Grievance Procedures in Washington State Prisons and Jails

URL: inmateaid.com/grievance-procedures/washington/

ARTICLE

Washington State renamed its prison grievance system. What most people still call a grievance, the Washington Department of Corrections now calls a Resolution Request. The system is the Statewide Resolution Program, the governing policy is DOC 550.100, and the form is the DOC 05-165. The name change is deliberate -- the DOC redesigned the process around a philosophy of collaborative problem-solving and communication skills development, not just complaint processing. The Resolution Program Manual, revised April 2025, describes it as an open forum promoting respectful communication.

What did not change: you still have 30 days from the incident to file. You still have to complete every formal level to exhaust administrative remedies under the PLRA. And the person sitting in Washington's Reformatory in Monroe, or at Clallam Bay, or serving community supervision out of a field office in Spokane, still needs to know exactly how this process works before something happens that requires using it.

I spent 66 months inside federal custody at FCI Miami. The grievance system there had its own language, its own forms, its own bureaucratic architecture. Washington's Resolution Program has a different vocabulary -- Level 0, Level 1, Level 2, Level 3 instead of Step 1 and Step 2 -- but the underlying requirement is identical: complete every level, in order, within the deadlines, before you file in federal court.

WHY EXHAUSTION IS NON-NEGOTIABLE IN WASHINGTON

The Prison Litigation Reform Act of 1995 -- the PLRA -- requires that before any incarcerated person files a federal civil rights lawsuit about prison conditions, they must exhaust every available administrative remedy. The Resolution Program Manual explicitly states that the program's purpose includes providing administrative remedies as outlined by the PLRA.

The Supreme Court confirmed the standard in Woodford v. Ngo, 548 U.S. 81 (2006): proper exhaustion requires following the facility's own procedural rules correctly. In Washington, that means completing Level 0 through the final applicable level (Level 3 for fully contested issues), filing all appeals within the required 10-business-day windows, and receiving the final response from the Deputy Assistant Secretary's office or their designee.

Washington's Resolution Program is governed by DOC Policy 550.100, "Resolution Program." The program processes approximately 29,588 complaints per year statewide.

WASHINGTON DOC FACILITIES

The Washington Department of Corrections operates correctional facilities across the state. Major DOC facilities include:

Maximum/Close Custody -- Clallam Bay Corrections Center (Clallam Bay), Washington State Penitentiary (Walla Walla), Washington Corrections Center (Shelton).

Medium Security -- Airway Heights Corrections Center (Airway Heights), Coyote Ridge Corrections Center (Connell), Stafford Creek Corrections Center (Aberdeen), Twin Rivers Unit at Monroe Correctional Complex.

Monroe Correctional Complex (Monroe) -- A multi-custody complex housing multiple units.

Women's facilities -- Washington Corrections Center for Women (Gig Harbor).

Minimum/Work Release -- Cedar Creek Corrections Center (Littlerock), Mission Creek Corrections Center for Women (Belfair), Olympic Corrections Center (Forks), Pine Lodge Corrections Center for Women (Medical Lake).

Reentry Centers -- Located in various communities statewide.

Community supervision -- DOC field offices throughout Washington supervise people on community custody.

All DOC facilities, Reentry Centers, and community supervision field offices operate under the Statewide Resolution Program. People on graduated reentry or community supervision may also file Resolution Requests -- they mail them to the Statewide Resolution Program Manager in Olympia.

THE WASHINGTON DOC RESOLUTION PROCESS: FOUR LEVELS

The Resolution Program has four levels of review: Level 0 (initial screening and informal resolution attempt), Level 1 (first formal review), Level 2 (Appointing Authority review), and Level 3 (final review at Headquarters). The total process aims to be completed within 90 days.

BEFORE YOU FILE: INFORMAL RESOLUTION

Unlike some states, Washington does NOT require an informal resolution attempt before filing a Resolution Request. The Manual states that "an attempt to resolve the issue by the individual is not required before filing a request, but it does convey a positive intent."

