The College of Education defines a legitimate grievance as a substantive circumstance that a student regards as a just cause for complaint. A grievance can be relevant to any incident involving a classroom instructor, faculty advisor, internship supervisor, administrator, or faculty member in the College of Education. A grievance is a claim that an academic action or decision involved alleged unfair or irresponsible behavior, including violations of department, College, or University policies. The College of Education and the University have established procedures beginning at the department level for settling academic grievances.

Because assigning a grade or evaluating a student's work performance involves the faculty's professional judgment and is an integral part of the faculty's teaching responsibilities, disagreement with an instructor about a grade or evaluation is not a justifiable grievance. Evaluation of student work performance includes Course Grades, Thesis, Dissertation, Dissertation in Practice, Clinical Practice (e.g., practicum, internship, field experiences, etc.), or Comprehensive and Qualifying Examinations. Concerns regarding any of the above should start with the student instructor or advisor.

Under this policy, a just cause for complaint must include other legitimate grievances, such as policy or procedural errors or bias, that the student believes affected an academic action or decision.

Resources for Graduate Students Outside of Grievance Process

Associate Dean for Student Belonging and Success

https://www.uh.edu/education/student-services/graduate-office/admin/

In rare cases, the student may wish to discuss the problem initially with the Associate Dean for Student Belonging and Success; however, contacting the Associate Dean for Student Belonging and Success does not serve as a substitute for meeting with the party(ies) involved within 30 class days. If appropriate, the Associate Dean for Student Belonging and Success will initiate an informal discussion among the involved parties to attempt a resolution at the informal stage.

Office of the Ombuds Services for the Graduate and Professional Students

https://www.uh.edu/graduate-school/ombuds-services/

The Ombudsperson provides a safe setting for graduate and professional students to confidentially raise and discuss their concerns about workplace and academic issues, interpersonal difficulties and to receive assistance in identifying options for resolving the conflicts and concerns. The Ombudsperson operates independently, listens without judgement, remains neutral, provides an impartial perspective, and holds all conversations and information confidential except when there is imminent risk of serious harm. The Ombudsperson serves as a thinking partner and a bridge between problems and options for the resolution of concerns and conflicts. The graduate/ professional student is the ultimate decision-maker for the path of resolution.

Equal Opportunity Services (EOS)

https://www.uh.edu/equal-opportunity/

Justin Dart, Jr. Student Accessibility Center

https://uh.edu/accessibility/

The University of Houston System complies with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, pertaining to the provision of reasonable academic adjustments/auxiliary aids for students who have a disability. In accordance with Section 504 and ADA guidelines, the Student Accessibility Center strives to provide reasonable academic adjustments/auxiliary aids to students who request and require them. If you believe that you have a disability requiring an academic adjustment/auxiliary aid, please call the Justin Dart, Jr. Student Accessibility Center at (713) 743-5400 or email them at JDCenter@central.uh.edu.

Counseling and Psychological Services

https://www.uh.edu/caps/

Counseling and Psychological Services (CAPS)) can help students who are having difficulties managing stress, adjusting to college, adjusting to the demands of an academic program, or feeling sad and hopeless. You can reach CAPS by calling 713-743-5454 during and after business hours. No appointment is necessary for the “Let's Talk” program (uh.edu/caps/outreach/lets-talk/), a drop-in consultation service at convenient locations and hours.

Procedures Used to Initiate Grievance

Step 1: Informal Processes

The College encourages students to make every effort to resolve their problems and concerns directly and informally with the faculty members or other involved parties. The student must request, in an email sent from their Exchange/CougarNet account, a meeting with the party(ies) involved within 30 class days* of the point of time when the grievant has knowledge or should have had knowledge of the problem being grieved. The meeting should take place within 10 class days of the reception of the student’s email. Class days are defined as those occurring during the regular session of fall or spring semesters, as reflected in the current academic calendar. If appropriate or necessary, the Department Chair shall participate in the informal effort to resolve the grievance.

Step 2: Formal Procedures at the Department Level

If informal discussions do not result in a resolution of the problem, the student may initiate the formal grievance procedure by submitting a written complaint. The first step of the formal procedure is for the student to submit a formal complaint at the department level using the department-level grievance procedures within 10 class days after deciding an informal grievance cannot occur. Please see the student handbook or department for specific information.

If the student names the department chair in the grievance, the Associate Dean for Student Belonging and Success appoints a faculty member in the department to conduct the departmental grievance process. The department chair or Associate Dean’s Designee will utilize existing departmental grievance procedures and will inform the student of a decision within 15 class days.

