SOP 100 - Written Directives, Official & Other Correspondence.pdf

HOLLYWOOD POLICE DEPARTMENT SOP #100 WRITTEN DIRECTIVES, OFFICIAL & OTHER CORRESPONDENCE ORIGINATION DATE: 11/01/2001...

HOLLYWOOD POLICE DEPARTMENT SOP #100 WRITTEN DIRECTIVES, OFFICIAL & OTHER CORRESPONDENCE ORIGINATION DATE: 11/01/2001 REVISED DATE: 03/07/2019 APPROVED: CHIEF OF POLICE, JEFF DEVLIN PURPOSE: To provide guidelines for the implementation and management of a written directive system and provide guidance for the issuance and control of official and other correspondence. SCOPE: This SOP applies to all Members of the Department. POLICY: The Chief of Police establishes guidance of Department operations and Member behavior by way of Department Standard Operating Procedures (SOPs) and Department Rules and Regulations (DRRs) bounded into the Department Operations Manual and available via an electronic access system. Only the Chief of Police has the authority to issue, modify, or rescind a policy or procedure promulgated by a Department SOP or DRR. Once a Department SOP or DRR is adopted and distributed, it will become the official order on the subject. Official written directives and correspondence will conform to the provisions of this SOP. Letters, memorandums, emails, and routing slips are not directives and will only be used to transmit information. It is the policy of the Department to make no distinction among Members or other individuals by gender. For simplicity and uniformity, the words “he,” “him,” and “his” in all written directives, policies, procedures, orders, rules and regulations will be construed to read “she,” “her,” and “hers” when applicable to females. INDEX: PROCEDURE:.............................................................................................................................................. 2 I.DEPARTMENT OPERATIONS MANUAL.................................................................................................. 2 A. ACCREDITATION UNIT RESPONSIBILITIES:.............................................................................................. 2 B. OWNERSHIP:........................................................................................................................................ 2 C. DISSEMINATION:................................................................................................................................... 3 D. KNOWLEDGE OF THE OPERATIONS MANUAL:.......................................................................................... 3 II.WRITTEN DIRECTIVE SYSTEM............................................................................................................... 3 A. DEPARTMENT STANDARD OPERATING PROCEDURE (SOP) AND DEPARTMENT RULES AND REGULATIONS: 3 B. DIVISION SOPS:................................................................................................................................... 6 III.OFFICIAL CORRESPONDENCE............................................................................................................. 7 SOP #100 Written Directives, Official & Other Correspondence Page 1 of 12  A. INCOMING CORRESPONDENCE:............................................................................................................. 7 B. LETTERS:............................................................................................................................................. 8 C. MEMORANDUM:.................................................................................................................................... 8 D. OFFICIAL BULLETIN:.............................................................................................................................. 8 E. OTHER BULLETINS:............................................................................................................................... 9 F. FORMS AND REFERENCE MATERIAL:...................................................................................................... 9 IV.OTHER CORRESPONDENCE.............................................................................................................. 10 V.PRECEDENCE OF LAWS AND SOP’S................................................................................................. 10 A. COMPLIANCE:..................................................................................................................................... 10 B. CONFLICTS:........................................................................................................................................ 10 VI.PUBLIC RECORD LAW F.S.S. 119...................................................................................................... 