If a student's grade in a course is changed through the Academic Integrity policy and procedure, that grade is not subject to an appeal through this policy and procedure. If a student's grade is not the outcome of an Academic Integrity process, and the student considers a grade to have been determined improperly, they must arrange a meeting with the chair of the department/program in which the course is taught. If the grade appeal involves the chair of the department/program, someone else will be designated by the department to act in this capacity. The student should contact the Dean’s Office to determine who has been designated by the department for this role. The purpose of the meeting is to explain the steps, including the timeline involved in making a grade appeal. Every effort will be made to complete the grade appeal process, from the formal initiation to resolution at Step 2, within 30 business days, or within 45 business days if an appeal at Step 3 is also pursued.
Step 1. Informal Consultation with the Faculty Member
Within ten business days of the first day of instruction of the next fall or spring semester the student will communicate with the instructor via e-mail, telephone, or by arranging a meeting with the faculty member to fully explain their concern about their grade. If the instructor is not available for consultation because the instructor of the course is no longer employed by the university, this consultation must occur with the chair of the department. The faculty member may elect to respond to the student immediately or at a later time; however, the student must receive the faculty member’s written response within five duty days of the consultation about the complaint. If the faculty member's response is either not satisfactory to the student or is not made within the required time, the student has five business day to proceed to Step 2 and file all documents required to initiate a formal grade appeal if they choose.
Step 2. Formal Grade Appeal
If the matter is not resolved through informal consultation, the student may file a Formal Grade Appeal by submitting a Grade Appeal Form to the Chair of the department/program in which the course is offered (download the form, See Supporting Documents). The Formal Grade Appeal Form must be accompanied by all documentation that will serve as the basis of the grade appeal and must be submitted in electronic or paper format. At this time, the complaint is formally initiated and the 30-business day timeline to resolution is active. The Department Chair will have three duty days to verify that the student has consulted or attempted to consult the faculty member as required by Step 1, will sign, date and forward the Student Grade Appeal Form to the person(s) responsible for coordinating grade appeals within the department, or someone designated by the department (Grade Appeal Coordinator). If the grade appeal concerns the Grade Appeal Coordinator, the Chair of the department will act as the responsible party for coordinating the grade appeal.
The Grade Appeal Coordinator will have three duty days to inform the faculty member against whom the grade appeal has been brought and will provide a copy of the Grade Appeal Form and a copy of all documentation to the faculty member. The faculty member in question will have five duty days to submit supporting documents or any other written response to the Grade Appeal Coordinator. This may be done by email or in paper format.
Within 8 duty days of receiving the faculty member’s response, the Grade Appeal Coordinator will arrange and conduct, along with the departmental faculty grade appeal committee, separate meetings with the student and faculty member. If the instructor in question is a member of the departmental faculty grade appeal committee, the instructor will withdraw from the committee and the remaining members may choose another member as a replacement. The intent of the separate meetings is to review the complaint and supporting documents, and to gather additional information to make a grade determination. Following the two meetings, the Grade Appeal Coordinator will work with the departmental faculty grade appeal committee to reach an outcome.
- If the contested grade is an "F” or a “U," the committee may let it stand or change it to "W," "U," or "S."
- If the contested grade is a passing grade, the committee may let it stand or change it to "S," meaning that the course would be counted toward graduation requirements but not be computed in the student's grade point average. To assign a grade of S during this process, the grade appeal committee must determine that the student’s work in the course is equivalent to a grade of C or better. They may also change it to a “W”.
Within three duty days after the date of the second meeting, the Grade Appeal Coordinator will provide a copy of the Grade Appeal Form to both the student and faculty member that is signed by the members of the departmental grade appeal committee indicating the outcome of the appeal. A copy of the Grade Appeal Form must also be sent to the Registrar’s office if a grade change is determined. The Grade Appeal Coordinator will then follow the instructions for final routing and retention as indicated on the Grade Appeal Form.
It is the student’s responsibility to monitor the timelines related to the processing of their complaint. If the departmental grade appeal committee fails to hear the grade appeal within the required time limits, the student may notify the Provost’s office. The Provost (or designee) may extend the deadline for action and notify the student, faculty member and dean/director of the appropriate college/school to monitor the process to see that it occurs within the extended time limits.
Step 3. Request for Review of Formal Grade Appeal Decision.
