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Control Number: <br />316.04.01.001 <br />Version: <br />1.4 <br />Title: <br />Grievance and Appeal Procedure for <br />Offenders: Probation and Parole <br />Page Number: <br />10 of 12 <br /> <br />Functional Roles and <br />Responsibilities Step <br />Tasks <br />CIS steps are in bold <br />Appellate Authority <br />(See Section 6) 3 <br />Within 14 days of receiving notification from the grievance <br />coordinator review: <br />• The appeal; <br />• The level one responder’s grievance response; <br />• The review authority’s grievance finding; and as <br />needed, <br />• Any applicable rules, policies, directives, SOPs, etc. <br />Note: If steps 3 and 4 cannot be completed within 14 days, <br />notify the grievance coordinator. The grievance coordinator <br />will send a notification of the delay to the offender. <br />Appellate Authority 4 <br />In the CIS, locate the ‘grievance’ tab, and enter <br />information into the ‘grievance detail’ screen. <br />• Open the grievance, and select the ‘level 3’ radio <br />button. <br />• Enter the ‘returned from level 3’ date. <br />• In the ‘final grievance disposition’ box, select <br />‘granted’, ‘denied’, or ‘modified’. <br />• In the ‘level 3 response’ section, record your <br />finding. <br />• Select your name from the ‘appellate authority’ <br />drop-down box, and save the data. <br />• Email the grievance coordinator to inform him that <br />you have completed your review. <br />Grievance Coordinator 5 <br />In the CIS, ‘grievance detail’ screen: <br />• Open the grievance, and select the ‘level 3’ radio <br />button. <br />• Enter the ‘sent to offender’ date. <br />• Print two (2) copies of the grievance/appeal. <br />• Forward a copy to the offender (see section 7 of this <br />SOP), and file the other copy. <br />Note: Ensure that the ‘sent to offender’ date is the actual <br />date the grievance is forwarded to the offender in <br />accordance with section 7. <br />Note: As a reminder to step 2, when the grievance or <br />appeal was completed by the non-supervising district, the <br />non-supervising district’s grievance coordinator shall email <br />the supervising district’s grievance coordinator that the <br />appeal is completed. The supervising district’s <br />grievance coordinator shall then print from the CIS a <br />copy of the grievance/appeal and file it with the <br />Grievance and Appeal Form that has the original <br />signature. Both forms shall be filed in a locked filing <br />cabinet in the district manager’s office and maintained in <br />accordance with section 8 of this SOP. <br />For further assistance with CIS, see your designated CIS super user.