EULER University Student Affairs Handling Procedure
1. Introduction
EULER University is committed to fostering a supportive and inclusive environment for all students. The Student Affairs office handles various matters related to student welfare, including appeals, complaints, issues concerning pregnancy, sickness, and diversity-related concerns. This procedure provides a clear, transparent, and fair process for addressing these matters to ensure that students receive the support and resolution they need.
2. Purpose
This procedure aims to ensure that all student affairs issues are handled in a consistent, respectful, and timely manner. It provides students with clear steps for addressing concerns and ensures that EULER University maintains its commitment to student well-being, fairness, and inclusion.
3. Scope
This procedure applies to all EULER University students and covers the following areas:
- Appeals: Academic appeals, including grade disputes and other academic decisions.
- Complaints: General complaints, including issues related to faculty, staff, or university policies.
- Pregnancy: Accommodations and support for pregnant students.
- Sickness: Support for students facing long-term illness or temporary illness-related disruptions.
- Diversity-Related Issues: Concerns related to discrimination, harassment, or lack of inclusion based on diversity factors such as race, gender, sexual orientation, disability, and other protected characteristics.
4. General Principles
The following principles guide the handling of all student affairs:
- Confidentiality: All matters will be handled with the highest level of confidentiality, ensuring the privacy of students involved in the process.
- Fairness: Every student will be treated with fairness and respect throughout the process, and no student will face retaliation for raising concerns.
- Timeliness: All concerns will be addressed promptly, with clear timelines communicated to students.
- Support: Students will receive appropriate support throughout the process, including access to counseling or legal services when necessary.
5. Procedure for Handling Appeals
Step 1: Initial Discussion
Students who wish to appeal an academic decision (e.g., grades, academic misconduct, or other related decisions) should first attempt to resolve the issue through informal discussions with the relevant faculty member or department head. This conversation should take place within 10 working days of receiving the decision.
Step 2: Formal Appeal Submission
If the issue is not resolved informally, the student may submit a formal appeal to the Global Academic Chairman. The appeal must be submitted in writing (email) within 15 working days from the conclusion of the initial discussion, clearly stating the grounds for the appeal, supporting evidence, and any relevant documentation.
Step 3: Review by the Global Academic Chairman and ad-hoc Committee
The Global Academic Chairman and/or Committee will review the appeal and supporting materials:
- Acknowledge receipt of the appeal within 5 working days.
- Review all evidence and meet with the student if necessary.
- Make a decision within 15 working days of receiving the appeal.
Step 4: Outcome and Resolution
The committee will communicate the outcome of the appeal to the student in writing, outlining the reasons for the decision. If the appeal is upheld, appropriate corrective actions will be taken. If the appeal is denied, the student will be informed of any further steps they may take, such as additional avenues for appeal or external review.
6. Procedure for Handling General Complaints
Step 1: Informal Resolution
Students who wish to file a complaint (e.g., concerning a faculty member, staff member, or university policy) should first seek informal resolution by discussing the matter directly with the relevant person or department, if appropriate.
Step 2: Formal Complaint Submission
If the matter cannot be resolved informally, the student may submit a formal complaint to the Student Affairs Office. The complaint must be in writing and submitted within 10 working days of the informal resolution attempt. The written complaint should include:
- A description of the issue.
- Any evidence or documentation supporting the complaint.
- Desired resolution or outcome.
Step 3: Investigation and Resolution
The Student Affairs Office will acknowledge receipt of the complaint within 5 working days and begin an investigation. The investigation may involve meetings with the student, the person(s) involved, and the collection of additional information. The investigation will be completed within 15 working days.
Step 4: Outcome and Communication
The student will be informed of the outcome in writing, with an explanation of any actions taken or resolutions provided. If the complaint is upheld, the university will take steps to address the issue. If the complaint is not upheld, the student will be informed of the reasons for this decision and any further options available.
7. Procedure for Handling Pregnancy-Related Issues
Step 1: Notification of Pregnancy
Students who are pregnant and wish to discuss accommodations or support options should notify the Student Affairs Office as early as possible. This can be done in person or via email. Students are encouraged to inform the office no later than 6 weeks before the expected due date to ensure adequate planning.
Step 2: Individual Support Plan
Upon notification, the Student Affairs Office will meet with the student to create an individualized support plan. This plan may include:
- Adjustments to academic deadlines or other related requirements.
- If possible for EULER, access to health-related resources and counseling.
- Temporary modifications to the student’s academic schedule, if needed.
Step 3: Implementation and Monitoring
The support plan will be implemented, and the Student Affairs Office will monitor progress and make adjustments as necessary. The student may request additional support at any time during the pregnancy or post-pregnancy period.
8. Procedure for Handling Sickness-Related Issues
Step 1: Notification of Illness
Students who are unable to attend oral examinations or complete coursework due to illness should notify the Student Affairs Office as soon as possible, ideally within 3 working days of missing classes or assignments. Documentation from a healthcare provider may be requested if the illness is prolonged.
Step 2: Temporary Academic Adjustments
The Student Affairs Office will work with the student to provide temporary accommodations, such as:
- Extended deadlines for assignments or exams.
- Adjustments to relevant policies.
- Temporary withdrawal from course(s) if necessary.
Step 3: Ongoing Support
For long-term illnesses, the Student Affairs Office will help create an ongoing support plan, including monitoring academic progress and providing additional resources, such as counseling or academic advising.
9. Procedure for Handling Diversity-Related Issues
Step 1: Reporting Diversity-Related Concerns
Students who experience discrimination, harassment, or other diversity-related issues (e.g., based on race, gender, sexual orientation, disability, etc.) should report the issue to the Student Affairs Office. Reports can be made verbally or in writing. The report should be submitted as soon as possible, preferably within 10 working days of the incident.
Step 2: Investigation and Support
Upon receiving a report, the Student Affairs Office will:
- Acknowledge the report within 5 working days.
- Conduct a thorough investigation of the issue, which may involve interviews with the student and any witnesses, as well as meetings with relevant parties.
- Ensure that the student receives appropriate support during the investigation, including access to counseling services if needed.
Step 3: Outcome and Resolution
The Student Affairs Office will notify the student of the outcome of the investigation within 15 working days. If the issue is confirmed, the university will take corrective action to address the situation. If the issue is not confirmed, the student will be informed of the reasons and any further options available, including external mediation or legal recourse.
