| 1. |
GENERAL
This document should be read in conjunction with University Rule 13.02.99.C2,
Student Grade Appeals. The rule explains the grounds for appealing
a grade and provides other important information. |
| 2. |
STEPS IN THE GRADE APPEAL PROCESS
Most problems or complaints can be resolved through discussions between
the student and the instructor. Therefore, the student is encouraged
to first discuss the matter with the instructor. In those instances
in which the problem cannot be resolved at this level, the student
may follow the steps discussed below. The student has the right to
withdraw an appeal or grievance at anytime during the process. If
an appeal is not processed in a timely manner in accordance with the
procedures, the student may proceed to the next level. Any statement
about the number of days allowed for completing a particular step
will refer to calendar days. For assistance and/or guidance in the
grade appeals process, students may contact the Office of Student
Affairs. |
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2.1 |
Presentation of Grievance to Instructor
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2.1.1 |
A student will present the matter of grievance, in writing,
to the instructor through the department chair or area coordinator.
This must be done within fourteen calendar days after the beginning
of the next term. (That is, if the student has a complaint about a
fall semester grade, the student must submit the written grievance
within fourteen days after the beginning of the spring semester. Written
grievances about grades assigned in the spring semester must be submitted
within fourteen days after the beginning of Summer Session I. Written
complaints about grades assigned in either summer session must be
submitted within fourteen days after the beginning of the fall semester.) |
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2.1.2 |
Within 7 days after receiving the written
grievance, the faculty member will either sustain the original grade
assigned or make a change. The faculty member will notify the student
in writing or by email regarding this action. If the instructor does
not act within this period, the student may appeal to the next level. |
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2.1.3 |
If the faculty member is no longer employed
at the University, the Colleges will determine the appropriate procedure.
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2.2 |
Appeal to Department Chair or Area Coordinator |
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2.2.1 |
If the student believes the matter is not
satisfactorily resolved at the student-faculty level, the grievance
may be submitted to the appropriate department chair or area coordinator
in the college in which the course is taught. (If the course is a
freshman seminar, the student may submit the grievance to the Coordinator
of the Freshman Seminar Program.) The student will present the appeal
in writing within one week after the instructor has acted, or, if
there has been no action by the instructor, within one week after
the time period for action has ended. If the student does not submit
an appeal by these dates, the University is not required to process
the grievance. |
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2.2.2 |
The department chair or area coordinator
will review all facts and evidence in the case, consulting with the
student and the instructor, and attempt a successful mediation within
fourteen calendar days. The department chair or area coordinator will
issue to the student and instructor a written statement of findings,
indicating that this stage of the appeal process is completed. If
the grievance is not further appealed, it will be considered resolved. |
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2.3 |
Written Appeal to the University Academic
Standards Grievance Committee
If the student is still not satisfied, he/she may appeal to the University
Academic Standards Grievance Committee, a committee composed of six
faculty members and two students. This request must be made in writing
and must include the basis for the appeal. A suggested format for
the student’s appeal is shown as Attachment A. The student may
contact the Provost’s Office to obtain the name and campus address
of the Chair of the University Academic Standards Grievance Committee.
Along with the appeal, the student must deliver any graded course
work that was returned to the student by the instructor or provide
a copy of the work. The request must be submitted within fourteen
calendar days following the issuance of the statement of findings
in step 2.2.2. If the student does not submit a written appeal within
14 calendar days, the University is not required to process the grievance.
The Chair of the University Academic Standards Grievance Committee
will notify the appropriate dean and department chair as well as the
faculty member of record that a grade appeal has been received. |
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2.4 |
Preliminary Review and Advising
The Chair will refer the student and faculty member to a previously
designated ombudsman appointed by the Provost to review the case.
The ombudsman is not part of the University Academic Standards Grievance
Committee. Rather her/his role is to objectively analyze the case
and advise the principals involved as to possible ways to mediate
the issue before going through a formal hearing. If needed, the ombudsman
will also help ensure that the parties are informed about the hearing
process and the appropriate grounds for a grade appeal. This review
process will conclude in 14 days from the time of referral. In the
meantime the Chair will proceed with the steps below in preparation
for a possible hearing. The student may withdraw the appeal at anytime
in the process. |
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2.5 |
Submission of File by Department Chair
On notification by the Chair of the University Academic Standards
Grievance Committee that a grade appeal has been received, the department
chair will furnish the Chair of the University Academic Standards
Grievance Committee the student appeal file. This file will include
the written appeal of step 2.2.1 above, the course description and
syllabus, course criteria for grading, student work submitted for
evaluation, the grade distribution for the course, and the statement
of findings. Any other available and appropriate correspondence and
documentation pertaining to the appeal should also be furnished. |
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2.6 |
Action by Chair of the University Academic
Standards Grievance Committee
The Chair of the University Academic Standards Grievance Committee
will review the student grade appeal file to insure that the procedures
above have been followed and that the file is complete. If the file
is complete, the Chair will refer it to the University Academic Standards
Grievance Committee for action. (Faculty representatives on the committee
will have been previously designated by the Committee on Committees,
and student representatives will have been selected by the Student
Government.) If there will be a significant delay, for whatever reason,
the Chair will notify the student and faculty member concerned of
the delay. |
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2.7 |
Proceedings of the University Academic
Standards Grievance Committee
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2.7.1 |
The University Academic Standards Grievance
Committee is a standing committee designed to consider grade appeals.
