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Current Status: Active PolicyStat ID: 1118966

Student Grievance Procedure

  1. Definitions
    1. A “grievance” is a statement by a student that he/she has been wronged by either a failure to follow, or a breach by Claremont Graduate University of its established policies and practices which includes, but is not limited to, discrimination on the basis of race, color, creed, place of national origin, gender, sexual orientation, age, or disability. Complaints regarding faculty judgment of academic performance, which do not allege discrimination on any basis listed above, are not subject to a grievance procedure.
    2. A “student” is anyone who was properly enrolled in the University at the time the perceived wrong occurred.
    3. A “complaint” is the formal statement of his/her grievance that a student files with the Dean of Students.
  2. Time Limits
    1. Complaints of grievances arising from situations that may occur after the ratification of this procedure must be filed within six calendar months after the situation took place.
    2. The time limits in this Student Grievance Procedure do not include periods when the University is in recess.
    3. Anyone who cannot perform some procedural step on time must ask the Vice President for Student Affairs and Dean of Students (hereafter “Dean of Students”) for an extension before the time limit has been exceeded. Failure on part of the student to observe any time limit or to receive an extension shall be taken by the Committee to mean that the student has abandoned his/her complaint, and no further action on the matter shall be allowed. Failure on the part of someone named in a complaint either to observe a time limit or to receive an extension shall be taken by the Committee to indicate that person’s agreement with all statements in the complaints.
  3. Representative
    1. If either the student making the complaint of the person(s) named in the complaint cannot perform any of the steps outlined in this procedure, including the hearing, he/she may appoint someone to represent him/her during these stages.
  4. Settlements Prior to a Hearing
    1. If the grievance can be resolved by some mutual consent of both parties before it comes to hearing, and the resolution requires some formal administrative action under the established policies of the University, then the Dean of Students shall forward to the Provost and Vice President of Academic Affairs a statement of the grievance and its proposed resolution. This statement must be approved by both parties. The Provost and the Vice President for Academic Affairs may then either approve the resolution and take the required action or order that the remainder of the procedure be carried out. b) If the proposed resolution does not require such administrative action, then the resolution shall be considered the final step in the procedures, and no subsequent complaints or defenses on the matter shall be heard.

STEP ONE

WHO ACTSWHAT ACTION
StudentMeet with the person(s) immediately involved in the dispute and discuss the problem. This step is voluntary if the grievance involves allegation of discrimination, sexual harassment, or sexual assault.
Other PartyDiscuss the problem with the student

Time limit: The meeting between the student and the other party must take place within ten business days after it is requested.

STEP TWO

WHO ACTSWHAT ACTION
StudentIf Step One has not resolved the problem, consult with the Dean of Students.
Dean of StudentsConsult with the student involved. Try to resolve the difficulty.

Time limit: The student must consult with the Dean of Students within five business days after meeting with the other party, or, if no meeting has been held, within five days after the end of the time limit in Step One.

STEP THREE

WHO ACTSWHAT ACTION
StudentIf Steps One and Two have not resolved the problem, complete the Grievance Form (attached) and by completing the form you are requesting the Dean of Students to arrange a meeting between you, the other party, and the Dean of Students. This step is not required if the grievance involves an allegation of discrimination, sexual harassment, or sexual assault. Students raising this type of allegation will not be required to meet with the other party or to participate in informal resolution attempts as a prerequisite to filing a Statement of Grievance under Step Four, below.
Other PartyMeet with the student and the Dean of Students.
Dean of StudentsMeet with the student and the other party. If the problem cannot be resolved at this meeting, direct the parties involved to complete a Statement of Grievance (student) and a Response to Grievance (other party).

Time limit: The meeting between the Dean of Students, the student and the other party must take place within ten business days after the student requests it. If the matter remains unresolved, the student and the other party must submit completed statements to the Dean of Students within five business days following the meeting. These documents shall be sent to the Chair of the Committee on Student Grievances within three days following their receipt.

STEP FOUR

WHO ACTSWHAT ACTION
StudentIf the grievance involves an allegation of discrimination, sexual harassment, or sexual assault, and the student chooses not to participate in Step Three, the student must file a Statement of Grievance with the Dean of Students to request a hearing.
Other PartyProvide a Response to Grievance to the Dean of Students, if not previously submitted in Step Three.
Dean of StudentsThe original statements shall be forwarded to the Chair of the Committee on Student Grievances (CSG). Generally, each party shall receive a copy of the opposing party’s statement. However, if the grievance involves an allegation of discrimination, sexual harassment, or sexual assault, a copy of the complainant’s statement will not be provided to the opposing party if it is not necessary to identify the complainant in order for the accused to respond, or in order to investigate and resolve the complaint. Notify the Provost and Vice President for Academic Affairs, the Chair or the supervisor of the department of the other party, the Graduate Student Council, and, if appropriate, the administrator responsible for the issue under debate that a formal grievance hearing will be held. Only the name of the parties involved shall be made known; all other details must be held in strict confidence.
Committee on Student GrievancesConduct a hearing on the grievance in accordance with the approved procedures and submit recommendations to the Provost and the Vice President of Academic Affairs and to the principles.

Time limit: A hearing must be scheduled within fifteen business days after the committee receives the Statement of Grievance forms from the Dean of Students. Recommendations must be submitted to the Provost and the Vice President of Academic Affairs and to the principles within three business days following completion of the hearing.

STEP FIVE

WHO ACTSWHAT ACTION
Provost and Vice President of Academic AffairsReview the documents to make sure that all steps in this procedure have been followed; then consider the recommendations of the Committee on Student Grievances, make a decision, and send a written notification of the decision to all parties.

Time limit: The decision of the Provost and Vice President of Academic Affairs must be made within ten business days following receipt of the comments.

APPEALS

Either of the parties involved in the grievance may appeal the decision of the Provost and Vice President of Academic Affairs to the President of the Graduate University. If an appeal is filed, the other party will be notified and provided an opportunity to respond. An appeal must be made within five business days after the Provost and the Vice President of Academic Affairs has announced his/her decision, and any response to the appeal must be made within five business days of notice that an appeal has been filed. The decision of the President shall be final and must be made within ten business days following receipt of an appeal and any response from the other party. Both parties will receive written notice of the President’s decision.

Attachments:

Approval Signatures

Approver Date
Arturo Rodriguez: Assistant VP for Finance and Administration 10/2014
Arturo Rodriguez: Assistant VP for Finance and Administration 10/2014
Approver Date
Arturo Rodriguez: Assistant VP for Finance and Administration 10/2014
Arturo Rodriguez: Assistant VP for Finance and Administration 10/2014
Older Version Approval Signatures