CHAPTER: 018
TITLE: Time Sensitive Reports
EFFECTIVE DATE:
February 6, 2013
NO. PAGES: 8
REVISED/REVIEWED:
12-05-17
REFERENCE:
RESCINDS:
Sheriff of Monroe County
CHAPTER: 018 | TITLE: Time Sensitive Reports | |
EFFECTIVE DATE: February 6, 2013 | NO. PAGES: 8 | REVISED/REVIEWED: 12-05-17 |
REFERENCE: | RESCINDS: | |
Sheriff of Monroe County | ||
PURPOSE
The purpose of this General Order is to establish dates when specific time sensitive reports, analysis, inventories and inspections are due and assigns responsibility completion of said document to specific positions within the agency.
POLICY
It is the policy of the Sheriff’s Office that all analysis, reviews, reports, inspections, inventories, surveys and audits as required are complied, completed and disseminated according to a time schedule that ensures the information contained therein is of use for management decision making and strategic planning.
DEFINITION
Analysis - Includes identifying what is the parts being studied, how they fit together. ,As well as a study of variances for cause, impact, corrective action, and results.
Review - A critical examination of a task or project to determine compliance with requirements and objectives. And/or periodic assessment of the performance of the project.
Report - usually detailed written account describing the findings of some individual or group.
Inspection - a check of an individual, unit or organizational component against established standards. Activities such as measuring, examining, testing, gauging one or more characteristics of a product or service and comparing these with specified requirements to determine conformity is part of the inspection component.
Audit - The independent examination of records and activities to ensure compliance with established controls, policy, and operational procedures, and to recommend any indicated changes in controls, policy, or procedures.
Inventory - The physical accounting of items against an itemized list that should be on hand / an itemized list of current assets/goods on hand.
Survey - To question (someone) in order to collect data for the analysis of some aspect of a group or area.
PROCEDURES
The chart in Appendix A (see below) lists all required time sensitive analysis, reviews, reports, inspections, inventories, surveys and audits; identifies the position responsible for creating the report or analysis, document, the frequency due dates, and distribution list. It also contains the corresponding accreditation standard and policy reference.
Appendix A
Responsibility | Description | Action to Take | Due Date | Distribution (Send to) | Standar d | Policy Ref |
Director of Media Relations | Citizen attitudes & opinions of agency, safety & security & how to improve | Survey | Starting 2011 Biennial | Sheriff | CALEA 45.2.2 | 070.B |
Victim Witness Advocate Supervisor- Lieutenant Major Crimes | Analysis of victim/witness assistance needs | Review and Memo | March 31st Biennial | Sheriff | CALEA 55.1.2 | 053 |
Victim Witness Advocate Supervisor- Lieutenant Major Crimes | Review and update Victim Rights Brochures- send to Governor of Florida | Review and Memo | Feb 15th each year | Commander of Special Operations | CALEA 55.1.1/5 5.1.3 CFA 14.04M | 053 |
Lieutenant Major Crimes | Requirement of reporting missing person into F/NCIC-2 hours | Report | Incident | Commander of Special Operations | CFA 15.12M | 047-1 |
Lieutenant Major Crimes | Requirement of reporting missing biological specimen within 90 days | Report | Incident | Commander of Special Operations | CFA 15.12M | 047-1 |
Lieutenant Major Crimes | Missing persons dental records obtained for inclusion of NCIC | Report | After 30 days missing | Commander of Special Operations | CFA 15.12M | 047-1 |
Lieutenant of court security | Court Security needs – facility/emergencies High risk exposure/equipment | Survey | March 31st of Biennial | Sheriff | CALEA 73.2.1 | 061 |
Major of Law Enforcement | Community involvement (Input process) | Report | Quarterly | Sheriff | CALEA 45.2.1 | 070 |
Sergeant of Court Security | Documented inspections of Courtroom for contraband prior to use | Report | Daily | Lieutenant Court Security | CFA 23.05M | 061 |
Office of Professional Standards | Staff Inspection of all organizational components | Inspection | Every 4 year cycle (Quadrennial) | Sheriff | CALEA 53.2.1e | 021 |
Commander of Training | Use of force policies, lethal and electronic controlled weapons proficiency | Report | Feb 15th Annual | In house computer listing | CALEA 4.3.3 | 031A |
Commander of Training | Use of force policies and less lethal weapons proficiency | Report | Feb 15th Biennial | Professional Standards | CALEA 4.3.3 CFA | 031A |
