Student Grievances and Appeals Procedure

(Not applicable to course grade review)

In accordance with college policy, the following procedures will be used:

Definitions:

A "grievance" is defined for the application of this policy to be a complaint alleging that a student's rights have been abridged through any of the allegations listed in Policy 5.40. A "grievant" must be a student of the college and is the person making the complaint, except in the case of a prospective or former student grieving admission, re-admission or suspension decisions. "Other party" is the college person(s) or condition against whom the complaint is filed. "Person directly involved" means the grievant(s), the other party, and those who make the decision regarding the grievance. "The committee" refers in this section to the Student Grievance and Appeal Committee. "Business days" shall exclude Saturdays, Sundays and holidays approved by the Board of Trustees.

Grievance Process (Informal):

1. Where possible, it is expected that a grievant's first attempt is to resolve his/her complaint informally through direct conversation with the other party.
2. If the grievant cannot obtain satisfactory results from such a conference, he/she should then discuss the complaint with the appropriate supervisor. The supervisor is expected to investigate the complaint(s) and try to achieve a resolution.
3. If the grievant is dissatisfied with these results, he/she may then discuss the complaint with the appropriate vice president. The vice president's decision is final for the informal process. If the grievant is dissatisfied with the outcome, he/she may then proceed to the formal grievance process.

Grievance Process (Formal):

1. If satisfactory resolution cannot be reached through the informal grievance process, and if the grievant wishes to pursue a formal complaint, the grievant should write a letter (petition of grievance) to the supervisor of the college employee charged in the grievance. This letter should be as detailed as possible in explaining the reason(s) for the grievance.
2. The supervisor shall review the case, consulting with the persons directly involved, and shall respond to the grievant in writing within 10 business days of receipt of the letter.
3. If the grievant is not satisfied with the outcome of Step 2, he/she may request a hearing before the Student Grievance and Appeal Committee. Such request must be submitted in writing to the vice president who supervises the organizational unit of the employee who is charged in the grievance. The request must be submitted within 10 business days of receipt of the supervisor's response in Step 2. The vice president shall then notify the Student Grievance and Appeal Committee chairperson of the request for a hearing, and the chairperson shall then convene the committee as soon as possible, but with due consideration for making the time as convenient as possible for the parties involved. The committee shall review the case and issue a recommendation to the vice president, who may accept or reject it and implement an alternative course of action. The student will be notified of the committee’s recommendation and the vice president’s decision.
4. A student may appeal the vice president's decision to the college president within 10 business days of receiving notice of the committee's decision.
5. The president's decision shall be final in the grievance and appeal process.

Student Grievance and Appeal Committee Structure:

The Student Grievance and Appeal Committee shall be drawn from a pool constituted by the Governance Council and appointed annually by the president. Prospective student members shall be recommended by the Student Senate, instructional faculty members by the Faculty Senate, and administrators by the vice president of Student Services. For any given hearing, members of the committee shall be drawn from the pool so as to achieve the following representation:

• three students
• three full-time instructional faculty members; and
• three administrators.

None of the voting committee members shall be part of the chain of command involved in the grievance/appeal. The vice president of Student Services shall serve as the non-voting chair/facilitator of the committee.

Due Process Rights:

Lincoln Land Community College believes completely in ensuring the due process rights of students in addressing complaints about college actions and decisions. Due process guidelines are as follows:

1. All complaints should be resolved as quickly as feasible, while ensuring due deliberation.
2. All conferences or hearings conducted as a part of the process should be held at a time and place that affords all involved a fair and equitable opportunity for representation.
3. All relevant records and pertinent information is made available to all parties, with due regard for legal constraints on disclosure of personal records of parties not directly involved in the case. Any request for records and information must allow time for processing.
4. All proceedings will be held confidential.
5. A complaint may be withdrawn at any time by the grievant.
6. No reprisals shall be taken by trustees, administrators, faculty, or staff against any student bringing a complaint or participating in a grievance.
7. Participants in a conference or hearing shall be limited to involved parties.
8. The student shall have the opportunity to present witnesses who are knowledgeable of the situation in question. The Student Grievance and Appeal Committee shall determine the appropriateness of the witness.

The student has the right to have a personal advisor present during the hearing. The student may confer with the advisor; however, the advisor shall not be permitted to speak or ask questions during the hearing.