CCA CORPORATE AND FACILrTY POLICY

PAGE 1 OF 2

CHAPTER 14:

INMATE/RESIDENT RIQIiTS

SUBJECT:

LEGAL RIGHTS OF INMATES/RESIDENTS

SUPERSEDES:

JULY 1,1995

EFFECTIVE DATE:

DECEMBER 1! 200:i!

FACIL.ITY:

CORRECTIONAL.: TREATMENt FACILITY

FACILITY SUPERSEDES:

DECEMBER 13. 2002

FACIL.ITY EFFECTIVE DATE:

AUGUST 12,2005

APPRovaD:

APPROVED:

SIGNATURE ON FILE AT CQRPORATE OFFICE
JIMMY TURNER
VICE PRESIDENT, OPERATIONS

SIGNATURE ON FIL.E AT CORPORATE QFFICE
G,A.PURYEAR
eXECUTIVE VICE PRESIDENT/ ClENERAL. COUNSEL.

14-4,' PURPQSE:
To specify rights afforded inmates/resIdents housed in CCA faoilities.

14-4.2 AUTHORITY:
Corporate and Facility Policy; State and Federal Laws

14·4.3 DEFINITIONS:

JnmatEl/Resldent - Any adult or Juvenile, male or female housed In a CCA faCility, Inmates/residents
may also be referred to as detainees, prisoners or offenders depending on classifIcation and In
accordance with facility management contracts.

14-4.4 POLICY:
It is the policy of CCA to ensure that allinmates/residsnts are afforded the folloWing rights;
A.

Aocess to· Qourtsi Inmates/residents will have aocess to the court system In accordance
with eCA Corporate and Facility polley 14-8 or any other oontractually requin~d policy
conoerning access to the court system.

8.

Access to Counsel.:
attorneys.

Inmates/residents will be able to have confidential contact with their
'

C.

Equal Acoess: Program acCBSS, work assignments and administrative decisions will be made
without regard to racs,' religion, national origin, gender, disability, or political views.

D.

Ser,?arate Housing: Male and female Inmates/residents housed in the same Institution will
have separate sleeping quarters but equal access to all available services and programs,
Neither sex will be denied opportunities solely on the basis of their. smaller number in the
pOpulation.

E,

8QQess to Media: Inmates/residents are permitted to have reasonable aocess to the media
in accordance with CCA Corporate and Facility Policy 14-3 or any other contractually
required policy concerning acoess to the media.

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PAGE 2 OF 2

CCA CORPORATE AND FACILITY POLICY

POLICY 14-4

F.

Protection From Persgnal Apuse, Verbal Abuse, p§rsonal Inlury,
Punishment. Property Damage and Harassment

G,

Freedom from.Uoreasonable Searches; Inmates/residents will not be searohed for hara.sslng
or retaliatory purposes, Inmate/resident searches will be conducted in accordance with eCA
Corporate and Facility Policy 9-5 or any other contractually required policy concerning
searches.

H.

PersQoal GrgomjnQ: Inmates are permitted 1reedom in personal grooming as long as their
appearance doss not conflict with the facIlity's requirements for safety, security, identification
and hygiene.

I,

~rieyance Procedures:

J.

Religlop:

K.

Freedom from Disgrlmlnatlon: Freedom from discrImination based on race, religion, natIonal
origin, gender, disability, or political views

L.

Protection from Inmates/6eiigents Having Power or Authority Q'(er Angther Inmate/Resident:
All Inmates/residents will be supervised and under the control of trained staff or trained
volunteers at all times. In no case will an Inmate/resident be given power or authority over
another Inmate/resident.

M.

Access to Foreign Consulate: Foreign national (non-U,S, citizen) Inmates/resident have
right to aocess the foreign oonsulate from his/her country of olti;!eDship at any time.

Disease. Qorporal

Inmates/residents will have aooess to a grievance or administrative
remedy procedure as outlined in eCA Corporate and Facility Policy 14-5 or any other
contraotually reqUired polioy concerning grievances.

Inmates/residents can practloe a religion subject only to limitation necessary to
maintain order and security,

a

14-4.5 PROCEDURE:
A.

The Warden/Administrator or designee will investigate any allegation of a viOlation of this

policy.

B.

Any staff member found violating the rights of Inmates/re6idents set forth in this policy will
face possible disciplinary action up to and including termination of employment.

C,

Staff members will report violations 01 this policy immediately to their Immediate supervisor or
the next available staff member In the chain of command.

D.

Foreign Consular Notification
If the contracting agenoy has not assumed responsibIlity of foreIgn consular notification or if
Inmates/residents invoke the right after initial arrest and detention, CCA will. notify the
consulate In aooordanoe with the U,S. Department of State guidelines,

E.

