REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 4231
GRADE CHANGES
1.0
Course Grade Challenge
The instructor of the course shall determine the grade to be awarded to each student. The
determination of the student’s grade by the instructor is final in the absence of mistake,
fraud, bad faith or incompetence. Any student who believes he or she has a grade grievance
shall make a reasonable effort to resolve the matter on an informal basis. If the student’s
concern cannot be resolved informally, this procedure outlines the course grade challenge
process. The course grade challenge process is not a legal proceeding. An observer may
attend meetings as support but may not act as legal counsel. When challenging a grade
assigned by an instructor, the burden of proof is on the student to provide evidence of
mistake, fraud, bad faith, or incompetence.
Mistake: an unintentional act, omission or error by the instructor or the college.
Fraud: a deception deliberately practiced in order to secure unfair or unlawful gain.
Bad Faith: disregarding or changing the basis of assigning grades after publication in the
course syllabus or using a system of grading other than that found in the syllabus without
prior notification to the students.
Incompetence: a lack of ability, legal qualification, or fitness to discharge a required duty
Step 1: Discuss the Issue with the Instructor. Every attempt should be made to discuss the issue
with the instructor. However, if the instructor is not available or the student does not wish to
meet with the instructor, the student may proceed to Step 2.
Step 2: Student Files a Grade Challenge Form. No later than the second week of the academic
semester following the award of the grade, a student may file a grade challenge form and
supporting evidence with the Dean/Director. The Dean/Director will forward a copy of the
completed course grade challenge form and supporting evidence to the instructor.
Step 3: Instructor’s Rebuttal to Grade Challenge. The course instructor is required to respond
within ten (10) faculty contracted work days of their notification of the challenge. During
times when faculty are not under contract to teach, the course instructor is not mandated to
respond and students may need to wait until the faculty member resumes contracted work
days. The instructor is responsible for providing the criteria used in determining the course
grade as part of their written response. The instructor’s written response will be sent to the
Dean/Director, who will forward the rebuttal to the student. If needed, additional information
may be requested by the Dean/Director from the student and/or instructor. In the event that
the instructor is on leave or no longer employed by the District, the Dean/Director may
appoint another faculty member as a substitute in these proceedings.
Step 4: Meeting with Dean/Director, Student and Instructor. Following the review of these
materials, the Dean/Director shall meet with the student and the instructor together to attempt
to resolve the dispute. If the student chooses not to attend this meeting the course grade
challenge is terminated. The Dean/Director may request additional documentation from
either student or instructor to help in the mediation process, which may require a follow-up
meeting. If the course grade challenge is not resolved or terminated at this step, the student
may then proceed to Step 5.
Step 5: Appeal to a Course Grade Challenge Committee. If the course grade challenge is not
resolved or terminated at Step 4, the student may file a written request with the Chief
Instructional Officer/Chief Student Services Officer (CIO/CSSO) for a review of the
evidence by a Course Grade Challenge Committee. The written request for a review must be
submitted within fourteen (14) calendar days of the completion of Step 4. Failure to submit
this request within fourteen (14) calendar days terminates the course grade challenge. Upon
receipt of this request, the CIO/CSSO shall convene a Course Grade Challenge Committee
comprised of two faculty members, two students, and the CIO/CSSO who shall serve as the
non-voting chair.
The CIO/Chair shall advise the student and the instructor of the date, time and location of the
appeal hearing. The hearing shall be informal and shall take place before the entire Course
Grade Challenge Committee. No formal witnesses representing either party may attend.
However, each party may have an advocate that does not act as legal counsel. The format and
duration of the hearing shall be left to the discretion of the committee. The burden of proof
rests with the student. The student and the instructor shall answer questions related to the
materials submitted in Steps 2-4.
