UTMB HANDBOOK OF OPERATING PROCEDURES

Section 7 Student Policies Subject 7.1 Student Services and Activities Policy 7.1.17 Graduate School of Biomedical Sciences - Academic Dismissal Appeals

01/15/96 - Originated - Reviewed w/ changes - Reviewed w/o changes Student Affairs - Author

GSBS - Academic Dismissal Appeals

Policy

Sometimes there are extenuating circumstances that may lead to failure and consequently, dismissal. It is for these extenuating circumstances, the correctable causes of poor performances, that the appeal system exists. A student will be informed in writing that he or she has been dismissed from the Graduate School when the student’s record reflects any of the basis for academic dismissal (Academic Policies 4.4513). • A student who has received a letter of dismissal from the dean of the Graduate School may appeal the dismissal to a special Academic Review Committee provided the appeal is filed in writing with the dean of the Graduate School within two weeks of the date of the notice of dismissal. The letter to the dean appealing the dismissal must include a description of the extenuating circumstances that may have led to the failure and subsequently to the dismissal. The student must be prepared to discuss with the Academic Review Committee how he/she would expect to deal with similar situations in the future. Failure to appeal in writing within the specified time will nullify the student’s right to appeal the dismissal. • The Special Academic Review Committee shall be appointed by the dean of the Graduate School and be composed of five faculty members, one of whom shall be the associate dean for Academic Affairs of the Graduate School; the associate dean shall serve as chairperson. None of the committee members should represent the Program from which the appealing student comes. In the case of BBSC students, no committee member should be a participant in the course(s) which has (have) occasioned the student's dismissal. The committee members should be drawn from a standing pool of potential committee members. The committee pool should be constituted from graduate faculty members nominated by each program director (1 per 3 graduate program faculty minimum) and approved by the deans. Members of the committee pool must agree to serve one academic year. When the committee has been confirmed, the student, the associate dean for Academic Affairs of the Graduate School,

Policy, continued

and the respective graduate program director will be notified in writing of the initiation of the appeal procedure and informed of the members identified to serve on the committee. • Should the student, the associate dean of the Graduate School or graduate program director question the composition of the Appeals Committee, they may request replacement of a member(s) (see policy 7.1.3, Student Conduct and Discipline). This is to insure that prior to the review of the appeal and to the extent possible, no member of the Academic Review Committee has a bias for either party involved in the appeal. • At a time usually not to exceed five (5) working days from the date of receipt of the student’s written statement by the Dean of the Graduate School, a hearing should be scheduled when all parties involved will be available. • The number of people present during the hearing is limited to the committee, student, their respective advisors and recording secretary. Both parties 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/her advisee during the hearing. The hearing should be held at the earliest possible date to insure efficient remediation of the appeal. • All documentation pertaining to the appeal will remain confidential and be provided only to the student, the student’s Program Director, the Associate Dean for Academic Affairs of the Graduate School and members of the Academic Review Committee. This documentation student record, letter of appeal, correspondence with the dean), etc) will be distributed at least twenty-four (24) hours prior to the scheduled hearing. • On the day of the hearing, the student will be allowed to bring a maximum of two advocates to speak to the committee on his/her behalf. The advocates will be considered as "witnesses" in the hearing, and their participation in the process will be limited, as described below. The committee will not consider letters from advocates; for their input to be considered, advocates must be present at the hearing. • The Program Director of the appealing student's program, will be invited as a "witness" to clarify any parts of the record the

Policy (cont’d)

• committee finds confusing, and to give the point of view of the program. Other than this, the Program Director will have no role in the process. (Note: In the case of first year students in the BBSC, the director of the first year curriculum assumes the Program Director role.) • The hearing will begin with the adhoc committee in closed session. This session will have as its purpose the delineation and clarification of the "ground rules" for the hearing, and confirmation that all committee members have had access to the same information. • After the closed session, the Program Director and the appellant will be invited to join the group. The Program Director may present any information considered relevant, and may be questioned by the committee member, after which he/she will leave. The appellant will be allowed to sit through this presentation, but will not be asked to speak at this time. • Any advocates for the appellant will be invited to join the meeting, either singly or together (as the committee chooses). The appellant will be present for the advocate's remarks and subsequent questioning. After questioning by the committee, the advocate(s) will leave. • The student will then be asked to make a statement in his/her own behalf, after which the committee will ask questions. When the questioning is complete, the student will leave. • All "witnesses" will be subject to recall. • The committee will then deliberate, and make recommendations to be transmitted to the dean. • The written conclusion of the Review Committee shall be presented within one (1) working day to the Dean of the Graduate School of Biomedical Sciences. The Dean has the right to question any party involved as he/she deems necessary, including any member of the Review Committee before reaching a final decision on the matter. The Dean shall render a written decision usually within three (3) working days of receiving the conclusion of the Academic Review Committee. • The decision of the Dean shall be final.• •