AT THIS FACIL.ITY, APprTIONAL PROCEDURES ARE AS FOLLOWS:
. A cOPy of this policy Is ayallable in the L,w Library and will be proylded to any Inmate
upon request.

14-4.6 REVIEW!
The General Counsel will review this polley annually.

14-4.7 APPLICABILITY:
All CCA 1acilities and programs,

14-4.8 ATTACHMENTS:

None,
14-4.9 REFERENCeS:
Proprietary Information - Not for DIstribution· Copyrighted
Property of Correotlons Corporation of America
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PAGE 3 OF 2

CCA CORPORATE AND FACILITY POLICY

POLICY 14-4

.'

ACA Standards. The ACA Standards for this facility are as follows:
4-ALpE·6A-01, 6A-06, sA-O', SA-OB, 6A·Q4, 6S-01

Proprietary Information· Not for Distribution· Copyrighted
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Inmate/Resident Grievance Procedures
14-5

....

Page 1 of 12

CORRECTIONS CORPORATION OFAMERICA

S/GNATUR' oN mE AT fA 9 U.'tySllPpORT PINTiIl
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14-5.1 POLICY:
CCA will provide a means for all Inmates/residents to address complaints regarding facility conditions,
treatment, and policies and procedures. Many matters can and should be resolved directly and
promptly between the inmate/resident and institutional staff.
All inmates/residents will have access to an informal resolution process to resolve their complaints. At
any time the Informal resolution prooess ha5 not provided successful resolution of the complaint or in
the event of an emergency grIevance, inmates/residents may use the formal grievance process. All
complaints should be a.ssessed in a fair and Impartial manner. Resolution in the best Interest of the
Inmate/resident and the facility should be the primary goal.
14-5.2 AUTHORI'N:

CCA Company Polley

14-6.3 DEFINITION:
Emergency Grievance - A grlevanoe In Which the potentIal for personal InJury or irreparable harm exIsts.
Grievance Officer - Facility staff member responsible for tracking and management of the grievance
process. This Includes coordination of Investigations and ensurIng that resolution is reached.
Grievanoe - A written complaint concerning the facility conditions, treatment, polloies, and/or
procedures which is believed to personally effect the inmate/resident In a negative manner,
Inmate/Resident - Any adult or juvenile, male or female, housed in a CCA facility. Inmates/residents
may also be referred to as detainees, prisoners, or offenders depending on Classification and in
acoordance with facility management contraots.
Reasonable Suspicion - A suspicion Which is based upon documentable, e.rtloulable facts whIch.
together with the employee's knowledge and experIence, lead him/her to believe that an unauthorized
situation or violation of rules exists.
Reprisal - Any action or threat of action against Bny Inmate/resident for the good faith use of or good
faIth participation in the Informal resolution prooess or grievanoe procedure,
14-5.4 PROCEDURES:

PROCEDURES INDEX
SECTION

A
B
C
D

SUBJECT
Availabl/lty of Information
Tralnlnc
Grievance Availability
Confidentiality

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14-5

MARCH 14, 2007

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Protection from Reprisal
Grievable Matters
Non-Grievable Matters
Excessive Filine of Grievances
Grievance Extensions
Grlevanoe Officer
Informal ResolutIons
E:meraencv Grievances
Formal Grievances
Grievances Aaainst Contraotlna Agency
Remedies
Apoeal Process
Transfers/Releases
Reoords
ReportlnQ
ATF Section

AVAILABILITY OF INFORMATION
1,

Employees
A copy 01 this policy will be available to all employees.

2.

Inmates/Residents
a.

New Inmates/residents will be Informed of the informal resolution process and
grlevanoe procedures upon arrival.

b.

A summary of procedures outlined In this policy will be Included in the
Inmate/Resident Handbook.

o.

A copy of this polioy will be available In the inmate/resident library. A copy will
also be available for inmatesJresldents that do not have the opportunity to visit
the library (i.e. segregated Inmates/residents).

NOTE: In the event an Inmate/resident has difficulty in understanding the procedures
outlined In this polley, employees must ensure that the Information Is effectively
communicated on an individual basis. Auxiliary aids which are reasonable, effective,
and appropriate to the needs of the inmate/resident shall be provided when ~imple
written or oral communioatlon Is not effective.
B.

TRAINING
All employees will receive training on this policy 11'1 pre-servloe and in·servloe trainIng. Training
will be documented In aooordance with CCA Policy 4-2, Maintenance of Training Records.

C.

D.

GRIEVANCE AVAILABILITY
1.

