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All grievances should be
initiated promptly and, in any event, before the start of the next
semester or summer session following the semester or summer session
out of which the grievance arose.
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Students who feel they have
been given an unfair grade or treated unjustly in some aspect of
academic work should first consult with the faculty member(s)
involved to resolve the matter.
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For matters that have not been
satisfactorily resolved with the faculty member, a student may file
a written grievance with the appropriate Department Head. The
Department Head will promptly arrange one or more meetings with the
student and the faculty member to attempt to resolve the matter. At
the meeting(s) both the student and the faculty member will have a
full opportunity to state their views regarding the grievance and an
opportunity to present any relevant written documentation concerning
the grievance. At the request of the student or the faculty member,
the Department Head will also interview other individuals having
pertinent knowledge of the grievance. On the basis of the
information presented, the Department Head will attempt to arrive at
a resolution that is agreeable to both parties. The Department Head
will normally complete this process within ten (10) days of the date
on which the written grievance is received. The Department Head will
transmit to the Dean’s Office a copy of the written grievance and a
statement that the attempt to resolve the grievance has been
concluded at the department level. A copy of the statement will also
be sent to the student and the faculty member.
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A student who is not satisfied
with the resolution at the department level may file the written
grievance with the Dean’s Office. The Dean will appoint a
five-member faculty committee to hear the appeal. One of the five
faculty members will be designated as chair of the committee. One of
the five members will be appointed from outside the College of
Veterinary Medicine. A member of the Student Board of Ethical
Behavior will also be appointed as a non-voting member of the
committee. All committee members will be persons with no previous
involvement with the grievance.
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The committee will conduct an
administrative hearing designed to consider the facts it deems
necessary to arrive at a fair decision. The hearing will include
presentation of the written complaint by the student, with
additional oral statements if so desired; testimony by all students,
faculty members, administrators, or other persons called as
witnesses; and all pertinent written records. The committee will
afford both the student and the faculty member full opportunity to
express their views on relevant matters. Each party will have an
opportunity to present witnesses and to cross-examine the other
party and their witnesses. Questions may also be asked by members of
the committee. The chair will have the responsibility to make
certain only relevant information is brought before the committee.
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The chair of the committee
will be responsible for notification of parties and witnesses of the
time and place of the hearing, for an exchange of written documents
and witness lists, and for overall administration of the proceedings
in a timely and orderly fashion.
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A grievant may be accompanied
at the hearing by an attorney or advisor, who may advise but may not
otherwise participate in the proceedings except with the permission
of the chair of the committee. A grievant who intends to be advised
by an attorney at the hearing should so inform the chair of the
committee at least 48 hours prior to the hearing so that the faculty
member may also have an attorney present.
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Unless the student requests an
open hearing, the hearing will be closed with only those associated
with the hearing present. At the end of the hearing, the committee
will meet in executive session to discuss the grievance and draw up
its report. The hearing, but not the deliberations of the committee,
will be tape recorded.
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The written report of the
committee will be transmitted to the Dean. The report will include
(a) the factual findings of the committee; (b) a recommendation to
the Dean; and (c) the reasons for its recommendation. Normally, the
committee will transmit its recommendation to the Dean within no
more than twenty (20) days of the date of its appointment.
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The Dean will make a final
decision based upon the written advice of the hearing committee. The
decision of the Dean along with the copy of the report of the
hearing committee will be transmitted to both the student and the
faculty member with copies to the Department Head. Should the Dean’s
decision differ from the recommendation of the hearing committee, he
will include a written explanation of the basis for his decision.
Normally, the Dean will transmit his decision within ten (10) days
of the committee report. The Dean’s decision will be final within
the University.
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All records and tapes of the
grievance procedure will be maintained in a separate confidential
file in the Dean’s Office.