Grievance and Appeal Procedures

Overview

Reinhardt University is committed to providing doctoral and advanced graduate students with fair, accessible, and timely processes for resolving academic and professional concerns. Students are encouraged to resolve concerns at the most immediate level possible before initiating a formal grievance. In most cases, informal resolution — a direct, good-faith conversation with the faculty member, advisor, or program director — is both the fastest and most effective path to resolution.

This section addresses the following categories of concern:

• Academic grievances — grade disputes and course-level academic decisions
• Program grievances — advisor conflicts, committee disputes, and program-level decisions
• Doctoral-specific appeals — capstone defense outcomes, transfer credit decisions, provisional acceptance conditions, and academic dismissal
• Discrimination & Title IX — complaints involving discrimination, harassment, or Title IX matters are governed by separate institutional policy

Grade and Course Disputes

Students can expect Reinhardt University faculty members to be proficient in their subject fields and professional in assessment of student work. A student who believes a final course grade was assigned in error or without basis should first contact the faculty member of the course to ensure that the student understands the basis for the grade.

Informal Resolution: The student contacts the course instructor directly. If a resolution is not found at this level, the student may proceed to formal filing.

Formal Filing: The student must submit a written letter of appeal to the School Dean within 30 days of the posting of the grade. The letter will describe the basis for the appeal along with any relevant information or evidence. The Dean will provide a copy to the Program Director and the faculty member and will ask the faculty member to submit a written response. The Dean will issue a written decision within 15 working days of receipt of the complete appeal record.

Appeal: If the student is not satisfied with the School Dean's decision, the student may appeal to the Vice President for Academic Affairs (VPAA) within ten (10) working days of receiving the Dean's written decision. The VPAA's decision is final. A copy of the appeal proceedings will be kept by the Office of the Vice President for Academic Affairs.

Program and Advising Concerns

A student with a concern related to advising, program requirements, committee composition, or other program-level matters should first contact the faculty advisor or program director.

Informal Resolution: The student contacts the faculty advisor or program director directly.

Formal Filing: If informal resolution is unsuccessful, the student may submit a written grievance to the School Dean within 30 days of the event or decision giving rise to the concern. The Dean will review the record, provide all parties an opportunity to submit a written response, and issue a written decision within 15 working days of receipt of the complete grievance record.

Appeal: Either party may appeal the School Dean's decision to the VPAA within ten (10) working days of receiving the Dean's written decision. The VPAA reviews whether proper process was followed and whether the decision was consistent with institutional policy. The VPAA's decision is final.

Doctoral-Specific Appeals

Capstone Defense Outcome

A candidate who receives a Failing outcome on the proposal or final capstone defense may appeal the outcome to the program director within ten (10) working days of receiving written notification of the result. The program director will convene a review of the defense record and committee documentation and issue a written decision.

If the appeal is not resolved at the program level, the student may appeal to the School Dean within ten (10) working days of receiving the program director's written decision. The Dean will review the record and issue a written decision. Further appeal may be made to the VPAA within ten (10) working days of the Dean's decision. The VPAA's decision is final.

Transfer Credit Decision

A student who wishes to appeal a transfer credit determination must submit a written appeal to the program director within ten (10) working days of receiving the transfer credit evaluation. The program director will review the appeal in consultation with the Registrar and issue a written decision. If the student is not satisfied with the program director's decision, the student may appeal to the School Dean within ten (10) working days. Further appeal may be made to the VPAA. The VPAA's decision is final.

Provisional Acceptance Conditions

A student admitted under provisional acceptance who disputes the conditions of their provisional status or the outcome of a provisional review may submit a written appeal to the program director within ten (10) working days of receiving written notification. The program director will review the appeal and issue a written decision. If unresolved, the student may appeal to the School Dean and subsequently to the VPAA. The VPAA's decision is final.

Academic Dismissal

A student who has been academically dismissed from a doctoral or advanced graduate program may appeal the dismissal by submitting a written letter to the School Dean within ten (10) working days of receiving written notification of dismissal. The letter should describe the condition and identify the reasons for seeking a positive decision on the appeal. The Dean will review the academic record and any supporting documentation and issue a written decision.

The student may further appeal the Dean's decision to the VPAA within ten (10) working days of receiving the Dean's written decision. The VPAA's decision is final.

Discrimination, Harassment & Title IX

Complaints involving discrimination, harassment, or sexual misconduct — including Title IX matters — are governed by Reinhardt University's institutional non-discrimination and Title IX policies and are not processed through the academic grievance procedures described in this section. Students who believe they have experienced discrimination or harassment should contact the appropriate institutional office as designated in the policy statements for Title VI and Title IX in this catalog.

Special Procedures — Academic Integrity Cases

In all academic integrity cases, the three-level procedure established under Academic Integrity and Student Conduct governs. The grievance pathways above apply to academic and programmatic concerns outside of academic integrity proceedings.

If the faculty member involved in a dispute is the Dean, the case moves directly to Level III and the student has ten (10) working days to file an appeal with the Vice President for Academic Affairs.

Summary of Grievance Pathways