Chapter 5 the SAN Francisco Sheriff’s Department Grievances: a Solution

Recommendations 8

• R1a

  Page 184
  Review and Amend Current Policy and Procedures Manual The Department should review and amend, if needed, the current “Policy and Procedure” manual. Response Michael Hennessey Sheriff Office of the Sheriff July 28, 2005 The Sheriff’s Department has reviewed and rewritten, where appropriate, the Policy and Procedures Manual regarding grievances, to reduce the possibility of prisoner issues being overlooked.
• R1b

  Page 184
  Purchase or Develop Software to Automate the Grievance Procedure The Department should purchase/develop software to automate the grievance procedure. Response Michael Hennessey Sheriff Office of the Sheriff July 28, 2005 The Sheriff’s Department is in the process of implementing a new jail management system which will automate many aspects of jail operation. Where applicable within that system, it will be used to track grievances.
• R1c

  Page 185
  Assign a Full-Time Employee to Track Grievances and Assign a Senior Officer to Oversee the Program The Department should assign a full-time employee to input data. A senior officer should be assigned to oversee the program and provide periodic reports to designated senior staff. Response Michael Hennessey Sheriff Office of the Sheriff July 28, 2005 We disagree with the recommendation that one deputy be assigned full time to input grievances into a database because it is not a practical use of scarce resources. However, the Undersheriff does monitor grievances and provides periodic reports to the Sheriff and to appropriate department staff.
• R1d

  Page 185
  Respond to Grievants Within 10 Days of Filing a Complaint Every grievant should receive a written response to a complaint within ten (10) days of the date of filing. Response Michael Hennessey Sheriff Office of the Sheriff July 28, 2005 We disagree with this recommendation because it will lengthen response time to many easily resolved grievances. Therefore, we have no plan to implement it.
• R1e

  Page 185
  Make Available Grievance Forms to Inmates Grievance forms should be placed by the inmate in a locked box or other secure location. Response Michael Hennessey Sheriff Office of the Sheriff July 28, 2005 We disagree with this recommendation because there is no place in the jails where prisoners could access a locked grievance box. Further, in my view, the more interactive the process between prisoners and staff, the greater likelihood of grievances being resolved quickly and fairly. Therefore, we have no plan to implement it.
• R1f

  Page 186
  Maintain a History of Grievances Against Each Deputy A history of grievances against a deputy should be maintained and forwarded when the deputy moves to another facility. Response Michael Hennessey Sheriff Office of the Sheriff July 28, 2005 We disagree with this recommendation because it is violative of City procedures and state law regarding employee discipline.
• R1g

  Page 186
  Simplify the Grievance Form The grievance form should be simplified. Response Michael Hennessey Sheriff Office of the Sheriff July 28, 2005 This recommendation has been implemented. General Responses Adele Destro Assistant Clerk of the Board Board of Supervisors September 24, 2004 The following is a response to the 2003-2004 Civil Grand Jury Report, San Francisco Sheriff’s Department Grievances: A Solution, in accordance with Penal Code Section 933 and Administrative Code Section 2.10. The Board of Supervisors’ City Services Committee held a hearing on Thursday, September 23, 2004 on the Civil Grand Jury Report. Representatives from both the Civil Grand Jury and the Sheriff’s Department were present at the hearing. The Sheriff’s Department agreed with most of the findings and recommendations. The matter was continued until Thursday, October 21, 2004 to hear a progress report from the Sheriff’s Department. Adele Destro Assistant Clerk of the Board Board of Supervisors October 26, 2004 The following is a progress report to the 2003-2004 Civil Grand Jury Report, San Francisco Sheriff’s Department Grievances: A Solution, in accordance with Penal Code Section 933 and Administrative Code Section 2.10. The Board of Supervisors’ City Services Committee continued the hearing on Thursday, October 21, 2004 to hear a progress report from the Sheriffs Department. The Department reported it is modeling a policy similar to Alameda County in order to track grievances, responses and corrective action taken. It will modify the grievance form and procedures, which will simplify the process for both the inmates and staff. What remains unresolved is the accessibility of a locked box where inmates drop off grievances. The Department is exploring alternatives to provide inmates confidential submission of grievances and the assurance of directing grievances to the appropriate individual(s). Target date for the completion of a revised policy and procedure is December 31, 2004. The Committee was satisfied with the progress report and the matter was filed. Adele Destro Assistant Clerk of the Board Board of Supervisors June 29, 2005 The Board of Supervisors’ City Services Committee continued the hearing on Thursday, October 21, 2004 to hear a progress report from the Sheriffs Department. The Department reported it is modeling a policy similar to Alameda County in order to track grievances, responses and corrective action taken. It will modify the grievance form and procedures, which will simplify the process for both the inmates and staff. What remains unresolved is the accessibility of a locked box where inmates drop off grievances. The Department is exploring alternatives to provide inmates confidential submission of grievances and the assurance of directing grievances to the 179 appropriate individual(s). Target date for the completion of a revised policy and procedure is December 31, 2004. The Committee was satisfied with the progress report and the matter was filed. TERMS Grievance- a complaint made by an inmate against an employee of the Sheriffs Department. Grievant- an inmate who makes a complaint. Ombudsman -a person employed by an institution to investigate complaints against that institution. Civil Grand Jury Recommendations Sheriff and Department Reponses The Department should review and amend, if 1a needed, the current "Policy and Procedure" Implemented manual. The Department should purchase/develop 1b In Process software to automate the grievance procedure. The Department should assign a full-time employee to input data. A senior officer should be 1c Disagree assigned to oversee the program and provide periodic reports to designated senior staff. Every grievant should receive a written response 1d to a complaint within ten (10) days of the date of Disagree filing. Grievance forms should be placed by the inmate 1e Disagree in a locked box or other secure location. A history of grievances against a deputy should 1f be maintained and forwarded when the deputy Disagree moves to another facility. 1g The grievance form should be simplified. Implemented For each recommendation, the Civil Grand Jury did not require responses from all departments. The table only identifies those departments that responded to specific recommendations. This page intentionally left blank. CHAPTER 6 INCARCERATION AND BEYOND: WHERE DO WE GO FROM HERE?
• R2a

  Page 192
  Effective Programs Need to Be Formulated The Mayor's office should determine the needs of individuals exiting the jails to assist in formulating effective programs 184