FACS Guidelines for Resolving Problems, Grievances, and Disagreements

General Conflict Resolution Pathway

Graduate students are encouraged to utilize the various resources available through the University and Graduate School to address concerns or conflicts. The College of Family and Consumer Sciences is committed to providing multiple avenues for students to resolve issues in a fair and supportive manner.

In general, graduate students in need of assistance for resolving problems, grievances, and disagreements should follow this conflict resolution pathway:

Your Adviser
Program Director
Director of Graduate Studies and/or Department Head
College-level Administrator:
Academic/classroom issues: Assistant Dean for Academic Programs
Research-related issues: Associate Dean for Research
UGA Graduate School Associate Dean.

In many cases, relatively minor conflicts can be resolved through clear communication with your advisor (e.g., clarifying expectations, establishing working arrangements). The Director of Graduate Studies and Department Head are also available to provide consultation, advice, or mediation to facilitate outcomes amenable to all parties.

For more serious or sensitive matters where direct engagement with an advisor may not be appropriate, students are encouraged to first review procedures outlined in their program handbook as well as consult with the Director of Graduate Studies and/or Department Head. Should the issue not be resolved at this level, the student and/or the Director of Graduate Studies should contact the appropriate the appropriate college administrator.

A. Advisor/Advisee Relationships

The advisor-student relationship is the foundational unit of graduate training in FACS. It carries inherent power asymmetry and significant mutual obligation. This section establishes the expectations, procedures, and escalation pathways applicable when that relationship encounters difficulty, from minor misunderstandings through formal dissolution.

A.1 Shared Responsibilities and Expectations

Both advisors and students are responsible for establishing and maintaining a productive working relationship grounded in mutual respect, transparent communication, and clearly articulated expectations. Advisors are expected to provide timely mentorship, professional development support, and constructive feedback. Students are expected to engage proactively, meet agreed-upon milestones, and communicate concerns early. Both parties should document expectations in writing at the outset of the advising relationship and revisit them at each annual review meeting.

A.2 Informal Resolution

Most advisor-student conflicts can be resolved through direct, respectful conversation. When disagreements arise, students and advisors should:

Address concerns directly with the other party as early as possible, ideally within ten (10) business days of the triggering event
Document the concern, discussion, and any agreements reached in writing (e.g., follow-up email summarizing a conversation)
Use scheduled annual review meetings proactively to surface unresolved issues or areas where expectations have not been met
Consult their program handbook for relevant policies to clarify applicable standards before escalating

A.3 Mediation and Third-Party Consultation

When informal resolution is unsuccessful, either party may seek facilitated assistance. Students and advisors should:

Consult the Director of Graduate Studies (DGS) for confidential guidance, informal mediation, or referral to appropriate resources
Involve committee members or other trusted faculty who can provide perspective, advocacy, or direct intervention as appropriate
Clearly communicate to any consulted party whether the discussion is intended to remain confidential or whether the individual is being asked to act on the student’s or advisor’s behalf
Contact the UGA Ombudsperson for neutral, confidential consultation at any stage (https://ombuds.uga.edu/). The ombudsperson provides a confidential environment for members of the university community to discuss concerns and options, identify relevant policies, and access support resources.

If mediation efforts do not produce resolution within a reasonable period, the DGS should notify the Department Head and, if warranted, the appropriate College-level administrator (Associate Dean for Research for research-related matters; Assistant Dean for Academic Programs for curricular matters).

A.4 Student-Initiated Advisor Change

When working styles or professional expectations prove incompatible, a student may initiate a change of advisor. This process should be undertaken thoughtfully and with appropriate institutional support. Students wishing to change advisors should:

Identify and discuss the possibility with a prospective new advisor to confirm mutual fit, capacity, and funding compatibility before taking further steps
Consult the DGS for procedural guidance, including any program-specific requirements related to advisor changes
Notify the current advisor of the intent to change in writing, with a copy to the DGS, within five (5) business days of the decision to proceed
Ensure continuity of funding, assistantship obligations, and academic milestones throughout any transition; the DGS will assist in coordinating these logistics

Note: Students are not required to disclose the reasons for an advisor change to the current advisor. However, students who wish to remain in the same research lab or program as their current advisor are encouraged to discuss transition arrangements directly. The DGS will assist in managing any conflicts that arise.

