Jamaica Constabulary Force's Quality Management Plan PDF

2/16/2024 TIMOY'S CREATION ACCELERATED PROMOTION PROGRAMME  THEME ONE SUPERVISORY KNOWLEDGE & SKILLS  STATION MANAGEMENT QUALITY MANAGEMENT JAMAICA CONSTABULARY FORCE’S JOURNEY TOWARDS ISO...

2/16/2024 TIMOY'S CREATION ACCELERATED PROMOTION PROGRAMME  THEME ONE SUPERVISORY KNOWLEDGE & SKILLS  STATION MANAGEMENT QUALITY MANAGEMENT JAMAICA CONSTABULARY FORCE’S JOURNEY TOWARDS ISO 9001 CERTIFICATION AN IMPORTANT ASPECT OF OUR CONTINUED EFFORTS AT REFORM AND MODERNIZATION IS THE ADOPTION OF STANDARDS AND THE COMMITMENT TO GIVE QUALITY SERVICE TO BOTH INTERNAL AND EXTERNAL CUSTOMERS. THE MOVE TO ISO 9001 CERTIFICATION IS ONE BOLD STEP THAT NOT SIMPLY COMMUNICATE TO THE WORLD OUR COMMITMENT TO QUALITY SERVICE BUT, MORE IMPORTANTLY, SETS THAT FRAMEWORK AND ENABLING ENVIRONMENT FOR EVERY MEMBER TO INSIST ON ACHIEVING QUALITY IN EVERY ASPECT OF HIS/HER TASKS, DUTIES AND RESPONSIBILITIES. IT IS AGAINST THIS BACKGROUND THAT WE HAVE DEVELOPED THE JAMAICA CONSTABULARY FORCE (JCF) ISO 9001 QUALITY MANAGEMENT PROJECT. PROJECT DESCRIPTION THE JCF IS IMPLEMENTING ISO 9001 STANDARD AT ITS HEADQUARTERS AND THREE SITES NAMELY; THE POLICE EMERGENCY COMMAND CENTRE (PECC), DUHANEY PARK AND MATILDA’S CORNER POLICE STATIONS. THE IMPLEMENTATION OF AN ISO 9001 QUALITY MANAGEMENT SYSTEM (QMS) IS GEARED TOWARDS:  DEVELOPING SERVICE STANDARDS OF QUALITY TO MEET THE NEEDS AND EXPECTATIONS OF OUR CUSTOMERS;  STANDARDIZING PROCEDURES AND WORK INSTRUCTIONS TO ENSURE QUALITY OF SERVICE ARE ADEQUATELY DEFINED AND CONSISTENTLY DELIVERED;  MAPPING PROCESSES TO ENSURE ALL PERSONS UNDERSTAND THE INTERRELATION AND INTERDEPENDENCE TO CREATE BETTER LINKAGES BETWEEN CORE OPERATIONS AND THE SUPPORT BRANCHES;  INTEGRATING TOOLS AND TECHNOLOGY TO IMPROVE EFFICIENCY AND TURNAROUND IN EXECUTING OUR OPERATIONS;  ENGAGING MEMBERS TO IDENTIFY IMPROVEMENTS AND BECOME INVOLVE IN IMPLEMENTING THESE IMPROVEMENT ACTIONS;  GAINING INTERNATIONAL RECOGNITION FOR OUR SERVICES AND PROMOTING THE JCF BRAND; AND  DEMONSTRATING TO KEY LOCAL AND INTERNATIONAL STAKEHOLDERS JCF’S COMMITMENT TO ENHANCING SERVICE DELIVERY AND PERFORMANCE. PROJECT SCOPE THE SERVICES UNDER THE CURRENT SCOPE FOR CERTIFICATION ARE:  CRIME INVESTIGATION SERVICES  PATROL AND EMERGENCY RESPONSE  INTERVENTION AND PREPARATION OF OFFICIAL REPORTS. THE JCF WILL BEGIN WITH THESE SERVICES AND EXPAND TO OTHER SERVICES. IN COMING YEARS, THE STANDARD WILL BE INTEGRATED IN ALL OUR SERVICES AT EVERY LOCATION ON A PHASED BASIS. THE JCF IS COMMITTED TO ENSURING THAT QUALITY MANAGEMENT BECOMES A WAY OF LIFE. THE CURRENT MOVE TO ISO 9001 CERTIFICATION IS THEREFORE NOT A PILOT PROGRAMME, BUT A NEW APPROACH AT SERVICE DELIVERY. PROJECT TEAM FOCUS THE ISO 9001 PROJECT TEAM WILL FOCUS ON THE FOLLOWING:  TRAINING ALL SITE MANAGERS IN RISK MANAGEMENT, PLANNING, PROCESS-BASED APPROACH TO MANAGEMENT, DATA ANALYSIS, ROOT CAUSE ANALYSIS, UNDERSTANDING AND MAINTAIN SERVICE QUALITY;  DEVELOPMENT OF TRAINING MATRIX FOR ALL SITE PERSONNEL AND SUBSEQUENT TRAINING.  RE-TRAINING IN UPDATED POLICIES AND PROCEDURES;  REVIEWING THE PROCESSES TO DETERMINE WHERE TOOLS AND TECHNOLOGY CAN BE INTEGRATED FOR FASTER TURNAROUND TIME OR DESIRED SERVICE DELIVERY; REVIEWING THE PROCESSES TO REMOVE NON-VALUE-ADDED ACTIVITIES;  IMPROVE THE COMMUNICATION OF PERFORMANCE EXPECTATIONS THROUGH BETTER STATION PLAN DEVELOPMENT;  RE-ORIENTATION OF PERSONNEL TO BE MORE CUSTOMER FOCUSED;  IMPROVE LINE OF COMMUNICATION: WHERE PERSONNEL CAN IDENTIFY AREAS OF IMPROVEMENT AND COMMUNICATE TO MANAGEMENT;  IMPLEMENT A SYSTEM TO TRACK CORRECTIVE ACTIONS;  CONDUCT MANAGEMENT REVIEWS ON A SYSTEMATIC BASIS;  CONDUCT INTERNAL AUDIT TO DETERMINE THE LEVEL OF CONFORMANCE TO THE STANDARD (SEVERAL PERSONNEL FROM THE STATIONS WILL BE TRAINED IN AUDITING TECHNIQUES). SUCCESS FACTORS ARE: THE EVIDENCE OF SUCCESS IS DEMONSTRATED AS FOLLOWS:  CERTIFICATION TO ISO 9001 FOR THE HQ AND SELECTED SITES;  ALL PERSONNEL ARE OPERATING TO THE DEFINED STANDARD OF SERVICE QUALITY;  HIGH/IMPROVED CUSTOMER SATISFACTION RATE AT THE SELECTED SITES;  THERE IS A CULTURE OF QUALITY WITHIN THE ORGANIZATION DUE TO CHANGE IN MINDSET AND BEHAVIOR; FRONTLINE STAFF BECOMES MORE EFFICIENT IN-SERVICE DELIVERY DUE TO BETTER INTEGRATION OF TECHNOLOGY INTO THE JCF’S PROCESSES;  LOCAL AND INTERNATIONAL STAKEHOLDERS ARE INTERESTED IN MAINTAINING PARTNERSHIPS;  INTERNATIONAL RECOGNITION OF THE JCF’S EFFORT IN ITS COMMITMENT TO SERVICE QUALITY AND PEAK PERFORMANCE;  LEADERS WITHIN THE ORGANIZATION ARE TRAINED IN RISK MANAGEMENT AND ROOT CAUSE ANALYSIS IN ORDER TO BECOME MORE RISK-BASED AND PROCESS ORIENTED IN THEIR APPROACH TO MANAGEMENT;  QUALITY, AND SYSTEMS APPROACH TO MANAGEMENT ARE ENTRENCHED WITHIN THE ORGANIZATION;  FRONTLINE STAFF BECOMES MORE AWARE OF THEIR ROLES AND RESPONSIBILITIES BECAUSE OF INCREASED ACCESS TO MORE WELL-DEFINED POLICIES AND PROCEDURES. AGAINST THIS BACKGROUND THE ORGANIZATION HAS DEVELOPED THE JAMAICA CONSTABULARY FORCE QUALITY MANAGEMENT POLICY. THIS POLICY OUTLINES OUR COMMITMENT TO QUALITY; AS WELL AS CREATES A PLATFORM ON WHICH MEMBERS’ ACTION WILL REFLECT THE STANDARDS AND QUALITY OF SERVICE TO WHICH OUR CUSTOMERS WILL BECOME ACCUSTOMED. POLICY AND STANDARD OPERATING PROCEDURES FOR PLANNING AND PERFORMANCE MANAGEMENT. 1.1 PLANNING IS A KEY PROCESS OF THE JAMAICA CONSTABULARY FORCE’S (JCF’S) SYSTEM OF MANAGEMENT. THE GROWTH OF THE ORGANIZATION AND THE INCREASING COMPLEXITIES OF ITS OPERATIONS HAVE GIVEN GREATER PROMINENCE TO THE NEED FOR IMPROVED GOVERNANCE OF ITS PLANNING AND PERFORMANCE MANAGEMENT SYSTEMS AND PROCESSES. 1.2 WHILE THE PLANS OF THE JCF ARE THE RESULTS OF PROCESSES THAT HAVE DETERMINED THE PERFORMANCE MEASURES OF THE ORGANIZATION AND THE STEPS IT WILL TAKE TO ACHIEVE THEM, THIS POLICY AND STANDARD OPERATING PROCEDURES FOR PLANNING AND PERFORMANCE MANAGEMENT DELINEATES THE FRAMEWORK UNDER WHICH DECISIONS ON PLANNING AND PERFORMANCE MANAGEMENT ARE MADE. IT AIMS TO:  IMPROVE THE EFFECTIVENESS AND EFFICIENCY IN THE DEVELOPMENT OF PLANS;  ELEVATE THE INTEGRATION OF PLANS AT ALL LEVELS; AND  ENHANCE PERFORMANCE MANAGEMENT. 2.0 PURPOSE 2.1 THE PURPOSE OF THIS DOCUMENT IS TO OUTLINE THE POLICY AND STANDARD OPERATING PROCEDURES OF THE JAMAICA CONSTABULARY FORCE FOR THE:  DEVELOPMENT  MONITORING  MEASURING  EVALUATING AND REPORTING OF THE STRATEGIC, TACTICAL, AND OPERATIONAL PLANS OF THE ORGANIZATION. 3.0 SCOPE 3.1 THIS POLICY AND STANDARD OPERATING PROCEDURES ON PLANNING AND PERFORMANCE MANAGEMENT APPLIES TO ALL SWORN AND UNSWORN MEMBERS OF THE JCF AND ITS AUXILIARY. IT COVERS THE AGREED STRUCTURE AND LIFECYCLE MANAGEMENT OF PLANS. 5.0 DEFINITIONS 5.1 SITUATIONAL ANALYSIS: A DESCRIPTION OF THE INTERNAL AND EXTERNAL ISSUES RELEVANT TO THE FORMATIONS’ OPERATIONS, SPECIFICALLY THOSE THAT AFFECT OR IMPACT, OR HAVING SIGNIFICANT POTENTIAL TO AFFECT OR IMPACT ACHIEVEMENT OF GOALS AND OBJECTIVES. 5.2 HIGH COMMAND: THE COMMISSIONER OF POLICE AND THE DEPUTY COMMISSIONERS OF POLICE OR PORTFOLIO HEADS. 5.3 JCF DASHBOARD OF PERFORMANCE INDICATORS: A MECHANISM THAT DISPLAYS THE SET OF PERFORMANCE MEASURES BEING TRACKED. THESE INDICATORS ARE THE BASIS OF PERFORMANCE REPORTS ON ACTIVITIES, RESULTS, AND QUALITY OBJECTIVES. 5.4 STRATEGIC PRIORITIES: THESE ARE THE BROAD AREAS OF FOCUS DETERMINED BY THE JCF HIGH COMMAND, AROUND WHICH ALL ACTIVITIES ARE CONCENTRATED. 5.5 POLICING PLANS: ALL THE PLANS OF THE ORGANIZATION DESIGNED TO MEET SPECIFIC GOALS AND OBJECTIVES, AND INCLUDE: 5.5.1 CORPORATE PLAN: THE DOCUMENT THAT ESTABLISHES THE DIRECTION OF THE JCF FOR A MINIMUM OF THREE YEARS. IT DEFINES THE VISION, MISSION, STRATEGIC PRIORITIES, AND LONG-TERM OBJECTIVES; AS WELL AS THE GENERAL PLAN OF ACTION THAT WILL BE PURSUED. 5.5.2 STRATEGIC BUSINESS PLAN: THE DOCUMENT THAT SETS OUT THE PROGRAMMES OF WORK TO WHICH THE JCF IS COMMITTED, IN ALIGNMENT WITH THE GOVERNMENT OF JAMAICA’S (GOJ) FISCAL PROGRAMMES AND SUB-PROGRAMMES PROJECTED OVER A FOUR-YEAR PERIOD. IT INFORMS THE ORGANIZATION’S BUDGET. 5.5.3 ANNUAL PLANS: THESE ARE THE POLICING PLANS OF THE JCF WHICH OUTLINES THE KEY ACTIVITIES AND TARGETS THAT WILL UNDERTAKEN OVER A YEAR. 5.5.4 PORTFOLIO PLANS: THE POLICING PLAN OF A FORMATION, DESIGNATED BY THE JCF AS A PORTFOLIO OF THE ORGANIZATION, PREPARED IN ACCORDANCE WITH THE JCF’S STANDARD FOR SUCH PLANS. 5.5.5 AREA PLANS: THE POLICING PLAN OF A FORMATION, DESIGNATED BY THE JCF AS AN AREA, PREPARED IN ACCORDANCE WITH THE JCF’S STANDARD FOR SUCH PLANS. 5.5.6 DIVISIONAL PLANS: THE POLICING PLAN OF A FORMATION, DESIGNATED BY THE JCF AS A DIVISION, PREPARED IN ACCORDANCE WITH THE JCF’S STANDARD FOR SUCH PLANS. 5.5.7 BRANCH PLANS: THE POLICING PLAN OF A FORMATION, DESIGNATED BY THE JCF AS A BRANCH, PREPARED IN ACCORDANCE WITH THE JCF’S STANDARD FOR SUCH PLANS. 5.5.8 UNIT PLANS: THE POLICING PLAN OF A FORMATION, DESIGNATED BY THE JCF AS A UNIT, PREPARED IN ACCORDANCE WITH THE JCF’S STANDARD FOR SUCH PLANS. 5.5.9 INDIVIDUAL WORK PLANS: THIS IS A DOCUMENT PREPARED BY EACH MEMBER OF THE JCF IN COLLABORATION WITH THEIR IMMEDIATE SUPERVISOR, THAT DETAILS THE MAIN ACTIVITIES AND TARGETS FOR WHICH SUCH MEMBER WILL BE RESPONSIBLE. 5.6 RISK MANAGEMENT PLAN: OUTLINES HOW THE ORGANIZATION, PORTFOLIO, AREA, BRANCH, DIVISION OR UNIT PLANS TO MANAGE RISKS. MAJOR COMPONENTS INCLUDE; RISK IDENTIFICATION, RISK ANALYSIS, RISK RESPONSE STRATEGIES AND RISK OWNERS. 6.0 RESPONSIBILITIES 6.1 THE HIGH COMMAND IS RESPONSIBLE FOR:  REVIEWING THE RESULTS OF THE SITUATIONAL, RISK, AND STAKEHOLDER ANALYSIS BY JULY 31 OF EACH YEAR.  SETTING OR AFFIRMING THE STRATEGIC PRIORITIES AND PERFORMANCE OBJECTIVES OF THE JCF BY AUGUST 31 OF EACH YEAR;  DEVELOPING THE JCF’S STRATEGIC BUSINESS PLAN;  DEVELOPING AND PUBLISHING THE CORPORATE PLAN; AND  DEVELOPING AND COMMUNICATING THE JCF’S ANNUAL PLAN. 6.2 THE HEADS OF PORTFOLIOS ARE RESPONSIBLE FOR DEVELOPING THEIR RESPECTIVE ANNUAL PORTFOLIO PLANS AND COMMUNICATING THEM TO THE TACTICAL LEVEL (HEADS OF BRANCHES AND AREAS) BY SEPTEMBER 30 OF EACH YEAR. 6.3 BRANCH AND AREA COMMANDERS ARE RESPONSIBLE FOR DEVELOPING THEIR OPERATIONAL PLANS BY OCTOBER 31 EACH YEAR. 6.4 DIVISIONAL AND STATION COMMANDERS ARE RESPONSIBLE TO DEVELOP THEIR RESPECTIVE OPERATIONAL PLANS BY NOVEMBER 30 OF EACH YEAR. 6.5 THE HEADS OF UNITS WITHIN NON-GEOGRAPHICAL FORMATIONS ARE RESPONSIBLE FOR DEVELOPING THEIR RESPECTIVE PLANS BY NOVEMBER 30 OF EACH YEAR. 6.6 THE ACP PRDB IS RESPONSIBLE FOR: 6.6.1 CONDUCTING THE STAKEHOLDER, SITUATIONAL AND RISK ANALYSES AND PRESENT TO THE HIGH COMMAND. 6.6.2 ENSURING THE DEVELOPMENT OF THE STRATEGIC BUSINESS, CORPORATE AND ANNUAL PLANS; 6.6.3 MEASURING AND ANALYZING THE INFORMATION PROVIDED IN PERFORMANCE REPORTS FROM THE TACTICAL AND OPERATIONAL LEVELS; AND 6.6.4 PREPARING ORGANIZATIONAL PERFORMANCE AND ANNUAL REPORTS. 7.0 POLICY STATEMENTS THE JCF IS COMMITTED TO ENSURING THAT ITS PHILOSOPHY AND ORGANIZATIONAL STRATEGIES ARE IN ALIGNMENT WITH ITS VISION, MISSION AND STRATEGIC PRIORITIES. IT IS THEREFORE THE POLICY THAT: 7.1 PORTFOLIOS, AREAS, BRANCHES AND DIVISIONS SHALL DEVELOP AND IMPLEMENT PLANS IN KEEPING WITH THE VISION, MISSION, STRATEGIC PRIORITIES AND QUALITY OBJECTIVES OF THE ORGANIZATION; 7.2 SYSTEMS ARE DESIGNED TO ENSURE THAT MEMBERS’ ACTIVITIES ARE CONGRUENT WITH THE VISION, MISSION, GOALS AND PRIORITIES OF THE ORGANIZATION; 7.3 SYSTEMS ARE DESIGNED TO DEVELOP, IMPLEMENT, MONITOR, MEASURE, EVALUATE AND REPORT ON KEY PERFORMANCES; AND 7.4 WHERE APPROPRIATE, PLANS AND PERFORMANCE REPORTS ARE SUBMITTED TO KEY STAKEHOLDERS. 8.0 STANDARD OPERATING PROCEDURES PLANNING AND PERFORMANCE MANAGEMENT WITHIN THE JCF WILL BE MANAGED IN ACCORDANCE WITH THE FOLLOWING GUIDELINES: 8.1 STRATEGIC LEVEL PLANNING 8.1.1 THE HIGH COMMAND DIRECTS THE ACP PRDB TO CONDUCT STAKEHOLDERS, SITUATIONAL AND RISK ANALYSES. 8.1.2 THE HIGH COMMAND REVIEWS OUTPUTS OF STAKEHOLDERS, SITUATIONAL AND RISK ANALYSES, AND DEVELOPS THE STRATEGIC PRIORITIES AND OBJECTIVES OF THE ORGANIZATION. 8.1.3 THE ACP PRDB COLLABORATES WITH THE HIGH COMMAND TO DEVELOP THE STRATEGIC BUSINESS PLAN AND CORPORATE PLAN BY OCTOBER 31 OF THE YEAR PRIOR TO THE EXPIRATION OF THE CURRENT ONES. 8.1.4 THE ACP PRDB SENDS COPIES OF THE CORPORATE PLAN AND STRATEGIC BUSINESS PLAN TO THE JCF STAFF OFFICER FOR EXTERNAL CIRCULATION. 