Management Rules and Procedures
105. SUPERVISORY TERMINOLOGY. The following terminology shall be used in describing the levels of supervision within the Department:
108. COMMAND POSTS
108.20 THE DEPARTMENT COMMAND POST. The Office of the Chief of Police is the Department Command Post. When the Office of the Chief of Police is closed, the Department Command Post is Department Operations Center (DOC).
108.40 FIELD COMMAND POST. A Field Command Post is a location established by a field commander for the purpose of:
108.50 FIELD COMMAND POST DIVISION.
During a serious or major unusual occurrence, the Chief of Police, or
his/her representatives, or the Commanding Officer, Emergency Services
Division, may activate the Field Command Post Division as a temporary
division to direct operations in the field. The Area Field Command Post
Cadre shall staff a field command post until relieved, by personnel assigned
to the Field Command Post Division.
108.60 DEPARTMENT OPERATIONS CENTER. During a major or serious unusual occurrence, upon direction of the Department Commander, the Department Operations Center shall be activated as a temporary division. It shall be concerned with the following:
Deactivation of the Department Operations Center (DOC) for purposes of the City's Emergency Operations Organization (EOO), shall be at the direction of the EOO. Deactivation for Department purposes remains with the Department Commander.
108.70 DEPARTMENT OPERATIONS CENTER - EMERGENCY OPERATIONS ORGANIZATION - ACTIVATION. The Commanding Officer, Department Operations Center (DOC), upon receiving notification of the activation of the Emergency Operations Organization (EOO), shall be under the line supervision of the Emergency Operations Board (EOB) as delineated in the City Emergency Operations Master Plan and Procedures, and shall:
Note: DOC when activated under the EOO, remains under the functional supervision of the Chief of Police or the designated Department Commander.
110. SUCCESSION OF COMMAND
110.20 OFFICER OF SENIOR RANK ASSUMING COMMAND. An officer of senior rank may take command of a situation by identifying himself/herself and informing the officer then in charge of his or her intent. Such assumption of command shall be undertaken whenever the situation appears to the senior officer to be beyond the control of the officer then in charge, when jurisdiction is concurrent over a particular duty, or for disciplinary purposes.
110.40 OFFICER OF EQUAL OR JUNIOR RANK OR PAYGRADE ASSUMING COMMAND. An officer of equal or junior rank or paygrade may take command by identifying himself or herself and informing the officer then in charge of his or her intent. Such assumption of command shall only be undertaken when the officer then in command is unable, because of physical or mental inability, to perform his or her duties. An officer, regardless of rank or paygrade, shall assume command of a situation when so instructed by an officer of superior rank or paygrade then in command. An officer placed in command of an operation shall maintain that responsibility until relieved by competent authority.
115. RECOGNITION OF COMMAND. In the normal performance of routine duties, or at the scene of a police problem, employees shall recognize and respect the position of the officer in charge by effectively and efficiently carrying out all lawful orders that may be issued by the commanding authority.
120. BREVET RANKS PROHIBITED. Brevet (acting) ranks shall not be used to designate the officers discharging the functions and duties of the various levels of supervision of the Department. An officer, regardless of the level of supervision to which he or she is assigned, shall be described by his/her Civil Service rank, indicating the acting position held.
Example: Lieutenant John Doe, Acting Commanding Officer.
125. SENIOR OFFICER - DETERMINATION. The senior officer at a police incident shall be determined by rank, then by paygrade assignment within rank, then by seniority within paygrade assignment within rank.
Note: The rank of detective is of a specialized-nature and shall normally be considered separate from line command. When an incident is the result of investigative activity, when an incident has reached the stage where the remaining functions are investigative in nature, or when the concerned detective or specialized unit desires to take over the investigation and complete the necessary reports, the senior concerned detective shall be in command.
A senior officer assuming command shall do so by identifying himself or herself and informing the officer then in command.
130. SENIORITY - CIVILIAN EMPLOYEES. Seniority of civilian employees shall be determined in the following order:
Civil Service Classification. In accordance with the Civil Service rating, whereby one position is classified as being higher in grade than another.
Length of Service. By length of continuous service in the classification.
By Designation. When designated as being in charge of a particular situation or group by competent authority.
135. LINE SUPERVISION - DEFINED. A supervisor who has the specific responsibility of issuing directions and orders to designated subordinates shall be considered as having the duty of line supervisor and shall be held accountable for achieving conformance with the directions and orders that he/she issues.
140. FUNCTIONAL SUPERVISION - DEFINED. Functional supervision is the temporary supervision of employees not normally under the command of one designated to furnish specialized or technical knowledge necessary to the accomplishment of Department objectives.
150. GENERAL SUPERVISORY DUTIES. A supervisor shall be responsible for the performance of general supervisory duties (Manual Sections 3/152, 3/154, and 3/156), in addition to having the technical skills and knowledge necessary to the performance of the duties particular to his/her specific assignment.
152. SUPERVISORY PLANNING. A supervisor shall initiate, or receive and consider, proposals for changes in policy affecting activities within the scope of his or her jurisdiction.
152.20 SUPERVISORY KNOWLEDGE OF DEPARTMENT ORDERS.
A supervisor shall be familiar with the contents of Department manuals, procedural orders and instructions, directives, teletypes, and Police Bulletins, and shall disseminate such information to his/her subordinates. Information shall be disseminated in such a manner as to achieve Department objectives.
152.40 ORGANIZATION OF ACTIVITIES - SUPERVISORS. Supervisors shall organize their own work and that of their subordinates to insure the adoption and practice of the best principles and procedures to meet current, unusual, and changing conditions.
152.60 KNOWLEDGE OF OTHER SUPERVISORY POSITIONS. A supervisor shall acquaint himself/herself with the duties and responsibility of other supervisory positions which, in the normal course of operations, he/she may have to discharge.
152.80 MAJOR DISASTER AND EMERGENCY OPERATIONS ORGANIZATION PLANS - SUPERVISORS. A supervisor shall be familiar with the role of the Department and with his/her own responsibility and duties, and shall maintain plans for his/her activities in the event of a major disaster or the activation of the Emergency Operations Organization Plans.
154. SUPERVISORY COMMAND AND COORDINATION
154.20 DELEGATION OF DUTIES. Supervisors may delegate to their subordinates appropriate portions of their responsibilities, together with equivalent authority; but they may not delegate or relinquish their overall responsibility for results nor any portion of their accountability.
154.40 DIRECTION OF SUBORDINATES. A supervisor shall exercise the control over his or her subordinates necessary to the accomplishment of Department objectives. He or she shall analyze and evaluate the personality, temperament, traits, and capabilities of each subordinate in order to realize from every employee the maximum degree of service commensurate with his or her abilities and limitations.
154.60 TRAINING OF SUBORDINATES. Training shall be considered the process of aiding employees to gain effectiveness in their present or future assignments through the development of appropriate habits of thought, action, skill, knowledge, and attitude. Emphasis shall be placed on respect for the personality and human dignity of each employee, in order to allow maximum development of his/her natural capacity.
154.80 GUIDANCE OF SUBORDINATES. A supervisor shall take a personal interest in the welfare and problems of subordinates and shall make himself or herself available to employees seeking guidance and counseling. The supervisor shall give appropriate advice and personal instructions to immediate subordinates for the development of administrative and supervisory skills.
156. SUPERVISORY CONTROL
156.20 PERFORMANCE EVALUATION. A supervisor shall be responsible for the appraisal and analysis of the work accomplishment of subordinates coming within the scope of his/her supervision. Such evaluation shall be based on continuous observation and inspection and shall take into consideration the quality of the employee's work accomplishment and those personal traits that are related to his or her duty performance. Commanding officers shall ensure that supervisory personnel provide a Training Evaluation and Management Systems II (TEAMS II) summary report to each employee in conjunction with the service of the employee’s annual (post-probationary) performance evaluation report.
156.40 SUPERVISORY REPORTS. Supervisory reports shall be made in a prompt and effective manner. All pertinent facts shall be incorporated, and the welfare of the Department shall be of primary consideration. Supervisors shall reflect the feelings of subordinates to supervisors by permitting information to flow up, as well as down, the channels of authority.
156.60 TECHNIQUES OF SUPERVISION. A supervisor must frequently command the actions of subordinates by orders and directions in order to carry out proper police operations. This must be done forcefully and effectively and is essential to the control of the most critical police situations. A supervisor shall make use of positive disciplinary techniques, such as the following, to promote satisfactory supervisor‑subordinate relationships:
Inspiration. The ideals and objectives of public service in the police field shall be developed and exemplified by the conduct and actions of supervisory members of the Department.
Explanation. Department policies and objectives shall be presented to the employee by means of reasoned consideration of issues. Supervisors shall adopt an attitude of guiding employees by sound logic and clear thinking, rather than by arbitrary orders and commands and shall strive for willing response and cooperation from subordinates.
Encouragement. Supervisors shall be aware that recognition of good work is an indispensable need in the employee's relationship with the Department and shall make certain that meritorious acts and accomplishments are rewarded, either by personal encouragement and praise, or by formal commendation.
156.80 NEGATIVE DISCIPLINARY ACTION. The negative disciplinary procedures available to supervisors (Manual Section 3/800) shall be used only after determining that the correction of delinquency by positive disciplinary means is not feasible.
GENERAL MANAGEMENT PROCEDURES
201. ADMINISTRATIVE REVIEW AND ADJUDICATION OF A VEHICLE PURSUIT. Back to top
201.05 COMMANDING OFFICER’S RESPONSIBILITY. The commanding officer from the Area or division to which the pursuing officers are assigned shall:
201.10 BUREAU COMMANDING OFFICER’S RESPONSIBILITY. The bureau commanding officer shall:
201.15 COMMANDING OFFICER, COUNTER - TERRORISM AND SPECIAL OPERATIONS BUREAU, RESPONSIBILIES. The Commanding Officer, Counter-Terrorism and Special Operations Bureau (CTSOB) has the final review and adjudication authority of all vehicle pursuits and may delegate that authority to the CO, EOD, for pursuits that are in policy and do not conflict with the bureau commanding officer’s classification. The CO, CTSOB, shall be the final review authority for all pursuits that are classified as out of policy and/or pursuits with a final classification that conflicts with the bureau CO classification.
Should the final classification of a pursuit differ from the classification by the bureau commanding officer, the CO, CTSOB, shall forward Intradepartmental Correspondence, Form 15.02.00, to the employee’s commanding officer, via the employee’s bureau commanding officer, providing a rationale for that final classification.
201.20 COMMANDING OFFICER, EMERGENCY OPERATIONS DIVISION RESPONSIBILITIES. The CO, EOD, shall:
Note: An additional 30 calendar days will be granted to determine the final pursuit classification if additional information or investigation is needed and is documented in the pursuit case file maintained by the Pursuit Review Unit, EOD.
Should the final classification of a pursuit be out of policy and/or differ from the classification by the bureau commanding officer, the CO, EOD, shall forward the pursuit to the CO, CTSOB, for adjudication.
Special Files. The CO, EOD, shall compile the following data to address future civil liability issues including, but not limited to, the following topics:
201.25 TRAINING - DOCUMENTATION AS A RESULT OF A VEHICLE PURSUIT. When notified that training is directed, the Area/division commanding officer shall ensure that training is completed within 90 calendar days of notification.If formal training is directed, the training shall be provided by an entity designated in the classification. All other types of training (e.g., divisional training) may be provided at the Area/divisional level. Upon completion of the directed training by the involved officer, the Area/division commanding officer shall ensure that the training is entered into the Learning Management System (LMS) along with the corresponding reference number, which is generally a Division of Records (DR) number, and notify the CO, EOD, regarding the date the training was completed, along with a copy of the officer's LMS report documenting the completion of training.
201.30 PURSUITS CLASSIFIED AS OUT OF POLICY. If the CO, EOD, determines that a vehicle pursuit is out of policy, he/she shall obtain concurrence from the CO, CTSOB. If approved, the CO, EOD, shall direct the involved employee's commanding officer to initiate a Complaint Form, Form 01.28.00. A copy of the Vehicle Pursuit Report shall be attached to the complaint investigation and the original Vehicle Pursuit Report shall note that a complaint investigation has been initiated. Upon final adjudication of the complaint, the Commanding Officer, Internal Affairs Group, shall notify the CO, EOD, of the disposition.
201.35 MULTIPLE RISK MANAGEMENT INCIDENTS. When multiple risk management issues are involved as a result of more than one related incident (i.e., pursuit, traffic collision, use of force, and/or a personnel complaint) and adjudication is interdependent, the reviewing authority shall ensure any relevant information from the multiple incidents is considered when completing the adjudication of each incident.
202. TRAFFIC CITATIONS (TRAFFIC NOTICE TO APPEAR) - SUPERVISORY RESPONSIBILITY. Commanding officers who are assigned the responsibility for issuance of Traffic Notice to Appear (citation) books (Manual Section 3/202.10) shall establish control over the issuance and the return of such books and shall cause a supervisory check to be made of completed citations.
202.10 UNITS ISSUING CITATION BOOKS. The commanding officers, all geographic uniformed divisions, shall cause an adequate supply of Traffic Notice to Appear books and absentee parking citation books to be maintained in their respective divisions for issuance to authorized employees.
202.20 ISSUANCE OF TRAFFIC CITATION BOOKS. Employees will normally draw their citation books from the uniformed division in which they will perform their duties. However, an employee requiring a citation book may draw it from any of the divisions listed in Manual Section 3/202.10 when circumstances make it impractical for the employee to obtain one from his or her normal source of supply. Such citation books shall, upon completion, be returned to the source from which they were drawn.
Commanding officers listed in Manual Section 3/202.10 shall cause a Record of Traffic Citation Books, Form 04.15.00, to be maintained, tracking the issuance and the return of citation books in their respective divisions.
202.24 REISSUANCE OF CITATION BOOKS. Citation books which have not been completed within three months after issuance shall be recalled by the issuing unit and shall be reissued to more enforcement‑active employees. Employees returning such citation books may be issued replacements.
202.26 DISPOSITION OF TRANSFERRED EMPLOYEES' CITATION BOOKS. When employees are transferred from one division to another, all traffic citation books in their possession shall be returned to a supervisor of the division from which the books were obtained. The supervisor shall record on the Record of Traffic Citation Books, Form 04.15.00, the date of the return of the books and the numbers of the unused citations. The books shall then be available for reissuance.
Exception: When employees are transferred from a unit or division to another unit or division housed in the same building, they may retain their citation books.
202.30 CITATION REVIEW BY SUPERVISORS. Each officer issuing a Traffic Notice to Appear, Form 04.50.00, shall submit the original to the designated supervisor or if not available, the on-duty watch commander (Department Manual Section 4/318.80).
If a Continuation of Notice to Appear, Form 04.50.05, is involved, the citing officer shall also submit the original of the Continuation of Notice to Appear stapled to the Traffic Notice to Appear to the supervisor. The designated supervisor shall check the following items on the citation:
Completeness. Each blank space on a citation shall be filled in. If the item is not applicable to the violation charged, a dash may be placed in the space.
For Combined Marijuana/Traffic Arrests. A citation may be issued for California Vehicle Code Section 23222(b) only if the possessor of the marijuana is the driver of the vehicle.
Legibility. Citations should be legible. Information listed in Department Manual Section 4/320.25 shall be printed; other portions of the citation may be printed or written.
Tampering. There shall be no erasures on the citation. There shall be no changes on the citation other than corrected errors (Department Manual Section 4/320.80).
Errors. In as much as an error or omission in certain items may invalidate the citation, a positive check shall be made of the:
Supervisors reviewing citations written by Department employees shall print their last name and serial number or use a stamp with the printed information on the lower right corner of the reverse side of the citation.
202.40 ERROR OR OMISSION NOTED ON CITATION. A supervisor who observes an uncorrected error or omission other than in the vehicle identification, notes, location of violation, or diagram sections on Traffic Notice to Appear submitted for review shall withhold the original of the citation and obtain a Notice of Correction and Proof of Service, Form 04.07.00, from the citing employee. A supervisor shall review and complete the Notice of Correction and Proof of Service form in accordance with Manual Section 4/320.80. Form 04.07.00 shall be stapled at the lower left corner on top of the original of the citation and forwarded in accordance with Manual Section 3/202.70.
A supervisor who observes an uncorrected error or omission in the vehicle identification or violation fields on an absentee citation submitted for review shall withhold the citation and obtain a Citation Cancellation Request, Form 04.45.00, from the citing employee. The Form 04.45.00 shall be stapled to the original citation and forwarded to Traffic Court Liaison Unit as provided by Manual Section 3/202.70.
Note: A supervisor who observes an error in the vehicle identification, notes, location of violation, or diagram sections on a Traffic Notice to Appear or Continuation of Notice to Appear shall inform the citing employee of the error and ensure that the employee records the correct information on the reverse side of the last copy of the citation in the officers citation book to use as reference for court proceedings.
202.50 TAMPERING OBSERVED ON CITATION. A supervisor who observes any indication of tampering (Manual Section 3/202.30) on a Traffic Notice to Appear or Continuation of Notice to Appear submitted for review shall withhold the citation and Continuation and obtain an Employees Report, Form 15.07.00, from the citing employee, setting forth the facts in the case. The Employee's Report shall be attached to:
202.60 ERRORS NOTED BY TRAFFIC COURT LIAISON UNIT DETAIL. When an uncorrected error is discovered by an employee at the Traffic Coordination Section in a citation issued by an employee, it should be reported to the citing employee's commanding officer. The commanding officer shall determine the cause for the error and shall take necessary steps to prevent recurrences.
202.70 FORWARDING CITATIONS - SUPERVISOR’S RESPONSIBILITY. A supervisor having checked citations (Manual Section 3/202.30) shall:
Note: Citations with correction slips attached shall be grouped together.
Exception: Citations issued to juvenile traffic violation arrestees shall be approved by a supervisor but not forwarded in the normal manner. The court copy and the defendant’s copy of the citation shall be attached to the investigating officer's copy of the arrest report (Manual Section 4/346.40).
202.80 CITATION CORRECTION - TRAFFIC COURT LIAISON UNIT RESPONSIBILITY. Upon receipt of a Traffic Notice to Appear with a Notice of Correction and Proof of Service, Form 04.07.00, Traffic Court Liaison Unit (TCLU) shall submit the citation and attached request to the appropriate court.
Note: Whenever TCLU is notified that the court has denied the Department's request to correct a citation, TCLU shall process the citation as directed by the court.
203. PROCESSING REPORTS - SUPERVISORY RESPONSIBILITY.
203.10 FIELD INTERVIEW REPORT PROCEDURES. Approving supervisors shall be responsible for ensuring completeness of the Field Interview (FI) Report, Form 15.43.00 and that the FI is forwarded daily to the Area Watch Commander.
All original FIs shall remain at the Area of occurrence for two years, and then three additional years in records retention storage from the date of origination.
Note: The number of FIs an officer produces should not be used as the sole measure of the officer’s productivity.
204.20 APPROVING REPORTS (Manual Sections 5/030.60 and 5/030.61).
204.50 PREPARING INVESTIGATIVE REPORTS OF ROBBERY OR RAPE FOR TELETYPING. A supervisor receiving a Investigative Report of a robbery or rape, Form 03.01.00, for approval shall:
A supervisor approving a report of a robbery or attempted robbery of major importance, or in which a gun was used or simulated by the suspect, shall cause the abstract to be sent as an All Points Bulletin (Manual Section 4/150.12) in addition to the regular local broadcast.
Exception: No teletype shall be sent when all suspects are in custody (investigating officers shall be responsible for causing the appropriate teletypes to be sent). At the discretion of the approving supervisor, unusual circumstances of the rape may preclude the need for a teletype.
Note: Supervisors may initiate a teletype on any felony crime when the crime or series of crimes provides a description of the suspect(s), vehicle(s), or the modus operandi is so distinctive as to afford a strong probability of identification or recognition.
205. FLEET SAFETY PROGRAM - RESPONSIBILITIES. Bureau/Area/division commanding officers are responsible for fleet safety and establishing a Fleet Safety Program which provides for:
206. TRAFFIC COLLISIONS INVOLVING DEPARTMENT VEHICLES OR EMPLOYEES. Any on-duty or off-duty Department employee (or Specialist Volunteer, Police Cadet, or Reserve Officer) while acting within the scope of his or her duties, who becomes involved in a traffic collision or becomes aware of a traffic collision involving a Department vehicle, shall report the traffic collision to his or her watch commander or officer in charge and comply with procedures in Department Manual Section 4/440.10.
Note: If an unassigned Department vehicle parked at a police parking lot or garage displays evidence of traffic collision damage which has not been reported, the watch commander of the division to which the vehicle is assigned shall cause an investigation to be completed and a Traffic Collision Report (TCR), Form CHP 555, prepared if warranted.
Supervisor’s Responsibilities – Traffic Collisions Involving Department Vehicles. A supervisory employee dispatched to the scene of a traffic collision shall conduct an investigation to determine whether the involved employee followed Department policies and procedures when the collision occurred.
The investigating supervisor shall then notify the on-duty watch commander in the division of assignment of the involved employee and, if different, the Area patrol division watch commander for the division of occurrence, of the circumstances of the collision and the findings and actions taken by the supervisor. The notification may be made by telephone and shall be made as soon as practicable after arriving at scene.When a traffic collision involving the following circumstance is broadcast, the supervisor shall immediately respond to the scene, evaluate the circumstances of the incident and notify the traffic division watch commander: The occurrence involves on-duty Department personnel, or off-duty personnel while acting in the scope of their duties, and results in death or serious injury to any involved person
Communications Division’s Responsibilities. When an on-duty employee is involved in a traffic collision in the City, which results in any party being transported to a medical facility by a rescue ambulance, Communications Division shall dispatch a traffic division supervisor along with a supervisor from the involved employee’s command.
On-Scene Traffic Division Supervisor’s Responsibilities. When a traffic division supervisor is assigned to an employee-involved traffic collision involving a City vehicle whether within or outside the City, he or she shall:
Traffic Division Watch Commander’s Responsibilities. Traffic division watch commanders shall ensure that a traffic division supervisor is assigned and responds to the collision. The traffic division watch commander shall then verify if the incident meets the criteria for the MCIT to respond, and shall contact the Officer in Charge, TCS, for approval prior to requesting the MCIT when: The occurrence involves on-duty Department personnel or off-duty personnel while acting in the scope of their duties, and results in death or serious injury to any involved person (MCIT notification required).
Note: When TCS is closed, Department Operations Center (DOC) shall be notified and requested to contact the on-call MCIT supervisor assigned to the TCS. Upon notification of an MCIT incident, DOC is responsible for initiating the MCIT notification process. In the event of an MCIT call-out, the MCIT supervisor is responsible for requesting that DOC coordinate the response of the aforementioned personnel. The MCIT supervisor may call upon resources of a geographic traffic division, as needed, to assist in various aspects of the investigation.
In the event that an employee is involved in a traffic collision outside the City limits, the traffic division watch commander nearest to the traffic collision shall evaluate the circumstances and determine the feasibility of assigning a traffic division supervisor to respond; and, if so, ensure that a supervisor is in fact assigned and responds to the scene.
Note: Department Operations Center shall be notified telephonically on all fatal traffic collisions, noteworthy collisions that result in extensive property damage to Department equipment, and death or hospitalization of Department employee(s).
Traffic Division/Multi-Disciplinary Collision Investigation Team's Responsibilities. For all Department employee-involved traffic collisions, the traffic division watch commander shall ensure a traffic collision investigation unit or MCIT (Department Manual Section 4/412) responds and a TCR is taken, if required. Additionally, the traffic division watch commander or the MCIT supervisor shall notify the DFSC, as soon as practical, via an e-mail to FleetSafetyCoord@lapd.online, with the following information:
The collision investigation follow-up unit of the traffic division investigating an employee-involved traffic collision shall:
206.60 DIRECT REFERRAL TO BEHAVIORAL SCIENCE SERVICES FOR ANY DEPARTMENT EMPLOYEE INVOLVED INA TRAFFIC COLLISION INA CITY VEHICLE RESULTING IN DEATH OR SUBSTANTIAL POSSIBILITY OF DEATH.
Note: Nothing in this section prevents a commanding officer from referring an employee to Behavioral Science Services (BSS) as governed by Manual
The commanding officer of a Department employee (driver or passenger) involved in a traffic collision in a City vehicle resulting in death or substantial possibility of death shall:
Note: An employee's attendance at a BSS session resulting from a direct referral is mandatory and shall be conducted on an on-duty basis.
Note: Employees directed to BSS shall be noted in the Deployment Planning System as assigned to "Non-Field Certified" to formally track/audit the employee's assigned duties from the date of the incident; until returned to normal field duties.
Return to Field Duty. Prior to returning an employee to field duty, approval is required from the Chief of Police. After obtaining feedback from BSS regarding whether or not to return an involved employee to field duty (if applicable), the involved employee's commanding officer shall:
Bureau Commanding Officer's Responsibilities. Upon notification by the involved employee's commanding officer of BSS feedback regarding the employee's readiness to return to field duty, the bureau commanding officer shall:
Note: It is the responsibility of the involved employee's bureau commanding officer to ensure concurrence is obtained from the Chief of Police or his/her designee through the bureau commanding officer's chain of command in a timely manner. This shall be accomplished telephonically, if necessary.
207. EMPLOYEE-INVOLVED TRAFFIC COLLISIONS – ADMINISTRATIVE REVIEW PROCESS.
Department Traffic Coordinator's Responsibilities. The Commanding Officer (CO), Counter-Terrorism and Special Operations Bureau (CTSOB), is the Department Traffic Coordinator (DTC) and has the final review and adjudication authority of all employee-involved traffic collisions, except those adjudicated by the Executive Fleet Safety Committee (EFSC). The authority for the review and adjudication of minor traffic collisions is exercised through the CO, Emergency Operations Division (EOD). The DTC will:
Emergency Operations Division's Responsibilities. The CO, EOD, will:
Note: If the adjudication does not comply with Department guidelines, the package will be submitted to the DTC for final adjudication.
Administrative Review of Minor Traffic Collisions Not Resulting in Severe or Fatal Injuries. The DFSC will compile the FSR package, which consists of the FSR, a point history, a collision history, and a copy of the completed Traffic Collision Report, CHP Form 555. For minor traffic collisions except those involving "A" or "K" injuries, or traffic collisions that resulted from an employee's gross negligence or reckless disregard for safety, consumption of alcohol or drugs or which may result in a criminal filing, the DFSC will forward the package to the involved employee's bureau CO (or to the Chief of Staff for collisions involving Direct Reports) within 20 business days.
The bureau CO must forward the FSR package to the employee's CO within ten business days. The employee's CO will complete the adjudication, advise the employee of the recommended adjudication, and submit the package to the bureau within 45 business days. The bureau must forward the FSR package to the DFSC for final review within 20 business days of receipt from the Area/division. If the traffic collision involves a Direct Report, the adjudication will be handled by the Chief of Staff. The bureau/Areal/division COs must comply with the FSR completion guidelines.
If the employee's CO determines a Complaint, Form 01.28.00, should be generated, the CO should initiate the complaint prior to submitting the FSR to the bureau for review. The statute date for the personnel complaint, as it pertains to the traffic collision, shall be one year from the date the collision occurred, or one year from the date of the discovery of the collision.
If the traffic collision meets the criteria for submission to the EFSC, no complaint will be generated by the employee's CO and the necessity for a complaint will be determined by the EFSC. The statute date will remain as one year from the date of the collision, or one year from the date of the
discovery of the collision. For both scenarios, the statute date for misconduct other than collision factor, will be one year from the date the misconduct was discovered by a supervisor.
Note: Adjudications of employee-involved traffic collisions must be conducted by command staff of at least one civil service rank above the concerned employee and within their chain of command.
