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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 />5 of 12 <br /> <br />• The offender can only raise one specific issue per grievance. <br />• The grievance must contain specific information such as dates, places, and names. <br />• A description of the problem should be legibly written (or typed) within the <br />appropriate area on the Grievance and Appeal Form. If the form is difficult to read or <br />understand it may be returned to the offender with instructions to make it legible. <br />• If probation and parole staff decides it is necessary to obtain additional information, a <br />probation and parole staff member may interview the offender or request additional <br />written explanation. <br />• Grievance and Appeal Form attachments (e.g., court rulings or other documentation <br />the offender believes would support his grievance or appeal) are not permitted. <br />• A Grievance and Appeal Form must be submitted within 30 days of the incident or <br />decision. (Note: The review authority may extend this time limit.) <br />• The offender must suggest a solution to the issue. <br />• Unless submitted via email, the offender must sign the Grievance and Appeal Form. <br />Note: In regards to the above guidelines, the grievance coordinator may consult with the <br />review or appellate authority anytime there is a question regarding the acceptance or <br />rejection of a grievance. (See the following process steps.) <br />26BProcess Steps: Grievance <br />Functional Roles and <br />Responsibilities Step <br />Tasks <br />CIS steps are in bold <br />Offender 1 <br />If informal problem-solving is unsuccessful, within 30 days <br />of the attempt: <br />• Complete appendix B, Grievance and Appeal Form. <br />(Ensure the ‘grievance’ box at the top of the form is <br />checked and not the ‘appeal’ box.) <br />• Submit the Grievance and Appeal Form to your <br />supervising district’s grievance coordinator. <br />Grievance Coordinator 2 <br />In the Corrections Integrated System (CIS), locate the <br />‘grievance’ tab, and use the Grievance and Appeal <br />Form to enter information into the ‘grievance detail’ <br />screen. <br />Note: If the issue being grieved occurred in a non- <br />supervising district, the supervising district’s grievance <br />coordinator shall fax or scan and email the Grievance and <br />Appeal Form to the non-supervising district’s grievance <br />coordinator for processing and entry into the CIS. The <br />supervising district’s grievance coordinator shall maintain in <br />a pending file, the form that has the original signature. <br /> <br />Note: For ‘grievance’ tab navigation and data entry, see the <br />CIS user guide, CCD Grievance Tab Instructions.