Appendix I: Undergraduate Student Grievance Procedure. V-1.00 (A)
The policy below is current as of June 2010. For more information and possible updates go to www.president.umd.edu/policies/v100a.html
Approved by the President August 1, 1991I. Purpose
procedure provides a means for an undergraduate student to seek redress
for acts or omissions of individual faculty members as well as academic
departments, programs, colleges, or divisions without fear of reprisal
or discrimination.II. Scope of Grievances: Expectations of Faculty and Academic Units
scope of the matters which may constitute a grievance under this
procedure is limited to believed violations of the expectations of
faculty and academic units as set forth below.
A. Faculty - The following are considered to be reasonable expectations of faculty:III. Alternative Grievance Procedures
There shall be a written description at the beginning of each
undergraduate course specifying in general terms the content and nature
of assignments, examination procedures, and the basis for determining
final grades. In cases where all or some of this information cannot be
provided at the beginning of the course, a clear explanation of the
delay and the basis of course development shall be provided.B. Academic Units
2. There shall be reasonable notice of major papers and examinations in the course.
There shall be a reasonable number of recitations,
performances,quizzes, tests, graded assignments and/or
student/instructor conferences to permit evaluation of student progress
throughout the course.
4. Unless prohibited by statute or
contract, there shall be a reasonable opportunity to review papers and
examinations after evaluation by the instructor, while materials are
5. There shall be a reasonable approach to
the subject which attempts to make the student aware of the existence of
different points of view.
6. There shall be reasonable access to the instructor during announced regular office hours or by appointment.
There shall be regular attendance by assigned faculty unless such
attendance is prevented by circumstances beyond the control of the
8. There shall be reasonable adherence to
published campus schedules and location of classes and examinations.
Classes not specified in the schedules are to be arranged at a mutually
agreeable time on campus, unless an off-campus location is clearly
9. Reasonable confidentiality of information gained through student-faculty contact shall be maintained.
There shall be public acknowledgment of significant student assistance
in the preparation of materials, articles, books,devices and the like.
11. There shall be assignment of materials to which all students can reasonably expect to have access.
academic units (programs, departments, colleges, schools,divisions) in
cooperation with the Office of the Dean for Undergraduate Studies and
the Office of Admissions and the Office of the Registrar shall, whenever
possible, provide the following:
1. Accurate information
on academic requirements through designated advisors and referral to
other parties for additional guidance.
2. Specific policies and procedures for the award of academic honors and awards, and impartial application thereof.
3. There shall be equitable course registration in accordance with University policy and guidelines.
other University grievance procedure may be used simultaneously or
consecutively with the Undergraduate Student Grievance Procedure with
respect to the same or substantially same issue or complaint, or with
issues or complaints arising out of or pertaining to the same set of
The procedures of the Human Relations Code and/or any
University grievance procedure may not be utilized to challenge the
procedures, actions,determinations or recommendations of any person(s)
or board(s) acting pursuantto the Undergraduate Student Grievance
any provision of this Undergraduate Student Grievance Procedure to the
contrary, the following matters do not constitute the basis for a
grievance under this policy:
A. Policies, regulations,
decisions, resolutions, directives and other acts of the Board of
Regents of the University of Maryland System, The Office of the
Chancellor of the University of Maryland System, and the Office of the
President of the University of Maryland College Park;V. Finality
B. Any statute, regulation, directive, or order of any department or agency of the United States or the State of Maryland;
C. Any matter outside the control of the University of Maryland System;
D. Course offerings;
E. The staffing and structure of any academic department or unit;
The fiscal management and allocation of resources by the University of
Maryland System and the University of Maryland at College Park;
G. Any issue(s) or act(s) which does (do) not affect the complaining party directly;
Matters of academic judgment relating to an evaluation of a student's
academic performance and/or academic qualifications; except that the
following matters of a procedural nature may be reviewed under these
procedures if filed as a formal grievance within thirty days of the
first meeting of the course to which they pertain:
Whether reasonable notice has been given as to the relative value of all
work considered in determining the final grade and/or assessment of
performance in the course. The remedy for a successful grievance based
upon this subsection shall be the giving of notice by the instructor.I. "Class" grievances are
not cognizable under these procedures. A screening or hearing board may,
in its discretion consolidate grievances presenting similar facts and
issues, and recommend generally applicable relief as it deems warranted;
Whether a reasonably sufficient number of examinations,papers,
laboratories and/or other academic exercises have been scheduled to
present the student with a reasonable opportunity to demonstrate
academic merit. The remedy for a successful grievance under this
subsection shall be the scheduling of such additional academic exercises
as the instructor, in consultation with the department chair or dean,
and upon consideration of the written opinion of the divisional hearing
board shall deem appropriate.
