Student Complaint Procedures

Gallaudet University is dedicated to providing high-quality education. In line with the U.S. Department of Education’s Program Integrity Rule and Section 668.43(b) of the Code of Federal Regulations (CFR), the university is required to share contact information for the regional accreditation agency and the state agency or agencies that handle complaints against post-secondary institutions with a physical presence, such as internships or distance education.

Before filing a complaint with a state agency, students are encouraged to first follow the university’s internal complaint or grievance procedures.

Gallaudet University’s Student Grievance Guideline

The Student Grievance Guidelines includes information on the definition of grievance actions, informal, and formal grievance procedures.

A grievance may arise out of a decision or action reached or taken in the course of official duty by a member of the faculty, staff, or administration of Gallaudet University. The purpose of the grievance procedures is to provide a process for an impartial review of student-initiated concerns and to ensure that the rights of university students are properly recognized and protected. Any student may file a grievance under this policy. The grievance can arise from any official faculty or staff action, or decision deemed to be unjust or discriminatory by the student and is based upon the violation of an institutional policy or written standard that protects every student.

The goal of this process is to ensure fair and equitable treatment of all students and to hold administrators, faculty, and staff accountable for compliance with institutional policies and procedures. The resolution of student complaints, regardless of the outcome a student’s progress toward completing a course or degree and, ultimately, succeeding can also improv at the institution.

Informal Grievances Procedures 

Any student who believes he/she has grounds for a grievance shall attempt, in good faith, to resolve the problem through early informal discussion of the matter with the academic, administrative, or staff member directly involved. A timely response to the student’s complaint should occur within fifteen (15) days of initial contact. Flexibility should be given or considered during times when school is not in session, during summer breaks, and if extenuating circumstances exist (e.g. medical emergencies, sabbaticals). If further recourse is needed, contact the school leader of your school in which you are enrolled.

If the student is not satisfied with the early informal discussion of the matter with the academic, administrative, or staff member directly involved, the student shall attempt to resolve the grievance through either of the following channels:

• In the case of faculty, through the chairperson of the unit (department or program) that offers the course, and the unit’s pertinent procedures, and if resolution still cannot be attained, the Dean of the School.
• In the case of professional or support staff or administrative personnel, through the employee’s supervisor, and if resolution still cannot be attained, through that person’s immediate supervisor (or to a higher administrative authority), if feasible.

Formal Grievance Procedures

 If a resolution of the problem is not achieved through the informal procedures, the student may request an official examination of the facts by presenting a completed grievance form to the Student Grievance Coordinator. To complete the form, the student must prepare a specific written statement of how the decision or action is unfair and harmful to the grievant and list the University policies, regulations, or rules that have been violated. The Student Grievance Form may be obtained from the Student Grievance Coordinator or use this online weblink for the form. The Student Grievance Coordinator may assist the student in preparing the grievance document to ensure its clarity.

A grievance must be filed with the Student Grievance Coordinator no later than the end of the following semester after the occurrence of the action on which it is based. For example, an alleged grievance that occurred during the Spring semester can be filed before the end of the following Fall semester.

Grievance Procedures with External Organizations

National Council for State Authorization Reciprocity Agreement (NC-SARA)

Gallaudet University is a member of the National Council for State Authorization Reciprocity Agreement (NC-SARA). SARA – State Authorization Reciprocity Agreements – provides a voluntary, regional approach to state authorization of postsecondary distance education. As an institutional member of NC-SARA, Gallaudet is authorized to deliver online programs in other NC-SARA member states. Gallaudet is exempt from seeking specific authorization from California. The State Authorization Reciprocity Agreements Policy and Operations Manual is available (https://www.nc-sara.org/resources/guides).

Only those complaints resulting from distance education courses, activities, and operations provided by SARA-participating institutions to students in other SARA states come under the coverage of SARA. Complaints about a SARA institution’s in-state operations are to be resolved under the state’s normal provisions, not those of SARA. Complaints against an institution operating under SARA policies go first through the institution’s own procedures for resolution of grievances. Allegations of criminal offenses or alleged violations of a state’s general-purpose laws may be made directly to the relevant state agencies.

If a student bringing a complaint is not satisfied with the outcome of the institutional process for handling complaints, the complaint (except for complaints about grades or student conduct violations) may be appealed, within two years of the incident about which the complaint is made, to the SARA Portal Entity in the home state of the institution against which the complaint has been lodged.

For more information about starting the student complaint processes go to https://nc-sara.org/sara-student-complaints-0

Higher Education Licensure Commission 

In the unlikely event that an issue cannot be resolved by Gallaudet University, students may file a complaint with the District of Columbia’s Higher Education Licensure Commission (HELC) which is the licensing authority in Washington, D.C.

Office of the State Superintendent of Education

Higher Education Licensure Commission
1050 1st St. NE, 5th Floor
Washington, DC 20002
Telephone: (202) 727-6436

Middle State Commission on Higher Education

Unresolved complaints may also be filed with the Middle States Commission on Higher Education, the University’s regional accrediting agency, once all other avenues have been exhausted.

Middle States Commission on Higher Education

1007 North Orange Street
4th Floor, MB #166
Wilmington, DE 19801
Telephone: (267) 284-5000

Other Resources

The Office of the Ombuds provides conflict management resources to all members of the campus community, including students. The Ombuds provides a confidential, neutral, informal and independent place to develop options, obtain referrals, clarify university policies and procedures, and find solutions to problems. Services has been paused until Fall 2026. During this interim period without the Ombuds Office, we encourage you to utilize the following resources:

• Students: Counseling and Psychological Services (CAPS)
• Employees: Human Resources through ServiceNow and Employee Assistance Program at 800‐607‐1522 or MyLifeExpert.com (company code: GALLAUDET)
• All Gallaudet community members: Whistleblower Hotline

Gallaudet University and the Clerc Center have collaborated with EthicsPoint to offer a whistleblower hotline service for the Gallaudet community. This service has been introduced to support the Board of Trustee’s mandate to report possible misconduct, also known as the “whistleblower policy.” The Board’s overarching goal is for people to speak up for a better Gallaudet. We encourage the community to come forward to report any rule or policy violations as well as safety concerns that need to be corrected. For more information on the Whistleblower Hotline, please read the Policy on Reporting Suspected Misconduct (Whistleblower Policy-Section 1.15) in the Gallaudet University Administration and Operations Manual.

As per Section 668.43(b) of the Code of Federal Regulations requires institutions of higher education authorized under Title IV of the Higher Education Act to “provide its students or prospective students with contact information for filing complaints with its accreditor and with its State approval or licensing entity and any other relevant State official or agency that would appropriately handle a student’s complaint.

Out-of-State Complaint Resolution Contacts