Occ. Code 8366700

 

                                                                                                      

                              

 

SUPERVISOR INMATE GRIEVANCE PROGRAM, GRADE 19              

8366700

INMATE GRIEVANCE PROGRAM COORDINATOR, GRADE 21   

8366750

ASSISTANT DIRECTOR INMATE GRIEVANCE PROGRAM, M-1

8366850

DIRECTOR INMATE GRIEVANCE PROGRAM, M-3

8366950

 

New York State Department of Civil Service

 

Classification Standard

 

BRIEF DESCRIPTION OF CLASS SERIES

 

Positions in this series are responsible for ensuring that all activities of the Inmate Grievance Program are properly administered.  Incumbents coordinate, direct, supervise, implement, and enforce the Inmate Grievance Program; advise, consult with, and assist facility Superintendents on all matters concerning the program; investigate complaints, draft responses to inmate complaints and correspondence for Central Office Executive Staff; draft, review and recommend changes to policy; give input in Central Office Review Committee (CORC) meetings; train new employees; and determine the need for corrective action.   

 

These positions are classified in the Department of Correctional Services (DOCS).  Incumbents at DOCS assist in the total care and confinement of inmates sentenced to the custody of the department.  All incumbents perform various duties and functions in conjunction with the overall operation of a facility and/or location to which they are assigned.  

 

DISTINGUISHING CHARACTERISTICS

 

SUPERVISOR INMATE GRIEVANCE PROGRAM: first supervisory level; coordinate, supervise, and enforce the inmate grievance program at the facility level, and when necessary, through the additional appellate process. 

 

INMATE GRIEVANCE PROGRAM COORDINATOR: second supervisory level; responsible for providing regional oversight, direction, coordination, and technical assistance to Supervisors Inmate Grievance Program, facility, and main office staff located at various facilities in an assigned region. 

 

ASSISTANT DIRECTOR INMATE GRIEVANCE PROGRAM:  managerial, one position class; directly supervise Inmate Grievance Program Coordinators, and indirectly supervise Supervisors Inmate Grievance Program located at the Departments Main Office; oversee the day-to-day operations of the Inmate Grievance Unit.   

 

DIRECTOR INMATE GRIEVANCE PROGRAM:  managerial, one position class; provide direction, control, coordination, and oversight for all aspects of the Inmate Grievance Program ensuring compliance with all federal and State statutes and court decisions. 

 

ILLUSTRATIVE DUTIES

 

SUPERVISOR INMATE GRIEVANCE PROGRAM

 

At the facility level:

 

Staff the facility Inmate Grievance Program.

 

·         Develop an election procedure which addresses the mandates of the program which is suitable to the structure of a particular facility.  The procedure should be established with input from the Facility Executive Team to ensure its viability and to maintain continuity with all other facility programs.

·         Present the proposed election procedure to the Superintendent for approval.

·         Forward the facility approved election procedure to the Director Inmate Grievance Program for approval.

·         Implement the election procedure, as needed to fill the position of Inmate Representative.  Inclusive of this procedure are the following responsibilities:

·         post notices of and procedure to be used in nomination and election process;

·         arrange for printing, distribution, collection, and counting of nomination and election ballots; and 

·         arrange for publication of election results and notify appropriate parties.

 

Select inmate clerks for the grievance office.

 

·         Search facility records and contact appropriate area supervisors to obtain the names of inmates who appear qualified for the positions. 

·         Review records, contact security services for input, and interview candidates.

·         Consult with the Superintendent as to the appropriateness of candidates.

·         Notify Program Committee and other affected areas.

 

Supervise subordinate staff.

 

·         Provide supervision, guidance, and oversight to subordinate staff, and intervene and resolve problems as necessary.

·         Determine and oversee staff assignments. 

·         Approve leave and track time and attendance.

·         Review, monitor, and evaluate staff performance. 

·         Complete performance evaluations.

·         Identify training needs and arrange for provision of training.

·         Manage and direct program activities by setting priorities and deadlines.

 

Supervise Inmate Grievance Program staff.

 

·         Ensure that all necessary information is provided to staff.

·         Provide supervision, guidance, and oversight to subordinate staff, and intervene and resolve problems as necessary.

