VOLUME  3

Management Rules and Procedures

 

 

 

SUPERVISION

 

105. SUPERVISORY TERMINOLOGY. The following terminology shall be used in describing the levels of supervision within the Department:

  • "Staff Officer" shall be used to describe an officer above the rank of captain;

  • "Commanding Officer" shall be used to describe an employee in charge of a bureau, a group, an Area, or a division of the Department;.

  • "Director" shall be used to describe a commanding officer of an Office;

  • "Field Commander" shall be used to describe an officer who takes command of an emergency situation or who is in command of field details at planned special events. A field commander may establish a field command post;

  • "Watch Commander" shall be used to describe an employee having charge of a specific watch in a division or geographic Area;

  • "Supervisor" shall be used to describe an employee engaged in field supervision or in general supervision of a section or unit; and,

  • "Officer in Charge" shall be used to describe an officer having charge of a section or unit.

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 Real-Time Analysis and Critical Response Division (RACR).

 

108.40 FIELD COMMAND POST. A Field Command Post is a location established by a field commander for the purpose of:

  • Directing operations in the field during emergency incidents;

  • Collecting information pertinent to the incident and relaying it to the Department Operations Center;

  • Requesting emergency personnel, equipment, and supplies from the Department Operations Center to assist the field forces;

  • Requesting assistance from other agencies when needed through the Department Operations Center, to assist the field forces; and,

  • Directing operations in the field at planned special events.

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:

  • Coordinating the Department's emergency control activities;

  • Collecting and disseminating information from the Field Command Post, hospitals, and other concerned agencies;

  • Determining the needs for, and providing, emergency personnel, equipment, and supplies to the Field Commander and the field forces;

  • Maintaining chronological logs, situation maps, and situation reports; and,

  • Completing necessary reports regarding the emergency incident and preparing a final report for submission to the Chief of Police.

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:

  •  Staff the positions necessary in the DOC to meet the demands of the emergency;

  • Forward the appropriate EOO policy directives received from the Department's representative on the EOB's Emergency Management Committee to the Department Commander; and,

  • Coordinate the functions of the various EOO Division representatives located in the Coordination Room of the Emergency Operations Center (EOC).

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:

  • Review all related reports and evidence;

  • Request the investigating supervisor conduct further investigation, when needed;

  • Contact subject matter experts (e.g., Emergency Vehicle Operations Center, Training Division, Pursuit Review Unit; etc), if necessary;

  • Consider the details surrounding a vehicle intervention when making a recommendation on the classification;

  • Sign the Vehicle Pursuit Report;

  • Forward all related reports to the bureau commanding officer within 20 calendar days of the pursuit;

  • Notify the involved employee of the final pursuit classification; and,

  • Comply with procedures detailed in Manual Section 3/201.25, Training/Documentation as a Result of a Vehicle Pursuit, if training is directed in the pursuit classification.

201.10 BUREAU COMMANDING OFFICER’S RESPONSIBILITY. The bureau commanding officer shall:

  • Review all related reports and, if necessary, evidence;

  • Request, through the employee’s commanding officer, additional information or investigation, when needed;

  • Consider the details surrounding a vehicle intervention when making a recommendation on the classification;

  • Sign the Vehicle Pursuit Report; and,

  • Submit all related reports to the C/O, Emergency Operations Division (EOD), for review within 20 calendar days of receipt.

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:

 

  • Review the Vehicle Pursuit Report to determine compliance with Department policy and procedure;

  • Request, through the employee’s bureau commanding officer, additional information or investigation, when needed;

  • Review each application of pursuit intervention for appropriateness;

  • Make the final determination on the classification of the pursuit within 30 calendar days of receipt of the vehicle pursuit for adjudication; 

 

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.

 

  • Notify the concerned bureau, Area and division commanding officers of the vehicle pursuit’s final classification within 14 calendar days;

  • Maintain the original Vehicle Pursuit Report and other pursuit-related documents, and distribute a copy to Training Division; and,

  • Maintain a system to track and report pursuit-related issues.

 

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:

 

  • The number of pursuit interventions attempted;

  • The number of suspects, officers and third parties injured or killed;

  • The number of unintentional traffic collisions that resulted;

  • The number of pursuits in which training was recommended as the result of a pursuit intervention; and,

  • The number of pursuits classified as “out of policy.”

 

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 C/O, 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 C/O, EOD, determines that a vehicle pursuit is out of policy, he/she shall obtain concurrence from the C/O, CTSOB.  If approved, the C/O, 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 C/O, 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 CHECKING BY SUPERVISORS. Each employee issuing an absentee citation shall submit the original citation to a supervisor designated by the commanding officer. Each officer issuing a Traffic Notice to Appear shall submit the original to the designated supervisor (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 Form 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 23222(b) VC only if the possessor of the marijuana is the driver of the vehicle.

 

Note: The supervisor shall ensure that officers have not issued both an RFC for 11357(b) or 11360(b) H & S violations and issued a Traffic Notice to Appear for the Vehicle Code violations.

 

Legibility. Citations should be legible. Information listed in 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 (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:

  • Date of offense;

  • Correct section cited;

  • Correct location of offense;

  • Cited speed and speed zone in speed cases;

  • Signature of defendant; and,

  • Valid court appearance date, bail, or juvenile check.

Supervisors checking citations written by Department employees shall initial the lower right corner of the reversed 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:

  • The original of the citation when it is a Traffic Notice to Appear; or,

  • The original when it is an absentee citation.

  • The forms shall be submitted to the commanding officer for consideration and action.

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:

  • Cause the originals of Traffic Notices to Appear, Form 04.50.00, (with the original Continuation of Notice to Appear, Form 04.50.05, stapled to them, when appropriate) to be forwarded daily to Traffic Court Liaison Unit, 1945 South Hill Street, Room 107, Mail Stop 420.

Note: Citations with correction slips attached shall be grouped together.

  • Cause a photocopy of juvenile Traffic Notices to Appear to be forwarded daily to Information Technology Division, Data Entry, Mail Stop 447.

  • Cause the originals of absentee citations to be bundled and forwarded daily to Traffic Court Liaison Unit, 1945 South Hill Street, Room 107, Mail Stop 420.

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 REPORTS, FORM 15.43.00. Approving supervisors shall be responsible for ensuring completeness of the Field Interview Report (FI), Form 15.43.00 and that the FI is forwarded daily to the Automated Field Interview Unit, Information Technology Division.

 

Note: The number of Field Interview Reports an officer produces should not be used as the sole measure of the officer’s productivity.

 

204. ISSUANCE AND RETENTION OF FIELD DATA REPORT BOOKS.

 

Commanding Officer’s Responsibility. Each commanding officer shall appoint an employee as the Area or division Field Data Report (FDR) Coordinator, ensure that all field officers within his/her command are issued a Field Data Report book, establish appropriate controls for the issuance, maintenance and storage of FDR books.

 

Additionally, commanding officers shall ensure that completed Field Data Report books are retained in accordance with the Department’s Records Retention Program (Manual Section 5/050).

 

Field Data Report Coordinator’s Responsibility. The Area/divisional Field Data Report Coordinator shall be responsible for the issuance and maintenance of all Field Data Report Books, Form 15.43.01, and the Record of Field Data Report Books, Form 15.43.02. (See also Manual Section 4/202.02 for additional responsibilities.)

 

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:

  • Underline in red those details in the body of the report which shall be teletyped;

  • Ensure that on IR's of rape, only the victim's description is teletyped, without making any reference to the victim's name; and,

  • Cause the report to be delivered to a record clerk for immediate teletyping.

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 - RESPONSIBILITY. Bureau/Area/division commanding officers are responsible for fleet safety and establishing a Fleet Safety Program which provides for:

  • A reduction in traffic collisions;

  • A systematic and timely review of employees involved traffic collisions; and,

  • Training those employees with deficient driving skills.

206. TRAFFIC COLLISIONS INVOLVING DEPARTMENT VEHICLES OR EMPLOYEES. Any traffic collision involving a Department vehicle or involving any employee (including a member of the Police Reserve Corps) while acting within the scope of his/her duties, shall be reported to the Department by the employee operating the vehicle or otherwise involved. A supervisory employee shall be dispatched, whenever practicable, to the scene of each traffic collision which requires a traffic report. If practical, the supervisor dispatched to the scene shall be a member of the Area/division to which the involved employee is assigned.

 

206.30 SUPERVISORS' DUTIES - TRAFFIC COLLISIONS INVOLVING DEPARTMENT VEHICLES. A supervisory employee dispatched to the scene of a traffic collision (Manual Section 3/206.) shall conduct a personnel investigation to determine whether the employee involved was adhering to Department rules, policies, and regulations involving personal conduct.

 

The watch commander on‑duty in the division of assignment of the involved employee shall be notified by the supervisor investigating the accident of the circumstances of the accident and of the findings and action taken by the supervisor. The notification may be made by telephone and shall be made as soon as practicable following the completion of the investigation.

 

206.50 SUPERVISOR'S RESPONSIBILITY - TRAFFIC COLLISION INVESTIGATION NOTIFICATION. When notified of a traffic collision involving one or more of the following circumstances, the supervisor shall immediately respond to the scene, evaluate the circumstances of the incident, and notify the collision investigation follow-up unit when:

  • The occurrence involves on‑duty Department personnel and results in death or serious injury to any involved person;

  • An aircraft accident results in death, serious injury, or extensive property damage; and,

  • Any other circumstances indicate the need for immediate follow up investigation.

Note: When the collision investigation follow-up unit is closed, notification shall be made to the Administrative Unit, Detective Support and Vice Division, which shall notify the appropriate on‑call collision investigation follow-up officer.

 

206.95 UNASSIGNED DEPARTMENT VEHICLES INVOLVED IN TRAFFIC COLLISIONS. 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 a traffic collision report to be completed.

 

207. EMPLOYEE-INVOLVED TRAFFIC COLLISIONS – ADMINISTRATIVE REVIEW PROCESS.

 

207.10 FLEET SAFETY PEER REVIEW BOARD. Commanding officers shall convene a Peer Review Board to review all minor traffic collisions involving lieutenants and below (or civilian equivalents). A commanding officer may assign personnel to serve on the Peer Review Board for a specified period, or change the Board for each collision. The Peer Review Board shall consist of two members of a civil service rank equal to the involved employee and a supervisor at least one civil service rank above the involved employee. The supervisor shall serve as Chairperson. Employees involved in a fleet safety incident under review, either as participants or as witnesses, are ineligible to serve on that Peer Review Board. Involved employees are not allowed to be present when the Board considers its case.

 

207.20 CHAIRPERSON, FLEET SAFETY PEER REVIEW BOARD, RESPONSIBILITY. The Chairperson of the Peer Review Board shall be responsible for convening the Board and completing the Fleet Safety Peer Review Board Report, Form 01.13.10. In addition, the Chairperson shall:

  • Ensure that each board member reads all reports related to the incident;

  • Ensure that the Board discusses all elements of the incident;

  • If necessary, request that the commanding officer obtain additional information;

  • Complete a written justification for the Board’s opinion including any dissenting opinions by board members; and,

  • Return the Fleet Safety Report package to the commanding officer within 10 calendar days of receipt.

207.30 EXECUTIVE FLEET SAFETY COMMITTEE. The Executive Fleet Safety Committee, as a subcommittee of the Department’s Risk Management Executive Committee, must be convened by the Department Traffic Coordinator to review all traffic collisions involving lieutenants and below (or civilian equivalents) resulting in an “A” or “K” injury. The Executive Fleet Safety Committee will consist of:

  • Department Traffic Coordinator – Chairperson;

  • Involved employee’s commanding officer;

  • Commanding Officer, Training Division;

  • Commanding Officer, Legal Affairs Division;

  • Commanding officer, traffic division of occurrence; and,

  • Peer member (same rank) of the involved employee, as selected by the Chairperson of the Executive Fleet Safety Committee.

Note: If the collision occurred outside the City, the Chairperson must select a traffic division commanding officer to serve on the Committee.

 

Service on the Executive Fleet Safety Committee must not be delegated to a subordinate, absent an approved absence from command. The Executive Fleet Safety Committee must convene within 45 calendar days of receipt of the Fleet Safety Report package. The Committee’s recommendation will be referred to the Director, Office of Operations for presentation to the Chief of Police who will make the final determination.

 

207.40 MINOR TRAFFIC COLLISIONS - LIEUTENANTS AND BELOW. Counter Terrorism and Special Operations Bureau (CTSOB) shall compile the Fleet Safety Report package, which consists of a Fleet Safety Report, a Peer Review Report, an Accident History, Form 04.12.00, and a copy of the completed Traffic Collision Report, CHP Form 555. For minor traffic collisions involving lieutenants and below (or civilian equivalents), CTSOB shall forward the package to the involved employee’s commanding officer via the employee’s bureau or appropriate chain of command. The employee’s commanding officer, utilizing the peer review process, shall review the Fleet Safety Report package, make a recommendation, and forward the package to the bureau or equivalent command for review and recommendation. The bureau or equivalent command shall then forward the Fleet Safety Report package to the Department Traffic Coordinator for final review.

 

207.50 “A” or “K” TRAFFIC COLLISIONS - LIEUTENANTS AND BELOW. The Fleet Safety Report package for all traffic collisions that result in an “A” or “K” injury to any person, involving a lieutenant and below (or civilian equivalent), shall be forwarded directly to the Department Traffic Coordinator. In such cases, the Department Traffic Coordinator shall convene the Executive Fleet Safety Committee to review the traffic collision and make a recommendation to the Chief of Police.

 

207.55 TRAFFIC COLLISIONS - COMMAND AND STAFF OFFICERS. For all traffic collisions involving captains and above (or civilian equivalents), the Fleet Safety Report package shall be forwarded directly to the Chairperson of the Risk Management Executive Committee. The Risk Management Executive Committee will evaluate the traffic collision and make a recommendation to the Chief of Police who will determine the final classification.

 

Note: If the Chief of Police determines that a traffic collision under review by either the Executive Fleet Safety Committee or the Risk Management Executive Committee is preventable, the matter shall be forwarded to the Department Traffic Coordinator. The Department Traffic Coordinator shall forward the package to the employee’s commanding officer, via the employee’s bureau, directing that a Complaint Form, Form 01.28.00, be generated. The completed 01.28.00 investigation shall be returned to the Department Traffic Coordinator, who will forward it to the Commanding Officer, Professional Standards Bureau, in the usual manner.

 

207.60 DEPARTMENT TRAFFIC COORDINATOR’S RESPONSIBILITY. The Department Traffic Coordinator will:

  • Review all completed Fleet Safety Report packages to determine compliance with Department procedure and consistency of the final classification;

Note: If the Department Traffic Coordinator disagrees with the classification, he/she will attach an Intradepartmental Correspondence, Form 15.02.00, to the Fleet Safety Report package articulating the rationale. If the classification is changed to preventable, the Department Traffic Coordinator will return the Fleet Safety Report package to the employee’s commanding officer (via the bureau or equivalent command) who must include the Department Traffic Coordinator’s 15.02.00 and initiate a complaint investigation and adjudicate the complaint in the usual manner.

  • Forward all completed original non-preventable Fleet Safety Report packages to Emergency Operations Division for retention;

  • Forward all completed original preventable Fleet Safety Report packages to the Commanding Officer, Professional Standards Bureau, and a copy to Emergency Operations Division;

  • Forward a copy of the Fleet Safety Report, with the final classification, via the bureau or equivalent chain of command to the involved employee's commanding officer for final notification to the employee within 45 days of receipt from the bureau or equivalent;

  • Forward a copy of all completed Fleet Safety Report packages to the Commanding Officer, Legal Affairs Division, for trend analysis and auditing purposes; and,

  • The Department Traffic Coordinator will act as final authority on PTC appeals and respond in writing within 20 calendar days to each PTC appeal; the original response going to the appellant and a copy to the original adjudicating C/O.  

207.62 APPEAL OF PREVENTABLE TRAFFIC COLLISION FINDING OR INCIDENT POINT VALUE Whether an employee does or does not respond orally or in writing to the C/O’s determination, if the employee wishes to appeal the C/O’s findings the employee shall have only one appeal per incident as follows:

  • Within 20 calendar days of receiving the C/O’s findings, the employee shall submit a written appeal on an Employee’s Report, Form 15.07.00, to the Department Traffic Coordinator who shall be the Reviewing Officer; 

  • The appeal shall include a copy of the Traffic Collision Report, the C/O’s findings, a statement of the disposition the employee wants, and the reasons the employee believes the requested disposition should ensue; and,

  • The employee may submit other documents or evidence relevant to the appeal with the Employee’s Report.  The appeal shall only concern the point-value assigned to the collision, the finding of “preventable,” or both. 

Previous preventable traffic collisions which were not appealed in a timely manner or which have already been otherwise adjudicated shall not be the subject of this preventable traffic collision appeal.  Employees shall 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 Reviewing Officer shall examine the employee’s documentation and render a written decision, including a rationale, within 20 calendar days.  A copy of the written decision and rationale shall go to the employee and to the employee’s C/O.  The decision of the Reviewing Officer is final and binding.  If no written appeal as described in this policy is filed by the employee within 20 calendar days of receiving the C/O’s findings, the matter is closed and final.

 

207.65 EMERGENCY OPERATIONS DIVISION RESPONSIBILITY. The Commanding Officer, Emergency Operations Division, shall:

  • Provide staff support to the Department Traffic Coordinator;

  • Maintain the Department’s Fleet Safety database;

  • Forward a Fleet Safety Report package to the appropriate bureau within 10 calendar days of receiving the Traffic Collision Report;

  • Upon receipt of a Traffic Collision Report and related documents, update the points on the involved employee’s TEAMS Report;

  • Where the Department Traffic Coordinator has, as a result of a PTC appeal, changed the point value or the determination of “preventable” of a traffic collision, update the employee’s TEAMS Report;

  • Maintain the Department’s employee-involved traffic accident database and retain files of all Traffic Collision Reports;

  • Compile a monthly report on all overdue traffic accident adjudications and provide it to all C/Os of involved employees; and,

  • Compile a monthly report of employee-involved traffic accidents and provide it to all bureau commanding officers.

  • Compile a monthly report on all overdue packages and provide it to the Department Traffic Coordinator and all bureau commanding officers; and,

  • Compile a monthly Fleet Safety management report and provide it to the Department Traffic Coordinator and all bureau commanding officers.

207.70 TRAFFIC DIVISION'S RESPONSIBILITY. The Collision Investigation Follow-up Unit of the traffic division investigating an employee-involved traffic collision shall:

  • Forward one copy of the employee-involved Traffic Collision Report, which has been audited and approved for distribution to TCS, EOD, within five working days of the incident;

  • Forward the original employee-involved Traffic Collision Report, which has been audited and approved for distribution, to the involved employee’s C/O within five working days of the incident; and,

  • Distribute employee-involved traffic collision reports as outlined in Department Traffic Manual Section 4/211.

207.75 COMMANDING OFFICER’S RESPONSIBILITY. Generally, the Area training coordinator is responsible for tracking and monitoring all traffic collisions involving employees within the command.

 

  • Review the Traffic Collision Report and determine the disposition: either Preventable or Non-Preventable;

  • Count the points as listed on the TEAMS Report and determine if remediation thresholds have been met.  If so, immediately take actions necessary to fulfill the remediation.  Ensure that remediation is documented as a TEAMS-II Action Item;

  • Meet with the involved employee, explain the disposition of the traffic accident, and provide a copy of all documents used to determine the administrative disposition of the accident to the employee.  Unless reversed through preventable traffic collision (PTC) appeal, the C/O’s disposition is final;

  • Ensure that the involved employee signs the Fleet Safety Report on a non-preventable classification;

  • Forward the completed Fleet Safety Report package to the bureau commanding officer within 30 calendar days of receipt; and,

  • Cause the Traffic Collision Report and all related documents to be forwarded to TCS within 30 calendar days of receipt.

 

When employees from separate commands are involved in a traffic collision, the Department Traffic Coordinator shall determine which commanding officer is responsible for reviewing the entire incident for all involved employees. The commanding officer assigned to conduct the review shall discuss his/her findings with the commanding officer(s) of the other involved employee(s).

 

Major Traffic Collisions. When a commanding officer is notified that the findings of either the Executive Fleet Safety Committee or the Risk Management Executive Committee involve a preventable traffic collision, he/she shall initiate a complaint investigation and adjudicate the complaint. The completed complaint investigation and the Fleet Safety Report package shall be forwarded via the chain of command to the Department Traffic Coordinator, who shall forward it to the Commanding Officer, Professional Standards Bureau.

 

207.80 BUREAU COMMANDING OFFICER’S RESPONSIBILITY. Bureau commanding officers shall forward the initial Fleet Safety Report package to the commanding officer of the involved employee within seven calendar days of receipt from Emergency Operations Division. Upon return of the completed package, the bureau or equivalent commanding officer shall:

  • Review all related reports, evidence, and recommendations;

  • Make a recommendation on the classification;

  • Sign the Fleet Safety Report;

  • Forward the Fleet Safety Report package to the Department Traffic Coordinator within 10 calendar days of receipt; and,

  • Forward a copy of the Fleet Safety Report, Form 01.13.00, to Emergency Operations Division for tracking.

207.85 TRAINING - DOCUMENTATION. When training is directed as the result of an employee-involved traffic collision, all completed training and the corresponding Division of Records (DR) number shall be entered into the Training Evaluation and Management System II (TEAMS II) by Training Division. Training for traffic collisions that result in complaints should be documented in the Letter of Transmittal. Training for traffic collisions that do not result in complaints can be documented on an Employee Comment Sheet, Form 01.77.00, or the Notice to Correct Deficiencies, Form General 78.

 

207.90 MULTIPLE RISK MANAGEMENT INCIDENTS. When multiple risk management issues are involved (i.e., pursuit, traffic collision, use of force, and/or a complaint investigation) and adjudication is interdependent, all incidents shall be adjudicated by the same reviewing authority in the following sequence:

  • Complaint investigation;

  • A use of force adjudicated by the Use of Force Review Board;

  • Traffic collision involving “A” or “K” injuries (CTSOB);

  • Other uses of force or pursuits (CTSOB); then,

  • Traffic collisions not involving death or serious injury (CTSOB).

Example: An incident involving a pursuit and a use of force under adjudication by the Use of Force Review Board would be adjudicated in its entirety by the Use of Force Review Board.

 

Note: When a preventable traffic collision is one of multiple allegations included in a complaint investigation, the Fleet Safety Report shall still be completed and forwarded to Professional Standards Bureau with the complaint investigation. The Corrective Action Imposed or Recommended section shall state, “Additional Misconduct Alleged.”

207.95 POINT SYSTEM CRITERIA.  The criteria for the point system lie in three levels of preventable traffic accidents:  

Level One Accident.

