developments and the status of the investigation, and the legal department may be consulted where appropriate. The personnel officer will seek to develop a solution to the grievance with all parties involved. In addition, Personnel follows up with the employee to determine the effectiveness of the resolution. A memorandum, documenting the grievance and steps taken to resolve it, is prepared by the personnel officer who handles the case. A copy of the memorandum is sent to the personnel files and the EEO officer for EEO files. In addition, periodically the first vice president meets with the EEO officers, the Ombudsman and his deputies, the head of personnel and the head of the corporate planning group (to whom the head of personnel reports), to discuss in detail the background and status of complaints that are under investigation. The Equal Employment Opportunity (EEO) Office is responsible for investigating and resolving complaints of discrimination, based on race, color, religion, national origin, sex (including sexual harassment), sexual orientation, age, or disability, that are lodged by employees of the Bank. My staff and I are available to give each grievance prompt and careful attention. If you feel you have been harassed or treated unfairly or in a discriminatory manner, you may call or visit the office and speak either with me (Extension 6434) or with Franklin Goins, EEO Specialist (Extension 6627), and we will make every effort to assist you. We are located in Room 643 in the Main building; our regular hours are 9 a.m.5 p.m. In addition, for evening and night force employees and others who want to contact the office outside of regular hours, a voice response system has been installed. This new system can be reached by dialing Extension 6336. Leave a message indicating when it is convenient for one of us to contact you. Donald R. Moore May 18, 1992 Effective April 1, 1992, I have appointed Ronald G. Henry, Assistant Chief, Currency Verification Division (Day), as a new Deputy Ombudsman to succeed Felicia Fair-Davis, Operations Support Specialist, Electronic Operations Support Department, who has served as Deputy Ombudsman since October 22, 1990. Following are the names, office locations, and telephone numbers of the Ombudsman and his designated deputies: Printed on the reverse side is a description of the Ombudsman's activities. As a reminder of the means available to you to resolve any grievances you may have, please refer to paragraphs 2 and 3. James H. Oltman March 30, 1992 (Over) The_Ombudsman and Employee Grievances 1. The Ombudsman. a senior officer of the Bank reporting directly to the President and First Vice President, is responsible for investigating and resolving grievances brought to his or her attention. The Ombudsman, and three deputy ombudsmen, are available to employees and officers alike.、 2. An employee should discuss any grievance with his or her supervisor, assistant chief, chief, or department officer. The employee may, for any reason, thereafter bring the grievance to the Ombudsman or the deputies. Or, if preferred, the employee may bring the grievance directly to an Ombudsman without first going to any of his or her supervisors. 3. Instead of going to an Ombudsman, the employee may present the grievance to a counselor or officer in Personnel. Similarly, the Equal Employment Opportunity Officer is available to hear grievances relating to discrimination or harassment because of race, color, religion, national origin, sex, sexual orientation, age, or handicap. 4. Employees may present their grievances to the Ombudsman orally or in writing. The Ombudsman and the deputies will be available upon request during hours that will enable all members of the staff, including the evening and night forces and employees at RCPCs, to consult with them during the employees' normal work hours or at a time mutually agreed upon. Employees may telephone or visit the Ombudsman or the deputies to arrange for a meeting. 5. The Ombudsman and the deputies will have broad powers to investigate grievances. They may inspect and examine all activities and documents considered pertinent, hold meetings with whoever they believe can be of assistance in obtaining the facts, and take whatever other steps are required to obtain the facts. 6. The Ombudsman and the deputies will give each grievance prompt and careful attention, will investigate it fully and impartially, and will make a determination as quickly as possible. 7. The Ombudsman and the deputies, upon concluding the review of a grievance, nay: (a) resolve the matter informally between the employee and his or her supervisor; (b) recommend to the employee how to resolve the grievance, consulting with the employee's department or the Personnel Department when appropriate; (c) dismiss the grievance, explaining the reasons to the employee, and when appropriate, his or her supervisor. 8. At the conclusion of an investigation of a complaint, the Ombudsman may file a report to be placed in the confidential files of the Office of the Ombudsman. 9. An appeal from the recommendation of the Ombudsman or the deputies may be made to the President or First Vice President of the Bank. 10. The Ombudsman will make periodic reports, at least annually, to the President and First Vice President, reviewing the work of the Office of Ombudsman. Detailed Response to Questions 2b and 2c The attached tables provide information on the eight formal EEO complaints (i.e. those filed with authorities outside the Bank) in 1990 and the four such complaints filed in 1991. With regard to the number of informal EEO complaints (which we define as those addressed internally by the EEO office or Personnel Department), there were eight informal complaints in 1990 and four in 1991. Given the absolute size and diversity of the Bank's work force, the relatively low incidence of such complaints is, on the one hand, a source of some comfort but, on the other, serves as a forceful reminder of the depth of our institutional commitment to the goals of equal employment opportunity. In response to question 2c, the attached tables contain a breakdown of the nature of the allegations in the formal and informal complaints, the agency with which the complaint was filed, and the current status of the complaint. Table 1 addresses formal complaints. Table 2 addresses informal complaints. |