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California
State University, Long Beach
Policy Statement
99-16
August 9, 1999
Grade Appeal Procedure
(This Policy Statement supersedes Policy Statement 79-17, 86-05,
86-05 Amended, and 94-07.)
This policy was recommended by the Academic Senate on April 22,
1999
and approved by the
President on July 7, 1999.
1.000 Grade Appeal General Information
The primary authority of the instructor
in the assignment of grades must be respected. An instructor's
evaluation of a student's work and performance in that instructor's
course must not be over-ridden merely because of a difference
of opinion or evaluative judgment, provided it is formed in accordance
with the generally accepted canons of the relevant discipline
and of the academic institution where said course is offered.
The University presumes that every instructor wants and tries
to be non-prejudicial, objective, and consistent in the assignment
of grades. This presumption, however, may be over-ridden by weight
of evidence to the contrary.
1.100. Although the University presumes that grades assigned
are correct, the University has established this grade appeal
procedure to both protect students against academic and administrative
evaluations and decisions that are prejudicial, capricious,
or arbitrary, and to preserve the authority of instructors to
evaluate student work in a non-prejudicial, objective, and consistent
way. This procedure, available equally to undergraduate and
graduate students, also preserves the rights of instructors
to appeal grade appeals committee
findings as outlined below, and in its entirety constitutes
the only grade appealprocedure at California State University,
Long Beach.
1.200. The burden of proof rests upon the student submitting
the appeal. Therefore, the student must prepare a file which
includes: (1) a written statement clearly presenting the basis
for the grade appeal; (2) a completed Grade Appeal form obtained
from the College in which the course was offered; (3) and any
supporting documentation such as the class syllabus, exams,
papers, assignments or other corroborating documents.
1.300. Only final grades may be appealed. Students who believe
that individual exams and/or assignments demonstrate evidence
of prejudicial, capricious, or arbitrary grading and that those
grades had direct bearing on the final grade should include
them in the grade appeal file as supporting documentation.
1.400. If a Grade Appeals Committee decides to change a grade,
the Committee need not grant the student's suggested grade but
should assign a grade that is appropriate to the work submitted.
The new grade shall not be lower than the original grade.
1.410. A Grade Appeal Committee's decision to change a grade
shall not be implemented until the appeal process has been concluded
according to the procedure(s) outlined in this document.
1.500. Timelines for filing an appeal and subsequent decisions
specified in this Policy Statement refer to instructional days
during the regular Fall and Spring semesters.
1.600. All grade appeal information, whether written or oral,
is
confidential.
1.700. The appellant may seek the assistance of an advisor in
the preparation of the appeal file. If Department and/or College
Committee procedures permit oral arguments, the advisor may
accompany the appellant to the Departmental and/or College hearing
and be privy to all confidential information relevant to the
case.
1.800. The original file, with all documentation, recommendations,
final decisions, etc., (including a copy of the grade change,
if relevant) shall be kept by the Dean of the College involved.
One complete duplicate set of all documentation is to be kept
in the Office of the Vice-President for Academic Affairs, for
a period of not less than five years. All other duplicate materials
shall be destroyed within thirty [30] instructional days of
the final decision.
1.810. Each College
Dean and the Chair of the University Grade Appeals Committee
shall provide a written report at the end of each academic year
to the President and the Academic Senate on the number of cases
heard and the disposition of each case.
1.900. If the student's appeal is compounded (or accompanied)
by an allegation of unlawful discrimination as defined by Federal
and State laws, the student has the right to access the university's
internal Unlawful Discrimination process and the processes available
through the U.S. Department of Education Office of Civil Rights
and the State of California Fair Employment and Housing Commission.
However, grades may be changed only through the grade appeal
process.
2.000 Grade Appeals Committees
Departments/Programs shall form a Department/Program
Grade Appeals Committee, as needed. If Department/Program faculty
members are unable to serve in sufficient number to form a grade
appeals committee, the Chair of the Faculty Council of the relevant
College shall appoint the required number of Grade Appeals Committee
members from the ranks of College faculty. A Department/Program
Grade Appeals Committee shall have a provision to include at least
one student member.
2.100. Each College and the University shall have a standing
Grade Appeals Committee which shall have provision to include
at least one student member.
