Conyers Police Department Radio Procedures PDF

Standard Operating Procedure # 5-1 (Effective Date 10/15/2024) Conyers Police Original Issue Date 1/2002...

Standard Operating Procedure # 5-1 (Effective Date 10/15/2024) Conyers Police Original Issue Date 1/2002 S.O.P. # 5-1 Department Revision Issue Date Effective Date 10/08/2024 10/15/2024 Subject Issuing Authority Radio Procedures Chief of Police Reference # of Pages New ( ) Amends (X) Rescinds ( ) CALEA Standard # 81.2.4 S.O.P. # 5-1 dated 06/26/2023 10 Purpose The purpose of this policy is to establish procedures for radio transmission for use by all personnel that utilize any portable or mobile device. Policy ~ 5-1 It is the policy of the Conyers Police Department to set and maintain procedures for radio communications for officer safety, radio discipline, continuity of communications, and professional standards. Procedures Identification of Personnel ~ 5-1-1 Badge/Radio numbers will be assigned to personnel upon initial employment or initial volunteer service as necessary. All personnel transmitting on any department two-way communication device will identify themselves by their badge number, designated position, or role (e.g., dispatch, communications, radio, etc.). Conyers Police Department Radio Communications ~ 5-1-2 The Conyers Police Department 10 codes and signals will be the primary method for radio communication and transmission between the City of Conyers Police Department Communications Center and the officers. “Plain talk” is also permitted as necessary. A phonetic alphabet will be utilized by all members of the Conyers Police Department. When it is necessary to spell words or identify letters, the phonetic alphabet should be used. A copy of the ten codes and signals, as well as a list of the approved phonetic alphabet choices, is located at the end of this policy. Page 1 of 10 Standard Operating Procedure # 5-1 (Effective Date 10/15/2024) Radio Transmission Guidelines ~ 5-1-3 (CALEA 81.2.4c) Employees must transmit his/her badge number on every transmission except for consecutive transmissions. He/she should also raise radio before each transmission except when there is an emergency. After receiving information or an update via radio, each employee should confirm receipt by acknowledging with their badge number. Employees should minimize unnecessary radio traffic, ensure all radio transmissions are clear, and adjust the volume appropriately to hear incoming messages. A dispatcher should never acknowledge a message until he/she is certain the message received is, in fact, the message sent. Rather than making assumptions, the dispatcher should request a repeat of the entire message or specific parts if clarification is needed. For clarifying only a portion of the message, use phrases like "10-9 all after..." or "10-9 all before..." Field Officer Radio Transmissions ~ 5-1-4 (CALEA 81.2.4a) Field officers must maintain constant radio contact with other personnel. They should keep their dispatcher and/or supervisor informed of their status, intentions, circumstances, and current situation while on active duty. This may be done through the use of the Mobile Data Computer (MDC) or by voice communication over the departmental radio system. These may include, but is not limited to: Availability for receiving calls for service. Arrival at the location of calls for service. Any pertinent information at the officer’s arrival that might indicate the need for backup units, support services or supervisor presence, medical personnel or fire personnel, etc. Advise supervisors of existing conditions or upon learning that completion of the call may entail unusual time periods. Advise other officers via the communications center of lookouts for person(s) missing or wanted and/or stolen property. The field officer can have this information disseminated to other jurisdictions by way of the communications center. Availability for service upon completion of a call for service. On officer-initiated calls, i.e., traffic stops, suspicious persons, field contacts, the field officer should report a minimum of the following information: o Activity engaged in o Location of activity o Traffic stops should include vehicle tag number, make and model, color, and number of occupants. Vehicles without tags should be described in great detail. o Suspicious persons approached by field officers should be described completely. This description should contain race, sex, clothing description, and any physical characteristics that might