Student Life
Student Life
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Table Of Contents
Student Life
.......................................................................... 1
Academic Honor Code
................................................................... 3
Financial Aid and Bursar Policies
............................................................ 7
Code of Conduct Regarding Private Lending and Student Choice
.......................................... 7
Grade Substitution Policy
................................................................. 8
Institute Policy for Scholarship/Fellowship Payments And the Payment of Prizes/Awards to Students
..................... 8
Mandatory Student Insurance
............................................................. 13
Refunds
.......................................................................... 14
Satisfactory Academic Progress
............................................................ 17
Student Appeals
..................................................................... 19
Voluntary Student Fees
................................................................. 20
Housing Policies
...................................................................... 21
Georgia Tech Catalog
.................................................................. 22
Graduate Student Specific Policies
.......................................................... 22
Grad Assistantship Appointments, Waivers & Stipends Policy
........................................... 22
Allocation of Tuition Waivers for Non-sponsored Assistantships
.......................................... 22
Financial Assistance
................................................................... 24
General Policies
...................................................................... 24
Graduate Admissions
................................................................... 24
Graduate Assistantship Schedule and Flexibility Policy
............................................... 25
Graduate Student Enrollment and Employment
.................................................... 27
Graduate Student Handbook
.............................................................. 29
Policy on Advisement and Appointment of Thesis Advisory Committees
..................................... 29
Policy on Hour Loads for Graduate Students
..................................................... 31
Policy on Responsible Conduct of Research (RCR) - Academic Policy for Doctoral Students
......................... 33
Publication of Theses
................................................................... 36
Responsible Conduct of Research
........................................................... 36
Responsible Conduct of Research (RCR) Academic Policy for Master’s Thesis Students
........................... 37
Statement of Competitive Admission
.......................................................... 39
Stipends for Graduate Assistantships
......................................................... 40
Thesis and Dissertations
................................................................. 43
Missing Student Notification Policy
.......................................................... 43
Office of Disability Services
............................................................... 45
Student Complaints
.................................................................... 45
Student Conduct
...................................................................... 45
Definitions
......................................................................... 45
Non-Academic Misconduct
............................................................... 48
Academic Misconduct
.................................................................. 62
Student Organizations Conduct
............................................................. 70
Sexual Misconduct
.................................................................... 74
Student Government Associations
.......................................................... 83
Graduate Student Government Association
...................................................... 83
Undergraduate Student Government Association
.................................................. 83
Student Health Policies
.................................................................. 84
Special Health Considerations
............................................................. 84
Student/Student Organization Alcohol and Other Drug Policy
......................................... 85
Registered Student Organizations Policy
...................................................... 88
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Academic Honor Code
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
Click here for the history of the Academic 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;
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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.
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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
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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.
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Financial Aid and Bursar Policies
Code of Conduct Regarding Private Lending and Student Choice
Policy Book: Student Life
Review Date: Jan 2015
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.
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Grade Substitution Policy
Policy Book: Student Life
Last Revised: Jun 2006
Review Date: Jan 2015
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
Policy Book: Student Life
Policy Owners: Bursar’s Office
Contact Name: Terry Fair
Contact Title: Bursar
Contact Email: [email protected]
Policy Statement:
To ensure that Georgia Institute of Technology is in compliance with all Federal, State, private, and Institutional
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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
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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
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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.
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Hidden Policy Images: page0006.jpg
Mandatory Student Insurance
Policy Book: Student Life
Last Revised: Oct 2014
Review Date: Oct 2019
Policy Owner: Bursar’s Office
Contact Name: Susan Morrell
Contact Title: Associate Bursar
Contact Email: [email protected]
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.
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
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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
Refunds
Policy Book: Student Life
Last Revised: Oct 2012
Review Date: Feb 2015
Hidden Policy Images: FinancialAidRefundsTable.png
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
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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))
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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.
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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
Last Revised: Apr 2012
Review Date: Jan 2015
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:
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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
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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
Policy Book: Student Life
Last Revised: Jul 2011
Review Date: Jan 2015
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
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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: Appeal of Financial Aid Suspension.pdf
Voluntary Student Fees
Policy Book: Student Life
Last Revised: Oct 2014
Review Date: Oct 2019
Policy Owner: Bursar’s Office
Contact Name: Susan Morrell
Contact Title: Associate Bursar
Contact Email: [email protected]
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:
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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
Policy Book: Student Life
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.
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Georgia Tech Catalog
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
Grad Assistantship Appointments, Waivers & Stipends Policy
Allocation of Tuition Waivers for Non-sponsored Assistantships
Graduate Assistantship Schedule and Flexibility Policy
Graduate Student Enrollment and Employment
Stipends for Graduate Assistantships
Allocation of Tuition Waivers for Non-sponsored Assistantships
Policy Book: Student Life
Type of Policy: Administrative
Effective Date: Jan 2015
Last Revised: May 2015
Review Date: May 2019
Policy Owner: Graduate Studies
Contact Name: Bonnie Ferri
Contact Title: Vice Provost for Graduate Education and Faculty Affairs
Contact Email: [email protected]
Reason for Policy:
To establish how non-sponsored tuition waivers are allocated in the Georgia Tech budget and budget process.
Policy Statement:
The Institute maintains a budget to account for tuition revenue foregone when tuition waivers are used for non-
sponsored GTA (graduate teaching assistant) and GRA (graduate research assistant) positions. These are positions in
which state funds are used to pay the stipends. As with GRA or GTA work on sponsored projects, the Institute covers
all tuition for these students beyond the $25 required by the Board of Regents.
In the tuition waiver budget, each college is permitted to use an established number of non-sponsored waivers. The
permitted number is affirmed or expanded each year in the Institute budget process, through a request from each Dean
and decision by the Executive Leadership Team.
Scope:
All colleges and non-college units.
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Definitions:
Non-sponsored assistantship
An assistantship in which the stipend is paid from state funds.
Tuition waiver
Part of tuition not charged to the student.
Academic faculty member
As defined in the Faculty Handbook. A faculty member who supervises a GRA or GTA assignment must be appointed
in an instructional unit and cleared as instructor of record by the Office of Faculty Affairs
Procedures:
Using the Waivers
In the colleges Under this system, non-sponsored tuition waivers are
approved and controlled by the academic units. The
home department or school and the hiring unit (if
different from the home unit) must certify that the
assignment contributes to the student’s graduate
education, and an academic faculty member must
provide supervision for the educational aspect of the
work, through registration for GRA or GTA credit with
that faculty member.
Outside the colleges Non-academic units, while they are not allocated non-
sponsored tuition waivers, are permitted to employ
graduate research or teaching assistants, if the work is
directly related to the student’s graduate program. If non-
academic units want to employ a GRA or GTA, they
must request the waiver to accompany the position from
the home unit (department or school) of the student who
will be hired. A faculty member from the home unit
should oversee the academic aspects of the work of the
GRA or GTA student in the non-academic unit to ensure
the quality and relevance of the work to the student’s
academic work. All graduate research or teaching
assistant hires in non-academic departments must be
approved by the Vice Provost for Graduate Education
and Faculty Development (VPGEFD).
Forms:
Title Link
Request for GRA or GTA outside an academic unit Send email to [email protected], giving the name and
GTID of the student, the nature of the assignment, and
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Title Link
the faculty member supervisor.
Responsibilities:
Deans request tuition waivers in the budget process and monitor their use.
Executive Leadership Team determines the allocation of waivers in the Institute budget process.
Home schools enter the waivers for students with GRA or GTA positions that meet the Institute requirements (see
Graduate Assistantship Enrollment and Employment policy).
Non-academic units request tuition waivers from the home schools of students they want to hire there and locate
academic faculty members willing to supervise the academic aspects of the work.
Enforcement:
Use of waivers beyond the established number will create a budget deficit in the College and thus trigger a discussion
with the Provost’s office. Students given GRA or GTA positions that do not meet the policy are subject to cancellation
of tuition waiver.
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
Related Information:
Graduate Student Enrollment and Employment Policy
Graduate Assistant Schedule Flexibility
Policy History:
Revision Date Author Description
April 2006 Lisa Godfrey, Budget Office Last revision of the procedure
Financial Assistance
For information on Financial Assistance please follow the link below.
http://www.grad.gatech.edu/paying-for-grad-school
General Policies
For information on General Policies please follow the links below.
http://www.grad.gatech.edu/policies
http://www.grad.gatech.edu/theses-dissertations-policies
http://www.grad.gatech.edu/checklist
Graduate Admissions
Policies on Graduate Admissions can be found in the Student Catalog, Graduate Admissions
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Graduate Assistantship Schedule and Flexibility Policy
Policy Book: Student Life
Type of Policy: Administrative
Effective Date: Mar 2014
Last Revised: Mar 2014
Review Date: Mar 2020
Policy Owner: Graduate Studies
Contact Name: Bonnie Ferri
Contact Title: Vice Provost for Graduate Education and Faculty Affairs
Contact Email: [email protected]
Reason for Policy:
To clarify when graduate student work assignments stop and start and the level of acceptable flexibility in hours.
Policy Statement:
The work duties of Graduate Research Assistants (GRAs) and Graduate Teaching Assistants (GTAs, encompass 4.5
calendar months for fall and spring terms and three calendar months for summer term. The fall term work period
consists of half of August and all of September through December. The spring term work period consists of January
through April and half of May. Summer term consists of half of May, all of June and July, and half of August.
Supervisors are generally expected to employ a GRA or GTA for the full work period, providing continuous employment
and pay throughout the year.
GRAs and GTAs are not required to work on official Institute holidays, which appear on the Human Resources web
site. In addition, at the discretion of the student’s supervisor, a GRA or GTA may be permitted to average effort over
several weeks or cluster research or teaching activities in order to spend one or more weeks away from campus during
the semester or, more frequently, during periods when classes are not in session. Any time away requires the approval
of the supervisor. This flexibility may be used to allow later start dates for students new to campus. Some work
assignments may not permit this flexibility.
GRAs or GTAs appointed to sponsored research projects should monitor their appointments monthly in the Electronic
Workload Assignment Form (EWAF), because they will be required to sign an Annual Statement of Reasonableness
indicating that the effort they put into projects was correctly recorded. For more information on this Plan Confirmation
System, see
/personal-services-reporting-using-plan-confirmation-system.
Scope:
The policy applies to all graduate students and all hiring units.
Policy Terms:
Graduate Research Assistantship (GRA)
Part time research job held by a graduate student.
Graduate Teaching Assistantship (GTA)
Part time teaching job held by a graduate student.
Graduate Assistant (GA)
Part time research or administrative job held by a graduate student.
Supervisor
The person to whom a graduate assistant reports in his or her work responsibilities.
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Procedures:
Graduate programs should communicate these terms of employment to students when they are hired. Graduate
student assistants must communicate their needs for schedule flexibility to their supervisors. Supervisors of graduate
student assistants must review and approve any flexibility in hours used under this policy.
Responsibilities:
8.1. Hiring Unit
The hiring unit (school, department, or laboratory) is responsible for communicating the dates of work assignments, the
number of hours of work expected per week, the extent of flexibility allowed, and the procedure for requesting flexibility.
8.2. Supervisor
The supervisor is responsible for keeping the student’s actual workload within the number of hours paid and allowing
reasonable flexibility in fulfilling work responsibilities.
8.3. Graduate Student Employee
The graduate assistant is responsible for working the number of hours designated for the assignment, requesting
flexibility when needed, and abiding by the determination of the supervisor with regard to flexibility requests.
Enforcement:
Students who believe this policy has been violated should first approach the individual responsible for the violation to
resolve the issue. If the violation persists, the situation should be reported to the head of the next level up from the
violation (e.g., school chair or laboratory head in the case of violations by supervisors; deans or institute directors for
laboratories) or to the Vice Provost for Graduate Education and Faculty Affairs [email protected]. The Georgia
Tech faculty and graduate student ombuds are available to help resolve conflicts. In case of doubt about where to
report, use Georgia Tech’s Ethics Hotline a secure and confidential reporting system,
at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508.
Related Information:
Workload Assignment information
Institute Holidays
Payroll Dates
Policy History:
Revision Date Author Description
March 2014 Clarification of when graduate
assistantships start and stop and
whether any time away from campus is
permitted.
