Disciplinary/Grievance Procedures: Conflict Resolution Process for Student Academic Complaints Policy

The Regents have passed a new policy, Conflict Resolution Process for Student Academic Complaints, to replace the Student Academic Grievance Policy.  However, until the administrative procedures to implement the new policy have been finalized, the University continues to follow the process outlined below in the prior Regents policy. 

Scope and Purpose

1. This policy addresses academic grievances only.  Academic grievances are complaints brought by students regarding the University’s provision of education and academic services affecting their role as students.  Academic grievances must be based on a claimed violation of a University rule, policy, or established practice.  This policy does not limit the University’s right to change rules, policies, or practices.
2. This policy does not apply to conflicts connected with student employment or actions taken under the Student Conduct Code.  Also, complaints alleging violation of the University’s policies of sexual harassment and academic misconduct are not grievances under this policy.  Such claims shall be referred to the appropriate office for investigation and review.  Any complaint alleging discrimination in the University/student relationship, other than sexual harassment, may be filed under either this policy or with the Office of Equal Opportunity and Affirmative Action, but not both.
3. Students enrolled at any campus of the University of Minnesota may file academic grievances under this policy.
4. It is the goal of this policy to provide a simple and expeditious process, allowing for both informal and formal resolutions of conflicts.  Resolutions may include student reinstatement or other corrective action for the benefit of the student, but may not award monetary compensation or take disciplinary action against any employee of the University.

Informal Resolution

1. The first step of any resolution should be at the lowest unit level, between the parties involved or the parties and an appropriate administrator.  Students may wish to consult the Student Conflict Resolution Center or similar support services for advice and possible mediation.  If no informal resolution can be found at the lowest unit level, informal resolution may be sought at the collegiate level with the parties and higher-level administrators.  If the issue cannot be resolved informally, the complainant may move the case to the Formal level.
2. Grievances involving an instructor’s judgment in assigning a grade based on academic performance may be resolved only through the Informal Resolution procedures.

Formal Resolution

1. Each collegiate unit and the Office of Student Affairs will have an Academic Grievance Officer and an Academic Grievance Committee.  Members will be drawn from faculty, students, and academic staff, as provided by the committee structure of that unit.  The Academic Grievance Officer of each collegiate unit will be a faculty member who holds no other administrative appointment.  In the case of Student Affairs or other involved units without an established faculty, the Grievance Officer will be a member of that staff, with academic staff members drawn from the unit’s professional staff and with students and faculty drawn from throughout the University.
2. There also will be a University Academic Grievance Committee and a University Academic Presidents/Chancellors of Student Affairs.  The University Academic Grievance Officer will serve as Grievance Officer for these matters.  The University Academic Grievance Officer and the University Academic Grievance Committee will be appointed by the President in consultation with the appropriate appointing agencies and will be drawn from faculty, students, and academic staff.
3. A complaint must be submitted in writing to the appropriate College Grievance Officer identifying the student grievant, the respondent individual(s) involved, the incident, the rule/policy/established practice claimed to be violated, and a brief statement of the redress sought.
4. The grievance should be filed in the collegiate unit in which the incident is alleged to have occurred, which may not necessarily be the student’s own college.  For graduate students, the appropriate unit is the Graduate School.
5. The College Academic Grievance Officer will meet with the student and individual(s) involved to determine whether a satisfactory resolution can be reached.  If this cannot be achieved, the Grievance Officer shall obtain a written answer from the respondent(s) and refer the matter to a hearing panel of the Academic Grievance Committee.
6. Hearing panels will be chaired by a faculty member and will have a minimum of three and, if determined necessary by the College Grievance Officer, a maximum of five members.  On a panel of three, one will be a student.  If membership exceeds three, it may include more than one student.  In the case of a graduate/professional school complaint, the student member(s) will be a graduate/professional school student(s).  In the case of an undergraduate complaint, the student member(s) will be an undergraduate(s).
7. Hearing panels will review the evidence and hold hearings as necessary.  The panel will not substitute its judgment for that of those most closely acquainted with the field, but will base its recommendations on whether a rule, policy, or established practice was violated.  The panel will prepare a written report recommending a resolution of the matter and will send the report to the parties and to the Dean of the collegiate unit for review and action.  If the Dean does not accept the recommendation, the Dean will provide a written explanation of any non-concurrence.
8. If any of the parties are not satisfied with the Dean’s resolution of the grievance, they may appeal to the University Academic Grievance Committee.  Based on the written appeal and response, this Committee will determine whether there are sufficient grounds to hold an appeal hearing. The University Academic Grievance Committee will not hear a case de novo, but rather will determine whether the parties have been afforded due process.  The University Academic Grievance Committee will report its recommendation to the appropriate Vice President, Provost, or Chancellor for review and action.  If the recommendation is not accepted, the Vice President, Provost, or Chancellor will provide a written explanation of any non-concurrence.
9. The decision of the appropriate Vice President, Provost, or Chancellor is final and cannot be appealed.

Timelines

1. All complaints must be filed within 30 calendar days after the incident being grieved occurred.  A response to the complaint must be filed within 15 working days.
2. Deans and Vice Presidents must act upon the recommendations of the committees within 30 calendar days.  Appeals must be filed within 15 working days.
3. Timelines may be adjusted if there are compelling reasons for delay offered by any of the parties.