Small Seal

Grade Appeal Procedures

Recommended By: Academic Senate
Approved: Ruben Armiñana, President
Date Originally Issued: October 10, 1993
Current Issue Date: June 8, 2005
Effective Date: June 8, 2005
Contact Office: Vice President for Academic Affairs

Code: 1993-5

  1. Principles
    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/Council 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/Council are in conformance with the principles and provisions of this Executive Order and for ensuring that such established policies and procedures are carried out.
      The Grade Appeal 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 following rights are incorporated into the Grade Appeal Procedures:
      Students and faculty have the right to:
      1. impartial review;
      2. advice and assistance;
      3. reasonable time limits throughout the process;
      4. a hearing;
      5. access to relevant documentation;
      6. opportunity to call and question individuals who have relevant knowledge;
      7. a decision based on the record of the hearing;
      8. a written statement of the grounds for the decision and the evidence relied upon.
        Therefore, in compliance with Executive Order 320, Sonoma State University has established the following Grade Appeal Procedures.
  2. Grade Appeal Procedures (Please read entire policy, noting all deadlines, prior to initiating the grade appeal process.)
    Summary of Deadlines:
    1. Student makes grievance known and attempts resolution within 10 academic days of the beginning of the semester following the semester in which the contested grade was received (see II.A.1).
    2. Student files a formal grade appeal within 20 academic days of the beginning of the semester following the semester in which the contested grade was received (see II.B.1).
    3. Structure and Functions Subcommittee convenes a grade appeal jury within 10 academic days after the grade appeal is filed (see II.C.1).
    4. Jury chair informs the student of the jury membership within 3 academic days after the jury is convened (see II.C.2).
    5. The formal hearing is scheduled no fewer than 7 and no more than 20 academic days from the date the jury is convened (II.C.4).
    6. The jury files its report within 10 academic days from the date the hearing concluded (II.E.5).
    7. Initial Attempts To Resolve The Problem
      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.
      1. Student makes grievance known and attempts resolution . 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.
        DEADLINE: Within ten (10) academic days of the beginning of the semester following the semester in which the contested grade was received. The student shall attempt resolution as described above.
        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 Formal Grade Appeal (If the informal attempt as described in Section II.A. fails)
    To file a formal grade appeal, a student must attempt resolution by initiating an informal discussion with the faculty member who assigned the grade (as described in Section II.A.). A student may simultaneously start the process of formal grade appeal and continue to seek an informal resolution.
    1. The process of filing a formal grade appeal must be completed within twenty (20) academic days of the beginning of the semester following the semester in which the contested grade was received. Failure of the student to file a grade appeal by the deadline shall be a waiver of appeal and of all rights under these procedures. EXCEPTION: In the event of unusual or extraordinary circumstances the student may petition the Grade Appeal Coordinator (see next paragraph) for an extension of the filing deadline. (See attached Grade Appeal Application.) "Unusual or extraordinary circumstances" include, but are not limited to, catastrophic illness, military service, and medical emergency. The decision of the Grade Appeal Coordinator in this matter is final.
    2. Student contacts the Grade Appeal Coordinator and schedules an appointment to file the completed Grade Appeal Form. To ensure that this contact person is available for students, it is the responsibility of the Provost to designate an individual to serve during the academic year as the Grade Appeal Coordinator.
    3. Student and/or faculty may request assistance. Before and/or after filing the grade appeal, the student who is appealing may choose to be assisted by one advisor from the campus community who may advise or act for him/her. The student may also seek the assistance of the Grade Appeal Coordinator in preparing the grade appeal. The faculty member responding to the grade appeal may choose to be assisted by one advisor from the campus community who may advise or act for him/her.
      ELIGIBILITY: Advisors for the student and the instructor shall be members of the campus community. A member of the campus community is defined as faculty or staff currently employed by, or students currently enrolled in, the university.
    4. Student completes Grade Appeal Form. If the student's grievance cannot be resolved through informal discussion, the student may initiate a formal appeal by filling out a Grade Appeal Form. To complete the form, the student shall:
      1. Obtain a copy of the Grade Appeal Form. One copy is attached to this policy. The form is also available in school and department offices, the Academic Senate office, and the office of the Grade Appeal Coordinator.
