Equra College London
Version: 1.0
Approved by: Governing Body / Academic Board (as applicable)
Effective from: 20/01/2026
Review date: 15/01/2026 (annual review)
Owner: Head of Student Services / Quality Lead
1. Purpose
Equra College London (“Equra”) is committed to maintaining a safe, respectful, and inclusive learning environment. This procedure sets out how Equra will address alleged breaches of the Student Code of Conduct fairly, consistently, and proportionately.
The procedure aims to:
- Promote a positive learning community based on mutual respect;
- Resolve behavioural issues early where possible;
- Ensure disciplinary decisions are evidence-based and procedurally fair;
- Protect students and staff from harm, harassment, or disruption; and
- Apply proportionate outcomes and support where appropriate.
2. Scope
This procedure applies to all students and covers alleged misconduct occurring:
- On Equra premises or at Equra activities/events;
- Online, including virtual classrooms, emails, learning platforms, and social media where it impacts Equra community;
- On placements, partner sites, trips, or external venues linked to Equra learning.
Note: Where Equra delivers learning with a partner organisation, additional partner rules may apply. Equra will explain the applicable route(s) to the student.
3. What this procedure does NOT cover
- Academic Misconduct (plagiarism, contract cheating, exam misconduct): handled under the Academic Misconduct Procedure.
- Complaints about services or staff conduct: handled under the Student Complaints Procedure.
- Concerns requiring safeguarding action: handled under the Safeguarding / Student Wellbeing Policy, though disciplinary action may run in parallel where appropriate.
Equra will decide the correct route and confirm this in writing.
4. Definitions (examples)
Misconduct may include (not exhaustive):
- Disruptive behaviour that interferes with learning/teaching;
- Harassment, bullying, discrimination, hate speech;
- Threats, intimidation, aggression or violence;
- Damage to property, theft, fraud, misuse of facilities;
- Substance misuse on premises (where applicable);
- Serious misuse of IT systems (e.g., hacking, accessing restricted areas);
- Repeated failure to comply with reasonable staff instructions;
- Breach of health & safety requirements;
- Recording others without consent where prohibited (subject to reasonable adjustments/access needs).
5. Principles
Equra will handle disciplinary matters in line with:
- Natural justice: students know the allegation and evidence and can respond.
- Impartiality: decisions made by staff not materially involved where possible.
- Proportionality: outcomes match seriousness and context.
- Confidentiality: information shared on a need-to-know basis.
- Accessibility: reasonable adjustments for disability/health needs.
- No retaliation: students will not be penalised for engaging in the process in good faith.
6. Support and representation
A student may be accompanied to a formal disciplinary meeting/hearing by:
- A friend, student representative, or adviser (non-legal).
Equra may refuse accompaniment where it is disruptive or unreasonable, but will propose a fair alternative.
7. Disciplinary stages
Stage 0: Early Resolution (Informal)
Equra may attempt early resolution where the matter is low-level and suitable for informal management. This may include:
- A warning and guidance;
- Behaviour expectations agreed in writing;
- Support referral (wellbeing/study support);
- Restorative conversation where appropriate.
Where Stage 0 is used, Equra will keep a brief record and confirm expectations in writing.
Stage 1: Formal Investigation
Where the allegation is serious, repeated, disputed, or not suitable for informal resolution, Equra will open a formal investigation.
7.1 Allegation Notice
Equra will write to the student to confirm:
- The allegation(s);
- The relevant evidence available at that stage;
- The investigation process and expected timescales;
- The student’s right to respond and submit evidence;
- Any interim measures (if required).
7.2 Student response
The student will normally have 7 working days to submit:
- A written response; and
- Any supporting evidence (emails, screenshots, witness names, documents, etc.).
7.3 Investigation actions
The Investigating Officer may:
- Review incident reports/CCTV (where applicable);
- Gather witness statements;
- Review online communications/platform logs;
- Meet the student (notes taken);
- Seek advice from safeguarding/quality/legal as appropriate.
Timeframe target: Equra aims to complete Stage 1 within 15 working days of the student response deadline (subject to complexity).
