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Wiki source code of AA 04 Policy Manuals

Version 2.1 by Ryan Larkin on 2016/11/07 18:10
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Ryan Larkin 1.1 1 **Washington County Sheriff's Office**
2
3 **ADMINISTRATIVE DIVISION**
4
5 Policy Manual
6
7 Volume: AA
8
9 Organization
10
11 Chapter: 04
12
13 Policy Manuals
14
15 Replaces and/or Supersedes:
16
17 AA 04 12/08/2011
18
19 Published:
20
21 12/08/2011
22
23 Last Review:
24
Ryan Larkin 2.1 25 10/31/2016
Ryan Larkin 1.1 26
27 Sheriff Cory C. Pulsipher
28
Ryan Larkin 2.1 29 Undersheriff James Standley
Ryan Larkin 1.1 30
31 __**TABLE OF CONTENTS**__
32
33 AA 04_101 Definitions
34
35 AA 04_102 References
36
37 AA 04_103 General
38
39 AA 04_104 Distribution
40
Ryan Larkin 2.1 41 AA 04_105 Document Information
Ryan Larkin 1.1 42
43 AA 04_106 Volumes
44
45 AA 04_107 Chapters
46
47 AA 04_108 Table of Contents
48
49 AA 04_109 Sections
50
51 AA 04_110 Initiatives
52
53 AA 04_111 Directives
54
55 AA 04_112 Accessibility
56
57 AA 04_113 Archive
58
59 AA 04_114 Inmate Access
60
61 **AA 04_101 __DEFINITIONS__**
62
63 1. WCSO: Washington County Sheriff's Office
64 1. PCF: Purgatory Correctional Facility
65 1. GRAMA: Government Records Access and Management Act
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
68 **AA 04_102 __REFERENCES__**
69
70 1. Utah Counties Insurance Pool:
71 11. ML-IV.E
72 11. ML-V.E
73 11. WC-III.J
74 1. Utah Sheriffs' Association Jail Standards:
75 11. B01.02.01: Policies and Procedures Governing Operation of the Jail
76 11. B01.02.02: Periodic Review and Revision of Policies and Procedures
77 11. 01.02.03: Archive All Superseded Directives
78 11. B01.02.04: Directives Accessible to Staff
79 11. B02.01.03: Duty to Classify Records
80 11. C 05.02.03: Access to Jail Policies and Procedures
81
82 **AA 04_103 __GENERAL__**
83
84 1. Policy:
85 11. Policy manuals will be constructed systematically and consistently.
86 1. Rationale:
87 11. Well organized policy documents promote:
88 111. Clear presentation of content; and
89 111. Quick accessibility.
90
91 **AA 04_104 __DISTRIBUTION__**
92
93 1. Policy:
Ryan Larkin 2.1 94 11. Policy manuals shall be made available to all WCSO employees electronically.
Ryan Larkin 1.1 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 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 1. Rationale:
98 11. Policy manuals may contain sensitive information related to the security, safety, and order interests of the WCSO.
99 11. Evaluation and classification of records is required by the GRAMA under UCA 63-2-306 (reference policy: AH 04 GRAMA).
100
Ryan Larkin 2.1 101 **AA 04_105 __DOCUMENT INFORMATION__**
Ryan Larkin 1.1 102
Ryan Larkin 2.1 103 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:
Ryan Larkin 1.1 119 1111. Sheriff;
Ryan Larkin 2.1 120 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.
Ryan Larkin 1.1 136
137 **AA 04_106 __VOLUMES__**
138
Ryan Larkin 2.1 139 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.).
Ryan Larkin 1.1 153
154 **AA 04_107 __CHAPTERS__**
155
Ryan Larkin 2.1 156 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.
Ryan Larkin 1.1 160
161 **AA 04_108 __TABLE OF CONTENTS__**
162
Ryan Larkin 2.1 163 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.
Ryan Larkin 1.1 167
168 **AA 04_109 __SECTIONS__**
169
Ryan Larkin 2.1 170 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.
Ryan Larkin 1.1 179
180 **AA 04_110 __INITIATIVES__**
181
Ryan Larkin 2.1 182 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.
Ryan Larkin 1.1 187
188 **AA 04_111 __DIRECTIVES__**
189
Ryan Larkin 2.1 190 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.
Ryan Larkin 1.1 196
197 **AA 04_112 __ACCESSIBILITY__**
198
199 1. Policy:
200 11. Staff shall have access to copies of policy documents.
201 1. Rationale:
202 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:
203 111. The policies may not accomplish the intended purposes for which they were written and adopted;
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
205 111. Plaintiffs in litigation may attempt to show that inaccessible policy amount to having no policy at all.
206
207 **AA 04_113 __ARCHIVE__**
208
209 1. Policy:
210 11. When a policy document has been superseded, it should be archived according to state and county retention schedules.
211 11. Archive policy documents shall be maintained via an electronic copy.
212 11. Original paper policy documents shall be destroyed after an electronic copy has been created and archived.
213 1. Rationale:
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
216 **AA 04_114 __INMATE ACCESS__**
217
218 1. Policy:
219 11. Selected facility policies and procedures may be provided to inmates to assist them in complying with those operational functions of a highly procedural nature. However, inmates shall not be given access to any policy document that is restricted from public access.
220 1. Rationale:
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
Ryan Larkin 1.2 223 **AA 04_115 __THE WASHINGTON COUNTY ATTORNEY'S OFFICE__**
Ryan Larkin 1.1 224
225 1. Policy:
226 11. The Washington County Attorney's Office shall maintain an on-going review of WCSO policy.
227 1. Rationale:
Ryan Larkin 2.1 228 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.