That said, the program strongly encourages informal communication first. Try talking to the relevant staff member, submitting a kite, or messaging through the kiosk. If informal communication resolves the issue, you do not need to file a Resolution Request. If it does not resolve it, file the Resolution Request.

FILING THE RESOLUTION REQUEST (FORM DOC 05-165)

FILE WITHIN 30 DAYS of the date of the incident.

Obtain Form DOC 05-165, the Resolution Request form. This form is available at all facilities, Reentry Centers, and field offices. The Resolution Program Manual and associated forms are also available on personal tablets.

WHAT TO INCLUDE:

-- A clear description of the one incident, policy, or practice you are reporting

-- The date the incident occurred

-- How it personally affects you

-- What outcome you are requesting

-- Any prior informal attempts you made to resolve the issue

ONE ISSUE PER FORM. You may only file a Resolution Request on one concern per form. Separate incidents require separate forms.

SUBMISSION LIMITS: You may have up to 5 active Resolution Requests at any given time (counting active reviews, rewrites, appeals, and newly filed concerns). Medical and transgender/intersex/non-binary/gender non-conforming issues can exceed this limit with approval from the Resolution Program Manager.

IF IN A PRISON: Place your completed DOC 05-165 in the resolution request drop-box. Envelopes are provided for areas without a drop box.

IF IN A REENTRY CENTER: Submit to the Reentry Center Manager or mail to the Statewide Resolution Program Manager.

IF ON GRADUATED REENTRY OR COMMUNITY SUPERVISION: Mail to Department of Corrections, Statewide Resolution Program Manager, Resolution Program, PO Box 41129, Olympia, WA 98504-1129.

LEVEL 0: INITIAL SCREENING AND INFORMAL RESOLUTION ATTEMPT

The Resolution Specialist (RS) at your facility receives the Resolution Request and:

-- Determines whether it is acceptable per program guidelines

-- May send it back for a rewrite if it does not meet requirements (you have 10 business days to resubmit a rewrite; rewrites cannot be appealed)

-- Attempts to resolve the concern informally

-- Or promotes it to Level 1 for a formal review

If the Resolution Specialist attempts an informal resolution and you are not satisfied with the result, you may appeal it. Informal resolutions can be appealed if the outcome is not favorable.

LEVEL 0 RESPONSE TIMELINE: The Resolution Specialist must provide a response within **10 business days** from the date of receipt/pickup.

APPEAL TO LEVEL 1: You must submit your appeal within **10 business days** from the date of the Level 0 response.

LEVEL 1: FIRST FORMAL REVIEW (RESOLUTION SPECIALIST)

Level 1 is the first formal review. The response is signed by the Resolution Specialist or Health Services Resolution Specialist. (Resolution Specialists can respond to both Level 0 and Level 1.)

LEVEL 1 RESPONSE TIMELINE: The Resolution Specialist must provide a response within **15 business days** from the date the Level 1 review has been initiated.

APPEAL TO LEVEL 2: You must submit your appeal within **10 business days** from the date of the Level 1 response.

LEVEL 2: APPOINTING AUTHORITY REVIEW

Level 2 is the second formal review. The response is signed by the responsible Appointing Authority -- the Superintendent (for prison facilities), Community Corrections Supervisor, Field Administrator, or Health Services Administrator, depending on where you are housed or supervised.

LEVEL 2 RESPONSE TIMELINE: The Appointing Authority must provide a response within **15 business days** from the date the Level 2 review has been initiated.

APPEAL TO LEVEL 3: You must submit your appeal within **10 business days** from the date of the Level 2 response.

LEVEL 3: FINAL FORMAL REVIEW (HEADQUARTERS -- DEPUTY ASSISTANT SECRETARY)

Level 3 is the final formal review. The response is signed by the appropriate Deputy Assistant Secretary or their designee, or the Deputy Assistant Secretary of Health Services or their designee.

