HomeMy WebLinkAbout03-11-1998 ICPD Reports/Memos
MEMORANDUM
TO: Members of the Police Citizen Review Board
FROM: R.J. Winkelhake, Chief of Police
RE: POLICY REVIEW
DATE: March 11, 1998
The Police Department has undertaken a complete review of all Policies and
Procedures based upon the Standards for Accreditation of Law Enforcement Agencies.
The process is ongoing and will continue for the next 18 to 24 months. The first two
orders are completed and are attached for your review. The first two orders set the
format for the remaining project.
The Department's review will review all aspects of the department operations. The first
policies, procedures, and general orders to be reviewed are:
1. Pursuit Driving and Emergency Vehicle Operations
2. Use of Force
3. Arrest
4. Search and Seizure
5. Domestic Abuse
6. Sexual Harassment
7. Communicable Diseases
8. Restraint, Transport and Care of Prisoners
9. Citizen Complaints / Internal Affairs
10. Extra Duty Employment
Also the orders for unusual occurrences, barricaded subjects and riot control are
considered as very important policies and procedures to have in place by our insurance
carrier.
The review will include orders from other departments which are accredited, model
policies from the International Association of Chief's of Police and the standards
necessary for the accreditation process. The review includes input from the City
Attorney's Office as well as other agencies which are impacted by the order. An
example is the order for Evidence Control. The County Attorney's Office will be
involved in the drafting of the section dealing with the disposal of evidence after the
case has been resolved.
The thrust of this project is to complete the policies which are the most essential, such
as the policies listed above, and then methodically complete the required standards in
its entirety from beginning to end.
ADM-01.1
WRITTEN
DIRECTIVE
Date of Issue General Order Number
March 17, 1998 98-01
IEffective Date Section Code
March 20, 1998 ADM-01
Reevaluation Date Amends / Cancels
March 2001 97-01 ADM-01
IC.A.L.E.A. Reterence
12.1.1 - 12.2.2 61.2.3, 33.4.4, 33.5.1, 33.7.1
INDEX AS:
Department Publications
Directives, Written
General Orders
Official Department Publications
Orders, Written
Policy and Operating Procedures Manual
Publications, Department
Written Directives
PURPOSE
The purpose of this order is to explain the written directive system, establish
definitions, formats, and authority for preparation and issuance of written
Departmental publications for distribution and updating of General Orders and
other written directives, and give reasonable guidelines to Police personnel to
follow in the discharge of their duties. The Policy and Operating Procedures
Manual will be arranged into numbered sections containing related subject
matter. This order also establishes responsibility for maintaining, reprinting and
inspection of the manual.
ADM-01.2
POLICY
A. The efficient and effective performance of a municipal law enforcement agency is
directly related to the extent to which information given its officers is accurate and
up-to-date. This order is intended to serve as a catalyst as to how Department
policies should be put to practical use, and as a guide for police personnel in the
performance of their major Department functions.
B. The written directives system must encompass a range of publications from
permanent to temporary, and from mandatory instructions to informational
memoranda. The Department will strive to minimize the number and complexity of
publications, while providing essential information and direction toward common
organizational objectives.
C. The following general guidelines will be followed in the development of written
Depa~'rnent publications:
1. Publications shall not conflict with established rules, regulations, or policies of
the Department; or, with local, state, or federal law.
2. All publications will be stated in precise and positive terms with grammatical
accuracy and simplified language.
3. When applicable, cross-reference will be made to other related and published
documents. Publications that cancel or supersede other 3ublications will
reference the affected document.
D. It shall be Department policy that proposed general orders or revisions to rules and
regulations be reviewed by staff members pdor to issuance. The review process
will vary with the content of the order but will generally involve supervisors and
personnel affected by the order.
E. In the absence of the Chief of Police, the Commander of the Field Operations
Division assumes command of the department and operates with the authority of
the office of the Chief of Police. If the Commander of Field Operations is not
available during the absence of the Chief of Police, the Commander of the
Administrative Services Division assumes command. After the Division
Commander, the Commander of the Criminal Investigations Unit assumes
department command,
TYPES OF DEPARTMENT PUBLICATIONS
A. Department publications will be restricted to the following:
1. General Orders
2. Special Orders
3. Department Memoranda
4. Bulletins
ADM-01.3
B. Division commanders are authorized to issue divisional memoranda only.
Divisional memoranda are restricted to information or direction which affects only
assigned personnel and internal operations of the division. Memoranda must
conform to policies and procedures established in Department directives.