A.5 Advisor-Initiated Dissolution

An advisor wishing to dissolve an advising relationship must ensure the student has adequate notice and institutional support. Before initiating dissolution, the advisor must:

Provide the student with a clear written statement identifying: (a) the specific reasons for the proposed dissolution, (b) the performance or conduct standards that have not been met, and (c) the behavioral or professional adjustments required and the timeline (not less than thirty (30) calendar days) within which improvement is expected
Notify the DGS in writing when this statement is issued; the DGS will document receipt and monitor the improvement period
If conditions are not met within the stated timeline, provide written notice of dissolution to the student and the DGS simultaneously, with at least fifteen (15) calendar days’ notice prior to the effective date

The DGS and Department Head will take reasonable steps to assist the student in identifying a replacement advisor and to minimize disruption to the student’s academic progress. Advisor-initiated dissolution shall not affect a student’s standing in the program absent separate academic or conduct proceedings.

A.6 Documentation and Confidentiality

All formal communications related to advising disputes, mediation outcomes, and advisor changes should be documented in writing and retained by the DGS. Student educational records generated in these proceedings are protected under FERPA and will be shared only with individuals with a legitimate educational interest. Students are encouraged to retain copies of all relevant written communications.

Note: Issues involving bias, discrimination, harassment, or retaliation—including conduct by an advisor directed at a student—must be reported to the appropriate University office (e.g., the Equal Opportunity Office or Title IX Coordinator) and are not governed solely by this section. Students may contact College-level administration directly and bypass the informal resolution pathway if they have reasonable cause to believe impartial resolution cannot be achieved at the department level.

B. Student/Instructor Disagreements

This section addresses disagreements between graduate students and instructors of record arising from course content, grading, academic evaluation, pedagogical decisions, or classroom conduct. It does not govern academic misconduct proceedings, which are handled under the UGA Academic Honesty Policy, or matters involving bias or discrimination, which are addressed under B.5 below.

B.1 Scope

Covered disputes include, but are not limited to: grade appeals (excluding final transcript corrections, which follow Registrar procedures), disagreements over assignment feedback or evaluation criteria, concerns about course policies or their inconsistent application, and disputes arising from the conduct of a graduate student serving as a teaching assistant. Disputes involving an instructor who is also the student’s advisor should be addressed under Section A.

B.2 Informal Resolution

Students are strongly encouraged to resolve course-related concerns directly with the instructor before initiating a formal process. Students should:

Raise the concern with the instructor in writing (e-mail is acceptable) within ten (10) business days of receiving the contested grade, feedback, or decision
Clearly describe the specific concern, identify the relevant course policy or evaluation criterion at issue, and state the outcome sought
Retain all relevant documentation, including syllabi, assignment prompts, graded work, and written communications

The instructor should respond in writing within five (5) business days of receiving the student’s written concern.

B.3 Departmental Review

If informal resolution does not produce a satisfactory outcome, the student should escalate in the following order:

Submit a written request for review to the Director of Graduate Studies, including all relevant documentation and a description of the informal resolution attempt and its outcome
If the concern directly involves the DGS, or if the DGS is unable to provide an impartial review, escalate to the Department Head

The DGS or Department Head should respond in writing within ten (10) business days of receiving a complete written request.

B.4 College-Level Escalation

If the matter remains unresolved after departmental review, the student may contact the Assistant Dean for Academic Programs within five (5) business days of receiving the department’s written response (or within five business days of the expiration of the department’s response deadline if no response is received). The escalation request must include all prior written communications and the documentation identified in B.2.

B.5 Documentation Requirements

At each stage of this process, the following should be retained and made available upon request:

The course syllabus and relevant assignment instructions or grading rubrics
The graded work or decision in question, with any written feedback
A written record of the informal resolution attempt (e.g., email exchange)
Any written responses from the instructor, DGS, or Department Head

Exception: Students who have reasonable cause to believe that the DGS and Department Head cannot provide an impartial evaluation due to a conflict of interest may contact the Assistant Dean for Academic Programs directly, bypassing departmental review. Students should document the basis for this concern in their escalation request.

Note: Issues involving bias or discrimination by an instructor must be reported through appropriate University mechanisms (e.g., Equal Opportunity Office). Students may pursue the University reporting pathway in addition to or instead of the departmental pathway outlined above. Anonymous concerns may also be submitted through official course evaluation forms administered by the University; students should be aware that identifying details may inadvertently reveal authorship.

