UC Irvine Division of Continuing Education ("DCE") strives to create a positive educational experience for every student. When disputes and complaints arise, DCE has a policy and process in place to facilitate timely and fair resolutions. The following outlines the procedures for addressing both academic and non-academic grievances.
The student grievance procedures on this page are only applicable to courses taken through DCE. For students enrolled in courses via concurrent enrollment or those who are matriculated UC Irvine students, please refer to the UC Irvine Office of Academic Integrity & Student Conduct's Policy on Student Grievance Procedures (see 110.00 Policy on Student Grievance Procedures).
DCE reserves the right to modify these procedures as necessary to comply with university policies and legal requirements. Students will be notified of any substantive changes. These procedures do not create a contract between DCE and students.
Non-Retaliation Policy
DCE prohibits retaliation against any student who files a grievance in good faith. If you experience retaliation, please contact Bea Han, the DCE Chief of Student Affairs & Student Services Officer, at beatrice@uci.edu or (949) 824-5417 immediately.
Procedure Overview
| Issue type | first contact | filing deadline | final authority |
|---|---|---|---|
| Grade disputes, course content issues | Instructor | Within 2 weeks of incident | Academic Review Team or Associate Dean of Academic Affairs, DCE |
| Non-academic issues (discrimination, harassment, administrative concerns) | Instructor, Program Director or Manager, Chief of Student Affairs & Student Services | Within 30 calendar days of incident | Associate Dean of Academic Affairs, DCE if instructors or students are involved Chief of Student Affairs & Student Services Officer or Chief of Staff if it pertains to staff |
| Sensitive matters | Chief of Student Affairs & Student Services or Chief of Staff | Within 2 weeks of incident | Associate Dean of Academic Affairs, DCE |
Academic grievances include, but are not limited to grade disputes, concerns about course content or instruction, academic integrity matters related to grading, and disagreements about assignment evaluation.
Step 1: Contact the Instructor
Timeline: Students should initiate contact within 2 weeks of receiving the grade or when the issue arises.
Process: Students are encouraged to begin by contacting their instructor directly via Canvas or email
- Clearly explain the concern and provide any relevant documentation
- Keep a record of all communications
- The instructor should respond within 5 business days
Possible Documentation to Gather:
- Course syllabus
- Assignment instructions and your submitted work
- Grading rubrics
- Email correspondence
- Any other relevant materials
Step 2: Contact the Program Manager or Program Director
Timeline: If a satisfactory resolution is not reached at Step 1, or if the dispute is with the instructor, students must submit a written grievance within one month (30 calendar days) of the final grade being posted online or when the issue arose.
Process: Submit your written grievance to the Program Manager or Program Director
- Your written grievance should include:
- Your name, student ID, and contact information
- Course name and number
- Instructor's name
- Detailed description of the issue
- Steps already taken to resolve the issue (Step 1)
- Supporting documentation
- Desired resolution
- The Program Manager or Director will review your written grievance and discuss it with you and the instructor in separate meetings
- The Program Manager or Director will provide a written response within 10 business days
- In most cases, the dispute will be resolved at this level
To Locate Your Program Manager or Program Director:
- Search the directory
- Call Student Affairs & Student Services at (949) 824-1010
- Email dce-services@uci.edu and include the name of your course
Note: If the Program Manager or Director is unavailable or is the subject of the complaint, contact the DCE Chief of Student Affairs & Student Services Officer directly by emailing dce-services@uci.edu or calling
(949) 824-1010.
Step 3: Appeal to the Academic Review Team (ART)
The ART is headed by the Associate Dean for Academic Affairs and will formally review the grievance or complaint.
Timeline: If the matter is not readily resolved at Step 2, you may appeal to the ART within 10 business days of receiving the Step 2 decision.
Process: Submit your appeal via email to the Associate Dean at dcedeansoffice@uci.edu
- Include:
- All documentation from Steps 1 and 2
- Written explanation of why you believe the Step 2 resolution was inadequate
- Any additional supporting evidence
The ART will review all materials and may request additional information or meetings. Upon completion of its review, the ART will render a written resolution and submit it to the DCE Chief of Student Affairs & Student Services within 15 business days. You will receive a copy of the written resolution.
Criteria for ART Review:
Cases are considered "not readily resolved" when:
- There is substantial disagreement about facts or policy interpretation
- The issue involves complex academic matters requiring expert review
- Previous steps have not resulted in a mutually acceptable resolution
- There are allegations of bias or procedural irregularities
Note: The timeline outlined above represents general guidelines. Academic grievance investigations may require additional time depending on the complexity of the case. DCE will keep the learner informed about the status of their grievance and notify them if any delays are anticipated.
Non-academic grievances include, but are not limited to discrimination, harassment, facilities issues, administrative concerns, billing disputes, disability accommodation issues, and concerns about DCE policies or procedures.
Step 1: Initial Contact
Timeline: Students should initiate contact within 30 calendar days from when the issue arose.
