General Student Grievance (Complaint) Process

General Student Grievance (Complaint) Procedure

The General Student Grievance (Complaint) Procedure is the process by which students may share concerns, grievances, or complaints in relation to University, or its faculty or staff, when there is not another specific procedure to resolve the concern.

If you have any questions or concerns about the process, please contact the Office of the Dean of Students via e-mail at [email protected], telephone at (423) 425-4761, or in-person at the University Center, Suite 399. 

Purpose

This procedure defines the process by which general grievances of University of Tennessee at Chattanooga ("UTC" or "University") students against the University or its faculty or staff may be reported and resolved. This procedure does not apply to student appeals, complaints, or grievances that are subject to other specific UTC grievance process or procedure.

Definitions

A. "Appropriate Administrator" refers to the University administrator responsible for making a determination regarding a student's grievance under this procedure.
B. "Determination" refers to the Appropriate Administrator's resolution of a student's grievance under this procedure.
C. "Faculty" refers to any University employee who holds faculty rank and whose primary appointment is to engage in academic instruction, research, or service.
D. "Grievance" refers to any complaint or grievance not subject to one of the specific UTC grievance processes or procedures listed in Appendix A or other specific UTC grievance process or procedure.
E. "Notice" is defined as receiving information directly from University employees, public safety officials, and/or medical professionals.
F. "Office of the Dean of Students" refers to the University office designated with primary responsibility for the administration, safety, and welfare of University students.
G. "Staff" refers to any full-time or part-time University employee not primarily engaged in academic instruction, research, or service, who holds either an exempt or non-exempt position with or without administrative, executive, or managerial responsibilities, excluding student employees of the University.
H. "Student(s)" refers to a person who is admitted, enrolled or registered for study at the University, either full-time or part-time, pursuing undergraduate, graduate, professional, and/or non-degree courses; or has completed a preceding academic term at the University and is eligible for re-enrollment without re-applying for admission and/or otherwise has a continuing relationship with the University.

Information Resolution

  1. Whenever possible, students are encouraged to seek an informal resolution of their grievance directly with the faculty or staff member(s) involved, or with the appropriate supervisor of the University program or service.

  2. If an informal resolution cannot be reached or is not desired, the student should utilize the formal resolution process

Formal Resolution

  1. Grievances are submitted to the Office of the Dean of Students by the student.

  2. Grievances should be reduced to writing by the student utilizing the electronic form (utc.edu/complaintform) or other written means.

  3. Grievances must contain

    1. Name(s) of the faculty or staff member(s), or the University program or service that are the subject of the grievance.

    2. Name(s) of other individuals involved.

    3. Date of the incident (if applicable).

    4. Time of the incident (if applicable).

    5. Description of the grievance.

    6. Description of any efforts the student has made to resolve the matter.

    7. Description of the desired resolution.

    8. Any documentation related to the grievance.

  4. The Office of the Dean of Students will review the submitted grievance. If additional clarification, documentation, or investigation is needed, the Office of the Dean of Students will serve as the information gatherer and/or investigator.

  5. The Office of the Dean of Students will send notice of the grievance to the Appropriate Administrator for review and resolution.

  6. The Appropriate Administrator shall review the grievance and make a determination as to the appropriate resolution of the grievance.

  7. The Appropriate Administrator shall submit their determination to the Office of the Dean of students within ten (10) business days of receipt of notice of the grievance. If there are circumstances requiring additional time to make a determination, the Appropriate Administrator shall notify the Office of the Dean of Students.

  8. The Office of the Dean of Students will send a summary of the determination to the student, with copy to the Appropriate Administrator.

Appeal of Determination

  1. If the student is not satisfied with the determination by the Appropriate Administrator, the student may appeal the determination through each succeeding administrative level.

  2. Appeals must be submitted in writing to the Office of the Dean of Students within five (5) business days of receiving the summary of the determination.

  3. The administrator at each succeeding level of review shall review the grievance, the determination, and letter of appeal, and shall submit their decision to the Office of the Dean of Students within ten (10) business days of notice.

  4. The Office of the Dean of Students will send a summary of the decision to the student, with a copy to the Appropriate Administrator.

