Prepared by:Prepared by:

Christie GoddardChristie Goddard

Course ObjectivesCourse Objectives

DefinitionsValues of Written Directives and ProofsHow to write policy/procedures Building the Directive SystemTypes of Written DirectivesWhat can be used as ProofsAmount of Proof NeededGuiding Principles

Written Directives: A Policy Procedure or Plan that is binding on the agency. Any Written document used to guide or affect agency employee’s performance. Always think of this term in the broadest context because it includes both internal and external written directives. A state or provincial law, General Order and S.O.P. could be applicable to a single standard.

Proof of Compliance: Documents, logs, records or other tangible evidence that the agency is following a standard and its own written directives governing that standard. Proofs of compliance are nearly always generated with the implementation of a CALEA standard. In rare cases, the only available “proof” of compliance will be an interview or observation.

Written Directives

−are documentation of a process and develops requirements for staff participation.

Proofs of Compliance

−Supports the agency for documentation. −Important when faced with litigious claims. −Confirm and develop a staff inspection process of sorts.

Value of Written Directives Value of Written Directives and Proofs of Complianceand Proofs of Compliance

Value of Written Directives Value of Written Directives and Proofs of Complianceand Proofs of Compliance

Proofs of Compliance

−Forces agencies to test their assumptions and constantly review the documents that guide their behaviors and actions. −The search for relevant policies and proofs exposes weaknesses, strengths and those issues that are not complementary across broader policy philosophy

Developing Written DirectivesDeveloping Written Directives

−Define the outcomes

−develop resource that must be addressed

−Understand the players and environment

−Have processes for consistent review

−Use SMEs where possible

Developing Written DirectivesDeveloping Written Directives

−Involve legal reviews

−Receive feedback from affected personnel

−Make certain there is a sign-off for final approval

and system of documenting revisions over time

How to write policy/procedures (Jim Brown Article)

Building a Directive SystemBuilding a Directive System

Related Standards:

−Law Enforcement Standard 12.2.1

−Campus Security Standard 3.2.1

−Communications Standard 2.1.5

−Training Academy 3.1.6

Building a Directive SystemBuilding a Directive System

−Not complicated/ Easy flow

−Electronic or hard copy

−Easy access to all personnel

−Terminology−Follow CALEA Standards for policy numbering (NOT Recommended)

Building a Directive SystemBuilding a Directive System

−linking to CALEA standards with footnotes −Might consider. Not a CALEA requirement−Can be helpful depending on desire to keep this current based on CALEA revisions to standards

−Who is responsible for review and update− make sure system is in place and active

Types of Written DirectivesTypes of Written Directives

−General Orders

−Special Orders

−S.O.Ps

−Memoranda

Types of Written DirectivesTypes of Written Directives

−State Statues

−City Ordinance

−Policies from other departments binding on agency

Proofs of ComplianceProofs of Compliance

Types of Proofs- Think outside the box

−General Orders

−Special Orders

− S.O.Ps

−Memoranda

−Laws and Ordinances

−Rules and Regulations

Proofs of ComplianceProofs of Compliance

Types of Proofs- Think outside the box

−Job Descriptions

−Labor Contracts −Correspondence (not from PM)

−Photographs

−Audio/Video Recordings

−Rosters

Proofs of ComplianceProofs of Compliance

Types of Proofs- Think outside the box

−Forms

−Reports

−News Articles

−Budget Documents

−Logs and Records

−Interviews

−Observations

Amount of Proof NeededAmount of Proof Needed

−Initial −Policy Implementation date−Nothing prior to contact date−Not expecting three years of proofs

−Reaccreditation−3 years−On-site to On-site

−Appendix G

Bullet Standards ProofsBullet Standards ProofsAppendix GAppendix G

1.1.1..Standarda. 2012b. 2014c. 2013d. 2012e. 2014f.2013

Guidelines for Proving Compliance with Time Sensitive and Non-Time Sensitive Standards

FREQUENCY REQUIRED BY DIRECTIVE AND/OR

CALEA STANDARD

RECOMMENDED MINIMUM IN FILE FOR

EACH YEAR

RECOMMENDED TOTAL MINIMUM IN FILE

Per Incident 1 3

Daily 1 3

Monthly 2 6

Quarterly 2 6

Semi-Annual 1 3

Annual 1 3

Biennial 1* 1 or 2

Every 3 Years 1* 1

* May not be applicable if not enough time has elapsed.

Guiding Guiding PrinciplesPrinciples

Relevant to ALL Programs

3.1 ANY DOCUMENT BINDING UPON AGENCY PERSONNEL

3.2 SINGLE DIRECTIVE MAY COVER SEVERAL STANDARDS

3.3 WRITTEN DIRECTIVE –FOUNDATION FOR FUNCTIONAL COMPLIANCE = PROOFS

Success will Success will come and go…come and go…

……but integrity is but integrity is forever.forever.

CALEA Accreditation provides a powerful opportunity to publicly demonstrate organizational integrity in a transparent manner that exemplifies a commitment to continuous growth and improvement through peer review.

CALEA Accreditation provides a powerful opportunity to publicly demonstrate organizational integrity in a transparent manner that exemplifies a commitment to continuous growth and improvement through peer review.

QuestionsQuestions