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 Corrections and Community Supervision (DOCCS). 

DISTINGUISHING CHARACTERISTICS

SUPERVISOR INMATE GRIEVANCE PROGRAM: first supervisory level; coordinates, supervises, and enforces 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 supervises Inmate Grievance Program Coordinators, and indirectly supervises Supervisors Inmate Grievance Program located at the Department’s Main Office; oversees daily operations of the Inmate Grievance Unit.   

DIRECTOR INMATE GRIEVANCE PROGRAM:  non-competitive; managerial; one position class; provides 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:

Staffs the facility Inmate Grievance Program.

• Develops 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.

• Presents the proposed election procedure to the Superintendent for approval.

• Forwards the facility approved election procedure to the Director Inmate Grievance Program for approval.

• Implements the election procedure, as needed to fill the position of Inmate Representative.  Inclusive of this procedure are the following responsibilities: posts notices of and procedure to be used in nomination and election process; arranges for printing, distribution, collection, and counting of nomination and election ballots; and arranges for publication of election results and notifies appropriate parties.

Selects inmate clerks for the grievance office.

• Searches facility records and contacts appropriate area supervisors to obtain the names of inmates who appear qualified for the positions. 

• Reviews records, contacts security services for input, and interviews candidates.

• Consults with the Superintendent as to the appropriateness of candidates.

• Notifies Program Committee and other affected areas.

Supervises subordinate staff.

• Provides supervision, guidance, and oversight to subordinate staff, and intervenes and resolves problems as necessary.

• Determines and oversees staff assignments. 

• Approves leave and tracks time and attendance.

• Reviews, monitors, and evaluates staff performance.

• Completes performance evaluations.

• Identifies training needs and arranges for provision of training.

• Manages and directs program activities by setting priorities and deadlines.

Supervises Inmate Grievance Program staff.

• Ensures that all necessary information is provided to staff.

• Explains the authority, responsibilities, and privileges of the inmate grievance staff and ensures that all staff members function within these guidelines. 

• Supervises preparation of inmate evaluations and payroll reports.

• Counsels inmate grievance staff as necessary.

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

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

• Assists and guides inmate grievance staff in researching previous grievances, law, and background information that may be needed to prepare recommendations and resolve grievances. 

• Attempts to informally resolve grievances.

• Instructs 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.

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

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

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

• Reviews 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. 

• Arranges for verifications of the implementation of resolutions and file in the appropriate case folders.

• Coordinates 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 Superintendent’s response.

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

• Researches necessary legal issues, prior policy, and activity within DOCCS, to provide the Superintendent with general guidelines as to decisions, policy, etc., regarding similar grievances. 

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

Ensures that grievances, which require the Superintendent’s attention, are forwarded in a timely manner with all pertinent information attached.

• Informs, advises, and assists facility Superintendents on all grievance program related matters.  Becomes familiar with and knowledgeable of all institution/departmental policies, procedures, programs, rules, and regulations. 

• Advises the Superintendent of departmental or statutory mandates.

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

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

• Ensures that inmate grievants are advised of their right to appeal Superintendent’s decisions to the next level of the appeal process. 

• Prepares policy statement on the implementation of a grievance resolution as necessary.

• Monitors 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.

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

• Prepares grievances for forwarding, including a case history and record for each.

• Ensures that the grievance is submitted in a timely manner to the Director.

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

• Prepares appropriate letters to accompany all grievances being forwarded to the CORC.

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

Reviews CORC decisions and takes appropriate action.

• Ensures that all CORC decisions are distributed to appropriate parties.

• Discusses 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.

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

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

• Monitors implementation of CORC decisions and reports to the Director on specifics of the implementation.  Ensures that verifications are filed in the case folder.

Coordinates 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.

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

• Serves to promote stability within a facility through direct interaction with facility staff and inmates.

• Keeps the executive team apprised of issues that could be a problem. 

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

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

• Monitors and ensures the accuracy of all grievance records.

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

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

• Ensures 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.

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

• Participates in the executive review process for Departmental Directive Revisions. 

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

• Schedules Chairperson rotation.

• Makes necessary arrangements with work location to allow for Chairperson’s attendance.

• Apprises Chairperson of his/her duties and responsibilities.

Prepares annual budget requests.

• Determines the financial needs of the program for the upcoming fiscal year.

• Forecasts costs of needed supplies and equipment.

• Submits 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.

Provides direction and technical assistance to Supervisors Inmate Grievance Program. 

• Monitors Supervisors Inmate Grievance Program for efficiency and credibility.

• Suggests revisions and different methods to increase the credibility and effectiveness of the program. 

• Assists in resolving sensitive problems that arise in the facility administration of the program. 

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

• Assists in training all new staff for the program in an assigned region.

• Serves as liaison between Supervisors Inmate Grievance Program and central office.

