Decorative element

Disciplinary Procedure Concerning Students

Decorative element
University of Lodz

A student is responsible for any violation of the university’s regulations and for any conduct that undermines the dignity of a student.

    Legal basis for disciplinary liability

    [Translate to English:] Element dekoracyjny

    Where to obtain assistance and information

    All information and support regarding disciplinary matters concerning students, doctoral school students and academic staff of the University of Lodz are provided by the Explanatory and Disciplinary Proceedings Section within the Rector’s Office of the University of Lodz.

     

    The University of Lodz Rector’s Office building, room 104 (Narutowicza 68)
    e‑mail: dyscyplinarne@uni.lodz.pl
    phone: +48 42 635 40 09

    Stages of the proceedings – from notification to enforcement and expungement of the penalty

    Below we present a simplified outline of the disciplinary procedure concerning students at the University of Lodz. The full text of the procedure is available in the attached document.

    Before submitting a notification to the Rector of the University of Lodz, it is advisable to consider whether the matter may be resolved amicably. Assistance in reaching an amicable resolution may be provided in particular by:

    • the Year Tutor,
    • the Vice‑Dean for Student Affairs,
    • the Academic Rights Ombudsperson,
    • the Coordinator for Counteracting Discrimination, Mobbing and Other Undesirable Behaviours at the University of Lodz.

    Psychological support may also be obtained from the UniLodz Support and Accessibility Centre.

    Submission of a notification

    When to submit a notification

    If, due to the nature of the case or the lack of consent of the parties involved, it is not possible to resolve the matter amicably, a notification of a suspected disciplinary offence should be submitted to the Rector of the University of Lodz.

    Who may submit a notification

    Notifications may be submitted by:

    • members of the academic community of the University of Lodz,
    • persons outside the University of Lodz.

    If the notification is submitted by a member of the UniLodz academic community, it is recommended that information about its submission first be provided to the head of the relevant unit (e.g. a Dean or Director), unless the notification concerns that person or – in the opinion of the reporting person – such disclosure could negatively affect the course of the case.

    Form of the notification

    A notification may be submitted:

    • using the form provided by the University of Lodz (Appendix No. 1)
    • or in another form that enables an assessment of the validity of the notification.

    All available evidence should be attached to the notification, in particular: 

    • copies of documents,
    • correspondence (paper, email, SMS),
    • audio or video recordings,
    • screenshots,
    • photographs.

    Methods of submission

    Notifications may be submitted:

    • in paper form – by post to: Narutowicza 68, 90‑136 Łódź,
    • electronically – via e‑delivery (electronic delivery address: AE:PL‑74796‑17640‑IHHIV‑17),
    • in person – by submitting the document to the Rector’s Office secretariat (room 111, Rector’s Office building),
    • by e-mail – to: rektor@uni.lodz.pl.

    Actions available to the Rector after reviewing the notification

    After analysing the notification, the Rector of the University of Lodz may:

    • discontinue the matter without further action if the described conduct does not constitute a disciplinary offence;
    • impose a reprimand – after hearing the student or their defence counsel – if the act is of minor gravity; an appeal against a reprimand may be lodged by the student or the student self‑government body with the Disciplinary Committee for Students of the UL within 14 days of delivery of the notification of the penalty;
    • instruct the initiation of explanatory proceedings, conducted by a Disciplinary Officer for Students of the University of Lodz.
       

    If there is a justified suspicion of a criminal offence, the Rector of the UL may suspend the student from student rights until a decision is issued by the Disciplinary Committee and is obliged to notify law‑enforcement authorities where the offence is prosecuted ex officio.

    Mediation in a disciplinary matter

    Who may refer a case to mediation

    A disciplinary case concerning a student may be referred to mediation, depending on the stage of the proceedings:

    • by the Disciplinary Officer – at the explanatory proceedings stage,
    • by the Disciplinary Committee – at the disciplinary proceedings stage.

    Who conducts mediation

    A mediator is appointed by the Disciplinary Officer or the Disciplinary Committee, depending on the stage at which mediation is conducted.

    Is participation in mediation mandatory?

    Participation in mediation is voluntary.

    Significance of mediation outcomes

    Positive mediation outcomes may be taken into account when determining a disciplinary penalty.

    Timeframe for mediation

    Mediation is conducted within the timeframe set when the case is referred to mediation by:

    • the Disciplinary Officer
    • or the Disciplinary Committee.

    In justified cases, this deadline may be extended at the mediator’s request.

    Explanatory proceedings

    Who initiates proceedings

    Explanatory proceedings are initiated by the Disciplinary Officer upon instruction from the Rector of the University of Lodz, who is subsequently informed of the findings.

    Exclusion of the Disciplinary Officer

    The rules on exclusion of the Disciplinary Officer apply accordingly pursuant to the Code of Criminal Procedure.

    Time limits

    The standard duration of explanatory proceedings is up to 6 weeks. In justified cases, with the Rector’s consent, this period may be extended to 12 weeks (indicative time limit).

    Parties to the proceedings

    The parties to explanatory proceedings are:

    • the person whose conduct is under investigation,
    • the injured party or the person who submitted the notification.