Administrative Review of Traffic Collisions Involving Employee's Gross Negligence or Reckless Disregard for Safety. For traffic collisions involving an employee's gross negligence or reckless disregard for safety when such action creates a high risk of death or serious bodily injury, the DFSC will forward the FSR package to the DTC within 20 business days of receipt.
Administrative Review of Traffic Collisions Resulting in Severe or Fatal Injuries/Reviewed by the Executive Fleet Safety Committee. For traffic collisions involving "A" or "K" injuries, consumption of alcohol or drugs or which may result in a criminal filing; or traffic collision(s) resulting in an employee accruing eight or more points or four preventable traffic collisions within 36 months, the DFSC will compile the FSR package and forward it within 20 business days to the DTC. The DTC will convene the EFSC within 60 business days of receipt of the FSR package from the DFSC. The Committee's recommendation will be submitted to the Chief of Police for final adjudication.
207.20 TRAINING DIVISION, RESPONSIBILITIES. Training Division will coordinate the Traffic Collision Debrief for all traffic collisions involving injuries (visible, "A" or "K"). When directed training is required, the Commanding Officer (CO), Training Division, must ensure the corresponding Division of Records (DR) number and the reason for the training (e.g., Traffic Collision Debrief, three points accrued within 24 months) is entered into the Training Evaluation and Management System for the involved employee.
207.30 EMPLOYEE-INVOLVED TRAFFIC COLLISION POINT SYSTEM CRITERIA. The criteria for the point system lies in the following four levels of preventable traffic collisions:
Level One Collision.
Level Two Collision.
Level Three Collision. A Level Three Collision involves any of the following:
Level Four Collision. Preventable Level Four Collisions will result in a personnel complaint, directed driver training, and other action deemed appropriate by the Executive Fleet Safety Committee (EFSC) or Department Traffic Coordinator (DTC). A Level Four Collision involves any of the following:
Note: All traffic collisions involving the employee's gross negligence or reckless disregard for safety will be adjudicated by the DTC.
Point Count Criteria and Guidance and Remediation Thresholds. A preventable traffic collision that meets the criteria of any of the four levels must be assigned a number of points according to the schedule below. Points accrue for each traffic collision on the date of the collision and remain countable for 36 months from the date of the collision. After 36 months, the point or points are no longer countable toward the total.
Non-Preventable Collisions: 0 points
Level One Collision: 1 point
Level Two Collision: 2 points
Level Three Collision: 3 points
Level Four Collision: 4 points
When three points are accrued in 24 months, the CO must direct the employee to a formal standardized driver improvement training course conducted by Training Division (Directed Driver Training) and take any additional action deemed appropriate. This training does not reduce the point count.
When an employee accrues five to seven points in 36 months, the CO must prohibit the employee from driving a City vehicle for six months (Driving Restriction) and take any additional action deemed appropriate, which may include, but is not limited to, formalized driver training, a loan to a Traffic Division, a written safe driving course, or an appearance at roll calls to explain occurrence.
Note: If an employee with a six-month driving restriction is promoted or transferred to a position which requires driving, the decision to rescind the driving restriction will be made by the DTC. If the driving restriction remains, then the employee's probationary period must be extended for the remaining period of the driving restriction.
When an employee accrues eight or more points or four preventable traffic collisions within 36 months, the DFSC will forward within 20 business days the Fleet Safety Report (FSR) package to the DTC. The DTC will convene the EFSC for appropriate action, which may include the administrative transfer of the concerned employee after the final adjudication of the latest preventable traffic collision appeal. The employee will be transferred to another geographic division and will not be permitted to drive a City vehicle or return to the prior division for one year. The current administrative transfer process will be applied and the employee may submit three choices for a transfer location. The new division of assignment will be determined by the Department, and the employee may or may not be transferred to a division of their choice. The Chief of Police retains the final authority to approve or disapprove administrative transfers pursuant to this policy.
Point Count Reduction. If an employee attends formal driver improvement training of at least four hours in length conducted by a bona fide traffic school on a voluntary, off-duty basis without compensation, the Department will remove one point from the employee's point count. The voluntary training is acquired by the employee for the employee's own benefit. This may be done no more than once in any 24-month period. The employee must forward a copy of the certificate of completion to the DFSC to be filed with the FSR Package.
207.50 APPEAL OF PREVENTABLE TRAFFIC COLLISION FINDING OR INCIDENT POINT VALUE. Whether an employee does or does not respond orally or in writing to the commanding officer (CO) or Department Traffic Coordinator's (DTC) determination or to the Executive Fleet Safety Committee (EFSC), if the employee wishes to appeal the CO or DTC's findings or EFSC's recommendations, the employee will have only one appeal per incident as follows:
Previous preventable traffic collisions which were not appealed in a timely manner or which have already been otherwise adjudicated will not be the subject of this preventable traffic collision appeal.
Employees will be entitled to an employee representative to assist in formulating a written appeal in accordance with the provisions of the applicable Memorandum of Understanding. The DFSC will forward the appeal documentation to the DTC. If the employee and their representative elect to, they may do an in-person appeal to the EFSC. This request should be submitted with their written appeal and the DTC will schedule the employee for an in-person appeal before the EFSC. The EFSC will either uphold or reject the initial finding of "preventable."
The DTC will review the employee's written appeal, and findings of the EFSC if applicable, and make a recommendation to the COP within 30 business days. The COP will render a written decision, including rationale, within 30 business days. The written decision and rationale by the COP will be sent to the CO, Emergency Operations Division, to distribute to the employee, the employee's CO and the DFSC.
The decision of the COP is final and binding. If no written appeal as described in this policy is filed by the employee within 30 business days of receiving the CO or DTC's findings or the EFSC recommendations, the matter is closed and final. All timelines in this Order, not covered by law, statute, or charter, may be extended when due to articulable, exigent circumstances, with the approval of the DTC. Exigent circumstances include, but are not limited to, analysis of evidence, employee injury, and/or criminal prosecution.
208. MOTORIZED POLICE ESCORTS.
208.10 REQUESTING MOTORIZED ESCORTS. All requests for Department personnel and equipment for escort service shall be referred to the Commanding Officer, Emergency Operations Division. When the office of the Commanding Officer, Emergency Operations Division, is closed, requests for motorized escorts shall be referred to the Commanding Officer, Detective Support and Vice Division. A request for escort service shall not be granted except with the permission of the Commanding Officer, Emergency Operations Division, or a delegated authority, subject to approval of the Chief of Police.
208.20 AUTHORIZING MOTORIZED ESCORTS. Motorized police escorts may be granted under the following circumstances:
Normally, requests for escorts shall not be granted to any person for the purpose of expediting his/her journey or to provide publicity or personal convenience. Police escorts operating under emergency conditions shall confine their activities to those emergencies within the meaning of the California Vehicle Code.
209. PULL NOTICE PROGRAM. All employees who have commercial driver's licenses (defined as Class A or Class B driver's licenses, or Class C driver's licenses with a commercial endorsement as defined in Section 1808.1 of the California Vehicle Code) and who have been proficiency tested by the Emergency Vehicle Operation Course (EVOC) Unit, Training Division, to operate Department vehicles or equipment that require these classes of licenses shall be registered in the Pull Notice Program.
Note: Only Department employees who have commercial driver's licenses and have been proficiency tested by the EVOC Unit may operate Department vehicles or equipment for which commercial driver’s licenses are required. Employees with commercial driver’s licenses who have not been proficiency tested by the EVOC Unit are prohibited from operating such Department vehicles and equipment.
Employee’s - Responsibility. Employees with commercial driver's licenses who have been proficiency tested by the EVOC Unit to operate Department vehicles or equipment that require a commercial driver’s license shall notify their commanding officer when they obtain the license and whenever their commercial driver's license changes classification.
Commanding Officer’s - Responsibility. Commanding officers shall ensure that:
Note: Commanding officers may request Department proficiency testing of employees for commercial driver’s licenses by forwarding an Intradepartmental Correspondence, Form 15.02.00, to the Commanding Officer, Training Division.
Note: A copy of the request shall be forwarded to the EVOC Unit, Training Division.
Note: Commercial driver’s license certification records shall be forwarded to the new command when an employee transfers.
Traffic Coordination Section - Responsibility. Traffic Coordination Section shall be responsible for the following duties:
Note: A copy of the pull notices shall also be forwarded to the EVOC Unit, Training Division.
Training Division - Responsibility. Training Division shall be responsible for the following duties:
Officers in Special Assignments. Commanding officers of employees with Department-certified commercial driver's licenses who are transferred into special assignments which require having employee records removed from Department files shall ensure that the employees are also removed from the Pull Notice Program. This can be accomplished by adding Pull Notice Program records to the Personnel Division copy of the hand-delivered Form 15.02.00 which removes other records. Commanding officers of employees in special assignments shall ensure that the employees who have Department-certified commercial driver's licenses are re-registered in the Pull Notice Program upon their transfer from the special assignment by submitting an Intradepartmental Correspondence, Form 15.02.00, to the Officer in Charge, Traffic Coordination Section.
209.10 INVESTIGATING REPORTS OF DMV ACTION AGAINST EMPLOYEES WITH COMMERCIAL DRIVER'S LICENSES. Upon receiving a pull notice from Traffic Coordination Section, commanding officers shall:
Note: A copy of completed pull notices shall also be forwarded to the EVOC Unit, Training Division.
209.20 NOTIFICATION OF AN EMPLOYEE’S LICENSE RESTRICTION. All Department employees who are required to possess a valid California driver’s license as a condition of their employment shall immediately notify their commanding officer whenever their driver’s license is or is about to be revoked, suspended, restricted or limited in any way. This notification may be made directly to the commanding officer through an employee’s supervisor. The employee shall provide the supervisor or commanding officer with a copy of any related paperwork. Failure to make this notification in a timely manner is considered misconduct. An employee shall notify the commanding officer when his/her license is reinstated.
Note: This includes all sworn employees and some non-sworn employees regardless of their current assignment. Civilian Personnel Services Section, Personnel Division, can assist in determining which non-sworn classifications require a valid driver’s license.
Supervisor Responsibility. Upon being notified that an employee’s driver’s license has been revoked, suspended, restricted, or limited, a supervisor shall evaluate the circumstances and, if appropriate, immediately modify the employee’s assignment to ensure the employee does not violate the restriction(s). The supervisor shall document the incident on an Employee Comment Sheet, Form 01.77.00, and forward the form, along with any paperwork, to the employee’s commanding officer.
Commanding Officer Responsibility. Upon being notified of any DMV action against an employee’s driver’s license, the commanding officer shall ensure that the employee’s assignment is modified to comply with the restrictions. The commanding officer shall consult with the Commanding Officer, Internal Affairs Group and his/her bureau commanding officer or equivalents. In cases where administrative discipline is appropriate, the commanding officer shall cause an investigation to be initiated. Upon return of a valid license, the commanding officer shall evaluate the employee’s assignment and may allow the employee to reintegrate into an assignment requiring the operation of a Department vehicle.
Bureau Commanding Officer. Bureau commanding officers shall ensure that an investigation is conducted and appropriate action is taken with respect to any restrictions to an employee’s driver’s license.
210. SUBPOENAS. The duties of investigating officers in connection with the handling of subpoenas are listed in Manual Section 4/745. The duties of other employees in connection with the handling of subpoenas are established by this section.
210.02 DEPARTMENT ELECTRONIC MAIL DISTRIBUTION AND SERVICE OF SUBPOENAS. The Los Angeles Office of the City Attorney (CA) and the Los Angeles County District Attorney’s Office (DA) will electronically forward all subpoenas to the Electronic Subpoena System. The subpoenas will then be automatically forwarded to the ubpoenaed employee served via electronic mail (e-mail). When an employee opens an e-mail containing an electronic subpoena, this constitutes acknowledgment of service and receipt of the subpoena. Electronic subpoenas convey the same responsibilities as a personally served (paper) subpoena.
Note: During the initial phase of implementation of the Electronic Subpoena System the electronic subpoena sent via e-mail will contain a “link” directing the subpoenaed employee to “click” the link in order to acknowledge receipt of the electronic subpoena. Upon receiving an electronic subpoena employees shall acknowledge receipt of the electronic subpoena by clicking the appropriate link.
The Electronic Subpoena System will document the service of subpoenas. Subpoena Control Officers (SCO) and designated supervisors will have access to the Electronic Subpoena System and be able to monitor the subpoena service status by utilizing the Electronic Subpoena System.
Note: All subpoenas not issued by the DA and CA will continue to be served via personal service of a paper original.
SUBPOENA CANCELLATIONS. If it is determined that an employee is not needed for a court proceeding and the employee can be cancelled, the SCO shall change the status of the Electronic Subpoena to “called-off” and cause a notification to be sent to the employee via e-mail. Subpoena cancellations will be delivered to employees in the same manner as electronic subpoenas. Employees are required to open and acknowledge electronic subpoena cancellations in the same manner as required by the original subpoena. An employee opening and acknowledging the electronic subpoena cancellation constitutes service of the cancellation to that employee and supersedes the sent subpoena.
Note: It is anticipated that in a second phase of Electronic Subpoena System implementation, the DA will be able to directly initiate the cancellation or “call-off” of a subpoenaed employee.
EMPLOYEE’S RESPONSIBILITIES. Employees receiving electronic subpoenas are subject to the same responsibilities as with a personal subpoena service. The employee will be considered personally served via e-mail and shall appear in court or be placed on-call for court, as directed by the subpoena. Employees subject to electronic subpoena service shall:
Note: During the initial phase of implementation, employees shall acknowledge the electronic subpoena or cancellation by clicking the appropriate reply link.
SUBPOENA CONTROL OFFICER’S RESPONSIBILITIES. In addition to the duties delineated in Department Manual Sections 3/210.10, 3/210.22, and 3/210.45, SCOs shall:
SUPERVISOR’S RESPONSIBILITIES. Supervisors shall ensure the following:
WATCH COMMANDER’S RESPONSIBILITIES. Area/division watch commanders shall ensure:
COMMANDING OFFICER’S RESPONSIBILITIES. Commanding officers shall ensure the following:
OFFICER IN CHARGE, DETECTIVE SUPPORT SERVICES, DETECTIVE SUPPORT AND VICE DIVISION. The Officer in Charge, Detective Support Services, Detective Support and Vice Division shall designate a Master SCO. The Master SCO shall have supervisory oversight of the duties and training of all SCOs, oversee the operations of the Electronic Subpoena System, and be responsible for reconciling sent subpoenas when the Area SCO is unable to determine the Area/division of the respective employee.
210.05 SUBPOENA CONTROL OFFICERS - DESIGNATION. Each Area commanding officer shall designate an officer in his or her command as Area subpoena control officer. Each specialized detective or traffic division commanding officer may, when the volume of subpoenas indicates the necessity, designate a divisional subpoena control officer. Subpoena control officers shall be assigned to a duty schedule that will ensure their presence during normal court hours.
210.10 SUBPOENA CONTROL OFFICER - RESPONSIBILITY. Subpoena control officers shall be responsible for:
Note: To ensure strict accountability for subpoenas and to ensure that current information pertaining to subpoenas is readily available, the subpoena control officer responsibilities shall not be decentralized within the Area/division.
Exception: When an investigating officer requests service of a subpoena for a preliminary hearing, it shall be returned to the investigating officer as soon as it is served. If a private person cannot be served before the date set for court appearance, the investigating officer shall be notified as soon as practicable by telephone.
Note: The subpoena control officer shall maintain the Training Orders for Department entities that do not have a training coordinator.
Training Orders that cannot be served shall have a reason for non-service documented on the Order and shall be signed by a supervisor. The Training Order shall then be immediately returned to the In-Service Training Unit, Training Division.
The subpoena control officer should keep a copy of all Training Orders for his/her files.
Narcotics Evidence Photographs:
Geographic Area commanding officers shall ensure that Area subpoena control officers:
Geographic Areas shall retain purged Restraining orders for two years from date of issuance.
Upon receipt of the City Attorney's Discovery Questionnaire the subpoena control officer shall:
Log the questionnaire in the Employee Subpoena Record, Form 15.29.00, by entering:
Upon receipt of the completed questionnaire from the officer’s supervisor, the subpoena control officer shall:
210.12 OFFICER RESPONSIBILITY WHEN NOTIFIED OF A COURT APPEARANCE. When Department employees receive a subpoena or are notified that their presence is required at a legislative, judicial or administrative proceeding, regardless of the jurisdiction, employees shall immediately:
210.15 CLERICAL EMPLOYEE'S DUTIES - SUBPOENAS. A record clerk shall:
Note: When the subpoena control officer is unavailable, subpoenas and court notices shall be delivered to the watch commander on‑duty. The watch commander shall ensure that those subpoenas and court notices which require immediate service are served and the control copies of these and all other subpoenas and court notices are delivered to the subpoena control officer.
210.20 WATCH COMMANDER'S RESPONSIBILITY - SUBPOENAS. A watch commander, upon receiving a subpoena or Court Notice, Form 15.57.00, shall ensure that it is served promptly.
Note: Subpoenas requiring immediate service shall be given special attention.
Additionally, the watch commander shall ensure that the following subpoena procedures are followed:
City Attorney's Discovery Questionnaire.
210.22 RETURN OF SUBPOENAS TO ISSUING COURT. The subpoena control officer of each Area/division shall be responsible for the return of all subpoenas as soon as they have been served or noted as. Subpoenas shall be returned via Department mail and Los Angeles County messenger service as follows:
City Attorney's Office1700 City Hall East200 North Main StreetLos Angeles
Metropolitan Area,Division 201 through 206;
District Attorney's OfficeWitness Assistance Section12514 Criminal Courts Building
Public Defender's Office19513 Criminal Courts BuildingLos Angeles
Note: Private defense attorney subpoenas shall be returned to the individual attorney via U.S. Mail.
210.23 RETURN OF CIVIL SUBPOENAS (Manual Section 3/780.40)
210.25 EMPLOYEE'S DUTIES - REQUESTING RELEASE FROM COURT APPEARANCE. (Vacation). A subpoenaed employee who wishes to be excused from appearing in court in order to go out of the County of Los Angeles on vacation shall proceed as follows:
Traffic Court. Immediately upon receipt of a Court Notice, Form 15.57.00, for their appearance in traffic court, related to a traffic citation which does not involve a City Attorney subpoena or juvenile court case, an officer may request to be excused by completing a Request to be Excused from Traffic Court Appearance, Form 04.70.00, and submitting it to their commanding officer for approval or disapproval.
Preliminary Hearings and Felony Trials. Request permission from the deputy district attorney of the concerned court.
If permission is granted, complete two copies of the employees Report, Form 15.07.00, containing:
Note: Vacations shall include regular and special days off taken in conjunction with the vacation period.
210.28 EMPLOYEE’S DUTIES – REQUESTING RELEASE FROM COURT APPEARANCE ON TRAFFIC CITATIONS. An officer may request to be excused from Traffic Court, related to a traffic citation, when all of the following are met:
Note: A traffic citation subject to a City Attorney subpoena is a case where the City Attorney’s Office has filed charges and issued a subpoena for the appearance of the officer. A juvenile court case is a case involving a juvenile “violator” and a subpoena has been issued by the Superior Court requiring the appearance of the officer.
Note: “Essential Department Training” is defined as training of a unique nature that cannot be re-scheduled within an immediate time frame, multi-day training wherein a single court appearance would jeopardize completion of the course of instruction, or out-of-the-area training where pre-paid fees would be forfeited as a result of the officer’s failure to attend the training.
Officer’s Responsibility. Officers who receive a Court Notice, Form 15.57.00, for their appearance in traffic court, related to a traffic citation, may request to be excused from Traffic Court. Officers requesting to be excused shall:
Note: An officer is not excused from his/her traffic court appearance until the request has been approved by his/her commanding officer (or bureau commanding officer when applicable) and the officer has received a signed copy of the approved Request to be Excused from Traffic Court Appearance form.
Commanding Officer’s Responsibility. Upon review of the Request to be Excused from Traffic Court Appearance form, the commanding officer shall:
Bureau Commanding Officer’s Responsibility. Upon review of the Request to be Excused from a Traffic Court Appearance form, the bureau commanding officer shall:
Note: When bureau approval is not required, the bureau commanding officer shall review requests to ensure proper compliance.
Subpoena Control Officer’s Responsibility. Area/divisional SCO’s upon receiving the original Request to be Excused from Traffic Court Appearance form shall:
Court Liaison Unit’s Responsibility. Upon receiving an approved Request to be Excused from Traffic Court Appearance form, personnel assigned to the applicable court liaison unit shall;
Note: Court Liaison Unit personnel shall utilize the Court Notice, Form 15.57.00, when notifying Department employees of a court appearance related to a traffic citation.
210.30 EMPLOYEE'S DUTIES - UNABLE TO APPEAR IN RESPONSE TO SUBPOENA. A subpoenaed employee, who will be unable to appear in court or at a parole revocation hearing on time for any valid reason (such as illness or injury), shall notify the subpoena control officer or, in his or her absence, the concerned watch commander as soon as practicable.
210.45 SUBPOENA CONTROL OFFICER - UNABLE TO SERVE SUBPOENA ON EMPLOYEE, OR UNABLE TO APPEAR IN COURT. A subpoena control officer, when unable to arrange for the service of a subpoena on an employee before the date set for court appearance, or when notified that a subpoenaed employee will be unable to appear in court for any valid reason, shall proceed as follows:
In All Cases.
Complete three copies of the Declaration for Continuance, Form 15.51.01, containing:
Note: The above explanations shall also be included for injured‑on‑duty illnesses or injuries.
Note: When time does not permit the use of interdepartmental mail, divisions having officers scheduled for appearance in court in the metropolitan area shall send a teletype Declaration for Continuance to the Warrant Section, Records and Identification Division. The teletype shall contain the information required on the Form 15.51.01. The Warrant Section, upon receiving the teletype, shall transcribe the information contained therein on a Form 15.51.01. This form shall then be executed and delivered to the concerned court.
Preliminary Hearings and Felony Trials.
City Attorney's Discovery Questionnaires.
If an officer named on a City Attorney's Questionnaire is scheduled to be off duty for a period of time extending beyond the city attorney's due date, the concerned supervisor shall:
When unable to arrange for the service of a defense subpoena upon an employee prior to the specified appearance date, or when notified that a defense-subpoenaed employee is unable to appear on the specified appearance date, the subpoena control officer shall:
210.46 SUBPOENA CONTROL OFFICER'S DUTIES - JUVENILE COURT HEARINGS - UNABLE TO APPEAR IN COURT. The subpoena control officer shall cause immediate notification to be made to the concerned section of the Juvenile Division of the District Attorney's Office when:
Exception: Notification shall be made directly to the Long Beach Juvenile Court and all traffic divisions of the Juvenile Court.
210.60 DEPARTMENT EMPLOYEES APPEARING AS DEFENSE WITNESSES. A Department employee shall notify his or her commanding officer as soon as possible prior to giving testimony as a defense witness in a criminal case, either by personal appearance or by deposition. The notification shall be made on an Employee's Report, Form 15.07.00, and shall contain the following items if applicable:
Commanding officers, upon receipt of the notification, shall immediately notify the investigating officers and the attorney for the concerned government agency.
210.63 DEPARTMENT EMPLOYEES APPEARING AT GOVERNMENTAL ADMINISTRATIVE HEARINGS. A Department employee must notify his or her commanding officer upon receipt of a request to appear at an administrative hearing, conducted by another governmental agency, which may result in disciplinary action against an employee of the concerned agency. The notification must be made on an Employee's Report, Form 15.07.00, and must contain the following information:
Upon receipt of such notification, the employee's commanding officer will determine whether the information which the employee is likely to divulge may be confidential in nature or has a potential for personal or City liability in a civil lawsuit. When there is a possibility that such information may be divulged, the commanding officer will notify his or her superior officer at the bureau level. The staff officer must evaluate the information and, if appropriate, notify the Commanding Officer, Legal Affairs Division. The Commanding Officer, Legal Affairs Division, must make arrangements with the City Attorney's Office to provide advice to, and if necessary appear with, the employee.
Additionally, the commanding officer must cause the concerned agency to be notified of the employee's intended appearance.
Employees Appearing Off‑Duty at Governmental Administrative Hearings. An employee who will be appearing off‑duty at a governmental administrative hearing as a character witness or representative must complete an Employee's Report, Form 15.07.00, to the employee's commanding officer advising the commanding officer of the appearance. The Form 15.07.00 must contain the following information:
Whenever an employee's affiliation with the Department is disclosed during an off‑duty appearance at an administrative hearing, the employee must advise the hearing officer that the employee is appearing as a private person and is not representing the Department.
Supervisors reviewing Form 15.07.00 notifications of off‑duty appearances at governmental administrative hearings must discuss the appearance with the employee and ensure that the employee is aware that he or she is appearing as a private person and does not represent the Department.
Commanding officers notified of off‑duty appearances at governmental administrative hearings will review the Form 15.07.00 notification to ensure that no conflict of interest exists. If it is determined that a conflict may exist, the commanding officer must ensure that the employee is appropriately counseled prior to the appearance date.
Note: Employees have a right to appear at hearings as private persons. Counseling will be limited to ensuring that the employee understands his or her private person status, that the employee understands the requirement to advise the hearing officer of that status if his or her affiliation with the Department is disclosed during the hearing, and the nature of any conflict of interest that may exist.
210.80 COURT COORDINATORS - DUTIES. Detective division watch commanders designated as court coordinators shall:
211. DISCOVERY MOTIONS.
211.40 DISCOVERY PROCEDURES FOR PERSONNEL RECORDS.
211.45 COMMANDING OFFICER, LEGAL AFFAIRS DIVISION-RESPONSIBILITY. Upon receipt of a discovery motion for a police officer's personnel records, the Commanding Officer, Legal Affairs Division, must:
211.47 AREA/DIVISION COMMANDING OFFICER-RESPONSIBILITY. Upon receipt of a Notice of Pretrial Discovery from Legal Affairs Division, the commanding officer must:
212. ON ‑ CALL STATUS COURT.
212.10 ON‑DUTY DAY - WATCH EMPLOYEE'S - RESPONSIBILITIES. An employee assigned to day watch who receives a subpoena for "on‑call" court and who is on‑duty on the date of the court appearance shall:
Note: The "on‑call" status shall terminate at 1300 hours unless an employee is notified that it has been extended.
212.20 ON CALL STATUS AND OFF - DUTY EMPLOYEE'S - RESPONSIBILITIES. An employee must report to court or remain on-call, as directed by the subpoena. When a subpoena includes a statement that the concerned employee has been placed "on-call," the off-duty employee must not report to the designated court, unless directed to do so by the concerned court liaison personnel, Area/division subpoena control officer, designated supervisor or the assigned prosecuting attorney. An off-duty employee who is on call for court must:
212.30 OVERTIME COMPENSATION FOR COURT. Court overtime compensation for sworn personnel shall be administered according to the current administrative order on overtime provisions.
212.40 COURT APPEARANCE NOTIFICATIONS - RESPONSIBILITY. When notified by a member of the District Attorney's Office that an on‑call employee is needed in court, the watch commander shall be responsible for ensuring that the employee is notified immediately.
When notified by a member of the District Attorney's Office that an employee is needed in court in conjunction with a Superior Court subpoena for which the employee was previously on‑call, the watch commander shall make a concerted effort to notify the employee of the date and time to appear in court. When the employee cannot be contacted, the requesting deputy district attorney shall be notified without delay and shall be informed of the date the employee is next scheduled to report for duty.
214. COURT CONTINUANCES
214.50 COURT CONTINUANCES - EMPLOYEE'S DUTIES. An employee who receives notice of a court case continuance shall:
216.50 CITY ATTORNEY'S SUMMONS TO OFFICER. An employee who receives a notice to appear at the City Attorney's Office concerning a traffic citation or an arrest he/she has completed shall notify his/her commanding officer. The commanding officer shall assign a supervisor to attend the hearing with the employee.
