Page 44 - Personnel Policy and Procedures Manual

Schools (SACS) [www.sacs.org].

Section 200.009 Filing an EEO Complaint

Employees of Augusta, Georgia may consult with the EEO Office on an informal basis to receive
information and consultation in relation to specific situations without filing a formal EEO complaint or
grievance. In addition, employees may withdraw a formal EEO complaint and seek mediation or an
informal resolution at any point in the process.

Formal complaints must be filed in writing and signed by the employee. Employees may request to have a
formal complaint issued orally and transcribed into written format by the EEO Office. An oral complaint
must be transcribed into written format, signed and then submitted by the complaining employee. The
employee is responsible for ensuring that their oral complaint is completed, signed, and submitted to the
EEO Office within ten days after filing the oral complaint. Once an employee files a written complaint, a
letter is necessary to effectuate the withdrawal of an internal EEO complaint.

The EEO Office reserves the right to conduct an investigation of any and all complaints: formal/informal;
written/oral; and pending/withdrawn. The EEO Office also reserves the right to conduct or continue an
investigation even in situations where the complaint is withdrawn.

Section 200.010 Complaint Inquiries and Investigations

All EEO office proceedings, inquiries, and investigations will be conducted under the direct management
and direction of the EEO Office. The EEO Office may initiate individual investigations, conduct inquiries,
or provide educational information, in employee concerns as deemed necessary by the EEO Office. In cases
of a formal investigation, a written notification of an EEO complaint or concern will be sent to the charged
employee, the employee’s immediate supervisor, and the Department Director. The notification will occur
within thirty working days after a representative of the EEO Office and the complainant have signed an
EEO Complaint Form, but in any event, no later than the commencement of the formal investigation. In
cases where no individual supervisor can be identified, case results will be directed to the Administrator.

Employees are encouraged to file an EEO complaint directly with the Augusta, Georgia EEO Office. If
submitted indirectly through Human Resources or a supervisor, the individual receiving the EEO complaint
should forward it to the EEO Office as soon as possible, but in any event, no later than three working days
after receipt of the complaint.

Section 200.011 Complaint Process

Stage One (Informal Resolution)

Many EEO-related matters arise from misunderstandings and failed communication. The EEO Office
encourages matters to be resolved at the lowest possible levels and at the earliest stage possible. When no
written complaint has been submitted to the EEO Office or the Department, employees may collegially
discuss the concerns directly with the individual or colleague involved in an attempt to clear up any possible
miscommunications that may exist. Attempting to use informal methods of conflict resolution does not
forfeit the employee’s right to move forward at a later date (within one-hundred and eighty days of the last
alleged act) with a formal written complaint if the matter is not resolved in an informal manner.

All Rights Reserved – As approved by the Commission on 05-07-2019 44 | P a g e