PROCEDURES FOR PROCESSING DISCRIMINATION COMPLAINTS
AND CONDUCTING CIVIL RIGHTS COMPLIANCE REVIEWS IN USDA CONDUCTED PROGRAMS AND ACTIVITIES
TABLE OF CONTENTSPage
CHAPTER 1 - Introduction 1-1
1 Purpose and Scope 1-1
2 Policy 1-1
3 Authorities 1-2
4 Notice 1-3
CHAPTER 2 - Glossary of Terms 2-1
CHAPTER 3 - General Provisions for Processing Discrimination Complaints 3-1
Part I - Intake 3-1
1 General 3-1
2 Purpose 3-1
3 Duration 3-1
4 General Timeliness Requirements 3-1
5 Jurisdiction 3-3
6 Complaint Intake Process Requirements 3-4
7 Notice on Reprisal/Harassment 3-12
8 Pre-Investigation Closure 3-13
Part II - Investigation 3-15
1 General 3-15
2 Duration 3-15
3 Conducting Investigations 3-16
i
Part III - Collecting and Analyzing Evidence 3-25
1 General 3-25
2 Sources of Evidence 3-25
3 Types of Evidence 3-25
4 Quality and Usefulness of Evidence 3-26
5 Quantity of Evidence 3-27
6 Anticipated Sequence of Activities 3-27
7 Guidelines for Data Collection 3-27
8 Authority to Obtain Information 3-28
9 Onsite Investigations 3-30
10 General Rules for Handling Evidence 3-35
11 Analysis of Non-Numerical Data 3-35
12 Analysis of Numerical Data 3-36
13 Preparing the Report of Investigation 3-36
14 ROI Approval and referral to Adjudication 3-37
CHAPTER 4 - Closures and Final Agency Decisions 4-1
1 General 4-1
2 Case Determinations 4-1
3 Letters of Closures and Findings 4-2
4 Contents of FADs 4-2
5 Outcomes - FADs 4-3
6 Offers of Settlement 4-3
7 Monitoring Settlement Agreements 4-4
8 Role of the Office of General Counsel (OGC) 4-6
9 Role of the Agency 4-6
CHAPTER 5 - Compliance Reviews 5-1
Part I - General Responsibilities and Requirements 5-1
1 General 5-1
2 Purpose 5-1
3 Responsibilities 5-1
4 Types of Compliance Reviews 5-3
5 Compliance Review Targeting Criteria 5-3
6 Scope of Compliance Reviews 5-4
7 Solicitation of Documents 5-4
8 Mandatory Elements of Compliance Reviews 5-4
9 Time Frames for Compliance Review Process 5-10
10 Pre-Onsite Activities 5-11
11 Team Leader Responsibilities 5-12
12 Establishment of Compliance Review Case File 5-13
13 Team Member Selections and Tasks 5-14
14 Team Strategy Meeting 5-14
15 Pre-Onsite Notification Package 5-15
16 Compliance Review Plan 5-15
17 Approval of Review Plan 5-16
Part II - Conducting Onsite Reviews, Closure and Follow-up 5-17
1 Onsite Activities 5-17
2 Final Compliance Review Report 5-20
3 OGC Review 5-21
4 Final USDA Decision: Letter of Findings 5-21
5 Compliance Action Plan 5-21
6 Execution of Compliance Action Plan 5-21
7 Closure of Compliance Review Case File 5-22
8 Oversight, Monitoring and Follow-up 5-22
APPENDIX A. SPECIAL PROVISIONS FOR PROCESSING COMPLAINTS
1 General A-1
2 Section 504 of the Rehabilitation Act of 1973 A-1
3 The Americans With Disabilities Act of 1990 A-2
4 Executive Order 12898 and DR 5600-2 A-3
5 Sexual Orientation (Reserved) A-4
APPENDIX B. SAMPLE FORMATS B-1
1 Intake Form B-1
2 Intake Checklist B-2
3 Request For Agency Position Statement B-4
4 Response to Inquiry B-5
5 Investigative Review Sheet B-7
6 Incomplete Complaint-30 Day Letter B-9
7 Inadequate Response Closure Letter B-11
8 Complete Complaint Acknowledgment Letter B-12
9 Untimely Closure Letter B-13
10 No Causal Connection Closure Letter B-14
11 No Jurisdiction (Basis) Closure Letter B-15
12 No Response Closure Letter B-16
13 No Standing Closure Letter B-17
14 No Jurisdiction (Reprisal Against Other than USDA) Closure Letter B-18
15 No Jurisdiction (Issue) Closure Letter B-19
16 No Jurisdiction (Program) Closure Letter) B-20
17 Agency Data Request (Memo) B-21
18 Investigative Plan B-22
19 Complainant Consent/Release Form B-24
20 Affidavit B-25
21 Memorandum of Interview B-26
22 Notice to Agency of Onsite Investigation B-28
23 Notice to Complainant of Onsite Investigation B-29
24 ROI Format B-30
25 ROI Format B-31
26 ROI Cover Sheet B-32
27 ROI Review Sheet B-33
28 Adjudication Worksheet B-35
U.S. DEPARTMENT OF AGRICULTURE
WASHINGTON, D.C. 20250
DEPARTMENTAL MANUAL |
Number: 4330-001 |
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SUBJECT: Procedures for Processing Discrimination Complaints and Conducting Civil Rights Compliance Reviews in USDA Conducted Programs and Activities |
DATE: October 18, 2000 |
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OPI: Office of Civil Rights |
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CHAPTER I
INTRODUCTION
1 PURPOSE AND SCOPE
This manual provides guidelines and procedures to be followed by the Office of Civil Rights (CR) and USDA agencies to:
a Process administrative complaints of discrimination filed with the Department in any program or activity conducted by USDA; and
b Conduct civil rights compliance reviews of all USDA conducted programs and activities.
2 POLICY
a It is USDA policy to ensure that no person is subjected to prohibited discrimination in USDA conducted programs and activities based on race, color, national origin, sex, religion, age, disability, marital status, familial status, parental status, sexual orientation or because all or a part of an individual's income is derived from any public assistance program. The policy, in part, is enforced by:
(1) Fairly and efficiently responding to discrimination complaints filed against USDA; and
(2) Systematically evaluating whether and the extent to which USDA conducts its programs and activities in a manner consistent with applicable Federal and USDA civil rights requirements.
b No person shall be subjected to reprisal or harassment because he or she filed a discrimination complaint, participated in or contributed to the identification, investigation, prosecution or resolution of a civil rights violation in or by any USDA conducted program or activity; or otherwise aided or supported the enforcement of Federal or USDA civil rights laws, rules, regulations or policies.
c Any person who believes that he or she or any specific class of individuals has been subjected to discrimination by any USDA agency may personally or through a designated representative file a complaint.
3 AUTHORITIES
a Statutory
b Regulatory and Executive Orders
c Departmental Regulations/Policy
This manual will be updated periodically. Please send comments and suggested revisions to: USDA, Office of Civil Rights, Attn: Conducted Programs Procedures Manual, 14th and Independence Avenue, SW, Washington, DC 20250.
CHAPTER II: GLOSSARY OF TERMS
1 GENERAL
This Chapter defines and describes the meaning and purpose of the terms used in this manual.
2 TERMS
Below are the terms used in this manual:
a Agency - Any service, bureau, agency, office, administration, instrumentality of or corporation within the USDA or any officer or employee of the Department to whom the Secretary delegates authority to carry out any of the functions or responsibilities of an agency.
b Agency Review - A compliance review that extends to the entire USDA agency and its sub-components and all the programs and activities conducted by that agency and its sub-components.
c Allegation - An assertion, declaration or statement made in a complaint that sets out or identifies what the alleging party expects to be proved.
d Authority(ies) - The statutes, regulations, Executive Orders and policies which:
(1) Prescribe those actions by USDA agencies that constitute discrimination; and
(2) Set forth the scope and extent of CR's authority to require USDA agencies to conduct their programs and activities in a nondiscriminatory manner.
e Basis - The reason(s) the complainant believes the USDA agency, program or activity has or is engaging in the prohibited discriminatory behaviors. The bases on which discrimination is prohibited in USDA conducted programs and activities are race, color, national origin, age, disability, sex, religion, marital status, familial status, parental status, sexual orientation or because all or a part of an individual's income is derived from any public assistance program.
f Beneficiary - A person or group of persons with entitlement to receive or enjoy the benefits, services, resources and information, or participate in activities and programs conducted in whole or part by the USDA.
g Complainant - Any person or group of persons who files with any USDA agency a complaint that alleges discrimination in a program or activity conducted by any USDA agency. A complainant must be the injured party. Accordingly, if any person or organization files a discrimination complaint on behalf of an injured party, the injured party must affirmatively state his or her willingness to pursue the complaint or the case will be dismissed.
h Complaint - A statement that informs CR of one or more alleged prohibited discriminatory actions by a USDA agency, one of its programs, or subcomponents. CR will accept written complaints in languages other than English as well as complaints recorded on other media (e.g., Braille, audiotape) from persons who have limited English proficiency, disabilities, or other special needs that preclude them from submitting written complaints. In these cases, CR will translate complaints into English and convert or transcribe them to written form.
i Complaint, Complete - A written statement that contains the complainant's name and address and describes the agency's alleged discriminatory action in sufficient detail to inform CR of the nature and date of the alleged civil rights violation. The statement must be signed by the complainant or someone authorized to sign on the complainant's behalf. The complaint need not be written or signed if submitted in an alternate format to accommodate the complaint filing needs of a person(s) who has limited English proficiency, a disability or other special need.
j Complaint, Incomplete - A complaint from which critical information has been omitted, (e.g., the name of the entity against which the complaint is being filed, the date of the alleged discriminatory act, etc.)
k Compliance Review - A USDA CR systematically planned and regularly initiated investigation that assesses and evaluates the civil rights and equal opportunity policies, procedures and practices of a USDA agency or instrumentality to determine compliance with civil rights statutes, regulations, standards and policies. Compliance reviews will be initiated upon consideration of several factors, including: authorization; evidence of existing violations; level and type of complaints over time; issues arising from complaints that indicate the need for a more systematic review; previous consent decrees and settlement agreements; and relation to implementation of Departmental policies. They will be conducted in accordance with a written administrative plan containing specific neutral criteria and other factors as identified by CR.
l Conducted Programs and Activities - Solitary (one time) or continuing decisions, efforts, policies, procedures and practices of a USDA agency for the purpose of, that result in or otherwise contribute to the availability or delivery of services, benefits or resources for the use, enjoyment or consumption of the public.
m CR - The USDA Office of Civil Rights, which is responsible for ensuring that all programs and activities conducted by USDA operate in compliance with established civil rights and anti-discrimination statutes, regulations, policies and standards.
n Director - The Director, CR.
o Discrimination - Different treatment or denial of benefits, services, rights or privileges to a person or persons because of their race, color, religion, sex, age, national origin, marital status, familial status, parental status, sexual orientation, disability, political belief or affiliation or because all or a part of an individual's income is derived from any public assistance program.
p Final Agency Decision (FAD) - A written statement signed by the Director, in which the issues and allegations, related facts and evidence and findings and legal conclusions identified by CR in response to a complaint investigation of a USDA agency or instrumentality are set forth in writing for the purpose of notifying the complainant and the appropriate agency representative(s) whether and to what extent the agency has violated any civil rights requirements.
q Individual(s) with Handicap - A person who has a physical or mental impairment that substantially limits one or more major life activities, has a record of such an impairment or is regarded as having such an impairment. Major life activities include functions such as caring for one's self, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning and working.
r Issue - A statement that specifically asserts a violation of a civil rights provision or one from which it reasonably can be inferred that a violation is being asserted.
s Jurisdiction - USDA authority to affirmatively address and seek the resolution of allegations referenced in issues raised in a complaint.
t Legal Sufficiency Review - A review of the findings and recommendations pertaining to a complaint investigation or compliance review for the purpose of ensuring:
(1) Accuracy of the document's legal citations;
(2) Appropriate translation of allegations to issues;
(3) Delineation of jurisdiction and authority of USDA;
(4) Resolution of issues based on a preponderance of the evidence;
(5) Resolution of issues based on facts and evidence that are material, relevant and reliable;
(6) Findings of fact and conclusions of law which reflect and are consistent with the appropriate legal theories and standards; and
(7) Recommended dispositions that resolve and dispose of all issues and matters.
u Modified Mailbox Rule - The set of priorities and rules used by the CR Intake Unit to establish the official filing date of a complaint. These priorities and rules may be used at other points in complaint processing when an official date must be established.
v Program Review - A compliance review that is limited to a particular program or activity or a USDA agency.
w Qualified Person(s) with Handicap/Disability - An individual with a disability who is able to achieve the purpose of the program or activity without modifications in the program or activity that the agency can demonstrate would result in a fundamental alteration in its nature; or an individual with a disability who meets the essential eligibility requirements for participation in or receipt of benefits from that program or activity.
x Respondent(s) - The individual or individuals within an agency whom a complainant alleges has engaged in prohibited discrimination.
y Voluntary Resolution/Settlement - A voluntary agreement which resolves a complaint or compliance review issue wherein USDA or one of its agencies agrees to effect corrective or remedial action before or after USDA's official determination.
