Administrative & Personnel Orders

Administrative Orders

• The Office maintains a system to provide distribution, accountability, and control of administrative orders and written directives.

Definitions

Office Standard Operation Procedure (S.O.P.)

• Written directives issued by the Sheriff remain in effect until the Sheriff amends or rescinds them.
• The Sheriff can issue, modify, and approve agency written directives.
• These directives establish procedures, policies, or regulations that affect the entire Office.
• SOPs are the most authoritative directives and take precedence over all others.
• Changes to SOPs are made through Office Special Orders.

Interoffice Correspondence

• Consists of:
  • Resignations
  • Requests for considerations
  • Positions vacancy’s.

Office Personnel Orders

• Issued when personnel are:
  • Transferred from one Division to another
  • Promoted
  • Attending training
  • etc.

Office Memorandum

• Notices containing information, suggestions, notices, or announcements of general interest.

Office Directive

• Notices containing temporary direction or work process are active and in effect immediately upon issuance.
• Office directives expire automatically 180 days after issuance.
• Unless there is an extension
• Unless they are rescinded
• Unless incorporated into an SOP.

Rules and Procedures

Authority for Issuance of Office Directives (200-1)

• Written documents require the Sheriff's approval to be issued.
• The Sheriff can designate another with the authority to issue written Office directives.

Office Standard Operating Procedures (S.O.P.) (200-2)

• Any personnel can propose a change to existing policies/procedures or suggest new ones.
• Changes intended for the Standard Operating Procedures manual should be in the form of an Office Special Order.
• Personnel submit proposals through the chain of command.
• Proposals must contain:
  • A draft of the proposed revision
  • A draft of an Office Special Order if the change is to take effect immediately
• The proposal is evaluated for:
  • Compliance with proper format
  • Clarity of language
  • Conflicts with existing procedures
  • Compatibility with Federal, State, and County ordinances
  • Compatibility with union/association contracts
  • Compatibility with County Directives
  • Any applicable issues
• A Special Order is issued if the proposal is incorporated as an amendment to the Standard Operating Procedures manual.
• Personnel are responsible for reading, acknowledging, & understanding the Standard Operating Procedures Manual.
• Acknowledgement is made via electronic signature via PowerDMS.
• Copies of SOP revisions are distributed through PowerDMS to ensure all personnel receive them.
• Personnel must personally sign for documents, with no exceptions.
• When personnel sign via PowerDMS, the signature documents acknowledgement of receipt and review of the disseminated directive.
• The Sheriff is responsible for maintaining accurate records of receipt for revisions issued.

Office Numbering System (200-3)

• Memo numbering uses the last two digits of the year, a hyphen, and a sequential number starting with 1 each year.
• For example, Special Order 00-1.
• The Sheriff maintains number logs.

Formatting of Office Personnel Orders, Memorandums, Correspondence, and Directives (200-4)

• Headquarters utilizes an appropriate numbering system consisting of the two-digit year, two-digit month, and a sequential document number.
• For example, Personnel Order 00-1.
• The Sheriff or a designee makes the appropriate distribution and maintains a file of original documents.
• Document format:
  • Approved correspondence format by the Sheriff
  • Templates are provided by the Sheriff to ensure uniformity and clarity.

Forms Control (201)

• The Headquarters Section centralizes forms control.
• Standard forms are utilized whenever possible.

Maintenance of Department Forms (201-1)

• Headquarters Section must maintain a master file with originals of each form.
• Reproducing or requisitioning forms requires approval from the Sheriff or designee.
• Captains review forms annually, suggest changes, and forward them as policy outlines.

Standardized Forms (201-2)

• Standard forms from other agencies in common use, such as:
  • Uniform Crime Reports
  • Traffic Accident Reports
  • Uniform and Misdemeanor Citations
  • Search Warrants
• These are excluded from the previous maintenance provision.

New or Revised Forms (201-3)

• Made through inter-office correspondence via the chain of command to the Sheriff.
• Include:
  • Form purpose and information to record
  • Number of copies needed for six months
  • Form justification including why existing forms are unsuitable or why a new form is needed

Correspondence (202)

• All Department correspondence must be in approved format and distributed promptly.

Forwarding Correspondence (202-1)

• Letters, memos, and other documents are forwarded to the primary recipient through the chain of command without delay.
• Failure to do so is considered neglect of duty, reportable to the Sheriff.

