Maine runs three completely separate grievance processes, and which one you use depends entirely on the subject of your complaint. Policy 29.01 is the general grievance process -- it covers conditions of confinement, policies, staff actions, and most day-to-day complaints. Policy 29.2 is the medical and mental health grievance process. Policy 6.11 is the PREA and sexual misconduct process. These are not interchangeable. If you file a medical complaint under Policy 29.01, it will be dismissed as non-grievable. You must file under the process that matches your complaint type.
All three processes require exhaustion before you can file in federal court. That means completing every level of the correct process for your type of complaint.
This article covers Policy 29.01, the general grievance process, in full. It touches on Policy 29.2 and Policy 6.11 to explain when to use them. The Maine Department of Corrections now refers to incarcerated people as "residents" in its public-facing materials, and this article uses that term. The formal policy text still uses "prisoner."
The governing document is MDOC Policy 29.01, Prisoner Grievance Process, General (effective January 13, 2003; latest revision August 15, 2012).
Why the Process Matters: The PLRA
The Prison Litigation Reform Act of 1995, 42 U.S.C. section 1997e(a), requires you to exhaust all available administrative remedies before a federal court will hear a lawsuit about prison conditions. In Maine, that means completing all three levels of the appropriate process -- informal resolution, Level I (Grievance Review Officer), Level II (Chief Administrative Officer), and Level III (Commissioner). The Commissioner's decision is the final administrative level.
The Supreme Court in Woodford v. Ngo (2006) held that proper exhaustion requires following all procedural rules. Miss the 15-day filing window, skip the informal resolution step, or miss the 15-day windows between appeal levels, and your grievance will be dismissed. A dismissed grievance does not exhaust your remedies.
The exhaustion requirement applies to conditions of confinement claims. It does not apply to habeas corpus petitions challenging the fact or length of your sentence.
Overview: Maine's Three Grievance Processes
Know which process to use before you file:
Policy 29.01 (this article): Everything except the subjects listed below. Covers policies, procedures, practices, conditions of confinement, sentence calculation issues, actions by staff, and events that directly affect you.
Policy 29.2: Medical and mental health care grievances. If your complaint is about the quality of or access to medical, dental, or mental health care, you must use Policy 29.2, not Policy 29.01. The informal resolution step for medical grievances requires contacting the Health Services Administrator (HSA) rather than a general supervisor.
Policy 6.11 (PREA/Sexual Misconduct): Sexual misconduct and PREA complaints. There is a separate confidential grievance process for these matters.
Separate appeal processes (not Policy 29.01):
- Classification decisions: custody level, work assignment, program participation, transfer, administrative segregation, protective custody -- use the classification appeal process (Director of Classification)
- Disciplinary decisions: including withdrawal of deductions or good time -- use the disciplinary appeal process (Deputy Commissioner level)
- Furlough decisions
- Out-of-state transfer decisions
Do not use Policy 29.01 for any of the above subjects. The grievance will be dismissed, and you will waste time in your window to use the correct process.
Step-by-Step: Policy 29.01 General Grievance
You must complete the following steps in order, missing none, before you can sue in federal court.
Step 0: Informal Resolution (Required Before Level I)
Before filing with the Grievance Review Officer, you must attempt informal resolution. This step is required for residents housed at an MDOC facility. Residents housed in a county jail or another jurisdiction's facility are exempt from this step.
When: Within the first **5 days** of the 15-day grievance period, you must contact a supervisor who is designated as having jurisdiction over the subject of your complaint. The Chief Administrative Officer of your facility posts a list of which designated supervisors handle which subjects. Find the right supervisor.
What to bring: The grievance form (Attachment A, Prisoner Grievance Form). Complete the form before you go. The form must state specifically and concisely the nature of your complaint, including all persons and dates involved, and the specific remedy you are requesting. The supervisor must receive the form at the time of contact.
What happens: The supervisor signs the form, notes the date of contact, and attempts to resolve the complaint. The supervisor has **5 days** from your contact to return the original form to you.
