208.01 Confidentiality

Due to the sensitive nature of any appeals hearing, confidentiality will be respected in a manner consistent with relevant state and regent policy.

208.02 Timetable for All Academic Appeals
 
All academic appeals, regardless of their nature, shall be concluded no later than the following semester after cause for the appeal occurred.

208.03 Academic Based Appeals

Academic based appeals are defined as student appeals concerning (1) merit for admission to the University and (2) grade appeals. The following paragraphs Identify the two University Subcommittees of the Academic Policy and Procedures Committee of the Faculty Senate established to hear such appeals and the general processes and procedures that should be followed. Given that it is impossible and impractical to determine procedures to govern every circumstance that might occur during a given appeal, the chairperson of a respective Subcommittee has the responsibility and authority to decide upon appropriate action(s) as issues present themselves.

208.04 The Subcommittee for General Appeals

1. Comments. After a student has petitioned the appropriate administrative officials in the Office of Admissions, he or she has the right to appeal (in writing with supporting evidence) an adverse decision by such officials in cases of (1) admission or (2) other similar matters.
2. Subcommittee Membership and Responsibilities. The chairperson of this subcommittee, in consultation with the chairperson of the Academic Policies and Procedures Committee, will be responsible for appointing members in April of each year. Membership on the subcommittee will run from summer semester through spring semester of the following year. The subcommittee will be comprised of a faculty member from each of the University’s three colleges (one of which should be a member of the Academic Policies and Procedures Committee), one University official, and one student. Faculty members will serve a term of two years, the University official and student representative will serve a one-year term. Committee members should not be reappointed for consecutive terms. The chairperson of the subcommittee will be responsible, in conjunction with the Office of Admissions, for distributing appropriate materials to committee members, for announcing in advance the time and place of each scheduled appeal(s), and will convey recommendations of the subcommittee to the Director of Admissions. Any three members of the subcommittee, at least two of which shall be Faculty, shall constitute a quorum.

1. Comments. Students have the right to appeal a final course grade. A student must first submit in writing why they are appealing a grade (along with any supporting evidence) through appropriate administrative channels, that is, his or her department chairperson and dean. After consulting with the student and the concerned faculty member, it should be apparent to officials as to why the grade was assigned. If the faculty member assigned the grade due to an allegation of cheating, plagiarism, or some other act of academic dishonesty and the student wishes to pursue the appeals, his or her case should be considered a Dishonesty Grade Appeal. On the other hand, if the reasons underlying the appeal are based on policy disagreements or alleged charges of arbitrary or unfair treatment by the involved faculty member, the appeal should be considered a Grade Determination Appeal. The deans of the University’s three respective colleges should inform the Academic Vice President as to their appeals clarification decision in writing when forwarding documentation to that office.

Educational institutions have the responsibility for the establishment and maintenance of high standards of personal conduct and scholarship among all members within the academic community. All parties involved in appeal hearings at the University of West Georgia should understand that the process should be considered as fact finding with the intent to demonstrate a preponderance of evidence. The hearings will be conducted in a tone of civility where both parties can present their case with the Appeals Subcommittee considering the presented matter.

1. Academic Dishonesty Appeals. Procedures should be established to deal with those situations where there are allegations of academic improprieties. It is assumed that these cases will be related to the classroom and a professor who has noted improprieties and has, as would be expected, taken some form of corrective action. The purpose of the Grade Appeals Subcommittee in hearing this type of student complaint is (1) to determine if academic improprieties did take place and (2) to review the appropriateness of the faculty members’ corrective action as it relates to final grade assignment.
2. Grade Determination Appeals. Educational institutions have the responsibility for evaluating students by standards and a grading system that is publicized and known to faculty and students. Procedures should be established for students who feel simply unfairly treated by a faculty member in terms of final grade assignment. The responsibility for determining the grade of each student rests on the faculty member who has responsibility for teaching the course in which the student is enrolled. The purpose of the Grade Appeals Subcommittee hearing this type of student complain is to review the totality of the student’s performance in relationship to his or her final grade.
3. Faculty Availability.  At times, the outcome of a grade determination appeal will impact a student’s continued enrollment, financial aid, or similar matter and the involved faculty member is not available (out of country, sick, no longer employed by UWG, etc.) for an appeals hearing.  Under such circumstances, the Chairperson of the Grade Appeals Subcommittee shall schedule an appropriately timed hearing with the faculty member’s dean or his or her designee providing representation.  Given these circumstances, and in the event of finding for the involved student, the dean or his or her designee is authorized to make the appropriate grade change or other remedies congruent with the appeal finding. Grade appeals that do not impact a student’s continued enrollment, financial aid, or similar matter will be delayed until the return of the involved faculty member.

