Student Appeals
Students can use the Student Appeals process when they question a decision that has been made. Students can appeal course-related matters or other non-course issues. The most common example of a non-course related issue is a withdrawal from courses due to physical or financial hardship. The most common example of a course-related appeal is to appeal a grade in a course.
Students should seek issue resolution immediately. Students must appeal within 30 business days from the end of the semester in which the issue occurs. The appeal must be finalized by the end of the next semester.
Students who are experiencing financial or physical hardship have the option to appeal to be withdrawn or removed from classes. Examples of hardship include but are not limited to: serious injury or illness; chronic illness; medical issue of a family member that impacts the student; mental health condition; a sudden or consistent lack of transportation; and significant cost of living increase.
Step 1: Students with a non-course related issue should immediately email or meet with the First Contact listed in the table below. Appeals due to extenuating circumstances, including financial or physical hardship, are initiated when the student completes the Student Appeal Due to Extenuating Circumstances form. The student should explain the issue and state what they want the College to do. Once the form is submitted, the will be emailed a letter with a meeting day and time to meet with the Dean of Students. Failure to attend the meeting and submit required documentation will result in the appeal expiring or being denied.
Student Appeal Due to Extenuating Circumstances
Step 2: Students who are unsatisfied with the decision from Step 1 above can initiate a final appeal. The final appeal must be made within 10 business days of the dated Dean of Student’s or designee’s response. The student should include a written explanation outlining the reason for the appeal and the proposed resolution. Each appeal must provide supporting documentation. Final Appeals should be emailed to appeals@heartland.edu.
Staff will provide a dated and written response to the final appeal. The College will send communication to the student's official myHeartland email, and the College will scan the communication into the student's record.
Non-Course Issues First Contact Formal and Final Appeal Academic Probation & Dismissal Dean of Students Vice President, Enrollment & Student Services Assessment & Placement Dean of Students Vice President, Enrollment & Student Services Comptroller Collection Vice President, Enrollment & Student Services Financial Aid Director of Financial Aid Vice President, Enrollment & Student Services Graduation Dean of Students Vice President, Enrollment & Student Services Late Withdrawal Dean of Students Vice President, Enrollment & Student Services Hardship Withdrawal Dean of Students Vice President, Enrollment & Student Services Military Deployment Dean of Students Vice President, Enrollment & Student Services Past Student Accounts/Bills Dean of Students Vice President, Enrollment & Student Services Refund of Tuition/Fees Dean of Students Vice President, Enrollment & Student Services Registration Dean of Students Vice President, Enrollment & Student Services Please review the financial aid appeal process and required forms:
Before starting a formal Grade/Course-Related Appeal, students should immediately email or meet with their instructor to discuss their situation. They should explain the issue and let the instructor know what outcome they seek. If the instructor does not agree with the proposed outcome, then the student can move to the formal Grade/Course-Related Appeal process outlined below. While there may be situations in which the student may want to move straight to the formal appeal process prior to talking with their instructor, grade appeals should always start with the instructor.
If a student has a class issue not related to a grade appeal, it likely falls under the complaint umbrella. Students may submit a complaint about an instructor and/or course using the complaint form located on the complaints page. Complaints submitted through this form are routed to the appropriate party and the resolution is recorded. Complaints can be submitted anonymously or include contact information if the student would like someone to follow up on their submission.
Step 1: If a student is unsatisfied with the informal decision from their instructor (described above), they should complete this form to start a formal Grade/Course-Related Appeal: Grade/Course-Related Appeal Form. Once submitted, their instructor will have to formally respond to your appeal. Instructor’s supervisors are notified of submitted appeals. The instructor will provide a decision within 5 business days.
Step 2: Once the student receives the response, if they are still unsatisfied with the decision from Step 1, they will have an opportunity to move the appeal to the next level supervisor (Dean or Associate Dean of that department). At this level, the appeal decision will be based on an assessment of whether or not there was an error in the grade calculation or if there was any misconduct on the part of the instructor. The Dean or Associate Dean of that department will provide a decision within 5 business days.
Step 3: Once the student receives the response from the Dean or Associate Dean of that department, if they are still unsatisfied with the decision from Step 2, the student will have an opportunity to move the appeal to the next level supervisor (Vice President of Academic Affairs/Provost). Again, at this level, the appeal decision will be based on an assessment of whether or not there was an error in the grade calculation or if there was any misconduct on the part of the instructor. The Vice President of Academic Affairs/Provost will provide a decision within 5 business days. This is the final step in the appeal process, however, a student can elect to end the appeal at any step.
Step 1: Students with a course-related issue for Adult Education or Continuing Education courses should immediately email or meet with the faculty member explaining the issue and stating what they want the College to do. The instructor will provide a dated decision in writing within 5 business days.
Step 2: If the student is still unsatisfied with the decision from Step 1 above, they can appeal to the Dean or Associate Dean. The student should explain in writing the issue and state what they want the College to do. The Dean or Associate Dean will provide a dated decision in writing within 5 business days.
Step 3: If the student is still unsatisfied with the decision from Step 2 above, they can initiate a final appeal to the Vice President of Academic Affairs/Provost. The final appeal must be made within 10 business days of the dated Dean or Associate Dean's response. A final appeal includes a written document explaining the reason for the appeal and the proposed resolution. Each appeal must provide supporting documentation.
Appeals may be emailed to: appeals@heartland.edu. The Vice President will provide a dated and written response to the final appeal. The College will send communication to the student’s official myHeartland email if available, and the College will scan the communication into the student record.
*Note: Students enrolled in the Nussbaum Trucking Academy at HCC must follow the steps listed in the “Communicating Concerns” section of the syllabus.
Course-Related Dispute First Contact Second Contact Formal & Final Appeal Undergraduate Instructor Dean or Associate Dean of Academic Division Provost and Vice President, Academic Affairs Adult Education Instructor Dean of Adult Education Provost and Vice President, Academic Affairs Continuing Education Instructor Executive Director of Continuing Education Provocst and Vice President, Academic Affairs
If after following the College’s process for addressing Student Appeals, an issue cannot be resolved internally, students may file a complaint about Heartland Community College with the Illinois Community College Board or with the Higher Learning Commission. If you are a student living out of the State of Illinois, you may also file your complaint with the state in which you reside. See Student Complaint Information by State (PDF) for more information.