8.1.5 THE HEADS OF PORTFOLIOS COLLABORATE WITH THEIR RESPECTIVE BRANCHES TO DEVELOP THEIR PORTFOLIO PLANS. THE PORTFOLIO PLANS OUTLINE THE VARIOUS PROGRAMMES, POLICIES AND INITIATIVES AIMED AT SUPPORTING THE STRATEGIC OBJECTIVES, AND TAKE INTO ACCOUNT PAST PERFORMANCE AND CUSTOMERS’ PERCEPTION. THE PLANS INCLUDE:  STAKEHOLDER ANALYSIS;  RISK ASSESSMENT AND RESPONSE STRATEGIES;  PROJECTED EXPENDITURE;  RESOURCES NEEDED (HR, INFRASTRUCTURE, EQUIPMENT, AND ICT TOOLS). 8.1.6 THE HEADS OF PORTFOLIOS SHALL PRESENT THEIR PORTFOLIO PLANS TO THE COMMISSIONER OF POLICE DURING PLANNING SESSIONS WITHIN WHICH THE JCF’S ANNUAL PLAN IS DETERMINED. 8.1.7 COPIES OF THE VARIOUS PORTFOLIO PLANS MUST BE SUBMITTED TO THE ACP PRDB WHO SHALL COLLABORATE WITH THE HIGH COMMAND TO DEVELOP THE JCF’S ANNUAL PLAN BY DECEMBER 31 EACH YEAR. 8.1.8 THE HEADS OF PORTFOLIOS SHALL COMMUNICATE THE EXPECTED OUTCOMES AND THE KEY PERFORMANCE INDICATORS TO THE HEADS OF THEIR RESPECTIVE BRANCHES AND AREAS. 8.1.9 WHERE COPIES OF THE ANNUAL PLAN ARE REQUESTED BY EXTERNAL ENTITIES, IT MUST BE SENT BY THE JCF STAFF OFFICER. 8.2 ORGANIZATIONAL PERFORMANCE MANAGEMENT 8.2.1 THE ACP PRDB UTILIZES RELEVANT INFORMATION FROM THE ANNUAL PLAN AND PORTFOLIOS PLANS TO DEVELOP THE JAMAICA CONSTABULARY FORCE DASHBOARD OF PERFORMANCE INDICATORS (JCF DPI). THE JCF DPI IS USED TO INFORM THE MONITORING AND EVALUATION FRAMEWORK. 8.2.2 THE HEADS OF PORTFOLIOS ARE RESPONSIBLE FOR MONITORING THE IMPLEMENTATION OF THEIR PORTFOLIO PROGRAMMES, PROJECTS AND RISK RESPONSE STRATEGIES; AS WELL AS MEASURING THEIR EFFECTIVENESS. 8.2.3 THE COMMISSIONER OF POLICE CONVENES QUARTERLY PERFORMANCE REVIEWS. THESE REVIEWS MAY INCLUDE INTER ALIA, A DETERMINATION OF:  EXTENT TO WHICH THE OBJECTIVES ARE MET  EFFECTIVENESS AND EFFICIENCY OF PROCESS PERFORMANCE  LEVELS OF CONFORMITY AND COMPLIANCE TO SERVICE DELIVERY REQUIREMENTS  AUDIT RESULTS AND ASSOCIATED CORRECTIVE ACTION  EFFECTIVENESS OF, AND CONTINUED RELEVANCE OF THE RISK RESPONSE STRATEGIES  STAKEHOLDERS’ FEEDBACK  SUPPLIERS’ PERFORMANCE  OPPORTUNITIES FOR IMPROVEMENT/ADJUSTMENT  RESOURCE NEEDS 8.2.4 THE JCF STAFF OFFICER COLLABORATES WITH ACP PRDB TO FACILITATE THE QUARTERLY PERFORMANCE REVIEW. 8.2.5 THE HEADS OF PORTFOLIOS ARE RESPONSIBLE FOR PRESENTING AND REPORTING ON THE PERFORMANCE INDICATORS RELATED TO THEIR PROGRAMMES AND PROJECTS, AND THE RESULTS OF RISK RESPONSE STRATEGIES IMPLEMENTED. THESE REPORTS ARE TO BE SENT TO THE ACP PRDB ONE MONTH AFTER THE END OF EACH QUARTER. 8.2.6 THE ACP PRDB COMPILES A COMPREHENSIVE PERFORMANCE REPORT THAT INCLUDES A MASTER METRICS SHEET WITH KEY INDICATORS FROM EACH PORTFOLIO, INDICATING PLANNED AND ACTUAL PERFORMANCE, AND SUBMITS SUCH REPORT TO KEY STAKEHOLDERS. 8.2.7 BASED ON THE PERFORMANCE REPORT, THE HIGH COMMAND DETERMINES IF, AND THE EXTENT TO WHICH ANY ADJUSTMENTS TO THE STRATEGIC PLAN ARE REQUIRED. 8.3 TACTICAL LEVEL PLANNING - AREAS AND BRANCHES 8.3.1 ALL AREAS AND BRANCH COMMANDERS DEVELOP THEIR PLANS WITHIN THE CONTEXT OF THEIR OWN SITUATIONAL ANALYSES BY OCTOBER 31 EACH YEAR. 8.3.2 THE HEADS OF BRANCHES AND AREAS MEET WITH THEIR RESPECTIVE HEADS OF PORTFOLIOS TO;  PRESENT AND DISCUSS,  REVIEW AND INCORPORATE FEEDBACKS, AND  FINALIZE THEIR PLANS 8.3.3 A COPY OF ALL AREA AND BRANCH PLANS ARE SENT TO THE ACP PRDB BY NOVEMBER 30 EACH YEAR. 8.4 PERFORMANCE MANAGEMENT – AREAS AND BRANCHES 8.4.1 THE HEADS OF BRANCHES AND AREAS MONITOR IMPLEMENTATION OF THEIR PROGRAMMES AND INITIATIVES AGAINST THE AGREED PERFORMANCE MEASURES. 8.4.2 THE BRANCH AND AREA COMMANDERS PREPARE REPORTS ON THEIR KEY PERFORMANCE INDICATORS AND SUBMIT THEM TO THEIR RESPECTIVE PORTFOLIO COMMANDER. 8.4.3 ALL AREA AND BRANCH COMMANDERS ARE RESPONSIBLE FOR CONVENING PERIODIC PERFORMANCE REVIEWS OF THEIR PERFORMANCE. THE PERIODIC PERFORMANCE REVIEWS MAY INCLUDE INTER ALIA, A DETERMINATION OF:  EXTENT TO WHICH THE OBJECTIVES ARE MET (ACTUAL VS PLANNED PERFORMANCE)  EFFECTIVENESS AND EFFICIENCY PROCESS PERFORMANCE  LEVELS OF CONFORMITY AND COMPLIANCE TO SERVICE DELIVERY REQUIREMENTS  AUDIT RESULTS AND ASSOCIATED CORRECTIVE ACTION  EFFECTIVENESS OF, AND CONTINUED RELEVANCE OF THE RISK RESPONSE STRATEGIES  STAKEHOLDERS’ FEEDBACK  SUPPLIERS’ PERFORMANCE  OPPORTUNITIES FOR IMPROVEMENT/ADJUSTMENT  RESOURCE NEEDS 8.5 OPERATIONAL LEVEL PLANNING – DIVISIONAL PLANS 8.5.1 ALL DIVISIONAL COMMANDERS SHALL DEVELOP THEIR PLANS ANNUALLY, IN ACCORDANCE WITH THE JCF’S STANDARD. 8.5.2 DIVISIONAL COMMANDERS SHALL USE THE AREA PLANS AS GUIDES TO DEVELOP THEIR RESPECTIVE PLANS WITHIN THE CONTEXT OF THEIR OWN SITUATIONAL ANALYSIS. 8.5.3 RISK ANALYSIS AND RESPONSE STRATEGIES MUST BE INCLUDED IN EACH PLAN 8.6 PERFORMANCE MANAGEMENT – DIVISIONS 8.6.1 THE DIVISIONAL COMMANDERS SHALL MONITOR THEIR PERFORMANCE AGAINST THE ESTABLISHED METRICS. 8.6.2 THE DIVISIONAL COMMANDERS CONDUCT QUARTERLY REVIEWS WITH STATION MANAGERS TO ASSESS THEIR INDIVIDUAL PERFORMANCE, AND WHERE DEEMED NECESSARY, RECOMMEND AREAS FOR IMPROVEMENT OR ADJUSTMENTS TO PLANS. 8.6.3 THE DIVISIONAL COMMANDERS SUBMITS MONTHLY PERFORMANCE REPORTS TO RESPECTIVE AREA OR BRANCH COMMANDERS AND ACP PRDB. 8.7 OPERATIONAL PLANNING - STATION PLANS 8.7.1 ALL STATION COMMANDERS DEVELOP THEIR ANNUAL PLANS IN ACCORDANCE WITH THE JCF’S STANDARD USING DIVISIONAL PLANS AS GUIDES WITHIN THE CONTEXT OF THEIR OWN SITUATIONAL ANALYSES 8.7.2 RISK ANALYSIS AND RESPONSE STRATEGIES MUST BE INCLUDED IN EACH STATION PLAN 8.7.3 THE STATION MANAGERS SUBMIT THEIR PLANS TO THEIR RESPECTIVE DIVISIONAL COMMANDERS BY NOVEMBER 30 OF EACH YEAR. 8.8 PERFORMANCE MANAGEMENT - STATIONS 8.8.1 THE STATION COMMANDERS MONITOR THEIR PERFORMANCE AGAINST THE ESTABLISHED METRICS. 8.8.2 THE STATION COMMANDERS CONDUCT QUARTERLY REVIEWS WITH MEMBERS OF STAFF TO ASSESS THEIR INDIVIDUAL PERFORMANCE, AND WHERE DEEMED NECESSARY, RECOMMEND AREAS FOR IMPROVEMENT OR ADJUSTMENTS. 8.8.3 THE STATION COMMANDERS SHALL SUBMIT MONTHLY PERFORMANCE REPORTS TO RESPECTIVE DIVISION COMMANDERS. 8.9 OPERATIONAL PLANNING – UNIT/SECTIONS/DEPARTMENT PLANS 8.9.1 ALL HEADS OF UNITS DEVELOP THEIR ANNUAL PLANS IN ACCORDANCE WITH THE JCF’S STANDARD. 8.9.2 HEADS OF UNITS USE THEIR DIVISIONAL OR BRANCH PLANS AS GUIDES TO DEVELOP THEIR RESPECTIVE PLANS WITHIN THE CONTEXT OF THEIR OWN SITUATIONAL ANALYSIS 8.9.3 RISK ANALYSIS AND RESPONSE STRATEGIES MUST BE INCLUDED IN THE UNIT PLANS 8.9.4 HEADS OF UNITS SUBMIT THEIR PLANS TO THEIR RESPECTIVE DIVISION OR BRANCH COMMANDER BY NOVEMBER 30 OF EACH YEAR. 8.10 PERFORMANCE MANAGEMENT – UNITS/SECTIONS/DEPARTMENT 8.10.1 THE HEADS OF UNITS, SECTIONS OR DEPARTMENTS MONITOR THEIR PERFORMANCE AGAINST THE ESTABLISHED METRICS. 8.10.2 THE HEADS OF UNITS, SECTIONS OR DEPARTMENT CONDUCT QUARTERLY REVIEWS WITH MEMBERS OF STAFF TO ASSESS THEIR INDIVIDUAL PERFORMANCE, AND WHERE DEEMED NECESSARY, RECOMMEND AREAS FOR IMPROVEMENT IN PERFORMANCE OR ADJUSTMENTS TO PLANS. 8.10.3 THE HEADS OF UNITS, SECTIONS OR DEPARTMENTS SUBMIT MONTHLY PERFORMANCE REPORTS TO RESPECTIVE DIVISION OR BRANCH COMMANDERS. 8.11 INDIVIDUAL WORK PLANS 8.11.1 SUPERVISOR COLLABORATES WITH MEMBERS UNDER THEIR IMMEDIATE SUPERVISION TO DEVELOP THE MEMBER’S WORK PLANS. 8.11.2 INDIVIDUAL WORK PLANS MUST CONTAIN WORK PERFORMANCE TARGETS WHICH ARE DEVELOPED AND DESIGNED TO ACHIEVE THE OVERALL OBJECTIVES OUTLINED IN THE FORMATION’S PLANS. 8.12 PERFORMANCE MANAGEMENT - INDIVIDUAL 8.12.1 THE MANAGEMENT OF MEMBERS’ PERFORMANCE SHALL INCORPORATE THE EXTENT TO WHICH AGREED TARGETS CONTAINED IN THE INDIVIDUAL WORK PLANS WERE ACHIEVED IN KEEPING WITH THE JAMAICA CONSTABULARY FORCE PERFORMANCE MANAGEMENT AND APPRAISAL SYSTEM (PMAS). 8.12.2 AS FAR AS IS PRACTICABLE, INDIVIDUAL PERFORMANCE MANAGEMENT SHALL BE CONDUCTED BY MEMBERS’ IMMEDIATE SUPERVISORS AND RESULTS OF REVIEWS USED TO INFORM ADMINISTRATIVE, DEVELOPMENTAL OR OPERATIONAL DECISION-MAKING. 8.13 ANNUAL PERFORMANCE REPORTING 8.13.1 THE ACP PRDB PREPARES A DRAFT JCF ANNUAL REPORT BY JANUARY 31 OF THE FOLLOWING YEAR. 8.13.2 THE HIGH COMMAND REVIEWS THE DRAFT JCF ANNUAL REPORT 8.13.3 THE JCF STAFF OFFICER SUBMITS THE FINAL JCF ANNUAL REPORT TO THE MINISTRY OF NATIONAL SECURITY AND POLICE SERVICES COMMISSION BY MARCH 31 OF THE FOLLOWING YEAR. 8.14 ANNUAL PERFORMANCE REVIEW 8.14.1 THE JCF STAFF OFFICER MEETS WITH THE COMMISSIONER TO REVIEW THE AGENDA FOR THE ANNUAL PERFORMANCE REVIEW AND AGREE ON THE DATE. 8.14.2 THE AGENDA IS CIRCULATED TO THE EMB. 8.14.3 THE HEADS OF PORTFOLIO AND BRANCH MANAGERS PRESENT THE YEAR’S PERFORMANCE AND PORTFOLIO PLANS FOR THE UPCOMING YEAR. 8.14.4 THE HEADS OF PORTFOLIO USE THE PERFORMANCE REVIEW TEMPLATE TO CAPTURE THE INFORMATION TO BE PRESENTED. 8.14.5 PRDB AND JCF SECRETARIAT CAPTURE ALL RELEVANT INFORMATION FOR CIRCULATION TO RELEVANT PERSONNEL. 10.0 RELEVANT RECORDS AND FORMS - THE FOLLOWING RECORDS MUST BE COMPLETED OR UPDATED:  STRATEGIC BUSINESS PLAN  CORPORATE PLAN  PORTFOLIO PLANS  BRANCH PLANS  OPERATIONAL PLANS  DIVISIONAL PLANS  STATION PLANS  UNIT/SECTION/DIVISION PLANS  INDIVIDUAL WORK PLAN  DASHBOARD OF PERFORMANCE INDICATORS (DPI)  BRANCH, AREA, DIVISIONAL, STATION AND UNIT PERFORMANCE REPORTS  JCF ANNUAL REPORT  QUARTERLY PERFORMANCE REVIEW CHECKLIST  PERFORMANCE REVIEW PRESENTATION TEMPLATE  QUARTERLY REVIEW PRESENTATION TEMPLATE  STATION SUPERVISION AND ADMINISTRATION INTRODUCTION: POLICE STATIONS CREATE DIFFICULT PROBLEMS OF COMMAND. RELATIONSHIPS MUST BE ESTABLISHED THAT WILL FIX RESPONSIBILITY ON THE STATION COMMAND FOR CONDITIONS WITHIN THE POLICE AREA AND FOR DEALING WITH INCIDENTS THAT REQUIRE POLICE ACTION. THE STATION COMMAND THEREFORE MUST BE GIVEN COMMENSURATE AUTHORITY. RESPONSIBILITIES OF STATION SUPERVISORS ARE NUMEROUS AND INCLUDE THE SUPERVISION OF PERSONNEL UNDER THEIR COMMAND WHICH ALSO INCLUDES PERFORMANCE, DISCIPLINE, WELFARE AND CO-ORDINATION OF STATION ACTIVITIES. PERSONNEL CHARGED WITH THE RESPONSIBILITY OF STATION SUPERVISION AND ADMINISTRATION MUST BE ABLE TO DIRECT AND CONTROL THEIR MEN. THEY SHOULD NOT CONFUSE THEIR ROLE WITH THAT OF A SHOP STEWARD WHO JOINS HOSTILE JUNIORS IN THEIR RESISTANCE TO MANAGEMENT. THEY ARE AN INTEGRAL PART OF THE MANAGEMENT OF THE DEPARTMENT AND AS SUCH ARE CONCERNED WITH THE ACHIEVEMENT OF POLICE PURPOSE. THEY MUST WIN THE SUPPORT OF THEIR MEN BY INTERPRETATION OF POLICIES AND PROCEDURES. THEY STAND BETWEEN THE ADMINISTRATION AND COMMAND GROUPS WHO DEVELOP PLANS AND ORDER THEM INTO IN THIS POSITION THEY HAVE IMPORTANT RESPONSIBILITIES TO BOTH GROUPS. TO JUNIORS THEY MUST INTERPRET THE PURPOSE OF THE PLAN. EXPLAIN ITS DESIRABILITY AND INSTRUCT AND ASSIST IN ITS EXECUTION. FOR SENIORS THEY MUST BE ALERT TO DISCOVER EVIDENCE OF THE SUCCESS OR FAILURE OF THE PLAN, TO DETECT WEAKNESSES, AND TO RECOMMEND CHANGES TO MEET ACTUAL NEEDS WHICH MAY FLUCTUATE AS A RESULT EITHER OF THE EFFECTIVENESS OF THE PROGRAMME, OR CHANGED, OR UNANTICIPATED CONDITIONS. THE SUPERVISING OFFICER CONSEQUENTLY MUST SCRUTINIZE THE DAY-BY-DAY ACTIVITY OF EACH JUNIOR TO ENSURE THAT POLICE ENERGY IS DIRECTED INTO THE MOST USEFUL CHANNELS. THE SUPERVISING OFFICER SHOULD OUTLINE A SUITABLE PROGRAMME FOR EACH OFFICER AND EXERCISE HIS INFLUENCE OBTAIN THE ACTIVE CO-OPERATION OF THE JUNIOR IN ITS ACHIEVEMENT. IN ORDER TO SATISFY HIMSELF THAT JUNIORS ARE FOLLOWING DEPARTMENTAL PROCEDURES AND ARE NOT SLIPPING INTO LAX OPERATING METHODS, HE SHOULD:  CHECK CONTINUOUSLY ON THEIR PERFORMANCES OF ROUTINE DUTIES.  HE MAY DO THIS BY OBSERVING THE OFFICERS IN ACTION (BY ACCOMPANYING THEM ON PATROL, BY ARRIVING AFTER THEM AT THE SCENE OF ACTION IN ORDER TO OBSERVE HOW THEY ARE HANDLING THE SITUATION.  BY CHECKING ON CONDITIONS ON THEIR BEATS AND ON THEIR SUCCESS IN DISCOVERING AND CORRECTING UNSATISFACTORY CONDITIONS).  HE SHOULD NOT WITHOUT PROPER AUTHORITY DEVIATE FROM THE OFFICIALLY ESTABLISHED TECHNIQUES AND PROCEDURES, BUT HE SHOULD SEARCH FOR WEAKNESSES IN THEM AND DEVISE IMPROVEMENT TO RECOMMEND FOR ADOPTION. BY CONSTANT OBSERVATION AND STUDY OF HIS MEN, THE SUPERVISING OFFICER WILL DETECT THEIR STRENGTH AND WEAKNESSES. ON DETECTING A WEAKNESS OR DERELICTION, HE SHOULD WITHOUT HESITATION OR PROCRASTINATION TAKE IMMEDIATE ACTIONS TO OVERCOME THE WEAKNESS OR TO ELIMINATE THE DERELICTION. THIS DOES NOT NECESSARILY MEAN THAT HE SHOULD TAKE PUNITIVE ACTION. A FRIENDLY DISCUSSION WITH THE OFFICER MAY ACCOMPLISH MORE.  