Clarence Wilson v. Department of Veterans Affairs 01995055 December 21, 2001 . Clarence Wilson, Complainant, v. Anthony J. Principi, Secretary, Department of Veterans Affairs, Agency. Appeal No. 01995055 Agency No. 93-2862 Hearing No. 250-94-8183X DECISION On June 18, 1999, complainant timely initiated an appeal from the agency's final decision dated May 5, 1999, concerning his equal employment opportunity (EEO) complaint of unlawful employment discrimination in violation of Title VII of the Civil Rights Act of 1964 (Title VII), as amended, 42 U.S.C. § 2000e et seq. The appeal is accepted pursuant to 29 C.F.R. § 1614.405. Complainant alleges he was discriminated against on the basis of his race (African-American) when he was denied numerous promotional opportunities to positions outside of the Environmental Management Service (EMS). For the following reasons, the Commission REVERSES the agency's final decision. ISSUES PRESENTED The issues presented in this appeal are whether complainant (a) timely contacted an EEO counselor and, if so, (b) was subjected to discrimination on the basis of his race when he applied for numerous positions. BACKGROUND The record evidence reveals that during the relevant time, complainant was employed as a WG-2 Housekeeping Aid in EMS at the North Little Rock, Arkansas, facility known as Fort Root Veterans Affairs Hospital. Complainant filed a formal EEO complaint on July 3, 1993, alleging that the agency had discriminated against him as referenced above. At the conclusion of the investigation, complainant received a copy of the investigative report and was informed of his right to request a hearing before an EEOC Administrative Judge (AJ) or alternatively, to receive a final decision by the agency. Complainant requested a hearing before an AJ. Since the issues raised by complainant were substantially identical to complaints filed by five of his co-workers, the AJ, sua sponte, consolidated the six separate complaints for hearing.<1> By letter dated October 21, 1994, the agency requested that the AJ remand the complaint back to the agency for a decision concerning timeliness. The AJ decided not to remand the cases and assumed jurisdiction over the complaints after finding that they were properly before her. Following the hearing, the AJ issued a decision finding that complainant had established that he had been subjected to intentional race discrimination.<2> The AJ concluded that complainant established a prima facie case of disparate treatment based on race. The record reflects that since 1984 complainant applied for numerous positions in the Engineering Service and, although complainant was deemed qualified for several of these positions, he was not selected, and in each instance the selectee was White. In particular, the record evidence showed that complainant enrolled in vocational school and obtained a certificate in air conditioning and refrigeration. After completing his training, complainant worked with an air conditioning and refrigeration mechanic for two years before commencing his own repair service. Complainant currently works part-time as an air conditioning and refrigeration mechanic. The record evidence shows that although complainant applied for positions as an Air Conditioning Mechanic Helper he was never selected. In fact, complainant listed thirty-six (36) positions that he had applied for on his Official Personnel File (OPF) data sheet. However, at the hearing he provided evidence for only seventeen of the non-selections. The AJ determined that complainant failed to establish a prima facie case of race discrimination for ten of the positions because he did not show that he qualified for those positions, but found that complainant did establish a prima facie case of race discrimination for the following seven positions: Heavy Equipment Mobile Mechanic, WG-9; Motor Vehicle Operator, WG-4; Air Conditioning Mechanic Helper, WG-5/6/7 in December 1988 and February 1990; Pest Controller, WG-5/7/9; and Police Officer, GS-4/5 in February 1991 and January 1992. The AJ also concluded that the agency failed to articulate legitimate, nondiscriminatory reasons for its actions. Specifically, the AJ found that the selecting official (SO) responsible for all of the hiring in the service since 1980 was never asked to articulate reasons for complainant's non-selections. In point of fact, the record reveals that SO did not recall the selections at issue. The AJ noted that the agency did not explain why complainant, although qualified for several positions, was consistently rated lower than the selectees even when a review of the record indicated that he was more qualified. Concluding that the agency was silent in the face of complainant's prima facie showing, and that the presumption of discrimination stood unrebutted, the AJ determined that the agency had discriminated against complainant on the basis of his race. The agency's FAD dated May 5, 1999, rejected the AJ's decision. In particular, the agency determined that the AJ's findings were premature because the complaint should