Student Complaint Process
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Purpose
The following process governs the Office of the Dean of Students' response to student non-academic (outside-the-classroom) complaints against other students, faculty, staff, and administrators.
Scope
This complaint process does not apply to grievances or appeals that are otherwise addressed by other university policies, including the following: Academic Grading Grievance Policy, Academic Integrity Policy, Academic Probation, Dismissal, and Appeal Policy and Procedures for Graduate Students, Professional Conduct Appeal Procedures, or the Code of Student Conduct. Additionally, this complaint process does not apply to grievances related to discrimination, harassment, or sexual misconduct, which are governed by processes administered through the Office of Institutional Equity.
Administration
The Associate Provost and Dean of Students serves as the primary administrator and contact for the Office of the Dean of Students and supports students, faculty, staff, and administrators in following and implementing the process.
Process Overview
The complaint process is comprised of informal and formal processes. The process is initiated by the student who may receive support and information from the Associate Provost and Dean of Students or their designee. A complaint may be resolved at any stage of the process.
Informal Meeting with Student, Staff, Faculty, or Administrator.
A student begins the complaint process by initiating a meeting with the Office of the Dean of Students to discuss their concerns, articulate how they would like the issue resolved, and then work towards a plan of action.
Complaints Against Faculty, Staff, Administrators, or Other Students (Non-Academic): Informal Resolution with the Dean of Students or their Designee.
If the student’s complaint cannot be resolved directly with the other party, then the student may request informal resolution through the Office of the Dean of Students. If the complaint cannot be resolved at this level, then the student may request formal resolution through the Office of the Dean of Students and may submit a formal complaint.
Submitting A Formal Complaint
All formal complaints must be written and include the student’s name, the date, the student’s affiliation to the responding party, and an explanation of the complaint. Complaints can be submitted by email to deanofstudents@xgcr.net.
Resolution Process
Once the complaint has been submitted, the Office of the Dean of Students or his designee assumes the function of resolving the complaint. The student and responding parties will be provided information regarding next steps in the process and may be asked for additional information, if necessary. After reviewing the complaint with the parties involved, the Office of the Dean of Students or his designee will draft a summary report with a finding of fact and recommended actions. The Office of the Dean of Students will then be responsible for communicating final resolution to the student and any responding parties within approximately 30 calendar days.
Appeal
Once a student has exhausted all other processes, students who are dissatisfied with the results of the formal process may submit an appeal to the Vice Provost for Student Development. Appeal requests must be submitted within five calendar days of the date of the summary report and recommended actions letter. The appeal must include all elements of the formal complaint listed above. Decisions of the Vice Provost for Student Development are final and cannot be appealed. After reviewing the materials, the Vice Provost for Student Development will provide a response to the student and any responding parties.