Final Grade Appeals Procedure

The final grade appeals process should be initiated by students immediately after the course ends and the final course grade is posted in MyVGCC. A student having an academic issue is encouraged to discuss the problem in a calm and respectful manner that indicates their sincerity and willingness to rectify the matter in a professional and timely manner.

Final grade appeals not related to dismissal from a course or program must be on file within 10 working days from the date the final course grade has posted to MyVGCC. Final grade appeals related to dismissal from a course or program must be on file within 10 working days of the dismissal date. It is important to note working days exclude weekends and holidays.

Although most problems are resolved at the instructor level, the Final Grade Appeals Procedure may involve the following levels of college faculty/staff in this order:

1. Instructor
2. Program Head if applicable
3. Department Chair/Director/Coordinator
4. Academic Dean/Dean of Workforce Readiness, Health & Public Safety/Dean of Business & Industry Solutions
5. Vice President of Learning, Student Engagement & Success

The procedure will occur in the following order:

1. The student will arrange a meeting with the instructor to discuss the problem within 10 working days of when the final course grade is posted to MyVGCC.
2. If the problem is not resolved with the instructor, the student will obtain a Final Grade Appeals Form from the aforementioned person, from another relevant individual, or from the VGCC website. The student will complete the form detailing their academic concerns, and either personally, or electronically via the student’s VGCC email address, submit the form to the Program Head (if applicable) or Department Chair/Director/Coordinator in which the course or program is listed.
   1. If this is a grade appeal not related to dismissal from a course or program, this form must be on file within 10 working days of the final grade being posted in MyVGCC (Note: working days exclude weekends and holidays).
   2. If this is a grade appeal related to dismissal from a course or program, this form must be on file within 10 working days of the dismissal date (Note: working days exclude weekends and holiday).
3. The Program Head (if applicable) or Department Chair/Director/Coordinator will arrange to meet with the student or the student and instructor. A written response from the relevant Program Head or Department Chair/Director/Coordinator will be provided to the student within 5 working days of receipt of the student’s form. It is the student’s responsibility to follow up with the Program Head or Department Chair/Director/Coordinator during this time period. Students should keep a copy of all documentation related to the appeal for their records.
4. If not satisfied with the Program Head or Department Chair/Director/Coordinator response, the student will have 5 working days to appeal to the relevant Dean in which the course or program is listed. Students are responsible for submitting the original appeal form with the Program Head or Department Chair/Director/Coordinator’s response. For grade appeals related to Curriculum Programs, the Academic Dean will meet with the instructor and Program Head (if applicable) and/or Department Chair/Director/Coordinator to discuss the concern. For grade appeals related to continuing education courses, the Dean of Workforce Readiness, Health & Public Safety or Dean of Business & Industry Solutions will meet with the instructor and/or Director/Coordinator to discuss the concern.
5. A written response from the relevant Dean will be provided to the student within 5 working days of receipt of the student’s form. It is the student’s responsibility to follow up with the Dean during this time period.
6. If not satisfied with the Dean’s response, the student will have 5 working days to appeal to the office of the Vice President of Learning, Student Engagement & Success. Students are responsible for submitting the original appeal form with both the Program Head/Department Chair/Director/Coordinator’s response and the Dean’s response. Students should keep a copy of all documentation related to the appeal for their records.
7. A written response from the Vice President of Learning, Student Engagement & Success will be provided to the student within 5 working days of receipt of the student’s form. It is the student’s responsibility to follow up with the Vice President during this time period.
8. If the concerns are not resolved, the student will have 5 working days to request a hearing of the Judicial Committee from the Vice President of Learning, Student Engagement & Success. The office of the Vice President will contact the Judicial Co-Chairs to arrange the requested hearing. The date of the hearing will be scheduled within 5 working days from the receipt of the student’s request. The student will be notified by the office of the Vice President of Learning, Student Engagement & Success of the date and location of the hearing.
9. The Judicial Committee will provide a written recommendation of their decision to the President of the College within 5 working days of the hearing.
10. The President will make a decision and notify the student within 5 working days of receipt of the committee’s recommendation. The decision of the President is final.

All documentation related to the process will be maintained by the office of Associate Vice-President for Student Services.