Suspension Policy
Objective
11.1
The main purpose of any sanction is always to prevent violation of the association’s rules, regulations, code of conduct, and is to ensure consistent and fair disciplinary action. The Board may deviate from guidelines in cases where she deems the deviation contributing to a
safe, respectful, and productive association environment.
11.2
The suspensions must stay consistent with the stipulations in the household regulations.
Responsibility
11.3
Members are fully responsible for the actions of any non-member they introduce. Any violation committed by a non-member will result in the member facing appropriate disciplinary action.
Procedure for Official Warning
11.4
The violating member receives an official warning letter via email.
11.5
The official warning letter must at least contain the day the violation took place, the location where the violation took place, a referral to the article(s) that the actions violate and two signing Board members.
11.6
An official warning is valid for one year.
11.7
If a subsequent official warning is given within the one-year timeframe, the Board will enforce a suspension of 2 weeks.
11.8
An official warning may influence any future sanctions.
Procedure for Suspension
11.9
The violating member receives an investigation letter in which the member is invited for a conversation with at least two Board members and any other representatives the Board deems appropriate to attend.
11.10
The investigation letter must at least contain the day the violation took place, the location where the violation took place, a referral to the article(s) that the actions violate and two signing Board members.
11.11
If the accused member fails to schedule a date within 2 weeks after receiving the investigation letter, The Board may proceed without hearing their side of the story.
11.12
The violating member receives a letter with the investigation outcome: the suspension letter.
11.13
The suspension letter must at least contain the day the violation took place, the location where the violation took place, a referral to the article(s) that the actions violate(d), the duration of the suspension and two signing Board members.
11.14
The duration of the suspension is expressed in association weeks. Weeks during internship, Hotelschool The Hague vacation weeks and week 0’s do not count as suspension weeks.
11.15
For alumni, a multiplier of six applies to the number of suspension weeks.
Procedure for Termination of Membership
11.16
In any situation where the Board deems a suspension insufficient due to a member or alumnus's radical or inappropriate behavior, as described in Article 6.1 sub d. of the Statutory Regulations, and Article 2.11 of the Household Regulations, it can impose the severest
punishment: Termination of Membership.
11.17
The violating member receives an investigation letter via email in which the member is invited for a conversation with at least two Board members and one member of the Board of Trustees. If The Board has the suspicion that the accused member did not receive their letter,
they may call the accused member.
11.18
The investigation letter must at least contain the day the violation took place, the location where the violation took place, a referral to the article(s) that the actions violate(d) and two signing Board members.
11.19
If the accused member fails to schedule a date within 2 weeks after receiving the investigation letter, The Board may proceed without hearing their side of the story.
11.20
If The Board still wishes to terminate the membership, the violating member receives a letter with the investigation outcome: The Membership Termination letter.
11.21
The Membership Termination letter must at least contain the day the violation took place, the location where the violation took place, a referral to the article(s) that the actions violate(d), the date of, the right to appeal before the General Members Meeting within one month, and two signing Board members.
11.22
If the recipient does not answer in writing within one month the termination of membership is final.
11.23
If an appeal is made, the member is suspended during the appeal period AND during the actual appeal.
Procedure for appeal of Termination
11.24 The Board is to schedule a General Members Meeting in line with Article 6.9 of the Statutory
Regulations.
11.25
The accused member receives a letter with the time and location of the GMM, their rights, the voting procedure and the timeslot during which they may be present at the GMM.
11.26
The accused member may only attend the GMM to present their case during the specified timeslot. A designated classroom will be provided for the accused member to wait. A companion, chosen by The Board, will be present at all times to ensure their privacy.
11.27
Before the GMM, members or involved parties may submit a letter expressing their views confidentially if the situation requires it.
11.28
To avoid discussions during the GMM, a mediator should be appointed to lead the discussion between the Board and members. The mediator must not be a member, alumnus, Board member, or member of the Board of Trustees. For example, an honorary member.
11.29
During the GMM, the Chairman will give an introductory speech outlining the procedures, rules, mediator introduction, timeslots, and voting procedures.
11.30
A Board member will then explain the rationale behind the decision to terminate the membership, including all findings and conclusions from the investigation.
11.31
The floor will then open for discussion between the Board and members.
11.32
The accused member will be allowed to present their case during their allocated timeslot. They are not permitted to engage in discussions with the members and must leave the premises immediately after their speech.
11.33
All members who are present may vote anonymously.
11.34
A recess will be held to count the votes, with all members leaving the auditorium.
11.35
Votes will be counted with the mediator and two board members present to ensure an unbiased process.
11.36
After the recess, the outcome of the vote will be shared with the members.
11.37
Following the GMM, the Board is required to inform the accused member of the outcome in writing. If they suspect that the accused member did not receive the letter, they may call them.
Procedure for Cancellation of Membership
11.38
If a member qualifies for cancellation, as described in Article 6.1.sub c of the Statutory Regulations and Article 2.12 of the Household Regulations, the following step must take place.
11.39
The violating member receives a Cancellation of Membership letter via email. If The Board has the suspicion that the accused member did not receive their letter, they may call the accused member.
11.40
The Cancellation of Membership letter must at least contain a referral to the article(s) that the actions violate and two signing Board members.
11.41
Graduated members become an alumnus of La Confrérie as stated in Article 5.3 of the Statutory Regulations, provided that they are not (financially) suspended at the time of graduation.
Procedure of Suspension Accumulation
11.42
If a member receives a suspension after having previously been suspended, the following
multipliers will be applied to the penalty of subsequent offence:
• Second offence: x1,5
• Third offence: x2
• Fourth offence: x3
• Fifth offence: The board may decide to enforce a termination of membership. If they
deem this unreasonable the multiplier of the fourth offence applies.
