Student Grievances

Academic Grievances

These are defined as any situation related to academic concerns, including, but not limited to, complaints regarding academic assignments, grades, problems with a faculty member specifically related to academic issues, and grievances related to the Records Office. Academic Grievances are handled by the Academic Appeal process.  Please see the Academic Appeals process section in this catalog.

Non-Academic Grievances

Non-academic grievances cover a wide range of situations and may apply to instances when a faculty or staff member has violated the university’s Community Standards. Any grievance not related to academics falls under this category.  

Students must file a grievance within 30 days of the incident or most recent incident. Failure to act within this time frame precludes a grievance from being filed. 

NOTE: Should any situation arise in which a student fears for his or her safety or well-being, that student should not hesitate to involve other parties such as security or law enforcement. Student safety is a top priority. 

In cases where the student has a concern or believes that a university Community Standard has been breached by a faculty or staff, the student is first encouraged to reach out for consultation and/or support from one of the following: 

-Faculty Advisor 
-Office of Diversity and Inclusion - odi@richmont.edu 
-Student Affairs – studentaffairs@richmont.edu 

Levels of Non-Academic Grievances 

Two levels of grievances exist - Informal and Formal.  Both levels are written complaints by the student.  Records of the complaint will be maintained by the Office of Student Affairs. 

Informal Non-Academic Grievances 

All informal grievances are taken seriously. The reason this first step is categorized as “informal” is because it may involve any of the following actions to facilitate resolution: 

1) Explaining university policies to students 
2) Encouraging students to communicate directly and clearly to other parties 
3) Helping students to consider their own role in the situation 
4) Speaking to other parties involved (with the student's permission) to clarify misunderstandings by either party 
5) Other means of advocacy as needed 

In an informal grievance, the Office of Student Affairs will review the information provided and investigate the grievance with the relevant departments in a timely manner. As is the case with any type of grievance, the student is first encouraged to reach out for consultation and/or support from any of the resources previously listed.  The Office of Student Affairs will alert other relevant administration if an informal grievance has been expressed regarding faculty or staff within their department. At the discretion of the Office of Student Affairs, all efforts will be made to keep the identity of the student confidential. 

The Office of Student Affairs may request a meeting with the student filing the grievance to better understand the concern and the context of the situation. 

Upon completion of the informal inquiry, the findings and any recommended resolution as required are communicated to the student in writing from the Office of Student Affairs. Students who are not satisfied with the recommended resolution may choose to file a Formal Grievance. 

Formal Non-Academic Grievances 

Students can choose to file their complaint at the level of a formal grievance. This process necessitates the convening of a committee to hear the complaint and reach a final decision.   

The Student Grievance Investigative Committee is a standing committee of Richmont Graduate University.  If any staff or faculty member on the standing committee is involved in the situation, he or she will not be a part of the committee hearing the case and will take no part in the review of the case. No one who is of close personal relation to the student may serve on the committee. 

The Student Grievance Investigative Committee includes: 
-Student Success Coordinator 
-Vice President of Student Affairs 
-Dean of School of Counseling 
-Dean of School of Ministry 
-Office of Diversity & Inclusion Representative 

How a Student Can Submit an Informal or Formal Grievance 

Informal and formal grievances should be filed online at richmont.edu/current-students/grievance/.   

Students must file a grievance within 30 days of the incident or most recent incident. Failure to act within this time frame precludes a grievance from being filed.  

The Office of Student Affairs receives all grievances submitted by a student. In order to file a grievance, the individual must provide a written and signed statement detailing the factors relating to the grievance.  

All matters related to an informal grievance may be confidential from parties not relevant to the grievance or its resolution at the discretion of the Office of Student Affairs.  Records of grievances are maintained for 5 years.  

An informal grievance will include the following information: 
-Student (complainant) Name 
-Campus 
-Name(s) of individual(s) involved 
-Date(s) of incident(s) 
-Stated Concern or Informal Complaint 
-Signed and dated by the Student (complainant) 

A formal grievance will include the following information: 
-Student (complainant) Name 
-Campus 
-Type/Category of Grievance 
-Name(s) of Person(s) Student is Filing Grievance Against  
-Date(s) of incident(s) 
-Specific Community Standard(s) that was/were violated 
-Location of the Incident(s) 
-Describe in detail the alleged grievance(s) 
-If possible, names and contact information of witnesses or potential witnesses 
-Any other relevant information 
-Acknowledgement that the committee and involved parties have a right to know the nature of the grievance filed against them 
-Signed and dated by the complainant 

University Procedures When a Formal Student Grievance is Submitted 
When a formal grievance is submitted, the grievance is received by the members of the Student Grievance Investigative Committee.  

