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<br />19 <br /> <br />6.2 Ineligible Use of Funds <br />Lead/subgrantees must inform Commerce if grant funds are spent on ineligible expenses. Reasonable <br />attempts must be made to prevent ineligible use of funds. <br />6.3 Personal Identifying Information <br />Personal identifying information must never be sent electronically unless sent via a secure file transfer. <br />Request secure file transfer login credentials from Commerce. <br />6.4 Grievance Procedure <br />Lead/subgrantees must have a written grievance procedure for households seeking or receiving <br />services which includes the participant’s right to review decisions and present concerns to program <br />staff not involved in the grievance. <br /> <br />This procedure must: <br /> Clearly describe how participants can request a review or report concerns <br /> Be accessible to all participants seeking or receiving services <br />6.5 Termination and Denial of Service Policy <br />Lead/subgrantees must have a termination and denial policy. <br /> <br />This policy must: <br /> Describe the reasons a household would be denied services and/or terminated from program <br />participation <br /> Describe the notification process <br /> Ensure participants are made aware of the grievance procedure <br />6.6 Records Maintenance and Destruction <br />Lead/subgrantees must maintain records relating to this grant for a period of six years following the <br />date of final payment. <br />Paper records derived from HMIS which contain personally identifying information must be destroyed <br />within seven years after the last day the household received services from the lead/subgrantee. <br />6.7 Nondiscrimination <br />Lead/subgrantees must comply with all federal, state, and local nondiscrimination laws, regulations <br />and policies. <br /> <br />Lead/subgrantees must comply with the Washington State Law against Discrimination, RCW 49.60, as it <br />now reads or as it may be amended. RCW 49.60 currently prohibits discrimination or unfair practices <br />because of race, creed, color, national origin, families with children, sex, marital status, sexual <br />orientation, age, honorably discharged veteran or military status, or the presence of any sensory, <br />mental, or physical disability or the use of a trained guide dog or service animal by a person with a <br />disability. <br /> <br />Lead/subgrantees must comply with the Federal Fair Housing Act and its amendments as it now reads <br />or as it may be amended. The Fair Housing Act currently prohibits discrimination because of race, <br />Attachment C <br />Page 036