A request for a Formal Grade Appeal Review may be made only for the following reasons:
- a procedural error which substantially affected the outcome;
- failure of the departmental grade appeal committee to hear the appeal or to render a decision; or
- new or newly discovered information of a character which may have substantially affected the outcome.
If one or more of the above criteria are met, a student may request a review of the departmental grade appeal decision by completing Step 3 of the Grade Appeal Form and submitting it to the Provost (or designee) within 5 business days of the original departmental grade appeal decision. Within 5 business days of receiving the Step 3 Grade Appeal Form, the Provost (or designee) will make a determination about whether the request is valid. If there is not sufficient reason for further review, the decision of the departmental grade appeal committee is final and not appealable. The Provost (designee) will notify the student in writing of that determination.
If, however, such circumstances are found by the Provost (or designee) to exist, they will forward the request (Step 3 on the Grade Appeal Form) for a Formal Grade Appeal Review to the Faculty Association Academic Affairs Committee (FAAAC). A committee consisting of at least three members of the FAAAC will conduct a meeting to review the appeal. No member conducting the review shall be from the department of the grade appeal that is being reviewed. At the meeting with the FAAAC, both the student and faculty member may be accompanied by any consultant of their choosing. The participation of such persons shall be consistent with the process outlined in the Assisting Students with University Policy and Procedure (see Related SCSU Policies section). These consultants may not speak during the grade appeal review and are only present to provide support. Lawyers or legal representatives may not serve as consultants because this is not a legal proceeding.
The Provost (or designee) shall convene the committee and observe the proceedings. A member of the FAAAC shall chair the meeting. The meeting and report of the outcome of the appeal review will be concluded within 10 duty days of receiving the Step 3 Grade Appeal Form from the Provost (or designee).
Upon conclusion of the review, the chair of the FAAAC review group shall complete the Summary of the Committee Review on the Grade Appeal Form and shall notify the student and faculty member of the outcome, and in cases where a grade change is warranted, the Registrar’s office within 3 duty days. The FAAAC Chair will then follow the instructions for final routing and retention as indicated on the Grade Appeal Form.
- If the contested grade is an "F” or a “U," the FAAAC may let it stand or change it to "W," "U," or "S."
- If the contested grade is a passing grade, the FAAAC may let it stand or change it to "S," meaning that the course would be counted toward graduation requirements but not be computed in the student's grade point average. To assign a grade of S during this process, the FAAAC must determine that the student’s work in the course is equivalent to a grade of C or better. They may also change it to a “W”.
The decision to the FAAAC is final, and is not appealable unless there is evidence that the review decision was arbitrary, capricious or improper. In such a case, the student or faculty member may provide written concerns to the Provost to address the matter. If the Provost (or designee) finds that the FAAAC’s decision was arbitrary, capricious or improper, they shall provide specific requirements to the FAAAC to address the concerns.
The assignment of grades is the exclusive prerogative of the faculty. Only the faculty member who assigned the grade, the departmental faculty committee, or the FAAAC as described in this process has the authority to change a grade.
Under extraordinary circumstances, the administration finds it necessary to change a grade directly (under the limits imposed in the procedure) because of the failure of the departmental grade appeal committee or the FAAAC to act, a written justification for such an action will be given to the faculty member, the chair of the department of the affected faculty member, the chair of the FAAAC and the President of the Faculty Association. Annually, all grades changed by the administration must be communicated to the Faculty Association through Meet and Confer.
Expedited Appeals and Reviews
Grade Appeals during summer sessions can have a significant impact on student progress. Additionally there may be other time constraints or restrictions that would warrant an expedited process. Faculty and students should make every effort to resolve issues at Step One, including the use of electronic media. If the faculty member for the class in question is unavailable a committee formed in collaboration with the colleagues within the school or department will collect information and attempt to resolve the grading concern at Steps One and Step Two. For grade appeals that move to Step Three the Faculty Association shall select at least three members of the FAAAC to meet and hear grade appeals following the usual practices of committee convening and selection.
Where possible electronic communication (e.g., conference phone calls, Skype, Adobe Connect, etc.) should be used to make sure the student and faculty member have every opportunity to work together to resolve the disputed grade. If deemed necessary by the Provost, a duty day can be paid to faculty who are not under contract to meet with the departmental or FAAAC committees. Resolution of the Grade Appeal should be within 7 business days. Any request to review the appeal at Step 3 shall also be processed within 7 business days.