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The City’s Workforce Investment Act WIA, Title I programs ar4e administered by the Workforce Development Investment Act, WIA, Title I programs are administered by the Workforce Development Division (WDD) of the Community Development Department (CDD). ( POLICIES The principles and procedures set forth in this WIA Title I Complaint Resolution Procedure shall be used by all One Stop Centers/Lead Agencies, Satellites and subcontractors with the City of Los Angeles to resolve complaints which arise in connection with programs operated under WIA Title I grant-funded programs. No person, organization or agency may discharge, or in any manner discriminate or retaliate against any person, or deny any person a benefit to which that person is entitled under the provisions of the WIA Title I regulations because such person has filed any complaint, instituted or caused to be instituted, any such proceeding or investigation, or has provided information or assisted in an investigation. The identity of any person who has furnished information relating to, or assisting in, the investigation of a possible violation of the Act shall be confidential to the extent possible, consistent with a fair determination of the issues. In any case where the alleged violation of the Act or WIA Title I regulation is also an alleged violation of another law, regulation or agreement with respect to the non-WIA Title I cause of action, as well as filing a complaint under the WIA Title I in accordance with the procedures described herein. All time frames specified in these procedures refer to consecutive calendar days including weekends and holidays. “Grievance complaint” means a written expression by a party alleging a violation of the Act, regulations promulgated under the Act, recipient grants, subagreements, or other specific agreements under the Act. ( ONE-STOP CENTERS/LEAD AGENCY REQUIREMENTS Each of the designated One-Stop Centers/Lead Agencies shall have the duty and responsibility to ensure that the One-Stop Center/Lead Agency is in compliance with the provisions of the WIA complaint resolution procedure and shall work cooperatively with the City of Los Angeles’ designated EEO Compliance Officer to process all complaints filed with their agency involving WIA Title I-funded participant activities. At orientation, each participant in the WIA Title I program will be provided a copy of the City of Los Angeles’ WIA Title I Complaint Resolution Procedure or the Summary of the WIA Title I Complaint Resolution Procedure. Each participant will sign a receipt indicating that he or she has received the complaint information and that shall be maintained in the participant’s file. These procedures will be available for use by all individual entities, including unsubsidized employees in an employment activity operating with WIA Title I funds, participants in an employment activity operated with WIA funds, subcontractors of LWIA, entities and individuals who are applicants for WIA program funding, labor unions, community-based organizations, education agencies, private employers and other interested parties. TYPES OF COMPLAINTS UNDER WIA ( There are three (3) distinct procedures for filing WIA complaints. The procedures are categorized by the following types of complaints: A. Grievance (No criminal); B. Discrimination and Equal Opportunity (No criminal); and C. Fraud, Waste and Abuse (Criminal). ( Complaint Issues which are covered under WIA Title I: Displacement [667.270]; A participant in a program or activity authorized under Title I of WIA must not displace (including a partial displacement, such as reduction in the hours of non-overtime work, wages, or employment benefits) any currently employed employee (as of the date of the participation). Where an employment activity would violate a collective bargaining agreement, the regulations provide that appropriate affected labor organization and employer must provide written concurrence before the employment activity can be undertaken. The employment or assignment of a WIA participant or the filling of a position is prohibited when the employer has terminated any regular, unsubsidized employee or otherwise reduced its workforce with the intent of filling the vacancy with a WIA participant. A WIA participant may not be employed or assigned to a position where the employer has caused an involuntary reduction to less than full time in hours of an employee in the same or substantially equivalent job. Health and Safety [667.274]; Health and safety standards established under the Federal and State Law otherwise applicable to working conditions of employees are equally applicable to working conditions of participants engaged in programs and activities under Title I of WIA. Workers’ Compensation: To the extent that workers’ compensation law applies, workers’ compensation must be provided to participants in programs and activities under Title I of WIA on the same basis as the compensation provided to other individuals in similar employment. NOTE: In the case of a complaint alleging a violation of health and safety standards by a contractor (employer), the contractor will be required to demonstrate its compliance with State and Federal regulations governing health and safety requirements for that industry [e.g., CAL/OSHA certification]. ( Wage and Labor Standards [667.272]; Individuals in On-the-Job Training or employed in activities under Title I of WIA must be paid at the same rates, including periodic increases, as trainees or employees who are similarly situated in similar occupations by the same employer and who have similar training, experience and skills. Such rates must be in accordance with applicable law [Fair Labor Standards Act of 1938, Section 6(a)(1) 29 U.S.C. 206(a)(1) or applicable State or local minimum wage law]. Violation of the Act, grant or agreement (including retaliation), [WIA Section 188(a)]; Terms and conditions of WIA participant employment (On-the-Job Training, Customized training, Work Experience); 1. Complaints filed under this section relate only to the terms and conditions of WIA participant employment. Typical complaints under this section include disputes over wages or working hours, working conditions, employee and/or training evaluations and disciplinary actions, including termination for cause. The Responsibility for resolving the complaint rests initially with the employer and/or contractor. 