Mandate
The Grievances Committee is responsible for addressing student grievances related to academic, non-academic, disciplinary, and professionalism matters, including concerns regarding the teacher-learner environment, violations of the Code of Conduct, and non-compliance with accreditation standards.
The Committee is committed to maintaining a learning environment that is free from harassment, discrimination, retaliation, and unfair treatment. It provides students with a fair and impartial forum through which they may express concerns, seek resolution of grievances, and ensure due process.
Membership
The Grievances Committee shall operate in accordance with University policies governing academic freedom, professional responsibilities, and the administration of the School of Veterinary Medicine.
Xavier University School of Veterinary Medicine shall maintain a standing Grievances Committee consisting of three to five (3-5) members of the Faculty Senate:
- Dean of Student Affairs (Ex Officio Member and Chair)
- Two faculty representatives from preclinical veterinary education
- Two faculty representatives from clinical veterinary education
- Where appropriate, the Dean of Veterinary Medicine and/or Associate Dean may serve as ex officio, non-voting members.
In addition, the Clinical Chairs Committee shall serve as an advisory subcommittee to the Grievances Committee and may provide recommendations regarding appeals involving students enrolled in clinical training.
Responsibilities
Matters appropriate for consideration by the Grievances Committee include, but are not limited to:
a. Discrimination, harassment, or improper treatment related to race, color, religion, sex, gender identity, sexual orientation, disability, ethnicity, national origin, age, or other protected characteristics.
b. Non-compliance with accreditation standards.
c. Alleged unethical conduct occurring within or outside the classroom, laboratory, clinical setting, or University premises.
d. Violations of established academic policies and procedures, including examination policies, registration policies, advising policies, probation, suspension, and dismissal procedures.
e. Violations of student academic freedom.
f. Failure of students, faculty, or administrators to meet established obligations and responsibilities.
g. Alleged arbitrary, capricious, or unfair grading practices.
h. Grievances related to ethical misconduct, behavioral violations, sexual harassment, or inappropriate conduct.
i. Appeals related to academic probation, suspension, or dismissal from the DVM program.
j. Student disciplinary matters occurring on or off campus.
k. Violations of policies contained within the Student Handbook or Faculty Handbook.
l. Other matters referred to the Committee by the Dean of Veterinary Medicine or Chief Academic Officer.
Financial matters, tuition disputes, and administrative fee determinations are not subject to appeal through the Grievances Committee and shall be handled through the appropriate administrative offices.
Procedures of the Committee
The University recognizes the right of every student to receive due process in matters involving disciplinary action, adverse academic decisions, or other grievances.
Students have the right to appeal decisions that adversely affect their academic standing, enrollment status, or educational experience.
Referral or Appeal to the Grievances Committee
Submission Requirements
- All grievances and appeals must be submitted in writing to the Chair of the Grievances Committee ( appeals@xusom.com)
- All submissions must be fully documented and supported by relevant evidence.
- The written statement shall include:
- A summary not exceeding one typed page;
- The specific policy or policies alleged to have been violated;
- The nature of the grievance;
- A description of the actions or circumstances giving rise to the grievance;
- The remedy or outcome being sought.
- Additional supporting documentation may be attached.
Informal Resolution
Students should attempt informal resolution when appropriate and safe. Informal discussion is not a prerequisite for reporting harassment, discrimination, retaliation, or other concerns for which direct contact would be inappropriate.
Examples include:
- Faculty member
- Course Chair
- Clinical Preceptor
- Department Chair
- Dean
- Chief Academic Officer
If informal resolution is unsuccessful, the student may proceed with a formal complaint.
Formal Complaint
Where informal discussion is appropriate, the student may first raise the concern with the faculty member or individual directly involved. Otherwise, the student may submit a formal grievance directly to the designated office.
The faculty member shall attempt to resolve the matter and provide a written response to the student in a timely manner.
Copies of the grievance and response shall be forwarded to:
- Dean of Student Affairs
- Dean of Veterinary Medicine
- Chair of the Grievances Committee
Unless a specific policy provides a different deadline, a grievance must be filed within five (5) working days after the student becomes aware of the issue. The separate harassment and discrimination reporting provisions and grade-review procedure govern those matters.