Graduate schedule guidelines
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Graduate Student Enrollment and Employment
Policy Book: Student Life
Type of Policy: Administrative
Effective Date: Apr 2015
Last Revised: Apr 2015
Review Date: Apr 2020
Policy Owner: Graduate Studies
Contact Name: Bonnie Ferri
Contact Title: Vice Provost for Graduate Education and Faculty Development
Contact Email: [email protected]
Reason for Policy:
To ensure compliance with Board of Regents policies and our agreements with federal sponsors, the Institute needs
policies on when and how graduate students may be employed.
Policy Statement:
Research and teaching assistantships provide work experiences for graduate students that contribute to their
education. Research assistantships involve tasks such as setting up equipment, gathering and analyzing data,
participating in research team interaction and training, and writing up and presenting results. Teaching assistantships
involve activities such as planning and delivering classes, laboratories, or online educational experiences, grading, and
evaluating the teaching and learning experience.
The work done under a graduate research or teaching assistantship should enhance the student’s educational
experience. Research grants may not be used for teaching assistantships unless the grant terms specifically allow it. It
is expected that students working on grants or contracts are acquiring skills and knowledge relevant to their
educational programs and must be registered.
Graduate students employed as Graduate Research Assistants, Graduate Teaching Assistants, and Graduate
Assistants must be registered.
Any graduate student hired to do research or teaching at 33% to 50% effort must be hired as a Graduate Research
Assistant (GRA) or Graduate Teaching Assistant (GTA); all GRA and GTA assignments must fall within this range of
effort. To be eligible as a GRA or GTA, the student must be registered full time. Pay must meet the Institute minimums
and be consistent with standards set and published within the School or College.
In accordance with Office of Management and Budget requirements, and as outlined in rate agreements with the
Federal Government, expenses for similar purposes must be treated the same way under like circumstances. This
principle requires us to hire graduate students doing similar kinds of work through the same mechanism at similar rates
(including pay scales and tuition charges). If a student is hired on a federal project as a Graduate Research Assistant,
the employment of the student shall remain as a GRA throughout their involvement with the project. Students in GRA
or GTA positions will be required to pay $25 regular tuition, plus any applicable differential tuition and student fees; the
institution covers the remainder of their tuition. (See the policy on tuition waivers for payment rules regarding partial
semesters.)
For administrative work or small research or teaching jobs (less than 25% effort), the Graduate Assistant (GA) hiring
mechanism may be used. GA assignments carry no tuition waiver, but the student must be registered. A student hired
as a GA is responsible for paying tuition and fees. GA salary may be charged to sponsored projects if the work is
appropriate and should be set at the unit’s prevailing pay rate for graduate students.
Exceptions to these policies may be requested from the Vice Provost for Graduate Education and Faculty Affairs.
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Scope:
The policy applies to all graduate students and all hiring units.
Definitions:
Graduate Research Assistantship (GRA)
Part time research job held by a graduate student.
Graduate Teaching Assistantship (GTA)
Part time teaching job held by a graduate student.
Graduate Assistant (GA)
Part time research, teaching, or administrative job held
by a graduate student.
Full tuition waiver
Administrative action that reduces the tuition a graduate
research or teaching assistant pays to $25.
Procedures:
The Hiring Unit submits the Student Hiring Packet and the Student’s Home School enters the tuition waiver in Banner
if appropriate.
Form Links:
Student Hiring Packet
Allowable Expenses
Responsibilities:
Hiring Unit
The Hiring Unit must coordinate with the student’s home school to ensure that the student’s enrollment status allows
him or her to work under an assistantship. If using state funds to pay the student, the hiring unit must either provide the
non-sponsored tuition waiver or have a commitment from the student’s home school to provide it.
Student’s Home School
The student’s home school is responsible for ensuring that the student’s enrollment status allows the student to work
under an assistantship and that no tuition waivers are entered for students who are hired without GRA or GTA
assignments. The student’s home school is responsible for posting standard pay rates for assistantships in a place
that is accessible to students.
Faculty Supervisor
The faculty supervisor is responsible for assigning a work load to the student assistant that falls within the number of
hours of the position while not interfering with the student’s academic progress; for mentoring the student in his or her
work role; for assuring that the student has received appropriate training in the responsible conduct of research,
including safety; and for evaluating the student’s performance in writing at least once every semester. The faculty
supervisor is responsible for communicating how long the assistantship position is likely to last and giving as much
advance notice as possible if the student’s assistantship position is going to be discontinued.
Student
The student is responsible for working the expected number of hours with the expected level of productivity, asking for
help from the supervisor as needed. The student is responsible for knowing and following all relevant safety regulations
and ethical standards. The student is responsible for keeping careful records of data collection procedures and leaving
all data and records with the supervisor at the appropriate time. GTAs are responsible for completing grading
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assignments in a timely manner, including turning in grades by any deadlines set by their supervisors at the end of the
semester.
Enforcement:
Students who are not employed properly are subject to cancelation of registration for lack of payment of tuition or
cancelation of employment if registration requirements are not met.
Policy 4.7 of the Georgia Tech Faculty Handbook, Student Complaints and Grievances against a Faculty Member
http://policylibrary.gatech.edu/faculty-handbook/4.7-student-complaints-and-grievances-against-faculty-member,
outlines procedures for when a student has a complaint and/or grievance.
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.
Related Information: BOR Policy on tuition waivers; see 7.3.1.4
Policy History:
Revision Date Author Description
March 2014 This policy replaces http://www.policyl
ibrary.gatech.edu/student-
life/graduate-assistantship
Graduate Student Handbook
For information on Graduate Student Handbook please follow the link below.
http://www.grad.gatech.edu/student-handbook
Policy on Advisement and Appointment of Thesis Advisory Committees
Policy Book: Student Life
Review Date: Feb 2015
Policy & Procedure No. 7
POLICY ON THE ADVISEMENT OF GRADUATE STUDENT RESEARCH AND THE APPOINTMENT OF
THESIS ADVISORY COMMITTEES
Doctoral Theses
There are two committees which function to advise, approve and conduct the final doctoral oral examination of the
thesis and the student's knowledge of the field in which it lies.
The first committee is called the Thesis Advisory Committee or the Thesis Reading Committee and consists of at least
three persons, one of whom is the Thesis Advisor. This committee approves the research topic, provides advice and
guidance during the research and is charged with approving the thesis when the research is completed and presented
as the doctoral thesis. When the Thesis Advisory Committee considers the thesis to be satisfactory, a recommendation
is made to the Dean of the Graduate Division for the appointment of the second committee, which is called the Final
Doctoral Examination Committee, and it consists of at least five individuals.
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The Thesis Advisory Committee consists of at least three members satisfying the following: (1) the thesis advisor shall
be a member of the Academic Faculty (with approval of the school or college Graduate Committee, an adjunct * faculty
member appointed for the specific purpose of advising graduate students may serve as the thesis advisor); (2) the
majority of committee members shall be members of the Academic Faculty. The Committee is approved by the
Graduate Committee in the School of College, recommended by the School Director through the College Dean, and
appointed by the Dean of the Graduate Division.
The Final Doctoral Examination Committee, which consists of at least five persons, always contains the Thesis
Advisory Committee members and others as appropriate, who are recommended by the school or college to the Dean
of the Graduate Division for approval. At least one member of the Final Doctoral Examination Committee must be from
the academic faculty of a School (or College) which is distinct from the unit in which the student is enrolled.
It is recognized that some Schools and Colleges may wish to appoint a Thesis Advisory Committee which consists of
five or more persons and to recommend this committee to serve as the Final Doctoral Examination Committee. Where
the constraints outlined above are met for both committees, this is permissible.
Master's Theses
For Master's Thesis advisement, the Thesis Advisory Committee consists of at least three members, the majority of
whom must be members of the Academic Faculty. The thesis advisor who serves as the Chairman of the Thesis
Advisory Committee must be a member of the Academic Faculty (with approval of the school or college Graduate
Committee, an adjunct * faculty member appointed by the specific purpose of advising graduate students may serve as
the thesis advisor.) The committee is recommended by the School Director through the College Dean and appointed by
the Dean of the Graduate Division.
* "adjunct" does not indicate formal appointment, but rather appointment as indicated in this policy statement.
Note On Joint Degrees And Departments
For joint (inter-institutional) departments or degree programs, committees should have at least one faculty member
from each institution, and a majority should be joint program faculty. Joint program faculty will have undergone a
nomination and appointment process in the joint program in order to qualify for the right to advise students in the joint
program.
POLICY ON PUBLICATION OF THESES
A policy of the Georgia Institute of Technology is that Doctoral and Master's Theses are openly published.
Extraordinary delays are not to be allowed to protect proprietary interests of sponsors.
It is anticipated that all Ph.D. theses and a significant fraction of master's theses be published in the open, refereed
literature.
In all cases, doctoral research should meet the "Guidelines for Ph.D. Dissertation Research", and in no situation should
these be compromised to allow for concealing important research results because of security classification or a
sponsor's proprietary interest.
A student may routinely elect to have publication of his or her thesis withheld for a period of one year, if recommended
by the student's thesis advisor. Requests for extensions beyond one year must be justified and approved by the Dean
of Graduate Studies and Research.
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A Georgia Tech doctoral dissertation in its final form may not be used or have been used to meet the requirements for
a separate degree at another institution.
GUIDELINES FOR PH.D. DISSERTATION RESEARCH
1. The research should provide a useful educational experience for the student emphasizing creativity,
independent action and learning, research methodology, and scholarly approach.
2. The research must be relevant to the field in which the student is pursuing a degree.
3. The contributions to knowledge must be original and as such, should represent a substantial addition to the
fundamental knowledge of the field or a new and better interpretation of facts already known. The research
must demonstrate creativity. Dissertations based on well known principles, techniques, and models applied to
situations only somewhat different from previous applications are not acceptable.
4. The dissertation should contain clear statements about (a) the relevance and importance of the problem and (b)
the significance, originality, and generality of the research results. The relationship of the research to the
literature of the field should be described.
5. The research should possess the major characteristics of the scientific method, namely objectivity and
reproducibility. Assumptions should be clearly stated in both experimental and theoretical research.
6. The dissertation should reflect a level of competence indicative of significant achievement beyond the master's
level. Thus, the research is expected to draw directly upon advanced learning in the student's major field and
demonstrate mastery of that knowledge.
7. The dissertation must demonstrate understanding of the theory and methodology related to its main thrust.
Further the dissertation should reflect knowledge of the application area.
8. The research should result in at least one paper publishable in a suitable refereed journal of engineering,
science, management or architecture, as appropriate.
9. The dissertation should demonstrate a high degree of proficiency in written communication of research results.
It should conform to the Institute's requirements as outlined in the Office of Graduate Studies and Research
"Manual for the Preparation of Graduate Dissertations and Thesis".
10. The scope of the research should be such that it requires at least the time and effort equivalent to one year of
full time graduate study.
Policy on Hour Loads for Graduate Students
Policy Book: Student Life
Review Date: Jan 2015
Course Load Requirements
Course Selection
Guidelines for Registration of Doctoral Dissertation Hours
Responsibility
The following general policies are provided to serve as guidelines for determining the hourly work loads of students
who are pursuing graduate degrees.
1. Full-time graduate students are expected to give primary attention to the pursuit of their degrees.
2. Graduate students are expected to take semester work loads which will contribute to substantial progress
toward a degree.
3. Graduate students shall register for a number of hours of research which is consistent with a realistic appraisal
of the amount of work to be done on a project, thesis, or dissertation, and the amount of faculty involvement
and use of Institute facilities required.
4. Realistic accounting for graduate student credit hours helps support a quality graduate program.
Transcript Recognition of Teaching and Research Activity
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Students holding Graduate Teaching or Graduate Research Assistantships may register for courses in recognition of
teaching (8997) and research (8998) activities if these courses are available for their school. The 8997 and 8998
courses are audit-base courses. A student may not register for more than a total of 9 hours of 8997 and 8998 during
any semester.
Course Load Requirements
The following regulations shall govern the semester registration requirements for students who are pursuing graduate
degrees:
1. Full-time students must be enrolled for at least 12 credit hours on a letter grade or pass-fail basis. As an
exception, the advisor and school chair may allow up to 3 hours out of the 12 minimum to be taken on an audit
basis in Fall and Spring semesters; in Summer semesters the advisor and school chair may allow up to 6 hours
out of the 12 minimum to be taken on an audit basis. Hours in excess of the required 12 may be taken on any
basis. Full-time students working exclusively on thesis research should be registered for 18 or more hours of
7000 or 9000 (Master’s or Doctoral Thesis) in Fall and Spring semesters, and for up to 16 hours during
Summer semesters.
