Skip navigation
Chat Apply Now Request Info Call Now

Student Appeals and Grievances

The following policy is located in the Regent University Student Handbook.

Civil and Respectful Communication

As a Christian organization, we expect members of the University community to treat each other with civility and respect. Students are expected to be courteous in their correspondence and interactions with fellow students, staff, and faculty. When students communicate with faculty and staff, the tone of their communication should be professional and respectful. Students with concerns regarding a fellow student, staff, or faculty member are encouraged to utilize proper procedures included in this Student Handbook, such as the biblical Matthew 18 approach to reconciliation (5.5.1.) or an Appeal or Grievance form (Appendix B).

A grievance must be written in a civil and respectful fashion to demonstrate respect for one another and to best communicate the matter of concern. Students may also contact the appropriate University official for further assistance, depending on the nature of their concerns. While one may disagree with the determination of the administration or the outcome of an appeal or grievance, one is required to do so in a respectful manner and without casting personal aspersions.

Definitions (6.4.1)

  • An appeal is defined as a request to a higher authority to change a decision that was made, typically a decision that the student believes adversely affects her/his academic career.
  • The Student Personal Grievance form is to be used to seek remedy for grievance against an employee (Regent staff or faculty member) whose alleged improper conduct the student believes adversely affects their academic career or personal wellbeing.
  • The Student Institutional Grievance form is to be used to seek remedy for grievance against the university as a whole or any of its academic or administrative units for policies or communications that the student believes improper and that adversely impacts his or her academic career or personal wellbeing.

Record Keeping (6.4.1.3)

  • Records pertaining to academic appeals and petitions are kept in the Registrar’s Office, and records pertaining to non-academic appeals and grievances are kept in Student Life.

Timeframes (6.4.2)

  • When extenuating circumstances prevent any of the following procedures from occurring within the specified timeframe, the university, at its sole discretion, may decide to make an exception and extend the timeframe in question.

Seeking Informal Counsel (6.4.3)

  • Students are encouraged to speak with their respective academic advisor before engaging in any appellate or grievance action.

Procedure for Course Grade Appeals (6.4.4)

  • When a student wants to appeal a final course grade, s/he must submit a Grade Appeal Form to the instructor within 30 days from the date the grade is posted. If no appeal is filed within the 30-day period, the grade will be considered final.
  • Within 14 days of the student’s request, the instructor shall confer with the student and explain the reason for the grade and, if warranted, raise the grade, lower the grade, or leave the grade unchanged.
  • If the student believes s/he has not received a satisfactory resolution from the instructor or if the instructor does not reply within 14 days, the students may then appeal to any intermediate level of appeal, designated by the Dean, for resolution by submitting a separate grade appeal, along with supporting documentation, to the intermediate reviewer (e.g., typically a program leader or department chair) . If the student is not satisfied with the outcome of the intermediate review of the appeal within 14 days of when the intermediate reviewer receives it, then the student has one final University recourse available of appealing to his or her Dean.
  • Typically, the appeal to the Dean is the final level of appeal at the University and will be final. However, in the case where the Dean was the course instructor, the appeal shall be submitted to the Provost and his/her administrative assistant.
  • The appeal to the Dean/Provost must occur within 7 days from the instructor’s decision or within 21 days from the submission of the matter to the instructor if no decision is issued by the instructor.
  • The Dean/Provost shall respond within 30 days of receipt of the appeal, and the decision is final.

Procedure of General Academic Decision Appeals (6.4.6)

  • The Student General Academic Appeal form is used to appeal a decision or academic requirement the student believes adversely affects their academic career apart from course grade assignments other than those appealing a course grade, academic dishonesty finding, or student adjudication process outcome, for which separate appeal forms exist.
  • Informal attempts to resolve a decision should first be made with the decision maker. If informal resolution is unsatisfactory, then a student may pursue a formal appeal.
  • All appeals under section 6.4.6 must be made utilizing the General Academic Decision Appeal Form located in Appendix B.
  • The student must submit the Appeal Request form and supporting documentation to the responsible university administrator or employee who made the decision that is being appealed. No appeal received after 30 days will be considered, and the original decision will be final. This initial appeal reviewer will render a decision within 14 days of receipt of an eligible General Academic Decision appeal and will provide a written statement of his or her decision by this time.
  • Additional documentation will not be accepted from the student after the initial submission unless requested by the person conducting the appeal.
  • If the student is not satisfied with the outcome of this general academic decision appeal, s/he may appeal to the Dean within 14 days of the initial appeal decision. The Dean, or the Dean’s designee, will render his or her decision within 14 days of the receipt of appeal request. The Dean’s, or their designee’s, decision is the final level of appeal at the University.
  • In cases where the Dean was the originating decision maker, the student has recourse for one final level of appeal to the Provost’s office.

Procedure for Academic Dishonesty Finding Appeals (6.4.7.1)

  • Students who wish to appeal findings of academic dishonesty are to follow the procedures described in section 6.2.8. of the Student Handbook, and utilize the Academic Dishonesty Student Appeal Form.

Procedure for Student Adjudication Process Appeals (6.4.7.2)

  • Appeals related to the Student Adjudication Process shall follow the procedures set forth in section 5.5 of the Student Handbook.

Procedure for Financial Aid Satisfactory Academic Progress (SAP) Appeals (6.4.7.3)

  • Financial Aid Satisfactory Academic Progress (SAP) appeals are governed by Regent University’s SAP policies and shall follow the procedures set forth on the Student Financial Aid webpages. Student Financial Aid reserves final authority in SAP appeal decisions.

