GO 03 WRITTEN DIRECTIVE SYSTEM Flashcards
1
Q
______any written document (issued in either paper copy or electronic format) used to guide or affect the performance or conduct of the Jacksonville Sheriff’s Office (JSO) employees. The term includes: employee contracts, Civil Service Rules and Regulations, Federal law and Florida State Statutes (F.S.S.), Jacksonville Municipal Ordinances (M.O.), policies, procedures, rules and regulations developed by the Sheriff’s Office.
A
Written Directive
2
Q
_______-An organized set of written directive components, each with its own function, which provides employees with a clear understanding of the constraints and expectations relating to the performance of their duties. The __________ includes statements of Sheriff’s Office policy and procedures for carrying out agency activities, and rules and regulations for employees. The ________ serves as a foundation on which employees can base their judgment and discretion in carrying out their duties._______ is not intended to cover every situation that may arise in the discharge of employees’ duties.
A
Written Directive System
3
Q
The primary components of the Written Directive System are:(12)
A
- General Orders;
- Operational Orders;
- Corrections Operational Orders;
- Unit Procedures;
- Duties and Responsibilities;
- Field Reporting Manual;
- Community Policing Manual;
- All Hazards Manual;
- Personnel Orders;
- Memoranda;
- Employee Contracts; and
- Academy Rules and Regulations.
4
Q
______Directives establishing policy, procedures, rules and regulations affecting all JSO employees.
A
General Orders
5
Q
_______Directives establishing policy, procedures, and rules and regulations affecting specific JSO employees.
A
Operational Orders
6
Q
______Directives establishing policy, procedures, and rules and regulations for the effective management of personnel, inmates, programs and daily activities, as well as guidelines for the security and operations of Department of Corrections (DOC) facilities.
A
Corrections Operational Orders
7
Q
_______Term meaning General Order or Operational Order.
A
Order
8
Q
_______Procedures applying only to a particular Unit.
A
Unit Procedures
9
Q
______Directives that describe the duties and responsibilities for every position within the Sheriff’s Office.
A
Duties and Responsibilities
10
Q
______Directives designed to provide affected personnel with a concise set of instructions regarding the completion of Sheriff’s Office reports.
A
Field Reporting Manual
11
Q
_____Formal documents prescribing policies, rules, regulations, and procedures relating to All Hazards.
A
All Hazards Manual
12
Q
____An announcement of changes in the status or assignment of personnel.
A
Personnel Order
13
Q
______A written document, which conveys a policy and/or procedure change. The ____ references the directive in which its contents will be incorporated. If no expiration date is on the _____, it will expire 30 days from the date of issuance.
A
Memorandum
14
Q
_____Those agreements entered into by both the City of Jacksonville and the bargaining units acting on behalf of the JSO employees.
A
Employee Contracts
15
Q
_____An approved set of rules and regulations, which are applicable for personnel attending training at the Academy’s training venues. These rules may, at times, be more strict than existing General Orders and Operational Orders when there is a need to instill discipline during training, ensure officer and attendee safety, and enhance the overall training mission of JSO.
A
Academy Rules and Regulations
16
Q
_____Written documents (issued in either paper copy or electronic format) which are not part of the Written Directive System but are informational in nature and deal with such topics as law changes, crime analysis, intelligence, Sheriff’s Office events, etc.
A
Bulletins (Legal, Intelligence, or Information)
17
Q
Information Bulletins or emails ______ be used in place of a Memorandum when policy or procedure is being newly written or revised.
A
MAY NOT
18
Q
_____All reports and documents, new or revised, used throughout the JSO.
A
Forms
19
Q
____An approved method to perform a specific task or function for either a basic, advanced, or specialized assignment.
A
Training Manuals
20
Q
General Orders, Operational Orders, and Corrections Operational Orders are approved and issued by the ____ to all affected employees. These Written Directives will be issued in ____ format unless otherwise specified.
A
Sheriff, electronic
21
Q
Unit Procedures, if applicable, that do not affect other divisions are approved by the appropriate _________, and are not required to be reviewed by the _____________). An electronic copy of the Unit Procedure will be forwarded to the Accreditation Unit.
