MPCCF STATE CERTIFICATION

STANDARDS

CHAPTER 1

LAW ENFORCEMENT ROLE AND AUTHORITY

A law enforcement agency must operate within and through a number of other entities and groups. The role, mission and authority of an agency must be identified and documented to ensure that the agency is responsive to the needs of those the agency serves. Policies that promote an understanding of the agency's role, mission and authority will assist the agency greatly while protecting the constitutional rights of the citizens of the community.

1.1	DEPARTMENT AUTHORITY

The agency has a written directive requiring all personnel, prior to assuming sworn status; take an oath to enforce the laws under their jurisdiction, the Constitution of the United States, the Constitution of the State of Missouri and the code or canon of ethics adopted by the Department.

ANALYSIS: The taking of an oath of office is a customary and important part of officer commissioning. This is the time during which an officer pledges to enforce the laws, which are part of the agency's responsibility but also to acknowledge the code or canon of ethics and their responsibility to adhere to it.

Recommended Documentation: (Multiple requirements - may all be on one form)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of original executed Oath of Office for each year of the cycle that delineates an oath of enforcement of the laws under their jurisdiction, the Constitution of the United States, the Constitution of the State of Missouri and the code or canon of ethics adopted by the Department. Note: This may be multiple forms.

1.2	DEPARTMENT JURISDICTION

The agency has a written directive defining its jurisdiction in terms of territory and in scope of responsibility.

ANALYSIS: Some agency jurisdictions are easy to define in terms of city limits, et cetera, while other responsibility may exist within another agency's jurisdiction. A written document should ensure that every member knows exactly what the limits are on the area the agency covers and scope of services or laws to be enforced.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of jurisdictional boundaries (maps), ordinance or other document if not identified in written directive (with any changes during the cycle identified).

1.3	PURPOSE AND MISSION

The agency has a written mission statement that identifies the purpose and objectives of the agency.

ANALYSIS: A mission statement helps to identify and to explain the purpose of the agency and how it fits into the overall responsibility to the community.

Recommended Documentation:

CSSR completed as an index to the file

Copy of written mission statement including general purpose and objectives of agency appropriately highlighted (at this level the purpose and objectives are broad; the big picture)

1.4	GOALS AND OBJECTIVES (Time Sensitive)

A written directive is required that annually defines compilation, updating and timely evaluation of the agency's written goals (desired outcome) and objectives (steps utilized to meet the identified goal). This directive will include each individual organizational component. The directive will also describe how the goals and objectives will be distributed to agency personnel.

ANALYSIS: Agency direction and unity of purpose are promoted through the establishment and routine updating of goals and objectives for the agency. By clearly identifying the desired result of the goals and objectives progress can be measured.

Recommended Documentation: (Multiple requirements)

CSSR completed as an index to the file

Current Directive that defines procedures for the creation (compilation, evaluation, updating, distribution) of annual Goals and Objectives appropriately highlighted

Samples of both Goals and Objectives from various organizational components within the agency for each year of the cycle

Samples of the documentation of timely evaluations and updating for each year of the cycle

Distribution reports or notifications to all personnel for each year of the cycle

Note: Goals and Objectives are time sensitive and required for each year. The directive itself is not the goals and objectives but defines what they will consist of when completed. Objectives need specific time periods identified during the year for evaluation and updating.

CHAPTER 2

AGENCY JURISDICTION, MUTUAL AID AND REGIONAL SERVICES

Beyond the more typical responsibilities for local law enforcement, more and more agencies have begun to pool resources to support area wide commitments. In most cases a single agency will not have all of the resources it may need. In some locations joint or concurrent jurisdictions between law enforcement agencies exist. Prior planning and agreements for responsibility for certain functions must be accomplished.

2.1	TASK FORCES (This standard may be NA by function.)

The agency has a written agreement executed addressing operational objectives, control, participation levels, qualifications and personnel policies for all task forces or interagency involvements.

ANALYSIS: By creating written agreements for MEG (Multi-Agency Enforcement Groups) and other task forces there is little potential for misunderstanding or conflict on these operations. The written document serves as a basis for uniformity and duration of operation.

Recommended Documentation: (Multiple requirements)

CSSR completed as an index to the file

Copies of various executed agreement for the 3 year cycle appropriately highlighted

Highlight the operational objectives

Highlight the operational control element

Highlight the operational participation level

Highlight the qualifications

Highlight the personnel polices for the task forces

2.2	MUTUAL AID AGREEMENTS

All mutual aid agreements are documented and supported by written agreements that delineate fully the responsibilities and expectations of all participants.

ANALYSIS: Mutual aid agreements help agencies prepare and plan for situations that will require resources beyond any one agency's abilities. These agreements are of little value in the planning process and response if they are not sufficiently detailed, documented and understood in advance.

Recommended Documentation:

CSSR completed as an index to the file

Copies of various currently executed agreements appropriately highlighted

Copies of city, county or state ordinances/agreements allowing the same, appropriately highlighted

CHAPTER 3

CONTRACTUAL SERVICES

A definite contractual agreement should regulate paid law enforcement services provided by one agency to another. Components of the agreement must include a description of services to be provided, cost of the services, payment procedures, handling of reports, records equipment and property, and provision for amendment, renewal and termination of the contract. Responsibilities for lawsuits and payment of damages that may result from services provided must be addressed. Provisions for hiring, disciplining and assigning duties and responsibilities of provider personnel must also be included.

3.1	CONTRACTUAL SERVICES

The agency has a written agreement that governs all contract law enforcement services provided by or to the agency. It shall includes a definition of services to be provided, financial agreements between the parties, maintenance of records, legal contingencies, use of equipment and facilities, personnel rights and control, and language that addresses duration, modification and termination of the agreement.

ANALYSIS: The contract should be reviewed at least annually. Attention should be given to the planning, organizing and scheduling of services provided, enforcement of local ordinances and citing violators into appropriate court. Responsibility for financial and service records to be kept must be mutually agreed upon by both parties. The provider agency should hire, train, assign, supervise, and discipline personnel and participating employees should not be penalized in any employment rights, promotional opportunities, training opportunities or fringe benefits.

Recommended Documentation: (Multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted, to include:

a definition of services to be provided

financial agreements between the parties

maintenance of records

legal contingencies

use of equipment and facilities

personnel rights and control

language that addresses duration

modification

termination of the agreement

Copies of various contracts signed and dated depicting above requirements.

CHAPTER 4

LEGAL ADVICE AND LIABILITY

Because they enforce the law, peace officers are particularly obligated to operate in complete compliance with the directives of the law. Every law enforcement agency in the State of Missouri should procure the legal assistance necessary to ensure maximum operational effectiveness and efficiency. Agencies often need legal assistance because of the number and complexity of judicial decisions and the ever-increasing complexity of the law enforcement function. It is critical that agency personnel have the availability of legal advice and liability insurance provided by the agency.

4.1	LIABILITY ISSUES AND LEGAL SERVICES

The agency provides liability insurance or indemnification and legal assistance to personnel and assumes subsequent costs in all agency operations as needed, and represents all personnel who become the target of civil action.

ANALYSIS: Civil liability is an issue in nearly every aspect of law enforcement. In fact, there is no way to effectively provide law enforcement services and be free of the risk of lawsuits. Each employee should know the scope of the insurance provided and the terms of the insurance. Employees should know whether insurance is provided while acting within the scope of outside employment or when acting in an official capacity while "off-duty". Legal counsel is provided at cost to the agency and may include employment of a police legal advisor, services of the local government attorney, services of the prosecuting attorney, or contracted legal services. The agency should ensure that contracted attorneys do not have conflicts of interest such as personally representing criminal defendants, bringing claims against the represented agency, using the police facility for private business, or privately representing an employee association.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive, if one exists, appropriately identified and highlighted

Current letter, document or policy providing liability insurance or indemnification and legal assistance to all personnel. The policy assumes subsequent costs in all agency operations as needed, and represents all personnel who become the target of civil action. Specific areas must be appropriately identified and highlighted in the document.

CHAPTER 5

ORGANIZATION

It is important that agency personnel are familiar with agency organization and structure. Personnel must understand the application of organization principles and the duties and responsibilities of each job position and organizational component. Flexibility has not been limited and no effort has been made to suggest specific structures, titles or duties. Agencies that have the capability to go beyond the application of basic organizational principles are encouraged to explore innovative approaches. A complete organizational chart is a benefit to all agency personnel.

5.1 ORGANIZATIONAL STRUCTURE (Time Sensitive)

The agency's organizational structure is detailed by written directive and depicted on an organizational chart initially and when changes are made; it is reviewed and updated, if necessary, annually or when changes are made and is available to all personnel.

ANALYSIS: A formal structure should be established so all personnel understand how organizational components are arranged, defined, directed and coordinated. Annual review and updating may suggest changes, which could make the agency more efficient.

Recommended Documentation: (Multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted, to include:

depiction on an organizational chart

when changes are made

reviewed/updated annually

made available to all personnel

copies of the organizational chart for each year and when changes are made

ORGANIZATIONAL PRINCIPLES AND RESPONSIBILITIES

The agency has a written directive indicating each organizational component is under direct command of only one supervisor, defines limits for the number of employees under immediate control of supervisors, each employee is accountable to only one supervisor at any given time, specific responsibilities, and proof that the directive is distributed to all personnel.

ANALYSIS: Reporting to only one supervisor avoids confusion among employees and establishes accountability. There will be times when employees must report directly to a temporary or acting supervisor, but normally they should be able to identify one, and only one, supervisor to which they are accountable. At higher levels of authority, there should be fewer employees in the span of control. Managing too many employees increases command difficulty and decreases efficiency of both supervisors and their employees. Just as important is the coordination of assignments and responsibilities is essential to efficiency and effectiveness. All personnel should understand the responsibilities of each organizational component within the agency.

Recommended Documentation: (Multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted outlining the elements of the standard. (Also know as “Unity of Command”)

Distribution proofs to new and current staff

5.3 PERSONNEL RESPONSIBILITIES (Time Sensitive)

The agency has a written directive that defines the job descriptions of each position in the organization, to include the duties and responsibilities as well as the knowledge, skills, and abilities required to carry out those duties and responsibilities. Written job descriptions, describing requirements and qualifications shall be reviewed annually and distributed to all personnel.

ANALYSIS: The job description is the foundation upon which proper training, supervision, performance appraisal, and corrective action is based. Job descriptions are written to include the minimum level of proficiency necessary in job-related skills, knowledge, abilities and behaviors, and other qualifications for employment and for transfer or promotion to other job positions within the agency. Job descriptions should be reviewed on a regular basis.

Recommended Documentation: (Multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted outlining the elements of the standard

A few samples for sworn and non-sworn positions with observables

Proofs of annual review/update and

distribution

5.4 COMMAND PROTOCOL

The agency has a written directive that establishes command protocol in situations involving employees of different organizational components who are engaged in a single operation.

ANALYSIS: It should be clearly stated to all personnel who are in command of a particular operation. Supervisory and other personnel of the same rank may be involved, creating confusion and discord. In certain operational activities, an employee of lesser rank may be designated to maintain control. The directive should clarify who is in charge if patrol and investigative personnel are present at the scene, of an incident.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of various reports, synopsis or other documentation depicting command structure during an operation for each year of the cycle

5.5 ACCOUNTABILITY OF AUTHORITY

The agency has a written directive that requires commensurate authority accompany responsibility and that personnel are accountable for delegated authority.

ANALYSIS: Personnel at every level within the agency should be delegated the authority to make decisions necessary to effectively execute their responsibilities. Each employee must be fully accountable for the use of delegated authority and for failure to use it.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation from the agency for each year of the cycle that depicts the use (or lack of use) of delegated authority. i.e.…reports, evaluations, orders, memos, etc…

CHAPTER 6

COMMAND

Standards in this chapter deal with the need to establish the authority for the chief executive officer, the accountability of the supervisor for the performance of subordinates, and the extent to which a written directive system detailing the command situation should be developed.

6.1	CHIEF EXECUTIVE OFFICER AUTHORITY

The chief executive officer of the agency is designated as having total authority and responsibility for the management, direction, and control of the operations and administration of the agency, by written statement issued by the local government, or by law or ordinance, or by a combination of the two.

ANALYSIS: In most agencies, the Chief of Police will be the chief executive officer. For the purpose of this standard, the agency's chief executive officer may be a director or commissioner of public safety, even though the agency may have a Chief of Police. A key point is that only one person should be so designated as the chief executive officer.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Could be a City Ordinance

Could be a State Law

Could be an Agency Policy approved by local government

6.2 CHAIN OF COMMAND

A written directive designates the order of command authority in the absence of the chief executive officer of the agency.

ANALYSIS: A system of succession should be established to ensure that leadership is available when the agency's chief executive officer is incapacitated, off duty, away, or otherwise unable to act.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO (Table of Organization)

Copies of Orders or Memo’s appointing temporary Command during the absence of CEO for each year of the cycle

6.3 SUPERVISOR ACCOUNTABILITY

The agency has a written directive that establishes the accountability of supervisory personnel for the performance of employees under their immediate control.

ANALYSIS: To achieve effective direction, coordination, and control, supervisory personnel should be accountable for the performance of employees under the immediate supervisor. This standard applies to each level of supervision within the agency.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Agency documentation demonstrating supervision over subordinates

6.4 DUTY TO OBEY LAWFUL ORDERS

The agency has a written directive that requires employees to obey all lawful orders of a superior, including any order relayed from a superior by an employee of the same or lesser rank, and specific procedures to be followed by an employee who receives inconsistent or conflicting orders.

ANALYSIS: To permit effective supervision, direction, and control, employees should promptly obey any lawful order of a superior. The directive should specify actions required to be taken by the subordinate in the case of conflicting orders.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Proofs would include any order or conflicting order and the method used to rectify the matter(include proofs for each year of the cycle)

6.5 WRITTEN DIRECTIVES (Time Sensitive-as identified by agency)

The agency has a written directive that adheres to an established system for the development and promulgation of written directives, including agency policies, procedures, rules, and regulations which include:

Procedures for staff review of proposed directives prior to implementation;

Distribution to, and acknowledgement of receipt by, affected personnel,

Process for the periodic review and revision of directives as necessary.

ANALYSIS: The agency should establish a formal written directive system to provide employees with a clear understanding of the constraints and expectations relating to the performance of their duties. Agency directives should be current. Directives that are not self-canceling should be reviewed, preferably annually, after the original date of issuance to determine whether they should be cancelled, revised, or continued in their present form. The written directive system should permit rapid access to individual policies, procedures, and rules and regulations, and should differentiate, if necessary, between type of directive (e.g., general order, special order, and procedural instruction). The timeliness of establishing directives and training on new directives are also important considerations. As statutes, court decisions and other factors indicate a need for change in directives, the agency must have the capabilities in place to respond to the need and educate its employees on the change.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet:

BULLET A:	Copies of reviews prior to implementation

BULLET B:	Distribution and Acknowledgment receipts

BULLET C: Copies of review and revision reports according to your process

6.6 FORMS MANAGEMENT

The agency has a written directive that adheres to an established management system for the authority to develop, review, revision, and distribution of forms that are authorized to be used in agency operations:

Authorization of development.

Development, design, and management identification system.

Process for the periodic review, revision and elimination of forms as necessary.

ANALYSIS: The agency should establish a formal written forms management system to provide employees with a clear understanding of the constraints and expectations relating to the performance of their duties and the forms utilized in the execution of their duties. Agency forms should be current. Forms that are not self-canceling should be reviewed, preferably annually, after the original date of issuance to determine whether they should be cancelled, revised, or continued in their present form. The forms management system should permit rapid access. The timeliness of establishing forms and training on the use of the forms are also important considerations. As statutes, court decisions and other factors indicate a need for change in forms, the agency must have the capabilities in place to respond to the need and educate its employees on such development or changes of forms.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet:

BULLET A:	Identify who has authority to develop forms

BULLET B: The system for development, design and management of forms

BULLET C: Identify the process for review, revision and elimination

CHAPTER 7

INSPECTIONS

Standards in this chapter relate to the inspection process within a law enforcement agency as well as the establishment of an administrative reporting program. The inspection process is an essential mechanism for evaluating the quality of agency operations, ensures the agency goals are being pursued, identifies the need for additional resources, and assures that control is maintained throughout the agency. Generally, first line and mid-level supervisors on a daily, weekly, or monthly basis to ensure those officers are adhering to basic agency policy; procedures, rules and regulations should conduct line inspections. Staff inspections are usually conducted under the authority of the agency's chief executive officer and are generally in-depth examinations of particular functions or components of the agency.

7.1 STAFF INSPECTIONS (Time Sensitive) (A waiver may be sought.)

A written directive requires, at least once every three years, a staff inspection function within the agency, which includes provisions for the following:

Procedure to be followed in conducting staff inspections.

Identification of those inspections that require a written report.

Include all organizational departments.

ANALYSIS: The role of the staff inspection is to ensure objective evaluation of agency facilities, property, equipment, personnel, and administrative and operational activities outside the normal supervisory and line inspection procedures and chain of command.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	Copy of your procedure

BULLET B:	Copy of your schedule identifying required reports

BULLETC: Copy of actual inspections for each component at least once every three years.

7.2 LINE INSPECTION (Time Sensitive)

A written directive requires line inspections within the agency and includes at a minimum provisions for procedures and frequencies (daily, weekly, or monthly) for inspections to include written reports per inspection.

ANALYSIS: Line inspections should be an ongoing activity to ensure that the employees are acting in concert with agency requirements in areas such as personnel operations, use and maintenance of equipment, and adherence to agency directives and orders. Line inspections should be a primary responsibility of the supervisors and managers at every level of the agency and should provide a mechanism for achieving accountability within the agency.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of various types of Line Inspections for a few parts of each year of the cycle demonstrating the frequency required by the agency

CHAPTER 8

FISCAL MANAGEMENT

Standards in this section relate to budgeting, accounting and fiscal control procedures. Policies pertaining to the authority and responsibilities for fiscal management should be established in writing. There should be a provision for obtaining the input of major organizational components within the agency. No attempt has been made to suggest a preference for anyone budgetary system over another. The nature of the agency's fiscal management system is usually determined by the kind of system in use within the governing jurisdiction. Accounting procedures should be compatible with those of the governing jurisdiction. The accounting system is intended to prevent budget discrepancies and to ensure that the projected flow of funds is proceeding as planned. The agency should also have provision for controlling the purchasing process and for making purchasing effective and efficient.

8.1 OTHER AUTHORIZED PERSONNEL

The agency has a written directive that designates the position or component having the responsibility for fiscal management functions, if the chief executive officer of the agency does not personally perform the fiscal management function.

ANALYSIS: Although the agency's chief executive officer is ultimately responsible for all fiscal matters of the agency, the size and complexity of the agency may dictate the need to delegate routine responsibility for fiscal management functions to an identifiable person or component within the agency. For the purpose of this standard, the "fiscal management function" includes, at a minimum, annual budget development, supervision of internal expenditures and related controls, and maintenance of liaison with the other governmental fiscal officers.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Ordinance, Directive, Charter or other document indicating the CEO is responsible or Order from the CEO designating another person or component responsible.

8.2 BUDGET PREPARATION (Time Sensitive)

The agency has a written directive that requires the managers of major organizational components within the agency to participate in annual budget preparation, including the preparation of written recommendations based on operational/activity analysis and needs.

ANALYSIS: The agency's budget should be developed in cooperation with all major organizational components within the agency. To increase value of the input and to enhance coordination in the budget process, guidelines should be established to inform the heads of components of the essential tasks and procedures relating to the budget preparation process. The guidelines should include instructions for preparing budget request documents and provide adequate justification for major continuing expenditures or changes in continuing expenditures of budget items. For the purpose of this standard a "major organizational component" is a bureau, division, or other component depicted on the organizational chart as the first or second level below the agency's chief executive officer.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of various written recommendations from various commanders of each organizational component for each year of the cycle.

8.3 ACCOUNTING SYSTEM (Time Sensitive)

The agency has an accounting system, which includes preparation and provision for at least quarterly status reports showing:

Initial appropriations for each account or program,

Balances at the commencement of each period,

Expenditures and encumbrances made during the period;

Unencumbered balances.

ANALYSIS: The accounting system should be compatible with that of the central accounting system of the governing jurisdiction. It is essential that the agency establish such a system to ensure an orderly, accurate and complete documentation of the appropriation and expenditure flow of funds. Each appropriation and expenditure should be classified, at a minimum, according to function, organizational component, activity, object, and program. Data processing systems can facilitate rapid retrieval of information on the status of appropriations and expenditures.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive, if one exists, or accounting system appropriately identified and highlighted for each bullet

Copies of a few quarterly status reports for each year of the cycle that identify the elements of:

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard

BULLET C:	As defined in the standard

BULLET D:	As defined in the standard

8.4 FISCAL RESPONSIBILITY (Time Sensitive)

The agency has a written directive that establishes procedures for the internal monitoring of the fiscal activities of the agency. (Annual Audit)

ANALYSIS: The intent of the standard is to provide continuous monitoring of the agency's fiscal activities. Internal monitoring provides pertinent information for determining whether established internal control procedures are being administered effectively and for evaluating the performance of staff responsible for fiscal management functions. In addition, an independent audit should be conducted at least annually or at a time stipulated by applicable statutes or regulations. The audit may be performed by the government's internal audit staff or by an outside-certified public accounting firm. This standard also specifically includes the audit required by Missouri State Law relating to asset forfeitures.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of the Annual Audits to be available to assessor. Copy of dated cover page for each year of the cycle in the file.

