Student Freedoms
The freedoms of Edmonds Community College students are presented in this section. Included is the freedom to file a grievance or appeal a decision if issue is taken with treatment regarding a student’s rights and responsibilities.
The protection of student freedoms is assured by providing orderly procedures that address various grievances. The grievance procedures that provide the student with directions needed to initiate the appeal process are presented below.
I. Freedom of Access to Higher Education
II. Freedom of Association and Organization
III. Provision for Student Participation in College Governance
IV. Protection of Freedom of Expression and Inquiry
V. Student General and Grade Complaint Procedures
VI. Protection Against Improper Disclosure and of Confidentiality of Teacher-Student Relationships
VII. Academic Regulation Appeals
VIII. Protection of Confidentiality of Educational Records
IX. Title IX Nondiscrimination and Harassment Policy
X. Satisfactory Academic Progress Appeal Process
XI. Petition for Academic Renewal (Grade Exclusion)
XII. Parking and Traffic Appeals
XIII. Residence Status Appeals
XIV. Disabled Students’ Complaint Process
I. Freedom of Access to Higher Education
The policy adopted by the State Board for Community and Technical Colleges ensures that any person who wished to enroll in a Washington state community college will be admitted if the student is able to profit from the curricular offerings of the college, provided that such admission is not inconsistent with the best interest of the applicant, other students, the orderly operation of the college, and that space is available. Within these provisions, Edmonds CC operates an “open door” admissions policy. Persons over 18 years of age, or who have earned a high school diploma or GED certificate, are eligible for admission. Each applicant who at the time of registration will not be 18 years of age and is not a high school graduate, must provide a letter from his or her high school principal authorizing the college to admit him or her.
II. Freedom of Association and Organization
Students are free to organize and join associations to promote their common interests, provided such organizations are not inimical to the educational goals of the college community and consistent with the provisions of state law. Procedures for establishment, maintenance, and financial management of student organizations and their use of college facilities, will be established by the Director for Center for Student Engagement and Leadership and the Associated Students of Edmonds Community College (ASEdCC) Executive Board. Campus organizations are open to all students without respect to sex, race, creed, or national origin. Advisors to student organizations will serve only as advisors, responsible primarily for coordination and financial surveillance, and do not exert prior control over an organization’s activities.
III. Provision for Student Participation in College Governance
As members of the college community, students will be free, individually and collectively, to express their views on college policy, and on matters of general interest to the student body. The ASEdCC Constitution and Financial Code, as well as the college’s administrative procedures, provide both commitment and clear channels for student involvement and participation in the formulation and application of institutional policies regarding academic and student affairs, including voting membership on all committees.
IV. Protection of Freedom of Expression and Inquiry
Fundamental to the democratic process are the rights of free speech and peaceful assembly. Students and other members of the college community will always be free to express their views or support causes by any orderly means, which do not disrupt the regular and essential operation of the college, or create an atmosphere, which is contrary to educational goals. In the classroom, the student is free to take exception to the information or views offered in the course of study and to reserve judgment about matters of opinion, but he or she is responsible for learning the content of the course.
Students and student organizations are free to examine and discuss all questions of interest to them, and to express public opinions individually and collectively.
The faculty and staff of Edmonds CC are committed to the guarantee of educational freedoms set forth by the Board of Trustees, namely:
- We have a special obligation to vigorously promote the freedoms provided by the democratic processes of our free society;
- We conceive that central to its very existence is full and free discussion of the controversial issues of our time conducted in a responsible manner; and
- We believe that freedom of speech and assembly requires providing a forum wherein students may develop their thoughts and their convictions.
Adopted by the Board of Trustees on February 24, 1974.
V. Student General and Grade Complaint Procedures
(Refer to Policy C 5.1.501 and Resolution R101)
Definition and Purpose
This section sets out the processes for various types of student grade and general complaints. Students are advised to consult with the Office of the Vice President for Student Services or designee for guidance in proceeding with the complaint procedures.
The Director of Center for Student Engagement and Leadership or designee or a person that the student chooses will act as an advocate who can assist the student in the completion of the complaint process. The student may waive the right to an advocate.
Complaints of discrimination or harassment , including sexual harassment, should be filed with the Title IX Coordinator, Edmonds Community College, 68th Ave. W, Clearview Building, Room 122, Lynnwood, WA 98036, as per the College’s Nondiscrimination and Harassment Policy.
A. Time Limits on Filing a Complaint
1. The student must file a complaint within one academic quarter after the action that gives rise to the complaint. The appropriate dean or vice president may suspend this rule under exceptional circumstances such as extended illness, sabbatical leave, or absence of one or both parties to the complaint.