11 VII.POLICY REVIEW.................................................................................................................................. 11 VIII.DEFINITIONS:...................................................................................................................................... 11 A. ACCREDITATION:........................................................................................................................... 11 B. ACCREDITATION STANDARD:...................................................................................................... 11 C. BULLETINS:..................................................................................................................................... 11 D. DEPARTMENT RULES AND REGULATIONS (DRRS):.................................................................. 11 E. ELECTRONIC ACCESS SYSTEM:.................................................................................................. 11 F. POWER-DMS:.................................................................................................................................. 11 G. POLICY:........................................................................................................................................... 11 H. PROCEDURE:................................................................................................................................. 11 I. RECEIPT:......................................................................................................................................... 11 J. STANDARD OPERATING PROCEDURE (SOPS):.......................................................................... 12 K. WRITTEN DIRECTIVE:.................................................................................................................... 12 PROCEDURE: I. DEPARTMENT OPERATIONS MANUAL All Department Standard Operating Procedures (Department SOPs) and Department Rules and Regulations (DRRs) are the Written Directives that establish the Department’s Operations Manual. The Manual will be available to all Members via an electronic access system. A. Accreditation Unit Responsibilities: The Accreditation Unit is the source of origin for all new Written Directives signed by the Chief of Police. These Written Directives are archived within the Unit. B. Ownership: The Department’s Operations Manual (hardcopy and digital version) is the property of the Hollywood Police Department and shall be returned to the Quartermaster Section upon termination of employment. SOP #100 Written Directives, Official & Other Correspondence Page 2 of 12  C. Dissemination: The Operations Manual will be available to all Members via an electronic access system on all Departmental desktops and laptop computers. Operations Manual changes are automatically updated on all Police Department Computers. The Operations Manual can be found in Police Resources folder or in the Police S Drive under LAPTOP Docs. Amended polices will be transmitted to employees via the PowerDMS system. 1. Each employee shall be accountable for acknowledging receipt of new or amended policies by following the PowerDMS Statement of Acknowledgement procedure. The Accreditation Manager may access PowerDMS to produce a report identifying who has not acknowledge the new policy and forward the report to each Division Major. D. Knowledge of the Operations Manual: All Members are charged with acquiring a sound working knowledge of Written Directives. 1. Training may be provided for new or amended Written Directives. 2. Members are responsible for seeking clarification from their immediate Supervisor, when necessary. II. WRITTEN DIRECTIVE SYSTEM A Written Directive System is a written document that is used to guide the performance or conduct of Department Members. This term includes SOPs and DRRs. A. Department Standard Operating Procedure (SOP) and Department Rules and Regulations: Only the Chief of Police has the authority to issue Written Directives that establish guidance of a Member’s behavior and Department operations. 1. Development: Members will adhere to strict criteria when developing a SOP or DRR. a. Information must be specific, accurate, dependable, and include all relevant data. It must be logical and organized for easy comprehension. Text will be written in the third person, utilizing clear and concise language. b. It is the responsibility of all Members to recommend new SOPs or DRRs; to update, revise, or request removal of any outdated SOP or DRR. Proposals will be submitted through the Chain of Command to the Chief of Police via Memorandum with the attached New, Revised or Updated SOP Worksheet (see Appendix A). 