Student Appeal Process

Grading and other class related complaints are to be filed initially within thirty (30) business days (weekdays Monday through Friday; excluding holidays and College closures) following the alleged precipitating action on which the complaint is based. Except where extenuating circumstances render it unreasonable, the outcome of a complaint that reaches the level of Department Head will be reviewed within thirty (30) business days and a written notification of outcome will be provided to the student. Where a complaint must be reviewed at each level, the entire process should be completed within ninety (90) days of receipt of the complaint.

In those instances where students believe that miscommunication, errors, or unfairness of any kind may have adversely affected the instructor’s assessment of their academic performance, the student has a right to appeal by following the procedure listed and by doing so within thirty (30) days of receiving the grade or experiencing any other problematic academic event that prompted the complaint.

There are two types of complaint resolution processes available to students with complaints related the appeal of an   academic decision. The first is informal, and the second is formal. . The college expects the student to attempt an informal resolution before making a formal appeal.  Both formal and informal complaints will be received without judgment, responded to fairly, investigated thoroughly, and resolved judiciously.

Informal Resolution Process

The informal resolution process includes two possible steps.  The student must begin such an informal resolution process within 30 business days of receiving the academic decision.

Step 1:  Meet with Instructor

The first step for any student who has a complaint related to any class is to meet with the instructor of record to ask questions or raise issues of concern directly with the instructor. The faculty member and the student together discuss options for resolving the student’s specific issue.

NOTE:  If the instructor is no longer at the university or if the subject of the grievance arises when faculty are not expected to be on duty for a week or more, the student should report to his or her advisor or the absent faculty member’s Department Head.

Step 2:  Meet with Advisor

If the faculty member and the student cannot resolve the issue, either may request participation the student’s advisor for further consultation and attempts at resolution.  Even if the grade or other issue is not in the department or college in which the student’s class is being offered, the advisor will assist appropriately.

If the faculty member, advisor and student cannot resolve the issue, either may request participation by the department chair for further consultation and attempts at resolution. If no informal resolution can be reached with the help of the department chair, the student may move to the Formal Resolution process.

Formal Resolution Process

If no resolution is reached through informal resolution process and  the advisor and Department Head are unable to negotiate an agreement between the student and instructor, the advisor will advise the student on the process of filing a complaint.

Step 1:  Submit a Student Appeal/Grievance Form

A student may initiate a formal appeal by submitting the Student Appeal/ Grievance Form below. The Student Appeal/ Grievance Form should present the grievance, the rationale for it, the remedy sought and include all supporting documentation such as a copy of the course syllabus, any relevant email exchanges with the faculty member, the homework, exam, or other assignment that is in question, and any other relevant material.  The Form will automatically be sent to the Department Head upon submission.  Both the complainant and respondent will receive a copy of the initial complaint.

The form should be submitted at least one week prior to the student’s scheduled appointment to meet with the Department Head.  A student whose concerns are resolved may withdraw a formal complaint at any time.

Upon receipt of the Student Appeal/ Grievance Form from a student, the department chair will make an appointment to meet in person, on the phone, or virtually to ask questions and gather additional information from the student. The department chair will strive to schedule a meeting within five business days of receiving the formal complaint. The Department Head will review the grievance.  The Department Head may return an appeal to the student for further information or clarification. If the appeal is returned for further information or clarification, the student must submit the requested information or revision within 10 business days..  Upon review of the initial or resubmitted appeal, the Department Head notifies the student of the decision in writing, copying the academic advisor, and include a brief explanation within 10 business days.

Step 2:  Faculty Panel Review

If the Department Head cannot resolve the issue to the student’s satisfaction and the student wishes to pursue the matter, the Department Head will refer the matter to a three-to-five-person faculty panel, one of whom must be a part-time faculty person if part-time faculty members are employed in the department or college. The faculty panel will be established by the Dean or Associate Dean. The faculty panel will review the grievance and make a recommendation to the Department Head. The Department Head will provide the student the decision in writing, copying the academic advisor, and include a brief explanation within 10 business days.

Step 3:  Dean Review

If no agreement is reached and the student decides to appeal the matter further, he/she should send a letter to the Dean. The Dean or Associate Dean will review the grievance and provide a written notification of the decision to the student, Department Head and advisor within 10 business days. 

Step 4:  Provost and Senior Vice President for Academic Affairs Review

If the student believes that the decision of the Dean in the College deserves further review due to flaws in the previous reviews or due to his/her having information of such nature as to potentially impact the outcome, the student should provide a written request for review to the Provost and Senior Vice President for Academic Affairs.

Provost and Senior Vice President for Academic Affairs, who will employ a review process appropriate to the situation and notify the Dean of the outcome. The Dean will then notify the student of the outcome. A decision that has reached review by the Admissions and Academic Standards Committee is final.

When a student’s Constitutional rights or human dignity may have been violated, the complaint is referred in writing to the Office of the President

Grading and other class related academic issues are referred in writing to the Office of the President only in instances where a preponderance of the evidence reveals that a student’s Constitutional rights or human dignity may have been violated. The Provost and Senior Vice President for Academic Affairs will transmit to the President the entire record of reviews conducted at each level if requested by the President following his/her receipt of the student’s written appeal. The President will employ a review process appropriate to the matter presented and notify the Provost and Senior Vice President for Academic Affairs and Dean of the outcome. The Dean will then notify the student of the outcome.

If the class related complaint is related to issues including but not limited to sexual harassment, violence, drug use, possession of firearms, or other behaviors prohibited by federal law, state law, Texas A&M University System policy or University regulations, the student may select one of the following options: 

• Report the incident, in writing, to the Department Head or Dean or
• Report the incident, in writing, to the Director of Human Resources in W.R. Banks Building, Room 122 or to the Provost and Senior Vice President for Academic Affairs in A.I. Thomas Building, Room 214