DDD Grievance Letter Template

You may sometimes face challenges in dealing with the Division of Developmental Disabilities (DDD) or its service providers, where communication breaks down or your child's needs aren't fully addressed. However, there are several levels of support available to assist you in resolving any issues or concerns. These include Support Coordinators, Supervisors, and Area and District Program Managers.

It's important to handle this process with kindness, as hostility or anger can strain relationships and impact the support your child receives. If a Support Coordinator acts unethically, there's a designated process for reporting such behavior or concerns. Initially, it might be beneficial to discuss your concerns directly with the coordinator. If this doesn't resolve the issue, you can then consider filing a grievance or contacting the Supervisor.

For more information, CLICK HERE to visit the Division of Developmental Disabilities website.

Tips for Filing DDD Grievances

1. File Separate Grievances: If both parents were present, send seperate greivnaces complaints.  If that's difficult, just one of you should file.

   Email Details:  

     - Send to: DDDCustomerServiceCenter@azdes.gov  

     - CC: Your regular Support Coordinator, Supervisor, and Area/District Program Manager  

     - Attach your grievance letter as a PDF. I included a template below to help you craft the letter.  

     - Email Body: Start with: "Dear DDD Grievance Department, Below is my official grievance statement for my daughter CHILD's NAME. I appreciate your attention to this matter. With Gratitude & Appreciation, PARENT's NAME"

    - Subject Field:  Grievance on Behalf of CHILD's NAME # ID Number if applicable

2. Grievance Letter Tips :

  - Concisely state the facts of the situation and specific dates using bullet points

  - Avoid lengthy venting and opinions. Stick to the facts!

  - Use tools like ChatGPT to draft your email. Ask it to rephrase for clarity, politeness, and brevity, focusing on the facts and events. You can ask Chat GPT to regenerate the letter if the language is hard to understand or doesn't sound just right. 

3. Facts to Include:

   - Events since the coordinator's involvement.

   - Any threats made and/or concerns about unaddressed needs for your child.

4. Follow-up Actions: 

   - Wait 3-5 days for an email response.

   - If no response, call 1-844-770-9500 or send a letter to:

     - DES Division of Developmental Disabilities, Office of Individual and Family Affairs, 1789 W. Jefferson Street, Mail Stop 2HB5, Phoenix, AZ 85007

- You can also fill this form out with the hope someone will get back with you.  https://des.az.gov/services/disabilities/developmental-disabilities/contact-ddd-and-tell-us-your-thoughts

5. Request a New Coordinator:

   - In your letter, you can request a new coordinator experienced with medically complex children.

DDD Grievance Letter Template

[Your Name]  

[Your Address]  

[City, State, ZIP Code]  

[Email Address]  

[Phone Number]  

[Date]  

Division of Developmental Disabilities  

Office of Individual and Family Affairs  

1789 W. Jefferson Street  

Mail Stop 2HB5  

Phoenix, AZ 85007  

To Whom It May Concern,

Subject: Grievance on Behalf of [Child's Name], [ID Number if applicable]

Dear DDD Grievance Department,

I am writing to formally file a grievance concerning the inadequate support and threatening behavior exhibited by the current Support Coordinator assigned to my daughter/son, [Child's Name]. This statement provides the necessary details to address these challenges and to ensure appropriate measures are taken.

 Grievance Details:

- Background: Since [Specific Date], my daughter/son, [Child's Name], has been under the guidance of a temporary Support Coordinator, following the departure of our previous coordinator.  

- Incident Description: [Include specific details of incidents, including dates, any threats made by the Support Coordinator, and the impact on your child's care.]

- Unmet Needs: [Detail any specific support requirements for your daughter/son that have not been addressed, causing concern for her well-being.]

- Concerns: The coordinator made statements that deter me from reaching out for fear of repercussions. Previous coordinators have provided care without raising any concerns about our commitment or suggesting a need to escalate due to our requests for more resources for our daughter/son.

 Request for Resolution:

1. Assign a new temporary coordinator with [specific expertise required for your daughter’s/son's condition, such as experience in managing care for medically complex children].

2. Any other specific requests you might have for remediation.

I appreciate your immediate attention to this grievance. Please let me know how we can move forward to ensure my daughter/son receives the support and care she/he deserves and needs. I look forward to a prompt response and resolution to these concerns. 

Thank you for addressing this matter diligently.

With Gratitude & Appreciation,

[Your Full Name]