Appendix ‘D’

Ref. Senate Agenda Item No. 215.06

(07 Pages)

Updated

Guidelines for dealing with Student Indiscipline and Misconduct Cases

Senate, in its meeting held on 18th July 2013, had decided that the Dean, Student Welfare
Division, BITS Pilani, Pilani Campus, along with his counterparts in other campuses, will
deliberate and come out with standard guidelines to be used across campuses for students
to eradicate and educate on ill effects of substance abuse and other misconducts on campus.
However, the hostel administration felt that there was a need for a revision of the existing
document. The team of SWD (Associate Deans, Chief Wardens, and Wardens of all the
Indian campuses) discussed the indiscipline cases across the campuses. The existing
guidelines are revised after several brain-storming sessions among the team members and
with the leadership. From I-semester 24-25, the revised guidelines will be used across
campuses to minimize and educate on the ill effects of substance abuse and other
misconduct on campus. It may be mentioned that perfect standardization may not be
feasible, especially in discipline-related matters, as the nature and context of the cases differ,
the intensity of involvement may vary from student to student in the same or similar cases,
and the gravity associated with the year in which student is studying. It takes a lot of effort
on the Disciplinary Committee's part to identify each student's involvement in a given case
of indiscipline. However, it is observed that wherever clear identification of a student's
participation in a specific case of indiscipline gets established, an almost similar approach to
rectification and/or punishment, as suggested below under illustrative classification of cases,
can be adopted across campuses.

The guidelines address the opportunities for students to reform and seek
guidance/mentorship. The concern for natural justice is addressed, including graded
rectification/punishment commensurate with the indiscipline levels/intensity/seriousness.
The relevant undertakings ensure that they are under oath and are well aware of the
consequences of indiscipline.
Level Category Illustrative Cases Actions

1 Violation of ● Smoking inside the hostel/the campus For the first time offenders:
Hostel / Campus ● Warning in writing from SWD.
rules, misconduct ● Consuming/Carrying alcohol and/or ● Frequent interaction with the
found in a drunken state anywhere respective hostel warden
inside the Campus/Hostel Room/ Hostel
Premises For the second-time offenders:
● Warning.
● Misbehavior/indecency in public places. ● Fine up to Rs 10000/- (Second time).
● Students seek mandatory advice from
● Tampering or misuse of branding. wardens.

For the third-time offenders:

● Warning.
● Fine up to Rs 25000/-
● Students seek mandatory advice from
the Chief Warden.

● Possession and use of Appliances or ● Warning in writing + Confiscate

any other item not permitted in the Appliances
Hostel. ● Actions as above for multiple offense

● Displaying/Putting up posters/ paper/ ● Warning in writing + cost of meeting

writing/ painting on the wall in any form damage, if any.
in the Institute common space other than ● Actions as above for multiple offense
the designated areas/boards.

● Not opening the door to the room as For the first-time offenders:
soon as demanded by Warden / Chief ● Warning.
Warden / Security / Competent authority
as determined by institute For second-time offenders:
● Warning.
● Fine up to Rs 5000/-

For third-time offenders:

● Warning.
● Fine up to Rs 10000/-

2 Serious violation ● Thefts from hostel/institute ● Warning + Fine up to Rs 25000/ +

of Hostel/Campus Amount equivalent to Replacement of
Rules/Serious Theft Item.
Misconduct ● Damage to Institute Property. ● Warning
● Unauthorized entry into faculty ● Fine up to Rs 50000/-
chamber/academic building/campus ● Amount equivalent to Replacement
premise/faculty and staff residential cost for damaged property.
areas/ other restricted areas.
● Physical/Mental harassment of peers, ● Warning
including faculty/staff (through social ● Fine up to Rs 50000/-
media, other means included)
Level Category Illustrative Cases Actions

3 Severe violation ● Impersonation/ Identity Theft/ Misuse of ● Fine up to Rs. 50,000/- or/and
of hostel/campus ID/ ATM cards/ Financial fraud etc ● Cancellation of registration for
rules ● Entry into a hostel of a different gender. ongoing semester or both.
● Cancellation of registration in case of
multiple offense

● Consuming/Possessing substance/ ● Cancellation of registration for the

Substance abuse in Hostel Premises ongoing semester.
and/or Campus ● Debar from registration for next
semester(s) and/or
● Fine up to Rs 50000/-.
● Counseling and a Certificate from a
professional doctor of related
specialization/ rehabilitation center to
the satisfaction of the institute.
● NDPS Act, 1985 may be applicable
for serious substance abuse cases
● Misuse of cyberspace for malicious ● Cancellation of registration for
activities such as hacking other's ongoing semester and/or
accounts and/or tampering with ● Debar from registration for next
institutional computational services. semester(s). and/or
● Bullying (physical/cyber) to ● Fine up to Rs 50000/-
Peers/faculty/staff/community members.
● Tampering with the confidential
documents of the Institute.

