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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 />11 of 12 <br /> <br />6. 14BReview and Appellate Authorities <br />The grievance process has two (2) decision-making authorities: review authority and <br />appellate authority. <br />• Review authority – The section supervisor or district manager who supervises the <br />probation and parole staff member that the grievance is against. The review authority <br />shall forward to the deputy chief of the Probation and Parole Bureau those <br />grievances that are beyond his control or the district manager’s authority. <br />• Appellate authority – The district manager, deputy chief of the Probation and <br />Parole Bureau, chief of the Operations Division, or director of the IDOC (as <br />appropriate). The appellate authority shall be the next person in the review <br />authority’s chain of command. <br />Note: The review and/or appellate authority shall notify the IDOC’s Office of <br />Professional Standards of any issues that may require an assessment or <br />administrative investigation. (See SOP 150.01.01.006, Administrative Investigations.) <br />28BDecision Options <br />Review and appellate authorities have three (3) options when reviewing a grievance or <br />appeal: Grant, deny, or modify. <br />Grant – It is determined that a change or correction is warranted and that the offender’s <br />suggested solution shall be accepted. <br />Deny – It is determined that a change or correction is not warranted and that the <br />offender’s suggested solution shall not be accepted. <br />Modify – It is determined that a change or correction is warranted but the offender’s <br />suggested solution shall not be accepted. <br />Note: A modified response could include staff training, even if the issue cannot be <br />changed or corrected. <br />7. 15BNotifying Offenders of Grievance and Appeal Decisions <br />Completed, written grievance and appeal decisions shall be mailed to the offender in a <br />sealed envelope or hand-delivered to him, folded and secured in a manner that affords <br />confidentiality. <br />Note: It is vital that the date the grievance or appeal is mailed or hand-delivered to the <br />offender matches the ‘sent to offender’ date that is in the CIS. <br />8. 16BRetention Criteria <br />The grievance coordinator shall maintain hard copies of an offender’s grievance and/or <br />appeal for five (5) years and then destroy. <br />7BREFERENCES <br />Appendix A, Grievance and Appeal Process Handout <br />Appendix B, Grievance and Appeal Form <br />Appendix C, Grievance Correction Transmittal Form