prove helpful in identifying the person or persons at a later time. When an officer is out of his/her patrol vehicle. CODE 3 Response ~ 5-1-5 Officers may engage in emergency response mode (CODE 3) as outlined in SOP 5-4-4 Vehicle Operations and Responding to Calls for Service. When initiating a CODE 3 response, officers must notify Page 2 of 10 Standard Operating Procedure # 5-1 (Effective Date 10/15/2024) communications by clearly stating their badge number and “CODE 3” status. This notification is not required for 10-10 or S/63 calls, where a CODE 3 response is automatically expected. Dispatching Calls for Service ~ 5-1-6 Communications officers will record call details, information, and updates in the narrative as they become available. Any information that affects the actions or safety of responding officers (i.e., weapons, additional alarm zones, additional suspects) will be broadcast immediately to the responding officers. Communications Center personnel must gather as much information as possible to assess the situation. Dispatchers are authorized to dispatch a backup unit where required by SOP and will alert the road supervisor if a call for service appears to need one. If backup officers are needed, the on-duty patrol supervisor will direct units on how to respond. The patrol supervisor has the authority to cancel a backup unit or request additional units also respond. If the initial unit arrives and it is determined that an additional unit is not needed, he/she should notify the dispatcher to cancel all other units as well as advise the signal and the location. Dispatching In Progress Call ~ 5-1-7 Priority calls should always be dispatched first, attempting to minimize stack time. Stack time is defined as the elapsed time from the time the call was received until the call is dispatched to police units. As soon as a dispatcher receives the information that there is a crime in progress, a unit will be dispatched to the location. This process will allow all units to start towards the location while the dispatcher has the victim on the telephone obtaining further information. When additional information is obtained, it will be broadcast to units enroute to the call. This will provide a better response time for the unit and still get the information out as quickly as possible. While an “in-progress” call is being handled, all other units should cease all non- essential radio traffic. Mental Health Consumers ~ 5-1-8 In the event a dispatcher receives information that an incident involves a mental health consumer, this information should be provided to the responding officer(s) immediately. This information is often critical and determines the appropriate response needed. Additional updates should be passed along as soon as they are received. Out of Service ~ 5-1-9 (81.2.4b) An officer should status himself/herself “out of service” when he/she is on duty or engaged in a public safety detail, but temporarily unavailable for immediate response to calls for service. Page 3 of 10 Standard Operating Procedure # 5-1 (Effective Date 10/15/2024) An officer should notify communications or change status in mobile to "out of service" in the following situations: When taking a break or meal period. When engaged in a task that prevents them from responding to calls for service, such as: o Conducting a detailed investigation or interview. o Completing reports or paperwork that requires focused attention. When attending court or training sessions. When involved in an extended call for service that requires a significant amount of time to resolve. When dealing with personal or medical emergencies that necessitate temporarily leaving duty. Failure to Respond to Radio ~ 5-1-10 When dispatching a call for service or raising a unit, radio will call the unit one time. In the event the dispatcher does not receive a response from the unit, the dispatcher will try to raise the unit again. If no response is received from the unit on the second time, the dispatcher will then sound “Alert Tone 1” over the radio. After the alert tone has been sounded, the dispatcher will attempt to raise the unit only one additional time over Channel 16. If there is still no answer from the officer, the dispatcher will raise the shift supervisor and will advise the supervisor the unit is not responding. The dispatcher will also advise the supervisor if the officer is on a call and will provide the location and call type. If the officer is not on a call for service, the dispatcher will then advise the