Podcast
Questions and Answers
What is the purpose of Administrative Forms within the Police Department?
What is the purpose of Administrative Forms within the Police Department?
- To assist specific units with administrative tasks. (correct)
- To replace Permanent Forms in all functions.
- To serve as department-wide standards for all operations.
- To provide temporary usage guidelines across divisions.
Which series number identifies Permanent Forms used by the Department?
Which series number identifies Permanent Forms used by the Department?
- 1-1000 series (correct)
- 4000 series
- 5000 series
- 3000 series
Who must approve the use of Administrative Forms before they can be utilized?
Who must approve the use of Administrative Forms before they can be utilized?
- The Police Chief
- The affected Bureau Commander or their designee (correct)
- The Public Relations Officer
- Any Department Officer
What distinguishes Temporary Forms from other form types?
What distinguishes Temporary Forms from other form types?
Which option is characteristic of Permanent Forms?
Which option is characteristic of Permanent Forms?
Where are Permanent Forms primarily stored?
Where are Permanent Forms primarily stored?
What is the main difference between Administrative Forms and Permanent Forms?
What is the main difference between Administrative Forms and Permanent Forms?
Which form type requires approval from the Executive Command Staff?
Which form type requires approval from the Executive Command Staff?
What action must be taken before using forms identified with a 3000 series form number?
What action must be taken before using forms identified with a 3000 series form number?
What is required if a form is being utilized but is not on the inventory list?
What is required if a form is being utilized but is not on the inventory list?
Who is responsible for ensuring the electronic copies of forms are on file with RAD?
Who is responsible for ensuring the electronic copies of forms are on file with RAD?
What is the maximum time frame for receiving a response from RAD after sending the inventory list?
What is the maximum time frame for receiving a response from RAD after sending the inventory list?
What document can initiate revisions to existing forms or the establishment of a new form?
What document can initiate revisions to existing forms or the establishment of a new form?
What type of forms may require transition to a permanent or administrative form?
What type of forms may require transition to a permanent or administrative form?
Which unit is responsible for forwarding the annual inventory of approved forms to each Bureau?
Which unit is responsible for forwarding the annual inventory of approved forms to each Bureau?
What is the purpose of the annual audit of forms conducted by each Bureau?
What is the purpose of the annual audit of forms conducted by each Bureau?
What is NOT required when submitting a memorandum or email to RAD for form discontinuation?
What is NOT required when submitting a memorandum or email to RAD for form discontinuation?
Which responsibility does RAD NOT have regarding forms?
Which responsibility does RAD NOT have regarding forms?
Who is responsible for the printing and distribution of forms not released electronically?
Who is responsible for the printing and distribution of forms not released electronically?
What is required for a form to be discontinued through RAD?
What is required for a form to be discontinued through RAD?
Which of the following statements about form management is true?
Which of the following statements about form management is true?
What is the first step required when submitting a new or revised form to RAD?
What is the first step required when submitting a new or revised form to RAD?
What information is NOT required to be included when submitting a form to RAD?
What information is NOT required to be included when submitting a form to RAD?
After RAD reviews a form submission, what is the next step for the requestor?
After RAD reviews a form submission, what is the next step for the requestor?
What action must be taken for the discontinuation of permanent forms?
What action must be taken for the discontinuation of permanent forms?
What happens after approval is received from the Executive Command Staff?
What happens after approval is received from the Executive Command Staff?
What is the responsibility of the requestor after submitting a form to RAD?
What is the responsibility of the requestor after submitting a form to RAD?
Which of the following information is required for the establishment of a new form?
Which of the following information is required for the establishment of a new form?
What type of forms are submitted via memorandum to the Executive Command Staff?
What type of forms are submitted via memorandum to the Executive Command Staff?
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Study Notes
Introduction to Department Forms
- Establishes guidelines for maintaining, revising, and formalizing Department forms for internal and external use.
Types of Forms
-
Administrative Forms:
- Specific to units or divisions, identified with a 5000 series form number.
- Require approval from Bureau Commander prior to use.
-
Permanent Forms:
- Necessary for overall Department function, identified by a 1-1000 series form number.
- Require approval from Executive Command Staff and are typically stocked at the Supply Section.
-
Temporary Forms:
- Used for limited time, identified with a 3000 series form number.
- Require Bureau Commander approval, may transition to permanent or administrative forms if extended use is needed.
Guidelines for Form Management
- Annual inventory of approved forms forwarded by Research and Development Unit (RAD) to each Bureau for auditing.
- Unlisted forms must be forwarded to RAD for filing or form number assignment within 60 days of the inventory receipt.
Revisions and New Form Creation
-
Permanent Forms:
- Revisions or new form establishment documented through Memorandum, email, or Communication Form 191 P.D. to RAD.
- Includes rationale, distribution info, and development details.
-
Administrative Forms:
- Requests for revisions sent to RAD via email, including needs for formatting and translation.
- RAD revises and returns forms for approval through the chain of command.
Discontinuation of Forms
-
Permanent Forms:
- Discontinued via Memorandum to Executive Command Staff for review and approval.
-
Administrative/Temporary Forms:
- Requests for discontinuation submitted to RAD via memorandum/email including form title, reason, and affected Bureau Commander approval.
Supply Section Role
- Responsible for printing and distribution of non-electronic forms (e.g., carbonless forms).
RAD Responsibilities
- Maintain records of all types of forms.
- Conduct reviews on forms with department numbers as requested by units or during directive revisions.
- Initiate translation of forms into other languages as needed.
- Keep a comprehensive file of all Department forms by name and number.
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