have been remanded back to the agency for an acceptability determination concerning the issue of timeliness. The Commission, in Wilson v. Department of Veterans Affairs, EEOC Appeal No. 01962213 (February 26, 1997), aff'd, EEOC Request No. 05970625 (December 3, 1998), found the record inadequate to make a determination as to timeliness. Accordingly, we remanded the complaint to the agency and ordered the agency to contact complainant and provide him the opportunity to show that he timely contacted an EEO counselor. Upon receipt of the additional information from complainant, we also ordered the agency to either issue a new FAD dismissing the complaint on the grounds that complainant failed to timely contact an EEO counselor; or issue a new FAD accepting, rejecting, or modifying the AJ's findings. After collecting additional information from complainant, the agency dismissed all non-selections that occurred prior to December 1992 for untimely EEO counselor contact. It is from this decision that complaint now appeals.<3> ANALYSIS AND FINDINGS Procedural Analysis and Findings The AJ denied the agency's motion to remand the complaint for a determination of whether complainant had timely contacted an EEO counselor on the basis that complainants had undertaken substantial expense in preparation for the hearing and retained an expert and paid his fees, including his travel expenses. The AJ also noted that the administrative process proceeded for years without the agency dismissing the complaint or otherwise raising timeliness issues. The Commission notes, however, that it is well settled that a federal agency can raise issues of timeliness at any time prior to a finding of discrimination by an AJ or the agency itself. See e.g. Hill v. General Services Administration, EEOC Request No. 05890383 (September 12, 1989). In addition, we note that the motion to remand was made at a point in time when there had been no express waiver of the time limits by the agency, no final agency decision finding discrimination and no recommended decision of an AJ finding discrimination. See Wilson v. Department of Veterans Affairs, EEOC Request No. 05970625 (December 3, 1998). Nonetheless, the Commission further notes that dismissal of a complaint based on untimeliness is not proper where complainant has alleged a timely continuing violation. Specifically, EEOC Regulation 29 C.F.R. § 1614.105(a)(1) requires that complaints of discrimination should be brought to the attention of the EEO counselor with forty-five (45) days of the date of the matter alleged to be discriminatory or, in the case of a personnel action, within 45 days of the action. In determining the timeliness of an EEO complaint under Title VII, the critical question is whether any present violation exists. Delaware State College v. Ricks, 449 U.S. 250, 257 (1980). The Commission has held that a complainant may not simply allege a continuing violation, but must present facts that are sufficient to show that he or she was subjected to an alleged ongoing unlawful employment practice which continued into the 45-day period for EEO counselor contact. Anisman v. Department of the Treasury, EEOC Request No. 05A00283 (April 12, 2001). In other words, while the time requirements for initiating EEO counseling can be waived as to certain claims within a complaint, to do so, complainant must show these claims constitute a continuing violation; that is, a series of related discriminatory acts, having a common nexus or theme, one of which fell within the time period for contacting an EEO counselor. See Reid v. Department of Commerce, EEOC Request No. 05970705 (April 22, 1999). Factors that must be considered to determine whether there is a nexus include: (1) the time interval between the timely and untimely events; (2) whether the events were of a similar nature; (3) whether the adverse actions were taken by the same individual or groups of individuals; or (4) whether the actions were motivated by the same discriminatory animus. Complainant, in the instant case, identified numerous positions in the Engineering Service that he had applied for and was non-selected. These positions would have taken him out of the housekeeping unit and placed him in an environment with more growth opportunity. The record evidence shows that during the entire time frame that complainant applied for these positions, the agency had the same selecting official in the Engineering Service. In addition, complainant alleged that when he contacted an EEO counselor, the alleged practice of treating similarly situated White employees differently regarding promotions allegedly remained in effect. It is undisputed that at least one of the non-selections occurred within the 45 calendar day period for EEO counselor contact. Specifically, complainant applied and was not selected for a WG-9/10 Pipe Fitter position, advertised under Vacancy Announcement No. 94-C-019 in February 1994. The record reflects that complainant became aware that he was non-selected for this position about two weeks after he applied. The record also