Grievance Procedures for Addressing Complaints Alleging Violations of 40 C.F.R. Parts 5 and 7

Grievance Procedures for Addressing Complaints Alleging Violations of 40 C.F.R. Parts 5 and 7

  1. Purpose

The National Center for Healthy Housing, Inc. (NCHH) is committed to ensuring compliance with 40 C.F.R. Parts 5 and 7, which prohibit discrimination on the basis of race, color, national origin, sex, age, or disability in programs or activities receiving federal financial assistance. These grievance procedures are established to ensure the prompt and fair resolution of complaints alleging violations of these regulations.

  1. Scope

These procedures apply to all individuals who believe they have been subjected to discrimination in any program or activity operated by NCHH that receives federal financial assistance.

  1. Filing a Complaint
    1. Who May File: Any individual or group who believes they have been subjected to discrimination in violation of 40 C.F.R. Parts 5 and 7 may file a complaint.
    2. Timeframe for Filing: Complaints should be filed within 180 days of the alleged discriminatory act. Complaints filed after this period may be considered if exceptional circumstances prevented timely filing.
    3. How to File:
      1. Complaints must be submitted in writing, providing the complainant’s name, contact information, and a description of the alleged violation.
      2. Complaints should be sent to:
        Compliance Officer
        Michelle Harvey, Chief Operating Officer
        10320 Little Patuxent Parkway, Ste 200, Columbia, MD 21044
        (443) 539-4166 phone; (443) 539-4150 fax
        mharvey@nchh.org
      3. Anonymous Complaints: Anonymous complaints will be accepted; however, the ability to investigate and address the complaint may be limited without sufficient information.
  1. Acknowledgment and Initial Review
    1. Acknowledgment: Upon receipt of the complaint, the Compliance Officer will acknowledge the complaint in writing within 10 business days.
    2. Initial Review: The Compliance Officer will conduct an initial review of the complaint to determine if it falls within the scope of 40 C.F.R. Parts 5 and 7. If the complaint is outside the scope, the complainant will be notified in writing within 15 business days.
  1. Investigation
    1. Investigation Process: If the complaint is within the scope, the Compliance Officer will initiate a thorough and impartial investigation. This may include interviews with the complainant, witnesses, and other relevant parties, as well as a review of pertinent documents and records.
    2. Confidentiality: All complaints will be handled confidentially to the extent possible, with information disclosed only as necessary to conduct a fair and thorough investigation.
    3. Interim Measures: If necessary, NCHH may take interim measures to address immediate concerns while the investigation is ongoing.
  1. Resolution
    1. Findings: Upon completion of the investigation, the Compliance Officer will issue a written report of findings and recommended actions, if any. This report will be provided to the Executive Director of NCHH and the complainant within 60 business days of the filing of the complaint.
    2. Corrective Actions: If a violation is found, NCHH will take prompt corrective action to address the issue and prevent recurrence. The complainant will be informed of the corrective actions taken.
    3. No Violation Found: If no violation is found, the complainant will be notified in writing, and no further action will be taken.
  1. Appeal
    1. Right to Appeal: If the complainant is dissatisfied with the resolution, they may appeal the decision in writing within 15 business days of receiving the report of findings.
    2. Appeal Process: Appeals should be directed to the Board of Directors of NCHH. The Board will review the appeal and issue a final decision within 30 business days of receipt.
  1. Recordkeeping
    1. Documentation: All records related to the complaint, investigation, and resolution will be maintained by the Compliance Officer for at least three years.
    2. Reporting: The Compliance Officer will prepare an annual report summarizing all complaints received, their resolution, and any corrective actions taken.
  1. Non-Retaliation

NCHH strictly prohibits retaliation against any individual for filing a complaint or participating in an investigation. Any act of retaliation should be reported immediately and will be subject to disciplinary action.

  1. Policy Dissemination

These grievance procedures will be made available to all employees, program participants, and the public. They will also be posted on NCHH’s website and included in relevant program materials.

These procedures are designed to ensure that all complaints are handled promptly, fairly, and in compliance with applicable federal regulations. NCHH is committed to maintaining an environment free from discrimination and to taking all necessary steps to address and resolve complaints of this nature.

Latest page update: August 19, 2024.