217. PAROLE REVOCATION HEARINGS. A teletype from the California Department of Corrections requesting the appearance of an employee at a pre-revocation or revocation hearing shall be handled in the same manner as a subpoena teletype, in accordance with Manual Section 3/210.
217.50 SUBPOENA CONTROL OFFICER'S DUTIES-UNABLE TO SERVE PAROLE REVOCATION HEARING TELETYPE ON OFFICER, OR OFFICER UNABLE TO APPEAR AT HEARING. The subpoena control officer shall notify the Region III Administration Office, Community Services Division, of the California Department of Corrections when an employee is unable to appear at a pre-revocation or revocation hearing. If possible, notification shall be made at least three days prior to the date of the hearing.
Note: When the subpoena control officer is unavailable, the watch commander shall make the notification.
218. REQUESTS FOR LEGAL SERVICES.
218.30 GENERAL LEGAL INFORMATION. Department personnel desiring information of a general legal nature may telephonically contact LAD to request the information. During off-hours, personnel desiring this information shall seek the advice of a supervisor. In cases when a Department supervisor is unable to determine an appropriate course of action, he/she may contact LAD through the Department Command Post.
218.60 FORMAL LEGAL OPINIONS. Legal Affairs Division will process all request by Department entities for legal opinions from the Office of the City Attorney. Department entities requiring opinions will forward their request to the Commanding Officer, LAD, through their bureau commanding officer or equivalent for review and approval.
Exception: Entities conducting staff research or preparing directives on behalf of the Office of the Chief of Police may submit requests for formal legal opinions directly to LAD.
Bureau Commanding Officer’s Responsibility. Bureau commanding officers, or their equivalent, must review the request for appropriateness and, upon approval, forward the request to the Commanding Officer, LAD.
Legal Affairs Division Responsibility. The Commanding Officer, LAD, must:
219. REQUESTS FOR CHANGES OF REPORTING DISTRICTS. Commanding officers desiring changes of reporting districts shall forward an Intradepartmental Correspondence, Form 15.02.00, containing justifications for the requested changes, through channels, to the Commanding Officer, Information Technology Division. Information Technology Division shall research the requests to ensure that the requested changes are consistent with established criteria based on work load, census tracts, and natural physical boundaries.
220. STAFF RESEARCH.
220.01 STAFF RESEARCH - DEFINED. Staff research is any study which will be reported in a formal writing endorsed by a command or staff officer.
220.02 ORIGINATING STAFF RESEARCH. The originator of a staff research project shall ensure that the original of the Staff Research Control Form, Form 01.15.00, is forwarded through channels to the unit that will be conducting the staff research.
Note: Requests for staff action requiring Policies and Procedures Division to conduct legal or forms development research or to publish Special Orders, Memoranda, Notices or other formal directives which will be distributed Department-wide shall be made on the Intradepartmental Correspondence, Form 15.02.00, and forwarded through the chain of command to the Bureau Commanding Officer of the requesting employee. If approved, the request shall be forwarded to the Office of Constitutional Policing and Policy. Requests approved by the Office of Constitutional Policing and Policy, shall be directed to the Commanding Officer, Policies and Procedures Division.
220.12 PRIMARY AUTHOR - DEFINED. The primary author of a staff research report is the Department employee who did more of the research and writing than any other employee. If there are co‑authors who make any equivalent contributions, the primary author shall be the employee designated by the immediate supervisor of all co‑authors assigned to the staff research project.
220.13 PRIMARY AUTHOR OF THE STAFF RESEARCH REPORT - RESPONSIBILITY. The primary author of each staff research report shall:
Note: Confidential information shall not be included on the Staff Research Index Form.
220.16 COMMANDING OFFICER IMMEDIATELY RESPONSIBLE FOR THE STAFF RESEARCH REPORT - RESPONSIBILITY. The commanding officer immediately responsible for each staff research report shall:
Note: If later revisions substantially alter the subject matter, not merely the contents, of the staff research report, PPD staff shall be contacted by telephone to make changes in the SRI.
220.17 COMMANDING OFFICER, POLICIES AND PROCEDURES DIVISION - RESPONSIBILITY. The Commanding Officer, PPD, shall:
220.50 PARTICIPATION IN SURVEYS INITIATED BY OUTSIDE ORGANIZATIONS. When a request for the Department to participate in a survey or research project is received from an agency, organization or individual outside of this Department, it shall be forwarded to the appropriate staff unit for evaluation. The employee who is assigned to evaluate the request shall determine:
When a request to participate in a survey or research project has been evaluated, the commanding officer shall be responsible for review of the staff evaluation and approval or disapproval of the request.
In evaluating requests, the following criteria shall apply:
Note: The Chief of Police will forward approved recommendations regarding such requests to the Board of Police Commissioners for review and approval. When the anticipated costs incurred by participation in a survey or research project will exceed $5,000.00, the Board of Police Commissioners will forward the request to the City Council for its review and approval.
220.51 EXTERNAL (NON-DEPARTMENT) AUDITS/INSPECTIONS. Area/division commanding officers and the Commanding Officer, Audit Division (AD), will have the following responsibilities when an external audit/inspection is requested to be completed by the Department:
AREA/DIVISION COMMANDING OFFICER’S RESPONSIBILITIES. The Area/division commanding officers will be responsible for the following:
Note: The concerned bureau chief must always be included when routing an Intradepartmental Correspondence through the chain-of-command. Any communication between the Department and an outside entity must be treated as official correspondence and requires the concerned bureau commanding officer’s signature.
Audit Division’S RESPONSIBILITIES. Audit Division will be responsible for the following:
Note: The Commanding Officer, AD, must consult Legal Affairs Division when it is deemed that an audit may involve sensitive material.
220.55 CONDUCTING INTERNAL SURVEYS. Department personnel shall obtain the approval of the Employee Relations Administrator prior to conducting an internal survey.
Employee - Responsibility. An employee who intends to utilize a survey instrument to obtain information from Department personnel shall prepare an Intradepartmental Correspondence, Form 15.02.00, with supporting documentation. The Form 15.02.00 shall contain the following information:
The Form 15.02.00 and a copy of the proposed employee survey instrument shall be forwarded via the chain of command to the Employee Relations Administrator, Employee Relations Group.
The Employee Relations Administrator - Responsibility. The Employee Relations Administrator shall review and evaluate any request for approval to use an employee survey. The Employee Relations Administrator shall approve or disapprove the request and shall ensure that the following criteria are met:
222. CHANGE OF WATCH. Change of watch is that time at which the responsibility for the operation of a police division passes from one watch to another. It is normally preceded by a roll call period for the watch coming on‑duty.
222.02 STANDARDIZED CHANGE OF WATCH PROCEDURES FOR PATROL AND TRAFFIC DIVISIONS. Specified patrol and traffic division employees shall be assigned to divisional watches at the beginning of each deployment period (DP). For the purpose of applying watch assignment procedures, there are three primary watches: AM, Day, and PM watches. All mid-watches are included within a primary watch for purposes of watch assignment. Once assigned to a primary watch, an employee may indicate a preference for the primary or mid-watch, but may be assigned to either watch during any deployment period based on Department needs and/or the employee’s request.
Discretionary Watch Assignment Pools. The five discretionary watch assignment pools are comprised of, respectively, Lieutenants I/Watch Commanders, Sergeants II/Assistant Watch Commanders, probationary Sergeant I, traffic trainees, and Police Officers I.
Primary Watch Assignment Pools. The five primary watch assignment pools are comprised of, respectively, Police Officers II, Police Officer II+2, Police Officers III, Sergeant I+2, and non-probationary Sergeants I.
Exempt Positions. Community Traffic Services, subpoena control, other specialized task forces or details, traffic loanees, and light-duty personnel are exempt positions.
Senior Officers. As determined by service as sworn members of the Department, the most senior employees within each non-supervisory primary watch assignment pool, not to exceed fifteen percent of each pool, are designated “senior officer,” for watch assignment purposes only. Police Officers II and III with 20 years or more of service as sworn Department employees, not to exceed four percent of the total Police Officers II and III in the division of assignment, will be awarded their choice of watch. The balance of the Police Officers II and III in the division with 20 or more years of service as sworn Department employee shall be exempt from working one watch of their choice. These officers must not represent more than 50 percent of any given watch.
The top five Sergeant I’s in the division of assignment with 20 years or more of service shall be afforded watch seniority. The top two will have their choice of watch and the remaining three will be exempt from working one watch of their choice.
Eligible officers must submit a Form 15.07.00 to their commanding officer requesting to be awarded or exempt from a specific watch. Those employees eligible to choose or exempt a specific watch will change as seniority within the division changes.
Exception: Officers assigned to specialty assignments such as Special Problem Units (SPU), Gang Impact Team s (GIT), subpoena control officers, complaint officers, and special task forces, shall be exempt from the change of watch policy and their hours shall be set by their commanding officers.
Eligibility for Department Schools. Officers with 20 or more years of service as a sworn Department employee shall be allowed to attend a Department school of their choice, annually, provided that the officer meets the criteria to attend the school and the school is within his/her scope of normal responsibility. Requests to attend the school shall be made on an Employee’s Report, Form 15.07.00, and submitted to their commanding officer for approval.
Watch Seniority. Watch Seniority is established by the number of consecutive deployment periods an employee has been assigned to the same watch, and is used to determine an employee’s ability to request a change of watch and be bumped from a watch. Watch seniority continues to accrue during periods of absence such as sick, injured on duty, leave of absence, and vacation. Watch seniority does not accrue, at any time, during activation to military duty in excess of one DP.
Bumping. Bumping is the involuntary movement of an employee from their current assigned watch. Employees who have completed a minimum of six full consecutive DPs on the same watch are eligible to be bumped from the watch. No employee shall be bumped from a watch unless an eligible employee has properly requested a transfer to that watch and no vacancy exists to accommodate the requesting employee.
Watch Assignment Criteria.
Discretionary Watch Assignment Pools. Employees are assigned to watches at the discretion of the division commanding officer. Generally, these employees will remain on a watch for a minimum of three deployment periods before becoming eligible for a change of watch.
Primary Watch Assignment Pools. Employees shall be assigned to watches in accordance with the following criteria:
Note: Officers assigned to the same Basic Car for a period of two years or more shall have the option to switch to another Basic Car.
Exception: Within each eligible pool, the designated senior officers will be assigned to their watch of choice, not to exceed 50 percent assigned to the same watch. Eligible officers must request a seniority exemption assignment to their watch of choice. Those eligible to choose a specific watch will change as seniority within the division changes.
Exempt Position. Employees in exempt positions are assigned at the discretion of the commanding officer. Watch hours for exempt positions are at the discretion of the commanding officer.
Employee Responsibility. An employee requesting a change in watch assignment shall be guided by the following criteria:
Commanding Officer’s Responsibility. The commanding officer shall update divisional watch seniority information each deployment period and make the information available to division personnel. The commanding officer may make exceptions to the change of watch procedure when it is in the best interest of the Department, the division and/or the individual employee. In addition, the commanding officer may temporarily modify the change of watch policy to provide for unexpected contingencies, such as unusual occurrences, mobilizations, etc.
222.05 HOURS OF WATCH. Each commanding officer shall establish the hours of duty for the watches of his/her division, subject to review by the bureau commanding officer.
222.10 ROLL CALL PERIOD. Roll call period for a watch shall normally commence forty‑five minutes prior to the time established for the watch to start its tour of duty. If necessary to meet operating conditions, a group commanding officer or a bureau commanding officer may direct a division commanding officer to establish a daily roll call period of greater or lesser length.
222.15 ROLL CALL REQUIRED. Each watch commander of the following divisions shall conduct a roll call period each day prior to the time established for his watch to start its tour of duty:
222.20 PREPARATION FOR ROLL CALL. Watch Commanders (WC) may adjust their work hours to begin their watch 15 minutes prior to their start of watch in order to prepare for roll call. Any additional time requires commanding officer’s approval. If a supervisor other than the WC believes he/she needs to report to work early to prepare for roll call, he/she shall obtain prior approval from their immediate supervisor. If a supervisor receives approval to report early for a shift, his/her work hours should be adjusted, so that they remain consistent with his/her total number of scheduled work hours that day, barring exigent circumstances. If an employee adjusts their start of watch but is unable to adjust their end of watch for that day, he/she shall obtain approval to work overtime and complete an overtime report for any overtime worked. Adjusted time shall not be carried over to a different work day. All employees shall comply with overtime procedures established in Department Manual Section 3/708.02.
222.25 SUPERVISION OF THE DIVISION DURING ROLL CALL. The division commanding officer shall establish a procedure for ensuring that field supervision of division operations is maintained for the off-going watch during the time that roll call is being conducted for the oncoming watch. Whenever practicable, one supervisor of the watch then in the field shall remain available in the station during the roll call period of the succeeding watch.
If a supervisor of the preceding watch is not available for duty in the station during the roll call period, or if there has been no preceding watch, a supervisor of the oncoming watch shall remain available in the station during roll call, if practicable.
222.30 ROLL CALL ATTENDANCE. All officers of divisions listed in Manual Section 3/222.15 shall attend the roll call for their watch, except as provided in Manual Section 3/222.25. The watch commander shall conduct the roll call and remain present during the entire roll call period. Supervisors and station personnel shall attend roll call, but may be dismissed early by the watch commander to assume their assigned duties.
222.35 ROLL CALL UNIFORM REQUIREMENTS. Each employee assigned to uniformed duty shall appear for roll call dressed in a proper uniform and wearing Department approved body armor and an authorized police equipment belt.
When directed by a supervisor, employees attending roll call shall stand inspection, dressed in a complete basic uniform, and with field equipment.
222.40 ROLL CALL PROCEDURE. Roll call shall be conducted as follows:
The supervisor conducting the roll call may direct a deviation from this procedure in unusual circumstances.
222.45 READING OF ORDERS TO WATCH. A supervisor shall read, or cause to be read, to the employees of his or her watch for five consecutive days during the roll call period, all Area/division, Department and other orders which might affect employees of the watch. The employee reading an order to the watch shall indicate on the face of the order the following information:
222.50 EMPLOYEES TO REMAIN ON DUTY UNTIL RELIEVED. Department employees, regardless of their duty assignment, shall work the full time assigned for their tour of duty, and shall not leave their assigned duty until such time as they are properly relieved.
An employee assigned to a duty requiring continuity of assignment may be relieved prior to the time established for the change of watch, provided the employee relieving accepts full responsibility for the assigned duties of the employee relieved, e.g., an on-duty watch commander (WC) may be relieved from WC responsibilities by the WC of the following watch. The relieved employee must remain until his/her actual end-of-watch, or if approved, leave prior to EOW by using available time off (compensatory time off, vacation time, etc.).
Note: An employee whose duties require him/her to remain on-duty past his/her scheduled end-of-watch shall notify his/her WC or commanding officer to obtain approval to work overtime. Additionally, an employee who works overtime shall complete an Overtime Report, Form 02.24.00. Employees shall comply with overtime procedures established in Department Manual Section 3/708.02.
An employee assigned duties not normally requiring continuity of assignment into the succeeding watch shall remain on‑duty until the time established as end of watch, but need not be replaced in his or her duties by another employee in order to go off duty.
222.55 OFFICERS TO HANDLE ASSIGNED CALLS. An officer assigned to a unit which is dispatched on calls via radio shall not pass on to the succeeding watch any unanswered radio dispatches without prior permission of the watch commander.
222.60 WATCH INSPECTION OF VEHICLES AND EQUIPMENT. An inspection of vehicles and equipment being released by a watch going off duty shall be made by a supervisor. The supervisor shall cause his or her watch commander to be notified of any defects observed in vehicles or equipment.
222.70 RECEIPT OF TELETYPE MESSAGES. A watch commander shall cause all messages transmitted over the Department teletype system to his or her station to be read promptly upon receipt. Messages requiring action shall be acted upon without delay. Messages which should be read to the next watch shall be so marked.
222.75 SUPERVISION OF MID‑WATCHES. Mid‑watches, special traffic details, and other details which do not report at one of the regular times for change of watch shall be under the supervision of the watch commander on‑duty at the time the detail reports for duty. The responsibility for supervision of such detail is transferred at the change of watch to the watch commander coming on‑duty.
222.80 SUPERVISION OF SPECIAL DETAILS. Supervision of special police details for premieres, parades, football games, or similar assignments shall be as directed by the officer in charge of the detail. The time for roll call and end of watch will be established by the officer in charge of the detail.
223. REQUESTS FOR UNDERCOVER DRIVER LICENSES. Commanding officers of Department entities requiring undercover driver licenses shall submit an Intradepartmental Correspondence, Form 15.02.00, to the Commanding Officer, Vice Division . Commanding officers of Department entities possessing undercover driver licenses shall be responsible for their return to the Commanding Officer, Vice Division, when they are no longer needed for Department business. If an undercover driver license is stolen, lost or destroyed, the circumstances shall be documented immediately by the employee on the appropriate Investigative Report (IR) Form 03.01.00 or Employee's Report, Form 15.07.00. The employee's commanding officer shall evaluate the incident and forward a copy of the Employee's Report, Form 15.07.00, or IR, and a Form 15.02.00, to the Commanding Officer, Vice Division.
Exception: Major Crimes Division (MCD) shall assume corresponding responsibilities for MCD personnel. In addition, the Commanding Officer, IAG, shall have the sole responsibility for coordinating, procuring, returning, and maintaining undercover driver licenses for Ethics Enforcement personnel.
223.05 TRAINING REQUIREMENT FOR SWORN PERSONNEL ASSIGNED TO UNDERCOVER OPERATIONS. All sworn personnel assigned to undercover operations (i.e., undercover operator, undercover support, close-cover operator, and surveillance operator) must complete the Undercover Operations/Tactical Response Course prior to working in an undercover capacity.
Personnel assigned prior to January 1, 2013, must have completed either the two-hour or eight-hour Undercover Operations/Tactical Response Course. Personnel who have not completed the training or who are appointed or loaned (regardless of the duration of the loan) to undercover operations on or after January 1, 2013, must complete the eight-hour Undercover Operations/Tactical Response Course prior to working in an undercover capacity.
Exception: Bureau commanding officers may approve an extension to the training requirement due to operational necessity; however, that extension must be obtained prior to the employee working in an undercover assignment.
Commanding Officer's Responsibilities. Commanding officers must ensure that personnel within their commands who are assigned to undercover operations are in compliance with the training requirements. Commanding officers must notify Training Division via Intradepartmental Correspondence, Form 15.02.00, within 20 calendar days of an employee's assignment/loan to an undercover assignment.
Commanding officers may request an extension due to operational necessity, via Intradepartmental Correspondence, Form 15.02.00, to the bureau commanding officer, and must obtain bureau approval prior to allowing the employee to work in an undercover assignment. The commanding officer must ensure that the involved officer receives a safety briefing from the Area/division Training Coordinator prior to working in an undercover assignment, and the undercover officer must complete the eight-hour course within six months of assignment/loan. The commanding officer must ensure the Training Coordinator documents that the employee
attended the safety briefing in the Training Management System.
224. TRANSMITTING LINE ‑ UPS
224.10 TRANSMITTING LINE ‑ UPS FOR AREAS AND TRAFFIC DIVISIONS. The watch commander of the watch coming on‑duty shall ensure that deployment information is transmitted to Communications Division on the appropriate Deployment Teletype Format, no later than 30 minutes prior to clearance time.
Scheduled changes in deployment which will occur prior to the sending of the next line‑up shall be included on the Teletype Format. If unscheduled changes become necessary during a watch, the watch commander shall notify Communications Division. Extensive changes in the line‑up shall be reported on a Teletype Format; minor changes may be telephonically reported.
226. DRILL AND CEREMONIES. Drill consists of certain movements by which a group of persons is moved in an orderly manner from one formation to another or from one location to another. Ceremonies consist of formations and movements in which an individual is given, or receives, honors or in which a group of persons exhibits equipment or state of training.
226.05 DRILL AND CEREMONIES GUIDE. The basic guide for drill and ceremonies for the Department is Field Manual 225, "Drill and Ceremonies," Department of the Army. In recognition of the requirements of the police service, the Chief of Police may direct that certain modifications to the drill prescribed by Field Manual 225 be made for the drill and ceremonies of the Department.
226.10 DRILL AND CEREMONIES FORMATION. The basic formation for drill and ceremonies of the Department is the platoon. A platoon may consist of one, two, three, or four ranks of employees. As many employees may be formed into each rank as is convenient with respect to the issuance of commands and the available area. A watch consisting of a considerable number of employees, or any other large group, may be formed into several platoons for convenience in command.
Daily Inspections. The watch commander shall indicate the formation to be used in performing a routine daily inspection of a watch.
Special Inspections. The division commanding officer or other commanding officer shall indicate the formation to be used in a special or formal inspection.
Ceremonies. The formation and drill to be used in ceremonies in which employees of the Department participate shall be indicated by the person in charge of the ceremony.
226.15 FORMING RANKS FOR DRILL OR CEREMONIES. Employees assembling into ranks for the purpose of drill or ceremony shall arrange themselves in descending order according to height so that the tallest employees occupy the right of each rank and the shortest employees occupy the left of each rank.
226.20 DRILL COMMANDS. Commands shall be given in a loud and distinct voice so as to be clearly understood by each employee being commanded.
Note: In this Chapter, preparatory commands are indicated by lower‑case italics; commands of execution are indicated by upper‑case italics.
226.25 SALUTING DURING INSPECTIONS. The salute need not be rendered during a routine inspection of a watch or other formation. The salute shall be rendered during formal ceremonies.
226.30 REPORTS OF INSPECTIONS. In the event of a personnel inspection by an officer of the rank of commander or higher, the watch commander (or other employee in charge of employees inspected) shall make a written report on the correction of any deficiencies noted. The report shall be addressed to the immediate superior of the employee submitting the report and shall be substantially in the following form:
At (time) on (date), an inspection of the (PM, Day, AM) watch was conducted by (name and rank). Deficiencies noted by the inspecting employee, and action taken as a result, are indicated below.
(Employee's name, serial number, deficiency, action, date).
(Signed by the watch commander or other person accompanying the inspecting employee)."
An original and two copies of the report shall be completed. The original and first copy are forwarded to the division commanding officer. The division commanding officer shall retain the first copy for his or her files. The division commanding officer shall endorse the original and forward it to the inspecting officer. The second copy of the report shall be retained by the watch commander or other employee in charge of the employees inspected.
226.35 TYPES OF INSPECTION. Inspection procedures utilized by the Department fall into two classes: formal and informal. The formal inspection procedure is intended for use during a ceremony or during an inspection conducted by a visiting dignitary. It may also be utilized during a formal inspection conducted by an officer of the rank of captain or higher.
The informal inspection procedure may be followed during a routine inspection of a watch by a watch commander or on other similar occasions such as an informal inspection of a group of employees by a staff officer.
226.40 INSPECTION COMMANDS AND PROCEDURES. An employee conducting an inspection shall proceed from the right of the line to the left of the line for the front of the first rank and then from left to right for the rear of the first rank. Successive ranks in each platoon shall be inspected in the same manner.
Ranks awaiting inspection may be given Parade, REST by the employee in charge of the platoon. The employee shall call each rank to attention prior to their being inspected. A rank which has been inspected may be given Parade, REST while other ranks are being inspected. At the conclusion of the inspection of the last employee in a platoon, equipment shall be returned and employees of the platoon‑called to attention before the departure of the inspecting officer. The platoon may be given Close Ranks, MARCH and Parade, REST following the departure of the inspecting officer if other platoons are to be inspected.
226.45 INSPECTION PARTY. An employee conducting an inspection of a group of employees assembled in formation may be accompanied during the inspection by such persons as he or she may designate:
226.60 HANDGUN INSPECTIONS. The commands for semi‑automatic pistol inspection and revolver inspection are the same, but the procedures differ.
Revolver Inspection. The commands and procedures for revolver inspection are as follows:
Semi‑Automatic Pistol Inspection. The commands and procedures for semi‑automatic pistol inspection are as follows:
Note: Prior to Inspection-Unloading the Semi‑Automatic Pistol. A supervisor shall ensure that each officers' semi‑automatic pistol which is to be inspected is unloaded, i.e., the chamber is emptied with the magazine removed at the Departmental loading/unloading barrel immediately prior to the inspection. The magazine shall then be reinserted into the weapon and the cartridge previously removed from the chamber of the pistol shall be retained in a pocket of the officer's clothing until the inspection is over.
Note of Caution: Supervisors shall admonish officers that immediately after the inspection is concluded, they shall ensure that a live cartridge is chambered in their pistols utilizing the Departmental loading/unloading barrel, and that the magazines loaded into the pistols are filled to capacity.
226.64 HANDCUFF INSPECTION. The commands and procedures for handcuff inspection are as follows:
226.68 NOTEBOOK INSPECTION. The commands and procedures for notebook inspection are as follows:
226.72 RESERVE AMMUNITION INSPECTION. The commands and procedures for inspection of reserve ammunition are as follows:
226.76 MISCELLANEOUS ITEM INSPECTION. In the case of identification cards, driver’s licenses, pencils, or other miscellaneous items, the name of the item to be inspected shall constitute the preparatory command. There is no motion at such a preparatory command. The command of execution, DRAW, shall constitute the signal to locate the item and place it in the right palm in inspection position.
226.80 INSPECTION OF PLAIN - CLOTHES OFFICERS. Officers dressed in plain clothes and assembled in formation shall, as smartly as possible, execute commands issued, although exact precision may not be possible and modification of methods may be necessary.
226.84 INSPECTION GUIDES. An employee conducting an inspection of a group of uniformed employees shall be guided by Chapter 3/600 of the Department Manual and "The Department Uniform and Personal Equipment Specifications" and should check each item specified therein for appearance and condition. He or she shall inspect each employee for compliance with the personal appearance regulations. The inspecting employee may use the Uniform Inspection Record, Form 01.41.00, as a guide in detailed inspections.
Specific points about the appearance of the individual employee, either good or bad, may be commented on to the employee being inspected. An inspecting employee may direct the accompanying employee to make a note as to a superior or deficient appearance.
If necessary to comment on the appearance of an employee while conducting an inspection from behind the employee, the inspecting employee should preface his/her remarks with the employee's name. If the inspecting employee is unaware of the employee's name, the inspecting employee shall place his/her hand lightly on the employee's shoulder or back at the time he/she speaks to the employee. This will ensure that the employee is aware he/she is being addressed.
226.88 INFORMAL INSPECTION. An informal inspection procedure may be used by a watch commander to accomplish the daily inspection of a watch during roll call. The procedure may also be used by a supervisor in charge of a detail at a special event or at the direction of a supervisor during any formation other than a formal ceremony. The procedure is as follows. A sergeant of the watch commands, in sequence:
The inspecting officer shall:
If the inspecting officer informs the sergeant that he or she wishes to inspect a specific item of officers equipment, the sergeant shall then issue the necessary commands to prepare the equipment for inspection.
If there is more than one rank to be inspected, the sergeant may prepare each rank individually for inspection as the inspection progresses. The ranks not being inspected may be given, Parade, REST.
The supervisor accompanying the inspecting officer during the inspection shall make notes of deficiencies indicated by the inspecting officer.
If Open Ranks has not been given, the watch need not be given, Close Ranks, MARCH, although equipment shall be returned and the watch called to attention before dismissal. The sergeant shall then command, FALL OUT.
226.92 FORMAL INSPECTION. The following procedure shall be used in conducting a formal inspection of a group of officers:
Example: A weapons' inspection shall be held in the parking lot at 0830 hours. The watch shall be formed into two platoons of two ranks each. The platoons shall face east with the first officer opposite the garage entrance. Sergeant Bruce shall command the first platoon; Sergeant Nelson, the second.
