Student Complaint, Appeal and Concern Resolution

Table of Contents

Student Complaint, Appeal and Concern Resolution:Introduction

Students have the right to have their concerns addressed through the various avenues noted in this section regarding the student appellant process and student grievance procedures.

Academic Content/Record

You have the right, under university policies and FERPA, to ask for a change, addition, or removal of something in your records if you think the information is wrong or misleading.

  • Send an email to the Registrar: [email protected] and include your
    • name,
    • CWID
    • a description of your request, concern, or complaint.
  • The Registrar's Office will respond by email.
  • A record of the concern will be retained in the Office of the Registrar.

Academic Suspension

If you are on academic suspension for not meeting GPA requirements, you have the right to appeal and request to reenroll.

Undergraduate Students:

  • University College (core curriculum) students: Contact the Dean of the University College.
  • All other undergraduates: Contact the Dean of your College or your School Director for your declared major.
  • If you're not satisfied with the decision, you can have your appeal reviewed by the Academic Appeals Committee through the Office of the Provost & Vice President for Academic Affairs.
  • Important: Any holds on your record (academic, financial, etc.) must be cleared before you can be readmitted.

Graduate Students:

  • Contact the Vice Provost for Research / Dean of Graduate Studies for appeal guidance.
  • Important: Any holds on your graduate record must also be cleared before readmittance.

Admissions Appeal

Undergraduate Students:

  • If your admission is initially denied, you'll receive an email or letter with the Appeal Form. Submit this form to the Director of Undergraduate Admissions along with an Educational Goals Statement.
  • In your statement, explain your education goals at East Texas A&M by answering the following three questions in paragraph form (250–500 words):
    1. What are your career goals, and which degree programs do you plan to pursue?
    2. What motivates you, or why did you choose this career goal/degree plan?
    3. What experiences and academic strengths will help you achieve these goals?

Your essay is your chance to show the Admissions Appeal Committee that you can think critically, communicate effectively, and succeed in college. Make sure to answer all three questions completely.

Graduate Students:

  • Each graduate program has its own application and admission requirements. If you receive a denial letter, contact the Graduate School Student Services Coordinator (contact info will be included in your letter) to learn about your appeal options.

If you have a disability and believe you've experienced discrimination or harassment:

  1. Start locally – Try to resolve the issue with the university personnel closest to the situation.
  2. Contact the Director – If no solution is reached, contact the Director of Student Disability Resources and Services.
  3. File a formal grievance – If you're still not satisfied, submit a written grievance to the ADA Compliance Committee within 30 days of the incident using the Student Concern Form.

Confidentiality of Student Records and Family Education Rights

  • If you have a question, concern, or complaint about your student records:
  • Email the Registrar at [email protected]. Include your name, CWID, and a brief description of your request.
  • The Registrar's Office will respond by email.
  • A record of your concern will be kept on file in the Office of the Registrar.

Disciplinary Action or Issues with Students or University Employees

If you have a complaint about another student or a university employee, you can use informal or formal steps to resolve it. If you face disciplinary action for misconduct, you also have the right to appeal.

How to submit a concern

  • Complete the Student Complaint, Appeal, and Concern Form and submit it to the Office of the Assistant Vice President & Dean of Students.

Support from the Dean of Campus Life and Student Development

  • This office offers a confidential and neutral space to discuss concerns.
  • Staff will work with you to identify steps for a timely and fair resolution.
  • All concerns are acknowledged within 10 business days.

Records

  • Forms are kept on file in the Office of the Assistant Vice President & Dean of Students.

Distance Education Complaints

East Texas A&M provides contact information to help prospective and current students know where to file a complaint about distance education with the right state agency.

  • Refer to the information provided on the
  • Consumer Information web page.

Financial Aid Determination/Eligibility and Satisfactory Academic Progress (SAP)

If you have questions about your financial aid eligibility, you can get help by:

  • Emailing [email protected]
  • Visiting the One Stop Shop to talk with a financial aid representative during business hours
  • Scheduling an appointment with a financial aid representative
  • Calling the Financial Aid & Scholarships Office at 903-883-5096

Fraudulent, Wasteful, or Abusive Activities

The Texas A&M University System is committed to the highest ethical standards. If you know of any fraudulent, wasteful, or abusive activities, we encourage you to report them. Examples include fraud, misuse of resources or information, safety violations, inappropriate conduct, harassment, or discrimination.

Students are encouraged to report concerns through the Risk, Fraud & Misconduct Hotline, an anonymous phone and web-based system. You can:

  • Call 1-888-501-3850
  • Or go to www.ethicspoint.com and select “File a Report” at the top of the page

The hotline is run independently and is available 24/7.

Grade Grievances, Grade Changes/Errors

If you believe there's an issue with your final grade, you can raise the concern and seek resolution through the informal or formal grievance process.

