SHERIFF’S DEPARTMENT
STANDARD OPERATING
PROCEDURES
MANUAL
This sample law enforcement standard operating procedures manual was created by NMAC staff and a number of law enforcement professionals from around the state. Special thanks to Sheriff Patrick Jennings, former Sheriff Greg Solano, Sheriff Johnny Valdez, Undersheriff Sal Baragiola, and NMSPA Executive Director Jim Burleson for their time, commitment and expertise to developing this manual.
This manual is intended to serve as a resource for you in developing your department’s standard operating procedures. Each policy must be reviewed closely and tailored to your department’s operation. Sections that do not apply to your operation should be deleted from the manual. County personnel ordinances control personnel matters. Such existing county policies should be incorporated or referenced.
Finally, this document does not constitute legal advice. Please consult with your county attorney before adopting this manual as official policy.
INTRODUCTION: THE ADVANTAGES OF THE MANUAL
A complete, well-written, up-to-date policy and procedures manual is an extremely important component of a modern law enforcement agency. Such a manual provides you, the law enforcement professional, with a number of advantages.
One advantage which the manual can provide is in the area of civil liability. A carefully written manual can help protect you from civil actions for vicarious liability. Specifically, the manual can demonstrate that you have shown due regard in directing the actions of your personnel.
But by far the most important advantage to having a complete, well-written manual is that it provides a means by which you can clearly establish the lines of authority and accountability in your department; set direction of your department; and maintain its status as an efficient, responsive agency.
The very task of planning and writing a manual encourages management personnel to address issues which are essential to building and maintaining a top quality law enforcement agency. In particular, formally establishing policies and regulations for inclusion in the manual reduces the tendency to write policies and procedures only in response to an emergency or crisis. Thus, the task of planning and writing a manual is a step in the direction of rational, goal-oriented management and away from management by crisis.
But the policy and procedures manual is more than an aid to rational policy making. It is a communications tool. The written policies, procedures and regulations contained in the manual describe the department's goals and objectives. It informs your personnel of their responsibilities and indicates what is expected of them. It outlines methods of accomplishing tasks and establishes general performance standards.
Successfully communicating your expectations to members of your department is an essential first step to establishing discipline and accountability. The manual accomplishes this in a comprehensive, efficient manner. A manual can reduce the need for disciplinary action merely by stating and clarifying regulations. It can also underline the fairness of disciplinary action by providing grounds for initiating such action.
Finally, the manual serves as a central repository of all departmental rules and regulations. This can make it easier for management personnel to achieve consistency in command decisions. It also provides you with an overview of all policies and procedures within your department. This allows you to determine if existing policies and procedures are consistent with the direction you have set for your department. On the basis of your assessment, you can institute change as needed.
SOP Check List Page CL-1
Do not need / Need / Have, OK / Have, must revise / Must create
Abandon children
Alcohol enforcement
Alcohol licensed premises, response to
Accident, fatal, procedure
Accident, hit and run
Accident, involving dept vehicle or deputy
Accident, deputy on duty
Accident, outside county limits
AIDS and other communicable diseases
Alarms, false alarm notification
Alarms, residential and business
Ambulance/rescue squad
Animal bite incidents
Anonymous callers
Answering department phones
Apprehending fugitives from another state
Apprehending military personnel and deserters
Arrest of aliens
Arrest procedures
Attorney General’s policies
Bad checks, complaint procedure
Bail bonds
Bias incidents/racial crime
Bomb threats and explosives incidents
Break, meal and personal
Calling emergency county crewmen
SOP Check List Page CL-2
S.O.P. Topic Area / Need / Status / CompleteDo not need / Need / Have, OK / Have, must revise / Must create
Case law
Chain of command
Child abuse, notification of CYFD
Child abuse, procedure
Child Custody Order
Civil disturbance
Civil process
Civil suits involving dept personnel
Code law
Commendations
Communications
Community relations
Compensatory time
Compensatory time off
Complaints against deputies
Complaints signed by citizens
Cooperation with other agencies
Court, attendance and dress
Court, notifying if not able to appear
Crime prevention
Crime, procedure at major crime scene
Curfew ordinance enforcement
Deaths, notification
Decision making factors
Delay in service
Department mission
Dept orders, special orders and memorandums
Dept organizational structure
SOP Check List Page CL-3
S.O.P. Topic Area / Need / Status / CompleteDo not need / Need / Have, OK / Have, must revise / Must create
Dept representation in organizations
