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Hall Affairs and Operations Committee

 

 Governance

Governance

Appeal Handling Procedure

  • Each of the five Committee members has one vote and the Chair will facilitate the deliberation process and vote only when there is a tie due to abstained votes from members. The Secretary has no vote.​
  • A Committee member is not eligible to vote when he/she has a conflict of interest and the Chair can nominate a corresponding person to replace this member if needed. If the Chair is excused, another core member will be elected to serve in that capacity temporarily.​
  • A decision is reached when there is a majority vote and a quorum of more than 50% of voting members.​
  • The decision should be based on objective, fair, and complete assessment of information and evidence.​
  • The Committee will provide suggestions for improvement after an appeal case review, if needed​.
  • The Committee will provide guidance for further hall rules/penalties interpretation and revised documentation, if needed.

Membership Composition
Chair: Residence Master (core member)​
  • Nominated by DST, one-year term, no more than two consecutive terms​
  • Elected internally by the core members during the initial administrative meeting (before the start of a new Residential Year)
Members: Residence Master (core member)
  • Nominated by DST, one-year term, renewable​
     
Residence Master (core member)​
  • Nominated by DST, one-year term, renewable

Staff familiar with housing issues (core member)
  • Nominated by SHRLO, one-year term, renewable
     
UG Representative (student member)​
  • Nominated by RM (other than those core members) or SHRLO (if needed)​
  • Hall resident, one-year term, renewable​
  • Selected by the core members during the initial administrative meeting​
  • Those not selected will serve as alternates for appeal cases
     
PG Representative (student member)​
  • Nominated by RM (other than those core members) or SHRLO (if needed)​
  • Hall resident or hall tutor, one-year term, renewable​
  • Selected by the core members during the initial administrative meeting​
  • Those not selected will serve as alternates for appeal cases
Secretary Staff​
  • Nominated by SHRLO, one-year term, renewable

 

Procedure one appeal
  • An appeal is filed directly to HAOC, handled by the Secretary.
  • An appeal is referred by DST, RMs or students to HAOC.
HACO Chair
  • The Chair reviews the appeal to see if deliberation needed.
  • The Chair decides to conduct a meeting or circulate via email.
  • The Chair will vote only if there is a tie due to abstained votes from members.
HAOC members
  • HAOC members make decision by voting at committee meetings or via email communications.
  • A committee member is not eligible to vote when s/he has a conflict of interest. The Chair can nominate a corresponding person to replace this member if needed.
  • HAOC’s decision is final and there is no further appeal within the DSTO structure.
Follow Up Tasks
  • The Committee will provide suggestions for improvement after an appeal case review, if needed.
  • The Committee will provide guidance for further hall rules/penalties interpretation and revised documentations, if needed.