Step 1) A student must first contact the faculty member and discuss the complaint concerning the grade received. This will serve as an informal review.
Step 2) If the review of the complaint by the student and faculty member does not lead to a satisfactory resolution, the student, if he/she wishes to do so, must file within thirty (30) days of the date that the student has knowledge of, or reasonably should have had knowledge of the problem, a formal grievance with the faculty member with copies to the appropriate chairperson, dean, and Student Association Grievance Committee Representative. The formal grievance shall include:
The faculty member must respond in writing to the student within four (4) weekdays of receipt of the grievance, indicating whether the grievance is accepted or rejected, or offering an alternative suggestion for resolving the complaint. (Copies must be sent to the appropriate chairperson, dean, and Student Association Grievance Committee Representative.)
Step 3) If the decision or the proposed resolution is not acceptable to the student, he/she may pursue the matter by presenting the grievance within three (3) weekdays to the chairperson of the faculty member's department.
(If the faculty member is the chairperson, the procedure moves to Step 4.) The chairperson then should judge the case and make a recommendation agreeing with the student or the faculty member or proposing an alternative resolution. The chairperson must make the recommendation known in writing to the student and instructor within six (6) weekdays of receipt of the grievance. Copies must be sent to the appropriate dean and the Student Association Grievance Committee Representative.
Step 4) If the recommendation of the chairperson is unsatisfactory to the student, he/she must ask that the grievance be considered by the Faculty/Student Grievance Committee, which will be set up by the appropriate academic dean.
This request must be made to the appropriate academic dean within three (3) weekdays of the receipt of the chairperson's decision. If the recommendation of the chair is different from the grade assigned by the instructor, the case will automatically go to the Grade Grievance Committee, unless the faculty member informs the dean that he/she agrees to the grade change.
The Grievance Committee will be a standing committee consisting of three (3) students from the Student Association Grievance Committee (selected by the Representative chairperson); and three (3) faculty members selected by the Faculty Association President from a pool of six (6) faculty members designated by the Faculty Executive Board [the three (3) faculty members not selected shall serve as alternates], and will be chaired by the appropriate dean.
The Faculty/Student Grievance Committee shall meet to review the case, providing the student and faculty member involved have had an opportunity to present arguments at separate times. The committee shall reach a decision by a recorded roll call vote. In case of a tie, the dean will cast the deciding vote. The decision of the Committee will be presented in writing by the dean to the student, faculty member and chairperson within ten (10) weekdays of receipt of the grievance.
Step 5) If the decision of the Committee is unsatisfactory to the student or the faculty member, either may request that the grievance be reviewed by the Provost/Vice President for Academic Affairs.
This request must be made within three (3) weekdays of the receipt of the Committee's decision. The decision of the Provost/Vice President for Academic Affairs must be presented to the faculty member, student, dean, chairperson and Faculty/Student Grievance Committee within six (6) weekdays of the appeal. The decision of the Provost/Vice President for Academic Affairs is final.
Step 6) If any of the above deadlines are not met by the student, the grievance will be considered invalid and dropped, unless, due to extenuating circumstances, the Provost/Vice President for Academic Affairs grants an extension of time.
In the event that any of the above deadlines of Steps 1 through 4 are not met by the faculty or the dean, the matter will automatically be referred to the next step of the process. If the deadlines of step five (5) are not met by the Provost/Vice President for Academic Affairs, the resolution of the grievance will stand as determined by the committee.
All days mentioned in the above procedure refer to those days when the university is in regular, official session.
Receipt, in all cases, refers to the time (day) at which the appropriate document(s) are officially initialed and/or stamped by the person(s) designated or by his/her official representative.
If the student and/or faculty member involved in the grievance is not available due to the former not being enrolled in a current term or the latter not assigned teaching duties in a current term, the Provost/Vice President for Academic Affairs will establish appropriate and reasonable extensions of time.