Student Complaint Process

A. Purpose and Scope

Olympic College provides students with a clear and structured process to raise concerns about the behavior, decisions, or actions of college employees (faculty, staff, or student employees). This process is intended to:

  • Encourage constructive dialogue and timely resolution.

  • Promote fairness and consistency in addressing concerns.

  • Offer students a formal avenue of review when informal efforts are unsuccessful.

This process applies to student complaints concerning individual employees, departments, or services where the student believes actions are unjust, inequitable, or inconsistent with college policy or standard practice.

B. Exclusions

The Student Complaint Process does not apply to:

  • Other appeals or complaint processes governed by student handbooks, etc. 

C. Student Rights and Protections

  • Confidentiality – Complaint information will be shared only as needed to resolve the concern.

  • Protection from Retaliation – Students who file complaints in good faith are protected from retaliation, including intimidation, adverse academic decisions, or denial of services.

  • Right to Support – Students may be accompanied by a student advocate/advisor of their choice, including a Student Government representative or another individual. The role of the advocate is to provide support and advice; they do not speak on behalf of the student unless explicitly permitted by the supervisor.

D. Process

Timeframe for Filing

  • Complaints should be initiated within 10 business days of the date the student became aware of the concern.

Informal Resolution

Step 1: Direct Communication with Employee

  • Students are encouraged to attempt resolution by discussing the concern directly with the employee involved.  The student should discuss the complaint informally and thoroughly with the employee. Both parties should openly discuss the student’s complaint/concern and attempt to understand the other's perspectives, explore alternatives, and attempt to arrive at a satisfactory resolution to the complaint.

  • If the student does not feel safe or comfortable doing so, they may seek assistance from the employee’s supervisor or the Dean of Students Office/AVP.

  • If the issue is resolved, no further action is required.

Formal Complaint Process

If informal resolution is not successful:

Step 2: Submit a Formal Complaint

  • The student completes the Student Complaint Form (available online and in Student Services/Student Development offices).

  • The form must be submitted within 5 instruction days of the informal resolution attempt.

  • The complaint will be routed to the employee’s immediate supervisor or Dean, if the complaint is against a faculty member. If the complaint involves the supervisor, the form will be routed to the next-level administrator.

  • Faculty, staff or Student Government may assist in preparing the complaint.

Step 3: Supervisor/ Dean Review and Response

  • Within 5 instruction days of receiving the formal written complaint, the supervisor/ Dean will:

    • Review the complaint and, if needed, request a response from the employee.

    • Hold a conference with the parties involved. 

  • The supervisor/ Dean may request supporting materials of either employee/faculty member or student. 

  • If after discussion, mediation, and review of materials at the conference the involved parties have been unable to find a mutually acceptable resolution, the supervisor/ Dean shall issue:

    • A verbal resolution may be given during the meeting or

    • A written copy of their decision within 5 instruction days following the meeting that includes information on appeal procedures. 

The decision of the Dean on a student complaint against a faculty member will be final, except that a student complaint originally initiated on the performance or actions of a Dean may be appealed to the Vice President (or designee) for final resolution consistent with the procedures established in Section 4. a-c.

E. Appeals

Grounds for Appeal

A student may appeal the supervisor’s decision only on the following grounds:

  1. Procedural Error – A material deviation from the College’s complaint procedures that likely affected the outcome.

  1. New Evidence – Significant information not reasonably available during the original review that could alter the outcome.

  1. Unreasonable Resolution – The resolution was clearly disproportionate or inappropriate given the circumstances.

  1. The Complaint does not involve a faculty member - The decision of the Dean on a student complaint against a faculty member will be final, except that a student complaint originally initiated on the performance or actions of a Dean may be appealed to the Vice President (or designee) for final resolution consistent with the procedures established in Section 4. a-c

Appeal Process

  • Appeals must be submitted in writing within 5 instructional days of receiving the supervisor’s decision.

  • Appeals are directed to the appropriate Director/Dean/Associate Vice President (AVP) via the complaint form. 

  • The Director/Dean/AVP will review the appeal and issue a written decision within 5 instructional days.

Final Appeal

  • If the complaint involves or reaches a Director/Dean/AVP and the student is not satisfied, a final appeal may be submitted to the Vice President (or designee).

  • The appeal must:

    • State the specific ground(s) for appeal.

    • Provide supporting documentation.

    • Be filed within 5 business days of the prior decision.

  • The Vice President (or designee) that oversees the area where the complaint originated from, will issue a written decision within 10 business days.

  • This decision is final and not subject to further internal review.

External Options

If dissatisfied with the college’s resolution, or if the complaint involves a potential violation of state or federal law, students may contact:

  • Northwest Commission on Colleges and Universities (NWCCU)- See Complaints 

F. Record Retention

  • All complaint records will be retained in accordance with state record retention schedules (typically 7 years).

  • Records will be monitored to identify trends and inform service improvements while maintaining confidentiality.

G. Accessing the Process

Students may obtain the complaint form and related information from:

  • The Office of Student Services, Student Affairs, or Student Development & Engagement.

  • Student Government of Olympic College.

  • Alternative formats (accessible/ADA) are available upon request.