Grievance Procedures

The College recognizes that problems will occasionally arise between students and faculty regarding academic issues, including disputes regarding grades awarded. This academic grievance policy is intended to address those concerns. The primary objective of the policy is to ensure that students have the opportunity to present grievances regarding actions of members of the faculty and that the College has a consistent process for resolving those grievances in a fair, confidential and just manner.

Informal Resolution

The first step is for the student to attempt to resolve the grievance informally by discussing it with the faculty member. The discussion should take place within a reasonable time of the action of the faculty member with which the student takes issue. If the matter is not resolved to the student’s satisfaction at this level, the student should discuss the grievance with the faculty member’s department chair within five (5) days of receiving the response from the faculty member. The department chair will meet with the student and, as appropriate, the faculty member, and reach a decision, which will be communicated to the student. Generally, no record will be maintained regarding a grievance resolved informally.

Formal Resolution

If the matter is not resolved to the student’s satisfaction at this level, the student may request review by the appropriate division head by submitting a written statement to the division head within thirty (30) days of the action of the faculty member with which the student takes issue. The statement should include an explanation of the problem and a description of the desired resolution. The division head will then meet with the student to discuss the grievance, and, as appropriate, the faculty member. After reviewing all relevant information, the division head will inform the student in writing of his/her decision regarding the grievance.

If the decision of the division head does not resolve the matter to the student’s satisfaction, the student may request further review by submitting a statement of the problem in writing to the associate dean for academic affairs within five (5) days after the date of the division head’s decision. The statement should include an explanation of the problem and a description of the desired resolution, along with a copy of the division head’s decision. It is within the sole discretion of the associate dean whether to accept the student’s request for review of the grievance. Except as provided in the State Authorization and Reciprocity Agreement Student  Complaint and Grievance Process, the decision of the associate dean is final.

Documentation of Grievances

Records related to grievances under this policy will be maintained by the office of the associate dean for academic affairs.

State Authorization and Reciprocity Agreement Student Complaint and Grievance Process

Initial responsibility for the investigation and resolution of complaints by students enrolled in online and distance education courses at Bridgewater offered through the State Authorization and Reciprocity Agreement (“SARA”) resides with the College. Further consideration and resolution, if necessary, is the responsibility of the State Council of Higher Education for Virginia (“SCHEV”), and other responsible Virginia state agencies.

Examples of complaints for SARA purposes include, but are not limited to:

• Veracity of recruitment and marketing materials;
• Accuracy of job placement data;
• Accuracy of information about tuition, fees and financial aid;
• Complete and accurate admission requirements for courses and programs;
• Accuracy of information about the College’s accreditation and/or any programmatic/specialized accreditation held by the College’s programs;
• Accuracy of information about whether course work meets any relevant professional licensing requirements or the requirements of specialized accrediting bodies;
• Accuracy of information about whether the College’s course work will transfer to other institutions; and
• Operation of distance education programs consistent with practices expected by institutional accreditors (and, if applicable, programmatic/specialized accreditors) and/or the Council of Regional Accrediting Commissions Guidelines for distance education.

Student SARA-related complaints, including claims that their rights under law or College policy have been violated, may be resolved by a two-step process.

Step 1 – Resolution of Initial Complaint

• The initial responsibility for resolving the complaint resides with the College. The first step as a student, regardless of residency, is to follow the College’s Academic Grievance Procedure, which requires that complaints be submitted in writing (email is acceptable), though there is no specific form to complete.
• For questions about the student complaint and grievance process for online and distance education courses or programs at Bridgewater, please contact the Associate Dean for Academic Affairs Dr. Robert Hammill, by mail (402 East College Street, Bridgewater, VA 22812), email (rhammill@bridgewater.edu), or phone (540-828-5719