Inmates/residents oan Invoke the grievance procedure regardless of disciplinary,
classification! or other administrative decisions to which the Inmate/resident may be
subject.

2.

An inmate/resident may not submit a grievance on behalf of another inmate/resident;
however, assistance from a staff member or inmate/resident may be provided When
necessary to communicate the problem on the grievance form.

CONFIDENTIALITY

Propeny or Corr.ctlgn~ Corporlltlon of America

Proprietary InformatIon -- Not For Distribution - Copyrighted

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MARCH 14, 2007

14-5

Grievances are considered special correspondence.
If a sealed envelope is labeled
"Grlevance" and addressed to the Grievance Officer, it will not be opened for Inlspactlon unless
there is reasonable suspicion that the sealed envelope contains contraband. If reasonable
suspicion exists and the Warden/Administrator or designee's approval has been obtained. the
envelope may be opened and Inspected for contraband only.
E.

PROTECTION FROM REF'AISAL

Inmates/residents shall not be subject to retaliation, reprisal, harassment, or discipline for use or
participation In the informal resolution process or grievance process. Any allegations at thIs
nature will be thoroughly investigated by the Warden/Administrator and reviewed by the
appropriate Divisional Managing Director, Facility Operations, The DiVisional Managing DIrector,
Facility Operations will notify the appropriate Vice President, Facility Operations of any
allegations that are found to be oredible.
F.

GRIEVABLE MATTERS

Inmates/residents may grieve the following matters through the grievance process;

1.

Violation of state and federal laws, regulations, or court decisions, to InclUde but not
limited to violations of the Americans with Disabilities Act, constitutional rights, etc.

2.

Application of rules, policies, and/or procedures towards inmates/residents over which
eCA has control;

3.

Individual staff and inmate/resident actions, including any denial of access to the
Informal resolution or grievance processes:

4.

Reprisals against inmates/residents for utlllzlng the informal resolution or grievance
processesj and

5.

Any other matter relating to the conditions of care and superVision withIn the authority of

eeA.

AT THIS FACILITY, ADDITIONAL
GRJEVABL.E MATTERS IS:

CONTRACTUAl.

INFORMATION

REGARDING

I NONE
G.

NON-GRIEVABLE MATTERS

The following matters are D.Qj; grievable by Inmates/residents through these grievance
procedures;

1.

State and Federal oourt decisions:

2.

State and Federal laws and regulations:

3.

FInal decisions on grievances;

4.

Contracting agency (BOP, ICE, state department of corrections, etc.) policies,
procedures, decisions. or matters (I.e., institutional transfers, parole and probation
decIsions, etc.):
,

NOTE: Contracting agency policies, procedures, decisions, or matters shalf be grieved
In accordance With the regulations of the applicable contracting agenoy.

5.

Disciplinary actions (all dlsolpllnary aotion must be addressed in accordance with
disciplinary procedures In place at the facility);

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6.

Property Issues (all property Issues must be addressed In acoordance with property
procedures In place at the facility); and

7.

Classification status (all classlfloatlon status must be addressed in accordance with
classification procedures In place at the facility),

A.T THIS FACILITY, A.DDITIONAL CONTRACTUAL INFORMATION REGARDING NON·
GRIEVABL.E MATTERS IS:

[llilliS
H.

EXCESSiVE FILING OF GRIEVANCES
If it is determined by the Warden/Administrator that an Inmate/resident Is deliberately abusing
the grievance system through excessive filing of grievances and/or repeated refusal to follow
procedures, the Warden/Administrator may suspend the filing 01 additional grievances until all
pending grievances have been resolved.
The Warden/Administrator will provide the
inmate/resident With written documentation 01 the sU6penslon,

AT THIS FACIL.ITY, ADDITIONAL CONTRACTUAL.
EXCESSIVE FILING OF GRIEVANCES ARE:

l.

PROCEDURES

REGARDING

GRIEVANCE EXTENSIONS
In certain instances it may be necessary to extend response deadlines to allow for a more
complete InvestIgation of the clalm(s). Justification for the extension must be provided to the
Inmate/resident on the 14-5C Grievance Extension Notice. The time extension will be
determined by the Warden/Administrator and will not exceed fifteen (15) calendar days,

J.

GRIEVANCE OFFICER
The Warden/Administrator will designate an indlvldual(s) as Grievance Officer(s) who will
coordinate the grlevanoe process to Inolude:
1.

Reviewing all formal grievances received to ensure all necessary information Is
included;

NOTE: Grievances that are prematurely appealed to the Warden/Administrator or
designee will be returned without review.
2.

Ensuring Informal resolution has been attempted (exoludlng emergency grievances);

3.

