This policy describes the process for undergraduate students to follow when they believe their academic work or conduct has been unfairly or inadequately evaluated by any faculty member. Information on the academic grievance process for graduate students is found in the Graduate Studies Policy Handbook.

For purposes of this policy, key terms are defined as follows:

Faculty Member means any teacher or other individual authorized by the university to academically evaluate Students.

Student means an undergraduate student.

Academic evaluations subject to this policy include grading and restrictions limiting participation in university academic programs, dismissal from the university or a university program for academic reasons, actions arising from incidents of academic dishonesty, the withholding and/or revocation of a diploma for academic reasons, and the withholding of or special notation on transcripts for academic reasons.

Evaluations relating to admissions to the university, ecclesiastical endorsements, discipline administered by the Honor Code Office, or petitions are not covered by this policy.

Persons who believe they have been unlawfully discriminated against or sexually harassed should contact the Equal Opportunity Office.

Differences of opinion between a Student and a Faculty Member over evaluations of academic work can usually be amicably resolved informally. If not, the following procedures are intended to encourage satisfactory resolution of academic grievances with minimal formal procedure.

Initiation

The grievance must be initiated by the Student no later than four months (120 days) from the last day of the examination period of the semester in which the evaluation occurred. A grievance related to restrictions limiting participation in university academic programs must be initiated within 30 days of the decision to limit participation.

The Student should initially address the grievance in writing to the responsible Faculty Member, requesting review and resolution. If the Faculty Member is unavailable or if the Student has a valid reason to believe the matter will not be dealt with fairly or that retribution may result, the Student may submit the grievance directly to the applicable department chair.

Faculty Response and Student Appeal

The Faculty Member or department chair receiving the petition may consult others regarding the matter as reasonably necessary, consistent with the Student’s right to privacy under the Family Educational Rights and Privacy Act. See Access to Student Records Policy.

If the grievance is addressed initially to the Faculty Member, and it is not resolved satisfactorily, the Student may submit a written request for further review to the department chair within 30 days of the Faculty Member’s decision.

The department chair issues a written decision to both the Student and the Faculty Member within 30 days after receiving the Student’s request and supporting material for review.

If the matter is still unresolved, the Student may submit a written request for formal review to the dean or director of the applicable college or school within 30 days of the department chair’s written decision.

If a formal review is requested, the applicable dean or director is assisted in reviewing the grievance by a review panel.

Formal Review

The dean or director appoints several individuals associated with the university to serve as an ad hoc review panel. At least two of the individuals must be Faculty Members with continuing faculty status from outside the area of study in which the grievance arose. One of these Faculty Members is appointed to chair and conduct the proceedings, which should take place within 30 days after receiving the Student’s written request for formal review and all supporting materials.

In reviewing the grievance, the review panel, the affected Student, and the affected Faculty Member(s) are responsible for identifying or providing relevant sources of information. The review is intended to be collegial and not adversarial. Accordingly, legal counsel is not allowed to attend or advocate in the review process. The presentation of the issues should be concise and relevant. The chair of the review panel establishes applicable procedures. Formal presentations are limited to pertinent issues, and panel members are allowed sufficient time for questions. Following presentation and discussion of the grievance, the review panel deliberates in a closed session and submits its written recommendation to the dean or director.

The dean or director determines the resolution of the grievance and issues a written decision to the Student and Faculty Member within ten days of receipt of the review panel’s recommendation. This decision is final and not subject to further appeal, unless it involves termination from the university or revocation of a degree.

Termination

If the matter involves termination of a Student from the university for academic reasons or revocation of a degree, the Student may submit a written request for review to the academic vice president. The written request for review must outline the grievance, state its prior disposition, and set forth facts supporting the Student’s request for review. The request for review must be made within 30 days of the date of the written decision by the dean or director. The academic vice president may either make a decision on the matter or delegate the review to an associate academic vice president who convenes an ad hoc review panel to study the issues and prepare a written recommendation for the academic vice president. A written decision by the academic vice president is sent to the Student within 30 days of receipt of the written recommendation of the panel, unless an extension is necessary and all parties are notified of the extension in writing.