FM. Student Grievance Procedure

DEFINITIONS

1. Discrimination Complaint: A written complaint alleging any policy procedure or practice which discriminates on the basis of race, color, national origin, gender, age, or qualified handicap.

2. Student Grievant: A student of South Plains College who submits a complaint alleging discrimination based on race, color, national origin, gender, age, or qualified handicap.

3. Title IX and 504 Coordinator (Vice President for Student Affairs): The person designated to coordinate efforts to comply with and carry out responsibilities under Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and other State and Federal laws addressing equal educational opportunity. The Title IX/504 Coordinator is responsible for processing complaints and serves as moderator and recorder during hearings.

4. Respondent: The person alleged to be responsible for the violation alleged in a complaint. The term may be used to designate persons with responsibility for a particular action or those persons with supervisory responsibility for procedures and policies in those areas covered in the complaint.

5. Day: Day means a working day. The calculation of days in complaint processing shall exclude Saturdays, Sundays, and holidays.

PRE-FILING PROCEDURE

Prior to the filing of a written complaint, the student is encouraged to visit with the respondent's department chairman or supervisor, and reasonable effort should be made to resolve the problem or complaint.

FILING AND PROCESSING DISCRIMINATION COMPLAINTS

1. Grievant - Submits written complaint to Title IX/504 Coordinator stating name, nature and date of alleged violation; names of persons responsible (where known); and requested action. Complaint forms are available in the office of the Vice President for Student Affairs.

2. Title IX/504 Coordinator (Vice President for Student Affairs) - Notifies respondent within 10 days and asks respondent to:

a. Confirm or deny facts,
b. Indicate acceptance or rejection of student's requested action, or,
c. Outline alternatives.

3. Respondent - Submits answer within 10 days to Title IX/504 Coordinator.

4. Title IX/504 Coordinator (Vice President for Student Affairs) - Within 10 days after receiving respondent's answer, Title IX/504 Coordinator refers the written complaint and respondent's answer to the appropriate Divisional Dean (Controller/Dean of Students/Dean of Student Life). The Title IX/504 Coordinator also schedules a hearing with the grievant, the respondent, and the appropriate Divisional Dean, (Controller/Dean of Students/Dean of Student Life).

5. Divisional Dean, Grievant, Respondent, and Title IX/504 Coordinator - Hearing is conducted.

6. Divisional Dean, (Dean of Students/Dean of Student Life) - Issues within 10 days after the hearing a written decision to the student, respondent and the Title IX/504 Coordinator.

7. Grievant or Respondent - If the grievant or respondent is not satisfied with the decision, they must notify the Title IX/504 Coordinator within 10 days and request a hearing with the Vice President for Student Affairs.

8. Title IX/504 Coordinator - Schedules within 10 days of request a hearing with the grievant, respondent, and Vice Presidents for Academic Affairs and Vice President for Student Affairs.

9. Vice Presidents for Academic Affairs and Vice President for Student Affairs. - Grievant, Respondent and Title IX/504 Coordinator - Hearing is conducted.

10. Vice Presidents for Academic Affairs and Vice President for Student Affairs. - Issues a decision within10 days following the heating.

11. Grievant - If the grievant or respondent is not satisfied with the decision, they must notify the Title IX/504 Coordinator within 10 days and request a hearing with the President of the college.

12. Title IX/504 Coordinator (Vice President for Student Affairs) - Schedules hearing with the President of the College. Hearing is to be conducted within 30 days from the date of notification to the President of the college.

13. President of the College, Grievant, and Title IX/504 Coordinator - Hearing is conducted.

14. President of the College - Issues a final written decision within 10 days after the hearing regarding the validity of the grievance and any action to be taken.

GENERAL PROVISIONS

1. Extension of time - Any time limits set by those procedures may be extended by mutual consent of parties involved. The total number of days from date that complaint is filed until complaint is resolved shall be no more than 180 days.

2. Access to Regulations - The college shall provide copies of all regulations prohibiting discrimination on the basis of race, color, national origin, religion, gender, age, qualified handicap, or veteran upon request.

3. Confidentiality of Records - Complaint records will remain confidential unless permission is given by the parties involved to release such information. No complaint record shall be entered in the personnel file. Complaint records shall be maintained on file for three years after complaint resolution.

Amendment: Replace FM
Authorized by: Vice President for Student Affairs
Nature of Revision: Content
Date Issued: 08/01