Commanders Desk Reference

Question 1

How often should the Commander make every effort to carry out at least one of the following:

Conduct a sergeant or officer Ride-Along,

Contact and or visit member off duty due to injury or illness.

Celebrate successes of employees.

Conduct self-reflection on leadership skills, make self accessible, manage by walking around, visit
Special Duty.

Complete facility “Walk Around.”

Etc.

Answer 1

Daily

Question 2

How often does the CHP 230, Transmittal Record, get processed to Fiscal Management Section (FMS), Cashiering Unit?

Answer 2

Every Thursday (end of business), or when either $1,000 in cash is received, or $10,000 in cash, checks or money orders, and warrants (excluding state warrants and state checks) is received.

Question 3

How often does the Commander need to check on Area’s compliance with desired (how many day?) availability of Traffic Collision Reports.

Answer 3

Weekly

8 day

Question 4

How often does the Commander need to ensure all reports generated in Blue Team/IAPRO are completed within the set time frames and
forwarded to the next level of review.

Answer 4

Weekly

Question 5

How often does the Commander need Ensure correspondence and staff projects are on schedule by reviewing deadlines and the length of time projects have been “in progress.” Notify Division, in advance, if staff projects or correspondence will not be completed by agreed upon no later than dates.

Answer 5

Weekly

Question 6

How often does the Commander need to ensure special duty personnel attend briefings at some point during their regular shift.

Answer 6

Weekly

Question 7

How often does the Area’s emergency power generator get tested?

Answer 7

Weekly.
Telecommunications Section provides on-site maintenance for emergency generators. Generators are programmed to exercise a self-test weekly.

Question 8

As established by Division procedures, how often does the Commander need to submit required items for the Week Ahead Report. This report contains items to be forwarded from CHP Headquarters to Agency advising of departmental
actions having an impact on state government or which may create media attention.

Answer 8

Weekly.

Question 9

How often should the Commander assign sergeants to monitor one day of an officer’s activity by gathering all relevant documents and then auditing them to ensure all times, activities, etc., match and are in compliance with
departmental policies and procedures.

Answer 9

Monthly. This would apply to one officer, per sergeant, per month.

Question 10

How often does the Commander need to audit the Automotive Technician’s daily monitoring and reporting of gasoline usage to ensure accuracy and reporting of any shortages.

Answer 10

Monthly. Note: Pilferage is a concern; however, an undetected leak in gasoline
storage tanks could result in expensive repairs and clean up costs. Review the FleetFocus system
report. (Access to the report can be obtained through channels to the commander of Fleet Operations Section.)

Question 11

While not required, it has been shown to be a good management practice to conduct an inventory of
laptop computers how often?

Answer 11

Monthly, to ensure lost or damaged laptops are promptly reported.

Question 12

The CHP 71, Attendance Report, is due?

Answer 12

No later than the close of business on the fourth working day after the end of the pay period.

Question 13

When do the CHP 97, Monthly Inventory Control Replacement Vehicle Identification Number (VIN)
Plates (Pre-Numbered), and CHP 97A, Monthly Inventory Control Replacement VIN Plates (Blank Un-Numbered), forms need to be sent to Field Support Section (FSS)?

Answer 13

No later than the 10th working day of the following month.

Question 14

What do you do with damaged VIN replacement VIN plates?

Answer 14

Damaged plates are to be cut in thirds and sent by US Mail to FSS, with the required monthly reports.

Question 15

How often does the Commander need to audit the security of VIN plates to ensure only authorized personnel have access.

Answer 15

Monthly

Question 16

What are some issues with not ensuring CHP 100, Officer’s Evaluation/Activity Summary, forms are processed in a timely manner each month?

Answer 16

Late review of the CHP 100 forms by supervisory and management staff and late return to the officer
creates problems when dealing with substandard behavior. Additionally, officers should be provided
with prompt feedback on exceptional performance.

Question 17

Besides the Area supervisor, where shall, and how shall the CHP 100E be routed?

Answer 17

The completed CHP 100E or a legible copy or reproduction (faxed copies are not permitted) shall be forwarded to Division by the fifth working day following the reporting period. Negative reports shall be submitted. The original CHP 100E shall be retained in Area files for one year.