Assigning a number to all formal grievances:

4.

Logging all grievances received;

5.

Forwarding formal grievances to the appropriate department head for response:

6,

Coordinating the timely Investigation and response of formal grievancesj

7,

!:nsuring that, when a grlevanoe decision specifies that an action Is to be taken, a date
is included for completing the action;

8.

Ensuring the Inmate/resident receives a oopy of the completed grievance and ensuring
that the Inmate/resident's signature is acquIred at the time a response Is prOVided;

9,

Ensuring all remedies/required actions are fulfilled by the imposed deadline; and

Proprietary Informll.tlDn - Not For DistrIbutIon - Copyrlst1ted
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Maintaining all grievanoe reoords and documents as outlined in 14-5.4,R.

10,

AT THIS FACIL.I1Y, THE POSITION DESIGNATED AS THE GRIEVANCE OFFICER IS:
[ GRIEVANCE COORDINATOR

K,

J

INFORMAL RE:SOLUTIONS
With the exceptIon of emergenoy grievances, Inmates/residents are requIred to utilize the
Informal resolution process concerning questions, disputes, or complaints prior to the
submission of a formal grIevance, If an inmate/resident is not satisfied with the results of the
Informal resolution process, the Inmate/resident may file a formal grievance.
FIling

1.

a,

The 14-5A Informal Resolution form must be utilized to initiate the informal
resolutIon process,

b.

All 14-5A's related to medical care and treatment must be submitted to qualified

health services staff through faoility mail.

o.

WIth the exception of grleVanCf35 related to medical care and treatment,
Inmates/residents are requIred to submIt 14-5A's through facility mall, or in
person, to the appropriate unit staff. In the absence of unit management, the
Warden/Administrator will designate a staff member to receive Informal
resolution forms.

AT THIS

FACIL.ITY
SUBMITTED TO:

ITHE

INFORMAL

RESOLUTION

FORMS

Will

BE

~

GRIEVANCE COORDINATOR

NOTE: Only qualified health services staff are authorized to provide responses to any
questions, disputes, or complaints regarding medIcal care and treatment.

2.

Resolution
The staff member assigned to complete the Informal resolution process will be
responsIble for:

S.

a.

ConductJng an InItIal meeting with the inmate/resident to discuss the issue;

b.

Meeting with all staff members involved with the Issue;

c.

Researching necessary Information to determIne If a remedy Is possible:

d.

Developing a response to present to the inmate/resident in an attempt to
resolve the issue informally;

e.

E:nsurlng the Inmate/resident reoelves a copy of the oompleted 14-6A at the
time the response is provided; and

f.

ensuring any remedies agreed L1pon are completed.

TIme Guidelines
The total time for the informal resolution process will be no more than fifteen (15)
calendar days from the date the 14-5A was submitted through the date the response
was presented to the inmate/resident, unless unusual circumstances are present. In

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14·5

MARCH 14, 2007

the event unusual circumstances (e,g. inability to contact a critical staff member for the
Investigation process, faoility on lock down status,stc,) prohibit the ability to meet time
guIdelines, the assigned staff member will provide the inmate/resident with written
documentatlan extending the response deadline.

4.

a,

The Inmate/resident must submit the 14·5A within seven (7) calendar days of
the alleged Inoldent.

b,

The tfme for filing begins from the date the problem or Incident became known
to the inmate/resident.

c.

In the event the inmate/resident is not satisfied with the response, the
inmate/resident will have five (5) calendar days to submit a formal grievance to
the Grievanoe Officer. In the event the inmate/resident pursues a formal
grieva.nce, the Inmate/resident will be required to attach a oopY of the 14·5A to
the formal grievance form.

Documentation
The original 14·5A will be maintained by the facility with a copy presented to the
inmate/resident at the time the reeponse was presented.
AT THIS FACILITY. ORIGINAL 14·5A FORMS WILL BE MAINTAINED IN THe
FOLL-OWING LOCATION{S):

I
L.

GRIEVANCE OFFICE

EMERGENCY GRIEVANCES

If the subject matter of the grievance Is such that compliance with the regular time guidelines
would sUbject the inmate/resident to risk of personal injury, the Inmate/resident may request that
the grievance be considered an emergency grievance. The emergency grievance must detail
the basis for requiring an immediate response, When the grievance Is of an emergency nature,
utIlization of the informal resolution process Is not required.

,.

Filing
e.

