College Policies & Procedures
Contra Costa College Procedures Handbook
All college policies and procedures are recorded in the Colleges Procedures Handbook.
Contra Costa Community College District Governing Board Policies and Administrative Procedures
These may be found in Governing Board Policies and Administrative Procedures.
Key College Policy and Procedures
Complaints about an Office or Service
If the problem in an office or service cannot be solved by the person providing assistance, students should ask to speak with a supervisor. If the matter is still not resolved after speaking with the supervisor, students should contact the manager or dean with responsibility for the program.
Complaints about Faculty (includes Counselors and Librarians)
Informal Level: The student will speak with the faculty member to seek a resolution. If the student and instructor are unable to resolve the complaint, the student will speak to faculty member’s department chair. If the department chair is the instructor, counselor, or librarian in question, and there are co-chairs, the co-chair not involved will work with the student to resolve the complaint. If there is no co-chair, the faculty member has the option of designating another faculty member to fill this role or the process will advance to the formal level.
Formal Level: If no mutually agreeable solution is reached, the department chair will direct the student to schedule an appointment with the appropriate division dean. The division dean will schedule an appointment with the student and will ask the student to complete a “Student Complaint Form” in order to document the complaint. If a resolution cannot be reached between the dean and the student, the student will be directed to schedule an appointment with the appropriate Vice President. The Vice President of the appropriate area will meet with the student and subsequently, may call a meeting of those involved and will determine a resolution to the complaint.
Complaints about Classified Staff
Informal Level: The first step is to speak to the classified staff member to attempt to resolve the issue. If a resolution cannot be reached, the student is to speak to the classified staff member’s immediate supervisor/manager.
Formal Level: The supervisor/manager will schedule an appointment with the supervisor/manager who will ask the student to complete a “Student Complaint Form” in order to document the complaint. If a resolution cannot be reached between the supervisor/manager, the student can schedule an appointment with the Vice President of Student Services, Vice President of Instruction, or Vice President of Administrative Services depending on which department the classified staff member works for. The Vice President of the appropriate area will meet with the student and subsequently, may call a meeting of those involved and will determine a resolution to the complaint.
Complaints about Managers
Informal Level: The student should first acknowledge the complaint with the manager to attempt to resolve the issue. If the student and manager are unable to resolve the issue, the student should speak with the manager’s immediate supervisor. The immediate supervisor will then meet with the manager to attempt to reach a solution which is mutually agreeable to the student. If no agreement is reached the student will be advised to schedule an appointment with the next level manager.
Formal Level: The next level manager will schedule an appointment with the student and will ask the student to complete a “Student Complaint Form” in order to document the complaint. The next level manager will work to resolve the issue with the student. A meeting of all involved may be called by the next level supervising manager who will determine a final resolution.
Non-Discrimination Policies and Unlawful Discrimination Complaints
The District is committed to equal opportunity in educational programs, employment, and campus life. The District does not discriminate on the basis of age, ancestry, color, disability, gender, marital status, national origin, parental status, race, religion, sexual orientation, or veteran status in any access to and treatment in College programs, activities, and application for employment.
This policy is in compliance with Title VI of the Civil Rights Act of 1964 (race, color, and national origin); Title IX of the Educational Amendments of 1972 (gender equity); the Rehabilitation Act of 1973, sections 503 & 504 and the Americans with Disabilities Act of 1990 (disabilities); Executive Orders 11246 & 11375; the Vietnam Era Veterans Readjustment Act of 1967; the Age Discrimination Act of 1975 (age); and non-discrimination laws and regulations of the State of California.
For more information or to file a complaint:
- Campus Coordinator: Dennis Franco, Dean of Students, Title IX Coordinator, Student & Administration Building, Room 219, phone (510) 215-3960, Contra Costa College, 2600 Mission Bell Drive, San Pablo, CA 94806.
- Section 504/ADA Officer: Mariles Magalong, Business Services Director, Student & Administration Building, Room 208, 510-215-3847, Contra Costa College, 2600 Mission Bell Drive, San Pablo, CA 94806.
