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Corrections and Updates to the 2007-2009 NOVA Student Handbook

The following corrections were made after the printed version was issued:

1.  Page 39 of the Handook, the following information was added.

At the end of the Academic Information section, right before Unexpected Delay of an Instructor in Meeting a Class:

ACCOMMODATIONS FOR RELIGIOUS OBSERVANCES

Northern Virginia Community College recognizes the rich and diverse religious backgrounds of its students and is committed to providing them access to education without undue hardship.  Since religious observances do not always conform to academic holidays, fair, reasonable, and appropriate accommodations to students wishing to observe religious holidays are encouraged, provided that students notify their instructors well in advance of schedule conflicts.  A list of commonly observed religious holidays may be found at the following link: http://www.nvcc.edu/calendars/holidays.htm.

When tests or exams fall on religious holidays, students should contact their instructors as soon as possible.  Students, of course, are responsible for all work missed.  Faculty, on the other hand, are encouraged to be sensitive to the religious practices of their students and to provide appropriate alternatives to those students whenever it is academically feasible to do so.

 

2. Beginning on page 20 of the Handbook, the sections Satisfactory Academic Progress for Financial Aid, Credit Progression Schedule, and Refunds/Recovery have been replaced by the following:

 

SATISFACTORY ACADEMIC PROGRESS FOR FINANCIAL AID

Federal regulations require that all student financial aid recipients progress at a reasonable rate or "make satisfactory progress" toward achieving a certificate or degree.  The standard applies to all terms regardless of whether or not the student received financial aid.  Progress is measured by the student's cumulative grade point average and credits earned in relation to those attempted and the length of the academic program.  Satisfactory progress will be evaluated by the College Financial Aid Office after each term.

Note: Students enrolled in some Career Studies Certificate programs are ineligible for student financial aid.

I.    PROGRESS STANDARDS

  1. Completion Rate (67% Rule):  Students must receive a satisfactory grade (defined as a grade of A, B, C, D, R, S, or P) in 67% of the credits for which they enrolled. This calculation is performed by dividing the number of credits earned by the number of credits attempted.  For example, for 32 credits attempted, 22 credits must be successfully completed (22÷32=68.75%).  All credits attempted at NOVA are included.  This evaluation will be made when a student has attempted credits that total 50% or more of the program requirements.
    N    ote:  Federal Stafford Loan borrowers will have satisfactory academic progress reviewed prior to the disbursement of any loan proceeds.
  2. Maximum hours (150% Rule):  Students may only receive financial aid for 150% of the length of an associate degree program or an eligible certificate program. All enrollment periods at NOVA and all applicable transfer credits are counted; even semesters when financial aid was not received. Developmental/ESL course work is excluded in this calculation.
  3. Transfer students: Credits officially accepted in transfer and specifically applied toward a student's certificate or degree program may be counted in determining the maximum number of allowable semester credit hours for financial aid eligibility.  The student must submit a written evaluation by his academic advisor or campus financial aid specialist of transfer courses applicable to his program with the satisfactory academic progress appeal form to the College Financial Aid Office.  If it is approved, the student may continue to receive financial aid.
  4. Students earning a second degree:  If a student who already has earned a degree chooses to earn a subsequent degree that requires the same number or fewer credits, any credits already earned will automatically apply toward the maximum number of allowable semester credits for financial aid eligibility.
  5. ESL/Developmental Studies.  Students may receive financial aid for a maximum of 30 semester hours of Developmental Studies courses, if required as a result of placement testing.  There is no specific limit on the number of credits of ESL classes eligible for financial aid.
  6. Cumulative GPA Minimum Requirements (GPA Rule):  Students must earn at least the minimum cumulative grade point average, as shown below, once they have attempted a specified number of credit hours.  Only courses with grades of A, B, C, D and F are included in this calculation. In order to graduate a minimum of a 2.0 curriculum grade point average is required.

Total Number of Regular Credits Attempted

GPA Requirement

 

0 – 12

 

Not applicable

 

13 – 23

 

1.5

 

24 – 47

 

1.75

 

48+

 

2.0

*  Withdrawals (W grades) which are recorded on the student's permanent academic transcript will be included as credits attempted and will have an adverse effect on the student's ability to meet the requirements of the completion rate for financial aid.

