Section 504 Grievance Procedure for Students 

Effective Date
November 13, 2025
Last Revision Date
Procedure Owner
College President
Procedure Steward
504 Coordinator
Additional Authority
External: Section 504 of the Rehabilitation Act; Americans with Disabilities Act of 1990 

1. Procedure 

This grievance procedure is established to comply with the requirements of the Americans with Disabilities Act (ADA) of 1990, as amended, and Section 504 of the Rehabilitation Act of 1973, as amended. It is designed to provide a clear and equitable process for students who believe their rights have been violated concerning services, programs, activities, or benefits provided by Western Wyoming Community College. 

Students with disabilities must request accommodation through the Office of Wellbeing & Accessibility and are encouraged to address concerns informally with that office whenever possible. If informal resolution efforts are unsuccessful, or if an individual prefers not to pursue an informal resolution, a formal grievance may be submitted. 

Participation in this grievance process is not a requirement for filing complaints with federal agencies, such as the U.S. Department of Education’s Office for Civil Rights (OCR). Individuals may pursue remedies through other avenues at any time. 

Informal Grievance Procedure 

The informal grievance procedure provides a verbal resolution process that students may choose to engage in but are not required to use. To ensure that grievances are addressed promptly, students are encouraged to initiate the informal grievance process as soon as possible and no later than thirty (30) calendar days after the end of the semester in which the incident occurred. 

Steps in the Informal Process 

• Direct Resolution
  Individuals are encouraged to resolve concerns directly with the person(s) involved. Many misunderstandings can be addressed through open communication.
• Contacting the Accessibility & Disability Specialist
  If direct resolution is not feasible or does not yield a satisfactory outcome, individuals should contact the Accessibility & Disability Specialist to discuss the issue.
• Resolution Timeline
  The Accessibility & Disability Specialist will have ten (10) working days from the date of notification to address and attempt to resolve the complaint. A written record of the informal grievance process and its resolution will be maintained. 

Formal Grievance Procedure 

If the informal process does not resolve the concern or is bypassed, individuals may initiate a formal grievance by submitting a written complaint. 

Initiating the Formal Grievance 

The grievance must be submitted within thirty (30) calendar days of: 

• The failure to resolve the concern informally, or 

• The date the individual becomes aware of the issue, but no later than thirty (30) calendar days after the end of the semester in which the incident occurred. 

The written grievance must include: 

• A detailed description of the events and actions involved. 

• The date(s) of the incident(s). 

• Any solutions previously proposed and why they were unsatisfactory. 

• A clear description of the requested remedy or resolution. 

Formal grievances should be submitted to: 

504 Coordinator 
Compliance Coordinator
Western Wyoming Community College
2500 College Dr., Room 3050
Rock Springs, WY 82901
compliance@westernwyoming.edu 

Investigation Process 

Upon receiving the grievance, the 504 Coordinator or their designee will: 

• Request statements from the respondent and others directly involved. These statements must be submitted within five (5) working days of the request. 

• Gather and review additional relevant information, as necessary. 

In cases where the grievance involves more complex issues or requires extensive investigation, additional time may be necessary to ensure a thorough review. In such instances, the 504 Coordinator will notify the complainant and respondent of the need for an extension and provide an updated timeline. 

Decision Timeline 

• A decision will be issued in writing (and in an accessible format, if requested) to the complainant and respondent within ten (10) working days of receiving the required information. 

• The decision of the 504 Coordinator is final within the College’s grievance process. 

• The use of this grievance procedure and findings does not prevent a person from filing a complaint of discrimination on the basis of disability with the US Department of Health and Human Services, Office for Civil Rights, or the US Department of Justice, Civil Rights Division.  The office of Civil Rights can be reached through the following offices 

Office of Civil Rights, Region VII
Department of Education
Federal Office Building
1244 Speer Blvd. Suite 310
Denver, CO 80204-3582
303.844.5695 or TDD 303.844.3417

or 

Wyoming Department of Education, Office for Civil Rights
2nd Floor Hathaway Building
Cheyenne, WY 82002
307.717.6218 

History
November 13, 2025