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Changes for page AA 04 Policy Manuals

Last modified by superadmin on 2021/05/24 19:24
From version 3.1
edited by superadmin
on 2021/05/24 19:24
Change comment: Routine Policy Review
To version 1.1
edited by Ryan Larkin
on 2016/09/02 16:58
Change comment: There is no comment for this version

Summary

Details

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Author
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1 -XWiki.superadmin
1 +XWiki.rlarkin
Content
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4 4  
5 5  Policy Manual
6 6  
7 +
7 7  Volume: AA
8 8  
9 9  Organization
... ... @@ -23,12 +23,12 @@
23 23  
24 24  Last Review:
25 25  
26 -05/24/2021
27 +07/13/2015
27 27  
28 28  
29 29  Sheriff Cory C. Pulsipher
30 30  
31 -Undersheriff James Standley
32 +Undersheriff Bart Bailey
32 32  
33 33  
34 34  __**TABLE OF CONTENTS**__
... ... @@ -41,7 +41,7 @@
41 41  
42 42  AA 04_104 Distribution
43 43  
44 -AA 04_105 Document Information
45 +AA 04_105 Title Page
45 45  
46 46  AA 04_106 Volumes
47 47  
... ... @@ -61,6 +61,7 @@
61 61  
62 62  AA 04_114 Inmate Access
63 63  
65 +
64 64  **AA 04_101 __DEFINITIONS__**
65 65  
66 66  1. WCSO: Washington County Sheriff's Office
... ... @@ -68,6 +68,7 @@
68 68  1. GRAMA: Government Records Access and Management Act
69 69  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.
70 70  
73 +
71 71  **AA 04_102 __REFERENCES__**
72 72  
73 73  1. Utah Counties Insurance Pool:
... ... @@ -82,6 +82,7 @@
82 82  11. B02.01.03: Duty to Classify Records
83 83  11. C 05.02.03: Access to Jail Policies and Procedures
84 84  
88 +
85 85  **AA 04_103 __GENERAL__**
86 86  
87 87  1. Policy:
... ... @@ -91,112 +91,114 @@
91 91  111. Clear presentation of content; and
92 92  111. Quick accessibility.
93 93  
98 +
94 94  **AA 04_104 __DISTRIBUTION__**
95 95  
96 96  1. Policy:
97 -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.
98 98  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).
99 -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.
104 +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.
100 100  1. Rationale:
101 101  11. Policy manuals may contain sensitive information related to the security, safety, and order interests of the WCSO.
102 -11. Evaluation and classification of records are required by the GRAMA under UCA 63-2-306 (reference policy: AH 04 GRAMA).
107 +11. Evaluation and classification of records is required by the GRAMA under UCA 63-2-306 (reference policy: AH 04 GRAMA).
103 103  
104 -**AA 04_105 __DOCUMENT INFORMATION__**
105 105  
106 -1. Policy
107 -11. Policy documents shall include relevant document information.
108 -11. The document information shall include the:
109 -111. Organization name (i.e., “Washington County Sheriff's Office”);
110 -111. Division name;
111 -111. Document type (i.e., “Policy Manual”);
112 -111. Volume code and title;
113 -111. Chapter code and title;
114 -111. Documents being replaced and/or superseded, if applicable;
115 -111. Published date;
116 -111. Last reviewed date;
117 -111. Authorizing signatures, if applicable.
118 -11. The published and review dates shall be presented in the following format: MM/DD/YYYY.
119 -11. Policy documents shall be reviewed every 18 months and updated as necessary.
120 -11. The authorizing signatures shall include:
121 -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;
122 122  1111. Sheriff;
123 -1111. Undersheriff; and
124 -1111. Washington County Attorney's Office, if applicable.
125 -111. For Corrections Division policy:
126 -1111. Sheriff;
127 -1111. Corrections Division Chief Deputy; and
128 -1111. Washington County Attorney's Office, if applicable.
129 -111. For Patrol Division policy:
130 -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:
131 -11111. Sheriff;
132 -11111. Patrol Division Chief Deputy; and
133 -11111. Washington County Attorney's Office, if applicable
134 -111. For Emergency Services Division policy:
135 -1111. Sheriff;
136 -1111. Undersheriff;
137 -1111. Emergency Services Director; and
138 -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.
139 139  
145 +
140 140  **AA 04_106 __VOLUMES__**
141 141  
142 -1. Policy:
143 -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.
144 -11. Each volume shall have a unique volume code.