*  Incomplete Grades.  Courses that are assigned an incomplete grade are included in the cumulative credits attempted.  These cannot be used as credits earned in the progress standard until a successful grade is assigned. 

*  Repeated courses enable the student to achieve a higher cumulative grade point average.  Repeating courses adversely affects the student's ability to meet the requirements of the completion rate requirement.

II.  DISQUALIFICATION OF FINANCIAL AID

  1. Students who are identified as having met the college's definition of "Academic Suspension" are immediately disqualified for financial aid eligibility.         
  2. Students who do not meet the credit progression schedule and cumulative grade point average standard will be disqualified from receiving student financial aid.
  3. A student who is removed from financial aid eligibility more than one time for failure to meet these standards and who requests financial aid will be required to meet with the Financial Aid Counselor to discuss plans for re-establishing financial aid eligibility.  Unless there were extenuating circumstances, a student in this category should expect to enroll for at least 12 semester credits without financial aid and successfully pass all courses attempted with a minimum of a 2.00 GPA to be reconsidered for financial aid.
  4. Removal from financial aid eligibility does not prevent students from enrolling without financial aid if they are otherwise eligible to continue their enrollment.

III. APPEALS

Students who fail to meet these standards and lose eligibility for financial aid can appeal the decision. The appeal must be prepared in writing and must be accompanied by appropriate supporting documents.  Appeals should be mailed to the College Financial Aid Office, Forbes Office Center, Annandale, VA 22003-3796.  The appeals will be evaluated by the Financial Aid Appeals Committee for mitigating circumstances.  Reasons that may be acceptable for the appeal are: (1) serious illness or accident on the part of the student; (2) death, accident or serious illness in the immediate family; (3) change in academic program; and, (4) other extenuating circumstances.  The reasonableness of the student's ability to improve to meet the appropriate standard for the certificate or degree program in which the student is enrolled will be taken into consideration.    

Appeals will be approved, denied or approved for a probationary period not to exceed one academic year.

IV.  REGAINING ELIGIBILITY

Students who failed to meet Satisfactory Academic Progress Standards and who choose to enroll without benefit of student financial aid may request a review of their academic record after any term in which they are enrolled without the receipt of financial aid to determine whether they have met the satisfactory academic progress standards.  If the standards are met, eligibility is regained for subsequent terms of enrollment in the academic year.

Students should consult with their campus financial aid advisor to determine how to appeal any element of this policy or to determine how to regain eligibility for financial aid.  If resolution cannot be achieved with the College Financial Aid Office, the NOVA student grievance procedures described in the NOVA Student Handbook may be followed.

 

3. Changes to the Weather and Closings Policy, pp. 46, 48, 49.

If weather conditions cause the College to close, all NVCC campuses and off-campus locations are closed.

Classes held at area schools are cancelled if the school is closed, even if other NVCC locations remain open. However, NVCC makes its closing decisions independently of the public schools and other colleges and universities.

The decision to close is based on the condition of the campuses’ roads and parking lots, the roads immediately surrounding the campuses and the major highways in the region. The College is likely to be open when these facilities are in reasonably good condition, regardless of the condition of secondary roads around the region.

This is how to interpret closing announcements you hear on the media:

Northern Virginia Community College is closed: The College will be closed until classes begin on the following morning. When this simple announcement is made, it means that no day or evening classes will be held.

Northern Virginia Community College will open X hours late: For the purpose of delayed opening announcements, the College's official opening time is 8:00 a.m. For example, a two hour delay means that the College will open at 10:00 a.m. Classes that begin at 10:00 a.m. or after will be held as usual. College employees should arrive at the designated opening time. (Supervisors of employees who work special shifts should make clear how delayed openings affect attendance expectations.)

Morning classes at Northern Virginia Community College are cancelled: The College will be closed until 12:00 noon. The College will open at noon and classes beginning at noon and thereafter will be held as usual. College employees should arrive at the College by noon.

Day classes at Northern Virginia Community College are cancelled: Day classes are those classes that begin before 4:30 p.m. The College will open at 4:30 p.m. and classes that begin at 4:30 p.m. and thereafter will be held as usual. Employees whose normal work schedules extend beyond 6:00 p.m. should report to work by 4:30 p.m.

Evening classes at Northern Virginia Community College are cancelled: Evening classes are those classes that begin at and after 4:30 p.m. The College will close at 4:30 p.m. and no further classes will be held until the next morning.