2. SOP Format: Each SOP will be assembled according to the following guidelines (see Appendix B): a. All SOPs will be prepared on standard white paper (81/2” x 11”). Format the document into a single column, and fully justified. Use 10 point Arial font type, unless indicated otherwise. b. Page margins are to be set at 1” for the left, right, top, and bottom. Auto hyphenation will be enabled, zone will be.025 and “limit consecutive hyphens” will be set to “no limit”. c. All SOPs will contain the following: (1). Header: A standard header will be attached to the first page of all SOPs, using typeface Arial, size 12 point all in CAPS and bolded. The header will be outlined as depicted in Appendix B. (a). Box 1: Contains the Hollywood Police Department Badge. (b). Box 2: Contains the Department name, using Arial size, 16 point. SOP #100 Written Directives, Official & Other Correspondence Page 3 of 12  (c). Box 3: Indicates the sequential SOP number. The Accreditation Unit (AU) will provide the proper sequential number for the SOP. (d). Box 4: States the SOP title. (e). Box 5: States the origination date of the SOP. (f). Box 6: States the issued and/or revised date of the SOP. (g). Box 7: Contains the name and signature of the Chief of Police. (2). Body: The body will contain the following: (a). Purpose: The purpose should provide a brief statement for the need of the SOP. (b). Scope: The scope designates the Members affected by the SOP. (c). Policy: Provides value statements or goals for executing the SOP. (d). Index: Identifies the content of the SOP alpha-numerically indicating page number. (e). Procedure: Procedures will designate a way of carrying out Agency activities by affecting an act composed of steps or a course of action. A procedure could be made mandatory in tone by using “will” rather than “shall”, or using “must” rather than “may”. An alphanumeric order will be used to differentiate and establish topic relationships as depicted in Appendix B. Each topic heading will be bolded. (f). Definitions: If needed, definitions will provide explanations of words and phrases unique to the SOP. If there are no definitions listed, this heading format will be omitted as indicated in Appendix B. (3). Attachments: Type the word “ATTACHMENTS:” (heading format) in large caps and bolded. Directly below that is where all appendixes are placed. If there are no attachments listed, this heading format will be omitted as indicated in Appendix B. 3. DRRs Format: All DRRs will be prepared in single column form on standard white paper (8.5” x 11”), using typeface Arial, size 10 point, (unless indicated otherwise). Page margins are to be set at 1” from the left, right, top and bottom margins. There will be no header or footer (see Appendix E): 4. Numbering: The Accreditation Unit (AU) will provide the proper sequential number for all SOPs and DRRs. 5. Indexing: To facilitate easy accessibility of content, SOPs will be indexed numerically, DRRs and the Operations Manual indexed alphabetically. 6. Revising, Research, and Staff Review: Any Member may propose a new SOP or DRR and suggest revisions and/or deletions to existing SOPs or DRR. a. Proposal Initiation: All proposals will be made via the Chain of Command utilizing the New, Revised or Updated SOP Worksheet (see Appendix A) submitted to the Member’s Division Major. To explain the reasoning behind the proposal, the initiating Member may attach a memo to the package. SOP #100 Written Directives, Official & Other Correspondence Page 4 of 12  (1). The initiating Member will provide a written copy to accompany the proposal. (2). The initiating Member will also send a copy of the proposal to the Accreditation Unit. (3). If necessary, AU will assist the initiating Member with the formatting of the document. b. Supervisory Review: (1). Each Supervisor in the initiating Member’s Chain of Command up to the Division Major will review the proposal. If a reviewing Supervisor believes the proposal contains a question of law, he will forward the proposal to the Legal Advisor for review. Upon making a determination, the Legal Advisor will return the SOP to the forwarding Supervisor. (2). Each supervisor will make any corrections he deems necessary and will sign-off on the accompanying New, Revised or Updated SOP Worksheet. (3). The proposal will then be forwarded to the next level in the Chain of Command, repeating this process to the Division Major. (4). If the proposal affects an SOP which is under the command of a different Division Major than that of the initiating Member, the initiating