• • Purpose: This policy defines the criteria and process for students to appeal decisions affecting their academic record.
  • Scope: This policy applies to final course grade appeals and other academic matters. This policy does not apply to instances where a student has been accused of potential violation of the Academic Honesty policy or grievances based on discrimination.
  • The Role of Instructors: Faculty members who are instructors of record have the responsibility to assess the academic performance of students enrolled in their classes. As part of that responsibility, instructors of record are expected to prepare instructional procedures and assessment guidelines (i.e. syllabi) for distribution in courses at the beginning of each semester. See the Syllabi Policy for university course syllabus requirements.
  • The Role of Students: Students have a responsibility to review the course syllabus, understand the course expectations, and the instructor’s assessment practices to maintain standards of academic performance established for each enrolled course.
  • Capricious Grading: This appeal procedure is for use only in reviewing allegedly capricious grading by the instructor, and not for reviewing the instructor's grading policies; nor is it for challenging an assignment grade in relation to the judgment of the value of the work as assessed by the instructor. Capricious grading is defined as any of the following:
    • Refusal to correct the miscalculation of the grievant grade
    • The assignment of a grade to the grievant through an unwarranted departure from the instructor's previously announced standards
    • The assignment of a grade to the grievant on some basis other than performance in the course
    • The assignment of a grade to the grievant by the unwarranted use of more exacting or demanding standards than were used for other students in the course. (NOTE: Different grading standards may be applied to graduate students enrolled in 4000 level courses, or to students with documented disabilities whose performance may be impaired.)
  • Grievances Other than Grading: Grievances against a faculty member concerning a course or other academic matters or grievances against a department, school, or college (such as non-acceptance into an academic program). Note:  if the department, school, or college has established procedures of its own for processing grievances of this nature, those procedures shall be used. In all other cases, the following procedure shall be used.

         Procedure

If a student is aggrieved in their relationship with the University, its policies, practices, procedures or its faculty and staff, they should begin the grievance procedure as described below beginning with Level 1. At all levels, the burden of proof as to the allegations of the complaint shall rest upon the student. All proceedings hereunder are to be closed and all files confidential. Note: the grievant has until the midpoint of the semester following the date of the final course grade to file a grade appeal. In no case may an appeal be considered later than the midpoint of the semester following the date a final course grade is submitted.

Level 1

If the grievance involves an instructor, the grievant should attempt to resolve the matter informally with the instructor within ten (10) class days of the occurrence of the grievance. If the instructor involved is the department or school chair, Level 2 will be performed by another department chair in the same college appointed by the college dean.

Level 2

If an informal agreement cannot be reached, the grievant should submit a dated, written complaint to the department or school chair. The written complaint shall include the following for final course grade appeals: the course, instructor, documentation supporting the reason why the student considers the grade to be arbitrary and capricious, the relief sought, and the signature and contact information for the student. The written complaint shall include the following for all other academic appeals: specific facts about the academic decision being disputed, a decision timeline, documentation supporting the appeal, the relief sought, and the signature and contact information for the student.

The department chair or school chair will then prepare a summary report, which will include the decision and the action taken. A copy of this report shall be retained by the department or school chair along with all other materials pertaining to the case. A copy of this report shall be forwarded to the grievant and the instructor. This should be completed within five (5) working days of the date of the complaint. A determination by the department or school chair that the complaint is patently frivolous shall be stated in their report, if found. For purposes of this policy, patently frivolous means something that is clearly and obviously lacking merit or lacking a valid basis.

Level 3

If the matter is not resolved after the Level 2 decision to both parties' satisfaction, then a written statement should be submitted to the college dean within five (5) working days of the final decision at Level 2. This will initiate the college's grievance procedure, which will include either a meeting with the dean or the activation of a college grievance committee.  A report (like the one in Level 2) should be prepared, and informational copies should be sent to the department or school chair, the instructor (if applicable), and the grievant. This procedure should be completed within five (5) working days of the date of the receipt of grievant's written statement. The grievant may request approval to be accompanied by a person of their choice at any meeting when the grievant's presence is required at Level 3. The grievant's request to be accompanied by a person of their choice shall be reviewed by the dean or college grievance committee at Level 3. The grievant will be notified of the status of their request to be accompanied by a person of their choice within two (2) working days. A determination by the dean that the complaint is patently frivolous shall be stated in the report and shall be a final determination within this procedure with no further appeal.

Level 4

If the matter is still not resolved to all parties' satisfaction after the Level 3 decision, and so the dean has not determined the complaint to be patently frivolous, then an appeal may be made by directing a letter to the Provost stating the grounds for the appeal. Once the grounds for the appeal are established, this will become the focus for deliberations. Grounds for the appeal may include, but not limited to, procedural departures from established policy or additional evidence in support of the grievance.  This should be done within five (5) working days of the date of the decision rendered in Level 3.

The grievant may request approval to be accompanied by a person of their choice at any meeting when the grievant's presence is required at Level 4. The grievant's request to be accompanied by a person of their choice shall be reviewed by the Provost at Level 4. The grievant will be notified of the status of the request to be accompanied by a person of their choice within two (2) working days. The Provost will then review the file in the matter and decide, within ten (10) working days to take one of the following actions:

• • Uphold one or all of the previous decisions
  • Overturn the decisions outright and make an alternate resolution; or
  • Refer the matter to a university grievance

A university grievance committee will consist of two students and two faculty members appointed by the Provost. This committee will review the matter within ten (10) working days from the receipt of the letter directed to the Provost. The committee will make its recommendation to the Provost within five (5) working. In the event of a tie vote of the committee, the Provost shall cast the deciding vote. The Provost shall immediately, upon receipt of the committee's recommendation, notify the grievant in writing of the university grievance committee's decision. Copies of the decision shall be forwarded to the grievant, and if applicable to the instructor, and to the college dean of the college involved.

The Provost's decision is final and binding on all parties, and once communicated, shall be placed in full force and effect immediately.

Questions concerning this procedure or other issues related to academic appeals should be addressed to the Office of the Provos or the Office of Student Experience and Engagement.

 

Revision History:

Established and archived prior to 1999 Updated April 2008

Edited for web links, formatting and plain language. Approved December 2015.

Edited for a timeline for a grade appeal. Approved by Academic Affairs and Student Experience and Engagement March 2016.

Previously annotated as II.H Student Academic Appeal Procedures. Renamed Student Academic Appeal Procedures for alphabetical listing, grammar and spell check, and transitioned into policy library April 2017

Reviewed and revised for compliance with BOG Policy 1.2.010, Policy on Policy, grammar and spell check, and bulleted some items for emphasis 2025