Omaha Police Department Volunteer & Intern Policies PDF

# ORGANIZATIONAL FUNCTION - VOLUNTEER AND STUDENT INTERN PROGRAMS ## POLICY: It is the policy of the Omaha Police Department (OPD) to work with and involve members of the community in OPD functions when and where appropriate. To this end, the OPD accepts and encourages the involvement of Volunteer...

# ORGANIZATIONAL FUNCTION - VOLUNTEER AND STUDENT INTERN PROGRAMS ## POLICY: It is the policy of the Omaha Police Department (OPD) to work with and involve members of the community in OPD functions when and where appropriate. To this end, the OPD accepts and encourages the involvement of Volunteers, Special Case Volunteers, and Student Interns within the Department. ## DEFINITIONS: - **Special Case Volunteer or Intern**: An individual participating in student community service activities, student intern projects, corporate volunteer programs, and other volunteer referral programs. In each of these cases, a special agreement shall be in effect with the organization, school, or program from which the Special Case Volunteer originates and shall identify responsibility for management and care of the Volunteer. - **Student Intern**: An individual who is a current student at a local university or college who agrees to perform duties for OPD on a voluntary and unpaid basis as part of their educational program in order to gain practical law enforcement experience and knowledge. - **Volunteer**: An individual who, without compensation or expectation of compensation beyond reimbursement of approved expenses, performs a task at the direction of and on behalf of the OPD. ## PROCEDURE: ### I. Coordinator of Volunteers (COV) Responsibilities The Coordinator of Volunteers (COV) will: 1. Manage and provide a central coordinating point for the Volunteer, Special Case Volunteer, and Student Intern programs. 2. Coordinate OPD Volunteer efforts to jointly provide more productive services. 3. Assign and issue parking permits and Identification/Security Pass Cards to Volunteers, if applicable, and request the issuance of cards from the Fleet/Facilities Unit. (See the OPD “Police Facilities - Security” policy for details). 4. Conduct a preliminary assessment of the Volunteer’s qualifications with the appropriate OPD supervisor. 5. Make certain that all Volunteers and Student Interns undergo a criminal history record check prior to assignment with OPD and thereafter as follows: - Omaha Coalition of Citizen Patrols (OCCP) Volunteers - on a triennial basis. - All other OPD Volunteers and Student Interns - on an annual basis. **NOTE**: Individuals who do not submit to the required checks and background investigation will be refused assignment. 6. The COV will maintain records that reflect OPD Volunteers’ and Student Interns’: - Dates of service - Positions held. - Duties performed. - Performance Evaluation(s). - Awards received. ### II. General Volunteer Procedures - Prior to any Volunteer assignment or recruitment effort, a position description shall be developed for each Volunteer position. - Volunteer position descriptions will provide a clear, complete, and current description of the duties and responsibilities of the position the Volunteer is expected to fill. - Volunteer duties vary based upon assignment and Departmental needs. Duties may include, but are not limited, to the following: - Clerical work. - Data entry. - Answering telephones. - Assisting with special projects and/or events. - Assisting victims. - Reviewing Incident Reports and/or other OPD reports as may be assigned. - Other duties in support of law enforcement functions/tasks as may be assigned. **NOTE**: Volunteer, Special Case Volunteer, and Student Intern positions are not sworn law enforcement positions. Volunteers and Student Interns shall not represent themselves as sworn law enforcement officers. - All Volunteer position descriptions will include the following: - Description of the purpose and duties of the position. - Designated supervisor and worksite. - Timeframe for performance of the job. - Listing of job qualifications. - Description of job benefits. - Position descriptions will be reviewed and updated at least every two (2) years, or whenever duties involved in the position change substantially. - The COV will assist OPD employees in the development of Volunteer position descriptions. - Requests for Volunteers will be submitted in writing to the COV, complete with a draft position description when applicable, and a requested timeframe. - Active OPD employees shall not provide services as OPD Volunteers. - Family members of OPD employees who are accepted as Volunteers will not be placed under the direct supervision of their family member. - Volunteers and Student Interns shall not begin performance of any position until they have been officially accepted for that position and have completed all necessary screening and paperwork per the COV. - Only the COV shall notify Volunteer and Student Internship applicants of their acceptance or appointment to a Volunteer or Student Internship position. - At the time of final acceptance, each Volunteer and Student Intern will: - Complete all necessary enrollment paperwork. - Receive a copy of the job description and agreement of service that includes a statement of confidentiality regarding proprietary or privileged information. - All Volunteer and Student Intern placements will undergo a 30-day trial/probationary period. - The 30-day period is calculated based on days worked, not consecutive calendar days. - At the end of this period, the COV and the supervisor will conduct a second