Academic Appeal Process

The first step in the appeals process is to request a meeting with the chair of the Appeals Committee. To request this meeting, students should contact the Associate Dean for Academic Affairs within 10 business days of receiving notification of the adverse decision. (“Business days” are defined as days when classes are in session, including final exam week.) Appeals submitted after the end of the spring semester will be reviewed at the beginning of the following fall semester. The timeline for appeals initiated after the sixth week of the spring semester may be paused during the summer and resumed in the fall based on the availability of the participants in the appeals process. This is at the discretion of the Associate Dean.

The chair of the Appeals Committee, a faculty member appointed by the Associate Dean for Academic Affairs, will discuss the appeals process with the student and, if appropriate, direct them to create and submit a letter of appeal (see below). Within five business days of receiving the letter of appeal, the chair of the Appeals Committee will arrange a meeting of the Appeals Committee. The Appeals Committee is a standing committee consisting of a faculty member from each of CCM’s academic units. From these members, a Hearing Subcommittee will be formed consisting of:

a) the chair of the Appeals Committee, 

b) two faculty members from academic units other than the one in which the complaint originated, and 

c) a student representative recommended by the CCM Tribunal (for undergraduate students) or the Graduate Student Association (for graduate students).

The Associate Dean has the prerogative to appoint another faculty member or student member if the situation warrants.  

Because of the time required to complete the appeals process, a student’s status will remain as indicated in the original decision until the Appeals Committee renders its decision and forwards it to the Associate Dean for Academic Affairs for appropriate action. A student dismissed or suspended is not eligible to re-enroll for the semester in which the appeal is pending.

1. A student wishing to appeal an adverse decision must notify the Associate Dean for Academic Affairs within 10 business days of receiving the decision.
2. The student meets with the chair of the CCM Appeals Committee to discuss the adverse decision. During this meeting, the chair will clarify the academic appeals process and counsel the student on the best course of action. This may include outside consultation and informal conversation with the parties involved. The meeting with the chair of the Appeals Committee must be completed within 10 days of the meeting request.
3. If the student wishes to pursue a formal appeal, they must submit a letter of appeal to the chair of the Appeals Committee within five days of meeting with the chair. The letter of appeal should be typed/word processed and formatted in a business-like manner. Supporting documentation should be clearly labeled and referenced in the letter. The letter of appeal must contain the following information:
   1. An explanation of why the student believes this decision was inappropriate 
   2. Evidence to support the claim
   3. An explanation of how the evidence directly relates to the appeal
   4. The desired outcome requested from the appeal
      
4. The committee chair forwards the letter of appeal and supporting documents to the faculty responder(s). The faculty responder(s) must submit a written response to the chair within five business days of receipt of the student’s letter of appeal. The chair will notify the student once the faculty response is received.
5. The student’s letter of appeal and the faculty member’s response will be distributed to the members of the Hearing Subcommittee. The Hearing Subcommittee schedules meetings with each party individually to clarify the issues. Hearings will be scheduled within 10 business days of receiving the faculty response, unless there are extenuating circumstances and the Associate Dean approves a delay.
6. After the hearing, the Hearing Subcommittee confers. Within five days of the hearing the committee chair provides a written summary of their findings and a recommendation to the Associate Dean for Academic Affairs, the student, and the faculty responder(s).
7. Within 10 days of receiving the recommendation the Associate Dean for Academic Affairs renders a decision and informs the student, faculty responder(s), and the Appeals Committee. If the student is not satisfied with the ruling, the student can consult with the UC Ombuds Office.

The letter of appeal should be typed/word processed and formatted in a business-like manner. Supporting documentation should be clearly labeled and referenced in the letter. 

Please include the following identifying information:

• Student Name
• Student M#
• Student email address
• Degree and Major (e.g., DMA-Flute) 
• Date Student Notified of Adverse decision
• Academic Course number and title (if applicable; e.g., KAZ 2051 Advanced Kazoo) 
• Academic Course Faculty Name(s) of Record (if applicable)

Please address the following:

1. Summarize the adverse decision.
2. Explain why you believe this decision was inappropriate.
3. What evidence do you have to support your claim? (Include evidence as attachments to this letter.)
4. Explain how the submitted evidence directly relates to the appeal.
5. What is the desired outcome requested from the appeal?

The timeline can be accelerated if any party completes an action step in advance of the deadlines indicated. If the student does not meet the deadlines below the appeal will be considered withdrawn. If the faculty responder does not meet the deadlines the appeals process will continue without that information.