supervisor of the officer’s last known location. The dispatcher will attempt to locate the officer’s patrol unit via GPS, if available. That information will be immediately relayed to the supervisor. Additional attempts to reach the officer via traffic channel, mobile chat (if available), and cell phone should be made after the alert tone has been given and there is still no response. Arrival on/Departure from Scene ~ 5-1-11 The GPS will log most officers’ arrival on calls. If an officer does not have automated status updates the officer should use the MDC, when it is safe to do so, or notify Communications by radio to make status changes. When a unit returns to service after the completion of a call, the status change will be made. It is the responsibility of the dispatcher to enter the data into the CADS when the officer arrives and leaves the scene when the notification is made over the radio. Once this is complete, the CADS automatically time stamps the entry. Notes will be made in CAD as necessary. Vehicle Stops ~ 5-1-12 When an officer stops a vehicle and gives the location of the stop and tag number, the dispatcher will immediately enter the traffic stop into CADS, then perform a vehicle registration and stolen check. This information will be given to the unit if the vehicle is stolen, if particular information does not match the description of the car the officer originally gave, or at the request of the officer. All units must give the information to the dispatcher as soon as possible prior to initiating the stop to enable the dispatcher to Page 4 of 10 Standard Operating Procedure # 5-1 (Effective Date 10/15/2024) make attempts to get the information on the vehicle, if the computer permits, before he or she gets out of the police unit. This is for officer safety. Vehicle stops will be communicated by giving the location, tag, and description, including the color, and number of occupants. Officer to Officer Traffic ~ 5-1-13 Officer to officer traffic should, if possible, be held to a minimum. Officer to officer traffic will not be permitted unless it is traffic reference to a call being handled or gathering of police information. Officer to officer traffic conducted on the talk group removes the officer’s capability to communicate with dispatch. Toned Calls ~ 5-1-14 Calls of a serious nature will be toned utilizing Alert Tone 3 prior to dispatch to ensure that all units are aware of the call for service. Those calls will include the following: Armed Robbery Robbery by Force Code 800 Hold-up in Progress Hold-up alarm at a bank As soon as a dispatcher receives the information that one of the above crimes has occurred, a unit will be dispatched to the location in the following manner: Radio: Alert 3 sounds; Unit number, S/44 Armed Robbery at Kohl’s 1630 Dogwood Drive. 10-12 for further. This process will allow all units enough information to start toward the location while the dispatcher has the victim on the telephone obtaining additional information. When additional information is obtained, it will be broadcast to all units enroute to the call. This will give a better response time for the unit and still get all information as quickly as possible. While an “in-progress” call is being handled, all other units should hold all transmissions on the radio unless they are of an emergency nature. Computer Check Request ~ 5-1-15 When the information is available, the dispatcher will provide it to the unit. Provided information will include the owner’s name and any NCIC/GCIC information which can be disseminated over the radio under Georgia law. Not all agencies enter an operator license number / VIN for warrants onto GCIC; therefore, officers should not use an OLN when conducting a warrant search. Page 5 of 10 Standard Operating Procedure # 5-1 (Effective Date 10/15/2024) If an operator runs an OLN due to a name and date of birth returning not on file, he/she will then be required to run the name and date of birth on the response (if received) to ensure there are no active warrants on GCIC/NCIC. Radio Silence ~ 5-1-16 Ten Code 10-3 means stop transmitting. Whenever 10-3 is called all radio traffic except for emergency radio transmissions should cease. Portable Radio Emergency Buttons ~ 5-1-17 (81.2.4g) Emergency Button Activation Upon the receipt of an emergency button activation, an emergency condition report will display on all console positions in the dispatching center with audio. The radio operator will then request a status check from that unit who is in emergency