EASTERN SHORE COMMUNITY COLLEGE ACADEMIC AND STUDENT AFFAIRS POLICIES FINAL COURSE GRADE APPEAL
I. PURPOSE
The purpose of this policy is to establish a fair, transparent, and orderly process through which students may appeal a final course grade when they believe the grade was assigned in error or in a manner inconsistent with the grading criteria established for the course.
II. AUTHORITY
The President of Eastern Shore Community College delegates responsibility for administering and enforcing this policy to the Vice President for Academic, Student, and Workforce Programs.
III. APPLICABILITY
This policy applies to all matriculated students enrolled at Eastern Shore Community College.
IV. POLICY
The assignment of course grades is the responsibility of the faculty member teaching the course. Faculty members are expected to communicate clearly in the course syllabus the grading criteria and standards used to evaluate student performance.
A final course grade may be appealed only under the following circumstances:
- Mathematical or clerical error in calculating the final course grade.
- Failure to apply grading criteria as stated in the course syllabus or as officially amended with appropriate notice to students.
- Inconsistent application of grading standards, where the student’s work was evaluated using criteria different from those applied to other students in the same course.
A grade appeal may not be based solely on disagreement with the instructor’s academic judgment, evaluation of the quality of a student’s work, or dissatisfaction with the grade earned.
Students initiating a grade appeal assume the burden of proof and must provide documentation demonstrating that the appeal meets one of the criteria listed above.
Students must follow the procedures outlined below. Appeals that do not follow the established process may not be considered.
V. PROCEDURES
Students must follow the steps outlined below in the order presented.
Step 1: Informal Resolution with Instructor
- Students are strongly encouraged to first attempt to resolve concerns regarding their final course grade directly with the course instructor.
- The student should contact the instructor promptly after grades are posted to review the grading criteria and calculations used to determine the final grade.
- Many grade concerns are resolved at this level through clarification of grading practices or correction of clerical errors.
If the matter cannot be resolved informally, the student may proceed to Step 2.
Step 2: Academic Supervisor Review
If the issue remains unresolved, the student may submit a written appeal to the Department Chair, Program Head, or appropriate Academic Supervisor within five (5) business days of the discussion with the instructor.
The written appeal must include:
- The course name and number
- The instructor’s name
- The final grade received
- A clear explanation of the grounds for the appeal
- Supporting documentation
The Academic Supervisor will review the documentation, the course syllabus, grading criteria, and any relevant course materials.
The Academic Supervisor may meet with the student and instructor and will issue a written recommendation within five (5) business days of receiving the appeal.
If the student is not satisfied with the outcome, the student may proceed to Step 3.
Step 3: Grade Appeal Committee Review
If the student is not satisfied with the outcome of Step 2, the student may submit a written appeal to the Vice President for Academic, Student, and Workforce Programs within five (5) business days of receiving the Academic Supervisor’s recommendation.
Upon receipt of the appeal, the Vice President will appoint a Grade Appeal Committee within five (5) business days. The committee will consist of:
- One (1) student representative
- Two (2) faculty members who are not directly involved in the case
The committee will review all submitted documentation and may convene a meeting at which both the student and the instructor have the opportunity to present relevant information.
Within five (5) business days of completing its review, the committee will submit a written recommendation to the Vice President. The Vice President will issue a written summary of findings within five (5) business days of receiving the committee’s recommendation.
A copy of the determination will be provided to the:
- Student
- Faculty member
- Department Chair, Program Head, or appropriate Academic Supervisor
- Grade Appeal Committee
If the student wishes to continue the appeal, they may proceed to Step 4.
Step 4: Vice President for Academic, Student, and Workforce Programs Final Review
- The student may submit a written appeal to the Vice President for Academic, Student, and Workforce Programs within five (5) business days of receiving the Grade Appeal Committee’s recommendation.
- Within five (5) business days of receiving the appeal, the Vice President will review all documentation, including the committee’s recommendation, and may schedule a meeting with the student and instructor. The meeting may occur in person or virtually.
- Within five (5) business days following the review or meeting, the Vice President will issue a written determination summarizing the findings.
A copy of the determination will be provided to the:
- Student
- Faculty member
- Department Chair, Program Head, or appropriate Academic Supervisor
- Grade Appeal Committee
The Vice President’s decision is final.
If the appeal results in a grade change, the Vice President will notify the Registrar, who will update the grade in the Student Information System (SIS).
All documentation related to the appeal will be retained in the Registrar’s Office.
Time Limitations:
The time limits specified in this procedure are binding on all parties unless an extension is granted through mutual written agreement. Failure by the student to meet established deadlines may result in dismissal of the appeal.
SANCTIONS
The College expects all individuals participating in the grade appeal process to adhere to the procedures, standards, and expectations outlined in this policy. Failure to comply with established requirements, including, but not limited to, the consistent application of grading criteria, adherence to stated procedures, and observance of institutional policies, may result in appropriate administrative review and corrective action.
A student’s initiation of, or participation in, the grade appeal process in accordance with this policy does not constitute a violation of College policy. Students retain the right to pursue an appeal as outlined herein. Any concerns related to student misconduct, including academic dishonesty, will be addressed through the College’s established student conduct processes and are separate from the grade appeal procedure.
This section is intended to address compliance with the grade appeal process and applicable institutional policies. In this context, enforcement may apply to any party involved in the process, including instances where established grading practices or procedures are found to be inconsistent with College policy.
Alleged violations of this policy will be reviewed by the Vice President for Academic, Student, and Workforce Programs, who will determine and implement any appropriate actions in accordance with College policies and applicable VCCS guidelines.
VI. INTERPRETATION
Authority to interpret this policy rests with the College President, who may delegate such authority to the Vice President for Academic, Student, and Workforce Programs
Last Reviewed: March 2026
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