Title VI Grievance Procedure

Complaint Filing

In order for the complaint to be considered, the complainant must file the appropriate documentation:

  • Within 180 days of the alleged act of discrimination; or
  • Where there has been a continuing course of alleged discriminatory conduct, on the date in which the alleged conduct was discontinued. 

Complaints shall be made in writing and shall be signed by the complainant and/or the complainant’s representative.  Complaints must contain the following and describe as completely as possible the facts and circumstances surrounding the alleged discrimination: 

  • Name of the complainant
  • Contact information (telephone number, address, email address).
  • Basis for the allegation(s) (i.e., race, color, national origin, gender, age, etc.).
  • A detailed description of the alleged discrimination (how, when, where & why they believe they were discriminated against including the location(s), name(s) and contact information of all witnesses, if applicable).
  • Any other information that is deemed significant.

Resolving a Complaint

Within fifteen (15) calendar days after receipt of the complaint, the Title VI Coordinator will arrange to speak or meet with the complainant to discuss the complaint and the possible resolutions if applicable. If a complaint is deemed incomplete, additional information will be requested.  The complainant has sixty (60) business days to respond to the request for additional information.  A complainant’s failure to respond to the request within sixty (60) business days may result in the administrative closure of the complaint.

The Title VI Coordinator will conduct a complete and thorough investigation of  complaints inside Hamilton County’s jurisdiction and based upon the information obtained will render a final written response letter to the complainant or their representative by registered mail or hand delivery within sixty (60) business days.  The final written response will include a description of the complaint, a summary of the investigation and the findings of such, summaries of all individuals interviewed, and if appropriate, recommendations and resolutions.  All written complaints, investigations and responses will be retained by Hamilton County for at least three (3) years.

Complaint Referrals

If Hamilton County does not have sufficient jurisdiction to investigate the complaint, the Title VI Coordinator will refer the complaint to the appropriate local, state or federal agency holding such jurisdiction. The Title VI Coordinator will notify the complainant or their representative, in writing, that the complaint is outside of Hamilton County’s jurisdiction and where the complaint has been referred for further handling. 

Confidentiality

A complainant’s identity shall be kept confidential except to the extent necessary to complete the investigation.  If it is necessary to disclose the complainant’s identity to the alleged person who may have discriminated or a third-party, Hamilton County must first obtain the complainant’s written consent.  Hamilton County must also obtain the complainant’s written consent before providing a copy of the complaint to any other individual(s) involved with the investigation. 

Complaint Appeals

If a complainant is dissatisfied with the final resolution of the complaint, they have the right to file a complaint with:

Department of Justice
Federal Coordination and Compliance Section - NWB
Civil Rights Division
950 Pennsylvania Avenue, N.W.
Washington, D.C. 20530