Procedure for Filing Grade Appeal

1. No later than two calendar weeks into the term (term = fall or spring semester, NOT summer) following grade receipt, the student may appeal in writing to the course instructor, sending a copy of the appeal to the department chairperson (or substitute). The chairperson is to confirm that the instructor is aware of the appeal letter and is to inquire as to the instructor’s planned response.
   
2. If the instructor decides that the grade is correct, he/she must respond in writing to the student within twenty (20) business days of receipt of the student’s appeal letter. Failure to respond within allotted time shall move process to step 3 below.
   
3. If the student wishes to appeal further, he/she must appeal in writing to the department chairperson (or substitute). This appeal must be within ten (10) business days of receiving the instructor’s response. A copy of this appeal must be forwarded to the dean of the college in which the course was taught.
   
4. The department chairperson (or substitute) must respond in writing to the student within ten (10) business days of receiving the student’s appeal. His/her response should be copied to the dean

In each of the above statements, the chairperson of the department evaluation committee shall substitute for the department chairperson IF the department chairperson was the instructor of the course in which the grade is being appealed.

If the matter is not resolved at the level of department chairperson, consideration may then be given to referring it to a Grade Appeal Board.

Appeals will be referred to a Grade Appeal Board only upon the recommendation of both the department chairperson and the college dean. A Grade Appeal Board will be utilized only in extraordinary circumstance.

Composition of Grade Appeal Board
Three (3) faculty recommended by APSCUF. One from the academic department in which the course is taught. Not the instructor.

Two (2) managers selected by the provost. One to be the dean of the college in which the course was taught.

One (1) student recommended by Student Government Association. A senior major in the department in which the course is taught.

Normally, each Grade Appeal Board will be appointed to hear one appeal.

Those responsible for recommending board members should be sensitive to race and gender composition.

The provost will appoint each board within the parameters above.

Grade Appeal Board Procedures
Each Grade Appeal Board is to determine its procedures for hearing the grade appeal. Normally, both the student and the instructor will be given an opportunity to state his/her case before the board.

Students who appeal a grade to a Grade Appeal Board are responsible for maintaining ALL written materials relevant to the appeal, such as papers, examinations, and completed assignments. Further, the appeals board must have access to appropriate documentation and academic records pertaining to the course grade in question.

After the appeals process is complete, the only record to be maintained will be the student’s final grade.

Each appeals board will make its recommendation to the university president, who may accept or reject the recommendation.

Since the university president has the power and duty to direct the activities of the institution, nothing in this policy should be construed as to diminish that authority in any way.

Grade Change
Once a grade has been posted, it can only be changed by the professor who originally awarded the grade. Grade changes must be processed on a grade change card and must be approved by the professor and the chairperson of the department in which the course was offered.

A memorandum of explanation from both instructor and departmental chairperson must accompany any grade change submitted after more than a year has passed since the student received the original grade. This information is submitted to the Office of Academic Records and Summer School. Students who attended a full semester class beyond the 10th week may not have their grades changed to a withdrawal “W” without their dean’s approval.

Grade Release Policy
Students’ midterm grades are only available on the university’s ROCKTALK telephone and web-based systems. Final grades are mailed to students at the end of every semester. During the summer, grades are only mailed once, after the conclusion of Summer Session II.

In accordance with the Family Educational Rights and Privacy Act (FERPA) grades will not be released to a third party (including parents) without the written permission of the students.

Incomplete Grades
The assignment of an incomplete grade is the prerogative of the faculty and is granted only when extenuating circumstances prevent students from completing the course requirements within the regular time period. Faculty also reserve the right to set any deadline for the completion of the incomplete work; however, students not receiving an earlier deadline will have a maximum of 12 months after receiving the incomplete to finish all coursework and receive a change of grade. If a faculty member does not submit a grade change card within 12 months, regardless of whether or not the student attends the university, the grade will automatically convert to an “F”. Requests for extensions of incomplete grades, beyond 12 months, must be submitted by the faculty member and approved by the dean of the college in which the course was offered. Students will not be permitted to graduate with an incomplete grade on their record.

Pass-No Credit Grades
Students may schedule a maximum of 12 credits of pass-no credit grading in the sophomore, junior and senior years combined. Students must select these courses at registration and cannot change the pass-no credit designations after the second week of the semester. For these 12 credits, only free elective courses may be taken on a pass-no credit basis. Pass-no credit courses may not be used to satisfy major, minor, intensive writing, the BA modern language, and the university’s liberal studies program requirements. Some selected courses are not included in the 12-credit limitation. Students may not take more than one pass-no credit course during a semester.

Courses taken under the pass-no credit system are not used in computing the QPA. Credit for such courses is recorded toward meeting the total credit requirements if the course is passed. A grade of NC (no credit) will be recorded if the course is failed.

Pass-no credit is not synonymous with audit. In pass-no credit, all course requirements must be met.

Quality Point Average
Quality points for a single course are calculated by multiplying the points assigned the letter grade (A = 4, B = 3, C = 2, D = 1, F = 0) by the number of credits of the course. Total quality points are calculated by adding the quality points earned in each course. The quality point average (QPA) is computed by dividing the total quality points earned by the total number of credits attempted, (repeated courses are counted only once). Grades earned in courses taken at other colleges for transfer are not computed in the quality point average at Slippery Rock University unless the courses were taken with Slippery Rock University’s approval as a “Visiting Student” or “Distance Education Student” at another PA State System of Higher Education university. Further explanation concerning the calculation of the QPA may be directed to the student’s academic adviser, the Advisement Center or the Office of Academic Records and Summer School.

X Symbol
The symbol “X” means “no grade given.” This symbol will be used only in those rare situations when professors cannot assign students a letter grade or incomplete.

The “X” symbol will not affect the students’ semester or cumulative QPA at the time it is given. However, the “X” symbol must be removed from the students’ record prior to the end of the students’ next semester of enrollment. Otherwise, it will be converted automatically to an “F” and will then be used in the students’ semester and cumulative QPA calculations. The “X” symbol cannot be extended beyond the students’ next semester of enrollment.

If graduating students receive an “X” during their final semester of enrollment, they will be permitted to graduate as long as the course in question is not required for graduation.