4.06M | ||||||
Commander of Training | Analysis of use of force reports | Analysis | Feb 15th Annual | Sheriff | CALEA 4.2.4 | 031A |
Commander of Training | First Aid refresher Training | Report | Biennial Even years | Undersheriff | CFA 10.13M | 055 |
Commander of Training | Infectious Disease refresher training | Report | Initial & Triennial | Undersheriff | CFA 29.02M | 100 & Exposure plan |
Sheriff Command Staff |
Goals and Objectives based on Sheriff’s Strategic Plan | Report | September 1st Annual | Planning and Research via Chain of Command | CALEA 15.2.1 CFA 1.04 | 030 |
Bureau Chiefs/Majors | Detailed progress and status of goals and objectives submitted by Commanders, Directors, Supervisors | Report | Semi-Annually in January and June | Sheriff | CALEA 15.2.1 | 030 |
Planning and Research function | Evaluation of progress toward attainment of goals and objectives for agency as outlined in Strategic Plan | Progress Report | Annually in January | Sheriff | CALEA 15.2.2 | 030 |
Commanders/ Directors | Budget recommendations by major functions | Report | April 30th Annual | Finance Director | CALEA 17.2.2 | 080 |
Executive Director Human Resources | Analysis of employee grievance tracked by Human Resources | Analysis | Feb 15th Annual | Sheriff | CALEA 22.4.3 | 014 |
Executive Director Human Resources | Hepatitis B Vaccinations made available after receipt infectious disease training | Report | Within 10 days of initial assignment | Administration Chief | CFA 29.04M | 100 |
Commander of Professional Standards | Analysis of employee investigation grievance tracked by Internal Affairs | Analysis | Feb 15th Annual | Sheriff | CALEA 22.4.3 | 014 |
Immediate Supervisor | Employee performance evaluation | Report | Hire date (Annually) | Human Resources | CALEA 35.1.2 CFA 12.01 | 010 |
District Commanders | Roadblocks and forcible stopping | Report & Review | Incident | Undersheriff | CALEA 41.2.3 | 032A |
Commander of Special Operations Unit | Annual Review of processes and procedures used by Intelligence Unit | Memo via Chain of Command | March 31st Annual | Sheriff | CALEA 40.2.3 | 041 |
Commander of Special Operations Units | Review & written evaluation of all juvenile enforcement and prevention programs | Review & Report | Oct. 15th Annual | Sheriff | CALEA 44.1.3 | 043 |
Commander of Professional Standards | IA investigations statistical summary made available to public and employees | Report | March 31st Annual | Sheriff | CALEA 26.2.5 | 020 |
Director of Information Management | Central records computer system of all passwords, access & access violations | Audit | June 1st (Annual) | None | CALEA 82.1.6d | 052 |
Office of Professional Standards | Audit of evidence function conducted by member not routinely/directly connected with evidence | Audit | No later than Nov. 30th (Annual)first aid | Administration Chief | CALEA 84.1.6 d CFA 27.13 | 054 |
Office of Professional Standards | Audit of property function conducted by member not routinely/directly connected with property | Audit | No later than Nov. 30th Annual (annual) | Administration Chief | CFA 28.02 | 054 |
Director of Property | Inspection property control procedures by evidence/property custodian | Inspection | Jan 20th July 20th (semiannual) | Sheriff | CALEA 84.1.6 a CFA 28.02 | 054 |
Director of Property/new director | Change of director Conducted jointly with new director | Audit | Incident (change of Dir) | Sheriff | CALEA 84.1.6 b | 054 |
Director of Property | Submit Evidence collected in Sexual Offense investigations | Report | Weekly | Chief of Administration | CFA 27.14 | 054 |
Chief of Property /Evidence | Inventory of Evidence conducted by property custodian and designee of Sheriff | Audit | Annual | Sheriff | CALEA 84.1.6 c CFA 27.13M | 054 |
Every Supervisor | Evaluation of New hire employee | Report | Quarterly | Director of Human Resources | CALEA 35.1.3 | 006 |
Director of Finance | Fiscal management status report | Report | 20th of each month | Bureau Chief | CALEA 17.4.1 | 080 |
Major of Law Enforcement | All Hazard plan Training | Report | Annual | Undersheriff | CALEA 46.1.9a CFA 17.01M | 039 036 |
Major of Law Enforcement | All Hazard Tabletop/full-scale exercise | Report | Biennial | Undersheriff | 46.1.9b CFA 17.01M | 039 036 |
Division Commanders | Unusual occurrence equipment readiness/inspection | Inspection | 15th of each month | Undersheriff | CALEA 46.1.8 | 039 |
Director of Communications - Lieutenant Communications | Inspection/test of communication center a Lieutenant alternate source of power | Inspection | Monthly | Commander of Special units | CALEA 81.3.2 | 033 |
