Fort Wayne Police Department Management and Direction Policy PDF

**MANAGEMENT AND DIRECTION** **PD97-0105** **I. Purpose** The purpose of this policy is to provide guidelines to all employees relating to direction, supervision, and general management principles of the Fort Wayne Police Department. **II. Policy** It shall be the policy of the Fort Wayne Polic...

**MANAGEMENT AND DIRECTION** **PD97-0105** **I. Purpose** The purpose of this policy is to provide guidelines to all employees relating to direction, supervision, and general management principles of the Fort Wayne Police Department. **II. Policy** It shall be the policy of the Fort Wayne Police Department to operate within the guidelines established in the areas of chain of command, chief executive officer authority, supervisory accountability, and administrative reporting. **III. Direction** **A. **The Co-Director of Public Safety (Officers) shall be designated as the Fort Wayne Police Department's Chief Executive Officer. **1.** The Chief of Police, Fort Wayne Police Department, shall be the acting chief executive officer. **a.** Indiana Statute I.C. 36-8-3-3 (4g) states:  "The police chief has exclusive control of the police department subject to the rules and orders of the safety board.  In time of emergency, the police chief is, for the time being, subordinate to the city executive and shall obey his orders and directions, notwithstanding any law or rule to the contrary." **2. **The Board of Public Safety shall be the governing body for the Fort Wayne Police Department. **3. **In the event that the Chief of Police is unable, for whatever reason (incapacitated, off duty, out of town, etc.), to act, the following order of succession shall apply: **a. **Chief of Police **b.** Asst./Chief of Police **c.** Deputy Chief of Police **1)** Uniform Division Deputy Chiefs **2) **Investigative/Support Deputy Chief **3)** Vice and Narcotics Commander **d.** Captain (Shift Commander) **e. **Lieutenant **f. ** Sergeant **g. **Patrol Officer **4. **In the unlikely event that none of the top six (6) ranking officers of the Fort Wayne Police Department are able to assume a command position, the designated Shift Commander shall assume command. **a. **In the event that an emergency situation occurs or is declared, the Mayor of the City of Fort Wayne shall be called upon to name a temporary commanding officer from the remaining police personnel. **5. **In all police actions, the senior ranking officer present, regardless of permanent assignment, shall assume overall responsibility for the scene. **6. **All officers of the department shall obey such orders, directions and instructions of the Chief of Police, Commanding Officers, or Supervisory Officers. **a. **This shall include any lawful order relayed to the officer through another officer or employee. **7.** Commanding/Supervisory Officers are accountable for the actions or omissions of officers under their supervision under the following conditions: **a. **If they are contrary to departmental policies, procedures, rules, regulations, general orders, etc.; and **b. **which could have been properly avoided if the Commanding/Supervisory officer had been properly executing his/her supervisory responsibilities. **8.** Officers shall follow the normal chain of command within the unit, section, bureau or division to which they are assigned for normal day to day operations. **9.** In all police actions, the senior ranking officer present shall assume overall responsibility for the scene. **a. **When an officer is acting under the orders of one commanding/supervisory officer and then is given an order by another commanding/supervisory officer: **1) **He/she shall immediately report the first order to the second commanding/supervisory officer and then abide by the decision of the last commanding/supervisory officer. **2)** It shall be the duty of the second commanding/supervisory officer to notify the first commanding/supervisory officer of the change in orders. **10. **Communication throughout the agency shall be maintained through the use of staff meetings. **a. **The Chief of Police shall meet on a weekly basis with his/her executive command staff (Deputy Chiefs and Asst./Chief) and his/her staff. **1)** On a regular basis, the Chief of Police shall conduct staff meetings with his/her general command staff (Captains and above), and any other command, supervisory or patrol level personnel required by the Chief of Police. **b. **All commanding and supervisory officers are to meet with their staffs on a regularly scheduled basis. **1)** These staff meetings should occur weekly and may, given the approval of the commanding officer, be attended by other levels of staff. **c. **Daily bulletins (Hot Sheets) and Crime Analysis bulletins shall be used to alert departmental personnel of ongoing criminal activity within the city. **1) **This information shall be further supplemented by the first line supervisors during roll call (i.e., recent criminal events, special assignments and/or alerts, etc.). **d. **Nothing in this directive, or any other directive of this agency, prohibits the passage of information between officers of various divisions unless specifically forbidden. **1) **Information that would aid in the identification or apprehension of any criminal or person posing a threat to other police officers or citizens of this community is required to be shared by all divisions. **2)** The communication of such information is encouraged. **IV. General Management** **A. **The Records Section is responsible for maintaining the department's centralized records system. **1.** The Section shall maintain all case, identification, and criminal history records, as well as the master alphabetical index files, a master case number file and any other files deemed necessary. **a.** The Records Section shall assist the Crime Analysis Unit in the production of its daily, weekly, monthly, and annual reports. **b. **The Vice and Narcotics Section shall maintain its own cases along with its own intelligence files. **2.** The Chief of Police shall be given a daily report from the Crime Analysis Unit concerning significant occurrences during the previous day. **a. **The Chief's staff will keep itself informed of major crimes, accidents, arrests and other important activities in order to keep the Chief of Police informed and up to date. **3. **The Chief of Police shall also be provided by the Crime Analysis Unit a computerized monthly report showing activity of departmental units during the previous month. **4.