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Procedures Available to Students – Ways for Students to Make Complaints or Report Concerns

More information about reporting and complaint procedures for discrimination and harassment complaints, including sexual assault and other Title IX reports, is available from the Office of Compliance & Policy or online.

Student Procedure/
Mechanism

Purpose

More Information

Honor System

Procedure for each member of the W&M community to report (after confronting the student in question) lying, cheating, and plagiarism by a W&M student for investigation and adjudication.  Includes post-verdict review and appeal procedures. 

Honor System administered by six student Honor Councils, under the procedures described by the Dean of Students Office.  Reporting mechanisms include online filings.

Student Conduct Code

For employees or others to report possible student misconduct, i.e., violations of the Student Code of Conduct. Includes appeal rights.  Note that a special process exists for violations of the sexual misconduct policy. 

Student Conduct Procedures, Student Code of Conduct.  Reporting mechanisms include online filings.

Sexual Misconduct/ Title IX

For reporting sex-based discrimination, including sexual harassment and sexual violence

Online reporting options include confidential reporting.

Discrimination Grievance/

Complaint Procedure

For all employees and students to report discrimination, including harassment and retaliation, committed by a W&M employee (other than a faculty member – see Faculty Discrimination Reporting and Investigation Procedure, below) or contractor. 

Complaints may be made to the Office of Compliance and Policy.  

Faculty Discrimination Reporting and Investigation Procedure

For reporting discrimination, including discriminatory harassment and retaliation, committed by any W&M faculty member.  Includes procedures for informal and formal investigation.  

Procedure established in the Faculty Handbook.  Note also includes appeal rights for a faculty member found to have violated university discrimination policy.

ADA/

Rehabilitation Act Appeal/

Grievance Procedure (pdf)

For students to seek review of a determination by the Office of Disability Services regarding a disability accommodation request or make another complaint regarding disability discrimination. 

The Office of Disability Services is found in the Dean of Students Office.  

Hazing Reporting

For reporting, including anonymous reporting, of possible acts of hazing

Reports handled by the Dean of Students, and can be made in several different ways.  

Academic Suspension Appeals (pdf)

For students placed on academic suspension to appeal the decision made.  Note suspensions for conduct or honor violations have separate appeals processes. 

Appeals are made to the Committee on Academic Status.

Virginia Domicile Appeals (In-State Tuition)

For students to appeal domicile decisions made by the Office of the University Registrar.

Contact the Office of the University Registrar.

Athletics Financial Aid Hearing Policy and Procedure (pdf)

For students to appeal reduction, cancellation, or non-renewal of athletic-related financial aid, in accordance with NCAA requirements

FERPA Complaints (external complaint mechanism)

Students may file complaints with the U.S. Department of Education, which, through the Family Policy Compliance Office, enforces the Family Educational Rights and Privacy Act (FERPA), which ensures student access to their records and university obligations to protect the confidentiality of such records

Complaint right described in W&M's Student Records Privacy Policy and Notification fo Rights under FERPA.

SCHEV (State Council) Procedure for Complaints Against University (external complaint mechanism)

Students may file complaints with the Virginia State Council for Higher Education relating to quality of education or other state or accreditation requirements.  The Council requires that students first exhaust “all available grievance procedures outlined by the institution.” 

SCHEV provides an overview and a full description of its Student Complaint Process.  

Fraud Complaints (external complaint mechanism)

The Attorney General of Virginia enforces consumer protection laws.  The Consumer Protection section of the Attorney General's Office serves as a clearinghouse for consumer complaints.  See also State Fraud, Waste and Abuse Hotline.

Information about where and how to file a complaint is provided by the Attorney General.  

State Fraud, Waste, and Abuse Hotline

Anonymous reporting of “significant instances of fraud, waste, and abuse…illegal or fraudulent conduct, waste of funds, abuse of state property or resources, gross mismanagement or gross neglect of duties…not for general complaints, suggestions, or personnel issues.” 

The hotline is administered by the Office of the State Inspector General, coordinated on campus by Internal Audit.

Accreditation Complaints

Processes for individuals to report “significant noncompliance with the [Southern Association of Colleges and Schools] Commission’s standards, policies, or procedures.”  The Commission establishes and enforces the accreditation standards applicable to W&M.  Likewise, complaints relating to accreditation of the graduate programs offered by W&M may be directed to their respective accrediting agencies. 

For the list of W&M’s graduate programs and their accrediting agencies, see http://www.wm.edu/offices/iae/accreditation/index.php.

Parking Citation Appeals

Procedure for members of the campus community to

W&M Police Complaint

For students (and other individuals) to raise grievances regarding misconduct by W&M Police employees.

Residential (Dorm) Charges Appeals

Procedure for residents of W&M-provided student housing to dispute damage billings made including deductions from security (Room Damage) deposits. 

Residence Life provides a flowchart of the Damage Policy and Procedure as well as FAQs.  

Grade Appeals

Procedures for students to appeal a grade. 

Each school maintains its own appeal process:  Law School, School of Education, School of BusinessCollege of Arts & Sciences, and VIMS

Other Academic Appeals or Requests for Exceptions

The various schools offer brief processes for students to appeal academic decisions and ask for exceptions and waivers.  Many of these are described in the course catalogs.