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Grievance & Complaint Procedures

Complaint Procedures in Cases of Alleged Unlawful Discrimination/ Caste Based Discrimination or Harassment

IEC University prohibits discrimination on the basis of race, color, creed, religion, ethnic origin, age, sex, disability, sexual orientation, gender identity, or other unlawful basis. The goal of the procedures outlined below is to ensure that non- discrimination is a reality at IEC University and that no person in the University community is subjected to such unlawful conduct. All members of the University community can assist in the furtherance of this goal by ensuring that complaints of discrimination are promptly directed to the departments or individuals who have been designated to receive them, in accordance with these procedures.

Any employee, student, or applicant for employment or admission who believes that he or she has been subjected to any form of unlawful discrimination may make a complaint. Unlawful discrimination includes harassment based on an individuals membership in any legally protected category. IEC University will conduct a fair and impartial investigation of all such complaints, with due regard for the rights of all parties. Retaliation against any person who has made a complaint of discrimination, or who has cooperated in the investigation of such a complaint, is illegal and a violation of IEC University policy. The purpose of these procedures is to ensure that all complaints of discrimination are thoroughly and fairly investigated by authorized University officials who have the necessary expertise.

1. Any complaint of discrimination should be referred to one of the departments, or individuals who are responsible for receiving or investigating such complaints. Any employee who receives a complaint, but who is not specifically designated to formally handle such a complaint, is responsible for directing the complainant or otherwise referring the complaint to the appropriate individual or office. All complaints, either verbal or written, must be referred to the appropriate office, as set forth below.


Applicability of These Procedures Initiating a Complaint

Employees, students, or applicants for employment or admission who believe that they have been subjected to unlawful discrimination may initiate a complaint either by meeting with the appropriate individual in one of the offices listed below, or by submitting a written complaint to that individual or office. The information provided in the complaint should be as specific as possible regarding the circumstances that precipitated the complaint. The complaint should include the dates and places of the incidents at issue, the individuals involved, the names of any witnesses, any actions taken in an attempt to resolve the matter and the result of these actions, and any other pertinent information.


Offices in Which a Complaint of Discrimination is to be Initiated

There are several offices available to receive complaints from students, faculty, and staff who believe they have been subjected to unlawful discrimination.

i) Complaints by Students

Students may initiate a complaint in person or in writing to the Head of the Department/Principal of the concerned Department/School. Students living in University residences may also speak/write to the Warden concerned.

ii) Complaints by Members of the Faculty or Staff

Faculty or Staff may initiate a complaint by contacting the Dean Academic Affairs or Human resources. Employees in academic units may also initiate a complaint with the HODís/Principal of the concerned Department/School.

Mediation

At any stage in this procedure, the parties to the grievance may request that the matter be referred for mediation. Mediation is likely to be most appropriate in cases involving interpersonal relationships. There may, however, be circumstances in which alternative non-adversarial discussions may be undertaken with the aim of promoting a speedy resolution.
Mediation is voluntary and will take place only if all parties agree. It is, however, hoped that employees/students will recognize the benefits of seeking to resolve issues via mediation and will be amenable to and cooperate with this approach.

Informal Procedure

Grievances can often be resolved quickly and informally through discussion with Head Of Department/ School and there is an expectation that every effort will be made to resolve matters informally. Employees/students are therefore expected to raise any concerns or issues informally with their immediate HOD/Principal.

Head Of Department/ School will discuss an victimís concerns in confidence with him/her, make discreet investigations, as appropriate, and attempt to address his/her concerns fairly and promptly.

It is the Head Of Department/ Schoolís responsibility to seek to resolve the grievance informally and to notify the individual of the outcome. This would normally take the form of a summary note of the discussion and its outcome.

It is expected that victim/complainant will seek to resolve his/her grievance informally in the first instance and will only progress to a formal grievance if the issue cannot be resolved by informal means. Where this has been unsuccessful, or circumstances make this route inappropriate, the matter should be raised formally through the grievance procedure.

Investigation and Resolution of Complaints

The offices available to receive complaints i.e. students, teachers &emplyees, noted above, were selected to give all members of the University community the opportunity to initiate a complaint in a place in which they will feel comfortable doing so. These offices have the responsibility, after speaking with the complainant and/or reviewing a written complaint, to ensure that the complaint is directed to the proper office or individual for investigation.