If resolved: The supervisor notes the resolution and implementation date on the form. You sign acknowledging the resolution. You keep the original. If the resolution is not implemented by the specified date, you may file a grievance within 15 days of that missed implementation date.
If not resolved: The supervisor notes the actions taken in the attempt and returns the original form with the date of return noted. You may then file the formal grievance.
Important: The supervisor may not refuse to comply with this procedure for any reason. If you comply with all informal requirements but the complaint is not resolved, you must file the formal grievance within the original 15-day window.
Level I: Grievance Review Officer
Filing deadline: Within **15 days** of when the issue first occurred, affected you, or was discovered. The grievance form must be filed with the Grievance Review Officer within this window.
The 15-day window starts from:
- Policies, procedures, practices, or conditions of confinement: when it first affected you
- Sentence calculation issues: when you received the quarterly progress report that first showed the allegedly erroneous calculation
- Ongoing actions or decisions: when the action first occurred or the decision was first made
- All other actions, decisions, or events: when the event occurred
- If multiple categories apply: the shortest applicable time limit controls
Exception: The Grievance Review Officer may grant an extension if and only if you make a clear showing that it was not possible to file within 15 days. Seeking assistance, gathering information, or conducting research is not grounds for an extension -- unless your Correctional Caseworker confirms they could not provide the help in time.
How to file: Complete the grievance form only. No letters or other formats accepted. One form per grievance, one subject per grievance. Include the facts and remedy concisely. You may attach photocopies of relevant documents (property inventory, proof of purchase, health care report, etc.) but no other attachments. File by depositing in the grievance mailbox or sealed envelope addressed to the Grievance Review Officer. A prisoner may file a grievance about a matter at a previous facility by mailing it to that facility's Grievance Review Officer through U.S. Mail.
Grievance number: If accepted, the Grievance Review Officer dates, logs, and assigns a number in the format: [year initials]-[facility initials]-[order] (e.g., 25-MSP-7 for the 7th grievance at Maine State Prison in 2025).
Investigation: The Grievance Review Officer investigates, which may include interviewing you, staff, or others; requesting documents; reviewing policies. All staff must cooperate.
Response deadline: **30 days** from receipt of the grievance form. If a response cannot be made in 30 days, you must be notified in writing of an extension not to exceed an additional **10 days** (total 40 days maximum).
What the response contains: The actions taken to resolve the grievance or the reasons for denial, plus the appeal form (Attachment E, Prisoner's Appeal of Grievance Response).
Dismissal: If your grievance is non-grievable, untimely, lacks an informal resolution attempt, is a duplicate, is frivolous, or shows obvious abuse, it will be dismissed and returned with a notification of dismissal (Attachment B). No appeal of a dismissal is allowed. A dismissal is not a denial on the merits.
Level II: Chief Administrative Officer (CAO / Warden)
Appeal deadline: Within **15 days** of the date the Grievance Review Officer signs and sends the Level I response.
How to file: Use the appeal form (Attachment E, Prisoner's Appeal of Grievance Response -- the same form used for both Level II and Level III). Include the log number. File with the Grievance Review Officer. No letters or other formats accepted.
What to include: The reasons for the appeal. You may not raise any argument or issue that was not raised in the original grievance or in response to it.
What happens: The Grievance Review Officer logs the appeal and forwards it with all prior correspondence and documentation to the Chief Administrative Officer. The CAO reviews, may order additional investigation, and responds.
Response deadline: **25 days** from filing of the appeal. The response (Attachment D) includes any action taken or reasons for denial, plus an appeal form for Level III.
Level III: Commissioner (Final)
Appeal deadline: Within **15 days** of the date the Chief Administrative Officer signs and sends the Level II response.
How to file: Same appeal form (Attachment E). Include the log number. File with the Grievance Review Officer. The Grievance Review Officer forwards everything to the Commissioner.
What to include: The reasons for the appeal. No new arguments not raised in the original grievance or in response to it.
