Omaha Police Department Security Policy PDF

**CONFIDENTIAL INFORMATION: THIS POLICY IS CONFIDENTIAL IN ITS ENTIRETY.** **POLICY:** It is the policy of the Omaha Police Department (OPD) to strictly control access to and security within and surrounding its facilities. The OPD Headquarters and other OPD facilities are controlled access facilit...

**CONFIDENTIAL INFORMATION: THIS POLICY IS CONFIDENTIAL IN ITS ENTIRETY.** **POLICY:** It is the policy of the Omaha Police Department (OPD) to strictly control access to and security within and surrounding its facilities. The OPD Headquarters and other OPD facilities are controlled access facilities. In order to maintain the safety and security of OPD employees and the confidentiality of the information and records contained therein movement in and about the grounds is controlled and restricted. **PROCEDURE:** I. OPD Identification/Security Pass Cards ========================================= A. All personnel desiring entry into OPD facilities are required to possess an OPD Identification/Security Pass Card (ID/Security Pass). B. The following OPD ID/Security Pass Cards will be worn while in OPD facilities as applicable: 1. Visitor Security Pass. a. [Red background behind the name, no photo. Reads "VISITOR -- ESCORT] [REQUIRED" in white letters).] Each pass is numbered for tracking purposes. These passes are issued to visitors. b. An escort is required. 2. Outside Agency ID/Security Pass Card and Volunteer/Intern ID/Security Pass Card. c. [Pink background behind the name, with photo]. Issued to City of Omaha maintenance and repair personnel, contract service personnel, Chaplain personnel, Douglas County Attorneys, Federal Agents, US Attorney's Office personnel, Douglas and Sarpy County Sheriff's Department sworn personnel, Nebraska State Patrol sworn personnel, other criminal justice/law enforcement personnel, and OPD volunteers and interns. d. An escort is NOT required. 3. OPD Non-Sworn Employee Security Pass. e. [Orange background behind the name, with photo]. These are issued to OPD nonsworn employees. f. An escort is NOT required. 4. Temporary Contractor Security Pass. g. [Green background behind the name, no photo. Reads "Contractor --] [TEMPORARY SECURITY PASS -- NO ESCORT" in white letters]. These are issued by the OPD Fleet/Facilities Unit to contractors who are working in OPD facilities/grounds on short-term projects. Each pass is numbered for tracking purposes. h. An escort is NOT required. 5. OPD Sworn Employee ID/Security Pass. i. [Dark blue background behind the name, with photo]. These are issued to sworn OPD employees, retired sworn OPD employees returning on a part-time basis, and OFD Arson Investigators. j. OPD officers in uniform are not required to display the OPD ID/Security Pass. 6. News Media ID/Security Pass. k. [Gray background behind the name, with photo. Reads "MEDIA" in red letters]. These are issued to news media personnel. l. An escort is required. 7. Retired Sworn Employee ID. m. [Yellow background behind the name, with photo]. These are issued to retired OPD sworn employees. n. An escort is NOT required. In general, this is usually only an ID card and does not give OPD facility access to a retiree who does not have facility access permissions granted by the Chief of Police or designee. C. Bureau/Unit supervisors, or in some cases OPD Professional Oversight Bureau (POB) employees, are responsible for collecting the OPD ID/Security Pass Card as well as any other building or office keys, etc. from employees when they leave the employ of the Department. 8. ID/Security Pass Cards, keys, etc. shall be returned to the OPD Fleet/Facilities Unit. II. Obtaining a New OPD ID/Security Pass Card ============================================= A. The OPD Police Personnel Unit is responsible for the following actions related to new employees and/or retiring employees: 1. Upon notification of a new OPD employee, the OPD Police Personnel Unit will notify the respective bureau/unit supervisor and authorize the Fleet/Facilities Unit to issue the OPD ID/Security Pass Card. 2. Upon notification of a retiring sworn OPD employee, the OPD Police Personnel Unit will notify the Fleet/Facilities Unit of the retirement so that a Retired Sworn Personnel ID/Security Pass Card can be printed if needed/requested by the retiring employee. 