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Grievance Procedure

Non-Staff Grievance Procedure

Graham International University (GIU) is committed to fostering an inclusive and equitable academic environment where all individuals are treated with dignity and respect. The university ensures that no individual is excluded from participation, denied benefits, or subjected to discrimination based on race, color, religion, political beliefs, age, disability, national origin, or sex. Additionally, GIU strictly prohibits retaliation against individuals who engage in the grievance process, comply with legal requirements, report violations of law, report instances of fraud, abuse, or mismanagement, or exercise legally protected rights.

Any individual, including students, who believes they have been subjected to discrimination, harassment, unfair treatment, or denial of legally mandated accommodations in a GIU program or activity has the right to file a grievance. Additionally, individuals who believe they have faced retaliation for engaging in the grievance process or reporting misconduct also have the right to seek resolution through this procedure.

All information regarding the grievant, respondents (those against whom allegations are made), and witnesses will remain confidential, except where disclosure is required by law or necessary for a thorough investigation.

Informal Grievance Procedure

Individuals wishing to file an informal grievance regarding discrimination, harassment, or retaliation must submit their complaint to the designated Grievance Officer within 45 calendar days of the incident or the date they became aware of the issue. The Grievance Officer will make every effort to address concerns at the lowest possible level through conflict resolution.

Grievants are encouraged, though not required, to consult with the Grievance Officer as soon as they experience an issue. If an informal resolution is not achieved within 14 calendar days, the grievant may proceed with a formal written grievance.

Formal Grievance Procedure

Formal grievances must be submitted through the university’s Complaint Box or email at frankiegrahamjr@fgjf.org. The university will follow these procedures when reviewing formal grievances related to discrimination, harassment, or retaliation:

  1. The written grievance must specify:
    • The nature of the issue, including the time period and circumstances.
    • Any previous attempts at resolution.
    • The remedy the grievant is seeking.
    • The grievant’s name and contact information.
  2. If a grievance does not meet these requirements, the university will notify the grievant and allow seven calendar days for corrections.
  3. The grievance should be filed within 45 calendar days of the alleged incident (excluding the 14-day informal resolution period). If filed late, the grievant must provide a valid reason for the delay.
  4. The university will investigate the complaint, gather relevant evidence, and may seek resolution through mutual agreement at any stage. If an agreement is reached, a formal resolution document will be provided to all relevant parties.
  5. If no resolution is reached, the Grievance Officer will submit findings and recommendations to the appropriate university administrator.
  6. A Formal Grievance Panel, composed of at least three university personnel unaffiliated with the complaint, will conduct a hearing within 21 calendar days of the grievance filing. All parties will receive at least three days’ notice, including details of the hearing process and their rights, such as presenting evidence, testimony, and cross-examining witnesses.
  7. Within 28 calendar days of receiving the formal grievance, the panel will issue a decision that includes:
    • The issues raised.
    • Relevant policies.
    • Factual findings.
    • A final determination.
    • Any remedies, if applicable.
    • The grievant’s right to appeal.

All grievance records will be kept confidential by the Grievance Officer, particularly those involving accommodation requests or medical information.

Grievant Appeal Procedure

If dissatisfied with the Formal Grievance Panel’s decision, the grievant may file an appeal with the University Provost within 14 calendar days of receiving the decision. The appeal must include:

  • The grievant’s name and contact details.
  • A copy of the Formal Grievance Panel’s decision.
  • A statement outlining specific concerns regarding the decision and why it should be reconsidered.

Within 14 calendar days of receiving the appeal, the Provost will issue a final written decision. This decision is not subject to further appeal.

If a grievant believes their case has been mishandled at any stage, they should notify the Grievance Officer.

University Staff Appeal Procedure

Faculty and staff must implement accommodations or remedial actions as recommended through the grievance procedure. If a faculty or staff member wishes to appeal a decision regarding an accommodation or action, they must continue to comply while their appeal is under review.

To appeal, they must submit a written request to the Provost, outlining their concerns. The Provost will review the relevant information and issue a final decision within 14 calendar days. This decision is final and not subject to further appeal.

Filing a Complaint with GDE 

While GIU encourages the use of its grievance procedures, individuals may also file a complaint directly with the Graham Department of Education (GDE):

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