Academic Grievances or Appeals
An academic grievance or appeal is an allegation by a student of substantial and/or unjustified deviation, to the student’s detriment, from policies, procedures and/or requirements regarding admission, grading policies (not grade changes), special agreements, instructor’s requirements, and academic requirements of the University. Students shall have the right to file academic grievances or appeals according to the following procedures approved by the University. Appeals regarding course registration, withdrawals, or grading policies must be made no later than the next semester of enrollment or by the end of one calendar year if not enrolled, whichever comes first.
The student shall petition in writing the appropriate academic or administrative official responsible for the action which forms the basis of the grievance or appeal. Students may submit their request by email if it is sent from their University email account. They may also use the University's student complaint portal. The request must include:
- student's name as it appears on University records
- Georgia College ID number
- student's University email address
- course name and number (if applicable)
- a clear and concise statement on the nature of the grievance or appeal
- time, location, and date the grievance occurred (if applicable)
- desired outcome
The respondent shall meet with the student to discuss the matter or provide the student with a written response within ten class days of receipt of the written grievance or appeal.
A class day is any Monday through Friday in which the University is open and classes are held, including summer classes.
If the student is not satisfied with the results of that discussion or response and wants the grievance or appeal to be considered further, the student shall appeal in writing to the respondent’s supervisor within ten class days to seek a resolution. This appeal should include the student's previous request with the information outlined above. The supervisor shall meet with the student to discuss the matter or provide the student with a written response within ten class days of receipt of the written appeal.
If the student is not satisfied after seeking consultation at the supervisor’s level and wants the grievance or appeal to be considered further, the student shall appeal in writing to the secondary supervisor within ten class days to seek a resolution. This appeal should include the student's two previous requests with the information outlined above. The secondary supervisor shall meet with the student to discuss the matter or provide the student with a written response within ten class days of receipt of the written appeal.
If the student is not satisfied and wants the grievance or appeal to be considered further, the student shall appeal in writing to the Provost and Vice President for Academic Affairs. This grievance or appeal must be filed within ten class days after the secondary supervisor has completed consideration of the grievance or appeal. The decision of the Provost and Vice President for Academic Affairs will be the final decision on behalf of the institution. A clear statement of the reasons for the decision shall accompany the decision as to the resolution of the grievance or appeal. The student and appropriate University officials shall be notified in writing of the decision within ten class days after receipt of the grievance or appeal.
Academic advisors, Counseling Services, the Student Government Association, and the Office of Academic Affairs can provide students with guidance on navigating the grievance or appeal process.
The time limit for a grievance or appeal may be extended upon approval of a written request to the Provost and Vice President for Academic Affairs.
Non-Academic Grievances or Appeals Process
Georgia College recognizes the importance of providing a prompt and efficient procedure for fair and equitable resolutions of a non-academic grievance or appeal. A non-academic grievance or appeal alleges discrimination by a University employee on the basis of race, color, gender, religion, national origin, age, physical handicap/disability or involves personal behavior and/or University policy. Accordingly, students are encouraged to use the non-academic grievance or appeal process without fear of prejudice or reprisal for initiating the process or participating in its resolution.
A non-academic grievance or appeal is an allegation by a student concerning (1) a University employee, (2) administrative policies, procedures, regulations or requirements of the University, (3) student employment, or (4) a University program, service or activity.
Following are the proper procedures for resolving a non-academic grievance or appeal:
- The student shall submit a complaint in writing to the appropriate University official responsible for the action which forms the basis of the grievance or appeal. The complaint shall contain a clear and concise statement of the grievance or appeal, the remedies sought, and a request for a meeting with the involved person or persons or a written response. The complaint must be submitted within five days of the event unless there are extenuating circumstances. Students may also use the University's student complaint portal.
- The respondent shall schedule a meeting with the student within ten class days of receipt of the written grievance or appeal to discuss the matter. A written reply by the respondent to the student, indicating the results of the meeting and including further action, if any, to be taken, shall be attached to the written grievance or appeal.
- If the student is not satisfied with the results of the discussion and reply and wants the grievance or appeal to be considered further, the student shall appeal in writing to the respondent’s supervisor to seek a resolution. This consultation must begin within 10 class days after the conclusion of the discussion with the respondent. A written reply by the respondent’s supervisor to the student, indicating the results of the meeting and including further action, if any, to be taken, shall be attached to the written grievance or appeal.
- If the student is not satisfied after seeking consultation at the supervisor’s level and wants the grievance or appeal to be considered further, the student shall appeal in writing to the secondary supervisor to seek a resolution. This consultation must begin within ten class days after the supervisor has completed consideration of the grievance or appeal. A written reply by the secondary supervisor to the student, indicating the results of the meeting and including further action, if any, to be taken, shall be attached to the written grievance or appeal.
- If the student is not satisfied and wants the grievance or appeal to be considered further, the student shall appeal in writing to the next appropriate supervisor. This grievance or appeal must be filed within ten class days after the secondary supervisor has completed consideration of the grievance or appeal. A written reply by the next appropriate supervisor to the student, indicating the results of the meeting and including further action, if any, to be taken, shall be attached to the written grievance or appeal.
- The decision of the President will become the final campus decision on the grievance or appeal. A written reply by the President to the student, indicating the results of the meeting and including further action, if any, to be taken, shall be attached to the written grievance or appeal. The student and appropriate University officials shall be notified in writing of the decision within ten class days after the last consideration of the grievance or appeal.
Students should be aware that their faculty advisor, the Office of Counseling Services, the Student Government Association, and the Office of Student Affairs may be resource areas whereby students may receive assistance on a grievance or appeal. The time limit may be extended upon approval of a written request submitted to the Vice President for Student Affairs/Dean of Students.
These policies and procedures are subject to revision from time to time. Please refer to the Student Handbook for the most recent version.