Or. Admin. Code § 291-109-0220 - Grievance and Grievance Appeal Submission Requirements
(1) An adult in custody who is unable to
resolve a dispute with an employee, contractor, or volunteer of the Department
of Corrections or Oregon Corrections Enterprises through informal
communication, may seek resolution of their grievance through the department's
internal grievance review system by submitting a written grievance to the
institution grievance coordinator using a department-approved grievance form in
accordance with these rules. As with informal communications, adults in custody
shall use a civil and respectful tone and manner in their written grievances to
attempt to resolve the problem or concern.
(a)
Instructions for filing grievances and grievance appeals are found on the
reverse side of the forms, or the adult in custody may contact the institution
grievance coordinator or the law library for assistance.
(b) Functional unit managers or designees
shall ensure the approved AIC grievance and grievance appeal forms are readily
available to adults in custody in Department of Corrections
facilities.
(2) An adult
in custody must use their court name when submitting a grievance or grievance
appeal, which must be entered in the designated "Name" portion of the form. A
secondary name an adult in custody 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 and
grievance appeals must be legible and written within the appropriate space
provided. A grievance or grievance appeal may be up to three pages
(single-sided) in length. An adult in custody must use a form for each page of
the grievance or grievance appeal. Grievances and grievance appeals that are
not legible or contain multiple sentences per line will be returned to the
adult in custody for correction.
(4) An initial grievance must include a
complete description of the incident, issue, or action being grieved, including
date and time of the incident, issue, or action being grieved, and the
individual responsible for the incident, issue, or action.
(5) An adult in custody 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 grievance
appeals. An adult in custody may submit no more than five pages (single-sided)
of supporting documentation per grievance or grievance appeal. Communication
forms seeking a response should not be attached to a grievance and should be
submitted separately.
(6) If an
adult in custody cannot complete the grievance or grievance appeal form due to
physical or mental impairments or language barriers, the adult in custody may
contact the law library, institution grievance coordinator, or institution ADA
coordinator to request assistance.
(7) An adult in custody may not write a
grievance or grievance appeal for another adult in custody unless authorized by
the institution grievance coordinator or institution ADA coordinator. However,
the adult in custody submitting the grievance or grievance appeal must still
sign the form(s).
(8) An adult in
custody 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) Grievance and grievance
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 adult in custody's name
and state identification number (SID) is known, the institution grievance
coordinator will notify the adult in custody of the actions taken.
(10) Grievance and grievance appeal forms
containing sexually explicit, derogatory, or offensive artwork, drawings, or
other sexually explicit material will be returned to the adult in custody 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 to the
adult in custody for correction.
Notes
Statutory/Other Authority: ORS 179.040, 179.321, 423.020, 423.030 & 423.075
Statutes/Other Implemented: ORS 179.040, 179.321, 423.020, 423.030 & 423.075
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