2. The following students must register on a full-time basis as defined above:
1. graduate research and teaching assistants;
2. students supported by fellowships, traineeships or individual grants;
3. students with out-of-state tuition waivers;
4. students assigned to the institute by the Armed Forces for the purpose of pursuing a degree;
5. students on student visas;
6. graduate co-op students on non-work semesters.
3. Students involved in thesis research must register for an appropriate number of 7000 or 9000 hours.
4. The minimum load for part-time students is 3 credit hours.
5. A student may register for only one hour of Master’s or Doctoral Thesis (7000 or 9000) during the semester of
graduation. This exception may be used once for each degree.
6. The maximum allowable semester load for employed students other than graduate assistants is reduced as a
function of the number of hours employed per week as follows:
Work load per week Maximum semester hour load
Full time (40 hours) 6
3/4 of full time (30 hours) 9
2/3 of full time (27 hours) 10
1/2 of full time (20 hours) 12
1/3 of full time (13 hours) 15
1/4 of full time (10 hours) 18 (16 for Summer semesters)
The minimum course load for these students is three hours, except as described in Course Load Requirement
#5 above, but such students should be encouraged to take the maximum load they can handle in order to
progress toward completion of the degree.
Course Selection
Full-time students are expected to enroll for a letter grade in regular courses and thesis hours whenever possible.
Registration loads should reflect, as much as possible, the student and faculty efforts involved in the program of study.
Registration loads each semester should be comprised of various hours from the areas listed below:
1. Regular courses; letter-grade, pass-fail and in special cases, audit;
2. 7000 or 9000 courses for thesis students;
3. Special problem or research project courses;
4. Specific courses for teaching or research education;
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5. GTA/GRA courses 8997/8998 (up to a maximum of 9) if available in the student’s major school and the student
has an assistantship.
Guidelines for Registration of Doctoral Dissertation Hours
1. Beginning full-time doctoral students, especially those who are research assistants, are encouraged to register
for at least 3 hours of 9000. This would allow, and encourage, such students to maintain a lighter academic
load to begin laying the groundwork for Ph.D. research.
2. Advanced full-time doctoral students who are working primarily on their dissertation research should register for
18 or more hours of 9000 in Fall and Spring semesters, and for up to 16 hours of 9000 for summer semesters.
If they are taking other coursework, the number of 9000 hours would be reduced by the number of formal
coursework hours. Students who are required by their schools to register for 8997 or 8998 would further reduce
the number of 9000 hours, so that the total number of hours is at least 18 (no more than 16 in Summer). The
advisor and/or school determines whether the total is above 18 for Fall and Spring semesters.
3. Part-time doctoral students engaged in research for the Ph.D. should register for the number of 9000 hours
consistent with their and their faculty advisor’s activity on the dissertation research.
4. All full-time students coded as Master’s students but involved in preparation for the Ph.D. are encouraged to
register for 9000 hours consistent with the amount of work involved.
Academic units are encouraged to remove any in-school restrictions on registering for 9000. For example, some
schools will not allow a graduate student to register for 9000 until after the student has become a candidate for the
Ph.D. degree. The reasoning behind this restriction is not clear unless one takes a very restrictive interpretation of what
registering for 9000 means. Academic units are encouraged to adopt a broader interpretation, so that dissertation
hours reflect all stages of the doctoral dissertation--literature research, topic selection, experimental/theoretical
preparation, research performance, writing and presentation. All of these stages require institute facilities and faculty
involvement.
Responsibility
The responsibility for advising graduate students properly, not only in regard to programs of study, but also in regard to
minimum and maximum semester course loads, rests solely within the chain from advisor/graduate coordinator to
school chair to college dean. Although each graduate student is responsible for knowing the requirements for his or her
degree and for insuring the appropriate, steady progress is being made toward that degree, each graduate student
must have access to fair and equitable advisement. Responsibility for scheduling the proper requirements for a
particular program of study and an appropriate course load per semester rests with the student and advisor alike.
Policy on Responsible Conduct of Research (RCR) - Academic Policy for Doctoral
Students
Policy Book: Student Life
Type of Policy: Academic
Effective Date: Aug 2014
Last Revised: May 2019
Review Date: May 2022
Contact Name: Jason Borenstein
Contact Title: Director of Graduate Research Ethics Programs
Contact Email: [email protected]
Reason for Policy:
The responsible conduct of research (RCR) is an increasingly significant component of the education and training of
researchers. Policies from federal agencies have contributed to this change. In 2009, the National Institutes of Health
(NIH) updated its RCR policy, adding emphasis to the importance of in-person training. That same year, the National
Science Foundation (NSF) released a new RCR training policy.
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As a premier technological university at the cutting edge of education, research, and innovation, the Georgia Institute of
Technology (Georgia Tech) is committed to providing leadership in the realm of ethics and RCR. RCR training is
central to Georgia Tech’s mission to ensure that students are prepared with the knowledge and skills necessary to
conduct themselves professionally and with integrity. Consequently, Georgia Tech enacted the RCR Academic Policy
for Doctoral Students described here.
Policy Statement:
The RCR Academic Policy for Doctoral Students applies to all doctoral students.
Doctoral students who have a catalog year prior to 2011-12 are not required by this Policy to complete RCR training,
but they should refer to the applicability criteria listed in the Georgia Tech RCR Compliance Policy to determine if
their source of funding requires RCR training: http://www.policylibrary.gatech.edu/research-support/responsible-
conduct-research-compliance-policy.
If this Policy imposes a hardship on a doctoral student who originally had a Catalog Year prior to Fall 2011-12 but now
has a more recent catalog year, the student may petition the RCR Program to review the case; for more information on
this process, refer to this Policy’s FAQs: http://rcr.gatech.edu/faq-doctoral.
This Academic Policy does not affect undergraduate students or postdoctoral researchers. However, they are still
subject to grant and fellowship compliance requirements.
The Requirements of the RCR Academic Policy for Doctoral Students
As part of their degree requirements, doctoral students must complete:
(1) an online RCR course and (2) in-person RCR training.
(1) The Online Requirement
The online portion of the requirement, an RCR course from the Georgia Tech approved vendor, must be successfully
completed within 90 days of when applicable students begin the first full semester of their doctoral program.
Information about the online RCR course can be found here: http://rcr.gatech.edu/online-training.
If a student goes past the 90 day time frame, a hold will be placed on course registration until the student completes
the online training.
(2) The In-Person Requirement
Students covered by this Policy are required to successfully complete PHIL 6000 OR an academic program’s in-house
RCR training approach. The in-house approach must be formally approved by the GT RCR Advisory Subcommittee of
the Institute Graduate Curriculum Committee.
Students are strongly encouraged to complete in-person training within the first 12 months of their doctoral program. In
general, applicable students who need to take PHIL 6000 will be expected to do so during the first summer session
after they begin their doctoral program at Georgia Tech. Additional sections will be available during the fall and spring
semesters for those students who would not be enrolled full time during the summer session.
RCR Core Topics Areas and the Criteria for In-House Training Approaches
A proposed in-house approach must include no less than eight instruction hours on the RCR core topic areas in a
credit course. The RCR core topic areas are as follows:
(1) Authorship and publication;
(2) Collaborative research;
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(3) Conflict of interest;
(4) Data acquisition, management, ownership, and sharing;
(5) Laboratory safety;
(6) Peer review;
(7) Policies regarding the use of human subjects in research;
(8) Policies regarding the use of vertebrate animals in research;
(9) The responsibilities of mentors and mentees;
(10) Research misconduct and policies for handling research misconduct; and
(11) Science and engineering in society.
An in-house approach to RCR training must include all of the above topic areas unless permission has been granted by
the GT RCR Advisory Subcommittee to exclude one or more of the topics.
A graduate program must submit a proposal to the GT RCR Advisory Subcommittee by the first working day in
November of the current academic year in order for the in-house proposal to be considered for the academic year that
follows. More information about the process can be found here:
http://rcr.gatech.edu/sites/default/files/rcr_msphdinhouseguide.pdf.
Approved In-House RCR Training Approaches
Students covered by this Policy are required to successfully complete PHIL 6000 OR an academic program’s in-house
RCR training approach. Many of the in-house approaches are specific to a particular graduate program. Some utilize a
single course; others utilize a combination of courses. The list of in-house RCR approaches is maintained at:
http://rcr.gatech.edu/doctoral-courses.
Joint Graduate Programs
Doctoral students covered by this Policy who are part of a joint program must complete the online RCR course within
the initial 90 days of their first full semester as a doctoral student. If a student goes past the 90 day time frame, a hold
will be placed on course registration until the student completes the training. These students are also subject to the in-
person training requirement if they are enrolled and present at Georgia Tech’s Atlanta campus. Joint programs may
submit a proposal to the GT RCR Advisory Subcommittee for approval of the in-person coursework at the partner
institution. The GT RCR Advisory Subcommittee will apply the same evaluation criteria to such proposals as it does to
a proposal for in-house training conducted at Georgia Tech.
Georgia Tech Graduate Students on International Campuses
Doctoral students covered by this Policy who are on Georgia Tech’s international campuses must complete the online
RCR course within the initial 90 days of their first full semester as a doctoral student. If a student goes past the 90 day
time frame, a hold may be placed on course registration until the student completes the training. If these students enroll
at Georgia Tech’s Atlanta campus for at least one semester, they should complete the in-person RCR training
component the first semester that they are present on the Atlanta campus.
Tracking and Monitoring
The Administrator of the RCR Program, in conjunction with the Office of Graduate Studies and the Registrar’s Office,
monitors student adherence to this Policy. However, doctoral programs must inform their students about this Policy.
Applicable doctoral students can check their RCR training status in DegreeWorks.
The Office of Sponsored Programs in conjunction with the Administrator of the RCR Program is responsible for tracking
compliance for students who require RCR training due to their source of funding.
Frequently Asked Questions:
Doctoral RCR Policy Frequently Asked Questions (FAQs) document
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Related Information:
RCR Academic Policy for Doctoral Students website
RCR Online Training
RCR Doctoral Courses
RCR Compliance Policy
Responsible Conduct of Research website
RCR Topics
Policy History:
Revision Date Author Description
05-2019 Policy Owner Policy updated with revisions
06-2013 Policy Library Update to policy
02-2012 Policy Library Posted new policy
Publication of Theses
Policy Book: Student Life
Last Revised: Aug 2013
Review Date: Aug 2016
Policy Statement:
Electronic submission of theses and dissertations has been mandatory since spring 2004. All degree candidates must
submit their final work electronically. Georgia Institute of Technology policy states that Doctoral and Master's Theses
must be openly published and Georgia Tech is granted a non-exclusive license to distribute and preserve the materials
for educational purposes. Students must submit the SMARTech Repository Agreement from when submitting all theses
and dissertations. Upon the request of the student and with the consent of the student's advisor, an ETD can routinely
be withheld from circulation for one year. Research arrangements that would preclude publication for an extended time
or permanently for reasons of national security or a sponsor's proprietary interest, however, are not appropriate for
dissertations or theses. It is anticipated that all doctoral work and a significant amount of master's research will be
published in the open, refereed literature.
Electronic Thesis/Dissertation Submission
All theses and dissertations must be submitted electronically via the GT Library-Graduate Studies joint ETD web site at
http://thesis.gatech.edu/.
For more information about how you submit your thesis electronically, visit http://www.grad.gatech.edu/theses-
dissertations-electronic-submission.
For general information about Theses and Dissertations, visit http://www.gradadmiss.gatech.edu/theses-dissertations
Policy History:
Revision Date Author Description
08-2013 Policy Library Revised ETD external link
Responsible Conduct of Research
For information on Responsible Conduct of Research please follow the link below.
www.rcr.gatech.edu
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Responsible Conduct of Research (RCR) Academic Policy for Master’s Thesis Students
Policy Book: Student Life
Type of Policy: Academic
Effective Date: Aug 2014
Last Revised: May 2019
Review Date: May 2022
Policy Owner: Graduate Studies
Contact Name: Jason Borenstein
Contact Title: Director of Graduate Research Ethics Programs
Contact Email: [email protected]
Reason for Policy:
The responsible conduct of research (RCR) is an increasingly significant component of the education and training of
researchers. Policies from federal agencies have contributed to this change. In 2009, the National Institutes of Health
(NIH) updated its RCR policy, adding emphasis to the importance of in-person training. That same year, the National
Science Foundation (NSF) released a new RCR training policy.
