Civil Rights and Accessibility

1. Nondiscrimination and equal access

GraduateSmart Inc. does not discriminate on the basis of race, color, national origin (including limited English proficiency), sex, age, or disability in its programs, services, or activities.

This commitment covers access, participation, eligibility decisions, delivery of services, and treatment within our programs. GraduateSmart will provide reasonable disability accommodations and appropriate language assistance so people can participate meaningfully.

The Nondiscrimination Coordinator named above coordinates these procedures, responds to access requests, and oversees civil rights complaints. The planned scholarship program’s nondiscrimination statement provides additional protections for that program.

2. Civil rights complaint and grievance procedure

Use this procedure to report discrimination based on race, color, national origin, sex, age, or disability; denial of disability or language assistance; or intimidation or retaliation. It covers students and other program participants, as well as complaints made by a representative on someone’s behalf.

How to file

Contact the Nondiscrimination Coordinator by email, phone, or mail using the information above. Tell us what happened, when and where it happened, who was involved, why you believe discrimination occurred, and what would help resolve the concern. Include your preferred way to receive a response and any language or accessibility needs. Include supporting information if you have it; you do not have to gather all the evidence before contacting us.

Submit a complaint as soon as possible. GraduateSmart does not impose a fixed internal filing deadline. If you need help putting a complaint in writing, we will provide it, document a phone or assisted complaint, and let you confirm the account. You may use your preferred language and may have a support person.

Review and response

1. Acknowledgment: We aim to acknowledge receipt within five business days, confirm the issues and assistance needed, and explain the next steps. Urgent access or safety concerns receive prompt attention while the complaint is reviewed.
2. Fair investigation: The coordinator or an uninvolved designee reviews relevant records, speaks with the people involved, and gives the complainant and responding person an opportunity to provide information. Findings use a preponderance of the evidence standard: whether discrimination or retaliation was more likely than not to have occurred. Information is shared only as needed for a fair review and any required action; complete confidentiality cannot be guaranteed.
3. Written outcome: We aim to issue a decision within 30 business days of receipt. It will describe the review, findings, whether discrimination or retaliation was found, and any corrective steps that can be shared while respecting others’ privacy. We will provide an accessible format or language assistance as needed. If more time is needed, we will explain the delay and give an expected response date.
4. Appeal: You may request an appeal within 15 business days after receiving the decision. Send it through the contact routes above, addressed to “Uninvolved Board reviewer,” and explain what should be reconsidered. An uninvolved Board member or designee who did not make the initial decision reviews the appeal. We aim to provide a written appeal outcome within 30 business days and will explain any delay.

These are GraduateSmart response targets. Business days exclude weekends and federal holidays. They do not change any external agency’s filing deadlines.

If the complaint involves the coordinator

The contact information above reaches Reginal Joseph directly. If a complaint concerns him, it must be referred to an uninvolved Board member or designee; he will not investigate it or decide its outcome or appeal. You may address a written complaint to “Uninvolved Board reviewer.” You may also use an external agency’s process without first using GraduateSmart’s procedure.

External EPA complaints

For complaints concerning a recipient of EPA financial assistance, EPA provides a separate complaint process. A signed written complaint with your contact information and a description of the alleged discrimination may be emailed to ECRD_Complaints@epa.gov. EPA generally requires filing within 180 calendar days of the last alleged act and may extend that period for good cause. Using GraduateSmart’s process does not pause that deadline. EPA’s jurisdiction depends on receipt of EPA funding.

EPA filing instructions, mailing address, and assistance

3. Protection from retaliation

GraduateSmart prohibits intimidation, threats, coercion, and retaliation against anyone who reports discrimination, requests accessibility or language assistance, opposes discrimination, or participates in a complaint or investigation.

Protection applies even when a complaint does not result in a finding of discrimination. Report suspected retaliation through the complaint procedure above. We will promptly assess the concern, consider protective measures, and take appropriate corrective action when retaliation is found. A person named in a retaliation complaint will not decide its outcome.

4. Disability accessibility and accommodations

GraduateSmart provides reasonable modifications and appropriate auxiliary aids and services at no charge to support equal participation and effective communication. Requests may concern online learning, website materials, meetings, or visits to facilities used for our programs.

Request an accommodation

Contact the coordinator above and describe the activity, date, barrier, and assistance or format you prefer. Examples include accessible electronic or large-print materials, captions, qualified sign-language interpretation, communication assistance, changes to how an online activity is completed, and an accessible meeting or visit location. Request help as early as you can; a late request will still be considered. You do not need to send medical records with your initial request.

We aim to acknowledge requests within five business days and prioritize time-sensitive activities. The coordinator will consult with you, give appropriate weight to your communication preference, and coordinate assistance with staff or the program location. If a requested method cannot be provided, we will explain why in writing and work with you on an effective alternative. We do not charge participants for required accommodations or communication aids.

If you encounter an access barrier or disagree with a response, use the civil rights complaint and appeal procedure above. You may ask for an interim way to participate while the issue is resolved.

5. Language access and limited English proficiency

GraduateSmart provides appropriate language assistance at no charge so people who have difficulty speaking, reading, writing, or understanding English can access our programs and participate meaningfully.

Request language help

Email, phone, or write to the coordinator above in your preferred language. Tell us which language you use, what activity or information you need help with, and any upcoming deadline. Assistance may include a qualified interpreter, translation, or an explanation of written materials in your language. You do not have to bring your own interpreter. We will not require a family member or child to interpret for you.

We aim to acknowledge requests within five business days, arrange appropriate assistance as promptly as possible, and prioritize scheduled activities and deadlines. We use qualified language assistance for consequential communications and check critical translations for accuracy rather than relying solely on unreviewed automated translation.

How we identify language needs

We ask about preferred language and assistance needs during program intake and when responding to requests. We review participant requests, the languages used in the communities our programs serve, and feedback from community partners. We consider how often a language is used and the importance of the activity when planning interpretation and translation. Vital information—such as eligibility, deadlines, consent, access rights, and complaint instructions—is prioritized for translation or another effective way to communicate it.

Report delayed, unavailable, or inadequate language assistance through the civil rights complaint procedure. The coordinator reviews language needs and these procedures at least annually and updates assistance arrangements as needed.