Student Grievance (Academic and Non-Academic)

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This policy outlines the procedures for student grievances and appeals at the LMU-Tampa PA Program and the School of Medical Sciences (SMS), encompassing academic (grade and dismissal), non-academic (program), and SPC decision matters. The policy ensures due process and protects student rights while maintaining a professional and respectful environment.

Purpose: To provide a clear and comprehensive process for students to address concerns and appeal decisions related to academic performance, program actions, and Student Progress Committee (SPC) outcomes.

Policy Statement: LMU and SMS are committed to fair and equitable treatment of all students. This policy establishes a structured process for addressing grievances and appeals, ensuring that established policies and procedures are followed, factual and procedural errors are addressed, and all relevant information is considered.

Scope: This policy applies to all students enrolled in the LMU-Tampa PA Program.

Definitions:

  •  
    • Grievance: A formal complaint by a student regarding an academic matter (grade or dismissal) or

a non-academic program action or decision.

  •  
    • Appeal: A request for review of a decision made regarding a grievance or an SPC outcome.
    • Academic Grievance: A grievance related to grades awarded or the process by which grades are determined.
    • Non-Academic (Program) Grievance: A grievance related to program decisions or actions unrelated to grades or dismissal.
    • SPC Grievance/Appeal: A grievance or appeal of a decision or disciplinary action originating from the Student Progress Committee (SPC).

General Principles:

  •  
    • All grievances and appeals must be submitted in writing (electronic submissions must be from the student’s LMU email account).
    • Deadlines are strictly enforced. Non-written complaints or written complaints received after the stated deadlines will not be accepted.
    • Professionalism is expected at all stages of the process.
    • Meetings related to grievances and appeals are considered academic proceedings. Legal counsel is not permitted to attend or participate. Students may request participation by other students or non-program faculty with the approval of the Program Director. Proceedings may not be recorded in any manner (audio, video, digital, etc.).
    • All decisions regarding grievances and appeals will be communicated to the student in writing via their University-issued email account and via U.S. mail.
    • Only judgements or disciplinary actions originating from an SPC decision will be considered in initiating the SMS appeals process.

Procedures:

 A. Academic Grievance/Appeal Process:

  1. Initial Appeal: The student must submit a written, dated, and signed appeal to the Didactic Education Director (during the Didactic phase) or the Clinical Education Director (during the Clinical phase) within five (5) business days of the grade posting or notification of dismissal.
  2. Program Review: The Didactic/Clinical Education Director, in collaboration with the relevant faculty/preceptor, will review the appeal and render a decision within five (5) business days.
  3. Appeal to Associate Program Director: If the initial appeal is not resolved, the student may submit a written, dated, and signed appeal to the Associate Program Director within three (3) business days of the Director's decision.
  4. Associate Program Director Review: The Associate Program Director will review the appeal and render a decision within five (5) business days.
  5. Final Appeal: If the appeal is still not resolved, the student may submit a written, dated, and signed appeal to the Assistant Dean and Program Director within three (3) business days of the Associate Program Director's decision.
  6. Assistant Dean Review: The Assistant Dean will review the appeal and render a final decision within five (5) business days.

 

 B. Non-Academic Grievance Process:

  1.  Submission of Grievance: The student must submit a written grievance to the Didactic or Clinical Education Director within five (5) business days of the program action/decision being appealed.
  2. Program Review: The grievance will be reviewed by the appropriate program or university committee, or if none exists, the Assistant Dean and Program Director. The student will be invited to attend the meeting to present their case. A decision will be rendered within five (5) business days of receipt of the appeal.
  3. Appeal to Dean of the School of Medical Sciences: If the student wishes to challenge the program's decision, they may submit a written appeal to the Dean of the School of Medical Sciences within five (5) business days of the program’s decision.
  4. Final Decision: The Dean's decision is final.

 

C. SPC Grievance/Appeal Process See SMS policies (https://www.lmunet.edu/school-of-medical-sciences/sms-policies):

POLICY STATEMENT

A. Only judgements or disciplinary actions originating from an SPC decision will be considered in initiating the SMS appeals process. 