2.200. Committee members, at any level, shall not participate
in any way in an appeal of a grade decision in which they have
been involved personally. Such participation includes assignment
of the grade in question, and involvement in the work of, or
grading in, the class in which the grade in question was assigned.
2.210. The appellant, and the instructor involved in any particular
appeal, shall each have one peremptory challenge to remove
a committee member from service for that particular appeal.
Department and College grade appeal procedures shall provide
for replacement of such challenged members.
2.300. A Grade Appeals Committee deliberating an appeal Ð
at any stage of the process Ð shall consider all information
submitted and may, if necessary, obtain clarification in writing
from the student, the instructor, and/or committees at other
levels of the process. The Committee may request information
to help it understand the basis for assignment of the grade.
If either party does not supply appropriate grade appeal information
within a reasonable time (see 2.500) when
requested by a committee, then that committee may base its decision
on the corresponding information supplied by the other party.
2.400. Committees shall consider only information available
to all parties. All parties to an appeal shall be notified by
the Committee Chair in writing of all responses and deadlines
at all points of the appeal process and shall have full opportunity
to comment in writing.
2.500. Distribution of materials submitted in an appeal shall
allow reasonable time for response by the involved parties before
committees render their decision. "Reasonable time" for rebuttals and rejoinders shall generally be understood to
be ten [10] instructional days from receipt of a response.
2.600. After making its determination, the Committee hearing
the appeal shall prepare a written statement of its decision,
including an explanation of its reasoning and a response to
the specific issues upon which the appeal is based. The decision
statement shall be placed in the appeal file and a copy of the
statement shall be sent to all parties involved.
2.700. Committee Chairs shall provide a written report to their
Dean at the end of each semester detailing the number and disposition
of cases heard.
3.000 Preliminary Phase of the Grade Appeals Process:
Initiation of Grade Appeals
Students who believe they have received
a final course grade that reflects prejudicial, capricious, or
arbitrary grading of their academic performance must make this
belief known to the instructor(s), either orally or in writing,
before they begin the formal appeal process. If students and instructors
are not able to resolve the problem to the satisfaction of both
parties, the formal process may then be initiated. In the event
an instructor is not available to participate, the Department/Program
Chair in the discipline/program may appoint another instructor
whose areas of expertise most closely approximates that of the
instructor of record to represent the interests of the latter.
3.100. The formal process
begins with the preparation of a grade appealfile (see paragraph
1.200 above).
The file must include:
(1) a written statement describing the reasons for the appeal
and therecommendation for a new grade;
(2) a Grade Appeal form obtained from the appropriate College
officeand fully completed; and
(3) supporting documents (see paragraph 1.200 above) that showevidence
of the alleged improper grading.
3.110. The written statement describing the reasons for the
appeal should be addressed to the Department/Program Chair of
the discipline in which the course resides (although a Program
is ordinarily administered by a Director or Coordinator, the
title Chair also applies to this position throughout this document).
3.120. An appeal must be initiated within the regular semester
immediately following the semester or special session in which
the course was completed. As long as a student has filed a written
notification of the appeal with the appropriate Department/Program
Chair within the required semester, action on the appeal may
continue during subsequent semesters.
3.200. After receiving the student's grade appeal file (see
3.100 above), the Department/Program Chair will consult with
both the student and the instructor(s) involved to attempt a
resolution to the grade appeal.
3.210. If the instructor of record refuses to participate, the
Department Chair shall insert a written statement to that effect
in the appeal file.
3.220. If a student is appealing a grade assigned by the Department
Chair, the College Dean or designee shall perform all functions
of the
Chair in the appeals process.
3.300 First Phase
of the Appeals Process: Appeal to the Department/Program Grade
Appeals Committee
Should consultation fail to resolve the
appeal and should the student choose to continue the process,
the student must request that the Chair forward the appeal to
the Department/Program Grade Appeals Committee.
3.310 The Department/Program
Chair shall forward the appeal to the Department/Program Grade
Appeals Committee, and may include a written recommendation
based upon the first, consultative, step in the process (outlined
in 3.200 above). The instructor must also be informed that the
formal grade appeals process has been initiated, and shall be
givencopies of all materials forwarded to the Grade Appeals
Committee.
