Florida Regulations 33-103.016: Follow Through on Approved Grievances
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(1) Formal Grievance – Institution or Facility Level. All formal grievances that are approved at the institution or facility level shall be handled as follows:
(a) The employee approving the grievance shall complete Section I of Form DC1-306, Grievance Approval Action Form. Form DC1-306 is incorporated by reference in Fl. Admin. Code R. 33-103.016 Copies of this form are available from the Forms Control Administrator, 501 South Calhoun Street, Tallahassee, Florida 32399 and http://www.flrules.org/Gateway/reference.asp?No=Ref-01870. The effective date of the form is 11-12.
(b) The approving employee shall then send Form DC1-306 and a copy of the approved formal grievance to the grievance coordinator in the event they are not one and the same.
(c) The grievance coordinator shall complete Sections II, III and IV of Form DC1-306. The grievance coordinator shall then provide the form and a copy of the approved grievance to the staff member(s) assigned responsibility for implementing the approved action. The grievance coordinator shall monitor this process.
(d) The assigned staff member(s) shall complete Section V of Form DC1-306, stating what steps were taken to implement the approved action. This shall not be done until after the steps have been taken. The assigned staff member(s) shall have 30 calendar days from the date the grievance was approved within which to implement the approved action. In the event that actual implementation cannot be completed within the 30 day period due to circumstances beyond the control of department staff, the assigned staff member(s) shall indicate this and the reasons therefor in Section V within the 30 day period. The form shall be held by the assigned staff member until the corrective action has been taken.
(e) Form DC1-306 shall then be returned to the grievance coordinator who shall ensure that the warden completes Section VI of the form.
(f) The grievance coordinator shall complete Section VII of Form DC1-306, place a copy of the form in the grievance record log, and attach a copy of the form to the copy of the approved grievance in the inmate’s file. A copy of the form shall not be sent to central office.
(2) Appeals and direct grievances to the Office of the Secretary. All grievances that are approved by the Bureau of Policy Management and Inmate Appeals shall be handled as follows:
(a) The employee approving the grievance shall complete Section I of Form DC1-306.
(b) The approving employee shall then mail Form DC1-306, along with a copy of the approved grievance or appeal to the appropriate warden’s office.
(c) The warden shall forward Form DC1-306 to the institutional grievance coordinator who shall complete Sections II, III and IV of the DC1-306. The grievance coordinator shall then provide the form and a copy of the approved grievance to the staff member(s) assigned responsibility for implementing the approved action. The grievance coordinator shall monitor this process.
(d) The assigned staff member(s) shall complete Section V of Form DC1-306 stating what action was taken to carry out the approval. This shall not be done until after the action has actually been taken. The assigned staff member(s) shall have 35 calendar days from the date the grievance or appeal was approved within which to implement the approved action. In the event that actual implementation cannot be completed within the 35 day period due to circumstances beyond the control of department staff, the assigned staff member(s) shall indicate this and the reasons therefor in Section V. The form shall be held by the assigned staff member until the corrective action has been taken.
(e) Upon completion of the corrective action, Form DC1-306 shall then be returned to the grievance coordinator who shall ensure that the warden completes Section VI of the form.
(f) The grievance coordinator shall place a copy of the completed form in the inmate’s institutional file, retain a copy for his record, and forward the original form to the Chief of Policy Management and Inmate Appeals within 45 calendar days from the grievance approval date. The Chief shall ensure that the inmate grievance log in the Bureau of Policy Management and Inmate Appeals is updated and that a copy of Form DC1-306 is sent to the central office inmate file.
(g) In the event that the corrective action is taken prior to the response to the grievance or appeal and before the need to complete Form DC1-306, it is not necessary to complete the form.
Rulemaking Authority 944.09 FS. Law Implemented Florida Statutes § 944.09. History-New 4-10-95, Amended 12-7-97, Formerly 33-29.0155, Amended 8-1-00, 1-1-01, 8-21-06, 3-25-08, 6-13-12, 11-7-12, 11-4-18.
Terms Used In Florida Regulations 33-103.016
- Appeal: A request made after a trial, asking another court (usually the court of appeals) to decide whether the trial was conducted properly. To make such a request is "to appeal" or "to take an appeal." One who appeals is called the appellant.
(b) The approving employee shall then send Form DC1-306 and a copy of the approved formal grievance to the grievance coordinator in the event they are not one and the same.
(c) The grievance coordinator shall complete Sections II, III and IV of Form DC1-306. The grievance coordinator shall then provide the form and a copy of the approved grievance to the staff member(s) assigned responsibility for implementing the approved action. The grievance coordinator shall monitor this process.
(d) The assigned staff member(s) shall complete Section V of Form DC1-306, stating what steps were taken to implement the approved action. This shall not be done until after the steps have been taken. The assigned staff member(s) shall have 30 calendar days from the date the grievance was approved within which to implement the approved action. In the event that actual implementation cannot be completed within the 30 day period due to circumstances beyond the control of department staff, the assigned staff member(s) shall indicate this and the reasons therefor in Section V within the 30 day period. The form shall be held by the assigned staff member until the corrective action has been taken.
(e) Form DC1-306 shall then be returned to the grievance coordinator who shall ensure that the warden completes Section VI of the form.
(f) The grievance coordinator shall complete Section VII of Form DC1-306, place a copy of the form in the grievance record log, and attach a copy of the form to the copy of the approved grievance in the inmate’s file. A copy of the form shall not be sent to central office.
(2) Appeals and direct grievances to the Office of the Secretary. All grievances that are approved by the Bureau of Policy Management and Inmate Appeals shall be handled as follows:
(a) The employee approving the grievance shall complete Section I of Form DC1-306.
(b) The approving employee shall then mail Form DC1-306, along with a copy of the approved grievance or appeal to the appropriate warden’s office.
(c) The warden shall forward Form DC1-306 to the institutional grievance coordinator who shall complete Sections II, III and IV of the DC1-306. The grievance coordinator shall then provide the form and a copy of the approved grievance to the staff member(s) assigned responsibility for implementing the approved action. The grievance coordinator shall monitor this process.
(d) The assigned staff member(s) shall complete Section V of Form DC1-306 stating what action was taken to carry out the approval. This shall not be done until after the action has actually been taken. The assigned staff member(s) shall have 35 calendar days from the date the grievance or appeal was approved within which to implement the approved action. In the event that actual implementation cannot be completed within the 35 day period due to circumstances beyond the control of department staff, the assigned staff member(s) shall indicate this and the reasons therefor in Section V. The form shall be held by the assigned staff member until the corrective action has been taken.
(e) Upon completion of the corrective action, Form DC1-306 shall then be returned to the grievance coordinator who shall ensure that the warden completes Section VI of the form.
(f) The grievance coordinator shall place a copy of the completed form in the inmate’s institutional file, retain a copy for his record, and forward the original form to the Chief of Policy Management and Inmate Appeals within 45 calendar days from the grievance approval date. The Chief shall ensure that the inmate grievance log in the Bureau of Policy Management and Inmate Appeals is updated and that a copy of Form DC1-306 is sent to the central office inmate file.
(g) In the event that the corrective action is taken prior to the response to the grievance or appeal and before the need to complete Form DC1-306, it is not necessary to complete the form.
Rulemaking Authority 944.09 FS. Law Implemented Florida Statutes § 944.09. History-New 4-10-95, Amended 12-7-97, Formerly 33-29.0155, Amended 8-1-00, 1-1-01, 8-21-06, 3-25-08, 6-13-12, 11-7-12, 11-4-18.