SAINT LOUIS UNIVERSITY
Department of Housing and Residence Life
Expectations for Grant-In-Aid Student Staff
Revised August 2005
OVERVIEW OF PROCESS
The Department of Housing and Residence Life strives to provide its grant-in-aid student staff with clear expectations regarding their performance and behavior. We recognize that there may be times when a student does not meet the expectations established by their supervisor or the Department. This policy will be provided to students at the time of their award, or within the first two weeks of beginning their assignment. Students will be required to verify via signature receipt of this policy. The University reserves the right to modify or change this policy at any time by giving written notice of the change to covered students.
SCOPE
This policy applies to all grant-in-aid student staff of the Department of Housing and Residence Life, including the positions of RA and DA.
DEFINITIONS
As a general rule the policy divides problematic behavior into major areas while providing for progressive disciplinary action. Obviously, no policy can fit every possible issue. The Department reserves the right to initiate any level of the discipline process, including termination of the grant-in-aid and award depending upon the circumstances in any particular case.
Problem behaviors are divided into three major categories:
Category 1: Begins with informal disciplinary action followed by formal disciplinary action of increasing severity. The following is a list of examples of behaviors considered to be breaches of good conduct and rules considered to be of Category 1 severity. Other behaviors not listed may be placed in this category at the discretion of the supervisor:
a. Excessive absenteeism or tardiness, including being late to an on-call or desk shift.
b. Failure to meet programming requirements as set forth in specific area.
c. Failure to appropriately request to be out late, or to request time away, as defined by the departmental Time Away/Out Late Guidelines.
d. Inappropriate behavior that could result in injury or property damage.
e. Failure to contribute to the group in a positive manner or consistent exhibition of a poor attitude.
f. Failure to complete assigned task.
g. Repeated disregard for the desk coverage dress code.
Category 2: Begins with a critical warning for the first offense, which usually results in a written warning and probation for 3-month minimum for the first offense. A second infraction, of any category, will lead to disciplinary action of increased severity. The following is a list of examples of behaviors considered to be breaches of good conduct and rules considered to be of Category 2 severity. Other behaviors not listed may be placed in this category at the discretion of the supervisor:
a. Failure to notify supervisors of critical incidents/concerns in a timely manner.
b. Conduct that results in destruction or damage of University property.
c. Failure to obey safety rules and use safety equipment that has been provided.
d. Failure to safeguard University or students’ property or money by not following appropriate control procedures.
e. Failure to cooperate with inspections and/or investigations by University officials.
f. Failure to attend a staff meeting, training, retreat, in-service, orientation class, or staff selection process without being excused prior to the event.
g. Failure to fully participate in the opening and closings of the residence halls and apartments, as well as staff selection and staff training. The dates for the 2005-06 year are outlined on the attached addendum.
h. Failure to tell supervisor about an outside job or significant commitment or exceeding the hour limit assigned to outside employment.
i. Violation of the University’s no solicitation/distribution policy.
j. Skipped desk shift or on-call duty shift.
k. Being out of the building for any length of time while on duty. Refer to Duty/Time Away/Out Late Guidelines for additional information on apartment and house duty coverage.
l. Failure to document inappropriate behavior.
m. Violation of University and/or Housing and Residence Life policy.
n. Intentionally choosing to not complete an assigned key audit during a desk shift.
Category 3: These breaches are significant enough that in some cases, the student’s grant-in-aid award and position may be immediately terminated. At a minimum, these breaches usually result in a final written warning, probation for no less than four months, and an educational sanction. The following is a list of examples of behaviors considered to be breaches of good conduct and rules considered to be of Category 3 severity. They include and are not limited to intentional violation of laws, ordinances, or University regulations and policies. Other behaviors not listed may be placed in this category at the discretion of the supervisor:
a. Failure to notify supervisors of critical incidents/concerns in a timely manner.
b. Intentional or reckless disregard for the proper instruction of a supervisor (insubordination).
c. Forging, altering, or deliberately falsifying official University documents, an employment application, authorizations, records, reports, including time cards.
d. Indecent or disorderly conduct, or creating a disturbance.
e. The unlawful manufacture, distribution, dispensation, sale, possession or use of illicit or prescription drugs on the University's premises or as part of any University activity.
f. Consuming alcohol while under the legal drinking age.
g. Consuming alcohol, even if of legal age, with underage students in the building and/or knowingly failing to confront underage drinking in the building.
h. Consuming alcohol while on duty, or within twelve hours prior to beginning on call shift; being under the influence of alcohol while on duty, working at the desk, or responding to a situation in the role of a student staff member.
i. Possessing or consuming alcohol on University premises or at University activities that result in jeopardizing the physical well being of any person on University property.
j. Returning to the building/area under the influence of alcohol, even if of legal drinking age, unable to respond to a situation in a responsible manner.
k. Seriously jeopardizing the health or safety of employees, students, or visitors through neglect of duty, poor judgment, or disregard for health or safety rules.
l. Threatening or harassing employees, students, visitors, or guests of the University.
m. Physical confrontations with employees, students or visitors.
n. Reckless behavior which results in any injury to employees, visitors, students, or visitors
o. Theft, embezzlement, or dishonesty.
p. Violation of student or University confidentiality.
q. Issuing a lockout key without following proper procedures, including completion of all sections of the lock-out card.
r. Violation of the University’s sexual harassment policy including unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature.
s. Action that is contrary to the University's commitment to Affirmative Action that includes, but is not limited to the use of language designed to be detrimental to an individual or group of individuals. Such language could be based on personal characteristics and attributes including, but not limited to, racial slurs.
t. Violation of University and/or Department of Housing and Residence Life policy.