2. When either party of the complaint is no longer in residence at the college and does not expect to return, the appropriate dean or vice president shall give reasonable opportunity to complete appeal procedures or reply to the charges before making a decision.
B. General Complaints
A general complaint is any expression of dissatisfaction with the performance of a college employee or procedure.
1. Step One:
a. The student is encouraged to consult first with the employee concerned before initiating a complaint.
b. If the student determines that the complaint may be resolved more appropriately without the employee concerned being involved, the student may contact the immediate supervisor of the employee or the appropriate administrator/dean.
c. If the complaint presented to the appropriate supervisor/administrator has not been resolved, the student may bring the complaint to the appropriate vice president who shall discuss the concern(s) of the student and the options available to resolve the concern(s).
d. If the student should elect to proceed with a formal complaint, the student shall outline in writing the complaint, identifying dates and persons involved as accurately as possible and submit the written complaint to the appropriate dean or vice president.
2. Step Two:
a. When the student’s written complaint has been received by the appropriate dean or vice president, the complaint shall be forwarded to the appropriate parties and the employee concerned for a written response within 10 instructional days (except summer because employees may not be available during the summer, in which case the responses will be made within 10 instructional days after fall quarter begins). The appropriate dean or vice president shall keep all written statements, transcripts, and minutes associated with the complaint as a record of the proceedings.
b. The appropriate dean or vice president shall inform the student regarding the nature of the written response of the parties. If the written response does not resolve the complaint to the satisfaction of the student, the appropriate dean or vice president may convene a conference of all the parties within 10 instructional days.
c. As a result of the conference, the appropriate dean or vice president shall issue a recommendation to the President for resolution of the complaint.
d. The recommendation of the appropriate dean or vice president will be reviewed by the president who may amend, modify, reverse, or accept the recommendation and who shall then implement the resolution and advise the affected parties.
e. The decision of the President shall be final. Appeals or formal hearings to the Board of Trustees shall not be provided.
C. Grade Complaints
The evaluation of a course is exclusively within the province of the instructor. Consequently, grade changes may be made only by that instructor or, under extenuating circumstances, by the President or designee. The student has the right to bring the final decision before the Grade Change Committee. The Grade Change Committee will be the final arbiter of a request for a grade change. If a student has a concern about his or her grade, the student must follow the procedure below:
1. The student is encouraged first to consult with the instructor concerning the disputed grade.
2. If the complaint is not resolved through consultation with the instructor or if the student feels that the complaint may be resolved more appropriately without consulting the instructor, the student may contact the appropriate division dean/administrator.
3. If the complaint is not resolved with the division dean/administrator, the student may submit a formal written complaint to the Executive Vice President for Instruction. The student must indicate the grade received in the course, the reason for the grade complaint, specific information on performance scores and attendance, and the course syllabus or written material on course grading criteria that the instructor provided to the student. The Executive Vice President for Instruction shall keep all written statements, transcripts, and minutes associated with the complaint as part of the college files.
4. The Executive Vice President for Instruction shall investigate the student’s written complaint. The investigation shall include a written response from the instructor listing the grade reported for the student, the evaluation criteria for the course, the student’s attendance record, and the performance scores achieved by the student in that course. The investigation shall also include written documentation of the dean/administrator(s) involvement with the complaint, including the decision.
5. The Executive Vice President for Instruction should inform the student regarding the nature of the written responses of the instructor and dean/administrator(s) as well as the Executive Vice President’s findings and conclusion. If the written response does not resolve the complaint to the satisfaction of the student, the President or designee may petition the Grade Change Committee for review. The scope of petition and review for the Grade Change Committee is part of the collective bargaining agreement between the faculty and the college.
6. The decision of the Grade Change Committee shall be final. Appeals or formal hearings to the Board of Trustees shall not be provided.
Adopted 6/1/87
Amended 5/29/90
Amended 6/14/99
Revised for Minor Editing Changes 8/16/07 and 8/15/12
VI. Protection Against Improper Disclosure and of Confidentiality of Teacher-Student Relationships
Information about student views, beliefs, and political associations which instructors acquire in the course of their work as advisors, teachers, and counselors is confidential, and protection against improper disclosure is a serious obligation. Judgments of ability and character may be provided only under appropriate circumstances, with the knowledge and consent of the student. Complaints should be filed with the Office of the Vice President for Student Services.
VII. Academic Regulation Appeals
Students shall be provided an impartial hearing regarding requests to waive specific academic regulations. To initiate the process, students should request a petition to waive from Enrollment Services and complete the process delineated on the form. If a student wishes to challenge the decision, the student shall direct the request to the Academic Standards Committee.