228. PARTICIPATION OF CHAPLAINS AT DEPARTMENT EVENTS. A Department chaplain shall be used to give the prayer/invocation for all recruit graduation ceremonies, or any other Department event as requested, subject to availability. Prior to representing the Department as a chaplain, each participant shall contact the Chief Police Psychologist, Behavioral Science Services, who serves as the Department Chaplain Corps Coordinator. Participants shall meet with the Chaplain Corps Coordinator or his/her designee and review and sign the Chaplain Corps Guidelines for General Prayer for Department functions and civic occasions. These guidelines shall include the following provisions:
Prior to each Department event, the selected chaplain will contact the Chaplain Corps Coordinator or his/her designee to receive relevant information and direction regarding an upcoming event.
228.10 DEPARTMENT CHAPLAIN CORPS COORDINATOR’S RESPONSIBILITY. The Department’s Chaplain Corps Coordinator shall:
Note: Only one meeting/signing is required per chaplain. In the interest of uniformity and efficiency, these meetings may be conducted as a group.
Note: Individual chaplains may request (or be requested for) a particular Department event, subject to approval by the Chaplain Corps Coordinator or his/her designee.
228.20 INVOLVEMENT OF OUTSIDE CLERGY. When a Department employee or a family member belongs to the clergy and wishes to participate in a recruit graduation ceremony or other Department event, he or she may serve as “Honorary Clergy.” An individual serving in this capacity may accompany the Department chaplain; however, the designated Department chaplain shall deliver the actual prayer/invocation. Only members of the Department’s Chaplain Corps are authorized to provide prayer/invocation services at Department events.
230. DESIGNATING ACTING STAFF AND COMMAND OFFICERS. When a staff or command officer or a captain who is not a division commanding officer, is to be absent for more than six hours during an administrative working day, he or she shall designate a qualified subordinate to act in his or her stead.
Note: An administrative working day is defined as any day other than a Saturday, Sunday, or a legal holiday.
230.10 DUTIES OF ACTING STAFF AND COMMAND OFFICERS. An officer designated as an acting staff or command officer shall locate himself/herself in the office of the staff or command officer he/she is replacing. Such officer shall assume the full duties and responsibilities of the position, and shall designate a qualified subordinate to assume the duties and responsibilities of his/her regular position.
230.30 OFFICERS REQUIRED TO REPORT ABSENCE. When a staff or command officer, or a captain who is not a division commanding officer, is to be absent for four or more hours during an administrative working day, he or she shall cause his/her absence and the required information (Manual Section 3/230.90) to be reported to his or her commanding officer.
230.90 INFORMATION REPORTED - ABSENCE FROM POST OF COMMAND. The following information shall be furnished in reporting the absence of an employee from his or her post of command:
230.95 DESIGNATING ACTING WATCH COMMANDERS. When a watch commander is to be absent or unavailable, he or she shall designate a qualified subordinate to assume the duties and responsibilities of the watch commander.
234. DISPLAY OF FLAGS
234.10 WHERE AND WHEN FLAGS DISPLAYED. The Flags of the United States and the State of California shall be displayed prominently outside of each facility of the Department daily, weather permitting, from sunrise to sunset. When the National and State Flags are used, they shall be of the same size. When only one flag pole is used, the National Flag shall be above the State Flag, and the State Flag shall be hung in such a manner as not to interfere with any part of the National Flag. The National Flag shall be placed in the position of first honor at all times.
234.30 UNITED STATES FLAG. Display of the Flag of the United States at facilities of the Department and by individuals representing the Department shall be in accordance with provisions of the National Flag Law.(1)The National Flag shall be folded in the proper manner. Whenever practicable, the flag shall be folded outdoors immediately after it is removed from the pole.
[(1) "National Flag Law" is the short title for Public Law 829, 77th Congress, Chapter 806, Second Section, H. J. Res. 359, Joint Resolution to amend Public Law No. 623, approved June 22, 1942, titled "Joint Resolution to Codify and Emphasize Existing Rules and Customs Pertaining to the Display and Use of the Flag of the United States of America".]
234.40 DISPLAY OF THE AMERICAN FLAG ON DEPARTMENT VEHICLES. Motor Transport Division (MTD) shall affix the American Flag decal on all black and white police vehicles, motorcycles, unmarked vehicles and other vehicles with Department markings.
Note: Prior to placing the American Flag decal on unmarked vehicles, MTD shall ensure that prior approval has been obtained from the commanding officer responsible for those vehicles.
Marked Department Vehicles. All black and white police vehicles, motorcycles, and any other vehicle with Department markings, will be supplied with an American Flag decal. The decal shall be installed uniformly on all vehicles by MTD.
Unmarked Department Vehicles. For unmarked vehicles, the commanding officer that is responsible for those vehicles shall determine whether the display of the American Flag on those unmarked vehicles is appropriate, considering the assignment and responsibilities of the personnel assigned to his/her command. The decal shall be installed uniformly on all vehicles by MTD.
Note: If the commanding officer responsible for unmarked vehicles approves the display of the American Flag decal, an Intradepartmental Correspondence, Form 15.02.00, shall be forwarded to MTD specifying the vehicle authorized for the display.
234.90 FLYING NATIONAL FLAG AT HALF ‑ STAFF. The Flag of the United States shall be flown half-staff at a Department facility:
When the National Flag is lowered to half‑staff, all other flags flown at Department facilities shall also be flown at half‑staff.
Communications Division’s Responsibility. The Department of General Services will notify Communications Division when the Mayor's Office orders the National Flag to be lowered to half‑staff. Upon being notified by the Department of General Services that the Mayor's Office orders the National Flag to be lowered to half‑staff, Communications Division shall:
Note: The message shall include the reason for lowering of the Flag and indicate the dates and times that the Flag is to be lowered to half‑staff.
Central Area shall be responsible for the lowering of the Flag at Parker Center and the Police Administration Building.
238. SALUTING REGULATIONS
238.20 SALUTING AT A PARADE. A uniformed officer at a parade need salute only the massed National Colors at the head of the parade. When the Flag is six paces from the employee, he or she shall face it and render a hand salute until the Flag is six paces beyond him. Other groups of colors that follow may be saluted if the employee's immediate attention to duty is not necessary.
238.40 SALUTING DURING PLAYING OF THE NATIONAL ANTHEM. When the National Anthem is played at any ceremony, an employee in full uniform, including cap, shall assume the position of attention, face the National Colors, if present, and render the prescribed hand salute. If there are no National Colors present, he or she shall face the band and render the salute. Employees who are in uniform, except for a cap, shall stand at attention; employees who are in civilian dress shall uncover and stand at attention.
238.60 SALUTING DURING FLAG CEREMONIES. During the ceremony of hoisting or lowering the United States Flag, those employees present and in uniform shall render the prescribed hand salute.
238.80 FUNERAL PROCESSIONS. When duty requirements permit, an employee who is on a fixed post at an intersection through which a funeral procession passes shall stand at attention facing the procession. This position should be maintained until at least the hearse and the portion of the procession that contains the immediate family have passed.
240. COMMUNITY MEETINGS.
240.20 COMMUNITY MEETING – DEFINITION. A community meeting is defined as “any formal meeting with members of the community, where there are discussions regarding the quality of life, crime trends, or other topics that affect the community or the Department.” Community meetings include both Department and non-Department sponsored meetings (i.e. local schools, business groups, clergy, neighborhood groups, etc.).
240.25 REQUESTS FOR COMMUNITY MEETINGS.
Employee’s Responsibility. Upon notification of a request for a community meeting, the employee shall:
Note: In the event an employee assigned to a community meeting cannot attend, that employee shall immediately notify the watch commander and/or SLO Supervisor.
Senior Lead Officer Supervisor's Responsibility. Upon notification of a request for a community meeting the SLO Supervisor shall:
Note: In the event Department personnel did not attend a community meeting, or the meeting was cancelled for any reason, the SLO Supervisor shall document on the Community Meeting Request/Critique form the reason for non-attendance and/or cancellation.
Officer in Charge, Area Community Relations Officer’s Responsibility. Upon notification of a community meeting, the Officer in Charge, Area CRO, shall:
Note: The original shall be retained by the Officer in Charge, Area CRO, for statistical purposes in the event the meeting was not attended by Department personnel.
Watch Commander’s Responsibility. Upon notification that a community meeting is scheduled during his/her watch, the watch commander shall:
Area Commanding Officer’s Responsibility. The Area commanding officer shall:
Geographic Bureau Commanding Officer’s Responsibility. The geographic bureau commanding officer shall:
The Assistant to the Director, Office of Operations’ Responsibility. The Assistant to the Director, Office of Operations, shall ensure the information contained in the Area Community Meeting Summary form is compiled and summarized in a quarterly report for distribution.
Media Relations and Community Affairs Group's Responsibility. Media Relations and Community Affairs Group shall be responsible for ensuring that each meeting is posted on the Department’s website at least two weeks prior to the meeting by the MCG Online Unit.
Information Technology Division’s Responsibility. Information Technology Division shall be responsible for posting each meeting on the City’s website as the information is received from each Area.
Community Meeting Coordinator Responsibility. Community Relationship Division, under the Director, Office of Constitutional Policing and Policies, is designated as the entity responsible for coordinating community meetings and shall be responsible for:
243. REPORTING SPEAKING ENGAGEMENTS. When any member of the Department, other than a staff or command officer, makes a public appearance wherein the employee is identified as a member of the Department and speaks, either formally or informally, before a group on any subject in the field of law enforcement, he or she shall, when possible, obtain prior approval from his/her commanding officer.
245. DEPARTMENT ‑ CADET PROGRAM
245.50 POLICE CADET PROGRAM. Each geographic Area shall sponsor a police cadet post. Any major group/division within the Department may also sponsor a police cadet post with the approval of the Youth Programs Unit, Office of Operations, as outlined in the Department’s Youth Programs Manual (Volume III, Chapter 1, Section 130.20).
Los Angeles Police Cadet Academy – Defined. The Los Angeles Police Cadet Academy is composed of academics, physical training, and military drill provided by Los Angeles Police Officers.
Recruit Police Cadet – Defined. A recruit police cadet is any youth member of the Police Cadet Program who has not graduated from the Police Cadet Academy.
Police Cadet – Defined. A police cadet is defined as any youth member of the Police Cadet Program, regardless of rank, who has graduated from the Police Cadet Academy.
Police cadets may be utilized in many Department operations, thus allowing sworn personnel to handle other critical functions.
Police Cadet Post Advisor’s Responsibility. A Police Cadet Post Advisor is a sworn officer designated by the Area commanding officer to oversee and direct the activities of the cadet post. The Police Cadet Post Advisor, generally a Youth Services Officer, is responsible for providing training in accordance to the Los Angeles Police Cadet Program curriculum, in addition to planning, organizing, and supervising cadet activities.
Additional responsibilities and the criteria of a Police Cadet Post Advisor are outlined in the Department’s Youth Programs Manual (Volume III, Chapter 1, Section 160.25).
Area Community Relations Unit’s Responsibility. The Area Community Relations Unit is responsible for the operations of the Area Police Cadet Post. The officer in charge of the Area Community Relations Unit, under the direction of the Area commanding officer, shall supervise the Police Cadet Post Advisors and ensure the Area Police Cadet Post is operating to standard.
Exception: If a bureau, group, Area, or division does not have a Community Relations Unit and has a police cadet post, the commanding officer shall designate a supervisor to perform the responsibilities of the Community Relations Unit.
Commanding Officer’s Responsibilities. Commanding officers shall exercise line control over cadet activities at the respective bureaus, groups, Areas, or divisions and ensure that activities conform to both the Department’s Police Cadet Program. Within policy guidelines and legal constraints, commanding officers have the authority to coordinate and direct assigned personnel and other allocated resources in achieving organizational objectives. It is incumbent upon commanding officers to ensure that the Police Cadet Program under their command is well rounded, productive, and operates consistently with the Department's Police Cadet Program objectives.
Commanding officers shall appoint two (2) sworn Youth Services Officers (YSO), one male and one female, to serve as Police Cadet Post Advisors. Commanding officers should consider the following when selecting YSO's to serve as a Police Cadet Post Advisor:
A commanding officer may delegate the necessary authority for the efficient operation and administration of the Area Police Cadet Program to the Officer in Charge, Community Relations Unit. However, ultimate responsibility for the Area Police Cadet Post rests with the Area commanding officer.
Youth Programs Unit Responsibilities. The Youth Programs Unit, Office of Operations, is responsible for the following:
Note: The level of coordination will depend upon the nature and complexity of the event. Coordination may vary from providing liaison and information between Police Cadet Program personnel and event sponsors to actual deployment and line supervision of Police Cadet Program personnel assigned to work a particular event. The level of coordination required at specific events will be decided by the Officer in Charge, Youth Programs Unit.
Fiscal Operations Division’s Responsibility. Fiscal Operations Division (FOD) shall be responsible for the proper accounting of Police Cadet Post funds and Youth Programs Funds. All funds donated to a Police Cadet Post and Youth Programs shall be submitted to FOD for deposit to the Department Trust Fund, while the approval and acceptance process is handled by the accepting division.
Fiscal Operations Division shall set up separate sub-checking accounts within the Department’s trust fund, one for each Police Cadet Post and one for each Youth Programs Unit. These sub-accounts are to be maintained by each division.
Fiscal Operations Division is responsible to process the replenishment request submitted by the requesting division specified in the Guidelines for Accounting of Cadet Funds and Youth Programs Funds.
Fiscal Operations Division is responsible to forward the monthly bank reconciliation report for each account prepared by the division to the City Controller’s and City Treasury’s Office.
246. POLICE HONOR GUARD.
246.40 REQUESTS FOR APPEARANCE OF POLICE HONOR GUARD. Requests or invitations for the appearance of the Police Honor Guard shall be referred to the Employee Assistance Unit, Behavioral Science Services.
246.80 POLICE HONOR GUARD APPEARANCE AS DUTY ASSIGNMENT. Police Honor Guard members designated to participate in an approved function shall normally be assigned to the watch hours which will cover the event in which they shall appear. The appearance shall be considered as their primary duty assignment. Upon the completion of the detail, Police Honor Guard members shall report to their respective divisions for deployment for the balance of the watch.
252. POLICE RESERVE CORPS
252.15 CLASSIFICATIONS OF RESERVE OFFICERS
Non-Designated Level I Officer - Defined. A reserve police officer who has not completed a one-year probationary period, including a minimum of 200 hours worked in a patrol assignment, are classified as Non-Designated Level I officers. These probationary officers have full police officer status only while on duty and are not allowed to carry a firearm off-duty.
Designated Level I Officer (DL-I) - Defined. A Designated Level I (DL-I) reserve police officer is defined as a reserve officer who has successfully completed the Peace Officer Standards and Training (POST) basic course and has qualified for the POST Reserve Police Officer Certificate. A DL-I reserve police officer may work with a non-probationary full time police officer or a Certified Designated Level I (CDL-I) reserve police officer. A DL-I reserve police officer has 24-hour peace officer authority and may carry a concealed firearm. All DL-I reserve police officers shall:
Note: Certified Designated Level I Reserve Police Officer (CDL-I) is defined as a reserve police officer who has completed 2,000 hours in a patrol assignment and received approval from his/her involved commanding officer and the Department Reserve Coordinator. Certified Designated Level I reserve police officers may work alone or with a non-probationary reserve police officer or full time police officer. A CDL-I reserve police officer has 24-hour peace officer authority and may carry a concealed firearm.
Level II Reserve Police Officer – Defined. A Level II reserve police officer is defined as a reserve police officer who has successfully completed the POST Module II academy course. Level II reserve police officers have peace officer authority only while on-duty. A Level II reserve police officer may carry a concealed firearm off-duty with a Carry Concealed Weapon permit issued at the successful completion of the POST certified Module II Reserve Academy. A Level II reserve police officer, upon completion of their probation, may be assigned to work with a non-probationary full time police officer or a CDL-I reserve police officer.
Level II reserve police officers shall be assigned to a POST certified field training officer until completion of their probationary training. All Level II reserve police officers shall:
Note: Levels I and II reserve police officers shall complete 24 hours of CPT every two years. Area/divisional training coordinators are responsible for ensuring that this requirement is met and tracked.
Level III Armed/Unarmed Reserve Police Officers – Defined. Level III reserve police officers are appointed after they have successfully completed the POST Module III academy course consisting of 245 hours. Qualified Level III reserve police officers may be armed, provided they have met Department eligibility requirements and may be allowed to carry weapons while on-duty. These reserve police officers have peace officer authority only while on-duty. Level III reserve police officers are limited to those duties that are not likely to result in a physical arrest. Level III reserve police officers may be supervised by a full time non-probationary police officer or a CDL-I reserve police officer. Level III reserve police officers may work in plain clothes or in uniform.
Armed Level III Reserve Police Officers. Armed Level III reserve police officers shall not be assigned general law enforcement duties but may be assigned limited duties including, but not limited to the following:
Note: Level III
reserve police officers assigned to work a plain-clothes assignment may
carry their weapons concealed while on-duty. Armed Level III reserve
police officers may use a marked black and white vehicle in the
performance of their duties.
Unarmed Level III Reserve Police Officers. Unarmed Level III reserve police officers shall not be assigned general law enforcement or patrol duties but may be assigned limited duties including the following:
Note: Commanding officers shall ensure that the requirements of the assignment shall in no case exceed the training and abilities of the reserve police officer.
Professional Training Requirement. All Level III reserve police officers
must complete 16 hours of in-service training every two years. This training
can be in any job-related area that is deemed appropriate and necessary.
Area/divisional reserve coordinators and/or the reserve police officer are
responsible to ensure this requirement is met and tracked on the reserve
police officer’s TEAMS report.
Officer-Defined. Specialist reserve officers are
volunteers who have special talents which may be utilized by the Department
when there is a need for their services. These
reserve officers do not have peace
officer status. A City identification card, distinct from those issued to
peace officers, will be furnished to specialist reserve officer. While Specialist reserve officers are not required to
work a specified number of hours, they shall be available if called upon.
252.20 ASSIGNMENT OF POLICE RESERVES. While on‑duty, and at the direction of their commanding officer, police reserve officers shall be deployed as follows:
Certified Designated Level I Status. Reserve police officers having Certified Designated Level I status may be assigned any duties normally performed by a full-time police officer, including, but not limited to, the following:
Level II and Designated Level I Status. Reserve police officer having Level II or Designated Level I Status and under the supervision of a full-time police officer may be assigned any duties normally performed by a full-time police officer, including, but not limited to, the following:
Note: Non‑field certified Reserve Officers are limited to non‑enforcement duties.
Armed Level III Reserve Officers. Armed Level III reserve police officers shall not be assigned general law enforcement duties, but may be assigned limited duties including, but not limited to the following:
Note: Level III reserve police officers
assigned to work a plain-clothes assignment may carry their weapons
concealed while on-duty. Armed Level III reserve police officers may use a
marked black and white vehicle in the performance of their duties.
Unarmed Level III Reserve Officers. Unarmed Level III reserve police officers shall not be assigned general law enforcement or patrol duties, but may be assigned limited duties including the following:
Commanding officers shall ensure that in no case shall the requirements of
the assignment exceed the training and abilities of the reserve police
Specialist Status. A reserve police officer having specialist status shall function primarily as a consultant and perform special assignments, including, but not limited to, the following:
Riot, Disaster, or Civil Defense. Reserve police officers may be deployed for riot, disaster, or civil defense operations at the discretion of the Department Commander.
Note: In no case shall the requirements of the assignment exceed the training and abilities of the police reserve officer.
252.25 OFF ‑ DUTY RESERVE POLICE OFFICERS - RESPONSIBILITY. Designated Level I reserve police officers and Certified Designated Level I reserve police officers shall have full peace officer status and shall be guided by Department policies and procedures when engaging in police action on or off duty.
Note: A CDL-I and DL-I reserve police officer has 24-hour peace officer authority and may carry a concealed firearm.
Off-duty reserve police officers who do not have DL-I or CDL-I status do not have full peace officer status or powers and shall not identify or represent themselves to be police officers under any circumstances.
Note: A Level II reserve police officer may carry a concealed firearm off-duty with a Carry Concealed Weapon permit issued at the successful completion of the POST certified Module II Reserve Academy.
252.30 DEPARTMENT RESERVE COORDINATOR. The Commanding Officer, Personnel Division, shall be designated as the Department Reserve Coordinator and shall be responsible for:
252.40 BUREAU POLICE RESERVE COORDINATOR. When reserve police officers are assigned to a bureau, the bureau commanding officer shall designate a member of his or her command as the Bureau Police Reserve Coordinator. The coordinator shall be responsible for coordinating the activities of the police reserve officers within the bureau and for processing requests for services of its members within the bureau.
252.50 AREA POLICE RESERVE COORDINATOR. Each uniformed division commanding officer shall designate an officer as the Area Police Reserve Coordinator. The coordinator shall be responsible for coordinating the activities of police reserve officers assigned to the Area and for initial processing of applications for membership, including oral examinations. In addition, he/she shall be responsible for the timekeeping of the police reserve officers (Manual Section 3/705.80).
252.55 POLICE RESERVE OFFICERS - DETERMINING DUTY SHIFTS. The following guidelines shall be used in determining what constitutes a duty shift:
Note: Such abbreviated tours of duty may be scheduled in advance or may result from the voluntary appearance of the police reserve officer. The determining factor shall be the needs of the division at the time the police reserve officer appears for duty.
252.60 RESERVE POLICE OFFICERS - NON-ATTENDANCE
AREA/DIVISIONAL RESERVE COORDINATOR’S RESPONSIBILITIES. Area/divisional Reserve Coordinators shall be responsible for the following:
Note: Absences are acceptable when the reserve officer(s) are ill, or extenuating circumstances arise.
Reserve Police Officer-Responsibility. A reserve police
officer who is unable to complete the required shifts in a deployment period
due to illness, vacation, or other legitimate reasons, shall notify the
concerned Area/division Reserve Coordinator prior to the non-attendance.
252.65 TERMINATION FOR UNSATISFACTORY PERFORMANCE. When recommending that a reserve officer be terminated because of unsatisfactory performance, the commanding officer shall personally meet with and inform the officer of the recommendation. The commanding officer shall submit an Intradepartmental Correspondence, Form 15.02.00, containing the termination request and a history of the reserve officers work performance to the bureau commanding officer for review. The authority for the final review and adjudication of a misconduct complaint involving a reserve police officer shall be the Chief of Police.
Note: Once the Chief of Police has made the final determination, the commanding officer shall again meet with and notify the reserve officer of his/her status. When the Chief of Police approves a recommendation for termination, the commanding officer shall arrange for the return of all City-owned property.
252.68 RESIGNATION. A reserve officer may submit his/her resignation to his/her commanding officer. The commanding officer shall approve acceptance of the resignation pending final acceptance by the Chief of Police or acknowledged by the signature of the Commanding Officer, Personnel Division. Two copies of the Resignation, Form 01.50.00, shall be forwarded to the Commanding Officer, Personnel Division. When an investigation by the commanding officer of a reserve officer prompts resignation, the Form 01.50.00 shall be accompanied by a copy of the report of the investigation. The commanding officer shall be responsible for securing the return of City‑owned items issued to the reserve officer.
252.70 POLICE RESERVE OFFICERS - CHANGE OF EMPLOYMENT
Police Reserve Officer-Responsibility. A police reserve officer who changes his or her employment, or acquires any additional employment, shall report the change or addition by submitting an Employee's Report to the officer's watch commander during his or her next regular duty assignment. The Employee's Report, Form 15.07.00, shall contain the name of the new employer, the type of business, and the specific duties of the police reserve officer.
Watch Commander-Responsibility. Watch commanders shall forward the Employee's Report, via the Area or division commanding officer, to the Officer in Charge, Reserve Coordination Section, Personnel Division.
252.80 REQUESTS FOR POLICE RESERVE CORPS PERSONNEL. Commanding officers requesting the services of Police Reserve Corps personnel shall, not less than ten days prior to the event, direct an Intradepartmental Correspondence, Form 15.02.00, to the Commanding Officer, Personnel Division, indicating the:
The bureau police reserve coordinator shall, not less than twenty‑four hours prior to the requested reporting time, direct a teletype to the requesting commanding officer listing the names and badge numbers of police reserve officers assigned. If substitutions occur subsequent to the sending of the teletype, notification of these substitutions may be made to the requesting commanding officer by telephone.
Commanding officers to whom Police Reserve Corps personnel have been assigned shall, subsequent to the event, direct a Form 15.02.00 to the Coordinator consisting of a general critique of Reserve Corps performance, including punctuality, appearance, and execution of assignment.
258. SHOOTING QUALIFICATION. All officers, required reserve police officers, and security officers shall qualify in the prescribed manner as required in Manual Section 3/258.02. This qualification shall take place at a range under the supervision of the Los Angeles Police Department.
Ear Protectors. All Department personnel who are on the firing line of any Department range when live firing is taking place shall wear ear protectors provided by the Department, or personal ear protectors of a type approved by the Department Armorer.
Lieutenants and Below with Less than 20 Years of Service. Sworn personnel of the ranks of lieutenants and below with less than 20 years of service shall qualify during each cycle with their primary duty handguns and during Cycle 1 with their duty shotguns.
Lieutenants and Below with 20 to 29 Years of Service. Lieutenants and below with 20 to 29 years of service shall qualify during Cycle 1 with their duty shotguns, and during Cycles 2 and 5 with their primary duty handguns.
Captains and Above with Less than 30 Years of Service. Sworn personnel of the ranks of captains and above with less than 30 years of service shall qualify during Cycles 2 and 5 with their primary duty handguns and are exempt from shotgun qualification.
Sworn Personnel with 30 Years or More of Service. All sworn employees (regardless of rank) with 30 years or more of service are required to qualify one time per calendar year at their convenience during Cycles 2, 3, 5, or 6. This qualification requirement shall be met with their primary duty handguns and duty ammunition. Sworn personnel with 30 years or more of service are exempt form the required shotgun qualification.
Note: Years of service applies to the years served with the Department and service with a prior law enforcement agency that the department has entered into a service contract or hiring agreement.
Security Officers. Security officers shall qualify in accordance with the department’s Firearms Qualification Schedule and are exempt from shotgun qualification during Cycle 1. Security officers shall follow the same qualification schedules and protocols as sworn officers.
Reserve Police Officers. Level I reserve police officers, Level II reserve police officers, and Armed Level III reserve police officers shall follow the same qualification schedules as full-time sworn officers. The years of service may be cumulative (e.g., if a full-time officer retires after 25 years of active service and serves as a reserve officer for five years, that officer will follow the same qualification requirements as that of a full-time officer with 30 years or more of service). Level III reserve police officers are exempt from the required shotgun qualification.
Each sworn officer, reserve officer, or security officer must present his/her identification card to the range officer prior to qualification.
258.01 FAILURE TO MEET QUALIFICATION REQUIREMENT. When notified that an officer, reserve officer, or security officer under his or her command fails to meet the qualification requirement and the officer does not have a valid exemption (Manual Section 3/258.02), the concerned commanding officer may initiate a Complaint, Form 01.28.00. Commanding officers shall be responsible for the administration of disciplinary action resulting from failures to qualify.
258.02 EXEMPTIONS TO REQUIREMENT TO QUALIFY
All sworn personnel, armed reserve police officers, and security
officers are subject to this policy. Sworn personnel who are
unable to qualify due to an injury shall be examined by a physician. Sworn
personnel shall obtain a statement from the physician imposing the medical
restriction and an estimate of the length of time for which the officer
should be exempted from qualification requirements. The statement shall be
reviewed and verified by the Area/division's Sick/Injury on Duty (IOD)
Coordinator. After it is determined valid for the
purpose of exemption from firearm qualification the Area/division's Sick/IOD
Coordinator shall process the statement in the divisional tracking
system and forward the original to Medical Liaison Section.
Note: An officer or security officer who is off duty for a period of time comprising the last seven calendar days of a qualification period due to illness or injury shall be exempt from the qualification requirements for that qualification period.
