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Review of Course Grades/ Examination Board Decisions   

Review of Course Grades
  • Students with concerns on course grades should resolve the matter via the procedures outlined below.
  • Disagreement with the academic judgment of Course Leaders is not a valid reason for review.
  • As a result of review, grades may be revised upwards, downwards or remain unchanged.
  • For the procedures in the form of flowcharts, click HERE.
Informal Resolution
  • If you believe that there was an administrative error in recording or calculating the mark or result, or other circumstances that impact the course grade awarded, you should contact the Course Leader within 5 working days of the announcement of grades to resolve the matter.
  • The Course Leader will notify you of the result no later than 13 working days following the announcement of grades.
Formal Procedures for Review
What Constitute Valid Reasons for Applying to Review Course Grades?

If you believe that:
  • there was a procedural irregularity in the assessment process e.g. the assessment was not conducted in accordance with the Academic Regulations or with the arrangements prescribed for the course.
  • there were extenuating circumstances affecting your performance such as illness, hospitalization, accident, family bereavement or other unforeseeable serious personal or emotional circumstances that you were unable to bring up prior to the assessment for valid reasons.
Procedures
  • Submit your application in writing to the Dean of the College/School offering the course within 22 working days of the announcement of grades.
  • In your application letter, you must:
    • state the grounds on which the request for review is made;
    • include a description of the relevant facts; and
    • provide supporting evidence.
Notification of Results
  • The Dean of the College/School will notify you by letter about the results of your review application no later than 54 working days following the announcement of grades.
  • If, in the view of the Dean of the College/School, there is no prima facie case, he/she will dismiss your application and the decision is final.
Further Requests for Appeal
  • Formal requests for review of course grades should normally be resolved at the College/School level.
  • If you believe that there was a procedural irregularity in the review process, you can convey your concern in writing to the Associate Provost (Academic Affairs) within 10 working days following receipt of the decision on formal review.
  • The Associate Provost will notify you in writing of the decision normally no later than 27 working days following receipt of the request and the decision is final.
Personal Information Collection Statement
  • The information provided may be disclosed/transferred to relevant academic units/ administrative offices within the University for consideration and/or necessary actions.
  • The Privacy Policy Statement of the University can be accessed at http://www.cityu.edu.hk/cityu/geninfo/privacy.htm. For other issues regarding personal data privacy, please contact the Office of the Vice-President (Administration) or send email to the Data Protection Officer at vpad@cityu.edu.hk.
Academic Regulations on Review of Course Grades
Academic Regulations spell out the arrangements on review of course grades. Click HERE to access the Academic Regulations.

 

Review of Examination Board Decisions
  • Students who have concerns about the Examination Board's decision should resolve the matter via the procedures outlined below.
  • Disagreement with the academic judgement of the Examination Boards is not a valid reason for review.
  • For the procedures in the form of flowcharts, click HERE.
Informal Resolution
  • If you believe that there was an administrative error in recording, transcription or reporting of result, you should contact the Programme/Major Leader within 5 working days of the publication of the Examination Board's decision to resolve the matter.
  • The Programme/Major Leader will notify you of the result no later than 8 working days following receipt of the request.
Formal Procedures for Review
What Constitute Valid Reasons for Applying to Review Examination Board Decisions?

If you believe that:
  • there was a procedural irregularity affecting the Board's decision.
  • there were extenuating circumstances that have a bearing on the Board's decision that you were unable to bring to the attention of the Board for valid reasons.
Procedures
  • Submit your application in writing to the Associate Provost (Academic Affairs) within 22 working days of the publication of the Examination Board's decision.
  • In your application letter, you must:
    • state the grounds on which the request for review is made;
    • include a description of the relevant facts; and
    • provide supporting evidence.
Notification of Result
  • The Associate Provost will notify you by letter about the results of your review application no later than 22 working days following receipt of the request.
  • If, in the view of the Associate Provost, there is no prima facie case, he/she will dismiss your application and the decision is final
Further Requests for Appeal
  • Formal request for review of Examination Board Decisions should normally be resolved by the Academic Review Committee.
  • If you believe that there was a procedural irregularity in the review process, you can convey your concern in writing to the Provost within 10 working days following receipt of the decision on formal review.
  • The Provost/Principal will notify you in writing of the decision no later than 22 working days following receipt of the request and the decision is final.
Personal Information Collection Statement
  • The information provided may be disclosed/transferred to relevant academic units/ administrative offices within the University for consideration and/or necessary actions.
  • The Privacy Policy Statement of the University can be accessed at http://www.cityu.edu.hk/cityu/geninfo/privacy.htm. For other issues regarding personal data privacy, please contact the Office of the Vice-President (Administration) or send email to the Data Protection Officer at vpad@cityu.edu.hk.
Academic Regulations on Review of Examination Board Decisions