3.320 The instructor may write a response to the student's appeal
and a rationale to be considered by the Grade Appeals Committee.
A copy of such a response must also be provided to the student.
3.330 An appeal may be terminated at any point by a letter from
the appellant withdrawing the appeal.
3.400. The Department/Program Grade Appeals Committee shall consider
the
appeal, adhering to the principles and guidelines of paragraphs
1.000,
1.800, 2.300, 2.400, and 2.500 above. In all but extraordinary
circumstances, a Department/Program Grade Appeals Committee shall
reach
its decision within the semester in which it receives the appeal.
3.500. If the appeal is supported by the Committee, the Committee
will then
determine a grade for the student based upon the evidence included
in
the appeal file (exams, papers, assignments, etc.).
3.510. The Committee shall communicate its decision and rationale
as
specified in paragraph 2.600 above, and shall also provide a
copy
to the Department/Program Chair. If, within ten [10] instructional
days of the receipt of the Committee's decision, the instructor
does not either file a grade change or file an appeal of the
Committee's finding, the Department/Program Chair shall authorize
a grade change by filing the appropriate grade-change forms.
If the Department/Program Chair does not effect the change within
ten [10] instructional days of notification, the Chair of the
Department/Program Grade Appeal Committee can sign in lieu of
the instructor or the Department/Program Chair and the College
Dean will change the grade.
3.520. If, within ten [10] instructional days, either the instructor,
or the student files in writing an appeal of the Department/ProgramCommittee's
finding, the Committee Chair shall, within (10)instructional
days, forward the file (including the Committee'sdecision and
rationale) to the College Grade Appeals Committee.
3.600. If the Department/Program
Grade Appeals Committee rejects theappeal, it shall communicate
its decision and its rationale as provided in paragraph 2.600
above, providing a copy also to theDepartment/Program Chair. If,
within ten[10] instructional days, the student does not request
further review of the appeal, the grade appeal process is terminated.
3.610. If, within ten
[10] instructional days, the student communicates in writing
her/his wish to continue the appeal process, the Committee Chair
shall, within ten [10] instructional days, forward the file
(including the Committee's decision and rationale) to the College
Grade Appeals Committee.
4.000 Second
Phase of the Appeals Process: Appeal to the College Grade Appeals
Committee
An appeal of a Department/Program Grade
Appeals Committee decision, by either the instructor or the student,
begins with a written letter of appeal to have that decision reviewed.
This letter of appeal should be directed to the appropriate College
Grade Appeal Committee (also called College Committee in this
document) by way of the Department/Program Chair. The Department/Program
Chair must then inform the instructor, student and College Dean,
in writing, that an appeal has been filed and the Dean must immediately
inform the appropriate College Grade Appeals Committee, in writing,
that an appeal has been lodged. The Chair of the Department/Program
Grade Appeals Committee must immediately forward the appeal file,
including the Committee's decision and rationale, to the College
Dean who must immediately inform the College Grade Appeals Committee
that the grade appeal file has been received and is ready for
review. The College Grade Appeals Committee shall normally render
its review decision within 20 instructional days of receipt of
the grade appeal file.
4.100. The College
Grade Appeals Committee shall review the grade appeal file,
the Department/Program Grade Appeals Committee's decision and
rationale, and any rebuttal to that decision and rationale provided
by the appellant, in the light of paragraphs 1.000 through 3.600
above. During its review it may consider <and act upon > matters of both procedure and substance.
4.200. As a result of its review, the College Grade Appeals
Committee may confirm the decision of the Department Committee,
or it may recommend re-consideration.
4.210. If the College
Grade Appeals Committee confirms the decision of the Department/Program
Grade Appeals Committee, and if neither the instructor nor
the student requests further review, then the grade appeal
process ends. All parties, including the Department/Program
Chair and the Department/Program Grade Appeals Committee,
must be informed of the College Grade Appeals Committee's
decision in writing. If a grade change has been recommended
by the Department/Program Committee but held in abeyance pending
the appeal, the Department/Program Chair shall, within ten
[10] instructional days, authorize the grade change by filing
the appropriate form. In the event that the Department/Program
Chair does not effect the change within ten [10] instructional
days of notification, the Chair of the College Grade Appeal
Committee can sign in lieu of the instructor or the Department/Program/Chair
and the College Dean will change the grade.
