Student Complaint Procedure | JCTC

Student Life

Student Complaint Procedure

At 花季传媒, we care about your concerns and want to help. If something鈥檚 not going right, your first step should be to talk it over with the person involved. Most issues can be solved with a simple conversation. If that doesn't work, you can ask to speak with the department manager or supervisor to help resolve the situation. If you鈥檙e still not satisfied with how things were handled, you鈥檙e welcome to submit a formal complaint.

A formal student complaint is a written statement explaining a serious concern about a college policy, process, service, or member of the community (faculty, staff, student) you believe has affected you in a negative way鈥攁nd that you want the college to review and respond to.

A complaint is only considered formal when it鈥檚 put in writing and clearly says that you鈥檙e filing a formal complaint. If you send an email but don鈥檛 say that it鈥檚 a formal complaint, it will be treated as informal.  

Filling out the complaint form doesn鈥檛 mean the college will automatically change a previous decision. It鈥檚 your way to ask the college to review and listen to your concerns carefully.  You will receive a reply explaining the outcome.

Jefferson offers several options for filing complaints and grievances depending on the situation.

What counts as an academic complaint?

  • Issues with course content, grading, or instruction
  • Concerns about the quality or availability of course materials
  • Problems with how academic policies or deadlines were applied
  • Accessibility complaints, i.e., issues with getting accommodations (like extra time on tests, note-taking help, or accessible technology)
  • Any other academic-related concerns affecting your learning experience

Academic Complaint Procedure

To file an Academic student complaint, please follow these steps.

Before filing a complaint, please speak directly to your instructor.  

If the issue is not resolved, then the complaint should be taken to the course鈥檚 Academic Program Coordinator/Department Head (APC/DH) (refer to your syllabus for contact information).  The APC/DH will respond within 15 days after receipt of your written grievance.

Please note: Written student complaints about courses must be submitted by five days after the first day of classes of the following semester.

If the issue is not resolved with the APC/DH then the next step is to submit a clearly written appeal, with supporting documentation to the Dean of the division (refer to your syllabus for contact information).  The Dean will respond within 15 days after receipt of your written grievance.

If the Dean is unable to resolve the complaint, then the student may submit an appeal to the VPAA, requesting a hearing before the College Appeals Board.  

Please note: This request must be submitted within 10 days of receipt of the response from the Dean.

The ruling of the College Appeals Board is final.

What counts as an administrative complaint?

  • Problems with admissions, registration, or enrollment
  • Issues with financial aid, billing, or student records
  • Delays or errors in administrative services
  • Issues with communication or responsiveness from college employees
  • Any other concerns about college administrative processes

Administrative Complaint Procedure

To file a formal administrative complaint:

  • Fill out the official Formal Complaint Form online, OR
  • Write a letter or email
    • This letter or email must include:
      • A clear statement that you're filing a formal complaint
      • Your contact information
      • Dates and details about what happened
      • What you鈥檝e already tried to do to fix the problem
      • What you鈥檇 like to see happen next
    • Send to jf-student-complaints@kctcs.edu

What counts as a Student Code of Conduct Violation Complaint?

  • Student behavior that violates college rules
  • Concerns about disciplinary actions or fairness in student conduct hearings
  • Issues involving student conflicts or misconduct
  • Any other matters related to student behavior and conduct policies

Student Code of Conduct Violation Complaint Procedure

To file a formal student code of conduct violation complaint, you can either:

  • Fill out the official Formal Complaint Form online, OR
  • Write a letter or email
    • This letter or email must include:
      • A clear statement that you're filing a formal complaint
      • Your contact information
      • Dates and details about what happened
      • What you鈥檝e already tried to do to fix the problem
      • What you鈥檇 like to see happen next
    • Send to jf-student-complaints@kctcs.edu

What counts as a Harassment or Discrimination Complaint?

  • Experiences of discrimination based on race, gender identity, disability, religion, sexual orientation, national origin, or disability
  • Reports of harassment, bullying, or hostile environment
  • Reports of sexual harassment, assault, or misconduct
  • Reports of unfair treatment or misconduct by faculty or staff
  • Issues involving pregnancy or parental status discrimination
  • Concerns about unfair treatment or retaliation
  • Any other issues involving discrimination or harassment

Title IX, Harassment, and Discrimination Complaint Procedure

To file a formal Harassment and Discrimination complaint, you can either:

  • Fill out the official Formal Complaint Form online, OR
  • Write a letter or email
    • This letter or email must include:
      • A clear statement that you're filing a formal complaint
      • Your contact information
      • Dates and details about what happened
      • What you鈥檝e already tried to do to fix the problem
      • What you鈥檇 like to see happen next
    • Send to jf-student-complaints@kctcs.edu

What counts as an infrastructure and safety complaint?

  • Campus safety concerns
  • Non-emergency safety complaints
  • Facilities maintenance requests

Campus Infrastructure and Safety Complaint Procedure

To file a formal campus infrastructure and safety complaint:

  • Fill out the official Formal Complaint Form online, OR
  • Write a letter or email
    • This letter or email must include:
      • A clear statement that you're filing a formal complaint
      • Your contact information
      • Dates and details about what happened
      • What you鈥檝e already tried to do to fix the problem
      • What you鈥檇 like to see happen next
    • Send to jf-student-complaints@kctcs.edu