EA-3312 Academic Grievance

1.0      Purpose

Situations may arise in which a student disagrees with the application of academic policies related to assessment or academic decisions. In such cases, a student may initiate a formal academic grievance. An academic grievance is a written statement (some clerkships may use a standardized grade grievance form) submitted by a student expressing concern that an academic decision, such as grading or testing, has been applied in a manner perceived as inconsistent with established academic policies. The purpose of this policy is to ensure a transparent, fair, and structured process for reviewing such concerns.

This policy governs academic grievances related to assessment and academic decision-making. Requests related to amendment or correction of formal educational records maintained by VTCSOM, including transcripts and official student records, are addressed through the Student Records Policy (SA-4121). VTCSOM uses the “education record” definition as per the Family Educational Rights and Privacy Act (FERPA), which includes records that are directly related to a student and maintained by VTCSOM or by a party acting on behalf of VTCSOM in connection with the student’s academic performance, assessment, progression, or educational program.

2.0      Policy

To promote transparency, understanding, and fairness in assessment, VTCSOM provides students the opportunity to review assessment data prior to initiating a formal academic grievance. This review process supports student understanding of assessment outcomes, grading policies, and available documentation and ensures that concerns are grounded in an informed understanding of the academic decision prior to formal escalation. An academic grievance addresses concerns related to whether academic policies were applied fairly and consistently in academic decisions and is not intended as a mechanism to re-evaluate academic performance or academic judgment. Academic grievances may be submitted regarding academic evaluation decisions, including grade determinations, assessment scoring, grade calculations or conversions, and narrative feedback, when a student believes academic policies have been applied inconsistently or unfairly. Academic grievances may address concerns regarding whether academic policies were applied fairly and consistently in evaluation decisions. However, academic grievances are not intended to re-evaluate the substance of academic or clinical judgment itself, provided that such judgments were made in accordance with established policies, procedures, and evaluative criteria.

3.0      Procedures

Initial Assessment Review (Non-Decision-Making Process)

The Office of Educational Affairs (OEA) oversees processes related to student assessment and academic performance within the medical curriculum. Prior to initiating a formal academic grievance, students are strongly encouraged to participate in an assessment review with the Associate Dean for Assessment, Evaluation, and Strategic Analytics (or designee), if requested by the student. This review is intended to promote transparency and support student understanding of assessment data, grading policies, and available documentation. It is a non-decision-making and non-adjudicative process and does not constitute a formal step in grievance resolution. The Associate Dean for Assessment, Evaluation, and Strategic Analytics (or designee) may identify and address concerns related to the integrity, consistency, or fairness of assessment processes, and may initiate appropriate review or follow-up in alignment with institutional policies.

During the assessment review, students may be provided access to available assessment materials when permitted, including examination content and narrative comments from faculty or other individuals in teaching roles (e.g., residents or fellows). Certain standardized or secured assessments (e.g., NBME subject examinations and proctored customized examinations) may not be available for review due to examination security requirements. Completion of this review serves as an informational step prior to submission of a formal academic grievance and is intended to ensure students have an opportunity to understand their performance and applicable grading policies before initiating the grievance process.

Formal Academic Grievance Process

If, after completing an assessment review with the Associate Dean of Assessment, Evaluation, and Strategic Analytics (or designee), a student continues to believe that an academic decision reflects an unfair application of academic policy, the student may initiate a formal academic grievance using the process outlined below.

1. The student is responsible for initiating and advancing the grievance at all stages of the process. Upon receipt of the grievance, the course, clerkship or elective director acknowledges receipt and includes in the response the relevant phase director, Associate Dean for Educational Affairs, Associate Dean for Assessment, Evaluation, and Strategic Analytics, and Senior Associate Dean for Medical Education.
2. The student must submit a written grievance regarding a grade (satisfactory/unsatisfactory or honors/high pass/pass/fail) or the accuracy of narrative comments within five (5) business days of receiving the grade to the Course Director (Phase 1) or Clerkship/Elective Director (Phase 2 and Phase 3). The Course Director or Clerkship/Elective Director must respond within five (5) business days.
3. If the grievance is not resolved to the student’s satisfaction at that level, the student may forward the grievance to the Associate Dean for Educational Affairs. The Associate Dean for Educational Affairs collaborates with the respective Phase Director (Phase 1, 2, or 3) in reviewing the grievance. The request must be submitted within five (5) business days, and the Phase Director must respond within five (5) business days.
4. If the grievance remains unresolved after review by the Associate Dean for Educational Affairs in collaboration with the Phase Directors, the student may submit a formal grievance to the Senior Associate Dean for Medical Education. The request must be submitted within five (5) business days, and the Senior Associate Dean must respond within five (5) business days.
5. If the grievance remains unresolved after review by the Senior Associate Dean for Medical Education, the student may request review by the Medical Student Performance and Promotion Committee (MSPPC). The request must be submitted in writing to the Chair of the MSPPC.
6. The MSPPC will review the grievance within ten (10) business days of receipt. The Committee will consult with relevant parties as appropriate, deliberate on whether academic policies were applied appropriately and consistently, and issue a written decision. The decision will be documented and communicated to all principal parties.
7. If the grievance remains unresolved, the student may appeal to the Dean. The request must be submitted within five (5) business days. The decision of the Dean is final.

This process constitutes the final institutional review of academic grievances within VTCSOM, and no further internal appeal processes are available beyond Dean’s decision.

Confidentiality, Non-Retaliation, and Student Privacy Protections

No student will be subject to unfair action or treatment by the administration or faculty of VTCSOM as a result of the initiation of a grievance/complaint. The proceedings of the MSPPC are confidential, and any discussion of the proceedings or the facts revealed outside of the committee meeting is a violation of the student’s right to privacy. All violations of the student’s right to privacy will be viewed as unprofessional and subject to disciplinary action as such.

4.0      References

• FERPA (Family Educational Rights and Privacy Act)
• Virginia Tech Administrative Policy Governing Student Academic Complaints Policy 6125 
• Virginia Tech Conflict of Interest Policy 13010
• VTCSOM Advancement and Graduation EA-3301
• Academic Deficiencies EA-3311
• VTCSOM Medical Student Performance and Promotion Committee SA-4301
• Student Records SA-4121

5.0      Approval and Revisions

Approved by the Medical Curriculum Committee on May 21, 2026