Procedures

Level I: Student and Program Chair/Coordinator/Director or Designee


Student

  1. Submit the Level I section of the Final Grade Appeal Request form. On this form the student will provide (at the minimum):

a. The claim for the appeal as defined in Section IV of this policy.

b. A description of the circumstances related to the appeal.

c. The resolution that the student is seeking.

d. Evidence to support the claim (i.e. documents – doctor’s note, assignment, obituary, copy of the grade book, attendance record, witness statements, etc.).

2. Meet with the Program Chair/Coordinator/Director or Designee to clearly state the case, clarify evidence, and confirm the solution be sought. Prior to the meeting, the student may request to have a silent observer in the meeting. Both the student and Program Chair/Coordinator/Director or Designee must agree to the student’s silent observer. No attorneys or other advisors/counselors are allowed to be present to represent either party. No audio taping or other recording will be permitted during the meeting, but all parties are encouraged to make notes as they feel appropriate.

3. If the student is not satisfied with the outcome of their grade appeal at Level I, they may continue to Level II.

Program Chair/Coordinator/Director or Designee

  1. The Program Chair/Coordinator/Director or Designee has a maximum of five (5) business days from the date the Final Grade Appeal Request form is submitted by the student to schedule a meeting with the student. The meeting may be conducted in person, virtually or by phone.

  2. The Program Chair may have a silent observer in attendance at the meeting. No attorneys or other advisors/counselors are allowed to be present to represent either party. No audio taping or other recording will be permitted during the meeting, but all parties are encouraged to make notes as they feel appropriate.

  3. The Program Chair/Coordinator/Director or Designee will fully investigate the appeal by consulting the faculty, advisor, or others as needed, verifying grading rationale, and ensuring adherence to syllabus and other related policies.

  4. Within two (2) business days after meeting with the student, the Program Chair/Coordinator/Director or Designee sends a formal letter by email to the student to communicate the decision reached and files the communication in the student information system (SIS). The faculty member and advisor must be copied on the email.

Level II (Final): Student and Dean of Academic Affairs

Student

  1. If the student is not satisfied with the outcome at Level I, within two (2) business days from the communication of the decision from the Program Chair/Coordinator/Director or Designee, the student may submit a Level II appeal by submitting the Level II Final Grade Appeal Request form.

  2. On that form, the student must provide the decision letter from the Program Chair and may provide additional information not presented in Level I. This information will be added to the information provided for Level I.

  3. Meet with the Dean of Academic Affairs to clearly state the case, clarify evidence, and confirm the solution be sought. Prior to the meeting, the student may request to have a silent observer in the meeting. Both the student and Dean must agree to the student’s silent observer. No attorneys or other advisors/counselors are allowed to be present to represent either party. No audio taping or other recording will be permitted during the meeting, but all parties are encouraged to make notes as they feel appropriate.

Dean of Academic Affairs

  1. The Dean of Academic Affairs has a maximum of ten (10) business days from the date the Level II Final Grade Appeal Request form is submitted by the student to schedule a meeting with the student. The meeting may be conducted in person, virtually or by phone. The Dean of Academic Affairs may have a silent observer in attendance at the meeting. No attorneys or other advisors/counselors are allowed to be present to represent either party. No audio taping or other recording will be permitted during the meeting, but all parties are encouraged to make notes as they feel appropriate.

  2. The Dean will fully investigate the appeal by consulting the faculty, advisor, Program Chair, or others as needed.

  3. Within five (5) business days after the meeting, the Dean of Academic Affairs shall prepare a report of the disposition of the matter, immediately providing copies to the student, faculty, advisor, and Program Chair.

  4. Level II outcome decisions are final. No further appeals can be made for that course in that semester or term.

NOTE: Course assignment/exam grades determined via the Academic Integrity Report and Review Procedure outlined in ADM 3.05 Student Conduct Rights and Responsibility policy may not be appealed through this policy. Students who appeal a failing grade may be permitted to progress to the next course/term/semester pending a final decision in their case or may be permitted to go on a standard period of non-enrollment. Those who progress to the next course/term/semester are responsible for any tuition and fees associated with such progression and may be at risk of financial loss should their appeal be unsuccessful. A period of non-enrollment will impact the student’s anticipated date of graduation, even if successful on appeal.