Dept vehicles, parking
Dept vehicles, cleaning and washing
Dept vehicles, emergency speed
Dept vehicles, emergency, use of siren and warning lights
Dept vehicles, escorts
Dept vehicles, high speed pursuits
Dept vehicles, inspection
Dept vehicle, maintenance
Dept vehicles, operation
Dept vehicles, operation logs
Dept vehicles, unattended
Department vehicles, unmarked, assignment and use
SOP Check List Page CL-4
S.O.P. Topic Area / Need / Status / CompleteDo not need / Need / Have, OK / Have, must revise / Must create
Disciplinary action
Dispatching of ambulances
Disposal of explosives
Disposition of incidents involving minors
District Attorney policies
Domestic disturbances
Domestic violence
Electric wires down
Emergency procedures, disaster
Escape
Escorts
Ethical standards
Evidence, collection and preservation
Execution of arrest warrants
Execution of search warrants
Fingerprint regulations
Firearms, backup
Firearms, carrying concealed weapons on and off duty
Firearms, confiscated
Firearms, discharge
Firearms, drawing and display
Firearms, in prisoner processing and cell area
Firearms, training
Firearms, using revolver or other weapon in dept building
Firearms, weapon and ammunition specifications
Fire, cooperation with fire company
Fires, duties at scene
SOP Check List Page CL-5
S.O.P. Topic Area / Need / Status / CompleteDo not need / Need / Have, OK / Have, must revise / Must create
Fires, suspicious nature
General criminal investigative procedure
General patrol procedure
General traffic enforcement procedure
Hazardous materials and waste
Hazards in roadway or sidewalk
Holiday work, pay, compensatory time
Homicides and suicides, notification
Homicides and suicides, procedure
Hostage/barricaded suspect situations
Illegal dumping of trash
Incidents outside the county limits
Industrial accidents
Inspection
Internal affairs
Internal investigations
Investigations unit, procedure to notify
Investigations unit, proper attire
Investigators, duties
Jail cell procedures
Juvenile, complaint procedure
Juvenile, notification of parents
Juvenile, release
Juvenile, taking into custody
Light duty assignment
Lock out, vehicle and building
SOP Check List Page CL-6
S.O.P. Topic Area / Need / Status / CompleteDo not need / Need / Have, OK / Have, must revise / Must create
Lost and found property
Malfunctioning traffic signals
Miranda
Missing person
News media relations
Notification of supervisor
Off duty employment
Off duty employment, arrests
Off duty employment, uniform
Office security
Outside agency guidelines
Overtime, payment
Overtime, scheduling
Patrol procedures
Performance evaluations
Personnel files
Personnel grievances, filing and disposition
Photographing and fingerprinting
Physical fitness for duty
Political activity
Preliminary investigations
Prisoners, female
Prisoners, general
Prisoners, ill or injured
Prisoners, search
Prisoners, use of matron
SOP Check List Page CL-7
S.O.P. Topic Area / Need / Status / CompleteDo not need / Need / Have, OK / Have, must revise / Must create
Procedures for superior officers
Procedures for supervisors
Professional attitude
Property and evidence procedures
Public intoxication
Rabid or injured animal
Radar details
Radar training and certification
Radio procedure
Receipt of warrants, summons and subpoenas
Records
Release of deputy’s telephone number and address
Release of law enforcement information
Reporting of unusual conditions
Reports, accident
Reports, arrest
Reports, investigation
Reports, operations
Reports, procedure
Reports, property
Reports, review
Reports, suspect
Reports, vehicle
Request for information, Criminal records
Request for information, Division of Motor Vehicles
SOP Check List Page CL-8
S.O.P. Topic Area / Need / Status / CompleteDo not need / Need / Have, OK / Have, must revise / Must create
Request for information from public
Request for information, other government agency
Request for special services
Requisitions
Search and seizure
Selective enforcement details
Sexual offender
Shift schedule and assignment
Sick leave
Solicitors and salesmen
Street lights out
Strip search
Summons and warrant completion
Summons and warrant issuance
Tolerance
Traffic deputy duties
Training and education
Transients
Trees blown down upon roadway
Unattended death, notifying Medical Examiner
Unattended death, procedure
Unattended death, release of deceased
Unauthorized persons in dept vehicles
Uniforms and personal equipment
Use of ballistic vests
Use of barricades
SOP Check List Page CL-9
S.O.P. Topic Area / Need / Status / CompleteDo not need / Need / Have, OK / Have, must revise / Must create
Use of baton, PR-24
Use of department equipment
Use of department library
Use of department photographer
Use of force
Use of portable radios
Use of towing service
Use of county or government equipment
Vacation leave
Vacations, scheduling
Vehicles, abandoned
Vehicles, disabled
Vehicles, impounding and release
Vehicles, towing procedure
Victim/witness programs
Workers’ compensation claims
SOP Check List Page CL-10
S.O.P. Topic Area / Need / Status / CompleteDo not need / Need / Have, OK / Have, must revise / Must create
ACKNOWLEDGEMENT FORM
I have received copy number of the [your agency] policies
and procedures manual on (date). I agree to keep
the manual in good condition, and to update or revise it as
ordered. I further understand that the manual is the property of
the [your agency] and that I must return it when ordered by the
Sheriff.
