Procedures for Resolving Disputes Regarding Final Grade Assignment

Students may challenge a final grade assignment on the basis of alleged grading error or arbitrary and capricious grading. Because grades can affect such things as a student's eligibility for continued financial aid, students must learn their final grades and initiate a review, where desired, as soon as possible. The time schedule outlined in this procedure stipulates maximum time periods within which to complete stages of the review. However, permission for extensions of time may be granted, in writing, by the dean/campus director or designee.

Informal Procedure for Academic Disputes

Regarding Final Grade Assignment

Where possible, students will be expected to first request an informal resolution of the final grade assignment with the course instructor or department chair/academic leader. The process must be initiated by the fifteenth (15) class day of the next regular semester of UAA. The instructor or department chair/academic leader must respond to the request within five (5) class days of receipt.

If the course instructor's decision is to change the final grade, the instructor must promptly initiate the process. If the instructor does not change the grade and the student's concerns remain unresolved, the student may notify the department chair/academic leader responsible for the course. Within five (5) class days of such notification, the department chair/academic leader must either effect resolution of the issue with the instructor or inform the student of the process for formally appealing the final grade assignment.

If the course instructor is no longer an employee of the University or is otherwise unavailable, the student must notify the department chair/academic leader by the fifteenth (15) class day of the next regular semester. Within five (5) class days of notification by the student the department chair/academic leader must either effect resolution of the issue through contact with the course instructor or inform the student of the process for formally appealing the final grade assignment.

Formal Procedure for Academic Disputes

Regarding Final Grade Assignment

A student formally requesting a review of a final grade assignment must provide the dean/campus director or designee a signed, written request for a formal review, indicating the basis for requesting a change of grade. The request must be filed by the twentieth (20) class day of the next regular semester or within five (5) class days of receipt of notification of the process for filing a formal review by the department chair/academic leader after completion of any informal review. The dean/campus director or designee will convene an academic decision review committee.

The written request for a formal review from the student will be forwarded to the academic decision review committee by the dean/campus director or designee. The committee chair will convene the committee within ten (10) class days of receipt of the student's written request for review. The committee will first consider whether the facts submitted by the student warrant a formal hearing and, if so, conduct the hearing. The student and the course instructor must be notified in writing at least three (3) class days in advance of the time and place the request will be considered and of the process to be followed.

If on initial review the academic decision review committee determines the facts presented by the student, and without considering refutable evidence, might constitute arbitrary or capricious grading or a grading error, the committee will convene a formal hearing.

If on initial review the academic decision review 70           committee determines that the facts as presented would not constitute arbitrary or capricious grading or a grading error, the committee will dismiss the case without a formal hearing. This decision will constitute the final decision of the University. The committee's decision will be provided in writing by the committee chair to the student, the course instructor, the department chair/academic leader, and the dean/campus director.

Academic Decision Review Committee Hearings

If the academic decision review committee determines that the facts as presented might constitute arbitrary or capricious grading or a grading error, the committee will proceed to a formal hearing. The committee will consider information provided by the student, the course instructor if available, and others as it sees fit.

Academic dispute hearings will normally be closed. Requests for an open proceeding must be made in writing by a party prior to the start of the hearing to the committee chair. Such requests will be granted to the extent allowed by law unless the committee chair determines that all or part of a proceeding should be closed based upon considerations of fairness, justice, and other relevant factors. A party may choose an advisor to be present at all times during the proceedings. However, the advisor may not speak on behalf of the party.

The committee may direct that witnesses, but not the parties or their advisors, be excluded from hearing except during their testimony. The deliberations of the committee will be closed to the public, the parties, and their advisors.

Academic Decision Review Committee Decisions

The academic decision review committee proceedings will result in the preparation of written findings and conclusions. Conclusions will result in one of the following:

A.      the request for a grade change is denied

B.      the request for a grade change is upheld and the committee requests the course instructor to change the grade and the course instructor changes the grade; or

C.      the request for a grade change is upheld and the course instructor is either unavailable to change the grade or refuses to do so. The committee directs the dean/campus director or designee to initiate the process to change the grade to that specified by the review committee.

The decision of the academic decision review committee constitutes the final decision of the University, and will be provided in writing to the student, the course instructor, the department chair/academic leader and the dean/campus director. The committee chair will be responsible for the preparation of a record of the hearing.

Unless an extension has been granted by the dean/campus director or designee, disputes concerning final grades must be completed by the end of the next regular semester following the assignment of the grade.

Procedures for Resolving Disputes Regarding Denial of Admission to or Dismissal from a Program of Study for Academic Reason

A student formally requesting a review of a denial of admission to or dismissal from a program for academic reasons must provide the dean/campus director or designee a signed, written request for a formal review, indicating the basis for requesting a review.

The request must be filed by the twentieth (20th) class day of the next regular semester, or within five (5) class days of receipt of notification of the process for filing a formal review by the department chair/academic leaders after completion of any informal review. The only exception will be when written permission for an extension of time is granted by the dean/campus director or designee. Formal reviews and hearings of academic decisions regarding denial of admission to or dismissal from a program for academic reasons will be conducted by an academic decision review committee according to the same timelines and procedures for academic disputes regarding arbitrary and capricious grading 72 or a grading error with the following exceptions:

A.      The academic decision review committee proceedings will result in the preparation of written findings and recommendations to the dean/campus director or designee and the student. The committee chair will be responsible for the preparation of a record of the hearing.

B.      The student will be given an opportunity to comment on the findings and recommendations of the committee. Written comments must be submitted to the dean/campus director or designee within seven (7) class days of the day the committee findings and recommendations are sent to the student.

C.      The dean/campus director or designee will review the written findings and recommendations of the academic decision review committee, the record of the hearing and any written comments submitted by the student and make a decision. The dean/campus director or designee's decision will constitute the final decision of the University on the matter and will be provided, in writing, to the student, the department chair/academic leader and the committee.

D.      The provost will make the final decision of the University on the matter if the dean/campus director or designee is the person who made the academic decision under review. Unless an extension has been granted by the dean/campus director or designee, final decisions must be completed by the end of the next regular semester following the date of the denial of admission to or dismissal from a program for academic reasons.

Other Academic Decisions

Review procedures for all other academic decisions may be obtained from the department chair/academic leader, the dean/campus director or the UAA course catalog.

Disputes regarding decisions associated with appropriate academic adjustments and programmatic accommodation for students with disabilities will be reviewed according to procedures set forth in University Regulation 09.06.00Services for Students with Disabilities.