·                    Determine and oversee staff assignments. 

·                    Identify training needs and arrange for provision of training.

·                    Manage and direct program activities by setting priorities and deadlines.

·         Explain the authority, responsibilities, and privileges of the inmate grievance staff and ensure that all staff members function within these guidelines. 

·         Supervise preparation of inmate evaluations and payroll reports.

·         Counsel inmate grievance staff as necessary.

·         Make necessary arrangements with the facility administration so that the inmate grievance staff (including inmates) may fulfill their responsibilities.

·         Provide for and arrange training regarding the inmate grievance program at the facility level.

·         Supervise the scheduling of all necessary meetings, hearings, staff conferences, training sessions, and ensure that all supplementary activities have been taken care of such as meeting space, inmate passes, escorts, etc.

·         Assist and guide inmate grievance staff in researching previous grievances, law, and background information that may be needed to prepare recommendations and resolve grievances. 

·         Attempt to informally resolve grievances.

·         Instruct staff as to the required time frames for processing inmate grievances through the various stages within the process and ensure that these time frames are adhered to.

·         Respond to questions posed by staff regarding grievances under this program, and make recommendations as to the manner of submission, verifying data needed, necessary testimony, etc.

·         Monitor the Inmate Grievance Resolution Committee Hearing to ensure proper procedures are followed and decorum maintained.

·         Guarantee that mandates established to provide access to the program by inmates in Special Housing Units, transient/reception, and other satellite units are followed. 

·         Review all closed cases to ensure that everything is in order and that the appropriate action was taken with respect to the resolution of the grievance. 

·         Arrange for verifications of the implementation of resolutions and file in the appropriate case folders.

·         Coordinate with facility administration the implementation of decisions reached by the Inmate Grievance Resolution Committee, as appropriate.

 

May review all grievances that must be forwarded to the Superintendent and prepare a draft, which may serve as the Superintendents response.

 

·         Conduct follow-up investigation as necessary, to make certain that all issues are addressed and all relevant facts are known concerning the grievance.

·         Research necessary legal issues, prior policy, and activity within DOCS, in order to provide the Superintendent with general guidelines as to decisions, policy, etc., regarding similar grievances. 

·         Confer with Superintendent, Deputy Superintendents, Department Heads, and other affected personnel, to obtain information about specific grievance issues.

 

Ensure that grievances, which require the Superintendents attention, are forwarded in a timely manner with all pertinent information attached.

 

·         Inform, advise, and assist facility Superintendents on all grievance program related matters.  Become familiar with and knowledgeable of all institution/departmental policies, procedures, programs, rules, and regulations. 

·         Advise the Superintendent of departmental or statutory mandates.

·         Alert the Superintendent of any specific problems or general trends which could affect the safety, security, or good order of the facility.  Advise of possible solutions and the ramifications resulting from those solutions.

·         Ensure that Superintendent responses relating to inmate grievances are appropriately prepared and distributed to all concerned parties.

·         Ensure that inmate grievants are advised of their right to appeal Superintendents decisions to the next level of the appeal process. 

·         Prepare policy statement on the implementation of a grievance resolution as necessary.

·         Monitor implementation of policy changes resulting from grievances to ensure effectiveness of grievance mechanisms and ensure that verification of the implementation is filed in the appropriate case folder.

 

Forward appropriate grievances to the Central Office Review Committee (CORC).

 

·         Prepare grievances for forwarding, including a case history and record for each.

·         Ensure that the grievance is submitted in a timely manner to the Director Inmate Grievance Program.

·         Ensure that all necessary background material and documentation is provided with the case and provides an adequate explanation for each decision, or lack of decision. 

·         Prepare appropriate letters to accompany all grievances being forwarded to the CORC. 

·         As necessary, conduct additional research and/or investigation and provide additional background information needed by the CORC to assist the committee in making an appropriate decision.

 

Review CORC decisions and take appropriate action.

 

·         Ensure that all CORC decisions are distributed to appropriate parties.

·         Discuss with the Superintendent any CORC decision which requires specific follow-up, gives specific direction or contains a decision which may cause specific problems in the facility, or necessitates significant change in facility operations.