2. If violations of WIA, WIA regulations, or other agreements under the Act are also alleged in the complaint, said portions of the complaint shall be processed accordingly (e.g., Discrimination complaint). Discrimination Complaints [WIA Section 188, 29 CFR Part 37]; Appeal of Questioned/Disallowed Costs [See Section Four]. SECTION 2 - GRIEVANCE (NONCRIMINAL): WIA TITLE 20 CFR SECTION 625.270 ( BACKGROUND These procedures will guide the receipt, hearing and resolution of no criminal grievance complaints filed at the City of Los Angeles LWIA level for complaints relating to WIA programs and services. Only a complaint which alleges a violation of WIA, regulations promulgated under the Act, recipient grants, sub agreements, or specific agreements under the Act, including terms and conditions of participant employment, may be filed. Complaints may be brought by any individual or organization including, but not limited to: WIA applicants/participants, contractors, collaborators, vendors (ITAS), staff of the LWIA or contractors, applicants for participation or financial assistance, labor unions community based organizations or any other interested persons. A complainant who has not exhausted this procedure may appeal directly to the Governor’s Office if the LWIA has not rendered a decision within 60 days of the filing of the complaint specified in the procedures, if the complainant believes the LWIA’s complaint procedure is not in compliance with the WIA. ( FILING OF A WIA COMPLAINT Every complaint must be in writing before the official complaint resolution process will commence. The complaint must be signed, dated and contain the following information: The full name, mailing address and telephone number of the complainant; The full name, telephone number and address of the respondent; A clear and concise deficiencies at any time up to the time of the hearing. Complaints may not be amended to add new issues. The one year time period in which a complaint may be filed is not extended for complaints that are refiled with statement of the facts and dates describing the alleged violation(s); The provisions of the Act, regulations, grant or other agreements under the Act believed to have been violated; Complaints may be amended to correct technical amendments. Complaints may be withdrawn at any time prior to the issuance of the hearing officer’s decision; The remedy to the complaint which would satisfy the Complainant. If the Complainant fails to cooperate or is unavailable, the complaint may be dismissed upon reasonable notice to the last known address of the Complainant. ( LEVEL ONE-FILE WITH THE One-Stop Centers/Lead Agencies Program Issues Complaint The One-Stop Center/Lead Agency receiving WIA funds through the Workforce Development Division, School to Career, Youth Opportunity grant programs agree to adopt the City of Los Angeles WIA Complaint Resolution procedures. It is the policy of the City of Los Angeles LWIA that complaints under WIA should be resolved at the lowest level possible. Therefore, under the City of Los Angeles’ WIA complaint resolution procedures, complaints under WIA (with the exception of that involving discrimination) must first be filed with the designated EEO Complaints Officer at the Workforce Development/Lead Agency level. The One-Stop Center/Lead Agency must notify the City LWIA within 24 hours of the receipt of a written WIA complaint. The notification should be sent to: City of Los Angeles Community Development Department EEO/Compliance Unit 215 West Sixth Street, 12th Floor Los Angeles, CA 90014 Attn: Eileen Scally, EEO/Compliance Officer Telephone Number: 213.485.2981 FAX Number: 213.485.1683 E-Mail: escally@cdd.lacity.org The City of Los Angeles LWIA reserves the right to intervene in the processing of any WIA compliant at the informal resolution stage in order to assist in resolution, clarify the issues, provide technical assistance, conduct the informal resolution meeting or schedule a hearing before an impartial hearing officer in order to ensure due process and compliance with the 60 day time limit required for resolution pursuant to WIA regulations. The One-Stop Center/Lead Agency has ten (10 days from the receipt of the written complaint to schedule and conduct an informal complaint resolution meeting at the One-Stop Center/Lead Agency level. After the complaint is accepted, the Complainant will be notified by the One-Stop Center/Lead Agency, in writing, of the date, time and place of the informal resolution meeting. At that meeting an attempt to resolve the complaint informally will take place. Respondents must make good faith efforts to resolve all grievance complaints prior to the scheduled hearing. Failure on the part of any party in the grievance complaint to exert good faith efforts shall not constitute a basis for dismissing a grievance complaint, nor shall this be considered to be a part of the facts to judge in the resolution process. The LWIA or sub grantees must assure that every grievance complaint not resolved informally is given a formal hearing, regardless of the grievance complaint’s apparent merit or lack of merit. In the event of an informal resolution of the WIA complaint at the One-Stop Center/Lead Agency level, the One-Stop Center/Lead Agency will provide a written settlement agreement to the Complainant which describes the issues, provides the date of the informal resolution meeting, the attendees, and the terms of the agreement which has been reached by the parties as full and complete settlement of the complaint. The written agreement will be signed by the executive management of the lead agency or their authorized representative and the Complainant. A copy of the signed settlement agreement will be maintained in the Complainant’s participant file, in the Complainant’s log of the lead agency and at the LWIA level for audit purposes. ITA Complaint Procedures The One-Stop Center/lead Agency must forward a copy of the complaints filed with them against a vendor to the City LWIA within 24 hours of the receipt of a written WIA complaint. The copy of the complaint must be sent to: City of Los Angeles Community Development Department EEO Compliance Unit 215 West Sixth Street, 12th Floor Los Angeles CA. 90014 Attn: Eileen Scally, EEO/Compliance Officer Telephone Number: 213.485.2981 FAX Number: 213.485.1683 E-mail:  GOTOBUTTON BM_1_ escally@cdd.lacity.org The EEO Compliance Unit is responsible for notifying the City of Hawthorne/South Bay WIB. If the Allegations include claims that the training received at the vendor school is incomplete or deficient, the South Bay WIB will investigate the allegations. South Bay WIB will file a report on its findings with the EEO Compliance Unit within 20 calendar days. Both the Complainant and the Respondent will receive copies of the report and its findings. The One-Stop Center/Lead Agency is required to schedule and conduct an informal complaint resolution meeting with the Complainant, representatives of the vendor