Grade Appeal Procedure

The following grade appeal procedure applies to the College and the Schools, not the School of Law. The obligation of the instructor to evaluate the performance of students on sound academic grounds is basic to the formal education process. A student who believes the grade awarded him/her by an instructor is based upon reasons other than the student's academic performance may appeal the grade received in a course.

• Consultation with the Instructor
• Mediation by the Department Chair
• Mediation by the Dean of the College or School in which the course was offered
• Appeal to Grade Appeal Committee
• Hearing
• Decision
• Academic Probation, Suspension and Reinstatement
• Academic Fresh Start
• Return to Academics Page

Consultation with the Instructor

A student must first attempt to resolve his/her dispute concerning the final grade received in a course through consultation with the instructor of the class. Such consultation normally shall take place following award of the grade but in no event shall such consultation take place later than the fourth week of the next regular academic semester following the award of the grade. In the event the course instructor is no longer at the University or is on a leave of absence during the semester following the contested grade or the instructor shall have refused to consult with such student, the student may proceed to the next stage, mediation by the Department Chair (where such exists). If no Department Chair exists, the next stage is mediation by the Dean of the College or School in which the course was offered.

Mediation by the Department Chair

If the student is dissatisfied with the result of his/her consultation with the instructor or the student shall have been unable to meet with the instructor because of the instructor's refusal to meet or absence, the student may seek mediation of the matter with the Department Chair in the unit in which the course was offered. The Department Chair must be notified in writing by the student of his/her intention to continue the appeal process. Such notification must be received within 10 working days of the day on which the student/instructor consultation has been completed. The process shall be terminated if notification is not received within the 10 working days. The instructor shall make available to his/her Department Chair all of the materials and criteria which entered into the determination of the student's final grade in the course. The student shall provide the Department Chair, in writing, the grounds for contesting the grade by the instructor. After receiving and reviewing these materials, the Department Chair shall meet with the student and the instructor, either jointly or separately, to attempt to mediate the dispute about the contested grade.

Mediation by the Dean of the College or School in which the course was offered

If the student is dissatisfied with the result of his/her consultation with the instructor or the student shall have been unable to meet with the instructor because of the instructor's refusal to meet or absence, the student may seek mediation of the matter with the Dean of the College or School in which the course was offered. The Dean must be notified in writing by the student of his/her intention to continue the appeal process. Such notification must be received within 10 working days of the day on which the student/Department Chair consultation has been completed. The process shall be terminated if notification is not received within the 10 working days. The instructor shall make available to his/her Dean all of the materials and criteria which entered into the determination of the student's final grade in the course. The student shall provide the Dean, in writing, the grounds for contesting the grade by the instructor. After receiving and reviewing these materials, the Dean shall meet with the student and the instructor, either jointly or separately, to attempt to mediate the dispute about the contested grade.

Appeal to Grade Appeal Committee

If, after mediation with the Dean as provided above, the student is still dissatisfied with the result, he/she may file a notice of appeal with the Dean which shall specify the relief requested and provide a written summary of the grounds for appeal to the Grade Appeal Committee. Such notification must be received by the Dean within 10 working days of the day on which the student/instructor consultation has been completed. The process shall be terminated if notification is not received within the 10 working days. Upon receipt of the notice of appeal, the Dean shall forward it and all materials submitted by the instructor and student during the mediation process to the Vice President for Academic Affairs. The Vice President for Academic Affairs, upon receipt of the notice and materials, shall appoint and convene a committee of five persons, comprised of three faculty members (two from the same department or area, one faculty from another department or area), and two students, to serve as the Grade Appeal Committee. At its first meeting, the Grade Appeal Committee shall select its chairperson and set the date, time and place for the appeal to be heard. The committee shall advise the student and the instructor of the hearing date.

Hearing

The hearing will take place before the entire Committee. The burden of proof rests with the student who shall, during the course of the hearing on the contested grade, be responsible for presenting evidence to support the claim. The hearing will be informal and the formal rules of evidence shall not be applicable. Oral testimony of witnesses may be presented but is not required. If either the student or the instructor presents witnesses, he/she must provide to the Committee a written summary of the testimony expected of the witness(es) to the committee and to the other party not later than three days prior to the date of the hearing. The student or the instructor may be accompanied by an advisor whose only role in the course of the hearing will be to render advice to the student/instructor. The amount of time allotted to each party will be left to the discretion of the Committee.

Decision

At the close of the hearing the Committee shall meet and determine, by a vote of four out of five of the members, whether the student has proved the relief sought should be awarded for the reasons stated in his/her notice of appeal and the student's grade changed. The Committee shall report its decision in writing to the student, the instructor and to the Vice President for Academic Affairs. The decision of the committee shall be final. If it is the judgment of the committee that the grade be changed, then the Vice President for Academic Affairs shall notify the Registrar, who will enter the changed grade which will be initialed by both the Vice President and the Registrar.