Response deadline: **20 days** from filing of the appeal.
The Commissioner's decision is the **final administrative level of appeal**. Once you receive it (or once the 20-day deadline passes without a response), you have exhausted Maine's administrative remedies under Policy 29.01 and may proceed to federal court.
Deadlines at a Glance
Informal resolution attempt: within the first 5 days of the 15-day window
Supervisor returns form: within 5 days of contact
Level I filing: within 15 days of the event
Level I response: within 30 days of receipt (extendable to 40 days with written notice)
Level II appeal: within 15 days of date of Level I response
Level II response: within 25 days of appeal filing
Level III appeal: within 15 days of date of Level II response
Level III response: within 20 days of appeal filing (FINAL)
What to Put in Your Grievance
Write concisely on the form only. State specifically:
- The exact nature of the complaint
- All persons involved
- All dates involved
- The specific remedy you are requesting
- Information showing when the 15-day clock started
No letters, no additional pages of narrative (photocopies of relevant documents are permitted as attachments). The form space is what you have. Be specific and complete -- you cannot raise new arguments on appeal.
Keep a copy. The original form is filed; you keep a copy. Make a copy before you submit.
Families: Families cannot file a grievance on your behalf. The grievance form must be filed by the resident. Assistance in preparing the form (sign language interpreter, foreign language interpreter, disability accommodation, assistance for illiterate residents) is available from your Correctional Caseworker or Correctional Care and Treatment Worker, or from another person you are permitted to contact -- but the form must be filed by you. Your family can help by keeping copies you send them, tracking the 15-day appeal windows, and contacting Disability Rights Maine or the ACLU of Maine after you exhaust.
When the System Fails
No Level I response within 30 days: The policy requires written notice if a response will be late, with a deadline no later than 40 days. If 40 days pass without a response or notice, contact the Grievance Review Officer in writing to inquire. If you do not receive a timely response, consider proceeding with the Level II appeal at 30 days as a protective measure and explain the non-response in the Level II form.
Grievance dismissed: Read the Notification of Dismissal (Attachment B) carefully. If the defect is curable (e.g., you missed the informal step, or the form lacked sufficient date information), consider whether you can cure it and refile within any remaining time in the 15-day window.
Retaliation: No resident who uses the grievance process in good faith may be subjected to adverse action or threats. If you believe you have been retaliated against, you may file a grievance about the retaliation through the same process.
Grievance abuser suspension: The Commissioner or Chief Administrative Officer may suspend your access to the grievance process for up to **90 days** if you have filed frivolous grievances, multiple grievances on the same subject, or created an administrative burden, or made false statements. Three or more such suspensions may result in an indefinite suspension. During any suspension, you may still file a grievance about a violation of a constitutional right. An indefinite suspension may be challenged by applying to the Commissioner for reinstatement no earlier than one year after it was imposed.
No Federal Prisons in Maine
Maine has no active Bureau of Prisons facility. FCI Berlin, which is geographically close to Maine, is located in New Hampshire. Maine state residents in federal custody are assigned to facilities throughout the federal system. If you are in a BOP facility, the Maine DOC process described in this article does not apply to you. See the InmateAid federal grievance article for the BOP Administrative Remedy Program.
After Exhaustion: Where to Go Next
Once the Commissioner issues a Level III decision (or 20 days pass without one), your administrative remedies under Policy 29.01 are exhausted. Federal court is available for conditions of confinement claims.
Disability Rights Maine (DRM): drme.org; (207) 626-2774. Maine's federally mandated Protection and Advocacy organization for people with disabilities, including mental illness. Has federal authority to investigate abuse and neglect and to access MDOC facilities. Relevant especially for disability-related grievances, mental health care complaints, and accommodation failures.
ACLU of Maine: aclumaine.org. Works on civil rights and prisoners' rights in Maine. Published a Know Your Rights guide on the grievance process available at aclumaine.org. Active on prison conditions.
Maine Equal Justice: maineequaljustice.org. Advocacy organization on poverty and justice issues in Maine.
