1
E
ASTERN
I
LLINOIS
U
NIVERSITY
Grade Appeal Policy
Introduction
Eastern Illinois University faculty members are responsible for assigning appropriate grades. The
University will not review the judgment of a faculty member in assessing the quality of students’ work. If,
however, a student believes that a faculty member improperly assigned a semester grade due to one or
more of the Grounds for Grade Appeal, as described below, the student may appeal the grade by
following the procedures described in this policy. Students are responsible for reading the Grade Appeal
Policy and for complying with all procedures and meeting the deadlines established in the policy. All
grade appeals are handled individually.
Grounds for Grade Appeal
The procedures described in this policy are available only for appeal of a semester or term grade based
on one or more of the following reasons:
1. A mathematical error in calculation of the grade or clerical error in recording of the grade that
remains uncorrected;
2. The assignment of a grade to a particular student by application of more exacting requirements
than were applied to other students in the course;
3. The assignment of a grade to a particular student on some basis other than performance in the
course;
4. The assignment of a grade by a substantial departure from the faculty member’s previously
announced standards.
Informal Conference with Faculty Member
Before initiating a formal grade appeal, a student who believes that a semester or term grade was
improperly assigned must confer promptly with the faculty member who assigned the grade. If the
conference does not result in a mutually agreeable resolution, the student may request formal review of
the grade as described below.
If the faculty member who assigned the grade is not available -- because of sabbatical, resignation,
reassignment or other reason -- the student should contact the chair of the department in which the
course was offered. If the chair determines the faculty member is not available for informal conference,
the chair will authorize the student to proceed with the formal grade appeal.
Formal Grade Appeal
Grade Appeal Request
A student may request a grade appeal only by completing all of the following steps:
1. Complete a Grade Appeal Request using Form 1 available at the Grade Appeal web site;
2. Make copies of any relevant support materials; and
3. Submit hard copies (paper documents) of the completed Grade Appeal Request and support
materials to the chair of the department in which the course was offered.
Deadline for Grade Appeal Request: The Grade Appeal Request and support materials must be
received by the department chair no later than the following:
For a course taken in the fall semester, the Grade Appeal Request must be received no later
than the Midterm Day of the following spring term.
For a course taken in the spring semester or summer term, the Grade Appeal Request must be
received no later than the Midterm Day of the following fall term.
Department Chair Review
Purposes
2
To serve as the initial, administrative contact in the formal grade appeal process; and
To facilitate a resolution of the grade appeal issue that is mutually agreeable to the faculty member
and student including changing the grade.
Procedures
Upon timely receipt of the Grade Appeal Request, the department chair will:
1. Verify that the student and faculty member completed the required informal conference. If the
informal conference has not occurred, the chair will postpone any further action until that
conference is completed or until the chair determines that the faculty member is not available for
an informal conference.
2. Provide written acknowledgment of the Grade Appeal Request to the student and written
notification of the Grade Appeal Request to the faculty member.
3. Provide a copy of this Grade Appeal Policy to the student and faculty member and address any
questions raised by them.
4. Schedule a Chair Review Meeting with the student and faculty member at a mutually convenient
time. If the faculty member is unavailable for a meeting, the department chair will request that the
faculty member provide documentation of the basis of the grade and may appoint another faculty
member in the department to serve as a representative for the faculty member who assigned the
grade.
5. Conduct the Chair Review Meeting providing an opportunity for both parties to explain their
positions orally and/or through written documents.
6. Prepare a written summary of the meeting that, at a minimum, includes the following:
a statement of whether any of the grounds for an appeal were valid,
a statement of whether the grading issue was resolved to the satisfaction of the student
and faculty member; and
a statement of whether the student and faculty member agreed to a change of grade.
The chair may include in the written summary other information that s/he deems relevant.
7. Notify, within five working days after the Chair Review Meeting, the student and faculty member
that the summary of the Chair Review Meeting is available at the department office and arrange
for signing and distribution of the summary and Form 2 Receipt of the Summary of the Chair
Review Meeting in accordance with the directions on that form.
Request for Review by the College Grade Appeal Committee (CGAC)
If no mutually agreeable decision has been reached, the student may request review by the College
Grade Appeal Committee, only by signing and submitting a copy of Form 2, Part B to the dean of the
appropriate college or school. Appeals for undergraduate students are submitted to the dean of the
college in which the course was offered. Appeals for graduate students are submitted to the Dean of the
Graduate School. Appeals for courses offered through the BGS (bachelor’s in general studies) program
are submitted to the Dean of the School of Continuing Education.