As a premier technological university at the cutting edge of education, research, and innovation, the Georgia Institute of
Technology (Georgia Tech) is committed to providing leadership in the realm of ethics and RCR. RCR training is
central to Georgia Tech’s mission to ensure that students are prepared with the knowledge and skills necessary to
conduct themselves professionally and with integrity. In Fall 2011, Georgia Tech implemented the RCR Academic
Policy for Doctoral Students, which covers new doctoral students. The Policy described here builds on that prior
initiative and expands RCR training to master’s students who are pursuing a thesis degree.
Policy Statement:
The RCR Academic Policy for Master’s Thesis Students applies to all master’s students who register for thesis
hours (courses numbered 7000).
As part of their degree requirements, master’s students who register for thesis hours (courses numbered 7000) must
complete at least one of the following options:
First Option - Successfully complete an online RCR course from the Georgia Tech approved vendor
(http://rcr.gatech.edu/online-training).
OR
Second Option - Successfully complete an RCR course that has already been approved to satisfy the in-person RCR
training requirement for doctoral students (http://rcr.gatech.edu/doctoral-courses).
OR
Third Option - Receive at least 4 contact hours of RCR education during a course that is a required part of the
curriculum for the specific master’s program (http://rcr.gatech.edu/masters-courses).
Master’s students who plan to transition to a doctoral program should refer to the “Related Information” section
below.
Scope:
This Policy applies to all Master’s Students who enroll in thesis hours (courses numbered 7000).
Policy Terms:
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RCR
Responsible Conduct of Research
Procedures:
5.1 RCR Training Timeline
Notification of the Requirement
Students will be informed of the RCR requirement described in this Policy when they enroll in 7000 thesis hours.
Deadline for Completion
Students are strongly encouraged to complete the requirement prior to conducting research but it must be completed
no later than when submitting the Request for Approval of Master’s Thesis Topic Form to the Office of Graduate
Studies.
5.2 Documenting RCR Training Completion on the Request for Approval of Master’s Thesis Topic Form
First Option
If the First Option is selected, applicable master’s students must successfully complete the online RCR course before
the Request for Approval of Master’s Thesis Topic Form will be processed by the Office of Graduate Studies. The
completion of the training must be indicated on the Thesis Topic Form.
Second and Third Options
If the Second or Third Option is selected, applicable master’s students must successfully complete a course that has
been approved to satisfy the in-person RCR training requirement before the Request for Approval of Master’s Thesis
Topic Form will be processed by the Office of Graduate Studies. The course name and semester taken must be
indicated on the Thesis Topic Form.
5.3 Review of the Request for Approval of Master’s Thesis Topic Form by Graduate Studies
Verification of RCR Training Completion
The Office of Graduate Studies will verify completion of the RCR training when it examines the Request for Approval of
Master’s Thesis Topic Form.
Form Links: Request for Approval of Master’s Thesis Topic Form
Frequently Asked Questions: Master’s RCR Policy Frequently Asked Questions (FAQs)
Responsibilities:
8.1 Master’s Programs
Master’s programs must inform their thesis students about this Policy. Master’s programs who wish to pursue the
“Third Option” (listed above) should refer to: http://rcr.gatech.edu/masters-courses.
8.2 Master’s Thesis Students
Master’s thesis students should contact their home program to learn about their degree requirements relating
to RCR.
Master’s thesis students must complete RCR training before the Request for Approval of Master’s Thesis
Topic Form will be processed by the Office of Graduate Studies.
Applicable master’s thesis students can check their RCR training status in DegreeWorks.
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8.3 The Office of Graduate Studies
The Office of Graduate Studies will verify that the RCR training has been completed prior to processing the Request for
Approval of Master’s Thesis Topic Form.
8.4 The RCR Program
The Administrator of the RCR Program, in conjunction with the Office of Graduate Studies and the Office of the
Registrar, will monitor student adherence to this Policy.
Enforcement:
Noncompliance with this Policy will result in the denial of the Request for Approval of Master’s Thesis Topic Form until
the RCR training (described above) is completed. Failing to complete the training may result in the Form being returned
to the student’s home department. Noncompliance will also result in DegreeWorks indicating an RCR deficiency for a
master’s thesis student.
Related Information
Master’s thesis students covered by this Policy may need to complete additional RCR training if they receive
funding from certain sponsors. Refer to the Georgia Tech RCR Compliance Policy for more
information: http://www.policylibrary.gatech.edu/research-support/responsible-conduct-research-compliance-
policy.
Master’s students who plan to transition to a doctoral program should refer to the RCR training requirements of
that doctoral program and review the information contained within the RCR Academic Policy for Doctoral
Students. Successfully completing the training requirements contained in the RCR Academic Policy for
Doctoral Students also satisfies the requirements of this
Policy: http://policylibrary.gatech.edu/academic-affairs/policy-responsible-conduct-research-rcr-academic-policy-
doctoral-students.
The RCR Academic Policy for Master’s Thesis Students does not affect undergraduate students, non-thesis
master’s students, doctoral students, or postdoctoral researchers. However, they may still be subject
to the Georgia Tech RCR Compliance Policy if they receive funding from certain
sponsors: http://www.policylibrary.gatech.edu/research-support/responsible-conduct-research-compliance-
policy.
Related Information:
RCR Academic Policy for Master’s Thesis Students website
RCR Online Training
RCR Courses for Master’s Thesis Students
RCR Courses for Doctoral Students
Responsible Conduct of Research website
RCR Compliance Policy
RCR Academic Policy for Doctoral Students website
RCR Academic Policy for Master’s Thesis Students - Third Option
RCR Topics
Policy History:
Revision Date Author Description
05-2019 Policy Owner Policy updated with revisions
Statement of Competitive Admission
Policy Book: Student Life
Review Date: Jan 2015
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All qualified persons are equally welcome to seek admission to the Georgia Institute of Technology, and all persons
may apply for and accept admission confident that the policy and regular practice of the Institute will not discriminate
against them on the basis of race, religion, sex, or national origin.
Projections of the number of graduate students to be admitted and enrolled in any year will be determined (a) by the
capacity of the Institute, (b) by the capacity of the admitting department, and (c) by approved enrollment levels. If the
number of eligible applicants for admission exceeds the number of applicants who can be admitted and enrolled, those
to be offered admission will be selected on the basis of (a) the department’s judgment of the applicant's relative
qualifications for satisfactory performance in the Institute/program/research area and (b) recognition of the Institute's
special responsibilities to the residents of Georgia.
Verification of credentials and certification of compliance with Institute policies shall be the responsibility of the Office of
Graduate Admissions. Policies and procedures that are approved by the Office of the President, Board of Regents of
the University System of Georgia, and the Graduate Senate of the Institute shall be applied in determining eligibility for
consideration for graduate study. From those eligible candidates, final admission decisions shall be the responsibility of
the admitting department. Satisfying minimal standards, however, does not guarantee admission, since the number of
eligible applicants generally far exceeds the number of places available. As a result, many well-qualified applicants
cannot be accommodated.
The criteria used in determining each applicant’s eligibility for consideration shall include: (1) evidence of award of a
bachelor’s degree or its equivalent (prior to matriculation) from a recognized institution and graduation in the upper
half of their class (Masters) or upper quarter of their class (Doctoral); students must show evidence of preparation in
their chosen field sufficient to ensure profitable graduate study; (2) for international applicants, satisfactory scores on
the Test of English as a Foreign Language (TOEFL). From eligible candidates, departments may make final admission
decisions based on a combination of factors, including academic degrees and records, the statement of purpose,
letters of recommendation, test scores, and relevant work experience. Also considered are the appropriateness of the
applicant’s goals to the degree program in which they are interested and to the research interests of the program's
faculty. In addition, consideration may be given to how the applicant’s background and life experience would
contribute significantly to an educationally beneficial mix of students.
Applicants who do not satisfy basic admission criteria may, for sufficient reason, be admitted with the approval of the
Graduate Committee as established in the statutes and bylaws of the Institute.
This statement is in accordance with the Institute’s Mission and Vision statement which can be viewed at
www.gatech.edu/vision/.
Stipends for Graduate Assistantships
Policy Book: Student Life
Type of Policy: Administrative
Effective Date: Aug 2015
Last Revised: May 2019
Review Date: May 2020
Policy Owner: Graduate Studies
Contact Name: Bonnie Ferri
Contact Title: Vice Provost for Graduate Education and Faculty Affairs
Contact Email: [email protected]
Reason for Policy:
Set a minimum stipend for graduate research and teaching assistants across the Institute and describe processes and
responsibilities for setting stipends at or above the minimum.
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Policy Statement:
For the 2019-2020 academic year, the minimum stipend level for each doctoral graduate research or teaching assistant
shall be $1,483 per month, regardless of whether the student is working one-third or one-half time. The minimum
stipend level for each master’s student who is a graduate research or teaching assistant shall be $978 per month,
regardless of whether the student is working one-third or one-half time. Any exceptions to the application of this policy
must be approved by the Vice Provost for Graduate Education and Faculty Development.
Scope:
The policy applies to all graduate students enrolled in all degree-seeking programs.
Definitions:
Stipend
The salary paid to the graduate student employee for
teaching or research services provided.
Graduate Research Assistantship (GRA)
Part time research job held by a graduate student.
Graduate Teaching Assistantship (GTA)
Part time teaching job held by a graduate student.
Procedures:
Institute Level
Setting the Institute Minimum The Office of the Provost will determine a new minimum
stipend level by January 1st of each year to apply to the
following academic year. The revised minimum will take
into account: (1) Georgia Tech’s projected mandatory
and elective fees for the next year; (2) projected
graduate student health insurance premium level; (3)
current level of stipends on NSF fellowships; (4) state
employee pay increase percentage; (5) other costs
factors affecting graduate students; (6) available
funding. This policy will be updated annually based on
the Provost’s determination.
Unit and Program Level
Setting and Reviewing Unit or Program Stipend Levels Each academic unit or inter-school degree program shall
determine the stipend levels for its students. The stipend
levels shall be determined by the following factors: (1)
peer institution stipend levels for individual disciplines,
taking into consideration the tuition waiver policies and
cost factors for peer institutions for comparability (peer
reviews to be conducted by academic units); (2) the
student’s progress toward his/her degree, including
whether the student is a masters or doctoral student; (3)
whether the student is asked to work one-third time or
half-time, as determined by each department; (4) level of
teaching or research work conducted by the student; (5)
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Unit and Program Level
past experience and performance of the student in
research or teaching; (6) for an international student, the
estimated cost of living as determined by the Office of
International Education through the I-20 form
(http://www.oie.gatech.edu/); (7) available funding.
Reviewing Stipends Annually and Anticipating the Need
for Raises
Each academic unit shall annually review the overall
stipend levels for its students based on the factors noted
in 5.2. If Georgia Tech is authorized to provide annual
salary increases to permanent employees, comparable
increases for graduate assistants funded through non-
sponsored funds shall be considered. Raises for
graduate assistants funded through sponsored funds
should be anticipated through escalation factors in grant
budgets.
Publishing Stipend Levels; Maintaining Equity In order to maintain equity and transparency in stipend
levels, each unit should publish its stipend levels in a
location accessible to both students and faculty in that
unit. Unit heads are responsible for maintaining
equitable stipends in their units through regular review of
the stipends being paid and supporting the rationale for
any differences.
Responsibilities:
Provost
Sets Institute-level minimum stipends.
Units and Programs
Set unit or program stipend levels; review them annually and raise them as appropriate; anticipate the need for
increased stipend amounts and include them in unit and grant budgets; maintain equity in pay through regular review.
Enforcement:
The Institute reserves the right to address violations by raising the stipends of individual students to the minimum using
the budget of the hiring unit.
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
Related Information:
Graduate Assistantships
Graduate Assistant Schedule Flexibility
Policy History:
Revision Date Author Description
May 2019 Provost Office Updated Stipend Information
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Revision Date Author Description
March 2017 Provost Office Updated Stipend Information
May 2016 Provost Office Updated Stipend Information
May 2015 Provost Office Updated Stipend Information
June-2008 Provost The policy set the minimum stipend
effective August, 2008.
