,. i ILLINOIS DEPARTMENT OF CORRECTIONS. Staff Development and Training DR504 GRIEVANCE PROCEDURES. [ r. Revised 09/30/03

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1 ,. r r r I f [ ILLINOIS DEPARTMENT OF CORRECTIONS Staff Deveopment and Tranng DR504 GRIEVANCE PROCEDURES [ r L L f L. L L [ Revsed 09/30/03

2 1!' j -, 1. I -,.,_}, j -~ _j _} ' 1 _j TABLE OF CONTENTS DR 504 Subpart F: Grevance Procedures for Offenders Fng of Grevances... 5 Grevance Offcer... 6 Grevance procedures... 6 Emergency Procedures... 7 Appeas... :... 7 Records:... 7 Drect Revew by ARB... 7 DR 504 Subpart G: Grevance Procedures for Reeasees Appcabty... 9 Fng of Grevances... :... 9 Revew of Grevances... 9 Grevance Process for Offenders... 9 Insttutona Grevance Processng DOC 0046 Competon of the Grevance Form Offender's Secton Counseor's Response _ Grevance Offcer's Report CAO Revew Emergency Grevances Appeas - ARB Ltgaton Coordnator Informaton... : Grevance Revews by Caegory ob EducatonaNocatona Speca Assgnments Recreatona/Lesure... :.: Pre-reease (ATC, Eectronc Detenton) Recassfcaton Grade/Leve Promoton... ; Impact Incarceraton Program Securty Threat Group Affaton... : Dscpne (DR 504) Adjustment Commttee..., Dscpnary Reports...,, Dscpnary Procedures Dscpnary Sanctons Confnement Status uvene Dvson DR 504 EI Confnement Procedures Program Unt Procedures... : Sanctons Confnement (DR 504A, 504D-Adut, DR 504E-uvene)..., Indetermnate Segregaton... :... : DR 504 Grevance Procedures...,... 1

3 Cosed Maxmum Securty Protectve Custody Remova Harassment/Pressure Sentence Credts Earned Good Conduct Credts Restoraton/Revocaton Mertorous/Suppementa Mertorous Good Tme Sentence Cacuaton Staff Conduct DR 120, DR 501, AD Dscrmnaton Performance of Duty Physca/Excessve Force Verba Harassment... : Sexua Msconduct Condtons of Confnement Repars (ce/ce house, housng unt) Safety and Santaton... : Utty Servces Busness Ventures Commssary Trust Fund Issues... : State Pay Resttuton I Deducton Medca Dagnostc Denta... : Medcaton Outsde Screenng I Furough Treatment Amercans wth Dsabtes Act Program I Assgnments Physca Accessbty Accommodatons Regon Det Servces I Actvtes Items (cothng, medaons, pubcatons, etc) Lbrary Access Law Lbrary Servces (copes, notary, etc) Paraega I Law Cerk Maroom Devery... : Procedures Prvege I Lega...,... : ,! j., 2... DR 504 Grevance Procedures

4 ! 1 -,..-' ( j I.. Detary Food Quaty I Quantty Menu Composton Servces (devery, santaton) Speca Dets (medca, regous) Vstaton Dsapprova Restrctons Vstng Room Procedures Correspondence Speca Request Persona Property Confscated (excess, unauthorzed) : Damaged Stoen Mspaced n Transt ' 29 Mspaced Loca Resttuton of ost or damaged property tems Pubcatons Admnstratve Poces Defnng Grevance Recommendatons Affrm I Favorabe Deny... -,... : Modfy I Mxed Acton Moot Recommendaton Language..., Standard Grevance Dena Standard Grevance Affrmaton Dscpnary Report Dena Modfy Dscpnary Acton Investgaton I Referra Transfer Dena Dena I Loss of Persona Property ' 32 Grant Persona Property Rembursement/ Tort Cam Grevance Reports Report: Offender Grevance by type wth Dsposton Report: Offender Grevance Tota Number of Grevances Receved Number of Grevances Decned for Revew Number of Grevances Processed by Grevance Offcer... : 34 Grevances Dened Grevances Moot Monthy Indcator Report DR 504 TABLE A Maxmum Penates for Adut Offenders... : DR 504 TABLE B Maxmum Penates for uvene Offenders DR 504 APPENDIX A Offense Numbers and Defntons ~, DR 504 Grevance Procedures... 3

5 DR 504 Subpart F and G Fow Chart/Commtted Person's Grevance Procedure Fow Chart/Grevance Procedure for Reeasees Fow Chart/Emergency Grevances Fow Chart/Grevances Drect to ARB DR 504 Grevance Procedures

6 GRIEVANCE OFFICER TRAINING PERFORMANCE OBECTIVES Upon competon of ths tranng, partcpants sha be abe to: 1. Descrbe the offender's rghts and the roe of grevances. 2. Demonstrate the abty to revew "Commtted Person's Grevances, DOC 0046" for.content and ogc. 3. Demonstrate the abty to accuratey compete a "Response to the Commtted Person's Grevance," DOC _j. ' 4. Descrbe the responsbtes of the Grevance Offcer. 5. Descrbe the process for forwardng grevances f they cannot be resoved at the nsttutona eve. DR 504 SUBPART F: GRIEVANCE PROCEDURES FOR OFFENDERS Ths Subpart appes to adut and juvene offenders assgned to correctona factes wthn the Department of Correctons wth compants, concerns, or other ssues that cannot been resoved nformay. -, : _ T \ \ _, Fng of Grevances An offender sha frst attempt to resove ncdents, probems, or compants other than compants concernng dscpnary proceedngs through hs or her counseor. If an offender s unabe to resove the compant nformay or f the compant concerns a dscpnary proceedng, the ndvdua may fe a wrtten grevance on a grevance form (DOC 0046) that sha be made avaabe n a vng unts. The offender's Counseor must address the ssue, or f t cannot be resoved document the specfc reason. (The Counseor shoud not smpy wrte "unresoved ssue" on the Counseor secton of the grevance form). A grevance sha be. fed wthn 60 days after the dscovery of the ncdent, occurrence, or probem that gves rse to the grevance. However, f an offender can demonstrate that a grevance was not fed n a tmey manner for good cause, the grevance sha be consdered. The grevance procedure sha not be utzed for compants regardng decsons that are outsde the authorty of the Department, such as paroe decsons, cemency, or orders regardng ength of sentence or decsons that have been rendered by the Drector. _j The grevance form sha be addressed to the Grevance Offcer and sha be deposted n the vng unt mabox or other desgnated repostory. The grevance sha contan factua detas regardng each aspect of the offender's compant ncudng what happened, when, where, and the name of each person who s the subject of or who s otherwse nvoved n the compant. Ths provson DR 504 Grevance Procedures

