Student Complaint Procedure

Complaint Procedures

Students should make every attempt to pursue concerns in a timely manner and submit a report within 30 days. Complaints will normally receive a response within 20 calendar days from the time it is received.

• Academic Honor Code Violations

  The procedures are as follows:

  1. The student must be notified by the instructor of the specific Academic Honor Code violation(s), including a detailed explanation of the violation(s) and the evidence the instructor has to support their allegation.  The notification should be in person.  In the notification meeting it should also be explained what course academic sanction will be applied.  This should correspond with the information provided in the course syllabus.
  2. The student has the opportunity to appeal in writing to the department chair within 5 calendar days of notice.  The student should be directed to the departmental office to make an appointment.
  3. The instructor notifies the department chair and the Office of Student Rights & Responsibilities about the academic violation.
  4. Instructors:  Please indicate if the consequences for the violation will include an "F" for the course.
  5. Students:  A hold will be placed on your academic records until the entire process is completed.
  6. If the department chair refuses or fails to meet with the student, the student has the ability to meet with the dean of the academic department.
  7. The student can make a final appeal in writing to the dean of the academic department.
  8. The dean of the academic department has the option to work with the Office of Student Rights & Responsibilities in conducting an investigation and determining outcome.  The academic dean's decision is final.
  9. The dean of the academic department will notify the student in writing as to the final outcome.
  10. The final decision is forwarded to the Office of Student Rights & Responsibilities.
  11. Notice is sent from the Office of Student Rights & Responsibilities to the student informing of their outcome and next steps.

• Academic Complaints

  Academic Concerns address in classroom complaints and should be filed at the department level with the department chairperson or supervisor.

  Complete an academic complaint (Queja del estudiante) here.

  1. Students should try to resolve their complaint with the instructor.
  2. If it is unresolved, the student has the opportunity to file a complaint with the
  department chair within 30 days of incident. The student should make an
  appointment with the department chair for review of their complaint.
  3. If the department chair refuses or fails to address the student’s concern, the student
  has the ability to meet with the dean of the academic department to review the
  complaint.
  4. If the complaint is still unresolved or unaddressed, the student can make a final
  appeal in writing to the dean of the academic department. The student should make an
  appointment with the academic dean to review your appeal.
  5. The dean of the academic department will notify the student in writing as to the final
  outcome of the complaint.
  6. The dean of the academic department's decision is final.

  Unresolved complaints or appeals of resolutions for non-academic matters shall be directed to the Office of Student Rights & Responsibilities. Those of an academic nature shall be directed to the dean over academic discipline. Cases involving complaints against either of these areas will be referred to the appropriate Vice President.

• Non-Academic Complaints

  Non-Academic complaints refer to incidents of unprofessional behavior, harassment, discrimination, FERPA violations and other complaints that are not of an academic grade concern or teaching methods. 

  Submit a non-academic complaint (Queja del estudiante).

  Informal Process

  JJC promotes an open educational environment, rich in values and designed to protect the integrity of teaching and learning. In that spirit, the College encourages all students to first direct their complaints and concerns to the faculty, staff, or administrator specifically involved. If the student wishes to pursue the concern, he/she should proceed with the formal process. 

  Formal Process

  A. Contact the Office of the Student Rights and Responsibilities within 30 days of occurrence. Schedule an appointment with a staff member, be prepared to complete a statement of your complaint in writing, along with any supporting documentation and contact information for any witnesses. The responsible supervisor will contact you to discuss your concern or gather any additional information. The supervisor of the area in which the concern is housed will, in writing, within 20 days of receipt of your concern with an outcome of your complaint.

  B. Should you wish to carry this matter further, contact the appropriate vice-president within ten college days of the supervisor’s response to file an appeal. You will need
  to submit a copy of your original complaint, along with any supporting documentation and a copy of the supervisor’s response. This step shall serve as the final appeal and the decision from the appropriate administrator shall be final. The appropriate vice-president or administrator should respond to you within 30 college days of the submission of the original complaint. If the concern originated with the supervisor or the vice-president, the final appeal shall be to the President or his/her designee.

  Unresolved complaints or appeals of resolutions for non-academic matters shall be directed to the Office of Student Rights & Responsibilities. Those of an academic nature shall be directed to the dean over academic discipline. Cases involving complaints against either of these areas will be referred to the appropriate Vice President.

