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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 />9 of 12 <br /> <br />27BProcess Steps: Appeal <br />Functional Roles and <br />Responsibilities Step <br />Tasks <br />CIS steps are in bold <br />Offender 1 <br />Within seven (7) days of the post-marked envelope date or <br />the grievance being hand-delivered to you: <br />• Complete a new appendix B, Grievance and Appeal <br />Form. (Ensure the ‘appeal’ box at the top of the form <br />is checked and not the ‘grievance’ box. Explain why <br />the grievance findings should be changed.) <br />• Attach a copy of the grievance response to the new <br />Grievance and Appeal Form and submit them to your <br />supervising district’s grievance coordinator. <br />Note: If the grievance was mailed to you, do not discard the <br />envelope because it may be used as evidence to determine <br />when you reasonably should have received a copy of the <br />grievance. <br />Grievance Coordinator 2 <br />Note: If the original grievance was completed by a non- <br />supervising district, the supervising district’s grievance <br />coordinator shall fax or scan and email the new Grievance <br />and Appeal Form (to include the grievance attachment) to <br />the non-supervising district’s grievance coordinator for <br />processing and entry into the CIS. The supervising district’s <br />grievance coordinator shall maintain in a pending file, the <br />form that has the original signature. <br />Note: For ‘grievance’ tab navigation and data entry, see the <br />CIS user guide, CCD Grievance Tab Instructions. <br />In the CIS, ‘grievance detail’ screen: <br />• Open the grievance, and select the ‘level 3’ radio <br />button. <br />• Enter the ‘received offender appeal’ date. <br />• Type verbatim the offender’s written appeal <br />statement exactly as it appears on the new <br />Grievance and Appeal Form. <br />• Enter the ‘forwarded to level 3’ date. <br />• Enter the appellate authority’s user ID in the ‘level <br />3 appellate’ box. <br />• Click the ‘due back from level 3’ box. (CIS will <br />auto-fill with a date that is 14 days from the <br />‘forwarded to level 3’ date.) <br />• Save the data, and email the appellate authority to <br />inform him that the appeal is ready for review.