At the close of the hearing, the decision to affirm or deny the student’s Course Grade
Challenge shall be determined by a vote of three out of four of the voting members, and shall
be based solely upon substantiation of mistake, fraud, bad faith, or incompetence (Ed. Code
76232). The decision of the committee shall be final. The Committee shall submit a written
report of its decision to the CIO/CSSO within three (3) working days of the hearing or review
of the written record, as the case may be. The Chief Instructional Officer shall notify the
instructor and the student of the outcome within three working days after receiving the
Committee’s written report. The Committee’s written report shall be considered Confidential.
At the conclusion of this process, all documentation will be secured in the office of the
CIO/CSSO.
The decision of the Course Grade Challenge Committee will be final. If the student feels
they have been denied due process through these proceedings, please refer to BP 5530
Student Complaints and its procedures.
2.0
Late Withdrawal
Students who have extenuating circumstances beyond their control (i.e., medical issues or
military orders) may petition for a withdrawal after the deadline. Students must complete a
petition, include detailed information and attach verifying documentation within one year of
the term in question.
3.0
Security of Grade Records
The District shall implement security measures for student records that assure no person may
obtain access to student grade records without proper authorization. These measures shall be
installed as part of any computerized grade data storage system.
The measures implemented by the District shall include appropriate security for database
access and locking mechanisms for computer stations from which student grade databases
can be viewed, and strict limits on who is authorized to change student grades.
Anyone authorized to change grades shall be designated by the CIO/CSSO or his/her
designee. No more than five District employees may be authorized to change student
grades. Only regular full-time employees of the District may be authorized to change
grades. Student workers may not change grades at any time.
Anyone who discovers unauthorized activity in grade databases shall notify the CIO/CSSO
or his/her designee who shall immediately take steps to lock the grade storage system
entirely while an investigation is conducted.
If any student’s grade record is found to have been changed without proper
authorization, the District will notify 1) the student; 2) the instructor who originally
awarded the grade; 3) any educational institution to which the student has transferred;
4) the accreditation agency; and 5) appropriate local law enforcement authorities.
Whenever a grade is changed for any reason, corrected transcripts will be sent to any
educational institution to which a student has transferred.
Any student or employee who is found to have gained access to grade recording systems
without proper authorization, or who is found to have changed any grade without proper
authority to do so, shall be subject to discipline in accordance with District policies and
procedures.
Any person who is found to have gained access to grade recording systems without proper
authorization, or who is found to have changed any grade without proper authority to do so,
shall be reported to the appropriate law enforcement agency having jurisdiction over the
college where the incident occurred.
References: Education Code Sections 76224 and 76232; Title 5 Section 55025
Approved: 10/03/2011 Former Administrative Procedure #528.01 “Regulations Regarding Academic Complaints,”
Adopted by Board of Trustees: June 6, 1994
Revised by ASPC June 17, 2015; forward for Senate approval process Sept. 4, 2015
Grade Challenge Form
Student Name:
________________________________
Date:
Student Phone:
________________________________
Student ID#: _____________________
Term:
_____________________
_______________________________
Course Number: ________________________________
Instructor:
_____________________
Policy: The course grade given to each student shall be determined by the instructor(s) of the course and, in the absence of
mistake, fraud, bad faith or incompetence, shall be final. A student who believes he or she has a grade grievance shall make a
reasonable effort to resolve the matter on an informal basis.
Student Request for Grade Change due to:
Mistake
Fraud
Bad Faith
Incompetence
Instructions: This form should accompany all original documentation submitted by the student.
Step 1:
Student and instructor meet informally and if the dispute is resolved, no further action is required.
If student is not satisfied with instructor explanation, or student does not wish to meet with the instructor,
the student must initiate a formal course grade challenge.
Date of informal meeting between Instructor and Student: ____________________
Appeal Denied
Step 2:
Student declined to meet informally
No response from instructor
A student who wishes to file a formal course grade challenge must do this no later than the second week of
the academic semester following the award of the course grade. The student must submit a written appeal
(including syllabus, student statement and supporting evidence) using the course grade challenge form and
must make an appointment with the immediate supervisor of the instructor.
