Procedure for Policy 1.6 Student Rights & Responsibilities Policy – Adjudicator – Rules of Procedure
The official version of this procedure is housed with the University Secretariat. In the event of a discrepancy, the official version will prevail. Click here for a printable version of this policy.
Parent Policy: Student Rights & Responsibilities Policy
Approving Authority: Board of Governors
Responsible Office: Student Affairs, University Secretariat
Responsible Officer: Vice-Provost (Student Affairs), University Secretary
Original Approval Date: June 18, 2025
Effective Date: August 18, 2025
Date of Most Recent Review:
Previous Reviews:
1. Amendment and Computation of Time
1.1. Where these Rules prescribe a number of days, weekends and holidays shall be counted. In cases where a period of days is counted from a date forward a period of days is deemed to commence on the day following the event that began the period and is deemed to terminate at 11.59 p.m. on the last day of the period. In cases where a period of days is counted from a date backwards a period of days is deemed to commence on the day prior to the event that ends the period and is deemed to begin at 12:00 a.m. on the first day of the period.
1.2. Where any time or time limitation is mentioned in these Rules, the Adjudicator may extend or abridge the time requirements prescribed as necessary. This discretion may be exercised before or after the expiration of the time prescribed.
1.3. The Adjudicator may establish such other time limitations, in addition to those mentioned in these Rules, as are reasonable.
2. Referral of Matters to an Adjudicator
2.1. Matters will be referred to an Adjudicator pursuant to Section 10.5.5 of the Student Rights & Responsibilities Policy.
2.2. An Adjudicator may be a Case Manager or the Vice-Provost (Student Affairs).
2.3. The Adjudicator will offer a pre-adjudication meeting to the Respondent and Complainant to explain in detail the adjudication process. The Respondent may accept or reject the offer of a pre-Adjudication meeting.
2.4. The Adjudicator will provide all parties with a copy of these Rules.
2.5. Notwithstanding the referral of a matter to an Adjudicator, a Respondent has the right to a hearing before the University Hearing Board, subject to the Policy and its other procedures, at any time.
3. Evidence
3.1. All parties to an Adjudication shall have the opportunity to submit evidence to the Adjudicator.
3.2. The Adjudicator may admit as evidence any written statements, documentation or any other material relevant to the case, which could include duplications of authentic materials.
4. Disclosure
4.1. Any written statements, documentation and any other material which the Adjudicator intends to rely on during the adjudication shall be provided to the Respondent and the Complainant.
4.2. Any objection by any party to the inclusion of any written statement, documentation or any other material in the adjudication must be received by the Adjudicator by 12:00 p.m. on the 5th day following disclosure.
4.3. If no objections are raised by the parties by 12:00 p.m. on the 5th day following disclosure, the Adjudication will proceed.
5. Adjudication Procedures
5.1. The Adjudicator shall ask all parties if they have any conflict of interests with the Adjudicator.
5.1.1. If a conflict of interest is identified, the Student Accountability Office will assign an alternate Adjudicator or refer the matter to the University Hearing Board.
5.2. Respondents will be asked to enter a plea and may enter one of the following pleas:
5.2.1. Responsible: students admit that they are responsible for the alleged breach of the Policy
5.2.2. Responsible with Explanation: students admit that they are responsible for the alleged breach of the Policy, but there are extenuating circumstances that they want to bring to the attention of the University Hearing Board; or
5.2.3. Not Responsible: students do not admit responsibility for the alleged breach of the Policy.
5.3. No Plea Submitted: Where a Respondent refuses to enter a plea or fails to respond to the Adjudicator, the Respondent shall be deemed to plead not responsible.
5.4. Representations from Parties
5.4.1. The Respondent shall be provided with the opportunity to make written representations in response to the Complaint.
5.4.2. The Complainant shall be provided with the opportunity to make written representations in response to the representations provided in section 4.5.1.
5.5. Any party in an Adjudication shall be entitled to be represented by an advisor or agent, including by legal counsel. Where a party elects to be represented by an advisor or agent, that advisor or agent shall make representations on behalf of the party. The party may not make representations on their own behalf, in addition to those made by their advisor or agent, except on the consent of the Adjudicator.
6. Notice of Facts/Opinions
6.1. The Adjudicator may take notice of facts that are a matter of public record, generally recognized scientific or technical facts, or information within their specialized knowledge.
7. Third Parties & Resources
7.1. The Adjudicator may consult such third parties or resources as they deem necessary or reasonable to for the purpose of advising or supporting their Adjudication.
7.2. Any third party or resource engaged may provide advice as it relates to their function or recognized area of expertise. They shall not offer opinions, comments, or statements regarding the appropriate findings for the matter under Adjudication.
7.2.1. This shall not be interpreted in a manner that limits the ability of individuals who administer relevant policies or processes from participating fully in the Adjudication process.
7.3. Notice of the engagement of a Third Party will be provided to all parties, and any written material submitted by a Third Party shall be disclosed in keeping with Section 4.
8. Decisions
8.1. The Adjudicator shall make their decision on the balance of probabilities.
8.2. Adjudications shall be decided on the basis of written statements, documentation and any other material which has been disclosed pursuant to section 3.
8.3. Normally, the Adjudicator will issue a decision within 28 days of the last disclosure.
8.4. The decision of the Adjudicator shall be issued in writing, with reasons, and provided to all parties and the Judicial Officer.
8.5. The Adjudicator shall advise the Respondent of their right to appeal in their written decision.
9. Amendments
9.1. An Adjudication shall not be defeated by any formal objection of a technical nature. All reasonable and necessary amendments to process documents shall be made by the Adjudicator in order to determine the real matter in dispute.
10. Power to Review
The Adjudicator may, upon receipt of new information not available at the time of the Adjudication, review all or part of their own decision or order, and may confirm, vary, suspend, or cancel the decision or order.
11. Appeals
Students have the right to appeal a decision of an Adjudicator to an appellate Hearing Panel of the University Hearing Board. Information regarding appeals can be found in Procedure for Policy 1.6 Student Rights & Responsibilities Policy - Appeal - Rules of Procedure.