Life as an Offender - Grievances

What is a grievance?

A grievance is a written, formalized complaint. Before filing a grievance offenders should try to resolve issues at the lowest level possible; discussing an issue with staff will often clear up any misunderstandings. If a sincere effort has not been successful, then a formal grievance would be the next step in the process.

Offenders may file a grievance on incidents that affect him or her personally and over which the Department has jurisdiction, including actions by employees, contract staff, volunteers, and other offenders.

Can friends or family file a grievance?

No. Friends or family may write facility staff directly to express their concerns.

How can a grievance be filed?

To file a formal grievance or to appeal the outcome of a grievance, the offender must submit all copies of DOC 05-165 Offender Complaint to the institution’s Grievance Coordinator. Specific information regarding how to complete this form is in the Offender Grievance Program Manual, which is available at each institution.

Emergency grievances are for resolution of issues that present a threat of death, injury, or disruption to the institution. These grievances are processed quickly.

What issues can be grieved?

Offenders confined in a facility or who are on active community supervision status may grieve their place of confinement or conditions of supervision when it relates to policy, lack of policy, and/or the lack of application of policy.

Only incidents, policy, or practice which personally affect the offender, and over which the Department has jurisdiction, are grievable. This includes actions by employees, contract staff, volunteers, and other offenders.

What issues cannot be grieved?

  • State and federal law.
  • Washington Administrative Code (WAC).
  • Court decisions.
  • Court-ordered pre-sentencing reports.
  • Community Corrections Officer (CCO) recommendations to superior court and/or the ISRB.
  • Special conditions imposed by a CCO in accordance with Department policy.
  • Indeterminate Sentence Review Board decisions.
  • Classification, disciplinary, or work release termination committee actions or decisions.
  • Department-approved procedures which have a formal, approved appeal process.

How is a grievance resolved?

The Grievance Coordinator is responsible to ensure the offender’s initial grievance is investigated and a written response is provided within 10 working days.

The following grievance remedies have been established by the Department:

  • Administrative action(s) to correct a problem.
  • Agreement by facility or DOC officials to remedy an objectionable condition within a reasonable, specified time.
  • A change in a facility or Department policy or practice.

Is there an appeal process?

Yes. Actions at all levels of the grievance process are subject to review by the next level in the system. The Deputy Secretary or his or her designee is the final appellant authority for all grievances.

The following levels and timeframes apply to the appeal process:

  • Offender Appeal to Level II: 2 working days
  • Level II Response: 20 working days
  • Offender Appeal to Level III: 2 working days
  • Level III Response: 20 working days
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