Rights, Grievances & Records

Academic Grievance Procedure

From time-to-time disagreements may arise between students’ and other students or members of the College community. Students experiencing a disagreement over grades should refer to the Grade Appeal process in the Academic Policies and Procedures section of this catalog.

The purpose of this grievance procedure is to provide students with an opportunity to resolve disputes while protecting the rights of due process of those parties involved.

Other grievances should be handled as follows:

  1. The grievance procedure must be initiated no later than 14 calendar days (two weeks) after the date of the incident.
  2. The student(s) with the grievance must first discuss the complaint with the person(s) involved, if appropriate, given the circumstances. If resolution is not reached, then the student(s) with the grievance should take their complaint to the Dean of Academic Affairs. The Dean of Academic Affairs will direct the student(s) to the appropriate supervisory personnel if the other involved party is a member of the College staff and is not employed in the Student Affairs Department.
  3. If the appropriate supervisor of the other involved party cannot resolve the complaint, then the student alleging the grievance will prepare a written statement and deliver it to that supervisor within 14 calendar days (two weeks) from the date of the incident. The supervisor will then form a committee comprised of a faculty member, a member of the Student Affairs staff, a member of the administrative staff, and a student. The committee will be an ad hoc committee formed only to deal with the grievance as presented. The supervisor and the ad hoc committee will then have 20 calendar days to respond to the grievance. The decision of the committee will be final.
  4. If the other involved party is employed in the Student Affairs Department, the student will be required to present in writing the nature of their complaint and deliver it to the Dean of Academic Affairs within 14 calendar days (two weeks) from the date of the incident. If resolution cannot be reached following receipt of the written complaint, the Dean of Academic Affairs will form a committee comprised of a faculty member, a member of the Student Affairs staff, a member of the administrative staff, and a student. This committee will be an ad hoc committee formed only to deal with the grievance presented. The Dean of Academic Affairs and the ad hoc committee will then have 20 calendar days to respond to the grievance. The decision of the committee will be final.
  5. If the other involved party is another student, then the student with the grievance will be required to present in writing the nature of their complaint and deliver it to the Dean of Academic Affairs within 14 calendar days (two weeks) from the date of the incident. If resolution cannot be reached following receipt of the written complaint, the Dean of Academic Affairs will form a committee comprised of a faculty member, a member of the Student Affairs staff, a member of the administrative staff, and a student. This committee will be an ad hoc committee formed only to deal with the grievance presented. The Dean of Academic Affairs and the ad hoc committee will then have 20 calendar days to respond to the grievance. The decision of the committee will be final.

Matters of College policy determined by the College Board of Trustees and the assignment of grades are not subject to action by the ad hoc grievance committees.

Complaint information must be shared with the Higher Learning Commission; however, individual identities will be shielded.

Student Records

The Family Education Right and Privacy Act (FERPA) of 1974 allows students to have access to their academic records and to challenge information contained therein. The Act also limits the release of information without written consent of the student. Following is a summary of the College’s Student Records Policy.

Change of Student Data

In order to maintain timely communications with students, it is imperative that each student report a change of address, phone number, name, or other pertinent information. A Change of Student Data form is available in the Records Office or at the welcome desk for this purpose. Since all official documents and correspondence from the College are communicated via information on file in the Records Office, it is important for students to ensure its accuracy.

Student files are maintained on applicants, current students, former students, and graduates. Access to files is controlled by the person indicated at the following locations:

Financial Aid Office……………… Associate Dean of Financial Aid

Student Records…………………. Registrar

Business Office ………………….. Vice President Organizational Effectiveness

Academics…………………………. Dean of Academic Affairs

In accordance with College policy, all information is contained in student files and is accessible to the student except for the following: Records maintained by instructors (or their supervisor), which are not accessible to any person other than a substitute instructor; information which, if released, would violate accepted ethical standards of recognized professionals, Ohio Licensing Law, or other Ohio laws.

Information contained in student files is released without written authorization of the student only when considered to be directory information – e.g., name, program of study, dates of attendance, degrees/certificates/awards received, and the previous educational agency or institution(s) attended. Phone requests for other information will not be honored. Information including grades and financial aid will be supplied to funding agencies as required by law.

Visit the College website or contact the Records Office for information on how to request a transcript.  The Records Office cannot release data for any student with an outstanding balance due or with unreturned College property (e.g. library books, iPad, etc.).

Unofficial transcripts can be generated at any time for current students. Students wishing to view their unofficial transcript must log into MyBelmont. Once logged in, go to the Students Tab, and click the link that says, “View Unofficial Transcript.”