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6. The date(s) the alleged discriminatory action(s) happened. If a complainant makes allegations verbally and is unable or is reluctant to put the allegations in writing, the State employee to whom the allegations are made shall document the complaint in writing. Every effort shall be made by the individual accepting the complaint to have the complainant provide the information specified in 1-6 above. FIELD STAFF RESPONSIBILITIES 1. Inform individuals of their right to file a civil rights complaint with DPHHS and/or the Food and Nutrition Service (FNS) using steps identified above. 2. Describe the process to everyone expressing an interest in filing a complaint. 3. Advise individuals of their right to file a complaint and that any complaint filed with the State Office is forwarded to the appropriate Federal Office for investigation. 4. If the individual indicates they will submit a complaint directly to the USDA or State Agency, field staff will send an email to their direct supervisor within 1 business day alerting him/her that there is a potential civil rights complaint being submitted by the client – email must include the case number and brief description of the potential complaint. 5. If the individual makes verbal allegations and is reluctant to put their complaint into writing, field staff should attempt to obtain all required information from the client, document the complaint in writing and send this documentation to their direct supervisor within 1 business day. 6. Assure all complaints meet the requirements stated above. 7. Respond promptly to any requests from management regarding the complaint, and include your direct supervisor in any responses; and 8. Do not engage in any further discussion with the client about the complaint, if the client initiates additional conversation assure them that they will hear from the agency they submitted their complaint to within 10 business days and inform your direct supervisor of the discussion SUPERVISOR RESPONSIBILITIES 1. Acknowledge receipt of the information and remind staff member to not engage in any further discussion with the client regarding the complaint. 2. Forward information to Policy Bureau Chief within 1 business day of receipt. 3. Respond promptly to any requests from management regarding the complaint and include your direct supervisor on any response. 4. Train all staff involved with administering SNAP on an ongoing basis about civil rights requirements. 5. Ensure all offices involved in determining eligibility or issuing SNAP benefits display nondiscrimination posters approved or provided by FNS; and 6. Provide bilingual SNAP services in areas with a significant proportion of non-English or limited English-speaking persons