University Administrators: Final Grade Authority And Student Appeals

Final grades are assigned by professors at the end of an academic term and reflect a student's performance in a particular unit or subject. While it is uncommon for final grades to be changed, there are instances where university administrators can intervene and make alterations. This is generally permitted when there is evidence of errors, unfairness, or violations of the district's grading policy. University policies and guidelines play a crucial role in determining the legitimacy of grade change requests, and administrators are typically authorised to correct mistakes or address discrimination in grading practices. The process of changing a grade can be complex and time-consuming, and it may involve multiple levels of approval, including the professor, department chair, and academic or student affairs administrators.

• Incomplete grades due to extenuating circumstances
• Academic dishonesty (e.g., plagiarism) discovered after grading
• Appeals from students who believe their grade was unfair or incorrect
• Lost or recovered papers
• Changing from incomplete to final grades
• Reversal of unfair late submission penalties
• Mistakes in marking |

Calculation errors

Firstly, it is important to note that a professor cannot change a final grade arbitrarily. They must have a valid reason for doing so based on their grading policies and procedures. The professor needs to submit a request for the grade change, along with proper reasoning, to the department chair for approval. The request then goes to the faculty for final approval.

The process for changing a grade due to a calculation error may vary depending on the university and its policies. Some universities may require the student to submit grade dispute paperwork or follow a specific appeals process. It is crucial for students to review the policy on changing grades at their university and to act within the specified timeframe.

In some cases, the administration may also be involved in changing a grade due to a calculation error, especially if the professor is unavailable or cannot be reached. The administration can designate someone with the authority to correct the mistake, ensuring that the student's grade is not stuck due to the unavailability of the professor.

It is important to note that the rules and regulations regarding grade changes may vary between different institutions. While some universities may have strict policies, others may allow for more flexibility. Ultimately, the decision to change a grade due to a calculation error rests with the professor and the approval of the department chair and faculty.

Incomplete grades

At Northwestern University, two types of incomplete grades are given: X and Y. An X grade indicates that a student missed the final exam or did not submit the final assessment but completed all other work. A Y grade indicates that a student has substantially completed the work, including any attendance or engagement requirements, with more than 50% of the course requirements fulfilled. Students must be passing the course based on the work submitted thus far to be eligible for either type of incomplete grade.

At Utah State University, students may request an incomplete grade of 'I' if they are unable to complete all coursework by the end of the semester due to extenuating circumstances. The instructor will then fill out a ServiceNow form, and the student will be notified and agree to the terms. The Registrar's office then processes the petition and submits the I grade.

At Oregon State University, students may request an incomplete grade if they are passing the course at the time of the request and have acceptable reasons for not completing the course. The instructor then files an incomplete/alternate grade, such as I/A, I/B, or I/F, which indicates the grade the student will receive if they do not complete the missing work.

It is important to note that incomplete grades may impact a student's academic standing, enrollment, probation, and dismissal decisions. In some cases, an incomplete grade may be factored into a student's GPA as an 'F' until the coursework is completed and a new grade is assigned. Students are typically given a deadline to complete the missing work and resolve their incomplete grade, which is usually within one year. If the deadline is not met, the incomplete grade may be changed to a final grade of F, resulting in course failure.

Academic dishonesty

Cheating involves the unauthorised use of information, materials, or devices to complete academic activities. This can include copying during an exam, using unauthorised notes, or collaborating with other students without instructor consent. Plagiarism is a form of cheating where a student adopts another person's ideas, words, or designs without proper acknowledgment. This can range from direct copying to paraphrasing or mosaicing, where a student intersperses their own words with the copied text. Fabrication involves inventing or counterfeiting information, such as creating results that were not obtained in a study or experiment. Falsification, on the other hand, involves altering or changing results to suit one's needs. Sabotage involves disrupting or destroying another person's work to prevent them from completing an academic activity.

Universities have policies and procedures in place to address academic dishonesty, and it is essential for students to familiarise themselves with these directives to avoid any unintentional violations. While the specific processes may vary, students found guilty of academic dishonesty can face significant repercussions, underscoring the importance of academic integrity and honesty in the pursuit of knowledge.

Appeals process

The appeals process for changing a final grade will vary depending on the university, college, or school. However, there are some general steps that are typically followed. Firstly, it is important to understand that each faculty member has the right and responsibility to determine grades according to their chosen method, as long as it is professionally acceptable, communicated to the class, and applied to all students equally. Prejudiced, arbitrary, or capricious academic evaluation is a violation of a student's rights and is a valid ground for a final grade appeal.

If a student wishes to appeal their final grade, they should first attempt to resolve the matter with the instructor. This involves discussing their questions and concerns regarding the final grade and trying to understand the instructor's reasoning for assigning the grade. This meeting should aim for a mutual understanding of the student's situation and the instructor's actions, ideally resolving any differences in an informal and cooperative manner.

If the issue cannot be resolved directly with the instructor, the student can proceed to the next step, which is to present the appeal in writing using the official grade appeal form. This written appeal should be submitted to the chair of the department that awarded the contested grade. The student must provide a specific and concise statement, citing evidence pertaining to valid grounds for the appeal. The student should also provide the department chair with relevant materials, such as the course syllabus, exam papers, term papers, and a list of any items used in the evaluation that the student cannot provide documentation for.

If the issue remains unresolved after consulting with the department chair, the student can take their appeal to the next level, which may involve a grade appeals committee or the office of the dean of the college or school. This step typically involves the participation of additional faculty members and students. The committee has the authority to screen out frivolous or unsubstantiated appeals and will notify the student, instructor, and department chair of its findings.

If the committee grants a full hearing, the student will have the opportunity to present their case and any relevant evidence to support their appeal. The instructor will also be invited to present their evidence and reasoning for the assigned grade. After hearing both sides, the committee will deliberate and make a decision, which is typically binding and cannot be appealed further. If the committee supports the student's appeal, the instructor will be required to re-evaluate the student's grade using a specific method. The re-evaluation will not be punitive towards the student, and the resulting grade will be final.

It is important to note that each university, college, or school will have its own specific procedures and timelines for the appeals process. Students should carefully review and adhere to the guidelines provided by their institution to ensure their appeal is handled appropriately and promptly. Additionally, there may be a distinction between an appeal and a complaint, with appeals relating to the review of a board of examiners' decision and complaints addressing concerns about the standard of teaching or quality of facilities.

Lost papers

It is important to note that the process of changing grades due to lost papers may vary depending on the policies and guidelines of the specific university or educational institution. In some cases, the professor may need to submit a request for a grade change, providing valid reasons and supporting documentation.

To ensure a smooth process, students should keep records of their submissions, including any relevant dates and details. This can help facilitate a prompt resolution if a paper is lost or misplaced.

Additionally, students should be aware of the established procedures for grade changes at their respective institutions. Understanding the specific guidelines can help them effectively address any issues arising from lost papers or other factors affecting their final grades.

While lost papers can be a source of anxiety, following the established procedures and maintaining open communication between students and professors can help resolve any discrepancies in grading.

Frequently asked questions