7 does not precude an offender from fng a grevance when the names of ndvduas are not known, but the offender must ncude as much descrptve nformaton about the ndvdua as possbe. A grevances (except those on DR's) must be addressed and sgned by Counseors before they are.sent to the Grevance Offcer. 1 j Staff assstance sha be avaabe as requested by those offenders who cannot prepare ther grevances unaded, as determned by nsttutona staff. A offenders sha be entted to fe grevances regardess of ther dscpnary status or cassfcaton. Addtonay, each facty sha take reasonabe steps to ensure that the grevance procedure s accessbe to offenders who are mpared, dsabed, or unabe to communcate n the Engsh anguage. Offenders sha be nformed of the grevance procedure at the admttng facty and may request further nformaton regardng the procedure from ther Counseors. The wrtten procedure sha be avaabe to a offenders (usuay through the orentaton manua). An offender unabe to speak or read the Engsh anguage may request that the procedure be expaned n the ndvdua's own anguage. I Accordng to 730 ILCS 5/3-8-8, a record of the grevance and any decson made wth respect to t sha be preserved for a perod of one year. Offenders sha be aowed to communcate emergency grevances drecty to the Drector or desgnee outsde of the nsttuton or facty where the person s confned. Dscpne sha not be mposed because of the use of grevances. Grevance Offcer The Chef Admnstratve Offcer sha appont 2 or more empoyees who may serve as a Grevance Offcer to attempt to resove probems, compants, and grevances that offenders have been unabe to resove through nforma channes. No person who s drecty nvoved n the subject matter of the grevance or who was a member of the Adjustment Commttee that heard a Dscpnary Report concernng the grevance may serve as the Grevance Offcer revewng that partcuar case. Grevance Procedures A Grevance Offcer sha revew grevances at east weeky, provded that one or more grevances have been fed. Grevances on ssues that are deemed wthout mert may be returned as dened to the sender wthout further nvestgaton. No mert grevances ncude grevances that have prevousy been addressed for whch there s no addtona nformaton, and ssues that do not nvove or affect the offender. The Grevance Offcer sha prompty submt a copy of any grevance aegng dscrmnaton based on dsabty or a request for an accommodaton based upon dsabty to the facty ADA Coordnator. The facty ADA Coordnator sha conduct such nvestgaton as deemed approprate and make wrtten recommendatons to the Chef Admnstratve Offcer for resouton of the grevance. An offender may be afforded an opportunty to appear before the Grevance Offcer uness the grevance s deemed wthout mert. The Offcer may ca wtnesses as deemed approprate. The Grevance Offcer sha consder the grevance and report hs or her fndngs and recommendatons n wrtng to the Chef Admnstratve Offcer. The Chef Admnstratve Offcer sha advse the offender of the decson n wrtng wthn 2 months after recept of the wrtten grevance, where reasonaby feasbe under the crcumstanc;es. Responses to dupcate grevances on ssues that are currenty beng greved may be combned n one response DR 504 Grevance Procedures

8 1 I 1 I Emergency Procedures An offender may request that a grevance be handed on an emergency bass by forwardng the grevance drecty to the CAO on a Grevance Form DOC If the CAO determnes that there s a substanta rsk of mmnent persona njury or other serous or rreparabe harm to the offender, the grevance sha be handed on an emergency bass. The CAO sha expedte processng of the emergency grevance and respond to the offender, ndcatng what acton sha be or has been taken. Appeas If, after recevng a grevance response from the CAO, the offender st fees that the probem, compant or grevance has not been resoved to hs or her satsfacton, he or she may appea n wrtng to the Drector wthn 30 days after the date of the decson. Copes of the Grevance Offcer's report and the CAO's decson shoud be attached. The Drector or desgnee sha revew the grevance and the responses of the Grevance Offcer and Chef Admnstratve Offcer and sha determne whether the grevance requres a hearng before the Admnstratve Revew Board. If t s determned that the grevance s wthout mert or can be resoved wthout a hearng, the offender sha be advsed of ths dsposton, n wrtng. A pane of the ARB, one member beng a ctzen from the free communty and the second beng an empoyee of the Department desgnated as charperson, sha meet as frequenty as necessary and may schedue hearngs on grevances. Hearngs may be conducted n person or va vdeo or teephonc conference. The Board may ca wtnesses or examne records at ts dscreton. The ARB sha submt to the Drector a wrtten report of ts fndngs and recommendatons. j' The Drector sha revew the fndngs and recommendatons of the Board and make a fna determnaton of the grevance wthn 6 months after recept of the appeaed grevance, where reasonaby feasbe under the crcumstances. The offender sha be sent a copy of the Drector's decson. In those nstances where an offender s appeang a grevance determned by the Chef Admnstratve Offcer to be of an emergency nature, the Admnstratve Revew Board sha expedte processng of the grevance. Records Records regardng the fng and dsposton of grevances sha be mantaned n the offender's master fe... Drect Revew by Admnstratve Revew Board Offenders sha submt grevances drecty to the Admnstratve Revew Board (ARB) when grevng: Decsons regardng protectve custody pacemen, ncudng contnued pacement n or reease from protectve custody. (DOC to be submtted by the nsttuton). Decsons regardng the nvountary admnstraton of psychotropc medcaton. Decsons regardng dscpnary proceedngs that were made at a facty other than the facty where the offender s currenty assgned. Other ssues except persona property ssues that pertan to a facty other than the facty where the offender s currenty assgned. DR 504 Grevance Procedures : '- 7 -;. ::..