• Academic Grade Appeal

   

  The Grade Appeal Procedure allows students the right to a final course grade review if he/she feels the instructor's criteria for determining the final course grade has not been fairly or accurately applied in the calculation of the final course grade.

  Students should take the following steps:

  1. The student shall confer with the instructor if there is a question concerning the calculation of a final course grade given by the instructor. If the instructor is unavailable within a three-week period (excluding when classes are not in session), the student may pursue the appeal unilaterally by contacting the appropriate Department Chair (see Step 2). If there is no resolution after the student has conferred with the instructor, the student will complete the online Final Grade Appeal Form (Apelación de calificación académica final) and it will be forwarded to the appropriate Department Chair. If the Department Chair is the instructor and there is no resolution, then the student would proceed with the Step 2 meeting additionally with the Dean.

  2. By the end of the sixth week (excluding when classes are not in session) following the issuance of the grade in question, the student shall contact the Department Chair and present to the Department Chair a completed Final Grade Appeals Form. If the Department Chair is unavailable or was the instructor who issued the grade, the student should contact the appropriate Academic Dean. The Department Chair will schedule and conduct a meeting with the student, the instructor, and the Academic Dean. At the meeting the student shall present documentation to support his or her appeal. The instructor will have an opportunity to address the concerns presented by the student. At the end of the meeting, the student and instructor will be excused and the Department Chair and the Academic Dean will confer and render a decision. Within five (5) school days, a summary of the findings will be sent to the instructor and the student. If all three parties (instructor, Department Chair, Academic Dean) concur in the recommendation, the appeal procedure is exhausted and the grade will stand or be changed, as recommended.

  3. Step 3 provides that in the event that an agreement is not reached following the procedures in Step 2, the matter will be referred immediately to a committee composed of five full-time faculty members. The faculty committee shall schedule a hearing to be conducted in the same manner as the meeting described in Step 2. The decision of the committee shall be made by majority vote within thirty days after the hearing. The decision of the committee shall be final and binding to all parties.

• Sexual Harassment

  Refer to Board Policy 2.01.01.01 Prohibition of Sexual Discrimination, Harassment and Misconduct or visit the Office of Student Rights & Responsibilities for assistance with forming a complaint. More information of the new procedures can be found on the Prohibition of Sexual Discrimination, Harassment and Misconduct (PDF) document.

  A student can also consult with the Title IX Coordinator, Tracy Morris, Compliance Officer at (815) 280-2704 or tmorris@jjc.edu , Deputy Title IX Coordinator, Cyndi Vasquez-Barrios, Dean of Students at (815) 280-2309 or cyvasque@jjc.edu , or Deputy Title IX Coordinator, Malinda Carter, Executive Director of Human Resources (for cases that involve employees), at (815) 280-2515 or mcarter@jjc.edu.  For students that want to discuss the matter confidentially before filing a complaint can consult with the Counseling Office, A-1154, or call (815) 280-2251. 

  More information on Title IX complaint procedures

  File a Title IX complaint 

  You may want to receive confidential services and resources at: 

  Sexual Assault Service Center 
  168 N. Ottawa Street
  Joliet, IL 60432
  Website: Guardian Angel Community Services  

• Americans with Disabilities Act

  Refer to Board Policy 2.01.08, Americans with Disabilities Act (PDF) or visit Disability Services at Main Campus, A-1125, or call (815) 280-2613. 

  If you would like to file a formal complaint after consulting with Disability Services, you should visit the Office of Student Rights & Responsibilities for assistance or you may file online.

• Affirmative Action

  Refer to Board Policy 2.01.13, Equal Employment Opportunity (PDF)  or visit with Human Resources at Main Campus, A-3000, (815) 280-2266.

  To file a complaint online.

• Out of State Student or Unresolved Complaints

  
  Joliet Junior College promotes an open educational environment, rich in values and designed to protect the integrity of teaching and learning. In that spirit, the college encourages all students to first direct their complaints and concerns to the faculty, staff, or administrator specifically involved.

  Out of State students and/or students who have a complaint they feel has not been resolved through the Student Complaint Procedures described above, may file a complaint with the state in which they reside. In compliance with the Federal Department of Education regulations, JJC provides the following list of State Agencies with contact information: Student Complaint Information by State (PDF).  Students may also contact the Illinois Community College Board when seeking a resolution. Concerns not pursued in a timely manner (30 days) will not be processed.