Action Taken on PTO Request and System Access by Ursula Rogers
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From: Melton, Jennifer (CCI-Atlanta) <jennifer.melion@cox.com>
Sent: Tuesday, November 12, 2024 4:43 PM
To: Thomas Douglas <gethomesdata@outlook com>; Wilson, Keith (CCl-Atianta) <Keith.Wilson@cox.com>
ce: tdcoates@gmail.com <tdcoates@gmail.com>
Subject: RE: [EXTERNAL] Subject: Action Taken on PTO Request and System Access by Ursula Rogers - EEOC Charge Number: 12-2025-
00001
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Thomas Douglas <gethomesdata@outlook.com> Mon, Dec 9, 2024 at 2:54 PM
To: "tdcoates@gmail.com" <tdcoates@gmail.com>
From: Wilson, Keith (CCl-Atlanta) <Keith. Wilson@cox.com>
Sent: Wednesday, November 13, 2024 11:55 AM
To: Thomas Douglas <gethomesdata@outlook.com>
Subject: Read: Re: [EXTERNAL] Subject: Action Taken on PTO Request and System Access by Ursula Rogers - EEOC Charge Number: 12K-
2025-00001
Your message
To: Wilson, Keith (CCl-Atlanta)
Subject: Re: [EXTERNAL] Subject: Action Taken on PTO Request and System Access by Ursula Rogers - EEOC Charge
Number: 12K-2025-00001
Sent: Wednesday, November 13, 2024 11:50:35 AM (UTC-05:00) Eastern Time (US & Canada)
was read on Wednesday, November 13, 2024 11:55:38 AM (UTC-05:00) Eastern Time (US & Canada).
Thomas Douglas <gethomesdata@outiook.com> Wed, Nov 13, 2024 at 11:50 AM
To: "Melton, Jennifer (CCI-Atlanta)" <jennifer.melton@ox.com>, “Wilson, Keith (CCI-Allanta)® <Kaith Wilson@cox.com>
Ca: "tdcoates@qmail.com” <tdcoates@gmail. com>
Subject: Preservation of Documents Related to EEOC Proceedings
Dear Ms. Melton,
1am reaching out regarding the ongoing matters with Cox Communications and related filings with the U.S. Equal Employment
Opportunity Commission (EEOC). In light of these proceedings, itis crucial to address the responsibility for document
retention.
Please note the following preservation requirement, applicable to all parties involved in an EEOC-related investigation or
charge of discrimination:
Document Preservation Notice
Any person or organization subject to an EEOC complaint, investigation, or charge of discrimination must retain all records,
including but not limited to electronic communications, personnel files, policies, and procedures, relevant to the claim.
Destruction, alteration, or failure to preserve these documents may be deemed as spoliation and could result in adverse
inferences or penalties. Compliance with document retention is critical to ensure a fair and comprehensive review of all
pertinent facts
As the investigation progresses, please ensure adherence to this preservation requirement, as it will facilitate a thorough and
fair review of all pertinent documentation. | appreciate your cooperation in upholding these standards.
Thank you for your attention to this matter. Should you have any questions, please feel free to reach out.
Sincerely,
EEE ———
‘Thomas D. Coates
Melton, Jennifer (CCI-Atlanta) <jennifer.melion@cox.com> Tue, Nov 12, 2024 at 4:43 PM
To: Thomas Douglas <gethomesdata@outiook.com>, “Wilson, Keith (CCI-Allanta)® <Keith.Wilson@cox.com>
Ge: "dcoates@gmail.com” <tdcoates@gmail.com>
‘Good Afternoon, Mr. Coates:
In response to your PTO concerns (as outlined in your email dated November 9, 2024), we are in the process of conducting our annual
company-wide PTO audit. During this review, we noticed that your July PTO request (07/02/24 and 07/03/24) remained in pending status.
Atthe time of submission, your request should have been denied due to a negative balance of 21 PTO hours. Ms. Ursula Rogers removed
these two days as part of the normal auditing process of the Workday PTO fle, since we are now approaching the end of the year. The
negative PTO balance persisted through August 30, 2024. Now that your PTO balance no longer reflects a negative balance, Ursula was
able to process your PTO for September 2024 through November 2024, which is consistent with our standard procedure for employees who
are out on STD leave.
When you retur to work on November 21, 2024, you will have the opportunity to meet with your leader to discuss how you would like to
handle any remaining 2024 PTO in accordance with state law and company policy.
Please let me know if you have any additional questions andlor concerns.
Many thanks.
Best Regards,
Jennifer
Jennifer Melton [Senior Manager, Employee Relations & Compliance
‘Cox Communications, Inc.| 6206-B Peachiree Dunwoody Road, Atlanta, GA 30328
= jennifer, melton@cox.com| § 404-782-4836 Time Zone: Eastern Standard Time
2. Documentation of Responses
As the original inquiry contains significant procedural questions, | request that these questions receive formal responses
from the relevant departments. This will ensure clarity on the policies governing system access, notification processes, and
ADA accommodations for employees on leave.