9 In accordance wth A.D Admnstratve Revew Board Proceedngs, offenders sha have an opportunty to ar and seek resoutons to unresoved grevances, compants and probems wth the Admnstratve Revew Board n accordance wth Department Rue 504. The CAO at each facty sha:. Ensure that a documents that may be revewed by the Admnstratve Revew Board such as Dscpnary Reports, Program Unt and Adjustment Commttee Summares, Grevance Offcer Reports, Incdent Reports and DC 252/contraband sps are competed egby and accuratey. 2. Ensure a suppy of Commtted Person's Grevance Forms, DOC 0046 and the Protectve Custody Status Forms, DOC 0054, (f appcabe) are avaabe to offenders. Ony grevances submtted on the DOC 0046 or the DOC 0054 sha be consdered by the ARB. Non-standard forms/formats sha be returned to the offender. 3. Desgnate a staff member to serve as the ARB Lason. The ARB Lason sha provde ogstca assstance n schedung the ARB 's ssues such as ssung offender ca passes; obtanng master, dscpnary, and persona property fes and other pertnent documertaton; obtanng a ctzen member. 1 1 The ARB sha determne whether the ssue requres a revew or hearng based upon the nature of the grevance, serousness of the ssue greved, and documentaton pertanng to the ssue. If t s determned that an ARB hearng sha be conducted, the Offce of Inmate Issues w schedue the hearng wth the offender face-to-face, or va teephone or by vdeoconference at the facty. _Fourteen workng days pror to the date of the hearng the Offce of Inmate Issues w notfy the facty's ARB Lason of the type of hearng, date, tme and name of the Charperson conductng the hearng, and the names and numbers of offenders to be ntervewed and the nature of each ndvdua's grevances. The ARB members sha confer wth the offender and revew nformaton they determne to be reevant to the ssue beng greved. After a hearngs are conducted, the ARB Charperson sha ensure offender fes are returned to the facty, debref the CAO or Assstant CAO and submt a summary of the ssues greved, the offender's statements and a recommendaton for each grevance to the Drector. Foowng the ARB Hearng, (or ARB Revew where a hearng was not deemed necessary) f the CAO or Assstant CAO dsagrees wth the ARB's recommendaton, he may protest the recommendaton n a wrtten protest wth reevant documentaton to the repectve Deputy Drector and the Manager of the Offce of Inmate Issues wthn 5 workng days of the debrefng. The Deputy Drector sha revew the matera and make a recommendaton to the Drector. After the Drector renders a fna decson the Offce of Inmate Issues sha send the decson to the offender and the facty housng the offender for ncuson n the offender's master fe. Decsons on ARB Revews sha be rendered wthn 4 months of recept of the grevance where reasonabe feasbe and decsons on ARB Hearngs sha be rendered wthn 6 months of recept of the grevance where reasonaby feasbe under the crcumstances. 8 ' DR 504 Grevance Procedures

10 SUBPART G: GRIEVANCE PROCEDURES FOR RELEASEES Appcabty Ths Subpart appes to persons commtted to the Department of Correctons who have been reeased from correctona factes and are under the supervson of the Department. «Reeasee» refers to any person commtted to tbe Department who has been reeased under condtona supervson n Inos due to paroe or mandatory supervsed reease, but who has not yet been dscharged from the Department., -' ~)..! Fng of Grevances Reeasees who have been unabe to resove compants or probems through paroe staff may fe a wrtten grevance wth the Paroe Supervsor. The Paroe Agent must make the grevance forms avaabe to the offender, n the event a grevance s requested. A grevance sha be fed wthn 60 days after tbe dscovery of the ncdent, occurrence, or probem whch gves rse to the grevance. However, f a reeasee can demonstrate that a grevance was not tmey fed for good cause, the grevance sha be consdered. Compants or probems regardng the revocaton of reease status, cemency, or orders regardng the ength of sentence or decsons that have been rendered by the Drector are not revewabe under ths procedure. The grevance sha contan factua detas regardng each aspect of the reeasee's compant ncudng what happened, when, where, and the name of each person who s the subject of or who s otherwse nvoved n tbe compant. Ths provson does not precude a reeasee from fng a grevance when the names of ndvduas are not known, but the offender must ncude as much descrptve nformaton about the ndvdua as possbe. Revew of Grevances The Paroe Supervsor sha prompty submt a copy of any grevance aegng dscrmnaton or a request for an accommodaton based on dsabty to the facty ADA Coordnator. The facty ADA Coordnator sha conduct such nvestgaton as deemed approprate then make wrtten recommendatons to the Paroe Supervsor for resouton of the grevance.. ' _ The Paroe Supervsor sha ntervew the reeasee, uness the grevance s deemed wthout mert, and sha evauate and respond to the grevance n wrtng wthn 2 months, where reasonaby feasbe under the crcumstances. Grevances on ssues that are deemed wthout mert may be returned to the sender as dened wthout further revew. No mert grevances ncude grevances tbat have prevousy been addresse.d for whch tbere s no addtona nformaton or that are on ssues that do not nvove or affect the reeasee. Copes of the grevance and response sha be retaned n the Reeasee' s Case Fe. GRIEVANCE PROCESS FOR OFFENDERS The Department of Correctons s requred to estabsh procedures to revew the. grevances of offenders as mandated by the Inos Comped statutes, 730 ILCS 5/3-8-8 "Grevances". The. statue requres that: Procedures are estabshed to provde a record of such grevances and any decson made wth respect to them sha be preserved for a perod of one year. Procedures aow an offender to communcate grevances drecty to the Drector, or person desgnated by the Drector, outsde of the nsttuton. DR 504 Grevance Procedures... 9

