Frank Phillips College
Academic Policies

Student Grade Appeal Policy

Grade Changes

A petition to change a final course grade must be filed in writing no later than the end of the semester following the grading period in which the grade was earned. The petition should be filed with the Executive Vice President and should include compelling reasons for the change.

Student Grade Appeal Policy

It is the policy of Frank Phillips College that instructors are solely responsible for assessing and evaluating student work. A student may appeal a final class grade by using the following procedures. All timelines refer to the first regular semester after the semester or mini-, mid-, and summer term(s) in which the grade was awarded (e.g., fall, spring). Grade appeals are not processed during the summer sessions unless the Executive Vice President determines that the case warrants immediate review.

Written verification of each of the following steps below is critical. Steps two, four, and six require the student to submit a written appeal. Therefore, the appeal should be mailed with return receipt or delivered to the appropriate office and have a staff member verify the date and time of delivery. The Executive Vice President’s decision on whether or not the deadlines have been met is final. The Executive Vice President has authority to extend the deadlines, but only in extraordinary circumstances shall the appeal extend beyond the first regular semester.

Step 1:
Within the first two weeks of the semester immediately following the grade in question, the student should discuss his or her concerns with the course instructor, stating the reason(s) for questioning the grade. If the instructor is not available or “on-campus,” the student should notify the Division Chair/Director/Dean and obtain the mailing address and/or telephone number of the instructor.

Step 2:
If the complaint is not resolved with the instructor, the student shall go to the Executive Vice President’s office to obtain and complete a Student Grade Appeal Form. This form must be submitted to the faculty member and a copy submitted to the Division Chair/Director/Dean within the first three weeks of the semester. The student must attest in writing that he or she has informed the instructor he or she intends to file a grade appeal.

Step 3:
Within two weeks from the date of receipt of the student’s written statement, the instructor shall respond in writing to the student and provide a copy to the Division Chair/Director/Dean. The instructor should explain the grading procedures and how the grade in question was determined, as well as address any other issues raised in the student’s statement.

Step 4:
If the instructor is not available or does not resolve the matter within the two-week period, the student shall, within one week thereafter, readdress and submit the written appeal to the Division Chair/Director/Dean.

Step 5:
The Division Chair/Director/Dean has two weeks to consider the student’s written statement and the instructor’s written statement and to confer with each. The Division Chair/Director/Dean, who does not have the authority to change the grade, shall inform the instructor and the student in writing of his/her recommendation. If a grade change is recommended, the instructor may refuse to accept the recommendation. The instructor shall notify the Division Chair/Director/Dean and the student in writing of his/her decision.

Step 6:
If the Division Chair/Director/Dean does not act on or resolve the matter within a two-week period, the student shall, within one week thereafter, readdress and submit the written appeal to the Executive Vice President.

Step 7:
The Executive Vice President shall convene the Academic Standards and Curriculum Committee to review the case.  If feasible, the committee will meet with the student and the instructor together in an attempt to resolve the difference. The committee shall consider all aspects of the case before making its recommendation. The committee shall make a written recommendation and provide copies to the student, the instructor, and the Division Chair/Director/Dean.

Step 8:
The Executive Vice President shall make a final decision after full consideration of the committee’s recommendation within four weeks of receiving the student’s appeal. The Executive Vice President has the authority to change the grade. The Division Chair/Director/ Dean, the instructor, and the student shall be notified in writing of the Executive Vice President’s decision.

Grade Appeal Process