These start-to-finish procedures include the definition of a discrimination complaint, specific intake and referral instructions as well as specific procedures for processing a discrimination complaint from start to finish. This package also contains an explanation of the methods of filing a complaint, how to determine whether there is authority to investigate a complaint, and the types of complaints that may be received. The package further includes a series of templates for use at various stages of the discrimination complaint process, such as: (1) a jurisdiction checklist, (2) no jurisdiction letters, (3) notice of acceptance letter, (4) complaint investigation plans for disparate treatment and reasonable accommodation, and (5) a notice of final action letter. And, the package includes a consent to mediate form, a discrimination complaint form along with a consent form and notice of investigatory uses of personal information, and discrimination complaint log with instructions.

Time Estimate: 13-15 hours

You are required to have policies and procedures in place for establishing corrective actions and imposing sanctions.  This package provides you with those policies and procedures.  Three templates are included with this package as follows:  (1) a sample “Notice to Show Cause” for use when a recipient fails to cooperate; (2) a sample “Letter of Findings” for use when you find noncompliance after conducting monitoring or a compliance review; and (3) a sample “Final Determination:  Sanctions,” for use when the recipient fails to achieve compliance after being afforded an opportunity to do so.  Moreover, you will receive a table of examples of corrective actions and sanctions, which covers some of the most common areas of noncompliance, and what types of corrective actions and/or sanctions would be appropriate.

Time Estimate: 10-12 hours

Based on the civil rights laws that apply to your public-facing programs and activities, we can develop a monitoring tool covering items such as required posters, notices, taglines, assurances, review of participant files and electronic databases, and orientation sessions.  Each section starts with an explanation of what to look for, and why it is important.  Easy-to-use tables to record your findings are provided for each area under review.  And, you will receive a set of detailed procedures to be followed before, during, and after a monitoring event.

Time Estimate: 10-12 hours

For this package, we develop a multi-page directive, which sets forth the specific, required “assurances” language applicable to your Federally-assisted programs and activities as well as requirements pertaining to posters, notices, taglines, and data collection. We also set forth the types of documents that must contain the Federally-required assurances.  A template with the “assurances” language is also provided for your use.  This comprehensive directive serves as a highly-useful compliance guide for recipients, service, providers, contractors, and any other entities that assist in delivery of your Federally-assisted programs and activities.

Time Estimate: 8-10 hours

Federal civil rights laws governing the handling of medical and disability-related information obtained in the course of delivering Federally-assisted programs and activities are complex, and they differ depending on the nature of the program or activity at issue. In this package, we provide detailed guidance for gathering, using, disclosing, and storing medical information and, where needed, information about what you can (and cannot) ask each step of the way for the different programs and activities you offer.

Time Estimate: 8-10 hours

This package contains procedures designed to ensure limited English proficient (LEP) persons have meaningful access to, and a meaningful opportunity to participate in, your Federally-assisted programs and activities. Specific steps are set forth to describe how to greet a LEP person, and identify the native language of the LEP person. The package also provides guidance regarding providing interpretation services, and it contains detailed procedures for use in determining whether documents will be translated.  We also will provide links to low or no cost resources to assist your Equal Opportunity officers and staff in serving LEP populations.

Time Estimate: 12-14 hours

This package includes an accommodation request form tailored for use in your Federally-assisted programs and activities as well as detailed procedures for handling these requests, including the criteria considered when assessing a disability-based accommodation request. You will also receive a template to use in granting or denying any disability-based accommodation request.  Moreover, the package includes specific procedures to assist you in serving persons with visual, speech, and hearing disabilities. And, we will provide contact information for certain additional resources to help you serve persons with disabilities.

Time Estimate: 8-10 hours

This package includes an accommodation request form tailored for use in your federally-assisted programs and activities as well as detailed procedures for handling religious-based accommodation requests, including a brief description of the common types of religious-based accommodation requests as well as the criteria considered when assessing such a request. And, you will receive a template to use in granting or denying religious-based accommodation requests.

Time Estimate: 8-10 hours