Student Grievance Procedures

 


Students who feel aggrieved in their relationships with the University, policies, practices and procedures, or faculty and staff should submit grievance in writing to the Program Director. An acknowledgement of request will be made within five working day upon receipt of the written grievance.

Dismissal of a student will not take place without a formal hearing. Should the student(s) feel aggrieved with the Program Director, a petition should be submitted to the Branch Director, who, if necessary, will arrange a hearing with the Management Committee for the student and Program Director.

Students will not be subject to unfair actions as a result of initiating a complaint proceeding.

Any questions or problems concerning this procedure which have not been satisfactorily answered or resolved by the University should be directed to the following:

State Council of Higher Education for Virginia (SCHEV)
James Monroe Building
101 N. 14th St. 10th floor, Richmond, VA 23219,
Telephone: (804) 225-2600, Fax: (804) 225-2604

Or may also be addressed to:

Accreditation Commission for Acupuncture and Oriental Medicine (ACAOM)
8941 Aztec Drive, Eden Prairie, MN 55347
Telephone: (952)212-2434; Fax: (952) 657-7068

 

Complaint Procedures

A complaint may be filed with the Program Director, Branch Director, or the responsible administrator requesting an investigation into the alleged action(s) and adjudicated in the following procedural steps.

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, insofar as possible, maintain the confidentiality of the dispute, gather the necessary and relevant facts, 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 extenuating or unusual circumstances.

Step 4:  If the student is not satisfied with the proposed resolution, a formal grievance procedure may be initiated.

Students initiating a complaint proceeding will not be subject to unfair actions.

 

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 may result in the termination of the grievance or other appropriate action. A student has the right to withdraw the grievance at any stage of the proceedings causing the proceedings to terminate immediately.

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

 

For All Grievances

Step 1

1.1  The student shall give written notification to the aggrieving person within an academic quarter of the alleged incident 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 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 denying the allegations with accompanying explanations

        or:

    1. Agreeing to grant the remedy(ies) requested in full or
    2. Agreeing to grant the remedy(ies) requested in part with an explanation or
    3. 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 from Step 1 to the Letter of Appeal in Step 2 and to all subsequent appeals, if any.

 

Step3: Appeal Process

A.  Student vs. 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 Advisor 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 Advisor 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 Advisor.

a.    The Committee shall be appointed by the Student Services Advisor 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 Advisor within 30 days of its appointment.

c.   The committee shall include the following: one(1) student member with voting privileges for each faculty, staff or administrative member with voting privileges.

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

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

 

B.  Student vs. 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 Branch Director.

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 Branch Director shall follow the procedures outlined in Step 3; A, 2 (a-d) and 3 as started above.

 

C.  Student vs. 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 Program Director.

2.   The Program Director 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 Program Director’s level, he/she can appeal to the Branch Director within 30 days of receiving the written response from the Program Director or in the absence of a written response, after 30 days but not more than 45 days has elapsed.

4.   The Branch Director 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 Program Director.

a.   The committee shall be appointed by the Branch Director within 10 calendar days after receiving the notice of grievance or appeal and shall include one (1) student member with voting privileges for each faculty, staff, or administrative member with voting privileges.

b.   The committee shall forward its recommendation to the Branch Director within 30 calendar days of its appointment.

5.   The Branch Director 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 vs. Directors

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 Branch Director within 30 days of receiving a written response from the Branch Director, or in the absence of a written response 30 days but not more than 45 days has elapsed.

2.   The Branch Director 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 Branch Director.

a.   The committee shall be appointed by the Branch Director within 10 calendar days after receiving the notice of grievance or appeal and shall include one (1) student member with voting privileges for each faculty, staff, or administrative member with voting privileges.

b.  The committee shall forward its recommendation to the Branch Director within 30 day calendar days of its appointment.