04.01.11 Grade and Readmission Appeals

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Original Approval: 04/01/2022
Last Updated:  04/08/2024
Last Reviewed: 04/08/2024

Policy/Purpose:

It is the policy of Coastal Alabama Community College to ensure compliance with federal and state regulations as well as Alabama Community College System (ACCS) policies related to Instructional Programs and regarding the level of credit awarded for courses taught at all colleges within the ACCS, regardless of the format or mode of delivery. The ACCS requires all institutions in the System to operate on a semester system.

It is the policy of Coastal Alabama Community College to establish formal procedures for grade and readmission appeals. Refer to the Student Handbook for academic grievances.

NOTE: This policy is subject to change at any time without notification. ACCS policies related to Academic Instruction supersede this policy.

The following ACCS policies are referenced in this policy:
Board Policy 705.01
ACCS Chancellor’s Procedures 705.01

Scope:

This policy applies to all Coastal Alabama Community College students and employees during any activity involving the College, including the workday. In addition, visitors, vendors, contractors, and all other non-employees are expected to recognize and comply with College policies.

Definitions:

Academic Probation: (1) The status of a student whose cumulative GPA falls below the level required by this policy for the total number of credit hours attempted. (2) The status of a student who was on Academic Probation the previous term and whose cumulative GPA for that term remained below the level required by this policy for the total number of credit hours attempted by whose GPA for the term was 2.0 or above.

Appeal of Suspension: The process by which the College will allow a student suspended for one term or one year (whether a “native” student or a transfer student) to request readmission without having to serve the suspension.

Cumulative Grade Point Average (GPA): The grade point average based on all hours attempted at the institution based on a 4-point scale.

Distance Education: Distance education at Coastal Alabama Community College is defined as a formal educational process in which the majority of the instruction (interaction between students and instructors and among students) in a course occurs when students and instructors are not in the same physical location. Instruction may be synchronous or asynchronous. A distance education course at Coastal Alabama Community College is any course in which students may complete fifty percent (50%) or more of the requirements through the College’s learning management system. Distance education courses at Coastal Alabama Community College may be classified as Online, Hybrid Online, or HyFlex. Traditional courses are not classified as distance education courses. 

Grade Appeal: Recourse to a student who has evidence or believes that evidence exists to show that an inappropriate grade has been assigned to a course.

Grade Point Average (GPA): The grade point average based on all hours attempted during any one semester at the institution based on a 4-point scale.

Hybrid Classroom: Courses require a combination of online and in-person activities, with 50% or less of the course content requiring online interaction. Some elements will have specified days, times, and locations when attendance is expected. Identity verification will be required using the college’s approved verification process.

Hybrid Online: Courses require a combination of online and in-person activities, with more than 50% of the course content requiring online interaction. Some elements will have specified days, times, and locations when attendance is expected. Identity verification will be required using the college's approved verification process. 

HyFlex: HyFlex courses feature highly flexible course delivery models that offer students multiple options for receiving instruction and participating in course activities. These may include a mix of face-to-face, online, virtual, and/or videoconference. Available options may vary by course and by instructor and are subject to local college policy. Students should inquire about expectations for participation/attendance before registering for a HyFlex course. Identity verification for students participating online may be required using the college's approved verification process. 
 
Online: Online courses are delivered asynchronously. There are no required face-to-face sessions within the course and no requirements for on-campus activity. Faculty interact with students through assignments, discussion posts, email, office hours and other electronic/virtual means. Identity verification will be required using the college's approved verification process.

Semester System: A semester system is defined as a fall semester, spring semester, and a summer term.

Traditional: These courses are face-to-face on campus and web-enhanced with technology-based course resources that complement in-person class sessions without reducing the number of required class meetings.

Withdrawal: The grade (W) earned when a student officially withdraws from a course or from the institution within the time designated by the institution.

Details:

  1. Academic Appeals (Final Grade):

    1. A student grade appeal may be expected to occur on an occasional basis. The philosophy of the College is that such appeals be handled informally, if possible between the student and instructor.

    2. If it is not possible to resolve the matter informally, the student must submit a Student Complaint Form by the midterm of the semester/term following the date the grade is issued. Grade appeals may only be filed if the student has completed the course, and the term has ended. Students who withdraw from a course are not eligible for the grade appeal process.

    3. All academic concerns relative to a final grade, except plagiarism, are subject to the Grade Appeal Procedures below. Also, all issues related to plagiarism must be resolved before a grade appeal request can be addressed.

  2. Readmission Appeals: If a student declares no contest to the facts leading to suspension under Standards of Academic Progress, but simply wishes to request consideration for readmission, the student may submit an appeal for readmission.

Procedure(s):

Final Grade Appeal Procedures

  1. The student should first contact the instructor to request verification of the grade and how it was determined.
  2. If resolved satisfactorily, the matter will be considered closed. If the grade is changed by the instructor, the appropriate procedure for changing grades will be adhered to.
  3. If the student does not receive satisfaction from the instructor, the student should appeal to the Division Chair. The Division Chair will confer with the student and the instructor, independently or jointly, in an attempt to reach closure.
  4. If closure is not reached by using the informal approach, the student may file a formal grade appeal by completing the Student Complaint Form by the midterm of the semester/term following the date the grade is issued. The form must state the name of the course, the reasons for the request, the dates involved, the name of the instructor who assigned the grade, and previous attempts at resolving the situation
  5. The appropriate Instructional Officer will forward copies of the Student Complaint Form, along with the instructor’s and Division Chair’s grade appeal response form and any supporting documentation from the student and the instructor to the Instructional Directors for a hearing. Instructional Directors will sit as the investigatory body. After the written appeal is received, the Instructional Directors will deliberate and make a determination on the request within a reasonable period of time but generally no later than 60 calendar days. The decision will be recorded in the  hearing minutes.
  6. Findings will be submitted to the appropriate Instructional Officer within five (5) business days.
  7. If the complaint was not resolved, all Instructional Officers review the findings and serve as the College’s final decision making body. After all the information is received, the Instructional Officers will deliberate and make a determination on the request within five (5) business days.
  8. If the decision is to alter the grade, the appropriate Instructional Officer will notify the instructor and the student, in writing, of the decision within five (5) business days. If the decision is to deny the grade appeal, the appropriate Instructional Officer will notify the student in writing of the Committee’s decision within five (5) business days.
  9. Students may appeal to the Alabama Community College System (ACCS).

Readmission Appeal Procedure

  1. A student may submit an appeal for readmission using the Appeal to Student and Academic Affairs Committee Form located at https://www.coastalalabama.edu/admissions-aid/appeal-to-student-and-academic-affairs-committee/.
  2. During the meeting of the Student and Academic Affairs Committee, which will not be considered a “due process” hearing but rather a petition for readmission, the student will be given an opportunity to present a rationale and/or statement of mitigating circumstances in support of immediate readmission.
  3. The decisions of the Student and Academic Affairs Committee, together with the materials presented by the student, will be placed in the College’s official records.
  4. A copy of the written decision will be provided to the student. Equity, reasonableness, and consistency should be the standards by which such decisions are measured.

Additional Provisions/Information

Refer to Financial Aid Policy if receiving any type of financial aid regarding repetition of courses.

Instructional Affairs