B. Appeal requests must fall into one of the following three categories and be specified by the student at the time the appeal is requested:

1. The SPC sanction imposed is disproportionate to the violation.

2. The processes utilized by the SPC were flawed. 
3. New evidence exists that was not available at the SPC meeting, AND the evidence would have likely altered the outcome.

C. The Associate Dean of Academic Affairs (ADAA) will make the student aware of the Appeals Committee membership. A student should never contact a member to discuss the case while the appeal process is ongoing.  The contacted member is obligated to report the timing and nature of the contact to the committee chair. Concerns should only be addressed to the ADAA, including concerns of conflict of interest. SMS Policy SMS:02 Date Effective: July 17, 2023

D. A student may submit a request to the ADAA to replace a committee member for a perceived conflict of interest. If allowed, the ADAA will arrange an alternate committee member who will sit for the assigned meeting only. Students will be made aware that committee member re-assignment may delay the meeting date/time.

E. In rare cases, the Appeals Chair could ask the student to meet with the Appeals Committee. Only students will be allowed to attend if requested. No family members, friends, or legal entities will be allowed.

F. In all cases, the Appeals Chair will keep the meeting minutes. No other forms of recording shall be permitted by the student or committee members. 

G. Appeals Committee members should not discuss the student or the case details before or after the meeting with each other or with non-committee members. Only information presented in the scheduled meeting may be considered in the appeals decision.

 

D. Grievances specific to the Tampa, Florida location:  

  1. Complaints related to the application of state laws or rules related to approval to operate or licensure of a particular professional program within a postsecondary institution shall be referred to the appropriate State Board within the Florida State Government and shall be reviewed and handled the Florida Board of Medicine licensing board at   https://flboardofmedicine.gov/
  2. For students attending programs in Florida, complaints related to state consumer protection laws (e.g., laws related to fraud or false advertising) shall be referred to the Florida Office of the Attorney General and shall be reviewed and handled by that Unit (https://www.myfloridalegal.com/how-to-contact-us/file-a-complaint).                                                                                                                                                                                                   
  3. For students attending programs in Florida who have a grievance that has not been resolved through other avenues, they can contact the Florida Department of Education- Commission on Independent Education either by sending a letter to: Commission for Independent Education, 325 W. Gaines Street, Suite 1414, Tallahassee, FL. 32399-0400, Or by email: CIEINFO@fldoe.org, Or Fax: 850-245-3238

 

DEFINITIONS

The SMS Appeals Committee will review SMS student appeals regarding decisions made by program Student Progress Committees. The Committee consists of five to six full-time SMS faculty members, including representatives from each PA program at a minimum and other SMS programs when feasible. Limited/one-time reassignments may be made by the SMS ADAA should a conflict of interest arise. Members serve a two-year term or as needed assignments, and the Chair is assigned by the SMS Dean for a three-year term.  

AUDIENCE

This policy applies to any SMS student called to a Student Progress Committee (SPC) meeting and has a summary action or judgement placed on them for academic and/or professional reasons

    

COMPLIANCE

If the policy and procedures found herein are not properly followed by the SMS student requesting an appeal, the appeal will not be considered.

ROLES AND RESPONSIBILITIES

The SMS Appeals Committee will review SMS student appeals regarding decisions made by program Student Progress Committees.

The SMS ADAA will initiate SMS Appeals Committee meetings based on student requests and answer any questions regarding policy and procedure. The SMS ADAA may also call Appeals Committee meetings to discuss policy and procedure concerns and/or recommendations that would be sent to the Dean and/or the Leadership Committee for review. Minutes will be taken.

 

The SMS Dean handles the Appeals process in the absence of the ADAA.

