Student Guidelines for Reporting 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 establish a method of reporting and a process for responding to reports made by UIC students who (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. 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.
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). 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.
Using this process does not prevent students or instructors from seeking resolution under any other UIC policy. For example, even if students pursue an intervention through this process, they may still appeal adverse academic decisions or actions through the UIC Student Academic Grievance process. Instructors also may appeal decisions made through this process by utilizing the UIC Faculty Grievance Procedures.
UIC prohibits and will not tolerate retaliation against any employee or student who brought a claim of discrimination, participated in an investigation, proceeding or hearing concerning a claim of discrimination, or who in good faith has opposed a practice he or she reasonably believes constitutes prohibited discrimination. For additional information about UIC’s policies on retaliation, please see the OAE Prohibition of Retaliation Following Claims of Unlawful Discrimination.
Process for Reporting 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 can 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. The DOS may consult with the Office of Diversity, Equity and Engagement, OAE or any other appropriate office for additional guidance.
2. 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. Any report of unlawful discrimination and harassment, or sexual misconduct will be immediately referred to OAE.
3. 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.
4. 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 as defined in Official University Calendars 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, 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.
The UEO 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.
The UEO and college dean may thereafter create a plan of action to address the situation.
5. Notification of Plan of Action
The student(s) will be notified within 5 business days following the submission of their report of the department’s plan of action to address the situation. This timeline may be modified based on a number of factors including, but not limited to, the nature, severity, and/or complexity of the report, as well as the volume of cases at any given time. The primary goal of any action is to immediately address an ongoing concern and mitigate any impact on student.
- If the student(s) are not satisfied with the plan from the UEO and college dean, they are encouraged to make a request within 5 and not later than 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 may 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.