Student Complaints
Paris Junior College wants to hear from you when something is not working. Most concerns are resolved quickly and informally by talking with the person closest to the situation. When that does not resolve it, students may file a formal complaint by filling out our Student Complaint Form below. There are also several other means for submitting a student complaint, which are described below at "How to File a Student Complaint".
For more information, contact PJC's Director of Advising & Counseling, Tasha Whitker, at twhitaker@parisjc.edu or call (903) 782-0430 or visit her in the Advising & Counseling Center on the Paris campus in the Administration building.
For questions about the process, contact Student Services at ss@parisjc.edu or call (903) 782-0211.
Find the Appeal Form for appeals after a Level I decision, by logging into MyPJC as a students and clicking "Reports & Forms" on the left-side menu. Or contact the Director of Advising & Counseling at twhitaker@parisjc.edu for further instructions on submitting an appeal.
Overview of Process
This page explains how that process works, what the deadlines are, and what you can expect from the College at each step. The full process is set out in Policy FLD in the PJC Policy Manual and in the Student Handbook under Student Rights and Responsibilities.
View related PJC Policy FLD (Legal) and FLD (Local) for more information.
Start Here: Is Your Concern Handled by a Different Policy?
Some complaints follow a different process first. If your concern falls into one of the categories below, file under the policy listed. Policy FLD then governs your appeal after that process is complete.
- Discrimination or harassment based on race, color, sex, gender, national origin, disability, age, or religion —
file under Policy FFDA (Legal) , FFDA (Local), FFDB (Legal) or FFDB (Local).
- For more information on submitting a concern about sexual harassment, go to PJC's Title IX page or go to the Human Resources office in the Administration building on the Paris campus.
- Any student who believes that he or she has experienced prohibited conduct or believes that another student has experienced prohibited conduct should immediately report the alleged acts to a responsible employee.
- Retaliation related to discrimination or harassment — file under policy FFDA (Legal) , FFDA (Local), FFDB (Legal) or FFDB (Local).
- Student disciplinary decisions — file under Policy FMA (Local).
- A complaint about a commissioned peace officer employed by PJC — file under Policy CGF (Local).
- Withdrawal of consent to remain on campus — file under Policy GDA (Legal) or GDA (Local).
- Grade Changes/Appeals - file appeal with the Registrar's office and for further appeals, file under Policy FLD (Legal) or FLD (Local)
Everything else is filed under Policy FLD (Legal) or FLD (Local) using the process on this page. If you are not sure which applies, contact Advising & Counseling Center, and we will point you to the right process.
Paris Campus: 903-782-0426
Greenville: 903-454-9333
Sulphur Springs: 903-885-1232
PJC encourages you to discuss your concern with the faculty member or administrator who has the authority to address it. Most issues are resolved this way, and raising a concern early gives everyone the best chance to fix it.
- Concerns about an instructor or a course: contact the Dean or Program Director for that department.
- Concerns about a staff member: contact Human Resources at humanresources@parisjc.edu or 903-782-0483.
- Not sure who to contact: use the Employee Directory, or call the Advising & Counseling Center at 903-782-0426.
Two things to know:
- Informal resolution is encouraged, but it is not required before you file a formal complaint. You may do both at the same time.
- Working on an informal resolution does not pause the 15-business-day deadline to file a formal complaint. The only way to extend a deadline is by mutual written agreement with the College.
Even after you file, you are welcome to keep working toward an informal resolution. If your concern is resolved, you may withdraw your complaint at any time.
How to File a Formal Complaint
You may file a formal complaint form or an appeal notice by any of these methods:
- Hand delivery — timely if received by the appropriate administrator or designee or
the Director of Advising & Counseling by close of business on the deadline.
- Bring your completed form to the office that receives your complaint, or to any PJC location and ask for help getting it to the right place. Staff will record the date and time you delivered it.
- Email or fax — timely if received by close of business on the deadline, based on the date and time on the electronic message.
- Mail — timely if postmarked on or before the deadline and received no more than three
business days after the deadline.
- Paris Campus — Paris Junior College, Advising & Counseling - Tasha Whitaker, 2400 Clarksville Street, Paris, TX 75460
- Online: Student Complaint Form
- For appeals: Student Appeal Form
Counting Days & Deadlines
A student may initiate the formal complaint process by submitting a written complaint within 15 business days of the date the student first knew, or with reasonable diligence should have known, of the original decision or action giving rise to the complaint or grievance.
Every deadline on this page is counted in College business days, not calendar days. The day you file a document is day zero. The next business day is day one. Days the College is closed do not count.
All time limits are strictly followed unless changed by mutual written agreement. A complaint or appeal filed late may be dismissed with written notice to you. If that happens, you may appeal the dismissal in writing within business 10 days of the dismissal notice, starting at the level where it was dismissed. That appeal is limited to the question of whether the filing was timely
What happens to my complaint?
