Student Life

Student Complaint Procedure

At Jefferson Community and Technical College, we care about your concerns and want to help. If something’s not going right, your first step should be to talk it over with the person involved. Most issues can be solved with a simple conversation. If that doesn't work, you can ask to speak with the department manager or supervisor to help resolve the situation. If you’re still not satisfied with how things were handled, you’re welcome to submit a formal complaint.

A formal student complaint is a written statement explaining a serious concern about a college policy, process, service, or member of the community (faculty, staff, student) you believe has affected you in a negative way—and that you want the college to review and respond to.

A complaint is only considered formal when it’s put in writing and clearly says that you’re filing a formal complaint. If you send an email but don’t say that it’s a formal complaint, it will be treated as informal.

Filling out the complaint form doesn’t mean the college will automatically change a previous decision. It’s your way to ask the college to review and listen to your concerns carefully. You will receive a reply explaining the outcome.

Jefferson offers several options for filing complaints and grievances depending on the situation.

What counts as an academic complaint?

Issues with course content, grading, or instruction
Concerns about the quality or availability of course materials
Problems with how academic policies or deadlines were applied
Accessibility complaints, i.e., issues with getting accommodations (like extra time on tests, note-taking help, or accessible technology)
Any other academic-related concerns affecting your learning experience

Academic Complaint Procedure

To file an Academic student complaint, please follow these steps.

Before filing a complaint, please speak directly to your instructor.

If the issue is not resolved, then the complaint should be taken to the course’s Academic Program Coordinator/Department Head (APC/DH) (refer to your syllabus for contact information). The APC/DH will respond within 15 days after receipt of your written grievance.

Please note: Written student complaints about courses must be submitted by five days after the first day of classes of the following semester.

If the issue is not resolved with the APC/DH then the next step is to submit a clearly written appeal, with supporting documentation to the Dean of the division (refer to your syllabus for contact information). The Dean will respond within 15 days after receipt of your written grievance.

If the Dean is unable to resolve the complaint, then the student may submit an appeal to the VPAA, requesting a hearing before the College Appeals Board.

Please note: This request must be submitted within 10 days of receipt of the response from the Dean.

The ruling of the College Appeals Board is final.

What counts as an administrative complaint?

Problems with admissions, registration, or enrollment
Issues with financial aid, billing, or student records
Delays or errors in administrative services
Issues with communication or responsiveness from college employees
Any other concerns about college administrative processes

Administrative Complaint Procedure

To file a formal administrative complaint:

Fill out the official Formal Complaint Form online, OR
Write a letter or email
- This letter or email must include:
  - A clear statement that you're filing a formal complaint
  - Your contact information
  - Dates and details about what happened
  - What you’ve already tried to do to fix the problem
  - What you’d like to see happen next
- Send to jf-student-complaints@kctcs.edu

What counts as a Student Code of Conduct Violation Complaint?

Student behavior that violates college rules
Concerns about disciplinary actions or fairness in student conduct hearings
Issues involving student conflicts or misconduct
Any other matters related to student behavior and conduct policies

Student Code of Conduct Violation Complaint Procedure

To file a formal student code of conduct violation complaint, you can either:

Fill out the official Formal Complaint Form online, OR
Write a letter or email
- This letter or email must include:
  - A clear statement that you're filing a formal complaint
  - Your contact information
  - Dates and details about what happened
  - What you’ve already tried to do to fix the problem
  - What you’d like to see happen next
- Send to jf-student-complaints@kctcs.edu

What counts as a Harassment or Discrimination Complaint?

Experiences of discrimination based on race, gender identity, disability, religion, sexual orientation, national origin, or disability
Reports of harassment, bullying, or hostile environment
Reports of sexual harassment, assault, or misconduct
Reports of unfair treatment or misconduct by faculty or staff
Issues involving pregnancy or parental status discrimination
Concerns about unfair treatment or retaliation
Any other issues involving discrimination or harassment

Title IX, Harassment, and Discrimination Complaint Procedure

To file a formal Harassment and Discrimination complaint, you can either:

Fill out the official Formal Complaint Form online, OR
Write a letter or email
- This letter or email must include:
  - A clear statement that you're filing a formal complaint
  - Your contact information
  - Dates and details about what happened
  - What you’ve already tried to do to fix the problem
  - What you’d like to see happen next
- Send to jf-student-complaints@kctcs.edu

What counts as an infrastructure and safety complaint?

Campus safety concerns
Non-emergency safety complaints
Facilities maintenance requests

Campus Infrastructure and Safety Complaint Procedure

To file a formal campus infrastructure and safety complaint:

Fill out the official Formal Complaint Form online, OR
Write a letter or email
- This letter or email must include:
  - A clear statement that you're filing a formal complaint
  - Your contact information
  - Dates and details about what happened
  - What you’ve already tried to do to fix the problem
  - What you’d like to see happen next
- Send to jf-student-complaints@kctcs.edu