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General Policy Information

Preface

About and Contact

Audit, Policy & Research Unit Manual

Code of Ethics

Mission Statement and Priorities

Recently Updated

Cross Reference

Latest Revision Date: 9/17/2014

Title 1 - Department Administration

1.010 - Authority and Jurisdiction

1.020 - Chain of Command

1.030 - Department Span of Control Chart

1.040 - Budget

1.050 - Grants

1.060 - Consultant Contract Administration

1.070 - Training

1.080 - Inspection and Audits

1.090 - Ticket Chain of Custody

1.100 - Ticket Audits

1.110 - Media Relations

Title 2 - Department Employment

2.020 - Appointments and Probation

2.030 - Retirements and Separations

2.050 - Collective Bargaining and Contract Management

2.060 - Grievances

2.070 - Performance Evaluations

Title 3 - Employee Welfare

3.035 - Reasonable Accommodation (ADA)

3.040 – Airborne Pathogens Control

3.045 - Bloodborne Pathogens Exposure Control

3.050 - Coordinating Officer Fatalities

3.070 - Performance Mentoring Program

3.080 - Travel Training System

3.090 - Employee Recognition Awards Program

3.170 - Honoring Those Killed in the Line of Duty

3.270 - Police Charity Committee

3.290 - Pre-Service/In-Service and Specialized Training

3.330 - Workplace Safety

3.340 - Employee Involvement Committees_JLMC

Title 4 - Human Resources

4.000 - Employee Move Tracking System (EMT)

4.005 - Police Employee Data System (PEDS)

4.010 - Employee Time Off

4.015 - Restricted Time Off for a Pre-Planned Event

4.020 - Reporting and Recording Overtime/Out of Classification Pay

4.030 - Jury Duty

4.040 - Sick Leave

4.050 - On-Duty Illness or Injury

4.060 - Long Term Disability Benefits

4.070 - Limited Duty Assignments

4.080 - Pregnancy

4.090 - Leave of Absence Without Pay

4.100 – Family and Medical Leave

4.110 - Sick Leave Donation

4.120 - Domestic Violence, Sexual Assault, and Stalking Leave

4.130 - Military Leave

4.140 - Military Spouse/Domestic Partner Leave

4.150 - Funeral Leave

Title 5 - Employee Conduct

5.001 - Standards and Duties

5.002 - Responsibilities of Employees Concerning Complaints of Possible Misconduct

5.010 - Civil Actions

5.020 - Gifts and Gratuities

5.030 - Criminal Case Testimony

5.040 - EEO Complaints and Investigations

5.060 - Employee Political Activity

5.090 - Operations Bureau General Personnel Matters

5.100 - Operations Bureau Individual Responsibilities

5.120 - Secondary Employment

5.130 - Supervisor/Employee Relationships

5.140 - Bias-Free Policing

Bias-Free Policing Frequently Asked Questions (FAQ)

