Complaint Process

Question 1

Day to day supervision?

Answer 1

• Advisory in nature related to job performance.
• Documented in working file
• not applicable for repeated violations of minor policy and citizen complaints.
• held in working file for one year from date of occurrence

Example- employee turns in report missing details. Supervisor returns report to employee and coaches them in what needs corrected. This is an appropriate item to document in a working file as day to day supervision.

Question 2

Verbal counseling/letter of instruction?

Answer 2

VC and LOI are informal steps in the corrective action process and are advisory in nature.

VC and LOI should be used to address minor policy violations and performance issues that have not been remediated through day to day or a performance improvement plan.

VC and LOI associated with complaints, use of force, pursuits, damage to state property shall be retained with OPS.

Example: trooper subpoenaed for traffic violation and forgets to attend- with no like or similar documented- this would be appropriate for verbal counseling

Question 3

Squad level-

Answer 3

Complaints involving OSPOA members can be squad level or formal.

Squad level is an expedited personnel investigation associated with minor policy violations or performance issues that have not been remediated through day to day supervision.

Squad level complaints involve complaints that, if sustained, would result in a letter of instruction, counseling or verbal reprimand.

Question 4

Verbal reprimand

Answer 4

1st step in formal corrective action.

Warns employee that continued like or similar will result in more severe corrective action.

Example: employee missed court and had previously missed it court three months prior and received VC.

VR must be documented on a department complaint form and forward through COC to OPS

Question 5

Formal complaints

Answer 5

Complaints that if true would result in corrective action as a written reprimand, economic sanction or termination.

Associated with major misconduct or repeated conduct where employee has previously been coached or disciplined.

Question 6

Determining squad level or formal?

Answer 6

1. Check with OPS to determine like or similar.
2. Assess complaint (review available materials and talk to witnesses)
3. Categorize as squad or formal
4. Confirm with OPS or region captain before beginning investigation

Question 7

Process for squad level

Answer 7

Complete evaluation process to determine squad or formal.

1. Receive complaint and document on personnel complaint form
2. Provide employee with copy of complaint form and proposed level of corrective action if allegations true
3. Employee may stipulate, waive process and accept proposed level of corrective action. If not stipulated investigation ensues. If interview is necessary, employee has reasonable amount of time for union rep.
4. Upon completion a brief summary of conclusions regarding each allegation will be provided with A disposition for each allegation
5. Lead workers shall only be permitted to administer informal corrective action (VC or LOI). Verbal reprimands are administered by supervisors.

Question 8

Employees who receive corrective action under squad level complaints shall receive it within?

Answer 8

60 days from date department is made aware of complaint.

Question 9

Formal level personnel investigations

Answer 9

1. Investigated by supervisor (LT and above).
2. Contact OPS to determine range of corrective action that may be considered if conduct true
3. On a case by case basis a lead worker can be assigned as investigators. Approval for this shall come from captain or OPS.
4. Investigator can be finder of fact if they were not a material witness in any manner. Finder if fact can be assigned to another supervisor on case by case basis with approval by ops.