Grade Grievance Appeal Policy

Step 1: The student questioning a final course grade must first undergo the informal procedure of conferring with the instructor, stating any evidence and reasons for questioning that the grade received was not given in good faith. The instructor is obliged to review the matter, and whenever possible, respond to the student within 10 days to explain the grading procedure and show how the grade in question was determined. If the grade discussion is executed by a graduate assistant and this discussion does not resolve the grade dispute, the student may then take the dispute to the faculty member in charge of the course.

Step 2: If the grading dispute is not resolved in step 1, the student may appeal to the program chair of the unit that is offering the course. See a list of program chairs (PDF). The program chair will review the students communications between them and the instructor and, as needed, confer with the instructor to determine if there is an informal resolution.  The program chair will notify the student of the outcome of this review and whether any resolution was available or recommended.

Step 3: If the matter is not resolved after completing Steps 1 and 2, the student may then request a meeting with the Dean’s representative in The Fulton Schools of Engineering Office of Academic and Student Affairs. Complete this form to request a meeting.  Do not submit this form until after steps 1 and 2 are complete.  After receipt of the submitted form, the student will be contacted to schedule a meeting.  Questions about this process can be directed to:  [email protected]

After the student meets with the Dean’s representative to discuss the grade appeal, a decision letter will be emailed to the student. The decision letter will indicate if an informal resolution is available. If there is no informal resolution available, the decision letter will indicate whether the grade appeal decision is final, or, if it is eligible for a formal hearing. If an unresolved appeal is eligible for a formal hearing the student may proceed to the formal process tab on this webpage.

It is university policy that students filing grievances and those who are witnesses are protected from retaliation. Students who believe that they are victims of retaliation should immediately contact the Fulton Schools of Engineering Office of Academic and Student Affairs.

University business day is defined as: not including Saturday, Sunday, any officially recognized university employee holiday, or any day the University is closed.

Step 1: In the informal step 3 the Dean’s representative in the Office of Academic and Student Affairs will indicate if the student’s appeal is eligible for a formal hearing.  If eligible the student may, no later than 10 business days after receipt of the Dean representative’s decision, provide the Office of Academic and Student Affairs, a written statement requesting a formal appeal. The request must contain the information outlined in this guidance document (PDF).

Typically, appeals are only considered for final course grades, when one or more of the following criteria are met. Appeals requested for areas outside these parameters are not eligible for formal hearings, and the decision made by the Dean’s designee, at informal step #3, is final.

• Error in calculating the final grade for the course.
• The criteria for determining the final grade was changed from what was specified in the syllabus.
• The evaluation system was not consistently and fairly applied to all students.

Step 2: Upon receipt of an appeal that provides and adheres to the items indicated in step 1, the Dean’s designee appoints an ad hoc subcommittee to serve as the Hearing Board. This subcommittee will consist of three faculty members, typically from the FSE Academic Standards Committee, Academic Integrity Committee or any other full-time FSE faculty member. If possible, representatives of the academic unit of the student, the instructor and the academic unit that supervises the course will be excluded as members of this committee. The Dean or Dean’s designee also appoints one of the three hearing board members to serve as the Chair of the Hearing Board.

Step 3: Once a hearing board is selected, the Office of Academic and Student Affairs is responsible for scheduling the hearing. Once a hearing date is selected, all participants will receive a hearing packet containing evidence provided by both the student and the instructor at least five business days in advance of the hearing date.

A student who fails to confirm their attendance at a scheduled hearing date, or who fails to show up or participate in a scheduled hearing is deemed to have abandoned the appeal.  Abandoned appeals are not rescheduled unless the student can demonstrate that extraordinary circumstances prevented their appearance or participation.

Hearing Guidelines:

• The student shall have the burden of proving with clear and convincing evidence that there was an error in the final grade as per the criteria listed in step 1.
• Issues shall be resolved fairly and as promptly as possible under the circumstances.
• The hearing will be closed to the public. The student and the instructor may remain in the hearing throughout the presentation of all evidence and testimony, although the Hearing Board Chair may excuse either party, any advisor, or any witness if that person’s conduct is disruptive.
• The student and the instructor may each have an advisor present, but the advisors shall not be permitted to address the School Board directly, except as the Hearing Board Chair deems necessary.
• The Hearing Board Chair has the final authority to resolve procedural disputes that arise. Although formal rules of evidence do not apply to the hearing process, the Hearing Board Chair may limit the presentation of irrelevant or cumulative evidence, the number of witnesses and the length of the hearing.
• The proceedings shall be recorded by audio tape, video tape, court reporter or stenographer, as determined by the Dean’s designee organizing the hearing.

Step 4: Executing the Hearing The hearing procedure will be as follows, unless the Hearing Board Chair provides written notice to the parties prior to the hearing of alternative or supplemental procedures.

• The Hearing Board Chair shall introduce the persons present at the hearing and remind all participants of the requirement that all information received in the hearing must be maintained in confidence.
• The request for a grade grievance hearing shall be read aloud by the Hearing Board
• The Hearing Board Chair shall make any necessary decisions or clarifications regarding procedures.
• The student shall offer evidence in support of the grade appeal. The student may call witnesses and present evidence.
• Witnesses shall be called by Hearing Board Chair to present their testimony.
• Witnesses will be excused from the hearing once their testimony is completed.
• Hearing Board members may ask questions of the student or the student’s witnesses.
• The instructor shall offer evidence in defense of the grade appeal. The instructor may call witnesses and present evidence.
• Hearing Board members may ask questions of the instructor, or any of the instructor’s witnesses.
• The Hearing Board shall deliberate in private until a recommendation is reached by a majority of appeal board members.
• The recommendation shall be in writing and shall include a determination as to whether the grade appeal was proven by clear and convincing evidence, together with findings with respect to the material facts. The recommendation shall indicate the recommended grade and any other relevant information the committee wishes to transmit to the Dean.
• The recommendation shall be submitted to the Dean or Dean’s designee, who will review the hearing proceedings. The Dean or Dean’s designee may require that the grade grievance be dismissed or may request further proceedings.

Step 5: Final action will be taken by the Dean or Dean’s designee. The Dean or Dean’s designee will review the case and committee recommendation and make any grade changes deemed appropriate. The Dean or Dean’s designee shall inform the student, instructor, department chair, the Registrar and the Hearing Board of any action taken. The Dean’s decision is final.

It is university policy that students filing grievances and those who are witnesses are protected from retaliation. Students who believe that they are victims of retaliation should immediately contact the Fulton Schools of Engineering Office of Academic and Student Affairs.

University business day is defined as: not including Saturday, Sunday, any officially recognized university employee holiday, or any day the University is closed.