Vacation Exemptions. Officers will no longer be exempt from qualification requirements due to vacation. Exemptions for qualification requirements may be granted for approved extended absences at the discretion of the concerned commanding officer.
INABILITY TO MEET DEPARTMENT FIREARM QUALIFICATION STANDARDS. If an
officer who has a medical exemption has not qualified with his or her duty
firearm within one calendar year, whether the reason is based on a temporary
or permanent medical restriction, the officer’s authority to carry a
firearm, on or off-duty, shall be rescinded, and the officer’s powers of
arrest shall be restricted to on-duty only.
Note: If the officer is
off on long-term Injury On Duty (IOD) or medical leave of absence and is
physically unable to respond to MLS, an Area Training Coordinator (ATC) or
supervisor will respond to the officer’s location to serve the Order to
Relinquish. The officer shall relinquish his or her firearm and police ID
card to the ATC or supervisor, who will provide the officer with a
restricted police ID card issued by PRS.
COMMANDING OFFICER’S RESPONSIBILITIES. Upon notification from MLS that an officer has not qualified within a calendar year, the commanding officer shall:
If the officer does not meet Department qualification standards by the expiration of the 30-Day Notice, the commanding officer shall:
commanding officer may designate a supervisor to serve an officer who is on
long-term IOD or medical leave at the officer’s location.
When an officer reports to MLS with an Order to Relinquish, MLS personnel shall:
PERSONNEL RECORDS SECTION’S RESPONSIBILITIES. When an officer responds to PRS with an Order to Relinquish, PRS shall:
258.04 REINSTATEMENT OF THE RIGHT TO CARRY
FIREARM AND PEACE OFFICER POWERS. All sworn personnel, armed
reserve police officers, and security officers are subject to this
policy. An officer on restricted status may
have his or her right to carry a firearm and full powers of arrest
reinstated once the officer’s medical restriction has been rescinded and the
Department firearm qualification standards have been met.
Once an officer’s right to carry a firearm and police
powers have been reinstated, the officer shall continue to maintain
compliance with Department firearm shooting qualification standards.
Area/division's Training Coordinator/Supervisor's Responsibilities.
The Area/division's Training Coordinator or supervisor shall oversee the officer’s
firearm qualification and reinstatement process.
Sick and Injury on Duty Coordinator Responsibilities.
Upon receiving medical documentation from the officer stating that the
officer is no longer medically exempt for the purpose of meeting the
Department’s firearm shooting qualification, the Area/division’s Sick/IOD
Coordinator shall assign an Area/division’s Training Coordinator or
supervisor to oversee the officer’s qualification and reinstatement
258.08 METHOD OF QUALIFICATION.
Qualification Cycles. The new schedule creates two-month periods of qualification that will be referred to as “qualification cycles.” The schedule below provides qualification cycles for all Department personnel. The qualification cycles are as follows:
Note: There is no qualification cycle during the month of August.
Officers with odd or even serial numbers may qualify in either month during the designated qualification cycles (e.g., Cycle 3 – April/May).
Officers are required to qualify prior to the last week for qualification Cycles 2, 3, 4, 5 and 6, unless exempted by their commanding officers. The last week for qualification Cycles 2, 3, 4, 5 and 6 are reserved for remediation and for qualifications by officers with approved exemptions.
Force Options Simulator. The FOS will be used for qualifications during Cycle 4 – June/July. Lieutenants and below with less than 20 years of service shall qualify with the FOS.
Note: The FOS qualifications will not meet the qualification requirements for officers with 30 years or more of service who are required to qualify only once per year at their convenience with their primary duty handgun and duty ammunition.
“Live-Fire” Divisional Training. Qualification cycles allow for more flexibility in managing the qualification requirements of personnel within each command. When scheduling the required “live-fire” divisional training, Area or divisional commanding officers shall request approval from the Commanding Officer, Training Division. The approved “live-fire” divisional training can replace the required qualification during Cycles 3, 5 or 6 (e.g., an Area conducts “live-fire” training days in April. With approval, personnel who attend and complete the divisional training would meet the qualification requirements for Cycle 3 – April/May).
Note: Personnel who do not qualify during the divisional training must qualify at a Department range.
258.12 COMBAT AND NIGHT ‑ COMBAT COURSES, REQUIRED SCORE. To qualify on the combat course, officers, reserve officers, and security officers shall meet the minimum qualification requirements. Those personnel failing to attain a qualifying score shall repeat the course until the minimum score for each target is attained in one relay.
When sufficient daylight exists, the minimum passing score is 210 with a minimum of 105 on each target. During the hours of darkness, the minimum passing score is 180, with a minimum of 90 on each target.
258.13 SHOTGUN COURSE. Officers below the rank of Captain, and concerned reserve officers, shall shoot the shotgun course during those months designated in Manual Section 3/258.08.
The shotgun course will not be scored; however, officers must demonstrate proficiency with the shotgun to satisfy the qualification requirement.
258.14 FIREARMS AND EQUIPMENT USED FOR QUALIFYING. The firearm and equipment used by an officer or reserve officer to fulfill his or her qualification shooting requirements shall be the same firearm and equipment items the officer carries on‑duty in his or her current assignment.
Security officers shall use the firearms provided for their use at the range at which they qualify.
Exception: An on‑duty officer, when practicable, shall use a shotgun assigned to his or her division when qualifying on the shotgun range.
258.18 CITY-PAID AMMUNITION USED FOR QUALIFYING AND REPLACEMENT OF AMMUNITION.
Ammunition Used During Qualification. All ammunition used during required qualifications shall be issued by the Department and is new, factory-loaded ammunition. In order to alleviate confusion about ammunition used during qualifications and/or bonus qualifications, ammunition issued by the Department shall be referred to as either “duty” ammunition or “practice” ammunition.
Duty ammunition is authorized by the Department for on-duty use. Practice ammunition is used during qualification cycles or other on-duty shooting approved by the Department.
Reloaded or remanufactured ammunition is not authorized for use in any City-owned handgun or in any other handgun while qualifying on Department ranges or during any qualification.
Each officer, reserve officer and security officer shall be entitled to thirty rounds of City-paid ammunition per period for qualification and, if failing to qualify, shall be provided with additional City-paid ammunition necessary to successfully qualify.
Any officer, reserve officer, or security officer who fails to qualify after several attempts may be required to complete remedial firearms training.
Replacement of Ammunition. All required duty ammunition shall be replaced with new duty ammunition during Cycle 2. Sworn personnel with 30 years or more will receive their new duty ammunition when they qualify with their duty handgun and duty ammunition during Cycles 2, 3, 5 or 6.
Shotgun Ammunition. All ammunition used during shotgun qualification shall be issued by the Department. Divisional Armorers are responsible for replacing damaged or missing duty shotgun ammunition. Replacement duty shotgun ammunition shall be obtained form the Department Armory.
258.24 MULTIPLE USE OF CITY AMMUNITION. When a commanding officer is notified that an officer under his or her command has used City‑paid ammunition more than once in any qualification period without authorization, the commanding officer shall direct the officer to report to the Accounting Section, Fiscal Operations Division, within fourteen (14) days for payment of the appropriate fees. The officer shall report on any weekday, between the hours of 0830 and 1700, and shall pay a fee equal to the purchase price of the extra ammunition used. The officer shall obtain a receipt from the Police Accountant, which shall be presented to his or her commanding officer as evidence of compliance.
258.28 RECORDS AND REPORTS OF DEPARTMENT RANGES. Shooting scores, including marksmanship scores attained during bonus shootings, are recorded in the Shooting Qualification and Bonus (SQUAB) system. The SQUAB system allows for the issuance of qualification receipts in lieu of qualification cards. The range officer shall enter each officer’s information into the SQUAB system. Qualification receipts are issued to officers as records of their qualification. It shall be the responsibility of the person qualifying to obtain the qualification or bonus shooting receipt upon completion of firing and verify the accuracy of the receipt before leaving the range.
258.32 RESPONSIBILITY OF COMMANDING OFFICER, TRAINING DIVISION. The Commanding Officer, Training Division, shall be responsible for keeping a progressive record of the bonus qualification scores made by all officers, reserve officers, and security officers. Such reports shall be maintained for a period of one year.
258.33 RESPONSIBILITY OF DIVISION COMMANDING OFFICERS. Commanding officers of divisions to which shotguns are assigned shall:
Duty Shotgun. A duty shotgun is defined as a shotgun that is issued on a routine/daily basis. Duty shotguns shall be inspected and test fired during the normal shotgun qualification month of January by officers assigned to an Area/division.
Reserve Shotgun. A reserve shotgun is defined as a shotgun that is not issued on a routine/daily basis, however, is a fully functioning shotgun kept in stand-by. Reserve shotguns shall be inspected and test fired once annually by officers assigned to an Area/division. An effort should be made to periodically rotate shotguns between duty and reserve status.
Note: Less lethal shotguns are excluded from this process.
Exception: Shotguns stored in reserve which are not in normal use shall be tagged, "Reserve", by the divisional armorer after initial test firing and thereafter be test fired at one‑year intervals. Any shotgun maintained in reserve which is subsequently placed into normal use shall be fired twice annually in compliance with requirements of this Section.
Note: All repairs shall be made by the Department Armorer.
258.34 AREA/DIVISION TRAINING COORDINATOR’S RESPONSIBILITY. Area/division training coordinators shall:
258.36 SUPERVISORY RESPONSIBILITY. Supervisors shall ensure that subordinates qualify while on‑duty, whenever practicable, and at such times as will prevent congestion on the ranges at the end of the month.
259. BONUS QUALIFICATION SHOOTING. Officers are entitled to receive compensation upon attaining certain scores in the bonus qualification shoots. Following is the schedule of compensation and qualifying scores:
Note: Revolvers shall be fired double‑action.
259.10 PERIOD OF COMPENSATION. Compensation for shooting shall be continued for a period of one year following the date of qualification. At the end of the one‑year period, officers must requalify in the bonus shoot to continue to receive compensation. An officer who receives compensation in a given schedule may requalify in a higher schedule at any scheduled bonus qualification shoot and receive additional compensation accordingly. However, an officer shall not, at any time, receive compensation for more than one schedule.
259.14 BONUS QUALIFICATION COURSE. The bonus‑shoot course will consist of six phases on the firing range.
The bonus silhouette target with superimposed scoring rings shall be used for the bonus qualification course.
Additionally, designated head shots are scored 10 points each. Firing out of sequence and/or failure to follow other procedures will result in a disqualification.
When shooting on the bonus qualification course, an officer shall fire only one relay in one day. The firing of the first round during Phase I shall constitute "firing" for this purpose. The rangemaster shall cause a copy of the Bonus Qualification, Form 13.04.00 (individual target score), to be made available, without delay, to the officer after completion of firing a bonus qualification course.
259.22 BONUS QUALIFICATION SHOOT - SUPERVISION. For the purpose of inspection and control, the Commanding Officer, Training Division, shall designate a qualified observer to be present at all bonus qualification shoots.
260. HOME - GARAGING OF DEPARTMENT VEHICLE.
A Home-Garaging Vehicle Authority is a Police Commission authorization to drive one City vehicle off-hours and garage that vehicle away from the regular work location. For home-garaging purposes, a City vehicle is any motor vehicle that is under the direction and control of the Police Department and is not owned by a City employee. The "regular work location" is where the Department usually requires the home-garaging employee to report for work at the beginning of each tour of duty. A Home-Garaging Vehicle Authority is assigned to a position or group of positions having the same specific duties and responsibilities within the same command. A vehicle authority is not assigned to an employee who holds a valid Home-Garaging Employee Authorization, Form 11.35.01, for that vehicle authority.
A Home-Garaging Vehicle Authority Application, Form 11.36.00, is used to apply for a Home-Garaging Vehicle Authority. Each new and renewal Home-Garaging Vehicle Authority Application, Form 11.36.00, shall briefly describe the specific duties that require the authority. Each new Home-Garaging Vehicle Authority Application shall state: (1) Whether or not the position is an increase in the table of organization (TO); (2) if not an increase in TO, where the position came from and why; (3) position responsibilities, including changed conditions, which now require a Home-Garaging Vehicle Authority; and (4) and how those responsibilities were carried out without such an authority.
Only those Home-Garaging Vehicle Authority Applications that meet one or more of the following criteria will be approved. Each new or renewal Home-Garaging Vehicle Authority Application shall include a justification based on the applicable criteria.
Note: Captains and above and civilian equivalents are exempt from completing the Home-Garaging Vehicle Authority Application for Department vehicles to which they are personally assigned. For purposes of this Section, the term Captains and above include civilian equivalents.
A Home-Garaging Employee Authorization, Form 11.35.01, is a contract in which an employee and his/her commanding officer certify that the employee is assigned to a position for which the given Home-Garaging Vehicle Authority has been approved by the Police Commission. Each employee who uses a Home-Garaging Vehicle Authority shall hold a valid Home-Garaging Employee Authorization prior to such use. Any change in garaging location or other certified condition of use invalidates the concerned Home-Garaging Employee Authorization. A new Home-Garaging Employee Authorization shall be completed, approved by the Home-Garaging Review Committee, and forwarded to Administrative Services Bureau prior to home-garaging after such change. All Home-Garaging Employee Authorizations for a given fiscal year become invalid on the first day of the next fiscal year.
The Boards of Police Commissioners will grant approval of a specific employee or team of employees to regularly home garage a Department vehicle only when they are subject to a high frequency of emergency call-outs or inspections.
The use of all home-garaged vehicles, excluding transportation to and from work, will be restricted to the performance of official duties. Personal use of home-garaged vehicles is prohibited.
All home-garaged vehicles must be assigned in a manner that will provide the maximum use and availability of the vehicles and equipment.
When not in use, all home-garaged vehicles must be properly sheltered in a locked garage or other approved secure location and provided with adequate security to safeguard the vehicle and its contents.
Persons riding as passengers in home‑garaged vehicles shall be limited to Department personnel, other City employees when it can be demonstrated that such riding is in the best interest of the City or the Department, and other persons accompanying the permittee in his/her capacity as a Department employee representing the Department; and the permittee must be available for immediate response. Only Department personnel shall be permitted to operate a home‑garaged vehicle.
Each commanding officer shall maintain a list of positions under his/her immediate command for which the Board has authorized home‑garaged vehicles.
260.01 HOME - GARAGING OUTSIDE THE COUNTY. Officers of the rank of lieutenant and below and civilian equivalents, authorized to home-garage an emergency response vehicle, including motorcycles, shall home-garage their assigned vehicle within the County of Los Angeles or within 60 miles of the Los Angeles City limits when outside the County. Employees home-garaging an emergency response vehicle outside the County should refer to their current MOU to determine if they are required to pay an associated parking fee.
Note: The monthly parking fee is set by the City of Los Angeles and managed by Commute Options and Parking Section.
When a parking fee is to be assessed, the specified amount will be collected through automatic payroll dues deduction.
Officer’s Responsibility. Officers currently authorized to home-garage an emergency response vehicle shall complete a new Home-Garaging Employee Authorization, Form 11.35.01, if the vehicle is or will be home-garaged outside the County, and complete a Payroll Deduction Card, City Form 66CS17, if a parking fee is applicable.
Note: The parking fee assessment applies only to officers who are regularly assigned emergency response vehicles. The fee assessment will not apply to temporary home-garaging.
When officers will no longer home-garage their emergency response vehicle outside the County of Los Angeles, they shall complete a new Home-Garaging Employee Authorization, Form 11.35.01, with a Cancellation of Employee Parking Payroll Deduction Card, City Form 66CS16, and submit them to their commanding officer. A Cancellation of Employee Parking Payroll Deduction Card shall also be completed when an employee is no longer authorized to home-garage a vehicle.
260.02 HOME‑GARAGING EMPLOYEE'S RESPONSIBILITY.
Annual Home‑Garaging Responsibilities. Each employee who is assigned to a position with a home‑garaging vehicle authority shall:
Note: Each position approved for home garaging is assigned a Home‑Garaging Vehicle Authority code number. Each employee who is assigned to such a position, even for a single tour of duty, must obtain approval of a Home‑Garaging Employee Authorization for that position prior to home garaging. This Home‑Garaging Employee Authorization shall bear the same code number as the position. A Home‑Garaging Employee Authorization may be used for more than one Home‑Garaging Vehicle Authority with the approval of the Chair, Home-Garaging Review Committee.
Monthly Home‑Garaging Responsibilities. Each employee (captains and above and civilian equivalents, Metropolitan Division officers and two‑wheel motorcycle officers exempted) authorized to home garage a Department vehicle shall document on the Home‑Garaging Vehicle Log, Form 11.35.00, all off‑hour emergency call‑outs, off‑hour inspections, other off‑hour uses, and on‑duty enroute activities, as defined below. No other driving shall be logged. A single log shall be maintained for each Home‑Garaging Vehicle Authority (one vehicle per authority), regardless of the number of drivers.
A "driver" is an employee who (1) holds a valid Home‑Garaging Employee Authorization, Form 11.35.01, and (2) uses that authorization to drive any City vehicle off‑hour and/or to garage that vehicle away from the regular work location.
"Off‑hour" means (1) off‑duty and (2) prior to the beginning of the employees next normal tour of duty.
An "off‑hour emergency call‑out" occurs when a home‑garaging employee who is (1) off‑duty; (2) not at a Department facility; (3) receives previously unknown facts or instructions; (4) based on those facts or instructions, drives immediately and directly to a designated location; and (5) because time is a critical factor in service of the public interest. At least 10 emergency call‑outs per vehicle authority per calendar year are required for receiving and retaining a Home‑Garaging Vehicle Authority except authorities for employees at or above the command level, two‑wheel motorcycle officers, and Metropolitan Division officers.
An "off‑hour inspection" occurs when (1) a home‑garaging employee (2) at or above the supervisory level (3) initiates any necessary inspectional or supervisory activity.
An "other off‑hour use" occurs when a home‑garaging employee who is (1) off‑duty (2) initiates necessary City business which is (3) neither an off‑hour emergency call‑out (4) nor an off‑hour inspection. Commuting is not City business and shall not be documented on this log.
An "on‑duty enroute activity" occurs when a home‑garaging employee (1) conducts any City business (2) at the beginning or at the end of a normal tour of duty (3) at a location other than the regular work location.
Senior Home‑Garaging Employee. The senior employee (captains and above and civilian equivalents, Metropolitan Division officers and two‑wheel motorcycle officers exempted) authorized to home garage under each vehicle authority shall submit a completed Home‑Garaging Vehicle Log, Form 11.35.00, for that authority to his or her commanding officer no later than 10 days after the end of each month.
260.04 STAFF AND COMMAND OFFICERS RESPONSIBILITY.
Annual Home‑Garaging Responsibility. Each staff and command officer shall:
Note: Each staff and command officer shall be responsible for a careful review to ensure both the completeness of each Home‑Garaging Vehicle Authority Application and the necessity for the home garaging of a City vehicle.
Note: A Home‑Garaging Vehicle Authority Application and Home‑Garaging Approval Summary for a new vehicle authority may be submitted whenever the need for the new authority is identified. A new authority is one not requested or not approved the previous fiscal year.
Monthly Home‑Garaging Responsibility. Each staff and command officer shall:
Commanding Officer’s Responsibility. The commanding officer of each employee who is authorized to home-garage an emergency response vehicle shall:
Department Home-Garaging Coordinator’s responsibility. The Commanding Officer, Administrative Services Bureau, is designated as the Department’s Home-Garaging Coordinator. The Department’s Home-Garaging Coordinator shall:
260.06 CHAIR, HOME GARAGING REVIEW COMMITTEE RESPONSIBILITY. The Chair, Home Garaging Review Committee shall cause all Home‑Garaging Approval Summaries, Form 11.36.01, and Home‑Garaging Vehicle Authority Applications, Form 11.36.00, to be reviewed and, if approved, forwarded to the Commanding Officer, Administrative Services Bureau, no later than March 1 prior to the fiscal year of the applications.
260.08 ADMINISTRATIVE SERVICES BUREAU, COMMANDING OFFICER'S RESPONSIBILITY.
260.10 LIABILITY INSURANCE REQUIREMENTS. Each Police Department employee who is authorized to home garage a City motor vehicle shall be named insured on a standard automobile liability insurance policy for the employee's personally‑owned motor vehicle or, alternatively, shall be a named insured on a non‑owned automobile insurance policy. This insurance policy shall provide at least the minimum coverage prescribed by the City.
Exception: Officers assigned to two‑wheel motorcycle duty are exempted from liability insurance requirements.
Note: Current insurance requirements are:
261. DISPERSAL PARKING AND TEMPORARY HOME GARAGING. A Department employee may dispersal park or temporarily home garage a Department vehicle away from the employee's regular work location only when such parking is an operational necessity. Employees shall obtain prior written approval to dispersal park or temporarily home garage a vehicle in accordance with the procedures outlined in this section.
No single dispersal‑parking period shall exceed seven consecutive calendar days. Any continuation of the authorization will require a new request. No employee may dispersal park or temporary home garage in an excess of 60 days, within any 12 consecutive months.
Note: Employees who utilize a Special Parking Authorization due to stand by status or being subject to emergency call outs shall submit a Home-Garaging Vehicle Log, Form 11.35.00, to document usage. A copy of the Special Parking Authorization Form shall be attached to the vehicle log. In the upper left hand corner of the Home-Garaging Vehicle Log, Form 11.35.00, is a box “Vehicle Authority Code,” the letters “SPA” will be written to identify the log as a Special Parking Authorization attachment. The log will not be required for emergency situations.
Dispersal Parking. Dispersal parking is the authorized temporary off‑duty parking of a Department vehicle at a Los Angeles Police Department facility away from the regular work location.
Dispersal parking refers exclusively to a named employee authorized to park at a specifically designated location for a specified period of time.
Dispersal parking is not warranted by virtue of rank, position, use of a particular vehicle, association with an authorized employee, or any other condition or circumstances apart from the operational considerations providing the basis for the authorization. Any employee qualified to drive a Department vehicle may either request such authorization on his or her own initiative or be required to do so by his or her immediate supervisor.
Authorization for dispersal parking shall be requested by completing a Special Parking Authorization, Form 11.37.00. Any change in dispersal‑parking location or other certified condition of use invalidates the Special Parking Authorization. In such cases, a new Special Parking Authorization shall be completed and approved prior to further dispersal parking.
Temporary home garaging. Temporary home garaging is the authorized temporary off‑duty parking of a Department vehicle at a location other than a Los Angeles Police Department facility. Temporary home garaging is authorized only at locations within Los Angeles County or within 60 miles of the Los Angeles City limits when outside the County.
Note: Guidelines for who may request approval to temporarily home garage, how to request approval, and validity of the Special Parking Authorization are the same as for dispersal parking.
Personnel at the Police Administration Building may use Motor Transport Division's motor pool vehicles for temporary home garaging with the appropriate authorization. Use of motor pool vehicles will be monitored by Motor Transport Division to ensure that Special Parking Authorization forms are completed on all vehicles checked out overnight.
Department vehicle. A Department vehicle is any motor vehicle which is under the direction and control of the Police Department and is not owned by a Department employee. This includes budgeted, hold‑harmless, seized, Rule 11, leased, donated, and court‑awarded cars, vans, pick‑up trucks, and utility vehicles.
Regular work location. A regular work location is where the Department usually requires the employee to report for work at the beginning of each tour of duty.
Department facility. A Department facility is any one of the 21 geographic Area Community Police stations, Parker Center, Police Administration Building, the Police Academy, or any Department‑controlled parking area.
Employee's Responsibility. Each employee requesting to dispersal park or temporarily home garage a Department vehicle shall:
Exception: An employee may temporarily dispersal park or temporarily home garage a vehicle with the approval of his or her immediate supervisor when the employee's commanding officer is not available and the parking is of immediate necessity. This temporary approval shall be documented in the "Justification" box of the Special Parking Authorization by the approving supervisor prior to any such parking.
Immediate Supervisor's Responsibility. The immediate supervisor of an employee who submits a Special Parking Authorization shall:
Exception: A supervisor may approve temporary dispersal parking or temporary home garaging when the employee's commanding officer is not available and the parking is of immediate necessity. This temporary approval shall be documented in the "Justification" box of the Special Parking Authorization by the approving supervisor prior to any such parking.
Commanding Officer's Responsibility. The commanding officer of an employee who submits a Special Parking Authorization shall:
Bureau Commanding Officer's Responsibility. In the following description of responsibilities, the term "bureau" means the command one level above that to which the employee is assigned or the employee's bureau, whichever is higher. Each bureau commanding officer shall:
Administrative Services Bureau's Responsibility. Administrative Services Bureau is responsible for monitoring and tracking of all dispersal parking and temporary home-garaging use of Department vehicles.
270. PRODUCT EVALUATION PROCEDURES. The Product Evaluation Manual shall be maintained by Policies and Procedures Division. Only the product evaluations requiring an approval from the Uniform and Equipment Committee shall be approved, directed, and coordinated by PPD. All other product evaluations shall be handled by the product's subject matter experts in accordance with their respective offices' and/or bureaus' guidelines.
270.10 PRODUCT EVALUATION REQUESTS. All requests, approved or disapproved, for product evaluation of items approved by the Uniform and Equipment Committee shall be forwarded to Policies and Procedures Division. When Department employees originate the requests, they shall submit an Employee's Report, Form 15.07.00, to their commanding officer containing the following information:
Upon receipt of the request, the employee's commanding officer shall review the request and forward it through channels along with an Intradepartmental Correspondence, Form 15.02.00 to Policies and Procedures Division. The Intradepartmental Correspondence shall contain any additional information known to the commanding officer, including an opinion, if any, as to the desirability of the product.
All other product evaluation requests for items not governed by the Uniform and Equipment Committee (i.e., technology, specialized equipment) shall be handled in accordance with the guidelines established by the respective office or bureau of the item's concerned Department Subject Matter Expert.
273. MOTION PICTURE/TELEVISION FILMING LOCATION AUDITS. When auditing a filming location, the auditing supervisor shall:
The Film Unit, Contract Services Section (CSS), Emergency Operations Division (EOD), is the Department entity responsible for auditing commercial filming locations. Additionally, the Film Unit has oversight over all active and retired police officers working filming locations in uniform, with a valid Motion Picture/Television Filming Work Permit.
Filming Location Audit. Geographic Area supervisors must conduct a filming location audit, when there is reason to believe commercial filming or still photography is occurring:
During normal business hours, the Film Unit will respond to filming locations upon request. The Film Unit's telephone number is accessible from the Motion Picture/Television Filming Location Audit, Form 01.47.03, and the Department's telephone directory.
Auditing Supervisor’s Responsibilities. When auditing a filming location, the auditing supervisor shall:
If the production is shut down, a reasonable amount of time should be provided for the film crew to pack and load equipment. Cameras or other key pieces of filming equipment may be booked as evidence. However, this should be done only as a last resort if the production fails to comply with the order to
immediately cease filming and leave the location.
Documenting Violations of the Filming Permit Conditions/Restrictions. The auditing supervisor documenting a violation(s) of the filming permit conditions/restrictions shall:
Under certain conditions, FilmLA Inc. may issue a "Rider" enabling a production to add/delete a location or activity to an existing permit. However, a Rider should not be considered and filming must not be allowed to resume if the violation(s) were egregious in nature, created significant hazards or created any public safety concerns.
Area Watch Commander's Responsibilities. The Area watch commander shall:
Note: Retired or active officers who fail to comply with the rules and regulations of their Motion Picture/Television Filming Work Permit, Form 01.47.01, may be subject to suspension or revocation of that work permit. Active officers may also be subject to disciplinary action by the Department (Manual Section 3/744.08).
