SECTION 155:45-1-4. Informal complaint process

(a)   Any person may complain to the Commission about any matter regarding this program under the Commission's authority. A complaint shall be in writing, and it shall include the following information:

(1)   The name, address, and telephone number of the person making the complaint;

(2)   The name, address, and telephone number of the organization the person represents, if applicable;

(3)   The name, address, telephone number, and title of any representative of the person filing the complaint;

(4)   A brief, clear description of each charge, problem, or issue that is the basis for the complaint including names, dates, places, and actions;

(5)   The numbers and headings of the laws and rules that may apply;

(6)   The remedy, if any, the person making the complaint seeks;

(7)   The signature of the person making the complaint; and

(8)   The date of the complaint.

(b)   If the complaint is repetitive, concerns a matter that has already been resolved, or is a matter outside the Commission's authority, the Executive Director or the Executive Director's designee may reject the complaint.

(c)   The Executive Director or the Executive Director's designee may provide other affected persons with written notice of the complaint and give them an opportunity to respond in writing within 15 days. The response shall contain the following information:

(1)   The name, address, and telephone number of the person responding;

(2)   The name, address, and telephone number of the organization the person represents, if applicable;

(3)   The name, address, telephone number, and title of any representative of the person responding;

(4)   A specific admission, denial, or explanation of each charge;

(5)   A brief, clear description of the facts including names, dates, places, and actions;

(6)   A brief, clear explanation of the reasons for the action (or inaction) that is the basis for the complaint if the person admits to any charge;

(7)   The numbers and headings of the laws and rules that may apply;

(8)   The signature of the person responding; and

(9)   The date of the response.

(d)   The Executive Director or the Executive Director's designee may refer complaints to informal procedures, including but not limited to telephone calls, letters, meetings, mediation, investigations, or other appropriate procedures.

(e)   The Executive Director or the Executive Director's designee shall make a decision about a complaint within sixty (60) calendar days after its receipt, unless more time is required. In that case, the Commission shall notify in writing the person filing the complaint and persons filing any responses to the complaint informing the persons that additional time is needed to reach a decision.

[Source: Added at 27 Ok Reg 2483, eff 8-2-10]