Oregon Administrative Rules › Chapter 291 - DEPARTMENT OF CORRECTIONS › Division 109 - GRIEVANCE REVIEW SYSTEM (AIC) › Section 291-109-0110 - Definitions

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Active
			 Complaint: An active 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): 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 Statewide
			 Grievance and Discrimination Complaint Coordinator designated by the Inspector
			 General and made up of institution grievance coordinators, discrimination
			 complaint coordinators, and department subject matter experts.
(4) Communication: A process by which
			 information is exchanged between individuals, usually through verbal or written
			 message.
(5) Communication Form: An
			 official Department of Corrections form commonly referred to as a "kyte" or
			 "kite." The form is designed for AIC use in communicating with DOC employees,
			 volunteers, or contractors and allows employees, volunteers, or contractors to
			 respond in writing, when appropriate, to the AIC.
(6) 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 special assignment to provide services or support to
			 department programs.
(7) Court
			 Name: The AIC name as established and used by the Oregon Department of
			 Corrections for use on the AIC's case file, identification card, medical file,
			 etc., based on the name provided in the first judgment in the custody cycle
			 sentencing an AIC to the Oregon Department of Corrections custody.
(8) Department of Corrections (DOC) Employee:
			 Any person employed full-time, part-time, or under temporary appointment by the
			 Department of Corrections.
(9)
			 Discrimination Complaint: A written complaint submitted by an AIC pursuant to
			 the Department's Rules on the Discrimination Complaint Review System (OAR
			 291-006).
(10) Directive: A term
			 generally used to describe a Department of Corrections administrative rule or
			 policy signed by the Director or designee.
(11) Emergency Grievance: A grievance
			 alleging actual or significant risk of immediate physical harm.
(12) Functional Unit Manager: Any person
			 within the Department of Corrections who reports either to the Director, Deputy
			 Director, an Assistant Director, or an administrator, and who has
			 responsibility for the delivery of program services or the coordination of
			 program operations. In a correctional facility, the functional unit manager is
			 the superintendent.
(13) Grievance:
			 A written complaint submitted by an AIC pursuant to these rules (OAR
			 291-109).
(14) Inspector General's
			 Hotline: A phone number, maintained and paid for by the department, where AICs
			 may report misconduct by other AICs and abuse of lawful authority or criminal
			 activity of department staff in order to protect the life, health, and safety
			 of both staff and AICs.
(15)
			 Institution Grievance Coordinator: The functional unit staff member responsible
			 for communicating directly with the AIC about grievance related matters.
(16) Institution AIC ADA
			 Coordinator: DOC employee(s) at each institution or facility assigned to
			 coordinate efforts to comply with and carry out responsibilities under the
			 Americans with Disabilities Act with regards to AICs, and to respond to AIC ADA
			 grievances.
(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. For purposes of this rule only, Oregon
			 Corrections Enterprises shall not be considered an external organization.
(18) Oregon Corrections
			 Enterprises (OCE) Employee: Any person employed full-time, part-time, or under
			 temporary appointment by the Oregon Corrections Enterprises.
(19) Sexual Harassment: Repeated and
			 unwelcome sexual advances, requests for sexual favors, or verbal comments,
			 gestures, or actions of a derogatory or offensive sexual nature by one AIC
			 directed toward another: and repeated verbal comments or gestures of a sexual
			 nature to an AIC by a staff member, contractor or volunteer, including
			 demeaning references to gender, sexually suggestive or derogatory comments
			 about body or clothing, or obscene language or gestures.
(20) Statewide Grievance and Discrimination
			 Complaint Coordinator: An employee designated by the Inspector General to chair
			 the AICCRC and provide statewide program oversight, coordination, and direction
			 to DOC facility grievance/discrimination complaint coordinators and DOC staff,
			 managers, and administrators relating to the AIC grievance and discrimination
			 complaint programs.
(21) Vendor: A
			 person or company contracted to provide services directly for sale to AICs
			 through the department, for example: companies providing telephone services.
(22) Volunteer: A person who, with
			 prior approval from the department, donates time, knowledge, skills, and effort
			 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