Grade Appeals – LR 501.6

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University of Arkansas at Little Rock
Policy Name: Grade Appeals
Policy Number: LR 501.6
Effective Date: August 1, 2023
Revised Dates: Nov. 18, 2022; August 1, 2018; November 7, 1994; April 19, 1989; April 3, 1985; February 12, 1981
Most Recent Review Date: Nov. 18, 2022

Grade Appeal Form

Policy

Appeal of Course Grades and Evaluated Program Requirements

The purpose of this policy is to explain the conditions and procedures for the appeal of course grades and other graded program requirements (e.g., comprehensive examination, qualifying examination, thesis, dissertation, and other culminating experiences).

Throughout this policy, the term “instructor” refers to the instructor of record who is responsible for issuing the course grade. “Instructor” may also refer to the program coordinator when the program faculty issues a grade for program requirements that do not reside in a course (e.g., comprehensive examination, qualifying examination, thesis, dissertation, and other culminating experiences).

Students may appeal final course grades, results of capstone experiences, comprehensive and qualifying examinations, defenses, and other graded program requirements. The grade appeal process must be initiated by the student within 20 class days from the date the grade is awarded.

Students have the right to appeal a grade if they feel the grade was awarded as a result of arbitrary grading. The grade appeal process is not appropriate for a student’s disagreement or dissatisfaction with an instructor’s professional evaluation of coursework. Arbitrary grading is defined here as using standards that are substantially different from those announced by the instructor or described in the course syllabus or program documents.

The student may confer with the Student Government Association or Graduate Student Association president/designee regarding the complaint at any time during the Steps Toward Redress for Grade Appeals. The president/designee will listen to the complaint, counsel the student as to the merits of the case, review the steps as outlined in the formal procedures for grade appeals, assist the student in writing the appeal, and may attend the hearing upon the request of the student as a non-participating supporter.

Steps Toward Redress for Grade Appeals

  1. The student will submit, electronically, a completed Grade Appeal Form to the instructor with a request to meet regarding the grade in question. The Grade Appeal Form shall outline the basis for the appeal, and include a copy of the syllabus and any supporting documentation that may allow the matter to be resolved expeditiously.
  2. The student is responsible for demonstrating that arbitrary grading occurred and must proceed with an appeal in good faith. Abuse of the grade appeal process may result in a disciplinary referral by the Academic Integrity and Grievance Committee (AIGC) to the Office of Dean of Students for violating the university’s Code of Student Rights, Responsibilities and Behavior, per Policy LR 516.3
  3. A grade appeal cannot be brought forward while an academic integrity matter (or other grievance) is being resolved for that course, student, and instructor. In the event the academic integrity matter is resolved in favor of the student, the window of 20 class days to submit a grade appeal starts when the academic integrity process is completed.
  4. The instructor is responsible to verify that the grade appeal has been submitted within 20 class days. Instructors are not allowed to delay the resolution of a grade appeal by failing to meet with a student submitting an appeal within the designated time, unless bona fide reasons such as illness, personal emergency, or campus absences for professional reasons make this time limit unreasonable.
  5. If the instructor who assigned the grade is unavailable or unresponsive, the department chair (or the administrative equivalent) will confer with the faculty in the department or school and appoint a full-time faculty member who is knowledgeable of the subject matter to act in the stead of the unavailable instructor.
  6. If the issue is resolved after meeting with the instructor, the student’s grade may be changed by written consent of the instructor and the student.
  7. If unable to resolve the difference with the instructor, within 5 class days of meeting with the instructor, the student shall forward the appeal to the chairperson of the department or the administrative equivalent, such as a director of a school. If the instructor involved is the department chairperson or an administrative equivalent, the student shall forward the appeal to the Dean of the College in which the course was taught. The appeal documentation shall include a written response from the instructor outlining the reasons for denying the appeal.
  8. When receiving the student’s Grade Appeal Form, the chairperson (or administrative equivalent) must verify that it was submitted to the instructor within the 20 class days.
  9. Within 10 class days of receiving the student’s Grade Appeal Form and attendant documents, the chairperson (or the administrative equivalent) shall attempt to resolve the dispute by meeting with the student and the instructor. The student’s grade may be changed at this point with the written consent of the instructor.
  10. The chairperson (or administrative equivalent dean) will employ the Grade Appeal Form to document that the meeting has occurred and whether the grade appeal was resolved or not. The documentation will be disseminated electronically to both the instructor and the student. The Grade Appeal Form must include scanned or electronic signatures.
  11. If the grade appeal has not been resolved, the student must forward their Grade Appeal Form, including instructor and chairperson (or administrative equivalent,) feedback within 3 class days to the Associate Vice Chancellor for Academic Affairs (AVCAA) or their designee.
  12. The student must then meet with the AVCAA (or their designee). During this meeting, the AVCAA (or their designee) will: a) confirm that prior steps in the appeal process have been followed properly (If not, the appeal shall be redirected back to the appropriate lower level); b) review the relevant grounds for a grade appeal with the student; and c) inform the student of the next step in the appeals process.
  13. Following the meeting with the AVCAA (or their designee), if the student decides to proceed with the formal appeal, the AVCAA (or their
    designee) will immediately consult with the Academic Integrity and Grievance Committee chairperson. After this consultation, the AVCAA (or their designee) will notify the student in writing whether the grade appeal will be referred to a) the Academic Integrity and Grievance Committee for a hearing or b) the Provost if the case does not fall within the purview of the Academic Integrity and Grievance Committee.

Procedures for Formal Grade Appeals Handled by the Academic Integrity and Grievance Committee

This committee is a Faculty Senate committee. Its makeup and purpose are governed by the Constitution of the University Assembly of the University of Arkansas at Little Rock, Article III. It provides the members of hearing panels.

