Policy

Grade Appeal Policy for Undergraduate Students

1.00 Purpose

The purpose of this policy is to set out the guidelines and standards for appeal by an undergraduate student of a course grade; it has been established with the intent that appeals be addressed in a prompt and timely manner in alignment with EO 1037.  

This policy is deemed to be consistent with the University's commitment to the principles, goals, and ideals described in the Cal State Monterey Bay Founding Vision and its core values.  

2.00 Definitions

Baccalaureate Students are matriculated Cal State University Bay students who are pursuing a bachelor’s degree (inclusive of a second bachelor's)

College Grade Appeal Committee is chaired by the College Dean, and is comprised of three faculty members who teach in undergraduate programs and two undergraduate students.

University Grade Appeal Committee is comprised of a subset of the Academic Senate Appeals and Grievances Committee, generally including no fewer than three faculty members and two undergraduate students.  This committee shall be convened and chaired by the Associate Provost for Student Success/Dean of Undergraduate Studies.

Semester refers to the 16 weeks period of time in which a baccalaureate degree or undergraduate certificate program offers courses or supervision.  Semesters occur once in the fall and once in the spring.     

3.00 Responsibility for Grading

Instructors of record have the sole right and responsibility to provide clear grading criteria, careful evaluation, and timely assignment of course grades. There is a presumption that grades assigned are correct. It is the responsibility of students appealing an assigned grade to demonstrate otherwise.

The filing of, or outcome from a grade appeal shall have no bearing on the Faculty Personnel Action File.

4.00 Student Right to Appeal

Current and former undergraduate students who have not yet been awarded their degree (including new graduates whose degrees have not yet been finalized and posted) have the right to appeal the final course grade issued by an instructor if the student has reason to believe that the grade is based on any of the grounds set out in section 5.00 of this policy. 

Grades assigned due to a student misconduct finding are not eligible for appeal, consistent with the grounds and procedures set out in the CSUMB Academic Integrity Policy, the Code of Student Conduct, and Title 5 of the California Code of Regulations.

Prior to filing a grade appeal, the student shall make every attempt to resolve the grade dispute with the instructor through the Departmental review process described in section 6.1.1.  

5.00 Grounds for Appeal 

The course grade assigned by the instructor of record is to be considered final. If a student believes that the final grade issued is based on instructor or clerical error, prejudice, capriciousness, arbitrariness, or is not in alignment with established grading criteria in the course syllabus, the student may file an appeal, but only after the process described in section 6.1.1 has been exhausted.

Allegations of discrimination, harassment, and/or retaliation affecting grade assignments shall be referred to the campus Discrimination, Harassment, and Retaliation Administrator and be processed in accordance with CSU Executive Order 1097, which states:

...the Campus grade appeal procedure shall be placed in abeyance until such time as the campus and any appeal processes under Article VI and/or Article VII have concluded.  The final determination under this executive order regarding whether Discrimination, Harassment or Retaliation occurred will be provided to the Campus grade appeal committee.  The committee shall be bound by such determination when considering the grade appeal request under Executive Order 1037.

6.00 Appeal Process

Undergraduate students seeking to appeal an assigned grade shall initiate the process as described in section 6.10.

6.10 Level 1 Review: Department

The student is responsible for initiating a grade appeal.  The student shall contact the instructor and attempt to bring resolution to the grade dispute as soon as possible after grades have been posted in OASIS, and no later than ten business days following the start of the subsequent semester, regardless of whether the student is enrolled in courses during that subsequent semester. Undergraduate students are strongly encouraged to follow the guidelines articulated in section 6.1.1 below.

If by the end of 20 business days following the start of the subsequent term the student is unable to reach resolution of the grade dispute with the instructor, the student may submit a formal appeal of the grade to the College Review Committee, as described in section 6.20.

6.1.1 Guidelines
The following steps are meant to provide guidance to undergraduate students endeavoring to informally resolve grade disputes at the department level.

