Office of Academic Services
Adviser Guide

CPO Box 2205
110 Lincoln Hall
Berea, Kentucky 40404
Phone: 859-985-3208
Fax: 859-985-3918 or 3921

Office Hours:
M–F, 8:00 a.m.–5:00 p.m.

Contact:

Appeals of Grades
 

It is recognized that instructors must have the primary responsibility of assessing the quality of academic performance, advancement, and achievement of students in their classes. However, instructors are subject to human frailties; these frailties can cause errors in calculation or judgment that may affect assessment of a student’s performance. Because all instructors are required to reveal on the course syllabus the method in which the final grade will be determined, it is the responsibility of the student to review the course syllabus and become familiar with all components of the course grade. Further, it is the responsibility of the student to discuss any questions about grading practices during the course with the instructor. Except in the most unusual circumstances, grades will be changed only upon the recommendation of the faculty member involved, and then only with the consent of the SAAS Committee. The following procedures, designed to protect both the student and the faculty member, are to be followed such that the issue is resolved fairly and expeditiously:

  1. Within 30 days of the start of the next regular term after assignment of the grade, the student must make a formal written appeal to the instructor involved explaining why he or she believes the grade should be changed. If the instructor finds an error has been made, he or she will request that the SAAS Committee approve a grade change and notify the student in writing of the request. If the instructor finds the grade to be correct, he or she will notify the student in writing of the decision not to change the grade, specifically addressing the student’s stated reason for the appeal. The instructor’s response must take place within 30 days of receipt of the appeal or—for reasons of travel, sabbatical, or other extenuating circumstances such as sick leave—within 30 days of the start of the next regular term when the faculty member returns.
  2. If the student is not satisfied with the written response of the instructor, the student has the right to appeal in writing to the Department Chairperson or Interdisciplinary Program Director in which the course is taught within 30 days of the date of the instructor’s written response. The student’s written notice of appeal should be accompanied by all relevant materials; a copy of the original written appeal to the instructor and a copy of the instructor’s written response must be forwarded to the Department Chairperson or Interdisciplinary Program Director. Within 30 days of the date of the student’s written appeal to the department, the entire faculty of the department will hear the appeal. The student and faculty member may be present for the hearing. If the Chairperson/Director is the faculty member whose grade is being appealed, he or she will appoint another member of the department or program to chair the appeal hearing. For GST and GSTR courses, the Director of General Education serves as the chairperson and members of the Committee on General Education serve as the department. The decision of the department faculty shall be communicated in writing to the student, the faculty member, and the Director of Academic Services within 14 days of the date of the hearing. The letter should address the department’s reason for supporting or denying the student’s appeal.

If either the student or the faculty member does not agree with the decision of the department/program, either may appeal to the SAAS Committee in care of the Director of Academic Services. Within 30 days of the date of the department’s written decision on the appeal, the student/faculty member must submit a letter contesting the department’s decision to the Chairperson of the SAAS Committee. The SAAS Committee will base its decision on the following materials forwarded by the department/program: the original written appeal by the student to the instructor, the instructor’s written response, the student’s written appeal to the department and all supporting materials, and the department/program’s response to the student. Both the student and the faculty member may be present when the appeal is heard. The decision of the Committee will be final.

Summary of Grade Appeal Policy

Action
Time Limit
Student submits written appeal to instructor. Student submits written appeal to instructor.

A. Instructor finds error was made; requests that SAAS Committee approve a grade change; and notifies student in writing of request for grade change.
OR
B. Instructor finds the grade to be correct; notifies student in writing, specifically addressing the student’s stated reason(s) for the appeal.

Within 30 days of receipt of written appeal or—for reasons of travel, sabbatical, or other extenuating circumstances, such as sick leave—within 30 days of the start of the next regular term when the instructor returns.
Student is not satisfied with the written response of the instructor and submits written appeal to Department Chairperson or Interdisciplinary Program Director (or the Director of General Education for GST and GSTR courses). Within 30 days of date of instructor’s written response.
Department holds appeal hearing. Within 30 days of date of student’s written appeal.
Department/Program’s decision communicated in writing to the student, instructor, and the Director of Academic Services. Within 14 days of the department’s decision.