 

  • Maneuvering speed 10 miles per hour (MPH) or less prior to braking; and,
  • No disregard for safety; and,
  • No visible injuries.

 

Level Two Accident.

 

  • Operating speed above 10 MPH prior to any braking, in essential compliance with Vehicle Code; and,
  • No disregard for safety; and,
  • No life threatening injury; and,
  • City vehicle is repairable.

 

Level Three Accident.

  • City vehicle is not repairable; or,

  • Life threatening injury occurs; or,
  • Employee was not in essential compliance with Vehicle Code.

POINT COUNT CRITERIA AND GUIDANCE AND REMEDIATION THRESHOLDS.  A preventable traffic accident that meets the criteria of any of the three levels shall be assigned a number of points according to the schedule below.  Points accrue for each accident on the date of the accident, and remain countable for 36 months from the date of the accident.  After 36 months, the point is no longer countable toward the total.

 

Level One Accident:   1 point

Level Two Accident:  2 points

Level Three Accident: 4 points

 

When three points accrue in 24 months, the employee shall be directed to a formal standardized driver improvement training course conducted by Training Division.  This training does not reduce the point count.

 

When an employee accrues five points in 36 months, the employee shall not be permitted to drive a City vehicle for six months.

 

When an employee accrues eight or more points or four preventable accidents within 36 months, the employee shall be administratively transferred after the final adjudication of the latest preventable collision appeal to another geographic division and shall not be permitted to drive a City vehicle or return to the division left for one year.  The transfer location will be determined by the Department, and the employee will have no choice in the decision.  The Chief of Police shall retain final authority to approve or disapprove administrative transfers pursuant to this policy.

Note:  The “no driving” restriction shall not apply to an employee who is promoted to another Civil Service rank during the “no driving” period. 

POINT SYSTEM EXCEPTIONS.  A preventable traffic accident resulting from the employee’s gross negligence, consumption of alcohol or drugs, reckless disregard for safety, or which results in a criminal filing against the employee, shall be handled as misconduct through a Personnel Complaint, not through the point-count remediation system.

 

Actions of the employee incidental to the accident are not covered by the Point Count policy.  Examples include, but are not limited to, failing to wear a seat belt, shooting from a moving vehicle, failing to properly secure a prisoner in the vehicle, or a pursuit policy violation.  In other words, this policy only covers inattentive driving, not other actions committed while driving.

 

If an employee exceeds eight points or four preventable accidents within 36 months, and the employee’s commanding officer (C/O) believes that the employee cannot or will not improve their driving or that the employee is a driving hazard, then the C/O shall adjudicate all future preventable traffic accidents involving the employee as misconduct using a Personnel Complaint, Form 01.28.00.  

 

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.

 

Upon receipt of a Traffic Collision Report, CHP Form 555, the involved employee’s C/O shall make a determination of preventable or non-preventable.  The C/O may use a peer assessment of the employee-involved traffic accident to assist in rendering a decision; however, the peer assessment is optional.  The employee’s C/O will forward the decision (preventable/non-preventable and threshold level) directly to Traffic Coordination Section (TCS), not to the Bureau or next higher level in the chain of command.

 

The employee’s C/O will count the points as listed on the TEAMS report and determine whether any of them remediation thresholds have been met.  If one has been met, the C/O shall immediately take the actions required to fulfill the remediation and create a TEAMS-II Action Item to document the actions taken.  A copy of the documents (e.g., request for Administrative Transfer, Intradepartmental Correspondence ordering no driving, etc.) are to be scanned and attached to the TEAMS-II Action Item if a scanner is available.  The original paper documents are to be sent to TCS. 

The employee’s C/O shall meet with the employee, explain the rationale for the disposition, and provide a copy to the employee of all documents used to determine the administrative disposition of the accident, including the written determination of findings.  The employee may have an employee representative present during the meeting and may provide a response orally, in writing, or both. 

Once the involved employee has been served, the C/O shall ensure that the Traffic Collision Report and all related documents are forwarded to TCS, Emergency Operations Division (EOD).  Traffic Coordination Section personnel will update the points on the involved employee’s TEAMS Report, and retain files of all Traffic Collision Reports.

 

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:

  • For the personal safety of individuals or groups, such as the President, the Vice President, and Cabinet members of the United States, or ambassadors of foreign nations when their safety can be assured in no other manner and the protection is requested by an official government agency;

  • For the personal safety of individuals or groups about whom revolve controversial issues of such significance that the threat of violence or disorder is imminent;

  • For a private or public event, such as a street parade, officially approved, when circumstances threaten public safety or indicate a serious disruption of normal traffic flow; and,

  • At the discretion of the Commanding Officer, Emergency Operations Division, when safety of the public, an individual, or a group is of concern to the Department.

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:

  • All personnel in their commands who operate vehicles or equipment requiring a commercial driver's license are properly licensed and proficiency tested by the EVOC Unit prior to operating the vehicles or equipment;

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.

  • A request to register employees in the Pull Notice Program is forwarded to Traffic Coordination Section whenever employees obtain commercial driver's licenses and the employees:

  • Are proficiency tested by the EVOC Unit, Training Division;

  • Will be operating Department vehicles or equipment for which a commercial driver’s license is required;

Note: A copy of the request shall be forwarded to the EVOC Unit, Training Division.

  • Appropriate certification records for employees operating commercial vehicles or equipment are on file in the employees' Area/division of assignment; and,

  • Traffic Coordination Section and the EVOC Unit are notified whenever an employee with a commercial driver's license reports a change in driver's license classification or is transferred to another command.

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:

  • Coordinating and administering the Department's Pull Notice Program;

  • Maintaining Pull Notice Program records;

  • Making additions to and deletions from the Pull Notice Program as required;

  • Reviewing all pull notices received from the Department of Motor Vehicles;

  • Forwarding pull notices that indicate action taken against an employee's driver's license to the employee's commanding officer; and,

Note: A copy of the pull notices shall also be forwarded to the EVOC Unit, Training Division.

  • Updating Department Pull Notice Program records when pull notices are returned by commanding officers after appropriate action has been taken.

Training Division - Responsibility. Training Division shall be responsible for the following duties:

  • Conducting driver proficiency testing and certification for every sworn and civilian Department employee who operates vehicles or equipment that require a commercial driver's license;

  • Conducting periodic on-site inspections of commercial driver certification records to ensure that records are being properly maintained at Areas/divisions; and,

  • Ensuring that Training Management System records are updated to include commercial driver's license information for each employee at the time the license is issued or whenever notification is received that the status of a license has changed.

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:

  • Ensure that the affected employee takes the appropriate action to clear his or her driving record, as necessary;

  • After the employee takes the appropriate action, cause a statement to be made on the notice that the matter has been corrected (or that no action was appropriate), have the commanding officer's signature block placed on the notice, sign the notice, and return it to Traffic Coordination Section. All DMV, court, or other documentation relating to clearance of the pull notice shall be forwarded with the notice as attachments; and,

Note: A copy of completed pull notices shall also be forwarded to the EVOC Unit, Training Division.

  • Where the information in the pull notice could be construed as misconduct, ensure that the appropriate investigation is conducted.

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 GroupWise.  When an employee opens a GroupWise electronic mail (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 GroupWise 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 GroupWise.  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:

  • Log on to GroupWise at least once during each workday and open all electronic subpoenas and subpoena cancellations;

Note:  During the initial phase of implementation, employees shall acknowledge the electronic subpoena or cancellation by clicking the appropriate reply link.

  • If for any reason, an employee is unable to access GroupWise during a workday, the employee shall contact his or her SCO or supervisor and ensure that he or she is served with subpoenas that have been sent to his or her GroupWise account;

  • Immediately advise the SCO and a supervisor if he or she does not have GroupWise access;

  • Notify the SCO if the DA or CA notifies him or her directly of a change in the status of the court proceeding (e.g., placed on-call, excused, etc.) and provide the SCO with the case number and the District Attorney’s or City Attorneys name and contact information;

  • Comply with the procedure delineated in Department Manual Section 3/210.25, Requesting Release from Court Appearance (Vacation); and,

  • Immediately notify the SCO upon receiving a subpoena that was sent to them in error.

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:

  • Monitor the status of subpoenas in the Electronic Subpoena System throughout the workday to ensure that employees are opening them in a timely manner;

  • Check the Electronic Subpoena System for employees who request assistance in accessing electronic subpoenas;

  • Print subpoenas for officers who do not have GroupWise access;

  • Cause any employee without GroupWise access to be personally served with a paper subpoena and the service recorded in the Employee Subpoena Record, Form 15.29.00;

  • Maintain Employee Subpoena Records in the Area/division court book for service of those employees without GroupWise access;

  • Maintain Employee Subpoena Records and the Area/division court book as needed (i.e., to record dispositions, personally serve DA or CA subpoenas for those employees who do not have GroupWise access, and personally serve all other types of subpoenas);

  Note:  Dispositions may be recorded in the Electronic Subpoena System comments section.

  • Ensure employees are notified of any changes in the status of a court proceeding (e.g., “be-there” changed to “on-call”);

  Note:  Notification of employees may be in person, telephonically, or via e-mail as is appropriate to ensure prompt 

  service.

  • Contact the DA or CA when multiple officers are subpoenaed for the same case and attempt to obtain a cancellation for employees who are not needed for the court proceeding;

  • Ensure the status of cancelled employees is changed  in the Electronic Subpoena System from “served” to “called-off,” and the employee is subsequently notified;

  • Ensure a subpoena sent to an employee in error is immediately resent to the correct employee;

  • Subpoena Control Officers shall cause employees without GroupWise access to be notified of any cancellation in a court   proceeding;

  • Notify the employee’s supervisor if the employee does not have GroupWise access;

  • Notify the employee’s supervisor if the employee has not opened a “sent” subpoena within (3) working days;

  • Notify the employee’s supervisor when a subpoena is “sent” less than (3) working days prior to the date of the court proceeding;

  • Notify the DA or CA of the service by telephonic or electronic means;

  • Notify the DA or CA , as required by the court, when an employee cannot be served (e.g., vacation, days off, Electronic Subpoena System status, “Sent – Out of Office,” etc.); and,

  • Forward subpoenas from the DA or CA to the appropriate Area/division via the Electronic Subpoena System when a subpoena is received for an officer assigned to another Area/division.

SUPERVISOR’S RESPONSIBILITIES.  Supervisors shall ensure the following:

  • Employees check their GroupWise e-mail at least once per workday;

  • Employees who are sent subpoenas within (3) days of the court proceeding are appropriately notified;

  • New employees or employees who do not have GroupWise access obtain access as soon as practicable;

  • Employees who, for any reason, are unable to access GroupWise obtain assistance with subpoena service from the SCO or a supervisor;

  • Employees who do not have GroupWise access shall be personally served with a paper subpoena; and,

  • The Employee Subpoena Record is maintained in the Area/division court book for service of those employees without GroupWise access.

WATCH COMMANDER’S RESPONSIBILITIES.  Area/division watch commanders shall ensure:

  • Employees access their GroupWise e-mail and acknowledge subpoenas and/or cancellations at least once per workday;

  • New employees and employees without GroupWise access, obtain access as soon as practicable; and,

  • Subpoena Control Officers or supervisors personally serve DA or CA subpoenas to those officers without GroupWise access.

COMMANDING OFFICER’S RESPONSIBILITIES.  Commanding officers shall ensure the following:

  • Employees are aware of Department policy regarding court overtime;

  • Subpoena Control Officers and employees utilize the Electronic Subpoena System and GroupWise for the delivery, service, and cancellation of DA or CA subpoenas;

  •  New employees and employees without GroupWise access are able to obtain access as soon a practicable;

  • Ensure all SCOs have access to a designated Local Area Network computer;

  • Supervisors are appropriately trained to access the Electronic Subpoena System and able to assist employees in the absence of the SCO;

  •  Information Technology Division is advised immediately via e-mail or Intradepartmental Correspondence, Form 15.02.00, of the name and serial number of the SCO, alternate SCO, and subsequent SCO in the event of a reassignment;

  • Subpoena Control Officers and alternates receive training on the Electronic Subpoena System;

  • Alternate SCO and/or supervisors are appropriately designated to obtain full access to the Electronic Subpoena System during the absence of the SCO (e.g., holidays, vacations, etc.); and,

  • Employee Subpoena Records and court books are maintained, as needed.

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:

  • Ensuring that subpoenas and court notices are prepared on a timely basis;

  • Receiving and recording subpoenas and court notices in the Employee Subpoena Record, Form 15.29.00 as soon as practicable after receipt in the Area/division;

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.

  • Arranging for, and verifying service of, subpoenas and court notices for all watches;

  • Ensuring that the watch commander is promptly notified of any subpoena (private person or employee) requiring immediate service;

  • Monitoring the subpoena service status by utilizing the Electronic Subpoena System;

  • Forwarding control copies of served subpoenas and court notices to the courts or issuing jurisdictions;

  • Notifying the city attorney or district attorney when an employee cannot be served before the date set for the court appearance;

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.

  • Forwarding subpoenas and court notices to the proper division when a subpoena or court notice is received for an officer assigned to another division. When there is insufficient time to forward the subpoena or court notice before the date of court appearance, the watch commander on‑duty at the subpoenaed employee's division of assignment shall be notified as soon as practicable by telephone;

  • Reviewing all Declarations for Continuance, Forms 15.51 and 15.51.01, and placing a notation in the Employee Subpoena Record that the declaration was completed. The subpoena control officer shall maintain the file of these requests for two years;

  • When notified that an employee’s on‑call status in Superior Court has been continued to another date, causing;

  • The necessary information to be entered following the new date in the Employee Subpoena Record, Form 15.29.00;

  • The employee to be notified of the continuance of on‑call status;

  • The employee to initial the new entry in the Employee Subpoena Record;

  • Training Orders;

  • Upon receipt of the Training Order, cause an entry of the training information to be made in the Employee Subpoena Record, Form 15.29.00;

  • Forward two copies of the Training Order, and the Employee Subpoena Record to the employee's watch commander for service; and,

  • Forward all initiated Training Orders to the training coordinator.

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:

  • Upon receipt of the narcotics evidence photographs from SID, maintain a file of the photographs by DR number;

  • Check each subpoena for a narcotics case to ensure that the photograph(s) is on file and so mark the Subpoena Control Book. If the photograph cannot be located, the subpoena control officer should contact Scientific Investigative Division (SID), Narcotics Analysis Unit immediately and request a copy of the photograph;

  • Provide the photograph(s) to the officer when requested for court purposes and mark the Subpoena Control Book to indicate the photograph(s) was provided to the officer;

  • Re-file any returned photograph(s) and so mark the Subpoena Control Book; and,

  • Store all photographs until notified by the Property Disposition Coordinator (PDC) that the photograph(s) can be destroyed.

Geographic Area commanding officers shall ensure that Area subpoena control officers:

  • Maintain a file of all Restraining Orders (e.g., DVRO’s, EPO’s, WHO’s, etc.);

  • Maintain a Restraining Order Control Log, Form 15.40.00, of all Restraining Orders received from Records and Identification Division; and,

  • Compile all Restraining Order Control Logs in a three-ring, loose-leaf binder and, along with all Restraining Orders, place in a location accessible to Area uniformed desk personnel and the on-duty watch commander.

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:

  • The city attorney's due date;

  • The case number;

  • The officer's name; and,

  • Give the Questionnaire to the officer's supervisor without delay.

Upon receipt of the completed questionnaire from the officer’s supervisor, the subpoena control officer shall:

  • Record the date of return in the Employee Subpoena Record, Form 15.29.00; and,

  • Immediately return the questionnaire to the City Attorney's Office.

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:

  • Ensure that the necessary information is entered in the Employee Subpoena Record, Form 15.29.00;

  • Notify their supervisor who shall complete the service information, examine the Employee Subpoena Record for completeness and initial the Form 15.29.00; and,

  • Sign and date the subpoena and cause the original to be returned to the court.

210.15 CLERICAL EMPLOYEE'S DUTIES - SUBPOENAS. A record clerk shall:

  • Complete a Court Notice, Form 15.57.00, for each employee named in a subpoena teletype and each employee named in a subpoena received with insufficient copies; and,

  • Deliver all subpoenas and completed court notices to the subpoena control officer immediately.

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:

 

Officer‑Criminal.

  • The subpoenaed officer shall sign the subpoena or court notice and initial the Employee Subpoena Record signifying that service has been made;

  • The subpoena or court notice shall be signed and dated at the time it is served; and,

  • The original of the subpoena or court notice shall be returned to the subpoena control officer.

Officer‑Civil.

  • The subpoenaed officer shall initial the Employee Subpoena Record;

  • The officer shall complete the Declaration of Receipt/Expenditure of Funds, Form 15.24.00, as required (Manual Section 3/780.50); and,

  • The record clerk shall forward the Declaration of Receipt/Expenditure of Funds to the Police Accountant.

Private Person.

  • The subpoena shall be assigned to the subpoena control officer for service; and,

  • The subpoena’s final disposition, "Served" or "Unserved," shall be indicated on the subpoena itself.

City Attorney's Discovery Questionnaire.

  • The officer shall be served during his/her next regularly scheduled tour of duty;

  • The Employee Subpoena Record, Form 15.29.00, shall be dated and initialed by the serving supervisor;

  • The serving supervisor shall ensure that the officer initials the Employee Subpoena Record, Form 15.29.00, signifying that service has been made;

  • The serving supervisor shall ensure that the questionnaire is returned directly to him/her upon completion; and,

  • The supervisor shall examine the questionnaire for completeness and return it to the subpoena control officer.

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:

  • Municipal Court subpoenas signed by the District Attorney;

District Attorney's Office Trials

 Secretarial Unit 171138

 Criminal Courts Building

 Los Angeles

  • Municipal Court subpoenas signed by the City Attorney;

City Attorney's Office

1700 City Hall East

200 North Main Street

Los Angeles

  • Juvenile Court subpoenas,

Metropolitan Area,

Division 201 through 206;

 

District Attorney's Office

Juvenile Division

560 Hall of Records

320 West Temple Street

Los Angeles

  • Superior Court subpoenas for cases being heard in the Criminal Courts Building;

District Attorney's Office

Witness Assistance Section

12514 Criminal Courts Building

Los Angeles 

  • Superior Court subpoenas for cases being heard in the Branch Offices, such as Van Nuys, Sylmar or Santa Monica must be addressed to those branches.

  • Public Defender subpoenas;

Public Defender's Office

19513 Criminal Courts Building

Los 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.

 

Misdemeanor Cases.

  • Immediately upon receipt of the subpoena, complete two copies of the Declaration for Continuance, Form 15.51.00, containing;

  • All facts to which the employee can testify;

  • General information as to address of officer while out of the County, and dates of absence;

  • Submit the Form 15.51.00 to the watch commander for approval;

  • Forward one copy of the Form 15.51.00 to the Area/division Subpoena Control officer; and,

  • Forward original to the deputy city attorney (Manual Section 3/210.45).

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:

  • Defendant's name;

  • Court division or department number;

  • Case number;

  • Date of trial;

  • Name of deputy district attorney excusing officer from court appearance; and,

  • Submit the Form 15.07.00 to the watch commander for approval and forward one copy to the investigating officers and the original to the Area/division subpoena control officer.

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:

  • The officer’s traffic court appearance does not involve a City Attorney subpoena or a juvenile court case;

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.

  • The reason to be excused is deemed necessary and outweighs Department needs and the severity of the charges/offenses involved; and,

  • The officer’s request to be excused is listed on the Request to be Excused from Traffic Court Appearance form (e.g., family bonding leave, essential Department training).

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:

  • Complete a Request to be Excused from Traffic Court Appearance, (Form 04.70.00);

  • Submit the Request to be Excused from Traffic Court Appearance form to their commanding officer for approval or disapproval; and,

  • If the request is denied, the officer shall appear in traffic court as notified.

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:

  • Approve or deny the Request to be Excused from Traffic Court Appearance form;

  • Forward the original completed Request to be Excused from a Traffic Court Appearance form to the Area/divisional Subpoena Control Officer (SCO) and forward a copy to the bureau commanding officer; or,

  • If bureau approval is required, forward the original Request to be Excused from Traffic Court Appearance form to the bureau commanding officer for approval or disapproval; and,

  • Provide a copy of the completed Request to be Excused from a Traffic Court Appearance form to the officer after approval or disapproval by the bureau commanding officer, when applicable.

Bureau Commanding Officer’s Responsibility. Upon review of the Request to be Excused from a Traffic Court Appearance form, the bureau commanding officer shall:

  • When bureau approval is required, approve or deny the Request to be Excused from Traffic Court Appearance form;

  • Forward the original Request to be Excused from Traffic Court Appearance form to the applicable court liaison unit; and,

  • Forward a copy of the Request to be Excused from Traffic Court Appearance form to the Area/divisional commanding officer of the requesting officer.

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:

  • Record the commanding officer’s/bureau commanding officer’s determination on the Officer Subpoena Record, Form 15.29.00, adjacent to the traffic court case; and,

  • Forward the original Request to be Excused from Traffic Court Appearance form to the applicable court liaison unit.

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;

  • Record the determination of the Request to be Excused from Traffic Court Appearance form on the related court calendar; and,

  • Retain the Request to be Excused from Traffic Court Appearance form pursuant to Records Retention requirements.

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.

  • Record the reason for non-service and obtain his watch commander's signature on the subpoena; and,

  • In the case of a subpoena teletype, the watch commander of the division from which the teletype was sent shall be immediately notified by telephone.

Misdemeanor Cases.

Complete three copies of the Declaration for Continuance, Form 15.51.01, containing:

  • Defendant's name;

  • Court division number;

  • Case number;

  • Officer's name and serial number;

  • Date of trial;

  • Facts to which the employee can testify (obtained from the subpoenaed employee or by summarizing narrative portion of arrest report);

  • Reason for inability to serve employee (when on vacation out of County, state location and dates of absence-when on military leave, state location of reporting for military duty and dates of absence); and,

  • The degree of impairment, and the approximate length of time for recovery.

Note: The above explanations shall also be included for injured‑on‑duty illnesses or injuries.

  • Date employee will be able to appear;

  • His or her watch commander's signature, indicating approval; and,

  • Forward the original and one copy of the subpoena as follows:

    • For Municipal Court (except traffic) in the metropolitan area, to the Master Calendar Court Deputy, Room 1700, City Hall East, 200 North Main Street, Los Angeles, California 90012.

    • For misdemeanor traffic cases in the metropolitan area, to the deputy city attorney, 1945 South Hill Street.

    • For misdemeanor cases in outlying divisions, to the deputy city attorney of the concerned court.

    • Retain one copy in the Area/division subpoena control officer's files for two years.

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.