C. Section commanders and supervisors may issue memoranda pertaining to
operating procedures, practices, work assignments, and the intemal direction
and functioning of the section. Memoranda must conform to policies and
procedures established in Department or division directives.
D. No official publications, other than provided for in this order, are authorized in the
Iowa City Police Department.
DEFINITIONS
A. General Orders. (See Appendix A) Issued to establish or revise policies,
or to direct the use of specific procedures for the indefinite future.
General Orders will be issued for:
1. Institution of permanent procedures, and policies and manuals
related thereto;
2. Permanent changes in organization;
3. Installation of permanent programs affecting more than one
section;
4. Permanent personnel policies and procedures, not including
changes in personnel status;
5. Use of police facilities and equipment; and expenditure of funds;
and
6. Relationships with citizens and other agencies.
B. Special Orders. (See Appendix B) Issued to announce policies or
specific procedures conceming a cimumstance or event of a one-time or
temporary nature. Examples:
1. Assignment to specific parade duty;
2. Selective patrol assignments;
3. Temporary parking restrictions;
4. Annual budget preparation instructions and deadlines.
ABM-01.4
C. Personnel Orders. Issued to direct a personnel status change, including:
1. Appointment and assignment of new personnel;
2. Promotion or demotion;
3. Transfer between Department units;
4. Suspension, dismissal or restoration to duty;
5. Termination of personnel;
6. Training assignments;
7. Appointment to specialized Department duty assignment;
8. Temporary duty assignment with another agency; and
9. Extended leave of absence.
D. Memoranda. (See Appendix B) Issued to disseminate information,
instructional material or data of general interest to Department personnel.
Memoranda may include:
1. Announcement of Department, city or community civic or social
events;
2. Information on actions, policies and events in other agencies;
3. Instructions and information conceming academic or instructional
programs of general interest; and
4. Explanation or clarifications of previously issued orders.
Section Supervisors may issue memoranda to establish unit procedures
and instructions for accomplishing assigned tasks.
E. Bulletins. Issued to convey information of specific interest pertinent to
performance of law enforcement tasks, Bulletins may include:
1. Daily information;
2. Crime analysis data on specific crime patterns and possible
suspect and M,O, descriptions;
3, Description of identifiable property items reported stolen;
4. Information and description on wanted criminals; and
5. Training.
ADM-01.5
ISSUING AUTHORITY
A. Department publications, including bulletins, are always issued under
authority of the Chief of Police. Only the Chief of Police may issue
General Orders, Special Orders, and Personnel Orders.
B. Division memoranda may be issued by authority of the respective Division
Commander.
C. Section memoranda may be issued by supervisors, including civilian
supervisors.
FORMAT AND INDEXING
A. General Orders
1. General Orders shall follow the format and structure as shown in
Appendix A. The first page will utilize the standard pre-printed
general order format.
2. The General Orders will be indexed by major topic headings to
facilitate an alphabetic seamh for order information. General
Orders will also be indexed by number. The number assigned to
each order will be the last two digits of the calendar year followed
by a sequential number. A section code will also be given to each
order which designates the major policy and procedure manual
subsection under which the Order is assigned, followed by a
sequential number for all orders within the section.
3. Order numbers and Section codes will be assigned by
administration during order preparation.
B. Special Orders
1. Special Orders shall follow the format shown in Appendix B.
2. Special Orders will be by number. Numbering will consist of the
last two digits of the calendar year followed by a sequential number
for each order issued during the year.
3. Special Orders wilt include a date of termination or a specific
period for which the order is valid. Upon the termination date or
completion of the effective pedod the order is canceled.
The following are examples of Special Orders:
a. Special Order for police assignment to a July 4th parade
which indicates a termination date of July 5.
ADM-01.6
b. Special Order requiring change in traffic regulation because
of road construction which will terminate "upon
completion of construction".
c. Special Order covering assignments and duties involved
with special police operations, such as selective
enfomement or raids, which terminate "upon completion or
cancellation of mission".
C. Personnel Orders
1. Personnel Orders shall be prepared by the office of the Chief of
Police in the format shown in Appendix B.
2. ~'- Personnel Orders will be indexed by number. Numbering will
consist of the last two digits of the calendar year followed by a
sequential number. Numbers will be issued by administration.