·         Serve as liaison between the Superintendent and the Director Inmate Grievance Program in matters related to CORC decisions.

·         As requested, prepare a policy statement on the implementation of a CORC decision in coordination with facility administration.

·         Monitor implementation of CORC decisions and report to the Director Inmate Grievance Program on specifics of the implementation.  Ensure that verifications are filed in the case folder.

 

Coordinate the Instruction of the Inmate Grievance Resolution Committee with all areas of the facility.

 

·         May serve as the intermediary to bring to the attention of the Inmate Liaison Committee, and other programs within a facility, matters which fall within their purview.

·         Act as an internal liaison between Program Services, Support Operations, etc., as they become involved with the grievance mechanism.

·         Serve to promote stability within a facility through direct interaction with facility staff and inmates.

·         Keep the executive team apprised of issues that could be a problem. 

 

Act as overall coordinator between the Central Office Inmate Grievance Program, the facility, and other agencies that become involved in the inmate grievance process.

 

·         Provide a monthly, annual and semi-annual narrative including an analysis of problems and trends and statistical reports for use by Central Office.

·         Monitor and ensure the accuracy of all grievance records.

·         Alert the Director Inmate Grievance Program of any problems in the Inmate Grievance Procedure with recommendation(s) for modification. 

·         Alert the Director of any specific problem(s) concerning individual cases, the cause of the problems and provide potential solutions.

·         Ensure that all material received from Central Office concerning the program is transmitted to the staff, inmates, inmate clerks, members of the Grievance Committee and the Superintendent.

·         Provide additional training on material received and in all cases ensure that the content of this material is fully understood by the facility as a whole or participants as appropriate.

·         Participate in the executive review process for Departmental Directive Revisions. 

 

Establish and maintain a list of Chairpersons for the Inmate Grievance Resolution Committee (IGRC) hearings.

 

·         Schedule Chairperson rotation.

·         Make necessary arrangements with work location to allow for Chairpersons attendance.

·         Apprise Chairperson of his/her duties and responsibilities.

 

Prepare annual budget requests.

 

·         Determine the financial needs of the program for the upcoming fiscal year.

·         Forecast costs of needed supplies and equipment.

·         Submit costs for inclusion in the formal budget request.

 

INMATE GRIEVANCE PROGRAM COORDINATOR

 

May perform all of the same duties and functions as a Supervisor Inmate Grievance Program.

 

Provide direction and technical assistance to Supervisors Inmate Grievance Program. 

 

·         Monitor Supervisors Inmate Grievance Program for efficiency and credibility.

·         Suggest revisions and different methods to increase the credibility and effectiveness of the program. 

·         Assist in resolving sensitive problems that arise in the facility administration of the program. 

·         Provide Supervisors Inmate Grievance Program all necessary material regarding cases, and assist them in researching and obtaining background material and related case materials from other facilities.  Ensure that CORC receives complete information concerning pending cases in a timely manner, resolving discrepancies as needed.

·         Assist in training all new staff for the program in an assigned region.

·         Serve as liaison between Supervisors Inmate Grievance Program and central  office.

 

Develop training programs for facility staff to assure that facility staff is kept up-to-date on changes in law, policy, and procedure.

 

·         Perform research to develop and obtain background material for training seminars and prepare written materials used in training.

·         Conduct training seminars and workshops relative to the program for inmates, staff, Correction Officers Sergeant School, and the general public.

·         Train new Correction Officers, or as assigned (Sergeant School).

·         Develop training programs for facility supervisory training.   

·         Provide continuous training to regional staff, as well as Correction Officer recruits and Sergeants.

·         Develop orientation courses for the facilities and assist facility Supervisors Inmate Grievance Program in holding these courses and presenting the materials.

·         Provide technical and practical training to all new staff in the assigned region.

·         Continuously monitor the regional staff to ascertain, determine, and correct areas where individuals need specialized training. 

 

Implement the program in facilities within their assigned region, and serve as liaison between central office and the various facilities. 

 

·         Organize and participate in meetings at facilities to explain the program and/or discuss the program.

