Title VI Complaint Procedures
DDOT uses the procedures below to process complaints filed pursuant to Title VI of the Civil Rights Act of 1964 and the Civil Rights Restoration Act of 1987 (implementation through 23 C.F.R. 200.9) by DDOT’s beneficiaries and sub-recipients, including but not limited to the public, contractors, subcontractors, consultants, and other sub-recipients of Federal and State funds. Retaliation is prohibited.
Title VI Complaint Processing Procedures
Any person who believes they—or a specific class of persons—were subjected to discrimination on the basis of race, color, or national origin in the programs, services and/or activities of DDOT or a DDOT Subrecipient may file a written complaint with DDOT’s Equity & Inclusion/Office of Civil Rights Division within 180 days of the alleged discriminatory act or event, or when the alleged discrimination became known to the complainant.
The complaint should contain the following information:
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The date of the alleged act of denial or refusal to provide information or access to DDOT’s programs and services (date when the complainant(s) became aware of the alleged discrimination, or the date of the latest instance of the conduct).
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A detailed description of the alleged discriminatory act, including the names and job titles of those individuals perceived as parties of the alleged incident, and why you believe you were discriminated against (include as much information as possible).
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Your name, address, and telephone number. (If you are filing on behalf of another person, include their name, address, telephone number, and your relation to that person (e.g., friend, attorney, parent, etc.).
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The name and address of the agency, institution, or office, you believe discriminated against you.
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The name and contact information, if known, of any person DDOT can contact for additional information to support or clarify your allegation(s); and your signature and date of signature.
How to File a Formal Complaint
Complaints can be submitted to EID/OCR via email, in person, over the phone, by fax, or by mail.
Hardcopy Complaint Form
Complaints can be filed by completing and submitting a hard copy of the complaint form via fax or mail, or by sending an email or letter with the information outlined above to DDOT:
District Department of Transportation
Office of the Director
Equity & Inclusions Division/ Office of Civil Rights
ATTN: Title IV Coordinator
250 M Street SE
Washington, D.C. 20003
Phone: (202)673-6813
Fax: (202)671-0650
ddot.dc.gov
Complaints provided over the telephone
Allegations received by phone will be reduced to writing and then forwarded to the complainant to complete, sign, and return to the Equity and Inclusion Division/Office of Civil Rights for processing.
Process after a Complaint is submitted
Acceptance of complaints will be determined by the following:
a. Whether the complaint is timely filed,
b. Whether the allegations involve a covered basis, such a race, color, or national origin,
c. Whether the allegations involve a DDOT program or activity, and
d. Whether the allegations involve a DDOT beneficiary (i.e., sub-recipient or contractor).
A complaint may be dismissed for the following reasons:
a. Complainant requests the withdrawal of the complaint,
b. Complainant fails to respond to repeated attempts for additional information needed to process the complaint,
c. Complainant cannot be located after a reasonable attempt, and
d. A mutually agreed-upon informal resolution and/or settlement of all allegations.
Upon receipt of the signed complaint, the Title VI coordinator (hereinafter “Coordinator”) will log the complaint, determine the basis, authority, and jurisdiction of the complaint, and who should conduct the investigation.
The complainant will be notified within five (5) working days of receipt of the signed original complaint, including who will conduct the investigation, and the proposed action to process the complaint.
The Respondent (individual or entity alleged to have discriminated) will be notified of the complaint within ten (10) calendar days of the receipt of the complaint, and their right to representation and opportunity to provide any relevant rebuttal evidence within fifteen (15) calendar days from the receipt of the notice of a complaint.
An attempt will be made to resolve the complaint informally within the first thirty (30) business days of the complaint receipt date. When feasible or necessary, the resolution will provide a means for monitoring compliance. The parties will also be notified that EID may reopen a complaint if it finds that a party has not complied with the terms of the settlement agreement.
After completing the investigation, information will be evaluated, and a written report prepared. The report shall contain the following elements:
a. A description of the allegation(s),
b. A summary of the investigation,
c. Relevant facts (findings); and
d. Supporting documentation.
The written investigation report will be submitted to the Chief of EID/OCR within forty (40) business days of receipt of the complaint. A copy of the report will also be sent to the Office of General Counsel for review based on a determination by the Chief of EID.
The complainant and respondent will be notified in writing of the results of the investigation.
If the decision is adverse to the complainant, he/she shall be notified of their right to file an appeal.
If the complainant chooses to file a complaint against DDOT, they may do so directly with FHWA or FTA. OCR shall maintain Title VI complaint files for a minimum of three (3) years from the date of initial filing.
Federal Highway Administration
Office of Civil Rights
Chief Investigations and Adjudication
400 7th Street SW, Room 4132
Washington, D.C. 20590
Phone: 202-366-0693
Fax: 202-366-1599
TTY: 202-366-5132
Email: [email protected]
Online: FHWA Title VI Complaint Form
Federal Transit Administration
Office of Civil Rights
Attention: Complaint Team
East Building, 5th Floor – TCR
1200 New Jersey Avenue SE
Washington, D.C. 20590
Phone: 1-888-446-4511
Online: FTA Title VI Complaint Form
