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West Virginia WIC Policy & Procedure 1.08 1.08 Civil Rights Effective Date: 7/19/22 1. The Local Agency will accept written and verbal complaints of discrimination lodged against the State Agency, Local Agency, and WIC clinic or retail store. Such complaints may be filed by State Agency and Local Agency employees and potential employees, program applicants, participants, caretakers or anyone who observes discrimination in the delivery of Program benefits. 2. The Local Agency will use the following procedures for accepting civil rights complaints. a. The State Agency/Local Agency must accept all civil rights complaints filed within one-hundred eighty (180) days of the alleged discriminatory action. b. Civil rights complaints must be accepted whether written, verbal, identified or anonymous. c. Verbal or phoned complaints or allegations in which the complainant refuses or is not inclined to put in writing will be written by the WIC personnel taking the complaint. d. WIC personnel taking the verbal complaint will attempt to obtain the following information: i. Name, address and phone number of the complainant or other means of contacting the complainant; ii. The specific name and location of service delivery site; iii. Nature of the action that led the complainant to feel that discrimination was a factor; iv. Basis on which complainant feels discrimination exists (race, sex [including gender identity and sexual orientation], age, color, national origin, disability, or retaliation); v. Names, titles and business address of person(s) who may have knowledge of discriminatory action; and vi. Dates during which the alleged discriminatory actions occurred, or if continuing, the duration of such actions. 3. If the complainant wishes to file a written Civil Rights program complaint of discrimination, they can complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or they can call (866) 632-9992 to request the form. They can also write a letter containing all of the information requested in the form. They should send their completed complaint form or letter by mail to U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). 6 of 8