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Resolution 43 - 2019

Rockland Community College Board of Trustees Approved 12/12/19 BN

Date: December 12, 2019 To: Board of Trustees From: Dr. Michael A. Baston Subject:Approval to accept amendments to the Grade Change Policy

MOTION

A motion by Trustee Valentine, second by Trustee Donnellan, and

WHEREAS, The current Grade Change Policy states:

  • A student's request for a grade change must be initiated no later than one semester after the grade had been issued.
  • Students must request a grade change from the course instructor.
  • All request must be in writing and be supported by documentation.


If a student's request for a grade change has been denied by the instructor of the course, the student has 14 days from the date of the denial to appeal to the Provost. In consultation with the instructor of the course, the Department Chair and the Division Chair, the Provost will determine if an appeal committee will be convened. This committee will consist of the Vice President of Student Services, the Provost, the appropriate Division Chair, and two faculty members from the appropriate division. The committee will review the student's request for a grade change with proper and appropriate documentation. If exams, papers, etc. have been returned to the student, the student is responsible for providing them to the committee.

The Instructor of the course for which the student is requesting a grade change must submit the appropriate documentation in the form of, but not limited to, the final examination or project. If a final exam was given in a course, the instructor must keep the student's final exam for one year as stated in the New York State Regulations Guide after the course has ended.

Upon the conclusion of the appeal hearing, the Provost will notify the instructor of the committee's recommendation in writing within 14 days. After reviewing the committee's recommendation, the instructor will make the final decision. If the instructor is no longer employed by the College, the Department Chair will make the decision. The Provost will then notify the student. There is no further appeal process.

In the case of administrative error, and with appropriate documentation, the faculty member or division chair or discipline coordinator may waive the one semester grade change limit with the concurrence of the Provost.

If the above options are not appropriate for the student's situation, please refer to the Academic Forgiveness Policy; and

WHEREAS, The current grade change policy did not meet the needs of the students; therefore be it

RESOLVED, That the Rockland Community College Board of Trustees approves the amendments to the Grade Change Policy to read as follows:

  • A student's request for a grade change must be initiated no later than one semester after the grade had been issued.
  • Students must request a grade change from the course instructor.
  • All request must be in writing and be supported by documentation.


If a student's request for a grade change has been denied by the instructor of the course, the student has 14 days from the date of the denial to appeal to the Program Director of the relevant department (or, if the instructor is a Program Director, to the Dean of the appropriate school.) If the Program Director believes that the complaint may have merit, they should discuss the matter with the instructor. If the matter still remains unresolved, it will be referred to an ad hoc faculty committee.

In consultation with the Chief Academic Officer, an hoc committee of faculty members will be convened by the Program Director of the relevant department. The ad hoc committee will consist of one faculty member from the instructor's department, one member of the instructor's school, and one faculty member from another school. The ad hoc faculty committee will examine all available written information related to the dispute and would be available for meetings with the student and with the instructor, along with others as they see fit.

Upon the conclusion of the appeal hearings, if the ad hoc faculty committee detem1ines that compelling reasons exist to change the grade, it will request that the instructor make the change, after providing the instructor with a written explai1ation of its reasons. Should the instructor decline, she or he should provide an explanation for refusing. If the instructor is no longer employed by the College, the Program Director will make the decision.

The ad hoc faculty committee, after considering the instructor's explanation, and upon concluding that it would be unjust to allow the original grade to stand, may then recommend to the Program Director or School Dean that the grade be changed. The respective supervisor will provide the instructor with a copy of the recommendation and will ask the instructor to implement it. If the instructor continues to decline, the faculty chair of the ad hoc faculty committee may then change the grade notifying the instructor and the student of this action. Only that individual, upon written recommendation of the faculty committee, should have the authority to effect a change in grade over the objection of the instructor who assigned the original grade. In the case of administrative error, and with appropriate documentation, the faculty member, Program Director or School Dean may waive the one semester grade change limit.

ACTION

Yeas: Trustees Rand, Dillon, Valentine, Donnellan, Hilowitz, Ramos and Leonard
Nays: none
Motion passed: 7 yeas, 0 nay, 0 abstentions
December 12, 2019