  1. The student should email the instructor and copy the Department Chair using CSUMB email accounts.  The subject line of the email should read: URGENT: Grade Appeal Request.  The student’s email should include, but may not be limited to the following information:
    1. The course title and section, along with the course meeting time and location;
    2. The requested action and the reason(s) behind the request;
    3. An offer to meet (either in person or via Zoom) and discuss further, with suggestions for a mutually agreeable time and location; and,
    4. Evidentiary support for the claim (if any).

  2. If the student is unable to resolve the grade dispute with the faculty member within five business days following the email to the instructor, the student should make an appointment with the Department Chair to discuss the disputed grade. 

    If the instructor(s) is not actively employed on campus during the semester the appeal is initiated, the student should attempt to resolve the grade dispute with the Department Chair. In this instance, the Department Chair shall have the authority to approve a change of grade.

  3. In cases where the instructor is also the Department Chair, or in cases where the Department Chair is unsuccessful in assisting the student to reach a resolution within 20 business days, the student can initiate a formal appeal by contacting the College Dean. 

6.20 Level 2 Review: College

6.2.1 Initiating the College Review
An undergraduate student initiates the College Review of their grade appeal by collating and sending previous email threads and the student-signed grade appeal form to the College Dean.  The College Dean shall convene the College Grade Appeal Committee within seven business days following receipt of the Grade Appeal Form from the student. 

6.2.2 College Grade Appeal Committee
The College Grade Appeal Committee shall be comprised of three faculty members who teach in undergraduate programs and two undergraduate students.  The College Dean shall serve as an ex officio, non-voting member of the committee who is responsible for convening the Grade Appeal Committee as well as creating and submitting the report.

6.2.3 College Preliminary Review of Grade Appeal
The College Grade Appeal Committee shall meet (either in person or via Zoom) to review the appeal within ten business days of the student’s submission of the Grade Appeal Form to the College Dean to determine if the grounds for appeal presented by the student are consistent with section 5.00 of this policy.  If the committee finds that there are insufficient grounds for appeal, the original course grade remains final.

If the committee finds that there are sufficient grounds for appeal, the committee shall conduct a hearing within ten business days.

6.2.4 College Grade Appeal Hearing
The hearing shall be scheduled at a time when the student and the instructor are able to appear (either in person or via Zoom).  Both parties may submit evidence to the College Dean no later than five business days in advance of the hearing.  The College Dean shall distribute all materials to the College Review Committee no fewer than two business days in advance of the hearing.  Evidence may include graded student work, communications relevant to the graded work, and witnesses.  If the student does not appear for the hearing, the committee may put the appeal aside, in which case the original grade will stand as final.  If the instructor does not appear for the hearing, the committee may proceed with the appeal hearing.  

6.2.5 College Grade Appeal Committee Vote
The College Grade Appeal Committee shall determine findings and take a vote regarding the resolution of the appeal; a simple majority shall determine the outcome.  The vote may authorize the entry of a change, where appropriate, to the final course grade in the student’s academic record. 

6.2.6 Notification
Within seven business days of the College Grade Appeal Committee vote, the College Dean shall compile a report of the hearing that includes the evidence submitted by the student and/or instructor, documentation of witness statements (if any), a summary of the findings of the College Grade Appeal Committee, and the vote of the Committee.  The College Dean shall submit this Grade Appeal Report to the student, instructor, Department Chair, and Associate Provost for Student Success and Dean of Undergraduate Studies within seven business days of the Committee’s vote. 

In cases where a grade change is authorized by the College Grade Appeal Committee, the College Dean shall send a formal grade change request to the Office of the Registrar, specifying the new grade.  This request shall include the Grade Appeal Form and a copy of the Hearing Report.

6.30 Level 3: University

6.3.1 Initiating the University Review
An undergraduate student has the right to appeal the determination of the College Grade Appeal Committee if the student has reason to believe and/or evidence to suggest that the committee did not follow the grade appeal processes as described in this policy and/or that the committee acted in an arbitrary or capricious manner.

The student has five business days from the time of receiving notification of the College Grade Appeal Committee’s determination to submit a final appeal to the Associate Provost for Student Success and Dean of Undergraduate Studies.  The student shall email ucgs@csumb.edu to communicate their claim(s) and include any evidence of improper procedure and/or arbitrary and capricious actions of the College Grade Appeal Committee.  The subject line of the email should read:  URGENT: Final Grade Appeal Request.

