Academic Grievance Procedure

Introduction

The procedure outlined in this document shall be used to address a currently-enrolled undergraduate student’s academic grievance relating to classroom procedures, grade determination, interpersonal conflict, and/or a department decision where there is no other appeal procedure established.

The appeal procedures related to alleged violations of academic integrity (including the impact of such alleged violations on a student’s grade) may be found in the Academic Integrity Policy. Information about a grievance related to College-wide academic policies and procedures may be found in the Academic Petition section of the College Catalog and requires that an Academic Petition be completed so the grievance may be addressed. Policies and procedures related to discrimination, harassment, or sexual misconduct may be found in the Nondiscrimination Policies; a report may be filed online. The Equity Policy & Procedures detail procedures regarding a bias incident; a report may be filed online.

Requests must be submitted within 45 calendar days of the incident and at least three weeks prior to the end of the term to be considered during the current term. Requests submitted within 45 days but after the three-week deadline will be deferred to the next semester (not including summer). Requests submitted during the summer will be deferred to the fall semester.

A current student who desires to use the Academic Grievance Procedure must meet with the Dean of Student Wellness (student.wellness@wheaton.edu) to explore if the Academic Grievance Procedure is the most appropriate pathway to address the situation. The Dean of Student Wellness will inform the student about the Grievance Procedure and decide whether this is the appropriate procedure to address the student’s concerns.

If it is determined this is the appropriate procedure, the Dean of Student Wellness will then introduce the student to the Ombudsperson resources. Faculty and staff Ombudspersons serve as neutral parties to help the student compose a clearly written account of their concerns for use in the Academic Grievance Procedure. The student may not deviate from the written account in subsequent meetings.

Faculty ombudspersons are designated on an annual basis by the Provost for a one-year renewable appointment; staff ombudspersons are designated by the Vice President for Student Development on an annual basis for a one-year renewable appointment. The Ombudspersons will only discuss the grievance with those parties immediately involved in the matter. As neutral parties, Ombudspersons are not to speak on behalf of the student or personally advocate for or against a student’s grievance.

I. Procedure

Should a student who has completed their written account choose to address a grievance with a faculty member through the Academic Grievance Procedure:

1. The Dean of Student Wellness will provide a copy of the Academic Grievance Procedure and the student’s written account of their concerns to the relevant faculty member within 10 calendar days of approving the student’s request to initiate the grievance procedure.
2. The faculty member shall review the student’s written account. The Dean of Student Wellness will organize a meeting between the faculty member, the student, and the Ombudsperson within 14 calendar days of the Dean’s initial communication with the faculty member. The meeting shall be in the spirit of the guidance found in Matthew 18:15-20, where the faculty member will seek to understand the position of the student and the desired outcome, while the student is encouraged to ask follow-up questions to seek to understand the faculty member’s decision. If the faculty member and/or student refuse to meet in person, the faculty review may be conducted based on the student’s written statement.
3. The faculty member will communicate a written outcome to both the student and the Dean of Student Wellness within 14 calendar days of the meeting.
4. If after receiving the faculty member’s written response, the student does not experience resolution, the student may notify the Dean of Student Wellness that they would like the decision reviewed by a grievance review committee. This notification must take place via email to student.wellness@wheaton.edu within seven calendar days of receiving the faculty member’s response.

II. Review Process

Should the student choose to have the decision reviewed by a grievance review committee:

1. The Dean of Student Wellness will provide the following to the faculty member’s academic dean within seven calendar days of the student’s request for review:
   • A copy of the Academic Grievance Procedure,
   • The student’s original written account of their concerns, and
   • The faculty member’s written response.
2. Within 21 calendar days of receiving the materials mentioned above, the academic dean will convene the grievance review committee (see Notes below). Both the student and the faculty member have the right to attend this meeting and present relevant information. The student’s Ombudsperson is permitted to accompany them, and the faculty Vice Chair may accompany the faculty member as their Ombudsperson. Ombudspersons are non-speaking roles during the grievance review committee meeting but are available for private consultation to the respective student and faculty member before and after the meeting, and during breaks. The meeting will not be recorded and will be closed to the public.
3. After the meeting, the committee will deliberate privately to review the information presented and determine a course of action. The committee’s responsibilities include determining:
   • Whether the faculty member’s decision was substantially outside the reasonable parameters established by the course syllabus.
   • Whether the faculty member’s decision was influenced by substantive bias or deviated from established departmental procedures.
   • Whether the student or faculty member presents new information that was not included in the initial written accounts.
   • Whether the steps leading up to its meeting complied with the deadlines mentioned in this policy.

   Possible actions may include:

   • Supporting the faculty member’s original decision,
   • Recommending that the faculty member administer a new final (higher) assessment in the course,
   • Recommending that the student’s registration in the course be dropped with a W (and no tuition refund), unless doing so would negatively impact a student’s enrollment, and/or
   • Recommending awarding a grade of “pass” in the course, except that such a remedy should only be used if no other reasonable alternative is available.

   While the committee has the authority to recommend actions, it cannot:

   • Assign a letter grade to the student or
   • Take disciplinary action against the faculty member.

   The grievance review committee may consult the academic dean before issuing its decision.

4. The grievance review committee will communicate its decision to the academic dean within seven calendar days of the meeting with the student and faculty member. The academic dean will then inform the student, the faculty member, and the Dean of Student Wellness about the committee’s decision within three calendar days. The academic dean is responsible for implementing the committee’s decision and, as relevant, submitting a Change of Grade form to the Registrar’s Office.
5. The decision made by the grievance review committee is final and cannot be appealed.

Notes on the Review Process

• A grievance review committee will consist of three faculty members, appointed by the academic dean. The committee will not include the faculty member who issued the decision under review or the corresponding academic dean themselves.
• All timelines are measured in calendar days (not business days). If a deadline falls on a day when classes are not in session, the deadline will be postponed to the next day when classes resume.
• If a student withdraws from the College, takes a Leave of Absence, graduates, or otherwise ceases to be a currently enrolled undergraduate student before the Academic Grievance Procedure is completed, the grievance will be considered withdrawn and closed. A student who subsequently returns to enrollment may initiate a new grievance only if the request is otherwise timely under the filing deadlines established in this policy.
• If a student who has enacted the Academic Grievance Procedure becomes unresponsive for seven calendar days after receiving a request for participation or information necessary to continue the process, the grievance will be considered closed. Before closing a grievance due to non-response, the Student Wellness office, will make a reasonable effort to contact the student and provide notice that failure to respond may result in closure. A student may request review of an involuntary closure by submitting a written request to the Dean of Student Wellness within seven calendar days of the closure notice. The request must explain the circumstances that prevented participation and provide any relevant information supporting the request. The Dean of Student Wellness will determine whether the grievance should be reopened based on the circumstances presented, the length of the delay, the availability of relevant information, and whether reopening the grievance would allow for a fair and meaningful review. The Dean’s determination regarding whether to reopen the grievance is final.

The Academic Grievance Procedure outlines the distinct and shared responsibilities that Academic Affairs and Student Development staff have in managing the grievance process. If future modifications are made to these procedures, they should be developed collaboratively and with the assistance of the Academic Policies Committee.