Kansas City Police Department Procedural Instruction 22-03 PDF

KANSAS CITY, MO. POLICE DEPARTMENT DATE OF ISSUE EFFECTIVE DATE NO. PROCEDURAL INSTRUCTION 5/4/2022 5/4/2022 22-03 SUBJECT...

KANSAS CITY, MO. POLICE DEPARTMENT DATE OF ISSUE EFFECTIVE DATE NO. PROCEDURAL INSTRUCTION 5/4/2022 5/4/2022 22-03 SUBJECT AMENDS Police Radio Communications REFERENCE RESCINDS DM: Radio Number Assignments PI: 15-01 PI: Armed/Potentially Dangerous Subjects; Emergency Operations Procedure; Patrol Procedures I. PURPOSE This directive sets forth the terminology and operational procedures for the radio system. Members who have questions regarding the radio operation that are not covered herein should contact their respective division’s training sergeant or the Communications Support Unit. *II. TERMINOLOGY A. Analog Conventional - Conventional mode is the most basic type of radio communications. Radio transmissions in conventional mode do not pass through the trunked radio system. In most cases dispatch cannot hear conventional radio transmissions. All channels within the 8MA system use analog conventional mode. This mode is always unencrypted and can be heard by other radios and scanners. B. Channel - The name used to designate a particular frequency the radio will use in conventional mode. KCPD TLK located with the CRT system is an example of a conventional channel. C. Encrypted or Secure - Indicates a specific radio transmission is encoded with a key to prevent unauthorized personnel from hearing the transmission if they don’t have the key. D. Individual, Private or I-Call - A specific type of radio transmission between two radios through the radio system where a talkgroup is not used. Radio scanners can hear unencrypted I-calls. E. P25 Conventional - Is a digital form of conventional mode. Like analog conventional mode, radio transmissions do not pass through the radio system and are typically not capable of communicating with dispatch. P25 does utilize the Radio Identification Number (RID) that is programmed into the radio. The receiving radio can display the RID of the radio transmitting on the same channel. P25 can also utilize encryption. All channels in the 7MA systems, CRT and DVRS system utilize P25. Unencrypted P25 calls can be heard by other radios and scanners. F. Radio Identification Number (RID) - The number assigned to each radio. The RID will be sent every time Push to Talk (PTT) is pressed and can be decoded by receiving units. RID’s are used to identify each radio. All Department RID’s will be a number that contains the operator’s serial number or vehicle side number.  G. Repeater - Receives a signal and re-transmits it, usually with higher power and from a better location, to provide a greater communication range. An RF repeater receives a radio signal on one frequency and simultaneously re-transmits (repeats) it on another frequency. H. Simplex or Direct - Is a conventional mode where radios communicate with each other directly, transmit, receive, and operate on the same frequency and with no repeater or other device in between. Simplex mode offers communication over the shortest distance. I. System or Zone - The name of set of talkgroups or channels. Each radio is capable of up to 16 talkgroups per system. KCP-1, KCP-2 and RGC are examples of various KCPD radio systems. J. Talkgroup - A generic term that refers to a virtual radio channel used on the Department digital trunked radio system. TRAFFIC1, REG CMN 3, NORTH, SOUTH and SP OPS 1 are examples of various KCPD radio talkgroups. K. Unencrypted or Clear Voice - Indicates a specific radio transmission which can be heard by anyone with an appropriate radio or scanner. *III. PROCEDURES This directive has been arranged in annexes for easy reference. ANNEX A Definition of Codes and Authorized Ten Signals ANNEX B Standard Radio Procedure ANNEX C Interoperability Talkgroups ANNEX D Records Checks Richard C. Smith Chief of Police Adopted by the Board of Police Commissioners this 19 th day of April 2022. Mark C. Tolbert Board President DISTRIBUTION: All Department Personnel Department Master Index - Intranet Policy Acknowledgement SyStem (PASS) Do Not Post to Public Accessible Sites 2  ANNEX A DEFINITION OF CODES AND AUTHORIZED TEN SIGNALS A. Definition of Response Codes 1. Code One - Requires emergency lights and siren. This class of call is an EMERGENCY. 2. Code Five - Possible set up call, i.e., possibly designed to bring harm to officers. 3. Code Seven - Explosive device call. B. Authorized Ten Signals 1. The primary reasons for using ten signals in radio communications are: a. Decrease in errors caused by misunderstanding the transmitted message. b. Saving of air time by minimizing unnecessary repeats and clarifications. *2. The following ten signals are authorized for use by members: 10-4 Acknowledgment that call or transmission was received. 