A Complaint Letter About Exam Results is a formal document used when a student wishes to challenge their examination results within South African educational institutions. This document type is particularly relevant when there are concerns about marking accuracy, procedural irregularities, or technical issues affecting examination performance. It must comply with South African educational legislation, including the Promotion of Administrative Justice Act and institutional policies governing academic appeals. The letter should be submitted within the specified timeframe after results publication and must include sufficient detail about the grounds for complaint, supporting evidence, and the specific remedy sought. This document is crucial for initiating the formal review process and maintaining a paper trail of the appeal procedure.
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1. Sender's Details: Full name, student number, contact information, and relevant course/program details
2. Recipient's Details: Name and title of the appropriate authority, department, and institution
3. Subject Line: Clear identification of the purpose: 'Formal Complaint Regarding Examination Results for [Course Code/Name]'
4. Date: Date of writing the complaint letter
5. Introduction: Brief statement identifying yourself and the specific examination results being disputed
6. Background Information: Relevant details about the course, examination date, and current result received
7. Specific Concerns: Detailed explanation of why you believe the results require review, with specific points of concern
8. Supporting Evidence: Reference to any evidence that supports your complaint
9. Request for Action: Clear statement of what you are requesting (e.g., remark, review, explanation)
10. Closing: Professional closing with timeline for expected response and your signature
1. Previous Communications: Include if there have been prior attempts to resolve the issue or relevant communications
2. Technical Issues: Include if there were any technical problems during the exam that may have affected performance
3. Medical Circumstances: Include if there were any medical issues that affected performance and weren't previously reported
4. Witness Statements: Include if there are other students or staff members who can corroborate specific claims
5. Policy References: Include specific references to institution policies or regulations that support your case
1. Appendix A - Examination Results: Copy of the official examination results being disputed
2. Appendix B - Course Work History: Record of previous assignments and grades showing academic standing
3. Appendix C - Supporting Documentation: Any relevant medical certificates, technical error reports, or other evidence
4. Appendix D - Previous Correspondence: Copies of any previous emails or communications regarding the issue
5. Appendix E - Relevant Policies: Copies of institutional policies or regulations referenced in the complaint
Relevant legal definitions
Assessment
Course Code
Examination
Examination Period
Final Mark
Grade Appeal
Institution
Module
Marking Rubric
Moderation
Official Transcript
Assessment Criteria
Remarking
Review Process
Student Number
Academic Year
Continuous Assessment
External Examiner
Internal Moderator
Academic Registry
Appeals Committee
Supporting Documentation
Administrative Action
Academic Record
Course Code
Examination
Examination Period
Final Mark
Grade Appeal
Institution
Module
Marking Rubric
Moderation
Official Transcript
Assessment Criteria
Remarking
Review Process
Student Number
Academic Year
Continuous Assessment
External Examiner
Internal Moderator
Academic Registry
Appeals Committee
Supporting Documentation
Administrative Action
Academic Record
Clauses
Identification
Reference Details
Subject Matter
Background Information
Grounds for Complaint
Evidence Reference
Previous Communication
Request for Action
Timeline Expectations
Supporting Documentation
Declaration of Truth
Professional Conduct
Confidentiality
Administrative Process
Academic Record Reference
Prior Performance
Procedural Irregularity
Technical Issues
Medical Circumstances
Contact Information
Response Request
Legal Rights Reservation
Reference Details
Subject Matter
Background Information
Grounds for Complaint
Evidence Reference
Previous Communication
Request for Action
Timeline Expectations
Supporting Documentation
Declaration of Truth
Professional Conduct
Confidentiality
Administrative Process
Academic Record Reference
Prior Performance
Procedural Irregularity
Technical Issues
Medical Circumstances
Contact Information
Response Request
Legal Rights Reservation
Relevant Industries
Education
Higher Education
Secondary Education
Professional Certification
Vocational Training
Distance Learning
Academic Assessment
Relevant Teams
Academic Administration
Student Services
Quality Assurance
Examinations Office
Faculty Administration
Appeals and Grievances
Academic Registry
Student Records
Assessment and Evaluation
Compliance and Legal
Relevant Roles
Academic Dean
Examinations Officer
Course Administrator
Student Affairs Manager
Quality Assurance Officer
Academic Appeals Coordinator
Department Head
Faculty Administrator
Educational Assessment Specialist
Student Services Director
Compliance Officer
Academic Registrar
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