Step 2 – Appeal of Complaint

• If a person bringing a complaint is not satisfied with the outcome of the College’s process for handling complaints, the complaint (except for complaints about grades or student conduct violations) may be appealed, within two years of the incident about which the complaint is made, to SCHEV. SCHEV shall notify the SARA portal agency for the state in which the student is located of receipt of that appealed complaint. The resolution of the complaint by SCHEV, through its SARA complaint resolution process, will be final. Nothing in SARA Policies and Standards precludes a state from using its laws of general application to pursue action against an institution that violates those laws.
• Notwithstanding the foregoing, complaints regarding student grades or student conduct violations are governed entirely by the College’s Academic Grievance Procedure and may not be appealed to SCHEV.
• While the final resolution of the complaint rests with SCHEV, nothing precludes the state in which the complaining person is located from also working to resolve the complaint, preferably through that state’s SARA portal agency. Indeed, it is expected that SARA states will facilitate the resolution of any complaints brought to their attention.

Contact Information for SCHEV:
101 North 14th Street
10th Floor
James Monroe Building
Richmond, VA 23219
Phone – (804) 225-2600
Fax – (804) 225-2604

Additional Resources for Student Complaints

• Consumer Protection Section of Virginia Attorney General’s Office

Consumer Protection Section
Office of the Attorney General
202 North Ninth Street
Richmond, VA 23219
Phone – (804) 786-2042
Consumer Complaint Form

• Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) SACSCOC expects individuals to attempt to resolve the complaint through all means available to the complainant, including the institution’s grievance procedures, before submitting a complaint to SACSCOC. Complete information about the SACSCOC process is at SACSCOC Procedures Complaint

Southern Association of Colleges and Schools Commission on Colleges
1866 Southern Lane
Decatur, Georgia 30033-4097
Phone: 404.679.4500

This procedure is available for any student who believes that he or she has been harassed or discriminated against by any member of the College community based on the student’s race, color, national or ethnic origin, marital status, disability, religion, age, veteran status, or political affiliation. Allegations of sexual misconduct, including harassment and discrimination based on sex, gender identity or expression, and sexual orientation, are addressed in a separate policy.

Informal Resolution

Any student that believes that he or she has been harassed or discriminated against is encouraged, but not required, to discuss their concerns directly with the person or persons involved, either in person or in writing. If a student is uncomfortable directly discussing her or his concern with the involved individual(s) or, after discussing it, believes that the concern is not adequately resolved, the student may utilize the formal process described below. Generally, no record will be maintained regarding a grievance resolved informally.

Formal Resolution

A student may file a formal grievance regarding an allegation of harassment or discrimination by a student or a faculty or staff member, by written notification (which may be in an electronic format) to the director of student conduct, if the act or omission giving rise to the grievance relates to conduct by a student(s), or the director of human resources, if the act or omission giving rise to the grievance relates to conduct by a college employee(s). The grievance must be filed within thirty (30) days following the act or omission giving rise to the grievance.

A student must include the following information in the notification:

• Name and phone number of the person filing the grievance
• The name(s) of the individual(s) or office against which the grievance is being alleged
• A detailed description of the act or omission serving as the basis for the grievance (to include how the student has been harmed or treated unfairly) and what the student believes would be a fair and equitable resolution
• The date or period of time that the action occurred
• A list of any other people who were either involved or witnessed the action

Once notified, the director of student conduct or the director of human resources, as the case may be, will seek to help the student resolve the grievance informally, if possible. If an informal resolution is not accomplished, the procedure described below will be followed.

If the allegation relates to conduct by another student, the grievance will be reviewed and resolved pursuant to the College’s existing student conduct procedures, including any appeal process provided in those procedures.

If the allegation relates to conduct by an employee of the College, the director of human resources or designee will investigate the allegation and determine an appropriate resolution within a reasonable timeframe. The director of human resources will inform the appropriate vice president of the nature of the grievance and of progress in resolving the grievance. The resolution of the grievance will be communicated to the student who asserted the grievance, the person whose alleged conduct gave rise to the grievance, and the appropriate vice president. Disciplinary action imposed under this paragraph, if any, may include a requirement not to repeat or continue the offending conduct, separation of the parties, attendance at relevant education programs, reprimand, reassignment, denial of pay increase, demotion, suspension, or termination of employment with the College. The decision of the director of human resources or designee is final and there is no appeal from the decision.

