The safety and security of the College Community are of vital
concern to Hagerstown Community College. As part of the efforts
to control crime on the campus and to assure a safe environment
for students, faculty and staff, the Campus Police Department prepares
an “Annual Security Report” in compliance with 20 United
States Code section 1092 (f), the “Jeanne Clery Disclosure
of Campus Security Policy and Campus Crime Statistics Act.”
The report reflects policies and services designed to provide a
safe environment and set a standard of conduct which is most conducive
for a safe college campus.
HCC has its own Police Department, certified by the Maryland Police
and Correctional Training Commissions. The officers hold special
police commissions and have full police authority on campus and
at off campus locations under the control of HCC. The mission of
the Campus Police is to serve and protect the college community
and enforce all laws and college policies. The Campus Police Department
embraces a community-based philosophy, in which the department strives
to prevent crime, provide assistance to victims, investigate reported
incidents and provide information to the college community regarding
serious crimes or unsafe conditions in areas on campus and off campus
but reasonably contiguous to the campus. The Campus Police patrol
the campus and enforce all College and Maryland State traffic and
parking laws, in addition to all applicable Federal and State criminal
laws. They have the authority to make arrests, make traffic stops,
and to issue Maryland State traffic citations. The Campus Police
maintains a cooperative working relationship with the Washington
County Sheriff's Department, the Maryland State Police and other
law enforcement agencies.
The Campus Police Office is located in the LRC Building, room LRC129,
which is in the area of the loading dock. The office phone number
is (301) 790-2800 ext. 312, or dial 312 from any campus network
phone. The emergency number is extension 308 from any campus
network phone.
The Campus Police Department provides a certified police officer
during the hours of 7:00am to 3:00pm, Monday through Friday. During
the hours 4:30pm to 10:30pm, Monday through Thursday, the Campus
Police Department provides a Security Officer who is an off duty
Maryland State Trooper. The security Officers have full arrest powers
as State Troopers and can resort to that level of authority if the
need arises. As Security Officers they will patrol the Campus, investigate
incidents, enforce all College traffic and parking regulations and
provide student escorts when needed. To reach a Security Officer
dial #308 from any campus non-public phone. During all other
hours the College provides a maintenance/security worker who does
not have arrest powers nor conducts investigations, but will notify
the appropriate authority in the event of an emergency. This worker
can also be reached by dialing #308 from any campus non-
public phone.
Other services provided by the police include, but are not limited
to:
The Campus Police Department maintains a daily crime log of all
crimes reported. The log is available for public view in accordance
with the 1998 amendments to the Campus Security Act. Appointments
must be made through the Campus Police Department.
Security information alerts are posted on bulletin boards, published
in the college weekly news letter, "What's Happening",
and sent out to all Students, Faculty, and Staff via the college's
e-mail network regarding serious/violent incidents occurring on
or near the college campus. In cases of a violent crime against
person ( Murder, Sexual Assault, Robbery, Aggravated Assault, or
Hate Crimes), an alert will be given as soon as possible after information
is received regarding such an incident.
Yearly the Campus Police prepare and disclose the crime statistics
for HCC . The statistics reflect the enumerated crimes for the past
three - year period occurring on campus, at specific off campus
locations, and on public property reasonably contiguous to the campus,
as mandated by the Jeanne Clery Act.
The statistics are taken from the reports filed by the Campus Police,
information furnished to the Campus Police by the Washington County's
Sheriff's Department and the Maryland State Police Department regarding
crimes reported to those agencies, and from notifications to the
Campus Police or College Security Authority regarding the occurrence
of an enumerated crime. All incidents reported to the Campus police
or College Security Authority are included in the Crime Statistics,
regardless of whether or not the victim files charges or an arrest
is made. In cases where the victim/complainant wants to remain anonymous,
confidentiality is maintained but the incident is included in the
statistics. The Crime Statistics are part of this report
and follow the written policies of the College.
As a foundation to promote and maintain a safe campus, HCC has
college policies that address violence, sexual assault, possession
or use of firearms, drugs and alcohol. HCC recognizes the preventive
value of timely publication of reported crimes and continually encourages
students, faculty and staff to report offenses promptly to the Campus
Police, Security Officer, or to a Campus Security Authority. Should
the victim of an incident decide not to seek an arrest or prosecution
of the person(s) responsible, the Campus Police still encourages
them to report the incident. The reporting of all incidents on campus
assists in developing effective crime prevention programs and compiling
yearly crime stats. The reporting of incidents by witnesses/victims
is on a voluntary and confidential basis and anonymity is maintained
unless prohibited by law.
