Undergraduate Students : Grade Appeals

DEFINITION OF TERMS

Appealable Grade: a grade is appealable when the grade assigned as a final course grade does not reflect what the student has earned according to the criteria for grading as outlined by the instructor of the course.

Instructor of Record: the instructor of the course, thesis, or project who is responsible for the evaluation and determination of the final grade.

INTRODUCTION

The following recommendations are set forth in an attempt to offset the need to initiate formal grade appeal procedures:

1. The formal grade appeal process is a serious procedure that should only be initiated when the grade assigned does not reflect the criteria for grading as outlined by the instructor of record.
2. It shall be assumed that the grade assigned is correct and that the student appealing the grade must justify the need for a change of the grade assigned.
3. Normally, grade appeals should be resolved informally between the student and the faculty involved.
4. A student who believes that an improper grade was assigned, as defined in Definition of Terms, should meet with the instructor of record and together review the grading procedures used to determine the grades assigned on the student's transcript. The complete procedure is outlined in Section I, which follows. If, after careful review of the grading procedures, the student is still dissatisfied or if the instructor of record refuses to take part in the informal process, the student may initiate the formal grade appeal procedure. Formal procedures are provided in Sections II and III, which follow.
5. Only after the informal grade appeal procedure, as outlined in Section I below, has been followed may the formal grade appeal be initiated.

PROCEDURES

I. INITIAL REQUEST FOR CHANGE OF GRADE

The initial petition requesting a change of grade is processed as follows:

A. The student obtains a change of grade petition from the Records and Registration Office or from BUS 112. After completing the section enclosed by the bold outline, the student submits the request to the faculty member who taught the course. Additional information supporting the student's request may be attached to the petition.

B. The faculty member recalculates the grade, makes his/her decision, and indicates the decision in the appropriate space on the form. The faculty member submits the petition to the department chair.

C. Following receipt of the initial petition, the department chair makes a recommendation in the appropriate space on the form. The petition is disposed of as follows:

1. If the student's petition is approved by both the faculty member and the department chair, the department chair forwards the petition to Records and Registration so that the Page 1 student's permanent record may be changed. The student will be notified by mail as to the approval of the request.
2. If either the faculty member or the department chair disapproves the petition, the reasons will be briefly stated and all material will be returned to the student.

II. REQUEST FOR GRADE CHANGE HEARING

Should the student's petition be denied in Part I and the student decides to pursue the request, said request must be initiated through the dean of the College of Business. The procedure is as follows:

A. The student obtains a second copy of the change of grade petition form from the Registrar's Office or BUS 112 and completes the section enclosed by the bold outline, being sure to include a complete explanation as to why he/she believes the grade should be changed. The student should take care to state specifically why he/she believes that the grade fails to reflect what he/she has earned according to the criteria for grading as outlined by the instructor of the course. Additional documents supporting the request should be attached. The course syllabus, or other documentation of the criteria for grading as outlined by the instructor of the course, should usually be included as part of the documentation. Also, the student must attach the original petition that was returned marked denied. (See San Francisco State University Bulletin.)

B. The student writes a letter to accompany the petition and indicates that a hearing is desired with the Grade Appeal Committee of the College of Business. The letter should be addressed to the Dean of the College of Business.

C. The student hand carries or mails the letter, to which the petition and supporting documents are attached, to the Dean of the College of Business.

D. The student must make formal grade appeal requests in the semester immediately following the completion of the course in question.

The DEADLINE for filing the grade appeal is the end of the 8th week of the semester following the one in which the grade was awarded.

Failure to meet deadlines relinquishes the student's right to a grade appeal hearing. University policy precludes the changing of a grade once a degree has been conferred.

III. INITIATION OF GRADE APPEAL HEARING

Upon receipt of the student's letter, second petition, and supporting documents, the dean of the College of Business refers the packet to the Coordinator of the Grade Appeal Committee. The Coordinator initiates the following:

A. The Coordinator is authorized to contact both parties to determine whether informal resolution is possible without holding a formal hearing. In some cases, an informal meeting or communication with the student and the faculty member may facilitate such an informal solution. In cases where the Coordinator determines that the student appears not to have documented that the grade fails to reflect what the student has earned according to the criteria for grading as outlined by the instructor of the course, the Coordinator may advise the student that success in a formal appeal is unlikely. Regardless of the outcome of informal efforts toward a resolution, the student does have the right to a formal hearing of his/her grade appeal.

B. The Coordinator schedules a formal hearing with the Grade Appeal Committee.

C. The Coordinator notifies the student, in writing, of the date of the hearing. The letter contains the hearing procedures.

D. The student signs a confirmation letter indicating acceptance or rejection of the hearing and returns the letter to the Coordinator.

E. The student and the faculty member involved appear before the Grade Appeal Committee at the appointed time. "The student may be assisted or represented before the committee by a person of his/her own choosing. Unless in the judgment of the Committee the proceeding would be impeded it is assumed that both parties to the hearing will be present at all deliberations." (University Bulletin) Failure of the student to appear at the hearing will result in an automatic denial of the petition for change of grade by the Committee.

IV. DISPOSITION OF GRADE APPEAL

After the hearing, the following transpires:

A. The Grade Appeal Committee makes its recommendation to either keep, raise, or lower the assigned grade.

B. The Committee's recommendation is forwarded, in writing, to the dean of the College of Business. Materials attached to the recommendation include the student's request for a hearing, a summary of the hearing, and the reasons for the Committee's recommendation.

C. Following the review of all related documents, the Dean makes the final decision as to whether the grade change will be approved or denied.

D. The Dean of the College of Business notifies the student and the faculty member, in writing, as to his/her decision.

E. The disposition of the second petition is:

1. If the Dean approves a grade change, the petition is forwarded to Records and Registration so appropriate changes may be made on the student's permanent record.
2. If the Dean denies any grade change, the second petition and related documents are filed in the Administrative Assistant's office in the College of Business.

F. If a student alleges that the grade appeal process was not conducted under the procedure defined by the College of Business in this document, the student has the right to appeal in writing directly to the dean regarding such procedural issues within ten days of receiving notice of the appeal decision. If the Dean finds that the procedure followed was improper and might have adversely affected the grade appeal, he/she may rule directly on the original appeal or constitute a special ad hoc grade appeal committee to rehear the appeal.

V. ANNUAL REPORT

The dean of the College of Business shall file an annual report of the number of appeals heard and their disposition with the President (through the Academic Vice President) and the Academic Senate.