Purpose:
This procedure ensures that all student complaints, including but not limited to those related to sexual violence, are handled fairly, promptly, and in compliance with the law.

5.1 Submitting a Complaint

– All complaints must be made in writing and submitted to the Campus Manager by email or in person.
– The written complaint should include the complainant’s name, student number, details of the issue, relevant dates, and the desired outcome.

5.2 Review and Decision Authority

The Campus Manager (or a designated alternate, such as the Vice President of Human Resources) will:
– Determine whether to dismiss the complaint, investigate further, or refer it for additional action.
– Make a recommendation or decision based on findings.
– May appoint an Independent Investigator if appropriate.

5.3 Complaint Process

1. Acknowledgement: The complaint will be acknowledged in writing within five (5) business days.
   2. Oral Submissions: The student will have the opportunity to make oral submissions in support of their complaint.
   3. Support Person: The student may have a person of their choice present at all stages and may authorize that person to speak or make submissions on their behalf.
   4. Investigation: The Campus Manager or Investigator will interview relevant parties, review evidence, and maintain records of all proceedings.
   5. Recordkeeping: All complaints, submissions, and decisions will be securely documented.

5.4 Decision and Timeline

– A decision will be issued within thirty (30) calendar days of the complaint being submitted unless exceptional circumstances arise.
– The student will receive a written decision with reasons, outlining the findings and any actions to be taken.

5.5 Appeal / Review Procedure

– If dissatisfied, the student may appeal in writing to the Vice President of Human Resources within five (5) business days of receiving the decision.
– The appeal will be reviewed, and a final written decision will be issued within ten (10) business days.

5.6 Record Retention and Student Access

– Records of complaints, submissions, and decisions will be kept for a minimum of three (3) years from the date of the final decision.
– The student who made the complaint will receive a copy of the full complaint record upon request.

5.7 Escalation to the Superintendent

If a student is not satisfied with the college’s resolution, they may refer the matter to the Superintendent of Career Colleges, including a copy of the college’s complaint record.