The Academic Integrity and Grievance Committee (AIGC) shall handle all aspects of the formal student grade appeals except for grievances that must be resolved elsewhere (such as a claim of discrimination that is forwarded to Human Resources.) The AIGC will follow these procedures for conducting grade appeal hearings. The procedures will be distributed to all members of the committee by the Associate Vice Chancellor for Academic Affairs (AVCAA). Reasonable deviations from the time frame or procedures will not invalidate a decision unless the deviations cause significant prejudice to the student.

  1. Following conversation with the Chair of the AIGC, the AVCAA or their designee will forward the grade appeal to the AIGC Coordinator in the Provost’s office for immediate scheduling.
  2. The AIGC Coordinator will coordinate schedules with the instructor, the student and panel members. The student and the instructor’s schedule will be considered when scheduling the date, time and place of the hearing but in the interest of fairness, reasonable speed shall be the watchword.
  3. If the instructor is unavailable to meet with the AIGC panel within 30 class days from the date the appeal was referred to the AIGC coordinator for scheduling, the department chairperson, their administrative equivalent, or their designee may represent the instructor.
  4. If the student is unavailable to meet with the AIGC panel within 30 class days from the date the appeal was referred to the AIGC Coordinator for scheduling, the appeal may be dismissed.
  5. Materials submitted fewer than five class days before the appeal hearing will not be disseminated to, be reviewed by, or be referenced by either the instructor or the student during the appeal.
  6. Copies of the material provided by the deadline, along with the original Grade Appeal Form and its supporting documentation, will be distributed to all involved parties (instructor, student, and panel members) at least five calendar days before the panel meets. Failure to comply with this deadline may result in the hearing being rescheduled.
  7. The student and instructor will be notified that they may each bring witnesses to speak on their behalf, that they each will have a reasonable opportunity for confronting witnesses appearing against them that each has the right to be present during all phases of the hearing except for panel deliberations, and that each may bring to the hearing two non-participating supporters.
  8. Legal representation at grade appeal hearings is prohibited.
  9. At least five class days before the panel is convened, the student and the instructor must submit to the AVCAA or their designee all the information and supporting documentation, to include witness names, that each feels is pertinent to the appeal. This information must be in writing and supported in detail.
  10. Materials submitted fewer than five class days before the appeal hearing will not be disseminated to, be reviewed by, or be referenced by either the instructor or the student during the appeal.
  11. Copies of the material provided by the deadline, along with the original Grade Appeal Form and its supporting documentation, will be distributed to all involved parties (instructor, student, and panel members) at least five calendar days before the panel meets. Failure to comply with this deadline may result in the hearing being rescheduled.
  12. Students appealing grades are reminded that the burden of proof is on the student; i.e., students must be able to support their assertions. All submitted materials must be directly related to demonstrating that the conditions for arbitrary grading (as defined in this policy) have been met.
  13. A hearing panel will be selected from the AIGC to consider the appeal. A hearing panel for a grade appeal consists of a panel chair, two additional faculty members, and two students. On all grade appeals involving graduate or professional degree curricular matters, at least one graduate faculty member and one graduate student shall be included on the hearing panel. Of this number, all must be present. A panel chair will be chosen from among the faculty members present at the hearing panel.
  14. Panel members may recuse themselves during the scheduling of the hearing or upon receipt of the materials. In such a case they will be replaced by another panel member who may serve in their stead. Compliance with the guidelines for panel representation is required despite a recusal.
  15. The only persons present at meetings of this panel committee shall be the panel members, the student, the instructor, designated observers, non-participating supporters and witnesses actually testifying before the panel. Any of the parties involved in the hearing, including the student, the instructor, or witnesses, may appear via synchronous technology rather than in person, provided that the panel members are notified in advance.
  16. All proceedings will be recorded except for panel deliberations.
  17. Written statements by witnesses shall not be allowed in lieu of personal appearance, except in rare instances. at the discretion of the panel chair.
  18. Once the arguments and testimonies have concluded, all participants except for the panel members will depart and recording will be discontinued.
  19. Deliberations will focus on the merits of the arguments as they pertain to the criteria for arbitrary grading.
  20. The panel will either support or reject the grade appeal. A decision shall be reached by a majority of the panel members.
  21. The panel has no authority to assign a new grade. Grades are the purview of the instructor and the academic unit.
  22. Upon reaching a decision, the panel will formalize it in writing and sign appropriate appeal documents. These documents will be returned to the AVCAA or their designee within three class days of the hearing.
  23. Within 10 class days of receiving the panel’s decision, the AVCAA shall send a letter explaining the findings and the decision to the student, instructor, chairperson, or their administrative equivalent and the college dean.
  24. The student or the instructor may appeal the panel’s decision in writing to the Provost or their designee.
  25. Upon receiving the appeal, the Provost, or their designee, shall review and render a decision about the appeal within 10 class days. Reasonable deviations from the time frame or procedures will not invalidate a decision unless the deviations cause significant prejudice to the student.
  26. The Provost, or their designee, shall have the authority to: a) Approve the recommendation of the AIGC panel; b) Remand the case to the original hearing panel for rehearing; c) Remand the case to a different hearing committee for rehearing; or d) Reverse the decision of the hearing panel.
  27. The Provost, or their designee, shall notify the appealing party and the non-appealing party of their decision.
  28. The Provost shall return the records to the AAVCA for filing and for appropriate action.
  29. The Provost’s decision shall be final.

Source: UA Little Rock Faculty Senate Minutes, November 18, 2022 (FS_2022-28)
Status: Active
Approved By: Chancellor Christina Drale
Originator: UA Little Rock Faculty Senate
Custodian: UA Little Rock Faculty Senate