11 ., A offenders sha be nformed of the grevance procedures. Dscpne w not be mposed because of use of the grevance procedures. In accordance wth Department Rue 504 F, offenders may pursue grevances usng the approprate C0rnmtted Person's Grevances Report (DOC 0046). A grevance sha be fed wthn 60 days after dscovery of the ncdent, occurrence, or probem whch gves rse to the grevance. However, f the offender can demonstrate good cause for untmey fng, consderaton sha be gven for revew of the grevance. Issues outsde the authorty of the department (paroe decsons, cemency or orders regardng ength of sentence or decsons rendered by the Drector) shoud not be revewed through the grevance process. ; The Amercan Correctona Assocaton has aso estabshed standards for factes to foow n provdng a meanngfu grevance process. Per of the Adut Correctona Insttutona Standards, "There s a wrtten offender grevance procedure that s made avaabe to a offenders and that ncudes at east one eve of appea." The grevance mechansm shoud ncude: a wrtten response to a grevances; reasons for the decsons; response wthn a prescrbed, reasonabe tme mt; provsons for emergency grevances; access by a offenders wthout reprsas; and appcabty to a broad range of ssues. The Prson Ltgaton Reform Act now requres State offenders to exhaust admnstratve remedes (grevances) wthn the department proper to fng sut n court. Shoud the court determne the sut, "does not rase a substanta ssue mertng appeate revew" the case s determned to be frvoous. An offender may have up to three suts determned to be frvoous then, to pursue future suts, the offender must pay $105 comt fng fee. Insttutona Grevance Processng Offenders are to pursue ther concerns, other than ssues concernng dscpnary proceedngs, through ther Counseor frst n an attempt to resove the ssue. If the ssue remans unresoved, the offender may pursue the grevance to the facty Grevance Offcer who s apponted by the Chef Admnstratve Offcer to conduct a revew/nvestgaton to the offender's concern(s). Assstance s to be avaabe to the offenders who mght be physcay or mentay mpared or who do not communcate n Engsh. Addtonay, no person drecty nvoved n the ssue beng greved may serve as Grevance Offcer on that partcuar case. A standardzed format of grevance ssues has been deveoped by the Department n order to mantan statstcs of offenders greved. The form used n the CAO's monthy report, "Inmate Grevances By Type Wth Dsposton" (see attachment, page 57) categorze the grevance ssues and ths format s to be used by a factes for trackng purposes. Ths standardzed reportng format s usefu for factes to mantan a trackng system of probem areas wthn the facty as we as a usefu "check and baance" too. In cases where an offender has pursued a grevance n court, the Attorney Genera's Offce w request the Offce of Inmate Issues, and nsttutons, revew fe nformaton as to whether or not the offender has exhausted hs/her admnstratve remedes and request an affdavt be prepared. Therefore, t s mperatve that the standardzed reportng of grevance ssues be mantaned for retreva purposes. Grevances are to be revewed on a weeky bass by the Grevance Offcer. The Grevance Offcer may personay ntervew the offender and/or other wtnesses as deemed approprate and obtan reevance documents to determne the merts of the offender's grevance :... DR 504 Grevance Procedures

12 ! ' ] Proper Competon of the Grevance Form To ntate the grevance process, an offender must compete the DOC 0046-Commtted Person's Grevance and submt t n accordance wth DR 504F (or G) gudenes. DOC 0046-Commtted Person's Grevance Offender's Secton The offender competes the dentfyng nformaton: date of submtta; name; regster number; present facty and facty where the ssue of the Grevance occurred. Common grevances categores can be checked to ad the Grevance Offcer n categorzng the nature of the grevance. The narratve secton aows the offender to expan the ssue( s) beng greved and the "Reef Requested" secton documents what the offender s requestng to resove the ssue. Offenders may ony fe grevances on ther own behaf. Grevances cannot be fed as pettons. There s no wrtten requrement that "orgnas" be submtted. There s no requrement that separate grevances must be fed for each ssue. Counseor's Response A grevances (other than dscpnary process) shoud be submtted to the offender's Counseor pror to submtta to the Grevance Offcer. Assstance n fng the grevance may be needed by those who are physcay or mentay chaenged or who can not communcate n Engsh. \~ \ The Counseor shoud revew the grevance ssue(s) and reevant nformaton, n an attempt to resove the grevance at hs/her eve f possbe; or ndcate that the ssue s outsde the jursdcton of the facty or otherwse unresovabe by the Counseor..~ Counseors shoud address the ssue n a professona manner. The grevance ssue shoud be the focus of the revew - not the reef requested. Counseors shoud avod ncudng persona opnons or judgmenta statements. Grevance Offcer's Report The DOC 0047 (Grevance Response Form) shoud be competed by the Grevance Offcer egby,! accuratey, and thoroughy. Incude the requred nformaton: Date Receved t Date of Revew Grevance# (optona) Offender's Name and Regster Number Nature of Grevance (DR date 511/01 by C.O. ohn Smth; Persona Property- damaged teevson; Staff Conduct- Excessve Force 511/01, etc.) Facts revewed shoud ncude a bref summary of the ssue (s) beng greved by the offender through revew of the wrtten grevance or summary of verba statement gven to the Grevance Offcer. The Grevance Offcer then provdes nformaton pertanng to documentaton revewed and what the documentaton ndcated. Informaton shoud be organzed as foows: 1. Offender's statement to Grevance Offcer, or summary of Commtted Person's Wrtten Grevance and ssue( s) beng greved. 2. Specfc nformaton and documentaton revewed by.the Grevance Offcer as we as what the documentaton reveaed. Summarze nformaton (Dscpnary Reports, Adjustment DR 504 Grevance Procedures

13 --, Commttee Summares, Shakedown Sps, Incdent Reports, etc.) revewed pertanng to the offender's grevance; Staff statements provded regardng the offender's concerns (ncude name and tte of staff person as we as nformaton provded); Reference Department Rues, Admnstratve or Insttutona Drectves, and/or facty buetns wth regard to the offender's grevance ensurng the nsttuton s n compance wth estabshed poces and procedures. 3. Provde a compete report of documentaton as revewed by the Grevance Offcer wth the bass of recommendaton to affrm, deny or modfy the offender's grevance. Recommendaton: Based upon a tota revew of a avaabe nformaton, provde a recommendaton to the Chef Admnstratve Offcer. (see page 53, "Recommendaton Language"). Revews shoud be competed n a responsve manner by both the counseor and the Grevance Offcer. Avod usng anguage that woud gve the appearance of vaue judgments when consderng the offender's expanaton or defense. Grevance Offcer reports may be revewed as part of a tgaton process. Reports shoud be competed n a professona manner. Ths s not the medum for expoundng upon one's persona beefs, opnons, etc. Do not ndcate an offender's request for reef s napproprate and the ssue w not be revewed. The reef requested s not the ssue beng greved. Upon competon of the Grevance Offcer's revew, a report of fndngs and recommendaton s submtted n wrtng to the Chef Admnstratve Offcer wthn a reasonabe tmeframe. A tmey revew by the Grevance Offcer s most mportant n order (o avod osng pertnent documents, nformaton, recoecton of ncdents by wtnesses, etc. Addtonay, the process becomes meanngess f correctve acton cannot be ntated, nufyng the process. CAO Porton The Grevance Offcer's report s forwarded to the CAO for revew and approva. The CAO or desgnee sha: 1. concur wth the recom:nendaton; 2. remand the ssue for further revew; or 3. dsapprove the recommendaton. Comments can be ncuded. The CAO sha sgn and date the decson. A copy of the CAO's decson sha be provded to the offender. Emergency Grevances Offenders may pursue ssues they deem to be emergences drecty to the Chef Admnstratve Offcer Emergency s descrbed n DR 504 as: A substanta rsk of mmnent persona njury or Other serous or rreparabe harm to the offender. The CAO sha have the fna determnaton as to whether the grevance s revewed as an emergency. The Chef Admnstratve Offcer s to expedte the grevance revew and response ,;::..."DR 504 Grevance Procedures

