Student Grievance Procedures

 


Students who feel aggrieved in their relationships with the University, its policies, its practices and procedures, or its faculty and staff should submit their grievance in writing to the Dean, who will act upon it or direct it to the President of the University. A response will be made within five working days upon receipt of the written grievance.

Dismissal of a student will not take place without a formal hearing. Should the student feel aggrieved with the Dean, a petition should be submitted to the President, who, if necessary, will arrange a hearing with the Management Council for the student and Dean. Any questions or problems concerning this procedure which have not been satisfactorily answered or resolved by the University should be directed to the following:

Bureau for Private Postsecondary Education (BPPE)
P.O. Box 980818, West Sacramento, CA 95798-0818
Telephone: 916-431-6959,  Toll Free: (888) 370-7589,  Main Fax: 916-263-1897
Website: www.bppe.ca.gov

Or
Accreditation Commission for Acupuncture and Oriental Medicine (ACAOM)
ACAOM is located at 8941 Aztec Drive, Eden Prairie, MN 55347
Tel: (952) 212-2434; Fax: (952) 657-7068; website : www.acaom.org. 

 
COMPLAINTS PROCEDURES

Some problems or disputes, such as sexual harassment and certain other incidents, because of their private and sensitive nature may be more appropriately handled through the complaint process. In these instances a complaint may be filed with the dean, director, or responsible administrator requesting an investigation into the alleged action(s) or nature of the complaint.

Step 1: The student consults with one or more of the above persons as appropriate and requests a resolution of the complaint.

Step 2: The investigator will maintain the confidentiality of the dispute, insofar as possible, gather the necessary and relevant facts, and inform the student of a decision, and report the result with the recommendation(s) for corrective action, if any, to the appropriate administrator.

Step 3: The investigator has no more than 30 days from the initiation of the complaint to render a decision unless it is not reasonable to conclude the investigation and render a report within 30 days due to extenuation, or unusual circumstances.

Step 4: If the student is not satisfied with the proposed resolution, he/she may then initiate a formal grievance procedure.

 

FORMAL GRIEVANCE PROCEDURES

The following steps shall be taken in sequence by the student who initiates a formal grievance. Failure to comply with any of the steps or time limits without agreement of all parties to the dispute may result in the termination of the grievance or other appropriate action. A student has the right to withdraw his/her grievance at any stage of the proceedings causing the proceedings to terminate immediately.

Copies of all correspondence by the student and by the other party shall be forwarded to the Director of Operations to be retained in a confidential file pending resolution of the grievance or further action by either party. If the allegations involve charges of discrimination or sexual harassment, copies of all correspondence must be forwarded to the Dean.

 

FOR ALL GRIEVANCES

Step 1:

1.1     The student shall give written notification to the person he/she alleges has aggrieved him/ her within an academic quarter. The time limit to file a formal grievance expires at the close of business of the last day of instruction of the quarter following the one in which the alleged incident occurred or of the time the student should have become aware of the alleged violation. If the party cannot be contacted through reasonable efforts because he/she is no longer in residence or is on leave, an additional notification period of one quarter shall be provided.

1.2     The notice of grievance or incident report (INR) must include specific allegation(s), date(s) of incident(s), and necessary details regarding the complaint. The notice must also include the remedy requested.

1.3     Within 30 days, the party against whom the grievance is filed must respond in writing to the student addressing the allegations with accompanying explanations or:

a.      Agreeing to grant the remedy(ies) requested in full, or

b.      Agreeing to grant the remedy(ies) requested in part with an explanation, or

c.      Agreeing to negotiate an appropriate remedy with an explanation, stating suggested alternatives.

1.4     In the event the party against whom the grievance is filed will be unavailable for more than one academic quarter, the student shall proceed to Step 2 provided they have complied with Section 1.2 of Step 1. Attach all grievance material from Step 1 to the Letter of Appeal in Step 2 and to all subsequent appeals (if any).

 

Step 2

2.1     Within 30 days of receipt of the response in Step 1, or in the absence of a written response, after 30 days but not more than 45 days has elapsed, the student may in writing either accept or reject the proposed remedy and appeal the results of the grievance to the next level.

2.2     In the event the party against whom the grievance is filed will be unavailable for more than one academic quarter, the student shall proceed to Step 3 provided they have complied with Section 1.2 of Step 1. Attach all grievance material (including INR, if any) from Step 1 to the Letter of Appeal in Step 2 and to all subsequent appeals (if any).