8.5 CASH (Time Sensitive)

The agency has a written directive that establishes procedures for collecting, safeguarding and dispersing cash to include at least:

Maintenance of an allotment system or, alternately, records of appropriations among organizational components

Preparation of financial statements

Conducting of internal audits (at least quarterly)

Identification of persons by name or position authorized to accept or disburse funds.

ANALYSIS: Formal fiscal control procedures enable the agency to establish accountability, to comply with funding authorizations and restrictions, to ensure the disbursements are for designated and approved recipients and, more importantly, to alert agency management to possible problems requiring remedial action.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

Copies of a few quarterly status reports for each year of the cycle that identify the elements of:

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard

BULLET C:	As defined in the standard

BULLET D:	As defined in the standard

Note: This standard applies to cash only.

8.6	INVENTORY CONTROL (Time Sensitive) (Multiple requirements)

The agency has a written directive that establishes annual procedures for inventory control and audit of agency property, equipment and other assets.

ANALYSIS: Inventory controls are intended to prevent losses and unauthorized use, and to avoid inventory excesses and shortages. Complete records should be maintained for all agency property, equipment, and other assets.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of inventory for agency property

Copies of inventory for agency equipment

Copies of inventory for other agency assets

Note: This standard covers all agency property and some jurisdictions set a limit on value before they inventory

8.7	PURCHASING

A written directive establishes procedures for requisitions and purchase of agency equipment and supplies, including, at least:

Specifications for items requiring standardized purchases

Bidding procedures

Criteria for selection of vendors and bidders

ANALYSIS: The intent of the standard is to establish formal procedures for controlling the requisition and purchase of agency supplies and equipment. The standard may be satisfied through evidence of the use of a purchasing procedure in general use by the government providing the conditions included in the standard are met.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet (this could also be a city policy)

Copies of requisitions or purchase orders for each year depicting:

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard

BULLET C:	As defined in the standard

8.8	EMERGENCY PURCHASES

The agency has a written directive that establishes:

Procedures for requesting supplemental or emergency appropriations and or fund transfers; and

Contingency plans for the emergency purchasing of materials, equipment, supplies, and services in the event of critical incidents or disasters.

ANALYSIS: Provisions should be available within the agency's budget system to meet circumstances that cannot be anticipated by prior fiscal planning efforts, additional funds to compensate for overtime expended during a civil disturbance or funds needed to purchase needed material not authorized in the operating budget. Mechanisms of adjustment include transferring funds from one account to another and/or requesting that additional funds be granted for agency needs.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

Copies of requisitions or purchase orders for each year of the cycle depicting:

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard

8.9	GRANT MANAGEMENT

The agency has a written directive that specifies a person or position responsible for managing all agency grants and the maintenance of grants and grant records in accordance with the requirements of the grantor and Missouri records law.

ANALYSIS: The content of the standard is to establish who is responsible for the monitoring of departmental grants. Many grants require special bookkeeping procedures and documentation, as well as reporting on a timely basis. Close monitoring is necessary to ensure compliance with grant requirements.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Documentation identifying the person or position responsible for grant management

copies of grants (dated cover or signature pages) identifying this person for each year of the cycle

CHAPTER 9

PROCEDURES ON USE OF FORCE

Each agency should have written policy defining what constitutes the reasonable use of force. Written policy should set forth the enforcement policy of the agency, define the limits of individual discretion, and provide guidelines for the exercise of such discretion. Because the concept of discretion defies rigid modification, officers should be trained in how to exercise the broad discretionary authority that they have been granted.

9.1 USE OF FIREARMS/DEADLY FORCE (Time Sensitive)

The agency has a written directive that governs the use of force by agency personnel and specifies that:

An officer may use deadly force only when the officer “reasonably believes” that the use of deadly force is in defense of human life, including the officer’s own life, or in the defense of any person in imminent danger of serious physical injury

The discharge of warning shots is prohibited

All sworn officers shall receive documented instruction by certified instructors and shall demonstrate understanding in these directives prior to being issued or allowed to carry any weapon readily capable of deadly force, and at least annually thereafter

ANALYSIS: The purpose of this standard is to provide officers guidance in the use of force in life and death situations and to prevent unnecessary loss of life. Definitions of "reasonable belief", and "serious physical injury" should be included in the directive.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard (REMEMBER “Imminent Danger”)

BULLET B:	As defined in the standard

BULLET C:	As defined in the standard to include copies of Instructor Certification, documentation of training prior to sworn status and then annually after assignment to sworn status for all lethal weapons (OR) a Post Certificate indicating training has been completed.

9.2 LESS-LETHAL WEAPONS (Time Sensitive)

A written directive governs the use of less-than-lethal force by all agency personnel, to include:

Only the force necessary to effect a lawful objectives will be used

The specifications of authorized less-than-lethal weapons

Ensuring that appropriate medical first aid is provided following any use of force

All personnel shall, on a biennial basis (every other year), receive documented instruction by certified instructors and shall demonstrate understanding in these directives prior to being issued and or allowed to carry.

ANALYSIS: Agency personnel usually have numerous less-lethal weapons at their disposal. The intent of this standard is to ensure the proper use of less-lethal weapons and to prohibit the use of any weapon not authorized for use by the department. Agencies should follow manufacture recommendations for the use and deployment of any weapons used such as TASER, OC Spray, Baton, etc… Agencies should have use of force continuum to guide the deployment of less-than-lethal force.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	Directive as defined in the standard

BULLET B:	Directive as defined in the standard for each weapon

BULLET C:	Directive as defined in the standard

BULLETD: As defined in the standard to include copies of Instructor Certification, documentation of training prior to sworn status and then biennially after assignment to sworn status for all less-lethal weapons (OR) a Post Certificate indicating training has been completed.

9.3 FIREARMS AND AMMUNITION

The agency has a written directive that specifies and regulates all weapons, deadly and less-than-lethal, as well as all ammunition issued or authorized by the agency.

ANALYSIS: The policies should specify the circumstances under which an officer may or may not carry a sidearm and ammunition while off duty. Further, the directive should ensure that officers do not use poor quality or inherently dangerous firearms. A firearm meeting the accepted criteria should be expected to be in satisfactory working condition. The directive should address areas such as: caliber, barrel length, type of weapon, authorized ammunition, identification of weapon, whether the officer is qualified to use the weapon and a policy concerning on and off duty use of the weapon.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for all lethal and less lethal weapons (on and off duty)

Copies of purchase orders, receipts or other documentation for weapons and ammunition for all years of the cycle to demonstrate compliance

9.4 FIREARMS PROFICIENCY (Time Sensitive)

A written directive requires that an officer, prior to any use or possession of a firearm, demonstrate specified proficiency in the use of that firearm, and that such requirements be met at least on a annual basis as a condition of continued authority to carry such firearms.

ANALYSIS: A written directive should describe the criteria required for qualification, target type, timing, distance, and other conditions. Qualification requirements should involve not only the actual firing of the weapon but also a passing score on a "what, when, where, and how" type of written test based on the training provided.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of training/qualification on an annual basis for each year of the cycle (OR) a Post Certificate indicating training has been completed.

9.5 FIREARMS DISCHARGED/USE OF FORCE REVIEW (Time Sensitive)

The agency has a written directive establishes an internal process for the documentation, review and disposition of any incident where an officer:

Discharging any firearm outside of training or lawful recreational purposes;

Any action that results, or allegedly results in the physical injury or death of another person;

Any attempt to cause physical injury or death to another person;

Any application or attempted application of force to another person, including bare handed physical force and the pointing of firearms; and

The documented annual analysis of all such use of force reports.

ANALYSIS: The procedure should include reviewing incidents in which agency personnel discharge a firearm whether on or off duty. It should also provide for the review in any incident, which results in the injury or death of another person as well as the type of and amount of force used against a person.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard

BULLET C:	As defined in the standard

BULLET D:	As defined in the standard

BULLET E:

As defined in the standard remembering that an analysis is more than just data – it is the analysis and conclusion that should include recommendations (for each year of the cycle)

9.6 POST SHOOTING

The Agency has a written directive that requires removal of any officer from line duty assignment, pending administrative review when such officer has used force resulting in death or serious physical injury of humans, not animals.

ANALYSIS: The purpose of this standard is three-fold: to protect the community's interest when officers may have exceeded the scope of their authority in the use of deadly force; to shield officers who have not exceeded the scope of their authority from possible confrontations with the community; and to provide for the psychological adjustment of the officer.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Orders/Memo’s etc… removing officer from duty or memo to file if none has occurred.

CHAPTER 10

GENERAL MANAGEMENT

The responsibilities of providing law enforcement service have expanded greatly in recent years. They now include prevention and deterrence of crime to the greatest extent possible. Law enforcement is responsible for maintaining order and protecting constitutional guarantees. Law enforcement service also includes miscellaneous duties that are not directly related to suppressing crime, but that contribute to the well being of people and to a cooperative relationship between the police and community. These standards address management principles that provide essential information to assist in accomplishing those tasks.

10.1 GENERAL MANAGEMENT (Time Sensitive)

The agency has a written directive that requires a management information process to include an administrative reporting system that provides management reports, time lines, tracking, etc… of activities of the agency.

ANALYSIS: The management information system provides timely and accurate information to be used in management decision making. Statistical and data summaries of activities (i.e., calls for service records, offense and arrest reports, Uniform Crime Reports or NIBRS are important in predicting workload, determining manpower and other resource needs, and preparing budgets). Daily reports are a summary of significant occurrences during the previous 24 hours. Monthly reports provide the manager of each organizational component with data on activities of his/her unit during the previous month. The annual report may be a summary of the monthly reports, and should provide comparative data and statistics.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

An Administrative Report is any report that addresses specific duties, tasks, activities, etc… daily, weekly, monthly, quarterly, biannual and annual.

Part of this process includes an actual listing of all required reports for the agency and who the task of completion is assigned to as well as the due dates or time specification for completion and submission of the report.

A copy of this list demonstrating or somehow acknowledging completion of the task for each year of the cycle needs to be included as a proof.

The annual report is the analysis of all those reports chosen by the agency and the effectiveness of the system.

CHAPTER 11

PERSONNEL

Allocation and distribution of routine and alternative personnel standards are intended to encourage the appropriate deployment of personnel by determining service demands through both workload assessments and computer base or manual methods of personnel allocation and distribution.

Personnel alternatives are not intended as a substitute for law enforcement officers in those positions requiring law enforcement authority. Rather, personnel alternatives are intended to achieve the maximum efficient use of law enforcement officers in the appropriate configuration supported by civilian staff.

LICENSED & COMMISSIONED RESERVE OFFICERS (Time Sensitive)

(May be NA by Function.)

The agency has a written directive that establishes and describes the Reserve Officer Program and selection process for that program.

The selection criteria for reserves

The prescribed duties and responsibilities of reserve officers as well as any limitations on same

A description of the basic recruit and in-service training requirements

The supervision of reserves as well as the annual evaluation of their performance

Standards of conduct and discipline and the disciplinary process for violation of those standards

ANALYSIS: Reserve officers generally perform the same duties, consistent with applicable law, as full-time licensed and commissioned officers. To accomplish these tasks, they may require law enforcement power equivalent to those of full-time officers. The directive should describe the duties and responsibilities of reserve officers, define their authority and discretion in carrying out their duties, training, and delineate the amount of supervision they are to receive. This standard must comply with the both administrative law and Missouri statutory law under 590 RSMo.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard to include copies of posting for the position

BULLET B:	As defined in the standard to include copy of Reserve Officer Job Description

BULLET C:	As defined in the standard to include copies of Reserve Training Syllabus

BULLET D:	As defined in the standard to include copies of evaluations identifying Reserve Officer and their supervisor for each year of the cycle

BULLET E:	As defined in the standard to include copies of administered discipline and recognition

UNLICENSED, NON-COMMISSIONED, AUXILIARY, and VOLUNTEER PERSONNEL (May be NA by function.)

The agency has a written directive that establishes and describes the unlicensed, non-commission, auxiliary and volunteer personnel program.

ANALYSIS: Auxiliaries are normally not commissioned or licensed as law enforcement officers. Auxiliaries should be assigned primarily to law enforcement-related community service functions. They can also be used as a resource in emergencies and large-scale special events. Their duties do not require the status of a commissioned and licensed officer, and their level of training does not normally warrant a commission or state license. This type of personnel shall never be used or act in the capacity of a commissioned and licensed peace officer.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each element of the standard

Copies of TO, Rosters, Assignments, etc... that depict the existence and utilization of those elements the agency has established

11.3 CIVILIAN EMPLOYEES

The agency has a written directive that defines the temporary use of commissioned and licensed personnel for non-commission and non-licensed civilian positions. Civilian positions do not require commissioned or licensed personnel and are specified as civilian positions and staffed accordingly.

ANALYSIS: Generally, those positions common to other governmental agencies and requiring skills other than those of licensed and commissioned officers should be designated as civilian. Commissioned and licensed personnel may be temporarily assigned to these positions in the event of an urgent agency need or to broaden an officer's experience, (temporary assignment of an officer to dispatch duties). Commissioned and licensed personnel should not be permanently assigned to civilian positions.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of temporary assignment to other than sworn positions

11.4 LAW ENFORCEMENT COUNSELORS

The agency has the resources available to refer an employee for counseling or other services related to the well being of the employee and the good of the agency.

ANALYSIS: Counselors should be available on a 24-hour basis for contact by family members of persons working serious incidents. Professionals should be available for immediate counseling of employees involved in serious incidents and should provide any other assistance as appropriate during an unusual or serious incident.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of redacted referrals, referral information or other similar documentation from a program such as EAP

CHAPTER 12

PERFORMANCE APPRAISALS

To achieve its stated objectives, a law enforcement agency must be able to depend on satisfactory work performance from all employees. Performance evaluation is the measurement of the worker's on-the-job performance of duties assigned by the employee's supervisor. There is a direct relationship between performance evaluation and various other personnel matters as recruitment, selection, career development, promotion, and classification and grievance procedures. This relationship is based on the fact that the nature and quality of the employees' performance have a bearing on their working life in the agency; on the manner in which they relate to management; and on their assignments and promotions. Performance evaluation methods in the law enforcement field vary considerably. In many of the larger agencies, the process is highly structured and involves the use of comprehensive forms. In others, especially in smaller agencies, the process may be less structured and very informal. It is important that the principles of evaluation be applied by all components of the agency to ensure the best use of human resources available, to ensure that personnel problems can be identified and dealt with promptly and fairly, and to ensure optimum job satisfaction on the part of each employee.

12.1	ANNUAL PERFORMANCE EVALUATIONS (Time Sensitive)

The agency has a written directive that defines the performance evaluation system and shall include at a minimum:

Measurement definitions specific to the job description being evaluated;

Procedures for use of forms;

Rater responsibilities;

Rater training;

Evaluation of the employee's performance covers a specific period;

Performance evaluation report that is reviewed and signed by the rater's supervisor; and

Immediate supervisor rates employees.

An annual performance evaluation of each employee.

ANALYSIS: The purposes of performance evaluation are threefold. Performance evaluations standardizes the nature of the personnel decision-making process, assures the public that the agency's personnel are qualified to carry out their assigned duties, and provides job incumbents with necessary behavior modification information which will allow them to maintain behaviors that are appropriate from the agency's standpoint and to eliminate or minimize inappropriate behaviors. Although policies and procedures may be developed by a centralized agency, it remains the responsibility of the chief executive officer to adapt and amplify those guidelines to meet the agency's and the community’s needs.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard (this may also come from a city manual, the evaluation tool being used, lesson plans, etc…)

BULLET B:	As defined in the standard (a procedure outlines the steps to completion)

BULLET C:	As defined in the standard (see “A”)

BULLET D:	As defined in the standard to include copies of training roster and lesson plan

BULLET E:	As defined in the standard to include copies of evaluations for each year of the cycle depicting specific period (only a couple per year)

BULLET F:	As defined in the standard to include signature page of evaluations

BULLET G:	As defined in the standard to include signature page depicting rater’s supervisor approval

BULLET H:	As defined in the standard to include evaluations depicting annual evaluations occur for each year of the cycle (only a couple per year)

Note: Only those pages of an evaluation containing the elements of the standard needs to be included for any given bullet.

PERFORMANCE APPRAISAL COUNSELING

A written directive that requires that both commissioned and civilian employees be counseled at the beginning of the rating period concerning:

Tasks of the position occupied

Level of performance expected

Evaluation rating criteria

ANALYSIS: It is essential to the success of the system that the employee fully understands specific duties and responsibilities of the position and what is expected of the employee in carrying these out. It is expected that counseling by the rater regarding performance of the employee will occur at any time during the rating period as deemed necessary.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard

BULLET C:	As defined in the standard

Proofs for all three bullets might include copies of evaluations depicting each bullet or other documentation demonstrating compliance.

PROBATIONARY EMPLOYEES COMMISSIONED/CIVILIAN (Time Sensitive)

The agency has a written directive that requires a written performance evaluation report on all probationary employees at least quarterly during the defined probationary period.

ANALYSIS: A separate set of criteria is important in the rating of personnel on probation in order to determine, at the earliest point, their suitability for continued employment or retaining a given position. The principal objective of supervisors rating probationary employees is to ascertain whether those being rated can actually perform the required functions. Performance should be closely monitored and written evaluations should be a part of this process.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of the quarterly evaluation for all three years of the cycle (only a few for each year from various quarters)

12.4	RATERS TO BE EVALUATED

A written directive that states raters are to be evaluated by their supervisors regarding the quality of ratings given employees.

ANALYSIS: As part of their overall evaluation, supervisors should evaluate raters regarding the fairness and impartiality of ratings given, their participation in counseling rated employees, and their ability to carry out the rater's role in the performance evaluation system. The supervisor should ensure that the raters apply ratings uniformly.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of evaluations or other documentation demonstrating compliance for each year of the cycle

CHAPTER 13

PROMOTION

Promotions denote a vertical movement within an agency's organization from one rank or position to another. These standards are designed to improve the promotional process and to make the system less susceptible to a court challenge. Career development is a structured process that provides individual growth opportunities. Its purpose is to promote productive, efficient and effective job performance and to improve the overall level of individual job satisfaction. It is through career development activities that the upward mobility of all personnel may be enhanced by opportunities for professional growth and improved job performance.

13.1 PROMOTION PROCEDURES

A written directive that defines the process and department's responsibility in the promotion process which shall include:

A written announcement of the promotion process to employees and others defined by policy

A description of the vacant position

A schedule of dates, times, and locations of all elements of the process

Eligibility requirements

The personnel selection process for the available positions

Identification of the authority and responsibility for administering the department's function in the promotion process

Defined probationary period required of all employees who are promoted.

ANALYSIS: The vitality of the department is maintained through selection and promotion of the most qualified personnel to positions of increased responsibility. The department must assist in the selection process by accurately rating and evaluating employees for promotion and by advancing the most qualified. This process should include:

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard

BULLET C:	As defined in the standard

BULLET D:	As defined in the standard

BULLET E:	As defined in the standard

BULLET F:	As defined in the standard

BULLET G:	As defined in the standard

Some agency includes all this information in the Written Announcement and simply highlights the appropriate portion and including it in each bullet. This may or may not be multiple documents. Include documentation for each year of the cycle.

CHAPTER 14

CLASSIFICATIONS AND ASSIGNMENTS

All agencies must properly maintain and staff positions within the agency. It is crucial that each job classification have set standards for the delineation of duties and responsibilities.

14.1 CLASSIFICATION (May be NA by function.)

The agency has a written directive that defines the agency employee classification system.

ANALYSIS: This directive is normally part of an overall employee classification system for the governing jurisdiction.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of the classification system that may be a city document, a pay plan, etc…

14.2 TRANSFERS

The agency has a written directive that establishes the proper procedure for requesting voluntary intradepartmental transfers, and establishes the criteria for handling involuntary transfers.

ANALYSIS: This directive should indicate how individual requests for transfers will be reviewed; however, the final decision should be based upon the agency's needs.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of voluntary or involuntary transfers within the agency for each year of the cycle

CHAPTER 15

COMPENSATION, BENEFITS AND CONDITIONS OF WORK

A fundamental expectation of law enforcement personnel is that they be compensated for work performed. If law enforcement agencies are to compete successfully in the labor market and retain competent personnel, adequate compensation and benefits should be established and maintained.

COMPENSATION

The agency has a written directive that establishes the Department's salary structure for both commission and civilian personnel. This directive shall include descriptions and definitions of:

Entry level salary;

Salary differential within ranks;

Salary differential between ranks;

Special skills salary levels;

Compensatory time;

Overtime policy;

Residency requirements;

Incentive programs; (extra pay, etc…)

College or training enhancements.