J. There may be no challenge to the award of a specific grade under these procedures.
student who elects to use the Undergraduate Student Grievance Procedure
agrees to abide by the final disposition arrived thereunder, and shall
not subject this disposition to review under any other procedure within
the University of Maryland System. For the purpose of this limitation, a
student shall be deemed to have elected to utilize the Undergraduate
Student Grievance Procedures at the time a written grievance is filed.
VI. Procedure for Grievance Involving Faculty Member or Academic Unit
A. Informal Resolution
The initial effort in all cases shall be toward achieving a resolution of the grievance through the following informal means:
VII. Grievance Procedures Against the Dean for Office of Undergraduate Studies
1. Grievance Against an Individual Faculty Member:B. Formal Resolution: Divisional Screening Board
student should first contact the faculty member, present the grievance
in its entirety, and attempt a complete resolution.If all or part of the
grievance remains unresolved, the student may present the grievance to
the immediate administrative supervisor of the faculty member.A student
may present a grievance directly to the instructor's supervisor if the
instructor is not reasonably available to discuss the matter.The
supervisor shall attempt to mediate the dispute, and if a mutually
acceptable resolution is reached, the case shall be closed.
2. Grievance Against an Academic Department:
student should contact the department head, director, or dean and
present the grievance in its entirety.The department head, director, or
dean shall attempt a complete resolution of the dispute.
student who has attempted informal resolution, and remains dissatisfied
may obtain a formal resolution of a grievance pursuant to the following
1. The student shall file a written grievance
with the Screening Board for Academic Grievances of the Division
(hereinafter referred to as the divisional screening board).C. Divisional Hearing Board
2. The writing shall contain:
A grievance must be filed in a timely manner or it will not be
considered.In order to be timely, a grievance must be received by the
appropriate divisional screening board within thirty days of the act,
omission or matter which constitutes the basis of the grievance, or
within thirty days of the date the student is first placed upon
reasonable notice thereof, whichever occurs first.It is the
responsibility of the student to insure timely filing.
- the act, omission, or matter which is the subject of the complaint;
- all facts the student believes are relevant to the grievance;
- the resolution sought;
- all arguments in support of the desired solution.
divisional screening board shall immediately notify an instructor or
academic unit head of the a timely grievance. A copy of the grievance
and all relevant material shall be provided.
5. The instructor or
academic unit head shall make a complete written response to the
divisional screening board within ten days of receipt of a grievance. In
cases where a grievance is received within ten days of the final day of
classes, a response
is due within ten days of the beginning of the
next semester in which the faculty member is working on campus. This
extension is not available to persons whose appointments terminate on or
before the last day of the semester in which the grievance is filed.
6 A copy of the faculty member's response shall be sent by the divisional screening board to the student filing the grievance.
7. The divisional screening board may request further written information from either party.
The divisional screening board shall review the case to determine if a
formal hearing is warranted.All or part of a grievance shall be
dismissed if the divisional screening board concludes the grievance is:
All or part of a grievance may be dismissed if the divisional screening board concludes in its discretion that the grievance is:
- based upon a non-grievable matter,
- being concurrently reviewed in another forum,
- previously decided pursuant to this or any other review procedure,
- frivolous or filed in bad faith.
divisional screening board shall meet to review grievances in private. A
decision to dismiss a grievance requires a majority vote of at least
- insufficiently supported,
- otherwise inappropriate or unnecessary to present to the divisional hearing board.