      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, they shall note on the form what issues are preventing resolution.
        EXCEPTION: If the signatures of any one of those mentioned above cannot be obtained, then a written explanation must be attached to the Grade Appeal Form.
    5. Student meets with Grade Appeal Coordinator to file Grade Appeal. Filing this completed form with the Grade Appeal Coordinator formally initiates the campus grade appeal procedure.
      1. A copy of the completed Grade Appeal form is sent to the faculty member being appealed.
      2. A copy of the completed Grade Appeal form is sent to the Chair of Structure and Functions for evaluation of completeness and readiness for a formal hearing as well as to make further attempts at informal resolution.
    6. All parties may continue efforts to resolve the dispute informally. After the formal grade appeal has commenced, the chair and dean should consult with the student and instructor and try to resolve the problem through these informal procedures. An informal settlement reached after the grade appeal has been filed shall be in writing and shall be signed by the student and the instructor who assigned the grade. The signed agreement shall be filed with the Grade Appeal Hearing Jury Chair, and shall be considered final.
  4. Pre-Hearing Arrangements
    1. The Structure & Functions Subcommittee of the Executive Committee of the Academic Senate convenes a Grade Appeal Jury . Each grade appeal is heard by a jury of two (2) faculty members plus one (1) faculty alternate and one (1) student member plus one (1) student alternate drawn from the Grade Appeal Panel, a group convened each year by the Structure and Functions Subcommittee, which oversees the grade appeal procedures, maintains on-going familiarity with the policy and ensures that all steps of the grade appeal occur in a timely manner. To this end, the Structure and Functions Subcommittee shall provide a liaison to the Grade Appeal Coordinator who will set a time and place for the grade appeal hearings; serve as the Chair of each Grade Appeal Jury; and ensure the appropriate documentation of the grade appeal procedures. (See Section F for background on the Grade Appeal Panel.)
      DEADLINE: Within ten (10)academic days after the student files the grade appeal paperwork with the Grade Appeal Coordinator, the Structure and Functions Subcommittee must convene the Grade Appeal Jury.
    2. Chair of the Grade Appeal Jury reveals the membership of the Grade Appeal Hearing Jury to the student and instructor involved in the appeal. (See appendix for procedures regarding pre-hearing arrangements.)
    3. Student and instructor accept or reject membership of the Jury . The student and instructor may each reject one voting member of the Grade Appeal Hearing Jury; the Grade Appeal Hearing Jury Chair shall fill any such vacancies.
      DEADLINE: Within three (3) academic days after the Grade Appeal Hearing Jury Chair informs the student and instructor of the Jury membership, rejections must be submitted to the Grade Appeal Hearing Jury Chair.
    4. The Grade Appeal Hearing Jury Chair establishes a date for the hearing. (See appendix for procedures regarding pre-hearing arrangements.)
      DEADLINE: The hearing date shall be no fewer than seven (7) and no more than twenty (20) academic days from the date the Grade Appeal Hearing Jury is convened.
    5. Grade Appeal Hearing Jury Chair ensures access to relevant materials . The student and the instructor shall have the right to examine materials relating to the grade being contested, including examinations, papers, reports, or projects that formed the basis for the grade. The student shall also have the right to receive information about the standards for grading employed by the instructor of record. (This section does not grant the student the right to the records of other students.)
      DEADLINE: The Grade Appeal Hearing Jury Chair shall collect these materials from the faculty member and the student and make them available for review at least five (5) academic days prior to the beginning of the hearing.
    6. Notification of materials and individuals to be called for the hearing . The student and the instructor shall inform each other and the Grade Appeal Hearing Jury Chair or designee in written or e-mail form of the names of any individuals and of any exhibits they plan to present at the hearing. The student and the instructor shall also inform the Grade Appeal Hearing Chair, or designee and each other regarding their intent to be accompanied by an advisor to the hearing.
      DEADLINE: Five (5) academic days prior to the beginning of the hearing.
    7. The student or instructor may request that the hearing be closed . A grade appeal hearing is open unless the student or instructor requests that it be closed to the Grade Appeal Hearing Jury Chair, in which case it shall be closed.
      DEADLINE: Five (5) academic days prior to the beginning of the hearing.