Thesis and Dissertations
For information on Thesis and Dissertations please follow the link below.
http://www.grad.gatech.edu/theses-dissertations
Missing Student Notification Policy
Policy Book: Student Life
Type of Policy: Administrative
Last Revised: Nov 2018
Review Date: Sep 2022
Policy Owner: Student Life
Contact Name: John Stein
Contact Title: Vice President for Student Life and Brandt-Fritz Dean of Students Chair
Contact Email: [email protected]
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.
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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., 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
Related Information:
Georgia Tech Police Department Safety Report
Georgia Tech Police Department Safety Videos
Office of the Dean of Students
Department of Housing
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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
Student Complaints
Georgia Tech strives to build a healthy, inclusive, and vibrant environment that helps our students grow holistically.
This information page summarizes policies and resources to provide students with a clear and published means for
setting forth complaints that are resolved through a prompt, fair, and consistent process.
Students can file a written complaint through processes outlined in this Student Complaint Matrix, which consolidates
information for ease of use.
More information regarding conflict resolution and the Ombuds Program can be found on the Office of the Provost
website.
Student Conduct
Definitions
Policy Book: Student Life
Last Revised: Aug 2020
Review Date: Mar 2023
Policy Owner: Student Life
Contact Name: John Stein
Contact Title: VP Student Life/Dean of Students
Contact Email: [email protected]
“Administrative Conference” refers to the meeting between the Respondent and the Student Conduct Administrator that
occurs during an investigation. An Administrative Resolution may be offered 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 Student or Organization, who assists a
participant with the Student Conduct process. Each party has the right to use an Advisor (including 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 during the investigatory and/or resolution process at which their advisee is
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present. The Advisor may advise their advisee in any manner, including providing questions, suggestions, and
guidance on responses to any questions asked of the advisee, but shall not participate directly.
“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 Vice President for Student Life and
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.
“Chairperson” 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 Student Code of Conduct.
“Community” includes any Student, Faculty Member, Institute Official, or any other person employed by the Institute. A
person’s status in a particular situation shall be determined by the Vice President for Student Life and Dean of
Students.
“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 a number of persons who are associated with each other, but who have not complied with Institute
requirements for registration as an Organization.
“Group or Organization Activity” means any activity on or off Institute Premises that is directly initiated for, or
supervised by a Group or Organization including any individual activity occurring in buildings, facilities, grounds,
utilities, or resources (including computer resources) owned, leased, operated, controlled, or supervised by an Institute
Organization.
“Hazing” is conduct, whether on or off Institute property, 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 organization and/or b) which is sufficiently severe or pervasive enough to interfere with
academic responsibilities.
“Information” means any Witness testimony, documents, statements, or tangible material
presented to a Student Conduct Administrator or Student Conduct Panel.
“Institute” and ”Georgia Tech” each refer to the Georgia Institute of Technology and all of its
undergraduate, graduate, and professional schools, divisions, and programs.
“Institute Official” is defined as faculty, administration, or staff personnel, including Students serving as Institute
employees.
“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).
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“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 Student Code of
Conduct.
“Organization” means a number of persons who have complied with, or are in the process of complying with, the
requirements for chartering.
“Policy” or “Policies” means any written rule or regulation of the Institute.
“Preponderance of the Evidence” means it is more likely than not that the Respondent is responsible for a violation of
the Code of Conduct.
“President” means the President of the Georgia Institute of Technology or his/her designee.
“Respondent” means a Student, Group, or Organization who is alleged to be in violation of the
Student Code of Conduct.
“Sanction” and “Supplementary Requirements” means the conditions imposed upon a Respondent found responsible
for a violation of the Student Code of Conduct.
“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 reenroll
without applying for readmission.
“Student Conduct Administrator” means an Institute Official authorized on a case-by-case basis by the Vice President
for Student Life and Dean of Students to impose Sanctions upon any Student(s) found to have violated the Student
Code of Conduct.
“Student Conduct Panel” means a set of persons authorized by the Institute to determine whether the Respondent has
violated the Student Code of Conduct. In non-academic cases, the Panel recommends a decision and Sanctions, if
applicable, to the Director of Student Integrity.
“Substantial Evidence” means evidence a reasonable mind might accept as adequate to support a conclusion.
“Victim” means any individual who has been affected by an alleged violation of this Code.
“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.
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Non-Academic Misconduct
Policy Book: Student Life
Last Revised: Aug 2020
Review Date: Mar 2023
Policy Owner: Student Life
Contact Name: John Stein
Contact Title: Vice President for Student Life/Dean of Students
Contact Email: [email protected]
Policy Statement:
The most current policies regarding Conduct can be found on the Policy Library web site as listed in the References. In
the event of any conflict, the policies found in the Policy Library will govern.
A. General
B. Prohibited Non-Academic Conduct
C. Conduct Procedures
D. Sanctions
E. Interim Suspension
F. Appeal Procedures
G. Record Keeping and Release of Information
H. References
A. GENERAL
The policies regarding conduct 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.
1. Authority
a. This Policy 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 codes (this Policy, the Academic Misconduct Policy, the Sexual Misconduct
Policy, housing policies and procedures) 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 Policy.
b. Sexual misconduct is governed not by this policy, but by the Sexual Misconduct Policy, including its procedures and
sanctions. See http://www.policylibrary.gatech.edu/student-affairs/student-sexual-misconduct-policychange
c. OSI, in consultation with the Office of Legal Affairs, 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 Policy shall be referred to the Vice President for Student Life
and 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
his/her designee.
2. Jurisdiction
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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 institution property, at institution-
sponsored or affiliated events, or otherwise violate the institution’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; or
2. occur at Institute sponsored activities; or
3. occur at Group or Organization Activities; or
4. occur off Institute Premises when conduct adversely affects the Institute and/or the pursuit of its objectives.
b. Each Student shall be responsible for his/her conduct 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, as well as
during the academic year and during periods between terms of actual enrollment. The Policy shall apply to a Student’s
conduct even if the Student withdraws from school while a disciplinary matter is pending. The Policy applies to Institute
programs in remote and overseas locations.
c. The Institute shall retain jurisdiction over all Students irrespective of when the Student is subject to tenets of an
agreement with other schools.
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 Vice President for Student Life and
Dean of Students in accordance with this Policy.
4. Student Organizational Discipline
Student Organizations are subject to this Policy. Any Student Organization accused of committing or attempting to
commit one or more of the following acts of misconduct is subject to conduct procedures in accordance with the
Addendum “Student Organization Conduct Procedures.”
B. PROHIBITED NON-ACADEMIC CONDUCT
Any Student accused of committing or attempting to commit one or more of the following acts of non-academic
misconduct is subject to conduct procedures in accordance with Section C. Any Student Organization accused of
committing or attempting to commit one or more of the following acts of non-academic misconduct is subject to conduct
procedures in accordance with the Addendum “Student Organization Conduct Procedures.”
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:
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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 facilities or 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.
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 regulation or Policy.
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16. Failure to comply with instructions or a directive of any properly identified Institute Official while that person is
acting in the performance of his/her duties.
17. Abuse of the Student Code of Conduct Procedures including, but not limited to:
a. Failure to cooperate with the investigation, resolution, and procedures of the Student Code of Conduct.
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 Student Conduct process.
e. Failure to comply with the Sanction and/or Supplementary Requirements imposed under the Student Code of
Conduct.
f. Influencing or attempting to influence another person to commit an abuse of the Student 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 substantially interfering with the working, learning, or living environment of the person.
19. Violation of any Georgia Institute of Technology policy, rule or regulation.
20. Violation of any Board of Regents’ 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, 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, 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 ability or
opportunity to participate in work, education, research, living, or other activities.
Allegations of sex and/or gender-based discrimination will be governed by the Sexual Misconduct Policy.
C. CONDUCT PROCEDURES
1. Case Referrals
Any person may file a complaint against a Student for violations of the Policy. The procedures for filing a complaint are
on the OSI web site.
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.
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The complaint should be submitted as soon as possible after the event takes place or when it is reasonably
discovered, and no later than 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 the Institute’s 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 the Institute’s 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 a Institute staff
member who is otherwise obligated by law (the Clery Act) to report information or statistical data as required.
2. Communication:
All communication (requests for meetings, notifications, notice of hearings, etc.) will be provided via official Institute
email 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
Right to Access Advisors: The respondent and Complainant (where applicable), as parties to these proceedings, shall
have the right to use an advisor (including an attorney) of the party's choosing, and at their own expense, for the
express purpose of providing advice and counsel. The advisor may be present during meetings and proceedings
during the investigatory and/or resolution process at which his or her advisee is present. The advisor may advise his or
her advisee in any manner, including providing questions, suggestions, and guidance on responses to any questions of
the advisee, but shall not participate directly.
Additionally throughout the conduct process, the Respondent is granted the following rights: a. to seek information from
a Student Conduct Administrator about the Investigation and Resolution Process;
b. to be informed of the charge(s) and alleged misconduct upon which the charge is based;
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c. to be informed of the Information upon which a charge is based and afforded an opportunity to offer a relevant
response;
d. to have access to Advisors, as described in section 4 (c);
e. to remain silent with no inference of responsibility drawn;
f. to call and question relevant Witnesses;
g. to present Information in his/her behalf;
h. to be considered not responsible until proven responsible by a Preponderance of the Evidence;
i. to be informed of the outcome of the disciplinary proceeding in writing;
j. to appeal the decision;
k. to waive any of the above rights; and
i. to have resolution of the case within a reasonable time.
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, shall be provided an opportunity to respond, and shall
be allowed to remain silent during the investigation and resolution process, without an adverse inference. 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. If the Student Conduct Administrator initiates a
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 Vice
President for Student Life and 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.
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, he/she may be asked to leave. The
Respondent will be provided the opportunity to present his/her version of the reported incident.
d. Process for Cases Which May Result in Expulsion or Suspension
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1. In cases which may result in expulsion or suspension, Georgia Tech must notify the System Director of Equity
& Investigations (“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 email 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 documents – 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) 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, he or she
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 his or her plea in response to the charge(s), and where applicable, his or her 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 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 Vice President for Student Life and 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 his/her preference must be conveyed to the Vice President for Student Life and Dean of
Students, in writing, before the investigation begins. Ordinarily, the Student’s preference will be honored; however, the
Vice President for Student Life and Dean of Students will make the final decision in his/her sole discretion. If the
Student’s preference is not honored, the rationale for the decision will be provided to the Student in writing. The Vice
President for Student Life and 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
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Panel and follow the procedures outlined in Section D.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. 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 indicates that they contest the charges, and after the investigative report has been finalized
and copies provided to the Respondent and the Complainant (where applicable) 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 as possible resolution in certain student misconduct cases where they mutually agree, except where
deemed inappropriate by the Vice President for Student Life and 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 Student Conduct Administrator or panel, as well as to submit questions to be asked of any witnesses. This
questioning may take place through the submission of written questions to the panel or Student Conduct
Administrator for consideration; however, the parties’ Advisor may actively advise and assist in drafting those
questions. The Student Conduct Administrator or panel shall ask the questions as written, and will limit
questions only if they are unrelated to determining the validity of the charge leveled against the Respondent(s).
In any event, the Student Conduct Administrator or panel 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 civil 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
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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 Vice President for Student Life and Dean of Students according to the appeal
procedures
described in Section G.
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 Vice President for
Student Life and Dean of Students, according to appeal procedures described in Section G.
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 Accused 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.
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 Chairperson.
Witnesses are allowed at the discretion of the Chairperson. The Chairperson 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) have the right to 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 shall 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
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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 Chairperson 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 Chairperson,
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 Chairperson 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 Chairperson.
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 and/or summary transcription 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 upon payment of the cost to reproduce the
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.
D. 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 E1 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, an offender’s willingness to accept responsibility,
previous institutional response to similar conduct, and the institution’s interests. The Institute will determine sanctions
and issue notice of the same, as outlined above.
1. Sanction Descriptions
Disciplinary Warning
A Disciplinary Warning means that the Student has been found responsible for violating the Institute’s
Policy. Any further disciplinary violation may result in disciplinary action up to and including Expulsion.
Disciplinary Probation
Disciplinary Probation means that the Student has been found responsible for violating the Institute’s Policy.
Disciplinary Probation is for a specified period of time. Any further disciplinary violation may result in disciplinary
action up to and including Expulsion.
