Procedure

Level I

Student

  1. The student with a grade complaint must provide in writing a formal letter/email to the faculty member, with a copy to the Program Director including the following:
    1. Description of the grade the student is appealing
    2. Supporting information for the appeal
    3. Description of the desired resolution
    4. Request to meet with the faculty member
  2. Silent observer: Prior to the meeting, the student may request to have a silent observer in the meeting. Both the student and faculty member 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 both parties are encouraged to make notes as they feel appropriate.
  3. At the meeting, the student must clearly present their case regarding the relevant grade and the resolution that they would like to occur. Every reasonable effort should be made by both parties to resolve the matter at this level.
  4. If the student is not satisfied with the disposition of their grade appeal at Level I, they man continue to Level II.

Faculty Member

  1. The faculty member has a maximum of five (5) business days from the date the appeal is provided by the student to schedule a meeting with the student. The meeting may be conducted in person, virtually or by phone.
  2. Silent observer: The faculty member 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 both parties are encouraged to make notes as they feel appropriate.
  3. Within two (2) business days after meeting with the student, if an agreement regarding the appeal is reached, the faculty member sends a copy of the agreement and other appropriate documentation, including the original appeal letter, to the student and the Program Director.
  4. If the faculty member and student do not reach an agreement, a copy of the original appeal letter and reason for the faculty decision is sent to the student and Program Director. The student should be directed to their advisor for next steps related to curriculum planning and/or advancement to Level II.

Program Director

  1. The Program Director ensures the Level I meeting between faculty member and student is held.
  2. In the event the faculty member is unavailable, the Program Director has the discretion to move the appeal to Level II or postpone the meeting until the faculty member is available, but in no event shall the meeting take place more than ten (10) business days after the appeal is provided by the student .
  3. The Program Director will communicate their decision to move the Level I meeting to a Level II meeting, or to postpone the meeting to the student and faculty member.

Level II

Student

  1. The student may file a written appeal of the Level I appeal decision with the respective Program Director within five (5) business days after the written decision from the Level I meeting has been communicated.
  2. The written statement provided for Level I describing the grade being appealed must be part of the student’s written request for the Level II meeting.
  3.  Silent observer: If the Program Director convenes a meeting to discuss the appeal, prior to the meeting, the student may request to have a silent observer in the meeting. Both the student and faculty member 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 conference, but both parties are encouraged to make notes as they feel appropriate.
  4. At the meeting, the student must clearly present their case regarding the relevant grade and the resolution that he/she would like to occur. Every reasonable effort should be made by both parties to resolve the matter at this level.
  5. If the student is not satisfied with the disposition of their appeal at Level II, they may continue to Level III.

Faculty Member

  1. Faculty member provides information to the Program Director as requested for the investigation.
  2. Silent observer: If a meeting is called, the faculty member 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 both parties are encouraged to make notes as they feel appropriate.

Program Director

  1. Within five (5) business days of receipt of the Level II written appeal, the Program Director will fully investigate the appeal.
  2. This investigation may include review of material submitted by both parties, and the scheduling of a meeting with the parties if needed, to resolve the appeal (the actual meeting may occur after the five (5) business days, but its date should be established within this time frame and the Program Director should make every effort to complete the meeting within ten (10) business days of receipt of the appeal). The meeting may be held in person, virtually or by phone.
  3. If a meeting is called, the role of the Program Director is to chair the meeting, facilitate the discussion, seek to mediate a resolution between the parties, determine whether any college policies have been violated, and render a decision concerning the matter.
  4. Silent observers: Prior to the meeting, the student may request to have a silent observer in the meeting. Both the student and faculty member must agree to the student’s silent observer. The faculty member may also have a silent observer in 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 conference, but both parties are encouraged to make notes as they feel appropriate.
  5. Within two (2) business days after investigation of the appeal, or completion of the meeting if called, the Program Director shall prepare a report of the disposition of the matter, providing copies to the student and the faculty member.
  6. The Program Director will forward a copy of the report and any official appeal letter(s) (Level I and Level II) to the Dean of Academic Affairs.

Level III

Student

  1. If the student is not satisfied with the disposition at Level II, within five (5) business days from the communication of the disposition from the Program Director, the student may file a Level III written appeal to the Dean of Academic Affairs.
  2. The written appeal describing the relevant grade and reasons for the appeal must be part of the student’s written request for the Level III hearing.
  3. Silent observers: Prior to the meeting, the student may request to have a silent observer in the meeting. Both the student and faculty/staff member 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.

Dean of Academic Affairs

  1. Within ten (10) business days of receipt of this appeal, the Dean of Academic Affairs will fully investigate the appeal and schedule a meeting with the student, Program Director and faculty member, either together or separately. The meeting(s) may take place after the ten (10) business days but their date(s) must be established in this time frame. The Dean of Academic Affairs should make every effort to complete the meetings within fifteen (15) business days of receipt of the appeal. The meeting(s) may be held in person, virtually, or by phone.
  2. The role of the Dean of Academic Affairs is to chair the meeting, facilitate the discussion, seek to mediate a resolution between the parties, determine whether any college policies have been violated, and render a decision concerning the matter.
  3. Silent observers: Prior to the meeting, the student may request to have a silent observer in the meeting. Both the student and faculty/staff member must agree to the student’s silent observer. The faculty member may also 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 both parties are encouraged to make notes as they feel appropriate.
  4. 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 and the instructor.
  5. Level III outcome decisions are final.

Note: All appeals of Honor Review outcomes (See ADM 3.13, Honor Code System) are automatically classified as a Level III proceeding and are subject to Level III Procedures as detailed in ADM 1.05 Student Grievance Process.

In the event that a course grade results in academic dismissal and the student is requesting to not be dismissed due to extenuating circumstances the appeal will be automatically classified as Level III.

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 (module)/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.