Wilson Workforce and Rehabilitation Center

Conduct Review Board Charter

 

Mission

The WWRC Conduct Review Board is charged with the responsibility for timely, equitable, and fair review of targeted WWRC student behaviors documented through written Immediate Observation Notes, per WWRC protocols governing the Student Code of Conduct and sanctions for violations, and in accordance with AGM 4.2.5

This is accomplished by:

  • Timely scheduling of meetings and disposition of outcomes, per established protocols;
  • Careful review of all evidence surrounding the offense, including (but not limited to) an interview with the student, written documentation, and consultation with members of the student's assigned Rehabilitation Team, as appropriate;
  • Providing the center with collective  opinions from Board members ensuring the Board arrives at the most informed decision possible that considers dual needs of the individual and needs of the community;  
  • Reviewing the Board's findings and disciplinary sanction(s), if any, with the student and his/her assigned Rehabilitation Counselor immediately following the hearing, and advising the student of his/her right to an internal appeal; and,
  • In all activities, ensuring appropriate levels of collaboration, team work, communication, and accountability in accordance with the Center's values.

 

Scope of Authority

The WWRC Conduct Review Board is an administrative team with delegated authority to review targeted student behaviors deemed as Immediate and to enforce WWRC's Student Code of Conduct in the review and disposition of incidents.  To the greatest extent possible, the Review Board will, in selecting a sanction(s), take into consideration the student's needs and obligations so that the sanction does not unduly affect the student's rehabilitation program. 

Actions that may be taken and/or sanctions which may be imposed include (but are not limited to):

 

  • No Action Taken:  No action taken by the Conduct Review Board.   This action is typically taken before a Conduct Review Board is scheduled based on initial consultation with the client's assigned Rehabilitation Counselor and Behavioral Health clinician, if relevant (see process section of this Charter).   This action may also be taken if there is not a "preponderance of evidence" to support the observation note documentation.
  • Referral Back to the Rehabilitation Team:  The Review Board may determine that the issue should be referred back to the student's assigned Rehabilitation Team for consideration of additional 'wrap-around supports' or other rehabilitation intervention.  This sanction may be imposed with or without a Disciplinary Warning or a Disciplinary Probation. 
  • Disciplinary Warning:  A verbal and/or written statement from the Review Board Chair or his/her designee expressing disapproval of the student's conduct and directing the student to cease such behavior.  A record of the disciplinary warning will be documented as an AWARE Service Note by the Review Board Chair, or designee, and may be introduced in subsequent disciplinary proceedings during that client's same admissions period.
  • Disciplinary Probation:  A written statement  from the Panel Chair or his/her designee outlining the inappropriate behavior, directing the student to refrain from such behavior, and informing the student that s/he is on probationary status.   The probationary period will be no less than 30 calendar days and no greater than 120 calendar days.  When a Disciplinary Probation is issued, the student is required to comply with any behavioral supports put into place (no longer optional).  A record of the disciplinary probation will be documented as an AWARE Service Note by the Review Board Chair, or designee, and may be introduced in subsequent disciplinary proceedings during that client's same admission period.  
  • Disciplinary Suspension:  The suspension of a student from campus for a specified period of time presented, in writing, to the student by the Review Board Chair or his/her designee.   At the end of the suspension, the student will be permitted to return to the facility and may be placed on disciplinary probation for a period not to exceed 90 calendar days.   The assigned Rehabilitation Counselor will schedule a Rehabilitation Team meeting within five (5) business days upon return to the Center to reinforce any conditions of return with the client and the full Team.   A record of the disciplinary suspension will be documented in an AWARE Service Note by the Review Board Chair, or designee, and may be introduced in subsequent disciplinary proceedings during that client's same admission period.   
  • Disciplinary Discharge:  A discharge of the student from the facility, presented in writing, to the student by the Review Board Chair or his/her designee.  The sanction letter will state the length of time before the student can be considered for readmission, with any related conditions for readmissions consideration.  A record of the disciplinary discharge will be documented in an AWARE Service Note by the Review Board Chair, or designee, and the sanction letter will be retained in DocFinity for future reference should the client re-apply for admission at a later date.  When the Review Board recommends a Disciplinary Discharge, this automatically triggers a joint review by the WWRC Rehabilitation Counseling Manager and WWRC Dean of Students & Division Director, Residential Services (step #1 appeal protocol), in accordance with the WWRC Administrative Governance Manual, Section 2.3.4.
  • Residential Discharge:  A suspension of privilege to reside on the WWRC campus.  When this sanction is imposed, the student must move off campus, however, continue to participate in their assigned program area.
  • Restitution (Pay Back):    A written instruction from the Review Board Chair to make specific compensation for property of WWRC which was damaged, destroyed, or misused.  A written invoice will be issued by the WWRC Business Office, with a copy to the Review Board Chair and the person's assigned Rehabilitation Counselor.  A record of this disposition will be maintained until full restitution is made following which all records related to the sanction will be destroyed.  During that time, the record may be introduced in subsequent disciplinary proceedings.  For training students, restitution must be made prior to graduation.
  • Modification of Privileges:   Campus privileges, such as dorm assignments and the option to have a vehicle on campus, may be revoked or modified for a designated period of time.    When invoked, a description of the modification of privileges will be documented in an AWARE Service Note by the Review Board Chair, or designee.