3. Restoration and Preservation of Original PTO Request
Given the evidentiary importance of this PTO request, | request that it be restored within the system, or, if not possible,
that a record of ts existence and subsequent deletion be maintained.
Thank you for your attention to this matter. | have also attached documentation of system records and the original note
submitted in Workday, as well as the date and time of the cancellation by Ms. Rogers. Please feel free to reach out if further
clarification is needed.
Sincerely,
EEE ———
‘Thomas D. Coates
Confidentiality Notice
The information contained in this communication is confidential and intended solely for the use of the recipient identified
above. It may contain sensitive information governed by federal privacy laws, including but not limited to the Americans
with Disabilities Act (ADA) and the Health Insurance Portability and Accountability Act (HIPAA).
Unauthorized access, review, use, disclosure, or distribution is strictly prohibited and may result in legal action under
applicable laws. If you are not the intended recipient, please notify the sender immediately and delete this message
without further review or distribution.
This inquiry also serves as a formal request to update and correct any discrepancies in my records to ensure full compliance
with federal and company policies. Non-compliance or failure to address these matters may result in escalation to the EEOC,
WHD, or other relevant regulatory agencies.
Excerpt from Inquiry to Donte Holmes
Date Created: 28 Oct 2024, 15:26:06 [BELOW]
Post record attached to: HRC1149024 — Performance: Compensation case for Thomas Coates
Mon 10/28/2024 4:08 PM 2WFO System Access and PTO Submission Inquiry TO SUPERVISOR
DONTE HOLMES. html
UPLOADED WORKDAY - FORWARD TO APPROPRIATE PARTY(s)
100314831 _Coates_v_CoxCommunications EEOC Case #437-2024-02325
Subject: Official Inquiry and ADA Interactive Process Regarding WFO System Access and PTO Submission
TO: Supervisor, Donte Holmes
Date: 10/28/2024 re: 07/03/2024
Implications and Requested Actions
The actions taken by Ms. Rogers raise serious concerns regarding procedural consistency and transparency, particularly
given the detailed inquiries | made in relation to WFO system access, notification protocols, and policy application for
employees on shortterm disability. Additionally, the cancellation of this request without any engagement on the original
questions bypasses critical HR protocols and inhibits accurate documentation for future reference.
I request that the following steps be taken:
1. Investigation of Unauthorized Changes
Verify the reasons behind Ms. Rogers’ cancellation of my PTO request and determine whether this action aligns with
established HR protocols for handling employee records.
RE me 3 en Cre et EB EEA
= = SCREEN CAPTURE POST EVENT
EE SCREEN CAPTURE PRE EVENT attached
N -
The following are the details of my initial Workday note to my supervisor, Mr. Donte Holmes, which | believe r
the unauthorized cancellation:
+ WORKDAY SYSTEMS EVENT
Action Taken: Loavo Roques! Cancalaton
Ursula Rogers
Benefis Partner (Suparvisory)
(CCI HR Admiistation Corp (Lakita Gaines)
Date and Time: November 8, 2024, a 104 PH (1304.08)
Description: A user wih authorized access within the Workday systam nated and axocutod a cancelation of a lav request orginal submited by a
ifoont user. This action s tmesamped fo nical the precisa cancaation moment.
Cancellation Record
Canceled by: Authorized User
Tim of Cancokation: 01.04.08 PM on 1110012024
Subject: Action Taken on PTO Request and System Access by Ursula Rogers - EEOC Charge
Number: 12K-2025-00001
4 messages
Thomas Douglas <gethomesdata@outiook.com> Sat, Nov 9, 2024 at 5:19 Pl
To: "Melton, Jennifer (CCI-Atlanta)® <jennifer.mefton@cox.com>, "Wilson, Keith (CCI-Atlanta)" <Keith Wilson@cox.com>
Ce: "dcoates@gmai.com” <tdcoates@gmail.com>
Subject: Action Taken on PTO Request and System Access by Ursula Rogers - EEOC Charge Number: 12K-2025-00001
Dear Ms. Melton,
1am writing to inform you of a recent incident concerning a PTO request and the subsequent actions taken within the Workday
system by Ms. Ursula Rogers. This issue specifically relates to a PTO request initially submitted for July 2, 2024, and July 3, 2024,
‘which was left within the system to serve as evidence regarding access limitations and procedural consistency.
On Saturday, November 9, 2024, at 13:04, Ms. Rogers accessed Workday and canceled the PTO request without prior
notification or clear justification. This action was taken shortly after | submitted a formal request for an investigation into the
circumstances surrounding a denied PTO request from early July 2024. Her cancellation effectively modified a record that had
been preserved as part of this investigation, which sought clarity on the procedures, policies, and approval processes related to
the original PTO denial.