VI. Final Grade Disputes & Other Academic Concerns

A. Final Grade Disputes

Students have the right to challenge their final grade in any class.

• Students wishing to challenge their final grade should follow the process outlined below. Students wishing to challenge a grade in a class they are currently taking should speak with their instructor.
• Most grade disputes are resolved during step 1.
• Records of all grade disputes will be kept in the Office of Registration and Records in accordance with New York State’s Records Management policies.

Step 1 - Instructor/Student Conference

Any student wishing to challenge their final grade should submit an “Academic Concern” form and select “Grade Dispute.”

• The student must submit the form by March 1^st following a Fall or Winter class, or October 1^st following a Spring or Summer class.
• The form will prompt a meeting between the student and instructor.*
  • The instructor will schedule a meeting with the student within 2 weeks.
  • The student should bring all related materials, such as tests, papers, or assignments, to the meeting.
  • The instructor will use the stated grading policy and assigned grades to show how the final grade was calculated.
  • Comparison to other students’ work is a violation of privacy and cannot be discussed.
• The decision resulting from the meeting on whether to change the grade will be recorded on the “Grade Dispute” form. If the student is satisfied with the outcome, the process ends here.
• A copy of the form will be shared with the student, instructor, and the Office of Registration and Records. If a grade change is required, the Office of Registration and Records will update the grade.

*If the instructor is unavailable, the request will go to the Department Chairperson instead. The Department Chairperson will use the grades and records left behind by the instructor to determine how the final grade was calculated.

Step 2 - Faculty Committee

If the dispute is not resolved during step 1, the instructor will forward the student’s form to the Department Chairperson, who will explain the rest of the process and begin step 2.*

• The student will provide a written statement, using the same “Grade Dispute” form, that explains why they feel the grade is incorrect and attach any supporting documentation by March 31^st for Fall or Winter grades or October 31^st for Spring or Summer grades. In the event of extenuating circumstances, the deadline may be extended.
• The Chairperson will form a committee of 3 department members to review the student’s statement and instructor’s response and schedule a meeting.
  • The student and instructor may provide a final written statement with supporting materials to the committee no later than one week before the scheduled meeting. The committee will share these materials with the student and instructor for review.
  • The student and instructor may bring a person to support them in the meeting, as long as the person is not already part of the committee.
  • One member of the committee will be appointed to record meeting minutes.
• The committee will either determine an appropriate grade change or deny the student’s request. The committee will provide a written report of their decision through the “Grade Dispute” form, which will be shared with the student, instructor, Department Chairperson, and the Office of Registration and Records.
• If both the student and instructor are satisfied with the committee’s decision, the process ends here. If a grade change is required, the Office of Registration and Records will update the grade.

*If the Department Chairperson is also the student’s instructor, the request will go to the Academic Dean instead. The Dean will assign another instructor in the department to begin step 2, in consultation with the Department Chairperson.

Step 3 - Final Appeal

If the student or instructor disagrees with the committee’s decision, they may appeal to the Chief Academic Officer within 4 weeks of receiving the committee’s decision.

• Any new information and supporting materials should be submitted to the Chief Academic Officer through the “Grade Dispute” form.
• The Chief Academic Officer will determine whether a meeting is necessary.
• After careful consideration of the information and materials presented, the Chief Academic Officer will provide a written decision to the student, instructor, committee, and the Office of Registration and Records. If a grade change is required, the Office of Registration and Records will update the grade.
• The decision of the Chief Academic Officer is final.

B. Other Academic Concerns

Other Academic Concerns may occur when a student is dissatisfied with something related to a specific class or instructor, other than grades.

• Examples of other academic concerns may include lack of access to necessary course materials, conflicts with a classmate, or an instructor consistently being late or cancelling classes.
• To report an academic concern, the student should submit an “Academic Concern” form and select “Other Academic Concern.”

Step 1 - Instructor/Student Conference

The form will be received by the instructor, with the goal of resolving the issue at this level.*

• The instructor will schedule a meeting with the student within two weeks after receiving their form. The goal of this meeting is to have a constructive conversation about the student’s concern outside of the classroom.
  • The student should bring any related materials to the meeting.
• After the meeting, the instructor will enter a summary of the meeting on the “Academic Concern” form. If the student is satisfied with the result of the meeting, the process ends here.

*The student may request that their form be sent to the Department Chairperson instead of their instructor if they are not comfortable talking to their instructor. In this case, the Department Chairperson will coordinate step 1 and they will have a conversation with the student about whether the concern should be shared with the instructor.

Step 2 - Department Level Discussion

If the student is not satisfied with the result of the meeting in step 1, they may send their request to the Department Chairperson for further discussion within two weeks following the meeting.*

• The Department Chairperson will first schedule a meeting with the student to review their concern. The student should bring any related materials to the meeting.
• After meeting with the student, the Department Chairperson will schedule a separate meeting with the instructor.
  • The Department Chairperson may schedule a meeting where both the student and instructor are in attendance.
•  After all discussions have concluded, the Department Chairperson will enter their decision on the “Academic Concern” form. A copy of the form will be shared with the instructor and the student.

*If the Department Chairperson is also the student’s instructor or the student already contacted the Department Chairperson in step 1, the student’s request will go to the Academic Dean instead. The Academic Dean will assign another instructor within the department, in consultation with the Department Chairperson, to assist the student and coordinate step 2.

Step 3 - Final Appeal

If either the student or instructor are dissatisfied with the Department Chairperson’s decision, they may appeal to the Chief Academic Officer (CAO).

• The student or instructor will provide a summary of the concern and the reason(s) why they are dissatisfied with the Department Chairperson’s decision, as well as any new information and supporting materials, using the “Academic Concern” form.
• The Chief Academic Officer will review the request, provided materials, and the Department Chairperson’s review to make a decision.
  • The CAO may schedule a meeting with the student, instructor, and/or Department Chairperson as they deem necessary.
  • The CAO will communicate their decision to the student, instructor, and/or Department Chairperson using the “Academic Concern” form.
  • The decision of the CAO is final.