The student may also initiate the grievance procedure by submitting the College of Education Student Grievance Form online to the College instead of the department. The Associate Dean for Student Belonging and Success makes the decision to refer the problem to the department for resolution or to proceed with Step 4 of the grievance process (Formal Procedures at the College Level).

Step 3: Appeal of the Department’s Decision

If the student does not find the decision rendered by the Department satisfactory, the graduate student may petition by submitting the College of Education Student Grievance Form online to the Office of Student Success for review by the Associate Dean for Student Belonging and Success within 15 class days after the decision is mutually made that the grievance cannot be settled at the Department level.

The form requires students to provide the rationale and context to initiate a grievance process. Students must also attach the departmental decision (if applicable) and other documents pertinent to the grievance and/or remedy requested as a single PDF.

Step 4: Formal Procedures at the College Level

If, after utilizing the procedures outlined in Step 2 regarding the departmental level grievance, the student’s problem is not resolved, the student has a right to file a grievance at the College level within 15 class days following the decision rendered by the department chairperson. The Associate Dean for Student Belonging and Success will appoint an ad hoc panel to conduct a hearing. The ad hoc panel will consist of five members, two of whom are students. The ad hoc panel will be selected from the pool of COE faculty and students. A faculty member will serve as chair (appointed by the Associate Dean) of the ad hoc panel and will conduct the hearing according to the Guidelines for the Conduct of Student Grievance Hearings outlined below. After the hearing, the ad hoc panel will meet in closed session to determine its recommendations. The Associate Dean for Student Belonging and Success forwards the recommendations of the ad hoc panel to the Dean of the College. The Dean or Designee will inform the student of the College’s decision. The departmental hearing office must receive notice at least three class days before the hearing if either party intends to have legal counsel attend the hearing. A representative from the University of Houston's legal counsel must be present if either party’s legal counsel attends the hearing. The legal counsel for either party may attend the hearing but cannot directly participate in the hearing or enter discussion with the parties present.

College Guidelines for Conducting a Formal Student Grievance Hearing at the College Level

• The Associate Dean for Student Belonging and Success forwards a copy of the College of Education Student Grievance Form filed by the student to the department and parties involved.
• Within ten (10) class days of receipt of the student’s grievance form, the department and/or the parties involved submit any prior responses to the student’s complaint, a list of any witnesses they anticipate involving in the hearing, and copies of any documents to use at the hearing. Similarly, within ten (10) class days of filing the grievance form, the student will submit a list of any witnesses and copies of any documents the student anticipates involving in the hearing. Each party will receive a copy of the materials and a list of witnesses submitted by the other party.
• The Associate Dean for Student Belonging and Success appoints a five-member ad hoc The department(s) and the student receive notification of the membership of the panel within five (5) class days of receipt of the student’s grievance form. Either party has five (5) class days to request that panel member(s) be disqualified for bias. The Associate Dean considers such requests and decides within twenty (20) class days of receiving all written information. The chair of the grievance committee notifies all parties involved as to the date, time, and location of the hearing.
• The chair of the grievance panel will serve as the hearing officer and conduct the hearing utilizing the following format: Legal counsel for either party may attend the hearing but cannot directly participate in the hearing or enter discussion with the parties present. Attendance at evidentiary hearings is limited to the hearing officer, panel members, the petitioner, the legal counsel, the respondent, and their respective witnesses. Except for witnesses, all other involved parties must be physically present at the evidentiary hearing. Witnesses may attend via phone or videoconference. Witnesses may be present only during their own testimony.

The hearing will follow the following agenda:

1. The petitioner and the respondent will each provide a brief opening statement.
2. Each party will make a presentation of the position and evidence, beginning with the petitioner. Each party may call witnesses at this time. Only members of the ad hoc grievance panel can question witnesses.
3. Each party has the opportunity for rebuttal. The introduction of additional evidence occurs during rebuttal to refute points made by the other party.
4. Each party makes a summary statement.
5. After the hearing, panel members meet in closed session to determine its recommendations. The panel forwards their recommendations to the Dean and Associate Dean. The written recommendations will include a finding of fact regarding the incident and application of College or University policy. All parties will be informed of a decision within five (5) class days after the hearing.

Step 5: Appeal of the College’s Decision

If the student does not find the decision rendered by the College satisfactory, the student should consult the Associate Dean for Student Belonging and Success for information regarding further grievance procedures at the University level.

Footnote:

*Class days are defined as those occurring between the first day of class for the regular Fall or Spring session and the official closing of the semester, as reflected in the current academic calendar within UH Publications. Grievances submitted within 10 days of the end of a semester may be rolled over into the next semester at the discretion of the Associate Dean.