Grade Appeal Process

✅How to Avoid a Formal Grade Appeal Process

Making regular school attendance a priority, turning in completed assignments on time, and keeping track of assignment grades throughout the quarter are the best ways to avoid errors in final grades for each quarter.

• Turn in work on time and complete as requested by the teacher.
• Avoid absences, tardies or early dismissals as much as possible. Schedule doctor's and other appointments outside of school hours and during summer months.
• Turn in any missed assignments as close as possible to the student's return to school date regardless of an absence based due date extension.
• Closely monitor grades and attendance regularly on StudentVUE and ParentVUE (Synergy). 
• Giving the teacher a reasonable time to update grade and attendance records related to the missed work, if an issue is found, contact the teacher for resolution.
• A well-worded email to the teacher can be the best way to not interrupt instruction and to allow the teacher time to investigate while creating a record of the concern.

📘Key Components of How PGCPS Manages Grade Changes & Appeals

All grade changes are handled through a structured process defined by district policy and administrative procedures. The system is designed to ensure fairness, accuracy, and transparency for students, parents/guardians, and school staff. Progress report grades and incoming grades for transfer students are not eligible for the grade appeals process.

📝Summary of the Process

1. Teacher identifies a need or parent/student requests review.
2. Grade change request submitted within the official window.
3. School leadership reviews and either approves or denies the request.
4. If denied, parents/students can submit a formal appeal.
5. Approved changes are documented and entered in the student information system and added to the student's cumulative folder.
6. Annual audits and training help ensure fairness and consistency. 

📚Official Policy Basis

PGCPS has a Board Policy (5121) that requires a written process for grade changes. This includes a timeline for when grade changes can occur, who is authorized to make or approve them, documentation requirements, and an annual audit of grade change validity.

📚Administrative Procedure

This procedure outlines the formal process used across all PGCPS schools.

• Administrative Procedure 5116 - Grade Change Authorization and Appeals 
• The Administrative Procedure 5116 Attachment A – Grade Appeal Form form is used to allow parents/guardians students over age 18 or staff to request a grade change within the Grade Appeal Window (within five days of the release of report cards). Appeals must be submitted by noon on the final day. View Grading and Reporting Dates.
• A parent/guardian or student over age 18 should submit the grade appeal form (page 1) with supporting evidence to the teacher regarding the final quarter grade error. 
• If you are submitting the appeal form in person it is a good idea to contact the school for the best time to visit and the preferred method.
• The teacher must respond to the appeal within two (2) school days.
• If the teacher confirms the error, the teacher will submit the PS-140 electronic form for a grade change.
• If the teacher does not agree to the grade issue, the response with supporting evidence will be provided on page 2 of the Grade Appeal Form
• The parent may submit a request in writing to the principal within two (2) school days to continue the appeal to the Grade Appeal Committee.
• If the teacher has not responded within two (2) school days of the initial appeal, the principal will forward the Grade Appeal form and evidence to the Grade Appeal Committee.
• Following the teacher's response, the principal will provide a decision (page 2).  
• If utilized, the SIT Committee will provide a decision to the parent and teacher (page 3).
• All completed forms must be filed in the student cumulative folder at the conclusion of the grade appeal.
• Administrative Procedure 5116 Attachment B – Dual Enrollment Grade Change Exception Notice.pdf

📌Who Can Request a Grade Change

• Teachers — typically initiate requests if they identify an error or oversight.
• Principals/Designees — review and approve or deny requests.
• Parents/Guardians or Eligible Students (18+) — can appeal a grade they believe is incorrect.

📌Valid Reasons for Grade Changes

Grade changes are generally considered for:

• Make-up work that was completed but not reflected in the grade.
• Errors in grade entry or calculation in the teacher's gradebook.
• Lawful absences (e.g., excused per attendance policies).
• Missed accommodations/services outlined in a student's IEP or 504 plan.

📌Grade Change Window

The  Grade Change Window is within five days of the release of report cards.Appeals must be submitted by noon on the final day. After this window closes, changes must follow defined appeal procedures.

📌Grade Appeal Process

• If a teacher declines to change a grade, a parent/guardian or eligible student can submit a Grade Appeal form in writing within the appeal window following report card distribution.
• Appeals are reviewed by a School Improvement Team (SIT) Grade Appeal Committee.
• Decision notifications are sent back to families after review.

🏫Internal Roles and Systems

Each school has staff members who are responsible for various processes related to student's official transcript grades. 

• Grade Manager — updates grades in the district system once a change is approved.
• Course History Manager — updates transcript grades for final grades.
• SIT Chair — participates in appeals and helps ensure procedures are followed.

All grade changes must be documented in the system and stored in the student's cumulative folder.