Welcome to the Western Michigan University Office of the University Ombudsman Wiki-FAQ.  We hope this site answers any questions you may have and provides you with the necessary information to make your academic efforts here at Western Michigan University a success! 

 

For better results when exploring this wiki for specific subjects use the search feature on your PC by selecting "Ctrl-F", or on your Mac by selecting "Apple-F" and typing the topic you need information on - such as "appeals"- into the browser window.  

 

As always, you may call us directly with any questions or concerns at 269-387-0718 or email us at ombudsman@wmich.edu.

 

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Where is the Office of the University Ombudsman for Western Michigan University?

 

We are located in 2420 Faunce Student Services Building.  Our contact information is:

 

Office of the University Ombudsman

Western Michigan University

1903 W. Michigan Ave.

Kalamazoo, MI

49008-5295 

(269) 387-0718 (p)

(269) 387-0716 (FAX)

ombudsman@wmich.edu

http://www.wmich.edu/ombudsman/

 

What is the Office of the University Ombudsman at Western Michigan University?

 

The University Ombudsman is an intervention agent and impartial person who helps students, faculty and staff resolve academic and non-academic concerns. The Ombudsman listens to you and discusses your question or concern; provides you with information that answers your question or helps you locate someone who can assist you; explains the University’s policies and procedures and how they may affect you; follows up with you and others at the University to make sure your concern is resolved; and recommends changes in the Institution that will make it more responsive to every member of the community. The basic principles of the University Ombudsman are independence, impartiality, informality, and confidentiality. The Ombudsman is authorized to make thorough investigations and has access to most University offices and records, reports and other documents in the University. No person shall suffer any penalty for seeking assistance from the Ombudsman.

 

Who is the University Ombudsman for Western Michigan University?

 

The University Ombudsman is Kathy Mitchell.  Kathy has been an employee of Western Michigan University for 22 years, where she obtained her BS in Family Studies in 2002 and her Masters in Arts in Family Life in 2004.  Kathy has been the University Ombudsman since 2008.

 

What does the Ombudsman do?

 

• Listen to you and discuss your problems/concerns, identifying and evaluating with you options to resolve problems.
• Provide information on resources within the University that may help you.
• Open avenues of communication, investigate complaints, and gather information.
• Serve as a neutral party to solve problems and resolve conflict. The ombudsman does not take sides, but works to achieve fair outcomes.
• Identifies problem areas facing faculty, staff, and students, and recommends changes in University policies and procedures.

 

What doesn't the Ombudsman do?

 

• Act as an advocate for you in a dispute. The Ombudsman is neutral and impartial.
• Represent individuals in appeals or formal grievance procedures either on campus or-off.
• Provide legal representation or give legal advice.
• Get involved if you have a non-University related problem or complaint.
• Overturn binding decisions, but can investigate procedural fairness.
• Serve as an office of record. Speaking with the Ombudsman is not "notice to the University" of problems or policy violations. Often persons will seek advice from the Ombudsman privately, before deciding what actions to take in response to a problem. If you want the University to "be on notice," that is, formally to know about a particular problem and formally respond, the Ombudsman can help you identify what office you would need to contact.
• Keep formal written records. The Ombudsman can help you determine how to keep your own records, if you need to do that.

 

Is the Ombudsman a member of the faculty of Western Michigan University or an outside consultant?

 

No.  University Ombudsman Kathy Mitchell is a full-time member of the staff of Western Michigan University.  In accordance with the Office of the Ombudsman's policy of impartiality the Ombudsman answers directly to Western Michigan University President John Dunn and receives oversight from the Office of the President.   

 

Who may meet with the University Ombudsman?

 

The Office of the Ombudsman predominantly serves the needs of students of Western Michigan University, but also serves Western Michigan University staff and faculty, parents or other family and off-campus support providers assisting students.  For questions regarding who may meet with the University Ombudsman feel to contact us directly at 269-387-0718 or email us at ombudsman@wmich.edu.

 

How do I meet with the University Ombudsman?

 

For best results you should call the office directly at 269-387-0718 to make an appointment with the Ombudsman.  Often clients of the Ombudsman's Office can get their questions answered directly over the phone.  You can also address questions to the Office of the Ombudsman at our "Ask the Ombudsman" page here.  Appointments are confidential and occur at our office at 2420 Faunce Student Services Building.

