291-006-0011 Definitions (1) Active Complaint: A grievance, discrimination complaint, or appeal of either, that is awaiting a response or is within the available timelines for appeal or return for correction. (2) Adult in Custody (AIC): For the purposes of these rules, a person incarcerated or detained in a correctional facility who is accused of, convicted of, or sentenced for a violation of criminal law or for the violation of the terms and conditions of pretrial release, probation, parole, post-prison supervision or a diversion program. (3) Adult in Custody Complaint Review Committee (AICCRC): A multi-disciplinary team chaired by the Agency Grievance and Discrimination Complaint Coordinator designated by the Inspector General and made up of institution discrimination complaint coordinators, institution grievance coordinators, and department subject matter experts. (4) Agency Grievance and Discrimination Complaint Coordinator: An employee designated by the Inspector General to chair the Adult in Custody Complaint Review Committee (AICCRC) and provide statewide program oversight, coordination, and direction to institution grievance and discrimination complaint coordinators and department employees, managers, and administrators relating to the adult in custody grievance and discrimination complaint programs. (5) Communication: A process by which information is exchanged between individuals, usually through verbal or written message. (6) Communication Form: An official Department of Corrections form commonly referred to as a "kyte” or “kite." The form is designed for use by adults in custody for communicating with department employees, volunteers, or contractors and allows employees, volunteers, or contractors to respond in writing to the adult in custody, when appropriate. (7) Contractor: Any person under contractual arrangement to provide services to the department; any person employed by private or public sector agencies who is serving under any department-sanctioned assignment to provide services or support to department programs. (8) Court Name: For the purposes of these rules, the definition of “court name” is defined in OAR 291-100 Admission, Sentence Computation, and Release. (9) Department of Corrections Employee (Employee): Any person employed full-time, part-time, or under temporary appointment by the Department of Corrections. (10) Disability: Per ORS 659A.104, with respect to an individual, a physical or mental impairment that substantially limits one or more of the major life activities of such individual, a record of such impairment, or being regarded as having such an impairment. (11) Discrimination Complaint: A written complaint submitted by an adult in custody in accordance with the department’s rules on Discrimination Complaint Review System (OAR 291-006). (12) Functional Unit Manager: Any person within the Department of Corrections who reports to either the Director, the Deputy Director, an Assistant Director, or an administrator and has responsibility for delivery of program services or coordination of program operations. In a correctional facility, the functional unit manager is the superintendent. (13) Grievance: A written complaint submitted by an adult in custody in accordance with the department’s rules on Grievance Review System (OAR 291-109). (14) Institution ADA Coordinator: The department employee or designee assigned by the functional unit manager to coordinate compliance with and carry out responsibilities under the Americans with Disabilities Act regarding access to department programs, services, and activities within their respective functional unit. (15) Institution Discrimination Complaint Coordinator: The department employee or designee assigned by the functional unit manager to coordinate discrimination complaint processes and communicate about discrimination complaint related matters within their respective functional unit. (16) Institution Grievance Coordinator: The department employee or designee assigned by the functional unit manager to coordinate grievance processes and communicate about grievance related matters within their respective functional unit. (17) Oregon Corrections Enterprises: A semi-independent state agency that is a non-Department of Corrections agency or division, which is under the authority of the Director of the Department of Corrections. (18) Oregon Corrections Enterprises (OCE) Employee: Any person employed full-time, part-time, or under temporary appointment by the Oregon Corrections Enterprises. (19) Vendor: A person or company contracted to provide services directly for sale to adults in custody through the department (for example, companies providing telephone services). (20) Volunteer: A person who, with prior approval from the department, donates time, knowledge, skills, or effort to the department, Oregon Corrections Enterprises , or other state agency to enhance the mission, activities, and programs of the department. Statutory/Other Authority: ORS 179.040, 423.020, 423.030 & 423.075 Statutes/Other Implemented: ORS 179.040, 423.020, 423.030 & 423.075 History: DOC 28-2024, amend filed 12/30/2024, effective 01/01/2025 DOC 15-2019, amend filed 10/18/2019, effective 10/18/2019 DOC 2-2011, f. 2-23-11, cert. ef. 3-1-11