school and the One-Stop Center/Lead Agency within 10 days of the receipt and acceptance of the complaint. At that meeting an attempt to resolve the complaint informally will take place. Respondent(s) must make good faith efforts to resolve all complaints filed against them. The One-Stop Center/Lead Agency will then memorialize the outcome of the complaint in writing and provide the Complainant with a written copy of the outcome (i.e., settlement agreement, a statement of an impasse). The amount of time for the resolution of WIA complaint is 15 calendar days. This time frame includes the notification of the informal complaint meeting, meeting conference, settlement and notification of the resolution. Copies of all correspondence relating to the individual complaint should be kept by the One-Stop Center/Lead Agency for monitoring review by the City LWIA. In the case where no settlement is reached the One-Stop Center/Lead Agency has the responsibility of informing the Complainant of his/her right to appeal the outcome to the City LWIA and to provide the Complainant with a copy of the Complaint Resolution procedures. If the One-Stop Center/Lead Agency fails to process the complaint within the time frames allowed, the Complainant may file with the City LWIA and request that the complaint be handled at the LWIA. All complaints alleging discrimination should be forwarded directly to the City LWIA EEO Compliance Unit at the address on the top of page 8. The EEO Compliance Unit will notify the South Bay WIB which will conduct the investigation of the allegations and file a report with the LWIA. The One-Stop Center/Lead Agency and the vendor/subcontractors are required to cooperate fully with the South Bay WIB in the investigation of the allegations. The copy of the complaint must be sent to: City of Los Angeles Community Development Department EEO Compliance Unit 215 West Sixth Street, 12th Floor Los Angeles, CA 90014 Attn: Eileen Scally, EEO/Compliance Officer Telephone Number: 213.485.2981 FAX: 213.485.1683 E-mail:  GOTOBUTTON BM_2_ escally@cdd.lacity.org Participants’ Terms and Conditions of Employment Complaints Each One-Stop Center/Lead Agency is required to establish procedures for resolving complaint matters relating to the terms and conditions of participant employment. In addition, third party contractors (OJT/Customized Training) are also required to establish and maintain procedures for resolving disputes involving the terms and conditions of employment. At a minimum these procedures must include the following: Written notice, upon enrollment into employment or training programs, of the scope and availability of such procedures. Contractors’ complaint procedures shall set forth in a written document and shall stipulate that a complaint will be resolved within 20 days from the date the complaint was filed. A copy of the contractors’/OJT employers’ complaint resolution procedure shall be provided to each participant upon his/her enrollment into the program and at the time of placement in the job. Written notice, at the time the complaint is filed, of the procedures under which the complaint will be processed. Written notification of the disposition of the complaint, and the reasons therefore, which shall be issued within 25 days of the filing of the complaint. If the employer is required to use a certain grievance procedure under a covered collective bargaining agreement, then these procedures should be followed for the handling of WIA complaints under this Section. Written notification of the Complainant’s right to request a review of the One-Stop Center/Lead Agency or third party contractor’s decision by the City of Los Angeles Community Development Department. Such requests for review must be filed within five (5) days upon the receipt of the contractor’s written decision. The request for review shall include the following information: The full name, telephone number and mailing address of the party requesting the review; The name, address and telephone number of the other party; A copy of the written decision issued by the employer and/or WIA contractor; A statement of why the request for review is being made and/or the section of the decision to be reviewed; A statement of the relief (i.e., remedy) being sought. ( Requests for review should be sent to: City of Los Angeles Community Development Department 215 West Sixth Street, 12th Floor Los Angeles, CA 90014 Attn: Eileen Scally, EEO Compliance Officer FAX Number: 213.485.1683 E-mail:  GOTOBUTTON BM_3_ escally@cdd.lacity.org ( LEVEL TWO - REVIEW BY THE LWIA Request for administrative hearing before an impartial Hearing Officer If an informal resolution cannot be reached at the Workforce Development/Lead Agency level, the Complainant may request that an administrative hearing be scheduled before an impartial hearing officer. Request for an administrative hearing at the LWIA level should be made within three (3) days of the Complainant’s receipt of the written decision at the lead agency/contractor level that an impasse has been reached in settling the complaint matter. ( The request should be sent to: City of Los Angeles Community Development Department 215 West Sixth Street, 12th Floor Los Angeles, CA 90014 Attn: Eileen Scally, EEO/Compliance Officer FAX Number: 213.485.1683 E-mail:  GOTOBUTTON BM_4_ escally@cdd.lacity.org The administrative hearing will be scheduled within 30 days of the official filing date of the complaint. However, if time permits and the parties agree, the LWIA may conduct an informal resolution meeting prior to scheduling the hearing. Prior to the hearing, the Complainant may amend his/her complaint to correct technical deficiencies but not to add issues. The amendment must be submitted in writing to the City of Los Angeles EEO/Compliance Officer at the address on page 9. Prior to the hearing, Complainant and Respondent are entitled to reasonable discovery requests for production of documents. In the event o0f a dispute, the hearing officer shall make the final determination of reasonable request for document production. However, neither the Complainant nor the respondent has the right to conduct a deposition of prospective witnesses. The recommendation(s) of the hearing officer will be reviewed by the General Manager, Community Development Department. The General Manager may adopt or reject, in whole or in part, the findings and/or recommendation(s) of the hearing officer and will render the Final Determination for the City of Los Angeles Local Workforce Investment Area (LWIA) within 60 days of the filing of the complaint. CONDUCT OF HEARINGS The hearing will be conducted by an impartial hearing officer appointment by the General Manager, Community Development