Procedure for Filing Grade Appeal
Academic Due Process Procedures
The purpose of the following procedure is to provide students with a system by which to grieve complaints of alleged academic injustice(s) relating to a final grade and/or professional responsibilities.
Students who believe that their final course grade reflect unsubstantiated academic evaluation may initiate and pursue a grade change appeal in accordance with provisions of this document. At the same time, all academic rights and privileges of faculty members are to be honored in this process, which includes careful review of the course syllabus. Changes in final course grades will occur only when, as a result of this grade appeal process, there is clear evidence of unsubstantiated academic evaluation. Because the grade process involves the instructor’s judgment of the academic performance of a student the only issue under consideration in the grade appeal process is whether or not the student can present clear evidence that the assignment of the grade was based on factors other than the academic judgment of the instructor.
Some examples of the basis for a legitimate disagreement could include, but not be limited to prejudiced, capricious, or unsubstantiated academic evaluation by the instructor:
- The instructor did not inform the student of the basis for calculation of grades.
- The instructor did not calculate the student’s grade in accordance with the instructor’s stated policy for calculating grades.
- Significant and unwarranted deviation from grading procedures and course outlines set at the beginning of the course (ordinarily during the first week of the course) or a grade assigned arbitrarily and capriciously on the basis of whim, impulse or caprice.
- There is an error in the computation of the grade that was not corrected.
- The student, through no fault of his or her own, was not provided with the same opportunity to complete the requirements for the course in terms, for example, of time, access to materials, or access to the instructor as the other students.
A student may not claim arbitrariness and capriciousness if he/she disagrees with the subjective professional evaluation of the instructor.
Informal Appeal Procedure
- The student must discuss the final course grade, grading practices and assignments with the instructor who gave the final grade no later than 10 working days after to beginning of the semester (not summer/winter) following the issuance of the grade. This discussion may eliminate any misunderstandings over the assignment of the grade as relates to the course syllabus. This discussion must occur before the student may file a formal appeal.
- If the faculty member finds in the student’s favor, a grade change form is submitted with signatures and the appeal process is resolved.
If a student and instructor fail to resolve the grade dispute through informal means the student may request a formal grade appeal process by completing a “Final Grade Appeal Form.”
Formal Appeal Procedure
The student must complete and submit the “student” portion of the Final Grade Appeal Form to the course instructor no later than 15 working days after the beginning of the semester following the issuance of the final grade. The summer term does not constitute a semester.
The student must retain a copy of the Final Grade Appeal Form for his/her records and send a copy to the department chairperson (or substitute) of the department in which the course is housed. The chairperson of the department evaluation committee shall substitute for the department chairperson IF the department chairperson was the instructor of the course in which the grade is being appealed.
The department chairperson (or substitute) notifies the instructor in writing that chairperson is aware that the instructor has received a grade appeal.
If the instructor decides that the final grade is correct, he/she must complete the “instructor” portion of the Final Grade Appeal Form, and return it to the student and send a copy to the chairperson (or substitute) within 10 working days of receipt of the student’s appeal.
If an instructor fails to respond within the allotted time, the appeal shall move to step 3 below.
If a faculty member whose grade(s) are being appealed is no longer employed by the university or is unavailable due to a sabbatical, sick leave, or other reasons during the time period allotted for the appeal process, the appeal should be directed to the chair of the department (or substitute) for review.
If the student wishes to appeal further, he/she must submit the original Final Grade Appeal Form (or copy if the instructor fails to respond as described in step 2 above) to the department chairperson (or substitute) and the college dean. This appeal must be submitted within 10 working days of the dated instructor’s response, or if the instructor does not respond, within 15 working days after the appeal was originally filed with the instructor.
The department chairperson (or substitute) will review the appeal within 10 working days.
Before the department chairperson (or substitute) determines if the student’s complaint provides evidence that the instructor’s assignment of the grade was based on factors other than the academic judgment of the instructor he/she will review the appeal with the instructor. The chairperson (or substitute) may also conduct whatever informal investigation seems necessary and should attempt to achieve a negotiated settlement.
