STUDENTS

Student Complaints and How to File a Complaint

Also see: Student Complaint Guidelines

 

There are multiple ways to file a student complaint at CCC.

1. Complaints are typically best resolved when addressed early and directly with the individual/department with which the complaint is concerned. Students are encouraged to take the “ABC” approach to resolving the issue:
   
   
   1. Open a dialogue directly with the individual If the student does not feel comfortable doing so or is unsatisfied with the outcome, they may move to B.
   2. Raise the concern at the next available If the matter remains unresolved, the student may move to C.
   3. Escalate the matter to the next highest level in the department/division.

For example, the ABC approach to a concern in the classroom might include starting at A with the faculty, moving to B with the department Chair, and escalating to C with the Vice President. Alternatively, in some circumstances, it may be appropriate to contact the Vice President of Student Affairs or Human Resources during steps B and/or C.

*Please note that this approach may not be appropriate in all situations, including emergencies, crises, or threats.

2. Students may file written complaints of any kind by using an online form. 

Complaints submitted through this link will be reviewed and referred to the appropriate College department based on the type of the complaint.

Types of Student Complaints at Colby Community College

• • Academic Complaints: Matters related to academic issues, including faculty concerns, classroom content and environment, etc.
  • Non-Academic Student Complaints: Any other non-academic complaint that is not covered by another avenue of redress through College policies or procedure;
  • Code of Conduct: Behavior in violation of CCC’s Student Code of Conduct, including but not limited to academic dishonesty, alcohol and controlled substances, bullying, counterfeiting, or other disruptive behavior.
    Note: This category is not intended to include reports of student sexual misconduct, student discrimination, harassment, or retaliation, as those reports are maintained in the appropriate reporting categories listed
  • Student Discrimination, Harassment, or Retaliation: Prohibited conduct by students engaging in harassment or discrimination based on race, gender, national origin, disability, age, religion, marital status, veteran status, sexual orientation, genetics or any other legally protected class. This category also includes reports of retaliation against any person for filing or providing information related to a complaint of prohibited conduct or against any person engaging in otherwise protected activity.

Note: Discrimination, harassment, or retaliation by employees or third parties may be reported in the Human Resources category in the CCC Ethics Report Line.

• • Student Pregnancy and Parenting: Colby Community College is committed to creating an inclusive, accessible, and equitable learning environment for pregnant and parenting students. Title IX of the Education Amendments of 1972 prohibits discrimination based on sex in education programs or activities, including academic, educational, extracurricular, athletic, and other school programs or activities. This prohibition includes discrimination against pregnant and parenting students.
    
    
  • Sexual Misconduct: Sexual Misconduct by students, including non-consensual or unwelcome sexual advances, requests for sexual favors, or any other verbal or physical conduct of a sexual or gender-based nature, including sexual assault, rape, dating violence, domestic violence, stalking, sexual harassment, sexual intimidation and hostile work/academic environment. Note: Sexual Misconduct by employees or third parties may be reported in the Human Resources.

3. If you know the type of complaint, you may skip the above step and submit your complaint directly to the appropriate College department by following the applicable complaint procedure, several of which are listed below.

 

Complaints About Academic Issues

• Grade Appeals - Student Grade Review and Appeal Policy
• Refunds - Refund Policy
• Satisfactory Academic Progress -SAP Policy for All Students
• Other Academic Complaints – Complaints not covered by another CCC complaint process can be addressed under the Student Complaints Policy
  
  

Complaints About Non-Academic Issues

• Report a student violation of the Code of Conduct – Student Code of Conduct  and Student Complaint Form
• Appeal a disciplinary action – Student Disciplinary Action Appeals Operating Procedure
• Report discrimination, harassment or retaliation – Student Discrimination, Harassment or Retaliation Policy and Complaint Operating Procedure
• Report sexual misconduct – Sexual Misconduct Policy and Student Sexual Misconduct Complaint Operating Procedure. Other Title IX complaints may also be reported to one of the College’s Title IX Coordinators.
• Report civility issues – May be reported through the Civility Policy
• Other non-academic complaints – Complaints not covered by another CCC complaint process can be addressed under the Student Complaints Policy
  
  

4. In addition to CCC’s complaint processes, certain student complaints may be submitted to outside agencies as outlined below (this list is non-exhaustive and there may be other agencies that will receive and process complaints):

• • Consumer protection and/or fraud – Complaints may be filed with the Kansas Attorney General’s Office
  • Discrimination complaints – Complaints against the College or its employees may also be filed with the Kansas Human Rights Commission or the U.S. Department of Education’s Office of Civil Rights (OCR)
  • Complaints regarding State Authorization Reciprocity Agreement (SARA) courses – May be filed by students enrolled in these courses with the Kansas Board of Regents office
  • CCC accreditation eligibility – CCC is regionally accredited by the Higher Learning Commission. Complaints regarding the College’s ongoing eligibility to meet the Criteria of Accreditation may be filed following HLC Guidelines. Some academic programs may also have specific state or federal accrediting agencies to review complaints (i.e., nursing, dental hygiene, PTA, etc.)

5. It is the goal of the College to process all complaints in a timely manner. Unless otherwise stated, in most instances, CCC will conduct its initial review and acknowledge a complaint within seven business days of receiving If more time is needed, the complainant will be notified.
   
   
6. CCC is governed by a Board of Trustees responsible for ensuring lawful implementation of complaint procedures. If you believe that your complaint has not been addressed satisfactorily with the CCC administration after exhausting all applicable College complaint procedures, you may submit a form to the Board of Trustees. Please complete the entire form. The Board will respond to your communication within 45 days.
   
   
7. Appeals Unless stated otherwise in the policy, all requests to appeal a sanction, finding, or resolution must be made within three (3) working days after the date of the written notice. The written request must be addressed to the Vice President of Student Affairs unless they are the issuing party of the resolution, which would then result in the request being made to the President. The Vice President/President will review the evidence and the proposed resolution and will afford all affected parties an opportunity to submit further evidence within five (5) days after a notice to appeal is filed. After the Vice President/President’s review, he/she will issue a written determination of the findings within five (5) working days after the evidence is

Appeals are limited to the following:

• • A procedural error occurred that significantly impacted the outcome of the hearing (e.g., substantiated bias, material deviation from established procedures, etc.);
  • To consider new evidence, unavailable during the original hearing or investigation, that could substantially impact the original finding or sanction, and a summary of this new evidence and its potential impact must be included;
  • The sanctions are substantially disproportionate to the severity of the

8. Questions about the complaint process or a pending complaint? Contact the Vice President of Student Affairs by emailing nikol.nolan@colbycc.edu or calling 785.460.5490.

 

 

Adopted July 2024