Student Complaint Policy and Procedure

St. Clair County Community College
Policy and Procedure

Name: Student Complaint Policy and Due Process Procedure
Original Date: 8/29/2016
Revised Date: 8/1/2026
Initiator/Author: Associate Dean, Chief Academic Officer

Downloadable PDF

Section I: Student Complaint Policy

St. Clair County Community College endeavors to resolve student grievances, complaints, and concerns in an expeditious, fair, and amicable manner. It is the responsibility of the Chief Academic Officer and Associate Dean to ensure that this procedure is followed and updated as needed.

The following guidelines have been established to provide students at the college with a process for resolving concerns related to academic and/or support services. When a concern arises that is covered by College Policy, including sexual harassment, sex discrimination and/or other categories of sexual misconduct, the issue should be referred to the Executive Director of HR and Compliance, Title IX Coordinator. All others will be handled as detailed below:

Students are to follow the process pertaining to the specific type of grievances or concern they have (Academic concerns, Grades, Student Services, Disciplinary Actions, Other student concerns, Title IX/Discrimination concerns). Students are to meet or speak over the phone with each designated representative at minimum, as they progress through the process, and must allow each designated representative an appropriate amount of time to attempt to resolve the issue. Initial communication may be initiated via email. It is also the expectation that the student will cooperate fully with the designated representative in attempting to come to resolution, including completing reasonably requested actions of the designated representative. Reasonable requests may include, but are not limited to, providing documentation, meeting with the representative as much as needed, or reviewing provided documentation/resources provided.

If the student and designated starting representative are unable to resolve the grievance or concern, after the designated representative completed all efforts to resolve the grievance(s), and the student has completed all requested cooperative actions of the designated representative, the case may then progress up to the next designee.

The student and the next designee will, again, attempt to resolve the student’s grievance or concern, and repeat the same process above. If the student feels their grievances or

concerns are still not satisfied, after the next designated representative completed all attempts to resolve the issue and the student has completed all reasonable actions requested by the designated representative. Their case may progress to meeting with the Chief Academic Officer or Associate Dean dependent on the type of grievance.

Students who do not complete the reasonable requested actions of their designated representative, to show a cooperative and intentional effort to work towards resolution, may not be permitted to meet with the next designated representative. It is the expectation of the College that all involved individuals are professional and are respectful of all other involved individuals. If a student fails to conduct themselves in a manner that is respectful to all involved faculty, staff, and other students, the Student Complaint or Due Process Procedures will be terminated. Please refer to the “Non-compliance” and “Appropriate Conduct” sections of the SC4 Student Code of Conduct Policy.

If an issue cannot be resolved within the College structure, students may file a complaint with a state regulatory agency or the college’s accrediting agency.

St. Clair County Community College is accredited by The Higher Learning Commission. Students shall be provided with instructions on how to file a complaint with the commission as needed. Students attending SC4 classes on a campus in Michigan or Michigan residents participating in SC4 distance-learning/online classes may file a complaint with the regulatory agency in Michigan. SC4 distance-learning/online students who are residing outside of the state of Michigan while taking SC4 classes may file a complaint with the regulatory agency in their state.

Resolution Process

Academic concerns including:

• Quality of Instruction
• Classroom Environment
• Other Matters Related to College Programs

Process:

Faculty Member > Department Chair > Chief Academic Officer

Grades

Process:

Faculty Member > Department Chair > Chief Academic Officer > *Formal Grade Appeal Process.

*It is the expectation that each portion of a grade complaint allows the student or responding faculty or staff five (5) college working days to respond.

Student Services and Support including:

• Quality and Availability of Services

Process:

Staff Member > Unit Administrator/Coordinator/Director > Chief Academic Officer

Disciplinary Actions Including Student Code of Conduct Violations

If Staff or Faculty Assigning sanctions from a Non-Academic Code of Conduct Violation

Process:

Assigning Staff/Faculty >Due Process Procedure (listed in Section II of this document)

If Faculty member assigning academic sanction, including but not limited to a failing grade:

Process:

Faculty > Department Chair > **Academic Integrity Committee. (See Code of Conduct Policy, Section V, Academic Dishonesty Policy.

