It is the policy of Clover Park Technical College to provide students with an opportunity to resolve any alleged violation of college academic policy, procedure, or regulation, or to resolve any alleged case of inequitable treatment. The college encourages informal resolution of disputes whenever possible, and also maintains fair and equitable procedures for formally expressing and resolving concerns. Student rights are protected in the concern process, and the college must ensure that a student will not suffer repercussions because he or she chooses to file a concern.
The process described below is not to be used for filing an appeal based on the outcome of a summary or disciplinary proceeding, financial appeal, or discrimination/sexual harassment complaint as described in other areas of the College Catalog or Student Handbook.
Federal and state laws, rules, and regulations, in addition to policies, regulations, and procedures adopted by the State Board for Community and Technical Colleges, shall not be grievable matters. Students shall use Chapter WAC 495C-300 and 495C-310 for grievances pertaining to sexual discrimination or equal opportunity discrimination based upon disability.
The following are guidelines for determining who can assist a student with a concern regarding:
Academic/Instructional: Division Dean/Department Chair/Student Learning
Accommodations: Student Success
Disciplinary/Student Code of Conduct: Student Success
Discrimination/Sexual Harassment: Human Resources
Facilities/Bookstore: Business Office
Financial Aid: Financial Aid Office
Financial (College): Business Office
Academic Appeal must be made within fifteen (15) instructional days following the issuance of the grade or decision.
Step 1: Before a student can file a written concern or appeal, he or she should try to resolve the problem informally. The college expects the student to address his/her concern by first meeting with the college employee(s) whose actions resulted in the concern, discussing the issue, and documenting the discussion with notes. If not resolved, the student may proceed to the next step.
Step 2: If, within 5 instructional days following the informal meeting, the student feels a satisfactory resolution has not been achieved, the student may file a written concern with the employee’s immediate supervisor. The concern or appeal must be in writing, utilizing the “Student Concern Form,” and include the documentation from Step 1 as well as any supporting documentation as an attachment. A Student Concern Form is available from any instructor, division dean’s office, or Advising & Counseling Office.
Step 3: Within 5 instructional days after receiving the concern or appeal in writing, the supervisor (or designee) will be responsible to investigate the concern. The supervisor (or designee) will provide the employee or instructor with a copy of the written concern or appeal; the employee or instructor will have 5 instructional days in which to provide a written response to their supervisor/dean.
Step 4: The supervisor (or designee) will convene a meeting of both parties in an attempt to resolve the issue, provided that the parties agree to meet for this purpose. In the event that one or both parties do not agree to meet, the supervisor (or designee) will investigate and render a decision based on the written statements and testimony of the parties. The supervisor (or designee) will impart this decision in writing to both parties within 5 instructional days. If the student feels a satisfactory resolution has not been achieved, the student may proceed to the next step.
Step 5: Within 5 instructional days after Step 4, the student will notify the appropriate Vice President, in writing, to request a hearing before the Appeal Review Committee. The Committee will be chaired by the Vice President for Instruction (or designee) and will also include the Vice President for Student Services (or designee), two student representatives appointed by the Student Council, and two faculty members appointed by the Faculty Union.
Step 6: Within 10 instructional days, the Appeal Review Committee will meet with the student, instructor or employee, and employee’s supervisor (or designee) to hear the points at issue in the appeal. The Committee will provide its written decision to all parties within 5 instructional days following the hearing. The decision is final and may not be reviewed.
The process above is used for filing a concern in which a resolution has been requested that is specific to the student filing. If a student wishes to file an official complaint that has no personal resolution, that complaint will not follow the above steps.