  • If the subpoena service was requested by an investigating officer, he or she shall be immediately notified by telephone; and,

  • For preliminary hearings and felony trials, notify by telephone the deputy district attorney of the concerned court.

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:

  • Initial the questionnaire and indicate the date the officer is scheduled to return; and,

  • Immediately return the questionnaire to the subpoena control officer who shall forward it without delay to Detective Support and Vice Division.

Defense Subpoenas.

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:

  • Immediately notify the prosecuting and defense attorneys; and,

  • Notify the clerk of the court on the date of the scheduled appearance.

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:

  • He or she is unable to serve a Juvenile Court subpoena or a Juvenile Court Traffic Notice on an officer. The reason for non-service, or why the officer is unable to appear, shall be given; and,

  • He or she is notified that a subpoenaed officer will be unable to appear. Notifications shall be made prior to the time set for court appearance.

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:

  • Type of case;

  • Names of investigating officers;

  • Name of concerned government agency (City Attorney's Office, District Attorney's Office, etc.);

  • Name of defendant (or plaintiff);

  • Court number of case;

  • Location where the hearing is to be held (court division or street address); and,

  • Date and time of appearance.

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:

  • Type of case;

  • Governmental agency involved;

  • Date, time, and location of hearing;

  • Nature of hearing;

  • Name of accused employee involved; and,

  • Nature of the Department employee's involvement.

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:

  • Type of case;

  • Governmental agency involved;

  • Date, time, and location of the hearing;

  • Name of the applicant or organization involved; and,

  • Nature of the employee's involvement.

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:

  • Telephonically receive from the Trial Liaison Section, District Attorney's Bureau of Investigation, all notifications for officers "on‑call" in Superior Court when the employees are needed in court, or when their on‑call status has been extended or continued to another date; and,

  • Immediately relay the information to the employee's watch commander.

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:

  • Determine which officers are affected by the discovery motion and complete a Notification of Pretrial Discovery Motion for each affected officer; and,

  • Direct the completed forms for Notification of Pretrial Discovery Motion to the commanding officer of the officer's division of assignment notifying him or her that a motion for pretrial discovery has been filed.

211.47 AREA/DIVISION COMMANDING OFFICER-RESPONSIBILITY. Upon receipt of a Notice of Pretrial Discovery from Legal Affairs Division, the commanding officer must:

  • Notify the affected officer of the discovery motion and record the fact that the notification was made on the appropriate section of the Notice of Pretrial Discovery; and,

  • Return the completed Notice of Pretrial Discovery to the Commanding Officer, Legal Affairs Division.

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:

  • Report for his/her normal duty assignment;

  • Advise his/her supervisor of the "on‑call" status for that date; and,

  • Cause the subpoena control officer to place a check mark in the "on call" column opposite the employee's name on the concerned entry in the Employees Subpoena Record, Form 15.29.00.

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:

  • Ensure that the Area/division subpoena control officer has a valid telephone number where the employee can be reached;

  • Be available to appear in court within one hour after receiving notification to report to the concerned court; and,

  • Remain on-call until 1600 hours that day, unless notified earlier of the termination of the employee's on-call status.

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:

  • Cause the notation "Continued to (date), Div. (number)" and his or her initials to be entered in the Officer Subpoena Record, Form 15.29.00;

  • Cause an entry to be made in the Officer Subpoena Record, Form 15.29.00, under the date to which the case was continued; and,

  • Cause the person scheduled for court appearance to be notified of the continuance.

216. SUMMONS

 

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:

  • Maintain a repository of previous City Attorney opinions;

  • Review the request and determine if a City Attorney opinion is appropriate or required;

  • When necessary, research and review previous City Attorney opinions on the issue;

  • Forward the request to the Office of the City Attorney for the opinion; and,

  • Establish and designate a LAD employee to respond to emergency requests for legal information from Department employees through the Department Command Post during off-hours.

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 Planning and Research Division to conduct legal or forms development research or to publish special orders, memoranda, notices or other formal directives which will be distributed Departmentwide shall be made on the Intradepartmental Correspondence Form, 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 Special Assistant for Constitutional Policing. Requests approved by the Special Assistant for Constitutional Policing, shall be directed to the Commanding Officer, Planning and Research 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:

  • Complete the Staff Research Index Form, Form 01.15.01, when the staff research report is completed; and,

Note: Confidential information shall not be included on the Staff Research Index Form.

  • Forward the completed Staff Research Index Form, with the completed staff research report through channels to the commanding officer responsible for the staff research report.

220.16 COMMANDING OFFICER IMMEDIATELY RESPONSIBLE FOR THE STAFF RESEARCH REPORT - RESPONSIBILITY. The commanding officer immediately responsible for each staff research report shall:

  • Sign the completed Staff Research Index Form, Form 01.15.01, after approving the completed staff research report; and,

  • Forward the completed Staff Research Index Form without delay to the Commanding Officer, Planning and Research Division.

Note: If later revisions substantially alter the subject matter, not merely the contents, of the staff research report, PRD staff shall be contacted by telephone to make changes in the SRI.

 

220.17 COMMANDING OFFICER, PLANNING AND RESEARCH DIVISION - RESPONSIBILITY. The Commanding Officer, PRD, shall:

  • Cause the appropriate information to be entered in the SRI from all completed Staff Research Index Forms received in PRD; and,

  • Cause information from the SRI to be disseminated to Department employees upon request.

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:

  • The anticipated cost to the Department, and whether any such cost is reimbursable;

  • What benefits the Department would gain by participating and whether the benefits would be sufficient to justify the costs incurred in participating;

  • Whether the Department would be permitted to review the final report before publication, and if so, whether the Department would be permitted to offer comments; and,

  • What legal ramifications are involved.

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:

  • The survey or project would benefit law enforcement;

  • The anticipated cost to the Department is $ 1,500.00 or less;

  • The project will have no impact on future operations of the Department;

  • Preparing and forwarding through channels a recommendation for consideration and review by the Chief of Police when the staff evaluation reveals;

  • The anticipated cost to the Department is more than $1,500.00; and,

  • The project will have an impact on future operations of the Department.

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, Internal Audits and Inspections Division (IAID), 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:

  • Upon receiving a request for documents or notification by an outside entity (e.g., FBI, DOJ, POST, etc.) of their intent to conduct an audit/inspection, the commanding officer must immediately forward a notification via Intradepartmental Correspondence, Form 15.02.00, through their designated chain-of-command, to the Commanding Officer, IAID;

  • When made aware by an outside entity that an audit/inspection was conducted remotely, via a correspondence/report, the commanding officer of the concerned Area/division must immediately forward the correspondence/report, along with an Intradepartmental Correspondence, through their designated chain-of-command, to the Commanding Officer, IAID;

  • If an outside entity arrives unannounced to conduct an audit/inspection or advises any Department entity of its intention to conduct an audit, the commanding officer of the concerned Area/division must immediately telephonically notify the Commanding Officer, IAID, and then forward a notification via Intradepartmental Correspondence, through their designated chain-of-command, to the Commanding Officer, IAID;

  • If an outside entity provides a final report upon completion of an audit, the commanding officer of the concerned Area/division must immediately forward the final report to the Commanding Officer, IAID; and,

  • If an audit or source document cannot be completed or provided within the time frame specified by IAID, the commanding officer of the concerned Area/division must immediately notify the Commanding Officer, IAID. The immediate notification may include a telephonic communication to the Commanding Officer, IAID.

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.

 

INTERNAL AUDITS AND INSPECTIONS DIVISION’S RESPONSIBILITIES.  Internal Audits and Inspections Division will be responsible for the following:

  • Submit each notification to the Special Assistant for Constitutional Policing for approval/denial and direction as to whether a Department entity should conduct an audit or gather source documents for the external request;

  • Evaluate and respond to any request from the Department to conduct an audit for an external source;

  • Monitor and track data sent to outside entities;

  • Maintain copies of all completed audits/inspections, pursuant to external requests; and,

  • Obtain a copy of the requesting outside entity’s final report.

Note:  The Commanding Officer, IAID, 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 rationale for conducting the employee survey;

  • Whether the employee response will be anonymous or identify the respondent;

  • Whether participation is voluntary or required; and,

  • A description of the method used to communicate the results of the employee survey.

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:

  • The employee survey is not in conflict with the right of employee organizations to represent the interests of their members;

  • The employee survey is appropriate in content and methodology; and,

  • The employee survey would benefit the Department and/or law enforcement.

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.

 

Definitions.

 

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:

  • An employee shall complete a minimum of three consecutive full DPs on the same watch before becoming eligible for an employee-requested transfer to another watch;

  • If more than one employee requests a change of watch and there are not enough available positions on the desired watch to accommodate all requesting employees, priority will be given to the requesting employee with the most watch seniority;

  • If no more than one employee has the same watch seniority, seniority as a sworn member of the Department will be the deciding factor;

  • When more than one employee is eligible to be bumped from a watch, the employee with the most watch seniority will be bumped first;

  • If there is more than one employee with the same watch seniority, the employee with the least seniority as a sworn member of the Department will be bumped first;

  • If the bumped employee has submitted a change of watch request prior to being bumped, the employee’s request will be considered, provided a vacancy exists on the requested watch;

  • An employee desiring to remain on one watch for as long as possible may submit a request indicating a secondary watch preference should the employee be bumped;

  • At the discretion of the commanding officer, personnel may be temporarily “loaned” to another watch to meet deployment needs;

  • Employees assigned to a Basic Car shall rotate within their assigned Basic Car to ensure car integrity. However, the commanding officer may assign officers from one Basic Car to another to meet the needs of the employee, the Department, and/or the community;

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.

  • When an employee is loaned to another watch to meet the division’s needs, the loan period shall not be counted as time on the original watch;

  • In the best interest of the Department and its employees, the commanding officer may prohibit changing watches during the deployment periods containing Thanksgiving, Christmas, and New Year designated holidays; and,

  • An employee who has a personal hardship and would be significantly affected by a change of watch, may, at the discretion of the commanding officer, be temporarily exempt from being bumped until such time that the hardship is resolved. The determination as to the existence of such hardship will be at the sole discretion of the commanding officer, whose decision shall be final.

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:

  • All requests for a watch assignment must be submitted to their commanding officer via an Employee’s Report, Form 15.07.00, no later than 0800 hours on the third Monday of the DP prior to the requested effective date;

  • An employee may submit a change of watch request at any time, but the requested effective DP or date must be after three or more DP’s on the employee’s current watch;

  • Officers requesting a seniority exemption must submit a Form 15.07.00 to their commanding officer requesting to be assigned a watch of choice;

  • An employee may submit a request on a Form 15.07.00 indicating a secondary watch preference, should the employee be eligible to be bumped, at any time. In such cases, there is no need to indicate an effective date or DP; and,

  • An employee may request a watch change or exemption from being bumped, due to a personal hardship, at any time via a Form 15.07.00.

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:

  • All geographic uniformed divisions;

  • Metropolitan Division;

  • Communications Division; and,

  • Traffic divisions.

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 the proper uniform and wearing the proper equipment for his or her duty assignment.

 

Employees assigned to indoor uniformed duty, such as supervisors, station personnel, jailers, and desk officers, shall appear for roll call dressed to perform their particular duties. They need not wear the uniform cap or the police utility belt, nor carry field equipment, if it is not required by their duty assignment. However, employees assigned to indoor duty shall have the required equipment available for immediate use (Manual Section 3/618.10).

 

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:

  • Roll call of the employees of the watch. A notation shall be made of those who are present, absent, or tardy;

  • Assignment of duties to each employee of the watch. If desired, the assignment of duty and call of the roll may be accomplished together;

  • A training period, issuance of instructions, dissemination of information, and discussion of problems and special duties;

  • Dismissal of certain employees to perform specific duties;

  • Inspection of the employees of the watch (Manual Section 3/226.88); and,

  • Dismissal of the remainder of the watch to assume their assigned duties.

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:

  • Watch;

  • Last name and serial number of the person reading the order; and,

  • Date the order is read.

Example: "PM-Jones, 1234, 6‑26‑68."

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:

 

"Sir:

 

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:

  • If the inspection is being conducted by another person, the commanding officer of the unit being inspected shall place himself or herself to the left rear of the inspecting officer during the inspection tour; and,

  • An employee may be designated by the inspecting employee to join the inspection party and to take notes on discrepancies observed by the inspection party. The notes may form a basis for the report made (Manual Section 3/226.30).

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:

  • The initial command is Inspection, ARMS. At the preparatory command, Inspection, each officer shall unfasten the flap or strap of his/her holster and grasp the handle of the revolver. A left-handed officer wearing his or her holster on the left side may use the left hand in the preparatory move;

  • At the command of execution, ARMS, the revolver shall be drawn and held in the right hand. Left‑handed officers wearing their holster on the left side may draw the revolver with their left hand and pass it to their right hand;

  • The revolver shall be held initially in the right hand with the muzzle pointed downward. The right index finger shall be laid along the frame just below the cylinder. The right forearm and the revolver shall make an approximate angle of forty‑five degrees with the ground, pointed neither straight ahead nor held parallel to the body, but at an approximate middle position convenient to the unloading of the weapon by the individual officer. The upper right arm shall be held vertically, close to the body;

  • The left hand shall be brought up from the side and used to assist in unloading the revolver. The cylinder shall be opened, then the muzzle elevated so as to cause the ammunition to drop from the cylinder into the cupped left hand held below the cylinder. Any ammunition which is dropped while unloading the revolver shall be retrieved immediately;

  • The left forearm and hand holding the ammunition shall be brought to a horizontal position, forearm and hand straight to the front, elbow close to the side. The ammunition shall be exhibited in the cupped palm of the left hand, thumb and fingers curled and joined to form a cup with the palm;

  • The right hand holding the revolver shall be brought up to the inspection position simultaneously with the movement of the left hand to the inspection position;

  • The revolver shall be held in the right hand for inspection. The thumb and the middle, ring, and little fingers shall grasp the gun in the normal grip of a right‑handed shooter. The index finger shall be laid straight along the frame of the revolver just above the trigger guard and below the cylinder opening. The open cylinder shall be held four inches from the chest. The right forearm and the revolver shall be pointed at a forty‑five‑degree angle above the horizontal and parallel to a plane fronting the body; and,

  • The command to return the revolver to the holster is Return, ARMS. At the preparatory command, Return, the revolver shall be lowered so that the muzzle points downward. The ammunition held in the left hand shall then be replaced in the cylinder. The officer may use both hands, shall look at what he or she is doing, and shall immediately retrieve any ammunition which is dropped during the reloading of the revolver. After reloading, the officer assumes a position of "Attention," with the revolver still held in the right hand and pointed downward at a forty‑five‑degree angle in front of the body with the cylinder open. At the command of execution, ARMS, the cylinder shall be closed by the left hand and the revolver replaced in the holster; the free hand shall be used to assist.

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.

  • The initial command is Inspection, ARMS. At the preparatory command, Inspection, officers shall remove the magazine from the holstered pistol and place it in the front waistband behind the equipment belt. Officers shall then unfasten the strap of their holster and grasp the weapon by the pistol grips (officers utilizing flap‑holstered pistols shall unfasten the flap prior to removing the magazine). Left‑handed officers wearing holsters on their left side may use their left hand in the preparatory moves;

  • At the command of execution, ARMS, pistols shall be drawn and officers shall lock the slides rearward. Officers armed with pistols which are equipped with a decocking lever shall place the lever in the downward position. Pistols shall be held in the right hand for inspection. Left‑handed officers wearing holsters on their left side may draw their pistols with their left hand and pass it to their right hand;

  • The thumb and the middle, ring, and little fingers shall grasp the pistol in the normal grip of a right‑handed shooter. The index finger shall be laid straight along the frame of the pistol just above the trigger guard and below the slide. The pistol shall be held six inches from the chest. The right forearm and the pistol shall be pointed at a forty‑five degree angle above the horizontal and parallel to a plane fronting the body;

  • The magazine shall be removed from the waistband with the left hand. The left forearm and hand shall be brought to a horizontal position, forearm and hand straight to the front, elbow close to the side. The magazine shall be exhibited in the flat open palm of the left hand, with the top of the magazine pointed to the front and the magazine cartridges pointed to the left; and,

  • The command to return the pistol to the holster is Return, ARMS. At the preparatory command Return, the magazine in the left hand shall be returned to the waistband, and the pistol shall be held forward and downward at a forty‑five degree angle to the ground, at the command of execution, ARMS, the slide shall be released by depressing the slide stop with the right thumb. The decocking lever shall be placed in the upward position and the pistol replaced in the holster. With the strong hand, the magazine shall be removed from the waistband and replaced into the holstered pistol; the officer shall then assume a position of attention.

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:

  • The initial command is Handcuffs, DRAW. At the preparatory command, Handcuffs, the handcuff case shall be unfastened and the handcuffs loosened in the case. An officer wearing a holster on the right side may use the left hand in the preparatory move;

  • At the command of execution, DRAW, the handcuffs shall be removed from the case. An officer wearing a handcuff case on the left side may remove the handcuffs with his or her left hand and pass them to the right hand. The index and middle fingers of the right hand shall be placed through the wrist openings in the handcuffs. The ring and little fingers shall be folded back to the palm of the right hand and held in place by the thumb. The upper right arm shall be held vertically, close to the side of the body. The right forearm shall be held straight to the front of the body and slightly above the horizontal;

  • The key ring shall be unsnapped from the key holder and placed in the palm of the left hand. The upper left arm shall be held vertically and close to the side of the body. The left forearm shall be extended horizontally and straight to the front of the body;

  • The command to return the handcuffs to their case is Handcuffs, RETURN. There is no motion at the preparatory command Handcuffs; and,

  • At the command of execution, RETURN, the officer shall replace the handcuffs in the handcuff case and fasten the flap. He/she shall replace the key ring on the key holder and then resume the position of "Attention."

226.68 NOTEBOOK INSPECTION. The commands and procedures for notebook inspection are as follows:

  • The initial command is Notebooks, DRAW. There is no motion at the preparatory command, Notebooks;

  • At the command of execution, DRAW, the notebook shall be drawn and placed in the palm of the right hand. The upper right arm shall be held vertically and close to the body. The right forearm shall be extended horizontally and straight to the front of the body. The notebook shall be held in the right palm, with the right thumb holding the book open at the place of the last entry. The notebook shall be in proper position for the inspecting officer to read;

  • The command to return notebooks is Notebooks, RETURN. There is no motion at the preparatory command, Notebooks; and,

  • At the command of execution, RETURN, the notebook shall be replaced in the officer's pocket. He/she shall then resume the position of "Attention."

226.72 RESERVE AMMUNITION INSPECTION. The commands and procedures for inspection of reserve ammunition are as follows:

  • The initial command is Reserve Ammunition, DRAW. There is no motion at the preparatory command, Reserve Ammunition;

  • At the command of execution, DRAW, the reserve ammunition of the officer shall be drawn and placed in the palm of the right hand. Both hands may be used to draw the reserve ammunition. Any ammunition which is dropped shall be retrieved immediately. The upper right arm shall be held vertically and close to the body. The right forearm shall be extended horizontally and straight to the front of the body. The palm of the hand may be cupped slightly to hold the ammunition;

  • The command to return ammunition is Ammunition, RETURN. There is no motion at the preparatory command, Ammunition; and,

  • At the command of execution, RETURN, the ammunition shall be placed in the right trouser pocket of the officer.

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.

Example: Identification Cards, DRAW. There is no motion at the preparatory command, Identification Cards. At the command of execution, DRAW, the officer shall take out the identification card and place it in his/her right hand ready for inspection. If necessary, an officer may use both hands to withdraw the item for inspection.

  • To return the item, the preparatory command used shall consist of the name of the item being inspected. For simplicity in command, the name may be shortened. The command of execution shall consist of the word RETURN. At this command, the item shall be placed in the right trouser pocket of the officer.

Example: Cards, RETURN. There is no motion at the preparatory command, Cards. At the command of execution, RETURN, the officer shall drop his or her right hand to the side and place the identification card in the right trouser pocket.

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.

Example: Officers in plain clothes may be commanded, Reserve Ammunition, DRAW. The ammunition may be withdrawn for inspection in the manner most convenient to the individual plainclothes officer, although finally exhibited in the prescribed manner (Manual Section 3/226.72).

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:

  • At Close Interval, FALL IN. Officers of the watch shall arrange themselves in the formation indicated by the sergeant. Supernumerary sergeants, unless dismissed by the watch commander, shall fall in behind the last rank (of the first platoon) dressed on the right flank, or may fall in at another convenient place in proximity to the group, depending upon space limitations. Officers dressed in plain clothes shall fall in as a group so located that they will be inspected last. They may fall in behind the last rank (of the first platoon) dressed on the left flank, or may take positions in the last rank;

  • At Close Interval, Dress Right, DRESS. The watch sergeant shall move informally to the right flank of the rank to check the alignment of the rank. He or she shall give the necessary instructions to adjust the alignment. After completing the alignment, the watch sergeant shall command, Ready, FRONT;

  • Open Ranks, MARCH. This command need not be given unless there are at least two ranks to be inspected and the space in which the platoon is formed is adequate to permit the rank to be opened. The normal distance between ranks at inspection will be two paces. The rear rank shall stand fast. Each rank in front of it shall take a sufficient number of paces forward to permit the two‑pace distance to be taken. In a three‑rank platoon, the rear rank shall stand fast, the center rank shall take one pace forward, and the front rank shall take two paces forward. Each officer shall execute "At Close Interval, Dress Right, DRESS" without command after securing the proper distance between ranks;

  • The watch sergeant shall move informally along the right flank of the platoon to check the alignment of the ranks. He or she shall give the necessary instructions to adjust the alignment. The watch sergeant shall then move to a position to the right of the right flank officer of the front rank of the platoon and command, Ready, FRONT; and,

  • The sergeant shall then report to the watch commander, Sir, the watch is ready for inspection. The watch commander may request any other supervisor present to assist him/her in the inspection, or the watch commander may assist a senior officer in conducting the inspection.

The inspecting officer shall:

  • Inspect the sergeant forming the watch; and,

  • Instruct a supervisor to assist in the inspection.

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.

  • Inspect the officers of the watch;

  • Make such comments to the watch as he or she may deem appropriate; and,

  • Instruct the sergeant to dismiss the watch.

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:

  • The officer in charge of the formation shall instruct the platoon sergeants of the time, place, formation, and equipment requirements of the inspection;

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.