ANALYSIS: The salary structure should take into consideration the Department's employment standards, needs and competing agencies. Superior performance should be recognized. Sufficient salary differential between ranks should be implemented in order to provide incentive for promotion. Overtime and compensatory time should include conditions under which the policy would be applied, rate of accrual and procedures for application.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard

BULLET C:	As defined in the standard

BULLET D:	As defined in the standard

BULLET E:	As defined in the standard

BULLET F:	As defined in the standard

BULLET G:	As defined in the standard

BULLET H:	As defined in the standard

BULLET I:	As defined in the standard

Copies of the city pay plan will often times cover all the above bullets. Highlight the appropriate section and insert that page into each bullet. Use other documentation for any section not covered by the pay plan. If a particular bullet is not offered state the same in a memo to the bullet file.

15.2	BENEFITS

The agency has a written directive defining the department's entire fringe benefit (including insurance) programs.

ANALYSIS: Each of the benefits and insurance programs provided to employees should be described in terms of what is provided under what conditions, and the extent of each benefit. Policies concerning the availability of the department's insurance program should be distributed regularly to ensure that the coverage provisions are suitable for the department's needs.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of various documentation demonstrating compliance, HR brochures, handouts, benefit information packets, receipts, approval forms, etc….

15.3	LEAVE

A written directive that describes the agency's total leave package to include:

Administrative leave;

Holiday leave;

Sick leave;

Vacation leave;

Military leave;

Emergency leave;

Funeral leave; and

Voting leave.

ANALYSIS: This directive should establish clear-cut guidelines regarding the specific use of a particular type of leave. Procedures for application and approval should be included.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard

BULLET C:	As defined in the standard

BULLET D:	As defined in the standard

BULLET E:	As defined in the standard

BULLET F:	As defined in the standard

BULLET G:	As defined in the standard

BULLET H:	As defined in the standard

Include copies of completed leave request demonstrating compliance with each bullet for each year of the cycle. This may be an agency directive or a City/State policy

15.4	UNIFORMS/EQUIPMENT

The agency has a written directive that governs all uniforms and personal equipment of department personnel, to include:

Specifications of uniforms, plain clothes as applicable, and proper civilian attire;

Description of what uniforms and equipment are provided by the agency and what is required of the employee to provide; and

The availability, wearing, and mandatory use of body armor including the mandatory use of tactical vests for high-risk entries and tactical operations.

ANALYSIS: Specific individuals in a law enforcement agency are required to wear a uniform while others may wear civilian attire. Equipment needed by certain employees in performance of their duties should be specified. This directive should explain the clothing and equipment issues or allowances.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard (Photo of each would work)

BULLET B:	As defined in the standard to include purchase orders

BULLET C:	As defined in the standard (Photo and police reports)

15.5	MEDICAL EXAMINATIONS

The agency has a written directive that explains physical examinations required by the department. This directive shall define who is financially responsible for any required physical examinations.

ANALYSIS: A physical examination may be provided by a physician made available by the law enforcement agency. A medical base line should be obtained before an agency allows an officer to utilized restricted air gas masks and shall ensure quantitative tests and medical examinations before allowing the use of self contained breathing mechanisms.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Physical Examinations paid for by the agency

PHYSICAL FITNESS “VOLUNTARY PROGRAM” (May be NA by Function.)

A written directive that specifies the physical fitness standards established for members of the law enforcement agency.

ANALYSIS: A satisfactory level of physical fitness should be maintained so that work can be performed efficiently and without personnel shortages caused by excessive sick leave. The functions of a law enforcement agency require a level of physical conditioning not demanded in other occupations. Standards for fitness should be established based upon job-related factors.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of any incentives awarded for participation for each year of the cycle

15.7	SECONDARY EMPLOYMENT

A written directive establishes guidelines over other outside employment held by department personnel during off-duty hours.

ANALYSIS: Many types of off-duty jobs should cause no concern; however, there are jobs, which may involve an employee exercising authority under one's status as a law enforcement officer. These should be examined closely. Also those positions which may damage the department's image or efficiency should be scrutinized. Management's authority to approve and disapprove outside employment should be clearly stated. The agency would be well served to further distinguish between extra-duty and off-duty work allowed.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of approved and disapproved extra-duty requests for each year of the cycle

15.8	INCENTIVE PROGRAMS (May be NA by function.)

The agency has a written directive that explains the incentives available to department personnel to improve the employee's level of performance.

ANALYSIS: It should be recognized that some personnel choose to work at a higher level of performance. Personnel should be encouraged to seek professional improvement. Incentives recognize and reward those who strive for this improvement.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of awards, incentives, programs, annual recognition, etc…

CHAPTER 16

CONDUCT

As representatives of local governments, the conduct of law enforcement officers is closely observed. As such, the actions, statements, and appearances are criticized more severely than are those of other occupations. In this chapter guidelines are established and criteria established for proper conduct.

16.1	CODE OF CONDUCT “ON DUTY”

The agency has a written directive specifying that department personnel are expected to perform their duties in a competent and efficient manner and sets perimeters for proper conduct on duty, including but not limited to:

Lack of job knowledge

Unwillingness to perform assigned and required tasks

Failure to conform to work standards

Failure to take appropriate actions

Substandard performance evaluations

Various types of behavior not acceptable by the agency.

ANALYSIS: Each individual agency should determine what is or is not appropriate or desired conduct. In informing agency personnel of prohibited conduct, it is important that the directive be specific. Incompetence may be demonstrated in a number of ways.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive or “Code of Conduct” appropriately identified and highlighted

Copies of any documentation that demonstrates compliance with the standard for each year of the cycle (i.e.…awards, discipline, counseling, IA investigations, memos, etc…) Note: Each bullet needs to be identified in the file.

16.2	CODE OF CONDUCT “OFF DUTY”

A written directive that establishes departmental perimeters for proper conduct off duty, some of the special considerations that the agency must deal with include:

Call back option

Off-duty weapons

Off-duty personal disputes

Off-duty arrests

Various types of behavior not acceptable by the agency

ANALYSIS: This standard deals with behavior in the performance of law enforcement duties and conduct while off duty. Special attention should be displayed when writing these expectations. It should be clear to all personnel that failure to conform to all agency directives may result in disciplinary action. Because the community holds members of a law enforcement agency to high standards of conduct, this directive addresses the department's view of acceptable off-duty conduct. Each individual agency should determine what is or is not appropriate or desired conduct. In informing agency personnel of prohibited conduct, it is important that the directive be specific.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive or “Code of Conduct” appropriately identified and highlighted

Copies of any documentation that demonstrates compliance with the standard for each year of the cycle (i.e.…awards, discipline, IA Investigations, counseling, memos, etc…) Note: Each bullet needs to be identified in the file.

16.3	PERSONAL APPEARANCE

The agency has a written directive that sets guidelines for departmental personnel in regards to grooming and personal appearance.

ANALYSIS: The purpose of this directive is to instill confidence in community members through the development of a neat, well-groomed, professional appearance among personnel.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Photo’s could be used to demonstrate compliance

16.4	DISCIPLINARY SYSTEM

The agency has a written directive establishing a disciplinary system, to include:

Procedures and criteria for rewarding employees including letters of commendation, compensation, awards for merit or valor

Procedures and criteria for using training as a function of discipline

Procedures and criteria for using counseling as a function of discipline

Procedures and criteria for taking punitive actions in the interest of discipline which may include oral reprimands, written reprimands; reduction of leave, suspension, demotion, and dismissal

Role of supervisors in the disciplinary process

Authority commensurate with each level of supervision and command

ANALYSIS: Effective discipline is a positive process when utilized to train or develop by instruction. Among the programs that may have an impact on discipline in a law enforcement agency are such initiatives as selection, training, direction, supervision and accountability.

The components of the disciplinary system shall identify the measures to be applied to officer conduct in the interest of discipline. The system shall be based on fairness to the employee and the agency and should stimulate employee morale and motivation. Agencies that present awards for meritorious and/or heroic acts should ensure that criteria are established as prerequisites for these awards.

The written directive shall encourage training as a means of improving employee productivity and effectiveness through positive and constructive methods. The role of supervisors, especially first-line supervisors, is crucial in the disciplinary process. The directive shall identify the conditions under which a supervisor or commander may act without approval from higher authorities.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard

BULLET C:	As defined in the standard

BULLET D:	As defined in the standard

BULLET E:	As defined in the standard

BULLET F:	As defined in the standard

Include documentation (awards, commendations, counseling forms, IA’s, memo’s, training assignments, re-assignments, etc…) to demonstrate compliance with each bullet for each year of the cycle

16.5	DISMISSALS

When disciplinary action results in dismissal of a non-probationary employee, the agency shall have a written directive that requires, at a minimum, the following information be provided to the affected person:

A statement citing the reason for dismissal, unless not required by law

The effective date of dismissal

A statement of the status of fringe and retirement benefits after dismissal

A statement as to the content of the officer's employment record relating to the dismissal.

A notice of all dismissals and resignations shall be made to the POST commission as required by Missouri statute under 590 RSMo.

ANALYSIS: This standard, under normal circumstances, does not apply to entry-level probationary employees. The conclusion of the disciplinary process shall be structured, and shall provide information to all participants in the process.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard

BULLET C:	As defined in the standard

BULLET D:	As defined in the standard

BULLET E:	As defined in the standard (copy of POST notification)

Include documentation to demonstrate compliance with each bullet for each year of the cycle. Some agencies include all this information on a single document presented to an employee at the time of dismissal.

16.6	MAINTENANCE OF RECORDS

The agency has a written directive that specifies procedures for maintenance of records of disciplinary actions.

ANALYSIS: The directive shall require written records of disciplinary actions taken and include the location of where the records should be filed, how long they should be maintained, and under what circumstances they should be purged. Rules for retention of records are governed by the Secretary of State.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Photo of file location

Copy of Destruction notice if destroyed

Copy of Missouri Records Retention Rules justifying disposition of records

16.7	APPEAL PROCEDURES

The agency has a written directive that specifies appeal procedures in disciplinary actions.

ANALYSIS: This directive shall include initiation procedures, time frames, method of recording, and scope of the appeal process.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of any appeal demonstrating compliance with agency directive for each year of the cycle

16.8	DISPOSITION

The agency has a written directive that governs the "conclusion of fact" for each allegation of misconduct and covers the following:

Unfounded - Allegation is false or not factual

Not involved - Member was not present at the time the alleged misconduct occurred

Exonerated - Allegation/Incident complained of occurred, but action(s) of employee were lawful and proper

Not sustained - Insufficient evidence to prove or disprove the allegation

Sustained - The allegation is supported by sufficient evidence

ANALYSIS: The disposition of disciplinary process shall be provided to all participants in the process. The agency needs to be aware of changes in policies, procedures, rules and regulations that may prevent further allegations of misconduct, as well as the need to modify or expand training.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard (Unfounded)

BULLET B:	As defined in the standard (Not Involved)

BULLET C:	As defined in the standard (Exonerated)

BULLET D:	As defined in the standard (Not Sustained)

BULLET E:	As defined in the standard (Sustained)

Copies of investigations or other documentation that demonstrates compliance with each bullet as it pertains to each element. Include a few samples for each year of the cycle.

16.9	GRIEVANCE PROCEDURE

A written directive that establishes a grievance procedure, to include:

Identifying matters that grievances can be made upon

Establishing time limitations for filing or presenting the grievance

Establishing procedural steps and time limitations at each step in the grievance procedure

Establishing criteria for employee representation

ANALYSIS: An important element of a sound personnel system is the existence of a formal method that allows employees to resolve their grievances with management fairly and expeditiously. Formal grievance procedures usually evolve from informal attempts to resolve differences between employee and employer. The establishment of a grievance procedure should be a management priority. Since a formal grievance procedure is designed to resolve differences between the employee and employer, it follows logically that such procedures be written in clear, concise terms.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard (documentation of matter)

BULLET B:	As defined in the standard (documentation of time)

BULLETC: As defined in the standard (documentation of procedure and time limitations)

BULLET D: As defined in the standard (documentation of employee representation)

Copies of Grievances that demonstrate compliance with each bullet for each year of the cycle

16.10 CONTENTS OF GRIEVANCE

The agency has a written directive requiring the following information be included in a grievance:

A written statement of the grievance and facts upon which it is based

A written allegation of the specific wrongful act and harm done

A written statement of the remedy or adjustment sought

ANALYSIS: The three principal elements of a grievance may be included in one written statement. A form may be designed for this purpose to include spaces for noting significant times, dates and actions taken relative to the grievance.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard (documentation of the facts)

BULLET B: As defined in the standard (documentation of the wrongful act)

BULLET C: As defined in the standard (documentation of the remedy)

Copies of Grievances that demonstrate compliance with each bullet for each year of the cycle

16.11	GRIEVANCE CONTROLS

The agency has a written directive that establishes procedures to be followed in responding to grievances to include at a minimum:

Acknowledging receipt by noting time, date and person receiving the grievance

Analyzing the facts on allegations

Affirming or denying, in writing, the allegations in the grievance

Identifying the remedy or adjustments, if any, to be made

ANALYSIS: The grievance procedure shall be a formal effort, and documentation should provide valuable information, through review and analysis, for correcting deficiencies within the agency.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard (documentation of time received)

BULLET B:	As defined in the standard (documentation of analysis)

BULLET C: As defined in the standard (documentation of written affirmation)

BULLET D:	As defined in the standard (documentation of remedy)

Copies of Grievances that demonstrate compliance with each bullet for each year of the cycle

16.12	GRIEVANCE BOARD

If the agency has a grievance board, the agency shall have a written directive that specifies the Board's composition, functions, authority and criteria for the appointment of its members.

ANALYSIS: The written directive should specify the board's composition and the method of selecting board members. The functions of the board should also be specified. Such boards can screen and/or hear grievances, consolidate and coordinate grievances, and prepare recommendations to the appropriate component, position or person.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Include documentation that identifies the Board's members.

CHAPTER 17

RECRUITMENT AND SELECTION

A task as important as the recruitment and selection of law enforcement personnel should be approached in a positive manner. Agencies, through the authority of their respective governmental jurisdictions and administrations, shall seek to identify and employ the best candidates available, not merely eliminate the least qualified. The benefits of positive recruitment and selection policies should be manifested in a lower rate of personnel turnover, fewer disciplinary problems, higher morale, better community relations, and more efficient and effective services.

17.1	RECRUITMENT

The agency has a written directive that establishes a recruitment program to attract applicants for actual or forecasted agency vacancies.

ANALYSIS: When there are actual or forecasted vacancies, the agency should initiate and maintain an active recruitment campaign in order to compete with other employers for qualified applicants.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Recruitment plan and execution of same for each year of the cycle

17.2	SELECTION PROCESS FOR APPLICANTS

The agency has a written directive that vests the authority and responsibility for administering the agency's role in the selection process in an identifiable position and defines the process.

ANALYSIS: The position identified as the administrator of the selection process shall have the authority to manage the operation. If the responsibility for selection is shared, the law enforcement agency should perform appropriate liaison activities to carry out the selection process; however, even when authority for selection is shared, the law enforcement agency should maintain the primary responsibility for such selection components as background investigations, oral interviews and probationary period assessment.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of TO or Orders of Assignment for personnel tasked with the selection process and copies of completed tasks associated with administering the process.

CHAPTER 18

SAFETY AND SECURITY

Appropriate levels of safety and security shall prevail in the workplace. Security measures utilized shall include those designed to maintain the physical security of facilities so as to protect employees as well as the public.

18.1	CONTAGIOUS DISEASES

The agency has a written directive that establishes individual and agency responsibilities to protect against contagious diseases.

ANALYSIS: The required duties and responsibilities of department members subject them to health risks through exposure to potentially communicable diseases of varying degrees of severity.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Training Rosters and Lesson Plans or POST certificates

Copies of issued protective equipment inventory

Other documentation demonstrating compliance with the standard

18.2 HEALTH PROTECTION

A written directive that defines ways members can reduce the health risk level by being well informed on communicable diseases, AIDS, and other infections and by practicing medically approved precautions, and properly utilizing available disease barrier equipment.

ANALYSIS: A directive shall require training in ways to provide personal protection for members by avoiding disease contact. This directive shall also provide for training and identify proper disease barrier equipment readily accessible to those officers in the field.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Training Rosters and Lesson Plans or POST certificates

Copies of issued protective equipment inventory

Other documentation demonstrating compliance with the standard

18.3 STANDARDS PERSONAL PROTECTION EQUIPMENT

The agency will establish procedures and written directives for use of personal protection and that all Personal Protective Equipment (PPE) within the agency meets OSHA requirements.

ANALYSIS: The department shall develop a PPE program to ensure safety of its personnel and continued protection of its employees utilizing respirators.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Training Rosters and Lesson Plans or POST certificates

Copies of issued protective equipment inventory

Other documentation demonstrating compliance with the standard

CHAPTER 19

VEHICLE OPERATIONS

In modern law enforcement, one of the most important tools is the law enforcement vehicle. Officers are required to cover large areas while being able to respond quickly with the necessary equipment. The vehicles used may include motorcycles, cars or special purpose vehicles. The standards identified below are provided to help ensure that the agency provides the necessary practices and procedures to guarantee service and training within acceptable legal and other guidelines.

SAFETY RESTRAINING DEVICES

The agency has a written directive that requires the use of occupant safety restraining devices in agency vehicles.

ANALYSIS: The use of seatbelts can have a significant effect in reducing the number of deaths and the severity of injuries resulting from traffic crashes and in assisting officers in maintaining high-speed operations. The directive shall require use of occupant safety restraining devices by the driver and all passengers; however, there may be special circumstances in which use of seatbelts and/or restraining devices may hamper efficient conduct of law enforcement functions. The directive shall authorize supervisors to grant exceptions to this policy for specific situations for which they deem efficiency of operations outweighs the safety benefit.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Photo of Officer in vehicle wearing seat belt – on-site observation

19.2	RESPONSE TO EMERGENCY AND ROUTINE SITUATIONS

The agency shall have a written and complete vehicle policy to ensure guidelines and directions to its personnel regarding the proper use and operation of law enforcement vehicles in routine, emergency, and pursuit situations.

ANALYSIS: The agency shall provide proper guidance in the use of law enforcement vehicles. This guidance shall cover the spectrum from preventive patrol procedures to response to calls of varying severity to pursuit driving policies. The written directive shall ensure a uniform and consistent standard in all situations. It is also essential that policies and procedures comply with State law and other decisions and regulations.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of various police reports or other documentation that demonstrate compliance with each aspect of the standard (routine, emergency, and pursuit situations) for each year of the cycle

19.3	EMERGENCY VEHICLE OPERATIONS TRAINING

The agency has a written directive that requires agency personnel who operate law enforcement vehicles in the performance of patrol or enforcement activities do so only after successfully completing emergency vehicle operation training and then annually thereafter. (See analysis)

ANALYSIS: Since the law enforcement vehicle is a primary tool of the law enforcement officer, training must be provided prior to the use of this tool. This training shall be part of the recruit's initial instruction and continued throughout the member's career. Not all departments are able to send all officers to formalized training in this area; therefore, at a minimum, classroom training should be provided along with structured field training.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Training Rosters and Lesson Plans or POST certificates for each year of the cycle

19.4	SPECIAL PURPOSE VEHICLES

The operation and utilization by any agency of special purpose vehicle shall be governed by appropriate written directives which establish control, accountability, and prescribe proper use of each or any.

ANALYSIS: The purpose of this standard is to establish procedures for the most effective and efficient use of specialized law enforcement equipment. This standard shall include provisions for procedures regarding the circumstances for use, operation, and storage of such pieces of equipment but would not necessarily include marked vehicles.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

copies of documentation demonstrating compliance with the standard as it pertains to control, accountability, and prescribe proper use

19.5	PURSUIT DRIVING (Time Sensitive)

The agency has a written directive that governs pursuit of motor vehicles to include specific policies and procedures for the following:

Evaluation of circumstances. (Felonies and situations of eminent danger not for routine traffic or equipment violations.)

Responsibilities of initiating officer.

Responsibilities of secondary units.

Responsibilities of communications personnel.

Responsibilities of supervisory personnel.

Forced stopping.

Termination of pursuit.

Inter- and intra-jurisdictional pursuit.

Specific policy relating to roles and responsibilities of unmarked patrol vehicles in pursuits.

Procedure of reporting and annual administrative review of pursuits.

ANALYSIS: The agency must balance the necessity for the pursuit and the apprehension of the suspect against the possibility of injury or death to those involved as well as innocent bystanders. The threat of property damage must also be considered. Public safety and officer safety should be stressed. The directive should address road blocks and other stopping techniques.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard (documentation of evaluation)

BULLET B:	As defined in the standard (documentation of initiation responsibility)

BULLET C:	As defined in the standard (documentation of secondary unit)

BULLET D:	As defined in the standard (documentation of dispatch)

BULLET E:	As defined in the standard (documentation of supervision)

BULLET F:	As defined in the standard (documentation of forced stopping)

BULLET G:	As defined in the standard (documentation of termination)

BULLET H:	As defined in the standard (documentation of jurisdiction)

BULLET I:	As defined in the standard (documentation of unmarked vehicles)

BULLET J:	As defined in the standard (documentation of annual administrative review for each year)

Copies of police reports that identify each bullet for each year of the cycle.