Other than the Campus Police or Security Officers, a campus security
authority is defined as an official with significant responsibility
for students, campus activity, student discipline, control of college
property or campus judicial. The campus security authorities at
HCC are listed below:
Many departments and hundreds of people support the mission of
the Campus Police by actively promoting safety and security on this
campus. However, a truly safe campus can only be achieved through
cooperation of all college community members. Help keep the campus
safe for yourself and others by reporting any suspicious activity,
incident, or emergencies to the Campus Police.
The Campus Police handle all reported information confidentially
and maintains security over all police reports and files. In conformity
with other police agencies, reports generated by the Campus Police
are usually available to those persons who are directly involved
in the incident.
In some cases, reports are available to others in consistency with
other police agencies or mandated by law. Names of suspects, victims
and/or witnesses are not released unless approved by the President
of Hagerstown Community College or mandated through the process
of law.
The Campus Police investigate all reported incidents occurring
within their jurisdiction. Incidents not occurring within that jurisdiction
are referred to the law enforcement agency for the other area. The
Campus Police will assist victims of crimes occurring in other jurisdictions
to the limit allowed by law. Victims of crimes are encouraged to
report incidents even if they decide not to prosecute perpetrators.
Anonymous reports of criminal incidents are documented and investigated
by the Campus Police.
The Campus Police has a program where messages are periodically
posted in HCC's weekly news letter "What's Happening"
with suggestions promoting safety and security on campus. Preventing
crime and establishing a safe campus can only be achieved and maintained
if everyone in the college community takes part. The messages are
posted to remind everyone to be aware of potential hazards and that
in most cases they can prevent themselves from becoming victims
of crime.
During normal business hours the majority of the buildings and
grounds are open to the public, provided there is no disruption
to classes, staff or college events. To assure the college provides
safety and security conducive for an institution of higher education,
the college reserves the right to restrict access to any or all
campus and non-campus buildings; parts of the campus or the entire
campus as the need arises. After normal business hours the buildings
are locked by a member of the college staff and access to the buildings
is prohibited except by authorized personnel.
The normal business hours are Monday through Friday, 7:00 a.m.
to 10:00 p.m. and Saturday, 7:00 a.m. to 2:00 p.m. The college is
closed on Sundays, except for a few scheduled classes and access
to facilities is limited to those classes. The college is also closed
on all official holidays recognized by the college. During inclement
weather or extreme emergencies, the college may announce it is closed
via radio and television broadcasts. The only exceptions are for
events in the ARCC; special events; special classes and training
sessions or extended library and/or computer lab hours as published
in current class schedules or other college publications.
Code of Student Conduct
All HCC students in every academic program fall
under this code of conduct. Some academic programs may have supplemental
behavioral codes with additional requirements.
1. Basic Principles
Freedom to teach and freedom to learn are inseparable
facets of academic conditions in the classroom, on the campus,
at other College sites, and in the community. The student rights
of free inquiry and free expression are indispensable to the learning
experience and to participation in an academic community. As members
of the larger community of which the College is a part, students
are entitled to all rights and protection accorded them by the
laws of the community.
Students are expected to exercise their freedom
with responsibility. The College has established rules relating
to academic integrity and behavior that students must follow so
the teaching/learning process is not disrupted. Students are expected
to produce work that is the product of their own learning and
academic effort and will sign a pledge to that effect. Grades
and degrees must represent honest work and accomplishments. If
a student chooses not to abide by these rules and expectations,
s/he may lose the privilege of attending Hagerstown Community
College.
By the same token, students are also subject to
all laws of the community, which are implemented by law enforcement
officers. When students violate College regulations, they are
subject to disciplinary action by the College whether or not their
conduct violates the law.
2. Student Bill of Rights
A. All rights and privileges
guaranteed to every citizen by the Constitution of the United
States and by the State of Maryland apply to all students.
B. Students have a right to
pursue appropriate opportunities for learning in the classroom,
on the campus, and in the community that are provided by the College.
They should expect faculty to evaluate their performance objectively
based on academic criteria, not on opinions or conduct in matters
unrelated to academic standards unless that conduct violates College
regulations or the Code of Conduct.
C. Students have the right to
learn in an environment in which academic integrity is valued
and practiced.
D. Students have the right to
freedom of expression, inquiry, and assembly without restraint
or censorship subject to reasonable and non-discriminatory College
rules and regulations regarding time, place, and manner.