VIII. Protection of Confidentiality of Educational Records
The college has established and enforces guidelines, which are in accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974. These guidelines delineate the information, which becomes a part of a student’s permanent educational records and govern the condition of its disclosure.
A. Content of Educational Records
A complete list of the educational records maintained by the college and the conditions that govern how the record may be reviewed is included in the appendix of this document.
B. Educational Records Appeal Procedures
If a student wishes to challenge information which is part of his or her educational record, the following procedures shall be followed:
1. The eligible student who believes that information contained in his or her educational record is inaccurate or misleading or violates his or her privacy or other rights may request that the college amend this record.
2. The college shall decide whether to amend the educational record of the student in accordance with the request, normally within two weeks of receipt of the request.
3. If the college decides to refuse to amend the educational record of the student in accordance with the request, it shall so inform the eligible student of the refusal and advise the student of the right to a hearing.
4. A hearing may not be requested by an eligible student to contest the assignment of a grade; however, a hearing may be requested to contest whether or not the assigned grade was recorded accurately in the educational record of the student.
C. Right to a Hearing
The method for requesting a hearing shall be a written appeal through the Office of the Vice President for Student Services. The conduct of the hearing is outlined below.
1. The hearing shall normally be held within two weeks after the receipt of the request for said hearing.
2. The hearing shall be conducted and adjudicated by the chief officer of the campus.
3. The eligible student may have assistance from, or be represented by, an individual of his or her choice and at his or her own expense, including an attorney, in presenting his or her case.
4. A written copy of the decision shall normally be afforded the student within two weeks after the conclusion of the hearing by the chief officer of the campus.
D. Disputing the Hearing Decision
If the eligible student disagrees with results of the hearing, he or she has the right to place a statement to this effect, with reasons, in his or her educational record.
This statement shall be retained as long as the disputed information is on file and shall be forwarded with this information at any time it is disclosed to an outside agency.
IX. Title IX | WAC 132Y-300 | Nondiscrimination and Harassment Policy
A. WAC 132Y-300-005 | Statement of policy
Edmonds Community College provides equal opportunity in education and employment and does not discriminate on the basis of protected classes as required by state and federal law. Prohibited discrimination and/or harassment of protected classes includes sexual harassment.
B. WAC 132Y-300-010 | Procedures
Introduction. Edmonds Community College, hereinafter referred to as “the college,” recognizes its responsibility for investigating and resolving incidents; implementing corrective measures; monitoring the educational environment and workplace; and implementing regulations to stop, remediate, and prevent discrimination and harassment based on an individual’s association or perceived association with protected classes as required by law. To this end, the college has enacted a policy prohibiting discrimination against and harassment of members of these protected classes and procedures that deal with complaints and violations of the policy. Any individual found to be in violation of the policy will be subject to disciplinary action up to and including expulsion from the college or dismissal from employment.
Any employee, student, or visitor who is the alleged subject of discrimination or harassment should report the incident or incidents to the EO/AA office, Title IX coordinator identified below. If the complaint is against that officer, the complainant should report the matter to the president’s office for referral to an alternate designee.
Civil Rights: Equal Opportunity/Affirmative Action (EO/AA).
Title IX: Gender Discrimination, Sexual Harassment, and Sexual Violence.
Title: EO/AA Office, Title IX Coordinator
Office: Edmonds Community College
20000 - 68th Ave. W.
Clearview Building, Room 122
Lynnwood, WA 98036
The EO/AA office, Title IX coordinator or designee:
- Will accept all complaints and referrals from college employees, students, and visitors.
- Will make determinations regarding how to handle requests by complainants for privacy.
- Will keep accurate records of all complaints and referrals for the required time period.
- May conduct investigations or assign and oversee investigations conducted by others.
- May impose interim remedial measures to protect parties during investigations of discrimination or harassment.
- Will issue written findings of fact on completed investigations.
- May recommend specific corrective measures to stop, remediate, and prevent the recurrence of inappropriate action.
C. Filing a Complaint
The college encourages the timely reporting of any incidents of alleged discrimination or harassment. Any employee of, student of, or visitor to the college may file a complaint. Complaints may be submitted in writing or verbally.
For complainants who wish to submit a written complaint, a formal complaint form is available online at www.edcc.edu/titleix/. Hardcopies of the complaint form are available at the following locations on campus: Human resources office, and vice-president for student services office. Any person submitting a discrimination or harassment complaint shall be provided with a written copy of the college’s nondiscrimination and harassment policy and procedures.
