Law

Any Police Department

ORGANIZATION AND MAINTENANCE OF THE ANY POLICE DEPARTMENT MANUAL

General Order Number: GO-01 Effective Date: 4/15/99 REFERENCE: Reviewed: 9/17/02 Accreditation Standards: 12.2.1. and 12.2.2. Mass. Gen. Law: Other: Directives Notebook, Electronic Directive System,

Form 12-1, Form 12-2 _________________________

PURPOSE: The Chief of Police has established regulations, policies, and procedures for the government, discipline, and supervision of the Any Police Department. He also has the authority to issue, modify, or approve department directives. Personnel guidelines are a necessity in any organization if it is to effectively achieve the purposes for which it is established. This is particularly true in a police department, where the reputation of the organization is fundamentally dependent upon the personal conduct and professional competence of its individual officers. Although this Manual is especially directed to the officers of the police department, it is expected that all civilian employees will adhere to, and be guided by, all written directives consistent with the positions they hold and with their duties and functions in the department. It cannot be expected that the contents of this Manual will cover all situations or emergencies that may arise. By the very nature of police work, police officers in the field must perform their duties independently and with a minimum of direct supervision. Their

APD-Written Directives

CRJ311 – Effective Communications for Criminal Justice Professionals

ANY POLICE DEPARTMENT MANUAL 2

own intelligence, practical experience, prudent discretion, and common sense will often be their only available guidelines in carrying out their responsibilities. The department is responsible for providing administrative direction and control to all members of the department. One of the department’s responsibilities is to ensure that internal directives are carefully organized in a manner that will provide guidance and easy access to members in departmental expectations, rules, regulations, policies, and procedures. The purpose of the following procedures is to establish definitions and formats for various written directives to be issued by the department and to provide for proper preparation, indexing, and distribution, so that department personnel are kept informed of new, revised, or canceled rules, regulations, policies, procedures, or organizational changes. PROCEDURES: 1. COMPOSITION OF MANUAL: The Any Police Department Manual is now located

on the department computer system where employees shall have access, by following the installed directions to gain admittance to the desired chapter, in addition, hard copies of the manual shall be located throughout the department for employee reference. This manual contains the official regulations, policies, and procedures and other written directives of the department. The manual is comprised of two main sections. The first is the Regulations, and the second is the Policies and Procedures. The MANUAL shall be updated on an as-needed basis as deemed appropriate by the Chief of Police. It is the responsibility of each employee to comply with and obey, and to keep current with, the Department Regulations, Policies, Procedures, and Directives.

A. REGULATIONS: The Regulations segment of the Manual is organized in

the following manner:

1. INDEX (Search mode): An extensive numerical index notes the location of all Regulations. Use of this index should assist the user in locating material rapidly.

2. PARTS: The Regulations segment of the manual is sub-divided into

three parts:

a. Part I- Organization of The Any Police Department; b. Part II- General Regulations All Members; c. Part III- Regulations Relating to Procedures.

B. POLICIES AND PROCEDURES: The Policies and Procedures segment of

the manual is organized in the following manner:

1. TABLE OF CONTENTS: A Table of Contents indicates the location of policies and procedures numerically by chapter number and subject matter.

2. CHAPTERS:

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A. The Policies and Procedures segment of the manual is

organized by chapter. Each page of a Policy and Procedure shall be numbered in the bottom right corner of each page.

B. The first number shall indicate the chapter number; the

number following the hyphen shall indicate the page number.

3. INDEX: An extensive alphabetical index of subjects is located at the end of the Policies and Procedures segment of the manual. The use of this index should assist the user in locating material as quickly as possible.

4. ISSUANCE: All Policies and Procedures shall be promulgated by the

issuance of a General Order. Whenever a policy is approved, the Commanding Officer – Administrative Division shall be responsible to ensure that the policy is transferred to the computer system for all personnel, and that hard copies are made available in the locations designated for same:

1. Office of Chief of Police (2); 2. Office of Deputy Chiefs (2) 3. Office of Commanding Officer – Patrol Division; 4. Office of Commanding Officer – Investigation Division; 5. Office of Commanding Officer – Community Services Division; 6. Office of Commanding Officer – Administrative Division; 7. Office of Commanding Officer – Emergency

Telecommunications Division 8. Office of Commanding Officer – Platoon on Duty.