Deadline for Request Review by the College Grade Appeal Committee. The student must provide
Form 2, Part B Request for Review by College Grade Appeal Committee to the dean of the
appropriate college or school no later than five (5) working days after the student received Form 2. If,
within five (5) working days after receipt of Form 2, the student does not request review by the
College Grade Appeal Committee, formal review of the grade will terminate.
College Grade Appeal Committee Review
Purposes
To provide a fair and unbiased fact-finding meeting;
To determine whether the grounds for the grade appeal are supported by facts;
To determine whether the student’s grade should be changed and, if so, to request change of grade
by the dean; and
To communicate the results of the review to the parties.
Procedures
3
Upon timely receipt of the Request for Review by the College Grade Appeal Committee, the following
procedures will be used:
1. The dean will notify the chair of the College Grade Appeal Committee (CGAC) of the request for
review.
2. The CGAC chair will:
a. Notify the student, the faculty member, and the department chair that the CGAC has received
the request.
b. Secure copies of all grade appeal documents from the department chair and distribute copies
of the documents to the CGAC members.
c. Schedule a CGAC Fact Finding Meeting at a time when both the student and faculty member
are able to attend. The Fact Finding Meeting will occur no earlier than five (5) working days
after the CGAC chair distributes copies of the documents to the CGAC members.
d. Notify the student and faculty member in writing of the date, time, and place of the Fact
Finding Meeting.
e. Notify the student and faculty member in writing that they may bring additional persons who
may provide relevant information to the meeting but only if the name(s) of the person(s) and
their relationship to the grade dispute is provided to the CGAC chair at least 48 hours prior to
the Fact Finding Meeting. (Email notification to the student and faculty member will satisfy the
writing requirement.)
3. The CGAC will conduct a Fact Finding Meeting at which both the student and the faculty
member have the opportunity to present relevant information through oral statements and/or
written documents.
a. The Fact Finding Meeting shall not be open to the public.
b. Individuals other than the student or faculty member will be allowed to present relevant
information only if adequate notice was received as provided in 2. e., above.
c. At the Fact Finding Meeting, the CGAC may request additional relevant materials from the
student or faculty member.
d. Following the Fact Finding Meeting, the CGAC chair will convene a meeting or meetings as
needed with the members of the CGAC and the committee will determine whether the
grounds for the grade appeal were supported by evidence presented at the Fact Finding
Meeting.
4. The CGAC chair will complete Form 3 Summary of Fact Finding in accordance with the CGAC’s
determination.
5. The CGAC chair will notify the student and faculty member within ten (10) working days of the
final meeting of the CGAC that Form 3 Summary of Fact Finding and Form 4 Receipt of the
Summary of Fact Finding are available at the Dean’s office and will arrange for signing and
distribution in accordance with the directions on Form 4. If either party fails to acknowledge
receipt of the Summary, the CGAC chair will so note on the form.
Request for Review by the Dean
The student or faculty member may request Review by the Dean only by signing and submitting Part B of
Form 4 Request for Review by the Dean to the dean of the appropriate college or school. Reviews for
undergraduate students are completed by the dean of the college in which the course was offered.
Reviews for graduate students are completed by the Dean of the Graduate School. Reviews for courses
offered through the BGS (bachelor’s in general studies) program are completed by the Dean of the
School of Continuing Education.
Deadline for Request for Review by the Dean. The student or faculty member must provide Form
4, Part B to the dean of the appropriate college or school no later than five (5) working days after
receiving the Summary of Fact Finding and Form 4. If, within five (5) working days after receipt of
Form 4, neither the student nor the faculty member submits the Request for Review by the Dean,
formal review of the grade terminates and the decision of the CGAC becomes final.
Review by the Dean
Purpose
To determine whether the procedures used by the CGAC were in compliance with this Grade
Appeal Policy.
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Procedures
Upon receipt of Form 4, Part B, the dean will:
1. Secure copies of all grade appeal documents from the CGAC Chair.
2. Review those documents and determine whether the procedures used by the CGAC were in
compliance with this Grade Appeal Policy.
3. Notify the student, the faculty member, and the CGAC Chair of his/her determination no later
than 10 working days after receipt of Form 4, Part B. The dean’s determination is limited to
either:
o The CGAC correctly followed procedures and the decision of the CGAC will be
implemented; or
o The CGAC failed to correctly follow procedures and the CGAC must repeat its review
using the correct procedures.
