Policies and Procedures

1. Conduct and Safety on Campus

2. Clubs and Organizations

3. Emails

4. Experiential Learning (CEP, Zones etc)

5. External Agencies

6. Mailbox and Lockers

7. Personal Information

8. Sharing of Personal Information

9. Storage Room

10. Student Events and Programs

11. Student Support

 

 

 

Reporting an Incident

  • All students are expected to conform to the standards of the Georgetown University community. For more information on the standards of our community, click here.
  • If you wish to report an incident about a student’s behavior, please send an email.
  • Students can also submit anonymous forms if they believe that they have been biased against. The forms are available here. Additionally, for more information on Bias Reporting, click here.
  • Any member of the university community can make a report about a possible bias-related incident or hate crime using the link for Bias Reporting.

  • The identity of the individual – both of the complainant and the defendant - are protected at all times and not divulged to anybody other than the investigating individual.

Code of Conduct

  • All registered students at Georgetown University in Qatar are expected to adhere to the Code of Conduct. Click here for more information.
  • If a Code of Conduct charge has been made against a student, they will be informed of it by email from an Investigating Officer
  • All information –relating to the complainant and defendant – will be kept confidential and identities will not be revealed to any member of staff who are not connected with the particular case
  • Students have the right to appeal a decision
  • More information on student’s rights and responsibilities relating to the Code of Conduct can be found here

Personal Responsibility

  • Students are solely responsible for the safety and security of their personal property on campus
  • The university does not hold any liability for personal property that is lost, destroyed or damaged on campus

Emergency Protocol

  • In case of an emergency, a message will be sent to the mobile phone on record
  • If the message fails to transmit, an email will be sent 
  • Students should respond as instructed

Sexual Misconduct

  • Georgetown prohibits all forms of sexual misconduct, including sexual harassment, sexual assault, domestic violence, dating violence and stalking.
  • Georgetown offers comprehensive resources for those seeking help here 
  • Faculty and staff are required to report to the Title IX Coordinator or a Deputy Title IX Coordinator the details of an incident so that the University can respond appropriately to maintain a safe campus environment
  • You have the option to file no formal complaint at all
  • A formal complaint may be made via the student code of conduct system by visiting Naila Sherman, Brendan Hill or writing to gu.......[at]georgetown.edu

Bias Reporting

  • Reports of behavior that is bias-related or hate-related may be made using the following link: http://biasreporting.georgetown.edu
  • The person reporting can remain anonymous, if they choose to do so
  • Bias reports are filed on main campus and a staff member in Washington, DC determines who should be notified

Smoking Area

  • Students are only allowed to smoke at designated smoking areas on campus
  • Violations of this policy will result in a Code of Conduct charge against the student

Parking Policy

  • Students are only allowed to park at designated parking areas on campus
  • Violations of this policy will result in a Code of Conduct charge against the student

Identification on Campus

  • Students must carry their Georgetown University Identification Cards at all times while they are on campus
  • Failure to show a Georgetown University Identification at all entrance points to the building will ensure that students cannot enter the campus
  • If a security guard asks a student for their Georgetown University Identification card, they are expected to provide it immediately. Failure to do so will result in a Code of Conduct charge against the student
  • Students are not expected to display their Georgetown University Identification card to any official that is not part of Georgetown Security, or has not shown them any proper identification themselves

Setting up a club

  • Any registered student can start a new club on campus as long as it meets the following parameters:
  1. There is no other student club on campus that share the same mission
  2. The club’s mission is not in contradiction to the values of Georgetown University
  3. The mission of the club does not exclude any member of our community (students, staff and faculty) from participation
  • The student has to fill out an Action Plan by contacting the Assistant Director for Student Programs
  • The student has to set up an appointment with the Assistant Director for Student Programs
  • Once the Assistant Director for Student Programs reviews and is satisfied with the Action Plan, the club is automatically registered and is able to apply for SAC Funding

