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Formal Grievance Procedures

Student success is a priority at Stratford University. The faculty and staff attempt to create an atmosphere conducive to learning. The University strives to be open to concerns of all interested parties.If the matter concerns a final grade for a course, a student should attempt to resolve concerns about final grades informally in discussions with the instructor of record. A final grade is reviewed only when there is a question whether the grade was calculated in accordance with the requirements and grading procedures stated in the course syllabus. A complaint that is not resolved informally between a student and an instructor should be referred in writing first to the appropriate designated department representative and if still unresolved, to the campus president. The decision of the campus president is final. Problems involving course grades must be brought forward within three weeks of the end of the term in which the grade was earned. Final decisions are issued within five business days of receipt of the compliant.

A student who has an academic grievance other than a grade should attempt to resolve it informally in discussions with the appropriate faculty member. A complaint that is not resolved informally between a student and instructor or the student’s advisor is to be referred in writing to the appropriate designated department representative. The student has the right to present information regarding the complaint for which the department representative will investigate. If not resolved, the complaint may be taken to the campus president. The decision of the campus president regarding the issue or issues of concern is final. Non grade related academic complaints must be brought forward within 30 days of the end of the term in which the concern occurred. Final decisions are issued within five business days of receipt of the compliant.

Non-academic complaints should be addressed to the department or office in which the problem originated within thirty days.

Complaints not resolved at the department or office level may be referred in writing (e-mail or letter sent by post) to the office or department supervisor. The student has the right to present information regarding the complaint for which the department representative will investigate. If students are not satisfied with the resolution of a problem by a supervisor, they may refer the concern to the campus president. The decision of the campus president regarding the issue or issues of concern is final. Final decisions are issued within five business days of receipt of the compliant.

If, after following the above stated procedure, the concerned party feels the issue has not been resolved, concerns may be sent in writing to the following:

Accrediting Council for Independent Colleges and Schools

750 First Street, NE, Suite 980

Washington, DC 20002-4241

(202) 336-6780

www.acics.org

Students may contact the Office of the Inspector General (OIG) Fraud Prevention Hotline if there is suspected fraud, waste, or abuse involving U.S. Department of Education funds or programs. Complaints or concerns are evaluated and may receive further investigation by the OIG or other offices within the U.S. Department of Education. The hotline does not provide updates concerning OIG activities.

Inspector General’s Hotline Office of the Inspector General

U.S. Department of Education 100 Maryland Avenue, SW

Washington, DC 20202 (800) 647-8733

Maryland residents who wish to file a complaint about their educational experience in Stratford University programs may contact the following oversight bodies:

Maryland Higher Education Commission

6 North Liberty Street, 10th Floor

Baltimore, MD 21202

(410) 767-3388

www.mhec.state.md.us/higherEd/acadAff/MHECStudentCom- plaintProcess.pdf

Office of the Attorney General Consumer Protection Division

200 St. Paul Street

Baltimore, MD 21202

Consumer Protection Hotline: (410) 528-8662

Toll Free: (888) 743-0823

consumer@oag.state.md.us www.oag.state.md.us/Consumer/Complaint.htm

Under the aegis of the State Authorization Reciprocity Agreements (SARA) Stratford University accepts oversight by the State Council of Higher Education in Virginia (SCHEV) for students enrolled in distance education courses or programs. Students who have unresolved complaints or concerns should contact SCHEV for assistance.

State Council of Higher Education for Virginia

101 N. 14th St., 10th Floor

James Monroe Building Richmond, VA 23219

Tel: (804)225-2600

Fax: (804)225-2604

www.schev.edu/students/studentcomplaint.asp

The Virginia State Approving Agency (SAA), is the approving authority of education and training programs for Virginia. Our office investigates complaints of GI Bill beneficiaries. While most complains should initially follow the school grievance policy, if the situation cannot be resolved at the school, the beneficiary should contact the Virginia SAA via email saa@dvs.virginia.gov.

Other Non-Academic Grievances: Title IX

Stratford University does not discriminate based on sex in education programs and activities. To ensure compliance with Title IX of the Educational Amendments of 1972 regulations, the grievance procedures outlined below are applicable to non-academic student concerns and complaints which include complaints of unlawful discrimination or unfair treatment based on gender.

