Student Academic Grievance Procedure
Policy Summary
General information about Stanford’s grievance procedures may be found in Student Grievances. The following policy is subject to periodic review and modification.
Policy Statement
1. Application
a. Any Stanford matriculated undergraduate or graduate student who believes that they have been subjected to an improper decision on an academic matter is entitled to file a grievance to obtain an independent review of the allegedly improper decision, followed by corrective action if appropriate. A grievance is a complaint in writing made to an administrative officer of the University concerning an academic decision, made by a person or group of persons acting in an official University capacity, that directly and adversely affects the student as an individual in their academic capacity.
b. This grievance procedure applies only in those cases involving a perceived academic impropriety arising from a decision taken by: (1) an individual instructor or researcher; (2) a school, department, or program; (3) a committee charged to administer academic policies of a particular school, department, or program; or (4) the University Registrar, the Vice Provost for Undergraduate Education, the C-USP Subcommittee on Academic Progress, or a Senate committee or subcommittee charged to administer academic policies of the Senate of the Academic Council.
c. This grievance procedure does not apply to: (1) complaints expressing dissatisfaction with a University policy of general application challenged on the grounds that the policy is unfair or inadvisable; (2) individual school, department, or program academic policies or degree requirements, as long as those policies or requirements are not inconsistent with general University policy; (3) matters proceeding or addressed through other university processes such as student conduct and involuntary leaves; and (4) non-matriculated students. Non-matriculated students should seek resolution to academic concerns through their program.
d. The University Ombuds Office, although it has no decision making authority, is available to discuss and advise on any matter of University concern and may help expedite resolution of such matters.
2. Grievance Procedures
a. Informal Attempts at Resolution: Efforts should be made to resolve the issue at an informal level without the complaint escalating to the status of a formal grievance. The student first should discuss the matter, orally or in writing, with the individual(s) most directly responsible for the alleged improper decision. If no resolution results, the student should then consult with the individual at the next administrative level, for example, the director of undergraduate or graduate studies, the chair or director of the relevant department or program, or, for those cases in which there is none, with the school dean. The department chair, program director, dean, or delegate, may inform the dean or vice provost for VPUE programs of the student’s concern and consult on the grievance process.
b. The Filing of the Grievance:
i. If informal means of resolution prove unsatisfactory, the student should detail in writing the alleged improper decision, the steps taken to resolve the alleged improper decision, an explanation of why informal resolution was unsatisfactory, and the desired resolution. The student should specifically address the matters set forth in the Standards for Review, as stated in Section 5 below.
ii. The written grievance should be submitted to the dean of the school in which the grievance arose, or to the vice provost for a grievance arising out of a VPUE program. For a grievance concerning a decision of the University Registrar, the Vice Provost for Undergraduate Education, or of a Senate committee or subcommittee, the procedures set forth herein for grievances and appeals shall be modified as stated in Section 4 below.
iii. A grievance must be filed in a timely fashion, and, no later than 30 days after the adverse decision occurred or should reasonably have been discovered. Except in extraordinary circumstances, delay in filing a grievance will constitute grounds for rejection of the grievance.
iv. The grievance process does not relieve the student from their obligation to timely meet course or degree requirements. The student should continue to fulfill course and degree requirements during and following attempts at informal resolution, submission of the grievance, and throughout the time required for disposition of the grievance. Additionally, the grievance process does not pause or otherwise delay University, departmental, or program actions taken for academic or other reasons, and which may impact student status or eligibility for housing or other University services or resources.
c. The Response to the Grievance:
i. The relevant dean or vice provost for VPUE programs will consider the grievance. As appropriate, the dean/vice provost may attempt to resolve the matter informally, remand the grievance to a lower administrative level (including to the level at which the grievance arose) for further consideration, make a disposition of the grievance based on materials submitted (including accepting the findings of a review completed at a lower administrative level), or initiate additional review as detailed below.
ii. The dean/vice provost may refer the grievance, or any issue therein, to any person (the "grievance officer") who will consider the matter and report to the dean/vice provost as the latter directs. The dean/vice provost will inform the student (and the party against whose decision the grievance has been filed) in writing of any referral of the matter and will specify the matters referred, the directions to the person or persons to whom the referral is made (including the time frame within which the person is to report back to the dean/vice provost), and the name of that person.
