A3400.45 Grievance Procedure Contd.

Operating Standard

Type: Administrative
Related Policies: A3400
Linked Procedures:
Related Laws:
Related Standards:
HLC Criterion:



A student grievance exists when a student claims that a violation, misapplication, or misinterpretation of Shawnee Community College policy, procedure, or practice has occurred. A student filing a grievance should follow the procedures outlined.



Should a condition exist that a student feels is a violation of the rules, procedures, policies, or other standards of the college, it is important that he or she bring it to the attention of the appropriate person or committee.

During the process of a grievance, all procedures, meetings, names, and related information will be confidential unless otherwise mutually agreed upon by all of the parties involved.


Informal Process

It is best for everyone concerned if problems can be resolved informally. Therefore, before the formal grievance process is instituted, the student is expected to meet with the person who he/she believes has violated, misapplied, or misinterpreted the policy or procedure. If the student does not believe that he/she is able to do that, he/she needs to meet and discuss the incident with the supervisor of the staff or department chair of the faculty member. The informal meeting needs to take place no later than ten (10) college working days after the occurrence that gave rise to the complaint. The Vice President of Student Success and Services is available to give students guidance in the informal process as well as in the formal process.

If a student believes he/she has been discriminated against because of race, color, sex, gender, gender expression, national origin, religion, age, veteran status, marital status, ancestry, disability or sexual orientation in any way by college personnel, it is important that he/she bring the situation to the attention of the Vice President of Student Success and Services, an employee in the Office of Human Resources, or a designee of the Office of Human Resources or the Vice President. If a student believes he/she has been discriminated against because of a disability, it is important that he/she bring the situation to the attention of the Coordinator of Accessibility and Disability Resources.


Formal Process

If the student is not satisfied with the results of the informal process, he/she should initiate the formal process no later than fifteen (15) college working days after the completion of the informal process and no later than twenty (20) college working days after the occurrence that caused the complaint. (College working days are defined as weekdays – Monday through Friday—when classes are in session during the fall and spring semesters and Monday through Thursday in the summer semester if observing a compressed work schedule). Items not resolved prior to the end of the spring semester or during the summer semester may be suspended until the first day of classes of the immediate subsequent fall semester, following the guidelines below.


  1. The student must obtain a Grievance form from the Vice President of Student Success and Services or his/her designee who will discuss with the student the procedure for filing a formal grievance.
  2. As instructed on the Grievance form, the student must submit the grievance to the supervisor of the person charged. The supervisor will immediately deliver a copy to the charged employee, who must respond in writing to the student within five (5) college working days and provide the supervisor with a copy of the response.
  3. The student, if not satisfied by the reply, or if not in receipt of a reply within five (5) college working days, may then appeal, in writing, to the Disciplinary Hearing Committee within five (5) additional college working days. The student appeal goes to the Vice President of Student Success and Services, who will initiate the hearing process. The respondent will be informed. This appeal should include copies of any responses from the respondent and the supervisor. The chair of the Disciplinary Hearing Committee will initiate a hearing within ten (10) college working days of receipt of the appeal request. The chair of the Disciplinary Hearing Committee will submit a written report of the findings to the appropriate person with five (5) college working days.
  4. Items not resolved prior to the end of the semester will be suspended until the following semester. The Vice President of Student Success and Services and the Chair of the Disciplinary Hearing Committee may at their discretion continue the grievance process during breaks or summer sessions.
  5. A student utilizing the disciplinary hearing process is precluded from using the grade appeal process for the same occurrence.


Disciplinary Hearing Committee Composition

  1. The Disciplinary Hearing Committee shall be composed of four members of the Student Services Committee (at least two faculty representative) and one Student Senate member. Disciplinary Hearing Committee members must be present at the hearing in order to vote.
  2. No claimant or respondent in a grievance shall serve as a member of the Disciplinary Hearing Committee when the grievance is being considered.



The student may withdraw the grievance at any time.


Right of Appeal

Within ten (10) college working days after the decision of the Disciplinary Hearing Committee is presented, an appeal may be made in writing by either party to the college President. An appeal shall be limited to the review of the verbatim record and supporting documents of the Grievance Hearing. No new information is to be presented. The decision of the President will be sufficient review and will be the terminating step of the Grievance Procedure


No Reprisals

No reprisals shall be taken by the Board of Trustees, administration, faculty, or staff against any student or faculty because of participation in a grievance.


Grievance Records

Grievance records will be maintained for at least three (3) years by the Vice President of Student Success and Services.


False Reports

Certain provisions of these student policies and the student handbook permit students to provide information or report specific behavior to the administration of Shawnee Community College. The College expects its Students to truthfully and accurately provide that information and report on that specific behavior. Consequently, any student who falsely provides information or falsely reports specific behavior shall be subject to disciplinary action that may include probation, suspension, reprimand, or expulsion.


Distance/Online Learning Grievance Procedure for Shawnee Community College’s Out-of-State Students

Shawnee Community College students residing outside the state of Illinois who desire to resolve a grievance are encouraged to follow the Grievance Procedure published* by Shawnee Community College in the Student Handbook, which can be found on Shawnee Community College website at this page. If a student is unable to internally resolve his/her concerns with Shawnee Community College, his/her may also contact his/her home state agency to file a complaint about Shawnee Community College.


Change Log
Date Description of Change Governance Unit