Requests to review grades and subsequent grade appeals follow the Review of Academic Performance and Grade Appeals policy in this section.
If the grievance remains unresolved, the student may submit a written appeal to the Grievances Committee within five (5) working days of receiving the faculty member's decision.
The Committee shall schedule a hearing within five (5) working days of receipt of the appeal and notify all relevant parties.
Appeals of Dismissal
A student appealing dismissal from the DVM program must submit a written appeal within five (5) working days of receiving the dismissal notice.
The Grievances Committee shall schedule a hearing within five (5) working days of receiving the appeal.
A student appealing dismissal must obtain written authorization from the Dean before attending classes while the appeal is pending. Credit is awarded only if the appeal succeeds and all academic requirements are met.
Hearing Procedures
Prior Notification
The Chair shall notify all affected parties in writing regarding:
- The nature of the grievance;
- Date, time, and location of the hearing;
- Materials to be reviewed.
All written materials shall be made available to committee members and involved parties at least forty-eight (48) hours before the hearing.
Students must notify the Chair at least forty-eight (48) hours before the hearing regarding the identity of any advocate accompanying them.
Rights of the Student
The student has the right to:
- Be present throughout the hearing;
- Present evidence;
- Call witnesses;
- Be accompanied by an advocate who may be a student, faculty member, or staff member.
The advocate may advise the student but may not participate in deliberations.
Legal counsel shall not be permitted to participate in the hearing process.
The student may decline to appear or testify; however, the Committee may proceed with the hearing and deliberations in the student's absence.
Witnesses
Witnesses may:
- Appear in person; or
- Submit written statements.
Written statements must be submitted to the Chair at least seventy-two (72) hours prior to the hearing.
Executive Session
At any time, Committee members may request an executive session.
During executive sessions, all non-Committee members shall leave the hearing room.
Documentation
- Prior to the hearing, the student and other involved parties shall have access to information that will be considered by the Committee.
- All materials distributed during the hearing shall be returned to the Chair at the conclusion of proceedings.
- Hearing materials shall be designated confidential and maintained in secure files.
- The Chair shall ensure that all records and supporting documents are appropriately maintained.
- The grievance process is administrative rather than legal in nature; therefore, formal rules of evidence and discovery do not apply.
The process shall be guided by principles of fairness, objectivity, and due process.
Voting and Reports
The Grievances Committee shall determine the merits of the grievance and recommend appropriate actions or remedies.
Findings and recommendations shall require approval by a two-thirds (2/3) majority of voting members.
The Chair shall prepare a written report summarizing:
- Findings of fact;
- Committee conclusions;
- Recommendations;
- Vote outcome.
The report shall be signed by participating Committee members and submitted to the Dean of Veterinary Medicine.
If a two-thirds majority cannot be achieved, the matter shall be referred to the Dean of Veterinary Medicine and/or Chief Academic Officer for final determination.
All Committee deliberations shall remain confidential.
Notification of Findings
The Chair shall provide written notification of the Committee's decision to the student within five (5) working days following the hearing.
Copies may be provided to:
- Faculty Advisor
- Dean of Veterinary Medicine
- Chief Academic Officer
- Other appropriate University officials
Appeals of Committee Recommendations
- Decisions of the Grievances Committee may be appealed.
- Appeals must be submitted in writing within ten (10) working days of receipt of the Committee's decision.
- Appeals shall be directed to the Dean of Veterinary Medicine.
- Appeals must clearly state the basis for the appeal.
- The Dean's decision may be appealed to the Chief Academic Officer.
- The decision of the Chief Academic Officer shall be final.
- Students dismissed from the DVM program shall not attend classes pending final resolution of the appeal unless otherwise authorized by the Dean.
Confidentiality
All proceedings, records, deliberations, and recommendations of the Grievances Committee shall be treated as confidential to the fullest extent permitted by law and University policy.
Conflict of Interest
Committee members must disclose any actual, perceived, or potential conflict of interest.
Members with a conflict of interest shall recuse themselves from discussion, deliberation, and voting on the matter.
Such recusals shall be documented in the meeting minutes.
Revision of Bylaws
The Grievances Committee shall periodically review its bylaws and procedures.
Recommended revisions shall be submitted to the Faculty Senate for review and approval.