Guidelines for the processing of appeals at VID Specialized University

Under Section 5-3(1) of the Universities and University Colleges Act, students have a right to receive an explanation of the reasoning on which their grade is based. Examiners must be available to provide guidance for candidates after a grade has been awarded.

A request for a reasoned explanation must be made immediately on receiving the grade for an oral examination or an assessment of practical skills. For any other type of assessment, a request for a reasoned explanation of a grade must be submitted no later than one week after the candidate was made aware of the grade, yet no more than three weeks after the grade was announced. VID’s website will provide details of the procedure for requesting a reasoned explanation.

1.1 Processing requests for a reasoned explanation

The examiner’s reasoned explanation shall normally be provided within two weeks of the student’s request.

The reasoned explanation shall describe the general principles on which grades are awarded and how the student’s performance has been assessed. The examiner is at liberty to choose whether to provide the explanation in writing or orally.

Students have a right to lodge an appeal against the grade they have been awarded, cf. Section 5-3 (4) of the Universities and University Colleges Act. Appeals must be lodged no later than three weeks after the announcement of an examination result. If the student has requested a reasoned explanation of the grade (see section 1 above) or appealed on the grounds of procedural errors (see section 3 below), the appeals window will open when the reasoned explanation has been provided or the appeal on the grounds of procedural errors has been decided.

Grading of oral performances and assessments of practical skills and the like, which by their nature do not lend themselves to review, cannot be made the subject of an appeal.

Appeals relating to grades awarded must be processed within 5 ‒ 8 weeks. Any grade resulting from a reassessment will be final and cannot be made the subject of further appeal, even if the appeals process should result in a poorer grade, cf. Sections 3-9 (5) and 5-3 (7) of the Universities and University Colleges Act.

2.1 Processing appeals relating to grades awarded

Requests for a grade to be reviewed must be lodged in writing to VID before the deadline expires. There is no need to set out the grounds on which the appeal is made. In the case of group examinations, there is an individual right of appeal and any change of grade resulting from an appeal will only apply to the appellant.

If an appeal requests a grade to be reviewed, the exam script must be reassessed by a new Examining Board involving at least two examiners of whom at least one must be external. When reassessing an exam script, the examiners must not be made aware of the original grade awarded, the original examiners’ reasons for awarding the grade, or the student’s reasons for lodging an appeal.

If the grade assigned after reassessment varies by two or more levels from that which was originally awarded, further reassessment must be undertaken before the final grade is assigned, cf. Section 5-3 (6) of Universities and University Colleges Act. There is a formal procedure in place that stipulates how such further reassessment should be undertaken at VID Specialized University.

If a student is of the opinion that a procedural error has been made in connection with a test or exam, and if it is assumed that this error will have affected the student’s performance or the grade awarded, the student is entitled to appeal on the grounds of procedural errors under Section 5-2 of the Universities and University Colleges Act. The appeal must be lodged no later than three weeks after the student has or should have become aware of the circumstances on which the appeal is based.

If the student has requested a reasoned explanation of a grade (see section 1 above) or a review of the grade awarded (see section 2 above), the appeals window will open on the date on which the reasoned explanation was provided or the grade finalised.

3.1 Processing by the Division for Academic and Student Affairs and the faculty/centre

Appeals made on the grounds of procedural errors during an examination or assessment of practical training, should be directed to VID. The appeal must be lodged in writing and must be signed.

The appeal will first be processed by the faculty/centre in collaboration with the Division for Academic and Student Affairs. The Division for Academic and Student Affairs provides procedural assistance and quality assurance. If VID upholds the appeal, then the exam result will be annulled. If the error can be rectified by reassessing the exam script, then the script will be marked again. If this is not possible, then a new examination must be held. The student shall receive information in writing about the new decision.

If the institution finds that procedural errors have been made, and if it is reasonable to assume that this may have affected other candidates than those who have appealed against procedural errors, it may be decided that exam scripts should be re-marked or that candidates should resit the examination or test. Candidates who have not lodged an appeal on the grounds of procedural errors and who have been impacted by the institution’s decision, can appeal this decision to the Student Affairs Committee.

