Student Instructional Concerns and Grade Appeals
Purpose
College Procedure 4.0300 assists students and faculty in resolving student academic concerns, including, but not limited to, grade appeals. The purpose of this procedure is to outline the steps to be followed to address student academic concerns and grade appeals. Traditionally, a student's grades are considered permanent once they have been submitted by the professor to the Records and Registration Office. This process typically occurs on the final day of the term. Any student who asserts that there are grounds upon which to request a grade change may file a grade appeal according to the procedure specified herein.
Grade appeals must be filed by the student before the expiration of the successive term in which the grade was earned.
Procedure
- Informal Conference: The student shall request a conference with the professor involved. This initial conference is an informal meeting at which the student may present information regarding his/her academic concern/grade change request. Every effort should be made by the student and the professor to resolve the issue at this level.
- Written Appeal: If the issue has not been resolved within 10 college working days of the request for the initial conference, either because the student and professor have been unable to resolve the issue informally or because the professor is unavailable, the student may file a Written Statement of Student Academic Concern/Grade Appeal Form with the appropriate immediate supervisor(s) of the professor (program coordinator, or specialist, director, manager or associate dean).
The form must document the initial conference or attempts to schedule an initial conference and will be given to the professor by his or her supervisor at least five college working days before any further meetings are convened. A professor will not be required to respond to any Written Statement of Student Academic Concern/Grade Appeal Form that does not have information regarding specific dates, times, materials involved or any other pertinent information necessary to clearly identify the basis for the academic concern or requested grade change.
The immediate supervisor(s) shall review the form and may meet with the student and professor individually, or together in an attempt to resolve the issue(s) identified within the appeal.
- Review by Dean/Associate Vice President: If either party in the dispute wishes further appeal beyond the professor's immediate supervisor(s), the aggrieved party may request a hearing with the appropriate academic dean/associate vice president within 10 college working days of the decision of the immediate supervisor(s). At such time, the form shall be updated with an account of previous actions taken and sent to the appropriate dean/associate vice president. Upon receipt of the form, the dean/associate vice president will work with the parties in an attempt to resolve the conflict within 10 college working days of the receipt of the written appeal.
- Review by Vice President for Academic Affairs: If either party in the dispute wishes further appeal beyond the dean/associate vice president, the aggrieved party may request a hearing with the Vice President for Academic Affairs within 10 college working days of the dean's/associate vice president's decision. Documentation of actions taken at each prior level will be provided to the Vice President by the aggrieved party requesting the appeal. The Vice President for Academic Affairs will review the previous actions, confer with the dean/associate vice president, and meet, as appropriate, with the student, professor, immediate supervisor(s) and dean/associate vice president in an attempt to resolve the issue presented.
- Final Disposition: If the student's academic concern/grade appeal remains unresolved after compliance with the steps outlined above, the Vice President for Academic Affairs will conduct a timely final review of the student's academic concern/grade appeal and issue a final written determination. The determination of the Vice President for Academic Affairs shall constitute the final disposition of the student's academic concern/grade appeal.
The Admissions and Graduation Committee
The Admissions and Graduation Committee responds to student concerns that may not be clearly defined by the admission and graduation policies. Areas of consideration include, problems faced by students with physical disabilities and fulfillment of graduation requirements. Petitions shall be addressed to the Associate Vice President of Student Recruitment and Enrollment (as committee chair), who will arrange for the committee to consider the case. Appeal decisions shall be forwarded to the appropriate vice president by the Committee. Recommendations of the Committee for improvement and change will be made through the Vice President for Student Affairs.
The Petitions Committee
The Petitions Committee considers written appeals on such matters as suspensions, appeals for fourth-attempt, exemption from the full cost of instruction, and administrative record changes which may result in a refund. To be heard by the Committee, students must submit a written petition to the College registrar prior to the end of the following semester. The registrar will arrange for the Committee to review the case. Recommendations of the Committee for improvement and change will be made to the Vice President for Student Affairs.
Student Concerns and Complaints
Purpose
College Procedure 3.0800 outlines the steps to address student concerns (non-instructional) or complaints that a policy or procedure of the College has been incorrectly or unfairly applied in their particular case, or to bring a complaint or grievance against an employee's behavior. The following steps have been established to address complaints not covered by the following procedures:
- Student instructional and faculty concerns and grade appeals are to be resolved according to Procedure 4.0300.
- Discrimination complaints are to be addressed according to Procedure 2.1800.
- Students may appeal for tuition refunds according to Procedure 5.0450 by using the College’s petitions process overseen by the Registrar’s Office.
- Students may appeal decisions related to their access to courses and credit granted toward the degree, according to F.S. 1006.51, by appealing to the office of a College ombudsman.
Procedure
- Informal Conference: The deans of students on each campus serve as the student conduct officer. They are resources to help resolve issues and concerns. Student concerns or complaints can be directed to the student conduct officer to assist in resolution and identification of individuals involved. Most student concerns or complaints can be resolved through direct communication between the student and employee involved. The student shall request an informal conference with the employee involved. This conference is an informal meeting at which the student may present information regarding his/her concern. Every effort should be made to resolve the issue at this level.
- Written Appeal: If the issue has not been resolved within 10 college working days of the request for the initial conference, either because the student and employee have been unable to resolve the issue informally, or the employee is unavailable, the student may file a Written Statement of Student Concern or Complaint and submit it to the dean of students at the campus where the incident occurred. The dean of students will inform the immediate supervisor of the person against whom the complaint is being made. To accommodate the distance learning student, the written statement of student concern or complaint may be submitted electronically. The campus dean of students is responsible for keeping a record of all written student complaints submitted at their site and will be copied on all correspondence regarding the concern or complaint.
The written statement must document the informal conference or attempts to schedule an informal conference. It should describe the complaint in the clearest possible terms, provide relevant facts upon which the allegation is based, and must be signed by the student.
The immediate supervisor(s) shall review the written statement and may meet with the student or employee individually or together to try to resolve the issue(s) raised in the written statement. The immediate supervisor(s) will send the student and the employee against whom the complaint was brought, a written decision about the situation within five College working days.
- Review by the Next-level Supervisor: If either party wishes further appeal beyond the employee's immediate supervisor, the aggrieved party may request a hearing with the appropriate next-level supervisor within five College working days of the decision of the immediate supervisor. At such time, the written statement shall be updated with an account of previous actions taken and sent to the appropriate dean of students for referral to the next-level supervisor. Upon receipt of the written statement, the next-level supervisor will work with the involved parties in an attempt to resolve the conflict within five College working days of receipt of the written statement. The next-level supervisor will send a written decision to both parties within five College working days of having received the written statement.
- Review by The Vice President: If either party wishes further appeal beyond the next-level supervisor, the party may request a hearing with the vice president responsible for the program or employee at issue. The request for a hearing with the vice president must be made within 10 College working days from when the next-level supervisor sent the written decision. The vice president will review the previous actions and meet, as appropriate, with the student, immediate supervisor, and next-level supervisor to resolve the issue(s). The vice president will send a written summary to both parties within 10 College working days of having received the written statement. The determination of the vice president shall constitute the final disposition of the student concern or complaint. The final disposition cannot be appealed.
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