Grievance Procedures: Formal Procedures

Identification of the Grievance Committee

The faculty shall elect annually three members of the College of Education faculty, and graduate students shall annually elect two graduate students to serve on a College Grievance Committee. The faculty member and graduate student receiving the next highest number of votes shall be designated as alternates to serve in case an elected member cannot serve or is determined to have a conflict of interest. In the event of further vacancies, the Associate Dean for Academic Affairs shall appoint appropriate replacements. Any other conflicts shall be referred to the Associate Dean for Academic Affairs.

The committee shall elect a chair from among its members. The chair is responsible for assuring that a record of the committee’s investigations, deliberations, and recommendations is forwarded to the Associate Dean for Academic Affairs.

Procedures

1. A student in the College of Education may file a formal grievance with either the College of Education Associate Dean for Academic Affairs or directly with the Graduate College. A formal grievance should be filed promptly and must be filed in writing within 180 days of the decision or behavior resulting in the grievance, regardless of whether the college procedure or Graduate College procedure is used. The written grievance should indicate: the parties involved; the action or decision being contested; any applicable university, campus or unit policy; an explanation of why the action or decision is inappropriate; and, the remedy sought.
2. The Associate Dean for Academic Affairs shall define the subject matter and scope of the issues related to the grievance in a written charge to the grievance committee. The primary involved parties shall receive a copy of the charge.
3. Any participant to the grievance may challenge any member of the grievance committee if there is a perceived conflict of interest. The challenge should be made in writing to the College of Education Associate Dean for Academic Affairs. If the objection is prompt and reasonable, the Associate Dean for Academic Affairs shall replace the person with one who meets the stated criteria. The decision of the Associate Dean as to whether the challenge is prompt and reasonable, and to the acceptability of the replacement selected, may be a basis for appeal of the grievance committee’s recommendation.
4. The grievance committee’s investigation shall include a review of written materials presented. In addition, the committee will seek information from the primary involved parties in writing or in person. During a hearing, each of the primary involved parties may make a brief opening statement, and then respond to questions from the committee. The primary involved parties may not question each other directly, but may pose questions through the committee chair. At the end of the hearing, each primary involved party may make a closing statement.
5. Within 30 calendar days of the filing of the grievance, the chair of the grievance committee shall report its recommendations in writing to the Associate Dean for Academic Affairs. The Associate Dean for Academic Affairs may grant an extension of the time limit for good cause. The grievance committee’s report shall contain:
   1. A summary of the grievant’s contentions and relief sought;
   2. The response of the individual or college/department against whom/which the grievance was filed;
   3. A general description of the investigative process;
   4. A citation of relevant policies;
   5. An explicit finding of fact based on the preponderance of the evidence with respect to each grievance included in the grievance committee’s charge;
   6. A listing of the evidence relevant to each finding;
   7. An indication of whether there was a reasonable basis in fact and honest belief for the allegations in the investigated grievance;
   8. A recommendation of appropriate redress for the grievant(s); and,
   9. Any recommended changes in policies and procedures to minimize the probability of recurrence.
6. Within 7 calendar days of receipt of the committee’s report, the Associate Dean for Academic Affairs shall determine the disposition of the case and communicate the decision to the primary involved individuals. If the Associate Dean for Academic Affairs determines that the grievance has not been proved or has no merit, the Associate Dean for Academic Affairs will notify all involved parties and all persons who have been interviewed or otherwise informed that grievance has been dismissed.  If the Associate Dean for Academic Affairs concurs with the committee’s conclusion that the grievance has been sustained and has merit, the Associate Dean for Academic Affairs will proceed in accordance with the university statutes and relevant university rules and regulations. The Associate Dean for Academic Affairs may, after consultation with appropriate campus officers, prescribe redress for the grievant. In addition, the Associate Dean for Academic Affairs may initiate modifications of department or college policies or procedures. The Associate Dean for Academic Affairs shall notify the relevant primary involved individuals (grievant, respondent, grievance committee members) of actions taken.
7. Within 10 calendar days of receipt of written notification of the Associate Dean for Academic Affairs’ determination, appeals may be made to the Graduate College as specified in the Graduate College grievance policy. This appeal can be based only upon demonstrated specific deficiencies in the application of this college’s grievance procedure to the student’s grievance.
8. After completion of a grievance review and all ensuing related actions, the Associate Dean for Academic Affairs shall return all original documents and materials to the persons who furnished them. The Associate Dean for Academic Affairs shall destroy the grievance file on a date 5 years beyond the grievant’s time limit for completion of the degree. A report of the nature of the grievance and the primary involved parties shall be forwarded to the Graduate College.