UTMB HANDBOOK OF OPERATING PROCEDURES

Section 7 Student Policies Subject 7.1 Student Services and Activities Policy 7.1.16 Graduate School of Biomedical Sciences Grading and Evaluation

01/15/96 - Originated 04/06/09 - Reviewed w/ changes - Reviewed w/o changes Student Affairs - Author

GSBS - Grading and Evaluation

Grading and Evaluation

A student may challenge an examination score, evaluation, or course grade using the following procedures: Challenges to Grading and Evaluation • After receiving a score or grade which a student wishes to challenge, the student should schedule an appointment with the faculty member administering the grade, stating the reason for the appointment. In the conference with the faculty member, the student whose evaluation is being appealed, should be specific about parts of the examination, paper, etc. that are being appealed. Ten (10) working days from the date a graded document is returned to the student or the final grade is submitted to the graduate school office are allowed for a student to pursue the informal appeal of a grade. • Should the issue fail to be resolved to the student’s satisfaction in the meeting with the faculty member, the student may request that a conference be scheduled with the Program Director of the program in which the course is taught. The student conference with the Program Director will be held at such a time that the faculty member will be available to participate in the conference. The Program Director shall render an opinion regarding the student challenge of the grade within three (3) working days of the conference with the student. Appeals of Grading and Evaluation • If the Program Director rules in favor of the faculty member, the student has the right to appeal in writing to the Dean of the Graduate School. This appeal must be made within five (5) working days following the rendering of a decision by the Program Director. The Dean may choose to personally investigate the appeal or may refer it to an ad hoc appeals committee.

Grading and Evaluation (cont’d)

• If the ad hoc appeals committee is involved in hearing the appeal, that committee will recommend a resolution of the appeal to the Dean of the Graduate School. The decision of the Dean will be final. Failure by the student to carry forward the appeal at any level and within the specified time frames, shall nullify the right to pursue the appeal of the grade in question. • The ad hoc Appeals Committee is appointed by the Dean of the Graduate School from members of the Graduate Faculty. The Committee shall consist of three voting members and an Assistant/Associate Dean of the Graduate School shall serve as chairperson (without vote). These members cannot be from the program with which the student is associated or from the program offering the course in which the evaluation, examination score or course grade is being appealed. • When all parties have been identified, the student and the faculty member will be notified in writing of the implementation of the formal appeal procedure and informed of the members identified to serve on the committee. Should the student or faculty member involved in the appeal question the composition of the committee, they may request a replacement of a member(s). This is to insure, to the extent possible, that prior to the review of the appeal no member of the committee has a bias for either party involved in the appeal. • The hearing should be held at the earliest possible date, usually within five (5) working days to insure efficient remediation of the appeal, but the hearing does not have to be held within the five days described above. The Chairperson of the committee has the responsibility at this point to gather all pertinent data related to the

Grading and Evaluation (cont’d)

• appeal. The faculty member also has the right to provide the committee with a written statement regarding justification for the grade or score in question. All documentation pertaining to the appeal procedure will remain confidential and will be provided only to the student, faculty and Graduate Program Director in charge of the course in question, and each member of the committee and should be distributed at least twenty-four (24) hours prior to the scheduled hearing. • The number of people present during the hearing is limited to committee members, grievant, respondent, their respective advisors and a recording secretary. Both parties have the right to an advisor during the hearing. At no time can the advisor address the committee unless requested to do so. The advisor may, however, confer privately with his /her advisee during the hearing. Witnesses may be called into the room as needed. Deliberation of the three voting committee members will commence at the close of the exchange of information when all parties have been dismissed from the hearing. A vote of two-thirds (2/3) of the total membership of the committee is required to finalize its conclusion. • The recommendation of the committee shall be presented within three (3) working days to the Dean of the Graduate School. The Dean shall present his decision to the student within three (3) working days of receiving the recommendation of the committee. The decision of the Dean shall be final.