Suspension
Suspension means that the Student has been found responsible for violating the Institute’s Policy.
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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 Vice President for Student Life
and Dean of Students. A suspended Student shall immediately leave campus and may not re-enter campus
without prior approval from the Vice President for Student Life and 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. Any further disciplinary violation may result in
disciplinary action up to and including Expulsion.
Expulsion
Expulsion means that the Student 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 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
a. Restitution: Payment to the Institute or to an affected party for damages resulting from a violation of the Student
Code of Conduct.
b. Fine: A monetary penalty paid to the Institute.
c. Grade Change: Change of grade for the course and/or coursework in which the academic misconduct occurred.
d. Programmatic Requirements: Required completion of designated educational programs
e. (e.g., alcohol, community issues, anger management, assessments, etc.).
f. Restrictions: Exclusion from participation in specified services and activities.
g. 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.
h. 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.
i. Other Requirements: Other Requirements may be imposed.
E. INTERIM MEASURES
Interim measures may be implemented by the institution 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 institution property;
4. Changes to academic or employment arrangements, schedules, or supervision;
5. Interim suspension; and
6. Other measures designed to promote the safety and well-being of the parties and the institution’s community.
Interim Suspension
In certain circumstances the Vice President for Student Life and Dean of Students may impose a suspension prior
to the investigation and resolution process.
1. The Vice President for Student Life and 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
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Respondent poses a serious and immediate danger or threat to persons or property. In making such an assessment,
the Vice President for Student Life and 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. 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), decision makers(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.
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b. Appeal to the Vice President for Student Life and 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 Complainant will
be held. The Vice President for Student Life and 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 Vice President for Student Life and 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 imposed is suspension or expulsion.
In cases where the Respondent has been expelled or suspended, the decision of the Vice President
for Student Life and Dean of Students or his/her designee may be appealed to the President of the Institute
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 Vice President for Student Life and Dean of Students or his/her designee.
The appeal shall be a review of the record only, and no new meeting with the Respondent or the Complainant
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.
Should the Respondent or Complainant (where applicable) wish to appeal the final Institute decision, they may
request review by the Board of Regents in accordance with the Board of Regents' Policy on Discretionary
Review.
3. Appeal Decisions
Decisions of the Appellate Officer go into effect immediately.
4. Appeal Deadlines
Appeals received after the designated deadlines above will not be considered unless the institution 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.
G. RECORD KEEPING AND RELEASE OF INFORMATION
1. Maintenance of Disciplinary Files
A case referral results in the creation of a disciplinary file in the name of the Respondent. Disciplinary files of
Students found responsible of any charges against them will be retained for five (5) years after graduation or date of
last attendance. Disciplinary files 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.
2. Release of Information
Student disciplinary files shall be governed by the Family Educational Rights and Privacy Act 20 U.S.C. § 1232g.
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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 himself/herself 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 Vice President for Student Life and 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 Vice President for Student Life and Dean
of Students will normally place a temporary encumbrance (hold) on a Respondent’s records. The Vice President
for Student Life and 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 Vice President for Student Life and
Dean of
Students, or if the Respondent fails to complete assigned Sanctions.
I. 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 Vice President for Student Life and Dean of Students:
www.studentlife.gatech.edu/
Office of Student Integrity: www.osi.gatech.edu
Title IX Information: www.titleix.gatech.edu
The following policies can be found on the OSI Web site:
Alcohol and Drug Policy
Georgia Tech Policy on Sexual Misconduct
Good Samaritan/ Medical Amnesty Provision
Related Information: Student Code of Conduct Flowchart
Policy History:
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Revision Date Author Description
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
Academic Misconduct
Policy Book: Student Life
Last Revised: Jul 2016
Review Date: Mar 2020
Policy Owner: Student Life
Contact Name: John Stein
Contact Title: VP, Student Life
Contact Email: [email protected]
Any Student accused of committing or attempting to commit one or more of the following acts of academic misconduct
is subject to conduct procedures.
1. 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.
2. Unauthorized Collaboration: Unauthorized interaction with another Student or Students in the fulfillment of academic
requirements.
3. 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.
4. False Claims of Performance: False claims for work that has been submitted by a Student.
5. Grade Alteration: Alteration of any academic grade or rating so as to obtain unearned academic credit.
6. 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.
7. Forgery: Forgery, alteration, or misuse of any Institute document relating to the academic status of the Student.
8. Distortion: Any act that distorts, or could distort grades or other academic records.
9. Intellectual Property: The unauthorized use of an instructor's intellectual property, including marketing and selling, is
prohibited (such properties may include power point presentations, lecture notes (any media), examination questions,
study guides, etc.).
PROCEDURES
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1. Case Referrals
Any person may file a complaint against a Student for violations of this Code. The complaint shall be prepared in
writing and directed to OSI or, in academic cases, the instructor of record may hold a Faculty Conference (see Section
C.5.c.). The procedures for filing a complaint can be found on the OSI web site. The complaint should be submitted as
soon as possible after the event takes place or when it is reasonably discovered, and no later than 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.
2. Communication
All communication (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 of the Respondent
Throughout the conduct process, the Respondent is granted the following rights:
a. to seek information from a Student Conduct Administrator about the Investigation and Resolution Process;
b. to be informed of the charge(s) and alleged misconduct upon which the charge is based;
c. to be informed of the Information upon which a charge is based and afforded an opportunity to offer a relevant
response;
d. to be accompanied by an Advisor;
e. to remain silent with no inference of responsibility drawn;
f. to call and question relevant Witnesses;
g. to present Information in his/her behalf;
h. to be considered not responsible until proven responsible by a Preponderance of the Evidence;
i. to be informed of the outcome of the disciplinary proceeding in writing;
j. to appeal the decision;
k. to waive any of the above rights; and
l. to have resolution of the case within a reasonable time.
4. Investigation and Resolution Process
The Institute's conduct process utilizes an investigatory model, not an adversarial model, with the primary goal of
uncovering the truth. The standard of proof shall be a Preponderance of the Evidence. The investigation and resolution
process is as follows:
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) initiate a conduct
process.
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
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related conduct, and the administrative burden of considering the charges separately.
c. If the Student Conduct Administrator initiates a 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 Vice President for Student Life and 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.
d. 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, he/she may be asked to leave. The
Respondent will be provided the opportunity to present his/her version of the reported incident.
e. The case will be adjudicated by the Student Conduct Administrator or a Student Conduct Panel. The Respondent
may state a preference for a decision to be rendered by 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 his/her preference must be conveyed to the Vice President for Student Life and Dean of
Students, in writing, before the investigation begins. Ordinarily, the Student’s preference will be honored; however, the
Vice President for Student Life and Dean of Students will make the final decision in his/her sole discretion. If the
Student’s preference is not honored, the rationale for the decision will be provided to the Student in writing. The Vice
President for Student Life and 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:
imminent graduation of the Student;
end of the semester; or
extraordinary circumstances.
f. If the case is to be adjudicated by the Student Conduct Administrator, the Respondent shall provide his/her statement
regarding the alleged misconduct, supporting Information, and names of Witnesses no later than 48 hours following the
conclusion of the Administrative Conference. The Student Conduct Administrator shall continue the investigation as
necessary by meeting with the Complainant(s) and Witnesses and gathering additional Information. If the Student
Conduct Administrator determines that a Witness (including faculty or staff) may have relevant Information, s/he will
make a good faith effort to contact such Witness to obtain a statement from the Witness. Before rendering a decision,
the Student Conduct Administrator will communicate with the Respondent and share with the Respondent the
Information collected. The Student Conduct Administrator will then render a final decision, which will be communicated
to the Respondent via the Respondent’s Institute e-mail address.
g. 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 D.5.b.
h. 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. OSI may
waive this timeline for good cause.
5. Forms of Case Resolution
a. Administrative Resolution
The Student Conduct Administrator renders a decision of 1) Not Responsible, which closes the case, or 2) Responsible
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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 Vice President for Student Life and Dean of Students according to the appeal procedures
described in Section F.
b. Student Conduct Panel
The Student Conduct Panel is convened only when either the Student Conduct Administrator or the Respondent elects
this form of resolution.
1. Decisions and Sanctions for Academic Cases
The Student Conduct Panel, after convening a hearing, makes a recommendation of 1) Not Responsible, which closes
the case, or 2) Responsible for one or more violations of the Student Code of Conduct with an appropriate Sanction
and, as warranted, one or more from among the Supplementary Requirements. The Respondent, after being notified of
the decision, may submit an appeal to the Vice President for Student Life and Dean of Students according to appeal
procedures described in Section F. The Student Conduct Panel, at the request of the Respondent, may also conduct a
hearing solely to determine appropriate sanctions in cases where the Respondent accepts responsibility for a violation
of this Code.
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 Accused 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.
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 Chairperson. Witnesses are
allowed at the discretion of the Chairperson. The Chairperson 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) have the right to be accompanied by an Advisor. 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),
shall 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.
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A maximum of two (2) character Witnesses will be allowed in a hearing.
7. Hearing Procedures
The Chairperson shall exercise control over the proceedings to achieve orderly completion of the hearing.
Advisors are restricted to private communications with their advisee(s). However, if the Advisor disrupts the
investigation and resolution 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 Chairperson,
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
Chairperson 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 Chairperson.
The Student Conduct Panel’s standard of proof shall be a Preponderance of the Evidence.
The Student Conduct Panel in consultation with OSI, may reasonably accommodate concerns for the personal
safety, well-being, and/or fears of confrontation of the Complainant(s), Respondent(s), and/or Witnesses during
the hearing.
The Student Conduct Panel shall make a recording and/or summary transcription 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 upon payment of the cost to reproduce the
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.
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 has the opportunity to provide 1) his/her response to alleged
misconduct, 2) supporting Information, and 3) Witnesses.
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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 DisciplinaryWarning, or Disciplinary
Probation, 2) a grade penalty, and 3) an educational component.
If the Respondent agrees to the Faculty Resolution, the FacultyMember 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 D.4.
If the Respondent does not agree to the Faculty Resolution, the FacultyMember 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 D.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.
SANCTIONS
Sanctions are imposed only when the Respondent is found responsible for one (1) or more violations of the Student
Code of Conduct. All Sanctions are officially recorded. Sanctions are determined by the severity of the case and the
disciplinary history of the Respondent(s). A Respondent who is found responsible must be given one of the four (4)
Sanctions, listed in Section E1 in ascending order of severity. In addition the Respondent may 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.
1.
Sanction Descriptions
a. Disciplinary Warning
A DisciplinaryWarning means that the Student has been found responsible for violating the Institute’s Code of
Conduct. Any further disciplinary violation may result in disciplinary action up to and including Expulsion.
b. Disciplinary Probation
Disciplinary Probation means that the Student has been found responsible for violating the Institute’s Code of
Conduct. Disciplinary Probation is for a specified period of time. Any further disciplinary violation may result in
disciplinary action up to, and including Expulsion.
c. Suspension
Suspension means that the Student has been found responsible for violating the Institute’s Code of Conduct.
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 Vice President for Student Life and Dean
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of Students. A suspended Student shall immediately leave campus and may not re-enter campus without prior
approval from OSI. Students on suspension are not permitted to enroll in classes at the Institute during their
suspension. The Vice President for Student Life and Dean of Students will determine when the Respondent has met
the requirements for readmission. Any further disciplinary violation may result in disciplinary action up to and including
Expulsion.
d. Expulsion
Expulsion means that the Student has been found responsible for violating the Institute’s Code of Conduct. Expulsion
is permanent separation and termination of the Respondent’s status as a Georgia Tech Student, and exclusion from
Institute Premises, privileges, and activities
1.
Supplementary Requirements
a. Restitution: Payment to the Institute or to an affected party for damages resulting from a violation of the Student
Code of Conduct.
b. Fine: A monetary penalty paid to the Institute.
c. Grade Change: Change of grade for the course and/or coursework in which the academic misconduct occurred.
d. Programmatic Requirements: Required completion of designated educational programs
(e.g., alcohol, community issues, anger management, assessments, etc.).
e. Restrictions: Exclusion from participation in specified services and activities.
f. 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 in obtaining the degree, or for other serious violations
committed by a Student prior to graduation.
g. 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.
h. Other Requirements: Other Requirements may be imposed.