10-7 Out–of–service. 10-8 In–service. 10-10 In–service, available for calls, with other officers that are out– of–service (e.g., on a call, car check, pedestrian check, etc.) 10-12 Person present who should not hear the communication. 10-23 Arrived at scene - The member should, on appropriate calls, inform the dispatcher that the air should or should not be held. This will eliminate the air being held from the time dispatched. The dispatcher will automatically hold the air when an officer advises 10–23 as described in Annex B, Section E. 10-41 Beginning tour of duty. 10-42 Ending tour of duty. A-1  10-55 Subject is considered to be an intoxicated driver. 10-81 Used when referring to a Department member or contacting another law enforcement officer from another agency. 10-96 Emotionally Disturbed Person (EDP) 3. Members may use authorized ten signals and codes; however, all situations not covered by authorized ten signals or codes should be handled by using clear, concise language. C. Criminal History Record Caution Indicators (Caution Indicator) 1. Information contained in the Missouri Criminal History Records System files is meant to improve officer safety. A Caution Indicator is meant to advise an officer that they may be dealing with a potentially dangerous individual, it does not positively mean that the subject has a record of conviction(s). 2. The Indicator response may not be the same individual the officer is checking. The system is designed to respond back as a "hit" on exact matches and possible matches. 3. If a subject responds with a “hit,” the dispatcher will inform the officer the subject has a caution indicator of one, two, or three so the officer may take proper precautions. a. Caution Indicator One: Known to be physically violent. b. Caution Indicator Two: Known to be armed. c. Caution Indicator Three: Known to have assaulted a police officer. 4. The dispatcher does not have access to records to determine the originating agency for individuals responding with a Caution Indicator. A-2  ANNEX B STANDARD RADIO PROCEDURE A. Guidelines *1. A mouth-to-microphone distance of 1 - 2 inches should be maintained; speak directly into the microphone. Department members must be aware that with digital radios the quality of the transmission will significantly decrease the further the microphone is from the mouth. Speak clearly and calmly. Use good enunciation and give each syllable and word equal intensity. *2. Each time a member keys the vehicle or portable radio to talk, the RID of the radio is displayed on the dispatcher’s radio console and all radios on the same talkgroup. The display indicates which specific radio transmitted and the radio system logs a record of the event. *3. Selected radio talkgroup conversations are recorded, and I-call conversations may be recorded. *4. When using I-call function, members should take necessary steps available to monitor assigned talkgroups if the duty assignment requires it. Members should take into consideration that when I-calling another radio, the radio being called will be pulled off their talkgroup for a time. During this time, the radio being called will not hear any talkgroup audio that takes place including calls from dispatch. *5. It is highly recommended to discontinue use of and turn off all electronic devices within 100 yards of suspected explosive devices or in a construction area with warning signs identifying the possible use of explosives or blasting caps. For further information, refer to the current directive entitled, “Explosive Device Calls.” 6. Members will: a. Keep the radio volume at an audible level when in-service and remain attentive to calls for service. b. Be professional and refrain from using uncivil, harsh or vulgar language. c. Confine radio transmissions to official police business and information. d. Keep car-to-car transmissions at a minimum and limit them to official police business. B-1  e. Acknowledge radio calls from the dispatcher by always giving east/west street locations first and complete radio numbers. *f. Identify themselves by complete radio number when using the radio for communicating with other members. Personal codes, officer names or partial radio numbers will not be used. *g. Advise the dispatcher of any change in the status of a call, including change of location, so that supporting elements can be notified. h. Advise the dispatcher via radio when 10-23 on all calls when the Mobile Data Computer (MDC) is not available or cannot be used. i. Notify the dispatcher prior to leaving