufficient to fund all Annual Budget Requests at the requested level, all budgets will be reduced on a pro rata basis.

JFC will issue all RSO annual budgets the Friday two weeks before the first day of final examinations in the Spring Semester of the academic year preceding the year in which the funds are sought to be utilized. If an RSO’s approved budget is less than the total amount sought in its requested budget, the RSO can request a written decision setting forth the basis for the JFC’s decision to award the RSO the reduced amount. Such a request must be made by the RSO within ten business days after the RSO receives its approved budget. Within 20 business days of receiving such a request from an RSO, the JFC will provide the RSO with a written decision detailing the reasons that its approved budget was less than the total amount requested.

The JFC shall provide a written report of all approved annual budgets to the Undergraduate House and Graduate Senate.

Bill Submission and Required Information:
Any RSO in active standing as determined by the Center for Student Engagement may submit a request for funds through a Bill. The request must include the following information:

  • a detailed written description of the specific programs, activities, or events the RSO intends to sponsor;
  • if event funding is requested, a showing that students will be involved in the planning and implementation of the event;  
  • accurate written cost estimates of any required supplies or services that correlate to the programmatic needs (or logistical requirements) of the programs, activities, or events;
  • documentation that the RSO sought funding from other sources for the programs, activities, events, supplies or services for which the RSO is requesting funding;
  • the amount of funding, if any, that the RSO has received from other sources for the programs, activities, events, supplies or services for which the RSO is requesting funding; 
  • the amount of funding, if any, that is being provided through an existing JFC Budget allocation for the programs, activities, events, supplies, or services for which the RSO is requesting funding;
  • if event funding is requested, a description of how the RSO plans to promote the event to the student body; and
  • for RSOs that received JFC funds in the prior year, a written statement demonstrating that the RSO effectively utilized the funds to accomplish the goals for which those funds were awarded.

Bills will be stamped upon submission to CSE to reflect the date and time of the Bill submission. A Bill shall not be deemed submitted until all required information, set forth above, is received by CSE.

Submission Deadline:
JFC will consider at each of its regularly scheduled meetings all Bills that were submitted at least thirty days prior to the meeting. Bills must be submitted in the same fiscal year as the expense or event for which funding is sought.

JFC Review:
During the Fall and Spring within 7 business days of a Bill being submitted by an RSO, the JFC shall set a date to meet with the RSO to permit the RSO to present its Bill and answer any questions the JFC may have about it. If a Bill is submitted during an Institute break or the Summer semester, the JFC shall schedule a time with the RSO no later than 7 business days after the upcoming Fall or Spring semester has begun or the current Fall or Spring semester has continued. The RSO shall be notified of the date and time of the meeting by email. In the event that no RSO representative is able to attend the meeting at the specified date and time, the JFC shall reschedule the meeting to a mutually agreeable date and time or, in the alternative, correspond through email with no fewer than two of the RSO’s officers. If an RSO fails either to meet with the JFC or to correspond through email regarding a Bill, the Bill shall not be approved.

The JFC shall evaluate all Bills in a viewpoint-neutral manner and only for compliance with the criteria set forth in the “Funding Criteria” Section below. Bills will be processed on a first-come first-served basis according to the date/time stamp placed on the Bill at the time of submission. Bills which comply with the Funding Criteria shall be approved by the JFC, as long as funds are available.

If an RSO’s Bill is denied or is granted in an amount less than the total amount sought, the RSO can request a written decision setting forth the basis for the JFC’s decision. Such a request must be made by the RSO within ten business days after the RSO received notification of JFC’s decision. Within 10 business days of receiving such a request from an RSO, the JFC will provide the RSO with a written decision detailing the reason(s) that its Bill was denied or was granted in an amount less than the total amount sought.

The JFC shall provide a written report of all approved Bills to the legislature.

Appeals Process:
In the event that an RSO’s Annual Budget Request or Bill Request is denied or is approved in an amount less than the total amount that the RSO requested, the RSO may appeal the JFC’s written decision setting forth the basis for the denial or the award of the reduced amount. An RSO may also appeal the JFC’s determination if the JFC failed to issue a timely written decision after the RSO properly requested one. All appeals will be heard by the Associate Vice President for Student Engagement and Well-being/Dean of Students or non-student designee.  

Appeals must be in writing and must be submitted to the Associate Vice President for Student Engagement and Well-being/Dean of Students or designee within ten business days after the RSO receives the JFC’s written decision or, if JFC failed to issue a timely written decision after the RSO properly requested one, within ten business days after the time for the JFC to issue the decision has expired. 

An RSO’s appeal must be based on one of the following grounds:  

  • JFC’s disapproval of the Annual Budget Request or Bill Request, or JFC’s determination regarding any allocation for an item therein, was arbitrary or capricious; 
  • JFC engaged in viewpoint discrimination or another legal violation; or,  
  • JFC failed to follow the Funding Request processes and procedures outlined in this policy.  

