This policy outlines the procedures for student grievances and appeals at the LMU-SMS 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-SMS Tampa PA Program.
Definitions:
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- Grievance: A student grievance is a formally documented complaint regarding an action or decision perceived as inappropriate or inconsistent with existing policies. Grievances, whether academic or non‑academic, are reviewed and resolved within the program following approved institutional processes.
- 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.
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- Non-Academic (Program) Grievance: A grievance related to program decisions or actions unrelated to grades or dismissal.
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- SPC Grievance/Appeal: A grievance or appeal of a decision or disciplinary action originating from the Student Progress Committee (SPC).
General Principles:
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- 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 certified U.S. mail.
- Only judgments or disciplinary actions originating from an SPC decision will be considered in initiating the SMS appeals process.
Procedures:
If a student has an academic grievance about an assessment in a course (15% weighted or more), the student is required to email this matter to the Course Director within 24 hours of the grade being posted. The Course Director will discuss with the Director of Didactic Education (Didactic Phase) or Director of Clinical Education (Clinical Phase) and respond within 48 hours. If the academic grievance is unresolved after meeting with the course director, the student may then email the Director of Didactic Education (Didactic Phase) or Director of Clinical Education (Clinical Phase) within 24 hours, and the matter will be resolved within 48 hours of email receipt. This decision is final.
To submit a grievance concerning a course grade, the student must email the Course Director within 24 hours of the course grade posting with an explanation of the grievance. The Course Director will discuss it with the Program Director and respond within 48 hours. This decision is final.
Student Appeals – SMS-02 (Student Appeals)
I. PURPOSE
To provide and describe the process by which a student can appeal a decision made by an SMS program’s Student Progress Committee (SPC). Any SMS student who is called to an SPC meeting and has a disciplinary action or judgment placed on them for academic and/or professional reasons has the right to appeal that decision. The appeals process is to ensure that proper procedure has been followed, that appropriate precedents and policies have been applied, and to ensure that the judgment aligns with the precipitating event.
II. POLICY STATEMENT
A. Only judgments or disciplinary actions originating from an SPC decision will initiate the SMS appeals process if the student submits a written notification to the Associate Dean of Academic Affairs.
B. The Chair of the Appeals Committee 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. If a Committee member is contacted, 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.
C. 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 allow an alternate committee member to sit for the assigned meeting only. Students will be made aware that committee member re-assignment may delay the meeting by 1-2 business days.
D. Substitutions for members of the Appeals Committee may be necessary due to scheduling and time constraints of the Appeals Committee members. The Appeals Committee Chair arranges the meetings and will make approved substitutions when necessary.
E. If deemed necessary, the Appeals Chair can 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. If the meeting is by video/phone conference, the student must confirm they are in a private space and that they are not recording the meeting.
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.
H. The Chair of the Appeals Committee will notify the Dean of the School of Medical Sciences, the Program Director, the Chair of the Student Progress Committee, and the ADAA of the decision from the Appeals meeting.
III. 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.
IV. AUDIENCE
This policy applies to any SMS student called to a Student Progress Committee (SPC) meeting and has a disciplinary action or judgment placed on them for academic and/or professional reasons.
V. COMPLIANCE
If the ADAA finds that the policy and procedures found herein are not properly followed by the SMS student requesting an appeal, the appeal will not be considered.
VI. 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.
VII. PROCEDURES
1. Initiating the Appeal
a. After receiving official written notification of an SPC decision, the student may begin the appeals process by emailing a professional and succinct appeal letter to the SMS ADAA (or the SMS Dean if the ADAA is unavailable) within two (2) business days of receiving the SPC decision.
b. The letter must:
i. Provide a clear rationale focused on facts and/or procedural concerns.
ii. Avoid accusatory language, comparisons to other cases, or references outside the institution.
iii. Be written solely by the student—not by family members, attorneys, or other parties.
2. Activation of the Appeals Committee
a. The ADAA contacts the Appeals Committee Chair to schedule a meeting, which should occur within three (3) business days of notification.
i. The Appeals Committee Chair informs the student of the meeting date and time as soon as it is confirmed. A copy of the appeals procedures will also be provided to the student upon request.
3. Information Gathering
a. The ADAA notifies the appropriate Program Director that the appeals process has been activated.
b. The ADAA requests all materials used by the SPC in its decision, including complete meeting minutes.
c. The ADAA compiles this information and forwards it to the Appeals Committee Chair.
4. Appeals Committee Review
a. The Appeals Committee reviews:
i. The SPC case information.
ii. The student’s appeal letter.
b. The Committee determines whether:
i. Policy or procedural breaches occurred.
ii. Relevant precedents were considered.
c. Detailed minutes are kept for all meetings.
d. The Committee will either:
i. Uphold the SPC decision
ii. Uphold the student’s appeal.
