Grievances and Resolution Procedures

    As members of the Danville Area Community College community, students have rights as well as responsibilities. Student rights and responsibilities are guaranteed by state and federal laws and by college policies. They serve to define student life and, concurrently, support a teaching a learning environment based on respect for all members of the campus community as well as regard for the property and facilities of the College.

    Sometimes a student of the DACC community experiences a situation or a conflict in which the student thinks her/her rights have not been fully recognized or have been compromised in some manner. The student’s conflict may be with another student, a faculty or staff member, or with a college practice or procedure. When this occurs, it is said that the student has a complaint or a grievance. Again, student rights and responsibilities as defined through college procedures afford students a process by which to resolve a grievance.

    The College recognizes that a student who knows and fully understands his/her rights and responsibilities and abides by the expectations which are inherent within these rights and responsibilities, is a student who is prepared to fully take advantage of the learning experiences and other opportunities afforded him/her at Danville Area Community College. This information has been prepared in support of this concept. The following pages include an overview of student rights, student responsibilities, and the process whereby a student grievance may be resolved.

DACC Policies and Procedures

    College policies and procedures which assure student rights and define student responsibilities can be found in the DACC Board Policies and Procedures Manual, the Student Handbook, the College Catalog, and the College’s WEB pages. The following lists many, but not all, of the rights that students are afforded on the DACC campus and indicates responsibilities that students accept as members of the DACC community.

DACC Students have the Right to…..

• expect quality instructional programs, academic support services, and student services
• know the admission policy, placement testing requirements, and the costs of attendance
• know the requirements, evaluation measures, and the attendance policy for courses
• know the academic and financial aid Standards of Progress
• know financial aid availability, how eligibility is determined, how awards are calculated and when awarded
• know completion requirements for associate degrees and certificates
• know graduation rates and campus crime statistics
• expect a campus learning environment in which students, staff and faculty treat one another with respect and conduct themselves as good citizens of the campus community
• expect a campus climate which is drug and alcohol free, in which students from diverse backgrounds are free from any kind of harassment or intimidation, and which welcomes students with disabilities and affords them access to the physical environment as well as to all programs and services
• feel safe and comfortable on the DACC campus
• know the process to address a grievance.

DACC Students have the Responsibility and are Expected to…..

• read the College Catalog, Student Handbook, and the DACC WEB pages to become familiar with and abide by DACC policies and procedures
• provide accurate and honest information on all college forms, applications, etc.
• be aware of course, program of study, and graduation requirements
• meet financial commitments to the College
• demonstrate academic integrity by participating and completing all coursework assignments and projects in an honest manner
• communicate and relate to all faculty, staff, and other students with respect and to present themselves in and outside of the classroom in a manner appropriate to a community of adults
• refrain from participating in any behavior or activity which is in violation of the College’s Conduct Code, Drug-Free Learning Environment, or Anti-Harassment in Education Policies
• demonstrate regard for college property including facilities, equipment, and available technology, and to abide by the DACCnet Acceptable Use Policy, including use of or surfing pornography sites.
• notify College officials if a condition exists which is in violation of a student’s rights, College policies, standards, and/or procedures.

Grievance Resolution Procedure

     When a student of the DACC community experiences a situation or a conflict in which the student thinks his/her rights have not been fully recognized or have been compromised in some manner, the student may resolve the conflict or his/her perceived grievance by following the College’s process for the resolution of grievances. Grievances may be resolved on an informal basis or on a formal basis. If resolution to a student grievance is not successfully addressed to a student’s satisfaction on an informal basis, then the student may pursue resolution through the formal process. Every attempt will be made to resolve grievances at the point of origin on an informal basis.

Informal Resolution Process

1. Within 10 business days of the situation or conflict, the student must first contact and talk with the faculty or staff members with whom the student has the conflict or grievance and make every attempt in cooperation with the given faculty or staff member to resolve the issue.
2. If the issue is not resolved to the satisfaction of the student at the point of origin within 5 business days, the student may contact and talk with the dean, director, or coordinator of the division, department or office in which the conflict occurred.
3. If the issue is not resolved at the second level within 5 business days, the student should meet with the appropriate Administrative Council member who serves as the lead administrator over the area in which the issue originated. The lead administrator will investigate the matter and make a final determination in resolving the student issue.

    At any level of the informal resolution process and when appropriate, a written communication should be prepared and delivered to the student by the college employee involved in the resolution of the issue which details the resolution or decision arrived at or in the case of disciplinary issues, the sanctions which have been imposed.

   Due to the nature or the seriousness of some potential student complaints, such as a complaint of harassment or knowledge of a serious conduct violation, the student is encouraged to bypass step one and two and immediately contact a lead administrator to report an issue. The Resolution Process Flow Chart reflects issues that would be of a level of seriousness to warrant this action.

Formal Resolution Process

     If a student grievance is not resolved to the satisfaction of the student through the informal process within 5 business days of meeting with the lead administrator, the student has the right to appeal the decision which has been made or the sanction which has been imposed through a formal resolution process which involves a hearing before a Standards Hearing Board. A student may appeal a grievance before the Standards Hearing Board only if the student can substantiate that a sincere attempt has been made to resolve the issue through the informal resolution process including having followed all processes as described within a college policy or procedure which pertains to the issue.

Formal Hearing Appeal Procedure

1. Within 5 business days from the expiration of days in the informal resolution process, the student must complete a Formal Hearing Request Form and deliver it to the appropriate lead administrator as designated in the Resolution Process Flow Chart. Formal Hearing Request Forms are available in the offices of lead administrator.
2. The President will be informed and he/she or the President’s designee will identify individuals to serve on the Standards Hearing Board.
3. Within 10 business days of receipt of the Formal Hearing Request Form, the Lead Administrator for the area of origin of the grievance will communicate with the student and the Standards Hearing Board in establishing a timely and mutually agreeable date, time, and place for the hearing.
4. The student will inform the lead administrator at least 24 hours prior to the scheduled hearing of any witnesses he/she plans to include in the hearing and, if he/she will have legal counsel present.
5. Failure to attend the Hearing on the part of the student or of any other involved individual, will not result in a cancellation of the Hearing proceedings.
6. The Members of the Standards Hearing Board are responsible for the following:
1. to hear and evaluate all of the information provided during the hearing process,


and;


2. to determine a fair and equitable resolution either through consensus or by a majority vote to the student grievance to be forwarded to the President as a recommendation for his/her consideration and final decision. The recommendation may uphold the original decision, reverse the original decision, or be a compromise.
7. Within 5 business days of the Formal Hearing, the President or the President’s designee, in a timely manner, will communicate in writing to the student, the President’s decision with respect to resolving the student’s grievance. The resolution/decision of the President will be final.

    Membership Representation on the Standards Hearing Board and Others Involved in a Formal Hearing – The membership of the Standards Hearing Board will be comprised of 1) three full-time students including the Student Senate President when available, 2) three college officials consisting of any combination of faculty, student services administrative staff, or other administrative staff depending upon the issue, and 3) one Administrative Council member. The Administrative Council representative will be the lead administrator for the area where the issue originated when appropriate and will serve as the Hearing Officer. The individuals involved in the grievance and any witnesses with information pertinent to the proceedings of the hearing will be included in the hearing process. The student has the right to legal counsel at his/her own expense and to obtain a written recording of the hearing proceedings, also at his/her own expense. The College may also choose to have legal counsel present when a grievance is heard before a Standards Hearing Board.