A
Department Director, Directive Review Committee (DRC
22
Q
Duties and Responsibilities directives are approved by the affected ____ and are available to all employees. These Written Directives will be issued in electronic format. An electronic copy of the Duties and Responsibilities will be forwarded to the ______.
A
Division Chief, Accreditation Unit
23
Q
Personnel Orders shall be prepared and issued only at the direction of ______. The Director of Personnel and Professional Standards shall sign all Personnel Orders. Personnel Orders are distributed to _______. These orders will be issued in electronic format unless otherwise specified.
A
the Sheriff, all units
24
Q
Memoranda shall be issued at the following levels of command and affect only those employees directly subordinate to the issuing authority:
A
- Sheriff, Undersheriff, and
2. Department Directors.
25
Manuals such as the ________ and All Hazards Manual shall be approved and issued in electronic format.
Field Reporting Manual
26
_________ are binding when representatives from both the ______ and the bargaining unit, at the appropriate level, with the authority to commit to the provisions of the agreement, agree to the provisions contained therein and sign the agreement. After the contract is accepted and signed, it will be made available to affected employees.
Employee contracts, City of Jacksonville
27
Academy Rules and Regulations are approved by ____ and issued under the authority of the ___________ by the Director of the Northeast Florida Criminal Justice Training and Education Center.
DRC, Director of Personnel and Professional Standards
28
It is the policy of the Sheriff's Office that only ______ has the authority to issue, modify, or approve Sheriff's Office Written Directives. In the event of his absence, the _______ shall act on behalf of ________.
the Sheriff, Undersheriff, the Sheriff
29
Written Directives shall be stated precisely and positively with ______ accuracy.
grammatical
30
Any directive that rescinds, supersedes, or amends another directive, which was not self-canceling, shall contain a ________ to the affected directive.
reference
31
No directive shall rescind, supersede, or permanently amend a directive of ________.
a higher class
32
Written Directives issued at any level of command shall not conflict with established policy or procedures directed by _________.
a higher authority
33
All suggestions for Written Directives or new or revised forms shall be routed to the _______________, which acts as a clearinghouse to ensure that all directives or forms are compatible and in proper form prior to review by DRC.
Professional Standards Division – Accreditation Unit,
34
New and revised forms that require a __________ are reviewed and approved by DRC.
Publication Number (P-number)
35
The submitting party shall request an electronic version of the Written Directive to be revised from the _________. In a draft form, the suggestion for a new or revised policy or procedure shall be submitted through _________ for review and comments.
Accreditation Unit, the chain of command
36
General Order, Operational Order, and Corrections Operational Order suggestions shall culminate at the __________, or higher authority as applicable.
Department Director’s office,
37
Unit Procedures suggestions shall culminate at the appropriate ____________.
Department Director's office
38
Duties and Responsibilities suggestions shall culminate in the appropriate ___________ and Field Reporting Instructions suggestions will culminate in the ________.
Division Chief's office Chiefs of Patrol's offices.
39
After approval of the appropriate final party, both the hard copy and an electronic version shall be routed to the ____________ for formatting for DRC review.
Accreditation Unit
40
____ is a staff committee charged with the formal review and approval of General Orders, Operational Orders, Corrections Operational Orders, Unit Procedures (if applicable), Report Writing Instructions, and Sheriff’s Office forms. ____ meets on a weekly basis or more frequently if needed. The Committee recommends whether the suggestions should be accepted as written, are in need of modification, or are to be rejected. The Committee also makes recommendations to _____ concerning the need for additional directives. Upon approval from the ____, Written Directives will become effective ____ days after issuance.
DRC, DRC, the Sheriff, DRC, seven
41
A quorum of _____ of the assigned members is necessary to convene the Committee. At the discretion of the ______, a quorum may be recognized when members not able to be present have submitted their comments to either the chairperson or the _____ prior to the Committee meeting.
one-half, chairperson, Accreditation Unit
42
The _______ may call emergency meetings when necessary.