If the college dean concludes that the CGAC correctly followed procedures, the grade appeal
process ends and the decision of the CGAC becomes final.
Reporting Requirements
Within thirty (30) days after the end of each fall semester and the end of each spring semester, each
dean will submit a Summary Report of Grade Appeals. Undergraduate appeals will be forwarded to the
Council on Academic Affairs and graduate appeals will be forwarded to the Council on Graduate Studies.
The Summary Report of Grade Appeals will include the following information on each grade appeal for
which the CGAC conducted a Fact Finding Meeting:
1. The date of the Grade Appeal Request;
2. The grounds for the grade appeal; and
3. The disposition of the grade appeal.
The Summary Report of Grade Appeals will not identify the student or faculty member by name and will
not include the course number or name.
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You must submit this grade appeal request to the chair of the department that offered the course no later
than:
Midterm day of the following spring semester for a class taken in the fall semester or
Midterm day of the following fall semester for a class taken in the spring semester or summer term.
Eastern Illinois University
Grade Appeal Policy
FORM 1
Grade Appeal Request
Student Name ________________________________________________________________
Address ________________________________________________________________
Phone & Email ________________________________________________________________
I hereby appeal the semester/term grade assigned to me for the following class:
Course Prefix, Course Number, Course Section ____________________________________________
Course Title ________________________________________________________________________
Department _____________________________Term & Year _________________________________
Faculty Member _____________________________________________________________________
Faculty Assigned Grade __________________ Grade as Determined by Student _________________
Date of Student Faculty Informal Conference _____________________________________________
Grounds for the Grade Appeal (Check all that apply.)
_______ 1. A mathematical error in calculation of the grade or clerical error in recording of the grade
that remains uncorrected.
_______ 2. The assignment of a grade by application of more exacting requirements than were applied
to other students in the course.
_______ 3. The assignment of a grade on some basis other than performance in the course.
_______ 4. The assignment of a grade by a substantial departure from the faculty member’s previously
announced standards.
Attachments (Attach copies of the following to this form.)
A. A brief explanation to support the grounds for your appeal.
B. A list of relevant support materials.
C. A copy of each of the support materials identified on the list.
__________________________________________ ______________________________________
Student Signature Date
Received by:
Department: _______________________________ Date: _________________________________
Signature of Person Receiving this Request: ________________________________________________
Type here
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INSTRUCTIONS
1. Provide a copy of the Chair Review Meeting Summary to the student and to the faculty member. The
student and faculty member should sign Part A of this Form 2 (below) to acknowledge receipt of the
Chair Review Meeting Summary. (The student and faculty member need not sign at the same time.)
2. After the student signs Part A of this form, provide a copy of the signed form to the student.
Eastern Illinois University
Grade Appeal Policy
FORM 2
Receipt of the Summary of the Chair Review Meeting and
Student’s Request for Review by the College Grade Appeal Committee
Part A. Receipt of Chair Review Meeting Summary
I hereby acknowledge receipt of the Chair Review Meeting Summary.
________________________________________ _____________________________________
Student Signature Date of Signature
________________________________________ _____________________________________
Faculty Signature Date of Signature
TO THE STUDENT: You may request review by the College Grade Appeal Committee only by
completing and signing Part B. Request for Review by the College Grade Appeal Committee (below) and
submitting it to the dean of the appropriate college or school. Appeals for undergraduate students are
submitted to the dean of the college in which the course was offered. Appeals for graduate students are
submitted to the Dean of the Graduate School. Appeals for courses offered through the BGS (bachelor’s
in general studies) program are submitted to the Dean of the School of Continuing Education. You must
submit the signed copy of Part B. to the proper dean within five (5) working days of the date that you
signed Part A.
If you do not sign and return Part B. within five working days, the grade appeal process automatically
terminates.
Part B. Student’s Request for Review by the College Grade Appeal Committee
______ I hereby request that the College Grade Appeal Committee review my Grade Appeal.
The Chair Review Meeting has not satisfactorily resolved my Grade Appeal Request.
I understand that my signature below authorizes the dean to refer my Grade Appeal Request,
support materials, and the Chair Review Meeting Summary to the College Grade Appeal
Committee.