Maintaining a club

  • For the purpose of maintaining a club on campus, the students have to fulfill the following conditions:
  • Submit a yearly Action Plan before the start of the academic year and receive approval from the Assistant Director for Student Programs
  • Advertise at SAC Fair (This can only be done if the Action Plan is received prior to the SAC fair dates)
  • Attend all Leadership Retreats run by the Office of Student Life
  • Hold at least two meetings per semester between club/committee leaders and the Assistant Director for Student Programs
  • Hold at least one event per semester
  • If the club receives SAC funding, they must submit a post-event evaluation form within 96 hours from the completion of the event
  • Attend an End of Year Club Assessment meeting with the Assistant Director for Student Programs

Dissolution of a club

A club is dissolved if it meets any of the following conditions:

  • It changes its mission to one that is deemed by the Office of Student Life to be too similar to an existing club
  • It changes its mission to be in contradiction with the values of Georgetown University
  • Through practice and mission, it restricts access to its events to any member of the community (students, staff and faculty)
  • It does not submit an Action Plan for a relevant academic year
  • It does not advertise at SAC Fair
  • Its leadership does not attend leadership retreats and trainings that are offered by the Office of Student Life
  • It does not hold two meetings per semester between club/committee leaders and the Assistant Director for Student Programs
  • It fails to hold at least one event per semester
  • It does not submit a post-event evaluation form within 96 hours from the completion of a SAC-funded event
  • It does not meet with the Assistant Director for Student Programs for the End of Year Club Assessment 

Applying for SAC Funding

  • Only registered clubs at Georgetown can apply for SAC funding
  • A club can apply for SAC funding as soon as its Action Plan has been approved by the Assistant Director for Student Programs
  • The application for SAC Funding needs to be made within 10 business days prior to the event. Failure to do so will prevent SAC from approving the required funding
  • Upon completion of the event, the club has to submit a Post Event Evaluation Form within 96 hours of the event

University credit card for Student clubs

  • Two leaders per club have to be nominated to and approved by the Assistant Director for Student Programs to have authorization to handle the university credit card
  • Students must receive SAC approval for spending funds before they can access the credit card
  • Students must fill out a check-out form at the Office of Business Processes (within the Office of Student Life) to receive the card
  • The card must not be in student possession for more than 24 hours since the time it was signed out
  • The student assumes all responsibilities for any expenses that are charged to the credit card whilst in their possession
  • The student is liable for any losses due to negligence or the loss of the card while it is in their possession

Emails 

  • Emails on the list-serve should not be offensive to individuals or communities and have to be in line with the values of Georgetown University. For further information, refer to our ethos statement here  
  • Emails that are in direct contrast to the values of Georgetown University and which target students, staff or faculty (individually or as a community) are liable to sanction as per the Code of Conduct
  • Students cannot advertise their club events on the list-serve
  • Students can advertise club material on social media (facebook and twitter) by speaking to the Assistant Director for Student Programs
  • Additionally, if they want their event’s information to be added to the weekly student newsletter, they have to send in their announcement to gu........[at]georgetown.edu on the Wednesday of the week before their event

Trip Selection for Experiential Learning (E.g. CEP and Zones)

  • The process for trip selection is based on the merit of the application form and the program policy on previous program involvement
  • Late applications (3 hours from deadline) are penalized. Late applications (over 3 hours from deadline) are automatically rejected
  • Students apply by sending an email with the specified application requirements to sf................[at]georgetown.edu
  • They are received and compiled by the Director of Student Life who is not on the selection committee, who removes any identifying aspects (name, gender, class) from the application form and assigns a number to the form
  • The Selection Committee (which comprises staff and faculty) reviews the applications and makes a selection based on the merit of each application
  • The selected numbers are handed back to the Director of Student Life who corresponds the numbers with the names. This is followed by the Director of Student Life informing the Selection Committee on the names of the selected candidates

