Sheriff's Policy Manual PDF

SHERIFF’S POLICY MANUAL 2.28 CORRESPONDENCE/OFFICIAL COMMUNICATIONS: 2.28.1 Written Correspondence/Documentation: A. All written correspondence/communication will be presented in a professional and legible manner, both in appearance and composition. B. T...

SHERIFF’S POLICY MANUAL 2.28 CORRESPONDENCE/OFFICIAL COMMUNICATIONS: 2.28.1 Written Correspondence/Documentation: A. All written correspondence/communication will be presented in a professional and legible manner, both in appearance and composition. B. The official BSO memorandum will be used for all internal correspondence; whereas, the official BSO letterhead will be used for all external correspondence. Both approved forms are located on the BSO Informant in the Forms Library. C. All external written correspondence/communication requiring the Sheriff’s signature must be electronically forwarded to the appropriate Executive Director/designee, via chain of command, for review and approval, prior to forwarding to the Sheriff. D. Correspondence (i.e., Thank You Letters and Letters of Commendation) received by the Sheriff’s Administrative Office regarding an employee will be electronically forwarded to the employee’s Executive Director/designee, via chain of command, for dissemination to the appropriate command. 1. The command will prepare a written response for the Executive Director/designee’s signature on behalf of the Sheriff referencing the employee(s) name(s) in the body of the letter. 2. The written correspondence, an electronic copy, and the initial writer’s pre- addressed envelope will be forwarded to the Executive Director/designee for final review and mailing to the initial writer. 3. The Executive Director/designee will route copies of the approved correspondence to the Sheriff’s Administrative Assistant, the employee’s Department\Division\Unit Commander, the employee, and the Human Resources Department to be placed in the employee’s personnel file. E. After initial submission, other than minor administrative changes, no document or correspondence will be altered in any manner. Employees will be notified of any administrative changes. F. All written correspondence will be succinct, factual, and unambiguous. 2.28 Page 1 of 2 07/21/2015  SHERIFF’S POLICY MANUAL G. Employees will not use BSO stationery for private correspondence. 2.28.2 Sending Official Communications: A. Employees receiving official communications directed to another will send it without delay to the intended recipient. B. Supervisors receiving written communications from their employee, directed to a higher authority will indicate acknowledgment of the content and send it through the chain of command. 2.28.3 Postage: Employees will not use or cause to be used BSO stamps or postage meters for their personal mail. 2.28.4 Long Distance Telephone Calls: A. BSO recognizes that toll calls will be necessary in the performance of official BSO business. B. Each Department director approves which employee in their command will be granted the authority to place toll calls. C. Toll calls made from or charged to BSO telephones must pertain to official BSO business. D. Each component will adopt in their SOP a procedure for toll call usage to include supervisor authorization accountability for calls, and remedies for abuse. Note: The following applies to Employees assigned to a facility that utilizes a PIN system for long distance calls: E. Each approved employee will be assigned a unique PIN through the Information Technology Division. F. The unique PIN will be used each time a toll call is placed. G. The unique PIN will not be shared or used by any other employee. 2.28 Page 2 of 2 07/21/2015