** An annual report will be submitted by each officer in charge of a unit, section, bureau, division or other work element. **a.** These reports will comprise the basis for the Department's annual report. **B.**The Deputy Chief of each Division is responsible for compiling a listing of all administrative reports produced or required by his/her division.  This listing shall be amended as necessary in order to keep it current. **1. **The listing shall include: **a. **A detailed listing of the administrative reports required; **b.** a statement as to the person(s) or position(s) responsible for the formulation of the report(s); **c.** a statement of the purpose(s) of the report(s); **d.** a statement of the frequency of the report(s); and **e. **a statement of the distribution of the report(s). **2.** The Chief's Staff shall be responsible for producing the following administrative reports: **a. **Internal Affairs: **(1) **Weekly confidential reports to the Chief of Police, Asst./Chief and all Deputy Chiefs that details all formal complaints that having been received during the preceding week. --           This report identifies the involved officer(s), the allegation and the IA case file number. **(2) **Monthly reports shall be submitted to the Board of Public Safety. --           These reports shall detail all discipline administered to agency personnel since their (the Board's) last meeting. **(3) **An annual report shall be submitted to the Chief of Police. --           The annual report shall detail all of the activity, case complaints, related statistics and work performed for the previous year. **(4) **A weekly Sick Report shall be produced and distributed to all Command Officers detailing those individuals who have called in or reported themselves as being sick or injured. --           This report shall be presented at the weekly command staff meeting. **(5) **An Overtime Accumulation Report shall be produced weekly and distributed to the Chief and Asst./Chief of Police. **(6) **The Fort Wayne Police Department Personnel Roster shall be produced as changes occur and distributed to the Department Command Staff. **3.** For the following units, the respective Division Deputy Chief shall be responsible, at the direction of the Asst./Chief, for producing the following administrative reports: **a. **Teleservice, Crime Lab, Crime Scene Management, Police Athletic League, Police Academy, Planning and Research, Crime Prevention, Child Safety Education  shall produce monthly statistical and activity reports for submission to the Asst./Chief. **b.** These reports shall also be used as the basis of the department's Annual Report, to be prepared by Planning and Research or the person designated by the Asst./Chief, for submission to the Chief of Police. **4. **The Investigative/Support Division, at the direction of the Investigative/Support Division Deputy Chief, shall be responsible for the preparation and distribution of the following administrative reports: **a.** Investigative/Support Division Expenditure Report: **(1)** This report shall be prepared monthly by the Division Captain or Lieutenant detailing cash funds expended by the division for investigatory purposes and distributed to the Investigative/Support Division Deputy Chief and, if determined by the D/C, to the Chief of Police. **b. **Investigative/Support Division Statistical Report: **(1) **This report shall be jointly prepared on a monthly basis by the Crime Analysis Unit and the Section Sergeants for distribution to the Investigative/Support Division Deputy Chief. **c. **Investigative/Support Division Annual Report: **(1) **This report shall be generated by the Crime Analysis Unit, under the direction of the Investigative/Support Division Deputy Chief, and presented to the Chief of Police. **5. **The Uniform Division, at the direction of the Uniform Division Deputy Chiefs, shall be responsible for the preparation and distribution of the following report: **a.** Uniform Division Annual Report: **(1) **This report shall be generated by the individual designated by the Uniform Division Deputy Chief and distributed to the Chief of Police. **6. **The Vice and Narcotics Section, at the direction of the Vice and Narcotics Section Commander, shall be responsible for the preparation and distribution of the following report: **a. **Vice and Narcotics Section Monthly Statistical Report: **(1) **This report shall be prepared by the Section  Secretary and list all arrests, charges and controlled substances confiscated for the calendar month. **(2) **This report shall be presented to the Division Deputy Chief for distribution to the Chief of Police. **b. **Vice and Narcotics Section Monthly Expenditure Report: **(1) **This report shall be prepared by the Division Captain or Lieutenant and list, by item, from each of the three (3) cash funds, the amounts of money spent and what was purchased. **(2) **This report shall be presented to the Division Deputy Chief for distribution to the Chief of Police. **C. **The Crime Analysis Unit (CAU) is responsible for the management of information for the purpose of providing strategic operational planning for the department. **1.** To facilitate timely and accurate decision making in the allocation or deployment of departmental resources: **a. **A Records Section (Records) supervisor will assist the CAU in preparing a semi-annual analysis of operational activities. **b. **The analysis shall be submitted to the Planning and Research Section. **c. **The analysis will include the following minimum information: **1)** Type of activity **2)** Location **3)** Time **4)** Date **5)** Data concerning the occurrence or reporting of activity. **d. **Dissemination of reports of operational activities will also include the affected departmental divisions. **D. **All forms adopted by the Department, and each Division adopting a standard format to record information, must be approved by the forms committee. **1.** Forms will be distributed to personnel through the officers' assigned division for purposes of accountability. **a.** All forms will be standardized through Property Management. **E. **All calls for service dispatches will be given a control number by Communications Dispatchers. **1.