Q: What is an academic grievance? A: An academic grievance is a formal complaint about specific academic issues including arbitrary grading, unprofessional instructor conduct that affects your academic performance, inadequate advising on unpublished requirements, arbitrary dismissal from courses/programs, or procedural irregularities in college-level grievance processes. 

Q: What issues are NOT covered by this policy? A: This policy does not cover sexual harassment, discrimination, research misconduct, authorship disputes, dismissals for violating professional standards, or general grade disputes. These issues have separate procedures and should be directed to the appropriate university offices (e.g., Office of Civil Rights Compliance and Accessibility (CRCA), Office of Research and Economic Development (ORED), or department level). 

Q: Do I have to try to resolve the issue informally first? A: Yes, you must attempt an informal academic grievance before filing a formal grievance. This means communicating first with your instructor, then with the department chair/director if the issue isn't resolved with the instructor. 

Q: How long do I have to file a grievance? A: You must begin the informal grievance process within 10 business days after classes begin in the semester following when the issue occurred. For formal grievances, you have 15 business days after the informal grievance process ends, or 20 business days after classes begin in the following semester—whichever is later. 

Q: What if I miss the deadline? A: Your grievance will be considered untimely and may be dismissed. However, time periods may be extended for good cause if communicated in writing to all parties in limited circumstances. 

Q: What counts as a "business day"? A: A business day is any day when FIU administrative offices are open. 

Q: What happens during informal grievance process? A: You'll discuss the issue first with the instructor involved. If that doesn't resolve the issue, you'll discuss the issue with the department chair/director. The department chair/director will review your concerns and discuss them with both you and the faculty member to try to reach a mutually agreeable solution. 

Q: What if the department chair/director is the person I'm complaining about? A: If your grievance is against the department chair/director, the informal process continues to the college or school dean instead. 

Q: Can I skip the informal process and go straight to filing a formal grievance? A: No, the informal process is required. 

Q: How do I file a formal academic grievance? A: Submit the Formal Academic Grievance Form and supporting documentation to the Faculty Fellow for Academic Integrity. Forms and instructions are available at Undergraduate Academic Grievance Form and Graduate Academic Grievance Form

Q: What evidence do I need to provide? A: You have the burden of proof, so include a clear written statement explaining your grievance, documentation supporting each claim, details of your efforts to resolve the issue informally, and the specific resolution you're seeking. Supporting documentation may include, but is not limited to, the course syllabus, relevant assignments or exams, grade reports, email correspondence with the instructor and department chair/director, department chair/director confirmation of completed informal process, relevant course or university policies, feedback on assignments, grading rubrics, attendance records, and any other materials that support the claims made in your grievance statement. 

Q: Who reviews my formal academic grievance? A: The Faculty Fellow for Academic Integrity, in consultation with the Education Grievance Committee chairperson, first determines if there are grounds for your grievance. If so, a five-member committee is established with three faculty members and two students. If there is not a basis for the grievance, the grievance will be dismissed. 

Q: Can my grievance be expedited or processed faster than the standard timeline? A: No, academic grievances are generally not expedited. All cases are processed in the order they are received to ensure fairness and consistency for all students. The Faculty Fellow for Academic Integrity follows a thorough review process that requires up to 45 business days as outlined in Policy 340.340. This timeline allows for proper consideration of all evidence and ensures a comprehensive review of your concerns. While we understand the desire for quick resolution, the established process is designed to provide fair and thorough evaluation of each case. 

Q: What happens at a formal academic grievance hearing? A: Both you and the instructor will be invited to present your cases to the committee, answer questions, and provide additional clarifying information. The hearing is recorded and follows a formal protocol. 

Q: Can I bring a lawyer to the hearing? A: No, legal representation is not permitted as this is an internal academic review process. 

Q: What if I can't attend the scheduled hearing? A: The hearing may proceed in your absence, with decisions made based on available information. It's important to attend or communicate any scheduling conflicts in advance. Attempts will be made to schedule the hearing at a time when all parties are available.  

Q: Can hearings be conducted virtually? A: Yes, participants will appear through virtual (electronic) means.

Q: How long does the process take? A: The Faculty Fellow has 45 business days to complete the review process after receiving all required documentation. The committee provides a written report within 10 business days of the hearing, and the Faculty Fellow issues a decision within 15 business days of receiving the report. 

Q: Can I appeal the decision? A: Yes, both students and instructors can appeal to the Office of the Provost within 10 business days if there's evidence of procedural impropriety in the review process. The Provost's decision represents final agency action. 

Q: What types of outcomes are possible? A: The committee can make various recommendations based on their findings. Possible outcomes include grade changes if grading was found to be arbitrary or capricious, program/course re-enrollment opportunities if dismissal was found to be inappropriate, policy clarifications to prevent similar issues in the future, or other appropriate remedies based on the specific circumstances of the case. The committee may also recommend no action if they find the faculty member acted appropriately or dismiss the grievance if they find no merit to your claims. In some cases, the committee may find that while there were issues, the faculty member was not responsible for them due to circumstances beyond their control. 

