Changes for page AA 04 Policy Manuals

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...	...	@@ -4,6 +4,7 @@
4	4
5	5	Policy Manual
6	6
	7	+
7	7	Volume: AA
8	8
9	9	Organization
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12	12
13	13	Policy Manuals
14	14
	16	+
15	15	Replaces and/or Supersedes:
16	16
17	17	AA 04 12/08/2011
...	...	@@ -22,12 +22,14 @@
22	22
23	23	Last Review:
24	24
25		-10/31/2016
	27	+07/13/2015
26	26
	29	+
27	27	Sheriff Cory C. Pulsipher
28	28
29		-Undersheriff James Standley
	32	+Undersheriff Bart Bailey
30	30
	34	+
31	31	__**TABLE OF CONTENTS**__
32	32
33	33	AA 04_101 Definitions
...	...	@@ -38,7 +38,7 @@
38	38
39	39	AA 04_104 Distribution
40	40
41		-AA 04_105 Document Information
	45	+AA 04_105 Title Page
42	42
43	43	AA 04_106 Volumes
44	44
...	...	@@ -58,6 +58,7 @@
58	58
59	59	AA 04_114 Inmate Access
60	60
	65	+
61	61	**AA 04_101 __DEFINITIONS__**
62	62
63	63	1. WCSO: Washington County Sheriff's Office
...	...	@@ -65,6 +65,7 @@
65	65	1. GRAMA: Government Records Access and Management Act
66	66	1. REVIEW: A review can be a formal or informal review of current policies. A review can be completed without any modification to the current policy and can also be completed during periods of self or external audits.
67	67
	73	+
68	68	**AA 04_102 __REFERENCES__**
69	69
70	70	1. Utah Counties Insurance Pool:
...	...	@@ -79,6 +79,7 @@
79	79	11. B02.01.03: Duty to Classify Records
80	80	11. C 05.02.03: Access to Jail Policies and Procedures
81	81
	88	+
82	82	**AA 04_103 __GENERAL__**
83	83
84	84	1. Policy:
...	...	@@ -88,10 +88,11 @@
88	88	111. Clear presentation of content; and
89	89	111. Quick accessibility.
90	90
	98	+
91	91	**AA 04_104 __DISTRIBUTION__**
92	92
93	93	1. Policy:
94		-11. Policy manuals shall be made available to all WCSO employees electronically.
	102	+11. Policy manuals shall be made available to all WCSO employees via the Zimbra and Lexipol computer systems.
95	95	11. WCSO officials shall evaluate and classify policy manuals to determine which manuals should and which should not be released to the public. The classification of policy manuals may be conducted at any time, including at the time of a GRAMA request. Policy manuals shall not be distributed to anyone other than WCSO employees, without approval from the Sheriff (or the Sheriff's designee).
96	96	11. Any policy manual or portion thereof distributed to anyone other than a WCSO employee, shall include a cover letter expressing the requirement under the GRAMA for the recipient to maintain the confidentiality of the material.
97	97	1. Rationale:
...	...	@@ -98,102 +98,103 @@
98	98	11. Policy manuals may contain sensitive information related to the security, safety, and order interests of the WCSO.
99	99	11. Evaluation and classification of records is required by the GRAMA under UCA 63-2-306 (reference policy: AH 04 GRAMA).
100	100
101		-**AA 04_105 __DOCUMENT INFORMATION__**
102	102
103		-1. Policy
104		-11. Policy documents shall include relevant document information.
105		-11. The document information shall include the:
106		-111. Organization name (i.e., “Washington County Sheriff's Office”);
107		-111. Division name;
108		-111. Document type (i.e., “Policy Manual”);
109		-111. Volume code and title;
110		-111. Chapter code and title;
111		-111. Documents being replaced and/or superseded, if applicable;
112		-111. Published date;
113		-111. Last reviewed date;
114		-111. Authorizing signatures, if applicable.
115		-11. The published and review dates shall be presented in the following format: MM/DD/YYYY.
116		-11. Policy documents shall be reviewed every 18 months and updated as necessary.
