Before emailing your instructor, make sure you’re informed about the situation.
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Check the course syllabus for any policies around grading, rubrics, or other relevant details to the assignment/grade.
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Review Academic Regulations for campus policies on grading, attendance, and other academic matters.
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Consider reaching out to resources to help in determining next steps, such as the Academic Honesty & Grievances Office or the Ombuds office.
Contact your instructor
Contact your instructor via email within 10 business days of receiving the grade you’d like to discuss. When writing to your instructor about your concern, you should be professional and polite, and use basic email etiquette. You may feel intimidated or nervous to reach out to your instructor about a grade you’re confused or frustrated by, but it’s important to be direct with your concern and to request an opportunity to talk about the situation.
In your message, consider including: the assignment grade you are concerned about, a request for an explanation of how the grade was calculated, and a request for a time to meet to discuss the situation. Do not ask for extra credit or an opportunity to increase your grade outside of the assignment or grade in question—your focus should be on understanding why you received the grade, and in some circumstances, coming to an agreement to remedy the situation.
Once you contact your instructor, remember to be patient! Your instructor may not respond immediately. If you haven’t heard from them in two or three business days, you can consider reaching out again to check in. The Academic Grievance policy allows for 5 business days for your instructor to respond, so make sure you give them the 5 days before moving on in the process.
Contact the Department Head or Chair
If your instructor does not respond to your message within 5 business days, or after talking to your instructor, you are unable come to an agreement about the situation, you should reach out to the department head or chair of the course for additional assistance.
Each major or program has contact information on their website. Use the Explore our Programs page to find the correct website and look for the people or faculty directory. If you need assistance in determining who to contact, please reach out to your Academic Dean or @email for assistance.
Tips for Good Communication when Resolving Conflict
Disagreements and misunderstandings are bound to happen sometimes, but that doesn’t mean they are always simple to navigate!
Check out the Ombuds Office’s excellent collection of resources for communicating and resolving conflict.
Looking for additional assistance in having a conversation with your instructor or department head? Contact the Ombuds Office.