Member’s Division Major will forward the proposal to the appropriate Division Major for approval. (5). Upon approval of the proposal, the Division Major will forward the proposal to the Assistant Chief. (6). Upon approval of the proposal, the Assistant Chief will forward the proposal to the Accreditation Unit. c. Accreditation Review: (1). AU will ensure that each Written Directive reflects up to date information. (2). AU will ensure that the proposed SOP or DRR conforms to Accreditation Standards. (3). AU will incorporate any suggested spelling and/or grammatical changes into the draft. (4). AU will ensure that there are no conflicts and/or contradictions with other existing SOPs, and if any are discovered, will bring these conflicts/contradictions to the attention of the Division Major that sent the proposal. (5). After review, the AU will sign-off on the accompanying New, Revised or Updated SOP Worksheet, indicating that the proposal is acceptable to continue the review process, and forward the proposal to the Professional Standards Major. d. Adoption: The Professional Standards Major will make any corrections he deems necessary and will sign-off on the accompanying New, Revised or Updated SOP Worksheet, indicating that the proposal is acceptable to continue to the Chief of Police. The Chief of Police may, at his option, discuss any substantive changes at the next Staff Meeting. The Chief of Police will dictate any corrections he deems necessary. The Chief is the sole approving authority for all Written Directive revisions. 7. System for Keeping Current: AU will be responsible for keeping all SOPs and DRRs current, reflecting up to date information. AU will ensure that each current SOP and DRR, is incorporated into the Operations Manual. 8. Dissemination: The AU will distribute Department SOPs and DRRs via PowerDMS. These updates will automatically generate when the Member logs onto PowerDMS. SOP #100 Written Directives, Official & Other Correspondence Page 5 of 12  9. Storage: The AU will maintain a complete file of all past and current Operations Manual’s and all rescinded SOPs and DRRs. 10. Receipt: Each Supervisor will ensure that all Members under their command logs into PowerDMS. Members will electronically sign for their copies of Standing Operating Procedures and Departmental Rules and Regulations within (30) days of issuance. Every Member has a responsibility to review, understand and comply with it immediately. 11. Archival: When archiving SOP and DRR files, the AU will maintain the original and all subsequent revisions thereafter. All SOPs and DRRs that are revised will reflect the current date of the revision. a. Members will seek guidance from their Supervisors for any questions they may have about any SOP or DRR updates or changes. B. Division SOPs: Each Division Major will have the responsibility of ensuring that Members under their command are maintaining a current Division SOP. 1. Development: The authority approving and changing these SOPs will be the respective Division Major. Each request will be submitted in accordance with Section II A 1 of this SOP. 2. Format: Division SOPs will be written in the same format as Department SOPs, replacing the wording “Department SOP” with “Division SOP”. 3. Numbering: Division SOPs will be sequentially numbered using the Division’s prefix as follows. a. PAT-01 b. CID-01 c. SUP-01 d. SER-01 e. CHF-01 These numbers will be issued by the AU. 4. Revising: Revisions are authorized by the Division Major. Each request will be submitted in accordance with Section II A 6 of this SOP then forwarded to the AU for final approval. 5. Research and Staff Review: Before incorporating a new or revised Division SOP, the Division Major will: a. Review the proposal with his staff to ensure no conflicts exist. b. Forward the proposal to the AU to ensure that there is no conflict with accreditation standards, current Department SOP or another Division SOP. The process will not be considered complete until AU signs off that there are no conflicts with the Department Manual. SOP #100 Written Directives, Official & Other Correspondence Page 6 of 12  6. Receipt: Each Division Major will ensure all Members under their command affected by a Division SOP will receive the Division SOP. 7. Archival: Copies of all Division SOPs will be filed in the AU. The AU will record all requests for changes and the actual changes to them. 8. Exclusions: A Division SOP will not supersede or alter a Department SOP or DRR. If it is determined that a Division SOP conflicts with a Department SOP or DRR, then the Department SOP or DRR will take precedence. The Division Major will be responsible for resolving the conflict. 