Managing Out of the Ordinary Circumstances
- Golden Rule Appeals (5.016 and 5.017)
- 5.016 Final Grade Appeal
- 5.017 Graduate Program Action or Decision Appeals
- Supporting Your Petition or Appeal
- Student Petition or Appeal Checklist
UCF graduate education is governed by policies and procedures to ensure that degrees are awarded fairly and within the set standards. These policies are not meant to punish you or to keep you from earning your degree.
This area is about how to get help when your circumstance is outside the established policy and may require an exception. No exception is guaranteed.
Petitions
Petitions are reviewed by the Graduate Appeals Committee who will review the submitted information and decide whether the student’s circumstance warrants an exception. Review the descriptions of the different kinds of petitions. Usually, the approved circumstances demonstrate that there was a situation outside of a student’s control, as opposed to a policy being an inconvenience towards earning the degree.
For example, many students may petition that because they transferred or changed degree programs that more than the allotted number of transfer credits should be allowed. However, the inconvenience of having to take more classes because of what should have been an informed decision does not warrant an exception to policy.
To initiate a graduate petition, you should fill out the Graduate Petition Form, found on the College of Graduate Studies Forms and References page.
Types of Petitions
Petition Type | Description | Policy Link |
---|---|---|
Doctoral – Transfer Hours | More than the allowable hours of transfer work into a doctoral program | Transfer of Credit (ucf.edu) |
Masters – Transfer Hours | More than the allowable hours of transfer work into a master’s Program | Transfer of Credit (ucf.edu) |
7-Year Rule | Needing more than the allotted 7 years/21 semesters to complete a degree program | Time Limitation and Continuous Enrollment (ucf.edu) – Doctoral Time Limitation for Degree Completion (ucf.edu) – Master’s Time Limitation and Continuous Attendance (ucf.edu) – Education Specialist 4. Time Limitation for Certificate Completion and Readmission (ucf.edu) – Certificate |
Catalog Years | Reverting to an old catalog year | Catalog Year (ucf.edu) |
Grad Certificates | Graduate Certificate course substitution | 2. General Policies Relevant to All Graduate Certificate Programs (ucf.edu) |
Independent Study | More than 6 hours in masters | Course Requirements (ucf.edu) |
Traveling Scholar | More than 6 hours of traveling scholar hours | Traveling Scholars (ucf.edu) |
6000-Level Requirement | Waiver of half the minimum degree requirements at 6000 level | Course Requirements (ucf.edu) – Doctoral Course Requirements (ucf.edu) – Master’s |
Other | Any policy in the graduate catalog that a student wishes to have an exception to | Any policy from the catalog |
Petition Submission Process
- Access the Graduate Petition form on the College of Graduate Studies website.
- Select the Petition Option you’re pursuing. Review the types of petition requests to make sure you’re selecting the correct one.
- Submit all documents, including a letter requesting your appeal. *Letter requesting your appeal (use the Student Letter Template).
- Please reference the submission deadlines on the Graduate Appeals Committee website.
Golden Rule Appeals
5.016 Final Grade Appeal
What is it?
An appeal of a final grade initiated within 90 days of the grade posting. Read 5.016 to understand the policy.
Why is there a formal process?
The goal is to have all concerns resolved at the lowest, most informal level. When that is not possible, a formal process provides a consistent, fair, and enforceable process for students to seek resolutions for potential errors in grade concerns.
Appeals are not considered if:
- Supporting documentation is not provided by the student
- Is outside the 90 calendar days of the final grade posting
- Student is arguing to change specific, individual coursework/assignment grades (only final grades can be appealed)
- Students may not appeal the professional judgement of professor
- The reason for the appeal is dissatisfaction with the course
Reasons to Appeal a Final Grade
There are 4 reasons you might appeal:
- Alleged deviation from established and announced grading policy (e.g. grade was calculated differently with different weights than what was published in the syllabus)
- Alleged errors in application of grading procedures (grade was not calculated correctly; miscalculations, overlooked submitted work)
- Alleged deviation from syllabus or program handbook (including different assignments that detrimentally impacted grade)
- Alleged lowering of grades for non-academic reasons, including discrimination (NOTE: if this is selected, the Office of Institutional Equity will be alerted)
Sometimes more than one of these reasons apply. The key is providing evidence to support your claim(s).
5.016 Grade Appeal Process
Look over the steps in the Appeal Process and complete the 5.016 Appeal Submission Form when you’re ready to submit (Step 2).
