Aurora Police Department Duty Status of Members PDF

AURORA POLICE DEPARTMENT DIRECTIVES MANUAL 02.08 Title: DUTY STATUS OF MEMBERS Approved By: Vanessa Wilson, Interim Chief of Police Effective: 06/26/2006 Revised: 03/02/2020 Associated Policy: DM 07.05, DM 08.12 References: APD Form 255 Military Deployment, APD Form 091 OTFD, APD Form 161 OTFD Diagn...

AURORA POLICE DEPARTMENT DIRECTIVES MANUAL 02.08 Title: DUTY STATUS OF MEMBERS Approved By: Vanessa Wilson, Interim Chief of Police Effective: 06/26/2006 Revised: 03/02/2020 Associated Policy: DM 07.05, DM 08.12 References: APD Form 255 Military Deployment, APD Form 091 OTFD, APD Form 161 OTFD Diagnosis Report Review: Employee Support and Wellness Unit 2.8 Page 1 of 8 Duty Status of Members Members are expected to report for duty in a physical and mental condition conducive to performing the duties and responsibilities of their position. When circumstances arise preventing a member from performing assigned tasks, the appropriate command officer may alter the member’s duty status. 2.8.1 Full Duty Status Members are considered to be at full duty status when no legal, physical or administrative limitations exist preventing the member from performing the normal duties of their position. 2.8.2 Other than Full Duty Members that sustain a performance limiting injury or medical condition either on-duty or off-duty will report the condition in an expeditious manner to their immediate supervisor. If the injury or medical condition inhibits the member’s ability to safely perform the duties of his/her position, the member may be placed on a light duty status. Once informed of the member’s injury or medical condition, the supervisor or command officer will immediately complete an Other than Full Duty Report (OTFD) (APD Form 091). The report will be passed through the member’s chain of command (including the District Administrative Technician, if applicable) to the Administrative Technicians in the Chief’s office and the appropriate Division Chief. The Administrative Technicians in the Chief’s office create a combined Other than Full Duty Report on a weekly basis. The combined weekly report is sent to the Division Chiefs for review and then distributed to all of Command level members. Members may request an other than full duty work position within the Department in lieu of expending “Sick time” or “Injury Leave.” All requests for an other than full duty work assignment must be approved by the appropriate Division Chief. Other than full duty assignments are based on the needs of the Department and are not guaranteed. Directive Manual (Revised: 03/02/2020) 02.08 DUTY STATUS OF MEMBERS Page 2 of 8 Members reporting a non-duty related injury or medical condition or scheduling a planned medical procedure will be required to obtain a completed Other Than Full Duty Diagnosis Report (APD Form 161) from their physician. The report will provide a brief diagnosis of the injury, a description of any work limitations and an anticipated date for the member to return to full duty. APD Form 161 will follow this four step process: 1. The member will give the form to his/her supervisor and will be sent up the chain of command to the appropriate Division Chief. 2. If approval is given for Other than Full Duty status, the form will be forwarded to the Administrative Technicians in the Chief’s office for personnel orders, if necessary, and for completing the Other than Full Duty Report. 3. The Other than Full Duty Diagnosis Report is forwarded to Police Payroll. 4. Police Payroll forwards the form to the Office of Risk Management for the city. When a member is assigned to an other than full duty work position that is anticipated to exceed 14 days, a personnel order detailing the member to a specific position will be issued by the Chief’s Office Administrative Technicians as directed by the appropriate Division Chief. The Division Chief will notify the member and his/her supervisors within both the current assignment and the receiving unit. The supervisor of the unit receiving the light duty member will complete an Other Than Full Duty Report (APD 091) when the member’s status changes regarding a return to full-duty date or additional restrictions. When a member is injured outside of regular business hours but can still perform a light duty function within the district or bureau, the commanding officer may approve a light duty assignment on a temporary basis up to 14 days. The supervisor will update the member’s status within the current scheduling system to “Duty-Lite” and adjust the patrol roster to reflect the change in duty assignment. The supervisor or command officer will complete the Other than Full Duty Report for review by the chain of command. Members injured in the course of duty, will be evaluated periodically by the city doctor. Members will provide doctor’s progress reports to their supervisor. The city doctor will provide copies directly to Human Resources and the Occupational Health Nurse. The Nurse maintains files for members’ medical related records. After subsequent visits to the treating physician, the member is required to submit to his/her supervisor an Other than Full Duty Diagnosis Report (APD Form 161) completed by the physician if there is a change in status or expected return to duty dates. For members injured off duty, the expenses related to the treatment of the injury and office visits for progress reports are the responsibility of the member. The supervisor receiving the report will extract the information required for the Other than Directive Manual (Revised: 03/02/2020) 02.08 DUTY STATUS OF MEMBERS Page 3 of 8 Full Duty Report (APD Form 091) and forward the report to the Occupational Health Nurse for inclusion in the member’s medical file. At a minimum, the appropriate Division Chief will conduct a monthly review of the status of all members on light duty within his/her command. A member’s authorization to carry a weapon while assigned to an other than full duty status will be evaluated on a case-by-case basis by the Chief of Police or designee. No officer who is on the Other Than Full Duty Status list may participate in the Essential Jobs Function Course (EJFC) without prior supervisor approval. The approving supervisor is responsible for ensuring that the officer is allowed to participate in the EJFC based upon any restrictions. If approval is granted, the supervisor will arrange with the academy for the member to participate in the EJFC. 2.8.3 Modified (Restricted) Duty When a legal or administrative action limits a member from performing his/her normal duties, the member is expected to immediately report the situation to his/her immediate supervisor. The supervisor will ensure the chain of command is promptly notified. The appropriate Division Chief will review the actions and determine what actual limitations to duty exist for the member and impose those limitations. Duty assignments under the determined limitations may include, but are not limited to:  Unarmed duty assignment  Remedial training program  Non-driving assignment (front desk, Records, etc.)  