CHAPTER III - GENERAL PROVISIONS FOR PROCESSING DISCRIMINATION COMPLAINTS
PART 1 - INTAKE
1 GENERAL
This Part contains GENERAL PROVISIONS that apply to all complaints, regardless of the governing authority.
2 PURPOSE
The purpose of intake is to determine the following:
a Whether the document or information received is in fact a complaint;
b CR's jurisdiction to process a complaint;
c Information required to complete a complaint;
d Disposition of any noncomplaint or complaint over which CR has no jurisdiction; and
e Disposition or further processing of any complaint over which CR has jurisdiction.
3 DURATION
The intake process MUST be completed no later than 30 days from the date the complaint or document is received by CR.
4 GENERAL TIMELINESS REQUIREMENTS
CR will process only those complaints that have been filed within 180 calendar days from the date the person knew or should have known of the alleged discrimination unless a determination of continuing discrimination is made or CR waives the timeliness requirement. The 180-day time requirement begins on the next business day after the discriminatory act took place. If the 180th day falls on a weekend or holiday, the next business day will be considered the 180th day.
a 180-Day Time Requirement Exception for Continuing Acts of Discrimination. The Intake Unit will make the determination as to whether or not the complaint alleges the existence of continuing act(s) of discrimination. If there is such an allegation, the complaint will be considered timely filed.
b Waiver of Timeliness Requirement. When a complaint is not filed in a timely manner, it will be treated as an incomplete complaint.
c Complaint Closures Because of Untimeliness. In a situation where the complainant furnishes the reason for untimely filing of a complaint, the complaint is considered complete as of the date of receipt of that information. The complainant will be notified of the Director's (or designee's) decision to grant or deny a waiver within 15 calendar days of receipt of the information.
5 JURISDICTION
a Jurisdictional Issues. To fully process a complaint, CR must have jurisdiction over both the subject matter of the complaint and the agency, program or activity in which discrimination is alleged to have occurred. CR HAS JURISDICTION TO PROCESS DISCRIMINATION COMPLAINTS THAT NAME ANY USDA AGENCY UNLESS IT DEFERS JURISDICTION TO ANOTHER AGENCY. The complaint must be evaluated in three areas to determine whether or not CR has jurisdiction to resolve the complaint. The three issues or areas to be scrutinized are the:
(1) Regulatory basis under which discrimination has been alleged;
(2) Subject matter of the allegations; and
(3) Timeliness with which the complaint was filed.
b Lack of Jurisdiction. If CR has no jurisdiction over the agency alleged to have discriminated (i.e., the named agency or program is not conducted by USDA), the Intake Unit will determine whether or not another agency has jurisdiction. If another agency has jurisdiction, the Intake Unit will refer the complaint to that agency.
c Dual or Shared Jurisdiction. As stated in section 5a, CR has jurisdiction over complaints involving USDA agencies. However, when USDA/CR has jurisdiction to process a complaint of discrimination but, due to statute, regulation or discretionary reasons, refers the complaint to a non-USDA agency, CR and the non-USDA agency share jurisdiction over the complaint until there is a determination on the case.
d Deferrals. Where CR defers to process a complaint due to a Memorandum of Understanding, statute, regulation or policy that dictates that another agency and not USDA/CR, will have exclusive jurisdiction to process a particular case, then CR retains no jurisdiction while the complaint is being processed at that agency. In this situation, CR will provide a closure letter to the complainant and close the case file.
6 COMPLAINT INTAKE PROCESS REQUIREMENTS
a Initial Steps. Where CR has sole jurisdiction, the complaint intake process requires employees of the Intake Unit to:
(1) Log-in and docket the complaint;
b When to Assign More than One Case Number. A separate case number will be assigned to each agency named in the complaint. If, during the course of the investigation, CR determines that other agencies are involved in the alleged acts of discrimination, separate complaints will be opened and a case number assigned for each such agency. The receipt date will be the date CR determines the complaint should be opened.
c Consent/Release Forms. Complainants will be sent a Complainant Consent/Release Form along with an acknowledgment letter in accordance with section 6g(a). This form describes to the complainant theof provisions of the Privacy Act and the Freedom of Information Act and requests the complainant to affirmatively consent or to deny consent for the release of his or her name and/or the receipt of personal information.
(a) The authority which authorizes the solicitation of the information and whether disclosure is mandatory or voluntary;
(b) The principal purpose(s) for which the information is intended to be used;
(c) The routine uses which may be made of the information; and
(d) The effects on the individual, if any, of not providing all or any part of the requested information.
d Establish a Case File. A case file will be established for each complaint. THE FILE WILL BE LABELED WITH THE CASE NUMBER AND THE CASE NAME.
(2) Documents that are NOT to be treated as a part of the official case file include:
(3) If the complainant has a limitation or disability as described in section 6d(2)(b) , CR will reduce the complaint to writing and include it in the official case file.
(4) In situations where CR receives courtesy copies of correspondence or complaints filed with non-USDA agencies containing allegations about matters within CR's jurisdiction, the writer will be contacted within five days and advised of the procedures for filing a complaint.
e Complete Complaints. A determination must be made as to whether or not a complaint is complete. A complete complaint will contain ALL of the following:
(1) Complainant's signature (or authorized signature in the case of a disability, limited English speaking proficiency or other special circumstance which prevents a complainant from signing the complaint);
(2) Complainant's name and contact information;
(3) Must allege discrimination and identify the person(s) (including the protected attribute, i.e., race, national origin, sex, etc.), injured by the alleged discrimination;
(4) Identity of agency, program or representative alleged to have committed illegal discrimination;
(5) Description of issues or subject matter sufficient to enable CR to understand the facts that led the complainant to believe discrimination occurred and the date when the alleged discrimination took place;
(6) Damage or injury suffered and the relief sought; and
(7) Supporting evidence.
Complaints lacking a request for relief under section 6e(6)or section 6e(7) may still be accepted for investigation.
f Determining Filing Date: Timeliness Priority Rules. The Intake Unit will use the Modified Mailbox Rule in determining whether a complaint or other document is timely filed. According to the Modified Mailbox Rule, the filing date of a complaint is considered to be the date on the complaint letter: If, however, the date on the complaint letter differs by seven days from the postmark date, then:
(1) The postmark date will be used as the filing date.
(2) If there is no date on either the complaint letter or the postmark, the filing date will be the date the complaint is received by CR.
(3) If a complaint is faxed to CR, the date on the fax legend will be the filing date.
g Processing Complete Complaints. Within five days of receipt of a complete complaint, an acknowledgment letter will be sent to the complainant.
(a) Date of the complaint;
(b) Date the complaint was received by CR;
(c) Case or docket number assigned;
(d) Privacy Act/FOIA statement;
(e) Retaliation/harassment statement;
(f) Acceptance statement or an explanation that the complaint is being evaluated for jurisdiction; and
(g) Explanation of the complaint process.
h Agency Transmittal. Simultaneous with forwarding the acknowledgment letter to the complainant, the Intake Unit will send the Agency Transmittal Memorandum, to the identified USDA agency. The memorandum will request that an Agency Position Statement (APS), be submitted to CR within 15 days from the date of the Agency Transmittal. A copy of the complaint will be attached to the memorandum. The Agency Transmittal Memorandum will also:
i Processing Incomplete Complaints. Incomplete complaints are complaints that do not contain enough information to enable the Intake Unit to make a decision on whether or not to accept the complaint for investigation. Complaints containing both complete and incomplete allegations and issues are considered incomplete complaints. Complaints that are not timely filed are also considered incomplete complaints. Upon receipt of an incomplete complaint:
(1) An Incomplete Complaint Acknowledgment Letter will be sent to the Complainant within five days of receipt. The letter will include all of the information shown in section 6g. In addition, the Incomplete Complaint Acknowledgment Letter will also contain:
(g) Notification that a 10-day extension may be granted if:
1 An extension is requested in writing; and
2 The reason the additional time is needed involves a matter or circumstance beyond the complainant's control that makes it impossible to meet the initial
15-day deadline.
(3) The decision on whether or not to grant a complainant's request for an extension is final and solely within the discretion of the Director of the Intake Unit.
(4) When the additional information is received, the Intake Unit will send an acknowledgment letter to the complainant stating that the complaint is complete.
(5) If the information requested in the Incomplete Complaint Acknowledgment Letter is received after the established deadline, the Intake Unit will make a determination as to whether the "now complete" allegations and issues will be added to the existing complaint or processed as a separate complaint.
j Complainant Representation. If a complainant is represented by an attorney or other designated representative, all complainant contacts will be made through the attorney or designated representative. Permission will be sought from the attorney or designated representative prior to any direct contact with the complainant.
7 NOTICE ON REPRISAL/HARASSMENT
a Letters to the complainant, witnesses and agency will include language describing the prohibition against reprisal, retaliation and harassment.
b To establish a case based on retaliation, the complaint must allege facts that show or infer the following:
8 PRE-INVESTIGATION CLOSURE
a Closures Prior to Investigation. Under certain circumstances, it may be appropriate for the Intake Unit to recommend to the Director that a case be closed prior to investigation. These circumstances include, but are not limited to situations where:
b Frivolous Complaints. If, despite appropriate attempts to clarify a complaint and the issues it raises, the complaint is "patently frivolous," it may be closed and the complainant notified by letter that the issues raised do not come within the authority of USDA. "Patently frivolous" generally means:
PART I I
INVESTIGATION
1 GENERAL
The investigative phase is an impartial process to determine the facts and evidence surrounding a case. The purpose of the investigation is to establish a fact-based, evidence-supported record of the:
a The actions and circumstances that led the complainant to believe that he or she was the victim of discrimination; and
b The actions and circumstances that might explain the action of the agency alleged to have discriminated.
2 DURATION
The investigation phase must be completed within 120 days from the date intake is completed. Since the Intake Unit must complete its work no later than 30 days from the date the complaint is received by CR, the Investigation Unit may have as little as 90 days to complete the final ROI and transfer the case file to the Adjudication Division or other processing point.
a Role of the Investigator. The investigator is a neutral party who develops the official record of the case. In the course of developing the record, the investigator is usually the person who will have direct contact with the parties, witnesses and other informants. Specific functions and duties of the investigator include, but are not limited to:
b Authority of the Investigator. The investigator is an agent of USDA and CR. As such, the investigator acts with the same authority as CR and USDA to collect evidence, in whatever form, that is relevant to the case. This authority, however, stops short of subpoena power.
3 CONDUCTING INVESTIGATIONS
a Establishment of the Investigative Case File. Once a complaint is accepted for investigation, an Investigative Case File is established to systematically compile and store all documents, records and information associated with the case. The Investigative Case File is structured so that it:
(1) Provides the basis and supporting documentation for the Investigator's Draft ROI; and
b Scope of the Investigation. The scope of the investigation is usually limited to the facts and evidence surrounding the specific allegations, circumstances, actions and programs raised in the complaint. However, in the course of investigating the complaint, the investigator may discover evidence to warrant a decision by the Director to expand the scope of the investigation to include additional issues or to take other action, such as conducting a compliance review.
c Time Period. A critical issue confronting the investigator is determining the period of time prior to the date of the alleged discrimination for which evidence of relevant events should be collected. In making that determination, the investigator must consider the following factors as well as any other factors raised by the facts of the case:
(1) Whether or Not the Alleged Discrimination is Continuing in Nature. If the analysis of the information suggests that an unlawful practice of discrimination has occurred over a period of years and has continued up to the filing of the complaint, the investigation could extend to all of the alleged unlawful acts, under the theory of continuing violation. However, it is important for the investigator to examine all of the events complained of to make sure they are continuing unlawful acts.
d Impartiality. It is critical in all communications with parties, witnesses and others that the investigator explain that his/her role is to determine the facts of the allegations or issues raised in the complaint. In particular, it is important that the investigator conduct himself or herself in such a manner that he or she does not represent any party to the complaint -- neither the complainant nor the agency.
e "Off the Record" Comments. "Off the record" comments are not part of the official record of the case. In those instances where it appears that a witness is making an "off the record comment" the investigator will clarify with the witness his/her intent that the comment be attributable. This situation occurs particularly when the investigator has had significant contact -- especially face-to-face -- with the witness, and a comfort and trust level have been built between the witness and the investigator. Where it is not possible to get the witness to make his/her comments on the record, an investigator may use the information obtained from the comment to pursue and identify additional evidence that can be made part of the official case record.
f Confidentiality of Investigation. All matters related to the investigation of a complaint are confidential. The investigator may be called upon to develop investigative methods that will protect witness privacy. Investigator notes are also considered part of the case "work product" and are also treated as confidential material.
g Investigative Plan. An Investigative Plan will be developed for each complaint case that is investigated. The Investigative Plan will, at a minimum, include:
(3) Identification of applicable legal theory(ies);
h Subsequent Jurisdictional Questions. All jurisdictional questions should have been resolved prior to the investigation stage. However, during the investigation evidence or issues may emerge that will require the investigator to make a determination, after consultation with his or her supervisor, of whether or not USDA/CR has jurisdictional authority or should investigate a particular issue. This determination may mean that a specific issue or allegation will be referred to another federal agency or forum for processing. USDA/CR will continue investigating those issues over which it has jurisdiction or may suspend its investigation until the referral agency/forum makes a determination on the issue that has been referred.
i Theories of Discrimination. The investigator will identify the basis and legal authority for the complaint, i.e., that the reason for the complaint is alleged discrimination against one or more individuals because of race, color, national origin, sex, religion, disability, age, marital status, familial status, parental status, sexual orientation or because all or part of an individual's income is derived from a public assistance program.