their assigned talkgroup. j. Contact outside law enforcement agencies on the talkgroup for the purpose of conducting official business, if necessary. k. Advise the dispatcher via radio, the disposition, i.e., report taken, arrest, handled by officer (HBO), when clearing from a call when the MDC is not available or cannot be used. l. When clearing from a call involving an EDP, advise the dispatcher via radio or MDC using one of the following: (1) EDP - when a call did not require a report. *(2) EDPR - when a call required a Mental Health/Crisis Intervention Team Report, Form 459 P.D. 7. To get out-of-service, a member will give their radio number and the nature of the activity. When acknowledged by the dispatcher, the member will give the location first, followed by a description of the vehicle and/or persons, when applicable. The dispatcher will be informed when the original location changes. 8. Requests for computer information should be made on the Department member’s assigned talkgroup only, unless exigent circumstances exist. 9. Members conducting records checks will ensure that the subject(s) being checked is not within listening distance of a police radio until the records check has been completed. The dispatcher will inquire if the subject is 10-12 prior to giving back want or warrant information. Members will use good judgment and appropriate precautionary measures prior to receiving the information. B-2  *10. Field personnel will make all requests for assistance from outside agencies through their talkgroup dispatcher, e.g., Regulated Industries, Department of Treasury, U.S. Marshal, or Alcohol, Tobacco, Firearms and Explosives (ATF), etc. 11. When assigned a Department vehicle on a twenty-four hour basis, members will not be required to get in and out of service while off-duty. 12. Members using Department vehicles while off-duty are required to be available for service by radio, if an incident occurs in their general vicinity, and the dispatcher requests an available car. B. Assignment of Alternative KC Radio Talkgroups 1. Special Ops and KC Common talkgroups are available to Department elements for use in conducting special assignments, training, and handling both planned events and critical incidents that occur. 2. Elements or members requesting a talkgroup assignment will contact the on-duty Communications Unit supervisor for scheduling, and prior to issuing any written communication referencing the talkgroup. The Communications Unit will coordinate the assignment to prevent conflicts in use of talkgroups. 3. A Division Commander, Watch Commander, or city-W ide Duty Officer will determine when critical incidents or significant patrol activity will be moved to a talkgroup without impeding the handling of the incident or activity. C. Access Tone Signals 1. Alert Tone Signal - Used prior to broadcasting general information (pickups, etc.). 2. Pulse Tone Signals - Used when a call has been received or it can be reasonably surmised that a gun is involved in a violent or potentially violent incident, e.g., shootings, hold up alarms, disturbances with party armed or shots fired, etc., and on all reported robberies. These calls will be broadcasted on the talkgroup(s) of occurrence as well as the traffic talkgroup. 3. Warble Tone Signals - Used in all assist-the-officer broadcasts. B-3 D. Declared Emergency Transmissions *1. Pushing and holding the emergency button for at least one (1) second initiates a declared emergency. When the emergency button is activated, that radio is automatically given priority over all other radios in the talkgroup and all other calls in queue that are not declared emergency calls. This will continue until the emergency is cleared. Activation of the emergency button will only be used in cases of exigent circumstances and will not be used for normal traffic. Activation of the emergency button does not advise the dispatcher of the member’s location. 2. Emergency situations take precedence over all radio transmissions. If a member has an emergency message and is able to talk, the following transmission should be made to the dispatcher: "Emergency, (radio number), (location)," e.g., “Emergency, 124, 23rd and Vine." *3. To clear an emergency it must be completed in two (2) steps. a. Dispatch must first “knockdown” the emergency. b. Radio user must power cycle the radio. E. Hold the Air 1. Hold the air is defined as a period of time that members are to cease all radio transmissions except in the event of an emergency. 