 

Membership and Roles

Members of the WWRC Conduct Review Board shall be appointed by the WWRC Director, in consultation with the WWRC Executive Team.  In selecting and appointing members, it is advisable to choose those who take a systems perspective of the Center within the greater Agency, understand the scope of WWRC's mission to serve consumers with a focus on Workforce and Employment outcomes, and whose representation is diverse and avoids any real or perceived conflict of interest in the disposition of documented offenses.  

 

Membership will include one Chair and two members, with a pool of designated alternates.  Full members will serve two year terms (except the Chair whose position responsibility will remain constant to provide continuity to the panel process), rotating off on alternate years.   Alternates will be selected (or re-appointed) annually and will provide coverage due to illness, travel, leave, or other staffing irregularities affecting regular members.    In the event that regularly appointed Conduct Review Board members or alternates are unavailable, the CRB Chair has the authority to identify and recruit interim members/alternates to ensure that CRB functions are maintained.    Long-term membership changes must be approved by the WWRC Director, after review by the WWRC Executive Team and the Conduct Review Board member's supervisor. 

Review Board member orientation and training (all members and alternate members) will be coordinated and led by the WWRC Executive Team on at least an annual basis.    The orientation and training will reinforce the role of the Review Board in implementation of WWRC's vision for behavior intervention within a rehabilitation environment.   The orientation and training will empower Review Board members to carry out their assigned function and provide administrative supports needed to do so. 

The Review Board Chair is accountable to:

  • Assign a staff member to schedule Review Board meetings and perform necessary logistical support functions for the Board, including, but not limited to: timely notification of scheduled Conduct Review Board meetings with relevant parties; and documentation of dispositions according to defined protocols.
  • Assure meetings are scheduled in a timely manner and members are notified of any changes or cancellations.  
  • Follow all documented protocols and business processes governing the determination of sanctions for violations of the Student Code of Conduct.
  • Assure all members have an equal opportunity to be heard and voice opinions.
  • Independently manage any conflict within the panel to negotiate a reasonable sanction.
  • Engage appropriate subject matter experts as needed.
  • Maintain a focus of the meeting on the panel's authorized scope and function.
  • Maintain a record of all meetings and panel dispositions.
  • Communicate effectively with internal and external parties relevant to the disposition of incidents.

Review Board members are expected to:

  • Arrive on time and be prepared to participate in all meetings.
  • Maintain an open mind and problem-solving approach.
  • Disagree professionally and respectfully when differences are perceived with other panel members.
  • Assure achievement of panel objectives, within defined scope and authority.

 

The Process

When an Immediate Observation Note is documented, the Review Board Chair, or designated alternate, should initiate immediate contact with the client's assigned Rehabilitation Counselor to confirm if the client is under guardianship and if other special circumstances are in effect.  The Review Board Chair, or designate alternate, should also consult with the client's assigned Behavioral Health clinician, if relevant, before scheduling a Review Board meeting to identify any mitigating circumstances or issues that may impact Board deliberations.    

