Approved by Academic Policies and Curriculum Committee May 3, 2013
Approved by Faculty Senate September 20, 2013
Approved by President 10/18/13
Administrative Edits Adopted by President's Cabinet 11/26/19
Approved by Academic Policies and Curriculum Committee October 1, 2021
Approved by Faculty Senate October 7, 2021
Approved by President February 16, 2022
Policy Statement
The evaluation of the quality of a student’s performance is the prerogative of the instructor. Nothing stated below is intended to place a limitation on this prerogative and the instructor may be involved in the review at each stage in the appeal process. All final course grade appeals should be viewed as confidential matters between the student, the instructor, and the appropriate administrators.
Procedure
If a student does not understand the reason for a final course grade, it is the student’s responsibility to contact the instructor of the course about the final course grade. If after such informal consultation the student does not agree with the basis on which the final course grade was assigned, the student may initiate a formal appeal according to the procedures below.
The burden of proof rests with the student. The student must follow the stages of appeal as outlined herein and must wait until a decision is reached at each stage before proceeding to the next level of appeal. It is the student’s responsibility to request the initial appeal and all subsequent appeals. All relevant and supporting documentation should be presented at the first appeal. New material cannot be introduced in subsequent appeals except in extraordinary cases presenting a compelling reason as to why the material could not have been presented at the initial appeal and why it should be considered now. Appeals following the initial appeal to the instructor are reviews of the record; no hearings are held.
Initial Appeal Deadline
The initial appeal for a change of a final course grade must be initiated prior to the mid-term of the semester after the final course grade was received. For purposes of this policy, the “initial appeal” is defined as the submission of the “Appeal of Final Course Grade” form to the instructor.
Appeal to Instructor
The student must state the basis for the final course grade appeal in writing and include all relevant supporting documents using the attached “Appeal of Final Course Grade” form and submit the documents and form to the instructor. The instructor must meet with the student to discuss the appeal within five working days of receipt of the appeal form and documents. The instructor must render a written decision including reasons for the decision and supporting documentation within five working days of the meeting with the student. The instructor must provide written notification of the decision with reasons to the student within this time period.
Appeal to the Associate Vice President for Academics (AVPA)
A student dissatisfied with the instructor’s decision may submit a written appeal including the “Appeal of Final Course Grade” form and documents initially submitted to the instructor to the AVPA within five working days of receipt of the instructor’s decision. This appeal and all further appeals are a review of the record; no new information nor documents may be presented by the student and no additional hearings will be held. Upon receipt of the appeal, the AVPA will review the record, consult with the instructor, and issue a written memorandum detailing the decision and reasons for the decision. The AVPA must render a decision within five working days of receipt of the appeal record and provide written notification of the decision with reasons to the student within this time period, and notify the instructor of the decision
Appeal to the Vice President of Academic and Student Affairs (VPASA)
A student dissatisfied with the AVPA’s decision may submit a written appeal including the “Appeal of Final Course Grade” form and documents initially submitted to the instructor to the VPASA within five working days of receipt of the AVPA’s decision. The VPASA will review the record and may also request materials from the instructor.
In an attempt to resolve the grade appeal, the VPASA may interview the student, instructor, and others who may have pertinent information. If the VPASA determines the need for a review committee to examine the issue, the committee shall consist of:
-
- One faculty member from each academic area (Math and Sciences, Humanities, and Social Sciences)
- Ex Officio: A staff member from Student Affairs recommended by the VPASA.
The committee, if appointed, will advise the VPASA regarding the grade under appeal.
Regardless of whether the VPASA appoints a committee, the VPASA will render a written decision on the grade appeal with reasons for the decision and supporting documentation within five working days of receipt of the appeal. The VPASA will provide written notification of the decision with reasons to the student within this time period and notify the instructor and AVPA of the decision.
Final Appeal to President
A student may submit a formal written appeal to the President within five working days of receipt of the VPASA’s appeal decision. A paper copy that clearly states the reasons for the appeal and contains the entire record of appeals must be hand-delivered to the President’s office. It is the student’s responsibility to submit the entire record with the request for appeal to the President. Upon receipt of the appeal, the President’s review is limited to consideration of whether the record contains a substantial basis to uphold the decisions. The President will render a decision on the appeal within 10 working days of receipt of the appeal request. The President will provide written notification to the student of the decision within this time period, and notify the instructor, AVPA, and VPASA of the decision. This is the student’s final institutional appeal.
Appeal to Board of Regents
A student may apply for discretionary review of the President’s decision to the Board of Regents as provided in the Policy Manual of the Board of Regents.
Additional Policies Which May Apply
If the basis of a student’s final course grade appeal is a claim of discrimination or harassment by an instructor, the student is directed to the EGSC Non-Discrimination and Anti-Harassment Policy. If the basis of a student’s appeal is due to frequent misunderstandings and/or on-going conflict with an instructor, the student is directed to the EGSC Conflict Resolution Policy.
