I. Scope

The “Program Integrity Rule” amendment of Title IV of the Higher Education Act, which took effect July 11, 2011, requires institutions of higher education authorized to offer postsecondary education in one or more states to ensure access to a complaint process that will permit students to address the following:

  • Alleged violations of State consumer protection laws that include but are not limited to fraud and false advertising;
  • Alleged violations of State laws or rules relating to the licensure of postsecondary institutions; and
  • Complaints relating to the quality of education or other State or accreditation requirements.

II. Definition of a Formal Complaint

A formal complaint arises when a student believes, based on established College policies and procedures, that they have been treated in a capricious or arbitrary manner by a College official and informal methods of resolving the concern remain unaddressed or unsatisfactory.

Complaints not addressed through this process include:

Also visit Reporting Harassment, Discrimination, and Misconduct.

III. Complaint Process

Earlham College strongly encourages all members of the community to engage one another within the spirit of Principles and Practices, which promotes integrity, peaceful resolution of conflict, as well as responsibility. Resolving concerns in an educational setting, particularly one as diverse as Earlham, requires patience, civility and a commitment to listening.

The vast majority of concerns arising from communication and misunderstanding, once addressed, can be resolved in a timely manner. Students are encouraged to go first to the source of their concern, be it a faculty or staff member, department or director. When concerns cannot be resolved satisfactorily, students may register a formal complaint to the respective office listed below.

IV. Filling a Complaint

Students may file a Formal Complaint in writing, addressed to contact named in the administrative area of the complaint. Students should specify the following:

  • Contact information of the person submitting the complaint;
  • Identity of the individual or department of concern;
  • A description of the specific individual behavior or action;
  • Brief outline of what steps have been previously taken, e.g., information regarding previous reports of discussions, whether any resolution occurred, with whom the student met, etc.;
  • The date or period of time in which the behavior occurred and the location of the incident;
  • A listing of all individuals who witnessed any part of the incident in dispute.

The College administrator assigned to the area of the complaint will review it and respond in writing to the student within 15 calendar days of the submission of the complaint.

Personnel in the offices of Admissions, Financial Aid, Registrar, Academic Affairs, Student Life, Athletics and Human Resources can address and resolve most if not all of the questions and concerns you may have:

Admissions and Financial Aid

Admissions eligibility & processes:

Level 1:

Level 2:

  • Reports that are not resolved at Level 1 will forward to the Jeff Perkins, Vice President for Enrollment Management, Marketing and Communications at [email protected].

Financial aid, federal and institutional loans or aid, grants:

Level 1:

  • Contact the Assistant Vice President of Financial Aid, Kathy Gottschalk, in Tyler Hall.
    Call 765-983-1217 or email [email protected].

Level 2:

  • Reports that are not resolved at Level 1 will forward to the Jeff Perkins, Vice President for Enrollment Management, Marketing and Communications at [email protected].

Academics – Undergraduate and Graduate Programs in Education

Academic programs or experience in the classroom:

Level 1:

Level 2: 

Level 3: 

Academic records, credits, transcripts, enrollment verification:

Level 1:

Level 2:

Level 3: 

Academics – Earlham School of Religion

Academic programs or experience in the classroom:

Level 1:

Level 2:

Human Resources, Safety and Risk

  • Chief Operating Officer, Christopher Little, at the Public Safety Office in Bolling House. Call 765-983-1465 or email [email protected].

Student Employment

  • Associate Vice President of Academic Affairs, Brian LaDuca, in Landrum Bolling Center 111. Call 765-983-1468 or email [email protected].

Student Life

Housing 

Level 1:

  • Contact the appropriate RA or Area Director in the Residence Hall. Visit Office of Residence Life for individual contacts.

Level 2:

Level 3:

  • Reports unresolved at Level 2 will forward to Shane Peters, Associate vice president for student life; director of residence life, at [email protected].

Level 4:

Athletics

Level 1:

Level 2: 

Level 3:

Tuition and Fee Payments and Refunds

  • Contact Interim Chief Financial Officer, Carrie Ervin, in the Accounting Office, in Carpenter Hall. Call 765-983-1758 or email [email protected].

