Return to Home PageFEDERAL SECTOR COMPLAINTS PROCESSING MANUAL
TABLE OF CONTENTS
CHAPTER 1
DELEGATION OF AUTHORITY
I. INTRODUCTION1-1
II. DIRECTOR OF EEO MUST HAVE INDEPENDENT AUTHORITY1-1
III. AUTHORITY TO DELEGATE OTHER FUNCTIONS1-2
IV. EEO OFFICIALS CANNOT SERVE AS REPRESENTATIVES1-2
CHAPTER 2
EQUAL EMPLOYMENT OPPORTUNITY COUNSELING
I. INTRODUCTION2-1
II. PROVIDING ADVICE TO THE AGGRIEVED PERSON2-2
A. Provide Required Written Notice2-2
B. Provide Other EEO Complaint Information to the Aggrieved Person2-6
C. Provide Information On Special Procedures as Required2-8
D. Age Discrimination in Employment Act Complaints2-16
E. Statutes and Regulations2-17
III. DETERMINE THE ISSUE(S) AND BASIS(ES) OF THE POTENTIAL COMPLAINT2-19
A. Determining the Issue(s)2-19
B. Determining the Basis(es)2-20
C. When the Basis(es) is not covered by the EEO Regulations2-20
IV. CONDUCTING THE INQUIRY2-20
V. SEEKING RESOLUTION2-21
VI. DOCUMENT THE RESOLUTION OR ADVISE THE AGGRIEVED PERSON OF HIS/HER RIGHT TO FILE A FORMAL DISCRIMINATION COMPLAINT
IF RESOLUTION FAILS2-21
A. Resolution of the Matter2-21
B. Failure to Resolve the Matter2-22
C. Duty to Advise2-22
VII. THE COUNSELOR'S REPORT2-24
A. Time Limits2-24
B. Contents of Report2-25
C. Confidentiality of Negotiations for Resolution2-25
VIII. COUNSELING CLASS ACTION COMPLAINTS2-25
[Attachment A] EEO Counseling Techniques2-27
[Attachment B] EEO Counselor's Report2-47
[Attachment C] Sample Resolution Letter2-50
[Attachment D] Notice of Right to File a Discrimination Complaint2-51
[Attachment E] EEO Counselor Checklist2-53
CHAPTER 3
SPECIAL PROCEDURES FOR RELATED PROCESSES
I. INTRODUCTION3-1
II. PROCESSING MIXED CASE COMPLAINTS AND APPEALS -- 29 C.F.R. §1614.3023-1
A. Definitions3-1
B. Procedures3-1
III. NEGOTIATED GRIEVANCE PROCEDURES IN COLLECTIVE
BARGAINING AGREEMENTS3-8
A. Where Agency is Covered by U.S.C. § 7121(d)3-8
B. Where agency is not Covered by 5 U.S.C. § 7121(d)3-8
IV. PROCESSING NOTICES OF INTENT TO SUE UNDER THE AGE DISCRIMINATION IN EMPLOYMENT ACT3-9
A. Election of Administrative Process3-9
B. Aggrieved May Bypass Administrative Process3-9
C. Responsibilities Regarding Notices of Intent to Sue3-10
V. EQUAL PAY ACT COMPLAINTS3-12
[Attachment A] Appealable Actions -- 5 C.F.R.3-13
[Attachment B] Sample Notice of Possible Applicability of 5 U.S.C.
