Student Complaint Policy (SSE 100-004)

1.0 Purpose

The purpose of this policy is to provide guidelines to students regarding the submission of complaints to the College.

2.0 Definitions

Americans with Disabilities Act - The Americans with Disabilities Act (ADA) prohibits discrimination against people with disabilities in several areas, including employment, transportation, public accommodations, communications and access to state and local government' programs and services.

Americans with Disabilities Act Amendments Act - a law that broadened the definition of disability under the Americans with Disabilities Act (ADA).

Civil Rights Act (Title IV) - authorizes the Attorney General to address certain equal protection violations based on sex, among other bases, in public schools and institutions of higher education.

EEO/AA/ADA Officer - the person responsible for ensuring that an organization's equal employment opportunity (EEO) and affirmative action (AA) programs, policies, and procedures are implemented and successful. They may also be responsible for coordinating with the Americans with Disabilities Act (ADA).

Rehabilitation Act (section 504) - national law that protects qualified individuals from discrimination based on their disability.

3.0 Scope

This policy applies to all Baker College students.

4.0 Policy Statement

Baker College students have the right to file formal complaints about College matters if they feel that their rights have been violated.

These formal complaints include grade disputes, equal opportunity complaints, Americans with Disabilities Act complaints, and harassment complaints.

5.0 Procedures

Grade Disputes

If you believe that your final course grade is incorrect due to a clerical or calculation error, a decision that seems out of character in the context of the course, or if it doesn’t align with the established grading criteria outlined in the course syllabus, you have the right to file an appeal. Make sure to provide evidence to support your claim. Keep in mind that there are deadlines for each stage of the appeal process. If you don’t file the required paperwork within 30 calendar days of the end of the semester in which the concern occurred, you won’t be able to appeal. It’s essential to meet all deadlines to ensure your appeal is considered.

Following are the procedural steps required.  Each step should be documented.

1. You’ll need to discuss the concern in dispute directly with the faculty member.
2. If you’re unable to resolve your concern with the faculty member and you want to take it further, complete the concerns and complaints form.  You should also reach out to an academic advisor. They’ll give you an academic appeal form.  After meeting with the advisor and getting the form, you will have 10 business days to complete and submit it, along with a detailed written document which summarizes the facts and data from your perspective. Make sure to meet the deadline for submitting the appeal and all supporting materials. If anything is missing by the deadline, your appeal will proceed without it. Once your appeal is received, the academic advisor will pass it on to the faculty member.  The faculty member will review your appeal and provide a written response within 10 business days. The academic advisor will then share this response with you. If your concern remains unresolved, the appeal will move to Step 3.
3. The academic advisor will send the academic appeal form and any written documents to the academic dean or their representative. Within 10 business days, the dean or their representative will make a decision and send the appeal back to the academic advisor.  After the decision is made, the academic advisor will let you know. You’ll have five business days from the notification to indicate, in writing on the academic appeal form, whether you accept the decision or if you want to move forward to Step 4.
4. If you’re not satisfied with the outcome of Step 3 and you want to take your concern further, the academic advisor will reach out to the chair of the judiciary council and send them all the documents. Within 15 business days of receiving your appeal, the council will meet to address your concern. The council, chaired by the director of student affairs or someone they appoint (who won’t vote), will include two students, two faculty members who teach in programs different than yours, and a program director from a different division than the one related to your course. You and your instructor can both speak to the council, but they won’t consider any new documents. After they reach a decision, the chair will write a report and add it to your file. You’ll get a copy within five business days. The council’s decision is final, but you and your instructor can write responses that will also be included in your file. There won’t be any more chances to appeal after this.

Grievance Procedure for Complaints

If you believe that Baker College has not properly followed the principles and regulations outlined in Title VI of the Civil Rights Act of 1964, Title VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990 (ADA), or the Americans with Disabilities Act Amendments Act of 2008 (ADAAA), you have several options for filing a complaint.  You should use the concerns and complaints form.

Option I

If you believe you have a valid grievance, you should first talk about it informally and verbally with the campus director of student affairs, who serves as the designated campus EEO/AA/ADA Officer. After discussing your grievance, the director will investigate the complaint and provide you with a response. If necessary, formal procedures may be initiated, following these steps:

1. If you have a grievance, you’ll need to submit a written statement, signed by you, to the campus director of student affairs within five business days of getting a response to your informal complaint. The director will then look into your grievance and respond to you in writing within five business days.
2. If you’re not satisfied with the decision made by the campus director of student affairs, you have the option to appeal it. You can do this by submitting a signed statement of appeal, to the dean of students, within five business days of receiving the response from the director of student affairs. The dean of students will then meet with everyone involved, come to a conclusion, and provide a written response to you within 10 business days.

Option II

If you have a grievance or inquiry, you can contact the Office for Civil Rights, Region V, Department of Education, at any time. They’re located at Room 700C, 7th Floor, 401 S. State St., Chicago, IL 60605-1202. They can help address any concerns you may have.

6.0 Responsibilities

Academic Advisor

The academic advisor is responsible for guiding the student through the grade appeal process, including the facilitation of each of the procedural steps required. 

The academic advisor is also responsible for maintaining the documentation produced during the process.

Academic Dean

The academic dean responsible for replying to grade dispute inquiries as described in step three of the grade dispute procedure.

Dean of Students

The dean of students is responsible for adjudicating appeals as described in Option I, above.  The dean of students will conduct an investigation and provide a written response to the student within the prescribed timeline.

Director of Student Affairs

The director of student affairs is responsible for receiving formal complaints under Option I, above.  The director will conduct an investigation of the complaint and provide a written response within the prescribed time line.

The director of student affairs also has the responsibility of chairing and convening the Judiciary Council to hear grade disputes as described in step four of the grade dispute procedure.

Faculty

Faculty are responsible for replying to grade dispute inquiries as described in step two of the grade dispute procedure.

Students

Students are responsible for following the required procedures, as listed above, when filing a complaint.

7.0 Citations & Related Information

Document A: Anti-Bullying/Harassment Policy

Document B: Concerns and Complaints Form

Document C: Equal Opportunity Policy

Document D: Prohibited Harassment Policy

Document E: Rehabilitation Act of 1973, Americans with Disabilities Act of 1990 (ADA), and Americans with Disabilities Act Amendments Act of 2008 (ADAAA)