A4: Grade Dispute Procedures

Responsibility for Maintenance:  Registration and Records

I. Policy Statement  

Onondaga Community College students shall have the right to dispute final course grades in accordance with the procedures set forth in this policy. Members of the faculty will respect the right of any student to dispute a final grade.

II. Reason for Policy  

This policy is designed to provide a mechanism for students to dispute final course grades in a manner that is fair to both the student and the instructor.

III. Applicability of the Policy  

All students and faculty should familiarize themselves with this policy.

IV. Contacts  

V. Procedures  

See Academic Rule VI: Final Grade Dispute & Other Academic Concerns (also copied below)

A. Final Grade Disputes

Students have the right to challenge their final grade in any class.

• Students wishing to challenge their final grade should follow the process outlined below. Students wishing to challenge a grade in a class they are currently taking should speak with their instructor.
• Most grade disputes are resolved during step 1.
• Records of all grade disputes will be kept in the Office of Registration and Records in accordance with New York State’s Records Management policies.

Step 1 - Instructor/Student Conference

Any student wishing to challenge their final grade should submit a “Final Grade Dispute” form.

• The student must submit the form by March 1^st following a Fall or Winter class, or October 1^st following a Spring or Summer class.
• The form will prompt a meeting between the student and instructor.*
  • The instructor will schedule a meeting with the student within 2 weeks.
  • The student should bring all related materials, such as tests, papers, or assignments, to the meeting.
  • The instructor will use the stated grading policy and assigned grades to show how the final grade was calculated.
  • Comparison to other students’ work is a violation of privacy and cannot be discussed.
• The decision resulting from the meeting on whether to change the grade will be recorded on the “Final Grade Dispute” form. If the student is satisfied with the outcome, the process ends here.
• A copy of the form will be shared with the student, instructor, and the Office of Registration and Records. If a grade change is required, the Office of Registration and Records will update the grade.

*If the instructor is unavailable, the request will go to the Department Chairperson instead. The Department Chairperson will use the grades and records left behind by the instructor to determine how the final grade was calculated.

Step 2 - Faculty Committee

If the dispute is not resolved during step 1, the instructor will forward the student’s form to the Department Chairperson, who will explain the rest of the process and begin step 2.*

• The student will provide a written statement, using the same “Final Grade Dispute” form, that explains why they feel the grade is incorrect and attach any supporting documentation by March 31^st for Fall or Winter grades or October 31^st for Spring or Summer grades. In the event of extenuating circumstances, the deadline may be extended.
• The Chairperson will form a committee of 3 department members to review the student’s statement and instructor’s response and schedule a meeting.
  • The student and instructor may provide a final written statement with supporting materials to the committee no later than one week before the scheduled meeting. The committee will share these materials with the student and instructor for review.
  • The student and instructor may bring a person to support them in the meeting, as long as the person is not already part of the committee.
  • One member of the committee will be appointed to record meeting minutes.
• The committee will either determine an appropriate grade change or deny the student’s request. The committee will provide a written report of their decision through the “Final Grade Dispute” form, which will be shared with the student, instructor, Department Chairperson, and the Office of Registration and Records.
• If both the student and instructor are satisfied with the committee’s decision, the process ends here. If a grade change is required, the Office of Registration and Records will update the grade.

*If the Department Chairperson is also the student’s instructor, the request will go to the Academic Dean instead. The Dean will assign another instructor in the department to begin step 2, in consultation with the Department Chairperson.

Step 3 - Final Appeal

If the student or instructor disagrees with the committee’s decision, they may appeal to the Chief Academic Officer within 4 weeks of receiving the committee’s decision.

• Any new information and supporting materials should be submitted to the Chief Academic Officer through the “Final Grade Dispute” form.
• The Chief Academic Officer will determine whether a meeting is necessary.
• After careful consideration of the information and materials presented, the Chief Academic Officer will provide a written decision to the student, instructor, committee, and the Office of Registration and Records. If a grade change is required, the Office of Registration and Records will update the grade.
• The decision of the Chief Academic Officer is final.

Approved by OCC Board of Trustees April 3, 2006