LEVEL 3 RESPONSE TIMELINE: Headquarters must provide a response within **15 business days** from the date the Level 3 review has been initiated.

The Level 3 response **exhausts the individual's administrative remedy**. Once you have the Level 3 response -- or once the response deadline passes without a reply at any level -- you have exhausted Washington's administrative remedies and are legally positioned to file a federal civil rights lawsuit if warranted.

WHEN A DEADLINE PASSES WITHOUT RESPONSE: If any level fails to respond within the required business-day window, you should document the date you filed and the date the response was due, and proceed to appeal to the next level. Document the non-response carefully -- this is your evidence of exhaustion attempt if a non-response prevents completion.

THE FULL TIMELINE AT A GLANCE:

-- File Resolution Request: within 30 days of incident

-- Level 0 response: within 10 business days

-- Appeal to Level 1: within 10 business days of Level 0 response

-- Level 1 response: within 15 business days

-- Appeal to Level 2: within 10 business days of Level 1 response

-- Level 2 response: within 15 business days

-- Appeal to Level 3: within 10 business days of Level 2 response

-- Level 3 response: within 15 business days (FINAL -- exhaustion complete)

-- Total target: 90 days from initial filing

WHAT IS -- AND IS NOT -- ACCEPTED

ACCEPTED CONCERNS include any incident, policy, or practice that personally affects you and that the DOC has jurisdiction over. This includes:

-- DOC policies and operational memorandums

-- Violations of civil rights (unless a separate appeals process exists)

-- Facility rules, practices, and procedures

-- Unprofessional conduct by employees, contract staff, or volunteers

-- Actions by other individuals under DOC's jurisdiction

-- Retaliation against you for good-faith participation in a legally protected activity

-- Personal safety concerns

-- Health/Medical, Dental, and Mental Health Services (including gender-affirming care)

-- Food services, religious diets, therapeutic diets

-- Commissary and store concerns

-- Accounting services issues

-- Sentence structure, release dates, records

-- Physical plant conditions

-- Religious concerns

NOT ACCEPTED (separate processes exist for each):

-- Disciplinary infractions, sanctions, and disciplinary hearing actions (these go through the WAC disciplinary appeal process)

-- Classification and Facility Risk Management Team (FRMT) decisions

-- Indeterminate Sentence Review Board (ISRB) decisions

-- Transfers and bed/cell assignments

-- Segregation placement

-- Use of force incidents

-- Mail rejection

-- Visiting denials

-- Property rejection

-- Administrative investigations (HR, PREA, IIU)

-- Accommodation Status Request decisions

-- Multiple Disciplinary Team (MDT) decisions

-- Public disclosure requests/denials

-- Release plan denials

-- Community custody/reentry/graduated reentry revocation

-- Actions by city or county jails (outside DOC jurisdiction)

-- State and federal laws, court decisions

-- Actions outside DOC's jurisdiction

Transgender, intersex, non-binary, and gender non-conforming issues will not be deemed Not Accepted without written approval from the Statewide Senior Administrator of Resolutions. Health Services issues also have heightened protection against Not Accepted determinations.

If your Resolution Request is not accepted, you may appeal that determination directly to the Statewide Senior Administrator of Resolutions.

EMERGENCY RESOLUTION REQUESTS

Emergency Resolution Requests cover situations involving a potentially serious threat to life or health, severe pain, or threat to the orderly operation of the facility. Emergency Resolution Requests must be given DIRECTLY TO AN EMPLOYEE or contract staff member. Do not place an emergency resolution request in the drop-box -- it will not be processed until the next scheduled pick-up, which defeats the purpose of an emergency.

For emergencies involving health services, the Health Services Resolution Specialist has additional protocols.

Do not file false emergency resolution requests. The program takes misuse seriously.

OFFICE OF CORRECTIONS OMBUDS (OCO)

Washington State operates an independent Office of Corrections Ombuds (OCO) -- a statutory office separate from the DOC Resolution Program. The OCO can receive complaints from incarcerated people and their family members about DOC operations, conditions, and policies.

