Student Handbook – Grade Challenges

◄ Academic Integrity

Discipline and Due Process

Grade Challenges

Final grades in courses are the responsibility of course instructors. A student who disagrees with the grade assigned by the instructor must first discuss the grade with the instructor. A student may challenge a grade by providing a written explanation of the basis of the challenge to the Director of Academic Affairs within twenty-eight (28) calendar days after the first day students receive semester grades. The Director may also require a written explanation of the grade by the instructor involved in a grade challenge. The instructor involved in the grade challenge has the right to issue a written explanation of the grade in question. The Director of Academic Affairs will review the challenge and issue a written decision with criteria within fourteen (14) calendar days of receipt of the challenge. The decision of the Director of Academic Affairs may be to change the grade or let the grade stand unchanged. Either the student who initiates the challenge or the instructor who is involved may appeal the decision of the Director of Academic Affairs to the Executive Director of the Indiana Academy.

Upon receipt of an appeal of a grade challenge decision by the Director of Academic Affairs, the Executive Director of the Indiana Academy will appoint within fourteen (14) calendar days a Grade Challenge Review Committee comprised of three (3) people not already familiar with the case under appeal. The members appointed to the Committee by the Executive Director must be employees of Ball State University. The instructor who issued the grade in question will choose one of the three members of the Committee. The review must be completed within fourteen (14) calendar days after the last member of the Committee is appointed. The Grade Challenge Review Committee must issue a decision within fourteen (14) calendar days to change the grade or let the grade stand unchanged. The decision of the Committee is final.

Financial Responsibilities And Invitation To Return

A student/family’s financial obligations to the Indiana Academy must be up to date and/or paid in full in order for the student to participate in the following major school events:

• End of fall semester – Student may not be allowed to return to Wagoner Hall for the start of spring semester until financial obligation is current and/or paid in full.
• May Term Trip – Student will not be allowed to participate in any Indiana Academy May Term trips if financial obligation is not current and/or paid in full by the stated May Term trips deadlines.
• Start of next year – Student may not be allowed to return to Wagoner Hall for the start of the next fall semester until financial obligation is current and/or paid in full.
• Unpaid balances at the end of the academic year will be submitted to a collections agency.

Invitation to Return – Student may not be invited to return for the next academic year if the student/family financial obligation is not paid in full for the previous Spring Semester by the stated financial deadline.

• Students may also not be invited to return for the next academic year based on a series of factors. Factors that will be considered include, but are not limited to:
  • Any academic issues/concerns (excessive absences, repeated academic dishonesty, etc.)
  • Overall academic and disciplinary record
  • Any residential issues/concerns (concerning pattern(s) of behavior, abuse of community resources, disrespectful behavior toward peers and others, etc.)
  • Contributions and/or possible detriment to the Academy community

Retention, Dismissal, or Expulsion for Students with Academic Deficiencies, Attendance Problems, or Behavioral Infractions.

Recommendations for retention, dismissal, or expulsion from the Academy, with some exceptions, are made by the Intervention and Retention (I&R) Committee. The committee will review cases of students with academic deficiencies, attendance problems, and serious behavioral infractions as referred by the Assistant Director of Academic Advising and Guidance, the Director of Academic Affairs, and/or the Director of Residential and Student Affairs. The Committee may recommend that the student be retained, be retained with a probation contract, voluntarily withdraw, be dismissed, or be expelled. The recommendations of the I&R Committee are forwarded to the Executive Director who make the final decision. Matters that involve a complaint against a student under the Academy’s Non-Discrimination/Anti-Harassment Policy, and any resulting disciplinary action against a student, will be handled in accordance with the procedures outlined in the policy.

Cases of students may be reviewed by the I&R Committee for behavioral, academic, and attendance problems:

1. Behavioral Infractions

   In cases of students with behavioral infractions, the I&R Committee will meet when called by the Director of Academic Affairs or Director of Residential and Student Affairs.

2. Academic Deficiencies and Attendance Problems

   The I&R Committee meets at the mid-term and end of each semester to review the status of students with academic deficiencies, attendance problems, or those previously placed on probation contracts. Students with D* in one or more courses will automatically be placed on an intervention probation contract. The Director of Academic Affairs may call a meeting of the I&R Committee at any time to consider students with academic difficulties or attendance problems.