While all grievances are handled discreetly, the student asserting a grievances should understand that the College cannot guarantee confidentiality in the investigative and resolution process. College action and legal action (criminal or civil) are not mutually exclusive, and a student may pursue all remedies available to the student.

It is a violation of College policy for anyone to retaliate against any person asserting a grievance or against any person cooperating in the investigation of (including testifying as a witness to) any grievance. For these purposes, “retaliation” includes intimidation, threats or harassment against any complainant, respondent, or third party. Retaliation should be reported promptly to campus police and safety or the department of student life and may result in disciplinary action independent of the sanction or interim measures imposed in response to the underlying allegations.

Documentation of Grievances

The office of the director of student conduct or the office of the director of human resources, as the case may be, will maintain records related to grievances under this policy, as appropriate.

The general student grievance policy is intended to provide students with an opportunity to seek resolution for issues not covered by other policies. The procedures in this policy may not be used to challenge disciplinary or honor council decisions, appeals for which are addressed in other policies.

Informal Resolution

Students are encouraged, but not required, to discuss their concerns directly with the person or persons involved, either in person or in writing. If a student is uncomfortable directly discussing the concern with the involved individual(s) or, after discussing it, believes that the concern is not adequately resolved, the student may utilize the formal process described below. Generally, no record will be maintained regarding a grievance resolved informally.

Formal Resolution

A student may file a formal grievance regarding an allegation of misconduct by another student or a faculty or staff member according to the procedure outlined below. The grievance must be submitted in writing (which may be in an electronic format) to the director of student conduct, if the act or omission giving rise to the grievance relates to conduct by a student(s), or the director of human resources, if the act or omission giving rise to the grievance relates to conduct by a college employee(s). The grievance must be filed within ten (10) business days following the act or omission giving rise to the grievance.

Students must include the following information in the notification:

• Name and phone number of the person filing the grievance
• The name(s) of the individual(s) or office against which the grievance is being alleged
• A detailed description of the act or omission serving as the basis for the grievance (to include how the student has been harmed or treated unfairly) and what the student believes would be a fair and equitable resolution
• The date or period of time that the action occurred
• A list of any other people who were either involved or witnessed the action

A grievance asserted regarding the conduct of a student will be reviewed and resolved pursuant to the College’s existing student conduct procedures, including any appeal process provided in those procedures.

If the allegation relates to conduct by an employee of the College, the director of human resources or designee will investigate the allegation and determine an appropriate resolution within a reasonable timeframe. The director of human resources will inform the appropriate vice president of the nature of the grievance and of progress in resolving the grievance. The resolution of the grievance will be communicated to the student who asserted the grievance, the person whose alleged conduct gave rise to the grievance, and the appropriate vice president. Disciplinary action imposed under this paragraph, if any, may include a requirement not to repeat or continue the offending conduct, separation of the parties, attendance at relevant education programs, reprimand, reassignment, denial of pay increase, demotion, suspension, or termination of employment with the College. The decision of the director of human resources or designee is final and there is no appeal from the decision.

While all grievances are handled discreetly, the student asserting a grievance should understand that the College cannot guarantee confidentiality in the investigative and resolution process. College action and legal action (criminal or civil) are not mutually exclusive, and a student may pursue all remedies available to the student.

It is a violation of College policy for anyone to retaliate against any person asserting a grievance or against any person cooperating in the investigation of (including testifying as a witness to) any grievance. For these purposes, “retaliation” includes intimidation, threats or harassment against any complainant, respondent, or third party. Retaliation should be reported promptly to campus police and safety or the department of student life and may result in disciplinary action independent of the sanction or interim measures imposed in response to the underlying allegations.

Documentation of Grievances

The office of the director of student conduct or the office of the director of human resources, as the case may be, will maintain records related to grievances under this policy, as appropriate.

Bridgewater College is committed to providing all students with an educational environment free from discrimination. Learn more about our sexual assault policy and procedures.