Date Supervisor was notified by Student: _______________
Date Instructor was notified by Dean/Director: ________________
Step 3:
The course instructor shall respond to the Dean/Director regarding the course grade challenge within ten
(10) faculty contract days of being notified of the student’s grade challenge. The instructor’s written
response will be forwarded to the student.
Date Instructor Response Due: ______________
Date Instructor Response forwarded to Student: ______________________
Instructor’s response: Grade change:
Instructor submits grade change
No Grade Change:
The student may proceed to Step 4
No Grade Change:
Course grade challenge terminated
Step 4:
The Dean/Director shall meet with both the student and instructor together to attempt to resolve the dispute
regarding the contested grade.
Date of Meeting: _________________
Who Attended: ___________________________________________
Additional Information requested by Dean/Director from student &/or instructor:
Instructor’s response: Grade change:
Instructor submits grade change
No Grade Change:
The student may proceed to Step 4
No Grade Change:
Course grade challenge terminated*
* If the student chooses not to attend this meeting the course grade challenge is terminated.
Step 5:
If the course grade challenge is not resolved or terminated at step 4, the student may file a written request with
the Chief Instructional Officer (CIO) for a review of the evidence with the Course Grade Challenge Committee.
The written request for a review must be submitted within fourteen (14) calendar days of the completion of
Step 4.
Date request submitted to Chief Instructional Officer for Committee review of grade: _____________________
The Course Grade Challenge Committee Chair will arrange a date, time and location for the hearing.
Date/Time/Location: ____________________
Student
and Instructor
notified
The hearing shall be informal. During the hearing, student and instructor shall answer questions related to the
materials submitted in steps 2 through 4. The burden of proof rests with the student. The decision to sustain the
course grade shall be determined by a vote of three out of four of the voting members. The decision to change a
grade shall be based solely upon substantiation of mistake, fraud, bad faith, or incompetence. The committee
shall submit a written report within three (3) working days of the hearing date. The Chief Instructional Officer
shall notify the student and instructor within three (3) working days after receiving the committee’s report.
Grade change:
Correction of Grade Change Form completed by Committee Chair/Chief Instructional Officer
No Grade Change:
Student notified
The decision of the Course Grade Challenge Committee is Final.
date: ______
Instructor notified
date: _________
Signature of CIO: _________________________________________________________
Course Grade Challenge – Letter Template
[Part of Step Two of the Formal Course Grade Challenge]
To the student: If you have decided to pursue a grade challenge, you may use the following template to
communicate your challenge in a business letter format. This is not the only acceptable format you can use, but it
can help you express your concerns and reason(s) for your challenge in a clear manner. Be sure to address the
specific circumstances of your situation and your grade. Limit your letter (or statement) to three pages. This letter is
required as part of the documents you will submit to the instructor and the instructor’s immediate supervisor for the
formal challenge.
If you feel that the matter was not resolved through the discussions with the instructor and Dean/Director (steps 1
through 4), this letter will become part of the documents that you present to the Course Grade Challenge Committee.
The Chair of the Course Grade Challenge Committee can assist you in determining what materials or documents you
should provide for the committee. If necessary, the chair can help you clarify or articulate your concerns.
Date
Course Grade Challenge Committee
Office of Instruction
College of the Redwoods
Eureka, CA 95501
To Whom It May Concern:
The first paragraph should briefly state the purpose of the letter (i.e. to challenge your grade). You should
mention the course name, number, and section.
The middle paragraphs should present the reason(s) why the assigned grade was, in your opinion, unjustified or
unfair, as outlined by the syllabus for the course and the course work you completed. You should include
evidence for supporting your reasons, including references to specific assignments, exams, or other materials that
might pertain to and support your case. You should not include unsubstantiated claims or malicious comments
about the class, other classmates or the instructor as personal attacks.
In the last paragraph, you should thank the chairperson and/or the committee for reviewing your materials and
assisting you during the process.
Sincerely,
Signature
Typed name
Student ID number
Enclosures:
tests, etc.)
Course syllabus
Documentation you deem relevant to your challenge (e.g. written assignments with feedback,