Student Complaints
- Student Complaints
Student Complaints
Virginia Tech is committed to providing a work and study environment for students, faculty, and staff that is free from all forms of harassment, intimidation, fear, coercion, and exploitation. Harassment is frequently directed at individuals because of age, color, disability, gender (including pregnancy), national or ethnic origin, political affiliation, race, religion, sexual orientation, or veteran status. Any such behavior is reprehensible and subverts the mission of the university. It can threaten the careers, educational experience, and well-being of all members of the community.
Complaints about any function of the university are ordinarily handled through the normal administrative chain. Students who wish to file a formal complaint should write a letter to the head of the administrative unit responsible for the area of complaint. The letter should detail the problem and the redress requested. There are some types of complaints which have additional formal mechanisms for redress which are explained in this section of the Hokie Handbook and other university documents. Students who desire assistance in determining the most appropriate avenue for addressing a specific complaint should contact the Dean of Students Office. For complaints that do not rise to the level of code of conduct violations or for which no additional formal mechanisms exist, the Dean of Students office will determine appropriate follow-up.
Appeals for Grade – Undergraduate Students
The Undergraduate Course Catalog and Academic Policies, available at http://www.undergradcatalog.registrar.vt.edu/, have a grade appeal procedure that states:
If a student feels that a grade has been calculated incorrectly or has been assigned in a prejudiced or capricious manner, the student should discuss the matter with the instructor. If discussion between the instructor and the student cannot resolve the issue, the student should appeal to the department/division head. In the unusual circumstance that resolution does not occur at the departmental/divisional level, the student may appeal to the college dean who will attempt to reconcile the matter by whatever mechanism seems most appropriate for that college and for that case. A grade appeal must be made by the student as soon as possible but no later than the end of the student's subsequent term of enrollment after the grade in question has been assigned.
Appeals for Grade – Graduate Students
The Graduate School Catalog, available at http://www.grads.vt.edu/graduate_catalog/college/, includes an appeals procedure which specifies actions for a graduate student that believes that there has been unfair treatment or work has been improperly evaluated. It is first expected that the matter be resolved at the department or college level. The student is informed in writing of the results of the department or college level action no later than one month after the appeal to the Department Head. Should the aggrieved student believe that his/her rights were abridged at the departmental level; the student may file a request for review with the Dean of the Graduate School.
Annoying Electronic Communication & Phone Calls
Extremely urgent or emergency annoying or threatening electronic communications or phone calls may be referred to the Virginia Tech Police at any time (Sterrett Facilities Complex, 231-6411). Questions or complaints related to abusive or annoying phone calls should be referred to CNS Student Telecommunications (e-mail to StuTel@vt.edu, call 231-3000, or visit the office at 120 Student Services Building), during normal office hours (Monday through Friday, from 8:00 a.m. to 5:00 p.m.) It is also important to contact CNS Student Telecommunications in 120 Student Services Building as soon as possible thereafter to obtain appropriate complaint handling forms.
Anonymous Complaint Reporting - SafeWatch Program
The SafeWatch website, www.safewatch.vt.edu, provides a means for community members to report occurrences of discrimination or harassment related to age, color, disability, gender, national origin, political affiliation, race, religion, sexual orientation, and veterans’ status. The website also provides a list of campus resources to help students, faculty, staff, and guests find additional assistance. SafeWatch is not an emergency notification service. Those who find themselves in an emergency situation or feel their safety is at risk should call 911 or Virginia Tech Police immediately.
Bias-Related, Suspicious, or Criminal Activity Complaints
Suspicious, bias-related, or criminal activity can be directly to the Virginia Tech Police. You may also consider reporting the incident at www.safewatch.vt.edu. If you are the victim of an act of larceny, vandalism, damage or destruction of property, or annoying phone calls, you can file the report online at www.police.vt.edu/crimeform.html.
Disability Discrimination Complaints
No qualified individual with a disability shall be discriminated against or excluded from participation in or be denied the benefits of the services, programs, or activities at Virginia Tech. All student requests for accommodations and assistance should be directed to Services for Students with Disabilities. Students who feel they have been discriminated against because of a disability should contact Services for Students with Disabilities (Kent Square 250 S. Main Street Suite 300, 231-3788).
Sexual Harassment Complaints against a Student or Student Organization
Students who feel they have been the victim of sexual harassment may initiate university disciplinary action against the alleged assailant. The student must submit to the Office of Student Conduct a student conduct referral, which is a written narrative of the incident in question, and attend the student conduct hearing for the charged student. The student making a complaint may choose to have a support person with them at the hearing. Initiating university student conduct action against the accused does not preclude taking civil or criminal action. A complete review of the campus student conduct process is found in the University Student Conduct System Section.