PROCEDURES
In most cases, the immediate supervisor will initiate the disciplinary process.
Informal Disciplinary Action: The first step before formal disciplinary action would normally be informal in nature. A written record of the incident and subsequent follow up conversation is necessary to register what took place. Informal Disciplinary Action is not formal in nature. However, it can be referenced at a later date if further disciplinary action is taken. If twelve months pass following Informal Disciplinary Action and an offense occurs, the informal conversation will generally not be considered when determining the appropriate discipline.
Categories of Discipline Process:
The supervisor will initiate each step of the discipline process generally within 5 business days of learning of a grant-in-aid student’s problematic behavior. Each step within this process needs to be documented and made a part of the student staff member’s file. The supervisor will set up a meeting time with the staff member and then follow-up with a letter stating their meeting time and what the meeting is regarding. If the student fails to appear for the specified meeting, a follow-up letter will be placed in the student’s file that they missed a scheduled meeting with their supervisor and could be subject to further disciplinary action. Continued failure to meet with the supervisory regarding an incident will result in the supervisor determining an outcome for the situation in the student’s absence. A decision letter will follow. Once the supervisor has met with the student, a letter will follow in three business days outlining a review of the conversation, category of warning, sanctions and the review process.
It is not necessary for the first three categories of the process to be completed before a student’s grant-in-aid and award and position is terminated. A student’s award and position can be terminated without being on Final Warning. For multiple offenses, or Category 3 offenses, termination may be the first step in the process.
a. First Warning. The first warning differs from Informal Disciplinary Action in that it is formal.
It is usually the first step in the formal disciplinary procedure and addresses Category 1 offenses. It likely results in a written warning. Should twelve consecutive months pass without further corrective action, previous disciplinary actions will generally not be considered when determining the appropriate disciplinary action.
b. Critical Warning. When applicable, students will be strongly encouraged to meet with a member of the Student Counseling Center staff to discuss any difficulties they are experiencing. The critical warning differs from the first warning in that it is used for repeated violations of Category 1 offenses, which have been addressed by other first warnings, or for Category 2 offenses. It likely results in a written warning and 3 months job probation. Should 12 consecutive months pass without another corrective action, previous corrective actions will generally not be considered when determining the appropriate corrective action.
c. Final Warning. The final warning differs from the critical warning in that it is issued to students who have not corrected the behavior outlined in a critical warning or have exhibited more serious problematic behaviors. It may be the first corrective action taken for Category 3 offenses. It likely results in a written warning, no less than 4 months probation, and an educational sanction. The student will be asked to consider whether or not he/she is able to meet the requirements of the Department’s rules and regulations. Final warnings may also result in demotions. If 12 consecutive months pass without further disciplinary action, previous actions will generally not be considered when determining the appropriate disciplinary outcome. It is not necessary for there to be a Final Warning before a student’s grant-in-aid and award and position are terminated.
d. Discharge. While the Department generally follows a program of progressive student staff disciplinary process, the right to terminate a student’s grant-in-aid award and position at any time is reserved. These guidelines are provided to supervisors to ensure consistent and equitable treatment to students in leadership positions within the department. Students who do not correct their behavior or who commit other serious offenses after a critical or final warning may have their grant-in-aid agreement terminated. First time Category 3 offenses may be the basis for grant-in-aid termination. Termination of any student’s grant-in-aid agreement must be reviewed and approved by the Area Coordinator prior to discharge. Supervisors will hold disciplinary conversations with students prior to and at each category of progressive disciplinary action in an effort to avoid the need for further action. Students who have had their grant-in-aid agreement terminated are encouraged to utilize the staff of Student Health & Counseling Services for additional support.
e. Suspension Subject to Possible Disciplinary Action: The supervisor may exercise suspension subject to possible disciplinary action when it is believed the offense may be serious enough to warrant discharge and the supervisor does not want the student working while such a decision is being made. Suspension of any student must be reviewed and approved by the Area Coordinator prior to taking effect. A suspension subject to possible disciplinary action should be resolved as promptly as possible. In instances where a determination is made that the behavior leading to suspension is not caused by, or the fault of the student, the student shall be reinstated and no record of the suspension will appear in the student's personnel file.
4. Record in the Grant-In-Aid Staff File: A copy of all formal disciplinary action will be filed in the student’s active grant-in-aid file. As stated above, should 12 consecutive months pass without further corrective action, previous corrective actions will generally not be considered when determining the appropriate corrective action.
5. Removal from Housing Assignment: If a student is discharged from their position, they will be required to move from their living space, as it is designated for a student staff member. They will be required to move to another building on campus. Students remain bound by their Housing Contract, and must petition to be released if they want to move off-campus.
REVIEW PROCESS
In the event that a student feels that a decision regarding their behavior is unfair or unjust, he/she can opt to have the decision reviewed. The review process would involve the following:
1. Within three business days of receiving the decision letter regarding the behavior in question, the student would need to indicate in writing that he/she would like to have the decision reviewed.
2. The letter should be addressed to the Associate Director of Housing and Residence Life and indicate on what grounds the situation should be reviewed. Generally, this would include perceptions that the sanction was unfair or unjust given the gravity of the offense in question or additional/new information has been discovered regarding the situation that was not originally considered.
3. The Associate Director of Housing and Residence Life will review the student’s letter as well as the written documentation pertaining to the situation. It will be at the discretion of the Associate Director whether a follow up meeting will be scheduled with the student.
4. The Associate Director of Housing and Residence Life will assess whether or not reasonable grounds for a review exist. From there, a determination will be made pertaining to a review of the original decision. The Associate Director will also assess if new/additional information that was not originally considered is significant enough to review.