Equal Employment Opportunity (Eeo) Policy And Program Administration Form Sample Page 7
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54VA MEDICAL CENTER
POLICY MEMORANDUM 00-028
BRONX, NEW YORK 10468
September 9, 2003
policy memorandum. EEO is an integral part of the yearly performance evaluation of Program Chiefs,
managers, and supervisors.
3. PROCEDURES:
A. Pre-complaint Processing
1) An employee or applicant who believes he/she has been discriminated against may also consult
with an Equal Employment Opportunity (EEO) Counselor if he/she wishes to seek corrective action.
The contact must be made with the counselor within forty-five (45) calendar days of the alleged act or
personnel action causing the individual to believe that discrimination has occurred. The identity of an
aggrieved party will not be made known by a counselor unless authorized by the aggrieved until a
formal complaint has been filed.
Individuals will be advised by the counselor of the right to
representation at any stage of the complaint process. EEO COUNSELORS ARE HOUSED AT THE
OFFICE OF RESOLUTION MANAGEMENT (ORM) IN LYONS, NJ, AND MAY BE ACCESSED
THROUGH 1-888-737-3361.
• All employees have the first option to seek resolution of EEO disputes through the
EEO/Alternate Dispute Resolution (ADR) program. Employees must contact their supervisor an
ADR facilitator or EEO manager for guidance in this regard.
2) When advised of a complaint, EEO Counselors will generally:
a) Make whatever inquiry is necessary, including examination of records, interviews with
employees, supervisors or management officials, etc. In the conduct of the inquiry, the counselor
will be free from restraint, interference, coercion or reprisal.
b) Seek a resolution on an informal basis.
c) Counsel the aggrieved person regarding the issues in the matter.
d) Document all activity thoroughly in writing, including specific times, dates, individuals
contacted, reasons for contacts, etc.
e) Make recommendations to the Medical Center Director if the complaint cannot be resolved
at a lower level. The Medical Center Director will consider these recommendations and alternate
resolutions if applicable, during pre-complaint processing.
f) Conduct the final interview, and issue notification, insofar as is practical, but not later than
thirty (30) days after the date of initial contact.
If a resolution has not been reached, the
complainant shall be informed in writing of his/her right to file a formal complaint of
discrimination. The counselor will explain to the complainant the formal complaint process.
g) When advised that a complaint of discrimination has been accepted, submit a written report
to the Medical Center Director with copies to the aggrieved person or his/her representative,
summarizing efforts made to resolve this matter. Documentation must be complete, including
specific times, dates, individuals contacted, reason for contacts and results achieved.
h) When an aggrieved person has named or otherwise identified a “Respondent Management
Official” (RMO), the EEO Counselor must solicit the views of the “RMO”. Prior to the counselor’s
interview, the “RMO” must be advised that he/she has been named or identified by a potential
complainant, must be informed of the nature of any accusations made, and must be advised of the
right to have a representative present during the interview to provide advice on how to respond to
any questions the counselor may ask.
B. Filing and Presentation of a Complaint - A complaint may be accepted if the following requirements
are met:
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