Section 4: Federal Requirements
4.5 The institution has adequate procedures for addressing written student complaints and is responsible for demonstrating that it follows those procedures when resolving student complaints.
Judgment of Compliance:
Compliance
Narrative/Justification for Judgment of Compliance:
Christopher Newport University is in compliance with this federal requirement. The Christopher Newport University Student Handbook contains the Code of Student Rights, Responsibilities and Conduct governing student conduct on campus. University Handbook Section IX, Code of Students Rights, Responsibilities, and Conduct, states that any student who believes that he/she has been unlawfully discriminated against or harassed may file a complaint with the Director of EO.
The grade appeal process ensures students and instructional faculty are afforded due process and fair treatment when a student appeals a final course grade. If resolution is not achieved after an informal discussion, the formal appeal process begins and the student files a formal, written appeal with the department chair during the time specified in the University Handbook. This appeal is filed on the form “Student Appeal of a Course Grade” from the Registrar's Office. Two copies are submitted to the department chair, who sends one to the instructor. The evidence submitted by the student is offered to substantiate the claim that an incorrect grade has been registered by the instructor. Such evidence may include the course syllabus and other written guidelines, evaluated written assignments or tests, and written evaluations of the student's oral or skill performance. The instructor may submit any evidence to substantiate the grade assigned. The student also receives a copy. The chair, after discussing the evidence with the student and then with the instructor, makes a decision based upon the evidence and communicates the decision in writing to the student and to the instructor. The department chair may deny the appeal or forward to the appropriate academic dean with a recommendation that a three-member departmental review panel be appointed to review the challenge. The student may request the three-member panel if the department chair denies the appeal. The panel renders a written recommendation based upon the evidence and documentation. The Handbook specifies time limits for each step in the process.
Moreover, students may appeal denial of admission to the Undergraduate Admissions Committee, which makes recommendations to the Provost. Likewise, the Undergraduate Degrees Committee reviews written student petitions concerning undergraduate degree requirements and makes recommendations to the Provost, and the Undergraduate Academic Status Committee reviews written requests for course overloads, academic suspension, and the transfer of courses initially denied by Admissions or the Office of the Registrar.
The Student Handbook establishes students' rights to seek redress for violations of published policies:
Any member of the University community may bring an alleged violation of University policy to the attention of the Director of Judicial Affairs and Community Development or a designated Judicial Officer for review. Formal action requires evidence and/or testimony by the person referring the case.
Allegations must be filed with the Director of Judicial Affairs & Community Development or a designated Judicial Officer in writing, within ten working days of the occurrence or the discovery of the alleged infraction(s) excluding weekends, official University holidays, and Winter and Spring Breaks. The complaint should contain a clear, concise and complete written statement of the allegations of infractions(s).
Compliance with the procedures outlined is the responsibility of the Director of Judicial Affairs and Community Development.
The process to address inappropriate conduct is modeled on the code developed by Ed Stoner, Esq., Reed Smith LLP, which guides campus judicial procedures across the country. Members of the judicial affairs team attend the annual Association of Student Judicial Affairs conference annually to remain informed on policy developments at the federal level, insights of colleagues, and trends in judicial affairs.
The Office of Judicial Affairs and Community Development produced 519 Origination of Incident Reports reports in 2002-2003, 229 in 2003-2004, and 398 in 2004-2005. Fifty-eight percent of the incidents involved residence life issues and 30% originated through the University Police.
Residential students who experience roommate conflicts, while not required to put those concerns in writing, are encouraged to go through mediation before submitting a request for a room change, in accord with the Residence Life Handbook:
It is the philosophy of the Residence Life program to empower students and help them develop the skills to resolve problems. Therefore, residents seeking room changes due to roommate conflicts are encouraged to go through a mediation process with a staff member before requesting a room change.
Students requesting a room change must complete a room change request, available from the Office of University Housing.
In an effort to avoid conflicts, residents are asked to complete roommate agreement forms. Established procedures allow for mediation to address roommate conflicts (Room Change Conflicts). A Shared Bath Agreement Form is also available to residents. Suitemates are encouraged to complete this document to prevent or limit the number of conflicts that may occur.
Support Documentation:
Student Handbook 05-06
University Handbook 06-07
Admissions
Denial Process
Denied Appeal Letter
Denied Letter
Judicial
Incident Report
SACS judicial process for complaints
Registrar
Appeal-Request to Take Courses Elsewhere
Denial Process
Permission for Underload
Petition for Course Overload
Petition for Exception to Academic Policy
Petition for Immediate Academic Reinstatement
Student Appeal of Grade Challenge Decision
Student Challenge of a Course Grade
Residence Life
Roommate Agreement Form
Roommate Conflict and Room Changes
Shared Bath Agreement Form
Mediations and Conflict Resolution (by residence hall):
EC Apts & Barclay
EC Village & Warwick
James River Hall
Potomac River Hall
Santoro
York River Hall
Additional Live Web Resources:
None