  • The officer in charge of the formation shall take a position six paces in front of the point where the center of the formation is to be, face that point, and command, FALL IN FOR INSPECTION;

  • Each platoon sergeant shall take a position in front of, and facing, the location where his/her platoon is to form. Each platoon sergeant shall then command, FALL IN, or At Close Interval, FALL IN;

  • The officers of the formation shall arrange themselves in the formation indicated by the platoon sergeant. Sizing shall be accomplished without command. Ranks to the rear of the first rank shall form with forty inches between ranks, covered from front to rear. Individual officers may execute a momentary "DRESS" without command to secure the proper interval. Supernumerary sergeants, unless dismissed by the officer in charge of the formation, shall fall in behind the last rank (of the first platoon) dressed on the right flank, or shall fall in at another position, if so directed by the officer in charge of the formation;

  • Officers dressed in plain clothes shall fall in as a group so that they will be inspected last. They may fall in behind the last rank (of the first platoon) dressed on the left flank, or may take positions in the last rank;

  • If the officer in charge of the formation indicates that more than one platoon should be utilized, one sergeant shall give the command, FALL IN, although each of several platoon sergeants shall assume a position in front of the place where his/her platoon is to form. Subsequent commands shall be issued by the individual sergeant with each platoon;

  • When a platoon formation has been completed, its sergeant shall execute, "About Face." As soon as the sergeant of the first platoon is aware that each sergeant in charge of a platoon has executed "About Face," the sergeant shall turn his/her head toward the officer in charge of the formation, and salute, and report, Sir, the first platoon is present. Other platoon sergeants, in succession from right to left, shall salute and report in like fashion;

  • The officer in charge of the formation shall return the salute of each platoon sergeant. After the last report has been made, he/she shall command, Prepare for inspection or, if he/she wishes to inspect a particular item of equipment, Prepare for inspection of (item);

  • Each platoon sergeant shall salute and, by means of a series of movements and facings, move to a position on the right flank of his/her platoon, one pace to the right and in prolongation of the position at which the front rank shall halt after opening ranks. The sergeant shall face in the direction necessary to align the ranks and command, Open Ranks, MARCH. Open ranks shall be executed (Manual Section 3/226.88). However, the platoon sergeant shall use a more formal method of aligning the ranks than during an informal inspection. He/she shall maintain a military bearing, and shall not weave from side to side to correct the alignment, but shall take short side steps. After aligning the first rank, he/she shall face to the left in marching, halt on the prolongation of each succeeding rank, face right, and align the rank. After verifying the alignment of the last rank, the sergeant shall face to the right in marching and move forward to a position one pace to the right of the first officer in the first rank, and three paces in front of the first rank;

  • Each platoon sergeant shall execute "About Face" and command, Ready, FRONT. Sergeants of platoons other than the first shall command, Parade, REST, if simultaneous inspections of the platoons are not to be made. They shall then execute "About Face" and assume a position of "Parade, Rest" until such time as it is necessary to prepare their platoon for inspection;

  • If an inspection of equipment is to be made, the sergeant of the first platoon shall command, Second, (Third), (Fourth) Ranks Only, Parade, REST. He/she shall then prepare the first rank for inspection, causing such equipment to be exhibited as is necessary. He/she shall prepare succeeding ranks for inspection as the inspection progresses;

Example: Second Rank Only, ATTENTION. Second Ranks Only, Inspection, ARMS. First Rank Only, Return, ARMS. First Rank Only, Parade, REST. Second Rank Only, Return, ARMS. Platoon, ATTENTION.

  • The platoon sergeant shall salute the inspecting officer when his/her platoon has been inspected. After the departure of the inspecting officer from the platoon area, the platoon sergeant shall command, Close Ranks, MARCH, and Parade, REST;

  • Each platoon sergeant shall issue necessary commands as the inspection progresses. If a simultaneous inspection is made of the formation by several inspecting officers, each platoon sergeant shall issue his/her commands accordingly;

  • At the conclusion of the inspection of the last man, the officer in charge of the formation shall resume the position from which he/she commanded the platoon sergeants to prepare for inspection. Each platoon sergeant shall call his/her platoon to attention. The inspecting officer may make such comments as are applicable, and take his/her leave of the officer in charge of the formation; and,

  • The officer in charge of the formation shall make such comments as are applicable to the members of the formation and then command, FALL OUT (or other command).

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:

  • General prayer/invocation is inclusive and non-sectarian;

  • General prayer/invocation uses wording and vocabulary that are not offensive to persons of different faiths; and,

  • General prayer/invocation shall remain faithful to the principle of acknowledging divine presence and seeking blessing, and not be an opportunity to preach, testify or argue.

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:

  • Ensure that each participant meets with the Chaplain Corps Coordinator or his/her designee prior to the participant’s assignment as a Department chaplain, and ensure each participant has read and signed the Chaplain Corps Guidelines for General Prayer;

Note: Only one meeting/signing is required per chaplain. In the interest of uniformity and efficiency, these meetings may be conducted as a group.

  • Liaison with the appropriate Department entity (e.g., Training Division for recruit graduations) to coordinate chaplain participation at selected Department events;

  • Maintain a list of representative faiths and seek to recruit members from those faiths not represented by corps members; and,

  • To the greatest extent possible, ensure chaplains are assigned on a rotating basis.

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:

  • Reason for absence;

  • Expected duration of absence; and,

  • Location at which employee may be reached.

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:

  • Until sunset on the day of the funeral when a Department employee or a Los Angeles City Firefighter or Paramedic is killed in the line of duty;

  • At the direction of the President of the United States, the Mayor of the City of Los Angeles, or the Chief of Police; and,

  • On Memorial Day from sunrise to noon.

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:

  • Notify the Office of the Chief of Police of the reason, dates and times the Flag is to be lowered to half‑staff; and,

  • Send a Department‑wide message via the Network Communications System (NECS) directing all Areas and other Department facilities which fly the Flag to lower the Flag to half‑staff.

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:

  • Document the request on the Community Meeting Request/Critique, Form 01.83.01;

  • Forward the form to the Senior Lead Officer (SLO);

  • Attend community meetings as directed by the Watch Commander or SLO Supervisor ; and,

  • Complete the Community Meeting Request/Critique form for each meeting attended and forward it to the SLO Supervisor.

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:

  • Ensure the request is documented on a Community Meeting Request/Critique form;

  • Ensure the form is forwarded to the Officer in Charge, Area CRO;

  • Coordinate with the watch commander to assign an officer(s), preferably within the Basic Car, to handle the meeting. The officer(s) assigned the meeting shall be given a copy of the Community Meeting Request/Critique Form;

  • If notified by officer(s) assigned to a pre-scheduled community meeting of their inability to attend the meeting, the SLO Supervisor shall attempt to assign another officer(s) to attend;

  • If unsuccessful, the SLO Supervisor shall notify the contact person (i.e., the person requesting the community meeting) in a timely manner regarding the unforeseen circumstances for non-attendance;

  • Ensure the officers who attended the meeting complete a Community Meeting Request/Critique form and submit the form to the SLO Supervisor for review;

  • Complete a SLO Supervisor Area Community Meeting Summary form at the end of each calendar month; and,

  • Forward the completed SLO Supervisor Area Community Meeting Summary and Community Meeting Request/Critique forms, to the Officer in Charge, Area CRO Unit.

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:

  • Ensure the request is documented on the Community Meeting Request/Critique form;

  • Forward a copy of the Community Meeting Request/Critique to the respective SLO Supervisor and Watch Commander;

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.

  • Complete the Area Community Meeting Summary form at the end of each calendar month; and,

  • Submit the Area Community Meeting Summary forms, SLO Supervisor Area Community Meeting Summary forms and Community Meeting Request/Critique forms, to the Area commanding officer.

Watch Commander’s Responsibility. Upon notification that a community meeting is scheduled during his/her watch, the watch commander shall:

  • Coordinate with the SLO Supervisor and assign an officer(s), preferably within the Basic Car area, to attend the meeting. The officer(s) assigned the meeting shall be given a copy of the Community Meeting Request/Critique form;

  • Upon being notified an officer(s) assigned to a community meeting is unable to attend, the watch commander shall assign another officer(s); and,

  • Ensure that the contact person be notified of the non-attendance, if unable to assign replacement officer(s) to attend the community meeting.

Area Commanding Officer’s Responsibility. The Area commanding officer shall:

  • Review the Area Community Meeting Summary form, SLO Supervisor Area Community Meeting Summary forms, and the Community Meeting Request/Critique forms;

  • Ensure all personnel are trained in the proper procedures to document community meetings;

  • When a community meeting is scheduled, the Area commanding Officer shall notify the Media Relations and Community Affairs Group and Information Technology Division (ITD) at least two weeks in advance to ensure the posting of the meetings on the Department's and city's websites; and,

  • Forward copies of the Area Community Meeting Summary forms, Basic Car Coordinator Community Meeting Summary forms and any Community Meeting Request/Critiques that indicate a meeting was not attended by Department personnel or was cancelled to the geographic bureau commanding officer by the fifth calendar day of each month.

Geographic Bureau Commanding Officer’s Responsibility. The geographic bureau commanding officer shall:

  • Review the completed forms; and,

  • Forward copies of the Area Community Meeting Summary form, SLO Supervisor Area Community Meeting Summary forms and any Community Meeting Request/Critique forms that indicate non-attendance or cancellation of a Community Meeting to the Assistant to the Director, Office of Operations, prior to the tenth calendar day of each month.

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 Relations Section, under the COS, is designated as the entity responsible for coordinating community meetings and shall be responsible for:

  • Consolidating Area community meeting schedules into a master calendar, initially by month in which the meetings are scheduled and then with the date, time, and location of each meeting, as the dates are made available;

  • Maintaining liaison with bureaus for updates on revisions to master calendar (e.g., date, change, location change, etc.); and,

  • Forwarding the master calendar of community meetings to the C/O, Emergency Services Division, for inclusion in the Department Special Events Calendar no later than the 10th of February, May, August and November of each year for meetings to be held during the upcoming quarter.

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:

  • Tenure;

  • Maturity;

  • Work history;

  • Administrative skills;

  • Oral and written communication skills;

  • Flexibility; and,

  • Commitment.

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:

  • Exercising functional supervision over all Department personnel participating in the Police Cadet Program by providing information, training, evaluation, and auditing of policies and procedures including civilian volunteers;

  • Updating the Youth Programs Manual;

  • Maintaining a database of current and former police cadets;

  • Developing Police Cadet Program promotional material and opportunities;

  • Coordination and line supervision of the Police Cadet Academy;

  • Conducting the monthly YSO Meeting; and,

  • Coordinating activities involving Police Cadet Posts from more than one geographic bureau.

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:

  • Complete the POST 400-hour probationary field training program;

  • Complete 32-hours of duty per two deployment periods; and,

  • Maintain the POST mandated Professional Training (CPT) hours.

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:

  • Complete the Department’s 300-hour probationary field training program;

  • Complete 32-hours of duty per two deployment periods; and,

  • Maintain the POST mandated CPT hours.

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:

  • Administrative duties to include Area/divisional front desk;

  • Communications;

  • Community Relations Office;

  • Detective non-enforcement assignments;

  • Special task forces;

  • Traffic control;

  • Security at parades and sporting events;

  • Report car (investigative field reports where suspects are not likely present);

  • Evidence transportation;

  • Prisoner transportation;

  • Parking enforcement; and,

  • Subpoena service.

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:

  • Administrative duties to include Area/divisional front desk;

  • Communications;

  • Community Relations Office;

  • Detective non-enforcement assignments; and,

  • Special task forces.

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.

 

Continuing 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.
 

Specialist Reserve 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:

  • Uniformed Patrol;

  • Collision Investigation;

  • Vice; and,

  • Any additional assignments as determined by the Chief of Police.

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:

  • Uniformed Patrol;

  • Collision Investigation; and,

  • Any additional assignments as determined by the Chief of Police.

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:

  • Administrative duties to include Area/divisional front desk;

  • Communications;

  • Community Relations Office;

  • Detective non-enforcement assignments;

  • Special task forces;

  • Traffic control;

  • Security at parades and sporting events;

  • Report car (investigative field reports where suspects are not likely present);

  • Evidence transportation;

  • Prisoner transportation;

  • Parking enforcement; and,

  • Subpoena service.

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:

  • Administrative duties to include Area/divisional front desk;

  • Communications;

  • Community Relations Office;

  • Detective non-enforcement assignments; and,

  • Special task forces.

Note: Commanding officers shall ensure that in no case shall the requirements of the assignment exceed the training and abilities of the reserve police officer.

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:

  • Chemist;

  • Physician;

  • Teacher;

  • Advertising Artist;

  • Photographer;

  • Statistician;

  • Computer Systems Analyst;

  • Computer Programmer;

  • Technical Writer;

  • Criminalist; and,

  • Chaplain.

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 Group, shall be designated as the Department Reserve Coordinator and shall be responsible for:

  • Ensuring adherence to established procedures and standards of the Police Reserve Corps to achieve Departmentwide uniformity;

  • Reviewing all recommendations for adjudication of sustained complaints of misconduct involving Reserve Corps members after it has been reviewed by the reserve officer’s bureau commanding officer; and,

  • Forwarding the complaint to Internal Affairs Group indicating concurrence or militarily endorsing the recommended adjudication.

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:

  • A police reserve officer scheduled and assigned to regular duties shall work the same number of hours as worked by the regular officer with whom he/she is assigned;

  • A police reserve officer scheduled and assigned to special event duties shall be credited with one shift at the completion of the assignment, regardless of the number of hours worked;

  • A police reserve officer who, without prior notice, is summoned to report for duty, shall be credited with one shift, regardless of the number of hours worked;

  • A police reserve officer working two tours of less than eight hours each may be credited with one shift provided that the two combined duty tours are worked during the same calendar month, AND the two combined duty tours total a minimum of eight hours present on‑duty, AND the needs of the division are effectively served by such abbreviated tours; and,

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.

  • A police reserve officer shall not be credited with working a shift when his or her presence is voluntary, unscheduled, and not essential under the conditions then existing.

252.60 RESERVE POLICE OFFICERS - NON-ATTENDANCE

 

AREA/DIVISIONAL RESERVE COORDINATOR’S RESPONSIBILITIES. Area/divisional Reserve Coordinators shall be responsible for the following:

  • Ensuring reserve police officers in their Area/division, excluding specialist reserves, complete a minimum one hour tour of duty per shift equaling 32-hours per two deployment periods;

  • Complete an Employee’s Report, Form 15.07.00, if he/she determined the reserve officer(s) failed to meet the minimum required attendance;

  • Forward the completed Employee’s Report to the Officer in Charge, Reserve Coordination Section, Personnel Group; and,

Note: Absences are acceptable when the reserve officer(s) are ill, or extenuating circumstances arise.

  • Requiring all CDL-I, DL-I, Level II, and Level III reserve officers attend Area/divisional monthly reserve meetings.

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.

252.62 DEFICIENT PERFORMANCE. Deficient performance, not amounting to misconduct, by a member of the Police Reserve Corps shall be documented on a Form General 78, Notice to Correct Deficiencies.

 

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 Group.

 

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 Group, indicating the:

  • Type of event;

  • Date, time, and location;

  • Number of personnel requested; and,

  • Reporting time and location and the name of the person to whom reserves shall report.

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

 

Medical Exemptions. 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 OIC, MLS. After it is determined valid for the purpose of exemption from firearm qualification, MLS shall retain a copy of the statement and forward the original to be filed in the officer's Division Employee Folder, Form 01.01.00.

Note: Officers are reminded that temporary medical restrictions are valid for 30 days only. If a medical condition persists past 30 days and continues to inhibit an officer from meeting Department qualification standards, the officer must obtain a subsequent doctor’s statement every 30 days until the restriction is rescinded or is classified permanent and stationary.
 

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.

 

A reserve police officer who is required to qualify and is unable to fire the qualification course because of an injury or illness shall submit an Employee's Report, Form 15.07.00, in duplicate to his or her commanding officer. The Employee's Report shall include a description of the injury and the estimated length of the period of incapacity.

 

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.

 

258.03 MEDICAL 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.

Furthermore, the officer shall relinquish his or her City-issued firearm and police identification (ID) card to the Department and receive a restricted police ID card. The officer shall retain the restricted peace officer status until the medical restriction has been rescinded and the officer meets the shooting qualification standards. The officer may then have the right to carry a firearm and full powers of arrest reinstated.

Note: Female officers medically exempt due to restrictions associated with pregnancy and childbirth, and officers who are medically exempt from shotgun qualification only, are not affected by this policy.

RELINQUISHING A FIREARM AND OBTAINING A RESTRICTED POLICE IDENTIFICATION CARD. An officer with a medical exemption who has not qualified with his or her duty firearm within one calendar year, shall be served with an Intradepartmental Correspondence, Form 15.02.00, titled Notice to Meet
Firearm Qualification Requirements within 30 Calendar Days (30-Day Notice). Once served, the officer shall have 30 days to determine if he or she is medically fit to qualify and successfully pass the minimum firearm qualification standards.

Note: If an officer with either a temporary or permanent restriction believes that he or she is medically fit to meet Department firearm qualification standards, the officer is encouraged to make an appointment with his or her doctor and have the restrictions re-evaluated and possibly rescinded.

If the officer is unable to qualify with his or her duty firearm by the expiration of the 30-Day Notice, the officer shall be served with an Intradepartmental Correspondence, titled Order to Relinquish City-Issued Duty Firearm and Police Identification Card, and Restriction of Peace Officer Powers (Order to Relinquish).

OFFICER’S RESPONSIBILITY. Upon receipt of an Order to Relinquish, the officer shall:

  • Respond to MLS to turn in his or her City-issued firearm and police ID card; and,

  • Respond to Personnel Records Section (PRS), Personnel Division, to be issued a restricted police ID card, which shall indicate that the officer is not authorized to carry a firearm on or off-duty and is restricted to on-duty powers of arrest 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.

AREA TRAINING COORDINATOR/SUPERVISOR’S RESPONSIBILITIES. The ATC or supervisor shall accompany the officer to MLS and PRS and oversee the process of relinquishing the firearm and police ID card and obtaining a restricted police ID card.

In instances in which an officer is off on long-term IOD or medical leave, the ATC or supervisor shall:

  • Receive the officer’s Order to Relinquish, signed by the commanding officer;

  • Respond to PRS and obtain a restricted police ID card for the officer;

  • Respond to the officer’s location and serve the Order to Relinquish to the officer;

  • Take possession of the officer’s City-issued firearm and police ID card;

  • Issue a restricted police ID card to the officer;

  • Submit a copy of the Order to Relinquish with the firearm and police ID card to MLS; and,

  • Send the officer a copy of the Order to Relinquish and file the original in the officer’s Division Employee Folder, Form 01.01.00.

COMMANDING OFFICER’S RESPONSIBILITIES. Upon notification from MLS that an officer has not qualified within a calendar year, the commanding officer shall:

  • Serve the officer with a 30-Day Notice; and,

  • Ensure that the officer is given reasonable opportunity to meet the requirements.

If the officer does not meet Department qualification standards by the expiration of the 30-Day Notice, the commanding officer shall:

  • Serve the officer with an Order to Relinquish;

  • Instruct the officer to respond to MLS to relinquish his or her City-issued firearm and police ID card; and,

  • Instruct the officer to respond to PRS to be issued a restricted police ID card.

Note: The commanding officer may designate a supervisor to serve an officer who is on long-term IOD or medical leave at the officer’s location.

MEDICAL LIAISON SECTION’S RESPONSIBILITIES. Two months from the date of this Order, MLS shall conduct an initial audit in order to ascertain all sworn employees who have not qualified within one calendar year. Medical Liaison Section shall notify the officers’ commanding officers via an Intradepartmental Correspondence from the Commanding Officer, Personnel Division.
 

When an officer reports to MLS with an Order to Relinquish, MLS personnel shall:

  • Take receipt of the officer’s City-issued firearm and police ID card;

  • Submit the police ID card to PRS for safe-keeping;

  • Submit the officer’s City-issued firearm to the Department’s armory at the Davis Training Facility for storage; and,

  • Retain a copy and submit the original Order to Relinquish for filing in the officer’s Division Employee Folder.

PERSONNEL RECORDS SECTION’S RESPONSIBILITIES. When an officer responds to PRS with an Order to Relinquish, PRS shall:

  • Issue the officer a restricted police ID card, which shall indicate that the officer is not authorized to carry a firearm on or off-duty and is restricted to on-duty powers of arrest only;

  • Obtain the officer’s regular police ID card from MLS or a supervisor; and,

  • File the police ID card with a copy of the Order to Relinquish.

258.04 REINSTATEMENT OF THE RIGHT TO CARRY FIREARM AND PEACE OFFICER POWERS. 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.

OFFICER’S RESPONSIBILITIES. The officer must submit a physician’s note rescinding the medical restriction to the OIC, MLS, for review and approval. Once the OIC, MLS, has approved the officer’s ability to qualify, the officer shall respond to the Davis Training Facility for qualification.

Note: If the officer’s City-issued firearm is his or her duty firearm, the officer shall check out the firearm from the armory to qualify. If the officer fails to qualify, the firearm shall be returned to the armory.

Once the officer successfully qualifies with his or her duty firearm, the officer shall:

  • Sign out his or her City-issued firearm from the Department’s armory;

  • Respond immediately to MLS and present the qualification receipt to the OIC, MLS;

  • In return, receive an Intradepartmental Correspondence, titled Reinstatement of Right to Carry Firearm and Full Powers of Arrest (Reinstatement Order) from MLS; and,

  • Respond to PRS to turn in the officer’s restricted police ID card and be re-issued his or her regular police ID card.

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 TRAINING COORDINATOR/SUPERVISOR’S RESPONSIBILITY. The ATC or supervisor shall accompany the officer to the Davis Training Facility and Personnel Division to oversee the officer’s firearm qualification and reinstatement process.

If the officer fails to pass the firearm qualification course in his or her initial attempt, the ATC or supervisor shall arrange remedial firearms training for the officer and ensure that the officer successfully qualifies at the completion of the training.

COMMANDING OFFICER’S RESPONSIBILITY: Upon receiving the Intradepartmental Correspondence from MLS, stating that the officer is no longer medically exempt for the purpose of meeting the Department’s firearm shooting qualification, the commanding officer shall assign an ATC or supervisor to oversee the officer’s qualification and reinstatement process.

MEDICAL LIAISON SECTION’S RESPONSIBILITY. Medical Liaison Section shall review the doctor’s statement rescinding the officer’s medical restriction to ensure that it is valid. Medical Liaison Section shall then submit an Intradepartmental Correspondence from the Commanding Officer, Personnel Division, to the officer’s commanding officer to advise that the officer is no longer medically exempt from meeting Department firearm qualification standards.

Once the officer has successfully qualified and presents his or her qualification receipt, the OIC, MLS, shall complete and sign a Reinstatement Order addressed to the officer. The OIC shall provide a copy of the Order to the officer and submit the original for filing in the officer’s Division Employee Folder.

