Final Course Grade Dispute Policy: Non-Credit Learners

ACAD-POL-004

I. Final Course Grade Dispute Definition

A final course grade dispute occurs when a learner believes their final grade has been assigned in error, inconsistent with stated criteria, or unfairly evaluated.

Concerns related to individual assignments or assessments should be addressed directly with the instructor during the course. These matters are considered part of the instructional feedback process and are not subject to formal dispute procedures at the time they occur. However, if unresolved concerns about assignment or assessment grades are believed to have materially impacted the final course grade, they may be included as part of a formal final course grade dispute following course completion.

II. Confidentiality

Specific information regarding a Learner's grade dispute will be kept confidential and limited to only those individuals on a need-to-know basis, consistent with RIT Privacy and Educational Records policies.

III. Grade Dispute Ladder

Learners must follow the below tiered approach to disputing a final course grade. Email is an acceptable form of communication for all contact regarding grade disputes. Dispute meetings can be scheduled in formats amenable to all parties.

1. Attempt Resolution with Instructor

  • Discuss the issue directly with the instructor in charge of the course.
  • Professionally articulate your concerns clearly, and provide supporting evidence for your claims (e.g., graded assignments or communication records).
  • Aim for a mutual understanding or resolution. In many cases, this initial step can help to solve the issue without escalating further.

2. Academic Director

  • If the issue cannot be resolved with the instructor, you may escalate the matter to the Academic Director.
  • Submit a formal complaint in writing to certified@rit.edu, detailing the problem and previous attempts at resolution.
  • Provide supporting evidence and explain why the previous attempts were unsuccessful. The Academic Director can mediate or provide a final decision regarding the matter.

3. Grade Review Panel (GRP)

  • If efforts through the Instructor and Academic Director do not provide the desired outcome, learners may appeal to the GRP; which is convened ad-hoc.
  • Complete the Grade Dispute Panel Form and include detailed documentation of the dispute, including all written correspondence and evidence. (Please see Section V. for more details)
  • Attend the grade dispute meeting and state your case. The panel’s decision is final and binding.

IV. Grade Dispute Deadline

To dispute a final course grade, learners must file a dispute with the instructor and copy certified@rit.edu no later than 7 days following the provision of a grade by an instructor.

If a grade dispute is not filed by the deadline, the original grade stands, and no further appeal will be granted.

V. Grade Review Panel (GRP)

The Grade Review Panel (GRP) shall hear cases involving unresolved final course grade disputes. If a grade dispute is the result of an alleged breach of academic integrity, the Academic Integrity Committee (See RIT Certified’s Academic Integrity Policy) shall hear the case first. The GRP may then be called upon to evaluate whether or not a grade change is warranted.

The panel shall be comprised of:

  • A member of the Academics team
  • An ad-hoc member from RIT Certified staff
  • A learner advocate, as requested by the learner (non-voting member)
  • Executive Director designee (chair)

Panel members are selected to ensure there is no direct involvement in the disputed course or prior instructional relationship with the learner.

VI. How Grade Disputes Are Reviewed

Final course grade disputes are reviewed fairly and thoroughly by the Grade Review Panel (GRP). The panel’s goal is to determine whether the grade in question was assigned based on reasonable academic judgment and in a manner consistent with the expectations outlined in the course.

The GRP does not re-grade work, but instead evaluates whether:

  • The grading followed the course’s stated criteria
  • The evaluation was applied fairly and consistently
  • Any procedural errors or bias occurred in the grading process

Examples of procedural error or unfair evaluation may include:

  • Grading that does not follow the published course criteria or grading rubrics
  • Omission of a completed assignment, quiz, or exam from the final grade calculation
  • Failure to provide promised feedback or allow resubmission opportunities when stated in the course or assignment guidelines

These examples are not exhaustive but serve as common indicators that a review may be warranted.

Instructors retain primary responsibility for determining and assigning grades. The GRP may recommend a grade change if procedural errors or unfair evaluation are found; however, it does not substitute its academic judgment for that of the instructor. If the instructor is no longer available or responsive after three (3) business days during the dispute period, the Academic Director or designee may act on behalf of the instructional team to resolve the matter, including implementing a grade change if warranted by the review. This ensures continuity of learner support and preserves the integrity of program outcomes.

