Academic Regulations

Academic Grievance procedure

TVCC encourages students to discuss their concerns and complaints, including academic grade appeals, through informal conferences with the appropriate instructor. Regardless of the instructional mode of delivery or location, students should express concerns as soon as possible to allow early resolution at the lowest possible administrative level. If an informal conference regarding a complaint fails to reach the outcome requested by the student, the student may initiate the formal process delineated in TVCC Board Policy FLD (LOCAL) and outlined below. The process begins by timely filing a written complaint form with the appropriate College personnel. Even after initiating the formal complaint process, students are encouraged to seek an informal resolution to their concerns.

A student whose concerns are resolved may withdraw a formal complaint at any time. The following grievance process does not apply to:

complaints alleging discrimination or harassment based on race, color, gender, national origin, disability, or religion;
complaints concerning retaliation related to discrimination and harassment;
complaints concerning disciplinary decisions;
complaints concerning a commissioned peace officer who is an employee of the College.

Students may not appeal grades recorded on permanent records after one year from the date the grade was recorded.

The following grievance process is designated for students who want to appeal an academic decision that does not involve a grade:

Non-Grade Appeal Academic Grievance – Level One

A student who wishes to file a formal complaint must do so in writing within 15 college business days of the decision or action giving rise to the complaint or grievance. Students should present the written complaint to the appropriate division chairperson/Associate Vice President and/or the appropriate campus director, who will schedule a conference with the student within ten college business days after receiving the written complaint. Copies of documents supporting the complaint should be attached to the written complaint.

After the initial conference with the level one administrator, students may submit no new documents unless they did not know the documents existed before the initial conference. The administrator will have ten days following the conference to provide the student with a written response to the complaint.

Non-Grade Appeal Academic Grievance – Level Two

If the outcome of the level one appeal is not to the student's satisfaction, or if the time for a response has expired, the student has ten college business days to file a written Notice of Appeal and to request a conference with the Vice President of Instruction. Students must file the written appeal notice within ten college business days of the date of the written level one decision. The level two administrator will schedule the requested conference within ten college business days of receiving the written Notice of Appeal and the request for a conference. The Vice President of instruction may set reasonable time limits for the meeting.

The administrator with whom the level two conference was held will have ten college business days following the conference to provide the student with a written response to the appeal.

Non-Grade Appeal Academic Grievance – Level Three

If the outcome of the meeting with the level two administrator is not to the student's satisfaction, or if the time for a response has expired, the student has ten college business days to file a written Notice of Appeal and to request a conference with the college President or designee. Students must file the written appeal notice within ten college business days of the date of the written level two response. The college President or designee will hold the requested conference within ten college business days of receiving the written Notice of Appeal and the request for a conference. The college President or designee may set reasonable time limits for the meeting.

The college President or designee will have ten college business days following the conference to provide the student with a written response to the appeal.

Non-Grade Appeal Academic Grievance – Level Four

If the conference's outcome with the college President or designee is not to the student's satisfaction, or if the time for a response has expired, the student has ten college business days to file a written Notice of Appeal to request a conference with the college board of trustees. Students must file the written appeal notice within ten college business days of the date of the written level three response. The requested conference will be placed on the agenda for the next scheduled board meeting after receiving the written Notice of Appeal/request for a conference.

The student will present their complaint in an open or closed meeting in accordance with the Texas Open Meetings Act and other applicable laws. The board shall hear the complaint and may request that the administration provide an explanation for the decisions at the preceding levels. It may give notice of its decision orally or in writing at any time up to and including the next regularly scheduled board meeting. If for any reason, the board fails to reach a decision regarding the complaint by the end of the next regularly scheduled meeting, the lack of a response by the board upholds the administrative decision at level three.

The following grievance process is designated for students who want to appeal an academic decision that involves a grade:

Grade Appeal Academic Grievance – Level One

Grade Appeal Academic Grievance – Level Two

If the outcome of the level one appeal is not to the student's satisfaction, or if the time for a response has expired, the student has through the last regular class of the next long semester after receiving the grade to request a hearing with the Academic Appeals Committee in accordance to the process outlined below. Students should address the written appeal to the Vice President of Instruction.

Academic Appeals Committee

The purpose of the Academic Appeals Committee is to provide an opportunity for a student to have a hearing when they believe a credit course grade adversely affected their academic standing or was unfairly imposed. This process applies to all students, regardless of instructional location or mode of delivery.

After grade disputes have proceeded through the above outlined appellate channels, a student may appeal their grade dispute to the Academic Appeals Committee. Students must submit a written request for a hearing to the chairperson of the Academic Appeals Committee. The hearing will be conducted on the TVCC Athens campus and attended only by those persons authorized by the committee chairperson. Should the appeal process involve a dispute for an online course, the committee may arrange to conduct the hearing virtually. Neither the student nor the College will have an attorney present. This appeal is not an adversarial process.

The committee will decide whether the credit course grade imposed in a particular case is justified and either upholds the posted grade or recommends an alternate course of action to the Vice President of instruction. Students may expect, except in unusual circumstances, that the Vice President of Instruction will implement the committee's recommendation.

The Academic Appeals Committee is a standing committee of the College. For each hearing, the composition of the committee includes a chairperson, who does not vote unless there is a tie, three faculty/staff members appointed by the President, one member of the administrative staff appointed by the President, and three students selected by the chairperson of the Academic Appeals Committee. The committee makes its decisions based on a majority vote. The Academic Appeals Committee chair will notify the student and college officials, in writing, of the committee's decision, usually within ten class days of the hearing.

Students must file appeals to the Academic Appeals Committee with the Vice President of Instruction no later than the last regular class day of the subsequent long semester after receiving the grade. Failure to comply with this deadline will waive the student's right to appeal.

Grade Appeal Academic Grievance – Level Three

If the outcome of the conference with the Academic Appeals Committee is not to the student's satisfaction, the student has ten college business days to file a written Notice of Appeal and to request a conference with the Vice President of Instruction. Students must file the written appeal notice within ten college business days of the date of the academic appeals response. The Vice President of Instruction will schedule the requested conference within ten college business days of receiving the written Notice of Appeal. The Vice President of Instruction may set reasonable time limits for the conference.

The administrator involved in the level three conference will have ten college business days following the conference to provide the student with a written response to the decision.

Grade Appeal Academic Grievance – Level Four

If the conference's outcome with the Vice President of instruction is not to the student's satisfaction or if the time for a response has expired, the student has ten college business days to file a written Notice of Appeal and to request a conference with the college President or designee. Students must file the written appeal notice within ten days of the written level three response date. The college President or designee will hold the requested conference within ten college business days of receiving the written Notice of Appeal and the request for a conference.

The college President or designee will provide the student with a written response within ten college business days following the conference.

Grade Appeal Academic Grievance – Level Five

If the conference's outcome with the college President or designee is not to the student's satisfaction, or if the time for a response has expired, the student has ten college business days to file a written Notice of Appeal and request a conference with the TVCC Board of Trustees. Students must file the written appeal notice within ten college business days of the written level four response date. The TVCC Board of Trustees will place the requested conference on the next scheduled board meeting agenda after receiving the written Notice of Appeal/request for a conference.

The student will present their complaint in an open or closed meeting in accordance with the Texas Open Meetings Act and other applicable laws. The board shall hear the complaint and may request that the administration explain the decisions at the preceding levels. It may give notice of its decision orally or in writing at any time up to and including the next regularly scheduled board meeting. If for any reason, the board fails to reach a decision regarding the complaint by the end of the next regularly scheduled meeting, the lack of a response by the board upholds the administrative decision at level four.