Guidelines for Faculty, UEO’s, and Deans for Responding to Student Reports of Harm in the Learning Environment
Introduction
UIC promotes a safe learning environment for all. These guidelines are discretionary in nature, intended to provide guidance and assistance in addressing situations described herein. These guidelines are intended to establish a method of reporting and a process for responding to reports made by UIC students who (1) allege that an instructor’s[1] conduct has caused them harm in a way that interferes with the learning process in a course, course-related activities, or other academic interactions; (2) seek a quick intervention to address the alleged conduct to prevent continued harm to themselves or other students; and (3) have no other avenues available to them to seek an immediate intervention. A key goal of this process is to simultaneously promote a safe learning environment for students while recognizing instructors’ academic freedom pursuant to the University of Illinois Statutes, including encouraging vigorous discourse in the classroom[2],[3].
The process articulated in these guidelines is only to be used for seeking an intervention under the circumstances described above. For any matter involving allegations of unlawful discrimination and harassment, or sexual misconduct, a student must also be immediately referred to the Office for Access and Equity (OAE)[4]. Processes described in these guidelines and those implemented by the OAE can be pursued simultaneously.
These guidelines are not disciplinary in nature. Any attempt to discipline faculty members must be done in accordance with existing policies (i.e., policies implementing the University of Illinois Statutes provisions governing Severe Sanctions other than Dismissal for Cause and governing Dismissal for Cause) and any applicable Collective Bargaining Agreements.
Process for Responding to Reports of Harm in the Learning Environment
In a situation where a student or students in a course, course-related activities, or other academic interactions (1) allege that an instructor’s conduct has caused them harm in a way that interferes with the learning process in a course, course-related activities, or other academic interactions; (2) seek a quick intervention to address the alleged conduct to prevent continued harm to themselves or other students; and (3) have no other avenues available to them to seek an immediate intervention, these steps should be followed:
1. Guidance for students:
The Office of the Dean of Students (DOS) is available for advice on options, next steps, and guidance at any point in the process, and students are strongly encouraged to consult the DOS. This office may consult with the Office of Diversity, Equity and Engagement, OAE or any other appropriate office for additional guidance.
2. Guidance for Instructors
Instructors should contact their direct supervisors for guidance and OAE in the cases where discrimination or harassment is alleged. Faculty members are encouraged to contact the faculty affairs representative in their college dean’s office.
3. Informal resolution stage 1:
Students are strongly encouraged to voice their concern(s) to the instructor and attempt to come to a mutually acceptable agreement for steps moving forward. This step should be attempted as soon as possible after the incident. A record of this informal resolution should be shared with the Dean of Students via dos@uic.edu. Students can contact the Dean of Students to get guidance at this step. For any report of unlawful discrimination and harassment, or sexual misconduct, the student must also be immediately referred to OAE, and the instructor can contact OAE for consultation.
4. Informal resolution-stage 2:
If the student(s) is/are not satisfied with the outcome of the informal resolution with the instructor, they may contact the instructor’s supervisor (defined below), who for faculty is the unit executive officer (chair or head) for a discussion and resolution.
5. Submitting a Written Report to Instructor's Supervisor:
If the stage 2 informal resolution does not result in a mutually satisfactory agreement, then the student or students can submit a written report to the instructor’s supervisor, who in turn will inform the dean of the college or school responsible for the delivery of the course about the report. The student or students are encouraged to file the report within 3 business days[5] after stage 2 informal resolution is deemed unsuccessful.
- Definition of an instructor’s supervisor:
- Faculty members, graduate students and staff who are serving as the instructor of record for a class, their supervisor is the unit executive officer (UEO) which in most cases is a department head or chair.
- Graduate students who are teaching assistants, and staff who are teaching a class, their supervisor is the faculty member who is the instructor of record for the class.
- Research supervisors who are graduate students or postdoctoral fellows, their supervisor is the faculty member head of the research group or lab.
