A. Ad Hoc Grievance Committee
Each department (or other instructional unit) shall, through its normal procedures for appointing departmental officers, annually establish a standing grievance committee chair who is not the chair of the department. For each case, the grievance committee chair will appoint an ad hoc grievance committee composed of three faculty members6 including the grievance committee chair, one other faculty member from the same unit,7 one faculty member from a different unit; and two students in good standing who will be appointed by the student association(s) of the unit(s)8. The instructor of record cannot be a member of this committee; if the instructor of record is the standing grievance committee chair, the department chair will appoint another faculty member to chair the ad hoc grievance committee. The grievance committee chair is a regular voting member of this committee.
It is important to follow the steps for forming the ad hoc grievance committee and assembling the various documents precisely, since the procedure is intended to guarantee the most equitable treatment of all parties.
In cases where multiple grievances are presented (e.g., more than one student grieving grades from the same course, or one student grieving grades from more than one course), a single ad hoc grievance committee may review the cases with the student’s (or students’) written consent (e-mail is acceptable). Otherwise, each grievance must be reviewed by a separate ad hoc grievance committee whose members do not overlap (with the possible exception of the grievance committee chair).
The student must initiate the formal grievance process within one calendar year of the last day of the semester in which the final grade for the course was posted.9 10 The formal process is initiated when the student submits the case in writing to the department chair. The case must specify the grounds on which the grade is being challenged. Only grounds consistent with those listed in Berkeley Division Regulation (BDR) A207 (see Section 22.214.171.124 of this document) can be considered relevant for purposes of challenging a grade. If relevant grounds are not specified, the formal grade grievance process cannot proceed. As stipulated by Regulation A207, the formal grievance process at the departmental level must be completed within twenty (20) working days of receipt of the student's formal grievance (if both parties are in residence and the University is in regular session,11 excluding summer session)12. The case must include the following:
- a description of the basis for the grievance, including the grounds for grievance under BDR A207, and, if it exists, the original work in question;
- a written response from the instructor within a 5 working day deadline; if no response from the instructor was presented within the timeframe, then the department chair can act on behalf of the instructor, with evidence in the form of documentation that ample opportunity was provided for submitting a response from the instructor;
- a written rebuttal by both the student and instructor to the other's position; if no rebuttal is presented, there must be documentation, either from the student and instructor or the ad hoc grievance committee, that ample opportunity for submitting one was provided.
The ad hoc grievance committee will meet to discuss all these materials. The student and instructor may present additional information in writing to the ad hoc grievance committee prior to the meeting or, at the option of the ad hoc grievance committee chair, in person to the ad hoc grievance committee, but neither party may be present while the other is appearing before the committee or while the committee is deliberating.
Upon the conclusion of its deliberations, the grievance committee chair will report its decision in writing, signed by the committee chair, along with any minority views, to the department chair, the student, and the instructor. The department chair will forward all relevant documents and notify COCI in writing of the recommendation within two weeks of receiving the report from the ad hoc grievance committee.
C. Ad Hoc Grievance Committee Remedies
The ad hoc grievance committee’s recommendations may include a change of letter grade or grading option (i.e., P/NP, S/U). Four of the committee's five members must consent to the letter grade that is recommended (including the change of grade of D+ and below to a grade of P or the change of a grade of C+ or below to a grade of S).
D. COCI Review
COCI requires the following items for its review of the appeal:
- A written report from the ad hoc grievance committee presenting its recommendation and the rationale behind the recommendation; any minority view(s) must also be given in writing as part of the report. All members of the ad hoc grievance committee must be identified,and the report must be signed by the committee chair.
- The materials outlined in section B, “Process,” which the grievance committee chair presents to the ad hoc grievance committee at its first meeting.
- Any additional documentation which the student and instructor judge supportive of their case (e.g., exams, statements by other students, GSIs, chair, etc.).
E. COCI Remedies
In accordance with Regulation A207, if COCI finds for the student, it may:
- change a failing grade to a P or S;
- drop a course retroactively;
- retain the course but eliminate the grade from the student’s GPA;
- adopt the letter grade, if any, that was recommended by four of the five members of the unit’s ad hoc grievance committee.
COCI will conclude its review and notify the concerned parties in writing of its decision in accordance with Regulation A207 within forty (40) working days of receipt of the grade grievance case from the department (if the University is in regular session, excluding summer session).