Policy Number: AUS-PA0202

Sponsor: Office of Academic Affairs

Effective Date: September 3, 2021

I. POLICY PURPOSE

(1) AUS seeks to foster the values of respect, integrity, fairness, and transparency among staff, faculty, and students. There are occasions, however, when conflicts arise which require resolution. Such conflicts are normally resolved informally and in good faith.

(2) To this end, students should attempt to resolve conflicts at the faculty and school level, beginning with direct communication in person or through use of college email with their instructors.

(3) In cases where such communication proves unsuccessful or unsatisfactory, an individual student has the right to file a formal grievance that complies with the terms of this policy and its procedures.

(4) This policy provides the terms and conditions under which a student may seek resolution to a claim that a specific academic decision or action has affected the student’s academic record or status, and has:

a. Violated published policies and procedures,

b. Been applied to the student (the grievant) in a manner different from that used for other students, or

c. Resulted in the assignment of a final grade for the course that is not consistent with the criteria for determining grades as described in the course syllabus.

(5) The purpose of the Student Academic Grievance Policy is to provide equitable and orderly processes, power and authority, limits, and responsibilities to resolve student non-grade-related academic grievances when a student believes they have been maltreated in a course and/or academic situation. In detail, the policy aims to ensure that each student’s grievance is evaluated objectively, bias is minimized, conflicts of interest are avoided, and issues are managed fairly, confidentially, and promptly through a systematic process to resolution.

II. POLICY APPLICABILITY

(1) Any AUS undergraduate or graduate student who believes they have been subjected to an improper decision on an academic matter is entitled to file a grievance to obtain an independent review of the allegedly improper decision, followed by corrective action if appropriate. A grievance is a complaint in writing made to an administrative officer of the University concerning an academic decision made by a person or group of persons acting in an official University capacity that directly and adversely affects the student as an individual in their academic capacity.

(2) This grievance procedure applies only in those cases involving a perceived academic impropriety arising from a decision taken by: (a) an individual instructor or researcher; (b) a school, faculty, department, or program; (c) a committee charged to administer academic policies of a particular school, faculty, department, or program; or (d) the Office of Academic Affairs, the Provost, the AUS Subcommittee on Academic Progress, or a Senate committee or subcommittee charged to administer academic policies of the Senate of the Academic Council. This procedure does not apply to: (a) complaints expressing dissatisfaction with a University policy of general application challenged on the grounds that the policy is unfair or inadvisable; (b) individual school, faculty, department, or academic program policies, as long as those policies are not inconsistent with general University policy; (c) matters proceeding or addressed through the Office of Standards; or (d) involuntary leave decisions.

III. POLICY STATEMENT

(1) The University takes its academic integrity and student concerns seriously. Thus, it is imperative that a mechanism exists that will give recourse to students who believe they have been maltreated by faculty. This policy is established to maintain high academic standards and to protect objectivity and fairness in academic situations.

(2) A grievance differs from an appeal of an academic decision, as it deals with service issues and not the actual outcomes of examinations or assessments. A student may file a grievance in the cases of an unresolved difference or dispute between themselves and the University (office or individual) related to services rendered or non-academic decisions. The policy covers matters outside the scope of other policies of the University.

IV. POLICY PROCEDURES

Informal Attempts at Resolution

(1) The student first should discuss the matter, orally or in writing, with the individual(s) most directly responsible. If no resolution results, the student should consult with the individual at the next administrative level, for example, the chair or director of the relevant department or program, or, for those cases in which there is none, with the school dean. At this stage, the department chair or program director, if any, may inform the dean that the consultation is taking place and may solicit their advice on ensuring adequate steps are taken to achieve a fair result. Efforts should be made to resolve the issues at an informal level without the complaint escalating to the status of a formal grievance.

The Filing of the Grievance and Formal Grievance Process

(2) If informal means of resolution prove unsatisfactory, the student should set forth in writing a statement of the decision that constitutes the subject matter of the dispute, the grounds on which it is being challenged, and the reasons why the grievant believes that the decision was improperly taken. The statement should also include a description of the remedy sought and the informal efforts taken to date to resolve the matter. It is at this point that the complaint becomes a formal grievance. The written grievance should specifically address the matters set forth in the Standards for Review, as stated below. The grievance should include an allegation of any adverse effects on the grievant known to the grievant at the time of filing.

(3) The grievance process does not relieve the student from their obligation to timely meet course or degree requirements. The student should continue to fulfill course and degree requirements following submission of the grievance and throughout the time required for the disposition of the grievance. Additionally, the grievance process does not pause or otherwise delay University or departmental actions taken for academic or other reasons, which may impact student status or eligibility for housing or other University services or resources.

The Response to the Grievance

(4) The relevant Dean will consider the grievance. The Dean may attempt to resolve the matter informally or make whatever disposition of the grievance they deem appropriate. In appropriate cases, the Dean may remand the grievance to a lower administrative level (including to the level at which the grievance arose) for further consideration.

