Changes for page AA 04 Policy Manuals

Last modified by superadmin on 2021/05/24 19:24

From 1.2 to 1.1

From version 3.1

edited by superadmin
on 2021/05/24 19:24

Change comment: Routine Policy Review

To version 1.2

edited by Ryan Larkin
on 2016/09/02 16:59

Change comment: Fix Typo

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Author

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--XWiki.superadmin
++XWiki.rlarkin

Content

@@ -4,6 +4,7 @@
  Policy Manual
++
  Volume: AA
  Organization
@@ -23,12 +23,12 @@
  Last Review:
--05/24/2021
++07/13/2015
  Sheriff Cory C. Pulsipher
--Undersheriff James Standley
++Undersheriff Bart Bailey
  __**TABLE OF CONTENTS**__
@@ -41,7 +41,7 @@
  AA 04_104  Distribution
--AA 04_105  Document Information
++AA 04_105  Title Page
  AA 04_106  Volumes
@@ -61,6 +61,7 @@
  AA 04_114  Inmate Access
++
  **AA 04_101  __DEFINITIONS__**
 . WCSO:  Washington County Sheriff's Office
@@ -94,108 +94,101 @@
  **AA 04_104  __DISTRIBUTION__**
 . Policy:
--11. Policy manuals shall be made available to all WCSO employees electronically.
++11. Policy manuals shall be made available to all WCSO employees via the Zimbra and Lexipol computer systems.
 . 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).
--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.
++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.
 . Rationale:
 . Policy manuals may contain sensitive information related to the security, safety, and order interests of the WCSO.
--11. Evaluation and classification of records are required by the GRAMA under UCA 63-2-306 (reference policy: AH 04 GRAMA).
++11. Evaluation and classification of records is required by the GRAMA under UCA 63-2-306 (reference policy: AH 04 GRAMA).
--**AA 04_105  __DOCUMENT INFORMATION__**
++**AA 04_105  __TITLE PAGE__**
--1. Policy
--11. Policy documents shall include relevant document information.
--11. The document information shall include the:
--111. Organization name (i.e., “Washington County Sheriff's Office”);
--111. Division name;
--111. Document type (i.e., “Policy Manual”);
--111. Volume code and title;
--111. Chapter code and title;
--111. Documents being replaced and/or superseded, if applicable;
--111. Published date;
--111. Last reviewed date;
--111. Authorizing signatures, if applicable.
--11. The published and review dates shall be presented in the following format: MM/DD/YYYY.
--11. Policy documents shall be reviewed every 18 months and updated as necessary.
--11. The authorizing signatures shall include:
--111. For Administrative Division policy:
++1. Policy documents shall include a single-page title page.
++1. The title page shall display the:
++11. Organization name (i.e., “Washington County Sheriff's Office”);
++11. Division name;
++11. Document type (i.e., “Policy Manual”);
++11. Volume code and title;
++11. Chapter code and title;
++11. Documents being replaced and/or superseded, if applicable;
++11. Published date;
++11. Last reviewed date;
++11. Authorizing signatures, if applicable.
++1. The published and review dates shall be presented in the following format: MM/DD/YYYY.
++1. Policy documents shall be reviewed every 18 months and updated as necessary.
++1. The authorizing signatures shall include:
++11. For Administrative Division policy:
++111. Sheriff;
++111. Undersheriff; and
++111. Washington County Attorney's Office, if applicable.
++11. For Corrections Division policy:
++111. Sheriff;
++111. Corrections Division Chief Deputy; and
++111. Washington County Attorney's Office, if applicable.
++11. For Patrol Division policy:
++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;
 . Sheriff;
--1111. Undersheriff; and
--1111. Washington County Attorney's Office, if applicable.
--111. For Corrections Division policy:
--1111. Sheriff;
--1111. Corrections Division Chief Deputy; and
--1111. Washington County Attorney's Office, if applicable.
--111. For Patrol Division policy:
--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:
--11111. Sheriff;
--11111. Patrol Division Chief Deputy; and
--11111. Washington County Attorney's Office, if applicable
--111. For Emergency Services Division policy:
--1111. Sheriff;
--1111. Undersheriff;
--1111. Emergency Services Director; and
--1111. Washington County Attorney's Office, if applicable.
++1111. Patrol Division Chief Deputy; and
++1111. Washington County Attorney's Office, if applicable
++11. For Emergency Services Division policy:
++111. Sheriff;
++111. Undersheriff;
++111. Emergency Services Director; and
++111. Washington County Attorney's Office, if applicable.
  **AA 04_106  __VOLUMES__**
--1. Policy:
--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.
--11. Each volume shall have a unique volume code.
--11. Volume codes shall be constructed of two capital letters.
--11. The first letter of the volume code shall be one of four choices:
--111. “A” for Administrative Division
--1111. Administrative documents shall provide policy for the WCSO regarding topics that are relevant to both the Public Safety and Corrections divisions.
--111. “C” for Corrections Division
--1111. These documents shall provide policy for the Corrections Division of the WCSO.
--111. “P” Patrol Division
--1111. These documents shall provide policy for the Patrol Division of the WCSO.
--111. “E” Emergency Services Division
--1111. These documents shall provide policy for the Emergency Services Division of the WCSO.