Maine Human Rights Commission: maine.gov/mhrc. An additional channel for discrimination complaints. May take complaints from incarcerated people about discrimination based on a protected class.
Jails vs. Prisons: Key Differences in Maine
Maine county jails are operated by county sheriffs and are separate from MDOC. Policy 29.01 applies to adult correctional facilities operated by the Maine Department of Corrections. County jails have their own grievance processes.
Important note for MDOC residents housed in county jails: Policy 29.01 specifically addresses this situation. If you are an MDOC resident housed in a county jail or another jurisdiction's facility:
- For matters that occurred while you were at an MDOC facility: request a grievance form from the Grievance Review Officer at that MDOC facility and mail it to them.
- For matters about legal materials access or sentence calculation while at the county jail for which an MDOC employee is responsible: mail the grievance form to the Grievance Review Officer at the MDOC facility where the responsible employee works.
- For all other matters at the county jail: use that county jail's grievance process.
- You are exempt from the informal resolution requirement.
Special Circumstances
Medical and mental health grievances (Policy 29.2): File under Policy 29.2, not Policy 29.01. The informal resolution step requires contacting the Health Services Administrator (HSA) rather than a general supervisor. The appeal levels and response times may differ from Policy 29.01. Get a copy of Policy 29.2 from your facility library or Correctional Caseworker.
PREA and sexual misconduct (Policy 6.11): File under Policy 6.11. There is a separate confidential PREA grievance process. You may make a complaint about PREA to any MDOC staff member, which triggers an investigation and referral. There is also a PREA appeal process. Get a copy of Policy 6.11 from your facility library.
Disciplinary appeals: Use the separate disciplinary appeal process, not Policy 29.01. Appeals go through the facility level to the Deputy Commissioner level.
Classification appeals: Use the separate classification appeal process. Appeals go to the Director of Classification. Do not confuse this with the grievance process.
Sentence calculation grievances: These are actually grievable under Policy 29.01 -- this is one of the few administrative matters handled through the general grievance rather than a separate appeal process. The 15-day window starts from the quarterly progress report that first showed the allegedly erroneous calculation.
Criminal investigation matters: If your grievance concerns a matter that might involve a criminal investigation, the Grievance Review Officer will contact the Department's Assistant Attorney General before responding. You will not be told that this referral happened. The Grievance Review Officer will not provide any information prior to receiving instruction from the Attorney General's office.
Frequently asked questions
Do I have to attempt informal resolution before filing at Level I?
Yes, if you are housed at an MDOC facility. Within the first 5 days of the 15-day filing period, contact the designated supervisor with jurisdiction over the subject and bring your completed grievance form. The supervisor has 5 days to return the form. If you are housed at a county jail or another jurisdiction's facility, you are exempt from this requirement.
What is the 15-day window and when does it start?
Fifteen days from when the matter first occurred, first affected you, or was first discoverable, depending on the type of complaint. For sentence calculation issues, it runs from the quarterly progress report. For ongoing actions, it runs from when the action first occurred. If multiple categories apply, the shortest time limit controls. The Grievance Review Officer may grant an exception only if you show it was not possible to file -- not that it was inconvenient or you were waiting for information.
Can I raise new arguments on appeal?
No. At Level II and Level III, you may not raise any argument or issue that was not raised in the original grievance or in response to the original grievance. Include everything relevant in your Level I filing, because you cannot add it later.
What happens if my grievance is dismissed?
A dismissal means the grievance was not accepted for processing -- it was not evaluated on the merits. Dismissal can happen if the subject is non-grievable, the filing was untimely, you did not attempt informal resolution, it is a duplicate, or the grievance is frivolous. No appeal of a dismissal is allowed. If the defect is curable, consider correcting and refiling within the remaining time in the 15-day window. A dismissed grievance does not exhaust your remedies.
What is the separate medical grievance process?
