Procedure Section 1

Question 1

Executive Order (1.1)

Answer 1

An order issued only by the Sheriff on any subject matter concerning the quality of Departmental service levels, budget matters, public safety, community concerns or personnel issues. Information shall be stated in specific terms and shall be complied with by all members of the Department. Unless stated otherwise, all Executive Orders shall remain in effect until canceled by the Sheriff.

Question 2

Directive (1.1)

Answer 2

An order issued by the Undersheriff defining in detail the procedures to be followed in the execution of new or previous Executive Orders or established Department procedures. This order will be identified by a number indicating the sequence and year of issue. Directives shall remain in effect until canceled by the Undersheriff.

Question 3

Policy (1.1)

Answer 3

To be a policy, there must exist a statement or description of a Department attitude toward a given area. Such a statement or description shall be construed to be a framework within which personnel shall operate, and also serve as a guide for decision-making. If these requirements are met, the resulting statement shall be policy.

Question 4

Procedure (1.1)

Answer 4

To be a procedure, there shall be an established order of logical steps to be followed for the expressed purpose of complying with a Departmental policy. Such steps shall be detailed enough to eliminate confusion, yet concise enough to be easily followed.

Question 5

Memoranda (1.1)

Answer 5

Shall be used for disseminating general information which is of importance for a limited period of time. Seasonal changes in uniform attire and announcements of holiday work schedules are adequately handled through memoranda.

Question 6

Special Orders (1.1)

Answer 6

Shall be utilized for announcements, which concern specific personnel, such as transfers, promotions, etc.

Question 7

Review and Approval Department P&P (1.2)

Answer 7

Prior to the implementation of any change in Departmental policies, procedures or rules and regulations that affect employees’ hours, wages or working conditions, meet and confer sessions will be conducted with representatives of the affected employee organizations. (08-31-12)

Question 8

Facility Designators (1.6)

Answer 8

Stations-Captain
Substations-Lieutenant
Offices-Sergeant (Borrego Springs/Boulevard/Dulzura)

Question 9

Staff Reports (1.7)

Answer 9

General Heading
To
From
Subject Matter
Problem
Assumptions
Facts
Discussion
Costing Information (If applicable)
Conclusion
Recommendation
Signature block of reporter
Attachments (if applicable)
Endorsements (Approval, signature space and at least three lines for comments)
Revisions.....should have a cover letter which includes:
To
From
Via Chain of command
subject
Rationale Statement
Signature block of reporter
Attachments if applicable
Endorsements (S/A)

Question 10

D.I.B.B.S. (1.9)

Answer 10

Forms available through HRB
Employees who choose to participate shall submit suggestions in conformance with the following:
Identification of the problem
Suggestion for correcting the problem
Benefit to the Department
Cost and benefit analysis.
Recorded suggestions will be sent to the Sheriff’s Department D.I.B.B.S. Coordinator for analysis and review.
Suggestions will be evaluated by the Bureau with the most expertise in the area of the subject matter contained in the suggestion.
Evaluated suggestions are sent to the Undersheriff for final review, then forwarded to the D.I.B.B.S. Committee for final adoption or non-adoption. (

Question 11

P&P Preparation (1.12)

Answer 11

Division of Inspectional Services (DIS) in the Office of the Sheriff is charged with the responsibility of overseeing the Policy & Procedure Manual function.
All proposals for revisions or additions to Department policy and procedures shall be formatted in the following manner.
It is recommended that employees, prior to preparing any document, consult with a DIS supervisor.
New Policies
 TO: Assistant Sheriff
Executive Director
 VIA: Chain of Command
 FROM: Originator
 P&P SECTION
 Rationale: Brief justification for the proposed change.
 Title: Short, descriptive
 Policy: Statement requiring compliance
 Procedure: How to perform the task or duty
 Endorsement: Page containing approval signatures at each level up to and including Assistant Sheriff or Executive Director of originator’s bureau.
 Forward all documents to DIS for processing and submission to SOPC.
 E-Mail text to DIS
Revisions
 Rationale.
 Using copy of current document, use strikeout for deletions and underline new material.
 Endorsement page.
 Forward to DIS.