- District Coordinator: Eugene Huff, Executive Vice Chancellor of Administrative Services/Chief of Human Resources Officer, 500 Court Street, Martinez, CA 94553, (925) 229-6851.
Student Grievances Process (Grade Appeals)
The student grievance procedure is based on resolving an issue at the most appropriate level in an efficient and equitable manner. A student may file a grievance or grieve an action or decision of the district or one of its colleges when the student’s status and/or rights have been adversely affected.
Stage I: Informal Process
- If a complaint is not resolved between the instructor and the student, the student will be referred to the department chairperson (if this is not the same person as the instructor). The department chairperson may call the instructor and student for an informal conference to attempt to resolve the problem.
- If the complaint is not resolved at the department chairperson level, the student will be referred to the division dean who will meet with the student and instructor for an informal conference to attempt to resolve the problem. If the instructor is retired or no longer at the college, then the department chairperson will be involved in this conference.
- If the grievance is not resolved at this stage (i.e. the student finds the decision of the division dean unfavorable), the next step for the student is to start Stage II: Formal Process.
Stage II: Formal Process
- If the complaint is not resolved at the division dean level, the division dean will refer the student to the grievance officer, the Dean of Enrollment Services. The student is required to provide a Student Grievance Form to include a written statement describing the grievance, desired outcome, and documentation substantiating the claim. Based on the information provided, the grievance officer has the authority to determine if the complaint is grievable and forwarded to the committee for a hearing OR not grievable which will conclude the formal process and be forwarded to a manager. The grievance officer has the right to request additional documentation from the student. If documentation is not provided during the specified timeline of the grievance officer, typically five (5) to seven (7) working days, the complaint will be considered abandoned and closed.
- If a complaint involves the issue of discrimination or harassment, the grievance officer will direct the student to pursue Board Policy 2002 (Governing Board Policy for the Investigation and Resolution of Complaints of Unlawful Discrimination).
- If the complaint is considered not grievable after reviewing the student documentation, the grievance officer will direct the student to the appropriate manager, and the complaint will be considered resolved and closed. If the decision of the grievance officer is unfavorable to the student, they can appeal the decision to the vice-president of the college within three (3) working days of receiving the decision from the grievance officer.
- If the grievance officer finds the student complaint grievable after reviewing the student documentation, the grievance committee will be notified in order to schedule a date for a hearing. Examples of grievable actions include, but are not limited to, the violation of: right to confidential records, right of free and unrestricted expression, right to file a grievance/ complaint, right to view campus crime statistics, freedom of assembly, etc.
- The grievance committee meets when necessary to hear complaints involving disputed grades, contents of records or other unresolved issues. The committee hears the complaint, deliberates and makes a recommendation to the vice president (or designee).
- Membership of the grievance committee is as follows:
- Three members of the Academic Senate Sub Committee, Student Services Committee, one of whom will serve as chairperson;
- The grievance officer (Dean of Enrollment Services or designee);
- Classified staff representative;
- Student representative;
- Dean/Manager (not the involved division);
- Timeline and procedures for formal grievance process:
- The grievance committee will be convened within thirty (30) instructional days of receipt of the student grievance form. If the appeal is filed in the summer, the 30 days will apply subject to the availability of the parties involved. Prior to the meeting of the grievance committee, the grievance officer will collect documentation from the student grieving, as well as from the instructor. This documentation will be distributed to all committee members no later than three (3) working days prior to the meeting.
- While no attorneys are to be present at the grievance committee, both student and instructor may bring one representative to the grievance committee meeting.
- Grievance committee meetings will be recorded.
- Both student and instructor will be present during the grievance committee meeting.
- Format of the grievance committee meeting is as follows:
- The intent of the meeting is to clarify the issues and facts of the situation. It is not intended to be adversarial in nature. The committee chair and grievance officer will facilitate the discussion to prevent adversarial behavior and promote uninterrupted presentation of the facts from the student and instructor.