The 14·66 Inmate/Resident Grievance form must be utilized to file an
emergenoy grievance. The Inmate/resident will complete Page 1 of the 14-5B
and place it in a sealed envelope marked "Emergency Grievance". Sealed
envelopes may be placed In the grievance mail box, If a grievance mall box Is
not used, the emergency grievanoe will be forwarded to the Grievanee Officer.
AT THIS FAOILITY. THE PROCEDURE FOR
GRIEVANCE TO THE GRIEVANCE OFFICER IS:

FORWARDING

THE

GBIEVANCES WILL BE PL.ACEO IN THe GRIEVANCE BOX LOCATED
ON EACH HOUSING UNIT

b.

The Grievance Officer will check the gr/evanoe mall boxes dally, excluding
weekends and holidays. If a grievance mallbox Is not used, grrevanoes are to
be forwarded dally, excluding weekends and holidays, to the Gr/evanoe Officer
In accordance with the procedures listed above.

c.

In the event it is necessary to file the emergency grievance on weekends or
holidays, the sealed envelope will be given to the Shift Supervisor. The Shift

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Supervisor will ensure the Administrative Duty Officer is notified upon receipt of
the emergency grievance.

2.

3.

Resolution
a.

Emergency grievances received through the grievance mail box or alternative
means, as Identified above, will be reviewed by the Grievance Officer to
determine if the grlevanoe Is of an emergency nature, If the grievance Is
determined to be of an emergency nature, the Grievance Officer will assign a
number to the emergency grievance, document the grievance on the 14-5D
Facility Grievance I-og or via the current approved FSC/CCA electronic
database, and immediately forward to an individual authorized to serve as
Administrative Duty Officer below the rank of Warden/AdmInistrator for a
response.

b.

Emergency grievances received on weekends and holidays will be reviewed by
an Individual authorized to serve as Administrative Duty Officer below the rank
of Warden/Administrator to determine If the grlevanoe i6 of an emergency
nature and will respond accordingly.

c.

The response must be documented on Page 2 of the 14-58 and submitted to
the inmate/resident for signature at the time of presenting the response In
person, The inmate!resldent will receive a complete copy of the emergency
grievanoe and any corresponding attachments at the time of presenting the
response,

Time Guidelines
An tndlvldual authorized to serve as Administrative Duty OffIcer (below the rank 01
Warden/Administrator) shall take action to resolve the grievance Within one (1) calendar
day of receipt of the grievance and provide a written response to the inmate/resident.

4,

Documentation
The Individual authorized to respond to the emergency grievance wIll ensure that the
Grievance Officer receives a copy of the emergency grievance and corresponding
attachments to ensure that the emergency grievance is appropriately logged and flied.

M.

FORMAL GRIEVANCES

1.

Filing
a.

The Inmate/resident must file the grievanoe within five (6) calendar days of the
response date listed on the 14-5A Informal Resolution form.

b.

The 14-58 Inmate/Resident Grievance form must be utilized to file a formal
grievance. The Inmatelresldent will complete Page 1 of the 14-58 and plaoe It
in a sealed envelope marked "Grievance", Sealed envelopes may be placed in
the grievance mail box. If a grievanoemail box is not used, the formel
grievance will be forwarded to the Grlevanoe Officer,

AT THIS FACILITY, THE PROCEDURE FOR
GRIEVANCE TO THE GRIEVANCE OFFICER IS:

FORWARDING

THE

GRIEVANCES WILL BE PLACED IN THE GRIEVANCE BOX LOCATED
ON EACH HOUSING UNIT

Proprl.tary Information - Not For Distribution - Copyrighted

LLO!2:LOIeJ

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2,

3.

4,

14·5

MARCH 14, 2007

Page 8 of 12

The Grievance Officer will check the grievance mall boxes daily, excluding
weekendS and holidays. If a grlevancemallboxisnotused.grlevances are to
be forwarded daily, excluding weekends and holidays, to the Grievance Officer
in accordance with the procedures listed above,

Resolution

a.

Formal grievances received through the grievance mall box or alternative
means as identified above will be reviewed by the Grievance Officer to ensure
the formal grievance is correctly submitted and required documentation
attached.

b.

The GrIevance OffIcer will assign a number to the formal grievance, document
the grleva.noe on the 14-6D Facility Grievance Log or via the current approved
FSC/CCA eleotronlc database and forward the formal grievance to the
appropriate staff member for a response.

c.

Formal grievance resolution should be determined by the appropriate
department head In relation to the formal grievance unless the grievance
pertain to the department head. In which case a different department head will
be desIgnated. For example, grievances related to medical care and treatment
would be forwarded to the Health Services Administrator, grievances related to
education would be forwarded to the principal, grievances related to
olassification would be forwarded to unit staff, etc.

d.