Question 18

What is the CHP 100E, and when shall it be submitted?

Answer 18

It is the monthly reporting document for the School Pupil and Farm Labor Transportation Officer. It shall be submitted to a supervisor not later than the first working day of
the subsequent month.

Question 19

What are the issues with not ensuring CHP 112, Management Summary, forms are processed in a timely manner.

Answer 19

Late submission of CHP 112 forms by management and late return of the forms to the sergeants causes problems
when dealing with substandard behavior. Additionally, personnel should be provided with prompt
feedback on exceptional performance.

Question 20

Ensure a process exists to identify when an employee’s annual performance appraisal is due. When are employee’s 118’s due?

Answer 20

Due dates are within 30-days after the employee’s anniversary date.

Question 21

The CHP 121D, Injury/Illness Status Report, documenting employees off-duty or on limited duty due to occupational injury/illness, shall be forwarded to Division by?

Answer 21

The 10th of the subsequent month.

Question 22

Areas shall submit the CHP 136E, Vehicle Theft Report, monthly to Division by when?

Answer 22

No later than the 10th of

the subsequent month. Negative reports are required.

Question 23

Ensuring monthly shift schedules are completed and posted by locally established NLT dates not only is instrumental in the smooth operation of the Area. It also?

Answer 23

Assists officers and sergeants in planning their personal lives and ensures good labor relations.

Question 24

When is the CHP 300A, Asset Forfeiture Summary Report due to Division.

Answer 24

By the 10th day of the subsequent month.

Question 25

How often does the Commander review the CHP 309, Asset Forfeiture Log, for accuracy, logging of cases, and reporting of asset disposition. Ensure supervisors are involved in asset forfeiture seizures. Commanders may desire to establish a local process to assist in the monitoring of this program.

Answer 25

Monthly

Question 26

What shall the commander review the monthly CAL-Card expenditures for?

Answer 26

Verification of preapproval and | compliance with departmental policies and procedures.

Question 27

Once approved, what shall the commander do after reviewing the monthly CAL-Card expenditures?

Answer 27

Sign the CHP 317, and return the paperwork to the cardholder’s supervisor for forwarding to the Division approving official.

Question 28

Commanders shall/should ensure uniformed employees are entering their CHP 415's daily into the Automated system. Additionally, the 415 Dates Missing Report lists all outstanding 415's for each uniformed employee. Commanders shall/should review this report and ensure all 415's are entered accordingly.

Answer 28

SHALL SHALL

Question 29

A CHP 729, Uniform Crime Report, shall/should/may be completed for every reportable offense.

Answer 29

SHALL

Question 30

What is done with the CHP 729 upon completion?

Answer 30

The completed CHP 729 shall be forwarded to the designated Area or Division office personnel for review and processing.

Question 31

Quarterly, monthly, or weekly; The Commander ensures a CHP 735, Incident Response Reimbursement Statement, is prepared for each arrest meeting the recovery criteria. It is recommended an Area log (CHP 735A, Case Log – DUI Cost Recovery Program) be utilized to track submission of these forms.

Answer 31

Monthly

Question 32

Commanders shall/should monitor (how often?) the STD 634, Absence and Additional Time Worked Report, to ensure there is no pattern of sick leave usage in conjunction with Regular Days Off. Such a pattern could be indicative of other problems. When necessary, counsel employees and document the counseling.

Answer 32

Should Monthly

Question 33

Commanders should schedule ride-alongs with sergeants and officers each month. Advanced scheduling will ensure adequate time is set aside for this function. What is the purpose of these ride-alongs?

Answer 33

Ride-alongs provide managers with the opportunity to interact with supervisors and officers in an informal setting, thereby developing open lines of communication and mutual trust.

Question 34

As warranted on a case-by-case basis, what should the Commander do for an injured employee?

Answer 34

Contact or visit personnel off-duty due to injury or illness.

Question 35

Commanders should ensure they meet how often with the Unit 5 Area Representative and any other job stewards working in their command?

Answer 35

At least monthly. Area Representatives and job stewards should also be invited to attend a portion of the command staff meetings to update these employees on the status of personnel issues and other items of mutual concern.

Question 36

When should contracts be approved?

Answer 36

Ensure contracts are approved prior to the commencement of services.

