61 Student Appeal of Course Grade Procedure

The evaluation of student performance reflected in the final course grade becomes a part of the permanent student record and is recorded on the college transcript for the student. This grade is based upon several specified grading factors identified in the course syllabus. If your situation falls into one of the categories, you may have grounds for a grade appeal:

• Instructor calculation or clerical error not resolved;
• The grading system was not consistently and fairly applied to all students;
• Instructor did not follow grading policy in course syllabus;

If a student believes one of the above applies, the following procedures should be used to resolve the issue.

Step 1: 

1. The student shall within thirty (30) days following the issuance of the grade in question, confer with the instructor who issued the grade and outline the reasons why it is felt the grade has been incorrectly issued. Within ten (10) working days following this conference, the instructor shall advise the student in writing of his/her action. The instructor may leave the grade unchanged or specify the grade change made as a result of the appeal. In either case, the instructor will specify the reasons for the action in writing.
2. If the student remains dissatisfied following Step 1A, he/she should contact the applicable department chairperson within five (5) working days of receiving the written response from the instructor. The chairperson shall arrange a conference with the student, instructor, and the chairperson. A written record of the meeting and decision is to be kept.

Step 2: 

If the student’s dissatisfaction persists, he/she may request that the case be reviewed by filing a Grade Appeal. The student shall obtain the Grade Appeal Form available in the Academic Affairs Office. Filling out an issue/concern form is not a grade appeal.

The Grade Appeal Form must be received no later than ten (10) working days following the conference with the department chair. Submission of the Grade Appeal shall be made to the Vice President for Academic Affairs (Grade Appeal Form).

Desk Review

Upon receipt of the Grade Appeal Form, the Vice President for Academic Affairs shall convene a three-member Desk Review Panel consisting of the Vice President for Academic Affairs (or designee), one Department Chair not involved in the appeal, and one faculty member not affiliated with the department offering the course. The purpose of the Desk Review Panel is to determine whether the appeal meets the procedural requirements to proceed to a formal hearing before the Review Committee.

The Desk Review Panel shall determine whether:

• the appeal was submitted within the required timelines
• the student has completed the required steps of the grade appeal process
• the appeal alleges one or more grounds permitted under this policy
• the appeal includes sufficient information and supporting documentation to warrant further review.

The Desk Review Panel shall not consider the academic merits of the assigned grade or substitute its judgment for that of the instructor. Its review is limited to determining whether the appeal presents sufficient grounds under this policy to warrant a formal hearing.

The Desk Review Panel may request additional documentation from the student or instructor if needed to determine whether the appeal meets the procedural requirements.

If a majority of the Desk Review Panel determines that the appeal does not meet the procedural requirements or does not allege a permissible basis for appeal, the Vice President for Academic Affairs shall notify the student in writing of the decision and the reason(s) the appeal will not proceed to a hearing.

If a majority of the Desk Review Panel determines that the appeal satisfies the procedural requirements, the Vice President for Academic Affairs shall convene the Review Committee, which shall hear the case within twenty (20) working days of the Desk Review Panel’s determination.

The Review Committee shall consist of the Vice President for Academic Affairs (or designee) as chairperson, a Department Chair, two faculty members, and two students chosen by the Vice President for Academic Affairs. No individual who served on the Desk Review Panel may serve on the Review Committee for the same appeal.

At such review, the student shall be allowed to appear in person and present any evidence, including the testimony of others, which is reasonable and relevant in determining whether or not the grade in question is, in fact, correct. The burden of proof rests with the student. The proof shall be a preponderance of the evidence.

The instructor who issued the grade will be given the opportunity for further clarification as to how the grade was determined.

The Vice President for Academic Affairs will communicate the decision of the Review Committee in writing within ten (10) working days after the hearing is closed.

Step 3: 

If the student is dissatisfied with the decision rendered in Step 2, he/she will have an additional five (5) working days after notification of the decision to contact the President of the college in writing the desire to appeal. After receiving the report of the Review Committee, the President will determine if Steps 1 and 2 were followed. If Steps 1 and 2 have been followed, the President may: