L. Student Academic Grievances Policy

The following policy relative to academic grievances shall be applicable to all predoctoral students enrolled in the Medical College of Georgia School of Dentistry.

1. Grounds for Grievances
A student may file an academic grievance if (s)he feels one of the following grounds apply:

a. grading was not in accordance with published course grading policy;

b. grading was arbitrary or capricious; or

c. grading was determined on the basis of race, disability, gender, ethnicity, or religious affiliation.

2. Academic Grievance Protocol
Any student who has a grievance should attempt to resolve it with the faculty member involved. If the problem is not resolved, the student should then meet with the appropriate course director. If the problem is not resolved at this level, the student should meet with both the course director and the Department Chair. If the problem is still not resolved, the student may request that the grievance be heard by the Student Academic Review Committee citing one or more of the grounds listed above. The Chair of the SARC must receive written notification of the grievance within 15 working days of the incident that prompts the grievance. An investigative subcommittee composed of the Vice Chair of the SARC and one other member of the SARC will be appointed by the Chair of the Committee to determine whether or not the grievance should be heard by the full Committee. If the Committee hears the grievance, a recommendation will be made to the Dean whose decision shall be final for the School of Dentistry. The student has the right to appeal the decision of the Dean to the President of the Medical College of Georgia.

3. Student Academic Grievance Procedures
The Student Academic Review Committee shall use the following procedures for all student grievances initiated under the Student Academic Grievance policy of the School of Dentistry.

a. Procedures for Requesting a Hearing

(1) After attempting to resolve the grievance with the course director and department chair, a student who has not received satisfaction must write a letter to the Chair of the Student Academic Review Committee. In the letter to the Chair of the SARC, the student must provide:

(a) Date(s), time(s) and place(s) of events in question;

(b) Names of any witnesses;

(c) Facts of the grievance and action requested;

(d) Outline of efforts and actions already taken by the student to gain redress indicating dates and names of contacts.

The Chair of the SARC will provide a copy of the student's grievance letter to the course director and department chair within 5 days of receiving the grievance.

 (2) Within 5 days of receiving the grievance, the Chair of the SARC will appoint an investigative subcommittee to determine whether the grievance warrants a hearing by the full SARC. The investigative subcommittee will be composed of the Vice Chair of the SARC and one other member of the SARC. The subcommittee will make its recommendation to the Chair of the SARC within 10 working days of being appointed. The Chair of the SARC will notify the parties concerned in writing within 3 days of the subcommittee's determination including the time and place of the hearing if one is granted.

(3) If the investigative subcommittee recommends denying a student request for a hearing, the student may appeal that action to the Dean within 5 days of receiving the denial.  The Dean may uphold the investigative subcommittee denial or remand the matter to the SARC for a full hearing.

b. Hearing Procedure Rules

 (1) An audio recording and minutes of the hearing proceedings shall be kept and a copy made available to the parties concerned through the legal department in the event an appeal is filed.

(2) In cases where a Committee member is a party to the grievance, where the Chair of the SARC determines a Committee member will have a conflict of interest, and in cases where a Committee member is to serve as a witness, that member shall not participate in the hearing of those grievances as a member of the Committee. Members of the investigation subcommittee will not participate in the formal SARC hearing except as wit

 (3) Whenever each of the parties concerned appear before the Committee, (s)he will be permitted to have present an advisor of his (her) choice that is a member of the MCG academic community. The role of the advisor will be to advise the student. Advisors may not directly participate in the hearing. A student may not select an attorney as his or her advisor.

(4) The SARC will deliberate in executive session to formulate a recommendation regarding the student's academic grievance. The recommendation will be voted on by a written, secret ballot. The Chair will vote only in the event of a tie. Recommendations must pass by a simple majority of the voting members present.

(5) The student shall have access to his (her) academic record.

(6) The parties concerned shall be afforded an opportunity to obtain and present witnesses and documents or other evidence.

(7) The parties concerned shall have the right to question all witnesses.

(8) The decision of the Committee shall be based on the evidence introduced at the hearing.

(9) The Chair shall notify the Dean in writing of the Committee's recommendation within three (3) working days of the hearing.  The recommendation shall include a brief statement of facts, the Committee's decision, and the reasons therefore.   It is the responsibility of the Associate Dean for Academic Affairs to create, manage and store the written and audio records that are related to the hearing.  The management of the records should follow the institutional policies that apply to all schools of the Medical College of Georgia.

(10) After receipt of written notification of the recommendation of the Committee, the Dean shall advise the student and other parties concerned in writing of his (her) decision and the reasons supporting this decision within five (5) working days of receipt of the Committee recommendation.

(11) The student has the right to appeal any adverse decision by the Dean to the President of the Medical College of Georgia within five (5) working days of receipt of the Dean’s decision.

 

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