5. Decision Notification
a. Within 24 hours of the meeting, the Appeals Committee Chair informs the ADAA of the decision.
b. The Appeals Committee’s decision is reviewed by the Dean of the School of Medical Sciences for final approval. This is the final step in the appeals process.
c. Within 24 hours of final approval by the Dean:
i. The ADAA emails the student the Appeals Committee’s decision and any further instructions.
ii. The ADAA sends an official notification to the student.
d. The ADAA informs the Program Director and SPC Chair of the decision.
e. If the student’s appeal is upheld:
i. The SPC Chair schedules a follow-up SPC meeting to develop a plan for the student. The student will be notified at least 24 hours prior to the scheduled SPC meeting.
f. If the SPC decision is upheld:
i. The student must follow the SPC instructions as outlined in the original decision letter.
APPLICABLE REGULATIONS, STATUTES, AND RELATED POLICIES
SACSCOC Standard 10.1 (Academic policies) and Standard 12.3 (Student rights).
ARC-PA 5th Edition Standard A3.15g (policies and procedures for student grievances and appeals), ARC-PA 6th Edition Standard A3.14g, ARC-PA 1st Edition PDPP Standard A4001i. https://www.lmunet.edu/office-of-institutional-compliance/report-an-incident
VIII. CONTACT INFORMATION
The office of the ADAA: (865) 338-5726. The ADAA may be reached by dialing the School of Medical Sciences main phone number at 423-869-3611 and asking to be transferred to the ADAA.
IX. DOCUMENT HISTORY
Original policy adoption: January 8, 2020.
Revision: approved by SMS Dean’s Council on June 15, 2023. Revision: approved by SMS Dean’s Council on January 28, 2025. Revision: approved by SMS Dean’s Council on December 11, 2025, effective Jan. 1 2026
SPC Grievance Policy: Mistreatment
Policy Statement
All 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 to the principles that guide the mission, vision, and goals of the programs.
Definitions
Grievance: Student grievance is a formally documented complaint regarding an action or decision perceived as inappropriate or inconsistent with existing policies. Grievances, whether academic or non‑academic, are reviewed and resolved within the program following approved institutional processes.
Mistreatment: Behavior which shows disrespect for the dignity of others, unreasonably interferes with the learning process, or which results in a student being treated unfairly or used in a capacity that is not considered reasonable.
Mistreatment as defined in this policy does not include allegations which fall under the institution’s Title IX regulations.
Audience
The policy applies to all students enrolled in programs within the School of Medical Sciences.
Compliance
In cases where mistreatment has been proven, the university will meet with the employee involved to discuss the findings and determine appropriate disciplinary action. Disciplinary actions may include, but are not limited to, remediation, retraining, or dismissal of the faculty or staff member associated with the substantiated mistreatment.
Roles and Responsibilities
The SMS Policy Committee is responsible for the development and implementation of this policy. Revisions, if necessary, may be submitted by individual programs to the SMS Policy Committee for review and approval. All revisions will be submitted to Dean’s Council for final approval. While individual programs within the School of Medical Sciences (SMS) manage student grievances, cases involving alleged mistreatment are adjudicated at the SMS level.
Procedures
Students must report any instance of suspected mistreatment promptly to the Associate Dean of Academic Affairs (ADAA). If the ADAA is unavailable, the report should be directed to the Dean of the School of Medical Sciences. All concerns reported by students will be documented and maintained by the School of Medical Sciences (SMS). SMS leadership, including the Dean and Associate Deans, will gather all relevant information related to the reported incident. When appropriate, SMS leadership will notify all individuals identified as being involved in the alleged mistreatment. SMS leadership will evaluate the collected information and consult with the Office of General Counsel, if necessary, to determine a resolution.
Once a resolution is determined, it will be sent to the SMS Dean for final approval. Upon final approval, the ADAA will inform all relevant parties of the decision and next steps.
Applicable Regulations, Statutes, and Related Policies
ARC-PA 5th Ed Standard A3.15g
ARC-PA 6th Edition standard A3.14g
ARC-PA 1st Edition PPDP standard A4001k
Contact Information
Faculty, staff, or students who have questions regarding this policy may contact the Dean of the School of Medical Sciences directly.
Document History
Original approval: this policy was approved by the SMS Dean’s Council on May 9, 2024, and the LMU Office of General Counsel on May 14, 2024.
Revision: approved by SMS Dean’s Council on April 09, 2026.
Grievances specific to the Tampa, Florida location:
- 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 by the Florida Board of Medicine licensing board at https://flboardofmedicine.gov/
- 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).
- 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
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/RevisedLMUDefinitionofCreditHourPolicyApprovedbyAcademicCouncil11-21-2024.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 it directly and constructively 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 it directly and constructively 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.
Clinical Rotation Grievances/Problems
The program makes every effort to maintain 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 24 hours 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 two 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.