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The grievance procedures outlined below are designed to assure prompt and equitable resolution of problems arising from the implementation of academic and administrative policies of the Ph.D. Program. If possible, the Program seeks to find resolution through mutual agreement between the parties and by a process as close to the original difficulty as possible. At the same time it attempts to be responsive to student concerns and to provide a thorough review and due process with regard to any difficulty that has arisen. The procedure moves through several steps, beginning with an informal process and, if necessary, moving to several steps of formal process.
A student grievance is an allegation by a student that there has been a misapplication of, or failure to act pursuant to, the policies of the Ph.D. Program of University. This grievance procedure covers all complaints except for those that fall under the policies on dual relations, sexual harassment and sexual offense, and academic honesty.
Informal
If a student feels aggrieved, s/he is encouraged to discuss the problem with the person with whom s/he has the complaint, in an effort to come to a satisfactory remedy. While this is not required, it is strongly encouraged as the initial place to express one's grievance.
If these informal direct discussions are not successful, then the student may seek involvement of his/her Core Faculty Advisor. An aggrieved party must initiate the process within a period no longer than 30 days after the action leading to the grievance occurred. The Core Faculty Advisor will seek, in consultation with the complainant and the person who is the object of the complaint, to mediate the difference and reach a mutually agreed-upon solution. If the complaint is against the Core Faculty Advisor, the informal complaint shall be addressed to one of the program's other Core Faculty members.
Formal
If the student-initiated informal process indicated above is not successful and the student remains dissatisfied, or if the student chooses not to utilize the informal steps at all, s/he may address a formal written complaint no later than 30 days after the conclusion of the Informal process, or if the student has chosen not to employ the informal process s/he has no longer than 30 days after the incident, following the process outlined below. The complaint will be handled differently depending on whether it involves an academic or an administrative function.
a. Academic:
If the complaint is of an academic nature (those involving academic policies and procedures, probation and forced withdrawals, exemptions to academic requirements) the student should write a formal detailed complaint to the Chair of the Review Committee Academic, stating as fully as possible the nature offending action, the person who is complained against, and the steps taken to date to resolve the issue. The standing Review Committee - Academic, consisting of Core and Mentor Faculty designated at the beginning of each term, will gather information from the parties to the complaint and/or others and keep a record or summary of this information. After their review, they will recommend a solution and, if that is not acceptable, they will reach a decision on the complaint. In either case, they will state, in writing, the
basis for their recommendation or decision.
b. Administrative:
For administrative issues, such as administrative policies and procedures, student accounts, provision of support services, and the like, the complaint will go to an expanded Review Committee, which will also include the Program Administrator and/or other staff. The Committee will review the complaint in conjunction with relevant staff other than the party complained against. Together they will gather information from the parties to the complaint and keep a record or summary of this information. After their review, they will recommend a solution by mutual agreement, and, if this is not acceptable, they will reach a decision on the complaint. In either case, they will state, in writing, a basis for their recommendation or decision.
If the parties accept the recommendations of the Review Committee in writing, the formal process terminates. If the recommendations are not accepted, and the dispute proceeds to a decision, the complainant will indicate within 15 days of receipt of the review group's decision whether s/he accepts the decision or desires to appeal for a further review. If s/he accepts the decision, the formal process terminates.
Appeal
If the complainant elects to appeal the decision of the Review Committee, the appeal will go to the Program Director, along with all documentation involved in the previous consideration. If the Program Director is the object of the complaint, the complaint will be referred to the Chancellor.
The Program Director will review the documentation and Committee decision. The Program Director may choose to arrange additional information-gathering efforts. The Program Director will make her decision whether to uphold the Committee's decision within 15 days of the complainant's appeal. The Program Director's decision is final. In the case where the Program Director is the object of the complaint, the Chancellor's decision is final.
No reprisal of any kind shall be taken against any participant in a grievance procedure by reason of proper participation in such procedure.
(This Grievance Procedure has been modified from a similar one from Fielding Institute, 2000)
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