Medical and mental health care complaints must be filed under Policy 29.2, not Policy 29.01. Filing a medical complaint under Policy 29.01 will result in dismissal as non-grievable. Get a copy of Policy 29.2 from your facility library. The informal resolution step for Policy 29.2 requires contacting the Health Services Administrator (HSA).
What if I need help preparing the grievance form?
Your Correctional Caseworker or Correctional Care and Treatment Worker is responsible for providing timely assistance, including sign language interpreters, foreign language interpreters, disability accommodations, and assistance for illiterate residents. You may also be assisted by any other person you are permitted to have contact with. However, the form must be filed by you. --- INTERNAL LINKS TO PLACE: 1. Maine inmate search (InmateAid Maine page) 2. Family rights and advocacy in Maine (FRA series Maine article) 3. How the Maine prison disciplinary process works (if spoke exists) 4. How Prison Works hub 5. Staying Connected hub --- SPEC NOTE / SOURCING (strip before publish): - Voice: formerly incarcerated narrator written TO the incarcerated person; family guidance woven in. No em dashes. No smart quotes. No double hyphens. Plain text. - Meta title char count: 47 (under 60). Meta description char count: 155 (in 150-160 range). All 7 FAQ headings under 60 chars, verified. - Defining hooks for Maine: (1) THREE SEPARATE GRIEVANCE PROCESSES -- Policy 29.01 (general), Policy 29.2 (medical/mental health), Policy 6.11 (PREA/sexual misconduct) -- wrong process = dismissed, non-grievable; (2) Informal resolution in first 5 days of the 15-day window -- tightest integrated informal window in the series; (3) 15-day filing window (same as Kansas); (4) SPECIFIC dismissal rule: no appeal of any dismissal, ever; dismissal is not a merits denial; (5) Grievance number format explicitly documented (year-facility-order); (6) Cannot raise new arguments on appeal that were not in original grievance; (7) Sentence calculation grievances ARE grievable under 29.01 (unusual -- most states exclude time computation); (8) Criminal investigation referral = Grievance Review Officer contacts AG without telling you; (9) MDOC residents in county jails have nuanced rules: exempt from informal, specific filing rules by subject type; (10) NO BOP in Maine -- federal section omitted; (11) Maine now calls residents "residents" in public communications; (12) Abuser suspension: 90-day max; 3 suspensions = Commissioner may impose indefinite; constitutional rights complaints still allowed during suspension. - SOURCES: MDOC Policy 29.01, Prisoner Grievance Process, General (effective January 13, 2003; latest revision August 15, 2012; Michigan Policy Clearinghouse, confirmed by state via FOIA): Procedures A-G fully fetched: A (General: GRO designated; policy provided at orientation; caseworker assistance obligation; broad scope of grievable matters; non-grievable: classification/disciplinary/furlough/out-of-state transfer; non-grievable: medical/mental health = Policy 29.2; community corrections = separate; sexual misconduct = Policy 6.11; only official form accepted; sealed envelope/grievance mailbox; prior facility = mail through US Mail; 15-day filing deadline per category type; date stamped = filed date; exception only if clear showing not possible; one form one subject; no more than one subject; specific remedy required; retaliation prohibited; right to pursue retaliation complaint; withdrawal in writing); B (Informal Resolution: required unless in jail/other jurisdiction; within first 5 days; contact designated supervisor with jurisdiction; bring grievance form; supervisor signs and notes date; supervisor has 5 days to resolve and return; if resolved = sign, supervisor keeps copy, original to prisoner; if not resolved = actions listed, date returned noted; if informal resolution not implemented by specified date = 15 days from that date to file; still must file within original 15-day window; exempt: prisoners in jails/other jurisdictions); C (Level I: screen for grievability/timeliness/informal compliance/duplicate/frivolous/abuse; if any problem = dismissed with Attachment B; no appeal of dismissal; not enough date info = returned for correction; once accepted = log/number assigned (format: year-facility-order); investigate (interviews, documents, reports); respond