E. Students have the right to
inquire about and to propose improvements in policies, regulations,
and procedures affecting the welfare of students through established
student government procedures, campus committees, and College
staff.
F . Students shall have access
to their educational records and the College will protect student
educational records from dissemination or transferability without
a student’s consent. In this regard, it is College policy
to comply fully with the provision and regulations of the Family
Educational Rights and Privacy Act (FERPA) of 1974.
G. Students have the right to
an impartial hearing and the right of appeal.
3. Prohibited Conduct
Academic integrity violations
A. Cheating on placement tests,
exams, tests, and quizzes. Examples of cheating include but are
not limited to:
1) giving or accepting unauthorized
exam material or using illegitimate sources of information,
2) dishonestly obtaining
copies of an exam or providing or receiving information about
an exam,
3) exchanging information
during an exam or copying from another’s paper,
4) using “crib sheets”
or any other unauthorized aids including all electronic retrieval
devices or materials during an exam, and
5) taking an exam in the
name of someone else.
B. Plagiarism is the use of
ideas or work of another without sufficient acknowledgment that
the material is not one’s own. Examples of plagiarism include:
1) submitting material created
by another as one’s own work or including passages of another
author without giving due credit, and
2) submitting purchased
material, in any form of communication, as one’s own work.
C. Computers should be used
for academic purposes only. Examples of misuse of computers include:
1) illegal copying of commercial
software or data protected by copyright or special license,
2) unauthorized access to
computer files,
3) copying/pasting, in any
form, another student’s exam or homework files and submitting
as one’s own,
4) planting viruses on local
or network drives, and
5) sharing one’s own
or using the account number of another to access the system.
D. Unauthorized collaboration
with other individuals in the completion of course assignments.
E. Using fraudulent methods
in laboratory, studio, special projects, or field work.
F. Intentionally or knowingly
helping or attempting to help another student violate any provision
relating to academic integrity.
Behavioral violations on College premises or at
College-sponsored or College-supervised functions
A. Failure to comply with directions
of College staff acting in performance of their duties. Showing
disrespect toward any faculty or staff member, through actions,
comments, obscene or excessively loud language.
B. Theft, misuse, or damage to
College property (including equipment, the computer network, phones,
mail, and transportation), property of a member of the College
community or a campus visitor.
C. Unauthorized entry onto the
property of the College or into faculty/staff offices or facilities
which have been placed off limits; unauthorized presence in a
College facility after closing hours.
D. Unauthorized use of skateboards,
roller blades, and scooters.
E. Illegal possession, use, sale
or distribution of alcohol, any controlled substance, street drugs,
or drug paraphernalia. The use of drugs or of alcoholic beverages
shall not in any way limit the responsibility of the individual
for the consequences of his/her actions.
F. Disorderly, lewd, or indecent
behavior; or distribution of obscene or libelous written material.
G. Mental or physical abuse,
including verbal or physical actions which threaten or harm individuals
or which promote hatred or prejudice.
H. Any act, comment, or behavior
which is of a sexually suggestive or harassing nature and which
creates an intimidating, hostile, or offensive environment and
interferes with another student’s or employee’s rights
or performance.
I. Disruption of teaching, research,
administration, or disciplinary proceedings, or other College
activities, including public service functions, and other authorized
activities.
J. Children under the age of
12 who are not registered credit or noncredit students, who are
not participating in an authorized college activity, or who are
not attending a scheduled event shall not be left unattended anywhere
on the college campus.
K. Only properly registered students
should attend scheduled classes. However, individuals including
students’ children, relatives or friends may accompany them
to a class session with the instructor’s permission.
L. Use of cellular phones or
pagers during class. Students must disengage or place devices
on inaudible signal so as not to disturb or interfere with classroom
activities.
M. Occupation or seizure of College
property or facilities, or participation in informal or formal
assembly that threatens or causes injury to person or property.
This includes activities that interfere with access to College
facilities, as well as remaining at the scene of such an assembly
after being asked to leave by College staff.
N. Possession, use, and/or threat
of use of firearms, weapons, incendiary devices, explosives, or
the unauthorized use of any agent capable of inflicting serious
bodily injury to any person on College property or at College-sponsored
activity sites.
O. The act of maliciously setting
off a fire alarm or the use of any fire safety equipment.
P. Smoking and/or the use of
other forms of tobacco products in campus buildings.
Q. Operation and parking of motor
vehicles on HCC property in violation of College regulations.
R. Violation of the terms of
disciplinary probation or any College regulation during the period
of probation.