6.3.2 University Grade Appeal Committee 
The Academic Senate Appeals and Grievances Committee shall be convened and chaired by the Associate Provost for Student Success/Dean of Undergraduate Studies within 15 business days of receipt of the student’s request for final appeal; this committee shall serve as the University Grade Appeal Committee. The AP/Dean of Undergraduate Studies shall provide the committee with the Grade Appeal Hearing Report submitted by the College Dean on behalf of the College Grade Appeal Committee, in addition to any materials submitted along with the student’s final grade appeal request.

6.3.3 University Preliminary Review of the Final Grade Appeal
Within 15 business days of the student’s final grade appeal request, the University Grade Appeal Committee shall meet (either in person or via Zoom) to review the materials and determine if there are sufficient grounds for appeal. 

If the committee finds that there are insufficient grounds for appeal, the determination of the College Grade Appeal Committee shall be final.

If the committee finds that there are sufficient grounds, then the committee shall schedule and conduct a hearing within 10 business days. 

6.3.4 University Grade Appeal Hearing
Every effort should be made to schedule the hearing at a time when the student and College Grade Appeal Committee Chair/College Dean is able to appear (either in person or via Zoom).  Both the student and the College Grade Appeal Committee may submit evidence to the AP/Dean of Undergraduate Studies no later than five business days in advance of the hearing.  The AP/Dean of Undergraduate Studies shall distribute all materials to the University Grade Appeal Committee no fewer than two business days in advance of the hearing.  Evidence may include graded student work, communications relevant to the graded work, and witness statements.  If the student does not appear for the hearing, the committee may put the appeal aside, in which case the grade determined by the College Grade Appeal Committee will stand as final.

6.3.5 University Grade Appeal Committee Vote
The University Grade Appeal Committee shall determine findings and take a vote regarding the resolution of the appeal; a simple majority shall determine the outcome.  The vote may authorize the entry of a change, where appropriate, to the final course grade in the student’s academic record.  The vote of the University Grade Appeal Committee is final.

6.3.6 Notification
Within seven business days of the University Grade Appeal Committee vote, the Committee Chair shall compile a report of the hearing that includes the evidence submitted by the student and/or instructor, documentation of witness statements (if any), a summary of the findings of the University Grade Appeal Committee, and the vote of the Committee.  The Committee Chair shall submit this Final Grade Appeal Report to the Associate Provost and Dean of Undergraduate Studies within seven business days of the Committee’s vote.

The AP/Dean of Undergraduate Studies shall disseminate the Final Grade Appeal Report to the student, the instructor, the department chair, and the college dean.  In cases where a grade change is authorized by the University Grade Appeal Committee, the AP/Dean of Undergraduate Studies shall send a formal grade change request to the Office of the Registrar, specifying the new grade.  This request shall include the Grade Appeal Form and a copy of the Hearing Report(s).

7.00 Record Retention

In cases where a grade change is approved, the Office of the Registrar shall maintain the Grade Change Form and any associated report(s) from a grade appeal hearing in alignment with the CSU Records/Information Retention and Disposition Schedule.

In cases where a grade change is not approved, the Associate Provost for Student Success and Dean of Undergraduate Studies shall maintain the grade appeal hearing report(s) in alignment with the CSU Records/Information Retention and Disposition Schedule.

8.00 Annual Report

The Associate Provost for Student Success and Dean of Undergraduate Studies shall report to the President of California State University, Monterey Bay and to the Academic Senate each fall the number of undergraduate grade appeals heard in the previous academic year and their associated outcomes.

9.00 Continuous Renewal

This policy shall be reviewed in ten years from its effective date to determine its its utility and appropriateness. This policy may be reviewed before that time as necessary.

s/ President Vanya Quiñones

Effective Date: May 22, 2025

Certification of Process

Reviewed by: Matriculation Committee, Policy Facilitation Team, Educational Planning and Policy Committee, Academic Affairs Council, Deans and Provost, Student Affairs Leadership Team, Associated Students, and the Academic Senate.

