Detention Facilities: Condition and Management*

Question a policy, rule or procedure of the facility 2. Complain about custody treatment Complain about medical treatment 4. Appeal discipline related findings 5. Appeal classification or housing related decisions Inmates who wish to file a grievance shall submit a written request on a "kite" (SO- 1012). Housing staff will issue an Inmate Grievance Form to the inmate without unnecessary delay. The inmate will be required to sign for receipt of the grievance form on the kite that was submitted. Staff shall note the date, time, and employee ID number on the "kite" and forward to Central Inmate Records (CIR) to be filed in the inmate's iacket. The staff member shall also enter the grievance into the IMS tracking system under "Housing Monitors - Grievance" as "issued" and write the assigned grievance number on the top of the grievance. Upon completion of the Grievance Form, the inmate may submit the form to any staff member. The staff member receiving the form shall fill in the blanks in the upper left corner of the form, indicating Date/Time Received and name of the staff member receiving the Grievance. The staff member shall also enter the grievance into the IMS tracking system under "Housing Monitors - Grievance" as "received." The Grievance Form shall then be routed to the proper level for a response. If the inmate does not feel the response is satisfactory, the grievance may be resubmitted. Previously answered grievances on the same complaint must be attached to the new one in order to be forwarded to the next staff level. When the new response is completed, both forms will be given back to the inmate with the new response. There are five levels at which an inmate grievance can be resolved. Every effort will be made to resolve the grievance at the lowest level possible: 1. Housing Deputy - The grievance may be discussed with the inmate to assess the problem and possible resolutions. The Housing Deputy will respond in writing to the grievance by completing the resolution section of the grievance form. The Housing Deputy will enter their name, ID number, and the date in the appropriate blanks and have a supervisor review and initial the response. Housing Deputies have 24 hours to respond to the grievance. *See Medical and Classification subheadings on page three of this policy for exception to the twenty-four time limit.

Level Supervisor - A Senior Deputy will respond to the grievance, attempt to resolve the problem, and complete the resolution section of the form. Senior Deputies have 24-hours to respond to the grievance. *See classification subheading on page three of this policy for exception to the 24-hour time limit.

Facility Supervisor - A Sergeant will respond to the grievance, attempt to resolve the issue, and complete the resolution section of the form. A Sergeant has 72 hours (excluding weekends/holidays) to respond to the grievance. *See classification and medical subheading on page three of this policy for exception to the 72-hour time limit.

Facility Manager - The Facility Manager (Captain) will respond to the grievance, attempt to resolve the issue, and complete the resolution section of the form. Facility Managers have 7 days (excluding weekends/holidays) to respond to the grievance.