S. Gambling except for approved
charitable fund-raising activities.
T. Fiscal irresponsibility such
as failure to pay College-levied fees and fines, failure to repay
College-funded loans, or the passing of worthless checks to College
officials.
U. The intentional provision
of false information to College officials.
4. Sanctions
The following are sanctions which may be invoked
by the College for individual students, groups of students, or
student organizations in cases where there has been a violation
of the Code of Student Conduct. The listing is not inclusive of
all options which the College may choose to exercise. The Dean
of Student Affairs will maintain a record of imposed sanction(s)
for behavioral violations and the Vice President of Academic Affairs
will keep a record of imposed sanction(s) for academic integrity
violations.
Student Sanctions:
A. Grade of F: A failing grade
for an assignment or for a course grade may be assigned by a faculty
member for academic integrity violations.
B. Reprimand: A reprimand gives
official written notice to the student that any subsequent offense
against the Code of Student Conduct will carry heavier penalties
because of a prior infraction.
C. General Probation: A student
may be placed on General Probation when involved in a minor disciplinary
offense. Under General Probation, the student is given a chance
to show capability and willingness to observe the Code of Student
Conduct without further penalty. If the student errs again, further
action will be taken.
D. Restrictive Probation: Restrictive
Probation results in loss of good standing, which may limit activity
in the College community. Generally, the student will not be eligible
for initiation into any local or national organization, and may
not receive any College award or other honorary recognition. The
student may not occupy a position of leadership or responsibility
with any College or student organization, publication, or activity.
Any violation of Restrictive Probation may result in immediate
suspension.
E. Suspension: Suspension results
in the exclusion from class(es), and/or all other privileges or
activities of the College for a specified period of time as determined
by the Dean of Student Affairs or designee. This sanction is reserved
for those offenses warranting discipline more severe than probation
or for repeated misconduct. Students who receive this sanction
must request and obtain specific written permission from the Dean
of Student Affairs or designee before returning to campus.
F. Expulsion: When expelled,
a student is dismissed from campus for an indefinite period of
time and loses student status. The student may be readmitted to
the College only with the approval of the President.
G. Restitution: Students will
be responsible for paying for damaged, misused, destroyed, or
lost property belonging to the College, College personnel, students,
or others.
H. Loss of Academic Credit or
Grade: Loss of academic credit or a grade can be imposed as a
result of academic dishonesty.
I. Withholding transcript, diploma,
or right to register or participate in graduation ceremonies:
These sanctions can be imposed when financial obligations are
not met. The student will not be allowed to register or to participate
in commencement until all financial obligations are met.
Organizations/Group Sanctions:
J. Group Probation: Group probation
is given to a College club or other organized group for a specified
period of time. If group violations are repeated during the term
of the sentence, the charter may be revoked or activities restricted.
K. Group Restriction: College
recognition is removed during the semester in which the offense
occurred or for a longer period of time. While under restriction,
allocated activity funds will be revoked and the group may not
seek or add members, hold or sponsor events in the College community,
or engage in other activities as specified.
L. Group Charter Revocation:
College recognition is removed for a group, club, society, or
other organizations for a minimum of two years. Recharter after
that time must be approved by the President.
M. Group Restitution: Student
organizations will be responsible for paying for damaged, misused,
destroyed, or lost property belonging to the College, College
personnel, students, or others.
Approved: Board of Trustees, 5/06
5. Implementation Process
A. Academic Integrity Violation Process
Charges of academic dishonesty on the part of a
student may be reported by any member of the College community
to the person responsible for the academic endeavor, hereafter
referred to as the instructor.
Due process and confidentiality must be maintained
throughout the procedures. An individual in violation of these
tenets will be censured.
Step 1—Instructor/Student Conference
A. The Conference
A conference occurs between the student and the instructor to
discuss an alleged violation. Possible conclusions include mutual
agreement of innocence or a mutual agreement of guilt. If there
is agreement of guilt and penalty by the instructor and the student,
both will sign the Academic Integrity Incident Form and the matter
may be resolved at this level. The written record of the conference
will be submitted by the instructor to the Vice President of Academic
Affairs. The Vice President of Academic Affairs will send a letter
of reprimand to the student and a copy will be placed in the student’s
file. The maximum penalty for the violation may not exceed a grade
of “F” in the course.
