A. Record Keeping and Reporting
After completion of a grievance review and exhaustion of available appeals, the Review Dean shall return any original documents and materials to the persons who furnished them. The Graduate College grievance file is subject to destruction on a date six years beyond the grievant’s time limit for completion of the degree. Departments/units that handle department level grievances shall annually report to the Dean the number of grievances filed under the departmental procedures.
B. Interim Action
At any time after a grievance has been filed and before final disposition of the case, the Dean, with the approval of the Provost, may take interim administrative action determined to best serve the interest of the Grievant, other students in the same academic unit, or the Subject in order to protect the best interest of the university, to preserve evidence, or to protect resources.
C. Consultation with Legal Counsel
The Graduate College may consult the Office of University Counsel at any time during the informal or formal processing of a grievance.
D. Timeliness and Procedural Changes
All actions prescribed in this document should be conducted expeditiously. Every effort should be made to resolve a grievance within one year of the beginning of Administrative Action. Extensions of time periods specified in this document may be granted by the Intake Dean, Panel Chair, or Dean as the case may be, with good cause shown. The Dean may make other reasonable alterations of the procedures set forth in this document, provided that the alteration does not impair the ability of a Grievant to pursue a grievance or the Subjects to respond. Any alterations of these procedures must be communicated to the Parties.
E. Failure to Participate, Withdrawal, and Termination
The grievance may proceed regardless of the failure of the Grievant or Subject(s) to participate, so long as all required notices have been given. The Grievant may submit a written request to withdraw the grievance at any time; however, the Dean shall have the sole discretion to decide whether to grant or deny the request. Withdrawal from the university by the Grievant or termination of employment by the Subject at the university shall not necessarily terminate the proceedings.
F. Confidentiality
All persons involved in administering this policy shall exercise diligent efforts to keep information received or learned during the course of a grievance as confidential. Nothing in these provisions alters privacy rights of employees and students provided in federal and state laws and university policies and procedures. Notwithstanding the foregoing, in the event the Dean concludes that a student has knowingly filed a false grievance, the Dean may authorize the release and use of all materials submitted in this process for use in any disciplinary proceedings.