File a Grievance

Grievance Overview

The Grievance Process

The Respondent is entitled to:

• A full copy of the signed complaint 
• The investigative summary
• Recommendations of VARR staff 
• Final recommendations of the VARR Board and/or Ethics Committee 

The Complainant is entitled to:

• Recommendations of VARR staff 
• The Ethics Committee and/or VARR Board recommendations
• Final recommendations of the VARR Executive Board

Oversight and Conflict of Interest

• All investigations are overseen by the VARR Ethics Committee under the supervision of the VARR President, Vice President, or Executive Director.
• If a member of the Ethics Committee or Executive Board is involved in the grievance, they will be recused from all proceedings to ensure impartiality.
• No member of VARR may intentionally stall or delay the grievance process.

Anti-Retaliation Policy

VARR strictly prohibits any form of retaliation against individuals who file a grievance or participate in an investigation. Any retaliation will be considered a separate ethics violation and investigated accordingly.

Possible Sanctions

Sanctions for violations of the VARR Code of Ethics, Standards of Accreditation and Compliance Agreement may include:

• Written Reprimand: With corrective action required and follow-up review
• Suspension: Temporary suspension with corrective action and follow-up review
• Revocation: Loss of accreditation
• Denial of Certification: For applicants who do not meet ethical standards

Grievance Process: Step-by-Step

Step 1: Filing a Grievance

• Complaints must be submitted within 30 days of becoming aware of a potential ethics or standards violation.
• The VARR Formal Grievance Form must be used. It must include your contact information and signature.
• Verbal or unsigned complaints will not be accepted.

Step 2: Submission

Submit the completed form via form directly on the website, email or directly to the VARR staff. If a conflict of interest is perceived, submit it to the VARR Executive Director.

Step 3: Acknowledgment

You will receive confirmation of receipt via email or phone within 3 business days by VARR staff. The complaint will be forwarded to VARR staff and Board of Directors for initial review.

Step 4: Investigation

VARR staff will conduct an objective investigation and document findings within 15 days of receipt. A one-time extension (up to 30 days) may be granted if necessary.

If required, the complainant and/or respondent may be invited to appear separately before VARR staff and/or the Ethics Committee. Notice will be sent at least 10 days in advance.

Step 5: Committee Presentation

VARR staff presents its findings and recommendations to the VARR Board of Directors at the next scheduled board meeting.

Step 6: Board Decision

The VARR Board of Directors reviews the case and votes on formal recommendations. A written report, including decisions and corrective actions, will be provided to all parties within 14 business days after the board meeting. The decision will be recorded in the board meeting minutes.

Appeals Process

If the respondent disagrees with VARR staff’s and/or VARR Board’s decision, they may submit a written appeal within 15 days of receiving the decision letter. Appeals must state specific grounds (e.g., procedural error, new evidence, or disproportionate sanction). Appeals will be reviewed by an Appeals Panel, and a final decision will be communicated within 30 days.

Definitions

• Complainant / Grievant: Person who files the grievance
• Respondent: Person or organization the grievance is filed against
• VARR Staff: Responsible for investigating grievances
• Executive Board: VARR’s governing body that makes final decisions
• Grievance: A formal complaint regarding potential ethics or standards violations
• Appeals Panel: Comprised of individuals that did not participate in the original grievance review

File a Grievance