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Academic Grievance Procedure
Academic Grievance Overview
Academic issues include, but are not limited to, the application of attendance policies, individual assignment grades, classroom/lab or clinical/shop conduct, and admission to or dismissal from a class or program. The grievance process should be initiated by students as soon as an issue develops. Waiting until the end of the term is not recommended, as some faculty or staff relevant to the process may not be available. A student having an academic issue is encouraged to discuss the problem in a calm and respectful manner that indicates their sincerity and willingness to rectify the matter in a professional and timely manner.
Although most problems are resolved at the instructor level, the Academic Grievance Procedure may involve the following levels of college faculty/staff in this order:
- Instructor
- Program Head if applicable
- Department Chair/Director/Coordinator
- Academic Dean/Dean of Workforce Readiness, Health & Public Safety/Dean of Business & Industry Solutions
- Vice President of Learning, Student Engagement & Success
Order of Procedure
The procedure will occur in the following order:
- The student will arrange a meeting with the instructor to discuss the problem as soon as it develops.
- If the problem is not resolved with the instructor, the student will obtain an Academic Grievance Form from the aforementioned person, from another relevant individual, or from the VGCC website. The student will complete the form detailing their academic concerns, and either personally, or electronically via the student’s VGCC email address, submit the form to the Program Head (if applicable) or Department Chair/Director/Coordinator in which the course or program is listed. This form should be submitted as soon as possible but no later than 10 working days from the initial date of the incident. It is important to note working days exclude weekends and holidays.
- The Program Head (if applicable) or Department Chair/Director/Coordinator will arrange to meet with the student or the student and instructor. A written response from the relevant Program Head or Department Chair/Director/Coordinator will be provided to the student within 5 working days of receipt of the student’s form. It is the student’s responsibility to follow up with the Program Head or Department Chair/Director/Coordinator during this time period. Students should keep a copy of all documentation related to the appeal for their records.
- If not satisfied with the Program Head or Department Chair/Director/Coordinator response, the student will have 5 working days to appeal to the relevant Dean in which the course or program is listed. Students are responsible for submitting the original appeal form with the Program Head or Department Chair/Director/Coordinator’s response to the Dean. For grade appeals related to Curriculum Programs, the Academic Dean will meet with the instructor and Program Head (if applicable) and/or Department Chair/Director/Coordinator to discuss the concern. For grade appeals related to continuing education courses, the Dean of Workforce Readiness, Health & Public Safety or Dean of Business & Industry Solutions will meet with the instructor and/or Director/Coordinator to discuss the concern.
- A written response from the relevant Dean will be provided to the student within 5 working days of receipt of the student’s form. It is the student’s responsibility to follow up with the Dean during this time period.
- If not satisfied with the Dean’s response, the student will have 5 working days to appeal to the office of the Vice President of Learning, Student Engagement & Success. Students are responsible for submitting the original appeal form with both the Program Head/Department Chair/Director/Coordinator’s response and the Dean’s response. Students should keep a copy of all documentation related to the appeal for their records.
- A written response from the Vice President of Learning, Student Engagement & Success will be provided to the student within 5 working days of receipt of the student’s form. It is the student’s responsibility to follow up with the Vice President during this time period.
- If the concerns are not resolved, the student will have 5 working days to request a hearing of the Judicial Committee from the Vice President of Learning, Student Engagement & Success. The office of the Vice President of Learning, Student Engagement & Success will contact the Judicial Co-Chairs to arrange the requested hearing. The date of the hearing will be scheduled within 5 working days from the receipt of the student’s request. The student will be notified by the office of the Vice President of Learning, Student Engagement & Success of the date and location of the hearing.
- The Judicial Committee will provide a written recommendation of their decision to the President of the College within 5 working days of the hearing.
- The President will make a decision and notify the student within 5 working days of receipt of the committee’s recommendation. The decision of the President is final.