The Institute does not compensate an employee involved in recruitment, enrollment, admissions, student attendance, or sales of educational materials to students on the basis of a commission, commission draw, bonus, quota, or other similar method related to the recruitment, enrollment, admissions, student attendance, or sales of educational materials to students.
Statement of Intent: The Sanville Institute is committed to ensure that the rights of students are properly recognized and protected.
Policy: Student complaints and grievances will be resolved in a timely manner.
- Academic Work
Disputes or questions concerning evaluation of academic work should be first addressed with the faculty involved. If resolution is not reached at that level, the associate dean, and then the dean, will be consulted and the dean’s decision will be final.
Complaints involving problems with the facilities should be addressed to the executive director for resolution.
- Informal Complaints of Unfair Treatment
- Any student who believes a member of the faculty, staff, board, or administration has treated her or him unfairly shall first attempt in good faith to resolve the problem through early informal discussion of the matter with the person directly involved.
- Failing resolution at that level, either party may appeal to the associate dean for arbitration. If the associate dean is an involved party, the appeal may be directly to the dean.
- If a resolution is not forthcoming within 15 days, the matter may be referred to the dean, or if the dean is an involved party, to the chair of the board.
- The dean, or the board chair if the dean is an involved party, will provide a response to the student’s complaint within 15 days of receipt.
- Formal Grievances
- In the unlikely event that a student’s complaint has not been resolved through the informal process, the student may initiate a formal grievance procedure, requesting an official examination of the facts.
- A formal grievance must be presented in writing to the dean, and must include a narrative description of the complaint, reasons why the informal process failed, the name of the office or individual against whom the grievance is brought, the date or period of time in which the behavior occurred, the location of the incident, a listing of individuals who witnessed any part of the incident in dispute, and the remedies requested. If the dean is an involved party, the grievance will be presented to the board chair.
- The dean, or board chair if the dean is an involved party, may designate an investigative officer from within the institute to review the grievance.
- The officer may convene a panel to conduct a closed hearing with the grievant, respondent, and witnesses. Findings and recommendations will be completed within 60 days of the submission of the grievance.
A record of all complaints and grievances will be kept by the manager of operations and communications for at least six years, and as indicated in the institute’s institutional research policy. Complaints will remain confidential.
- Prohibition of Retaliation
Under no circumstances will the filing of a grievance result in retaliation by the party being grieved against or other representatives of the institute.
Adopted by the Board of Trustees on 17 May 2003 – updated 20 July 2012
The Sanville Institute (the Institute) has a zero tolerance for harassment and is committed to maintaining a work and learning environment free from any harassment or discrimination. The Institute will not tolerate, any form of harassment (as defined below) of employees (including faculty), volunteers, students, student or employment applicants, or independent contractors by anyone, including Board officers and Board members. Any form of harassment on the basis of race, color, national origin, sex, religion, physical or mental disability, medical condition, pregnancy, marital status, sexual orientation, age, veteran’s status, or any category protected by federal state, or local law is a violation of this policy and will be treated as a disciplinary matter.
Harassment is unwelcome verbal, visual, or physical conduct creating an intimidating, offensive, or hostile work or learning environment that interferes with work or learning performance. Examples of harassment include any of the following that denigrates or shows hostility or aversion towards an individual because of any federally protected characteristic:
- Verbal, including slurs, jokes, insults, epithets, gestures, or teasing.
- Graphic visuals, including offensive posters, symbols, cartoons, drawings, photographs, computer displays, or e-mails.
- Physical conduct, including physically threatening another, blocking another’s way, etc.
Such conduct constitutes harassment when:
- It has the purpose or effect of creating an intimidating, hostile, or offensive work or learning environment; and/or
- It has the purpose or effect of unreasonably interfering with an individual’s work or learning performance; and/or
- It otherwise adversely affects an individual’s employment opportunities and/or
- It has the purpose of threatening an individual with physical harm or death.
SEXUAL HARASSMENT DEFINED
Sexual harassment can include all of the above as well as other unwelcome conduct, such as unwelcome or unsolicited sexual advances, requests for sexual favors, non-clinical and non-academic conversations regarding sexual activities, and other verbal or physical conduct of a sexual nature when:
- Submission to such conduct is made, either explicitly or implicitly, a term or condition of an individual’s employment, favorable evaluation of an individual student’s performance, or continuation of the individual’s role in the Institute; orSubmission to or rejection of such conduct by an individual is used as a basis for employment or academic decisions affecting such an individual; and
- Such conduct has the purpose or effect of substantially or unreasonably interfering with an individual’s work or academic performance or creating an intimidating, hostile, or offensive environment.
Examples of sexual harassment include:
- Unwelcome sexual advances, flirtations, leering, whistling, touching, pinching, assault, blocking of normal movement;
- Requests for sexual favors or demands for sexual favors in exchange for favorable treatment;
- Obscene or vulgar gestures or comments;
- Sexual jokes or comments about a person’s body, sexual prowess, or sexual deficiencies;
- Propositions, suggestive comments, or insulting comments of a sexual nature;
- Visual harassment such as cartoons, posters, drawings, or photographs of a sexual nature;
- Sexually explicit e-mail or voice mail;
- Uninvited touching of a sexual nature;
- Unwelcome sexually related comments;
- Non-clinical and non-academic conversation about one’s own or someone else’s sexuality or sex life;
- Conduct or comments consistently targeted at only one gender, even if the content is not sexual;
- Teasing or other conduct directed toward a person because of his or her gender.
