Procedureforgrievancesorcomplaintsofanon-Discriminatorynature

Attachment F

PROCEDUREFORGRIEVANCESORCOMPLAINTSOFANON-DISCRIMINATORYNATURE

PURPOSE

ProvideaproceduretosubmitandprocesscomplaintsthatallegeaviolationofthenondiscriminationandequalopportunityprovisionsofTitleVIoftheCivilRightsAct, asamended;Title IXofthe EducationAmendmentsAct;Section504ofthe RehabilitationAct,asamended;theAgeDiscriminationAct;TitleIIoftheAmericanswithDisabilitiesAct;theWorkforceInnovation and Opportunity Actandtheirimplementingregulationsincluding29CFRpart37.

POLICY

Thefollowingprovidesstandardizedproceduresforthesubmissionandprocessingofcomplaintsthatallege:

•ViolationsofWIOA,regulationsoragreementsundertheAct andothernon-criminalcomplaints.

•ViolationsofthelaborstandardsprovisionsatSection181(b),i.e.,violationsinvolvingactivitiesthatimpactwagesofemployees,displacement,workingconditions,andemployment conditions.

•Violations oftherelocationsprovisionsinSection181(d).Eachlocalarea, State,anddirectrecipientmust:

•ProvideinformationaboutthecontentofthegrievanceandcomplaintprocedurestoparticipantsandotherinterestedpartiesaffectedbythelocalWorkforceDevelopment System, includingOne-Stoppartnersandserviceproviders.

•Makereasonableeffortstoassurethatthegrievance andcomplaintproceduresinformationisunderstood byaffectedparticipantandotherindividuals, includingyouthandthosewhoarelimited-Englishspeakingindividuals. Sucheffortsmustcomplywiththelanguagerequirementsof29CFR37.35regardingtheprovisionofservicesandinformationinlanguagesotherthanEnglish.

•Respondtowrittencomplaintsthroughwrittenacknowledgement ofreceiptandexplanationofstatusandnextsteps. Ifanoralcomplaintisreceived,aninformalattemptatresolutioncantakeplacepriortothefilingofawrittencomplaint. Ifresolutiondoesnotresult,thecomplaintmustbeputinwriting. Complaintsmustbe legible,signedbythecomplainantorthecomplainant'sauthorizedrepresentative,anddated. Intheeventthecomplainantisunabletoprovideawrittenstatement,analternativemethodofobtainingwrittendocumentationfromthecomplainantshallbepursued,whichmayincludeassistancebyagencystafforlocalserviceprovider.

TheseprocedureswillbeavailabletoallWIOAstaff,applicants,participants,One-Stop partners,serviceproviders,sub-recipients,contractors, laborunions,community basedorganizationsorotherinterested partiesseekingtodobusinesswiththeDepartmentofLabor.DisseminationwillbemadethroughtheInternet,DepartmentofLaborIntranet,StatePolicyManual,grant awards,anduponrequest.Theseproceduresprovideforprompt andequitableresolutionofcomplaints.

A.WhoMayFile

Acomplaintmaybefiledbyanyindividualororganization,includingbutnotlimited to:

•Programparticipants

•Contractors

•WIOAstaff

•LocalAreastaff

•One-StopPartnerstaff

•Applicantsforprogramparticipation

•Laborunions

•Communitybasedorganizations

The identityofthe complainantor anyotherpersonwhohasfurnishedinformationor assistedinan investigationofacomplaintwillbekeptconfidentialtothemaximumextentpossible,consistentwithafairdeterminationoftheissues.

Noperson,organizationoragencymayretaliateagainstanyindividualthatfilesacomplaintortestifiesduringcomplaintproceedings.Anyindividualmayfileacomplaintwithout fearofjeopardizing his/her position,opportunityforadvancement,salaryincrease,ordenialofrightsandbenefitsprovidedbytheAct,regulationsorstateandlocallaws.

B.TimeFrames

Exceptforcomplaintsallegingfraudorcriminalactivity,complaintsshallbemadewithinonehundredandeighty(180)daysofthe allegedoccurrence.

This policyprovidesthatcomplaintssubmitted underthisprocedurewillbeeitherresolvedoradecision issuedwithinsixty(60)days.

