Psychology Department (Revised April 1987) "The office of Student Academic Affairs (formerly the LS&A Administrative Board) shall insure that each department has an efficient procedure for dealing with student complaints regarding alleged unfair or improper grading, and shall insure that these procedures are followed in individual cases." - Faculty Code A.205, 1984 edition Normally students accept the instructors' evaluation of their work. Nevertheless, there are instances when a student feels that his or her academic performance has been unfairly or improperly graded. Typical complaints include prejudice, capricious changes in the course requirements, and lack of uniformity in judgment applied. When these charges arise, discussion and arbitration can bring out the facts to ascertain if there is a wrong which should be righted. However, such hearings are not intended to dispute the instructor's right to make his or her own evaluation of a student's work. Students and the members of the departmental teaching staff should know the avenues for handling grade grievances, as set forth below. These procedures are distributed to each member of the departmental teaching staff and are posted for student review and available to students on request. Grounds for a Grade Change The case must be an unjust grade, and the student needs to make the case. Dissatisfaction with a grade alone is not sufficient for an appeal. Grade appeal procedures are available only for review of alleged capricious grading, and not for review of the judgment of an instructor in assessing the quality of a student's work. Capricious grading, as that term is used herein, constitutes any of the following: (1) the assignment of a grade to a particular student on some basis other than performance in the course; (2) the assignment of a grade to a particular student by resort to more exacting or demanding standards than were applied to other students in that course; (3) the assignment of a grade by a substantial departure from the instructor's previously announced standards. Correction of clerical errors does not require grade appeal procedures; the instructor fills out a Supplementary Grade Report. We recognize that an unjust grade should be changed, and that students need and deserve a means of redress. This is provided by the establishment of a grade appeal procedure. On the other hand, the committee that is called upon to hear an appeal by a student must acknowledge that it cannot possibly share the instructor's familiarity with the subject matter of the course or with the specific materials used in it. The committee must also acknowledge that there is an inevitable minimum of imprecision in grading, and that the difference between a C+ and a B-, for instance, is hardly one that can, or should, become a matter for detailed litigation. The committee, in judging a single case, cannot know the range of excellence of the students in the class, and it should be cautious about raising the grade of one individual, lest it thereby diminish the apparent achievements of other students who may have done better and whose original grade may have been higher. A grievance based on the argument that one instructor's grading standards are stricter than those of others will not be pursued. For all these reasons, students contemplating appeals should be warned that the review committee will not, and must not, place their judgment over that of the instructor involved except in clear cases. The burden of proof in challenging a grade once given must rest on the student. In all cases of a reasonable doubt, the grade once given will be approved. Time for a Review of a Contested Grade It is imperative that a student first attempt to resolve a grade grievance by conference with the instructor of the course. This conference should occur within three weeks of receiving the grade. If setting up such a conference is impossible, due to off-campus activities of either the faculty member or the student, the student should inform the Ombudsman of the Department in writing of his/her intent to pursue a grievance. If the student and instructor cannot resolve the complaint, the student has recourse to the Ombudsman (described below). If the student and Ombudsman cannot resolve the complaint, the student has recourse to the grade appeal committee (described below). The department's obligation to handle a grade complaint is limited to a maximum of one term after the course in question. Grade Appeal Procedures Step One - Consultation with the Instructor Any student who believes a final grade in a course is unfair must meet with the instructor of the course within three weeks following receipt of the grade. If the instructor was a Teaching Assistant, the student should also meet with the faculty coordinator or supervisor. It is hoped that any dispute concerning the grade may be resolved at these meetings. Step Two - Consultation with the Ombudsman If the student is not satisfied with the result of Step 1, and still believes the grade was unjust, he/she may consult with the Department Ombudsman. The Ombudsman will arrange a meeting with the student and with the teacher who gave the grade in question. If the Ombudsman concludes that the complaint is justified, he or she will counsel the teacher regarding appropriate steps which might be taken. On the other hand, if it is concluded that the complaint is not justified, the student will be so informed, in writing, with a copy to the teacher. This step may be omitted by a graduate student, if he/she wishes. Step Three - Request for an Appeals Hearing If the student or instructor is dissatisfied with the decision of the Department Ombudsman, the student or instructor may request in writing a hearing on the grade complaint. The letter should contain full details on the nature and circumstances of the alleged injustice. Step Four - Grade Appeals Hearing Membership For an undergraduate plaintiff, the appeals committee shall consist of two faculty members and two undergraduate students from the Committee on Undergraduate Studies (CUS). In the event that the undergraduate members know the plaintiff, alternates will be chosen by the Chair of CUS, from Psi Chi and/or the Undergraduate Psychology Society. For a graduate student, the appeals committee shall consist of two faculty and two graduate students from the Department Graduate Committee. In the event that these graduate student members know the plaintiff, the graduate student members on CUS may serve. The membership of appeals committees need not be fixed, and may fluctuate from case to case. Procedure Where possible, student and instructor should appear before the committee at the same time. The student should bring whatever written materials exist from the course. The instructor should provide the prospectus, roll book, unreturned exams, and so on to the extent pertinent to the complaint. A copy of the student's letter of complaint will be sent to the instructor prior to the hearing. The Ombudsman's letter and materials will be available to the committee; the Ombudsman may be asked to appear. If a teaching assistant is involved in the complaint, both the teaching assistant and the instructor in charge of the course must appear. The entire appeal procedure shall be in strict confidence. Time The Appeals Committee must meet within four weeks of the receipt of the student's request for an appeals hearing. The student and faculty must be informed in writing of the time and place of the hearing. Action The Appeals Committee must state its final decision in written letters to the plaintiff and the instructor, with a copy sent to the Assistant Dean for Student Academic Affairs. Changes of grade, if so recommended and agreed to by the instructor, can only be made by the instructor, not by a teaching assistant. The change of grade sheet will need to be accompanied by a letter from the Undergraduate or Graduate Chair supporting the change. In those cases in which the committee may believe that, short of recommending a change in course grade, the student deserves some consideration (e.g., a retroactive withdrawal from the course, additional time to write a final or prepare a paper, a change in grading from letter grade to pass/fail), the Assistant Dean for Student Academic Affairs may be consulted for assistance in effecting such changes. Any changes need to be acceptable to the student and instructor. If the instructor chooses not to abide by the Appeals Committee's final decision, the committee should send a letter to the student for his/her file, and a letter to the Department Executive Committee for the Instructor's department file. Once the undergraduate student has exhausted the grade appeal procedures within the department, there is no further appeal available in the College or within the University. The graduate student who wishes to pursue the grievance further moves instead to the Rackham Appeal Procedures. 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