Policy Chapters and Sections

Complaint Logs

Chapter: 10 Section: 6.4
Effective Date: 2/15/2019
Expiration Date: Continuing
Published Date: 9/9/2020 11:56:10 AM
Status: Current
Version: 2

Tags: EO, Disability, Equal Employment Opportunity, Nondiscrimination, NDP, NDP

 

  1. DCEO maintains a confidential discrimination complaint log that includes:
    1. Complainant name and address;
    2. Grounds of the complaint;
    3. Description of the complaint;
    4. Date filed;
    5. Disposition and date; and
    6. Any other pertinent information.
  2. As required, EOMC maintains the complaint log and actions taken on the complaints for a period of not less than three years from the date of the resolution of the complaint. WIOA regulations grant authority to the CRC Director to require additional information to determine compliance with EO rules:
    1. Recipients must notify the CRC Director if an administrative action or lawsuit is filed against them alleging discrimination.
    2. Applicants and recipients must let the CRC Director know the name of any federal agency that has investigated and found the applicant or recipient to be in noncompliance with civil rights procedures if that investigation was within two years prior to the time the WIOA application was filed.
  3. Each LWIA is required to maintain a Discrimination Complaint Log. The log records pertinent information for all discrimination complaints received and acts as a tracking mechanism for the resolution process. LWIA EO Officers are directed to report all discrimination complaints to the State-Level EO Officer immediately upon receipt and the complete log is required to be submitted within fifteen (15) days of the close of each quarter. All discrimination complaints and subsequent resolution/corrective action, are reviewed during the annual EO review at each LWIA.
  4. IDES also ensures compliance with its data collection and maintenance requirements under WIOA and federal regulations with the following:
    1. Consistent with 29 CFR 38.41 – 38.45
      The Department of Employment Security collects, analyzes and provides data and reports to the Civil Rights Center in order to determine compliance with nondiscrimination/EO provisions. Data is collected and maintained by race/ethnicity, sex, age and disability status. All applicant characteristics are collected at point of contact, intake and/or service and are consistent with standard EO categories established by the federal government. These include:  White, African-American, Hispanic, Native American, and Asian/Pacific Islander. All such information is compiled, stored and maintained by the Department’s Information Services Bureau (ISB) and the Deputy Director of DoIT who has overall responsibility for this support function. Reports are provided to the EO Monitor and EO Compliance Supervisor on a regular schedule. The information is used to determine applicant eligibility and program compliance with nondiscrimination requirements for specified programs, as well as for related recordkeeping and reporting purposes. Additionally, the agency’s Internet-based computer system which matches job seekers with potential employers, Illinois JobLink (IJL), is also used to capture related data. All EO-related data is compiled as it pertains to each local office and is stored for a five-year period. Furthermore, all systems that are used to collect and maintain related EO data are designed to allow for statistical/quantifiable analysis and to ensure confidentiality of the data.
    2. IJL and ETA 9173 Reports
      All employment service data is compiled and analyzed using the Illinois JobLink Tool (IJL). The agency also examines referral patterns pertaining to specific occupations as well as related wage patterns and placements. Also, in IJL the ETA 9173 reports are used to collect and maintain data which is used to evaluate agency services for compliance with nondiscrimination law.
    3. Illinois Benefit Information System (IBIS)
      Unemployment Insurance data, including applicant characteristics, is collected and stored within the agency’s primary computer program, the Illinois Benefit Information System (IBIS). This data is kept for a period of seven years. Statistics on the number of “Lower” and “Higher” level decisions are also kept in the IBIS system.
    4. Central Complaint Logs
      IDES maintains a Central Complaint Log listing all EO-related complaints and specifying the following for each complaint:  (a) the name of the complainant; (b) the name of the respondent; (c) the date the complaint was filed; (d) whether the complaint is an Migrant and Seasonal Farmworkers(MSFW) complaint; (e) whether the complaint is ES-related or non-ES- related; (f) if the complaint is ES-related, whether it is employer-related or agency- related; (g) if the complaint is non-ES-related, the information required by subsection 604 of this Part (20 CFR 604); and, (h) the action taken and whether the complaint has been resolved. The procedures related to complaint logs maintained by local offices are detailed in IDES Procedure 7202.351 (ES Complaint Logs).
    5. Confidentiality of Data Collected
      As previously mentioned, all EO-related data that is collected by the agency pertaining to program applicants/participants and applicants for employment is maintained and stored in a confidential manner. Additionally, information regarding race/ethnicity is kept separate from the individual’s other records in order to protect confidentiality. All EO-related data is kept by the agency for at least the minimum-required three-year period..

Section 188 Reference Guide PROMISING PRACTICES IN ACHIEVING NONDISCRIMINATION AND EQUAL OPPORTUNITY

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