MEETING WITH THE PROF TO DISCUSS A GRADE

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Recap from last week: You’ve made an appointment with the instructor to discuss an unsatisfactory grade on a paper or exam.

Preparing for The Meeting. Following on from last week, you have

  • Dealt with feelings of anger, frustration and fear and moved to a solution-focused mindset
  • Reviewed the syllabus and rubrics
  • Analyzed your work to identify where you missed marks
  • Noted where you were unclear about where you fell short
  • Made your appointment
  • Drawn up an agenda.

The Agenda

The agenda keeps you focussed. Sharing it with the prof at the beginning of the meeting gives them an idea of how many topics need to be covered in the time allotted. It also signals that your purpose is to improve your work and your future grades, not to argue about how the current paper was graded.

It might look like this:

MidTerm March 2022

  • Purpose–Improve performance next exam. Clarify understanding of errors. 
  • Questions I understand now, and am checking
  • Questions I am unclear about how I could improve
  • Further suggestions for improving:
    • [leave blank for prof’s suggestions]
    • [leave blank for prof’s suggestions]

Mindset Before The Meeting

Start with the assumption that your prof is on your side–most instructors want their students to succeed.

Regardless of the interpersonal dynamics between you and the prof, a demeanour of respectful professionalism will go further in the long run than confrontation or tearful supplication.

I cannot emphasize strongly enough that going in with the purpose of arguing for a better grade is almost never successful. It puts the professor on the defensive, is irritating, may be perceived as arrogant, and is just not a good idea.

If in discussion on one of the questions it becomes apparent to the instructor that you actually made some gradeworthy points, then on the next paper you will be read with more of a positive halo effect.

The only time asking for a grade improvement is likely to be fruitful is a case where there was clearly an adding error in tallying up your score.

You want to understand this instructor’s expectations for the next exam or paper in this course, and how you can meet them.

The Meeting

The rules for the meeting are pretty straightforward:

  1. Have a copy of your paper or exam (if possible) and your agenda. Also pen and paper or app for taking notes.
  2. Be on time. If this is a web meeting, make sure all your equipment is functioning.
  3. Open with thanking them for the meeting. Just a simple “Thank you for meeting with me, Dr. Smith” will suffice.
  4. Wait to sit down until you are invited, if this is an in-person meeting.
  5. They usually open with a question or statement about why you are there.
  6. That’s where you state your purpose–which is doing better on the next quiz or paper.
  7. You then state your agenda, or pass over a copy: “These are the things I’m hoping you can direct me on today.” And tick those three last items from the agenda off on your fingers.
  8. Go through the agenda, making notes as you go.
  9. Thank the instructor for the meeting.

That day after the meeting, send a brief thank-you email stating that you have made notes and have a sense of direction for moving forward. If there is a particular point you found useful, mention it briefly.

What If . . .

. . . you didn’t get through the agenda as time ran out: At the end of the meeting, express appreciation for what was covered, and ask for another meeting to cover “the last few points.”

. . . the manner of the instructor is not helpful or respectful: This is rare, but it happens. You are a professional. Make notes on their comments. Ask if there is a better time to meet. Use open questions: “What is the most useful undertaking I could do to improve my grade in the course/on the next assignment/?” Send the thank you email, confirming suggestions made. If you feel this is a case of discrimination on protected grounds, check with your peers and contact your academic advisor, keeping your long-term goal in mind.

Before the Next Exam or Paper Is Handed In

In addition to attending to the rubric and the syllabus, make a checklist of points from your meeting with the prof.

For quizzes or exams, in addition to the usual prep I have discussed in other blogs, draft exam questions based on points from the meeting, where possible. Pay special attention to hints and outright alerts during lectures about what the exam will cover.

In the case of papers, prepare an outline and list of sources you have consulted (journals, texts, etc.). Ask for a meeting to discuss your approach.

Onward

These pointers are a guideline for you to follow or adapt to your particular style and situation.This approach is designed to enlist instructors’ help toward your long-term goal: gaining the course, gaining the year, gaining the diploma.

For some of your instructors, it can be the beginning of long-term academic mentorship into your field and eventual colleague relationships.

Throughout, endorse yourself for taking the long view, and for maintaining professional conduct. 

Let me know your experience here, or we can schedule to discuss your upcoming meetings: [email protected]

The information in this blog cannot take the place of support from your own mental health professional or community health resources. Reach out to them. And IF YOU ARE IN CRISIS PLEASE DIAL 911.