117		-11. The authorizing signatures shall include:
118		-111. For Administrative Division policy:
	110	+**AA 04_105 __TITLE PAGE__**
	111	+
	112	+1. Policy documents shall include a single-page title page.
	113	+1. The title page shall display the:
	114	+11. Organization name (i.e., “Washington County Sheriff's Office”);
	115	+11. Division name;
	116	+11. Document type (i.e., “Policy Manual”);
	117	+11. Volume code and title;
	118	+11. Chapter code and title;
	119	+11. Documents being replaced and/or superseded, if applicable;
	120	+11. Published date;
	121	+11. Last reviewed date;
	122	+11. Authorizing signatures, if applicable.
	123	+1. The published and review dates shall be presented in the following format: MM/DD/YYYY.
	124	+1. Policy documents shall be reviewed every 18 months and updated as necessary.
	125	+1. The authorizing signatures shall include:
	126	+11. For Administrative Division policy:
	127	+111. Sheriff;
	128	+111. Undersheriff; and
	129	+111. Washington County Attorney's Office, if applicable.
	130	+11. For Corrections Division policy:
	131	+111. Sheriff;
	132	+111. Corrections Division Chief Deputy; and
	133	+111. Washington County Attorney's Office, if applicable.
	134	+11. For Patrol Division policy:
	135	+111. The Patrol Division's policies are created, managed, and maintained by the Lexipol computerized system. All policies generated and maintained within the Lexipol system are approved by the;
119	119	1111. Sheriff;
120		-1111. Undersheriff; and
121		-1111. Washington County Attorney's Office, if applicable.
122		-111. For Corrections Division policy:
123		-1111. Sheriff;
124		-1111. Corrections Division Chief Deputy; and
125		-1111. Washington County Attorney's Office, if applicable.
126		-111. For Patrol Division policy:
127		-1111. The Patrol Division's policies are created, managed, and maintained by the Lexipol computerized system. All policies generated and maintained within the Lexipol system are approved by the;
128		-11111. Sheriff;
129		-11111. Patrol Division Chief Deputy; and
130		-11111. Washington County Attorney's Office, if applicable
131		-111. For Emergency Services Division policy:
132		-1111. Sheriff;
133		-1111. Undersheriff;
134		-1111. Emergency Services Director; and
135		-1111. Washington County Attorney's Office, if applicable.
	137	+1111. Patrol Division Chief Deputy; and
	138	+1111. Washington County Attorney's Office, if applicable
	139	+11. For Emergency Services Division policy:
	140	+111. Sheriff;
	141	+111. Undersheriff;
	142	+111. Emergency Services Director; and
	143	+111. Washington County Attorney's Office, if applicable.
136	136
	145	+
137	137	**AA 04_106 __VOLUMES__**
138	138
139		-1. Policy:
140		-11. Policy documents will be assigned a volume code and title. Both shall serve as indexing components only; in and of themselves, they shall not constitute policy.
141		-11. Each volume shall have a unique volume code.
142		-11. Volume codes shall be constructed of two capital letters.
143		-11. The first letter of the volume code shall be one of four choices:
144		-111. “A” for Administrative Division
145		-1111. Administrative documents shall provide policy for the WCSO regarding topics that are relevant to both the Public Safety and Corrections divisions.
146		-111. “C” for Corrections Division
147		-1111. These documents shall provide policy for the Corrections Division of the WCSO.
148		-111. “P” Patrol Division
149		-1111. These documents shall provide policy for the Patrol Division of the WCSO.
150		-111. “E” Emergency Services Division
151		-1111. These documents shall provide policy for the Emergency Services Division of the WCSO.
152		-11. The second letter of the volume code shall have no meaning and shall simply facilitate a unique code for each volume (e.g., AA, AB, AC, etc.).
	148	+1. Policy documents will be assigned a volume code and title. Both shall serve as indexing components only; in and of themselves, they shall not constitute policy.
	149	+1. Each volume shall have a unique volume code.
	150	+1. Volume codes shall be constructed of two capital letters.
