University of Washington Bothell

Grades

Ungraduate Grading System

Graduate Grading System

Undergraduate Grading System

UW Bothell uses a numerical grading system. Instructors may report grades from 4.0 to 0.7 in 0.1 increments and the grade 0.0. The number 0.0 is assigned for failing work or unofficial withdrawal. Grades in the range 0.6 to 0.1 may not be assigned. Grades reported in this range are converted by the Office of the Registrar to 0.0. Numerical grades may be considered equivalent to letter grades as follows:

Undergraduate
Grading Scale

A       4.0 - 3.9

A-     3.8 - 3.5

B+     3.4 - 3.2

B       3.1 - 2.9

B-     2.8 - 2.5

C+     2.4 - 2.2

C       2.1 - 1.9

C-     1.8 - 1.5

D+     1.4 - 1.2

D       1.1 - 0.9

D-     0.8 - 0.7   Lowest passing grade.

E       0.0           Failure or unofficial
                          withdrawal.                                                               (No credit earned)

X       No grade has been turned in

The following letter grades also may be used:

N      Indicates that the student is making satisfactory progress and a final grade will be given at the end of the quarter the work is completed. Used only for hyphenated courses (courses not completed in one quarter) and courses numbered 600, 601, 700, 750, and 800.

I      Incomplete grades may be awarded only if the student is doing satisfactory work up until the last two weeks of the quarter. Undergraduate students must not re-register for courses in which they have received an Incomplete, since a grade earned in a repeat course will not be recorded as an Incomplete conversion grade. To obtain credit for the course, an undergraduate student must convert an Incomplete into a passing grade no later than the last day of the next quarter. An Incomplete, not made up by the end of the next quarter, will be converted to the grade of 0.0 by the Registrar, unless the instructor has indicated, when assigning the Incomplete grade, that a grade other than 0.0 should be recorded, if the incomplete work is not completed. The original Incomplete grade is not removed from the transcript. An instructor may approve an extension of the Incomplete removal deadline by writing to the Graduation and Academic Records Office, no later than the last day of the quarter, following the quarter in which the Incomplete grade was assigned. Extensions, which may be granted for up to three additional quarters, must be received before the Incomplete has been converted into a failing grade.

In no case can an Incomplete, received by an undergraduate, be converted to a passing grade after a lapse of one year.

S      Satisfactory grade for courses taken on a satisfactory/not-satisfactory basis. An S grade is automatically converted from a numerical grade of 2.0 or above for undergraduates. The grade S may not be assigned directly by the instructor, but is a grade conversion by the Office of the Registrar. S/NS graded courses may not be used to satisfy major or general education requirements. S is not computed in GPA calculations.

NS    Not-satisfactory grade for courses taken on a satisfactory/not-satisfactory basis. A grade less than 2.0 for undergraduates is converted to NS. NS is not included in GPA calculations. No credit is awarded for courses in which an NS grade is received.

CR  Credit awarded in a course offered on a credit/no credit basis only, or in courses numbered 600, 601, 700, 750, and 800. The minimum performance level required for a CR grade is determined, and the grade is awarded directly, by the instructor. CR is not computed in GPA calculations.

NC    Credit not awarded in a course offered on a credit/no-credit basis only, or in courses numbered 600, 601, 700, 750, and 800. The grade is awarded directly by the instructor and is not included in GPA calculations.

W      Official withdrawal or drop from a course from the third through the seventh week of the quarter for undergraduates. A number designating the week of the quarter is recorded with the W, when a course is dropped. It is not computed in GPA calculations.

HW    Grade assigned when an undergraduate is allowed a hardship withdrawal from a course after the fourteenth calendar day of the quarter. It is not computed in GPA calculations.

X      An instructor may submit a grade of "X" for a student if, for whatever reason, the student's grade is not available when the grades for the class are submitted. The student does not receive credit for the course until a numerical grade is turned in. Also, if an instructor has not turned in any grade by the time grade reports are printed, an "X" will be recorded until the grade is submitted. If the instructor never turns in a grade, the X remains on the transcript. The GPA is not affected and no credit is granted.

