A student wishing to file a grievance is to be given a copy of the
College Grievance Procedure.
Level 1
No later than six (6) weeks after the beginning of the quarter following
the incident(s) involved, the student must submit a written statement of
the grievance to the faculty member or administrator against whom the
grievance is lodged, and a copy to the Assistant Dean, Student Affairs
(ADSA) . If the ADSA is the focus of the grievance, the
ADSA’s supervisor will substitute for and perform the services of, the
ADSA throughout this document. Within two (2)
weeks of submission of the written statement, a discussion of the issue
must take place between the student and the faculty member or
administrator against whom the grievance is lodged. The faculty member
or administrator must respond to the student in writing within two (2)
weeks of the discussion, with a copy being sent to the
ADSA.
Level 2
If no satisfaction is achieved at Level 1, within two (2) weeks the
student may request a review by the faculty member's or administrator's
immediate administrative supervisor. For help in identifying this
person and the process to be followed, the student may request
assistance through the Office of Student Affairs. The decision of
the supervisor must be made within two (2) weeks and a written response
sent to the student, the faculty member or administrator, the Assistant
Dean of Student Affairs, and the Dean.
Level 3
If no satisfaction is achieved at Level 2, within thirty (30) days the
student may contact the Director of Student Affairs and request a review
of the case by the Heritage College of Osteopathic Medicine Grievance
Committee (HHCOMGC). Any extension of time at this level must be
approved in writing by the Chairman of the HHCOMGC. The procedures at
Level 3 are as follows:
a. The student must submit to the Assistant Dean of Student Affairs a
written statement which includes: the student's full name, address,
telephone number, name of the faculty member or administrator against
whom the grievance is being lodged, number of the course involved (if
appropriate), background of the problem, exact nature of the grievance,
and statement reviewing the grievance procedures followed up to that
point.
b. The Assistant Dean of Student Affairs will inform the chairman of the
HHCOMGC of the grievance. The HCOMGC consists of one (1) member from
each department (family medicine, specialty medicine, biological
sciences and chemistry), one (1) member from Academic Affairs, three (3)
students, four (4) ex-officio members of CSP, and five (5) ex-officio
members of the Council on Equity. However, only two (2) students will
serve at a grievance meeting (attending for policy issues only). A
quorum shall be four (4) members of the committee, at least three (3) of
whom must be faculty members.
c. The Director of Student Affairs will provide the faculty member or
administrator involved with a copy of the grievance and will request a
statement in response to the grievance.
d. The Assistant Dean of Student Affairs will contact the supervisor of
the faculty member or administrator and request a report on the
grievance review held at Level 2.
e. The chairman of the HCOMGC will schedule a meeting, providing the
parties 30 working days for preparation time, and inform the members of
the HCOMGC, the student, and faculty member or administrator of the time
and place of the meeting.
f. The HCOMGC will review the written grievance and the faculty member's
or administrator's response and then determine by majority vote of those
present whether a hearing should be held to deal with the grievance.
If the determination is not to hold a hearing, the committee will make a
recommendation to the Dean on the merits of the grievance.
g. When a hearing is held, it will be non-adversarial in nature with the
HCOMGC acting as an investigative body. The grievant and the faculty
member or administrator may have an advisor present, but since the
proceeding is non-adversarial in nature, the advisor will not act as an
advocate nor be a lawyer.
h. Both parties have the right to be heard; to present any evidence
(written or testimonial) on their behalf; to hear, examine, and respond
to all evidence submitted by the other party; but may not cross-examine
each other or other witnesses.
i. The HCOMGC may structure the hearing, with the chairman making
determinations as to implementation of the procedures. The parties or
their advisors may not challenge, during the hearing, the procedures or
rulings by the chairman. Such challenges shall be present for the
record for review and decision by the Dean.
j. All hearings will be held in closed session, unless agreed to in
writing by the parties, and a tape recording will be made of the hearing
and be available for both parties. Written and/or oral summations will
be permitted according to a schedule set by the chairman. The
HCOMGC shall make its recommendation based solely on the evidence
introduced and must determine whether the grievant has borne his/her
burden of proof by the weight of the evidence.
k. The deliberations of the HCOMGC, after the hearing, shall be closed
to all persons except members of the HCOMGC.
l. The HCOMGC will submit a written recommendation to the Dean and the
parties involved. Other persons or agencies may receive copies of
these recommendations at the discretion of the HCOMGC. All
materials considered by the HCOMGC before and during the hearing,
including a tape of the proceedings) will be sent to the Dean.
m. The Dean will make the final decision concerning the grievance and
will notify, in writing, the student, the faculty member or
administrator, the chairman of the HCOMGC, and other appropriate
parties.
Level 4
If satisfaction is not
achieved at Level 3, the student may continue with the grievance through
the office of the Provost.
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