Ombudsperson/Academic Appeals

Information for Students about the Academic Appeals Process

The Academic Appeal Procedure “provides an orderly process of appeals for decisions related to grades, and program and graduation requirements.” (University Regulation: Procedure #300)

If you feel you were evaluated unfairly by an instructor, you have the right to appeal the grade you were given in a particular course. Please note that there are specific procedures and regulations that govern the appeals process, and you are responsible for knowing these procedures. If you do decide to initiate an academic appeal, please read this document carefully.

Steps in the Academic Appeals Process:

1. Instructor Level: Communicate with your instructor about the grade you were given. Either email or call the instructor, explain your concerns, and ask for specific information as to why you received this grade. It is the instructor’s responsibility to provide you with a detailed accounting of how your grade was determined, including grades/marks given for specific assignments, how those assignments were weighted, and how your final grade was calculated. If you do communicate via email, it is a good idea to keep copies of all the emails that pass between you and the instructor.

2. Department Chair Level: If the answer you receive from the instructor is still not satisfactory, you can choose to take your concerns to the Department Chair. The Department Chair is another faculty member who is in charge of a particular academic department, like Literature, Human Services, or Marketing. (See attached list of current Department Chairs, Executive Directors, and Deans.)

Note: At this level, your appeal should be in writing, and you should request that the Department Chair respond to your appeal in writing. Keep a copy of all correspondence related to your appeal.

3. Executive Director/Dean Level: If your appeal is denied at the Department Chair level, you may send your appeal to the Dean of the college where your appeal originated. Please note that appeals originating in the School of Nursing or the School of Law Enforcement, Criminal Justice and Public Safety should be submitted to the Executive Directors of those Schools. (See attached list of current Department Chairs, Executive Directors, and Deans.)

Note: At the Executive Director/ Dean level, you should submit the same letter you submitted to the Department Chair, along with the Department Chair’s written response. Continue to keep a copy of all correspondence related to your appeal.

4. Academic Appeals Committee: If your appeal is denied at the Executive Director/Dean’s level, you have the right to a formal appeal hearing before the Academic Appeals Committee. This committee is comprised of faculty representatives from the different colleges, academic advisors and students. It meets approximately once a month during the academic year (Sept – May). The Academic Appeals Committee hears from both the student and faculty member (at separate times) and makes a recommendation to the Provost. Within two weeks of the appeal hearing, the Provost makes a final decision, which is conveyed to the student in writing. There is no appeal process beyond the Provost.

Note: If you decide to pursue your appeal to the Academic Appeals Committee, you must contact the Ombudsperson as soon as you receive your written denial from the Executive Director or Dean. The Ombudsperson can guide you through the formal appeals process. You can contact the Ombudsperson via phone or email AFTER SEPT. 1:

Important Timelines:

Students have 60 working days (Monday-Friday) from the date their final grade was posted to file a formal academic appeal. An academic appeal is considered filed when a dated letter or email is sent to a Department Chair.

Once received, the Department Chair has 10 working days to respond to the student’s formal appeal. If the Department Chair does not respond within 10 working days, the appeal is considered denied, and the student may move on to the next level of the appeal process (the Dean/Executive Director). If the Department Chair does deny the appeal in writing, the student may also move on to the next level of the appeal process (the Dean/Executive Director).

Once the appeal letter is received by the Dean/Executive Director, the Dean/Executive Director has 10 working days to respond to the student’s formal appeal. If the Dean/Executive Director does not respond within 10 working days, the appeal is considered denied, and the student may move on to the next level of the appeal process (the Academic Appeals Committee). If the Dean/Executive Director does deny the appeal in writing, the student may also move on to the next level of the appeal process (the Academic Appeals Committee).

YeeLeng Hang
Ombudsperson, Student Affairs
201 Founder’s Hall, St. Paul Campus
651-793-1552
yeeleng.hang@metrostate.edu

Frequently Asked Questions

1. What should be included in my appeal letter?

Your appeal letter must include your name, address, social security number OR student ID number, phone numbers (including work, home and cell) and your email address (note: if you include an email address, be sure that you check your email frequently). It should also be dated and signed.

Your letter needs to begin with the department, number and name of the course you took – and the semester you took it (e.g., “I am appealing my grade in Math 101: Exploring Functions, spring semester, 2004). You should state the instructor’s name, the grade you received from that instructor, and the resolution you are requesting.

Please note that you are free to request any number of different options to resolve your academic appeal, but it is best to be as realistic as possible. Typically, students use the academic appeals process to request that a grade be changed from “F” to “C” or “C” to “B,” or “A,” etc… You can also ask that you be given a grade of “S” (for Satisfactory – which is not figured into your GPA), or that your registration be changed to “W” (withdrawal).

Broad, unrealistic requests (e.g., “I request that Professor X never be allowed to teach at Metropolitan State ever again) will likely not be granted, and may even hurt your appeal. Be realistic about what you believe you deserve.

2. Is there a page limit for my appeal letter?

No, your appeal letter can be as long or as short as you feel it needs to be. Be as clear and specific as possible and, if possible, present your case in a chronological manner, so that the Department Chair, Executive Director/Dean and Appeals Committee can follow what happened and are able to follow your reasoning.

3. Should I include my Metropolitan State transcript with my appeal letter?

It depends. If you are making an argument that you are an “A” student, then you may want to include your transcript as evidence. However, if your academic transcript is not particularly strong, you may not want to include it. You are not required to submit your transcript.

4. If I file an appeal or send a letter to the Department Chair, who will know? Will this information become public?

All materials related to your academic appeal are kept locked in the office of the Ombudsperson. There is no record of your appeal(s) in your advising file, and no one is informed of your appeal unless they are acting as Department Chair, Executive Director, Dean, or a member of the Academic Appeals Committee. The Academic Appeals Committee shreds all its documents after a decision is reached. All information you share, either orally or in writing, is kept in the strictest confidence.

5. Will the Ombudsperson conduct an investigation into my academic appeal, including interviewing other students in the class?

The Ombudsperson is available to assist you during the Academic Appeals hearing. However, they do not have the authority to contact other students on your behalf, and they will not be investigating your claims. It is your responsibility to put your concerns/claims down in your academic appeal letter. If you feel another student’s testimony is important to your case, you can ask that student to write a letter on your behalf. The student must sign their letter and provide their social security number or student ID number, and their phone and address.

It is important to note that it is incumbent upon the student to prove that the instructor acted in a manner that was arbitrary or capricious and was, therefore, unfair. Keep this in mind when you are writing your appeal letter.

6. Can I request that a different faculty member evaluate my work?

Yes, you can make that request. Just be certain to explain why you feel this request is necessary.

7. Who has the authority to change a student’s grade?

Community and Resident Faculty, Department Chairs, Executive Directors/Deans, and the Provost are all able to change grades. Only Department Chairs, Executive Directors/Deans and the Provost are able to change a student’s registration status (e.g., from an “F” to a “W.”)

8. Is an academic appeal appropriate if I feel I have been discriminated against because of my race, gender, age, religion, etc…?

If you feel you were treated unfairly by an instructor because of your social identity (age, race, nationality, religion, gender, ethnicity, physical or mental ability, etc…), you can bring those issues up in your academic appeal.

Please note that you can also contact Rosa Rodriquez, Director of Equal Opportunity and Diversity at rosa.rodriquez@metrostate.edu. You may pursue an investigation through her office at the same time you are pursuing an academic appeal.