The student grievance procedure is based on resolving an issue at the most appropriate level in an efficient and equitable manner. A student may file a grievance or grieve an action or decision of the district or one of its colleges when the student’s status and/or rights have been adversely affected.

Stage I: Informal Process

1. If a complaint is not resolved between the instructor and the student, the student will be referred to the department chairperson (if this is not the same person as the instructor). The department chairperson may call the instructor and student for an informal conference to attempt to resolve the problem.
2. If the complaint is not resolved at the department chairperson level, the student will be referred to the division dean who will meet with the student and instructor for an informal conference to attempt to resolve the problem. If the instructor is retired or no longer at the college, then the department chairperson will be involved in this conference.
3. If the grievance is not resolved at this stage (i.e. the student finds the decision of the division dean unfavorable), the next step for the student is to start Stage II: Formal Process.

Stage II: Formal Process

1. If the complaint is not resolved at the division dean level, the division dean will refer the student to the grievance officer, the Dean of Enrollment Services. The student is required to provide a Student Grievance Form to include a written statement describing the grievance, desired outcome, and documentation substantiating the claim. Based on the information provided, the grievance officer has the authority to determine if the complaint is grievable and forwarded to the committee for a hearing OR not grievable which will conclude the formal process and be forwarded to a manager. The grievance officer has the right to request additional documentation from the student. If documentation is not provided during the specified timeline of the grievance officer, typically five (5) to seven (7) working days, the complaint will be considered abandoned and closed.
2. If a complaint involves the issue of discrimination or harassment, the grievance officer will direct the student to pursue Board Policy 2002 (Governing Board Policy for the Investigation and Resolution of Complaints of Unlawful Discrimination).
3. If the complaint is considered not grievable after reviewing the student documentation, the grievance officer will direct the student to the appropriate manager, and the complaint will be considered resolved and closed. If the decision of the grievance officer is unfavorable to the student, they can appeal the decision to the vice-president of the college within three (3) working days of receiving the decision from the grievance officer.
4. If the grievance officer finds the student complaint grievable after reviewing the student documentation, the grievance committee will be notified in order to schedule a date for a hearing. Examples of grievable actions include, but are not limited to, the violation of: right to confidential records, right of free and unrestricted expression, right to file a grievance/ complaint, right to view campus crime statistics, freedom of assembly, etc.
5. The grievance committee meets when necessary to hear complaints involving disputed grades, contents of records or other unresolved issues. The committee hears the complaint, deliberates and makes a recommendation to the vice president (or designee).
   • Membership of the grievance committee is as follows:
     • Three members of the Academic Senate Sub Committee, Student Services Committee, one of whom will serve as chairperson;
     • The grievance officer (Dean of Enrollment Services or designee); 
     • Classified staff representative;
     • Student representative;
     • Dean/Manager (not the involved division);
   • Timeline and procedures for formal grievance process:
     • The grievance committee will be convened within thirty (30) instructional days of receipt of the student grievance form. If the appeal is filed in the summer, the 30 days will apply subject to the availability of the parties involved. Prior to the meeting of the grievance committee, the grievance officer will collect documentation from the student grieving, as well as from the instructor. This documentation will be distributed to all committee members no later than three (3) working days prior to the meeting.
     • While no attorneys are to be present at the grievance committee, both student and instructor may bring one representative to the grievance committee meeting.
     • Grievance committee meetings will be recorded.
     • Both student and instructor will be present during the grievance committee meeting.
   • Format of the grievance committee meeting is as follows:
     • The intent of the meeting is to clarify the issues and facts of the situation. It is not intended to be adversarial in nature. The committee chair and grievance officer will facilitate the discussion to prevent adversarial behavior and promote uninterrupted presentation of the facts from the student and instructor.
     • Student grades given by an instructor are final “in the absence of mistake, fraud, bad faith, or incompetency”(Education Code, 76224 (a).
     • The meeting will begin with the student’s presentation of the issue. The committee will ask the student questions to clarify the issues.
     • The instructor will address and answer questions from the committee to clarify the issues.
     • When all presentations and questions have been completed, the student and the instructor will be invited to leave. The grievance committee will deliberate and decide upon a recommendation regarding the issue.
   • Appeal process:
     • If the decision of the vice president is unfavorable to student or instructor, either can appeal the decision to the president of the college within three (3) working days of receiving the decision from the vice president.
     • The college president notifies the student and the instructor of the final decision within five (5) working days of the final decision.
     • In reference to a grade grievance, if the college president sustains the student’s complaint and determines that a change of grade is warranted, the instructor may appeal the decision in writing to the governing board of the Contra Costa Community College District within ten (10) working days of receipt of the final decision.
     • Within thirty (30) working days of receipt of the final decision of the college president, the student may appeal the decision in writing to the governing board of the community college district.
     • If the decision of the governing board is unfavorable to the student, the student has the right to submit written objections to the given grade, which the district must maintain as part of the student’s academic records. [Education Code, Section 76232(d)]