E.13 — Student Grievance and Appeals and Suggestions Policy

Document Control Information

Policy Code

E.13

Standard

E. Students

Status

published

Version

2

Process Owner

Director of Student Affairs

Prepared By

Director of Student Affairs

Reviewed By

QAIE

BOT Approval

approved

First Issue Date

21 Sept 2023

Last Review Date

14 Feb 2024

Relevant To

DMU Students

Used With

—

Modification History

Purpose and Scope

Abbreviations and Definitions

Policy Statement

1. To initiate the formal grievance procedure, the student must submit her grievance, through the online Student Voice Form provided on the DMU website.
2. The written grievance shall include: a statement that the student wishes a review of the situation by a Committee.
3. the identification of the person or group at whom the grievance is directed.
4. the specifics of the perceived inequitable treatment or unacceptable facility.
5. Evidence in support of the student's belief that she has been treated inequitably.
6. A grievance must be initiated no later than 10 working days from the time the student knew or could reasonably have been expected to have known of the circumstances giving rise to the grievance.
7. After receiving the grievance, the Director of Student Affairs department  will acknowledge the receipt through the online form and review the details to identify if it is of academic or non – academic nature.  If academic, the request is sent to the Vice Chancellor Academic Affairs & Support Services   to assign a committee.  For Non- Academic Grievance, Director of Student Affairs will be assigned to the Committee.
8. In case of Academic Grievance Vice Chancellor Academic Affairs & Support Services   will appoint the Grievance committee members as follows:

• College Dean
• One faculty member. 
• Student Advisor/ Mentor 
• Student Counsellor if required.
• Any other representative related to the grievance

1. In case of Non – Academic Grievance SADD will appoint the Grievance Committee members as follows:

• College Dean
• One faculty member. 
• Student Advisor / Mentor 
• Student Counsellor 
• Any other representative related to the grievance

10. For Non-Academic Grievance the Director of Student Affairs Department and Student Counsellor will try to mediate and have the issue resolved informally. If the student is not in agreement, then the committee is assigned to initiate the investigation.
11. The Committee will have seven working days to investigate the request and write a report and recommendation to the SADD.
12. The Director of Student Affairs will have three working days to forward the decision to the University Council to approve or not approve the recommendation and accordingly the student is informed by Student Affairs Department about the action on the grievance and the grounds for the action taken.
13. If the student is not in agreement with the action taken, then the student can appeal to the Vice Chancellor Academic Affairs & Support Services   of DMU within five working days.
14. The Vice Chancellor Academic Affairs & Support Services     is required to request further investigation by appointing additional new members to the committee to review the case.   After review of all documentation, the Vice Chancellor Academic Affairs & Support Services   should take the case with his recommendation to the University Council for a final decision within seven working days from the day the appeal has been submitted. Further details about the appeal process are outlined below.
15. The decision by the University Council will be considered as final and not open for further appeal.

1. Every student has the right to request an appeal within five working days of the occurrence of an incident, decision, or announcement of grades. Any appeal should be submitted through the online Student Voice Form. Student Affairs Department will review the appeal and refer it with all previous documentation to the Vice Chancellor Academic Affairs and Support Services. Director of Student Affairs is kept copied on the appeal request even if it’s nonacademic. 
2. The following should be included in the student’s appeal request: Precise grounds on which the appeal is based for example can include but not limited to:

• University’s policies were incorrectly applied.
• Proper grievance procedures were not followed; or
• Unfounded, arbitrary, or irrelevant assumptions of facts regarding the student’s performance were made by the Committee.
• Circumstances associated with the need to appeal.
• Arguments supporting the appeal.
• Description of proposed remedial actions to be taken by the student

3. The Vice Chancellor Academic Affairs & Support Services   will assign an academic Appeal Committee which should include at least two new members who were not among the previous Grievance Committee. Additionally, for appeals DSA could be assigned by the Vice Chancellor Academic Affairs & Support Services   to be part of the academic Appeal committee.
4. The Academic Appeal Committee will review and investigate all the provided documentation and may request additional meetings with the student before writing a report and recommendation for submission to the Dean.  This should be done within five working days.
5. The written recommendation by the Academic Appeals Committee shall identify and include where appropriate:

• Student reason for the appeal
• Action taken by the Appeal taskforce.
• Rationale for recommended decision 
• Names of individuals present at the hearing.

6. The Vice Chancellor Academic Affairs & Support Services   will review all provided documentation and will forward the case with his recommendation to the University Council for a final decision within three working days.  Student affairs is required to notify the student by email of the final decision which is not open for another appeal.  If the student or parents request to meet the Vice Chancellor Academic Affairs & Support Services, he may meet with them to explain and confirm the decision and he might delegate this responsibility to SADD.

Policy Statement — Continued

1. The appeal form is completed online within five working days of announcing the in course or final grades.
2. Director of Student Affairs will forward the request to the Vice Chancellor Academic Affairs & Support Services   for review and assignment of an academic Grievance / Appeal committee. The same process outlined above for Academic Grievance and Appeal will be followed, however a representative from the Assessment Committee is required to be added to the taskforce.
3. The Committee will ensure to review the following:

• Correction has been done according to the prescribed rules of DMU.
• All the questions have been correctly checked and duly compiled.
• If a mistake is identified in checking or compiling of the score of the student, the result is then modified accordingly with due approvals as per Assessment and Grading policy.
• In no case is the assessment shown to the student or guardian.

4. Once the recommended decision is made by the assigned Committee, the Vice Chancellor Academic Affairs & Support Services   will take the case to the University Council for approval.  Student Affairs will accordingly inform the student about the decision by email.
5. Grade grievances / appeals are final and not open for further review.

Responsibilities for Application

• Director of Student Affairs Department - DSA
• Students Grievance, appeals, suggestion committee

Attached Documents & References

• SV-F-13 Student Voice Form for Suggestions, Grievances & Appeals.docx