NYC Department of Probation Grievance Procedure

Purpose of the Grievance Procedure

The New York City Department of Probation (NYCDOP) is committed to ensuring a fair and transparent environment for all staff, clients, and volunteers. The grievance procedure provides a structured method for raising concerns, reporting misconduct, or seeking clarification on departmental policies. By following this process, parties can expect their issues to be investigated promptly, impartially, and with appropriate confidentiality.

Who May File a Grievance?

Any individual who has a legitimate concern related to:

• Workplace harassment or discrimination
• Violation of departmental policies or procedures
• Improper conduct by a probation officer or other staff member
• Issues affecting client rights or services
• Retaliation for previously reported concerns

Both employees and members of the public (including clients and their families) may file a grievance.

StepbyStep Process

1. Informal Resolution

Before filing a formal grievance, try to resolve the matter informally:

• Speak directly with the person involved, if comfortable.
• Contact your immediate supervisor or the Office of Human Resources (OHR) for guidance.
• Use the departments internal Conflict Resolution portal.

If the issue cannot be resolved informally, proceed to a formal filing.

2. Submit a Formal Grievance

Complete the Grievance Form and submit one of the following:

• Email to grievances@probation.nyc.gov
• Certified mail to: NYCDOP, Office of Internal Affairs, 100 Centre Street, New York, NY 10013
• In person at the Office of Internal Affairs, 2nd Floor, 100 Centre Street

Include:

• Name and contact information (or indicate anonymity, noting that it may limit investigative options).
• Detailed description of the grievance, dates, locations, and persons involved.
• Any supporting documentation (emails, letters, photographs, etc.).

The department will acknowledge receipt within three business days.

3. Investigation

Upon receipt, the Office of Internal Affairs (OIA) will:

• Assign an investigator not connected to the parties involved.
• Review all submitted materials and may interview witnesses.
• Maintain confidentiality to the greatest extent possible.

Investigations are generally completed within 30 days, but complex matters may require additional time. The complainant will be kept informed of progress.

4. Determination & Response

After the investigation, OIA will issue a written determination that includes:

• Findings of fact.
• Conclusion on whether policy was violated.
• Recommended corrective actions, if any.

The decision will be sent to the complainant and the relevant supervisor. If the grievance is upheld, corrective measures could range from counseling and training to disciplinary action up to termination.

5. Right to Appeal

If the complainant is dissatisfied with the outcome, they may appeal within ten (10) business days of receiving the determination. The appeal must be submitted in writing to the Deputy Commissioner for Administrative Services with a brief statement of why the decision is being contested. A senior review panel will reexamine the case and issue a final decision, which is binding.

Protection Against Retaliation

NYCDOP strictly prohibits retaliation against any person who files a grievance in good faith. Retaliatory actionssuch as adverse employment actions, intimidation, or harassmentare themselves subject to disciplinary measures, including possible termination.

Anyone who believes they have experienced retaliation should immediately notify OIA or the Office of Civil Rights.

Confidentiality

All grievance information is handled in accordance with the New York State Freedom of Information Law (FOIL) and the departments privacy policies. Identifying details are disclosed only to individuals directly involved in the investigation or required by law.

Frequently Asked Questions

Can I remain anonymous?

Yes, you may submit a grievance anonymously. However, anonymity may limit the ability to investigate fully, especially if additional information or testimony is needed.

What if the grievance involves a senior officer?

All allegations, regardless of rank, are investigated by an independent investigator. Senior officers may be subject to oversight by the Office of the Inspector General.

How long will my grievance stay on record?

Records are retained for a minimum of five (5) years after the final resolution, unless longer retention is required by law.

Is there a cost to filing a grievance?

No. Filing a grievance is free of charge.

Contact Information

Office of Internal Affairs
NYCDOP, 2nd Floor, 100 Centre Street
New York, NY 10013

Email: grievances@probation.nyc.gov
Phone: (212) 9660800