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HomeMy WebLinkAbout1987 City of Ithaca Affirmative Action Complaint Form (Updated 5-21-87) COMPLAINT PROCEDURE CITY OF ITHACA AFFIRMATIVE ACTION PLAN It is the policy of the City of Ithaca to provide equal employment opportunity to all applicants for City jobs, as well as all City employees. It is the intent of the City to provide such opportunities in accordance with proscribed rules, reg- ulations, and guidelines promulgated by federal, state, and local laws and agencies. It is the City of Ithaca's policy to provide equal employment opportunity in areas such as recruitment, hiring, orientation, training, promotion, and termination. To meet this end, the City has disseminated to all department heads a copy of the City's Affirmative Action Plan. Department heads are encouraged to make every effort to recruit, hire and promote qualified individuals without regard to race, sex, religion, handicap, sexual orientation and/or affectational preference, or veteran status. In addition, the City's Affirmative Action Officer and Affirmative Action Advisory Committee act in an advisory capacity to the City's chief executive, legislative body, appointed officials, and department heads on matters concerning affirmative action and equal employment opportunity. To assist employees and applicants in resolving complaints of alleged employment discrimination, the Affirmative Action Advisory Committee has developed and estab- lished a complaint procedure. Applicants and employees who feel that they may have been discriminated against based on race, sex, age, color, religion, marital status, national origin, political affiliation, physical or mental handicap, veteran status, or sexual orientation/affectational preference, should contact the Personnel Admini- strator of the City of Ithaca and follow the procedure outlined herein. The City of Ithaca will make every effort to resolve the complaint. The complainant will be advised of the results of the Personnel Administrator's investigation at every stage of the procedure, and will receive, in writing, the findings of the Personnel Admini- strator following a thorough investigation of the complaint. COMPLAINT PROCEDURE STEP I: If an employee or applicant feels that he or she has been discriminated against in some fashion related to employment opportunities or the terms and conditions of employment, he or she should notify the Personnel Administrator of the City of Ithaca within thirty (30) working days of the alleged discriminatory act, or as soon as he or she could have reasonably known that such alleged discriminatory act had occurred. (NOTE: An applicant for a City of Ithaca position vacancy, who feels that he or she has been discriminated against may also file a complaint directly with the Tompkins County Human Rights Commission- 1287 Trumansburg Road- Ithaca, NY 14850). STEP II: The individual alleging employment discrimination should meet with the Personnel Administrator to discuss the details of the alleged discriminatory act. Afterwhich, the individual should complete the attached complaint form. The completed form will be filed with the Personnel Administrator. A copy of the completed form will be given to the complainant, and a second copy will be filed with the Chairpersons of the Affirmative Action Advisory Committee. PROPOSED COMPLAINT PROCEDURE Page 2 STEP III: The Personnel Administrator will conduct a preliminary investigation of the complaint, including, but not limited to contacting the person's immediate supervisor and department head to discuss the facts of the complaint. If the complaint involves other City personnel, the Personnel Administrator will interview those persons appropriately. Upon completion of this investigation into the facts of the case, the Personnel Administrator will submit a written report to the Chairpersons of the Affirmative Action Advisory Committee, the Mayor, the complainant, and the department head. The report of findings should also contain recommendations for resolving the complaint. The Personnel Administrator should complete the investigation within twenty (20) working days of the formal filing of the complaint, if possible. STEP IV: If the complaint is found to be without basis, the Personnel Administrator will notify the complainant of the findings and direct the complainant to other appropriate agencies, should the complainant wish to pursue the complaint further. If the complaint is found to have basis, the Personnel Administrator will set up a meeting between the parties involved, and make every effort to reach an appropriate resolution to the problem. If the complaint cannot be resolved at this stage, the complainant will be advised of his or her right to go to other outside agencies, such as the Tompkins County Human Rights Commission and the U.S . Equal Employment Opportunity Commission to seek remedy. OTHER IMPORTANT INFORMATION 1. EVERY EFFORT WILL BE MADE TO KEEP ALL DISCRIMINATION COMPLAINTS, BOTH FORMAL AND INFORMAL, CONFIDENTIAL. 2. EACH COMPLAINANT WILL BE EXTENDED THE FULL COOPERATION AND COURTESY OF THE PERSONNEL ADMINISTRATOR AND APPROPRIATE STAFF. 3. EACH COMPLAINT INVESTIGATION WILL BE THOROUGH, TIMELY, AND UNBIASED. 4. THE PERSONNEL ADMINISTRATOR WILL AVAIL HIMSELF OR HERSELF TO ALL EMPLOYEES AND APPLICANTS FOR THE PURPOSE OF RECEIVING AND DISCUSSING COMPLAINTS OF ALLEGED EMPLOYMENT DISCRIMINATION. CITY OF ITHACA AFFIRMATIVE ACTION COMMITTEE ADVISORY COMMITTEE COMPLAINT FORM Name of Employee or Applicant: DATE COMPLAINT FILED: Department or Division (If applicable): Date of Occurrence: Name of Immediate Supervisor (If applicable) : Type of Alleged Discriminatory Act: (Check Appropriate Box(es) Below) BASED ON: Race ❑ National Origin ❑ Sex ❑ Sexual Orientation Color ❑ Physical Handicap ❑ Age Mental Handicap ❑ Religion ❑ Political Affiliation ❑ Marital Status ❑ RELATED TO: Hiring ❑ Promotion ❑ Training ❑ Termination ❑ Other ❑ Specify Other: DESCRIBE THE DETAILS/FACTS SURROUNDING THE ALLEGED ACT OF DISCRIMINATION. Remedy Sought: Signature of Complainant: Date: Received by: Date: BRIEF SUMMARY OF PROCEDURE 1. Make notification with thirty (30) working days of the alleged discriminatory act or acts, or as soon as the complainant could have reasonably known of the act. 2. The Personnel Administrator conducts an investigation and submits a written report to the Mayor, the Chairpersons of the Affirmative Action Advisory Committee, the complainant, and the department head ',.within twenty (20) working days of the formal complaint filing. If the investigation is incomplete, a preliminary report must be made within the same timeframe. 3. If the complaint has basis, the Personnel Administrator will arrange a meeting between"' all parties involved to resolve the situation. If the complaint can be resolved, the file will be closed. If the complaint cannot be resolved, the Personnel Administrator will refer the complainant to other outside agencies. If the complaint is determined to be without basis, the Personnel Administrator will notify the complainant of the findings of the investigation and refer the complainant to other outside agencies, should the complainant wish to pursue the matter further.