College of Liberal Arts Undergraduate Academic Grievance Procedure

Approved by the CLA Executive Committee October 17, 2005 Approved As Amended by the Collegial Assembly February 20, 2007

All undergraduate students enrolled in courses offered by the College of Liberal Arts may grieve any academic matter in which they believe they have been treated unfairly. At any time a student may withdraw his or her grievance, thereby halting the grievance process.

The commencement of a formal grievance is most serious in nature, and should take place only after all informal methods of adjudication have taken place-such as discussion between the student, the faculty member, and the chairperson of the department.

Students who, after seeking to resolve their problem with the instructor, believe they have a grievance should speak with the department chair, program director or his or her designee who will help them understand the grievance process.

The procedures outlined in this document are only for the resolution of academic grievances of undergraduate students related to courses taught in the College of Liberal Arts. An academic grievance is a grievance related to the evaluation of academic work in a course. Graduate students should follow the grievance procedure developed by the Graduate School. Students with non-academic grievances should contact the office of the Student Affairs Ombudsperson at the Student Activities Center (215-204-8531) for referral to the appropriate department at Temple University (e.g., housing, affirmative action, student financial services, disability services, and so forth).

Once the formal process begins (Grievance Stage I), it is the duty of the Director of Undergraduate Affairs in the Dean's Office of the College of Liberal Arts to keep records of all proceedings. The Director of Undergraduate Affairs of the College of Liberal Arts Dean's Office shall ensure that the procedures outlined in this document are followed.

Grievances must be handled as promptly as possible at every stage; however, grievance hearings for Stage II and Stage of the Grievance Process will not be held during the summer session except if the grade being grieved will affect the student's: 1) warning or probation status, 2) participation in a study abroad program in the fall semester immediately following the given summer term, 3) participation in the CLA Internship Program in Harrisburg, PA or Washington, DC in the fall semester immediately following the given summer term, or 3) graduation in August of that very year. Pre-Grievance and Stage I Grievance conferences may be held during the summer if all parties are available.

The College of Liberal Arts Director of Undergraduate Affairs in collaboration with the Department's (or Program's) director of undergraduate studies and the department chairperson or program director will oversee the process of a grievance. Department representatives will report all grievance matters to the College of Liberal Arts Director of Undergraduate Affairs in the Dean's Office.

All documents related to or connected with a student grievance shall be treated with the utmost confidentiality by those who have responsibility for or access to them.

All faculty members are urged to cooperate fully at every stage of any grievance in which they are involved in any way.

Pre-Grievance

A student who believes s/he has a grievance should consult with the department chairperson, program director, or his/her designee as soon as practicable, recognizing that should the grievance arise during the last two weeks of the fall or spring semester or summer sessions, the parties may be unable to meet until classes resume the following semester. The department chairperson, program director or his/her designee may recommend that the student meet with the instructor of the course for which s/he is considering filing a grievance. If that instructor is no longer in the employ of Temple University or is, for other reasons, unavailable, the student may request that the department or program chair meet with the student. The department or program chair may also designate another faculty member to meet with the student to discuss the matter. Should the parties reach an agreement about the dispute, they may write and sign a document showing the steps each party will take to resolve it, but need not do so. Copies of the signed agreement should then be distributed to the student, the instructor, and the department chair or program director. Copies are not sent to the Dean's Office or the Advising Center. If one or another party to this pre-grievance agreement is not satisfied with the fulfillment of the terms of the agreement or if the parties are unable to come to an agreement, the student may file a formal grievance in accordance with Stage 1 of the Grievance Procedure, as described below. Students who do not wish to have a pre-grievance meeting with their instructor should inform the department chairperson or program director accordingly, and may proceed directly to Stage 1 of the Grievance Procedure.

Stage I

The formal grievance procedure begins with the student's preparation of a written statement of grievance, including supporting particulars and remedies sought. Students wishing to file a Stage I grievance regarding a fall semester course must do so by February 15 of the calendar year following the end of the given fall semester. Students wishing to file a Stage I grievance regarding a spring semester course or a summer session course must do so by October 15 of the same calendar year in which the courses were taken. Students cannot appeal grades after they have graduated.

The student will present this statement to the Director of Undergraduate Affairs in the Dean's Office of the College of Liberal Arts. The Director of Undergraduate Affairs will present the student statement to the faculty member with a copy to the chairperson of the department (or director of the program) and the department's or program's director of undergraduate studies (if one has been designated by the department or program). The department's director of undergraduate studies (or department chairperson if no director of undergraduate affairs has been designated) will arrange a meeting of the student, the instructor, and the chairperson or the director of undergraduate studies. The chairperson of the department or the director of undergraduate studies will prepare a written record of the meeting, at which every effort will be made to resolve the problem, and will provide all parties with a copy of this record. The student and instructor may also prepare and submit to all parties a written response to the record of this meeting. When a grievance reaches Stage I, copies of all written communications shall be sent to the Director of Undergraduate Affairs in the Dean's Office of the College of Liberal Arts.

