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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 />6 of 12 <br /> <br />Functional Roles and <br />Responsibilities Step <br />Tasks <br />CIS steps are in bold <br />Grievance Coordinator 3 <br />Determine if the Grievance and Appeal Form is completed <br />correctly. <br />• If the form is completed correctly or after a previously <br />incomplete form is corrected, proceed to step 4A. <br />• If the form is not completed correctly: <br />♦ Return the form to the offender-using appendix <br />C, Grievance Correction Transmittal Form; <br />♦ In the CIS ‘grievance detail’ screen, click the <br />‘grievance status’ drop-down box, and select <br />‘returned w/o action’; and <br />♦ Enter a comment stating that the grievance <br />was returned to the offender and why. <br />Grievance Coordinator 4A <br />If the Grievance and Appeal Form is acceptable: <br />• In the CIS, enter the offender’s IDOC number, add <br />a new grievance, determine the appropriate <br />‘category’ from the drop-down box, and select the <br />‘grievance location’ from the drop-down box. <br />• In the ‘offender problem’ section, type verbatim <br />the offender’s written grievance statement exactly <br />as it appears on the form. (No modifications, to <br />include spelling corrections, are permitted.) <br />♦ Enter the information provided by the <br />offender that describes his attempt at <br />informal problem-solving; <br />♦ Enter the offender’s suggested solution; <br />♦ In the ‘grievance status’ drop-down box, <br />select ‘pending’; and <br />♦ Enter the ‘received from offender’ date. <br />Note: When an unethical allegation is raised, immediately <br />inform the section supervisor or district manager. <br />Grievance Coordinator 4B <br />• Enter the ‘forwarded to level 1’ date. <br />• In the ‘level 1 responder’ box, enter the user ID of <br />the staff member most capable (if appropriate) of <br />responding to and resolving the issue. (This <br />would be the person most capable based on <br />involvement or knowledge of this issue.) <br />• Click the ‘due back from level 1’ box. (CIS will <br />auto-fill with a date that is 10 days from the <br />‘forwarded to level 1’ date.) <br />• Click the printer icon to generate a portable <br />document format (PDF) document. <br />• Save the PDF document and email the grievance <br />to the assigned level one responder. <br />Note: Discuss the ‘level 1 responder’ assignment with the <br />review authority as needed.