Minutes of a Regular Meeting, June 22-23, 2004 - Digital Collections

REGENTS’ POLICY MANUALSECTION 2—ACADEMICSThe complainant is responsible for stating in writing and in full particularity the grounds upon which thealleged grievance is based. The grounds for the alleged grievance may not be changed after the filing ofthe complaint with the FAB Chair or the University Equal Opportunity Officer. The Ombudsperson mayassist the complainant in identifying and clarifying grounds for a complaint. Where more than one typeof complaint is present (e.g., sexual harassment and violation of due process), the complainant mustspecify all of the grounds of the grievance of which the complainant should have reasonably known at thetime of filing. A copy of the harassment or discrimination complaint must be sent to the University EqualOpportunity Officer for investigation. A grievance with multiple grounds is heard by one hearingcommittee, which hears all aspects of a particular grievance. The FAB Chair and University EqualOpportunity Officer will discuss and determine the appropriate appeals process under which suchgrievance will be heard. The respondent will have 30 calendar days from receipt of the complaint torespond in writing to the FAB Chair or University Equal Opportunity Officer, as appropriate.(b) Timing of ComplaintIf a complaint cannot be resolved administratively or through the ombuds service, it must be filed with theFAB Chair or University Equal Opportunity Officer within 180 calendar days from the date on which thefaculty member, unit, or body knows or reasonably should know of the alleged violation or incidentgiving rise to a grievance. All other time periods may be extended by mutual agreement of the partiesinvolved or by the FAB Chair, Hearing Chair, or University Equal opportunity Officer (as appropriate)for good cause.(c) Withdrawal of ComplaintThe complainant may withdraw the complaint at any point prior to the adjournment of the formal hearingby notifying in writing the party with whom the complaint was originally filed. Once withdrawn, thesame complaint may not be resubmitted under any grievance procedure.(d) Confidentiality of Proceedings and RecordsInvestigators and members of the Hearing Committee are charged individually to preserve confidentialitywith respect to any matter investigated or heard. A breach of duty to preserve confidentiality isconsidered a serious offence and will subject the offender to appropriate disciplinary action. Parties andwitnesses also are admonished to maintain confidentiality with regard to these proceedings.Except for those cases in which grievances go to a hearing and as otherwise required by law, all recordsof administrative investigation with regard to discrimination, sexual harassment, and/or racial or ethnicharassment shall be transmitted to and maintained by the University Equal Opportunity Officer asconfidential records. All records of administrative investigation for other grievances will be held by theadministrator involved as confidential records, except as otherwise required by law.(e) Faculty Appeals Board(1) The FAB is a standing body that responds to matters of tenure abrogation, dismissal, other severesanctions, alleged violations of academic freedom or academic due process, and other grievancesunresolved through administrative procedures. Because of the extraordinary importance and the range ofsuch issues, the FAB shall be empowered to appoint ad hoc hearing committees to assist in the conduct ofits affairs. The FAB considers matters brought before it.(2) The FAB on the Norman Campus shall consist of fifty (50) members elected to four-year staggeredterms by the Faculty Senate from among all full-time tenured faculty whose duties are primarily nonadministrative.(3) The FAB shall annually elect a chair-elect from among those who are in their third year of service.The chair-elect will serve as chair the following year. Membership on the FAB is not a disqualificationfor service on University Councils. All members of the FAB are eligible for re-election. Terms ofTHE UNIVERSITY OF OKLAHOMA 57