VRE Title VI Complaint and Investigation Procedures

These procedures cover all complaints under Title VI of the Civil Rights Act of 1964, Executive Order 12898 “Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations” (1994), and Executive Order 13166 “Improving Access to Services for Person with Limited English Proficiency” (2000), for alleged discrimination in any program or activity administered by the Virginia Railway Express (VRE). The complaint and investigation procedures are co-administered by the VRE and Potomac and Rappahannock Transportation Commission (PRTC), one of VRE’s owners.

Any individual, group of individuals, or entity that believes they have been subjected to discrimination prohibited under Title VI and the related statutes may file a complaint, completing the complaint form to the following address:

Manager of Operations and Customer Communications/Title VI Coordinator
Virginia Railway Express
1500 King Street, Suite 202
Alexandria, VA 22314
703-684-1001

The following measures will be taken to resolve Title VI complaints:

1. A formal complaint must be filed within 180 days of the alleged occurrence.  Complaints shall be in writing and signed by the individual or his/her representative, and will include the complainant's name, address and telephone number; name of alleged discriminating person, basis of complaint (race, color, income, national origin) and the date of the alleged act(s). A statement detailing the facts and circumstances of the alleged discrimination must accompany each complaint.
2. In the case where a complainant is unable or incapable of providing a written statement, a verbal complaint of discrimination may be made to the VRE Manager of Operations and Customer Communications. Under these circumstances, the complainant will be interviewed, and the VRE Manager of Operations and Customer Communications will assist the Complainant in converting the verbal allegations to writing.
3. When a complaint is received by the VRE Manager of Operations and Customer Communications, they will input the complaint in the Title VI database and submit the complaint to the Title VI Coordinator who will then provide written acknowledgement to the Complainant, within ten (10) days by registered mail.
4. If a complaint is deemed incomplete, additional information will be requested, and the Complainant will be provided thirty (30) business days to submit the required information.  Failure to do so may be considered good cause for a determination of no investigative merit.
5. Within fifteen (15) business days from receipt of a complete complaint, the Title VI Coordinator will determine whether the complaint has sufficient merit to warrant investigation as a Title VI complaint and within five (5) days of this decision VRE or PRTC will notify the Complainant, by registered mail, that it will either pursue or not a Title VI investigation. If the decision is not to investigate as a Title VI complaint, the notification shall specifically state the reason for the decision.
6. If the complaint has investigative merit a complete investigation will be conducted, and an investigative report will be completed within sixty (60) days from receipt of the complaint. The report will include a narrative description of the incident, summaries of all persons interviewed, a finding with recommendations for remedial steps as appropriate and necessary.  The remedial steps, if any, will be implemented as soon as practicable. The Complainant will receive a copy of the final report together with any remedial steps.
7. If no violation is found and the Complainant wishes to appeal the decision, he or she may appeal directly to the Chief Executive Officer of VRE, 1500 King Street, Suite 202, Alexandria, Virginia, 22314.
8. Complaints may also be filed with the Federal Transit Administrations, Office of Civil Rights, no later than 180 days after the date of the alleged discrimination, at 1760 Market Street, Suite 500, Philadelphia, PA 19103, phone: (215) 565-7255.
9. The VRE Manager of Operations and Customer Communications shall maintain a log of Title VI complaints received from this process. The log shall include the date the complaint was filed; a summary of the allegations; the status of the complaint; and actions taken by VRE/PRTC in response to the complaint. Should VRE/PRTC receive a Title VI complaint in the form of a formal charge or lawsuit, the General Counsel shall be responsible for the investigation and maintaining a log as described above.