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Complaint and Grievance Policies

Complaint and Grievance Policies
In accordance with MnSCU Board policy 3.8, a student has the right to seek a remedy for a dispute or disagreement through a designated complaint and grievance policy. A student should use available informal means to have decisions and/or actions reconsidered before filing a complaint or grievance. No retaliation of any kind shall be taken against a student for participation in a complaint or grievance. Complaints and grievance procedures are protected under data privacy rights.

Complaints
A complaint is an informal claim alleging improper, unfair, or arbitrary treatment. Disagreement with an administrative decision or the outcome of an appeal of that decision is not a complaint unless it alleges improper, unfair, or arbitrary treatment.

To Make/Resolve a Complaint
Note: Complaint processes are subject to the time limits as listed within this policy.

1. To resolve a complaint, the student should first contact the employee with whom the complaint exists.

2. Although it is not required that the complaint be written, the student is encouraged to write down: a) the reason for the complaint, b) factual summary of the complaint, and c) the remedy sought before arranging a meeting with the appropriate individual to discuss the complaint.

3. If there is no agreement or resolution during the initial complaint process, the student may schedule a time to discuss the complaint with the employee’s direct supervisor.

4. The direct supervisor will review previous resolution steps, discuss the complaint with the student and other appropriate individuals, and communicate an answer to the student.

5. If there is no agreement or resolution during the meeting with the direct supervisor, the student may seek resolution using the grievance process.

Grievances
A grievance is a written formal claim alleging improper, unfair or arbitrary action that violates a specific policy, procedure, or practice of Hennepin Technical College or the MnSCU System. Disagreement with an administrative decision or the outcome of an appeal of that decision is not a grievance unless it alleges improper, unfair, or arbitrary action.

To File/Resolve a Grievance
Note: Grievance processes are subject to the time limits as listed within this policy.

1. If a complaint is not satisfactorily resolved during the complaint process, and/or if the complaint addresses a violation of a specific policy, procedure, or practice of Hennepin Technical College or the MnSCU System, the student may file a written grievance through four (4) steps if necessary:

a. To the employee being grieved.

b. To the administrator to whom the employee reports; and

c. If the grievance involves a college policy or practice, to the college president. The decision of the president is final and binding.

d. If the grievance involves a board policy or the actions of the college president, a student may further appeal the college decision through the chancellor to the board. The decision of the board is final and binding.

2. Employees identified in the grievance shall receive copies of the grievance and any supporting documentation. Employees may submit a written response to the grievance.

3. The appropriate administrator will review the material submitted by the student to see if the material constitutes a grievance. If the material does not constitute a grievance, the administrator will communicate to the student and the involved employee.

4. If the material does constitute a grievance, the administrator shall conduct a thorough review and provide a written statement of finding to the student and the involved employee.

5. If the grievance process does not resolve the grievance, the student may consider filing an appeal through the college appeal process.

Time Limits for Complaints and Grievances

The initial complaint or grievance must be presented within twenty (20) business days after the first occurrence of the event giving rise to the complaint or grievance, or twenty (20) business days after the student, through use of reasonable diligence, should have obtained knowledge of the first occurrence of the event giving rise to the complaint or grievance.
All subsequent time limits (written response, appeal, final resolution, etc.) are limited to ten (10) business days.
By mutual agreement of the student and college personnel, time limits may be extended due to extenuating circumstances approved by the appropriate dean or vice president.
If a complaint or grievance is not presented within the established limits, it shall not be considered.
If a complaint or grievance is not appealed to the next step within the established time limits, it shall be considered settled on the basis of the last answer.
If, after presentation at any step, a college staff member does not discuss and/or answer the complaint or grievance with the student within the established time limits, the student may treat the complaint or grievance as denied at that step and may appeal the complaint or grievance to the next step.

Contact HTC at 952-995-1300 or info@hennepintech.edu