Nontraditional Grading Options

Credit/No Credit-Only as a
Course Option

With appropriate departmental review and approval, a course may be offered on a credit/no credit-only basis.  The standard for granting credit in credit/no credit-only courses, under this option, is the demonstration of competence in the material of the course to the instructor's satisfaction.

Satisfactory/Non-Satisfactory
Grading Option

(a) An undergraduate may earn up to 25 elective credits, of the 180 minimum credits required for graduation, on a satisfactory/non-satisfactory (S/NS) basis.  S/NS graded courses may not be used to satisfy major or general education requirements. Each instructor shall report numeric grades to the Registrar, who shall convert satisfactory grades (2.0 or greater) to S, and non-satisfactory grades (less than 2.0) to NS for the student's transcript.  S/NS shall not be considered in computation of the grade-point average. 

(b) The student may indicate at the time of registration if she or he elects to take a course on an S/NS basis.  The student can change to and from an S/NS option, through the seventh week of the quarter, through electronic registration. There is no limit to the number of S/NS credits that a student can register for in a given quarter.  Withdrawal from an S/NS course is subject to the same regulations as for any other course.

(c) An instructor may not submit an S or NS in a course. S/NS grades shall appear on the transcript only in the event that the student is registered on an S/NS basis.

Grade-point average

The cumulative grade-point average is based solely on courses taken in residence at the University of Washington; this includes some, but not all, courses taken through UW Extension.  The UW transcript reflects grades for UW Extension course work that is not residence credit, and the grades for credit by examination.  These latter grades do not affect the student's UW cumulative grade-point average.

Computation of grade-point average

The grade-point average for graduation is computed by dividing the total cumulative grade points by the total credits attempted for courses taken in residence at the University.  Grade points are calculated by multiplying the number of credits by the numeric value of the grade for each course.  The sum of the grade points is then divided by the total credits attempted.  Courses elected on an S/NS basis are counted as follows: Satisfactory grades are printed on the permanent record as an S and do not count in the quarterly or cumulative grade-point average, but they do count as credits earned toward graduation.  Not-satisfactory grades, NS, do not count in the quarterly and cumulative grade-point averages and do not count as credits earned toward graduation.

Example 1:

Course       Credits      Grade      Grade                                                                   Points

BLS 498         3             0.0           0.0

BLS 300         5             2.9         14.5

BLS 343         5             3.2         16.0                                                                     30.5

  • Total credits earned toward graduation is 10
  • Total graded credits attempted is 13
  • Grade-point average:
30.5 x 13 = 2.35
  • The total graded credits attempted, not the credits earned toward graduation, are used in computing the grade-point average.

Example 2:

Course       Credits      Grade      Grade                                                                   Points

BLS 325         5             2.3         11.5

BLS 463         5             2.9         14.5

BLS 313         5              I              0.0                                                                     26.0

  • Total credits earned toward graduation is 10
  • Total graded credits attempted is 15
  • Grade-point average:
26.0 x 10 = 2.60
  • The student attempted 15 credits, but only 10 are graded, because the I is not computed in the grade-point average. If the work in BLS 313 is not made up by the end of the quarter, the "I" will convert to a numeric grade of 0.0, and the grade-point average will be recomputed. When the grade of 0.0 is received, it is computed in the grade-point average, but no credit is awarded toward graduation.

Repeating Courses

With the approval of the academic department offering the course, an undergraduate may repeat a course once. Both the original grade and the second grade are computed in the GPA but credit is allowed only once. Veterans receiving benefits must receive approval from the Office of Special Services before a course is repeated.

Courses considered to have been taken once include any with a numerical grade or those with grades of I, CR/NC, or S/NS. Withdrawn or dropped courses and courses with X or no grade reported will not count as the first taking of a course. If you are currently enrolled in a course, registration for the same course in the following quarter will be counted as a repeat registration.

Departments may restrict undergraduates from repeat registration into courses.
Restrictions may include:

  • only allowing registration after Period I
  • only allowing registration after the quarter has begun, or
  • requiring an Entry Code for a repeat registration

A second repeat (taking a class for a third time [or more]) cannot be done using MyUW. A second repeat requires the department to register you into the course. Grades in the third or subsequent takings will not be included in the grade-point average (GPA).

