/Institutions/University-of-Texas-Rio-Grande-Valley/json/som/policies-local.json

/Institutions/University-of-Texas-Rio-Grande-Valley/json/som/policies.json

EAA046 Medical Student Non-Academic Grievance Policy

Policy Number: EAA046
Policy Title: Medical Student Non-Academic Grievance Policy

A. Purpose

The purpose of this policy is to provide clear guidelines for resolving complaints against UTRGV faculty and staff related to non-academic matters.

B. Persons Affected

The policy will cover the students participating in the UTRGV SOM curriculum.

C.  Policy

A student who has a non-academic grievance concerning perceived violation of her/his student rights including rights under Title IX of the Education Amendment of 1972; discrimination based on age, color, disability, family status, gender, national origin, race, religion, veteran status, sexual orientation; or sexual harassment/sexual assault may seek grievance resolution. The student may file a non-academic grievance against another student, faculty, staff or official publication of the UTRGV SOM via a written statement to the Associate Dean for Student Affairs.

Students can also submit a formal complaint to UTRGV Student Rights and Responsibilities (SRR) through the Vaquero Care Report It Form, which is available online at www.utrgv.edu/reportit. Students are encouraged to consult with SRR staff to discuss the options available to the student in filing a complaint. A student may choose to proceed using either the informal resolution process or the formal process to resolve their complaint.

Procedures for informal resolution, formal resolution and appeal are presented in Appendix A.

APPENDIX A

Procedure for Informal Resolution

• In an effort to resolve misunderstandings or concerns through an informal resolution, a student is encouraged to first make a reasonable effort to resolve the problem by discussing his or her concerns with the faculty or staff member against whom the complaint is lodged. Unless extraordinary circumstances exist, the faculty or staff member shall respond to the student initiating the complaint no later than ten (10) business days after receipt of the complaint.
• If the student does not agree with the informal resolution reached with the faculty or staff member, the student may contact the Associate Dean for Student Affairs, in writing. (If the grievance involves staff, faculty, student(s) from the broader UTRGV SOM community, the Associate Dean for Student Affairs will liaise with other appropriate authorities, as indicated.)
• The written grievance must include relevant name(s), date(s), location(s), witness(es) and complete description(s) of the problem and a proposed resolution, if possible.
• The Associate Dean for Student Affairs will assist the student in the informal resolution of the grievance, to be completed within ten (10) business days from the grievance stimulus. If an informal resolution is not achieved, the aggrieved student has an additional five (5) business days to file a formal written grievance.

Procedure for Formal Resolution

• A student considering pursuit of a formal non-academic grievance must contact the Associate Dean for Student Affairs for review of applicable policies and procedures. (Specifics unique to the grievance and persons may require involvement of additional institutional representatives).
• The student must file the formal grievance, in writing, with the Associate Dean for Student Affairs within five (5) business days from the alleged grievance stimulus. A student initially attempting informal grievance must file the formal grievance, in writing, within five (5) business days of the ten (10) business days allowed for informal resolution.
• The written grievance must include the following information: relevant name(s), date(s), location(s), witness(es) and complete description(s) of the grievance and a proposed resolution, if possible.
• If the grievance involves/accuses UTRGV non-medical students or employees, the Associate Dean for Student Affairs will facilitate engagement with appropriate advocacy/supervisory institutional authorities to ensure that coordination of investigatory and resolution processes transcend interschool and student/employee boundaries. Copies of the written grievance will be made available to named parties and the appropriate advocacy/supervisory institutional authorities.
• The Associate Dean for Student Affairs (and appropriate institutional authorities noted above) may, at her/his discretion, hold discussions with or without the involved/accused individual(s) to hear and resolve the grievance, schedule a meeting between the student and the involved/accused individual(s) and/or involve other parties in facilitating a resolution of the grievance. This process will be afforded thirty (30) calendar days from receipt of the formal written grievance to resolve the grievance, providing the aggrieved student a written summary of resolution.

Procedure for Appeal

• If the aggrieved student is dissatisfied with the resolution, he/she may file a written appeal to the Dean of the SOM within five (5) business days from receipt of the Associate Dean for Student Affairs written decision. The student must also inform the Associate Dean for Student Affairs of the intent to appeal, within the same five (5) business days. The student's appeal portfolio must include a justification statement for appeal and all documentation provided to the Associate Dean for Student Affairs. Upon review of the student's record and appeal portfolio, the UTRGV SOM Dean may elect to:

1. Take no action, allowing the Associate Dean for Student Affairs decision to stand;
2. Modify the Associate Dean for Student Affairs decision;
3. Make an alternate decision;
4. Impanel an ad hoc committee to re-examine the decision and make recommendations.

• Within fifteen (15) business days from receipt of the student's appeal, the Dean will provide a written decision to the student and the Associate Dean for Student Affairs. The decision of the Dean is final appellate review.