·         Assist the Assistant Director in formulating and preparing procedural and policy guidelines and implementing these in the facilities.

·         Respond to inquiries within the region and assist in resolving any problems with implementing the Inmate Grievance Program.

·         Advise facility Superintendents, Supervisors Inmate Grievance Program, and facility staff of grievance resolutions that affect policy and make certain that changes in policies and procedures are followed.

 

Assist the Assistant Director Inmate Grievance Program in developing policy and procedure guidelines and in the technical administration of the program.

 

·         Draft CORC responses as needed.

·         Advise Superintendents and Deputy Superintendents of departmental policies and procedures to ensure compliance.

·         Write and research material for new or revised policies and procedures.

·         Provide technical assistance in researching law, past grievances, and policies and procedures.

·         Assist the Assistant Director in developing policy statements resulting from grievances.

·         Prepare reports for the Assistant Director concerning activities of the region.

·         Alert the Assistant Director to any problems in the program and make recommendations for revisions or improvements.

·         Participate in the executive review process for Departmental Directive Revisions.

·         Act as liaison with the Departments coordinator for the American with Disabilities Act on issues relating to unlawful discrimination, and/or disability concerns.

 

Assist the Assistant Director in the daily operations of the Central Office Grievance Program.

 

·         Investigate and research law, past grievances and policies and procedures to assist Supervisors Inmate Grievance Program in providing information to the CORC.

·         As requested, research, investigate, and prepare CORC decisions and provide information to the pre-screening committee for the Central Office Review Committee.

·         Publish reference materials about and for the Inmate Grievance Program.

·         As directed, serve as an advisor to the Central Office Review Committee and individual Deputy Commissioners on the resolution of grievances.

 

In the absence of the Assistant Director Inmate Grievance Program, may assume the functions inherent to that position.  

 

ASSISTANT DIRECTOR INMATE GRIEVANCE PROGRAM

 

May perform all of the same duties and functions as a Supervisor Inmate Grievance Program or an Inmate Grievance Program Coordinator.

 

Oversee the day-to-day operations of the central office Inmate Grievance Unit.  

 

·         Directly supervise all Inmate Grievance Program Coordinators and Supervisors Inmate Grievance Program in Central Office ensuring that all probation reports, performance evaluations, and other personnel documentation are accurate and timely.

·         Ensure that the Inmate Grievance Program Coordinators receive ongoing training regarding legal issues related to inmate grievances.

·         Periodically review the facility assignments of the Inmate Grievance Program Coordinators to ensure an equitable balance of workload.

·         Inform central office staff of changes in the policies and/or procedures of the Inmate Grievance Program.

 

Provide technical assistance and support to the CORC.

 

·         Review the cases that are pending committee action, and confirm that the grievance cannot be resolved at a lower level of appeal.

·         In conjunction with the Director Inmate Grievance Program and with Inmate Grievance Program Coordinators, make certain that the CORC receives complete information concerning pending cases in a timely manner.

·         Respond to questions from Committee members and attempt to resolve any discrepancies in the information received.

·         Periodically review and update training program for Inmate Resolution Committee participants.

·         Arrange for all appropriate divisions such as Health Services, Diversity Management, etc., to be represented on the CORC. 

 

Provide training to facility staff from other divisions on issues related to the Inmate Grievance Program.

 

·         In cooperation with the Departments Training Academy, conduct training for security staff regarding Inmate Grievance Program issues.

·         Provide all administrative divisions within the Department with necessary information pertaining to the inmate grievance process.

·         Attempt to resolve any administrative and/or technical problems presented by Central Office or field staff. 

 

Prepare a variety of technical and statistical reports for the Director Inmate Grievance Program and for executive team members.

 

·         Prepare necessary program statistics and data for the State government and legislature.

·         Develop policy statements resulting from grievance resolutions that affect the department.

·         Prepare reports for use by the Director, the Deputy Commissioner and the Commissioner of Corrections. 

·         Respond to inquiries from federal agencies, other states, and from the general public regarding issues pertaining to inmate grievances.

·         Review and sign CORC dispositions.

 

In the absence of the Director Inmate Grievance Program, may assume the functions inherent to that position.  

