Procedures

Civil Rights Coordinator

The Civil Rights Coordinator receives any alleged complaints or violations of 40 CFR Parts 5 and 7. The Coordinator collects the alleged complaint and distributes it to a review panel composed of program and operational staff. This distribution shall occur within seven days of receipt of a complaint.

Who may file a complaint?

Any person who believes he or she has been subjected to discrimination on the basis of race, color, national origin, sex, religion, age or disability may file a grievance under this policy. It is unlawful for Sand County Foundation to retaliate against anyone who files a grievance or cooperates in the investigation or a grievance.

Filing a Complaint

Complainants are to email an account of any alleged complaints or violations to Holly Perrotti, Civil Rights Coordinator, at hperrotti@sandcountyfoundation.org . Submittal of complaint must happen within 30 calendar days of the complainant becoming aware of the alleged act of discrimination.

The complaint must include the following information:

  • Name, address, and telephone number of the complainant.

  • The basis of the alleged discrimination (i.e., race, color, national origin, sex, age, or

  • disability).

  • The date or dates on which the alleged discriminatory event or events occurred.

  • Description of the alleged incident, including what led complainant to feel

  • discrimination was a factor.

  • Names, addresses, and telephone numbers of persons who may have knowledge of

  • the event.

  • If a complaint has been filed with another agency or court, the agency or court where it was filed and contact name.

  • Complainant's signature and date.


What happens next

Once a complaint is filed, an acknowledgement letter will be issued to the complainant within five (5) business days.

The Civil Rights Coordinator will distribute the complaint to the Foundation’s review committee, and the committee shall meet within fifteen business days of the complaint’s receipt. Review committee shall consist of at least the Civil Rights Coordinator and the VP-Agricultural Research & Conservation.

The Committee has up to 180 days upon receipt of the complaint to investigate. If more information is needed, the Civil Rights Coordinator may contact the Complainant. Complainant has thirty days to send additional requested information to the Civil Rights Coordinator.

If the Civil Rights Coordinator is not contacted by the Complainant or doesn’t receive the requested information within 30 days, SCF may close the complaint. The complaint can also be closed if requested by the complainant.

The Civil Rights Coordinator will send a closure letter to the complainant summarizing the Committee’s findings, whether a Violation occurred, and if appropriate, explanation of any disciplinary action, additional staff training, or other actions that will occur.

The Complainant may appeal the decision of the Civil Rights Coordinator by filing an appeal in writing to Sand County Foundation’s CEO within 15 days of receiving the Civil Rights Coordinator’s decision.

Intimidation and retaliation in response to claims is prohibited. These allegations will be responded to according to the same protocols and procedures as allegations of discrimination.

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