PROCEDURES

  1. After a student has received official documentation of an SPC decision, a student may begin the appeals process by contacting the ADAA by email.
  2. If a student appeals the SPC decision, they must submit a professional, succinct letter for the appeal to the SMS ADAA, or the SMS Associate Dean if the former is unavailable, within five (5) business days of receiving written notification of the SPC decision.
  3. The student appeal letter submitted to the ADAA must outline the category of the student’s appeal (see ‘C’ in policy section) and the student’s rationale for the appeal. It should be focused on the facts of the case and/or procedural concerns. It should NOT be accusatory to any individual(s) or comparative to situations inside or outside of the institution. The content of the letter should be the student’s alone and not written by other family members or lawyers.
  4. The ADAA will review the student's appeal letter and determine if the appeal meets the criteria and merit. If approved, the ADAA will activate the SMS Appeals Committee and contact the Appeals Committee Chair so that a meeting time can be scheduled. The date and time of the meeting will be relayed to the student by the ADAA as soon as it is available.
  5. The ADAA will contact the student and/or set up a meeting to further discuss the details of the appeals process and to answer any questions, but is not allowed to act as a counselor or give any advice regarding the specifics of the case.
  6. The ADAA will inform the appropriate Program Director that the appeals process has been activated. The ADAA will also request that all information used by the SPC to reach its decision be sent along with complete meeting minutes to the ADAA. The ADAA will compile this information and then pass it on to the Appeals Committee Chair.
  7. The Appeals Committee will review the case information as well as the student appeal letter to determine if any breaches of policy or procedure occurred and whether relevant precedent was considered in the SPC’s decision. Detailed minutes will be kept for every meeting. The Committee will either uphold the SPC’s decision or uphold the student’s appeal.
  8. Once the Appeals Committee has met and made its decision, the Chair will have 24 hours to inform the ADAA of the decision. Additionally, the Appeals Committee Chair forwards the decision(s) to the SPC Chair.
  9. Within three (3) business days following the Appeals committee meeting, the student will receive notification of the Appeals Committee’s decision regarding the original SPC recommendation(s) and relevant instructions/expectations via the student’s University-issued email account. The ADAA will pass this information to the student via email. Additionally, the Chair of the Appeals Committee will send an official letter through U.S. Mail to the student.
  10. The ADAA will inform the appropriate Program Director and the Chair of the appropriate SPC of the decision of the Appeals Committee to uphold the student’s appeal or to uphold the SPC’s decision. In the event the Appeals Committee decides to uphold the student’s appeal, the SPC Chair will schedule a follow-up SPC meeting to reconsider the student's case. If the Appeals Committee decides to uphold the SPC’s decision, the student decision letter sent via email and U.S. Mail will instruct the student to complete the instructions previously provided by the SPC.

 

VIII. Applicable Regulations, Statutes, and Related Policies: SACSCOC Standard 10.1, SACSCOC Standard 12.3, ARC-PA Standard A3.14g-h, LMU Title IX policies.

 

REPORTING NON-ACADEMIC GRIEVANCES REGARDING PROGRAM FACULTY, THE PROGRAM, OR THE UNIVERSITY

This policy outlines the reporting process for non-academic grievances, including mistreatment, against LMU employees, the Program, or the University, and specifically addresses student mistreatment within the School of Medical Sciences (SMS). All allegations are taken seriously, and SMS is committed to maintaining an inclusive and respectful environment.

Purpose: To provide a clear reporting process for students experiencing mistreatment and to uphold the SMS commitment to a respectful learning environment.

Policy Statement: LMU and SMS expect all faculty, staff, and students to maintain the highest standards of professional conduct, free from abuse, humiliation, harassment, or exploitation. Mistreatment is considered detrimental to the mission, vision, and goals of the programs.

DEFINITIONS:

Mistreatment: Behavior that disrespects the dignity of others, unreasonably interferes with the learning process, or results in unfair treatment or use of a student in an unreasonable capacity. Examples include (but are not limited to): public belittlement or humiliation, threats of physical harm or punishment, inappropriate requests for personal services (e.g., shopping, babysitting), neglect during curriculum delivery, unfair grading practices, and favoritism.

Grievance: Any non-academic complaint against LMU employees, the Program, or the University, including abuse of authority, abusive or intimidating behavior, discrimination, unprofessional relationships, mistreatment, or harassment.

