Appeal of Final Grade

Administrative Procedure 4.403

Purpose

The purpose of the grade appeal process is to allow students to appeal the final grade for a course under specific, limited circumstances. The grounds for a student appeal shall include the following:

1. The grade was based on an error in calculation.
2. The grade that is assigned is based on one or more of the following:
   
   1. The grade was based on criteria other than those established in the syllabus and course materials.
   2. The grade was determined on some basis other than the student’s performance in the class.
   3. If the grade was due to an academic integrity violation and the decision was not communicated to the student as stated in Administrative Procedure 4.407 Academic Integrity. In such cases, the student should contact the Dean of Students to pursue resolution through the process outlined in 4.407.

Students who have questions about the Final Grade Appeal process are encouraged to contact the Academic Dean or Dean of Students to seek guidance.

Calculation of Time Periods

For the purposes of this policy, the term “days” will refer to any day the college is open, Monday through Friday. The Vice President of Teaching, Learning, and Student Development (TSLD) may extend timelines under certain circumstances (e.g., when faculty are not available for consultation).

Grades Affecting Graduation

If a student appeals a grade where the outcome of the appeal could affect the student’s ability to graduate, all parties agree to handle the appeal in the most expedient manner possible, all time frames above notwithstanding.

Appeal Process

The sections below describe the process for appealing a final grade.

Phase I: Informal Resolution

The purpose of Phase 1 is for the faculty member and the student to resolve the disagreement following and documenting these steps:

Step 1:

Using the student’s ECC-issued email account, the student must contact the faculty member using the email listed in the syllabus, within ten (10) days from when the final class grade is due (the Monday following the last scheduled class meeting date) with a written request for a review and detailed accounting of the grade inclusive of all methods in which students receive points/grades as well as explanations of any class policy violation. 

Step 2:

The faculty member must email the student an explanation to their ECC-email account, addressing the concern raised in the appeal within five (5) days of its receipt. Should faculty fail to submit an academic integrity violation, in accordance with Administrative Procedure 4.407, an integrity violation cannot be used as the sole reason a student fails the course.

If the student and faculty member cannot reach an agreement within 5 days, or if the faculty member is unavailable or unresponsive, the student may move on to Phase 2.

Phase 2: Division Review

The purpose of Phase 2 is to allow for independent review of the student’s appeal by following and documenting these steps:

Step 1:

To formally appeal a final grade, the student must submit a Grade Appeal Form - PDF. The form must include the informal resolutions response from the faculty member along with relevant course documentation related to the appeal (e.g. graded tests/papers, assignment sheets, rubrics, etc.) to the appropriate Academic Dean for review within five (5) days of receiving the faculty member’s response (or if five (5) days has passed with no faculty response). 

Step 2:

Within ten (10) days of receiving the appeal, the Dean or designee will review the documentation to determine if the appeal has merit. If the Dean determines that the appeal has merit, the Dean will work with the faculty member and the student to resolve the grade issue in a manner that is agreeable to both the faculty member and the student. If such a solution is determined, the Dean and faculty member will work together to implement the solution as noted in Phase 4, Step 1.

Step 3:

If such a solution is not found within ten (10) days, the Dean will forward the Dean’s recommendation(s) to the Vice President of TLSD, to proceed to Phase 3, and copy the student, and the faculty on that recommendation.

If dissatisfied with the Dean’s recommendation, the student or faculty member may submit a written appeal to the Vice President within five (5) days of the Dean’s recommendation to proceed to Phase 3.

Phase 3: Vice President/Committee Review

The purpose of Phase 3 is to provide due process for students and faculty by following and documenting these steps:

Step 1:

If the Vice President of TLSD upholds the Dean's recommendation to deny the student’s grade appeal, then the Vice President's decision is final. The student shall be notified within five (5) days and the appeal case shall be considered closed.

Step 2:

If the Vice President of TLSD determines that the appeal has merit or believes that additional consideration is warranted, within five (5) days of receiving that written appeal, the Vice President will notify Elgin Community College Faculty Association (ECCFA) of the need to appoint and convene a Grade Appeal Advisory Committee. The Vice President, in consultation with ECCFA, is responsible for ensuring that those designated to serve are neither directly involved with the concern, nor have any other conflict of interest. The committee will be comprised of the president of the student senate and three faculty members from three different academic disciplines, including one from the course discipline or closely related field and two from outside of the course discipline.

Step 3:

ECCFA will consult with the Vice President of TLSD and will select these members within ten (10) days of receipt of the request. After ten (10) days, if ECCFA is unable to fulfill the request, the Vice President shall appoint, in consultation with ECCFA, the faculty representatives for the committee. The faculty members will elect the chair of the committee.

Step 4:

The committee will hold hearing(s) wherein the student and the faculty member may present their positions and provide documentation. The committee may ask questions of the student and/or faculty member. All hearings shall be confidential. The student and the faculty member each have a right to be accompanied by an advisor who is there to observe and support but may not comment during hearing deliberations. As this step is an internal College procedure, neither party may be represented by an attorney at any step in this process. 

Step 5:

The committee shall review the evidence and make a written recommendation to the Vice President of TLSD within three (3) days of the last hearing. The Vice President may accept or modify the Grade Appeal Advisory Committee’s recommendations and may determine additional sanctions or responses, as necessary. The Vice President will notify the faculty member, the student, the appropriate Academic Dean, and the chair of the Grade Appeal Advisory Committee of the Vice President’s decision within five (5) days of receiving the Committee’s recommendation.

Phase 4: Resolution

The purpose of Phase 4 is to implement the findings of the grade appeal process by following and documenting these steps:

Step 1:

If the Academic Dean (in Phase 2) or the Grade Appeal Advisory Committee (in Phase 3) finds merit in the appeal, the faculty member will be given an opportunity to change the student’s grade prior to the Dean or Committee reporting to the Vice President of TLSD. The Dean or Chair of the Grade Appeal Advisory Committee will notify the Vice President of the faculty member’s decision in their report to the Vice President.

Step 2:

If, after all appropriate steps, the grade appeal has been granted and the faculty member refuses to change the grade, the Vice President of TLSD will change the grade administratively and notify the student.

This policy was last reviewed on 11/14/2025.