THE SUPERVISING OFFICER MUST ENSURE THAT HIS MEN MAINTAIN THE STATION IN AN HABITABLE MANNER AND OTHER GOVERNMENT PROPERTIES PROVIDED FOR THE STATION.  HE IS TO MAINTAIN A HIGH MORALE AND SET THE EXAMPLE FOR HIS MEN TO ABIDE BY THE POLICE CODE OF ETHICS AND TO PRACTICE THE GOOD ATTRIBUTES OF A CONSTABLE.  IS THE RESPONSIBILITY OF THE SUPERVISING OFFICER TO KEEP ACCURATE RECORDS AND TO SAFEGUARD PUBLIC PROPERTIES AND FUNDS; HE IS THEREFORE ACCOUNTABLE FOR ALL GOVERNMENT PROPERTIES AT HIS STATION.  SHOULD DEVELOP A PROCEDURE FOR THE SELECTION OF THE BEST MAN FOR PROMOTION AT HIS STATION. A DEPARTMENTAL PROCEDURE FOR DISPOSING OF DISCIPLINARY CASES SHOULD BE PREPARED AND PUBLISHED.  THE SUPERVISING OFFICER MUST ENSURE THAT PROVISIONS ARE MADE FOR SICK LEAVE, DAYS OFF AND ANNUAL LEAVE, MEDICAL ATTENTION AND HOSPITALIZATION AND PROCEDURES GOVERNING EACH SHOULD BE OUTLINED AND MADE KNOWN TO ALL PERSONNEL UNDER HIS COMMAND.  PLANS MUST BE MADE FOR THE PROPORTIONAL DISTRIBUTION OF PERSONNEL AMONG THE COMPONENT UNITS OF THE STATION ON THE BASIS OF NEED AND FOR THE ASSIGNMENT OF PERSONNEL ON THE BASIS OF INTEREST, EXPERIENCE AND ABILITY. FORMS SHOULD BE PREPARED WHICH WILL ENABLE THE SUPERVISING OFFICER TO KNOW AT A GLANCE FROM DAY TO DAY THE NUMBER OF PERSONNEL ACTUALLY WORKING IN EACH UNIT SO THAT HE CAN DETECT ANY DANGEROUS DEPLETION OF MAN POWER IN ONE UNIT OWING TO RELIEF DAYS, ILLNESS AND TRANSFER.  THE SUPERVISING OFFICER SHOULD ENSURE THAT PERSONNEL ARE AVAILABLE FOR OPERATIONAL DUTIES AT HIS STATION AND THAT MEN ARE AVAILABLE FOR ANY UNUSUAL NEEDS OR EMERGENCY SERVICE. AT THE SAME TIME HE SHOULD PROVIDE CONTINUING POLICE COVERAGE OF AREAS NOT AFFECTED BY THE EMERGENCY.  HE SHOULD PLAN AND DEVELOP TACTICAL MEANS AND PROCEDURES FOR COPING WITH SPECIFIC SITUATIONS AT KNOWN LOCATIONS. INCLUDED IN THIS CATEGORY ARE PLANS FOR DEALING WITH ATTACKS AGAINST BUILDINGS EQUIPPED WITH ALARM SYSTEM AND AGAINST POLICE OR OTHER PUBLIC BUILDINGS BY MOBS. PLANS MUST ALSO BE MADE FOR BLOCKADES AND JAIL EMERGENCIES AND FOR SPECIAL COMMUNITY EVENTS, LARGE PUBLIC MEETINGS, ATHLETIC CONTESTS: PARADES, POLITICAL RALLIES, PROTEST DEMONSTRATIONS, CARNIVALS AND VARIOUS STREET AFFAIRS. AREAS REQUIRING SPECIAL ATTENTION BY COMMAND PERSONNEL ARMS AND AMMUNITION : ALL ARMS AND AMMUNITION UNDER HIS COMMAND ARE TO BE GIVEN HIS PERSONAL ATTENTION FROM TIME TO TIME IN ORDER TO ENSURE THEIR SAFE CUSTODY AND THAT ALL REGULATIONS GOVERNING THEIR CARE AND USE ARE BEING STRICTLY COMPLIED WITH. PRISONERS: THE SUPERVISING OFFICER SHOULD ENSURE THE SAFETY OF PRISONERS IN HIS CUSTODY. HE SHOULD ENSURE THAT THE REGULATIONS GOVERNING PRISONERS IN CUSTODY ARE STRICTLY ADHERED TO BY ALL PERSONNEL UNDER HIS COMMAND. HE SHOULD NOT PERMIT UNNECESSARY FORCE OR VIOLENCE, PROFANE, OR OBSCENE LANGUAGE TO BE USED IN THE MANAGEMENT OF A PRISONER NOR SHOULD HE PERMIT HIS MEN UNNECESSARILY TO HUMILIATE OR EMBARRASS PRISONERS. HE SHOULD SEE TO IT THAT PRISONERS ARE ASSISTED IN COMMUNICATING WITH FRIENDS AND RELATIVES AND IN OBTAINING BAIL WHEN RESTRICTIONS ARE NOT IMPOSED ON THESE PRIVILEGES. HE SHOULD ALSO SEE TO IT THAT MISDEMEANOUR PRISONERS BE RELEASED ON THEIR OWN RECOGNIZANCE OR IT IS THE RESPONSIBILITY OF THE SUPERVISING OFFICER TO ENSURE THAT PRISONERS' PROPERTIES ARE RECORDED, PROTECTED AND ACCOUNTED FOR. HE IS TO ENSURE THAT PRISONERS ARE HANDLED FAIRLY AND JUSTLY AND THAT THEIR WELFARE ARE TAKEN CARE OF AS FAR AS REGULATIONS ARE CONCERNED. COURTS: IT IS THE RESPONSIBILITY OF THE SUPERVISING OFFICER TO ENSURE THAT ALL CASES FOR COURT ARE SUBMITTED TO THE CLERK OF COURTS ON TIME. HE IS TO ENSURE THAT ALL COURTS UNDER HIS COMMAND ARE PROPERLY MANNED AND SUPERVISED. HE IS ALSO TO MAKE PERIODICAL VISITS TO THE COURTS IN ORDER TO ENSURE THAT PROPER SUPERVISION AND PERFORMANCE ARE BEING MAINTAINED. KNOWLEDGE OF HIS POLICE AREA: HE IS TO HAVE THOROUGH KNOWLEDGE OF HIS POLICE AREA AND SHOULD ENSURE ADEQUATE POLICE SUPERVISION OF HIS AREA, INCLUDING PERSONAL PATROLS BY HIMSELF. PUBLIC RELATIONS: PUBLIC SUPPORT AND CO-OPERATION ARE INFLUENCED BY THE RELATIONSHIP BETWEEN THE PUBLIC AND THEIR POLICE, THAT IS, BY THE ACTIONS AND CONDUCT OF EACH TOWARD THE OTHER. THE NATURE OF ANY RELATIONSHIP IS DETERMINED BY THE ATTITUDES OF THE PARTIES INVOLVED, BECAUSE THE ACTIONS OF EACH ARE DETERMINED BY HIS OWN ATTITUDE, WHICH MAY INFLUENCE THE ATTITUDE AND CONDUCT OF THE OTHER. THE SUPERVISING OFFICER IS TO ENSURE THAT HIS MEN DEVELOP A PROPER ATTITUDE TOWARDS THE PUBLIC. HE IS TO EDUCATE HIS MEN ON THE CONCEPT OF THE POLICE FUNCTION-OF THEIR DUTY TO THE PUBLIC. HE SHOULD EXPLAIN THE DIFFERENCES BETWEEN SERVICE AND SERVILITY AND BETWEEN COURTESY AND SOFTNESS. HE SHOULD ENCOURAGE HIS MEN TO DEVELOP A POSITION THAT IS FRIENDLY AND UNBIASED, PLEASANT AND PERSONAL IN ALL NON RESTRICTED SITUATIONS, AND FIRM AND IMPERSONAL IN SITUATIONS CALLING FOR REGULATION AND CONTROL. HE SHOULD IMPRESS ON HIS MEN TO DEVELOP COMMUNITY PROGRAMMES THAT WILL ENHANCE GOOD PUBLIC RELATIONS. STATION RECORDS THERE ARE A NUMBER OF RECORDS KEPT IN POLICE CUSTODY WHICH ARE USED FOR THE PURPOSE OF RECORDING MATTERS IN CONNECTION WITH POLICE DUTIES. NEW RECORDS ARE ADDED FROM TIME TO TIME BUT THE MAIN CURRENT ONES ARE: 1. STATION DIARY: THIS IS THE NO. 1 BOOK AT THE STATION AND IS USED TO RECORD ALL OFFICIAL MATTERS IN CONNECTION WITH POLICE INVESTIGATION AND ALSO TO DISPATCH AND RETURN ALL PERSONNEL AT THE STATION. ALL REPORTS RECEIVED AT THE STATION AND ACTION TAKEN MUST BE CAREFULLY RECORDED IN THE STATION DIARY. 2. DUTY ROSTER: THIS BOOK IS USED FOR THE PURPOSE OF MAKING UP THE DUTIES TO BE PERFORMED BY THE PERSONNEL AT THE STATION, USUALLY ON A WEEKLY BASIS, FROM THE RANK OF SERGEANT DOWNWARDS. 3. CHARGE AND PRISONERS PROPERTY BOOK: THIS BOOK IS USED FOR RECORDING PARTICULARS OF CHARGES AGAINST PRISONERS ALSO FOR RECORDING PROPERTY FOUND ON THE PRISONER'S PERSON OR ELSEWHERE AT THE TIME OF ARREST WHICH IS LIKELY TO BE USED AS EXHIBIT IN THE CASE. 4. PRISONER IN CELL PROPERTY BOOK: THIS BOOK IS USED TO RECORD ALL PROPERTIES TAKEN FROM PRISONERS WHICH ARE THEIR PERSONAL PROPERTY AND NOT LIKELY TO BE USED AS EXHIBIT IN ANY CASE. 5. DIET BOOK: THIS BOOK IS USED FOR RECORDING DIETS SUPPLIED TO PRISONERS IN CUSTODY. 6. DIET ORDER BOOK: THIS BOOK IS USED TO ORDER ALL DIETS TO BE SERVED TO PRISONERS IN CUSTODY. 7. EXHIBIT REGISTER: THIS BOOK IS USED FOR THE PURPOSE OF RECORDING PARTICULARS OF ALL EXHIBITS IN POLICE CUSTODY. 8. GENERAL PROPERTY BOOK: THIS BOOK IS USED FOR THE PURPOSE OF RECORDING PARTICULARS OF ALL PROPERTY COMING INTO POLICE CUSTODY SUCH AS LOST AND 9. CRIME BOOK: THIS BOOK IS USED FOR RECORDING ALL SCHEDULE "A" OFFENCES. 10. OFFENCES REGISTER: THIS BOOK IS USED FOR RECORDING ALL SCHEDULE "B" OFFENCES. 11. TRAFFIC OFFENCES REGISTER: THIS BOOK IS USED FOR RECORDING ALL OFFENCES DETECTED UNDER THE ROAD TRAFFIC LAW AND REGULATIONS. 12. TRAFFIC ACCIDENT REGISTER: THIS BOOK IS USED TO RECORD ALL TRAFFIC ACCIDENTS REPORTED. 13. SUDDEN DEATH REGISTER: THIS BOOK IS USED FOR THE PURPOSE OF RECORDING ALL SUDDEN DEATHS REPORTED. 14. WARRANT BOOK: THIS BOOK IS USED TO RECORD ALL WARRANTS RECEIVED AT THE STATION. 15. SUMMONS BOOK: THIS BOOK IS USED TO RECORD ALL SUMMONS AND SUBPOENA RECEIVED FOR SERVICE. 16. COMMITMENT REGISTER: THIS BOOK IS USED FOR THE PURPOSE OF RECORDING ALL COMMITMENTS RECEIVED AT THE STATION. 1.7. VALUE BOOK: THIS BOOK IS USED FOR THE PURPOSE OF RECORDING ALL MONIES RECEIVED AT THE STATION BY REGISTERED MAIL. 18. COURT BOOK: THIS BOOK IS USED FOR THE PURPOSE OF RECORDING ALL CASES TO BE DEALT WITH BY THE COURT ON EACH COURT DAY 19. DEFAULTERS BOOK: THIS BOOK IS USED FOR THE PURPOSE OF RECORDING ALL CASES OF DISCIPLINARY CHARGES PREFERRED AGAINST MEMBERS OF THE FORCE FROM THE RANK OF A SERGEANT, TO BE DEALT WITH AT ORDERLY ROOM. 20. CONSTABLES MEDICAL JOURNAL: THIS BOOK IS USED FOR THE PURPOSE OF RECORDING ALL SICK REPORTS OF POLICE PERSONNEL AT THE STATION. 21. PRISONERS MEDICAL JOURNAL: THIS BOOK IS USED FOR THE PURPOSE OF RECORDING ALL SICK REPORTS BY PRISONERS. 22. TOLL CALL BOOK: THIS BOOK IS USED FOR THE PURPOSE OF RECORDING ALL TELEPHONE CALLS MADE AT THE STATION BOTH OFFICIAL AND PRIVATE 23. CATTLE SLAUGHTER BOOK: THIS BOOK IS USED TO RECORD THE DESCRIPTION OF ALL CATTLE SLAUGHTERED IN THE POLICE AREA. 24. HABITUAL CRIMINAL REGISTER: THIS BOOK IS USED TO RECORD THE NAMES OF ALL HABITUAL CRIMINALS LIVING IN THE POLICE AREA. 25. INWARD AND OUTWARD CORRESPONDENCE REGISTER: THIS BOOK IS USED FOR THE PURPOSE OF RECORDING ALL CORRESPONDENCE RECEIVED AND DISPATCHED AT THE STATION. 26. DISTRICT CONSTABLES DUTY BOOK: THIS BOOK IS USED TO RECORD ALL DUTIES PERFORMED BY DISTRICT CONSTABLES ATTACHED TO THE STATION. 27. CRIME DIARY: THIS BOOK IS KEPT BY C.I.B AT SOME LARGE STATIONS FOR THE PURPOSE OF RECORDING REPORTS OF CRIME. REPORTS OF CRIMES AT MOST STATIONS ARE USUALLY RECORDED IN THE STATION DIARY. 28. TRAFFIC DIARY: THIS BOOK IS KEPT BY THE TRAFFIC OFFICE AT SOME LARGE STATIONS FOR THE PURPOSE OF RECORDING TRAFFIC ACCIDENTS AND OFFENCES. 29. JUVENILE CAUTION REGISTER: THIS BOOK IS KEPT AT POLICE STATIONS FOR THE PURPOSE OF RECORDING CAUTIONS ADMINISTERED TO JUVENILES FOR MINOR OFFENCES IN ACCORDANCE WITH THE PROVISIONS OF THE FAMILY COURT ACT. 30. PRISONERS AND DETAINEE REGISTER: THIS BOOK IS KEPT AT POLICE STATIONS FOR THE PURPOSE OF RECORDING PARTICULARS OF ALL PERSONS DETAINED IN POLICE CUSTODY. 31. SEIZURE OF MOTOR VEHICLE REGISTER: THIS BOOK IS KEPT AT POLICE STATIONS FOR THE PURPOSE OF RECORDING PARTICULARS OF ALL MOTOR VEHICLES SEIZED BY THE POLICE. N.B. AT MIDNIGHT ON THE 31ST OF MARCH EACH YEAR, ALL POLICE RECORDS WITH THE EXCEPTION OF THE STATION DIARY ARE CLOSED AND THE NUMBERING STARTS AGAIN AS OF THE 1ST OF APRIL.  RESPONSIBILITIES OF THE DIVISIONAL INSPECTOR  THE DIVISIONAL INSPECTOR WILL PERFORM STAFF FUNCTIONS ON BEHALF OF THE DIVISIONAL OFFICER IN AREAS RELATING TO PERSONNEL, TRANSFER, WELFARE AND DISCIPLINE, ETC. IN THE DIVISION. HE IS RESPONSIBLE TO THE DIVISIONAL OFFICER FOR THE SUPERVISION OF ALL OUT-STATIONS IN THE DIVISION AND IS REQUIRED TO VISIT THESE STATIONS BY DAY AND BY NIGHT AND GET AN ACCOUNT OF ALL PERSONNEL, INSPECT BUILDINGS, GOVERNMENT PROPERTY, STATION DIARIES AND OTHER RECORDS. HE IS RESPONSIBLE FOR THE DETAILING OF PERSONNEL TO HOLD IDENTIFICATION PARADES.  HE IS RESPONSIBLE TO THE DIVISIONAL OFFICER FOR THE SUPERVISION OF THE DIVISIONAL ARMORY, THE OVERALL RESPONSIBILITY FOR ALL ARMS AND AMMUNITION WITHIN THE DIVISION. ALSO THE DIVISIONAL STORES AND ISSUING OF ITEMS OF UNIFORM AND KEEPING OF THE STOCK BOOK.  THE DIVISIONAL INSPECTOR IS RESPONSIBLE FOR KEEPING THE OFFICER IN CHARGE INFORMED WITH ANY MAJOR OCCURRENCE IN THE POLICE DIVISION SUCH AS ACCIDENTS, FIRES, STRIKES, RIOTS AND CRIMES.  HE IS RESPONSIBLE FOR THE PROPER SUPERVISION AND DETAILING OF PERSONNEL FOR CIRCUIT COURTS HELD IN HIS DIVISION. HE IS RESPONSIBLE FOR DRAFTING OF OPERATIONAL ORDERS FOR THE DETAILING OF PERSONNEL FOR ALL DUTIES OF A SPECIAL NATURE SUCH AS RAIDS, ROAD BLOCKS AND NATIONAL EVENTS TAKING PLACE WITHIN THE DIVISION AND IS RESPONSIBLE FOR DETAILING OF PERSONNEL REQUIRED  RESPONSIBILITY OF SUB OFFICER IN CHARGE STATION  THE SUB-OFFICER IN CHARGE OF A STATION IS RESPONSIBLE TO THE DIVISIONAL INSPECTOR AND THE DIVISIONAL OFFICER AND IN CASE OF A ZONED AREA, TO THE OFFICER IN CHARGE OF THE ZONE FOR THE PROPER POLICING OF HIS POLICE DISTRICT. HE IS RESPONSIBLE FOR THE DISCIPLINE AND WELFARE OF ALL POLICE PERSONNEL UNDER HIS COMMAND; AND IS REQUIRED TO REPORT TO THE DIVISIONAL OFFICER ANY SERIOUS CRIME, ACCIDENT, DEMONSTRATION, RIOTS, FIRE AND SHOOTING BY POLICE, ETC.  HE IS RESPONSIBLE TO SEE THAT THE STATION AND COMPOUND AND ALL OTHER GOVERNMENT PROPERTIES AND EQUIPMENT ARE PROPERLY CLEANED AND HAVE THEM IN A PRESENTABLE STATE FOR INSPECTION BY 9.00 A.M. EACH DAY. HE IS RESPONSIBLE TO SEE THAT THE STATION AND ALL OTHER BUILDINGS ARE PROPERLY MAINTAINED AND TO PROMPTLY REPORT DEFECTS TO THE APPROPRIATE AUTHORITY; AND IS RESPONSIBLE TO KEEP A PROPER RECORD OF ALL EXHIBITS AND ARTICLES HANDED OVER AT THE STATION.  