B. Request for a Hearing
If there is no agreement between the instructor and the student
regarding the occurrence of a violation or if the parties do not
agree on the penalty, a request for a hearing to the College Hearing
Board may be made by the instructor or the student. The request
must be made in writing to the Vice President of Academic Affairs
within seven calendar days after the student-instructor conference.
Additionally, the Vice President of Academic Affairs may request
a hearing after a review of the submitted documentation regarding
incidents of a serious nature.
Step 2—Academic Integrity Hearing
Process
A. College Hearing Board Membership
The College Hearing Board will consist of three faculty and three
students. The Hearing Board will be chaired by an administrator,
who will vote only in case of a tie. Every attempt will be made
to follow the time lines indicated in Steps 2 and 3. However,
unique circumstances may dictate otherwise and shall be determined
reasonable and/or justified by the Hearing Board chair.
B. The Hearing Procedure
The Board will convene in a closed session no more than seven
calendar days after the request for a hearing has been made to
the Vice President of Academic Affairs. The student will be notified
by registered or certified mail of the time and date of the hearing.
If the student wishes to have a nonlegal advisor
present for the hearing, he/she will notify the Dean of Student
Affairs in writing at least one calendar day before the scheduled
hearing. A nonlegal advisor may include a spouse, parent, other
relative or friend. The advisor may confer with the student during
the hearing, but may not address the panel.
C. Hearing Board Actions
Following the presentations by the student and the instructor,
the panel will vote on its decision. The panel chair will inform
all parties that the Vice President of Academic Affairs will receive
the decision in writing within one calendar day. Measures imposed
by the College Hearing Board as disciplinary actions in proportion
to the gravity of the offense follow.
a. Exoneration
If the student is exonerated, a record will be kept in the Office
of the Vice President of Academic Affairs. However, no citation
will be placed in the student’s permanent college record,
and there will be no penalty to the student.
b. Reprimand
Reprimand is a formal written statement sent to the student and
placed in the student’s permanent college record. With the
exception of exoneration, the minimum penalty for an academic
integrity violation brought before the Hearing Board is a grade
of “F” in the assignment. The reprimand cites the
student’s inappropriate actions and indicates that any further
incidents will result in suspension from the College. The reprimand
will not be removed from the student’s permanent file upon
his/her leaving the institution, but will not be given as a college
record to other agencies.
c. Suspension
Suspension means separation of the student from the College for
a designated period of Board. Formal written notice of this action
is sent to the student and will remain a permanent part of the
student ’s record at Hagerstown Community College. This
notice will not be forwarded to other agencies.
d. Expulsion
Expulsion is the permanent dismissal from the College for Academic
Integrity violations of a grave nature.
D. Notification of Verdict
The Vice President of Academic Affairs or a designee will notify
the faculty member first and then the student within one calendar
day after receiving the panel’s decision. If the Vice President
of Academic Affairs is unavailable, it is then the Dean of Student
Affairs’ responsibility to do so
6. Behavioral Violation Process
A. Responsibility
The Dean of Student Affairs1 is responsible for implementing student
discipline procedures. The process shall be conducted to protect
the confidential nature of the proceedings.
B. Procedural Requirements
In order to provide an orderly method for handling student disciplinary
cases, the following procedures will be followed:
1. Charges:
Any college employee, representative, or student may submit charges
to the Dean of Student Affairs1 against any student or student
organization for violations of College regulations. When a student
organization is charged with a violation, the organization’s
officers and advisor(s) will represent the organization for purposes
of carrying out these disciplinary procedures. The individual(s)
making the charges, herein the complainant, must complete an Incident
Form which is available from the Office of the Dean of Student
Affairs. If charges are brought against a College employee by
a student, refer to the General Grievance Policy for Students.
The Incident Form includes:
a. name of the student(s)
or organization involved,
b. name of person making
the complaint,
c. the alleged violation
of the specific standards of the Code of Student Conduct,
d. the time, place, and
date of the incident,
e. names of person(s) directly
involved, or witnesses to the infractions, and
f. any other information
that may be related to the incident.
The completed
Incident Form must be forwarded directly to the Office of the
Dean of Student Affairs within five (5) work days2 following the
incident.
2. Investigation: Within ten
(10) work days after the charge is initiated, the Dean of Student
Affairs1 shall complete a preliminary investigation of the charge
and conduct an informal hearing.
3. Informal Hearing: At the
meeting, only the Dean of Student Affairs1 and the accused student
or organization will discuss the charges and the specific standards
of the Code of Student Conduct allegedly violated. If the Dean
of Student Affairs1 finds no reason to proceed, all charges will
be dropped. If the complainant disagrees with this action, a final
appeal can be made to the President of the College.