If a grievance is dismissed in whole or in part,
the student filing the grievance shall be so informed, and shall be
given a concise written statement of the basis for the dismissal.
A decision to dismiss a grievance is final and is not subject to appeal.
If the divisional screening board determines a grievance to be
appropriate for a hearing, the dean shall be informed. The dean shall
convene a divisional hearing board within fifteen days thereafter. The
time may be extended for good cause at the discretion of the dean.
The following rules apply to the conduct of a hearing by the divisional hearing board:
Reasonable notice of the time and place of the hearing shall be
provided to both parties. Notice shall include a brief statement of the
allegations and the remedy sought by the student.Hearings shall be held
2. A record of the hearing, including all exhibits
shall be kept by the chairperson of the screening board. All documents
and materials filed with the divisional screening board shall be
forwarded to the divisional hearing board, and shall become apart of the
3. Hearings are closed to the public unless a public hearing is specifically requested by both parties
4. Presentation of Evidence
party shall have the opportunity to make an opening statement, present
written evidence, present witnesses,cross-examine witnesses, offer
personal testimony, and such other material as is relevant.
Incompetent, irrelevant, immaterial and unduly repetitious evidence may be excluded by the chairperson of the hearing board.
is the responsibility of each party to have their witnesses available
and to be completely prepared at the time of the hearing. The student
shall present the case first, and the faculty member shall respond.
completion of the presentation of all evidence, both parties shall be
given the opportunity to present oral arguments and make closing
statements within the time limits set by the chairperson of the hearing
Upon the request of either party, all persons to be called as witnesses shall be sequestered.
Each party may be assisted in the presentation of the case by a student or faculty member of his/her choice.
is the responsibility of the chairperson of the hearing board to manage
the hearing, and to decide all questions relating to the presentation
of evidence and appropriate procedure, and the chairperson is the final
authority in such matters except as established herein. The chairperson
may seek the advice of UMCP counsel
The hearing board shall have
the right to examine any person or party testifying before it, and on
its own motion, may request the presence of any person for the purpose
of testifying and the production of evidence.
5. The above
enumerated procedures and powers of the divisional hearing board are
non-exclusive. The chairperson may take any such action as is reasonably
necessary to facilitate the orderly and fair conduct of the hearing
which is not inconsistent with the procedures set forth herein.
Upon completion of the hearing, the hearing board shall meet privately
to consider the validity of the grievance. The burden of proof rests
with the student to show by a preponderance of the evidence that a
substantial departure from the expectations set forth in section "B"
above has occurred, and that has operated to the actual prejudice and
injury of the student.
A decision upholding a grievance shall require the majority vote of at least three members of the divisional hearing board.
decision of the hearing board shall address only the validity of the
grievance. The decision shall be forwarded to the dean in written
opinion. In the event the decision is in whole or in part favorable to
the student, the hearing board may submit an informal recommendation
concerning relief believed to be warranted based upon the facts
presented at the hearing.
7. The dean shall immediately, upon
receipt of the written opinion,forward copies to the student and the
faculty member or head of academic unit. Each party has ten days from
the date of receipt to file a written appeal with the dean.
The appeal shall be in writing and set forth in complete detail the grounds for the appeal.
copy of the appeal shall be sent to the opposing party, who shall have
ten days following receipt to respond in writing to the dean.
The sole grounds for appeal shall be:
substantial prejudicial procedural error committed in the conduct of
the hearing in violation of the procedures established herein.
Discretionary decisions of the chairperson shall not constitute the
basis of an appeal.
- the existence of new and relevant evidence of a significant nature which was not reasonably available at the time of hearing.
9. In the absence of a timely appeal, or following receipt and consideration of all timely appeals, the dean may:
- dismiss the grievance, grant such redress as is believed appropriate,
- reconvene the divisional hearing board to rehear the grievance in part or whole and/or to hear new evidence,
- convene a new divisional hearing board to rehear the casein its entirety.
