Grievance Policies and Procedures recommendations

The Grievance Policies and Procedures category includes 43 recommendations. 7 recommendations (16 percent) have been audited and completed, 31 recommendations (72 percent) are covered by consent decrees and monitored by experts under federal court oversight, and 5 recommendations (12 percent) are not covered by consent decrees and subject to audit by OCLEM. 

	Not covered by Consent Decree/subject to audit by OCLEM.
	Covered by Consent Decree and subject to monitoring by federal court appointed experts.
	Completed, audited, and presented to the Board.

Recommendation	Master List Number	Status (Updates are in progress)
Adopt recommendations in reports prepared by Aaron Zisser.	23
Create the Office of the Inspector General of the Jails (OIGJ), with staff and budget, all of which are independent of the Sheriff's Department and the Department of Correction, and which office reports directly to the Board of Supervisors, to provide independent civilian oversight of jail operations, including the grievance/complaint process.	24
Provide oversight of the process that determines which grievances/complaints should be pursued and which should be discarded to ensure that those decisions are made properly.	25
Update the Inmate Grievance Process Policy 14.05.	27
Grievance Boxes should be on each unit, in the chow hall at Main Jail South, and in the dayroom at Main Jail North.	28
Require that supervisors approve all notes placed by correctional officers on inmates' doors that instruct other inmates not to talk to those inmates or give them anything.	29
All staff are to provide meaningful assistance to inmates with behavioral health and other disabilities in utilizing the complaint/grievance process.	32
Allow inmates the ability to file grievances/complaints on behalf of other inmates, and allow inmates to file group grievances or complaints.	33
Collect forms at least once per shift at reasonable hours.	34
Forms should be legal size with quadruplicate copies.	35
Update the information on the forms and add optional demographic information.	36
Tracking numbers should be printed on the forms.	37
Include pre-printed checkboxes on the forms.	38
There should be two management analysts and two lieutenants, to work at Elmwood and the Main Jail, to monitor, collect, and process the grievances and complaints.	39
Staff should be trained about the grievance procedure changes before the changes are implemented.	40
Provide training to correctional officers on the proper use of the Custody Input Report.	41
Track the issuance of all Custody Input Report and permit review of that tracking data by the independent civilian oversight entity.	42
Revise the Custody Input Report form.	43
Ensure that inmates are familiar with and have access to grievance and complaint processes, including the Jail Observer Program (JOP), and that inmates are guaranteed confidentiality, consistent application, and timely, impartial responses when accessing these processes.	327
Ensure the development and use of humane inmate discipline practices, based on clearly documented and communicated policies, procedures, and training of officers.	328
The inmate grievance forms will include “Retaliation” and “Harassment” as specific categories of “Grievances Against Staff” for inmates to specify.	379
Install grievance lock boxes to ensure that inmates have a confidential and secure method to file a grievance. Grievance Intake Forms and instructions on how to fill out those forms would be located adjacent to the lock boxes.	380
Implement a grievance tracking system to document receipt of grievance, assign grievance to appropriate unit, and monitor progress on resolution of grievance.	381
Share collected data during the squad meetings to identify areas for improvement.	382
Create an electronic grievance form that inmates can utilize to file grievances on‐line while utilizing the new tablets procured for inmate use at custody facilities.	383
Create a voice only grievance form that inmates can use to file grievances that utilizes voice prompts. This will assist inmates who may be not be able to read or for other reasons are unable to fill out a written form.	384
Publicly post a quarterly report detailing the number of grievances by category, status of grievances and disposition of grievances resolved. Personal information of all custody staff and inmates will be redacted to ensure privacy rights and laws are adhered to.  In the instance of any criminal investigation stemming from a grievance, that information will not be included in these quarterly reports so as not to influence or compromise the investigation.	385
The data culled from this automated tracking system will be utilized to allow for timely intervention, additional training and/or policy changes, or additional inmate education on rules while in custody to attempt to decrease inmate infractions.	386
The critical distinction between the two basic types of grievances should guide the Jail’s approach at every stage, as well as the scope of independent oversight.	488
Staff and inmates should be trained on the distinction, and policy should clarify the distinction, though inmates should be able to submit complaints through the grievance process.	489
Grievance procedures must be viewed as a means of oversight of inmates’ rights and of Jail and staff accountability.	490
The Jail should make complete and accurate information readily available and should routinely update such information.	491
Postings should be complete, accurate, organized, properly located, and difficult to tear or remove. PREA information should address both abuse and harassment and should be contained in easy-to-identify and attractively designed posters. The Jail should post information regarding IAU and JOP.	493
The Jail should screen the orientation and PREA videos free from distraction and should provide an opportunity for inmates to direct questions to staff.	494
Inmates should have ready access to confidential means of submitting grievances and complaints.	495
The Jail should develop clear plans for the placement of boxes and other filing methods; inmates should participate in the planning process.	496
The Jail should clarify – in staff training, inmate education, and policy – that inmates may submit grievances to any staff member.	497
The Jail should make grievance forms available in medical units and any other areas where inmates may be.	498
Responses to grievances should be appropriate, complete, and timely. Accused staff should not handle the grievance, and staff should receive training on handling misconduct grievances as complaints that should be directed, through supervisors, to IAU.	499
Custody Health should be held accountable for late responses, the Jail should notify inmates if the response is going to be delayed beyond the deadline, and the Jail should shorten the deadline for responses to PREA grievances.	500
When officers make inappropriate responses to grievances, supervisors should address this error on the grievance form so that the inmate understands that the Jail does not tolerate such responses. The Jail should discipline officers for intimidating or accusatory responses and should consider referring such responses for investigation of possible retaliation.	501
The Jail should track and report on the timeliness and outcomes of grievances, as well as other required information; the Jail should ensure that staff input incident data accurately. Grievance Coordinators should have appropriate seniority and expertise to properly categorize and route grievances. The Jail should consider consolidation of some of the grievance categories and adding more specific categories.	511
Custody Health should enter grievance information into its database and periodically review the data for, among other issues, timeliness of responses and types of grievances.	514