According
to WSU policy and applicable laws and regulations, all WSU Extension
programs and employment are to be offered without regard to race,
sex, religion, age, color, creed, national or ethnic origin; physical,
mental or sensory disability; marital status, sexual orientation,
and status as a Vietnam-era or disabled veteran. The following procedures
are to be used to handle all grievances and complaints related to
civil rights compliance in Extension programs (as set forth in Title
VI and Title VII of the Civil Rights Act of 1964, Section 504 of
the Rehabilitation Act of 1973 and Title IX of the Educational Amendments
of 1972.)
Complaints
are to be taken seriously and dealt with as quickly as possible.
For the most part, complainants want the situation to be resolved
as soon as possible. The closer to the situation that this can be
done, the better for all concerned. Complainants are encouraged
to begin with the informal resolution procedure in which the complaint
is addressed to and by the unit head (county or department chair.)
Those unit heads are encouraged to respond as quickly as possible
to address the complainant's concerns.
EMPLOYMENT
WSU has a procedure
for filing employment discrimination and sexual harassment complaints.
Due to the unique relationship with the U.S. Department of Agriculture,
it is essential that complaint reviews, resolutions and documentation
meet specific standards. The university complaint process meets
those requirements. According to Extension System policy, a complaint
may be filed by employees, former employees or applicants for employment
who believe that discrimination in employment has been practiced
against them or that an employment practice in the Extension System
has or will result in discrimination in employment against them.
Complainants may designate in writing an individual or an organization
to represent them in the processing of a complaint, and are entitled
to the advice of council at their own expense.
Should complainants
still not be satisfied after pursuing the University complaint procedure,
they may take their complaint on to the Washington Human Rights
Commission or the Equal Employment Opportunity Commission.
Informal
Problem Resolution for Extension Employees
At the level
of informal resolution of problems, Extension employees have another
avenue in addition to the university procedure. EEO counselors are
designated to provide information and assistance regarding concerns
and complaints of all types. An Extension employee may select any
counselor from the list of authorized and trained persons at: http://bfo.cahe.wsu.edu/personnel/eeo/index.htm.
Employees may bring the problem orally or in writing to an EEO counselor.
If it is obvious that the complaint clearly does not involve an
allegation of discrimination based on race, sex, religion, age,
color, creed, national or ethnic origin; physical, mental or sensory
disability; marital status, sexual orientation, or status as a Vietnam-era
or disabled veteran, the counselor may discuss the matter with the
employee, make appropriate inquiries and attempt to resolve the
matter. Or, they can direct the complainant to appropriate supervisory
channels.
If the concern
may involve an allegation of discrimination based on a protected
status, the counselor will discuss whether this is a specific discrimination
complaint that must be referred through channels, or if it is a
concern about an action or activity that could be remedied without
filing a complaint. If it is a specific complaint, the counselor
must direct the complainant to the university complaint procedure
immediately. If it is a question of remedying an action or activity
without a specific complaint being filed, the counselor may attempt
to resolve the problem or bring it to the attention of an appropriate
administrator.
Any time an
EEO counselor is contacted by an employee, a brief report must be
sent to the Affirmative Action Coordinator, describing the situation
or problem, what the person wanted done, and what action the counselor
took. This can be done without naming the complainant.
PROGRAM
PARTICIPATION
According to
WSU policy and applicable laws and regulations, Extension programs
are to be offered without regard to race, sex, religion, age, color,
creed, national or ethnic origin; physical, mental or sensory disability;
marital status, sexual orientation, and status as a Vietnam-era
or disabled veteran. The following procedures will be used to handle
all grievances and complaints related to civil rights compliance
in Extension programs as set forth in Title VI of the Civil Rights
Act of 1964, Title IX of the Educational Amendments of 1972 and
Section 504 of the Rehabilitation Act of1973.
Complaints
may be filed by any individual or group of program recipients or
potential program recipients. Complainants have three options for
filing complaints: the informal resolution procedure described below;
the formal complaint procedure also described in this document;
and notification sent directly to:
USDA Office
of Civil Rights
300 7thSt. SW, Suite 400
Stop Code 9430
Washington, D.C. 20250
(202) 720-5964
or
(866) 632-9992 (Toll Free Number) or
(202) 401- 0216 (Telecommunications Device for the Deaf).
The public
must be told of their right to file a discrimination complaint with
USDA. The "...and Justice for All" poster must be visibly
displayed in meeting rooms and the main office. This advises participants
that they can file complaints with the Office of Equal Opportunity
at USDA.
If a program
participant complains to the local office, the unit head is responsible
for following the procedure set forth here.
Informal
Resolution
Complainants
are encouraged to use the informal resolution procedure. To do so
the complaint should be addressed to the unit administrator most
closely associated with the programming action alleged to be discriminatory.
In the case of programs conducted by county faculty, the unit administrator
is the county chair. In the case of programs conducted by state
specialists, the unit administrator is the academic department chair.
In the case of general program policies and procedures, complainants
should address their concerns to the district director or most appropriate
program leader.
Upon receipt
of a complaint, the unit administrator shall act promptly to mediate,
conciliate or otherwise achieve informal resolution.
Formal
Complaints
If informal
resolution has not been achieved through a unit administrator, complainants
may file a formal complaint. The formal complaint must be submitted
in writing, signed, and must state the nature of the complaint and
indicate whether the alleged discrimination was based on race, sex,
religion, age, color, creed, national or ethnic origin; physical,
mental or sensory disability; marital status, sexual orientation,
or status as a Vietnam-era or disabled veteran. Formal complaints
should be sent to the district director, or in the case of general
program policies, to the relevant program leader. The recipient
of any formal complaint will investigate fully and promptly, with
the aim of resolving the problem in an efficient and timely manner,
and send a summary of the situation with a recommendation for action
to the Director of Extension.
The Director
will review the file on the complaint, render a decision, initiate
any necessary remedial action and communicate in writing to the
complainant.
Maintenance
of Records
All documentation,
records, and reports will be retained for a minimum of two years
beyond the date final resolution is achieved. These records will
be subject to review at any time by the office of the Director and
any representative of the U.S. Department of Agriculture authorized
by the Secretary as his/her designee.
