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UTMB HANDBOOK OF OPERATING PROCEDURES
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Section 7 Student Policies
Subject 7.1 Student Services and Activities
Policy 7.1.21 School of Allied Health Sciences Grading and Promotion Committee Decision
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1/15/96 - Originated
Reviewed w/ changes
Student Affairs - Author
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SAHS - Grading and Promotion Committee Decision
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Purpose
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This document establishes the policy for the School of Allied Health Sciences Grading and Promotion Committee Decision.
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Audience
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The information in this policy is intended for all School of Allied Health Sciences faculty and students.
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Policy
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A student may appeal the decision of the Grading and Promotion Committee pertaining to his dismissal, promotion, probation, or readmission.
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Formal Procedure
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The student may formally appeal the action of the Grading and Promotion Committee.
• Such appeals must be submitted in writing to the Chairperson of the Student Affairs Committee, who serves as the Chairperson of the Ad Hoc Student Grievance and Appeals Committee (the Grievance Committee), no later than the fifth (5) class day following the decision of the Grading and Promotion Committee. Failure to submit a written appeal within the designated time will nullify the student’s right to appeal the decision of the Grading and Promotion Committee.
• The Chairperson of the Student Affairs Committee will immediately upon receipt of the student’s written statement identify the members to serve on a Ad Hoc Student Grievance and Appeals Committee (the Grievance Committee). The committee will be formed only in the event a formal grievance is initiated.
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Composition of the Grievance Committee
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The composition of the Grievance Committee shall be as follows:
- The Chairperson of the Student Affairs Committee shall serve without vote as the Chairperson of the Grievance Committee.
- The three voting members will consist of two faculty members who currently are serving as members or alternates to the
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Composition of the Grievance Committee, continued
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- Student Affairs Committee, and one student who is currently serving as a student representative to the Student Affairs Committee. These members cannot be from the Department/Division with which the student is associated, nor shall these members have any prior exposure to the student or circumstances related to the issue being appealed.
- When all have been confirmed, the student, Associate Dean for Student Affairs, and the Chairperson of the Department will be notified in writing of the initiation of the formal grievance procedure and informed of the members identified to serve on the Committee.
Should the student, Associate Dean for Student Affairs, or Department Chairperson involved in the grievance question the composition of the Grievance Committee, they may request replacement of its members. This is to insure that no member of the Grievance Committee expresses a bias for either party involved prior to the review of the grievance. At a time not to exceed five (5) class days from the date of receipt of the student’s written statement by the Chairperson of the Grievance Committee, a hearing date should be scheduled when all parties involved will be available. The hearing should be held at the earliest possible date to insure efficient remediation of the grievance, but the hearing does not have to be held within the five days described above.
At this point, it is the responsibility of the Chairperson of the Grievance Committee to gather all pertinent data related to the grievance, including, but not limited to, a written statement conveyed by the Departmental Chairperson and the student regarding justification for or against the decision in question.
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Documentation
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All documentation pertaining to the grievance will remain confidential and be provided only to the student, Chairperson, related faculty (if necessary), Associate Dean for Student Affairs, and each member of the Grievance Committee. This documentation will be distributed at least twenty-four (24) hours prior to the scheduled hearing.
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Scheduled Hearing
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During the scheduled hearing, it is the responsibility of the Chairperson of the Grievance Committee to insure that the discussion and questions remain relevant to the issue. The committee members, having reviewed the pertinent documentation presented, shall have the right to question any party involved in the grievance.
• The written conclusion of the Grievance Committee shall be presented within one (1) class day to the student, the Associate Dean of Student Affairs and the Departmental Chairperson. The student and the Departmental Chairperson shall each, in writing, accept or reject that decision. The Chairperson of the Grievance Committee must receive these written decisions one (1) class day after giving notification of the Committee's decision.
• If the conclusion of the Grievance Committee is rejected by either party, it may be appealed to the Dean of UTMB - School of Allied Health Sciences at Galveston.
The parties involved have the right to an advisor during the hearing. At no time can the advisor address the committee unless requested to do so. The advisor may, however, confer privately with his advisee during the hearing.
The number of people present during the hearing is limited to Committee members, grievant, respondent, their respective advisors and a recording secretary. Additional witnesses may be called into the hearing as needed.
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Scheduled Hearing (cont’d)
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Deliberation of the three voting members will commence at the close of the exchange of information and when all parties have been dismissed from the room. A vote of two-thirds (2/3) of the total membership of the Committee is required to reach its conclusion.
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Appeal
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An appeal to the Dean shall be made in writing not to exceed one class day after rejecting the decision of the Grievance Committee. It must include a copy of the written appeal submitted to the Grievance Committee, the written conclusion of the Committee and any additional comments of the parties involved as they may relate to the Committee’s decision.
The Dean has the right to question any party involved including any member of the Grievance Committee as he deems necessary, before reaching a final decision on the matter. The Dean shall render his written decision within one (1) class day of his receiving the appeal. The decision of the Dean shall be final.
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