  5. The final level of review shall be the appropriate Vice Chancellor (or the Chancellor, if the determination on appeal was made by a Vice Chancellor). The Vice Chancellor (or Chancellor's) decision shall be final and not subject to appeal.

Other [External] General Student Grievance Processes

  1. Complaints regarding any University of Tennessee institution not resolved at the campus level may be directed to the University of Tennessee, Vice President for Academic Affairs and Student Success.
    The University of Tennessee
    Office of the Vice President for Academic Affairs and Student Success
    821 Andy Holt Tower Knoxville, TN 37996
    [email protected]
    https://aass.tennessee.edu/student-grievances/

  2. Complaints may also be reported to any agency that offers accreditation to the University, including:

    • Southern Association of Colleges and Schools - Commission on Colleges
      Southern Association of Colleges and Schools
      Commission on Colleges
      1866 Southern Lane
      Decatur, GA 30033
      404-679-4500

    • Tennessee Higher Education Commission
      Tennessee Higher Education Commission
      404 James Robertson Parkway Suite 1900
      Nashville, TN 37243
      615-741-3605

Records

A. Maintenance

  1. Grievance records are maintained by the Office of the Dean of Students. Grievance records are not maintained as part of a student's academic record.

B. Disclosure

  1. A student may inspect and review their submitted grievance(s) and resolution(s) upon request of the Office of the Dean of Students.

  2. A faculty or staff member may inspect or review any grievance(s) or resolution(s) in which they are grieved against upon request to the Office of the Dean of Students.

  3. A supervisor of a program or service may inspect and review any grievances related to that program or service upon request to the Office of the Dean of students.

  4. Grievances concerning faculty or staff may also be disclosed to that individual's supervisor, the Office of Human Resources, Office of Equity and Inclusion, or other University or System official for employment or investigation purposes upon request to the Office of the Dean of Students.

C. Retention

  1. The University will retain grievance records for a period of seven (7) years from the date of submission of the grievance by the student unless required to retain the records for a longer period of time by law or University policy.

  • A supervisor of a program or service may inspect and review any grievances related to that program or service upon request to the Office of the Dean of students.

  • Grievances concerning faculty or staff may also be disclosed to that individual's supervisor, the Office of Human Resources, Office of Equity and Inclusion, or other University or System official for employment or investigation purposes upon request to the Office of the Dean of Students.

B. Disclosure

A student may inspect and review their submitted grievance(s) and resolution(s) upon request of the Office of the Dean of Students. A faculty or staff member may inspect or review any grievance(s) or resolution(s) in which they are grieved against upon request to the Office of the Dean of Students.

To review the PDF version of the General Student Grievance (Complaint) Procedure, click here.

Click Here to file a Grievance / Complaint

Other UTC Appeal, Complaint, or Grievance Processes 

Academic
  • Undergraduate Students
    • Academic Forgiveness
    • Academic Suspension/Dismissal Appeal
    • Course Substitutions
      • Requests are made and entered by academic advisors or academic department representatives.  
    • Exception to the Withdrawal (Backdated Withdrawal)
    • Grade Appeal
    • Program, Minor, or Catalog Year Change Request
    • Transfer Course Classification Appeal
    • Undergraduate General Education Petition
    • Undergraduate Student Petition
  • Graduate Students
    • Academic Suspension/Dismissal Appeal
    • Catalog Year Change Request
    • Exception to the Withdrawal (Backdated Withdrawal)
    • Grade Appeal
    • Graduate Program Dismissal for Reasons other than Individual Course Grades 
    • Graduate Student Petitions
    • Request for Stop Out (Leave of Absence) 
Admissions
  • Admissions and Readmission Appeals
    • Undergraduate
      • Policy (2022-2023 Version)
      • Appeal Form
    • Graduate
      • Policy
      • Appeal Form 
  • Residency Classification
Discrimination
Financial Aid & Money
Housing
  • Housing Contact Cancellation Appeal
  • Housing Residency Exemption
  • Meal Plan Requirement Waiver
Misconduct
Parking
  • Parking Citations
    • Policy (Refer to Section 15 of the Student Code of Conduct, "Student Parking Appeals Board")
    • Appeal Form

 

 

Dean of Students

Dean of Students

Department Hours
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