The written complaint should include, at a minimum:
Complainant's name, student ID number, and contact information.
Date of submission.
A clear and concise statement of the complaint, including specific facts, dates, times, and locations.
Name(s) of the individual(s) (if applicable) and their department/role.
Any supporting documentation (e.g., emails, photographs).
A description of any steps already taken to resolve the issue informally and the outcome.
The specific resolution or remedy sought by the student.
The complainant's signature (or electronic equivalent).
Acknowledgement and Initial Review:
The complaint facilitator/administrator will acknowledge receipt of the formal complaint in writing (typically via KSU email) within five (5) business days.
The complaint facilitator/administrator will conduct an initial review to:
Determine if the complaint falls within the scope of this policy.
Identify if it should be redirected to another office or policy. If redirected, the student will be notified.
Assess if the complaint contains all necessary information; further information may be requested from the complainant.
Assign the complaint to an appropriate KSU official or committee for investigation and/or resolution. This will often be the supervisor of the employee/unit involved, or a higher-level administrator if the complaint is against a department head.
Investigation and Fact-Finding:
The investigating official/body will conduct a fair and impartial investigation of the complaint. This may involve:
Interviewing the complainant.
Notifying the respondent(s) of the complaint (providing a summary or copy, as appropriate) and providing them an opportunity to respond in writing and/or verbally.
Interviewing the respondent(s).