- Report to UEO/supervisor should be submitted by email and include:
- A statement that includes the instructor’s name, a description of the instructor’s conduct, and the date, time, location, and name of course, course-related activity or other academic interaction where this occurred, in addition to the names of others who may have witnessed the incident.
- Statement of impact on student(s) and description of how the instructor’s conduct interfered with the learning process.
- If an informal resolution was attempted, when it was attempted and the outcome. If it was not successful, why was it not successful.
- Date, name(s) and signature(s) of the student(s) making the report.
- Subject line content: URGENT: Learning Environment Report.
6. UEO & Dean Consultation:
The UEO[6] and college dean are encouraged to immediately consult with the student(s), instructor, instructor’s supervisor (if not the UEO) and the Learning Environments Intervention Team (LEIT). This team will be led by the Vice Provost for Faculty Affairs (VPFA) or their designee, who will consult with the Dean of Students, the chair of the Senate Committee on Academic Freedom and Tenure and the chair of the Senate Committee on Faculty Affairs to construct a response team with representation of the LEIT as appropriate based on the content of the report. These four individuals will comprise the core of the LEIT. The suggested interventions of the UEO, college dean and LEIT should respect the academic freedom of faculty members while being respectful of a student’s or students’ concerns. Please see the UIC Academic Freedom and Faculty Responsibility Statement and University of Illinois System Guiding Principles statement in section C.
7. Development, Implementation, and Notification of Plan of Action:
The UEO and college dean should similarly respect the university and system definition of academic freedom. The UEO and college dean have 5 business days following submission of the report to develop and implement a plan of action to address the situation and to inform both the student(s) and the instructor who is the subject of the report about the plan, in addition to others as necessary. This timeline may be modified based on a number of factors including, but not limited to, the nature, severity, and/or complexity of the case, as well as the volume of cases at any given time. If the UEO and dean disagree on the course of action, the final decision rests with the dean. The primary goal of any action plan is to immediately address an ongoing concern and mitigate any impact on students.
- If the instructor who is the subject of the report does not agree with the plan from the departmental UEO and dean, they may file a formal grievance under the Faculty Grievance Procedures, subject to the time limits and requirements contained therein. If the instructor is a bargaining member of a relevant union, they are encouraged to contact their union.
- The UEO and college dean, when communicating the outcome to the student, should notify the student that if they (the student) are not satisfied with the plan they may make a request within 10 business days after receipt of the notice of the plan to have an informal conversation with the UEO and dean to help them understand the decision. Students are encouraged to contact the Dean of Students Office, as well as the Offices of Diversity, Equity, and Engagement, OAE, or any other appropriate office for additional support.
Footnotes and Definitions
Please note the above guidelines utilize the following definitions and operate under the contexts specified below.
- For purposes of these guidelines, “instructor” is defined broadly to include Instructors, advisors and/or supervisors. This includes all faculty regardless of rank or track, as well as staff, graduate students or postdoctoral fellows serving in any of these capacities.
- It is important to note that vigorous discourse and the conflict of ideas are integral to an academic environment of openness, so long as they are conducted in a civil and respectful way. Asking and answering questions as a means to stimulate critical thinking and discussing controversial topics to draw out ideas and underlying assumptions is also critical to teaching but can and should be done in a respectful manner. This language has been adapted from the UI College of Medicine Positive Learning Environment Policy and the UIC College of Dentistry Humanistic Environment Policy.
- These guidelines are not intended to inhibit discussions about controversial topics which are expected in an academic environment.Please UIC and UI System policies regarding academic freedom and community member behavior.
- This process is not intended to be used to make determinations regarding unlawful discrimination and/or harassment.
- As defined in Official University Calendars.
- In colleges where the UEO is also the college dean, the Provost and Vice Chancellor for Academic Affairs or the Vice Chancellor for Health Affairs will provide oversight.