- Step 1 – Conversation with the Professor (Informal Level)
- We recommend keeping track of your dates and communications and provide them in your documentation
- Step 2 – Submit Grade Appeal Form (Department Level)
- Step 3 – Appeal of Department Decision (College Level)
- Step 4 – Appeal of College Decision (University Level)
- Step 5 – Appeal of University Decision (Committee Level)
To appeal the decision to a higher level, you, the student, must provide new documentation or be able to document a procedural error in your next appeal submission.
5.017 Appeals of Graduate Program Actions or Decisions
What is it?
An appeal by a student with regards to probation or dismissal by a program or College due to alleged error or non-academic reasons within six (6) months of the action. Probations or dismissals can result from failure to progress through the degree (academically, milestones), academic or behavioral misconduct, or inability to meet professional standards. Read 5.017 to understand the policy.
Why is there a formal process?
The goal is to have all concerns resolved at the lowest, most informal level. When that is not possible, a formal process provides a consistent, fair, and enforceable process for students to seek resolutions for errors/miscalculations or non-academic disputes.
Appeals are not considered if:
- Supporting documentation is not provided by the student
- Grades – separate appeal process (see 5.016 resource)
- Disputes over decision based on personal judgement
- Probationary or dismissal statuses for not maintaining a minimum 3.0 minimum GPA
Reasons to Appeal a Program Action or Decision
There are 5 reasons you might appeal:
- Alleged deviation from program or university policies as outlined in the Graduate Catalog or Graduate Program Handbook(s)
- Alleged errors in application of policies or procedures
- Alleged probation or dismissal due to non-academic reasons
- Alleged deviation from the University’s syllabus policy
- Alleged discrimination and/or sexual harassment in the program, department or college. (An appeal alleging discrimination and/or sexual harassment in the program, department or college will be referred directly to the Office Institutional Equity. The University is entitled to a reasonable period of time to review allegations of discrimination contained in a graduate student appeal, and the University may accordingly extend deadlines applicable to the University for purposes of reviewing such allegations.)
5.017 Appeal Process
Complete the 5.017 Appeal Submission Form when you’re ready to submit
- Step 1 – Received an official Program Dismissal Letter (College of Graduate Studies)
- Step 2 – Submit Appeal Form (Program and Department Level)
- Step 3 – Appeal of Program/Department Decision (College Level)
- Step 4 – Appeal of College Decision (College of Graduate Studies Level)
If you disagree with the decision, you may appeal at each level up to the College of Graduate Studies. To appeal the decision to a higher level, you, the student, may provide documentation in written form your argument for why you disagree.
Supporting Your Petitions and Appeal
Prepare and
Collect Your
Documentation
- Include a personal Statement/Reason for the appeal and desired resolution (not guaranteed to be awarded)
- Provide documentation and evidence to support you claim
- More is not always better
- Tailor your documentation to focus only on the reason for your appeal
- You will be sent a link to upload your supporting documents. Recommended documentation formats:
- PDF, JPEG, PNG
Follow the Timeline and Submission Process
- You are only provided with a certain number of days to submit your documentation. Submissions after the deadline or missed deadlines are automatically denied. If you choose to stop proceeding with your petition, email CGS at gradappeals@ucf.edu to inform us of your decision.
- Check your ucf.edu email regularly. All decisions will be sent in writing.
- Look for emails from gradappeals@ucf.edu
Tips for Submitting and Appeal
- Do:
- Provide a proposed resolution for your situation
- Be honest and factual in your presentation of your situation.
- Be clear and specific. You may or may not get to speak with someone so be sure to present your case clearly in writing.
- Proofread your appeal. Have a trusted individual review it for clarity and errors.
- Provide appropriate documentation for your situation:
- Copy of the syllabus and grading policy
- Copy of your posted graded assignments
- Written feedback or communication indicating purposeful negative impact of grade
- Keep in Mind:
- Appeals may be discontinued at any time.
- An appeal is concluded when the student receives final decision and reason.
- Final grade appeals can retroactively change student standing.
Student Petition and Appeal Checklist
- Select Reason(s) for Petition or Appeal
- Provide typed personal statement that includes:
- Reason for petition or appeal
- Explanation of situation
- Desired resolution (proposed grade change, etc.)
- Submit supporting documentation for your specific reason including but not limited to:
- Emails or communication exchanges
- Syllabus/Grading Policy
- Grade calculation information