Faculty Handbook – Grade Appeals

The following procedures are specified for filing a formal grade appeal. Appeals of program dismissals, sanctions for academic misconduct or other appeals of an academic nature shall follow analogous procedures beginning at the appropriate level. For example, the appeal of a program dismissal by an academic dean would begin with a discussion with the academic dean, followed directly by an appeal to the Academic Appeals Committee.

For the purposes of this policy, “academic dean” refers either to the dean of a college or to an associate dean of that same college designated by the dean to handle the relevant academic matters.

Preconditions for a Formal Grade Appeal: In the event a student questions the appropriateness of a grade assigned for a course or the results of another critical component of a degree requirement (e.g. oral exam, juried exhibition, thesis, etc.), the student must first discuss the matter with the faculty member(s). These discussions between the faculty member and student should be initiated by the student as soon as possible after the grade is assigned, but no later than six (6) academic days following the disclosure of the grade to the student. The faculty member is expected to respond within five (5) academic days of the initiation. If there is no response from the faculty member, the student may present the issue directly to the department chair. If the faculty member(s) agrees to change the grade/decision, the normal process for changing a grade shall be followed. If the student wishes to appeal the faculty’s decision after these discussions, the student must follow the formal grade appeals process outlined below.

NOTE: An academic day is defined as a school day on which TCU classes are meeting. Initiation of the discussion is any attempt to contact the faculty of record, or chair of the examination committee in the case of a candidacy exam or thesis/dissertation defense, about the grade, including email or other written correspondence (recommended), personal meeting, and telephone call or message.

Formal Grade Appeal

1. Appeal to the Department Chair or appropriate administrator (see Dean’s Office for appropriate administrator). The student may appeal the faculty decision in writing to the department chair or appropriate administrator within 15 academic days of the first day of the next long semester if a satisfactory resolution is not reached in the initial discussion with the faculty. Exceptions to deadlines set forth herein for students in unusual circumstances (for example, studying abroad) may be granted in writing by the dean of the college/school in which the course (or critical component) was offered. An exception also may be granted by the Provost/Vice Chancellor for Academic Affairs. The department chair or appropriate administrator will become familiar with the facts of the case by communicating with the student and the faculty member(s). The parties have a right to meet with the chair without the other party present. The faculty member or examination committee chair will respond in writing to the department chair concerning the student’s appeal. At any point in the appeals process, the appealing student has the right to request and obtain copies of any materials relating to the student that have been shared with others to justify the grade or other issue under appeal. The department chair or appropriate administrator may either accept or deny the student’s appeal. The chair will notify the student and faculty member(s) of the decision in writing within 10 academic days of receiving the appeal. If the department chair accepts the student’s appeal, and no further appeals occur, the chair will initiate a grade change through the dean of the college. EXCEPTIONS – If the department chair is involved in the appeal as the faculty member (or as one of the faculty members), the chair of the department advisory committee will assume the department chair’s role in the appeal process. If the department does not have a department advisory committee, the chair of the school or college advisory committee will assume the department chair’s role in the appeal process.

2. Appeal to the Academic Dean. The chair’s position may be appealed in writing by the student or faculty member(s) to the appropriate dean within 10 academic days of the department chair’s decision. The dean will become familiar with the facts of the case by reading the prior appeal documents and communicating with the student, faculty member(s) and department chair. The parties have the right to meet with the dean without the other party present. The academic dean will notify the student, faculty member(s) and department chair of their decision in writing within 10 academic days of receiving the appeal. If the dean upholds the student’s appeal and no further appeals occur, the change of grade shall be reported by the dean to the registrar’s office. EXCEPTIONS – If the dean of the college or school is involved in the appeal as the faculty member, the appropriate associate dean will assume the dean’s role in the appeal process.

3. Appeal to the Academic Appeals Committee. The dean’s decision may be appealed in writing by the student, the faculty member(s) or the department chair to the Academic Appeals Committee within 10 academic days of the dean’s decision. The Academic Appeals Committee will follow the appeals procedures in the Academic Appeals Committee Policy which may be obtained in full from the chair of the committee or the Provost’s office. The appeal by the student, the faculty member(s) or the department chair will be sent to the Academic Appeals Committee chair in writing. The material corresponding to the appeal should include a letter to the committee discussing the reason for the appeal and all pertinent documents that support the appeal. When the appeal is received, the committee chair will ask the appropriate dean for all written documents pertaining to the appeal. Once the committee chair receives the documents, the chair will convene a hearing panel and distribute the documents to the hearing panel members for review. During the review of the material, the chair may request other documents pertaining to the appeal. The chair will set a date for a hearing that will include the appropriate committee members, the student and the faculty member(s). The chair will request that the dean or a designee be present to represent the college or school. A hearing will take place at which time all parties will have an opportunity to discuss their case and committee members will ask questions to better understand the appeal. The committee will confer and come to a decision on whether to support the appeal or not. All parties will be notified in writing of the committee’s decision within 10 academic days of the hearing. If the committee upholds the student’s appeal and no further appeals occur, the chair will advise the appropriate dean to report the change of grade to the registrar’s office.

4. Appeal to the Provost. The student, dean, faculty member(s) or department chair may appeal the Academic Appeals Committee’s decision to the Provost of the University in writing within 10 academic days of the committee’s decision. All questions pertaining to the appeals policy and procedures should be addressed to the chair of the Academic Appeals Committee or the Provost’s office.