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GA Complaint Process

Informal Resolution

During the informal stage of conflict resolution, the Graduate Dean and the Associate Graduate Dean provide counseling and guidance, and assist with informal resolution of the conflict. However, once a formal grievance is filed, the Graduate Division becomes the official arbitrator and must remain impartial to all parties involved in the conflict.

This process is for all graduate students who hold any type of Graduate Assistantship (i.e., GTA, GRA, general GA). For convenience, all types will be referred to as GA in this process.

The GA shall attempt, insofar as possible, to resolve the problem with the other party (e.g., another GA, faculty, or staff member) involved as it affects their responsibilities as a GA. In the attempt to resolve the matter, the GA may consult, in the following suggested order, with: 1) their GA supervisor (or their Graduate Chair, if the GA supervisor is involved); 2) the Department Chair; 3) the Dean or Associate Dean of the unit in which the GA has an appointment; and/or 4) the Dean or Associate Dean of Graduate Division. Any combination of the above individuals or others with whom the GA would like to consult, may be approached to advise and/or assist in resolving the matter. In some cases, the Dean or Associate Dean of the other party may be different from the student’s graduate program and college/school.

The GA has the option of designating an individual (e.g., general advocate, Graduate Student Organization Executive Committee member, or other individual) for the sole purpose of providing support to the GA through the informal resolution process. If such an individual is present, they may ask for a break during the meeting to consult with the GA; however, they may not respond for the GA or disrupt the meeting.

If it is found through the informal resolution process that possible violations of University policy have occurred, a fact-finding investigation may be triggered outside of the informal resolution process.

Formal Complaint

If no informal resolution is reached, the GA may file a formal complaint by following the procedure below. Under extenuating circumstances, the Graduate Division Dean retains the authority to extend deadlines as noted below.

The GA Complaint Procedure allows for graduate students to seek resolution to academic related issues through a structured formal process. A “Graduate Assistant complaint” may involve, but is not limited to, issues such as hostile academic or work 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 graduate student complaints.

Objectives
  1. To provide a timely and effective means of resolving employment-related 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.
Formal Complaint Procedure

  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. Filing should be 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

    Having not resolved the matter with the other party, the GA may file a complaint with the Department Chair or Graduate Chair 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 GA 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 GA’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 GA supervisor/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 GA 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 GA; however, they may not respond for the GA 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). 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 GA.

    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 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 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 GA, the complaint may be referred to the Dean/Director of the other party’s graduate program, college/school or unit as appropriate.

    Though the GA may not be informed of specific personnel-related outcomes of the formal resolution or an investigation, the GA will be notified when the formal process has concluded.

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