within 30 days; extendable up to 10 additional days with written notice; response = Attachment C with appeal form Attachment E; if only Commissioner can remedy = forward to Commissioner; if matter may involve criminal investigation = contact AA-G immediately; do not inform prisoner of referral); D (Level II: appeal within 15 days of GRO response date; appeal form only; no new arguments; log receipt/forward to CAO with all documentation; CAO responds within 25 days of filing; includes appeal form for Level III); E (Level III: appeal within 15 days of CAO response date; GRO forwards to Commissioner; Commissioner responds within 20 days; FINAL administrative level); F (Abuse: suspension up to 90 days for frivolous/duplicate/burden/false statement; CAO must notify Commissioner 1 week before informing prisoner; if Commissioner disagrees = veto before 1 week elapses; 3+ suspensions = Commissioner may impose indefinite; suspended prisoner may not file except for constitutional right violations; indefinite suspension = apply for reinstatement no earlier than 1 year; Commissioner sole discretion); G (Records: quarterly reports to Commissioner on numbers/types/response times/resolutions); ACLU of Maine aclumaine.org (Know Your Rights prison grievance guide April 2025; three stages of review; facility-level specifics may vary; residents should follow exactly; PREA has separate confidential process; Maine Human Rights Commission as additional channel); legislative testimony Jan 2026 (MDOC confirmed three separate processes: general/medical-mental health/PREA; discipline appeals Deputy Commissioner; classification appeals Director of Classification; separate from grievance procedure; Maine Human Rights Commission additional channel); drme.org (Disability Rights Maine = ME P&A; (207) 626-2774; July 2025 press release active; mental health focus but P&A authority over correctional facilities); aclumaine.org (ACLU of Maine; active on prison rights); maineequaljustice.org; maine.gov/mhrc (Maine Human Rights Commission); bop.gov/locations (NO BOP facility in Maine; FCI Berlin is in New Hampshire); Woodford v. Ngo 548 U.S. 81 (2006). - VERIFY FLAGS for Poorwa: (1) CRITICAL: Policy 29.01 latest revision is August 15, 2012. The ACLU Maine guide from April 2025 and legislative testimony from January 2026 both reference the same three-level structure, confirming the process is still substantively current. However, verify the current version of Policy 29.01 from MDOC directly (maine.gov/corrections or by FOIA if needed). MDOC's public policy page may have a more recent version. Specifically verify: (a) 15-day filing deadline; (b) 5-day informal requirement within the 15-day window; (c) 5-day supervisor return deadline; (d) 30-day Level I response (+10 extension); (e) 25-day Level II response; (f) 20-day Level III response; (g) 15-day appeal windows between levels. (2) Confirm Policy 29.2 (medical/mental health) is still current and separate from 29.01. Get specific deadlines for Policy 29.2 informal step, Level I, Level II, Level III -- if different from 29.01. (3) Confirm Policy 6.11 (PREA/sexual misconduct) is the correct current citation for the PREA grievance process. (4) Confirm NO BOP facilities in Maine (confirmed from BOP locations list; FCI Berlin is in New Hampshire). (5) Confirm Disability Rights Maine: drme.org; (207) 626-2774. (6) Confirm ACLU of Maine: aclumaine.org. (7) MDOC now uses "residents" publicly -- confirm whether the formal policy has been updated to reflect this language change or still uses "prisoner." (8) Confirm Maine state prisons: Maine State Prison (Warren), Maine Correctional Center (Windham), Bolduc Correctional Facility (Warren), any other active facilities. (9) Confirm Downeast Correctional Facility closed -- it was reportedly closed in 2022. (10) The article notes that sentence calculation grievances ARE grievable under Policy 29.01 -- confirm this is accurate and not a separate process (the policy text confirms this at Procedure A para 4 and para 10). (11) Confirm Maine Human Rights Commission: maine.gov/mhrc as additional complaint channel. (12) Grievance abuser: confirm 90-day suspension cap and indefinite suspension after 3+ instances -- confirmed in Procedure F. No volatile phone rates. No crisis-line specifics.
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