I. COMPLAINT

Any employee who alleges discrimination may file a complaint with the Director of Human Resources or his/her designee. Such complaint shall be filed within (365) calendar days of the alleged discriminatory act, or in the event of an allegation of recurring acts of a similar nature within (365) calendar days of the most recently alleged occurrence, or within (365) Calendar days from the time a complainant would be reasonably aware that the alleged discriminatory act had occurred. The Director of Human Resources or his/her designee shall take the complaint by conducting an interview with the complainant. The complainant may be accompanied by a person of his/her choice.

A. Interview

The complaint interview shall include the following questions:

1. What happened?

2. When and where did it happen?

3. Who or what is the cause of the alleged discriminatory incident?

4. Who witnessed the alleged incident?

5. Do you know if this has happened to others? If so, to whom?

6. What is the basis for your complaint (e.g. race, religious creed, color,)

7. How were you harmed by the alleged discrimination?

8. What would you like to see done as a result of your complaint?

9. Do you have additional comments?

B. Determination of jurisdiction

Based upon information obtained in the complaint interview, the Director of Human Resources shall make a preliminary finding as to whether the allegation is of a nature, which falls within the purview of the Discrimination Complaint Procedure. If the complaint does not fall within the criteria established for the Discrimination Complaint Procedure, the complaint shall be referred to the appropriate administrative process.

C. A letter of notice with a copy of the complaint form, signed by the complainant, shall  be distributed as follows:

1. Original retained by the Department of Human Resources;

2. Copy to the complainant;

3. Copy to the Department Head;

4. Copy to the City Manager;

5. Copy to the City Attorney.