Committee chairperson
43
The Accreditation Unit, acting as a staff resource to the _____, finalizes Written Directives, codifies, obtains final approval from the Sheriff or designee, obtains signatures, and prepares requests for printing or electronic dissemination. In addition, the ______ maintains a master and historical file of all directives, when necessary.
DRC, Accreditation Unit
44
As needed, but at least _____, all General Orders, Operational Orders, Corrections Operational Orders, Unit Procedures, and Duties and Responsibilities will be reviewed by the appropriate ______ or designee who will recommend revisions (if necessary) to existing Written Directives. These reviews are intended to keep existing Written Directives current and comply with accreditation standards. Documentation of this review will be forwarded to the _______ prior to the end of the calendar year.
annually, Division Chief, Accreditation Unit
45
Under emergency circumstances, a ______ affecting a policy or procedure change may be issued at the direction of the Sheriff. Within ____ of its issuance, the contents of the ______ shall be incorporated into a General Order, Operational Order, or Corrections Operational Order as referenced in the ______, if needed.
30 days, memorandum, memorandum, memorandum
46
General Orders and Operational Orders will have ____ format.
the same
47
A header on the first page will list:
a. The type of the Order (General Order or Operational Order);
b. The number used to codify the Order;
48
General Orders will be codified by using consecutive ____ expressed as Roman Numerals followed by a decimal point. After the decimal point, there will be a _______, which will indicate the revision number.
numbers, zero or a positive integer
49
Example: II.00 - General Order II, _______)
| Example: III.02 - General Order III, ______
never revised
| revised twice
50
Operational Orders will be codified by using three, single or multiple digit numbers with the first two numbers separated by decimal points. The first number represents ______ of the Order; the second number represents _______; and the third number represents _____ the Order has been revised. Numbers are assigned by the Accreditation Unit.
the major subject, related subject matter, the amount of times
51
Example: 15.06.00 - Traffic Stops, ____)
(Example: 15.07.02 - Impaired Driver procedures, _____)
(Example: 10.02.00 - Missing Persons, ______);
no revisions
revised two times
no revisions
52
The scope (to whom the Order applies) of the Order by ____ designator;
letter
53
(1) “C” - _______,
(2) “P” - _______,
(3) “R” - __________,
(4) “S” - __________.
Corrections
Civilians
Reserve Police Officers
Sworn Police Officers (includes Certified Bailiffs, Deputy Sheriff)
54
A directive release number (1, 2, or 3) will be added to the right of the _______ designator, to designate the level of redaction prior to releasing an Order to the public.
scope letter
55
___-Nothing in the Written Directive is to be released.
1
56
___-Prior to release, portions of the Written Directive must be redacted after review of the_______.
2
| Legal Advisor
57
___-Nothing in the order needs to be redacted and it can be released without any modifications.
3
58
A brief policy and/or _____ statement will introduce the Order.
purpose
59
A list of major articles contained within the Order will follow the policy/purpose statement. In addition to the index, this list offers a _______ of subjects covered by the Order.
quick reference
60
The ________ of the Order shall be presented in paragraph form and written under major article names applicable to the subject matter.
subject matter
61
A __________ format shall be followed in the development of detail within the Order. An example of a “sentence outline” is contained herein.
“sentence outline”
62
Space shall be provided at the conclusion of the final page of the Order for the ________.
Sheriff's signature
63
Corrections Operational Orders and Corrections Duties and Responsibilities will follow a similar format:
1. A header on the first page will list
2. A brief policy and/or purpose statement will introduce the Order.
3. A list of major articles contained within the Order will follow the policy/purpose statement.
4. The subject matter of the Order shall be presented in paragraph form.
5. The last page of the Order will contain appropriate references to applicable forms and reference material.
64
Unit Procedures will follow the same format for subject matter as ______and________.
General Orders and Operational Orders
65
The first page of a Unit Procedure directive will use a _____. The_______ will be completed with the required information (i.e., subject, effective date, Division/Unit, and number). The subject matter will begin starting with a Purpose statement.
header, header
66
Each Unit Procedure shall use a ______ numbering system to refer to individual inserts.
consecutive
67
The numbering system shall include a reference to the ______,______,or______, as listed below; the number of the directive followed by a decimal point; and a number designating the amount of revisions of the directive.