Department. Written notice of the date, time and place of the hearing, the manner in which it will be conducted, the issues to be decided and the rights of the parties will be sent to the Complainant and Respondent(s) by Certified Mail/Return Receipt Requested. Other interested parties may also apply for notice by contacting the EEO/Compliance Office. [For the purposes of this procedure, such other interested party is defined as a person or organization potentially affected by the outcome. The notice to other interested parties will include the same information furnished to the Complainant and Respondent and state whether such interested parties may participate in the hearing and, if applicable, the method by which they may request such a hearing]. Any request to withdraw complaint must be in writing and received prior to the scheduled hearing. Requests to reschedule a hearing must also be made in writing and for good cause. The General Manager, Community Development Department, will make the final decision on such requests subject to acceptance of all parties of an extension of the 30-day requirement on scheduling a hearing and the 60-day requirement to have a final decision. Requests must be made at least 72 hours prior to the scheduled hearing. An attorney or other representative at his/her own expense may represent any party. The City LWIA cannot appoint an attorney to represent either party nor can the LWIA provide advice to either party. Either party may bring witnesses and documentary evidence. Either party may have records or documents relevant to the issues produced by their custodian when either party keeps such records or documents in the ordinary course of business. The Complainant may also request that the employees and/or participants of the Respondent who have knowledge of the pertinent facts in the complaint be available to testify at the hearing. Any requests for records, documents, and/or persons serving as witnesses must be made in writing and must first be submitted to the EEO/Compliance Unit of the Community Development Department at least seven (7) days prior to the date of the hearing. The request must specify which records; document and/or individuals are presumed to be relevant to the issue(s) set forth in the complaint. The hearing officer will have the discretion to determine issues of relevancy at the time of the hearing. Failure on the part of either party to supply information and/or make persons available who have been requested may result in sanctions imposed by the hearing officer and/or the City LWIA. If the failure is on the part of the Respondent (e.g., WIA provider/contractor) it may be considered a breach of the Respondent’s WIA contractual agreement with the City. The hearing will be conducted in an informal manner with strict rules of evidence not being applicable. Both parties have the right to present written and/or oral testimony and arguments; the right to call and question witnesses in support of their position; the right to examine records and documents relevant to the issues; and the right to be represented. The hearing will be recorded electronically. DECISION Not later than 60 calendar days after the filing of the grievance complaint, the General Manager, Community Development Department, will notify the Complainant and Respondent in writing of the recommendation(s) of the hearing officer and the Final Determination of the Community Development Department. The written decision will contain the following information: The names of the parties involved; A statement of the alleged violation(s) and the issues related to the alleged violations; A statement of the facts; The hearing officer’s recommended decision and the reasons for the decision; The General manager’s review of the hearing officer’s recommendation(s) and the Final Determination at the LWIA level; A statement of corrective action or remedies for violations, if any, to be taken; and, Notice of the right of either party to request, within 30 days of the receipt of the decision, a review of the decision by the State Review Panel (SRP). ( LEVEL THREE - APPEAL PROCESS The State Review Panel (SRP) will review appeals of decisions issued at the LWIA level. The SRP will not conduct any evidentiary hearings, but will review the record established by the LWIA and issue a decision on the basis of the information contained therein. A request for a State review of the LWIA’s decision must be filed in writing and mailed to the Compliance Review Division (CRD) within thirty (30) days of the receipt of the decision by the appealing party. The request for review should contain the following information: Full name, telephone number and mailing address of the appellant; Full name, telephone number and mailing address of the respondent; A copy of the local hearing officer’s decision; A copy of the Final Determination issued by the LWIA; A brief statement of the reasons a State review is being requested. The statement must specify the errors of fact and/or statutory and regulatory interpretations that are alleged to have been made by the hearing officer/LWIA. If appropriate, the statement must identify the elements of the hearing officer’s decision to be reviewed; and A statement of the remedy sought by the appellant. If not provided elsewhere in the appeal, the appellant must provide a statement setting forth the arguments presented to the local hearing officer that the appellant considers to support the appropriateness of the remedy he or she is seeking. The Complainant may file a request with the State by submitting a written request to : Employment Development Department Compliance Review Division, (CRC) MIC-22M 800 Capitol Mall - MIC 22M Sacramento, CA 94280-0001 Attn: Division Chief Upon receipt of the Complainant’s appeal of the adverse decision, the State shall provide for an independent review by SRP. The CRD will notify the parties concerned and the LWIA administrative entity or subgrantee by first class mail of the request of the State review of the local hearing officer’s decision. The SRP’s decision will be final and issued to both the Complainant and the Respondent by first class mail. ( STATE GRIEVANCE COMPLAINT PROCEDURES A Complainant may file a grievance complaint with the State if no decision has been issued at the LWIA or subgrantee level within the 60 day time limit. A request for an initial State hearing must be filed within 15 days, or if mailed, postmarked within 15 days of one of the following dates: ( The date on which the LWIA or subgrantee should have issued a decision regarding a locally filed grievance complaint. ( The date after the filing of grievance complaint when an instance of restraint, coercion, reprisals