    Rights of the person under investigation

    The person concerned has the right to:

    • provide explanations or refuse to do so,
    • refuse to answer individual questions,
    • be assisted by a defence counsel,
    • submit motions for evidence,
    • review the evidence after the evidentiary stage and request its supplementation within the time limit set by the Disciplinary Officer.

    Evidentiary actions conducted by the Disciplinary Officer

    Evidentiary actions conducted by the Disciplinary Officer include:: 

    • hearing witnesses,
    • obtaining expert opinions,
    • securing and recording other evidence.

    Conclusion of explanatory proceedings

    Upon completion of explanatory proceedings, the Disciplinary Officer:

    • issues a decision discontinuing the proceedings (subject to approval by the Rector of the University of Lodz),
    • submits a motion to the Rector of the UL to impose a reprimand – in the case of a minor offence, or
    • submits a motion to the Disciplinary Committee for Students of the UL to impose a disciplinary penalty.
    Disciplinary proceedings – first instance

     Initiation of the proceedings

    PDisciplinary proceedings are initiated upon a motion by the Disciplinary Officer and are conducted by the Disciplinary Committee for Students of the University of Lodz.

    Adjudicating panel

    As a rule, the adjudicating panel consists of three members:

    • two academic staff members,
    • one student.
       

    Where expulsion from the University is sought, the panel consists of five members:

    • three academic staff members,
    • two students.

    Members of the adjudicating panel and the recording clerk are subject, mutatis mutandis, to the provisions on exclusion set out in the Code of Criminal Procedure.

    Parties to the proceedings

    The parties are:

    • the accused student,
    • the Disciplinary Officer.

    Statue of limitations

    Disciplinary proceedings shall not be initiated after the lapse of 6 months from the date on which the Rector of the University of Lodz obtained information about the act, nor after the lapse of 3 years from the date of its commission, except in cases provided for by law. If the act constitutes a criminal offence, the proceedings may be initiated until the expiry of the limitation period for that offence.

    Public nature of hearings

    Hearings are in principle public. The public may be excluded in whole or in part for reasons of public decency or to protect the interests of the accused student, the University or third parties.

    Disciplinary Measures

    The Disciplinary Committee may suspend a student’s rights if, despite being duly summoned, the student repeatedly fails to appear before the Committee without justification.

    Possible decisions

    The Disciplinary Committee may issue a decision to:

    • acquit the accused student,
    • impose a disciplinary penalty (reprimand, formal warning, formal warning with reprimand, suspension of specified student rights for up to one year, expulsion from the University),
    • discontinue the proceedings.

    Finality of decisions

    A decision becomes final if no appeal is lodged within the prescribed time limit or if the appeal is validly withdrawn.
    Finality is confirmed by the Chairperson of the Disciplinary Committee.

    Disciplinary proceedings – second instance

    Time limit for lodging an appeal

    An appeal against a decision of the Disciplinary Committee for Students of the UL may be lodged with the Appeals Disciplinary Committee for Students of the UL within 14 days of delivery of the decision together with its justification.

    Decisions of the Appeals Disciplinary Committee for Students of the University of Lodz

    The Appeals Disciplinary Committee may:

    • uphold the challenged decision,
    • set aside the decision and decide the case on the merits,
    • set aside the decision and remit the case for reconsideration.
    Judicial review

    Lodging a complaint

    A final decision of the Appeals Disciplinary Committee for Students of the University of Lodz may be challenged by lodging a complaint with the Voivodeship Administrative Court (WSA) in Lodz within 30 days of delivery of the decision together with its justification.

    Further judicial review

    A cassation appeal against a judgment of the WSA may be filed with the Supreme Administrative Court and must be prepared by a qualified legal representative.

    Reopening of proceedings

    When can an application for reopening be submitted?

    Proceedings concluded by a final decision may be reopened if:

    • a serious breach of law occurred that could have affected the outcome;
    • new facts or evidence emerge indicating innocence or incorrect legal qualification;
    • procedural breaches seriously impaired the right of defence;
    • the decision forming the basis for discontinuation was repealed or substantially amended.

    When reopening is not permitted

    Reopening on the grounds of a serious breach of law is not permitted if the case has already been examined by an administrative court.

    Who may apply for reopening

    An application for reopening may be submitted by:

    • the penalised person,
    • the Disciplinary Officer for Students of the University of Lodz.

    To whom should the application be submitted?

    An application to reopen disciplinary proceedings must be submitted to the Disciplinary Committee that issued the final decision in the case.

    When must the request be submitted?

    An application must be submitted within 30 days of becoming aware of the grounds for reopening.

    Enforcement and expungement of disciplinary penalties

    Enforcement

    Upon receipt of a final decision, the Rector of the University of Lodz promptly orders the enforcement of the disciplinary penalty and places the decision in the student’s personal file.

    Expungement by operation of law

    As a rule, a disciplinary penalty is expunged after 3 years from the date on which the decision became final. Upon application by the penalised person, the authority that imposed the penalty may order earlier expungement, no sooner than one year after finality.

    Until expungement, a penalty of expulsion from the University prevents re‑admission to studies at the University of Lodz.

    Bodies involved in disciplinary proceedings

    Files for download

    UniLodz Unified

    Please note that other procedures applicable at the University of Lodz may also apply to your case, in particular the Anti‑Discrimination and Anti‑Mobbing Procedure at the University of Lodz.
    Further information is available on the UniLodz Unified website.