HE IS RESPONSIBLE TO SEE THAT ALL RECORDS AT THE STATION ARE PROPERLY KEPT. HE IS RESPONSIBLE TO CHECK THE STATION DIARY DAILY THEN CERTIFY AS TO THE CORRECTNESS OF THE ENTRIES AND TO SEE THAT ALL REPORTS AN' OCCURRENCES  HE IS DIRECTLY RESPONSIBLE TO THE DIVISIONAL OFFICER FOR ENSURING THAT OFFICIAL CORRESPONDENCE ARE DEALT WITH WITHOUT ANY UNDUE DELAY. THE SUB- OFFICER IN CHARGE OF THE STATION IS RESPONSIBLE TO SEE THAT AS FAR AS IS PRACTICABLE ALL CASES ARE SUBMITTED TO THE CLERK OF COURTS AT LEAST 24 HOURS BEFORE THE SITTING OF THE COURT. HE HAS THE OVERALL RESPONSIBILITIES TO SEE TO THE SAFE CUSTODY OF ALL PRISONERS; HE SHOULD THEREFORE PAY REGULAR VISITS TO THE LOCK-UPS IN ORDER TO SEE THAT THE 'DUTIES OF PERSONNEL IN CHARGE OF LOCK-UPS' ARE STRICTLY COMPLIED WITH.  HE IS RESPONSIBLE FOR ALL PROCESS COMING INTO HIS CUSTODY. HE IS TO SEE THAT THEY ARE APPROPRIATELY DEALT WITH AND RETURNS PROMPTLY PASSED ON TO THE COURTS OFFICE. THE SUB-OFFICER IN CHARGE OF THE STATION IS CHARGED WITH THE RESPONSIBILITY TO SEE TO THE PROPER SECURITY OF ALL ARMS AND AMMUNITION AT THE STATION AND SHOULD MAKE A PHYSICAL CHECK ON THEM DAILY TO ENSURE THAT THEY ARE IN GOOD WORKING ORDER AND ARE ACCOUNTED FOR. HE SHOULD ENSURE THAT ALL DIRECTIONS GOVERNING THE ISSUE AND USE OF ARMS AND AMMUNITION ARE STRICTLY COMPLIED WITH.  RESPONSIBILITIES OF DUTY SERGEANT  THE DUTY SERGEANT IS RESPONSIBLE TO THE DIVISIONAL OFFICER FOR THE SUPERVISION OF THE STATION, LOCK-UPS AND STATION COMPOUND DURING HIS TOUR OF DUTY. HE IS TO EXERCISE SUPERVISION OVER THE STATION OFFICER AND STATION GUARD, AND HE IS TO SEE THAT ALL DUTIES DETAILED ARE PROPERLY MANNED AND THAT AS FAR AS PRACTICABLE PERSONNEL ON DUTY ARE VISITED. HE IS TO VISIT THE CELLS AT REGULAR INTERVALS AND SEE THAT PERSONS ON DUTY ARE PERFORMING THEIR DUTIES EFFECTIVELY AND THAT AN FUNCTIONS GOVERNING PERSONNEL IN CHARGE OF LOCK-UPS ARE BEING COMPLIED WITH.  DUTY SERGEANT IS TO SEE THAT ALL REPORTS BROUGHT TO HIS KNOWLEDGE ARE GIVEN PROMPT ATTENTION, HE IS TO EXERCISE SUPERVISION OVER THE BAILING OF PRISONERS IN ORDER TO SEE THAT ALL REQUIREMENTS ARE SATISFIED BEFORE THE PRISONER IS RELEASED. AT THE END OF HIS TOUR OF DUTY HE IS TO BRING TO THE ATTENTION OF HIS RELIEF AND THE SUB-OFFICER IN CHARGE OF THE STATION ALL MATTERS OF IMPORTANCE COMING TO HIS ATTENTION DURING HIS TOUR OF DUTY.  RESPONSIBILITIES OF PERSONNEL IN CHARGE OF LOCK-UPS  PERSONNEL IN CHARGE' OF LOCK-UPS ARE CHARGED WITH THE RESPONSIBILITY FOR THE CLEANLINESS AND SECURITY OF THE CELLS AND THE SAFETY OF ALL PRISONERS IN CUSTODY. THE SENIOR PERSON IN CHARGE OF THE LOCK-UPS IS RESPONSIBLE FOR THE SAFE-KEEPING OF ALL KEYS. ON TAKING OVER DUTY, THEY SHOULD SEE THAT ALL CELLS AND PRISONERS ARE PHYSICALLY CHECKED IN ORDER TO ENSURE THAT THE CELLS ARE SECURED AND ALL PRISONERS ARE ACCOUNTED FOR.  ALL PRISONERS PROPERTY RECEIVED MUST BE LABELLED AND SHOULD BE CAREFULLY CHECKED WITH THE ENTRIES IN THE PRISONERS' PROPERTY BOOK, BY PERSONS TAKING OVER DUTY. EACH ENTRY SHOULD BE SIGNED BY THE PERSON RECORDING IT, AND SHOULD BE WITNESSED BY ANOTHER MEMBER OF THE FORCE. PRISONERS MUST BE VISITED AT LEAST ONCE IN EACH HOUR. IN THE CASE OF "DRUNKS", LUNATICS OR OTHER EXCEPTIONAL CASES, ONCE IN EACH HALF HOUR AND AT LEAST THREE TIMES EVERY HOUR BETWEEN 7 P.M. AND 5 A.M. EACH VISIT MUST BE RECORDED IN THE STATION DIARY. EXCEPT IN AN EMERGENCY, SUB-OFFICERS AND CONSTABLES WILL NOT OPEN CELLS OCCUPIED BY PRISONERS WHEN ALONE AND WITHOUT A BATON. KEYS FOR ALL CELLS MUST NOT BE LEFT CARELESSLY ABOUT.  SPECIAL ATTENTION MUST BE PAID TO LUNATICS AND THEIR DIETS AND THE INSTRUCTIONS OF THE MEDICAL OFFICER MUST BE STRICTLY COMPLIED WITH. PRISONERS MUST NOT BE ALLOWED TO LEAVE THE LOCK-UP FOR ANY UNAUTHORISED PURPOSE. PARTICULAR EMPHASIS SHOULD BE LAID ON PRISONERS WHO HAVE CONFESSED THEIR GUILT AND WHO STATE WHERE STOLEN PROPERTY IS HIDDEN. THEY SHOULD UNDER NO CIRCUMSTANCE BE TAKEN TO SHOW WHERE SUCH PROPERTY CAN BE LOCATED. PRISONERS MUST BE TREATED FAIRLY AND WITH DUE CONSIDERATION BUT FIRMLY.  STOLEN PROPERTY TAKEN FROM PRISONERS MUST BE LABELLED. E.G. A CHARGE OF LARCENY OF 20 COCONUTS; THESE SHOULD BE PLACED INTO A CONTAINER, BAG OR BASKET, AND A LABEL ATTACHED AS FOLLOWS:-  "REX. V. JAMES SMITH FOR LARCENY OF 20 DRIED COCONUTS PROPERTY OF ALICE HINES, OF GUYS HILL, 29.7.48". EXCEPT FOR SPECIAL REASONS CONVICTED AND UNCONVICTED PRISONERS SHOULD NEVER BE PLACED TOGETHER IN THE SAME CELL. IF IT SHOULD BE NECESSARY TO PUT THEM TOGETHER, AN ENTRY IN THE STATION DIARY OR CELL DIARY MUST BE MADE. AN EVEN NUMBER OF PRISONERS MUST NOT BE CONFINED IN ONE CELL (SUCH AS 2, 4, 6, 8, ETC.)EXCEPT IN UNAVOIDABLE CIRCUMSTANCES WHERE AN ENTRY MUST BE MADE IN THE CELL DIARY OR STATION DIARY.  PRISONERS MUST NOT BE CONVERSED WITH OR QUESTIONED IN CONNECTION WITH THE OFFENCE WITH WHICH THEY ARE CHARGED. JUDGES RULE 3B AND 4A SHOULD ALWAYS BE COMPLIED WITH IN CONNECTION WITH ANY QUESTIONING OR STATEMENT BY PRISONERS IN CUSTODY. INTOXICATING LIQUOR IS NOT ALLOWED TO ANY PRISONER. IF A PRISONER IS KNOWN TO BE IN POSSESSION OF ANY, IT MUST BE TAKEN FROM HIM. IT IS ONLY IN UNAVOIDABLE CIRCUMSTANCES THAT JUVENILES SHOULD BE PLACED IN LOCK- UPS AND AS FAR AS POSSIBLE, JUVENILE PRISONERS ARE NOT TO BE PLACED WITH ADULTS. JUVENILES SHOULD EITHER BE BAILED OR TRANSFERRED TO A PLACE OF SAFETY AS EARLY AS POSSIBLE. FEMALE PRISONERS MUST BE KEPT SEPARATE FROM MALE PRISONERS AND A FEMALE ATTENDANT EMPLOYED TO LOOK AFTER THEM.  IT IS THE DUTY OF PERSONNEL IN CHARGE OF LOCK-UPS TO SEE THAT ALL SICK PRISONERS IN CUSTODY, INCLUDING ALLEGED LUNATICS PROMPTLY RECEIVE MEDICAL ATTENTION AND THOSE THAT ARE NOT SERIOUS AND ARE FOUND ILL DURING THE NIGHT SHOULD BE REPORTED TO THE SUB-OFFICER TAKING OVER DUTY. A REPORT SHOULD ALSO BE MADE TO THE SUB-OFFICER IN CHARGE OF THE STATION. THE CELLS SHOULD BE WASHED AND DEODORIZED DAILY, AND ALL PRISONERS SHOULD BE GIVEN THE OPPORTUNITY OF HAVING A BATH AT LEAST TWICE PER WEEK. EFFORTS SHOULD BE MADE TO ASSIST ALL PRISONERS FOR WHOM BAIL IS OFFERED BY INFORMING PERSONS WHOM THEY WOULD LIKE TO BE THEIR SURETIES.  IN CASES OF MINOR OFFENCES, SPECIAL EFFORT SHOULD BE MADE IN ORDER TO SEE THAT PERSONS WHO ARE KNOWN OR CAN BE EASILY IDENTIFIED DO NOT REMAIN IN LOCK-UPS FOR UNDULY LONG PERIODS. IN SOME MINOR CASES, SUCH AS ROAD TRAFFIC BREACHES AND MINOR OFFENCES DEPENDING ON THE CIRCUMSTANCES SURROUNDING THE OFFENCE CONSIDERATION MAY BE GIVEN FOR THE OFFENDER TO BE BAILED IN HIS OR HER OWN SURETY INSTEAD OF BEING PLACED IN A LOCK-UP WITH HARDENED CRIMINALS. THE PERSON IN CHARGE OF LOCK-UPS SHOULD HAVE A THOROUGH UP-TO- DATE KNOWLEDGE OF THE CASES OF ALL PRISONERS IN CUSTODY AND IN RELATION TO THE OFFENCE, THE RECORDS SHOULD SHOW NATURE OF OFFENCE OR OFFENCES, DATE OF COURT, RESULT OF CASE, WHETHER FINED, SENTENCED, DISMISSED, BAIL GRANTED IN THE SUM OF………, REMANDED IN CUSTODY OR SENT TO AN INSTITUTION, ETC.  A VERY CAREFUL RECORD SHOULD BE KEPT OF ALL PERSONS BROUGHT TO THE STATION AS BEING DETAINED IN ORDER TO ENSURE THAT THEY DO NOT REMAIN UNDULY LONG IN POLICE CUSTODY WITHOUT CHARGES BEING PREFERRED AGAINST THEM. A SEPARATE RECORD SHOULD BE KEPT OF ALL DETAINED PERSONS WHICH SHOULD CLEARLY STATE NAME AND ADDRESS OF DETAINEE, DATE AND TIME BROUGHT TO STATION, CASE IN CONNECTION WITH WHICH DETAINED, POLICEMAN IN CASE AND STATION TO WHICH ATTACHED. N.B. WHEN PERSONS ARE DETAINED AND ARE NOT CHARGED FOR ANY OFFENCE, THE POLICEMAN IN THE CASE SHOULD BE CONTACTED WITH A VIEW OF EITHER CHARGING THE PERSON WITH AN OFFENCE OR RELEASING HIM FROM CUSTODY WITHIN 24 HOURS, PROMPT ATTENTION SHOULD BE GIVEN TO DEFECTS TO DOORS OF CELLS AND TO THE BUILDING IN GENERAL, THAT IS LIKELY TO CAUSE ESCAPE AND IMMEDIATE STEPS SHOULD BE TAKEN TO SEE THAT THEY ARE REPAIRED.  AT THE EXPIRATION OF HIS TOUR OF DUTY, THE PERSON IN CHARGE OF LOCKUPS SHOULD SUBMIT A REPORT TO THE SUB-OFFICER IN CHARGE OF THE STATION, THE CONTENTS OF WHICH SHOULD BE POINTED OUT TO HIS RELIEF SETTING OUT: - NUMBER OF PRISONERS IN CUSTODY, PRISONERS BROUGHT INTO CUSTODY DURING HIS TOUR OF DUTY, PRISONERS BAILED OR RELEASED DURING HIS TOUR OF DUTY, PRISONERS WHO REPORTED SICK OR DISCOVERED SICK DURING HIS TOUR OF DUTY AND ACTION TAKEN, EFFECTS OBSERVED TO BUILDING THAT IS LIKELY TO CAUSE ESCAPE, ANY OTHER IMPORTANT MATTER WHICH COMES TO HIS NOTICE. PERSONS IN CHARGE OF LOCK-UPS ARE TO SEE THAT APPROPRIATE DIETS ARE ORDERED FOR ALL PRISONERS IN CUSTODY, RECORDED IN THE APPROPRIATE REGISTERS AND THE PRISONERS ARE FED ON TIME. CLOTHING BROUGHT FOR PRISONERS IN CUSTODY SHOULD BE THOROUGHLY SEARCHED FOR ANY IMPLEMENT LIKELY TO CONTRIBUTE TO THE ESCAPE OF THE PRISONER OR WHICH HE COULD USE TO INJURE HIMSELF OR OTHERS.  FOOD BROUGHT FOR PRISONERS IN CUSTODY SHOULD BE CAREFULLY CHECKED AND IF THERE IS ANY SUSPICION, THE PERSON WHO BROUGHT IT SHOULD BE ASKED TO TASTE IT. ALL PRISONERS COMING INTO CUSTODY SHOULD BE THOROUGHLY SEARCHED AND RELIEVED OF ALL IMPLEMENTS, INCLUDING BELTS AND SHOE LACES WHICH ARE LIKELY TO BE USED BY THE PRISONER TO INJURE HIMSELF OR OTHERS. WHENEVER PRISONERS ARE BEING RELEASED FROM CUSTODY, ALL PROPERTY TAKEN FROM THEM SHOULD BE RETURNED. THE PRISONERS SHOULD SIGN FOR HIS PROPERTY, THE PERSON HANDING OVER THE PROPERTY SHOULD SIGN AND IT SHOULD BE WITNESSED BY ANOTHER MEMBER OF THE FORCE. PERSONS IN CHARGE LOCK-UPS SHOULD HAVE ALL PRISONERS IN CUSTODY FOR COURT READY ON TIME EACH COURT DAY. IT IS THE DUTY OF THE SUB- OFFICERS IN CHARGE OF LOCK-UPS TO EXERCISE SUPERVISION OVER ALL THE JUNIOR RANKS AND OTHER PERSONS WORKING UNDER THEIR COMMAND IN ORDER TO ENSURE THAT THEIR DUTIES ARE STRICTLY COMPLIED WITH.  RESPONSIBILITIES OF SUB-OFFICER IN CHARGE COURT  THE SUB-OFFICER IN CHARGE COURT HALF AN HOUR BEFORE THE SITTING OF THE COURT, SHOULD PARADE AND INSPECT HIS MEN TO SEE THAT THEY ARE PROPERLY DRESSED IN UNIFORM AND WELL EQUIPPED.  ALL PRISONERS IN CUSTODY WHO ARE FOR COURT SHOULD BE COLLECTED, THEN HE PROCEEDS TO THE COURT HOUSE WITH COURT PARTY AND PRISONERS.  EXHIBITS AND OTHER INSTRUMENTS OF ASSISTANCE TO THE COURT ARE ALSO HIS RESPONSIBILITY AND SHOULD BE PROPERLY LABELLED AND READY TO HAND IN.  HE MUST ENSURE THAT AN ADEQUATE NUMBER OF PERSONNEL ARE AVAILABLE AT HIS DISPOSAL FOR THE SECURITY AND SMOOTH RUNNING OF THE COURT.  IT IS THE DUTY OF THE SUB-OFFICER IN CHARGE COURT TO SEE THAT ORDER AND DISCIPLINE IS MAINTAINED THROUGHOUT THE PERIOD OF THE COURT. FIFTEEN MINUTES BEFORE THE OPENING OF THE COURT, THE SUB-OFFICER IN CHARGE, SHOULD HAVE THE COURT PARTY BRIEFED AND PLACED AT THEIR RESPECTIVE POSTS. THE NAMES OF PERSONS SUMMONED AS WITNESSES SHOULD BE CALLED IN ORDER TO ENSURE THAT THEY ARE PRESENT AT COURT.  HE SHOULD SEE THAT THE COURT BOOK AND OTHER RELEVANT RECORDS ARE IN ORDER AND AVAILABLE. RETURNS OF PROCESS AND BAIL BONDS FOR THE DAY'S COURT SHOULD BE AVAILABLE AND PROPERLY ENDORSED. ALL BAIL EXPIRES AT 10 O'CLOCK PRISONERS ON BAIL SHOULD BE TAKEN IN CUSTODY AND SEARCHED.  ON THE ARRIVAL OF THE PRESIDING MAGISTRATE, THE SUB-OFFICER IN CHARGE COURT SHOULD SEE THAT HE IS ESCORTED TO HIS CHAMBER. WHEN THE MAGISTRATE ENTERS THE COURT, THE SUB-OFFICER SHOULD FORTHWITH CALL UPON PERSONS IN COURT TO STAND AND AFTER THE MAGISTRATE TAKES HIS SEAT HE SHOULD ANNOUNCE THE PROCLAMATION OR DECLARE THE COURT RESUMED IN AN AUDIBLE TONE OF VOICE, THUS DECLARING THE COURT OPEN.  HE SHOULD ENSURE THAT PERFECT SILENCE IS MAINTAINED DURING THE PROCEEDINGS OF THE COURT. HE SHOULD ENSURE THAT THE COURTROOM IS NOT OVERCROWDED AND THAT NO UNAUTHORISED PERSON OR PERSONS ARE ALLOWED TO STAND IN COURT OR AT THE ENTRANCES TO THE COURT.  HE SHOULD ENSURE THAT UNAUTHORISED PERSONS ARE NOT PERMITTED TO SIT AT THE COURT TABLE OR ANY PLACE SET ASIDE FOR OFFICIALS, OR TO TALK TO PRISONERS IN COURT. WHENEVER THE SITUATION ARISES WHERE THE PRESIDING MAGISTRATE ORDERS THAT THE BOND BE ESCHEATED AGAINST AN ACCUSED PERSON WHO FAILS TO APPEAR IN COURT, IT IS THE DUTY OF THE SUB-OFFICER TO SEE THAT THE EXERCISE IS CARRIED OUT PROMPTLY.  