What is a complaint ?

1. Welcome to this step by step PowerPoint tutorial for the electronic “Protected Class Complaint Tracking Form” The purpose of the “Protected Class Complaint Tracking Form” is to collect and report information about complaints. It is not a complaint filing form, it is merely a tool for collecting data. For your convenience of pace, this slide show is set up to be manually advanced from slide to slide. Once you have finished absorbing the information from a slide, click your left mouse button once on each slide to view the next. If while viewing this tutorial slide show, you would like to re-look at a previous slide, just click your right mouse button to access the menu box displayed on the right, then select your desired option.

2. Question: Answer: What is a complaint? Allegations that an action was motivated by discrimination/harassment as described in the Multnomah County Personnel Rules – Chapter 3 Workplace Management, Article 3-40.

3. Displayed on the right is a mini view of the entire Protected Class Complaint Tracking Form, which is electronically available on the MINT only for use by Multnomah County Managers, Supervisors and HR Representatives. This step by step tutorial will answer your questions about how to complete this form and when.

4. If this is your first time using this complaint tracking form, begin by thoroughly reading the useful overview “How To Use This Form” instructions shown below.

5. The error message shown below is set to appear, if you attempt to submit complaint case information without filling in the fields listed as required. Eachtime that you access the Protected Class Complaint Tracking Form to enter complaint data either as new case information, following up case information or closing case information, you must complete the following required form fields. These required fields assist in creating one completed beginning to end record, by matching related case entries and updates to previously entered partial records in the complaint tracking database.

6. In this field, key-in the date that you initially received the complaint. Then proceed to fill-in the other fields that you have case information for. An example of how the date is to be entered is displayed beneath this date field. Once the investigation has concluded and a determination made, access the complaint form again to fill-in all of the case updates and to key-in the case closed date. An example of how the date is to be entered is displayed beneath this date field.

7. Click-in the circle next to the appropriate departmental name/acronym. This action identifies which part of the organization that the complaint is being filed from. In this field, key-in the specific name of the division or unit that the complaint is being filed from.

8. A complainant is the person bringing forth the complaint. Key-in their first and last name in this field. A respondent is the accusedparty. Key-in their first and last name in this field. A preparer is this document’s user. In this field, the person who is filling out this form should key-in their first and last name.

9. Important Note If the complaint case involves more than one respondent, in the “Respondent Name(s)” field as shown below, list all of the respondents. Key-in each respondent’s first and last name separating each person’s name with a comma. Example: Chande Lier, Joe Somebody, & Jane Doe A similar notice to the one above along with an example are stated on the Protected Class Complaint Tracking Form,beneath the instructional “How To Use This Form” overview.

10. Click-in the circle next to the complaint profile type. If the appropriate complaint profile type is not listed and you have selected Other* to indicate that the case has a different profilethan what is listed, key-in the case’s specific complaint profile type here. Important Note If the case involves more than one “Complaint Profile” select Other*, then key-in all of the applicable profiles using this field, separate each profile with a comma. Use the Allegationssection of this form to explain the specifics concerning the multiple entry. Example: Harassment, Retaliation

11. Click-in the circle next to the basis of issue raised by the complaining party. If the appropriate basis of issue type is not listed and you have selected Other* to indicate that the case has a different issuethan what is listed, key-in the case’s specific basis of issue type here. Important Note If the case involves more than one “Basis of Issue” select Other*, then key-in all of the applicable issues using this field, separate each issue with a comma. Use the Allegationssection of this form to explain the specifics concerning the multiple entry. Example: Disability, Race, & Age

12. Click-in the circle next to the complaint case’s appropriate status type. If the appropriate status type is not listed and you have selected Other* to indicate that the case has a different statusthan what is listed, using this fieldkey-in the case’s specific status type.

13. An investigator is the person who examines the complaint, arrives at a determination and makes recommendations. Key-in their first and last name in this field. If the appropriate position type is not listed and you have selected Other* to indicate that the investigator has a different positionthan what is listed, using this fieldkey-in the investigator’s specific position type. Click-in the circle next to the investigator’s appropriate position type within the organization.

14. In this section, key-in statements of specific allegations. In this section, key-in pre and post investigationpending actions to be taken, pre and post investigation recommendations and the explanation of the investigatory findings.

15. When accessing the complaint form to fill-in new case information and updates, this section should be completed once the investigation is underway and once the investigation has concluded and a determination made. Click-in the circle next to the complaint case’s appropriate determination type.

16. Remember: The error message shown below is set to appear, if you attempt to submit complaint case information without filling in the fields listed as required.

17. Clicking-on this button sends the keyed-in complaint case information to the complaint tracking database. Click-on this buttoneach time that you have finished completing the Protected Class Complaint Tracking Form with new and updated complaint information. Clicking-on this button refreshes the entire form by erasing/deleting all of the complaint form’s content fields at once, giving you the preparer/user a clean form to key-in data. Use with caution.

18. Thank you. If you are ready to access the electronic “Protected Class Complaint Tracking Form” to begin filling it out, click-on the hyperlink below: Protected Class Complaint Tracking Form Need additional assistance? Click here Click here to END this presentation