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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 7.1.20 School of Health Professions Grading and Evaluation
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1/15/96 - Originated
- Reviewed w/ changes
- Reviewed w/o changes
Student Affairs - Author
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SHP Grading and Evaluation
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Purpose
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This document establishes the policy for the School of Health Professions Grading and Evaluation.
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Audience
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The information in this policy is intended for all School of Health Professions faculty and students.
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Policy
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Faculty members are responsible for evaluation of all students participating in course work. If a student or group of students feels a faculty member has been discriminatory or unfair during the evaluation process, the student or group of students may pursue the academic grievance procedure.
If a student is challenging a grade or evaluation, the student is to initiate the grievance with the departmental coordinator/program director or faculty responsible for supervising/coordinating the course or field experience. It is the responsibility of the department/program to document the reason(s) why the particular grade is being contested.
Up to this point, the grievance procedure has been informal with all information being exchanged orally. This guideline should serve to facilitate open communication between the teacher and the student without intimidating either party involved. Students are encouraged to resolve grievances at the informal level, with the inclusion of only the essential parties and so that confidentiality will be preserved as no formal documentation has been generated.
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Informal Grievance
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• After receiving a score or grade which a student wishes to challenge, the student should schedule an appointment with the faculty member administering the grade, stating the reason for the appointment. The appointment with the faculty member should be established within five (5) class days following the official posting of the grade by the faculty member or the Office of Admissions and Student Personnel Services. In extenuating circumstances, where it would be difficult or impossible for the student or the faculty member to schedule the appointment within the
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Informal Grievance Procedure, continued
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designated time limit, the appointment should be scheduled as soon thereafter as possible, in no case exceeding ten (10) class days from the official date of the posting.
• Should the issue fail to be resolved in the meeting with the faculty member to the student’s satisfaction, the student may request that a conference be scheduled with the primary instructor of the course or coordinator if applicable to the situation, or the Chairperson of the Department, or the Director of the Division in which the course is taught. The conference with the Chairperson or Director should be held within three (3) class days of the student/faculty conference. The student conference with the Chairperson or Director will be held at such a time that the faculty member will be available to participate in the conference. The Chairperson or Director shall render an opinion regarding the student challenge of the grade within one (1) class day of the conference with the student.
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Formal Grievance Procedure
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• Should the Chairperson or Director rule in favor of the faculty member, the student has the right to appeal to the Ad Hoc Student Grievance and Appeals Committee (the Grievance Committee). This appeal represents the initial step in the Formal Grievance Procedure. Such appeal must be submitted in writing by the student to the Chairperson of the Student Affairs Committee who serves as the Chairperson of the Grievance Committee, stating clearly and concisely the circumstances and particulars relating to the score or grade which initiated the grievance.
• The student’s written statement to the Chairperson of the Grievance Committee must be submitted within five (5) class days following the conference with the Chairperson or Director. Failure to submit the statement within the designated time will nullify the student’s right to challenge
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Formal Grievance Procedure, continued
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• The Chairperson of the Grievance Committee will, immediately upon receipt of the Student’s written statement, identify the members to serve on the Grievance Committee. The committee will be formed only in the event a formal grievance is initiated. In addition, the Chairperson of the Grading and Promotions Committee will be requested by the Chairperson of the Grievance Committee to provide a representative from the Grading and Promotion Committee as soon as possible.
The composition of the Grievance Committee shall be as follows. The Chairperson of the Student Affairs Committee shall serve without vote as the chairperson on the Grievance Committee. The three voting members will consist of two faculty members who are currently serving as members or alternates to the Student Affairs Committee and one faculty member identified by the Chairperson of the Grading and Promotion 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 representatives have been identified, the student and faculty member will be notified in writing of the implementation of the formal grievance procedure and informed of the members identified to serve on the Grievance Committee.
If the student or faculty member involved in the grievance question the composition of the Grievance Committee, they may request a replacement of its members. This is to insure that no members of the Grievance Committee express a bias for either party involved prior to the review of the grievance.
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Formal Grievance Procedure (cont’d)
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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 will 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, the Chairperson of the Grievance Committee has the responsibility to gather all pertinent data related to the grievance. The faculty member also has the right to provide the committee with a written statement regarding justification of the grade or score in question. All documentation pertaining to the grievance procedure will remain confidential and be provided only to the student, faculty, and Chairperson/Director involved, and each member of the Grievance Committee and should be distributed at least twenty-four (24) hours prior to the scheduled hearing.
• During the scheduled hearing, it is the Chairperson’s responsibility to insure that the discussion and questions remain relevant to the issue. The Committee members, having reviewed the pertinent documentation presented by both student and faculty member shall have the right to question both the student and the faculty member. 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 number of people present during the hearing is limited to Committee members, grievant, respondent, their respective advisors and a recording secretary. Witnesses may be called into the room as needed. Deliberation of the three voting committee members will commence at the close of the exchange of information when all
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Formal Grievance Procedure (cont’d)
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parties have been dismissed from the hearing. A vote of two-thirds (2/3) of the total membership of the Committee is required to reach its conclusion.
The written conclusion of the Grievance Committee shall be presented within one (1) class day to both the student and faculty who shall accept or reject it in writing to the Chairperson of the Committee within one (1) class day of receiving it.
• If the conclusion of the Committee is rejected by either party, it may be appealed to the Dean of UTMB - School of Health Professions at Galveston. An appeal to the Dean shall be made in writing not to exceed one (1) 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 student or faculty related to the Committee’s decision.
The Dean has the right to question any party involved, including any member of the Grievance Committee 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.
It should be stressed that the time limits stated in the above procedure serve to facilitate execution of the grievance process as quickly and efficiently as possible. Should a student pursue an academic grievance at the end of a particular course that serves as a prerequisite to future courses, the process may be accelerated. In cases such as this, the student will be allowed to enroll in subsequent courses at the onset of the following semester, with the understanding that they are subject to the rules and regulations set forth by UTMB regarding course withdrawal, should the Grievance Committee and the Dean rule in favor of the faculty member.
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