4.220. If an appellant communicates in writing her/his wish
to continue the appeal process, the College Committee Chair
shall, within ten [10] instructional days, forward the file
(including
the College Committee's decision and rationale) to the University
Grade Appeals Committee.
4.230. If the College
Grade Appeals Committee recommends re-consideration, it shall
put in writing its rationale (which may involve matters of
procedure or substance), and any recommendations it may have
(which may include recommendations of substance, or of procedure,
or also of a re-constituted Department/Program Committee,
or may include other recommendations toward realizing a fair
evaluation of the
matters at issue). The grade appeal file, including the rationale
and recommendations of the College Committee, is returned
to the Department/Program Grade Appeals Committee for re-consideration.
Copies of its recommendations are to be
supplied to all parties, including the Department/Program
Chair.
4.300. When a grade appeal decision has been returned for re-consideration,
the Department/Program Grade Appeals Committee shall review
the rationale and recommendations of the College Grade Appeals
Committee. It shall undertake to remedy procedural faults identified
by the College Committee. It shall consider anew the substance
of the grade appeal, with due attention to whatever recommendations
have been
advanced by the College Committee. The Department/Program Grade
Appeals Committee shall render a new decision on the appeal,
which may be a reiteration of its original decision or may be
a different decision (which may, but need not be, in agreement
with the College Committee's recommendations).
4.310.
The Department/Program Grade Appeals Committee shall, in any
but extraordinary circumstances, render its re-consideration
within 20 instructional days of receipt of the grade appeal
file.
4.320. Upon reaching its decision, the Department/Program Grade
Appeals Committee shall report in writing its response to all
procedural faults identified by the College Committee, and
shall again put in writing its rationale for its decision on
the substance of the grade appeal. These reports shall be forwarded
with the grade appeals file to the College Grade Appeals Committee
and copies shall be supplied to all parties, including the Department/Program
Chair.
4.400. The College
Grade Appeals Committee shall review the
re-considered decision of the Department/Program Committee.
It may seek clarification from the Department/Program Committee
(see paragraph 2.500 above). It shall either disagree with or
confirm the decision of the Department/Program Committee and
all parties must be informed in writing of this decision.
4.410. If within ten (10) instructional days following notification
of the College Committee's decision, an appellant communicates
in writing her/his wish to continue the appeal process, the
Committee Chair shall forward the file (including the Committee's
decision and rationale) to the University Grade Appeals Committee.
4.420. If a grade change is recommended by the Committee and
the change is not appealed by either appellant (in compliance
with 4.410 above), the College Grade Appeals Committee Chair
shall, within ten [10] instructional days of the College Committee's
action, inform the College Dean, in writing, of its decision
and the College Dean will change the grade as determined by
the Committee.
5.000 Third Phase of the Appeals Process: Appeal to the
University Grade Appeals Committee
The University Grade Appeals Committee
shall function as the final level Grade Appeals Committee. The
University Grade Appeals Committee may communicate with the appellant,
and Department/Program and College Grade Appeals Committees as
needed.
5.100. The University Grade Appeals Committee shall normally
render its decision within 20 instructional days of receipt
of the Grade appeal file.
5.200. The University Grade Appeals Committee shall review the
grade appeals file, the lower level Committees' decisions and
rationales, and any rebuttals to those decisions and rationales
provided by the appellant, in the light of paragraphs 1.000
through 3.600 above. It may consider both matters of procedure
and substance. The Committee may seek further clarification
from either lower level Committee or the
appellant as needed. The University Committee shall either disagree
with or confirm the decision of the College Grade Appeals Committee
5.210 In the event that a grade change is authorized by the
University Grade Appeals Committee, the Chair of the University
Grade Appeals Committee shall ensure that the appropriate
change-of-grade form is properly signed by the University
Provost and filed with the Office of Enrollment Services.
5.220 The Chair of the University Grade Appeals Committee
shall inform all parties to the grade appeal, in writing,
of the Committee's decision.
5.230. The rendering of the Committee's decision, notification
of all parties of the decision, and effecting a grade change
where authorized by the Committee, completes the appeal process.
EFFECTIVE: Fall 1999
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