The Graduate Assistant Complaint Process provides graduate assistants with a clear, fair, and timely mechanism to address concerns related to their GA appointment. Covered concerns include:
This process does not replace existing university processes for discrimination, harassment, retaliation, Title IX, academic grade appeals and similar issues/concerns, which are governed by their respective policies.
If there are questions concerning the GA Complaint Process, please contact Matthew Aguirre, Director of Graduate Student Services, maguirre@unr.edu.
The process is guided by the following principles:
Graduate assistants are encouraged, but not required, to first seek informal resolution.
Options may include discussing the concern with
Informal resolution aims to resolve concerns quickly and without initiating a formal complaint. In case they share information on illegal activity, or actual or potential harm, GAs should be aware that faculty, directors, chairs or deans are obligated to make a formal report to the appropriate authorities.
If informal efforts are unsuccessful or inappropriate, the GA may proceed to a formal complaint.
Optional termination. If an informal resolution is reached at any time during the complaint process, a GA who initiated a formal complaint may request the termination of the process.
If informal resolution is not initiated or not successful, the GA may submit a formal written complaint.
Submission requirements typically include:
The complaint should include sufficient detail to allow other faculty and graduate students to get an accurate and comprehensive understanding of the issues on which the complaint is based.
Complaints must be submitted within a defined time window of 60 calendar days of the events giving rise to the complaint.
The Designated Review Officer (member of the Graduate School) may facilitate the process of submission if requested. This Designated Review Officer’s support is merely procedural; the Designated Review Officer maintains neutrality regarding the substance of the complaint.
Upon receipt, the complaint is reviewed by a Designated Review Officer (member of the Graduate School). The purpose of this initial review is to determine:
If the complaint is either outside of scope or if the complaint does fall within the scope of the GA complaint process but also addresses matters that are outside of scope, the GA is referred to the appropriate office or policy (e.g., Center of Civil Rights & Equal Access; Academic Affairs/Concierge Complaint; Graduate School/Academic Standing and Dismissal policy; Office of Research Integrity; Human Relations).
If the complaint falls within scope, the complaint process will progress regardless of any other process under jurisdiction of a different office or policy.
This initial review must take place within 3 business days.
If deemed to be within scope, the Designated Review Officer solicits a formal written statement from any person named in the complaint (“Respondent”). To do this, the Designated Review Officer summarizes the nature of the complaint submitted by the person who filed the complaint (“Complainant”), and provides the Respondent with this summary. The Respondent has five (5) business days to provide a written response.
The Designated Review Officer may facilitate the process of submission if requested. As before, this Designated Review Officer’s support is merely procedural; the Designated Review Officer maintains neutrality regarding the substance of the complaint and the Respondent statement.
Once the complaint is deemed to be within scope, the complaint proceeds to review by a Graduate Assistant Complaint Committee (GACC). The Designated Review Officer is charged with assembling together the GACC. This occurs concurrently with Step 4.
There is one GACC per complaint. The GACC is not a standing committee, meaning the membership of a committee varies between cases, although its structure/composition does not.
GACC Composition (6+1):
Faculty members. The two members of the GACC are recruited from a pool of 12 faculty members willing to serve on a GACC.[1] Faculty members must be members of the Graduate Faculty who have experience supervising Graduate Assistants (GRA or GTA). They must be familiar with the Graduate Assistant Handbook, the Guidelines for Supervisors of Graduate Assistants, and the (soon to be created) online Onboarding Course for new Graduate Assistants. Faculty members cannot be in the same department or hold Graduate Faculty status in the same program as any party named in the complaint.
Graduate assistants. The two GAs of the GACC are recruited from a pool of 12 graduate assistants willing to serve on a GACC.[2] Students must have at least one year of experience as Graduate Assistants (GRA or GTA). They must be familiar with the Graduate Assistant Handbook, the Guidelines for Supervisors of Graduate Assistants, and the (soon to be created) online Onboarding Course for new Graduate Assistants. Graduate Assistants cannot be in the same department or graduate program as any party named in the complaint.
Representative of the Graduate School. This person is designated by the Dean of the Graduate School.
Representative of HR. This person is designated by the Associate Vice President of Human Resources.
Designated Review Officer. This person serves as the business manager of the process, and corresponds with the Complainant and other named parties on behalf of the GACC. The Designated Review Officer may participate in the deliberations of the GACC, but does not have any voting rights.
All GACC members must disclose any conflicts of interest (COI). There cannot be any actual or perceived COI related to parties involved in the complaint. Potential COI includes personal or family relationships or shared memberships in groups or organizations. Committee members may recuse as necessary.
[1] This pool is maintained by the Graduate School in cooperation with the Faculty Senate.
[2] This pool is maintained by the Graduate School in cooperation with the Graduate Student Association.
The GACC convenes within 10 days of the initial submission of the complaint. The GACC reviews:
If the GACC does not feel it can make a decision based on the materials available, the GACC may reach out again to both the Complainant and Respondent and ask for additional information. This occurs through the Designated Review Officer. Once the additional information is received, the GACC convenes again to reach a decision.
The goal is for the GACC’s review to be completed within 30 days. If the review requires additional time to reach a meaningful conclusion/recommendation, the GACC will notify the GA.
The committee issues a written report that includes:
The report is submitted to the Complainant and all named parties involved in the complaint as well as designated decision-makers (e.g., Dean of the Graduate School, Graduate Program Director, College Dean).
In most circumstances, the written report will be advisory. However, decision makers may adopt the findings and recommendations for resolution/corrective action.
The Designated Review Officer reviews the committee’s report and records:
When the process has been concluded, the Designated Review Officer will send a closure notice to the GA. The notice includes a summary of whether the committee’s recommendations have been accepted and resolved, or if another resolution has been achieved.
Retaliation against any individual for filing a complaint or participating in the complaint process is strictly prohibited and may itself constitute grounds for disciplinary action.
Records are maintained in accordance with state law and university records retention policies. Information is shared only with individuals who have a legitimate need to know. This includes the content of the deliberations/discussion of the GACC.