(5) The Dean may also refer the grievance, or any issue therein, to any person (the "grievance officer") who will consider the matter and report to the Dean as the latter directs. The Dean will inform the grievant (and the party against whose decision the grievance has been filed) in writing of any referral of the matter and will specify the matters referred, the directions to the person or persons to whom the referral is made (including the time frame within which the person is to report back to the Dean), and the name of that person.

(6) In undertaking the review, the Dean or the grievance officer may request a response to the issues raised in the grievance from any individuals believed to have relevant information, including faculty, staff, and students.

(7) Should attempts to resolve the matter informally not be successful, the Dean will decide the grievance and will notify the grievant (and the party against whose decision the grievance has been filed) in writing of the disposition made of the grievance and the grounds for the disposition at the earliest practicable date after their receipt of the grievance.

(8) Normally, no more than 60 days should elapse between the filing of a grievance and the disposition by the Dean. If, because of an absence of key persons from the campus or other circumstances or exigencies (including those due to breaks in the academic calendar), the Dean decides that disposition on that schedule is not possible, they shall inform the grievant (and the party against whose decision the grievance has been filed) of that in writing, giving the grounds therefore and an estimate of when a disposition can be expected. During summer and the winter session, this time frame will nearly always be extended.

The Filing of an Appeal

(9) If the grievant is dissatisfied with the disposition of the grievance at the decanal level, either on substantive or procedural grounds, they may appeal in writing to the Provost.

(10) The appeal must specify the particular substantive or procedural bases of the appeal (that is, the appeal must be made on grounds other than general dissatisfaction with the disposition) and must be directed only to issues raised in the grievance as filed or to procedural errors in the grievance process itself, and not to new issues. The appeal must contain the following:

a. A copy of the original grievance and any other documents submitted by the grievant in connection therewith.

b. A copy of the determination made by the dean on that grievance.

c. A statement of why the reasons for the determination of the dean are not satisfactory to the grievant. This statement should specifically address the matters set forth in the Standards for Review below.

(11) The grievant will file their appeal at the earliest practicable date after the grievant's receipt of the determination by the dean. Normally, no more than 30 days should elapse between the transmittal of the dean's decision on the grievance and the filing of the appeal. Except in extraordinary circumstances, delay in filing an appeal will constitute grounds for rejection of the appeal.

(12) The appeal process does not relieve the student from their obligation to timely meet course or degree requirements. The student should continue to fulfill course and degree requirements following submission of the appeal to the Provost and throughout the time required for disposition of the appeal. Additionally, the appeal process does not pause or otherwise delay University or departmental actions taken for academic or other reasons which may impact student status or eligibility for housing or other University services or resources.

The Response to the Appeal

(13) The Provost may attempt to resolve the matter informally or refer the appeal, or any issue thereof, to any person (the "grievance appeal officer") who shall consider the matter and report to the Provost as the latter directs. The Provost may also, in appropriate cases, remand the matter to a lower administrative level (including to the level at which the grievance arose) for further consideration.

(14) The Provost will inform the grievant (and the party against whose decision the grievance has been filed) in writing of any referral of the matter and will specify the matters referred, the directions to the person to whom the referral is made (including the time frame within which the person is to report back to the Provost), and the name of that person.

(15) Should attempts be made to resolve the matter informally not be successful, the Provost will decide the appeal and will notify the grievant (and the party against whose decision the grievance has been filed) in writing of the disposition made of the grievance and the grounds for the disposition at the earliest practicable date after his or her receipt of the appeal. The decision of the Provost is final.

(16) Normally no more than 45 days should elapse between the filing of the appeal and the disposition by the Provost. If, because of an absence of key persons from the campus or other circumstances or exigencies (including those due to breaks in the academic calendar), the Provost judges that disposition on that schedule is not possible, they will inform the grievant (and the party against whose decision the grievance has been filed) of the fact in writing, giving the grounds therefore and an estimate of when a disposition can be expected. During summer and winter sessions, this time frame will nearly always be extended.

V. GRIEVANCES CONCERNING DECISIONS OF THE OFFICE OF ACADEMIC AFFAIRS, THE DEAN, OR OF A SENATE COMMITTEE OR SUBCOMMITTEE

(1) For a grievance concerning a decision of the Office of Academic Affairs, the AUS Subcommittee on Academic Progress, or a Senate committee or subcommittee, the grievant will file their grievance with the Provost, and the Provost will handle that grievance per the procedures set forth above.

(2) There is no appeal of the Provost's disposition of that grievance.

VI. STANDARDS FOR REVIEW AND PROCEDURAL MATTERS

(1) The review of grievances or appeals will usually be limited to the following considerations:

a. Were the proper facts and criteria brought to bear on the decision? Were improper or extraneous facts or criteria brought to bear that substantially affected the decision to the detriment of the grievant?

b. Were there any procedural irregularities that substantially affected the outcome of the matter to the detriment of the grievant?

c. Given the proper facts, criteria, and procedures, was the decision one that a person in the position of the decision maker might reasonably have made?

(2) The time frames set forth herein are guidelines. The relevant administrative officer may extend them in their discretion for good cause.

(3) Questions concerning the filing and appeal of grievances should be directed to the Office of the Provost.