Academic Complaints
To maintain the integrity of the academic environment and to ensure the rights of students in such matters, HCC’s administrative policies and procedures provide a framework to resolve student complaints of an academic nature based on a preponderance of the evidence. An academic complaint is defined as an issue related to classroom instruction or a grade dispute in which the student believes a grade was assigned in an arbitrary or inconsistent manner. A student who has an academic complaint, including a specific academic complaint involving a faculty member, that remains unresolved through informal means, may enter into a formal process of problem resolution. The student academic complaint procedures and the appropriate form may be obtained from teaching and learning service centers. A student who wants to initiate a formal academic complaint must submit an academic complaint form no later than seven weeks after the academic session. All written correspondence concerning this matter will be sent to the student using their HCC email account.
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The student must discuss the problem with the instructor prior to beginning the formal complaint process. Many times misunderstandings can be resolved by honest, open dialogue.
- If the issue is not resolved after discussing it with the instructor, the student may pursue the matter further by submitting a formal written complaint. The student should contact a teaching and learning service center to schedule an appointment with the appropriate designated division representative. A meeting will be scheduled between the division/department representative and the student to discuss the problem and outline the formal complaint process. The student may be accompanied by a support person of their choosing. This support person may include students, faculty, staff, or others who advise complainants. The support person’s role is to provide personal counsel and support to the complainant, but not to present the case or address the division representative. The support person may not generally serve as a witness in the complaint proceeding. Legal representation is only permitted when the student faces concurrent criminal charges. The student may then file a formal, written complaint that must include:
• a written description of the academic issues in dispute;
• any supporting evidence;
• the specific academic complaint form with the student and faculty signatures or record of the electronic communications.
The written complaint must be submitted by the student to the division representative no later than seven weeks after the academic session. The division/department representative will review the complaint and make a decision based on a preponderance of the evidence. Incomplete submissions will not be reviewed. This decision will be communicated to the student in a formal correspondence, and the faculty member and division/department leader will be notified of the decision.
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If the student wishes to appeal the division/department resolution, the student must notify the division/department representative within one week of receiving the written resolution from the division/department or meeting with the division/department representative regarding the resolution, whichever occurred last. The student’s written complaint, the instructor’s written response, and the division/department representative’s written recommendation will be forwarded to the vice president of teaching and learning. The student has the right to meet with the vice president of teaching and learning but is not required to do so. The student who wishes to have a meeting must contact the vice president’s office directly within two weeks of notifying the division/department representative of their intention to appeal, to schedule the meeting. The decision of the vice president of teaching and learning is final and will be conveyed in writing to the student.