Grading Procedures

Change of Grade:  Except in case of error, no instructor may change a grade that he or she has turned in to the Registrar.  A student who finds administrative omissions or errors in a grade report must make application to the Registrar for a review, not later that the last day of the student's next quarter in residence, but in no case after a lapse of two years.  Grades used to meet graduation requirements cannot be changed after the degree has been granted.  Time spent in military service is not counted as part of the two-year limitation.  Students are not automatically notified of grade changes posted after the first of the quarter.

Grade Appeal Procedure

A student who believes he or she has been improperly graded first discusses the matter with the instructor.  If the student is not satisfied with the instructor's explanation, the student may submit a written appeal to the director of the student's academic program with a copy of the appeal also to the instructor.  The director consults with the instructor to ensure that the evaluation of the student's performance has not been arbitrary or capricious.  Should the director believe the instructor's conduct to be arbitrary or capricious, and the instructor declines to revise the grade, the director, with the approval of the voting members of his or her faculty, shall appoint an appropriate member, or members, of the faculty of that department, to evaluate the performance of the student and assign a grade.  The Vice Chancellor of Academic Affairs should be informed of this action.

Once a student submits a written appeal, this document, and all subsequent actions on this appeal, are recorded in written form for deposit in a department or college file.

Grade Reports

As of Autumn Quarter 1996, the University of Washington no longer mails grade reports to students after the quarter is completed. Grades are available through MyUW at the end of each quarter.

University Policy on Student Education Records

A copy of the University's policy on a student's right to inspect his or her education records and the University's responsibility to maintain the confidentiality of such records are available at reference stations on campus (e.g., Office of the Chancellor and Dean, and the Library).  Additionally, the policy is summarized in the Time Schedule each quarter.

Scholarship - Undergraduate Level

Academic Standards

Students are expected to meet the traditional standards of honesty and truthfulness in all aspects of their academic work at UW Bothell.  In particular, all work submitted to an instructor in fulfillment of course assignments, including papers and projects, written and oral examinations, and oral presentations and reports, must be free of plagiarism.  Plagiarism is using the creations, ideas, or words of someone else without formally acknowledging the author or source, through appropriate use of quotation marks, references, and the like.  Student work in which plagiarism occurs will not ordinarily be accepted as satisfactory by the instructor and may lead to disciplinary action against the student submitting it.  Any student who is uncertain whether his or her use of the work of others constitutes plagiarism should consult the course instructor for guidance before formally submitting the course work involved.

Low Scholarship

Academic Warning

An undergraduate student, whose grade-point average falls below 2.00 in his or her first quarter at the University, receives an academic warning.  If a cumulative grade-point average of at least 2.00, for courses earned in residence at the University, is not achieved by the end of the next quarter, he or she is placed on academic probation.

Probation and Dismissal for
Low Scholarship

An undergraduate student is placed on academic probation at the end of any quarter (except for the first quarter at the University, when an academic warning is issued), in which his or her cumulative grade-point average falls below 2.00. Once on probation, the student must attain at least a 2.50 for each succeeding quarter's work, until the cumulative grade-point average is raised to a 2.00, or the student is dropped for low scholarship.

Reinstatement

A student who has been dropped under low scholarship rules will be readmitted to the University upon review of a reinstatement petition submitted to their program office. A student readmitted, after being dropped under these rules, reenters on academic probation. The student's grade-point average is the same as when dropped from the University, and the student may not use grades from other colleges or universities to raise his or her UW grade-point average. A readmitted student is dropped if he or she fails to attain either a 2.50 grade-point average for the following quarter's work, or a cumulative UW grade-point average of 2.00 at the end of that quarter.  The student is removed from probation at the end of the quarter in which a cumulative grade-point average of 2.00 or better is reached.

Senior in Final Quarter

A senior who has completed the required number of credits for graduation, but whose work in what would normally be his or her final quarter places him or her on probation, does not receive a degree until removed from probation.

High Scholarship

Quarterly High-Scholarship List

The quarterly high-scholarship list includes the names of matriculated undergraduate students who have attained a quarterly grade-point average of 3.50 in the final grades for at least 12 graded credits.  Appropriate high-scholarship entries are made on the student's permanent academic record.