Grade Appeals: How to Challenge a Grade

  • Start with your instructor – If you think a final grade is unfair, first talk with the instructor to try to resolve the issue.
  • File a written appeal – If you can't reach a resolution with the instructor, or if the instructor is unavailable, submit a written appeal to the department head (or the dean if the department head is the instructor) within six months of the last day of the semester. The department head will review your appeal to see if it shows a potential case of unfair evaluation. If it doesn't, they'll notify you and the instructor in writing within 10 days.
  • Investigation and findings – If your appeal appears to have merit, the department head will collect statements and information from everyone involved, review the case, and issue findings and any remedies within 30 days. Remember, the burden of proof is on the student.
  • Appeal the department head's decision – Either you or the instructor can appeal the department head's decision to the college dean within 30 days of receiving the decision.
  • Dean's review process – The dean will appoint a three-person faculty advisory committee to review the case. One member will come from a different department, and the other two from the department offering the course (one may be suggested by you). The committee reviews all statements and materials and makes recommendations to the dean.
  • Dean's final decision – The dean has the final say on grade fairness, considering the committee's recommendations. The dean will issue a written decision to all parties within 30 days of receiving the appeal.
  • Updating records – If a grade change is approved, the dean notifies the Office of the Registrar to update your records.

Undergraduate Catalog Year Requirement

Students can check which catalog year applies to their degree requirements and may request an extension if there are special circumstances.

  • Contact the DegreeWorks/Graduation Coordinator in the Office of the Registrar to confirm your catalog year. A one-semester extension may be granted at the discretion of your College Dean or School Director.
  • Students must follow the degree requirements in their current catalog. If you don't graduate within five years, you'll need to meet the requirements of a later catalog that is still within five years of your graduation date.
  • In line with Colleges and Schools Commission on
  • Colleges (SACSCOC) requirements, at least 25% of your degree hours must be earned through courses offered by East Texas A&M University.

Level of Service / WeCare and Student Forums

You can share your concerns or feedback by submitting them through the WeCare Survey.

Refund of Fees

  • Refunds from credit balances on your student account are processed automatically—no action is needed. The University tracks refund timeliness through Banner reports.
  • If you have questions or want to appeal:
  • Drops or withdrawals: Contact the Registrar's Office for an appeal.
  • 30- or 45-hour rules: Use the 30 or 45 Hour Rule Appeal Form via the Registrar's Office.
  • Housing or meal plan charges: Contact the Office of Residential Living and Learning.
  • Residency status (in-state vs. out-of-state tuition): Reach out to Undergraduate Admissions or the Graduate School.
  • For general student account questions, email [email protected]
    . Responses usually come within 2 business days.

Residency Status (Undergraduate) Determination

If you've been classified as out-of-state for tuition, you can appeal the decision. To do this:

  • Complete the Core Residency Questionnaire and submit it to the Office of Undergraduate Admissions.
  • Provide one document from Part A of the Revised Chart II to show you meet the requirements for establishing and maintaining Texas domicile.
  • Provide one document from Part B of the Revised Chart II for additional support of your Texas residency.

Sexual Harassment Discrimination

You can reach the Human Resources Office and the Assistant Vice President and Dean of Students in person, by phone, or by email.

Student Employment Grievance and Appeal

As a student employee at East Texas A&M, you have the right to file a grievance if you have complaints, disagreements, or issues with your employer. You can also appeal employment-related decisions.

To do this:

  • Fill out the Student Complaint, Appeal, and Concern Form and submit it to the Office of the Assistant Vice President & Dean of Students.
  • You can also get advice or help from Human Resources about the grievance process.

Title IV

To file a report, contact the Title IX coordinator by reporting online, in-person, and/or by email.

Parking Appeals

Submit your appeal within five days of receiving a ticket. Your appeal will be sent to University Police and the Traffic Appeal Committee. You'll receive the date, time, and location for your hearing in advance.

Traffic Violations

These are handled at the local Justice of the Peace office behind the Exxon on Culver Street.

Transfer Credit Denial

  • Undergraduate Students: To start an appeal, contact Pam Wright in the Office of Undergraduate Admissions by phone or email.
  • Transfer Credits: Your transcripts are evaluated by the Office of Undergraduate Admissions and, if needed, reviewed by faculty such as Department Heads, Deans, or your School Director. Credits that apply to your degree are determined by the academic department. You'll be notified how your courses transfer and count toward your degree. Courses must be college-level and you must have earned at least a D, though some major courses may require a C or higher. Once admitted, you can check your degree plan through the online degree evaluation system.
  • Graduate Students: Contact the Office of the Vice Provost for Research / Dean of Graduate Studies in person, by phone, or by email for appeals or transfer credit questions.

    Navigate This Page