If unsure or your concern isn’t listed:

  • Contact the Office of Student Life, in Earlham Hall, at 765-983-1311

V. Appeals

If within ten calendar days of receipt of the administrator’s decision, the complainant remains unsatisfied, he or she may appeal by submitting the following:

  • Copy of the original complaint in writing;
  • Copy of the administrator’s decision in writing;
  • Statement of reasons indicating how the decision is unsatisfactory.

This information should be submitted to the Vice President in the respective area of the initial complaint. If the administrator or focus of the complaint is the Vice President, the student may submit the appeal to Human Resources, which will determine an alternative administrator of the appeal, in consultation with the President. The process of appeal will be limited to a review of the basis for the administrator’s original finding only, i.e. whether procedures in reviewing the original complaint were followed. The complainant will receive the outcome of the appeal in writing within 30 calendar days of the assignment of the appeal.

Records of all formal complaints will be maintained by the Director of Human Resources.

VI. Procedures for Annual Complaint Review

Annual review of formal complaints will occur on or about June 10 or each year. This review will be led by the Director of Human Resources and the designated review team. Patterns of concern, indicating remediation of processes or procedures will be forwarded to the divisional Vice President(s), with copies to the President, for his or her review.

VII. Filing Complaints Outside of Earlham College

Some student concerns or complaints may pertain to alleged violations of state consumer protection laws, such as fraud and false advertising; alleged violations of State laws or rules relating to the licensure of postsecondary institutions; quality of education; or other state or accreditation requirements. In such instances, you may contact the offices noted above in this section.

State of Indiana

Indiana State Commission on Higher Education
101 West Ohio Street, Suite 550
Indianapolis IN 46204
317-464-4400 ext. 0
http://www.in.gov/che/2744.htm

Institutional Accreditor

Earlham College is regionally accredited by the Higher Learning Commission (HLC). Contact HLC at (800) 621-7440 ext. 198 or www.ncahlc.org  for further information.

Department of Education

The Office for Civil Rights (OCR) has the authority to investigate complaints of discrimination based on race, color, national origin, or ancestry; sex; disability; and age. OCR also has the authority to investigate complaints claiming that a covered entity:

  • Retaliated for the purpose of interfering with any right or privilege protected by the laws enforced by OCR
  • Retaliated because someone made a complaint, testified, assisted, or participated in any manner in an OCR matter
  • Discriminated against any youth group officially affiliated with a group or organization listed in title 36 of the United States Code (as a patriotic society) that is intended to serve young people under the age of 21 that requests to conduct a meeting at a public school

If you believe you have been discriminated or retaliated against on any of these bases, you can file a complaint with OCR. Learn more about how to file a complaint  and about the complaint evaluation and resolution process by vising this link or by contacting the offices listed below.

The OCR office for Indiana is located at:

Denver Office
Office for Civil Rights
U.S. Department of Education
Cesar E. Chavez Memorial Building
1244 Speer Boulevard, Suite 310
Denver, CO 80204-3582

Telephone: 303-844-5695
FAX: 303-844-4303; TDD: 800-877-8339
Email: [email protected]

The OCR national headquarters is located at:

U.S. Department of Education
Office for Civil Rights
Lyndon Baines Johnson Department of Education Bldg
400 Maryland Avenue, SW
Washington, DC 20202-1100

Telephone: 800-421-3481
FAX: 202-453-6012; TDD: 800-877-8339
Email: [email protected]

All Distance Education Programs

Students in distance education courses at Earlham (including the Earlham School of Religion) who reside in states other than Indiana may file a complaint with the Indiana Commission for Higher Education after having completed Earlham’s complaint process.
 
Student Complaint Information – Indiana SARA Portal Agency
Phone: 317-464-4400

Clerical Notes

October 8, 2025 — Section VII: Amended to include Indiana SARA Portal Agency for complaints related to distance education programs.

October 2, 2025 — Section IV: Contacts updated throughout; Section VII: Updates to contact information for the Department of Education Office for Civil Rights

June 23, 2025 — Section II: hyperlinks added to Sex Discrimination and Sex-based Harassment policy and Discrimination and Harassment Grievance Procedures.

Policy specifications

Type: Policy
Last revision: 10/08/2025
Responsible office: Human Resources
Office of the President
Effective date: 07/11/2011
Related policies: Nondiscrimination and Anti-Harassment Policy
Accommodation of Students with Disabilities
Associated division(s):
Associated audience(s):
Associated container(s):
Policy home: https://earlham.edu/policy/student-consumer-complaint-process