Sexual Harassment Complaints against Faculty, Administration, Staff or Graduate Student Performing a Teaching, Advising, or Supervisory role
A student wishing to file a complaint of sexual harassment against any member of the faculty, administration, or staff or a graduate student performing a teaching, advising, or supervisory role should contact the Office for Equity and Inclusion (336 Burruss Hall, 213-7500, www.oei.vt.edu). The Office will attempt to resolve the complaint informally with the accused. If the informal procedures are not successful, the OEI Office will notify the complainant of the right to pursue a formal complaint. The formal complaint includes a written charge and consent by the complainant to be identified. A formal complaint of sexual harassment must be made within 300 days of the offense. The director of the OEI Office or a designee will meet with the complainant and will undertake an investigation after a written charge has been prepared. At the time the investigation commences, the accused will be informed of the allegations and the identity of the complainant and will be given an opportunity to respond. The OEI representative will meet with the appropriate supervisor of the accused early in the investigation to collect further information and to seek assistance in resolving the complaint, if appropriate. All reasonable efforts will be made to reach a resolution in a timely manner.
In all cases, the parties will be informed promptly of the outcome. To the extent possible, the proceedings will be conducted in a way that protects the confidentiality of all parties. Records of the investigation and outcomes will be kept by the OEI Office in accordance with applicable laws of the Commonwealth of Virginia and of the United States of America. A complainant found to have been intentionally dishonest in making the allegations or to have made them maliciously is subject to university discipline. In addition to, or in lieu of, the above procedures, students may file formal complaints with the Office for Civil Rights of the U.S. Department of Education.
Sexual Misconduct Complaints
Students who feel they have been the victim of a sexual misconduct can follow several different courses of action. First and foremost, students should seek appropriate medical attention and ask for emotional support. Physical and other medical evidence should be collected even if a student has not decided whether to take action against the alleged assailant. Students can go to the Student Health Center, Montgomery Regional Hospital or the Carillion New River Valley Medical Center in Radford for emergency treatment. They will receive guidance on the appropriate evidence collection processes. Students who feel they have been a victim of sexual misconduct can make an anonymous complaint or follow any or all of the actions outlined below.
University Student Conduct Action
Students who feel they have been the victim of sexual assault may initiate university disciplinary action against the alleged assailant. The student must submit to the Office of Student Conduct a student conduct referral, which is a written narrative of the incident in question, and may attend the student conduct hearing for the charged student. The student making a complaint may choose to have a support person with them at the hearing. Initiating university student conduct action against the accused does not preclude taking civil or criminal action. A complete review of the campus student conduct process is found in the University Student Conduct System Section.
Criminal Action
Students can report incidents to the police and press criminal charges. If the Commonwealth’s Attorney determines that there is sufficient evidence to proceed, charges will be brought against the accused in the local courts. Crimes involving sexual assault are punishable in Virginia by sentences from five years to life in prison. Initiating criminal action against the accused does not preclude taking civil or university student conduct action. Students should remember that reporting an assault does not mean that they must prosecute.
Civil Action
Students who feel they have been the victim of sexual assault may initiate a civil suit in an appropriate court system against the alleged assailant. The purpose of a civil suit is to compensate the complainant for the wrong that was committed. The accused, if found by the court to be liable, may be required to pay financial compensation. Initiating civil action against the accused does not preclude the complainant from taking criminal or university student conduct action. Students may consult with a private attorney or Student Legal Services (143 Squires Student Center, 231-4720) if there are questions about this process. Consultation with Student Legal Services is free for Virginia Tech students.
- Resources for Complaining Students
Resources for Complaining Students
Women's Center At Virginia Tech
The Women’s Center (206 Washington Street, 231-7806) offers crisis support for sexual assault and harassment, provides advocacy during student conduct and harassment procedures, and works to enhance communication among women and the larger community. The counseling and advocacy coordinator works closely with crisis intervention, law enforcement officers, faculty, residence hall staff, counseling services, health services, Dean of Students Office staff, and the University Student Conduct System.
Counseling Services
As a part of Cook Counseling Center, professional counselors are available to counsel complainants. The staff members are available on a walk-in basis during regular office hours and are on 24-hour emergency call. University Counseling Services also offers a special support group for sexual assault survivors as needed (McComas Hall, 231-6557).
Residence Life
Staff members in the Residence Life department (107 East Eggleston Hall, 231-6205) serve as advocates for residential students. Members of the staff are available to meet with students on a walk-in basis to discuss any problem or concern. They can provide resource information and assist with any residential concerns.
Dean of Students Office
The Dean of Students Office (201 Roanoke Street, 231-3787) serves as an advocate for all students. Members of the staff are available to meet with students on a walk-in basis to discuss any problem or concern.
Student Health Services
Student Health Services’ medical staff members provide follow-up care for physical or sexual assault victims. Through the Women’s Clinic and the Men’s Clinic, continuing medical and emotional support from physicians, nurses, and health educators is available. Physical examinations, sexually transmitted disease screening, and pregnancy testing are provided. (McComas Hall, 231-6444)