Stage II

If the grievance is not resolved to the student's satisfaction, the student may appeal to the chairperson of the department (or director of the program) within seven (7) calendar days from the date of the written record of the Stage I meeting. This constitutes Stage II of the Grievance Procedure. The Stage II process should be completed within six weeks of the date of appeal.

The department or program will convene a Department or Program Grievance Committee consisting of three faculty members and two undergraduate students majoring in the department or program offering the course for which the student has filed a grievance. If the instructor of the given course is a member of the Department or Program Grievance Committee, the department chairperson or program director shall designate an alternate committee member to hear the grievance. The Director of Undergraduate Affairs of the College of Liberal Arts shall provide the members of the Department or Program Grievance Committee with copies of all documents related to the grievance. The student and the instructor of the course may provide additional materials and the committee may request additional materials. Having collected and reviewed the documents, the Department or Program Grievance Committee convenes a meeting to hear the grievance. The student and instructor may offer testimony and the Committee members may ask questions of each. The Committee may also call upon other instructors or students to ask questions of them if necessary and appropriate. The Director of Undergraduate Affairs of the College of Liberal Arts attends the committee's meetings and may provide procedural assistance. Upon the conclusion of the Stage II grievance meeting, the Committee considers will consider all of the information and then renders its decision, in writing. A copy of the written decision will be provided to the student, instructor, department chairperson or program director, and the Director of Undergraduate Affairs of the College of Liberal Arts. All written documentation at this stage must be sent to the Director of Undergraduate Affairs of the College of Liberal Arts.

 

Stage III

After all methods for settlement at the department level have been exhausted, the student may appeal the department's decision to the CLA Grievance Committee. This constitutes Stage III of the Grievance Procedure.

The student must file an appeal letter requesting a review of the grievance addressed to the CLA Grievance Committee and sent to the College of Liberal Arts Director of Undergraduate Affairs in the Dean's Office within seven (7) calendar days after the date of the letter informing the student of the decision of the Department or Program Grievance Committee.

A copy of the original student grievance statement should accompany this letter. The College of Liberal Arts Director of Undergraduate Affairs will send a copy of the letter to the chairperson of the department or director of the program. The CLA Director of Undergraduate Affairs or department chairperson will forward copies of the record of all previous proceedings to the CLA Grievance Committee. The CLA Grievance Committee shall consist of 2 student members appointed by the Council of the College of Liberal Arts (Student Council) and 3 presidential faculty members elected to staggered three-year terms. The CLA Director of Undergraduate Affairs in the Dean's Office sits on the committee as a non-voting member to provide background information on College rules and procedures and any documentation the Grievance Committee may request. In the event that a member of the Grievance Committee is either a grievant or a grieved against, that member shall withdraw from the Grievance Committee for the consideration of that grievance, and a substitute shall be appointed by the Dean.

It shall be the duty of the Grievance Committee to receive information from parties involved in a grievance and conduct any hearings it deems necessary. The Vice Dean for Undergraduate Affairs may also attend any hearings and review any documentation collected by the Grievance Committee. The Grievance Committee shall prepare a written report with recommendations for the resolution of the grievance. This report may include majority and minority opinions, should any members of the Grievance Committee so desire. The Grievance Committee report shall be sent to the student, the faculty member, the department chairperson or program director, the Dean, the CLA Director of Undergraduate Affairs, and the Vice Dean for Undergraduate Affairs in the Dean's Office. The Dean of the College will decide how to resolve the grievance.

This decision of the Dean of the College may be appealed to the Vice Provost for Undergraduate Affairs, within seven (7) calendar days after the decision of the Dean, only on the following grounds:

Appeals to the Vice Provost for Undergraduate Affairs shall be in writing and delivered to the office of the CLA Director of Undergraduate Affairs. If the appeal is upheld by the Vice Provost for Undergraduate Affairs, the matter shall be returned to the CLA Grievance Committee to allow reconsideration of the original determination. If the appeal is not upheld, the decision of the Dean of the College shall be considered final and binding upon all parties involved.

First approved by CAS faculty meeting, April 17, 1979. Revised by the CAS Grievance Committee February 6, 1998; revisions approved by the College Executive Committee and distributed to the CAS Collegial Assembly March 19, 1998; language changed to reflect College of Liberal Arts September 1, 1998. Revised October 17, 2005 and approved by the CLA Executive Committee. Approved by the College of Liberal Arts Collegial Assembly As Amended February 20, 2007.