DCB Student Handbook 2023-2024

30 | P a g e D C B S t u d e n t H a n d b o o k Student Complaint Policy Introduction Consistent with its commitment to students first, Dakota College at Bottineau has adopted this policy to assist both students and employees in the resolution of student concerns and complaints constructively, quickly and fairly. Where minor concerns arise, students are encouraged to take a common-sense approach and raise them directly with the relevant employee, with the aim of resolving the concern at the lowest possible level and without undue formality. However, where informal discussions have not yielded a satisfactory resolution, or where the matter is more serious, the following policy provides for a more formal process to be pursued. Complaints made under this policy will be monitored and reviewed to enable the college to continually improve processes and services in support of student learning. Student rights and responsibilities in relation to this policy are set out in the appendix to this policy. Policy 1. Definitions in this policy: Complaint is an allegation by a student that there has been an arbitrary or unfair application of, or failure to act pursuant to, the policies of Dakota College at Bottineau in relation to students. The complaint should be a written statement submitted by a student about a matter that requires formal consideration and resolution by the college in the terms set out in this policy. Fair play means the right to have a decision made by an unbiased decision maker who observes fair and impartial procedures. 2. Application and scope 1) This policy applies to student complaints about any aspect of the teaching and learning process and the broad provision made by the college to support that process. 2) This policy may not be used: a. where the complaint can be dealt with under: the Computing Policy and Procedures, the Student Senate Bylaws, other club and student organization bylaws, the Student Conduct Policy, the Grade Appeal Process, the All College Student Conduct Committee, the Title IX Policy, the Student Athlete Handbook and the Harassment Policy, or other general policies that provide a specific process for resolution of complaints. b. to challenge the academic judgment of faculty. 3) No action will be taken on malicious or anonymous complaints 4) A complainant must be able to demonstrate that the complaint is brought without malice and is based on evidence that the complainant honestly and reasonably believes to be substantially true. Those responsible for resolving complaints under this policy must take all reasonable steps to ensure that the complainant is protected against any subsequent recrimination or victimization. 5) Students and employees involved in the consideration and resolution of concerns and complaints have various rights and responsibilities, which are outlined in the appendix to the policy. 3. Informal resolution of concerns 1) Before making formal written complaints, students are encouraged to seek resolution to any concerns by raising and discussing them informally with the relevant employee who is most directly associated with the matter. 2) An employee with whom a concern is raised by a student is expected to deal with the matter in an open and professional manner and to take reasonable and prompt action to try to resolve it informally. 3) A student who is uncertain about how to seek informal resolution of a concern is encouraged to seek advice from the Associate Dean for Student Affairs, located in Room 118, Thatcher Hall (Student Services). 4. Formal complaint procedure 1) Where it has not been possible to resolve a concern informally, a student may make a formal complaint. 2) A student who wishes to make a formal complaint must submit it in writing, on the prescribed form (found at the end of this policy), to the Associate Dean for Student Affairs. 3) The written complaint must be submitted within one month after the occurrence of the action or matter that has given rise to the complaint, unless the Associate Dean for Student Affairs agrees to receive it beyond this time frame. 4) If the complainant prefers not to address the complaint to the person recommended in subsection (2), it may be addressed to the Campus Dean. 5) The Associate Dean for Student Affairs must acknowledge the student complaint in writing within three working days. He or she must also