C.SubmissionRequirementfortheComplaint

LocalAreaProcedures

GrievanceproceduresshallbeestablishedattheLocalArealevelforresolvinganycomplaintallegingaviolationoftheAct,regulationsorotheragreementsundertheAct.The procedureswillexplaintheprocessfordealingwithgrievancesandcomplaintsfromparticipantsandotherinterestedpartiesaffectedbythe localWorkforceSystem,includingOne-Stoppartnersandservicesproviders.

TheLocalAreaproceduresmust providean opportunityforaninformalresolutionandahearing.Anyhearingthatmayberequiredshallbecompletedwithin(60)daysofthefilingofthegrievanceorcomplaint.The LocalAreaproceduresmay includearequirementthatthe complainantpursueaninformalresolutionwithaLocalAreaserviceproviderifthecomplainantorgrievanceinvolvesanactionofdecisionoftheserviceproviderofoneofitsemployees. If a mutuallysatisfactoryresolutionresultsfromaninformalprocess,thestaffmembershouldincludedocumentationinthefilestatingtheissuesand the resolution.Thematterwouldthenbeconsideredclosed.

TheLocalAreaprocessneedstoallowanindividualallegingalaborstandardsviolationtheopportunitytosubmitthegrievancetobindingarbitration,ifacollectivebargainingagreementcoveringthepartiestothegrievancesoprovides.

If notresolvedatthelocallevel,thenthereneedsto beanopportunityforalocallevelappealaccordingtothe proceduresbelowandsubmittedtotheStateat:

NebraskaDepartmentofLaborOfficeofEmploymentandTraining550South15thStreet

Lincoln,Nebraska68509

D.StateAppeal/ReviewProcess

AppealofaLocalAreaGrievanceofComplaint

If thecomplainantdoesnotreceive adeterminationonacomplaintfiledatthe locallevelwithinsixty(60)daysoffilingor ifeitherpartyisdissatisfiedwiththelocalhearingdecision,anappeal maybemadetotheState.Therequestforreviewshall be filedwithinten(10)daysof receiptoftheadverse determinationor,ifnodeterminationismadewithinsixty(60)days,thenatanytimepriortoreceiptofadeterminationfromthelocallevel.Staffwillreviewand/orinvestigate,provideopportunityforahearing,andthe hearingofficer willissueadecisionwithinsixty(60)daysofthe appealtotheState.Acomplainantmaywithdrawhis/herappealatanytimepriortothehearing.The decisionisfinalunlessappealstotheSecretary.

StatewideWorkforceDevelopment SystemGrievanceorComplaintReviewProcess

GrievancesandcomplaintsfromparticipantsandotherinterestedpartiesaffectedbyStatewideWIOAprogramsmaybesubmittedtotheStateat:

NebraskaDepartmentofLaborOfficeofEmploymentandTraining550 South15thStreet

Lincoln,Nebraska68509

Ifitisdeterminedthatthecomplaint isdirectlyrelatedtothelocalWorkforce Innovation and OpportunityActprogram,thenthecomplaint/grievancewillberemandedtothelocalareagrievanceprocess.Local levelproceduresshall beexhaustedbeforethecomplaintmaybeaddressedatthe State level.Thelocalareashalleitherresolvethecomplaintinformallyorhaveahearingandissuea finallocaldecisionwithininsixty(60)days.

Elements to Include in the Complaint Requesting Appeal of Local Area Decision or State Review

Complaintsmustbe legible,signedbythecomplainantorthecomplainant'sauthorizedrepresentative,anddated.Thedateofthe receiptofthewrittencomplaintbytheappropriateauthority [localarea,State,ordirectrecipient] triggersthe clockforcountingdaysofactiontaken. Complaintsmustpertainto asinglesubject,situation,orsetoffacts.

Thename,addressandphonenumbermustbeclearlyindicated. Ifthecomplainant isrepresentedbyanattorneyorotherrepresentativeofthecomplainant'schoice,thename,addressandphonenumberoftherepresentative mustalsoappearinthecomplaint.

Complaintsmuststatethenameofthepartorpartiescomplainedagainstand, ifknowntothecomplainants,theaddressandphonenumberofthepartyorpartiescomplainedagainst.

Complaintsmustcontainaclearandconcisestatement of thefactsincludingpertinentdateconstitutingtheallegedviolations.