The panel makes its decision using the standard of “preponderance of the evidence” - meaning, based on the information presented, it is more likely than not that the grade was assigned fairly or unfairly.

VII. Accessibility and Accommodations

RIT Certified is committed to ensuring that all learners can fully participate in the grade dispute process. If you need access services or accommodations during any part of the grade dispute process (such as sign language interpretation, captioning, or other support), please contact certified@rit.edu as soon as possible.

VIII. Grade Review Panel Meetings

The final course grade dispute process is not a court of law and legal rules of evidence and procedure do not apply. The chair of the GRP will determine at their discretion the scope of evidence to be considered.

The learner and members of the GRP will be provided with the meeting’s date, place, and time 3 days prior to the grade dispute meeting.

The learner and members of the GRP will be sent notice of the dispute brought forth at least 7 days prior to the scheduled meeting. The notice will include:

  • A description of the dispute
  • Name of individuals expected to be present at the hearing
  • Access to the applicable policies

The learner will be provided an opportunity to present their case followed by time allotted for questions from the panel members, followed by closing remarks.

If the learner fails to appear at the hearing, the GRP will review the evidence to support the assigned grade and make a determination based on the evidence.

IX. Recordings

All grade dispute panel meetings will be conducted in private and will be recorded. Recordings may be audio or video depending on the needs of the participants. Participants will be informed when the meeting is being recorded, and the learner may request to listen to or view a copy of the recording or read a copy of the transcript by submitting a written request to certified@rit.edu.

Recordings are saved only until the dispute process has concluded, and a final decision is made. All transcripts and meeting minutes from GRP meetings shall be the property of RIT.

X. Dispute Participants

  • Advocates: The learner will be informed that he or she has a right to bring to the hearing an advocate from among the RIT Certified instructor, staff, or learner body who is not a practicing lawyer. Advocates can actively participate in the formal hearing process. RIT Certified, upon request, will assist the learner in obtaining an advocate or provide information to those instructor/staff advocates new to the process.
  • Lawyers: Practicing lawyers are not permitted to participate in the grade dispute process as a representative of the learner.
  • Parents/Guardians: Parents/guardians are not permitted to participate in or be present during the grade dispute process unless the involved learner is under the age of 18. In those instances, the parent/guardian can observe the hearing process and give their child quiet counsel.
  • Meeting Participants: The designated chair for the meeting facilitates the meeting and only participants involved in the particular case may be present. Other persons who might be present at the hearing include the instructor, and appropriate access services providers if necessary.

XI. Dispute Decision

Following the grade dispute meeting, the GRP will determine a decision within two (2) business days of the meeting. Upon the decision being finalized, the panel chair will provide written notification of the panel's decision to the instructor and the learner within three (3) business days of the meeting.

There is no additional appeal process following the GRP decision. This final determination reflects the highest level of review available within RIT Certified's governance structure.

XII. Dispute Follow-up

If the determination of the dispute results in a change of grade, the appropriate parties will carry out said changes within five (5) business days from the confirmation of the decision.

Upon conclusion of the dispute decision, all documentation regarding the report will be submitted to the RIT Certified Registrar and stored for a period of six (6) years in a learner file. (Link RIT Records Management Policy C22.0)

XIII. Summary of the Grade Dispute Process

For your convenience, here is a quick overview of the steps involved in the grade dispute process. If you're unsure what to do next, reach out to certified@rit.edu for support.

  • Step 1: Contact instructor with evidence – Within 7 days of grade being issued
  • Step 2: Escalate to Academic Director – If unresolved
  • Step 3: Submit request for GRP hearing – After prior steps completed
  • Step 4: GRP hears dispute – Within 7-10 days of request
  • Step 5: GRP issues decision – Within 2 days of hearing
  • Step 6: Notification sent to learner and instructor – Within 3 business days
  • Step 7: Grade change processed – Within 5 business days, if applicable

Note: All timelines are intended to support timely resolution. Exceptions may be made to ensure a fair process, particularly if documentation or accessibility accommodations are pending.