Each formal grievanoa will be responded to by Including a written explanatIon
for approval/disapproval. The response must be documented on Page 2 of the
14·5B and given to the inmate/resident, In person, for signature. Responses
may be given to the Inmate/resident, in person, by the responder or the
Grievance Officer. The Inmate/resident will receive a complete copy of the
formal grIevance and any corresponding attachments at the time of presentIng
the response.

Time Guidelines
a.

Unless a time extension has been granted, the inmate/resident will receive a
response to the formal grievance within fifteen (15) calendar days of
submissIon.

b.

The total tIme for the formal grievance process will be no more than fifty (50)
days from filing to a final appeal decision, unless unusual circumstances are
present.

Documentation
The designated department head responding to the formal grIevance will ensure that
the Grievance Officer receives a copy of the formal grievance response and
corresponding attachments to ensure that the formal grievance is appropriately logged
and flied,

s.

AT THIS FACILITY, ADDITIONAL CONTRACTUAL PROCEDURES ARE:

INONe
N.

GRIEVANCES AGAINST CONTRACTING AGENCY

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.L....-

AT THIS FACILITY. PROCEDURES FOR FILING
CONTRACTING AGeNCY ARE AS FOL.LOWS:

A

GRIEVANCE

_

AGAINST

THE

ALL GRIEVANCES AGAINST THE CONTRACTING AGENOY WILL BE FORWARDED
TO THe CONTBACT MONITOR OR THE CONTRACTING AGENCY,

O.

REMEDIES
The Informal resolution process and formal grIevance process shall afford the Inmatelresldent
the opportunity for meaningful remedy. Remedies shall cover a broad range of reasonable and
effective resolutions. Remedies may include the follOWing:

P.

1.

Change of procedures or practices appropriately related to the complaint or oondltlons;

2.

Correction of records; or

3.

Other remedies, as appropriate.

APPEAL PROCESS
"

Filing
If an inmate/resident is not satisfied with the decision 01 a formal or emergency
grievance, the Inmate/resIdent may complete the appeal section of the 14-58 and
resubmIt the grievance, Inmates/resIdents ara entitled to appeal all adverse decisions,
even those made on a purely procedural basis including but not lImited to the expiration
of a time limIt. The Inmate/resident must file the appeal within five (5) calendar days of
the response date listed on the 14·58 Inmate/Resident Grievance form.

2.

3,

Resolution
a,

The Grievance Officer will forward all grievance
Warden/Administrator for review and a final response.

b.

Each appeal will be responded to by inoludlng a written explanation for
approval/disapproval. The response must be documented on Page 2 of the 145B and given to the Inmate/resident, in person, for signature. Responses may
be given to the Inmate/resident, in pereon, by the Warden/Administrator or the
GrIevance Officer, The inmate/resident will receive a complete copy of the
appeal response and any correspondIng attachments at the tIme of presenting
the response.

c,

The Warden/Administrator's decision Is final unless otherwise specified in the
faolllty management contract.

appeals

to

the

Time Guidelines
BarrIng extraordinary circumstances, a grievance will be considered settled If the
decIsion at any step is not appealed by the Inmate/resIdent Within the given time limit.
a.

Emergenoy Grlevanoes
The inmate/resIdent will receIve
calendar days of submission.

b.

a

response to the appeal within seven (7)

Formal Grievanoes
The inmate/resident will receive a response to the appeal within fifteen (15)
calendar days of submission.

proprietary Information - Net For OletrlbuUon - Copyrighted
LLO/t'LO®

Property 01 Correctlonfl CQrportltlon of America
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4,

14·5

MARCH 14, 2007

Page 10 Of 12
Dooumentation

If the response is presented to the Inmate/resident by the Warden/Administrator, the
Warden/Administrator will ensure that the Grievance Officer receives a copy of the
appeal response and corre6pondlng attaohments to ensure the appeal is appropriately
logged and maintained on file.

5.

AT THIS FACILITY, ADDITIONAL CONTRACTUAL APPEAL PROCECURES ARE
AS FOllOWS:

If THE INMATE IS tiC! SATISFIED WITIj THE WARDEN'S REsPgNSE, THE
INMATE MAY APfiAl TO THE CONTRACT MONITOR WITHIN Flye (5) CAYS
OF RECEIPT OF THE WARDEN'S DECISI9N.
IF THE INMATE IS NOT SATI§EIED WITH THE CON.TRACT MONITOR'S
REAPONSlil THE INMATE MAY APeEAL TO THE DIRECTOB OF THE DC
PEPARTMENT OF CORRECTIONS W1TI:'IN FIVE (5) DAYS OF RECEIP! QF
THE CONTRACT MONITOR'S PECISION.
Abl APPEALS MUST HAVE THE ORIGINal GRIEVANCE AND RESPONSE
ATTACHED.Ya:IEN FILED.

