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prior to issuing a decision letter to the complainant for the purpose of ovcrsight <br />and concurrence, if the complaint is from Food and Nutrition Services. <br />4. The Agency shall prepare a written report of the investigation that includes the <br />findings of the investigation with relation to the specific allegations of the <br />complaint and a summary of all interviews with the complainant, participants, and <br />community organizations and case file examinations. If an investigation is not <br />conducted, the State agency shall provide an explanation in its report to the <br />USDA -FNS or US DHHS. <br />5. All complaints, regardless of the originating office, shall be processed and <br />closed within 90 days of receipt. A decision letter shall be sent to the complainant <br />that contains: The name of the complainant, a review number, the date the <br />complaint was received, a statement of the jurisdictional authority, a statement of <br />each allegation and applicable regulation, if an investigation is warranted, the <br />methodology on how the complaint was investigated, and the conclusions. All <br />decision letters to complainants will include their appeal rights to USDA or US <br />DHHS. <br />Wt. Compliance Procedures, Reporting and Monitoring <br />A. Procedures <br />The Department will ensure effective communications for LEP <br />clients throughout the Department and recipients of federal funds <br />through self - evaluation, modification of services and training. <br />Every recipient of funds shall sign a compliance agreement with <br />the Department assuring that it is in compliance with departmental <br />policy. <br />B. Reporting <br />An annual compliance report shall be completed by each <br />Division/Institution of the Department and sent to the appropriate <br />Division/Institution within CheDepartment. Local entities shall <br />complete annual reports and send it to the appropriate agency <br />within the Department. If compliance is not met during the year or <br />in accordance with the compliance agreements, notification shall <br />be sent to the Office of General Counsel to the attention of the <br />compliance attorney. <br />Monitoring <br />l . Self - monitoring will be done on a quarterly basis by the <br />Department and local entities. These reports will be maintained <br />14 <br />Attachment number 1 \n <br />F -9 Page 173 <br />