Administrative Procedure

Student Harassment or Discrimination Grievance Procedure

1. Purpose

This Procedure describes the processes available to KCTCS students to grieve illegal discrimination or harassment they think they have been subjected to by another student or a KCTCS employee, contractor, or visitor.

2. Scope

This Procedure applies to all students.

3. Procedure

3.1  Informal Grievance Procedure. The chief student affairs officer or his/her designee (now referred as CSAO) shall be responsible for investigating student harassment and discrimination grievances. If appropriate, this investigation shall be conducted in collaboration with the college human resources director. Each college shall post on its website or provide a letter, statement, or poster to students containing information regarding KCTCS’ Student Harassment or Discrimination Grievance Procedures with the name, address, e-mail address, and phone number of the CSAO.

1. Most difficulties can be resolved by talking to someone. Therefore, students are encouraged to discuss these problems promptly and candidly with the CSAO. Students whose issues arise in an online course should work with their home college CSAO. If a student thinks that he/she has been harassed or discriminated against because of a legally protected classification, the student shall inform the CSAO within thirty (30) calendar days of the occurrence of the alleged incident. The CSAO shall conduct a preliminary investigation of the grievance.
   
   
2. The student, CSAO, and other involved parties shall work informally to negotiate a solution within fourteen (14) calendar days, or as soon thereafter as reasonably practicable.
   
   
3. The involved parties shall work to resolve the issue within forty-four (44) calendar days of the occurrence of the alleged incident. All time frames are meant to be guidelines rather than rigid requirements. Extenuating circumstances may arise that require the extension of time frames, including extension beyond sixty (60) days. Extenuating circumstances may include the complexity and scope of the allegations, the number of witnesses involved, the availability of the parties or witnesses, any intervening school break or vacation, or other unforeseen circumstances. Should the investigation and resolution exceed this time frame, KCTCS will notify all parties of the reason(s) for the delay and the expected adjustment in time frames. Best efforts will be made to complete the process in a timely manner by balancing principles of thoroughness and fundamental fairness with promptness.
   
   
4. CSAOs will keep a log of informal grievances they receive that contains:
   1. the name and student ID of the complainant;
   2. the name and student ID; or other identifying information as known such as place of employment, email address, phone of the accused;
   3. a general summary of the issue and alleged discriminatory behavior, including dates of events; and
   4. a general summary of the resolution, or if the student moved on to the formal grievance procedure, including dates.
      
      
5. Each CSAO will upload their log quarterly to a SharePoint/OneDrive site that can be accessed by designated Legal Services and Student Services staff to monitor the reports for trends that may need to be addressed or actions taken at a system or college level.
   
   

3.2  Formal Grievance Procedure. If the grievance is not timely resolved to the satisfaction of the student through the informal grievance procedure, the student may file a formal appeal according to the KCTCS Code of Student Conduct.

3.3  Sexual Misconduct or Sexual Harassment. Student complaints relating to sexual misconduct or sexual harassment should be made to the College Title IX Coordinator or other college administrator. Such complaints shall be handled under Administrative Procedure 3.3.1A-P Title IX Sexual Harassment and Misconduct, and/or the Code of Student Conduct as appropriate.