The procedure for submitting grievances is included in student handbooks, posted within the graduate and undergraduate student advising Canvas shells, posted on the College of Public Health website, and reiterated by academic advisors.
Purpose: The purpose of the student grievance procedure is to provide a process for resolving student complaints. This procedure applies to all student complaints including but not limited to the College of Public Health course or academic-related issues, student services or administrative concerns, or matters involving any form of discrimination or harassment.
Per the Dean of Student’s website, when a student encounters a problem or unfair treatment on campus, the student should first try to resolve the issue informally with the faculty/staff member or department directly involved. Many issues can be resolved by making an appointment with a faculty or staff member and calmly and honestly communicating the concern(s).
If a student has made reasonable attempts to resolve the grievance and it’s remained unresolved OR if the student does not feel comfortable approaching the situation with the faculty/staff member or department directly, the student should complete the College of Public Health grievance form at https://uky.az1.qualtrics.com/jfe/form/SV_3lAE6y9m19OF9nT
Assistant Dean for Student Affairs receives emailed notifications of submission.
Students who provide contact information will receive an emailed confirmation of receipt within one business day of submission.
Assistant Dean assigns Incident number.
Assistant Dean enters basic information on internal tracking sheet saved within Student Grievances folder in SEAS SharePoint. Basic information includes academic program (CPH degree program, if applicable); course, if applicable; subject of the grievance (faculty, staff, or student); date of complaint; grievance recipient; summary of grievance.
Assistant Dean reviews grievance to determine next steps. If there is concern for student's wellbeing and if student has provided contact information, then Assistant Dean connects students with appropriate resources. The process to review grievance begins within 48 hours.
If the grievance is regarding a CPH course, instructor, or program director, the grievance is forwarded to the chair of the respective academic department and copied to the Associate Dean for Academic Affairs.
Associate Dean may recommend action and/or request an Action Plan.
Grievances regarding college-level program directors (Bachelor of Public Health and Masters of Public Health) will be forwarded to the Associate Dean for Academic Affairs.
If the grievance is regarding a CPH staff member, then the grievance is forwarded to the staff member’s immediate supervisor.
If the grievance is regarding a student, then the grievance will review to determine next steps. (See d.)
Grievances related to discrimination and harassment, Title IX, ADA compliance and other forms of harassment may be forwarded to the Office of Institutional Equity & Equal Opportunity for investigation.
College of Public Health faculty or staff members identified in a student grievance may be contacted for further information.
To protect students’ rights and maintain confidentiality, information will be shared with faculty, including program directors, on a need-to-know basis.
Chair, Associate Dean for Academic Affairs, or supervisor updates Assistant Dean via email regarding grievance outcome.
Include all relevant documentation, including emails.
Do not include confidential personnel or human resources related information.
Assistant Dean saves pdf of all documents (including emails) in Student Grievance folder (sub-folder named for Incident #) in SEAS SharePoint.
SharePoint folder is accessible to Assistant Dean for Student Affairs and Associate Dean for Academic Affairs only.
If the student has provided contact information, then Assistant Dean will provide student an emailed update on grievance outcome.
No confidential personnel or human resources related information will be shared with the student.
Grievances referred outside of the college will be reported to CEPH per accreditation standards.
