*Civil Rights Guidance and Resources
*USDA Non-Discrimination Statement - English Version
*USDA Non-Discrimination Statement - Spanish Version
*Limited English Proficiency (LEP) Plan
****LEP Guidance - Civil Rights Compliance Laws and Regulations Video
****LEP Guidance - Guidance on Meaningful Language Access Video
****Bilingual Community Resources
*"And Justice for All" / Complaint Procedures
*Procedures for Handling Complaints
*Internal Civil Rights Compliance Review County Extension
*Internal Civil Rights Compliance Review Extension
*Internal Civil Rights Compliance Review Research
Procedures for Handling Complaints
Kentucky State University prohibits discrimination in its programs based on race, color, national origin, religion, sex, age. Disability, and reprisal or retaliation for prior civil rights activity. Any person who believes that he/she has been discriminated against on one of the bases has the right to file a complaint.
All complaints should be handled in the utmost positive, professional, and confidential manner. When an individual voices a concern of a possible discrimination, listen carefully, and don’t respond defensively. Follow the procedures below:
- Let individual know that you take his/her concern seriously. Document what individual tells you and repeat back what you heard to ensure that your documentation is accurate.
- Ask concerned individual what he/she would like to see happen differently and inform him/her of their right to file a complaint. Inform the complainant that he/she may also file a written complaint with USDA and provide information on how to do this.
- If the individual is satisfied and does not want to file a formal complaint, follow
- Inform your supervisor (supervisors should assist staff as needed to ensure compliance).
- Write a letter to individual who reported the concern with a summary of the discussion, the corrective action to be taken or already taken. Remind individual of his/her right to file a formal complaint and include a copy of the non-discrimination statement.
- Copy your supervisor on the letter and file a copy in the Civil Rights file.
- If the individual wishes to file a formal complaint, provide him/her with the “Discrimination
Complaint Form” and follow the procedures below. All discrimination complaints received
should be handled immediately. DON’T DEBATE A COMPLAINT.
- Inform the complainant that the complaint will be forwarded to your supervisor and/or appropriate office.
- Obtain the complainant’s contact information (name, email, telephone, and/or address) and let him/her know that someone will contact him/her regarding the complaint.
- Document your conversation with the complainant.
- Inform your supervisor and the Civil Rights Compliance Officer.
- Upon notification, you will be advised as to further action. Don’t attempt to investigate the complaint yourself.
Information about the complaint process with the USDA is included in the non-discrimination statement and the “And Justice for All” poster. You are responsible for posting the non-discrimination statements and to have complaint forms available in case of concerns.
EQUAL OPPORTUNITY EMPLOYMENT AND NONDISCRIMINATION
KSU complies with state and federal equal opportunity laws and all employees are held accountable for compliance. See KSU HR Manual. Employees who are subjected to discrimination have the right to report complaint to the office of human resources as outlined in the HR Manual.
This institution is an equal opportunity provider.