The membership of the Committee consists of eight persons: six faculty
members and two students. |
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2.7.2 |
The Committee on Committees will select
ten tenured faculty members along with the members of the Academic
Affairs Committee of the Faculty Senate to form a pool of faculty
representatives who are available to serve on the University Academic
Standards Grievance Committee, as needed, during the academic year.
From this pool, the Committee on Committees will select six faculty
members to serve on the grievance committee for a particular grade
appeal. Should a member of the grievance committee be involved in
the case, that faculty member shall withdraw from the committee for
hearing that case. The Provost will appoint the Chair. Should the
Chair be a representative from the College from which the appeal emanates,
the Provost will designate a chair pro tempore. |
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2.7.3 |
The student members of the University Academic
Standards Grievance Committee will be selected by the Student Government.
It is recommended that a pool be established by the Student Government
consisting of six students who are available to serve on the Academic
Standards Grievance Committee, as needed, during a one-year period.
From this pool, two students will be selected to serve on each case.
Students may serve on more than one case during the year.
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2.7.4 |
Role of the Chair: The Chair retains
the right to vote on a case. The Chair will keep appropriate records
of meetings and committee actions and will submit the report of the
recommendation of the Committee to the Provost and Vice President
for Academic Affairs. The Chair will also fulfill these
responsibilities: Follow the format of Attachment C, STUDENT GRADE
APPEAL PROCEEDINGS RECORD. Determine the time, date and place for
the grade appeal to be heard. Notify each member of the Committee,
the student and the faculty member concerned of the time, date and
place. Notify all concerned of where the grade appeal file can be
reviewed. Notify the student and faculty member concerned of their
right to be accompanied by a person of their choice, and the student
concerned that the burden of proof is on the student. See Attachment
B, Letter of Notification, for a suggested notification letter format. |
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2.7.5 |
Standing Committee: The Provost
will ensure that there is a standing committee at the beginning of
each semester already selected and available. |
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2.7.6 |
Alternates: The remaining members
of the pool of faculty representatives will be alternates for the
standing committee. By random selection, the Chair will select a replacement
from the alternates for a member of the committee not able to serve. |
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2.7.7 |
Quorum: A quorum shall be four faculty
members and one student member of the Committee including the Chair. |
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2.7.8 |
Hearing: The Committee will convene
as promptly as possible after the grievance is referred. The case
will be heard at a time and place that does not conflict with class
schedules of the students and faculty involved. If the hearing is
set with the concurrence of the parties and the student or instructor
decides he/she cannot attend, the hearing may proceed as scheduled.
The burden of proof shall rest with the student bringing the charge.
The Committee shall hear all parties to the case and shall review
all evidence presented. The student submitting a grievance may be
accompanied by another person throughout the procedure. The faculty
member and the University Committee also may be accompanied by another
person throughout the procedure. If the student, the faculty member
or the Committee is accompanied by another person, the role of that
person shall be advisory only. That person may not participate in
the proceedings. The Committee shall have the right to call witnesses,
including representatives from the academic discipline from which
the student appeal emanated who are not directly involved in the appeal.
It shall also have the right to review the course objectives and syllabus,
course criteria for grading, student work submitted for evaluation,
and the grade distribution for the course. The proceedings, findings,
and recommendations shall not be open to the general public or available
to any individuals other than those concerned with the case. The Chair
has the right to adjust the procedures in any way given the circumstances
at issue. A simple majority vote shall be required for action. In
case of a tie vote, this will become part of the written report. |
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2.7.9 |
Decision: The Committee will hear
the complaint, review the data pertaining to the grievance, and present
its findings and decisions if any in writing to the student, the faculty
member, and the Provost and Vice President for Academic Affairs within
one week after the Committee has completed its hearings and deliberations.
The letter to the Provost will include a short summary of the hearing.
The Committee will determine the facts of the case and attempt to
effect a fair and appropriate resolution to the problem. If it is
determined that the student has not been treated in a fair manner,
the Committee may recommend to the Provost that the grade be changed
to a more proper evaluation. The Chair will return the student grade
appeal file to the Provost and Vice President for Academic Affairs
with a complete summary record of the Committee's proceedings. The
Provost will review the Committee’s recommendation about the
case and render a decision. Copies of the decision will be sent to
the student, the faculty member, and the dean of the college involved. |
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2.8 |
Final Appeal
The student or faculty member may appeal the procedures followed by
the Committee in writing to the Provost within two weeks after receiving
the Committee's report. No new evidence about the facts of the case
will be heard at this time. This final appeal should not deal with
the appropriateness of the Committee’s recommendation. It may
only be employed if either the student or the instructor feels that
the appropriate procedures have not been followed. The appellant must
describe in writing how the procedures were not adhered to. The Provost
will render his or her decision, and copies of the decision will be
sent to the student, the faculty member, and the dean of the college
involved. This decision will be final in all cases of grade appeals.
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2.9 |
The grade appeal process may
end at any step if the grievance is resolved to the satisfaction of
all parties, or a party fails to follow the above procedures. |
| Contact for Interpretation:
Provost and Vice President for Academic Affairs
Attachment A - Sample Format for Written
Appeal
Attachment B - Letter of Notification
Attachment C - Student Grade Appeal
Proceedings Record |