5.150 - Use of Private Vehicles for City Business

5.160 - Citizen Observation of Officers

5.170 - Alcohol and Substance Use

5.175 - Critical Incident Stress Management Communications

5.190 - Court Appearances and Legal Proceedings

5.200 - Americans With Disabilities Act

Title 6 - Arrests, Search and Seizure

6.010 - Reporting Arrests and Detentions

6.020 - Arrests and Detentions of Foreign Nationals

6.030 - Body Cavity Searches

6.060 - Collection of Information for Law Enforcement Purposes

6.120 - Impounding Vehicles

6.130 - Informant Management

6.135 - Cooperating Witnesses

6.140 - Locating a Cell Phone during an Emergency

6.150 - Advising Persons of Right to Counsel and Miranda

6.180 - Searches-General

6.181 - Performing Inventory Searches

6.185 - Search Warrants

6.210 - Strip Searches

6.220 - Voluntary Contacts and Terry Stops

6.250 - Use of Non-SPD Canines

6.280 - Warrant Arrests

6.290 - Juvenile Investigations and Arrests

Title 7 - Evidence and Property

7.010 - Submitting Evidence

7.020 - Found Property

7.030 - Firearms & Shell Casings

7.040 - Dangerous or Hazardous Evidence

7.050 - Checking Out Evidence for Court

7.060 - Releasing Evidence

7.070 - Converting Evidence for Department Use

7.080 - Money Evidence

7.090 - Photographic Evidence

7.100 - Fingerprint Evidence

7.110 - Recorded Statements

7.120 - Narcotics Evidence

7.130 – Narcotics Training Aid and Investigative Use Drug Property Release

7.140 – Firearm Training Aid and Investigative Use

7.150 - Non-Detainee Property for Safekeeping

Title 8 - Use of Force

8.000 - Use of Force Core Principles

8.050 - Use of Force Definitions

8.100 - Using Force

8.200 - Use of Force Tools

8.300 - Use of Force Reporting and Investigation

Use of Force Public Safety Statement Card

Investigating Supervisor Scene Guide

Investigating Supervisor Precinct Guide

Investigating Supervisor Documentation Guide

Involved Officer Statement Guide

Witness Officer Statement Guide

8.400 - Reviewing Use of Force

Reviewing Lieutenant Guide

Reviewing Captain Guide

8.500 - Firearms Discharge Investigations

Public Safety Statement Card

8.600 - Review of Firearms Discharges

Use-of-Force Frequently Asked Questions (FAQ)

Title 9 - Equipment and Uniforms

9.010 - Employee Dress Standards

9.020 - Uniform

Uniform Reference Catalog

9.030 - Equipment

Equipment Reference Catalog

9.040 - Uniform and Equipment Committee

9.050 - Clothing Allowance and Reimbursement for Personal Property

9.060 - Firearms

9.065 - Firearms Training and Qualification

9.100 - Department Firearms Management

Title 10 - Police Facilities & Security

10.010 - Parking at Department Facilities

10.020 - Physical Security of Police Facilities

10.060 - Holding Cell Camera System

Title 11 - Detainee Management

11.010 - Detainee Management in Department Facilities

11.020 - Transportation of Detainees

11.030 - Guarding Detainees at a Hospital

11.040 - Booking Adult Detainees

11.050 - Detainee Property

Title 12 - Department Information Systems

12.010 - Communications

12.030 - Computer Hardware & Devices

12.040 - Computer Software

12.045 - Booking Photo Comparison Software

12.050 - Criminal Records

12.055 - Criminal Justice Research

12.060 - Department Forms Control

12.070 - Department Publications

12.080 - Department Records Access, Inspection & Dissemination

12.090 - Departmental Correspondence

12.091 - Mobile Reporting Entity (MRE) Laptops

12.110 - Use of Department E-mail & Internet Systems

12.111 - Use of Cloud Storage Services

12.120 - Telephone and Facsimile Machine Use

Title 13 - Vehicle Operations

13.010 - Collisions Involving Department Vehicles

13.015 - Collision Review Board

13.030 - Emergency Vehicle Operations

13.031 - Vehicle Eluding/Pursuits

13.040 - Patrol Operations Equipment, Police Vehicles and Facilities

13.050 - Policing by Mountain Bike

13.060 - Specialty Vehicles & Equipment

13.080 - Use of Department Vehicles

Title 14 - Emergency Operations

14.010 - After-Action Reports

14.040 - Hazardous Conditions

14.060 - Serious Incident Plan

14.070 - Serious Injury or Fatality to a Police Officer

14.080 - Task Force Mobilization

14.090 - Demonstration Management

ICS Debrief Form

14.100 - Special Event Planning

Title 15 - Primary Investigation

15.010 - Arson Investigations

15.015 – Bomb Threats and Explosive Devices

15.020 - Charge by Officer

15.055 - Death Investigations (Non Traffic)

15.080 - Follow-up Unit Notification and Follow-up Investigation

15.090 - Graffiti Incidents

15.100 - Kidnapping

15.120 - Malicious Harassment

15.130 - Missing Persons

15.140 - Narcotics Activity Report

15.150 - Narcotics

15.180 - Primary Investigations

15.185 - Vulnerable Adults-Elder Abuse and Neglect

15.190 - Theft and Recovery of Vehicle, License Plates, or License Tabs

15.200 - Retail Theft Program

15.210 - Investigating Property Held by a Pawnshop or Used-Goods Store

15.215 - Domestic Violence Firearms Seizures

15.220 - Child Welfare

15.230 - Animal Control

15.240 - Boating Accidents

15.250 - Interpreters/Translators

15.260 - Collision Investigations

15.270 - Trespass Warning Program

15.275 - Enforcing Trespass in Parks

15.280 - DUI Investigations

15.290 - Stay Out of Areas of Prostitution (SOAP)

