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Office of Sustainability

Anti-discrimination policy and complaint process

This page contains resources related to the Office of Sustainability (OOS)’s Anti-Discrimination Compliance Policy and complaint process.

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About the policy

Our department’s Anti-Discrimination Compliance Policy creates an informal process so that we can address cases of alleged discrimination. It provides guidance for resolving individual civil rights complaints according to applicable laws.

We do not discriminate based on:

  • Race.
  • Color.
  • National origin, including English proficiency.
  • Disability.
  • Sex.
  • Age.
  • Religion.
  • Sexual orientation.

OOS’s anti-discrimination coordinator manages compliance efforts. They can also answer questions about the nondiscrimination requirements in the Code of Federal Regulations, Title 40, Parts 5 and 7:

Learn more about the U.S. Environmental Protection Agency’s non-discrimination regulations.

File a complaint

Who can file a complaint

You can file a complaint if you believe that you’ve experienced discrimination or retaliation by OOS, in violation of the Anti-Discrimination Policy. If you file a complaint, we will not retaliate against you or intimidate you.

The complaint process addresses harm to a person or group of people. This process is not for corporations, nonprofits, or other organizations.

Even if you file a complaint through this process, you can still file a lawsuit or seek a different intervention.

How to file a complaint

OOS is currently developing a complaint form, but you can still file a complaint without one. Include as much information as possible in your written complaint.

The complaint can be filed by:

  • An individual.
  • An representative, such as an attorney or a community organization.

The process is the same whether you file by yourself or with a representative.

1
Document your complaint in writing.

Your complaint must:

  • Be sent within 180 days of the incident.
  • Include your name, contact information, and signature or the signature of a representative. Complaints cannot be made anonymously.
  • Be documented in writing. It does not need to be written in English.
  • Describe the actions that you believe caused or will cause discrimination.

When describing the issue in your complaint, you should provide all information that may be useful. This might include:

  • Specific dates and times.
  • A list of witnesses and contact information.
  • Details about other related complaints.
  • Documents, letters, images, or other attachments.
2
Submit your complaint to OOS's anti-discrimination coordinator.

You can submit your complaint by mail or email.

By mail

Mail your complaint to this address:

Attn: Dominique Smiley, Program Manager, Grants Management & Technical Assistance
Office of Sustainability
One Parkway Building
1515 Arch Street, 13th Floor
Philadelphia, PA 19102

By email

Email your complaint to sustainability@phila.gov.

3
OOS will review your complaint within 10 business days.

First, we’ll determine whether your complaint has the information we need to move forward. OOS will send you a written response that says either:

  • Your complaint is accepted and under review.
  • We need more information before we can investigate your complaint.

We can accept a complaint and review it once it includes:

  • The date and location of the alleged discrimination.
  • The names of the individuals involved.
  • A completed complaint form, or an equivalent.

If we need more information, we’ll tell you what’s missing and provide a reasonable deadline for submitting it. We’ll send written notice once your complaint is accepted.

4
OOS and the Law Department will decide jurisdiction and merit.

We’ll review your complaint with the Law Department to decide:

  • Whether OOS has jurisdiction over this issue.
  • Whether the complaint has merit.

If the complaint meets these criteria, OOS will conduct a full investigation. We’ll send you written notice of this decision within 20 business days.

5
The coordinator will investigate the complaint.

There will be a full investigation by the coordinator, which may include:

  • Collecting and reviewing documents.
  • Interviewing any people or organizations involved.
6
OOS will resolve the complaint.

Within 120 days of first accepting a complaint, we will respond in writing with a resolution.

The resolution is not legally binding. It’s an informal process with no right of appeal.

Language and disability access

OOS will take reasonable steps to make programs and services accessible for people with disabilities and people with limited English proficiency (LEP).

Get language access services

Every department must provide services in other languages when needed and requested. Departments outline their plans to serve LEP individuals in their language access plans.

Visit Language Access Philly to get more information, services, or to file a complaint.

Get disability access services

Contact the City’s ADA Compliance Director at ADA.Request@phila.gov with questions or concerns about accommodations.

Download the policy

Get the complete Anti-Discrimination Policy and procedures.

Questions?

If you have questions about this notice or any of OOS’s non-discrimination programs, policies, or procedures, contact:

Dominique Smiley, Anti-Discrimination Coordinator
By phone: (215) 607-3175
By email: sustainability@phila.gov


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