ADMINISTRATIVE POLICY 2.16.2.2                                                      

Title & #: Formal Complaint Resolution - 2.16.2.2

Executive Sponsor: General Counsel

Date Effective: 06/25/2026

Supersedes Version: 5



Formal Complaint Resolution

INDEX

PURPOSE
REASON FOR POLICY
ENTITIES AFFECTED
DEFINITIONS
POLICY STATEMENT
ROLES AND RESPONSIBILITIES
COMPLIANCE AND TRAINING REQUIREMENTS
EXCEPTIONS
APPROVALS
RELATED DOCUMENTS
REVIEW AND REVISION HISTORY
 

  • I. Purpose

This policy establishes the formal personnel complaint resolution process available to KCTCS employees to express concerns regarding the violation, misinterpretation or improper application of a specific personnel statute, regulation, policy, procedure, or process.

  • II. Reason for Policy

This policy is necessary to give faculty and staff a method of addressing certain complaints that are not resolved through regular collegial communication.

  • III. Entities Affected

This policy shall apply to all applicable faculty and staff employed by KCTCS.

  • IV. Definitions

There are no definitions specific to this policy.

  • V. Policy Statement

KCTCS encourages its faculty and staff to resolve their concerns and grievances through normal collegial communication. Employees and supervisors should work together in the spirit of problem solving. When this option fails or is not possible, employees may engage in the complaint resolution procedure to address the violation, misinterpretation or improper application of a specific policy, procedure, or process, unless other policies, procedures, or other exceptions apply. This complaint resolution process emphasizes resolution within the supervisory/management system at the earliest level possible, in the shortest possible timeframe.

  • VI. Roles and Responsibilities

  1. Supervisors are the first step in addressing work-related complaints and disputes.
  2. Department heads are responsible for the second step of the complaint resolution process.
  3. The College Chancellor (at the college level) or System Vice Presidents (at the System Office) review complaints at the third step of the process.
  4. The KCTCS President or his/her designee is the final reviewer. No additional internal resolution is available after this step.

  • VII. Compliance and Training Requirements

There are no specific training requirements for this policy.

  • VIII. Exceptions

This policy does not apply to the following subjects:
  • Faculty privilege, promotion, or tenure that are governed by other policies and procedures resulting in referral to the KCTCS Senate Advisory Committee on Appeals.
  • Discrimination, hostile work environment, harassment or discrimination that are governed by other policies and procedures.
  • Supervisor’s opinions of employee performance or placement on a performance improvement plan
  • Complaints or grievances arising from essentially the same facts as a prior complaint filed or decided under this or any other KCTCS policy or procedure

  • IX. Approvals

Approved by Executive Leadership Team – June 22, 2026

Approved by President’s Leadership Team – June 25, 2026

Signed by KCTCS President – June 25, 2026

  • X. Related Documents

Administrative Procedure 2.16.2.2-P Complaint Resolution Procedure.

  • XI. Review and Revision History

This policy shall be reviewed every three (3) years from the date of the original adoption.

Original Adoption – June 22, 1998.

Revised – 06/14/2005; 11/25/2008; 05/04/2010; 06/13/2011; 11/01/2017/; 06/25/2026

Next Scheduled Revision, on or before June 25, 2029.