_________________________________________ ____________________________________
Student Signature Date of Student’s Signature
Received by the Office of the Dean of __________________________________________________
__________________________________________ _____________________________________
Signature of Person Receiving Request for Review Date of Receipt
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Eastern Illinois University
Grade Appeal Policy
FORM 3
Summary of Fact Finding by the College Grade Appeal Committee
Student __________________________________________________________
Faculty Member __________________________________________________________
Department __________________________________________________________
Prefix, Number & Section _ _______________________________________________________
Course Title __________________________________________________________
Term & Year __________________________________________________________
Date of Fact Finding Meeting _____________________________________________________
Part A. Decision of the College Grade Appeal Committee
_____ The grounds for the grade appeal are not supported and the grade will remain on the student’s
transcript.
_____ The grounds for the grade appeal are supported and the grade on the student’s transcript will be
changed from _____ to _____.
Part B. Participant Summary
1. Attach a list with the signatures of everyone who attended the Fact Finding Session.
2. In the space below (or on a separate sheet of paper), provide the following information.
The following individuals made statements that were considered by the College Grade Appeal
Committee:
Name of Person Statement Requested By
(student or faculty member)
Type of S
tatement
(oral and/or written)
Part C. Findings and Explanation
Findings on Ground 1: A mathematical error in calculation of the grade or clerical error in
recording of the grade that remains uncorrected.
Did the faculty member make a mathematical error in calculation of the grade that remains
uncorrected?
_____ Yes If yes, attach a summary to explain.
_____ No
_____ Not applicable
Did the faculty member make a clerical error in recording the grade that remains uncorrected?
_____ Yes If yes, attach a summary to explain.
Type here
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_____ No
_____ Not applicable
Findings on Ground 2: The assignment of a grade by application of more exacting requirements
than were applied to other student in the course.
Did the faculty member apply more exacting requirements to this student than were applied to other
students in the course?
_____ Yes If yes, attach a summary to explain.
_____ No
_____ Not applicable
Findings on Ground 3: The assignment of a grade on some basis other than performance in the
course.
Did the faculty member assign a grade to this student on some basis other than performance in the
course?
_____ Yes If yes, attach a summary to explain.
_____ No
_____ Not applicable
Findings on Ground 4: The assignment of a grade by a substantial departure from the faculty
members’ previously announced standards.
Did the faculty member substantially depart from the previously announced standards in assigning a
grade to this student?
_____ Yes If yes, attach a summary to explain.
_____ No
_____ Not applicable
_______________________________________ _______________________________
Chair of the College Grade Appeal Committee Date
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INSTRUCTIONS
1. Provide a copy of the Fact Finding Summary to the student and to the faculty member. The student
and faculty member should sign Part A to acknowledge receipt of the Fact Finding Summary. (The
student and faculty member need not sign at the same time.)
2. After the student signs Part A, provide a copy of the signed form to the student.
3. After the faculty member signs Part A, provide a copy of the signed form to the faculty member.
Eastern Illinois University
Grade Appeal Policy
FORM 4
Receipt of the Fact Finding Summary and Request for Review by the Dean
Part A. Receipt of the Fact Finding Summary by the College Grade Appeal Committee
I hereby acknowledge receipt of the Fact Finding Summary by the College Grade Appeal Committee.
______________________________________ ______________________________________
Student Signature Date of Signature
______________________________________ ______________________________________
Faculty Signature Date of Signature
TO THE STUDENT AND FACULTY MEMBER: You may request review by the dean only by completing
and signing Part B. Request for Review by the Dean (below). You must return the signed copy of Part B.
to the Dean’s Office within five (5) working days of the date that you signed Part A.
If you do not sign and return Part B. within five working days, the grade appeal process automatically
terminates and the decision of the College Grade Appeal Committee becomes final.
Part B. Request for Review by the Dean
_____ I hereby request review by the dean. After reviewing the Fact Finding Summary by the College
Grade Appeal Committee, I request the dean to review the appeal solely for the purpose of
determining whether the committee failed to follow appropriate procedures, as described on the
attached. I understand that my signature below authorizes the dean to initiate the review and to
review all documents used as part of the grade appeal process.
Attach a brief description of the specific procedures of concern and why they are of
concern.
_______________________________________ ______________________________________
Student Signature (for student decisions only) Date of Signature
______________________________________ ______________________________________
Faculty Signature (for faculty decisions only) Date of Signature
Received by the Office of the Dean of ___________________________________________________
__________________________________________ ______________________________________
Signature of Person Receiving Request for Review Date of Receipt
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E
ASTERN
I
LLINOIS
U
NIVERSITY
Procedures for Selecting Faculty and Student Representatives to the
College Grade Appeal Committees
Committee Composition
Each academic college will have a College Grade Appeal Committee (CGAC) that will conduct reviews for
undergraduate and graduate appeals. Appeals for courses in the BGS (bachelor’s in general studies)
program will be conducted by the College of Education and Professional Studies Grade Appeal
Committee. Each committee will include four faculty members with vote, two faculty members who serve
as substitutes without vote unless called to replace a voting member, one undergraduate student member
with vote for undergraduate appeals and one graduate student member with vote for graduate appeals.
