Appeal Procedures for Academic Penalties
All appeals must be filed within 30 business days of the penalty. For final grade appeals, the appeal must be filed within 30 business days of the final grade posting to the student’s record.
STEP 1: LEVEL 1
Student receives written notice of one of or a combination of the following: (a) final grade; (b) failure to meet or maintain academic standard; (c) methods, if any, by which the student may correct the failure; and (d) nature of the penalty. If the penalty is academic dishonesty, instructors should follow the Academic Dishonesty procedure as provided in the catalog. Academic dishonesty is addressed under WVU Board of Governors Policy 31, concurrent with Policy 15.
Within five business days of receipt of final grades or written notice of a penalty, the student informally meets with the instructor or program/unit leader who assigned the penalty, to resolve the issue. The course instructor or program/unit leader reviews the evidence provided by the student, makes a decision to uphold or overturn the penalty, and informs the student within five business days. If the student is dissatisfied with the decision or outcome from his/her meeting with the instructor or program/unit leader, the student must file a formal appeal (Step 2). If the student is satisfied with the outcome or penalty, the case is closed.
Special Notes: If the course instructor or program/unit leader is not available, or the nature of the complaint makes the discussion with the instructor and unit leader uncomfortable, the student may proceed to Step 2 within ten business days after the issuance of a penalty. Appeals related to programmatic level infractions (such as failure to meet program academic standards, requirements or professional behavior) should be filed to the Department Chair. Final grade appeals during the summer, when faculty members are not available, may be initially filed with the Department Chair (Level Two).
STEP 2: LEVEL 2
Within five business days of the instructor's or program/unit leader's decision, the student formally appeals (in writing) the decision to uphold penalty or outcome from the meeting with instructor or program/unit leader (listed in Step 1 above) to the Department Chair (or designee). In this appeal, the student must provide all documentation and evidence forming the basis of the appeal. When a student appeals a final grade, the course instructor must provide all criteria for determining grades.
The chair or unit leader reviews the appeal, makes a decision to uphold or rescind the penalty, and informs the student and instructor or program/unit leader of the decision within five business days.
If the appeal is resolved, the case is closed. If the student or instructor is dissatisfied, he or she may proceed to Step 3.
STEP 3: LEVEL 3
The student or instructor formally appeals (in writing) the penalty to the College Dean (or designee) within five business days of the Department Chair’s decision.
The Dean reviews the case, refers the case to the unit’s Academic Review Committee, or appoints a representative committee that consists of three or more faculty members, including at least one member from outside of the instructor’s department, for a recommendation within ten business days.
The Dean, as the President’s designee:
- Reviews the committee’s recommendation, makes a final decision, and informs the student, the instructor, and the Department Chair within ten business days. The case is closed.
- If the decision is dismissal from the program, the student may appeal to the Provost’s designee (Associate Provost for Undergraduate or Graduate Academic Affairs) (Step 4: Level Four).
- If the recommendation is to dismiss from the University, the case is referred to the Office of Student Conduct and Student Conduct processes apply.
STEP 4: LEVEL 4
The student formally appeals to the Provost’s designee within five business days of the decision from the Dean. The student will be required to supply evidence and establish grounds for the appeal.
The Provost’s designee reviews the case and makes a final decision within thirty (30) days of his/her receipt of such appeal, except where adherence to such time period would be impracticable, in which case such time period shall be extended as warranted by particular circumstances.