D. Investigation Procedure
- Upon receiving a complaint, the college shall commence an impartial investigation. The EO/AA office, Title IX coordinator or designee shall be responsible for overseeing all investigations. The EO/AA office, Title IX coordinator or designee may conduct investigations. If the investigation is assigned to someone other than the EO/AA office, Title IX coordinator or designee then the complainant and respondent shall be notified of the appointment of an investigator.
- Interim measures. The EO/AA office, Title IX coordinator or designee may impose interim measures to protect the complainant and/or respondent pending the conclusion of the investigation. Interim measures may include, but are not limited to, imposition of noncontact orders, rescheduling classes, temporary work reassignments, referrals for counseling or medical assistance, and imposition of summary discipline on the respondent consistent with the college’s student code of conduct or the college’s employment policies and collective bargaining agreements.
- Investigation. Complaints shall be thoroughly and impartially investigated. The investigation shall include, but will not be limited to, interviewing the complainant and the respondent, interviewing relevant witnesses, and reviewing relevant documents. The investigation shall be concluded within a reasonable time, normally sixty days barring urgent circumstances. At the conclusion of the investigation, the investigator(s) shall set forth findings and recommendations in writing. If the investigator(s) is a designee, the investigator(s) shall send a copy of the findings and recommendations to the EO/AA office, Title IX coordinator or designee. The EO/AA office, Title IX coordinator or designee shall consider the findings and recommendations and determine, based on a preponderance of evidence, whether a violation of the nondiscrimination and harassment policy occurred, and, if so, what steps will be taken to resolve the complaint, remedy the effects of the violation on the complainant, and prevent the violation’s recurrence. Possible remedial steps may include, but will not be limited to, referral for voluntary training/counseling, development of a remediation plan, a noncontact order, and referral and recommendation for formal disciplinary action. Referrals for disciplinary action will be consistent with the college’s student code of conduct or the college’s employment policies and collective bargaining agreements.
- Written notice of decision. The EO/AA office, Title IX coordinator or designee will provide each party and the appropriate student services administrator or appointing authority with written notice of the investigative findings and of actions taken or recommended in an effort to resolve the complaint, subject to the following limitations. The complainant shall be informed in writing of the findings and of actions taken or recommendations in an effort to resolve the complaint, such as a finding that the complaint is or is not meritorious or a recommendation that the respondent not contact the complainant. The complainant may be notified generally that the matter has been referred for disciplinary action. The respondent shall be informed in writing of the findings and of actions taken or recommended to resolve the complaint and shall be notified of referrals for disciplinary action. Both the complainant and the respondent are entitled to review any final findings, conclusions, and recommendations, subject to any FERPA confidentiality requirements.
- Informal dispute resolution. Informal dispute resolution processes, such as mediation, may be used to resolve complaints, when appropriate. Informal dispute resolution shall not be used to resolve sexual discrimination complaints without written permission from both the complainant and the respondent. If the parties elect to mediate a dispute, either party shall be free to discontinue mediation at any time. In no event shall mediation be used to resolve complaints involving allegations of sexual violence.
- Final decision/reconsideration. Either the complainant or the respondent may seek reconsideration of the decision by the EO/AA office, Title IX coordinator or designee. Requests for reconsideration must be submitted in writing to the EO/AA office, Title IX coordinator or designee within seven days of receiving the decision. Requests must specify which portion of the decision should be reconsidered and the basis for reconsideration. If no request for reconsideration is received within seven days, the decision becomes final. If a request for reconsideration is received, the EO/AA office, Title IX coordinator or designee shall respond within 14 days. The EO/AA office, Title IX coordinator or designee shall either deny the request or will issue an amended decision. Any amended decision is final and no further reconsideration is available.
D. WAC 132Y-300-015 | Other Remedies
Criminal complaints. Discriminatory or harassing conduct may also be, or occur in conjunction with, criminal conduct. Criminal complaints may be filed with the following law enforcement authorities:
Other discrimination complaint options. Discrimination complaints may also be filed with the following federal and state agencies:
E. WAC 132Y-300-020 | Complaint content
The proposed content is designed to assist you with filing a discrimination and/or harassment complaint. Please write clearly and focus on the alleged discriminatory and/or harassing conduct. The complaint should include as much information regarding the incident(s) giving rise to the complaint as possible, including the location, date, and time of the alleged incident(s); the name of the individual or group whom the complaint is against, if known; a description of the incident(s); and the remedy sought.
You may attach additional documents if needed. Please include your contact information (phone, e-mail, mailing address), sign, and return your complaint to the EO/AA office, Title IX coordinator or designee. A link to an online reporting form is located at http://www.edcc.edu/titleix/.