ComplaintsmustcitetheprovisionsofWIOAregulations,grantsorotheragreementsunderWIOAbelievedtohavebeenviolated,ifknown.

Complaintsmuststatetherelieforremedialaction(s)sought.

Copiesofdocumentssupportingorreferredtointhecomplaintmustbeattachedtothecomplaint.

E.InvestigationandInitialDetermination

TheOfficeofEmploymentandTrainingwillreviewand/or investigatetheallegedincidentand issueawritteninitialdeterminationwithinten (10)days.

TheInitialDeterminationwillinclude:

•StatementofIssues

•InitialDetermination

•ReasonforDetermination

•Opportunity for Complainant to request a hearing if not satisfied with the determination.

F.Hearing

If thecomplainantisnotsatisfiedwiththeInitialDetermination, he/shemayrequestahearingbeforetheCommissionerofLabororanappointed representative.Therequestforhearingwillbefiledwithinseven(7)daysofreceiptoftheInitialDetermination.Thehearingwillbeconductedinan informalmannerandformalortechnicalrulesofevidencewillnotapply.

Ifa hearingisrequested,the OfficeofEmploymentandTrainingwill:

•Arrangefor ahearing inthecomplainant locale if possible.

•Ensurethehearingisheldwithinthirty(30)daysoffiling.

•Preparea writtennoticeofhearingandforward to allaffected/interested parties.Thewrittennoticeofhearingwillinclude:

•Identityofhearingofficer,date,time,andplaceofhearing,howhearingwillbeconductedandissuestobedecided.

•Theopportunitytowithdrawthe requestbeforethehearing.Thisrequestmustbereceivedinwritingbeforethehearingdate.

•Theopportunitytobringwitnessesand/ordocumentaryevidence.

•Theopportunitytoberepresentedbyanattorneyorrepresentativeselectedbythecomplainant.

•Theopportunitytohaverecordsordocumentsrelevanttothe issuetobedecidedatthehearingproducedbytheircustodian.

•Theopportunitytoquestionanywitnessor parties.

•Theopportunitytoamendthecomplaintpriortothe hearing.

Thedecisionofthehearingofficerwillberendered,inwriting, within ten(10)daysfromthedateofhearing. Thedecisionwillinclude:

•Astatementofissuespresentedatthehearing.

•HearingOfficer'sdecision.

•ReasonforDecision.

•Recommendedremediestobeapplied.

G. Appeal to the Secretary of Labor

TheSecretaryofLaborshallinvestigateanallegationofaviolationoftherequirementsofTitleI

if:

1.A decisionrelatingtoaStatewideWIOA programgrievanceorcomplainthasnotbeenreachedwithinsixty(60)daysofreceiptofthegrievanceorcomplaintorwithinsixty(60)daysof receiptoftherequest for appealof a local levelgrievanceand eitherpartyappealstotheSecretary;or

2.AdecisionrelatingtosuchviolationhasbeenreachedandthepartytowhichsuchdecisionisadverseappealssuchdecisiontotheSecretary.

All appealstotheSecretaryofLabormustbesubmitted bycertifiedmail, returnreceiptrequested,tothe:

Secretary

U.S.DepartmentofLaborWashington,D.C.20210Attention:ASET

Acopyoftheappealmustbesimultaneouslyprovidedtothe opposingpartyandto:RegionVAdministrator

U.S.DepartmentofLabor

EmploymentandTrainingAdministration230S.DearbornStreet

Chicago,IL60604

Appealsmadeunder(2)abovemustbefiledwithin sixty(60)daysofthe receiptofthedecisionbeingappealed.Appeals made under (1)abovemustbefiledwithin120daysofthefilingofthegrievancewiththe State,orthefilingoftheappealofalocalgrievancewiththe State.Allappealsshouldcontainthefollowinginformation:

•Thefullname,telephonenumber(ifany)andaddressofthepersonmakingthecomplaint.

•The fullnameandaddressoftherespondentagainstwhomthecomplaintismade.

•Aclearandconcisestatementofthefacts,includingpertinentdates,constitutingtheallegedviolation.

•TheprovisionoftheAct,regulations orgrantorotheragreementsundertheActbelievedtohavebeenviolated.