4 Repeated ● Repetition and severe violation of the ● Expulsion from the institute
violation of campus rules; intent of selling and ● NDPS Act, 1985 may be applicable
Hostel/Campus selling/sharing of substance in Hostel for serious substance abuse cases
Rules/ severe Premises and Campus
misconduct/
fraud/substance
abuse cases

Point to Note:
1. For Category-1 (first-time offenders), the warden will take all the decisions in
consultation with the Chief Warden. These cases will only be a reporting item to the
Disciplinary Committee, which can be reviewed further as deemed fit by the
committee. If the violations in Category 1 are extreme, as deemed by the Chief
Warden, the same can be taken up by the disciplinary committee for necessary action
(community service etc).
2. Once a student is found in possession/consumption of substance s/he may be sent
home immediately for the next 15 days.
3. For punishment in any category, community service and counselling from
 authorized and vetted counselors is mandatory. The nature of community service
to be awarded to students will be decided by the Disciplinary Committee.

General Guidelines:
1. A suitable undertaking from parents will be taken for all students against whom
Disciplinary action is taken.
2. All the students who receive punishment from DC must do some form of community
service as the committee decides.
3. In the case of Dubai, the conversion ratio for the fine stipulated above would be Rs
5:1 AED (UAE Dirham).
4. Any student against whom action is taken under the Disciplinary Committee (other
than Category 1) will not be eligible to apply for any institute scholarship for that
semester.
5. The Standing Committee for Students' Discipline is authorized to take
appropriate action or impose any suitable penalty other than the above-
mentioned illustrative cases as deemed fit.
6. The student must appeal to the Deputy Registrar/Joint Registrar of respective
campuses within 15 working days from receipt of the DC punishment letter
(postal/email) with appropriate justification. Ignorance of the level of indiscipline and/or
the rectification/ punishment or citing prodding by friends/senior is no ground for
appeal.
7. Appeals would be handled by the respective Committee as per the senate approval
212.12 dated 23rd Dec 2023.
8. Ragging/POSH cases will be dealt with strictly by the respective committee of
respective campuses as per undertaking taken from each student as per Government
Guidelines.
 Annexure - 1
UNDERTAKING FORM

FORM TO BE SIGNED BY THE STUDENT AND THE PARENT/GUARDIAN AT THE

TIME OF ADMISSION TO THE INSTITUTE
(to be signed by the Guardian only in the event of both parents not being alive)

I...............................................................................(name & ID number) /daughter/son/ward

of Ms./Mrs./Mr………………………………………….....................................................(name),
admitted to……........................................................................................ (program and year)
in...............................................(campus) during the year...................., hereby agree to the
following terms:
1. I have read and understood all the guidelines and regulations (available on the Institute
website) related to:
a. Anti-ragging
b. Student Indiscipline and Misconduct
c. Sexual harassment
d. Gender equality
e. Hostel rules and regulations
f. Examination unfair means
2. I also understand that the possession/consumption/sale/distribution of any substance of
abuse and/or alcohol/smoking is not permitted on the Institute premises.
3. I will not support or promote the possession/consumption/sale/distribution of any
substance of abuse and/or alcohol on the Institute premises.
4. I shall cooperate with the relevant authorities of the institution and outside in the
investigation of any substance abuse and /or alcohol-related incident of which I may have
information and shall actively cooperate in preventing the possession, use, sale, and
distribution of any substances of abuse in or around my institution.
5. If I am found or reported to the institute medical center or admitted to the hospital in
inebriated conditions, I give my consent to perform all the necessary medical tests for
diagnosis, including detection and identification of substances of abuse for further
treatment.
6. I declare that if I am riding or driving a vehicle outside the campus, the institute is not
responsible in case of any unforeseen eventualities. I also declare that I shall not drive
any motorized vehicle inside the campus.
7. I pledge not to damage /tamper with the Institute's property.
8. I also declare that I have provided the correct contact information for myself and
my parents/guardians.

I am aware that, in case I violate any of the above-mentioned terms while I am a student of
BITS Pilani, I shall be liable for appropriate action against me, which may include expulsion
from the institute.

Name of the Student Ms/Mr

ID Number

Signature

Name of the Parent/Guardian

Signature of the Parent/Guardian

Email ID of the Parent/Guardian

Parent/Guardian’ mobile number
 Annexure - 2
To
Chief Warden
BITS Pilani (Pilani/Dubai/Goa/Hyderabad)
Date: ___________

SUB: Act of Indiscipline against Institute rules

With due regard, I would like to confess that I was caught in one or more of the following
activities:
● Involvement in an act of indiscipline on the hostel premises as per the institute guidelines.
● Smoking cigarettes in the hostel/campus premises.
● Carrying prohibited items (such as alcohol, cigarettes, e-cigarettes/vapes, etc).
● Under the influence of alcohol in the hostel or campus premises with a reading of _______
● Possession/consumption/sale/distribution of substance in the hostel or campus premises.
● Any other, _____________________________________________________________

I understand that my action is not as per the campus rules, and I apologize for my behavior.

Name: ID:
Hostel: Room:

(Signature of the student) (Signature of hostel superintendent)

________________________________________________________________________
Report of the hostel warden:

I have interacted with the student and his/her parents. I have counseled them about the
consequences of the event. The student admitted that s/he would never be involved in such
activities.

(Signature of the student) (Signature of Hostel Warden)