	151	+1. The first letter of the volume code shall be one of four choices:
	152	+11. “A” for Administrative Division
	153	+111. Administrative documents shall provide policy for the WCSO regarding topics that are relevant to both the Public Safety and Corrections divisions.
	154	+11. “C” for Corrections Division
	155	+111. These documents shall provide policy for the Corrections Division of the WCSO.
	156	+11. “P” Patrol Division
	157	+111. These documents shall provide policy for the Patrol Division of the WCSO.
	158	+11. “E” Emergency Services Division
	159	+111. These documents shall provide policy for the Emergency Services Division of the WCSO.
	160	+1. The second letter of the volume code shall have no meaning and shall simply facilitate a unique code for each volume (e.g., AA, AB, AC, etc.).
153	153
	162	+
154	154	**AA 04_107 __CHAPTERS__**
155	155
156		-1. Policy:
157		-11. Policy documents will be assigned a chapter code and title. Both shall serve as indexing components only; in and of themselves, they shall not constitute policy.
158		-11. Each chapter within a volume shall have a unique chapter code.
159		-11. Chapter codes shall be constructed of a two-digit number.
	165	+1. Policy documents will be assigned a chapter code and title. Both shall serve as indexing components only; in and of themselves, they shall not constitute policy.
	166	+1. Each chapter within a volume shall have a unique chapter code.
	167	+1. Chapter codes shall be constructed of a two-digit number.
160	160
	169	+
161	161	**AA 04_108 __TABLE OF CONTENTS__**
162	162
163		-1. Policy:
164		-11. Policy documents shall include a table of contents.
165		-11. The table of contents shall immediately follow the document information section.
166		-11. The table of contents shall list and identify, by code and title, all the sections of the chapter.
	172	+1. Policy documents shall include a table of contents.
	173	+1. The table of contents page shall immediately follow the title page.
	174	+1. The table of contents shall list and identify, by code and title, all the sections of the chapter.
167	167
	176	+
168	168	**AA 04_109 __SECTIONS__**
169	169
170		-1. Policy:
171		-11. Policy chapters shall be organized into sections. Sections will be identified with section codes and titles. Both shall serve as indexing components only; in and of themselves, they shall not constitute policy.
172		-11. Each section within a chapter shall have a unique section code.
173		-11. Section codes shall include the volume code, chapter code, and a three-digit section identifier. The volume and chapter codes shall be separated by a single space. The chapter code and the section identifier shall be separated by a single underscore line (e.g., AA 04_109).
174		-11. Chapter sections shall include, at a minimum:
175		-111. Definitions;
176		-111. References; and
177		-111. Content (policy and rationale).
178		-11. Additional sections may and should be included as needed.
	179	+1. Policy chapters shall be organized into sections. Sections will be identified with section codes and titles. Both shall serve as indexing components only; in and of themselves, they shall not constitute policy.
	180	+1. Each section within a chapter shall have a unique section code.
	181	+1. Section codes shall include the volume code, chapter code, and a three-digit section identifier. The volume and chapter codes shall be separated by a single space. The chapter code and the section identifier shall be separated by a single underscore line (e.g., AA 04_109).
	182	+1. Chapter sections shall include, at a minimum:
	183	+11. Definitions;
	184	+11. References; and
	185	+11. Content (policy and rationale).
	186	+1. Additional sections may and should be included as needed.
179	179
	188	+
180	180	**AA 04_110 __INITIATIVES__**
181	181
182		-1. Policy:
183		-11. Initiatives are documents that contain instructions to initiate temporary changes in policies, procedures, or practices. Typically, initiatives are only used for designated trial periods to test the effects of potential policy, procedure, or practice adjustments. After the trial period is complete, the initiative shall be revoked, transitioned into a Directive, or incorporated into policy.
184		-11. Initiatives shall be assigned a code and title which shall be displayed on the document.
185		-11. Initiative codes shall consist of the letter “I,” followed by a hyphen, followed by a three-digit number (e.g., I-001). Each new initiative shall bear a unique code.