or discrimination was alleged to have occurred as a result of filing the grievance complaint. ( A request for a State hearing relating to allegedly deficient LWIA and subgrantee grievance complaint procedures, and to allegations of improper actions as a consequence of a grievance complaint, should be filed immediately. Upon requests for State hearings shall be filed in writing to the Compliance Review Division (CRD), at the address listed below and must include the following information: Full name, telephone number and mailing address of the Complainant; Full name, telephone number and mailing address of the LWIA or sub grantee; A statement of the basis of the request; Copies of the relevant documents, such as the grievance compliant filed at the LWIA or subgrantee. Employment Development Department Compliance Review Division (CRD) 800 Capitol Mall - MIC 22M Sacramento, CA 94280-00001 Attn: Hao Laun, Division Chief On receipt of the request for a State hearing, an evidentiary hearing before a designated hearing officer will be scheduled. The CRD will notify the concerned parties and the LWIA or subgrantee by “Certified Mail” of the date, time and place of the hearing within at least five (5) calendar days before the scheduled hearing. The hearing will be recorded electronically or by a court reported. Both parties will have the opportunity to present oral and written testimony under oath, to call and question witnesses in support of their position, to present oral and/or written arguments, to examine records and documents relevant to the issues, and to be represented. The hearing officer will issue a written decision that will be forwarded to the SRP for final determination. The SRP may accept, reject or modify the hearing officer’s recommendation and will issue a written decision to the concerned parties within 30 days of the receipt by the State of the request for hearing. SECTION 3 - DISCRIMINATION GRIEVANCES RESOLUTION OF COMPLAINTS ALLEGING DISCRIMINATION ON THE BASIS OF RACE, COLOR, NATIONAL ORIGIN, AGE, SEX (INCLUDING SEXUAL HARASSMENT, SEXUAL ORIENTATION, RELIGION, DISABILITY, POLITICAL AFFILIA0TON OR BELIEF, RETALIATION AND CITIZENSHIP, WHERE APPROPRIATE ”š POLICIES: The City of Los Angeles, Local Workforce Investment Area (LWIA) has assured the U.S. Department of Labor (DOL) and the State of California Employment Development Department (EDD) that no one enrolled in the City s WIA program will be discriminated against because of race, creed, color, national origin, age, sex (including sexual harassment), sexual orientation, disability, citizenship, or political affiliation or belief. This means that: No benefits may be denied a WIA participant because of race, creed, color, national origin, sex, sexual orientation, age, disability, citizenship, or political affiliation or belief while being registered, interviewed, counseled, tested, or while working, engaged in a work activity or attending class as part of the program; WIA participants must be provided with the same opportunities to use all the facilities available in the program as any other participants; Fair employment practices shall be provided to all employees with regard to recruitment selection, assignment, transfer, promotion, training, compensation, benefits and termination regardless of race, creed, color, national origin, sex, sexual orientation, age, citizenship, disability or political affiliation or belief; In addition, sexual harassment is against the law. Act of sexual harassment are grounds for a discrimination complaint based under Title VII of the Civil Rights Act of 1994. A discrimination complaint may be filed within 180 days of the alleged discrimination, either with the City of Los Angeles, Local Workforce Investment Area (LWIA) grant recipient, of with the Department of Labor, Civil Rights Center (CRC). ( PROCEDURES FOR DISCRIMINATION COMPLAINTS FILED WITH THE CITY OF LOS ANGELES LWIA Any person who believes that he or she or any specific class of individuals has been, or is being, subjected to discrimination prohibited by the nondiscrimination and equal opportunity provisions of the WIA regulations may file a written complaint or a representative may file the complaint on his or her behalf. ( Complaints filed with the Community Development Department (CDD), should be mailed directly to: Community Development Department EEO Compliance Unit 215 West Sixth Street, 12th Floor Los Angeles, CA 90034 Attn: Eileen Scally, EEO/Compliance Officer FAX Number: 213.485.1683 E-mail:  GOTOBUTTON BM_5_ escally@cdd.lacity.org Complaints should be filed in writing and shall: ( Be signed by the Complainant or his or her representative; (Contain the Complainant’s name, address or other means of contacting him or her; Identify the Respondent; and, ( Describe the Complainant’s allegation in sufficient detail to allow the LWIA EEO staff to determine whether: (1) LWIA or CRC has jurisdiction over the complaint; (2) the complaint was filed timely (i.e., within 180 days of the occurrence); and (3) the complaint has apparent merit (i.e., whether the allegations, if true, would violate any of the nondiscrimination and equal opportunity provisions of the WIA. For complaints filed with CDD, an investigation of the complaint shall be conducted and a written report shall be prepared and sent to the Complainant and the Respondent, and an attempt to resolve the complaint informally shall take place within thirty (30) days of filing of the complaint. The choice to use Alternative Dispute Resolution (ADR) procedures rests with the Complainant. A party to any agreement reached under the ADR may file a complaint with CRC in the event the agreement is breached. In such circumstance, the following rules apply: The non-breaching party may file a complaint with CRC within thirty (30) days of the date on which the non-breaching party learns of the alleged breach; The CRC will evaluate the circumstances to determine whether the agreement has been breached. If the CRC determines that the agreement has been breached, the complainant may file a complaint with the CRC based upon his/her original allegation(s) and the CRC will waive the time deadline for filing such a complaint. If the parties do not reach an agreement under ADR, the complainant may file directly with CRC. If an informal resolution cannot be reached, the complainant may request an administrative hearing. The request for administrative hearing shall be made within five(5) days of the informal resolution meeting. The administrative hearing shall be scheduled within ten (10 working days of the request for hearing. A notice of Final Determination shall include notification of the right to file a complaint with the Department of Labor, Civil