Navigating Graduate Student Grievances at UMD: Your Guide to Fair Resolution

What is a grievance?

A grievance is a formal complaint a graduate student may file if they believe they have been treated in a way that is:

• Unethical, unfair, or grossly unjust
• Uncivil, hostile, or intimidating
• Otherwise harmful to their learning or working environment

Grievances may involve faculty, staff, or other students. They can include both academic matters (such as program expectations, advising, or evaluation) and non-academic concerns (such as harassment, discrimination, or inappropriate conduct). Some grievances require the involvement of other campus offices, such as the Office of Civil Rights and Sexual Misconduct (OCRSM), the Office of Integrity and Responsible Conduct, or the Office of Student Conduct, to name a few.

When should I consider filing a grievance?

You may want to file a grievance if:

• You’ve tried to resolve an issue directly with the person involved or at the department level, but the problem continues.
• The situation creates a hostile or harmful environment that affects your ability to succeed.
• The matter cannot be fairly addressed through informal means.

Before filing a formal grievance, most students begin with seeking an informal resolution by speaking with their Director of Graduate Studies or Department Chair. Often, issues can be resolved this way. But if informal approaches do not work—or if the situation feels unsafe or inappropriate for direct resolution—a formal grievance may be filed.

Step 1: Informal Consultation

• Talk with the person involved, if appropriate.
• If unresolved, consult with your Director of Graduate Studies (DGS) or Department Chair.
• You are encouraged to contact the Graduate Ombuds and/or your college Resolution Officer listed below for confidential advice at this stage.

Step 2: Filing a Formal Grievance

• If informal steps don’t resolve the issue, you may submit a written grievance to your college’s Dean. Your Resolution Officer or the Ombuds can help you with this process or be your primary point of contact if the Director of Graduate Studies (DGS) or Dean is the subject of the grievance.
• The grievance will be reviewed according to the unit’s process. Confidentiality will be maintained.

Step 3: Filing a Formal Appeal

If you are not satisfied with the outcome at the unit/college level, you may file an appeal to the Graduate School Dean within 30 days of the decision. Your appeal to the Graduate School must include the following:

• A description of the facts of the case to show 1) how university policies were not upheld; and 2) how you have been adversely affected, including long-term impacts.
• Reasons why the college-level decision was not satisfactory.
• Your desired outcome and why such an outcome is appropriate.
• Finally, you must choose whether the Dean of the Graduate School may 1) decide the outcome of the appeal after consultation with all parties involved, or 2) follow the recommendations of a three-person panel appointed by the Dean of the Graduate School to review the case. 

Step 4: Final Decision

• If you have requested that the Graduate Dean determine the outcome of the appeal, this will be communicated within 30 calendar days of receipt of the appeal letter.
• If you have requested that a panel be tasked with determining the outcome of the case, the decision of this panel will be submitted to the Graduate Dean within 30 days of the appeal letter being submitted. The Dean will then communicate the results and any remedies within 15 days of receiving the panel’s report.
• The Graduate Dean will issue a final decision within the timeframes listed above, and this decision is considered final.