--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.).
++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.
++1. Each volume shall have a unique volume code.
++1. Volume codes shall be constructed of two capital letters.
++1. The first letter of the volume code shall be one of four choices:
++11. “A” for Administrative Division
++111. Administrative documents shall provide policy for the WCSO regarding topics that are relevant to both the Public Safety and Corrections divisions.
++11. “C” for Corrections Division
++111. These documents shall provide policy for the Corrections Division of the WCSO.
++11. “P” Patrol Division
++111. These documents shall provide policy for the Patrol Division of the WCSO.
++11. “E” Emergency Services Division
++111. These documents shall provide policy for the Emergency Services Division of the WCSO.
++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.).
  **AA 04_107  __CHAPTERS__**
--1. Policy:
--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.
--11. Each chapter within a volume shall have a unique chapter code.
--11. Chapter codes shall be constructed of a two-digit number.
++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.
++1. Each chapter within a volume shall have a unique chapter code.
++1. Chapter codes shall be constructed of a two-digit number.
  **AA 04_108  __TABLE OF CONTENTS__**
--1. Policy:
--11. Policy documents shall include a table of contents.
--11. The table of contents shall immediately follow the document information section.
--11. The table of contents shall list and identify, by code and title, all the sections of the chapter.
++1. Policy documents shall include a table of contents.
++1. The table of contents page shall immediately follow the title page.
++1. The table of contents shall list and identify, by code and title, all the sections of the chapter.
  **AA 04_109  __SECTIONS__**
--1. Policy:
--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.
--11. Each section within a chapter shall have a unique section code.
--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).
--11. Chapter sections shall include, at a minimum:
--111. Definitions;
--111. References; and
--111. Content (policy and rationale).
--11. Additional sections may and should be included as needed.
++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.
++1. Each section within a chapter shall have a unique section code.
++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).
++1. Chapter sections shall include, at a minimum:
++11. Definitions;
++11. References; and
++11. Content (policy and rationale).
++1. Additional sections may and should be included as needed.
  **AA 04_110  __INITIATIVES__**
--1. Policy:
--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.
--11. Initiatives shall be assigned a code and title which shall be displayed on the document.
--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.
--11. Initiatives may only be issued by a division chief or above-ranking WCSO official.
++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.
++1. Initiatives shall be assigned a code and title which shall be displayed on the document.
++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.
++1. Initiatives may only be issued by a division chief or above-ranking WCSO official.
  **AA 04_111  __DIRECTIVES__**
--1. Policy:
--11. Directives are documents that contain instructions to formally change policy, procedure, or practice.
--11. Directives should be incorporated into policy upon the next revision date of the applicable policy.
--11. Directives shall be assigned a code and title which shall be displayed on the document.
--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.
--11. Directives may only be issued by a division chief or above-ranking WCSO official.
++1. Directives are documents that contain instructions to formally change policy, procedure, or practice.
++1. Directives should be incorporated into policy upon the next revision date of the applicable policy.
++1. Directives shall be assigned a code and title which shall be displayed on the document.
++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.
++1. Directives may only be issued by a division chief or above-ranking WCSO official.
  **AA 04_112  __ACCESSIBILITY__**
@@ -205,7 +205,7 @@
 . 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:
 . The policies may not accomplish the intended purposes for which they were written and adopted;
 . Staff may be less likely to understand the requirements. Therefore, staff may be less likely to function or perform according to policy; and
--111. Plaintiffs in litigation may attempt to show that inaccessible policy amounts to having no policy at all.
++111. Plaintiffs in litigation may attempt to show that inaccessible policy amount to having no policy at all.
  **AA 04_113  __ARCHIVE__**
@@ -226,6 +226,7 @@
  **AA 04_115  __THE WASHINGTON COUNTY ATTORNEY'S OFFICE__**
 . Policy:
--11. The Washington County Attorney's Office may review WCSO policy.
++11. The Washington County Attorney's Office shall maintain an on-going review of WCSO policy.
++11. The Washington County Attorney's Office will review all new policy or existing policy with substantive changes.
 . Rationale:
--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.
++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.