D. Memoranda
1. Memoranda will follow the format shown in Appendix B.
Memoranda are not formally numbered and are indexed by subject
and date.
2.Affected personnel will be listed in the heading of the
memorandum. Examples are:
a. A division memorandum issued 'q'O: Uniformed Patrol
Officers".
b. A'communication section memorandum 'q'O: All
Communication Dispatchers".
NOTE: Memoranda which affect personnel beyond the section
or division level, must be issued at the division or Department level.
3. The issuing authority will also be clearly indicated in the heading of the
memorandum. Only the unit or section supervisor, division commander,
or the Chief of Police may issue memoranda.
E. Bulletins
1. Bulletins will be issued as Department publications. Because
bulletins are issued under authority of the Chief of Police, no
specific authority entry is required.
2. Bulletin headings will indicate the major subject (cdme analysis,
training, traffic analysis, etc.); the issue date; and the Department
contact for clarification or additional data.
ADM-01.7
3. The body of bulletins may be configured as required to best explain
the information presented. This may vary from narrative for
training information, to tabular crime analysis data, to illustrations
for suspect descriptions, or combinations of the above. Because
the objective is to impart information, the only rule for content is
that it be of maximum clarity and simplicity.
DISTRIBUTION
A. Policy
1. The Department policy on distribution of policy and procedure
manuals is to place 14 manuals in the following locations:
---' Report Writing Rooms (2)
Watch Commander's Office
Investigations Commander's Office
Emergency Communications Center
Records Section
Animal Shelter
Division Commander's Office (2)
City Attorney's Office
City Manager's Office
Chief's Office
Police Citizen Review Board
Police Labor Relations Organization
Individual employees will not be issued manuals. However,
individuals may request a copy if they desire.
2. Employee will be required to sign a dissemination form to acknowledge
the receipt and review of the materials contained in the manuals.
Appendix C.
3. A computerized copy of all General Orders, Special Orders, Departmental
Memoranda, Personal Orders, and Bulletins will be maintained in the
office of the Chief of Police.
MAINTENANCE AND INSPECTION
^. Maintenance
1. It is required that each assigned policy and procedures manual be
maintained in usable condition and be continually updated by
insertion of new orders and removal of rescinded or updated
directives. This includes annotation of the index by insertion of
reference to new orders or the cancellation of those rescinded,
ADM-01.8
2. The Captain in charge of Administrative Services will be
responsible for the condition and currency of manuals issued.
3. The Department will maintain a master file of all Department
publications.
4. New or revised General Orders will be accompanied by a roster
upon which employees will verify receipt and their understanding of
the Order by their signature. Completed rosters will be retumed to
the office of the Chief of Police for filing.
B. Inspections
1. Policy and procedures manuals will be inspected periodically, at a
frequency determined by the Chief of Police. Inspections will be
accomplished by designated personnel appointed by the Chief of
~-- Police.
2. Inspection will normally involve the physical examination of policy
and procedures manuals to determine that:
a. All current orders are properly filed in the appropriate
manual section.
b. Canceled or rescinded orders have been removed.
c. Each current order has a certification of understanding
which is signed and dated.
d. The index has been updated with entdes of new orders and
deletion of those rescinded.
AMENDMENT AND CANCELLATION
A. Amendment
1. The content of General Orders occasionally requires amendments
to comply with legal changes; to update operational procedures; or
to conform to revised policies. Amendments should be expedited
to assure maximum currency of reference material.
2. When an amendment is relatively minor and involves a
restatement or replacement of existing information, without change
to paging or length, a revision page or pages may be issued. The
revised page(s) will be inserted into the order in place of the former
- page(s). Amended pages will contain "Rev-Date" on the outside
lower comer.
ADMo01.9
3. Where the amendment or revision is of sufficient size and length to
require major restructuring of the order, a complete new order will
be issued. The new order will replace the entire former order.
R. ,~-'-1~/~nkelhake, Chief of Police
WARNING
This directive is for departmental use only and does not apply in any cdminal or civil
proceeding. The department policy should not be construed as a creation of higher
legal stan~'ard of safety or care in an evidentiary sense with respect to third-party
claims. Violations of this directive will only form the basis for departmental
administrative sanctions.
ADM-01.10
APPENDIX A
NAME OF ORDER I
Date of Issue I General Order Number
Effective Date I Section Code
Reevaluation Date Amends / Cancels
C.A.L.E.A.