3. Retired OPD sworn employees who have misplaced or were never issued a Retired Sworn ID/Security Pass Card are required to contact the OPD Police Personnel Unit. The OPD Police Personnel Unit will verify prior employment, and will then authorize the Fleet/Facilities Unit to issue the Retired Sworn ID/Security Pass Card. B. The OPD Fleet/Facilities Unit is responsible for handling requests for ID/Security passes from outside criminal justice and law enforcement agency personnel, outside contractors and their employees, other city agencies, and other types of maintenance agencies. 4. Procedures for outside criminal justice and law enforcement agencies personnel to be issued an OPD ID/Security Pass Card are as follows: a. Upon receipt of a request for unescorted entry authorization from an outside criminal justice or law enforcement agency, the Fleet/Facilities Unit may issue an Outside Agency ID/Security Pass Card. b. An OPD Application for Security Pass (OPD Form 163) will be completed prior to issuing the ID/Security Pass Card. This authorization is valid for a maximum of two years. c. Upon approval of the application, the Fleet/Facilities Unit will escort the individual, along with a copy of the approved application to the Forensic Investigations Unit for a photograph and will then proceed to issue the ID/Security Pass Card. 5. Procedures for issuing an OPD ID/Security Pass Card to outside contract service workers, employees of other city agencies/departments, or other types of maintenance agency employees are as follows: d. Upon receipt of a request for unescorted entry authorization from an outside contract service, another City of Omaha agency/department, or other type of maintenance agency, the Fleet/Facilities Unit will complete an OPD Application for Security Pass (OPD Form 163) and forward it to the Background/Inspections Unit and will request a criminal history check. e. Upon favorable completion of the criminal history check, the Fleet/Facilities Unit may issue an Outside Agency ID/Security Pass Card. This authorization is valid for a maximum of two years. f. Upon approval of the OPD ID/Security Pass, the Fleet/Facilities Unit employee C. The Public Information Office is responsible for handling requests for OPD ID/Security Pass Cards from news media personnel. 6. Upon receipt of a written request for escorted entry authorization from news media personnel, the Public Information Office will complete an OPD Application for Security Pass (OPD Form 163). 7. Upon approval of the application, the Public Information Office will escort the applicant, along with the signed application, to the Forensic Investigations Unit during regular business hours for a photograph. 8. After obtaining the photograph, the Public Information Office employee will escort the applicant, along with the signed application, to the Fleet/Facilities Unit office for issuance of the OPD ID/Security Pass. D. The Volunteer Services Squad is responsible for handling requests for OPD ID/Security Pass Cards for OPD interns and volunteers. 9. Upon receipt of a request for unescorted entry authorization for an intern or volunteer, the Volunteer Services Squad will complete an OPD Application for Security Pass (OPD Form 163), and forward the request to the Background/Inspections Unit for a criminal history check. 10. Upon approval of the application, the Volunteer Services Squad will escort the applicant, along with the signed application to the Forensic Investigations Unit for a photograph. 11. After obtaining the photograph, the Volunteer Services Squad employee will escort the applicant, along with the signed application, to the Fleet/Facilities Unit office for issuance of the ID/Security Pass Card. E. The Backgrounds/Inspections Unit is responsible for conducting criminal history checks as requested by other unit/squads that may be needed in order to process OPD ID/Security Pass Card requests. 12. Upon receipt of a written request for either escorted or unescorted entry authorization for an outside contract service, other City of Omaha agencies/departments, maintenance 13. Upon completion of a favorable check, the Background/Inspections Unit supervisor will notify the Unit/Squad that requested the check. 14. If the check reveals negative information, the Background/Inspections supervisor will immediately notify the requesting Unit/Squad and inform them OPD ID/Security Pass CARD IS NOT approved. F. Bureau and Unit Supervisor responsibilities are as follows: 15. Upon notification of a new employee from the OPD Police Personnel Unit, the pertinent Unit supervisor will be advised. 16. The bureau/unit supervisor will escort the individual to the Forensic Investigations Unit offices during regular business hours, along with a copy of the approved Application for ID/Security Pass (OPD Form 163). 