Formal complaints follow a structured, step-by-step process:
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Level One: The complaint is reviewed by the lowest-level administrator with authority to resolve the issue, usually a Dean or Program Director or designee. A conference is held within 10 business days, and a written response is issued within 10 business days after the meeting.
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Level Two: If dissatisfied, the student may appeal to the next higher administrator, usually a Vice President. Another conference and written decision follow.
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Level Three: A further appeal may be made to a senior administrator, typically involving an ad hoc Appeals Committee chaired by the Vice President of Student Services.
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Level Four: As a final internal step, the student may appeal to the PJC Board of Regents.
Filing a Level 1 Complaint
After a student files a formal complaint, the Level One administrator will schedule a conference (meeting) with the student within 10 business days after receiving the written complaint. The student should bring any relevant information and supporting documents to the Level One conference. After the Level One conference, no new documents may be submitted by the student unless the student did not know the documents existed before the Level One conference.
The complaint (Level One) will be submitted to the Director of Advising & Counseling, who will submit it to the Level One administrator, usually a Dean or Program Director.
Conferences should be set at a mutually agreeable time; if the student fails to appear, the administrator may proceed in their absence. During the meeting, the student may present relevant information and any supporting documents. The administrator may also consider any documents or information that could help resolve the issue.
After the conference, the Level One administrator will investigate as needed and issue a written decision within 10 business days following the conference.
Appeals Process at PJC - Level Two
If the student is dissatisfied with the Level One outcome (or if no response was received by the 10-day deadline), the student may appeal to Level Two.
The appeal must be filed in writing within 10 business days of the date the Level One decision was provided to the student, or within 10 days of the Level One response due date if no response was given. To initiate the Level Two appeals process, see how to file a complaint (above).
The appeal (Level Two) will be submitted to the Vice President of Academics or designee.
The Level Two administrator will schedule a conference within 10 business days after the appeal notice is filed.
The conference is generally limited to the issues and evidence presented at Level
One; no new complaints should be introduced at this stage. However, the student may
address any new evidence or grounds that the Level One decision relied upon. The Level
Two administrator can set reasonable time limits for the meeting.
The Level Two administrator shall provide a written decision to the student within
10 business days after the Level Two conference. This written response will explain the decision,
addressing the points raised on appeal, and uphold or modify the Level One outcome
as deemed appropriate.
Appeals Process at PJC - Level Three
A student who remains dissatisfied after Level Two may appeal to Level Three. The Level Two findings and documentation will be submitted to the President or designee.
The Level Three appeal must be filed in writing within 10 business days of the Level Two decision (or the lapse of the Level Two response deadline, if no response was received). For the Level Three Appeals submission, see how to file a complaint (above).
The Level Three administrator will convene a hearing or conference within 10 business days of the appeal filing. At PJC, a Vice President (or designee) will chair an ad hoc Appeals Committee to review the complaint at this level.
This committee will be comprised of:
- Impartial administrators (e.g. two campus deans not involved in prior levels)
- All instructors of the student
- A student representative (selected from a panel of at least 10 student submitted by PJC’s Student Government).
The Level Three hearing is limited to the matters raised previously; it serves to
review the Level Two outcome.
The student may present arguments addressing why the Level Two decision is unsatisfactory and respond to any evidence the administration relies on. The committee members and chair may ask questions and examine the records from Levels One and Two. All participants should maintain a professional tone, focusing on facts and policy.
After the hearing, the Level Three administrator (committee chair) will consult the committee’s findings and issue a written Level Three decision within 10 business days of the hearing. The written response will state the College’s final administrative position on the complaint, including the reasoning behind the decision. This response marks the conclusion of PJC’s administrative grievance process, subject to the Board review option below.
Appeals Process at PJC - Level Four
If the Student did not receive the relief requested at Level Three, or if the time for a response has expired, the student may appeal to PJC's Board of Regents through the PJC's President's Office. For the Level Four Appeals submission, see how to file a complaint (above).
The request must be filed within 10 business days of receiving the Level Three response (or within 10 days of its due date if no Level Three response was provided). The College President or designee will then schedule the complaint for consideration at an upcoming Board meeting and inform the student of the date, time, and place of that meeting. The Board appeal will be placed on the agenda in accordance with Board policy.
The College President or designee will inform the student of the date, time, and place of the Board meeting at which the complaint will be on the agenda for presentation to the Board of Regents. The Board will consider the complaint and give notice of its decision orally or in writing at any time up to and including the next regularly scheduled Board meeting.
The President (or designee) will ensure that Board members receive the complete record
of the complaint (Levels One, Two, and Three) prior to the meeting. The student may
also request a copy of the Level Three record for their reference. If the college
administration intends to present any new evidence to the Board that was not part
of the Level Three record, the student must be given notice of the nature of that
new evidence at least 3 days before the Board meeting.
The Board will decide, in compliance with the Texas Open Meetings Act and FERPA, whether
the complaint will be heard in an open session or a closed session (to protect student
privacy).