Sponsorships from external agencies

  • Students cannot negotiate or accept sponsorship (in cash or kind) from any external agency
  • Students have to inform the Assistant Director for Student Programs and the Office of External Relations of their interest in soliciting sponsorships from external agencies
  • The Assistant Director for Student Programs will work with the Office of External Relations to ensure that the needs of the student club and Georgetown are in agreement with one another
  • Students working with an external agency cannot represent the views and interests of Georgetown University 
  • Any formal arrangements between the external agency and the student club can only be contracted between a staff member from both these institutions
  • Georgetown University cannot be held responsible for any oral or written contracts between students and external agencies , that have not been vetted by the Assistant Director for Student Programs and the Office of External Relations

Working with external agencies

  • If a student works with an external agency, they need to inform and receive the written consent of the Assistant Director for Student Programs
  • The Assistant Director for Student Programs will work with the Office of External Relations to ensure that the needs of the student club and Georgetown are in agreement with one another
  • Students working with an external agency cannot represent the views and interests of Georgetown University 
  • Any formal arrangements between the external agency and the student club can only be contracted between a staff member from both these institutions
  • Georgetown University cannot be held responsible for any oral or written contracts between students and external agencies , that have not been vetted by the Assistant Director for Student Programs and the Office of External Relations

Fundraising on campus

  • Charity and fundraising events and activities are discouraged on campus due to conflicts with our legal standing in Qatar
  • Georgetown University is a grant-receiving organization and therefore, university assets (both tangible and intangible) cannot be used for the purpose of generating further funds
  • If a fundraiser is held in Georgetown, visible presence of a local charity that is receiving the funds is necessary
  • Funds can be collected only by a designated member of the local charity
  • Students are not allowed to handle any monetary transactions prior to, during, or after the fundraiser

Mailboxes and Lockers

  • All students have access to a mailbox and locker on campus
  • The keys for each of these will be distributed to the student at their New Student Orientation
  • Students are responsible for the contents in their mailbox and locker
  • Students are legally responsible for the possessions in their mailbox and locker, and it is advised that contraband or any articles that are illegal according to the laws and regulations of the State of Qatar are not placed in mailbox or lockers
  • If you lose your mailbox or locker key, you are expected to report to Georgetown University Security within 12 hours of the incident
  • Lost keys can be replaced for a fee of Qrls. 50  - payable at the Finance Department of Georgetown University in Qatar
  • If a mailbox or locker key is found, it has to be turned in immediately to a member of Georgetown University’s Security Team
  • Security can only be used to unlock your personal mailbox or locker key in an event of an emergency. You would have to provide your Georgetown ID to the Security for verification in order to open your mailbox or locker in absence of your key

Personal Information

  • All students are required to keep their contact details current
  • This includes mobile phone number, emergency contact information, current address and travel documents. Failure to update any changes to personal information could have serious repercussions in times of emergency
  • Students who do not update their personal information are held liable for any action that was a result of their decision to not update their personal information
  • In order to be on the emergency notification list, all students must have a mobile phone with a Qatar SIM card, and the number should be entered into MyAccess
  • Emergency Contact Information should also be entered in the Next of Kin tab in MyAccess
  • If you renew your passport or Qatar ID, please send an updated copy to sf................[at]georgetown.edu

Sharing of Personal Information

  • Georgetown’s policy is not to release student record information without the written consent of the student, however, there are some exceptions
  • For example, directory information includes the following and may be released without the student’s consent:  student name, addresses, including e-mail address, telephone numbers, date and place of birth, parents names, major field of study, dates of attendance, enrollment status, expected date of graduation, degrees and awards received, the most recent previous educational institution attended, participation in officially recognized activities and sports, and weight and height of members of athletic teams. 
  • Qatar Foundation requires any student receiving QF/HBKU financial aid or HBKU Scholarship must sign a Records Release waiver so that Georgetown can share information such as GPA (which qualifies the student for financial aid)
  • Qatar Foundation also requires students working as a CDA or Front Desk Assistant to sign a Records Release form, allowing Georgetown to confirm that they are in good academic standing
  • For more information, please read about the Family Educational Rights and Privacy Act (FERPA) here

