R495-878-5. Recommendation and Decision

  (1) Completion of the investigation will result in a decision that the alleged circumstances occurred, did not occur, or could not be substantiated.

  (a) If the alleged circumstances did occur, then the recommendation will also include suggestions to address barriers in the future involving similar circumstances.

  (b) If the alleged circumstances could not be substantiated, but the Division Coordinator is able to identify areas where DHS practices may be improved, then suggestions may be made to address barriers in the future involving similar alleged circumstances.

  (c) The Division Coordinator will be responsible for drafting the initial correspondence to the complainant.

  (2) The correspondence will be sent by the Division Coordinator to the Director for final approval and mailing to the complainant.

  (a) A copy of the correspondence will be sent to the ADA/Civil Rights/LEP/Section 504 Coordinator, and included in a central file.

  (3) Within ten (10) business days after the conclusion of the investigation, the Division Coordinator will notify the complainant in writing concerning the outcome of the investigation.

  (a) The Division Coordinator will log in the date that the written response is sent to the complainant to indicate that the complaint is completed.

  (4) The Director shall take all reasonable steps to implement the recommendation, including the suggestions to ameliorate barriers in the future involving similar circumstances.

  (5) Any of the foregoing deadlines may be reasonably extended for extenuating circumstances. Any extensions of time will be confirmed in writing to the complainant.