Grievances

Students and their supervisors are strongly encouraged to keep records of all supervision consultations. In the case of the supervisor, these should include details of what was discussed and any resolutions that were taken, and why. If there are action points to be taken by the student or supervisor, these must be duly noted, including a timeline of when the action is expected to have been completed. Follow-up dates also need to be highlighted. In the case of students, any queries that they raise with the supervisor must be recorded and followed up on, if action is to be taken.

If a student has a grievance concerning an academic or administrative decision, or the behaviour of a member of staff, this grievance should initially be discussed with the supervisor concerned.

Grievances against supervisors relate particularly (but not exclusively) to alleged failures to honour the terms set out in Memorandum of Understanding (MOU) as well as the Roles and Responsibilities of Supervisors as stipulated in the procedural protocol.

If the grievance cannot be resolved, it should be referred to the appropriate Postgraduate programme Coordinator within the Department. 

If the grievance still cannot be resolved, it should be submitted in writing to the Head of the Department. 

If the grievance remains unresolved, it should be referred to the Deputy Dean Postgraduate Studies, who has the discretion to seek advice from the Faculty Higher Degrees Committee and/ or the Dean. 

As a last resort, an appeal may be made to the Deputy Vice-Chancellor (Academic), whose decision on the matter will be final. 

If the staff member against whom a grievance has been lodged is a Dean, the grievance should be referred to the Deputy Vice-Chancellor (Academic), whose decision will be final. 

In all cases, the aggrieved parties need to present evidence of failed conflict resolution efforts (minutes of meetings, reports, recommendations or action points that have not been taken up).

At any stage of the process, the student is entitled to be assisted the Department’s Higher Degrees Representative, if he/she so wishes.