PERSONNEL RECORDS SECTION’S RESPONSIBILITY. When an officer responds to PRS with a Reinstatement Order, PRS shall take the officer’s restricted police ID card and re-issue him or her the regular police ID card. Personnel Records Section shall file the restricted police ID card with a copy of the Reinstatement Order.
 

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:

 

CYCLE

MONTH

Sworn

(Lieutenants and Below), Reserve Officers, and Security Officers with Less than 20 Years of Service

Sworn

(Lieutenants and Below), Reserve Officers, and Security Officers with 20 to 29 Years of Service

Captains and Above

(Less than 30 Years)

1

January

Shotgun

(Security Officers and Level III A Reserves are Exempt)

Shotgun

(Security Officers and Level III A Reserves are Exempt)

None

2

February/March

Primary Duty Handgun with Duty Ammunition

Primary Duty Handgun with Duty Ammunition

Primary Duty Handgun with

Duty Ammunition

3

April/May

Primary Duty Handgun Practice Ammunition

None

None

4

June/July

FOS

None

None

 

August

None

None

None

5

September/October

Primary Duty Handgun with Practice Ammunition

Primary Duty Handgun with Practice Ammunition

Primary Duty Handgun with

Practice Ammunition

6

November/December

Primary Duty Handgun with Practice Ammunition

None

None

 

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:

  • Ensure that the training coordinator maintains the Shotgun Maintenance/Test fire Log, Form 11.50.00; and,

  • Ensure duty shotguns are inspected and test fired during the month of January.

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.

  • Ensure that each officer has received four shotgun shells. Thereafter, officers shall not be issued additional ammunition when signing out a shotgun. The issuance of shotgun shells shall be recorded on the individual Uniform and Equipment Division and Inspection Record, Form 01.41.00;

  • Designate divisional armorers who shall be responsible for the inspection of all Department shotguns assigned to their divisions at least once every thirty days. A shotgun shall be cleaned or repaired when inspection reveals deficiencies; and,

Note: All repairs shall be made by the Department Armorer.

  • Ensure that divisional armorers obtain the replacement of damaged or missing shotgun ammunition through, Ordnance Unit, Training Division.

258.34 AREA/DIVISION TRAINING COORDINATOR’S RESPONSIBILITY. Area/division training coordinators shall:

  • Maintain the Shotgun Maintenance/Test Fire Log, Form 11.50.00, in a three-ring binder;

  • Ensure duty shotguns are inspected and test fired during January and July;

  • Ensure reserve shotguns are inspected and test fired once annually; and,

  • Monitor the Shotgun Maintenance/Test Fire Log and place his/her name and serial number at the end of each record as it occurs.

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:

Marksman. Eight dollars a month; 300 out of a possible 400 points.

Sharpshooter. Sixteen dollars a month; 340 out of a possible 400 points.

Expert. Thirty‑two dollars a month; 380 out of a possible 400 points.

Distinguished Expert. Sixty‑four dollars a month; 2,310 out of a possible 2,400 points in any consecutive six‑month period.

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.

 

Phase I

7 Yards

4 shots / 3 sec

2 shots / 1.5 sec 

Phase II

7 Yards

6 shots / 3.5 sec

Phase III

10 Yards

4 shots / 3 sec

2 shots / 1.5 sec 

Phase IV

10 Yards

2 shots / 2 sec

2 shots / 2 sec

2 shots / 2 sec 

Phase V

17 Yards

10 shots / 30 sec

Phase VI

25 Yards

2 shots / 4 sec

2 shots / 4 sec

2 shots / 4 sec

   Total rounds fired: 40

Total possible score: 400

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.

  • Employees whose duties regularly subject them to emergency call-outs and/or are on stand-by status where time is a critical factor and direct response serves the public interest and/or employees who, because of their individual expertise, use of specialized equipment or assignment of a specially equipped vehicle, are regularly required to respond, without prior notice, directly to a crime scene;

  • Captains and above and civilian equivalents;

  • Crime task force employees whose duties require direct reporting to locations other than their assigned headquarters; and,

  • The Chief of Police will have discretion in assigning home-garaging.

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:

  • Complete and obtain his or her commanding officer’s approval of a Home‑Garaging Employee Authorization, Form 11.35.01, prior to home garaging under that vehicle authority each fiscal year;

  • Complete and obtain approval of a new Home‑Garaging Employee Authorization prior to home garaging under a new vehicle authority (usually necessary when an employee is temporarily or permanently reassigned from one home‑garaging position to another); and,

  • Complete and obtain approval of a new Home-Garaging Employee Authorization prior to any home garaging at a new garaging location.

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:

  • Review and approve all Home‑Garaging Employee Authorizations, Form 11.35.01, submitted by all immediate subordinate staff and command officers and by all other employees within his or her command who are not also within a subordinate command;

  • Forward each Home‑Garaging Employee Authorization directly to Administrative Services Bureau immediately upon approval;

  • Complete a Home‑Garaging Vehicle Authority Application, Form 11.36.00, for each vehicle (staff and command officers and two‑wheel motorcycles excepted), requested to be home garaged by employees within his or her command who are not also within a subordinate command;

  • Complete a Home‑Garaging Approval Summary, Form 11.36.01, (staff and command officers excepted), to summarize and convey for approval these Home‑Garaging Vehicle Authority Applications and to apply directly for these authorities for two‑wheel motorcycles;

  • Review and approve all Home‑Garaging Approval Summaries and Home‑Garaging Vehicle Authority Applications received from subordinate officers; and,

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.

  • Forward all Home‑Garaging Approval Summaries and Home‑Garaging Vehicle Authority Applications through channels to the Chair, Home Garaging Review Committee for approval no later than February 1 prior to the fiscal year of the applications.

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:

  • Review and approve all Home‑Garaging Vehicle Logs, Form 11.35.00, for vehicle authorities within his or her command which are not also within a subordinate command; and,

  • Ensure that Home‑Garaging Vehicle Logs are submitted to Administrative Services Bureau at the end of each month.

Commanding Officer’s Responsibility. The commanding officer of each employee who is authorized to home-garage an emergency response vehicle shall:

  • Review all current and new Home-Garaging Employee Authorization(s), Form 11.35.01, in his/her command and determine which officers will home-garage vehicles outside the County;

  • Provide a Payroll Deduction Card, City Form 66CS17, to officers if a parking fee is to be assessed;

  • Collect the completed Payroll Deduction Cards, City Form 66CS17, and forward them to the Department’s Home-Garaging Coordinator, Administrative Services Bureau, in conjunction with the completed Home-Garaging Employee Authorization, Form 11.35.01;

  • Maintain a list of all officers who will be home-garaging emergency response vehicles outside the County;

  • Forward all the received Cancellation of Employee Parking Payroll Deduction Card(s), City Form 66CS16, to the Department Home-Garaging Coordinator; and,

  • Maintain a copy of all current completed Home-Garaging Employee Authorization(s), Form 11.35.01.

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:

  • Collect all Home-Garaging Employee Authorization (s), Form 11.35.01, and Payroll Deduction Cards, City Form 66CS17, from commanding officers;

  • Forward all obtained Payroll Deduction Cards, City Form 66CS17, and Cancellation of Employee Parking Deduction Cards, City Form 66CS16, to City Employee Benefits Division, Commute Options and Parking Section;

  • Maintain a file of Home-Garaging Employee Authorizations, Form 11.35.01, for emergency response vehicles that are home-garaged outside the County of Los Angeles, within 60 miles from the City limits; and,

  • Provide a list of all officers who will be home-garaging emergency response vehicles outside the County of Los Angeles, within 60 miles from the City limits, to the City Employee Benefits Division, Commute Options and Parking Section, on a semi-annual basis per fiscal year.

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.

  • Cause all Home‑Garaging Approval Summaries, Form 11.36.01, and Home‑Garaging Vehicle Authority Applications, Form 11.36.00, to be reviewed for accuracy and completeness and presented to the Chairperson, Home‑Garaging Committee, no later than May 1 prior to the fiscal year of the applications; and,

  • Notify all staff and command officers of the approval or disapproval of Home‑Garaging Vehicle Authorities by the Board of Police Commissioners.

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:

  • Bodily injury Liability-$25,000 each injury/$50,000 each accident; and,

  • Property Damage Liability-$5,000.

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.

 

Definitions.

 

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:

  • Complete the "Requesting Employee" portion of the Special Parking Authorization, Form 11.37.00;

  • Forward this form to his or her immediate supervisor; and,

  • Begin dispersal parking or temporarily home garaging only after confirming that the Authorization has been approved in writing by his or her commanding officer.

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:

  • Determine whether the proposed dispersal parking or temporary home garaging is an operational necessity;

  • Complete the "Immediate Supervisor" box and forward the form without delay through channels to the requesting employee's commanding officer;

  • Permit dispersal parking or temporary home garaging to begin only after confirming that the Authorization has been approved in writing by the requesting employee's commanding officer;

  • Verify that the employee submits a Home-Garaging Vehicle Log, Form 11.35.00, with a copy of the Special Parking Authorization, Form 11.37.00, after the allotted time, when applicable; and,

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.

  • Ensure the Sign Out Sheet is properly completed and filed.

Commanding Officer's Responsibility. The commanding officer of an employee who submits a Special Parking Authorization shall:

  • Certify that the proposed dispersal parking or temporary home garaging is an operational necessity;

  • Approve or disapprove the Authorization;

  • Without delay, forward the original of each approved Authorization to the next higher level of command or to the concerned bureau, whichever is higher; and,

  • File a copy of the Authorization, whether or not approved.

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:

  • Review and sign each Special Parking Authorization;

  • All bureau commanding officers shall forward copies of the Special Parking Authorization (SPA), Form 11.37.00, and Home-Garaging Vehicle Authority Application (HGVAA), Form 11.36.00, to the Commanding Officer, Administrative Services Bureau, at Mail Stop 400; and,
  • File the original.

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 and distributed by Planning and Research Division. All products under consideration by the Department shall be evaluated in accordance with its guidelines.

 

270.10 PRODUCT EVALUATION REQUESTS. All requests, approved or disapproved, for product evaluation shall be forwarded to Planning and Research 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:

  • Available preliminary data on the product;

  • A description of the need for the product; and,

  • Any history of contact by a Department employee, on or off duty, with the product, its manufacturer, or its distributor.

Upon receipt of the request, the employee's commanding officer shall review the request and forward it through channels along with a Form 15.02.00 to Planning and Research Division. The Form 15.02.00 shall contain any additional information known to the commanding officer, including an opinion, if any, as to the desirability of the product.

 

273. MOTION PICTURE/TELEVISION FILMING LOCATION AUDITS. When auditing a filming location, the auditing supervisor shall:

  • Determine who is in charge of the filming location (usually the location or production manager);

  • Request and review a copy of the filming permit; Ensure the production company is in compliance with all conditions and restrictions of the permit;

  • If the production company does not possess a current filming permit (violation of LAMC Section 12.22(a)13, Commercial Filming Without a Permit), order the filming manager to remove the equipment from the location. Complete a Complaint Application, Form 05.15.00, naming the person in charge of the filming location as the violator;

Note: If the person in charge of the filming location states that the production company has a filming permit, but a copy is not at the location, the auditing supervisor may call the Entertainment Industry Development Corporation (EIDC) to verify if a filming permit has been issued. The person in charge of the filming location shall be advised to maintain a copy of the valid permit at the filming location at all times.

 

If the production company is in violation of any filming permit conditions, the auditing supervisor shall:

  • Advise the person in charge of the filming location that the violation(s) must be corrected immediately;

  • Ensure that filming ceases until violations (e.g., no filming permit, potential safety hazards) are corrected and documented on the audit. Filming may resume once the violation(s) is corrected;

  • If sworn and/or retired officers are employed at the filming location and are present, include the officer’s name(s), serial number(s), and a telephone number where he/she may be contacted regarding the audit;

  • If the person in charge refuses or cannot correct the violation(s), order the film crew to immediately remove all filming equipment from the location;

  • Contact Special Events Permit Unit (SEPU), Emergency Services Division (ESD), and advise personnel that the film company has been ordered to stop filming. SEPU personnel will respond to the filming location upon request. If ESD is closed, ESD personnel may be contacted via the Department Command Post. The EIDC may also be contacted for advice;

  • If an active or retired officer does not meet the criteria listed on the audit, ensure the officer takes immediate action to correct any deficiencies. The audit shall list the officer’s name, serial number, and division of assignment for active officers; and name, serial number, home address and telephone/pager number for retired officers; and,

  • Forward the completed audit to the Area watch commander.

The Area watch commander shall:

  • Remain aware of filming locations within the Area, note any crowd or traffic problems, and require a supervisor to respond to any complaints of violations;

  • Ensure that a field supervisor is dispatched to conduct periodic audits, particularly when there is reasonable cause to believe there is a violation;

  • Ensure that the field supervisor has correctly noted any violations of filming permit rules and regulations, applicable LAMC sections, and Department policy, and that appropriate action has been taken;

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 permit. Active officers may also be subject to disciplinary action by the Department.

  • Review and approve the completed audit;

  • Make an entry in the Watch Commander’s Daily Report, Form 15.80.00, briefly explaining the outcome of the audit, and noting any violations observed and/or corrective action taken; and,

  • Attach the completed audit to the Watch Commander’s Daily Report and forward to the Area commanding officer.

Upon receiving an audit, the Area commanding officer shall review the completed audit, identify non-compliance with rules and regulations, and take appropriate action. The audit shall then be forwarded to ESD.

 

The Commanding Officer, Emergency Services Division, shall:

  • Ensure personnel from SEPU respond to the film location upon request by the auditing supervisor;

  • Receive all requests for filming permits within the City from the EIDC;

  • Approve or disapprove each permit submitted;

  • Identify filming locations that should be subject to an audit by Area supervisors;

  • If necessary, request an audit via an Intradepartmental Correspondence, Form 15.02.00, to the Area commanding officer in which the filming is to take place;

  • Maintain files on all completed audits;

  • Ensure the Department’s central repository of information regarding filming locations on public property is maintained;

  • Notify Personnel Group (PG) and obtain a tracking number for complaints involving retired LAPD officers at a filming location;

  • Complete an investigation and adjudicating the complaint with a recommended action, e.g., suspend, revoke or deny the Motion Picture/Television Filming Work Permit;

  • Forward a copy of the completed investigation, adjudication and recommended action to the Commanding Officer of PG; and,

  • Complete the investigation utilizing an Intradepartmental Correspondence, Form 15.02.00, and addressing the complaint in the following format:

    • Background;

    • Allegations;

    • Investigation/Findings; and,

    • Recommendation(s).

If a complaint investigation has already been completed because it involved both active and retired officers, ESD shall complete a synopsis of the investigation relating to the retired officer using the above format.

 

Note: When the Commanding Officer, ESD, identifies an issue(s) requiring further investigation, he/she shall confer with the active officer’s commanding officer to determine the appropriate investigative remedy. In the event an agreement cannot be reached, the Commanding Officer, Internal Affairs Group, shall make the determination.

 

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):

Safety Violations:

  • Serious (other than carcinogen). A violation which presents substantial probability that an employee will suffer death or serious physical harm.

  • Serious (carcinogen). A violation of any standard, order, or special order regarding the use of a carcinogen.

  • General. A violation which is specifically determined not to be of a serious nature but has a relationship to occupational safety and health of employees.

  • Regulatory. One that pertains to permits, posting, record keeping, or reporting requirements.

  • Imminent Hazard. Any conditions or practices in a place of employment which are such that a danger exists which could reasonably be expected to cause death or serious physical harm immediately or before the imminence of such danger can be eliminated. 

  • Hazard Correction. The elimination or control of a workplace hazard in accordance with the requirements of applicable Federal or State statutes, regulations, or standards.

  • First Aid. The one‑time treatment and follow‑up visit for the purpose of observation of a minor injury which does not ordinarily require medical care. 

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:

  • Fatalities, regardless of the time between the death, or the length of the illness; or,

  • Lost workday cases, other than fatalities, that result in lost workdays; or,

  • Nonfatal cases without lost workdays which result in transfer to another job or termination of employment; or,

  • Require medical treatment (other than first aid); or,

  • Involve loss of consciousness; or,

  • Restriction of work or motion;

  • Any diagnosed occupational illnesses which are reported to the employer but are not classified as fatalities or lost workday cases.

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:

  • The Department complies with the California Occupational Safety and Health Act of 1973;

  • All safety violations are corrected in accordance with the requirements of applicable Federal or State regulations or standards;

  • When a citation is issued by a State Compliance Safety Engineer or Industrial Hygienist, the Employer's Report of Corrected Conditions of Alleged Serious, General and Regulatory Violations, is completed and returned to the Division of Occupational Safety and Health, upon correction of the violation and a copy of the citation is forwarded to the City Personnel Department, Occupational Safety Office, Mail Stop 517;

  • When applicable, the citation is contested in 15 working days after receipt, following the Occupational Safety and Health Appeals Board procedures. Appeals shall be coordinated with the City Safety Administrator;

  • Employer's Report of Occupational Injury or Illness, State Form 5020, are examined and marked recordable, or non-recordable, and appropriate copies are returned to the commanding officer of the work location or origin;

  • A chronological file of all recordable State Forms 5020 is maintained within the Medical Liaison Section. These forms shall be retained for five years following the year to which they relate.

  • An accident prevention program is being maintained in all Department facilities;

  • The completed annual summaries of occupational Injuries and Illnesses for each work location, Cal/OSHA Form 200, are collected for the Department for each calendar year;

  • An Occupational Injuries and Illnesses Survey Form, Cal/OSHA No. 200, is completed upon receipt in accordance with the instructions contained there in, and returned in accordance with the aforementioned instructions;

  • An officer under his or her command is immediately dispatched to any location when any of the following is occupational related:

    • An employee is killed or critically injured.

    • Five or more employees are seriously injured at the same time.

    • An alleged imminent hazard is reported.

  • A roster of Medical Liaison Section personnel to be notified during other than normal business hours is submitted to Detective Support and Vice Division; and,

  • The Police Facilities Unit, Facilities Management Division, is notified regarding any alterations or improvements deemed necessary by Cal/OSHA.

275.30 SUPERVISORY RESPONSIBILITY. Each commanding officer or officer in charge of a work location shall ensure that:

  • City of Los Angeles notices regarding "Treatment and Reporting of On‑Duty Injuries to Sworn and Civilian Employees" are posted at all times on official bulletin boards or in prominent location for all employees to view;

  • The Log of Occupational Injuries and Illnesses, Cal/OSHA Form 200, and related Employer's Report of Occupational Injury or Illness, State Form 5020, are maintained at the work location;

  • The Summary of Occupational Injuries and Illnesses, Cal/OSHA Form 200, is compiled, certified, and posted for all employees to view from February 1 to March 1 of each year; and,

  • A completed copy of Cal/OSHA Form 200 is forwarded to the Medical Liaison Section, Personnel Division, no later than February 1 of each year.

When supervisors are notified that a safety violation exists, they shall:

  • Immediately correct the hazard, if practicable;

  • During normal business hours, contact the Safety Unit, Medical Liaison Section. When the notification is received during other than normal business hours, the supervisor shall take any possible action to prevent an injury and notify the Safety Unit as soon as practicable during normal business hours; and,

  • Submit an Employee's Report, Form 15.07.00, to the commanding officer prior to end of watch. The Form 15.07.00 shall indicate the nature of the hazard and list the corrective action taken or any requests made for corrective action. The commanding officer shall review and forward a copy of the Employee's Report to the Commanding Officer, Personnel Division, within one working day.

When a supervisor becomes aware that an imminent hazard exists at any Department facility, the supervisor shall:

  • Cause all personnel who may be threatened by the imminent hazard to leave the affected area. Take all practicable corrective measures;

  • Allow no one, other than repair personnel, to enter the area of the hazard;

  • During normal working hours notify the Safety Unit, Medical Liaison Section, Personnel Division. When that unit is closed, notify the City Safety Administrator, Occupational Safety Office, Personnel Department, via the City Hall telephone operator supervisor, and notify the Safety Unit, Medical Liaison Section, Personnel Division, as soon as practicable during normal business hours; and,

  • Submit a Form 15.07.00, to the commanding officer prior to end of watch. The commanding officer shall review and forward a copy of the Form 15.07.00 to the Commanding Officer, Personnel Division, within one working day.

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:

  • Notify the Personnel Department Occupational Safety Office immediately and a Safety Engineer or Industrial Hygienist will be dispatched to accompany the Cal/OSHA representative on an inspection and to assist a supervisor during a closing conference;

Note: The inspection shall be delayed pending the notification and arrival of personnel from the Medical Liaison Section and Occupational Safety Office.

  • During normal business hours, notify the Safety Unit, Medical Liaison Section, immediately. When the inspection commences during other than normal business hours, contact the Administrative Information Unit, Detective Support and Vice Division, who shall notify an on‑call officer from the Medical Liaison Section;

  • Provide free access to any premises and Cal/OSHA records related to the inspection, after the arrival of personnel from Medical Liaison and Occupational Health and Safety; and,

Note: Any confidential Department reports, papers, photographs, etc., shall be removed or secured prior to the inspection.

  • Invite an employee representative to accompany the State representative and you during the inspection, throughout which employees may be interviewed, photographs may be taken, tests may be made, and environmental samples may be taken. Take notes and be prepared to discuss the Cal/OSHA representatives findings during the closing conference.

When a citation is issued by the Cal/OSHA alleging a safety violation, the supervisor of the concerned location shall:

  • Immediately correct the alleged hazard, if practicable; and,

  • Submit a Form 15.07.00 indicating the results of the Cal/OSHA representative inspection to the concerned commanding officer prior to end of watch. The commanding officer shall review and forward a copy of the Form 15.07.00 to the Commanding Officer, Personnel Division, within one working day.

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:

  • Immediately correct the alleged hazard, if practicable;

  • Indicate corrective measures taken in the "Supervisors Reply," section of the Deficiency Report;

  • Submit the completed Form PDESVll to his/her commanding officer for review;

  • Ensure that the green copy of the Form PDESVll is forwarded to the Medical Liaison Section, Personnel Division, within one day after it is reviewed by the commanding officer; and,

  • File the pink copy of the Form PDESVll at the work location.

275.40 FIELD OFFICER RESPONSIBILITY - TELEPHONIC NOTIFICATION. An officer who responds to the scene of an occupationally related death or serious injury shall immediately notify the Administrative Information Unit, Detective Support and Vice Division who shall immediately notify the California Division of Occupational Safety and Health.

 

When a Department employee is killed or seriously injured in the line of duty:

  • During normal business hours, the Medical Liaison Section shall be immediately notified and shall immediately notify the California Division of Occupational Safety and Health; and,

  • During other than normal business hours, the Administrative Unit, Detective Support and Vice Division, shall be immediately notified and shall immediately notify the on‑call officer from the Medical Liaison Section.