THE SUB-OFFICER IN CHARGE COURT SHOULD COMPLY WITH ALL ORDERS ISSUED BY THE MAGISTRATE AND SHOULD ASSIST THE CLERK OF THE COURTS IN ANY MATTER THAT HE REQUESTS AND SHOULD RELAY THE NAMES OF WITNESSES AND PERSONS HAVING BUSINESS WITH THE COURT TO THE PERSONNEL DETAILED TO CALL NAMES. COURT FINES COLLECTED SHOULD BE PROPERLY RECORDED IN THE REGISTER PROVIDED AND AT THE END OF THE DAY'S PROCEEDINGS THE FINES SHOULD BE CHECKED WITH THE MAGISTRATE'S COURT SHEET THEN PAID OVER TO THE CLERK OF THE COURTS AND AN OFFICIAL RECEIPT OBTAINED.  THE SUB-OFFICER IN CHARGE OF COURT SHOULD HAVE CROWN WITNESSES EXPENSE FORMS PREPARED IN ORDER THAT ALL CROWN WITNESSES MAY RECEIVE THEIR PAYMENT FOR COURT ATTENDANCE. THE SUB-OFFICER IN CHARGE COURT SHOULD SEE TO IT THAT PRISONERS ARE SENT BACK TO THE STATION UNDER PROPER POLICE ESCORT AND THE PRISONERS REMAND REGISTER IS DULY WRITTEN UP AND SIGNED BY THE PRESIDING MAGISTRATE, IT IS THE DUTY OF THE SUB-OFFICER IN CHARGE COURT TO SEE THAT ALL PRISONERS IN HIS CUSTODY ARE FED ON TIME.  AT THE CONCLUSION OF THE DAY'S PROCEEDINGS THE SUB-OFFICER IN CHARGE COURT SHOULD ADJOURN THE COURT AS DIRECTED BY THE MAGISTRATE. HE SHOULD SEE TO IT THAT ALL EXHIBITS AND RELEVANT DOCUMENTS WITH REGARDS TO PRISONERS SUCH AS COMMITMENTS, ARE OBTAINED AND SECURED. HE SHOULD ALSO REPORT TO THE SUB-OFFICER IN CHARGE OR THE DIVISIONAL INSPECTOR ANY COMMENT OR COMMENTS MADE BY THE PRESIDING MAGISTRATE TOUCHING POLICE ACTION IN A CASE OR THE COURT IN GENERAL.  THE SUB-OFFICER IN CHARGE CIRCUIT COURT OR CORONERS COURT IN ADDITION TO THE ABOVE RESPONSIBILITIES, SHOULD GIVE THE NECESSARY ASSISTANCE TO THE REGISTRAR AND DEPUTY CORONER RESPECTIVELY, WITH REGARDS TO THE EMPANELING AND SWEARING OF JURORS AND THE SWEARING OF WITNESSES.  RESPONSIBILIITIES OF STATION OFFICER  THE STATION OFFICER IS RESPONSIBLE TO THE DUTY SERGEANT DIRECTLY IN CHARGE OF HIS TOUR OF DUTY AND THE SUB-OFFICER IN CHARGE OF THE STATION FOR SUPERVISING THE STATION GUARD AND THE SECURITY OF ALL GOVERNMENT PROPERTIES AT THE STATION.  HE IS ALSO RESPONSIBLE FOR THE SECURITY OF THE STATION COMPOUND DURING HIS TOUR OF DUTY AND SHOULD SEE TO THE SAFETY OF ALL KEYS. HE SHOULD SEE THAT ALL REPORTS AND COMPLAINTS ARE RECORDED IN THE STATION DIARY AND INVESTIGATED.  ON TAKING OVER DUTY HE SHOULD INSPECT THE STATION GUARD AND SEE THAT HE IS CLEAN AND PROPERLY DRESSED AND EQUIPPED BEFORE POSTING HIM ON DUTY. WHENEVER THE OCCASION SO DEMANDS.  HE IS RESPONSIBLE FOR THE SECURITY OF ALL PRISONERS IN CUSTODY AND SHOULD SUPERVISE THE LOCK-UPS. THE STATION OFFICER IS TO HAVE REPORTS OF A SERIOUS NATURE SUCH AS MURDER, SUDDEN DEATH, SERIOUS ACCIDENTS, UNEXPECTED MAJOR INCIDENTS, STRIKES, LABOUR DISPUTES, DEMONSTRATIONS, RIOTS AND FIRES, SHOOTING BY THE POLICE AND ANY OTHER UNUSUAL MATTER BROUGHT TO HIS ATTENTION, GIVEN HIS PERSONAL ATTENTION.  HE WILL TAKE APPROPRIATE ACTION AND IMMEDIATELY REPORT THE MATTER TO THE DUTY SERGEANT, THE SUB-OFFICER IN CHARGE OF THE STATION OR IF NECESSARY THE  THE STATION OFFICER IS TO SEE THAT ALL TELEPHONE CALLS ARE PROMPTLY AND COURTEOUSLY ATTENDED TO.  HE IS TO SUPERVISE THE RECEIPT, BAILING AND DISPATCH OF PRISONERS AND TO SEE THAT THE APPROPRIATE ENTRIES ARE RECORDED IN THE RELEVANT REGISTERS, THE STATION OFFICER IS CHARGED WITH THE RESPONSIBILITY OF SUPERVISING THE DISPATCH OF PERSONNEL FOR DUTY AND SHOULD ENSURE THAT THEY ARE DISPATCHED ON TIME. WHENEVER HE IS REQUIRED HE IS TO VISIT PERSONNEL ON DUTY.  FIREARMS AND AMMUNITION FALL UNDER THE DIRECT SUPERVISION OF THE STATION OFFICER WHO SHOULD ENSURE THAT PROPER RECORD IS KEPT OF ALL ARMS AND AMMUNITION ISSUED AND RECEIVED.  AT THE END OF HIS TOUR OF DUTY THE STATION OFFICER SHOULD INFORM HIS RELIEF OF ALL MATTERS OF IMPORTANCE OCCURRING DURING HIS TOUR OF DUTY AND SHOULD FORWARD A REPORT TO THE SUB-OFFICER IN CHARGE OF THE STATION. HE SHOULD ENSURE THAT ALL RECORDS ARE PROPERLY WRITTEN UP DURING HIS TOUR OF DUTY. HIS HANDING-OVER ENTRY IN THE DIARY SHOULD REFLECT THESE CONDITIONS.  RESPONSIBILITIES OF STATION GUARD  THE STATION GUARD DURING HIS TOUR OF DUTY IS RESPONSIBLE TO THE SUB-OFFICER IN CHARGE OF THE STATION OR THE STATION OFFICER FOR ALL GOVERNMENT PROPERTY AND THE SECURITY OF THE STATION COMPOUND.  HE SHALL REPORT FOR DUTY ON TIME AND MUST BE CLEAN AND PROPERLY DRESSED IN UNIFORM AND EQUIPPED.  HE IS RESPONSIBLE TO THE SUB-OFFICER IN CHARGE OF THE STATION OR THE STATION OFFICER FOR THE SECURITY OF ALL KEYS, AND SHOULD KEEP THEM ON HIS PERSON AT ALL TIMES.  HE SHOULD ENSURE THAT PERSONNEL FOR DUTY WHO ARE RESTING IN BARRACKS ARE AWAKENED ON TIME.  HE SHOULD ACCURATELY RECORD THE MOVEMENTS OF ALL PERSONNEL AT THE STATION GOING ON DUTY AND OTHERWISE, HE SHOULD RECORD ALL REPORTS IN THE STATION DIARY, TAKE STEPS TO HAVE THOSE THAT REQUIRE URGENT ATTENTION INVESTIGATED AND BROUGHT TO THE ATTENTION OF THE STATION OFFICER OR THE SUB-OFFICER IN CHARGE. IN THEIR ABSENCE, THE NEXT SENIOR PERSON AT THE STATION SHOULD BE INFORMED.  IT IS THE DUTY OF THE STATION GUARD TO PROMPTLY AND POLITELY ANSWER ALL TELEPHONE CALLS AND RADIO MESSAGES: AND CAUSE APPROPRIATE ACTION TO BE  IT IS THE DUTY OF THE STATION GUARD TO REPORT THE STATE OF THE STATION WITH REGARDS TO THE NUMBER OF PRISONERS IN CUSTODY, SERIOUS CRIMES, MOTOR VEHICLE ACCIDENTS, FIRES, SUDDEN DEATHS, LABOUR DISPUTES, DEMONSTRATIONS AND DISTURBANCES ETC., WHICH OCCURRED DURING THE PAST TWENTY-FOUR HOURS TO HIS DIVISIONAL INSPECTOR, DIVISIONAL OFFICER OR ANY OTHER OFFICERS VISITING THE STATION.  IT IS THE DUTY OF THE STATION GUARD TO GIVE THE NECESSARY ASSISTANCE TO MEMBERS OF THE PUBLIC SEEKING ADVICE OR MAKING REPORTS AND IN SO DOING TREAT THEM WITH COURTESY AND IMPARTIALITY REGARDLESS OF THEIR COLOUR, STATUS, RELIGIOUS BELIEFS OR POLITICAL AFFILIATION.  WHENEVER THE STATION GUARD IS IN CHARGE OF PRISONERS IN CUSTODY, HE SHOULD OBSERVE ALL THE DUTIES LAID DOWN GOVERNING PERSONNEL IN CHARGE LOCKUPS. THE STATION GUARD IS RESPONSIBLE TO THE STATION OFFICER OR THE SUB -OFFICER IN CHARGE OF THE STATION FOR THE SAFEKEEPING OF ALL ARMS AND AMMUNITION AT THE GUARD ROOM AND TO RECORD ACCURATELY IN THE STATION DIARY AND ALL OTHER RELEVANT RECORDS THE MOVEMENT OF ALL ARMS AND AMMUNITION.  POLICY AND PROCEDURES FOR RECORDS MANAGEMENT RECORDS FUNCTION A. IN POLICE ADMINISTRATION, RECORD KEEPING IS A PRIMARY MEANS OF COMMUNICATION AMONG THE MEMBERS OF THE DEPARTMENT AND HAS AS ITS PURPOSE THE INTEGRATION OF THE VARIOUS DEPARTMENTAL UNITS INTO ONE ADMINISTRATIVE ENTITY ACCOMPLISHING THE POLICE TASK. THE FORCE AND ITS AUXILIARIES ARE COMMITTED TO THIS PROCESS OF MAINTAINING PROPER RECORDS FOR ORGANIZATIONAL USE. THERE ARE A NUMBER OF RECORDS KEPT BY THE POLICE WHICH ARE USED FOR THE PURPOSE OF RECORDING MATTERS IN CONNECTION WITH POLICE DUTIES. THESE RECORDS SHALL BE KEPT COMPLETELY AND ACCURATELY; THEY SHALL BE INSPECTED, FOLLOWED UP, CLASSIFIED, INDEXED, WHERE NECESSARY AND FILED. B. TO FACILITATE A PROPER RECORDING SYSTEM AND ACCOUNTABILITY, THE FOLLOWING PROCEDURE SHALL BE FOLLOWED: 1. EACH REPORT AT THE STATION SHALL BE: A. RECORDED IN THE STATION DIARY B. THE NECESSARY ACTION TAKEN, AND 2. IT SHALL BE THE DUTY AND RESPONSIBILITY OF THE SUB-OFFICER IN CHARGE THE STATION OR IN HIS ABSENCE, THE SECOND IN CHARGE TO REVIEW THE ENTRIES RECORDED IN THE STATION DIARY TO ENSURE THAT:  THE REPORT WAS PROPERLY RECORDED;  THE NECESSARY ACTION WAS TAKEN;  THE ACTION TAKEN WAS CORRECT AND IN COMPLIANCE WITH ADMINISTRATIVE DIRECTIVES. 3. IT SHALL BE THE DUTY AND RESPONSIBILITY OF THE SUB-OFFICER IN CHARGE WHILE CARRYING OUT THESE DIRECTIVES TO ENSURE THE FOLLOWING:  THAT THE REPORT IS ASSIGNED TO AN INVESTIGATOR IF FOLLOW-UP INVESTIGATION IS REQUIRED;  THAT THE INVESTIGATOR ASSIGNED MAKES A THOROUGH INVESTIGATION AND SUBMITS REPORT AS SOON AS POSSIBLE. AN INVESTIGATION IS COMPLETE ONLY WHEN ANSWERS TO THE QUESTIONS "WHO, WHY, WHERE, WHEN, WHAT, AND HOW HAVE BEEN FOUND."  THAT THE COMPLAINANT IS KEPT ADVISED ON THE STATUS OF INVESTIGATIONS;  THAT WHENEVER AN INVESTIGATION IS COMPLETED A REPORT IS FORWARDED TO THE APPROPRIATE SECTION OF THE FORCE FOR INFORMATION AND DIRECTION WHERE  ESTABLISHMENT OF CENTRAL RECORDS SYSTEM RECORDS ARE MAINTAINED AT BOTH C.I.B. HEADQUARTERS AND DIVISIONAL LEVELS. A. THE FUNCTIONAL AND ADMINISTRATIVE CONTROL OF CRIME UNDER THE CRIMINAL INVESTIGATIVE BRANCH. THE BRANCH HAS NATIONAL RESPONSIBILITY. C.I.B. HEADQUARTERS SHALL INCLUDE THE VARIOUS AND SPECIALISTS SUPPORT SECTION AS UNDER:  CRIMINAL INVESTIGATION BRANCH (C.I.B.);  RECORDS AND IDENTIFICATION SECTION;  FINGERPRINTS BUREAU;  PHOTOGRAPHIC SECTION;  CRIMINAL RECORDS OFFICE (C.R.O.)  QUESTIONED DOCUMENT EXAMINATION SECTION; B. SOME RECORDS FACILITATE PREPARATION OF THE FORM C.I.B. 7 FOR PUBLICATION IN THE POLICE GAZETTE. THIS FORM MAKES PROVISION FOR DESCRIPTION OF PERSONS EITHER WANTED, IN CUSTODY OR MISSING. THE RECORDS ARE CATEGORIZED AS FOLLOWS: 1. RECORDS OF PERSONS CONVICTED - KEPT AT CRIMINAL RECORDS OFFICE WHICH HAS FULL RESPONSIBILITY FOR MAINTAINING: A. CONVICTION SHEETS, I.E. THE FORM C.I.B. 6 WHICH SHOWS THE FOLLOWING: I. THE CRIMINAL RECORDS OFFICE NUMBER; II. THE NUMBER OF CONVICTION IN NUMERICAL ORDER; III. THE NAME AND ALIASES OF THE CONVICT; IV. DATE; V. PLACE OF CONVICTION; VI. SENTENCED IMPOSED ETC. (THIS DOCUMENT ACCOMPANIES THE CONVICTED PERSON TO THE DESIGNATED PRISON AND IS RETURNED WITH A FORM C.I.B. 5 BY THE PRISONS AUTHORITY FOR FILING). B. C.I.B. 2 (1) I.E. THE FINGERPRINTS FORM BEARING FINGERPRINTS IMPRESSION OF A CONVICTED MALE OFFENDER; C. C.I.B. 2 (2) I.E. THE FINGERPRINTS FORM BEARING THE FINGERPRINTS IMPRESSIONS OF A CONVICTED FEMALE OFFENDER; D. FORM C.I.B. 4 ON WHICH SHALL BE RECORDED THE CRIMINAL RECORDS OFFICE NUMBER, NAME AND ALIASES OF THE OFFENDER(S) THE OFFENCE(S), SENTENCE IMPOSED AT WHICH COURT, DESCRIPTION OF THE OFFENDER MODUS OPERANDI AND OTHER DATA CONNECTED WITH THE CRIME AND THE CONVICT. E. FORM C.I.B. 6B - IN THE CASE OF A PERSON WITH NO PREVIOUS CONVICTION THIS FORM SHALL BE USED AND BE GIVEN A TEMPORARY NUMBER AND FINGERPRINT CLASSIFICATION. THE SENTENCE AND OTHER DATA SHALL THEN BE WRITTEN THEREON AND RETURNED TO THE CRIMINAL RECORDS OFFICE FOR FILING; F. C.I.B. 5 IS A FORM PREPARED BY THE PRISONS AUTHORITY WITH A PERSONAL DESCRIPTION OF THE CONVICT. IN CASE OF A PERSON MISSING OR WANTED (CATEGORY A - 2/A - 3) C.I.B. 7 IS PREPARED BY THE INVESTIGATOR AND FORWARDED TO THE CRIMINAL RECORDS OFFICE FOR PUBLICATION IN THE POLICE GAZETTE. THIS DOCUMENT SHOWS AMONG OTHER THINGS, THE DIVISION, STATION, CRIME BOOK NUMBERS, DIARY ENTRY NUMBER, A FULL DESCRIPTION OF THE OFFENDER OR WANTED PERSONS, PARTICULARS OF THE OFFENSE ETC. 2. RECORDS OF PERSONS WANTED - ALSO KEPT AT CRIMINAL RECORDS OFFICE. 