DCB Student Handbook 2023-2024

31 | P a g e D C B S t u d e n t H a n d b o o k maintain a file of all documentation in relation to the consideration of the complaint. 6) The Associate Dean for Student Affairs must ensure that any employee member named in the complaint receives a copy as soon as practicable. 7) The Associate Dean for Student Affairs must consider the complaint in accordance with the principles of fair play and must ensure that all parties to the complaint are accorded the full benefit of those principles. 8) The process may include meetings with relevant employee and/or the complainant. Where meetings are held, the parties may, if they wish, be accompanied by a peer support person. 5. Resolution of complaints 1) The Associate Dean for Student Affairs must make a decision in relation to the complaint and must communicate his or her decision to the parties, in writing, within 28 calendar days of receiving the complaint. 2) If the complaint involves a college policy or procedure and if, in the opinion of the Associate Dean for Student Affairs, the complaint has substance, the Associate Dean for Student Affairs must arrange for the relevant policy or procedure to be reviewed, with a view to preventing a recurrence and ensuring continued improvement. 3) If the resolution of the complaint involves potential disciplinary action for an employee, the Associate Dean for Student Affairs must follow the appropriate disciplinary procedures for employees. If the Associate Dean for Student Affairs does not have authority over the employee, then he/she may forward a recommendation for disciplinary action to the appropriate supervisor. 6. Appeals 1) Any party to a student complaint who is dissatisfied with a decision by the Associate Dean for Student Affairs under this policy may appeal to the Campus Dean or nominee of the Campus Dean. The Campus Dean’s office is located in Thatcher Hall. 2) The appeal must be submitted in writing within two weeks of the letter communicating the decision. 3) The Campus Dean or nominee will consider the relevant documentation and may, at his or her discretion, consult the Associate Dean for Student Affairs about the decision. The Campus Dean may also interview any parties to the complaint. 4) If the Campus Dean determines that the complaint process has been conducted in accordance with this policy and the outcome is appropriate, the Campus Dean may dismiss the appeal. Otherwise, he or she will decide the appeal in consultation with any other parties. Subject to subsections (6), the decision of the Campus Dean or nominee under this section is final. 5) The Campus Dean will communicate his or her appeal decision in writing to the parties. 6) If the original complaint was addressed to the Campus Dean under section 4(4), any appeal must be made to the Campus Dean. That appeal will be considered and decided, in accordance with appeal processes consistent with those set out in this policy, by the Campus Dean or a nominee of the Campus Dean. 7. Confidentiality All student related information will be considered confidential and protected under FERPA (Family Educational Rights & Privacy Act). Records relating to employees and other records that do not include student information are not confidential. 8. Report to the Student Complaint Log All employees must submit a report to the Student Complaint Log, including an overview of the student complaint and decisions made regarding the complaint. Appendix Rights and Responsibilities of Parties to a Student Complaint Parties to a student complaint have the right to • Be treated with courtesy at all times • A fair and timely investigation process • Express their points of view without fear of retaliation • Receive full information at all stages of the complaint • process • Be advised in writing of all decisions made in relation to the complaint • Appeal the outcome as outlined in this policy Parties to a student complaint have a responsibility to • Treat all parties with courtesy at all times • Respect the points of view of others • Respect the rights of all parties to the complaint with respect to confidentiality • In the case of the complainant, ensure that the complaint is made in good faith and complies with the requirements of the Student Complaint Policy • Provide full and accurate information to the person investigating the complaint • Not take any action that may prejudice the situation or be regarded as an act of retaliation against any other party.