Grade Review and Appeal Operating Procedure 314.08

Johnson County Community College
Series: 300 Students
Section: Academic Policies

Cross-Reference: Grade Review and Appeal Policy 314.08

The following Procedures are established in accordance with the Student Grade Review and Appeal Policy 314.08.

I. Grade Review and Appeal Definitions

  • Informal Grade Review is the first level of review a student may seek in an attempt to resolve a final grade issue for a credit course directly with the Faculty Member.
  • Formal Student Grade Review Petition is the second level of review conducted by the Administrator if a student is not satisfied with the outcome of the Informal Grade Review or is unable to contact the Faculty Member because of the Faculty Member’s absence. 
  • Grade Review Appeal is the third level of review conducted by a vice president of Instruction or Academic Affairs (“VPAA”) if a student is not satisfied with the outcome of the Formal Student Grade Review Petition. 
  • Grade Review Appeal Hearing is the final step in the grade appeal process and is only initiated if the VPAA or his/her designee determines that sufficient grounds for grade appeal have been established and that the student has properly followed the grade review petition process.
  • Faculty Member is the Faculty Member responsible for issuing the grade for the credit course in which a student is enrolled.
  • Administrator is the Dean of the division through which the course at issue is offered and/or the Dean to whom the Faculty Member reports.

II. Grade Review and Appeal Procedure and Deadlines

  • Informal and/or Formal Grade Review: A student must request an Informal Grade Review with the Faculty Member prior to initiating a Formal Student Grade Review Petition. If a student is not satisfied with the results of the Informal Grade Review or the Faculty Member is absent, he/she may initiate a Formal Student Grade Review Petition within forty-five (45) calendar days of the College’s release of a final credit course grade to the student.
  • Grade Review Appeal: If a student is not satisfied with the results of the Formal Student Grade Review Petition process, he/she may initiate a Grade Review Appeal within fourteen (14) calendar days from the date of the Administrator’s written response to the student.

    The intent of this procedure is to provide for the prompt review of a student’s request for review of a final grade for a credit course. Due dates specified under this procedure may be extended for either party by approval of the VPAA, if an acceptable reason is provided for the delay. The request for an extension must be made prior to the expiration of the specified deadline(s).

III. Grounds for a Grade Review Petition and Appeal

A grade review, informal or formal, will not be considered if the reason for the request is that a student is generally dissatisfied with a grade or disagrees with a Faculty Member’s professional judgment of a student’s performance.

The grounds for a grade review must include corroborating evidence of at least one of the following.

  1. The Faculty Member inaccurately calculated the student’s grade.
  2. The Faculty Member determined a grade using a process different from that identified in the original course syllabus or in a syllabus that the Faculty Member has modified and communicated the modification to students. The Faculty Member determines the means of such communication.
  3. The Faculty Member applied an inconsistent grading standard within the course.
  4. The Faculty Member violated a written agreement with the student.
  5. The Faculty Member violated an institutional policy in assigning course work, administering exams and/or in assigning grades.

IV. Grade Review Petition Process

A. Informal Grade Review. A student must first attempt an Informal Grade Review with the Faculty Member.

Step 1: Student meeting with the Faculty Member.

The student must request a meeting with the Faculty Member to discuss his/her concerns regarding a final grade. A grade concern is best resolved if addressed early; therefore the student should communicate with the Faculty Member as soon as possible after the college’s release of the final course grade to the student. The Informal Grade Review should also be completed early, so the student does not miss any subsequent deadlines, such as the deadline to petition for Formal Grade Review. If unable to contact the faculty member of record, a student should proceed to Formal Student Grade Review Petition below.

At the meeting with the Faculty Member, the student must present verbal or written information to the Faculty Member specifying the grounds that the student believes would support a grade change (see Grounds for Grade Review Petition and Appeal above). The student may consult with and/or include a counselor in this meeting.

Step 2: Review of petition by Faculty Member.

The Faculty Member will consider the information the student has presented and within seven (7) calendar days of the meeting provide a written response to the student’s JCCC-provided student email account.

If the Faculty Member determines that a grade change is appropriate, he/she must file a change of grade form with the College Registrar in a timely manner.

If the Faculty Member determines the grounds for a student’s grade appeal are not appropriate or that student’s grade should not be changed, the Faculty Member should notify the student, and the student may file a Formal Student Grade Review Petition with appropriate documentation, as set forth below.

B. Formal Student Grade Review Petition Process. If the student is not satisfied with the outcome of the Informal Grade Review or if the student is unable to contact the Faculty Member because of the Faculty Member’s absence, the student may file a Formal Student Grade Review Petition.

Step 1: Student submission of completed Formal Student Grade Review Petition Form and written documentation.

The student must submit a completed Formal Student Grade Review Petition Form and written documentation substantiating the grounds for a grade review within forty-five (45) calendar days of the College’s release of the final credit course grade to the student. This petition must be submitted to the Dean of the division through which the course is offered (the “Administrator” for formal grade review purposes). This may be delivered in person, email or U.S. Mail.