assessment of the Volunteer/Student Intern. - Based upon the results, the Volunteer/Student Intern may remain in the same position, be reassigned to a different position, or be released. - Volunteers/Student Interns who are reassigned to a new position will: - Be interviewed by the COV for that position. - Receive all appropriate orientation and training for that position before they begin work. - Complete any screening procedures appropriate for that specific position, even if they have already been working with the OPD. - OPD Volunteers and Student Interns shall NOT: - Represent themselves as a sworn law enforcement officer. - Participate in covert police functions. - Be present at OPD gun ranges during live fire operations. - Operate any OPD vehicles. - Park in any area reserved for police. - Carry a firearm while performing duties for OPD or while in any City-owned facility or property. - OPD employees shall exercise caution not to knowingly expose OPD Volunteers or Student Interns to potentially dangerous incidents. ### III. Volunteer and Student Intern Training and Development - The unit(s)/squad(s) to which Volunteers and Student Interns are assigned will provide specific on-the-job training to relay the information and skills necessary to perform their duties. - Some Volunteer assignments, for example, the Chaplaincy Program and the Handicapped Parking Enforcement Patrol Program, require formal, documented training to occur prior to any duties being performed by the Volunteer on behalf of OPD. - Some Volunteer assignments require periodic refresher or legal update training that Volunteers/Student Interns must complete in order to remain active with the Department. ### IV. Volunteer and Student Intern Supervision and Performance Evaluation - Volunteers and Student Interns shall have a clearly identified supervisor. - A Volunteer may act as a supervisor of other Volunteers, provided that Volunteer is under direct supervision of a full-time OPD employee. - Each Volunteer, Special Case Volunteer, or Student Intern is responsible for preparing and submitting an Intern and/or Volunteer Daily Time Sheet (OPD Form 112C) monthly for every month in which hours are worked for the Department. - OPD Form 112C will be submitted no later than the 10th of each month to the Volunteer’s or Student Intern’s supervisor. - Volunteers and Student Interns will wear business or business casual attire as appropriate for their assignment. - The COV, the Volunteer’s/Student Intern’s supervisor, and the Volunteer/Student Intern assigned to the position will establish standards of performance. These standards will include: - Work to be completed by the Volunteer/Student Intern in that position. - Measurable indicators of whether the work was accomplished. - Appropriate timelines for accomplishment of the work. - Volunteers and Student Interns will receive periodic performance evaluations from their designated OPD supervisor. - Supervisors shall complete either an OPD Volunteer Evaluation (OPD Form 112K) or OPD Student Intern Evaluation (OPD Form 112G) form, as applicable, and forward the completed form to the COV. - Interns will be evaluated each semester. - All other volunteers will be evaluated once per year. - Supervisors of OPD Volunteers and Student Interns, or COV, may take corrective action following an evaluation when appropriate. - Corrective action may include, but is not limited to, requiring additional training, reassigning a Volunteer/Student Intern to a new position, suspending the Volunteer/Student Intern, or dismissing the Volunteer/Student Intern from service. - Volunteers and Student Interns who do not adhere to OPD rules and procedures or who fail to satisfactorily perform their assignment may be subject to dismissal. ### V. Student Intern Program – Additional Considerations **NOTE**: OPD Student Interns are subject to a criminal history record/background check, performance evaluation processes, etc. as detailed in this policy, in addition to the requirements in this section. - OPD may provide an unpaid Student Intern Program to any university or college student who meets the following requirements for participation, as OPD needs and staffing allow: - Students enrolled in a four-year criminal justice program will have a junior or senior standing at an accredited university or college. - Students enrolled in a two-year criminal justice program will have completed one half of the required credits for a degree. - Students shall be currently enrolled through their respective college or university in an internship or independent study course. - Students shall have a 2.5, or higher, grade point average based on a 4.0 scale. - The Department will expose Student Interns to various aspects and responsibilities of municipal law enforcement. - Student Interns will be assigned to one or more areas within OPD, as authorized by the Chief of Police. ### VI. Handicapped Parking Enforcement Patrol Program (HCPP) – Additional Considerations **NOTE**: OPD HCPP Volunteers are subject to a criminal history record/background check, performance evaluation processes, etc., as detailed in this policy, in addition to the requirements in this section. - The HCPP is comprised of specially trained citizens who have limited authority to enforce City ordinances and State statutes pertaining to the enforcement of handicapped parking laws. **NOTE**: HCPP positions are not sworn law enforcement positions. HCPP Volunteers shall not represent themselves as sworn law enforcement officers. - The OPD Neighborhood Services Unit (NSU) shall oversee the HCPP with the assistance of the