Grievance Procedure

Beloit College seeks to resolve student concerns brought to its attention in a timely and effective manner.

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Addressing Student Concerns

Students wishing to file a grievance against Beloit College should begin by reviewing this website to learn about our grievance process and who to contact.

Program Integrity

Beginning July 1, 2011, the U.S. Department of Education regulations to improve the integrity of programs authorized under Title IV of the Higher Education Act (HEA), as amended (the “Program Integrity Rule”), take effect. The Program Integrity Rule requires, among other things, that each college or university authorized to offer postsecondary education in one or more States ensure access to a complaint process that will permit student consumers to address the following:

Alleged violations of State consumer protection laws that include but are not limited to fraud and false advertising; Alleged violations of State laws or rules relating to the licensure of postsecondary institutions; and Complaints relating to the quality of education or other State or accreditation requirements.

Beloit College, as an institution authorized to provide postsecondary education in the State of Wisconsin, is committed to full compliance with the Program Integrity Rule, and provides the following confirmation to all current and/or prospective students.

The Higher Learning Commission of North Central Association of Colleges and Schools accredits Beloit College. You may review the College’s accreditation documents on the Office of the Provost’s website.

Grievance Process

Grievance Definition

A grievance alleges that the College or one of its agents has violated institutional policies, accreditor policies, federal or state laws, or any other agreements joined by Beloit College. Grounds for a grievance include failures in the provision of a program of study or related academic or administrative service, or institutional policies that negatively affect the quality of a student’s learning opportunities.

This complaint process serves as an ongoing means for students to discuss concerns or register formal complaints that pertain to alleged violations of State consumer protection laws that include but are not limited to fraud and false advertising; alleged violations of State laws or rules relating to the licensure of postsecondary institutions; and complaints relating to the quality of education or other State or accreditation requirements.

Any student who believes they have been subject to unjust actions or denied of their rights is expected to make a reasonable effort to resolve the matter before seeking formal resolution through this grievance process. The student should request a meeting with the parties directly involved, describing the nature of the grievance and a desirable resolution. Parties are encouraged to try to find a reasonable and satisfactory resolution.

If the parties involved in the grievance are unable to find a satisfactory resolution and further action is desired, students must follow the following process. Students may file a grievance up to 120 calendar days from the date of the incident. They may not file anonymously.

Process for filing a grievance

Students wishing to file a grievance against Beloit College may do so by completing the online Student Grievance Form. Students can also file a grievance by speaking with one of the following designated personnel, then completing a Student Grievance Form:

Students’ confidentiality will be protected within reason, but officials of the College may require access to students’ educational records in order to fully investigate the grievance. Students who are initiating a grievance against Beloit College must authorize release of information necessary to investigate the grievance, if needed to pursue resolution of the grievance.

What happens after filing a grievance

The student will receive, within 5 business days, a written response from the designated personnel relevant to their grievance, including a determination of whether the issue/incident constitutes a grievance according to Beloit College’s policy and definition. If the issue/incident submitted does not constitute a grievance according to Beloit College’s policy and definition, the student will be informed in writing, and the College process will be considered concluded.

If the issue/incident submitted constitutes a grievance, according to Beloit College’s policy and definition, the designated personnel will meet with the student and any other relevant parties to discuss the issue/incident which led to the filing of the grievance. Any meetings pertaining to the investigation of the grievance will be conducted as quickly as possible, generally within 10 business days.

The designated personnel, in consultation with the appropriate Vice President(s), will identify (an) appropriate resolution(s), generally within 10 business days after concluding the investigation. The designated personnel will inform the student in writing of the resolution(s). Decisions regarding resolutions are not subject to internal appeal.

The entire process will generally be concluded within 30 business days of the initial receipt of the grievance.

Grievances Addressed to External Agencies

It is expected that students will fully utilize any/all of the college’s administrative procedures to address concerns and/or complaints in as timely a manner as possible. On occasion, however, a student may believe that these administrative procedures have not adequately addressed concerns identified under the Program Integrity Rule. In those select cases, the following independent procedures are provided:

Institutional Tracking and Response to Grievances

Written, formal grievances and responses to them will be tracked by the Secretary of the College. A written description of the actions taken by the relevant officer will include:

  • The date the complaint was first formally submitted to the Officer;
  • The nature of the complaint;
  • The steps taken by the Officer and/or College to resolve the complaint;
  • The College’s final decision regarding the complaint, including referrals made to outside agencies.

Copies of the written student complaint and the written description of action submitted by the Officer will be maintained for a period of two years, after which they will be purged while ensuring confidentiality.

Internal Reporting

The Secretary of the College will annually compile a report to senior staff that includes:

  • The total number of complaints received;
  • The types of complaints received by generic category;
  • The total number of complaints referred to external agencies for final resolution;
  • A summary record of each complaint received, the action taken by the Officer and/or College, and information concerning a referral to an external agency for final resolution.

The Annual Institutional Record of Student Complaints will not include names of any students or individuals involved in the facts of the complaints. The senior staff will use the information to develop any needed changes. These review proceedings will be available to the Higher Learning Commission reviewers during any visit to the College.

Non-Retaliation Statement

Retaliation, or attempts to retaliate, against any individual who files a complaint or grievance is strictly prohibited.

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