Within 20 business days of submitting the appeal, the Associate Vice President for Student Engagement and Well-being/Dean of Students or designee will provide the RSO with a written decision granting or denying the appeal and detailing the reasons for that determination. If the Associate Vice President for Student Engagement and Well-being/Dean of Students or designee grants the appeal and approves a new final budget, the new budget will be included in the written decision. JFC shall ensure that funds are available to cover any Annual Budget Request or Bill Request that is awarded to an RSO as a result of an appeal. 

Transparency:
Beginning with the 2020–21 academic year, JFC will use the following procedures for all meetings at which it considers RSO funding requests: The minutes of JFC meetings that consider funding requests from RSOs will include the amount each RSO originally requested, the purpose for which the RSO requested those funds, how much of each request JFC approved, and JFC’s reasons for rejecting or reducing a request.  JFC will make the minutes of its meetings available on its website for at least three years.   

Funding Criteria:
The amount of funding an RSO receives is determined by the RSO’s stated programmatic needs as set forth in its detailed Annual Budget request or Bill request and is dependent upon submission of accurate documentation supporting the request. JFC’s funding allocation decisions will be based solely on whether the requesting RSO has met the following viewpoint-neutral requirements, unless the RSO requests funding for the prohibited items listed later in this policy.

  • The RSO must be in Active standing as determined by the Center for Student Engagement.
  • The RSO’s funding application must be submitted by the applicable application deadline.  
  • The RSO’s funding application must be complete and include the required information set forth in this policy.  
  • The RSO must attend the required orientations and meetings as set forth in this policy.
  • Events and activities funded through student activity fees must be open to all Georgia Tech students.  
  • The RSO’s request must contain accurate cost estimates supported by reliable documentation or research, including by taking into consideration the number of students likely to attend an event; however, this criterion shall not be used to consider the content or viewpoint of an RSO’s speech, including the presumed popularity or controversial nature of an RSO’s speech.  
  • Any proposed facility must be suitable for the proposed events and activities based on the estimated size of attendance. 
  • Any travel expense estimates must be objectively reasonable for the type of event or activity proposed.  
  • The amount requested must not exceed the Item Maximum Allocation limits set forth in the Funding Allocation Restrictions.
  • Any other viewpoint-neutral criteria that are determined by Institute legal counsel’s written opinion. Any written opinion that contains additional viewpoint-neutral criteria will be published on JFC’s website, and this policy shall be modified accordingly.  

JFC will not use the following criteria when making funding decisions for RSOs:  

  • The presumed popularity of an RSO's viewpoint, including the existence among the student body of opposition to, or support for, the group. However, JFC may consider the number of students expected to be involved in specific activities or events as necessary to estimate variable expenses of the activity or event
  • The length of time the RSO has been in existence
  • The amount of JFC funding the RSO has received in the past.  

Funding Allocation Guidelines
JFC shall follow the Registered Student Organization Funding Allocation Guidelines. The Office of the General Counsel must approve any changes to the document prior to implementation. The Funding Allocation Guidelines shall be posted on the Center for Student Engagement’s website.

Off-Campus Finances
All RSOs reserve the right to maintain an off-campus bank account; however, no Institute Funds are permitted in these accounts.  

It is recommended that the account be set up using a unique Federal Tax ID/EIN to the individual RSO, but it is not required. However, the GT Federal Tax ID/EIN may NEVER be used by any RSO.  

More information regarding EINs and off campus accounts are available online through the Student Organization Finance Office.  

Financial Accountability
Organization members and officers must make every effort to properly expend and manage any funds owned or allocated to its organization and must follow all procedures and rules of its organization as defined by the organization's SAC approved constitution, organization’s governing documents, and Georgia Tech policies and procedures. If a concern of compliance is brought to the Center for Student Engagement, CSE may temporarily suspend the activities of the RSO pending a review with SAC for no longer than thirty (30) business days to determine 1) if the activities of the RSO are or are not in compliance with allocation granted or their governing documents and 2) to determine a set of steps necessary to remedy the situation.

Enforcement

Concerns regarding student, faculty, staff, RSO, and DRSO compliance with this policy can be shared with Center for Student Engagement staff. 

Concerns regarding RSO compliance with the Georgia Tech policies and procedures can be reported as outlined in the Student Code of Conduct and Student Organizations Code of Conduct.  

To report suspected instances of ethical violations, please visit Georgia Tech’s Ethics Hotline, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Policy History

Revision Date

Author

Description

7/23/2021 Center for Student Engagement Updated funding guidelines to be reviewed by CSE and OGC, and editorial edits.

08/26/2020

Center for Student Engagement

New Policy