If the appeal is rejected, the matter must be submitted to VID’s Student Affairs Committee for a final decision. The faculty will forward the appeal accompanied by their own remarks and case documents. The student must receive advance notice that the appeal has been rejected as well as copies of all accompanying case documents that have been sent to the Student Affairs Committee. The student must also be informed of their opportunity to present new information pertaining to the matter, their right to legal assistance from a lawyer or other officer, and their entitlement to meet with the committee.

3.2 Processing by the Student Affairs Committee

VID’s Student Affairs Committee must process the appeal without undue delay once the case file has been received from the faculty. The committee cannot overturn the grade awarded to any individual other than the person who appealed on the grounds of procedural errors, nor can they make decisions regarding the remarking of other students’ exam scripts or their re-sitting of examinations or tests. If the appeals body should find that the institution’s assessment of the matter is inadequate, then the appeals body can return the matter to the institution for reconsideration.

The Student Affairs Committee can request that the student attend a meeting if this is necessary to shed satisfactory light on all aspects of the matter.

The decision is final.

Under Section 5-1 of the Universities and University Colleges Act, students have the right to challenge individual decisions. Examples include:

• appeals concerning withdrawal of the right to study
• appeals concerning withdrawal of the right to take an examination
• appeals that concern approvals or exemptions
• appeals that concern adaptations
• appeals relating to leave of absence
• appeals relating to NOM admissions
• appeals relating to local admission decisions, assessments of prior learning and work experience, applications for exemption, and special admission requirements
• appeals relating to rejected admission applications, decisions about involuntary termination due to delay or insufficient progress, and appeals relating to rejected applications for approval of mandatory training components for VID’s PhD programme

4.1 Processing by VID Specialized University

Appeals against individual decisions must be set out in writing and signed before being lodged with the body that has made the decision. The appeal will first be processed by the body of first instance. If this body upholds the appeal, the decision will be overturned, and the student will receive a written response with information about the new decision.

If the appeal is rejected, the matter will be submitted to the Student Affairs Committee, accompanied by VID’s remarks and all case documents. The faculty will forward the appeal accompanied by their own remarks and case documents. The student shall receive advance notice that the appeal has not been upheld and must receive copies of all case documents submitted to the Student Affairs Committee. The student must also be informed about their opportunity to present new information pertaining to the matter, their right to legal assistance from a lawyer or other officer, and their entitlement to meet with the committee.

4.2 Processing by VID’s Student Affairs Committee

The appeal shall be processed by VID’s Student Affairs Committee subsequent to being processed by the body of first instance. The Student Affairs Committee can request that the student attend a meeting if this is necessary to shed satisfactory light on the matter.

The committee’s decision is final in any case of appeal.

4.3 Processing appeals relating to decisions made by the Norwegian Universities and Colleges Admission Service (NUCAS)

Appeals against NUCAS admission decisions must be directed to the Division of Academic and Student Affairs, who will process the appeal.

If an appeal against a NUCAS admission decision is rejected, the appellant can request a review of the rejection by the national appeals body for admissions.

VID’s Student Affairs Committee is the body of first instance in relation to decisions relating to:

• annulment of exams and exclusion from VID due to cheating or attempts at cheating
• annulment of exams or tests, or rescinding the approval of a course of education, due to presentation of false certificates of education or other forms of fraudulent conduct
• confiscation of false documents, false certificates of education, or documents issued by fake institutions, and quarantine
• forced termination of postgraduate studies due to academic deceit,
• decisions about non-suitability
• exclusion from practical and clinical training due to comments made in a police certificate
• expulsion or exclusion due to the wearing of clothes that cover the face in part or in full
• expulsion or exclusion due to disruptive behaviour

Students can request that a special national appeals body review any decision the committee makes in the first instance. The appeal should be directed to the Secretary of the Student Affairs Committee, who will forward the case documents to the national appeals body.

For further details, refer to the appropriate guidelines:

• Guidelines for dealing with cheating or attempted cheating at VID Specialized University - vid.no
• Guidelines for dealing with academic suitability issues at VID Specialized University
• Guidelines for dealing with police certificate issues at VID Specialized University
• Regulations relating to the Degree of Philosophiae Doctor (PhD) at VID Specialized University