Complaints, Policy Violations & Dispute Resolution Procedure

This statement outlines Student Unions & Activities involvement in disputes and violations involving student groups registered at the University of Minnesota. The University provides a number of channels for the resolution of disputes and complaints. The appropriate channel to pursue will vary depending on the circumstances of each case, and the category of student group registration. SUA will work with individuals or groups in either a dispute or complaint resolution.

Dispute Resolution

When a dispute arises between members of a student group, between members of different student groups, or between a student group and an outside entity Student Activities Advisors can be consulted to serve as a neutral party to assist in resolving the dispute. This form of Dispute Resolution will allow all parties involved to create a resolution that addresses everyone’s concerns. Below is the procedure that Student Activities Advisors will following in assisting students in resolving disputes.

Initial Consultation: Any member involved with the organization can schedule a 30 min. meeting with a Student Activities Advisor to discuss the situation to be resolved. Based on the situation, the Student Activities Advisor and group member will determine who should be included in a confidential, facilitated discussion, as well as when one can take place. This facilitated discussion will follow the process below. Note: because disputes are not formal complaints, SUA may vary from the process below to more effectively facilitate a resolution.

Step 1. Facilitator’s Opening Statement

1. Facilitator’s defines the process for the discussion
2. Ground rules discussed

Step 2. Parties Statements

1. Each party allowed to speak without interruption
2. Each party voices ideas for resolution

Step 3. Identifying Issues/ Setting the Agenda

1. Compile list of issues to be discussed
2. Parties individually caucus with facilitator if necessary

Step 4. Generate, then Evaluate Options

1. Parties generate a list of possible solutions to dispute
2. Parties evaluate and make decisions about solutions

Step 5. Agreement and Closure

1. Parties summarize orally what they have agreed to
2. Create a clear, specific written agreement
3. Close of session with timeline for agreement and future actions

Complaint Resolution

If it is believed that a student group has violated a University policy or if the situation calls for more than dispute resolution, then any individual may contact the Student Unions & Activities to submit an official complaint.

A complaint must be submitted in writing to Student Unions & Activities. Complaint forms are available in our office, 126 Coffman Memorial Union, 300 Washington Ave SE, Minneapolis, MN 55455 and on the Web at http://www.sua.umn.edu/groups/forms. The complaint must identify the complainant; the respondent group; individuals involved; the incident or action at issue; and the policy, regulation, or established practice alleged to be violated; and a brief statement of the redress sought. Some matters may require immediate action (within 48 hours) by the Assistant Director-Student Activities before the full procedures outlined in this section can be implemented. Complaints against "University Campus Life Student Programs" can be directed to the affiliated department, but may also be handled by Student Unions & Activities.

Should any matters, including the suggested redress, within the filed complaint be deemed out of the jurisdiction of Student Unions & Activities, the complaint and all paperwork related to the complaint will be forwarded onto the appropriate office or department on campus. Student Unions & Activities reserves the right to forward on any complaints to parties the SUA deems most appropriate at any time.

1. The Assistant Director-Student Activities, along with an appointed staff member, shall discuss the complaint and possibilities for informal resolution with the parties involved.
   1. he/she will first meet with the Complainant
   2. he/she will then meet with the Respondent
   3. he/she will make a decision that may be any of the following:
   1. Dismissal of the Complaint
   2. Informal Resolution, including mediation
   3. Decide the matter and demand compliance (enforce applicable policies) and/or corrective measures/sanctions
   4. Referral of the matter to the Senior Associate Director of Student Unions & Activities or a different office within the University.
   4. If it is decided that the complaint has been dismissed, no appeals are available.
   5. If it is decided that informal resolution or mediation is recommended, SUA will facilitate the mediation and work with all parties on solving the complaint outside formal hearings.
   6. If it is decided that the parties involved are not in compliance or need corrective measures/sanctions, the Assistant Director of Student Activities shall notify the groups of which policies have been violated, as well as how the group may correct compliance issues. There will be formal follow-up to confirm compliance. Sanctions and/or corrective measures may include, but are not limited to:
      1. Issue an administrative warning, official letter in file
      2. Issue probationary status for one semester and/or up to one year
      3. Require developmental workshops and/or learning opportunities for the offending group
      4. Suspend use, or grant restricted use, of University of Minnesota facilities
      5. Suspend fund-raising activity
      6. Suspend solicitation activity
      7. Suspend e-mail account
      8. Suspend website
      9. Suspend ability to apply for grant programs
      10. Forward the complaint onto the Space Allocation Committee of the Board of Governors for issues regarding the possible suspension of office space
      11. Forward the complaint onto the Student Services Fees Committee for issues regarding the possible revocation of fees
      12. Issue reimbursement and/or community services related to the infraction
      13. Refer individual group members or the entire group to Student Judicial Affairs or other University offices
      14. Suspend or ban registration/recognized status
      15. Other penalties as deemed appropriate.
2. After the findings of the Assistant Director-Student Activities, if the student group wishes to appeal the decision in step one (above), they may file an appeal. The appeal must be filled with the Senior Associate Director of Student Unions & Activities within 30 days of the initial findings. The Senior Associate Director may either hear the appeal or may refer the appeal to any of the following offices:
   1. Student Judicial Affairs
   2. Office of Equal Opportunity and Affirmative Action
   3. Office for Conflict Resolution (formerly University Grievance Office)
   A decision to refer the appeal to another office is not appealable. When appropriate, Student Unions & Activities may follow up on the outcomes of judicial bodies, including compliance/non-compliance with assigned sanctions.
3. The findings of the Senior Associate Director of Student Unions & Activities Office will be final.
4. Any complaints regarding the complaint process can be filed with the Director of Student Unions & Activities.