reflects that he immediately contacted an EEO counselor. Thus, we find that complainant has established a nexus and we conclude that, his EEO counselor contact was timely. The Commission finds, therefore, that complainant has stated a timely raised continuing violation non-selection claim which should be processed pursuant to 29 C.F.R. § 1614.109 et seq. When a continuing violation is alleged, the running of the period for initiating a Title VII complaint starts from the most recent occurrence of the alleged discrimination and not from the first occurrence. Conference Report to the Equal Opportunity Act of 1992, Pub.L.No. 92-261, 86 Stat. 103 (1972) (which amended Title VII, to, among other things, provide a cause of action for the victims of unlawful employment discrimination by federal agencies), discussed in Milton v. Weinberger, 645 F.2d 1070, 1075 n. 14 (D.C. Cir. 1981); see also Havens Realty Corp. v. Coleman, 455 U.S. 363, 381 (1982) (when a complainant challenges not just one incident of conduct violative of the Fair Housing Act, but an unlawful practice that continues into the limitations period, the complainant is timely when it is filed within 180 days of the last occurrence of that practice). Where a challenged violation is a continuing one, any concern about the staleness of a claim disappears. Id. at 380. Recent decisions by United States Courts of Appeals have held that a complainant may seek a remedy for continuing employment discrimination regardless of whether complainant had prior notice or a reasonable suspicion that his or her rights were being violated. Morgan v. National Railroad Passenger Corp. d/b/a Amtrak, 232 F.3d 1008, 1014-1018 (9th Cir. 2000). Therefore, because complainant, in the instant complaint, contacted an EEO counselor within 45 calendar days of an occurrence of the allegedly on-going discriminatory employment practice, his EEO counselor contact was timely as to that allegedly unlawful employment practice, whether or not he suspected discrimination more than 45 calendar days before his EEO counselor contact. Based on the foregoing, we find that even if the AJ had remanded the complaint to the agency, complainant's complaint could not have been properly dismissed for untimely EEO counselor contact. Thus, the complaint was properly before the AJ. We will now proceed to an analysis of whether the record contains substantial evidence to support the AJ's finding of discrimination. Merits Analysis and Findings Pursuant to 29 C.F.R. § 1614.405(a), all post-hearing factual findings by an AJ will be upheld if supported by substantial evidence in the record. Substantial evidence is defined as “such relevant evidence as a reasonable mind might accept as adequate to support a conclusion.” Universal Camera Corp. v. National Labor Relations Board, 340 U.S. 474, 477 (1951) (citation omitted). A finding regarding whether or not discriminatory intent existed is a factual finding. See Pullman-Standard Co. v. Swint, 456 U.S. 273, 293 (1982). In the absence of direct evidence of discrimination, the allocation of burdens and order of presentation of proof in a Title VII case alleging discrimination is a three-step process. McDonnell Douglas Corp. v. Green, 411 U.S. 792, 802-803 (1973). First, complainant must establish a prima facie case of discrimination by presenting facts that, if unexplained, reasonably give rise to an inference of discrimination; i.e., that a prohibited consideration was a factor in the adverse employment action. McDonnell Douglas, 411 U.S. at 802. Next, the agency must articulate a legitimate, nondiscriminatory reason(s) for its actions. Texas Department of Community Affairs v. Burdine, 450 U.S. 248, 253 (1981). If the agency is successful, then the complainant must prove, by a preponderance of the evidence, that the legitimate reason(s) proffered by the agency was a pretext for discrimination. Id. at 256. Complainant may establish a prima facie case of race discrimination by showing: (1) he is a member of a protected class; (2) he was qualified for the position; (3) he was not selected for the position; and (4) he was accorded less favorable treatment from that given to persons otherwise similarly situated. Williams v. Department of Education, EEOC Request No. 05970561 (August 6, 1998). Complainant may also set forth evidence of acts from which, if otherwise unexplained, an inference of discrimination can be drawn. Furnco Construction Corp. v. Waters, 438 U.S. 567, 576 (1978). In the instant case, it is not disputed that complainant applied for several positions, including: Heavy Equipment Mobile Mechanic, Motor Vehicle Operator, Air Condition Equipment Mechanic Helper and Police Officer. Although complainant was deemed qualified for these positions by the agency, he was not selected. The record reflects that the agency selected White individuals for these positions. Consequently, we find that complainant has established a prima facie case of race discrimination. The burden of production now shifts to the agency to rebut the presumption by articulating a