In addition to the Formal Student Grade Review Petition Form, the student must attach written documentation substantiating the grounds for grade review, including:

    • Explanation of circumstances and how the grade petition meets the grounds for review;
    • The course syllabus communication (papers, emails, texts) with the Faculty Member (if applicable);
    • Assignment/exam/project in question (if applicable);
    • Relevant institutional policy (if applicable); and
    • Other supporting documentation with an explanation of the relevance and importance of the material to the grade issue.

Step 2: Administrator Review.

Upon receipt of a Formal Student Grade Review Petition and written documentation in the appropriate office, the Administrator(s) will communicate and/or meet with the student to review the matter.

Following review of the petition, the Administrator(s) will send a written response to the student at his/her JCCC-provided email address and to the Faculty Member. This written response will typically be provided within fourteen (14) calendar days following the Administrator’s receipt of the student’s Formal Student Grade Review Petition and written documentation. At this step, only the Faculty Member or the Administrator(s) may file a written change of grade with the College Registrar, if deemed appropriate.

C. Grade Review Appeal Process. If a student is not satisfied with the determination of the Administrator(s) regarding the Formal Student Grade Review Petition, the student may send a written request to the VPAA for a Grade Review Appeal. This request must be sent to the VPAA within fourteen (14) calendar days of the date of the Administrator(s) written response to the student’s Formal Student Grade Review Petition.

Step 1: Resubmission of Formal Student Grade Review Petition and attachments.

If a student submits a written request to the VPAA for evaluation of his/her Formal Student Grade Review Petition and written documentation, the VPAA will request a complete copy of the petition and documentation from the Administrator who conducted the Formal Grade Review. The student may supply a copy of this material and any additional documentation if desired.

The written appeal to the VPAA may be delivered in person to the office of the VPAA, by email or via U.S. Mail to the campus address of the VPAA.

Step 2: Review of Appeal by Vice President of Academic Affairs.

Upon receipt of the student’s petition and documentation, the VPAA or his/her designee will review the information submitted to determine if the Grade Review Appeal meets the criteria for a Grade Appeals Committee hearing. These criteria are met if it is determined that the grounds for appeal are appropriate and that the student has properly followed the grade review petition process.

If the VPAA or designee concludes that the request for a Grade Review Appeal does not meet the criteria for an appeal as described in these procedures, the VPAA or designee will advise the student in an email to the student’s JCCC-provided student email account within fourteen (14) calendar days of receipt of the student’s written appeal to the VPAA. The student’s grade appeal rights end at this point.

If the VPAA or designee determines that the request for a Grade Review Appeal meets the criteria for a grade appeal as stated in these procedures, he/she will appoint members to a Grade Appeal Hearing Committee and make arrangements with the student and the chair for a hearing date before the Committee. The VPAA will send a written notice to the Faculty Member, Administrator(s) and the student at his/her JCCC-provided email address officially informing them of the hearing date, the Faculty Member’s and the student’s rights in the hearing and the procedure for the Committee Appeal Hearing Process.

D. Grade Review Appeal Hearing Process. The Grade Appeal Hearing Committee is an appointed College committee with members appointed by the VPAA on an as needed basis. The VPAA will consult with the president of the JCCC Faculty Association and the Vice President of Student Success & Engagement regarding the selection of potential Committee members. A faculty member will be designated by the VPAA as chair.

Step 1: Calling the Appeal Hearing.

The Grade Appeals Committee chair will call a meeting of the Committee members when notified by the VPAA of the need for a Grade Review Appeal hearing. Each Committee member must be present for the Committee to review the appeal and to render a decision.

Step 2: Conducting the Appeal Hearing.

The appeal hearing will be a closed meeting. The student making the appeal and the Faculty Member may address the Committee individually and introduce relevant documentation. The Committee will not be bound by rules of evidence and will conduct its hearing in an informal manner.

Step 3: Appeal Committee Deliberations.

Following the student’s and the Faculty Member’s presentations, the Committee will meet in private to discuss and vote on the appeal. A majority vote is required to change the student’s grade.

Step 4: Notification of Appeal Hearing Outcome.

At the conclusion of the Committee’s deliberations, the Committee chair will send written notification to the VPAA of the Committee’s findings and determination. The VPAA will send written notification of the results of the Committee’s deliberations to the JCCC-provided email accounts of the Faculty Member, the Administrator(s) and the student within seven (7) calendar days of the end of the Committee deliberations. 

If the Committee vote supports changing a grade, the VPAA will coordinate with the Faculty Member and the Administrator(s) the filing of a written change of grade with the College Registrar.

V. Appeal Determination

The decision of the Grade Appeals Committee shall be final for both the student and the Faculty Member.

Signature on File in Policy Office
President


Date of Adoption:
Revised: 01/26/2016