Full Text
Attachment B CLAY COUNTY SOCIAL SERVICES CIVIL RIGHTS COMPLAINT PROTOCOL You have the right to equal access to services, if you are an applicant, client or member of the public trying to gain access to human services program information or benefits. Clay County Social Services has a civil rights complaint protocol that provides prompt and thorough resolution of civil rights complaints. Civil rights complaints allege discrimination. You have a right to file a civil rights complaint if you believe you have been discriminated against because of your race, color, national origin, sex, sexual orientation, age, creed, religion, political beliefs, disability or public assistance status. Sex includes sex stereotypes and gender identity discrimination that occurs in medical or health programs and clinics receiving federal financial assistance, such as Medical Assistance, MNCare, CHIP programs, insurance companies and state health insurance exchanges. It is against the law for anyone who works for Clay County Social Services to retaliate against a person who files a complaint or who cooperates in the investigation of a civil rights complaint. To file a complaint, ask for Clay County Social Services equal opportunity policy, and complaint protocol. Use the contact information below to help you to file your complaint. You can also review the law and regulations that outlaw discrimination in the Civil Rights Contact’s office at Clay County Social Services: Quinn Jaeger Director Clay County Social Services 715 11th Street North, Suite 502 Moorhead, MN. 56560 Phone: [PHONE REDACTED] MN Relay Service: 711 or (800) 627-3529 Fax: [PHONE REDACTED] Procedure: 1. Civil rights complaints must be submitted to the Civil Rights Contact within 180 days of the date the alleged discrimination occurred. 2. A complaint must be in writing and contain the name and address of the person filing it. You should also give your telephone number or relay service number if you are deaf or hard of hearing. Give your email address if it helps get in touch with you. The complaint must state the problem or action alleged and the relief desired. If you need assistance with your complaint, the Civil Rights Contact will help you. 3. Clay County Social Services must conduct an investigation of the complaint. The investigation may be informal, but it must be thorough and timely. People who have an interest in the complaint must have an opportunity to submit relevant evidence about the complaint. ---PAGE BREAK--- Clay County Social Services will issue a written decision on the complaint within 90 days after its filing. Clay County Social Services will maintain the complaint records and files for three years. Complaints about program rules are not civil rights complaints and will be resolved through a different complaint process. 4. The person filing the complaint may appeal the decision by writing to the agency’s Civil Rights Contact within 15 days of receiving the written decision. The Civil Rights Contact will issue a written decision in response to the appeal, no later than 30 days after the filing. This decision is final. – This appeal process is not the same as filing a fair hearings appeal with the Department of Human Services’ Appeals and Regulations Division. 5. The person filing the complaint must be informed that he/she can file a discrimination complaint directly with the U.S. Department of Health and Human Services’ Office for Civil Rights or the U.S. Department of Agriculture (USDA) for the SNAP Program. The U.S. Department of Health and Human Services’ Office for Civil Rights prohibits discrimination in its programs because of race, color, national origin, age, disability, sex and religion. Sex includes sex stereotypes and gender identity discrimination that occurs in medical or health programs and clinics receiving federal financial assistance, such as Medicaid, CHIP programs and insurance companies and state health insurance exchanges under Title I of the Affordable Care Act. Contact the federal agency directly: U.S. Department of Health and Human Services Office for Civil Rights Region V 233 N. Michigan Avenue Suite 240 Chicago, IL 60601 [PHONE REDACTED] (voice) [PHONE REDACTED] (toll free) [PHONE REDACTED] (TTY) In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, religious creed, disability, age, political beliefs, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who required alternative means of communication for program information Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. ---PAGE BREAK--- To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDS office, or write a letter addressed to USDA and provide in the letter all the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; fax: (202) 690-7442; or email: [EMAIL REDACTED] This institution is an equal opportunity provider. 6. Filing Complaints with State Agencies: The person filing the complaint must also be informed that he/she can file a discrimination complaint directly with the Minnesota Department of Human Rights and the Minnesota Department of Human Services. The Minnesota Department of Human Rights prohibits discrimination in public services programs because of race, color, creed, religion, national origin, disability, sex, sexual orientation, or public assistance status. Contact the Minnesota Department of Human Rights directly: Minnesota Department of Human Rights Freeman Building, 625 North Robert Street St. Paul, MN 55155 [PHONE REDACTED] (voice) [PHONE REDACTED] (toll free) 711 or [PHONE REDACTED] (MN Relay) The Minnesota Department of Human Services prohibits discrimination in its programs because of race, color, national origin, creed, religion, sexual orientation, public assistance status, age, disability, or sex, including sex stereotypes and gender identity discrimination that occurs in health programs or activities receiving federal financial assistance, such as Medical Assistance, MNCare, CHIP programs and insurance companies and state health insurance exchanges. Contact the Equal Opportunity and Access Division directly only if you have a discrimination complaint: Minnesota Department of Human Services Equal Opportunity and Access Division P.O. Box 64997 St. Paul, MN 55164-0997 [PHONE REDACTED] (voice) or use your preferred relay service ---PAGE BREAK--- County agencies are not permitted to investigate civil rights complaints in the Supplemental Nutrition Assistance Program (SNAP) because counties directly administer SNAP benefits. County agencies must refer SNAP civil rights complaints to DHS or the USDA regional office in Chicago. The USDA regional address is: Civil Rights Director Midwest Regional Office USDA/Food and Nutrition Service 77 W. Jackson Blvd., 20th Floor Chicago, IL 60604-3591 (312) 353-6657 (voice) or use your preferred relay service [EMAIL REDACTED] 7. Arrangements for People with Disabilities: Clay County Social Services will make appropriate arrangements to ensure that people with disabilities are provided accommodations to participate in the complaint process in an equal manner to people without disabilities. Appropriate arrangements include, but are not limited to, providing interpreters for people who are deaf or hard-of-hearing; providing taped cassettes and accessible formats for people who are blind or have low vision; and assuring a physically accessible location for complaint proceedings. The Civil Rights Contact or designee is responsible for making these arrangements. 8. Clay County Social Services will refer all SNAP civil rights complaints to DHS or the USDA regional office in Chicago as soon as possible after received.