5. REVISIONS: All Policies and Procedures that have been revised

shall be promulgated by the issuance of a General Order. The revision date (month/year) of the Policy and Procedure shall be noted on the front page of the policy and procedure. This revision shall be promulgated in the same manner as in number 4 above.

6. Manual to be Placed in Computer: There will no longer be a issuance

of hard copy directives, they will be issued in the computer. As a new policy is placed in the computer, Officers will be signing a sheet, acknowledging that the polices are in the computer. At least thirty (30) days later, officers will sign indicating that they have read, reviewed and understand the new policy. This will be done through the officer supervisor. There will be copies of the manual, (hard copies) placed in the following areas for review if needed, copying and for signing out for further review at home. The manuals will be located as follows:

a. Copies not to be removed:

Chief‘s Office (2) Deputy Chiefs (2)

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Operations area Patrol Division Investigation Division Administrative Division Community Services Division Emergency Telecommunications Division

b. Copies that may be signed out: Training Unit

7. Procedures to access the Manual from Computer Menu Screen:

a. Sign on b. open up “My Computer” c. open up “H” drive (911 Server) d. open up “APD” Folder e. open up “APD Share” Folder f. open up “APD Manual” g. all policies are in Word Format and listed alphabetically.

C. MISCELLANEOUS WRITTEN DIRECTIVES: A copy of the following directives will be placed in the department Directives Manual, located in the Operations section: 1. General Orders; 2. Special Orders; 3. Personnel Orders; 4. Memoranda; 5. Bulletins; 6. Instructional material and other written directives as determined

appropriate by the Chief of Police. 2. DEFINITIONS: The following terms and definitions are to be used as a part of the

department’s written directive system. A written directive is any written document used to guide or affect the performance or conduct of department employees. The term includes, but is not limited to, policies, procedures, regulations, general orders, special orders, memoranda, bulletins, and instructional material.

A. GENERAL ORDERS: General Orders are permanent written orders

issued by the Chief of Police outlining policy matters. A general order is the most authoritative written order the Chief of Police issues, and may be used to amend, supersede, or cancel any previous order. General Orders shall also be issued to promulgate Policies and Procedures. General orders remain in full effect until amended, superseded, or canceled by the Chief of Police.

B. SPECIAL ORDERS: Special Orders are temporary written orders issued by

the Chief of Police, Deputy Chief of Police, or Division Commanders outlining instructions covering particular situations. Special orders are automatically canceled when their objective is achieved.

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C. PERSONNEL ORDERS: Personnel Orders are orders pertaining to assignments, change of duty assignments, administrative matters related to condition of employment, and employee rights and benefits. Personnel Orders are issued by the Chief of Police or Deputy Chief of Police.

D. MEMORANDA: Memoranda are written communications issued by the

Chief of Police, Deputy Chief of Police, or Division Commanders for one or more of the following purposes:

1. To issue information or instruction which does not warrant a formal

order;

2. To direct the actions of subordinates in specific situations;

3. To explain or emphasize portions of previously issued orders; or

4. To inform members of actions or policies of other agencies.

E. BULLETINS: Information of use to members. Bulletins deal with matters such as training schools, community services, and other specific events for which there is a need for instruction or notification.

F. PROCEDURAL MANUALS: These are manuals that have been developed

to assist and guide members of the department in the performance of their duties. All members shall, when performing duties dealt within these manuals, comply with their contents.

1. REGULATION: A mandate promulgated by the Chief of Police,

applicable to all members of the department, and having the force of law.

2. POLICY: A written directive that is a broad statement of department

principles. Policy statements may be characterized by words such as “may” or “should” and usually do not establish fixed rules or set procedures for conduct of a particular activity, but rather provide a framework for development of procedures and regulations.

3. PROCEDURE: A written directive which is a guideline for carrying

out department activities. A procedure may be made mandatory in tone through the use of “shall” rather than “should” or “must” rather than “may” Procedures sometimes allow some latitude and discretion in carrying out an activity.