Northern Virginia Community College is closed: The College will be closed until classes begin on the following morning. When this simple announcement is made, it means that no day or evening classes will be held.

Northern Virginia Community College will open at XX:XX AM/PM:  All classes that begin at or after the designated time will be held as usual.  Any class with at least 45 minutes of class time remaining after the college opens will also be held.  College employees should arrive at the designated opening time.

Northern Virginia Community College will close at XX:XX AM/PM: Classes that begin at or after the specified time are cancelled.  College offices will close at the specified time.

NVCC makes every effort to get information about closing to the media as soon as possible. If the College will be late opening or closed all day, the announcement will be made before 6:00 a.m.


Frequently Asked Questions:

9.  If my class starts before the late opening time, but continues afterward, should I come to campus?

ADDED:

15. What if I work a special shift at the College?

9. If my class starts before the late opening time, but continues afterward, should I come to campus?
When the college announces a delayed opening, all classes with at least 45 minutes of class time remaining at the end of the opening will be held. For example, in the event of a 10 a.m. opening, a 9:30 - 10:45 a.m. class will be held. any class with at least 45 minutes of class time remaining after the college opens will be held (for example, if the College opens at 10:00 a.m., a 9:30-10:45 a.m. class will begin at 10:00).  This procedure applies to all credit classes.

15. What if I work a special shift at the College?

Supervisors of employees who work special shifts should make clear how closings or delayed openings affect attendance expectations.

 

4. Page 31, note added:

STUDENT RECORD DISCLOSURE TO PERSONS
OUTSIDE THE COLLEGE
The following is considered “directory information” and may, in accord with the
Family Educational Rights and Privacy Act (FERPA), be disclosed at the discretion
of the College unless you specifically make a request to withhold such information
by completing NVCC form 125–23, “Student Record Disclosure”:
• Student’s Name
• Participation in officially recognized activities and sports
• Address
• Telephone Listing
• Weight and height of members of athletic teams
• Electronic mail address
• Degrees, honors, and awards received
• Date and place of birth  This information no longer released
• Major field of study
• Dates of attendance
• Grade level
• Most recent educational agency or institution attended
• Number of credit hours enrolled

Page 57, Library Charges

Library patrons are responsible for the replacement cost of any item they lose. Lost material payments are not refundable.Payments for lost materials are not refundable. This non-refundable rule also applies to fines and replacement costs charged for materials borrowed from other libraries with an NovaCard student ID card. Lost material payments are not refundable and payments must be made in full. Installment payments are not accepted.

Because access to high-demand reserve materials is critical, the College Library charges fines for an overdue reserve fine of $1.00 per day, with a maximum of $40.00. the College libraries charge fines for overdue reserve materials. Patrons returning regular reserve materials late will be charged a fine of $2.00 per day. Patrons returning timed reserve materials late will be charged a fine of $2.00 per hour. Timed reserve materials are those with specific time limits on their use in the Library. The maximum fine for keeping reserve materials late is $80.00.

Patrons with overdue circulating or reserve items may will not be able to check out additional materials until all overdue items are returned and fines paid. Enrollment and the release of transcripts can be delayed if overdue items are not returned. Continued enrollment and the release of transcripts will be prevented if overdue items are not returned.

Page 43, FIREARMS AND OTHER DANGEROUS WEAPONS AND MATERIALS

Bringing firearms and other dangerous weapons onto campus is prohibited. It is a violation of the rules to carry weapons or to leave them in a car parked on the campus. The only exception applies to duly sworn Commonwealth of Virginia police law enforcement officers. While civilian-attired police officers have the authority to carry firearms, they must do so by keeping them concealed so as not to alarm others. Bringing explosives and other dangerous chemicals onto campus is also prohibited.

Page 39, Learning Resource Service

Learning Resource Services (LRS) are provided at each campus and consist of library services, information technology support services, audiovisual services, placement testing, and learning laboratory facilities. Learning Resource Services (LRS) are provided at each campus and consist of library services, placement testing, and learning laboratory facilities.  At some campuses, LRS also provides information technology support services and audiovisual services. The materials, systems, and services are designed to support the programs of the College and to create an environment conducive to learning. You will find the LRS to be a most valuable asset in your studies, research, and skills improvement.

