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University Policies

File Code: PRO.GRADEAPP.POL
Approved: 01/10/05
Revised: 05/04/05, 12/4/20
Approved by: President

Policy on Grade Appeals

  1. Preamble
  2. Section I. Informal Resolution
  3. Section II. Procedures for Appeals
  4. Section III. Interpretation of the Grade Appeal Policy
  5. Download Grade Appeal form (PDF)

Preamble

The purpose of the Grade Appeal Policy is to assure that grades represent a fair and consistent evaluation of student performance. Faculty shall determine appropriate evaluation criteria in each course and shall clearly state those criteria in their syllabi at the beginning of the course. Faculty shall evaluate student performance against those criteria in a clear and consistent manner. Faculty shall keep adequate records of their grading procedures and retain graded items not returned to the student such as examinations, homework assignments, etc., until the end of the grade appeal procedure period.

This policy allows students to seek redress against arbitrary or capricious evaluations. When a student appeals a grade it is the responsibility of the adjudicating body to determine whether the grade assigned was determined in a fair and appropriate manner; it is not in its province to grade or re-grade individual assignments.

In cases where the grade appeal is based on a complaint involving sexual harassment or harassment based on race, color, religion, ethnicity, national origin, sex, sexual orientation, age, disability, marital status, or veteran status (please refer to ´ºÓêÖ±²¥ Illinois University Anti- Harassment Policy), the deadline for filing the formal appeal will not apply. In such cases, the Grade Appeal Committee will refer the student to the Affirmative Action Officer before proceeding further. Once this officer has acted on the validity of the complaint, the matter will be referred back to the Departmental Grade Appeal Committee for adjudication.

Below is a brief summary of the procedures for a grade appeal:

    • The student who wishes to appeal a grade requests an appointment to meet with the faculty member of the course within the first two weeks of the regular semester (Fall or Spring) following the term in which the student received the grade in question.
    • If the faculty member and student fail to reach an acceptable outcome, the student files a formal appeal before the end for the fourth week of the regular semester with the Department Chair who will then convene a Department Grade Appeals Committee meeting to hear the case.
    • If the decision of the Department Grade Appeals Committee is not satisfactory to either party, the party that is not satisfied may appeal to the College Dean who will convene a College Grade Appeals Committee meeting to hear the case.
    • If the result of the College Grade Appeals Committee is not satisfactory to either party, the party not satisfied may appeal to the Chair of the Council on Admissions, Graduation and Academic Standards (CAGAS) for undergraduate students or to the Graduate Council for graduate students. The decision of either of these Councils is final and binding.

Section I. Informal Resolution

It is the responsibility of any student wishing to pursue a grade appeal to meet with the faculty member who assigned the grade by the end of the second week of the regular semester (Fall or Spring) following the term in which the student received the grade in question. (If a face-to-face meeting is impossible or impractical, this meeting may take place by video conference or phone call.) In the event the student does not receive a response from the faculty member by the beginning of the third week of the regular semester (Fall or Spring), the student should contact the Department Chair in order to set up a meeting with the faculty member (or to meet with the Department Chair if the faculty member is on medical leave, sabbatical leave, retired or is no longer employed by WIU and is unable to participate in the meeting).

At the meeting the student is to provide reasons to the faculty member (or department chair if the faculty member is unable to participate) for the requested grade change. If the faculty member agrees that the student’s reasons justify a grade change, the faculty member will complete a grade change request. If the faculty member denies the student’s request, the faculty member will inform the student of that decision and outline for the student the process for a formal grade appeal (Section II).

Section II. Procedures for Appeals

      1. Filing a Formal Appeal
        Within five working days of the informal meeting with the faculty member, the student must:
        1. Submit a fully completed Grade Appeal form to the Department Chair of the faculty member, which provides the following information: name, student identification number, mailing and email address, and course number, title and section; semester and year taken; faculty member's name, and a clear statement of the grade change requested and reason that justifies the request, and
        2. Obtain the faculty member’s (or Department Chair’s) signature indicating that an informal meeting was held and that the student’s request was denied.
        The Grade Appeal form, must be submitted to the Department Chair no later than the end of the fourth week of the regular semester (Fall or Spring) following the term in which the student received the grade in question. The Department Chair will then transmit the completed form to the Departmental Grade Appeal Committee.
      2. Constitution and Scope of Grade Appeal Committees
        Each academic department and college within the University will establish a Grade Appeal Committee in accordance with the procedures outlined below. The sole responsibility of a Grade Appeal Committee is to ensure that grades represent a fair and consistent evaluation of student performance.