145 -11. Volume codes shall be constructed of two capital letters.
146 -11. The first letter of the volume code shall be one of four choices:
147 -111. “A” for Administrative Division
148 -1111. Administrative documents shall provide policy for the WCSO regarding topics that are relevant to both the Public Safety and Corrections divisions.
149 -111. “C” for Corrections Division
150 -1111. These documents shall provide policy for the Corrections Division of the WCSO.
151 -111. “P” Patrol Division
152 -1111. These documents shall provide policy for the Patrol Division of the WCSO.
153 -111. “E” Emergency Services Division
154 -1111. These documents shall provide policy for the Emergency Services Division of the WCSO.
155 -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.).
156 156  
162 +
157 157  **AA 04_107 __CHAPTERS__**
158 158  
159 -1. Policy:
160 -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.
161 -11. Each chapter within a volume shall have a unique chapter code.
162 -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.
163 163  
169 +
164 164  **AA 04_108 __TABLE OF CONTENTS__**
165 165  
166 -1. Policy:
167 -11. Policy documents shall include a table of contents.
168 -11. The table of contents shall immediately follow the document information section.
169 -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.
170 170  
176 +
171 171  **AA 04_109 __SECTIONS__**
172 172  
173 -1. Policy:
174 -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.
175 -11. Each section within a chapter shall have a unique section code.
176 -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).
177 -11. Chapter sections shall include, at a minimum:
178 -111. Definitions;
179 -111. References; and
180 -111. Content (policy and rationale).
181 -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.
182 182  
188 +
183 183  **AA 04_110 __INITIATIVES__**
184 184  
185 -1. Policy:
186 -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.
187 -11. Initiatives shall be assigned a code and title which shall be displayed on the document.
188 -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.
189 -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.
190 190  
196 +
191 191  **AA 04_111 __DIRECTIVES__**
192 192  
193 -1. Policy:
194 -11. Directives are documents that contain instructions to formally change policy, procedure, or practice.
195 -11. Directives should be incorporated into policy upon the next revision date of the applicable policy.
196 -11. Directives shall be assigned a code and title which shall be displayed on the document.
197 -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.
198 -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.
199 199  
205 +
200 200  **AA 04_112 __ACCESSIBILITY__**
201 201  
202 202  1. Policy:
... ... @@ -205,8 +205,9 @@
205 205  11. Policies and procedures are useful only if they are accessible to those persons whose actions and performance they direct. If policies and procedures are not easily and routinely accessible to staff:
206 206  111. The policies may not accomplish the intended purposes for which they were written and adopted;
207 207  111. Staff may be less likely to understand the requirements. Therefore, staff may be less likely to function or perform according to policy; and
208 -111. Plaintiffs in litigation may attempt to show that inaccessible policy amounts to having no policy at all.
214 +111. Plaintiffs in litigation may attempt to show that inaccessible policy amount to having no policy at all.
209 209  
216 +
210 210  **AA 04_113 __ARCHIVE__**
211 211  
212 212  1. Policy:
... ... @@ -216,6 +216,7 @@
216 216  1. Rationale:
217 217  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.
218 218  
226 +
219 219  **AA 04_114 __INMATE ACCESS__**
220 220  
221 221  1. Policy:
... ... @@ -223,9 +223,11 @@
223 223  1. Rationale:
224 224  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.
225 225  
226 -**AA 04_115 __THE WASHINGTON COUNTY ATTORNEY'S OFFICE__**
227 227  
235 +**AA 04_115 __THE WASHINGTON COUNTY ATTORNY'S OFFICE__**
236 +
228 228  1. Policy:
229 -11. The Washington County Attorney's Office may review WCSO policy.
238 +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.
230 230  1. Rationale:
231 -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.