Common Concerns Raised By Students

The Faculty of Education follows the policies for addressing student concerns, especially related to grading and grades. Processes have been developed Faculty-wide for a consistent approach to responding to concerns students raise within their undergraduate Education courses. If students raise a concern with a course offered outside of the Faculty of Education, please direct the student to contact the Faculty/Department in which the course is offered.

It is strongly recommended that instructors set any term exams (midterm exams) during their regularly-scheduled class time. If a need arises to schedule a term exam outside of class time, it may conflict with students' other class times. A student cannot be required to miss another class for a term exam; therefore, it is the responsibility of the instructor to provide an accommodated time for any students with class conflicts.

Sometimes students miss a term examination sitting. While under the discretion of the instructor, the Calendar lists appropriate reasons for absence from a term exam, such as "incapacitating mental and/or physical illness and most other cases including severe domestic affliction ... religious belief" (Calendar - Attendance). The student should apply for an excused absence. Instructors may request supporting documentation, but medical notes cannot be required.

It is up to the instructor's discretion to grant an excused absence. If an excused absence is not granted, record a mark of "0" for the missed term exam and include a remark of "1" when submitting final grades.

If an excused absences is granted, the instructor can decide how to respond based on the type and aims of the assessment, how to relates to course outcomes, and the student's circumstances. Some possible resolutions are:

• Excuse the term exam from the grading (leave the mark blank; adds weight across all the other assessments when final grade is calculated out a smaller value)

• Create a new term exam that the student writes an a mutually-agreed upon date

• Add the weight of the term exam to the final exam/assessment (leave the mark blank; change the percent weight of the final)

Contact the Undergraduate Coordinator if you are unsure or would like to discuss the particular situation. If the weighting is changed (first or third option above), include an explanation in the grade submission spreadsheet at the end of the term.

Instructors have sole discretion for marking term work. There is no policy or process in place for students to appeal term work or have it reassessed. However, students who have concerns about marking of term work should bring their concerns to the instructor to try to resolve the concern.

If the issue cannot be resolved, the student can meet with either the Undergraduate Coordinator or Associate Dean (Academic & Student Experience). Depending on the concern, the Undergraduate Coordinator or Associate Dean (Academic & Student Experience), may meet with the student and instructor to mediate the issue. If the student believes that either there is bias in marking and/or an error in marking occurred, the student will be advised that they can follow the process of registering a complaint as above, first contacting the instructor, then the Undergraduate Coordinator and then the Associate Dean (Academic & Student Experience). 

Some of our students are offered teaching contracts that begin very shortly after their last term in our program is completed (at the end of Fall term or at the end of Winter term). This is an exciting prospect for them as they see their learning and efforts recognized in landing a teaching position!

To learn more about the steps in this process, please consult the "Teaching Prior to Certification" section on ESS' Teacher Certification webpage. You can also direct students to this information. The critical information for instructors is that students' grades must be approved and posted to BearTracks before a student advisor can perform a final program review. Please make every concerted effort to submit your grades within the five working day deadline.

Occasionally, a student may reach out to instructors to press for expedited marking of the final examination/assignment to facilitate their early clearance letter. This is an inappropriate request of an instructor and students have been informed to not send instructors these types of messages. Individual student grades cannot be approved; the approval process is for a whole class. Do not promise students that their individual grade can be approved in an expedited fashion. School division HR units are aware that there are several steps to completing an early clearance letter and can wait patiently for the Dean's recommendation letter to be generated.

When responding to students' requests for expedited marking, celebrate their accomplishment of being offered a teaching contract. You can confirm that your grades will be submitted within the specified due date of 5 working days. Please point them to ESS' Teacher Certification webpage for details about the process or they can email a student advisor at educinfo@ualberta.ca. Thank them for their patience!

Students who have concerns about their final grades should meet with the course instructor first. In many cases, students are not concerned about how the grade was determined, but rather how the grade will affect their academic standing. If this is the case, instructors should not consider altering the grade because of the consequences it might have. Instead, encourage the student to meet with the Office of the Student Ombuds to discuss possible options. If the concern is with regards to grades received on a final exam, students may apply for a reappraisal or reexamination of the final examination (see next section). 

If the student is concerned about how the final grade was determined, that is, they have evidence of bias, unfair treatment, or an error in calculation, the student should first follow the process for informal grade appeals as outlined by the Faculty of Education. The process for informal grade appeal in the Faculty of Education is as follows: 

1. 1. 1. The student must first meet with the course instructor or if the instructor is unavailable, the Subject/Program Area Coordinator.

