Academic Grievance Process

Occasionally, academic conflicts arise between students, or between students and faculty.
The procedures below cover courses or other academic engagement (e.g., individual study or mentoring) in the College of Arts and Sciences. Courses taught by faculty in other colleges are covered by procedures in those colleges.

At any point, students may request informal advice from faculty, academic advisors, or other staff. In addition, the Office of the Ombud supports UW students, staff, and faculty in preventing, managing, navigating and resolving conflict. 

If a student has a question about which of the policies below apply to the case, contact the Assistant Dean of College Advising.

Grades

The UW's Change of Grade Policy articulates the process if a student believes there has been a grading error. Students should start this process by discussing the issue with the instructor before the end of the following academic quarter. 

Misconduct by other students

Student misconduct is subject to the UW Student Conduct Code. Students who are aware of, or victims of, misconduct on the part of other students should contact the Office of Community Standards & Student Conduct. 

Academic Student Employees

If a student has experienced unfair or inappropriate treatment directly related to their employment as a TA, RA, or SA, see the Academic Student Employee (ASE) union website for information on Academic Student Employee Grievances.

Discrimination, harassment, sexual misconduct, and retaliation

University of Washington policies, in compliance with federal and Washington state laws, collectively prohibit discrimination based on the following protected characteristics, whether actual or perceived: race, color, creed, religion, national origin (including shared ancestry), citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, and veteran status. The University encourages reporting to provide support and resources, offer resolution options, stop the conduct, prevent its recurrence, and remedy its effects. 

If you or someone you know has experienced or becomes aware of possible discrimination, harassment, or sexual misconduct, you are encouraged to make a Civil Rights or Title IX Report. If you or someone you know encounters a physical or digital barrier that is preventing equal access to a University building or area, please report it.
 

The process below applies only to academic grievances not specified above, between undergraduate students and faculty or academic staff in the College of Arts of Sciences. 

A formal complaint under this academic grievance process must be filed by the end of the quarter following the incident, excluding summer, unless directed otherwise by the Dean’s office.

Stage 1: Department

The first step is to attempt to resolve any grievance with the faculty or academic staff directly concerned. As mentioned, the Office of the Ombud may help facilitate these conversations.

1. The student should discuss the concern with the instructor. If the student is not comfortable interacting with the instructor in person, email is sufficient.
2. If direct communication with the instructor does not resolve the issue, the student should contact the department chair or director in writing. The role of the chair is to offer a third-party perspective. If the chair of the department is the instructor, the issue should move to the next stage.

Stage 2: Dean’s office

If the issue cannot be resolved at the department level, a student can open a formal grievance by submitting a written complaint to the Dean of the College of Arts and Sciences through the academic grievance form.

1. Note that once a complaint reaches the Dean’s office, the Dean reserves the right to address the matter by administrative action independent of the student grievance.
2. The Dean’s office may discuss the grievance with any or all parties, and request additional information if relevant. All information will be forwarded to the relevant Divisional Dean, who will rule on the grievance. This ruling represents the final decision of the College unless an appeal is requested as outlined below.
3. Both parties will be notified of the ruling in writing, normally within 10 class days; complex cases may take longer with notice to the parties.
4. Within 10 class days of that notification, either party may file a written statement requesting reconsideration of the findings, including the reason for such an appeal.
5. If the Dean finds sufficient grounds for appeal, the Dean shall refer the matter to an ad hoc committee with tenured faculty and student members, chaired by a faculty member appointed by the Dean. If student members are unavailable within a reasonable timeframe, the Dean may proceed with faculty members only.
6. If the Dean does not find sufficient grounds for appeal, the College decision is final.

Stage 3: Ad hoc College Student Academic Grievance Committee

1. The committee will convene a hearing—virtual, written, or in person—offering both parties an opportunity to present information. The committee will then review the information submitted to the Divisional Dean. If there is new information, deemed relevant by the Dean, the grievance may be returned to the Divisional Dean to reassess the grievance in light of the new information.
2. The committee will make its recommendations to the Dean. The Dean will aim to issue a decision on the grievance, normally within 10 class days after receipt of the committee report. All parties will be notified of the decision and any actions to be taken.

At the conclusion of the college-level grievance procedure, decisions of the dean may be referred to the Provost as an assurance of procedural uniformity.

The process below applies only to academic grievances not specified above, between graduate students and a faculty member, supervisor, or other individual in the College of Arts of Sciences.

A formal complaint under this academic grievance process must be filed by the end of the quarter following the incident, excluding summer, unless directed otherwise by the Dean’s office.

Stage 1: Department

The first step is to attempt to resolve any grievance with the faculty or academic staff directly concerned. As mentioned, the Office of the Ombud may help facilitate these conversations. 

1. The student should discuss the concern with the relevant faculty member, supervisor, or other individual. If the student is not comfortable interacting with the relevant faculty member, supervisor, or other individual in person, email is sufficient.

2. If direct communication with the relevant faculty member, supervisor, or other individual does not resolve the issue, the student should contact the department chair or director in writing. The role of the chair is to offer a third-party perspective. If the chair of the department is the party against whom the grievance is directed, the issue should move to the next stage.

Stage 2: Dean’s office

If the issue cannot be resolved at the department level, a student can open a formal grievance by submitting a written complaint to the Dean of the College of Arts and Sciences through the academic grievance form.

1. Note that once a complaint reaches the Dean’s office, the Dean reserves the right to address the matter by administrative action independent of the student grievance.
2. The Dean’s office may discuss the grievance with any or all parties, and request additional information if relevant. All information will be forwarded to the relevant Divisional Dean, who will rule on the grievance. This ruling represents the final decision of the College unless an appeal is requested as outlined below.
3. Both parties will be notified of the ruling in writing, normally within 10 class days; complex cases may take longer with notice to the parties.
4. Within 10 class days of that notification, either party may file a written statement requesting reconsideration of the findings, including the reason for such an appeal.
5. If the Dean finds sufficient grounds for appeal, the Dean shall refer the matter to an ad hoc committee with tenured faculty and student members, chaired by a faculty member appointed by the Dean. If student members are unavailable within a reasonable timeframe, the Dean may proceed with faculty members only.
6. If the Dean does not find sufficient grounds for appeal, the College decision is final.

Stage 3: Ad hoc College Student Academic Grievance Committee

1. The committee will convene a hearing—virtual, written, or in person—offering both parties an opportunity to present information. The committee will then review the information submitted to the Divisional Dean. If there is new information, deemed relevant by the Dean, the grievance may be returned to the Divisional Dean to reassess the grievance in light of the new information.
2. The committee will make its recommendations to the Dean. The Dean will aim to issue a decision on the grievance, normally within 10 class days after receipt of the committee report. All parties will be notified of the decision and any actions to be taken.

An appeal on the grounds of procedural uniformity may be filed within 15 business days of the conclusion of the college-level grievance procedure, and will be administered by Dean of the Graduate School, as described in Graduate School policy section 3.8.3.