Skip to Navigation

Departments and Offices > Dean of Student Services > Frequently Asked Questions

Grievance Procedures

I. Academic Complaints

Finger Lakes Community College has adopted an internal grievance procedure providing for prompt and equitable resolution of complaints alleging prejudiced, capricious, or unfair academic appraisal (that is, assessment, evaluation, examination, judgment) or treatment.

Academic grievances must be submitted in writing to the Dean of Student Services Office, contain the name and address of the complainant (i.e., student), course number and title, name of instructor and a description of the allegations of unfair appraisal or treatment. Complaints must be received by the Dean of Student Services Office no later than four weeks after the beginning of the subsequent semester following the occurrence (that is, complaints relating to courses taken during the spring semester or summer terms must be filed no later than four weeks after the beginning of the fall semester; complaints relating to courses taken during the fall semester or JanPlan must be filed no later than four weeks after the beginning of the spring semester). Deadlines for the submission of an academic grievance appear in the Student Handbook and Academic Planner, available from the Student Life Office, Help Desk and the extension centers. A waiver of the deadline must be requested in writing to the Dean of Student Services and cite the rationale for deferring the deadline. The Dean of Student Services will provide his or her decision in writing to the student within ten College working days of receipt of the request.

  1. Students charging a faculty member with prejudiced, capricious, or unfair academic appraisal (that is, assessment, evaluation, examination, judgment) or treatment shall notify and discuss the complaint with the instructor without fear of reprisal.
  2. If the problem remains unresolved, the student shall notify and discuss the complaint to the appropriate department chair.
  3. At the department chair’s discretion, a meeting may occur with the student, instructor and department chair.
  4. If, upon completing the aforementioned steps, the complaint remains unresolved, the student may request a hearing before the Academic Grievance Board by submitting a formal written complaint to the Dean of Student Services. The Dean of Student Services or designee shall schedule a meeting with the student to discuss the merit(s) of the grievance.
  5. The student shall have the right to a supporter from within the College community (i.e., faculty, staff, or student) to provide assistance and support prior to and during the hearing. The student is responsible for contacting the supporter to obtain his/her approval to serve in this role. The student shall submit the supporter’s contact information to the Dean of Student Services. The Dean of Student Services will provide the supporter with guidelines regarding the informal and formal grievance processes and the supporter’s role.
  6. The College Academic Grievance Board will be composed of the four faculty members (endorsed by the Vice President of Academic Affairs and appointed by the President) and one matriculated student(endorsed by the Finger Lakes Community College Student Corporation and appointed by the President) who has completed a minimum of 30 credits at Finger Lakes Community College. The Chair of the Academic Grievance Board will be a member of the faculty and will be appointed by the Vice President of Academic Affairs.
  7. In the cases in which the student has made a timely request for a hearing before the Academic Grievance Board by submitting a formal written complaint that cites the basis for the charge(s) and includes all supporting documentation, the Dean of Student Services shall notify the Vice President of Academic Affairs to schedule the hearing. The Dean of Student Services will disseminate the formal written complaint to all parties associated with the grievance (i.e., Academic Grievance Board, instructor and Vice President of Academic Affairs).
    1. The Dean of Student Services will recommend that the instructor respond in writing to the student’s formal written complaint.
    2. The hearing shall commence not sooner than three College working days after the request for a hearing. When a complaint is received following the conclusion of the fall or spring semesters, the hearing will be scheduled to occur in the subsequent fall or spring semester. The student must be available at the scheduled hearing time to present his/her complaint. If the student is not punctual to the scheduled hearing, the hearing will not be rescheduled, and the Board Chair will rule in the instructor’s favor.
    3. The hearing shall be closed to the public. The following individuals associated with the complaint shall attend the hearing: the student, the student’s supporter (if appropriate), Academic Grievance Board (4 faculty members and 1 student), instructor, and hearing stenographer. The instructor may request the department chair attend the hearing.
    4. The Board Chair shall have the right to determine the acceptability of testimony and other evidence (that is, witnesses, written documentation) during the hearing and may place time limitations on testimony and on closing arguments. It is the student's responsibility to arrange for witnesses to attend the hearing.
    5. The student shall have the right to submit evidence and question the respondent who testifies in the matter. If the Academic Grievance Board elects to accept a witness's written statement in lieu of live testimony, the identity of the witness and his or her statements shall be fully disclosed to the respondent and s/he shall be given the opportunity to respond to such statements. Witnesses other than the complainant and the respondent shall be present only when they are giving testimony.
    6. The hearing shall be voice recorded on equipment supplied by the College, and a stenographer will attend the hearing. A transcript of the hearing will be provided to the student and/or instructor upon receipt of a written request to the Dean of Student Services Office. The report shall be made available to the student and/or instructor not sooner than three College working days following the hearing.
    7. Both sides shall be given reasonable opportunity to present a closing statement.
  8. At the close of the hearing, the Academic Grievance Board shall deliberate privately as to whether the complainant's charge has merit. The Board will seek to reach consensus in resolving cases. Within five College working days after the close of the hearing, the Academic Grievance Board shall report its findings to the Dean of Student Services. The Dean of Student Services will notify the student in writing of the Board’s decision within five College working days upon notification of the Board’s decision. If the Board finds the complainant's charge to have merit, the Board will provide a written recommendation of the action(s) to be taken.
  9. If the student is not satisfied with the Academic Grievance Board outcome, s/he has the right to file a written appeal with the Vice President of Academic Affairs within five College working days of the written notification of the disposition of the matter. The appeal should state the basis for the request and include all supporting documents. A copy of the appeal must be submitted to the Dean of Student Services.
  10. The Vice President of Academic Affairs will provide his or her decision in writing to the student within ten College working days of receipt of the appeal.
  11. The decision of the Vice President to sustain the finding of the Academic Grievance Board or change an action(s) is final.

Role of Supporter in Academic Grievance Procedures

Students are afforded the opportunity to have a Supporter from the College community (i.e., currently enrolled student or current employee) provide assistance and support prior to and during the formal hearing.

The Supporter may:

  • Advise the student on the merits of his/her grievance;
  • Coach the student in fulfilling the informal grievance procedures;
  • Review the student’s formal written grievance prior to submission to the Dean of Student Services Office; and
  • Attend the formal hearing with the student and guide the student throughout the hearing.

The Supporter may not:

  • Accompany the student in fulfilling the informal grievance procedures;
  • Investigate the complaint outside of the stated procedures;
  • Write the student’s formal grievance; and
  • Speak on the student’s behalf and/or question the Grievance Board or respondent(s) during the formal hearing.

Sept. 2004