*term-refers to an academic quarter until Summer 2012 and will refer to an academic semester

effective Fall 2012.

Undergraduate Student Grievance Policy & Procedures

PHILOSOPHY

All members of the University community are expected to interact with civility and respect, recognizing at

through the Formal Resolution stage once the initial step is complete.

APPLICABILITY

This document supersedes all individual college grievance procedures. It is to be used by any UC student

except those who are admitted to and enrolled in a graduate degree, MD, or JD program.

These procedures are applicable when:

1. a student believes that he/she has been subjected to an academic evaluation which is capricious

or biased.

2. a student believes he/she has been subjected to other improper treatment.

handled according to the agreement between UC and the American Association of University

Professors (AAUP) Collective Bargaining Agreement.

3. Complaints alleging discriminatory treatment. Allegations of discriminatory treatment based on age,

race, sex, sex orientation, disability, national origin, or religion will be handled according to the UC

Discrimination complaint procedure which can be found at www.uc.edu/ombuds and

http://www.uc.edu/about/documents/ucrighttoknow.pdf

GENERAL GUIDELINES

To use these procedures, a student may initiate an informal complaint in the University Ombuds Office (607

Swift Hall) or the College Office in which the course is offered no later than the end of the term* following

Step 3).

Two or more students with the same complaint may join in a group action. A single statement of complaint

shall be submitted and processed in the same manner described herein for individuals, but all those joining

in such a group action must sign the statement. The University Ombuds shall determine whether, in fact, all

of the students have the same complaint. If it is found that they do not, they will be divided into two or more

subgroups. One individual may represent the entire group but all complainants may be required to meet

with the University Ombuds or the CGRC.

PROCEDURES

B. If the complaint is not resolved, the student must communicate with the faculty member’s

Step 2 – Mediation (voluntary).

Mediation shall be requested of and conducted by the Office of the University Ombuds. The University

Ombuds (UO) may consult with the College and discuss the complaint with the individuals separately

and/or together to attempt to reach a solution which is agreeable to all parties to the dispute. Upon the

request of any party, the agreed resolution will be written and signed by all parties, and all parties shall

receive a copy of the signed resolution. No written records shall be retained by the UO. Original documents

shall be returned to their source or to another site as agreed. All other notes shall be destroyed. If the

complaint is not resolved through mediation, and if the student requests a Step 3 Formal Resolution

hearing, the UO shall immediately notify the Dean or Dean’s designee in the college in which the dispute

originated.

Step 3 – Formal Resolution. If the complaint is not resolved informally through Mediation (Step 2), or if the

student(s) elects to proceed directly to Step 3, the student(s) must file a grievance with the Dean or the

designated assistant or associate dean, of the college in which the dispute arose, he Dean or his/her

designee shall immediately notify the Chair, appointed by the College Dean, who shall schedule a

shall determine the validity of the challenge and either replace or retain the Chair. The challenge must

specify reasons that would prevent the individual from being unbiased with respect to the grievance. Any

faculty member directly involved in the grievance shall not participate as a member of a CGRC.

A student may withdraw a grievance from further consideration at any time by submitting a written

statement to the Chair of the CGRC. No reason needs to be given for withdrawal of the grievance. The

Chair of the CGRC will notify all individuals involved in writing that the grievance has been withdrawn and

that the grievance process is terminated.

COMMITTEE PROCEDURES

1. The CGRC shall hold a grievance review meeting at which all parties shall have the opportunity to

5. The student and faculty member may elect to have an advisor present who may counsel but not

actively participate as a spokesperson or vocal advocate.

6. Either party may request testimony from witnesses. However, the physical presence of witnesses

shall be restricted to those invited by the Committee (with the exception of an advisor) as noted

above in #5).

7. If the student or faculty member chooses not to attend the meeting, any written statements shall be

reviewed in absentia.

8. The meetings shall be tape recorded and the tape shall be maintained in accordance with

University records policy.

Following the grievance review meeting, the CGRC shall issue a report to the College Dean. The CGRC’s

report shall contain:

1. relevant information including, but not limited to, documentation of written and oral information

presented to the CGRC;

2. relevant University rules and policies;

3. decisions and the reasons therefore.

The College Dean shall notify both parties in writing of the CGRC’s decision. Either party may appeal the

decision of the CGRC in writing to the College Dean within ten (10) days following notification. Grounds for

appeal shall be limited to procedural error or new information not available at the time of the hearing. The

College Dean shall have the authority to accept and implement or modify the decisions of the CGRC. If the

grievance alleges capricious or biased academic evaluation and the CGRC finds in favor of the grievant,

the College Dean may exercise his/her authority to alter the grade. Decisions of the College Dean shall be

Please note: There are separate University Grievance Procedures for graduate students,medical students,

Student Grievance Procedure Clarification

The University-wide student grievance procedure adopted in 1993 provides for student-faculty College

Grievance Review Committees (CGRCs) to consider complaints of capricious or biased academic

evaluation. Either a student grievant or the faculty respondent may appeal a CGRC decision to the College

Dean who “shall have the authority to accept and implement or modify the decisions of the CGRC. If the

Policy Clarification

A College Dean’s authority to alter a grade is governed by College grading policies adopted by the faculty,

which in some units require that a student’s work be reevaluated by professors in the subject area for the

final determination of an appropriate grade. A College Dean may only initiate steps to change a grade if the

CGRC finds in favor of the student grievant(s).

[Policy Clarifications, Approved May 1997]