    8. Grade Appeal Hearing Jury Chair notifies participants of the hearing format. The Grade Appeal Hearing Jury Chair shall notify the student and the instructor of the format of the hearing, which shall be standardized for all grade appeal hearings. The format may include opening statements, presentation of evidence, rebuttal, and closing statements. At this time, the Grade Appeal Hearing Jury Chair shall also declare whether the hearing will be open or closed, and that each party shall have no more than sixty (60) minutes to present its entire case.
      DEADLINE: Five (5) academic days prior to the beginning of the hearing.
  5. The Hearing
    1. The Chair of the Grade Appeal Hearing Jury shall announce, at the beginning of the hearing, the format for the hearing and whether the hearing is to be open or closed . The Grade Appeal Hearing Jury Chair may establish other necessary rules, within the guidelines of these procedures, and may decide issues presented, subject to the approval of a majority of the jury.
    2. The hearing shall be conducted according to the established format . The hearing shall not be conducted according to technical rules of evidence and witnesses. The Grade Appeal Hearing Jury Chair shall admit the sort of evidence on which reasonable persons are accustomed to rely in the conduct of serious affairs, and shall exclude evidence that is irrelevant, unduly repetitious or cumulative. Evidence relating to past actions shall be admitted if shown to be relevant. The hearing shall be audiotape recorded. It is the responsibility of the Grade Appeal Hearing Jury Chair to ensure that each party is allowed its full sixty (60) minutes. The Jury Chair may adjust the time allotment by taking into account interruptions by the opposing side, questions by the members of the jury, equipment malfunctions, and outside interruptions.
    3. Members of the campus community may attend an open hearing . However, individuals presenting evidence in the proceedings may attend only while presenting evidence. At a closed hearing, attendance shall be limited to the following:
      1. the student and his/her advisor, if any
      2. the instructor and his/her advisor, if any
      3. individuals while giving evidence
      4. members of the Grade Appeal Hearing Jury
      5. the audiotape recorder operator
    4. Members of the Grade Appeal Jury shall not discuss the case with persons who are not members of the Jury.
      EXCEPTION: The Grade Appeal Hearing Jury, through the Grade Appeal Hearing Jury Chair, may seek advice from the Office of the General Counsel of the California State University concerning these procedures or legal advice as needed.
    5. Members of the Grade Appeal Hearing Jury may question the student, the instructor, and the advisors (if any) on procedural matters and matters pertaining to evidence.
    6. Only the student, the instructor, the advisors (if any), and the Grade Appeal Hearing Jury members may address questions to the individuals presenting evidence.
    7. Attendance at Grade Appeal Hearing
      1. A full membership of two (2) faculty and one (1) student members of the Grade Appeal Hearing Jury must be present for the hearing to proceed.
      2. The student or student's advisor must attend the scheduled hearing. If after proper notification and scheduling of the time of the hearing, both are absent without a valid excuse, the Grade Appeal Hearing Jury shall terminate the hearing and find against the student.
      3. The attendance of the instructor or the instructor's advisor is not mandatory or necessary for the hearing to proceed.
    8. Individuals asked to present evidence shall be called by the Grade Appeal Hearing Jury Chair to do so only as requested by the student or the instructor . All campus employees asked to present evidence are responsible for appearing at the hearing as requested by the Grade Appeal Hearing Jury Chair.
    9. The Grade Appeal Hearing Jury Chair shall provide that the hearing be audiotape recorded . The cost of the audiotape recording shall be borne by the campus. The student or instructor may receive a copy of the audiotape recording at his/her own expense.
    10. The Grade Appeal Hearing Jury Chair shall record the date, time, and place of the hearing and shall require all participants to identify themselves for the audiotape recording at the beginning of the hearing and when speaking during the hearing.
    11. The Grade Appeal Hearing Jury Chair will assume responsibility for the security and integrity of the audiotape recording and exhibits. The Grade Appeal Hearing Jury Chair shall number exhibits presented during the hearing.
    12. Cameras and video recorders shall not be permitted at the hearing.
  6. Grade Appeal Hearing Jury Decision And Report
    1. Members of the Grade Appeal Hearing Jury shall meet in executive session (with all other persons excluded) following the conclusion of the hearing. In this session, the Grade Appeal Hearing Jury shall consider the evidence and reach its decision, basing that decision only on the evidence and exhibits received at the hearing, arguments made in accordance with these procedures, and any opinions received from the Office of the General Counsel. The Grade Appeal Hearing Jury shall decide whether the preponderance of the evidence shows that the student was wronged directly by the action that gave rise to the grade appeal.