Procedure for Academic Policy Petitions (6.4.8)

  • To request an exception to an academic policy listed in the Academic Catalog, a student should complete the Academic Petition form located on the Registrar’s website. There are separate forms for graduate and undergraduate students.
  • A graduate student should submit the Academic Petition to the Academic or Student Support Office in his or her School.
  • An undergraduate student should submit the Academic Petition to his/her Academic Advisor.

All other Student Appeals and Grievances (6.4.9)

  • In the spirit of Matthew 18:15-17, students should first seek resolution with the original employee(s) involved in the given matter. If the student believes the original employee(s)’ response is not appropriate, or the student is not comfortable approaching the employee(s), the student shall take the matter to the employee(s) supervisor for resolution. The supervisor shall review the matter and respond to the student within 14 days.
  • If the student believes the matter has not been resolved appropriately by the supervisor, the student may submit a Grievance Request form (See Appendix B) to the Vice President for Student Life. The request will then be forwarded to the appropriate Director, Department Chair, Dean, or Vice President [hereafter “Reviewer”] for review and action.

Procedure for Personal Grievances (6.4.9)

  • The Student Personal Grievance Form is to be used to seek remedy for grievance against an employee (Regent staff or faculty member) whose alleged improper conduct the student believes adversely affects their academic career or personal wellbeing.
  • If the grievance involves a concern about a civil rights or Title IX matter, such as an allegation of sexual harassment or assault, then the student is directed to the Title IX coordinator for the complaint process formally covering such concerns. Procedure for Sexual Harassment Grievances: Complaints of sexual harassment should follow the procedures outlined in Appendix A of the Student Handbook.
  • All grievances under section 6.4.9 must utilize the Personal Grievance form and must identify the specific Regent community member against whom they are filing the grievance and provide a concrete description of what specific alleged improper actions the Regent community member allegedly performed.
  • The student shall attach a documented written case with their form completion that includes a clear description of the basis for their grievance and supporting evidence. Additional documentation will not be accepted from the student after the initial submission unless requested by the Reviewer. Any personal grievance form that does not contain this required case documentation attachment will be considered unsubmitted and will not be further reviewed.
  • The student must submit the Personal Grievance form and case documentation to the Vice President for Student Life within 30 days of the alleged improper conduct by another member of the Regent community for which they are seeking redress. No grievance received after 30 days will be considered. Student Life will forward the grievance for review to the supervisor of the party against whom the grievance is filed.
  • The reviewer should provide their decision and response to the grievance within 30 days of its receipt. The Reviewer may do one or more of the following:
    • Uphold the grievance, propose a suitable remedy to the aggrieved party, and take any appropriate action towards the against whom the grievance was filed as afforded by applicable Regent policy or legal requirements.
    • Deny the grievance if the Reviewer determines, in his/her sole discretion, that it presents no substantial issue that merits further consideration (i.e., the facts presented do not warrant upholding the grievance).
  • If upon receipt of initial reviewer’s decision, the aggrieved party desires further consideration, that party may appeal the grievance decision to the reviewer’s supervisor if done so within 14 days of the initial reviewer’s decision. Note: All decisions made by the provost office/Chancellor are final and cannot be appealed.

Procedure for Institutional Grievances (6.4.10)

  • The Student Institutional Grievance Form is to be used to seek remedy for grievance against the university as a whole or any of its academic or administrative units for policies or communications that the student believes improper and that adversely impacts his or her academic career or personal wellbeing. Difficulties arising from failing to meet proper university conduct, financial, or academic requirements do not constitute warranted grounds to uphold student institutional grievances.
  • All institutional grievances under section 6.4.10 must utilize the Institutional Grievance Request form located in Appendix B.
  • In order to submit such a grievance an aggrieved party must identify the specific institutional policy, communication or requirement that they believe is improper. The party must also set forth the specific grounds upon which the aggrieved party believes they are due redress. The student shall attach all supporting documentation (e.g., previous correspondence regarding the matter) to the request form. Additional documentation will not be accepted from the student after the initial submission.
  • The student must submit the Institutional Grievance Request form and supporting documentation to the Vice President for Student Life within 30 days of the decision from the supervisor. No grievance received after 30 days will be considered, and the original decision will be final. Student Life will determine the appropriate institutional unit head to review grievance based on the nature of the grievance.
  • The reviewer should provide their decision and response to the grievance within 30 days of its receipt. Thereafter, the Reviewer may do one or more of the following:
    • Uphold the grievance and propose a suitable remedy to the aggrieved party and make any alterations to the institutional policy, communication or requirement that have been found to be improper.
    • Deny the grievance if the Reviewer determines, in his/her sole discretion, that it presents no substantial issue that merits further consideration (i.e., the facts presented do not warrant upholding the grievance).
  • If upon receipt of initial reviewer’s decision, the aggrieved party desires further consideration, that party may appeal the grievance decision to the reviewer’s supervisor if done so within 14 days of the initial reviewer’s decision. Note: no additional options for appeal or review are available if the initial reviewer is the Chancellor/Provost Office.
  • The appeal reviewer of an institutional grievance should render a final decision within 30 days of receipt of the appeal request. All decisions of the appeal reviewer are final, and no further appeals are permitted. The Reviewer will additionally notify the Vice President for Student Life of the decision in writing so that a centralized record of all grievance outcomes may be kept.

Procedure for Submitting a Grievance or Appeal Complaint to State Agency (6.4.10.6)

  • As a last resort if the student is not satisfied with the outcome of the institutional appeal or grievance process, the grievance may then be submitted to Regent’s home state agency, State Council of Higher Education for Virginia (Academic Council, Approved July 2026)