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.

 

278. MENTAL EVALUATION MANUAL.

 

278.10 MENTAL EVALUATION MANUAL. The Mental Evaluation Manual of the Los Angeles Police Department shall be maintained, amended, and distributed by Detective Support and Vice Division.

 

Area/Division Commanding Officer-Responsibility. Area/division commanding officers shall be responsible for:

  • The care and maintenance of all copies of the Mental Evaluation Manual assigned to their Area/division; and,

  • Ensuring that their personnel are familiar with the contents of the Mental Evaluation Manual.

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 (DSVD) - Responsibility. The Commanding Officer, Detective Support and Vice Division 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:

  • Maintain the the Police Administration Building disaster plan and conduct the duties of the BEC Program applicable to the Police Administration Building;

Officer in Charge, Emergency Operations Section, - Responsibility. The Officer in Charge, Emergency Operations Section, shall be responsible for overall coordination of the Department's BEC Program. The Officer in Charge, EOS, shall:

  • Review facility disaster plans submitted by Department BEC's and FEC's Department wide;

  • Ensure that annual audits of all facility disaster plans are conducted to ensure that plans are complete and accurate;

  • Maintain an up‑to‑date list of all BEC/FEC and Floor Warden assignments Departmentwide;

  • Ensure that BEC/FEC and Floor Warden assignment lists are forwarded to the Emergency Planning Unit, Department of General Services (DGS), in January of each year for scheduling of annual training;

Note: Changes in BEC/FEC or Floor Warden assignments shall be forwarded to DGS immediately upon receipt.

  • Cause audits to be conducted to ensure that annual training and fire drills required under the City's BEC Program are being conducted;

  • Review Fire Drill Reports and occupant training rosters received from BEC's and FEC's and forward them to the Emergency Planning Unit, DGS; and,

  • Ensure that new and leased space facilities have a BEC or FEC assigned when the facilities are occupied.

Responsibility of Building Emergency Coordinators and Floor Emergency Coordinators. Building Emergency Coordinators and Floor Emergency Coordinators (FEC) shall:

  • Maintain the facility disaster plan and the City's Emergency Procedures Manual in a readily accessible location within the facility;

  • Ensure that all personnel within the facility are aware of the procedures contained in the disaster plan;

  • Ensure that the "Occupant Instructions" portion of the City's Emergency Procedures Manual is posted on the facility's Official Bulletin Board;

  • Ensure that all personnel within the facility receive training on the "Occupant Instructions" annually;

  • Ensure that the disaster plan is updated as needed and forwarded to EOS for review and approval;

  • Perform BEC/FEC duties as described in the City's Emergency Procedures Manual;

  • Designate Floor Wardens and other Program positions, as needed;

  • Forward a list of BEC/FEC and Floor Warden assignments through channels to EOS during December of each year;

Note: Annual training is required for all BECs, FECs, and Floor Wardens regardless of whether or not they have previously attended the training.

  • Immediately notify EOS in writing, of any changes in BEC/FEC or Floor Warden assignments during the year;

  • Ensure that personnel assigned to positions under the BEC Program are familiar with their duties; and,

  • Conduct a fire drill each year in accordance with the provisions of the City's Emergency Procedures Manual, and forward the Fire Drill Report through channels to EOS.

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:

  • Initiate, negotiate, re-negotiate, and write all outside agency agreements under their command;

  • Forward copies of completed agreements through the chain of command to the Commanding Officer, Planning and Research Division, for review and coordination of Chief of Police approval and signature; and,

  • Forward completed and signed agreements to Planning and Research Division.

280.30 COMMANDING OFFICER, PLANNING AND RESEARCH DIVISION, RESPONSIBILITY. The Commanding Officer, Planning and Research Division, shall provide advice on the negotiation and completion of agreements and coordinate Chief of Police approval and signature on all agreements.

 

280.40 PLANNING AND RESEARCH DIVISION’S RESPONSIBILITY. Planning and Research Division shall:

  • Coordinate assignment of request for formal agreements received from outside agencies;

  • Provide exemplars of previously approved agreements to negotiators upon request;

  • Maintain a repository of all approved agreements;

  • Track expiration dates of agreements; and,

  • Notify the appropriate staff or command officer when an expiration date is approaching.

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:

  • The unit’s specific mission;

  • Number of employees needed by specific rank and paygrade;

  • Method of personnel selection;

  • Method of deployment (e.g., uniformed or plain clothes, hours, and days of the week); and,

  • Duration the unit will be needed.

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:

  • Contractual services, including lease items;

  • Travel and Training Expense;

  • Any operating budget item not included in the definition of equipment; and,

  • Office Supplies.

Equipment requests are those made for any article in the following categories which are capable of sustained use over a significant period of time:

  • A complete vehicle, chassis or body;

  • Any item of electronic communications equipment for stationary or vehicular use;

  • Any item of electric or electronic office equipment valued over $5,000;

  • Any item of office furniture costing more than $5,000; and,

  • Any item or shop tool used for the purpose of automotive or machinery repair (not including repair parts or field tools), or any other operating equipment item costing more than $100.00.

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:

  • Request for approval to establish a checking account;

  • Source of funds;

  • Intended use of funds; and,

  • Anticipated yearly deposits.

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:

  • Review the request;

  • Determine if the account is subject to the City's financial controls;

  • If yes, establish a new account with the City contracted bank; and,

  • If not, advise the requesting entity of the appropriate means to handle the monies.

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:

  • The reason a deviation is necessary;

  • The proposed committee membership;

  • A request for approval; and,

  • Signature blocks for each level in the chain of command, including a signature block for the Commanding Officer, Administrative Services Bureau.

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:

  • Maintain a double‑entry journal listing receipts on the left page and disbursements on the right page. (Royal Vernon Line, No. 2176, or its equivalent, shall be used.)

  • Record each transaction in the journal listing the date, check number when applicable, source or purpose, and the amount received or expended;

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.

  • Deposit all currency and checks in a checking account, a federally insured savings account, or the Los Angeles Police Credit Union in the name of the fund;

Exception: A petty cash fund, not to exceed one hundred dollars, may be kept in a safe place within the station.

  • Sign all checks drawn on the checking account and have them countersigned by the chairperson of the fund committee or his/her designated alternate;

  • Obtain authorization from the fund committee for all disbursements; however, the fund committee may authorize routine disbursements from the petty cash fund without prior approval;

  • Account for each disbursement with an itemized receipt, invoice, or voucher, and maintain a file of these documents for one year;

  • Make disbursements of less than ten dollars, including tax, from the petty cash fund. Disbursement of ten dollars or more shall be made by check when the fund has a checking account; Expenditures from petty cash shall be accounted for with receipts, invoices, or vouchers;

  • Replenish the petty cash by means of a check drawn on the fund account;

  • Reconcile the fund journal with the fund bank account and petty cash each month and report any discrepancies to the fund committee chairperson; and,

  • Complete a Receipts and Disbursements Report, Form 15.47.00, at the end of each month and forward one copy of the report to the Chief Accounting Employee, where it will be checked for accuracy and proper accounting procedures. One copy of this report shall be posted in a conspicuous space for review by the members of the fund.

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:

  • Itemize the donation, including item description, make, model, serial number, quantity and value, and estimates of continuing costs for supplies, service charges or fees, and maintenance of operation, as applicable;

  • When applicable, document the inspection and written approval from Information Technology Division to accept computer equipment and accessories, from Motor Transport Division for vehicles. Other approvals may be required for specialized items;

  • Fully identify the donor, reason for the donation and indicate whether the donation was solicited by or on behalf of the Department, its employees or their families, or whether the donor sought out the Department to make the donation. Attach the incoming letter written by the donor or, in absence of such a letter, the outgoing letter of acknowledgement;

  • Document that in soliciting and/or accepting the donation, no expressed or implied commitment or promise was made to the donor or representatives of the donor; that the donor will not receive any tax advantage, preferential treatment, endorsement, or recommendation; and, that the donor is not allowed the use of any LAPD patent; and,

  • Identify the complete details and anticipated source of funding, if a donation requires support such as monthly service fees, lease or rental charges, supplies, telephone lines, cabling, or non-City standard equipment maintenance or installation.

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:

  • Determine if the donation requires acceptance via the Department Trust Fund;

  • Determine if approval is needed beyond the Department (Police Commission, City Council, etc.);

  • If needed, prepare additional documentation and obtain approval;

  • If no further approval is needed, approve or disapprove the donation;

  • Report the decision or status to the requesting commanding officer within ten working days;

  • Maintain necessary databases and tracking mechanisms of all Department donations (including those in ongoing support of initial donations);

  • Report to the Chief of Police the number, type and status of donation acceptance requests received on a quarterly basis; and,

  • Ensure expenditure of funds is in compliance with the conditions of the donation.

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 PRISONERS' WELFARE FUND. The Prisoners' Welfare Fund shall consist of all non-budgetary money received by Jail Division intended for the welfare of prisoners.

 

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 (C/O’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 C/O 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:

  • Submit the completed Expenditure of Secret Service Funds form and the Detective Activity Log (DAL)  to the concerned officer’s supervisor no later than the end of watch of the following work day;

  • Review the Expenditure of Secret Service Funds form and all related reports for accuracy and then forward the signed/approved form to the next level of supervision; and,

  • Maintain a Monthly Report of Secret Service Money, Form 15.37.00, for issued or expended Secret Service Funds.

Note:  The bound Monthly Report of Secret Service Money shall include the following:

  • Date, time, and location of Secret Service Fund  expenditure;

  • Amount;

  • Type of expenditure or transfer of funds;

  • Signature, printed name, and serial number of officer receiving and officer disbursing;

  • A running balance of funds;

  • Control numbers that correspond with the edits; and,

  • Dates of reconciliation.

AREA/DIVISION SECRET SERVICE FUNDS COORDINATOR’S RESPONSIBILITIES.  The Area/division Secret Service Funds Coordinator shall:

  • Monitor that funds shall only be expended when necessary and in furtherance of criminal investigations that fall within the area of responsibility of the C/O;

  • Dispense Secret Service Funds to the Area NEDs, vice units, and other details as needed; and,

  • Reconcile the Area vice and narcotics expenditures on the monthly Area report and submit it to the Bureau Secret Service Funds Coordinator by the third working day of the calendar month following the month reported.

BUREAU SECRET SERVICE FUNDS COORDINATOR’S RESPONSIBILITIES.  The Bureau Secret Service Funds Coordinator shall:

  • Conduct periodic audits of the Monthly Report of Secret Service Money and the Expenditure of Secret Service Funds;

  • Maintain the Bureau Monthly Report of Secret Service Money and forward it to Fiscal Operations Division; and,

  •  Review the monthly report submitted by the Area/division Secret Service Funds Coordinator.

 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:

  • To supplement the income of any Department employee;

  • To procure any fixtures, equipment, or supplies for the general use of the Department; or,

  • To employ any personnel from established civil service classifications.

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:

  • The funds shall be expended only when necessary in the furtherance of criminal investigations that fall within the area of responsibility of the commanding officers.

Note: Officers may use their own money for investigations, subject to reimbursement by an assigned supervisor. When it is known in advance of an operation that a specific expenditure will be required, the Officer in Charge may provide Secret Service funds.

  • After an expenditure, the officer shall submit an Expenditure of Secret Service Funds, Form 15.37.01, to his or her supervisor for approval and reimbursement no later than the following workday.

Note: Expenditures over $250 for narcotics investigations, $50 or more for vice investigations, and $150 or more for vehicle rentals require approval of the commanding officer prior to the expenditure.

 

Exception: Entities may submit a request through channels to the Chief of Police for approval of higher routine expenditure limits when specific, ongoing operational needs are identified.

 

Obtaining Additional Funds. Additional funds may be provided when the following conditions exist:

  • When Secret Service funds have been depleted by necessary expenditures;

  • When a specific investigation requires an inordinate amount of funds; or,

  • When an immediate investigation is essential.

Entities needing additional monies shall first contact their bureau for any reserve funds. If reserve funds are not available, the requestor shall:

  • Complete an Intradepartmental Correspondence, Form 15.02.00, from the commanding officer to the Special Assistant for Constitutional Policing (SACP) , which describes in detail the purpose and need for the additional funds.  The 15.02.00 shall include the following:

    • A signature block for the Director, Office of Operations (OO), if the entity requesting the additional funds falls under the chain of command of OO;

    • A signature block for the Director, Office of Special Operations (OSO), if the entity requesting the additional funds falls under the chain of command of OSO; and,

    • A signature block for the Commanding Officer, Professional Standards Bureau (PSB), if the entity requesting the additional funds falls under the chain of command of PSB.  All other entities shall include their bureau commanding officer’s signature block.

  • Ensure that the Form 15.02.00 includes a signature block for the SACP, as well as any special circumstances pertaining to the investigation (e.g., the possibility and manner of reimbursement).  Confidential information that would compromise the investigation shall not be included in the request.

Note: If appropriate, a fact sheet may accompany the Form 15.02.00.

 

Upon completion of the Form 15.02.00 by the requesting commanding officer, the Form shall be distributed as follows:

  • Submit the Form 15.02.00 to the appropriate bureau commanding officer for review;

  • After review and approval, the bureau commanding officer shall forward the Form 15.02.00 to the Director, OO, the Director, OSO; or to the Commanding Officer, PSB – whichever entity is applicable;

  • After review and approval, the Director, OO, the Director, OSO; or the Commanding Officer, PSB, shall forward the request to the SACP; and,

  • The Special Assistant for Constitutional Policing will conduct the final review of the request and if approved, additional funds will be made available from the Office of the Chief of Police Reserve Fund. 

Recovery of Secret Service Funds. In order to protect the integrity of the Department and the credibility of involved officers, the following procedures have been established for recovering Secret Service funds.

  • The Arrest Report, Form 05.02.00, shall list in detail all monies expended and the disposition of the money involved;

  • Money shall be recovered only when it can be identified by serial numbers or other markings; and,

  • Other operating expenses incurred in the investigation shall not be taken from the person arrested.

Note: When winnings have been received in bookmaking investigations, the original bet shall be taken from the winnings, returned to the Secret Service Fund, and the remainder booked as evidence.

 

Exception: Entities may submit a request through channels to the Chief of Police for approval of higher routine expenditure limits when specific, ongoing operational needs are identified.

 

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:

  • Date (and time and location if Area Secret Service Fund expenditure);

  • Amount;

  • Type expenditure of transfer of funds;

  • Signature of officer receiving;

  • Signature of officer disbursing; and,

  • A running balance of funds.

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 CAL WRAP funds are received from the bureau or the OCOP, even if there are no expenditures; and,

  • Each month a balance of funds exists; that is, if a balance of money appears at the end of one month's report, a report is required for the following month.

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:

  • All CAL WRAP cases listed on the report shall be identified by case number; and,

  • Any unused funds returned to the OCOP or bureau shall be listed in the "Transferred Out" section.

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:

  • A witness or family member has been threatened, or an actual threat to the safety of a witness or family member exists;

  • Criminal charges have been filed, or there is a strong likelihood charges will be filed by the District Attorney’s (DA's) Office against a defendant; and,

  • The witness will be called or has been called to testify against the defendant.

Disbursement. The Special Assistant for Constitutional Policing 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:

  • Complete a DA’s CAL WRAP request;

  • Contact the DA’s Office for approval;

  • Submit the request to the I/O supervisor;

  • Hand-carry the CAL WRAP forms, with the case number, to the respective BDC for review and approval;

  • Ensure that a detective supervisor is present when CAL WRAP cash money is provided to witnesses;

  • Submit all original receipts and documents to the BDC within 30 calendar days; and,

  • Extensions beyond 30 calendar days may be granted based on approval by the concerned bureau commanding officer.

Note:  Investigating officers shall not pick up reimbursement checks from the DA’s Office.

An investigating officer having a need to relocate an endangered witness or family member during non-business hours shall: 

  • Contact the Real-Time Analysis and Critical Response Division with the approval of his/her immediate supervisor;
  • On the next workday, bring a copy of the Request for Immediate Disbursement of California Witness Relocation and Assistance Program Funds form to their BDC; and,
  • Submit receipts and money to the concerned BDC the following day.

 

Unit OIC/Supervisor's Responsibilities. The unit OIC/supervisor, upon receipt of a DA's CAL WRAP request, shall:

  • Review the request for completeness and accuracy;

  • Determine if the criteria for obtaining funds are met; and,

  • Forward it to the commanding officer for approval.

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:

  • A secure location is established for control of the funds;

  • Proper accounting procedures are followed, including the completion of the Monthly Report of Secret Service Money, Form 15.37.00; and,

  • Personnel are properly trained in CAL WRAP Program procedures.

The commanding officer, upon receipt of a DA's CAL WRAP request, shall:

  • Review the request and determine if the criteria for obtaining funds are met;

  • If approval is granted, make an approval notation on the request and forward it to the DA's Office for approval;

  • After obtaining approval from the DA, contact the bureau to determine if there is sufficient bureau Secret Service Funds to fulfill the request. If so, the commanding officer shall forward the request to the bureau for disbursement of funds; and,

  • If the bureau does not have sufficient funds, cause the request to be forwarded to the Commanding Officer, Fiscal Operations Division (FOD). The commanding officer shall also cause a copy of the request to be forwarded to the bureau with the words "NOTIFICATION ONLY" printed in red across the top.

The commanding officer, upon receipt and expenditure of Secret Service Funds, shall:

  • Retain a copy of the completed DA's CAL WRAP request form, an itemized list of expenditures, and all related receipts for the file;

  • Forward the originals of the above listed documents to the DA's Accountant, Room 54037, Hall of Records, 320 West Temple Street, Los Angeles, California 90012;

Note: Only expenditures substantiated by receipts will be reimbursed.

  • Cause the Secret Service Fund transaction to be recorded in the appropriate Secret Service Ledger, and,

Note: The transaction shall not be recorded in the bureau Secret Service Ledger if the funds are received from FOD.

  • Upon receiving the reimbursement from the DA's Office, immediately return the funds to the appropriate Secret Service Fund. If funds were obtained from FOD, a telephonic notification of the reimbursement shall be made to the concerned bureau; and,

  • Extensions beyond 30 calendar days may be granted based on approval by the concerned bureau commanding officer.

Bureau Commanding Officer's Responsibilities. The bureau commanding officer, upon receipt of a DA's CAL WRAP request, shall:

  • Review the request and determine if the DA's Office approved the request; and,

  • Disburse the funds if the balance of the bureau Secret Service Fund will cover the request.

Bureau Detective Coordinator’s Responsibilities.  The Bureau Detective Coordinator shall: 

  • Hand-carry the CAL WRAP forms, with the case number to FOD;
  • Deposit the check into the bureau’s CAL WRAP account and disburse funds to the I/O as necessary;
  • Give a check made payable to the I/O or the party involved in the witness relocation;
  • Retain a copy of all CAL WRAP documents and forward originals to the DA’s Office;
  • Pick up the CAL WRAP reimbursement checks from the DA’s Office; and,
  • Oversee witness relocation activities.

 

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:

  • Immediately notify his/her commanding officer or immediate supervisor; and,

  • If the officer chooses to relocate, request relocation reimbursement on an Employee’s Report, Form 15.07.00, and submit it to his/her commanding officer.

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:

  • Review the officer’s Employee’s Report; and,

  • Forward Intradepartmental Correspondence, Form 15.02.00, (also a confidential document), to the Director, Office of Operations, via the chain of command, requesting approval for reimbursement of relocation expenses with the Employee’s Report attached.

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:

  • Verify from the appropriate entity, usually Robbery-Homicide Division, the circumstances of the threat against the employee and determine if the officer is the subject of a credible threat;

  • Forward all reimbursement related documents to FOD;

  • Ensure that FOD has reviewed and approved the amount to be reimbursed prior to the final approval for reimbursement;

  • Either approve or disapprove the request for reimbursement of relocation expenses; and,

  • Notify the officer via the chain of command of the decision.

Fiscal Operations Division’s Responsibility. Fiscal Operations Division shall:

  • Review the request for payment of relocation expenses for conformance with Section 832.9 PC;

  • Liaison with the City Controller, if necessary, in determining if the recommended expenditure is legal and appropriate;

  • If approved, determine the amount to be reimbursed as governed by Section 832.9 PC; and,

  • If approved, arrange for the payment of the relocation expenses to the involved officer.

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:

  • The cost of repair of the property or tool;

  • The cost of replacement of the property or tool; and,

  • The market value of the property or tool immediately prior to loss or damage.

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:

  • For damage caused by the fault of the employee;

  • For tools lost by the fault of the employee;

  • For damage or loss of vehicles or jewelry (other than watches);

  • To the extent to which the employee may be entitled to reimbursement for other sources;

  • When the employee does not file his claim within the proper time period; and,

  • When the employee's claim is denied.

375.75 INITIATING AND PROCESSING CLAIMS.

 

Claimant's Responsibility. An employee claiming reimbursement for lost or damaged property or tools shall:

  • Submit the claim on a Claim for Reimbursement, Form General 139, in triplicate, through channels to the employee's commanding officer for verification;

Note: When the employee requesting reimbursement is a commanding officer or higher, the claim shall be submitted to the employee's immediate superior.

  • Submit such claim within five working days after the employee becomes aware, or should have been aware, of the damage or loss of the property or tool;

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.

  • Attach to the claim a copy of all documents which substantiate the claim, such as:

    • Receipts showing actual purchase price of items;

    • Estimates for repairs of replacement of items;

    • Receipts for repairs;

    • A detailed list of lost or stolen items; and,

    • Accident reports, arrest reports, and formal or informal incident reports.

Note: Presentation of claims should not be delayed beyond five working days merely because estimates for repairs of replacement have not been obtained.

  • Submit the damaged article, when practicable, with the claim. When the damaged article is not submitted, the reason shall be indicated on the claim; and,

  • Retain any article returned to the employee until a final determination is made on the claim.

Supervisor's Responsibility. A supervisor upon receiving a Claim for Reimbursement from an employee shall:

  • Ensure that the forms are properly filled out;

  • Complete Section V Supervisor's Investigation, and make an approval notation in the left margin adjacent to the signature line; and,

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.

  • Forward the completed forms, with the damaged article, when practicable, to the employee's commanding officer.

