COP 06-0803: Student Academic and Administrative Grievance Procedures

Purpose Statement

Florida SouthWestern State College (the "College") provides students with a structured process to seek review when they believe a College policy, procedure, or course requirement has been improperly applied.

Guidelines

An academic grievance may be filed when a student believes that a published College academic policy or procedure has been incorrectly applied; a course policy, as stated in the syllabus, has not been followed; or an academic decision was made in an arbitrary or retaliatory manner. State Board of Education Rules and officially adopted College policies are not subject to grievance; only their application or interpretation may be reviewed. The course syllabus is the controlling academic document for course requirements, grading standards, attendance expectations, and evaluation criteria. Any review under this procedure will be based on the syllabus and applicable College policies. The assignment of grades and evaluation of academic performance are the responsibility of the faculty member of record. Disagreement with academic judgment alone does not constitute grounds for a grievance. A grade may be reviewed only when a student provides clear documentation demonstrating that it was assigned arbitrarily or in a manner that is either retaliatory or inconsistent with the syllabus.

Procedures

1. Academic Grievances.
   1. Overview.
      1. Per the College Code of Conduct, (2026–2027, p. 43), students are both citizens and members of the academic community. Upon registration, all students are entitled to the following rights and freedoms, provided that their exercise does not disrupt the orderly operation of the College:
         1. The right to freedom of expression
         2. The right to peaceful assembly
         3. The right to a fair and impartial hearing
         4. The right to appeal any administrative decision that adversely affects them
         5. The right to participate in Student Government
      2. The College states that the exercise of these rights must comply with Florida law and with policies and procedures established by the College and its Board of Trustees. Additionally, each student is responsible for becoming familiar with and abiding by College policies and regulations published in official policy statements, the current College Catalog and Student Handbook, official manuals, and other institutional publications (College Code of Conduct, 2026–2027, p. 43).
   2. Purpose.
      1. The College provides students with a structured process to seek review when they believe a College academic policy, procedure, or course requirement has been improperly applied.
      2. This process is administrative in nature and is not a judicial proceeding.
   3. Scope.
      1. An academic grievance may be filed when a student believes that:
         1. A published College academic policy or procedure has been incorrectly applied;
         2. A course policy, as stated in the syllabus, has not been followed; or
         3. An academic decision was made in an arbitrary or retaliatory manner.
      2. State Board of Education Rules and officially adopted College policies are not subject to grievance; only their application or interpretation may be reviewed.
      3. The course syllabus is the controlling academic document for course requirements, grading standards, attendance expectations, and evaluation criteria. Any review under this procedure will be based on the syllabus and applicable College policies.
      4. The assignment of grades and evaluation of academic performance are the responsibility of the faculty member of record. Disagreement with academic judgment alone does not constitute grounds for a grievance. A grade may be reviewed only when a student provides clear documentation demonstrating that it was assigned arbitrarily or in a manner that is either retaliatory or inconsistent with the syllabus.
   4. Time Limits.
      1. A grievance must concern an academic decision or incident that occurred within thirty (30) calendar days of filing.
      2. The Informal Resolution Process must be completed before a formal grievance may be requested.
      3. A written request for formal review must be submitted within five (5) working days after the conclusion of the informal process.
      4. A working day is a day the College is open for normal business operations.
      5. The College reserves the right to extend procedural timelines for good cause.
   5. Informal Resolution Process (Required).
      1. As a first step, the student must first meet with the faculty member of record to discuss the concern. The syllabus will guide this discussion. Both parties are expected to make a good-faith effort to resolve the issue.
      2. If the concern is not resolved through the first step, the student's second step is to request a meeting with the appropriate Academic Dean (or designee). The Dean will review the matter and attempt to facilitate resolution.
      3. If the issue remains unresolved after these steps, the student may request consideration for a formal grievance.
   6. Formal Grievance Process.
      1. Step 1: Written Request.
         1. To request formal review, the student must submit a written, signed, and dated statement to the Academic Dean that includes:
            1. A clear description of the academic decision or policy application being challenged;
            2. Identification of the specific syllabus provision or College policy alleged to have been misapplied;
