Objective:

The purpose of this policy is to establish a transparent, fair, and efficient mechanism to address and resolve grievances raised by students. The University aims to provide a supportive and responsive environment that fosters student well being, academic excellence, and equity.

Applicability and Scope:

This policy applies to all students enrolled in NICMAR University of Construction Studies, Hyderabad, as well as those seeking admission to the University. The grievances addressed under this policy include but are not limited to academic issues, administrative challenges, harassment, financial concerns, and any other concerns impacting the student's learning experience.

Definitions:

This policy applies to all students enrolled in NICMAR University of Construction Studies, Hyderabad, as well as those seeking admission to the University. The grievances addressed under this policy include but are not limited to academic issues, administrative challenges, harassment, financial concerns, and any other concerns impacting the student's learning experience.

• Aggrieved Student: A student who has any complaint relating to or connected with the issues defined under this policy.
• Grievance: Complaints arising from academic, administrative, or service related issues within the University.
• Students' Grievance Redressal Committee (SGRC): A committee constituted under UGC Regulations, 2023, to address and resolve grievances.
• Ombudsperson: An independent authority appointed by the University to address appeals arising from SGRC decisions.

Types of Grievances Covered:

• Admission related issues.
• Academic complaints including unfair evaluation practices.
• Delays in conducting exams or announcing results.
• Non payment or delayed payment of scholarships or financial aid.
• Harassment, including discrimination based on caste, gender, or disability.
• Non provision of promised facilities and services.
• Issues related to fees, refunds, or other financial matters.
• Complaints about unfair administrative actions.

Students' Grievance Redressal Committee (SGRC):

Composition:

• Chairperson: A Senior Professor.
• Members: Four Professors/Senior Faculty Members.
• Special Invitee: A student representative nominated based on merit or extracurricular achievements.

Guidelines:

• Non payment or delayed payment of scholarships or financial aid.
• Harassment, including discrimination based on caste, gender, or disability.
• Non provision of promised facilities and services.
• Issues related to fees, refunds, or other financial matters.
• Complaints about unfair administrative actions.

Responsibilities:

• The SGRC shall act as the first point of contact for all student grievances.
• It is responsible for reviewing, investigating, and resolving grievances in a timely manner.
• The committee ensures adherence to principles of natural justice and maintains confidentiality throughout the grievance process.

(As per UGC (Redressal of Grievances of Students) Regulations, 2023)

Grievance Submission Process:

Informal Resolution:

• Students are encouraged to resolve concerns or problems directly with the person(s) or Department involved through personal discussions or counseling.
• Aggrieved students should first approach the respective Course Head or Mentor, who will attempt an informal resolution of the issue. If necessary, the Course Head may seek guidance from appropriate authorities for resolution.

Formal Resolution:

• If informal resolution is unsuccessful or unsuitable, grievances must be submitted in writing to the L evel I Grievance Handling Authority (e. SGRC) through the designated email or online portal.
• The grievance should include the complainantcomplainant’s name, student ID, contact details, nature of the grievance, and supporting evidence (if applicable).
• The authorit y will acknowledge the receipt of the grievance within two working days and initiate the resolution process.

(In compliance with UGC Regulations, 2023)

Redressal Mechanism:

Stage 1 Level I Authority:

• The Level I Grievance Handling Authority will revi ew the complaint and, if necessary, allow the complainant to present their case formally with supporting evidence. ( Point 14)
• The authority may also seek clarifications from the complainant or other relevant parties via written or verbal requests.
• Th e grievance will be resolved within seven working days, and the decision or action taken will be communicated to the complainant.
• If required, the matter may be referred to a designated subcommittee for detailed investigation and recommendations.

Stage 2 Level II Authority:

• If the complainant is dissatisfied with the outcome or does not receive a response within seven working days, they may appeal in writing to the Level II Grievance Handling Authority.
• The Level II Authority will consult the complainant and other relevant parties, conducting discussions (including face to face meetings if necessary) to resolve the grievance.
• The decision of the Level II Authority will be communicated within ten working days of receiving the appeal.

Stage 3 Appellate Authority:

• If the complainant remains dissatisfied, they may escalate the grievance to the Appellate Authority, as defined under Clause 10 of UGC Regulations.
• The Appellate Authority will convey its decision within five working days of receiving the appeal.
• The decision of the Appellate Authority is final and binding, with no further recourse under this policy.

(Refer to Clause 10 of UGC (Redressal of Grievances of Students) Regulations, 2023)

Appointment and Role of the Ombudsperson:

Eligibility:

• Ombudsman shall be a person who has been a judge not below the rank of a District Judge or a Retired Professor who has at least ten years ’experience as a Professor
• The Ombudsman shall not, at the time of appointment, during one year before such appointme nt, or in the course of his tenure as Ombudsman, be in a conflict of interest with the University where his personal relationship, professional affiliation or financial interest may compromise or reasonably appear to compromise, the independence of judgmen t towards the university.

