UVa Seal

Policy: Student Academic Grievance Policy 

Date: 07/05/12 Policy ID: PROV-019 Status: Final

Policy Type: Executive Vice President & Provost
Contact Office: Executive Vice President and Provost (Office of the)
Oversight Executive: Executive Vice President and Provost
Applies To: Academic Division.
Table of Contents: 

Policy Statement

Reason for Policy: 

Sets forth the conditions and process under which a student may file an academic grievance.

Policy Summary: 
Definition of Terms in Statement: 

Academic Decision: A decision made by a faculty member or a representative of the University acting in his/her official capacity that affects a student’s academic standing or performance. Academic decisions do not include decisions regarding admission to the University, decisions made by the Honor or Judiciary Committees, any grading decision or determination of grading criteria or course requirements (see “Grade Changes” in Related Information below), or allegations of professional misconduct unrelated to a student’s academic standing or performance.

Policy Statement: 

An undergraduate, graduate, or professional student who believes that an academic decision violates the University’s or school’s academic policies and procedures may file an academic grievance with the appropriate department chair, unit head, or faculty committee. Students should consult the dean’s office of their school for guidance as to the appropriate point of contact for the initial appeal. This process is intended to remedy harm done to the grievant and not to impose punitive sanctions on University employees or other students. However, in some cases, a proposed corrective action may include a recommendation for disciplinary action to be taken toward a University employee or student. In such cases, the recommendation shall be addressed under the appropriate University procedure.

The grievance must be filed by the student who is affected by the academic decision being contested; it may not be filed on the student’s behalf by another individual.


Before filing a grievance with the appropriate department chair, unit head, or faculty committee, the student must have attempted to resolve his or her concerns directly with the individual responsible for the challenged academic decision. These attempts should be sincere and substantial.
The grievance must specify:

  1. which academic policy or procedure has been violated;
  2. what efforts the student has made to resolve the concern informally; and
  3. the requested resolution.

It is the responsibility of the student filing the grievance to insure that the grievance includes all necessary supporting documentation at the time of submission.

For graduating students, a grievance must be filed in writing, according to the process defined above, before the degree is awarded in the Student Information System.

In the event that a student files an Equal Opportunity Programs (EOP) complaint related to the academic decision being challenged, all other steps in the process described below will be held in abeyance pending the conclusion of the EOP process.

The grievance should be filed with the appropriate department chair, unit head, or faculty committee, who will adjudicate the case. If the appropriate department chair or unit head is a party to the case or is otherwise unable to serve, the grievance should be filed with the school’s appropriate associate dean or other official or committee as designated by the dean or the school’s policies. 

The department chair, unit head, faculty committee, associate dean, or designated official will investigate the complaint. Investigation will include but is not limited to reviewing relevant documentation and meeting with the student and the faculty member or University official who made the decision being contested. Within thirty (30) calendar days after receiving the grievance, the individual or committee who adjudicates the case will communicate in writing her/his decision to both the student and the faculty member or official.

Within five (5) calendar days after receiving the decision, the student may appeal to the dean. The only basis for appeal is documented evidence that adjudication of the grievance failed to comply with the procedural requirements of this policy. Dissatisfaction with the outcome of the grievance shall not be grounds for appeal.

Within thirty (30) calendar days after receiving the appeal, the dean will consider the evidence and communicate in writing her/his decision to the student, the faculty member or official, and the department chair, unit head, associate dean, or designated official involved in the case. The dean’s decision will be final.

Upon conclusion of the grievance process, to ensure the University’s compliance with accreditation requirements of the Southern Association of Colleges and Schools (SACS), the school will provide the following information to the associate vice provost for academic accreditation:

  1. date on which the grievance was filed;
  2. individual who filed the grievance;
  3. individual against whom the grievance was filed;
  4. general nature of the grievance;
  5. outcome of the grievance; and,
  6. date of resolution.
This information will be retained in a secure and confidential location for two (2) years.
Related Information: 

Grade Changes” in the University’s Undergraduate/Graduate Record under University Academic Regulations, Grading System.

See also each school’s section of the Undergraduate/Graduate Record as to whether the school offers an appeal process specific to grades, exceptions to school rules, or academic suspension.

Equal Opportunity Programs Complaint Procedures


Policy Background: 
Major Category: Executive Vice President & Provost Policies
Category Cross Reference: 
Next Scheduled Review: 07/05/15
Approved By, Date: Executive Vice President and Provost, 07/05/12
Revision History: 
Supersedes (previous policy):