Concerns about Students

Process:

Faculty/Staff member > Associate Dean > Chief Academic Officer

TITLE IX or Discrimination arising under the Americans with Disabilities Act

Process:

See the SC4 Title IX Policy.

*If the student’s grievance is regarding a final grade for an assignment or class, the student may escalate to a Formal Grade Appeal Process after meeting with the Chief Academic Officer, so long as their case meets the criteria for a formal grade appeal process.

**If the student’s grievance is regarding disciplinary action or student code of conduct charges and sanctions assigned, the student may escalate to a formal due process procedure, contained in Section II of this policy.

Section II: Due Process Procedure

Students assigned disciplinary action or charged with Code of Conduct violations may use the Due Process Procedure to have their violation charges and disciplinary sanctions reviewed. This process begins when students have exhausted the options for resolving their concern within the division or office of the college official rendering the discipline, following the initial student complaint/grievance process listed in Section I. The Due Process procedure can involve a review by the Associate Dean and/or a formal hearing.

Eligibility:

In order for a student to enact the Due Process Hearing procedure, the student must first exhaust all options for resolving the issue by following the Student Complaint Procedure (see Section I.) If the student is still unsatisfied with the outcomes of completing the student complaint procedure, the student is then eligible to enact the Due Process Hearing Procedure.

The student must submit the Due Process Request Form to enact the Due Process Hearing Procedure. The Student Dispute of Alleged Violation and/or Disciplinary Action form must be submitted to the Associate Dean within 5 college workdays of meeting with the final representative listed under the appropriate complaint process. For example, if a student meets with the Chief Academic Officer on a Monday, the student can submit the form through end of day Monday the next week (assuming the college is open all week.)

The form can be submitted in person or via email to the Associate Dean. If submitted on time, the Associate Dean will begin the following procedure:

Procedure:

The Associate Dean, along with the student, shall meet to discuss the following:

1. Ensure the student has completed the Student Complaint Procedure for attempting to resolve the student’s concerns/grievances. This requires written confirmation from all of the met designated representatives, confirming they’ve met with the student, attempted resolve with the student, in addition to confirming the student followed through on all reasonably requested actions for resolution. Confirmations are to be sent to the email address of the Associate Dean. All confirmations must be submitted in order for the Due Process Procedure to proceed.

2. The Associate Dean shall be responsible for explaining the procedure to the student and scheduling necessary meetings.

3. At the time the appeal is filed, the Associate Dean will review the time limitations for each step and outline time deadlines for the Due Process Hearing.

Understanding that the student may be appealing the disciplinary action assigned by the Associate Dean, if requested by the student and feasible, the Associate Dean will assign another college staff member to assist the student with the appeal process, and to run the Due Process Procedure. The decision of who else to assign as the stand-in facilitator is the decision of the Associate Dean solely. If another facilitator is requested, the College has within 10 college work days to schedule the due process hearing to accommodate the change in staff.

The time limitations for any step in the process may be modified and/or extended by mutual consent of the parties involved. College workdays are defined as Monday through Friday when the College is in session. The time deadlines for each step of the process shall be 4:30 p.m. on the last day in which to process the request.

The Judicial Board of the College will be convened within 5 college workdays following the request for the hearing when possible. If the student has requested a separate advisor, the College has 10 working days to schedule a hearing to accommodate the change in staff. The Board shall hear cases referred to it by the Associate Dean.

The Judicial Board of the College shall consist of:

• The Associate Dean as facilitator (non-voting)
• One Faculty member – If the complaint is related to discipline by a faculty member, the Associate Dean or Chief Academic Officer will designate a faculty member from a different division.
• One Staff Member – If the complaint is related to discipline by staff, the Associate Dean will designate a staff member from a different department.
• One additional College designee.

*Students will appeal to the President of the College instead of the Judicial Board in cases where they have been permanently dismissed/expelled from the College.

*In cases appealing assigned Academic Dishonesty sanctions, students will appeal to the Academic Integrity Committee instead of the Judicial Board. The Academic Integrity Committee review process is located in the Student Code of Conduct Policy, Section V, Academic Dishonesty Policy.