(a) Disparate Treatment. Disparate treatment occurs when similarly situated persons (or class of persons) are treated differently than others and the only attribute that is different is one that is protected by specific civil rights laws and regulations (e.g., race, color, national origin, etc.) Disparate treatment discrimination can occur based on the treatment of only one person if the reason for that disparate treatment is one of the protected bases. If an agency or program routinely treats members of a protected class differently, then it is possible to establish a pattern and practice of discrimination against a class of individuals.
1 Intent to Discriminate. To prove disparate treatment, the investigator must establish evidence that the actions of the agency were motivated by an "intent to discriminate." This "intent" should not be construed as bad faith or other negative motive on the part of the agency. "Intent" may be found when an official attempts to act "for the good" of a member of a protected class based on his or her own stereotypes - for example, no women are interviewed for maintenance or construction jobs because the official believes such work to be too laborious or dangerous for a woman. Evidence of discriminatory intent may be derived from sources such as historical practices and policies, statements by managers and staff or minutes of meetings, among other things. Most of the evidence for proving intent will be circumstantial or indirect evidence. To prove discriminatory intent, there must be enough evidence provided to raise an INFERENCE of discrimination.
2 Elements of a Prima Facie Case of Discrimination. The elements of a PRIMA FACIE case of discrimination based on disparate treatment follows this four-part analytic framework:
a Complainant is a member of a protected class;
b Complainant applied for and was eligible to participate in the subject program or activity which was accepting applicants at that time;
c Despite complainant's eligibility, he or she was rejected, referred somewhere else or otherwise treated differently; and,
d The agency accepted or treated differently others of a group or class who were different from the complainant's.
3 Evidence Gathering. Once the prima facie case is established, the investigator must gather evidence to determine whether the agency has "legitimate, nondiscriminatory reasons" for the challenged action. This evidence in support of the agency must then be analyzed to determine whether the nondiscriminatory reason was in fact the true reason for the disparate treatment and not just a pretext or excuse for unlawful discrimination.
1 Effects of Policies and Practices. The theory of disparate impact does not require proof of discriminatory intent, but centers around the adverse effect(s) that a policy or practice has on protected groups. Evidence-gathering based on the disparate impact theory will focus on determining the consequences of program practices or policies.
2 Evidence-Gathering. Gathering evidence will likely require a comparison of the effects of the policy or practice on members of a protected class relative to its effects on those persons outside the protected class.
a If the evidence demonstrates a statistically significant (not due to "chance" or more than two standard deviation points) adverse effect on members of the protected class, the investigator must then determine whether there is a "substantial legitimate justification" for the challenged practice. "Substantial legitimate justification" requires that the challenged practice be necessary in order to meet a goal that is legitimate, important and integral to the overall program mission.
b Simply making program implementation easier or some other ancillary goal does not meet this standard. The goal must be at the core of the program or institutional mission. Again, the investigator must determine whether this claim is merely a pretext or excuse for discrimination. In addition, the investigator must consider whether there are any less discriminatory alternatives that would accomplish the stated goal.
j Likely or Enunciated Agency Defenses And a Description of The Evidence Required to Test Their Validity. In every case, after a prima facie case has been established, the agency will be provided the opportunity to rebut the evidence presented. Some typical rebuttals to a prima facie finding of disparate treatment or impact are:
(3) The comparison was not inclusive (i.e., some persons who were similarly situated were not included);
(4) Statistical evidence is not probative (e.g., irrelevant to the issue, insufficient sample, inappropriate comparison, etc.);
(5) Presentation of contrary statistical evidence;
(8) The difference in treatment was based on some other reason such as qualifications, favoritism, nepotism, etc.;
(9) The rule, policy, procedure, etc., under attack did not cause the adverse impact (questions the "significance" of the finding); or
(10) The facially neutral policy or practice had a manifest relationship to a legitimate business or program goal or objective.
k Retaliation and Intimidation. Evidence of alleged retaliation or intimidation must prove:
l Conclusions Drawn from Analysis of Information, Data or Other Evidence Already Gathered. A careful analysis of the evidence provided by the complainant will enable the investigator to more clearly determine how much and what kind of additional information and data are needed and which theory of discrimination may apply. Information and data gathered during the course of the investigation must answer two main questions concerning the allegations:
PART III
COLLECTING AND ANALYZING EVIDENCE
1 GENERAL
This Part identifies and describes the types of evidence that should be
collected and analyzed to complete the discrimination complaint investigation.
It is critical that the investigator find evidence not only to address the
allegations of the complainant, but to address the validity of any stated or
anticipated defenses that might be asserted.
2 SOURCES OF EVIDENCE
The evidence necessary to complete the investigation should be identified
along with potential sources for obtaining the evidence.
a Documentary Evidence is in written form and may consist of any type of
program records, letters, applications, forms or notes, among other things.
This category also includes statistical and computer based evidence or data.
Documentary evidence is essential to the investigation process.
b Testimonial Evidence refers to oral evidence. From the evidence already
in hand, the investigator will develop interview questions and a list of
interviewees from which to obtain testimonial evidence.
3 TYPES OF EVIDENCE
a Direct Evidence is proof or confirmation of the actual intent of the
respondent who is charged with discrimination. It may take the form of an
admission (e.g., during interview) or any facts that establish the subjective
motives of the official. These could include public statements or speeches,
minutes of hearings/meetings, facially discriminatory actions/legislation and
contemporaneous statements (e.g., attributed by a third party).
b Circumstantial Evidence includes facts from which a "reasonable
person" may infer intent or discriminatory motive. Evidentiary proof might
include historical information on how protected classes have been treated by
the agency and the extent of similar complaints (and corrective actions taken,
if any).
c Comparative Evidence identifies differences in treatment accorded
similarly situated individuals or groups based on their identification with or
membership in a protected class or differences with respect to program or
employment results. Comparative evidence raises the following rebuttable
presumption:
IF: Similarly situated persons of different races (for example) receive
different treatment or evidence different program results --
AND: There is no adequate explanation for the differences beyond the
protected characteristic or attributes --
THEN: A reasonable person can infer that the protected characteristic or
attribute was a factor in the treatment or results.
To be probative, the comparative evidence must demonstrate that
"persons similarly situated are being compared" and that the
comparisons being made are significant and inclusive. Thus, the sample size of
similarly situated persons must be large enough to support a statistically
significant conclusion.
d Statistical Evidence is a category of comparative evidence. Statistical
evidence is very helpful in establishing discriminatory intent. Using the
proper statistical models and techniques, the evidence should indicate
statistically significant (a .05 level of confidence) results. In other words,
there should be a 95 percent probability that the results are not due to
chance. Statistical evidence is also used frequently to prove discrimination
under the disparate impact theory. In this case, statistical evidence alone may
be used to establish a prima facie case of discrimination.
4 QUALITY AND USEFULNESS OF EVIDENCE
Evidence gathered by the investigator should be material to the
allegations raised, relevant and reliable.
a Material evidence. To be material, evidence must relate to one or more
of the issues raised in an allegation.
b Relevant evidence. Relevant evidence tends to either prove or disprove
an allegation or issue raised in an allegation.
c Reliable evidence. Reliable evidence is that which is dependable and/or
trustworthy. The weight given to any evidence will be based on the interest (or
disinterest) of the source, whether statements are factual (as opposed to
conclusory), the qualifications of the witness or source to speak on a
particular issue and whether or not there is corroboration by other evidence.
Making determinations about weight and reliability are balancing acts in which
all the factors are weighed and included in the analysis.
5 QUANTITY OF EVIDENCE
The investigator does not need to identify equal amounts of evidence for
each party. It is enough that the investigator exhaust all sources likely to
support the complainant and all sources likely to support the respondent.
Additional evidence or investigation is not required if there is already
documentation or evidence such that any additional witnesses, etc. will not
change the findings of the investigator.
6 ANTICIPATED SEQUENCE OF ACTIVITIES
a The sequence of activities related to the case is relatively important.
The investigator will carefully list the data and information needed to guard
against having to make multiple subsequent requests. For the same reason, the
sequence of likely evidence also will be considered.
b Establishing internal time frames is critical to ensuring the continued
processing of the case and to allowing sufficient time for securing and
analyzing evidence.
7 GUIDELINES FOR DATA COLLECTION
Data collection is central to determining what happened and why it
happened in a discrimination complaint. In gathering the appropriate data that
will be used to address these core questions, the investigator will:
a If possible, attempt to obtain written documentation to corroborate
oral statements that are critical to proving the case; and
b Always clearly label evidence, both documents and written records of
contact, with information identifying the case under investigation and the
circumstances under which the evidence was obtained.
8 AUTHORITY TO OBTAIN INFORMATION
a CR is authorized complete access to all information maintained by the
agency on the issues under investigation during an agency's normal business
hours. This includes access to oral information from an agency's employees,
written correspondence and other hard copy documents and electronic information
such as electronic storage media, microfilm retrieval systems, photocopies
maintained by the agency, etc. CR DECIDES WHAT INFORMATION IS RELEVANT TO A
DETERMINATION OF COMPLIANCE, not the agency or recipient.
b CR has no legal authority to require the complainant or any other
non-USDA agency to provide information. Any case where the complainant's
refusal to provide information interferes with the ability to investigate the
case may lead to closure of the case.
(1) Requests for Data and Information. A memorandum will be sent to the
agency requesting data and information relevant to the investigation. The
memorandum may be used to initiate data and information collection or to
request additional information after the primary data and information
collection activity has been completed.
1 One of its employees refuses to cooperate; or
2 Needed information is withheld by an employee who exclusively maintains
it in his/her official capacity.
(5) Response to Refusals to Provide Data/Information or Access to
Witnesses.
1 If the refusal is stated orally, either in person or over the
telephone, the investigator will attempt to ascertain the exact basis for the
agency's refusal and where possible, attempt to explain CR's authority or
provide other information to address the agency's concerns.
2 If the investigator is unable to obtain access to the requested
information, the investigator will consult with OGC/CRD staff (when on site,
this should be done over the telephone whenever possible, before the
investigator leaves the agency's premises). When appropriate, OGC/CRD will
discuss the refusal to provide information directly with the agency's
representative.
3 When attempts to persuade an agency to provide the requested
information fail, a letter will be prepared, in consultation with OGC/CRD,
setting forth CR's authority to obtain access to the information and addressing
as fully as possible any particular concerns expressed by the agency. The
letter will state a date by which, if the information is not provided, the case
will be referred to OGC for enforcement.
9 ONSITE INVESTIGATIONS
a Onsite Investigation Not Indicated. An onsite investigation is normally
not necessary when ALL of the following conditions are present:
b Decision to Conduct Onsite Investigation. In most cases, the decision to
conduct an onsite investigation will not be made until the investigator has
received and analyzed the materials submitted in response to the information
request.
c Notice to Complainant of Onsite Investigation. If appropriate, the
complainant will be notified in writing of the intent to conduct an onsite
investigation. The notification letter will include, at a minimum:
(4) Date when additional information is due.
d Notice to Agency of Onsite Investigation. A letter notifying the agency
of the scheduled onsite visit will:
e Principal Data/Information to Be Obtained Prior to Onsite
Investigation. Unless the Director grants a waiver, the following data and
information will be obtained from the complainant and the agency, prior to
commencement of the onsite investigation:
f Conducting Onsite Interviews. Before conducting the interviews, the
investigator should have as much information as possible about the intended
purpose of the interview, the subject areas and issues to be covered and the interviewee's
role and possible knowledge of the events alleged in the complaint.
1 Persons who were directly involved in the situation that the
complainant has alleged occurred; and
2 Persons who were not directly involved, but who have first-hand
knowledge of the processes, events and issues under investigation.
(c) Persons familiar with the criteria used in the various processes and
policies related to the issues under investigation.
g Interviews. The main objective of interviews is to elicit information
that will either support or refute the allegations that violations of USDA
regulations have taken place. An interview guide should be prepared containing
the major questions to be asked during interviews. Generally, in interviewing,
the investigator will:
(3) Distinguish factual information from opinions;
(4) Allay negative reactions;
(5) Take clear, precise notes; and
h Witness Consent/Release Form. The Privacy Act/Administrative Procedures
Act and standards set by DOJ require that agencies authorized to process
complaints or to conduct investigations must obtain signed consent and release
forms from witnesses.
i Documentation. A written record of all interviews is required to
preserve the probative value of the information obtained. Most investigators
take careful, precise notes during interviews. If note-taking appears to impede
the flow of information, the interview may be conducted without taking notes.
However, immediately following the interview, the information will be reduced
to writing. With the witness' permission, the investigator may also tape record
the interview. Notes and subsequent reports of the interview will contain the
following information:
j Representation During Interviews. Generally, persons other than the
witness, the witness's personally designated representative and an interpreter
or translator, if needed, are not allowed to be present during interviews. The
witness will be informed of any potential conflicts of interest between their
personal representative's role and responsibilities to the witness as opposed
to their responsibilities to the agency.