Director of Communications - Lieutenant Communications | Alternate Power source tested or operated under full load at least once a year. | Report | Annual | Commander of Special Operations Unit | CALEA 81.3.2 | 033 |
Supervisor | Use of force occurrence | Report | With review of incident report | Sheriff | CALEA 4.2.1 | 031A |
Supervisor | Review of use of force reports | Review and Memo | With review of incident report | Division Commander | CALEA 4.2.2 | 031A |
Supervisor | Review of pursuit reports and applicable policy | Review and Memo | With Review of Incident Report | Commander Special Operations | CALEA 41.2.2 | 032A |
Commander of Special Operations Units | Pursuit procedures and policy review | Analysis & Report | Annual | Major of Law Enforcement | CALEA 41.2.2 | 032A |
District Commanders | After action report: hostage/barricaded subjects | Report | 7 working days following incident | Sheriff/Undersh eriff | CALEA 46.1.3 | 036, 039 |
Commander of Special Operations Units | Annual administrative review of all confidential informants to include review of agency policy, procedures and conformity to current Fl statute | Review and Memo | Annually by April 30th | Sheriff/Undersh eriff | CFA 15.03M | 034 |
Commander of Special Operations Units | Training and refresher training of all personnel involved in use/recruitment of confidential informants to include agency policy and procedures and conformity to current Fl statute | Report | Annually by April 30th | Sheriff/Undersh eriff | CFA 15.03M | 034 |
Commander of Special Operations | Confidential informant expenditures | Audit/ Report | Quarterly | Sheriff | CFA 5.05M | 034 |
Major of Law Enforcement | Active Threats (Documentation of policy and training needs) | Review/ Report | Annual | Sheriff | CALEA 46.1.10 | Emerg. Ops Manual D-62 |
Case Detective | Reports to be prepared concerning escape prisoners being transported | Report | Incident | Criminal Investigations Sergeant | CALEA 70.1.7 | 060 |
Crime Scene Technician | Preparation of report by person processing crime scene | Report | Five business days from assignment | Criminal Investigations Sergeant | CALEA 83.2.6 | 035 |
Commander of Training | Refresher training for crime scene specialist | Report | Periodic | Professional Standards | 27.03M | 055 |
Case Deputy | Report documenting how property came into agency possession | Report | By end of shift | Evidence Custodian | CALEA 84.1.1 | 054 |
Lieutenant of Intelligence | Analysis of crime | Analysis | 10th of every month | Computer, Bulletins | CALEA 40.1.1 | 040 |
Commanders, Directors, or Supervisors | Periodic Workload assessments | Worksheet | March 31st starting 2012 (Quadrennial) | Professional Standards | CALEA 21.2.4 | 007 |
Planning and Research function | Analysis/Workload assessment | Analysis | June 1st starting 2012 (Quadrennial) | Planning and Research function | CALEA 21.2.4 | 007 |
Planning and Research function | Distribution of Personnel Report | Report | June 1st starting 2012 (Quadrennial) | Planning and Research function | CALEA 21.2.4 | 007 |
Major of Law Enforcement | Evaluating effectiveness of crime prevention programs | Evaluation | Oct. 15th Biennial | Sheriff | CALEA 45.1.1 | 070 |
Newly designated Property Director and outgoing Property Director | Inventory all evidence ln property when new custodian takes over | Inventory | Completed 30 days prior to new custodian taking over | Sheriff | CALEA 84.1.6 | 054 |
Traffic Unit Sergeant | Analysis of traffic crash reports the agency takes | Analysis | April 15th, July 15th Oct. 15th & Jan. 15th (Quarterly) | Undersheriff | CALEA 61.1.1 a CFA 18.06 | 040 |
Traffic Unit Sergeant | Analysis of traffic enforcement activities | Analysis | April 15th, July 15th Oct. 15th & Jan. 15th (Quarterly) | Undersheriff | CALEA 61.1.1 CFA 18.06 | 040 |
Commander of Internal Affairs | Statistical summary of all profiling complaints for the year | Report | May 1st Annual | Sheriff | CALEA 1.2.9 | 017.4 |
Exposure Control Officer / Risk Manager | Review of Exposure Control Plan | Review | March 1st Annual | Undersheriff | CFA 29.01 | Exposure Control Plan |
Major of Law Enforcement | Review of Biased Based Profiling | Review | March 1st Annual | Undersheriff | CALEA 1.2.9 CFA 2.06M | 017 |
All Operations Lieutenants/ Traffic Sergeant | Audit of all traffic citations issued | Audit | February 1st Of odd numbered years | Undersheriff | CALEA 82.3.4-b | 40 |
Commander of Professional Standards | Annual evaluation of the Early Warning System | Report | March 15th Annual | Sheriff | CALEA 35.1.9c | 022 |
Executive Director of Human Resources | Equal Employment opportunity and recruitment Annual Analysis | Report | March 15th Annual | Sheriff | CALEA 31.2.2 | 006 |