APPEAL PROCEDURES
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 determine whether the original hearing was conducted fairly and in conformity with prescribed procedures;
b. To determine whether there was sufficient evidence to support the decision;
c. To determine whether the Sanctions and Supplementary Requirements imposed were appropriate for the violation
for which the Student was found responsible; and/or
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d. To determine whether new Information, not available at the time of the hearing, is relevant to the final decision.
2. Process
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.
The appeal must be addressed to the appropriate Appellate Officer and delivered to the Office of Student Integrity
within five (5) business days of the delivery of the decision. Appeal decisions will normally be rendered within ten (10)
business days either in person, or in accordance with the communication guidelines. Extension of these deadlines may
be granted for extenuating circumstances. At the discretion of the Appellate Officer, a designee may be selected to
determine the outcome of the appeal.
For all decisions made by the Office of Student Integrity, the Appellate Officer shall be the Vice President for Student
Life and Dean of Students.
For all academic cases where the sanction includes suspension or expulsion, Undergraduate Students may, after an
appeal to the Vice President for Student Life and Dean of Students, appeal to the Institute President, via the Vice
Provost for Undergraduate Education. The Vice Provost for Undergraduate Education will review and make a
recommendation to the Institute President. The Institute President’s decision will be the final decision of the Institute.
For all academic cases where the sanction includes suspension or expulsion, Graduate Students may, after an appeal
to the Vice President for Student Life and Dean of Students, appeal to the Institute President, via the Vice Provost for
Graduate Education and Faculty Affairs. The Vice Provost for Graduate Education and Faculty Affairs will review and
make a recommendation to the Institute President. The Institute President’s decision will be the final decision of the
Institute.
3. Appeal Decisions
Decisions of the Appellate Officer go into effect immediately. The Appellate Officer is authorized to take one of the
following actions:
a. dismiss the appeal for failure to state valid reasons;
b. find no error and uphold the original decision;
c. uphold the original decision, but modify Sanctions and/or Supplementary Requirements;
d. remand the case to a Student Conduct Administrator or Student Conduct Panel; or
e. reverse the original decision.
4. Board of Regents
The Board of Regents of the University System of Georgia (the "Board") is the final appellate authority for all cases of
suspension or expulsion that have been reviewed by the Institute President. Should the Respondent be dissatisfied
with the decision of the Institute President, he/she may apply to the Board for a review of the decision. The application
for review shall be submitted in writing to the executive secretary of the Board within the period specified by the Board
of Regents.
RECORD KEEPING AND RELEASE OF INFORMATION
1. Maintenance of Disciplinary Files
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A case referral results in the creation of a disciplinary file in the name of the Respondent. Disciplinary files of Students
found responsible of any charges against them will be retained for five (5) years after graduation or date of last
attendance. 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.
2. Release of Information
Student disciplinary records 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.
4. Transcript Encumbrances
In pending cases that could result in Suspension or Expulsion, the Vice President for Student Life and Dean of
Students will normally place a temporary encumbrance (hold) on a Respondent’s records. The Vice President for
Student Life and 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 or if the Respondent fails to complete assigned Sanctions
REFERENCES
Academic Honor Code: www.honor.gatech.edu
Board of Regents: www.usg.edu/policymanual/
Computer Use and Network Policy: www.security.gatech.edu
Faculty Senate: www.Facultysenate.gatech.edu
Office of the Vice President for Student Life and Dean of Students:
www.studentlife.gatech.edu/
Office of Student Integrity: www.osi.gatech.edu
Student Organizations Conduct
Policy Book: Student Life
Last Revised: Mar 2016
Review Date: Mar 2020
Policy Owner: Student Life
Contact Name: John Stein
Contact Title: VP of Student Life
Contact Email: [email protected]
STUDENT ORGANIZATION CODE OF CONDUCT PROCEDURES
1.
Case Referrals
Any person may file a complaint against an Organization for violations of the Student Code of Conduct. The
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complaint shall be prepared in writing and directed to OSI. The procedures for filing a complaint can be found
on the OSI website. This complaint should be submitted as soon as possible after the event takes place or
when it is reasonably discovered, no later than thirty (30) business days following the discovery of the incident.
In extraordinary circumstances, OSI may waive this timeline for good cause.
2.
Communication
All communication (requests for meetings, notifications, notice of hearings, etc.) will be provided via the official
Institute e-mail address of the Organization’s President, as defined by the Office of Information Technology. If
the Organization president is not currently enrolled, the notification will be sent via U.S. Postal Service to the
Student’s last known address on file with the Office of the Dean of Students and notification will be sent to the
Organization’s Advisor via his or her official Institute email address.
3.
Rights of the Respondent Student Organization
Throughout the conduct process, the Respondent is granted the following rights:
1. to seek information from a Student Conduct Administrator about the Investigation and Resolution
Process
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 be accompanied by an Advisor
5. to remain silent with no inference of responsibility drawn
6. to call and question relevant Witnesses
7. to present Information in the Student Organization’s behalf
8. to be considered not responsible until proven responsible by a Preponderance of the Evidence
9. to appeal the decision
10. to waive any of the above rights.
4.
Investigation and Resolution Process
The Institute's conduct process utilizes an investigatory model, not an adversarial model, with the primary goal
of uncovering the truth. The standard of proof shall be a Preponderance of the Evidence. During the
investigation, the Organization should continue to participate in Institute functions unless otherwise instructed
by the Dean of Students. The investigation and resolution process is as follows:
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 willdetermine whether
the facts as alleged in the complaint or report are sufficient to initiate Institute conduct proceedings.
1. 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 Organization and a Student Conduct
Administrator or a third party; or (2) initiate a conduct process.
2. The Student Conduct Administrator may also determine, in consultation with the Director of Greek Life
or the Director of Student Involvement, that the facts of the complaint may constitute a violation of that
Organization’s own governing documents or bylaws and should be adjudicated by the Organization’s
governing board conduct process. If the Organization conducts its own process, that process may occur
at the same time as any Institute Conduct process.
3. If OSI receives multiple complaints involving the same Organization, 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 aggregated under appropriate circumstances, which may include, but are not limited to, consent
of the partiers, similar or related conduct, and the administrative burden of considering the charges
separately.
4. If the Student Conduct Administrator initiates a conduct process, the Organization president is notified
and is requested to contact the Student Conduct Administrator within five (5) business days of the
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notification to schedule an Administrative Conference. During the conduct process, the Respondent
should continue to engage in Institute functions unless otherwise instructed by the Vice President for
Student Affairs and Dean of Students or by the Student Conduct Administrator. Should the Organization
president 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
Organization’s absence, or may refer the case to a Student Conduct Panel.
5. At the Administrative Conference, the Organization president is presented with the alleged violation of
the Student Code of Conduct, supporting Information and an explanation of his/her rights. The
Organization president may bring an Advisor. However, if the Advisor disrupts the investigation and
resolution process, he/she may be asked to leave.
6. The case will be adjudicated by the Student Conduct Administrator or a Student Conduct Panel. The
Organization president may state a preference for a decision to be rendered by the Student Conduct
Administrator or by a Student Conduct Panel. The Organization president 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 Organization president’s
reasons for his/her preference must be conveyed to the Vice President for Student Life and Dean of
Students, in writing, before the investigation begins. Ordinarily, the Organization president’s preference
will be honored; however, the Vice President for Student Life and Dean of Students will make the final
decision in his/her sole discretion. If the Organization president’s preference is not honored, the
rationale for the decision will be provided to the Organization president in writing. The Vice President for
Student Life and 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::
imminent graduation of the Student(s) associated with the Organization;
end of the semester; or
extraordinary circumstances.
7. If the case is to be adjudicated by the Student Conduct Administrator, the Organization president shall
provide his/her statement regarding the alleged misconduct, supporting Information, and names of
Witnesses, no later than forty-eight (48) hours following the conclusion of the Administrative
Conference. The Student Conduct Administrator shall continues the investigation as necessary by
meeting with the Complainant(s), and Witnesses and gathering additional Information. If the Student
Conduct Administrator determines that a Witness (including faculty or staff) may have relevant
Information, s/he will make a good faith effort to contact such Witness to obtain a statement from the
Witness. Before rendering a decision, the Student Conduct Administrator will communicate with the
Organization president and share with the Organization president the Information collected. The Student
Conduct Administrator will then render a final decision, which will be sent to the Organization
president’s Institute email address.
8. 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 5.b of this Code.
9. 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
Organization president and the Complainant. OSI may waive this timeline for good cause.
5.
Forms of Case Resolution
1.
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 Organization president, after being notified of the
Student Conduct Administrator’s decision, may submit an appeal to the Vice President for Student Life
and Dean of Students according to appeal procedures described in Section G of the Student Code of
Conduct.
2.
Student Conduct Panel
1.
Decisions and Sanctions
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The Student Conduct Panel, after convening a hearing, makes a recommendation of (1) not
responsible, or (2) responsible, with an appropriate sanction 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 Student
Code of Conduct with an appropriate Sanction and, as warranted, one or more from among the
Supplementary Requirements. The Organization president, after being notified of the decision
and Sanction, may appeal to the Vice President for Student Life and Dean of Students,
according to appeal procedures described in Section G of the Student Code of Conduct.
2.
Scheduling of Student Conduct Panel Hearing
After the case is forwarded to a Student Conduct Panel, the Complainant(s) and the
Respondent(s) will be notified of available dates and times for a hearing. The Organization
president may indicate preferences from among the available dates and times, which will be
considered by OSI if received within three (3) business days.
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 Organization president
may waive the notification timeline in order to expedite the hearing process. Upon request, the
Organization president may meet with a Student Conduct Administrator to review Information
and hearing procedures.
3.
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 Chairperson. Witnesses are allowed at the discretion of the
Chairperson. The Chairperson may exclude any person, including the Organization, who
disrupts a hearing.
A Organization 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) have the right to be accompanied by an Advisor.
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 Advisors, shall be allowed to attend the Student Conduct Panel hearing, but not
Panel deliberations.
In Student Conduct Panel hearings involving more than one Accused, OSI may permit
the Student Conduct Panel hearings concerning each Organization to be conducted
either separately or jointly.
A maximum of two (2) character Witnesses will be allowed in a hearing.
4.
Hearing Procedures
The Chairperson 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 investigation and resolution 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 Chairperson, may accept additional pertinent Information and testimony
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(including impact statements). Any letters of recommendation submitted by the
Respondent will be admitted for consideration at the discretion of the Chairperson 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
Chairperson.
The Student Conduct Panel’s standard of proof shall be a Preponderance of the
Evidence.
The Student Conduct Panel in consultation with OSI, may reasonably accommodate
concerns for the personal safety, well-being, and/or fears of confrontation of the
Complainant(s), Respondent(s), and/or Witnesses during the hearing.
The Student Conduct Panel shall make a recording and/or summary transcription 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 upon payment of the cost to reproduce the 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.
Sexual Misconduct
Policy Book: Student Life
Effective Date: Jul 2016
Last Revised: Aug 2020
Review Date: Aug 2023
Policy Owner: Institute Diversity, Equity, and Inclusion
Contact Name: Burns Newsome
Contact Title: Executive Director, Equity and Compliance
Contact Email: [email protected]
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
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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.
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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.
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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
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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
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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
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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
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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.
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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/conta
ct-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/wome
ns
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
Related Information:
Policy 6.7 Board of Regents Sexual Misconduct Policy
Policy 4.6.5 Board of Regents Standards for Institutional Student Conduct Investigation and Disciplinary Proceedings
Board of Regents Non-Discrimination and Anti-Harassment
Equal Opportunity, Nondiscrimination, and Anti-Harassment Policy
USG HRAP Manual (Prohibit Discrimination & Harassment
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Cyber Security Policies
Title II of Public Law 101-542 Crime Awareness and Campus Security Act
Georgia Tech Employee Assistance Program
Good Samaritan/Medical Amnesty Provision
Office of Student Integrity
Student/Student Organization Alcohol Policy
Student Code of Conduct (Non-Academic Misconduct)
Student Organizations Code of Conduct
Ethics Hotline
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 Government Associations
Graduate Student Government Association
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
Policy Book: Student Life
Review Date: Jan 2015
"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-
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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 Health Policies
Special Health Considerations
Policy Book: Student Life
Review Date: Jan 2015
Form Links: CONTACT US
Related Information:
Health website
ADAPTS website
It is the responsibility of all students to notify the Health Center, the School of Applied Physiology, and the Office of
Disabled Student Services of any disability that would make participation in swimming, competitive sports, and aerobic
training hazardous to their well-being. Any student requesting special consideration because of mental or physical
disability should have his or her physician write an explanatory letter, giving full details of the disability and consequent
limitations on physical activity, to the medical director of Health Services. This letter must accompany the Medical
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Entrance form.
