Student Grade Appeal Process

Processes for Student Concerns

Grades for Individual Tests, Papers, Projects, Lab Assignments, Clinical Grades, etc.: If a student receives a grade on a test, class paper, project, etc. which the student believes is incorrect or requires further clarification, the student should consult with the class instructor for a review of the graded item(s). Only the class instructor can review or make any changes/corrections to graded items. There are no further steps in this process. Students should attempt to resolve any grading questions prior to the posted date for withdrawing from courses in that semester.
Final Grade Appeal:
When a student has a final course grade determination concern, the student should follow the final grade appeal process. The student must formally initiate the process by October 15 of the current year (for spring or summer grades) and March 15 of the subsequent year for fall grades. In the event the day falls on a weekend, the deadline is extended to the following Monday. If the deadline has lapsed, the grade becomes permanent on the student’s transcript. Steps for this process are:
a. The student must discuss the grade concern with the course instructor in an attempt to initiate communication to resolve the issue.
b. If the matter is not resolved in step 1, the student shall utilize the final grade appeal form and submit the information to the appropriate academic administrator. Any materials related to the computation of the grade must be presented to the academic administrator at step 2 of the grade appeal process. Materials, such as tests, quizzes, papers or assignments, related to the computation of the grade not presented at step 2 of the process may not be considered at step 3 of the grade appeal process. This written grade appeal must be filed with the appropriate academic administrator by October 15 of the current year (for spring or summer grades) and March 15 of the subsequent year for fall grades. In the event the day falls on a weekend, the deadline is extended to the following Monday. If the deadline has lapsed, the grade becomes permanent on the student’s transcript. If necessary, the academic administrator will discuss the grade concern with the student and instructor. The academic administrator will compile all information and forward the complete packet to the appropriate Vice President for step 3 of the process.
Upon receipt of the completed packet from the academic administrator, the Vice President will schedule a meeting with the Academic Appeals Committee, student, and instructor to review how the grade was determined. The Vice President will communicate the decision of the Academic Appeals Committee in writing to the student. The decision of this committee is final and will be reflected on the student transcript. Every attempt will be made to try to have the process concluded within a reasonable time frame.
Incomplete Grade:
Late in a semester, a student may miss for good cause an important assignment, final examination, laboratory experiment, etc. The class instructor may determine with the student that an incomplete grade (I) shall be posted until the student completes the missing assignment(s) or test(s). Only the instructor for the class can determine whether or not an incomplete grade may be issued to a student. The incomplete assignment(s), exam(s), or experiment(s) can only be considered and graded by the instructor who issues the incomplete grade, so a student needs to work closely with the instructor for course completion. If the instructor determines it is appropriate to issue an incomplete, the instructor shall fill out an Incomplete Grade Form to document what work needs to be completed by the deadline date and shall provide a copy to the student. To complete the course, the student must follow the prescribed information for successful course completion. Incomplete work must be completed by the midterm of the semester following the term in which the course was taken. A final grade of “F” is recorded if the incomplete grade is not completed by this date.
Late Withdrawal from Class:
Provisions may be made under unusual circumstances for students who are unable to withdraw due to a documented illness, death in the family, change in work schedule, or complete medical withdrawal. Students need to bring supporting documentation and initiate the late withdrawal paperwork to the Vice President of Academic Services within one year from the posting of the grade on the transcript. The Vice President shall contact the instructor in regards to the request. If the instructor agrees with the late withdrawal request, it will be forwarded to the Late Withdrawal Committee for their review and recommendation. The student will be notified by the Office of the Vice President of Academic Services as to whether or not a late withdrawal was approved. All approved late withdrawals will have a grade change form signed by the course instructor.
Instructional Concern:
If a student is concerned about the instructional quality, teaching methods, course discussion, etc which s/he is experiencing in a class, then s/he should discuss the concern directly with the instructor at an appropriate time beyond instructional hours. It is not appropriate for a student to interrupt class instruction by voicing concerns to the teacher at that time. If a student does not resolve the instructional concern after conversing with the instructor, then the student should discuss the concern with the appropriate academic administrator over the area. The academic administrator will discuss the issue with the instructor.

