Common use of Formal Communication Clause in Contracts

Formal Communication. If the concern is not resolved through informal communication between the student and the faculty member, the student must reduce the concern to writing and submit it to the ▇▇▇▇. The written document shall include a description of the situation, relevant dates and times, examples, and copies of any and all relevant documents. This document must be signed and dated. Upon receipt of the written complaint, the ▇▇▇▇ will submit the document to the faculty member, and will meet with the faculty member. Within fifteen (15) contract days of receipt of the written complaint, the ▇▇▇▇ will provide a written response to the student and a copy to the faculty member. If the student chooses to appeal the decision, they must do so with the appropriate vice president within five (5) contract days of the ▇▇▇▇’▇ decision. The vice president will also be required to respond in writing to the student within fifteen (15) contract days. A copy will be sent to the faculty member. If the student would like to appeal the decision, they may address the issue with the President within five (5) contract days of the vice president’s decision. The written complaint would again be submitted by the student for the President’s consideration. The President will communicate his/her decision regarding the concern to the student (with a copy to the faculty member) within fifteen (15) contract days. The President’s decision is considered to be final under this process. Documentation. Information and materials collected during this process are considered confidential and may be shared only with parties directly involved in the concern or College employees or agents of the College who, as a result of their official duties, have a need to know in order to perform the functions of their assignment. One year after resolution, the file shall be closed. Once the file is closed, materials and information in the closed file may not be used in any disciplinary action against the faculty member. Materials shall be stored separately in the Instruction Office for a period of seven (7) years after the complainant has exhausted all rights to internal appeal. After this seven (7) year period, and at the request of the faculty member involved, the College shall destroy the file and certify in writing to the faculty member that such destruction has occurred. Materials and information from the file shall not be viewed or otherwise be made available to any person except the faculty member involved, except that the college shall have access to the file in order to comply with any lawful court order or subpoena, to defend itself or any employee from any litigation, grievance or complaint, or to otherwise comply with any legally required duty or obligation. In such a case where the file is reopened, the faculty member(s) involved shall be notified in writing within five (5) working days.