Q,

TRANSFERS/RELEASES

If a grievance Is submItted for review and the inmate/resident is transferred or released from
custody, efforts to resolve the grievanoe will normally continue. It Is the Inmate/resIdent's
responsibility to notify the Grievance Offioer of the pendIng transfer or release and to provide a
forwarding address and any other pertinent Information,
R.

ReCORDS

1.

All grievanoes will be systema1ically maintained by the Grievance Officer. All
grievanoes (formal and emergency) and corresponding attachments will Indicate the
assigned grievance number and be date stamped upon reoeipt.

2.

The Grievance Officer will maintain a log of all grIevances reoeived utilizing the 14·5D
Facility GrIevance log or Via the current approved FSC/CCA electronic database, The
log shall inclUde the following Information:
a.

Grievance number;

b.

Date received;

c,

Inmate/resident name:

d.

Inmatelresident number;

a.

Jnformal

f.

Grievance category;

g.

Dispositlon date:

h.

DisposItion code;

i.

Date appeal received, If applicable;

j

Appeal disposition date;

k.

Appeal disposItion code, If applicable,

attempt;

if applfcable: and

Property of Cor...ctlon$ CorporatIon 01 America

Proprl8tary Information - Not For Distribution - Copyrlgl1ted
LLO/!tlO~

.:WJ-V88

l088888000

XV.:! 8l: 0l BOOU8l/80

J

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_ _ _..:.P.=,SSli2.:e=-1:..:.1..:o:.:,.f.:.:12=--_ _
3.

...;..14;..;-5;....._-_ _

All grievance documentation will be maintained in accordance with CCA Policy 1·1 S,

Retention of Records.
4.

Copies of grievances shall not be placed in an Inmate/resident's file, unless it Is a
oontractual requirement to do so,
AT THIS FACILITY, CONTRACTUAL REQUIREMENTS REGARDING LOCATiON OF
GRIEVANCE COPIES ARE:

A COpy OF THE G8JWVANCE .bOG WILL BE FORWARDED TO THE CONTRACT
MONITOR I!Y THE 5 OF EACH MONTH.

S,

6,

Records regarding the participation of an Individual in the informal resolution prooess or
grievance prooedure will not be available to other Inmates/residents,

6.

With the exception of employees 1nvolved in the grievance process or clerical
processing, records regarding the participation of an Individual In the Informal resolution
process or grievance procedures will not be available for review.

7.

Employees partioipatlng In the disposition of an informal resolution process or grievance
procedure shall have access to the essential records necessary to respond
appropriately,

REPORTING
The 14-5E Grievance Report will be completed by the fifteenth day of each month and
forwarded to the FSC Quality Assurance Department, unless a current approved FSC/CCA
electronic database has been established.

T.

AT THIS FACILllY, ADDITIONAL CONTRACTUAL PROCEDURES ARE:

I~

~

14-5.5 REVIEW:

This policy will be reviewed by the Chief Corrections Officer or designee on an annual basis.

14-5.6 APPLICABIL.ITY:
All OOA Facilities (Provided contractual requirements do not mandate otherwise)
14-5.7 APPENDICES:

None
14-5.8 A'IIACHMENTS:
14·5A

Informal Resolution

14-58

Inmate/Resident Grievance

14-5C

Grievance Extension Notioe

14-50

Facility Grlevanoe

14-SE

Quarterly Grievance Report

~og

AT THIS FACILllY, ADDITIONAL FORM REQUIREMENTS AFtE:

Proprietary Information - Not For DIstributIon -

LLO/9LOI2J

Copyr1ahted

Property 01 Corrections Corporation of AmerIca

L0888892:0G

X\I:J 8 L : GL 800G!8 L/80

C----"'P!"""a-ge-1':'""::2-0'":-f1~2---J~ _ _.:.::.MA~R:.:.:::C:::.:.H;..;1_4!1.::2:.;.;OO;,;,7

~1~4.•.:S

[llilliE

1

,I

14-5.9 REFERENCES:

eCA Polley 1-15
eCA Policy 4·2
eCA Policy 15-1
eCA Policy 15-2
eCA Policy 14-6

eCA Policy 18-1
ACA Standards:
4-4284/4-ALDF-3E-11 fS-JTS-3D-09
4-4394
4-4446/4·ALDF-5B-18
4-4492/4-ALDF-5B-09f3·JTS-5H-04

Proprietary Information - Not For Distribution - Copyrighted

HOILLOIEi

Property of CorrectlQn, CorporatIon of America

.:11::1-\>'::1::1

L0888882:02:

X\>'.:I 8 L : 2: L 800618 L/80

14-5A

INFORMAL RESOLUTION

Date;

......._~-

Name (Print):'

-Last Name

-;-;~~:_;_Middle Initial

-:::-':"":"":"'_-First Name

HOUSING ASSIGNMENT:_-

Number:

_

Description of issue, problem, and solution you suggest:

Attaoh additional pagos, If necessary.

