Office Policies and Procedures Flashcards
Ch 1 Administration - (1.01) Policies and Procedures
What is a :
A. Policy –
B. Procedure –
C. Directive –
D. Administrative Order –
E. Bureau Order – (C2.1.5h)
F. Division Order –
G. Section Order –
H. Training Order –
I. Office Manual –
J. PowerDMS –
A. Policy – a broad statement of agency principles.
B. Procedure – a guideline for carrying out agency activities.
C. Directive – a statement of policy or procedure that will affect two or more divisions issued to guide or affect employees’ performance or conduct. Directives remain in effect until incorporated into the Office Manual, modified or rescinded. Directives are sequentially numbered by year and formatted according to Appendix A.
D. Administrative Order – an announcement of action, issued by the Sheriff, which does not change policy.
E. Bureau Order – an order about a Bureau action, policy, procedure, operations, or events.
F. Division Order – an order about Division policy, procedure, operations, or events.
G. Section Order – an order about section policy, procedure, operations, or events.
H. Training Order – an order about mandatory training for Sheriff’s Office personnel, Training Academy policy, procedure, operations, or events.
I. Office Manual – this manual refers to the Office Policy and Procedures Manual whether printed or in electronic format/medium.
J. PowerDMS – a webpage software used to manage policy and training content. It is used to train, revise, disseminate, and alert employees when a policy is revised and is due for signature.
Ch 1.01 Mission Values and Goals
Mission Statement:
Division Commanders shall prepare, review, modify, and/or update agency’s goals and objectives related to their function, and submit them to the Sheriff by _________ of each year.
Division Commanders shall prepare and submit their Divisions’ written goals and objectives, including those of each section within their divisions, to the Sheriff by October 1 of each year.
Division commanders will submit a report to the Sheriff at the end of each calendar year summarizing accomplishments and progress towards goals not achieved.
The Sheriff shall direct the Office with a current multi-year plan, which includes long-term goals, anticipated workload, personnel levels, and capital improvements and equipment needs.
The Sheriff’s Office is committed to protecting lives, property, and the rights of people, maintaining order, enforcing the law impartially, and providing quality police service in partnership with the community.
The Sheriff’s Office will always behave ethically and professionally to fulfill its mission;
October 1;
Ch 1.02 Legal Authority Defined
II. Jurisdiction by Geographical Boundaries (2.1.1)
A. The Sheriff’s Office shall serve all of El Paso County, east to the Hudspeth County line, north and west to the New Mexico state line, and south to the international boundary with Mexico.
B. Sheriff’s Office personnel do not have jurisdiction on ______________ _________ or federal property, unless authorized by federal or military authorities. (2.1.2)
C. Officers are not authorized to pursue a vehicle across a United States border checkpoint or other international boundary.
IV. Conducting Official Business in a Foreign Country
Officers are not authorized to conduct official business in a foreign country without prior approval from the Sheriff.
military reservations;
Ch 1.04 Oath of Office and Code of Ethics
I. Oath of Office
All employees appointed to sworn positions shall take and subscribe to an oath of office to enforce the law and uphold the Constitution of the United States and the State of Texas. The oath shall be administered by the_______________. The Oath shall be filed in the employees personnel file in Human Resources.
C. All department personnel shall receive ethics training at least __________.
Sheriff or his designee;
biennially;
Ch 1.05 Organization
The El Paso County Sheriff’s Office is organized into three bureaus, the Detention Bureau, the Law Enforcement Bureau and the __________________.
A. The Sheriff is the ___________ __________ __________ and is designated the authority and responsibility in accordance with Article 2.17, Texas Code of Criminal Procedure,
Administrative Services Bureau;
Chief Executive Officer;
CH 1.06 Direction and Authority
During the absence of the Sheriff, the authority vested in this position will be delegated to the ______________.
The Sheriff, prior to his absence, will give assumption of command to the Executive Chief Deputy. The Executive Chief Deputy will assume full authority and responsibility within El Paso County Sheriff’s Office.
In situations involving personnel of different functions engaged in a single operation, the \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_ individual assumes command responsibility for the scene or event. (12.1.2c)
- The individual in command shall direct personnel and relevant activities until the scene is relinquished to personnel specially trained to handle such incidents, or
- Until relieved by a higher authority.