14 -1... ) Appeas - ARB If dssatsfed wth the nsttutona revew of a grevance ssue, the offender may forward the grevance to the Admnstratve Revew Board (ARB) for fna admnstratve revew wthn the Department. Ths eve of revew s the offender's ast step wthn the Department to resove the ssue pror to fng sut n court. The offender has 30 days from the date of the Chef Admnstratve Offcer's decson to forward the grevance to the ARB. The ARB Charperson w revew the grevance and determne whether or not t s wthout mert or can be resoved wthout a hearng. The offender w be advsed of the Drector's decson wthn 4 months for ARB revews (no hearng hed), and 6 months for ARB hearngs, where reasonaby feasbe n ether case. Ltgaton Coordnator Informaton After a sut s fed n State or Federa Court, a revew s conducted by ether the Offce of Inmate Issues or a Department Ltgaton Coordnator to determne whether the offender has exhausted hs/ her admnstratve remedes pror to fng the sut. A revew s conducted of the offender's Master Record fe, Genera Offce fe, as we as Department records wthn the Offce of Inmate Issues. Ltgaton Coordnators, after revew of nsttutona Grevance Offcer's Reports, are to verfy whether any of the foowng nformaton s ackng: In a grevance wth numerous ssues, a ssues wthn the grevance are not beng addressed. For exampe, a grevance may be regardng both a Dscpnary Report and staff conduct compant; The Grevance Offcer w revew the Dscpnary Report and Adjustment Commttee Reports, but no reference s made of the staff conduct ssue whch s ony partay resoved. There s a reference to an ssue that has been addressed prevousy, but no other reference nformaton s gven for the pror grevance (date of revew, grevance number, etc.). _) Iegbe reports (both by Grevance Offcer and counseor) due to ether poor handwrtng or poor photocopy quaty. _! Referenced documents n the Grevance Offcer's reports are not attached to the report when report specfcay states, "see attached." NOTE "See attached" references shoud not be used n a Grevance Offcer's report. Whatever nformaton the attachment contans shoud be specfcay addressed n the body of the report. GRIEVANCE REVIEWS BY CATEGORY Program- Assgnments ob (DR 420, AD A, AD , AD ) Educatona/Vocatona (DR 405, AD , AD , AD , AD ) Speca Assgnments (DR 420, DR 503B, DR 501D Protectve Custody) Recreatona/Lesure (DR 504D) j ob Determne the ssue (remova from assgnment, request for assgnment, etc.). Revew documentaton n Master Fe regardng the ssue Uob assgnment revew sheet, reason for termnaton, egbe for assgnment, etc.). DR 504 Grevance Procedures... 13

15 Contact pacement offce regardng offender's concerns/aegatons as t pertans to egbty for assgnment and/or vacances fro requested assgnment. Educatona/Vocatona Determne the ssue (dena of program partcpaton, TABE testng procedures, ack of programs, etc.). Revew offender Master Fe for pertnent nformaton (egbe for partcpaton, date of test, etc.). Contact facty educatona staff for revew or carfcaton of offender's concerns. ' j 1! Speca Assgnments Determne the ssue (request for outsde assgnment, partcpaton n pot program at facty, etc.). Revew offender's Master Fe to determne quafcaton for partcpaton (cassfcaton, educatona requrements, etc.). Contact pacement offce, assgnment offcer, and/or educatona staff for egbty crtera. Sex offender or substance abuse program remova - revew documentaton wth regard to the remova, contact the program coordnator for further nformaton or carfcaton f necessary. Recreatona/Lesure Determne the ssue (requestng restrcton be reduced/fted; partcpaton dena, etc.) Revew offender's Master Fe for pertnent nformaton (Dscpnary Report whch resuted n yard restrcton; egbe to partcpate n speca event, etc.) Segregaton offenders - ensure facty compance wth DR 504 (Secton ) whch stpuates requrements for recreatona access and restrcton for segregaton status offenders. The foowng changes aow for restrcton of recreaton prveges for segregaton status offenders: Assaut/Voent Assaut Dangerous Contraband Dangerous Dsturbance Escape Sexua Msconduct A:son Damage or Msuse of Property Adng, Abettng to any of the above ( 601) Pre-reease (ATC, eectronc detenton) Revew of offender's egbty for partcpaton (nature of offense, grade status and/or cassfcaton). If not egbe, ssue has no mert that s consdered moot. Revew of transfer/cassfcaton report, notng date of dena and ratonae for dena. Addtona nformaton revewed whch supports dena of pacement (negatve dscpnary record, mutpe ncarceratons, past faure n requested facty, etc.) Recassfcaton Determne the ssue (escape rsk reducton, aggresson eve revew, securty cassfcaton, etc.) DR 504 Grevance Procedures

