Academic Grievance Process

Academic Grievance Process Overview

Resolving academic concerns works best when communication is clear, timely, and respectful. The academic grievance process is designed to ensure fairness while encouraging early resolution whenever possible.

This page explains:

  • What an academic grievance is
  • The difference between informal discussion and formal grievance
  • What students and faculty should expect at each step
  • How and when to use the Academic Grievance Form

If you have questions about the process, contact your academic division Dean’s office or the Office of Academics.

Academic Division Dean’s Office Contacts

Liberal Arts & Social Sciences – Lena Yedica
Math, Science & Engineering  – Kaleigh Nofziger
Industrial Technology – Britany Waidelich
Nursing – Breanna Sancrant
Business & Public Safety – Olof Fleming

Office of Academics Contacts

Executive Administrative Assistant – Sandra Manon

What Is an Academic Grievance?

An academic grievance is a formal complaint related to an academic matter such as:
• Grades or grading practices
• Academic dishonesty determinations
• Course requirements or evaluation methods
• Instructional decisions that directly affect academic standing

Grievances must follow a step-by-step process with strict timeline
• The grievance process is structured to ensure fairness—not to punish
• Early, respectful communication benefits everyone
• Timelines matter
• Documentation matters

Students Start Here: Informal Discussion (Required First Step)

Before filing a formal grievance, students are required to attempt an informal discussion with the faculty member involved (or the Dean if the faculty member is unavailable).

Please note, for asynchronous courses faculty may not immediately respond. Please be patient and make a good-faith effort using your official NSCC email and the contact information in the syllabus to contact the faculty member, and allow a reasonable window of response before escalating to the Dean.

What Is an Informal Discussion?
An informal discussion is:
• A direct conversation (in person, virtual, or written)
• Focused on understanding the issue and exploring resolution
• Not punitive or adversarial
• Time-limited (must occur within 12 instructional days of the issue or discovery)

Why This Step Matters
Learning to communicate concerns directly with faculty is an important academic and professional skill. Informal resolution:
• Often results in more flexible options
• Allows misunderstandings to be clarified quickly
• Keeps options open that may not be available later
• Encourages shared problem-solving rather than escalation

Many concerns are resolved at this stage—without the stress or limits of a formal process.

Important: Even while concerns are being discussed, students are expected to continue completing course work unless directed otherwise.

When Informal Discussion Does Not Resolve the Issue

If the concern is not resolved through informal discussion, students may proceed to a formal academic grievance.

Step 1: Formal Academic Grievance (Written)

What Happens in Step 1
• The student submits the Academic Grievance Form to the faculty member involved
• This must occur within 6 instructional days after the informal discussion ends
Academic Grievance completed (2)
• The faculty member provides a written response within 6 instructional days

What to Expect

• Step 1 often still allows room for resolution
• Outcomes may include clarification, instructional discretion, or limited remedies
• If timelines are missed, the grievance may be closed

What Happens Next?

If unresolved, the grievance may proceed to:
• Step 2: Student submits form to supervisor/designee and Vice President of Academics and the information is reviewed.

If unresolved, the grievance may proceed to:
• Step 3: Student may request a formal committee hearing by notifying the Vice President of Academics.
Each step has specific deadlines and documentation requirements

Important Guidance for Students
• Informal resolution usually offers more options than later stages
• Submitting a grievance does not pause academic responsibilities
• Lack of awareness of policies does not eliminate responsibility
• Academic dishonesty determinations follow established procedures and standards
• Advisors may explain process, but instructional decisions rest with faculty and academic leadership

Academic Grievance Form

To obtain the Academic Grievance Form, please email Sandra Manon. (smanon@northweststate.edu)

For Faculty

Your Role in Informal Resolution
Faculty are encouraged to:
• Engage promptly and professionally in informal discussions
• Clarify expectations, policies, and instructional decisions
• Document communication when appropriate
• Refer students to formal procedures only when informal resolution fails
Informal discussions are not admissions of fault—they are part of good academic practice.

Step 1: Faculty Response to a Formal Grievance
When a formal grievance is submitted:
• Review the written concern carefully
• Respond in writing within 6 instructional days
• Focus on facts, policy alignment, and instructional rationale
• Keep a copy of all documentation
Failure to respond to a grievance within timelines may allow the student to proceed to the next step in the Academic Grievance process.