Q: Will filing a grievance affect my relationship with faculty or my academic standing? A: The university prohibits retaliation against students who file grievances in good faith. However, this process should be used thoughtfully and only when informal resolution attempts have failed. 

Q: Where is my grievance handled if I'm taking courses in multiple departments/colleges? A: Jurisdiction is determined by where the course is housed based on the faculty member's primary academic appointment, not your registration status or major. 

Q: Can I get help understanding this process? A: Yes, contact the Office of the Ombudsperson at 305-348-2797 or  Ombuds@fiu.edu for guidance.

Q: Are there any costs involved in filing a grievance? A: No, there are no fees for filing an academic grievance. 

Q: What are my obligations as a faculty member to prevent academic grievances? A: You must ensure students are aware of academic and professional expectations from the beginning of the program/course. This includes clearly communicating program policies, grading criteria, course requirements, assignment expectations, and professional standards. Maintaining open, transparent communication with students is essential. Your syllabus should serve as a clear roadmap that outlines all course expectations, grading policies, and procedures, and any changes to syllabus policies should be communicated well in advance with proper justification. 

Q: What types of student complaints can lead to formal academic grievances against me? A: Students may file grievances alleging arbitrary and capricious grading, unprofessional conduct that affects their academic performance, inadequate advising on unpublished requirements, arbitrary dismissal from programs/courses, or procedural irregularities in grievance processes. 

Q: What constitutes "arbitrary and capricious" grading? A: This includes assigning grades based on factors other than course performance, applying unreasonable standards different from those used for other students, or substantially departing from your previously stated grading criteria without reasonable notice. 

Q: How can I protect myself from academic grievances related to grading? A: Maintain clear, consistent grading standards outlined in your syllabus, document your grading rationale for major assignments, apply the same standards to all students, and communicate any changes to grading criteria well in advance with proper justification. 

Q: A student wants to discuss a concern about their grade or my conduct. What should I do? A: Engage in open, professional dialogue. Listen to their concerns, review relevant materials together, and work toward a mutually acceptable resolution. Document your discussion and any agreements reached. This informal process often resolves issues effectively. 

Q: What if I believe the student's complaint is unfounded? A: Still engage respectfully in the informal process. Explain your position clearly, provide evidence supporting your academic decisions, and try to understand the student's perspective. Even if you disagree, professional engagement is essential. 

Q: Can I refuse to meet with a student who has concerns? A: You should participate in the informal academic grievance process. Refusing to engage may escalate the situation and could be viewed unfavorably in any formal academic grievance proceedings. 

Q: What if the student is hostile or aggressive during our interactions? A: Maintain professionalism and consider having a neutral third-party present when meeting, such as your department chair/director if needed. Document the interaction and focus on addressing the academic issues rather than personal dynamics.Please use this form to refer any behaviors of concern involving FIU students to the Dean of Students office or to the Office of Student Conduct and Academic Integrity (SCAI), whether these behaviors occur inside or outside of the classroom setting.  

Q: How will I know if a formal academic grievance has been filed against me? A: You'll receive written notification from the Faculty Fellow for Academic Integrity via your FIU email address. This notification will include details about the formal academic grievance and the process moving forward. 

Q: What should I do when I receive notice of a formal academic grievance? A: Review the grievance carefully, gather all relevant documentation (e.g., syllabi, assignments, grading rubrics, emails, gradebooks), and prepare a written response addressing each allegation. Consider consulting with your department chair/director or dean. 

Q: What documentation should I maintain to support my decisions? A: Keep detailed records such as academic program handbooks/manuals, syllabi with clear grading criteria, assignment descriptions, grading rubrics, all student communications, gradebooks with comments, and documentation of any accommodations or special circumstances. 

Q: Can I discuss the formal academic grievance with colleagues or my department chair/director? A: Yes, you can seek guidance from your department chair/director, dean, or other appropriate administrators. However, maintain confidentiality and avoid discussing details with unauthorized individuals under FERPA.

Q: What happens at a formal academic grievance hearing? A: You'll present your case to a five-member committee (three faculty, two students), respond to the student's allegations, answer committee questions, and provide additional clarifying information. The hearing is recorded and follows formal protocols. 

Q: How should I prepare for a hearing? A: Organize your documentation chronologically, prepare a clear presentation of your position, anticipate questions about your grading practices or conduct, and practice explaining your academic decisions professionally and factually. 

Q: Can I bring legal representation to the hearing? A: No, legal representation is not permitted as this is an internal academic review process.  

Q: What if I can't attend the scheduled hearing? A: Contact the Faculty Fellow for Academic Integrity immediately to discuss rescheduling. The hearing may proceed without you if you fail to attend. 

