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Grade Appeal Procedures

Recommended By: Academic Senate
Approved: Ruben Armiñana, President
Date Originally Issued: October 10, 1993
Current Issue Date: April 1, 2008
Effective Date: April 1, 2008
Contact Office: Vice President for Academic Affairs

Code: 2008-2

  1. Principles
    1. Executive Order No. 792: Grading Symbols, Assignment of Grades and Grade Appeals gives authority to each campus Senate to provide policy and procedures for the proper implementation of faculty responsibilities in connection with the assignment of grades and their appeal. Executive Order No. 792 directs that the standards established by the procedures be based on the following principles:
      1. Faculty have the sole right and responsibility to provide careful evaluation and timely assignment of appropriate grades. (Administrative grading symbols may be assigned only in accordance with the provisions of this executive order.)
      2. There is a presumption that grades assigned are correct. It is the responsibility of anyone appealing an assigned grade to demonstrate otherwise.
      3. In the absence of compelling reasons, such as instructor or clerical error, prejudice or capriciousness, the grade assigned by the instructor of record is to be considered final.
      4. Students who believe that an appropriate grade has not been assigned should first seek to resolve the matter informally with the instructor of record. If the matter cannot be resolved informally, the student may present his/her case to the appropriate campus entity, have it reviewed and, where justified, receive a grade correction.
      5. If the instructor of record does not assign a grade or if he/she does not change an assigned grade when the necessity to do so has been established by appropriate campus procedures, it is the responsibility of other qualified faculty to do so.
      6. "Qualified faculty" means one or more persons with academic training comparable to the instructor of record who are presently on the faculty at that campus.
      7. Each campus faculty senate has authority and responsibility for providing policy and procedures for the proper implementation of the foregoing principles.
      8. Each campus president is responsible for ensuring that the policies and procedures developed by the faculty senate are in conformance with the principles and provisions of this executive order and for ensuring that such established policies and procedures are carried out.
    2. The Grade Appeal Policy and Procedures rely on the good faith of all parties to achieve a reasonable resolution of the appeal. In order to protect the rights of students and faculty, the rights listed below are incorporated into the Grade Appeal Policy and Procedures.
      Students and faculty have the right to:
      1. impartial review;

      2. advice and assistance;

      3. reasonable time limits throughout the process;

      4. an adjudication by the Fairness Board;
      5. access to relevant documentation;
      6. a decision based on the record of the adjudication;

      7. a written statement of the grounds for the decision and the evidence relied upon.
        In compliance with Executive Order 792, Sonoma State University has established the following informal and formal Grade Appeal Procedures.
  2. Informal Grade Appeal Procedures
    1. Initial Attempts To Resolve The Problem
      1. These grade appeal procedures apply to current students, and students who have recently attended Sonoma State University (SSU). Grade appeals by a student are to be conducted during the next full semester term (Fall/Spring), following the conclusion of the contested course. Spring and Summer Session courses are appealed in the Fall semester while Fall and Intersession courses are appealed in the Spring semester. This policy applies to all courses published in the SSU catalog or courses that fulfill university course requirements.
      2. Student makes grievance known and attempts resolution within fifteen academic days of the beginning of the semester after the contested grade was received. Before a formal grade appeal can be filed, the student must attempt resolution by initiating an informal discussion with the faculty member who assigned the grade or requesting that the department chair call for an informal discussion between the student, the faculty member, and the department chair. The student must meet with the department chair and the School Dean before the informal resolution process is considered complete. EXCEPTIONS: If the faculty member is unavailable (on sabbatical, for example, or no longer an employee of SSU), the department chair who oversees the course for which the grade is being contested shall represent the faculty member or appoint a designee.
      3. The student shall document the informal resolution process and its results. Documentation includes: who was contacted, the date of contact, the reasons why informal resolution failed and any other information regarding actions taken to informally resolve the dispute.
  3. Formal Grade Appeal Procedures (Please read this entire policy, noting all deadlines, prior to initiating a formal grade appeal.)
    While recognizing the importance of providing due process for all parties involved in these matters, Sonoma State emphasizes the use of informal resolution to all disputes. Both parties may continue to seek informal resolution, even after initiating formal adjudication procedures.
    1. If the student's Grade Appeal cannot be resolved through informal discussion, the student may initiate a formal appeal using SSU’s Formal Dispute Resolution Procedures. To file a formal grade appeal the student shall:
      1. Obtain a copy of the Grade Appeal Form. The form is available from the Academic Senate office.
      2. Write a detailed narrative explaining the reasons for the grade appeal. In this narrative, the student should outline the wrong alleged, the names of individuals and/or departments involved, and the times and dates of events mentioned. The student should also outline the remedy that he or she is seeking.
      3. Have the form with attached detailed narrative read and signed by the faculty member, the chair of the department, and the dean of the school in which the class was taught. The faculty member, department chair, and school dean should seek a resolution of the problem. If resolution is not possible, the faculty member shall provide a written description of what issues are preventing resolution to the Fairness Board.
    2. Students applying to the Fairness Board for a grade appeal may (but are not required to) make a fifteen-minute verbal presentation of their case before the Fairness Board. The opposing party in the case shall also have the option (but not the requirement) to make a fifteen-minute verbal presentation of their side of the case to the Fairness Board. If either party chooses to make a verbal presentation to the Fairness Board the opposing party shall be given adequate notice to provide a verbal rebuttal. Making a verbal presentation before the Fairness Board does not waive the requirement to submit a written application.
    3. The Grade Appeal Form and the documentation of the informal resolution process must be submitted to the Chair of the Fairness Board by the 30th working day of the beginning of the semester following the semester in which the grade was given. Failure of the student to file a Grade Appeal by the deadline constitutes a waiver of the appeal and all rights under this policy.

Updated April 1, 2008 by SSU.policies@sonoma.edu