      2. If, after students have made a reasonable effort to resolve the matter with the instructor, the matter cannot be resolved, students shall then discuss their concerns with the Undergraduate Coordinator, Dr. Janelle McFeetors (janelle.mcfeetors@ualberta.ca). 

      3. The Undergraduate Coordinator will investigate the concern further and may meet with both the student and instructor to mediate the issue. The Undergraduate Coordinator may also consult with the corresponding Vice Dean if the situation warrants escalation.

      4. If the matter is not resolved, students may request a formal appeal to the Associate Dean, Academic & Student Experience. Formal grade appeals, with supporting  documentation must be submitted to the Associate Dean (Academic & Student Experience) by:

• • • • • • February 15 for Fall term courses 

          • June 15 for full-year and Winter term courses 

          • July 15 for Spring term courses 

          • September 15 for Summer term courses 

In the event of an adverse decision, students may initiate a formal appeal to the Faculty of Education Academic Appeals Committee (FEAAC). A copy of the Faculty Appeal Policy is available online: Academic Appeals - Undergraduate Policies & Procedures.

Similar information is available for students on the Education Student Services website under Academic Appeals.

Reappraisals of Final Examinations

Only final exams may be reappraised. A student should apply for reappraisal of a paper only if he or she has good reason to believe that an error has been made. A request for reappraisal must be made in writing to the Undergraduate Coordinator. Payment of the required fee course (see University Calendar - Fees for Special Services) will normally be made at the time of the request; the fee will be refunded if the appeal is successful. If the grade is changed, the new grade, whether higher or lower than the original, replaces it as the student’s official grade in the course (see the University Calendar).

Final Reexaminations

Undergraduate students who have written and submitted a final examination may be considered for a re-examination provided the following conditions are met. 

a. The course was failed. 

b. The final examination is 40 percent or greater, as originally scheduled. 

c. The Fall or Fall/Winter GPA is 2.0 inclusive of the failed course. 

The mark received for the reexamination replaces the original final examination mark and is used in computing the final grade in the course. Students requesting a reexamination complete an application form available within the Faculty. Payment of the required fee (see University Calendar - Fees for Special Services) will normally be made at the time of approval of the application. Once approval has been granted reexaminations are to be written at a time and place agreed upon by the instructor and the student concerned (see University Calendar).

Students may have general concerns with their instructors, the instructor’s overall teaching or the way they have been treated by the instructor in the course (e.g., systemic bias). As with other potential concerns, students should be encouraged to communicate directly with their instructor as a first step. As a support, the instructor can ask the Undergraduate Coordinator and the student can ask a Student Ombuds to attend a meeting. The Undergraduate Coordinator, in consultation with the Associate Dean (Academic and Student Experience) and/or the corresponding Vice Dean, can evaluate whether any further action should be taken by the Faculty. Otherwise, students can be directed to share their feedback on the Student Perceptions of Teaching form. Concerns about teaching and learning processes that fall outside of bias or unfair treatment are not grounds for grade appeals.

Be proactive. Follow the requirements for course outlines, marking and grading. Consider using a midpoint evaluation that may allow you to adjust your approach to the course. 

Instructors must be available to meet with students during the term. Most issues will be resolved through these meetings; however, keep the following points in mind: 

• Allow several days between handing back an exam or assignment and meeting with the student. 

• Do not close your office door during a student meeting. 

• If you believe the student may have the potential to act in an aggressive manner towards you, ask the Undergraduate Coordinator to sit in on the meeting. 

• Meeting with students should be an opportunity to aid learning. In this regard, you may: 

  • • Review connections between course material and exam questions. 

    • Explore the strategic thinking the student used as he or she prepared the assignment or studied for the exam. 

    • Discuss how the student can do better in future assignments and exams. 

• Students also have the responsibility during these meetings to: 

  • • Take responsibility for the work they submitted to you.

    • Be accountable for their work and conduct.

    • Show evidence of their developing sense of professionalism (e.g., being honest about factors such as attendance that likely influenced their work).

• Conduct themselves in a manner that shows evidence of their developing ability to cope with personal and professional challenges: calm under stress, rationale and polite, respectful, and able to cope with frustration and disappointment with a sense of grace and humility.