, Date received from inmate/resident,

_

Name of staff member completing informal resolution process:.

Date response due to inlTl,ate/resldent,
Date

a~d

time initial

mee~i~g
, ,

_

_

held with the

Inmate/resjdent:,~~_ _~_.......

_

Additional information received from initial meeting:

-'------------l

[~--~---

Names of staff members involved with the inmate/resident's issue:

,-~--,----'----:- :=-;.~:

Distribution:
Original: Facility
Copy: Inmate/Resident
03/07

800/2:00

IfI

.::Il:J-l;/:J:J

L08888S2:02:

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- ...

14-5A

Dates Bnd times of contact Wlt'h staff members concerning the Inmate/resident's iss~e:

Additional InformatIon received from meetings with stElff member8~

TentatIve completion date If remedy suggested:

_
,

By sIgning below, the inmate/resIdent verifies agreement with the remedy suggested
above. If the inmate/resident is not satisfied With the remedy suggested above, the
inmate/resident Is not requIred to sign below and may choose to file a formal
grievance with the Facility Grievance Officer. In either case, the inmate/resident will
receive &'Oepy of this form on the day the final resolution process is completed.
Inmate Signature:

Designated Staff Signature:
"Witness Signature:

~

_

Date:

_

Date:

_

Date:

_

*In the event the Inmate/resident refuses to sign this form, a Witness signature must be obtained to
verify that the Inmate/resident was offered the opportunity for informal resolutIon.

Informal Resolytion Outcome:

o RESOLVED

o UNRESOLVED

Distribution:
OrIginal: Facility
Copy: Inmate/Resident
03/07

800/800 ~

.::!l:J-II:J:J

l088888GOG

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..

Grievance No .

I

I

INMATE/RESIDENT' GRIEVANCE

FULL NAME:

I

HOUSING ASSIGNMENT:
NUMBER:
INFORMAL RESOLUTION ATTACHED LNot reQuired for an emeraencv tlrlevancel?
GRIEVANCE CATEGORY (CIRCLE ONE):

6, sanitation

8. Dentel Services
9. Mental Health Sel"\llces
10. Trust Account
11. Commlssarv
12, Food Service
13, Mail

7, Medical Services

14. Intake

1. FBcilitv Steff
Access to Leoal Materials

2.

3, Denied AcceSs to Informal Resolutlon/Cirievance
4, Recrlsal for u5ina Informal Resolution/Grievance

5. SafelY/Security

I

STATE GRIEVANCE~ (Include dDcumentation, wltnlluea,
sd.dltlonal DageS If nlcIISIlry).

I
0 YES

o NO

16. HOU$lna
16. Laundrv
17. Recreation
1B, Visitation
19, Proorems·aducatlon work rellgloue, etc.
20. Violations of federal or etate regulBtlons, laws, court decisions
li.e. ADA or Conetitutional rlcht6)
21. other

date of Incident, any other Information perUllnlng to the grlevarlce lubJect. Attach

I

I

Requested Action: (Attach additionsl pages If hecessary)

'-"-

nma t e IResldent's SI g nature"

Date Submitted'

I

RESPONDING STAFF MEMBER'S REPORT; (Attach additional pages If neoe6Gsry. All pages must Include the grievance number.)

RESPONDING STAFF MEMBER'S DECISION: (Attach additional pages If neGB$Bl'lry, All pag~s must include the grl"van~ number.)

Reapondlng Steff Member's Printed Name:,

~

TltI8:;

I

_

Responding Staff Member'. Slgnlture:

Date:

_

Inmate/Resident's Signature (upon receipt):

Date:

_

IN MATE/RESIDENT Ap·PEAL (Maal1 additional ~a9811 It neCI.IIlIary. All pegss mUllt Inclucle the a~levance number.)

I

WARDEN/ADMINISTRATOR'S DECISiON; (AtlBCh addltional.pages If l"I",cetlZary. All piilges must InclUde the grievance rJumbllr,)

I

Warden/Admlnllltrlltor'a Slgnaturel

Date:

_

Inm.tl/RIsldent's SIgnature (upon receIpt)

D.te:

_

Page 1

LL 012:00 ~

03/07

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