Section R51-4-6 - Recommendation and Decision1) Completion of the investigation shall result in a decision that the alleged circumstances occurred, did not occur, or could not be substantiated. a) If the alleged circumstances did occur, then the recommendation shall also include suggestions to address barriers in the future involving similar circumstances.b) If the alleged circumstances could not be substantiated, but the Department Coordinator is able to identify areas where department practices may be improved, then suggestions may be made to address barriers in the future involving similar alleged circumstances.c) The Department Coordinator shall be responsible for drafting the initial correspondence to the complainant.2) The correspondence shall be sent by the Department Coordinator to the commissioner and to the complainant. A copy of the correspondence shall be sent to the Grievance Coordinator and maintained in a department file.3) Within ten business days of the conclusion of the investigation, the Department Coordinator will notify the complainant in writing concerning the outcome of the investigation. a) The Department Coordinator shall maintain a record of the date that the written response is sent to the complainant to indicate that the complaint is completed.4) The commissioner shall take reasonable steps to implement the recommendation, including the suggestions to ameliorate barriers in the future involving similar circumstances.5) Any of the department deadlines may be reasonably extended for extenuating circumstances. Each extension of time shall be confirmed in writing to the complainant.6) All documents and correspondence regarding the investigation, recommendation, and decision shall be maintained in a department file and retained for the time set forth in the department's document retention policy in coordination with the Department of Human Resources.Amended by Utah State Bulletin Number 2021-18, effective 9/1/2021