Academic Regulations spell out the arrangements on review of Examination Board Decisions. Click HERE to access the Academic Regulations.

 

Grade Review and Academic Review Committees
  1. College Grade Review Committee

    Terms of Reference
    • To decide whether a student has established grounds for review of course grades, in accordance with AR15.1.7
    • To refer substantiated cases to the appropriate Assessment Panel(s)
    • To dismiss requests for review where cases are not substantiated
    • To receive reports from Assessment Panels in relation to cases referred by this committee
    • To identify any academic quality or wider issues raised by each case
    • To report annually to the Senate via the Quality Assurance Committee on review cases considered
    Constitution
    Chair: Dean (or nominee)
    Members: One full-time academic staff member from the College (nominated by Department Head)
    5 academic staff members are suggested to be appointed as potential members
    One full-time academic staff from another College/School (nominated by the Dean of other College/School)
    3 academic staff members are suggested to be appointed as potential members
    Secretary: Administrative staff member of the College

    The College Grade Review Committee is established by the College Board. The period of office of members is two years.


  2. School Grade Review Committee

    Terms of Reference
    • To decide whether a student has established grounds for review of course grades, in accordance with AR15.1.7
    • To refer substantiated cases to the appropriate Assessment Panel(s)
    • To dismiss requests for review where cases are not substantiated
    • To receive reports from Assessment Panels in relation to cases referred by this committee
    • To identify any academic quality or wider issues raised by each case
    • To report annually to the Senate via the Quality Assurance Committee on review cases considered
    Constitution
    Chair: Dean (or nominee)
    Members: One full-time academic staff member from the School (nominated by the Dean)
    5 academic staff members are suggested to be appointed as potential members
    One full-time academic staff member from another College/School (nominated by the Dean of other College/School)
    3 academic staff members are suggested to be appointed as potential members
    Secretary: Administrative staff member of the School

    The School Grade Review Committee is established by the School Board. The period of office of members is two years.


  3. Academic Review Committee

    Terms of Reference
    • To decide whether a student has established grounds for review of Examination Board decisions, in accordance with AR15.2.6
    • To refer substantiated review cases to the appropriate Examination Board(s)
    • To decide whether a student has established grounds for appeal against College/School/ELC Grade Review Committees, in accordance with AR15.1.13
    • To refer substantiated appeal cases to the appropriate Assessment Panel(s)
    • To dismiss requests for review/appeal where cases are not substantiated
    • To receive reports from Examination Boards/Assessment Panels in relation to cases referred by this committee
    • To identify any academic quality or wider issues raised by each case
    • To report annually to the Academic Policy Committee on review cases considered
    Constitution
    Co-Chairmen: - Dean of Graduate Studies (or nominee) and
    - Associate Provost (Academic Affairs) (or nominee)
    Members: - Two full-time academic staff appointed by the Senate
      A pool of 10 academic staff members will be appointed as potential members
    Co-Secretaries: - School Secretary, School of Graduate Studies (or nominee) and
    - Director of Academic Regulations and Records Office (or nominee)

    Notes: When a postgraduate student case is considered, the Dean of Graduate Studies will chair the meeting and the secretary will be from School of Graduate Studies. When an undergraduate student case is considered, the Associate Provost (Academic Affairs) will chair the meeting and the secretary will be from the Academic Regulations and Records Office.
    The term of office of the members appointed by the Senate shall be two years with a staggered arrangement.