If the charges are not dropped, the accused may
elect one of three courses of action.
a. The student3 may admit the
alleged violation and request, in writing, that the Dean of Student
Affairs take whatever action seems appropriate.
b. The student3 may admit the alleged violation
and request a hearing before the College Hearing Board.
c. The student3 may deny the alleged violation,
in which case a hearing will be held by the College Hearing Board.
4. Formal Hearing: The Dean
of Student Affairs1 will set the date, time, and location for
the formal hearing and notify, in writing, all participants of
the arrangements. The formal hearing shall occur within ten (10)
work days after the informal hearing. Should the accused fail
to appear at the formal hearing, the hearing will proceed. The
accused has the right to be assisted by an advisor of his or her
choice and at his/her own expense. The accused is responsible
for presenting his/her own case, and the advisor is not permitted
to speak or participate. The advisor may confer with the student
during the hearing, but may not address the Hearing Board. The
student must notify, in writing, the Dean of Student Affairs1
regarding the presence of the advisor at least five (5) work days
before the hearing.
Following the testimonies of the accused and the
complainant, the Hearing Board will vote on its decision. The
Dean of Student Affairs1 will notify all parties after receiving
the panel’s decision.
5. Campus Notification: The Dean
of Student Affairs1 will provide written notification to appropriate
College offices regarding any actions needed in response to the
decision.
1 or a representative
acting on the Dean’s behalf
2 Herein, “work day”
is defined as those days when the College is open for business.
3 or organization
7. Final Appeal
A student or student organization may request an
appeal, in writing, of any imposed sanction to the President of
the College within five (5) work days. The President will review
all documentation and may conduct further inquiries. The President
shall render a decision within five (5) work days after the request
for appeal is submitted. The decision of the President shall be
final.
Approved: Faculty Assembly, 5/97
College Council, 5/97
Board of Trustees, 5/97
Student Government, 5/97
College Name Change, 6/98
College Hearing
Board: Purpose
The College Hearing Board is empowered
to hear grievances, deliberate and determine appropriate actions.
Composition and Selection of College Hearing
Board
The College Hearing Board consists of seven members for each hearing:
three faculty chosen by the Vice President of Academic Affairs,
three students chosen by the Dean of Student Affairs, and a chair
chosen jointly by the Vice President of Academic Affairs and the
Dean of Student Affairs.
General
Grievance Policy for Students
Introduction
The purpose of the General Grievance Policy for Students
is to provide a method of recourse to students who feel that a
particular action or series of actions on the part of a Hagerstown
Community College employee has violated accepted or stated institutional
practices and standards. Student concerns appropriate to this
policy include, but are not necessarily limited to, concerns regarding
ethical and professional behavior of employees, arbitrary application
of current College policies by employees, and perceived violations
of accepted rights of students such as the right to free expression
and the right to assemble.
Procedures
Informal Level
The intent of the informal level is to resolve student
grievances in the most equitable manner. If a student feels that
his/her rights have been violated, the student should meet with
the Dean of Student Affairs or his representative to discuss the
grievance. The Dean of Student Affairs will conduct an investigation
of the alleged charge(s). At the conclusion of the investigation,
it may be appropriate for the student to meet with the employee
who allegedly violated the student's rights. The student may request
the Dean of Student Affairs be present at this meeting. If resolution
is reached, all proceedings will cease. If there is no resolution,
the student has the right to initiate formal charges.
Formal Level
Step 1
• The student must
begin formal grievance procedures within 10 work days after the
initiation of formal charges by submitting a written statement
of the complaint to the Dean of Student Affairs. The statement
must explain what allegedly happened, what steps have been taken
prior to the submission of the written grievance, and what action
the student is requesting. The Dean will distribute copies of
the grievance to the appropriate parties.
• If a student wishes
to have another person present at any step of the formal procedure,
he/she may request the presence of a nonlegal advisor.
• The student will
then meet with the staff member and his/her supervisor. This conference
shall take place with 10 work days of the submission of the written
statement. Within five work days after the conference, the student
will be informed in writing of the outcome of this meeting.
Step 2
• If a mutually satisfactory
outcome is not achieved, the student may appeal the outcome to
the College Hearing Board.
• The student must
submit the appeal within 10 work days. The appeal must be in writing
and explain the nature of the grievance, the reason for the appeal,
and include any supporting evidence. The appeal shall be submitted
to the Dean of Student Affairs, who will convene the College Hearing
Board within five work days.
