Type:
University Policy
Division:
Student Affairs
Classification:
ACADEMIC & STUDENT AFFAIRS
Contact Phone Number:
503-838-8271
Contact Email Address:
provost@wou.edu
| TITLE | |
| Academic Complaint Process | |
| POLICY NUMBER | |
| ASA-04-015 | |
| RESPONSIBLE OFFICER | UNIVERSITY CONTACT |
| Provost & VP for Academic Affairs | Office of Academic Affairs |
| SUMMARY | |
Describes the process for students to submit academic complaints and for the university’s response to those complaints. | |
| APPLICABLE TO | |
| Students, Faculty, Deans, Provost | |
| DEFINITIONS | |
Academic Complaint. A student complaint related to areas such as grading, assignments, syllabus-related items, program admission, academic advising, and course-related conduct that impairs learning. Bullying or abusive behaviors. Includes threatening or intimidating behavior or words (written or oral); obscenities/profanities (verbal or gestures) directed at a person; threatening or obscene gestures, jokes or cartoons; degrading a person or group on the basis of a personal or cultural characteristic; taunting, jeering, mocking, or humiliating another person through acts or words; screaming and/or yelling at others; insulting someone, especially in the presence of others; or endangering the safety or an individual or individuals. | |
| AUTHORITY | |
| FULL STATEMENT OF AUTHORITY | |
|
(1) Academic complaints can be related to areas such as grading, assignments syllabus-related items, program admission, academic advising, and course-related conduct that impairs learning. (2) If a complaint involves bullying or abusive behaviors, or program admission, this process begins at Step 3 (College Dean). If a complaint involves allegations of discrimination, civil rights violations, or sexual misconduct/harassment, the WOU Office of Human Resources should be notified immediately and this process should not be utilized. If a complaint involves allegations of Title IX violations, the WOU Title IX Coordinator should be notified immediately and this process should not be utilized. (3) The information provided in a complaint may be protected by the Family Educational Rights and Privacy Act (FERPA) and its implementing regulations. (4) Students may submit a complaint anonymously. This may limit the university’s ability to respond or act upon the complaint. The university will investigate the complaint to the extent that is reasonable in relation to the scope of the information that was provided. (5) Process (a) The student and the instructor meet to discuss a resolution. (i) The instructor should ask the student what resolution is being sought. (ii) The student may move the complaint to Step 2 if the student is uncomfortable talking with the instructor about the concern. (b) If the student and the instructor are unable to agree on a resolution (or that step was skipped), then the division chair should meet with the student and the instructor separately to discuss a resolution. (i) If the instructor at issue is also the division chair, this step can be skipped. (ii) The division chair should, if possible, send an initial response to the student within five (5) business days of receiving a complaint, (iii) The division chair will meet with the student to discuss the complaint and what resolution the student is seeking. (iv) The division chair will work with the instructor directly to see if the desired resolution is possible. If that resolution is not possible, then the division chair and instructor will discuss possible alternative resolutions. (I) If the desired resolution is not possible, the division chair will explain the alternative resolutions to the student and ask the student if they are satisfactory. (c) If the division chair is unable to facilitate a resolution that is satisfactory to the student, then the division chair will assist the student in taking their concern to the appropriate college dean. (i) The college dean will meet with the student to discuss the complaint and what resolution the student is seeking. (ii) The dean will then work with the instructor directly to see if the desired resolution is possible. If that resolution is not possible, then the dean and the instructor will discuss possible alternative resolutions. (I) If the desired resolution is not possible, the dean will explain the alternative resolutions to the student and ask the student if any are satisfactory to the student. (d) If the dean is unable to facilitate a resolution that is satisfactory to the student, then the dean will assist the student in taking their concern to the provost. (i) The provost will meet with the student and the college dean to discuss the complaint and what resolution the student is seeking. (ii) The provost will then work with the instructor and the college dean directly to see if the desired resolution is possible. If that resolution is not possible, then the provost and instructor will discuss possible alternative resolutions. (iii) The provost will then contact the student and college dean to discuss the outcome of the discussion with the instructor. (I) If the desired resolution is not possible, the provost will explain any alternative resolutions to the student and ask the student if any are satisfactory. (II) If an agreement is not reached, the provost will decide how the complaint will be resolved. (III) The provost’s decision will be final for the student. (e) In some circumstances, the student may bring an academic complaint to the Oregon Higher Education Coordinating Commission (HECC). (i) HECC investigates and resolves some complaints against Oregon public universities related to discrimination (ORS 659.850) and retaliation (ORS 659.852). (ii) HECC does not intervene in student grade disputes at public universities unless the student believes the grade dispute has resulted in or is the result of prohibited discrimination or retaliation against the student. (f) In some situations, the instructor may be able to appeal the provost’s decision through the grievance process that is a part of the collective bargaining agreement with the Western Oregon University Federation of Teachers (WOUFT), the faculty union. If this occurs, the student will be provided with information about that process. | |
| REFERENCED OR RELATED POLICIES | |
| RELEVANT DOCUMENTS AND LINKS | |
|
FERPA HECC - Student Complaints |
|
| HISTORY | |
|
APPROVAL DATE: 03/05/2021
EFFECTIVE DATE: 03/05/2021 LAST UPDATED: 03/05/2021 HISTORICAL DETAIL NOTES: Reviewed by Academic Affairs Executive Committee (October 3, 2019); Faculty Senate Executive Committee (January 8, 2020); WOUFT Leadership (January 14, 2020); ASWOU Senate (February 11, 2020); President’s Cabinet (April 22, 2020) SOURCE: Oregon Revised Statutes (ORS) 659.850, ORS 659.852 |
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| FOR POLICY WEBSITE INPUT (public audience keyword search) | |
| complaint; academic; grade; grading; assignment; syllabus | |
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