CHAPTER 20

TRAFFIC ADMINISTRATION

Standards in this chapter govern the administrative and support processes that enable the agency to execute its responsibilities for traffic law enforcement. Traffic support activities include data collection and analysis, formulation of policy and procedures, development of effective enforcement techniques, program planning, personnel allocation and utilization, and program evaluation.

20.1	TRAFFIC FUNCTION

The agency has a written directive that defines the assignment of the responsibility for its traffic function.

ANALYSIS: A clear definition of purpose and function enables officers to know what actions are in concert with agency policy, thus facilitating consistent delivery of services to the community. Depending upon the organization of the traffic component and the degree of specialization within it, responsibilities for particular functions may be assigned to the patrol division or to another specialized unit.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO or other means of demonstrating assignment

20.2	TRAFFIC RECORD SYSTEM, CONTENTS & REVIEW (Time Sensitive)

The agency shall have a traffic record system containing traffic accident data and traffic enforcement data. The agency shall also have a directive that governs the agency's traffic records system, which includes a traffic report review process that at a minimum includes:

Processing, maintenance, and distribution of records.

Retention requirements.

Release of records.

Report and reporting system review plans

ANALYSIS: The traffic records system should be capable of rapidly providing accurate information to field personnel who are performing primary traffic functions. This system should also be capable of providing compilations of data upon which management decisions may be based. Some of the required data may also be collected and compiled by other state and local agencies. It is not the intent of this standard to require dual record keeping so long as the data are readily available to the agency. The records file should contain the locations of all traffic accidents and citations to provide a ready reference for accident and enforcement data related to specific intersections or segments of roadways.

Traffic records shall be included in the agency's centralized records system. The directive should ensure prompt transmittal of required copies to affected components and to appropriate state and local agencies as required by statute or agency policy based on need for that information. The agency may establish a reasonable fee for providing copies of accident report forms and/or accident photographs. The guide for developing the fees for agency reports is defined by Missouri Open Records Law.

The review directive for the system shall at a minimum require supervisors to conduct an initial review of traffic reports before submittal to Records to ensure that the reports are submitted in a timely manner and that they contain complete and accurate information. There shall at a minimum be a continuing formal review process to ensure that the capabilities of the agency's records system are both understood and used. This review will also identify problems and essential modifications.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard to include documentation of processing, maintenance, and distribution of records

BULLET B:	As defined in the standard to include documentation of retention requirements

BULLET C:	As defined in the standard to include documentation of the release of records

BULLET D:	As defined in the standard to include documentation of report and reporting system review

Copies of records demonstrating the collection of traffic accident data

Copies of records demonstrating the collection of traffic accident enforcement data

File documentation needs to be inclusive of all years of the cycle

CHAPTER 21

TRAFFIC LAW ENFORCEMENT

Standards in this chapter govern the agency's traffic law enforcement activities performed by the patrol component and the specialized traffic component, if the agency maintains a unit committed solely to this function. These activities are specifically directed toward controlling violations through preventive patrol and active traffic enforcement. The standards also govern relationships with motorists, pedestrians, courts, and prosecutors. The standards in Chapter 22 (Patrol) are directly related to traffic law enforcement since many traffic functions are normally performed by the patrol component.

21.1	TRAFFIC LAW ENFORCEMENT & INVESTIGATION

The agency has a written directive that establishes uniform procedures for taking enforcement action incidental to traffic law violations, including physical arrest, notices of infraction, and warning.

ANALYSIS: The directive shall establish guidelines that ensure enforcement actions are commensurate with applicable laws and address the degree and severity of the violation committed. The directive shall also emphasize traffic enforcement quality is at least as important as quantity.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation that demonstrates enforcement action incidental to traffic law violations including:

physical arrest

notices of infraction

warning

21.2	SPECIAL GROUP VIOLATORS

The agency has a written directive that establishes procedures for handling traffic law violations committed by:

Non-residents of the agency's service area

Juveniles

Legislators

Foreign diplomats and consulate officers

Military personnel

ANALYSIS: The written directive shall address all special processing requirements or procedures that apply to traffic law violations committed by the classes of persons enumerated above and any others that require special processing by virtue of state, federal or local mandates.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A: As defined in the standard: include documentation (Non-residents)

BULLET B: As defined in the standard: include documentation (Juveniles)

BULLET C: As defined in the standard: include documentation (Legislators)

BULLET D: As defined in the standard: include documentation (Foreign diplomats)

BULLET E: As defined in the standard: include documentation (Military Personnel)

Each bullet needs documentation demonstrating compliance for each year of the cycle.

21.3	INFORMATION PROVIDED TO VIOLATOR

The agency has a directive that requires notification to a motorist of specific information relative to the citation, at the time of issuance, which includes the following:

Court appearance date, time and location

Whether court appearance by the motorist is mandatory

Whether the motorist may be allowed to enter a plea/and or pay the fine by mail or otherwise

Other information the agency indicates must be provided to the motorist prior to release

ANALYSIS: It is essential that officers fully explain the rights and requirements imposed on motorists upon arrest or issuance of a citation for a traffic violation. A brief publication explaining the motorists rights and responsibilities and a fine schedule issued with the citation may augment the information provided verbally by the officer. It may also help to dispel some of the confusion, and therefore some of the bad feeling on the part of the motoring public what can be essentially a negative situation.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation (Court appearance date, time and location)

BULLET B:	As defined in the standard: include documentation (is court appearance mandatory)

BULLET C:	As defined in the standard: include documentation (is motorist be allowed to enter a plea/and or pay the fine by mail or otherwise)

BULLET D:	As defined in the standard: include documentation (Other information provided to the motorist)

Each bullet needs documentation demonstrating compliance for each year of the cycle. This is usually found on the citation and a few for each year will suffice.

21.4	UNIFORM ENFORCEMENT

The agency has a written directive that establishes uniform enforcement policies and procedures regarding:

Driving under the influence of alcohol/drugs

Speed violations

Other hazardous violations

Equipment violations

Public carrier/commercial vehicle violations

Non-hazardous violations

Multiple violations

Newly enacted laws and/or regulations

Bond requirements and amounts

Violations resulting in traffic accidents

Prohibition of bias based vehicle stops (Missouri State Law)

ANALYSIS: The public has a right to consistent and fair treatment. This goal should be reflected in directives that require consistent treatment and bond for similar circumstances. The intent of this directive is to provide guidelines for uniform traffic law enforcement actions for routine situations. Uniform enforcement supports the ultimate aim of traffic law enforcement, that is, to achieve voluntary compliance with traffic laws and regulations. The policy cannot and should not supplant officer judgment, for it is impossible to foresee every conceivable situation involving traffic violations. In unusual circumstances, the officer must decide what enforcement action is proper based on a combination of training, experience, and common sense.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation (Driving under the influence of alcohol/drugs)

BULLET B:	As defined in the standard: include documentation (Speed Violations)

BULLET C:	As defined in the standard: include documentation (Other Hazardous Violations)

BULLET D:	As defined in the standard: include documentation (Equipment Violations)

BULLET E:	As defined in the standard: include documentation (Public Carrier/Commercial Vehicle Violations)

BULLET F: As defined in the standard: include documentation (Non-

Hazardous Violations)

BULLET G:	As defined in the standard: include documentation (Multiple Violations)

BULLET H:	As defined in the standard: include documentation (Newly Enacted Laws and Regulations)

BULLET I:	As defined in the standard: include documentation (Bond Requirements and Amounts)

BULLET J:	As defined in the standard: include documentation (Violations Resulting In Traffic Accidents)

BULLET K:	As defined in the standard: include documentation (Prohibition of Bias Based Vehicle Stops-Missouri State Law)

Each bullet needs documentation demonstrating compliance for each year of the cycle. Many of these elements are found on a citation others in police reports or other agency forms. A few for each bullet will suffice as proofs.

21.5	REPORTS, REPORTING, AND INVESTIGATING ACCIDENTS

The agency has a written directive that defines preparation and processing of traffic citations, arrest reports, mandatory racial profiling reports and other supplemental reports. This written directive shall incorporate established procedures, and assigns responsibility and accountability for reporting and investigating traffic accidents generally and specifically involving:

Death or injury

Property damage

Hit and run/leaving the scene

Impairment due to alcohol or drugs

Hazardous materials

Accident scene procedures for handling injuries, fire hazards, and hazardous materials

ANALYSIS: Traffic citations and arrest reports form the basis for prosecution and ultimate adjudication of traffic offenses; thus, it is essential that specific guidelines on preparation, processing, and distribution be provided to field personnel. Guidelines should also cover the same criteria for supplemental reports. This directive shall clearly define the mandatory racial profiling reporting process of the agency.

Methods should be formulated to guarantee that the agency has the ability to investigate and report accidents skillfully and promptly. The directive should differentiate between when only a report is required and when a detailed investigation is needed. The criteria for determining this should be included in the policy as well as in the recruit and in-service training received.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet. The standard statement itself contains multiple bullets that need to be addressed in addition to the following bullets.

BULLET A:	As defined in the standard: include documentation (Death or injury)

BULLET B:	As defined in the standard: include documentation (Property damage)

BULLET C:	As defined in the standard: include documentation (Hit and run/leaving the scene)

BULLET D:	As defined in the standard: include documentation (Impairment due to alcohol or drugs)

BULLET E:	As defined in the standard: include documentation (Hazardous materials)

BULLET F:	As defined in the standard: include documentation (Accident scene procedures for handling injuries, fire hazards, and hazardous materials)

Each bullet needs documentation demonstrating compliance for each year of the cycle. Many of these elements are found on a citation others in police reports or other agency forms. A few for each bullet will suffice as proofs

21.6 CONTACTS WITH VIOLATORS

A written directive that establishes procedures for officers in stopping, approaching, and contacting alleged traffic law violators.

ANALYSIS: A directive outlining procedures for contacting is important for several reasons. The purpose of a traffic stop is to favorably influence the violator's future driving habits. Because of the nature of these stops, these activities are often tense and dangerous. The officer's personal safety and the safety of others must also be addressed. Because contacts of this nature are some of the most frequent for law enforcement officers and the public, the officer must remember that officer/citizen relations are also important. The policy should reflect that officer safety, public relations, and the improvement of poor driving habits are all concerns that can be addressed.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of police reports demonstrating compliance with the standard for each year of the cycle.

21.7	SPEED MEASURING DEVICES

A written directive that governs the use of speed measuring devices in traffic law enforcement, including:

Operational procedures

Equipment specifications, care, upkeep, maintenance, and calibration

Operator training and certification

ANALYSIS: Operators should be fully trained and required to demonstrate their competence with the equipment they have been trained to operate, under varying conditions in supervised field performance tests.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard

BULLET B:	As defined in the standard: include documentation (Equipment specifications, care, upkeep, maintenance, and calibration – for each year of the cycle)

BULLET C:	As defined in the standard: include documentation (training and certification records– for each year of the cycle)

21.8	TRAFFIC CITATION ACCOUNTABILITY

The agency has a written directive that establishes procedures governing accountability for traffic citations. This directive at a minimum shall address:

Logging of court dispositions

Lost or stolen citations

Voided citations

Amended/dismissed citations

Accountability procedures

ANALYSIS: The directive should ensure that traffic citations are accounted for from the point of issuance to individual officers through final adjudication by the court or administrative authority.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation (Logging of court dispositions)

BULLET B:	As defined in the standard: include documentation (Lost or stolen citations)

BULLET C:	As defined in the standard: include documentation (Voided citations)

BULLET D:	As defined in the standard: include documentation (Amended/dismissed citations)

BULLET E:	As defined in the standard: include documentation (Accountability procedures)

Each bullet needs documentation demonstrating compliance for each year of the cycle.

21.9	SOBRIETY CHECKPOINT OPERATIONS

The agency has a written directive that establishes procedures governing the use of sobriety checkpoints and the operation of those checkpoints, if used.

ANALYSIS: The directive shall ensure that the operation of sobriety checkpoints is done in compliance with the appropriate state statutes and court decisions. The manner, in which the checkpoint is set-up as well as the selection of vehicles to be checked, should be defined in the directive.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports demonstrating compliance with standards and agency policy regarding sobriety check points for each year of the cycle

21.10	TRAFFIC DIRECTION AND CONTROL FUNCTION

The agency has a written directive that governs the agency's traffic direction and control functions.

ANALYSIS: Without proper traffic direction and control efforts on the part of law enforcement agencies, chaos could very well ensue on our streets and highways. The agency has the responsibility, within its service area, of providing these services. The agency shall use an up-to-date issue of the Manual on Uniform Traffic Control Devices for Street Highways, which is published by the Federal Highway Administration. This text is available from the U.S. Government Printing Office.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of training records and lesson plans demonstrating use of the Manual on Uniform Traffic Control Devices for Street Highways or POST certificate indicating the same.

21.11	HIGH VISIBILITY CLOTHING

A written directive that requires personnel to wear high visibility clothing when involved with traffic direction and control.

ANALYSIS: By using this safety equipment officers can greatly improve their personal security while involved in performing such potentially hazardous tasks as directing traffic at accident or disaster scenes.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Photo of officer utilizing appropriate equipment when involved with traffic direction and control

21.12	ESCORT SERVICES

The agency has a written directive that governs law enforcement escort services.

ANALYSIS: The directive shall clearly state under what conditions, if any, this service is provided. It should differentiate between the procedures to be used for escorting in emergency situations and the more mundane escort that may be provided as a matter of routine. The directive shall also address escorts provided for unusual or hazardous loads as well as for oversize loads. The practice of escorting civilian vehicles in medical emergencies is inherently hazardous and should be avoided. If at all possible, any injured or ill person should be transported by ambulance. If the agency chooses to provide this service, strict guidelines should control the actions of the officers.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports demonstrating compliance with standards and agency policy for each year of the cycle if allowed.

21.13	ROADBLOCKS

The agency has a written directive that describes those circumstances warranting the use of roadblocks and specifies procedures for their implementation.

ANALYSIS: Because of the high risk potential that exists with the implementation of roadblocks, it is essential that the agency use and develop procedures that can be applied in those situations that call for them. Field officers should be trained in those procedures. The directive shall designate the individuals who have the power to invoke the use of roadblocks and to cancel them. The types of roadblocks to be used by the agency should be listed in the directive. Roadblocks in pursuit situations should be dealt with in a manner that recognizes them to be a Use of Force issue.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports demonstrating compliance with standards and agency policy for each year of the cycle

21.14	EMERGENCY ASSISTANCE

The agency has a written directive that governs the provision of both emergency assistance and protection to highway users. The directive shall include at a minimum:

a. Hazardous Highway Conditions: A written directive specifies procedures for taking action to correct hazardous highway conditions.

b. Hazardous Materials: A written directive specifies procedures for the response to hazardous materials incidents. All field officers should be required to have training as specified by federal and state mandates for first responders. The training should emphasize identification of the hazardous material, evacuation of those persons in danger of contamination, isolation of the scene, and the establishment of a perimeter. That perimeter should be maintained until individuals arrive with the technical skill and proper equipment to deal with the hazard.

c. Abandoned Vehicles: A written directive that specifies procedures for the handling of abandoned vehicles.

d. Towing: A written directive governs the removal and towing of vehicles and requires that a record be maintained of all vehicles removed or towed at the direction of agency personnel except as necessary as a result of motor vehicle traffic accidents. The directive should specify the methods prescribed for this task. It should also list the circumstances where removal is necessitated: (1) illegally stopped, parked, or standing vehicles; (2) stolen or abandoned vehicles; and (3) those vehicles in the agency's custody. All vehicles towed at the direction of the law enforcement agency, should be inventoried before removal. Written procedures should be in place to ensure the timely notification of owners of towed vehicles as well as the release or other disposition of the vehicles.

ANALYSIS: This directive involves the elements of those services that are provided to needy motorists who utilize the highways within the agency's jurisdiction. The activities performed by the agency's personnel range from providing emergency first aid to obtaining ambulances, tow trucks, fire suppression equipment and personnel, and any other service that may be required for the preservation of life and property.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation (Hazardous Highway Conditions)

BULLET B: As defined in the standard: include documentation of Training and Response

BULLET C:	As defined in the standard: include documentation (Abandoned Vehicles)

BULLET D:	As defined in the standard: include documentation (Towing)

Copies of reports demonstrating compliance with standards and agency policy for each year of the cycle

CHAPTER 22

PATROL

Patrol is considered to be a primary policing function. This function is quite general and covers a wide array of services, responsibilities, duties and activities. The standards below cover the operational aspects of the patrol function. The purpose of these standards is to enhance patrol operations and to standardize practices and procedures so that the agency can more effectively fulfill its mission.

22.1	COMMUNICATION, COORDINATION, AND COOPERATION

The agency has a written directive that establishes procedures for communication, coordination, and cooperation between patrol shifts and between patrol and other components of the agency.

ANALYSIS: It is essential that a well run agency have the ability to pull together its various components in order to achieve its objectives and the level of law enforcement expertise that is demanded by the service area it is responsible for. The components of the agency do not operate in a vacuum. The patrol unit must coordinate its activities with the investigative unit and any other agency unit with which it has to deal. Coordination and cooperation are achieved through effective communication. Information is passed on through the use of roll call at staff meetings, through the exchange of daily bulletins, memoranda, et cetera.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating compliance. (Information is passed on through the use of roll call and roll call sheets, hot sheets, participation at staff meetings, investigators attending roll call, through the exchange of daily bulletins, memoranda, etc…)

COVERAGE, PATROL SHIFTS AND SCHEDULES

Law enforcement response to emergencies shall be available 24 hours per day, every day of the week, within the agency's service area. A written directive establishes the procedures to be used in assigning officers to patrol shifts and specifies the applicable criteria and frequency of rotation therein including procedures for determining days off for patrol officers and first line supervisors.

ANALYSIS: It is not absolutely necessary that round-the-clock patrol be provided, only that the capability exists for response to emergencies. If the agency that is normally responsible for the law enforcement function in the community is not available during certain hours, written agreements shall exist to ensure emergency service to the community. A procedure without variations, whether influenced by a system based on officer seniority, the individual officer's preference, or the administration's determination of who best fits where, should ensure the appearance and spirit of fairness in the process of deciding shift assignments. The final decision as to who is to be assigned to the individual shifts should be made by the administration. This standard also requires that a structural method can be devised for assigning days off. The method should be as fair and equitable as possible but with the understanding that officers will be assigned according to department needs. Assignments should be made based upon peak service demand trends upon the agency whenever possible.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of daily assignment sheets for all years of the cycle

22.3 ON-SCENE SUPERVISOR

The agency has a written directive that describes the circumstances requiring the on-scene presence of a patrol supervisor for the purpose of assuming command.

ANALYSIS: Occasions exist when the physical presence of a supervisor should be mandatory. These situations may vary in nature from the scene of a serious incident where someone who has more than minimal authority is required or to a situation where the on-scene officers are requesting supervisory assistance. The directive shall indicate those situations where notification of supervisory personnel is mandatory.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports, CAD entries, memos, etc… that demonstrate the required presence of a supervisor for all years of the cycle.

22.4 INVESTIGATIONS

The agency has a written directive that prescribes the categories of crimes and incidents wherein patrol officers are responsible for conducting preliminary investigations and/or follow-up investigations.

ANALYSIS: Although most agencies require that patrol officers conduct preliminary investigations, larger agencies usually have the advantage of formal investigative units to do the follow-up work. In smaller agencies patrol officers frequently perform all aspects of the investigative function.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports demonstrating compliance with policy for all years of the cycle

22.5 FIELD INTERVIEWS

The agency has a written directive that governs the use and conduct of field interviews.

ANALYSIS: Properly conducted and documented field interviews have the potential of depriving offenders of one of their most cherished attributes - anonymity. When they know that their movements are being monitored, they are less likely to feel secure in engaging in criminal activity. When they do violate the law, the likelihood of their apprehension is enhanced. The field officer must be aware of Constitutional restrictions governing the use of field interviews and must also be trained in the consequences of misuse, which may prompt both litigation and adverse citizen reaction.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of completed Field Interviews Forms or other similar reports demonstrating compliance for all years of the cycle

22.6	CANINE UNITS

The agency has a written directive that governs the utilization, if any, of canine units to include the qualifications, selection, training, vehicle use, acquisition, funding, etc…

ANALYSIS: For public safety reasons and because of the potential for successful litigation against law enforcement agencies, public entities, and the individual officer, only properly and professionally trained canine teams should be used for day-to-day law enforcement patrol operations. Stringent policies governing the use of Canine units and the extent of training required should be contained in the directive.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports demonstrating compliance for all years of the cycle. (Remember to include documentation that completely provides proofs to demonstrate the entire policy, i.e.….qualifications, selection, training, vehicle use, acquisition, funding, etc…)

22.7	NOTIFICATION OF NEXT OF KIN

The agency has a written directive that establishes procedures for notifying the next-of-kin of deceased, seriously injured, or seriously ill persons.