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

• Performs research to develop and obtain background material for training seminars and prepares written materials used in training.

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

• Trains new Correction Officers, or as assigned (Sergeant School).

• Develops training programs for facility supervisory training.

• Provides continuous training to regional staff, as well as Correction Officer recruits and Sergeants.

• Develops orientation courses for the facilities and assists facility Supervisors Inmate Grievance Program in holding these courses and presenting the materials.

• Provides technical and practical training to all new staff in the assigned region.

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

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

• Organizes and participates in meetings at facilities to explain the program and/or discuss the program.

• Assists the Assistant Director in formulating and preparing procedural and policy guidelines and implementing these in the facilities.

• Responds to inquiries within the region and assists in resolving any problems with implementing the Inmate Grievance Program.

• Advises facility Superintendents, Supervisors Inmate Grievance Program, and facility staff of grievance resolutions that affect policy and makes certain that changes in policies and procedures are followed.

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

• Drafts CORC responses as needed.

• Advises Superintendents and Deputy Superintendents of departmental policies and procedures to ensure compliance.

• Writes and researches material for new or revised policies and procedures.

• Provides technical assistance in researching law, past grievances, and policies and procedures.

• Assists the Assistant Director in developing policy statements resulting from grievances.

• Prepares reports for the Assistant Director concerning activities of the region.

• Alerts the Assistant Director to any problems in the program and makes recommendations for revisions or improvements.

• Participates in the executive review process for Departmental Directive Revisions.

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

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

• Investigates and researches law, past grievances and policies and procedures to assist Supervisors Inmate Grievance Program in providing information to the CORC.

• As requested, researches, investigates, and prepares CORC decisions and provides information to the pre-screening committee for the Central Office Review Committee.

• Publishes reference materials about and for the Inmate Grievance Program.

• As directed, serves 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.

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

• Directly supervises 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.

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

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

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

Provides technical assistance and support to the CORC.

• Reviews the cases that are pending committee action, and confirms 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, makes certain that the CORC receives complete information concerning pending cases in a timely manner.

• Responds to questions from Committee members and attempts to resolve any discrepancies in the information received.

• Periodically reviews and updates training program for Inmate Resolution Committee participants.

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

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

• In cooperation with the Department’s Training Academy, conducts training for security staff regarding Inmate Grievance Program issues.

• Provides all administrative divisions within the Department with necessary information pertaining to the inmate grievance process.

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

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

• Prepares necessary program statistics and data for the State government and legislature.

• Develops policy statements resulting from grievance resolutions that affect the department.

• Prepares reports for use by the Director, the Deputy Commissioner and the Commissioner of Corrections. 

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

• Reviews and signs 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. 

• Monitors compliance of the Inmate Grievance Program with State and federal regulations.

• Reviews, and as necessary, updates the action plan for the provision of Inmate Grievance Program options at each facility within DOCCS.

• Formulates policy for the Inmate Grievance Program to comply with departmental regulations.

• Prepares procedures and guidelines with the purpose of clarifying the department’s response to changing federal and State legislation.

• Prepares the Commissioner’s Annual and Semi-annual Reports to the Legislature and prepares monthly reports to the Commissioner and Deputy Commissioners.

• Participates in the Executive Review Process for Departmental directive revisions.

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

• Periodically holds staff development and information dissemination meetings.

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

• Provides necessary information pertaining to the Inmate Grievance Program to all administrative divisions within the Department.

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

• Acts as a liaison with the Department’s ADA Coordinator on issues relating to unlawful discrimination.

• Provides information and direction to facility Superintendents and/or Deputy Superintendents concerning specific grievances.

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

• Ensures that the Committee receives complete and timely information regarding all pending inmate grievance appeals.

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

• Provides technical assistance to staff in researching law, past grievances, and departmental policies and procedures.

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

Acts as Commissioner’s designee concerning policies and procedures related to the Inmate Grievance Program.

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

• Formulates new Inmate Grievance Program policies and procedures as necessary.

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

• Publishes reference materials on the Inmate Grievance Program.

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

• Prepares annual budget requests for review by the Deputy Commissioner.

• Makes recommendations to the Deputy Commissioner regarding increase or reallocation of staff. 

• Prepares and/or reviews a variety of statistical reports concerning inmate grievances, their location, and their resolution. 

MINIMUM QUALIFICATIONS

SUPERVISOR INMATE GRIEVANCE PROGRAM

Promotion:  bachelor’s 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

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

Open Competitive:  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.

DIRECTOR INMATE GRIEVANCE PROGRAM

Non-competitive:  bachelor's degree and six 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.  Three years of this experience must have been in a supervisory capacity or one year must have been in a managerial capacity.  A master's degree may be substituted for one year of the general experience.

Rev: 7/18

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.