Grievance Procedures

1. These procedures are intended to apply to alleged action by Oklahoma City University faculty/staff or a misapplication of university policies, which directly and adversely affects the student.
   Grievances not within the scope of this process are:
   
   1. Academic policies for which there are already procedures and processes to follow (which are described in the Academic Catalog) which include, but are not limited to:
      1. Grade appeals
      2. Petitions to drop or withdraw from classes
      3. Appeal of University Academic Dismissal
      4. Credit transfers;
   2. Concerns related to harassment and/or discrimination;
   3. Incidents involving sexual violence and misconduct;
   4. Student Code of Conduct proceedings;
   5. Traffic/parking citations;
   6. Distance learning complaints;
   7. Concerns regarding student disability;
   8. Any issue already covered by a university office or departmental internal grievance procedure.
      For any type of issue, a student may seek assistance separate from these procedures from his or her academic advisor or any other relevant staff member.
       
2. Students are responsible for initiating these procedures.
3. Attorneys may not represent any party involved in this complaint process.
4. All parties are expected to cooperate fully at all steps of these procedures.
5. Oklahoma City University will make every attempt to notify the complainant of the outcome in writing within thirty (30) class days. Extenuating circumstances might include holidays or extended university closures.

Whenever possible, complaints should be raised immediately with the faculty/staff member responsible, with the aim of resolving the issue directly and informally. If a student’s complaint persists, but they would still prefer to pursue informal resolution, the student may seek assistance from the chair of the Academic department, the Associate Dean/Dean of their college, or the individual’s supervisor (if the complaint is related to a non-academic issue). If the student does not wish to pursue the complaint informally, or is dissatisfied with the university’s response at the informal level, the student may file a formal grievance.

General Information

1. A grievance must be submitted through the online submission form.
2. A grievance must be made within fifteen (15) days of the conduct giving rise to the grievance.
3. Oklahoma City University will attempt to confirm receipt of all grievances within five (5) business days of submission. The department chair or academic dean/asst. dean will respond to academic complaints. The Dean of Students or his/her designee will respond to grievances involving university services.
4. Additional information, documentation, or clarification may be requested of the complainant.
5. Any complainant or respondent may request a meeting with the person investigating the grievance.
6. The complainant will be notified of the outcome in writing.
7. The goal is to complete the process within 30 class days.

Records

Oklahoma City University will keep a record of the grievance.

Confidentiality

The contents and outcome of the grievance will only be shared on a need-to-know basis. All personnel records and actions are confidential with respect to third parties and will not be made available to the complainant.

Filing

1. The student must complete the online submission form for the allegation including;
   1. Names of all persons involved;
   2. Statement of material facts;
   3. Dates of the conduct that forms the basis of the allegation(s);
   4. Informal action(s) taken, if any; and,
   5. Preferred remedy sought.
2. The submission cannot be changed after it has been filed.
3. The student filing the grievance is the complainant.
4. Any person who is the subject of a grievance is a respondent.
5. For any grievance in which the respondent is no longer a university employee, the department chair or supervisor will act as the respondent.
6. A separate grievance must be submitted for any further issues warranting the filing of an additional complaint. All grievances may be consolidated, if in relation to the same situation.

Withdrawal of a Grievance

The complainant may withdraw a grievance by written notification to the academic dean or the Dean of Students, whichever is appropriate, at any time. Even in the event of withdrawal, the University reserves the right to pursue matters that implicate University policy violations.

1. In the event the grievance has not been dismissed or resolved to the satisfaction of the complainant, the student may appeal to the Provost. This request must be made in writing within five (5) business days of the decision being rendered from the Level 2 Formal Grievance.
2. The Provost will notify the complainant within seven (7) business days as to whether the appeal will go forward. In deciding whether to grant the appeal, the Provost will consider whether:
   1. Procedural irregularities existed during the investigation of the grievance;
   2. Fresh evidence can be presented which was not or could not have been made available to the investigator of the formal grievance; and,
   3. The result of the formal grievance investigation was against the weight of the evidence/information gathered.
3. If the Provost allows the appeal to go forward, the Provost or his/her designee will further investigate the grievance. Where appropriate, they will consult with previous parties, witnesses to the grievance, and new or additional university community members with useful knowledge in resolving the grievance.
4. The Provost or designee will issue their decision within thirty (30) class days from the date the complainant was notified the appeal was granted. This decision shall be final.