Yearly Undergraduate Honors

The yearly award for high scholarship is received on the academic transcript of students who have achieved the following:

  • A cumulative grade-point average of 3.50 in at least three quarters of the academic year (Summer, Autumn, Winter, Spring)
  • 12 graded credits or more for each of the three quarters, exclusive of Satisfactory/Not Satisfactory (S/ NS) and Credit/No Credit-only (C/NC) courses.
  • Students who have attended the UW four quarters of the school year (Summer through Spring) must have a grade-point average of 3.50 for each of any three quarters, a minimum of 12 graded credits (exclusive of S/NS and C/NC courses) for each of the three quarters, and a cumulative GPA of 3.50 for the four quarters.

Certificates of High Scholarship

Certificates of high scholarship are awarded to students in the sophomore, junior, and senior classes who have high scholastic records for their freshman, sophomore, or junior years, respectively.  The Honors Committee determines the grade-point average required for the awarding of certificates.

Graduate Grading System 

In reporting grades for graduate students, units that offer graduate degrees use the system described herein. Grades are entered as numbers, the possible values beginning at 4.0 and decreasing by one-tenth increments until 1.7 is reached. Grades below 1.7 are recorded as 0.0 by the Registrar and do not count toward residency, total credit count, or grade and credit requirements. A minimum grade of 2.7 is required in each course that is counted toward a graduate degree. A minimum GPA of 3.00 is required for graduation.

Correspondence between number grades and letter grades is as follows:

Graduate Grading Scale

4.0       A                 2.8          B-

3.9                          2.7

3.8       A-               2.6

3.7                          2.5

3.6                          2.4          C+

3.5                          2.3

3.4       B+               2.2

3.3                          2.1

3.2                          2.0          C

3.1                          1.9

3.0       B                 1.8

2.9                          1.7

                               1.6-0.0    E

The following letter grades also may be used:

I    Incomplete.  An incomplete may be given only when the student has been in attendance, has done satisfactory work to within two weeks of the end of the quarter, and has furnished proof satisfactory to the instructor that the work cannot be completed, because of illness or other circumstances beyond the student's control. A written statement giving the reason for the incomplete, and indicating the work required to remove it, must be filed by the instructor, with the head of the unit in which the course is offered.

To obtain credit for the course, a student must successfully complete the work by the last day of the next quarter in residence. This rule may be waived by the dean of the college in which the course is offered. In no case may an incomplete be converted into a passing grade after a lapse of two years or more. An incomplete received by a graduate student does not automatically convert to a grade of 0.0, but will remain a permanent part of the student's record.

N    No grade.  Used only for hyphenated courses and courses numbered 600 (Independent Study or Research), 601 (Internship), 700 (Master's Thesis), 750 (Internship), or 800 (Doctoral Dissertation). An N grade indicates that satisfactory progress is being made, but evaluation depends on completion of the research, thesis, internship, or dissertation, at which time the instructor or supervisory committee chair should change the N grade(s) to one reflecting the final evaluation.

S/NS   Satisfactory/Not Satisfactory. A graduate student, with the approval of the graduate program coordinator or supervisory committee chair, may elect to be graded S/NS in any numerically graded course for which he or she is eligible. The choice must be indicated at the time of registration or by the tenth day of the quarter. (As with all registration changes, a $20 change fee will be charged beginning the second week of the quarter.) Only in very unusual cases may S/NS grades be converted to numeric grades or vice versa. The instructor submits a numeric grade to the Registrar's Office for conversion to S (numeric grades of 2.7 and above) or NS (grades lower than 2.7).

CR/NC  Credit/No Credit. With the approval of the faculty in the academic unit, any course may be designated for grading on the credit/no-credit basis by notice in the appropriate Time Schedule. For such courses, the instructor submits a grade of CR or NC to be recorded by the Registrar's Office for each student in the course at the end of the quarter. All courses numbered 600, 601, 700, 750, and 800 may be graded with a decimal grade, CR/NC, or N at the instructor's option.

W    Withdrawal. Official withdrawal from a course may be done on MyUW through the second week of the quarter. During the first two weeks of the quarter no entry is made on the permanent academic record. The third week through the seventh week of the quarter, a W, and week designation, is recorded on the transcript. Refer to the Time Schedule after the seventh week of the quarter.

HW  Hardship Withdrawal. Grade assigned when a graduate student is allowed a hardship withdrawal from a course after the second week of the quarter.

