The SPC Chair will set the meeting date and time, provide an agenda to the SPC members, and inform any invited student(s) of the meeting date, time, and location and the reason(s) for the meeting by LMU e-mail. The invitation for the student will be sent a minimum of two (2) business days before the meeting. Any student invited to meet with the SPC will be required to appear in person at the Harrogate Campus unless permitted by the SPC Chair to meet via a virtual meeting platform (i.e., Zoom). If a student fails to appear before the SPC, either in person or virtually, the matter will be resolved in their absence.
* Virtual meeting protocol: Only SPC members (including any staff member) and individual students will be included in the meeting. The student is expected to show the SPC that no one else is in the room with them.
All SPC meeting proceedings are confidential and closed to anyone not part of the SPC proceedings. Students cannot bring personal items to the SPC meeting, including audio/video recording devices, cell phones, and smartwatches. The Didactic Coordinator maintains meeting minutes, and access to the meeting minutes by anyone other than committee members, unless requested for review by the SMS Appeals Committees, is not permitted. The SPC members review the academic record and all documents relevant to the student’s meeting. When the student enters the meeting, the SPC Chair verifies that the student knows all SPC members present and can explain the reason for the SPC meeting. The student is offered an opportunity to provide testimony relevant to the meeting.
After discussion, the student is asked to leave the room while the SPC members discuss progression and/or disciplinary action options. A decision(s) is submitted to a vote with a simple majority ruling. The SPC Chair is a non-voting member except for a tie vote. Because this is not a criminal court, the level of proof for a decision shall be “more likely than not” and not the strict criminal law standard of “proof beyond a reasonable doubt.” In exceedingly rare circumstances, following the review of pertinent documents and student testimony, the SPC may determine the referral to be unwarranted. In these situations, the SPC will forward the case to the Program Director for further review and/or additional action. Once the SPC has reached a decision(s), the student is asked to return to the room, and the SPC Chair explains the decision(s) and relevant instructions/expectations to the student.
The SPC Chair notifies the Program Director (if not serving as Chair) and Dean of SMS of all SPC decisions. The Campus Security Team, Registrar, Financial Aid Officer, Manager of Exam Services, and LMU PA Harrogate faculty/staff are notified if a decision(s) results in student dismissal or deceleration. Within three (3) business days following the meeting, the student receives notification of the SPC’s decision(s) and relevant instructions/expectations via the student’s University-issued student email account. When the SPC decides to delay progression in the program or dismissal in the absence of the student, the student is informed of the SPC’s decision in person or via telephone communication by the SPC Chair, in addition to receiving email notification as stated above.