21 Questions
What is the purpose of inter-office correspondence as described in the text?
To disseminate information among department employees informally
Who can use inter-office correspondence according to the text?
Any employee
How should inter-office correspondence addressed to a higher-ranking officer be transmitted?
Through the employee's chain of command
What action should members take when receiving inter-office correspondence for transmission to a higher command?
Endorse it indicating approval, disapproval or acknowledgement, and forward it
In which format should inter-office correspondence be prepared as per the text?
Standard business memo format
What is NOT required for using inter-office correspondence?
Approval from the supervisor
What should be done by an employee when receiving inter-office correspondence addressed to a higher-ranking officer?
Endorse it and forward it through the chain of command
What must an employee do next to their typed name on an inter-office correspondence?
Initial next to their name
What is the purpose of training modules developed by the Training Division?
To meet the training needs of the Police Department
How are training modules usually conducted?
At unit roll call sessions
What is one possible requirement for employees to successfully complete a training module?
Demonstrate understanding and/or proficiency
Why should employees retain their training modules?
For future reference
Who maintains attendance records and testing results for training modules?
Training Academy
How are training bulletins disseminated to affected personnel?
Via PowerDMS and signed for by electronic signature
What is true about electronic correspondence according to the text?
Employees should follow the same chain of command policies as with physical correspondence.
What is required for Departmental voice mail according to the text?
A professional greeting is necessary on both Countys VoIP phone system and Departmental mobile phone.
Who should review and approve department letterhead correspondence before dissemination?
An officer of the rank of Lieutenant or above in the affected members chain of command.
What is included in Personnel Orders according to the text?
Transfers or promotions of employees.
How should calls from external telephone numbers be answered according to the text?
"Anne Arundel County Police, Officer Smith, how may I assist you?"
What is the consequence of using personal email for official Department business?
Potential violation of confidentiality requirements.
When should employees check their email according to the text?
At least once during their workday.
Study Notes
Inter-Office Correspondence
- Used to disseminate information to and among department employees in situations not requiring a formal written directive
- Can also be used to communicate and coordinate with other agencies of the Anne Arundel County government
- Any employee can use inter-office correspondence to communicate information, but prior approval is not required
- Inter-office correspondence addressed to a higher ranking officer will be transmitted through the employee's chain of command
- Written grievances filed in accordance with applicable labor agreements are excluded from this requirement
Format for Inter-Office Correspondence
- Standard business memo format: date, addressee, author, subject, message
- Author will initial the inter-office next to their typed name
- Standardized format must be used, with no customizing allowed
Electronic Correspondence
- Encouraged to speed responses and the dissemination of vital information
- May be used in lieu of the Inter-Office Correspondence form
- Same policies apply regarding chain of command as described in Section I
- Employees must check their email a minimum of once during their workday
- Employees must reply promptly to email messages
- Officers are prohibited from using personal email, social media, or other non-department accounts to conduct official Department business
Telephone Communications
- Each telephone contact represents the entire agency and may form the first impression of the Department
- Calls coming in from an external number should be answered by identifying the Department, the answerer, and offering assistance
- Calls received on Departmental mobile phones should also be answered with a professional greeting
- Employees with departmental voice mail must check their voice mail daily while working
Department Letterhead
- Used for written communications to individuals outside the department and County government
- Letterhead correspondence must be reviewed and approved by an officer of the rank of Lieutenant or above in the affected member's chain of command
- Standardized format must be used, with no customizing allowed
Personnel Orders
- Provide a formal, written record of transactions such as transfers, promotions, appointments, disciplinary actions, etc.
- Issued by the Police Personnel Manager upon authorization from the Chief of Police or the appropriate Deputy Chief of Police
- Copies will be placed in the affected member's personnel files
- Consecutively numbered and a record of their issuance and distribution will be maintained by the Police Personnel Section
Training Modules
- Developed by the Training Division to meet the training needs of the Police Department
- May be used to supplement or replace in-service training requirements
- Employees should retain their training modules for future reference
Training Bulletins
- Published by departmental components to inform employees of changes in laws, procedures, or other training issues
- Disseminated to all affected personnel via PowerDMS and signed for by electronic signature
Learn about different types of office correspondence such as inter-office, electronic, and telephone communications. Understand the purpose and usage of various forms of communication within a department.
Make Your Own Quizzes and Flashcards
Convert your notes into interactive study material.
Get started for free
