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doc14542 student-complaints.pdf
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"text": "KENTUCKY STATE UNIVERSITY\nPOLICIES AND PROCEDURES",
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"text": "1. Policy",
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"text": "Kentucky State is committed to treating all students fairly and respectfully. Students should first attempt to resolve their concerns informally through collaboration and discussion. Students may resolve many issues by meeting with the concerned parties and/or scheduling an appointment to meet with a faculty or staff member and discussing the concern in a clear, honest, and respectful way. Some issues, however, may require resolution through an existing, prescribed process (see References). Not every written inquiry or concern from a student constitutes a formal written student complaint. Formal written student complaints typically involve requests for resolution after the University has denied a student an action or service and after the student has exhausted any existing procedures to resolve the concern. If a student concern cannot be resolved informally, or through an existing process, then the student may file a formal complaint through the Dean of Student Leadership, Conduct, and Health."
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"text": "Note: It is not the intention of the University to use the formal written student complaint process as an appeal for a prior decision. If the University has resolved the student concern through an existing process, properly administered, and fundamentally fair, the University will generally deem that student's complaint resolved."
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"text": "Submitting a formal written student complaint:"
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"text": "Step 1. Students may submit their formal written complaint in one of two ways:"
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"text": "Submit a formal written complaint by sending an e-mail to:",
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"text": "The following information must be included for the submission to be considered a formal written complaint:"
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"text": "specific information about the complaint - include dates, persons, and other information",
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"text": "steps the student has taken to resolve the complaint; and",
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"text": "an explanation of what the student would consider to be a satisfactory resolution to the complaint. If submitted in writing, the student's signature must be included in the complaint. Anonymous complaints are not accepted.",
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"text": "Step 2. Upon receipt of a written student complaint, the Dean of Student Leadership, Con- duct, and Health will contact the student via email to confirm receipt of the complaint. If the complaint is incomplete or lacking sufficient information, the Dean of Student Leader- ship, Conduct, and Health will notify the student. The Dean of Student Leadership, Con- duct, and Health shall also specifically state what additional information is needed before the complaint is considered a formal written complaint. If there is another resolution process prescribed by existing policy and it is clear the student has failed to follow that process."
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"text": "first, the Dean of Student Leadership, Conduct, and Health will notify the student that he/she will not accept the formal written complaint until the student attempts the other resolution process first."
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"text": "Step 3. If the written complaint contains sufficient information and the student has exhausted the existing procedures to resolve the complaint (if applicable), then the Dean of Student Leadership, Conduct, and Health will record the complaint in the complaint tracking log and forward the complaint to the office responsible for resolution (responsible office):"
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"text": "NOTE: The Dean of Student Leadership, Conduct, and Health is not an advocate for any party to a dispute. The Dean of Student Leadership, Conduct, and Health is an advocate for a fair process. In most cases, the Dean of Student Leadership, Conduct, and Health will refer the matter to another office for resolution. The University has designed this process to ensure that the appropriate official considers the complaint and provides an impartial review."
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"text": "Step 4. Within five (5) business days of receiving a formal written complaint from the Dean of Student Leadership, Conduct, and Health, the responsible official shall:"
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"text": "Step 5. Within thirty (30) calendar days of receiving a formal written student complaint from the Dean of Student Leadership, Conduct, and Health, the responsible office shall notify the Dean of Student Leadership, Conduct, and Health, in writing, about the resolution of the complaint."
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"text": "If the case remains open, the responsible office shall provide an update to the Dean of Stu-dent Leadership, Conduct, and Health every thirty (30) calendar days. If a complaint remains open for more than sixty (60) calendar days, the Dean of Student Leadership, Con- duct, and Health shall notify the University President."
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"text": "The responsible office shall maintain a record of the complaint and its disposition for three (3) years after resolution in accordance with Model University Records Retention Schedule. The Dean of Student Leadership, Conduct, and Health, however, shall be responsible for maintaining the complaint tracking log documenting the three (3) prior years of formal written complaints."
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"text": "Once the student has exhausted all options for the resolution of a complaint with Kentucky State, the student has the right to file a complaint with the Kentucky Council on Postsecondary Education at http://cpe.ky.gov/campuses/consumer_complaint.html or the South-ern Association of Colleges and Schools Commission on Colleges at www.sacscoc.org."
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