2-G-03 - Fanshawe College

FANSHAWE COLLEGE POLICY MANUAL
1. ACADEMIC POLICIES AND PROCEDURES
SECTION G - STUDENT RIGHTS AND RESPONSIBILITIES
TITLE: STUDENT CONCERNS AND COMPLAINTS
POLICY NUMBER 2-G-03
EFFECTIVE: 2013 02 20/CC-12-05
APPROVAL/REVIEW MEETING: CC-92-07, 1992 01 01/CC-92-09, 1993 08 31/CC-92-10,
2001 05 23/CC-00-09
NEXT REVIEW: 2018 02 20
POLICY SPONSOR: Senior Vice-President, Academic
REFERRAL COMMITTEE: College Council
1. PURPOSE
The purpose of this policy is to establish internal procedures so that student concerns and
complaints about College policies, procedures or employees can be addressed appropriately
and without fear of reprisal.
2. DEFINITIONS
Complaint An expression, either oral or written, of discontent or dissatisfaction with the
College, its policies and procedures or an employee.
3. THE POLICY
3.1. Scope
A complaint under this policy may be made by a student currently registered at
Fanshawe College or by a former student who was registered at the time of the
circumstances giving rise to the complaint.
This policy does not relate to matters covered in the following:
College policy 1-B-09: Harassment and Discrimination Prevention and College
policy 1-B-46: Respectful College Community (for complaints regarding
harassment or discrimination);
College Policy 2-A-03: Admission of Students to College Degree, Diploma and
Certificate Programs (for individuals who are denied admission to a College
diploma or certificate program);
College Policy 2-A-09: Accommodation of Applicants and Students with
Disabilities (for disability accommodation issues);
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FANSHAWE COLLEGE POLICY MANUAL
College Policy 2-G-02: Student Appeal of a Decision Affecting Academic
Standing or Progression (for student appeal of a final grade or other academic
decision);
College Policy 2-G-06: Appeal of a Decision Under Student Code of Conduct for
student Code of Conduct issues (for students appeals of a disciplinary action);
and
Board of Governors Policy B-40.05: Access to Board Meetings (for complaints
involving the President).
3.2. Complaint and Appeal Procedure
The procedure for initiating and processing complaints under this policy is attached
to this policy.
3.3. Time Limit for Initiating a Complaint
A complaint under this policy may be initiated within 20 business days of the
circumstances giving rise to the complaint, except in extenuating circumstances,
which, in the opinion of the College, justify an extension.
3.4. Group Complaint
It is recognizes that a group of students may wish to delegate one or more of its
members to voice a complaint on its behalf. However, no one shall initiate a
complaint on behalf of another person without the permission of that person. The
decision as to whether to hear from other members of a group or to deal only with
the delegate(s) rests with the administrator to whom the complaint is addressed. In
the case of a Step 2 or Step 3 complaint, permission to initiate a complaint on behalf
of another person must be in writing.
3.5. Confidentiality
College Employees who deal with a complaint respect the student’s right to
confidentiality.
3.6. Records
The administrator responsible for hearing a complaint keeps records of relevant
documentation.
3.7. Protection from Reprisals
The College prohibits reprisal or threat of reprisal against an individual who makes
use of this policy or participates in the complaint procedure.
3.8. Support
A student may request procedural information from the Ombuds Office, the Student
Union, or the Divisional offices.
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FANSHAWE COLLEGE POLICY MANUAL
The complainant, or, where the complaint is against an employee (the respondent),
may choose to have a support person of their choice accompany them at any stage
of the complaint procedure. A support person may provide support or advice but is
not permitted to speak for or to advocate on behalf of the person being supported.
The executive of the Student Union can provide a support person for a student if
requested.
The College is not responsible for costs incurred by a party who retains legal counsel
or for other costs incurred relating to this policy and its procedures.
3.9. Procedure Maintenance
The Senior Vice-President, Academic develops and maintains procedures as are
necessary to implement this policy. Such procedures are attached to this policy and
posted in the College Policy Manual. Such procedures may be amended without
reference to College Council.
3.10 Responsibility
4. REFERENCES
The Senior Vice-President, Academic, is responsible for maintaining Procedures as
may be required to implement or support this policy. For ease or reference such
Procedures are posted in the College Policy Manual adjacent to this policy and may
be updated by the Senior Vice-President, Academic, without reference to College
Council.
College Policy:
1-B-09: Harassment and Discrimination Prevention
1-B-46: Respectful College Community
2-A-03: Admission of Students to College Degree, Diploma, and Certificate Programs
2-A-09: Accommodation of Applicants and Students with Disabilities
2-G-02: Student Appeal of a Decision Affecting Academic Standing or Progression
2-G-06: Appeal of a Decision Under Student Code of Conduct
Board Policy:
B40.05: Access to Board Meetings
5. ATTACHMENTS
Procedure A: Student Complaints about College Policies, Procedures and Employees
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