Summary of Grievance Procedures

This document is meant to give a brief overview and does not replace the appropriate policies and procedures.  In case of conflict between this summary and the formal policies and procedures, the formal policies and procedures will govern.

The Academic Assessment Grievance Committee (AAGC) is a subcommittee of the Senate Committee on Educational Policy. See Charge here.

The matters before AAGC are undergraduate student grievances of one’s grade and/or narrative evaluation.  AAGC cannot change a letter grade into a different letter grade.  The decision may include: 1) no change, 2) removal of course from transcript, 3) removal of evaluation from transcript, or 4) change of grade to Pass, No Pass, or Withdraw. In the case of option 4, if the course was originally taken for a letter grade, the change to a Pass will not affect the student’s ability to graduate under letter grade requirements. The Committee's determination is final.

Do I have a qualifying Grievance for AAGC?

A grievance may be filed by a UCSC undergraduate student if he/she believes that the instructor of a course has given a course grade or narrative evaluation of the his/her work by criteria that were not clearly and directly related to the student’s performance in the course for which the grade or evaluation was assigned, as by the use of  non-academic criteria such as ethnicity, political views, religion, age, sex, financial status or national origin; or capricious or arbitrary application of academic criteria in a manner not  reflective of student performance in relation to course requirements.

Grievance Procedures

Appendix C of the UCSC Senate Manual discusses in detail the procedure related to a grievance of an undergraduate letter grade or narrative evaluation.  

To file a grievance, the student should send a letter and supporting documentation to AAGC c/o the Academic Senate Office outlining the main points at issue, and taking care to give specific answers to the following questions:

1.   Include your name, college, student ID number, and contact information.

2.   What is the class and who is involved?

3.   What inappropriate procedures were employed?

4.   Did you attempt to resolve the situation with the instructor directly? 

5.   Did you submit the grievance and documentation in writing to the department chair (or college provost for college courses).

6.   What remedies or sanctions are sought?

Please note that punishment or censure of a faculty member cannot be considered among the acceptable remedies for a grievance.

In general, once a grievance has been filed with AAGC, the Committee will first determine, based upon the written grievance only, whether the student has stated a prima facie case. A prima facie case is established if AAGC concludes that the allegations, if true, would constitute an assessment based on non-academic criteria or capricious or arbitrary application of academic criteria.  If a prima facie case has been established, the Committee will try to negotiate an informal resolution to the grievance.

For each grievance case that is not resolved through a negotiated resolution or mediation, AAGC conducts a formal hearing.

Timing

As discussed in Appendix C, Section II, A-C, the student must make initial contact with the instructor within one regular academic quarter from the issuance of the grade or evaluation.  

If the matter is not resolved, it is recommended that the student proceed immediately to submit the grievance documentation to the department chair or college provost, whichever sponsored the course

A formal appeal must be filed with AAGC within one calendar year of the date on which the disputed grade or evaluation was made part of the student's permanent record by the Registrar.  

[November 2007, AAGC]