As we close the Spring I term and look forward to the close of Spring II, we write to explain issues that are arising relating to the  Grade Appeals policy found in the Graduate Studies Catalog and to ask for your assistance in creating documentation to support the decisions of our faculty and administration. To summarize, we believe we are experiencing an increasing number of complaints which are not simply about the grade awarded (which is to be expected); rather, we are receiving calls related to the lack of clarity of the appeal process, including the steps, the "chain of command" of decision-making, and the timeline.

Grades, as we know, are the purview of the faculty.  However, we need to ensure that we have--and follow--written policies as they relate to disputes about grades.  Doing so protects us. Students may not be happy with grades, but when it can be established that we followed, in a timely and fair manner, our procedures for investigating and resolving grade disputes, we are on solid ground. 

Below is the policy, and following are procedural steps to ensure we are following the policy. 

POLICY LANGUAGE FROM THE CATALOG 

Grade Appeals

Normally, grade disputes should be resolved between the student and the instructor. Students may discuss any grade with the instructor. A student who believes he/she has received a grade of NC, C or F that is arbitrary or assigned for nonacademic reasons may discuss the grade with the appropriate chair in St. Louis, or the site director at extended campuses. If the grade dispute is not resolved within three months, the student may appeal the grade to the appropriate dean to review the procedures the instructor used in determining the grade. Grade appeals should be addressed in a timely manner, and are not considered after one academic year.

Grades leading to academic warning, probation, or dismissal apply to one 3-credit-hour course or three 1-credit-hour professional seminars. A grade of C, F, or ZF in a 6-credit-hour internship, project, or thesis is equal to two grades of C or F for academic warning, probation, and dismissal purposes. Once a student graduates, no further grade changes are allowed on the enrollment record.

PROCEDURES

There are three steps to the process:

Step ONE:  The student discusses the grade with the instructor.  At this point, it may not be a grade dispute or appeal; it may be that the student wants an explanation of how the grade was determined.  It becomes a grade appeal if:

1. The student requests that the grade be changed, and
2. The grade given was NC, C or F, and
3. The appeal is brought within one academic year, and
4. The student has not graduated.

If the instructor determines he/she made a miscalculation, he/she may submit a change of grade form.  If the instructor determines that there is not a reason to change the grade, he/she should document that.  Most common would be an email to the student stating:

1. The instructor received the request for a change of grade from X to Y
2. The grade of X is supported by ....(insert information)
3. He/she declines to adjust the grade, and
4. Pursuant to policy, the student may contact the site director.

At this point, the instructor does not need to act further, though the instructor may wish to forward the email to the site director to let him/her know that a grade dispute may move forward.

Step TWO:  If the student contacts the site director, the director should discuss the grade dispute with the student.  The director should gather information related to the grade dispute from the student and the faculty member.  Note that the standard of review is whether the grade is "arbitrary or assigned for nonacademic reasons."  There is language that encourages grade disputes to be resolved within three months.  When a director is contacted by a student, he/she should:

1. Respond to the student to acknowledge receipt of the dispute, letting the student know it will be reviewed and a response will follow.
2. Review the situation.
3. Write a letter to the student clearly outlining the decision the director has made.  If the director determines the grade should be upheld, the letter should reference the policy and the student's right to move to the dean of the appropriate school.
4. The letter and other material for the appeal should be kept in a separate "Appeal File" for records.

At this point, the director does not need to act further, though he/she may wish to notify his/her AVP.  Should the student contact the dean, the AVP can assist in making sure the appeal file gets from the site to the dean.

Step THREE:  As noted in the policy, the dean, as chief academic officer of the school/college, may review the procedures used in determining the grade.  After such a review, the dean will send a letter to the student, concluding the grade appeal process.  

Thank you for your assistance in improving our practices to reflect operational and academic excellence.