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ACADEMIC PROBATION, SUSPENSION AND REINSTATEMENT

1. A student in good standing is defined as one whose cumulative grade point average is 2.00 or above.
2. Any student whose cumulative G.P.A. falls below 2.00 will be placed on academic probation for the next semester in which the student enrolls.
3. Students will have their records evaluated at the end of the probationary semester with one of the following outcomes.
   1. A student whose cumulative grade point average has been raised to 2.00 or above will be restored to good standing.
   2. A student whose cumulative grade point average is still below 2.00 but who earned a semester grade point average of 2.25 or above will be maintained on probation.
   3. A student whose cumulative grade point average is still below 2.00 and who earned a semester grade point average between 2.00 and 2.25 may be maintained on probation under the following conditions:
      1. The student must submit a petition to the Committee on Undergraduate Probation and Reinstatement demonstrating that there were extenuating circumstances beyond the student's control which resulted in the low level of academic performance.
      2. The student must present evidence that these circumstances no longer exist and that the student will be able to perform at a higher level during the next semester.
   4. A student whose cumulative grade point average still does not meet the required standards and who earned a semester grade point average below 2.00 will be suspended for at least one semester.
4. Students on probation will not be allowed to enroll without written documentation of having been advised by a departmental advisor or by a member of the Center for Learning and Student Success.
5. Reinstatement of academically suspended students is different than financial aid reinstatement, and neither is guaranteed. In order to be considered for reinstatement, the student must submit a written petition to the Dean of Students no later than 30 calendar days prior to the beginning of the semester in which the student wants to enroll. The Dean will forward the petition to the Committee on Undergraduate Probation and Reinstatement, which will approve or deny the petition for reinstatement. In making its decisions the Committee will consider:
   1. The extent to which a student demonstrates awareness of the causes of poor performance during the previous enrollment.
   2. Evidence that the student has effectively dealt with the causes of previous poor performance and understands what will be required in order to achieve academic good standing, and
   3. Any other evidence which would indicate that the student has the motivation and ability to undertake and succeed in a program of college study.
      Students who have been suspended and are later reinstated will be readmitted on academic probation.
6. Any requests for exceptions will be referred to a designated committee member who will, after consultation with the student, make a recommendation to the Committee. The student should be aware that the recommendation must be approved by the Committee as a whole.
7. The transcript will contain a complete record of all courses taken and grades earned, but only the last grade earned in a repeated course will be used to compute the cumulative grade point average. Removal for computation of the first grade in repeated courses is limited to the first five different courses repeated.
8. When they enter, transfer students must meet the retention standards of Washburn students, including entering on probation.
9. A grade of incomplete will, in no way, affect the GPA for the semester in which it is received. The grade, when it has been made up, or the F to which it has been converted, will affect the semester and cumulative grade point averages.
10. Students who have academic deficiencies are advised to enroll in no more hours than they have successfully (with C or better grade) completed in the preceding semester.
11. NO STUDENT WILL BE REINSTATED MORE THAN TWICE; THE THIRD SUSPENSION IS, IN EFFECT, THE FINAL DISMISSAL, EXCEPT THAT A STUDENT WHO HAS BEEN DISMISSED MAY, THREE OR MORE YEARS AFTER
    DISMISSAL, APPLY FOR READMISSION UNDER THE FRESH START PROGRAM.

ACADEMIC FRESH START

Students who have performed poorly in their first year or two at college and then withdraw or are dismissed frequently return to school at a later date to resume their education. Unfortunately, their prior academic record often presents a major obstacle to their overall success. Persons in this category who want an opportunity for a fresh undergraduate start at Washburn University, without the handicap of their prior academic record, may apply for admission under Academic Fresh Start, subject to the following conditions:

• All previous academic work at any college or university will be disregarded with respect to Washburn University graduation requirements.
• The prior academic record remains a part of the student's overall academic transcript but is not carried forward as part of the student's program.
• The transcript will indicate Academic Fresh Start and the date granted.
• The student will then begin college study again under the current catalog with no credits attempted, no credits earned, and no grade points earned.
• This policy applies only to Washburn students. A student transferring from Washburn University to another institution will have to follow the receiving institution's policy.
• A person may receive Academic Fresh Start only once.
• At least three years must have elapsed between the end of the semester in which the applicant was last in attendance at any post-secondary institution and the beginning of the semester in which he/she intends to re-enroll.
• A student granted Academic Fresh Start is an entering freshman and as such is eligible for consideration for all academic opportunities afforded by Washburn.
• Granting of Academic Fresh Start does not mean the student is eligible for financial aid. An individual request for reinstatement of federal aid should be directed to the financial aid office in writing.

Petitions are available through Academic Advising in the Center for Learning and Student Success in Morgan Hall 122. For transfer students or former Washburn students who have subsequently attended another institution, an official copy of all transcripts must be on file in the Office of Admissions before the application is considered. Students must apply 30 days before each semester's enrollment period.

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