Importantly, the OCO and DOC Resolution Program are separate systems. The Resolution Program Manual explicitly lists "the Office of Corrections Ombuds (OCO) actions or decisions" as outside DOC jurisdiction -- meaning you cannot Resolution Request about the OCO itself.

The OCO hotline is (360) 664-4749 -- confidential and not monitored by DOC. Hours: Tuesdays 1:00-3:00 pm. The OCO is a resource for family members and advocates as well as incarcerated individuals. The OCO does not replace the Resolution Program for PLRA exhaustion purposes, but can be a useful parallel resource for complex situations.

COUNTY AND CITY JAILS IN WASHINGTON

Washington has 39 counties, most with county jails or regional jails. City jails also exist in some jurisdictions. County and city jails are NOT under DOC jurisdiction -- they operate under local policies set by county sheriffs and city governments.

The Resolution Program Manual explicitly lists "City or County Jails (including individuals serving Department-sanctioned time in a city or county jail)" as outside DOC jurisdiction and therefore Not Accepted for Resolution Requests.

If you are in a Washington county or city jail, you must exhaust that facility's own local grievance process. Disability Rights Washington has published a guide to the grievance process in Washington state jails, available at disabilityrightswa.org. Major county jail systems include King County Correctional Facility (Seattle), Pierce County Detention Center (Tacoma), Snohomish County Jail (Everett), and Spokane County Jail.

Document everything in writing. If the county or city jail has no written grievance process, document that refusal in writing.

BOP FACILITIES IN WASHINGTON

Washington State hosts several active Bureau of Prisons federal facilities.

FDC SeaTac -- A Federal Detention Center in SeaTac (near Seattle), holding primarily pretrial male and female federal detainees.

USP Atwater (California) and FCI Sheridan (Oregon) serve some Washington federal defendants, but active BOP facilities within Washington State are limited. [VERIFY: Confirm whether any additional BOP facilities currently operate within Washington State borders at bop.gov.]

If you are in a BOP facility in Washington, the DOC Resolution Program does not apply. Use the BOP Administrative Remedy Program:

BP-8: Informal Resolution with your unit counselor.

BP-9: Formal Administrative Remedy Request to the Warden. File within 20 calendar days. Warden has 20 calendar days to respond.

BP-10: Regional Director Appeal. File within 20 calendar days. Washington BOP facilities fall under the BOP Northwest Regional Office (formerly Western Region). Regional Director has 30 calendar days to respond.

BP-11: Central Office Appeal to the BOP General Counsel. File within 30 calendar days. General Counsel has 40 calendar days to respond.

All four steps must be completed to exhaust federal administrative remedies.

WASHINGTON-SPECIFIC FAILURE MODES

The Resolution Program's four-level structure and strict business-day deadlines create specific failure patterns. Here is what to watch for:

FAILURE MODE 1: MISSING THE 30-DAY INITIAL FILING DEADLINE

Resolution Requests filed more than 30 days after the incident will not be accepted based on program restrictions. File as early as possible after the incident. If you try informal communication first, do not let that informal process run past your 30-day window. File the DOC 05-165 before day 30 regardless of where your informal attempts stand.

FAILURE MODE 2: MISSING THE 10-BUSINESS-DAY APPEAL WINDOWS

There are three appeal windows in Washington's process -- Level 0 to Level 1, Level 1 to Level 2, and Level 2 to Level 3 -- each requiring you to appeal within 10 business days of the previous level's response. Ten business days is two weeks. Read each response the day it arrives and file your appeal immediately. Do not wait.

FAILURE MODE 3: EXCEEDING 5 ACTIVE RESOLUTION REQUESTS

You may not have more than 5 active Resolution Requests at once (medical/transgender exceptions aside). If you hit the limit and a new incident occurs, you either need to wait for an existing request to close, or ask for an exception. Track your active requests carefully. Losing track and trying to file a sixth can result in rejection.

