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

In appeals related to final grades, it shall be the responsibility of the student to prove that the grade is incorrect or unjustified.

Academic appeals not related to final grades should also utilize this process.

Step 1:

Informal Resolution: Every reasonable effort should be made by both parties (i.e. student and instructor) to resolve the matter through informal discussion.

Step 2:

If adequate resolution is not obtained through informal discussion, the student should proceed as follows:

The student will complete a Student Academic Course Grade Appeal Form.

A copy of this form will be submitted electronically to appeals@otc.edu. The form will be distributed to the instructor and appropriate administrators.

For academic and grade appeals, this should occur within 30 calendar days following the event or submission of the final grade.

A decision will be rendered by the instructor through email to all involved parties within ten college business days following the filing of the appeal.

Step 3:

If the student is not satisfied with the outcome of the appeal at Step 2, within 10 college business days of the Step 2 response, the following information can be submitted electronically to appeals@otc.edu. The documents will be distributed to the appropriate dean and administrators.

A copy of the appeal submitted in Step 2
Instructor’s response

A decision will be rendered by the dean to all involved parties within 10 college days following the filing of the appeal.

Step 4:

If the student is not satisfied with the outcome of the appeal at Step 3, a written request for an evaluation by the Ad Hoc Academic Appeals Committee can be submitted within 10 college college business days of the Step 3 response. The following information should be submitted to appeals@otc.edu.

A copy of the appeal submitted in Step 2
Instructor’s response
Dean’s response

Upon the determination by the committee, the Chair of the Ad Hoc Academic Appeals Committee will provide a recommendation for resolution to the Vice Chancellor for Academic Affairs within five college business days after the completion of the evaluation.

The Vice Chancellor for Academic Affairs shall make a ruling regarding the appeal within 10 college business days after receipt of the documentation. The Vice Chancellor’s decision shall be final and will be delivered via email to all involved parties.

General Provisions:

If students feel 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 are directed to OTC Policy 4.06 concerning sexual misconduct and Policy 3.39 concerning anti-harassment and anti-discrimination. Students are further directed to the Coordinator and Director of Equity and Compliance.

Respondents at Step 3 or higher must recuse themselves if they are the instructor of the course for which the appeal is submitted. An alternate will be designated by the Vice Chancellor for Academic Affairs or his/her designee to review and respond to the appeal at that step.

In no case may an individual involved at an earlier level of the grievance serve on the Ad Hoc Academic Appeals Committee. The committee, dean, and/or Vice Chancellor has the responsibility to interpret the appeal in light of established laws, rules, policies, procedures, and regulations. Copies of the final resolution of the appeal shall be forwarded to the involved parties and to all administrative officials involved in the appeal. Files of resolved appeals shall be maintained in the office of the Vice Chancellor for Academic Affairs.

D. Definitions

N/A

E. Authority

This policy is maintained under the authority of the Vice Chancellor for Academic Affairs

F. Related Policies

3.39 – Anti-Harassment, Anti-Discrimination Grievance Procedures

4.06 – Sexual Misconduct Policy

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. Set for review in fiscal year 2021 – 2022.