MZC College Handbook 2011-2012 - Higher Colleges of Technology

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55COMPLAINTS AND GRIEVANCESIn case you have a concern or complaint with any member of staff and to facilitatethe resolution in a fair and equitable manner, please follow this procedure outlinedbelow.This procedure does not address:1. Grievances about studentsActions by students are not to be dealt with via this procedure. Studentbehavior is subject to the Code of Conduct. Any student who has acomplaint to raise under the college Code of Conduct shall speak with thestudent or request a meeting with a student services staff person, or anymember of management.2. Change of programs/courses of studyRequests to take challenge exams, change programs, sections or coursesof study are not addressed under this procedure. Any such requests mustbe made via Program Chairs or Academic Services.3. Facilities/Transport/CanteenConcerns, complaints, or grievances about the canteen, transportation,or facilities are not addressed via this procedure. Such concerns may bebrought forward to the student council, student services, or any memberof management.Administrative AuthorityAdministration of this procedure is the responsibility of the Dean or their designee.All grievance records will be held in the student file in Academic Services for oneyear after disposition of the complaint.ProcedureAny student having a complaint or grievance against a member of staff shallpursue the grievance as follows:STUDENT SUPPORT SERVICESStep 1 - Direct Discussion with College EmployeeThe student will meet with the member of staff with whom they have a grievance,and in good faith, attempt to resolve the dispute. At this or any stage, the studentmay consult with student services staff for guidance and support.Step 2 - Discussion with Supervisor or Academic ChairIf a satisfactory resolution is not reached after direct discussion with the memberof staff with whom the student has the grievance, the student shall request inwriting (including email) a meeting with the appropriate supervisor.The supervisor or chair will meet with the student within 2 weeks after receivingthe written request. They will investigate the grievance and take appropriateactions to facilitate a fair resolution for all parties. Results of the inquiries,recommendations, and notice of the student’s right to appeal will be submitted,in writing, to all parties within one week of the meeting with the student.
56H I G H E R C O L L E G E S O F T E C H N O L O G YIf the student is not satisfied with the decision, they may request a formal hearingbefore a Grievance Committee. This request must be made in writing to theirprogram dean within one week of receiving the recommendation for resolution.The written request must clearly state: a) the nature of the grievance, b) detailsof what actions have been taken to resolve the grievance, and c) statement ofrequested resolution. A copy of the recommendation for resolution written by thesupervisor or academic chair must be attached.Formal Grievance ProcedureIf a student chooses to file a formal grievance, the following will occur:Formal Grievance Review HearingThe dean who receives the request for a formal hearing will convene a GrievanceReview Committee. The Grievance Review Committee shall meet withintwo weeks after receiving the request to recommend a fair resolution to thegrievance. A designee of the Grievance Review Committee shall be named arecorder and will issue written recommendations to all parties within 3 days afterthe conclusion of the hearing.Composition of the Grievance Review CommitteeMembers of the Grievance Review Committee shall be assigned as follows bythe Dean:• Two (2) members of management (not directly supervising collegeemployee in question or involved in the grievance) will be assigned bythe director; one will act as committee chair, and the other recorder.• One (1) faculty member not affiliated with the department involved.• One (1) student representative, member of student council not involved inthe grievance to date.STUDENT SUPPORT SERVICESAppeal to the DirectorIf the student is not satisfied with the decision of the Grievance ReviewCommittee, they may appeal to the Director in writing within one week. TheDirector will review all documentation to date and as prepared by the GrievanceReview Committee, as well as any appeal statements, and shall deliver a writtendecision within one week after reviewing the case. The Director’s decision willconstitute final action by the college.Time limits on filing a grievanceA student must file a grievance within two weeks of the action that gives riseto the grievance. This rule may be suspended under exceptional circumstances:illness, leave, or absence of one or both parties to the grievance.Withdrawal of GrievanceA student may chose to withdraw their grievance at any stage in the process.Should the student fail to comply with the above procedure, the grievance will beconsidered withdrawn.Student Handbook - 2011-2012
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