Or. Admin. Code § 291-109-0220

Current through Register Vol. 63, No. 11, November 1, 2024

Section 291-109-0220 - Grievance and Appeal Submission Requirements

(1) If an AIC is unable to resolve an issue through informal communication, the department encourages the AIC to seek resolution of the issue by submitting a written grievance to the institution grievance coordinator using the department's approved AIC grievance form in accordance with these rules. As with informal communications, AICs shall use a civil and respectful tone and manner in their written grievances to attempt to resolve the issue or concern.

(a) Instructions for filing a grievance are found on the reverse side of the AIC grievance form, or the AIC may contact the institution grievance coordinator or the law library.

(b) Functional unit managers or designees shall ensure the approved AIC grievance forms are readily available to AICs in DOC correctional facilities.

(2) An AIC must use their DOC court name when submitting a grievance, which must be entered in the designated "Name" portion of the form. A secondary name an AIC is known by may also be listed underneath their court name on the form by adding "AKA" (or "also known as") before the additional name.

(3) Grievances must be legible and written within the appropriate space provided. A grievance may be up to three pages (single-sided) in length. An AIC must use a grievance form for each page of the grievance. Grievances that are not legible or contain multiple sentences per line will be returned to the AIC for correction.

(4) A grievance must include a complete description of the incident or issue being grieved, including date and time of the incident or issue being grieved, and the individual responsible for the incident or issue.

(5) An AIC may only submit supporting documentation if it directly relates to the incident or issue being grieved, such as program failures, AIC communications, etc. Any supporting documentation should be attached and submitted with the grievance and appeals. An AIC may submit no more than five pages (single-sided) of supporting documentation total per grievance or appeal. Communication forms seeking a response should not be attached to a grievance and should be submitted separately.

(6) If an AIC cannot complete the grievance form due to physical or mental impairments or language barriers, the AIC may contact the legal library for assistance. An AIC may also contact the institution grievance coordinator or institution ADA coordinator to request assistance.

(7) An AIC may not write a grievance for another AIC unless authorized by the institution grievance coordinator or institution ADA coordinator. However, the AIC submitting the grievance must still sign the grievance form.

(8) An AIC may submit only their signature on grievance or grievance appeal forms and all pages of the grievance or grievance appeal forms must be signed and dated.

(9) Grievances and appeal forms with foreign substances or potential biological hazards on them will not be processed. They will be disposed of in accordance with the institution's procedure on biological hazards. If the AICs name and SID is known the institution grievance coordinator will notify the AIC of the actions taken.

(10) Grievances and grievance appeal forms containing sexually explicit, derogatory, or offensive artwork, drawings, or other sexually explicit material will be returned for correction.

(11) Grievance and grievance appeal forms containing hostile, sexual, abusive or threatening language or gestures towards or about another person will be returned for correction.

Or. Admin. Code § 291-109-0220

DOC 16-2019, adopt filed 10/18/2019, effective 10/18/2019

Statutory/Other Authority: ors 179.040, 179.321, 423.030, 423.020 & 423.075

Statutes/Other Implemented: ors 179.040, 179.321, 423.030, 423.020 & 423.075