 

Do I have to meet with the Ombudsman in person?

 

Not  necessarily.  Depending on your circumstances the Ombudsman may be able to offer consultation / information in a phone appointment.  To schedule a potential phone appointment call us directly at 269-387-0718.    

 

What do I bring to my meeting with the Ombudsman?

 

That can vary by situation.  You may be asked to bring a syllabus, grading rubric, emails, letters of support or other third party documentation.  Be sure to ask what materials you may want to bring to your meeting with the Ombudsman when you make your appointment.

 

Where do I park for my meeting with the Ombudsman?

For students with valid parking passes the closest parking is available in lots 79, 82 & 83.  Staff and faculty should park in the staff parking area to the west of the Faunce Student Services Building in lot 100 or in the staff parking available in the Parking Services Building lot # 62.  Visitors of Western Michigan University or students without valid parking passes will find visitor (metered) parking available in lot 100 directly west of the Faunce Student Services Building. 

 

Where do I find the Office of the Ombudsman within the Faunce Student Services Building?

Go in the main (front) entrance of the Faunce Student Services Building and go straight past the spiral staircase.  You'll see a door that reads "Office of the Ombudsman."  Go straight through that door, our office is # 2420, directly on your left.

 

It is past the last day for me to withdraw from a course on my own - is there any way I can be withdrawn now?

The only way for any student to withdraw from a course once the last day to do so on your own has passed or the semester is over is to apply for a hardship or non-attendance withdrawal.  Information about both appeals is found on our Web site here.  

 

What is a hardship withdrawal?

The hardship withdrawal is an appeal process available to students who have experienced a hardship (extenuating circumstances outside of their control) that prevented them from completing a semester successfully.  Examples of hardships include but are not limited to extenuating documented medical or mental health circumstances, a death in the family or contingencies of military service.  Student appealing for a hardship withdrawal submit paperwork that is reviewed by the Grade Appeal and Program Dismissal Appeal Committee (GAPDAC) and approved or denied.  Along with filling out the appeal for hardship withdrawal form, a student must also provide a personal written statement describing what hardship they experienced, when it happened and how it affected them.    Appeals are heard in the order they are received and may take 6-8 weeks or more for a decision to be reached.  If a hardship withdrawal appeal is approved the Registrar's Office will be notified to change the grades in questions to W's for withdrawal.  The decision of the GAPDAC regarding your appeal for hardship withdrawal is final.  

 

What is a non-attendance withdrawal?

The non-attendance withdrawal is an appeal process available to students who have never attended, participated or contributed to a given course or courses in any way.  Students who meet the criteria stated previously may apply for a non-attendance withdrawal no matter how old the semester in question is.  Unlike the appeal for hardship withdrawal process, the non-attendance withdrawal requires only that the student fill out the appeal for hardship withdrawal form, answering "no" to the question "Did you ever attended this course?"  You will also be required to submit a brief written statement indicating that you never attended the courses in question.  Once non-attendance is confirmed for the course or courses in question the Registrar's Office will be notified to change the grades in questions to W's for withdrawal.

 

What qualifies as a hardship under the appeal for hardship withdrawal process?

A hardship as defined by the Grade Appeal and Program Dismissal Appeal Committee (GAPDAC) is a documented extenuating circumstance (something outside of your control) that includes but is not limited to the following:

• Severe physical illness of student or close family member

• Severe mental illness of student or close family member

• Traumatic event (death of close family member, act of violence)

• Exigencies of military service where established procedures are not applicable

 

What doesn't qualify as a hardship under the appeal for hardship withdrawal process?

A hardship as defined by the Grade Appeal and Program Dismissal Appeal Committee (GAPDAC) is a documented extenuating circumstance (something outside of your control).  Examples that are NOT considered hardships include but are not limited to the following:

• Student dislikes the course, teaching method or professor

• Student believes the course is too difficult or believes instructor is not teaching effectively

• Student has taken on more academic or other obligations than he or she can handle

• Financial or employment constraints that were not beyond the students control

• Situations in which any resolved or unresolved academic integrity charges through the Office of Student conduct exist.

 

How do I apply for a hardship withdrawal?