The libraries are designed to serve your academic requirements, learning needs, and general information purposes. They provide you with access to print, webbased, and multi-media resources. Staff offers assistance in locating and using the resources through group orientation and various self-paced activities. Access to electronic resources and campus library information is available at www.nvcc.edu/library. Books and other materials owned by all six campuses are listed in the public access library catalog. Materials located at any campus may be requested through the College inter-library delivery service. The libraries’ hours for services closely parallel the hours when classes are in session. Each library publishes printed and online guides that describe the services and guidelines for borrowing materials and using the resources. Through a reciprocal agreement, NOVA students, faculty, and staff have access to the library collections at George Mason University.

Page 89-90, Student Complaints and Grievances

A complaint is an expression of concern about how a given situation affecting a student has been handled by a college unit or college employee. A grievance is a formal difference or dispute between a student and a college employee about the application of the policies and procedures of the campus, the college, or the Virginia Community College System as they affect the student. Every complaint is not a grievance. A complaint is subject to the grievance process only if a student is able to demonstrate that a policy or procedure was applied unfairly and/or in a different manner than it was applied to others, and that the student has experienced some damage or injury as a result. If the complaint involves harassment by a college employee, the student should go directly to the Dean of Students.

Step One

A student wishing to complain should contact the responsible person or office within fourteen calendar days of the event that gave rise to the concern. Every reasonable effort should be made to resolve the complaint informally at this level.  In instances involving the Extended Learning Institute (ELI), the student may contact the Director of ELI to seek resolution at this stage of the process.  If the complaint is resolved satisfactorily, the process ends.
 
Step Two

If the student is not satisfied with the disposition of the complaint, he or she may appeal in writing to the supervisor. The student must do this within fourteen calendar days after talking with the person or office as provided in Step One. The following individuals will hear the appeal:

  1. Academic matters will be heard by the Dean of the division involved in the complaint. In cases that involve ELI matters, the Division Dean should consult directly with the Director of ELI in making a decision. The Director of Workforce Development and Continuing Education will hear complaints regarding non-credit courses. (Note: There is a separate process for Grade Appeals.)
  2. Complaints regarding admissions matters, such as enrollment and transfer of credits, financial aid matters, and other student services will be heard by the Dean of Students.
  3. Complaints in other areas should be submitted to the Dean of Students, who will forward the complaint to the appropriate person(s).
  4. Complaints about a Dean should be made directly to the Provost.

It is the responsibility of the appropriate administrator to arrange to hear the complaint within fourteen calendar days of receiving the appeal. The administrator must notify the student in writing of the disposition of the matter within fourteen calendar days of hearing the appeal.

Step Three

If the student is not satisfied with the disposition of the matter at Step Two, he or she may file a grievance.

The student will complete the Student Grievance Form NVCC 125-XXX available at www.nvcc.edu/forms  and submit it to the Dean of Students within fourteen calendar days after receiving the administrator’s report. The Dean of Students will determine whether the matter involves a grievable action within fourteen calendar days after receiving the Student Grievance Form. If the student is not satisfied with the Dean’s determination of grievability, the student may appeal in writing to the Provost within fourteen calendar days of the Dean’s determination. If the student is not satisfied with the Provost’s determination of grievability, the student may appeal to the President in writing within fourteen calendar days of the Provost’s decision. The President’s decision as to the grievability of the complaint shall be final.

If it is determined that the matter is grievable, it will be heard by a Grievance Panel. Within fourteen calendar days of the determination of grievability, the Provost will appoint a Grievance Panel consisting of one member of the Provost’s staff (who shall serve as chair), one or two teaching faculty members, one or two counselors and one student. The distribution among teaching faculty members and counselors shall be such that the total membership of the panel is five.

Within fourteen calendar days after the Grievance Panel has been appointed by the Provost, the chair of the Grievance Panel shall set a time and place for a hearing and notify the student in writing. The hearing shall be held within twenty-one calendar days after the Grievance Panel has been designated. The Grievance Panel shall make its decision by simple majority vote and will make a written recommendation to the Provost within fourteen calendar days after the hearing is completed. The Provost may accept and implement the panel’s recommendation, or the Provost may modify it. The Provost will communicate his/her determination in writing to the student, the members of the Grievance Panel, the person who is the subject of the grievance, and other college officials as appropriate within fourteen calendar days after receiving the Panel’s recommendation.