3. RECORDS OF PERSONS MISSING - KEPT AT CRIMINAL INTELLIGENCE DIVISION. C. OTHER RECORDS FACILITATE THE PREPARATION OF FORM C.I.B. 8 WHICH IS USED FOR DESCRIBING ARTICLES LOST, STOLEN OR RECOVERED. THIS FORM IS USUALLY PREPARED BY THE INVESTIGATOR AND FORWARDED TO C.I.B. HEADQUARTERS WHERE THE INFORMATION IS GAZETTED AND PROPERLY FILED THESE RECORDS ARE: 1. RECORD OF PROPERTY STOLEN; 2. RECORD OF PROPERTY RECOVERED; 3. RECORD OF PROPERTY LOST. D. THE CENTRAL FIREARM REGISTRY OF C.I.B. HEADQUARTERS RECORDS ALL LICENSED FIREARMS AND THEIR OWNERS LISTED BY: 1. NAME IN ALPHABETICAL ORDER AND THEIR ADDRESSES 2. FIREARMS CALIBER AND SERIAL NUMBER 3. PERSONNEL RECORDS (SEE PROCEDURES ON CAREER DEVELOPMENT) C. THE FOLLOWING PROCEDURES SHALL BE FOLLOWED WHEN UTILIZING STATION REGISTER: 1. WHENEVER AN INVESTIGATOR IS CONDUCTING ON SCENE OR FOLLOW-UP INVESTIGATIONS HE/SHE SHALL MAKE FULL USE OF POCKET BOOK OR ANY OTHER WRITING MATERIAL, E.G. CLIP OR NOTE PAD, DIARY TO RECORD ALL THE INFORMATION GATHERED DURING SUCH ACTIVITY; 2. ON RETURNING TO THE STATION, AS SOON AS PRACTICABLE THE INVESTIGATOR SHALL CAREFULLY RECORD AN ENTRY IN THE STATION DIARY FROM THE NOTES GATHERED OUTLINING THE NATURE OF THE INVESTIGATION, ACTION TAKEN, ETC. 3. DURING AN INVESTIGATION IF AN ARREST IS EFFECTED, THE FOLLOWING STATION REGISTER SHALL BE UTILIZED: A. STATION DIARY; B. CHARGE AND PRISONERS' PROPERTY BOOK; 4. ALL OTHER STATION REGISTERS RELEVANT TO THE INVESTIGATION SHALL BE COMPLETELY WRITTEN UP WITH THE APPROPRIATE INFORMATION FROM FIELD REPORT INVESTIGATION NOTES, E.G. OFFENCE REGISTER FOR SCHEDULE 'B' OFFENCES, CRIME BOOK FOR SCHEDULE 'A' OFFENCES, ETC. 5. ALL ENTRIES SHALL BE CROSS REFERENCED; 6. THE ORIGINAL FIELD NOTES SHALL NOT BE DESTROYED BUT SECURED IN A SAFE PLACE BY THE INVESTIGATOR FOR FUTURE USE WHERE NECESSARY AND/OR IN COURT; 7. WHERE AN INVESTIGATION REQUIRES THE INVESTIGATOR TO SUBMIT A SUPPLEMENT REPORT, SAME SHALL BE WRITTEN AND SUBMITTED THROUGH THE PROPER CHANNEL AS SOON AS PRACTICABLE BY THE INVESTIGATOR. D. TO FACILITATE A PROPER NUMBERING SYSTEM FOR EACH CASE/REPORT, THE FOLLOWING PROCEDURE SHALL BE FOLLOWED: 1. THE DATE OF THE MONTH SHALL BE CHANGED AT 12 MID-NIGHT EACH DAY IN THE STATION DIARY AND THE NUMBERING OF ENTRIES SHALL START FROM NUMBER ONE (1) OF THE SUCCEEDING DAY; 2. EACH REPORT RECEIVED BY THE POLICE SHALL BE RECORDED IN THE STATION DIARY. THIS DIARY ENTRY NUMBER SHALL BE THE NUMBER FOR THAT PARTICULAR REPORT; 3. WHERE A CRIME IS RECORDED IN THE STATION DIARY AND IN THE CRIME BOOK AT ANY POLICE STATION THE ENTRY NUMBER IN THE CRIME BOOK, E.G. 180/90, SHALL BE THE CASE NUMBER FOR THE PURPOSE OF THE CRIMINAL INVESTIGATION BRANCH (C.I.B.) RECORDS. THIS NUMBER SHALL BE CROSS REFERENCED IN BOTH STATION REGISTERS FOR EASY REFERENCE; 4. IN ALL OTHER STATION REGISTERS UTILIZED IN THE CASE OR REPORT, THE ENTRY NUMBER SHALL BE CROSS REFERENCED, E.G. EXHIBIT REGISTER, GENERAL PROPERTY BOOK, ETC.; 5. THE MESSAGE ACTION DIARY (MESSAGE SHEET) USED AT THE POLICE CONTROL CENTRE SHALL BE NUMBERED IN SIMILAR FASHION AS THE STATION DIARY. A NEW NUMBERING CYCLE SHALL BEGIN AT 12 MID-NIGHT EACH DAY. 6. EACH MESSAGE OR REPORT RECEIVED SHALL BE GIVEN A SEPARATE NUMBER; 7. IF MORE THAN ONE PERSON REPORTS AN INCIDENT AT THE POLICE STATION OR TO POLICE CONTROL, ONE DIARY ENTRY SHALL BE RECORDED AND ONE NUMBER SHALL BE USED AT POLICE CONTROL RESPECTIVELY. 8. NO NUMBER SHALL BE OMITTED OR DUPLICATED.  ALL POLICE RECORDS ARE CLASSIFIED AND SHALL BE LOCKED AWAY AT ALL TIMES. FILES AND RECORDS ARE KEPT INDEFINITELY AND MAY BE RETRIEVED AT ANY GIVEN TIME UPON NEED. DESTRUCTION CAN ONLY BE DONE IN ACCORDANCE WITH AUTHORITY OF THE PERMANENT SECRETARY, MINISTRY OF NATIONAL SECURITY.  NO UNAUTHORIZED PERSON SHALL BE ALLOWED TO RETRIEVE OR HANDLE POLICE RECORDS. F. TO ENSURE AN EFFICIENT POLICE SERVICE AND ENCOURAGE A COMPREHENSIVE REPORTING SYSTEM THE FOLLOWING PROCEDURE SHALL BE ADOPTED IN THE UNDERMENTIONED AREAS: 1. CITIZENS REPORTS OF CRIMES: EVERY CITIZEN WHETHER A WITNESS TO, OR A VICTIM OF CRIME HAS THE RIGHT AND OR THE RESPONSIBILITY TO REPORT ANY INCIDENT OF CRIME TO THE POLICE. A. THE FIRST POLICE PERSON TO WHOM THE REPORT IS MADE SHALL TAKE THE FOLLOWING ACTION:  TAKE AND RECORD THE REPORT IN THE STATION DIARY;  INFORM THE IMMEDIATE SUPERVISOR AND OR THE SUB-OFFICER IN CHARGE THE STATION.  IF A SERIOUS CRIME IS COMMITTED WITH THE USE OF A MOTOR VEHICLE, GET ALL THE NECESSARY INFORMATION AND PASS ON SAME TO POLICE CONTROL WHO SHALL INFORM ALL OPERATIONAL UNITS. B. IT SHALL BE THE RESPONSIBILITY OF THE SUPERVISOR OR THE SUB-OFFICER IN CHARGE STATION TO DISPATCH SOMEONE TO CARRY OUT PRELIMINARY INVESTIGATION AS APPROPRIATE. ON COMPLETION OF THIS INVESTIGATION A REPORT IS SUBMITTED AND THE RELEVANT INFORMATION ENTERED IN THE APPROPRIATE REGISTERS. THE APPROPRIATE C.I.B. FORMS SHALL BE COMPLETED AND FORWARDED TO C.I.B. HEADQUARTERS. C. IF IT BECOMES NECESSARY TO CONDUCT FOLLOW-UP INVESTIGATION IT SHALL BE THE RESPONSIBILITY OF THE SUB-OFFICER IN CHARGE CRIME FOR THE STATION TO ASSIGN AN INVESTIGATOR ACCORDINGLY.  CITIZENS COMPLAINTS: A. IN ALL POLICE DISTRICTS THE CITIZENS GO TO THE POLICE WITH VARIOUS COMPLAINTS. SOME OF THESE COMPLAINTS ARE CIVIL MATTERS, I.E. THERE IS NO NEED FOR POLICE INTERVENTION, AND THE COMPLAINANT MAY INITIATE HIS/HER OWN ACTION IN THE CIVIL COURT ON THE ADVICE OF THE POLICE. HOWEVER, THE POLICE PLAY A VITAL ROLE IN DEALING WITH MATTERS OF THIS NATURE THUS PREVENTING CITIZENS FROM TAKING THE LAW IN THEIR OWN HANDS AND COMMITTING SERIOUS CRIMES. B. THE FOLLOWING PROCEDURE SHALL BE FOLLOWED WHEN DEALING WITH COMPLAINTS OF THIS NATURE: I. THE ROLE OF THE SUPERVISOR IS TO GET THE JOB DONE IN A SATISFACTORY MANNER THAT MEETS THE OBJECTIVES OF THE POLICE DEPARTMENT. IN POLICE ADMINISTRATION IN GENERAL AND STATION MANAGEMENT IN PARTICULAR THE SUB-OFFICER IN CHARGE OF THE STATION HAS FULL RESPONSIBILITY FOR THE PROPER POLICING OF HIS POLICE DISTRICT. IT SHALL BE HIS DUTY AND RESPONSIBILITY TO:  CHECK THE STATION DIARY DAILY THEN CERTIFY TO THE CORRECTNESS OF THE ENTRIES;  SEE THAT ALL REPORTS AND OCCURRENCES ARE PROPERLY RECORDED, APPROPRIATELY DEALT WITH AND WHERE FAULTS OR OMISSIONS ARE DETECTED GIVE THE NECESSARY DIRECTIVES TO ENSURE THAT PROPER ACTION IS TAKEN. II. A RECORD SHALL BE KEPT FROM THE INCEPTION OF A COMPLAINT TO ENSURE THE PROPER DISPOSITION OF THE MATTER THROUGH FOLLOW-UP CONTROLS. III. WHENEVER A CITIZEN ATTENDS THE STATION AND LODGES A COMPLAINT, THE INFORMATION SHALL BE TAKEN BY THE STATION GUARD AND RECORDED IN THE STATION DIARY. IV. THE STATION GUARD AND OR STATION OFFICER OR A MEMBER DETAILED FOR THE PURPOSE SHALL ENQUIRE INTO THE COMPLAINTS, VISIT INCIDENTS SCENE, GIVE ADVICE WHERE NECESSARY AND TAKE OTHER APPROPRIATE ACTION AS THE INCIDENT DICTATES. V. IF THE COMPLAINANT IS FROM ADJOINING POLICE DISTRICT, THE STATION GUARD SHALL TAKE AND RECORD THE COMPLAINT, ADVISE THE COMPLAINANT WHERE NECESSARY THEN COMMUNICATE BY APPROPRIATE MEANS WITH THE STATION RESPONSIBLE, INFORMING THEM OF THE COMPLAINT, ACTION ALREADY TAKEN AND THE NECESSARY FOLLOW-UP ACTION THAT NEEDS TO BE TAKEN. NO CITIZEN SHALL BE TURNED AWAY ON ANY ACCOUNT FROM THE STATION UNDER THE PRETEXT THAT THE INCIDENT OCCURRED IN ANOTHER POLICE DISTRICT AND OUGHT TO BE REPORTED TO THE STATION CONCERNED. VI. HE SHALL INSPECT ALL STATION REGISTERS ON A WEEKLY BASIS TO ENSURE THAT ALL THE COLUMNS ARE COMPLETELY WRITTEN UP WITH NECESSARY INFORMATION. VII. WHERE A SUPPLEMENTAL IS ATTACHED TO THE FIELD REPORT, THE STATION SUB-OFFICER SHALL PERUSE SUCH REPORT FOR OMISSION OF IMPORTANT FACTS IN ADDITION TO ENSURING THAT THE ASSIGNMENT IS SATISFACTORILY COMPLETED. C. THE ASSISTANT COMMISSIONER – INSPECTION BRANCH SHALL CAUSE TO BE CONDUCTED: I. AN ANNUAL AUDIT OR PERIODIC INSPECTIONS OF ALL PHASES OF THE RECORDING AND REPORTING PROCESS IN EACH DIVISION; II. EVALUATE THE REPORTING AND RECORDING ACTIVITIES TO DETECT DISCREPANCIES, INITIATE CORRECTIVE ACTION AND OR INSTITUTE CHANGE TO MEET THE OBJECTIVES OF THE FORCE'S POLICY. 3. POLICE CONTROL CENTRE A. A MEMBER IS DISPATCHED: WHEN A CITIZEN REQUEST THE SERVICE OF THE POLICE THROUGH THE POLICE EMERGENCY 119, THE WIRELESS OPERATOR RECEIVING THE REQUEST AT POLICE CONTROL SHALL RECORD THE REQUEST ON A MESSAGE ACTION DIARY FORM (MESSAGE SHEETS) WITH THE FOLLOWING INFORMATION: I. MESSAGE NUMBER; II. NAME AND ADDRESS OF CALLER; III. TELEPHONE NUMBER IF ANY; IV. DATE AND TIME CALL WAS RECEIVED; V. THE WIRELESS OPERATOR'S REGULATION NUMBER/RANK; B. ON COMPLETION OF THE PROCEDURE THE MESSAGE ACTION DIARY SHALL BE HANDED PROMPTLY TO THE DISPATCHING SUB-OFFICER; C. THE DISPATCHING SUB-OFFICER SHALL DISPATCH A UNIT AS SOON AS PRACTICABLE AND RECORD THE FOLLOWING IN CONTROL LOG AND ON THE MESSAGE ACTION DIARY; I. THE CALL SIGN OF THE UNIT DISPATCHED; II. THE TIME UNIT WAS DISPATCHED; III. THE LOCATION OF UNIT ON RECEIPT OF ASSIGNMENT; IV. THE UNIT'S TIME OF ARRIVAL AT ASSIGNMENT; V. THE UNIT'S TIME OF COMPLETION OF THE ASSIGNMENT. 6. INCIDENT INVOLVING ARRESTS, REPORTING OFFENCES OR SUMMONSES WHEN THE POLICE EFFECT AN ARREST FOR CRIME OR OFFENCE, THIS APPREHENSION IMPOSES ADDITIONAL DUTIES, THE PERFORMANCE OF WHICH IS FACILITATED BY A SYSTEM OF RECORDS RELATIVE TO THE PERSON ARRESTED. THE FOLLOWING INFORMATION SHALL BE ENTERED IN THE STATION DIARY WHEN AN ARREST IS MADE: A. THE FULL NAME, AGE, SEX, OCCUPATION AND ADDRESS OF PERSON ARRESTED; B. THE DATE AND TIME OF ARREST; C. THE PLACE OF ARREST; D. WHERE OFFENCE WAS COMMITTED; E. THE CHARGE MADE AGAINST THE OFFENDER; F. HOW OFFENCE WAS COMMITTED, WHAT VEHICLE IF ANY INVOLVED (REGISTRATION NUMBER) G. NUMBER, RANK AND NAME OF PERSON MAKING ARREST; H. PHYSICAL CONDITION OF PRISONER (VISIBLE MARK(S)); I. COURT APPEARANCE DATE. THIS INFORMATION SHALL ALSO BE REFLECTED IN THE CHARGE AND PRISONERS' 7. REPORTS OF OFFENCES OF SUMMONS WHERE A PERSON COMMITS AN OFFENCE AND AN ARREST IS NOT CONTEMPLATED, THE POLICE MAY PROSECUTE THE OFFENDER. THE PROCEDURE TO FOLLOW SHALL BE:  RECORD THE FULL NAME, AGE, SEX, OCCUPATION AND POSTAL ADDRESS OF THE OFFENDERS;  THE DATE AND TIME THE OFFENCE WAS COMMITTED;  THE PLACE WHERE THE OFFENCE WAS COMMITTED;  THE OFFENDER SHALL BE INFORMED OF THE CHARGE AND WARNED FOR PROSECUTION FOR THE SAID OFFENCES;  THE RECORDS TO BE COMPLETED IN THIS REGARDS ARE:  The Station Diary  The appropriate Crime Book/Offence Register/Traffic Offence Register;  Exhibit Register when and where appropriate to the case.  DISTRIBUTION AND ACCOUNTING OF REPORTS A. THE FORCE MAKES PROVISION FOR DISTRIBUTION OF REPORTS AND RECORDS BOTH INTERNALLY AND EXTERNALLY. REPORTS AND RECORDS ARE DISTRIBUTED AS FOLLOWS:  ORGANIZATIONAL COMPONENTS AND OTHER PERSON(S) IN THE ORGANIZATION FOR FOLLOW UP ACTIONS;  INDIVIDUALS;  MEDIA REPRESENTATIVE. E. TO ENSURE PROPER ACCOUNTABILITY OF REPORTS, AND CORRESPONDENCE, THE FOLLOWING PROCEDURE SHALL BE FOLLOWED:  REPORTS IDENTIFIED FOR FOLLOW-UP INVESTIGATION SHALL BE NUMBERED AND RECORDED IN THE INWARD AND OUTWARD CORRESPONDENCE REGISTER WITH THE DATE, TIME AND TO WHOM/WHERE DISPATCHED FOR FOLLOW-UP;  THE COMMANDING OFFICER OR SUB-OFFICER OF THE SPECIALIZED UNIT ON RECEIPT OF SUCH REPORT SHALL HAVE SAME RECORDED IN THE CORRESPONDENCE REGISTER;  IT SHALL BE THE RESPONSIBILITY OF THE OFFICER OR SUB-OFFICER IN CHARGE TO MAINTAIN ORIGINAL RECORD OF THE REPORT DEPENDING ON ITS CLASSIFICATION WHEN ASSIGNING AN INVESTIGATOR;  WHEN ASSIGNED, THE INVESTIGATOR SHALL BE GIVEN A SPECIFIED TIME TO SUBMIT FOLLOW- UP REPORT;  PRIVACY AND SECURITY - REVIEW AND AUDITING A. THE CENTRAL RECORDS FUNCTION IS A CONFIDENTIAL SOURCE OF INFORMATION OF THE FORCE. ALL RECORDS MAINTAINED IN THIS SECTION ARE CLASSIFIED. B. TO MAINTAIN PRIVACY AND SECURITY OF THE RECORDS FUNCTION, THE FOLLOWING PROCEDURE SHALL BE FOLLOWED:  ALL FILES/RECORDS SHALL BE SECURELY LOCKED AWAY IN A STRONG ROOM;  THE STATUS OF THESE RECORDS SHALL REMAIN HIGHLY CONFIDENTIAL, AND ONLY AUTHORIZED PERSONNEL SHALL HAVE ACCESS TO THEM THROUGH THE SUPERINTENDENT IN CHARGE;  REQUEST FOR INFORMATION IN THE CENTRAL RECORDS FUNCTION SHALL BE ON A "NEED TO KNOW" BASIS; SUCH REQUEST MAY BE VERBAL OR WRITTEN AND AT ALL TIMES CHANNELED THROUGH THE OFFICER IN CHARGE OR HIS ASSISTANT.  RECORD OF WANTED PERSONS  WHENEVER A PERSON IS ARRESTED AND CHARGED WITH A CRIMINAL OFFENCE, HE/SHE IS PLACED BEFORE A COURT OF LAW AS SOON AS PRACTICABLE;  WHEN HE/SHE APPEARS IN COURT, THE COURT THEN MAKES AN ORDER FOR TAKING HIS/HER FINGERPRINTS ON REQUEST OF THE POLICE;  THE POLICE MAY TAKE THE FINGERPRINTS OF A PERSON ARRESTED BEFORE APPEARANCE IN COURT ONLY IF THIS PERSON FREELY GIVES CONSENT BY SIGNING THE APPROPRIATE C.I.B. FORM ON WHICH THE FINGERPRINTS IMPRESSIONS WILL BE TAKEN;  IF THE PERSON ARRESTED IS MALE, FORM C.I.B. 2-1 IS USED TO RECORD THE FINGERPRINT IMPRESSIONS AND IF A FEMALE, FORM C.I.B. 2-2 IS USED;  FORM C.I.B. 11 WHICH IS A DESCRIPTIVE FORM ACCOMPANIES FORM C.I.B. 2-1 OR C.I.B. 2 -2 TO THE FINGERPRINT BUREAU FOR SEARCH BEFORE TRIAL;  WHERE A PERSON WITH NO PREVIOUS CONVICTION IS CONVICTED FOR A CRIME, FORM C.I.B. 6 IS USED AND GIVEN A TEMPORARY NUMBER AND FINGERPRINT CLASSIFICATION.  