Non-enforcement assignment The reviewing Division Chief will notify the Chief of Police of the status of the member. At a minimum, the appropriate Division Chief will conduct a monthly review of the status of all members on modified duty within his/her command. 2.8.4 Suspension A suspension is an administrative action. Suspensions may be levied with pay or without pay. The guidelines for suspensions are determined by the City of Aurora Charter. Within the Department, only the Chief of Police or designee has the authority to suspend a member. Directive Manual (Revised: 03/02/2020) 02.08 DUTY STATUS OF MEMBERS 2.8.5 Page 4 of 8 Military Duty Members being called to military service, whether voluntarily or under order will immediately inform their chain of command. The member may, but is not required to, provide copies of military orders to his/her immediate supervisor. The member’s supervisor will complete an Other than Full Duty Report (APD Form 091) documenting the anticipated service specifics, and notify the Employee Support & Wellness supervisor, who will be responsible for arranging out-processing, as directed in 2.8.10. 2.8.6 Work Restrictions Members working in an unarmed capacity will not wear a police uniform or display a police badge. Members working in an unarmed capacity are restricted from driving marked police vehicles unless the vehicle is conspicuously marked as “Out of Service.” Supervisors will ensure assignments given to members that are unarmed will not place the member in jeopardy. 2.8.7 Fitness for Duty Whenever there is reason to believe that a member can no longer perform the duties of his/her position due to a medical or mental condition, the member may be required to undergo a fitness for duty evaluation. Only the Chief of Police or designee can order a fitness for duty evaluation of a member. The Chief of Police or designee should notify the City Attorney whenever a fitness for duty has been ordered. 2.8.8 Medical Records All medical records must be stored separate from personnel files to include supervisor’s working files. Additionally, medical records must be stored in a secured cabinet. Supervisors receiving medical reports from subordinates will forward those reports to the Administrative Services Section for inclusion in the member’s medical file. 2.8.9 Return to Full Duty After Extended Absence Any member who has been in any status other than full duty for a period of 90 days or more will be subject to completing reintegration, as described in 2.8.11. Under the reintegration guidelines, the Employee Support and Wellness Unit will work with the APD Training Academy to determine what administrative tasks, training, field training, certifications, qualifications and/or inspections are needed to assist the member in his/her re-entry to full duty status. Any member (or the member’s supervisor may make the request) who is moving back to an enforcement position and has been out of enforcement for 90 days or more may request assistance. The assistance will be handled in the same manner as outlined above for a member in an other than full duty status for 90 days or more. Directive Manual (Revised: 03/02/2020) 02.08 DUTY STATUS OF MEMBERS 2.8.10 Page 5 of 8 Members Called to Active Military Duty For the purposes of this directive, the term “deployment” or “deployed member” refers to any member engaged in military service, whether defined as training exercises, voluntary service, or by order of the military. Out-Processing: Prior to leaving the agency for any military service in excess of 90 days, members will be required to have an exit interview with the Division Chief (or designee) in their chain of command, and will be assigned to the Employee Support and Wellness Unit for administrative purposes throughout and immediately following their military service. The Employee Support and Wellness Unit will assign each deployed member a Military Liaison, who will act as the deployed member’s primary point of contact for the department during their absence. The Military Liaison will also provide logistical support and resources for the deployed member, as well as communicating department news, updates, and other important information. Prior to their deployment, members may, but will not be required to provide contact information for their deploying unit, as well as receive contact information for support personnel such as; Employee Support & Wellness (ESWU), payroll, human resources, and their Military Liaison. Arrangements will be made to secure high value department issued equipment such as radios, firearms and electronic control weapons. This will be documented on the Military Deployment Form 255, which will be maintained by ESWU. Returning: Members who have been serving longer than 90 days and those returning members who have served in an active foreign theater of operations, will meet with their Military Liaison and the Employee Support and Wellness Unit upon their return. Their Military Liaison will assist the returning member with completing necessary administrative tasks prior to entering the Reintegration Program, which is administered by Employee Support and Wellness. 2.8.11 Reintegration Program Purpose: To establish a Reintegration Program that promotes a healthy return to duty or transfer process within the police department for all members who have been absent from duty for: 1. An absence as a result of a critical incident. 