Formal Complaint Process


DEADLINES FOR FORMAL COMPLAINTS
(INCLUDING GRADES)
Fall Quarter: Last day of Winter Quarter
Winter Quarter: Last day of Spring Quarter
Spring Quarter: Last day of Fall Quarter
Summer Quarter: Last day of Fall Quarter

To be considered under the formal process, a complaint, including a grade complaint, must be filed in writing with the campus Complaints Officer by the final day of the quarter following the quarter in which the problem occurred,  as  provided in WAC  132F-121-080 and WAC 132F-121-090. For purposes of complaints, the quarter which follows spring quarter is fall quarter. The written document should fully specify the facts and other grounds on which the complaint is based, and should include copies of relevant supporting documents when feasible. The Complaints Officer may extend any deadline herein for good cause.

  1. Administrative Procedures:
  2. When a student files a formal complaint, the Complaints Officer will determine whether it qualifies as a complaint and provide notice to that effect to the student who filed the complaint.  Upon determination that the complaint does qualify, the Complaints Officer will provide copies of the complaint and supporting documentation to the individual named in the complaint (respondent) and the respondent’s supervisor. The respondent will then submit a written response to the Complaints Officer and the respondent’s supervisor. The Complaints Officer will then forward the written response, or notice that no response was received, to the student.

  3. Conference Meeting:
  4. If dissatisfied with the response, the student may provide a written request to schedule a conference with the respondent.  The Complaints Officer will schedule a conference meeting with the student, the respondent and the respondent’s supervisor.  The intent of the conference meeting will be to facilitate resolution and will be moderated by the Complaints Officer.  The Complaints Officer will produce a written statement summarizing the conference and provide copies to each of the invited conference attendees.

  5. Review Request and Final Decision:
  6. After  receiving the conference summary, the student may obtain an administrative review by filing a written request with the Complaints Officer.  The Complaints Officer will forward the written request, complaint and other relevant documents to the appropriate administrator.  The administrator will review the complaint and investigate as appropriate, rendering a written decision.  This decision by the reviewing administrator is final.

FORMAL COMPLAINT
PROCESS TIMELINE

1.

File paperwork. Formal complaint must meet the quarter deadline and include:

Student Complaint Reporting Form
Copies of all supporting documents

2.

Complaints Officer will determine if the complaint qualifies. If the complaint does not, the Complaints Officer will notify the student within five (5) working days. The student may request administrative review of this decision by submitting a written request within five (5) working days of the disqualification notice. If the complaint does qualify, the Complaints Officer will forward the qualifying complaint and supporting documents to the respondent and respondent’s supervisor within five (5) working days from receipt of the complaint.

3.

Respondent will provide a written response to the Complaints Officer and the respondent’s supervisor within ten (10) working days.

4.

Complaints Officer will forward the response, or notice that no response was received, to the student within five (5) working days of receipt of the response.

5.

If the student is dissatisfied with the response, the student may submit a written request to the Complaints Officer, within five (5) working days, to schedule a conference with the respondent.

6.

The Complaints Officer will schedule a conference within five (5) working days of the written request. The conference must be convened within ten (10) working days of receipt of the written request or as soon thereafter as feasible. The conference will include the student, respondent, respondent’s supervisor and the Complaints Officer as the moderator.

7.

The Complaints Officer will provide a written summary of the conference to all parties within ten (10) working days of the conference.

8.

The student may request an administrative review of the outcome by submitting a written request to the Complaints Officer within five (5) working days of receiving the summary.

9.

The Complaints Officer will forward the request, complaint, supporting documentation and summary to the appropriate administrator within five (5) working days.

10.

The administrator will review the complaint and documentation, may conduct interviews as appropriate and render a written decision within ten (10) working days after receipt of complaint, or as soon thereafter as feasible. The decision of the reviewing administrator is final.