943-005-0030 Reporting Discrimination and Available Remedies (1) Any individual, or individual’s representative, who believes an individual has been discriminated against, harassed, excluded from participation or denied the benefit of programs, services, or activities because the individual is a member of a protected class may file a report of discrimination based on protected class. (a) The Authority shall accept anonymous reports and investigate them to the extent possible. (b) The Authority shall maintain confidentiality when conducting investigations to the extent possible. (c) The Authority shall ask the reporter or affected individual to sign a release of information indicating authorization for the Authority to access information to assist the investigation. (2) The Authority shall accept a report of discrimination based on a request for reasonable modification only if: (a) The request for reasonable modification, including requests for auxiliary aids or services, an interpreter, or an alternate format communication, was made as provided for in these rules; and (b) The final result under these rules was a denial or provision of an alternate modification that the requester believes to be inadequate. (3) A report of discrimination shall be filed within 180 days of the date of the alleged discrimination unless good cause exists for the delay in reporting. (4) The Authority shall accept a report of discrimination on the Authority’s form, in a verbal report or in any other format that contains enough information to allow the Authority to investigate the report. (a) A report of discrimination may be submitted to any Authority office, in person, by phone, fax or electronically. (b) Any Authority employee who receives a report of discrimination based on protected class shall notify OEI in accordance with approved Authority policies and processes. (c) OEI or its designee shall coordinate and conduct investigations related to reports of discrimination. (5) A complete report of discrimination includes: (a) The name of all parties involved, including any witnesses. (b) A specific and detailed description of the conduct or action that the individual believes is discriminatory or harassing. (c) The name and location of the building or facility the individual was unable to access or the program, service, or activity in which the individual was denied participation. (d) The date or time period in which the discrimination or harassment occurred. (e) A description of the remedy the client or the individual filing the report desires. (f) A statement of good cause that justifies waiving the time limit, if more than 180 days have passed since the discrimination or harassment occurred. (6) Authority staff shall assist reporters and make every effort to obtain a complete report. (7) The Authority shall investigate all reports of discrimination to the fullest extent possible. (a) All investigations shall include an interview with the individual filing the report, when that individual is known. (b) All Authority employees shall fully cooperate with investigations. (8) The Authority shall provide as requested, at no cost to the parties, reasonable modifications or alternate means of participation in order to aid the investigation. Such modifications or alternate means include but are not limited to the provision of an interpreter or written material in large print. (9) Within seven days of receiving a report of discrimination based on protected class, the Authority shall provide written notification to: (a) The individual who was allegedly discriminated against or harassed, the individual’s representative, or the reporter, if different. (b) The alleged perpetrator in accordance with the respective collective bargaining agreements and related state policies. (c) The notice to the alleged perpetrator shall state that retaliation is prohibited. (10) When the investigation is complete, the Authority shall provide written notification to the: (a) Individual who filed the report. (b) Individual who was allegedly discriminated against or harassed, or the individual’s representative, if different from (a). (c) The alleged perpetrator in accordance with appropriate collective bargaining agreements and related policies. (11) The closing notice shall include, as appropriate: (a) The findings of the investigation. (b) An explanation about the process and timelines for a request for reconsideration. (12) When the Authority substantiates a report of discrimination or harassment, the Authority shall take prompt and appropriate action in accordance with policy, contracts, and collective bargaining agreements. (13) Authority employees who violate these rules may be subject to disciplinary action up to and including termination from state service. (14) The remedies provided under these rules are in addition to other remedies available under state or federal rule or law, except where exhaustion of these remedies is a requirement of seeking remedies in another forum. (15) The Authority shall make available: (a) Information about an individual’s right to file a complaint with the other entities, including the U.S. Department of Justice (USDOJ), U.S. Department of Health and Human Services Office of Civil Rights (OCR), and the Oregon Bureau of Labor and Industries (BOLI); and (b) Applicable timelines for reporting complaints of discrimination and harassment with other entities. (16) These rules and remedies do not create a contested case subject to judicial review. Statutory/Other Authority: ORS 413.042 Statutes/Other Implemented: ORS 413.042 History: OHA 3-2014, f. 9-10-14, cert. ef. 1-1-15 OHA 19-2011, f. 8-30-11, cert. ef. 9-1-11 OHA 5-2011(Temp), f. & cert. ef. 7-1-11 thru 12-27-11