10 GENERAL RULES FOR HANDLING EVIDENCE
a Annotate all evidence received in terms of date on which received and
person(s) from whom received;
b Maintain an original, clean and unmarked copy of all documents;
c Keep documents in a secure place and one in which a strict chain of
custody can be documented and maintained; and
d Document the circumstances under which evidence was collected, using
the Document Control Cover Sheet.
11 ANALYSIS OF NON-NUMERICAL DATA
The following steps will be followed in analyzing non-numerical
data/information:
a Determine the relevance of non-numerical data and information by
identifying what information is needed and recognizing its presence or absence.
Note where the evidence:
(1) Does not provide the answers needed;
(2) Does not provide any direction to a source for the answers needed; or
b Categorize the evidence by issue and/or allegation.
c Verify the evidence by cross-checking the evidence, identifying
conflicting information and resolving the conflict to the extent possible.
d Assemble and organize the evidence in a logical manner so that anyone
reviewing the evidence will be able to ascertain the issues and the evidence
pertaining to those issues.
e Draw conclusions regarding the evidence collected and test those
conclusions by considering as many rebuttal arguments as possible by the
complainant or the agency.
12 ANALYSIS OF NUMERICAL DATA
Analysis of numerical data can be as simple as computing simple
frequencies, means and medians to applying complex techniques for which a
quantitative analyst or statistician must be consulted. If part of the evidence
consists of complex statistical data, it may be appropriate to consult an
expert in statistics.
13 PREPARING THE ROI
a The ROI will be prepared when the investigation has been completed. The
purposes of the ROI are to:
(1) Organize and present the factual information collected during the
investigation;
(2) Identify the location in the case file of the specific supportive
documentation from which each statement, allegation, conclusion or
determination was drawn;
(3) Present an analysis of the information/evidence to determine the
relevance of the facts to the allegations; and
b The ROI will contain the major sections listed below. Each section
should direct the reader to the appropriate supporting documentation in the
Investigative Case File. The contents of each of the major ROI sections are
described below:
14 ROI APPROVAL AND REFERRAL TO ADJUDICATION
Once the ROI is completed and signed by the investigator, it is submitted
to the Chief of the Investigation Unit for approval. The Chief reviews the ROI
to determine its completeness. If the ROI is complete, the Chief approves it by
signature and the case is forwarded to the Adjudication Unit for further
processing.
CHAPTER 4
CLOSURES AND FINAL AGENCY
DECISIONS
1 GENERAL
During the adjudication process, the facts are analyzed, appropriate law
applied and a determination made as to whether discrimination occurred, based
on the merits of the allegations.
2 CASE DETERMINATIONS
a Making Determinations/Decisions. In the adjudication process, the
appropriate law is applied to the findings of fact. Each fact will be weighed
against the allegation to which it pertains.
b Final Agency Decision (FAD). Upon completion, the FAD will be signed by
the adjudicator(s) involved and submitted to the Chief of the Adjudication Unit
for review. The Chief will indicate approval of the FAD by signature. The Chief
will then transmit the FAD to the Deputy Director of Programs who will then
send the decision to OCG/CRD for a legal sufficiency review.
3 LETTERS OF CLOSURE AND FINDINGS
All closure letters are administratively final. They will be utilized
under the following circumstances:
a Voluntary withdrawal by the complainant;
b Resolution agreement;
c Failure of the complainant to pursue the complaint;
d Lack of jurisdiction;
e Untimely filed complaint;
f Court litigation has commenced on similar fact pattern;
g No (or no further) relief can be granted to the complainant;
h Benefit sought was not available due to statute, regulation or Court
decision; or
i Any other reason as determined by the Director.
4 CONTENTS OF FADS
FADs are issued for all cases not covered by closure letters. FADs are
based on the merits of the complainant's allegations. FADs are also
administratively final. All FADs will include the following:
a Complainant's name, case number, date of complaint and the agency
against which complaint was filed;
b Decision Section which summarizes the Director's finding;
c Summary Statement of the Case, which will include:
5 OUTCOMES - FADS
a Finding of No Violation. If CR finds that no discrimination occurred,
the FAD will state a finding of no violation.
b Corrected Violation Finding. If CR finds that discrimination occurred
but the agency took steps to resolve the practice or problem before the
issuance of the FAD, the FAD will acknowledge the voluntary compliance. In this
instance, the FAD may require follow-up monitoring.
c Violation Finding with Requirement for Remedial Action . If CR makes a
finding of noncompliance and requires remedial action (including damages), a
Corrective Action Plan will be developed. The Corrective Action Plan may be a
combination of recommendations made by the agency and CR for specific steps to
be taken by the agency to comply with applicable law(s).
6 OFFERS OF SETTLEMENT
a When there is a finding that discrimination has occurred, the Director,
in consultation with OGC/CRD, will determine the amount, if any, of damages to
be awarded the complainant. An Offer of Settlement will be issued by the
Director to the complainant. The complainant may:
(1) Accept the offer by signing the Offer of Settlement. The Director
will then direct the payment of the agreed-to funds.
(2) Reject the offer and make a counter offer. In this instance, the
Director (or designee) will attempt to negotiate a mutually agreeable
settlement amount.
b While the discrimination complaint case itself will be closed, CR will
work through the Program Compliance Division to monitor and enforce
implementation of any actions required by the agency under the Corrective
Action Plan.
7 MONITORING SETTLEMENT AGREEMENTS
a CR is responsible for monitoring implementation of settlement
agreements and assuring compliance with the terms and conditions of the
agreement. When settlement is reached in a complaint, the terms of the
settlement will be reduced to writing and signed by the complainant, the
complainant's representative and the Director, for the Department.
b CR will monitor agency compliance with settlement agreements and will
carry out the following activities to monitor and track implementation of
settlement agreements:
8 ROLE OF OGC
Following the execution of a settlement agreement that CR and OGC have
determined must be reviewed by DOJ, OGC will:
b Notify CR and the agency upon receipt of DOJ's determination, providing
them with copies of DOJ's opinion;
c Assist CR, if requested, in drafting the agency transmittal memorandum
in accordance with the DOJ decision;
9 ROLE OF THE AGENCY
a Upon receipt from CR of the settlement agreement or notice of DOJ
approval of the settlement agreement, the agency will:
(3) Provide weekly reports to CR on its activities in implementing the
agreement;
(4) Provide CR with copies of documents processed to effect the terms of
the settlement agreement. Following are the types of documents that are to be
sent to CR to document implementation:
b The agency will consider any recommendations from CR or make a separate
agency determination, about whether appropriate disciplinary action should be
taken against agency officials determined to be responsible for the
discriminatory act(s) that gave rise to the complaint.
CHAPTER 5 - COMPLIANCE REVIEWS
PART I - GENERAL RESPONSIBILITIES
AND REQUIREMENTS
1 GENERAL
This Chapter describes the process for conducting compliance reviews of
agencies having conducted programs and activities. The theories of
discrimination, guidelines for collecting and analyzing evidence and other
general technique guidance from other chapters of this manual also apply to the
conduct of compliance reviews.
a Agencies are responsible for ensuring that all programs and activities
for which they are responsible are conducted, managed and administered in a
nondiscriminatory manner. A major tool that agencies will use to accomplish
this is the civil rights compliance review.
b Compliance reviews are systematic, planned investigations conducted by
CR or the agencies that assess and evaluate the civil rights and equal
opportunity policies, procedures and practices of agencies and their
sub-components to determine their compliance with applicable civil rights
statutes, regulations, standards and policies.
3 RESPONSIBILITIES
a CR provides overall leadership and direction in the conduct of
compliance reviews. CR:
(4) Directs and guides the implementation of Compliance Action Plans
negotiated with agencies found to be in noncompliance;
(5) Monitors compliance review activity within the agencies; and
b All USDA agencies are responsible for regularly and systematically
monitoring and evaluating its policies, procedures and practices to ensure that
there is no unlawful discrimination and that there is an equal opportunity to
participate in agencies' programs and activities. Agencies will:
(1) Prepare and submit to CR annually, (prior to the beginning of each
fiscal year), a Compliance Review Plan and Schedule For Conducting Onsite
Compliance Reviews. The Compliance Review Plan and Schedule must provide
detailed information on the dates, geographical locations and program areas
that will be covered for each compliance review.
(2) Regularly and systematically conduct compliance reviews of their
programs and activities that include INVESTIGATION of the administration of
agency programs and activities, processes, procedures and practices.
(3) Prepare compliance review reports that identify:
(4) Direct and coordinate the implementation of Compliance Action Plans
negotiated with sub-components found to be in noncompliance;
(5) Monitor and evaluate sub-components progress in implementing
recommendations; and
(6) Provide copies of compliance review reports to CR for review and
feedback.
4 TYPES OF COMPLIANCE REVIEWS
a At its discretion, CR may conduct either an agency review or a program
review. CR will be guided by the policies, legal standards and requirements
that have been established in Federal statutes, Executive Orders, regulations,
case law decisions and guidelines related to discrimination based on race,
color, national origin, sex, religion, age, disability, marital status,
familial status, parental status, sexual orientation or because all of a part
of an individual's income is derived from any public assistance source and make
applicable to USDA-conducted programs and activities.
b Agencies, may, at their discretion, conduct compliance reviews of all
of the programs and activities administered by a sub-component(s), limit them
to a particular program or activity of a sub-component or in the context of a
compliance review schedule, conduct a combination of compliance review types,
over the course of a fiscal year.
5 COMPLIANCE REVIEW TARGETING CRITERIA
Compliane reviews will not be randomly targeted. The decision to conduct
a compliance review will be based on neutral criteria or evidence of a
violation. Criteria to be considered in targeting compliance reviews include:
a A routine review cycle which is driven by the need to review all
programs and activities on a regular schedule;
b Issues identified for special attention in strategic plans, annual work
plans, plans of operations, etc.;
c Issues frequently identified as problems faced by program applicants
and participants;
d Geographic areas where problems have been identified or geographic
areas in which there has been little compliance activity;
e Issues raised in complaints or identified during the investigation of
complaints that could not be fully covered within the scope of the complaint
investigation process;
f The identification of problems and issues by community groups,
advocates and other representing protected classes;
g Issues flagged by CR, the agency head or regional and state leadership
officials; and
h Issues and problems identified by other Federal, state or local civil
rights agencies.
6 SCOPE OF COMPLIANCE REVIEWS
It is within the discretion of the Director to determine the scope of any
compliance review. If the conduct of the compliance review is based on neutral
criteria, the review itself may be limited to a DESK AUDIT. A desk audit is a
review of the documentation submitted to CR by the agency. Desk audits may be
extended to include onsite visits.
7 SOLICITATION OF DOCUMENTS
In requesting documentation, CR and USDA agencies will take into
consideration three factors:
a Whether or not the requested documentation is material and relevant to
the conduct of the compliance review or desk audit;
b Whether or not the request for documents is properly limited in scope;
and
c The criteria used to target the compliance review.
8 MANDATORY ELEMENTS OF COMPLIANCE REVIEWS
Regardless of the type of compliance review, CR and agencies will cover,
AT A MINIMUM, the following areas in their compliance reviews, based on the
requirements set out below, which will be limited only by the type of review
being conducted:
a Civil Rights Resources. Agencies are required to dedicate sufficient
resources to administer their civil rights responsibilities. During compliance
reviews, these resources will be identified by staff hours/full time
equivalencies and budget allocations.
b Training for Civil Rights Professionals and Others. Agencies must take
the necessary steps to ensure that civil rights professionals and officials who
are responsible for integrating civil rights requirements into programs and
activities receive the technical training necessary to properly carry out their
responsibilities. During compliance reviews, it will be ascertained:
c Public Notification and Outreach. Agencies must have in place an
effective public notification system that adequately informs applicants and
participants of the availability of programs, benefits and services, USDA's
policy of nondiscrimination and procedures for filing a discrimination
complaint. Some of the attributes of an effective public notification and outreach
system which should be reviewed are:
d Data Collection Systems. Agencies must develop, implement and maintain
data collection systems that yield accurate, relevant and reliable statistical
information. The systems will be used to identify:
e Complaints Processing in Conducted Programs. From public notification
to complaint closure or settlement, agencies are required to cooperate in the
processing complaints filed in USDA conducted programs. Please refer to
Chapters III and IV of this manual to identify specific agency
responsibilities. CR and agencies will review implementation and cooperation
issues that are relevant to the agency and/or the agency's sub-components and
include in the compliance review the agency's/sub-component's performance in
the implementation and use of these procedures. They will also review the
effectiveness and efficiency of the interface with CR's and/or the agencies'
headquarters requirements. Included should be:
f Program Availability and Accessibility to Persons With Disabilities. CR
and agencies will review conducted programs and activities to ensure that
requirements of Section 504 of the Rehabilitation Act, as amended, are being
implemented. In conducting compliance reviews, it will be determined whether or
not:
(2) Procedures currently used (or planned) in order to:
(d) Declaration of availability of auxiliary aides, including:
description of aids available; explanation as to how aid selected will ensure
effective communication with current and potential applicants and program
participants who have disabilities; staff training in use of auxiliary aids and
communications; methods used by applicant to notify current and potential
beneficiaries of availability of the aids.
g Service to LEP Persons. USDA at all levels, has an affirmative
responsibility pursuant to E. O. 13166 to provide LEP persons with meaningful
opportunity to participate in programs and activities conducted by USDA. During
compliance reviews, it will be ascertained what actions have been taken (or are
planned) to communicate with and assist individuals with LEP and other special
needs. During compliance reviews, CR and agencies will verify if:
(1) Agencies and/or their sub-components have in place, strategies,
processes, and/or procedures that ensure:
(2) In assessing the above information, reviewers will validate whether
or not LEP persons are:
h Local Planning and Advisory Committees and Boards. Agencies are
required to diversity internal and external advisory boards and committees.