Stage 1 Reporting: Since grievances should be handled and settled in a timely manner, a grievance should be raised as soon as the event occurs or the student gains knowledge of it. All discrimination or harassment matters should be brought to the immediate attention of the campus president and the campus president will assist the student in completing a formal grievance form and incident report to be submitted to the Title IX coordinator. To avoid further issues, the campus president can offer an immediate resolution to ensure the student’s compliant is handled promptly. The student will be informed in writing of the next steps and be informed of the investigation process.

Stage 2 Investigation: A student has the right to have their grievance investigated and the university reserves the right to investigate reported grievances. During the investigation process, the coordinator will follow all procedures and responsibilities of Title IX to determine grounds for reporting, validity of grievance and reasonable actions to be taken by the university. The alleged offender will be notified of a complaint filed against them via e-mail and mailed letter. The alleged offender will have 10 days to respond to the grievance by providing a written statement. During this time, the reporter and alleged offender maybe interviewed and evidence may be requested. The process of investigation must be completed within 30 days of the report being filed and the complainant must be notified of any updates during this time.

Stage 3 University Response: The coordinator lawfully acts on the behalf of the university and all responses and reasonable disciplinary actions taken by the university are at the discretion of the coordinator. Once an investigation is completed, the campus president is notified of the actions to be taken and the complainant and alleged offender are both notified of the decision and actions being taken by the university via e-mail and mailed letter. The complainant and alleged offender have a right to appeal the actions taken by the university in writing; this should be sent to the coordinator within 5 business days of e-mail being sent. Should no appeal be made, the action taken will stand and be entered into the student disciplinary record of the offender.

Appeal of Disciplinary Action Taken: Should the disciplinary action taken not be found satisfactory or should the allege offender disagree with the action taken, a written appeal can be filed and submitted to the University Compliance Office. The Compliance Office will review the information from the coordinator and may request any additional information from the complainant and alleged offender if needed. During the appeal process, the action taken by the university will stand until further notice is provided to the parties involved. The Compliance Office will take no more than 15 business days to approve or modify the decision of the Title IX Coordinator. Should the Compliance Office decide to rescind the decision, a letter of rescindment will be sent to the parties involved and filed in the student’s record.

The decision of the Compliance Office is final. Should an involved party find the decision unsatisfactory, they have the right to legal counsel.

For more information or to report a sexual harassment, sexual misconduct or discrimination report to titleix@stratford.edu.

Warning, Probation, or Dismissal

Depending on the seriousness of the conduct violation, a student may be issued a written warning. This letter may be from a faculty member, designated department representative, or the campus president. The student may be put on probation for a second or more serious violation. The length and academic consequences of this probation is determined by the University staff or faculty issuing it. This is documented in the student’s file. Students are dismissed from the University after a third or very serious violation. The student may be dismissed after only one violation if the severity of the instance warrants dismissal. This type of disciplinary action is determined by a joint decision of the campus president. The student may appeal these decisions following the procedures listed in this catalog. This is documented in the student’s file.

The following may be considered as cause for warning, probation, or dismissal:

  • Physical and/or psychological abuse, threat, or harassment
  • Initiation of; causing to be initiated; any false report; or warning or threat of fire, explosion, or other emergency
  • Unauthorized use; possession; or storage of any weapon, dangerous chemical, or explosive element
  • Disrupting, obstructing, or interfering with University sponsored events
  • Theft of University equipment, products, and supply materials; this includes software protected by copyright. Students may not copy the University’s software without permission of the copyright holder. Additionally, students may not place personal software on the University’s computers or damage or destroy either software or computers.
  • Unauthorized possession, use, sale, or distribution of alcoholic beverages or any illegal or controlled substances
  • Gambling or holding a raffle or lottery at the University without approval
  • Disorderly, lewd, or obscene conduct
  • A breach of established or reasonable classroom safety procedures
  • Academic or non-academic dishonesty of any kind
  • Failure to maintain Satisfactory Academic Progress
  • Violation of University policies and procedures
  • Failure to maintain financial obligations

Conduct Appeals Process

After reviewing all pertinent information, informing the student of charges, and meeting with the student, the campus president or a designated representative may impose disciplinary actions or dismiss the charges. A student that is dissatisfied with this decision may appeal the case to the Review Committee. The Review Committee is composed of at least three University members and are selected based on their availability and avoidance of any conflict of interest that might jeopardize a fair hearing for the student. The Review Committee hears the appeal in a timely manner. The student has the right to call witnesses during the hearing and the campus president presents the case against the student. The Review Board’s decision is submitted in writing and the decision is final. If the student is not under probation or dismissed from the University, enrollment may continue.