** A report must be written for every control number involving any incident in which an officer took action. **2. **Officer-initiated calls for service will have a report and control number at the discretion of the officer. **3. **All reports filed with the Police Department must have control numbers. **F. **The Department's Office of Professional Standards Staff Inspections is responsible for keeping departmental personnel who are required to submit mandatory reports informed of the due date and subject content of the reports mandated by applicable standards, policies, and procedures. **G. **All officers of this Department are required to complete and submit a properly executed and notarized Affidavit for Probable Cause when the arrest of an individual is an incarcerable offense. **1. **The Affidavit for Probable Cause shall be attached to all pertinent paperwork needed by the Allen County Prosecutor's Office for the prosecution of the individual arrested. **2.** For court purposes, in other than incarcerable traffic offenses, the paperwork necessary for prosecution will include, but not be limited to, the following: **a. **One (1) copy of the officer's Miscellaneous Report; **b. **a signed Affidavit for Probable Cause properly executed and notarized; **c.** a signed "Information" for the proper offense with which the accused is being charged; and **d. **any other assorted reports or documents utilized by this agency, or required by the Allen County Prosecutor, relative to the prosecution of the accused. **3. **All paperwork is to be submitted with the officer's daily work sheet at the completion of his/her shift. **a. **The paperwork, properly completed, shall be sent to the Allen County Prosecutor's Office for processing prior to the next session of court. **4. **This paperwork is accepted in lieu of the officer's presence at the initial court proceedings. **a.** As this procedure is recognized as a savings of the time the officer must spend in court, it shall be adhered to in the task of completing an arrest of any individual within this jurisdiction. **H. **Officers shall continue to utilize the various social service and diversionary programs available to the department in lieu of arrest when appropriate. **1. **The Fort Wayne Police Department's Victim Assistance Office should have those individuals referred to it who may be able to benefit from the services provided by the Office (see IN98-1601). **a. **The Victim Assistance Office is staffed Monday through Friday during normal business hours. **b. **Citizens in need of their services shall be provided information cards and advised to call or visit the office. **c. **A Victim Assistance advocate is on call twenty-four (24) hours a day for emergencies and can be contacted through Fort Wayne Communications. **2. **A Detoxification Program may be used as an alternative to arrest for alcohol related offenses. **a. **Those adults and juveniles who come into the criminal justice system may be given the option, at the officer's discretion, of participating in the detoxification program in lieu of arrest. **b. **Utilization of this program will help relieve the stress on the courts and minimize the amount of time an officer is out of service. **3. **The 72 Hour Commitment process shall to be used when dealing with a mentally or emotionally handicapped or troubled individual. **a. **The FWPD SOP PD01-0125, "Crises Intervention Protocol," and procedures shall be adhered to in the Commitment Process and Victim Assistance can assist in obtaining 24 hour Protective Orders. **b. **No matter what course of action is decided upon, officers shall remain with the individual until a decision is made and action is taken. **1) **Any mentally or emotionally troubled individual, once in contact with a Fort Wayne Police Officer, shall not be released until their well-being is assured and it is assured that they will be of no harm to themselves or others. **V. Goals and Objectives** **A. **To insure direction and unity and to serve as a basis for measuring progress, goals and objectives shall be written for the department by each division.  Goals and objectives shall be updated annually. **a. **A goal is defined as something desired to be accomplished. **b. **An objective is defined has HOW the goal will be accomplished.  The objective should be stated in measurable and quantifiable terms. **2. **Each division deputy chief is required to submit to the Chief of Police an annual written evaluation stating progress made toward attainment of specific goals and objectives. **a. **The evaluation shall also identify and contain an explanation of the reasons why any previously stated goals and objectives were not accomplished, and what actions, if any, will be taken to correct the situation(s). **3. **Department employees may participate in the development of the goals and objectives by providing input in the form of: **a. **Written recommendations submitted through the chain of command. **b. **Verbal recommendations given to a supervisor for introduction at official staff meetings called for the purpose of conducting departmental business. **1) **Thereafter, responsibility for insuring that the recommendations are communicated to the appropriate level lies with the supervisor in charge of the meeting. **4. **Departmental goals and objectives, as well as divisional goals and objectives, shall be published in the Department's annual report. **a.** The Department's Annual report shall follow the required format. **b. **The Department's annual report shall be made available to the public as well as the entire department. **B. **Departmental goals and objectives shall be used as the basis for achieving the recommendations detailed in the multi-year plan. **1. **The multi-year plan shall cover successive years (2-5), with allowance for frequent updating, and will include: **a. **Goals and operational objectives; **b. **Anticipated work loads and population trends; **c. **Anticipation of personnel levels; and **d. **Anticipated capital improvement and equipment needs. **2.** Recommendations adopted during strategic planning sessions held by the Chief of Police and his/her staff throughout the year shall be incorporated into the current multi-year plan. **3. **The responsibility for producing the multi-year plan rests with the Planning and Research Section.