Return to accessibility navigation at the top of the page.

Grade-Related Complaints

A. Informal Complaint

(Working days are defined as the College's regular hours of operation: Monday - Friday, 8:00 a.m. - 5:00 p.m.)

  1. The goal of the informal complaint process is to provide information to the student that answers the student’s questions and concerns and/or to come to a resolution agreeable to the student and the college.
  2. A student who believes college academic regulations including college grading procedures and/or grading criteria have not been followed must attempt to resolve the issue by discussing the differences of opinion with his/her instructor as a first step.
  3. If the student is unable to reach agreement with the instructor, the student may take the complaint to the department chair and then, if no resolution is reached, to the Division Dean of Instruction and finally to the Vice President of Instruction.
  4. Based upon professional judgment, the instructor is solely responsible for the semester/session grade assigned.  No instructor may be directed to change a grade unless a mistake, fraud or bad faith by the instructor is proven; the burden of proof for the existence of mistake, fraud or bad faith on the part of the instructor is the responsibility of the student.
  5. If resolution is not reached through the informal process, the student may file a Formal Complaint (form available online).
  6. In cases where the instructor cannot be contacted by registered mail, the Department Chair for the same subject area, the Vice President of Instruction and the Registrar may certify grade changes.

B. Formal Complaint

(Working days are defined as the College's regular hours of operation: Monday - Friday, 8:00 a.m. - 5:00 p.m.)

  1. The Formal Complaint procedure for Academic and Grade Regulations must be completed within 90 calendar days of the conclusion of the semester or session during which the student was enrolled in the course in which the grade is being challenged.
  2. The student submits to the instructor’s Division Dean or appropriate supervising administrator a written request asking for a meeting to resolve the complaint.  The written request must include a detailed description of the grade complaint and appropriate documentation.  The student must initiate this request within seven (7) working days of the student’s meeting with the instructor.  The Division Dean or appropriate supervising administrator will convene a Mediation Hearing Committee within fourteen (14) working days of receipt of the formal request and relevant data supplied by the student.
  3. The Mediation Hearing Committee is composed of the faculty member, the student and the Division Dean who serves as chair of the committee.
  4. The faculty member and the student may have an on-campus representative if they choose. Meetings of the Mediation Hearing Committee will be closed to observers.
  5. If the issue cannot be resolved to the satisfaction of the instructor and the student at this step, the Mediation Hearing Committee Chair becomes responsible for deciding if the grade complaint is valid and what appropriate action will be taken.  The Committee Chair’s written decision and proposed action will be sent to the Vice President of Instruction within seven (7) working days of the meeting date.  Copies of the decision and proposed action will be sent to the student and instructor involved.  If there is no appeal by either party, the action proposed by the committee chair will be taken.
  6. If either student or the instructor is dissatisfied with the decision or proposed action by the Mediation Hearing Committee Chair, an appeal may be made within seven (7) working days to the Vice President of Instruction or designee.  This appeal will be a written memorandum outlining the nature of and the basis for dissatisfaction with the decision or action taken.  A copy of the appeal is to be given to the committee chair and the student or instructor, as appropriate.  Once the Vice President of Instruction or designee has received the appeal and a written answer from the committee chair, the Vice President will meet with the student and instructor, separately or together, at the Vice President’s discretion within fourteen (14) working days to discuss the matter.
  7. After reviewing the appeal with the campus President, the Vice President of Instruction has discretionary power to uphold, reverse, or modify the recommendation of the Mediation Hearing Committee Chair.  The Vice President of Instruction will prepare a written decision that will be sent to the student, to the committee chair, and to the appropriate instructor.

The decision of the Vice President of Instruction is final and completes the procedure for a complaint about academic, or grading practices at Pima Community College.  The Office of the Vice President of Instruction will be the official repository of records regarding decisions or actions involving an Academic or Grade Regulations complaint.