03:19:01 Grade Appeal Procedure

Revision Responsibility:	Vice President for Academic Affairs
Responsible Executive Officer:	Vice President for Academic Affairs

Purpose

To establish a procedure for a Grade Appeal.

Policy

I. Grade Appeal Policy

Grades, transcript information, drop/adds, withdrawals and other data perceived by the student to be in error must be appeals by the student during the subsequent semester. Appeals made after this time will not be reviewed.

II. Grade Appeal Procedure

Students may appeal a course grade based on the following reasons:

Errors in calculation: The student appeals an error made in the mathematical calculations of graded material.
Errors in course practices: The student contends that there was gross disparity between the course syllabus and the manner in which the course was conducted in regards to the treatment of the individual student.

Student should first attempt to resolve concerns by initial conference with the instructor. The student must conference with the faculty member who assigned the grade within 45 calendar days from the day grades are released electronically to students through the official student information system. If the concern is not resolved through this initial conference, the student may begin the formal grade appeal procedure following the process below.

Note: If the faculty member is not available during this 45 calendar day period, the student must contact the department head or dean to arrange for an alternate method for the faculty member to participate in this meeting. Should the faculty member be permanently unavailable, the process will begin with the department head or dean as applicable to the division of the course where the grade appeal is being pursued. This meeting must occur within 45 calendar days from the day grades are released electronically to students.

III. Procedures for Appeal:

Once this initial conference is completed, the student may choose to file a grade appeal. Below is the process that must be completed in the order presented within the specified times. Steps 1 and 2 must be completed within 45 calendar days of the date grades are electronically released to students. Steps 3 through 14 must be completed within the time period identified in that step.

The student must obtain the Student Grade Appeal Form from the Office of Academic Affairs or from the WSCC Academic Affairs webpage. The student must complete Sections A and B (i.e. the top part of the form) of the Grade Appeal Form and must provide a written description detailing how the criteria for appeal have been met in his/her particular circumstance and attach this to the Grade Appeal Form.
The student must contact the instructor to set up a meeting to present the Grade Appeal Form and written description. The student must sign and date the completed form in the presence of the instructor at this meeting. If the instructor is unavailable during this initial 45 calendar day period, the student will contact the department head or dean to arrange for an alternative method for the instructor to participate in this step of the process. Should the faculty member be permanently unavailable, the process will begin with the department head or dean as applicable to the division of the course where the grade appeal is being pursued.

Steps 1 and 2 must be completed within 45 calendar days of the date grades are electronically released to students. Steps 3 through 14 must be completed within the time period identified in that step.
The instructor must submit the response to the student within seven calendar days of the student’s signature. The instructor must retain a copy of the Grade Appeal Form as well as a copy of the student’s written statement.
If the student chooses to continue the appeal process, the student is responsible to meet with the department head within seven calendar days of the instructor’s signature on the Grade Appeal Form. The student must submit the original Grade Appeal Form as well as the original written statement to the department head at this meeting. If there is no department head skip to step 8 of this process.
The department head must notify all persons involved of the decision and submit the response to the student within seven calendar days to this meeting. The department head must retain a copy of the Grade Appeal Form as well as a copy of the student’s written statement.
If the student chooses to continue the appeal process, the student is responsible to meet with the dean within seven calendar days of the department head’s (or instructor’s) signature on the Grade Appeal Form. The student must submit the original Grade Appeal Form as well as the original written statement to the dean at this meeting.
The dean must notify all persons involved of the decision and submit the response to the student within seven calendar days of this meeting. The dean must retain a copy of the Grade Appeal Form as well as a copy of the student’s written statement.
If the student chooses to continue the grade appeal process, the student must submit a written request to the division dean to submit the original Grade Appeal Form along with the original written statement to the vice president for Academic Affairs. This request must be made within seven calendar days of the dean’s signature on the Grade Appeal Form.
If the student chooses to continue the appeal process, the student is responsible to schedule a meeting with the vice president for Academic Affairs within seven calendar days of the dean’s signature on the Grade Appeal Form.
The response from the vice president for Academic Affairs must be communicated with all persons involved and submitted to the student within seven calendar days of this meeting. The vice president for Academic Affairs must retain the original Grade Appeal Form as well as the original student’s written statement. The vice president for Academic Affairs will give the student a copy of the Grade Appeal Form and a copy of the student’s written statement.
If the student chooses to continue the grade appeal process, the student must request the vice president for Academic Affairs to submit the Grade Appeal Form along with the original written statement to the Academic Affairs Committee. This request must be made within seven calendar days of signature of the vice president for Academic Affairs on the Grade Appeal Form.
The Academic Affairs Committee will hear the appeal from the student at the next regularly scheduled meeting. The instructor will also have the opportunity to attend this meeting. The Academic Affairs Committee will render a response at the conclusion of the meeting which will be communicated with all persons involved with this process. The Academic Affairs Committee appeal will consist of the student presenting his/her request to the committee and the instructor presenting his/her explanation of the situation. The student may not have anyone present with him/her nor to represent him/her during the grade appeal meeting. If the student or the instructor chooses not to appear before the committee, a written request will be considered.
If the student chooses to continue the grade appeal process, the student must make a written request to the vice president for Academic Affairs to take the written appeal to the president. This request must be made within seven calendar days of decision of the Academic Affairs Committee.
The president will have seven calendar days to render a decision which will be communicated with all persons involved with this process. The president’s decision is final.

The failure of the student to proceed from one level of the appeal procedure to the next level within the prescribed time limits shall be deemed to be an acceptance of the outcome previously rendered. All further considerations and proceedings regarding that particular appeal shall cease at that point. 03/15; 05/16; 12/18