§ 7121(d) to Alleged Discriminatory Action3-15
CHAPTER 4
AGENCY PROCESSING OF FORMAL COMPLAINTS
I. AGENCY SHALL ACKNOWLEDGE FORMAL COMPLAINT4-1
II. THE AGENCY SHALL ALSO PROVIDE OTHER INFORMATION AND NOTICE OF RIGHTS4-1
A. Agency Shall Inform the Complainant of the Agency's Obligations4-1
B. Agency Shall Inform Complainant of His/Her Rights4-2
III. AGENCY DISMISSAL PROCESS4-4
A. Agency Should Process Certain Dismissals Expeditiously4-4
B. All Agency Dismissals Must Be Accompanied by Reasons for the Action and Must Cite Section and Subsection of the Commission's
Regulations4-6
C. Processing of Partially Dismissed Complaints4-8
D. Allegations of Dissatisfaction Regarding Processing of Pending
Complaints4-8
IV. INVESTIGATIONS SHALL BE CONDUCTED BY THE AGENCY AGAINST WHICH THE COMPLAINT HAS BEEN FILED4-9
A. Agency Retains Responsibility4-9
B. Investigations Must Be Finished Timely4-9
C. Investigation Shall be Completed in a Manner Consistent With Chapter 5 of This Directive4-9
D. What Must be Done for an Investigation to be Considered
Complete4-9
V. FINAL DECISIONS4-10
A. Final Decisions Must be Issued Within Sixty (60) Days4-10
B. Final Decisions Shall Include the Following4-10
CHAPTER 5
DEVELOPMENT OF COMPLETE AND IMPARTIAL FACTUAL RECORDS
PURSUANT TO 29 C.F.R. PART 1614
I. INTRODUCTION5-1
II. CONTENTS OF A COMPLAINT FILE5-1
III. RESPONSIBILITIES5-2
A. Director of Equal Employment Opportunity5-2
B. Equal Employment Opportunity Investigator5-2
C. Complainant5-2
IV. INVESTIGATION5-3
A. Methods of Investigation5-3
B. Purpose of the Investigation5-3
C. General Investigative Requirements5-4
V. THE ROLE OF THE INVESTIGATOR5-4
A. Collecting and Discovering Factual Information5-4
B. Variety of Methods Available5-4
C. Investigator Must Be Unbiased and Objective5-5
D. Investigator Must Be Thorough5-6
VI. EVIDENCE5-6
A. Quality of Evidence5-6
B. Types of Evidence5-8
C. Sources of Evidence5-9
D. Evidence on the Question of Remedies5-11
VII. WITNESSES AND REPRESENTATIVES IN THE FEDERAL EEO
PROCESS5-12
A. Disclosure of Investigative Material to Witnesses5-12
B. Travel Expenses5-14
C. Official Time5-14
D. Duty Status/Tour of Duty5-17
E. Use of Government Property5-18
VIII. COMPLAINT FILE5-18
A. Contents of the Complaint File5-18
B. Features of the Complaint File5-19
C. Format for the Complaint File5-19
D. Availability of Complaint Files5-20
E. Disposition of Complaint Files5-20
IX. THE INVESTIGATIVE SUMMARY5-22
[Attachment A-1] Model for Analysis: Disparate Treatment5-23
[Attachment A-2] Model for Analysis: Hiring/Promotion5-24
[Attachment A-3] Model for Analysis: Discharge/Disciplinary Action5-25
[Attachment A-4] Model for Analysis: Retaliation5-26
[Attachment A-5] Model for Analysis: Handicap--Reasonable
Accommodation5-27
[Attachment A-6] Model for Analysis: Handicap--Disparate Treatment5-29
[Attachment A-7] Model for Analysis: Handicap--Reassignment5-31
[Attachment A-8] Model for Analysis: Religious Accommodation5-33
[Attachment B] Sample Complaint File Title Page Format5-34
CHAPTER 6
HEARINGS
I. INTRODUCTION6-1
II. THE ROLES OF THE AGENCY AND THE ADMINISTRATIVE JUDGE6-2
A. Agency Responsibility at the Hearing Stage6-2
B. The Role of the Administrative Judge6-5
III. DISCOVERY6-9
A. Introduction6-9
B. Right to Seek Discovery6-10
C. Methods of Discovery6-11
D. Discovery Procedures6-12
E. Failure to Request Discovery Does Not Imply Waiver of Requests for Documents and Witnesses at Hearing6-16
F. Cost of Discovery6-16
CHAPTER 7
COMPLAINTS OF CLASS DISCRIMINATION
IN THE FEDERAL GOVERNMENT
I. INTRODUCTION7-1
II. TIME REQUIREMENTS7-1
III. DISMISSAL -- 29 C.F.R. § 1614.204(d)7-2
A. Class Complaint Criteria7-2
B. Individual Complaints Filed on Bases Identical to Class Complaints7-3
IV. RECOMMENDED DECISION -- 29 C.F.R. § 1614.204(d)(7)7-3