ANALYSIS: The procedures shall ensure that the notifications are carried out promptly and in a considerate manner. When possible, assistance should be considered from the clergy, a relative or a close friend. Procedures should also address notification requests initiated by other agencies. The agency may also want to address notifications for accident and non-accident situations in the same directive. The release of information to the media should also be addressed with this consideration in mind.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports demonstrating compliance for all years of the cycle

22.8	VICTIM NOTIFICATION AND SERVICES MANDATES

A written directive establishing procedures that comply with constitutional and state law relating to mandatory victim notifications, information, and mandated services that law enforcement agencies provide, including:

Victim Rights Notification

Requirements under Missouri Law relating to Domestic Violence

Transportation by law enforcement of victim requirements

Medical treatment, assistance, and service

ANALYSIS: The purpose of this standard is to ensure that the department by way of written directives complies with Missouri and Constitutional requirements to provide victims the proper and mandated notifications, information, service, and assistance. (Example is the Missouri Adult abuse act, which designates specific actions for law enforcement in responding to calls of domestic violence specifically for the victim.)

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: Victim Rights

BULLET B:	As defined in the standard: Domestic Violence Requirements

BULLET C:	As defined in the standard: Transportation

BULLET D:	As defined in the standard: Medical treatment, assistance & service

Copies of reports that completely identify all elements of each bullet for all years of the cycle.

CHAPTER 23

CRIMINAL INVESTIGATION

Regardless of the size of the agency, criminal investigation is a major part of the agency's responsibility to those it serves. Larger agencies may provide a Criminal Investigation Division in which varying degrees of specialization may occur. Regardless of the size, the proper authority, procedures, accountability and expectations for the criminal investigation function must be established.

23.1	CRIMINAL INVESTIGATION FUNCTION

The agency has a written directive that establishes the agency's criminal investigation function.

ANALYSIS: The directive shall provide a basic description of the function, stress its importance to law enforcement, and specify those within the agency responsible for performing the investigations.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of current TO or similar document demonstrating existence of Investigations Unit

23.2	CRIMINAL INVESTIGATION COMPONENT

The agency has a written directive that establishes a criminal investigation component.

ANALYSIS: If an agency does not have a full-time criminal investigation component, the directive shall identify whose responsibility it is to conduct and supervise criminal investigations.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of assignment roster for all years of the cycle

23.3	ASSIGNMENT OF INVESTIGATIVE PERSONNEL

The agency has a written directive that ensures that personnel are assigned to case investigation based upon their possession of the requisite skills, knowledge, and abilities.

ANALYSIS: When cases require specialized investigative skills, those officers possessing the skills should receive those assignments. This does not preclude the assignment of personnel where needed, rather it should emphasize the need to utilize those personnel with expertise in a given area to their area of specialty.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating assigned personnel possess the skills required for the function. (Training certificates or rosters, lesson plans specialized schools or conferences, tenure with demonstrated skills, etc…)

23.4	CASE DESIGNATION

The agency has a written directive that ensures all cases received by the criminal investigation component are given designations similar to "open", "closed", or "suspended".

ANALYSIS: These designations assist the agency with the management and control of the caseload. "Open" designates a case as being under active investigation. "Closed" identifies the case as having been completed. "Suspended" indicates that all leads have been investigated with no resultant case resolution, however, should further leads be developed, the investigation will be resumed.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of case disposition from each category identified in policy for all years of the cycle.

23.5	INFORMING VICTIMS OF CASE STATUS

The agency has a written directive that establishes procedures for informing crime victims of the status of their cases.

ANALYSIS: This directive ensures that the victims of crime are kept informed of developments in their respective cases. This directive should also cite the provisions of statutes such as the "Victims Bill of Rights".

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports, check off lists, memo’s, or other documentation that demonstrates compliance with the agency policy

23.6	USE OF INFORMANTS

A written directive that identifies policies and procedures to be adhered to when handling informants, to include:

Inclusion of informants in a master file

Content of the informant file

Maintenance of an informant file

Security of informant file and related codes

Other methods to protect the identity of informants

Criteria for compensating informants, when appropriate

Precautions to be taken with informants, generally

Special precautions to be taken with juvenile informants

ANALYSIS: One of the primary assets of the law enforcement officer is the informant. Many cases would remain unsolved without the information provided by informants. Procedures should be instituted to provide guidelines for the use of informants, to avoid misuse of this resource and to lessen any negative reaction. Further precautions should be taken when dealing with juveniles or informants of the opposite sex or those whose sexual preferences could compromise an investigation through allegations of improper conduct. The integrity of the officer/s and the investigation is always the main concern. Access to the master file should be limited with the emphasis being on control and security. Coded information should always be used in dealings with informants, including allocation of funds.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation (photo of and identification of the location of master file)

BULLET B:	As defined in the standard: include documentation (sample of the content of the informant file)

BULLET C:	As defined in the standard: include documentation (reports of purging and updating the file)

BULLET D:	As defined in the standard: include documentation (photo of secured file)

BULLET E:	As defined in the standard: include documentation (use of code names, etc…)

BULLET F:	As defined in the standard: include documentation (copies of funds authorization)

BULLET G:	As defined in the standard: include documentation (could only be policy, include any other proofs you have)

BULLET H:	As defined in the standard: include documentation (many agencies prohibit the use of juveniles as informants, include any proofs you have if you do use them)

Proofs demonstrating compliance with all the bullets need to be provided for all years of the cycle. Proofs may be redacted if deemed necessary

23.7	INFORMANT FUND (Time Sensitive)

When an agency provides a fund for the payment of informants, a written directive establishes criteria for control of the fund, to include:

Accessibility

Criteria for use

Accounting

Auditing (At a minimum annually.)

ANALYSIS: Because of the classified character of this fund, it is essential that careful records be maintained, in code, to provide for accountability and for auditing purposes. The criteria for use would include provision for determining the value of information to an investigation. This would affect the amount of the fund to be paid to the individual informant/so Special requirements may be present if state or federal grants are used to fund efforts involving such informant payments.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard:

BULLET B:	As defined in the standard:

BULLET C:	As defined in the standard: include documentation (copies of ledgers, payment requests, receipts, etc…)

BULLET D:	As defined in the standard: include documentation (copies of annual audit for each year of the cycle)

Proofs demonstrating compliance with all the bullets need to be provided for all years of the cycle. Proofs may be redacted if deemed necessary

23.8	ACCOUNTABILITY FOR CONDUCTING INVESTIGATIONS

The agency has a written directive that specifies accountability for conducting preliminary and follow-up criminal investigations.

ANALYSIS: In order to fix responsibility and provide for continuity in the investigative process, the directive shall specify which division or unit of the agency is to carry out the preliminary phase of the investigation and which is to conduct the follow-up phase. In smaller organizations the responsibility for both phases usually rests on the same unit or individual.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports demonstrating preliminary investigations and who conducts them for each year of the cycle

Copies of follow-up criminal investigations and who conducts them for each year of the cycle

23.9 CASE STATUS CONTROL SYSTEM

The agency has a written directive that establishes an investigative case status control system.

ANALYSIS: The directive should ensure documentation of the investigator assigned, date of assignment, case number, and the due date of the report on the progress in, or completion of, the case.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of ledgers, logs, check lists, printouts or whatever method is used to demonstrate case status control for each year of the cycle

23.10 PROCEDURES FOR USE IN CRIMINAL INVESTIGATIONS

The agency has a written directive that establishes procedures to be followed in conducting criminal investigations that are in compliance with the United States Constitution and Missouri Statues, to include:

Information development

Interviews and interrogations (specifically in compliance with RSMo. 590.700.1-Custodial Interrogation

Collection, preservation and use of physical evidence

Collection of DNA (specifically in compliance with RSMo. 650.050 through 650.060)

Physical and electronic surveillance

ANALYSIS: The methods of attainment and the use of information obtained from victims, witnesses, and informants should be addressed. The acceptability of those means used to gain the information must also be covered.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation (Information development)

BULLET B:	As defined in the standard: include documentation (Interviews and interrogations) (specifically in compliance with RSMo. 590.700.1-Custodial Interrogation)

BULLET C:	As defined in the standard: include documentation (Collection, preservation, and use of physical evidence)

BULLET D:	As defined in the standard: (specifically in compliance with RSMo. 650.050 through 650.060-DNA)

BULLET E:	As defined in the standard: include documentation (Physical and electronic surveillance)

Procedures for compliance with each bullet are found in agency directives. Proofs are generally found in investigative report files. Include copies of reports in each bullet that addresses the specific requirement for each year of the cycle

23.11 FOLLOW-UP INVESTIGATIONS

The agency has a written directive that establishes steps to be followed in conducting follow-up investigations, to include, at a minimum:

Reviewing and analyzing all previous reports prepared in the preliminary phase

Conducting additional interviews and interrogations (specifically in compliance with RSMo. 590.700.1-Custodial Interrogation)

Reviewing departmental records

Seeking additional information

Reviewing results from laboratory examinations

Arranging for dissemination of information as appropriate

Planning, organizing, and conducting searches

Preparing cases for court presentation

Assisting in prosecution

Identifying and apprehending suspects

Collecting physical evidence

Collection and use of DNA (specifically in compliance with RSMo. 650.050 through 650.060-DNA)

Determining involvement of suspects in other crimes

Checking suspects' criminal histories

ANALYSIS: The intent of the directive is only to provide guidance. On any given case the use of some of these procedures may prove to be unnecessary.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation

BULLET B:	As defined in the standard: include documentation (specifically in compliance with RSMo. 590.700.1-Custodial Interrogation)

BULLET C:	As defined in the standard: include documentation (records checks, NCIC printouts, MULES printouts, Local records, etc…)

BULLET D:	As defined in the standard: include documentation (Neighborhood investigations, other interviews, etc…)

BULLET E:	As defined in the standard: include documentation (Lab requests and result reports)

BULLET F:	As defined in the standard: include documentation (local broadcasts, NCIC and MULES entries, internal dissemination of info. media, etc…)

BULLET G:	As defined in the standard: include documentation (application for search warrants, execution of same, reports of same, etc…)

BULLET H:	As defined in the standard: include documentation (sample of case files for presentation to prosecutor)

BULLET I:	As defined in the standard: include documentation

BULLET J:	As defined in the standard: include documentation

BULLET K:	As defined in the standard: include documentation (crime scene reports)

BULLET L: Collection and use of DNA (specifically in compliance with RSMo. 650.050 through 650.060)

BULLET M:	As defined in the standard: include documentation (suspect background investigation)

BULLET N:	As defined in the standard: include documentation

Procedures for compliance with each bullet are found in agency directives. Proofs are generally found in investigative report files. Include copies of reports in each bullet that addresses the specific requirement for each year of the cycle

23.12	TWENTY-FOUR HOUR COVERAGE

If the criminal investigation component of the agency does not provide investigators on duty to ensure 24-hour coverage, an "on call" list of investigators is maintained.

ANALYSIS: Provision should be made for ensuring the availability of an investigator on a 24-hour basis. The list of personnel on call should be provided to the communications center and to the watch commander.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of a few months of On-Call schedule for each year of the year of the cycle

23.13	DETECTION OF DECEPTION DEVICES

The agency has a written directive that governs the use of technical aids used in the detection of deception in criminal investigations. If technical aids used for the detection of deception are employed, the operators/examiners are graduates of schools or institutions that provide bona fide or certified training in the operation of these devices.

ANALYSIS: The directive shall regulate the use of instruments such as the polygraph, physiological stress evaluator, et cetera. The directive shall also identify those individuals who are qualified to operate the instruments that the agency utilizes in the detection of deception. There should be proof that those individuals operating this type of equipment are qualified to do so. Documentation of the training provided at schools, which specialize in this area, provides this proof.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of current and updated Training Certificates

CHAPTER 24

CRIME PREVENTION

This is one of those functions whose importance increases as manpower and budgets decrease. A larger agency should have a crime prevention component, but a smaller organization may be able to assign the responsibilities for this function to a single officer. This component or individual coordinates the crime prevention activities of the agency and sets up crime prevention programs for the community. Crime prevention is a proactive police and community function and all members of the agency should understand that crime prevention is the responsibility of everyone in the organization.

24.1	CRIME PREVENTION FUNCTION

The agency has a written directive that establishes the agency's crime prevention function and designates at least one member of the organization whose responsibility it is to plan and coordinate crime prevention.

ANALYSIS: In its efforts to prevent and deter crime, law enforcement seems to become more handicapped with each passing year. Budgetary and manpower restrictions, combined with increases in both crime and those individuals who engage in it, add to the law enforcement burden. To combat the problem law enforcement must rely increasingly on crime prevention activities, training the public to assist in the effort.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation that demonstrates compliance with the agency policy as it relates to the crime prevention function. Include sufficient documentation to demonstrate all aspects of the policy.

Copies of TO or assignment roster demonstrating identity of the crime prevention officer and completion of specific duties

COMMUNITY POLICING AND PROBLEM SOLVING

The agency has a written directive articulating its commitment to community policing and problem solving.

ANALYSIS: Community policing and problem solving is a commitment to proactively work with the community and within the agency to enhance the safety of a community and to proactively seek solutions that directly and indirectly predicate criminal activity. This directive shall define the agencies commitment and define its structure and activity that supports this commitment.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation that demonstrates compliance with the agency policy as it relates to the Community Policing. Include sufficient documentation to demonstrate all aspects of the policy.

CHAPTER 25

JUVENILE OPERATIONS

Standards in this section cover the agency’s juvenile operations function. By law juveniles enjoy a special status and must be handled in a manner unlike that used with adults. The operative idea here is the protection of the child, as well as society, with the emphasis placed upon the juvenile1s rights and welfare.

25.1 JUVENILE OPERATION FUNCTION:

The agency has a written directive that governs the assignment of its juvenile operations function.

ANALYSIS: Because of the special procedures to be used in handling juveniles, it is important that some degree of specialization be used by the agency. If manpower problems create a situation where a full time juvenile specialist cannot be provided, the agency should consider adding this responsibility to a single individual to coordinate in addition to other duties.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO or assignment roster demonstrating Juvenile Officer Position

25.2 USE OF FORCE - JUVENILES

The agency has a written directive that requires officers dealing with juvenile offenders use the least coercive of all reasonable alternatives consistent with preserving public safety, order, and individual liberty.

ANALYSIS: “Parens patriae" is the doctrine that the state takes the role of a parent in handling juveniles rather than maintaining an adversarial position with the child. Law enforcement officers should understand that under this doctrine they should seek use of the least forceful alternative at their disposal, one that will accomplish both the law enforcement goal and safeguard the welfare of the juvenile offender. The alternatives may range from release of the juvenile with a verbal warning to referral to juvenile court.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

25.3	RELEASE OF JUVENILES

The agency has a written directive that establishes procedures for the release of juveniles or adjustment of juvenile cases by the agency.

ANALYSIS: In addition to the use of social service agencies or the juvenile justice system, officers have at their disposal the use of other alternatives for handling juveniles. These alternatives include warnings, referrals, and consultations with parents. Of course, these alternatives are primarily used in cases of a less serious nature.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Reports, social referrals, and other similar documentation that demonstrate compliance with each aspect of the agency policy in regard to its juvenile processing procedure on juvenile release

Include documentation for each year of the cycle

25.4	REFERRAL TO INTAKE

The agency has a written directive that establishes criteria governing referral of juvenile offenders to intake.

ANALYSIS: The referral of suspected juvenile offenders to the juvenile court system should be reserved for offenses of a serious criminal nature or for repeated criminal offenses. Referral may also be required in those instances where the juvenile is not the recipient of effective parental supervision or where the juvenile, after having been placed in a diversion program, fails to participate in it.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Reports, juvenile court referrals, and other similar documentation that demonstrate compliance with each aspect of the agency policy in regard to its juvenile processing procedure on juvenile court referrals

Include documentation for each year of the cycle

25.5	CITATIONS OR SUMMONS

The agency has a written directive establishing criteria and procedures for the issuance of written citations or summonses to juvenile offenders to appear at intake in lieu of custodial arrest.

ANALYSIS: The issuing of a citation or summons, in lieu of physical arrest, is in line with the policy of use of the least coercive of reasonable alternatives as mentioned in 24.2. The seriousness of the offense, the possibility of the involvement of drugs or weapons, past delinquent behavior, existence of violence in the act are all considerations to be used in establishing criteria used to come to a decision about whether or not the issuance of a citation or summons is appropriate.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Reports, juvenile court written referrals, and other similar documentation that demonstrate compliance with each aspect of the agency policy in regard to its juvenile processing procedure on juvenile court written referrals in lieu of custodial apprehension for each year of the cycle

25.6	PROTECTIVE CUSTODY

The agency has a written procedure for taking a juvenile into custody when:

The juvenile is alleged to have engaged in non-criminal behavior (a status offense).

The juvenile is alleged to have been harmed or to be in danger of harm.

ANALYSIS: An example of a status offense would be the taking into custody of a juvenile for curfew violation. The procedure should be as explicit as possible so as to offer direction to officers.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation (status offender)

BULLET B:	As defined in the standard: include documentation (harmed; in danger)

Include documentation demonstrating compliance with the standard and specific agency directive for all years of the cycle. These proofs are typically copies of juvenile apprehension reports.

25.7	JUVENILES IN CUSTODY

The agency has a written directive that establishes procedures for juveniles, who have been taken into custody, including:

Immediately advising the juvenile of their constitutional rights

Taking the juvenile to the intake facility or juvenile component without delay, unless emergency medical treatment is required

Explaining agency and juvenile justice system procedures to the juvenile prior to interview or interrogation

ANALYSIS: The purpose of this standard is to clarify those procedures to be adhered to by law enforcement officers during the custodial processing of juvenile offenders. A written directive helps ensure that a consistent procedure is followed that complies with statutory requirements for dealing with juveniles.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation (Miranda warning)

BULLET B:	As defined in the standard: include documentation (immediate transfer to juvenile facility)

BULLET C:	As defined in the standard: include documentation (full explanation of process prior to interview/interrogation)

Include documentation demonstrating compliance with the standard and specific agency directive for all years of the cycle. These proofs are typically copies of juvenile apprehension reports, Miranda warnings, etc...

25.8	FINGERPRINTS AND PHOTOGRAPHS

The agency has a written directive that establishes procedures and describes the policy for the collection, dissemination, and retention of fingerprints, photographs, and other forms of identification pertaining to juveniles.

ANALYSIS: Justification required for the fingerprinting and photographing must be established and should be included in the directive. "Other forms of identification" may be anything removed from the person of a juvenile, e.g., hair samples, handwriting samples, et cetera, which might be used in criminal investigations.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each element of the standard

Copies of Juvenile Code, State Law, Police Reports and other agency documentation that demonstrates compliance with the standard and agency policies as it pertains to collection and retention of Juvenile process for identification

25.9	RECORDS

The agency has a written directive that establishes procedures for the collection, dissemination, and retention of agency records pertaining to juveniles, including:

Separation of adult and juvenile arrest and identification records

Provisions relating to court ordered expunging of records

Provisions governing disposition of records when juveniles reach adult age

Provisions for access to records on a need-to-know basis only

Identifiable person or position that as accountable for the collection and dissemination

Retention of juvenile records

ANALYSIS: The separation of these records from adult records and the manner in which they are handled emphasize the special status of juvenile cases.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation (Separation of adult and juvenile arrest and identification records: could include printout, photo of separation, memo, etc…)

BULLET B:	As defined in the standard: include documentation (court ordered expunging of records: Records Retention Laws, Court Orders, expunging schedule, etc…)

BULLET C:	As defined in the standard: include documentation (when juveniles reach adult age: Juvenile Codes, destruction orders, etc…)

BULLET D:	As defined in the standard: include documentation (sign-in logs, restricted access defined, security printouts, etc…)

BULLET E:	As defined in the standard: include documentation (Records Supervisor: Copy of TO or other assignment order)

BULLET F:	As defined in the standard: include documentation (Juvenile Records: Records Retention Laws, photo of stored files, etc…)

Include documentation demonstrating compliance with the standard and specific agency directive for all years of the cycle.

25.10 SOCIAL SERVICE AGENCIES

The agency maintains a listing of social service agencies in its area that provide services to youths.

ANALYSIS: Because of the special status of juveniles, and because much of diversion takes place in the juvenile justice system, a list of referral agencies should be kept up-to-date so that both juvenile officers and field officers are aware of the alternatives available to them.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted if one exists for this standard

copies of the list as defined by standard

CHAPTER 26

UNUSUAL OCCURRENCES

"Unusual occurrences" are extraordinary situations, frequently of an emergency nature and range from natural to manmade disasters such as tornadoes, severe windstorms, fires, floods, and explosions. The emergencies may result from civil disturbances as in riot situations, labor problems, racial tension, et cetera. Because of their sensitive nature these situations call for as much preplanning as is possible.

26.1	PLANNING

The agency has a written directive that specifies the position responsible for planning the agency's response to unusual occurrences.

