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Page 4 of 20 <br />Meeting the EEOP Requirement <br />If your organization has less than fifty employees or receives an award of less than $25,000 or is a nonprofit organization, a medical <br />institution, an educational institution, or an Indian tribe, then it is exempt from the EEOP requirement. To claim the exemption, your <br />organization must complete and submit Section A of the Certification Form, which is available online at <br />littp://www.ojp.Lisdoj,gov/abotit/ocr/pdfs/cert.pdf, <br />Ifyour organization is a government agency or private business and receives an award of $25,000 or more, but less than $500,000, and has <br />fifty or more employees (counting both full- and part-time employees but excluding political appointees), then it has to prepare a <br />Utilization Report (formerly called an EEOP Short Form), but it does not have to submit the report to the OCR for review. Instead, your <br />organization has to maintain the Utilization Report on file and make it available for review on request. In addition, your organization has to <br />complete Section B of the Certification Form and return it to the OCR. The Certification Form is available at <br />httP://www,ojp.usdoj.gov/about/ocr/pdfs/cert.pdf <br />If your organization is a government agency or private business and has received an award for $500,000 or more and has fifty or more <br />employees (counting both full- and part-time employees but excluding political appointees), then it has to prepare a Utilization Report <br />(formerly called an EEOP Short Form) and submit it to the OCR for review within sixty days from the date of this letter. For assistance in <br />developing a Utilization Report, please consult the OCR's website at http://www.ojp,tisdgi,gov/about/ocr/eeop.htni. In addition, your <br />organization has to complete Section C of tine Certification Form and return it to the OCR. The Certification Form is available at <br />http://www.qjp.usdoj.gov/about/ocr/pdfs/cert.pdf <br />'fo comply with the EEOP requirements, you may request technical assistance from an EEOP specialist at the OCR by telephone at (202) <br />307.0690, by TTY at (202) 307-2027, or by e-mail at EEOsubmissonQusdoj.gov. <br />Meeting the Requirement to Submit Findings of Discrimination <br />If in the three years prior to the date of the grant award, your organization has received an adverse finding of discrimination based on race, <br />color, national origin, religion, or sex, after a due -process hearing from a state or federal court or from a state or federal administrative <br />agency, your organization must send a copy of the finding to the OCR. <br />Ensuring the Compliance of Subrecipients <br />SAAs must have standard assurances to notify, subrecipients of their civil rights obligations, written procedures to address discrimination <br />complaints filed against subrecipients, methods to monitor subrecipients' compliance with civil rights requirements, and a program to train <br />subrecipients on applicable civil rights laws. In addition, SAAs must submit to the OCR every three years written Methods of <br />Administration (MOA) that summarize the policies and procedures that they have implemented to ensure the civil rights compliance of <br />subrecipients, For more information on tine MOA requirement, see http:// vww.ojp.usdgi.gov/funding/other_requirements.litm. <br />If the OCR can assist you in any way in fulfilling your organization's civil rights responsibilities as a recipient of federal financial <br />assistance, please contact us. <br />Sincerely, <br />a. <br />Michael L. Alston <br />Director <br />cc: Grant Manager <br />Financial Analyst <br />