Bulletin 101-75: Title VI Complaint Investigation Process - ACTION REQUIRED

Oregon Department of Transportation sent this bulletin at 02/06/2025 09:10 AM PST

Statewide Programs Unit

Certification Program Office (CPO)

Policy Number: 101-75

Supersedes:

N/A

Effective Date: 02/06/25

Reference: ODOT Certification Program

Target Audience: Certified Local Public Agencies, Region Managers, Area Managers, Local Agency Liaisons/Transportation Project Managers  

Subject: Title VI Complaint Investigation Process – ACTION REQUIRED 

 

CC: ODOT Statewide Investments Section Manager, Statewide Programs, Unit Office of Equity & Civil Rights, and FHWA 

PURPOSE: 

To notify Certified Local Public Agencies (LPAs) about changes to ODOT’s Title VI complaint disposition process for subrecipients and require LPAs to review their agency’s Title VI plan for consistency with ODOT’s revised process. 

BULLETIN INFORMATION:  

Background: The Federal Highway Administration (FHWA) requires subrecipients to forward Title VI complaints related to transportation programs and services to ODOT for processing. Previously, the complaint disposition process in ODOT’s Title VI Implementation Plan followed FHWA’s Procedures Manual for Processing External Complaints of Discrimination, which permitted ODOT’s Office of Equity & Civil Rights to investigate Title VI complaints filed against a subrecipient.  

The complaint disposition process in ODOT’s Title VI Implementation Plan for Federal Fiscal Year 2025 (see pages 19-20) reflects a change in FHWA policy. ODOT has also updated its online Title VI complaint forms and processes to be consistent with FHWA’s Title VI Q&A. 

Updated Title VI Complaint Disposition Process for Subrecipients: Per FHWA’s Questions and Answers for Complaints Alleging Violation of Title VI of the Civil Rights Act of 1965 (Title VI Q&A), all Title VI complaints should be routed to FHWA’s Headquarters Office of Civil Rights (HCR) for processing. Per Question 2e in the Title VI Q&A, FHWA HCR is responsible for all determinations regarding whether to accept, dismiss, or transfer Title VI complaints filed against state departments of transportation and subrecipients of federal financial assistance. Further, subrecipients do not investigate Title VI complaints filed against themselves. Question 2d provides the required elements of a Title VI complaint. 

Due Dates:   

  • Title VI Implementation Plan Updates: Subrecipients should review and make any necessary updates to their Title VI Implementation Plan as part of the regular 3-year update cycle. 
  • Title VI Complaints Related to Transportation: Effective immediately, subrecipients should forward any transportation-related Title VI complaints to ODOT for routing to FHWA for a determination on whether a complaint should be accepted, dismissed, or referred to another agency.  
  • Online Title VI Complaint Forms or Processes: Within three months of the effective date of this bulletin, subrecipients should review their online Title VI complaint forms or processes and make updates as needed to be consistent with FHWA’s Title VI Q&A.    

ACTION REQUIRED: By March 12, 2025, the program liaison or coordinator for each Certified LPA should complete the CPO Bulletin 101-75 Acknowledgement Survey By CLPA. 

Technical Assistance: Brenda Gessner, ODOT Title VI Program Manager, (971) 372-9291, ODOT.TitleVI@odot.oregon.gov. 

Webpage links: 

Questions, concerns, or need an ADA accommodation or alternate format?  Please contact us at: 

Tiffany Hamilton 

Local Agency Certification Program Manager  

ODOT Statewide Programs Unit 

503-551-6277 

Certification Program Office  

ODOT Statewide Programs Unit 

Statewide Investments Management Section  

Link to Online Posted version of policy

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