15.300 - Stay Out of Drug Areas (SODA)-Define Boundaries

15.310 - Foreign Nationals Seeking Asylum

15.320 - Police Action on Military Reservations

15.330 - Responding to Threats and Assaults on Officers

15.340 - Robbery Response

15.350 - Significant Incident Report

15.360 - Mobile Identification Devices

15.370 - Sexual Assault Investigation

Title 16 - Patrol Operations

16.010 - Adult Entertainment

16.020 - Alley Closure

16.030 - Citizen Rider Program

16.040 - Community Police Teams

16.050 - Death Notifications

16.070 - Responding to Monitored Alarms

16.080 - Fireworks Disposal and Disposition

16.090 - In Car Video System

16.091 - Body-Worn Video Pilot Program

16.100 - Patrol Training and Publications

16.110 - Crisis Intervention

16.130 - Sick and Injured Persons

16.135 - Excited Delirium

16.140 - Traffic Direction and Control

16.150 - Snow and Ice Plan

16.160 - Ticket Vendors

16.170 - Automatic License Plate Readers

16.180 - Patrol Operations Order

16.190 - Labor Management Disputes

16.230 - Issuing Tickets and Traffic Contact Reports

16.231 - Cancelling and Voiding Tickets

16.240 - Mutual Assistance

16.250 - Interaction with the University of Washington Police Department

12.120 – Telephone & Facsimile Machine Use

Effective Date: 12/4/2007

POLICY

The City's Code of Ethics prohibits the use of City property for personal benefit and anything other than minimal personal use. Therefore, employees should be aware of the Department's policy on the use of telephones and facsimile machine use. Long distance and cellular telephone calls shall be made in compliance with the procedures indicated below.

I. Telephone Etiquette

A. Answering the telephone.

1. Telephone calls should be answered as soon as possible.

a. In the case of multiple calls, answer the call(s) and ask the caller(s) to wait on hold while handling other calls.

2. The proper salutation when answering the telephone will include:

a. The Section or Unit of the assigned telephone number,

b. The name of the person answering the telephone, and

c. An offer of assistance.

II. Desk Telephones

A. Acquisition

1. Desk phones will be provided as necessary by the Department. If an additional phone or phone line is needed, requests should be submitted to the Department’s Telephone Coordinator. Approval of the Section Captain (defined as a Captain or non-sworn equivalent) is required.

B. Local Calls

1. Desk telephones provided by the Department are for official City business communications.

2. Personal calls on City telephones should be kept to a minimum.

C. Long Distance Calls

1. From City Telephones

a. Employees needing to make long distance business calls from City telephones will be provided with a “SHAR Account Code.” If such an account is needed, requests should be submitted to the Fiscal Management Unit. Approval of the requesting employee’s Section Captain is required.

b. The City will not pay for any personal long distance telephone calls. All personal long distance calls shall be the responsibility of the employee making the call. Personal long distance calls made from City telephones should be charged to the employee’s personal credit card, their home account, or billed collect to the party called. If no other option is available and the employee must use the City’s long distance service, the employee shall:

(1) Verify the exact cost of the call on the next bill, and

(2) Reimburse the City for all charges incurred.

c. Supervisors shall monitor long distance calling records. Excessive personal calls will result in the loss of long distance phone privileges.

2. From Non-City Telephones

a. Employees regularly needing to make long distance business calls from non-City telephones will be provided with a “Frontier” phone travel card. If such a card is needed, requests should be submitted to the Fiscal Management Unit. Approval of the employee’s Section Captain is required.

b. Frontier phone travel cards shall not be used for personal calls except in an emergency. If an employee does use a Frontier card for a personal call, the employee shall:

(1) Verify the exact cost of the call on the next bill, and

(2) Reimburse the City for all charges incurred.

c. Employees needing to make long distance business calls from non-City phones who do not have Frontier travel cards should maintain a record of the calls made and request reimbursement through the normal expense voucher process.

D. International Calls

1. Employees needing to make international business calls from City telephones will be provided with appropriate access. If access is needed, requests should be submitted to the Fiscal Management Unit. Approval of the employee’s Section Captain is required.

2. No personal international calls shall be made on City accounts.

III. Cellular Phones

A. Acquisition

1. Cellular telephones will be provided to appropriate staff by the Department. If an additional cellular telephone is needed, requests should be submitted to the Finance, Strategic Policy, and Planning Section as part of the normal budgetary process. Approval of the employee’s Bureau Chief is required. Once approval is obtained, the cellular phones will be ordered and issued by the Communications Section.