Executive Director of Human Resources | Recruitment plan and progress | Report | Annual | Sheriff | CFA 8.02 | 006 |
Executive Director of Human Resources | Code of Ethics | Report | Every two years | Sheriff | CALEA 1.1.2 | 030 |
Commander of Professional Standards | Assault on Sworn Officer | Review | Annual | Sheriff | CALEA 4.2.5 | 022 |
Director of Finance | Cash Funds Accounts Maintenance | Report | Quarterly | Sheriff | CALEA 17.4.2 | 080 |
Director of Finance | Receipts of Documentation for cash received | Report | Quarterly | Sheriff | CALEA 17.4.2 | 080 |
Director of Finance | Cash disbursement/CEO authorization for expenses in excess of given amount | Report | Quarterly | Sheriff | CALEA 17.4.2 | 080 |
Director of Finance | Records, documentation, or invoices requirements for cash expenditures | Report | Quarterly | Sheriff | CALEA 17.4.2 | 080 |
Director of Finance | Person authorized to disburse or accept cash | Report | Quarterly | Sheriff | CALEA 17.4.2 | 080 |
Director of Finance | Accounting of agency cash activities | Report | Quarterly | Sheriff | CALEA 17.4.2 | 080 |
Director of Finance | Independent Audit of Fiscal Activities | Audit | Annual | Sheriff | CFA 5.03M | 080 |
Director of Finance | Civil Process internal audit of funds administered | Audit | Quarterly | Sheriff | CFA 5.06M | 080 |
Director of Finance | Current Federal Equitable Sharing Agreement and Certification Forms | Report | Annual | Sheriff | CFA 30.03M | 080 |
Director of Human Resources | Job Description Maintenance and Availability | Review | Every four years (Quadrennial) | Undersheriff | CALEA 21.2.2 | 008 |
Commander of Training | Annual In Service training ARM | Report | Annual | Undersheriff | CALEA 33.5.1 | 055 |
Commander of Training | Mental Health Issues Documented refresher training | Report | Annual | Undersheriff | CALEA 41.2.7 | 032-C |
Commander of Special Operations Units | School Crossing guards | Review | Annual | Undersheriff | CALEA 61.3.4 | 045 |
Professional Standards | Compliance efforts | Report | Annual By January 31st each year | Sheriff | CFA 3.02M | |
Office of Professional Standards | Agency notifies public of approaching assessment | Public notice | 30 days prior | Sheriff | CFA 3.03M | |
Office of Professional Standards | Filing of policy with State Attorney Office | Memo- Email | At least once with policy change | State Attorney’s Office | CFA 15.13M | 034-E |
District Commanders | Inspection of Opioid expiration dates | Report | Annually | Major of Law Enforcement | CFA 14.14M | 027 |
Commander of Training | Documentation of Opioid Training | Report | Annually | Major of Law Enforcement | CFA 14.14M | 027 |
Commander of Tactical Team | Team Training/Tactical Team | Report | Quarterly | Major of Law Enforcement | CFA 17.04M | 036 |
Commander of Tactical Team | Readiness Exercise/Tactical team | Report | Annual | Major of Law Enforcement | CFA 17.04M | 036 |
Commander of Special Operations Units | Use of Explosive Devices | Report | Annual | Major of Law Enforcement | CFA 17.10M | 036 |
Sergeant Court Holding | First Aid Kit Inspections in Holding Areas | Report | Weekly | Major of Corrections | CALEA 73.5.6 CFA 22.13M | 061-A |
Court Security Lieutenant | Threats to court facility or persons therein | Report | Incident | Sheriff | CFA 73.1.1 | 061 |
Court Security Lieutenant | Test Duress Alarms | Report | Daily | Major of Law Enforcement | CFA 73.4.3 | 061 |
Court Holding Commander | Court Holding Facilities Training | Report | Biennial | Major of Corrections | CALEA 73.5.1 | 061-A |
Court Holding Commander | Documented daily cleanliness inspection | Report | Daily | Major of Corrections | CALEA 73.5.8 | 061-A |
Court Holding Commander | Documented visual inspection of fire equipment | Report | Weekly | Major of Corrections | CALEA 73.5.9 | 061-A |
Court Holding Commander | Documented testing of fire equipment | Report | Annual | Major of Corrections | CALEA 73.5.9b | 061-A |
Court Holding Commander | Pest Control Inspection | Report | Weekly | Major of Corrections | CALEA 73.5.11 | 061-A |
Court Holding Commander | Facility Security Inspections | Report | Weekly | Major of Corrections | 73.5.17 | 061-A |
Court Holding Commander | Documented testing of security system | Report | Monthly | Major of Corrections | 73.5.19 | 061-A |
Court Holding Commander | Documented report of all incidents that threaten the facility or any person therein. | Report | Incident | Major of Corrections | 73.5.21 | 061-A |
Forward a copy of all time sensitive reports, to Professional Standards with the CALEA or CFA Standard number included.