203 Written Directive and Official Correspondence

Question 1

The Sheriff, Chief Deputy, Administrative Major, Enforcement Major, General Counsel, Public/Media Relations Director, and Personnel/Finance Services Section Director.

Answer 1

Command Staff

Question 2

A computer-based method of storing, disseminating, and accessing written directives. Dissemination may be through the mainframe computer terminals or CD’s for use in stand-alone desktop computers.

Answer 2

Computerized Written Directive System

Question 3

Any written document, issued by competent authority used to guide the performance or conduct of agency members. The term includes policy, procedures, post orders, personnel orders, and memoranda.

Answer 3

Written Directive

Question 4

An act or course of action required by position, law, or custom. A service, function, or task assigned to a member.

Answer 4

Duty

Question 5

To table, file, or catalog. Alphabetized listing of names, places or subjects to simplify reference.

Answer 5

Index

Question 6

An official communication through approved channels generally used to clarify, inform, direct, or inquire within the Sheriff’s Office. A Memorandum does not create or alter a policy of the Sheriff’s Office unless issued by the Sheriff or designee.

Answer 6

Memorandum

Question 7

Informational reports prepared or approved by a general counsel and distributed to all affected personnel that are intended to provide interpretations of case laws, legislation, etc.

Answer 7

Legal Bulletins

Question 8

A collection of written instructions detailing recommended procedures contained in notebook or electronic format.

Answer 8

Manual

Question 9

A written directive approved by the Sheriff referring to the adoption or revision of practice or procedure affecting more than one organizational component of the agency for the indefinite future.

Answer 9

Policy and Procedure

Question 10

A Lieutenant or above from each Division, General Counsel, Quality Assurance and Accreditation Sergeant, and others designated by the Sheriff to review written directives prior to their implementation and distribution.

Answer 10

Policy Review Committee (P.R.C.)

Question 11

Written directives describing the unique responsibilities of unit personnel and the specific procedures relating to the operation and organization of that unit. ________ do not supersede or alter a Policy and Procedure. {CFA 3.01}

Answer 11

Post Orders

Question 12

Broad statements of agency principles issued by the Sheriff. _______________ provide a framework for the development of written directives. {CFA 3.01}

Answer 12

Policy Statements

Question 13

Any member, with specific subject knowledge, designated to review the written directive, form, or other item required by the agency. The review is to ensure the subject complies with all applicable legal, accreditation, current law enforcement standards, and meets the agency’s need. The ____________ shall be designated by a Captain or above.

Answer 13

Subject Matter Expert (S.M.E.)

Question 14

Written communication about matters affecting the overall operation of the Sheriff’s Office, or any component, which requires explanation or clarification.

Answer 14

Training Bulletins

Question 15

Who is authorized to complete a memorandum?

Answer 15

Memorandums may be prepared by any member of the agency using approved forms (see policy appendix 203.0b Example Memorandum).

Question 16

Is it necessary to number/cross index memorandums?

Answer 16

Numbering and cross indexing of Memorandum is not necessary.

Question 17

All Memorandum shall be forwarded via chain of command to the person to whom they are addressed. How does each person in the chain acknowledge their review of the document?

Answer 17

Each person in the chain of command shall acknowledge review by initialing the memorandum and attaching comments, if necessary.

Question 18

Who prepares agency legal bulletins?

Answer 18

Legal Bulletins shall be prepared or approved by the General Counsel, and distributed by the Quality Assurance and Accreditation Unit. {CFA 3.01}

Question 19

How are legal bulletins maintained?

Answer 19

A subject index, cross referenced by number, shall be maintained and available to all personnel as legal bulletins are updated.

Question 20

How frequently shall General Counsel review all Legal Bulletins to ensure all superseded or revised bulletins are updated.

Answer 20

Annually

Question 21

Where are all original legal bulletins stored?

Answer 21

All original legal bulletins shall be maintained by the Quality Assurance and Accreditation Unit in a historical file as a permanent record.

Question 22

What is the proper format for external written correspondence?

Answer 22

1. Must be over the name of the Sheriff

2. Followed by the signature of the member preparing the correspondence (see policy appendix 203.0a Example Letter).

Question 23

Who must review any external correspondence prior to it being submitted for delivery?

Answer 23

All external correspondence must be approved by persons holding the rank of Lieutenant, equivalent, or above.

Question 24

How is all external correspondence memorialized?

Answer 24

A copy of all written correspondence shall be either:

(1) . Forwarded to Records for inclusion in the respective case file or;
(2) . Retained by the originating component, in compliance with F.S.S. 119.

Question 25

Can Sheriff’s Office letterhead, official envelopes, or the agency mailing address be used for personal or private correspondence?

Answer 25

No, it SHALL NOT be used for personal/private correspondence.