2. When dispatched on crimes in progress or complaints involving weapons, the responding members will, upon approaching the scene, determine whether or not to have the dispatcher hold the air. a. Any responding member wanting to hold the air will notify the dispatcher by saying: "(member's radio number) is 10-23. Hold the air." b. As soon as practical, the responding member will inform the dispatcher of the situation at the scene and whether the air should continue to be held. c. When requesting to clear the air, the responding member(s) should give a disposition if possible (e.g., accidental trip, subject in custody, etc.) B-4  3. The dispatcher will immediately hold the air upon an "Assist the Officer" being broadcasted, or when a responding supervisor or member notifies the dispatcher of their initial arrival at the location of a call dispatched "Code Five." a. In either instance, the responding supervisor or officer will determine if and when the situation is under control. b. Upon this determination, the responding supervisor or officer will inform the dispatcher of the circumstances and whether or not to clear the air. 4. If a member is in-service and encounters a situation requiring immediate attention and wishes to hold the air, they will state their radio number, location, short description of the situation and to hold the air. *F. Missed Radio Calls 1. A member will be considered to have missed a radio call if they fail to answer the radio after having been called by the dispatcher three (3) times in a reasonable amount of time. 2. If members discover or are notified they have missed a radio call they will: a. Contact their immediate supervisor and provide an explanation. b. If requested, complete an Interdepartment Communication, Form 191 P.D., regarding the incident and immediately forward it to their supervisor. 3. The supervisor will: a. Upon learning of the missed radio call, and prior to a response by the member, the supervisor will immediately call the Communications Unit supervisor by phone and obtain all information that may be available concerning the alleged incident. b. The member’s supervisor will attempt to locate the member. c. If the member cannot be located within a fifteen-minute period, the member’s supervisor will immediately contact the assistant division/unit commander or the city-wide Duty Officer and provide information concerning the incident. B-5  d. Once the member has been located and contacted, the member, if requested, will submit a Form 191 P.D., as described above. When applicable, the member's supervisor will also complete an Incident Report, Form 387 P.D., and forward it through the chain of command. The supervisor will contact the Communications Unit supervisor and advise the member has been located. 4. The Assistant Division Commander or Unit Commander's will: Once the assistant division/unit commander receives the information that a subordinate has missed a radio call and cannot be located, that commander may instruct the Communications Unit supervisor to issue an attempt to locate for the member. If the incident involves Patrol Bureau personnel and the attempt to locate is issued before or after the normal working hours of the division commander, the assistant division/unit commander will contact the Patrol Bureau Duty Officer. 5. Division Commander's Responsibilities The division commander or designee will be responsible for contacting the bureau commander or designee whenever an attempt to locate has been issued for a subordinate. B-6  *ANNEX C INTEROPERABILITY TALKGROUPS A. Kansas City Common Talkgroups 1. Multiple talkgroups are available in the Department radios to allow interoperability with other city elements and outside agencies. The following talkgroups reside within the KCC system: a. KCMOCALL b. KCMOCMN3 through KCMOCMN8 c. PS_CMN9 through PS_CMN14 2. Any law enforcement agency that operates directly on the radio system has access to shared talkgroups. 3. Assignment of these talkgroups will be obtained via the Communication Unit supervisor. B. Metropolitan Area Regional Radio System (MARRS) Common Talkgroups 1. All jurisdictions that are members of MAARS have access to multiple shared talkgroups known as Regional Commons. The regional common talkgroups are required to be in all public safety radios that operate on MARRS. 2. There are two (2) systems, RGC and RGC-2, which contain the regional common talkgroups. a. The RGC system contains talkgroups RG CALL and REGCMN 3-14. All talkgroups within the RGC system are unencrypted. This does apply to your home talkgroups which is programmed as the first and last talkgroups within the RGC system. b. The RGC-2 system contains talkgroups REGCMN 15S through RGCMN 28E. (1) REGCMN 15S-22S - Are programmed to allow selectable encryption, the member or dispatcher may determine encryption status on these talkgroups. Due to a limitation with our current model radios, at this time the Department radios will only transmit on these talkgroups encrypted. C-1  (2) REGCMN 23E-28 - Are programmed to only allow encrypted radio traffic. 