Student Complaint Procedure: Informal Report and Resolution Process

Type: 
Procedure
Category: 
Students
Department: 
Academic and Student Affairs
Phone: 
(541) 463-5732
Primary Contact: 
Kerry Levett
Contact Email: 
Responsible Executive Authority: 
Executive Dean, Student Affairs
Purpose: 

The informal student report and resolution process is designed to resolve problems for students who are having difficulties with other students, staff or campus procedures short of written complaints, investigation and disciplinary action.

This process should not be used for complaints involving academic, disability, or discrimination issues; it should also not be used for allegations of racial or sexual harassment.

Narrative: 

Purpose

The informal student report and resolution process is designed to resolve problems for students who are having difficulties with other students, staff or campus procedures short of written complaints, investigation and disciplinary action.

Other Complaint Processes

If the complaint involves any of the following, the Student Complaint Process should not be used.  Refer to the appropriate procedures:

In addition problems with faculty members must be discussed with the division dean and follow the dispute resolution processes as outlined on the faculty contract.

Advocates

Assistance with the informal report and resolution process is available at Counseling, Student Life and Leadership Development and the Women's Center.

Record Keeping

The only college record that will be kept of an informal unwritten report will be by type of incident, department and the relationship of those involved.  A report that summarizes all informal problems will be forwarded to the president, vice presidents and division/department managers on a periodic basis.  No information that would identify the complainant or the accused will be included in this report.

How to Resolve a Problem Informally

Step 1:   If you have a problem with another student, a staff person or college policy, you should initially discuss the problem with one of the campus advocates.  Problems with class grades or content must first be discussed with the instructor and the division dean.

Although you are encouraged to discuss the problem with one of the campus advocates, you may initially contact someone on staff with whom you are comfortable and trust.  You will later need to talk with a campus advocate to get assistance as described below.

Step 2:  Consider the informal options available.  The campus advocate will counsel you about the options available.  These options include talking to the person(s) with whom you are having trouble or talking to the division/department manager with or without the support of the campus advocate; dropping the issue; or filing a formal, written complaint (see Student Complaint Procedure: Formal).

In some situations, it may be possible for the campus advocate to resolve the problem without your direct involvement.  In this situation, having the contact person talk to the accused about the complaint could result in a change of behavior without the necessity of revealing identity.

Step 3:  Decide on a course of action.  If you want to try and informally resolve the problem, decide how to proceed (see step 2 for examples).  If, after discussing the incident with a campus advocate, you decide to go no further, the only record of the incident will be in the report that summarizes all informal problems.

If the complainant wishes to go ahead with the informal complaint, they decide how to proceed.  (See Step 2 for examples).

Step 4:  Take the action decided upon.

Step 5:  If you are not satisfied with the results of the informal resolution and wish to file a formal complaint, the campus advocate can explain the formal complaint process and provide assistance.

See also Student Complaint Procedure: Formal.

Date Adopted: 
Wednesday, March 1, 2000
Date Last Reviewed: 
Thursday, June 27, 2013