Rights Center (CRC) If the complainant is dissatisfied with the resolution of the complaint, they may file a complaint with CRC within thirty (30) days of the date that the complainant received notice of CDD’s proposed resolution. If the complainant has not received notice of resolution within 90 days of filing, the complainant may file the complaint with CIC. If the complainant wishes to file a complaint with CRC, the complainant must wait until CDD issues a decision or until ninety (90) days have passed since the filing of the original complaint with CDD. Discrimination Complaints filed with the Center of Civil Rights (CRC: A complaint filed pursuant to this part must be filed within 180 days of the alleged discrimination. The CRC, for good cause shown, may extend the filing time. In order to receive an extension, the Complainant must be notified by the LWIA that a waiver letter is to be filed with CRC. The waiver letter should include the reason the 180 day time period has elapsed. [This time period for filing is for the administrative convenience of the CRC and does not create a defense for the Respondent]. ( Complaints filed with the Civil Rights Center (CRC), should be mailed directly to: Civil Rights Center (CRC) U.S. Department of Labor 200 Constitution Avenue N.W., Room N-4123 Washington, D.C. 20210 Complaints should be filed and in writing and shall: Be signed by the Complainant or his or her representative; ( Contain the Complainant’s name, address or other means of contacting him or her; ( Identify the Respondent; ( Describe the Complainant’s allegation in sufficient detail to allow the CRC, LWIA, as applicable, to determine whether: (1) the CRC, LWIA has jurisdiction over the complaint; (2) the complaint was filed timely (i.e., within 180 days of the alleged occurrence); and, (3) the complaint has apparent merit, (i.e., whether the allegations, if true, would violate any of the nondiscrimination and equal opportunity provisions). ( Both the Complainant and the Respondent have the right to be represented, at their own expense, by an attorney or other individual of their own choice. Actions by CRC: The CRC determines acceptance of a complaint filed pursuant to Title 29 CFR Section 37.30. When CRC accepts a complaint for investigation it shall: Notify the LWIA or subgrantee and the Complainant of the acceptance of the complaint for investigation; and, ( Advise the LWIA or subgrantee and Complainant on the issues over which the CRC has accepted jurisdiction. ( The LWIA, subgrantee, the Complainant, or a representative may contact the CRC for information regarding the complaint filed. When the complaint contains insufficient information, the CRC will seek the needed information from the Complainant. If the Complainant is unavailable after reasonable means have been used to locate him or her, or the information is not furnished within 15 days of the receipt of such request, the complaint file may be closed without prejudice upon notice sent to the Complainant’s last known address. The CRC may issue a subpoena to the Complainant to appear and give testimony and/or produce documentary evidence, before a designated representative, relating to the complaint being investigated. Issuing a subpoena can be done anywhere in the United States, at any designated time or place. Where the CRC lack jurisdiction over a complaint, the CRC shall: ( Advise the Complainant, indicating why the complaint is not covered by the nondiscrimination and equal opportunity provisions outlined in WIA or Title 29 CRF Section 34.43; and, ( Refer the Complainant to the appropriate federal, state or local authority when possible. The CRC will contact the Complainant when a claim is not to be investigated and explain the basis for that determination. The CRC will refer the complaints governed by the Age Discrimination Act of 1975 to mediation as specified in Title 45 CFR Section 90.43 (c)(3). If the Complainant alleges more than one kind of complaint, “joint complaint”, (e.g., individual employment discrimination, age discrimination, equal pay discrimination, etc.), the CRC shall refer such joint complaint to the Equal Employment Opportunity Commission (EEOC) for investigation and conciliation procedures for joint complaints at Title 29 CFR Part 1691. The CRC will advise the Complainant, LWIA, and the subgrantee of the referral. At the conclusion of the investigation, the CRC shall issue and Initial Determination. The Initial Determination shall notify the Complainant and the LWIA, or subgrantee, in writing of: ( Specific findings of the investigation; ( Proposed corrective or remedial action and the time by which the corrective or remedial action must be completed; Whether it will be necessary for the LWIA or subgrantee to enter into a written agreement; and, The opportunity to participate in voluntary compliance negotiations. ( Where no cause determination is made, the Complainant and the LWIA or subgrantee shall be notified in writing. Such determination represents the final agency action of the Department. Corrective Actions/Sanctions for Discrimination: ( letter of findings, Notice to Show Cause, or Initial Determination issued pursuant to Title 29 CFR Sections 34.40 34.41 or 34.43, respectively, shall include the steps and the specific time period it will take the LWIA or subgrantee to achieve voluntary compliance. (See Section 34.44 for corrective action steps). ( Monetary corrective action may not be paid from federal funds. ( Any person who believes that he or she or any specific class of individuals has been, or is being, subjected to discrimination prohibited by the nondiscrimination and equal opportunity provisions of the WIA regulations may file a written complaint or a representative may file the complaint on his or her behalf. SECTION 4 - QUESTIONED/DISALLOWED COSTS COMPLAINTS INITIAL DETERMINATION The contractor will be notified in writing by letter of the Initial Determination base on the audit review by the Workforce Development Division (WDD), or Audit Section Financial Management Division, (FMD), as appropriate. The Initial Determination letter will include: 1. A list of all questioned costs; 2. Whether the costs are allowed or disallowed, including the reasons with appropriate citations for such actions; 3. Acceptance or rejection of any corrective action taken to date, including correction on administrative findings; 4. possible sanctions; and, 5. The opportunity for an informal resolution of no more tan 60 days from the date of the Initial Determination. INFORMAL RESOLUTION The contractor will have 10 days in which to request an informal resolution of the audit issues. The request must be in writing to the EEO/Compliance Unit. During the