ADA Inspections Nationwide, LLC

View Original

Self Evaluation Plan and Transition Plan: Part 5 - Grievance Procedure

Information presented herein can also be found at the New England Action Guide.

ADA Logo

This is the fifth article in a series about Self Evaluation Plan and Transition Plan (SEPTP). The information contained within this series can be used to build a new SEPTP or audit an existing SEPTP. In previous parts of designing and operating a SEPTP the history of SEPTP was reviewed, key individuals to be in charge of the SEPTP were selected and trained, and a public notice was sent out. Now it is time to create a grievance procedure with Part 5 - Grievance Procedure.

State and local government entities with 50 or more employees must have a grievance procedure for compliance, or non-compliance, with the Americans with Disabilities Act (ADA). Public and private entities should also have a grievance procedure for ADA compliance or non-compliance. See [28CFR 35.107 (b)].

A grievance procedure provides people who believe they have been discriminated against because of their disability, or others who believe they have been discriminated against because they have a friend or family member with a disability, with a formal process to make their complaint known. This procedure encourages prompt and equitable resolution of the problem at the local or state level, or internally within a public or private entity, without forcing people to file a federal complaint or a lawsuit.

The Consultant will help the entity establish grievance procedures in accordance with 28 CFR 35.107(b). However, the Title II and Title III regulations do not specify the requirements for the grievance procedure, just that there has to be one. The consultant will present examples of options and best practices for initiating a grievance process and develop a draft for review, as applicable.

An entity may use a grievance procedure that is already in place if the grievance procedure is fair and effective. If the entity does not already have a grievance procedure, one must be established for State or local government organizations with 50 or more employees. Public and private entities of any size should have a fair and effective grievance procedure for ADA compliance.

A fair and effective grievance procedure should include the following:

  • A description of the procedures for submitting a grievance. Included here are the requirements for timelines, information required in the grievance, and who/where to submit the grievance. In particular, which section or clause in an accessibility statute, law, or regulation has been violated.

  • The steps that will be taken by the government, public, or private entity in response to the grievance.

  • Reasonable and specific time frames for review and resolution of the grievance.

  • A review process that allows for appeal of the resolution.

  • Record-keeping for complaints submitted. This is self-explanatory as records should be kept for all accessibility complaints.

  • Documentation of steps taken towards resolution.

Individuals who are responsible for executing the grievance procedures should be aware of any items listed in the transition plan and/or action plan. Those items could be the source of a grievance if the individual filing a complaint is not aware of the items in the transition plan or action plan.

Note that physical access is not required to every facility where alternative methods are as effective in providing program access. However, where structural changes are required, a Transition Plan is required.

SUMMARY: A SEPTP should include a grievance procedure to provide individuals who believe they have experienced discrimination based on their disability with a formal method to register their complaint with the entity. The grievance procedure should provide guidelines to take the grievance through a process of review, resolution, and documentation. The next article in this series is Part 6 - Self Evaluation.

If you need help building a new SEPTP or auditing your existing SEPTP, please call Richard Acree at 615-752-0060, or email inspections4ada@gmail.com. For additional information please see SEPTP.

…………………………………………………………………………………………………………………………………………………………

If you observe a facility or entity that is not ADA compliant and you would like to know how to proceed, please see the link at What To Do When A Building Is Not ADA Compliant or Accessible.

ADA Inspections Nationwide, LLC, offers ADA/ABA/FHA accessibility compliance inspections for buildings and facilities, as applicable to the different laws, and expert witness services with respect to ADA/ABA/FHA laws for building owners, tenants and managers. Also, ADAIN offers consulting for home modifications as a CAPS consultant for people wishing to age in place in their homes. For a complete list of services please see ADAIN Services.

Thank you.