16 .,..,.,, '., Revew offender's Master Record to determne ratonae for present cassfcaton (escape hstory, hstory of aggressve/assautve behavor, ength of sentence, etc.) and date of ast revew. Grade/Leve Promoton Revew documentaton whch resuted n grade/eve demoton (Dscpnary Report, case notes, program notes, etc.) Revew Insttutona Dscpne Adjustment Revew form (summarze nformaton competed on the form,.e. date or revew, decson of revewng staff, etc.) Addtona nformaton pertnent to the offender's request for segregaton reducton (postve adjustment, recommendaton of staff, etc.) Impact Incarceraton Program Determne ssue beng greved (remova from IIP program, partcpaton dena, etc.) Revew of offender's Master Record Fe and Notce of Program Revew Hearng notng compance wth Department Rue 460. Date of report and reason for referra. Summary of expanaton and documentaton of servng of report. Revew of Program Revew summary and decson of Hearng Offcer. Date of Chef Admnstratve Offcer's decson. Revew of Dscpnary Report resutng n IIP termnaton (compance wth Department Rue 504). Revew of DCA IIP Termnaton Approva. Date of report, reportng offcer, charged offenses, observaton area summary, and the date the report was served to the offender. Revew of Adjustment Commttee Summary Report (Date of Report, Bass for Decson, dscpnary acton, Chef Admnstratve Offcer's decson and date.) Securty Threat Group Affaton Revew grevance for mpact on offender of STG affaton desgnaton (e.g. prohbts pacement n "gang-free" facty; persona safety; pacement, etc.). NOTE: Grevances whch ndcate that desgnaton of STG membershp n tsef s the ssue, shoud be found to have no mert. Revew documentaton whch reated to 'adverse mpact' and/or dscrmnaton. Revew OTS for STG affaton and status (actve vs. nactve). Contact Inte f necessary. Dscpne (DR 504A) Adjustment Commttee Dscpnary Reports Procedures Sanctons Confnement Status (DR 504D, DR 505) ;. Dscpnary Reports Determne offender's ssue - (ncdent dd not occur as reported, was not n area at tme of offense, wrong offender dentfed, etc.). Revew of Dscpnary Report form ndcates report has been competed n compance wth DR 504 (names correcty wrtten, dates and tmes competed, approprate sgnatures affxed through revew process). DR 504 Grevance Procedures... 15

17 Determne f offense ne appropratey refects DR 504 charges. Observaton area contans suffcent nformaton to substantate each charge sted by the reportng offcer on the offense ne. Confdenta wtnesses nformaton s ncuded n the observaton area of the report ncudng what nformaton was provded by the nformant as we as reasons why the name(s) are beng wthhed by the reportng offcer. Verfc:aton of offender beng served a copy of the Dscpnary Report and servng empoyee's sgnature s egby noted on the report wth date and tme of servng the report. Offender's 24-hour notce of charges waver. Request for wtnesses' porton of the report was, or was not, competed by the offender at the tme the report was served. Dscpnary Procedures Determne the offender's ssue pertanng to procedura voatons. Revew of Adjustment Commttee Report form ndcates approprate nformaton (offender number and name correcty recorded, Dscpnary Report was served 24-hours pror to the Adjustment Commttee hearng or waved 24-hour notce of charges). Adjustment Commttee revewed the DR wthn 14 days of Dscpnary Report beng wrtten (7 days for uvene offenders). Requested wtnesses were contacted by the Adjustment Commttee and statements ncuded n report, or reason(s) stated by the Adjustment Commttee as to why the offender's wtnesses were not contacted. Record of Proceedngs refects offender's statement to the Adjustment Commttee wth regard to hs/her defense of the Dscpnary Rep01t. Note whether ssue of partaty rased by the offender was addressed by the Adjustment Commttee and addtona documentaton revewed by the Adjustment Commttee (DC 1182, Hearng Investgator's Report, Incdent Reports, Wavers, etc.). 1 Waver to appear before the Adjustment Commttee competed. Note what charges the Adjustment Commttee determned the offender guty or not guty of, or charges deeted (each charge on the offense ne of the Dscpnary Report shoud be addressed n ths are of the report). Revew of the Bass for Decson ndcates two compete ratonaes recorded by the Adjustment Commttee ndcatng why they found the offender guty of specfc charges. Revew of the Bass for Decson aso refects approprate reference to nformaton provded by confdenta source(s) ncudng: What specfc nformaton was provded? Why names are deeted from the documentaton? Appearance by nvestgatng offcer before the Revew of the Bass for Decson, verfyng reabty of the confdenta source and truthfuness of the report. Ensure documentaton refects approprate composton of the Commttee wth a Charman and at east one member. One of these two ndvduas must be a mnorty n the Adut dvson. Determne correctve acton to be ntated f any of the above procedures have not been foowed and/or requred nformaton s not provded or compete DR 504 Grevance Procedures

18 -,., " 1 _j ' I ~ ' r ' Dscpnary Sanctons Revew of dscpnary sanctons recommended, and approved by the CAO, are n compance wth DR 504A. DR 504 requres that dscpnary sanctons be mposed keepng n mnd: Menta state at the tme of offense Degree of partcpaton Amount and/or nature of stoen property, contraband, njury, etc. In those cases where severa offenders are cted as a resut of the same ncdent, have dscpnary sanctons been mposed equay, keepng n mnd the degree of partcpaton be each offender? Revew of mo(fed dscpnary acton has been competed n accordance wth DR 504. Upon revew of dscpnary actons, revew the correctve acton recommended by the Grevance Offcer submtted for revew and the approva by the CAO. Revew documentaton of offender's request for reducton of dscpnary sanctons. DR 504- Segregaton Reducton - petton every 30 days DR 504- Grade Restoraton- petton every 90 days DR 535- NV - Segregaton Status - petton after 60 wthout Dscpnary Report. DR 107- Restoraton of Good Conduct Credt/Statutory Good Tme - petton every 3 months (Form 1045) Confnement Status Temporary confnement status mposed n accordance wth DR 504 (ratonae cted for confnement and date). Temporary confnement tmeframes n accordance wth DR 504 A. Aduts - 14 days uvene - 7 days Investgatve Status confnement mposed n accordance wth DR 504 notng how the offender was paced under nvestgatve confnement (by Shft Supervsor after revewng Dscpnary Repo1t, Investgatve Report ssued, nvestgatve status recommended by Adjustment Commttee and approved by the Warden). Tmefrarnes n accordance wth DR 504A 30 days for aduts (extensons possbe by CAO ony n cases of natura dsaster, strkes, ockdowns or rot.) 5 Days for juvenes (extensons possbe by CAO ony n cases of natura dsaster, strkes, ockdowns, or rot). Dscpnary segregaton/confnement mposed n accordance wth DR 504 Verfcaton of segregaton reease date through facty Record Offce. Indetermnate segregaton pacement has been revewed and documentaton of the revew has been competed n accordance wth DR 504 (secton aduts ony). uvene Dvson DR 504 E (secton ) Confnement Procedures Ensure juvene offender confned to hs/her room for 24-hours or more has been ntervewed day by counseor or other staff member. Confnement may not exceed 7 consecutve days, or 15 days n any 30 day perod except n cases of: Voence or attempted voence aganst another person; Assaut or attempted assaut of a person; Damage or attempted damage or property; DR 504 Grevance Procedures