        Faculty members and students should be aware of potential conflicts of interest and excuse themselves from service when a conflict exists. If the impartiality of a committee member is questioned, the committee itself must reach a decision as to the continuance of the individual so questioned. If a member is disqualified, another individual from the same constituency will be appointed to serve in their place. Department Chairs and administrators (Assistant Dean, Associate Dean, Dean, etc.) of any college will not serve on any Grade Appeal Committee.
        1. Department Grade Appeal Committee
          Each department will establish a standing Grade Appeal Committee comprised of an odd number of members. The number of faculty will be one greater than the number of students on the committee. For example, if the Grade Appeal Committee consists of the minimum of three members, then two members will be faculty members and one member must be a student who was not in the course from which the grade appeal originates and is not currently a student in any course taught by the faculty member being appealed. (If the case involves an undergraduate student, then the student representative must be an undergraduate student. If the case involves a graduate student, then the student representative must be a graduate student.) Department Chairs will notify each faculty member on the Grade Appeal Committee of the first meeting at the beginning of the semester, before a grade appeal is filed. At this meeting, the chairperson of the Grade Appeal Committee will be elected by the members of the committee.
        2. College Grade Appeal Committee
          The College Grade Appeal Committee will consist of five persons: two voting students selected according to the criteria for Department Committees and three voting faculty members appointed by the Dean from the chairpersons of Department Grade Appeal Committees (or their designees) within the College but not from the academic department from which the grade appeal originates. The chairperson will be appointed by the Dean of the College.
        3. University Grade Appeal Committee
          CAGAS will serve as the Grade Appeal Committee for undergraduate students at the University level. The Graduate Council will serve as the Grade Appeal Committee for graduate students at the University level.
      3. Procedures for All Committees
        1. Within five working days following the receipt of a student's written request to appeal a grade, the appropriate Grade Appeal Committee will arrange a hearing. Grade appeal hearings are normally heard during the Fall/Spring semester unless all parties agree to an earlier hearing. At least five (5) working days in advance of any hearing, the Chairperson of the Committee will notify the student and the faculty member involved of the time and place of the hearing, the specification(s) of the appeal (including any written documentation provided by the student or faculty member), and the right of the individual to be accompanied by an advisor. Reasonable efforts will be made to accommodate the class schedules of students and the faculty member when setting committee meetings and hearings. If either the student, the faculty member, or their witnesses are unable to attend the hearing in person, they may participate in the hearing by telephone or video conference. In the event that the faculty member is on medical leave, sabbatical leave, retired or is no longer employed by WIU and is unable to participate in the hearing, the faculty member’s perspective may be represented by another faculty member assigned by the department chair.
        2. One advisor for the student and one for the faculty member may be present when evidence is presented to the Grade Appeal Committee. Advisors are not allowed to ask questions of or present material to the Committee and cannot serve as witnesses. The student and the faculty member may submit written materials to support their position. Either party may have witnesses testify in writing or in person. All committee hearings will be confidential. Witnesses will be excluded except for the period of their questioning. All participants will conduct themselves in a professional and collegial manner. Anyone failing to comply with this requirement can be excluded for the remainder of the hearing.
        3. Approval or disapproval of an appeal and recommendations for specific action shall be determined by majority vote of those present on a secret ballot. A written report of the proceedings will be prepared by the Chairperson of the Committee and submitted to the members for their approval. This report should include the basis for appeal, conclusions reached by the committee, and a report of the voting which reflects the majority and minority points of view.
      4. Department Level Hearing
        1. The hearing at the department level will be completed within twenty (20) working days after the submission of the Formal Grade Appeal form. Within five (5) working days after the departmental hearing, the Chairperson of the Grade Appeal Committee must inform the faculty member, student, Department Chair, and (for record-keeping purposes) either CAGAS (if the case involves an undergraduate student) or the Graduate Council (if the case involves a graduate student) of the decision in writing. The student and the faculty member must also be informed of the procedure and timeline to appeal the decision (Section II.D.2 and Section II.E.).
        2. If the student's appeal is upheld, within five (5) working days after the Departmental hearing, the faculty member must inform the Chairperson of the Grade Appeal Committee in writing as to whether or not they will appeal the decision. The Chairperson of the Grade Appeal Committee must then inform the student and the Department Chair in writing of the faculty member's decision within five (5) working days. If the faculty member fails to reply within the specified time limit, it will be assumed that they have decided not to appeal the decision and the faculty member is responsible for submitting a Grade Change Request.