- Student grades given by an instructor are final “in the absence of mistake, fraud, bad faith, or incompetency”(Education Code, 76224 (a).
- The meeting will begin with the student’s presentation of the issue. The committee will ask the student questions to clarify the issues.
- The instructor will address and answer questions from the committee to clarify the issues.
- When all presentations and questions have been completed, the student and the instructor will be invited to leave. The grievance committee will deliberate and decide upon a recommendation regarding the issue.
- Appeal process:
- If the decision of the vice president is unfavorable to student or instructor, either can appeal the decision to the president of the college within three (3) working days of receiving the decision from the vice president.
- The college president notifies the student and the instructor of the final decision within five (5) working days of the final decision.
- In reference to a grade grievance, if the college president sustains the student’s complaint and determines that a change of grade is warranted, the instructor may appeal the decision in writing to the governing board of the Contra Costa Community College District within ten (10) working days of receipt of the final decision.
- Within thirty (30) working days of receipt of the final decision of the college president, the student may appeal the decision in writing to the governing board of the community college district.
- If the decision of the governing board is unfavorable to the student, the student has the right to submit written objections to the given grade, which the district must maintain as part of the student’s academic records. [Education Code, Section 76232(d)]
- Membership of the grievance committee is as follows:
Privacy Rights of Students
The Family Educational Rights and Privacy Act (section 438, Public Law 93-380) requires educational institutions to provide students with access to official education records related to themselves, and provides students with an opportunity for a hearing to challenge such records on the grounds that they are inaccurate, misleading, or otherwise inappropriate.
In addition, the College must obtain written consent before releasing personally-identifiable information from records to other than a specified list of persons and agencies. These rights extend to current and former students.
As used in this policy, “drug” and “drugs” refer to controlled substances as defined by State and Federal law.
It is the policy of the District to maintain a drug-free environment. The District will inform all employees that the District seeks to ensure all employees are free from the effects of drug use during work hours, and that drugs are not permitted on District premises. A drug-free environment is essential to maintaining the safety and efficiency of college and District operations and the health and safety of employees, students, and the public.
All policies and procedures related to a drug-free environment will be in accord with established collective bargaining agreements, Governing Board policies, and Education Code provisions except as preempted by federal law. All such policies will provide employees and students due process opportunities and protections.
In order to achieve the objective of a drug-free environment, the Governing Board directs the Chief Human Resources Officer to implement the following policy:
- The Chief Human Resources Officer shall post on the District’s web site a notice that the
unlawful manufacture, distribution, dispensing, possession, or use of controlled
substances is prohibited in the workplace and at the colleges. This notice shall also:
- Include a statement of possible disciplinary actions, up to and including
discharge, for violation of the policy. The discipline shall be in accordance with
Governing Board Policies on discipline, the Education Code, and applicable
collective bargaining agreements;
- Inform employees that as a condition of employment each employee must abide
by the terms of this policy and notify the District within five days of any criminal
drug statute conviction for a violation occurring in the workplace;
- Notify employees of the District’s policy of maintaining a drug-free workplace.
- Inform employees of the dangers of drug abuse, including, but not limited to,
threats to the health and safety of employees, students, and the public.
- Include a statement of possible disciplinary actions, up to and including
- The Chief Human Resources Officer shall notify federal agencies with whom contracts
are held or from whom grants are received within 10 days of receiving notice that an
employee has been convicted of a criminal drug statute for a violation occurring in the
- The Chief Human Resources Officer shall within 30 days of notification of the conviction
of an employee for a criminal drug statute violation occurring in the workplace, take
appropriate disciplinary action against the employee. All such policies will provide
employees and students due process opportunities and protections.
Public Law 100-690, §§5151-5160
Drug Free Schools and Communities Act
20 U.S. Code, Section 1145g and 34 C.F.R. Sections 86.1
Drug Free Workplace Act of 1988
41 U.S. Code, Section 702
Public Employees, Local 1, Article 16