The first step of the appeal process is to obtain the Appeal for Hardship Withdrawal Form either at our office at 2420 Faunce Student Services Building or on the Web here.  The Grade Appeal and Program Dismissal Appeal Committee (GAPDAC) meets periodically to review appeal requests and decide whether to approve or deny them based on the paperwork a student submits to them.  Students do not appear before the GAPDAC - just their appeal paperwork does.  Students are asked to submit the completed Appeal for Hardship Withdrawal Form, write a personal statement describing the hardship they experienced, when they experienced it and how it affected them.   You will also be required to submit third party documentation substantiating your hardship claim.  Completed paperwork (appeal form, statement, third party documentation) may be submitted to our office in person, via FAX, standard mail or email.  Appeals are heard in the order that completed paperwork is received and may take 6-8 weeks or more before a decision is reached.  If a hardship withdrawal appeal is approved the Registrar's Office will be notified to change the grades in questions to W's for withdrawal.  The decision of the GAPDAC regarding your appeal for hardship withdrawal is final.  

 

How do I apply for a non-attendance withdrawal?

This appeal process is reserved for students who never attended, participated or contributed to a course in any way.  The first step of the appeal process is to obtain the Appeal for Hardship Withdrawal Form either at our office at 2420 Faunce Student Services Building or on the Web here.  Students submitting an appeal for non-attendance withdrawal need only fill out the appeal form and write a brief statement indicating to us that they never attended the courses in question.   No third party documentation is required for a non-attendance withdrawal and there is no time limit on how long ago the semester in question occurred.  Completed paperwork (appeal form, statement) may be submitted to our office in person, via FAX, standard mail or email.  Once this office receives completed non-attendance withdrawal paperwork we will confirm non-attendance either via the WMU records system or with the instructor of the course.  When the non-attendance appeal is approved the Registrar's Office will be notified to change the grades in questions to W's for withdrawal. 

 

What do I include in my personal statement for the hardship withdrawal appeal?

The personal statement is your voice to the Grade Appeal and Program Dismissal Appeal Committee (GAPDAC). Since you won't be appearing before the GAPDAC - only your appeal paperwork will be - the statement is your opportunity to tell the committee everything you think is important about your situation - what happened, when it happened and how it affected you.  In the past our office has observed these statements to be 1-2 pages in length, typewritten and checked for grammar, punctuation and spelling errors.   For non-attendance appeals the statement need only be a few sentences indicating to us that you never attended the course or courses in question.  Be sure to sign your statement.

 

What can I use as third party documentation for my hardship withdrawal appeal?

Third party documentation varies based on the nature of the hardship.   For medical or mental health hardships the Grade Appeal and Program Dismissal Appeal Committee (GAPDAC) prefers a note or letter from your health care provider related to the hardship that describes your diagnosis, when you were diagnosed and how it affected you.  Detailed hospital records or prescriptions may not be accepted as third party documentation for these hardships if the committee cannot plainly tell from the documents what occurred.  For instances of a death in the family the committee will accept death certificates, an obituary notice in the newspaper or online, or materials given out at the deceased’s memorial or funeral.  For an instance of unplanned military deployment please provide a copy of your military orders describing your deployment timeline, etc. 

 

Is there a limitation as to how long I can wait before filing my appeal for hardship withdrawal??

Yes.  Per the Appeal for Hardship Withdrawal Form "hardship appeals will not be accepted more than one year after the end of the term or session for which the hardship was documented." This means that you need to appeal for a hardship withdrawal from spring 2013 you have until spring 2014 to file your appeal, and so forth.  Appeal requests outside of the 12-month window of opportunity of submission must ask for an exception (permission) from the Provost of WMU for the appeals to be heard. 

 

How long will it take to get a decision regarding my hardship withdrawal appeal?

Depending on the current volume of appeals ready to be heard by the GAPDAC a hardship withdrawal appeal may take up to 6-8 weeks to be resolved.  Appeals that are complete and ready to be reviewed by the GAPDAC receive a date stamp at the time of their receipt and are heard by the GAPDAC in the order that they have been received.  All appeals not able to be heard at a GAPDAC session are then heard first at the next GAPDAC session.  For questions or concerns regarding this policy please feel free to contact our office at 269-387-0718 or ombd_info@wmich.edu. 

 

 

How long will it take to get a decision regarding my non-attendance withdrawal appeal?

