Compliance Narratives

Judgment of Compliance

Narrative

Sam Houston State University publishes appropriate and clear procedures for addressing written student complaints, demonstrates that it follows the procedures when resolving them, and maintains a record of student complaints that can be accessed upon request by SACSCOC.

Written Student Complaint Procedures

Student Grievance Procedures

SHSU is committed to fostering an educational environment that promotes the highest level of learning and personal development of its students. To support this commitment, SHSU strives to ensure all students are treated equitably and in accordance with University policies. When a student asserts that SHSU has not followed University policies or wishes to file a grievance or appeal that is governed by an existing SHSU policy, that student is afforded the opportunity to file a student grievance with the institution. All students, regardless of modality or location, are afforded the opportunity to submit written student grievances via the institution’s online submission form or via other written mechanisms (e.g., in-person delivery, hard copy mail, email, or fax).

Most student grievances and appeals are governed by specific SHSU policies that outline formal guidelines and procedures. For student grievances not specifically addressed within University policies, SHSU adheres to the processes documented within its Student Grievance Procedures [1]. As specified within these procedures, any student who can demonstrate that they have been subject to adverse treatment due to a lack of adherence to University policy or procedure by University personnel may express dissatisfaction and seek resolution. Students should first seek to resolve the issue directly with the aggrieved University representative through informal resolution strategies. If a satisfactory resolution cannot be reached between the student and University representative, or if extenuating circumstances prevent direct communication between the student and University representative, the student should pursue the issue through the chain of command. For academic matters, the chain of command includes the instructor, department chair, and academic dean. For issues dealing with staff, the chain of command, as applicable, includes the staff member, the coordinator, the director, the assistant or associate vice president, and the divisional vice president or senior vice president. If a satisfactory resolution cannot be reached after diligent communication through the chain of command, an academic grievance may be filed [2].

Specific guidelines and timelines for formal student grievances depend upon the type of grievance being filed. Grievances are categorized as either Academic Grievances or Non-Academic Grievances [1]. From the Student Grievances Procedures website, students are prompted to select the appropriate category and can then navigate the process and applicable online forms. Academic Grievances are routed through the academic chain of command beginning with the academic department and Non-Academic Grievances are routed through the Dean of Students’ Office.

Formal SHSU policy statements govern the vast majority of student grievances and appeals. For student grievances relating to academic matters, the Academic Policy Manual contains formal SHSU policies pertaining to faculty, student, curriculum, and research matters [3]. The following academic policy statements govern the vast majority of Academic Grievances:

• APS 900823 Academic Grievance Procedures for Students [4]
• APS 910312 Academic Probation, Suspension, Dismissal, and Termination [5]
• APS 810213 Academic Honesty [6]
• APS 811006 Students with Disabilities [7]
• APS 801007 Courses and Grades Transferred from Other Colleges and Universities [8]

In terms of academic disputes and/or grievances, students are instructed to follow the chain of command: the class instructor, the department or school chair, the respective college review panel, the academic dean, the graduate dean (for graduate students), and finally the Office of the Provost. The academic policy statements outline grievance and/or appeal procedures for academic grievances that include, but are not limited to, disputes over academic dishonesty, grades, unauthorized class absences or tardiness, suspension for academic deficiency, an instructor’s alleged unprofessional conduct, graduate comprehensive and oral exams, and theses and dissertations.

Non-academic student grievances allow for reporting general grievances not governed by formal academic policy as described above. Similar to academic grievances, non-academic grievances require resolution to be sought through informal strategies up through the applicable chain of command. When a resolution cannot be identified through informal strategies, students are able to file a Non-Academic Grievance [1] [9]. Non-academic grievance topics include, but are not limited to, student employment, parking citations, or a review of a decision or action made by a University department. Specific grievances may also be routed through the Office of Title IX and Discrimination Resolution (e.g., disputes about sexual misconduct or discrimination) [10].

Publication of Policies and Procedures

SHSU’s Student Grievance Procedures are disseminated to students via the Dean of Students’ Office website [11] and the Academic Affairs Student Resources website [12], as well as through SHSU website search capabilities [13]. The Student Grievance Procedures webpage assists students in navigating the appropriate channel through which to initiate a grievance (Academic v. Non-Academic). Academic policies can be accessed from the Academic Affairs webpage [3], as well as from the undergraduate and graduate and professional catalogs [14] [15]. The Student Code of Conduct [16] also provides links to university policies and student grievance procedures.

Demonstration of Adherence to Policies and Procedures

Examples of grievance and appeal documentation are provided as evidence that SHSU adheres to its grievance policies and procedures. Examples have been redacted to protect the privacy of students and University personnel. The following table provides basic information about each example and a link to the redacted documentation.

Records of Student Grievances

Detailed records are maintained for written student grievances at SHSU. Units responsible for maintaining formal grievance records are required to maintain all written communication submitted by the student, as well as all written communication submitted to the student from University personnel. The length of time student grievance documentation is maintained is governed by the University Records Retention Schedule and varies by document type [21]. For example, records relating to grievances are retained for a minimum of two years following the conclusion of the grievance process. Should the grievance relate to a student’s disciplinary record, the grievance is maintained for a minimum of seven years following the student’s graduation or date of last attendance..

SHSU maintains academic grievance records in a decentralized system, where records are retained by the academic college receiving and responding to the written grievance. For non-academic grievances, records are maintained in the Maxient software system, a student conduct records system. Each grievance log is required to contain the following elements: date grievance filed, student name, student ID, grievance source, brief description of grievance, unit receiving grievance, and brief description of resolution and process followed. The following table provides a list of units and individuals responsible for maintaining records of student grievances.

Example complaint log entries for both non-academic grievances tracked by the Dean of Students’ Office [22] and academic grievances tracked by each of the academic colleges [23] have been compiled and provided as examples.

Supporting Documentation