ANALYSIS: During times of disaster or civil disturbances of major proportions there is little time to plan. It is essential that agencies make preparations for the possibility of such occurrences. Foresight and detail are the keys to proper planning. The person chosen to hold this position should receive as much training in the areas related to this function as is possible as he/she will be the primary planner and advisor to the chief executive officer.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO or other assignment documentation

26.2	NATURAL /MANMADE DISASTERS, CIVIL DISTURBANCES, AND MOBILIZATION (time sensitive)

The agency has a written plan for responding to natural and manmade disasters, plan for responding to civil disturbances, and emergency mobilization plan, including provisions for:

Communications.	Field command posts.
Military support.	Public facility security.
Traffic control.	Equipment requirements.
Transportation.	Field command posts.
Casualty information.	Court and prosecutorial liaison.
Community relations/public information.	General liaison with other agencies.
Other law enforcement agency support.	Juvenile offenders.
De-escalation procedures.	Rumor control.
Availability for command.	Post occurrence duties.
After action reports.	Arrest/confinement procedures.
Alert stages.	Primary and alternate assembly areas.
Equipment distribution	Special task force activation.
Key personnel designations.	Transportation assignments.
Management control measures.	Annual Rehearsals.
Media Relation and designated spokesperson

ANALYSIS: The fact that the critical areas listed above have been addressed should place the agency in a much better position to deal with emergencies as they occur. The agency may be faced with civil disturbances of varying nature and degree. It is important that the agency plan for those of the most serious nature as well as the minor situations that routinely arise. Mobilization of personnel is a primary stage to an effective response to a crisis.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet (remember a written directive does not have to be a General Order; in this case it might be a copy of your NIMS manual)

See Standard and comply with each aspect of the chart.

Include copies of After Action Reports for all years of the cycle

Include copies of Training and Rehearsal events (Rehearsals may be table top – or class room based)

All other proofs are generally found in the event reports and after action reports. Include copies to demonstrate compliance with each aspect of the chart for each year of the cycle

26.3	ANNUAL REVIEW (Time Sensitive)

The agency's unusual occurrence plans are reviewed annually and updated as necessary.

ANALYSIS: Only by maintaining current plans will the agency be able to ensure that the appropriate responses are followed and that equipment, material and manpower are available when needed.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted if one exists

Copies of each annual review for each year of the cycle

26.4	EQUIPMENT INSPECTION (Time Sensitive)

The agency has a written directive that requires equipment designated for use in unusual occurrence situations is inspected at least once each month for operational readiness.

ANALYSIS: This standard ensures that equipment earmarked for use during times of disaster or civil disturbance are in working order at all times.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

A few copies of the monthly inspection reports identifying all equipment for each year of the cycle

26.5	EMERGENCY OPERATIONS MANUAL (Time Sensitive)

The agency has an emergency operations manual for use by command officers, which is reviewed and updated at least annually.

ANALYSIS: The manual should contain orderly instructions on how to use the plan. It should also list the internal and external resources available for use during emergencies, applicable operational orders, and Command Post requirements along with information on public information, communications, security, intelligence gathering and at-the-scene operations.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted if one exists

Copy of the Manual with annual review and update demonstrated for each year of the cycle

CORRECTIONAL FACILITIES (NA FUNCTION)

If the agency is involved in a contingency plan concerning an emergency situation at a correctional or other institution, it has a written plan for such an occurrence.

ANALYSIS: Coordinated planning by both the institution and the agency increases the chances of reducing the chaotic conditions that normally occur at such times.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted if one exists

Copy of Manual or written plan

26.7	SITUATION MAPS

The agency has developed situation maps available for use in plotting operational commitments during unusual occurrences.

ANALYSIS: The maps should be of scale that affords convenience, because of space considerations, and yet is large enough to be easily read and plotted on.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted if one exists

Copies or photo of map at designated locations, previously used maps, or other similar documentation to demonstrated compliance with standard

COMMAND AND CONTROL / NIMS

The agency has a written directive that addresses unusual occurrence/disaster planning and identifies the individual(s) who will exercise command and control over all civil law enforcement resources committed to unusual occurrence operations within the agency's jurisdiction.

ANALYSIS: A directive designating this individual provides for unity of command in those operations involving multiple agencies.

Homeland Security Presidential Directive 5 (HSPD-5) Management of Domestic Incidents called for the establishment of a single, comprehensive National Incident Management System (NIMS). The NIMS is a system that improves response operations through the use of the Incident Command System (ICS) and other standard procedures and preparedness measures. It also promotes development of multi-jurisdictional, statewide and interstate regional mechanisms for coordinating incident management and obtaining assistance during large-scale or complex incidents. HSPD-5 dictated that Federal departments and agencies shall make adoption of the NIMS a requirement for the provision of Federal preparedness assistance funds.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of TO or similar documentation that demonstrates Command Protocol and Control plans

26.9	MASS ARRESTS

The agency has a written directive that addresses a civil disturbance plan and includes the following provisions for carrying-out mass arrests:

Processing

Transportation

Detention

Evidence collection

Security

Identification

Inter-agency agreements

Defense counsel visitations

Court and prosecutorial liaison

Media relations/public information

Food, water and sanitation

Medical treatment

ANALYSIS: Transportation, processing and confinement concerns should be thoroughly planned for before the need for mass arrest occurs. The plan should divide responsibility for functions and identify resources that will be available as necessary.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLETS “A” through “L”: See standard and included documentation to demonstrate each bullet. Included documentation if a “Mass Arrest” Situation has occurred or memo to the file indicating none have occurred during each or any year of the cycle.

CHAPTER 27

PLANNING AND RESEARCH

The future success of any law enforcement agency is largely dependent upon its ability to plan for the future and conduct necessary research. The analysis of reported crimes, request for services, and the development of agency plans, policy guidelines, and budget recommendations may be included in this function. Some agencies may have a section with full-time personnel dedicated solely to the purposes of research and planning. Other agencies will have to consolidate these functions with other duties.

27.1 PLANNING AND RESEARCH FUNCTION (May be NA by function)

The agency has a written directive that identifies the planning and research functions and establishes responsibility for those functions.

ANALYSIS: The planning and research functions may include such areas as the analysis of reported crimes, request for services, budget recommendations, departmental program development and operational policy and procedures. Responsibilities for the timely distribution of such information should be fixed in this directive.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO or similar assignment documentation if function exists

27.2 MULTI-YEAR PLAN (Time Sensitive)

The agency maintains a multi-year plan (five year unless otherwise mandated by city), which at a minimum addresses the goals and operational objectives of the agency, anticipated workloads and population trends, anticipated personnel levels and capital improvement and equipment needs.

ANALYSIS: The existence of a multi-year plan helps to ensure that the agency is actively involved in the planning process. While exact levels of manpower, for example, are difficult to forecast, estimates will assist in the planning process for related needs of the agency. The goals and objectives of the agency address the “big picture” and are not necessarily the same as goals and objectives of units or divisions. At a minimum this plan should be reviewed annually.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Include copy of the plan assuring each element of the standard has been addressed to include the time parameters and the use of crime analysis data for the plan

CHAPTER 28

CRIME ANALYSIS

The collection of information and statistics is useless unless analysis occurs. Crime analysis is the process of collecting data from records, reports and other sources and using this information to prevent and suppress crime as well as apprehend offenders. Crime analysis should help the agency in the proper distribution of personnel and assignments.

28.1 CRIME ANALYSIS FUNCTION

The agency has a written directive that establishes the crime analysis function of the agency and sets forth the procedures for collection, collation, analysis, dissemination and feedback evaluation of crime data. This directive should also require the use of crime analysis information in the development of agency tactics, strategies and long-range plans.

ANALYSIS: The purpose of crime analysis is to provide all members of the agency with the necessary information to assist in the solving of crime and prevent its reoccurrence. Information such as the dates and times of incidents, Modus Operandi, suspects and any other information that is relative to the suppression of crime should be provided.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Crime Analysis Reports for each year of the cycle demonstrating:

collection

collation

analysis

dissemination

feedback evaluation of crime data

Copies of reports or other similar documents that demonstrate the use of Crime Analysis information for the following:

the development of agency tactics

strategies

long-range plans (i.e. the Multi-Year Plan)

REGULAR AND SPECIAL BRIEFINGS (Time Sensitive)

The agency has a written directive that address and maintains a system, which provides for both regular and special briefings of its chief executive officer regarding crime trends or patterns as determined by the agency's crime analysis function. The flow of information critical to the administration of the Department should be set up in this directive. Those persons as identified by the chief executive officer should be briefed with this information or receive copies of the analysis.

ANALYSIS: Just as the collection of information is worthless without analysis, analysis is worthless without proper briefing and distribution systems. The information is collected so that the administration of the Department has the necessary tools available to make choices among ~ alternatives. The distribution of manpower, directed patrol assignments and other decisions should be made from this information.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Crime Analysis Reports for each year of the cycle that demonstrate the following:

regular and special briefings of its chief executive officer regarding crime trends or patterns

Dissemination of crime analysis information as deemed appropriate

CHAPTER 29

TRAINING

Training at all levels within the department is the single most important aspect of a law enforcement agency's administration. Officer development cannot occur without the proper determination of training needs and responsiveness to those needs. All goals and objectives of the agency are normally met only through the proper application of training principles. To look at training as strictly a process by which new recruits learn their position is a mistake. Training is a continuous process, which must involve everyone in the agency regardless of his or her position.

29.1	BASIC ACADEMY TRAINING

The agency has a written directive that ensures all recruit officers successfully complete the basic academy instruction courses as required for that agency by Revised Statutes of Missouri.

ANALYSIS: Competent and consistent training should be a major part of the indoctrination process of a recruit. . Those statutory requirements are minimum standards that must be complied with. It is strongly suggested that the agency develop its own training standards that exceed the minimum requirements established by law.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Training Certificates for new sworn personnel (a few samples for each year of the cycle)

29.2	FIELD TRAINING

The agency has a directive that requires newly hired officers to be placed with a designated field training officer for a specified period of time.

ANALYSIS: Formal classroom training is only a part of the training necessary to develop competent police officers. A specific program should be developed by the agency that establishes guidelines for training. That training should include, but is not limited to, departmental regulations, policies, procedures and other areas that are unique to the agency and jurisdiction. Training officers should be appointed by the chief executive officer based on their abilities, experience and level of training. This decision should also be based on the officer's ability to communicate and direct individuals. Whenever possible, members designated as field training officers should complete a field training officer course to enhance their abilities.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of FTO Training documents demonstrating start and completion dates for new sworn personnel (a few samples for each year of the cycle)

29.3	ANNUAL & CONTINUING EDUCATION TRAINING (Time Sensitive)

The agency has a written directive that identifies an annual program addressing racial profiling training of all members within the law enforcement agency that initiate or are dispatched to make traffic stops are required by Missouri State Statute. The state of Missouri also requires by statute that each peace officer receives 48 hours of law enforcement continuing education every three-year reporting period. This training may come exclusively from an approved provider, but no more than 24 hours can be obtained per officer from in-service training. Under Missouri Administrative law, each officer is required 48 hours. Each officer shall have a minimum of 4 CEH in legal studies, 4 CEH in interpersonal perspectives, 4 CEH in the area of technical studies, 4 CEH in firearms training and the remaining CEHs can be obtained from these four core blocks and from the core block of skills development. Finally under Missouri law is training requirements for dispatchers. An agency will need a written directive for each of these training requirements as well as directives for specialized training such BAC, ASP, PPCT, and so on.

ANALYSIS: Ongoing training is important to agency development and progress. A training program ensures that an opportunity exists to distribute necessary information and changes in policy to all personnel. Some of the areas that should be considered for inclusion in annual in-service training are current laws, court decisions, and policy changes and firearms qualification.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for all aspects of the standard identifying the requirements for both sworn and non-sworn members of the agency

Copies of documentation such as Post Certificates, training schedules, lesson plans, training rosters and training records demonstrating compliance with all aspects of the standard and agency policy for all years of the cycle if completed in-house. (Note: any document or combinations of documents that demonstrate compliance will suffice).

Copies of Training Records and Certificates if completed at Certified Training Facilities

29.4	SPECIALIZED TRAINING

The agency has a written directive requiring a training program for those areas or units within the agency for which specialized training and qualifications are necessary.

ANALYSIS: Under normal circumstances each agency will have a limited number of positions which require specialization. Some of those areas may include juvenile investigations, photography and staff positions. A specified training program should exist in order to ensure that as vacancies occur, the necessary training could be obtained in a consistent manner.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of the program schedule that identifies all agency positions, both sworn and non-sworn that requires specialized training.

Copies of training schedules, lesson plans, training rosters and training records demonstrating compliance with all aspects of the standard and agency policy for all years of the cycle if completed in-house; or

Copies of Training Records and Certificates if completed at Certified Training Facilities

29.5	SUPERVISORS (Time Sensitive)

The agency has a written directive that requires each employee appointed to or promoted to a supervisory position shall successfully complete leadership, command or supervisory training course within one year of such appointment or promotion.

ANALYSIS: With the promotion or appointment to a supervisory position, new duties, responsibilities and skills are needed to adequately perform these functions. A supervisor-training course should be identified and used as a primary means of developing these desired qualifications. It is also important that this training be received within a specified period of time but in all cases it should be received within one year of appointment.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Certificates and documents demonstrating compliance within the one year time parameters

29.6	MANAGEMENT POSITIONS (Time Sensitive)

The agency has a written directive that requires a training plan be designated for every employee appointed or promoted to a management position within the organization. A time period shall be established in which the employee is provided with this training.

ANALYSIS: As with any promotion or new appointment there are normally changes in the area of responsibility and skills needed to adequately perform in that position. A training program should exist so that those officers who occupy positions in the mid-management area of the organization receive consistent training.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of the plan

Copies of Certificates or other documents demonstrating compliance within the time parameters set in the agency policy

CHAPTER 30

INTERNAL AFFAIRS

It is the responsibility of every agency to set standards of performance, conduct and ethical behavior for its personnel. These standards mean very little if there is no component in place to ensure compliance. It is the purpose of an internal affairs unit, whether it is section or an officer, to maintain the professional conduct and the integrity of the agency.

30.1	INTERNAL AFFAIRS COMPONENT

The agency has a written directive that establishes procedures for receiving, processing, investigating, and maintaining the confidentiality of an investigation and the records of any complaint filed against the agency or its members and assigns responsibility for those investigations.

ANALYSIS: It is important that all members know procedures by which complaints against the agency or its members are handled. This directive ensures that such procedures exist and that all members have access to them. It hopefully describes who will have access to the file, how long the files will be maintained, and what each individual’s role is in the investigation of such matters.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of IA Reports, check-off lists, or other similar documentation that demonstrates compliance with each aspect of the standard and the agency policy to include the following:

for receiving

processing

investigating

maintaining the confidentiality of an investigation

Copy of TO or assignment orders demonstrating IA responsibilities

Included above documentation for all years of the cycle

30.2	CATEGORIES OF COMPLAINTS

The agency has a written directive that establishes what categories of complaints will be investigated by the specialized unit and which complaints will be investigated by supervisors.

ANALYSIS: This directive should outline and inform the agency members of the specific types of complaints and how they will be investigated. In some agencies very minor complaints are documented and investigated by immediate supervisors. The directive may identify which categories of complaints should be handled at different levels in the organization and who bears the responsibility for that investigation.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of investigation assignment to IA

Copies of investigation assignment to specific supervisors

30.3	RESPONSIBLE INDIVIDUAL OR POSITION

The agency has a written directive that establishes the individual or section within an agency responsible for conducting internal investigations and to whom the investigating officers will report the findings to.

ANALYSIS: By identifying in a written directive that is responsible for what level of complaints, members of the department recognize who will have the investigative responsibility for the different levels of complaints. It is important that the agency has fixed this responsibility prior to a complaint being received. By recognizing the responsibility, proper training can be obtained for the individuals that will address these issues.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO or assignment orders for the position of IA

30.4	POLICY DISSEMINATION

The agency has a written directive identify all aspects of the Internal Affairs function that is disseminated to all personnel.

ANALYSIS: Members of a department should know in advance how complaints are to be handled. If they know what to expect and recognize how the investigation will be pursued, it is very likely that the investigation will meet with much more cooperation than if the employees do not know the procedures involved. By providing each member with a copy of the policy, they have the opportunity to provide input to the organization as well as prepare themselves in the event a complaint is filed against them.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of policy receipt (or whatever method is used for dissemination) by individual officers

30.5	EMPLOYEE NOTIFICATION

The agency has a written directive that requires employees to be notified when they have become the subject of an internal affairs investigation; the agency issues the employee a written statement of the allegations and the employees' rights and responsibilities relative to the investigation.

ANALYSIS: In any investigation of this nature the interests of fairness and professional issue must prevail. The employee should have the benefit of knowing what the procedures and options are that affect him. This policy helps ensure that the agency meets its legal requirements while looking after the interests of the employee as well.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of employee notification letter or memo

30.6	COMPLAINTS AGAINST AGENCY AND EMPLOYEES

The agency has a written directive that requires the investigation all complaints against the agency or its employees.

ANALYSIS: Every agency should take any complaint against it or its employees very seriously. No agency can afford to assume that allegations are false or that complaints are untrue. A thorough investigation should be made and the community should know that complaints are dealt with in a very professional manner. (Define all complaints – telephone, walk-in, mail, anonymous, etc...)

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of complaint receipt ledger for each year of the cycle (most agencies maintain an annual numbered receipt ledger)

30.7	MAINTENANCE OF RECORDS

The agency has a written directive that establishes a record system and the maintenance of that system relative to internal investigations.

ANALYSIS: By keeping a record system on complaints, the agency may be able to identify areas that consistently draw complaints. By identifying such areas, the agency may be able to address them with training or review its policies relative to the areas drawing complaints. A complete record system ensures that the agency has the tools necessary to evaluate trends of complaints and other information.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Photo’s or some other method of identifying the collection and storage of records and files generated through the IA function

Copies of logs, ledgers, printouts, or other record keeping documentation

CHAPTER 31

PUBLIC INFORMATION AND COMMUNITY RELATIONS

Law enforcement administrators today must recognize that the community is and must be a very important part of law enforcement. In turn, law enforcement must be an integral part of the community to be successful. Agencies that fail in the area of public information and community relations, probably fail in all aspects of law enforcement from the way they deliver services to the community to the selection of employees. It is doubtful that an agency is going to be able to attract qualified candidates from a community that has no respect for and poor relations with law enforcement.

31.1	PUBLIC INFORMATION FUNCTION

The agency has a written directive that assigns individuals or a section in the agency the responsibility for public information and public relations duties. The directive should stress the importance of maintaining an open and positive relationship with the media. The individual responsible for training a sufficient number of persons authorized to release information should be addressed.

ANALYSIS: The community, through the media, has a right to know the activities of its law enforcement agency. The coordination of the release of the information can be very difficult. To ensure the accuracy of the information released, responsibility for those functions must be fixed.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO or assignment orders demonstrating the position of responsibility

Copies of media relation reports, events, press conferences, photo’s, articles, etc… that demonstrates the PIO duties and responsibilities for each year of the cycle

31.2 PRESS RELEASES

The agency has a written directive that establishes the procedure by which the frequency and subject matter of press releases is described. The directive should also identify who will be responsible for the release and to whom the information will be given.

ANALYSIS: Not only is it important that every member of the organization realize how information will flow to and from the agency, but it is also important that the members of the media know how the information will be transmitted to them, the frequency of the information and how they can best interact with the department to accomplish their objectives. In the event that forms of identification are necessary for media personnel, acceptable standards should be identified in this directive.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO or assignment orders demonstrating the position of responsibility

Copies of media press releases for each year of the cycle

31.3	RELEASING INFORMATION

The agency has a written directive that identifies the policies of the agency regarding the release of information to the media in accordance with Missouri Open Records Law.

At the scene of the incident.

From agency files.

Concerning ongoing criminal investigations.

At any time the public information or primary officer designated to release that information is not available.

ANALYSIS: In addressing sensitive incidents or incidents in the community that have a high degree of community interest, it is particularly important that members of the agency know the policies of the agency relative to the release of sensitive information. In many cases access to information will be determined by legislative action or case law. In other cases it may be very difficult to determine legal access. It is also important that directives identify alternates who can provide that information and the scope of the information that can be released.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation (At the scene of the incident)

BULLET B:	As defined in the standard: include documentation (From agency files)

BULLET C:	As defined in the standard: include documentation (Concerning ongoing criminal investigations)

BULLET D:	As defined in the standard: include documentation (When PIO is not available)

Include copies of documentation that will demonstrate compliance with each bullet for each year of the cycle

31.4 MEDIA ACCESS

The agency has a written directive that establishes the policy regarding media access to a crime scene, fire scene or any other situation in which the agency is responsible for the investigation or security of the scene.

ANALYSIS: The department's relations with the media will often depend upon the consistency with which the media are handled. Written policies help ensure that the media knows the parameters around which they will be allowed to gather their information. If the media is allowed close access to a situation in one situation and denied that same access in the next situation bad feelings could result. It also helps ensure that allowing unnecessary access into the area does not damage the integrity of the investigation.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Include documentation to demonstrate when the media may be allowed access to the following areas:

crime scene

fire scene

any other areas for which the agency is responsible

Proof could include photo’s, police reports, or other similar documentation

31.5 COMMUNITY RELATIONS FUNCTION

The agency has a written directive that assigns responsibility for a community relation’s coordination to a specific position or component within the agency.

