Grievances Committee: Academic and Non-Academic Grievances
Mandate
The Grievances Committee, under the Dean of Student Affairs, addresses student grievances on academic, non-academic and disciplinary matters, professionalism, the teacher-learner environment, the code of conduct, and compliance with ACCM accreditation standards. It gives students a fair forum to raise grievances and seek redress.
Complaints of discrimination or mistreatment (including sexual harassment) are not heard by this committee. They follow the Non-Discrimination Policy and the Student Mistreatment Policy.
Membership
The Committee abides by the University statement on Academic Freedom, Responsibilities and Policies. It consists of three to five (3–5) members of the Faculty Senate:
- Dean of Student Affairs — Chair and voting member
- Two faculty members from the Basic Sciences Program
- Two faculty members from the Clinical Sciences Program
- Where required, the Deans of Basic and Clinical Sciences may be asked to serve as ex officio voting members
The Clinical Chairs Committee serves as a subcommittee and provides a recommendation on appeals involving students in the Clinical Sciences.
Matters the Committee considers
Matters include, but are not limited to:
- Violation of academic policies and regulations (e.g. examination, advising, registration, probation and dismissal policies)
- Arbitrary or capricious grading practices
- Appeals of placement on academic probation or dismissal from the program
- Violation of a student’s academic freedom
- Failure of the school or its personnel to meet stated obligations
- Alleged unethical or unprofessional behavior within or outside the classroom and school premises
- Disciplinary matters on and off campus
- Violation of policies in the Student and Faculty Handbooks
- Non-compliance with ACCM accreditation standards
Non-compliance with ACCM standards: Issues related to non-compliance with ACCM standards can also be reported directly to ACCM via office@accredmed.org.
Financial and procedural matters may not be appealed to the Grievances Committee.
How to file a grievance
A grievance may be submitted through any of the following avenues:
- The student’s Student Management System (SMS) account.
- Email or in person to any dean, any faculty member, or the Chief Academic Officer (CAO), or to the Committee Chair at appeals@xusom.com.
- The Student Government Association (SGA).
- Anonymously. Anonymous grievances will be reviewed as far as the information provided allows.
All grievances are forwarded to the Grievances Committee through the Dean of Student Affairs. A faculty member, the SGA, the CAO, or the Dean of Basic or Clinical Sciences who receives a grievance will refer it to the Committee promptly.
The written grievance should be no more than one page. It must state the specific policy or policies violated or the exact nature of the grievance, the actions on which it is based, and the remedy sought. Supporting documents may be attached.
When to file
A grievance must be filed as soon as possible, and no later than five (5) working days after the grievant becomes aware of the act, event, or start of the conditions on which the grievance is based. For final grades, the grievance must be filed no later than the fifth (5th) day of the next semester.
Step 1: Informal resolution
Before a formal hearing, an attempt is made to resolve the matter informally with the party involved or their immediate superior (e.g. the faculty member, clinical preceptor, course director or chair), without issuing formal findings. If this fails, the matter may go to the next level of authority (the Deans or the CAO) for one further informal attempt.
Step 2: Formal hearing
If the grievance is not resolved informally, the Committee will schedule a hearing within ten (10) working days of receiving the grievance, and notify the student and the other party of the time and place by email and telephone.
Dismissal appeals: the student must submit a written appeal stating the reasons to the Committee Chair within five (5) working days of receiving the dismissal letter. The Committee schedules a hearing within ten (10) working days. The student may attend classes while the appeal is pending; credit is granted only if the appeal succeeds.
Hearing procedures
- The Chair notifies the affected parties in writing of the concerns before the Committee. All written materials are made available to members and parties 48 hours before the hearing.
- The student names any advocate to the Chair 48 hours before the hearing. The advocate may be a faculty member, staff member or student and has no deliberation rights. Legal counsel is not permitted.
- Witnesses may submit a written statement instead of appearing; it must reach the Chair 72 hours before the hearing.
- The Chair may question all participants on pertinent matters.
- The student may be present throughout the hearing, except during deliberation. The student may decline to testify; the Committee will still proceed. Any member may request an executive session, in which non-members leave.
- Participants leave once they have presented. Recommendations are decided by simple majority vote, with the Chair casting the deciding vote in a tie, though consensus is sought.
Documentation
- Before the hearing, the student and involved parties may access the information the Committee will use.
- All materials distributed at the hearing are returned to the Chair, stamped confidential, and filed in the Office of the Dean of Student Affairs.
- This is not a legal process; rules of evidence and discovery do not apply. The Chair guides the process by fairness and reason.
Decision and report
The Committee decides the merits of the grievance by simple majority vote (in a tie, the Chair casts the deciding vote) and, where appropriate, recommends remedial action or sanctions. The Chair puts the findings, the facts they rest on, and the recommendations in a written report signed by the members.
The Committee submits its findings to the Dean of Basic Sciences, with the CAO copied for advice. Taking that advice into account, the Committee prepares the final report.
Notice of findings
The Chair sends the complainant and the respondent written notice of the final findings within ten (10) working days of the hearing, with a copy to the faculty advisor, the Dean of Basic Sciences and the CAO.
Appeals
- Either party (the complainant or the respondent) may appeal the decision in writing to the CAO within five (5) working days of receiving the final findings, stating the grounds for appeal.
- The decision of the CAO is final.
- A student dismissed from the program may attend classes while appealing.
Confidentiality
All Committee deliberations are confidential.
Conflict of interest
Members must declare any real or perceived personal interest that could affect their objectivity, at a meeting or in writing to the Chair. A member whose declaration is accepted withdraws from that matter.
Retaliation
Retaliation against a student for filing a grievance in good faith is prohibited.