Non-attendance withdrawal appeals must receive confirmation of attendance/participation/contribution from the instructor of record for each course you are appealing to be withdrawn from.  This information can be found instantly on some occasions, in others the instructor must be contacted electronically.  Typically it can take 2 weeks or more to confirm and approve a non-attendance withdrawal appeal.   

 

How do I apply for an exception from the Provost to have my appeal heard outside of the 12-month time limit?

To ask for this exception from the Provost you must do the following:

1)  Type an email to University Ombudsman Kathy Mitchell at kathy.mitchell@wmich.edu
2)  Include the following information:
     a)  What course(s), semester(s) and year was the course or courses in question?
     b)  What was your hardship?
     c)  Why are you appealing now as opposed to at the time of the hardship?

Kathy will forward your exception request on to Provost Greene for a response.  If Dr. Greene grants you an exception your appeal may move forward.  If he does not you may not appeal for a hardship withdrawal from the course(s) and semester in question.

 

What does the question "Is this grade the result of academic integrity charges?" mean?

Students are turned over to the Office of Student Conduct for academic conduct review with the academic integrity hearing panel for issues such as plagiarism, cheating, multiple submissions, etc.  Any student who has been reported to the Office of Student Conduct will be notified by an email to their wmich.edu student email account as well as a letter by mail.  Students may not use the hardship withdrawal appeal process for failing or lowered grades that are the result of being found responsible by the academic integrity hearing panel.  More information regarding academic integrity and the student conduct review may be found here.  

 

What does the question "Did you ever attend this course?" mean?

If you have ever attended, participated or contributed to the course or courses you are appealing to be withdrawn from, even once, you must answer "yes" to the question and pursue a standard hardship withdrawal.  If you have not you may answer "no" and pursue a non-attendance withdrawal appeal.

 

What does the question "Have you consulted with Financial Aid?" mean?

Although not required, students who receive financial aid are strongly advised to consult with the Office of Student Financial Aid before pursuing an appeal for hardship or non-attendance withdrawal, as withdrawing from all or even one course may affect your future eligibility for financial aid.  If you receive financial aid and have consulted with the office of Student Financial Aid regarding your hardship or non-attendance withdrawal appeal answer "yes" to this question.  If you haven't consulted with the financial aid office select "no" and if you do not receive financial aid select "N/A."  

 

What does the question "International Student Services?" mean?

Although not required, international students are strongly advised to consult with the Office of International Admissions and Student Services before pursuing an appeal for hardship or non-attendance withdrawal, as withdrawing from all or even one course may affect your visa status, eligibility, scholarship status, etc.  If you are an international student and have consulted with the office of International Student Services regarding your hardship or non-attendance withdrawal appeal answer "yes" to this question.  If you haven't consulted with the International Student Services Office  select "no" and if you are not an international student select "N/A."

 

What does the question "Have you previously appealed to withdraw from these courses for this year and semester?" mean?

If you previously applied for hardship or non-attendance withdrawal for a given course or courses for a calendar year and semester and the GAPDAC rendered a decision their decision is final and not subject to further appeal.  For questions or concerns regarding this policy please feel free to contact the Ombudsman's Office directly at 269-387-0718 or ombd_info@wmich.edu.      

 

What email address should I put on the hardship/non-attendance withdrawal appeal form?

This email address is how the University Ombudsman will be communicating to you the results of your appeal request or any questions the GAPDAC may have regarding your appeal.  You may use any email address that belongs to you but please be sure to print your email address legibly in the space provided and check your email every day for updates regarding your appeal.    

 

What does the question "Currently Enrolled Student?" mean?

If you are a student currently enrolled at WMU or enrolled for courses in future semesters at the time you are filling out your appeal (not the semester your appeal is for ) answer "yes" to this question.  If you are not a currently enrolled student at WMU or enrolled for courses in future semesters at the time you are filling out your appeal answer no to this question. 

 

Where do I list the course or courses I want to be considered for a withdrawal from on the hardship withdrawal appeal form?

At the bottom of the Appeal for Hardship Withdrawal Form, just above the box for internal use only that reads "Results of the Committee are Final" is a grid table that provides up to six blanks to input course in department information.  List the course you want to appeal to be withdrawn from by their department and course numbers, such as "HIST 1000", "COM 2400", etc.