Division, Section, or Unit
68
Administration (Sheriff through Assistant Chief and Executive Secretary) - ______);
(ADM)
69
Investigations Division - _____
(INV);
70
Services Division: (10)
a) Communications (COM);
(b) Identification Unit (ID);
(c) Property and Evidence Unit (PEU);
(d) Courthouse (CRT);
(e) Records Unit (REC);
(f) Data Input (DATA);
(g) Copy Center (CC);
(h) Public Counter (PUB);
(i) Warrants (WAR); and
(j) Civil Unit - (CIV).
71
Community Affairs Division - _____
CAD);
72
Budget and Management Division - ____
(BUD)
73
Internal Unit - _____;
(IAS)
74
Narcotics and Vice Section - _____;
(NVS)
75
Homeland Security – (HOM);
(HOM)
76
Personnel Division - _____;
(HRD)
77
Intelligence Unit - _____
(INTL);
78
Training Center - ______
(ACAD);
79
Prosecution Liaison Unit - ______;
(PROS)
80
Interagency – _____;
(IAG)
81
Information Systems Management – _____;
(ISM)
82
DOC Division of Health Services _____;
(DHS)
83
DOC Jacksonville Reentry Center _______.
(JREC)
84
Individual Unit Procedures will be compiled as a _______, maintained by the _______, and disseminated to all affected personnel. A copy of all procedures will be forwarded to the _________ to be maintained in a history file.
Division manual, Division Chief, Accreditation Unit
85
The first page of a Duties and Responsibilities directive will be used as a ______. The _____ will be completed with the required information (i.e., subject, effective date, Division/Unit, and number). The Division/Unit will reflect the abbreviations used in Article IV, C. The subject matter will begin starting with a ________.
header, header, Purpose statement
86
__________ inserts will be alphabetically arranged and consecutively numbered within each alphabetical subdivision (A-1, A-2, B-1, B-2, etc.). The inserts will discuss the purpose and when to use the report on the ______. Subsequent pages will address, in paragraph form, the proper manner specific blocks, sections, etc. are to be completed.
Field Reporting Manual, first page
87
________ are written in paragraph form and signed by the issuing authority. _________ will be consecutively numbered after a prefix number indicating the year of issuance (2010-001, 2010-002, etc.). _________ are formatted, numbered, and maintained by the Accreditation Unit.
Memoranda, Memoranda, Memoranda
88
_________ shall list the names, positions, assignment, and effective dates of changes for employees who are new, leave the Sheriff's Office, transfer, and are promoted, etc. __________ are numbered consecutively after a prefix number indicating the year of issuance (2010-001, 2010-002, etc.).
Personnel Orders, Personnel Orders
89
_________________ are written in sentence outline form under major title headings and numbered with a month and year of the revision.
Academy Rules and Regulations
90
_________ shall be written in paragraph form and numbered consecutively after a prefix number indicating the year of issuance (2010-01, 2010-02, etc.).
Legal Bulletins
91
The ________ shall maintain a subject index, cross-referenced by number and all original Legal Bulletins in a historical electronic file.
Legal Advisor's secretary
92
Legal Bulletins shall be reviewed ______ by the ________ to ensure that superseded or revised bulletins are purged.
annually, Legal Advisor
93
_________ are issued for law enforcement use only. ___________ are issued through, maintained, and numbered by the Intelligence Unit. The number is consecutively ordered and consists of a prefix indicating the year of issuance. The Intelligence Unit will continually review and purge ___________ no longer in force.
Intelligence Bulletins,Intelligence Bulletins, Intelligence Bulletins
94
__________ are written in paragraph form and numbered consecutively after a prefix number indicating the year of issuance. ___________ are numbered and maintained by the Accreditation Unit. Information Bulletins must be reviewed for compliance with this Order by the Accreditation Unit prior to being issued.