ANALYSIS: While responsibility for community relations rests with each individual member of a law enforcement agency, primary responsibility for the coordination of information and efforts by the department must be assigned. In larger agencies there may be several members who work within a community relations unit, while in smaller agencies there may be no fixed unit with sole responsibility. Regardless of the size of the agency, coordination of these functions must be established and responsibility assigned.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO or other assignment orders demonstrating the position responsible for community relations

CHAPTER 32

POLICE INFORMATION

All law enforcement agencies have, by the nature of their responsibilities, access to sensitive information. They also have the responsibility to manage that information in a professional manner. The collection of data is a useless venture unless it can be used to produce meaningful information that assists in accomplishing the goals of law enforcement. There are a number of law enforcement systems that are capable of producing such useful information. They range from national systems like NCIC to state and local systems that are geared toward the particular needs of smaller entities.

RECORDS INTEGRITY

The agency has formulated and adopted a written and specific information policy, which defensibly maintains the integrity of its records and minimizes exposure of such records to persons without a legal right or need to know.

ANALYSIS: It should be very clear to each member of the department what information might be legally released to individuals outside the department. The department should spend the necessary time to formulate its policy based on legal decisions that have been made and render information as being either open or closed to the public. The agency should have a record officer or clerk who is responsible for all agency files and who assists in establishing the guidelines for the release of information. This person should also ensure the accuracy of the records and information maintained by the department and ensures their availability when needed. This person should also ensure the agency is in compliance with the Sunshine Law and other appropriate statutes regarding such information.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO or other assignment order demonstrating the position and identity of the individual responsible for the Records Unit and its integrity

32.2	NATIONAL CRIME INFORMATION CENTER (NCIC) AND THE MISSOURI UNIFORM LAW ENFORCEMENT SYSTEM (MULES)

The agency has a written directive requiring participation in the record keeping functions of the National Crime Information Center and the Missouri Uniform Law Enforcement System for the entry and retrieval of qualified information into the system.

ANALYSIS: Both systems have the ability to coordinate information and supply information to law enforcement agencies throughout the state and throughout the country. These systems have the ability to increase the probability that investigations will be successfully completed. For example, by entering stolen property into these systems, regardless of where they are recovered, they can be tracked back to the records of the department that took the initial report. The timeliness by which vehicles are entered contributes to the solvability of crimes and officer safety. Professional law enforcement is possible only if there is good cooperation between law enforcement agencies at all a tiers’ of government.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating participation and compliance with NCIC and MULES

32.3 WANTED, KIDNAPPED, MISSING AND RUNAWAY PERSONS

A written directive establishes the requirement that all persons wanted for offenses by the agency, missing persons or runaway persons be entered into the National Crime Information Center (NCIC) and Missouri Uniform Law Enforcement System (MULES) immediately. This policy should also ensure that a copy of the missing/runaway report is forwarded to the Missouri State Highway Patrol Records Section. The policy should also include the removal of arrested persons or closed cases from the systems as required. A written directive should also include the procedure to activate a local alert system and to activate the Missouri State Amber Alert System.

ANALYSIS: There are certain requirements placed upon law enforcement agencies regarding the handling of missing and runaway persons by Missouri Statutes. The timeliness in which these persons, as well as wanted persons, are entered into a computer system can make a great deal of difference in locating these persons. The agencies should make it a priority that wanted, missing or runaway persons be entered into the computer systems as soon as possible. The utilization of both local and the state Amber Alert program are valuable tools for law enforcement to get information out to the community to assist in the safe return of an abducted child.

Recommended Documentation: (Multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating the following:

wanted persons entered into NCIC and MULES

missing persons entered into NCIC and MULES

runaway persons entered into NCIC and MULES

copy of the missing/runaway report is forwarded to the Missouri State Highway Patrol Records Section

the removal of arrested persons or closed cases from the systems

activation a local (Amber) alert system

activation of the Missouri State Amber Alert System

32.4 UNIFORM CRIMINAL HISTORY REPORTING SYSTEM

As required by Missouri State Statutes, all information relative to an arrested person's criminal history and fingerprint cards shall be forwarded to the Missouri Highway Patrol's Uniform Criminal History Reporting System. The agency has a written directive with procedures for compliance with this standard.

ANALYSIS: This requirement is intended to assist all law enforcement agencies in the state by providing background and criminal history information about subjects entered into the reporting system. This system serves as a benefit not only to law enforcement, but also to prosecutors and others in the state that must coordinate information.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of UCR Report and any other documentation demonstrating compliance with the standard

32.5	STATEWIDE TRAFFIC ACCIDENT RECORDS SYSTEM

The agency has a written directive that requires accident reports be forwarded to Missouri State Highway Department according to state law for analysis and record keeping purposes.

ANALYSIS: A state central repository for traffic accident information is intended to assist all law enforcement agencies in providing useful traffic accident information to the agency. It ensures that appropriate information is also available to agencies, such as the Missouri State Highway Department, in making decisions on changes in traffic situations. By identifying information such as high accident locations the agency may use the information it receives for other related enforcement purposes.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Documentation demonstrating compliance with the standard

CHAPTER 33

COLLECTION AND PRESERVATION OF EVIDENCE

Most law enforcement agencies will be responsible for collecting, storing and safekeeping of a great deal of property. Some of the property will be stored for evidentiary purposes and other property will be stored merely for safekeeping. Regardless of the reason, when property is received by law enforcement, the agency has a responsibility to ensure that each item is accounted for and that the necessary safeguards are in place to guarantee the security of that property. Directives must be in place that ensures the professional collection, preservation and storage of evidence.

EVIDENTIARY ITEMS

The agency has written procedures for the collection, identification, preservation and transmittal of evidentiary items.

ANALYSIS: Whether the item is eventually used for evidentiary purposes or not, it is important that evidence is properly marked and identifiable later for court purposes or other purposes that arise. It must be very clear to all agency personnel what the expectations of the agency are relative to the handling of property. How to mark property and transmit it to the laboratory for analysis and other information must be available to all officers on an equal basis. These policies should ensure that all evidentiary items are marked and packed correctly and that the proper photographs, sketches, identity of persons involved and those responsible for the control and evidence collection at a crime scene are properly documented. This procedure should also establish and limit the chain of custody of evidentiary items.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports or other similar documentation that demonstrates the following:

Collection

Identification

Preservation

Transmittal of evidentiary items

Include copies of police reports, evidence reports, lab reports or similar documents to demonstrate compliance with each of the above for each year of the cycle

33.2	EVIDENCE CONTROLS

The agency has established a written policy regarding the standard marking of property, packing of evidence, procedures for the use of evidence, procedures for the use of evidence receipts or logs and the transfer of evidence to the evidence officer for storage or to the laboratory for examination.

ANALYSIS: By standardizing evidence control measures, an agency can have greater confidence that evidence will be handled and stored in the proper manner. By allowing a wide scope of discretion to officers in handling and marking of evidence, the integrity of that control system is diminished.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports or other similar documentation that demonstrates the following:

marking of property

packing of evidence

procedures for the use of evidence

procedures for the use of evidence receipts or logs

the transfer of evidence to the evidence officer for storage

the transfer to laboratory for examination.

Include copies of police reports, evidence reports, lab reports or similar documents to demonstrate compliance with each of the above for each year of the cycle

INVENTORIES AND AUDITS (Time Sensitive)

Personnel not charged with the custody of property shall perform inventories and records audits of property placed within the protective custody of the agency at least annually.

Outside annual audit;

Changing of custodian audit by exiting and entering custodians.

Annual audit by custodian.

ANALYSIS: By having someone, not directly associated with the care and custody of property, conduct the audit, possible flaws in the procedures for handling property may be identified. This situation also helps ensure the integrity of the evidence and property handling procedures.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A:	As defined in the standard: include documentation (Outside annual audit)

BULLET B:	As defined in the standard: include documentation (Changing of custodian audit)

BULLET C:	As defined in the standard: include documentation (Annual audit by custodian)

33.4 SECURITY

The agency has a written directive with procedures for the special security and control measures to safeguard all money, firearms, controlled substances and high value items within the protective custody of the agency.

ANALYSIS: While the security of every item held and maintained by the agency should be a major concern, special consideration should be given to items such as listed above. It is very important not to make any assumptions about the security of the areas where evidence is held and the area should be surveyed for possible improvements on a regular basis. Precautions should also be taken to ensure that only authorized individuals are allowed in the area where property is stored.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of reports or other types of documentation (photo’s) that demonstrates the special security and control measures to safeguard all of the following within the protective custody of the agency

money

firearms

controlled substances

high value items

Include copies of reports, receipts, control numbers, bar coding or other similar documentation to demonstrate compliance with each of the above for each year of the cycle

33.5	FOUND PROPERTY

The agency has a written policy regarding the storage location for found property, its security and those responsible for its maintenance.

ANALYSIS: Just as items held for evidentiary purposes must be held in a secure manner, similar consideration should be given any piece of property that the agency has become responsible for. The policy should place responsibility to locate the owner of found property, when possible, and outline the steps for disposal of such property.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Property Reports that demonstrate location of storage, its security and the property custodian identity

Include copies of reports, receipts, control numbers, bar coding or other similar documentation to demonstrate compliance with each of the above for each year of the cycle

DISPOSITION OF PROPERTY

The agency has a written directive that authorizes and describes the procedures to be followed in disposing of property that the agency acquires. The policy should outline the procedures for the sale of property by public auction, destruction of property and retention of property by the agency. This policy shall conform to the guidelines as established by state statute or city and county ordinance.

ANALYSIS: Documented procedures should ensure that property could be disposed of in a timely fashion. It should be a priority that whenever possible found property or evidentiary items is returned to the owners if known. In those cases where the owner is not known and steps cannot be taken to return it to the rightful owner, procedures should be in effect that describe how and when property will be ' disposed of. This procedure will ensure that there is enough room to store new evidence and found property that comes into the agency.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Reports or other documentation that demonstrates the following:

the sale of property by public auction

destruction of property

retention of property by the agency

Include proofs to demonstrate compliance with each of the above for each year of the cycle

CHAPTER 34

PRISONER TRANSPORT AND BOOKING PROCEDURE

The most dangerous functions involved in law enforcement deal with the transportation and booking of prisoners. The agency has the responsibility and duty to do everything possible to ensure that prisoners are transported and handled in a manner that considers both the safety of the officer and the safety of the prisoner. By specifying acceptable procedures, the agency can make such considerations a consistent part of every arrest situation. The area of responsibility also has potential for allegations that could result in complaints against officers or civil suits. The agency can minimize this exposure by standardizing procedures that protect the officer and the department from false allegations.

34.1	SAFETY

The agency has a written policy that establishes the safety practices to be followed when transporting prisoners. Include special considerations and practices when the transport involves situations where the officer and suspect are of opposite sexes or when one officer is transporting multiple prisoners.

ANALYSIS: Each prisoner transport situation can become a unique situation. There are situations that by their nature have increased potential for problems. For example, procedures can be developed that protect the officer and department from false allegations in situations where an officer is transporting a prisoner of the opposite sex. Such a policy may include the recording of the time, mileage and location from where the transport began and providing the same information at the conclusion of the transport. Such a procedure would also help ensure the safety of the officer by providing a record of transport time. The procedure should also involve considerations for escape precautions, weapon retention, proper securing and locating of prisoners in transport and the establishment of procedure with communications to keep abreast of the status of the transport.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of police reports, CAD reports, printouts or other documentation demonstrating compliance with the standard and agency policy as it pertains to opposite sex and multiple prisoner transport

34.2 SECURITY

The agency has a written directive that describes the security practices to be followed by the officer while transporting the prisoner. The policy governing the security practices should cover but not be limited to the securing of the employee's weapon, the use of handcuffs, leg irons, inspection of transport vehicle before and after each movement of a prisoner, procedures for transport of a prisoner by an officer of the opposite sex, replacement and removal of prisoners from a transport vehicle and the inventory, care, transport and return of prisoners' property

ANALYSIS: See standard

Recommended Documentation: (Multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of police reports that demonstrate compliance with the standard and agency policy as it pertains to the following:

securing of the employee's weapon

the use of handcuffs

leg irons

inspection of transport vehicle before and after each movement of a prisoner

replacement and removal of prisoners from a transport vehicle

the inventory, care, transport and return of prisoners' property

Various types of documents are used by police agencies to demonstrate compliance such as police reports vehicle inspection reports, prisoner property reports, arrest reports, medical reports, etc… Samples of these reports for each year of the cycle will suffice for proofs

34.3 SPECIAL TRANSPORT SITUATIONS

The agency has a written directive that establishes a procedure for the transport of handicapped, sick or injured prisoners and, when necessary, security arrangements for those admitted to a medical facility.

ANALYSIS: Because special needs will arise with certain individuals, special attention will be attracted when transporting them in public. Special attention should be given to ensure the safety and security of both the officer and the prisoner without giving the appearance that the agency is being overbearing or inconsiderate of the prisoner. When necessary, special transport vehicles should be used. If admitted to a medical facility, security arrangements should be made with this facility which will not interfere with the treatment of the prisoner but will also minimize the escape risk. It is advised that agencies make prior contact with hospitals and develop a procedure that will be followed before the need arises.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of police reports that demonstrate compliance with the standard and agency policy as it pertains to the following:

the transport of handicapped

sick

injured prisoners

Copies of police reports demonstrating compliance with the standard and agency policy

34.4 BOOKING PROCEDURE

The agency has a written directive that addresses booking and bonding procedures, weapons security during processing, restraining devices during booking and search procedures to be used during booking. The directive shall also address the procedures to be used in receiving, packing, inventory and return of prisoner property as well as provide for complete documentation of the booking and bonding procedures.

ANALYSIS: Standardized booking procedures are a must for any law enforcement agency. Each officer should know the requirements to be completed during the booking procedure to know all the procedures involved.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation that demonstrates compliance with the standard and the agency policy. (Booking slips, bonding slips, search reports during booking, prisoner property receipts, etc…)

CHAPTER 35

CUSTODIAL CARE STANDARDS (May b e N/A by function)

In the event that an agency maintains a detention or jail facility, whether temporary or overnight, proper care must be taken to develop procedures that consider the protection of all detainees and personnel, training of personnel and the standards that ensure prisoners are treated in a fair and safe manner. It is also important that emergency procedures be developed as well as procedures that ensure the sanitation and hygiene and address medical and health care services. Standards 35.1 through 35.3 apply to temporary custody while all of the standards apply to a longer period of incarceration.

These standards do not apply to long term jails or correctional institutions that house prisoners in excess of 72 hours. The American Correctional Association (ACA) should be contacted for information concerning Standards for Adult Detention Facilities.

Several aspects of these standards may be observed for compliance and are noted however this notation does not exclude the necessity of policies and procedures being included in the standard files.

TEMPORARY CUSTODY - PRISONER PROCESSING

A written directive is required that addresses maintenance and operation of the temporary detention facility including the training of the agencies personnel assigned to this function. This facility is used for processing, testing, or temporary detention. Temporary custody applies to those held for short periods of time usually not exceeding 4-6 hours without documented explanations of longer periods for each occurrence with copies submitted with the agencies annual report. Temporary custody never includes overnight detention and this section does not apply to long term holding facilities. Testing and processing normally takes place with constant supervision followed by release or short term custody while awaiting bonding, transfer or release on their own recognizance. Safety concerns should be addressed including security of weapons and processing of unruly detainees. Directives must include the following as well:

TEMPORARY CUSTODY FACILITIES (Time sensitive)

The agency has a written directive that defines and describes the following as it pertains to temporary custody facilities:

Specific identification of all temporary custody rooms or areas within the agency.

Physical aspects of a custody room to include access to water, restrooms and similar needs if not located in the room.

Fire prevention plan, fire evacuation plan and fire suppression

The frequency of inspection of the temporary custody rooms

Staff review of temporary custody rooms and procedures, at least once every three years

Immediate initial training to include First Aid or First Responder training, followed by refresher training at least once every three years, for all aspects of the custody rooms and areas for personnel who use the facility.

ANALYSIS: All temporary custody rooms or areas must be identified and specifically equipped for the task. The use of specific areas will reduce the risk and safety concerns for all involved.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A: Policy, Photos, or other documentation demonstrating compliance (observable)

BULLET B: Policy, Photos, or other documentation demonstrating compliance (observable)

BULLET C: Policy or plans for fire prevention, evacuation and suppression (observable)

BULLET D: Policy and copies of inspections

BULLET E: Policy and copies of staff review at least every three years

BULLET F: Policy and copies of training certificates those include first aid or first responder training and follow up training

TEMPORARY CUSTODY INTAKE AND HOLDING

The agency has a written directive that defines procedures for the following:

Written documentation to include the date, time and reason as well as any meals provided for detainees processed in and out of the facility.

The maximum length of time an individual may be detained in temporary custody before written justification of extended detention is required.

The separation of males, females and juveniles while in the facility or processing area. (May be defined by policy and practice)

When and where individuals may be restrained by securing them to fixed objects and identification of those fixed objects designed for such use.

Securing and monitoring individuals in locked spaces who are unattended, if allowed.

Supervision and responsibility for the testing, processing, searching and detaining individuals within the facility or area.

ANALYSIS: Documentation of temporary custody as well as the separation of males and females is necessary to maintain compliance and reduce inappropriate behavior. Individuals shall be restrained only to fixed objects that have been specifically identified for that purpose.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A: Policy or other documentation demonstrating compliance

BULLET B: Policy or other documentation demonstrating compliance

BULLET C: Policy or other documentation demonstrating compliance

BULLET D: Policy, photos or other documentation demonstrating compliance (observable)

BULLET E: Policy, photos or other documentation demonstrating compliance (observable)

BULLET F: Policy, photos or other documentation demonstrating compliance

SECURITY

The agency has a written directive that defines policy and procedure for the following security issues in the temporary custody areas and rooms whether used for testing and processing and/or temporary custody.

Firearms secured prior to entering the temporary custody areas or rooms.

Duress alarms

Escape prevention

Authorized access to the areas

Face to face visual observation of unattended detainees at least every thirty minutes

Use of electronic surveillance devices to monitor detainees between the thirty minute face to face observations, if any is used.

ANALYSIS: The control of firearms and other weapons must be of primary concern when dealing with prisoners. Authorized access and duress alarms assist with preventing escapes. Visual observation helps assure the safety of the detainee.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A: Policy or other documentation demonstrating compliance (observable)

BULLET B: Policy or other documentation demonstrating compliance (observable)

BULLET C: Policy or other documentation demonstrating compliance

BULLET D: Policy, photos or other documentation demonstrating compliance

BULLET E: Policy, logs or other documentation demonstrating compliance

BULLET F: Policy, photos	or other documentation demonstrating compliance (observable)

The following standards apply to agencies with overnight and longer term custody of individuals but do not exceed 72 hours. These standards apply to those cells used for that purpose. Such agencies must comply with all standards in this entire chapter.

SAFETY AND SANITATION (Time Sensitive)

The agency has a written directive that outlines safety and sanitation conditions within the custody rooms as well as minimum standards for each room to include:

documented on-site inspections of cells and all alarm systems on a weekly basis to include sanitation assurance as well as a search for contraband and weapons

documented inspection of fire equipment and fire detection devises on a semi-annual basis and weekly testing of alarms

Posted evacuation plans

Lighting and air circulation in compliance with local codes

Access to drinking water, lavatory, wash basin as well as showers (for those held in excess of 8 hours) and bed and bedding (for those held in excess of 8 hours).

Procedures for rodent and other pest control

ANALYSIS: Inspections of cells and alarm systems assists in the safety and sanitation aspects of the detention areas. Lighting, air circulation, drinking water and lavatories provide basic comforts to detainees

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A: Inspection Report or other documentation demonstrating compliance

BULLET B: Inspection Report or other documentation demonstrating compliance

BULLET C: Photo or other documentation demonstrating compliance (observable)

BULLET D: Policy, photos, memos or other documentation demonstrating compliance

BULLET E: Policy, photos or other documentation demonstrating compliance (observable)

BULLET F: Inspection Reports or other documentation

ACCESS

The agency has a written directive that addresses those who are allowed entry into and exit from the cells and holding facility and specific requirements prior to doing so to include:

Security of firearms and other weapons and any exceptions in the event of emergencies.

Conditions under which an employee enters a cell

The security of all doors and cells and when they are to be secured

Control of keys both manual and electronic and location of “master keys” in the event of emergency.

Security check and search of cells prior to and immediately following use of cells

Control of any tools or other items that could be used as a weapon

Some type of alarm or two way communication that is monitored at all times when personnel are in a custody room or cell.