Area/Patrol Commanding Officer's Responsibilities. Upon receiving an audit, the Area/patrol commanding officer shall;
Emergency Operations Division Commanding officer's Responsibilities. The Commanding Officer, EOD, shall;
275. OCCUPATIONAL SAFETY PROCEDURES.
275.10 DEFINITION OF TERMS - CALIFORNIA OCCUPATIONAL SAFETY AND HEALTH ACT. The following definitions apply to the terms contained within the provisions of the California Occupational Safety and Health Act (Cal/OSHA):
Serious Injury or Illness (immediately reportable to the Division of Occupational Safety and Health). Any occupationally related injury or illness which requires inpatient hospitalization for a period in excess of 24 hours for other than medical observation or in which an employee suffers a loss of any member of the body or suffers any serious degree of permanent disfigurement. Serious injuries or illness shall not include any death, injury, or illness resulting from a traffic collision on a public street or highway or caused by the commission of a Penal Code violation, except the violation of Section 385 of the Penal Code (which refers to the operation of heavy equipment adjacent to high‑voltage overhead conductors).
Recordable Occupational Injuries or Illnesses. Any occupational injuries or illnesses which result in:
Work Location. Any office, bureau headquarters, Area headquarters, division, or section not directly under the command of a division.
Commanding Officer. Any commanding officer or officer in charge of a work location.
275.20 COMMANDING OFFICER, PERSONNEL DIVISION-RESPONSIBILITY. The Commanding Officer, Personnel Division, is designated as the Department Safety Coordinator and, through the Safety Unit, Medical Liaison Section, shall ensure that:
275.30 SUPERVISORY RESPONSIBILITY. Each commanding officer or officer in charge of a work location shall ensure that:
When supervisors are notified that a safety violation exists, they shall:
When a supervisor becomes aware that an imminent hazard exists at any Department facility, the supervisor shall:
When a supervisor is informed that a State Compliance Safety Engineer or Industrial Hygienist (Cal/OSHA representative) arrives to conduct a safety inspection or investigation, and presents proper identification, the supervisor shall:
Note: The inspection shall be delayed pending the notification and arrival of personnel from the Medical Liaison Section and Occupational Safety Office.
Note: Any confidential Department reports, papers, photographs, etc., shall be removed or secured prior to the inspection.
When a citation is issued by the Cal/OSHA alleging a safety violation, the supervisor of the concerned location shall:
Note: No copy of the citation is given to the supervisor at the time of the inspection. The citation and Employee's Report of Corrected Conditions of Alleged Serious, General, and Regulatory Violations will be mailed via certified mail or directly delivered to the inspection location with reasonable promptness, but not after six months have elapsed since the inspection.
When the violations noted on a citation have not been corrected prior to the arrival of the citation at the work location, a copy of the citation shall be permanently posted upon receipt at or near the location of each violation until the unsafe condition is corrected or for three working days, whichever is longer. Upon correction of the violation, a copy of the citation shall be filed at the work location. The original citation and the Employer's Report of Corrected Conditions of Alleged Serious, General, and Regulatory Violations shall be forwarded to the Commanding Officer, Personnel Division. When violations noted on a citation have been corrected prior to the arrival of the citation at the work location, a copy of the citation shall be made and filed at the work location. The original citation and the Employer's Report shall be forwarded to the Commanding Officer, Personnel Division.
When a Safety Deficiency Report, Form PDESV11, is issued by a City Safety Engineer alleging a safety violation or hazardous condition, the supervisor of the location shall:
275.40 FIELD OFFICER RESPONSIBILITIES - TELEPHONIC NOTIFICATION. An officer who responds to the scene of an occupationally related death or life threatening injury at a workplace or serious environmental incident must immediately notify the Area watch commander of the following.
Area Watch Commander’s Responsibilities. The Area watch commander must immediately notify Department Operations Center (DOC) of any occupationally related death or life threatening injury at a workplace or serious environmental incident.
Department Operations Center’s Responsibilities. Immediately after being notified of any occupationally related death or life threatening injury or serious environmental incident, DOC must notify the Los Angeles District Attorney Command Center and relay the information provided by the field officer. Additionally, DOC must notify California Occupational Safety and Health Administration (Cal/OSHA) and any other appropriate entity (e.g., Media Relations Section or the Hazardous Material Unit).
Department Employee Killed or Seriously Injured in the Line of Duty. When a Department employee is killed or seriously injured in the line of duty the following notifications must be made:
275.50 RECORD KEEPING - PROCEDURES AND RESPONSIBILITY.
Employer's Report of Occupational Injury or Illness, State Form 5020. For each occupational injury or illness reported to a supervisor, a completed State Form 5020 shall be forwarded to Medical Liaison Section within 24 hours.
Exception: If an injury or illness is initially determined to be "recordable" under Cal/OSHA, one copy of the State Form 5020 shall be retained at the work location with the Log and Summary of Occupational Injuries and Illnesses, Cal/OSHA Form 200, prior to forwarding the other six copies to the Medical Liaison Section.
Upon verification by the Medical Liaison Section that an injury or illness is "recordable,” one copy of the State Form 5020 marked "recordable,” shall be returned to the work location of origin and filed with the Form Cal/OSHA 200. The originally retained copy shall be appropriately marked and filed in the employee's divisional package.
Note: The returned copy will not bear a Workers' Compensation case number.
Log and Summary of Occupational Injuries and Illness, Cal/OSHA Form 200. All "recordable" illnesses, injuries, or deaths shall be recorded on this form. Each entry shall be made as early as practicable but no later than six working days after receiving information that a recordable case has occurred.
When an injury or illness is initially determined to be "recordable" and entered on the Cal/OSHA Form 200, and, upon verification by Medical Liaison Section that it is "nonrecordable," a single line shall be drawn through the entire entry on the Form Cal/OSHA 200.
When an injury or illness is initially determined to be "nonrecordable," and upon final verification by the Medical Liaison Section that it is "recordable," an entry shall be made on the next vacant line on the Cal/OSHA Form 200, and a copy of the State Form 5020 filed with the log.
Summary of Occupational Injuries and Illnesses, Cal/OSHA Form 200. An annual summary of occupational injuries and illnesses shall be compiled for each work location. Each annual summary shall be based on the information contained in the log of occupational injuries and illnesses and entered in the "Totals" column. Even though there were no occupational injuries or illnesses in the work location during the year, zeros must be entered on the totals line.
The summary shall be completed no later than one month after the close of each calendar year and shall cover the occupational injury and illness experience in that calendar year.
The commanding officer or officer in charge at each work location shall certify that the annual summary is true and complete by affixing the signature to the certification line at the bottom of the Cal/OSHA Form 200.
A completed copy of the Form Cal/OSHA 200 shall be posted adjacent to the Cal/OSHA Poster "Safety and Health Protection on the Job" in each work location. The summary, covering the previous calendar year, shall be posted no later than February 1, and shall remain in place until March 1.
A copy of the completed Form Cal/OSHA 200 shall be forwarded to the Medical Liaison Section, Personnel Division on February 1 of each year.
Log and Summary of Occupational Injuries and Illness, Cal/OSHA Form 200 and Employer's Report of Occupational Injury or Illness, State Form 5020 shall be retained in each work location for five years following the year to which they relate. Cal/OSHA Forms 200 and State Forms 5020 shall be available for inspection and copying by authorized representatives of the United States Department of Labor, the Department of Health, Education and Welfare, or the State of California.
The Cal/OSHA Form 200 shall, upon request, be made available to any employee, former employee, and to their representative for examination and copying in a reasonable manner and at reasonable times. The employee, former employee, and their representatives shall have access to the log and summary for any work location in which the employee is or has been employed.
279. BUILDING EMERGENCY COORDINATOR PROGRAM. This Program is designed to provide for the safe and orderly evacuation of employees from the workplace in the event of an emergency. Under the Program, every worksite housing more than 10 personnel must have a Building Emergency Coordinator (BEC), or a Floor Emergency Coordinator (FEC), and a disaster plan.
Note: The title "Floor Emergency Coordinator" was created to identify a specific assignment for the Police Department only. For purposes of the Departments Building Emergency Coordinator Program, Floor Emergency Coordinators have the same responsibility as those outlined in the City's Emergency Procedures Manual for Building Emergency Coordinators.
Generally the BEC/FEC is the Commanding Officer of the entity assigned to the facility. At the Geographic Areas the BEC/FEC shall be the Area Commanding Officer. For those entities in leased space and those entities housed in other City buildings i.e., City Hall East, the senior officer shall act as the BEC/FEC.
Exception: The BEC for the Piper Technical Building (Piper Tech) is determined by the Department of General Services.
The BEC/FEC's are encouraged to delegate the routine BEC responsibility to a supervisor under their command. To maintain knowledge of the facility within the location, the expected duration of the supervisor's assignment should be considered prior to delegating the BEC responsibility. Although the responsibility for the BEC program is delegated to an individual at each facility, it may be necessary for another individual to assume the BEC responsibility during non-business hours.
Disaster plans shall be completed by each BEC/FEC in accordance with the City's Emergency Procedures Manual. Disaster plans may include more information than is included in the Emergency Procedures Manual guidelines. Minimum operating force, mobilization plans, station or asset security, or any other concern specific to the facility may be included in the plan. In order to ensure that each BEC program is effective, the facility Evacuation Plan shall be a part of each entity's Standing Plans.
Commanding Officer, Detective Support and Vice Division - Responsibilities. The Commanding Officer, Detective Support and Vice Division (DSVD) is designated as the BEC for the Police Administration Building. Emergency Operations Section (EOS) will provide staff support to assist with the selection of Floor Wardens, scheduling Floor Warden training and will coordinate with DSVD an annual BEC exercise for the Police Administration Building. The Commanding Officer, DSVD, shall:
Officer in Charge, Emergency Operations Section, - Responsibilities. The Officer in Charge, EOS, shall be responsible for overall coordination of the Department's BEC Program. The Officer in Charge, EOS, shall:
Note: Changes in BEC/FEC or Floor Warden assignments shall be forwarded to DGS immediately upon receipt.
Responsibility of Building Emergency Coordinators and Floor Emergency Coordinators. Building Emergency Coordinators and Floor Emergency Coordinators (FEC) shall:
Note: Annual training is required for all BECs, FECs, and Floor Wardens regardless of whether or not they have previously attended the training.
280. MEMORANDUM OF AGREEMENT PROCEDURES.
280.10 MEMORANDUM OF AGREEMENT - DEFINED. A Memorandum of agreement is a written agreement, signed by the Chief of Police, between the Department and an outside entity.
280.20 STAFF AND COMMAND OFFICER’S RESPONSIBILITY. All staff and command officers shall:
280.30 COMMANDING OFFICER, POLICIES AND PROCEDURES DIVISION, RESPONSIBILITY. The Commanding Officer, Policies and Procedures Division, shall provide advice on the negotiation and completion of agreements and coordinate Chief of Police approval and signature on all agreements.
280.40 POLICIES AND PROCEDURES DIVISION'S RESPONSIBILITY. Policies and Procedures Division shall:
PLANNING AND ACCOUNTING
301. NON-BUDGETED TEMPORARY SPECIALIZED UNITS. Back to the top
The primary strategy for addressing police-community problem solving is to involve the affected basic car(s) and specialized units authorized in the Department’s budget. Prior to forming a specialized unit outside the budget process, commanding officers shall obtain approval according to the following procedure.
Area Commanding Officer’s Responsibility. An Area commanding officer shall obtain prior approval from his/her bureau commanding officer. That approval shall be in writing and include submission of an Intradepartmental Correspondence, Form 15.02.00, to the bureau commanding officer containing the following information:
If an Area commanding officer determines that a non-budgeted specialized unit will be needed beyond the originally approved time limit, he/she shall request an extension by submitting a Form 15.02.00 to the bureau commanding officer. This request shall include the reason for the unit’s extension and its revised duration.
Bureau Commanding Officer’s Responsibility. Bureau commanding officers shall ensure that prior approval is obtained for all non-budgeted specialized units and that these units are disbanded upon completion of their stated mission.
If a bureau commanding officer elects to form a specialized unit outside the budget process, he/she shall comply with the requirements stated above and obtain approval from the Chief of Police.
303. THE DEPARTMENT BUDGET.
303.05 BUDGET GUIDE. The Budget Guide, which contains budget definitions and detailed procedures, is updated and distributed by Fiscal Operations Division.
303.10 BUDGET-DEFINITIONS. Department budget requests shall be classified according to the following categories:
Operating Budget (Personnel, Expense, and Equipment.) Personnel requests are those made for additional officers or civilians and/or upgrading of existing positions.
Expense requests are those made for:
Equipment requests are those made for any article in the following categories which are capable of sustained use over a significant period of time:
Alterations and Improvements. These are requests for minor modifications to existing buildings or grounds, either interior or exterior, such as installation or removal of partitions, heating, plumbing, and lighting.
Capital Projects. These are requests which require acquisition of land, construction of buildings, or significant additions to buildings having an estimated life of ten years or more.
303.20 BUDGET-DUTIES OF COMMANDING OFFICERS. Commanding officers shall submit annual requests for needed budgetary items. A budget memorandum shall be published prior to the beginning of each fiscal year indicating the dates the budget requests are due. The memorandum will include a general statement of the fiscal policy and any other information necessary for proper completion of budget requests for the forthcoming year. Commanding officers desiring additional procedural information may contact the Budget and Review Section, Fiscal Operations Division.
Note: When practicable, bureau commanding officers may consolidate division, Area and/or group requests into a bureau request.
303.30 BUDGET-ORIGINAL SUBMISSIONS.
Capital Projects. Capital projects shall be submitted on the city form, Alteration and Improvement Request, CAO 42. One set of plans or maps shall be attached to the original form.
Alterations and Improvements. Alterations and improvement requests shall be submitted on CAO Form 42. One set of plans shall be attached to the original form and shall be submitted to the Commanding Officer, Facilities Management Division.
Building Maintenance and Repair. Normal maintenance, or upkeep and repair work as the need arises, shall be requested on an Intradepartmental Correspondence, Form 15.02.00, through the Officer in Charge, Facilities Section, Facilities Management Division.
Personnel. Personnel requests shall be submitted on the Personnel Budget Request, Form 01.91.03. A separate form is required for each position requested, except in those cases where personnel are of the same civil service class title and will have identical work assignments. Budget requests shall not be submitted to fill vacancies in the authorized strength.
Expense. Expense requests shall be submitted on the Equipment/Expense Budget Request, Form 01.91.00. Requests should not be submitted for expense items used to maintain normal operation of the division unless unusual needs are anticipated. Examples of normal expense items are office supplies, Department forms, duplicating paper, and fuses.
In computing travel expenses, the total cost of the trip should be included on one form. Compute and itemize expenses such as fares, living expenses, registration, and tuition. Estimate living expenses at the current rate, which may be obtained from Fiscal Operations Division. Indicate the number of persons for whom funds are being requested.
Equipment. Equipment requests shall be submitted on the Equipment Budget Request, Form 01.91.00. Any quantity of the same specific item shall be submitted on one request. Items not of identical description shall be submitted on a separate request.
Exception: When a vehicle is being requested, a separate request is not required for accessories. Accessories such as radio, red lights, and siren shall be included in the description.
Note: Replacement of worn equipment with new equipment of the same specifications shall be requested through the Officer in Charge, Supply Section. Telephonic equipment shall be requested through the Commanding Officer, Information Technology Bureau (Manual Section 3/564.10). Requests for these items may be submitted as the need arises.
303.50 BUDGET-PRIORITY NUMBERS. The space for Division Priority numbers on Forms 01.91.00 and 01.91.03 shall be utilized to consecutively number each request in priority order.
303.60 BUDGET-RESUBMISSIONS. Requests which were denied in the past may be resubmitted. Resubmission of items (personnel, expense, equipment, alterations and improvements, capital projects) denied in the preceding year shall be submitted on the proper form in the manner of a new request.
Note: The fact that a budget request is a resubmission shall be indicated by marking "yes" in answer to question number 2 on the form, "Was this item a denied request in the last budget?" Renewals or continuances of items approved in the previous budget shall be submitted as new requests. Examples are requests to attend annual conventions or requests for subscriptions to newspapers.
325. GRANT FUND APPLICATIONS. Applications for grant funds shall be directed to Information Technology Bureau.
Note: Assistance may be obtained from the Grants Unit, Information Technology Bureau, prior to application.
340. ESTABLISHMENT OF CHECKING ACCOUNTS
340.10 REQUEST FOR ESTABLISHMENT OF A CHECKING ACCOUNT.
Requesting Entity - Responsibility. Anytime a Department entity wishes to establish a checking account with monies received from any source, (e.g., contributions, Secret Service funds, non-budgetary funds, etc.), the entity shall submit an Intradepartmental Correspondence, Form 15.02.00, to Fiscal Operations Division (FOD) containing the following:
The Form 15.02.00 shall be submitted through the requesting entity's chain of command.
Fiscal Operations Division - Responsibility. Upon receipt of the Form 15.02.00, FOD shall:
350. NON-BUDGETARY FUNDS. Non-budgetary Department funds are those funds established for the control and accounting of monies and other resources obtained from sources other than City appropriations which are used to carry on Department‑sponsored activities. In all reports and statements concerning these funds, the notation non-budgetary shall be made. Unless specifically exempted, all non-budgetary funds shall be administered as set forth in the subsections of Manual Section 3/350.
350.10 FUND COMMITTEES. Each non-budgetary Department fund shall be administered by a fund committee. Each fund committee shall establish and publish a statement of the purposes of the fund, a list of election procedures, membership eligibility requirements, and other specific rules pertaining to the administration of the fund. The chairperson of the committee shall delegate to the committee members such authority necessary to ensure the proper accounting and expenditure of the funds resources. The committee chairperson shall also designate an alternate from among the committee members to act as chairperson in his or her absence.
350.11 DEVIATION FROM ESTABLISHED FUND COMMITTEE MEMBERSHIP. When the nature of a particular fund requires a deviation from the fund committee membership set forth in the subsections of Manual Section 3/350, the commanding officer shall submit two copies of an Intradepartmental Correspondence, Form 15.02.00, through channels to Administrative Services Bureau. The Form 15.02.00 shall contain:
One copy of the Form 15.02.00 shall be retained at Administrative Services Bureau. The original shall be returned to the chairperson of the fund committee and shall indicate approval or denial of the request.
350.12 FUNDS CONTROL COMMITTEES. Funds control committees may be established in order to coordinate and to standardize the administration of two or more divisional funds of similar nature.
350.14 BOOKKEEPING SYSTEM. The chairperson of a non-budgetary Department fund committee shall appoint an accounting officer who shall be responsible for maintaining a bookkeeping system for the committee. The accounting officer shall:
Exception: Contributions which consist of services or other resources, on which a monetary value cannot be placed with reasonable accuracy, shall be treated in accordance with Manual Section 3/350.20.
Exception: A petty cash fund, not to exceed one hundred dollars, may be kept in a safe place within the station.
350.16 AUDITS OF NONBUDGETARY DEPARTMENT FUNDS. A detailed annual audit of each non-budgetary Department fund shall be conducted by two Department employees designated by the fund committee chairperson. Persons who are responsible for the accounting of a particular fund shall not be assigned to audit that same fund.
Each month, two Department employees designated by the chairperson shall verify the correctness of the Receipts and Disbursements Report by comparing each entry in the books with invoices, vouchers, and receipts. They shall also compare balances with receipts, expenditures, and bank deposits.
The results of monthly and annual audits shall be submitted in writing to the chairperson of the fund committee and to the commanding officer(s).
350.17 INCOME TAX RETURNS. The chairperson of each non-budgetary fund shall be responsible for ensuring the fund's compliance with Federal and State tax laws.
350.18 FUND EXPENDITURES. Each fund committee shall conduct its affairs in a manner beneficial to the majority of its constituents and to the Department as a whole. Whenever practicable, goods and services shall be paid for with existing resources; the incurring of debts shall be prohibited, unless prior approval is obtained from the Office of the Chief of Police. When expending non-budgetary funds, the committee members shall recognize the limitations of resources and the transiency of fund constituents.
350.20 ACCEPTANCE OF DONATIONS. All donations to the Department, or for the benefit of employees or Department-sponsored activities, shall be approved by the Commanding Officer, Administrative Services Bureau, prior to acceptance. All requests for the acceptance of donations shall be directed to the Commanding Officer, ASB, via Intradepartmental Correspondence, Form 15.02.00. The Commanding Officer, ASB, will determine, based on the nature and purpose of the donation, whether it requires formal acceptance as a donation. Based upon the value of the donation, the appropriate level of approval will be determined in accordance with the Los Angeles Administrative Code. Donations received prior to ASB approval shall not be placed into use until approval is received.
Donations – Defined. Donations that are reportable include gifts of money, buildings, use of building space, land, equipment (including loaned equipment and equipment transferred from other City departments), services, supplies and anything else of value that may benefit individual employees or their families, groups of employees, the Department, Department entities (e.g., station funds), or Department-sponsored activities (e.g., Department employee athletic teams and youth activities). This includes, but is not limited to, any donation received from an elected official, the Parker Foundation, the LAPD Foundation, and Area booster associations.
Exception: Proceeds from vending machines and fundraising events (such as bake sales) on Department premises, which are limited in participation to Department employees, and perishable food items received as donations do not need to be reported. Holiday toy drives and similar events for needy children and other members of the community are not subject to the reporting requirements of this Order.
Commanding Officer’s Responsibility. Commanding officers are responsible for all donations accepted by and used within their command. Commanding officers who seek or who are offered a donation shall obtain approval from the Commanding Officer, ASB, prior to accepting or using the donation. Commanding officers shall submit a Form 15.02.00, via their chain of command, to the Commanding Officer, ASB, requesting approval to accept a donation. A copy of the Form 15.02.00 shall be retained for record keeping purposes by the submitting entity. The submitted Form 15.02.00 shall:
In certain exigent instances, telephonic approval to provisionally take custody of a donation pending formal approval may be obtained from the Commanding Officer, ASB. In those instances, the required documentation shall be submitted to ASB within five working days.
Funds established for fallen officers and their families and other catastrophic events that seek donations from other than Department employees shall be reported to ASB via a Form 15.02.00.
Upon initial approval for a donation that requires continuing support, such as telephone line charges, cell phone service, lease or rental costs, or supplies which come from an outside source, the commanding officer shall submit a quarterly report itemizing the ongoing donation. Small ongoing donations of items such as office supplies shall also be reported on a quarterly basis and referenced to the specific initial donation that the ongoing donation supports.
Commanding Officer, Administrative Services Bureau Responsibility. Upon receiving a request to accept a donation, the Commanding Officer, ASB shall:
Appeal of Denied Requests. When a request for the acceptance of a donation is denied by the Commanding Officer, ASB, the involved commanding officer may submit an appeal via the chain of command to the Chief of Staff. The Chief of Staff shall review the appeal and render a decision. The Chief of Staff shall then notify the appealing commanding officer via the chain of command of the decision.
350.30 AREA, DIVISION, SECTION, UNIT, AND JOINT FUNDS. Area, division, section, unit, and joint funds shall consist of all monies received from vending machines, ranges, coffee rooms, or other sources which are intended to benefit the members of certain employee groups or the Department as a whole.
Area, Division, Section, Unit Funds. The membership of an Area, division, section, or unit fund committee shall consist of the commanding officer or Officer in Charge and a minimum of four elected employees of non-supervisory rank. The committee shall contain an odd number of members.
The chairperson of an Area or division fund committee shall be the commanding officer. The chairperson of a section or unit fund committee shall be the Officer in Charge.
Joint Funds. The membership of a joint fund committee shall consist of the commanding officer and a minimum of one elected member of non-supervisory rank for each participating division or Area, and officer in charge and a minimum of one elected member of non-supervisory rank from each participating section or unit which is not a part of a participating division or Area.
The chairperson of a joint fund committee involving two or more divisions, or an Area and one or more divisions which are not part of the organizational structure of the Area, shall be one of the participating commanding officers, to be selected by the members of the committee.
350.32 AREA BOOSTER FUNDS. Area booster funds shall be administered by members of the community selected by the concerned booster organizations. The commanding officer and the community relations officer of the Area shall participate in the administration of Area booster funds in an advisory capacity only.
350.40 INMATES WELFARE FUND. The Inmates Welfare Fund shall consist of all non-budgetary money received by Custody Services Division intended for the welfare of inmates.
Responsibility. The Commanding Officer, Administrative Services Bureau, is responsible for the proper administration and accounting of this fund.
350.48 DEPARTMENT-SPONSORED YOUTH ACTIVITY FUNDS. The Department-sponsored Youth Activity Funds (Area level) shall consist of all monies received for the benefit of the members of each youth activity sponsored by the Department.
Responsibility. Area commanding officers shall be responsible for the proper administration and accounting of these funds and may appoint the membership of the fund committees.
Bookkeeping System. A permanent journal record of cash receipts and disbursements for each Youth Activity Fund shall be kept under the supervision of an officer designated by the Area commanding officer. An itemized invoice shall be obtained or voucher made for each expenditure.
Note: Contemplated youth programs incurring expenditures up to $2500 shall be approved at the Area level. Expenditures over $2500, not exceeding $5000, shall be approved at the bureau level.
350.50 FUND RAISING ACTIVITIES. Non-budgetary fund committees, if not otherwise directed by the provisions of Manual Section 3/350, shall establish written policy for fund raising activities. This policy shall be submitted to the bureau commanding officer for approval. In addition, all fund raising activities shall be approved by the committee and bureau commanding officer prior to the activity.
Note: Employee benefited fund raising activities shall not be conducted by on-duty personnel, unless approved by the Chief of Police.
350.52 FUND RAISING ACCOUNTING. An item for item accounting in the form of a profit and loss accounting system shall be maintained for all fund raising activities. This accounting shall be available for review by the non-budgetary fund committee members during the fund raising activity. At the completion of the activity, the accounting report shall be submitted to the committee, which will conduct a detailed audit. The audit shall be forwarded to the bureau commanding officer.
355. SECRET SERVICE FUNDS.
355.05 ADMINISTRATION AND MANAGEMENT OF SECRET SERVICE FUNDS. Each operational bureau that has been designated by the Chief of Police (COP) to receive Secret Service Funds shall designate a bureau Secret Service Funds Coordinator. The Bureau Secret Service Funds Coordinator may be the Bureau Vice Coordinator or the Commanding Officer (CO’s) designee. Additionally, an Area/division that has been designated by the COP to receive Secret Service Funds shall designate a Secret Service Funds Coordinator and may be the Narcotic Enforcement Detail (NED) Officer in Charge (OIC), Vice Supervisor, or who ever the Area/division CO designates.
Note: Both the Bureau Secret Service Funds Coordinator and the Area/division Secret Service Funds Coordinator shall have direct supervisory control over the Secret Service Funds, but not the California Witness Relocation and Assistance Program (CAL WRAP) Funds.
NARCOTICS ENFORCEMENT DETAIL SUPERVISOR’S RESPONSIBILITIES. Area NED supervisors shall have the following responsibilities and ensure their subordinate personnel adhere to the following procedures and protocols:
Note: The bound Monthly Report of Secret Service Money shall include the following:
AREA/DIVISION SECRET SERVICE FUNDS COORDINATOR’S RESPONSIBILITIES. The Area/division Secret Service Funds Coordinator shall:
BUREAU SECRET SERVICE FUNDS COORDINATOR’S RESPONSIBILITIES. The Bureau Secret Service Funds Coordinator shall:
Note: Witness relocation and assistance expenditures shall be reported separately form narcotics and vice expenditures.
355.10 USE OF SECRET SERVICE FUNDS FOR OTHER THAN WITNESS RELOCATION AND ASSISTANCE PROCEDURES. The Secret Service Fund is used for expenses incurred during criminal investigations arising within the City of Los Angeles and for such expenses necessarily incurred in the detection of crime. The fund shall not be used for any of the following:
Disbursement and Expenditures. Each Area commanding officer, and division commanding officers designated by the Chief of Police, shall be allotted Secret Service funds. The funds shall be used as follows:
Obtaining Additional Funds. Additional funds may be provided when the following conditions exist:
Entities needing additional monies shall first contact their bureau for any reserve funds. If reserve funds are not available, the requestor shall:
Upon completion of the Form 15.02.00 by the requesting commanding officer, the Form 15.02.00 shall be distributed as follows:
Recovery of Secret Service Funds. In order to protect the integrity of the Department and the credibility of the involved officers, the following procedures have been established for recovering Secret Service funds.
