Tab 16 of the Investigations Procedure Manual
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Notification to Recipient that you will investigate a complaint (with Data Request
January 21, 1998
Certified, Return Receipt Requested
The Honorable Fellow
(Note: Letter may be addressed to the Mayor, Chief Officer of the Program your agency funds, or other responsible agency official. This decision may be based on the scope of the complaint or issues.)
Complainant v. Anyplace Police Department, US
Dear Mayor Fellow:
This letter will confirm telephone notification to your office on January 20, 1998, by
Ms. Outstanding Investigator, of my staff, that the Coordination and Review Section, Civil
Rights Division, Department of Justice (DOJ), has received a complaint against the City of
Anyplace, alleging discrimination on the basis of race and national origin. The complainant,
Mr. Complainant, alleges that the Police Department is discriminating against the residents of
the City's South Side Community, the majority of whom are minority, by failing to provide
adequate police services. Mr. Complainant alleges that the police services provided to the
South Side Community are inferior to those provided to other sections of the City, all of which
have a majority white population, and that this practice has an adverse and discriminatory
impact on the residents of the community.
The Coordination and Review Section (COR) of the Civil Rights Division is responsible
for investigating complaints against recipients of financial assistance from DOJ. The
Department's recipients include police and sheriffs' departments, State departments of
corrections, courts, and other entities. We have determined that the Anyplace Police
Department receives Federal financial assistance from DOJ. Therefore, Title VI of the Civil
Rights Act of 1964, 42 U.S.C. 2000d et seq., applies. Title VI prohibits discrimination on
the basis of race, color, and national origin and provides jurisdiction for COR to investigate
Mr. Complainant's allegations.
In addition to investigating complaints against DOJ's recipients, we are required to
make findings of fact and conclusions of law, and attempt to negotiate voluntary compliance if
a violation is found. Our regulation also provides for the use of alternative means of dispute
resolution, where appropriate, including settlement negotiations and conciliation.
In order to facilitate our investigation, we have enclosed an initial Data Request.
However, we believe that the issues raised in this complaint may best be addressed through a
negotiated settlement. If you are interested in entering into negotiations to address the
allegations raised in this complaint, it may not be necessary to answer all of the questions in
the Data Request at this time. Alternatively, you may provide all the information requested
and subsequently request that settlement negotiations or other alternative dispute resolution
techniques be initiated. Please notify Ms. Investigator, the investigator assigned to this case,
within 15 days of the date of this letter if you wish to enter into settlement negotiations at this
time to resolve this case.
In lieu of settlement, we ask that you provide the information requested in the Data
Request within 30 days of the date of this letter. We will review and analyze your response,
and determine whether further investigation is necessary, including an onsite visit to conduct
interviews and review additional documents. Generally, when an investigation is completed,
the results of the investigation are sent to a recipient in a Letter of Findings. If the
investigation reveals discrimination that violates the civil rights statutes that apply in this case,
attempts will be made to resolve the matter before issuing a violation Letter of Findings. If a
violation letter is issued and an agreement cannot be reached on a remedy, enforcement action
may be initiated. This enforcement may be an administrative hearing to terminate DOJ's
financial assistance to the programs and services of the Anyplace Police Department, or other
means authorized by law.
We are obligated to inform you that no one may intimidate, threaten, coerce, or engage
in other discriminatory conduct against anyone because he or she has either taken action or
participated in an action to secure rights protected by the civil rights laws we enforce. Any
individual alleging such harassment or intimidation may file a complaint with the Department
of Justice. We would investigate such a complaint if the situation warrants.
Under the Freedom of Information Act, it may be necessary to release this document
and related correspondence and records upon request. In the event that we receive such a
request, we will seek to protect, to the extent provided by law, personal information which, if
released, could constitute an unwarranted invasion of privacy.
If you or your staff wish to discuss this matter, please feel free to contact
Ms. Investigator at (000) 000-0000 (voice) or (000) 000-0000 (TDD). Please direct any
written correspondence regarding this matter to Ms. Investigator at the Coordination and
Review Section, Civil Rights Division, Department of Justice, P.O. Box 66560, Washington,
D.C. 20035-6560 and reference the Department of Justice complaint number cited above.
Thank you for your cooperation.
Merrily A. Friedlander
Coordination and Review Section
Civil Rights Division
cc: Charles Headcop
Chief of Police
Re: DOJ Complaint Number 000-00-0000
Complainant v. Anyplace Police Department
The following information is required by the Department of Justice to facilitate the
investigation of a complaint against the Anyplace Police Department (APD), alleging violations
of Title VI of the Civil Rights Act of 1964, as amended, 42 U.S.C. 2000d et seq.
In addition to the specific information requested, please provide any other information
that the APD would like the Department of Justice to consider in making its determination in
the case. Also, provide the name and telephone number of the Police Department staff
member who compiled the information provided in response to this Data Request, and the
name and telephone number of the staff member to whom this office should direct any future
1. Please provide >>>
(We suggest that you include questions that request information on the Federal funds the
recipient receives, as well as its procedures for letting program beneficiaries file
complaints alleging discrimination in its programs.) For example:
14. Please identify the source, amount, type, name of program, and funding period of all
Federal financial assistance received by the APD since January 1, 1993, directly from
the Department of Justice or other Federal agency, or indirectly through the State of US
or any other entity. Financial assistance can include grants, federally forfeited assets,
training, property, and other forms of assistance. Where assistance has been received
in the form of money, explain how the money was spent, and it the money was used to
purchase equipment or materials, identify the item purchased and state whether the item
continues to be used the APD. Also identify any applications for Federal assistance
that are pending.
15. Please provide copies of the policies and procedures of the APD and other city offices
concerning the manner in which persons may file complaints against the APD or its
officers and the manner in which such complaints are investigated, processed, and
adjudicated (including any appeal procedures). Please explain how members of the
public are notified of these procedures.
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