Addressing Public Complaints/Grievances Policy

Purpose

Local First Arizona is committed to ensuring compliance with 40 C.F.R. Parts 5 and 7, which prohibit discrimination under any program or activity receiving federal assistance on the basis of race, color, national origin, disability, sex, age, or in some cases, religion. This policy establishes procedures for receiving, investigating, and resolving public complaints and grievances alleging violations of these regulations.

Scope

This policy applies to all public complaints and grievances submitted to Local First Arizona that allege discrimination in the organization’s programs or activities.

Procedures for Filing, Investigating, and Resolving Complaints

1. Submission of Complaints

Any individual or group believing that they have been subjected to discrimination under 40 C.F.R. Parts 5 and 7 may file a complaint with Local First Arizona.

Complaints must be submitted in writing within 180 days of the alleged discriminatory act and include:

• Complainant's contact information.

• A description of the alleged discriminatory act.

• Date(s) of the incident(s).

• Names and roles of parties involved (if known).

Complaints should be directed to:

2. Acknowledgment of Complaints

Complaints will be acknowledged by Local First Arizona in writing within 10 business days of receipt.

3. Investigation of Complaints

The Chief Administrative Officer and Manager of People and Culture will review the complaint and initiate an impartial investigation within 15 business days of acknowledgment.

The investigation may include interviews, document review, and gathering of relevant evidence.

Complainants and other involved parties will have an opportunity to provide information.

4. Resolution of Complaints

A written determination will be issued, upon completing the investigation, within no longer than 60 days , outlining:

• Findings of facts.

• Whether a violation of 40 C.F.R. Parts 5 or 7 occurred.

• Actions to be taken (if applicable), such as corrective measures or accommodations; including but not limited to policy changes, training, disciplinary actions.

5. Appeals Process

If the complainant disagrees with the determination, they may file an appeal within 30 days of receiving the decision.

Appeals will be reviewed by the CEO or an appointed neutral third party, with a final determination issued within 30 days of the appeal.

6. Record Retention

All complaints, investigations, and resolutions will be documented and retained for at least three years, in accordance with federal record keeping requirements.

7. Non-Retaliation Assurance

Local First Arizona prohibits retaliation against anyone who files a complaint, participates in an investigation, or exercises their rights under this policy.

Public Notification

Local First Arizona will make this policy and procedures available on its website and in public materials to ensure all individuals are aware of their rights and how to file a complaint.

Commitment to Compliance

Local First Arizona reaffirms its commitment to ensuring programs and activities are conducted in compliance with 40 C.F.R. Parts 5 and 7.

Date of Review: November 26, 2024

Reviewer: Chief Administrative Officer

Updates: Initial policy/procedure