Download a signed .pdf version of this policy

Grade Appeal Policy for Graduate Students

1.00 Purpose

The purpose of this policy is to set out the guidelines and standards for appeal by a graduate student of a course grade; it has been established with the intent that appeals be addressed in a prompt and timely manner in alignment with CSU Policy. 

This policy is deemed to be consistent with the University's commitment to the principles, goals, and ideals described in the Cal State Monterey Bay (CSUMB) Founding Vision and its core values. 

2.00 Definitions

Graduate Students are matriculated Cal State Monterey Bay students who are pursuing a Master's degree.

Credential-seeking Students are matriculated Cal State Monterey Bay students who are pursuing a post-baccalaureate credential or certificate.

College Grade Appeal Committee is chaired by the College Dean, and is comprised of three faculty members who teach in graduate programs and two graduate students.

University Grade Appeal Committee is comprised of a subset of the Academic Senate Appeals and Grievances Committee, generally including no fewer than three faculty members and two graduate students.  This committee shall be convened and chaired by the Associate Provost for Research/Dean of Graduate Studies.

Term refers to any period of time in which the graduate degree or post-baccalaureate credential or certificate program offers courses or supervision of any kind.  Graduate and post-baccalaureate programs are typically offered in 5-, 8-, 10-, and 16-week terms; many graduate programs operate year-round, while some operate on a traditional 16-week/2 semester format. 

3.00 Responsibility for Grading

Instructors of record have the sole right and responsibility to provide clear grading criteria, careful evaluation, and timely assignment of course grades. There is a presumption that grades assigned are correct. It is the responsibility of students appealing an assigned grade to demonstrate otherwise.

The filing of, or outcome from a grade appeal shall have no bearing on the Faculty Personnel Action File.

4.00 Student Right to Appeal 

Current and former graduate students who have not yet been awarded their degree (including new graduates whose degrees have not yet been finalized and posted) have the right to appeal the final course grade issued by an instructor if the student has reason to believe that the grade is based on any of the grounds set out in section 5.00 of this policy.

Grades assigned due to student misconduct are not eligible for appeal, consistent with the grounds and procedures set out in the CSUMB Academic Integrity Policy, the Code of Student Conduct, and Title 5 of the California Code of Regulations.

Prior to filing a grade appeal, the student shall make every attempt to resolve the grade dispute with the instructor through the Departmental review process described in section 6.1.1.  

5.00 Grounds for Appeal

The course grade assigned by the instructor of record is to be considered final. If a student believes that the final grade issued is based on instructor or clerical error, prejudice, capriciousness, arbitrariness, or is not in alignment with established grading criteria in the course syllabus, the student may file an appeal, but only after the process described in section 6.1.1 has been exhausted.

Allegations of discrimination, harassment, and/or retaliation affecting grade assignments shall be referred to the campus Discrimination, Harassment, and Retaliation Administrator and be processed in accordance with CSU Executive Order 1097, which states:

...the Campus grade appeal procedure shall be placed in abeyance until such time as the campus and any appeal processes under Article VI and/or Article VII have concluded.  The final determination under this executive order regarding whether Discrimination, Harassment or Retaliation occurred will be provided to the Campus grade appeal committee.  The committee shall be bound by such determination when considering the grade appeal request under Executive Order 1037.

6.00 Appeal Process

Graduate students seeking to appeal an assigned grade shall initiate the process as described in section 6.10.

6.10 Level 1 Review: Departmental

The student is responsible for initiating a grade appeal.  The student shall contact the instructor and attempt to bring resolution to the grade dispute as soon as possible after grades have been posted in OASIS, and no later than ten business days following the start of the subsequent term, regardless of whether the student is enrolled in courses during that subsequent term. Graduate students are strongly encouraged to follow the guidelines recommended in section 6.1.1 below.

If by the end of 20 business days following the start of the subsequent term the student is unable to reach resolution of the grade dispute with the instructor, the student may submit a formal appeal of the grade to the College Review Committee, as described in section 6.20 of this policy.