INDEX AS:
I. PURPOSE (Topical headings in capitals)
II.
A. (Subheadings underlined)
B.
1.
2.
a.
b.
(1)
(2)
(a)
(b)
Signature of Chief of Police
WARNING
This directive is for departmental use only and does not apply in any criminal or civil
proceeding.
legal-standard :of :~afe~y -or:~care Tin;an evidenti~!Y
claims. Violations of this directive will only form the basis for departmental
administrative sanctions
ADM-01.11
APPENDIX B
Sample Format
for
Special Orders, Personnel Orders, Department, Division,
Section Memorandums, and Bulletins
TYPE OF ORDER OR MEMO YEAR-NUMERICAL SEQUENCE
TO: Affected Personnel
FROM: Issuing Command
RE: Subject of Order or Memorandum
DATE: Date Issued
ADM-01.12
APPENDIX C
ACKNOWLEDGEMENT OF RECEIPT OR REVIEW OF GENERAL ORDER
General Order:
Directive Title:
I have had the opportunity to review the above General Order and understand the
purpose and content of the Order.
Pin # ~mp~yee's Signature Date $upe~ffsor~s Signature Date
ADM..~.
POLICY AND
OPERATING
PROCEDURES
MANUAL
Date of Issue General Order Number/Section Code
March 17, 1998 98-02
Effective Date I Section Code
March 20;--1998 I ADM-02
Reevaluation Date I Amends / Cancels
March 2001 I 89-03 ADM-02
C.A.L.E.A. Reference
12.1.1 - 12.2.2 61.2.3, 33.4.4, 33.5.1, 33.7.1
INDEX AS:
Index, General Orders
Manual, Policy & Procedures
Policy & Procedures Manual
PURPOSE
The purpose of this order is to implement the policy and procedures manual and
to explain its features, organization, and use. This manual contains all General
Orders in a codified form.
All sworn members are responsible for knowing and carrying out the provisions
of all General Orders.
This order consists of the following numbered sections:
I. Composition of Manual
II. Format of General Orders
III. Effective Date
ADM-02.2 '
I. COMPOSITION OF MANUAL
A. Alphabetical Index - An extensive alphabetical cross-index system has
been included to facilitate locating any order or subject in the manual.
B. Numerical index - The numerical index lists each order in the manual
consecutively according to its number of publication. (Example: 98-1,98-
2, etc.) This will usually be a chronological listing by date of publication.
C. Lettered Section Code
1. General Orders will be placed in the manual by the lettered section
code in order to maintain related orders in close proximity to each
other under major functional topics.
=~ 2. A lettered section code abbreviation will appear near the upper
right-hand comer of each General order, indicating the following
manual sections:
CODE LETTER
ADM - Administration
OPS - Operations
SER - Support Services
INV- Investigations
LEG - Legal
PER - Personnel
TRN - Training
3. Lettered section code letters will be followed by consecutive
numbers to denote the proper location of the orders within each
section. (Example: ADM-01, ADM-02, ADM-03, etc.)
II. FORMAT OF GENERAL ORDERS
A. General Order Heading Sheet
1. Page One of the General Order heading sheet will identify the
orders as an Iowa City Police Department General Order and will
contain the following information:
a) Subject
b) General Order Number
c) Date of Issue
d) Effective Date
e) Section Code
f) Reevaluation Date
g) Amends / Cancels
h) C,A.L.E,A.
i) Distribution
ADM-O2.
B. Indexing Information
1. A list of indexing information will appear beneath the General Order
heading under the words, "Index As". This list will indicate the
varied means by which the order will be listed in the General Order
alphabetical index.
C. Purpose
1.The purpose and provisions of the order will appear below the
indexing information on each General Order.
2. This will give the reader a composite view of the contents of the
order and will aid in quickly locating desired information.
D. Paragraphing
1. Sample format and paragraph numbering information for General
Orders contained on Table A of General Order 83-2: Subject::
Written Directives.
III. EFFECTIVE DATE
The effective date of this order is Mamh 20, 1998.
R. ~1. Winkelhake, Chief of Police
WARNING
This directive is for departmental use only and does not apply in any criminal or civil
proceeding. The department policy should not be construed as a creation of higher
legal standard of safety or care in an evidentiary sense with respect to third-party
claims. Violations of this directive will only form the basis for depafl, mental
administrative sanctions,