Unofficial withdrawal from a course shall result in a grade of 0.0.

The grades of W and HW count neither as completed credits nor in computation of the GPA.

Of the minimum number of credits required for a graduate degree, a graduate student must show numerical grades in at least 18 quarter hours of course work taken at the UW. These numerical grades may be earned in approved 400-level and 500-level courses.

The student may petition the Dean of the Graduate School to modify the procedures described above. The petition should be accompanied by comments and recommendations from the graduate program coordinator.

Repeating Courses

With the approval of the academic department offering the course, an undergraduate may repeat a course once. Both the original grade and the second grade are computed in the GPA but credit is allowed only once. Veterans receiving benefits must receive approval from the Office of Special Services before a course is repeated.

Courses considered to have been taken once include any with a numerical grade or those with grades of I, CR/NC, or S/NS. Withdrawn or dropped courses and courses with X or no grade reported will not count as the first taking of a course. If you are currently enrolled in a course, registration for the same course in the following quarter will be counted as a repeat registration.

Effective winter quarter 2005, departments may restrict undergraduates from repeat registration into courses.
Restrictions may include:

  • only allowing registration after Period I
  • only allowing registration after the quarter has begun, or
  • requiring an Entry Code for a repeat registration

A second repeat (taking a class for a third time [or more]) cannot be done using MyUW. A second repeat requires the department to register you into the course. Grades in the third or subsequent takings will not be included in the grade-point average (GPA).

Continuation or Termination of Students in the Graduate School

Admission to the Graduate School allows students to continue graduate study and research at the University of Washington, only as long as they maintain satisfactory performance and progress toward completion of their graduate degree program. The definition of satisfactory performance and progress toward completion of the degree program may differ among degree offering units; therefore, it is imperative that each graduate unit has these requirements in writing and distributes them to each graduate student. The following information should be included:

1.  General expectations for graduate student performance, within the academic unit, including, but not limited to, required coursework and length of time allowed for completion of various phases of the program.

2.  The identification of persons in departments, colleges, schools, and groups who are responsible for both the evaluation of graduate student progress and for informing students about the fulfillment of these requirements, and when such evaluations are to be made.

3.  Criteria by which performance and progress are to be evaluated, including areas which may or may not be negotiated.

4.  Under what circumstances the graduate unit will recommend to the Dean of the Graduate School the alteration of a student's standing-i.e., conditions that warrant warn, probation, and final probation (see Suggested Guidelines for Change of Status Action), and length of time the academic unit will tolerate low scholarship or unsatisfactory performance and progress.

5.  Procedures for appealing evaluations recommended to the Graduate School by the graduate program.

Scholarship -
Graduate Level

Review Process for Low Scholarship and unsatisfactory Progress

Review of students who maintain a 3.0 grade point average (GPA) is at the discretion of the graduate unit and is expected to be undertaken at least annually. Students whose cumulative or quarterly GPA falls below a 3.0 must be reviewed quarterly and be provided with an explanation of performance expectations and a timetable for correction of deficiencies. Doctoral program students are to be reviewed by their doctoral Supervisory Committee, or by a committee of graduate faculty, in the unit appointed or elected for this purpose, in consultation with the student's Supervisory Committee. Pre- and post-master's students are to be reviewed by supervisory committees, if such committees have been appointed, or by the graduate faculty members who have been designated to oversee such students' programs. See Graduate School Memorandum No. 13, Supervisory Committees for Graduate Students, for an explanation of the role and responsibilities of supervisory committees. In evaluating the student's performance and progress, all of the following should be reviewed:

1.  Grade reports: cumulative and quarterly GPAs computed on those courses taken while the student is enrolled in the University of Washington Graduate School. Computation is based only on courses numbered 400-599; courses graded I, S/NS, and CR/NC are excluded, as are the 600-800 series.

2.  Performance during informal coursework and seminars.

3.  Research capability, progress, and performance.

4.  Any other information relevant to graduate program academic requirements.

A determination of satisfactory performance and progress may be made upon review of the factors indicated above and consideration of the student's progress relative to other students (part-time/full-time) in the program or to an individually negotiated schedule.