Once it has been determined that a meeting should be convened and who should be invited, the designated Conduct Review Board support staff person will schedule the meeting and notify the WWRC Rehabilitation Counselor who will serve as the client's advocate.  If the client is under guardianship, reasonable efforts must be made to schedule the meeting when the guardian(s) is available to participate in person or via phone/VTC.    Conduct Review Board meetings will be scheduled, as needed, in 15-30 minute intervals on Wednesday afternoons and Thursday mornings, at a pre-determined location with access to the internet and CoV network, and conference phone/VTC capability as needed. 

Upon notification of a scheduled Conduct Review Board meeting, the WWRC Rehabilitation Counselor will notify the client and meet in advance of the scheduled meeting to review the process, explain possible actions of the Review Board, and explain his/her role as the client's advocate.    The WWRC Rehabilitation Counselor will also notify the DARS Division of Rehabilitative Services (DRS) Counselor of their option to participate.  The designated Conduct Review Board support staff person will assume responsibility for setting up conference call or VTC capability, as needed, with invited parties who need to participate remotely.

Team members who are unable to attend on any given day should contact the Review Board Chair in advance.   The Conduct Review Board support staff person is expected to contact alternate members to confirm and schedule coverage, as needed.  

Witnesses are not allowed at the Conduct Review Board level.   If witnesses are requested, they will be called during the appeal process only. 

On the scheduled date/time, the Review Board will meet with the student, assigned WWRC Rehabilitation Counselor, and other invited parties, to review the observation note as written, listen to the client's perspective, and hear any mitigating or other evidence.  The Conduct Review Board will confer in private and apply the "preponderance of evidence" standard in its final disposition.  In determining the most appropriate sanction(s) for the Student Code of Conduct Violation, Review Board members will take into consideration:

  • The maintenance of a safe, non-discriminatory and respectful environment conducive to learning
  • Patterns of behavior and/or prior Conduct Review Board sanctions issued for similar misconduct
  • Level of compliance with medical restrictions
  • Degree to which the student follows his/her treatment and rehab plan
  • Acuity level of students on campus at any given time vis-à-vis campus capacity to respond to issues
  • Real/perceived environmental indicators – might need to "shake up" the environment
  • Whether the student has accepted responsibility for his/her misconduct
  • Any other mitigating, aggravating, or compelling factors.

The decision is to be communicated directly to the client and other invited parties at the conclusion of the scheduled Conduct Review Board meeting.   Information on the client's right to appeal is provided at that time.

If a client is absent on the scheduled date/time, the Review Board will convene to review all available evidence and a decision will be rendered in absentia.  The client will be notified of his/her right to appeal. 

The assigned Conduct Review Board support staff will document the disposition in an AWARE Service Note on the same business day, if possible, but no later than two business days following the scheduled meeting.  The WWRC Rehabilitation Counselor will forward the AWARE Service Note to the DARS Counselor and the client's assigned Rehabilitation Team.   A phone call to the DARS Counselor is expected when the disposition is a Disciplinary Suspension or Discharge.   The Conduct Review Board Chair will "Reply All" to the Observation Note Distribution Group to communicate the Board's decision.   

 

Quality Review/Performance Assessment

The WWRC Organizational Development and Quality Assurance (OD&QA) Division will conduct periodic, independent reviews to document effectiveness and efficiencies of the Conduct Review Board.    Findings and recommendations will be presented to the WWRC Executive Team on at least an annual basis.    Questions to be answered during these reviews include, but are not limited to:

  • What impact does the Conduct Review Board have on student behavior and the environment over time?
  • What types of sanctions are being issued by the Conduct Review Board and in what frequency? 
  • What are the student demographics behind each type of sanction issued – are there any trends/patterns by disability type, ethnic background, etc.?
  • Does the Conduct Review Board operate in alignment with its Charter? 
  • What are levels of satisfaction with the Conduct Review Board by clients, Rehabilitation Counselor & Rehab Team members, families, and sponsors? By Conduct Review Board panel members?
  • Appeals of Conduct Review Board decisions – frequency and number that are upheld vs. modified
  • Are there any predictive patterns for Conduct Review Board sanctions and appeals?   Any correlation between rehab rates (individual/system levels) and Conduct Review Board outcomes?