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Grievance, Student

Recommended By: Academic Senate
Approved: Ruben Armiñana, President
Date of Original Issue: February 3, 1988 (rev. 5/1/00)
Current Issue Date: April 1, 2008
Effective Date: April 1, 2008
Contact Office: Student Affairs

Policy #2008-3

  1. PREAMBLE
    1. A grievance may arise out of a decision or action reached or taken in the course of official duty by a member of the faculty, staff, or administration of Sonoma State University. A grievable action is defined below. The purpose of the grievance procedures is to provide a process for an impartial review and to ensure that the rights of students are properly recognized and protected.
    2. In the case of a grade appeal, students are directed to the Grade Appeal Policy and Informal Grade Appeal Procedures. The authority for the procedures followed in the case of a grade appeal is based on the Chancellor's Executive Order #792. In the case of sexual harassment, or discrimination on the basis of race, sex, creed, color, religion, sexual preference, national origin, age, marital status, pregnancy, Vietnam era veteran's status or disabling condition, the Managing Director of Employee Relations and Compliance Services is designated as the person responsible for receiving student complaints. Student appeals relating to Financial Aid decisions, rules, and regulations are directed to the Financial Aid Office in order to initiate the Financial Aid Appeal Process.
    3. The faculty member and/or Department being grieved shall not retaliate against the grieving student.
  2. DEFINITIONS OF GRIEVABLE ACTIONS
    1. A grievable action is an action that:
      1. Is in violation of written campus policies or procedures, or
      2. Constitutes arbitrary, capricious, or unequal application of written campus policies or procedures.
  3. STANDING TO FILE A GRIEVANCE
    Any person who at the time of filing a grievance is a student enrolled in a course other than an Extended Education non-resident course, or was such a student during the semester (or summer/intersession) prior to the time of filing, has standing to file a grievance under these procedures, provided that person has attempted to resolve his or her complaint informally through those procedures discussed in Section IV.
  4.  INFORMAL PROCEDURES
    1. A party or parties to a dispute or grievance are defined as the grievant and/or the respondent(s).  The Student Grievance Procedures rely on the good faith of all involved to achieve a reasonable resolution of grievable actions.  Any student who believes he/she has grounds for a grievance shall make an attempt in good faith to resolve the problem through early informal discussion of the matter with the academic, administrative, or staff member directly involved.  If the student is not satisfied, the student shall attempt to resolve the grievance through either of the following channels:
      1. In the case of faculty, through the chairperson of the department, and if resolution still cannot be attained, the Dean of the School.
      2. In the case of support staff or administrative personnel, through the employee's supervisor, and if resolution still cannot be attained, the Head of the administrative unit, that is, the Vice President of Student Affairs and Enrollment Management, Dean of the School, Vice President for Administration and Finance, Vice President for Development, or the Provost and Vice President for Academic Affairs.
    2. The Student Conduct Administrator may be consulted for assistance at any point in these informal discussions if the grievant so desires.
    3. The student shall document the informal resolution process and its results. Documentation includes: who was contacted, the date of contact, the reasons why informal resolution failed, and any other information regarding actions taken to informally resolve the dispute. 
  5. INITIATION OF FORMAL GRIEVANCE PROCEDURES
    While recognizing the importance of providing due process for all parties involved in these matters, Sonoma State emphasizes the use of informal resolution to all disputes.  Both parties may continue to seek informal resolution, even after initiating formal adjudication procedures.
    1. If the student's grievance cannot be resolved through informal discussion, the student may initiate a formal grievance by filling out a Student Grievance Form.  To file a formal grievance the student shall:
      1. Obtain a copy of the Student Grievance Form. The form is available from the Academic Senate office.
      2. Write a detailed narrative explaining the reasons for the grievance. In this narrative, the student should outline the alleged wrong, the names of individuals and/or departments involved, and the times and dates of events mentioned. The student should also outline the remedy that he or she is seeking.
      3. Have the form with attached detailed narrative read and signed by the faculty member, the chair of the department, and the dean of the school in which the class was taught. The faculty member, department chair, and school dean should seek a resolution of the problem.  If resolution is not possible, they shall note on the form what issues are preventing resolution. If resolution is not possible, the faculty member shall provide a written description of what issues are preventing resolution to the Fairness Board.
        1. Students applying to the Fairness Board for a grievance may (but are not required to) make a fifteen-minute verbal presentation of their case before the Fairness Board.  The opposing party in the case shall also have the option (but not the requirement) to make a fifteen-minute verbal presentation of their side of the case to the Fairness Board. If either party chooses to make a verbal presentation to the Fairness Board, the opposing party shall be given adequate notice to provide a verbal presentation, if they wish.  Making a verbal presentation before the Fairness Board does not waive the requirement to submit a written application.
  6. TIME LIMIT ON FILING A GRIEVANCE
    The Student Grievance form and the documentation of the informal resolution process must be submitted to the Chair of the Fairness Board no later than the end of the semester following the occurrence of the action upon which it is based. Failure of the student to file a grievance by the deadline constitutes a waiver of all rights under this policy.

Updated 4/01/08 by SSU.policies@sonoma.edu