2.62 – Academic and Course Grade Appeal
A. Purpose
Establish an equitable and orderly process to resolve academic dissatisfaction at the college. This may include final grades, instructional procedures, attendance, instructional quality, and situations related to academic issues.
B. Policy
The college will provide for the appeal of academic related issues through an orderly process.
C. Procedures
General Guidelines
In appeals involving final grades, the student must demonstrate that the grade is incorrect or unjustified.
Academic appeals not related to final grades should also utilize this process.
Before initiating a formal appeal, both the student and instructor should make every reasonable effort to resolve the issue through informal discussion.
If the issue remains unresolved, the student should proceed as follows:
Step 1: Initial Appeal
The student submits a Student Academic Course Grade Appeal Form
The form will be distributed to the instructor and relevant administrators.
Appeals must be submitted within 30 calendar days of the event or final grade submission.
The instructor, in collaboration with their supervisor (department chair, program director, and/or campus or center academic administrator), will render a decision and notify all involved parties via email within 10 college business days of the appeal submission.
Step 2: Dean Review
If the student is dissatisfied with the Step 1 decision, they may escalate the appeal:
Within 10 college business days of the Step 1 response, the student submits the following to appeals@otc.edu:
- A copy of the original appeal
- The instructor’s response
- A written explanation of their disagreement or dissatisfaction with the instructor’s response.
These documents are forwarded to the appropriate dean and administrators.
The dean will review the appeal and issue a decision within 10 college business days of submission.
Step 3: Ad Hoc Academic Appeals Committee Review
If the student is dissatisfied with the Step 2 decision, they may request a review by the Ad Hoc Academic Appeals Committee.
This request must include an explanation of why they disagree or are dissatisfied with the dean’s response and must be submitted to appeals@otc.edu within 10 college business days of the dean’s response.
Within 10 college business days of the request, the Ad Hoc Academic Appeals Committee will provide a recommendation to the executive vice chancellor for academic affairs. Along with the student’s request for appeal, the committee will review:
- The original appeal
- The instructor’s response
- The dean’s response
The executive vice chancellor will issue a final ruling within 10 college business days of receiving
the committee’s recommendation.
The final decision will be communicated via email to all involved parties.
General Provisions
If a student believes they have been discriminated against on the basis of race, color, national origin, religion, sex, sexual orientation, marital status, age, disability, citizenship, legal immigration status, or veteran status, they should refer to OTC Policy 4.06 concerning sexual harassment and grievance procedures and Policy 3.01 concerning anti-harassment and anti- discrimination. Students are further directed to the college director of equity and compliance.
Individuals involved at an earlier stage of the appeal cannot serve on the Ad Hoc Academic Appeals Committee.
If a respondent at Step 2 or higher is the instructor of the course in question, they must recuse themselves. The executive vice chancellor for academic affairs or his/her designee will appoint an alternate.
The committee, dean, and/or executive vice chancellor must interpret the appeal based on established laws, rules, policies, procedures, and regulations. In the event of a conflict between these authorities, federal and state laws shall take precedence, followed by institutional policies, procedures, and regulations, in that order.
Final appeal decisions will be documented and distributed to all relevant parties and administrative officials. Records of resolved appeals will be maintained in the office of the executive vice chancellor for academic affairs.
D. Definitions
N/A
E. Authority
This policy is maintained under the authority of the executive vice chancellor for academic affairs.
F. Related Policies
3.01 – Anti-Harassment and Anti-Discrimination
4.06 – Sexual Harassment and Grievance Procedures
G. Implementation
Policy approved and adopted by the Board of Trustees on 02/12/96. Revised on 06/14/10 and 9/9/19.
Purpose, procedures, responsibilities, and definitions approved and adopted by the Cabinet on 06/08/10. Revised on 6/4/19 and 05/13/2025. Set for review in fiscal year 2028-2029.