Accessibility Services: Grievance Policy and Procedures
Grievance Policy and Procedures
I. Commitment to Access and Inclusion
Georgian Court University (GCU) is committed to providing equal access to all academic programs, services, and activities for students with disabilities in accordance with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and applicable state laws. Through the Office of Student Success—Accessibility Services, the University ensures that students receive appropriate accommodations and are supported in resolving any barriers they encounter.
II. Purpose and Scope
This policy outlines the grievance procedure for GCU students with disabilities who believe they have experienced:
- Denial or delay of reasonable accommodations, academic adjustments, or auxiliary aids
- Failure to implement approved accommodations
- Discrimination or differential treatment by faculty, staff, or administrators based on disability
- Inaccessibility of campus facilities, programs, or technologies
This process applies to current students registered with Accessibility Services. Concerns involving harassment or retaliation may be referred to Human Resources, the Office of the Dean of Students, or the Title IX Coordinator, depending on the nature of the issue.
III. Definitions
Complainant: A currently enrolled student at GCU alleging discrimination or failure to accommodate
Respondent: The individual or office alleged to have engaged in discriminatory conduct or failed to accommodate
Accessibility Officer (AO): University official responsible for overseeing accessibility-related complaints
Reasonable Accommodation: A modification or service that allows a qualified student with a disability to participate fully in GCU’s programs and services without imposing undue burden on the institution
IV. Informal vs. Formal Process
Informal Process – When to Start Here
Students are encouraged to begin with the informal process when they:
- Believe an issue may be the result of a misunderstanding or miscommunication (e.g., a professor overlooked a Letter of Accommodation or misapplied testing conditions)
- Are seeking a quick resolution without the need for a formal investigation
- Feel comfortable directly discussing the issue with the faculty or staff member involved
- Want to preserve the working relationship and resolve the matter collaboratively with support from the Accessibility Officer
The informal process is often the most effective and timely way to resolve concerns and is designed to empower students while offering staff a chance to address and correct the situation promptly.
Note: Choosing to pursue the informal process does not waive a student’s right to later file a formal grievance if the issue remains unresolved.
Formal Process – When to Use This
Students should pursue the formal grievance process when:
- Informal efforts did not resolve the issue to the student’s satisfaction
- The concern involves discrimination, serious or repeated failure to implement accommodations, or retaliation
- The student does not feel safe or comfortable addressing the issue informally
- A neutral, documented investigation is necessary to evaluate the facts and ensure accountability
- The situation requires intervention at the institutional level or involves multiple departments or individuals
The formal process offers structure, impartial review, and written documentation of findings and actions. Students may move directly to this process in cases of significant concern without completing the informal process first, especially in matters involving potential rights violations or systemic issues.
V. Informal Resolution Process
Students are encouraged to address concerns as soon as possible through the following steps:
Step 1: Attempt to resolve the issue directly with the faculty or staff member involved via email followed by a meeting. Document both communication attempts.
Step 2: If unresolved, contact the Accessibility Officer:
- Luana Fahr, Director of Student Success and Academic Support
- Danielle Bilder, Assistant Director of Student Success
- Location: Jeffries Hall, Room 130
- Email: success@georgian.edu
- Phone: (732) 987-2363
The AO will investigate and respond within 10 business days. If unresolved, students may proceed to a formal grievance.
VI. Formal Grievance Process
Filing Requirements
To file a formal grievance, students must submit a completed Grievance Form for Students with Disabilities within 20 calendar days of the incident.
The form must include:
- Contact information
- Detailed account of the incident
- Informal steps taken
- Desired resolution
- Any supporting documents
Submission Options
- Online via Accessibility Services website
- In person at Jeffries Hall, Room 130
- Email to success@georgian.edu
VII. Investigation and Determination
Review Process
Upon receipt of the formal grievance, the Accessibility Officer will assemble a designated review team consisting of trained faculty or administrative staff with relevant expertise and no direct involvement in the case.
The team will review the submission to ensure it meets all procedural requirements, including:
- Whether the grievance was submitted within the required timeframe (20 calendar days from incident)
- Whether the information provided is complete (e.g., contact details, incident description, informal steps taken, requested resolution)
- Whether the complaint falls within the scope of disability-related grievances as defined by this policy
Clarification Process
If the grievance is incomplete or unclear, the Accessibility Officer will contact the student to request clarification or additional documentation. The student will have 10 calendar days to respond. If no response is received, the grievance may be dismissed. All dismissal decisions will be communicated in writing within 10 business days.
Investigation Timeline
- The investigation will involve interviews, evidence review, and an impartial assessment
- A written determination will be issued within 30 business days of the investigation’s conclusion
- If a violation is found, appropriate corrective actions will be recommended to university leadership and shared with both parties
VIII. Appeals
An appeal must be submitted in writing within 10 calendar days to the Associate Provost for Academic Support and Dean of Students.
The appeal must be based on:
- Procedural errors
- New, relevant evidence
- Insufficient evidence supporting the original decision
The decision on appeal is final.
IX. Retaliation and Confidentiality
- Retaliation against any individual involved in a grievance is strictly prohibited
- Confidentiality will be maintained to the fullest extent possible without compromising the integrity of the investigation
X. Recordkeeping
All grievance records will be securely maintained by the Office of Accessibility Services in accordance with University policy.
XI. Timeline Chart
<- Scroll to see more data ->
| Action | Deadline/Timeframe | Notes |
|---|---|---|
| Awareness of Issue | Day 0 | Date student becomes aware of the denial of accommodation, discrimination, or failure to implement accommodations |
| Informal Grievance Filing | Within 20 calendar days of Day 0 | Student initiates informal resolution by emailing/meeting with faculty/staff and contacting the Accessibility Officer (AO) |
| AO Informal Resolution Response | Within 10 business days of informal complaint | AO investigates and proposes a resolution |
| Formal Grievance Filing (if unresolved) | Within 20 calendar days of Day 0 | Student submits formal grievance form with complete information |
| Request for Clarification by AO (if applicable) | Within 10 calendar days of receipt of grievance | AO may request additional information from student |
| Student Response to Clarification Request | Within 10 calendar days of AO's request | Student must provide additional information or grievance may be dismissed |
| Grievance Dismissal Decision (if applicable) | Within 10 business days of clarification deadline | Written notice of dismissal provided to student |
| Investigation and Determination | Final determination within 30 business days of completion of investigation | Report and resolution shared with both complainant and respondent |
| Appeal Filing | Within 10 calendar days of final determination | Written appeal submitted to Associate Provost and Dean of Students |
| Appeal Decision | Within 10 business days of receiving appeal | Final, written decision issued |
-
Luana Fahr
Director of Student Success and Academic Support/Accessibility Officer - Jeffries Hall, Room 130
- Phone: (732) 987-2646
- Email: lfahr@georgian.edu