    2. In order to find for the student, the Grade Appeal Hearing Jury must find that the student's rights were abridged by a course grade that was arbitrary, unreasonable, prejudiced, capricious, or not supported by the evidence. The burden of proof is on the student plaintiff. The Grade Appeal Hearing Jury shall not conclude that a student was wronged by a course grade that resulted from the exercise of reasonable judgment.
    3. If the Grade Appeal Hearing Jury finds for the student, it shall determine the remedy necessary to correct the wrong found to exist. (See Section E.7 for remedy.) The student member of the Jury may not take part in determining a grade change. The Jury's decisions shall not:
      1. exceed what is necessary to correct the wrong to the student;
      2. include disciplinary sanctions that are properly the subject of disciplinary action proceedings;
      3. be contrary to law, rule, or policy, nor include any requirement that changes be made in rules and policies of the campus, of the Office of the Chancellor, or of the Board of Trustees;
    4. The Grade Appeal Hearing Jury Chair shall prepare the Jury's written Report. In preparing its written Grade Appeal Hearing Jury Report (Report), the Grade Appeal Hearing Jury and the Jury Chair shall consider only the evidence and exhibits received at the hearing, arguments made in accordance with these procedures, and any opinions received from the Office of the General Counsel.
      The Report shall state whether the Grade Appeal Hearing Jury finds for or against the student as to each wrong alleged and shall include:
      1. a detailed review of the facts presented in the hearing;
      2. any conclusions respecting those findings;
      3. finding for or against the student;
      4. the Jury's decisions for resolving or terminating the matter;
      5. the rationale for its findings, conclusions, and decisions; and
      6. recommendations for future hearings regarding procedural matters.
        The Report shall have the concurrence of a majority of the Grade Appeal Hearing Jury, excluding the Jury Chair (who is a non-voting member of the Jury). A minority position may be expressed either as a section in the Grade Appeal Hearing Jury Report or as a separate Report.
    5. The Grade Appeal Hearing Jury Chair shall file the written Report with the student, the instructor, the Grade Appeal Coordinator, and the Chair of the Structure and Functions Subcommittee.
      DEADLINE: Within ten (10) academic days from the date when the hearing concluded, the Grade Appeal Hearing Jury's report shall be filed.
      EXCEPTIONS: Such time may be extended by the time necessary for the Grade Appeal Hearing Jury to obtain opinions from the Office of the General Counsel. When this time expires, if no Report is forthcoming, the Structures and Functions Subcommittee will take appropriate action to ensure completion of the Report.
    6. If the Grade Appeal Hearing Jury finds against the student, the Report shall provide no remedy.
    7. If the Grade Appeal Hearing Jury finds for the student, the Chair of the Grade Appeal Hearing Jury shall retain jurisdiction until remedy has been fully implemented.
      Remedies may include but are not limited to:
      1. Referring the matter to the faculty member to direct the registrar to change the grade if the matter is of a procedural nature
      2. Arrange for a reevaluation by other qualified faculty of the student's coursework if the matter is of a substantive nature. The grade determined by the qualified faculty is forwarded to the registrar by the Grade Appeal Hearing Jury Chair.
    8. The decision of the Grade Appeal Hearing Jury shall not be subject to further review except in cases of allegations of improper procedure (See Section H).
  7. GRADE APPEAL PANEL & GRADE APPEAL HEARING JURIES
    1. Establishment and oversight of the Grade Appeal Panel
      The Structure and Functions Subcommittee of the Academic Senate shall select by lot eight (8) tenured faculty to serve on the Grade Appeal Panel during the academic year following their selection. Selections shall be made in such a manner as to assure that the Grade Appeal Panel represents at least three schools. Faculty having served as members of the Grade Appeal Panel shall not again be subject to selection until all eligible faculty have served, or the lottery is reconstituted to achieve representation across schools. Upon reconstitution of the lottery, all tenured faculty shall again become eligible for service on the Grade Appeal Panel.
      ELIGIBILITY: Membership of the Grade Appeal Panel shall be restricted to tenured faculty and to students designated by the President of the Associated Students. (See Section F.3 regarding student membership.)
      TERM OF SERVICE: Faculty members on the Grade Appeal Panel shall serve for one (1) academic year.
      EXCEPTIONS: The Structure and Functions Subcommittee may postpone faculty members' service on the Grade Appeal Panel in the event of extraordinary circumstances (e.g., sabbatical or other types of leave; catastrophic illness). The Structure and Functions Subcommittee shall replace members on the Grade Appeal Panel, when necessary, by lot.
    2. Designating a Chair for the Grade Appeal Panel
