Grievance Policy

A grievance is a student’s formal claim of unfair and/or inequitable treatment regarding an incident, policy, procedure or condition within the College. All students have the right to appeal through this Grievance Policy an academic matter in which they feel they have been treated unfairly (however, Academic Integrity Violations may only be appealed by utilizing the appeal process outlined in the Academic Integrity Violation Policy). The processes for resolving a grievance allow all parties to be heard. It is important for students to be aware of these processes should they be involved in a conflict, disagreement, or misunderstanding. The grievance process in its entirety is an internal process and legal counsel is not permitted.Studentsshouldcontacttheirfacultyadvisorforassistanceinfacilitatingthegrievanceprocess. Studentsmay choose another faculty member to act as an advisor if desired. Failure to appeal the decision after any of the steps within the specified period of time indicates acceptance of the decision and waives the student’s right to further appeal. Time limits may be changed by mutual agreement of the involved parties and approval by the College. If a resolution of the grievance is obtained in any given step, the resolution is considered final. The academic status of the student will not be altered until resolution of the grievance is obtained in any given step.

No retaliatory action will be taken against any participants because they have participated in this process.

Grievance Process: Phase 1

The student must initiate Phase 1 of the process no later than the first week of the term after the term in which the issue in question arose.

Step 1: The student should discuss the concern with the other involved party and should try to work out a solution. If a resolution is not reached or the student does not wish to confront the other involved party, the student should initiate Step 2.

Step 2: The student should request a meeting with the administrator of the program. The administrator will schedule and facilitate the meeting to include the student, the administrator and the other involved party, within five school days of receiving the student’s request to proceed to Step 2. The administrator of the Program will inform the other involved party that they may choose a faculty or staff member to act as an advisor during this process if desired. At this meeting the student must provide a written account of the student’s complaint, including names of the people or course involved, the date and location of the incident or the condition complained of, and the resolution the student is requesting. The outcomeofStep2isdeterminedbytheotherinvolvedparty. TheadministratorwillnotifythestudentandDeanof Students in writing within five school days of the outcome of Step 2.

Step 3: If the student is not satisfied with the outcome in Step 2, within five school days the student should request a meeting with the Dean of Students. The Dean will schedule and facilitate the meeting to include the student, the other involved party, the administrator and the Dean of Students, within five school days of receiving the student’s written request to proceed to Step 3. At this meeting the original written account of the student’s complaint and the resolution the student requested in Step 2 will be reviewed. Either party may provide additional written information related to the grievance at this meeting. The outcome of Step 3 is determined by the other involved party. The Dean of Students will inform the student in writing, within five school days, of the outcome of Step 3. Within five school days of this communication, the student must inform the Dean of Students in writing if he or she will pursue Phase 2 of the Grievance Process.

Grievance Process: Phase 2

Step 1: The Dean of Students will meet individually with both parties and explain Phase 2 of the Grievance Process.
The Dean of Students will arrange the Grievance Review Board meeting within ten school days of receiving the request to move to Phase 2.

The original written account of the student’s complaint and the resolution the student requested in Step 2 and any written information and/or background material that either the student or the other involved party will review at the Grievance Review Board meeting must be submitted to the Dean of Students, within three school days of notification of the request to move to Phase 2. All written materials submitted will be available for review by all parties involved in the Grievance Review Board meeting. Materials will be available for review during the College’s Office hours and will be checked in and out. All materials are confidential and should not be shared or discussed with anyone, including other members of the Grievance Review Board.

The Dean of Students will determine the appropriateness and involvement of witnesses. Witnesses may be deemed appropriate for either party.

Step 2: The Grievance Review Board will be convened by the Dean of Students and will consist of two faculty members, one professional staff member and two students who will be trained in the Grievance Review process by the Dean of Students or designee, according to the Grievance Review Board training guideline. A list of potential Grievance Review Board members will be reviewed with both parties to ensure that there is no conflict of interest with any potential Board member.

The Dean of Students will select the Grievance Review Board from the pool of non-conflicted individuals.

The Dean of Students will serve as the nonvoting chairperson of the Grievance Review Board and will conduct the meeting utilizing the Grievance Review Board agenda.

During the Grievance Review process, both parties will be requested to present and both parties will have the opportunity to be heard.

Confidentiality will be maintained within the Grievance Review Board and College Administration.

The Grievance Review Board will determine if “it is more likely than not,” that the alleged behaviors occurred and/or resulted in unfair and/or inequitable treatment. The decision will be made by a secret ballot majority vote of the members of the Grievance Review Board. The ballot results will be shared with the Grievance Review Board at the conclusion of the voting.

The Grievance Review Board meeting will be recorded. The recording will be the property of and secured by Bryan College of Health Sciences.

Any changes in the scheduled Grievance Review Board meeting must be requested in writing to the Dean of Students at least 24 hours before the appointed meeting time.

Unless the College determines that extraordinary circumstances justify a different outcome, failure of the student to appear at the Grievance Review Board meeting will nullify the process and the outcome of Phase 1 will stand. Failure of the other involved party to appear at the Grievance Review Board meeting will result in a rescheduled meeting, at which the student, other involved party and/or a department representative will be present.

Step 3: The Dean of Students will notify in writing the involved parties of the Grievance Review Board’s decision. This information will be postmarked or otherwise delivered within three school days of the Grievance Review.

Step 4: A decision reached by the Grievance Review Board may be appealed to the President of the College by either the student or the other involved party. A written appeal must be delivered to the Dean of Students within five school days of receiving the decision. The appeal will be limited to a review of the record and supporting evidence of the Grievance Review. Acceptable reasons for appeal are:

  • To determine whether the Grievance Review was conducted fairly in light of the complaint and evidence presented and conformity with prescribed procedures.
  • To determine whether the decision reached was based on substantial evidence, that is whether the facts in the Grievance Review were sufficient to meet the criterion of “it was more likely than not.”
  • To consider new information to alter a decision or other relevant facts not brought out in the Grievance Review, because the student or College personnel appealing did not know such information at the time of the Grievance Review.

The decision of the President will be postmarked or otherwise delivered within ten school days of receiving the record and supportingevidencefromtheGrievanceReview. ThedecisionofthePresidentisfinal.