Miami-Dade Schools Police Correspondence Policy

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Questions and Answers

What is the required spacing before the salutation in a memorandum?

Two lines

Five lines

Three lines (correct)

One line

How many spaces should be allowed between 'TO' and 'FROM' when a memorandum is for the Chief's signature?

Two spaces

One space

Three spaces (correct)

Four spaces

Which of the following headings is NOT required in the topical paragraph headings for memorandums?

Recommendation

Conclusion or summary

Action

Introduction (correct)

What should follow the writer/typist's initials in a memorandum?

The word 'attachment' Signup and view all the answers

How should major topical paragraph headings be organized in a memorandum?

In the writer's choice, starting with Recommendation if present Signup and view all the answers

When preparing a memorandum in draft form, which of the following is NOT true?

It must be printed on colored paper Signup and view all the answers

What must appear in action memorandums to indicate the status of a request?

APPROVED, DATE, and DISAPPROVED captions Signup and view all the answers

Which formatting rule applies specifically to letters in comparison to memorandums?

Enclosures are indicated only on the original Signup and view all the answers

What is the primary focus of clarity in writing as described?

Expressing the exact meaning with clear words and phrases Signup and view all the answers

Which of the following best describes coherence in writing?

Logical development and arrangement of sentences Signup and view all the answers

What should an employee avoid when using departmental stationery?

Using it for private correspondence without permission Signup and view all the answers

What is the requirement for letters of recommendation regarding departmental stationery?

They must be approved by the Chief of Police to be valid Signup and view all the answers

How should an employee handle an official communication addressed to someone else?

Forward it without delay to the intended recipient Signup and view all the answers

When preparing letters for the Miami-Dade Schools Police Department, what stationery is to be used?

MDSPD designated letterhead for the first page Signup and view all the answers

What font type and size should be used for printing all documents?

12 Point, Arial Signup and view all the answers

Which of the following is NOT a feature of verbiage that should be avoided?

Short and concise sentences Signup and view all the answers

What activities are users prohibited from engaging in using the District's e-mail system?

Providing publicity for a candidate for public office Signup and view all the answers

What constitutes spamming according to the policy?

Sending unwanted and unsolicited messages to a large group Signup and view all the answers

Which entity is responsible for monitoring compliance with e-mail usage rules?

Work-site supervisors and District administrators Signup and view all the answers

What may happen to users who violate e-mail usage policies?

They could face disciplinary action, including dismissal Signup and view all the answers

What is a possible reason for the District to review e-mails and stored electronic material?

To maintain adequate file server space Signup and view all the answers

What should users of the District e-mail system be aware of regarding sensitive and confidential data?

It may be viewed by individuals other than the intended recipient Signup and view all the answers

What kind of e-mails or attachments may the District modify or delete?

E-mails that may contain viruses or damaging code Signup and view all the answers

Which of the following behaviors is considered acceptable under the e-mail usage rules?

Using the e-mail system for work-related communication Signup and view all the answers

What formatting should be applied to letters prepared for the command staff?

A DRAFT watermark should be displayed on the page. Signup and view all the answers

What is the proper left and right margin width for formal letters?

1.25 inches for left and right, unless specified otherwise. Signup and view all the answers

How should the Chief's name be formatted in letters?

In capital letters, with the title 'Chief' on the same line. Signup and view all the answers

What is the purpose of a memorandum in the department?

To disseminate information such as awards and personnel changes. Signup and view all the answers

What is the correct spacing that should follow the salutation in a letter?

Two spaces. Signup and view all the answers

What formatting should be used for the title of a memorandum?

Capitalized, bold, underlined, with one space between letters. Signup and view all the answers

How should subsequent pages of a letter be formatted?

The name of the addressee and page number must be indicated. Signup and view all the answers

How should the writer/typist's initials be formatted in a letter?

Two spaces should follow. Signup and view all the answers

What is the minimum frequency that employees are required to check their email each day?

Two times per day Signup and view all the answers

Which of the following elements is NOT part of the required signature block for emails?

Personal Quote Signup and view all the answers

What is the primary purpose of providing an e-mail system to employees?

To facilitate District goals Signup and view all the answers

Which of the following is true regarding the use of District e-mail and Internet access?

Official business only, with some moderate personal use acceptable Signup and view all the answers

What do all messages created over the District's e-mail system become?