Examples of mistreatment include, but are not limited to, public belittlement or humiliation, threats of physical harm or punishment, inappropriate requests to do personal services (e.g., shopping, babysitting, or completing tasks/assignments), neglect during the conducting of the curriculum, unfair grading practices, and favoritism (unfair preferential treatment to a student or group of students at the expense of other student(s).

Mistreatment, as defined in this police,y does not include allegations that fall under the institution’s Title IX regulations

REPORTING PROCEDURES:

Mistreatment (SMS-Specific Policy - see SMS Policies https://www.lmunet.edu/school-of-medical-sciences/sms-policies):  All student allegations of student mistreatment are taken seriously by the individual programs housed within SMS.  SMS expects faculty, staff, and students to demonstrate respect and professional concern by holding one another to the highest standards in learning, without abuse, humiliation, or harassment of any kind.  This includes avoidance of exploiting a relationship for personal gain or advantage and demonstration of the highest ethical conduct in all settings. Mistreatment is considered destructive of the principles that guide the mission, vision, and goals of the programs.

All instances of student mistreatment must be reported promptly by the student.  Students wishing to report a concern are advised to seek out any faculty member, including the Program Director or Medical Director, to discuss the allegation of mistreatment.  All encounters with students regarding concerns of mistreatment will be documented, and a copy of the grievance will be maintained by the program. An informal resolution may be sought out in this matter. Students who experience mistreatment in a clinical setting should seek out a member of the Clinical Team.  If the matter remains unresolved or if the mistreatment occurs again, the student may file a formal complaint via the Program’s Student Progress Committee.  This is considered the final step in the process.  The Student Progress Committee will then review the matter and seek out appropriate consultation. The SPC will follow its policies and procedures regarding student notification of the meeting outcome(s).

GENERAL GRIEVANCES (see SMS Policies https://www.lmunet.edu/school-of-medical-sciences/sms-policies):  Students should contact the Office of Institutional Compliance/Title IX Coordinator (titleix@LMUnet.edu or 423-869-6315) as soon as possible for any grievance stemming from sexual harassment, racial discrimination, or any other discriminatory act. Updated contact information is available at https://www.lmunet.edu/office-of-institutional-compliance/. Each student can advise the Program of grievances with the assurance of fair treatment. The student, faculty, or staff member alleged to have caused the grievance must be fully informed of the allegations and provided the opportunity to respond fairly and reasonably.

 

VI. Compliance and Disciplinary Actions: Proven mistreatment or other policy violations will result in appropriate disciplinary action against university employees, which may include remediation, retraining, or dismissal.

Confidentiality: All reports of mistreatment and grievances will be handled with appropriate confidentiality, to the extent possible, while allowing for a thorough investigation and resolution.

Retaliation Prohibited: Retaliation against any individual who reports mistreatment or files a grievance is strictly prohibited.

Applicable Regulations, Statutes, and Related Policies: ARC-PA 5th Ed Standard A3.14g, LMU Title IX policies.

Applicable Regulations, Statutes, and Related Policies: ARC-PA 5th Ed Standard A3.14g, LMU Title IX policies.

Document History: Original approval: SMS Dean’s Council (May 9, 2024) and LMU Office of General Counsel (May 14, 2024).

 

STUDENT GRIEVANCE REPORTING PROCEDURES {A1.02g; A3.14g}

The program aims to maintain the same level of professionalism that we expect from students. At times, students may not be satisfied with situations that have occurred; thus, they need to be able to report, receive assistance, and see that situations are addressed in a fair and timely manner. This section outlines the various grievance and reporting procedures to ensure that all issues are addressed in a timely manner.

Accreditation Grievances

Students wishing to file a complaint related to the accreditation standards should make these complaints in writing to the Dean of the School of Medical Sciences.

Academic Grievances

If a student has a grievance about an academic issue, the student must first discuss the matter with the Course Director. If the academic grievance is unresolved after meeting with the Course Director, the student may discuss the matter with the Didactic Education Director (during the Didactic Phase) or the Clinical Education Director (during the Clinical Phase). If the academic grievance remains unresolved, the student may bring the matter to the Associate Program Director. If the academic grievance is still not resolved, the grievance will be sent to the Program Director, whose decision will be final.