3. ISSUING AUTHORITY FOR DIRECTIVES:

A. GENERAL ORDERS: Chief of Police B. SPECIAL ORDERS: Chief of Police, Deputy Chief of Police, and Division

Commanders

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C. PERSONNEL ORDERS: Chief of Police and Deputy Chief of Police

D. MEMORANDA: Chief of Police, Deputy Chief of Police, and Division

Commanders E. BULLETINS: Chief of Police, Deputy Chief of Police, and Division

Commanders 4. DISTRIBUTION OF DIRECTIVES:

A. GENERAL ORDERS: General orders will be binding on all personnel until officially modified or rescinded.

1. General Orders will be distributed to all affected personnel, or may

at the discretion of the Chief of Police be distributed to Division Commanders for posting and placement in the Police Information Book. General Orders affecting a large segment of the department shall be read at three consecutive roll calls.

General Orders, at the direction of the Commanding Officer – Administrative Division, will be inserted in the manuals located through out the department.

2. It shall be the responsibility of each Division Commander to ensure

that all personnel under his command have read and understand the general order, and that the general order has been posted.

B. SPECIAL ORDERS:

1. Special Orders shall be distributed to all affected personnel, or may,

at the discretion of the Chief of Police, be distributed to affected Division Commanders for posting and placement in the Police Information book as appropriate. Special Orders affecting a large segment of the department shall be read at three consecutive roll calls.

2. It shall be the responsibility of Division Commanders to ensure that

all applicable personnel under their command have received the special order.

C. PERSONNEL ORDERS:

1. Personnel Orders will be distributed to all indicated personnel, or

may, at the discretion of the Chief of Police, be distributed to Division Commanders for dissemination.

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2. It shall be the responsibility of division commanders to ensure that all applicable personnel under their command have received the personnel order.

D. MEMORANDA: Memoranda will be distributed to all indicated personnel or

may be distributed to all Division Commanders for posting and/or placement in the Police Information book at the discretion of the issuing authority. Memoranda may include instructions for inclusion in the Manual if deemed appropriate by the Chief of Police. Any memorandum that effects a large segment of the department, is essential to career development, involves officer or citizen safety, or is determined to be of great interest or importance shall be issued to all members and shall be included in the manual. Memoranda affecting a large segment of the department shall be read at three consecutive roll calls.

E. BULLETINS: Bulletins will be distributed to all indicated personnel or may

be distributed to Division Commanders for posting and/or placement in the Police Information book at the discretion of the issuing authority. Bulletins may include instructions for inclusion in the Manual if deemed appropriate by the Chief of Police.

5. PREPARATION OF WRITTEN DIRECTIVES:

A. Written directives shall not conflict with previously established rules, regulations, policies, or procedures, unless short-term extenuating circumstances exist.

B. All written directives will be stated in precise terms with grammatical

accuracy.

C. All of the above mentioned written directives shall be forwarded to the Office of the Chief of Police for numbering.

D. Whenever applicable, all written directives shall carry notations directing

attention to other published documents, directives, or manuals which are related. Any directive amending, rescinding, or superseding other written directives shall indicate identifying notations (order number, regulation number, etc.) necessary to connect them.

6. INDEXING AND GENERAL FORMAT: All written directives shall be identified in

the following manner:

A. GENERAL ORDERS: GO plus sequential number plus date.

Example: GO-1 1/1/97

B. SPECIAL ORDERS: SO plus sequential number plus date.

Example: SO-1 1/1/97

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C. PERSONNEL ORDERS: PO plus sequential number plus date.

Example: PO-1 1/5/86

D. MEMORANDUM: M plus date of issue.

Example: M-1/1/97

E. BULLETIN: B plus date of issue.

Example: B-1/1/97

7. WRITTEN DIRECTIVES THAT ARE TO BE PLACED IN MANUAL: All General

Orders, Special Orders, Personnel Orders, Memoranda, and Bulletins will be placed in the manuals located through out the department. These directives are to remain in the Manual until they expire, or are modified or rescinded.