Executive Chief Deputy;
highest-ranking;
CH 1.06 Direction and Authority
A. Employees shall obey and fully execute any lawful order given by a superior, including any order relayed from a superior by an employee of the same or lesser rank. (12.1.3)
B. If an employee receives a conflicting order or directive from a superior officer or employee, the employee shall inform the superior of the conflict and request resolution. Upon resolution, the employee shall follow the most recent order given.
C. If an employee receives an unlawful order that he knows is a violation of law, the employee ______________ the order.
- The employee shall make every reasonable effort to notify the next superior officer in the employee’s chain of command, and if that superior is not available, an officer of superior rank.
- The employee will not be held accountable for refusing to obey an unlawful order.
shall not obey ;
Ch 1.08 Office Communication
- Except as required in the performance of official duties, the Sheriff’s Office ____________ the recording of conversations between employees unless all parties have been made aware that the conversation will be recorded and have given their expressed consent in advance.
Therefore, recording of conversations between employees is prohibited unless the above conditions are met. Violations will be considered a serious infraction and will be subject to disciplinary action, up to and including termination.
prohibits;
1.08 Succession Planning
A. A Succession Planning meeting will be held
_____________ and each division Commander will:
a. Identify key positions and incumbents for succession planning.
b. Those identified individuals will be provided with the training, mentor and support they need to further prepare themselves for possible future roles and responsibilities.
annually
Ch 2.02 Research, Planning, and Accreditation
A. At least __________, the Division Commanders shall conduct an analysis of operational activities. The purpose of the analysis is to evaluate the effective and efficient use of office resources in delivering service to the community. Analysis of field operational activities should include a review of past trends during particular seasons. This information will be collected from monthly statistical reports, computer generated reports and input from field officers who regularly investigate criminal incidents.
B. Analysis and recommendations will be forwarded to the Sheriff for review and implementation.
annually;
Ch 2.03 Inspections
A. Line Inspection –
B. Staff Inspection –
C. Inspection Team –
A. Line Inspection –conducted by supervisors every shift change to evaluate personal appearance, equipment, supplies and operational readiness of assigned equipment. (53.1.1b)
B. Staff Inspection – conducted by the Office Inspection Team to evaluate the overall efficiency and compliance level of each Division in the in the Office.
C. Inspection Team – Personnel appointed by the Sheriff to conduct Staff Inspections. The Chief of Law Enforcement supervises the Inspection Team.
ch 2.03 Inspections
- Supervisor Responsibilities (Line inspections)
b. Supervisors shall take immediate corrective action for minor discrepancies by:
1.) Properly identifying the deficiency,
2.) Providing a deadline using a reasonable amount of time to correct the deficiency, and
3.) Providing a reasonable means to correct the deficiency.
Ch 2.03 Staff Inspections
- Staff inspections are conducted at the direction of the Sheriff for each major component of the organization at least
_________________. - Staff inspectors will prepare a written report to the Sheriff within _____ business days following the inspection to:
a. Summarize inspection activities,
b. Identify strengths and weaknesses, and
c. Provide recommendations for improving areas of identified weaknesses.
once every four years.
10;
Ch 2.03
F. Cash Disbursements (43.1.3) (T3.2.5f)
- The Bond and Inmate Trust Section is authorized to disburse up to $______ in cash from an inmate’s trust account upon release from detention to the inmate with any remaining balance returned by check.
- Authorized personnel may disburse cash drawn from the confidential informant fund not to exceed $2,500.00.
50.00;
Ch 2.06
G. Lost, Damaged or Stolen items and equipment
- Any Office-owned property lost, damaged, or stolen shall be documented on a Personal Incident Report (PIR). The employee’s statement and a supplementary report prepared by the supervisor shall accompany the PIR.
- Copies of criminal reports and/or supplements, if any, shall accompany the PIR
- The affected Division Commander shall send a copy of the report to the Supply Section.
- The supply section shall coordinate the removal from inventory or repair of the property as appropriate.
- Paperwork shall reflect the equipment description to include make, model, serial number, and county control number when known.
- The original PIR shall be sent through the Chain-of-Command and forwarded to the Property Review Board. (See policy 2.11)