 

DIRECTOR INMATE GRIEVANCE PROGRAM

May perform all of the same duties and functions as a Supervisor Inmate Grievance Program, Inmate Grievance Program Coordinator, or Assistant Director Inmate Grievance Program. 

 

·         Monitor compliance of the Inmate Grievance Program with State and federal regulations.

·         Review, and as necessary, update the action plan for the provision of Inmate Grievance Program options at each facility within DOCS.

·         Formulate policy for the Inmate Grievance Program to comply with departmental regulations.

·         Prepare procedures and guidelines with the purpose of clarifying the departments response to changing federal and State legislation.

·         Prepare the Commissioners Annual and Semi-annual Reports to the Legislature and prepare monthly reports to the Commissioner and Deputy Commissioners.

·         Participate in the Executive Review Process for Departmental directive revisions.

 

Provide ongoing training regarding the Inmate Grievance Program to subordinate staff.

 

·         Periodically hold staff development and information dissemination meetings.

·         Revise the Inmate Grievance Program Training Manual as needed with the goal of achieving consistency among all facilities.

·         Provide necessary information pertaining to the Inmate Grievance Program to all administrative divisions within the Department.

 

Provide direction and guidance to other divisions and to facility executive staff within the Department concerning issues related to the Inmate Grievance Program. 

 

·         Act as a liaison with the Departments ADA Coordinator on issues relating to unlawful discrimination.

·         Provide information and direction to facility Superintendents and/or Deputy Superintendents concerning specific grievances.

 

Oversee the operations of the CORC, which is the final resolution for appeals of inmate grievances. 

 

·         Ensure that the Committee receives complete and timely information regarding all pending inmate grievance appeals.

·         In cases where additional information is needed, ensure that all information is obtained within required time frames.

·         Provide technical assistance to staff in researching law, past grievances, and departmental policies and procedures.

·         Either directly, or through subordinate staff, ensure that all grievance resolutions are accomplished in a timely manner. 

 

Act as Commissioners designee concerning policies and procedures related to the Inmate Grievance Program.

 

·         Advise the Deputy Commissioner and the Commissioner on matters concerning the implementation of mandated changes in policies related to the Inmate Grievance Program. 

·         Formulate new Inmate Grievance Program policies and procedures as necessary.

·         In cases where the decision of the CORC affects policies or procedures, disseminates and clarifies any and all changes for all facilities.

·         Publish reference materials on the Inmate Grievance Program.

 

Prepare statistical reports, policy statements, and other documentation for use by the Deputy Commissioner and Commissioner.

 

·         Prepare annual budget requests for review by the Deputy Commissioner.

·         Make recommendations to the Deputy Commissioner regarding increase or reallocation of staff. 

·         Prepare and/or review a variety of statistical reports concerning inmate grievances, their location, and their resolution. 

 


MINIMUM QUALIFICATIONS

 

SUPERVISOR INMATE GRIEVANCE PROGRAM

 

Promotion:  a Bachelors Degree and one year of permanent competitive service as an employee of the New York State Department of Correctional Services.

 

INMATE GRIEVANCE PROGRAM COORDINATOR

 

Promotion:  one year of permanent competitive service as a Supervisor Inmate Grievance Program.

 

ASSISTANT DIRECTOR INMATE GRIEVANCE PROGRAM

 

Open Competitive:  a Bachelor's Degree and three years of satisfactory experience in a professional position in which the primary duties involved the provision of direct counseling/guidance services to incarcerated persons or individuals under the jurisdiction of the courts.  One year of this experience must have been in a supervisory capacity.  A Master's Degree may be substituted for one year of the general experience.

 

Promotion:  one year of permanent competitive service as an Inmate Grievance Program Coordinator.

 

DIRECTOR INMATE GRIEVANCE PROGRAM

 

Open Competitive:  a Bachelor's Degree and four years of satisfactory experience in a professional position in which the primary duties involved the provision of direct counseling/guidance services to incarcerated persons or individuals under the jurisdiction of the courts.  One year of this experience must have been in a supervisory capacity.  A Master's Degree may be substituted for one year of the general experience.

 

 

 

Date:  3/10

 

 

 

 

 

NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.