PROCEDURES FOR POLICY NO: 1-04
VCCS POLICY NO: N/A
REVISED DATE: 06/18/2026

  1. Purpose:

    Reynolds Community College (Reynolds) provides students with a clear, equitable, and timely process for resolving complaints and grievances related to their educational experience. This policy is intended to ensure compliance with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) Principles of Accreditation and alignment with applicable Virginia Community College System (VCCS) policies

     This policy applies to all students enrolled in credit and non-credit courses at Reynolds Community College and governs formal academic and non-academic grievances as defined below.

  2. Procedure and/or Process Definitions:

    Complaint: a written complaint of unfair and/or unlawful treatment formally charged by a student against a college employee, regarding the application of college rules, policies, procedures, and regulations

    Days: Days will mean business days during which the college is open. In computing any period of time, the day on which notice is received will not be counted. Saturdays, Sundays, and college closures (scheduled and unscheduled) will not be counted.

    Formal Resolution: Submitting Reynolds' designated grievance reporting form to follow this set of policy and procedures for resolving a grievance as covered under this policy and procedure.

    Incident: the situation or circumstance the student perceives as grievable.

    Informal Resolution: Attempting to resolve the incident with involved parties prior to submitting a complaint in the formal process.

    Student: any person enrolled full- or part-time in credit or non-credit courses at the college.

  3. Procedures:

    1. General Principles

      • Reynolds personnel encourages informal resolution of conflict and concerns when appropriate.
      • All formal grievances must be submitted in writing using Reynolds’ designated grievance reporting form.
      • Timeframes are stated in business days unless otherwise noted.
      • Extensions may be granted for good cause at the discretion of college personnel. The student bears the responsibility for presenting information supporting the grievance.
      • Individuals involved in earlier stages of review may not participate in subsequent levels of review.
      • Grievances that are determined by college personnel to be untimely, duplicative, frivolous, or submitted in bad faith may be dismissed.
      • Decisions are based on applicable law, VCCS policy, and Reynolds policy and do not create precedent.
      • Confidentiality will be maintained to the extent permitted by law.

    2. Academic Grievance Procedure

      1. Purpose and Applicability

        The Academic Grievance Procedure provides an equitable, orderly, and timely process to resolve student complaints related to academic matters. It applies to grievances concerning the interpretation and/or application of Reynolds or VCCS academic policies and procedures as they affect a student.

        Academic grievances do not include disagreements with instructional style, classroom management, or academic judgment absent evidence that published policies or procedures were applied in an unfair, arbitrary, or inconsistent manner. Complaints regarding these concerns should be directed to the relevant school Dean, or designee, for the course. Reynolds complies with all applicable federal and state laws prohibiting discrimination and promoting equal educational opportunity.

      2. Basis for Grievance(s)

        An academic grievance may be filed only for one or more of the following reasons:

        • Arbitrary or capricious grading;
        • Inconsistent application of grading standards within the same course or program;
        • Failure to follow grading criteria, attendance policies, or academic requirements as published in the syllabus or program requirements; or
        • Grade-related dismissal from an academic program that is inconsistent with published standards.

        Academic grievances generally involve final course grades or grade-related dismissals. This process does not substitute for academic judgment and does not apply to isolated concerns regarding individual assignments, examinations, or assessments prior to the posting of a final course grade, unless such concerns demonstrate a pattern of arbitrary or inconsistent application that materially affects the final grade.

      3. Informal Resolution

        A student who is dissatisfied with an academic matter should first attempt to resolve the concern informally by discussing the issue with the instructor involved. Every reasonable effort should be made by both parties to resolve the matter through informal discussion.

        The informal resolution must occur within fifteen (15) business days following the relevant event. If the instructor involved in the dispute is no longer employed by Reynolds or is unavailable, the student may proceed directly to a Formal Level 1 grievance.