Stage 1 outcome decision
Following investigation, Equra will decide whether:
- No case to answer (dismiss); or
- Minor misconduct resolved via an outcome without a hearing (Stage 2); or
- Proceed to a disciplinary hearing (Stage 3).
Equra will confirm the decision in writing with reasons.
Stage 2: Formal Outcome Without a Hearing (Minor/Moderate)
Where facts are clear and the case is not so serious as to require a panel, Equra may issue a decision without a hearing.
Possible outcomes include:
- Written warning (first or final, depending on severity);
- Behaviour agreement / conditions of attendance;
- Restrictions on contact or activities (proportionate);
- Requirement to undertake training (e.g., respectful conduct, EDI);
- Requirement to apologise / restorative steps (where appropriate).
The student will be told:
- The findings and reasons;
- Any sanction/conditions;
- Duration and review point;
- How to appeal under the Consolidated Student Appeals Procedure (Part A).
Stage 3: Disciplinary Hearing (Panel)
A hearing will normally be held for serious cases, disputed facts, repeated misconduct, or where suspension/withdrawal may be considered.
Panel composition (recommended minimum)
- Chair (independent and trained)
- Panel member (academic or student services leader not involved previously)
- Quality/registry representative (or nominee)
- Note-taker
Notice of hearing
Equra will give at least 7 working days’ notice, including:
- Date/time and format (in-person/online);
- Panel membership;
- Allegations and relevant policies;
- Evidence bundle to be considered;
- Student’s right to be accompanied.
Hearing process
- Chair explains process and confirms allegations
- Investigator summarises evidence
- Student responds and presents evidence
- Panel questions both sides for clarity
- Panel deliberates privately
- Decision recorded with reasons
Outcome letter
Issued normally within 10 working days, confirming:
- Findings and reasons;
- Sanction and conditions (if any) and duration;
- Any support requirements;
- Right to appeal and deadline (Part A).
8. Interim Measures (where necessary)
Equra may apply interim measures pending investigation/hearing where necessary to manage risk, protect others, or protect the integrity of the process. Interim measures may include:
- Temporary restricted access to premises/online spaces;
- No-contact instructions;
- Adjusted timetables/attendance conditions;
- Temporary suspension (rare; only where proportionate).
Interim measures are not a finding of guilt. Equra will confirm measures in writing, keep them under review, and lift them as soon as appropriate.
9. Sanctions (indicative and proportionate)
Equra will consider seriousness, intent, impact, prior history, and mitigation.
Possible sanctions include (not exhaustive):
- Written warning (first or final)
- Behaviour agreement / conditions
- Restrictions (e.g., contact restrictions, access limitations)
- Requirement to complete training or restorative steps
- Removal from an activity or area (proportionate)
- Suspension (time-limited, with conditions)
- Withdrawal/termination of registration (last resort, serious or repeated misconduct)
Equra will publish further guidance on sanction levels as the institution grows.
10. Mitigation
Equra will consider relevant mitigation such as:
- Health/disability factors (with appropriate evidence and adjustments)
- Exceptional personal circumstances
- Evidence of remorse and willingness to improve
Mitigation does not excuse serious misconduct, but may affect outcome and support measures.
11. Reasonable adjustments and accessibility
Equra will provide reasonable adjustments throughout the disciplinary process (e.g., accessible documents, additional time, remote attendance, breaks, communication preferences). Students should request adjustments as early as possible.
12. Confidentiality, records and data protection
Equra will:
- Keep records securely and share information only on a need-to-know basis;
- Retain records in line with a retention schedule;
- Process personal data in accordance with Equra’s Privacy Notice.
13. Vexatious or abusive behaviour during the process
Equra will not tolerate abusive, threatening, or harassing behaviour. Equra may set communication boundaries or managed contact arrangements while still addressing the substance of the disciplinary matter.
14. Appeals
Students may appeal outcomes issued under this procedure via:
Consolidated Student Appeals Procedure — Part A
Deadline: normally 10 working days from the decision letter.
Timescale targets (summary)
- Acknowledge allegation: within 3 working days
- Student response period: 7 working days
- Investigation completion target: 15 working days after response deadline
- Hearing notice: 7 working days minimum
- Outcome letter: within 10 working days after decision