Policy Number: I-19
Last Reviewed: June 24, 2014
Responsible Dept.: Dean of Student Services/Dean of Academic Schools
The purpose of the student grievance policy and procedure is to provide an equitable and orderly process to resolve grievances. A grievance is a difference or dispute between a student and a college employee regarding the following:
For appeals of student conduct issues, please reference the student conduct policy.
To maintain good relationships, grievances should be initiated and processed as rapidly as possible. Every effort will be made by all parties to expedite the process. Informal resolution of grievances should be pursued whenever possible.
If a decision at the first step is not appealed to the next step within the specified time limit, the grievance will be considered settled on the basis of the last decision rendered. All written grievances and appeals will include the name of the student making the grievance and a brief statement of the nature of the grievance.
The student must bring a grievance within the time frame listed below
|Grievance||Timeline to submit written grievance on Student Grievance Form|
|Grade Dispute (other than final grade in course)||Within five business days of notification of grade unless otherwise indicated by instructor|
|Final Grade Appeal||Within one month after the grade is posted|
|Issue with an Instructor or Staff Member||Within one month of the incident (or within one month after the grade is posted for a course)|
|Issue with a Class||Within one month after the grade is posted|
|Issue with a College Procedure||Within one month of the incident|
The student contacts the college faculty member or employee with whom the student has a difference or a dispute. Every reasonable effort should be made by all parties to resolve the matter informally at this level, and no written records of the matter will be placed in the student's official file.
If the issue cannot be resolved at the first step, a Student Grievance Form must be submitted by the student within the time frame listed in the table above. The steps outlined on the form must be followed.
If the student is not satisfied with the outcome of the grievance as determined by the Completion of the Student Grievance Form with either an academic dean or the Dean of Student Services then
The final grade appeal procedure provides an equitable and orderly process to resolve situations in which a student may contest a final grade assigned in a course during the previous academic semester. Students should be aware that establishing course requirements and assignments, evaluating a student's work, and assigning a grade are the responsibility and the prerogative of the individual instructor. In the event that the final grade received in a course was assigned in a manner inconsistent with the course outline, or was assigned using a method other than that used to compute other students' grades in that course, the matter may be resolved through an informal or a formal procedure.
Students are allowed to submit a grade appeal only if they do so within one month after the grade is posted.
In circumstances in which the student has mitigating documented circumstances, grade changes must be requested within one year of the receipt of the grade in question.
The student should attempt to resolve the final grade dispute with the instructor informally. If the situation is resolved informally and the instructor agrees that an error was made, the instructor will submit a Grade Change Form to the appropriate academic dean, who will forward it to the Records Office.
If final grade conflicts cannot be resolved informally as described above, students must adhere to the following:
If a student has exhausted all available grievance procedures established by Virginia Western Community College and did not receive a satisfactory resolution, he/she may contact SCHEV as a last resort in the grievance process http://www.schev.edu/students/studentcomplaintprocess.asp.
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