Grievance Policy and Procedure

Conflict is essential to learning and to the development of Creative Inquiry Skills (i.e., the Psychology program's Process Skills, the Education program's Communication/Facilitation Skills, and the MBA program's Collaboration Skills). The process of working through conflict not only supports our relationships, but it can also deepen our own individuation, as occasions of conflict can be a time to draw on skills and capacities that we may have assumed were more nascent than we now realize. Working through conflict while maintaining psychological awareness during moments of discord, disagreement, struggle, and anger can be a profoundly transformative experience. Learning to have such conversations effectively, in ways appropriate to the context and content of the particular conflict, is an important element of each program's creative inquiry skill set development.

While Meridian University ("Meridian") values dialogue and informal resolution of concerns, the University also recognizes that some matters require formal review to ensure fairness, consistency, and compliance with applicable law.

Scope of Grievances

Students at Meridian may occasionally encounter difficulties, conflicts, or other issues that impact or may impact their academic experience or institutional relationship with the University.

This policy sets forth Meridian's grievance procedures governing the resolution of student grievances. Any student wishing to resolve such Grievances may pursue resolution either informally, through Meridian's Informal Conflict Resolution Process, or formally, through Meridian's Formal Grievance Process, both of which are described below.

I. Informal Resolution Process

Meridian believes that the vast majority of student Grievances can be handled in a fair and expeditious manner internally, without the need for a formal process.

Except where prohibited by applicable law, students are required to attempt informal resolution prior to initiating a formal grievance.

Informal resolution is intended to address concerns efficiently and directly and applies to all students Grievances, including but not limited to academic matters, instructional practices, advising concerns, program requirements, institutional policies, or conduct by University Faculty, Staff, or Authorized Representatives. Where informal resolution does not resolve the matter, or where informal resolution cannot be required by law, a student may proceed to the Formal Grievance Process.

Nature of Informal Resolution - General Expectations

Informal resolution generally involves a good-faith effort by the student to clearly communicate the issue or concern and to seek resolution directly with the individual(s) involved.

As appropriate to the nature of the concern, informal resolution may include:

• Clearly stating the issue or concern in writing or during a direct conversation;
• Requesting clarification, reconsideration or discussion of the matter;
• Meeting or discussing with the relevant faculty member, staff member, advisor, or authorized representative;
• Engaging in dialogue aimed at reaching a mutually acceptable resolution.

Where direct resolution is not feasible or does not resolve the issue, the concern may be escalated informally to the relevant institutional domain for further discussion, as appropriate.

If reasonable attempts at informal resolution have been made and the concern remains unresolved - or if informal resolution is not required or appropriate under applicable law - the student may initiate the Formal Grievance Process.

Informal resolution does not involve:

• Submission of a grievance form;
• Initiation of a case with Legal Affairs;
• Formal grievance process review.

Informal Resolution Examples

Depending on the nature of the concern, informal resolution may reasonably involve contacting different individuals or domains.

For instance:

• Concerns related to grades, academic performance, instructional practices, academic policies, or program requirements may often be addressed through direct communication with the relevant faculty member or academic advisor.
• Concerns related to academic advising may be addressed through discussion with the assigned academic advisor or, where appropriate, the Student Services Team.

These examples are provided for guidance only and do not limit the scope of informal resolution or the student's ability to pursue formal review where appropriate.

Exception to Informal Procedure Requirement

The requirement to pursue informal resolution does not apply where applicable law or regulation prohibits requiring informal resolution as a condition to formal review (e.g., certain claims arising under federal civil rights law, Title IX, etc.)

II. Formal Grievance Process

There are times when an informal approach to grievance resolution proves ineffectual or may be unsuitable because there are significant rights or interests at stake. All formal grievances are administered exclusively by Meridian's Legal Affairs Team (LAT) through the designated Grievance Officer.

A student may initiate the Formal Grievance Process when:

1. The student has attempted informal resolution, and the matter remains unresolved; or
2. The grievance concerns a matter for which informal resolution cannot be required by applicable law.

In such cases, a student may initiate Meridian's Formal Grievance Process. Students who elect to file their Grievance formally shall proceed as follows:

Step 1: To initiate a formal grievance, the student shall file a Statement of Grievance using the University's designated form. Formal grievances must be submitted electronically.

A Statement of Grievance must be filed with Meridian no later than forty-five (45) calendar days after the student first became aware of, or, with reasonable diligence, could have become aware of, the facts giving rise to the Grievance, unless the University determines that good cause exists to accept a later filing.

Step 2: The Grievance Officer or their designee will conduct an investigation to assess the nature and validity of the Grievance, and to determine the appropriate resolution. This investigation may include both oral and written communications with the named grievant, all relevant person(s) involved in the facts giving rise to the Grievance, and any witnesses who have been identified in the Statement of Grievance as having personal or direct knowledge of the facts giving rise to the Grievance. In some cases, a hearing may be required, e.g., claims arising under Title IX.

Information relating to a grievance will be shared on a need-to-know basis, consistent with applicable law and institutional obligations. Individuals involved in a grievance review may be advised of their responsibility to maintain confidentiality.

Step 3: Following investigation, including any other processes that may be required by applicable law, the Grievance Officer will issue a Grievance Assessment Report summarizing their findings and specifying the resolution. The student will receive the Grievance Assessment Report electronically.

Recordkeeping

Formal grievance records will be kept in the student's record and will be maintained in accordance with state and federal regulations pertaining to the maintenance of Student Records.

Appeals Procedure

If a student disagrees with the findings and resolution set forth in the Grievance Assessment Report, the student may initiate an appeal to the Graduate Council within fourteen (14) business days of the date on which the Grievance Assessment Report is received by the student, which shall be presumed to be the date on which it was emailed to them.

Appeals are limited to the following grounds:

• Procedural error that materially affected the outcome;
• New information not reasonably available at the time of review;
• Disproportionate or inconsistent application of institutional policy.

The appeal shall consist of the following steps:

Step 1: The student shall write an Appeal Statement titled, "Reply to the Grievance Assessment Report", which briefly summarizes the student's disagreement with the Grievance Assessment Report and the student's alternative proposal for resolution. The Appeal Statement should be sent via email as a reply to the Grievance Assessment Report.

Step 2: The Graduate Council will review the Appeal Statement, the Grievance Assessment Report, and the initial Statement of Grievance. It shall also conduct any further investigation, inquiry, or consultation deemed necessary. Upon the completion of its review, the Graduate Council will make a decision responding to the appeal. The Graduate Council's decision will be final, with no opportunity for further internal appeal of the Grievance within Meridian.