Academic Grievance/Grade Appeals Procedure
Academic issues include, but are not limited to, the application of attendance policies, grades, classroom/lab or clinical/shop conduct, and admission to or dismissal from a class or program. Students should initiate the grievance/appeals process as soon as a concern develops rather than waiting until the end of the term, as some relevant faculty or staff may not be available between terms. Grade appeals must be on file no later than 20 working days (working days exclude weekends and holidays) after the end of the term in which the grade was awarded. Appeals related to dismissal from a course or program must be on file no later than 5 working days from the dismissal date. A student having an academic issue must discuss the problem in a calm and sincere manner. Most problems are resolved at the instructor level; however, the Appeals Procedure may involve the following levels of college faculty/staff in this order:
2. Program Head if applicable
3. Department Chair/Director/Coordinator
4. Academic Dean/Dean of Continuing Education
5. Vice President of Academic Affairs
The procedure will occur in the following order:
1. The student will arrange a meeting with the instructor to discuss the problem as soon as it develops, preferably before the end of the term.
2. If the problem is not resolved with the instructor, the student will contact the Program
Head (if applicable)/Department Chair/Director/Coordinator, who will arrange to meet with the student or the student and instructor.
3. If the problem is not resolved the student will obtain an Academic Appeals Procedure
Form from the Program Head (if applicable)/Department Chair/Director/Coordinator or from the VGCC web site. The student will complete the form and personally or electronically, via VGCC student email address, submit the form to the Dean detailing his/her academic concerns.
4. For grievances related to Curriculum Programs, the Academic Dean will meet with the instructor and Program Head (if applicable)/Department Chair/Director/Coordinator to discuss the concern. For grievances related to continuing education courses, the Dean of Continuing Education will meet the instructor and/or Director/Coordinator to discuss the concern.
5. A written response from the Dean will be provided to the student within 10 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.
6. 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 Academic Affairs. Students are responsible for submitting the original appeal form with the Dean’s response. Students should keep a copy of all documentation related to the appeal for their records.
7. If the concerns are not resolved, the student may request a hearing of the Judicial Committee. The office of the Vice President of Academic Affairs will contact the Judicial C-chairs to arrange a hearing. A hearing will be scheduled within 10 working days from the receipt of the appeals request. The student will be notified by the office of the Vice President of Academic Affairs of the date, and location of the hearing.
8. The Judicial Committee will provide written recommendation of their decision to the President of the College within 5 working days. The president will make a decision and notify the student within five working days of receipt of committee’s recommendation. The decision of the President is final.
Obtain the Academic Grievance Procedure and Form.