7500 Civil Rights Complaints

All written or verbal complaints alleging discrimination on basis of race, color, national origin, sex (including gender identity and sexual orientation), religious creed, age, disability, political beliefs, or reprisal or retaliation for prior civil rights activity shall be accepted and processed within 90 days upon receipt in the manner prescribed below:

7501 Right to File a Complaint - Any person alleging discrimination on basis of race, color, national origin, sex (including gender identity and sexual orientation), religious creed, disability, age, political beliefs, or reprisal or retaliation for prior civil rights activity has a right to file a complaint within 180 days of an alleged discriminatory act.

7502 Acceptance - USDA, SRS or any participating institution/organization shall accept civil rights complaints (written or verbal) and shall take appropriate actions to process all such complaints. To process such complaints, information must be sufficient to determine the identity of the agency or individual toward which the complaint is directed and to indicate the substance and details of the violation.

In the event a complainant makes the allegation verbally or through a telephone conversation and will not or does not place such allegations in writing, the person to whom the allegation is made shall write the elements of the complaint for the complainant.

Every effort should be made to have the complainant provide the following information:

1. Name, address and telephone number or other means of contacting the complainant.
   
   
2. The specific location and name of the entity delivering the service or benefit.
   
   
3. The nature of the incident or action that led the complainant to believe discrimination occurred.
   
   
4. The basis on which the complainant believes the discrimination occurred (i.e., race, color, sex, age, disability or national origin.
   
   
5. The names, titles, and business addresses of persons who may have knowledge of the discriminatory action.
   
   
6. The date(s) during which the alleged discriminatory action occurred, or if continuing, the duration of such action.
   
   

7503 Complaint Processing

7503.1 In situations where the participating institution/organization receives the complaint the organization shall:

1. Document the complaint by obtaining as much information as possible. (See Section 7502).
   
   
2. Forward the complaint to the SRS Civil Rights/EEO Section or provide the following addresses if the complainant prefers to file the complaint himself with USDA or SRS:

   Civil Rights/EEO Section
   Department of Social and Rehabilitation Services
   Docking State Office Building
   915 SW Harrison, 6th Floor
   Topeka, KS 66612
   
   USDA, Director, Office of Civil Rights,
   Room 326-W, Whitten Building,
   1400 Independence Avenue, SW,
   Washington, D.C. 20250-9410 or
   call (202) 720-5964

7503.2 In situations where the SRS Food Distribution Unit directly receives a complaint, they shall:

1. Document the complaint by obtaining as much information as possible. (See Section 7502).
   
   
2. Determine if the complaint is civil rights or program related.
   
   
3. Forward civil rights related complaints to the USDA, FNS Civil Rights Division, with a copy to the FNS Regional Office and to the SRS Civil Rights/EEO Section.
   
   
4. Contact the complainant by letter, telephone, or in person within 2 working days after the complaint is received to inform the complainant that the complaint has been sent to USDA and the SRS Civil Rights/EEO Section for investigation.
   
   
5. Notify the appropriate organization or individual that a complaint has been filed.
   
   
6. Provide technical assistance and advise the institutions/ organizations or individuals in accordance with State and/or USDA proposed corrective action on civil rights issues.
   
   
7. Any corrective action taken or resolution achieved as a result of USDA instructions shall be documented and provided to USDA as directed.
   
   
8. Maintain a record of all civil rights complaints for review by USDA.