legitimate, nondiscriminatory reason for the non-selections. While the agency's burden of production is not onerous, it must nevertheless provide a specific, clear, and individualized explanation for the treatment accorded complainant. Complainant is entitled to some rationale for his non-selections that provides him with an opportunity to attempt to satisfy his ultimate burden of proving that the agency's explanation was a pretext for discriminatory animus. In the case before us, we find that the agency did not meet this burden. In an effort to articulate its reasons, the agency presented testimony from the selecting official (SO) for all positions in the Engineering Service since 1980. SO's testimony however, does not contain any reasons for complainant's non-selections. In point of fact, SO testified that he did not recall any of the non-selections at issue. The record evidence also shows that the agency proffered the testimony of the general foreman (SO2) in the Engineering Service. However, he too, failed to articulate a legitimate, nondiscriminatory reason for complainant's non-selections. The agency also did not present any interview notes or other written documentation that would have provided some evidence to support their selections. Thus, the ability to conduct a comparative analysis was effectively thwarted. The Commission notes that the agency conceded that the necessary information could have been obtained. We find that the evidence presented by the agency is not sufficient to provide that specific, clear, and individualized explanation that is required by Burdine to explain why complainant was not selected for the positions for which he was qualified. Instead, the agency's articulation consisted of conclusory statements that complainant was not the best qualified and therefore not selected. Under these circumstances, we conclude that the agency did not articulate a legitimate, nondiscriminatory reason for not selecting complainant. Thus, we conclude that in light of the agency's failure to meet its burden of production, that the agency discriminated against complainant on the basis of his race. With regard to the question of the appropriate remedy, 29 C.F.R. § 1614.501(c)(1) states that “back pay liability under Title VII . . . is limited to two years prior to the date the discrimination complaint was filed.” The record evidence shows that complainant filed the instant complaint on July 3, 1993. Accordingly, we find that complainant is entitled to back pay commencing on July 3, 1991. In addressing the question of compensatory damages, the AJ concluded that complainant was entitled to an award of compensatory damages. The Commission notes that in Landgraf v. USI Film Products, 511 U.S. 244 (1994), the Supreme Court held that the compensatory provision of the Civil Rights Act of 1991 (the Act) may not be retroactively applied to conduct that occurred before the November 21, 1991, effective date of the Act. The record shows that the most recent non-selection that was found to be discriminatory occurred in February 1992, which is subsequent to the effective date of the Act. Consequently, we agree with the AJ's conclusion that complainant is entitled to compensatory damages with regard to this non-selection. CONCLUSION Based on the foregoing, the Commission finds that the AJ's findings of fact are supported by substantial evidence. The Commission also finds that the AJ's decision summarized the relevant facts and referenced the appropriate regulations, policies, and laws. The Commission further finds that complainant timely contacted an EEO counselor. Therefore, we discern no basis to disturb the AJ's decision. After a careful review of the record, including complainant's arguments on appeal, the agency's response, and arguments and evidence not specifically discussed in this decision, the Commission REVERSES the agency's final order which rejected the AJ's finding of discrimination. The agency is ordered to take remedial actions in accordance with this decision and the ORDER below. ORDER (D0900) The agency is ordered to take the following remedial action: Within thirty (30) calendar days of the date this decision becomes final, the agency shall offer to promote complainant to the position of WG-9 Heavy Equipment Mobile Mechanic, in the Engineering Service, or in a position that has substantially the same or similar duties and level of responsibility. The agency shall award seniority and other employee benefits due complainant retroactive to July 1991, pursuant to 29 C.F.R. § 1614.501(c)(1). Complainant shall be given thirty (30) calendar days from receipt of this offer within which to accept or decline the offer. Failure to accept the offer within the aforementioned time period will be considered a rejection of the offer, unless complainant can show that circumstances beyond his control prevented a response within the time limit. Within thirty (30) calendar days of the date this decision becomes final, the agency shall determine the appropriate amount of back pay (with interest, if applicable) and other benefits