Low Grade Point Average

The Graduate School provides the Graduate Program Coordinator of each degree-offering unit with a quarterly Low Scholarship Report which lists the names of graduate students whose GPAs fall below 3.0 either cumulatively or for that quarter. Instructions and deadlines for completing the review and transmitting the recommendations are provided with the report.

The Graduate Program Coordinator and the graduate faculty who supervise these students are expected to review the status of each student whose name appears on the low scholarship printout and to transmit to the Dean of the Graduate School a specific recommendation-i.e. no action, warn, probation, final probation, or drop-for each case. Final probation and drop recommendations must be accompanied by a statement which describes the student's academic problems and provides an explanation for the recommended action by the graduate faculty or supervisory committee involved.

Graduate programs deciding that either "no action" or "warn" is the appropriate action to be taken based on the student's performance, may initiate contact with the student without such action appearing on the student's permanent record. The Registrar will record only those actions recommending probation, final probation, and drop.

Unsatisfactory Performance
and Progress

To determine satisfactory performance or progress, the following criteria should be used:

1.  Performance in the fulfillment of degree program requirements.

2.  Performance during informal coursework and seminars.

3.  Research capability, progress, and achievements.

When review of a student's performance and progress results in a determination that it has been unsatisfactory, the name of the student and recommendation for action-i.e. warn, probation, final probation, or drop-should be transmitted by the Graduate Program Coordinator or the head of the graduate unit to the Dean of the Graduate School by the appropriate deadline dates. All recommendations of unsatisfactory performance and progress must be accompanied by a well-documented statement of the circumstances involved and evidence that the action requested is supported by the majority of the graduate faculty, delegated representatives, or supervisory committee involved.

Students should receive written notification of this action, which includes information regarding the necessary steps the student must take to maintain their graduate student status in good standing.

SUGGESTED GUIDELINES FOR CHANGE OF STATUS ACTION

Suggested guidelines for determining the action to be recommended for low grade point average or unsatisfactory performance and progress are given below:

No Action

May be recommended for those students whose cumulative GPA is above 3.0, but whose most recent quarter's work is below 3.0, if the review has determined that this condition is not cause for immediate concern.

Warning

1.  May be recommended for those students whose cumulative GPA has dropped slightly below 3.0-i.e. 2.99-2.95

2.  May be recommended for those students who have failed to meet expectations for performance and progress as determined by the graduate program.

Action taken as indicated above will be initiated by the Graduate Program, and reported to the Graduate School, but will not appear on the student's permanent record. The department is expected to notify each student in writing.

Probation

1.  May be recommended for those students who have not corrected the deficiency, which caused the warn action within the time limit specified by the graduate program.

2.  May be recommended for those students who depart suddenly and substantially from scholarly achievement as defined by the graduate program (a previous warn recommendation is not necessary).

3.  Programs may determine the length of probationary status (the Graduate School recommends no less than one quarter and no more that three quarters of probationary status). Students should be informed of the current program policy regarding the length of the probationary period.

Final Probation

1.  May be recommended for those students who have not corrected the condition(s) that caused the probation recommendation within the time limit specified by the graduate program.

2.  May be recommended for those students who fail to progress toward completion of the graduate program. A student will be carried on final probation status for one quarter before being changed to drop, probation, or some other status.

Drop

Final action to be recommended. A drop recommendation means immediate drop from the University of Washington. Therefore, this recommendation must be received in the Graduate School soon after the beginning of the quarter following the quarter on which the decision is based.

Recommendations for action on low grade point average or unsatisfactory performance and progress will be reviewed by the Dean of the Graduate School, and students will be informed of a change in status by letter from the Dean.

Appeals

Students may appeal change of status as explained above, directly to the Chairperson of the graduate degree granting unit. Appeals beyond this point should follow the process outlined in Graduate School Memorandum No. 33, Academic Grievance Procedure.

Please note: Action is taken for one quarter only. No action will appear on the transcript for any subsequent quarter unless a recommendation is made to the Dean.

Academic Grievance Procedure

Graduate students who encounter academic problems related to their academic abilities, but not including evaluation thereof, may seek resolution of their complaints as described below. These policies apply to issues such as faculty, departmental, college or Graduate School policies affecting individual student prerogatives, deviations from stated grading practices (but not individual grade challenges), unfair treatment, and related issues.