Correspondence Format (202-2)

• Personnel correspondence on letterhead must list the Sheriff, Undersheriff, or Chief Deputy as the correspondent from their chain of command.
• The originator and typist should type their initials.
• Include the originating individual name and phone number if contact is needed.
• Forward the final form letter and addressed envelope to Headquarters for review, approval, signature, and mailing.
• Personnel above the rank of Lieutenant may correspond with other people who use Department head stationary.
• Staff must address interdepartmental correspondence to the highest-ranking person who can review the material and provide signature space in their chain of command.
• The original correspondence goes to the writer’s supervisor to review, comment, and forward up the chain.
• If letters/information aren’t acknowledged within 10 working days, personnel may investigate the cause of the delay.

Sheriff’s Morning Report and First Alert (203)

• The Office must efficiently and reliably report significant events on the Sheriff's Morning Report and First Alert.

Morning Report Rules and Procedure

• The Communications Section prepares Sheriff's Morning Report under the Watch Commander or supervisor direction .
• Reports will contain info about the previous 24-hour period that involves specific incidents/crimes, such as:
  • Homicide and Suicide.
  • Criminal Sexual Penetration, Attempted Criminal Sexual Penetration, or other serious sex offenses.
  • Armed and Strong-Arm Robberies.
  • Shooting or stabbing where serious injury or unusual circumstances occur
  • Abduction or Kidnapping
  • Any office personnel injury, equipment damage, or office personnel discharging a firearm.
  • Fatal vehicle Accidents
  • Incidents of major importance like explosions, civil disturbances, major narcotics seizures, SWAT deployments, and search warrants.
  • Any other incidents of a nature that should be listed.
• It's all supervisors responsibility to be prompt towards the communications section
• When the assigned case investigators take command over a crime, the supervisor is in charge to ensure all information is included
• Don’t reveal a persons information that is under the age of 18

First Alert Rule & Procedures

• A First Alert informs supervisors and Commanders of major incidents needing immediate attention.
• Examples included A Homicide
• large-scale crime scene, a fatal/road closure crash, an deputy injury, a search warrant, Tac-Plan, Special Operations unit deployment, recent missing/endangered person, or Undercover operations.
• Supervisors notified
• Must disseminate info and any information related to them with the appropriate notifications, relevance and other actions done via email and text, CAD and phone

Computer Systems and Office Webmaster (204)

• Goals: utilize and operate the computer systems and hardware and internet towards law enforcement response that ensures law enforcement safety
• the purpose of the office webmaster is to implement and maintain the internet applications.

Responsibility Rule

• only certain personnel can only distribute information
• Do not permit unauthorized use of the database and software programs
• Respect the privacy and security protocol.

Accessing Rule

• Personnel is to adhere to the requirements in any manual

Ending sessions (204-3)

• All personnel must lock and log their stations before leaving the station

Process for requesting (204-4)

• Request must happen through the IT team and must be approved before any changes

Web master rules:(204.5)

• Must stay accurate by maintaining the log of approved requests

Data requests should include:

• Name of the officer, Data, officer providing, division director.

Fiscal Management and Personnel (205)

• The department maintains functions involved with expenditures personnel action and other property,
• Expenditures rule (205.1) the Sheriff designees make approval upon expenditures

Human resources section policy (205-2)

all sections are revised into the the headquarters section and finance division by officer in charge

• The section must maintain updated records
• Payroll Maintenance is a must by administrator
• Grant reimbursements section establish with administrator, Deputaties over Grant guidelines

All requirements

• The administrator must have each event completed upon documents with their proper sources and funding
• Review accuracy
• The administrator MUST provide the team leader copy upon all paperwork and reimbursements
• The group leader makes sure originals and their reproductions by timecards
• Any falsifying, signature forgery, or the act of fraud is reviewed and handled in a disciplinary manner.

Office Property and Inventory Section (206)

• The office inventories all personnel on issues and headquarters is centralized point
• The headquarters can manage divisions.

Guidelines

Assets non dependable are issued in NO24

• Annual inventory checked with unit and capitan, incoming supervisors are responsible for checks after day 5 of control
• Inventory is done annually
• Items cannot be traded, moved, altered without unit permissions
• captains administer though the administration
• all requests must come from personal request
• Numbering for memo has used the past the four digits and hyphen and other orders

Sworn Property (206-5)

• They must have the weapon requirements of all equipment
• Their badges and documents is to be updated upon any change or alteration.

Turning in issued weapons policy (206-8)

• Personnel must make sure all personal items are surrendered to the proper officer
• all personnel must follow guidelines or  administrative leave
• must report what items were listed from review

All requests must come the person is assigned (206.9)

Must contain:

• proper authorization
• Damage report
• evaluation check for uniformity

The Effective date of personal injury has been on set for September of 2022