186		-11. Initiatives may only be issued by a division chief or above-ranking WCSO official.
	191	+1. Initiatives are documents that contain instructions to initiate temporary changes in policies, procedures, or practices. Typically, initiatives are only used for designated trial periods to test the effects of potential policy, procedure, or practice adjustments. After the trial period is complete, the initiative shall be revoked, transitioned into a Directive, or incorporated into policy.
	192	+1. Initiatives shall be assigned a code and title which shall be displayed on the document.
	193	+1. Initiative codes shall consist of the letter “I,” followed by a hyphen, followed by a three-digit number (e.g., I-001). Each new initiative shall bear a unique code.
	194	+1. Initiatives may only be issued by a division chief or above-ranking WCSO official.
187	187
	196	+
188	188	**AA 04_111 __DIRECTIVES__**
189	189
190		-1. Policy:
191		-11. Directives are documents that contain instructions to formally change policy, procedure, or practice.
192		-11. Directives should be incorporated into policy upon the next revision date of the applicable policy.
193		-11. Directives shall be assigned a code and title which shall be displayed on the document.
194		-11. Directive codes shall consist of the letter “D,” followed by a hyphen, followed by a three-digit number (e.g., D-001). Each new directive shall bear a unique code.
195		-11. Directives may only be issued by a division chief or above-ranking WCSO official.
	199	+1. Directives are documents that contain instructions to formally change policy, procedure, or practice.
	200	+1. Directives should be incorporated into policy upon the next revision date of the applicable policy.
	201	+1. Directives shall be assigned a code and title which shall be displayed on the document.
	202	+1. Directive codes shall consist of the letter “D,” followed by a hyphen, followed by a three-digit number (e.g., D-001). Each new directive shall bear a unique code.
	203	+1. Directives may only be issued by a division chief or above-ranking WCSO official.
196	196
	205	+
197	197	**AA 04_112 __ACCESSIBILITY__**
198	198
199	199	1. Policy:
...	...	@@ -204,6 +204,7 @@
204	204	111. Staff may be less likely to understand the requirements. Therefore, staff may be less likely to function or perform according to policy; and
205	205	111. Plaintiffs in litigation may attempt to show that inaccessible policy amount to having no policy at all.
206	206
	216	+
207	207	**AA 04_113 __ARCHIVE__**
208	208
209	209	1. Policy:
...	...	@@ -213,6 +213,7 @@
213	213	1. Rationale:
214	214	11. The statutes of limitation allow persons to file lawsuits long after a violation of rights or other harm is alleged to have occurred. Between the time an event occurs which prompts the filing of a suit and the actual date when the complaint is filed, policies and procedures may change. The policies and procedures which were in place at the time of the alleged violation of rights may be more relevant to the litigation than the directives written after the fact.
215	215
	226	+
216	216	**AA 04_114 __INMATE ACCESS__**
217	217
218	218	1. Policy:
...	...	@@ -220,9 +220,11 @@
220	220	1. Rationale:
221	221	11. Functions including but not limited to discipline, classification, and grievance are highly procedural and may require extensive explanation if provided in separate inmate rules and regulations. It may be easier to simply reprint selected sections of the jail's policy manual than to rewrite the information into the inmate rules.
222	222
223		-**AA 04_115 __THE WASHINGTON COUNTY ATTORNEY'S OFFICE__**
224	224
	235	+**AA 04_115 __THE WASHINGTON COUNTY ATTORNY'S OFFICE__**
	236	+
225	225	1. Policy:
226	226	11. The Washington County Attorney's Office shall maintain an on-going review of WCSO policy.
	239	+11. The Washington County Attorney's Office will review all new policy or existing policy with substantive changes.
227	227	1. Rationale:
228		-11. The attorney's office review of policy assures policy is lawful. It helps to reduce liability for Washington County, the Sheriff's Office, and its employees.
	241	+11. The attorney's office review of new and existing policy assures policy is lawful. It helps to reduce liability for Washington County, the Sheriff's Office, and it's employees.