Transcript Slide 1

Prepared by:
Christie Goddard
Course Objectives
Definitions
Values of Written Directives and Proofs
How to write policy/procedures
Building the Directive System
Types of Written Directives
What can be used as Proofs
Amount of Proof Needed
Guiding 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.
Value of Written Directives
and Proofs of Compliance
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
and 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 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 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 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 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 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 Directives
−General Orders
−Special Orders
−S.O.Ps
−Memoranda
Types of Written Directives
−State Statues
−City Ordinance
−Policies from other departments
binding on agency
Proofs 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 Compliance
Types of Proofs- Think outside the box
−Job Descriptions
−Labor Contracts
−Correspondence
(not from PM)
−Photographs
−Audio/Video Recordings
−Rosters
Proofs of Compliance
Types of Proofs- Think outside the box
−Forms
−Reports
−News Articles
−Budget Documents
−Logs and Records
−Interviews
−Observations
Amount 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 Proofs
Appendix G
1.1.1..Standard
a. 2012
b. 2014
c. 2013
d. 2012
e. 2014
f. 2013
Guidelines for Proving Compliance with Time Sensitive
and Non-Time Sensitive Standards
FREQUENCY REQUIRED
BY DIRECTIVE AND/OR
CALEA STANDARD
Per Incident
Daily
Monthly
Quarterly
Semi-Annual
Annual
Biennial
Every 3 Years
RECOMMENDED
MINIMUM IN FILE FOR
YEAR
1
1
2
2
1
1
1*
1*
EACH
RECOMMENDED TOTAL
MINIMUM IN FILE
3
3
6
6
3
3
1 or 2
1
* May not be applicable if not enough time has elapsed.
Guiding
Principles
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
come and go…
…but integrity is
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.
Questions