Guidelines for Filing a Written Complaint concerning discrimination, sexual harassment, and other non-academic issues are available in the University General Information Catalog (1). In addition, students are informed about available resources for filing a complaint during New Student Orientation. Instructions for filing complaints are also available on the UTMB intranetís Professionalism page (2).
The primary responsibility for responding to these complaints lies with the Student Affairs Officer of each school, usually an Assistant or Associate Dean. If the student contacts a department chair, the Office of Equal Opportunity and Diversity (OEO&D) or the Studentsí Ombudsman concerning the complaint, the chair, office, or ombudsman may contact the appropriate dean to seek resolution.
Grievance procedures recommend that students first seek resolution to the grievance through an appointment with the relevant department or office within five working days from the action or condition giving rise to the grievance. It the problem has not been resolved within three working days, the student should file a written complaint. Upon receipt of the written complaint, the Student Affairs Officer or the Officerís designee will meet with the student, usually within three working days. Following the appointment with the student, the Officer or the designee will:
Call for the appropriate faculty committee to investigate the grievance and make recommendations concerning the matter, or;
Choose to investigate the matter himself or herself, or;
Choose to seek guidance and counsel from the OEO&D.
Alternatively, if the complaint involves alleged discrimination or sexual harassment, the student has the option to bypass the traditional procedure for handling grievances and seek initial counseling from the OEO&D, again within five working days from the action or condition giving rise to the complaint. After consulting with the student, the OEO&D shall consult with the relevant Officer concerning the matter, and the Officer shall have the opportunity to initiate an inquiry, allowing every opportunity for the complaint to be channeled back through the traditional grievance procedure. The OEO&D will begin an inquiry into the allegations and make recommendations to the President. If the decision rendered by the Officer is unsatisfactory to the student, the student also may appeal to the President within ten working days. The President then renders a final decision.
Procedures for academic appeals are outlined in the General Catalog. Students and administrators may also refer to the Institutional Handbook of Operating Procedures (IHOP), Section 7, Student Policies, for information regarding Student Conduct and Discipline (Policy 7.1.3) (3) and procedures for filing formal appeals of grades, scores, evaluations, or dismissals from the Graduate School (Policy 7.1.15, 7.1.16, and 7.1.17), School of Medicine (Policy 7.1.18 and 7.1.19), School of Allied Health Sciences (Policy 7.1.20 and 7.1.21) and the School of Nursing (Policy 7.1.22 and 7.1.23) (4).