Office of the Provost
Verification of Compliance
4. Institutional record of student complaints
Policy and methods used in handling student complaints:
- Filing complaints with New York State Department of Education and Middle States Commission on Higher Education
- Standards of student conduct
- FERPA complaints
- Student sexual misconduct policy
- Student sexual misconduct reporting options
- Harassment and discrimination
- Physical or sexual violence reporting guide
- Discrimination and harassment
- Resolving disagreements
- Arts, Sciences and Engineering Standards of Student Conduct
- Arts, Sciences and Engineering, Undergraduate: General Student Complaint Procedure
- Graduate Studies: Student Complaint Procedure
- Graduate Studies: Academic Grievances
- Eastman School of Music: Student Grievance Policy
- Eastman Graduate Education: Student Grievance Policy (p. 17)
- University of Rochester Medical Center: Guidelines to Assure a Professional and Respectful Learning Environment
- School of Medicine & Dentistry Graduate Medical Education: Reporting Concerns
- School of Nursing: General Complaint Policy (appears on page 20)
- Warner School of Education: General Complaints, Grievances, and Petitions
Documentation of student complaints:
The University documents and tracks all complaints of sex-based harassment and discrimination pursuant to Title IX and other federal and state laws. Every complainant connected to the Title IX coordinator is made aware of the various options for reporting the behavior and accessing supportive resources. All complaints are logged into a database accessible to the Title IX Coordinator who reviews the reports on a monthly basis to assess patterns of problematic behavior. When patterns are identified, remedial steps are taken.
The goal of the University Ombud is to promote a respectful, inclusive university for all members of the community by resolving disputes, challenging perceptions, and advocating for fairness at the University. For over 40 years, University Ombud, appointed by the Provost, have been untangling complex problems and unresolved interpersonal and departmental issues with staff, faculty and students who call on them for help. From their University-wide activities, Ombuds gain insights about problems, track these problems and based the number and nature of the issues, address solutions at individual, policy or systems level. Ombuds actively collaborate with others to resolve problems as well as provide training and educational interventions aimed at preventing harassment and discrimination and fostering respect and inclusion.
College Center for Advising Services
The College Center for Advising Services hosts a web-based form for students to file Comments, Praise and Complaints. This access requires a log-in, students have the option of requesting that their comments be kept anonymous.
All Comments, Praise and Complaints entered via the form are reviewed by the Assistant Dean and Director of the College Center for Advising Services. They are either addressed through that office or forwarded to the head of the relevant department if appropriate. Any significant complaints are immediately forwarded to the Dean of the College.
The Assistant Dean and Director of the College Center for Advising Services maintains a 5-year log of all comments, praise and complaints. At least on an annual basis the log is reviewed to identify trends or particular areas of concern. The log is used to inform improvement to the student experience in departments throughout the College.
The CARE Network enables members of the University community to express their concern about a person, incident, or issue by submitting one of the following reports online: CARE Referral, Bias-Related Incident Report, or Community Concern Report. This reporting structure provides a location to identify concerns about individual students in distress, as well as identifying and reporting concerns about the community including bias related concerns.
Reporting Bias Related Incidents
In 2018, the College of the University of Rochester began reporting on bias-related incidents. The bias reporting system was first proposed in 2015 by the College Diversity Roundtable (CDR)—a student-centered committee composed of students, staff, and faculty appointed by the Dean of the College—in response to student concerns about creating a safe and inclusive campus climate. The CDR recommended a system be established for students to report bias incidents on campus to University administration. This includes incidents motivated by discrimination of an individual or group based on age, disability, ethnicity, gender identity or expression, national origin, race, religion, or sexual orientation. The goal of the reporting system is to capture bias incidents on campus, address them in a timely fashion, and respond to students’ concerns about campus climate.