status. If there is no response, the radio operator will process it as an Officer Needs Help (Signal 63), until verified otherwise. If the unit advises the radio operator that he/she is “ok”, the radio operator will acknowledge this and will then ask that unit to reset his/her radio. Resetting Emergency Button To reset a radio in emergency status, the officer will press and hold down the emergency button on his/her radio for approximately 2-3 seconds or until the unit hears a BEEP. If this is performed properly, the emergency status will no longer flash on all console positions in radio and the radio operator will advise the unit that their radio has been reset. Communications Procedures with Other Agencies ~ 5-1-18 (CALEA 81.2.4d) All communications between Communications Operators and interacting agencies will normally be conducted over the telephone. Radio communications may be initiated on another Agency’s frequency when telephone or other means of communication may not be practical. Communications Center identification procedures will be followed when initiating radio communications with other agencies. If radio communications must be initiated on another agency’s frequency, the following procedures will be followed: No interagency transmissions will be interrupted. Radio communications will be as condensed as possible, utilizing plain English The officer will return to the primary Conyers Police channel once all radio communications have been completed Page 6 of 10 Standard Operating Procedure # 5-1 (Effective Date 10/15/2024) Professional Communication ~ 5-1-19 All personnel should maintain a professional demeanor while engaged in radio communications. Guidelines to be used in all communications consist of preferred and authorized practices, while unauthorized communications are prohibited. Preferred communications practices include, but are not limited to, the following: Be brief and clear, yet concise. Reflect a pleasant and professional attitude. Use codes and signals when appropriate. Unauthorized communications practices include, but are not limited to, the following: Refrain from yelling or screaming into the microphone while transmitting. Refrain from using slang, buzz, catchwords, or unprofessional language. Never use the radio system to chastise, reprimand, or correct a subordinate or fellow officer. Never express anger, frustration, disgust, or any other negative emotion while transmitting. Never use a police radio to communicate personal messages unless it is an emergency. Never use personal names on the police radio unless it is pertinent and necessary information. Voice inflection is prohibited. Radio/MDC Practices and Training ~ 5-1-20 Not all procedures and situations can be covered in a written policy. Mastering communication over a mobile radio or MDC requires time and practice to become comfortable with their use. Departmental training will be provided and is considered part of this policy for compliance. All personnel will follow the guidelines presented in this policy as well as during his/her Field Training Program. Additional training or counseling may be provided as requested or as needed. Page 7 of 10 Standard Operating Procedure # 5-1 (Effective Date 10/15/2024) Conyers Police Department Phonetic Alphabet ~ 5-1-21 When using the phonetic alphabet, the letter is given first, followed by the word. For example, A (Adam) or A (Alpha). See the below list for the approved Conyers Police Department Phonetic Alphabet choices. A- Adam / Alpha N- Nora / November B- Baker / Bravo O- Ocean / Oscar C- Charles / Charlie P- Paul / Papa D- David / Delta Q- Queen / Quebec E- Edward / Echo R- Robert / Romeo F- Frank / Foxtrot S- Sam / Sierra G- George / Golf T- Tom / Tango H- Henry / Hotel U- Union / Uniform I- Ida / India V- Victor / Victor J- John / Juliet W- William / Whiskey K- King / Kilo X- X-Ray L- Lincoln / Lima Y- Young / Yankee M- Mary / Mike Z- Zebra / Zulu Page 8 of 10  Standard Operating Procedure # 5-1 (Effective Date 10/15/2024) Conyers Police Department Signals and Codes ~ 5-1-22 Signals 1 Abandoned Auto 35 Hold Up in Progress 68 Robbery by Force 100 Suspicious 2 Soliciting 36 Illegal Parking 69 Person Armed Package/Substance 3 Alarm 37 Alcohol Possession/ 70 Prowler 101 Civil Matter 4 Ambulance Consumption by Minor 71 Reckless Driving 102 Child Custody 5 Vandalism 38 Meet the Complainant 72 Paperwork Matter 6 Burglary IP- 39 Misc. Service Request 73 Forgery/Fraudulent 103 Assist Homeowner Residence 40 Trouble Unknown Activity 104 