Procedures to follow in the event of an escape

ANALYSIS: Access and security into the holding facilities reduces the threat of escape, injury and other unforeseen contingencies. Security and cell checks document the supervision of detainees. Control of tools and other such items helps reduced the possibility of contraband and weapons.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A: Policy, photos or other documentation demonstrating compliance (observable)

BULLET B: Policy or other documentation demonstrating compliance

BULLET C: Policy or other documentation demonstrating compliance (observable)

BULLET D: Policy, photos, memos or other documentation demonstrating compliance (observable)

BULLET E: Policy, logs, memos or other documentation demonstrating compliance

BULLET F: Policy or other documentation

BULLET G: Policy or other documentation (observable)

BULLET H: Policy, reports or other documentation to demonstrate compliance

BOOKING AND COLLECTING PRISONER PROPERTY

The agency has a written directive that defines the procedures to be used when booking and collecting (or returning) property for each detainee, to include:

The separation of males, females and juveniles by sight and sound during booking and detention (may be defined by policy - see analysis for details)

Searching the detainee prior to placement into a cell or holding area

An itemized list of the individuals property; signed, timed and dated by the individual and collecting personnel

Security measures for the property

Documented return of the property; signed, timed and dated by the individual and returning personnel

Completion of a booking or custody form/s to include positive identification of individuals prior to release

Current health and any needed prescribed medication

Normal or abnormal behavior

Any injuries, bruises, or other notable signs of incapacitation

ANALYSIS: Males, females and juveniles must never be detained in the same cells or close proximity of each other. In the event of limited space the agency directives must define specifically the procedure to be followed when such an event might present itself. Sight and sound separation is determined by the ability to see each other or hear each other in a normal speaking tone. Searching detainees, collecting personal property and securing it shall be part of the process. Documenting all processes as well as the condition, health and behavior of the detainee to include notable indicators is also required.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A: Policy, photos or other documentation demonstrating compliance (observable)

BULLET B: Policy or other documentation demonstrating compliance

BULLET C: Copies of documentation demonstrating compliance

BULLET D: Policy, photos, memos or other documentation demonstrating compliance (observable)

BULLET E: Copies of documentation demonstrating compliance

BULLET F: Copies of documentation demonstrating compliance

BULLET G: Copies of documentation demonstrating compliance

BULLET H: Policy, reports or other documentation to demonstrate compliance

BULLET I: Copies of documentation demonstrating compliance

DETAINEE TREATMENT (Time Sensitive)

The agency has a written directive that addresses the treatment of detainees to include:

Procedures for the handling and separation of detainees under the influence of alcohol or drugs or who are violent or uncontrollable.

Documented access to prescribed medications or any other medications dispensed while being detained

Three meals during a 24 hour period

Access to a telephone

The opportunity to post a bond and/or make a timely appearance in court

Access to an attorney confidentially

Notification if recording equipment is used

Immediate access by personnel to a First Aid Kit and a weekly documented inspection of same

Procedures to follow when a detainee is in need a medical attention

ANALYSIS: Separation, medicating and feeding detainees must be outlined in policies. Access to a telephone and attorneys are basic rights. The ability to render first aid and obtain medical attention is also required.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A: Policy, photos or other documentation demonstrating compliance

BULLET B: Policy or other documentation demonstrating compliance

BULLET C: Copies of documentation demonstrating compliance

BULLET D: Policy, photos, memos or other documentation demonstrating compliance (observable)

BULLET E: Copies of documentation demonstrating compliance

BULLET F: Policies or copies of documentation demonstrating compliance (observable)

BULLET G: Copies of documentation demonstrating compliance

BULLET H: Policy, reports, inspections or other documentation to demonstrate compliance

BULLET I: Policies and copies of documentation demonstrating compliance

DETAINEE SUPERVISION

The agency has a written directive that requires supervision of all individuals detained by the agency and includes the following:

24 hour on-site supervision by agency personnel as well as a face to face visual observation and custody count once per shift.

Visual observation at least every thirty minutes

Specificity that any electronic surveillance equipment will be utilized in the least invasive manner possible.

Procedures for the supervision of opposite sex detainees by agency staff

Regulation of packages or mail for detainees, if allowed

Regulation of visitors for detainees, if allowed

ANALYSIS: The procedures should address the maintenance and operation of the facility, training of its personnel and designate the person responsible for the operation of the facility. It should also specify those who will have access to the facility and its records. Consideration should be given to the establishment of overall security, food service, sanitation and hygiene, medical and health services for the facility as well as uniform procedures for visitation and release of prisoners. All alarms and safeguards established should be tested and documented as well as included in training materials.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted for each bullet

BULLET A: Policy, photos or other documentation demonstrating compliance

BULLET B: Policy, logs or other documentation demonstrating compliance

BULLET C: Policy, photos or copies of documentation demonstrating compliance

BULLET D: Policy, photos, memos or other documentation demonstrating compliance

BULLET E: Policies or copies of documentation demonstrating compliance

BULLET F: Policies or copies of documentation demonstrating compliance

CHAPTER 36

COMMUNICATIONS

Every law enforcement agency is dependant upon the capabilities and degree of sophistication of their communications system. This component is normally the nerve center for the law enforcement response. The efficiency and effectiveness by which information can be received, processed and transformed into the proper law enforcement response on a timely basis dictates the abilities of the agency. Each agency must carefully assess the resources and match them with proper training, selection of personnel and the development of sound procedures to provide consistent professional services. Most of the information needs of the officers as well as the public are immediate. The department's responsiveness will make a great deal of difference in the department's performance. If an agency contracts for communications services the agency may provide the contract in the place of a written directive. A complete communications unit manual may be used as a written directive.

36.1	TELEPHONES

The agency participates in a single access telephone system utilizing 9-1-1 or other statewide single access law enforcement emergency number if possible. If 9-1-1 is not available, the agency should ensure the community is aware of the seven-digit number. The agency has a written directive that demonstrates the policy and procedure for the above.

ANALYSIS: For several years efforts have continued to promote 9-1-1 as the nationwide emergency telephone number for all jurisdictions. If such services are available, the agency should make such a system an integral part of their emergency telephone system. In the event of failures in the 9-1-1 system or if 9-1-1 is not available, a seven-digit number should also be widely publicized.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

9-1-1 contract or other similar documentation demonstrating the system. If not used other forms of compliance demonstrating the communities knowledge of the 7 digit number being used. (Telephone book page, internet or web sites, photos, etc…)

36.2	COMMUNICATIONS SERVICES

The agency has a written directive that identifies policies and procedures for a full-time emergency communications system either independently or through a centralized communications system.

ANALYSIS: The method and timeliness of a response is going to be dictated by the type of communication system that exists for the agency. While larger agencies will likely operate their own system, some smaller agencies may become part of a centralized dispatch or communications system. Regardless of the type of operation, it is important that 24-hour capabilities are present.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Any documentation to demonstrate the communications unit exists (Outside Contract, Manual, photo, TO, etc…)

COMMUNICATIONS SYSTEM

The agency has a written directive that requires their communications system accommodates radio communications, telephone communications, and tele-type or automated data communications as part of their system.

ANALYSIS: Every agency must be able to respond to the needs of the community that it serves. The agency may be responsible for a variety of responsibilities including the radio communications, telephone communications, Tele-type and computer terminal operations and in some jurisdictions may include alarm monitoring. All of these must be addressed in the communications procedures for the agency.

Recommended Documentation: (Multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Documentation to demonstrate the agency communications system is in compliance with the following:

radio communications

telephone communications

teletype or automated data communications

Documentation demonstrating compliance should include all aspects defined by agency policy in addition to those cited above for all years of the cycle

COMMON PROCEDURES

The agency has a written directive that establishes procedures for taking incoming telephone calls, radio information, determining the priority of these calls and the manner in which these calls will be dispatched. The procedure shall also include the handling of complaint cards, radio logs, tracking of on-duty officers, assignments, supervisory authority, and other plans and procedures that are essential in the day-to-day operation of a communications network.

ANALYSIS: All radio and communications personnel should be familiar with all aspects of the daily functions and responsibilities of their assignment. These include but are not limited to the above described needs. It is suggested that a manual be prepared that provides all the necessary information as well as emergency procedures. This manual should be updated regularly and reviewed by all communications personnel.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted (The directive may be in the form of a manual or outlined procedure)

Most agencies use a Communications Unit Manual to define and outline the procedures required by this standard

Include proofs to demonstrate each aspect of the standard from whatever source the agency uses to accomplish the tasks

PERSONNEL

The agency has a written directive that describes how personnel have the capability to communicate with their own system and on an emergency basis with the system of contiguous jurisdictions. The directive also identifies the lines of supervision, job descriptions and qualifications for communications personnel.

ANALYSIS: There are obvious reasons why the agency must be able to communicate with its own personnel. It must also be cognizant of emergency situations that will arise and require communication between different jurisdictions. The supervision and direction of personnel including communications functions should be outlined so that there is no doubt as to who is in command and directs the operations of the agency regardless of the time of day.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Proofs that demonstrate the interagency communication capabilities as well as the inter-jurisdictional capabilities. (i.e. CAD logs)

Other documentation that demonstrated compliance with the following:

lines of supervision

job descriptions

qualifications for communications personnel

36.6	PUBLIC SAFETY PROCEDURES

The agency has a written directive that requires communications personnel have immediate access to public safety resource lists with primary individuals and telephone numbers identified.

ANALYSIS: Communications personnel should have easy access to listings that provide contact information and call-out procedures for other service agencies that may be needed in an emergency situation. This list should include mutual aid procedures and/or local public safety resources, utility companies, emergency services provided by other members of the private sector as well as state and federal law enforcement agencies.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Include copies of the lists

36.7 MISDIRECTED EMERGENCY CALLS

The agency has a written directive that includes a procedure for the immediate and effective routing of misdirected emergency calls exists.

ANALYSIS: It should be understood that when people are unsure as to what agency to contact, they would normally contact a law enforcement agency for assistance. Procedures should be in place to assure the consistent handling of such calls. Whenever possible, direct connection should be made to expedite the rendering of services. When that is not possible, prompt assistance should be given. Procedures should also be in place to address data base corrections in the agency's CAD system, if applicable.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of misdirected call list or other similar documentation demonstrating compliance with the standard

MAPS

The agency has a written directive that requires maps or street indexes of the primary service area and surrounding jurisdictions is available to the communications personnel.

ANALYSIS: Maps and reference materials give communications personnel a visual picture and important resource information for the area they are servicing. These maps should not only detail the jurisdictional boundaries of the agency but also the boundaries of any other agencies that may be under contract for dispatching services. It is advisable that the resources also include the immediate surrounding jurisdictions and/or the county in which the agency is located. The additional information may become useful when routing other emergency services from their point of origin to their destination within the agency's jurisdiction during emergency situations.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of maps, printouts of maps or street index files, etc…(Observable)

36.9	RADIOS

The agency has a written directive that requires the agency to provide multi-channel radios, both mobile and portable allowing two-way operation on joint law enforcement frequencies.

ANALYSIS: During emergency situations, the law enforcement agency should have the capability to maintain continuous radio communication with other law enforcement organizations and to enable the agency to provide proper coordination and deployment during extraordinary circumstances.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating the agency has provided the described equipment to personnel (sign out sheets, equipment logs, etc…)

RECORDING

Agencies with 25 or more commissioned personnel possess the capability for recording and playback of all radio transmissions and all incoming emergency telephone lines. A written directive or manual is required defining the capacity to accomplish the elements of this standard.

ANALYSIS: A recording devise capable of recording all of the agency's radio traffic on all frequencies and incoming emergency telephone lines should be employed by the agency. The recording should be continuous and programs established for the replacement of recording tapes as they become filled and for storage of these tapes for a period to be decided by the agency.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating the agency had the playback capabilities (manufacture equipment description documents, etc…) (Observable)

36.11	RELEASE OF RECORDED MESSAGES

The agency has a written directive that establishes a criteria and procedure for the review and release of information recorded within the agency's communications system.

ANALYSIS: To ensure privacy and compliance with the Sunshine Law, all employees should be made aware of the circumstances under which recorded conversations will be played back and when it is allowed to release this information to the public or other agencies. It is suggested that approval of the chief executive officer of the agency be required before any such information is released from the agency.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Information release request forms, response forms or memo’s, etc…

36.12 ANSWERING THE TELEPHONE (Time Sensitive)

The telephone system of the agency has sufficient capacity to provide for the answering of incoming emergency calls within 30 seconds and non-emergency calls within 60 seconds. A written policy also requires the annual review of the telephone system capacity.

ANALYSIS: Calls coming into the agency must be handled on a timely basis. In emergency situations seconds count and the telephone system must have the capability to provide a conduit between the public and the law enforcement agency.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Documentation to demonstrated compliance with the system capacity

Copies of the annual review for all years of the cycle

36.13 CENTRALIZED COMMUNICATIONS CENTER

The agency has a written directive that requires the communication center will be located in a manner (as well as possible), which separates it from the ongoing activity of the agency and provides security and limited access to the area.

ANALYSIS: To ensure the proper function of the communications center can be carried out without interference or distractions from the outside influences, the center should be isolated or shielded from those outside sources and access should be limited to those individuals who have a need to be in the immediate area of these functions. Distractions can provide for errors to be made and therefore should be minimized.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Documentation demonstrating compliance with the standard and agency policy (photo, security system logs, sign-in sheets, restricted access notice, etc…)

36.14 DISPATCH SERVICES

If the agency contracts with other departments to provide communications services, these arrangements shall be made in written contract form. This contract shall provide the scope of the services provided and be signed by all parties involved. A directive advising parties of the services provided to the outside agency and what services shall be provided to the communications personnel is required. A common language should be established and used by all agencies using a common frequency.

ANALYSIS: To ensure no disputes arise, all services provided to the outside agencies should be in written form and all communications personnel shall have access to a written description of responsibilities to these other agencies.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of Contracts

36.15 SECURITY

The communications center shall be reasonably secure from physical attack and sabotage. It must also insure the security and delivery of services by including emergency power as part of the security of the functions.

ANALYSIS: It is important that the communications center be secure from the standpoint that persons cannot wander into the area and possibly take over the nerve center of the law enforcement agency. It should be placed in an area of the building structure so that interference is limited. Un-interruptible power supplies and power generation must also be part of the establishment of this center.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

See standard 36. 13

Identification of Emergency Power (Generator) and other safeguards for the system, tower, cables, etc…

36.16 DISPATCHER TRAINING (Time Sensitive)

A written directive requires that employees of communication centers receive annual training as required and defined in Missouri State statutes and administrative law.

ANALYSIS: It is important that the employees of the communication center receive training on annual bases to ensure that their knowledge and skills are improved upon to ensure professional, prompt, and reliable service for the agency(s) and the community(s) they serve. This training will also aid in legal actions taken against the agency for issues of failure to train and wrongful acts.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted in they exist

Copies of Training Rosters, Lesson Plans, Training Record and annual retraining as prescribed by law and agency policy or POST Certificates

36.17 RADIO COMMUNICATIONS

The agency has a written directive that establishes procedures for radio communications to and from patrol officers and specifies those circumstances requiring such communication by patrol officers.

ANALYSIS: In today's society the availability of radio communications is a necessity for the patrol officer. Operations are more efficient and effective and officer safety is enhanced, when dispatchers, supervisors, and fellow officers know the status of officers, their locations, the nature of the case, call, or incident they are responding to. Officers should be required to communicate with dispatchers upon arrival at an incident scene, when a vehicle or pedestrian stop is made, when available for service, and so on. The information provided by the officer on vehicle and pedestrian stops should include location of stop, vehicle make, license plate number, number of occupants, and any other identifiable characteristic. When stopping pedestrians the number of persons stopped and the circumstances of the stop should be relayed prior to acting.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

CHAPTER 37

COURT RELATIONS

Criminal justice system works only when there is good cooperation between the different components of the system. The courts are a very important component of that system and the agency should recognize the desires and needs of the court systems and address them whenever possible to keep the lines of communications open.

37.1	COURT RELATIONS

The agency has a written directive that promotes the relationship between the courts and the law enforcement agency. Written guidelines are set forth for warrant application procedures, bonding procedures, security in the courtroom, and for court officials during court proceedings and the handling of prisoners during these proceedings.

ANALYSIS: In many small departments it is often necessary for a member of the agency to act in the capacity of a court clerk or other part-time court official and for officers of that agency to provide security for the courtroom. To eliminate conflicts a procedure should be established describing the duties of all personnel involved in working such a combined position within the agency in the court system. A separation between these duties and limits of the authority provided by each position should be established. Guidelines should also be provided to all members of the law enforcement agency for warrant applications, bonding procedures, and other areas in which the agency must work.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of the Court Manual or similar document that demonstrates compliance with the following:

warrant application procedures (copies of warrant application)

bonding procedures (copies of bonds)

Security in the courtroom (copy of security manual, alarms, door locks, photo’s, etc...)

Security for court officials during court proceedings (duress alarms, separate exits, telephones, radio’s, etc…)

Handling of prisoners during these proceedings (holding areas, handcuffs, etc...)

CHAPTER 38

LAW ENFORCEMENT SPECIAL UNITS

Volunteers have been recognized as one of the largest untapped resources available to public safety agencies. It is advisable that every agency look at the potential for the use of volunteers to allow full-time paid employees to do the more conventional law enforcement tasks. One such volunteer program is that of law enforcement explorer posts.

EXPLORERS

The agency has a written directive that establishes assignment of personnel to the law enforcement explorer post as a liaison and describes the programs in which the post will be involved. This policy shall establish the requirements for becoming a member of the explorer post, the types programs provided, and how they are to be administered. Further it shall include dress codes, limits of authority, restrictions for the use of equipment and the assignment of commissioned personnel to the post along with their duties and responsibilities.

ANALYSIS: In dealing with young adults, it is important that they be aware of the goals that are to be achieved and what their responsibilities and duties are in this program.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO or other assignment orders

Copy of Training Rosters, Lesson Plans, Training Records, Photos, or a combination thereof that demonstrates compliance with the standard.

POLICE ACADEMICS

The agency has a written directive that establishes the assignment of personnel to the citizen police academy post as a liaison and describes the programs in which the post will be involved. This policy shall establish the requirements for becoming a member of the academy, the types of programs provided, and how they are to be administered. Further it shall include dress codes, limits of authority, restrictions for the use of equipment and the assignment of commissioned personnel to the post along with their duties and responsibilities.

ANALYSIS: In dealing with civilians, it is important that they be aware of the goals that are to be achieved and what their responsibilities and duties are in this program.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copy of TO or other assignment orders

Copy of Training Rosters, Lesson Plans, Training Records, Photos, or a combination thereof that demonstrates compliance with the standard.

CHAPTER 39

MISSOURI SPECIFIC STANDARDS

This Chapter relates to unique standards that arise from federal, state, or administrative actions that in their enactment causes action by Missouri law enforcement agencies.

CONCEALED CARRY OF WEAPONS BY CITIZENS

The agency has a written directive that defines procedures regarding the state of Missouri’s concealed carry of weapons law.

ANALYSIS: This department policy shall provide clear direction to address officer safety and department procedure in addressing this enabling statute.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating compliance with the standard and the agency policy

CCW FOR FULLTIME OFFICERS (PL#108-277 Federal Law)

The agency has written directive that defines procedures regarding Public Law #108-277, Federal Law relating to concealed carry of weapons by fulltime licensed and commissioned active law enforcement officers.

ANALYSIS: This department policy shall provide a clear course of action in addressing Public Law #108-277 “Federal Law”.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating compliance with the standard and the agency policy

CCW FOR RESERVES OFFICERS (PL#108-277 Federal Law)

The agency has a written directive that defines procedures regarding Public Law #108-277 Federal Law relating to concealed carry of weapons law by licensed and commissioned reserve law enforcement officers.

ANALYSIS: This department policy shall provide a clear course of action in addressing Public Law #108-277 “Federal Law”.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating compliance with the standard and the agency policy

CCW FOR RETIRED OFFICERS (PL#108-277 Federal Law)

The agency has a written directive that defines procedures regarding Public Law #108-277, Federal Law relating to concealed carry of weapons law by retired law enforcement officers.

ANALYSIS: This department policy shall provide a clear course of action in addressing Public Law #108-277 “Federal Law”.

Recommended Documentation:

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating compliance with the standard and the agency policy

AGENCY IDENTIFICATION CARDS FOR ACTIVE, RESERVE, & RETIREES

The agency has a written directive that establish identification cards for active, reserve, and retirees. This directive shall at a minimum address the card design standards and issues process along with the renewal process.

ANALYSIS: This directive shall mandate the use of identification cards for active, reserves and retirees. The directive shall clearly define the ID card design. The directive shall clearly define the issuing process along with revocation and renewal process.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating compliance with the standard and the agency policy

DOMESTIC VIOLENCE

The agency has a written directive that sets out the process in addressing Domestic Violence calls for service.

ANNALYSIS: This directive shall at a minimum include the policies set forth in Missouri statutes regarding law enforcement’s responsibilities so mandated by Missouri law.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating compliance with the standard and the agency policy

Copies of Missouri Statutes and Agency policy mirroring the same

Include copies of all aspects of the agency policy that minimally includes compliance with Missouri State Statutes for all years of the cycle

Asset/Criminal Forfeiture: State and Federal

The agency has a written directive containing comprehensive policy and procedures for asset/criminal forfeitures. The policy shall address RSMo chapter 195 Drug Forfeitures; RSMo 513.600-607 Criminal Activity Forfeiture Act; and Drug Forfeitures – Federal level (21 U.S.C. 853)

ANNALYSIS: This directive shall at a minimum include the policies set forth in Missouri statutes as well as Federal Statutes regarding law enforcement’s responsibilities so mandated by Federal Law and Missouri law.

Recommended Documentation: (multiple requirements)

CSSR completed as an index to the file

Current written directive appropriately identified and highlighted

Copies of documentation demonstrating compliance with the standard and the agency policy as it pertain to Asset forfeitures and Seizures on both a State level as well as a Federal level.