X. Satisfactory Academic Progress Appeal Process
The Student Financial Services office has a Satisfactory Academic Progress policy that is monitored each quarter a student is in attendance and receiving financial aid. The policy requires a minimum quarterly and cumulative grade
point average (GPA) of 2.0, and a minimum number of credits to be completed each quarter. Students who fail to maintain satisfactory academic progress may have their aid terminated for upcoming quarters. A student may appeal his or her termination by completing the Petition for Reinstatement of Aid form. The student will be asked to explain the circumstances under which he or she was unable to complete his or her classes or maintain a 2.0 GPA, and to provide documentation corroborating those circumstances. The form with instructions is available in the Student Financial Services office or on the website at www.edcc.edu/finaid.
Based on federal and state regulations the Student Financial Services office limits the number of credits a student can be funded for. A student may be funded for 125% of the credits needed to complete a degree or certificate program. There is also a limit on the number of degree programs a student can be funded for. A students who has reached the credit or degree limitation, will not be offered financial aid for upcoming quarters, but may appeal the limitation by completing the Petition for Aid Beyond the Maximum Credit Limitation form, available in the Student Financial Services office or on the website at www.edcc.edu/finaid.
Edmonds Community College has a Satisfactory Academic Progress policy that monitors students who receive less than a 2.0 quarterly GPA. A student who earns less than a 2.0 GPA for three consecutive quarters, will be suspended from the college for one year, but may appeal his or her suspension by submitting a letter to the appeals committee in the Advising Center explaining the circumstances under which he or she was unable to maintain a 2.0 GPA. The committee will review the letter and may ask to meet with the student.
XI. Petition for Academic Renewal (Grade Exclusion)
(Refer to Policy C.1.9.100 or Resolution R104)
Under the Academic Renewal Regulation effective fall of 2009, a returning student may submit a petition asking that grades earned at Edmonds Community College be excluded in the computation of the cumulative GPA. This regulation is designed for any student who had a substandard GPA as reflected on his or her transcript, returned later, and demonstrated improved academic achievement in an effort to improve his or her overall GPA. Students can find out if they qualify for Academic Renewal in the Enrollment Services office. The petition form is available in the Enrollment Services office or can be downloaded here.
XII. Parking and Traffic Appeals
(Refer to Policy C 6.4.501, Resolution R103, or 132Y-100 WAC)
Students have the right to appeal traffic citations and fines levied by campus security officers. Parking/traffic information and appeal procedures are stipulated in this section.
A. Issuance of Traffic Citations
Upon the violation of any of the rules and regulations contained in this document, Campus Security Officers are authorized to issue traffic citations, setting forth the date, the approximate time of the violation, permit number, license number, infraction, amount of fine, and name of officer.
Such traffic citations may be served by attaching or affixing a copy thereof in some prominent place outside such vehicle or by personally serving the operator.
B. Fines and Penalties
A fine of $20 will be imposed for most violations ($50 are imposed for violating disabled and fire lane regulations) of the traffic rules and regulations of the college. Vehicles involved in more than three violations within any one quarter will be immobilized at owner’s risk and owner may be required to pay a $50 fee for removal and the cost of tickets received.
C. Enforcement
In the event a student fails to comply with these rules, that student will not be able to register with one unpaid violation, and will not be able to obtain a transcript with three unpaid violations.
D. Appeals of Fines and Penalties
A person wishing to appeal fines and penalties must submit his/her appeal in writing within five business days from the date of the application of these parking rules to the Director of Security or his or her representative. Further appeals should follow the Student Academic and General Complaint Procedures. A complete copy of the traffic code of the college is available in the Library under WAC 132Y-140.
XIII. Residence Status Appeals
The law governing the classification of resident and non-resident students is available through the Admissions and Enrollment Services offices and online. If a non-resident student wishes to determine whether he or she might qualify for reclassification as a Washington State resident he or she should:
A. Obtain a residency questionnaire form Enrollment Services.
B. Complete the form and return it to Enrollment Services.
The determination of residency status shall be made by the Director of Admissions. Students may appeal the residency status determination to the Dean of Enrollment Services who shall respond within five instructional days.
XIV. Disabled Students’ Complaint Process
Students with disabilities may utilize either the Student Academic and General Complaint Procedures described herein or the grievance procedure through the College Personnel Office following Section B of the Affirmative Action Policy and Regulations. The Affirmative Action Policy is available in the College Personnel Office, first floor, Clearview Building. Students with disabilities also have the right to submit a complaint to the Office for Civil Rights (www.hhs.gov); the Equal Employment Opportunity Commission (www.eeoc.gov); and/or the Washington State Human Rights Commission (www.hum.wa.gov).
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