A student who is not satisfied with the proposed resolution of the complaint by the department chair and wishes to seek an alternate outcome may submit a formal complaint. The formal complaint is submitted using the Formal Student Complaint Form. The formal complaint must be submitted within 90 calendar days (55 instructional days, excluding summer quarter 2 ) following the incident that occasioned the complaint, or after attempted mediation.
The formal complaint must include the following information:
- Student name and contact information
- Preferred mode of contact: email or US mail (all communication will be through this mode of contact)
- Nature of the complaint
- Instructor name, class, section, quarter
- Date of event(s)
- Description of the specific nature of the complaint, including the events and why the student believes they were treated unfairly. Attach any supporting documentation related to the situation, including dates and times. In a grade dispute, the student should submit specific information on performance scores, attendance, and any syllabus or written material on course grading criteria the instructor has provided to the student.
- Description of the actions taken by the student to resolve the complaint up to that point
- Description of resolutions that have been proposed up to this point by the student, faculty member, and department chair, and an explanation of why a formal complaint is being pursued. Include the names of all people contacted about this complaint.
- Supporting documentation
- Proposed solution
2 Note: if this occurs over a quarter break or during summer quarter, the deadline may be extended. If this is the case, the student and faculty member will be informed of the actual deadline date.
Student will submit the complaint via the online Formal Student Complaint Form.
Within three (3) instructional days of submitting the complaint, the student will be notified that the complaint has been forwarded to the Formal Complaint Group (FCG). The FCG will forward the formal complaint to the faculty member, notifying them that they have ten (10) instructional days to respond. The FCG will then notify the student that the complaint was received by the faculty member and let the student know the date by which the faculty member must respond. The faculty member will provide a response in writing addressing the student’s concerns and proposing a resolution. This response will be submitted to the FCG.
The FCG will forward the faculty member’s response to the student. The student is informed that they now have three options:
- Option 1: The student accepts the written proposed resolution by the faculty member.
- Option 2: The student clarifies any points resulting from the letter and requests a decision by the FCG.
- Option 3: The student adds no further documentation and requests a decision by the FCG.
For all options, the student is informed that they have ten (10) instructional days (a specific date will be provided) to respond to the FCG. If the student does not respond within ten instructional days, the complaint is considered to be closed, and the faculty member’s proposed resolution stands.
If the student chooses option 2 and submits clarifications, the FCG will share those clarifications with the faculty member, who then has ten (10) instructional days to respond to the FCG.
Following the student’s request for a decision and, if necessary, the faculty member’s final response to the student’s clarifying points, the FCG has seven (7) instructional days to reach a decision and notify the student and the faculty member of the decision. In reaching that decision, the FCG may ask for clarifying documentation or to meet with the faculty member or student. Upon completing a written decision, the FCG will notify the student and faculty member that the student and faculty member have the right to appeal the FCG's decision, and will describe the process for doing so.