FAILURE MODE 4: FILING FOR NOT ACCEPTED ISSUES

Disciplinary actions, transfers, segregation placement, use of force, mail rejection, visiting denials, property rejection, and classification decisions all have separate processes that are not the Resolution Program. Filing a Resolution Request on these issues will result in a Not Accepted determination. That determination does not exhaust your remedies on the underlying issue. Use the correct process for each category.

FAILURE MODE 5: PLACING AN EMERGENCY REQUEST IN THE DROP BOX

Emergency Resolution Requests must be given directly to an employee. If you place one in the drop box, it will not be processed until the next scheduled pickup. For emergencies, hand the form directly to the nearest staff member.

FAILURE MODE 6: FILING MULTIPLE REQUESTS ON THE SAME CONCERN

Duplicate Resolution Requests on the same concern will not be accepted. If an issue is already active in the system, do not refile it -- appeal the response you receive. If you file a new request on the same matter, it will be rejected as a duplicate.

FAILURE MODE 7: NOT COMPLETING ALL LEVELS

Stopping at Level 1 or Level 2 without appealing to Level 3 means you have not exhausted. The Level 3 response from the Deputy Assistant Secretary's office is the point of exhaustion. Every level must be completed, including all three appeal submissions, before your federal courthouse door opens.

FAILURE MODE 8: RETALIATION

The Resolution Program Manual prohibits retaliation against individuals for good-faith participation in the program. Retaliation is itself an accepted concern under the program. If you experience what looks like retaliation after filing a Resolution Request, file a new DOC 05-165 treating the retaliation as a separate incident within 30 days.

LEGAL RESOURCES IN WASHINGTON

Columbia Legal Services -- A statewide legal nonprofit that engages extensively with Washington DOC conditions, prisoner rights, and Resolution Program issues. Based in Seattle, Yakima, and other locations; reachable at columbialegal.org.

Disability Rights Washington -- Provides legal advocacy for incarcerated people with disabilities and has published guides on both the DOC Resolution Program and county/city jail grievance processes. Reachable at disabilityrightswa.org.

American Civil Liberties Union of Washington -- The ACLU-WA has an active prisoner rights program. Based in Seattle; reachable by mail or through family members at aclu-wa.org.

Office of Corrections Ombuds (OCO) -- Independent oversight body for Washington DOC. Confidential hotline: (360) 664-4749 (Tuesdays 1:00-3:00 pm). Website: oco.wa.gov.

University of Washington School of Law -- Has clinical programs that have engaged with Washington prisoner rights issues.

Seattle University School of Law -- Has a prisoners' rights clinic that has historically engaged with Washington DOC matters.

Law Library Access -- DOC policy requires access to legal materials. The Resolution Program Manual and DOC 05-165 form are available on personal tablets at all DOC facilities. If you are denied access to these materials, that denial may itself be grounds for a Resolution Request.

U.S. District Courts: Washington has two federal districts -- the Western District (Seattle/Tacoma) and the Eastern District (Spokane). Federal civil rights complaints from Washington state and federal prisoners are filed in the district covering the area where the prison is located. Both courts accept pro se civil rights complaints.

THE BOTTOM LINE FOR WASHINGTON

Washington's Statewide Resolution Program has four levels, clear timelines, and a 90-day total process target. The deadlines are: file within 30 days; appeal at each level within 10 business days; wait up to 15 business days for each formal response. When the Level 3 Deputy Assistant Secretary response arrives, you have exhausted.

The most common failures are missing the 30-day initial window, missing the 10-business-day appeal clocks, filing for Not Accepted issues (discipline, classification, transfers, use of force, visiting denials), and stopping before Level 3.

Use the form. Use the drop-box or mail for non-emergencies. Give emergencies directly to staff. Keep track of your 5-active-request limit. Appeal every level within 10 business days. When Level 3 closes, the record is built.