This requirement extends to boards and committees that are established at all
levels within USDA. During compliance reviews, the internal and external
planning and advisory committees should be reviewed for adherence to USDA
policy in this area. Some of the factors that should be considered are:
(1) Efforts to solicit diverse nominations for committees and advisory
boards;
(2) The selection and appointment process(s) that are used to staff
committees and advisory boards;
(3) Any qualifying mandatory or discretionary membership criteria that
are imposed internally and externally and their impact on diversity;
(4) Efforts to remove or revise discretionary criteria where their impact
has been negative or adverse; and
(5) Any other factors that effect planning and advisory committee
membership.
i Program Delivery and Contracting Opportunities. Agencies are required
to ensure nondiscrimination in its conducted programs and activities, including
those affecting minorities, women, persons with disabilities and Native
American tribes, thereby improving service delivery to historically
under-served populations. This includes programs and activities having
environmental justice implications. In addition, agencies are required to
ensure equal opportunity for minority, women-owned and small and disadvantaged
business in all USDA contracting activities. Compliance reviews should, in the
context of effective planning and program delivery, investigate:
9 TIME FRAMES FOR COMPLIANCE REVIEW PROCESS
Following are CR time frames for the compliance review process. Agencies
will establish similar time frames to ensure that the compliance review process
is completed in a timely fashion and that agency compliance review reports are
submitted to CR for review and evaluation. Unless otherwise stated, all days
are calendar days.
a Agencies will receive notice from CR of plans to conduct a compliance
review at least 60 days prior to the date on which the review will commence.
This notice will include a description of the scope of the review, data and
information required from the agency, and the date by which the information
must be submitted.
b Agencies will acknowledge the CR notice within five working days and
consult with CR on submission of the requested data and information.
c CR compliance reviews will be completed within 180 days following the
receipt of the requested data and information from the agency subject to
review.
d Within 30 days of the completion of the compliance review, CR will
provide an initial compliance review report to the agency CR director and the
head of the agency. Voluntary compliance efforts may be initiated at any time.
e The agency must respond within 15 WORKING DAYS following receipt of the
initial compliance review report with a proposal of specific actions
it will undertake to remedy any findings of noncompliance. The proposal will be
in the form of a voluntary compliance agreement.
f Within 30 days following the release of the initial compliance review
report to the agency, the Director will issue the final compliance review
report along with any voluntary compliance agreement reached with the agency
or, where no agreement has been reached on issues of noncompliance findings, a
request that the agency submit a proposed Compliance Action Plan within 30 days
to the Director. The final CR compliance review report will be issued to the:
10 PRE-ONSITE ACTIVITIES
a Prior to commencing onsite compliance reviews, CR will:
(1) Log in, date stamp and assign a case number to any correspondence or
request for a compliance review (Thereafter, this case number will be used on
all documents and correspondence related to the compliance review);
(3) Assign case to team leader;
(4) Review request and assess/make recommendations on:
b Agencies are expected to establish similar requirements to facilitate
the management of compliance reviews.
11 TEAM LEADER RESPONSIBILITIES
The CR team leader will:
a Notify the agency head or designee to discuss the upcoming compliance
review and to request a liaison;
b Coordinate plans for the compliance review with liaison;
c Identify team members;
d Conduct team planning and strategy meetings;
e Determine scope of the review;
f Prepare data request and ensure that data is received and disseminated
to the team at least 60 days prior to onsite review;
g Ensure analysis of data received from the agency;
h Ensure that the notification package is sent to the agency at least 90
days prior to onsite review;
i Coordinate arrangements for onsite transportation, work space and
equipment;
j Conduct opening meeting with agency head and/or managers;
k Conduct assigned interviews and evaluations;
l Provide guidance and support for team members in accomplishing
assignments;
m Collect team member reports and prepare written preliminary compliance
review report;
n Summarize and discuss preliminary report with agency management at the
closing meeting;
o Conduct team de-briefing;
p Develop final written report for review and approval by the Director,
Program Compliance Division; and
q Prepare final report and letters of findings for the Director to submit
to agency.
12 ESTABLISHMENT OF COMPLIANCE REVIEW CASE FILE
a The team leader will organize the compliance review case file, which
will include:
b The CR team leader will maintain the Compliance Review Status
Monitoring Sheet, which should be kept separate from the case file and capture
information on the following:
(2) Section II: Review and Evaluation Activities:
(3) Section III: Post Onsite Activities:
13 TEAM MEMBER SELECTIONS AND TASKS
The CR team leader, in consultation with the Chief, Program Compliance
Division, will select members for the review team. Team members may include
representatives from other agencies (USDA and non-USDA). Team member tasks
include:
a Participate in strategy meetings;
b Analyze pre-onsite data prior to onsite review;
c Assist team leader with coordination of site arrangements;
d Participate in opening meeting onsite;
e Coordinate scheduling of interviews with liaison;
f Conduct assigned interviews and evaluations;
g Alert team leader of any potential problems or issues;
h Develop preliminary report of assigned areas;
i Participate in closing meeting;
j Participate in post-onsite debriefing; and
k Prepare final report of assigned areas and submit to team leader.
14 TEAM STRATEGY MEETING
The CR team leader will convene a strategy meeting at least three days
prior to the onsite review. This meeting will be used to make final decisions
and assignments, such as:
a Determine team members' areas of responsibility;
b Determine which team members will analyze what portions of the
requested data prior to the onsite;
c Discuss logistics issues;
d Finalize any substantive questions or issues, including:
(3) Criteria and standards to be used;
(4) Review of previous compliance review or complaint investigation
findings;
(5) Policies and practices of the agency; and
(6) Sources of information (within and outside the agency).
15 PRE-ONSITE NOTIFICATION PACKAGE
The CR team leader is responsible for assembling and mailing the
Pre-Onsite Notification Package to the agency at least 60 days prior to the
date of the onsite investigation. The package will, at a minimum, include the
following:
a Confirmation of the liaison;
b Sites to be visited;
c Individuals to be interviewed;
d Checklist of information to be returned to the team leader within 60
days prior to the onsite review;
e Description of the scope of the review; and
f Questionnaire with instructions for distribution to agency employees
with instructions that it be returned within 60 days prior to the onsite
review.
16 COMPLIANCE REVIEW PLAN
Based on input from the team members and information gathered from the
agency, the team leader will prepare a Compliance Review Plan that will guide
the work of the team. This plan will contain the following components:
a Name of agency and/or program(s) to be reviewed;
b Purpose of review;
c Sites to be reviewed;
d Scheduled dates and times;
e Scope of review (including issues to be covered and the extent of
coverage);
f Statutory requirements, standards and/or criteria;
g Background information, including:
(2) Status of any existing court orders or pending agency action(s);
(3) Types of programs and activities to be reviewed; and
(4) Information on the community (demographics).
h List of interviewees and expected area(s) of information;
i Interview questions;
j Employment and program participation data to be reviewed;
k Names of boards, councils and committees and data on the membership of
each;
l Date of Letters of Notification; and
m Schedule for completion of review and final report.
17 APPROVAL OF REVIEW PLAN
The CR team leader will negotiate the final review plan with the Chief,
Program Compliance Division, who must approve the final plan.
PART II
CONDUCTING ONSITE REVIEWS, CLOSURE
AND FOLLOW-UP
1 ONSITE ACTIVITIES
a Entrance Conference. Upon arrival, the team leader and team members
will meet with the agency officials and the liaison for introductions and to
set the tone for the onsite process. The team leader will review the goals and
objectives of the review, explain how it will be conducted and answer any
questions about the review process. This is an opportunity to also confirm any
last minute scheduling or logistical changes. The goal of the entrance conference
is to set the officials at ease and to promote an atmosphere of cooperation. It
may be helpful to talk about the process in terms of a service that will assist
the agency in strengthening its civil rights and equal opportunity programs. If
not done prior to arrival onsite, the exit conference will be scheduled at this
time.
b Interviews: With the help of the liaison, onsite interviews of randomly
selected employees will be conducted. Interviews with the following categories
of employees will be conducted. Team members are responsible for clarifying the
purpose of the review with employees.
(3) Other interviews. Other interviewees may come from a wide spectrum of
persons who have information about the agency and its programs and services.
These interviewees include, but are not limited to program participants,
board/council/committee nominees and members, community leaders, local chapters
of grassroots organizations, local advocates, etc.
c Record Examinations. Examine records relevant to the program areas and
activities described in section 8. Compare the records with information
obtained from interviews and outside sources to confirm facts about the
agency's programs, activities and practices. Some typical records that should
be reviewed include, but are not limited to:
d Compliance Criteria.. The following criteria may be used to help in
determining if the agency is in compliance with the legal and regulatory
requirements which apply to conducted programs:
e Observations. The team members will take time to look at the physical
facilities with the specific purpose of observing:
(4) Pictures displaying diversity of staff and program participants;
(6) Other physical aspects of the facilities that will verify, document
and/or offer insight into how the facilities are used to promote equal
opportunity and provide access to participants in USDA programs and activities.
f Preliminary Evaluation Report. The compliance review team should
develop its preliminary report of findings prior to completing the onsite
investigation. This preliminary report serves two functions. First, it enables
the team to identify information gaps, conflicting data and information and
areas for further investigation. Second, as a way to promote voluntary
compliance, the report can provide the agency with "early warning" of
areas of concern. This enables the agency to begin efforts immediately to
remedy any areas of noncompliance prior to the issuance of a final letter of
findings.
g Exit Conference. An exit conference will be held with agency
management. If it is not possible for the entire team to be present, the team
leader will conduct this conference. The exit conference will be a closed
meeting. During the exit conference, the team leader will share preliminary
concerns as well as identify areas that are in compliance. The team leader will
answer any questions about the compliance review and the post-onsite process.
2 FINAL COMPLIANCE REVIEW REPORT
a A final report of the findings of the compliance review will be
completed immediately upon return to the office. The report will be signed by
the person(s) who conducted the compliance review. The report will include, at
a minimum, the following components:
b Upon completion, the final report will be submitted to the Chief,
Program Compliance Division or designee. The Chief or designee will review the
report for completeness and clarity. If the report meets division standards,
the Chief will sign off on the report, indicating his or her approval.
3 OGC REVIEW
The Chief, Program Compliance Division, will submit the approved final
report to the Director. The Director may forward the report to OGC to be
reviewed for legal sufficiency.
4 FINAL USDA DECISION: LETTER OF FINDINGS
a Upon completion of the OGC review, if applicable, OGC will return the
report and letter of findings, with any comments or recommendations, to the
Director. Any recommended changes concurred on by the Director will be made in
the report. Otherwise, the report will be issued to the agency. The letter of
findings will include information about the agency's rights and timelines for response.
b Copies of the Letter of Findings also will be sent to the:
5 COMPLIANCE ACTION PLAN
a A Compliance Action Plan will be developed to remedy areas of
noncompliance. The Compliance Action Plan may include actions and goals
suggested by the agency in addition to those suggested by CR.
b The Compliance Action Plan establishes specific actions, benchmarks and
timetables that the agency will implement to move from noncompliance to
compliance status. The plan will also identify any periodic reports, reviews
and other activities. The Compliance Action Plan must be approved by the
Director.
6 EXECUTION OF COMPLIANCE ACTION PLAN
When the agency completes corrective actions, the Chief, Program
Compliance Division, will prepare a notice for approval by the Director,
stating that the agency has met compliance requirements. The notice of
compliance will be sent to the:
a Agency head;
b USDA General Counsel;
c Appropriate Under or Assistant Secretary;
d Assistant Secretary for Administration; and
e Deputy Secretary.
7 CLOSURE OF COMPLIANCE REVIEW CASE FILE
Upon issuance of the notice referenced in section 6, the compliance
review case file will be closed.
8 OVERSIGHT, MONITORING AND FOLLOW-UP
The Chief, Program Compliance Division, is responsible for guiding,
directing and monitoring implementation of the Compliance Action Plan. The
Chief will provide quarterly monitoring reports for the Director and the
agency. When the agency has accomplished the specified actions and goals, CR
will issue a letter of compliance stating that the agency has satisfied the
terms and conditions of the Compliance Action Plan and the agency has been
determined to be in compliance.
APPENDIX A - SPECIAL PROVISIONS
FOR PROCESSING COMPLAINTS
1 GENERAL
These special provisions for processing complaints set forth instructions
and guidance that are necessary due to (1) the basis on which the
discrimination is alleged and (2) the unique characteristics of the various
authorities that prohibit discrimination.