iii. In undertaking the review, the dean/vice provost or the grievance officer may request information from the student and individuals believed to have information considered relevant, including faculty, staff, and students. Reevaluation of student academic work by another party is not part of a grievance review.
iv. The dean/vice provost will decide the grievance and will notify the student (and the party against whose decision the grievance has been filed) in writing of the disposition made of the grievance and the grounds for the disposition at the earliest practicable date after receipt of the grievance.
v. Normally, no more than 60 days should elapse between the filing of a grievance and the disposition by the dean/vice provost. If, because of absence of key persons from the campus or other circumstances or exigencies (including those due to breaks in the academic calendar), the dean/vice provost decides that disposition on that schedule is not possible, they shall inform the student (and the party against whose decision the grievance has been filed) of that in writing, giving the grounds therefore and an estimate of when a disposition can be expected. During summers and the winter closure, this time frame will nearly always be extended.
3. Appeal Procedures
a. The Filing of the Appeal
i. If the student is dissatisfied with the disposition of the grievance by the dean/vice provost on substantive or procedural grounds, they may appeal in writing to the Provost.
ii. The student must detail the substantive or procedural bases of the appeal; that is, the appeal must be made on grounds other than general dissatisfaction with the disposition. The appeal is limited only to issues raised in the grievance as filed or to procedural errors in the grievance process itself, and not to new issues.
b. The student must submit a written statement explaining the reasons for the appeal as set forth in the Standards for Review in Section 5, copies of the original grievance and any supporting documents, and the determination made by the dean/vice provost.
i. The appeal must be filed in a timely fashion and no more than 30 days after transmittal of the dean's/vice provost’s decision on the grievance. Except in extraordinary circumstances, delay in filing an appeal will constitute grounds for rejection of the appeal.
ii. The appeal process does not relieve the student from their obligation to timely meet course or degree requirements. The student should continue to fulfill course and degree requirements following submission of the appeal to the Provost and throughout the time required for disposition of the appeal. Additionally, the appeal process does not pause or otherwise delay University or departmental actions taken for academic or other reasons and which may impact student status or eligibility for housing or other University services or resources.
c. The Response to the Appeal:
i. The Provost may attempt to resolve the matter informally, remand the grievance to a lower administrative level (including to dean/vice provost) for further consideration, make a disposition of the grievance based on materials submitted (including accepting the findings of a review completed at a lower administrative level), or initiate additional review as detailed below.
ii. The Provost will inform the student (and the party against whose decision the grievance has been filed) in writing of any referral of the matter and will specify the matters referred, the directions to the person to whom the referral is made (including the time frame within which the person is to report back to the Provost), and the name of that person.
iii. The Provost will decide the appeal, and will notify the student and the party against whose decision the grievance has been filed in writing of the disposition made of the grievance and the grounds for the disposition at the earliest practicable date after receipt of the appeal. The Provost’s decision is final.
iv. Normally no more than 45 days should elapse between the filing of the appeal and the disposition by the Provost. If, because of absence of key persons from the campus or other circumstances or exigencies (including those due to breaks in the academic calendar), the Provost determines that disposition on that schedule is not possible, they will inform the student and the party against whose decision the grievance has been filed of the fact in writing, giving the grounds therefore and an estimate of when a disposition can be expected. During summers and the winter closure, this time frame will nearly always be extended.
4. Grievances Concerning Decisions of the University Registrar, the Vice Provost for Undergraduate Education, or of a Senate Committee or Subcommittee
a. For a grievance concerning a decision of the University Registrar, the Vice Provost for Undergraduate Education, or of a Senate committee or subcommittee, the student will file their grievance with the Provost, rather than with the dean or vice provost, and the Provost will handle that grievance in accordance with the procedures set forth in Section 2c above.
b. There is no appeal of the Provost's disposition of that grievance.
5. Standards for Review and Procedural Matters
a. The review of grievances and appeals usually will be limited to the following considerations:
i. Were the proper facts and criteria brought to bear on the decision? Were improper or extraneous facts or criteria brought to bear that substantially affected the decision to the detriment of the student?
ii. Were there any procedural irregularities that substantially affected the outcome of the matter to the detriment of the student?
iii. Given the proper facts, criteria, and procedures, was the decision one which a person in the position of the decision maker might reasonably have made?
The time frames set forth herein are guidelines. They may be extended by the relevant administrative officer at their discretion for good cause.
Questions concerning the filing and appeal of grievances should be directed to the Office of the Provost.