6.1.1 Guidelines for Departmental (Informal) Review
The following steps are meant to provide guidance to graduate students endeavoring to informally resolve grade disputes at the department level.

  1. The student should email the instructor and copy the Department Chair using CSUMB email accounts. The subject line of the email should read: URGENT: Grade Appeal Request.  The student’s email should include, but may not be limited to the following information:
    1. The course title and section, along with the course meeting time and location;
    2. The requested action and the reason(s) behind the request;
    3. An offer to meet (either in person or via zoom) and discuss further, with suggestions for a mutually agreeable time and location; and,
    4. Evidentiary support for the claim (if any).

  2. If the graduate student is unable to resolve the grade dispute with the faculty member within five business days following the email to the instructor, the student should make an appointment with the Department Chair to discuss the disputed grade.

    If the instructor(s) is not actively employed on campus during the term the appeal is initiated, the graduate student should attempt to resolve the grade dispute with the Department Chair. In this instance, the Department Chair shall have the authority to approve a change of grade.

6.20 Level 2 Review: College

6.2.1 Initiating the College Review
A graduate student initiates the College Review of their grade appeal by collating and sending previous email threads and the student-signed grade appeal form to the College Dean.  The College Dean shall convene the College Grade Appeal Committee within seven business days following receipt of the Grade Appeal Form from the student. 

6.2.2 Grade Grade Appeal Committee
The College Grade Appeal Committee shall be comprised of three faculty members who teach in graduate programs and two graduate students.  The College Dean shall serve as an ex-officio, non-voting member of the committee who is responsible for convening the Grade Appeal Committee as well as creating and submitting the report.

6.2.3 College Preliminary Review of Grade Appeal 
The College Grade Appeal Committee shall meet (either in person or via zoom) to review the appeal within ten business days of the student’s submission of the Grade Appeal Form to the College Dean to determine if the grounds for appeal presented by the graduate student are consistent with section 4.00 of this policy.  If the committee finds that there are insufficient grounds for appeal, the original course grade remains final.

If the committee finds that there are sufficient grounds for appeal, the committee shall conduct a hearing within ten business days.

6.2.4 College Grade Appeal Healing
The hearing shall be scheduled at a time when the graduate student and the instructor are able to appear (either in person or via zoom).  Both parties may submit evidence to the College Dean no later than five business days in advance of the hearing.  The College Dean shall distribute all materials to the College Review Committee no fewer than two business days in advance of the hearing.  Evidence may include graded student work, communications relevant to the graded work, and witnesses.  If the student does not appear for the hearing, the committee may put the appeal aside, in which case the original grade will stand as final.  If the instructor does not appear for the hearing, the committee may decide to proceed with the appeal hearing.  

6.2.5 College Grade Appeal Committee Vote
The College Grade Appeal Committee shall determine findings and take a vote regarding the resolution of the appeal; a simple majority shall determine the outcome.  The vote may authorize the entry of a change, where appropriate, to the final course grade in the graduate student’s academic record. 

6.2.6 Notification
Within seven business days of the College Grade Appeal Committee vote, the College Dean shall compile a report of the hearing that includes the evidence submitted by the student and/or instructor, documentation of witness statements (if any), a summary of the findings of the College Grade Appeal Committee, and the vote of the Committee.  The College Dean shall submit this Grade Appeal Report to the student, instructor, Department Chair, and Associate Provost and Dean of Graduate Studies within seven business days of the Committee’s vote. 

6.30 Level 3 Review: University

6.3.1 Initiating the University Review
A graduate student has the right to appeal the determination of the College Grade Appeal Committee if the student has reason to believe and/or evidence to suggest that the committee did not follow the grade appeal processes as described in this policy and/or that the committee acted in an arbitrary or capricious manner.

The graduate student has five business days from the time of receiving notification of the College Grade Appeal Committee’s determination to submit a final appeal to the Associate Provost and Dean of Graduate Studies.  The student shall email grad_studies@csumb.edu to communicate their claim(s) and include any evidence of improper procedure and/or arbitrary and capricious actions of the College Grade Appeal Committee.  The subject line of the email should read:  URGENT: Final Grade Appeal Request. 