Students who believe they have been discriminated against on the basis of race, religion, color, sex, national origin, age, handicap, or status as a disabled veteran or Vietnam-era veteran should refer to the Human Rights Grievance Procedure contained in the University of Washington Operations Manual, D 45.5.

Informal Conciliation

The student is encouraged at first to attempt to resolve a grievance with the faculty or staff member(s) most directly concerned. The director or chairperson of the unit also may be asked to conciliate the grievance. If discussion with the faculty or staff member(s) concerned does not resolve the grievance, the student may request the Graduate School to assist in an informal resolution.

If the student is dissatisfied with the informal conciliation, he or she may file a formal complaint with the Dean of the Graduate School.

Formal Complaint

Graduate School Academic Grievance Committee: The Dean of the Graduate School shall designate an Associate Dean of the Graduate School to chair the Graduate School Academic Grievance Committee. Each year the Dean shall appoint to the Committee five members of the Graduate Faculty and, from a list of ten nominees provided by the Graduate and Professional Student Senate, five full-time graduate students who are in good academic standing. This committee will constitute the pool from which the chairperson will appoint panels as needed to provide fair and impartial hearings on formal complaints filed with the Dean of the Graduate School.

A formal grievance will be referred to the chairperson of the Graduate School Academic Grievance Committee who shall, within five working days (hereafter, time limitations are stated in working days) of its receipt, designate two faculty and two student members of the Committee to serve as a Hearing Panel. The Committee chairperson/designee shall act as panel chairperson. The student and the faculty or staff concerned shall each have the right to exercise one preemptory challenge against the Panel designees within five days after notification of the names of the designees. If a challenge is made, the chairperson shall designate another faculty or student member to replace the member challenged. All members of the Panel shall have the right to vote upon any matter that may come before the Panel. No member of the Hearing Panel shall be from the department of any of the parties to the grievance.

Hearing

When a formal complaint has been filed by a graduate student, the chairperson of the Graduate School Academic Grievance Committee shall distribute a copy of the complaint to each faculty or academic staff person directly involved. The Panel chairperson shall establish a time and place for a hearing to be held no later than 15 days from the date of final determination of the panel membership, unless, for good reason, stated in writing to the complainant and other concerned parties, the Panel chairperson schedules the hearing for a later specified date. The chairperson shall announce the time and place of the hearing to the student, the member(s) of the faculty and staff involved, the dean of the college or school, the chairperson of the department, and all other prospective witnesses. A list of the persons notified will be given to the student and the other individuals directly involved.

Hearings will be conducted in closed session except when and to the extent mutually agreed upon by the student and faculty or staff involved. All parties may present evidence and testimony. Only evidence presented at the hearing will be considered in determining the validity of the complaint. Hearings may be continued from day to day until all evidence has been presented. A written summary of the proceedings will be kept for at least one year and shall include a tape recording of testimony.

Within 15 days after the hearing adjourns, the Panel shall present to the Dean of the Graduate School its report, including findings, conclusions, and recommendations for action. The report will be simultaneously transmitted to the student and to the faculty and staff member(s) concerned.

The Dean of the Graduate School, within 10 days after receipt of the panel report, shall issue his decision as to the action to be taken on the grievance. The Dean's decision shall include an evaluation of the validity of the grievance and a statement of the action to be taken. Copies of the decision shall be transmitted to the student, the faculty and staff member(s), their chairperson(s), and their deans.

The decision of the Dean shall become final at the close of the seventh day after issuance, unless the student or any other party directly involved files a written request for consideration of the findings by the Provost.

Appeal

When a request for consideration by the Provost has been received, the Dean of the Graduate School shall transmit to the Provost a copy of the decision issued by him, together with the documentation, transcripts or tape recordings of testimony, and other information relevant to the grievance.

The Provost shall examine the record and determine that either:

1.  There are no procedural irregularities and the decision is fair, in which case he will reject the request, thereby making the decision of the Dean immediately final; or

2.  The record reflects some basis for reconsideration, in which case he will remand the matter to the Dean of the Graduate School for appropriate action.

The Provost shall notify the student and the Dean of the Graduate School of his finding within 10 days after receipt of the student's request.

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