College of Engineering Grievances Related to Official Course Grades

Grievances Related to Official Course Grades

ARTICLE - I INTRODUCTION

The instructor of a course has the primary responsibility for the assignment of grades. A disagreement with the judgment of the instructor is not a valid basis for a grade appeal. An appeal of the official grade assigned to a student for a course will not be considered at levels above the instructor unless a student offers evidence of at least one of the following:

• Differential Treatment
• Grading/Procedural Irregularities.

NOTE: This document does not pertain to grade appeals based on acts of discrimination; such cases must be referred to the Office of Talent, Culture and Engagement (TCE). For matters other than grade appeals, students can obtain guidance and counseling from the COE Undergraduate Student OMBUDS Team:

https://www.uta.edu/academics/schools-colleges/engineering/students/ombuds-team

ARTICLE - II RESPONSIBILITIES OF THE INSTRUCTOR

Near the outset of a course, the instructor of record should explain the practices to be followed in the conduct of the course (e.g., grading, absences, and academic dishonesty) and include all pertinent information in the course syllabus. The instructor should then ensure that the grading policies are uniformly applied to all students in the class. If a teaching assistant is assigned to aid in grading, the instructor will oversee the assistant's practices and confirm that proper procedures are followed and records are being maintained.

All instructors are required to maintain the records used in computing final course grades for a minimum of one year after submission to the Office of the Registrar. An instructor is required to participate in a grade appeal process as outlined below. All instructors (part-time and full-time) should have electronic copies available of their grading policies and records at the end of each semester. If an instructor is to be away from campus for an extended period following a semester, course records must be submitted and deposited in the departmental archive storage.

If a grade appeal process begins and additional documentation is requested from the instructor during any stage of the grade appeal review, then the instructor must acknowledge receipt of the request for documentation within 3 business days with an estimate of the time required to provide the documentation; hopefully, the documentation can be provided within 10 business days of the request. Failure to supply the requested material within a reasonable period-of-time may be considered as a cause for agreeing with or accepting the student's claim.

ARTICLE - III RESPONSIBILITIES OF THE STUDENT

For appeals that comply with ARTICLE - I, a student who wishes to appeal a grade must follow the formal process described below.

Grade Appeal Process for Students

Step 1. The student must first discuss the grade with the instructor who issued the grade and provide evidence of this communication. This step must be taken promptly.

Note, if the instructor is unavailable, the student may proceed with the appeal process and discuss the matter with the departmental chairperson responsible for the course for which the grade is being appealed.

Step 2. In the event the student and the instructor are unable to reach an agreement or the instructor is unavailable, the student must complete the Student Grade Appeal Form provided at the end of this document. The form is available on the COE website: (https://www.uta.edu/academics/schools-colleges/engineering/students/grade-grievances)

Step 3. The form, along with any supporting material that the student chooses to append, is to be submitted to the departmental chairperson or his/her designee, in electronic format.

Step 4. If additional documentation is requested from the student during any stage of the grade appeal review, then the student must provide the documentation requested within 10 business days for the appeal process to continue.

The appeal process then follows the steps given in the succeeding articles of this document.

ARTICLE - IV RESPONSIBILITIES OF THE DEPARTMENTAL CHAIRPERSON

Step 1. The departmental chairperson will appoint a committee chairperson and at least two other members of the department's faculty to serve on the department's grade grievance committee.

Step 2. The chairperson of the department is the communication liaison between the student and the grade grievance committee. Before sending the appeal to the departmental grade grievance committee, the chairperson will perform an initial review of the student's grade appeal to confirm that the appeal complies with ARTICLE -I. The chairperson may consult with the instructor who assigned the grade and may interview the student before sending the form to the grade grievance committee. However, the intent is for the grade appeal document and its attachments to be the principal items considered by the departmental grade grievance committee for making recommendations to the chairperson regarding the appeal. Based on the committee's recommendations, the chairperson has the final say at the departmental level and is responsible for communicating the results to the student.

Step 3. If necessary, the chairperson of the department and/or the grade grievance committee may request documentation from the instructor and/or student. The instructor and/or student should provide the requested documentation within a reasonable period-of-time, hopefully, no more than 10 business days.

Step 4. Hopefully, within 20 business days of the receipt of the grade appeal, excluding those periods when the university is not in session, the chairperson will be able to communicate his/her decision to the student and instructor. If that decision is appealed by either the student or instructor within 10 business days following notification of the decision, the appeal package will be submitted to the Associate Dean of Engineering for Academic Affairs. The decision of the chairperson and the recommendation report from the departmental grade grievance committee will be included in the package.

ARTICLE - V RESPONSIBILITIES OF THE ASSOCIATE DEAN OF ENGINEERING FOR ACADEMIC AFFAIRS

Upon receipt of a grade appeal, the Associate Dean will convene a grade appeal panel made up of one faculty member from the grade grievance committee of the major department offering the course. At least two additional members from the grade grievance committees of departments other than the student's department will be selected by the Associate Dean for inclusion on the panel. The Associate Dean will serve as a non-voting chairperson and recording secretary to coordinate the grade appeal review by the panel. It is possible that the panel may request additional information from the departmental grade grievance committee before reaching a decision. Upon completion of the review by the panel, the Associate Dean will prepare a letter to the Dean of Engineering stating the panel's recommendation including the summary from the departmental grade grievance committee. This action should be completed within 20 business days of the receipt of the grade appeal by the Associate Dean, excluding those times when the university is not in session.

ARTICLE - VI RESPONSIBILITIES OF THE DEAN OF ENGINEERING

Upon receipt of the report from the Associate Dean, the Dean will review the recommendation of the COE grade appeal panel, the departmental chairperson's decision, the recommendation of the departmental grade grievance committee, and the student's appeal. The Dean's review will examine the procedures followed in addressing the grade appeal and the evidence, if any, of differential treatment or procedural/grading irregularities.

For grade appeals based on discrimination filed through the TCE, the findings of the TCE will serve as an advisory memorandum to the Dean of Engineering for his/her final decision.

Within 20 business days of the receipt of the report from the Associate Dean, the Dean will communicate his/her decision via letters to the student, the instructor, the department chairperson, and the Associate Dean. If the Dean supports the student's appeal, the Associate Dean will initiate appropriate action for resolution of the grievance. No further review of grade appeals is provided beyond the College of Engineering.

ARTICLE - VII IMPLEMENTATION AND REVIEW

This document is effective on September 1, 2024, and will be subjected to a mandatory review no later than five years from this date.

Grade Grievances Process and Form