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Academic Procedures and College Complaints and Appeals

Academic Procedures

Please review the academic procedures.
Non-academic complaint procedures
Procedures for Howard Community College (HCC) students to address non-academic complaints are addressed here and in the catalog, which is available on the college website. These procedures are reviewed annually by the office of student rights and responsibilities prior to publication of the student handbook and the catalog. There is a separate process for filing each type of non-academic complaint.

Procedures related to filing complaints regarding violations of the college's policies on non-discrimination and sexual misconduct are outlined in the procedures 63.01.01, Discrimination Complaint and 63.01D.01, Sexual Misconduct. If after following these procedures, a student alleges failure by the college to comply with the requirements of Title IX, the student can file a complaint with the U.S. Department of Education.

HCC students with disabilities who have complaints regarding physical accessibility of campus or provisions for academic accommodation can follow the grievance procedures outlined in the Disability Support Services Student Handbook available on the HCC website.

Procedures for complaints regarding the requirements of FERPA are outlined in college policy 50.05, under “Right to Challenge Student Records.” If after following these procedures, a student alleges failure by the college to comply with the requirements of FERPA, the student can file a complaint with the U.S. Department of Education.

The procedures for handling complaints regarding the area of student success area (i.e., academic support services; admissions and advising; athletics; counseling and career services; disability support services; financial aid services; records, registration, and veterans' affairs; student life; test center, and campus services) are outlined below.
1. Students should first attempt to resolve their concerns directly with the appropriate staff member. To start the complaint process, a student must send their complaint to the staff member, in writing, and include the following information:
- - Outline of their concern(s).
  - Provide their desired resolution.
  - Request an opportunity to schedule a time to meet to discuss the concern(s). Discussions about a complaint can occur via email, virtually or in person. Once the staff member has received the complaint, they will share their decision with the student.
2. If the student cannot resolve their complaint directly with the staff member, the
student may appeal the decision to the staff member’s immediate supervisor to
discuss the problem (Offices and Departments). An appeal is sent
to the supervisor, in writing, and must include the following information:
- - Outline of the concern(s) and describe the steps taken up to this point to resolve the concern(s).
  - Provide an explanation for why they do not agree with the staff member’s decision.
  - Provide their desired resolution.
The staff member’s supervisor will review the complaint and will follow up with the student if additional information is needed. If additional information is needed, discussions about a complaint can occur via email, virtually, or in person. Once the staff member has reviewed the complaint, they will share their decision with the student.

3. If the student does not feel their concern has been resolved at the supervisor level, the student may request a final review by the associate vice president of student development and social support (AVPSDSS). The AVPSDSS may choose to review the complaint directly or identify a designee to review the complaint on their behalf. An appeal is sent to the office of student rights and responsibilities (rightsandresponsibilities@howardcc.edu), in writing, and must include the following information:
- - Outline their concern(s) and describe any steps they have taken up to this point to resolve the concern(s)
  - Provide an explanation for why they do not agree with the supervisor’s decision.
  - Provide their desired resolution.
The AVPSDSS or their designee will review the complaint and will follow up with the student if additional information is needed. If additional information is needed, discussions about a complaint can occur via email, virtually, or in person. Once the AVPSDSS or their designee has reviewed the complaint, they will share their decision with the student. Decisions made by the AVPSDSS is final.

Staff from the office of student rights and responsibilities are available for advocacy or advice should students feel the need for additional assistance relative to college policy and regulations.
Records and Registration Appeals Committee

A student who has an unexpected life event or other extenuating circumstances during a term may request an exception to HCC’s dates and deadlines. To initiate the appeal process, the student must submit a registration appeal to Records, Registration, and Veterans’ Affairs. A complete appeal includes the appeals form, which is available through RRVA and online, a personal statement, and appropriate supporting documentation signed and dated. Non-failing grades are not appealable. Appeals must be submitted to RRVA no later than the end of the seventh week of the next fall or spring semester following the term for which the student is appealing. Students whose appeals are denied are entitled to submit a second-level appeal to the attention of the registrar. A final appeal may be made to the vice president of student success; the decision of the vice president of student success is final. For the full policy see the Records and Registration Procedure.