9. Other: All Division SOPs will be disseminated, stored, indexed and kept current following the same guidelines as the Department SOP. III. OFFICIAL CORRESPONDENCE Letters and correspondence are important to the effective functioning of the Department. Since correspondence creates an image, it must be promptly acted upon and professionally prepared. A. Incoming Correspondence: All in-coming correspondence will be immediately routed to the Division, Section, or Unit concerned for timely coordination, action, and if required, a reply. 1. Responsibility of Division Majors: Division Majors will be responsible for the lawful storage and disposition of records and files maintained at their level and will: a. Maintain the list of record and files types retained in their component. b. Establish a means of preservation (physical or electronic) of these records and files. c. Ensure that secure or sensitive information is protected. d. Designate a Records Custodian responsible for maintaining the records and files. e. Ensure the Records Custodian receives training/updates in State Records Management regulations, policies, and procedures. The Training Unit will advise when training is available. f. Determine who has access to the records and files. g. Control dissemination of records and file information. 2. Retention: The maintenance and purging of such files will be in accordance with the rules found in the State of Florida General Records Schedule for Law Enforcement Agencies. 3. Representation: Members will not use the Police Department’s name or their official status or title for personal gain. Violation of this may result in disciplinary action. SOP #100 Written Directives, Official & Other Correspondence Page 7 of 12  B. Letters: Letters are the Department’s official means of written communication with outside entities and will be used for all correspondence leaving the Department. They will be prepared on Department Letterhead in the accepted business letter format. Letters will state who is to receive the information requested and who should be contacted if any further information is needed (see Appendix H). 1. Use within Department: Letters will not be used for any form of communication within the Department with the exception of the Police Chief. 2. Controversial Subject Matter: When the subject or content of a letter may be controversial or negative in substance, the proposed draft or subject matter will be reviewed or discussed with the appropriate Assistant Police Chief. 3. Signature: Letters must be prepared in the name of the Police Chief, followed by the signature of the authorized Member. 4. Personal Use: Department Letterhead will not be used for personal or private correspondence. The Department’s official mailing address will not be used for purposes of receiving personal mail not connected with official Department business, except where provided by law. C. Memorandum: Interoffice Memorandums will be used to inform or make inquiries within the Police and other City Departments (see Appendix I). 1. Action Memorandum: Memorandums submitted to request approval or authorization of a higher authority must be submitted with “Approved” and “Disapproved” blocks following the body of text, along with a signature block. 2. Chain of Command: All memorandums directed through the Chain of Command will be addressed to the intended recipient followed with “Via Chain of Command.” The submitting Member will give the memorandum to his immediate Supervisor. Each Supervisor in the Chain of Command will acknowledge the memorandum by signing and checking the appropriate “Approved” or “Disapproved” box located in the upper right hand corner of the memo. Additional comments may be added to the memorandum in writing or on a separate attached page. D. Official Bulletin: It is important all Members of the Department are kept fully informed and up to date on information. 1. Development: In an effort to ensure all Members of the Department are informed concerning Departmental issues, Official Bulletins will be posted for Member review. a. Official Bulletins will contain information concerning, Staff Duty Officer Schedules, and status of Department projects, and other appropriate information. 2. Format: The following procedures will govern the publication of the Official Bulletin. SOP #100 Written Directives, Official & Other Correspondence Page 8 of 12  a. The Official Bulletin will use a format outline approved by the Chief of Police. b. Official Bulletins will be numbered as to year and consecutive number, i.e., OB 00-0(1). 3. The Official Bulletin will be published quarterly. 