Initially, the aggrieved student should communicate with the faculty member concerned and discuss the problem openly. The instructor is obliged to review the matter, explain the grading procedure used and show how the grade in question was determined. If the instructor is a graduate assistant and the conversation with the graduate assistant does not resolve the issue, then the student should take the problem to the faculty member in charge of the course.
If this discussion does not result in a satisfactory resolution, the student may appeal in writing providing documentation to the director to resolve the grievance.
Secondary Procedures (Formal)
If the grievance has not been successfully cleared by the area’s procedures, the student may make a written request to the director that the grievance be referred to the office of the Dean. The Dean (or designee) will provide a recommendation on whether an academic grievance hearing is warranted.
The Dean or the Dean’s designee may request any additional documentation to determine whether an academic grievance hearing is warranted. The student and faculty member shall have at least fourteen (14) days to provide that documentation.
The Dean will either deny the request for a hearing or recommend a hearing be convened.
If the Dean recommends a hearing, the grievance will be referred to the UC Grade Appeal and Academic Integrity Committee. The committee will convene for the specific purpose of hearing the student academic grievance. For grade appeals, 3 faculty committee members will hear the case. For cases involving academic integrity, 2 faculty committee members will hear the case.
If the Dean refers the student grievance to UC Grade Appeal and Academic Integrity Committee and appoints a hearing committee chair, the chair or designee will:
Notify the student that all further communication related to the grievance should be made with the chair of the panel.
Forward a copy of the grievance to the faculty member against whom the grievance is filed and request the instructor to file an electronic copy of a written response with the panel chair within seven (7) days after receiving a copy of the grievance.
Forward a copy of the student grievance and faculty response to the director of the area offering the course and ask that administrator to provide an opinion on the case at hand to the committee within seven (7) days after receiving a copy of the two documents.
The committee chair or designee will:
Forward copies of the grievance, the instructor’s response to the student, and the response from the director to the other members of the panel.
Schedule a hearing, which may consist of one or more meetings with the student and the instructor, to hear the positions of the student and instructor respectively, related to the grievance. The first meeting will be scheduled no later than 30 days after the panel chair received the grievance.
If the student or instructor believes a member of the panel should not participate, based on perceived or actual bias or conflict of interest, the student or instructor may request, in writing, that the panel member be excused and the Dean will appoint another member of the Grade Appeal and Academic Integrity Committee to serve on the hearing panel. If a designated committee panel member believes he or she has a bias or conflict of interest which would negatively impact on the ability to decide the grievance fairly, the panel member will excuse himself or herself, notify the Dean, and the Dean will appoint a new panel member.
The student and instructor may provide documents to the panel for review and consideration, if three (3) copies of the documents are provided to the panel chair at least 10 days before the first scheduled date of the hearing. However, the chair of the panel will advise the student and the instructor that the panel will only consider documents that specifically relate to the grievance and response. The panel chair will retain one set of documents and forward the other two sets to the other two panel members at least seven (7) days before the hearing.
In keeping with the Family Education and Privacy Rights Act, if the grievance involves the grievant’s grade, other matters or information contained in the grievant’s academic or educational records maintained by ASU, it is presumed that the student has consented to the review of such information by the filing of the grievance. In the event any information will be reviewed or provided to the panel related to grades or information contained in the educational records or academic files of students other than the grievant, such information is considered confidential under the Family Education and Privacy Rights Act and the panel shall proceed as follows:
The panel will obtain the written consent of the students involved (other than the grievant) to review grades or information from their educational records, OR
The chair of the panel will redact the names, social security numbers, addresses, and any other identifying information from the education records of the students involved (other than the grievant).
The hearing shall be conducted by the panel chair and shall be closed. Participants may be accompanied by an advisor of their choice. Advisors may make an oral statement on behalf of, and confer with, their advisee. Advisors may not directly address the committee or other participants. Arrangements for the order of appearance, for submission of materials, testimony and related matters should be made through and by the panel chair.
At the hearing, the grievant will present his or her position first and try to do so within 30 minutes, including presentation of witness testimony and documentation. The chair may extend the time if necessary. The members of the panel may question the grievant during the presentations of their testimony. The instructor may question the student at the end of the presentation, but questioning should be limited to approximately 10 minutes or less. The chair may require the instructor to direct questions to the grievant through the chair.
The same process will be followed with the presentation of the instructor’s case.
All questions should be related to the specific allegations of the grievance or statements in the response and the chair has final authority to judge relevancy.
The chair of the panel will digitally record the hearing and the digital file will be maintained by University College for two years after the decision on the grievance is made. The student and/or instructor may record the meeting at their own expense and with their own equipment.
After the presentations of the grievant and instructor have concluded, each will be excused while the panel deliberates.
The chair of the panel shall prepare a written report with the recommendations of the majority of the panel for the Dean. If there is disagreement among the panel, a minority report and recommendation may be submitted by the dissenting panel member to the Dean. The report shall include:
Identity of student grievant and instructor involved in the grievance.
Date grievance(s) and response(s) were filed with the committee.
Identity of the panel members who heard the grievance.
Dates the panel met to conduct the grievance.
Summary of the positions of the student and instructor.
Summary of the testimony and documents presented.
Conclusions of the panel.
Recommendations of the panel.
The Dean will take final action in each case after full consideration of the hearing committee's recommendation. The Dean may make grade changes, if any are recommended. The Dean shall inform the student, the instructor, the appropriate faculty head, the registrar, and the grievance committee of any action taken.