EEO Complaint Process

This flowchart is subject to change pursuant to guidance provided by the New Jersey Civil Service Commission, Division of EEO/AA.

1. Step 1

   Complainant reports a complaint to the Office of Equal Opportunity & Institutional Compliance (OEOIC) or to any supervisor/ manager, or OEOIC becomes aware due to an external filing. Supervisor/manager must immediately forward complaint to OEOIC.

2. Step 2

   OEOIC reviews complaint and will contact Complainant to schedule a meeting if the allegations implicate the University Policy, send communication to the Complainant seeking additional information, or request for interview, if necessary.

3. Step 3

   OEOIC conducts intake interview with Complainant; Complainant completes complaint processing form

   or

   OEOIC sends letter advising Complainant that complaint does not implicate the University Policy (may be referred to Management or University Ombuds Officer as appropriate or as required to address operational needs)

4. Step 4

   Complainant and Respondent receive letters summarizing complaint/allegations. Complainant is not named in Respondent’s letter. If allegations do not implicate the University Policy, Complainant receives letter stating why; no letter is issued to Respondent in this case. If multiple allegations, OEOIC may also send letters indicating those allegations that will be investigated and those that will not. In this case, Respondent would receive a letter with those allegations that will be investigated.

5. Step 5

   EEO Investigator conducts a fact-finding investigation into Complainant’s allegations including interviews of Respondent (if entitled, union rep. optional) and witnesses for Complainant and Respondent. Investigator gathers relevant documentation and supporting evidence.

6. Step 6

   EEO Investigator drafts confidential investigative report and submits to OEOIC Director for review. Director sends final report and draft determination letters to President or designee for review.

7. Step 7

   President or designee sends determination letters to both parties; OEOIC sends copies of determination letters to NJ Civil Service Commission, Division of EEO/AA.

8. Step 8

   Determination letters received; appeals available as follows:

   • Complainants subject to Civil Service Commission (CSC) jurisdiction, and applicants for employment, may appeal to NJ CSC, Div. of Appeals and Regulatory Affairs (NJ CSC DARA).
   • Complainants not subject to CSC jurisdiction may be able to pursue matter via US EEOC or NJ Division on Civil Rights.
   • Respondents subject to CSC jurisdiction may appeal to NJ CSC DARA in a case where a violation has been substantiated, and no disciplinary action recommended.
   • If the matter is sent to OHR for review and disciplinary action is imposed, any party charged who is in the career service may challenge findings and discipline through a departmental hearing or pursuant to applicable collective bargaining agreement.
     • AFT members subject to discipline may pursue their rights under the AFT Master Agreement, Article VII, Section K.1.

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