•AstatementdisclosingwhetherproceedingsinvolvingthesubjectoftherequesthavebeencommencedorconcludedbeforeanyFederal,Stateorlocalauthorityandifso,thedateofsuchcommencement orconclusion,thenameandaddressoftheauthorityandthestyleofthecase.

TheSecretaryisrequiredtomakeafinaldeterminationrelatingtoanappealnolaterthan120 daysafterreceivingsuchappeal.

G.Remedies

Remediesthatmaybeimposedthroughthisgrievance/complaintprocessforaviolationofanyrequirementofTitleI shallbelimitedto-

•Suspensionorterminationofpaymentsunderthistitle;

•Prohibitionofplacementofaparticipantwithanemployerthathasviolated anyrequirementunderthistitle;

•Whereapplicable,reinstatementofanemployee,paymentof lostwagesandbenefits,andreestablishmentofother relevantterms,conditions,andprivilegesofemployment;and

•Whereappropriate,anyother relief availableunderTitle I oftheWIOA.

H.OtherRemedies

NothingprohibitsagrievantorcomplainantformpursingaremedyauthorizedunderanotherFederal,State,orLocallawforaviolationofTitleIoftheWIOA.

I.ViolationsoftheLaborStandards ProvisionsatSection181(b)

ComplaintsRelatedtoConditionsofEmployment

EmployeesoftheLocalAreasandSub-Contractors shallsubmitaresolvecomplaintsthroughlocalemployerprocedures.

EachrecipientofWIOAfundsisanemployerofWIOA participantsand shallcontinuetooperateorestablishandmaintainagrievanceprocedurerelatingtothetermsandconditionsofemployment.

Employers,includingprivate-for-profitemployersofWIOAparticipants,mayoperatetheirowngrievancesystemormayutilizethegrievance systemestablishedbytheStateoftheLocal Area. Employersshall informWIOAparticipantsofthegrievanceproceduretheyaretofollowwhentheparticipantbeginsemployment.

A complainantmayappeal/submitthecomplaintifanyof the followingconditionsexist:

•Theemployingagencydoesnotoperateacomplaint system.

•Theemployingagencyoperatesacomplaintsystembuttheprocedures arenotfollowed.

•Thecomplaintallegesaviolationof FederalofState rulesandregulations.

AppealtotheSecretary

As describedinSectionGabove,whenthegrievanceallegesviolationofSection181(b)and thegrievanceprocedurerightshavebeenexhaustedorthe60-daytimeperiod haselapsedwithoutadecision, eitherpartytosuchproceduremay submit thegrievancetotheSecretaryofLabor.TheSecretaryshallinvestigatetheallegations.andmakeadeterminationastowhetheraviolation ofSection181(b)hasoccurred.

If amodificationorreversalofthedecisionissuedpursuanttotherecipient'sgrievance procedureiswarranted,orthe60-daytimeperiodhaselapsedwithoutadecision,theSecretarymay modifyorreversethedecision,orissueadecisionifnodecisionhasbeenissued,afteranopportunityforahearing.

IftheSecretarydeterminesthatthedecisionissuedpursuanttothegrievanceprocedureisappropriate,thedeterminationshallbecomethefinaldecisionoftheSecretary.

BindingArbitration

Asanalternativetotheabove,apersonallegingaviolationof Section181(b)maysubmitthegrievancetoabindinggrievanceprocedure ifacollectivebargainingagreementcoveringthepartiestothe grievancesoprovides. However,bindingarbitrationdecisionsarenotreviewable

bytheSecretaryandtheremediesavailabletothegrievantarelimitedtothosesetforth in theAct.

K. ViolationsoftheRelocationProvisionsinSection181(d)oftheAct

WhenthegrievanceallegesviolationoftheRelocationProvisionsinSection181(d)oftheAct,thegrievancemaybesubmittedtotheSecretaryofLaborfor investigationtodeterminewhethertheStateoflocalareaisincompliancewiththeAct.

If theSecretarydeterminesthataviolationofthe relocation prohibitionshasoccurred,theSecretaryshallrequiretheStatethathasviolatedsuchprovisionstorepaytotheUnitedStatesanamountequaltotheamountexpendedinviolation.

L. Recordkeeping Requirements

Complaintrecordsmustberetainedforaminimumofthreeyearsfollowingresolutionofthecomplaint.Theserecordsshouldbemadeavailableforreview,asneededforcomplianceverificationpurposes.

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