Original Date: 3/19/2019 * Last Revision Effective: 4/16/24
Policy Contact: Senior Academic Officer
Purpose
The following procedure is established for a student who feels their final course grade was awarded incorrectly, in error, or in an arbitrary or capricious manner. Every effort will be made to resolve the discrepancy at the lowest step possible.
Students should refer to 1440P, Discrimination, Harassment, Retaliation, for complaints related to possible discrimination; and to 1450P, General Complaint Resolution, for general complaints about a college employee. Students should refer to the 2050, Student Conduct Code (WAC 132H-126) for issues surrounding academic dishonesty and resolve allegations to the extent possible prior to embarking on these procedures. Additionally, disputes related to disability accommodations should be addressed through the campus Disability Resource Center (DRC).
Procedures
Students who wish to dispute a grade may start the process as soon as the grade in question is issued, but no later than one (1) quarter after the college posts the final grade to the student’s transcript for the class in question (and may include summer and/or fall initiation for spring grade disputes). This timeline ensures availability of instructor records for review if needed. The college may dismiss a grade dispute if the stated timelines in this procedure are not followed. The process will consider whether the faculty appropriately applied college policies and the standards set in their course syllabus in assigning grades.
At all stages of the process the student should contact the appropriate person through their college assigned official email address, the email address provided and maintained by the student in ctcLink, or a written correspondence and provide the following information:
- A statement why they feel their grade was not properly awarded.
- What the student has done so far to resolve the issue.
- The remedy they are seeking.
- Any supporting documentation (course materials, emails, etc.) for their argument.
Informal Steps:
In order to proceed to a formal dispute, the student should first follow Steps 1 and 2 to informally address the grade dispute.
Step One: Contact course instructor
Students must first contact their instructor by email to see if the dispute can be resolved at this level, either through a correction or an explanation. They must provide all of the material listed under procedures.
Students can expect (step one):
- During the regular academic year, fall quarter through spring quarter, instructors should respond with a determination regarding the dispute within ten (10) instruction days. Instructors may not be available during the breaks between quarters and during the summer. Students may go directly to step two below under the following circumstances:
- If the instructor no longer works for the college or is off campus for an extended period and is unavailable.
- If the instructor does not initially respond or acknowledge the email within ten (10) instruction days.
Step Two: Contact the department chair
Students who believe their instructors did not satisfactorily resolve their grade dispute may contact the appropriate department chair. Contact information can be found through the department webpage or Enrollment Services. They must provide all of the material listed under procedures.
Students can expect (step two):
- During the regular academic year, fall quarter through spring quarter, the department chair is expected to respond within ten (10) instruction days. Department chairs may not be available during the breaks between quarters and may have limited hours during the summer. The department chair may do one or more of the following:
- Contact the instructor to discuss the issue and the concern.
- Contact the Bellevue College in the High School (CHS) faculty coordinator if the student is a Bellevue College in the high school student.
- Facilitate a meeting between the student and the instructor.
- Contact the division dean to discuss the dispute.
- Refer the dispute directly to the division dean.
- Determine the issue has already been resolved with the instructor.
- Students may go directly to step three below under the following circumstances:
- If the department chair is also the instructor.
- If department chair does not initially respond or acknowledge a student’s email or written correspondence within ten (10) instruction days. After acknowledging the student’s initial email, the department chair may take up to an additional ten (10) instruction days to make a recommendation regarding the dispute.
Formal Process
If a student is unable to successfully resolve the dispute with the department chair within ten (10) instruction days after initial contact is confirmed, they may contact the appropriate division dean to initiate the formal grade dispute process (Steps 3 and 4).
Step Three: Contact the division dean
Enrollment Services or the relevant division can provide students with the name and contact information of the division dean, or the division office for the class in question. They must provide all of the material listed under procedures.
Students can expect (step three):
- The divisional dean is expected to respond within ten (10) instruction days and informs the student of next steps and an approximate timeline regarding when the student can expect to receive a recommendation regarding the dispute.
- The dean provides the opportunity to discuss the grade dispute with the student.
- The dean discusses the concern with the instructor and gathers their response to the issues raised.
- The dean may facilitate a meeting with the instructor and student.
- Upon review of the evidence provided and any further discussion, the division dean provides a written response with their resolution to the grade dispute. After acknowledging the student’s initial email, the division dean may take up to an additional ten (10) instruction days to make a recommendation regarding the dispute.
Step Four: Initiation, through the division dean, of the Grade Dispute Committee
If the division dean does not resolve the student’s grade dispute to the student’s satisfaction, the student may request that the dean refer the issue to the Grade Dispute Committee, or the division dean may also initiate contact with the committee. The Grade Dispute Committee convenes and holds grade dispute hearings during fall, winter and spring quarters, and are not available during the summer.
When contacting the Grade Dispute Committee, the dean should provide the committee with their written response with their resolution as well as any supporting materials provided as part of the process up until this point.
The committee includes the following members:
- One (1) faculty member elected by the Bellevue College Association of Higher Education (BCAHE), who serves as committee chair for the academic year. If the chair is the subject of the grade dispute, the senior academic officer in consultation with BCAHE will appoint a chair.
- Two (2) faculty members assigned by this division dean; both faculty members are from the same or related academic department as the class with the disputed grade.
- One (1) faculty member selected without regard to the class in question assigned by the senior academic officer.
- Two (2) student representatives appointed by the Associated Student Government (ASG) president.
Students can expect (step four):
- The chair of the Grade Dispute Committee provides written notice of the date and time of the hearing to the student’s college email address (or the email address provided and maintained by the student in ctcLink) and the instructor of the class in question within ten (10) instruction days (fall through spring only) of the division dean’s request. The hearing will occur within ten (10) instruction days of this response.
- The committee reviews documentation and correspondence related to the grade dispute.
- After the review, the committee holds a closed hearing with the following participants:
- The student.
- The instructor.
- Others deemed relevant by the chair of the committee.
- The student may also invite a student support college employee and one other person (including a non-college affiliated individual) chosen by the student.
- The student may not bring legal counsel to this hearing.
- The committee chair provides a written recommendation and information supporting the recommendation to the college’s senior academic officer within ten (10) instruction days after the hearing.
- The senior academic officer reviews the recommendation, consults as needed with the parties involved, and provides a final decision within ten (10) instruction days after receiving the recommendation from the committee.
- Students may not appeal this final decision.
- If the result is a change to the disputed grade, the senior academic officer notifies Student Central to update the grade.
Definitions and Student Resources
Instruction days during the academic year: Days the college is open and holding classes or final exams. Breaks between quarters, weekends, holidays, or non-instructional days do not count. Consult the academic calendar for details.
Student Support Employee: Students may request that a college employee or an elected member of the Associated Student Government (ASG) assist with the grade dispute process and be present for any meetings that take place. The college does not require students to obtain a support employee or an ASG representative to initiate the process.
Non-College Affiliated Individual: Due to the Family Educational Rights and Privacy Act (FERPA), parents, friends, or other non-college affiliated individuals may only participate in meetings with advance approval from the college employees identified in steps one through three. If approval is given, the student must complete a separate or new Student Information Release Authorization form prior to the scheduled meeting and submit the form to Enrollment Services for processing at least 24 hours before the meeting. A parent or other individual not affiliated with the college may attend the Grade Dispute Committee hearing with the student’s permission.
Revision History
Original 3/19/2019
Revisions 4/16/2024
Approved By
President’s Cabinet
Last Updated April 26, 2024