Final Grade Appeal Process

Purpose of the Final Grade Appeal Process

This process allows you to raise concerns about your final course grade and seek a fair review if you believe an error or misunderstanding occurred. It is designed to ensure concerns are addressed in a respectful, timely, and equitable manner.
You must first try to resolve the issue informally by speaking directly with your instructor. Open and constructive communication is often the quickest and most effective way to clarify concerns and reach a resolution.

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Conditions for Filing a Final Grade Appeal

The final grade appeal process applies only to academic matters. It cannot be used to address the following:

• Disciplinary actions or conduct proceedings. If your concern involves student conduct or discipline, you must follow the Student Conduct appeal process.

• Federal or state laws, regulations, or policies adopted by the State Board for Community and Technical Colleges. These rules cannot be challenged through the final grade appeal process.

• Concerns related to discrimination or harassment, including sexual discrimination or disability discrimination. These concerns must be addressed through Policy 235 – Non-Discrimination and Anti-Harassment.

• Requests for an exception to a Lower Columbia College policy, procedure, deadline, or degree requirement. These requests must be submitted to the Academic Standards Committee. 

If you are unsure which process applies to your concern, you are encouraged to contact the Office of Instruction at (360) 442-2550 for guidance before filing an appeal. You can make a report for any of these other complaints by using the Make a Report page.

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What Is a Final Grade Appeal?

A final grade appeal is a formal process you may use if you believe a final course grade was arbitrary, capricious, or made in error.

Arbitrary means the decision is based on personal preference, whim, or random choice rather than reason, evidence, established rules, or fair standards.

Capricious refers to actions or decisions that are impulsive, unpredictable, and subject to sudden changes in mood, preference, or judgment.

You may file a final grade appeal if you believe an instructor:

• Used unclear, unreasonable, or inconsistent standards when evaluating your work.

• Took an academic action related to your grade that negatively affected your academic standing without a reasonable basis.

• Made a clearly erroneous decision or took another erroneous action in determining your final grade.

A final grade appeal is intended to address concerns about fairness, consistency, or clear error in grading; not simply disagreement with an instructor’s professional academic judgment.

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Before Submitting a Formal Grade Appeal

Before filing a formal grade appeal, you must first try to resolve your concern through the informal steps outlined below. Many concerns can be resolved quickly through open communication.

Step One: Meet with Your Instructor

Start by meeting with the instructor who assigned the grade.

• Schedule a meeting as soon as possible, ideally during the quarter the class is taken or shortly after receiving your final grade.

• Use this meeting to clearly explain your concern, ask questions, and request a specific action to resolve the issue.

• Come prepared to reference the course syllabus, grading criteria, or assignment instructions. Helpful information may include screenshots of assignments or communications, copies of graded work or instructor comments, and any other relevant course materials.

If the issue is resolved and you are satisfied with the outcome, no further action is needed.

Step Two: Meet with the Dean

If your concern is not resolved after meeting with your instructor, you may request a meeting with the appropriate division dean. If you have not met with the instructor, the dean may assist you with making that initial contact.

• The Dean will review the situation and attempt to help you and the instructor reach a resolution.

• Be prepared to explain the steps you have already taken and provide relevant documentation.

If the matter is resolved and you are satisfied with the outcome, the process ends here.

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Submitting a Formal Grade Appeal

If you have attempted to appeal your grade by meeting with your instructor and their respective dean, and you are still not satisfied with the outcome of those meetings, you can submit a formal appeal using the Final Grade Appeal Form.

You must submit this appeal within 15 academic calendar days of the subsequent quarter.

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The Final Grade Appeal Process

Once the written appeal is received, the Vice President of Instruction (VPI) will assign a facilitator to collect and prepare relevant information for the appeal within 15 academic calendar days. The VPI will select an available facilitator while minimizing any conflict of interest to the extent possible. The investigator will inform the instructor and respective dean that a formal appeal has been submitted and an inquiry is being conducted.

As part of the review process, the assigned facilitator will examine the course syllabus, meet with the course instructor, and request and review any relevant supporting documentation. A summary of findings will then be prepared, outlining the facts related to the grade determination. 

If the facilitator needs to interview you as part of their inquiry, an advisor of your choice may accompany you at the interview. The advisor may not participate actively in the interview, but may break to convene with you during the interview process, should you deem it necessary.

Within ten instructional days of receiving the written appeal, the committee will provide a written investigative report to the VPI, the respective dean, the Academic Standards committee Chair, and the student. However, if the investigation requires more time, the deadline may be extended to a future date at the sole discretion of the assigned investigator.

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Withdrawing an Appeal

A student may withdraw their final grade appeal at any time by providing written notice to the VPI. The VPI will inform all affected parties.

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Formal Review

Upon the receipt of the investigative report, the Academic Standards Committee Chair will schedule a review hearing.

A student may bring an advisor of their choice to the formal hearing.  Your advisor may not speak on your behalf or actively participate in the discussion. However, you may consult privately with your advisor during the meeting for support and guidance as you present your concerns.

If anyone on the Academic Standards committee perceives a conflict of interest, they shall recuse themselves from the committee for the duration of the appeal. Students are to be given an opportunity to talk with the chairperson of the Academic Standards committee regarding any concerns about the committee’s membership.

As soon as practical, the Academic Standards committee will meet with the student, instructor, and any other relevant parties to hear the points at issue in the appeal. The Academic Standards committee Chair will provide the investigative report and all related exhibits during the appeal. These files will be collected at the end of the meeting and retained according to the records section of this procedure.

Final Grade Review committee members will vote anonymously according to their meeting procedures. The committee will provide its written decision to all parties (student, instructor, respective dean, and VPI) within five instructional days following the hearing. The decision is final and may not be reviewed further.

Records

The facilitator shall keep all written statements or transcripts within the Maxient software system, as follows:

• Complaints for seven years from the initial grade appeal;

• Final grade appeals for six years following the last quarter attended by the student. At that time, the files shall be destroyed according to the state record retention schedule.