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Student Complaint Procedure

Student Complaint Procedure for the University of Dallas Educator Preparation Program (EPP)

The University of Dallas is committed to treating all students fairly and respectfully. The University's policies that apply to students are published annually in the UD Bulletin and in the UD Student Handbook. In an instance of perceived violation of a University policy, a student may file a complaint. This policy provides two avenues for pursuing a complaint: an Informal Resolution Procedure and a Formal Resolution Procedure. Students may utilize either or both procedures. The UD Student Complaint Procedure can be seen below or it is available on-line on the UD website: http://www.udallas.edu/studentcomplaints.

For problems other than academic issues, students who have a grievance with the Educator Preparation Program should address it with the mentor teacher or field supervisor first, the Chair of the Department of Education, then the Constantin College Dean’s. The established University protocol described in the Student Complaints Policy will be followed. If the entire process does not result in resolution of the issue, the student may forward the written complaint to TEA.

TEA Complaint Process:

The official TEA complaint process can be found at: http://tea.texas.gov/About_TEA/Contact_Us/Complaints/Complaints/

Scroll down and select “Educator Preparation Programs”. Complainants may contact TEA staff directly at: complaintsmanagemeernt@tea.texas.gov.

The complaint process allows for an applicant or a candidate in an educator preparation program to seek redress in areas where they feel that the program did not fulfill requirements for certification or for actions that the candidate feels are wrong. Educator preparation programs may also file a complaint about the actions of other programs when it involves a candidate transferring into a program.

Not all complaints fall under the authority of TEA. TEA has jurisdiction to investigate allegations of noncompliance regarding specific laws and rules, generally related to state and federal requirements. Complaints may address educator preparation program requirements listed in Texas Administrative Code (TAC) in Chapters 227, 228, 229, ethics (TAC 247), fingerprinting (TAC §§227,232) and certification (TAC §§230, 231, 232, 239, 241, 242)

All complaints filed with the TEA must be in writing. We do not accept complaints by phone or complaints that are submitted anonymously. A person or entity may file a written complaint with TEA by filling out the complaint form online or by mailing or faxing a hard copy to the address on the form. You may fax your submission to (512) 463-9008 or email it to generalinquiry@tea.texas.gov.

To adequately review and address a complaint, TEA needs specific details. We must be able to identify a clear violation of TAC and determine whether the agency has authority to act upon the allegation.

Complaints submissions should include the following:

  • The reasons you believe the issues raised in your complaint are valid. You should also indicate how you believe that TEA can assist you with this matter. Remember that TEA cannot assist you in understanding your contractual arrangement with the educator preparation program, arranging for a refund, obtaining a higher grade or credit for training, or seeking reinstatement to an educator preparation program.
  • Documentation to support your claim when possible. For example, if you refer in your complaint to an educator preparation program policy, include a copy of the policy with your complaint. Helpful documentation might include letters or e-mails exchanged between the parties.

Texas Education Agency staff will send confirmation of a complaint within 30 days of receiving the submission. Remember, information the public sends to TEA by email may not be secure. Do not email sensitive information to TEA. The agency will remove confidential or sensitive information when replying by email. TEA will maintain confidentiality of information to the extent the law allows.

Referenced requirement: TEXAS ADMINISTRATIVE CODE §228. 70

UD Student Complaint Procedure

The University of Dallas is committed to treating all students fairly and respectfully. The University's policies that apply to students are published annually in the UD Bulletin and in the UD Student Handbook. These publications are available on-line on the UD website. In an instance of perceived violation of a University policy, a student may file a complaint. This policy provides two avenues for pursuing a complaint: an Informal Resolution Procedure and a Formal Resolution Procedure. Students may utilize either or both procedures.

Informal Resolution Procedure

The student arranges a meeting with the person involved with the complaint and/or with the direct supervisor of the person involved. For example, a student who perceives that he or she has been graded unfairly on an assignment should meet with the faculty member who assigned the grade. In this example, the meeting with the faculty member may be followed up with a meeting with the department chair or the original meeting might be with the department chair. Another example would be a complaint in the Business Office involving the Bursar. The student would meet with the Bursar and/or the Director of Finance.

If the informal process does not resolve the complaint, the student may utilize the formal complaint procedure.

Formal Resolution Procedure

A formal complaint is in writing and sets forth a statement of the issue, the University policy or procedures violated, and the specific remedy sought.

The complaint is normally submitted using an online form found on the UD website on the Student Complaints page. The complaint can also be submitted on paper to the appropriate office:

  • Academic complaints to the appropriate academic dean
  • Student Affairs complaints to the Dean of Students
  • Business Office complaints to the Director of Finance
  • Financial Aid complaints to the Dean of Enrollment
  • Registrar Office complaints to the Registrar
  • Unlawful Discrimination and Harassment to the Title IX Coordinator
  • A complaint against a Dean, Director, Vice-President, etc., is submitted to the direct supervisor, such as the Provost or President
  • A complaint against the President to the Chair of the Board of Trustees
  • Other complaints to the Director of Human Resources

Level 1

Absent extraordinary circumstances, the person, normally a Dean or Director, to whom the complaint has been submitted conducts, within seven (7) business days of receiving the complaint, a formal conference with the student, permitting her or him to provide any necessary relevant information. The Dean or Director confers with the other person or persons involved and conducts an additional investigation as he or she deems necessary. Absent extraordinary circumstances, a written recommendation is sent within seven (7) business days of the first formal conference. The recommendation is sent to the student and the other involved person or persons. The written recommendation states the background information, the rationale for the recommendation, and the recommended remedy, if any. Copies of the original complaint and the written recommendation are kept in the Dean or Director's Office for a minimum of five years.

Level 2

If the complaint is not resolved in level 1, the student or one of the other involved parties may, with fourteen (14) business days of receipt of the level 1 recommendation, appeal to the direct supervisor of the person who wrote the recommendation. Absent extraordinary circumstances, the supervisor holds a hearing within fourteen (14) business days of receipt of the appeal or complaint. Absent extraordinary circumstances, a written recommendation is sent to the student and others within fourteen (14) business days of such hearing.  In cases of appeals to level 2, copies of the original complaint and the level 1 and 2 written recommendations are kept in the supervisor's office for a minimum of five years.

Level 3

Except in the case of a complaint against the President, where the Board of Trustees has final authority, appeals of the level 2 recommendation are submitted to the President within fourteen (14) business days. The President makes the final decision. Absent extraordinary circumstances, the President's written decision is sent to the student and other parties within fourteen (14) business days of receiving the level 3 appeal. In cases of appeals to level 3, copies of the original complaint, the previous written recommendations, and the final decision are kept in the President's Office for a minimum of five years.

11/20/2015

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