C. Student/Supervisor Disagreements

This section applies to disagreements arising from graduate assistantship arrangements, whether research-based or instructional. Because assistantships constitute a form of employment as well as academic training, disputes in this area may implicate both academic policy and University employment policy. Students are encouraged to familiarize themselves with the terms of their assistantship appointment letter and the applicable FACS and UGA Graduate School policies governing assistantships before initiating a formal process.

C.1 Scope

Covered disputes include disagreements over: assigned duties and workload expectations; compensation, scheduling, or working conditions; performance evaluations and assistantship renewals; and the professional conduct of supervisors or student employees within the assistantship context. Disputes that arise exclusively within the advisor-student research relationship should be addressed under Section A.

C.2 Informal Resolution

Students should first attempt to resolve assistantship disputes directly with their supervisor. Students should:

Raise the concern in writing within ten (10) business days of the triggering event, referencing the relevant assistantship terms or program expectations
Document the concern, the supervisor’s response (if any), and any agreed-upon resolution
Review the assistantship appointment letter, program handbook, and applicable UGA Graduate School policy for guidance on applicable standards

C.3 Departmental Review

If informal resolution is unsuccessful, students should escalate as follows:

Submit a written request for review to the Director of Graduate Studies, including documentation of the informal resolution attempt
If the DGS is the supervisor in question or has a conflict of interest, submit the request directly to the Department Head
The DGS or Department Head should respond in writing within ten (10) business days.

C.4 College-Level Escalation

If the matter is not resolved at the department level, the student should contact the appropriate College-level administrator within five (5) business days of the department’s written response (or expiration of the response deadline):

Research assistantship disputes: Associate Dean for Research
Teaching assistantship disputes: Assistant Dean for Academic Programs

The escalating party must provide all prior written communications and documentation identified in C.2.

C.5 Retaliation Protections

No student shall be subject to adverse action in their assistantship, academic program, or advising relationship as a result of raising a good-faith concern under this section. Students who believe they have experienced retaliation should report this to the Department Head and the appropriate College-level administrator immediately. Concerns involving retaliation may also be reported to the UGA Equal Opportunity Office.

Exception: Disputes involving bias, discrimination, or harassment must be reported through appropriate University reporting mechanisms (e.g., Equal Opportunity Office, Title IX Coordinator). Students may bypass departmental review if they have reasonable cause to believe no departmental administrator can provide an unbiased evaluation. These pathways operate independently of and may run concurrently with the process outlined above.

D. Disagreements Between or Among Students

Graduate students share academic spaces, research environments, and professional communities. Interpersonal conflicts among students, while often beyond the College’s formal jurisdiction, can affect academic performance, program climate, and the safety of shared environments. This section clarifies the College’s role, the pathways available to students, and the resources designed to support resolution.

D.1 Scope and Jurisdictional Limitations

The Department and College do not adjudicate purely personal disputes between students. However, when interpersonal conflict affects a student’s academic functioning, creates a disruptive or unsafe environment in program spaces, or involves conduct that implicates University policy (e.g., harassment, discrimination, threats, or misconduct), the College has both the authority and the responsibility to respond. Students should distinguish between personal matters, which are best addressed through University counseling and mediation services, and program-affecting matters, which may warrant departmental or College involvement.

D.2 Reporting Disruptive or Concerning Behavior

Students who observe behavior in peers that is disruptive, threatening, or indicative of a health or safety concern should:

Report the concern to the Director of Graduate Studies; reports may be made in writing, verbally, or through a designated student representative
Submit a report to the UGA Care Team (https://care.uga.edu/) for concerns involving potential mental health crises, self-harm, or risk to others
Contact UGA Police (non-emergency: 706-542-2200) or call 911 immediately for situations involving imminent physical risk

All reports made to the DGS will be treated with appropriate confidentiality consistent with applicable law and University policy. Anonymous reports may be submitted in writing or through a student representative; however, anonymity may limit the College’s ability to investigate or respond fully.

D.3 Academic and Professional Conflicts

When conflicts between students arise within shared academic or professional contexts—such as co-authored research, shared lab or office environments, collaborative coursework, or graduate assistantship settings—the DGS may facilitate mediated discussion or refer the matter to an appropriate University resource. Students involved in such conflicts are encouraged to document relevant incidents and communications and to bring concerns to the DGS in writing.

