Policy 5.1: Communicating Concerns About Instruction  

I. Policy Statement

The School of Nursing (SoN) encourages open, respectful communication regarding instructional concerns. Students, faculty, and staff share responsibility for fostering a supportive learning environment where concerns can be raised, addressed, and resolved in a timely manner.

A student who raises a concern in good faith under this policy is protected from retaliation. Raising a concern does not affect a student’s standing, evaluation, or progression. The School responds through the steps detailed in Section II.

This policy describes the informal process for addressing concerns related to instruction, such as teaching methods, course organization, learning environment, communication, or assessment practices. Students are encouraged to raise concerns early and through appropriate channels to support constructive resolution. If concerns remain unresolved, students may pursue the formal grievance process outlined in UW School of Nursing Policy 5.2: Student Grievance & Appeals Process.

Concerns related to grading may be raised under this policy. A concern about a grade on an individual assignment is raised first through the grading or rebuttal procedure stated in the course syllabus, and then with the course instructor.

A posted final course grade is not appealed under this policy. It is appealed under the University change of grade procedure in UW Student Governance and Policies, Chapter 110, Section 2, and the School process is stated in UW School of Nursing Policy 1.3: Grading & Incompletes.

II. Process

Each step of the informal process should be attempted in order, unless the student has reason not to (e.g., safety, conflict of interest, or bias). A student who does not wish to raise a concern directly with the person involved may begin at the next step and is not required to explain that choice.

When the concern is about a Department Chair, the student raises it with the Associate Dean for Student and Academic Affairs (ADAA). When the concern is about the ADAA, the student raises it with the Executive Dean.

A. Optional Advising Consultation

• Students may begin by consulting their Program Adviser for guidance and support in raising instructional concerns.
• Advisers help students identify appropriate next steps, coach on communication strategies, and connect to resources.

B. Direct Discussion with Faculty or TA

• Students who have concerns about a course, faculty, or teaching assistant (TA) are encouraged to raise them directly with that individual as soon as possible.
• Direct communication is often the most effective way to resolve misunderstandings and clarify expectations.
• Meetings normally occur within 5 business days of the request. If extenuating circumstances prevent meeting within this timeframe (e.g., illness, travel, or clinical schedules), the meeting should occur as soon as reasonably possible.
• Students are encouraged to document the discussion for their own records. Faculty or TAs provide a brief written summary of the discussion and outcomes at the student’s request.
• Either the student or the faculty member or TA may ask that a support person be present for the discussion. A student may bring a person of their choosing, including a fellow student or their Program Adviser.

C. Department Chair Escalation

• If the concern is not resolved, the student may submit it in writing to the Department Chair of the course faculty member’s department. When a course is administered jointly by both departments, the concern goes to the Chair of the department that administers the course.
• The written submission states each concern and what the student is asking the School to do.
• The Department Chair will review the concern and investigate as appropriate to the situation.
• If a concern falls outside this policy, the Chair identifies the responsible office or process in the written response and refers the student to it. A concern referred elsewhere is accounted for under this policy but is resolved under the process that governs it.
• The Department Chair will provide a written response or summary of outcomes within 10 business days, to the student and to the faculty member or TA involved, copying the ADAA. The response addresses the concerns as submitted and may group related concerns. If the submission raises multiple concerns, or concerns requiring review by more than one office, the Chair may extend the response period and notifies the student in writing of the revised date before the initial period expires.
• Students are encouraged to keep their own record of communications.

D. Escalation to Associate Dean for Student and Academic Affairs

• If the concern is not resolved after review by the Department Chair, the student may contact the ADAA (sonadaa@uw.edu) within 10 business days of the date of the Department Chair’s written response, for additional review and support.
• The ADAA will review the concern, may meet with the student and/or faculty as appropriate, and may consult with the Department Chair or OSAA staff to facilitate resolution.
• The ADAA will provide a written response or summary of outcomes within 10 business days of receiving the concern. If a concern raises multiple issues or requires consultation with more than one office, the ADAA may extend the response period and notifies the student in writing of the revised date before the initial period expires.
• Students are encouraged to keep their own record of communications.

E. Formal Grievance if Unresolved

• If concerns remain unresolved after following the above steps, students may pursue the formal grievance and appeals process outlined in UW School of Nursing Policy 5.2.
• A formal grievance is filed within the window stated in UW School of Nursing Policy 5.2, which runs from the conclusion of informal resolution under this policy. For purposes of that window, informal resolution concludes on the date of the last written response issued under Section II.C or Section II.D, whichever is later.

III. Additional Categories of Concerns

A. Accessibility and Disability-Related Concerns

• If the concern involves accommodations or accessibility, students should contact Disability Resources for Students (DRS).
• DRS partners with students, faculty, and the School of Nursing to ensure accommodations are implemented appropriately.
• Information and support: UW Disability Resources for Students (DRS)

B. Bias, Discrimination, and Civil Rights Concerns

If the concern relates to diversity, equity, inclusion, bias, discrimination, harassment, or retaliation, students have additional options:

• UW Civil Rights Compliance Office (CRC): for formal complaints, resolution processes, and guidance on civil rights protections
• UW Civil Rights & Title IX Reporting Form (anonymous or identified submissions)
• UW employees, including School of Nursing faculty and staff, are required to report claims of discrimination, harassment, and retaliation to the CRC. A student may submit a report by name or anonymously. See UW Employee Reporting Obligations.
• Students may also consult the School of Nursing DEI website for informal guidance.

C. Additional Resources

The UW Office of the Ombud provides confidential, impartial services for preventing, managing, and resolving conflict. Students may consult the Ombud at any point during this informal process.

IV. Flowchart

V. Roles and Responsibilities Summary

Last updated: September 2026