
Administrative Procedures
Student Grievances and Appeals
Procedure Number: 6.0-P
Current Effective Date: 06/17/2025
Original Effective Date: 05/20/2022
Revision Dates: 01/05/2023, 06/17/2025
Revision Number: 2
Revision Summary: revisions to process
Responsible Official: General Counsel
References: KCTCS Code of Student Conduct, Administrative Policy 6.0
1. Purpose
This procedure describes the process by which KCTCS students may appeal violations of their academic rights.
2. Scope
This procedure applies to all students enrolled and attending any KCTCS institution.
3. Procedure
3.1 College Appeals Board
The College Appeals Board (CAB) serves as a hearing body for appeals of violations of academic rights, of findings of academic misconduct, and for non-academic/behavioral violations.
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Composition
- Regular Members: The CAB shall consist of seven (7) members confirmed by the local
College President:
- Two (2) full time students
- Three (3) full time faculty
- Two (2) full time staff
- Alternates. To ensure that the CAB can be convened in instances of absences or conflicts
of interest of regular members, the local College President shall name or confirm
the following alternates who meet the same requirements as the regular members.
- Two (2) students
- Two (2) faculty
- One (1) staff
- Regular Members: The CAB shall consist of seven (7) members confirmed by the local
College President:
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Service on the Cab
- Student members and alternates: Each student member must have earned at least 24
semester credit hours at the college, must have had one (1) full academic year of
attendance at the college, and must be in good academic standing. The CSAO/designee
shall recommend students to the College President for appointment. Appointments shall
be for a term of one (1) year.
- Faculty and staff members and alternates: Faculty and staff members may be selected
to staggered three-year terms by the faculty and/or College staff with the final appointment
confirmed by the College President or designee. Faculty representatives cannot be
division chairs or deans.
- Appeals Board Chair: The chair is elected annually by the Appeals Board members.
- Student members and alternates: Each student member must have earned at least 24
semester credit hours at the college, must have had one (1) full academic year of
attendance at the college, and must be in good academic standing. The CSAO/designee
shall recommend students to the College President for appointment. Appointments shall
be for a term of one (1) year.
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Quorum
A quorum of five (5) members, at least three (3) of whom must be faculty and staff and a minimum of two (2) faculty (regular members or alternates), is required for the conduct of business of the Appeals Board.
3.2 Grievances and Appeals of a Student’s Academic Rights
- Email may be used to file any “written grievance” and “written appeal” or provide
any “written notice” described in this procedure.
- Students may file grievances when they believe a violation of their academic rights
has occurred. Students have the academic right to:
- timely receive information about course content
- timely receive information about course grading criteria
- hold and express a contrary opinion
- fair and impartial academic evaluation
- confidentiality of academic records
- informed evaluation of student character and ability
More information about student academic rights may be found in the Student Bill of Rights, particularly #6, 7, 9, 10, 17, 18, 19 and 20.
- timely receive information about course content
- Grievances Involving Academic Rights of Students
- If a student encounters a problem in a class and wishes to file a grievance, the student
should first speak with the instructor and try to resolve the issue. If a satisfactory
resolution is not achieved, the student should follow the remaining steps outlined
below.
- If no satisfactory resolution is achieved with the instructor, the student may submit
a formal written grievance. This grievance:
- Must specify the alleged violations as soon as possible following the occurrence of
the violation.
- Must be submitted to the appropriate administrator at the college providing the class
which is the subject of the appeal. These administrators may have the title of Division
Chair, Program or Discipline Coordinator, Dean, or other title, which vary by college.
- May be submitted no later than five (5) business days after the first day of classes
in the following semester. Untimely appeals will not be considered.
- Must specify the alleged violations as soon as possible following the occurrence of
the violation.
- Upon receipt of the student grievance, the administrator will attempt to resolve the
issue. If no resolution is agreed upon by all parties within 15 business days, the
administrator will refer the case to the Chief Academic Officer or designee.
- The Chief Academic Officer/designee will attempt to resolve the grievance. If no
resolution can be agreed upon within 15 business days, the Chief Academic Officer/designee
must notify the student in writing.
- If the student does not receive timely notification or does not accept the decision
of the Chief Academic Officer/designee, the student has ten (10) business days to
submit a written appeal to the Chief Academic Officer/designee requesting a hearing
before the CAB.
- No new matter may be appealed to the CAB which was not included in the student’s original
formal written grievance to the administrator described in number 2 above.
- If a student encounters a problem in a class and wishes to file a grievance, the student
should first speak with the instructor and try to resolve the issue. If a satisfactory
resolution is not achieved, the student should follow the remaining steps outlined
below.
- Appeals of Student Academic Offenses (Standard 1 of the KCTCS Code of Student Conduct)
- If a student has been found to have committed an academic offense, the student may
protest the decision to the faculty member. The faculty member may decide to uphold
or rescind their finding or may change the sanction they implemented for the violation.
- Students who are not satisfied with the outcome of their protest to the faculty member
may submit an appeal to the appropriate administrator. The administrator shall attempt
to resolve student appeals to the satisfaction of the instructor and the student.
If the administrator upholds the decision of the instructor, the student may file
a written appeal to the Chief Academic Officer/designee within ten (10) business days
of receiving the administrator’s decision.
- The Chief Academic Officer/designee shall review and attempt to resolve the appeal.
If no resolution is reached within ten (10) business days, the student may submit
a written appeal to the Chief Academic Officer/designee requesting a hearing before
the CAB.
