Complaints procedure

Procedure for handling complaints and reports about serious incidents during the student association introduction period.

1. If a serious incident occurs, the management committee of the relevant student association immediately reports this to the Education & Student Affairs (E&S) unit manager. Should a report be made directly to the Student Social Clubs Initiation Period Committee (KMT committee), the committee notifies the E&S unit manager.
    
2. The E&S unit manager notifies the member of the Executive Board charged with student affairs, the Secretary of the Executive Board, the Marketing & Communications (M&C) unit manager and the chairman of the KMT committee of a complaint or report about a serious incident. The E&S unit manager and the M&C unit manager consider whether the report could lead to an emergency that requires the deployment of the Emergency Team Operational (CTO).
    
3. If that is the case, the chairperson of the CTO is also informed. The Executive Board may decide that, prior to the KMT committee investigation, the E&S unit manager carries out a preliminary investigation. The findings of the preliminary investigation are submitted in confidence to the Executive Board. It is accompanied by advice on the further handling, which may consist of (1) letting the issue rest, (2) investigation by the Students Social Clubs Initiation Period committee or (3) notification of the correct judicial authorities if criminal offences are suspected.

4. The investigation by the committee is aimed at establishing what has happened and assessing whether this constituted a serious incident. This assessment is not restricted to addressing whether or not the club has kept to previously made agreements. It also considers whether what has happened is socially acceptable or not.

5. The committee will hear - if applicable - the complainant(s), one or more members of the management committee of the student association and further persons or stakeholders in the incident.
    
6. The committee reports to the Executive Board. The report contains the findings of the investigation and a judgement of the events.

7. During this work, the committee will receive official support from the E&S unit.

8. The Executive Board invites the board of the relevant club to be heard on the complaint or the incident. The Executive Board communicates its proposed decision and requests a response from the relevant club.

9. The Executive Board then decides whether and, if so, which measures are to be taken. Possible measures are (1) a warning with the aim of the club, in consultation with the KMT committee, making adjustments to the structure and execution of the introduction period, (2) a warning in combination with a trial period, (3) temporary withdrawal of privileges, (4) suspension of the recognition, of the associated facilities and other provisions such as scholarships for student representatives and first-year student subsidy and (5) termination of the recognition, of the associated facilities and other provisions such as scholarships for student representatives and first-year students subsidy. The Executive Board informs the University Council.
    
10. The Executive Board notifies the relevant club and the complainant(s) of the measures taken.

11. In cases not provided for by this procedure, the Executive Board can decide.

• Task assignment
• Focus points
• Safe introduction period