2 SECTION 504 OF THE REHABILITATION ACT OF 1973 (7 CFR 15e)
a To avail himself or herself of the remedies afforded by Section 504 and
USDA regulation, the complainants must be a qualified person with a
disability(ies). To be a qualified person with a disability(ies), the
complainant must meet two tests:
(1) Have a disability which SUBSTANTIALLY LIMITS one or more major life
activities, has a record of such an impairment or is regarded as having such an
impairment. Major life activities include functions such as caring for one's
self, performing manual tasks, walking, seeing, hearing, speaking, breathing,
learning and working. Having a record of such an impairment means having a
history of or having been mis-classified as having a mental or physical
impairment that substantially limits one or more major life activities.
Regarded as having an impairment means having a mental or physical impairment
that does not substantially limit major life activities, but having the
impairment treated as though it is a limitation; having a mental or physical
impairment that substantially limits major life activities only as a result of
the attitudes of others; or having none of these impairments but being treated
as though such impairments exist.
(2) Must be otherwise qualified for the service, activity or employment
opportunity in question.
b The complainant's disability must not be a direct threat. A direct
threat is a significant risk to the health or safety of others that cannot be
eliminated by a modification of policies, practices or procedures or by the
provision of reasonable accommodation.
(1) For employment purposes, a person is not entitled to protection under
Section 504 if that person poses a direct threat to the health and safety of
himself/herself or others.
(2) For purposes other than employment, a person is not entitled to
protection under Section 504 if he/she poses a direct threat to the health and
safety of others.
3 AMERICANS WITH DISABILITIES ACT OF 1990 (ADA)
ADA prohibits discrimination and requires equal opportunity for
individuals with disabilities in employment, public accommodations,
transportation, state and local government services and telecommunications.
(1) Have a physical or mental impairment that substantially limits a
major life activity;
(2) Have a record of such an impairment; or
(3) Is regarded as having such an impairment.
b The disability determination is made without regard to the availability
of mitigating measures.
c An impairment does not have to be permanent to rise to the level of a
disability.
(1) A description of Section 504 and ADA processes and remedies;
(2) A request that the complainant elect whether to have his or her
complaint processed under Section 504 or ADA.
(3) A request to the complainant to provide any additional information that
is needed to initiate or continue complaint processing.
4 EXECUTIVE ORDER 12898 AND DR 5600-2
b These authorities prohibit discrimination by seeking to address the
disproportionately high and adverse human health or environmental effects,
including social and economic effects of federally conducted programs and
activities on protected group members.
c To pursue redress, a complainant must allege:
d Environmental justice complaints are processed according to the
procedures established for processing complaints under 7 CFR 15d. As part of
the investigation, there must be a determination that the alleged
discriminatory behavior or conduct raises an environmental justice issue.
5 SEXUAL ORIENTATION (Reserved)
APPENDIX B - SAMPLE FORMATS
INTAKE FORM
Complainant's
Name: (Firstname Lastname)
Address: (Address1)
City, State, Zip: (city, state zip)
Phone Number:
Representative=s Name:
Address:
City, State, Zip:
Phone Number:
Specialist:
Program Type:
Date of Complaint:
Date Received:
Date of Discrimination:
Issue:
Basis:
Agency:
TIMELY FILED:
JURISDICTION:
COMPLETE:
INTAKE CHECKLIST
Revised 5-24-99
DOES THE INFORMATION FROM THE COMPLAINANT CONTAIN:
1.The signature of the person who alleges the discriminatory act or a
signed statement authorizing someone to act as the complainant's
representative?
____YES
____NO
2.The complainant's name and address or the name and address of the
authorized representative?
____YES
____NO
3.The USDA Agency against which the complaint is filed?
____YES
____NO
4.Allegation(s) of an act (different treatment or denial of benefit,
services, rights, or privileges) by a USDA employee?
____YES
____NO
If yes, briefly (a couple of phrases will probably be
sufficient) describe the allegations contained in the complaint that you relied
on in making your determination that the complaint contained allegations of a
discriminatory act.
5.Allegation(s) that infer or show that the action was taken because of a
prohibited motive (race, sex, age, etc.)
____YES
____NO
If yes, briefly (a couple of phrases will probably be
sufficient) describe the allegations contained in the complaint that you relied
on in making your determination that the complaint contained allegations that
infer or show that the action was taken because of a prohibited motive.
6. The date(s) during which the alleged discrimination occurred?
____YES
____NO
7. A complaint filed within 180 days of the alleged discriminatory event?
____ YES
____ NO
(REQUEST FOR AGENCY
POSITION STATEMENT)
TO: (Agency Civil Rights Director)
(Title)
(Agency)
FROM: (Name of Current Deputy Director for Programs
Deputy Director for Program Operations(Title)
Office of Civil Rights
SUBJECT: Complaint of (Complainant's name)
(Case Number)
The Office of Civil Rights (CR) has received a complaint of
discrimination from the above referenced complainant. We have determined the complaint
to be complete and within the jurisdiction of CR. The accepted issue is
____________. The accepted basis is ________.
Please have your civil rights staff conduct an Agency Response (AR) to
this complaint. The AR is to be completed within 24 days from the date of this
memorandum. The AR should include the following:
1. A statement from the agency personnel involved in the alleged
discriminating event. This statement should clearly explain the reasons for the
actions which he or she took with regard to the complaint.
2. Statistical and/or comparative information indicating the applications
or request for the benefit at issue in the complaint. The statistics should be
indicate the disposition of each application. The statistics should be
presented in light of the basis of the complaint as listed above.
3. A copy of the regulations which governed the specific decisions made
by the alleged discriminating official. Please provide any regulations which
would allow for exceptions to the type of action(s) taken in this case.
At no time during the preparation of the AR should you or your staff
communicate with the complainant regarding the complaint at issue. Your
cooperation is appreciated.
cc: Agency Head
(RESPONSE TO INQUIRY)
Your [date] letter to [name of person letter was
written to], was forwarded to the Office of Civil Rights (CR). CR is
responsible for processing complaints of program discrimination filed against a
Department of Agriculture (USDA) agency.
Your letter alleges that you have been discriminated against by an
employee of the [name of agency]. To file a discrimination
complaint, you must file within 180 days of the occurrence of the
discriminatory event. Your complaint must be in writing, signed by you, and contain
the following information in sufficient detail to enable our staff to clearly
understand the circumstances giving rise to your complaint:
Program Investigation Division
Office of Civil Rights
Reporter's Building, Suite 400
300 7th Street SW
Washington, DC 2002
No person shall be subjected to reprisal or harassment because he or she
filed a discrimination complaint; participated in or contributed to the
identification, investigation, prosecution, or resolution of civil rights
violations in or by any USDA conducted program or activity; or otherwise aided
or supported the enforcement of Federal or USDA civil rights laws, rules,
regulations, or policies.
If you have any questions, you can contact the Program Investigations
Division at
(202) 720-5964.
Sincerely,
(Name of Current Deputy Director for Programs)
Deputy Director for Programs (Title)
Office of Civil Rights
(Enclosure)
INVESTIGATIVE REVIEW SHEET
1. Complainant's Name: 2. Agency:
3. Case Number: 4. City, State:
5. File Available: YES / NO
6. Agency Response Available: YES / NO
7. Jurisdictional Criteria:
A. Standing: YES / NO
B. Discriminatory Act/Conduct by employee of USDA: YES / NO
C. Act motivated by prohibited basis: YES / NO Basis:
Is the basis under which the complaint alleges discrimination covered for
the
program to which applied? YES / NO
D. Established or infer nexus or causal connection between act and
prohibited
basis: YES / NO
E. Timeliness: YES / NO
Date of Complaint:
Date of alleged discriminatory action:
Is the time between date of complaint and date of alleged discriminatory
action 180 days of less? YES / NO
8. ISSUE(s): Whether
9. Class Case:
1) African American Farmer
2) Farmed, or Attempted to Farm between January 1, 1981 and December 31,
1996
3) Applied for Farm Credit or Benefit from USDA
4) Filed a Complaint Prior to July 1, 1997
SOL Case:
1) Non-employment Complaint
2) File prior to July 1, 1997
3) Claiming Damages in a RH Loan FO, OL, EM, Disaster or Commodity
Program
4) Discrimination Occurred Between January 1, 1981 and December 31, 1996
11. RECOMMENDATION:
(1) REFER - CLASS CASE
(2) REFER - SOL CASE
(3) INVESTIGATE: TELEPHONIC OR ONSITE
(REMARKS)
INVESTIGATOR: DATE:
CONCUR OR NON-CONCUR
SUPERVISOR: DATE:
(INCOMPLETE COMPLAINT-30 DAY LETTER)
Dear (Title) (Last Name):
The Office of Civil Rights (CR) has
received your letter dated (date of letter). This letter was
received in CR on (date of receipt). CR is responsible for
processing complaints of program discrimination filed against a Department of
Agriculture (USDA) agency.
We have determined that your letter does
not contain sufficient information to constitute a complete complaint. USDA's
Departmental Regulations require a complaint to be complete before it can be
processed. As a result, you must provide our office with additional information
within 30 days of the date of receipt of this letter or your case will be
closed. This information should be provided with sufficient detail to enable
our staff to clearly understand the circumstances of your complaint. If you
need assistance in preparing this information, please contact one of the
offices listed on the attached sheet. Please provide our office with the
following:
* The basis for your complaint. The basis
is what you believe was the source of the discrimination you experienced, such
as your race, color, national origin, sex, religion, age, disability, marital
status, familial status, sexual orientation, or because all or part of your
income is derived from a public assistance program. No person shall be
subjected to reprisal or harassment because he or she filed a discrimination
complaint; participated in or contributed to the identification, investigation,
prosecution, or resolution of civil rights violations in or by any program or
activity conducted by the Department of Agriculture (USDA); or otherwise aided
or supported Federal or USDA civil rights laws, rules, regulations, or
policies. If you believe you have been retaliated against, please explain the
circumstances and what actions you took which you believe were the basis for
the retaliation.
* The date(s) on which the incident you
are reporting as discrimination occurred. Please note that our office has
authority to investigate only actions that took place no more than 180 days
prior to the filing of your complaint. If the discrimination occurred more than
180 days ago, you may request a waiver of the filing requirement. A waiver may
be granted for the following reasons: (1) the discriminatory act could not
reasonably be expected to be known within the 180-day period; (2) illness or
incapacitation; (3) the same complaint was filed with another Federal, state,
or local agency; and (4) any other basis determined by the Director of Civil
Rights, USDA. If you wish to request a waiver, please explain why you failed to
file within the 180-day period.
* The name of the individual(s) whom you
believe discriminated against you and the agency that employs that/those
individual(s).
* The issue of your complaint. The issue
is the incident that occurred, or the action that was taken by the
individual(s) or agency that discriminated against you, which caused you some
harm. Explain as clearly as possible what happened, why you believe it
happened, and how you were discriminated against. Please include how other
persons were treated differently from you, if applicable. If you were denied a
benefit or service, please provide a copy of the denial letter.
If you have any questions or need
assistance, you can contact the Program Investigations Division at
(202) 720-5964. You may also obtain
assistance by contacting one of the programs on the attached list.
Sincerely,
(Name of Current Deputy Director for
Programs)
Deputy Director for Programs(Title)
Office of Civil Rights
(Enclosure)
CR:PID:(writer):(initials):date:phonenumber:documentname
(INADEQUATE RESPONSE CLOSURE LETTER)
After a review of the information in your
case file, the Office of Civil Rights (CR) has determined that CR does not have
jurisdiction to process your complaint. On (date we sent request),
CR mailed you a certified letter requesting additional information.
Specifically, we requested that you provide our office with (what we
requested). The letter indicated that your failure to provide the
requested information would result in your complaint being closed. On (date
we received the response), we received your response to our request
for additional information. You have not provided the information requested. We
also provided you names of non-USDA programs that could assist you. Please
contact the CR office within 15 days if you require assistance to prepare your
response. If CR does not hear from you within 15 days, CR will close your
complaint.
No person shall be subjected to reprisal
or harassment because he or she filed a discrimination complaint; participated
in or contributed to the identification, investigation, prosecution, or
resolution of civil rights violations in or by any Department of Agriculture
(USDA) conducted program or activity; or otherwise aided or supported the
enforcement of Federal or USDA civil rights laws, rules, regulations, or
policies.
This is USDA's final action regarding this
complaint. If you choose to pursue this matter or need to determine any legal
remedies, you may wish to consult an attorney. If you have any questions
concerning our determination, you may contact our office at (202) 720-5964.
Sincerely,
(Name of Current Deputy Director for
Programs
Deputy Director for Programs(Title)
Office of Civil Rights
(COMPLETE COMPLAINT ACKNOWLEDGMENT LETTER)
The Office of Civil Rights (CR) has
received your letter dated (date of letter). This letter was
received in CR on (date of receipt). CR is responsible for
processing complaints of program discrimination filed against a Department of
Agriculture (USDA) agency.
Our office has determined that the
information which you submitted constitutes a complete complaint over which we
have jurisdiction. Your complaint has been accepted for processing. We have
determined: 1) the issue(s) of your complaint to be ##Complaints##, and 2) the
basis (bases) of your complaint to be ##Bases##.
Your complaint letter included
information and/or allegations over which our office cannot exercise jurisdiction.