Public information of the District Signup and view all the answers

Employees using the District's messaging service are expected to comply with which of the following?

Florida and Federal Laws, and District policies Signup and view all the answers

Which policy is NOT mentioned as related to the standards of conduct for email use?

Mobile Device Use Policy Signup and view all the answers

What consequence exists for employees who are not familiar with the messaging guidelines?

They may face disciplinary action Signup and view all the answers

What is required when comments are made regarding the approval or disapproval of an action memorandum by command level personnel?

A separate memorandum detailing reasons must be added. Signup and view all the answers

Who has the final approval of Action Plans or Operational Plans?

The Deputy Chief of Police Signup and view all the answers

How should an employee affix their signature on correspondence?

In black or blue ink, as per departmental records Signup and view all the answers

What should be noted if there are multiple enclosures or attachments?

The total number of items must be reflected on the first line below the signer's initials. Signup and view all the answers

When must Action Plans/Operational Plans be completed and approved?

Before the event unless there are no exigent circumstances Signup and view all the answers

What distinguishes an 'enclosure' from an 'attachment'?

An attachment specifically accompanies a memorandum. Signup and view all the answers

What must be included in an Action Plan or Operational Plan?

The appropriate command staff member(s) Signup and view all the answers

How are pages numbered in official correspondence?

All pages must be consecutively numbered. Signup and view all the answers

Study Notes

Correspondence Policy

Miami-Dade Schools Police Department Correspondence SOP 1.03
Effective date: 02/28/2009, Revised: 09/19/2024
Correspondence preparation must follow uniform procedures to reduce costs and standardize correspondence.
Correspondence assignment is by command staff to relevant departmental elements.

Definitions

Routing: Correspondence is processed through departmental offices in the chain of command.
Processing: Correspondence must be processed on or before its due date. If delayed, an extension must be requested through appropriate channels, citing the reason.
Returned Correspondence: Correspondence must be returned to the signer/originator for corrections if necessary.
Privacy and Security: Letters and memorandums cannot be damaged, lost, or viewed by unauthorized personnel.

Rules and Procedures

Principles of Effective Writing: Correspondence should be brief, accurate, complete, and unbiased.
- Use correct grammar, punctuation, and spelling for clarity and understanding
- Address the main points/essentials/facts clearly and concisely
- Ensure clarity, use precise word choice avoiding ambiguity and needless complexity
- Sentences should be simple, unambiguous, and logical
- Writing maintains cohesion by logically developing the subject matter,
- Consistency in topic coverage
- Avoid long and complex sentences
Stationary: All correspondence, including attachments, must use 8.5" x 11" letter-sized paper.
- Employees cannot use departmental stationary for private correspondence without permission from the Chief
- Letters of recommendation cannot be written on departmental stationary unless approved by the Chief
- Department address is only used for official business
Forwarding Official Communications: Official communications must be forwarded without delay by the receiving employee (in written form) to the next appropriate person within 24 hours.
Department Letterhead: Official letters are formatted on designated Miami-Dade Schools Police Department (MDSPD) letterhead, with block lettering; additional pages use plain bond paper.
- Letters for higher command may use draft form on plain paper, omitting the date and including a "DRAFT" watermark.
Letter Format: Correspondence follows 1-inch top/bottom margins, 1.25-inch side margins (unless longer document requires justification), and date starting on the 15th line.
- Two spaces follow inside address and salutation
- The body/content should be double-spaced
- Two spaces follow the closing.
- Chief's name in all capital letters, followed by "Chief," and should appear on the same line as the title
- Four spaces after the signature block
Memorandum: Informational bulletins, temporary directions. -Numbered by the author -Title is the subject -Prepared for internal MDSPD and/or Miami-Dade County Public Schools communication

Distribution Lists

Distribution lists are used to manage the dissemination of memorandums, directives, and operating procedures.
Employees must check email daily and save all documents
Designated lists (A, B, C, and D) are used for distribution to different groups based on roles/authority
Specific distribution lists are possible

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Description

Test your knowledge on the Miami-Dade Schools Police Department's correspondence policy and procedures. This quiz covers routing, processing, and privacy requirements related to official correspondence. Ensure you understand the principles of effective writing as outlined in their SOP 1.03.