D.4 Available University Resources

Students navigating interpersonal conflict are encouraged to utilize the following University resources:

UGA Ombudsperson (https://ombuds.uga.edu/ ) – confidential, neutral consultation for any conflict or concern
UGA Student Care and Outreach (https://sco.uga.edu/) – proactive outreach and support coordination for students in distress
UGA University Health Center – Counseling and Psychiatric Services (https://caps.uga.edu/) – individual and group counseling
UGA Equal Opportunity Office (https://eoo.uga.edu/ ) – formal reporting and investigation for discrimination, harassment, and bias

D.5 Confidentiality Protections

Reports made to the DGS or other College administrators under this section will be handled with reasonable confidentiality. However, students should be aware that certain disclosures, including reports of imminent physical harm, abuse of minors, and information governed by mandatory reporting obligations under Title IX or other law, may require the institution to take action regardless of a reporter’s preference for confidentiality. The UGA Ombudsperson operates under a strict confidentiality framework and does not report information shared in consultations to the institution without the student’s consent.

Note: Students experiencing any form of misconduct, bias, discrimination, or harassment should utilize University reporting mechanisms and support services in addition to or instead of the pathways outlined above. The processes described in this section are not a substitute for formal University reporting and do not trigger the rights and protections afforded under the University’s formal investigative procedures.

E. Formal Appeals Process

When a graduate student believes that a decision rendered under Sections A–D was procedurally flawed, based on materially incomplete information, or resulted in a clearly disproportionate outcome, the student may request a formal review through the process described below. This section is intended to provide a structured, fair, and timely mechanism for appellate review while preserving the integrity of prior resolution efforts.

E.1 Grounds for Appeal

A student may appeal a final departmental or college-level decision on one or more of the following grounds:

Procedural error: Established grievance procedures were not followed in a manner that materially affected the outcome.
New evidence: Substantive evidence not reasonably available at the time of the original decision has since become available.
Disproportionate outcome: The resolution imposed is clearly disproportionate to the nature or severity of the matter at issue.
Conflict of interest: A decision-maker had an undisclosed conflict of interest that materially affected the outcome.

Note: General dissatisfaction with an outcome is not, by itself, sufficient grounds for appeal.

E.2 Submission Procedure and Timeline

Appeals must be submitted in writing within ten (10) business days of receiving written notification of the decision being appealed. Late submissions will not be considered absent documented extraordinary circumstances. Appeals should be directed to the Office of the Dean, College of Family and Consumer Sciences, via email with read receipt to the designated appeals address, with a subject line reading: “Formal Appeal – [Student Name] – [Date].” Submissions must include all required documentation as described in Section E.4.

E.3 Appeal Authority

The Dean of FACS, or a designated senior administrator who was not involved in the original decision, serves as the appeal authority for matters resolved at the department or college level. If the Dean has a conflict of interest, the matter will be referred to the UGA Graduate School Associate Dean. The appeal authority may uphold the original decision, modify the outcome, or remand the matter for additional review. The appeal authority’s decision is final at the college level.

E.4 Required Documentation

The appeal submission must include all of the following:

A signed written statement identifying the specific ground(s) for appeal and the relief sought
A description or copy of the decision being appealed, including relevant dates
All supporting documentation relevant to the cited grounds (e.g., written communications, meeting records, prior decision letters)
Names and contact information for any witnesses or parties with relevant knowledge

The appeal authority may request additional materials as warranted.

E.5 Review Process and Decision Timeline

Receipt of the appeal will be acknowledged in writing within three (3) business days. The original decision-maker(s) will have five (5) business days following acknowledgment to submit a written response to the appeal. A final decision will be rendered within twenty (20) business days of receipt of a complete appeal submission. Written extensions may be granted when circumstances warrant; both parties will be notified of any extension.

E.6 Outcome Notification

All parties will receive written notification of the appeal decision. The written decision will state the outcome, the rationale, and any corrective actions or conditions imposed. The decision of the Dean or designee is final at the college level. Students retain the right to escalate unresolved matters to the UGA Graduate School Associate Dean in accordance with Graduate School policies.

Confidentiality and Legal ProtectionsStudent educational records involved in appeal proceedings are protected under FERPA; access is limited to those with a legitimate educational interest. Matters implicating Title IX must be reported to the UGA Title IX Coordinator, whose processes operate independently of and concurrently with this appeals procedure. All proceedings will be conducted with appropriate confidentiality consistent with applicable law and University policy.