Process - Choose the appropriate contact based on your situation:
For general non-academic issues:
- Contact your instructor or Program Manager or Director first
- Explain your concern clearly
- The instructor or Program Manager or Director should respond within 5 business days
For administrative or policy concerns:
- Contact the DCE Chief of Student Affairs & Student Services Officer
- Phone: (949) 824-1010
- Email: dce-services@uci.edu
- Submit a written statement of the complain including:
- Your name, student ID, and contact information
- Detailed description of the issue
- Supporting documentation
- Desired resolution
For particularly sensitive issues (discrimination, harassment, or other serious concerns):
- Arrange a private meeting with the DCE Chief of Student Affairs & Student Services Officer or the Chief of Staff
- Contact Student Affairs & Student Services at (949) 824-1010 to schedule a confidential meeting
- You may bring one support person to the meeting
Step 2: Resolution
Timeline: The Chief of Student Affairs & Student Services Officer or Chief of Staff will respond within 10 business days of receiving your complaint.
Process: The Chief of Student Affairs & Student Services Officer or Chief of Staff will research the situation pertaining to staff members and work toward a suitable resolution. If an instructor or student is involved, the Associate Dean should be consulted during the final decision-making process. Depending on the nature or severity of the complaint, you may be referred to another organization on campus that is better able to handle the issue, such as:
- Office of Equal Opportunity and Diversity (discrimination/harassment)
- Disability Services Center (accommodation issues)
- Office of the Ombuds (mediation and informal resolution)
- Academic Personnel
- Campus policies and procedures may apply
In all cases, a written statement will be provided to you describing the actions taken and the resolution
Final Appeal: Appeal to the Dean
Timeline: If you are not satisfied with the resolution at previous steps, you may appeal to the Office of the Dean within 10 business days of receiving the previous decision.
Process: For academic or non-academic issues, the final level of appeal at DCE is the Office of the Dean. Submit your appeal to dcedeansoffice@uci.edu and include:
- All documentation from previous steps
- Written explanation of why you believe the previous resolution was inadequate
- Any additional supporting evidence
The Dean or delegate will personally review the case and recommend a resolution. A final statement of resolution will be provided to you within 15 business days. The Dean’s decision is final.
Note: The timeline outlined above represents general guidelines. Academic grievance investigations may require additional time depending on the complexity of the case. DCE will keep the learner informed about the status of their grievance and notify them if any delays are anticipated.
Documentation
- Keep copies of all communications (emails, letters, assignments, etc.)
- Document dates, times, and details of conversations
- Gather all relevant materials before filing a grievance
- Organize your materials chronologically
Timelines
- All timelines in this document refer to calendar days unless otherwise specified
- Deadlines that fall on weekends or university holidays will be extended to the next business day
- Extensions may be granted in extenuating circumstances. Contact the appropriate office to request an extension
Confidentiality
DCE will make reasonable efforts to maintain confidentiality throughout the grievance process. However, some information may need to be shared to conduct a thorough investigation. All parties are expected to maintain appropriate confidentiality
Your Rights:
- To file a grievance without fear of retaliation
- To be treated fairly and respectfully throughout the process
- To receive timely responses at each step
- To have your grievance reviewed by impartial parties
- To present relevant evidence and documentation
- To be informed of the outcome in writing
Your Responsibilities:
- To act in good faith and provide truthful information
- To meet all stated deadlines
- To maintain respectful communication with all parties
- To keep records of all communications and documentation
- To follow the grievance procedures in the proper sequence
- To respect the confidentiality of the process
Available at any stage of the grievance process
The Office of the Ombuds provides a safe place to discuss complaints, concerns, or problems. The Ombudsman acts as an independent, informal, impartial, and confidential resource. The intervention of the Ombudsman may be requested by any party involved in the process.
The Ombuds can assist both parties by:
- Helping individuals understand their rights
- Explaining or clarifying policies and procedures
- Advocating for a fair process
- Facilitating informal resolution and mediation
- Providing a confidential space to explore options
The Ombuds can assist both parties by:
- Visit Office of the Ombuds for more information
- Phone: (949) 824-7256
- Email: ombuds@uci.edu
- Location: 2nd Floor, Student Services
DCE Student Affairs & Student Services
Phone: (949) 824-1010
Email: dce-services@uci.edu
DCE Office of the Dean
Email: dcedeansoffice@uci.edu
Office of the Ombuds
Phone: (949) 824-7256
Email: ombuds@uci.edu
Website: https://www.ombuds.uci.edu/
Office of Equal Opportunity and Diversity (for discrimination/harassment complaints)
Phone: (949) 824-5594
Website: https://www.oeod.uci.edu/
Disability Services Center (for accommodation issues)
Phone: (949) 824-7494
Website: https://dsc.uci.edu/
Related Policies
UC Irvine Policy on Student Grievance Procedures (110.00)
UC Irvine Academic Integrity Policy
UC Irvine Code of Student Conduct
DCE Grading Policies
UC Irvine Non-Discrimination Policy