2. If use of a seized, confiscated, or unclaimed cellular phone is desired, an employee must:

a. Initiate property conversion procedures,

b. Obtain approval from the requesting employee’s Bureau Chief,

c. Request cellular service through the Finance, Strategic Policy, and Planning Section as part of the normal budgetary process, and

d. Once approval is obtained and the phone has been released from evidence, the user must arrange for activation with the Communications Section.

B. Local Calls

1. Cellular telephones are significantly more expensive than other methods of communication and should not be used if a more cost effective alternative is available. The number of cellular phone calls should be kept to a minimum. Calls should be brief as charges occur by the minute.

2. The City will not pay for any personal cellular telephone calls. All personal cellular calls shall be the responsibility of the employee making the call. If no other option is available and the employee must use the City’s cellular telephone service, the employee shall:

a. Verify the exact cost of the call on the next bill, and

b. Reimburse the City for all charges incurred.

3. Supervisors will monitor cellular phone usage. Excessive personal calls will result in the loss of cellular phone use.

C. Long Distance Calls

1. Long distance calls shall not be made on cellular telephones except for an occasional business call that cannot reasonably be made through another option.

2. Personal long distance calls shall not be made on cellular telephones except in the case of an emergency. All personal long distance cellular calls shall be the responsibility of the employee making the call. If no other option is available and the employee must use the City’s cellular telephone service, the employee shall:

a. Verify the exact cost of the call on the next bill, and

b. Reimburse the City for all charges incurred.

D. Personal Phones

1. Given the large number of personal cellular phone lines contracted for SPD employees (over 1,400 through the SPOG program alone), SPD will not generally reimburse employees for use of their personal cellular phones for business purposes. Any extenuating circumstances will be considered on an individual basis through the employee’s chain of command. Individuals making extensive use of personal cellular phones for business purposes should request a Department-owned phone.

IV. Facsimile Machine Use

A. Acquisition

1. Facsimile (fax) machines will be provided by the Department as necessary.

B. Official City Business

1. Fax machines provided by the Department are for official City business communications.

C. Personal Business

1. Personal faxes should be kept to a minimum.

2. Employees receiving personal faxes on City facsimile machines shall reimburse the City 0.35¢ for the first page received, and .15¢ for each additional page.

a. Payment will be made to the Fiscal Management Unit.

3. There will be no charge for local fax transmission.

4. Long distance fax machine transmissions will conform with long distance telephone call policies.

V. Records Processing

A. Fiscal, Property and Fleet Management Section

1. Each month, the Fiscal Management Unit shall provide Section Captains with copies of the City of Seattle Telephone Management System Detail Reports. The Detail Reports list all long distance and cellular telephone calls made by individuals under their command.

B. Section Captains

1. Section Captains are responsible for distributing the Detail Report(s) to the appropriate individuals.

C. Employees

1. Each employee receiving a Telephone System Management Detail Report shall verify the authenticity of each call listed. All telephone calls of a personal nature must be identified and the City appropriately reimbursed.

a. After verifying each call, write on the Detail Report that “all calls are business related” or identify the personal calls and write the amount you are reimbursing the City.

b. Sign your name, print your serial number and current date on the Detail Report.

c. Forward the verified Detail Report (with reimbursement if appropriate) to your Section Captain for further processing.

VI. Reimbursement

A. Employees

1. Employees are responsible for repaying the City for all personal telephone charges. Repayment should be made in cash or by check that is made payable to the “City of Seattle.”

B. Section Captains

1. Are responsible for processing all Detail Reports and any remitted funds.

a. The funds remitted by employees shall be logged on the Funds Remitted for Personal Telephone Charges (form 1.4). The Funds Remitted for Personal Telephone Charges form, the moneys collected, and all Telephone Management System Detail Reports must then be packaged together and submitted within fourteen (14) days to the Fiscal, Property and Fleet Management Section.

C. Fiscal, Property and Fleet Management Section

1. The Fiscal Management Unit will monitor long distance and cellular bills for reasonable usage levels. Bills that reflect high usage levels will be forwarded to the individual, their immediate supervisor, and the Section Captain for review. Supervisors must complete the review sheet and return it to the Fiscal, Property and Fleet Management Section within fourteen (14) days of the time the reports are received.