4. Posting: Official Bulletins will be posted in the lineup room (all board on the Lieutenant’s podium) and will be archived in Public Affairs. Archived Official Bulletins will be accessible to all Members by making an appointment with Public Affairs. Official Bulletins are not to be removed or purged from their posted locations except by a Member of Public Affairs. 5. Distributions: The Official Bulletin is sent to all Members and City Hall. 6. Inconsistencies: When the contents of an Official Bulletin conflicts with an existing policy, procedure, rule or regulation, it should be brought to a Supervisor’s attention and addressed through the Chain of Command to the Division Major of the Member who requested the information be included in the Official Bulletin. a. The Member who requested the information will be identified at the end of each entry in the Official Bulletin in the event further information or clarification is needed. b. Questions relating to the contents of Official Bulletins will be clarified through a Member’s immediate Supervisor. E. Other Bulletins: These Bulletins include, but are not limited to, Legal Bulletins, Training Bulletins, CID Informational Bulletins and other Internal Office Bulletins. 1. Development: Other Department, Division, or Unit Bulletins may be developed and distributed to affected Members, if approved by their Division Major. 2. Format: The following procedures will govern the publication of Other Bulletins a. Bulletins will use a format outline approved by the originating Member’s Division Major. b. Bulletins will be sequentially numbered with prefix letters identifying the Division, the last digits of the year and publication number, i.e. Legal 00-01. 3. Distribution: Bulletins will be distributed by the publishing component to affected Members. The component publishing the Bulletins will retain copies of the Bulletins. F. Forms and Reference Material: The Chief of Police will approve all Forms or reference materials used by the Department. 1. Approval: Only those Forms or reference materials approved for use by the Chief of Police will be published. 2. Changes and Revisions: Any Member who observes, or is made aware of any changes or revisions needed in any Department Form or reference material, is encouraged to submit a proposal, via the Chain of Command, to their Division Major. SOP #100 Written Directives, Official & Other Correspondence Page 9 of 12  3. Printing: It is the responsibility of the Division requiring the Form or reference material to prepare it for printing. 4. Forwarding: Once the Form or reference material is prepared, the Division Major will forward the proposed Form along with a Memorandum explaining its use to the AU. 5. Verification: The AU will review the proposal for the new Form or reference material and verify compliance with applicable Law, Department Operations Manual, and Accreditation Standards. 6. AU Review: Upon completion of the review, the AU will send the proposed Form or reference material along with the memorandum explaining its use to Professional Standards Major for review via a red folder with a “New, Revised, or Updated SOP Worksheet”, Appendix A. 7. Professional Standards Major Review: Upon completion of the review by the Professional Standards Major, the AU will send the proposed Form or reference material to the Chief of Police for approval. 8. Chiefs Approval: Upon approval by the Chief of Police, the Form or reference material will be forwarded along with a Memorandum to the AU for archiving. IV. OTHER CORRESPONDENCE The Chief of Police has the inherent authority to restrict work place communications which compromise the integrity of the Department or potentially disrupt the orderly work environment. Members will not distribute or post any literature, documents or correspondence to other Members of the Police Department or Employees of the City of Hollywood which could be perceived as being disruptive or detrimental to the orderly operation of the Department. V. PRECEDENCE OF LAWS AND SOP’S A. Compliance: All Department SOPs and Directives will be written to comply with Federal Law, Florida Statutes, Broward County Ordinances and Resolutions, and City of Hollywood Ordinances and Resolutions. B. Conflicts: They will be resolved in favor of the superior directive as listed below in descending order of precedence: 1. Federal Laws. 2. State Statutes. 3. County Ordinances. 4. County Resolutions. 5. City Ordinances. 6. City Resolutions, 7. Department Rules and Regulations. 8. Department SOPs. SOP #100 Written Directives, Official & Other Correspondence Page 10 of 12  9. General Orders. 