(Provide an explanation for the items not accepted for processing)
We have advised the ##CaseAgency##
that your complaint has been received. The Agency will prepare a response. The
Agency Response (AR) is a statement of fact from the agency and any explanation
for its decision regarding your complaint. The ##CaseAgency## has 24 days to
complete the AR and forward it to our office. Your case will be forwarded to
our Investigative Unit for processing no later than 30 days after the date of
this letter. Our investigation will include, at a minimum, an interview with
you and the agency officials involved in the case. If you know of persons who
you believe have information which will support your allegations you should
inform our investigator when you are contacted. After an investigation has been
completed, the investigator will prepare a Report of Investigation (ROI). The
ROI will be completed within 120 days of our receipt of your complaint. The ROI
will be forwarded to our Adjudication Unit so that a Final Agency Decision can
be prepared. You will receive the Final Agency Decision within 180 days of our
receipt of your complaint.
You may have a right to file a
civil action regarding the issues raised in your complaint. therefore, you may
wish to consult an attorney to determine your legal remedies.
Please be advised that no one may
intimidate, threaten, coerce, or engage in other discriminatory conduct against
anyone because he or she has either taken action or participated in an action
to secure rights protected by the civil rights laws we enforce. Any individual
alleging such harassment or intimidation may file a complaint with the USDA. We
will investigate such allegations of reprisal.
Under the Freedom of Information Act, it
may be necessary to release this document and related correspondence and
records upon request. If we receive such a request, we will seek to protect, to
the extent provided by law, personal information which, if released, could
constitute an unwarranted invasion of privacy.
If you have any questions, you can contact
the Program Investigations Division at 202-720-5964.
Sincerely,
(Name of Current Deputy Director for
Programs)
Deputy Director for Programs(Title)
Office of Civil Rights
(UNTIMELY CLOSURE LETTER)
The Office of Civil Rights has received
your letter in which you allege that an agency of the Department of Agriculture
(USDA) has discriminated against you. After a review of the information in your
case file, we have determined that our office does not have jurisdiction to
process your complaint. Therefore, we are closing our case file regarding this
matter.
You filed your complaint with our office
on or about (date of complaint). The alleged discriminatory action took place
(on_____)(in 19__)(between 199__ and 19__). The regulations that give our
office jurisdiction to process complaints require that a complaint be filed
within 180 days of the occurrence of the discriminatory event. Your complaint
was not filed within 180 days of the alleged discriminatory event. Therefore,
your complaint is untimely and we will close our case file. However, if you can
submit evidence that amounts to a "good cause" explanation for your
untimely filed complaint, we will re-open our case file. Please note that mere
lack of knowledge about the filing requirements will not constitute good cause.
Evidence of good cause received after 30 days of your receipt of this letter
will not be considered. However, if you only recently became aware that the
facts surrounding your case were discriminatory, an extension may be granted.
No person shall be subjected to reprisal
or harassment because he or she filed a discrimination complaint; participated
in or contributed to the identification, investigation, prosecution, or
resolution of civil rights violations in or by any USDA conducted program or
activity; or otherwise aided or supported the enforcement of Federal or USDA
civil rights laws, rules, regulations, or policies.
This is USDA's final action regarding this
complaint. You may have a right to file a civil action regarding the issues
raised in your letter. therefore, you may wish to consult an attorney to
determine your legal remedies.
Sincerely,
(Name of current Deputy Director for
Programs)
Deputy Director for Programs(Title)
Office of Civil Rights
(NO CASUAL CONNECTION CLOSURE LETTER)
Claim Number: ##CaseId##
The Office of Civil Rights has received
your letter in which you allege that an agency of the Department of Agriculture
(USDA) has discriminated against you. After reviewing the information you
provided, we have determined that our office does not have jurisdiction to
process your complaint. The information you provided is not sufficient to
sustain your allegation of discrimination. A statement that the agency's
actions were discriminatory is not sufficient without information showing how
those actions were motivated by race, color, national origin, sex, religion,
age, disability, marital status, familial status, sexual orientation, reprisal
for prior civil rights activity, or because all or part of your income is
derived from a public assistance program. In your letter you merely stated that
_________________________ _____________________. CR does not have jurisdiction
over the case as you have presented the facts.
No person shall be subjected to reprisal
or harassment because he or she filed a discrimination complaint; participated
in or contributed to the identification, investigation, prosecution, or
resolution of civil rights violations in or by any USDA conducted program or
activity; or otherwise aided or supported the enforcement of Federal or USDA civil
rights laws, rules, regulations, or policies.
This is USDA's final action regarding this
complaint. You may have a right to file a civil action regarding the issues
raised in your letter. therefore, you may wish to consult an attorney to
determine your legal remedies.
Sincerely,
(Name of Current Deputy Director for
Programs
Deputy Director for Programs(Title)
Office of Civil Rights
(NO JURISDICTION [BASIS] CLOSURE LETTER)
The Office of Civil Rights (CR) has
received your letter in which you allege that an agency of the Department of
Agriculture (USDA) has discriminated against you. After a review of the
information in your case file, we have determined that our office does not have
jurisdiction to process your complaint. Therefore, we are closing our case file
regarding this matter.
You alleged that you were discriminated
against because of your (basis). The regulations which give
our office jurisdiction to process complaints involving the (program)
cover the following bases: race, color, religion, sex, age, national
origin, marital status, familial status, parental status, sexual orientation,
disability, political belief, genetic information, low income, or because all
or a part of an individual's income is derived from any public assistance
program). The basis of your complaint is not covered by the regulation
which gives our office jurisdiction over the program in which your complaint
arose. Therefore, we do not have jurisdiction to process your complaint.
[The Department of _____________________
has jurisdiction over your case. By copy of this letter CR is referring your
letter. You may contact that agency at __________________________.
No person shall be subjected to reprisal
or harassment because he or she filed a discrimination complaint; participated
in or contributed to the identification, investigation, prosecution, or
resolution of civil rights violations in or by any USDA conducted program or
activity; or otherwise aided or supported the enforcement of Federal or USDA
civil rights laws, rules, regulations, or policies.
This is USDA's final action regarding this
complaint. You may have a right to file a civil action regarding the issues
raised in your letter. Therefore, you may wish to consult an attorney to
determine your legal remedies.
Sincerely,
(Name of Current Deputy Director for
Programs)
Deputy Director for Programs(Title)
Office of Civil Rights
(NO RESPONSE CLOSURE LETTER)
After a review of the information in your
case file, the Office of Civil Rights (CR) has determined that CR does not have
jurisdiction to process your complaint. On (date of request for
additional information), CR sent you a letter informing you that your
complaint letter did not contain sufficient information by which CR could
determine its jurisdiction over your complaint. The letter requested that you
submit additional information to our office within (number of days in
the letter) days from your receipt of the letter. As of the date of
this letter, we have not received any information from you. Therefore, we are
closing our case file regarding this matter.
No person shall be subjected to reprisal
or harassment because he or she filed a discrimination complaint; participated
in or contributed to the identification, investigation, prosecution, or
resolution of civil rights violations in or by any USDA conducted program or
activity; or otherwise aided or supported the enforcement of Federal or USDA
civil rights laws, rules, regulations, or policies.
This is USDA's final action regarding this
complaint. If you choose to pursue this matter or need to determine any legal
remedies, you may wish to consult an attorney. If you have any questions
concerning our determination, you may contact our office at (202) 720-5964.
Sincerely,
(Name of Current Deputy Director for
Programs)
Deputy Director for Programs(Title)
Office of Civil Rights
(NO STANDING CLOSURE LETTER)
The Office of Civil Rights (CR) has
received your letter in which you allege that an agency of the Department of
Agriculture (USDA) has discriminated against (Name of the person(s) the
complainant is filing on behalf of). CR policy
requires a written complaint signed by the person who alleges the
discriminatory conduct being reported. If you are representing ( Name of
complainant), the written, signed complaint must be accompanied by a
written authorization, signed by (Name of complainant)
naming you as the authorized representative. Without a written signed
complaint, CR does not have jurisdiction to process the complaint you filed on
behalf of (Name of complainant). The complaint
must be filed within 180 days of the occurrence of the discriminatory conduct.
No person shall be subjected to reprisal
or harassment because he or she filed a discrimination complaint; participated
in or contributed to the identification, investigation, prosecution, or
resolution of civil rights violations in or by any USDA-conducted program or
activity; or otherwise aided or supported the enforcement of Federal or USDA
civil rights laws, rules, regulations, or policies.
This is USDA's final action regarding this
complaint.
Sincerely,
(Name of Current Deputy Director for
Programs)
Deputy Director for Programs(Title)
Office of Civil Rights
(NO JURISDICTION [REPRISAL AGAINST OTHER THAN USDA] CLOSURE LETTER)
The Office of Civil Rights (CR) has
received your letter in which you allege that an agency of the Department of
Agriculture (USDA) has discriminated against you. After a review of the
information in your case file, we have determined that our office does not have
jurisdiction to process your complaint. Therefore, we are closing our case file
regarding this matter.
You stated that the basis for your
complaint was reprisal taken against you by the [insert name of agency].
The regulations giving CR authority to investigate claims of discrimination
prohibit reprisal for prior civil rights activities with USDA. In your letter
you did not indicate that you had engaged in prior civil rights activities with
USDA, therefore CR does not have jurisdiction to investigate your complaint.
No person shall be subjected to reprisal
or harassment because he or she filed a discrimination complaint; participated
in or contributed to the identification, investigation, prosecution, or resolution
of civil rights violations in or by any USDA-conducted program or activity; or
otherwise aided or supported the enforcement of Federal or USDA civil rights
laws, rules, regulations, or policies.
This is USDA's final action regarding this
complaint.
Sincerely,
(Name of Current Deputy Director for
Programs)
Deputy Director for Programs(Title)
Office of Civil Rights
(NO JURISDICTION [ISSUE] CLOSURE LETTER)
The Office of Civil Rights (CR) has
received your letter in which you allege that an agency of the Department of
Agriculture (USDA) has discriminated against you. After a review of the
information in your case file, we have determined that our office does not have
jurisdiction to process your complaint. Therefore, we are closing our case file
regarding this matter.
You alleged that you were discriminated
against when (issues). Our office has
jurisdiction over allegations of discrimination which involve the conduct of
our employees with respect to the administration of a program or activity
conducted by the USDA. The issue(s) that you have raised does (do) not involve
discriminatory conduct of one of our employees in a conducted program or
activity. As a result, our office does not have jurisdiction to process your
complaint.
No person shall be subjected to reprisal
or harassment because he or she filed a discrimination complaint; participated
in or contributed to the identification, investigation, prosecution, or
resolution of civil rights violations in or by any Department of Agriculture
(USDA) conducted program or activity; or otherwise aided or supported the
enforcement of Federal or USDA civil rights laws, rules, regulations, or
policies.
This is USDA's final action regarding this
complaint.
Sincerely,
(Name of Current Deputy Director for
Programs)
Deputy Director for Programs
Office of Civil Rights
(NO JURISDICTION [PROGRAM] CLOSURE LETTER)
The Office of Civil Rights (CR) has
received your letter in which you allege that an agency of the Department of
Agriculture (USDA) has discriminated against you. After a review of the
information in your case file, we have determined that our office does not have
jurisdiction to process your complaint. Therefore, we are closing our case file
regarding this matter.
You alleged that you were discriminated
against because of your (basis). The regulations which give
our office jurisdiction to process complaints involving the (program)
cover the following bases: race, color, religion, sex, age, national
origin, marital status, familial status, parental status, sexual orientation,
disability, political belief, genetic information, low income, or because all
or a part of an individual's income is derived from any public assistance
program).. The basis of your complaint is not covered by the
regulation which gives our office jurisdiction over the program in which your
complaint arose. Therefore, we do not have jurisdiction to process your
complaint.
No person shall be subjected to reprisal
or harassment because he or she filed a discrimination complaint; participated
in or contributed to the identification, investigation, prosecution, or
resolution of civil rights violations in or by any USDA conducted program or activity;
or otherwise aided or supported the enforcement of Federal or USDA civil rights
laws, rules, regulations, or policies.
This is USDA's final action regarding this
complaint.
Sincerely,
(Name of Current Deputy Director for
Programs)
Deputy Director for Programs(Title)
Office of Civil Rights
AGENCY DATA REQUEST (Memo Form)
TO: (Agency Administrator Name)
Administrator
(Agency)
FROM: (Name of Chief of Program Investigations Division)
Chief(Title)
Program Investigations Division
SUBJECT: Request for Additional Information
Investigation of Discrimination Complaint
# (complaint number)
(Complainant's Name)
(Complainant's Address - City/State only)
The Office of Civil Rights (CR), Program
Investigations Division, is conducting an investigation into the subject
complaint. The investigator assigned to this complaint is (investigator name).
He/she can be reached at 202-720-5964.
The complainant alleged discrimination on
the basis(es) of (complaint basis). The issue(s) in the complaint is the
(complaint issue(s)). The civil rights law, regulation or policy that provides
CR with jurisdiction to process this complaint is (cite regulation under which
the investigation will be conducted).
The investigator has identified the
following information as necessary to complete the investigation. Please
provide this information to the investigator within 10 days of your receipt of
this memorandum. The information required is as follows:
(Information
needed).