Welfare Check 7 Burglary IP-Business 41 Vehicle Crash 74 Wanted Person 105 Property Damage 8 Dumping/Littering 41C Crash Minor Injuries 75 Street Hazard 106 Identity Theft 9 Threats 41H Crash Hazard 76 Illegal 107 Voucher Request 10 911 Hang Up 41I Crash Serious Injury Fishing/Hunting 108 Vehicle/Trailer 11 Silent 911 42 Burglary 77 Kidnapping Inspection 12 Child Abuse 43 Hit and Run 78 B.O.L.O. 109 Aircraft Down/Crash 13 Stalking 44 Armed Robbery 79 Work Traffic 110 Follow Up to Incident 14 Assist Motorist 45 Theft by Taking 80 Rush Present Detail 111 Road Rage 15 Call Radio 46 Entering an Auto 81 Need Intoximeter 112 Train Derailed/Off 16 Secure Radio 47 Person Hit by Auto Test Tracks 17 Carjacking 48 Person Injured 82 Wrecker Enroute 113 Malfunction of Traffic 18 Home Invasion 49 Person Dead 83 Relieve Officer Light /RR Signal/Stop 19 Call Spouse 50 Person Shot 84 Runaway Juvenile Sign 20 Harassing Phone 51 Person Stabbed 85 Gas Leak 114 Lost/Mislaid Calls 52 Suicide Attempt/Threat 86 Electric Wires Down Property 21 Disorderly Juveniles 53 Suspicious Person 87 Domestic 115 Loitering 22 Mental Health 54 Suspicious Vehicle 87V. Domestic Violent 116 Smoking Consumer 55 Missing Person 88 Bomb Threat 117 Skateboard 23 Discharging 56 Loud Party or Noise 89 Public Indecency 118 Alcohol Permit Firearms 57 Shoplifting 90 Dead Animal 119 Impound 24 Discharging 58 Murder 91 Disturbance Fireworks 59 Meet a party at… 92 Assault/Assault IP 25 Animal Complaint 60 Child Molestation 93 Found Property 26 Intoxicated Person 61 Spec. Detail/Off-Duty 94 Person Held Against 27 Fight in Progress Job Will 28 Narcotics Violation 62 O.B.Call 95 Open Door/Window 29 D.U.I 63 Officer Needs Help 96 Trespassing 30 Escape 64 Person Refusing to 97 Deliver Emergency 31 Explosion Leave Message 32 Fire 65 Assist Other Agency 98 Convoy/Escort 33 Gambling 66 Person Down Detail 34 Headquarters 67 Rape 99 Arrest 34J Rockdale County Jail Page 9 of 10 Standard Operating Procedure # 5-1 (Effective Date 10/15/2024) Codes 10-0 Use Caution 10-36 Time Check 10-74 Negative 10-1 Unable to copy 10-37 Enroute to HQ 10-75 In Contact With… 10-2 Signal Good 10-38 Stopping Suspicious 10-76 Enroute 10-3 Stop Transmitting Vehicle 10-77 ETA 10-4 Acknowledgement 10-39 Routine Check 10-78 Request Non-Emergency 10-5 Relay 10-40 Roadblock Assistance 10-6 Busy 10-41 Beginning Duty Tour 10-79 Notify Coroner 10-7 Out of Service 10-42 Ending Duty Tour 10-80 Chase in Progress 10-8 In Service 10-43 Computer Status 10-81 Transporting Victim 10-9 Repeat 10-44 Meal Break 10-82 Request CID at Scene 10-10 Priority Assistance/ 10-45 Permission to Leave for… 10-83 Need Fire Dept. Disturbance on Scene 10-46 Assisting Motorist 10-84 Need Animal Control 10-11 Case Number 10-47 At Residence 10-85 Delayed 10-12 Standby 10-48 Stopping Traffic Violator 10-86 Advise Traffic Code 10-13 Weather 10-49 Traffic Light Out at… 10-87 Need GA. State Patrol 10-14 Magistrate 10-50 Traffic Specialist Needed 10-88 Working Radar 10-15 Transporting Prisoner 10-51 Wrecker Needed 10-89 Advise Sanitation 10-16 Secure Warrant 10-52 Ambulance Needed 10-90 Advise D.O.T. 10-17 Unit Status 10-53 Domestic Situation 10-91 Req. Transport Unit 10-18 Expedite 10-54 Civil Matter 10-92 Traffic Engineer 10-19 No Calls/Messages 10-55 Ordinance Violation 10-93 In area attempting to 10-20 Location 10-56 No Damage locate 10-21 Call by Telephone 10-57 Returned Home 10-94 Business/House 10-22 Disregard/Cancel 10-58 Vehicle/Property Check 10-23 Advise Better Recovered 10-95 O.K. Location 10-59 False Alarm 10-96 Transporting Motorist 10-24 Situation Under Control 10-60 No Prosecution 10-97 Check Radio / Request Another Unit 10-61 Gone on Arrival 10-98 Check Location Wrecker 10-25 Cancel Other Units 10-62 No Hazard 10-99 Check Location 10-26 Request Supervisor 10-63 Settled/No Report Ambulance 10-27 License Information 10-64 Victim not at Scene CODES 10-28 Registration 10-65 Incident Report 1. Infectious Disease Information 10-66 Accident Report 2. Non-Emergency 10-29 Wanted/Stolen Check 10-67 Citation Issued 3. Emergency Response Mode 10-30 Unnecessary Use of 10-68 Extra Patrol 4. Vehicle/Article Stolen Radio 10-69 Occurred outside City 5. Subject Wanted 10-31 Owner/Manager 10-70 Occurred outside County 6. Subject in Custody 10-32 Alarm Company 10-71 Flag down 7. Subject on Active Probation 10-33 Emergency 10-72 Reserved 8. Use of Force 10-34 Resume Normal Radio 10-73 Reserved 700 - 3SI Tracker-Stationary Traffic 800 - 3SI Tracker- Mobile 10-35 Clear Radio for BOLO Page 10 of 10