due complainant, pursuant to 29 C.F.R. § 1614.501, no later than sixty (60) calendar days after the date this decision becomes final. The complainant shall cooperate in the agency's efforts to compute the amount of back pay and benefits due, and shall provide all relevant information requested by the agency. If there is a dispute regarding the exact amount of back pay and/or benefits, the agency shall issue a check to the complainant for the undisputed amount within sixty (60) calendar days of the date the agency determines the amount it believes to be due. The complainant may petition for enforcement or clarification of the amount in dispute. The petition for clarification or enforcement must be filed with the Compliance Officer, at the address referenced in the statement entitled "Implementation of the Commission's Decision." The issue of compensatory damages is REMANDED to the Hearings Unit of the Memphis District Office. The agency is directed to submit a copy of the complaint file to the EEOC Hearings Unit within fifteen (15) calendar days of the date this decision becomes final. The agency shall provide written notification to the Compliance Officer at the address set forth below that the complaint file has been transmitted to the Hearings Unit. Thereafter, the Administrative Judge must be assigned in an expeditious manner to further process the issue of compensatory damages in accordance with the regulations. The agency is directed to provide training to all of its management and supervisory employees at the Fort Root Veterans Affairs Hospital to sensitize them to the issue of discrimination in the workplace, and to apprise them of their responsibilities as federal management officials to adhere to EEO laws and to provide equal opportunities to all employees regardless of race. The agency is further directed to submit a report of compliance, as provided in the statement entitled "Implementation of the Commission's Decision." The report shall include supporting documentation of the agency's calculation of back pay and other benefits due complainant, including evidence that the corrective action has been implemented. POSTING ORDER (G0900) The agency is ordered to post at its Fort Root Veterans Affairs Hospital facility in North Little Rock, Arkansas copies of the attached notice. Copies of the notice, after being signed by the agency's duly authorized representative, shall be posted by the agency within thirty (30) calendar days of the date this decision becomes final, and shall remain posted for sixty (60) consecutive days, in conspicuous places, including all places where notices to employees are customarily posted. The agency shall take reasonable steps to ensure that said notices are not altered, defaced, or covered by any other material. The original signed notice is to be submitted to the Compliance Officer at the address cited in the paragraph entitled "Implementation of the Commission's Decision," within ten (10) calendar days of the expiration of the posting period. ATTORNEY'S FEES (H0900) If complainant has been represented by an attorney (as defined by 29 C.F.R. § 1614.501(e)(1)(iii)), he is entitled to an award of reasonable attorney's fees incurred in the processing of the complaint. 29 C.F.R. § 1614.501(e). The award of attorney's fees shall be paid by the agency. The attorney shall submit a verified statement of fees to the agency -- not to the Equal Employment Opportunity Commission, Office of Federal Operations -- within thirty (30) calendar days of this decision becoming final. The agency shall then process the claim for attorney's fees in accordance with 29 C.F.R. § 1614.501. IMPLEMENTATION OF THE COMMISSION'S DECISION (K0501) Compliance with the Commission's corrective action is mandatory. The agency shall submit its compliance report within thirty (30) calendar days of the completion of all ordered corrective action. The report shall be submitted to the Compliance Officer, Office of Federal Operations, Equal Employment Opportunity Commission, P.O. Box 19848, Washington, D.C. 20036. The agency's report must contain supporting documentation, and the agency must send a copy of all submissions to the complainant. If the agency does not comply with the Commission's order, the complainant may petition the Commission for enforcement of the order. 29 C.F.R. § 1614.503(a). The complainant also has the right to file a civil action to enforce compliance with the Commission's order prior to or following an administrative petition for enforcement. See 29 C.F.R. §§ 1614.407, 1614.408, and 29 C.F.R. § 1614.503(g). Alternatively, the complainant has the right to file a civil action on the underlying complaint in accordance with the paragraph below entitled "Right to File A Civil Action." 