1) Within three (3) business days of receipt of the formal grievance, the Student Success Coordinator will notify the student (complainant) their grievance has been received and will be reviewed. The Student Success Coordinator will set up a meeting with the student within 14 days of receipt of the grievance. 

2) Within fourteen (14) days of receipt of the formal grievance, the Student Success Coordinator will meet with the student complainant to discuss the nature of the grievance and to discuss the grievance process and to request additional information and/or documentation if needed. The student complainant will be provided with an overview of the steps to be taken during an investigation. If the student’s grievance was not filed within 30 days of the most recent incident, this will be discussed at this meeting. 

3) Within three (3) days of receipt of the formal grievance, the Student Success Coordinator will notify the respondent (person against whom the grievance has been submitted) of the formal grievance submitted against them and request a meeting with the respondent.  

4) Within fourteen (14) days of receipt of the formal grievance, the Student Success Coordinator will meet with the respondent in order to receive the respondent’s response to the complaint, request names of witnesses, request evidence, and review with the respondent the scope and nature of the investigation.  

5) The Student Grievance Investigative Committee will meet to discuss the student’s complaint and may request a second interview (if necessary) with the student complainant or the respondent to gain greater clarity.   

6) The Student Grievance Investigative Committee may meet again to discuss any new information discovered from these meetings and to create a Written Response.  

7) Within sixty (60) days of receipt of the formal grievance, the Student Grievance Investigative Committee will complete a “Written Response of the Student Grievance Investigative Committee” including the grievance and decision of the Committee. The Student Success Coordinator should respond in writing to both the student complainant and the respondent within 60 days of receipt of the filed formal grievance.   

Written Response of Student Grievance Investigative Committee 
The  Student Grievance Investigative Committee shall forward to the complainant and respondent a Written Response that includes the following: 
-A statement of the grievances/issues under review   
-The positions of the parties involved   
-A finding of the results of the investigation   
-A conclusion as to whether there is probable cause to believe that the conduct found to have occurred falls within the definition of the reported grievance 
-Recommended action to be taken 
-Description of student complainant’s right to appeal either the finding of the appropriateness of the corrected actions 

8) Student Right to Appeal: If the student complainant is unhappy with the outcome, the student complainant may appeal the decision to the Provost within fourteen (14) days of the outcome. The decision of the Provost is final. 

9) After completion of the  investigation, the Student Success Coordinator shall meet with the senior administrator(s) whose departments were involved in the student’s grievance in order to review the Student Grievance Investigative Committee’s report. The senior administrators may choose to take appropriate and/or corrective action with the respondent,  based on a preponderance of evidence (i.e., more likely than not standard) regarding the allegations and appropriate corrective action(s). 

University Response to Faculty/Staff Violation of Community Standards 
If it is found that a faculty or staff member’s behavior is not consistent with the Community Standards of Richmont, penalties as delineated in the Faculty Handbook or Employee Handbook will be imposed. The specific penalty imposed will be determined by the nature and severity of the violation and will take into account any past disciplinary record. The faculty or staff member’s right of appeal is outlined in the Faculty Handbook and in the Employee Handbook. Every reasonable effort is made to protect the privacy of all parties.   

State Authorization Resources 
Any person claiming damage or loss as a result of any act or practice by this institution that may be a violation of the Title 49, Chapter 7, Part 20 or Rule Chapter 1540-01-02 may file a complaint with the Tennessee Higher Education Commission, Division of Postsecondary State Authorization after exhausting the grievance process at the institution. 

If a student at the Chattanooga or Online campuses decides their Formal Grievance has not been settled satisfactorily at the institutional level, the student may contact: 
Tennessee Higher Education Commission 
312 Rosa Parks Ave, 9th Floor 
Nashville, TN 32743-0830 
615.741.3605 

If a student on the Atlanta campus decides their Formal Grievance has not been settled satisfactorily at the institutional level, the student may contact: 
Georgia Nonpublic Postsecondary Education Commission 
2082 East Exchange Place, Suite 220 
Tucker, GA 30084-5305 
770.414.3300 

Retaliation Prohibited 
Richmont strictly prohibits retaliation against a member of the Richmont community who files a complaint, against whom a complaint is filed, or who otherwise is a participant in the informal or formal complaint resolution procedure.  Such retaliatory conduct includes, but is not limited to reducing a student’s grade.