Harassing conduct is unacceptable in the Institute environment, including any Institute related settings such as convocation settings, travel to and from convocations, and Institute related social functions.
Any employee, volunteer, student, or applicant for employment or academic admission, or independent contractor who is subjected to, witnesses, or has knowledge of any actions or conduct in violation of this policy, or that could be perceived as sexual harassment or any other form of harassment prohibited by this policy, should report it promptly to the Dean or the delegated supervisor and to the Chair of the Board of Trustees. If the Dean is the individual who is engaging in the prohibited conduct, the Dean should be reported to the Chair of the Board of Trustees.
If the individual making the report to the Dean has not received a satisfactory response within five (5) business days after reporting the incident, he or she should immediately report this to the Chair of the Board of Trustees of the Institute whose name, address, and telephone number can be found in the Institute Roster.
Failure of the Dean to promptly address incidents of harassment or conduct forbidden by this policy that have either been reported to the Dean, or that the Dean has witnessed, may be cause for disciplinary action against the Dean by the Board of Trustees.
Every report of Harassment will be promptly and thoroughly investigated by three people, usually the Dean, the Chair or the Chair’s designee and a third person selected by the Chair. To the maximum extent possible, investigations will be conducted so as to protect the confidentiality and privacy of the parties involved. During the investigation, the Dean (or the Board Chair where appropriate) will generally:
Interview the complainant and the alleged harasser;
- Conduct further interviews as necessary;
- Document his/her findings regarding the complaint;
- Report these findings to the Chair of the Board of Trustees.
- In consultation with the Chair (and other Board members if warranted), develop a plan for follow-up actions and remedies if warranted;
- Inform the complainant of the findings and, where appropriate, of the remedial action that will be taken. If an investigation confirms that harassment has occurred, appropriate corrective/disciplinary action will be taken, up to and including termination of employment or discharge from the academic program, as is necessary to assure an Institute environment free from harassment.
Institute policy prohibits retaliation against applicants, employees, volunteers, students, and independent contractors who file complaints and/or cooperate with or participate in any procedures or investigations related to complaints of discrimination, including complaints of sexual harassment and other forms of harassment. Therefore, employees and students should object to sexual and other forms of harassment and report violations without fear of reprisal or retaliation.
When the Educational Committee determines that a PhD student is making insufficient progress to justify the student’s investment in tuition and use of Institute resources, the student must be given 30 days’ notice in writing that the Committee has determined that the student should be either dismissed or placed on probationary status. Concomitantly, the mentor forwards to the Dean notice of the Committee’s determination. The student may appeal the Committee’s decision to the Dean.
Probation of one quarter may be granted, if in the opinion of the Educational Committee, a period of special guidance or a tutorial with a member of the faculty or clinical consulting faculty would enable the student to begin to perform adequately. Under no circumstances may a remedial tutorial be offered for more than two quarters.
Thirty days prior to the close of the probationary period the Educational Committee and the remedial faculty will convene to evaluate the status of the student who is on probation. If in the judgment of the Committee the student is still not performing adequately, the student will be dismissed from the Institute. Dismissal necessitates a face-to-face meeting of the student and the Educational Committee.
Students may appeal dismissal by written petition to the Dean, but the action of dismissal is normally considered final.
Throughout the probationary and dismissal process, the student is permitted to select a fellow student as an advocate. The advocate is permitted to appear with the probationary student in any meetings to which the probationary student is called for discussion of her or his academic status.
If a Certificate Program student is making insufficient progress, the Colloquium faculty leader and the Dean will consult together and with the student to consider options.
They will be guided by the dismissal and probation policies for PhD students.
The Sanville Institute admits students on the basis of individual merit. The Institute does not discriminate on the basis of age, sex, physical handicap, race, religion, color, nationality, ethnicity, or sexual orientation in its admissions or in any of its policies or programs. The Institute is committed to creating an environment where diversity thrives and enriches all elements of its program and community. If a student believes he or she has been a victim of a discriminatory act by The Sanville Institute or one of its agents, she or he should follow the grievance procedures available in the Institute office and published on the website http://sanville.edu/general-policies/
Central to the Sanville Institute’s institutional values is the promotion of deep awareness of issues related to social justice, social privilege, oppression, diversity, and intersectionality in clinical practice, in the Sanville community, and in society at large. As stated in our core values, the institute encourages diversity of all kinds, including, but not limited to, racial, ethnic, religious, physical ability, and sexual orientation in its board, administration, faculty, and student body. The Sanville Institute strives to reflect the diversity of our society our community, programmatic offerings, and promotional materials. We believe that diverse participants and perspectives enrich and improve learning environments, and the institute is committed to increasing diversity within its student body, faculty, staff and board.
