Student Grievance Policy

I. Introduction

UNC Charlotte is committed to providing a respectful, safe, and inclusive environment for all undergraduate and graduate students. To further that commitment, the University seeks to provide a responsive avenue for students to lodge grievances concerning a University office or representative acting within their role or duty and for the University to have a consistent and fair way of resolving those concerns.

The Dean of Students Office can provide guidance about how to approach a grievance. Students may also consult with the University Ombuds Office, which is an additional resource serving as a voluntary and confidential option to assist in discussing resolution strategies.

II. Scope and Applicability

1. This Policy applies to student grievances asserting that an action or inaction by a University office or representative violates an established University policy, standard, or procedure (other than those indicated in Section II.B below), in a way that negatively affects the student and that may be redressable with an outcome or remedy. Student grievances may include violations of standards of ethical conduct set out in University Policy 804, Standards of Ethical Conduct.  Student complaints or concerns that do not meet these standards are not considered “grievances” within the scope of this Policy.
2. This Policy does not apply to student grievances that are governed by other specific complaint or grievance procedures, including, but not limited to: discrimination or harassment, grades, student employee grievances, and other specific processes listed on the Dean of Students website.

III. Informal Resolution

Students are strongly encouraged to first make a good faith attempt to resolve their grievance informally by directly discussing it with the University office or representative they believe violated an established University policy, standard, or procedure, or, alternatively, with the head of the department or unit in which the grievance arises. The student should attempt to resolve the grievance informally as soon as possible but at least within 30 business days of the incident (or from the latest incident, if there is a pattern of incidents).

IV. Formal Grievance Process

If the student chooses not to use the informal resolution process, or if the grievance remains unresolved after following the informal resolution process, the student may engage in the formal grievance process outlined on the Dean of Students website at https://dso.charlotte.edu/submitting-a-grievance/. Once the student properly completes and submits a formal written grievance, it will be directed to the head of the department or unit where the grievance originated.

Students are encouraged to submit their formal written grievances as soon as possible following the conclusion of the informal resolution process, or if informal resolution is not attempted, within forty-five (45) business days following the incident(s) or concern(s) giving rise to the grievance. Prompt reporting allows the University to address issues and concerns more effectively and increases the likelihood of a timely and helpful resolution. Delays in engaging in the formal grievance process may limit the University’s ability to investigate or respond to the grievance.

The formal written grievance must contain the following information:

1. Name of the student filing the formal grievance;
2. A statement indicating that the student is filing a formal grievance under this Policy;
3. Name of the University office or representative that is the subject of the grievance;
4. Date(s), time(s), location(s) of the incident(s);
5. Any informal resolution attempted or actions taken to resolve the concern prior to submitting the formal grievance (if any);
6. A detailed description of the specific grievance or concern, including reference to the specific University policy, standard, or procedure that the student believes was violated;
7. The specific negative impact on the student as a result of the incident(s);
8. A listing of all individuals who witnessed any part of the incident (if known, and if any);
9. Any facts or additional information that could be useful in evaluating the grievance (if any); and
10. The specific remedy or outcome being sought by the student.

Upon receiving a timely, properly filed formal written grievance that includes all the information listed above, the Responsible Administrator (dean, department chair, unit director, or other administrator with oversight over the person, department, or unit against whom the grievance arises) may conduct an inquiry to seek additional information and resolve any factual disputes, or call together involved parties to discuss the situation and explore resolution options.

Based on the information available, the administrator will decide whether or not the incident violated University policy, standard, or procedure. If the Responsible Administrator determines that there was no violation, the grievance will be dismissed.

The Responsible Administrator should make best efforts to provide a written decision within fifteen (15) business days of receipt of the complaint. In some cases, such as in circumstances when the complaint is against a person who is unavailable, the Responsible Administrator may require an extended period of time, and will notify the student of this circumstance.  

1. The notice of decision to the student shall include (1) whether or not the allegations were substantiated, (2) the reasons for the determination, and (3) that appropriate actions are being taken, if applicable. The written decision provided to the student shall not include any protected personnel information that does not directly relate to the student.
2. The notice of decision to the University office or representative that is the subject of the grievance should include (1) whether or not the student’s allegations were substantiated, (2) the reasons for the determination, and (3) remedial action(s) (if any). 
3. The Responsible Administrator shall provide a copy of both written notices of decision to the Dean of Students Office.

If the Responsible Administrator is unable to provide a written decision within fifteen (15) business days, they should communicate with the complainant with updates on the process.

V. External Resolution Options

If a student’s grievance cannot be resolved after exhausting the University’s procedures, a student may file an external complaint with the following agencies:

• North Carolina Post-Secondary Education Student Complaint process: Please visit the University of North Carolina Post-Secondary Education Student Complaint Process page for the form and for information about this process.
• The Southern Association of Colleges and Schools Commission on Colleges  (SACSCOC) (sacscoc.org): Please visit the Complaints Against Institutions: Information Sheet and complete the Complaint Form to inform SACSCOC of the complaint.
• UNC Charlotte operates under the State Authorization Reciprocity Agreements (SARA North Carolina). UNC Charlotte students not residing in North Carolina may submit complaints to the organization listed below only after completing the grievance or complaint process established by UNC Charlotte.
  • Please review the SARA-NC Student Complaint Process and complete the SARA-NC Student Complaint Form.
  • Examples of types of student complaints that may be brought to a SARA portal entity include, but are not limited to, complaints regarding accuracy of job placement data, tuition or fee information, accreditation, whether a program meets licensure requirements, or course transfer information. SARA does not address grade or student conduct appeals.