2. An extended military service lasting 90 days or more and those returning from service in an active foreign theater of operations. 3. An extended absence of 90 days or more from enforcement duties. 4. Any extended absence as identified by the Chief of Police or designee. The Aurora Police Department recognizes the importance of the physical, mental, and emotional health of its members. It also recognizes that many stressors are placed on Directive Manual (Revised: 03/02/2020) 02.08 DUTY STATUS OF MEMBERS Page 6 of 8 members and their families in the events of serious injuries, extended absences, or upon the return to law enforcement duties after having been away from those duties for an extended period of time. To help decrease the impact of stress in these instances, the Department has established the Reintegration Program. Reintegration Program Procedures: The Reintegration Program is under the immediate supervision of the Employee Support & Wellness Unit (ESWU), and will act in conjunction with the APD Training Academy, FTO Coordinator, Psychological Services, and the Military Liaison Officer. The Employee Support & Wellness Unit will be responsible for scheduling, coordinating, and assisting members through the reintegration process using customized training plans depending on each member’s needs.  The Reintegration Program Coordinator, in conjunction with the psychological services clinician serving as the peer support team overseer, and the APD Training Academy staff will create an individualized plan for each member based upon his/her needs and reason for entry into the program. The training will be customized for each employee and will consider such variables as length of time away from the job, the nature, extent, and seriousness of any traumatic and/or bodily injury sustained, and duty assignment. That plan may include any or all of the following training: o o o o   Stress Management Techniques Peer Counseling/Psychological Counseling Simulator Training Live Fire Exercises, including confidence courses, basic marksmanship, shooting with other live fire, stress inoculation practical shooting exercises. o Driving/EVOC Training o Baton o Ground Tactics/Self-Defense/Arrest Control Tactics o PT/Physical Exercise o Legal Updates/Department policy & procedure updates. o Other certifications, testing, training identified through the academy. o Placement into the Field Training (FTO) program or equivalent training based on the employee’s home assignment. o Any other training identified by the involved member that would assist with reintegration. Documentation of completed training will be kept for each member involved in the program in his/her individual training records, depending on his/her duty assignment. Upon completion of the training, the Reintegration Program Coordinator will meet with any applicable representatives from the APD Training Academy, FTO program (or equivalent), and the member’s assigned Division Chief (or Directive Manual (Revised: 03/02/2020) 02.08 DUTY STATUS OF MEMBERS Page 7 of 8 Manager, if applicable) to review the process and recommend his/her return to duty. The member will then either:  Return to his/her duty assignment.  Continue with additional training within the Reintegration Program.  If involved in a critical incident and not cleared for full duty, he/she shall be given his/her choice of available assignments from those approved by the Chief’s Office. Post Critical Incident Protocol: For the purposes of this directive a “Critical Incident” is an incident that can cause great distress or disruption in a member’s life. A “Critical Incident” may include, but is not limited to the following situations: 1. A member involved in an incident requiring the use of deadly force, with or without death or physical harm. 2. A member involved in an incident resulting in the death or serious physical harm of another person. 3. A member suffering from a significant personal injury caused by another person. 4. Any other incident deemed by the Chief of Police or designee as being a “traumatic event.” The Employee Support & Wellness Unit (ESWU) shall be informed of a department member being involved in a “Critical Incident” via the on-call notification matrix. ESWU will monitor the situation and determine an appropriate response, including any notifications to family members, on-call psychological services, or other needs.     The member(s) involved will be placed on administrative leave for a period of 5 business days, subject to extension at the direction of the Chief of Police or designee. Secondary officers or witnesses may also be placed on administrative leave at the direction of the Chief of Police or designee only if extenuating circumstances deem it necessary. Within 72 hours of the incident, ESWU will assist member(s) involved with scheduling a mandatory appointment with a psychological services clinician. The attendance of this appointment will be completed within the 5 business days of administrative leave, and will be documented on the APD Confidential Psychological Services Contact Form. Upon completion of this appointment and the approval of the clinician, member(s) will be placed in the applicable other than full duty status in a nonenforcement role, assigned to the ESWU, and placed into the Reintegration Program. Directive Manual (Revised: 03/02/2020) 02.08 DUTY STATUS OF MEMBERS   Page 8 of 8 o At the request of the psychological services clinician, the Chief of Police or designee may extend the duration of administrative leave. A voluntary Critical Incident Stress Management (CISM) Debrief should be conducted within two (2) weeks, or as soon as practical, after the incident with those members directly involved with the incident. The member will not be returned to full duty until an administrative review has been completed. Should a member be physically harmed and hospitalized as a result of the incident AND the hospital stay will be prolonged for a period of time, the Trauma Response Team will be activated, and the member will be temporarily reassigned to the ESWU, who will be responsible for providing care, support services, and coordinating needs of the member and his/her family until such time he/she is released and able to enter the Reintegration Program.