N.J. Admin. Code § 10A:1-4.8

Current through Register Vol. 56, No. 23, December 2, 2024

Section 10A:1-4.8 - Responsibilities of the Coordinator of the Inmate Remedy System

(a) The Coordinator or designee(s) shall be responsible for consulting with other staff when deemed necessary and for:

1. Ensuring the IRSF-100 Inmate Grievance Form and IRSF-101 Inmate Inquiry Form are available in designated areas of the correctional facility;

2. Ensuring forms are collected on a regular basis from the designated collection boxes excluding weekends and holidays, or when prevented by an emergency situation, or when an exceptional circumstance exists that can be documented by the Coordinator;

3. Reviewing each form submitted to determine if the form is properly completed, legible, signed, and includes clear and concise statements, and ensuring that the IRSF-103 Staff Redirection Form is completed and forwarded to the inmate when deemed necessary. The Coordinator may consult with appropriate correctional facility staff to determine that an inappropriate, incomplete, illegible, or unclear IRSF-101 should be returned to the inmate along with the IRSF-103 Staff Redirection Form;

4. Maintaining an inmate data base and/or log, to include a numbering system for purposes of tracking "Inmate Inquiry Forms," "Inmate Grievance Forms," and "Administrative Appeals" and to ensure a timely response and retaining all related forms and records in accordance with the record retention schedule approved by the Department of Corrections;

5. Reviewing all inmate "Inmate Inquiry Forms" to ascertain if an interview is reasonably practicable, warranted, appropriate, and necessary to address the issue, or whether the issue can be sufficiently addressed through a written response from the appropriate correctional facility staff member;

6. Determining whether the "Inmate Inquiry Form" or "Inmate Grievance Form" is to be handled as a routine request, an urgent request, or whether further deliberation is necessary. Such determinations shall be made after consultation with correctional facility staff;

7. Ensuring all "Inmate Inquiry Forms," "Inmate Grievance Forms," and "Administrative Appeals" are handled and processed within the designated time frames;

8. Ensuring appropriate correctional staff notify the inmate in writing when further deliberation is necessary; and

9. Distributing the "Inmate Inquiry Form," "Inmate Grievance Forms," and "Administrative Appeal" to appropriate correctional facility staff for research, investigation, referral, handling, and the rendering of a written decision or finding.

(b) The Coordinator shall provide a monthly report to the Administrator or designee containing statistical data compiled regarding the receipt, interview, written response, decision or finding and any other related information regarding the Inmate Remedy System.

N.J. Admin. Code § 10A:1-4.8

Amended by 47 N.J.R. 3028(a), effective 12/7/2015