- When Chair Agrees Grade Is Correct
If the department chairperson (or substitute) determines the student’s evidence does not meet the criteria for a grade appeal, the chairperson (or substitute) will forward his/her decision on the grade appeal to the instructor, student and college dean.
- When Chair Disagrees that Grade is Correct
If the department chairperson (or substitute) determines the student’s evidence does meet the criteria for a grade appeal, he/she will offer an explanation on the Final Grade Appeal Form and provide a copy to the instructor.
The instructor must then indicate on the Final Grade Appeal Form whether he/she agrees or disagrees with the chairperson’s recommendation, signs and returns the Final Grade Appeal Form to the chairperson within 5 working days.
- If the instructor amends the grade, a signed grade change form is submitted and the grade appeal is ended.
- If the instructor does not agree to amend the grade or fails to respond in the allotted time, the chairperson (or substitute) submits the Final Grade Appeal Form to the college dean, student, and instructor with his/her recommendation within 5 working days.
If the dean, upon review of the chairperson’s recommendation, also determines the student’s evidence does not meet the criteria for a grade appeal, the dean will complete and return the Grade Appeal Form to the student with a copy to the instructor and chairperson (or substitute) within 5 working days. The grade appeal process ends.
If the dean, upon review of the chairperson’s recommendation, determines that the evidence is unclear or the student’s evidence does meet the criteria for a grade appeal, the dean shall initiate a meeting with the faculty member. The dean shall review the appeal, can hear evidence by each side, and may collect further evidence as needed.
If agreement cannot be reached, the dean will forward the Final Grade Appeal Form to the Provost within 20 working days, with his/her recommendation that the grade appeal be referred to a Grade Appeal Board. The dean also forwards a copy of the Final Grade Appeal Form to the student, instructor, and chairperson.
In each of the above statements, the chairperson of the department evaluation committee shall substitute for the department chairperson if the department chairperson was the instructor of the course in which the grade is being appealed. Should the chair of the evaluation committee not be available, APSCUF will be consulted in the process of choosing a substitute.
- Composition of the Grade Appeal Board
- Three faculty selected by APSCUF. One from the academic department in which the course is taught. Not the instructor.
- Two managers selected by the provost. One to be the dean of the college in which the course was taught.
- One student selected by Student Government Association. A senior outside the department in which the course is taught.
Normally, each Grade Appeal Board will be appointed to hear one appeal.
Those responsible for recommending board members should be sensitive to race and gender composition.
The Provost will appoint each board and chairperson within the parameters above.
- Grade Appeal Board Procedures
Once the appeal board has been established, the appointed chairperson of the committee will contact board members, the faculty member, and the student bringing forth the appeal to determine a date to convene the board (within 20 working days) and send them a letter confirming the date and place of the meeting.
At this point, all paperwork and collected evidence will be copied and provided to the members of the appeal board committee in sealed, confidential envelopes. This paperwork and evidence will be assembled by the dean of the college involved in the appeal, reviewed and brought by appeal board members to the appeal meeting. The chair will collect the copies at the end of the meeting.
The procedure for the appeal meeting is as follows:
- The chairperson of the Grade Appeal Board will call the meeting to order and review procedure.
- The student will have 10 minutes to present his/her reason for the appeal.
- The faculty member will then have 10 minutes to explain why he/she feels there is no basis for the appeal.
- The committee member can then ask questions of the student and/or faculty member to clarify any points.
- The faculty member and the student are excused and told they will be notified of the decision by letter.
- The committee discusses and reaches a recommendation by majority vote.
- The chairperson will notify the President of the University of the recommendation of the committee by memo. The chairperson will notify the student and faculty member of the president’s decision by letter. The letter will be copied to the Department Chair and Dean.
Students who appeal a grade to a Grade Appeal Board are responsible for maintaining all written materials relevant to the appeal, such as papers, examinations, and completed assignments. Further, the appeals board must have access to appropriate documentation and academic records pertaining to the course grade in question. After the appeals process is complete, the only record to be maintained will be the student’s final grade.