An appreciation for diversity and respect for multiculturalism is explicitly expressed in the development of all academic material, in faculty hiring, in student admissions, and in board development.
Diversity in Community: Marketing efforts strive to reach prospective students from a wide range of backgrounds. Marketing materials will be created in conscious effort to attract and reflect diversity. Recruitment efforts for students and faculty will involve relationships with organizations that focus on the needs of under-represented students in higher education. In addition to academic credentials and potential for doctoral level scholarship, admissions criteria values candidates with interest in supporting demographic groups with specialized challenges, such as aging, homelessness, chronic illness, disability, veteran status, immigration standing, and others. Recruitment of faculty members and members of the board of trustees emphasizes a diversity of cultural backgrounds and professions.
Diversity in Programmatic Offerings: Convocation and continuing education program planning focuses on cross-cultural and multicultural issues. The Dean shall consider diversity and solicit opinions from students and faculty during the process of selecting the theme and speaker for each event. Faculty continuously engage in a discussion on how to suit the needs and interests of current and potential students from more diverse backgrounds, and to help all students more fully address cross-cultural and multicultural issues in coursework. Independent study courses on the themes of culture, race, and racism are available and encouraged.
Self-Reflection and Policy Improvement: Student concerns about institutional bias will be addressed and tracked pursuant to our Grievance Policy. Written quarterly self-assessments related to cultural sensitivity conducted by faculty and students contribute to deepening cultural awareness in the academic environment and maintaining collegiality and an environment of respect. These ongoing evaluations stimulate the institute to identify areas where our commitment to diversity could be strengthened.
The Sanville Institute is committed to making its programs open and accessible to qualified students and faculty with disabilities.
We follow all applicable laws and regulations relating to students with disabilities, including the Americans with Disabilities Act as amended, and the Rehabilitation Act of 1973. Our facilities are wheelchair accessible.
It is our policy to provide reasonable accommodations or academic adjustments when necessary for faculty or students. We will make these accommodations and adjustments in a timely manner and on an individualized and flexible basis.
Students with documented disabilities will be provided with equal access to courses and school activities. No otherwise qualified individual with a disability shall, by reason of such disability, be excluded from participation in Sanville Institute programs.
It is the responsibility of the individual student or faculty member to identify himself or herself as an individual with a disability when seeking an accommodation or adjustment. Individuals with a disability who seek an accommodation should immediately contact the dean. Applicants are not required to identify known disabilities at the time of application.
Requests for accommodations must be accompanied by appropriate documentation. Such documentation should include assessments, diagnoses, and specific recommendations for modification. Requests for accommodations are determined on a case-by-case basis. Students and faculty members are required to maintain institutional standards of performance.
All disability documentation records are confidential and will be kept in the student’s or faculty member’s files. However, in order to insure that appropriate accommodations are provided, the dean may discuss some details about the accommodation records with institute officials and individuals who have an educational need to know as allowed by the Family Educational Rights and Privacy Act.
The Institute endorses the principles set forth by the American Association of University Professors, as edited by Louis Joughin in Academic Freedom and Tenure (1967). These principles state that, although faculty are appointed by the Board of Trustees, once they are appointed they hold an equal and independent place, carrying primary responsibility with respect to educational matters. The freedom of individual faculty members to study and communicate ideas is one dimension of academic freedom, and another dimension is the freedom of students to learn in an unrestricted environment. Accordingly, the Institute endorses the principles set forth in the 1967 Joint Statement on Rights and Freedoms of Students, drafted jointly by the American Association of University Professors and the United States National Student Association, together with other educational organizations.
Both the Dean and the Associate Deans are available for consultation with students about anything that pertains to the Institute program and their participation and progress in it, and students should feel no constraint in contacting them. As a matter of policy, every effort is made to be responsive to student input and needs, and, over the years, this has been a major source toward Institute program and policy development. Much of this input tends to be developed in the quarterly student and student/faculty meetings at the convocations, but individual input is always welcome.
Plagiarism is the deliberate use of someone else’s language without acknowledging its source, and is considered a form of academic dishonesty. If plagiarism is suspected in a student’s work, Institute faculty may ask the student to submit the paper electronically to a third party plagiarism detection service. If a student is asked to submit the paper and refuses to do so, the student must provide proof that all work is correctly cited and/or original.
Students may unintentionally plagiarize because of confusion over the difference between quoting, paraphrasing, and summarizing. Students are encouraged to read the article by Purdue University’s Online Writing Lab (OWL) on “Quoting, Paraphrasing, and Summarizing” to avoid unintentional plagiarism. Another helpful resource is from the Council of Writing Program Administrators: “Defining and Avoiding Plagiarism: The WPA Statement on Best Practices.”
The Institute retains all records for current students, withdrawn students, and graduates for a minimum of 5 years. This includes all materials submitted with the student’s application and all reports, evaluations, and forms documenting student progress through the doctoral program. As required by law, transcripts will be kept on file permanently.
Under the Family Educational Rights and Privacy Act of 1974 (FERPA), students of The Sanville Institute have the right to inspect, review, and request copies of their education records; request amendment of their education records; and consent to disclosure of personally identifiable information contained in their records. FERPA policies can be found here.