Storage Room

  • Access to the storage room is limited to Student Life staff and its student workers only
  • Students who need student affairs supplies for their club or organization events can accompany permitted staff to access the Student Life storage room
  • An inventory is available, upon request, and should be filled by a staff member prior and post any movement of university assets from the Student Life storage room

Registration for Student Events

  • All students are eligible to register for student events on or off campus
  • No students can be discriminated against (on the basis of race, sex, sexual orientation, age, religion, national origin, marital status, veteran status, disability or other categories protected by law or any other factor) in the participation of any event on or off campus
  • Events and the registration process will be disseminated to students through email. Each event may have different processes and deadlines
  • Students have to ensure that they meet the requirements of registration to qualify to attend any event on or off campus

Registration for Student Life Programs

  • All students are eligible to register for student life activities within and outside of campus
  • No students can be discriminated against (on the basis of race, sex, sexual orientation, age, religion, national origin, marital status, veteran status, disability or other categories protected by law or any other factor) in the participation of any event on or off campus
  • Events and the registration process will be disseminated to students through email. Each event may have different processes and deadlines
  • Students have to ensure that they meet the requirements of registration to qualify to attend any event on or off campus

Housing

  • All current students are eligible to live in HBKU residence halls
  • Upon graduation, students must find alternative accommodation off-campus
  • Students are eligible to live in the Residence Halls when taking classes and between the Fall and Spring semesters. Please ensure that you have received confirmation of your status and your case is aware to the Georgetown Housing Liaison on campus
  • During summer holidays, students must receive permission to stay in the Residence Halls.  The costs are the responsibility of the student, unless other arrangements have been made. However, these arrangements need to be communicated to the Georgetown Housing Liaison
  • Students are responsible for reading and abiding by the Community Living Standards
  • Students who violate the Community Living Standards of Residence Life, may be subject to further investigation by Georgetown University’s Code of Conduct Officer
  • In order to register for Housing, please read the instructions and fill out the link on this page

Health Insurance

  • All enrolled international and local expatriate students residing in Qatar are required to carry a supplementary private health insurance, in addition to their Qatar National Health (Hamad) Card
  • GU-Q has negotiated a comprehensive medical and travel policy designed specifically for GU-Q students
  • All international and local expatriate students will be automatically enrolled and charged a premium fee for this insurance on their student billing accounts
  • If the student would like to decline this insurance coverage, they must sign a waiver form and provide documentation of another private health insurance 
  • Qatari students are automatically waived from the requirement to have supplementary private insurance 
  • Students are responsible for understanding their insurance coverage and benefits and must carefully read the enrollment and benefit details, including the inclusions, exclusions, and limitations of their coverage.  For more information, click here 

Exit Permits

  • Georgetown University can facilitate the exit permit process only for students that are sponsored by Georgetown University/Qatar Foundation. Other students (non-Georgetown sponsored) have to depend on their own resources to acquire an exit permit
  • Exit permits are valid for one week before the date of travel, so students are expected to let Georgetown University’s Immigration liaison know about his/her intended travel at least 2 weeks before the journey
  • Unless in cases of an emergency, the Immigration liaison is unable to process any exit permits within three days of the dates of travel
  • Students need to ensure that they do not have any dues pending towards Georgetown University/Qatar Foundation
  • Students are responsible for the QR 10 payment per exit permit. A copy of a receipt from Georgetown’s Finance Department is necessary for the processing of the exit permit by our Immigration Liaison

International student requirements

  • Non-resident international students require a Residency Permit (RP) and Qatar ID in order to study in Qatar
  • International students will be sponsored by Qatar Foundation and are required to have an Exit Permit every time they travel out of Qatar
  • Family members who wish to visit will need to obtain their own visa
  • For details on obtaining an RP, exit permits and family visas, click here