14. In any case in which the Proctors consider that it may be appropriate to exercise their powers under section 31, they shall send a notice to the student:
(1) informing him or her of the alleged breach against him or her, identifying by reference to the relevant provision in Statute XI the act or omission alleged to constitute the breach;
(2) giving full particulars of the alleged breach or breaches, including the date or dates or approximate date or dates on which or between which each breach is alleged to have been committed and the place at which the breach is alleged to have taken place;
(3) explaining to him or her the powers of the Proctors under section 31, including the penalties available, and the right of appeal;
(4) explaining to him or her the alternative procedures of referral to the Student Disciplinary Panel, the penalties available, and the rights of appeal;
(5) asking the student whether he or she wishes the matter to be dealt with by the Proctors under section 31 instead of being referred to the Student Disciplinary Panel;
(6) asking the student to reply to the Proctors in writing within seven days of the sending of the letter;
and the Proctors shall annex to the notice a copy of these regulations unless previously provided by the Proctors.
15. Where a student has agreed in writing to the matter being dealt with under section 31, the procedure shall be as follows:
(1) the Proctors shall notify the student in writing of the date of the hearing, giving at least two clear days’ notice;
(2) the student shall be entitled to be accompanied or represented by a member of Congregation;
(3) the student may apply for an adjournment of the hearing, which the Proctors may grant if they consider it reasonable to do so;
(4) the Proctors may proceed with a hearing in the absence of the student except where they consider that his or her absence is due to circumstances beyond his or control.
(5) the Clerk to the Proctors shall read out the details of the alleged breach;
(6) the Proctors shall ask the student whether he or she understands the breach he or she is alleged to have committed;
(7) if the student confirms that he or she understands the breach that he or she is alleged to have committed, the Proctors or a person appointed by them shall provide a brief summary of the case and ask the student whether he or she accepts that he or she has committed the breach;
(8) if the student accepts that he or she has committed the breach,
(a) he or she shall be invited to make a statement in mitigation of the breach and may call witnesses relevant to any findings and penalty;
(b) if the student calls witnesses, the Proctors may call evidence in reply;
(9) if the student does not accept that he or she has committed the breach,
(a) the Proctors or a person appointed by them and the student shall be entitled to give evidence at the hearing, to make an opening speech, to call witnesses, and to question any person (including a party) who gives evidence.
(b) the student will usually be required to put his or her questions through the Proctors and may be required to put them in writing;
(c) the Proctors shall present their case first;
(d) closing statements may be made, with the student being given the opportunity to speak last.
(10) the student shall be asked to withdraw while the Proctors consider their findings and any penalty;
(11) the Proctors shall announce their findings and any penalty;
(12) where a fine and/or compensation is to be imposed, it shall be paid within seven calendar days to the Clerk to the Proctors;
(13) if the student appeals to the Student Disciplinary Panel, he or she may apply to the Proctors or to that Panel under section 49 (1) for an order suspending or postponing the imposition of any penalty imposed by the Proctors;
(14) the Proctors shall be responsible for ensuring that a written record of the proceedings is made;
(15) the Proctors shall send to the student a written record of their findings and any penalty imposed and inform the Dean of the student’s college of the outcome of any penalty imposed.