        3. In cases where the faculty member declines to participate in the proceedings and the Grade Appeal Committee makes a decision in favor of the student, the grade will be changed. The Chairperson of the Grade Appeal Committee will submit a Grade Change Request and indicate that the change is due to a successful grade appeal.
      5. College Level Hearing
        1. If the result of the decision of the Department Grade Appeal Committee is unsatisfactory to either party, that person will have the right to appeal to the Dean of the College in which the department involved is located. The written appeal must be filed with the Dean's Office within fifteen (15) working days after all parties have been notified of the Department Grade Appeal Committees decision. The Chairperson of the Department Grade Appeal Committee will forward the committee's report and all written material considered by the committee to the Dean's Office upon being notified by the Dean that there will be an appeal at the College level. This material will also be sent to both the faculty member and student involved with the grade appeal hearing.
        2. A hearing will be held within ten (10) working days after receiving the appeal using the same procedures provided for at the department level. The College Grade Appeal Committee will also include in its deliberations the written report of the Departmental Grade Appeal Committee and any other written materials forwarded to the Dean from the Chairperson of that Committee.
        3. The College Grade Appeal Committee shall notify all parties of their decision following the same timeline and procedures as described for the Department (Section II.D.).
      6. University Level Hearing – Undergraduate Student
        1. If the decision of the College Grade Appeal Committee is unsatisfactory to either the undergraduate student or the faculty member, that person will have the right to appeal to the Council on Admission, Graduation, and Academic Standards (CAGAS). The written appeal must be filed with the Chairperson of CAGAS within fifteen (15) working days after all parties have been notified of the College Grade Appeal Committee’s decision. The Chairperson of the College Grade Appeal Committee will forward all reports and written materials received by the College Grade Appeal Committee to the chairperson of CAGAS upon being notified that there will be an appeal.
        2. In preparation for the hearing, the Chairperson of CAGAS shall review the case and may request additional information from the Department or College Grade Appeal Committees or any of the parties involved. CAGAS shall then conduct its hearing in the same manner as provided for the Department and College Grade Appeal Committees. No member of CAGAS from the department in which the appeal originated may participate in the deliberations or vote on the case.
        3. The Chairperson of CAGAS will then inform the student, faculty member, chair of the department, and dean of the college in writing of the decision. If CAGAS finds in favor of the student, the grade will be changed. A student who has been restored to good academic standing as a consequence of a successful grade appeal will be eligible to re-enroll in the University for the semester immediately following the resolution of the case.
      7. University Level Hearing-- Graduate Student
        1. If the decision of the College Grade Appeal Committee is unsatisfactory to either the graduate student or the faculty member, that person will have the right to appeal to the Graduate Council. The written appeal must be filed with the Chairperson of the Graduate Council within fifteen (15) working days after all parties have been notified of the College Grade Appeal Committee’s finding. The Chairperson of the College Grade Appeal Committee will forward all reports and written materials received by the College Grade Appeal Committee to the Chairperson of the Graduate Council upon being notified that there will be an appeal.
        2. In preparation for the hearing, the Chairperson of the Graduate Council shall review the case and may request additional information from the Department or College Committees or any of the parties involved. The Graduate Council shall conduct its hearing in the same manner as provided for the Department and College Committees. No member of the Graduate Council from the department in which the appeal originated may participate in the deliberations or vote on the case.
        3. The Chairperson of the Graduate Council will then inform the graduate student, faculty member, Department Chair, and College Dean in writing of the decision in the case. If the Graduate Council finds in favor of the student, the grade will be changed.

Section III. Interpretation of the Grade Appeal Policy

Any questions concerning the interpretation or execution of the Grade Appeal Policy will be resolved by CAGAS for undergraduate students and by the Graduate Council for graduate students. CAGAS will be informed of all decisions regarding undergraduate student Grade Appeal hearings. The Graduate Council will be informed of all decisions regarding graduate student Grade Appeal hearings.

For the purposes of this policy, working days are days during which the University is open and classes are in session. Days during final exam week are considered working days. If the time allowed for any appeal under this policy extends beyond the end of the academic term in which the incident occurred, that appeal period will be extended to the end of the second week of the next fall or spring semester. Hearings may occur outside of the fall or spring semester only when all parties agree (Section II.C.1) and there are sufficient committee members present, as outlined in Section II.B.

All communication from appeal committees described in this policy shall be in the manner of official University communication. Students or faculty members wishing to make a request for an appeal as required in this policy may do so by email to the appropriate party.