The Texas A&M Health Science Center School of Graduate Studies

Student Miscellaneous Complaint Policy

1. GENERAL/OVERVIEW

The Texas A&M Health Science Center (HSC) School of Graduate Studies (SGS) is committed to providing a learning environment for its graduate students in which student complaints are responded to in a prompt and fair manner. Toward this end, SGS has developed procedures that address specific kinds of complaints that are in keeping with HSC Rules and Internal Policies and Texas A&M System (TAMUS) Policies and Regulations as well as state and federal law. The institutional catalog provides for a number of complaint processes that are unique to the HSC components. This policy specifically addresses any miscellaneous student complaints that do not fall into the categories specified below and that are not articulated elsewhere in TAMUS Policies and Regulations, HSC Rules and Internal Policies and the HSC catalog.

Policies and procedures exist for the following types of student complaints and are not covered by this policy:

• Complaints regarding academic or disciplinary matters
• Complaints regarding professional conduct
• Complaints regarding discrimination
• Complaints regarding sexual harassment
• Complaints regarding student records
• Complaints regarding grades or grading
• Complaints regarding financial aid issues

2. INTERNAL POLICY/RESPONSIBILITIES/PROCESS

2.1 Complaint Process

SGS encourages students to seek informal resolution of concerns through consultation with the faculty, staff person or administrator directly responsible for the initial action or decision before pursuing a more formal process. However, if a student deems the informal efforts unsatisfactory, he or she may pursue a more formal complaint. Students must make all formal complaints under this policy, in writing, through the submission of the SGS Miscellaneous Student Complaint Form unless the complaints involve safety issues that require immediate action.

2.2 Office Receiving the Complaint

Students should direct complaints to the specific office involved in the complaint. If necessary, the student may also report the complaint to the office of the next level supervisor. Students may also direct their complaint to the Associate Dean for the SGS who presides over their campus.

2.3 Office Response and Timing

Upon receipt of a student complaint the representative in the office where the complaint was logged will assure that the student receives a direct response in writing, by telephone, or in person in a reasonable and timely manner, normally within ten business days.

2.4 Required Documentation

Each office receiving a written complaint at the SGS shall appoint a designated representative to handle processing complaints. The designated representative will act as the point of contact for all information relating to student complaints and must maintain a Miscellaneous Student Complaint Log that provides historical information concerning written student complaints, pertinent dates, and final resolution. The representative will retain all documentation relating to written student complaints and will forward this information to the Associate Dean for their campus on a quarterly basis. Complaint logs will be reviewed on an annual basis by the Executive Associate Dean for the SGS.

3. APPEALS PROCEDURES

The only basis for an appeal is an allegation that the decision was made for an illegal reason or HSC procedures were not followed. (For purposes of this section, an illegal reason is defined as a decision based on race, sex, age, national origin, religion, creed, color, or disability.)

Students may appeal the decision to the Dean of the SGS, in writing, no later than five business days after the decision. The Dean may approve, reject, or modify the decision. The Dean will inform the student and the department of his/her decision in writing. The Dean's decision is final for SGS departments, offices and employees. Decisions that involve a HSC administrative department, office or employee may be appealed to the HSC Vice President of Academic Affairs.

This appeal process does not permit substantive review of a final decision.

4. NOTIFICATION AND PUBLICATION

SGS will inform students of the established complaint policies and procedures and how and where to access them upon matriculation to the College. These policies and procedures shall be published on the MyHSC portal as a part of the current year SGS Graduate Student Handbook.

OFFICE OF RESPONSIBILITY

Dean, Texas A&M Health Science Center School of Graduate Studies