29 C.F.R. §§ 1614.407 and 1614.408. A civil action for enforcement or a civil action on the underlying complaint is subject to the deadline stated in 42 U.S.C. 2000e-16(c) (1994 & Supp. IV 1999). If the complainant files a civil action, the administrative processing of the complaint, including any petition for enforcement, will be terminated. See 29 C.F.R. § 1614.409. STATEMENT OF RIGHTS - ON APPEAL RECONSIDERATION (M0701) The Commission may, in its discretion, reconsider the decision in this case if the complainant or the agency submits a written request containing arguments or evidence which tend to establish that: 1. The appellate decision involved a clearly erroneous interpretation of material fact or law; or 2. The appellate decision will have a substantial impact on the policies, practices, or operations of the agency. Requests to reconsider, with supporting statement or brief, must be filed with the Office of Federal Operations (OFO) within thirty (30) calendar days of receipt of this decision or within twenty (20) calendar days of receipt of another party's timely request for reconsideration. See 29 C.F.R. § 1614.405; Equal Employment Opportunity Management Directive for 29 C.F.R. Part 1614 (EEO MD-110), 9-18 (November 9, 1999). All requests and arguments must be submitted to the Director, Office of Federal Operations, Equal Employment Opportunity Commission, P.O. Box 19848, Washington, D.C. 20036. In the absence of a legible postmark, the request to reconsider shall be deemed timely filed if it is received by mail within five days of the expiration of the applicable filing period. See 29 C.F.R. § 1614.604. The request or opposition must also include proof of service on the other party. Failure to file within the time period will result in dismissal of your request for reconsideration as untimely, unless extenuating circumstances prevented the timely filing of the request. Any supporting documentation must be submitted with your request for reconsideration. The Commission will consider requests for reconsideration filed after the deadline only in very limited circumstances. See 29 C.F.R. § 1614.604(c). COMPLAINANT'S RIGHT TO FILE A CIVIL ACTION (R0900) This is a decision requiring the agency to continue its administrative processing of your complaint. However, if you wish to file a civil action, you have the right to file such action in an appropriate United States District Court within ninety (90) calendar days from the date that you receive this decision. In the alternative, you may file a civil action after one hundred and eighty (180) calendar days of the date you filed your complaint with the agency, or filed your appeal with the Commission. If you file a civil action, you must name as the defendant in the complaint the person who is the official agency head or department head, identifying that person by his or her full name and official title. Failure to do so may result in the dismissal of your case in court. "Agency" or "department" means the national organization, and not the local office, facility or department in which you work. Filing a civil action will terminate the administrative processing of your complaint. RIGHT TO REQUEST COUNSEL (Z1199) If you decide to file a civil action, and if you do not have or cannot afford the services of an attorney, you may request that the Court appoint an attorney to represent you and that the Court permit you to file the action without payment of fees, costs, or other security. See Title VII of the Civil Rights Act of 1964, as amended, 42 U.S.C. § 2000e et seq.; the Rehabilitation Act of 1973, as amended, 29 U.S.C. §§ 791, 794(c). The grant or denial of the request is within the sole discretion of the Court. Filing a request for an attorney does not extend your time in which to file a civil action. Both the request and the civil action must be filed within the time limits as stated in the paragraph above ("Right to File A Civil Action"). FOR THE COMMISSION: ______________________________ Carlton M. Hadden, Director Office of Federal Operations December 21, 2001 __________________ Date 1 See Horton v. Department of Veterans Affairs, EEOC Appeal No. 01961514 (February 26, 1997); Rhodes v. Department of Veterans Affairs, EEOC Appeal No. 01962212 (February 26, 1997); Wilson v. Department of Veterans Affairs, EEOC Appeal No. 01962213 (February 26, 1997); Mitchell v. Department of Veterans Affairs, EEOC Appeal No. 01962214 (February 26, 1997); Estus v. Department of Veterans Affairs, EEOC Appeal No. 01962215 (February 26, 1997); and, Abernathy v. Department of Veterans Affairs, EEOC Appeal No. 01962216 (February 26, 1997). 2 The AJ also found that complainant had failed to meet his burden of proving disparate impact. 3 The agency found that four non-selections were timely challenged and accepted them for further processing. The agency issued a FAD on the merits adopting the AJ's finding of no discrimination with respect to one of these non-selections. In regard to the remaining three non-selections, which were among those not challenged at the hearing and, thus, not addressed by the AJ, the agency found that complainant failed to establish a prima facie case of race discrimination because he did not show that he was minimally qualified. Complainant also appealed from that FAD. See Wilson v. Department of Veterans Affairs, EEOC Appeal No. 01A01908 ( _______, 2001). �