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ACADEMIC GRIEVANCE POLICY

Higher Degree Research Students

Faculty academic grievance resolution flowchart

Who to approach with a problem or concern concerning your academic experience

HDR Candidates who has a question or concern about a decision, act or omission of a member of staff of the Faculty of Creative Arts that affects their academic experience should follow the steps set out below. HDR Candidates should take careful note of the deadlines for following up your grievance at each step.

Stage 1 – Informal Approach to person(s) directly involved

The HDR Candidate should first approach the person(s) directly involved as soon as possible to discuss any question or concern. For example, the HDR Candidate might approach their:

• marker for an explanation of a mark awarded for an assessment task (Coursework students only);
• Subject Coordinator to discuss a mark awarded by an external marker, or a final mark or grade;
• Supervisor(s) where there is an issue or concern about supervision;
• Head of Postgraduate Studies where they are unhappy about facilities, funding arrangements, leave requests, etc

HDR Candidate might then seek advice informally from other appropriate persons in the School or Faculty (e.g. Head of Unit).

NOTE 1: Grievances by HDR students who have been advised, following their HDR Research Proposal Review or HDR Student Progress Review, that a recommendation has been proposed to transfer their candidature from PhD or Doctoral to Masters by Research, or that they be placed on a period of probation, or that their candidature be terminated, must be addressed formally, starting from Stage 2.

NOTE 2: Grievances or appeals relating to recommendations affecting candidature status must be addressed formally, starting from Stage 3.

Stage 2 – Formal grievance resolution by Faculty

Where an issue or concern is not resolved informally by directly approaching appropriate Faculty staff under Stage 1, you may take the following steps to have the matter formally resolved by the Faculty.

Step 1: Referral to Head of Postgraduate Studies

You may refer the matter in writing using the Grievance Form to the Head of Postgraduate Studies.

Your application must:

• include the HDR candidate’s name, supervisor(s), student number and contact details;
• set out the nature of the grievance, any specific issues involved and the form of resolution that the HDR candidate is seeking;
• be lodged with the Head of School within twenty (20) working days of the unsuccessful resolution of the grievance at Stage 1.

If a person specified in one of these steps is involved in the grievance, the matter will be referred directly to the next specified person identified within the Faculty Grievance procedures.

Stage 3 – Referral to Pro Vice-Chancellor (Research)

If the matter is not resolved by the Faculty under Stage 2, the HDR candidate may refer the matter, in writing to the Director, RSC for consideration by the PVC(R) within twenty (20) working days of receiving your final response from the Faculty. The PVC(R) may:

1. refuse to take the matter further if there are insufficient grounds for the grievance;
2. conciliate the matter; or
3. decide whether the Faculty has failed to observe “due process” in dealing with the grievance.

“Due process” means the HDR candidate’s procedural rights under this or other policies, your right to be given a fair hearing and your right to have your case decided by someone who is not biased.

Where the PVC(R) decides that the Faculty has not followed due process, s/he may:

• conciliate the matter;
• refer the matter, in writing, back to the Faculty for reconsideration of the matter in accordance with due process; or
• refer the matter to the Higher Degree Research (HDR) Appeals Committee.

(If unresolved)

Stage 4 – Appeal to HDR Appeals Committee

After you have exhausted all of the processes outlined in Stages 1 to 3, HDR candidates may appeal to the HDR Appeals Committee if they believe that there has been a failure to follow die process in Stage 3.

HDR candidates must lodge an appeal in writing with the Committee (through the Director of the Research Student Centre) within ten (10) working days of receiving written notification of the decision of the PVC(R).

Where the HDR Appeals Committee hears the matter and decides that the PVC(R) has not followed due process, it will generally refer the matter back to the PVC(R) for reconsideration. Except in exceptional circumstances, the Committee will not normally reconsider the matter itself.

(If unresolved)

Stage 5 – Appeal to Council Committee of Appeal (Student Matters)

Where you believe that there has been lack of due process in the proceedings of the HDR Appeals Committee, you can apply, in writing, to the Vice-Principal (Administration) to refer the matter to the Council Committee of Appeal (Student Matters). The application must be lodged within ten (10) working days of being notified of the decision of the HDR Appeals Committee.