DEPARTMENT WRITTEN COMMUNICATION SYSTEMEPD700.0

TITLE

DEPARTMENT WRITTEN COMMUNICATION SYSTEM

/ PROCEDURE NUMBER

EPD700.0

SECTION

REPORTING PROCEDURES

/

NUMBER OF PAGES

3 / EFFECTIVE DATE
10/22/2014 / REVIEW DATE

 NEW  AMENDS RESCINDS

DATE:

/ CALEA CHAPTERS

11, 12

/ AUTHORITY

Chief Stephen Walker

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DEPARTMENT WRITTEN COMMUNICATION SYSTEMEPD700.0

I. PURPOSE

To explain the written directive system and its components.

II. POLICY

The department will provide clear, specific Rules andOrders so that employees may perform their duties in a consistent, efficient way. Normally, any proposed Rule or General Order is circulated to all employees for review and comment before it is promulgated and suggestions are careful attention. Final Rules and General Orders will be provided to all employees.

III. AUTHORITY

TownCode, Article 2, Section 2-107 grants authority to the Chief of Policeapprove issue and/or modify any written Ruleor,Order, (See General Order 301). The Chief may specifically authorize such actions on the part of a designeewhen he is unavailable.

IV. THE DIRECTIVE SYSTEM

A written directive is any written document used to guide or affect the performance or conduct of Department employees. This includes but is no limited to Policies, General Orders, Rules and Regulations, Special Orders, Personnel Orders and instructional materials.General Order Manuals, which include rules, are issued to all sworn and non-sworn employees. In addition, the Department maintains a separate Manual for general reference, in the office. It is kept up to date, and is not to be removed under any circumstances. All employees are expected to know and abide by the provisions of the Manual. The format for the Manual is as follows.

A.General Orders are organized under the headings listed below. While some measure ofdiscretion may apply in carrying out General Orders, normally employees are to follow them closely and check with a supervisor when in doubt. General Orders are intended to make it easier for employees to perform in a professional, consistent way, and normally contain a policy statement.

Section 100 -Mission and Policy

Section 200 -Department Organization

Section 300 -Duties and Responsibilities

Section 400 -Operational Procedures

Section 500 -Investigative Procedures

Section 600-Administrative Procedures

Section 700 -Reporting Procedures

Section 800 -Adult Arrest Procedures

Section 900 -Juvenile Procedures

Section 1000 -Property Procedures

Section 1100 - CommunicationsProcedures

Section 1200 - Disciplinary Procedures

Section 1300 - Employee Benefits

Section 1400 - Uniforms and Equipment

Section 1500 –Specialand Personnel Orders

V. SPECIAL ORDERS & PERSONNEL

ORDERS

A. Special Orders and Personnel Orders affect only a segment of the organization or a statement of policy and procedure regarding a specific circumstance or event which is of a temporary (but not mainly personnel) nature. They are kept in the Manual in the last section. Upon instruction, Special Orders will be removed from the Manual, at the conclusion of the special event, circumstance or time period.

B. Personnel Orders are used to announce changes in the status of employees such as a work assignments or a promotion. They need not be kept in the Manual.

VI. MANAGEMENT OF DIRECTIVES

A. Every effort will be made to keep the directives current. When it is necessary employees may be given a new page or acompletely new General Order. Indexes will be updated and circulated.

B. At least biannually, the Chief or a designee will be responsible for reviewing all Department directives with a goal toward revising, updating or canceling, as warranted.

VII. STAFF REVIEW OF PROPOSED

DIRECTIVES

Draft rules of the Department are circulated to every employee for suggestions, comments and proposed revision. As they are written, draft General Orders are circulated for review and comment, which are strongly encouraged at all times. Adequate time is allowed for the review and feedback process.

VII. MANUALS

Several Manuals are kept current for issuing to new recruits. The Manual is the property of the Department and is considered an item of issued equipment. It will be returned when the employee is separated from the Department. No employee will give, lend or display the Manual or any of its parts to any person not employed by the Department without authorization from the Chief. Giving all or part of the Manual to Town officials, is allowed without specific authorization.

VIII. SUPERVISOR AND EMPLOYEE

RESPONSIBILITY

Supervisors will be thoroughly familiar with the content of the Manual and prepared to answer the questions of subordinates. Supervisors are accountable for compliance with Rules and Orders by subordinates. Supervisors will encourage subordinates to submit comments and suggestions on draft General Orders. Employees will acknowledge receipt and understanding of new directives by signing a roster as directed.

At least once a year, supervisors will inspect subordinate’s Manuals. In addition, the Chief or designee may at any time announce a written examination and/or inspection of some or all portions of the Manual.

A. All employees will be familiar and comply with all Rules, General Orders and Special Orders issued by the Department. Each employee has personal responsibility for suggesting changes or revisions and for seeking clarification from a supervisor, of any material which is not understood.

B. New employees will be assumed to have knowledge of Manual material and be bound by it within five working days after the Manual is issued to them.

C. All employees will be bound by the contents of new General Orders, Rules or Special Orders within one tour of duty after receipt.Every employee will sign for a copy.

D. The Chief or designeewill ensure that a complete up-to-date Manual is issued in advance to every new employee of the police department.

E.All Manuals will be subject to inspection. Failure to maintain the Manual in an updated condition may result in disciplinary action.

X. PRECEDENCE OF LAW

Whenever a Rule, General Order or Special Order conflicts with Federal, State or Town

Law, the law of the higher jurisdiction shallprevail.

XI. EMPLOYEE SUGGESTIONS

Employee suggestions may be made through the chain of command in a written memorandum.

End of Document

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