3. REGCMN 3 and 28 are designated as a Law Enforcement Emergency talkgroup and may be used in emergent situations by asking a dispatcher to patch the talk group with the regional common talkgroup. If REGCMN 3 is in use, REGCMN 5 and 6 are available as alternative emergency talkgroups. 4. All other non-emergency use of REGCMN talkgroups must be authorized by a regional Communications Coordinator (COMC) prior to being used. a. A request for assignment of a regional common talkgroup may be directed via email to [email protected]. b. The on-call COMC will respond to the request. 5. If time constraints are involved for non-emergency requests, members may contact the on-duty Communications Supervisor and request the Interoperability Systems Manager be notified to facilitate the request. C. The U.S. Department of Homeland Security Office of Emergency Communications has designated several channels as nationwide channels/frequencies. The nationwide 800 MHz channels are non-P25 and operate in conventional mode. These channels can be found in a Department radio in the 8MA system. Channel names that end in D are to be operated in simplex mode. Channels without a D require a repeater. Currently there is a repeater located on City Hall and another at the Worlds of Fun radio tower site. These channels may be used in the MARRS coverage area but are also available if Department members deploy to other jurisdictions. 1. 8Call90 - Used as a calling channel and to make assignments at the scene of an incident or joint deployment. 2. 8Call90D - Is the direct or talk around version of 8Call90. 3. 8TAC91 - Used as a tactical channel. 4. 8TAC91D - Is the direct or talk around version of 8TAC91. 5. 8TAC92 - Used as a tactical channel. 6. 8TAC92D - Is the direct or talk around version of 8TAC92. 7. 8TAC93 - Used as a tactical channel. C-2  8. 8TAC93D - Is the direct or talk around version of 8TAC93. 9. 8TAC94 - Used as a tactical channel. 10. 8TAC94D - Is the direct or talk around version of 8TAC94. D. The U.S. Department of Homeland Security Office of Emergency Communications has also designated several channels as nationwide channels/frequencies. The nationwide 700 MHz channels are non-P25 and operate in conventional mode. These channels can be found in your radio in the 7MA50, 7MA59, 7MA70, 7MA79 and 7MAQAG systems. Channels without a D require a repeater. Currently there are no repeaters located in the Kansas City area. 1. These channels may be used in the MARRS coverage area but are also available if Department members deploy to other jurisdictions. 2. Use of these channels is restricted by the Federal Communications Commission (FCC) and are used under the guidance of the National Incident Management System. If Department members are deployed to outside jurisdictions, such as to help during a disaster, the communication plan of the local jurisdiction must be followed. C-3  ANNEX D RECORDS CHECKS A. In the interest of public safety, the Communications Unit must dispatch all priority 10 through 30 calls for service and handle auxiliary requests by officers prior to conducting records checks. Therefore, when calls for service are at a peak, members may be advised to standby when requesting records checks. It is recognized that records checks may be vital to an officer’s safety. All attempts will be made to conduct records checks in a timely manner. B. In order to eliminate unnecessary air traffic and duplication of requests, the following will apply: 1. The member's initial request should be by the party(s) name and not social security number. The name inquiry format permits a search of the MULES, NCIC, DOR, KDOR, and DOC files. When using a name, the computer will give possible matches with records having deviated spellings of the first and last names. With the social security entry, only exact matches can be retrieved. *2. Standard responses by the dispatcher in regard to a computer check will be limited to the following: “No Wants, No Record or Warrants.” Bond amounts will not be given. "No Wants" indicates that there are no wants but a record may be on file in the MULES system that matches the inquiry given by the officer. Possible matches that have differences require the dispatcher to advise the officer of the differences in the record and the inquiry being made. The response "no record" indicates there is no record on file in the MULES system. 3. In order to expedite a records check, a member should alert the dispatcher to specific information required. D-1