Grade Appeal

2025-2026 Academic Policies proposal for Graduate Program

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General Catalog Information
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  • Institutional Policy for Graduate Programs*
    This form may only be used for updating academic policies or introducing new policies at the graduate level.
  • Title*
    Grade Appeal
    Grade Appeal
    The title identified here refers to the title of an existing policy or a new policy to be added to the graduate catalog
  • Is this an existing policy?
  • Does this policy need to be reciprocated at the undergraduate level?*
    To ensure consistency in our policies at the undergraduate and graduate level, this question is designed to direct the attention of the author and councils to this important issue. When appropriate changes that necessitate update/new policies at both levels require two proposals to go through governance; one for each level.
The Proposed Policy
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  • Rationale for the new/update policy proposal*
    The appeal process aims to ensure that college policies are followed and that students are treated fairly and consistently according to the guidelines established in the course syllabus. Recent changes to the proposed policy aim to improve the graduate grade appeal process. These changes include new timelines for resolving concerns, defining the Dean of Graduate Studies role in the appeal process, and allowing the dean to assign cases to the faculty grade appeal committee when warranted. This proposal aligns with the undergraduate grade appeal process, aiming to maintain consistency in procedures for both undergraduate and graduate students to reduce confusion across the institution.
    Please explain the rationale for this proposal.
  • Current Policy (if one exists)

    The instructor of record has the responsibility to assign/change the final grade for the course. The purpose of the appeal process is to ensure that college policies have been followed and that the treatment of a student has been fair and consistent with guidelines established in the course syllabus.

    The first step in the resolution of any dispute between a student and an instructor concerning an academic matter should be that the student meets with, or makes a determined effort to meet with, the instructor in order to discuss the problem.  Most often, the dispute can be resolved through such discussion between faculty and student; should it not lead to a satisfactory resolution, the student may further pursue an appeal process.

    The following describes the steps and deadlines for such an appeal process:

    1. This process begins with a written appeal letter to the chair of the department offering the course. The written appeal must be submitted no later than the end of the sixth week of the following semester. (the spring semester is considered the “following semester” for the fall semester and winter sessions; the fall semester is considered the “following semester” for the spring semester and summer sessions). The student is encouraged to seek a mentor, their advisor or any other member of the faculty and staff, to assist in the appeal process.
    2. Within a week of the receipt of the student’s written appeal, an acknowledgment will be sent to the student by the chair. The department chair will need time to look into the issue(s) raised by the student. The chair’s evaluation may involve review of course records, communications between the faculty and the student, or any other document offered by the student or the faculty member deemed pertinent to the case. The discovery process may also require face to face meetings, phone conversations, or email communications between the chair and the student.
    3. The student should expect a written response to the appeal within two weeks of submitting the appeal unless circumstances delay the conclusion of the case.  If the appeal is denied, the written response by the chair must outline the reasons.
    4. If the student is not satisfied with the outcome of the review from the department chair, he or she may then appeal to the dean of Graduate Studies. This is where the role of a mentor becomes most critical as the student’s appeal to the dean must appropriately offer responses to the written reasons of denial of the appeal by the department chair.  The process described in step 2 applies, except that the student will have two weeks to submit a written appeal to the dean. There would be the same set of expectations regarding acknowledgment of receipt of the appeal letter and deadlines to review and respond to the student by the dean.
    5. Written response from the dean concludes the grade appeal process.

    In the event that the faculty member who had assigned the final grade is not available to consider the student’s appeal, the chair of the department responsible for offering the course shall assign a qualified faculty member to review the merits of the appeal in place of that original instructor. This faculty member assigned to review the case will have the authority to change the grade. This exception is only exercised in extraordinary cases where the faculty member, for example, is no longer working for SUNY Oswego and is not responding to the student’s appeal or queries from the department chair or the dean as they review the case.Current Graduate Grade Appeal Policy

    This field should only be completed if an existing policy is proposed to be updated. Please copy the exact wording of the policy from the graduate catalog into this text area.
    New Policy*

    The instructor of record has the responsibility to assign/change the final grade for the course. The purpose of the appeal process is to ensure that college policies have been followed and that the treatment of a student has been fair and consistent with guidelines established in the course syllabus.