19 Under crcumstances above, addtona perods of confnement may be ordered by the CAO. When requested by the offender, ensure that the Adjustment Commttee revewed the request for eary segregaton reease and documented ther revew. Decson of the Adjustment Commttee documented and noted as we as decson of the CAO. -- -, Program Unt Dscpnary Reports A revew of a Program Unt Dscpnary Report refects: Charges cted shoud be 300 or 400 seres charges and a descrpton of how the offender voated the charges s descrbed n the observaton secton of the Dscpnary Report. Revewng Offcer determned the report to be mnor n nature. Hearng Investgator does not need to revew mnor Dscpnary Reports. 24-hour notce of charges does not need to be waved, report can be revewed mmedatey by the Program Unt Hearng Offcer after the offender receves a copy. Procedures A revew of the Program Unt Hearng Report ndcates: Dscpnary Report was revewed by the Program Commttee wthn approprate tmeframe (24-hour notce of charges not necessary for Program Unt Reports). Requested wtnesses may be contacted f requested pror to the hearng, but not requred. Record of proceedngs n a summarzed statement provded by the offender. The Hearng Offcer has made a determnaton of gut and a compete ratonae s provded. Hearng Offcer does not need to be a mnorty; however, wthn the poo of empoyee's to revew Program Unt reports, one ndvdua s to be a mnorty. Sanctons Dscpnary acton mposed s n accordance wth DR 504. The Program Unt commttee's cannot: Recommend Segregaton (Confnement- uvene Dvson) Revoke Good Conduct Crects/ Statutory Good Tme Increase securty cassfcaton or transfer to another facty Deay n recommended paroe to PRB (uvene ony) CONFINEMENT (DR 504A, 504D -Adut, DR 504E uvene) Admnstratve Detenton (DR 504D, Secton ) Indetermnate Segregaton (DR 504A), Secton ) Cosed Maxmum Securty (DR 505, AD ) Investgatve Status/Temporary Confnement (DR 504A, DR 504D) Indetermnate Segregaton Note date of Dscpnary Report whch resuted n the mposton of ndetermnate dscpnary segregaton (aduts ony, appcabe for charges 100-Voent Assaut or 108- Sexua Assaut ony). Revew of offender's pacement to be conducted wthn the frst year of pacement and no ess frequenty than once every 180 days thereafter, wth revew beng conducted by Drector, Deputy Drector or Assstant Deputy Drector and the date of revew(s). Face-to-face ntervew to be conducted wth the offender by staff - note dates of ntervews, by whom and statements(s) provded DR 504 Grevance Procedures

20 ! '.,.!,I, I ' Upon revew by approprate staff, has segregaton reease date been set? - Note the date of reease or note pacement on ndetermnate segregaton status contnued. Cosed Maxmum Securty (Department Rue 505) Determne and summarze the offender's ssue wth regard to Tamms Correctona Center. Offenders are to be paced under admnstratve.detenton or dscpnary segregaton wth the approva of the Deputy Drector or Assstant Deputy Drector wth documentaton of confnement status, approva and date of approva referenced. (505.40) Document that offenders are revewed by the Transfer Revew Commttee upon arrva (wthn 10 days) or at the competon of ther dscpnary segregaton status wth a report beng provded to the CAO. Admnstratve Detenton offenders are to be revewed by the Transfer Revew Commttee every 90 days, and annuay wth a recommendaton provded to the CAO, who n turn provdes a recommendaton of contnued pacement to the Assstant Deputy Drector. Rghts and prveges are outned n Department 505, Secton , as t pertans to teephones, vsts, commssary and persona property wth documentaton of the offender's access to these rghts and prveges mantaned n the offender's Master Record Fe. Investgatve Status/Temporary Confnement Document and ensure compance wth confnement procedures outned prevousy pertanng to tme frames, pacement notfcaton, etc. Protectve Custody Remova Protectve Custody pacement s appcabe to maxmum securty/eve one factes ony. Shoud the offender's pacement n protectve custody not be approved by the facty, pror to the offender's return to genera popuaton, the ARB w revew the offender's protectve custody needs. Ths ssue s not revewed by the facty Grevance Offcer. A Protectve Custody Status sheet (form DOC 0054) s forwarded to the ARB. The offender s schedued for hearng and a recommendaton on protectve custody pacement made. If the offender s dened protectve custody, he/she may agan sgn nto the unt. A Protectve Custody Status form s agan competed and forwarded to the ARB. If no new nformaton s ncuded, a fe w be competed and the nsttuton notfed of the decson. Harassment/Pressure Determne the ssue (the offender has expressed a concern for hs/her safety and the ssue not beng addressed by the facty; requestng protectve custody status, but due to beng housed at a medum securty facty, ssue s moot, etc). Document nformaton through revew of offender's Master Fe whch does, or does not refect the offender's notfcaton to staff of probems he/she may be encounterng wth other offenders or staff. Contact Interna Affars to verfy the offender has been havng probems and approprate admnstratve acton mpemented (offender beng revewed for transfer to another facty, or housng unt, etc).. ; _c, _j SENTENCE CREDITS Earned Good Conduct Credts (DR 107B and 107F, AD , AD A-, AD , AD C, AD A-) Restoraton-Revocaton (DR 107 B, DR 504A, AD ) DR 504 GrevanceProcedures... 19