      4. Time Limits and Burden of Proof

        The formal academic grievance process must be initiated within thirty (30) calendar days following the relevant event, or within thirty (30) calendar days of the date when the student reasonably should have known of its occurrence, whichever is earlier. The appropriate academic dean shall determine the date upon which the grievance occurred for purposes of calculating timelines.

        The student filing the grievance bears the burden of proof and is responsible for providing factual information to substantiate the grievance.

        Time limits may be extended by written mutual agreement of the parties or for good cause as determined by Reynolds. If a grievance is not appealed within the specified timeframe, the decision at the previous level shall be final.

      5. Formal Level 1 – School Dean Review

        If informal resolution is unsuccessful, the student must submit a written academic grievance using Reynolds’ designated grievance form to the appropriate school dean within the applicable time limit.

        The school dean or designee will review the grievance, may meet individually with the student and faculty member, and may attempt further resolution. The school dean or designee will issue a written decision within ten (10) business days of receipt of the grievance, unless extended for good cause.

      6. Formal Level 2 – Vice President of Academic Affairs

        If either party is dissatisfied with the Formal Level 1 decision, a written appeal may be submitted within seven (7) business days of receipt of the Formal Level 1 decision to the Vice President of Academic Affairs (VPAA) or designee.

        The VPAA may review the record and/or meet with the parties. A written decision will be issued within twenty (20) business days of receipt of the appeal. The decision at this level is final.

    3. Non-Academic Grievance Procedure

      1. Basis for Grievance(s)

        A non-academic grievance may be filed for:

        • Arbitrary or inconsistent administrative actions;
        • Improper application of Reynolds or VCCS policy; or
        • Administrative error that adversely affects the student.

      2. Informal Resolution

        A student who is dissatisfied with a non-academic matter should first attempt to resolve the concern informally by discussing the issue with the college employee involved in the matter. Every reasonable effort should be made by both parties to resolve the matter through informal discussion.

        The informal resolution must occur within fifteen (15) business days following the event giving rise to the grievance and should be documented by the college administrator. If the college administrator involved in the dispute is no longer employed by Reynolds or is unavailable, the student may proceed directly to Formal Level 1.

      3. Time Limits and Burden of Proof

        The formal non-academic grievance process must be initiated within thirty (30) calendar days following the relevant event, or within thirty (30) calendar days of the date when the student reasonably should have known of its occurrence, whichever is earlier. The appropriate supervisor shall determine the date upon which the grievance occurred for purposes of calculating timelines.

        The student filing the grievance bears the burden of proof and is responsible for providing factual information to substantiate the grievance.

        Time limits may be extended by written mutual agreement of the parties or for good cause as determined by Reynolds. If a grievance is not appealed within the specified timeframe, the decision at the previous level shall be final.

      4. Formal Level 1 – Supervisor Review

        If informal resolution is unsuccessful, the student must submit a written non-academic grievance using Reynolds’ designated grievance form to the appropriate supervisor within the applicable time limit.

        The supervisor or designee will review the grievance, may meet individually with the student and the involved staff or faculty member, and may attempt further resolution. The supervisor will issue a written decision within ten (10) business days of receipt of the grievance, unless extended for good cause.

      5. Formal Level 2 – Vice President of Student Affairs

        If either party is dissatisfied with the Formal Level 1 decision, a written appeal may be submitted within seven (7) business days of receipt of the Formal Level 1 decision to the Vice President of Student Affairs (VPSA) or designee.

        The VPSA may review the record and/or meet with the parties. A written decision will be issued within twenty (20) business days of receipt of the appeal. The decision at this level is final.

    4. External Complaint Options

      Nothing in this policy limits a student’s right to submit a complaint to the Virginia Community College System (VCCS), the State Council of Higher Education for Virginia (SCHEV), or the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), in accordance with their respective published procedures.

    5. Records, Publication, and Review

      Reynolds will maintain records of formal student grievances and their resolution in accordance with applicable records retention requirements. These procedures shall be published and accessible to students and reviewed periodically to ensure continued compliance with SACSCOC standards and VCCS policy.

  4. Other Information:

    Student Grievance Report