At the Board meeting, the student (or their designated representative) will be given an opportunity to present their complaint to the Board in a timed oral presentation. The College administration may also present its perspective or explain the rationale of the decisions at the lower levels. Board members may ask questions to either party for clarification. The Board will not take new evidence beyond what is in the record unless proper notice was given as above.
After hearing the presentations, the Board will deliberate and make a final decision.
The Board may announce its decision at that meeting or at the next scheduled Board
meeting. By policy, the Board has until the end of the next regular meeting to decide
on the complaint.
The Board may vote to uphold the administration’s Level Three decision, modify the outcome, or grant appropriate relief to the student. If the Board does not reach a decision by the close of the next regular meeting, the complaint is considered closed with the Level Three decision upheld by default. The Board’s decision (or lack of action by the deadline) is final and exhausts the student’s internal remedies at PJC.
The final resolution letter should also inform the student of any further options,
if applicable. contact Texas Higher Education Coordinating Board (THECB) or other
agencies if they believe applicable law or standard was violated).
Final Decisions
Once a final decision is reached (at whatever level the complaint is resolved or closed),
the responsible administrator at the final level will ensure the student is promptly
notified in writing of the outcome and that the case is closed in the records.
NOTE: In all cases (Levels One-Four), if the student withdraws the complaint or fails to appeal to the next level within the designated timeframe, the complaint may be considered resolved or inactive.
Audio Recording
As provided by law, a student shall be permitted to make an audio recording of a hearing under this policy at which the substance of the student’s complaint is discussed. The student shall notify all attendees present that an audio recording is taking place.
Freedom from Retaliation
Neither the PJC Board of Regents nor any PJC employee may unlawfully retaliate against any student(s) for bringing a concern or complaint.
Related PJC Policy: FLD(Legal) and FLD(Local) If any part of these processes or procedures conflicts with PJC Board Policies FLD (Legal) or FLD (Local), the Board policies shall govern and take precedence.
Further Appeals
At each level, strict timelines apply, written decisions are required, and records are maintained in PJC’s case management system. Students must exhaust all PJC grievance steps before seeking review by outside agencies such as the Texas Higher Education Coordinating Board (THECB). Certain issues—such as discrimination, student discipline, academic appeals, or campus police complaints—follow separate, specialized procedures rather than this general process.
This system ensures students’ rights are protected, retaliation is prohibited, and complaints are handled consistently in accordance with Board Policies FLD (Legal) and FLD (Local), state law, and accreditation standards.
After the Final Decision is made by PJC, the student has now exhausted PJC’s appeals
process and may contact Texas Higher Education Coordinating Board (THECB) or PJC's
accrediting body SACSCOC or other agencies if they believe applicable law or standard
was violated.
Filing a Complaint with the Texas Higher Education Coordinating Board
Any current, former, or prospective PJC student who has exhausted the College's complaint
and appeal process described above may file a complaint with the Texas Higher Education
Coordinating Board (THECB). Complaints can be submitted using THECB's Student Complaint
Form, available at THECB's student complaints site, or by emailing StudentComplaints@thecb.state.tx.us.
Texas Higher Education Coordinating Board's (THECB) Student Complaints information
Texas Higher Education Coordinating Board Office of the Ombudsman. Students, faculty, and staff who believe Paris Junior College has failed to comply with specific provisions of the Texas Education Code — general education curriculum review (§51.315), faculty council or senate (§51.3522), diversity, equity, and inclusion initiatives (§51.3525), the President's responsibility for annual evaluations (§51.3541), grievance/hiring/discipline authority (§51.9431), or the general education curriculum advisory committee (§61.0522) — may file a complaint with the THECB Office of the Ombudsman at https://www.studentsfirst.texas.gov/. The Office does not review complaints about academic course instruction, grades, or general student concerns, and cannot accept a complaint from someone who has filed a lawsuit or administrative complaint elsewhere on the same facts. For all other concerns, follow the PJC student complaint procedure above and, if unresolved, the THECB student complaint process.
Student complaints relating to consumer protection laws offered under the terms and conditions of the State Authorization Reciprocity Agreement (SARA), must first be filed with the institution to seek resolution. If the Paris Junior College appeals process concludes and if resolution is not found, the student may contact the institution’s home state SARA Portal Entity. The website has links to further assist the student.
The State Authorization Reciprocity Agreement (SARA) is an agreement among states that allows colleges to offer online courses and programs to students in other member states without having to get separate authorization from each individual state. The Texas Higher Education Coordinating Board (THECB) serves as the state portal agency.
Questions about PJC's Complaint Process?
Vice President of Student Services
Administration Building, Ste. 152
903-782-0211
lelliott@parisjc.edu
Exceptions for the complaint process involving discrimination, safety, or law enforcement:
- If a complaint involved discrimination, harassment or retaliation, Policies FFDA and FFDB will be followed.
- Complaints about disciplinary decision, Policy FMA will be followed.
- Complaints against a College District police officer, Policy CGF and CGFA will be followed.
- If a student has been told they cannot stay on campus or must leave college property, Policy GDA will be followed.