informal resolution, the auditee may provide documentation to support allow ability of costs and proposed actions of administrative findings. Negotiations of repayments may be initiated at this time. FINAL DETERMINATION The FMD will issue a Final Determination. The Final Determination will include: 1. Reference to the Initial Determination; 2. Summation of the informal resolution meeting, if held; 3. Decisions regarding the disallowed cost listing each disallowed cost and noting the reason for each disallowance; 4. Questioned costs that have been allowed by the LWIA and the reason for the allowance; 5.Demand for payment of the disallowed costs; 6. Description of the debt collection process and other sanctions that may be imposed if payment is not received; 7. Rights to a hearing; 8. Status of each administrative finding. The auditee/contractor will have 21 calendar days after the Final Determination is issued to submit a written request for hearing with the EEO/Compliance Unit, CDD. If there is no appeal request, the Department’s final determination shall be submitted to the Mayor for consideration by the Community and Economic Development Committee (CEDC) of the City of Los Angeles City Council. The auditee will receive written notice of the scheduled hearing at least 10 calendar days before the hearing. The 10 day notice may be shortened with the written consent of both parties. The auditee may withdraw the hearing request; the withdrawl request must be submitted in writing. The hearing officer’s report, which should be completed within 20 days after the conclusion of the hearing, and any other reports or documentation, will be submitted to the Mayor for transmittal to the CEDC. EEO/Compliance Unit, CDD, will notify the contractor of the date of the CEDC meeting and provide the contractor with a copy of the Department’s report to the Mayor on the hearing officer’s findings and recommendations. Note: Per the WIB Local Elected Official Agreement (WIB/LEO), the hearing at the LWIA level and the issuance of the Final Determination is the final level of appeal of disallowed costs up to $500,000. For appeal of costs over $500,000, the hearing officer’s report, which should be completed within 20 days after the conclusion of the hearing and any other reports or documentation, will be submitted to the Mayor for transmittal to the CECC. EEO Compliance Unit, CDD will notify the contractor of the date of the CEDC meeting and provide the contractor with a copy of the Department’s report to the Mayor, on the hearing officer’s findings and recommendations. The CEDC will review the matter and may allow testimony by the parties in accordance with its rules and procedures. The recommendation of the CEDC will be sent to the City Council and Mayor for final consideration. The contractor will be notified in writing of the final decision of the City Council and Mayor. The written notification will include the items listed in Section C and shall be given 60 days from the date of the receipt of the contractor’s request for appeal. In the event costs in addition to those recommended for disallowance by CDD are disallowed by the Mayor and Council, the opportunity for a hearing concerning the additional disallowed cost matter will be at the Mayor and Council level. If the contractor does not appeal the final finding of the Local Workforce Investment Area (LWIA), the contractor shall agree to a repayment plan 30 days of the final decision of the City Council, and Mayor, or program funds may be discontinued. SECTION 5 - FRAUD AND PROGRAM ABUSE COMPLAINTS REPORTING FRAUD AND ABUSE The Reporting requirements for Fraud and Program Abuse for WIA are the same as those for WIA [Section 627.500]. Those regulations require that “information and complaints involving criminal, fraud, waste, abuse or other criminal activities shall be reported through the Department’s Incident Reporting System, directly and immediately to the Department of Labor, Office of Inspector General, with a copy provided simultaneously to the Employment Development Department”. WIA contractors are required, therefore, to establish internal management procedures which insure that the City of Los Angeles LWIA is notified immediately of any discovery of possible fraud, program abuse or criminal activities. Types of fraud include, but are not limited to: embezzlement, forgery, theft, falsification of records and claims regarding trainees (e.g., knowingly enrolling ineligible participants); misapplication of funds (e.g., intentional service to ineligible participants, violation of contract procedures); gross mismanagement (e.g., unauditable records, unsupported costs, inaccurate fiscal and/or program reports and payroll deductions not made to the Internal Revenue Service of the State of California Franchise Tax Board). The LWIA is not permitted to release information concerning an ongoing investigation except with consent of the investigation agency/authority. ( Notification of any such discovery should be made within 24 hours to: Chief Special Investigations Unit (S.I.U.) City of Los Angeles Community Development Department 215 West Sixth Street Los Angeles, CA 90014 Telephone Number: 213.485.6791 or Eileen Scally, EEO/Compliance Unit City of Los Angeles Community Development Department 215 West Sixth Street, 12th Floor Los Angeles, CA 90014 Telephone Number: 213.485.2981 Additionally, the Department of Labor/Office of Inspector General has established a telephone Hotline for employees and the public to report suspected fraud, abuse and waste in DOL funded programs. The Hotline allows individuals to report incidents anonymously and therefore, avoid fear of reprisal. The information provided via the HOTLINE should be as specific as possible enabling the DOL/OIG to identify, investigate and take corrective action to ensure the integrity of DOL funded programs. The HOTLINE is not to be used for resolving employee grievances, employment discrimination complaints, labor disputes or other personal matters. The Hotline is an additional service which may be used to report fraud and abuse. The fraud and abuse toll-free HOTLINE telephone number is 800.347.3756. ORIENTATION & COMPLAINT RESOLUTION PROCEDURES SIGN-OFF I have received a copy of the City of Los Angeles’ COMPLAINT RESOLUTION PROCEDURES addressing non-discrimination, and complaints and reports of criminal fraud, waste, and abuse, and non-WIA remedies, all of which have been explained to me. I understand that I may obtain additional information or assistance from the South Bay Workforce Investment Board at 310.970.7700. Furthermore, by my signature below, I certify that I have received an ORIENTATION to the City of Los Angeles’ Workforce Investment