Commanding Officer's Responsibility. A commanding officer upon receiving Claim for Reimbursement, Form General 130, from an employee, shall:

  • Ensure that the circumstances of the loss or damage fall within the provisions of the ordinance;

  • Review Section V, Supervisor's Investigation, and sign on the "Supervisor's Signature" line;

  • Inspect the damaged article, when practicable, to ensure that the claim accurately describes the damage;

  • When deemed necessary, retain the damaged article pending a final determination of the claim; otherwise return the article to the claimant who shall retain the article until the claim is finalized;

  • Upon the request of the City Purchasing Agent, forward the damaged property to: City Purchasing Agent, 200 N. Main Street, Room 1430, by Department mail service ensuring the claimant's name, rank, serial number, division, and the date are marked on the outside of the package;

  • Forward an Intradepartmental Correspondence, Form 15.02.00, to the Commanding Officer, Administrative Services Bureau with the Claim for Reimbursement only when additional information is necessary to supplement the supervisor's investigation or property is being held as evidence or for investigation; and,

  • Cause firearms to be delivered to the Purchasing Agent by the claimant or at the direction of the commanding officer. A receipt shall be obtained from the Purchasing Agent accepting the firearm.

Commanding Officer, Administrative Services Bureau-Responsibility. The Commanding Officer, Administrative Services Bureau, upon receiving a Claim for Reimbursement, Form General 130, shall:

  • Ensure that all claims for reimbursement have been thoroughly investigated and that they fall within the provisions of the ordinance;

  • Complete Section VI, Endorsement by Department Head;

  • When the claim is denied, enter the reason for denial on all three copies of the form in the remarks section, return the property to the claimant's commanding officer, and distribute as follows:

  • Original-Returned to claimant;

  • Duplicate and supporting documents-File in Department's Personal Property Claim File;

  • Triplicate-Claimant's divisional personnel file;  and,

Note: The same distribution shall also be used when the claim is denied by the Purchasing Agent.

  • When the claim is approved forward the original and all copies of the claim with all supporting documents to Fiscal Operations Division.

Commanding Officer, Fiscal Operations Division-Responsibility. The Commanding Officer, Fiscal Operations Division, upon receiving an approved Claim for Reimbursement, Form General 130, shall:

  • Forward the original and duplicate copy of the claim with all supporting documents to the Purchasing Agent. The triplicate copy shall be retained pending final disposition of the claim;

  • When an approved claim is finalized, draw a demand on the fund established for reimbursement for lost or damaged property or tools; and,

  • Maintain a file of all approved and paid claims for a period of two years.

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

 

                                  

                                                      

Location

Replacement Obtained

Item

 Location

Replacement Obtained           

*Ammunition  Training Division
*Handcuffs  Training Division
*Service Weapon Training Division
*Baton  Supply Section
*Body Armor Supply Section
*Hobble Restraint Device    Supply Section

*Equipment Belt and Accessories

Supply Section
*Helmet (General Duty) Supply Section

*Large Chemical Irritant Control Device

Supply Section

* Reflective Safety Vest

Supply Section

               

 *  Specialized Safety Equipment. Safety equipment issued to employees upon transfer to certain specialized assignments.

 

Item Location Obtained

     *Helicopter flight suit, boots, helmet          

Authorized Vendor

     *Motorcycle boots, breeches, gloves, wind glasses      

Authorized Vendor

*Motorcycle Helmet  

Supply Section

     *Small Chemical Irritant Control Device

Supply Section

                                                       

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:

 

* Permanently City-Owned. 

 

                                                                                                        Item      

 Location    

Replacement Obtained

 * Badge

 Personnel Division
 * Buttons  Personnel Division
 * Cap Piece  Personnel Division
 * Identification Card  Personnel Division
 * Keys (999 gamewell) Personnel Division
 * Name Tag Authorized Vendor

* Rain boots, coat, hat (civilian)

Supply Section

 * Reflective Safety Vest

Supply Section

 

*  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.

 

Item

Length of  

City Ownership 

Location

Obtained

 *Books (Penal Code, First Aid, Street Guide, Training 

   Bulletins, Vehicle Code)

 One Year  

Training Division
 *Flashlight   One Year Training Division
 *Blouses (blue/white) One Year Authorized Vendor
 *Cap/Hat One Year Authorized Vendor
 *Rain boots, coat hat (sworn) One Year Authorized Vendor
 *Trousers (blue/khaki) One Year Authorized Vendor

 

Note:  The initial issuance of khaki uniforms is provided by the City for civilian employees upon assignment to jail or property duties.

 

 *Bag Equipment   (female Reserve Officer)

Five Years Training Division
 *Whistle Five Years Training Division

 

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:

  • Official Police Badge;

  • Service Weapon;

  • Cap Piece; and,

  • Call-box key.

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:

  • Complete a Retention of Badge Agreement;

  • Pay for the badge at Fiscal Operations Division (FOD) and obtain a receipt;

  • Pay the Los Angeles Police Revolver and Athletic Club (LAPRAAC) in advance for the cost of badge mounting and obtain a receipt; and,

  • Deliver copies of the receipts received from FOD and LAPRAAC to the Retirement Counseling Unit, Personnel Division.

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:

  • Ensure that officers purchasing revolvers are eligible to be issued unrestricted retirement identification cards;

  • Ensure that a Weapon Certificate authorizing sale of the service weapon to the retiring officer has been completed;

  • Ensure that a copy of the receipt for the purchase of the badge, cap piece, or call-box key has been received; and,

  • Coordinate the mounting of badges for retiring officers.

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:

  • Obtain a Requisition, Form 15.11.00, for the equipment from the commanding officer of the division requiring the equipment; and,

  • Present the Requisition to Supply Section.

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:

  • When the property is stolen or lost, complete the appropriate crime report or lost report, and an original and two copies of an Employee's Report, Form 15.07.00, requesting the replacement of the item;

  • When the property is damaged or worn to the extent that it is unserviceable, complete an original and two copies of an Employee's Report, Form 15.07.00, describing the circumstances of the damage or wear, requesting repair or replacement of the item, and stating whether the employee is entitled to reimbursement from any other source (such as personal insurance);

  • Submit the completed reports to their supervisor without unnecessary delay;

  • When immediate replacement of the item is necessary, obtain a supervisor's approval and proceed to the appropriate division to obtain a temporary replacement. Temporary replacement items available through Supply Section shall be issued only upon presentation of a completed Requisition, Form 15.11.00; and,

  • After review by the commanding officer, take the returned copy of the Employee's Report, Form 15.07.00, to the appropriate division and obtain the permanent item.

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:

  • Upon receipt of an Employee's Report, Form 15.07.00, and Requisition, Form 15.11.00, from the employee's commanding officer, Supply Section shall order the item. Supply Section shall advise the employee of the time and place for any necessary fitting; and,

  • Supply Section shall take delivery of the item from the vendor and notify the employee.

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:

  • Ensure that an Employee's Report, Form 15.07.00, is completed requesting replacement of the item;

  • Forward the completed Employee's Report and a copy of related reports to the employee's commanding officer; and,

  • When immediate replacement is necessary, direct the employee to obtain a temporary replacement at the appropriate division.

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:

  • Cause an investigation to be made into the circumstances of the incident to verify the information regarding the theft, loss, or damage;

  • When negligence is indicated, cause the appropriate disciplinary action to be initiated;

  • When the request is for repair or replacement of an item which has been damaged or worn, inspect the article to determine if repair or replacement is necessary;

  • Direct the officer requiring replacement of City-owned equipment to take the Form 15.07.00 to the appropriate division and obtain the item;

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.

  • Forward the findings of his or her investigation on an Intradepartmental Correspondence, Form 15.02.00, with the related documents to the employee's bureau commanding officer for administrative review; and,

Note: When investigations are conducted at the bureau level, the findings are to be forwarded to the Chief of Police for review.

  • Include in the Form 15.02.00 an explanation of any changes or additions to the original information presented by the claimant.

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:

  • Review the investigation of the circumstances regarding the request for repair or replacement of a City-owned equipment item;

  • Ensure the claim for reimbursement has been thoroughly investigated;

  • When it is determined that the damage or loss was the result of employee negligence, ensure the appropriate disciplinary action has been initiated; and,

  • Forward an informational copy of the Form 15.02.00, with the related documents, to the Commanding Officer, Administrative Services Bureau.

376.45 COMMANDING OFFICER, ADMINISTRATIVE SERVICES BUREAU - RESPONSIBILITY. 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 Departmentwide 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:

  • The supervisor approving a lost or stolen report shall cause a teletype, indicating the missing property (e.g., lost badge) and listing the owner's name, serial number, rank, and badge number to be transmitted to all Department facilities, "Attention: Lost/Stolen Department Identification Card/Badge."

  • Each Area headquarters team shall maintain a list of lost or stolen Department badges and identification cards. Prior to admittance to a Department facility, station security personnel may inspect any Department identification card displayed to verify the identity of the person. A badge or identification card may be checked against the list of lost or stolen badges and identification cards.

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.

 

380.10 REPORTING.

 

Employee-Responsibility. 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 Personal Expense Statement, Form General 16, to their supervisor for review within five working days following their return to duty. Employees shall also submit receipts to substantiate any expenditure of funds.

 

Exception: A Personal Expense Statement, Form General 16, is not required when funds are distributed directly to the employee from private sources, such as the Commission on Peace Officer Standards and Training (POST) or Parker Center Foundation.

 

Note: If funds are paid directly to the Department and then distributed to the employee, in whole or part a Form General 16 must be completed.

 

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 fees based upon the following transportation:

  • City vehicle-remit all witness and mileage fees, in addition to unused fees for per diem and parking; and,

  • Private vehicle-remit all witness fees, in addition to unused fees for per diem, mileage, and parking.

Note: Employees may contact the Department Chief Accountant, FOD, for further information regarding guidelines and form completion.

 

Supervisor-Responsibility. Supervisors shall immediately review, and upon approval, forward the Form General 16 to the employee's commanding officer.

 

Commanding Officer-Responsibility. Commanding officers shall review, an upon approval of documents submitted by an employee, forward the documents to FOD within 10 calendar days following the employee's return to duty.

 

Commanding Officer, Fiscal Operations Division-Responsibility. The Commanding Officer, FOD, shall review all documents submitted relative to the receipt/expenditure of funds, determine the amount of money (if any) an employee owes the City, and ensure collection of such monies.

 

Note: The Department's travel guidelines shall be used as the basis for reimbursement.

 

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), Internal Audits and Inspections 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:

  • Gang Impact Team (GIT);

  • Gang Enforcement Detail (GED);

  • Narcotic Enforcement Detail (NED) positions;

  • Community Law Enforcement and Recovery (CLEAR) Unit; or,

  • Gang and Narcotics Division (GND).  Any sworn personnel whose primary duty involves contact with or investigation of gang and/or narcotics.

Note: An assessment of units within GND which are subject to or exempt from the Confidential Financial Disclosure program will be provided on an annual basis to the Board of Police Commissioners or whenever there is a reorganization impacting GND.

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.

 

  • Officers will be required to fill out a new form every two years if they wish to remain assigned to a GIT, GED, CLEAR, NED, or applicable GND positions

Note: Gang Enforcement Detail officers requesting an extension for a fith year do not need to complete the forms..

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: 

  • Call the FDC and set an appointment for review of the forms;

  • Complete and return the forms to the FDC within ten calendar days of being selected and prior to assignment to a Financial Disclosure required unit;

  • Attend the FDC appointment and provide supporting documentation regarding assets, liabilities, and outside employment (only if there is a determination that the Confidential Financial disclosure form contained unexplained wealth);

  • Provide a self-generated credit report (Only if there is a determination that the Confidential Financial Disclosure form contained unexplained wealth) from a Department approved credit agency.  If a cost is incurred by the employee to obtain a credit report the Department shall pay that cost;

  • Cooperate with any official Department audit.  If selected for such an audit, the employee shall provide a self-generated credit report. The Department shall pay the cost of the credit report if any is incurred; and,

  • Retain all supporting documentation presented for review with the Financial Disclosure forms for two years or until they leave the assignment.

Financial Disclosure Coordinator ResponsibilitiesThe Financial Disclosure Coordinator shall:

  •  Review each Confidential Financial Disclosure Face Sheet and the Confidential Financial Disclosure Report to ensure completeness;

  • Review all supporting documentation submitted in accordance with Financial Disclosure Review/Audit Protocols;

  • Initial the corresponding box to verify that the documentation was provided and reviewed;

  • Sign and date the Confidential Financial Disclosure Face Sheet and the Confidential Financial Disclosure Report in the presence of the employee;

  •  Provide the employee an opportunity to respond in writing to any areas of concern; and,

  • Provide the employee with a copy of the Receipt for the Original Confidential Financial Disclosure Packet, Form 01.74.02.

The Commanding Officer, Internal Audits and Inspections Division, shall then review and approve the completed work.

The FDC will report all findings to the Special Assistant for Constitutional Policing (SACP) who will review and approve the completed forms.  The SACP will review the forms with the Chief of Police who will make a “final determination” to approve or deny the application.   Internal Audits and Inspections Division will be responsible for the audit of the Confidential Financial Disclosure Face Sheet and the Confidential Financial Disclosure Report.

Note: The SACP 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:

  • Has a public, municipal purpose, the aims of which are reasonably calculated to aid the Department in the attainment of its objectives;

  • Requires expenses for transportation to any location farther than one day's (8 hours) round-trip travel by automobile from this City; or,

  • Requires expenses for overnight lodging and meals.

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; and,

 

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 is defined as:

  • Not requiring prolonged absence (less than 24 hours travel time);

  • The point of destination is outside the Los Angeles County area; and,

  • It requires more than eight hours to complete a round trip to the point of destination from the employee's place of assignment.

Exception: Any Department employee or entity participating in any Department affiliated overnight activity involving any juvenile(s) shall comply with the Juvenile Division 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 Commanding Officer, Juvenile Division. The written request must include:

  • The purpose of the trip;

  • The identity of all participants including adults providing supervision;

  • The destination and method of travel in detail;

  • The source of funds and amount to be spent on the trip;

  • The accounting procedures; and,

  • Insurance guarantees.

390.17 TRAVEL AUTHORITY - REQUEST FORMAT. All requests for non-investigative travel, such as business meeting or convention, shall be submitted on an Intradepartmental Correspondence, Form 15.02.00, and shall include:

  • Name(s), serial number(s), and division(s) of assignment of traveling employee(s);

  • Dates and number of days involved;

  • Purpose of travel;

  • Destination;

  • Costs;

  • Mode of transportation to be used;

  • Authority financing the travel;

  • A statement that sufficient funds have been allocated for the travel;

  • A statement that the travel:

    • Has been budgeted by the Department; or,

    • Is being financed by another agency.

  • If another agency is financing the trip, a statement that the trip is in the best interest of the City.

Note: Requests for non-budgeted travel for business meetings and business trips shall include a statement that the trip is of benefit to the City.

 

All requests for investigative travel for business trips 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 are required to travel out of the City limits for training purposes or situations requiring an overnight stay, a travel authority request shall be completed and forwarded through the appropriate channels to the Office of the Chief of Police at least 30 days prior to the date of departure.

 

Exception: A travel authority is not required if an employee is traveling within the County, and has been assigned by a training order, and will not receive a reimbursement for expenses.

 

390.25 BUDGETED TRAVEL. Budgeted travel is travel for which City funds 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 (RTF). The Revolving Training Fund was created and established 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) has no control over this 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, and whether funding is available in accordance with City policy.  Policy requires that employees submit

        the Request for Travel Authority prior to attending the training. The Travel Authority shall be forwarded in the following order: the employee's commanding 

        officer, the bureau commanding officer, and the Commanding Officer, FOD; and,

 

Approval by the employee's commanding officer does not guarantee the requested training will be approved or that funding is available.

 

  • Training coordinators facilitating travel authority approval shall ensure that all training requests are approved and signed by their bureaus and received by TD at least 45 calendar days  prior to the start date of the travel.

 

Note: Commanding officers are requested to limit the number of employees attending a training course. A travel authority listing more than two employees will be denied unless there is a critical operational need to send more than two employees. The justification of that need must be stated on the travel request.

 

City General Fund (Rule 6 Travel). The City General Fund (Rule 6 Travel) is designated for unplanned urgent travel management. Employees are required to submit an Intradepartmental Correspondence, Form 15.02.00, addressed to the Commanding Officer, FOD, when requesting this type of travel. Due to the limited amount of monies available from this funding source, commanding officers shall ensure that prior approval is obtained from the Commanding Officer, FOD.

 

Note: Commanding officers are requested to limit the number of employees traveling. A travel authority listing more than two employees will be denied unless there is a critical operational need to send more than two employees. The justification of that need must be stated on the travel request.

 

Forfeited Assets Trust Fund Includes Supplemental Police Account (SPA) and Chief's Discretionary Fund Travel. This funding is set up for the eradication of street narcotics sales and gang-related narcotics activities in the City. 

 

Note: The Forfeited Assets Trust Fund includes SPA monies that can only be used for sworn personnel.Travel using SPA funds is limited to specific Department entities with travel funds allocated in the SPA accounts.

 

The Chief's Discretionary Fund Travel requires sworn employees 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.

 

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).

 

Note: Employees assigned to entities within the Chief of Staff, shall submit the Request for Investigative Travel, Form 15.70.00, through the employee’s commanding officer to the Chief of Staff. Upon approval, the Chief of Staff shall forward the request to FOD. Employees assigned to  Special Assistant for Constitutional Policing and Counter Terrorism and Special Operations Bureau shall submit their request through the employee’s commanding officer to the Office of the Chief of Police.

 

Requests for travel funds on a District Attorney's Authorization for out-of-state extradition shall be submitted to the officer's commanding officer for approval. The request shall then be forwarded directly to Fiscal Operations Division 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 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 days, personally furnish Accounting Section, FOD, with the information necessary for the Accounting Section to complete Form General 16, and the State of California Reimbursement Form.

 

Exception: Divisions conducting specialized investigations not funded by FOD administered accounts are not required to comply with the provisions of this section.

 

When approving requests, bureau commanding officers and their equivalents should use current Department expenditure rates as a general guideline. A copy of the current rates may be obtained by contacting the Accounting Section, FOD. 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 Fiscal Operations Division.

 

390.35 FOREIGN TRAVEL.

 

Investigating Officer-Responsibility. 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), Detective Support and Vice Division, prior to completing a Request for Investigative Travel, Form 15.70.00. The investigating officer shall be guided by the advice of the FPLU.

 

Note: Department personnel who anticipate traveling to a foreign country on personal business or leisure are also encouraged to contact the FPLU for information and advice.

 

Detective Support and Vice Division - Responsibility. Detective Support and Vice 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. The Foreign Advisory Travel Log shall include, but not be limited to, the following information:

  • The investigating officer's name, rank and serial number;

  • The name of the foreign country to which the officer is traveling; and,

  • The advice provided.

390.37 EMERGENCY INVESTIGATIVE TRAVEL FUND. The Emergency Investigative Travel Fund is administered under the control of the Commanding Officer, Detective Support and Vice Division (DSVD). The fund may be used when:

  • The travel would normally be funded from the Investigative Travel Account;

  • Fiscal Operations Division is closed and will not be open in time to obtain advanced funds prior to the detective's departure;

  • Immediate in-person investigation is essential and in the Department's best interest; and,

  • The use of the fund is approved by the commanding officer and a staff officer from the bureau to which the requesting detective is assigned. Approval of a staff officer from the Chief of Staff's office shall be required for personnel assigned to Major Crimes Division, Vice Division, and Internal Affairs Group.

Note: If no staff officer is available, the Department Commander, when deployed, shall be contacted through DSVD for approval.

 

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 DSVD. Upon returning from the trip, the detective shall pay to Fiscal Operations Division any unused portion of the money disbursed to him/her from the fund along with the appropriate receipts and expense reports (Manual Section 3/390.73).

 

Upon receiving an approved travel request, the Watch Commander, DSVD, shall review the request for completeness; verify the use of the fund with the staff officer approving, if necessary; disburse the necessary amount to the requesting 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 DSVD records; and ensure that, on the next business day, the travel request and original copy of the Receipt, Form General 30, are delivered to Fiscal Operations Division.

 

Note: The Commanding Officer, DSVD, shall ensure that proper records are maintained to account for fund activity. The records shall be retained for a minimum of one year.

 

The Commanding Officer, Fiscal Operations Division, shall ensure that the fund is reimbursed upon receipt of the travel request and Receipt, Form General 30.

 

390.41 NON-BUDGETED 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:

  • Conventions;

  • When practicable, requests shall be submitted 60 days prior to the date of departure. Such request require approval by the City Council and the Mayor;

  • The source of funds must be determined prior to submitting requests. Information on financing may be obtained telephonically form the Commanding Officer, Fiscal Operations Division;

  • Requests shall be accompanied by a request for Interim Travel Authority, Form General 110, prepared in quadruplicate;

  • Requests shall be forwarded to, and reviewed by, the Commanding Officer, Fiscal Operations Division, who shall prepare a Request for Adjustment of Appropriated Funds, Form General 105, to provide for either an appropriation, transfer, or reallocation of budgetary funds. The request and attached forms shall be returned to the requesting employee;

  • Requests and attached forms shall be forwarded by the requesting employee through channels to the Board of Police Commissioners for approval. Approved requests will be forwarded by the Board of Police Commissioners to the Mayor and City Council for approval;

Note: All non-budgeted convention travel must be approved by the City Council prior to the employee's departure.

  • Business Meetings or Business Trips;

  • When practicable, requests shall be submitted 30 days prior to the date of departure and forwarded through channels to the bureau to which the requesting employees area assigned;

  • The commanding officer of the bureau shall review requests and, upon approval, forward them to the Commanding Officer, Administrative Services Bureau;

  • The Commanding Officer, Administrative Services Bureau, shall review requests as to the availability of funds only, and forward the requests to the Chief of Police for approval; and,

  • One copy of all requests approved by the Chief of Police shall be forwarded to the Commanding Officer, Fiscal Operations Division.

390.49 TRAVEL REQUIRING NO EXPENDITURE OF CITY FUNDS. Requests for travel requiring no expenditure of City funds shall be submitted thirty days prior to the date of departure in accordance with 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 Office of the Chief of Police 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.

 

Note: The financing of such travel shall not create obligations, expressed or implied, between the City or the Department and the financing agency.

 

Travel in Connection with Management Development Programs. Requests for travel in connection with management development programs such as the FBI National Academy require the approval of the Chief of Police.

 

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 Office of the Chief of Police 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 Unit, Information Technology Bureau and forwarded through the requestor's chain of command to the Commanding Officer, Administrative Services Bureau for review. Requests will then be forwarded to the Office of the Chief of Police for approval.

 

Travel Reimbursed by the Commission on Peace Officer Standards and Training (POST). A request for travel that is reimbursable by the Commission on Peace Officer Standards and Training shall be forwarded on an Intradepartmental Correspondence, Form 15.02.00, from the requesting employee's commanding officer to the Commanding Officer, Training Division. Such requests shall be submitted 30 days prior (or as soon as the notice is received) to the date of departure, and must 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 Office of the Chief of Police.

