Student Grievance Process
A formal complaint may be filed any time by students who believe that a personal right has been violated. Grievances may arise over sexual harassment or alleged discrimination on the basis of race, religion, status, sex, age, national origin or handicap. However, all students and faculty members, administrators, or staff members have an obligation to make every effort to resolve problems fairly and informally so that they do not become sources of grievances to be pursued formally through the grievance procedure.
If a suitable solution cannot be reached informally through independent means, which may include consultation with staff members in Student Services or with the College’s Affirmative Action Officer, a formal grievance may be initiated by students who wish to appeal a decision by the Dean of Student Services in cases arising from violations of the Student Code of Conduct.
It is expected that formal complaints will begin with Step I as outlined below. However, because of the private and sensitive nature of sexual harassment and possibly certain other incidents, aggrieved students may choose a third-party mediator to help resolve such a complaint on an informal basis. Such mediation activities shall continue for a period of no more than 30 class days or until resolution is achieved. Should such resolution efforts fail, students may initiate the formal grievance procedure outlined in Step II below (or in the case of disputes among students, the complaint may be referred to the Dean of Student Services).
Step I
Any and all complaints must be presented formally within ten (10) business days of students becoming aware of the alleged grievance and within one year of its occurrence. In cases where this is the first formal step in an alleged sexual harassment or other private and sensitive grievance, students should move to Step II. Students opting to exercise the formal grievance procedure should so notify the concerned staff, faculty member, or administrator, present a written summary of the complaint to the individual, and set up a time to meet and discuss the problem. At this meeting, students may be accompanied by a third party. Faculty and staff members are also entitled to a third party in accordance with established policy. Prior to this presentation, the third-party shall have an opportunity to discuss the complaint independently with other parties directly affected by or involved in the situation.
In the oral presentation of the complaint, all parties shall make a good faith effort to resolve the matter. The faculty, staff member, or administrator shall then give a formal written response to the complaint within three academic class days and make a copy available to the student from the Dean of Student Services.
Step II
If aggrieved students believe a further review of the complaint is warranted, they shall, within five academic class days of receiving the above decision, notify the appropriate parties that they wish to pursue the issue. In cases where this is the first formal step in an alleged sexual harassment or other private and sensitive grievance, aggrieved students should notify the concerned faculty, staff member, or administrator in writing, within ten (10) business days of the failure of informal resolution with a summary of the complaint. Proper notification depends on the College employee involved.
- For a faculty member: notify that faculty member, the Division Dean, and the Vice President for Academic Affairs.
- For a staff member: notify that staff member, the staff member’s supervisor, and the appropriate Vice President.
- For a senior administrator: notify that person and the College President.
Students and third-parties shall meet with the faculty, staff member, or administrator and the above notified parties to discuss the grievance within ten business days of this notification. The Dean, administrative officer, or immediate supervisor (whichever is applicable from above) shall render a decision and advise the parties in writing of a decision. If the decision involves a finding of fault, the decision will also include a statement of the sanction to be imposed. Failure of the faculty, staff member, or administrator to meet the deadline dates established within any of the steps of the grievance procedures moves the process to Step III. Failure of students to meet time specifications acknowledges students’ acceptance of the decision of the previous step. Students then forfeit the right to pursue the grievance further.
Step III
If the written decision is not satisfactory to the parties involved, a formal hearing will be held as designated by the President. The party requesting the review shall provide a written summary of the specific facts of the complaint, the position of the parties involved, and the decisions that have been recommended. The President can conduct a hearing personally or before a committee selected by the President which shall conduct the hearing and make recommendations to the President. In any case, the President shall render the decision in writing to the parties involved within ten working days from receipt of the written complaint. The formal hearing will be conducted in closed session, and the parties involved may be represented by legal counsel. Transcripts of the proceedings will be maintained by the College for one year with copies made available to the complainant. Any Appeal of the President’s decision(s) must be directed to the Trustees of Western Piedmont Community College.
Step IV:
If students are not satisfied with the final decision of the President, or within a reasonable length of time fails to obtain a final decision, students may appeal, within thirty (30) days of receipt of the College’s decision, to the Board of Trustees. The request must be submitted in writing through the President. If students so desire, they may ask the College for help in submitting the appeal. The President will submit the appeal, along with pertinent documents, to the Trustees for consideration. The Trustees shall investigate the disciplinary action or alleged discrimination and make their decision within a reasonable amount of time based upon procedures contained in their Bylaws.