Frequently asked questions about the Final Grade Appeal Process

Who can help me if I have a question in regards to the grade I received on a test or paper in my class? Questions on grades which you receive during the semester on assignments, quizzes, tests, papers, etc. must be brought to the attention of your course instructor. Only the course instructor can re-grade a paper or review points on a test; no other personnel at the college are authorized to make modifications to the grade or assignments.
When is my grade a part of my permanent college transcript?
Only the final grade for a course is officially recorded on your transcript. Although you receive a midterm grade, that grade does not become your final grade should you decide to suddenly stop coming to a class or withdraw from a course. Midterm grades do not remain on your record and are not your permanent grade. Your final grade in the course is the grade which is part of your permanent college transcript.
Who can help me if I have a question in regards to the final grade I received in my class?
All final grades are determined and established by the instructor of record for a course. Grading policies and calculations for a course are presented to students in the course syllabus. You should always present your grade concern first to the instructor for clarification and analysis.
What if I am not satisfied with the answer my instructor gives me for my grade complaint?
You should follow the official final grade appeal process which is outlined in the SSC catalog. Please remember that the grade you receive should be a record of your performance in the course. You may attend a class in its entirety and still receive a poor grade if your level of work in the course did not reach minimum competencies for that course. The final grade appeal process reviews how your grade was determined. It should be noted that it is not a reason for a final grade appeal if you do not agree with the teaching methods of an instructor.
Who can change my final grade in a course?
No administrator, faculty, or staff member can change your final grade. Only the instructor of record can change a student’s final grade by processing an official grade change. The third step of the final grade appeal process is the only other manner in which a grade may officially be changed if the Academic Appeals Committee determines that a change is warranted. Students should follow step one of the final grade appeal process and have the grade reviewed by the instructor of record. If you do not believe that your grade was correctly determined and you have already discussed your concerns with your instructor, then you should follow steps two and three of the final grade appeal process in the catalog for a further review of your grade.
If the instructor is the only one who can change my grade, why go through a final grade appeal process?
The instructor’s determination of your grade may only be reviewed through this process. If it is determined in the third step of the process by the Academic Appeals Committee that your grade was incorrectly established, that committee can recommend that your official grade be changed to reflect the accurate grade. This process is the only means for reviewing the instructor’s determination of the grade. The Academic Appeals Committee will review how your grade was determined and make a decision to have the grade changed if the documentation presented by you, the student, warrants such a change.
What if I am unable to contact my instructor or academic administrator?
You should make several attempts to contact the individual before you seek out other assistance. The departmental secretaries can assist you in determining who you should speak to about your grade concern.
What information must I present in order for a final grade appeal to be valid?
You are responsible for showing the grade inaccuracy or discrepancy if you believe that there is one. To make a final grade appeal based upon a “feeling” that the grade does not reflect your work is not sufficient. The student must present any information which validates the grade problem. If the instructor did not return materials to students, then the instructor will need to provide that information in the final grade appeal process.
How long do I have to appeal a grade?
You have until October 15 of the current year (for spring and summer grades) and March 15 of the subsequent year for fall grades. (In the event the day falls on a weekend, the deadline is extended to the following Monday. You must initiate the paperwork for a final grade appeal with the appropriate academic administrator within that timeframe. After that point in time, the grade becomes permanent on your transcript.
How long does the grade appeal process take?
I need this grade changed quickly! No grade can be changed on the same day in which someone brings in their grade concern. Good record keeping practices and grade integrity dictate that we need to follow a well-documented route for any grade change that occurs. Please realize that a transcript grade is an official college record, and you should not expect that it can be changed within minutes. Since the final grade appeal process exists so that students may initiate a thorough review of their grades when there are questions, the process does require time to make the grade review meaningful. We will do our best to keep the grade appeal process moving within a reasonable timeframe, but it is your responsibility to comply with the necessary paperwork and documentation involved in the process.
Is a late withdrawal (W) a grade change?
Yes. We have deadlines printed and published each semester for all students to know the exact dates for withdrawing from classes. Your instructor issues a grade to all students who remain on the class roster after the last day to withdraw from courses. Therefore, any requests to withdraw beyond the posted deadline date are considered grade changes. There is a separate process – not the grade appeal process - for requesting a late withdrawal.
Should I pursue a grade appeal if I am requesting a late withdrawal?
No. Should an unusual situation arise (for example you were in the hospital during the timeframe when the last day to withdraw occurred) and you are unable to complete your withdrawal by the deadline date, you may utilize the “request for a late withdrawal” process rather than the grade appeal process.

Transcripts

Unofficial transcripts can be obtained by each student by accessing SSC Self Service. The Records Office does not provide unofficial transcripts. Certificate and degree information will not be included in an unofficial transcript. Only Official transcripts obtained from the Records Office will include the posting of certificates and degrees.

To request an official transcript, visit the Business Office during normal business hours. Requests must be made in writing and must contain the complete mailing address of the recipient of the transcript, the social security number, date of birth, name, signature and current address. A fee of $8.00 is charged for each transcript. All same day and overnight requests must be received before 2 p.m. in order to be processed that same day. See page 24 for a full list of transcript fees.

Once a student has been enrolled in credit courses, their academic information becomes protected under the FERPA (Family Educational Rights and Privacy Act of 1974). Only the student may request the transcript.
The College reserves the right to withhold transcripts or enrollment status information for any person who has unpaid financial obligations. For additional information contact the Records Department, (708) 225-5814. Please note that a “partial” transcript is not available. All transcripts are mailed out and are not available for immediate pick up. South Suburban College is not responsible for transcript delivery once paperwork leaves our building.

Students with foreign transcripts must have transcripts (high school and/or college) evaluated by Educational Credentials Evaluators, Inc. (ECE) prior to the first semester of attendance at SSC and are responsible for the payment of any ECE evaluation fees.

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