            3. Documentation confirming completion of the informal resolution process; and
            4. Supporting evidence substantiating the claim.
         2. Submission of a request does not automatically result in a formal hearing.
      2. Step 2: Dean Review and Determination.
         1. Upon receipt of the written request, the Academic Dean will determine whether:
            1. The matter falls within the scope of this procedure;
            2. The required informal steps have been completed; and
            3. Sufficient documentation has been provided to warrant formal review.
         2. The Academic Dean’s determination regarding whether a formal grievance will proceed to committee review is final and not subject to appeal.
            1. If these criteria are not met, the Dean may determine that a formal grievance is not warranted.
            2. If approved, an ad hoc grievance committee will be convened.
      3. Step 3: Committee Review.
         1. If a formal grievance is approved, the Academic Dean will appoint an ad hoc grievance committee composed of:
            1. The Department Chair, Program Coordinator, Director, or faculty designee (Chair);
            2. One full-time administrative employee; and
            3. One Student Government Association representative.
         2. In the formal grievance committee, the Dean (or designee) will serve as recording secretary without vote.
         3. Committee members must recuse themselves if a conflict of interest exists.
         4. The committee will:
            1. Review submitted documentation;
            2. Interview relevant parties as appropriate; and
            3. Determine whether College policy or the syllabus was improperly applied or whether the academic decision was arbitrary or retaliatory.
         5. The burden rests with the student to demonstrate to the committee that, by a preponderance of the evidence, that College policy or the syllabus was improperly applied or that the action was arbitrary or retaliatory.
         6. The committee will submit its findings and recommendation to the Vice President of Academic Affairs.
      4. Final Decision.
         1. The Vice President of Academic Affairs (or designee) will issue the final decision. If a grievance is upheld, the Vice President (or designee) may direct appropriate corrective action consistent with College policy.
         2. This decision concludes the College’s internal academic grievance process.
         3. This policy does not limit any rights that may exist under applicable state or federal law.
         4. Grades.
            1. The hearing process for Academic Misconduct may conclude with a determination that the student is not responsible; however, this determination does not affect the faculty member’s authority to evaluate coursework or assign grades.
            2. Decisions regarding assignment grades and final course grades remain solely the responsibility of the professor assigned to the course. A finding of not responsible does not automatically result in a change to any assignment grade or final course grade.
            3. This determination does not preclude the student from requesting a Late Withdrawal or Late Drop following the outcome.
   7. Record Retention.  All documentation related to the grievance will be maintained by the Office of Academic Affairs in accordance with College record retention policies.
2. Non-Academic Grievances.
   1. Purpose.
      1. The College provides students with a structured process to seek review when they believe a College administrative policy or operating procedure has been improperly applied.
      2. This process is administrative in nature and is not a court proceeding.
   2. Scope.
      1. An administrative grievance may be filed when a student believes that:
         1. A published College administrative policy or operating procedure has been incorrectly applied; or
         2. An administrative decision was made in an arbitrary or retaliatory manner.
      2. Officially adopted College policies and State Board of Education Rules are not subject to grievance; only their application or interpretation may be reviewed.
      3. Disagreement with discretionary administrative judgment alone does not constitute grounds for a grievance.
   3. Exclusions.  Grievances pertaining to the following matters shall not be processed under this procedure:
      1. Disciplinary actions taken under the Florida SouthWestern State College Student Code of Conduct.
      2. The professional judgment exercised by an instructor in assigning a grade (see Academic Misconduct and Academic Grievance Process: Grades).
      3. Complaints involving discrimination, harassment, or alleged violations of Title IX (see applicable College policies and procedures).
   4. Time Limits.
      1. A grievance must concern an administrative decision or incident that occurred within thirty (30) calendar days of filing.
      2. The Informal Resolution Process must be completed before a formal grievance may be requested.
      3. A written request for formal review must be submitted within five (5) working days after the conclusion of the informal process.
      4. A working day is a day the College is open for normal business operations.
      5. The College reserves the right to extend procedural timelines for good cause.