Name (print)
Signature
Date
I certify that has been
trained in the contents of this manual.
Date completed
Sheriff
1
PREFACE
The model orders in this document serve as examples; the applicability to your agency should be carefully researched to determine if any conflict exists with local laws and county ordinances.
To make an orders manual effective, it must become a living document consistently applied to supervision, training, and discipline. A manual must not exist for the sole reason of "having it in writing," a document which gathers dust in the sheriff's office. It should be read, consulted, debated, refined, and updated; it must mirror the attitudes, thinking, and behavior of the agency.
Widespread adoption of policies as they appear herein will undoubtedly promote uniformity among local agencies’ manuals. Some executives might object that any uniformity in policies would decrease local autonomy or may lead to consolidation of small agencies. On the contrary, experience elsewhere has shown that some uniformity in policies will strengthen the position of law enforcement executives and their agencies because, while speaking as one voice through shared policies and procedures, executives exert stronger leadership, thus deflecting external influences such as court-imposed measures from determining policy.
The adoption and improvement of policies and procedures can also assist agencies in obtaining professional accreditation. To quote the Commission on Accreditation for Law Enforcement Agencies, "Accreditation is a recognized commitment to professional excellence and cost-effective operation.”
"Through accreditation, agencies can:
- Develop proactive management systems.
- Obtain impartial guidelines for agency review.
- Establish documented, carefully tested procedures.
- Reduce the likelihood of vicarious liability litigation.
- Secure community, state, and local government support."
An increasing trend among New Mexico law enforcement agencies, to seek accreditation parallels a nationwide interest. The New Mexico County Insurance Authority endorses both the accreditation process and uniformity of policy.
Sheriff Date
2
FOREWORD
The policy manual is the property of the [your agency] and shall be returned when members terminate their employment. Further, members shall not show the manual to anyone other than department personnel, unless I otherwise direct. This manual cannot cover every aspect of law enforcement work or provide guidance in handling every possible situation. Rather, members will have to use experience, training, and good judgment to decide the best and safest way of handling any problem.
I shall vigorously enforce the rules of this manual; I expect members of the department to observe them. I will review each violation, if necessary and determine any disciplinary action. Although much law enforcement work is left to members' discretion, if any employee departs from the provisions herein, he or she must demonstrate that his or her action was necessary.
I shall issue each member of the department with a copy of this manual, hereinafter called the (your agency) policy manual. Members shall keep it in good condition and make deletions or additions as ordered.
Whenever members doubt the meaning or intent of a rule, policy, or procedure, they shall seek an interpretation or explanation from me.
All previously issued rules, policies, and procedures inconsistent or in conflict with this manual are hereby revoked.
Much research and preparation were performed in constructing this manual. I hope it will help you to understand what I expect of your performance as a law enforcement professional.
Sheriff Date
3
CONTENTS
Page
Acknowledgement 1
Preface 2
Foreword 3
Contents 4
Index 6
Rules and Regulations:
1-1A Directive development
1-1 Organization of manual; definitions
1-2 General rules of conduct
1-3 Department organization and authority
1-4 Inspections
1-5 Hiring sworn personnel
1-6 Performance evaluations
1-7 Employee discipline
1-8 Sexual harassment
1-9 Complaints against department personnel
1-10 Grievances
1-11 Off-duty employment
1-12 Career development; training; promotions
1-13 Media relations
1-14 Community Ride-Along
1-15 Liability protection
1-16 Relationships with other agencies