17. After the photograph is taken the supervisor will escort the individual, along with the signed application to the Fleet/Facilities Unit office for issuance of the ID/Security Pass Card. G. The OPD Forensic Investigations Unit shall assist in the ID/Security Pass Card process by photographing individuals when requested, collecting fingerprints when required, and forwarding the information to the Fleet/Facilities Unit for printing of the OPD ID/Security Pass. III. Proper Wear of the OPD ID/Security Pass Card ================================================= A. OPD employees are required to wear/display the OPD ID/Security Pass Card as follows: 1. On the left front of their outer garment or on a chain around their neck while in or on the grounds of OPD facilities. 2. OPD sworn employees who are in uniform are not required to display their OPD ID/Security Pass Card. 3. OPD officers in plain clothes may display their OPD badge for ID purposes, providing the badge is visible to the public. 4. OPD employees who have misplaced their ID/Security Pass Card and desire entry to OPD facilities will be required to sign for a Temporary Security Pass (OPD Form 122C) at the respective facility. The Temporary Security Pass Card will be worn as prescribed above and returned to the office that issued the card upon completion of the tour of duty. B. Sworn employees of outside agencies who have been issued an OPD Outside Agency ID/Security Pass Card shall wear/display their pass card as follows: 5. If they have misplaced the pass and desire entry to OPD facilities they will be required to provide verification of their identity and may be required to sign for a Temporary Security Pass Card. 6. Sworn employees from an outside agency who are in uniform and NOT on official business at OPD facilities are NOT required to wear the OPD Outside Agency ID/Security Pass Card. However, they ARE required to sign in and out on the Building Visitor Log (typically located in the front desk/lobby area of OPD facilities). 7. Sworn employees from an outside agency who ARE on official business and in plain clothes may display their own law enforcement agency's badge for ID purposes, providing the badge is visible to the public. 8. Sworn employees from outside agencies, in plain clothes and NOT on official business at the OPD facility, must sign for a Temporary Security Pass Card, typically at the facility's front desk/lobby area. The pass card will be worn during the visit and returned to the party/office that issued the card upon completion of the visit. C. All visitors and personnel delivering items to OPD facilities will sign a Building Visitor Log, be issued a Visitor Security Pass in accordance with the facility's procedures, and shall be escorted while in the facility. 9. When a visitor arrives to meet with an OPD employee, the front desk/lobby area employees will notify the appropriate individual or office of the visitor's arrival. 10. The individual or office the person is visiting is responsible for escorting the visitor to and from their destinations while in the facility. D. When persons come to the OPD Headquarters building to pick up evidence and/or property, procedures are as follows: 11. When practical, OPD Evidence/Property Unit employees will take firearms being released to the front lobby where they will release it to the owner. 12. On occasion, visitors may need to pick up property from the OPD Headquarters garage area or come to the garage area to have FIU services conducted. When this occurs, the visitor DOES NOT need to be signed in at the Headquarter Front Desk lobby area. Rather, the visitor will be directed to the Headquarters garage area and asked to standby for Evidence/Property Unit employees. a. Evidence/Property Unit/FIU employees will notify the Headquarters Garage Security Officer in advance, and will provide the Garage Security Officer with the vehicle's description whenever possible. b. Evidence/Property Unit/FIU employees will remain with the visitor/vehicle through the completion of the property transfer or while services are completed. Visitors shall not be left unattended in the OPD garage area. E. In the event of meetings and/or tours at OPD Headquarters, the following procedures apply: 13. Employees who sponsor meetings or tour groups at OPD Headquarters will submit a list of names, addresses, and telephone numbers of those attending the meeting to the Front Desk Squad Sergeant. 14. The Front Desk Squad will provide the meeting/tour sponsor with the appropriate number of visitors passes. 