Step Four

The student may appeal the Provost’s decision in writing to the President within fourteen calendar days of the postmark of the decision. The President will issue a decision within twenty-one calendar days of receiving the appeal. The decision of the President shall be final.

GENERAL PROVISIONS

  1. In no case may an individual involved in an earlier level of the grievance serve on the Grievance Panel.
  2. When filing a grievance, the student may have an advisor present at the hearing; however, the student must so inform the chair of the Grievance Panel five calendar days prior to the hearing. The student may receive counsel from the advisor, but the advisor may not speak for the student. In like manner, the person against whom the grievance is brought may have an advisor present at the hearing.
  3. If the person against whom the grievance is brought chooses not to attend the hearing, the panel will consider any written statements the person submits.
  4. All parties shall have the opportunity to present to the panel any written and/or oral information relevant to the grievance. The panel may also request information from other sources. Signed written statements may, when necessary, be submitted by individuals and witnesses who are unable to attend. All such statements shall be available for the student’s review at the hearing.
  5. The Grievance Panel will have the responsibility of interpreting the grievance in light of College policies and procedures. The Grievance Panel can neither change nor formulate College policies or procedures, nor can it commit state resources.
  6. The student grievant may present new information pertaining to the grievance at any point in the process, but if an official of the College was the subject of the grievance, the person shall have the right to receive copies of all information presented.
  7. An audio recording of the meeting with the Grievance Panel will be made by the College. The student shall be entitled to a copy of the recording upon request.
  8. All hearings are closed to the public.
  9. Calendar day periods for responses will not include official College holidays or when the College is closed for inclement weather or other emergencies.
  10. During the procedure, if there are additional grievances directly related to the original grievance, they will be noted but usually will not be acted upon until the original disagreement has been resolved.
  11. Deadlines may be extended by mutual written agreement; however, the Provost and President have the authority to extend deadlines at any level at their discretion.
  12. If the grievant does not respond within the specified deadlines, the grievance is ended.
  13. The Dean of Students is charged with maintaining a complete file of the record of any complaint or grievance that proceeds to Step Two and beyond.

Course Grade Appeals

Faculty members have the responsibility for assigning grades in accordance with the College’s grading system and policies regarding academic freedom and responsibility, professional ethics, and conflicts of interest. Students are encouraged to consult their faculty advisors before pursuing a grade appeal. Final course grades issued by members of the College faculty can be appealed only if the grade is alleged to be arbitrary and capricious when compared to the grading protocol on the course syllabus. Arbitrary and capricious grading is defined as the following:

  1.  The assignment of a course grade to a student on some basis other than performance in a course, or
  2.  The assignment of a course grade to a student by resorting to unreasonable standards different from those that were applied to other students in that same course, or
  3. The assignment of a course grade by a substantial, unreasonable, and unannounced departure from the faculty member’s previously published standards, or
  4. The assignment of a course grade not in accord with College policies for the grading system and faculty responsibilities.

Step One

A course grade may be appealed to the faculty member who issued the grade not later than thirty calendar days after the first day of classes for the next fall or spring semester. A written appeal is not required at this level; the student and faculty member should discuss the grade within fourteen calendar days of the student’s appeal. The faculty member may consult with the assistant dean or program head at this step in the process.  In instances involving the Extended Learning Institute (ELI), the student may contact the Director of ELI to seek resolution at this stage of the process.  If the faculty member who issued the grade is no longer at the College or is otherwise unavailable, the appeal must be made to the Division Dean as described in Step Two.

Step Two

If the appeal cannot be resolved with the faculty member, the student should submit a written appeal to the Dean of the division in which the course was offered. If the grade in question involves an ELI course, the appropriate Division Dean should consult directly with the ELI Director in resolving the matter. The student must appeal to the dean not later than fourteen calendar days after discussing the grade with the faculty member. Within fourteen calendar days after receiving the appeal, the Dean shall confer with the student and instructor to consider the grade appeal.  Within fourteen calendar days after conferring with the student and instructor, the Dean shall issue a written determination to the student and instructor and retain a copy in the division office. The grade will be changed only if the Dean and the instructor agree that the change is warranted; if the Dean and the instructor disagree, the matter automatically goes to Step Three.