• The College Hearing
Board shall meet to hear the appeal within 10 work days, subsequent
to receipt of the student's written request. A written record
shall be made of the appeal hearing.
Step 3
• A student may submit
an appeal, in writing, to the President of the College within
five work days. The President will review all documentation and
may conduct further inquiries.
• The President shall
render a decision within five work days after the appeal is submitted.
The decision of the President shall be final.
Approved by the Student Government Association:
May 6, 1993
Approved by Management Council: May 27, 1993
Approved by Board of Trustees: June 22, 1993
Approved by College Attorney: June 24, 1993
College Name Change: June 1998
Grade and Academic Program Dismissal Appeal
Policies and Procedures
PROCEDURES A STUDENT SHALL FOLLOW TO CHALLENGE
THE FINAL GRADE ASSIGNED BY A FACULTY MEMBER. In order to successfully
appeal a grade, a student must offer convincing written arguments
that good cause exists for mandating a change of grade. If a student
fails to appeal a final grade within 15 work days from the date
the grade is posted to the student’s record, the student
forfeits the right to appeal.
I. Cause for Grade Appeal
Each of the following reasons, if supported by
sufficient written evidence, shall constitute “good cause.”
A. Assignment of a grade that is malicious
and/or discriminatory. This is applicable if, in determining the
grade, the professor clearly did not apply the same standards
used for grading other members of the class whose work and behavior
were similar to those of the appealing student.
B. Assignment of a grade that is arbitrary
and/or capricious. This is applicable if the professor apparently
had no discernible rationale for arriving at the grade given.
C. Assignment of a grade that has resulted
from innocent human error. The professor reported an incorrect
grade as the consequence of a mistake in computation, in recording,
or in some other mechanical aspect of the grading process.
None of the following shall constitute “good
cause” for the purpose of appealing a grade.
A. Disagreement with the course requirements
established by the professor.
B. Disagreement with the grading standards
established by the professor.
C. Disagreement with the judgment of the professor
in applying grading standards as long as he or she has made a
reasonable effort in good faith to be fair and consistent in exercising
that judgment. Good faith on the professor’s part shall
be assumed unless the student can offer convincing arguments to
the contrary.
D. The student’s desire or “need”
for a particular grade. While this sort of reason may seem compelling
to the individual on the personal level, it shall not be considered
“good cause” for purposes of appeal and shall not
be regarded as relevant in consideration of the student’s
appeal. Examples of the student’s need to have a higher
grade include, but are not limited to, the need to graduate, to
transfer course credits, gain employment or promotion, or to qualify
for a more advanced course.
II. Process for Grade Appeal
The following steps constitute the established
administrative procedures for appealing a final grade. All paperwork
and documentation of Steps 1 through 3 will be kept in the office
of the division chairperson.
All deadlines refer to work days. It is the student’s
responsibility to meet the established deadlines. Failure to attend
any of the scheduled meetings or the College Hearing Board hearing
without reasonable justification will forfeit the student’s
right to appeal the grade.
If the appeal concerns a final grade given by a
division chairperson, a substitute faculty will be selected to
act in his/her place throughout the process.
Step 1 The student must submit a written
appeal of the final grade to the faculty member and the division
chairperson. This must be done within 15 work days from the date
the grade is posted to the student’s record.
Step 2 The faculty/student conference will
occur as soon as possible, but no later than the 10th work day
of the following semester. The occurrence and outcome of the meeting
will be documented by the faculty member who assigned the grade
and will include the signatures of the student and faculty member.
A copy of the documentation will go to both parties.
Step 3 If the appeal cannot be resolved,
the student has seven calendar days after the student/faculty
conference to appeal, in writing, to the division chairperson.
As part of this appeal, the student is responsible for presenting
documentation regarding the faculty/student conference.
After reviewing the written materials, the division
chairperson will schedule a conference with the student and the
faculty member within 10 work days. The results of the meeting
will be documented and will include the signatures of all three
participants. A file of all written materials will be maintained
by the division chairperson. If the appeal is not resolved, the
student has 10 work days from the date of the conference to appeal
the grade, in writing, to the Vice President of Academic Affairs.
Step 4 At this stage, the Vice President
of Academic Affairs will review a file of all written materials
submitted by the division chairperson regarding the grade appeal.
The Vice President will schedule a meeting with the student, faculty
and division chairperson to review the materials and discuss the
appeal within 10 work days. The Vice President’s written
decision will be rendered within three work days and must be signed
by all participants.
