Academic & Course Grade Appeal Procedure

Return To: 2016-2017 Student Handbook 

In appeals related to final grades, it shall be the responsibility of the student to prove that the grade is incorrect or unjustified. A grade of “F” received due to improper course withdrawal is not subject to this procedure.

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:

1. The student will complete a Student Academic/Course Grade Appeal form.
2. A copy of this form will be submitted to appeals@otc.edu. The form will be distributed to the instructor and appropriate administrators.
   1. For non-final grade appeals this should occur within 30 calendar days following the event
   2. For appeals that involve final grades, this should occur by the Friday of the fourth week of the next term.

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

Step 3. If the student is not satisfied with the disposition of the appeal at Step 2, within 10 college business days after receipt 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.

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

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

Step 4. If the student is not satisfied with the disposition of the appeal at Step 3, a request for an evaluation by the Academic Appeals Committee can be submitted, within 10 college business days after receipt of the Step 3 response. The following information should be submitted to appeals@otc.edu:

1. A copy of the written appeal submitted in Step 2
2. Instructor’s written response
3. Dean’s written response

Upon the determination by the committee, the Chair of the Academic Appeals Committee will provide 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 in written form to all involved parties.

General Provisions

In no case may an individual involved at an earlier level of the grievance serve on the 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.