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D. Record of Hearing <br />An administrative file containing support documents on the complaint resolution <br />process hearing conducted will be retained by the Santa Ana LWIA. The purpose of <br />a record is to serve as substantiation of the process followed by the Santa Ana LWIA <br />on the resolution of the issues and the results. This information would then be <br />available for subsequent review in the event the matter is raised with the State. Such <br />records must be retained for a three -year period after the grant has been officially <br />closed out. <br />The Santa Ana LWIA's written decision will be included in the record. Evidence <br />received at the hearing, notes by the hearing officer, stenographer's notes and tape <br />recordings may also be used. <br />E. Establishment of Complaint Procedures <br />In accordance with Section 667,600, each employing agency including private -for- <br />profit employers of participants under the Act is required to establish a complaint <br />procedure for resolving matters relating to the terms and conditions of employment. <br />Employers may operate their own grievance system or may utilize the Santa Ana <br />LWIA's established procedures under Section 667.600. At a minimum these <br />procedures must include: <br />Written notice, upon enrollment into employment training services, of the scope <br />and availability of such procedures. Employer's grievance procedures shall be <br />set forth in a written document and must meet the regulation mandate that a <br />complaint will be resolved with sixty (60) days from the date the complaint was <br />filed. A copy of employer's grievance procedure shall be provided to each <br />participant upon enrollment in employment training. <br />2. Written notice, at the time the grievance is filed, of the procedures under which <br />the grievance will be processed. <br />Written notification of the disposition of the grievance and a written decision shall <br />be issued within thirty (30) days of the filing of the grievance unless a present and <br />long established grievance specifically provides other limits; and <br />4. Written notification of the participant's right to request a review of the employer's <br />decision by the Santa Ana LWIA and the State Review Panel in accordance with <br />Section 667.600. <br />12 <br />