Responsibilities:

• Address appeals against SGRC decisions.
• Conduct impartial hearings following natural justice principles.
• Provide written decisions within 30 days of receiving an appeal.
• Recommend corrective actions to the Univer sity, if necessary.

Tenure:

• The Ombudsperson is appointed for three years or until the age of 70, whichever is earlier, and may be eligible for reappointment.

Procedure in redressal of grievance by Ombudsman:

• Procedure in redressal of grievance by Ombudsma n will be followed as per the Act under Clause 7.

(Guided by UGC (Redressal of Grievances of Students) Regulations, 2023)

Confidentiality and Anti Retaliation:

• Confidentiality: All parties involved in a grievance shall maintain strict confidentiality regarding the proceedings and outcomes.
• Prohibition of Retaliation: Retaliation against complainants, witnesses, or SGRC members is strictly prohibited. Any reported instances of retaliation will result in disciplinary action.
• Access to Information: All parties will have access to relevant records and evidence related to their grievance, while ensuring sensitive information remains protected.

(In line with UGC guidelines, 2023)

False Complaints:

• Definition: All parties involved in a grievance shall maintain strict confidentiality regarding the proceedings and outcomes.
• Disciplinary Action: If a complaint is found to be intentionally false, the complainant may face penalties, including warnings, suspension, or expulsion, as deemed appropriate by the University.
• Safeguards: No action will be taken again st complainants who have filed grievances in good faith, even if the grievance is not upheld.

(Refer to Clause 7 of UGC (Redressal of Grievances of Students) Regulations, 2023)

Monitoring and Review:

• Regular Reporting: The SGRC shall submit quarterly and annual reports summarizing the number and nature of grievances received, resolved, and pending.
• Feedback Mechanism: The University will implement a feedback mechanism to assess the effectiveness of grievance redressal processes and ensure continuous im provement.
• Policy Updates: This policy will be reviewed periodically, and updates will be made in compliance with changes in UGC regulations or University requirements.
• Audit: An annual audit of grievance redressal activities will be conducted to ensure ac countability and transparency.

(In adherence to UGC (Redressal of Grievances of Students) Regulations, 2023)

Communication and Awareness:

• The University shall disseminate this policy to all students through the website, orientation programs, and student handbooks.
• The contact details of SGRC members and the Ombudsperson will be prominently displayed on the University website.

(In adherence to UGC (Redressal of Grievances of Students) Regulations, 2023)

Consequences of Non Compliance:

Failure to adhere to SGRC or Ombudsperson recommendations may result in action against the concerned parties, as per UGC Regulations and University policies.

Matrix of grievance handling authorities:

Grievance Handling Procedures

S. No	Nature of Grievances	Level-1 Grievance Handling	Level-2 Grievance Handling	Appellate Authority
1	Grievances that are academic in nature	Department Head	Dean of Respective School	Vice Chancellor
2	Against Faculty	Department Head	Dean of Respective School	Vice Chancellor
3	Grievance related examination	Department Head	Controller of Examination	Vice Chancellor
4	Grievance related to summer internship & placements	Department Head	Director – Placements	Vice Chancellor
5	Grievance related to amenities & services	Manager – Student Affairs	Director – Student Affairs	Vice Chancellor
6	Grievance related to stay at hostel	Hostel Warden	Director - Student Affairs	Vice Chancellor
7	Grievance related to finance	Senior Manager - Finance	Chief Finance and Accounts Officer	Vice Chancellor
8	Grievance related to student conflicts	Warden / Manager – student Affairs	Director – Student Affairs	Vice Chancellor
9	Harassment by fellow students or the faculty/ staff etc*.	Warden / Department Head	Dean of Respective School / Director – Student Affairs	Vice Chancellor

Contact Information:

SGRC Committee AY 2024 25

Committee Members

Sl. No.	Name	Designation	Role	Mobile Number
1	Dr. R. Sathish Kumar	Dean Academics	Chairperson	91775 34250
2	Dr. R. Venkatesan	Dean Students Welfare	Member	94440 91973
3	Dr. Arun Chandramohan	Dean SoPM	Member	86889 72772
4	Dr. V. Pramadha	Head Alumni Affairs	Member	98480 72872
5	Dr. S.V.S Rajaprasad	COE	Member	97012 71236
6	Dr. P. Ammani	Head PhD Programme	Member	98483 15223
7	Student 1 Nominated by VC	Special Invitee (for 1 Yr)	Member
8	Student 2 Nominated by VC	Special Invitee (for 1 Yr)	Member

In order to register a grievance, students need to fill out the following form: Grievance Redressal Form

Ombudsperson:

Dr. P Srinivasa Rao Retd
Professor JNTU Hyderabad
Mobile: 9949485554
Email: ombudsperson@hyd.nicmar.ac.in, srinivasa.pt@gmail.com

This policy comes into effect from [Effective Date] All stakeholders are expected to adhere to its provisions to ensure a conducive learning environment at NICMAR University of Construction Studies, Hyderabad.

(References: UGC (Redressal of Grievances of Students) Regulations, 2023)