If the student or faculty member disagrees with
this decision, a request for an appeal to the College Hearing
Board can be made, in writing, to the Vice President of Academic
Affairs within five work days.
Step 5 The College Hearing Board will consist
of three faculty and three students. The Hearing Board will be
chaired by an administrator, who will vote only in case of a tie.
The student will be notified via registered or certified mail,
of the day and time of the hearing. The Hearing Board will convene
in a closed session no more than seven calendar days after the
request for a hearing has been made to the Vice President of Academic
Affairs.
If the student wishes to have an advisor present
for the hearing, the individual may not be an attorney and may
include a spouse, parent, other relative, or friend. The student
must notify, in writing, the Dean of Student Affairs regarding
the presence of an advisor at least one calendar day before the
hearing. The advisor may confer with the student during the hearing,
but may not address the Hearing Board.
Following the presentations by the student and
the faculty member, the Hearing Board will vote on its decision.
The Hearing Board chair will inform all parties that the Vice
President of Academic Affairs will receive the decision in writing.
The Vice President of Academic Affairs will notify,
the student, the faculty member, and the division chairperson
within five work days after receiving the Hearing Board’s
decision. If the Vice President of Academic Affairs is unavailable,
it is then the Dean of Student Affairs’ responsibility to
do so.
Step 6 The student or faculty member may
appeal, in writing, the decision of the College Hearing Board
to the President of the College within five work days. The President
will review all written documentation and may conduct further
inquiries. The President will render a decision within five work
days of the request for appeal. The decision of the President
shall be final.
Revised: 5/96
Approved, Faculty Assembly: 3/96
Approved, College Council: 5/96
Responsibilities in the Grade Appeal Process
Student
• Submit all appeals in writing, as well as provide
appropriate documentation, within established time deadlines specified
in each step of the process
• Present case in person if grade is appealed to the College
Hearing Board
• Inform Dean of Student Affairs that a nonlegal advisor
will be present
Faculty Who Assigned the Final Grade
• Meet with student in an attempt to resolve the grade
appeal and document occurrence of meeting
• Maintain and present appropriate documentation as requested
throughout subsequent steps if appeal cannot be resolved with
student
• Present case in person if grade is appealed to the College
Hearing Board
Division Chairperson
• Maintain all written documentation of appeal, including
student’s reason for appeal and all paperwork, including
signed documentation that meetings in Steps 1-3 have taken place
• Schedule conference with the student and faculty member
who assigned the grade after reviewing all documentation to date
• If the appeal concerns a grade given by division chairperson,
a substitute faculty member will be selected to act in his/her
place throughout the process
Vice President of Academic Affairs
• Schedule and document the meeting with the division
chairperson, faculty member, and student in Step 4
• If the appeal is filed against the Dean, an administrator
will be selected to act in his/her place throughout the process
• Receive student’s request for appeal to the College
Hearing Board
• Consult with the Dean of Student Affairs to select an
administrator to chair the College Hearing Board, as well as the
three student members
• Appoint three faculty to serve on the College Hearing
Board
• Schedule date and location for the Hearing Board hearing.
Notify Hearing Board members, faculty, and student making the
appeal of date and location of appeal
• Select recorder
• Notify student, faculty member and division chairperson
of the Hearing Board’s decision
Dean of Student Affairs
• Consult with the Vice President of Academic Affairs
in selection of the chairperson for the College Hearing Board
• Select student membership for the College Hearing Board
• Notify chairperson of the Hearing Board of the presence
of a nonlegal advisor for the student at least one calendar day
before the hearing
• Communicate Hearing Board decision within one calendar
day to student, faculty member, and division chairperson in the
event that the Vice President of Academic Affairs is unavailable
Chairperson of College Hearing Board
• Call Hearing Board to order and preside over hearing
• Inform student and faculty member of time parameters for
their respective presentations
• Call for a vote; chair will vote only in case of a tie
• Submit decision in writing to Vice President of Academic
Affairs within one calendar day after the hearing
• Submit final summary to Vice President of Academic Affairs
within five calendar days of the hearing
College Hearing Board Members
• Ask questions for clarification during presentation
by student and faculty
• Vote to keep or change the final grade
Recorder
• Take notes and may tape record hearing
• Will neither participate in discussion or vote, but may
ask questions for clarification
• Will type the Hearing Board’s recommendation to
Vice President of Academic Affairs within one calendar day of
hearing
• Will prepare and submit a summary of proceedings for the
Hearing Board chair within five calendar days of hearing
