Academic Grievance Procedures

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Academic Grievance Procedures

Purpose

These procedures establish the process for resolving academic grievances, including grade appeals, in accordance with the University's Academic Grievance Policy. The goal of the process is to provide a fair, timely, and educationally sound method for reviewing concerns related to academic decisions.

Filing an Academic Grievance

A student who wishes to file an academic grievance must submit the Academic Grievance Reporting Form in writing.

The Academic Grievance Reporting Form is available:

  • In the Student Handbook; and
  • Through the Dean of Students Office upon request.

Students should provide all relevant information and supporting documentation at the time the grievance is submitted.

Initial Review

The completed Academic Grievance Reporting Form is submitted to the Dean of Students Office.

The Dean of Students Office will:

  • Review the submission;
  • Determine the appropriate university policy or procedure applicable to the concern; and
  • Forward academic grievances and all supporting documentation to the appropriate Division Dean for review and resolution.

Informal Resolution

Consistent with University policy, students and instructors are encouraged to attempt to resolve academic concerns informally before initiating a formal appeal whenever feasible. Either party may invite an advisor to participate in discussions regarding the grievance.

Upon receipt of the grievance, the Division Dean or designee should first attempt to facilitate an informal resolution.

Informal resolution may include:

  • Discussions with the student;
  • Discussions with the instructor; and
  • Other efforts to resolve the concern collaboratively and at the lowest appropriate level.

If an informal resolution is reached, the Division Dean or designee shall provide written notice of the resolution to the student and instructor.

A copy of the resolution should be provided to the Dean of Students Office for recordkeeping.

Formal Resolution

If an informal resolution cannot be reached, the Division Dean or designee shall review the grievance and supporting documentation in accordance with the Academic Grievance Policy.

Following review, the student shall receive a written outcome letter explaining the decision and any available appeal rights.

A copy of the outcome letter shall be provided to the Dean of Students Office for recordkeeping.

Appeals Process

Students may appeal decisions in accordance with the Academic Grievance Policy. Appeals must be submitted within the timelines established by the policy and must include any required supporting documentation.

Appeals are reviewed through the following levels:

  1. Department Chair
  2. Division Dean (if applicable)
  3. Academic Dean
  4. Academic Committee
  5. Vice President for Academic Affairs (VPAA)

The decision of the Vice President for Academic Affairs is final.

Grounds for Appeal

An appeal should identify one or more of the following grounds:

  • A procedural error occurred that materially affected the outcome;
  • New information has become available that was not reasonably available at the time of the original review;
  • The decision was not supported by the information available at the time of the review;
  • The imposed outcome was inconsistent with applicable university policy.

An appeal is not a rehearing of the matter and should not be submitted solely because a student disagrees with the outcome.

The reviewing authority may affirm the original decision, modify the decision, remand the matter for further review, or take other action consistent with university policy.

Student Responsibilities

Students are responsible for:

  • Submitting grievance and appeals within the required timelines;
  • Providing relevant documentation and supporting information;
  • Responding to requests for additional information; and
  • Following all procedures outlined in the Academic Grievance Policy.

Timelines:

The student must initiate the academic grievance process no later than the first day of the next regular Fall or Spring semester following the event giving rise to the grievance.

Following a decision at any appeal level, any further appeal must be initiated within two weeks of the written decision. All parties involved will be notified in writing of decisions rendered throughout the process.

University Responsibilities

University officials reviewing grievances and appeals are responsible for:

  • Conducting a fair and impartial review;
  • Considering all relevant information submitted by the parties;
  • Providing written decisions when required; and
  • Maintaining appropriate records of the grievance process.

Dean of Students Office Support

The Dean of Students Office serves as the central intake and recordkeeping office for academic grievances and grade appeals. 

The Dean of Students Office serves as a resource throughout the grievance process and may:

  • Explain grievance procedures and appeal rights;
  • Answer questions regarding university policies;
  • Assist students in understanding procedural requirements;
  • Maintain records related to academic grievances and appeals; and
  • Coordinate communication regarding final case outcomes.

The Dean of Students Office does not determine academic outcomes or substitute its judgment for that of academic decision-makers.

Recordkeeping

All outcome letters and appeal decisions shall be provided to the Dean of Students Office for institutional recordkeeping.

The Dean of Students Office shall maintain a record of:

  • The original grievance;
  • Supporting documentation submitted by the student;
  • Outcome letters;
  • Appeal decisions; and
  • The final resolution of the matter.

The final disposition of the grievance shall be recorded by the Dean of Students Office upon completion of all appeal opportunities.

Accessibility of the Grievance Process

The University is committed to providing equitable access to the Academic Grievance and Grade Appeal process. Students who need accommodations to participate in any part of the process should contact the Dean of Students Office. The Dean of Students Office will coordinate with Access and Disability Services and other appropriate offices as needed to ensure access to grievance-related meetings, communications, and procedures.

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