Step Three

The student may appeal the Dean’s determination to the campus Provost in writing within fourteen calendar days of receiving the Dean’s report.  The Provost shall determine whether the appeal has merit according to the criteria specified above. If the Provost determines that the appeal is without merit, the Provost will inform the student in writing that the appeal will not receive further consideration. If the Provost determines that the appeal has merit, the Provost will appoint a Grade Appeal Committee consisting of four teaching faculty members and one counselor and chaired by one of the four faculty members. The Grade Appeal Committee shall confer with the student and instructor and make a recommendation to the Provost within thirty calendar days of receiving the student’s appeal. If warranted, the Provost will authorize a grade change. The student, the instructor, the Dean, and all members of the Grade Appeal Committee shall receive a copy of the determination and a copy shall be retained in the Provost’s office. The decision of the Provost shall be final.

STUDENT COMPLAINT AND GRIEVANCE POLICY

It is the goal of Northern Virginia Community College to provide an environment for the growth and development of all students where disagreements can be discussed and resolved in a manner befitting an educational institution. Therefore, this policy is presented in two parts. Part I deals with resolving disagreements and complaints. Part II deals with filing a grievance, which can only be done after a student has completed the process for resolving disagreements and complaints. If your complaint or grievance concerns sexual harassment, you should follow the sexual harassment procedures outlined in the Sexual Harassment Section of this handbook.

SECTION I. PROCEDURES FOR RESOLVING COMPLAINTS

A. Step One.

If you wish to file a complaint about the actions of a person, with a policy, or with a procedure of the College, you must discuss your concern with the person with whom you have a complaint. If your complaint involves harassment by another individual, you should file your complaint directly with the dean of students at your campus of record. Since disagreements should be raised and settled promptly, a complaint shall be filed with the person with whom you have a complaint within twenty (20) calendar days either of the event giving rise to the complaint or within twenty (20) calendar days of the time when you reasonably should have gained knowledge of its occurrence. For the time limit for making a complaint about a grade, see below.

Grades issued by members of the College faculty can be appealed only if the grade is alleged to be arbitrary and capricious. Arbitrary and capricious grading is defined as the following:

The assignment of a course grade to a student on some basis other than performance in a course, or
The assignment of a course grade to a student by resorting to unreasonable standards different from those that were applied to other students in that same course, or
The assignment of a course grade by a substantial, unreasonable, and unannounced departure from the faculty member's previously published standards.

The appeal of a grade must be made to the faculty member who issued the grade no later than the last day of the full semester that follows the semester in which the grade was given. If the faculty member who issued the grade is no longer at the College, the appeal must be made to the division dean. If the faculty member with whom you have the complaint has not responded to your multiple attempts to contact him/her over a period of time, the appeal may be made to the division dean of the faculty member.

B. Step Two

If, after discussing your complaint with the person with whom you have a complaint, you are not satisfied with the disposition of the complaint, you may appeal to the person's supervisor. You must do this within ten (10) calendar days after talking with the person with whom you have a complaint. The following individuals will hear your complaint:

Academic matters (e.g., grades, course requirements, etc.) will be heard by the division dean. The director of Continuing Education will hear complaints regarding non-credit courses.
Complaints regarding admissions matters, such as enrollment and transfer of credits, financial aid matters, and other student services will be heard by the dean of students.
Complaints in other areas should be submitted to the dean of students, who will forward the complaint to the appropriate person(s).

It is the responsibility of the appropriate administrator to hear your complaint within ten (10) calendar days of your appeal. The administrator must notify you, in writing, of the disposition of your appeal within ten (10) calendar days of hearing your appeal.

SECTION II. PROCEDURES FOR FILING A GRIEVANCE

In rare instances, a situation may arise in which you are not satisfied with the response that you have received to your complaint. In such an instance, after you have completed the complaint procedure, you have the right to file a grievance. The following are the procedures for filing a grievance.

Obtain a copy of the Student Grievance Form in the office of the dean of students. Complete this form, clearly describing the nature of the grievance. Submit this form to the dean of students.

Grievable Action- a complaint of unfair treatment may be determined to be grievable if you are able to demonstrate reasonable evidence that a College policy or procedure was applied to you unfairly, in a different manner than application to others, and that you have experienced some damages or injury as a result. Determination of grievability will be made, in order, by the dean of students or, if you are not satisfied, by the provost or, if you are still not satisfied, by the president.