Selection to the College Grade Appeal Committees is outlined below.
Faculty Member Selection
Six faculty members from the academic college who are elected or appointed according to procedures
established by the college faculty will comprise the cohort of faculty who serve on the committee.
Faculty members serve three-year terms so that each cohort includes two faculty members who
are in their third term, two in their second term and two who are in their first term.
Four of the six faculty members serve as voting members of the committee. These include the
two in the third term and two in the second term. While all six members of the CGAC are
required to attend meetings and participate in discussion of the appeal, only the four faculty
members in their second and third terms may vote on the appeal. Faculty members in their first
term only serve as voting members of the committee if the CGAC chair appoints that member as
a substitute to replace a voting member.
At least one member of every pair of faculty elected to the committee must hold a graduate
faculty appointment, so that half of the members are members of the graduate faculty.
Department chairs may not serve on a College Grade Appeal Committee because of the role that
the department chair already serves in the process.
.
Student Member Selection
For undergraduate appeals, one voting undergraduate student selected from one of the academic
programs in the college shall serve on the committee. The voting member will be selected collaboratively
by the Student Vice President for Academic Affairs and the Vice President for Academic Affairs.
For graduate appeals, one voting graduate student selected from one of the graduate programs in the
college shall serve on the committee. The voting member will be selected collaboratively by the Student
Dean of the Graduate School and by the Vice President for Academic Affairs.
Terms of Service
The term of service is the fiscal year that begins on July 1 and concludes on June 30 each year. Faculty
members serve three terms. Student members serve one term.
Committee Orientation
Prior to hearing any appeals in the new fiscal year, the new CGAC chair will convene the new committee
members to provide an orientation for all members. The orientation will include a comprehensive review
of the policy, procedures, and forms used to administer the Grade Appeal Policy.
Chair Election
11
The CGAC vice chair will become the new CGAC chair with each new fiscal year. Prior to hearing any
appeals in the new fiscal year, the new CGAC chair (former CGAC vice chair) will convene an initial
meeting to elect a new CGAC vice chair from among the two faculty members who enter their second
year of service. The new CGAC vice chair will become the new CGAC chair during the third year of
service.
CGAC Chair Responsibilities
Faculty Member Substitutes: The CGAC chair may name a substitute for a voting faculty
member for a specific grade appeal if a faculty member is not able to participate due to illness,
leave, or conflict of interest. If the CGAC chair determines that a faculty member’s illness or
leave prevents the committee from fulfilling its charge in a timely way, the CGAC chair may
appoint a non-voting first year faculty member to serve as a substitute for a specified appeal. The
CGAC chair may also name a substitute for a voting faculty member if the chair determines that
there is a conflict of interest with the appeal. A conflict of interest occurs when the appeal
involves the CGAC faculty member in any way. The CGAC chair will request a substitute faculty
member from the first year faculty serving the cohort unless the substitute faculty member is
directly involved in the grade appeal. When a substitute is named for a voting member, that
voting member will not attend or participate in the appeal in any way.
Student Member Substitutes: The CGAC chair may name a substitute for a voting student
member for a specific grade appeal if the student member is not able to participate due to illness,
academic assignments away from campus, or conflict of interest. The CGAC chair will select a
substitute student member in collaboration with the appropriate student leader. When a
substitute student member is named for a voting student member, that voting student member will
not attend or participate in the appeal in any way unless the student member is directly involved
in the grade appeal.
Chair Substitutes: If the chair is unable to fulfill his/her responsibilities for a specific grade appeal
due to illness, leave, or conflict of interest, the chair will request that the CGAC vice chair will
assume the CGAC chair’s responsibilities for the specific appeal. When a vice chair substitutes
for the chair, the chair will not attend or participate in the appeal in any way unless the chair is
directly involved in the grade appeal.
Annual Reports: At the end of each fall and spring term the CGAC chair will complete a report for
the dean that provides a confidential summary of each appeal for the specified term and its
outcome or its status at the time of the report. Within thirty (30) days after the end of each fall
semester and the end of each spring semester, each dean will submit a Summary Report of
Grade Appeals for the appropriate council.
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