   5. Ombudsperson Assistance.  To facilitate an efficient and timely resolution process, the College provides access to an Ombudsperson to assist students in understanding and navigating informal and formal grievance procedures. The Ombudsperson serves in an advisory capacity and does not make determinations regarding grievances.
   6. Informal Resolution Process (Required).
      1. Step 1: Meeting with Appropriate Staff or Administrator.  The student must first meet with the faculty or staff member, or administrator, directly involved in the matter to discuss the concern. Both parties are expected to make a good-faith effort to resolve the issue.
      2. Step 2: Administrative Review.  If the concern is not resolved, the student may present the matter through appropriate administrative channels, up to the vice president in whose area the grievance has occurred; but not including the Chief Student Affairs Officer (or designee) who issues the final decision on all Student Administrative Grievances.
      3. If the issue remains unresolved after completion of these steps, the student may request consideration for a formal grievance.
   7. Formal Grievance Process.
      1. Step 1: Written Request.  To request formal review, the student must submit a written, signed, and dated statement to the Chief Student Affairs Officer (or designee) that includes:
         1. A clear description of the administrative decision or policy application being challenged;
         2. Identification of the specific College policy or operating procedure alleged to have been misapplied;
         3. Documentation confirming completion of the informal resolution process; and
         4. Supporting evidence substantiating the claim.
         5. Submission of a request does not automatically result in a formal hearing.
      2. Step 2: Review and Determination.  
         1. Upon receipt of the written request, the Chief Student Affairs Officer (or designee) will determine whether:
            1. The matter falls within the scope of this procedure;
            2. The required informal steps have been completed; and
            3. Sufficient documentation has been provided to warrant formal review.
         2. This determination is limited to whether the grievance meets procedural requirements and falls within the scope of this policy.
         3. If these criteria are not met, the Chief Student Affairs Officer (or designee) may determine that a formal grievance is not warranted. If approved, an appropriate review body or administrator will be designated to evaluate the grievance.
      3. Step 3: Review Process.
         1. If a formal grievance is approved, the designated review body or administrator will:
            1. Review submitted documentation;
            2. Interview relevant parties as appropriate; and
            3. Determine whether College policy or operating procedure was improperly applied or whether the administrative decision was arbitrary or retaliatory.
         2. The burden rests with the student to demonstrate, by a preponderance of the evidence, that College policy or operating procedure was improperly applied or that the action was arbitrary or retaliatory.
         3. The review body or administrator will submit findings and recommendations to the Chief Student Affairs Officer, or designee.
      4. Step 4: Final Decision.
         1. The Chief Student Affairs Officer (or designee) will issue the final decision. If a grievance is upheld, appropriate corrective action may be directed consistent with College policy.
         2. This decision concludes the College’s internal process. This policy does not limit any rights that may exist under applicable state or federal law.
   8. Records Retention.  All documentation related to the grievance will be maintained by the Office of Student Affairs in accordance with College record retention policies.
   9. Advisor.  
      1. In accordance with the Code of Conduct (2026–2027, pp. 23–24), a student may be accompanied by one (1) advisor during any administrative College process. The advisor may not serve in any other capacity in the process, including as an investigator, decision-maker, hearing officer, or member of a committee or panel convened to review or decide the matter or any appeal.
      2. The advisor may be present at meetings or hearings at the student’s own expense. The advisor’s role is limited to providing guidance and support. Advisors may not speak on behalf of the student, submit documentation, file appeals, or correspond with the College in place of the student. All official communication will be directed to the student.
      3. If an advisor fails to adhere to the defined role, the appropriate Case Administrator or presiding administrator may remove the advisor from the proceeding.
      4. If the student elects to have legal representation, written notice must be provided to the appropriate administrator no fewer than three (3) business days prior to the scheduled proceeding.
         1. When an attorney is present, the College’s General Counsel may also be present.
         2. A student may designate one advisor for the duration of the process.
         3. Requests to change an advisor must be submitted in writing and must identify the reason for the request.
      5. For the purpose of this Section II, the term “Advisor” is not necessarily a student’s academic advisor. An advisor can be any person chosen by the student to provide guidance, support, and advice throughout the grievance process. Students are not required to have an advisor – it is optional as determined by the student.