- If a student has been found to have committed an academic offense, the student may
protest the decision to the faculty member. The faculty member may decide to uphold
or rescind their finding or may change the sanction they implemented for the violation.
- Student Rights During the Appeals Process: In cases of academic rights and academic
offenses, the student shall have the right of class attendance and participation during
the consideration of any appeal except that such attendance and participation may
be limited when:
- outside agencies are used as a part of the student’s educational experience, in which
case precedence will be given to the terms of any agreement(s), which have been negotiated
between the college and the agency; or
- patient/client contact is involved in the student’s educational experience, in which
case only patient/client contact may be limited or excluded at the discretion of program
faculty.
- outside agencies are used as a part of the student’s educational experience, in which
case precedence will be given to the terms of any agreement(s), which have been negotiated
between the college and the agency; or
- If the appeal is decided in the student’s favor, the college must provide an opportunity
for the student to complete any essential experiences missed due to the appeals process.
- In an appeal of a grade after the class has been completed, the CAB can only change the grade to a P or a W.
3.3 Appeals of Behavioral/Non-Academic Offenses (Standards 2-4)
Students who have been found to have violated the Code may submit a written appeal to the Chief Student Affairs Officer/designee requesting a hearing before the CAB. The appeal may ask for reconsideration of being found to have committed the violation(s), the severity of the sanction(s), or both.
3.4 College Appeals Board Procedures
- Upon receipt of an appeal, the Chief Academic Officer/designee for academic violations
or the Chief Student Affairs Officer/designee shall forward the appeal to the CAB
Chair. Within ten (10) business days, the Chair will convene the CAB to make the following
determinations based on the written appeal document(s):
- Whether or not any conflicts of interest arise with the regular members of the CAB.
If conflicts are found, the respective alternates will be used instead.
- Whether or not the reason for the appeal is within the CAB’s authority to hear. The
CAB cannot hear Satisfactory Academic Progress (SAP) or Title IX appeals. The Code
and this procedure describe the issues that may be heard by the CAB.
- If the CAB finds it does not have authority to hear the appeal, the Chair will send
written notice of the decision to the student and the Chief Academic Officer/designee
or Chief Student Affairs Officer/designee within four (4) business days of convening.
This decision is final and not appealable.
- Whether or not any conflicts of interest arise with the regular members of the CAB.
If conflicts are found, the respective alternates will be used instead.
- If the CAB decides the appeal is within their authority, then within five (5) business
days, the CAB chair shall invite the appropriate college representatives to provide
written statements and any related records. These statements and records are due to
be returned to the CAB within ten (10) business days. Appeals related to suspension
and/or expulsion for threatened violent behavior to a student’s self or others require
the Chief Safety Officer/designee and a representative from the college Behavioral
Intervention Team (BIT) or Community of Care team (COC) to be included in CAB communications,
meetings, document review sessions, and hearings. The Chief Safety Officer/designee
and BIT representative act in an advisory capacity for the CAB.
- The CAB then has ten (10) business days to review the appeal and all the documentation
to decide by majority vote whether to hold a hearing or make a recommendation regarding
the appeal to the College President based on the written documentation provided by
each party. The CAB must hear appeals of an immediate temporary suspension or an appeal
for a sanction of suspension or expulsion. If the CAB decides to hear the case, it
will establish procedures and a schedule. All parties shall have the opportunity to
appear at the hearing and to present oral and written evidence in support of their
positions. The CAB may call for further evidence as it deems appropriate. The hearing
shall be held, and a recommendation made by the CAB to the College President within
20 business days after the decision to hear the case. The College President shall
review the recommendation of the CAB and issue a decision to the student within five
(5) business days of receiving the recommendation from the CAB. The decision of the
College President is final unless the decision is a sanction of suspension or expulsion
of the student. A Student may appeal a sanction of suspension or expulsion to the
KCTCS Board of Regents as outlined in Section 3.5 below
- The CAB will notify the College President of its recommendation in writing within
five (5) business days of their decision. The College President will review the recommendation
of the CAB and issue a decision to the student within five (5) business days. The
decision of the College President is final unless the decision is a sanction of suspension
or expulsion of the student. A student may appeal a sanction of suspension or expulsion
to the KCTCS Board of Regents as outlined in Section 3.5 below
3.5 Appeal of Suspension or Expulsion to the KCTCS Board of Regents
Students may appeal a sanction of suspension or expulsion to the KCTCS Board of Regents.
- Before an appeal can be submitted to the Board of Regents, the student must exhaust
all available remedies by using all applicable appeal processes in this Code.
- The student has 30 business days from the completion of the final applicable appeal
process to submit an appeal in writing to the KCTCS Board of Regents in care of the
KCTCS President.
- Upon receipt of an appeal, the KCTCS President shall forward the appeal document to
the Office of General Counsel. The Office of General Counsel shall conduct a review
of the record related to the suspension or expulsion and may conduct additional fact
finding if warranted. The Office of General Counsel shall prepare a Report of Findings.
- The appeal shall be heard by a three-person panel (appointed by the KCTCS President)
consisting of the Vice President of Academic and Student Affairs, a faculty member
of the KCTCS Board of Regents, and a student member of the KCTCS Board of Regents.
The panel members shall review the Report of Findings then meet, with the option
to use video conferencing, with a representative of the Office of General Counsel
to finalize a recommendation, which will be acted upon by the full Board of Regents
at the next scheduled meeting.
- The student shall be notified in writing of the recommendation of the panel and of the date the full Board will take action on the recommendation. Once the Board has taken action, the student will receive written notice of the final decision.