Facility Commander - The Commander will review the grievance and make a final determination. No further appeal within the Sheriff's Department is possible. If the inmate is still not satisfied with the resolution, the matter must be pursued by filing a Writ of Habeas Corpus. The Commander has 10 days (excluding weekends/holidays) to respond to the grievance. Grievance System Abuse When the Facility Manager or Bureau Commander of a detention facility determines that an inmate is filing an excessive amount of grievances, or files frivolous grievances that have already been answered or resolved, he will determine if all grievances from that particular inmate will be forwarded to a designated unit or staff member for handling. If the inmate is designated as a "frivolous griever," the grievance routing steps shall be bypassed, with all grievances being directed immediately to the designee for a response. The designee will be responsible for responding to all grievances within a period of 7 days, not counting weekends or holidays. Medical Grievances All grievances regarding medical treatment will be referred to the involved facility nursing supervisor with the notation "medical treatment grievance/referred to Detention Services Division Medical Department". The supervisor will respond at the level 2 of the grievance form within 3 days. If the inmate resubmits the grievance, the CFMG Administrator will respond to the inmate grievance in the level 3 of "Inmate Grievance Form" within 7 days. If the inmate resubmits the grievance, it shall be directed to the Bureau Commander. Placement and Classification Grievances Grievances relating to placement and classification will be forwarded to the facility Classification Unit. The grievance will initially be investigated and answered by a Classification Deputy. Appeals to the grievance will be directed to the Classification Senior Deputy, the Classification Sergeant, the Facility Manager, and Facility Commander respectively. Proper investigation of classification grievances generally requires more time than 24- hours. For this reason, the time constraints outlined previously in this policy will not apply to grievances regarding classification. Instead, these grievances will be promptly answered at the conclusion of a thorough investigation. If the investigation has not been completed within one week, the grievance will be answered and returned to the inmate advising him/her of the status of the investigation. Note: Any inmate who disagrees with his current classification may appeal his classification through the Inmate Grievance Procedure. Any inmate who has been sentenced to more than 60 days may request a review of his classification no more often than 30 days from his last review (CCR Title 15 Section 1050). Discipline Grievances All grievances related to minor discipline violations will be initially directed to the Senior Deputy Level Supervisor who will respond to the grievance in the Level #2 section of the form. All grievances related to major discipline violations will be directed to the Facility Manager who will respond to the grievance in the Level #4 section of the form. Any grievances related to major discipline violations resulting in the loss of good time will be initially directed to the Facility Commander. Inmate Citizen Complaints Any inmate in custody at any Ventura County Sheriff's Department jail facility wishing to lodge a complaint against an employee of the Ventura County Sheriff's Department's Detention Services Division may do so by submitting his/her complaint on an Inmate Grievance Form. Any inmate requesting a Citizen Complaint form will be given an Inmate Grievance Form on which to lodge a complaint involving a Detention Services Division employee's conduct or action. If the inmate insists on receiving a departmental "Citizen's Complaint" form, he / she will be advised that all complaints involving personnel submitted on an Inmate Grievance Form will be appropriately investigated. The inmate may write "Citizen's Complaint" on the top of the Inmate Grievance Form to ensure proper routing of the complaint. Upon receipt of an Inmate Grievance / Complaint form, the Level Senior Deputy shall forward it directly to the Facility Manager for review, response or investigation. Housing Deputies receiving inmate grievances will take the time to read and review the inmate complaint. The Housing Deputy will try and answer or resolve the issue, if at all possible, at the lowest possible level. There may be times when a simple phone call or inquiry may resolve the grievance. Staff shall direct grievances in accordance with the listed guidelines. These routing guidelines are not intended for staff to simply route the grievance, without clarifying the issue or ensuring all other avenues for resolution have been used. It is the responsibility of the staff member receiving the grievance to ensure any prior written response accompanies the grievance, to provide clarity and continuity for consideration at the higher level(s). It is the responsibility of the staff member answering the grievance to recode the status in the IMS tracking system under "Housing Monitors - Grievance." INMATE GRIEVANCE RESPONSE ROUTING: Level 1 Level 2 Level 3 Complaint Level 4 Level 5 Discipline (Minor) (Bypass) Sr. Deputy Fac./Housing Sgt. Facility Mgr. Facility Cmdr. Discipline (Major) (Bypass) (Bypass) (Bypass) Facility Mgr. Facility Cmdr. Discipline (GT loss) (Bypass) (Bypass) (Bypass) (Bypass) Facility Cmdr. Classification Class. Dep. Class. Sr Dep. Classification Sgt. Facility Mgr. Facility Cmdr. Medical issues Nursing Supv. CFMG mgr. (Bypass) (Bypass) Facility Cmdr. Commissary Issues Commissary Comm. mgr (Bypass) Facility Mgr. Facility Cmdr. Mail/money orders Mail Clerk (Bypass) Fac./Housing Sgt. Facility Mgr. Facility Cmdr. Food Services (Bypass) Food Supv. Food mgr. Facility Mgr. Facility Cmdr. Time Computations (Bypass) SRT Supv. SRT Facility Mgr. Facility Cmdr. I/M Property Housing Dep. Sr. Deputy Fac./Housing Sgt. Facility Mgr. Facility Cmdr. Religious Issues Fac. Chaplain (Bypass) Fac./Housing Sgt. Facility Mgr. Facility Cmdr. I/m Programs I/M Services Sr. Deputy Fac./Housing Sgt. Facility Mgr. Facility Cmdr. Maintenance Issues Housing Dep. Sr. Deputy Fac./Housing Sgt. Facility Mgr. Facility Cmdr. Staff Misconduct (Bypass) (Bypass) Fac./Housing Sgt. Facility Mgr. Facility Cmdr. All Other Issues Housing Dep. Sr. Deputy Fac./Housing Sgt. Facility Mgr. Facility Cmdr. REFERENCES: California Code of Regulations, Title 15, section 1073 Prison Litigation Reform Act (PLRA) - passed by Congress in 1996 42 USCA Sec. 1983 Department General Order: "COMPLAINT PROCEDURE, PUBLIC/INTERNAL" * * * * * * * * * * * * * * * * * * * * . the control of the control of the control of the control of the control of the control of the control of the control of the control of the control of the control of the control of the control of the control of the control . . . . r . THIS PAGE INTENTIONALLY LEFT BLANK - , . .