Q: Can I participate in the hearing virtually? A: A: Yes, participants will appear through virtual (electronic) means

Q: What are possible outcomes of a formal academic grievance hearing? A: The committee can make various recommendations based on their findings. Possible outcomes include grade changes if grading was found to be arbitrary or capricious, program/course re-enrollment opportunities if dismissal was found to be inappropriate, policy clarifications to prevent similar issues in the future, or other appropriate remedies based on the specific circumstances of the case. The committee may also recommend no action if they find you acted appropriately or dismiss the grievance if they find no merit to the student’s claims. In some cases, the committee may find that while there were issues, you were not responsible for them due to circumstances beyond your control. The committee may also recommend you attend additional trainings or refer the matter to administration and the Office of Employee and Labor Relations.   

Q: Will a formal academic grievance affect my employment? A: Isolated grievances typically don't affect employment status. While each case is unique, grievances become part of your record and may impact decisions, especially if a pattern of problems emerges or if serious misconduct is found.  

Q: Can I appeal an unfavorable decision? A: Yes, you can appeal to the Office of the Provost within 10 business days if there's evidence of procedural impropriety in the review process. The appeal must specify the alleged procedural errors in detail. 

Q: How can I minimize the risk of formal academic grievances? A: Maintain clear communication, provide detailed syllabi, use transparent grading criteria, be responsive to student concerns, document important interactions, treat all students fairly and consistently, and seek guidance from your department chair/director or dean when facing difficult situations. 

Q: Should I change my teaching practices if I receive a formal academic grievance? A: Use it as an opportunity for reflection and improvement. Even if the academic grievance is unfounded, consider whether clearer communication or documentation might prevent future issues. Seek guidance from the Center for Advancement of Teaching or experienced colleagues. 

Q: What if I have concerns about a student's behavior during this process? A: Document any inappropriate behavior and report it to your department chair or director. If the behavior involves threats, harassment, or safety concerns, you should also file a report through FIU's reporting system at report.fiu.edu, which provides options for reporting various types of concerning behavior including harassment, threats, or policy violations. Students are also bound by university policies and the Student Code of Conduct during grievance proceedings, and violations may result in separate disciplinary action. 

Q: Can students file frivolous formal academic grievances to harass faculty? A: The Faculty Fellow for Academic Integrity reviews all grievances to determine if grounds exist before proceeding. Frivolous formal academic grievances are typically dismissed early in the process. However, you should still take all grievances seriously and participate professionally. 

Q: What if the formal academic grievance involves my role as a thesis or dissertation advisor? A: The same principles apply. Ensure you've clearly communicated expectations, provided adequate guidance consistent with published requirements, and documented your advising interactions. Committee-based decisions should involve proper consultation with committee members. 

Q: How do I handle formal academic grievances related to clinical or field experiences? A: Professional conduct standards in clinical/field settings should be clearly established and communicated. Document any performance issues and follow established procedures for addressing deficiencies. Ensure students understand the professional expectations specific to these environments. While academic decisions/dismissals for violations of defined professional standards are typically handled at the school or college level, students may still file academic grievances under this policy for issues such as arbitrary grading, unprofessional instructor conduct, inadequate advising related to clinical/field settings. The academic grievance process can run parallel to, or separately from, professional standards reviews, depending on the nature of the student's complaint. 

Q: What if I'm a department chair/director and receive an informal academic grievance about faculty in my department? A: You play a crucial role in the informal resolution process. Remain neutral, facilitate communication between parties, and work toward fair resolution. Discuss the matter with both the student and faculty member separately to understand their perspectives, then consider bringing them together for a discussion, if appropriate. Focus on finding mutually acceptable solutions while ensuring adherence to university policies and course requirements. Document your efforts, decisions, and any agreements reached in writing. Provide clear timelines for any agreed-upon actions and follow up to ensure implementation. When informal resolution concludes, confirm with the student whether the matter is resolved or if they intend to pursue formal grievance procedures. Your confirmation that the informal resolution process has ended is required. If you're the subject of the complaint, immediately refer the matter to the dean level to avoid any conflict of interest.

Q: Where can I get guidance during the academic grievance process? A: Contact your department chair/director or dean for guidance during the informal academic grievance process. Contact the Faculty Fellow for Academic Integrity for guidance during the formal academic grievance process.  

Q: Are there workshops or training available on preventing academic grievances? A: Check with your college or the Center for the Advancement of Teaching for workshops on effective teaching practices, clear communication, and conflict resolution. 

Q: What if I believe I'm being treated unfairly in the academic grievance process? A: Document your concerns and discuss them with your department chair/director or dean. You may also contact the Faculty Ombudsman for confidential consultation and guidance on navigating the process or addressing concerns about procedural fairness. Additionally, if there are procedural improprieties in the formal grievance process, you have the right to appeal the Faculty Fellow's decision to the Office of the Provost.