The institution has adequate procedures for addressing written student complaints and is responsible for demonstrating that it follows those procedures when resolving student complaints. (See Commission policy “The Review of Complaints Involving the Commission or its Accredited Institutions.”) ( Procedures for Written Student Complaints )

     X    Compliance         Partial Compliance         Non-Compliance

Narrative: Orangeburg-Calhoun Technical College (OCtech) endorses and adheres to the Commission on Colleges' policy “The Review of Complaints Involving the Commission or its Accredited Institutions.” This endorsement is supported by established policies and procedures for effectively addressing and resolving written student complaints. It is the policy of OCtech to provide all students with the means to seek resolution to any problem affecting their enrollment. The primary objective of the grievance procedure is to provide for fair and equitable treatment of students. It is essential that students be given adequate opportunity to bring valid complaints and problems to the attention of the College, with the assurance that each student will receive fair treatment. In implementing a grievance policy, OCtech emphasizes the importance of rectifying any problem before utilizing the grievance policy. Typically, verbal student complaints are resolved before an official document is filed. However, when problems cannot be resolved, a grievance procedure is in place to address student concerns.

Student Procedures for filing a formal grievance are outlined in the State Board for Technical and Comprehensive Education Policy 3-2-106: Student Grievance Policy and the State Board for Technical and Comprehensive Education Procedure 3-2-106.2: Student Grievance Procedure. The procedures are also listed on pages 79-94 of the Orangeburg-Calhoun Technical College Catalog, 2004.

The following discussion outlines the basis for a student grievance:

ALLEGED DISCRIMINATION ON THE BASIS OF AGE, GENDER, RACE, DISABILITY OR VETERAN'S STATUS, EXCLUDING SEXUAL HARASSMENT COMPLAINTS
Because of the sensitive nature of this type of complaint, a conference with the Vice-President for Student Services may replace the first step of the grievance procedure, which requires the student to meet with the instructor or staff member where the alleged problem originated. The Vice President for Student Services will counsel with the student to determine the appropriate action.

ALLEGED SEXUAL HARASSMENT COMPLAINTS SHOULD BE DIRECTED TO THE VICE-PRESIDENT FOR STUDENT SERVICES
Because of the sensitive nature of this kind of complaint, a conference with the Vice President for Student Services will replace the first step of the grievance procedure which requires the student to meet with the instructor or staff member where the alleged problem originated. The Vice President for Student Services will counsel with the student to determine the appropriate action that is required. If the grievance is not resolved after this meeting, then the remainder of the grievance procedure will be followed as outlined in steps 3 - 8.

ACADEMIC MATTERS WHERE THERE IS ALLEGED DISCRIMINATION OR SEXUAL HARASSMENT
Complaints regarding individual grades are excluded from grievance procedures except when there is an allegation that a grade was issued based on discrimination or sexual harassment.

Grievance files and hearing transcripts are maintained in the Vice President for Student Services' Office. Access to this information is made available on an “a need to know basis” as defined by the Family Education Rights and Privacy Act (FERPA) guidelines. Because of this, names are not released; however, since the Fall 1995 term only one formal complaint has been filed against faculty or staff. Procedures were followed as prescribed. The Grievance Committee ruled that no discrimination had taken place and upheld the dismissal of the student from the course in question. The student appealed the decision to the College President. The President upheld the decision of the Grievance Committee.

Students who register informal complaints that deal with instructional delivery or alleged unfair treatment are encouraged to talk with the instructor or staff member first. If the student feels that the issue remains unresolved, the student is encouraged to talk with the immediate supervisor of the faculty or staff member involved. These complaints are considered informal when the student initiates the issue verbally with a staff or faculty member and the matter is resolved through discussion. When issues cannot be resolved in this manner, the student is advised of his or her right to file a formal complaint and initiate the grievance process.

Evidence of Support: