Faculty-initiated grade changes

The grade assigned by the course instructor at the end of a term is the student’s grade for that course. Only in cases where the course instructor has made error(s) in grade calculations will this final grade be changed through this process. Such requests should be initiated by the instructor through an electronic grade change request or Faculty Initiated Grade Change Request Form obtained from the Registrar’s Office. Requests for a change of grade must be approved by the department chair or area coordinator (if applicable) and dean of the college or school. If the department chair, area coordinator, or dean disapproves the faculty-initiated grade change request, the request will be reviewed by the Academic Affairs Committee of the IU South Bend Faculty Senate (AAC) and a recommendation from the AAC will be forwarded to the Executive Vice Chancellor for Academic Affairs for a final decision.

A Faculty-initiated grade change request is to correct errors made by the course instructor, and not for addressing student disagreements. The only valid reasons for a course instructor to request consideration of a grade change are:

1. Incorrect grade due to miscalculation (human error). These will be considered only if accompanied by detailed explanations of how the errors occurred and who are affected by these errors.
2. Errors in judgment. This will be considered only if any reevaluation done by the faculty member applies to the whole class.
3. Procedural error (e.g., failure to follow announced grading procedures, failure to communicate grading procedures)

Work completed after the end of a course is not an acceptable reason for a grade change. If the student is unable to finish the assigned work by the end of the term, the instructor should consider whether or not a grade of I (incomplete) is appropriate. Faculty-initiated grade changes should be submitted, approved and grades corrected by the corrected grade submission deadline.

Student-initiated grade changes and limitations of time

If a student disagrees with her/his final course grade, the student should discuss the matter with the faculty member assigning the grade. Grade appeals (including changes to a W, FN, or FNN) must be submitted within one year from the end of the term in which the grade was posted. Grade appeals will not be accepted beyond the one year period.

The only valid reasons for a student to request consideration of a grade change are:

1. Incorrect grade due to miscalculation (human error)
2. Procedural error (e.g., failure to follow announced grading procedures, failure to communicate grading procedures)
3. Non-academic reasons (e.g., discrimination that is banned by University policy or requesting an Administrative late withdrawal due to extenuating circumstances). Late withdrawals must be accompanied by supporting documentation and must be for reasons other than poor academic performance.

Procedure for submitting a student-initiated grade appeal

Step One: Contact the Instructor and resolve matter informally

• Students seeking to contest a course grade should contact the instructor and attempt to resolve the matter informally first. It is suggested that the student and the instructor discuss the matter synchronously (by phone, virtually, or in person). If the instructor agrees that the grade should be changed, the instructor will initiate the Change of Grade process. To ensure fair treatment of all students in the course, the Chair or next level supervisor should verify with the Instructor that grades have been calculated in the same manner for all students.
• If the matter is not resolved informally or if the instructor does not respond within 10 business days of the student’s initial contact, the student should submit a formal grade appeal. If the instructor is not available or has not responded within 10 business days from receiving the initial written appeal, the student may direct their initial formal appeal to the Department Chair or Program Director. Once the student has submitted the grade appeal, the student can follow up with the Registrar office about the status of their appeal.

Step two: Submit formal appeal to the Office of the Registrar

The Formal Appeal should include:

1. Grade Change Request Form– obtain from Registrar Office or access the electronic form here: https://southbend.iu.edu/students/registrar/docs/grade-appeal-request.pdf
2. Statement and Course syllabus:

1. A statement that demonstrates a valid reason that the instructor would be obliged to assign a better grade. The statement should include an analysis of relevant evidence including (but not limited to): final exam, assignment instructions, and/or student’s electronic gradebook, and/or copies of previous communications with instructor, and/or witness testimony.
2. Course syllabus

• The formal appeal will be sent to the Course Instructor first. The Course Instructor will approve or disapprove the request. The Instructor may add a response for rejecting the student’s argument or an agreement to change the grade. If the instructor rejects the student’s appeal, the instructor should inform the student that an appeal to the Department head or Dean is possible.
• The appeal will then move to the Department head (Chair, Program Director, or Area Coordinator). The Department head should gather information from both the student and the faculty member and reach a decision as to the merits of the appeal.
• The appeal will then be reviewed by the Dean. The Dean may appoint a faculty designee of the school (e.g., Assistant or Associate Dean) to review the appeal. The Dean or designee may request additional documentation.
• In those instances where either the Department Head or Dean supports the student's appeal, the person supporting the appeal must submit a written letter to the Senate Academic Affairs Committee of the IU South Bend Academic Senate. If a lower level is unable to submit the support documentation, the next level (e.g., Chair or Dean) is acceptable.
• The Academic Affairs Committee (AAC) of the IU South Bend Academic Senate will review each level of the appeal at the next scheduled meeting. The AAC may request additional documentation. The AAC will submit their recommendation in writing to the Executive Vice Chancellor for Academic Affairs (EVCAA), who makes a final resolution. The EVCAA decision will be sent to the Student, Instructor, Department Head, Dean of the College, and Registrar office. The EVCAA decision is final and cannot be appealed.

• The decision and relevant documents will be filed with Indiana University South Bend Registrar’s Office and will be archived for 10 years unless otherwise directed by University Counsel. (approved by the Academic Senate 2/24/95, revised 4/19/2019, revised 04/19/2024).

Administrative late withdrawals

On an individual basis, student initiated grade change requests resulting in a grade of W (withdrawal) may be processed administratively by the Registrar. To be considered for an administrative late withdrawal, the student must receive favorable recommendations from the faculty member, the faculty member's department chair or area coordinator (if applicable), academic dean and meet all of the criteria listed below. The Registrar will consider the circumstances of the late withdrawal, student's academic record, student's history of previous withdrawals, and/or recommendations from the academic dean or Vice Chancellor for Academic Affairs. Administrative withdrawals will be reported to the AAC and Vice Chancellor for Academic Affairs on a monthly basis and are subject to review.

Administrative late withdrawal criteria

• The student initiated grade change request must be for the student's first semester of enrollment only. Requests for late withdrawals after the student's first semester must be reviewed by the AAC
• The request must be for all courses in the semester. Student's requesting selective withdrawals will have their request(s) reviewed by the AAC
• The request for the student initiated grade change must be from F to W. Other grade change requests must be initiated by the faculty or reviewed by the AAC
• The request for the student initiated grade change from F to W must be accompanied by supporting documentation and must be for reasons other than poor academic performance