355.20 MONTHLY REPORT OF SECRET SERVICE FUNDS AND CALIFORNIA WITNESS RELOCATION AND ASSISTANCE PROGRAM EXPENDITURES. Each bureau, Area, division, or unit that has been issued, or has expended, secret service funds shall complete the Monthly Report of Secret Service Money, Form 15.37.00. This report shall be submitted by the third working day of the calendar month following the month reported.
Note: This report shall be considered confidential and copies shall be filed in a locked compartment.
Additionally, the officer responsible for disbursing Secret Service Funds shall maintain a bound ledger with the following items included for each transaction:
Witness relocation and assistance expenditures must be reported to the bureau at the end of each month. The bureau shall review the Monthly Report of Secret Service Money and forward the original to Fiscal Operations Division and a copy to the Office of the Chief of Police (OCOP). This process shall be completed by the third workday of each month.
Witness relocation and assistance expenditures shall be reported separately from the vice expenditures report and the narcotics expenditures report. However, all California Witness Relocation and Assistance Program (CAL WRAP) cases occurring in the same month shall be documented in one report.
The events requiring submission of a Monthly Report of Secret Service Money are delineated on the reverse side of the Form. Additionally, a Form 15.37.00 is required:
When Secret Service funds are received for Witness relocation and assistance purposes, an original and six copies of the Form 15.37.00 shall be prepared with the following additional information:
355.30 CALIFORNIA WITNESS RELOCATION AND ASSISTANCE PROGRAM. The California Witness Relocation and Assistance Program (CAL WRAP) is a County program designed to increase successful criminal prosecutions through the protection of witnesses and their families. The following criteria must be met in order to obtain funds from the CAL WRAP:
Disbursement. The Office of Administrative Services will make an annual allocation of Secret Service funds to all geographic bureaus for the purpose of administering the CAL WRAP at the bureau level. This allocation shall occur at the beginning of each fiscal year.
Procedures for Obtaining Funds. When a witness relocation case develops and the established criteria for obtaining funds are met, the investigating officer (I/O) shall complete a DA’s CAL WRAP request. The investigating officer shall then discuss the case with an immediate supervisor (Detective III or above) and obtain approval from the commanding officer.
Note: The DA’s CAL WRAP request has been revised to include a signature block for the commanding officer.
The investigating officer shall then telephonically contact the Program Coordinator at the DA's Office for initial approval to use the funds.
Upon telephonic approval, the I/O shall make an appointment to appear in person at the DA's Program Coordinator's office for written approval. Once written approval has been obtained, the I/O shall transport the approved CAL WRAP request to the Bureau Detective Coordinator (BDC) to obtain the fund.
Once the funds have been disbursed, the I/O shall be responsible for obtaining all necessary receipts. These receipts and a letter to the County Business Office shall be mailed to the concerned bureau immediately after the funds have been expended. A copy of all original receipts shall be maintained in division files.
Note: The required letter to the County Business Office shall include the name, serial number, and phone number of the I/O. The letter shall also indicate which bureau is to be reimbursed and the mailing address.
Investigating Officer's Responsibilities. When a witness relocation case develops, and the criteria for obtaining funds are met, the I/O shall:
An investigating officer having a need to relocate an endangered witness or family member during non-business hours shall:
Unit OIC/Supervisor's Responsibilities. The unit OIC/supervisor, upon receipt of a DA's CAL WRAP request, shall:
Detective Supervisor’s Responsibility. A detective supervisor shall be present with an I/O when CAL WRAP money is provided to witnesses.
Commanding Officer's Responsibilities. The commanding officer receiving Secret Service funds for CAL WRAP purposes shall ensure that:
The commanding officer, upon receipt of a DA's CAL WRAP request, shall:
The commanding officer, upon receipt and expenditure of Secret Service Funds, shall:
Note: Only expenditures substantiated by receipts will be reimbursed.
Note: The transaction shall not be recorded in the bureau Secret Service Ledger if the funds are received from FOD.
Bureau Commanding Officer's Responsibilities. The bureau commanding officer, upon receipt of a DA's CAL WRAP request, shall:
Bureau Detective Coordinator’s Responsibilities. The Bureau Detective Coordinator shall:
Commanding Officer, Fiscal Operations Division (FOD), - Responsibility. The Commanding Officer, FOD, upon receipt of a DA's CAL WRAP request, shall review the request and issue funds (check) for the approved amount to the bureau’s CAL WRAP account.
Note: The Assistant Commanding Officer, Chief of Detectives, is designated as the Department CAL WRAP Coordinator. Employees having any questions regarding this program should direct their inquires to the Department CAL WRAP Coordinator.
355.35 OFF-HOURS EMERGENCY WITNESS RELOCATION. Sworn personnel having the need to relocate an endangered witness during non-business hours shall follow the pertinent guidelines delineated in the Department's Detective Operations Manual.
355.40 CALIFORNIA WITNESS PROTECTION PROGRAM (CWPP). Department employees in need of obtaining State funds from the CWPP shall contact the Department Witness Protection Program Coordinator for advice and assistance.
370. REIMBURSEMENT OF OFFICER RELOCATION EXPENSES. In order for an officer to be reimbursed for relocation expenses, the threat must be deemed as credible. The determination shall be made by the Director, Office of Operations (OO). Section 832.9 PC mandates that an employer reimburse an officer for certain relocation expenses when the officer has been the subject of a credible threat as a result of the officer’s employment. Section 832.9 PC defines a credible threat as , “a verbal or written statement or a threat implied by a pattern of conduct or a combination of verbal or written statements and conduct made with the intent and the apparent ability to carry out the threat so as to reasonably fear for his/her safety or the safety of his/her immediate family.”
Officer’s Responsibility. When an officer learns that he/she is the subject of a threat(s) against him/her or a member of his/her family AND the threat is a result of the officer’s employment as a Los Angeles Police Officer, the officer shall:
Note: As such a threat invariably includes a criminal investigation and contains personnel issues, the Employee’s Report is considered to be and shall be handled as a confidential document.
If an officer chooses to relocate and wishes to be reimbursed, prior approval is required from the Director, Office of Operations. However, under exigent circumstances, approval can be obtained telephonically. Additionally, if the threat is determined to be credible and falls within Section 832.9 PC, documentation will be needed for reimbursement, if approved.
Note: If telephonic approval is given, the required documentation must be submitted within five business days.
Commanding Officer’s Responsibility. Upon learning that an officer under his/her command is subject of a threat, a commanding officer shall make appropriate notifications including the Commanding Officer, Robbery-Homicide Division (RHD), so an investigation into the threat can begin immediately. If the threat has been deemed credible and the officer wishes to relocate, the commanding officer shall:
Note: If telephonic approval is received from the Director, Office of Operations, the required documentation shall follow within five business days.
The Director, Office of Operations - Responsibility. When the Director, Office of Operations, is notified that an officer is requesting reimbursement for relocation expenses, the commanding officer shall:
Fiscal Operations Division’s Responsibility. Fiscal Operations Division shall:
375. REIMBURSEMENT FOR EMPLOYEE-FURNISHED EQUIPMENT.
375.25 EQUIPMENT FURNISHED BY EMPLOYEE-REIMBURSEMENT. Employee furnished tools or personal property which are damaged, destroyed, lost, or stolen in the performance of an employee's duties may result in reimbursement, providing the employee had taken reasonable care to protect the property against damage, destruction, loss, or theft.
Tools. Items required by the nature of an employee's duties and which are furnished at the employee's own expense.
Personal Property. Items normally carried or worn by employees to satisfactorily perform their duties.
375.50 CALCULATION OF REIMBURSEMENT. When an employee is entitled to reimbursement, the reimbursement shall be calculated by subtracting the sum of five dollars and any other amount the employee may be entitled to receive from other sources from the lesser of the following:
Note: A damaged or destroyed wrist watch will be reimbursed up to a maximum amount of fifty dollars. Claims exceeding $50.00 will be reviewed on an individual basis to determine the amount to be reimbursed.
Reimbursement shall not be given:
375.75 INITIATING AND PROCESSING CLAIMS.
Claimant's Responsibility. An employee claiming reimbursement for lost or damaged property or tools shall:
Note: When the employee requesting reimbursement is a commanding officer or higher, the claim shall be submitted to the employee's immediate superior.
Note: The date the damage or loss was first reported should be documented in Section IV of the Claim For Reimbursement where the employee certifies the authenticity of the claim. The facts explaining why the employee was not aware of the damage or loss when the claim is filed more than five working days after the damage or loss shall, when applicable, be included in the statement.
Note: Presentation of claims should not be delayed beyond five working days merely because estimates for repairs of replacement have not been obtained.
Supervisor's Responsibility. A supervisor upon receiving a Claim for Reimbursement from an employee shall:
Note: Supervisors shall ensure that the facts explaining why an employee was not aware of the damage or loss when a claim is filed more than five working days after the incident occurred are included in Section II, Narrative Description of Incident and Damage or Loss.
Commanding Officer's Responsibility. A commanding officer upon receiving Claim for Reimbursement, Form General 130, from an employee, shall:
Commanding Officer, Administrative Services Bureau-Responsibility. The Commanding Officer, Administrative Services Bureau, upon receiving a Claim for Reimbursement, Form General 130, shall:
Note: The same distribution shall also be used when the claim is denied by the Purchasing Agent.
Commanding Officer, Fiscal Operations Division-Responsibility. The Commanding Officer, Fiscal Operations Division, upon receiving an approved Claim for Reimbursement, Form General 130, shall:
376. REPLACEMENT OR REPAIR OF CITY-OWNED EQUIPMENT.
376.05 REQUESTING REPLACEMENT/REPAIR-CRITERIA. Whenever a City-owned personal or safety equipment item is lost or stolen, or damaged, or worn, to the point of being unserviceable, the employee shall request replacement or repair of the item.
376.10 SAFETY EQUIPMENT. The ownership of all safety equipment shall remain with the City. Safety equipment is divided into two classifications as follows:
General Safety Equipment. Safety equipment issued to all sworn employees upon appointment
Specialized Safety Equipment. Safety equipment issued to employees upon transfer to certain specialized assignments.
Note: Commanding officers shall cause an entry to be made on an employee's Uniform/Equipment Issuance and Inspection Record, Form 01.41.00, when a chemical irritant control device and/or holster is issued. The serial number and expiration date of the device shall be entered on the Form 01.41.00.
376.15 CITY-ISSUED PERSONAL EQUIPMENT.
City-issued personal equipment is divided into two classifications as follows:
Temporarily City-Owned. Temporarily City-owned personal equipment is issued to employees upon appointment. Ownership of this equipment transfers from the City to the employee after a specified length of time.
Note: The initial issuance of khaki uniforms is provided by the City for civilian employees upon assignment to jail or property duties.
376.18 PURCHASE OF CITY - OWNED PERSONAL EQUIPMENT BY RETIRING EMPLOYEES. Sworn employees retiring under honorable conditions may purchase the following City-owned equipment items:
Retiring Police Reserve Officers. Police reserve officers eligible for a retirement identification card will be permitted to purchase their Department-issued firearm.
Purchase of Badge. Officers, or persons acting in their behalf, who wish to purchase their badge shall submit a request to the Commanding Officer, Personnel Division, requesting approval. Upon approval of the request, the officer shall:
Personnel Division shall retain the badge, pending pick-up by LAPRAAC, and issue a receipt to the employee.
Badges prepared for presentation as a memorial to a police officer killed in the line of duty will be mounted in a shadow box acrylic holder and presented to the deceased officer's immediate family.
Service Weapon. Officers wishing to purchase their Department issued 9mm semi-automatic pistol or .38 caliber revolver shall present their weapon to the Retirement Counseling Unit and obtain a Weapon Certificate. The officer shall hand-carry the Certificate to the Salvage Section, Department of General Services, and pay for the weapon.
Note: Only those officers who are eligible for an unrestricted retirement identification card will be permitted to purchase their weapon.
Cap Piece and Call-Box Key. Officers wishing to purchase their cap piece or call-box key shall pay for the items at Fiscal Operations Division and obtain a receipt. A copy of the receipt shall be delivered to the Retirement Counseling Unit.
Commanding Officer, Personnel Division-Responsibility. The Commanding Officer, Personnel Division, prior to authorizing the sale of City-owned equipment to a retiring officer, shall verify that the officer's retirement status is "honorable" and:
376.20 SAFETY EQUIPMENT - ISSUANCE AND REPLACEMENT.
General Safety Equipment. General safety equipment shall be issued to employees upon appointment and replaced according to procedures found in Manual Section 3/376.
Specialized Safety Equipment.
Issuance. Upon appointment to a detail necessitating specialized safety equipment, an employee shall:
Replacement. When specialized safety equipment is lost, stolen, damaged, or worn to the extent that it is no longer serviceable, the employee shall request replacement or repair according to existing procedures (Manual Section 3/376.).
Return. Upon leaving an assignment necessitating specialized safety equipment, an employee shall return the equipment to Supply Section.
Note: Unserviceable City-owned equipment shall be returned prior to issuance of serviceable equipment.
376.25 CITY - ISSUED PERSONAL EQUIPMENT - REPLACEMENT OR REPAIR. When a City-issued personal equipment item is lost, stolen, damaged or worn to the point of being unserviceable during the period of City ownership, and the loss or damage is not the result of negligence on the part of the employee, the employee may request replacement or repair according to current procedures (Manual Section 3/376).
After City-issued personal equipment has become the property of the employee, he/she shall continue to be responsible for maintaining it in a serviceable condition. However, if the equipment is damaged, lost, or stolen while the employee is acting within the course of his/her duties, the employee may request reimbursement according to current procedures (Manual Section 3/375).
376.30 REQUESTING REPLACEMENT OR REPAIR - EMPLOYEE'S RESPONSIBILITY. When City-owned personal or safety equipment items (Manual Section 3/376) are lost or stolen, or damaged or worn to the degree of being unserviceable, the employees shall:
Note: A copy of the Form 15.07.00 shall be attached to the Requisition, Form 15.11.00, when submitting a request for replacement of City-owned equipment through Supply Section.
376.32 REPLACEMENT - PRIVATE VENDOR. Items available through a private vendor shall be obtained as follows:
Note: Unserviceable items shall be surrendered prior to issuance of a permanent replacement.
376.35 REPLACEMENT OR REPAIR OF CITY - OWNED PERSONAL AND SAFETY EQUIPMENT ITEMS - SUPERVISOR'S RESPONSIBILITY. When a supervisor becomes aware of lost, stolen, damaged, or worn City-owned personal or safety equipment, he or she shall ensure the appropriate crime or lost reports are completed and:
Note: If the equipment is unserviceable due to wear, only the Employee's Report is required.
376.40 REPLACEMENT OR REPAIR OF CITY - OWNED EQUIPMENT ITEMS - COMMANDING OFFICER'S RESPONSIBILITY. Upon receipt of an Employee's Report, Form 15.07.00, requesting the repair or replacement of a City-owned personal equipment item (Manual Section 3/376), a commanding officer shall:
Note: A copy of the Form 15.07.00 shall be attached to the Requisition, Form 15.11.00, when submitting a request for replacement of City-owned equipment through Supply Section.
Note: When investigations are conducted at the bureau level, the findings are to be forwarded to the Chief of Police for review.
376.43 REPLACEMENT OR REPAIR OF CITY-OWNED EQUIPMENT ITEMS-BUREAU COMMANDING OFFICER'S RESPONSIBILITY. Upon receiving the findings of an investigation involving theft, loss or damage to City-owned personal equipment items, the bureau commanding officer shall:
376.45 COMMANDING OFFICER, ADMINISTRATIVE SERVICES BUREAU - RESPONSIBILITIES. Upon receipt of an informational copy of the findings of an investigation involving theft, loss, or damage to City-owned equipment items, the Commanding Officer, Administrative Services Bureau, shall review the findings to ensure consistent handling of similar occurrences Department-wide and report to the Chief of Police, on developing trends.
376.50 LOST/STOLEN DEPARTMENT IDENTIFICATION CARDS/BADGES -TELETYPES. In addition to the above procedures, the following steps shall be taken when a badge or identification card is lost or stolen:
377. RECOVERED CITY - OWNED EQUIPMENT ITEMS. When City-owned personal equipment items are recovered, standard Department procedures for the booking, custody, and release of property shall apply.
380. INDIVIDUAL FINANCIAL STATEMENT.
Employee-Responsibilities. Employees who receive financial reimbursement from other than the City of Los Angeles for any on-duty functions or who are summoned in response to an order, notice, subpoena or other written or verbal direction, in which their occupation as a Department employee was a factor and for which they received any monies, shall report all monetary compensation received and submit a Declaration of Receipt/Expenditure of Funds, Form 15.24.00, to their supervisor for review within 15 calendar days following their return to duty. Employees shall also submit receipts to substantiate any expenditure of funds.
Employees who respond to an order, notice, subpoena, or other written or verbal direction, and who received monetary compensation in the form of witness, per diem mileage or parking fees shall remit the fees based upon the following transportation:
Supervisor-Responsibilities. Supervisors shall immediately review, and upon approval, forward the Declaration of Receipt/Expenditure of Funds form to the employee's commanding officer.
Commanding Officer-Responsibilities. Commanding officers shall review, an upon approval of documents submitted by an employee, forward the documents to FOD within 15 calendar days following the employee's return to duty. If an employee requests reimbursement of mileage or parking expenses, forward the original Declaration of Receipt/Expenditure of Funds form with a copy of the subpoena to FOD.
381 CONFIDENTIAL FINANCIAL DISCLOSURE POLICY AND PROCEDURES FOR GANG ENFORCEMENT AND NARCOTICS ENFORCEMENT PERSONNEL. Sworn employees at the rank of lieutenant or below shall submit a completed Confidential Financial Disclosure Face Sheet, Form 01.74.00, and a Confidential Financial Disclosure Report, Form 01.74.01, to the Financial Disclosure Coordinator (FDC), Audit Division, within ten calendar days of being selected and prior to assignment to or for the retention of an existing position within any assignment or loan to:
Failure to complete a Confidential Financial Disclosure Face Sheet and a Confidential Financial Disclosure Report will prevent an employee from being loaned or transferred to a GIT, GED, NED, CLEAR or applicable GND position. Additionally, employees within any of these designated assignments who either fail or refuse to fill out the forms as specified in this policy will not be allowed to continue in the assignment. An employee’s refusal to fill out the required forms could impact their ability to work these assignments in the future.
Information to be Disclosed. Employees subject to the Financial Disclosure process are required to disclose all information regarding sole and jointly owned assets, liabilities, income, and income sources as detailed in the Confidential Financial Disclosure Report.
Employee Responsibilities. Employees required to report will receive the Confidential Financial Disclosure Face Sheet and a Confidential Financial Disclosure Report from the officer in charge or commanding officer of GIT, GED, CLEAR, NED or GND prior to transferring or being loaned to the specialized unit, section, or division. The employee shall:
Financial Disclosure Coordinator Responsibilities. The Financial Disclosure Coordinator shall:
The Commanding Officer, Audit Division, shall then review and approve the completed work.
The FDC will report all findings to the Office of Constitutional Policing and Policy (OCPP) who will review and approve the completed forms. The OCPP will review the forms with the Chief of Police who will make a “final determination” to approve or deny the application. Audit Division will be responsible for the audit of the Confidential Financial Disclosure Face Sheet and the Confidential Financial Disclosure Report.
Note: The OCPP and FDC shall not keep or make copies of any supporting documents including the self-generated credit report.
Financial Disclosure Forms.
STORAGE. All completed forms will be stored in a secured and locked location at the Office of the Chief of Police (OCOP);
CONFIDENTIALITY. All forms are considered confidential and shall remain on file at the OCOP during the course of the employee’s assignment to GIT, GED, CLEAR, NED or applicable GND position. The forms shall remain secured at the OCOP until their date for destruction;
AUDIT OF FORMS. An annual audit of forms will be conducted in accordance with standard audit guidelines; and,
DESTRUCTION OF FORMS. The Office of the Chief of Police is responsible for the destruction of forms. Upon the employee separating from the specialized assignment, the employee’s forms will be destroyed two years from the date of separation. The employee is responsible for notifying the FDC upon separation of assignment.
390. OFFICIAL TRAVEL BY DEPARTMENT EMPLOYEES.
390.01 TRAVEL - DEFINED. Travel by Department employees is defined as a business trip or attendance at a convention or business meeting which:
Types of travel have been defined by the City Administrative Officer as follows:
Conventions. A convention is defined as a regularly recurring conference of the membership of a professional, technical, fraternal, or other organization in which the subject matter broadly relates to Department operations;
Business Meetings. A business meeting is defined as an advisory committee session or other gathering in which the subject matter is of specific concern to Department operations.
Note: This definition includes, but is not limited to training activities, conferences, panels, seminars, or workshops on specific City problems; and appearance before judicial, quasi-judicial, or legislative bodies.
Business Trips. A business trip is defined as travel for other than a convention or business meeting, the purpose of which is of immediate concern to Department operations.
Note: This definition includes investigative travel (e.g., criminal investigations, extraditions, and personnel investigations) and operations travel (e.g., recruiting, real estate and grant negotiations, and the observation of activities of other law enforcement agencies).
Short Term Travel. Short term travel is defined as:
Exception: Any Department employee or entity participating in any Department affiliated overnight activity involving any juvenile(s) shall comply with the Director, Office of Special Operations (OSO) rules and guidelines for such activity. This includes all Youth Program Overnight Outings with juvenile participants. Written approval is required for the activity from the Area commanding officer, bureau commanding officer, and the Director, OSO. The written request must include:
390.17 TRAVEL AUTHORITY - REQUEST. All requests for non-investigative travel, such as business meeting or convention, shall be submitted by completing the Request for Travel Authority, Form 15.72.00.
All requests for investigative travel shall be submitted on a Request for Investigative Travel, Form 15.70.00.
390.20 TRAVEL AUTHORITY REQUEST FOR NON - INVESTIGATIVE TRAVEL. When Department personnel (with the exception of the Chief of Police and the direct Reports) are required to travel out of the City limits but within the United States for training purposes or situations requiring an overnight stay, a travel authority request shall be completed and forwarded through the appropriate channels to the Commanding Officer, Police Sciences and Training Bureau. All travel by the Direct Reports must be approved by the Chief of Police. Requests for travel by the Chief of Police must be approved by the Board of Police Comissioners. Requests for international travel shall be completed and forwarded through the appropriate channels to the Office of the Chief of Police. All requests shall be submitted at least 45 calendar days prior to the date of departure.
390.25 BUDGETED TRAVEL. Budgeted travel is travel for which funds Under City control have been appropriated in anticipation of a particular event requiring a trip. Employees shall request authorization for all budgeted travel, other than investigative, in accordance with the requirement of the specific funding source as follows:
Revolving Training Fund. The Revolving Training Fund (RTF) was amended by City Ordinance No. 174756. The purpose of the fund shall be for the receipt, retention and disbursement of monies received from the California Commission on Peace Officer Standards and Training (POST) reimbursements and special service fees for the training of members of outside agencies by members of the Los Angeles Police Department (LAPD). Monies shall be expended for the payment of travel and expenses related to POST and non-POST-certified training, including tuition reimbursement.
Note: This fund is handled by Training Division (TD). Fiscal Operations Division (FOD) processes payment form the fund.
Employees shall not attend RTF-funded training unless prior written approval is obtained from TD. The Commanding Officer, TD, will determine the appropriateness of training, mode of transportation, relevant associated costs and whether funding is available in accordance with City policy. Policy requires that employees submit
the Request for Travel Authority, Form 15.72.00, prior to attending the training. The Request for Travel Authority shall be forwarded in the following order: the employee's commanding officer, the bureau commanding officer, and the Commanding Officer, TD. Approval by the employee's commanding officer does not guarantee the requested training will be approved or that funding is available.
Forfeited Assets Trust Fund (Includes the Supplemental Police Account and the Chief's Discretionary Travel Fund). The Forfeited Assets Trust Fund includes Supplemental Police Account (SPA) monies. Travel using SPA funds is limited to specific Department entities with travel funds allocated in the SPA accounts in accordance with federal regulations.
The Chief's Discretionary Fund Travel requires travelers to submit a Request for Travel Authority with justification to the Office of the Chief of Police for approval prior to travel.
Special Fund and Grant Fund. These funds are designed for specific usage which is spelled out in the specific grant award(s) and/or specific funding requirements. Approval by the grant administrator is required prior to the travel. All travels using special funds must still comply with established City guidelines.
390.33 BUDGETED INVESTIGATIVE TRAVEL. All requests for investigative travel shall be submitted on the Request for Investigative Travel, Form 15.70.00, and forwarded through the employee’s commanding officer to the bureau commanding officer for approval. Upon approval, the bureau commanding officer shall forward the approved request to Fiscal Operations Division (FOD).
Requests for travel funds on a District Attorney's Authorization for out-of-state extradition (Agent's Nomination from) shall be submitted to the officer's commanding officer for approval. The request shall then be forwarded directly to FOD prior to the date of the employee's departure.
Return from Budgeted Investigative Travel. An officer returning from travel which is funded by FOD administered accounts shall within five business days, submit to his/her bureau commanding officer a Personal Expense Statement, Form General 16. An officer returning from extradition related travel shall, within five business days, personally furnish Travel and Revenue Unit, FOD, with the information necessary for the Travel and Revenue Section to complete a Personal Expense Statement and the State of California Reimbursement Form.
When approving requests, bureau commanding officers and their equivalents should use current Department travel guidelines based on annually updated Federal rates. Current rates are available to assist travelers on the Local Area Network located under Fiscal Operations/Travel Policies/Maximum Lodging Rates, or at the Federal website: www.gsa.gov.
Any deviation from the standard rates shall be explained by the submitting officer on an Employees Report, Form 15.07.00, prior to providing the personal expense information to FOD.
390.35 FOREIGN TRAVEL.
Investigating Officer-Responsibilities. When an investigating officer is required to conduct an investigation outside of the United States, he/she shall contact the Foreign Prosecution/Interpol Liaison Unit (FPLU), Gang and Narcotics Division (GND), prior to completing a Request for Investigative Travel, Form 15.70.00. The investigating officer shall be guided by the advice of the FPLU.
Gang and Narcotics Division Responsibilities. Gang and Narcotics Division shall provide an investigating officer any advice which may be pertinent for the country to which he/she is traveling. In addition, FPLU shall establish and maintain a Foreign Advisory Travel Log.
390.37 EMERGENCY INVESTIGATIVE TRAVEL FUND. The Emergency Investigative Travel Fund is administered under the control of the Commanding Officer (CO), Department Operations Center (DOC). The fund may be used when:
When a detective needs access to the Emergency Investigative Travel Fund, the detective shall complete a Request for Investigative Travel, Form 15.70.00; obtain approval for the travel request from his/her commanding officer and the appropriate staff officer; and present the travel request to DOC. Upon returning from the trip, the detective shall return to FOD any unused portion of the money disbursed to him/her from the fund along with the appropriate receipts and expense reports (Department Manual Section 3/390.73).
Upon receiving an approved travel request, the Watch Commander, DOC, shall review the request for completeness; verify the use of the fund with the approving staff officer, if necessary; disburse the necessary amount to the requesting detective; ensure that the detective receiving funds signs a City of Los Angeles Receipt, Form General 30, acknowledging receipt; give the detective one copy of the receipt and keep one copy of the receipt for DOC records; and ensure that, on the next business day, the travel request and original copy of the City of Los Angeles Receipt, Form General 30, are delivered to FOD.
