Grievance

Grievance Procedures for Prompt and Fair Resolution of Complaints

We All Need Food and Water

1. Purpose

We All Need Food and Water (“the Organization”) is committed to ensuring nondiscrimination in all programs and activities in accordance with 40 C.F.R. Parts 5 and 7. These grievance procedures are established to provide for the prompt, fair, and equitable resolution of complaints alleging discrimination based on race, color, national origin, sex, age, disability, or other protected status.

2. Applicability

These procedures apply to:

  • Participants in programs and activities
  • Applicants for services or employment (as applicable)
  • Members of the public interacting with Organization programs funded in whole or in part by the U.S. Environmental Protection Agency (EPA)

3. Designation of Civil Rights Coordinator

The Organization designates a Civil Rights Coordinator who is responsible for:

  • Receiving and managing complaints
  • Coordinating investigations
  • Ensuring compliance with applicable civil rights regulations

Contact Information:
Civil Rights Coordinator
We All Need Food and Water
5901 Birchwood Street, Shoreview, MN 55126
dawn@weallneedfoodandwater.org
651-485-5171

4. Filing a Complaint

A complaint may be filed by any individual who believes they have been subjected to discrimination.

Timeframe

  • Complaints should be submitted within 180 days of the alleged discriminatory act.

Submission Methods

Complaints may be submitted:

  • In writing (email, mail, or online form)
  • Verbally (which will be documented by staff)

Required Information

To the extent possible, complaints should include:

  • Name and contact information of the complainant
  • Description of the alleged discriminatory act(s)
  • Date(s) of occurrence
  • Names of individuals or entities involved
  • Any supporting documentation

5. Acknowledgment of Complaint

  • The Organization will acknowledge receipt of the complaint within 10 business days.
  • The acknowledgment will include:
    • Confirmation of receipt
    • Overview of the grievance process
    • Contact information for the Civil Rights Coordinator

6. Investigation Process

  • The Civil Rights Coordinator will conduct a prompt, thorough, and impartial investigation.
  • Investigations may include:
    • Interviews with the complainant and relevant witnesses
    • Review of documents and records
    • Consultation with subject matter experts, if needed

Timeline

  • The Organization will aim to complete the investigation within 30–60 calendar days, depending on complexity.

7. Resolution and Decision

  • Upon completion of the investigation, the Organization will issue a written determination that includes:
    • Summary of findings
    • Conclusion regarding whether discrimination occurred
    • Any corrective actions or remedies, if applicable
  • The determination will be provided to the complainant within 10 business days of completing the investigation.

8. Appeal Process

  • The complainant may appeal the decision within 15 calendar days of receiving the determination.
  • Appeals must be submitted in writing and include the basis for the appeal.
  • A separate reviewer (if available) or senior leadership will review the appeal.

Appeal Decision Timeline

  • A final decision will be issued within 30 calendar days of receiving the appeal.

9. Confidentiality

  • The Organization will take reasonable steps to protect the confidentiality of all parties involved.
  • Information will be shared only as necessary to conduct a thorough investigation and comply with legal requirements.

10. Prohibition of Retaliation

  • Retaliation against any individual who files a complaint or participates in an investigation is strictly prohibited.
  • Any allegations of retaliation will be treated as a separate violation and investigated accordingly.

11. Recordkeeping

  • The Organization will maintain records of all complaints, investigations, and resolutions for at least three (3) years, or longer if required by law or grant conditions.

12. Alternative Filing Options

Filing a complaint through this procedure does not prevent the complainant from filing directly with EPA:

U.S. Environmental Protection Agency
Office of External Civil Rights Compliance (OECRC)
1200 Pennsylvania Avenue, NW
Washington, DC 20460
Email: civilrights@epa.gov

13. Accessibility

  • These grievance procedures will be made available to the public.
  • The Organization will provide reasonable accommodations, including language assistance, upon request.

14. Legal Authority

These procedures are adopted in accordance with:

  • 40 C.F.R. § 7.90(a) – Requirement to adopt grievance procedures
  • 40 C.F.R. § 5.135(b) – Requirement for prompt and equitable resolution