Pine Technical College
Policy and Procedure

Policy Number: 303   Date: 12/23/98   Revision Date: 12/23/2000
Division/Department: Student Affairs   Author: Jay Hutchins Phil Schroeder
Subject: Student Complaints and Reporting

Authorities:

MnSCU board policy 3.8 Student Grievances
MnSCU board policy 3.2


Purpose:

To give each student at Pine Technical College clear understanding and due process in complaints and appeals that may affect his or her academic standing, participation in programs or activities, or access to any of the college services.

Policy:
Pine Technical College will respond to student complaints in a fair and equitable manner. Each complaint will be acted upon on a individual basis. Students will be afforded due process, and the college will inform the students of their right to appeal and the process by which the complaint is investigated. Confidentiality will be required during the investigation; however, it will not be guaranteed since some complaints may become public information at a later date.

Pine Technical College will report to law enforcement authorities violent crimes and any other illegal activities that may endanger the college community. (See Campus Security Plan for definitions.)

Pine Technical College will attempt to settle complaints in an informal manner with open discussion between the parties involved. In the event a complaint cannot be resolved informally, the following procedure will be implemented:

Procedure:

A. Complaint against another student

  1. Students may file a complaint orally or in writing. The complaint will be filed with the Dean of Student Affairs or designee. Persons in need of assistance in the process will be provided accommodations.
  2. If the complaint meets the guidelines of MnSCU policy 1B.1.1 relating to discrimination or harassment, the complaint will be referred to the campus sexual harassment and discrimination officer for investigation.
  3. Following the filing of a complaint against a student, the Dean of Student Affairs or designee shall conduct an investigation. If the accusation is unwarranted, the proceedings will be discontinued.
  4. If there is sufficient evidence to support the accusation, the accused student will be given the opportunity to resolve the violation at an informal meeting. Prior to the meeting, the accused will be given oral or written notice of the specific behavioral regulation s/he is accused of having violated and of the evidence available to support the accusation. During the meeting, there will be a review of the accusation and evidence with the student to allow the student to present a defense against the accusation. Within a reasonable time period following the meeting (5 working days maximum), the accused student will be informed in writing of the decision and any applicable sanction. The due process will follow the guidelines contained in the Pine Technical College Student Discipline policy.
  5. A student who is subject to a sanction of expulsion or suspension of more than nine (9) working days may agree to the sanction or may request a formal hearing prior to implementation of the sanction. Other sanctions may be accepted or may be appealed through the formal grievance process.
  6. The due process of a formal hearing will occur and conclude within thirty (30) calendar days of the date when it was determined that the informal process was not successful. The meeting will be closed to protect the confidentiality of those involved.
  7. The college Judicial Committee will be the formal hearing committee. This committee will consist of two (2) faculty, two (2) staff, and two (2) students. Four (4) members will be considered a quorum.
  8. The decision of the committee will be final.

B. Complaint against a faculty or staff member at Pine Technical College

  1. The process will begin when the student has attempted resolution with the individual or department and the division chair/manager. Documentation of resolution attempts must be attached to the formal complaint. (Note: Does not apply to Discrimination or Sexual Harassment complaint.)
  2. The student may file a complaint orally with the Dean of Student Affairs, who will document the complaint on a complaint form, or the student may submit a completed complaint form to the Dean of Student Affairs or his designee. Persons in need of assistance in the process will be provided accommodations. The Dean of Student Affairs will complete a preliminary investigation to determine if the complaint warrants a formal investigation or if the complaint can be settled in an informal manner.
  3. The individual or department against whom the complaint is filed will be notified of the allegation and attempts to satisfy the complainant will be made prior to beginning the formal investigation.
  4. If the complaint meets the guidelines of MnSCU Policy 1B.1.1 relating to discrimination or harassment, the complaint will be referred to the Pine Technical College Human Resource Manager or Sexual Harassment Officer for investigation.
  5. Upon completion of a formal investigation, the decision maker for the administrative division will, if appropriate, impose the proper sanction according to collective bargaining agreements and the severity of the allegation.
  6. The complainant will be notified when the decision maker has closed the complaint.
  7. If the complainant is not satisfied with the process, the complainant may appeal within ten (10) working days of the decision maker=s notification of closure. The complainant may appeal the decision in writing to the President of Pine Technical College.
  8. The decision of the President is final.

Responsibilities:

Pine Technical College is responsible for insuring that students rights are adhered to and that all parties receive due process. The college is also responsible to the college community, including employees and students, for insuring that the campus is a safe place to work and learn. Retaliation on the part of anyone involved in the complaint process will be considered a serious offense and will be dealt with in a swift corrective manner.
Pine Technical College will take precautions to ensure the confidentiality of the entire complaint process. However, all parties must be aware that at some point in the process information may become public.


Reviewed by Executive Cabinet: 02/08/99
Reviewed by Faculty Senate: N/A
Reviewed by:
Approved: 02/08/99