Miami-Dade Schools Police Correspondence Policy

Writing should be clear and easy to understand, using words that have only one meaning and avoiding vague or ambiguous language.

The organization of ideas in a logical order, making the writing flow smoothly from one point to the next.

A well-written piece sticks to one main topic and avoids wandering off on tangents.

Keep writing concise and easily digestible by using common words and avoiding overly long sentences.

Official correspondence should be printed using a suitable type style.

Employees must obtain permission before using department stationery for personal correspondence or writing on behalf of the department.

Employees should not use the department address as their personal mailing address unless for official business.

All official letters should be prepared on designated letterhead stationery, with subsequent pages on plain paper.

Formal communication within MDSPD or with other Miami-Dade County Public Schools departments and employees.

Letters written by the Chief of Police outside MDSPD, unless a person or unit is designated for specific tasks like training or records.

Draft letters prepared for command staff are written on plain paper, doubled-spaced, without a date, with a 'DRAFT' watermark.

Use one-inch margins at the top and bottom, 1.25-inch margins on the sides (unless the document is long).

Start the date on line 15, with two spaces after the inside address and salutation.

Keep all letters justified, with two spaces after the body and complimentary closing.

In capital letters, the Chief's name should be followed by the title 'Chief' on the same line.

For subsequent pages, include the addressee's name and the page number. Start the body two lines below the page number.

A memo that requires a response or action from command staff, typically containing approval or disapproval blocks, and might include sections like 'Recommendation,' 'Cost & Budget,' 'Action,' and 'Conclusion.'

In a memorandum, initials of both the employee signing and the typist are placed on the second line below the main body, separated by a colon.

The salutation, such as "To:" or "From:", should start on the fifth line in a memorandum.

In a memorandum, the subject of the memo is followed by three spaces.

Memorandums prepared as drafts will be typed on bond paper, have double-spaced narrative, and display a "DRAFT" watermark.

Memorandum writers should strive to make their recommendations concise, ideally fitting within a single paragraph.

In a memorandum, there must be two spaces between the main body of the text and the initials of the writer/typist.

Whenever a memorandum includes an attachment, the word "Attachment" should follow the initials of the writer/typist.

District e-mails are considered public information and should be used for official business only. Some personal use is allowed.

The act of sending unsolicited, unwanted, and/or unnecessary messages to a large number of people, usually with the purpose of advertising a product, event, service, or lobbying for a specific political position.

Using the District's private network for lobbying, campaigning, or soliciting on behalf of any candidate for public office.

Use District e-mail for official business and moderate personal use, with responsibility and adherence to regulations.

When using District e-mail, employees must comply with Florida and Federal laws, District policies, and MDSPD procedures.

Sending emails that support or oppose a political position or engage in political activity.

Maintaining professional conduct and personal courtesy is crucial when using District e-mail.

The District can monitor your emails to ensure they are appropriate and compliant with policy.

Violating the District's email policy can result in disciplinary action, up to and including dismissal.

Use District e-mail and the Internet for official business and moderate personal use, avoiding inappropriate content.

Employees should be familiar with relevant policies like Standards of Ethical Conduct, Code of Ethics, and Staff Responsible Use of Technology, Social Media, and District Network Systems.

The District has the right to review emails and other electronic material for reasons like managing server space and identifying malicious code.

Employees are required to check their District e-mail twice daily, at the beginning and end of their shifts.

Sensitive or confidential data may be seen by unintended recipients.

All e-mails sent and received through the District system are considered public information.

The District has the authority to modify or delete emails and attachments containing viruses or potentially harmful code.

When command level personnel disagree with an action memorandum, a separate memo detailing their reasons is added to the original and all copies. This memo becomes a permanent part of the file.

Action plans are created when a department needs coordination, planning, and leadership for an event or project. They are approved by the chain of command, with the Deputy Chief of Police giving final approval.

When signing official documents, employees must use black or blue ink and sign exactly as their name appears on their departmental records. Make sure the signature matches the ID card!

If the person whose name is typed on a document doesn't sign it personally, the employee authorized to sign for them will sign their own name and add "for."

The first page of any official document is numbered, and subsequent pages are numbered consecutively. Don't use periods, dashes, or other punctuation.

Except for pre-existing documents printed on 8.5 x 14 paper, all enclosures and attachments should be on 8.5 x 11 paper. Describe them in the body of the document or list them separately.

Any item attached to or accompanying a letter is considered an enclosure.

Any item attached to or accompanying a memorandum is considered an attachment.