Grievance Policy

Procedures for Formal Student Complaints and Grievances

Students are encouraged to settle any differences they may have with other persons associated with the University in a timely and responsible manner. It is recommended that a Matthew 18:15-17 approach be considered when resolving issues of differences. If circumstance warrants, a formal written complaint should be filed.

SBU understands and emphasizes the dignity and equality of all persons and adheres to a strict nondiscrimination policy regarding the treatment of individual faculty, staff, and students.

SBU does not discriminate on the basis of race, color, national origin, ancestry, sex, age, disability, or veteran status except to the extent permitted by religious exemptions recognized by law.

Students may submit a formal written grievance if circumstances go beyond differences of opinion and violate community, state, or federal laws. Students who feel they should submit a written grievance, or they have been  discriminated against shall report their concern to the Vice President of Student Life. Complaints and claims of discrimination will be investigated by the University and appropriate action taken based on the outcome of the investigation.

SBU is committed to resolving filed grievances, especially discrimination complaints in a timely and effective manner and providing prompted and appropriate action if discrimination has occurred. The investigative objective will be to provide an adequate, reliable and impartial investigation of complaint. The complainant will have the opportunity to present witnesses and other evidence regarding the grievance filed. When such a grievance is filed against a student or employee of SBU, then that person – in which the complaint is filed against – will also have the opportunity to present witnesses and other evidence pertinent to the allegation.

Confidentiality — The University recognizes that maintaining the confidentiality of the person who files a complaint is of the utmost importance. While all discrimination complaints will be handled discreetly, there is not a guarantee that absolute confidentiality will occur. Retaliation against a person who files a complaint, or persons who participate in related proceedings and investigative efforts, is prohibited. Any retaliation against a person filing a complaint will be classified according to the constituency (student or employee) expectation guidelines.

Those involved with a grievance or discrimination complaint (complainants, witnesses, and other parties) should refrain from gossip or divulging information about the filed grievance or discrimination complaint to anyone who does not have a need to know. Such action is unprofessional and inappropriate for the quest of resolving the acknowledged issue.

Claims Process — Written grievances or discrimination claims should include information that helps with an investigation. The following items are necessary for an investigation process to begin:

• Complainant’s name and contact information
• Who — Name of person(s) directly responsible for alleged actions leading to the grievance or discrimination
  complaint
• What — Nature of grievance or discrimination allegation
• When — Date(s), and time(s) of the incident(s)
• Where — Location(s) of the incident(s)
• Description — Provide as much information regarding the incident(s) that is leading to the basis for the grievance or discrimination complaint allegation
• Evidence — Provide any documentation that supports the allegation
• Witnesses — Submit names and contact information of witnesses to the allegation

The timeframe for completing a claim of grievance or discrimination complaint investigation process will depend upon the particular circumstances. Upon the receipt of a filed grievance, investigative efforts will begin within one week. The normal timeframe for the completion process is 30 days. However, depending on the complexity of the investigation process, extended time may be needed due to factors, such as holidays, witness availability, or semester breaks.

At the conclusion of the investigation, the University will use a preponderance of the evidence standard (i.e., it is more likely than not that the allegation did occur or did not occur) to determine the outcome. In addition, all appropriate
parties will be informed of the outcome of the complaint.

The University is committed to taking steps, as appropriate, to remedy the effects of and prevent the reoccurrence of issue(s) that created the grievance or discrimination complaint. In addition, the University is committed to correcting the effects of a valid incident and taking reasonable steps to prevent recurrence of words and/or actions that may have initiated a valid complaint.

Any student who wishes to file a written grievance or discrimination complaint should bring the complaint to the attention of SBU’s Vice President of Student Life in the Office of Student Life, who is designated by the University to
investigate grievance or discrimination complaint reports. Following is the appropriate contact information:

Dr. Jonathon Woodyard, Vice President of Student Life
Southwest Baptist University
1600 University Avenue, Bolivar, MO 65613
Office phone: (417) 328-1885
Email address: jonathon.woodyard@SBUniv.edu

When the complaint is one of discrimination, it may, and is encouraged, to be filed with U. S. Department of Education, Office of Civil Rights, One Petticoat Lane, 1010 Walnut Street, Suite 320, Kansas City, MO 64106, (816) 268-0550, or OCR.KansasCity@ed.gov.