Program. In addition, I agree to cooperate fully with the training agency, the City of Los Angeles WIA and the State of California in the provision of training, placement and follow-up. I authorize the Westchester WorkSource Center to secure photographs of my self while participating in the WIA program for the purpose of publication in reports or advertisements regarding the WIA program. In addition, I authorize the release of information such as unemployment records from the State of California Employment Development Department (EDD) also referred to as the Unemployment Office, to assist us in determining my eligibility or access to employment information. Furthermore, I agree to release documents in this file to any Workforce Investment Act partner agency. PLEASE CHECK THE OPTION YOU PREFER: After I become employed, I agree to let the Westchester WorkSource Center verify my employment by: ”š Contacting my employer ”š Contacting me at home ”š Either one of the above PARTICIPANT S SIGNATURE: ________________________________________________ PRINTED NAME: ________________________________________________ SOCIAL SECURITY NUMBER: ___ - ___ - ___ ____ - ____ ____ - ____ - ____ - ____ DATE OF SIGNATURE: _____/_____/_____ PROGRAM FOLLOW-UP NOTICE After you complete our program, we will want to keep in touch with you to see how you are progressing. In order to do this we need to have your current address and telephone number on file. Also, at this time please let us have the names and telephone numbers of two individuals who will know where to reach you in case you relocate. PROGRAM FOLLOW-UP INFORMATION Please Print Your: NAME: _________________________________________________ ADDRESS: _________________________________________________ CITY: ________________________________________________ ZIP CODE: _________________ TELEPHONE NUMBER: ( )____________________ Please print the names, addresses and telephone numbers of two (2) persons who will know how to reach you in case you move: NAME: _________________________________________________ ADDRESS: _________________________________________________ CITY: ________________________________________________ ZIP CODE: _________________ TELEPHONE NUMBER: ( )_______________________ NAME: _________________________________________________ ADDRESS: ________________________________________________ CITY: ________________________________________________ ZIP CODE: _________________ TELEPHONE NUMBER: ( )_______________________ REGISTRATION FORM APPLICANT’S LAST NAME: _________________________________________________ FIRST NAME: _________________________________________________ MIDDLE NAME: _________________________________________________ Information For program Participants You may decide whether or not to provide your Social Security Number. It is voluntary. If you do not wish to provide this number, you can still receive core services. If you choose to provide your Social Security Number, the following are the ways it may be used by our office or the State of California: Studies and evaluation of the training and employment programs you may receive. Gathering information for future program and budget planning. Checking for possible participation by you in other local, state or federal programs. Finding ways to make this program more effective. PARTICIPANT SIGNATURE: _________________________________________________ DATE OF SIGNATURE: _________________________________________________ B. Nepotism Is a member of your immediate family (spouse, parent, brother, sister, brother-in-law, sister-in-law, uncle, aunt, nephew, niece, first cousin, step parent, child, step-child) an elected City or County official? ”š YES ”š NO If yes, what is his/her relationship to you? Name: _____________________________________ Title: _________________________ Relationship to you: _________________________________________________ Is a member of your immediate family (spouse, parent, brother, sister, brother-in-law, sister-in-law, uncle, aunt, nephew, niece, first cousin, step-parent, child, step-child) an employee of a City or County of Los Angeles WIA funded program? ”š YES ”š NO If yes, what is his/her name, organization, position and relationship to you? Name: ____________________________________ Organization: _________________________ Position: ___________________________ Relationship to you: ___________________________ CITY OF LOS ANGELES WESTCHESTER CAREER CENTER SUPPLEMENTAL DATA ”š 30 DAY ”š 60 DAY ”š 90 DAY ”š 180 DAY ”š 270 DAY ”š 365 DAY EMPLOYER: _____________________________________ EMPLOYER ADDRESS:_______________________________________ CITY:____________________________________________ ZIP CODE: _______________________________________ PHONE NUMBER: ( )_________________________ FAX NUMBER: ( )_____________________________ FROM:__________________________________________PHONE NUMBER: 310.665.0540 PLEASE FAX BACK TO: 310.665.0565 Dear Employer: I have authorized the Westchester Worksource Center to secure the information requested below regarding my employment status with your company. Furthermore, they will be conducting additional employment status within the first 365 days from the start of my employment. All information will remain confidential. Please fax this document to 310.665.0565. PARTICIPANT SIGNATURE: _________________________________________________ PRINTED NAME: _________________________________________________ SOCIAL SECURITY NUMBER: ___ - ___ - ___ ___ - ___ - ___ - ___ - ___ - ___ DATE OF AUTHORIZATION: _____/____/____ START DATE OF EMPLOYMENT _____/____/____ PLEASE COMPLETE 1 THROUGH 17 BELOW 1. YOUR COMPANY NAME:________________________________________ 2. ADDRESS: ______________________________ 3. CITY: ____________________ 4. ZIP CODE: ____________ 5. DATES OF EMPLOYMENT: FROM: _____/_____/_____ TO _____/_____/_____ 6. PARTICIPANT JOB TITLE:__________________________________________ 7. HOURLY WAGE: $ _______________ 8. NUMBER OF HOURS PER WEEK: _______________ 9. IS THE PARTICIPANT CURRENTLY RECEIVING OR WILL HE/SHE BE RECEIVING BENEFITS AFTER PROBATIONARY PERIOD? YES _____ NO _____ 10. SIGNATURE OF PERSON VERIFYING INFORMATION: __________________________________ 11. PRINTED NAME: ______________________________ 12. DATE SIGNED: ____/____/____ 13. POSITION: __________________________________ 14. PHONE NUMBER: ( ) ________________________ CUSTOMER IDENTIFICATION FORM CONFIDENTIAL INFORMATION WESTCHESTER In order to comply with federal government reporting requirements, the One-Stop Center requests your voluntary cooperation in supplying the following information. This form is used for statistical reporting purposes only and your cooperation is strictly voluntary. 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