Title VI Complaint Process

Anyone filing a complaint can do so in the following ways:

IN WRITING

I.  On Paper:

a.  To download the Complaint form from the HRPDC/HRTPO website, please click on the following link(s) or copy and paste it into your web browser: www.hrpdcva.gov/TitleVI or www.hrtpo.org/TitleVI.
 
b.  To obtain a paper copy of the Complaint form, you can:

i.  Request a copy and postage-paid envelope by mail by emailing TitleVI@hrpdcva.gov
ii.  Go to the HRPDC/HRTPO Offices located at:

The Regional Building
723 Woodlake Drive
Chesapeake, VA 23320

c.  Mail or deliver the completed form to:

Title VI Coordinator
The Regional Building
723 Woodlake Drive
Chesapeake, VA 23320

Completed complaint forms can also be faxed to (757) 523-4881

II.  Electronically:

1. Through the HRPDC or HRTPO Online Title VI Complaint Form.
2. The online form does not automatically file a formal complaint. Upon receipt of your completed form, the HRPDC/HRTPO’s Title VI Coordinator will review your form and contact you to finalize the process.

VERBALLY

1. If a person makes a verbal complaint of discrimination to an officer or employee of the recipient, the person shall be interviewed by the Title VI Coordinator.
2. If necessary, the Title VI Coordinator will assist the person in putting the complaint in writing and submitting the written version of the complaint to the person for signature. The complaint shall then be handled in the usual manner.

What happens when a Title VI Complaint is filed?

As part of our commitment to ensuring adherence to Title VI and other nondiscrimination authorities, the HRPDC/HRTPO follows a detailed Discrimination Complaint Procedure.

1.  WITHIN 10 DAYS, the Title VI Coordinator shall:

a.  Acknowledge receipt of the allegation in writing
b.  Inform the complainant of action taken or proposed action to process the allegation
c.  Advise the respondent of their rights under Title VI and related statutes, and
d. Advise the complainant of other avenues of redress available.

2.  WITHIN 10 DAYS

A letter will be sent to the appropriate state and federal transportation organizations. This letter will list the parties’ names, the complaint’s basis, and the assigned investigator.

What if it’s a complaint against HRPDC/HRTPO?

In that case, a state or federal transportation department investigator will prepare a final investigative report and send it to the complainant, the respondent (HRPDC/HRTPO person listed), the HRPDC/HRTPO Title VI Coordinator, and the appropriate federal agency.

Note: If a complaint is routed to and managed by a state or federal agency, the timeframe for processing the complaint may differ from the one described here.

3.  WITHIN 60 DAYS

The Title VI Coordinator:

a.  Will conduct and complete an investigation of the allegation(s), and based on the information obtained,

b.  Will render a recommendation for action in a report of findings to the Executive Director of the recipient of federal assistance.

Note: The complaint should be resolved by informal means whenever possible. Such informal attempts and their results will be summarized in the report of findings.

4.  WITHIN 90 DAYS

The Title VI Coordinator will notify the complainant in writing of the final decision reached, including the proposed disposition of the matter.

a. What happens if the complainant is dissatisfied with the decision?

The Title VI Coordinator will notify the complainant of their appeal rights with the state and federal transportation organizations, along with the correspondence on the final decision.

b.  Who else is notified of the final decision?

The Title VI Coordinator will also provide the appropriate state transportation department with a copy of the determination and report findings.

c. What happens if the decision is turned over to a state or federal organization for further investigation?

In this case, the Title VI Coordinator will monitor the investigation and notify the complainant of updates, in accordance with applicable regulations and policies and procedures of state transportation departments. At any time during the investigation, the complainant will be able to communicate with the Title VI coordinator.