Probation Policies and Dismissal Conditions

• Students and parents/guardians of students placed on probation will be notified in writing.
• Students on probation will have a contract listing future expectations that must be met by the student. The contract is signed by the student, parents/guardians, and the Director of Academic Affairs. Multiple copies of the contract will be made and distributed to the student, parent/guardian, Student Life Counselor, and Academic Advisor. A copy will also be placed in the student’s academic file.
• Students who fail to make adequate academic progress and/or correct their attendance problems during the probationary period may be considered for dismissal.
• Students placed on probation twice, regardless of whether or not the probationary periods are back-to-back, will remain on probation until graduation. These students are subject to withdrawal from the Academy at any point during the second probationary period or beyond if they are not making adequate progress towards graduation.
• Before a student is considered for withdrawal, the student and the parents/guardians may provide the I&R Committee in writing: (1) an explanation of the student’s performance, (2) a remediation plan and (3) reasons the student should remain at the Academy.
• Parents/guardians of a student on probation may contact the Guidance Office to initiate the study team process for their child.

Procedure for Due Process

The following are ways a violation could be handled:

1. Informal warning: an informal warning by a member of the Academy staff is intended to make a student aware of the possible consequences of irresponsibility or inappropriate actions.
2. Documentation: Academy personnel will address a violation and also inform the student that the incident has been documented. The completed document will be given to the Director of Residential and Student Affairs and/or the Associate Director of Residential and Student Affairs, who will then make the determination to either have the violation and consequences be handled by the Student Life Counselor, the I&R Committee, the Associate Director of Student Affairs, or the Director of Residential and Student Affairs.
3. In a case where it is found that a student has violated a state or federal law, the parents/guardians may be notified immediately to come pick up their student and suspension will begin.

Procedure for Suspension

An administrator may recommend suspension for no more than 10 school days per incident. The following will take place:

1. A meeting will be held where the student will be presented with the evidence and have an opportunity to explain the alleged conduct.
2. If a suspension is warranted or if the testimony from the student and/or evidence is inconclusive and future investigation is needed, the parent/guardian will be called by the administrator, in the presence of the student, to talk about the allegations and the next steps.

Following a decision to suspend a student the parent/guardian will receive by US Mail a written statement describing the student’s misconduct and the action taken.

Procedure for Dismissal

A student may be dismissed from the Academy for lack of academic progress. The Intervention and Retention Committee reviews the cases of all students in academic difficulty. If a student is not making sufficient academic progress they may be recommended to the Executive Director for dismissal. Every effort will be made to contact parents/guardians to initiate a study team meeting prior to a student being dismissed. This allows parents/guardians to be directly informed of their child’s academic difficulties and be a part of creating plans for remediation. It must be understood, however, that in a few instances student failures may occur at the end of a semester preventing adequate remediation time. Students or parents/guardians of students being considered for dismissal by the Executive Director may request a meeting with the Executive Director to review the circumstances of the case prior to a final determination.

If a student is dismissed, the parents/guardians have three possible courses of action:

1. let the dismissal stand;
2. voluntarily withdraw the student before the dismissal becomes official;
3. request an appeal hearing.

Appeal of the Dismissal:

1. the parent/guardian must request a hearing with the Superintendent of the University Schools Corporation within five days of the receipt of a certified letter informing them of the dismissal. This request may be made by e-mail, fax, or letter, but it must be received within the five day limit unless it is extended by the Superintendent;
2. the appeal hearing must take place no later than ten days after the parent/guardian was informed of the dismissal by certified letter from the Executive Director unless the Superintendent grants an extension;
3. the request to appear at the hearing must include the date, time, place, and purpose of the meeting;
4. failure of the student or parent/guardian to appear at the hearing will result in forfeiture of all procedural rights to contest the dismissal.

Procedure for Expulsion

The Executive Director may expel a student from the Indiana Academy for a period longer than ten days up to the end of the school year for unlawful activity, multiple instances of insubordination, behavior or actions that cause disruption to the school environment, substantial disobedience, and/or repeated behavioral infractions. An expulsion may take place only after the student and the student’s parent/guardian are given notice of their right to appear at an expulsion hearing with the Superintendent of University Schools Corporation. Notice of the right to an expulsion hearing shall:

1. be made by phone or mail contact;
2. contain the reasons for the expulsion and the procedure for requesting an expulsion hearing.

Appeal of the Expulsion:

1. the parent/guardian must request a hearing with the Superintendent of the University Schools Corporation within ten days of the receipt of a phone call or certified letter informing them of the expulsion. This request may be made by e-mail, fax, or letter, but it must be received within the ten school day limit;
2. the Superintendent must reply within ten days with a date for the appeal hearing;
3. the request to appear at the hearing must include the date, time, place, and purpose of the meeting;
4. failure of the student or parent/guardian to appear at the hearing will result in forfeiture of all procedural rights to contest the dismissal.

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