COV. - The COV shall be responsible for the selection and recruitment of HCPP Volunteers. - In order to be selected as an HCPP Volunteer, individuals shall meet the following criteria: - Be 21 years of age or older. - Pass a criminal history record check/background investigation and have a completed application on file. **NOTE**: HCPP Volunteers shall be required to pass a criminal history record check annually in order to remain in the program. - Possess or have access to transportation. - Be willing to serve without pay or reimbursement for expenses. - Successfully complete all required OPD training. - HCPP Volunteers shall successfully complete training provided by the OPD NSU prior to executing any of their duties on behalf of the OPD, and any Department-required follow-up training that is required. - The NSU and/or COV shall be responsible for assigning a book of Citations (The State of Nebraska Uniform Citation and Complaint form) to each HCPP Volunteer who successfully completes the training. - Volunteers may request additional books from the COV as necessary. - HCPP Volunteers shall be equipped with the following while on duty: - OPD issued photo Identification/Security Pass card. - Paper Citations booklets (Nebraska Uniform Citation and Complaint). - An OPD Intern and/or Volunteer Daily Time Sheet (OPD Form 112C). - HCPP Volunteers shall dress appropriately and shall prominently display their OPD photo Identification/Security Pass badge while performing OPD HCPP Volunteer duties. **NOTE**: HCPP Volunteers are prohibited from carrying or possessing, either concealed or unconcealed, any weapons, including any impact weapons, knives, stun guns, and/or chemical agent dispensers while performing OPD HCPP Volunteer duties. - HCPP Volunteers are responsible for: - Enforcing violations of handicapped parking enforcement laws per the Municipal Code of the City of Omaha and Nebraska Revised Statutes. - Maintaining all OPD-assigned equipment and property. - Appearing in court for testimony when subpoenaed to do so. - Attending training as required by the OPD. - HCPP Volunteers shall perform duties for OPD for a maximum of 24 hours per week, and no more than eight (8) hours per day, and only between the hours of 0600 and 2300. - HCPP Volunteers shall maintain an OPD Intern and/or Volunteer Daily Time Sheet (OPD Form 112C) to document duties performed on behalf of the Department, and shall submit the completed form to the COV at the end of each calendar month. - HCPP Volunteers shall show new activity each month including citations issued and time worked in order to maintain an active Volunteer status and remain in the program. - If an HCPP Volunteer goes more than ninety (90) days without activity, they will be removed from the program and asked to turn in all OPD-assigned equipment and property, to include their OPD photo Identification/Security Pass card. - HCPP Volunteers shall complete all citations according to OPD policies and procedures. - HCPP Volunteers shall be trained to record the license number of each vehicle they contact prior to exiting their vehicle. - Safety of the HCPP Volunteer is a primary concern. In the event that a citizen is argumentative or displays behavior that may be termed abusive, the Volunteer will immediately leave the area and contact 911. - HCPP Volunteers shall note any and all special circumstances on the backside of the citation and if necessary draw a small diagram. - HCPP Volunteers shall turn in all copies of completed citations within 48 hours of writing the citation. - Citations copies may be dropped off at any of the five area precincts or to the OPD Headquarters Front Desk during regular business days/hours. - Precinct employees shall forward all HCPP citations to the Neighborhood Services Unit - Attention: “Volunteer Coordinator.” - The Neighborhood Services Unit shall document the appropriate information on the registered owner of the vehicle and forward the citations to the OPD Data Unit. - The OPD Data Unit shall forward citations to the City Prosecutor’s Office. - The COV shall be responsible for the following, specifically related to HCPP Volunteers: - Maintaining administrative records for each HCPP Volunteer including each Volunteer’s: - Name. - Address. - Phone number. - Number of citations written. - Number of hours of work performed for the Department. - Scheduling and directing HCPP meetings. - Making certain all citations and logs are properly filled out and maintained. - Making certain citations are turned in on a timely basis (within 48 hours). - Monitoring the proficiency of the HCPP Volunteers and identifying additional training needs - Procedures for removing Volunteers from the HCPP are as follows: - The COV shall review inactive HCPP Volunteers to determine whether or not they should continue as Volunteers or be replaced. Specifically, they will review: - The number of citations issued and/or activities completed each month. - The amount of time worked each month. - Whether the Volunteer completed and issued citations properly. - The COV shall be responsible for removing HCPP Volunteers as appropriate from the program who have had no activity for more than 90 consecutive days. ## REFERENCES: - **Previous OPD Orders** - Previous General Orders include: #56-93, 86-94, 44-97, 54-97, 24-98, 40-99, 04-00 and 04-00 Supplement #1, 35-03, 27-11, 90-15, 14-16, 37-16, 10-19 and 10-19 Supplement #1, and 80-23. - **CALEA Accreditation Standards ** - Relevant CALEA Accreditation standards include the following: 45.3.1, 45.3.2, 45.3.3. - **Other** - PPM Monthly Updates: #09-2020 and 08-2021.