Grade Changes & Final Grade Appeal Procedure
Grade Changes
Once a grade has been awarded, it is normally permanent. In situations where there are documented, mitigating circumstances or an uncontested error, grade changes must be requested within one year of the receipt of the grade in question. For a contested grade, the student must follow the timeline and steps outlined in the "Final Grade Appeal Procedure" (below), or in the College's Student Handbook.
In order to request a grade change for mitigating circumstances or uncontested error, the first point of contact for the student must always be the instructor. If the instructor agrees that a grade change is warranted, the change will be submitted to the Division Dean and the Registrar for approval. If the matter was not satisfactorily resolved with the instructor and the student wishes to pursue the grade change, the student must then contact the Division Dean. The Division Dean will attempt to mediate the grade dispute with the faculty member and will notify the student of the decision. If the Division Dean denies the student's grade change request, the student may then contact the Registrar for a third appeal. If the Registrar does not approve the grade change, the final option is for the student to appeal the grade change through the Vice President of Academic and Student Affairs. The decision of the Vice President of Academic and Student Affairs is final.
Final Grade Appeal Procedure
Definition and Policy
The grade appeal procedure provides an equitable and orderly process to
resolve situations in which a student may contest a final grade assigned in a course during the previous academic semester. Students should be aware that establishing course requirements and assignments, evaluating a student’s work, and assigning a grade are the responsibility and the prerogative of the individual instructor. In the event that the final grade received in a course was assigned in a manner inconsistent with the course outline, or was assigned using a method other than that used to compute other students’ grades in that course, the matter may be resolved through an informal or a formal procedure. Exception: In circumstances where the student has mitigating documented circumstances or an uncontested error, grade changes must be requested within one year of the receipt of the grade in question. For a contested grade, the following procedure will apply:
Timeline
Students are allowed to submit a grade appeal only if they do so within the following timeframes:
- For grades received in the Fall semester -- no later than February 1 of the academic year when the grade was awarded;
- For grades received in the Spring semester -- no later than June 15 of the academic year when the grade was awarded;
- For grades received during the Summer session -- no later than September 15 of the academic year immediately following the summer session.
Informal Procedure
- The student must submit the grade appeal in writing using the Appeal of Final Grade Form, which may be found in any division office, to the dean of the academic division in which the course is offered. The student must submit the appeal within the timeframe given above.
- The Appeal of Final Grade Form must clearly state the basis for the appeal. Students are encouraged to resolve grade discrepancies with the course instructor on an informal basis. Upon receipt of the form outlining the complaint, the division dean will refer the student to the faculty member to attempt to resolve the appeal informally.
- It is the responsibility of the student to contact the instructor within five calendar days of submitting the Appeal of Final Grade Form or within the timeframe applicable to the semester when the grade was awarded and arrange a time to discuss the grade during office hours.
- If the instructor agrees that an error was made, the faculty member will submit a Grade Change Form to the appropriate academic dean, who will forward it to the Records Office for action.
Formal Procedure
If final grade conflicts cannot be resolved informally as described above:
- It is the responsibility of the student to notify the division dean within 5 business days of the instructor’s decision to deny a grade change through the informal process.
- There are only two grounds for a formal grade appeal:
- The assignment of a grade in a manner other than that described on the course outline or amended by the instructor without appropriate notice.
- The assignment of a grade using a method other than that used for the other students in the class.
- The division dean will meet with the student and the faculty member to review the appeal within 10 business days of receipt of the student’s written appeal. Course syllabi and evaluation materials will be included in the review.
- The division dean will notify the student in writing of the grade decision within 15 business days of meeting; the faculty member will also be notified. If a grade change is warranted, and the appropriate paperwork will be submitted to the Records office by the division dean.
- If the student is not satisfied with the decision of the Division Dean the student must submit a written appeal to the Vice President of Academic and Student Affairs within 10 business days of receiving the Division Dean's written decision. The Vice President of Academic and Student Affairs will review the Division Dean’s decision, and may elect to meet with the student, the faculty member, or the Dean to reach a decision. The Vice President may elect to convene an ad hoc committee to review the case. The procedure for an ad hoc committee will be the same as steps 3 and 4 of the grievance procedure, with the committees’ recommendation being given to the Vice President. The decision of the Vice President is final. The student, the faculty member, and the Dean will be notified of the decision in writing within 10 business days following the Vice President’s review.
