3.8.1 Student Complaints and Grievances Procedure

3.8.1 Student Complaints and Grievances Procedure

Part 1.  Definitions
For the purposes of Policy 3.8 and Procedure 3.8.1, the following definitions apply:

Subpart A.  Appeals
A request for reconsideration of a grievance decision under Policy 3.8 or Procedure 3.8.1.

Subpart B.  Complaint
An oral or written claim concerning a College issue brought by a student alleging improper, unfair, or arbitrary treatment.

Subpart C.  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 or regulation or a board policy or procedure.  This policy does not apply to those College rules or to board policies or procedures that include an appeal or grievance process.

Subpart D.  Retaliation
Retribution of any kind taken against a student for participating or not participating in a complaint or grievance.

Subpart E.  Student
An individual who is enrolled in the College or a group of such individuals or the campus student government.

Part 2.  Notification and Publication
The College shall inform students of the established complaint and grievance policy and procedures.  These policies and procedures shall be publicized to students at least annually and include information for students about how and where to obtain the Student Complaint Form.

Part 3.  Procedure for Complaint Resolution
This procedure is to be used when a student has a concern/complaint about their education at the College.  The objective of the procedure is to resolve problems as quickly and efficiently as possible at the level closest to the student so the student’s educational progress can continue.  Nothing within this process precludes a student from seeking legal counsel at any step.

Subpart A. Central Lakes College encourages students to resolve issues of concern/complaints on their own.  The first step is to discuss the issue, either in person or in writing, with the person with whom you have the complaint.  If the issue cannot be resolved through oral or written communication, the next step is to submit the Student Complaint Form online.

Subpart B. The student should complete the Student Complaint Form, found at http://www.clcmn.edu/complaint/. The student will receive an automated response verifying that the form has been received.  The form will be routed to the appropriate supervisor or dean.  The student will receive a response within ten (10) working days.

Subpart C.  Grievances
If a student is dissatisfied with the results of the complaints process, a grievance may be filed.  All grievances must be submitted in writing.  Forms are available in the Student Services or Academic Affairs offices and should be returned to the Assistant to the Vice President of Academic and Student Affairs who will forward the complaint to the appropriate administrator for written response to the student within ten (10) working days.

Subpart D.  Appeals
The student has the right to appeal the grievance decision by filing a written appeal to the Vice President of Academic and Student Affairs.  Appeals must be filed within ten (10) working days from receipt of the grievance decision.  The decision of the Vice President is final and binding.

If the complaint involves Minnesota State policy or actions by the College President, a student may further appeal the college decision to the Chancellor.  The decision of the Chancellor is final and binding.

Part 4.  Retaliation Prohibited
No retaliation of any kind shall be taken against a student for participating or refusing to participate in a grievance.  Retaliation may be subject to action under appropriate student or employee policies.

Part 5.  Records Retention
All records of complaints and grievances shall be logged and housed in the Academic Affairs Office and retained for a period of five (5) years.


Date of implementation:  05/31/2012

Date revised:   12/6/2019

Author:  Joy Bodin, Vice President of Academic and Student Affairs

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