A grade originally assigned by a faculty member to a student can only be changed with the consent of the faculty member responsible for the grade, except as noted in #3 above.   However, if finding for the student in either classification of appeals, the Subcommittee will attempt to counsel the faculty member, or in his/her absence, the assigned representative, to voluntarily readdress the grievance. In the event counseling is not effective, the Subcommittee will refer the matter to appropriate administrative officials.

2. Membership. The membership of the Grade Appeals Subcommittee will include three faculty members, one each from the three colleges of the University. These three faculty members will be appointed by the chairperson of the Academic Policies and Procedures Committee in May of each year from those members of that committee with remaining time to serve or from newly appointed faculty. In addition, the chairperson will appoint one University official and a student representative to serve. The length of service on this committee shall be for one full year starting with summer semester. Any three members of the subcommittee, at least two of which shall be faculty, shall constitute a quorum.

3. Procedures Governing Cases of Academic Dishonesty

In order to guarantee fairness and proper procedural safeguards for all concerned, the subcommittee shall be guided by the following procedures:
1. The subcommittee will hear a case only if the student has exhausted all administrative remedies through the appropriate department chair and his or her college dean
2. The subcommittee chairperson will consult with both the faculty member and student concerning the hearing procedures, the time, date, and place of the hearing and will ensure relevant materials reach all parties in a timely fashion.
3. The burden of demonstrating a preponderance of evidence shall rest upon the officials or faculty member who originated an action against a student or assigned for cause a particular grade.
4. The student appearing before the committee shall have the right to be assisted by an advisor of his or her choice.
5. During the hearing the student shall have the opportunity to testify and to present evidence and witnesses own his or her behalf. He or she shall have opportunity to hear and question adverse witnesses. In no case shall the subcommittee consider statements against a student unless the student has been given an opportunity to rebut unfavorable inferences that might otherwise be drawn.
6. All matters upon which a decision will be based must be introduced at the proceeding before the subcommittee. Any conclusions drawn by the subcommittee shall be based solely upon such evidence.
7. In the absence of a transcript, a tape recording of the hearing shall be made.
8. Appellants who fail to appear after proper notice will have their cases heard in absentia.
   
9. The chairperson of the subcommittee will submit in writing conclusions and recommendations to the Vice President for Academic Affairs.

4. Procedures Governing Grade Determination Appeals. 

1. The subcommittee will hear the case only if the student has exhausted all administrative remedies through the appropriate department chair and his or her college dean.
2. The subcommittee chairperson will consult with both the faculty member and student concerning the hearing procedures, the time, date, and place of the hearing and will ensure relevant materials reach all parties in a timely fashion.
3. The burden of demonstrating a preponderance of evidence of arbitrary or unfair grading rests on the student. The student should realize such a charge is a serious one and refrain from taking capricious action.
4. Both the student and faculty member shall be given an opportunity to present his or her case and to refute the case presented by the other.
5. All matters upon which a recommendation will be based must be introduced during the hearing before the Subcommittee. Recommendations shall be based solely upon such evidence.
6. Appellants who fail to appear after proper notice will have their cases heard in absentia.
   
7. The chairperson of the subcommittee will submit in writing conclusions and recommendations to the Vice President for Academic Affairs.