8. REVIEW:

A. All General Orders, Special Orders, Personnel Orders, Memoranda, or Bulletins that have no expiration date shall be reviewed as necessary to determine if:

1. They should be canceled;

2. They should be permanently incorporated in the Regulations or

Policies and Procedures of the department;

3. They should be revised and re-issued;

4. They should remain in effect until the next or subsequent reviews.

B. All reviews of written directives shall be conducted by the Commanding Officer – Administrative Division with input from the issuing authority. The Chief of Police shall make the final determination as to what directives will be canceled, permanently incorporated in the manual, revised and re-issued, or remain in effect.

C. The written directives contained herein shall be under constant review. All

policies, procedures, and regulations shall continue in force indefinitely, unless rescinded, amended, or revised.

9. PROCEDURAL GUIDELINES: The following procedural guidelines will be

adhered to by all members of the Any Police Department:

A. All Department employees shall have access to both Electronic Directive System and the hard copy of the Department Manual.

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B. All members are expected to read the Manual and to be thoroughly familiar with its contents. Members will be held accountable for understanding all policies and following all directives in the manual. All members are invited and encouraged to forward suggestions for the improvement of department operations, practices, and procedures, in writing through department channels, for the attention of the Chief.

C. New regulations, policies, and procedures will be issued through a General

Order.

D. Employees are responsible for checking the “Directives Notebook” in the guardroom to see what directives have been issued when they have been absent. They are responsible for reading each directive which has been issued during their absence, whether or not it is read at their roll call.

10. STAFF REVIEW: The appropriate unit supervisor or commander will participate in

the review process when originating, revising, or canceling policies, directives, procedures, or other memoranda affecting their component.

11. MAINTAINING THE MANUAL: The Administrative Division will maintain the

designated hard copies.

A. The following procedure shall be used when placing a new order in this Manual:

1. In alphabetical order, enter the new indexing information into the

Manuals alphabetical index.

2. Enter the subject in its proper numerical sequence in the code index.

B. When removing a replaced, superseded, or canceled order from the Manual, cross out or delete neatly all indexing data pertaining to the old order.

C. This Manual is designed for use in a three-ring binder using pre-printed

dividers.

12. POLICY REVIEW AND DEVELOPMENT:

A. Any requests for policy and procedure review, development, or change will be directed to the Chief of Police.

B. Any such requests will then be forwarded to the appropriate authority as

determined by the Chief of Police.

C. Drafts of such policy shall first be reviewed by the Chief of Police and then disseminated to Division Commanders as directed by the Chief of Police.

D. The appropriate Division Commanders will receive a draft copy of the order.

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E. Division Commanders are encouraged to seek input on policy and

procedure development from subordinates:

1. At a minimum, Division Commanders should afford supervisors under their command an opportunity to review orders and provide input. Depending on the nature of the order, selected personnel in various operational components, e.g., communications, crime prevention, operations, etc., should be permitted review and input.

2. All such input should be collected by the individual Division

Commanders. The Division Commander will then sign and forward the review sheet with the attached order and indicated changes to the Office of the Chief of Police.

F. Recommended changes will be incorporated in the order as determined by

the Chief of Police:

1. Any Division Commander requesting additional review will then receive the revised final draft for review.

2. After this second review, the draft will be returned to the Office of the

Chief of Police.

G. Completed reviewed and approved orders will then be issued at the direction of the Chief of Police through the Administrative Division.

13. DIRECTIVE AWARENESS:

A. When a new policy, procedure, or regulation, becomes effective, all members shall sign Form 12-1, acknowledging and understanding receipt of such directive.

B. Thirty days after issuance of a new or modified policy, procedure, or

regulation, members shall sign Form 12-2, acknowledging review and understanding of such directive.

14. ACCREDITATION FILES: In all cases of issued directives, whether department-

wide, division-wide, or unit-wide, a copy shall be forwarded to the Administration Division. This is a necessary procedure in order to maintain department standards as mandated by the accreditation process.

15. REPORTS MANUAL: (Field Reports Only) A Reports Manual will be maintained

by the Patrol Division, the purpose of the Reports Manual is to:

A. Establish guidelines as to when reports must be written; B. Identify which forms are to be used in field reporting; C. Identify information required in field reports; D. Identify procedures to be followed in completing field reports; and

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E. Identify procedures for submitting and processing reports. 16. FORMS: All forms should be forwarded to the Administration Division for revisions

and implementation, and numbering.

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