ARREST RECORDS A. THE PROCESS OF ASSIGNING A NUMBER TO EACH PERSON ARRESTED IS IMPORTANT IN THE FORCE'S RECORD KEEPING FUNCTIONS. IT ENABLES THE POLICE TO MAINTAIN ACCURATE INFORMATION ON PERSONS CONVICTED FOR CRIMES COMMITTED AS FOLLOWS: 1. ONCE A PERSON IS ARRESTED FOR A CRIMINAL OFFENCE HIS/HER PRINTS SHALL BE TAKEN WITH THE CONSENT OF THE OFFENDER WHO MUST SIGN AND DATE THE FORM INDICATING HIS CONSENT OR BY ORDER OF THE COURT UPON A POLICE REQUEST; 2. THE FINGERPRINT IMPRESSIONS AND OTHER DATA RECORDED ON FORM C.I.B. 11 CONCERNING THE PERSON ARRESTED SHALL BE SENT TO CRIMINAL RECORDS OFFICE FOR A SEARCH TO BE CONDUCTED BEFORE TRIAL; 3. WHEN THE PRINT FORM REACHES THE CRIMINAL RECORDS OFFICE, IT SHALL BE GIVEN A TEMPORARY NUMBER PENDING THE OUTCOME OF THE CASE BEFORE THE COURT; 4. IF THE PERSON IS CONVICTED, THE RELEVANT FORMS C.I.B. 2-1 OR 2-2, 4, AND 12 SHALL BE SENT TO CRIMINAL RECORDS OFFICE WHERE CONVICTION AND OTHER DATA ARE RECORDED AND GIVEN A PERMANENT NUMBER; 5. TO FACILITATE THE RECORDING OF ARREST, INFORMATION, AND THE PREPARATION OF AN ACCURATE REPORT, THE FOLLOWING INFORMATION SHALL BE RECORDED IN APPROPRIATE REGISTER: A. NAME INCLUDING ALIASES OF OFFENDER; B. AGE AND OCCUPATION; C. ADDRESS/WITH WHOM LIVING/AT WHICH ADDRESS; D. BY WHOM EMPLOYED AND EMPLOYER'S ADDRESS; E. NATURE OF CHARGE; F. WHERE AND HOW COMMITTED; G. DATE AND TIME COMMITTED; H. NAME AND ADDRESS OF COMPLAINANT IF ANY; I. NAME AND RANK OF INVESTIGATOR; J. ANY OTHER INFORMATION RELEVANT TO THE INVESTIGATION.  RECORDS INDEXING A. IT SHALL BE THE RESPONSIBILITY OF THE OFFICERS IN CHARGE OF DIVISIONS TO : 1. MAINTAIN AN INDEX OF INCIDENTS OCCURRING IN THEIR DIVISION BOTH BY TYPE AND LOCATION; 2. EVALUATE EVERY THREE (3) MONTHS THE NUMBER OF INCIDENTS BY STATION TO DETERMINE CASE LOAD RELATIVE TO APPROPRIATE MANPOWER TO MEET THAT CASE LOAD. 3. MAINTAIN AN INDEX OF MAJOR CRIMES REPORTED, I.E. MURDER, RAPE, ROBBERY, BREAKING, ASSAULTS (SHOOTING, ETC.) ARSON AND MAJOR CASES OF LARCENY. B. AS PART OF ITS RECORD KEEPING FUNCTION THE CRIMINAL INTELLIGENCE DIVISION MAINTAINS IN ALPHABETICAL ORDER A MASTER NAME INDEX ON PERSONS IDENTIFIED IN MATTERS UNDER POLICE INVESTIGATION USING THE FOLLOWING METHODS: 1. NAME CARDS: A NAME IS USED IN THE PRELIMINARY STAGE TO RECORD THE FOLLOWING INFORMATION ON PERSON IDENTIFIED:  NAME INCLUDING ALIASES AND ADDRESS;  AGE, OCCUPATION AND DESCRIPTION;  DATE THIS PERSON CAME TO POLICE NOTICE;  BRIEF REPORT OF HIS ACTIVITIES;  NAME AND ADDRESS OF ASSOCIATE;  A NAME CARD IS ALSO MAINTAINED ON ASSOCIATES AS SOON AS THEY COME TO POLICE NOTICE. 2. MAIN CARD: A MAIN CARD IS INTRODUCED WHEN THE NAME IS EXHAUSTED WITH INFORMATION. THE NAME CARD REFERS TO THE MAIN CARD BY CROSS REFERENCING BOTH. THIS MAIN CARD CONTAINS THE SAME PARTICULARS AS NAME CARD, ADDITIONAL INFORMATION IS RECORDED AS SOON AS IT IS KNOWN. C. INCLUSION OF NAMES IN MASTER NAME INDEX WHEN THE MAIN CARD IS EXHAUSTED WITH INFORMATION A MAIN FILE SHALL BE INTRODUCED: 1. REFERENCE NUMBERS FOR NAME AND MAIN CARD; 2. NAMES AND ADDRESSES OF SUSPECTS AND PERSONS ARRESTED; 3. NAMES OF VICTIMS/COMPLAINANT ETC. 4. AT DIVISIONAL LEVEL, THE NAME OF VICTIMS, COMPLAINANT, SUSPECTS, PERSONS ARRESTED AND WITNESS SHALL BE MAINTAINED FOR REFERENCE AND OTHER DEPARTMENTAL USE WHERE NECESSARY.  RECORDS RETENTION, AVAILABILITY AND EXPUNGEMENT A. THE FORCE RETAINS ITS RECORDS FOR THE FOLLOWING PURPOSES:  TO PROVIDE ANALYSIS AND STATISTICAL INFORMATION;  REFERENCE MATERIAL IN RESEARCH AND INVESTIGATION OF CASES. B. TO FACILITATE THESE PURPOSES THE FOLLOWING PROCEDURES SHALL BE ADOPTED: 1. ALL FILES/RECORDS SHALL BE KEPT INDEFINITELY IN A SECURE FASHION; 2. IN RESPECT OF THE CRIMINAL INTELLIGENCE DIVISION, ON OR BEFORE MARCH 1, OF EACH YEAR, THE OFFICER IN CHARGE, IN CONSULTATION WITH HIS/HER STAFF SHALL EVALUATE WHAT RECORDS ARE BEING MAINTAINED. HE/SHE SHALL THEN EVALUATE WHICH RECORDS IF ANY, MAY BE PURGED DUE TO BEING OUT OF DATE AND NO LONGER OF ANY VALUE;  EXPUNGEMENT OR SPENT CONVICTION THIS MEANS THE COMPLETE REMOVAL OF A SPENT CONVICTION FROM THE RECORDS KEPT BY THE CRIMINAL RECORDS OFFICE. BEFORE THIS CAN BE INITIATED AN "ADDITIONAL REHABILITATION PERIOD“ TO THAT REQUIRED FOR A SPENT CONVICTION MUST BE SERVED. SECTION 18 OF THE ACT PROVIDES FOR THE ESTABLISHMENT OF A BOARD CRIMINAL RECORDS (REHABILITATION OF OFFENDERS) BOARD. THE FUNCTION OF THE BOARD ARE:  TO RECEIVE  CONSIDER  GRANT OR  REJECT APPLICATION FOR THE EXPUNGEMENT OF SPENT CONVICTIONS.  FINANCIAL MANAGEMENT THE ACCOUNTABILITY FOR FUNDS REQUIRES THE HIGHEST INTEGRITY. TO ENHANCE SECURITY OF AND ACCOUNTABILITY FOR MONIES RECEIVED INTO THE FORCE THE FOLLOWING PROCEDURES SHALL BE FOLLOWED: A. DESIGNATION OF PERSON PERMITTED TO RECEIVE MONEY IT SHALL BE THE RESPONSIBILITY OF OFFICERS IN CHARGE WHO HAVE CONTROL OF FUNDS TO DESIGNATE THE APPROPRIATE PERSONNEL WITH THE RESPONSIBILITY TO RECEIVE FUNDS IN THE FOLLOWING AREAS: 1. GENERAL OFFICE: THE SUB-OFFICER IN CHARGE OF THE GENERAL OFFICE SHALL HAVE DIRECT RESPONSIBILITY OVER ALL FUNDS COMING INTO THE DIVISIONAL OFFICE; 2. PROCESS: THE SUB-OFFICER IN CHARGE PROCESS SHALL BE RESPONSIBLE FOR ALL PROCESS INVOLVING THE COLLECTION OF MONEY, E.G. COMMITMENTS, DISTRINGAS AND COPIAS (D&C), AND ARREST/DISTRESS WARRANTS; 3. COURTS: THE COURT SUB-OFFICER SHALL BE RESPONSIBLE FOR ALL COURT FINES COLLECTED ON A DAILY BASIS.  RECEIPT PROCEDURES 1. IT SHALL BE THE RESPONSIBILITY OF THE SUB-OFFICER IN CHARGE GENERAL OFFICE TO MAKE FULL USE OF VALUE BOOK IN THE RECORDING OF ALL MONIES RECEIVED; 2. THE SUB-OFFICER IN CHARGE PROCESS SHALL BE GUIDED BY THE PROCEDURES OUTLINED IN FORCE ORDERS 2232 DATED 15.3.90 ON COMMITMENTS. 3. THE COURT SUB-OFFICER SHALL ENSURE THAT ALL COURT FINES COLLECTED ARE PROPERLY RECORDED IN THE COST AND FINE REGISTER FOR EACH COURT SHOWING THE NAME, DATE AND THE AMOUNT COLLECTED.  ACCOUNTABILITY 1. THE SUB-OFFICER IN CHARGE THE GENERAL OFFICE SHALL BE RESPONSIBLE TO ACCOUNT FOR ALL MONIES RECEIVED OR DISBURSED BY HIM/HER; 2. THE DISBURSEMENT OF MONIES SHALL BE PROPERLY RECORDED IN VALUE BOOK AND SHALL BEAR THE SIGNATURE OF THE PERSON RECEIVING SAME AND THE DATE OF SUCH TRANSACTION AND COUNTERSIGNED BY ANOTHER MEMBER OF STAFF; TRAFFIC RECORDS A. THERE IS AN ESTABLISHED PROCEDURE WITHIN THE FORCE KNOWN AS "PROCESS". PROCESS IS THE MEANS BY WHICH A COURT ENFORCES STRICT OBEDIENCE TO ITS ORDERS AND IT INCLUDES THE SERVING OF SUMMONS, SUBPOENAS AND THE EXECUTION OF WARRANTS AND COMMITMENTS. THE KEEPING OF PROCESS RECORDS IS AN INTEGRAL PART OF THE ADMINISTRATION OF ANY POLICE STATION. TO ENSURE EFFICIENCY AND ADMINISTRATIVE CONTROL OF PROCESS ACTIVITIES THE FOLLOWING PROCEDURES SHALL BE FOLLOWED: B. ISSUING OF SUMMONS THERE ARE TWO PROCEDURES FOR THE ISSUING OF TRAFFIC SUMMONSES; ONE PROCEDURE IS STRICTLY FOR THE CORPORATE AREA OF KINGSTON AND ST. ANDREW WHICH IS OUTLINED IN FORCE ORDERS 718 DATED 25TH MAY, 1961. IN THE RURAL DIVISIONS THE SYSTEM IS AS FOLLOWS:  ON VIEW PROSECUTIONS: THE POLICE IN THE RURAL DIVISIONS ON DETECTING BREACHES OF THE ROAD TRAFFIC ACT OR REGULATION SHALL:  OBTAIN FROM THE MOTORIST OR VIOLATOR THE NECESSARY INFORMATION REQUIRED TO INSTITUTE PROSECUTION FOR THE TRAFFIC VIOLATION.  RECORD SAME IN POCKET BOOK AS SOON AS POSSIBLE;  ATTENDS THE COURTS OFFICE OR JUSTICE OF THE PEACE AND LAY INFORMATION AND PREPARE SUMMONS. IT SHALL CONTAIN THE NAME AND ADDRESS OF THE VIOLATOR, DATE, TIME AND PLACE OFFENCE COMMITTED, THE OFFENCE INCLUDING THE SECTION OF THE ACT OR REGULATION CREATING SUCH OFFENCE AND THE SIGNATURE OF THE JUSTICE ISSUING;  RECORD SUMMONS IN APPROPRIATE STATION REGISTER;  SERVE OR HAVE SUMMONS SERVED ON THE VIOLATOR, THEN PROPERLY ENDORSED, RECORDED AND RETURNED IN TIME FOR COURT;  RECORD TRAFFIC BREACH IN TRAFFIC OFFENCE REGISTER;  IF THE TRAFFIC PROCESS IS FOR SERVICE IN THE CORPORATE AREA, IT SHALL BE ADDRESSED TO THE SUB-OFFICER IN CHARGE TRAFFIC PROCESS, TRAFFIC HEADQUARTERS, 83 HANOVER STREET, KINGSTON. SUCH PROCESS WILL NOT BE SENT  ACCOUNTING FOR SUMMONS: 1. ALL SUMMONS RECEIVED OR PREPARED FOR TRAFFIC VIOLATORS SHALL BE RECORDED IN THE SUMMONS BOOK AT EACH STATION; 2. IN RESPECT OF THE CORPORATE AREA ALL SUMMONSES SHALL BE RECORDED IN THE TRAFFIC REGISTER AT TRAFFIC HEADQUARTERS‘ PROCESS OFFICE 3. THE STATUS OF EACH SUMMONS SHALL BE RECORDED IN THE MAIN REGISTER AT TRAFFIC HEADQUARTERS AND SUMMONS BOOK AT EACH STATION RESPECTIVELY FOR PROPER ACCOUNTABILITY. STORING SUMMONS: 1. SUMMONS RECEIVED OR PREPARED FOR SERVICE SHALL BE SECURELY LOCKED AWAY IN A FILING CABINET OR STORE ROOM DEPENDING ON THE SIZE OF THE TRAFFIC COMPONENT AND THE VOLUME OF PROCESS BEING DEALT WITH; 2. IT SHALL BE THE RESPONSIBILITY OF THE SUB-OFFICER IN CHARGE PROCESS TO ENSURE THAT ALL PROCESS DOCUMENTS ARE SECURELY LOCKED AWAY AND THE KEY FOR SUCH RECEPTACLE IS IN HIS POSSESSION AT ALL TIMES, E. CROSS REFERENCING: 1. WHERE A SUMMONS IS ISSUED FOR THE PROSECUTION OF AN OFFENDER, AND SAME WAS NOT SERVED IN TIME TO ENSURE THE APPEARANCE OF SUCH OFFENDER IN COURT, THE SUMMONS SHALL BE APPROPRIATELY ENDORSED, RECORDED IN THE SUMMONS BOOK AND RETURNED TO THE COURT'S OFFICE IN TIME FOR THE COURT'S DECISION; 2. IF THE SUMMONS IS REISSUED, SAME SHALL BE RECORDED IN THE SUMMONS BOOK AND CROSS REFERENCED WITH PREVIOUS SUMMONS FOR PROPER ACCOUNTABILITY THUS AVOIDING DUPLICATION; 3. SUMMONS FOR ALL OTHER OFFENCES SHALL BE TREATED AS IN THE CASE OF TRAFFIC OFFENCES, SAVE FOR THE FACT THAT THOSE ORIGINATING IN THE RURAL AREAS FOR SERVICE IN THE CORPORATE AREA SHALL BE ADDRESSED TO THE OFFICERS IN CHARGE OF THE RESPECTIVE DIVISIONS AND NOT TO TRAFFIC HEADQUARTERS.  RESOURCE MANAGEMENT AND CONSERVATION MANAGING OUR FUEL RESOURCE THE AREA AND DIVISIONAL COMMANDERS ARE RESPONSIBLE FOR THE CUSTODY AND USE OF THE EMERGENCY DEBIT CARD. THE DEBIT CARDS THAT ARE ASSIGNED TO VEHICLES WHICH ARE OUT OF SERVICE IN EXCESS OF A MONTH MUST BE DEACTIVATED. TO HAVE THIS DONE, A WRITTEN REQUEST MUST BE SUBMITTED TO SERVICES BRANCH. UNDER NO CIRCUMSTANCES SHALL THE DEBIT CARD BE PRESENTED TO THE RETAILER FOR PRODUCTS OTHER THAN FUEL FOR EXAMPLE:-  USED IN EXCHANGING FOR SERVICING  USED TO OBTAIN CASH INSTEAD OF FUEL  USED TO OBTAIN PHONE CARDS  USED TO ACQUIRE FUEL FOR PERSONAL MOTOR VEHICLES/CYCLES. IF INDIVIDUALS ARE FOUND CULPABLE OF THIS PRACTICE, SANCTIONS WILL BE TAKEN AGAINST THEM.  ONLY GASOLINE, DIESEL OIL, COOLANT, BREAK FLUID, ENGINE OIL, TRANSMISSION FLUID AND DISTILLED WATER ARE TO BE PURCHASED FROM THE DEBIT CARDS TO BE USED IN THE JAMAICA CONSTABULARY FORCE’S SERVICE VEHICLES AND EQUIPMENT.  THE POLICE EMERGENCY DEBIT CARD SHOULD ONLY BE USED TO PURCHASE FUEL FOR POLICE VEHICLES THAT EXHAUST THEIR NORMAL MONTHLY FUEL BUDGET. ONCE THE CARD IS USED, A REPORT MUST BE SUBMITTED TO SERVICES BRANCH WITHIN FORTY EIGHT (48) HOURS STATING THE REASON FOR ITS USE AND AN ENTRY MADE IN THE REMARKS COLUMN OF THIS REGISTER HIGHLIGHTING THIS AS WELL.  THE FUEL DEBIT CARDS AND THEIR REGISTERS ARE THE RESPONSIBILITY OF THE TRANSPORT AND STATION SUB-OFFICERS.  ALL FUEL AND POLICE EMERGENCY DEBIT CARD REGISTERS MUST BE UPDATED IN A TIMELY FASHION WITH THE CURRENT RUNNING BALANCE FOR THE MONTH AVAILABLE AT ALL TIMES.  RECEIPTS ISSUED FROM THE PETROL STATION FOR THE ACQUISITION OF PETROL, MUST BE BATCHED CHRONOLOGICALLY, MONTHLY AND YEARLY. ROUTINE CHECKS……………  ROUTINE CHECKS MUST BE MADE OF SERVICE VEHICLES AND LOGBOOKS BY THE TRANSPORT SUB-OFFICER OR STATION SUB-OFFICER AND A SUBSEQUENT ENTRY MADE IN THE STATION DIARY.  ALL LOGBOOKS MUST BE COMPLETED PROPERLY WITH MONTHLY SUMMARIES DONE AND THE RETURNS FORWARDED. HOWEVER, IF THE LOGBOOKS ARE NOT COMPLETED, AN ENTRY MUST BE MADE IN THE STATION DIARY BY THE TRANSPORT OR STATION SUB- OFFICER AND A REPORT MUST FOLLOW TO THE AREA OFFICER OR COMMANDING OFFICER FOR DISCIPLINARY ACTION TO BE TAKEN.  THE DEBIT CARD MUST NEVER BE LEFT AT THE PETROL STATION.  IT IS ADVISED THAT THE DEBIT CARD MUST NOT BE LEFT IN DIRECT SUNLIGHT, AS THE HEAT WILL WARP THE CARD; NEITHER SHOULD THE CARD BE PLACED NEAR A STRONG MAGNETIC FIELD AS THIS WILL DAMAGE THE MAGNETIC STRIP ON THE BACK OF THE CARD AND ERASE THE CARD’S INFORMATION.  FUEL DEBIT CARDS ARE UNIQUE TO EACH VEHICLE AND AS SUCH, A CARD IS ASSIGNED TO A PARTICULAR VEHICLE MUST NEVER BE USED TO ACQUIRE PETROL FOR OTHER SERVICE VEHICLES.  TRANSPORT AND STATION SUB-OFFICERS MUST MANAGE THEIR VEHICLE BUDGETS EFFICIENTLY.  ABUSE OF TELEPHONES IN RELATION TO MEDIA RELATED PROGRAMMES/COMPETITIONS COMMANDING OFFICERS, WILL BE HELD RESPONSIBLE FOR ANY BREAKDOWN IN FULFILLING THE REQUIREMENTS OF THE FORCE ORDERS ALLUDED TO. ALL COSTS IN RELATION TO THE CALLS MADE TO THESE PROGRAMMES AND THOSE OTHERWISE UNAUTHORIZED, WILL BE PROMPTLY DEDUCTED AT THE EARLIEST CONVENIENCE BY WAY OF SALARY DEDUCTIONS IN ONE INSTALLMENT AND DISCIPLINARY ACTION TAKEN WHERE BREACHES OF THESE GUIDELINES ARE DETECTED. INSPECTIONS OF FORMATIONS BY AREA/DIVISIONAL/SECTION COMMANDERS SHOULD ALSO ROUTINELY INCLUDE THE TOLL CALL REGISTERS TO ENSURE THAT THEY ARE RIGOROUSLY MAINTAINED.  