Information Bulletins, Information Bulletins
95
Forms are developed or revised by the different Sheriff's Office ____, ____, or _____. The Accreditation Unit will be responsible for forms control and forms review and will issue ______ to all new forms after approval by the DRC.
Divisions, Sections, or Units
| P-numbers
96
Forms may be converted to an approved editable electronic format by the _______ or personnel designated by the _________________ or higher authority so that the form may be printed, saved, and/or routed electronically.
Accreditation Unit
| Accreditation Unit Accreditation Manager
97
Forms that have been converted to an _________ and approved will have an “E” appended to the P-number (example: P-0004E) to designate it has been ______ converted. Forms that do not have an “E” designation should not be ________ prepared or submitted to supervisors for approval but instead should be completed manually.
editable electronic format
electronically
electronically
98
Agency personnel should only obtain official forms from the _______ intranet site or other designated sites (e.g., intranet site) and shall not maintain _____ forms on unit sites.
JSO Forms Library
| un-approved
99
In addition to reviewing form content for ____ and _____, supervisors should review all forms submitted to them to verify that the _______ approved form is being used and shall only approve authorized forms.
accuracy and completeness
| most current
100
Composition of the Manual
A. ________ - Each manual shall contain a __________s. This table lists the directives in numerical order, gives the name of each Order, and gives the effective date of the Order.
B. _______ - The Written Directives Manual shall contain a combined ________ for both the General Order Manual and the Operational Order Manual. This index cross-references the subject(s) of the Order(s) with the number(s) of the Order(s).
C. Written Directives shall be arranged in _____or_____ order as indicated by the Table of Contents.
Table of Contents, Table of Contents
Alphabetical Index Alphabetical Index
numerical or alphanumerical
101
Distribution, Issuance, and Maintenance of Written Directives
A. The Sheriff's Office directives are accessible through ________, ______, as well as ______ for personnel who do not have access to the directives via computer. Form instructions will be available on the Sheriff’s Office Intranet and will be maintained by the ________. Sheriff’s Office directives manuals in paper or electronic medium are the property of the Office of the Sheriff and shall be _____ upon the employee's separation from the department.
the Sheriff’s Office Intranet, issued laptops, paper copies
Accreditation Unit
returned
102
Corrections Operational Orders, and the Field Reporting Manuals shall be returned to _____.
Supply
103
All other Procedure Manuals shall be returned to the employee's _____, _____, or ______.
Division, Section, or Unit Commander
104
Written Directives - Electronic
. Sheriff's Office directives are available and accessible in electronic format through the Sheriff’s Office Intranet and issued laptop computers.
a. Directives are _____ and are not to be altered without following the procedures of this order.
b. Directives may be printed for use by members needing them, but only for ______. Access to the directives or copies will not be given to anyone outside the Sheriff’s Office without expressed permission from __________ or Accreditation Unit Manager. Redacted versions of the Written Directives are maintained by the Accreditation Unit.
“Read–only”
official purposes
the Legal Advisor
105
Written Directives located on the Sheriff’s Office Intranet will be updated and maintained by the ________.
Accreditation Unit
106
Written Directives located on Sheriff’s Office Laptop computers will require installation on each officer’s laptop by a ____________ via compact disk, flash drive, or network download. Written Directive updates may also be accomplished by an automated update program provided by the ____________. Instructions shall be located on the Written Directives intranet site. ________ shall ensure the most current Written Directives are downloaded to each laptop.
designated Laptop Field Technician
Information Services Management unit
Supervisors
107
Individual members will acknowledge receipt and review of Sheriff’s Office directives by completing the ___________.
electronic Directives Receipt
108
For workstation users, the electronic Directives Receipt is available on the _________ by selecting The “Written Directives” link. From the Written Directives page select “___________________ and review of Written Directives” link. Once logged in, select the “____________” link and complete the Written Directives Receipt.
