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9 <br />3. The agency will ensure that applicable grantees, contractors, cooperative <br />agreement recipients and other entities receiving state or federal dollars <br />are trained in the requirements of this policy. This training will be a <br />prerequisite of signing a contract with the agency and will be offered by <br />agency staff. <br />4. The agency will collect and maintain the following information about <br />training provided to staff: the date(s) of such training, the content of such <br />training, the number and types of credit hours awarded; and the names and <br />identifying information of each attendee at the training. The agency will <br />ensure that grantees, contractors, cooperative agreement recipients and <br />other applicable funded entities collect and maintain such information as <br />well. <br />V. Compliance Procedures, Reporting and Monitoring <br />A. Reporting <br />1. The agency will complete an annual compliance report and send this <br />report to DCA. <br />B. Monitoring <br />1. The agency will complete aself-monitoring report on a quarterly basis, <br />using a standardized reporting system providing by the DCA. These <br />reports will be maintained and stored by the Title VI compliance officer <br />and will be provided to the DCA upon request. <br />2. The agency will cooperate, when requested, with special review by the <br />DCA. <br />VI. Applicant/Recipient Complaints of Discriminatory Treatment <br />A. Complaints <br />The agency will provide assistance to LEP individuals who do not speak <br />or write in English if they indicate that they would like to file a complaint. <br />A complaint will be filed in writing, contain the name and address of the <br />person filing it or his/her designee and briefly describe the alleged <br />violation of this policy. <br />2. The agency will maintain records of any complaints filed, the date of <br />filing, actions taken and resolution. <br />8 <br />