10. Division SOPs. 11. Division Orders. VI. PUBLIC RECORD LAW F.S.S. 119 Original documents of all written communications are subject to provisions of F.S.S. 119, Florida Public Records Law and Departmental SOPs. All Members are to familiarize themselves with F.S.S. 119, the Public Records Law. VII. POLICY REVIEW All current, revised, or new SOPs, Rules and Regulations, General and Division Orders, Official and Other Bulletins will be reviewed at roll calls, meetings, and/or training sessions. Supervisors will be held accountable for the training and compliance of their subordinates’ to all Written Directives. All Members are charged with acquiring a sound working knowledge of all Written Directives. Members are responsible for seeking clarification from their immediate Supervisor when necessary. VIII. DEFINITIONS: A. ACCREDITATION: A voluntary, self-motivated approach by which organizations seek to achieve, objectively verify, and maintain high quality in their operations through periodic evaluations. B. ACCREDITATION STANDARD: Minimum expectation of professional quality as determined by the Commission for Florida Law Enforcement Accreditation or other Accrediting Agencies. C. BULLETINS: Written documents that inform Members of Departmental issues. D. DEPARTMENT RULES AND REGULATIONS (DRRs): Written Directive issued by the Chief of Police that establishes specific Member behavior not found within a SOP. E. ELECTRONIC ACCESS SYSTEM: A system which allows Members access to the Operation’s Manual in a digitally stored format if they have a desktop or laptop computer connected to the City’s network. F. POWER-DMS: The proprietary software used for accreditation purposes by the Hollywood Police Department. G. POLICY: A written directive that is an ideological value statement of the Department that will serve as the foundation for the delivery of Law Enforcement services to the Community. These values will guide the development of all SOPs and DRRs. H. PROCEDURE: The official method of dealing with any given situation prescribed by the Department Operations Manual. I. RECEIPT: The acknowledgment of receiving and understanding a Department directive. All SOPs, DRRs, and Operations Manuals, require each Member to digitally accept receipt by logging into the Microsoft Outlook email system opening an email indicating a change to the SOP and/or initiating an automatic download of any Operations Manual updates or changes on their Departmental desk top and laptop computers. (See SOP 154 Computer Systems for further) SOP #100 Written Directives, Official & Other Correspondence Page 11 of 12  J. STANDARD OPERATING PROCEDURE (SOPs): Written Directives that establish guidance of Member behavior or operations. Department SOPs are issued by the Chief of Police. Division SOPs are issued by the Division Major. K. WRITTEN DIRECTIVE: A written document used to guide the performance or conduct of Department Members. The term includes SOPs and DRRs and will require a Written Directive Receipt Form to be signed. ATTACHMENTS: Appendix A: New, Revised or Updated SOP worksheet. Appendix B: Policy Format. Appendix C: Department Rules and Regulations. Appendix D: Official Letter. Appendix E: Departmental Memorandum. SOP #100 Written Directives, Official & Other Correspondence Page 12 of 12  New, Revised or Updated SOP Worksheet This form will be placed into the RED Revision Folder or BLUE New Policy Folder and will follow the SOP throughout the entire review process: Department SOP Name: Member Initiating SOP Change: Date: Attached is a copy of the SOP recommended for change. Notice to Reviewer: Changes should be returned to the initiating Member before the SOP is forwarded to the next review level. Member’s Sergeant: Date:_____________________ I have reviewed the attached SOP and find it acceptable to continue the review process. Member’s Lieutenant: Date:_____________________ I have reviewed the attached SOP and find it acceptable to continue the review process. Member’s Major: Date:_____________________ I have reviewed the attached SOP and find it acceptable to continue the review process. Member’s ASSISTANT CHIEF: Date:_____________________ I have reviewed the attached SOP and find it acceptable to continue to PSAU. IF PSAU REQUIRES ANY CORRECTIONS FOR CFA STANDARDS OF COMPLIANCE OR FORMATTING, THE SOP WILL BE RETURNED. Accreditation Unit: ______________________________________ Date: _____________________ ASSISTANT CHIEF: Date:________________ ___ I have reviewed the attached SOP and find it acceptable to continue the review process. ASSISTANT CHIEF: Date:________________ ___ I have reviewed the attached