Academic Grievance Procedure for Graduate Students

Purpose and Scope

This procedure provides a structured and equitable process for graduate students to address grievances related to the application of academic policies within the School of Business. The procedure applies to concerns regarding the fairness, consistency, or uniform application of academic policies, standards, or requirements.

This procedure does not apply to:

  • Grade appeals, which are governed by the School of Business Grade Appeal Procedure and UW Scholastic Regulations Chapter 110.
  • Allegations of discrimination, harassment, retaliation, or sexual misconduct, which are addressed through University processes administered by the Civil Rights Compliance Office.
  • Student conduct violations, including plagiarism and cheating, which are addressed through the Student Conduct Code.
  • Employment-related concerns.

Grievances should be resolved at the lowest appropriate level whenever possible. All parties are expected to engage in good faith and in a timely manner.

Grievance Procedure

  1. Initial Discussion for Informal Resolution (Required First Step)
    • The student must first discuss their concern directly with the faculty or staff member involved. This discussion must occur no later than the Friday of the third week following the end of the term during which the grieved action occurred.
    • The faculty or staff must respond within one business week of being contacted.
    • Students may also seek assistance from the Office of the University Ombud. If the concern is resolved through informal discussion, no further action is required.
  2. Filing a Formal Grievance
    • The student must submit a written grievance to the Associate Dean for Academic Programs (or designee) within one business week of the conclusion of the initial discussion as described above.
      • Students may contact the School of Business at uwbb@uw.edu to obtain the contact information of the Associate Dean for Academic Programs (or designee).
      • The grievance must include a clear description of the issue, identification of the specific academic policy, standard, or expectation believed to have been misapplied, relevant supporting documentation (e.g.,
        correspondence, policies), and a description of prior efforts to resolve the issue.
      • A copy must be provided to the faculty or staff.
  3. Review
    • The Associate Dean for Academic Programs (or designee) will conduct an initial review of the grievance and consult with the faculty or staff as appropriate to confirm:
      • The grievance falls within scope
      • Verify that informal resolution was attempted
      • Determine whether sufficient grounds exist for formal review.
    • If the grievance is outside the scope of this procedure, the student will be referred to the appropriate University process.
    • This review must be completed within two business weeks of referral or submission, or three business weeks if it overlaps with an academic break.
  4. School of Business Academic Grievance Committee
    • A School of Business Academic Grievance Committee will be convened as needed and will include faculty members and at least one graduate student representative.
    • Committee members will be selected to avoid conflicts of interest.
    • The Committee will conduct a formal review of the grievance. This may include:
      • Review of written materials
      • Requests for additional documentation
      • Written statements from involved parties.
    • At the Committee’s discretion, a hearing may be conducted. Participation may be in person or remote. The process is not public and will be conducted in accordance with applicable privacy standards.
    • The Committee will evaluate whether: Academic policies, standards, or requirements were applied fairly, consistently, and in accordance with established procedures.
    • This review must be completed within two business weeks of referral or submission, or three business weeks if it overlaps with an academic break.
    • The Committee will provide a written advisory recommendation to the Associate Dean for Academic Programs as the designee of the Dean of the School of Business.
  5. Decision by the Dean’s designee
    • Associate Dean for Academic Programs, acting as the Dean’s designee, will review the Committee’s recommendation and issue a final decision at the School level.
    • The decision will be communicated in writing to the student and faculty and/or staff.
    • Appropriate administrative action will be taken.
    • This decision represents the conclusion of the School-level grievance process.
    • This review must be completed within two business weeks of referral or submission, or three business weeks if it overlaps with an academic break.
  6. Appeal to the Graduate School
    • A graduate student may appeal the outcome of the School-level grievance process to the Dean of the Graduate School solely on the basis of procedural non-uniformity in the application of the grievance procedure described above.
    • Such an appeal must be submitted within 15 days of the School’s final decision and clearly identify the specific procedural issue and how the established process was not followed.
    • The Graduate School will review the appeal in accordance with Policy 3.8.
  7. Timelines, Recordkeeping, and Definitions
    • Timelines may be adjusted during academic breaks and students are expected to adhere to all stated deadlines unless an exception is approved.
    • All relevant documentation will be retained in accordance with University recordkeeping practices.
      • Relevant documentation includes:
        • Policies
        • Handbooks
        • Correspondence
        • Program materials
        • Other records relevant to the grievance
    • Academic Policy Grievance is a claim that an academic policy, standard, requirement, or procedure was applied unfairly, inconsistently, or contrary to established practice.