21 Mertorous/Suppementa Mertorous Good Tme Sentence Cacuatons (DR 107) Earned Good Conduct Credts Determne the ssue (EGCC award dened after competon of course; EGCC contact determned to be nvad due to offender's requested transfer; offender dd not meet goa(s) estabshed by the EGCC contract, etc.). Revew and document nformaton provded on the EGCC Goa Statement as to ratonae for dena of EGCC award and date of dena. Contact the Educaton Admnstrator, and/or other educatona staff to determne f reconsderaton of the contract dena s warranted. Restoraton/Revocaton Determne the offender's ssue (revewed by facty for restoraton of GCC/SGT and dened; revocaton of GCC excessve for type of offense; etc.). If a request for revocaton of GCC/SGT was dened by the Drector, the ssue s dened n accordance wth DR 504 n that the ssue has aready been revewed and dened by the Drector; the offender shoud be so advsed. Document nformaton provded by the Adjustment Commttee's revew of the Consderaton for Restoraton of GCC/SGT form DC 1045, Effectve ncudng: Date of revew Date of Dscpnary Report and bref descrpton of ncdent resutng n the revocaton. Note: If revocaton occurred whe the offender was n orentaton status, restoraton must aso be approved by the Assocate Drector. Revew of nformaton regardng offender's program/job assgnments accompshments and dscpnary record through revew perod. Revew of Adjustment Commttee's decson, ratonae provded and date of CAO's decson. Document nformaton provded through revew of the Dscpnary Report and Adjustment Commttee Summary report whch resuted n the revocaton of Good Conduct Credts notng: Compance wth DR 504 Dscpnary Sanctons; and Offender's degree of partcpaton n the ncdent as we as documented hstory of smar behavor. Provde compete report of documentaton revewed, statements of staff and any other pertnent nformaton revewed to determne f offender's grevance has mert. Based upon a tota revew of avaabe nformaton, provde recommendaton to the Chef Admnstratve Offcer. Mertorous/Suppementa Mertorous Good Tme Ths s an admnstratve ssue determned by the CAO and/or the Drector. Therefore, the grevance shoud be noted as havng no mert and the offender advsed further consderaton s not warranted. Sentence Cacuaton Determne the ssue (mscacuaton of restoraton of GCC, MOT, etc. EGCC award not cacuated nto sentence, etc.) :... DR 504 Grevance Procedures

22 ~- ) Note: The appcaton of ja credts s determned by the sentencng court and outsde the jursdcton of IDOC. The offender's concerns coud be referred to the Record Offce for carfcaton regardng the ssue through revew of the offender's Master Record Fe and/or contact wth the Record Offce Supervsor. -.! I ' Dscrmnaton Determne the ssue and summarze the offender's aegaton(s) of dscrmnaton. Revew of offender's Master Record Fe ndcates Department, or nsttutona procedures have been foowed regardng the offender's aegatons. Revew of nsttutona records (Incdent Reports, DC 252/shakedown sps, job assgnment revews) ndcate compance wth estabshed Department Rues, poces and procedures. STAFF CONDUCT DR 120, DR 501, AD ' ' -~ Performance of Duty Determne the ssue and summarze the offender's aegaton(s) of aeged staff msconduct. Based upon the aegatons/concerns of the offenders, revew of Department Rues, drectves and nsttutona poces ndcate staff were foowng procedures. Revew of nsttutona records (ncdent reports, shakedown sps, ce house records, etc.) ndcae staff acted n compance wth nsttutona drectves, pocy or procedure(s). Intervew(s) wth wtnesses ndcate staff acted n compance wth nsttutona pocy or procedure(s). Recommend the offender's grevance be referred to Interna Affars for nvestgaton requestng to be apprsed as to the fndngs of the Investgatng Offcer. ' ' \. ' _} Physca/Excessve Force Per AD , the Grevance Offcer must afford the offender a face-to-face meetng on matters ncudng but not mted to: ssues that are fe-threatenng and ssues nvovng the use of force, sexua assauts, and safety and securty of the. facty. Determne the ssue and summarze the offender's aegatons. Through revew of the offender's Master Record fe, note any documentaton wth regard to the offender's aegatons. Intervew wtnesses (both staff and offenders) to the ncdent and/or contact ce house staff regardng the offender's aegatons. Recommend the offender's aegatons be referred to Interna Affars for further revew and nvestgaton, requestng to be apprsed as to the fndngs of the nvestgaton. Note compance wth estabshed Department Rues, Drectves and nsttutona poces and procedure as t pertans to use of force by staff. Verba Harassment Determne the offender's ssue wth regard to aegatons pertanng to staff msconduct. Revew offender's Master Record fe for any pertnent documentaton pertanng to the offender's aegatons (Dscpnary Reports, Incdent Reports, etc.). Contact wtnesses (both staff and offenders), housng unt staff, etc. wth regard to the offender's aegatons. Recommend offender's aegatons be referred to Interna Affars for further nvestgaton. requestng to be apprsed as to the fndngs of the Investgatng Offcer. DR 504 Grevance Procedures... 21

23 Sexua Msconduct Determne the ssue and summarze the offender's aegatons. Recommend the offender's aegatons be referred to Interna Affars for further revew and nvestgaton requestng to be apprsed as to the fndngs. Due to the possbty of prosecuton n accordance wth State aw, ensure admnstratve staff are apprsed of the aegatons. CONDITIONS OF CONFINEMENT Repars (ce!vcehouse, housng unt) Determne the ssue and whether the grevance s of an mmedate heath and/or safety concern. Contact approprate personne (Chef Engneer, housng unt staff, etc.) wth regard to the offender's concerns notng the status of repars requested. Safety and Santaton Determne the ssue and whether the offender's concern(s) present an mmedate heath and/ or safety ssue. Contact Safety and Santaton Offcer and revew ogs regardng the offender's concerns and correctve acton mpemented. Contact Detary manager wth regard to concerns of food devery and storage ensurng compance wth nsttutona pocy and procedure. Utty Servces Determne the ssue and whether there s a heath or safety hazard (Lack of heat, eectrca outages, etc.). Contact the Chef Engneer for revew of offender's concerns notng correctve acton beng mpemented and/or recommended. BUSINESS VENTURES (DR 445, DR 504) Commssary Determne the ssue (housng unt schedung probems, ack of varety of commssary tems, restrctons on purchases, dd not receve commssary tems ordered, etc.) Contact Busness Admnstrator for carfcaton of procedures and for revew of offender's concerns. Trust Fund Issues Determne the ssue (deay n postng of mones to offender's account, unauthorzed deducton(s) from offender's account, resttuton payments, etc.). Contact Busness Admnstrator for carfcaton of procedures and for revew of offender's concerns. State Pay Determne the ssue (deay n postng state pay, dd not receve approprate State pay, beng pad at wrong rate, etc.). Contact Busness Admnstrator and/or job supervsor for revew of offender's concerns and response to grevance DR 504 Grevance Procedures