The CO, FOD, shall ensure that the fund is reimbursed upon receipt of the Request for Travel Authority, Form 15.72.00, and the City of Los Angeles Receipt.
390.41 NON-BUDGETED TRAVEL.
City General Fund Rule 6 Travel. The Rule 6 Travel authority approval is required for non-budgeted travel. Employees are required to submit an Intradepartmental Correspondence, Form 15.02.00, addressed to the Commanding Officer, FOD, when requesting this type of travel.
Non budgeted travel is travel requiring a deviation from the City Administrative Officer's Approved Travel List. A deviation from the City Administrative Officer's Approved Travel List can require a transfer of funds between Department accounts, an appropriation of funds, use of funds budgeted for another trip, or an increase or decrease in the number of employees budgeted for the trip. Employees shall request authorization for non budgeted travel in accordance with the following procedures:
Business Meetings or Business Trips:
390.49 TRAVEL REQUIRING NO EXPENDITURE OF CITY FUNDS. Requests for travel requiring no expenditure of City funds shall be submitted 30 calendar days prior to the date of departure in accordance with the following procedures:
Travel Financed by Another Governmental Agency or Private Institution. Requests for travel financed by another governmental agency (except under Board-approved grants), an educational institution, private industry, or a private organization, when such travel is required and is necessary in the performance of legally assigned duties, shall be forwarded through channels to the CO, Police Sciences and Training Bureau (PSTB) for approval.
Court Proceedings. An employee subpoenaed by the prosecuting agency of another jurisdiction in a criminal proceeding where the other jurisdiction is paying all costs associated with the trip, shall complete a Request for Investigative Travel, Form 15.70.00, and forward it through the employee’s bureau commanding officer or bureau equivalent for approval. Upon approval, the approved request shall be forwarded to Fiscal Operations Division.
Travel in Connection with Management Development Programs. Requests for travel in connection with management development programs such as the Federal Bureau of Investigation National Academy require the approval of the CO, PSTB.
Travel Financed by Peace Officers' Associations. Requests for travel financed by non-profit professional peace officers' associations which are established primarily to improve methods and procedures in law enforcement shall be forwarded through channels to the CO, PSTB, for approval.
Travel Financed by a Grant. Requests for travel financed by a proper grant in aid as provided by law shall be coordinated through the Grants Section, Information Technology Bureau and forwarded through the requestor's chain of command to the Director, Office of Administrative Services for review. Requests will then be forwarded to the CO, PSTB, for approval.
Travel Reimbursed by the Commission on Peace Officer Standards and Training. A request for travel that is reimbursable by the Commission on Peace Officer Standards and Training (POST) shall be forwarded on an Intradepartmental Correspondence, Form 15.02.00, from the requesting employee's CO to the CO, Training Division. Such requests shall be submitted 45 calendar days prior (or as soon as the notice is received) to the date of departure, and shall contain the course description as well as the justification for the employee's attendance. Training Division shall be responsible for forwarding the request for reimbursement to the CO, PSTB.
390.57 DETERMINING MODE OF TRANSPORTATION. All travelers shall utilize the City authorized business travel service provider for all City business-related travel. The mode of transportation to be utilized shall be determined in the following manner:
City Vehicle-Commercial Airline. Employees who are entitled to transportation at City expense normally shall travel by City vehicle. Use of City vehicles for travel shall be approved by the employee's commanding officer. The traveling employee shall fill up the City vehicle at the City fuel pump facilities or request City gas cards for the trip. However, if the total cost of using the City vehicle, the traveling employee's salary, and per diem expenses exceeds the total cost of air fare, salary, a rented vehicle, and per diem expenses, commercial airline shall be used. Employees traveling by commercial airline shall use "air coach" or similar accommodations.
Personal Automobile. Requests for the utilization of personal vehicles for travel assignments shall be submitted on an Intradepartmental Correspondence,
Form 15.02.00 and forwarded through channels to the CO, PSTB, for approval. Such requests shall be made only when prior permission for a leave en route has been obtained, when no other mode of transportation is available or practical, including a City vehicle, or when in the best interest of the City. Any extenuating circumstances shall be thoroughly explained on the Intradepartmental Correspondence to the CO, PSTB. The employee using a personal automobile shall be reimbursed if the following guidelines are followed:
390.65 INTERRUPTED OR INDIRECT TRAVEL.
Illness or Injury. A Department employee who becomes ill or injured and is unable to continue a travel assignment shall:
Leave En route. An employee who, for personal reasons, desires an interruption of travel or deviation from the direct route shall adhere to the following procedures:
390.73 EXPENSES INCURRED ON TRAVEL ASSIGNMENT. All travel, including, but not limited to, General Fund, Special Fund and Grants is subject to the City's reporting requirements.
Per Diem Expenses. Per diem expenses for lodging and food are allowable at a rate established by the United States General Services Administration (GSA). Employees spending travel funds shall be guided by the maximum reimbursable rate as set forth on the Lodging, Meals, and Incidental Rate by City which is accessible on the Department’s Local Area Network via FOD, Travel and Revenue Section, Maximum Lodging Per-Diem Rates.
The City is using the federal destination per diem rates (for the month of travel) as the maximum rates for reimbursements on lodging, Meals and Incidental Expenses (M&IE). The destination per diem rates travelers should use are as follows:
Note: These rates may change on October 1st of each calendar year. Regardless of when the employee obtained the most current rate, if there is a fluctuation in the rate, the employee will be reimbursed the most current rate.
Lodging/Hotel. Lodging is for single occupancy standard rooms and generally, stay should be limited to the actual dates of the meeting/conference.
Meals and Incidental Expenses. No per diem meal or any fraction thereof, is allowable unless an overnight stay is required and incurred during the travel.
Reporting Expenses. An employee is responsible for providing a completed Personal Expense Statement (PES), City Form General 16, approved by a supervisor, as specified in the Travel Per Diem Guidelines within 10 calendar days after concluding a travel assignment:
Unused Travel Expenses. Unused travel funds shall be returned to FOD, by cash or check made payable to the City of Los Angeles, within 10 calendar days following completion of the employee's travel.
RECORDS AND REPORTS
All official files, documents, records, reports, photographs/imaging/recordings and information held by the Department or in the custody or control of an employee of the Department must be regarded as confidential. Employees must not disclose or permit the disclosure or use of such files, documents, reports, records, photographs/imaging/recordings or information except as required in the performance of their official duties. The unauthorized use of information obtained through employment with the Los Angeles Police Department can subject the employee to possible disciplinary action and/or criminal prosecution. This includes information obtained from manually stored records, as well as information obtained from automated records.
Supervisors in units having access to terminal points for City-controlled computers containing confidential information must complete an Operator Security Statement, Form 01.58.00, for each employee having access to such terminals.
406. RELEASE OF POLICE RECORDS INFORMATION.
406.10 GUIDELINES AND RESTRICTIONS FOR THE RELEASE OF POLICE RECORD INFORMATION. Employees will be guided by Manual Section 1/440.40 when releasing any information to the public. The following guidelines will apply to all releases of police record information.
Guidelines. Information regarding the commission of a crime and the resulting investigation may be made available to the public prior to the making of an arrest, the issuance of an arrest warrant, or the filing of formal charges. The following guidelines will apply to all releases of information to the public.
Note: Facts concerning the crime which could only be known by the perpetrator, or which could be utilized as polygraph keys should not be released.
Exception: The above information may be released if given permission to do so by the respective victim or witness, or if the investigating officer believes that its release would assist in the investigation of the crime.
Restricted Release of Information-Juvenile Subjects. Authorized Department employees may release certain juvenile information in accordance with the following procedures:
When a Warrant Has Been Issued for a Juvenile. Authorized employees may release the name, alleged offense, and physical description of any juvenile provided that:
When a Juvenile is Arrested. Authorized employees may release the name and alleged offense of a juvenile in custody provided that:
Note: “Interested persons” is defined as any agency involved in the criminal justice system (e.g., probation, counselors, prosecutors, and detention facilities).
When a Juvenile is Convicted. Authorized employees may release the name of a convicted juvenile provided that:
Note: Authorized personnel include the following:
Department employees may release information contained in Department records regarding a juvenile (except as above) when the employee believes that the release of information will benefit the juvenile.
Juvenile Subject information may be released to another law enforcement agency when the requesting agency has a legitimate need for the information pursuant to Section 828 WIC.
If a judge from a court other than Juvenile Court orders a Department employee to produce records pertaining to a juvenile subject, the order will be forwarded to the Discovery Section, Legal Affairs Division.
Information contained in Department records regarding juvenile subjects that has been or is likely to be filed as a petition in any other document filed in such case or made available to the Probation Department, judge, referee or other hearing officer, Department of Public Social Services (DPSS), or Children's Services worker, may be released only to the following agencies or persons:
Restrictions for the Release of Sex Crime Information. Department personnel must not disclose the name of any person who alleges to be the victim of a sex crime, if that person has requested confidentiality.
Exception: Confidential information concerning a person who alleges to be the victim of a sex crime may be released to a prosecutor or other persons or public agencies where authorized or required by law.
Requests for Investigative Information. All requests for investigative information will be directed to personnel in the following order: The detective, the detective's supervisor, the detective’s commanding officer, the watch commander, or to the Watch Commander, Detective Support and Vice Division.
The employee handling the request will:
Note: The same standards for the release of CORI (Manual Section 3/408.16) will apply equally as well to the release of investigative information.
Information Requiring Approval Prior to Its Release to the Public. The following information must not be released unless authorized by the investigating officer and approved by an officer of the rank of deputy chief or higher:
Release of Sex Offense Report Information. An employee receiving a request for information or a request for copies of a crime or a combined crime/evidence and arrest report that deals with a sex offense will refer the requestor to the Commanding Officer, R&I Division, for information.
406.20 REQUESTS BY THE PUBLIC FOR INFORMATION CONTAINED IN POLICE RECORDS.
Routine Requests. Department employees shall refer all requests for information contained in police records to the Commanding Officer, Records and Identification (R & I) Division. All routine requests shall be submitted in writing to:
Los Angeles Police DepartmentP.O. Box 30158Los Angeles, CA 90030Attn: Commanding Officer,Records and Identification Division
Exception: News releases and information about newsworthy incidents shall be handled in accordance with Section 3/406.10 of the Department Manual.
The Commanding Officer, R & I Division, shall coordinate and/or respond to all requests for information contained in police records.
Exception: Major Crimes Division (MCD) shall be responsible for correlating the requested information and responding to requests for Freedom of Information Ordinance (FOIO) information. Records and Identification Division shall only be responsible for registering and forwarding requests for FOIO information to MCD.
Requests for Master Arrest Blotter Information. Master Arrest Blotter information includes the following:
Requests for Master Arrest Blotter Information must be submitted in writing to the Commanding Officer, Records and Identification Division.
Exception: Requests for Blotter information for incidents less than 24 hours old may be made verbally to either the Commanding Officer, R&I Division, for Department-wide arrest information, or to the watch commander of the Department jail facility for arrests occurring within the Area(s) serviced by the jail.
407. RELEASING REPORTS TO PAROLE AND PROBATION OFFICERS.
In Person. Upon presentation of appropriate agency identification, completion of the Request/Release of Criminal Record Parole/Probation, Form 08.42.00 and approval of the form, parole or probation officers who qualify as peace officers under the Penal Code shall be provided with copies of arrest and related reports of parolees or probationers arrested by this Department.
The reports shall be provided by Records and Identification Division (R&I), the Area Records Unit, Area detectives, the investigative division or, when closed, the watch commander of the uniformed division.
Note: If the report requested is more than 14 days old, the requestor shall be directed to R & I to obtain a copy. Only the Area detectives or Robbery-Homicide Division detectives (RHD) shall have the authority to release homicide, death, or missing reports.
Telephonically. Telephonic requests from parole or probation officers for arrest and related reports involving a parolee or probationer shall be referred to the Area Records Unit, Area detectives or the watch commander, who shall:
Note: The requested reports shall only be sent to secure numbers and addresses within probation and parole facilities. Any changes in numbers or addresses shall be directed to R & I for approval prior to their use.
Exception: The reports shall not be provided when the release of such information could possibly jeopardize the successful prosecution of a case, when City property or a City employee on‑duty is involved in an incident which could possibly entail City liability, or when the incident includes an officer-involved shooting. In any of these circumstances, the parole or probation officer shall be referred to the supervisor of the investigating officer for release of appropriate information.
408. CRIMINAL RECORDS.
408.15 CRIMINAL OFFENDER RECORD INFORMATION (CORI) -DEFINED. As defined in California Penal Code Section 11075, CORI (a) "... means records and data compiled by Criminal Justice agencies for purposes of identifying criminal offenders and of maintaining as to each such offender a summary of arrests, pretrial proceedings, the nature and disposition of criminal charges, sentencing, incarceration, rehabilitation, and release. (b) Such information shall be restricted to that which is recorded as the result of an arrest, detention, or other initiation of criminal proceedings or of any consequent proceedings related thereto." This includes the following:
Note: The individual arrest and crime reports are covered by the Public Records Act and are not considered to be Criminal Offender Records Information.
408.16 RELEASES OF CORI - DETERMINATION OF RIGHT - TO -KNOW/NEED - TO - KNOW. Prior to releasing any Criminal Offender Record Information, the employee releasing the information must determine the request's right-to-know and need-to-know. No CORI shall be released unless there is both a right-to-know and a need-to-know.
Right-to-Know. The right-to-know is the legal authority for a person or agency to have access to Criminal Offender Record Information. Those persons or agencies authorized by law to access CORI are defined in California Penal Code Sections 11105 and 13300.
Need-to-Know. The need-to-know is the official purpose for which the information is being requested. The purpose or compelling requirement for the information must be directly related to official duties and/or responsibilities of the person or agency initiating the request.
Note: Department automated and manually stored information systems shall not be used for the dissemination of CORI to any other agency or person for purposes of employment, licensing, or certification. Under no circumstances shall CORI be released to the news media or representatives of the news media.
Upon receipt of request for CORI, the Department employee shall specifically ask for the name, unit/agency, reason for the request, and the intended use of the information. Responses shall be entered in the appropriate fields on the computer screen.
Department employees, when uncertain as to whether a requesting agency or person is authorized to receive CORI data, shall contact the Watch Commander, Records and Identification Division, and be guided by that advice.
408.17 REQUESTING CORI FOR OUTSIDE RELEASES. The Request/Release Criminal Record, Form 08.42.00, shall be completed by the requesting officer prior to obtaining CORI through any automated system, Records and Identification Division, or the teletype system if the information is to be released to an authorized person outside the Department. The completed forms shall then be forwarded daily to Records and Identification Division for filing.
Exception: It shall be left to the discretion of the Area/division commanding officer as to whether completion of the Form 08.42.00 is required when information is to be released to authorized person outside the Department who routinely receive CORI in order to process LAPD arrestees. These include local courts, members of the Los Angeles County District Attorney's Office and the Los Angeles City Attorney's Office.
408.18 RESPONSIBILITY FOR THE SECURITY OF CORI DOCUMENTS. The Department employee requesting CORI shall be responsible for the security of all documents requested. The employee shall ensure that these documents will be kept in Department records or files which are secure. CORI documents, when no longer needed, or not contained in a case folder, shall be disposed of in an Area/division burn box.
408.20 DUTIES OF PERSONS INSPECTING DEPARTMENT RECORDS. Upon the presentation of satisfactory identification, persons who are authorized to inspect Department records shall be instructed to complete a Request/Release Criminal Record, Form 08.42.00, enumerating, in the space provided, the reports desired.
408.22 REQUESTING THE SEALING OF ARREST RECORDS.
Investigating Officer's Responsibility. When in the course of an investigation it is determined that an arrestee is "factually innocent," the investigator shall record that information on an Investigator's Final Report, Form 05.10.00, or, if the charge does not require a Form 05.10.00 (i.e., most misdemeanors), a Follow-up Report, Form 03.14.00, supporting that determination.
An investigating officer shall also conduct an investigation to determine if an arrestee is "factually innocent" when notified by Records and Identification Division of the Department's receipt of a citizen's Petition to Seal and Destroy Arrest Records (BCID8270) and no investigative determination has been made.
Note: An individual may be deemed "factually innocent" when:
When a complaint has been issued by the responsible City or District Attorney's Office, but has not been filed with the court, the investigating officer shall inform the respective City or District Attorney that the arrestee has been determined to be "factually innocent" and request that the complaint be withdrawn. The name of the approving City or District Attorney, together with a statement indicating the withdrawal of the complaint, shall be included on the Form 05.10.00 or 03.14.00.
Records and Identification Division, Watch Commander's Responsibility. The Watch Commander, Records and Identification Division, upon receipt of a Petition to Seal and Destroy Arrest Records (BCID 8270) from a requesting citizen, shall:
Chief of Detectives, Detective Bureau's - Responsibility. The Chief of Detectives, Detective Bureau, shall make the final determination when Records and Identification Division and the investigating officer do not agree on the investigative determination.
408.25 SEALING CRIMINAL RECORDS. An employee of this Department receiving a court order to seal a criminal record shall forward the order to the Commanding Officer, Records and Identification Division.
The Commanding Officer, Records and Identification Division, shall be responsible for the gathering, sealing and custody of records held by this Department.
Commanding officers who are notified of a court order to seal criminal records shall forward all records and reports held by their divisions to the Commanding Officer, Records and Identification Division. These records shall be accompanied by a certification that a search has been made and that the forwarded reports represent all the detachable records of the subject which are then in the custody of their divisions. If the search fails to disclose any record, this information shall be forwarded to the Commanding Officer, Records and Identification Division.
Note: If the records are not detachable and sealing will necessarily affect other records, commanding officers shall meet the requirements of the court order by permanently obliterating all references to the criminal record.
All index cards or other references in Department files, maintained at Records and Identification Division, shall have an entry made that will indicate that the particular record has been sealed. In response to requests for further information regarding sealed records, employees shall advise such persons that access to the records and reports may be obtained only by court order.
408.27 DESTRUCTION OF RECORDS-MARIJUANA OFFENSES. Statutory Destruction.
Litigation Processing. If the defendant or a co-defendant has filed a related civil action against either the City or the arresting/investigating officers, copies of the applicable records must be secured, filed and retained by the Civil Investigation Section, Legal Affairs Division, until final resolution of the civil action.
Department of Justice-Ordered Destruction. A Department employee who receives a Department of Justice order requiring the destruction of records relative to arrest for possession of marijuana which occurred prior to January 1, 1976, will forward the order to the Commanding Officer, Records and Identification Division, who will ensure that the specified records are located and destroyed.
408.50 ARREST RECORD INFORMATION TO COURT. Records and Identification Division shall establish positive identification by fingerprint classification prior to releasing arrest record information to court.
409. CONFIDENTIAL REPORTS - NON-TRAFFIC
409.10 CITY LIABILITY. When City property or a City employee on-duty is involved in a non-traffic incident which could entail City liability, all reports shall be classified and processed as confidential.
The officer completing such report shall have the words, "CONFIDENTIAL - THIS REPORT IS FOR THE CONFIDENTIAL USE OF THE CITY ATTORNEY" typed in the left side margin of the report and all connected reports. A copy shall be placed in a sealed manila envelope and forwarded through Department mail to the Public Liability Section, City Attorney's Office. Persons wishing to inspect these reports or make inquiries concerning the liability of the City shall be referred to the Public Liability Section, City Attorney's Office.
409.20 OFFICER - INVOLVED SHOOTING OR IN - CUSTODY DEATHS (ICD) OR INJURY - CONFIDENTIAL REPORTS. The original and all copies of the final administrative report of the following incidents must be marked "Confidential." The Commanding Officer, Force Investigation Division, will retain the original and distribute copies to the Office of the Inspector General (for the Board of Police Commissioners), Legal Affairs Division, and the Department's Use of Force Review Board:
Note. All In-Custody Deaths formerly referred to as LEARD incidents will now be referred to as ICD incidents.
Exception: Related crime and arrest reports must be marked and regarded as confidential but distributed in the normal manner.
410. TRAFFIC RECORDS.
410.10 RELEASE OF TRAFFIC COLLISION INFORMATION. Information received from Department of Motor Vehicle (DMV) documents or automated files is confidential. Therefore, traffic collision information which is obtained directly from DMV files may only be released to specific parties, and only in person after verifying the identity of the requestor (Manual Section 3/410.10). In the case of a hit-and-run traffic collision, traffic report information obtained directly from DMV files may be released only after the DMV information regarding the hit-and-run vehicle and/or suspect has been verified through the Department's follow-up investigation. Once verified, such information may only be released to:
Note: Department employees shall verify the identity of the requestor.
Employees, excluding Records and Identification Division personnel, shall only release DMV records information to authorized requestors in person and shall verify the identity of the requestor.
Information may be released to other persons on the approval of the Watch Commander, Records and Identification Division.
Persons inspecting a traffic collision report shall complete a Request/Release Criminal Record, Form 08.42.00 (Manual Section 3/408.20).
410.20 AUTHORIZED REPRESENTATIVES OF PROPERLY INTERESTED PERSONS. Authorized representatives are:
An authorized representative shall be required to present a written authorization from the properly interested person designating the representative, identifying the accident, and requesting that the information be revealed.
410.30 RELEASE OF TRAFFIC COLLISION PHOTOGRAPHS. Photographs shall be available to any properly interested person (Manual Section 3/410.10).
Exception: Photographs of a dead body shall only be released to an authorized representative, unless release to a properly interested person is approved by the Watch Commander, Records and Identification Division.
410.50 CONFIDENTIAL CASES. A traffic collision report and related photographs shall be considered confidential if they were reported prior to November 10, 1969, and involve:
A person seeking information from confidential reports shall only be given the information contained in the Traffic Collision Report, CHP Form Set. A person wishing to inspect the full report or having questions regarding the liability of the City shall be referred to the Liability Section, City Attorney's Office, City Hall. A report shall no longer be considered confidential after a letter of release is received from the City Attorney's Office.
410.70 GOVERNMENT AGENCIES. No information contained in traffic collision reports shall be revealed to any person claiming to be the official representative of any government agency unless that agency is a concerned party or authorized agency (Manual Sections 3/410.10 and 3/410.20), and then only when accompanied by an official authorization signed by the head, or designated person of record, of the concerned agency containing the following:
In the case of a traffic collision in which a veteran is involved, wherein the Veterans Administration is conducting an official investigation, it shall be necessary to present an officially signed authorization containing the following:
No blanket authorization can be given to any government agency, and each authorization shall be related to an individual case. This procedure shall not affect the regular distribution of copies of traffic collision reports to certain government agencies.
412. DEATH REPORTS.
412.10 RELEASE OF DEATH REPORT INFORMATION. An employee receiving a request for information or copies of a Death Report, Form 03.11.00, shall refer the person to the investigating division, unless the cause of death is listed on the Death Report as natural. If the cause of death is listed as natural, an employee may release information or copies of the report to properly interested persons or their authorized representatives after obtaining telephonic approval from the detective division.
413. SEX CRIMES.
413.04 CATEGORIES OF SEX OFFENDERS – DEFINED.
Serious Sex Offender. An individual convicted of at least one of the following charges: assault with intent to commit rape, oral copulation or sodomy; oral copulation; sodomy; rape; sodomy with a minor or by force; lewd or lascivious conduct with a child or a dependent adult; oral copulation with a minor or by force; continuous sexual abuse of a child; child molestation; penetration with a foreign object by force; kidnapping with intent to commit specified sex offenses; felony sexual battery; felony enticement of a child for purposes of prostitution; or, abduction of a child for purposes of prostitution.
High-Risk Sex Offender. An individual convicted of multiple violent crimes, at least one of which was a violent sex crime.
413.05 SEX OFFENDER INDEX. The Sex Offender Index (SOI) provides public access to specified information of registered sex offenders. When public access to the SOI is requested, the following procedures shall be completed.
Employees' Responsibility. An employee who receives a request from the public regarding sex offender information shall:
Front Desk Employees' Responsibility. An Employee who receives a request from the public regarding sex offender information shall:
Note: Employees shall not provide information from the SOI via the telephone.
Watch Commander's Responsibility. A Watch Commander receiving a request from the public for sex offender information shall:
Area Commanding Officers' Responsibility. The Area Commanding Officer shall be responsible for:
Juvenile Division - Responsibility. The Commanding Officer, Juvenile Division, is designated the Department Coordinator for Sexual Offender Criminal Information and shall be responsible for:
Information Technology Division - Responsibility. The Commanding Officer, Information Technology Division, shall be responsible for:
Area Detective Division - Major Assault Crimes (MAC) Coordinator - Responsibility. The MAC Coordinator shall be responsible for:
Megan’s Law Website.
This source of public and law enforcement information, maintained by the
California Department of Justice, now displays information on California sex
offenders in four categories: Full Address, Zip Code Only, No Post and
Excluded. The previous categories of High Risk, Serious and Other have been
413.07 DISCLOSURE OF INFORMATION REGARDING SERIOUS REGISTERED SEX OFFENDERS AND “HIGH-RISK” SEX OFFENDERS.
Applicable Penal Code Sections.
PROCEDURE FOR THE
RELEASE OF INFORMATION REGARDING SEX OFFENDERS. The approval of the Area
commanding officer shall be obtained before any information regarding any
sex offender is released. This includes prior approval before distribution
of any disclosure form, including the Registered Sex Offender Advisory Form
and Authorization to Release Sex Offender Information to Additional Persons
Although past criminal convictions alone would not necessarily warrant a disclosure, special attention should be paid to repeat offenders and those categorized as Sexually Violent Predators (SVP), as defined in Section 6600 WIC.
Sexually Violent Predator is a person who individually has been civilly
committed to a State Psychological Facility and categorized as a SVP.
Sexually Violent Predators will be noted on the California Sex and Arson
Record Retention. Records relating to dissemination of sex offender information to the public shall be maintained for a minimum of five years. This shall include all Investigative Reports (IR), Form 03.01.00, and the Follow-up Investigation Reports, Form 03.14.00. Records of the means and scope of the dissemination of information, as well as the Registered Sex Offender Advisory Form, and the Authorization to Release Sex Offender Information to Additional Persons Form, shall be retained by the concerned Area or Bureau REACT Unit.
Immediate Release of Information,
Officer’s Responsibility. When an officer,
during a temporary field encounter such as a traffic stop, radio call, or
while conducting an investigation in the field has reasonable
suspicion based on information which has come to his/her attention that a
person is at risk of becoming a victim of a sex offender the officer may verbally release the information to a
potential victim who is 18 years of age or older. If the potential victim is
a minor, release of the information shall be to the minor’s parent/guardian.
Situations wherein a disclosure of sex offender status might be warranted:
Officers must specifically request a wanted persons/NCIC check in order to receive information on sex offender status. Officers must verify the verbal information via a wanted persons/NCIC check on an available Mobile Data Computer (MDC) per procedures described in Operations Order No. 13, “Requesting Want and Warrant Information Via the Radio”, April 21, 2006. Sex offender status alone is not a reason for transporting the offender to the station.
Note: The officer/investigator making a notification shall thereafter complete an IR, entitled "Sex Offender Registrant Incident.” The IR shall include the date, time, and location of the contact that the potential victim had with the offender. The name, address, and phone number of the reporting party (if applicable) should also be included. Document on the IR that, “The purpose of the release of the information is to allow members of the public to protect themselves and their children from sex offenders".
Investigating Officer’s Responsibility.
Certain investigative steps must be undertaken and
background information regarding the offender’s past offenses and current
behavior shall be gathered prior to the release of information. Verification
of all information regarding the sex offender must be completed before
releasing any information.
The information is to be documented on an IR, entitled "Sex Offender Registrant Incident”.
This list is not meant to be exhaustive; other investigative steps may be incorporated in the IR or later on a Follow-up Investigation Report.
Public notifications are for the purpose of protecting the public, not a means of punishing the off