Policy Library 1 Camino Santa MariaSan Antonio, TX 78228 +1-210-436-3011 Policy Library logo William Joseph Chaminade St. Mary's University, Texas

Approver(s):

Academic Council

Authorizes Release:

Provost and Vice President for Academic Affairs

Responsible Area:

Academic Affairs

Review Cycle:

Annually or as required

Last Review:

October 2019

Maintaining a Record of Complaints – SACSCOC Requirement 12.4

“The institution (a) publishes appropriate and clear procedures for addressing written student complaints, (b) demonstrates that it follows the procedures when resolving them, and (c) maintains a record of student complaints that can be accessed upon request by SACSCOC.” (See The  Principles of Accreditation, 12. 4, adapted December 2017) 

Procedure for Maintaining Records of Written Student Complaints

St. Mary’s University is committed to the fair and impartial resolution of written student complaints and grievances. Current policies outline for students the procedures to be followed for all categories of student complaints: academic, non-academic code of conduct, discrimination and harassment, financial, disability-related issues, residence life, and parking and safety. Generally, student complaints are referred to the Dean of Students office to assure concerned students receive accurate and consistent guidance, and are informed of the University Grievance process. However, to assure policies are followed, records of all written student complaints, including the disposition of all written complaints, are to be maintained by the following offices*:

  • Academic Complaints: academic deans with annual reports to the Provost’s Office
  • Non-academic Complaints/Student Code of Conduct: dean of students with annual report to the Vice President for Student Development
  • Residence Life: dean of students with annual report to the Vice President for Student Development
  • Discrimination/Harassment: for student complaints against non-faculty – director of human resources for student complaints against faculty – the Provost and Vice President for Academic Affairs with annual report to the Vice President for Student Development.
  • Finance-related Issues: director of the business office with annual report to Vice President for Administration and Finance
  • Disability-related Issues: coordinator of disability services with annual report to Vice President for Student Development
  • Parking and Safety-related Issues: chief of police with annual report to Vice President for Administration and Finance
  • Facility and Environmental safety issues: executive director of risk management with annual reports to Vice President for Administration and Finance.
  • Athletics issues: director of athletics with annual report to the President
  • Admission and Financial Assistance issues: directors of admission and financial assistance with annual report to Vice President for Enrollment Management.

At the end of each fiscal year, a summary report of all written student complaints and their disposition will be presented to the Executive Council, which will consider evidence of recurring problems requiring University action, and provide appropriate direction to address and resolve such problems. After consideration by Executive Council, summary reports of written student complaints and their disposition will be submitted to the Office of Institutional Effectiveness, which will maintain a permanent record of all written student complaints and their disposition.

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