1. (a) It is OJA's intent to establish and maintain a fair, simple, and speedy system for the resolution of grievances of all OJA-custody juveniles. The grievance policy and procedure is designed to provide an OJA-custody juvenile with a way to have another person review and, when appropriate, correct problems the juvenile is having. Any grievance regarding allegations of abuse, including sexual abuse and sexual harassment, or neglect, shall be forwarded to the DHS hotline.

2. (b) A juvenile, or another person on behalf of a juvenile, may file a grievance regarding:

   1. (1) the conditions of confinement, action of staff, and incidents occurring within or under the authority and control of OJA, and.
   2. (2) any decision, behavior, or action by an OJA employee or contractor, or by another juvenile in OJA custody.
3. (c) The juvenile or person filing on behalf of the juvenile shall try to resolve the grievance informally at the local level before he or she submits a formal appeal. The procedures for informally resolving grievances are set forth in OAC 377:3-1-28. If a resolution cannot be achieved through the informal process, the juvenile has the right to appeal.
4. (d) Staff members shall not in any way discourage any juvenile from filing a grievance or appealing a grievance resolution. The rules in this Section shall not be construed to hinder the duties of the Advocate General, Advocate Defender, grievance coordinator, or any designee from fairly and accurately advising a juvenile of his or her rights or alternative means of dispute resolution.
5. (e) OJA ensures the quality of the system by maintaining a system of standards and by using an ongoing monitoring program carried out by the Office of Advocate General in conjunction with other OJA Divisions.
6. (f) Each OJA and contracted facility shall make its grievance policies and procedures available upon request to any member of the public.
7. (g) Each OJA and contracted facility shall post its grievance policies in conspicuous places readily accessible to the juveniles in residence.
8. (h) Each OJA and contracted facility shall explain OJA grievance policies and procedures to every resident during intake at the facility.
9. (i) Every effort should be made to utilize the correct form, but all grievances must be processed regardless of the form used by the juvenile.
10. (j) The secure facility shall permit a juvenile to report sexual abuse or sexual harassment to DHS via the hotline.

Added at 13 Ok Reg 3887, eff 8-21-96 (emergency)

Added at 14 Ok Reg 1842, eff 6-2-97

Amended at 16 Ok Reg 465, eff 11-23-98 (emergency)

Amended at 16 Ok Reg 2949, eff 7-12-99

Amended at 18 Ok Reg 2614, eff 7-1-01

Amended at 27 Ok Reg 2182, eff 7-15-10

Amended at 31 Ok Reg 311, eff 12-3-13 (emergency)

Amended at 31 Ok Reg 1921, eff 9-12-14

Amended at 42 Ok Reg, Number 20, effective 8-1-25