SOP and have made corrections. Completed by AU: Date: _________ CHIEF OF POLICE: Date:_____________________ ___ I have reviewed the attached SOP and find it acceptable to place into a General Order. CHIEF OF POLICE: Date: ___ I have reviewed the attached SOP and have made corrections. Completed by AU: Date: _________ Note: All corrections or changes should be completed in RED. Words or sections being deleted should be completed in BLUE strikethrough. page 1 of 1 100 Appendix A  Box #1 Box #2 Box #3 HOLLYWOOD POLICE DEPARTMENT SOP # Box #4 SOP TITLE ORIGINATION DATE: Box #5 REVISED DATE: Box #6 APPROVED: CHIEF OF POLICE, (Name of Chief of Police and Signature) Box #7 PURPOSE: SCOPE: POLICY: INDEX: PROCEDURE: I. HEADING 1: ALIGNED AT 0, INDENT AT 0.25, TAB AT 0.25, FONT SIZE ARIAL 10, BOLD Miscellaneous text is formatted as “Body Text” and indented the same indent as the header above. A. Heading 2: Aligned at 0.25 indent at 0.50 – Tab at 0.50, Font size Arial 10, Bold Miscellaneous text is formatted as “Body Text” and indented the same indent as the header above (this will repeat below as necessary). 1. Heading 3: Aligned at 0.50, Indent at 0.75, Tab at 0.75, Font size 10, Bold a. Heading 4: Aligned at 0.75, Indent at 1.00, Tab at 1.00, Font size 10, Bold (1) Heading 5: Aligned at 1.00, Indent at 1.25, Tab at 1.25, Font size 10, Bold (a) Heading 6: Aligned at 1.25, Indent at 1.50, Tab at 1.50, Font size 10, Bold 1) Heading 7: Aligned at 1.50, Indent at 1.75, Tab at 1.75, Font size 10, Bold II. DEFINITIONS: If there are no definitions listed, this format will be omitted A. DEFINITION NAME Description of definition. ATTACHMENTS: If there are no attachments listed, this format will be omitted. Appendix A: Title of appendix page 1 of 1 100 Appendix B  (Department Rules and Regulations) (8.5 x 11” white paper, Arial Font size 10 point single column) Part A: Introduction General Policies of the Hollywood Police Department Part B: Definition of Terms Chapter 1: Definitions Part C: The Organizational Structure Of The Hollywood Police Department Chapter 2: Organization Structure 2.1: Chapter 3: Command Officer/Supervisor Responsibilities 3.1: Part D: Rules of Professional Conduct Chapter 4: Member Responsibilities 4.1: page 1 of 1 100 Appendix C  Insert 10 Blank Lines Date: Insert 4 Blank Lines (Addressee) (Street Address) (City, State, Zip Code) Insert 2 Blank Line Dear (Addressee): Insert 2 Blank Line All official correspondence on letterhead is to be formatted in block style with no justified margins. The font to be used is Arial, 12 point, as shown in this example. Remember that this is an official representation of the Police Department and should be a professional document in every way. Insert 2 Blank Line Sincerely, Insert 4 Blank Lines (Name of Chief) Office of the Chief of Police Insert 4 Blank Lines (Name of Sender) (Title of Sender) Insert 1 Blank Line JS:(then the typist’s initials) Insert 1 Blank Line Insert Departments Filing Classification Insert 1 Blank Line c: page 1 of 1 100 Appendix D   Approved  Disapproved __________________________  Approved  Disapproved __________________________  Approved  Disapproved __________________________  Approved  Disapproved __________________________ Centered 14 Pt Arial CITY OF HOLLYWOOD, FLORIDA Bold Centered 12 Pt Arial INTEROFFICE MEMORANDUM Bold POLICE DEPARTMENT (Insert 2 lines) (Use 8.5” x 11” standard white paper, Arial font and size12 point) DATE: (Insert date) FILE: If applicable put Division, Unit, Insert 1 line or the writers initials and then the last two digits of the year TO: (Name of addressee) followed by the memo number, (Title of addressee) i.e. MS-00-01. Insert 1 line FROM: (Name of writer) (Title of writer) Insert 1 line VIA: CHAIN OF COMMAND Insert 1 line SUBJECT: (Subject of memorandum) Insert 1 line, draw a line using 1 pt scale then insert 1 line. ISSUE: (The issue is the introduction to the Memorandum. It states the facts concerning the purpose, authority, and background for the memo.) Insert 1 line EXPLANATION: (The explanation describes the purpose of the Memorandum. It should be presented chronologically. It discusses the writer’s findings or other data presented. The explanation may be informative in nature, describe a request or inquiry, or identify a problem.) Insert 1 line RECOMMENDATION: (The recommendation advises the reader what response if any is anticipated as a result of the Memorandum. It may simply read, “For your information”, or may give instructions on how to proceed.) Insert 1 line For action memoranda only: (use size 8 point) Insert 1 line  Approved  Disapproved by: Signature page 1 of 1 100 Appendix E