LMU Credit Hour Policy 
Policy Lincoln Memorial University operates on the semester system and has adopted the federal definition of a credit hour. In accordance with federal regulations. The credit hour policy can be found at: https://www.lmunet.edu/academics/documents/RevisedLMUDefinitionofCreditHourPolicyApprovedbyAcademicCouncil03212024.pdf

Reporting Grievances or Misconduct Involving Another Student {A1.02g}

If a student has a conflict with another student in the Program, the student should attempt to resolve the conflict in a direct and constructive manner with the other student as soon as possible. If a resolution cannot be reached, the student should request help from the Director of Didactic Education (Didactic Phase) or the Director of Clinical Education (Clinical Phase). If the conflict remains unresolved, the student may then request help from the Program Director for final resolution of the conflict.

If a student has a conflict with a student from a different LMU Program, the student should attempt to resolve the conflict in a direct and constructive manner with the other student as soon as possible. If the conflict remains unresolved, the student may then request help from the Program Director for final resolution of the conflict.

Reporting Mistreatment/Grievances Regarding Program Faculty, The Program, or the University {A3.14g}

Any non-academic grievance against LMU employees, the Program, or the University, such as abuse of authority, abusive or intimidating behavior, discrimination, unprofessional relationships, mistreatment, or harassment, should be reported as follows:

  •  
    • Direct program-specific grievances to the Program Director or the SMS Dean.
    • Direct any SMS specific grievances to the Dean of the School of Medical Sciences.

In each circumstance, the individual receiving the grievance will forward the grievance to the appropriate department or committee. Students should expect a response regarding the action taken on the grievance within five (5) business days. If the grievance involves Title IX complaints, please follow the Title IX reporting procedures.

Clinical Rotation Grievances/Problems

The program makes every attempt to keep in close contact with each student and clinical site. If any problems occur during clinical rotations, whether academic, professional, or personal in nature, the Clinical Education Director (CED) is available for consultation whenever necessary. Students should use the following guidelines in dealing with any grievances or problems that occur during clinical rotations.

  • If there is a safety issue, contact the clinical team immediately.
  • For other issues, attempt to resolve the problem with the preceptor first, and if not possible, contact the clinical team via email or call the Clinical Education Director’s office number.

Clinical Rotation Preceptor Evaluation of Student Grievances

If the student is dissatisfied with a clinical rotation evaluation and has already met with the preceptor to discuss the evaluation, the student should contact the Clinical Education Director by writing a statement that outlines specific reasons why he/she disagrees with the preceptor’s final evaluation. The statement needs to be submitted within 3 days of the rotation completion. The statement will be reviewed by the Clinical Education Director. A meeting with the student will take place if further information is required. If no further action is necessary, a written decision will be sent to the student within seven days.

Reporting Title IX Offenses (Discrimination or harassment) {A1.02j}

LMU has a zero-tolerance policy for sexual harassment, discrimination based on race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, veteran status, sexual orientation, marital status, parental status, gender, gender identity, gender expression, and genetic information in all University programs and activities. Individuals who experience, witness, or are informed that an incident of sexual misconduct, harassment, or discrimination has occurred should report it as soon as possible. Reports should be directed to the LMU Title IX Coordinator at titleix@LMUnet.edu; contact information and incident forms are located at https://www.lmunet.edu/office-of-institutional-compliance/report-an-incident

 

Complaint Policies and Procedures for Certain Distance Education Students

 The policies above apply to students who are:

·        non-Tennessee residents in State Authorization Reciprocity Agreement (“SARA”) states and who are enrolled in a distance education program/course or

·        who are attending an out-of-state learning placement in a SARA state.

 The nature of complaints to be addressed through these policies includes violations of SARA policies and dishonest or fraudulent activity. These policies do not apply to complaints concerning student grades or student conduct violations.  For more information on complaint subject matter, see SARA Policy Manual Sections 4.2 and 4.3.