The dean shall inform all parties of the decision in writing and the
grievance shall thereafter be concluded. The decision of the dean shall
be final and binding, and not subject to review or appeal.
non-departmental colleges, the Dean for Undergraduate Studies shall
assume the duties of the dean for purposes of this procedure.
A. Informal Resolution
The initial effort in all cases shall be to achieve resolution of the grievance through informal means.
VIII.Composition of Screening and Hearing Boards
The student should first contact the administrative dean, present the
grievance in its entirety, and attempt a complete resolution.
If any portion of the grievance remains unresolved, the student may
present such part to the Vice President for Academic Affairs. A
grievance may be initially presented to the Vice President for Academic
Affairs if the dean is not reasonably available to discuss the matter.
The Vice President shall attempt to mediate the dispute.Should a
mutually acceptable resolution be reached, the case shall be closed.B. Formal Resolution
a student remain dissatisfied with the disposition of the grievance
following attempts at informal resolution, a formal resolution may be
obtained pursuant to the following procedure:
1. The student shall file with the President a timely written grievance.
2. The writing shall contain:
3. No grievance will be considered unless it is timely.
- the act, omission or matter which is the subject of the complaint,
- all facts the student believes to be relevant to the grievance,
- the resolution sought,
- all arguments upon which the student relies in seeking such resolution.
order to be timely, a grievance must be received by the President
within thirty days of the act, omission or matter which is the basis for
the grievance, or within thirty days of the date the student is first
placed upon reasonable notice thereof,whichever is later.
It is the responsibility of the student to ensure timely filing of the grievance.
Upon receipt of a timely grievance, the President shall forward the
grievance to a divisional screening board of a division other than the
one from which the grievance has arisen.
The divisional screening
board shall immediately notify the administrative dean against whom the
grievance has been filed and provide a copy of the grievance and all
5. The administrative dean against whom the
grievance has been filed shall respond in writing to the divisional
screening board within ten days. In the event the grievance is received
by the administrative dean after the last day of classes of a
semester,the time for written response shall be ten days after the first
day of classes of the semester immediately following.
A copy of the response from the administrative dean shall be sent to the student.
In its discretion, the divisional screening board may request further
written submissions from the student and/or the administrative dean
The divisional screening board shall review and act upon a grievance
against an administrative dean in the same manner and according to the
same requirements as for the review of grievances against faculty
members, academic departments,programs and colleges set forth in this
8. If the divisional hearing board determines that a
grievance is appropriate for a hearing, the President shall be so
informed.The President shall convene a campus hearing board within
fifteen days to hear the grievance. This time may be extended for good
cause at the discretion of the President.
9. The campus hearing
board shall conduct a hearing in accordance with the rules established
in this procedure for the conduct of hearings by divisional hearing
Upon completion of a hearing, the campus hearing board
shall meet privately to consider the grievance in the same manner and
according to the same rules as set forth for the consideration of
grievances by divisional hearing boards, except that the decision shall
be forwarded to the President.
In the event the campus hearing
board decides in whole or on part in favor of the student, it may submit
an informal recommendation to the President with respect to such relief
as it may believe is warranted by the facts as proven in the hearing.
The President shall immediately, upon receipt of the written opinion,
forward copies to the student and the administrative dean. Each party
shall have ten days from the date of receipt to file an appeal with the
Each party has ten days from receipt of the written decision to file an appeal with the President.
grounds for an appeal shall be the same as those set forth in this
procedure for appealing a decision of a divisional hearing board.
appeal shall be in writing, and set forth in complete detail the
grounds relied upon. A copy of the appeal shall be sent to the opposite
party, who shall have ten days following receipt to file a written
response with the President.
12. In the absence of a timely
appeal, or following receipt and consideration of all timely appeals and
responses, the President may:
The President shall inform all parties of the decision in writing,and
the grievance shall be thereafter concluded. The decision of the
President is final and binding, and is not subject to appeal or review.
