General Student Grievance Procedure

VGCC is committed to maintaining and strengthening an environment founded on civility and respect. The College also is committed to fostering a community that promotes prompt reporting and the timely, fair resolution of problems.

The College provides for problem resolution through a general grievance procedure. Every student has the right to report problems or complaints free from discrimination, restraint, coercion, restraint, or retribution. This policy applies to any student concern or dissatisfaction within the College environment except:

• Academic integrity violations
• Non-academic student code of conduct violations
• Academic grievances and final grade appeals
• Discrimination and unlawful harassment, including sexual harassment and sexual violence
• Any other matter with a specific complaint process outlined in the VGCC College Catalog.

The general grievance process can be initiated by students any time by telling a College faculty or staff member about a problem they are experiencing. Faculty and staff will assist the student with completing the General Student Grievance Form and either personally, or electronically via the student’s VGCC email address, submitting the form to the Dean of Students, Equity, Retention & Success. The Dean, or the Dean’s designee, will investigate the problem. The investigating individual may require further information from the student and may seek information from appropriate college offices, as needed, to respond to the complaint. While a general grievance may be initiated at any time, students are encouraged to report problems as soon as possible from the initial date of the incident. It is important to note working days exclude weekends and holidays.

Order of Procedure

The procedure will occur in the following order:

1. Within 3 days of receipt of the General Student Grievance Form or verbal report from the student, the Dean of Students, Equity, Retention & Success will arrange a meeting with the student to discuss the problem. The Dean will negotiate a satisfactory resolution to the grievance and communicate the result in writing to the student within 3 business days from the date of the initial meeting.:
   1. If the problem cannot be quickly resolved, the Dean, will immediately initiate an investigation of the grievance. The Dean will complete the investigation within 10 business days from date of the initial meeting. If the investigation requires additional time, the Dean will notify the student of the extended time in writing via the student’s VGCC email address. It is the student’s responsibility to follow up with the Dean during this time period.
2. A written response from the Dean will be provided to the student within 5 working days of the investigation completion date.  The response will outline the investigation and provide a rationale for the grievance resolution
3. If unsatisfied with the Dean’s resolution, the student will have 5 working days to request a hearing of the Judicial Committee from the Vice President of Learning, Student Engagement & Success. The office of the Vice President of Learning, Student Engagement & Success will contact the Judicial Co-Chairs to arrange the requested hearing. The date of the hearing will be scheduled within 5 working days from the receipt of the student’s request. The student will be notified by the office of the Vice President of Learning, Student Engagement & Success of the date and location of the hearing.
4. The Judicial Committee will provide a written recommendation of their decision to the President of the College within 5 working days of the hearing.
5. The President will make a decision and notify the student within 5 working days of receipt of the committee’s recommendation. The decision of the President is final.

A log of all student grievances along with all materials and reports shall be maintained on file in the office of the Vice President, Learning, Student Engagement and Success for an indefinite period of time.

General Student Grievance Form