Question 37

When should contract amendments be submitted.

Answer 37

Ensure contract and/or contract amendment requests are submitted in advance to allow adequate time for processing documents prior to commencement of services.

Question 38

What are considerations Commanders must evaluate when monitoring contracts on a monthly basis?

Answer 38

Monitor contract activity and expenditures to avoid cost overruns and/or the need for continuing the service after the expiration of the contract period.

Question 39

Although not required by policy, this is good management practice that should be evaluated on a monthly basis. This is not a question, just read the answer.

Answer 39

Identify needed equipment items and place in suspense for inclusion in the next fiscal year’s budget preparations. Also, remind staff to routinely identify required equipment items and add to command’s “Wish List” for upcoming budget year. January is an excellent time to begin putting together the following year’s budget “package."

Question 40

When does the Leave Balances Report get sent?

Answer 40

Transmitted after the monthly data entry cutoff.

Question 41

How is the Leave Balance Report distributed? Discrepancies shall be submitted to PSS for correction.

Answer 41

Copies are sent to each Area, PSS, and the programming support staff. Commanders are to verify and file the report for reference and audit purposes.

Question 42

What shall the Commander do when discrepancies are noted on the Leave Balance Report?

Answer 42

Discrepancies shall be submitted to PSS for correction.

Question 43

How often shall Commanders shall review telephone statements.

Answer 43

Monthly. Reviews should focus on misuse of long distance calls, multiple calls to a specific telephone number, or calls to “entertainment” numbers.

Question 44

Is the use of a telephone log required?

Answer 44

Although not required, commanders wishing to use a telephone log should use the CHP 83, Record of CALNET and Toll; or Cellular Telephone Calls.

Question 45

When shall Overtime Reports, including the Work Period Overtime Reconciliation Report (WPORR), Special Project Overtime Report, Report for Special Projects Codes, Special Pay Report be sent?

Answer 45

The report is transmitted on approximately the 6th working day of the pay period. Commanders are required to review the report to ensure its accuracy.

Question 46

When reviewing patrol vehicle mileage for proper averaging each month, what is the Commander looking for?

Answer 46

Confirmation that the oldest vehicles are being run out on schedule and newer vehicles are not being driven excessively.

Question 47

What is the Commanders responsibilities as they relate to trial by declarations?

Answer 47

Ensure a process is in place to track the receipt of, service of, completion of, and submittal of Trial by Declarations received from local courts. Ensure local courts are obtaining bail deposits prior to completing Trial by Declarations.

Question 48

When conducting quarterly ammunition inspections/audits, what is the Commander ensuring?

Answer 48

Ensure ammunition usage balances with requisitions and that no unexplained shortages are occurring.

Question 49

How much ammunition should be stored at Area?

Answer 49

Ensure adequate, not excessive, ammunition is on hand, for each type of weapon.

Question 50

Can the employee requisitioning ammunition be the same employee that conducts range training?

Answer 50

Policy requires that a separation of duties exists between the person requisitioning ammunition and the person conducting firearms training.

Question 51

Who should be conducting quarterly ammunition audits?

Answer 51

Quarterly audits of ammunition should not be conducted by the person(s) responsible for issuing and inventorying ammunition.

Question 52

When are quarterly status report on all open Asset Forfeiture cases due to Division AFC?

Answer 52

By the 30th of the month following the end of the quarter.

Question 53

How often should complete audits of automotive parts and tire inventories to ensure a 90-day supply is on hand and that usage is consistent with maintenance records.

Answer 53

Quarterly. Additionally, pilferage of automotive parts and supplies is an ongoing concern to the Department.

Question 54

How often Shall commanders audit collections to ensure security is adequate and funds are properly stored in a sealed, initialed envelope prior to transmittal.

Answer 54

Quarterly. And Commanders must also ensure a separation of duty exists between the cashier and the person preparing the transmittal.

Question 55

An important role in the Commander is to audit criminal cases filed as a result of arrests made by officers to ensure investigations are properly completed and reports are professionally written. How should this audit be conducted?

Answer 55

Select a random sampling of arrest reports and track filings through the District Attorney’s (DA) office. Ensure reasons for nonfilings or rejections by DA are adequately justified.