 

Note: Failure to adhere to these procedures may result in a denial of the request or the Department's refusal to pay for a course which was attended without appropriate authorization.

 

390.57 DETERMINING MODE OF TRANSPORTATION. 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. 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.

 

Exception: Commercial airline normally shall not be used while transporting shackled prisoners, except by special arrangement with the airline.

 

Personal Automobile. Requests for the utilization of personal vehicles for travel assignments shall be submitted on a Form 15.02.00 and forwarded through channels to the Office of the Chief of Police for approval. Such requests shall be made only when prior permission for a leave enroute has been obtained, when no other mode of transportation is available or practical, or when in the best interest of the City. Any extenuating circumstances shall be thoroughly explained on the Form 15.02.00 to the Office of the Chief of Police.

The employee using a personal automobile shall be reimbursed if the following guidelines are followed:

  • At his own expense, obtain liability insurance covering the full use and operation of the personal vehicle. The limits on liability shall not be less than $25,000 in the case of injury or death of one person, and $50,000 in the case of injury to or death of more than one person, and in the case of property damage, not less than $5,000 in any one accident; and,

  • Submit the insurance policy to the operator's immediate commanding officer in the form of a Certificate of Insurance prior to departure.

Note: The guidelines are delineated from the City of Los Angeles Administrative Code, Section 4.232, Insurance Required.

 

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:

  • Obtain competent medical attention;

  • Notify his commanding officer as soon as practicable; and,

  • Notify the Medical Liaison Section, Personnel Division, or, when closed, the Administrative Unit, Detective Support and Vice Division, as soon as practicable.

Leave Enroute. An employee who, for personal reasons, desires an interruption of travel or deviation from the direct route shall adhere to the following procedures:

  • The leave enroute shall be included in the travel request for Department approval;

  • Per diem expenses shall not exceed those which would have been incurred during uninterrupted travel;

  • The leave enroute shall be at the employee's own expense;

  • The actual time involved in the leave enroute shall be off-duty time; and,

  • City vehicles shall not be used during a leave enroute.

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 City Administrative Officer and the City Controller’s Office. Employees spending travel funds shall be guided by the Travel and Revenue Section, Fiscal Operations Division (FOD), and Per Diem Guidelines available at FOD.

 

Reporting Expenses. An employee is responsible for providing a completed Personal Expense Statement, City Form General 16, approved by a supervisor, as specified in the Travel Per Diem Guidelines within ten calendar days after concluding a travel assignment:

Note: A Personal Expense Statement prepared by an employee of the rank of commander or below shall be signed by the employee's supervisor. A Personal Expense Statement prepared by a deputy chief or an assistant chief shall be signed by the Chief of Police. The Personal Expense Statement shall be supported by receipts for transportation, lodging and other miscellaneous expenditures. Receipts for meals are not necessary. The Personal Expense Statement approved by a supervisor, with receipts, shall be forwarded for reimbursement as follows:

  • Original copy with original signatures of the Personal Expense Statement shall be forwarded to the Travel Section, FOD;

  • Employees should make copies of all documents for their personal retention;

  • Employees who are returning from investigative or extradition-related travel shall submit their Personal Expense Statement information in accordance with Department Manual Section 3/390.33; and,

  • The Commanding Officer, FOD, shall be the approving authority for each Personal Expense Statement within the Department. The City Controller's Office has the final approval authority for each Personal Expense Statement.

Unused Travel Expenses. Unused travel funds shall be returned to the Principal Accountant, Fiscal Operations Division, by cash or check made payable to the City of Los Angeles, within 10 calendar days following completion of the employee's travel.

 

390.75 TRAVEL AWARDS. All travel awards accrued as a result of employment with the City and/or expenditure of City funds shall be forwarded to Fiscal Operations Division.

 

Employee-Responsibility. An employee who receives a travel award for traveling on City business and/or at City expense shall submit all such awards to the employee's commanding officer within five (5) working days of the employee's return from the activity.

 

Note: An employee on vacation or extended days off shall submit the travel awards within five (5) working days following the employee's return to duty.

 

Commanding Officer-Responsibility. Upon receipt of travel awards, the commanding officer shall:

  • Review the travel awards to ensure that all awards acquired by virtue of the employee's employment have been submitted; and,

  • Upon approval, forward the employee's travel awards to the Commanding Officer, Fiscal Operations Division.

Commanding Officer, Fiscal Operations Division-Responsibility. The Commanding Officer, Fiscal Operations Division, shall, after review, ensure that all travel awards are applied to future Department travel.

 

390.81 CONVENTION REPORTS. Employees who attend a convention and incurs travel costs (total cost to City) in excess of $100, or is absent for four or more working days while being shown for payroll purposes as being on regular duty shall prepare a Report on Convention Travel By City Representatives, Form General 155  within five (5) working days following their return to duty at their place of assignment. The employee shall forward the Form General 155 in triplicate and the original of the Personal Expense Statement, Form General 16, through channels to Administrative Services Bureau, for review and submission to the Office of the Chief of Police.

 

Note: A Form General 155, prepared by the Chief of Police shall be submitted directly to the Board of Police Commissioners.

 

390.89 TIMEKEEPING PROCEDURES FOR EMPLOYEES ON TRAVEL ASSIGNMENTS. Entries in the Deployment Planning System (DPS) for Department employees who are on travel assignments shall be shown as present and the notation, "Special Assignment" shall be placed in the space provided for notes (Manual Section 3/705.40).

 

Exception: Employees on travel assignments necessitating a transfer to Personnel Division shall be shown as on leave with pay.

 

RECORDS AND REPORTS

 

405. CONFIDENTIAL NATURE OF DEPARTMENT RECORDS, REPORTS, AND INFORMATION.  Back to the top

 

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.

Note: Photographs/imaging/recordings include, but are not limited to, imaging such as mug shots, in-car video footage, digital interviews, audio or video

recordings, etc.

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.

Note: Generally, the home address, telephone number, and other personal information concerning Department employees should not be released even to other Department employees.  It is recommended that the caller’s information be documented and the subject employee be contacted with the information.  If the requesting employee has an established need to know and right to know, and whose identity is verified by the watch commander, the subject employee need not be notified.  An employee’s home address, telephone number and other personal information may not be released to outside entities without the employee’s written consent, a court order, upon direction of the Chief of Police, Chief of Staff, Special Assistant for Constitutional Policing or approval from Legal Affairs Division.

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.

  • Department personnel should not release information if it is believed that it would jeopardize the investigation; jeopardize the successful prosecution of a criminal case; affect the outcome of a civil case involving the City of Los Angeles; or infringe upon the person's right to privacy;

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.

  • The home address of the victim of a crime will not be released to the public unless the home address is also the location of the crime. The name and home address of a witness to a crime will not be released to the public; and,

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.

  • The name and address of a confidential informant must not be released.

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:

  • The juvenile is alleged to have committed an offense as defined in Section 667.5(c) PC;

  • An arrest warrant for the juvenile has been issued, and he or she is not in custody;

  • The release of the information would assist in the apprehension of the juvenile or the protection of public safety; and,

  • There is no court order prohibiting the release of the information.

When a Juvenile is Arrested. Authorized employees may release the name and alleged offense of a juvenile in custody provided that:

  • The juvenile is 14 years of age or older;

  • The juvenile was arrested for any alleged felony as defined in Section 1192.7(c) of the Penal Code (PC);

  • Upon request by “interested persons”; and,

Note: “Interested persons” is defined as any agency involved in the criminal justice system (e.g., probation, counselors, prosecutors, and detention facilities).

  • There is no court order prohibiting the release of the information.

When a Juvenile is Convicted. Authorized employees may release the name of a convicted juvenile provided that:

  • The juvenile is 14 years or older;

  • The juvenile has been found guilty by the court of any felony described in WIC Section 707(b); and,

  • There is no court order prohibiting such release.

Note: Authorized personnel include the following:

  • Area commanding officers;

  • Area detective division watch commanders; and,

  • The commanding officer, specialized detective divisions, e.g., Robbery-Homicide Division,  Detective Support and Vice Division, Major Crimes Division, etc.

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:

  • Los Angeles County Children's Services Department (LACCSD);

  • Juvenile court personnel;

  • The juvenile who is the subject of the report(s);

  • The attorney for the juvenile;

  • Probation Department;

  • DPSS;

  • Department of Motor Vehicles where the law requires the release of such information relative to the offense that has been sustained or where licensing is involved; and,

  • Other persons who have been designated by court order of the judge of the juvenile court upon filing a petition therefore.

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:

  • Determine the identity and agency affiliation of the caller;

  • Determine what information the caller requires and the reason the information is being requested;

  • Verify the caller's identity whenever the caller is not personally known to the employee; and,

  • Determine the caller's right-to-know the requested information.

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:

  • The character or reputation of the accused person;

  • The existence or content of any confession or admission; the nature and content of statements made by the accused person; or the refusal or failure of the accused person to make any statement;

  • The results of any examination or test, or the accused person's refusal or failure to submit to an examination or test;

  • The credibility, identity, or testimony of a prospective witness;

  • The possibility of a plea of guilty to the offense charged or to a lesser offense;

  • Any opinion as to the accused person's guilt or innocence, the merits of the case or the evidence of the case; and,

  • The analysis and conclusions of an investigating officer regarding the officer's investigation.

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, R & I Division. All routine requests shall be submitted in writing to:

Los Angeles Police Department

P.O. Box 30158

Los Angeles, CA 90030

Attn:   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. R & I 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:

  • Adult arrestee's full name and current home address;

  • Physical description to include date of birth, color of eyes and hair, sex, height, and weight;

  • Date and time of booking and location booked;

  • Any outstanding warrants from other jurisdictions;

  • Amount of bail set;

  • Date, time, and location of arrest;

  • Type of crime and primary charge;

  • Supplemental charges; and,

  • Probable investigative unit.

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 Departmentwide 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:

  • Verify the officer's identification, their right-to-know and need-to-know.;

  • Review and approve or deny the completed Request/Release of Criminal Record Parole/Probation, Form 08.42.00; and,

  • Ensure that requested reports are faxed, mailed or E-mailed without delay to the officer at their appropriate California Department facility after completion and approval of the form.

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:

  • California Department of Justice Rap Sheets;

  • Any criminal history information received from the California Department of Justice via teletype (CLETS);

  • Department of Justice computerized criminal history system printouts;

  • FBI or other states' rap sheets;

  • Information maintained in the Department's alpha index criminal history card files; and,

  • Local criminal history information received via the Automated Index System.

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:

  • Mistaken identity has been clearly established; or,

  • No crime was found to have occurred.

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:

  • Confirm that an investigative determination of "factually innocent" was made. In the absence of a documented investigative determination, conduct an inquiry into the circumstances of the arrest. Unless that examination supports a determination of "factually innocent," the petition shall be denied;

  • If presented with circumstances which could indicate that a finding of "factually innocent" may be justified, contact the investigating unit if one has been assigned. Should it then be the investigating officer's conclusion that the individual arrested was "factually innocent," the investigator shall initiate a Form 05.10.00 or Form 03.14.00 as appropriate;

  • Submit the petition to the Commanding Officer, Detective Bureau, for a final determination when Records and Identification Division and the investigating officer do not agree on the investigative determination;

  • Obtain the concurrence of the responsible City or District Attorney when the Petition is approved;

  • Cause the removal of the arrest record from the regular Department files; and,

  • Provide the petitioner with a written declaration indicating that a finding of "factually innocent" was made and that the arrest record has been sealed pending destruction.

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.

  • Records and Identification Division and other organizational entities. All records concerning arrests of adults for violation of the following statutes must be destroyed in the manner prescribed by 11361.5 H&S, two years after the date of conviction, or, if there was no conviction, the date of arrest:

    • When arrested on or subsequent to January 1, 1976, for:

      • 11357(b) H&S-Possession-one ounce or less.

      • 11357(c) H&S-Possession-more than 1 ounce.

      • 11360(c) H&S-Furnishing or transporting, one ounce or less.

      • When arrested subsequent to June 30, 1977, for 11360(b) H&S Furnishing or transporting, one ounce or less.

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:

  • An incident involving the use of deadly force (e.g., discharge of a firearm) by a Department employee;

  • All uses of an upper body control hold by a Department employee, including the use of a modified carotid, full carotid or locked carotid hold;

  • All deaths while the arrestee or detainee is in the custodial care of the Department;

  • A use of force incident resulting in death;

  • A use of force incident resulting in an injury requiring hospitalization;

  • All head strikes with an impact weapon (e.g., baton, flashlight, etc.);

  • An incident in which a member of the public is bitten by a Department canine and hospitalization is required; and,

  • Incidents where the Department has agreed to conduct similar critical incident investigations for a non-Department entity, such as a Los Angeles Fire Department Arson Unit.

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:

  • Involved party or parties;

  • Parents or legal guardian of minor parties;

  • Persons injured in reported collisions;

  • Owners of vehicles or damaged property;

  • Persons or agencies who may incur civil liability; and,

  • An attorney or authorized representative of any of the above persons (Manual Section 3/410.20).

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:

  • Those persons having written permission to act in the behalf of properly interested persons (Manual Section 3/410.10);

  • Insurance companies with whom properly interested persons are insured; and,

  • Persons having written authorization to act in behalf of insurance companies with whom properly interested persons are insured.

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 City employee acting within the scope of his/her employment;

  • Property owned or maintained by the City; and,

  • City property or a City employee acting within the scope of his or her employment influencing the actions of an involved party.

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:

  • The name of the investigator to whom the information is to be released;

  • The traffic collision in which the vehicle or property was involved;

  • The identity of the vehicle or property; and,

  • The signature of the head of the concerned government agency or the person of record delegated the authority to sign such request.

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:

  • The name of the investigator to whom the information is to be released;

  • The traffic collision in which the veteran was involved;

  • The purpose for which the information is to be used;

  • The signature of the veteran, authorizing the Veterans Administration to obtain the information; and,

  • The signature of the head of the Veterans Administration or the person of record delegated the authority to sign such requests.

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:

  • Refer the individual to the front desk of the nearest SOI equipped Community Police Station.

Front Desk Employees' Responsibility. An Employee who receives a request from the public regarding sex offender information shall:

  • Request the applicant to provide a California driver's license or California identification card;

  • Confirm the applicant is a California state resident and is at least 18 years of age;

  • Ensure the Request to View Sexual Offender Identification Information, Form BCIA 4078, has been completed and signed by the applicant;

  • Complete the Request to View Sexual Offender Identification Information Log, Form 08.28.00;

  • Submit the completed Form BCIA 4078 to the Watch Commander for review and approval;

  • When Watch Commander approval has been obtained, direct the applicant to the SOI; and,

  • When requested, provide assistance to the applicant in obtaining information from the Sex Offender Index.

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:

  • Review the Form BCIA 4078 for completeness;

  • Ensure the applicant is a California resident at least 18 years of age;

  • Complete and sign the "Law Enforcement Use Only" section of the Form BCIA 4078;

  • Ensure the Form 08.28.00 has been completed and initialed after review;

  • After Form BCIA 4078 and Form 08.28.00 are reviewed and approved, direct the front desk employee to allow the applicant access to the SOI; and,

  • When disapproved, provide the applicant with the reason for denial.

Area Commanding Officers' Responsibility. The Area Commanding Officer shall be responsible for:

  • Ensuring that roll call training is provided to Department personnel on the use of the SOI;

  • Ensuring the SOI is properly maintained in the Area station and is available for public use on a twenty-four hour basis;

  • Ensuring that related forms are properly maintained for a period of five years from the request date and in accordance with Department record retention procedures; and,

  • Informing the Commanding Officer, Juvenile Division, Department Coordinator for Sexual Offender Criminal Information, of any special problems or situations arising from the use of the SOI.

Juvenile Division - Responsibility. The Commanding Officer, Juvenile Division, is designated the Department Coordinator for Sexual Offender Criminal Information and shall be responsible for:

  • Informing the Chief of Police of any special problems or situations arising from the use of the Sex Offender Index (SOI).

Information Technology Division - Responsibility. The Commanding Officer, Information Technology Division, shall be responsible for:

  • Installing the SOI equipment;

  • Coordinating the use of SOI within the Department;

  • Maintaining updated data on SOI;

  • Maintenance of the dedicated computers deployed at geographic Areas;

  • Creation and distribution of the SOI Instructional Guide to all Department commands using dedicated computers; and,

  • Revising the SOI Instructional Guide.

Area Detective Division - Major Assault Crimes (MAC) Coordinator - Responsibility. The MAC Coordinator shall be responsible for:

  • Maintaining a file of all completed BCIA 4078 forms, and Form 08.28.00, for a period of five years and in accordance with Department record retention procedures;

  • Prior to filing, review the Request to View Sexual Offender Identification Information, Form BCIA 4078, and the Request to View Sexual Offender Identification Information Log, Form 08.28.00, for completeness;

  • Provide roll call training to Department personnel on the use of the SOI;

  • Ensuring the SOI is properly maintained in the Area station lobby and is available for public use on a twenty-four hour basis;

  • Informing the commanding officer of any special problems or situations arising from the use of the SOI; and,

  • Ensuring that the SOI computer and screen are not relocated or moved from the location designated by ITD.

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 eliminated.

Note: The No Post category consists of registrant information that the Legislature determined not to post on the Megan’s Law Internet Website. The Excluded category consists of registrants who have successfully applied for exclusion from the Megan’s Law Website.

  • Megan’s Law Internet Website/Public. The general public can view sex offender information on the Website www.meganslaw.ca.gov in two categories only; Full Address and Zip Code Only; and,

  • Megan’s Law Internet Website/Law Enforcement. All four categories are visible to law enforcement on the law enforcement version of the Megan’s Law Website http://167.10.34.34/.

413.07 DISCLOSURE OF INFORMATION REGARDING SERIOUS REGISTERED SEX OFFENDERS AND “HIGH-RISK” SEX OFFENDERS.

 

Applicable Penal Code Sections.

  • Pursuant to Section 290(m)(1) PC: Certain information regarding serious registered sex offenders may be released to the public;

  • Pursuant to Section 290(n) PC: Certain information regarding "high-risk" sex offenders, as defined in Section 290 (n)(1)(A)(i-v) PC, and 290 (n)(1)(B)-(I) PC, may be disclosed to the public; and,

  • Pursuant to PC Section 290.45, certain information, in addition to the information on the Megan’s Law Website, may be disclosed to the public by law enforcement. Law enforcement may disclose the information on any category of sex registrant based on the agency’s assessment of the offender’s risk to the community, by whatever means the entity deems appropriate, when necessary to ensure the public safety.

     

    Note: The Section does not prohibit release of information on juvenile sex offenders. Care must be taken in following current procedures for release of information per Department policy, Department Manual Section 3/406.10, and the Welfare and Institutions Code (WIC).

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 Form.

Note: In cases of exigent circumstances, (i.e., field encounters such as traffic stops) approval may be obtained from the Area/division watch commander. Prior to disclosing information, advice should be sought from the appropriate Area or Bureau Registration Enforcement and Compliance Team (REACT).

Release of Information Regarding Sex Offenders. The release of sex offender information shall be decided after personnel assigned to an Area or Bureau REACT Unit have conducted an investigation and reasonably determined that a notification is necessary to protect the public

Note: The investigation should include examination of the current behavior of the offender as well as the severity of past crimes and the likelihood of the offender committing another crime. For example, disclosures could be considered in the following types of situations:

  • A convicted child molester is observed photographing children at a local park and asking them to accompany him back to his home; or,

  • A convicted rapist is reported as following female joggers.

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.

 

Note: A 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 Registry (CSAR).

Method of Release. The method(s) employed in the release of information must be reasonable, relating to both the threat posed by the sex offender and the likely proximity to potential victims. The disclosure may only be as broad as is necessary for the protection of the public. Offender information is documented on the Registered Sex Offender Advisory Form.

Disclaimers. Every disclosure, whether placed on the Department Website, verbally expressed in a field encounter, or documented on the Registered Sex Offender Advisory Form must state 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."

 

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 conducting a traffic stop discover, through a wanted persons/National Crime Information Center (NCIC) check, that the driver is a registered sex offender, previously convicted of forcible rape. Officers determine that the offender’s passenger is an adult female hitchhiker. Officers may make a disclosure to the passenger; or,

  • Officers respond to a disturbance call at a residence. The male at the location was ran for a wanted persons/NCIC check. The information returned and identified him as a registered sex offender convicted of child molestation. There are numerous neighborhood children at the residence, including the children of the offender’s girlfriend. Officers could make a notification of the offender’s sex registrant status to the parent/guardian(s) of the minor children.

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".

  • Obtain a Division of Records (DR) number from Area records personnel and forward a copy of the IR to the appropriate Area and to Robbery-Homicide Division, REACT Coordinator.

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 investigative steps that shall be completed prior to the release of information on any sex offender include:

  • Documentation on why the release is necessary to protect the public;

  • Document the scope of the disclosure and reasons for determining the area (i.e., ½ mile area of the offender’s home address and areas frequented by the offender, parks, schools, community centers, etc.); and,

  • Verification of the documented information included on the Registered Sex Offender Advisory Form.

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 offender for past crimes. All public notifications must comply with this intent.
 

Area Commanding Officer’s Responsibility. When an Area commanding officer (CO) becomes aware that sex offender information should be released to the public, the C/O shall:

  • Ensure that a REACT investigator conducts a follow-up investigation to determine whether or not the offender is a sex offender, living, working, or frequenting locations within the Area boundaries;

  • Determine if there is cause for the public release of information regarding that person;

  • Ensure the investigating officer completes the Registered Sex Offender Advisory Form if a public disclosure is initiated;

  • Ensure that the investigating officer coordinates the release of information and the distribution of the Registered Sex Offender Advisory Form, with appropriate Department entities (i.e., chain of command, Media Relations, etc.) and the public; and,

  • Ensure that records regarding the release of sex offender information are tracked, readily retrievable, and kept on file for five years.

413.10  VICTIM OF A CRIME REQUEST FOR CONFIDENTIALITY OF INFORMATION. Government Code Section 6254 provides that the court may order the victim of a sex crime or other non-sex crimes as defined in Government Code Section 6254 to be identified as either Jane or John Doe in all records and court proceedings, if the court finds that such an order is reasonably necessary to protect the privacy of the victim regarding the following Penal Code Sections:

 

 220  Assault with intent to commit mayhem, rape, sodomy, oral copulation
 261  Rape
 261.5  Unlawful sexual intercourse with a person under 18 years of age
 262  Rape of a spouse
 264  Rape of spouse; unlawful sexual intercourse
 264.1

 Rape or penetration of genital or anal openings by a foreign object, acting in concert by force or violence

 273a  Willful harm or injury to child; endangering person or health
 273d  Corporal punishment or injury of child
 273.5  Willful infliction of corporal injury
 286  Sodomy