Student/Student Organization Alcohol and Other Drug Policy
Policy Book: Student Life
Last Revised: Aug 2020
Review Date: Aug 2023
Policy Owner: Student Life
Contact Name: John Stein
Contact Title: VP, Student Life
Contact Email: [email protected]
Form Links: Student Alcohol Event Planning Form
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
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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.
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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 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 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.
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Registered Student Organizations Policy
Policy Book: Student Life
Type of Policy: Administrative
Effective Date: Aug 2020
Review Date: Aug 2023
Contact Name: Dr. E. Gerome Stephens
Contact Title: Associate Dean of Students, Center for Student Engagement
Contact Email: [email protected]
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 Life 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
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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, individual components, 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 and the length of the
manufacturer’s limited warranty. Individual components
are to be considered a part intended to be combined,
joined, or connected to other durable goods or other
components, or split to achieve the material’s desired
purpose. Payments for goods with a price of less than $10
each shall not be considered Capital Expenditures.
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 Life, 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
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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;
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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
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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
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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 substantiall
y
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
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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.
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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 Vice President for Student
Life/Dean of Students in writing via email to
[email protected]. The decision of the Vice
President of Student Life/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 Vice President of Student
Life/Dean of Students is final and no further appeal is
available.
5.4 Departmental Registered Student Organization Designation
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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 Forfeiture
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
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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 Life 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.
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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
[email protected] for review. All other
agreements should be forwarded to the Office of Legal
Affairs at [email protected] 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 maintan 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
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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 Greek 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
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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
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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
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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
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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.
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
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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.
5.9 RSO Finances
The Student Government Association allocates Student
Activity Fee funds to Registered Student Organizations and
departments of the Division of Student Life and Campus
Services 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
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for Student Engagement may submit an Annual Budget
Request. The request must include the following
information:
a. a detailed written description of the specific
programs, activities, or events the RSO intends to
sponsor;
b. 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;
c. if event funding is requested, a description of how
the RSO plans to promote the event to the student
body;
d. if event funding is requested, a showing that
students will be involved in the planning and
implementation of the event;
e. a written estimate of the revenue expected to be
generated in the coming year through dues, ticket
sales, fundraisers, donations, or other means;
f. certification that the Advisor has been provided an
opportunity to review the budget submission;
g. 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
h. 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
tenth 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 3
rd
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.
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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 by the second
Friday in March 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. a detailed written description of the specific
programs, activities, or events the RSO intends to
sponsor;
b. if event funding is requested, a showing that
students will be involved in the planning and
implementation of the event;
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c. 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;
d. documentation that the RSO sought funding from
other sources for the programs, activities, events,
supplies or services for which the RSO is
requesting funding;
e. 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;
f. 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;
g. if event funding is requested, a description of how
the RSO plans to promote the event to the student
body; and
h. 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:
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. 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.
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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 Vice
President for Student Life/Dean of Students or non-student
designee.
Appeals must be in writing and must be submitted to
the Vice President for Student Life/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:
a. 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
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capricious;
b. JFC engaged in viewpoint discrimination or another
legal violation; or,
c. JFC failed to follow the Funding Request processes
and procedures outlined in this policy.
Within 20 business days of submitting the appeal, the Vice
President of Student Life/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 Vice President of Student Life/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.
a. The RSO must be in Active standing as determined
by the Center for Student Engagement.
b. The RSO’s funding application must be submitted
by the applicable application deadline.
c. The RSO’s funding application must be complete
and include the required information set forth in this
policy.
d. The RSO must attend the required orientations and
meetings as set forth in this policy.
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e. Events and activities funded through student activity
fees must be open to all Georgia Tech students.
f. 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.
g. Any proposed facility must be suitable for the
proposed events and activities based on the
estimated size of attendance.
h. Any travel expense estimates must be objectively
reasonable for the type of event or activity
proposed.
i. The amount requested must not exceed the Item
Maximum Allocation limits set forth in this policy.
j. Any other viewpoint-neutral criteria that are
determined by university 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:
a. 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
b. The length of time the RSO has been in existence
c. The amount of JFC funding the RSO has received
in the past.
Prohibited Allocations:
JFC will not approve funding in an Annual Budget or a Bill
for any of the following:
a. Funding requested solely for the benefit of
individuals who are not currently enrolled Georgia
Tech students
b. Any items or resources that are more cheaply
available by rental or reservation through Georgia
Tech
c. Actual or in-kind contributions to campaigns,
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candidates, or political parties
d. Loans
e. Items to be given out to individuals or organizations,
including awards, gifts, and giveaways, except for
low-cost printed publicity items such as flyers and
stickers. Low-cost publicity items shall not be
funded in excess of $50 total per event. Giveaways
shall include any equipment that is to be used in
any capacity on or with personal equipment at non-
organizational events.
f. Food-related items such as plates, utensils, or
napkins, unless for an event projected to involve at
least 500 student attendees, in which case the total
allocation for a single event may not exceed $500
and none of the items may be composed of
Styrofoam
g. Alcoholic beverages or tobacco products, and any
event at which alcohol and tobacco will be served
h. Lodging
i. Travel expenses for a non-student
j. Any event (including promotional items, marketing,
or materials for the event) intended as a fundraiser
for any individual, party, or organization
k. FASET materials
l. Any expenditure occurring in the past or any
expenditure guaranteed by a contract entered in the
past, unless consideration by JFC is delayed
through no fault of the RSO.
m. Costs associated with hosting intercollegiate
competitions, tournaments, or other events where
the main intent is to rank among peers, obtain
status, award(s), or reward(s)
n. Costs associated with hosting conferences in which
more than 25% of attendees are not students of the
Institute at the time of the event or conferences
from which the RSO will receive a portion of the
profit
o. Costs associated with any event for which an RSO
has not yet qualified
p. Costs in which the primary purpose is seeking,
gaining or acknowledging sponsors (corporate or
otherwise) for the RSO
q. Costs associated with professional development
activities or conferences for non-student personnel
r. Costs associated with freight, shipping, delivery, or
processing of any items
s. Costs associated with retreats, unless open to GT
students who are not members of the RSO
t. Clothing that does not remain with the RSO
u. Parking permits, fees and validations for road
vehicles
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v. Email marketing services
w. Any costs for which the actual expenditures are not
known or “miscellaneous” costs
x. Dues paid per individual through which students
can compete outside of a Georgia Tech affiliated
team
y. Travel to locations within a 70-mile radius of
Georgia Tech’s Atlanta campus
z. Any activities which violate the laws of the United
States of America, the State of Georgia, the City of
Atlanta, or the regulations of the Georgia Institute of
Technology
{. Food or drinks for human consumption at internal
RSO meetings
JFC will not approve funding in an Annual Budget for any of
the following:
a. Capital expenditures, except for items required for
maintenance of capital assets
b. Benefits for part-time employees working less than
twenty (20) hours per week
c. Postage
d. Costs associated with CRC-hosted intramurals
e. Employee compensation and student stipends
f. Speaker fees or honoraria
g. Registration costs for Homecoming events
h. Office supplies
i. Personal items, including, but not limited to,
nametags, photo albums, scrapbooks and business
cards
j. Food or drinks
Maximum Allocations
General Restrictions. No Annual Budget or Bill shall
allocate any funding in excess of or contrary to the
following limits:
a. Decorations
i. $150 if the expected attendance is less than 500
Georgia Tech students
ii. $300 if the expected attendance is 500 or more Georgia
Tech students
b. Costs associated with renting the Ferst Theater shall
only be funded for events with an expected attendance of
greater than 300 students, and only if no less expensive on-
campus space exists that meets the needs of the program.
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Annual Budget Restrictions. No Annual Budget shall
allocate any funding in excess of or contrary to the
following limits:
a. No more than two conferences shall be funded
b. Non-event-specific publicity shall not exceed a total
of $200.
c. Liability insurance shall not exceed a total of $2000.
d. Publicity, including copying expenses, shall not
exceed a total of $250.
e. No more than two away events at a maximum of
$1000 each, excluding travel. Travel costs shall
only be funded for up to two away events.
f. No more than two non-away events shall be funded
in a budget. For each event, the following limitations
are imposed:
i. Advertising via WREK Radio shall not be
funded in excess of $120.
ii. Sound equipment shall not be funded in
excess of $50.
iii. Projection equipment shall not be funded in
excess of $30.
iv. Lighting equipment shall not be funded in
excess of $100.
Travel
Automotive travel allocations shall be limited to the value
obtained by utilizing the following Automotive Travel
Formula:
a. Allocation = 0.05x R x S x M, Maximum = S x $75;
b. R shall be the current IRS Business Mileage Rate.
c. S shall be the number of students travelling.
d. M shall be the number of round-trip miles between
Georgia Tech and the destination.
e. Air Travel expense allocations shall be limited to the
lesser of $150 or 45% of the actual expense
f. Only one type of travel shall be funded per person
per event.
Capital Expenditures.
a. JFC may fund at most the greater of $10 or two-
thirds of the total cost of each item that is part of a
non-emergency capital expenditure.
b. The one-year allocation from the capital outlay
account to any RSO shall not exceed ten (10)
percent of the funds available in this account at the
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start of the academic year.
c. RSOs must ensure the safe storage of items
purchased through capital expenditures.
Non-Capital Expenditures. No Annual Budget or Bill shall
allocate funding for non-capital expenditures which
exceeds the following limits:
a. Conferences: $1000 per conference, excluding
travel, not to exceed $100 per individual
b. Tournaments and Competitions: $1000 per
competitive event, excluding travel, not to exceed
$100 per individual
c. Program Fees for Off-Campus Activities: $1000 per
activity, not to exceed $100 per individual, excluding travel
d. Speaker Fees and Honoraria:
i. $500 per event if the expected attendance
is fewer than 100 Georgia Tech students
ii. $2,500 per event if the expected attendance
is fewer than 500 Georgia Tech students
iii. $5,000 per event if the expected attendance
is fewer than 950 Georgia Tech students
iv. $10,000 per event if the expected
attendance is 950 or more Georgia Tech
students
e. Off-Campus Venue Rentals shall be funded at a
maximum of $10 multiplied by the number of
Georgia Tech students expected to attend.
f. Publicity:
i. Copies, programs, and fliers shall be funded at the
current rates of the Office of Student Engagement.
ii. Fliers shall not be provided in excess of one-third of
current on-campus campus enrollment rounded to the
nearest thousand.
iii. Programs shall not be funded in excess of the event
venue capacity.
iv. Banners and posters shall not be funded in excess of
$180 total per event.
v. No more than one half-page Technique advertisement
or equivalently priced Technique advertisement(s), at the
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current student organization black and white rate, which is
published on Technique’s webpage, shall be funded for
any single event.
vi. Social media advertisements (such as Facebook ads
and Snapchat filters) shall not be funded in excess of $25
total per event.
vii. No more than $20 of sidewalk chalk shall be funded per
organization in a single Fiscal Year.
g. Food not intended for human consumption, not to
exceed $50
h. Background checks for non-criminal justice
purposes may be funded at a maximum of $15 per
student.
i. Competitive Events and Programs. Any RSO
participating in competitive events and programs is
eligible to receive the following benefits:
i. Coaching stipends may be funded at a maximum of
$1,000 total per organization
iii. Costs associated with hosting intercollegiate
competitions may be funded only if the following conditions
are met:
1. The competition consists of only the RSO and one
other team.
2. The RSO attends an equal or greater number of away
competitions at which no registration fee is charged.
3. The total fiscal year allocation for all competitive events
does not exceed $6000.
j. Food and drinks shall not exceed $5 per event attendee
or 2/3rds of the total cost of the event, whichever is lower,
and shall not exceed $5000 per event
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.
Enforcement:
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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
Related Information:
Georgia Tech Student Code of Conduct
Georgia Tech Student Organizations Conduct
Georgia Tech Catalog: Extracurricular Activities
Georgia Tech Student/Student Organization Alcohol Policy
Presidential Signature Authority Policy
Georgia Tech Campus Space Use Procedures
Policy History:
Revision Date Author Description
08/26/2020 Center for Student Engagement New Policy
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