15. Meeting/Tour sponsors shall make certain all visitors sign in on the Building Visitor Log at the Front Desk and shall return all visitor passes to the Front Desk upon completion of the visit. IV. OPD Headquarters Garage, Parking Lot and Perimeter Security and Parking Enforcement ======================================================================================= 1. The Garage Security Officers will monitor the garage, parking lot and perimeter of the building continually throughout the duration of their shift. 2. OPD employees who witness vehicles parked in violation of OPD policy and procedures and/or any parking laws/ordinances will notify the on-duty Garage Security Officer of the violation. 3. When a police vehicle operated by a City of Omaha employee is in violation, the Garage Security Officer will notify the employee's supervisor via chain of command. The 4. Employees who violate parking procedures may be subject to disciplinary action and/or removal of the vehicle from unauthorized parking areas. 5. When a privately-owned vehicle is found to be in violation, the Garage Security Officer is responsible for making certain the vehicle is removed. a. The Garage Security Officer will relay identifying information to the OPD Information Operator in order to determine ownership of the vehicle. b. The Garage Security Officer will attempt to inform the owner/driver the vehicle is parked in violation and will be towed. c. If the vehicle is not removed within ten minutes, the Garage Security Officer may issue a parking citation and tow the vehicle. V. Escapees at OPD Facilities ============================= A. In the event an arrestee or detainee escapes custody while at an OPD facility, the person responsible for the escapee shall: 1. If the escape occurs at OPD Headquarters, dial extension 6802 to access the building's Public Address (PA) System and immediately broadcast that an escape has just occurred. a. Repeat the broadcast at least three times while making sure to give a description of the escapee, the clothing worn, and if the escapee is considered armed and/or dangerous. 2. Contact: b. 911 Communications at extension -5802 or -5809 or by dialing 911. c. The affected OPD facility's designated Front Desk sworn employees (if available/on-duty). 3. Provide the following information to both 911 AND the front desk sworn employees (if available/on-duty): d. An escape has occurred. e. The escapee's name, date of birth, and physical/clothing description. f. The initial charge/reason for which the escapee was taken into custody. g. Whether the escapee is considered armed and/or dangerous. B. When the OPD Headquarters Front Desk Squad is contacted regarding an escapee at OPD Headquarters, the OPD Front Desk Sergeant will ensure the following tasks are completed: 4. Verify that 911 Communications has been contacted and informed of the escape. 5. Assign sworn employees to guard the main entry to the OPD Headquarters building, rear entry/garage doors, two entry doors leading to the garage roof located in Data Review, and the hallway east of the Public Information Office. 6. Begin conducting a full building search. C. Upon arrival at the affected OPD facility the responding UPB lieutenant and sergeant will assess the situation and determine if there is a need for UPB to search and/or assist in searching the building. 7. If it is determined a UPB building search is warranted, the UPB lieutenant will call for additional officers and/or the OPD K-9 Squad to conduct the search. D. Full duty sworn employees who are on-duty at the affected OPD facility will assist in the building search when an escapee notification is received. E. Non-sworn employees and sworn employees who are not full-duty will proceed as directed by the on-duty sworn officers. F. When the escapee has been returned to custody, or has been determined to no longer be in the OPD facility: 8. 911 Dispatch shall be informed/updated. 9. The building occupants shall be notified/updated. h. If the escape occurred at OPD Headquarters a follow-up broadcast shall be completed via the building's PA System (ext. 6802). i. If the escape occurred at another OPD facility, UPB officer(s) shall be assigned to notify employees/persons in the facility. G. In all escape incidents, the following reports shall be completed: 10. An Incident Report (PortalOne/OPD Form 189). 11. A Chief's Report (OPD Form 214), to document the escape and search efforts/results. 