Purpose
The Student Grievance Policy provides a fair and transparent process for resolving student complaints related to academic decisions, policies, procedures, or treatment by College personnel.
Scope
This policy applies to complaints involving:
- Academic decisions (e.g., grades, academic standing, dismissal);
- Application of academic policies and procedures;
- Treatment by faculty, staff, or administrators;
- Services provided by the College.
Exclusions: Complaints related to discrimination, harassment, Title IX violations, or FERPA concerns are addressed through separate policies.
Informal Resolution (Step 1)
Students are encouraged to resolve grievances informally before filing a formal complaint:
- Direct Communication: Speak directly with the individual involved (e.g., instructor, staff member) to discuss the concern;
- Departmental Resolution: If unresolved, contact the department chair or supervisor;
- Timeline: Informal resolution should be attempted within 10 business days of the incident.
Formal Grievance Process (Step 2)
If informal resolution is unsuccessful or inappropriate, students may file a formal grievance:
Filing a Grievance
- Submission: Submit a written grievance to the Office of Student Affairs within 30 days of the incident or decision;
- Required Information:
- Student's name, ID number, and contact information;
- Detailed description of the grievance;
- Names of individuals involved;
- Dates and locations of relevant events;
- Steps taken for informal resolution;
- Desired resolution or remedy;
- Supporting documentation (if applicable).
- Receipt Acknowledgment: The Office of Student Affairs will acknowledge receipt of the grievance within 5 business days.
Investigation
- Assignment: The grievance is assigned to an impartial investigator (typically a dean or senior administrator);
- Process: The investigator reviews documentation, interviews relevant parties, and gathers evidence;
- Timeline: Investigation typically completed within 20 business days;
- Confidentiality: All parties are expected to maintain confidentiality throughout the process.
Decision
- Written Determination: The investigator issues a written decision outlining findings and any remedial actions;
- Notification: The student receives the decision in writing;
- Implementation: If the grievance is upheld, the College will implement appropriate remedies.
Appeal Process (Step 3)
If the student is dissatisfied with the decision, they may appeal to the Provost (for academic grievances) or Vice President for Student Affairs (for non-academic grievances):
Appeal Requirements
- Deadline: Appeals must be submitted within 10 business days of receiving the grievance decision;
- Grounds for Appeal:
- Procedural error that materially affected the outcome;
- New evidence not available during the initial investigation;
- Inappropriate sanction or remedy.
- Submission: Submit a written appeal including the original grievance, the decision, and rationale for the appeal.
Appeal Review
- The Provost or VP reviews the appeal, original grievance, and investigation findings;
- The reviewer may request additional information or interviews;
- A final decision is issued within 15 business days;
- Final Decision: The appeal decision is final and not subject to further College review.
External Complaint Options
Students who have exhausted the College's grievance process may file complaints with external agencies:
State Authorization Agency
State Higher Education Coordinating Board
Website: [State Agency Website]
Phone: [State Agency Phone]
Accrediting Agency
Higher Learning Commission (HLC)
Website: hlcommission.org
Phone: (312) 263-0456
Note: Accrediting agencies review complaints related to institutional compliance with accreditation standards, not individual student disputes.
U.S. Department of Education
For complaints related to federal student aid programs:
Website: studentaid.gov/feedback-center
Retaliation Prohibited
The College prohibits retaliation against any student who files a grievance or participates in a grievance process. Retaliation is a serious policy violation and will result in disciplinary action.
Records Retention
Grievance records are maintained confidentially by the Office of Student Affairs for 7 years following resolution.
Contact Information
Office of Student Affairs
Email: studentaffairs@freedomcollege.edu
Phone: (555) 123-4567
Office Hours: Monday-Friday, 9:00 AM - 5:00 PM
Grievance Flowchart
| Step | Action | Timeline |
|---|---|---|
| 1 | Informal Resolution | 10 business days |
| 2 | File Formal Grievance | Within 30 days of incident |
| 3 | Investigation | 20 business days |
| 4 | Decision Issued | Upon completion of investigation |
| 5 | Appeal (if desired) | Within 10 business days of decision |
| 6 | Appeal Decision (Final) | 15 business days |