A. PURPOSE

A relationship of trust and confidence between employees of the Department of Administrative & Financial Services and the communities that they serve is essential to the effective operation of state government. Agency employees must be free to exercise their best judgment in the performance of their duties. Agency employees also have a special obligation to respect the rights of all persons. The Department acknowledges its responsibility to establish a complaint system and procedures that not only will subject Department employees to corrective action when improper conduct has occurred, but that will also protect Department employees from unwarranted or spurious criticism when they discharge their duties properly. The purpose of these procedures is to provide prompt, just, and appropriate disposition of complaints regarding the conduct of Department employees.

It is the policy of the Department to encourage the public to comment when the conduct of the employee is believed to be improper. The Department will make every effort to ensure that no adverse consequences occur to any person or witness as a result of having brought a complaint or for providing information concerning a complaint. Any Department employee who subjects a complainant or witness to such recrimination will be subject to appropriate disciplinary action.

B. PROCEDURE

1. The Department of Administrative & Financial Services encourages the public to bring forward legitimate complaints regarding misconduct by its employees. To this end, a copy of "HOW TO FILE A PERSONNEL COMPLAINT" will be posted at agency worksites and on agency websites and will be given to anyone requesting this information. A copy of this document is attached to this policy. Complaints, regardless of nature, can be lodged in person, by mail, or telephone.

2. Any employee of the Department of Administrative & Financial Services who receives a complaint about the agency, employee/employees of the agency shall, as soon as practicable, notify Patricia L. Beaudoin, Personnel Manager or Doreen Brown, Personnel Officer of the details of the complaint for evaluation and assignment.

3. The Personnel designees, upon receipt of a complaint shall determine whether the complaint should be investigated and by whom. Complaints of criminal conduct will be forwarded to the Bureau of Employee Relations and/or the Attorney General's Office by the Personnel designees to ensure cooperation with appropriate law enforcement authorities.

4. Complainants shall be made aware that it may be impossible to keep their identity confidential.

5. Investigations of complaints shall be completed within a reasonable time.

6. In the event a report is warranted, all relevant information obtained by the investigator shall be included.

7. All investigations shall comply with the provisions of the applicable collective bargaining agreement.

C. NOTIFICATION TO THE COMPLAINANT

Upon final disposition, the complainant will be notified of the outcome of the investigation to the extent permitted by civil service and agency confidentiality laws. The personnel designee will consult with the Bureau of Employee Relations to determine what may be disclosed to the complainant. 

E. ADMINISTRATIVE RESPONSIBILITIES

The Personnel designees shall ensure that: 

• Each complaint and corresponding investigation is documented. 
• The Personnel Officer will prepare an annual summary report for the agency head that includes statistical data that will aid in identifying the possible need for training, supervision, or other pertinent issues.