Koç University’s Academic Grievance procedure aims to help academic staff and students find solutions to complaints on academic matters.

Student Grievances

Students are expected to start the grievance process within two weeks of an action, decision or negligence by an academic staff that would negatively affect the student’s academic performance or career.

• Students are expected to first discuss the issue directly with the related academic staff.
• If that proves to be ineffective, a petition to the student’s Dean can be written within a week of initial discussion with the related faculty member including the incident, the suggested solution and the faculty member’s response. The Dean may choose to discuss the incident with the student and the related faculty member(s) one by one or as a group. A decision should be shared in written form with both parties within four weeks.
• The student has a right to object to the Dean’s decision within one week by bringing the matter to the attention of the University Executive Council. The petition is discussed at the first Meeting of the Council after the submission date. The student is expected to be informed of the decision in written format within four weeks.

In case the related faculty member is also the student’s Dean, the student can write a petition directly to the Vice President for Academic Affairs after initial discussion with the Dean.

Objections to Exam Grades

Students can object to the evaluation grades, final evaluation grades, final course grades and letter grades given within the semester within one week from the date of their announcement. The objection should be made in writing to the instructor who teaches the course.

If the student’s objection is rejected by the instructor, if a decision have not been made within two weeks or if the new grade given by the instructor is not seen to be sufficient, the student can apply to the dean of the faculty or the school directorate in writing. The dean or director assigns an evaluation commission consisting of at least two teaching staff. The academic title of the members of the commission should be equal to or higher than the academic title of the instructor who received the grade objection. The executive council of the faculty or the school in which the student is registered makes the decision, taking into account the written opinion of the commission by re-evaluating the objected issues.

The student may object to the University Executive Council in writing against the decision of the relevant faculty/school executive council, if the application is rejected by the relevant faculty/school executive council, if a decision have not been made within four weeks or if the new grade given by the relevant council is not seen to be sufficient. The University Executive Council requests an additional evaluation report if necessary and finalizes the objection within four weeks.

The instructor who received the grade objection, the members of the evaluation commission and the faculty members who are assigned to do an additional evaluation report cannot attend to the part of the faculty/school executive council or the University Executive Council meeting where the grade objection is discussed.

In case the letter grade is required to be changed due to the change of the grade in accordance with the above paragraphs, the instructor determines the new letter grade based on the precedent average when the letter grade is determined by the grade distribution, by applying the criteria applied for the letter grade.

Important:

• Students receiving the same score from the same component should be evaluated based on the same grading scale. A unique grading scale should be applied to all students within the same section.

Faculty Member Grievances

A faculty member who believes he/she has been adversely affected by decisions on academic programs should write a petition to the related Dean or Director.

If the complaint is about the Office of the Dean or Director, the petition should be directed to the Vice President for Academic Affairs. If the complaint is about the Office of the Vice President for Academic affairs, then the petition should be directed to the President.

The petition should explain the incident in detail, should provide evidence and all related documents in support should be shared. The petition should also describe any prior attempts made towards solving the issue, if any.

The Office receiving the petition is expected to produce a written report to both parties within thirty days.

The faculty member may object to the decision by bringing the matter to a higher Office. The decision of the President is deemed final.