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Fayette County Emergency Communications Standard Operating Procedures Manual

• Section 37: Second Party Checks

  • NCIC requires a second person to review information entered into the NCIC system
  • The officer of record or a second weapon terminal operator/supervisor must perform the review
  • The review must include all terminal printouts and the officer's case report for any information pertinent to the NCIC entry
  • Documentation of the second party check must be maintained in the agency's case file
  • The weapon terminal operator or person performing the second party check must initial and date the terminal-produced NCIC hit upon completion of the review

• Section 36: Hit Confirmation Procedures

  • Any agency receiving an NCIC record in response to an inquiry must confirm the hit
  • Confirmation must be performed before taking official actions based on the hit record
  • The actions may include arresting a wanted person, detaining a missing person, seizing stolen property, charging the subject, etc.
  • Additional actions are needed when an individual appears identical to the subject of the wanted person record and is in need of extradition
  • The above list is not inclusive of all scenarios
  • Ensure the person or property is identical
  • Ensure that the warrant, missing person report, etc. are still outstanding
  • Obtain a decision regarding extradition, return of the missing person, stolen property's return, and the conditions and services involved

• Sections 33-35: Dispatch Procedures for Different Agencies

• Each section outlines specific procedures for dispatching Law Enforcement, Fire Departments and EMS

  • Standard dispatch procedures are used for handling calls and emergencies
  • Requires specific information from the caller — details about the location, nature of the event, etc

• Dispatch traffic/communications are via designated radio channels

• Section 31: Fire Dispatch Procedure

  • Determine the primary fire department(s) for areas of responsibility
  • If a residential or commercial fire, dispatch the primary and next three departments based on proximity
  • If an incident is a non-structure one, dispatch two departments
  • Emergency response procedures, including reporting pertinent information like cross streets or road conditions to the first responding unit.

• Section 29: Interstate Identification Index (III)

  • Standard procedures for running QH Inquiry utilizing the requesting agency's ORI
  • If not followed, disciplinary actions will occur.

• Section 28: Visitors

  • Visitors are not permitted in the secure areas without supervisor approval
  • Visitors are properly identified and escorted
  • Criminal background investigation is required for visitors that exceed 30 minutes

• Section 27: Sleeping on Duty

  • Sleeping on duty is strictly prohibited
  • Shift supervisors must enforce the policy and document any sleeping incidents.

• Section 26: Drug-Free Workplace Policy

  • The agency follows the Substance Abuse Policy outlined in the employee handbook

• Section 25: Bomb Threats/Explosive Devices

  • Do not dispatch Fire/EMS to Bomb Threat sites
  • Implement proper staging and safety protocols

• Section 24: Critical Incident Stress Debriefing

  • Program is put in place to provide professional intervention after significant incidents
  • Goal is to minimize stress-related problems for personnel
  • Ensure confidentiality is practiced
  • Specific example incidents requiring support are given, such as serious injuries or deaths of employees, and/or mass casualties

• Section 23: Worker's Compensation

  • Report procedure for workplace accidents and injuries
  • Guidelines for preventing future issues to unsafe work practices
  • Responsibilities of each employee

• Section 22: Workplace Violence

  • This section defines workplace violence and protocols for handling it
  • Sets a Zero-tolerance policy

• Section 21: Arrests or Criminal Actions Involving Employees

  • An employee that is involved in an arrest or criminal court action must report this information within 72 hours
  • The agency must engage in an internal investigation

• Section 20: Respect and Cleaning of Communications Center

  • Standards for maintaining a presentable and clean communications center
  • The Center maintains a clean interior
  • Procedures for cleaning and managing facilities in addition to storing food

• Section 19: Control of Communications Operations-Radio

  • Protocol for handling messages that preserve on air time and ensure clarity for a rapid transmission of info
  • Rules for using radio frequencies and what is and is not permissible

• Section 18: Power Outage

  • Comprehensive guidelines for communications center personnel during power outages
  • Policies for safety for all personnel involved in this scenario

• Section 17: Cellular Telephones & Other Electronic Devices

  • Guidelines for personal cell phone use while on duty
  • The use of electronic devices is restricted within the center

• Section 16: Use of County Computers for Personal Access

  • Procedures define and limit the use of the internet, computers, and systems
  • Employee's use is limited to County business only.

• Section 15: Proper Telephone Conduct

  • Guidelines for proper behavior and language when handling calls
  • Professional demeanor is expected to be observed by all personnel

• Section 14: Release of Information to News Media

  • Guidelines to determine information appropriate to release to news media
  • Specific calls to follow to communicate with news agencies.

• Section 13: Travel Policy

  • Enumerate acceptable policies for travel expenses
  • Specific forms need to be filled out and submitted to properly document traveling
    • All receipts should be maintained

• Section 12: Employees

  • Procedures to be followed if a person has been bullied by someone, or is the one that is bullying
  • Guidelines that define bullying

• Section 11: Personnel Records Confidentiality

  • Guidelines that outline how to properly handle confidential personnel information and documents
  • Outline who can access files and policies for proper treatment

• Section 10: Confidential Information

  • Guidelines for how to properly use and maintain all confidential forms and information
  • Any inappropriate use of this information can result in disciplinary actions

• Section 9: Dress Code

  • Procedures that list proper attire requirements for communications center personnel during work hours
  • Acceptable and non-acceptable items to wear

• Important items to note are that uniform shirts will be worn while on duty, as well as mandated clothing attire

• Section 8: Sexual Harassment

  • Procedures for handling sexual harassment complaints

• Section 7: Training

  • Detailed policies and guidelines for training the new personnel involved with the communications center
  • Covers procedure for probationary periods as well as standards for training procedures

• Section 6: Minimum Staffing

  • Necessary requirements for minimum staffing to function in a professional manner

• Section 5: Scheduling/Time-off Requests

  • Standards for scheduling, requesting time off for any personnel in the communications center
  • Policies for submitting and approving time off requests

• Section 4: Employee Work Schedule

  • Procedures that outline scheduling of dispatch employees
  • Includes policies for tardiness, breaks, and overtime

• Section 3: Probationary Period

  • Policies that outline the standards for a probationary period for staff

• Required time period and the required certifications during the probationary period

• Section 2: Complaint Procedures

  • Policies that outline the process of handling and investigating complaints
  • Policy regarding handling the complainants in an appropriate manner

• Section 1: Policy Compliance

  • Information on complying with the policy and guidelines set forth by Fayette County 911
  • To maintain a professional working environment for all employees

• Section 38, 39: Shift Change, Unscheduled Absences: - Policies governing shift changes & absence reporting procedures

  • Detail requirements of notification timelines to prevent issues

• Other Sections (30, 37, 41-47,48,...): Covered sections from the document include handling procedures for particular incidents, activities, and issues in the center