Student Rights: Filing Grievances Against Universities

Students can file a grievance against a university, and there are formal processes in place to help them do so. The process for filing a grievance varies depending on the university and the type of grievance. Grievances can be academic or non-academic in nature, and may involve conflicts with faculty members, staff, or other students. Students should first attempt to resolve the issue informally through discussion and mediation. If this is unsuccessful, they can then proceed with a formal grievance procedure, which often involves submitting a written complaint and meeting with the relevant authorities.

Academic Grievances

Before initiating a formal grievance procedure, students are usually encouraged to attempt to resolve the issue informally by discussing their concerns directly with the faculty member or instructor involved. If this initial discussion does not lead to a satisfactory outcome, students can then proceed with filing a formal academic grievance.

The process for filing an academic grievance can vary depending on the university, but it typically involves the following steps:

• The student should document the incident by submitting a formal academic grievance form, often available online through the university's website.
• The grievance form is then reviewed by the relevant department or office within the university, such as the Office of the Vice President for Academic Success or the Office of Student Affairs.
• If the grievance is not resolved at this stage, the student may be able to request a meeting with the department chairperson or a similar authority figure to discuss the issue further.
• If the chairperson is unable to facilitate a resolution, the student may have the option to appeal to a higher authority, such as a dean or associate dean.
• In some cases, if the issue remains unresolved, the student may be able to seek further assistance from a university committee, such as a Student Academic Grievance Committee or a University Senate Community Standards Committee.
• The committee will review the grievance and make a decision or recommendation, which is then communicated to the student and the relevant parties.

It is important to note that the specific steps and timelines for filing academic grievances may differ across universities, and students should refer to their university's policies and procedures for detailed information on how to navigate the process at their particular institution.

Additionally, some universities may have external complaint processes in place for students who believe that their concerns have not been adequately addressed through the internal grievance procedures. These external processes may involve filing complaints with state agencies or other designated entities.

Non-Academic Grievances

Students can file a grievance against their university for non-academic issues. Non-academic grievances are complaints that do not involve faculty members or mentors in an academic context. Instead, they typically involve other staff members or departments within the university.

Examples of non-academic grievances include:

• Student employment issues
• Parking citations
• Review of a decision or action made by a department
• Tuition and fees or financial aid concerns
• Student disability discrimination
• Sexual misconduct or discrimination

The process for filing a non-academic grievance varies depending on the university. In general, students should first attempt to resolve the issue with the department or faculty member involved. If the issue cannot be resolved at that level, students can then contact the next highest level in the university's organizational chart, such as the department chair or director, or the office of the dean.

It is important to note that each university has its own specific procedures for handling student grievances. Students should familiarise themselves with their university's policies and procedures before initiating a formal grievance process. Additionally, there may be time limits for filing a grievance, so students should not delay in taking action if they have a concern.

If a student has completed the university's grievance procedures and believes that their concerns have not been adequately addressed, they may be able to file an external complaint with a higher education coordinating commission or a state agency, depending on their location and the nature of the grievance.

Discrimination or Retaliation

Discrimination can take many forms, including on the basis of race, colour, national origin, religion, sex, gender, gender expression, gender identity, pregnancy, physical or mental disability, medical condition, genetic information, ancestry, marital status, age, sexual orientation, citizenship, or service in the uniformed services.

Retaliation is also prohibited by universities and can include adverse actions against a complainant, respondent, or any individual involved in the complaint, investigation, and/or resolution of an allegation. Retaliation can take many forms, including threats, intimidation, pressuring, demotion, and continued harassment.

The process for filing a grievance or complaint varies by university, but it typically involves submitting a written statement or report to a designated office or official, such as the Director of Disability & Access Services, the Office for the Prevention of Harassment and Discrimination (OPHD), or the Equal Opportunity Compliance (EOC) office. The statement or report should include specific details about the alleged discriminatory or retaliatory actions, such as dates, places, persons involved, and efforts made to resolve the matter informally.

It is important to note that there are typically time limits for filing a grievance or complaint, such as within 60 days or 180 days from the last act of discrimination or retaliation. Students should refer to their university's specific policies and procedures for more information on how to file a grievance or complaint.

Grade Appeals

Students can file a grievance against a university, and there are formal processes in place to allow them to do so. One of the most common reasons for a student to file a grievance is due to grade appeals.

Step 1: Discuss with Instructor

The first step for a student is to discuss the grade with the course instructor. This should be done as soon as possible after receiving the grade, and it is recommended that students avoid emotional language and personal attacks. The instructor is in the best position to re-evaluate the student's work and may be able to offer opportunities to improve the grade.

Step 2: Appeal to Department Chair/Program Director

If the issue is not resolved with the instructor, the student can make a formal, written appeal to the department chair or program director. This must be done within a specific timeframe, usually within two to four weeks of receiving the grade. The student should provide all relevant documentation, including the course syllabus, assignment details, and any other supporting evidence.

Step 3: Appeal to Dean's Office

If the decision of the department chair or program director is not satisfactory, the student can then appeal to the Dean's Office. This step will focus on reviewing the process followed and will not typically involve an evaluation of the student's academic work.

Step 4: University Grade Appeals Committee

In some universities, if the issue remains unresolved, there may be a further appeal to a University Grade Appeals Committee. This committee will consist of faculty members and students, and their decision is usually final and binding.

Step 5: External Appeals

If, after exhausting all internal appeal options, the student still believes their concerns have not been adequately addressed, they may consider filing an external complaint with relevant agencies or organisations. This could include state education departments or other external bodies, depending on the specific circumstances and nature of the grievance.

It is important to note that each university will have its own specific policies and procedures for grade appeals, and students should carefully review and understand these before initiating an appeal. Additionally, it is always recommended that students attempt to resolve issues informally, if possible, before proceeding with a formal appeal.

Instructor Misconduct

Students can file a grievance against a university for instructor misconduct. The process for doing so varies depending on the university in question, but there are some common steps.

Firstly, it is generally advised that students attempt to resolve any disputes or grievances with the instructor directly. If this does not produce an acceptable result, the student should then take their complaint to the instructor's supervisor or the department chair. The supervisor may then take a number of actions, including investigating the complaint, meeting with the parties involved, recommending appropriate action, or redirecting the matter. If the supervisor is unable to resolve the complaint, it may be escalated to the department head or dean.

In some universities, if the complaint is still not resolved, students can file a formal grievance with a designated committee or office, such as the Student Academic Grievance Committee or the Office of Undergraduate Education. This process typically involves submitting a written complaint outlining the nature of the grievance, the steps taken to resolve it, and the desired outcome. The committee or office will then review the complaint and make a decision, which may include resolving the complaint, dismissing it, or recommending further action.

It is important to note that the specific processes and timelines for filing a grievance may differ between universities, so students should refer to their university's policies and procedures for detailed information on how to file a grievance against an instructor.

Frequently asked questions