Academic Policies and Procedures

Grievances and Appeals

If a student feels unfairly treated or aggrieved by faculty, staff, or another student, the university offers several avenues to resolve the grievance. Students’ concerns about unfair treatment are best handled directly with the person responsible for the objectionable action. If the student is uncomfortable making direct contact with the individual(s) involved, they should contact the advisor or the person in charge of the unit where the action occurred (program or department chair, section chair, lab manager, etc.). All graduate programs, departments and schools/colleges have established specific procedures for handling such situations; check their web pages and published handbooks for information. If such procedures exist at the local level, these should be investigated first.

In addition, the following administrative offices have procedures available for addressing various concerns:

Division of Student Life (for all grievances involving students)
75 Bascom Hall
608-263-5700

Office for Equity and Diversity (for discrimination or harassment issues)
179A Bascom Hall
608-262-2378

Employee Assistance (for conflicts involving graduate assistants and other employees)
256 Lowell Hall
608-263-2987

Ombuds Office for Faculty and Staff (for graduate students and post-docs, as well as faculty and staff)
523-524 Lowell Center
608-265-9992

Ombuds Office for School of Medicine and Public Health (for graduate students, faculty, and staff in the SMPH)
2262 Health Sciences Learning Center
608-265-9666

Graduate School (for informal advice at any level of review and for official appeals of program/departmental or school/college grievance decisions)
217 Bascom Hall
500 Lincoln Drive
Madison, WI 53706-1380
608-262-2433

Graduate School Appeal Process
If a student believes that his/her grievance was not appropriately handled or resolved at the program/department or school/college level or through consultation with other resources listed above, the student may file an appeal with the Graduate School.

If the student wishes to file an official appeal of a grievance decision, s/he should consult with the Graduate School’s Director of Academic Services and send the following information to the Graduate School Office Academic Services:

  • A detailed written statement on the events that resulted in the grievance and any efforts to resolve the matter prior to the appeal;
  • Copies of any relevant communications regarding the events that resulted in the grievance; and
  • Any determinations or actions taken by the program/department/School/College or other resource office on campus regarding the events that resulted in the grievance.

Upon receipt of all of the above materials:

  • The Director of Academic Services will forward the formal grievance to an appropriate Associate Dean of the Graduate School for review.
  • The student will be notified in writing, within 5 business days after the materials arrive in the Graduate School, acknowledging receipt of the formal appeal and giving the student a time line for the review to be completed.
  • If necessary, the Associate Dean will request additional materials relevant to the issues raised in the student’s grievance from the student and/or the program/department (i.e., departmental handbook explaining grievance procedures).
  • If necessary, the Associate Dean will arrange a meeting with the student and an appropriate designee of the Graduate School’s Office of Academic Services.
  • If necessary, the Associate Dean will arrange a meeting with the student’s advisor and/or program/department chair and the Director of Academic Services.
  • The Associate Dean will convene a meeting with the Graduate School Leadership Team to vote on whether to uphold or reverse the decision of the program/department/School/College on the student’s initial grievance. If the student wishes, s/he may present his/her case at this meeting and faculty and/or staff affiliated with the program whose decision is being appealed may also present their case at this meeting, if they wish.  Neither the student nor the non-Graduate School faculty and staff may be present when the Graduate School Leadership Team deliberates. The Associate Dean will attend this meeting.
  • The Associate Dean will notify the student, the advisor and/or program/department chair, in writing, of the decision, with a copy to the Graduate School’s Office of Academic Services within 45 business days of the submission of the appeal by the student.

Graduate School Final Appeal Process
If a student is not satisfied with the initial appeal to the Graduate School Associate Dean, s/he may make a final appeal to the Dean of the Graduate School within 30 calendar days of date of the above written decision.  This process will proceed as follows:

  • The student should send a request for a final appeal to the Associate Dean, asking s/he reopen the case.  No new information may be submitted at this time.
  • The Associate Dean will forward the complete file to the Dean of the Graduate School within 10 business days after receipt of the request to reopen the case.
  • The Dean of the Graduate School will bring the appeal to the Graduate School Academic Planning Council (GSAPC) to review the appeal. The GSAPC is a Graduate Faculty Executive Committee (GFEC) subcommittee of five faculty from among its elected members, one from each division and the fifth member at large.
  • The Dean of the Graduate School will issue an official charge and an appropriate time frame (30 days within the fall and spring semester; appeals received in the summer may take up to 60 days) for completing a review.
  • The GSAPC will review the student’s final appeal, including all materials previously submitted, and will determine if additional information and/or a meeting with the student and/or program/department is needed.
  • The GSAPC will report its recommendation at the next appropriate GSAPC meeting. GSAPC meetings occur six times during the fall and spring semesters.  The Dean of the Graduate School may call additional GSAPC meetings if review of an appeal is necessary during the summer semester.  The full GSAPC, excluding the Dean of the Graduate School and the Associate Dean(s) of the Graduate School, will vote on the appeal and advise the Dean of the Graduate School of its recommendation. The Dean of the Graduate School will then consider the GSAPC recommendation and all other pertinent material provided as part of the appeal. The final decision will be conveyed in writing by the Dean of the Graduate School to the student and the program, with a copy to the Director of Academic Services, within 20 business days after the GSAPC meeting.
  • No further appeals will be considered by the Graduate School.

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