12. A Wanted Report (OPD Form 23), for each escapee that was not apprehended. VI. Unauthorized/Unescorted Persons in OPD Facilities ===================================================== A. Sworn full-duty employees should challenge, detain, and identify individuals who do not display/possess an OPD ID/Security Pass Card while in an OPD facility. 1. Those individuals who are not properly identified should be detained and either escorted back to their sponsor or escorted out of the secure, non-public areas of the facility if no sponsor can be located. B. Employees who are unable to detain and identify possible unauthorized individuals will follow procedures prescribed in this policy for an escapee. C. The employee who encountered the unescorted party shall complete an Inter-Office 2. The IOC should identify the responsible sponsor by name and assigned unit/squad and a brief synopsis of the circumstances surrounding the unauthorized person incident. VII. Immediate Safety Threats at OPD Facilities =============================================== 1. Contact 911 Communications at extension -5802 or -5809 or by dialing 911. \- AND - 2. The building's occupants shall be notified via the safest and most effective means possible. VIII. Maintenance and Repair of OPD Facility Entryways/Doors ============================================================ A. OPD facility exterior doors, windows, overhead garage doors, etc. periodically need maintenance. B. During normal business hours (0700-1600 Monday through Friday) if a malfunction or breakdown of a door or window is detected, the individual who discovers the issue will notify the OPD Fleet/Facilities Unit at extension -5615. 1. The Fleet/Facilities Unit will respond to determine the extent of the malfunction or breakdown and make certain repairs are executed/ordered. C. During non-business hours (1600 -- 0700 Monday through Friday and holidays/weekends) if a malfunction or break-down of a door or window is detected, the individual who discovers the issue will call the Fleet/Facilities Unit at extension -5615, follow the instructions on the recorded message for after-hours notifications, and request emergency repairs. D. If an overhead garage Out-Door or In-Door is malfunctioning in the "closed" position, all motor vehicle operators, using extreme caution, will be allowed to enter and exit through the adjacent door, when feasible. 2. The OPD Fleet/Facilities Unit shall be immediately notified of malfunctioning garage doors, and will execute required functions to allow "dual functioning" of the portable garage door opener. 3. OPD Fleet/Facilities Unit will also place an orange traffic cone in front of one or both garage doors, as appropriate, and arrange for security of the area, if necessary. IX. Miscellaneous Security Precautions ====================================== A. Various OPD facilities' pedestrian doors, including overhead garage doors, are operated by a computer controlled access security system. These entryways are susceptible to unauthorized entry if left open and unattended. 1. At no time will any OPD facility's doors be disabled by artificial means, such as the propping open or blocking of the infrared sensors. 2. As a reminder, the overhead garage doors at OPD facilities can close quickly, forcefully, and unexpectedly and are not for pedestrian use at any time. All pedestrians will enter and exit through the pedestrian doors. B. In the event OPD employees need access to any room at an OPD facility to which they do not have a key, employees may contact the Front Desk/Lobby area supervisor or another on-duty employee at the facility who will meet them and assist with their request, if possible and/or authorized. C. At the end of each workday, employees are required to conduct an internal safety check of their respective work areas prior to leaving the work area. 3. Employees shall make certain electrical hazards such as coffee pots, copy machines, printers, or computers have been turned off or unplugged as necessary. 4. Upon completion of the internal safety check, employees will secure doors, turn off lights, etc. before leaving. **REFERENCES:** I. Previous OPD Orders ====================== A. Previous General Orders: \#31-76, 113-76, 16-83, 1-90, 47-90, 92-90, 58-91 41-94, 6-95, 13-95, 51-95, 14-98, 14-98 Supplement \#1, 50-01, 35-02, 8-09, 8-09, Supplement \#1, 64-17, and 6422. B. Previous Information Orders: \#16-80, 362-90, 24-00, 320-00, 208-93, and 237-94. **II. Accreditation Standards** A. The following CALEA Accreditation standards are relevant to this policy: 22.2.7 and 71.5.1. III. Other ========== A. PPM Monthly Updates: \#5-2017, 4-2018 and \#6-2018.