- dismiss the grievance
- grant such redress as is believed appropriate.
- reconvene the campus hearing board to rehearse the grievance in whole or in part and/or review new evidence
- convene a new campus hearing board to rehear the case in its entirety.
following procedures are directives only, and for the benefit and
guidance of deans and the President in the selection and establishment
of divisional and campus hearing boards. The selection and establishment
of aboard is not subject to challenge by a party, except that at the
start of a hearing, a party may challenge for good cause a member or
members of the hearing board before whom the party is appearing. The
chairperson of the hearing board shall consider the challenge and may
replace any member where it is believed necessary to achieve an
impartial hearing and decision.
A. Divisional Screening Boards for Academic GrievancesIX. Definitions
Prior to the beginning of each academic year, the divisionalcouncil of
each division shall choose at least fifteen facultymembers and fifteen
students to be eligible to serve on boardsconsidering academic
grievances from that division.Concurrently, it shall choose three other
faculty members to beeligible to serve on boards considering academic
grievancesfor the Administrative Dean for Office of
UndergraduateStudies. The names shall be forwarded to the
AdministrativeDean.B. Establishment of Screening Boards
2. Prior to the beginning of each academic
year, the AdministrativeCouncil of the Administrative Dean for Office of
UndergraduateStudies shall choose at least fifteen students to be
eligible toserve on a screening board to review grievances arising
withinacademic units under the administration of the AdministrativeDean
for Office of Undergraduate Studies. These names shallbe forwarded to
the Administrative Dean.
Upon receipt of the names of the designated faculty and students,the
dean shall appoint a five member divisional screeningboard. The
screening board shall consist of three facultymembers and two students,
and each shall serve for the academicyear or until a new board is
appointed by the dean,whichever occurs later. The dean shall also
designate twoalternate faculty members and two alternate students from
thenames presented by the divisional council.C. Divisional Hearing Boards for Academic Grievances
The dean shall designate one of the faculty members to be thechairperson of the divisional screening board.
of the divisional screening board shall not serve ona divisional
hearing during the same year, except that the alternatemembers may serve
on a hearing board other than oneconsidering a case in which the member
has previously beeninvolved in the screening process.
of the divisional screening board shall not review agrievance arising
out of his/her own department or program, insuch instance, an alternate
member shall serve.
2. Upon receipt of the names of the faculty
members designatedby each divisional council and students designated by
theadministrative council, the Administrative Dean for Office
ofUndergraduate Studies shall appoint a five member screeningboard to
review grievances arising within the academic unitsunder his/her
For each grievance referred by the divisional screening board, thedean shall appoint a five-member divisional hearing board.
divisional hearing board shall be composed of three facultymembers and
two students selected by the dean from amongthose names previously
designated by the divisional screeningboard. The dean shall designate
one faculty member as chairperson.
No faculty member or student shall be appointed to hear a grievancearising out of his/her own department or program.
Administrative Dean for Office of Undergraduate Studies shallappoint in
the same manner, a hearing board to hear each grievancereferred by the
screening board reviewing grievances arisingfrom the academic units
under his/her administration. The membersof the hearing board shall be
selected from among thosenames previously forwarded to the
Administrative Dean for Officeof Undergraduate Studies by the divisional
councils and from thosewho have not been appointed to the screening
D. Campus Hearing Board for Academic Grievances
For each case referred by a divisional hearing board to the Presidentfor a hearing, the President shall
a five-member campushearing board. The campus hearing board shall be
composed ofthree faculty members and two students selected by the
Presidentfrom among those names designated by the divisional councils
andremaining after the establishment of screening boards.
The President shall designate one faculty member as chairperson.
No faculty member or student shall be appointed to hear a grievancearising out of his/her own division or administrative unit.
A. Day refers to days of the academic calendar, not includingSaturdays, Sundays, or holidays observed by UMCP.
B. Party refers to the student and the individual faculty member orhead of the academic unit against whom the grievance is made.
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