If a Judicial Board is convened, the following shall apply:

Procedure for the Judicial Board Hearing

The Associate Dean will convene the Judicial Board Committee, serve as the chairperson, review the written appeal and related material, describe the function and procedures of the Judicial Board Committee and preside over the hearing. The Judicial Board Committee will have the opportunity to review the written appeal documentation at the Hearing and then return said documentation to the Associate Dean upon completion of the review. The Associate Dean will also be responsible for keeping time of the student, faculty/staff member and/or witness(es) times to speak during the proceedings.

The hearing will be closed to all but the parties concerned; however, the Judicial Board (as well as the student and staff members involved) may request one individual to testify as to the specifics of the alleged violation/complaint. Such witnesses shall be limited to persons with actual knowledge of the specific incident under dispute. Also, the student and/or the staff member may request an additional person (legal counsel/attorney not allowed) to be present at the hearing for the purpose of advice and support. Such support person shall not participate in the proceedings but are available only for consultation with the party they are supporting.

Conduct of the Meeting

1. Meeting: Once convened, the Judicial Board shall consider the facts and circumstances of the violation(s) and discipline. Witnesses providing validation of the specifics of the appeal will only be present during their own period of testimony.

2. Student’s Case: The student shall present his/her case without interruption, including the presentation of factual evidence and the calling of persons providing validation of the specifics of the incident, violation and appeal. A maximum of 5 minutes shall be allowed for the initial presentation of facts.

3. Faculty/Staff Member’s Case: The faculty/staff member shall present his/her case without interruption, including the presentation of factual evidence and the calling of persons providing validation of the specifics of the incident, violation and appeal. A maximum of 5 minutes shall be allowed for the initial presentation of facts.

4. Student’s Witness Case: Student witness (optional) may present in support of the student for up to 5 minutes uninterrupted.

5. Faculty/Staff Member’s Witness Case: Faculty/Staff member witness (optional) may present in support of the faculty/staff member for up to 5 minutes uninterrupted.

6. Questioning: The questioning phase is to facilitate the understanding of the complaint, discipline, and appeal. After both parties have presented their case, the student has the right to question the faculty/staff member and/or his/her witnesses. Following this, the faculty/staff member shall have the right to question the student and/or his/her witnesses. Maximum of 5 minutes is allowed.

7. Judicial Board Questioning: Following this questioning period, members of the Judicial Board shall have the right to direct questions to either party or their witnesses or to request additional information. Maximum of 5 minutes is allowed.

Modifications to the hearing process may be requested by the Judicial Board and must be approved by the Associate Dean, who has the final decision to approve/deny modifications.

When testimony is completed, the members of the Judicial Board, excluding the Associate Dean, shall enter into deliberations which will be conducted in private and shall remain confidential.

• The Judicial Board shall consider only evidence presented during the hearing when making its decision or additional evidence requested by them.
• The Judicial Board shall then reach a decision on the merits of the student’s due process appeal of charges and discipline within five (5) College workdays of the conclusion of the hearing.
• The Judicial Board’s decision shall be to support or change the existing discipline and to support or refute the charges. The Judicial Board may provide any recommendation as needed to either the faculty/staff member and/or the student.
• The decision of the Judicial Board must be unanimous; failing a unanimous decision, no action shall be taken and the disciplinary action and charges stand. The votes on these decisions shall be by secret ballot.
• Judicial Board decisions are final; however, the President of the College may review cases and alter decisions.
• The Judicial Board shall provide the Associate Dean with a written decision concerning the changes and discipline. The Associate Dean shall provide a letter relating the Judicial Board’s decision to all parties concerned within five (5) College workdays of the conclusion of the hearing.

The decision of the Judicial Board shall be implemented within five (5) College days of the conclusion of the hearing.

When a student is banned from campus, notification to faculty/staff is noted in the student information system. Campus Patrol and the faculty currently teaching the student are notified immediately upon the final decision.

Please Note: Failure of the complainant to respond within the time guidelines noted above shall be deemed to be incontestable evidence that the alleged violation/complaint has been settled satisfactorily; lack of response within the time limits provided shall concede the alleged violation/complaint. Additionally, all involved individuals are expected to remain professional and respectful of all other involved individuals. If a student fails to conduct themselves in a manner that is respectful to all involved faculty, staff, and other students, the Student Complaint or Due Process Procedure will be terminated. Please refer to the “Non-compliance” and “Appropriate Conduct” sections of the SC4 Code of Conduct Policy.