Section 1025.40  Designated Coordinator Level

a)         If an individual desires to file a formal written grievance, the individual shall promptly, but no later than 180 days after the alleged discrimination, submit the grievance to the Designated Coordinator in writing on the grievance form prescribed for that purpose.  The Department shall accept all complete grievance forms under this Section.  If the complainant submits an incomplete grievance form, the Department shall notify the complainant and specify the additional information needed to complete the form.  If the complainant fails to complete and resubmit the grievance form with the additional information requested within the aforesaid 180 day period, the Department shall close the grievance.  The grievance form shall include:

1)         the complainant's name and, if applicable, address and telephone number;

2)         the best means and time for contacting the complainant;

3)         the program, activity or service which was denied complainant or in which alleged discrimination occurred;

4)         the date and nature of the alleged denial or discrimination;

5)         the signature of the complainant.

b)         Upon request, assistance shall be provided by the Department to complete the grievance form.

c)         The Designated Coordinator or his representative shall investigate the grievance and shall make reasonable efforts to resolve it.  The Designated Coordinator shall provide a written response to the complainant and to the Director of the Department within ten (10) business days after receipt of the grievance form.