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Wiki source code of AA 04 Policy Manuals

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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
Ryan Larkin 3.1 15
Ryan Larkin 1.1 16 Replaces and/or Supersedes:
17
18 AA 04 12/08/2011
19
20 Published:
21
22 12/08/2011
23
24 Last Review:
25
Ryan Larkin 3.1 26 05/24/2021
Ryan Larkin 1.1 27
Ryan Larkin 3.1 28
Ryan Larkin 1.1 29 Sheriff Cory C. Pulsipher
30
Ryan Larkin 2.1 31 Undersheriff James Standley
Ryan Larkin 1.1 32
Ryan Larkin 3.1 33
Ryan Larkin 1.1 34 __**TABLE OF CONTENTS**__
35
36 AA 04_101 Definitions
37
38 AA 04_102 References
39
40 AA 04_103 General
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42 AA 04_104 Distribution
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Ryan Larkin 2.1 44 AA 04_105 Document Information
Ryan Larkin 1.1 45
46 AA 04_106 Volumes
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48 AA 04_107 Chapters
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50 AA 04_108 Table of Contents
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52 AA 04_109 Sections
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54 AA 04_110 Initiatives
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56 AA 04_111 Directives
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58 AA 04_112 Accessibility
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60 AA 04_113 Archive
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62 AA 04_114 Inmate Access
63
64 **AA 04_101 __DEFINITIONS__**
65
66 1. WCSO: Washington County Sheriff's Office
67 1. PCF: Purgatory Correctional Facility
68 1. GRAMA: Government Records Access and Management Act
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
71 **AA 04_102 __REFERENCES__**
72
73 1. Utah Counties Insurance Pool:
74 11. ML-IV.E
75 11. ML-V.E
76 11. WC-III.J
77 1. Utah Sheriffs' Association Jail Standards:
78 11. B01.02.01: Policies and Procedures Governing Operation of the Jail
79 11. B01.02.02: Periodic Review and Revision of Policies and Procedures
80 11. 01.02.03: Archive All Superseded Directives
81 11. B01.02.04: Directives Accessible to Staff
82 11. B02.01.03: Duty to Classify Records
83 11. C 05.02.03: Access to Jail Policies and Procedures
84
85 **AA 04_103 __GENERAL__**
86
87 1. Policy:
88 11. Policy manuals will be constructed systematically and consistently.
89 1. Rationale:
90 11. Well organized policy documents promote:
91 111. Clear presentation of content; and
92 111. Quick accessibility.
93
94 **AA 04_104 __DISTRIBUTION__**
95
96 1. Policy:
Ryan Larkin 2.1 97 11. Policy manuals shall be made available to all WCSO employees electronically.
Ryan Larkin 1.1 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).
Ryan Larkin 3.1 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.
Ryan Larkin 1.1 100 1. Rationale:
101 11. Policy manuals may contain sensitive information related to the security, safety, and order interests of the WCSO.
Ryan Larkin 3.1 102 11. Evaluation and classification of records are required by the GRAMA under UCA 63-2-306 (reference policy: AH 04 GRAMA).
Ryan Larkin 1.1 103
Ryan Larkin 2.1 104 **AA 04_105 __DOCUMENT INFORMATION__**
Ryan Larkin 1.1 105
Ryan Larkin 2.1 106 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:
Ryan Larkin 1.1 122 1111. Sheriff;
Ryan Larkin 2.1 123 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:
Ryan Larkin 3.1 130 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:
Ryan Larkin 2.1 131 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.
Ryan Larkin 1.1 139
140 **AA 04_106 __VOLUMES__**
141
Ryan Larkin 2.1 142 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.).
Ryan Larkin 1.1 156
157 **AA 04_107 __CHAPTERS__**
158
Ryan Larkin 2.1 159 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.
Ryan Larkin 1.1 163
164 **AA 04_108 __TABLE OF CONTENTS__**
165
Ryan Larkin 2.1 166 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.
Ryan Larkin 1.1 170
171 **AA 04_109 __SECTIONS__**
172
Ryan Larkin 2.1 173 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.
Ryan Larkin 1.1 182
183 **AA 04_110 __INITIATIVES__**
184
Ryan Larkin 2.1 185 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.
Ryan Larkin 1.1 190
191 **AA 04_111 __DIRECTIVES__**
192
Ryan Larkin 2.1 193 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.
Ryan Larkin 1.1 199
200 **AA 04_112 __ACCESSIBILITY__**
201
202 1. Policy:
203 11. Staff shall have access to copies of policy documents.
204 1. Rationale:
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:
206 111. The policies may not accomplish the intended purposes for which they were written and adopted;
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
Ryan Larkin 3.1 208 111. Plaintiffs in litigation may attempt to show that inaccessible policy amounts to having no policy at all.
Ryan Larkin 1.1 209
210 **AA 04_113 __ARCHIVE__**
211
212 1. Policy:
213 11. When a policy document has been superseded, it should be archived according to state and county retention schedules.
214 11. Archive policy documents shall be maintained via an electronic copy.
215 11. Original paper policy documents shall be destroyed after an electronic copy has been created and archived.
216 1. Rationale:
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
219 **AA 04_114 __INMATE ACCESS__**
220
221 1. Policy:
222 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.
223 1. Rationale:
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
Ryan Larkin 1.2 226 **AA 04_115 __THE WASHINGTON COUNTY ATTORNEY'S OFFICE__**
Ryan Larkin 1.1 227
228 1. Policy:
Ryan Larkin 3.1 229 11. The Washington County Attorney's Office may review WCSO policy.
Ryan Larkin 1.1 230 1. Rationale:
Ryan Larkin 2.1 231 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.