Question 56

Quarterly, the Commander shall audit local felony follow-up procedures to ensure proper assignment, use, and monitoring of the activities of personnel assigned these functions. What other area's should the audit focus on?

Answer 56

The audit should assure the number of officers assigned, their shift hours, their attire, their grooming, and their enforcement tactics are consistent with departmental policies.

Question 57

A minimum of (How Many?) Chapter Inspections will be conducted each calendar year?

Answer 57

Four Executive Management will designate two of the Inspections and Divisions will designate the other two. One Inspection should be conducted during each quarter. The Inspection Checklist and Exceptions Document will be submitted within the required timeframes.

Question 58

How often shall petty cash audits be conducted? And what area's should be focused on?

Answer 58

Conduct surprise audits quarterly of Petty Cash to ensure accurate balance and replenishment. Review purchase receipts and expenditure log for accuracy.

Question 59

The Property Supervisor shall conduct quarterly random audits of evidence and property, the documentation of evidence seized, and the security of evidence rooms and lockers. How are these audits documented?

Answer 59

Document the audit on the CHP 36B, Evidence/Property Log, and in a memorandum, signed by the commander. Ensure evidence is disposed of at the conclusion of court cases

Question 60

What is the process to ensure Area personnel are answering the telephone's appropriately?

Answer 60

Conduct a telephone “courtesy” audit to ensure the command’s telephones are being answered in a professional and courteous manner without excessive delay to the caller.

Question 61

How often shall a review of the CHP 33E, Vehicle Inspection Checklist's, be conducted to ensure inspections of vehicles are being accomplished?

Answer 61

Quarterly

Question 62

The CHP 113, Accident and Injury Report, listing a quarterly and cumulative injury/illness experience, should be completed by the occupational safety coordinator. Where does this report go, and how often?

Answer 62

The report shall be forwarded to the respective Division or Executive Office NLT the 1st day of the 2nd month following the reporting period.

Question 63

Conduct self audit of all CHP 202Ds and submit findings to Division by?

Answer 63

NLT 30th of the month following | the end of the quarter.

Question 64

What is being looked at during the quarterly audit of CHP 215's?

Answer 64

Check CHP 215, Notice to Appear, assignment cards and usage of citation books to ensure officers are signing out books properly and are turning in all citations. Audit voided citations to ensure the proper approval process is being followed and required notification memorandums are generated and distributed.

Question 65

The CHP 320, Public Affairs Activity Key Contact Summary, shall be completed by the Public Information Officer, forwarded to the commander for approval and then forwarded to the Office of Special Representative by?

Answer 65

The 10th of the month following the quarter. A copy shall also be sent to Division.

Question 66

How often shall Commanders Ensure processing and reporting procedures for requests of arrest logs are being followed?

Answer 66

Quarterly

Question 67

Who does the a copy of the completed CHP 520, Area Public Records Act Request Log, get sent to upon completion?

Answer 67

FMS, Cashiering Unit

Question 68

What are the procedures for vendors that prepay for PRA releasable documentation?

Answer 68

Ensure that the command is not requiring payment by authorized prepaid vendors as the vendors have already prepaid FMS; and ensure that in the “Amount Collected” column of the form the note “PP” for prepaid and the number of pages requested (PP-xx) are posted.

Question 69

Quarterly, Commanders should/shall attempt to instigate or facilitate an employee social event (coordinated by employees) to provide an opportunity to “Celebrate Successes” for issuing CHP 2, Incident Report, Shooting Medals, Occupational Safety Awards, etc.

Answer 69

Should In some cases it may be appropriate to accomplish this on an annual basis. When appropriate, the Division chief should be invited to these events and the command’s PIO should secure appropriate press coverage of the event.

Question 70

Commanders should periodically engage in an exercise of self-reflection on their leadership qualities and skills and assess their progress in effectively managing their command.

Answer 70

This “step back and take a look” exercise is beneficial in getting a global overview of the command process and the commander’s ability to influence critical issues facing the command.

Question 71

The commander, in conjunction with member(s) of the Area management team, should/shall make every effort to attend each training day to discuss departmental and local issues with rank-and-file personnel.

