3.8.1 Student Complaints and Grievances

Responsible Position

Vice President of Academic and Student Affairs

RELATED ITEMS

Minnesota State Board Policy

Minnesota State System Procedure

PROCEDURES

Definitions

Complaint:

An oral or written claim concerning a college issue brought by a student alleging improper, unfair, or arbitrary treatment. This procedure does not apply to grade appeals.

Grievance:

A written claim raised by a student alleging improper, unfair, or arbitrary action by an employee involving the application of a specific provision of a college rule/regulation or a Minnesota State system policy or procedure. This policy does not apply to those college rules or regulations or to Minnesota State system policies or procedures that include an appeal or grievance process. Students wishing to file a grievance must do so within 15 calendar days following the grieved event. This procedure does not apply to grade appeals.

Informal Student Complaint/Grievance Procedure

Steps: (Note: all references to days mean business days)

  1. The student will discuss and attempt to resolve the complaint/grievance with the subject of the complaint providing the student feels comfortable doing so. Timeline: 15 days from the complaint/grievance event.
  2. If no resolution is reached in step 1, the student must discuss the issue with the individual’s supervisor in an attempt to resolve the complaint/grievance. Timeline: 5 days after discussion with the subject of the complaint mentioned in step 1.
  3. If no resolution is reached in step 2, the student must discuss the issue with the Dean of Educational Services in an attempt to resolve the complaint. Timeline: 5 days after the discussion with individual’s supervisor mentioned in step 2.
  4. If no resolution is reached in step 3, the student may elect to file a formal complaint/grievance. Timeline: 5 days after discussion with the Dean of Educational Services.

An Informal Complaint, beginning in Step 2, can be initiated by contacting the ATCC Academic & Student Affairs Office in Room 109 or (320) 762-4460.

Formal Student Complaint/Grievance Procedure:

Steps: In the event the student could not reach a satisfactory solution to the complaint through the informal complaint/grievance procedure, the student may begin the formal complaint procedure.

  1. The student must obtain and complete the Complaint and Grievance form (PDF) and return to Academic Affairs. Timeline: 5 days after discussion with the Dean of Educational Services.
  2. Academic Affairs will provide the Complaint and Grievance form to the Complaint and Grievance Committee who will review the form. The Complaint and Grievance Committee will provide a recommendation to the Vice President of Academic and Student Affairs (VPASA).  Timeline: 5 days after receiving the Complaint and Grievance Form.
  3. The VPASA will review all documentation related to the case, may ask additional questions or seek other information, and will render a decision. Timeline: 5 days after receiving recommendation from Complaints and Grievance Committee.
  4. If the student is not satisfied with the decision of the VPASA, the student may elect to meet with the President. Timeline: 5 days after receiving decision from the VPASA.
  • For a complaint, decisions by the President are final.
  • For a grievance, if the student is not satisfied with the decision of the President the student may appeal to the Chancellor (only in cases related to Minnesota State System policies and procedures). Decisions by the Chancellor of Minnesota State are final.

A Formal Complaint can be initiated by contacting the ATCC Academic & Student Affairs Office in Room 109 or (320) 762-4460.

Complaints and Grievances related to online classes offered out of state.

Alexandria Technical and Community College (ATCC) offers online courses and programs to students throughout the country. ATCC is a member of the National Council for State Authorization Reciprocity Agreements (SARA) and as such has entered into required reciprocity agreements and is recognized as an interstate provider of online classes and programs. SARA member institutions agree to recognize and accept courses and programs from member institutions of SARA.

As part of the complaint and grievance procedure at ATCC, students must attempt to resolve the situation informally before filing an official complaint. ATCC encourages students to discuss the issue with their instructor before filing a formal complaint or grievance. In the event the student is not satisfied with the decision rendered informally, the student may pursue the formal complaint or grievance process noted above in the Formal Student Complaint/Grievance Procedure. Given the student is taking an online class, there are subtle changes to the procedures. Students can access the Complaint and Grievance form at alextech.edu/complaint-grievance-form and when complete, submit to Academic Affairs at academic.affairs@alextech.edu. Subsequent communications and decisions will occur via email.

If a complaint or grievance cannot be resolved at the college level, students may contact the Minnesota Office of Higher Education. Students residing in another state may contact their respective state education of education for further information. Students may also contact the Minnesota Office of Higher Education for additional information.

Note: Disposition of complaints resides at the College level. Disposition of grievances may occur at the College level or may be appealed to the Chancellor of Minnesota State.

Note: Complaints must be lodged within 15 calendar days from the date of the alleged incident or within 15 days of the date the student knew or should have known of the event or occurrence that gave rise to the complaint. Complaints not submitted within this timeframe will not be recognized.

Appeals

  1. If the complaint or grievance involves a college rule or regulation, a student may appeal the VPASA's decision to the President. The decision of the President is final and binding.
  2. If the grievance involves a Minnesota State System policy, the actions of a college president, an issue of institutional or program quality such as an institution's compliance with the standards of an accrediting or licensing agency, or a claim of consumer fraud or deceptive trade practice, a student may further appeal the college decision to the Chancellor of Minnesota State. The decision of the Chancellor is final and binding.

Student Complaint and Grievance Committee

  • Faculty Member - not in the area of the grievance.
  • Support Staff Member - not in the area of the grievance.
  • Human Rights Officer (Discrimination/Harassment Complaints Officer)
  • Administrator
  • Counselor
  • Student Representative - not in the area of the grievance.
  • Other Designated Officers, as needed

Related ATCC Documents:

 

Approved by: Leadership Council

Effective Date: 9/25/2023

Next Review Date: September 2026

Archive: 2.5.4.1 Student Complaints and Grievances Procedure