The University has designated specific offices and individuals to receive investigate complaints of unlawful discrimination. Depending upon whether the individual accused of engaging in discrimination is a student, a faculty member, or a staff member, the investigation will be conducted by the designated office or individual with the appropriate expertise and jurisdiction to do so. The offices and individuals responsible for investigating complaints of discrimination are set forth below. In any particular case, the University Vice Chancellor may designate the office or individual to investigate a complaint. The University will ensure that no person who is the subject of a complaint will be assigned to investigate that complaint. The HOD(Law), if he/she is not conducting the investigation, will provide advice or assistance to the investigation process.

The investigation may involve meeting with the parties, interviewing witnesses, requesting written statements from the parties, informing the person whose actions are the subject of the complaint of the allegations and/or providing to that person a copy of the complainantís statement, and/or making any other appropriate inquiries. Before any adverse determination is made, the individual whose actions are the subject of the complaint will be informed as to the nature of the complaint, and will have an opportunity to respond.

The investigation should be completed promptly so that a decision can be rendered within 30 calendar days of receipt of the complaint. If the investigation cannot be completed within 30 days, the complainant will be informed of the status of the investigation.

A confidential record of all complaints, including their disposition, will be maintained by the investigating unit. The Incharge of Grievance Cell i.e.HOD(Law) will be informed and maintain a confidential record of all complaints of discrimination against faculty and staff investigated by other units. Records of complaints against students will be maintained by HODís/Principal concerned.

1. Complaints Against Students

The person who receives a complaint against a student will generally refer the matter for investigation to the HOD/Principal concerned. The HOD/Principal will take any action that might be appropriate based on the results of the investigation, consistent with the applicable provisions in the Code of Student Responsibilities.

2. Complaints Against Faculty Members

The person who receives a complaint against a member of the faculty will refer the matter to the In charge, IEC Grievance Cell, who will inform the HOD of the concerned Department. The complaint will be investigated by the Dy.Dean Academic Affairs in consultation with the Dean Academic Affairs. If the complaint also involves academic matters such as grades, curriculum, etc., the investigator will ensure that those matters are addressed by the appropriate officials within the University. The Dean Academic Affairs will be informed in writing of the findings of the investigation and will determine whether further action is appropriate. Any action involving faculty will be consistent with the procedures outlined in the Faculty Handbook.

3. Complaints Against Staff Members

The person who receives a complaint against a member of the staff will refer the matter for investigation to the office of Registrar. That office will inform theauthorised or administrative head and Human Resources. The Registrar will designate a member from amongst Senior faculty members, Administrative Officer staff to investigate the complaint. The investigator will provide findings, in writing, to the Registrar, who will determine what action, if any, is appropriate to be taken and submit to the Honíble Vice Chancellor for approval.

4. Confidentiality

Every reasonable effort will be made to protect the privacy and confidentiality of all parties during the investigation, consistent with and subject to the Universityís need to investigate the complaint and/or implement decisions made in order to resolve the complaint. However, to enable the University to carry out its obligation to investigate all complaints fairly, and to ensure that non-discrimination is a reality within the University community, no representative of the University is authorized to promise complete confidentiality to any person who possesses information relevant to the investigation of a complaint, including the complainant.
Any individual who requests confidentiality before disclosing a complaint must be informed that though any apparent violation of IEC University policy must be addressed but complete confidentiality may not be possible.

Appeals

In the event that the complainant believes that the resolution of the complaint has not rectified the situation, an appeal may be made. In cases involving complaints against staff, the appeal should be filed with the Registrar, who will direct the appeal to the appropriate officer of the University for review and disposition. In cases involving complaints against students, the appeal should be filed with the Dean Academic Affairs in accordance with the appeal procedures. In cases involving complaints against a faculty member, the appeal should be filed with the Vice Chancellor, who will consult with Dean Academic Affairsto determine the appropriate officer of the University to whom the appeal should be directed.
An individual whose action(s) are the subject of a complaint may appeal adverse action taken as a result of the complaint. Students disciplined under the Code of Students Responsibilitiesshould follow the appeal procedures outlined in that document. Faculty members should follow the procedures in the Faculty Handbook. Other employees should follow the grievance procedures outlined in the Employee Handbook, or their collective bargaining agreement, whichever is appropriate.

Grievances Committee

1. Dr. VimalArora (Member Secretary)
2. Dr. Kuldeep Raj
3. Er. Randeep Singh
4. Dr. GeetikaSood
5. Ms. MeenakshiDhiman

Contact Details
Name : Dr. Vimal Arora
Designation : Associate Professor
Address : IEC University, Department of Pharmacy
Email ID : draroravimal@gmail.com
Telephone No. : +917832902944