Each appeals board will make its recommendation to the university president, who may accept or reject the recommendation. Since the university has the power and duty to direct the activities of the institution, nothing in this policy should be construed as to diminish that authority in any way.
Once a grade has been posted, it can only be changed by the professor who originally awarded the grade. If the professor is no longer employed by the university or is not available for some other reason, the request for a grade change should be discussed with the department chairperson. Grade changes must be processed on a grade change form and must be approved by the professor and the chairperson of the department in which the course was offered.
A memorandum of explanation from both instructor and departmental chairperson must accompany any grade change submitted after more than a year has passed since the student received the original grade. This information is submitted to the Office of Academic Records and Registration. Students may not have their grades changed to a withdrawal “W” without their dean’s approval.
Grade Release Policy
Students’ midterm grades and final grades are available on MySRU.
In accordance with the Family Educational Rights and Privacy Act (FERPA) grades will not be released to a third party (including parents) without the authorization of the student. Students may authorize the release of grades to third parties by authorizing such on MySRU
Grading Symbols and Quality Point Conversion System
|Grade Symbol||Description||Quality Points|
|X||No grade given||0|
Grading System and Policies
Instructors are to inform their students in writing during the first week of classes of their grading procedures and policies, especially explaining how final grades are calculated.
The assignment of an incomplete grade is the prerogative of the faculty and is granted only when extenuating circumstances prevent students from completing the course requirements within the regular time period. Faculty also reserve the right to set any deadline for the completion of the incomplete work; however, students not receiving an earlier deadline will have a maximum of 12 months after receiving the incomplete to finish all coursework and receive a change of grade. If a faculty member does not submit a grade change form within 12 months, regardless of whether or not the student attends the university, the grade will automatically convert to an “F”. Requests for extensions of incomplete grades, beyond 12 months, must be submitted by the faculty member and approved by the dean of the college in which the course was offered. Students will not be permitted to graduate with an incomplete grade on their record.
Pass-No Credit Grades
Students, with adviser’s approval, may schedule a maximum of 12 credits of pass-no credit grading in the sophomore, junior and senior years combined. Students must select these courses at registration and cannot change the pass-no credit designations after the second week of the fall and spring semesters. For these 12 credits, only free elective courses may be taken on a pass-no credit basis. Pass-no credit courses may not be used to satisfy major, minor, the BA modern language, and the university’s liberal studies/Rock Studies program requirements. Some selected courses are not included in the 12-credit limitation. Students may not take more than one pass-no credit course during a semester.
Courses taken under the pass-no credit system are not used in computing the student’s GPA. Credit for such courses is recorded toward meeting the total credit requirements if the course is passed. A grade of NC (no credit) will be recorded if the course is failed.
Pass-no credit is not synonymous with audit. In pass-no credit, all course requirements must be met.
Grade Point Average
Grade points for a single course are calculated by multiplying the points assigned the letter grade (A = 4, B = 3, C = 2, D = 1, F = 0) by the number of credits of the course. Total grade points are calculated by adding the grade points earned in each course. The grade point average (GPA) is computed by dividing the total grade points earned by the total number of credits attempted, (repeated courses are counted only once). Grades earned in courses taken at other colleges for transfer are not computed in the grade point average at Slippery Rock University unless the courses were taken with Slippery Rock University’s approval as a “Visiting Student” or “Distance Education Student” at another PA State System of Higher Education university. Further explanation concerning the calculation of the GPA may be directed to the student’s academic adviser, the Academic Services Department or the Office of Academic Records and Registration.
The symbol “X” means “no grade given.” This symbol will be used only in those rare situations when professors cannot assign students a letter grade or incomplete.
The “X” symbol will not affect the students’ semester or cumulative GPA’s at the time it is given. However, the “X” symbol must be removed from the students’ record prior to the end of the students’ next semester of enrollment. Otherwise, it will be converted automatically to an “F” and will then be used in the students’ semester and cumulative GPA calculations. The “X” symbol cannot be extended beyond the students’ next semester of enrollment.
If graduating students receive an “X” during their final semester of enrollment, they will be permitted to graduate as long as the course in question is not required for graduation.