A. Transmittal of Recommended Decision7-3
B. Recommended Decision Becomes Final Agency Decision in 30 Days7-3
C. Dismissal at the Accept/Dismiss Stage7-4
V. NOTIFICATION -- 29 C.F.R. § 1614.204(e)7-4
A. Timing and Method of the Notice7-4
B. Content of the Notice7-4
C. Individuals May Not Opt Out7-5
D. Settlement Notice7-5
VI. REFERRAL FOR PROCESSING7-5
A. Acceptance of Class Complaints by the Agency7-5
B. Site of the Class Hearing7-5
VII. DEVELOPING THE EVIDENCE -- 29 C.F.R. § 1614.204(f)7-7
A. The Process of Developing the Evidence7-7
B. Use of Agency Facilities by Class Agent7-8
VIII. RESOLUTION -- 29 C.F.R. § 1614.204(g)(4)7-8
A. Notice of Resolution7-8
B. Petition to Vacate Resolution7-8
IX. HEARING -- 29 C.F.R. § 1614.204(h) and (i)7-9
A. Hearing Procedures7-9
B. Official Time for Agency Employees7-9
C. Travel Expense Incurred for Agency Convenience7-9
X. AGENCY DECISION -- 29 C.F.R. § 1614.204(j) and (k)7-10
A. Action on Administrative Judge's Report of Findings and
Recommendations7-10
B. Required Features of the Agency Final Decision7-10
C. Binding Nature of Agency Decision7-11
D. Notification of Agency Final Decision7-11
XI. RELIEF FOR INDIVIDUAL CLASS MEMBERS -- 29 C.F.R.
§ 1614.204(l)7-11
A. Claims for Individual Relief by Class Members Where Discrimination
is Found7-11
B. Timing of Agency Decision on Individual Claims for Relief7-12
C. Limits on the Duration of a Finding of Class-Wide Discrimination7-12
D. Where Class-Wide Discrimination is Not Found But Discrimination is Found for the Agent7-12
XII. REPRISAL7-13
[Attachment A] Equal Employment Opportunity Commission District
Offices and Geographic Jurisdictions7-14
CHAPTER 8
APPEALS TO THE COMMISSION
I. INTRODUCTION8-1
II. PERSONS WHO MAY APPEAL8-2
A. A Complainant May Appeal8-2
B. A Class Agent May Appeal8-2
C. A Class Member May Appeal8-3
D. A Grievant May Appeal8-3
III. FILING THE APPEAL AND AGENCY RESPONSE8-4
A. Briefs and Supporting Documents8-4
B. The Agency Response8-4
IV. APPELLATE PROCEDURE8-5
A. Appeal Will Be Acknowledged8-5
B. Where Record is Complete8-5
C. Where Record Requires Supplementation8-5
V. RECONSIDERATION8-6
A. Reconsideration is Not an Appeal8-6
B. Reconsideration Procedures8-6
C. Reconsideration Decision is Final8-7
VI. REMEDIES8-7
A. Agency Shall Provide Full Relief After Finding Discrimination8-7
B. Types of Relief Available8-7
C. Clear and Convincing Standard Needed to Avoid Liability: Duty to Cure Discrimination Remains8-8
D. Interest on Back Pay8-8
E. Offer of a Position Must Be in Writing8-8
F. Attorney's Fees - 29 C.F.R. § 1614.501 (e)8-8
G. Computation of Service Time8-10
VII. COMPLIANCE8-10
A. Relief Ordered in a Final Decision on Appeal8-10
B. Relief Pending a Motion for Reconsideration8-11
C. Complainant May File an Appeal Alleging a Breach of a Settlement Agreement8-11
D. Complainant May Petition the Commission for Enforcement of a Decision Issued Under the Commission's Appellate Jurisdiction8-11
VIII. CIVIL ACTIONS8-12
IX. NOTICE REQUIREMENTS8-12
CHAPTER 9
FULL RELIEF
[RESERVED]
CHAPTER 10
ADMINISTRATIVE APPEALS, CIVIL ACTIONS,
ATTORNEY'S FEES, AND APPOINTMENT OF COUNSEL
I. INTRODUCTION10-1
II. ADMINISTRATIVE APPEALS10-1
A. Time Limits for Appeals to the Commission - Section 1614.40210-1
B. Petitions to Consider MSPB Decisions10-3
C. Appeal to MSPB on Mixed Case Complaint10-4
III. CIVIL ACTIONS10-4
A. Time Limits for Civil Actions10-4
B. Termination of EEOC Processing10-5
C. Mixed Case Complaints10-5
IV. ATTORNEY'S FEES AND COSTS10-5
V. NOTICE OF COMPLAINANT'S RIGHT TO REQUEST COURT APPOINTMENT OF COUNSEL10-6
CHAPTER 11
EQUAL EMPLOYMENT OPPORTUNITY REPORTING REQUIREMENTS
I. INTRODUCTION11-1
II. PROCEDURAL REQUIREMENTS11-1
III. INSTRUCTIONS FOR COMPLETING EEOC FORM 46211-2
This page was last modified on June 22, 1999.