Sheriff’s Office home page
Click here to acknowledge receipt
Acknowledge Written Directives
109
Personnel who do not have access to a computer workstation or laptop computer will be issued ___________ of the Written Directives Manual.
a paper copy
110
Paper copies of the Written Directives Manual will be issued through the_________.
respective department
111
At the time of initial employment, if the employee does not have access to an electronic copy, employees shall _________ a copy of the Sheriff's Office General Orders, and the appropriate Operational Orders or Unit Procedures (Corrections, Police, or civilian) for use while in _____________. Upon completion of _________, the paper copy of the directives will be returned unless the employee has not been issued a laptop computer or does not have access to a computer workstation.
sign for and receive
their training phase
the training phase
112
The employee's ________or_______ shall instruct the employee to review the Division's, Section's, and Unit's applicable Unit Procedures and _______ when the employee has reviewed them.
Division or Section Commander
| document
113
Employees transferred to a different division, section, or unit shall be issued or _______ of applicable Unit Procedures by the ________or________. Employees will document review of the procedures.
made aware
| Division or Unit Commander
114
The _________ will be available online on the Emergency Preparedness website.
All Hazards Manual
115
New or revised directives will be issued _______. When new or revised directives are issued, members who have _________ shall sign for and acknowledge receipt and review of Sheriff’s Office directives. Members who are using the electronic directives will __________ and review by completing the electronic Directives Receipt.
as needed
paper copies
acknowledge receipt
116
The ________ does not provide copies or manuals for promotional examinations.
Accreditation Unit
117
Maintenance of Written Directives is the responsibility of _________.
all employees
118
It is the responsibility of all employees to seek out and obtain all _______, which affect the employee, if the directives are not available _________.
Written Directives
| electronically
119
It is the employee's and __________ responsibility to maintain the directives in the appropriate manual(s) and/or electronic medium, if applicable, and to ______ those directives or parts of directives, which have been rescinded.
unit supervisor’s
| delete
120
Written Directives will be _____ for ease of reference.
indexed
121
Written Directives shall be indexed by _______and________.
subject matter and directive number
122
An updated ________ and Alphabetical Index for General Orders, Operational Orders, and Field Reporting Manual shall be made available electronically on the Sheriff’s Office _______. The _______ and Alphabetical Index for Unit Procedures will be prepared as needed, but, at least, ________ and will be issued by the appropriate divisions.
Table of Contents
intranet site
Table of Contents
annually
123
New, revised, and amended Written Directives shall be issued ______. Unless members are able to access and maintain Written Directives in electronic format, paper Written Directives shall be _______ placed in the Manual
as needed
| immediately
124
A new Written Directive shall be placed in _______ and an entry made on the _________ at the appropriate place indicating the number, title, and effective date of the Order. The Alphabetical Index shall be updated as indicated in the indexing instruction on the first page of the Order.
numerical order
| Table of Contents
125
When a Written Directive rescinds an existing order, the rescinded order shall be _______ the manual or computer and _____or_______. The new order shall be placed into the manual or computer in ______. The Table of Contents shall be corrected by crossing out the number and effective date of the rescinded Order and entering the new number and effective date.
removed from
destroyed or deleted
numerical sequence
126
The intent of a ____________ is to assure sound and mutually beneficial working and economic relationships between employees and the employer; to provide an orderly and peaceful means of resolving any misunderstandings or differences which may arise; and to set forth a basic and full agreement concerning rates of pay, wages, hours, and other terms and conditions of employment. It is the policy of _________ to promote harmonious and cooperative relationships with its employees by ensuring the terms of _________ contracts are met in this spirit as well as through technical compliance.
bargaining unit agreement
the Sheriff's Office
bargaining unit
127
In order to comply with the policy set forth in VIII.A., supervisory and management personnel shall ensure that:
1. They maintain and are aware of all current provisions of bargaining unit agreements for employees ________; and
2. Bargaining unit agreements are made available for review by employees __________.
under their supervision
| under their supervision
128
All personnel may access the bargaining agreements online at the JSO intranet site via the ________ webpage.
Personnel Division
129
If a conflict arises between the terms and provisions of an _______ and a Sheriff's Office Written Directive, the affected _________ will be revised and reissued within __________ specified by the contract so that no conflicting language remains within the directive.
employee contract
written directive
the time limit