The information should be sent to the
investigator's attention at the address listed below:
USDA-Office
of Civil Rights
Program
Investigations Division
1400
Independence Avenue, SW, Stop 9430
Washington,
DC 20250-9430
We request that you designate a liaison in
your agency to facilitate the timely delivery of this information to the
investigator.
cc: (Agency CR Director)
INVESTIGATIVE PLAN
1. Case Number:
2. Name of Investigator:
3. Complainant Identification: (name,
address, phone number)
4. Complainant's Representative: (if any)
5. Jurisdictional Information:
A. Standing: _______(yes/no)
B. Discriminatory act/conduct by employee
of USDA: ______ (yes/no)
C. Act motivated by prohibited basis: _____
(yes/no)
D. Is the basis under which the
complainant alleges discrimination covered for the program to which applied?
_____(yes/no)
E. Timeliness: _________ (yes/no)
(1) Date of Complainant:
___________________
(2) Date of alleged discriminatory action:
_________________
(3) Is the time between date of complaint
and date of alleged discriminatory action 180 days or less? ___________
(yes/no)
6. Basis:
______________________________________
7. Issues: (Statement that specifically
asserts a violation of a civil rights provision or one from which it reasonably
can be inferred that a violation is being asserted).
8. Applicable Legal Theory(s):
9. Evidence Required: (Describe evidence
needed to test the validity of complaint, including anticipated responses and
defenses. Also, include plan for obtaining evidence)
A. Documentation (program records,
letters, applications, forms, notes)
B. Testimonial (list interviewees and
areas to be covered)
C. Statistical (comparative evidence)
10. Investigative Time Frame:
A. Time Line - Dates
(1) Investigative Plan submitted:
______________
(2) Manager Approval of IP: ______________
(3) Investigation Dates: ______________
(4) Report Writing: ______________
(5) Manager Review of ROI: ______________
(6) Case to Adjudication: ______________
(7) Additional Work ______________
(8) Final Completion ______________
B. Notifications and Requests for
Information
(1) Notice to Complainant of Onsite
Investigation ____________
(2) Notice to Agency of Onsite
Investigation ____________
(3) Data Request Letter ____________
C. On Site Schedule - Field Work
Dates, Work Locations and Phone Numbers
(Agency/Hotel)
COMPLAINANT CONSENT/RELEASE FORM
Your Name:
Address:
Complaint Number(s) (if
known):
Please read the
information below, check the appropriate box, and sign this form.
As a complainant, I
understand that in the course of an investigation it may be necessary for USDA
to reveal my identity to persons at the agency under investigation. I am also
aware of the obligations of USDA to honor requests under the Freedom of
Information Act. I understand that it may be necessary for USDA to disclose
information, including personally identifying details, which it has gathered as
a part of its investigation of my complaint. In addition, I understand that as
a complainant I am protected by USDA=s regulations from intimidation or retaliation for
having taken action or participated in action to secure rights protected by
nondiscrimination statutes enforced by USDA.
CONSENT/RELEASE
CONSENT -- I have read
and understand the above information and authorize USDA to reveal my identity
to persons at the agency under investigation. I hereby authorize the USDA to
receive material and information about me pertinent to the investigation of my
complaint. This release includes, but is not limited to, personal records and
medical records. I understand that if, during the course of the investigation,
USDA determines that it needs to receive, review or copy documents or records
that are not in USDA's or my possession, USDA will request that I sign a
release that specifically describes the documents or records sought, and the
name and mailing address of the entity that is the custodian of the documents
or records described. I understand that the material and information will be
used for authorized civil rights compliance and enforcement activities. I
further understand that I am not required to authorize this release, and do so
voluntarily.
CONSENT DENIED -- I have
read and understand the above information and do not want USDA to reveal my
identity to the agency or institution under investigation, or to review,
receive copies of, or discuss material and information about me, pertinent to
the investigation of my complaint. I understand this is likely to impede the
investigation of my complaint and may result in the closure of the
investigation.
____________________________________________
Signature and Date
AFFIDAVIT
Date:
City/State:
County:
I, ___(Affiant's Name)______,
being first duly sworn on oath, make the following statement freely and
voluntarily to __(Name of Investigator)__ who has identified him/herself to me
as an Investigator for the Office of Civil Rights, United States Department of
Agriculture (USDA), knowing that this statement may be used in evidence. No
threats or promises have been made to me in exchange for my statement.
(Body of Affiant's Statement)
I have read the above statement
consisting of ___ pages. I
further attest that I have been provided full opportunity to review the
statement and given the opportunity to make additions and corrections. It is
true, complete, and correct. I have initialed the bottom of each page and
signed the Affidavit below.
Signature: ______________________
Date: ______________________
Subscribed and (sworn to)
(affirmed)
before me this _________day of
(month) (year)
Witness (optional)
____________________________
_____________________________
(Name of Investigator) (Name of
Witness)
Program Investigations Division
Title
Office of Civil Rights Agency
U. S. Department of Agriculture
*************************************************************************
MEMORANDUM OF INTERVIEW
*************************************************************************
CASE NUMBER: DATE/TIME:
WITNESS: LOCATION CONDUCTED:
PHONE NUMBER:
ADDRESS: In-Person: _____ (Yes/No)
Telephone:_____ (Yes/No)
INVESTIGATOR:
*************************************************************************
INTERVIEW SUMMARY
_______________________
_________________________
______________________________
___________________________________
Signature of Witness Signature of
Investigator
Page ____ of _____Pages
*************************************************************************
MEMORANDUM OF INTERVIEW (Continued)
*************************************************************************
___________________________
_________________________
Signature of Witness Signature of
Investigator
Page ____ of _____Pages
Notice to Agency of On-site Investigation (Conducted Program)
TO: (Agency Administrators/Chiefs Name)
(Title)
(Agency)
FROM: (Name of Chief of Program
Investigations Division)
Chief(Title)
Program Investigations Division
SUBJECT: On-site Investigation of
Discrimination complaint (complaint number)
(Complainants Name)
(Complainant's Address - City/State only)
The Office of Civil Rights (CR) will
conduct an on-site investigation into the subject complaint. The investigation
is scheduled for (dates of investigation). The investigator assigned to this
complaint is (investigator's name). (Name) can be reached at (202) 720-5964.
The complainant alleged discrimination on
the basis of (basis). The issue(s) remaining in the complaint for
investigations are (issue(s)). CR has jurisdiction to process this complaint
pursuant to (applicable regulation).
The on-site investigation may include the
interview of staff members at the agency work site(s) in (state and/or county
office(s)). Additional gathering of information, including the review of
complainant's and other case files, may also be conducted at these sites. We
request that you notify the appropriate officials of our planned visit and
schedule of interviews.
The investigator has identified the
following information as needing review prior to the on-site portion of the
investigation. Please provide this information to the investigator within 10
days of your receipt of this memorandum. The information required is as
follows: (Name of agency worksite and information needed)
Please forward the requested information
to the attention of the above named investigator at:
Office
of Civil Rights
Program
Investigations Division
U.S.
Department of Agriculture
300
7th Street, S.W., Suite #400
Washington,
DC 20250-9430
We request that you designate a liaison
person in your agency to work with the investigator to facilitate the timely
completion of this investigation.
If you have any questions concerning this
letter, please contact (investigator's name) at
(202) 720-5964. In all correspondence to
us, please refer to the complaint number referenced. Thank you for your
cooperation.
cc: (Agency CR Director)
Notice to Complainant of Onsite Investigation (Conducted Program)
Complaint Number: (Complaint number)
(Title) (First Name, MI, Last Name)
(Address)
(City, State, Zip Code)
Dear (Title) (Last Name):
This letter is to notify you that the
Department of Agriculture (USDA), Office of Civil Rights, will conduct an
on-site investigation related to your discrimination complaint # (complaint
number), against the (agency). The investigation is scheduled for (dates of
investigation). The investigator assigned to your complaint is (name of
investigator).
Your interview is scheduled for (date/time
of interview) at (location of interview). You should be prepared to provide a
statement to the investigator and any information that you deem relevant to
your complaint. Prior to the onsite review additional information including a
list of witnesses must be provided. Documentation and a list of witnesses
should be sent to this office no later than (date). An envelope is enclosed for
that purpose.
No person shall be subjected to reprisal
or harassment because he or she filed a discrimination complaint; participated
in or contributed to the identification, investigation, prosecution, or
resolution of civil rights violations in or by any USDA conducted program or
activity; or otherwise aided or supported the enforcement of Federal or USDA
civil rights laws, rules, regulations, or policies.
If you have questions, please contact
(investigator's name), at (202) 720-5964. Our office hours are from 8:30 a.m.
to 5:00 p.m. If you are unable to contact us during that time, please leave a
message and a telephone number where you may be reached between 8:30 a.m. and
5:00 p.m. on our voice-mail system.
Sincerely,
(Name of Current Division Chief)
Chief(Title)
Program Investigations Division
Enclosure
cc: (investigator)
ROI FORMAT
I. INTRODUCTION:
(Provide a historical overview of
the actions taken on the case prior to CR involvement and CR activities prior
to accepting the complaint for investigation.)
II. ALLEGATION(S):
(Summarize the allegations -
clearly describe each individual or class allegation, the statute or regulation
which the allegation, if true,
would violate, and the grounds upon which the allegation is based. The
allegations should be organized in a logical sequence to sustain a finding of
discrimination or nondiscrimination.)
III. METHODOLOGY:
(Explain how the investigation was conducted, what documents were
reviewed, and which witnesses were interviewed. Specific names of witnesses
need not be provided, but a description of the numbers and types of witnesses
is necessary.)
IV: POSITION STATEMENT OF
RESPONDENT:
(Describe the position of the
respondent. This information can be obtained from primary source documents,
interviews, etc. Where respondent has refused to supply information, document
the attempts and efforts to secure information that would explain the
respondent's position.)
V: FINDINGS OF FACT:
(Present facts in a logical
sequence, usually chronologically or by subject matter. Each fact or series of
related facts should be sequentially numbered and listed separately. Any facts
in dispute should be resolved based on the evidence and standards of proof. Any
allegations rejected and the reasons for their rejection should be noted in
this section. (Present facts only. No conclusions should be drawn.)
UNITED STATES DEPARTMENT OF AGRICULTURE
OFFICE OF CIVIL RIGHTS
PROGRAM INVESTIGATION DIVISION
REPORT OF INVESTIGATION (FORMAT)
Complaint Number:
Date of Complainant:
Date of Investigation:
Date of Report:
Issue(s):
Basis:
Agency:
Program (conducted or assisted):
State & County:
Representative:
Investigation Conducted By:
This document is for OFFICIAL USE ONLY. The contents of this
report are not to be distributed, duplicated, or provided to parties outside
the Office of Civil Rights without prior clearance from the Director of the
Office of Civil Rights.
ROI COVER SHEET
REPORT OF INVESTIGATION:
EXHIBITS:
Attachment 1: Original Complaint
Attachment 2: ComplAINANT'S Affidavit
Attachment 3: Complainant's Supporting Documentation
Attachment 4: Complainant's Witnesses
Attachments 5: Agency Response
Attachment 6: Agency Witness Statements
Attachment 7: Applicable Regulations
Attachment 8: Data and Statistics
Attachment 9: Miscellaneous
ROI REVIEW SHEET
Complainant:
Case Number:
Date of Complaint:
Date of ROI (1st draft): ____________ Returned to
Investigator __________
2nd draft: ____________ (If needed) __________
3rd draft: ____________
Has the issue(s) been identified? ________Yes _________No
Has the basis(es) been identified? ________Yes _________No
Is an Agency Response included? ________Yes _________No
Reason for non-inclusion___________________________________________
Are additional interviews needed? _________Yes _________No
Interviews are required of the following persons:
__________________________
__________________________
__________________________
__________________________
A rebuttal interview is needed of the following person:
_________________________
Have all allegations been addressed? _________Yes _________No
Do exhibits/documentation pertain to the allegations?
_________Yes _________No
Were appropriate statistical data available? _________Yes
_________No
If so, are the statistics included _________Yes _________No
Is the ROI in the appropriate format? _________Yes _________No
Does the ROI contain typographical errors? _________Yes
_________No
Are all identified attachments included? _________Yes _________No
Remarks: _______________________________________________________________
________________________________________________________________________
ROI Approved:____________________________________ Date:
______________
Chief, PID
ADJUDICATION WORKSHEET
Complainant:_________________________________________
Case No:________________
Address:______________________________________________________________________
Date of Complaint:_______________________
Date of Alleged Discrimination:___________________
Issue(s):____________________________________________________________________________________________________________________________________________________
Basis(es):___________________________________________________________________________________________________________________________________________________
Jurisdiction:___________________________________________________________________
Factual Synopsis of Case (Causal Connection
between allegations and agency actions):___________________________________________________________________________________________________________________________________________________________________________________________________________________________________
If yes, has a prima facie case been
made?_________________________________
If no, what additional information is needed to perform a prima facie
analysis?______________________________________________________________________________________________________________________________________________________________________________________________
If yes, please provide a brief synopsis of the pretext analysis:
____________________________________________________________________________________________________________________________________
________________________________________________________
If no, what additional information is needed to perform a pretext
analysis?
__________________________________________________________________
__________________________________________________________________