      In the spring of each academic year, the Structure and Functions Subcommittee shall select one of its members to serve as Chair of the Grade Appeal Panel. Depending on the number of grade appeals filed in a year, the Structure and Functions Subcommittee may choose to select co-chairs for the Grade Appeal Panel in order to have a separate chair to oversee each individual Grade Appeal Hearing Jury. The chair shall be a non-voting member of a Grade Appeal Hearing Jury and shall have the power to call the meetings, convene juries, rule on procedural matters and otherwise facilitate the grade appeal process.
    3. Student membership on the Grade Appeal Panel.
      In the spring semester, the President of the Associated Students shall make known to the Chair of the Structure and Functions Subcommittee four (4) students to serve on the Grade Appeal Panel during the following academic year.
      TERM OF SERVICE: Student members on the Grade Appeal Panel shall serve one (1) academic year.
    4. Grade Appeal Hearing Jury Membership . During the academic year of their service, the members of the Grade Appeal Panel shall apportion among themselves the hearing of grade appeals. Each grade appeal is heard by a jury of two (2) faculty members plus one (1) faculty alternate and one (1) student member plus one (1) student alternate drawn from the Grade Appeal Panel. Alternates may be released if the voting members are present. Members of the Grade Appeal Panel who are principals or participants in the grade appeal itself shall not serve on the Grade Appeal Hearing Jury for that appeal. Members shall likewise avoid other conflicts of interest when apportioning themselves for Grade Appeal Hearing Jury assignments. (See appendix for procedures regarding grade appeal jury selection.)
  8. Maintenance Of Records And Annual Reporting
    1. At the completion of all proceedings in a particular grade appeal, the Grade Appeal Coordinator shall secure all documentation, exhibits, audiotape recordings, etc. for one year from the date of completion of the appeal and then dispose of the materials. The Report of the Grade Appeal Hearing Jury shall be retained on file by the Structure and Functions Subcommittee for a period of three years.
    2. The Chair of the Structure and Functions Subcommittee shall submit an annual report to the Chair of the Faculty Standards and Affairs Committee with copies to the Chair of the Academic Senate, the President, the Provost and Vice President for Academic Affairs, the Vice President for Student Affairs, the Grade Appeal Coordinator, and the President of the Associated Students regarding the number of cases heard and their disposition. The report may include recommended changes in campus policy in order to protect the rights and privileges of students and faculty. The report may also include recommendations on procedural matters. The maintenance of these reports is important because the Structure and Functions Subcommittee as represented by the Grade Appeal Jury Chair will hold institutional memory and rule on areas of procedural matters based on regulations and past practice.
  9. Allegations of Improper Procedure
    Allegations of improper procedure on the part of the Grade Appeal Hearing Jury shall be submitted in writing by the student or the faculty member to the Chair of the Structures and Functions Subcommittee within five (5) academic days of the decision of the Grade Appeal Hearing Jury. The Structures and Functions Subcommittee shall review the allegations and make a finding within twenty (20) academic days of receipt of a written allegation of improper procedure. The Structures and Functions Subcommittee will establish a new Grade Appeal Hearing Jury if the Structures and Functions Subcommittee finds that the Grade Appeal Hearing Jury did not follow proper procedures and that the failure to do so could have materially affected the decision.
  10. Establishment & Revision Of Grade Appeal Procedures
    1. Authority to establish and revise policies and procedures for grade appeals rests with the Sonoma State University Academic Senate.
    2. The President of Sonoma State University is responsible for ensuring that grade appeal policies and procedures, or their revisions, are in conformity with Executive Order No. 792.

Grade Appeal Application

If you receive a grade that you consider to be unfair you should have an informal discussion with the faculty member who assigned the grade. If you fail to convince the faculty member that the grade assignment was arbitrary, unreasonable, prejudiced, capricious, or not supported by the evidence, then fill out this form and have it read and signed by the faculty member, the chair of the department, and the dean of the school in which the class was taught.

Attach to this form a detailed narrative to support your case that the grade received was arbitrary, unreasonable, prejudiced, capricious, or not supported by the evidence. Include the names of individuals and/or departments involved, times, dates, and events. Be sure to be complete since you carry the burden of proof.

You may then file this form with the Grade Appeal Coordinator, who formally initiates the campus grade appeal procedures. You must contact the Grade Appeal Coordinator and file this application within twenty (20) academic days of the beginning of the semester following the semester in which the contested grade was received.

Go to Grade Appeal Application Form

Go to Grade Appeal Procedures Appendix

Go to Grade Appeal Record of Informal Resolution

Updated June 8, 2005 by SSU.policies@sonoma.edu