If it is determined that you have a grievable complaint, your grievance will be heard by a Grievance Panel. The provost will, within ten (10) calendar days of the determination of grievability, appoint a Grievance Panel with the following membership:

For Campuses:

1. One member of the provost's staff, who will serve as a chair of the panel.
2. One faculty member, to be selected from a pool of faculty designated at the beginning of each academic year by the Campus Council. In the case of grievances regarding grades, the faculty member on the Grievance Panel must be a member of the teaching faculty.
3. One student, to be selected from a pool of students designated at the beginning of each academic year by the Campus Council.

Within ten (10) calendar days after the Grievance Panel has been designated by the provost, the chair of the Grievance Panel shall set a time and place for the hearing and notify you in writing. The hearing shall be held within fourteen (14) calendar days after the Grievance Panel has been designated. The Grievance Panel shall make its decision by simple majority vote and will make a recommendation to the provost within ten (10) calendar days after the hearing is completed. The provost will notify you, in writing, of the decision of the Grievance Panel within ten (10) calendar days of the receipt of the Panel's recommendation. The decision of the Grievance Panel may be appealed, in writing, by you to the provost within ten (10) calendar days of the postmark of the panel's decision that is sent to you by the provost. Either party in the grievance procedure has the right to appeal.

If you appeal the decision of the Grievance Panel to the provost, a decision will be made within ten (10) calendar days of the postmark of the appeal. The decision of the provost may be appealed, in writing, by you to the president within ten (10) calendar days of the postmark of the decision.

E. If you appeal the decision of the provost to the president, the president's decision will be made within ten (10) calendar days of the postmark of the appeal and this decision will be final.

SECTION III. GENERAL PROVISIONS

A. In no case may an individual involved in an earlier level of the grievance serve on the Grievance Panel.

B. When filing a grievance, you may have an advisor present at the hearing; however, you must so inform the chair of the Grievance Panel five (5) calendar days prior to the hearing. You may receive advice, but this person may not speak for you. In like manner, the person with whom you have a grievance may have an advisor present at the hearing.

C. If the person with whom you have a grievance chooses not to attend the hearing, the person's written statements shall be reviewed in her/his absence.

D. All parties shall have the opportunity to present to the panel any written and/or oral information relevant to the grievance. The panel may also request information from other sources. Signed written statements may, when necessary, be submitted by individuals and witnesses who are unable to attend.

E. The Grievance Panel will have the responsibility of interpreting the grievance in light of College policies and procedures. The panel will determine whether or not there is sufficient evidence to support the grievance. The Grievance Panel cannot formulate or change College policies or procedures nor commit state resources.

F. The Grievance Panel shall make its decision by simple majority vote. All members must be present. The chair of the panel is a voting member. All decisions of the panel must be supported by the weight of the evidence, taking into account the credibility of the witnesses. The panel's decision will be communicated in the form of a recommendation to the provost.

G. Copies of the Grievance Panel's decision, if approved by the provost will be forwarded to the complainant and the other administrative offices that have been involved in the grievance.

H. Any new information pertaining to the grievance may be presented by you through the grievance process, but where an official of the College was the subject of the grievance, the person shall have the right to receive copies of all information that you present.

I. The provost shall have the authority to accept and implement or modify the decision of the panel. If a grievance alleges arbitrary and capricious grading and the panel finds in favor of the grievant, the provost may exercise her/his authority to alter the grade.

J. An audio recording of the meeting with the Grievance Panel will be made by the College. You shall be entitled to a copy of the tape of the meeting at your expense.

K. All hearings are closed to the public.

L. Calendar day periods for responses will not include official College holidays or when the College is closed for inclement weather or other emergencies.

M. During the procedure, if there are additional grievances directly related to the original grievance, they will be noted but usually will not be acted upon until the original disagreement has been resolved.

N. Revision of deadlines should be mutually agreed upon at the appropriate level; however, the provost reserves the right to extend deadlines because of mitigating circumstances. Agreements must be made in writing. If the person being grieved against does not respond within the deadline, the provost will ensure that a response is issued. If the grievant does not respond within the deadline, the grievance is ended. In the case of injury, illness or other mitigating circumstances on either part, a deadline revision will be considered appropriate.

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