Formal Grievance

Confidentiality of Proceedings:

All information, notes, reports, transcripts, and any other documentation of any kind that are generated or received during the course of an ethics investigation, including the ethics committee meetings, and appeal hearings, shall be kept confidential by VARR.

The respondent is entitled to a full and complete copy of the following:

• Signed complaint; (Subject of complaint/grievance; Identity of complainant/ grievant will remain confidential). All complaints must be accompanied with contact information and signature by the complaintive in order for VARR to conduct any investigation or proceedings of the complaint.
• Investigative Summary;
• Ethics Committee’s/VARR Board Recommendations;
• VARR Executive Board Recommendations.

The complainant is entitled to a full and complete copy of the following:

• Ethics Committee’s/ VARR Board’s Recommendations;
• VARR Executive Board Recommendations

Oversight and Conflict of Interest

In all cases, the VARR Ethics Committee and or the VARR Board will direct the ethics investigations under the supervision of the VARR president, Vice President, or Executive Director;

• If a member of the Ethics Committee is a party in a grievance or involved in any way, he or she will be excused from the grievance proceedings.
• If a member of the VARR Executive Board is a party in a grievance or involved in any way, he or she will be excused from the grievance proceedings.

Sanctions

• Possible sanctions for the violation of the VARR code of Ethics or Standards include but are not limited to:
• Written Reprimand: A written reprimand with request for the Corrective Action and a follow-up review;
• Suspension: Suspension with request for Corrective Action and follow-up review;
• Revocation;

Denial of Application for Certification with VARR

The Ethics Committee may consider the applicants or agencies past history in regards to ethical sanctions and disciplinary actions when determining the appropriate sanctions for the current ethics case.

A third offense, confirmed by the Ethics Committee, in a two-year period will automatically result in an immediate suspension and sanctions shall include a suspension or revocation of Certification.

The Formal Grievance Process

It’s important to follow the grievance or compliant procedures carefully and to document all pertinent facts, dates and information when filing a report or claim.

Step 1: Filing

A formal Grievance should be filed within 30 days of when the complainant became aware or suspected the violation of ethics or standards. The Formal Grievance should be documented on the VARR Formal Grievance Form, provide contact information and be signed; Verbal and non-signed grievances will not be acted upon.

Step 2: Submission

The VARR Formal Grievance Form should be submitted online via email or directly to the VARR Ethics investigator or if a perceived conflict exists to the VARR Executive Director.

Step 3: Notification of Receipt

Grievant should be notified by email or telephone within 5 business days of the Ethics Investigators receipt of the grievance. The Ethics Investigator forwards a copy of the Grievance to the Ethics Committee for review and discussion.

Step 4: Investigation

Within 30 days of receipt of the written complaint, the VARR Ethics Committee will complete an objective investigation of the matter and record the findings in writing; an extension of no more than 30 days may be granted for investigations that take longer than the initial 30-day timeframe. No member of the Ethics Committee, Executive Member, or VARR Board Member shall intentionally try to stall, prolong, or delay proceedings. The complainant/ grievant and or respondent may be requested to appear separately in front of the Ethics Committee. Written notice of the time and date will be sent to the grievant at least 10 days prior to the hearing.

Step 5: Presentation to the Board

VARR Ethics Committee presents to the VARR Board Members at the next scheduled board meeting. The presentation shall include the compliant/ grievance; investigation summary including an objective account of everything that transpired to result in the grievance and as well as anything that has occurred as a result of the grievance, and the recommended action to be taken.

Step 6: Board Decision / Recommendations

VARR Board of Directors will discuss and make a formal recommendation for the vote at the next board meeting. A report of the findings, voting results, and corrective actions to be taken will be provided to the grievant via email within 14 business days after the board meeting. The proceedings will be recorded in board meeting minutes to keep official record.

File a Grievance