3.8.1 Student Concerns, Complaints, and Grievances Procedure

Chapter 3: Educational Policies

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• Adoption: 6/20/1995
• Revised: 8/27/2025
• Last Reviewed: 1/21/2026 (AASC) & 12/03/2025 (SGC)
• Next Review Date: 1/30/2031
• Custodian of Policy: Dean of Student Success, Equity and Inclusion

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PROCEDURE

Part 1. Purpose

To provide a process to resolve student complaints and grievances when no other complaint, grievance, or appeal process applies to the situation.

Definitions:

1. Appeal

A request for reconsideration of a grievance decision under Policy 3.8 and Procedure 3.8.1

2. Complaint

A complaint is a claim by a student of improper, unfair, or arbitrary treatment. 

3. Concern

A concern is something that affects, interests, or worries a student that they want Hennepin Tech to know about.  A concern is not necessarily the beginning of a formal process or investigation.

4. Grievance

A grievance is a written, formal claim by a student alleging improper, unfair or arbitrary action of an HTC employee that violates a specific policy, procedure or practice of Hennepin Tech or the Minn State system.

5. Retaliation

Retribution of any kind taken against a student for participating or not participating in a complaint or grievance.

6. Student

An individual who is enrolled at Hennepin Tech, a group of such individuals, or the campus student governme

Part 2. Notification and Publication to Students

Hennepin Tech shall inform students of their established complaint and grievance policies and procedures. These policies and procedures must be publicized to students at least annually and include information for students about how and where to submit a compliant and/or grievance

Part 3. Steps to file a Concern, Complaint, or Grievance

1. It is recommended that the student meet with their faculty advisor or an Hennepin Tech Counselor to discuss the situation before deciding to submit a Concern/Complaint/Grievance Form.
2. A Hennepin Tech student may submit a Concern/Complaint/Grievance Form online. 
3. The submitted Form is routed to the Student Conduct Officer  for review. The Student Conduct Officer will then forward to appropriate personnel based on nature of complaint reported by the student.
4. A Hennepin Tech Dean or other appropriate personnel reviews the Concern/Complaint/Grievance Form, contacts the complainant and other relevant parties as necessary, and documents their findings including notes and attachments to the case.
5. The Hennepin Tech Dean or other appropriate personnel will generate an email response to the student when the issue has been resolved or is considered complete.
6. The Concern/Complaint/Grievance Form, notes, and attachments remain on file as part of the student’s record.
7. If a student contests the decision made, the student shall submit a written request and accompanying documentation to the president within 5 business days of the notification.  The decision of the president is final.

Part 4. Case Types

1. Concern

Concern is sharing information about something that affects, interests, or worries a student that the institution should know about. A concern is not necessarily the beginning of a formal process or investigation. The college may follow up with the student if there are further questions, or if the student requests it.

2. Complaint

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

3. Grievance

Grievance is a claim alleging improper, unfair or arbitrary action that violates a specific policy, procedure or practice of Hennepin Tech or the Minnesota State system. (Sexual harrassment or discrimination 1B1, 1B3, or Title IX violations are processed through Minnesota State 1B.1 & 1B.3 Student Discrimination/Harassment/Sexual Violence Complaint Process Flowchart)

Part 5. Student Data Privacy

Information provided within the Concern/Complaint/Grievance Form, or at other points during the process, is not disclosed to other individuals unless they reasonably require access for the purpose of performing their job. 

The Concern/Complaint/Grievance Form submitted will be part of the digital student record.  However, the form, notes, and attachments are considered confidential and can only be accessed by Hennepin Tech personnel who have been granted the appropriate security rights to view these types of confidential student documents. 

NOTE:  Information in your student record may be disclosed when it is requested by certain government agencies or court order or is otherwise permitted by law.

Part 6. Time Limits for Concerns, Complaints and Grievances

Students may submit a Concern/Complaint/Grievance Form as soon as they have experienced a concern or an issue that is cause for a complaint or grievance.  However, it is highly recommended that they meet with a Hennepin Tech Counselor to discuss the situation before deciding to submit the Form.

The initial Concern/Complaint/Grievance Form must be submitted after the first occurrence of the event giving rise to the concern, complaint or grievance and no later than the end of the following semester in which the incident occurred.  If a complaint or grievance is not presented within the established limits, it shall not be considered.

All subsequent time limits (written response, appeal, final resolution, etc.) are limited to ten (10) business days. Time limits may be extended due to extenuating circumstances approved by the appropriate administrator by mutual agreement of the student and college personnel.

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.

Part 7. Retaliation Prohibited

Retaliation of any kind must not be taken against a student for participating, or refusing to participate, in a complaint or grievance process. Retaliation may be subject to action under appropriate student or employee policies.