TELEPHONE CALLS – COLLECTION OF COST AT EVERY AUDIT INSPECTION OF THE RECORDS AT POLICE STATIONS CARRIED OUT BY THE AUDITORS FROM THE MINISTRY OF NATIONAL SECURITY, NUMEROUS IRREGULARITIES ARE DISCOVERED IN THE KEEPING OF THE TELEPHONE TOLL CALL REGISTER. MOST OF THESE IRREGULARITIES RELATE TO THE COST OF THE CALLS NOT BEING RECORDED IN THE TOLL CALL REGISTER AND WHERE THIS IS DONE, THERE IS FAILURE TO COLLECT THE COST OF THE CALLS AND PAY MONEY OVER TO THE MINISTRY. I MUST EMPHASIZE THAT OFFICERS AND SUB-OFFICERS IN CHARGE OF STATIONS (AND IN THEIR ABSENCE THE STATION OFFICER OR STATION GUARD) ARE RESPONSIBLE TO ENSURE THAT ALL UNOFFICIAL CALLS (PRIVATE LAND LINE AND CELLULAR) ARE PAID FOR PROMPTLY BY THE PERSONS MAKING THEM. FAILURE TO DO THIS WILL NOT ONLY RESULT IN DISCIPLINARY ACTION BUT IN THE COST OF CALL(S) BEING DEDUCTED FROM THE SALARY OF THE PERSON WHO AUTHORIZED THEM. IF THE COST OF A CALL IS NOT OBTAINED, ENTERED AND COLLECTED IMMEDIATELY AFTER ITS COMPLETION IT MUST BE DONE IMMEDIATELY UPON THE RECEIPT OF THE BILL FROM THE MINISTRY OR TELEPHONE COMPANY. WHERE DIFFICULTY IS BEING EXPERIENCED IN COLLECTING THE COST OF CALLS, A LIST SHOWING: (A) REGULATION NUMBER, RANK AND NAMES OF THE CALLERS MUST BE FORWARDED TO THE DEPUTY COMMISSIONER OF POLICE, ADMINISTRATION WHO WILL INSTRUCT THE DIRECTOR OF THE FINANCE DEPARTMENT TO DEDUCT THE AMOUNT FROM THE MEMBERS’ SALARY. THIS FACT SHOULD BE ENTERED IN PENCIL IN THE REMARK COLUMN OF THE TOLL CALL REGISTER AND ON BEING ADVISED THAT THE MONEY HAS BEEN COLLECTED, THE MONTH IT WAS COLLECTED SHOULD BE WRITTEN IN INK. NO PRIVATE LAND LINE OR CELLULAR CALLS WILL BE MADE FROM A POLICE TELEPHONE WITHOUT PRIOR APPROVAL OF AN OFFICER, INSPECTOR OR THE SUB-OFFICER IN CHARGE OF THE STATION AT WHICH THE TELEPHONE IS INSTALLED. IN EVERY SUCH INSTANCE, THE AUTHORIZING OFFICER OR SUB-OFFICER WILL AFFIX HIS/HER SIGNATURE IN THE APPROPRIATE COLUMN OF THE TELEPHONE TOLL CALL REGISTER. IMMEDIATELY THE CALL IS COMPLETED, THE COST WILL BE ASCERTAINED AND INSERTED IN THE TOLL CALL REGISTER, THE AMOUNT PROMPTLY COLLECTED AND THE NECESSARY NOTATION MADE IN THE REGISTER BY THE AUTHORIZING OFFICER. THE TELEPHONE TOLL CALL REGISTER WILL PROVIDE FOR THE FOLLOWING:- (A) DATE AND TIME OF CALL (B) NAME, RANK AND NUMBER OF CALLER (C) PLACE CALLED (INCLUDING TELEPHONE NUMBER) (D) WHETHER PRIVATE OR OFFICIAL (E) SIGNATURE OF AUTHORIZING OFFICER/SUB-OFFICER (F) COST OF CALL (G) AMOUNT COLLECTED AND DATE (H) REMARKS MONTHLY TELEPHONE BILLS RECEIVED AT STATION/OFFICES FOR CERTIFICATION ETC. WILL BE CHECKED AGAINST THIS REGISTER. WHERE CALLS APPEARING ON THE BILLS ARE FOUND TO HAVE BEEN OMITTED FROM THE TOLL CALL REGISTER, THESE MUST BE TRACED AT CABLE AND WIRELESS OFFICES, AND THE COST COLLECTED. THESE BILLS MUST NOT BE HELD UNDULY LONG BECAUSE OF ANY INVESTIGATION INTO IRREGULARITIES BUT CERTIFIED COPIES ARE TO BE KEPT AND THE ORIGINALS RETURNED TO THE ACCOUNTING OFFICER FOR PAYMENT. WITH EFFECT FROM APRIL 2003 ALL TELEPHONE BILLS FOR TELEPHONES INSTALLED IN EACH DIVISION WILL BE SENT TO THE DIVISIONAL COMMANDER FOR IDENTIFICATION OF PRIVATE AND OFFICIAL CALLS MADE FROM THE ASSIGNED TELEPHONES. ALL EFFORTS MUST BE MADE TO COLLECT THE AMOUNT OWING TO INCLUDE GCT FOR PRIVATE CALLS FROM THE MEMBER(S) CONCERNED. THE AMOUNT COLLECTED MUST BE FORWARDED TO THE JCF FINANCE BRANCH REVENUE CASHIER ALONG WITH THE TELEPHONE BILLS. IN EVERY CASE WHERE IT IS PROVEN THAT A CALL WAS MADE IN BREACH OF THESE ORDERS, DISCIPLINARY ACTION MUST FOLLOW INSPECTING OFFICERS WILL, BY FREQUENT CHECKS ON THE TOLL CALL REGISTER, ENSURE THAT THEY ARE PROPERLY KEPT.  CARE AND MAINTENANCE OF GOVERNMENT PROPERTY AT POLICE STATIONS IT HAS BECOME INCREASINGLY EVIDENT THAT DUE ATTENTION IS NOT BEING PAID TO THE PROPER CARE AND MAINTENANCE OF GOVERNMENT PROPERTY AT STATIONS AND FORMATIONS ISLAND WIDE. STATION BUILDINGS, FURNITURE AND EQUIPMENT, SERVICE VEHICLES, FIREARMS, AND THE GENERAL SURROUNDINGS OF STATIONS ARE IN MANY INSTANCES, NOT BEING ADEQUATELY CARED FOR BY PERSONNEL. BASIC MAINTENANCE WORK WHICH COULD BE FUNDED BY DIVISIONAL IMPRESTS IS NEGLECTED, LEADING, IN SOME CASES, TO WASTE OF RESOURCES SUCH AS WATER. THIS IS PARTICULARLY EVIDENT AT THE LARGER STATIONS. WHILE IT IS APPRECIATED THAT MANY OF THESE BUILDINGS ARE OLD AND IN NEED OF MAJOR REPAIRS, THIS DOES NOT ABSOLVE OFFICERS OF THEIR RESPONSIBILITY TO MAINTAIN THEIR SURROUNDINGS AT AN ACCEPTABLE STANDARD. DIVISIONAL COMMANDERS ARE HEREBY REMINDED THAT PART OF THEIR MANAGEMENT AND LEADERSHIP FUNCTION IS TO SEE TO THE PROPER CARE AND HANDLING OF GOVERNMENT PROPERTY. THIS CAN BEST BE ENSURED THROUGH A ROBUST AND CONSISTENT REGIME OF INSPECTIONS. THE PRACTICE OF CARING LIMITED RESOURCES CAN ONLY POSITIVELY IMPACT ON THE QUALITY OF WORK OF POLICE PERSONNEL. GOVERNMENT PROPERTY IS NOT TO BE WILLFULLY DESTROYED AND SUB-OFFICERS ARE  REDUCING WASTE IN THE USE OF UTILITIES AT POLICE STATIONS/FORMATIONS I) USE OF WATER ENSURE:  THAT METERED OR UN-METERED SOURCE OF WATER SUPPLY ON POLICE PREMISES IS USED SOLELY BY THE POLICE AND FOR POLICE PURPOSES;  THAT PIPE TAPS, URINAL OUTLETS AND FLUSHING SYSTEMS IN TOILETS ARE FUNCTIONING;  THE UTILIZATION OF BUCKETS, INSTEAD OF HOSES, WHEN WASHING MOTOR VEHICLES. HOWEVER, WHERE HOSES ARE USED THEY MUST BE FITTED WITH THE APPROPRIATE SPRAY NOZZLES TO CONTROL THE WATER FLOW;  THAT LAWNS ARE NOT WATERED UNNECESSARILY;  THE UTILIZATION OF BUCKETS WHEN CLEANING CELLS. III) USE OF ELECTRICITY THAT EACH MEMBER OF STAFF MAKES AN EFFORT TO CONSERVE ON THE USE OF ELECTRICITY BY TURNING OFF AIR-CONDITIONING UNITS, FANS AND LIGHTS IN OFFICES WHEN THEY ARE NOT IN USE. STATION COMMANDERS SHOULD APPOINT A CONSERVATION OFFICER AT EACH POLICE STATION TO SEE TO THE PRUDENT AND JUDICIOUS USE OF  FAILURE OF EX-MEMBERS TO RETURN ITEMS OF GOVERNMENT PROPERTY IN THEIR POSSESSION. IT HAS COME TO NOTICE THAT MEMBERS OF THE JAMAICA CONSTABULARY FORCE AND RURAL POLICE, WHO HAVE BEEN DISCHARGED/DISMISSED OR OTHERWISE SEPARATED FROM THE FORCE, HAVE IN A NUMBER OF INSTANCES FAILED TO HAND OVER ITEMS OF GOVERNMENT PROPERTY ISSUED TO THEM DURING THEIR TENURE IN THE ORGANIZATION. MEMBERS ARE BEING REMINDED THAT FAILURE TO HAND OVER THESE ITEMS IS A BREACH OF SECTION 12 OF THE CONSTABULARY FORCE ACT, WHICH STATES:- “ IF ANY PERSON, WHO SHALL BE APPOINTED TO THE FORCE, SHALL BE DISMISSED FROM OR CEASE TO BELONG TO THE FORCE, ALL POWERS AND AUTHORITIES VESTED IN HIM SHALL IMMEDIATELY CEASE AND DETERMINE; AND EVERY SUB-OFFICER OR CONSTABLE SHALL, FORTHWITH AFTER HE SHALL HAVE BEEN DISMISSED FROM OR CEASE TO BELONG TO THE FORCE, DELIVER OVER ALL AND EVERY, GOVERNMENT PROPERTIES THE ARMS, AMMUNITION AND ACCOUTREMENTS, UNIFORM AND OTHER APPOINTMENTS WHICH MAY HAVE BEEN SUPPLIED TO HIM FOR THE EXECUTION OF HIS OFFICE TO SUCH PERSON AND AT SUCH TIME AND PLACE AS SHALL BE DIRECTED BY THE OFFICER UNDER WHOSE COMMAND HE WAS AT THE TIME OF DISMISSAL OR CEASING TO BELONG TO THE FORCE; AND EVERY PERSON MAKING DEFAULT HEREIN SHALL, UPON SUMMARY CONVICTION THEREOF, BE SUBJECTED AND LIABLE TO A PENALTY NOT EXCEEDING TWENTY DOLLARS, OR IMPRISONMENT WITH OR WITHOUT HARD LABOUR FOR ANY PERIOD NOT EXCEEDING SIX MONTHS, UNLESS THE PENALTY SHALL BE SOONER PAID; AND IT SHALL BE LAWFUL FOR THE COURT OR ANY JUSTICE, TO ISSUE A WARRANT TO ANY CONSTABLE TO SEARCH FOR AND SEIZE, TO THE USE OF HER MAJESTY, ALL AND EVERY, THE ARMS AND AMMUNITION, ACCOUTREMENTS, UNIFORMS AND OTHER APPOINTMENTS WHICH SHALL NOT BE SO DELIVERED OVER, WHEREVER THE SAME MAY BE FOUND”. IN ADDITION, WHENEVER A MEMBER FAILS TO HAND OVER ITEMS OF GOVERNMENT PROPERTY ISSUED TO HIM, THE COST OF EACH ITEM WILL BE DEDUCTED FROM HIS BENEFITS AND OR OTHER ENTITLEMENTS BY THE DEPARTMENT (I.E. PAYMENT FOR VACATION LEAVE, ETC). AS A FURTHER MEASURE, WHICH IS INTENDED TO INDEMNIFY THE POLICE DEPARTMENT AND IMPROVE PUBLIC SAFETY, EFFECTIVE JANUARY 2014, WHENEVER A MEMBER FAILS TO HAND OVER ITEMS OF GOVERNMENT PROPERTY AND EFFORTS TO RETRIEVE THEM ARE UNSUCCESSFUL, A PHOTOGRAPH OF THE MEMBER ALONG WITH A DISCLAIMER WILL BE PUBLISHED IN THE DAILY NEWSPAPER, ADVISING MEMBERS OF THE PUBLIC OF HIS/HER SEPARATION FROM THE FORCE.  BAIL ACT 2023 INTERPRETATION: SEC 2: IN THIS ACT: “ARRESTED” INCLUDES APPREHENDED; “BAIL CENTRE” MEANS ANY FACILITY DECLARED BY THE MINISTER, PURSUANT TO SECTION 20, TO BE A BAIL CENTRE FOR THE PURPOSES OF THIS ACT; “CHILD” MEANS AN INDIVIDUAL UNDER THE AGE OF EIGHTEEN YEARS; “CONVICTION” INCLUDES: (A) A FINDING OF GUILT; (B) A FINDING THAT A PERSON IS NOT GUILTY BY REASON OF INSANITY; (C) A CONVICTION FOR AN OFFENCE FOR WHICH AN ORDER IS MADE PLACING THE DEFENDANT ON PROBATION OR DISCHARGING THE DEFENDANT ABSOLUTELY OR CONDITIONALLY; “DECIDING OFFICIAL” MEANS THE COURT, JUDGE, JUSTICE OF THE PEACE, OR CONSTABLE (AS THE CASE MAY REQUIRE), WHO: (A) IS THE COMPETENT LEGAL AUTHORITY ON THE MATTER OF THE GRANT OF BAIL, OR ANY QUESTION RELATING THERETO, PURSUANT TO THIS ACT OR ANY OTHER LAW; AND (B) IN THE CASE OF A CONSTABLE, SHALL NOT BE THE ARRESTING OFFICER OR AN OFFICER INVOLVED IN THE INVESTIGATION OF THE OFFENCE CONCERNED; “DEFENDANT” MEANS AN INDIVIDUAL WHO IS: (A) CHARGED WITH OR CONVICTED OF AN OFFENCE; OR (B) DETAINED OR ARRESTED FOR AN OFFENCE, OR FOR WHOSE ARREST A WARRANT (ENDORSED FOR BAIL) HAS BEEN ISSUED, AND WHO HAS NOT YET BEEN CHARGED WITH THE OFFENCE, BUT DOES NOT INCLUDE AN INDIVIDUAL COMMITTED IN DEFAULT OF PAYMENT OF ANY SUM OF MONEY, OR FOR WANT OF SUFFICIENT DISTRESS TO SATISFY ANY SUM OF MONEY, OR FOR FAILURE TO DO OR ABSTAIN FROM DOING ANYTHING REQUIRED TO BE DONE OR LEFT UNDONE; “OFFENCE” INCLUDES AN ALLEGED OFFENCE; “SURRENDER TO CUSTODY” MEANS SURRENDERING INTO CUSTODY AT THE TIME AND PLACE APPOINTED IN THE PRESCRIBED RECORD; SEC 3: APPLICATION (1) THIS ACT APPLIES TO THE GRANT OF BAIL TO A DEFENDANT. (2) THE QUESTION OF BAIL WHERE THE DEFENDANT IS A CHILD SHALL, UNLESS OTHERWISE PROVIDED IN ANY OTHER ACT, BE DETERMINED BY A CHILDREN'S COURT IN ACCORDANCE WITH THIS ACT, SO, HOWEVER, THAT IN ANY CASE WHERE BAIL IS DENIED, ANY ORDER MADE BY THE COURT FOR THE CHILD TO BE KEPT IN CUSTODY SHALL BE IN ACCORDANCE WITH THE CHILD CARE AND PROTECTION ACT. (3) SUBJECT TO SUBSECTION (4), WHERE A PARENT OR GUARDIAN OF A CHILD CONSENTS TO BE SURETY FOR THE CHILD FOR THE PURPOSES OF THIS SECTION, THAT PARENT OR GUARDIAN SHALL BE REQUIRED TO ENSURE THAT THE CHILD COMPLIES WITH ALL CONDITIONS THAT ARE IMPOSED ON THE CHILD FOR THE GRANT OF BAIL. (4) SUBSECTION (3) SHALL NOT APPLY IN ANY CASE WHERE IT APPEARS THAT THE CHILD WILL ATTAIN THE AGE OF EIGHTEEN YEARS BEFORE THE TIME APPOINTED FOR THE CHILD TO SURRENDER TO CUSTODY, UNLESS THE CHILD IS UNMARRIED AND IS DEPENDENT ON THAT PARENT OR GUARDIAN FOR MAINTENANCE BY REASON OF: (A) PHYSICAL OR MENTAL INFIRMITY OR DISABILITY; OR (B) BY VIRTUE OF AN ORDER FOR MAINTENANCE REMAINING IN FORCE AFTER THE CHILD ATTAINS THE AGE OF EIGHTEEN YEARS, UNDER SECTION 16(3) OF THE MAINTENANCE ACT. SEC 4: ENTITLEMENT TO BAIL. SUBJECT TO THE PROVISIONS OF THIS ACT, A DEFENDANT IS ENTITLED TO BE GRANTED BAIL BY A DECIDING OFFICIAL PURSUANT TO A POWER TO GRANT BAIL CONFERRED ON THAT DECIDING OFFICIAL UNDER THIS ACT OR ANY OTHER LAW SEC 5 (1): WHEN AND BY WHOM THE QUESTION OF BAIL IS TO BE DECIDED. THE QUESTION OF BAIL TO A DEFENDANT SHALL BE DECIDED IN ACCORDANCE WITH THIS ACT, BY A DECIDING OFFICIAL: FIRST SCHEDULE, PART I (A) WITHIN FORTY-EIGHT HOURS AFTER THE DEFENDANT IS ARRESTED, OR DETAINED, ON REASONABLE GROUNDS THAT THE DEFENDANT HAS COMMITTED AN OFFENCE LISTED IN PART I OF THE FIRST SCHEDULE, IN ANY CASE WHERE SUCH A DEFENDANT HAS NOT YET BEEN CHARGED BECAUSE MORE TIME IS NEEDED TO PREFER CHARGES; (B) WITHIN FORTY-EIGHT HOURS AFTER THE DEFENDANT IS TAKEN INTO CUSTODY CONSEQUENT ON BEING CHARGED WITH AN OFFENCE; AND FIRST SCHEDULE, PART II. (C) AFTER THE DEFENDANT, HAVING BEEN CONVICTED OF AN OFFENCE OTHER THAN AN OFFENCE LISTED IN PART II OF THE FIRST SCHEDULE, IN RELATION TO WHICH THE DEFENDANT WAS OUT OF CUSTODY ON BAIL IMMEDIATELY PRIOR TO THE CONVICTION, APPLIES FOR BAIL PENDING THE DETERMINATION OF AN APPEAL MADE BY THE DEFENDANT AGAINST