Answer 71

Should This also provides a forum to answer questions and receive feedback from employees. The absence of the commander at training days leaves a negative impression on employees.

Question 72

The commander should/shall schedule their attendance at clerical staff meetings and, if applicable, communications center staff meetings.

Answer 72

Should This provides an opportunity for the commander to discuss items of mutual interest with these employee groups.

Question 73

Commanders shall Schedule quarterly Command Occupational Safety Committee (COSC) meetings and Ensure committee members represent a cross section of the command’s employees. When do the meeting minutes need to be sent, and where are they sent?

Answer 73

Submit COSC meeting minutes | to Division within 10 days of the meeting.

Question 74

Quarterly, Commanders should ensure they make personal contact with community groups, school administrators, elected officials, and other traffic safety stakeholders in their jurisdiction (e.g., advocate groups for youth, seniors, minorities). This facilitates the establishment of positive relationships and emphasizes departmental programs and services tailored to the traffic safety needs of each group.

Answer 74

Commanders are encouraged to use the Departmental Overview PowerPoint and Departmental Overview Brochure for this purpose. Both are available for download via the Office of Community Outreach and Media Relations home page.

Question 75

Quarterly, Commanders shall meet with local Traffic Safety Stakeholders, (fire chiefs, allied law enforcement agencies, local emergency medical service (EMS) providers) to discuss scene management concerns and EMS issues. Typically, fire chiefs and EMS providers meet quarterly as a county-wide group.

Answer 75

Attending these meetings provides commanders with the opportunity to discuss items of mutual interest and enhances communications between all emergency responders.

Question 76

Commanders shall ensure all legislative contacts identified within their respective jurisdiction are contacted on a quarterly basis. This would include local legislators, County Supervisors, and City Council members. Whenever possible the commander should/shall personally make the key contact.

Answer 76

Should Additionally, immediately report sensitive issues to Division and/or the Office of Special Representative (OSR) and quarterly complete the Key Contacts Report and send through channels to OSR.

Question 77

How often shall Staff and Field Operations meetings be scheduled?

Answer 77

Quarterly

Question 78

The commander or a designated command management team member shall/should review budget expenditures to ensure budgeted items are purchased during the budget year and non-budgeted items are considered for purchase by using excess funds or redirected funds.

Answer 78

Should Additionally, in emergencies, Division funds may be available.

Question 79

Commanders should monitor radar units to ensure 30-month recertification is completed on a rotating basis. Not only is this CHP policy, what else will this ensure?

Answer 79

Rotating certification prevents an excess of radar units from being out-of-service at one time.

Question 80

Ensure the command follows invoice processing protocols to minimize late payment penalties, loss of cash discounts, and payment delays for both new and prior fiscal year invoices.

Answer 80

Each October, FMS, Accounts Payable Unit, disseminates a Communications Network message to all commands as a reminder of the invoice processing procedures.

Question 81

Ensure a LAN Coordinator is assigned. Ensure passwords are in use and access to the CLETS computer terminals comply with DOJ/CHP policies.

Answer 81

Ensure locally developed software programs comply with HPM 40.73, Information Systems Documentation Manual.

Question 82

Ensure policies concerning use of departmental email systems are incorporated into the command’s SOP and are consistent with departmental policies.

Answer 82

The departmental Information Security Officer shall be contacted for suspected Internet misuse. For all other suspected computer or email misuse, contact Information Management Division's Computer Crimes Investigation Unit for assistance.

Question 83

Ensure destruction orders for seized weapons are properly carried out and weapons are shipped where, for destruction?

Answer 83

The Academy This process should be reviewed quarterly to ensure weapons are not being kept for an inordinate amount of time in evidence.

Question 84

Review command personnel roster to ensure all information is up-to-date and reflects current command status.

Answer 84

Rosters are best updated in conjunction with transfer and promotion cycles.

Question 85

T/F: Recruitment and mentoring programs require the oversight of commanders to ensure goals are being met and programs are being effectively utilized.

Answer 85

True

Question 86

Commanders shall review reimbursable services contracts to ensure proper billing and payment.

Answer 86

This will assist with sound fiscal management of the command’s contractual obligations. Review all current contracts. Ensure work is being completed as agreed upon and that pending renewal dates are acted upon. Review all current X number contracts.