 

Step 3: APPEAL LEVEL

A.      Student v. Student

1.      If the grievant is not satisfied with the results of Step 1 and 2, he/she can appeal the grievance to the Student Services Coordinator within 30 days of receiving the written notification from the other party or in the absence of a written response, after 30 days but not more than 45 days has elapsed.

2.      The Student Services Coordinator shall refer the grievance to a committee established at this level who will review the grievance. The committee may hold a hearing if appropriate and convey its recommendation to the Student Services Coordinator.

a.      The Committee shall be appointed by the Student Services Coordinator within 10 calendar days after receiving the written notice of grievance or notice of appeal.

b.      The Committee shall forward its recommendations, to the Student Services Coordinator within 30 days of its appointment

c.      The Committee shall include the one (1) student member with voting privileges.

d.      No member of the Committee shall be a student, faculty, staff or administrator from the same class or the same department or service area as the grievant or the person(s) against whom the grievance is filed.

3.      The Student Services Coordinator shall respond to the student in writing within 10 days of receiving the recommendation(s) of the Committee. The response shall contain the  Committee’s findings on the complaint, the action(s) to be taken, and the justification(s) for such action(s).

 

B.      Student v. Staff

1.      Step 1 and 2 of the grievance procedure are to be followed. If the grievant is not satisfied with the results at this level, he/she can appeal to the Director of Operations.

2.      Appeals must be in writing and made within 30 days of written notification from the other party or, in the absence of a written response, after 30 days but not more than 45 days has elapsed.

3.      The Director of Operations shall refer the grievance to a committee established at this level who will review the grievance. The committee may hold a hearing if appropriate and convey its recommendation to the Director of Operations.

a.      The Committee shall be appointed by the Director of Operations within 10 calendar days after receiving the written notice of grievance or notice of appeal.

b.      The Committee shall forward its recommendations, to the Director of Operations within 30 days of its appointment

c.      The Committee shall include the one (1) student member with voting privileges.

d.      No member of the Committee shall be a student, faculty, staff or administrator from the same class or the same department or service area as the grievant or the person(s) against whom the grievance is filed.

4.      The Director of Operations shall respond to the student in writing within 10 days of receiving the recommendation(s) of the Committee. The response shall contain the Committee’s findings on the complaint, the action(s) to be taken, and the justification(s) for such action(s).

 

C.      Student v. Faculty

1.      Steps 1 and 2 of the grievance procedure are to be followed, if the grievant is not satisfied with the results at this level, he/she can appeal to the Dean.

2.      The Dean shall promptly review all allegations and provide a written response to the student within 30 days of receiving the written notification. The response shall contain the findings on the complaint, action to be taken, and the justification for the action.

3.      If the grievant is not satisfied with the results at Dean’s level, he/she can appeal to the President within 30 days of receiving the written response from the Dean, or, in the absence of a written response, after 30 days but not more than 45 days has elapsed.

4.      The President shall refer the grievance to a committee established at this level who will review the grievance. The Committee may hold a hearing if appropriate and convey its recommendations to the President

a.      The Committee shall be appointed by the President within 10 calendar days after receiving the notices of grievance, or notice of appeal, and shall include one (1) student member with voting privileges.

b.      The Committee shall forward its recommendation to the President within 30 calendar days of its appointment.

5.      The President shall respond to the student in writing within 10 days of receiving the recommendation(s) of the Committee. The response shall contain the Committee’s findings on the complaint, the action(s) to be taken, and the justification(s) for the action(s).

 

D.      Student v. Dean/Director and Staff V. Staff

1.      Steps 1 and 2 of the grievance procedure are to be followed. If the grievant is not satisfied with the results at this level, he/she can appeal to the President within 30 days of receiving a written response from the Dean/Director or, in the absence of a written response, 30 days but not more than 45 days has elapsed.

2.      The President shall refer the grievance to a committee established at this level who will review the grievance. The committee may hold a hearing if appropriate and convey its recommendations to the President.

a.      The Committee shall be appointed by the President within 10 calendar days after receiving the notice of grievance of appeal and shall include one (1) student member with voting privileges.

b.      The Committee shall forward its recommendation to the President within 30 calendar days of its appointment.

3.      The President shall respond to the student in writing within 10 days of receiving the recommendation(s) of the committee. The response shall contain the Committee’s findings on the complaint, the action(s) to be taken, and the justification(s) for the action(s).