REDWOODS COMMUNITY COLLEGE DISTRICT
Meeting of the
Academic Standards and Policies Committee
• 7351 Tompkins Hill Road, Eureka, SS 104 (Advising Conference Room)
• Fort Bragg: 440 Alger St (Fine Woodworking)
Friday, May 8, 2015
3 PM
AGENDA
1. Call to Order
2. Introductions and Public Comment: Members of the audience are invited to make
comments regarding any subject appropriate to the Academic Standards and Policies
Committee.
3. Discussion Items, Connie Wolfsen
3.1. Continue Revision of BP/AP 4231 Grade Changes (Attachment - with Director
Alison Stull’s Recommendations)
3.1.1. Revised Grade Challenge Form (Attachment)
3.2. Policies for Future Review/Revision (Attachment)
4. Announcements/Open Forum
4.1. Dates/Times for [Possible] May and June ASPC Meetings
5. Adjournment
Public Notice—Nondiscrimination:
College of the Redwoods does not discriminate on the basis of ethnicity, religion, age, gender, sexual orientation, color or disability
in any of its programs or activities. College of the Redwoods is committed to providing reasonable accommodations for persons
with disabilities. Upon request this publication will be made available in alternate formats. Please contact Debbie Williams,
Academic Senate Support, 7351 Tompkins Hill Road, Eureka, CA 95501, (707) 476-4259, 8:30 a.m. to 5:00 p.m. (except
Wednesdays).
Next Scheduled Meeting:
Summer Schedule TBD
August 28
Academic Standards & Policies Committee
May 8, 2015
REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AGENDA ITEM 3.1
AP 4231
GRADE CHANGES
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.
1
Mistake: an unintentional act, omission or error by the instructor or the college.
2
Fraud: a deception deliberately practiced in order to secure unfair or unlawful gain.
3
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.
4
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
Academic Standards & Policies Committee
May 8, 2015
AGENDA ITEM 3.1
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 the 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 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. Failure to submit this request within fourteen (14) calendar days terminates the course grade
challenge. Upon receipt of this request, the Chief Instructional Officer shall take the steps necessary
to acquire the materials and convene a Course Grade Challenge Committee comprised of two
faculty members, two students, and the Chief Instructional Officer (CIO) who shall serve as the
non-voting chair. It is at the Committee’s discretion to determine if sufficient evidence exists to
make a determination on the basis of the written record or to go to a hearing.
If the Committee decides to go to a hearing, 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 review of the written record or hearing, as the case may be, approval to sustain the
course grade challenge 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 (Ed. Code 76232). The decision of the committee shall be final. The Committee shall
submit a written report of its decision to the Chief Instructional Officer 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 within three working days after receiving the Committee’s
written report.
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.
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.
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.
Academic Standards & Policies Committee
May 8, 2015
AGENDA ITEM 3.1
The measures implemented by the District shall include, but not necessarily be limited to, password
protection for all student grade data bases, locking mechanisms for computer stations from which
student grade data bases can be viewed, and strict limits on the number of persons who are
authorized to change student grades.
Persons authorized to change grades shall be designated by the Vice President of Student
Development 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.
Any person who discovers that grades have been changed by someone other than the persons
authorized to do so shall notify the Vice President of Student Development or his/her designee
immediately. The designee 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
ASPC May 1, 2015
Student Name:
________________________________
Date:
Student Phone: ________________________________
Term:
AGENDA ITEM 3.1.1
Grade Challenge Form
_____________________
Student ID#: _____________________
________________________________
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 Instructor and Student meeting: ____________________
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 additional relevant
documentation) 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 first instructional day of the term or within fourteen (14)
calendar days 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
ASPC May 1, 2015
Step 4:
AGENDA ITEM 3.1.1
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 3.
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:
The decision of the Course Grade Challenge Committee is Final.
ASPC May 1, 2015
AGENDA ITEM 3.1.1
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:
Course syllabus
Documentation you deem relevant to your challenge (e.g. written assignments with feedback, tests, etc.)
ASPC May 1, 2015
AGENDA ITEM 3.1.1
Academic Standards and Policies Committee
May 8, 2015
AGENDA ITEM
Policies to be reviewed by ASPC
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As of 5/4/2015
BP/AP 4231 Grade Changes (currently in revision by ASPC)
AP 5075 Credit Course Adds and Drops
AP 4025 Philosophy of Criteria for Associate Degree and General Education
AP 4240 Academic Renewal
AP 4250 Regulations Re: Academic Standing (new title- Academic Probation,
Dismissal, and Readmission for BP and AP)
BP/AP 4260 Prerequisites & Corequisites
BP/AP 4100 Graduation Requirements for Degrees and Certificates
BP/AP 4235 Credit by Examination
The priority ranking from Senate Executive Committee:
Revised list as of 2/27/15
1.
BP/AP 4020 (sent to and approved by Academic Senate 11/7/14)
2.
BP/AP 4021 (sent to and approved by Academic Senate 4/3/15)
3.
AP 7217 Faculty Prioritization (sent to and approved by Academic Senate 4/3/15)
4.
AP 5075 Credit Course Adds and Drops
5. BP/AP 4231 Grade Changes (currently in revision by ASPC)
6. BP/AP 4260 Prerequisites & Corequisites
7.
BP/AP 4235 Credit by Examination (sent to and approved by Academic Senate
12/5/14)
8.
BP/AP 3900 Speech: Time, Place and Manner