    The first step in the resolution of any dispute between a student and an instructor concerning an academic matter should be that the student meets with, or makes a determined effort to meet with, the instructor in order to discuss the problem.  Most often, the dispute can be resolved through such discussion between faculty and student; should it not lead to a satisfactory resolution, the student may further pursue an appeal process.

    The student is encouraged to seek a mentor, their advisor, or any other member of the faculty and staff, to assist in the appeal process.

    The following describes the steps and deadlines for such an appeal process:

    1. This process begins with the student meeting with the graduate program coordinator to attempt to remedy the issue. 
    2. If the matter is not resolved within one week post-meeting with the program coordinator, the student can send a written appeal letter to the chair of the department offering the course. The written appeal must be submitted no later than the end of the sixth week of the following semester (the spring semester is considered the “following semester” for the fall semester and winter sessions; the fall semester is considered the “following semester” for the spring semester and summer sessions). 
    3. Within a week of the receipt of the student’s written appeal, an acknowledgment will be sent to the student by the chair. The department chair will need time to look into the issue(s) raised by the student. The chair’s evaluation may involve review of course records, communications between the faculty and the student, or any other document offered by the student or the faculty member deemed pertinent to the case. The discovery process may also require face to face meetings, phone conversations, or email communications between the chair and the student.
    4. The student should expect a written response to the appeal within two weeks of submitting the appeal unless circumstances delay the conclusion of the case.  If the appeal is denied, the written response by the chair must outline the reasons.
    5. If the student is not satisfied with the outcome of the review from the department chair, he or she may then appeal to the Dean of Graduate Studies. This is where the role of a mentor becomes most critical as the student’s appeal to the dean must appropriately offer responses to the written reasons of denial of the appeal by the department chair.  The process described in step 2 applies, except that the student will have two weeks to submit a written appeal to the dean. There would be the same set of expectations regarding acknowledgment of receipt of the appeal letter and deadlines to review and respond to the student by the dean.
    6. The Dean of Graduate Studies will review the appeal to determine if a review by a faculty grade appeal committee is warranted. Namely, the dean will review the appeal considering whether an argument has been made and evidence provided that college policies have not been followed or that the treatment of the student has been unfair or inconsistent with guidelines established in the course syllabus.  If a committee review is not warranted, the dean will communicate that decision to the student and the appeal will end.
    7. If a grade appeal committee is warranted, the Dean of Graduate Studies will constitute the committee to include three tenured faculty including 1) a graduate faculty member from the program or a closely affiliated program, 2) a department chair from another department, and 3) another graduate faculty member. The Dean of Graduate Studies will provide a written rationale for the appeal committee regarding the case. The committee’s review may involve a review of course records, communications between the faculty and the student, or any other document offered by the student or the faculty member deemed pertinent as well as the decision and rationale provided from the department chair in response to the appeal. The student, the department chair, and the faculty member will receive a written response to the appeal within two weeks of submitting the appeal which will include the committee’s decision and rationale.

    If the committee recommends a change in grade, the revised grade will be recorded on the student transcript. The committee review concludes the grade appeal process.

    In the event that the faculty member who had assigned the final grade is not available to consider the student’s appeal, the chair of the department responsible for offering the course shall assign a qualified faculty member to review the merits of the appeal in place of that original instructor. This faculty member assigned to review the case will have the authority to change the grade. This exception is only exercised in extraordinary cases where the faculty member, for example, is no longer working for SUNY Oswego and is not responding to the student’s appeal or queries from the department chair or the Dean of Graduate Studies as they review the case.


    Proposed Graduate Grade Appeal Policy

    Please provide catalog copy of the policy to be considered.

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