doc_1484834

Policy 609Santa Ana Police Department Custody Manual Copyright Lexipol, LLC 2025/04/15, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Grievances - 1Grievances 609.1 PURPOSE AND SCOPE This policy is to establishes a process by which incarcerated persons may file grievances and receive a formal review regarding the conditions of their confinement (15 CCR 1073). 609.2 POLICY It is the policy of this department that any incarcerated person may file a grievance relating to conditions of confinement, which includes release date, housing, medical care, food services, hygiene and sanitation needs, out of cell time opportunities, classification actions, disciplinary actions, program participation, telephone and mail use procedures, visiting procedures, and allegations of sexual abuse. Grievances will not be accepted if they are challenging the rules and policies, state or local laws, court decisions, and probation/parole actions. Retaliation for use of the grievance system is prohibited. 609.3 ACCESS TO THE GRIEVANCE SYSTEM All incarcerated persons shall be provided with a grievance process for resolving complaints arising from facility matters with at least one level of appeal. Incarcerated persons will receive information concerning the grievance procedure during the orientation process. Information will also be contained in the incarcerated persons handbook. Information regarding the grievance process will be provided to incarcerated persons in the language they understand. The information will include (15 CCR 1073): (a)A grievance form or instructions for registering and appealing a grievance, including relevant dates. (b)A process for submission and handling of anonymous grievances. (c)Instructions for the resolution of the grievance at the lowest appropriate staff level. (d)The appeal process to the next level of review. (e)Written reasons for denial of a grievance at each level of review. (f)A provision for a non-automated initial response within a reasonable time limit which shall not exceed a period of 15 calendar days. (g)A provision for resolving questions of jurisdiction within the facility. (h)Provisions for providing a copy of the grievance, appeal, response, and related documents to the incarcerated person. (i)Consequences for abusing the grievance system. Santa Ana Police Department Custody Manual Grievances Copyright Lexipol, LLC 2025/04/15, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Grievances - 2609.4 GRIEVANCE PROCEDURES Staff shall attempt to informally resolve all grievances at the lowest level. All attempts to resolve a grievance shall be documented in the incarcerated person's file. If there is no resolution at this level, the incarcerated person may request a grievance form. The incarcerated person should be advised to complete the form and return it to any staff member. A grievance should be filed by an incarcerated person within 14 days of the complaint or issue. Incarcerated persons cannot file a grievance on behalf of another incarcerated person but an incarcerated person may assist another incarcerated person in the preparation of a grievance. Custody staff may take reasonable steps to assist the incarcerated person in the preparation of a grievance if requested. Upon receiving a completed grievance form, the staff member shall acknowledge receipt of the grievance by signing the form and giving a copy to the incarcerated person. The staff member receiving the form shall gather all associated paperwork and reports, attempts to resolve the grievance at the time of receipt, and forward it to a supervisor if it cannot be resolved by the receiving staff member. 609.4.1 EXCEPTION TO INITIAL GRIEVANCE FILING Incarcerated persons may request to submit the grievance directly to a supervisor or mail it directly to the Jail Administrator if they reasonably believe the issues to be grieved are sensitive or that their safety would be in jeopardy if the contents of the grievance were to become known to other incarcerated persons. Incarcerated persons with limited access to mail privileges, who are in restrictive housing or are indigent may place their grievance in a sealed envelope labeled "Grievance" and deposit it in the regular mailboxes. These envelopes will be delivered directly to the Jail Administrator and not forwarded to the United States Postal Service. 609.4.2 TIMELY RESOLUTION OF GRIEVANCES pon receiving a completed incarcerated person grievance form, the supervisor shall ensure that the grievance is investigated and resolved or denied in a timely manner, as established by the Jail Administrator. If the grievance cannot be resolved by the supervisor. The supervisor shall forward the grievance to either the supervisor in charge of the department the incarcerated person is grieving or the Grievance Supervisor, as appropriate. Grievances related to medical care should be investigated by the medical staff or the authorized designee. The findings of that investigation, along with any recommendations, shall be forwarded to the Grievance Supervisor. Any appeals of the findings of the medical staff shall be forward to the Correctional Manager as the final level of appeal. Grievances about food-related matters should be investigated by the food services manager. The findings of that investigation, along with any recommendations, shall be forwarded to the Grievance Supervisor. Any appeals shall be forwarded to the Correctional Manager as the final level of appeal. Santa Ana Police Department Custody Manual Grievances Copyright Lexipol, LLC 2025/04/15, All Rights Reserved. Published with permission by Santa Ana Police