The College defines a grievance as a serious non-academic difference or dispute between a student and a college employee about the interpretation and/or application of the college’s policies and procedures, or provision of services, that negatively affects the student that the student has tried to resolve through the normal channels of inquiry (Informal and Mediation), but for which the student is not satisfied with the outcome and seeks review at a higher organizational level.  

A grievance may be based on one of the following claims: failure to provide services, arbitrary and/or capricious actions by a college employee or administrative office; policy or procedure applied unfairly and/or in a different manner than it was applied to others; administrative error in the application of the policy or procedure. 

The College distinguishes between complaints or concerns and grievances by the gravity of the issue and a student’s prior efforts to resolve it. 

Statements 

A grievance differs from an appeal of an academic decision, as it deals with non-academic issues and not the actual outcomes of course work. 

Anonymous Grievances may be made at https://casalomacollege.edu/anonymous-reporting/ 

Complaints about sexual harassment and discrimination based upon protected class are addressed under the Title IX Sexual Misconduct and Harassment Policy and the Non-Discrimination Policy. Complaints about services related to student accommodations and disabilities are addressed through Student Disability and Accommodation Policy, complaints about student behavior are addressed through the Student Code of Conduct Policy and grade appeals are addressed through the Grade Appeal Policy. 

As the College works diligently to ensure that students receive a fair hearing. As a result, the College has designated several individuals as Grievance Resolution Officers (GRO). The College will work to ensure that issues are resolved by a GRO with little direct knowledge of, or familiarity with, the complainant or respondent. The College also seeks to assign a GRO residing at the location most affected by the incident, unless such assignment is overly familiar with the issue at hand.  

Grievance Officers Include: 

  • Aurora Campus: Brett Hughes   
  • Nashville Campus Director: Dr. Salamat Hussain   
  • Director of Student Affairs: Nicholas Walsh-Davis  
  • Asst Director of Career Services: Zackary Gilanyi   

The College has established the following procedure to address grievances: 

Informal Procedures 

Step 1: Informal Resolution. Prior to invoking the procedures outlined below, the student is strongly encouraged to attempt to resolve the complaint or grievance by speaking with the specific individual directly connected with the issue at hand. The discussion should be held as soon as the student first becomes aware of the act or condition that is the basis for the grievance, normally within five (5) calendar days from the occurrence.  

If the student is not comfortable bringing it to the attention of the relevant individual, they may seek an informal resolution through the GRO.  

Step 2: Mediation. If the student is not satisfied with the response, the student is encouraged to submit the grievance in writing to the alleged person’s supervisor or department head (hereinafter “administrator”). If the grievance/complaint is against a manager, the student may submit the written statement to the Senior Director of Administrative Services Veronica Pantoja at . If the grievance/complaint is against personnel at a clinical site, the student should direct the grievance to their respective Academic Coordinator of Clinical Education and the Program Director.  

Grievances should include a written description of the situation. Students should attach pertinent documentation, if applicable. After review of the complaint, the supervisor/department head will discuss the option of mediation with the student and person alleged to have caused the grievance. If all parties agree to mediation, the GRO will stand as mediator to resolve the matter. Following any mediation, the mediator will notify the student of the resolution with a copy to the person alleged to have caused the grievance.  

Any such written grievance must be received by the administrator within ten calendar days after the student first became aware of the facts which gave rise to the grievance.  

Formal Student Grievance 

If a student is not satisfied with the outcome of either steps one or two, the student may elect to initiate a formal student grievance by completing the Grievance Report Form and submitting it to the GRO within twenty (20) business after the student first became aware of the grievance.  

Grievances must contain the student’s address and phone number to the extent available, a detailed statement of the specific action being grieved, the approximate date when the action took place, the resulting injury or harm, the specific law, policy, or rule alleged to have been violated (if known), a description of the evidence supporting the grievance, whether Informal Mediation was available and completed, and the remedy or relief requested. The Grievance Report Form must be signed and dated by the student. It is the responsibility of the complainant to update the GRO as to the appropriate address to use throughout the grievance process. 

The GRO has ten calendar days from receipt of the Grievance Report to Investigate the situation and hold a formal grievance committee or complete an administrative review. 

Administrative Review 

In many cases, students file grievances regarding issues which are governed by federal, state, or local laws, or other college policies. In these circumstances, the GRO will investigate to determine whether the issues under consideration were done in accordance with policy or legal requirements. The GRO will review the student’s grievance, applicable law, or policy, and collect documents and other artifacts. In these instances, the GRO shall issue a written response to the student outlining the grievance as they understand it, detail the findings of the investigation, decide, and notify the student of appeal options (if needed). 

Formal Grievance Committee 

When a student believes that an individual has misapplied policy or has otherwise acted in a manner which has negatively impacted their ability to pursue their education. In these cases, the GRO may call for a grievance committee. The committee shall include: 

  • The complainant (student) 
  • The Respondent,  
  • The appropriate Director, and  
  • Two faculty members, to be selected by the GRO. Faculty will not members in the program of the complainant.  

Grievance Hearing 

  1. The GRO, or designee, shall be the moderator for the committee. The GRO shall be the sole arbiter of policy and procedure.  
  2. The complainant and respondent may have one representative present at the grievance hearing. This representative may be an attorney, hired at the individual’s own expense. 
  3. Individuals participating in the grievance hearing shall discuss the charge(s), hear testimony, receive all available evidence pertaining to the charge(s), and when appropriate, examine witnesses. Either party will be notified in advance of the hearing if witnesses will be present. 
  4. Neither the complainant nor the respondent is required to attend, or to present evidence. No decision shall be made based solely on this decision.  
  5. Following presentation of evidence, all parties, except the Grievance Committee will be dismissed.  
  6. The Grievance Committee will weigh the evidence and make its findings based on fact based on a preponderance of the evidence. No evidence other than that received at the hearing shall be considered by the Grievance Committee. 
  7. The committee will prepare a written report of its recommendations. The committee moderator will author the report and its recommendations.  
  8. The GRO shall maintain a record of the proceedings. A summary of the hearing will be available to the complainant and to the accused. 
  9. Within ten (10) working days after the grievance hearing, the GRO will deliver the written findings to the respondent.  
  10. If the student (complainant) or respondent is unsatisfied with the formal grievance decision, an appeal may be filed with the Campus President. Appeals should be filed within 10 days of receipt of the finding.  
  11. Sanctions, if any, remain in effect until the final appeal is heard. The student or respondent may file an appeal to request a review of the following: 
    • The student or respondent does not believe that the hearing was conducted in a fair and impartial manner, according to the Procedures, or the student was not given ample time to prepare.  
    • The student or respondent believes the decision was capricious, not based on fact or available evidence, or that the determination was discriminatory.  
    • The student or respondent believes that the sanction was not proportionate to the offense.  
    • The student or respondent has additional evidence not previously available at the time of the hearing.  
  12. The President will review the evidence available from the hearing and the information presented in the written appeal. The President may hold additional interviews to reconcile conflicting information at his discretion. The President may a) overturn the decision of the grievance committee, b) remand the case back to a new committee, or c) reaffirm the decision of the committee. The decision of the President is final.  

                                Withdrawal of Grievance 

                                While the complainant may withdraw the grievance at any time, the College may choose to proceed with the investigation, if necessary, to prevent future harm, bias, or error.