6.3.2 University Grade Appeal Committee
The Academic Senate Appeals and Grievances Committee shall be convened and chaired by the Associate Provost and Dean of Graduate Studies within 15 business days of receipt of the graduate student’s request for final appeal; this committee shall serve as the University Grade Appeal Committee.  The AP/Dean of Graduate Studies shall provide the committee with the Grade Appeal Hearing Report submitted by the College Dean on behalf of the College Grade Appeal Committee, in addition to any materials submitted along with the student’s final grade appeal request.

6.3.3 University Preliminary Review of the Grade Appeal
Within 15 days of the student’s final grade appeal request, the University Grade Appeal Committee shall meet (either in person or via zoom) to review the materials and determine if there are sufficient grounds for appeal. 

If the committee finds that there are insufficient grounds for appeal, the determination of the College Grade Appeal Committee shall be final.

If the committee finds that there are sufficient grounds, then the committee shall schedule and conduct a hearing within 10 business days. 

6.3.4 University Grade Appeal Hearing
Every effort should be made to schedule the hearing at a time when the graduate student and the College Grade Appeal Committee Chair/College Dean are able to appear (either in person or via zoom).  Both the student and the College Grade Appeal Committee may submit evidence to the AP/Dean of Graduate Studies no later than five business days in advance of the hearing.  The AP/Dean of Graduate Studies shall distribute all materials to the University Grade Appeal Committee no fewer than two business days in advance of the hearing.  Evidence may include graded student work, communications relevant to the graded work, and witness statements.  If the student does not appear for the hearing, the committee may put the appeal aside, in which case the grade determined by the College Grade Appeal Committee will stand as final.  

6.3.5 University Grade Appeal Committee Vote  
The University Grade Appeal Committee shall determine findings and take a vote regarding the resolution of the appeal; a simple majority shall determine the outcome.  The vote may authorize the entry of a change, where appropriate, to the final course grade in the graduate student’s academic record.  The vote of the University Grade Appeal Committee is final.

6.3.6 Notification
Within seven business days of the University Grade Appeal Committee vote, the Committee Chair shall compile a report of the hearing that includes the evidence submitted by the student and/or instructor, documentation of witness statements (if any), a summary of the findings of the University Grade Appeal Committee, and the vote of the Committee.  The Committee Chair shall submit this Final Grade Appeal Report to the Associate Provost and Dean of Graduate Studies within seven business days of the Committee’s vote. 

The AP/Dean of Graduate Studies shall disseminate the Final Grade Appeal Report to the graduate student, the instructor, the department chair, and the college dean.  In cases where a grade change is authorized by the University Grade Appeal Committee, the AP/Dean of Graduate Studies shall send a formal grade change request to the Office of the Registrar, specifying the new grade.  This request shall include the Grade Appeal Form and a copy of the Hearing Report.

7.00 Record Retention

In cases where a grade change is approved, the Office of the Registrar shall maintain the Grade Change Form and any associated report(s) from a grade appeal hearing in alignment with the CSU Records/Information Retention and Disposition Schedule.

In cases where a grade change is not approved, the Associate Provost and Dean of Graduate Studies shall maintain the grade appeal hearing report(s) in alignment with the CSU Records/Information Retention and Disposition Schedule.

8.00 Annual report

The Associate Provost and Dean of Graduate Studies shall report to the President of California State University, Monterey Bay and to the Academic Senate each fall the number of graduate grade appeals heard in the previous academic year and their associated outcomes.

9.00 Continuous Renewal

This policy shall be reviewed ten years from its effective date to determine its utility and appropriateness. This policy may be reviewed before that time as necessary.

s/ President Vanya Quiñones

Effective Date: 

Certification of Process

Reviewed by: Matriculation Committee, Policy Facilitation Team, Educational Planning and Policy Committee, Academic Affairs Leadership Team, Enrollment Services and Student Affairs Leadership Team, Associated Students, and the Academic Senate.

Download a signed .pdf version of this policy