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Formal Complaint

The Graduate Student Complaint Procedure allows for graduate students to seek resolution to academic related issues through a structured formal process. A complaint may involve, but is not limited to, issues such as hostile academic environment, supervisory and possible mentorship and advising issues,
misappropriation of credit, or alleged violations of a written University policy or procedure. This complaint procedure shall apply to all graduate students whether full or part-time. A separate, parallel process exists for GAs.

Objectives

  1. To provide a timely and effective means of resolving complaints from graduate students.
  2. To enable faculty and staff, Department Chairs, Graduate Chairs, and Deans to identify and correct possible problem areas.
  3. To assure freedom from retaliation for filing complaints.

Process

    1. Requirements

      If no informal resolution is reached, the graduate student may file a formal complaint by following the procedure below. A complaint may be filed following the end of the informal resolution process no later than the end of the following semester in which the issue occurred. If a complaint is filed after week 8 of the semester and a formal investigation is necessary, the investigation will start in the subsequent academic semester (Fall or Spring).

      Under extenuating circumstances, the Graduate Division Dean retains the authority to extend the deadline noted above.

    2. Filing Procedure

      File a complaint with the Graduate Chair or Department Chair or Dean/Director of the unit in which the graduate program is located.Having not resolved the matter with the other party, the graduate student may file a complaint with the Department/Graduate Chair and/or Dean/Director of their unit within 20 business days of the conclusion of the informal resolution process. If the complaint is against or includes the Department Chair, Graduate Chair, or faculty Director, or includes concerns about the relationships between the faculty/staff member and unit leadership, the graduate student may file the complaint directly with the Dean/Director of the College/School or Unit. Alternatively, the GA may file the complaint with the Graduate Division Dean.The written complaint should indicate:

      1. the facts from the graduate student’s perspective, citing specific dates, times, places and concerns/issues where possible;
      2. evidence and witness(es), if any;
      3. the solution proposed by the graduate student, faculty advisor/mentor/chair/others with whom an informal resolution was attempted during the informal process; and
      4. the remedy sought.

Submitted information should be informative enough to provide a clear description and timeline of the situation(s) being reported.

If the information in the complaint includes allegations that, if true, would rise to the level of a potential policy violation of University policies and procedures, a formal investigation may be triggered. Formal investigations will be conducted in accordance with the applicable University policy or procedure.

The graduate student may include a designated individual (e.g., general advocate, Graduate Student Organization Executive Committee member, or other individual) to provide support and guidance through the formal complaint procedure. If such an individual is present, they may ask for a break during the meeting to consult with the graduate student; however, they may not respond for the graduate student or disrupt the meeting.

If the complaint is filed with the Department or Graduate Chair or a faculty Director, they will immediately refer the complaint to the College/School or Unit Dean/Director’s office. If the complaint involves other offices on campus, the College/School or Unit Dean/Director’s office will consult with and/or refer the complaint as appropriate and in accordance with University policies and procedures. The College/School or Unit Dean/Director may also consult with the Dean of Graduate Division to ensure the situation is addressed with the appropriate office(s).

The Department Chair/Graduate Chair/faculty Director should also refer the graduate student to resources available on campus. A select list of resources is found here.

The College/School or Unit Dean/Director (or designee, if necessary) will conduct an initial assessment of the complaint and either look into the matter and take appropriate action, which may include initiating a formal investigation, or refer it to the appropriate authority for handling if not within the Dean/Director’s purview, within twenty (20) business days of receiving the complaint. If there is a need to refer the complaint for handling by another office, the referring College/School or Unit Dean/Director will communicate that to the student.

If the complaint is filed with the Dean of the Graduate Division, the Dean will conduct an initial assessment of the complaint and refer it to the appropriate College/School or Unit Dean/Director (or designee, if necessary) to look into the matter and take action as specified above within twenty (20) business days of receiving the complaint.

If the other party is in a different graduate program, college/school or unit from the graduate student, the complaint may be referred to the Dean/Director of the other party’s graduate program, college/school or unit as appropriate.

Though the graduate student may not be informed of specific personnel-related outcomes of the formal resolution or an investigation, the graduate student will be notified when the formal process has concluded and regarding any remedies.

A decision based on this process shall not be appealable unless permitted under an applied policy/procedure.

Equal Employment Opportunity (EEO) Office

UH is an EEO institution committed to providing a community free of discrimination, intimidation, harassment or violence. It is also committed to promoting diversity and accommodating persons with a disability. For issues related to discrimination or civil rights violations, contact the Office of Civil Rights. For issues related to sexual harassment, sex-related violence, or other related types of concerns, contact the Office of Title IX.

Redress Beyond the University

Any party to the complaint may seek redress through a court of competent jurisdiction or an outside enforcement agency. Nothing in the university’s Statement of Responsibilities of Faculty and Students, Standards and Responsibilities of Graduate Faculty, and Complaint Procedures for Graduate Students shall preclude any party from redress beyond the university.