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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: 5/21/2014

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 - 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 Reinbursement 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

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

Audit, Policy & Research

Audit Policy & Research Logo

Unit Manual

Revised December 2013

 

Table of Contents

100 Administration

100  APR Structure and Function

110  Firearms Review Boards

120  Records Retention

200 Audit

200  Audit Squad Structure and Function

210  Creating an Audit Plan

220  Executing an Audit Plan

300 Policy

300  Policy Structure and Function

310  Creating Policy

320  Managing Online Content

330  eDirectives

340  IdeaScale

350  Forms Control

400 Research

400  Research Projects

410  Vetting Training Curriculum

 

 

APR 100 – APR Structure and Function

Effective Date 12/18/2013

APR 100-POL

1. APR Staff Structure

APR is staffed by:

  • Captain
    • Administrative Specialist
  • Lieutenant
  • Audit Sergeant and Detectives
  • Policy Sergeant and Detectives
  • Front Desk Officers

2. APR Operates Two Squads and Staffs the Front Desk at SPD HQ

APR is made up of the Audit Squad and the Policy Squad, each supervised by a sergeant.

The Audit sergeant supervises APR officers who staff the SPD HQ front desk.

  • APR detectives fill in at the front desk when the desk officers are not available.

3. APR Handles HQ Security

APR sergeants will ensure that their detectives are granted keycard access that allows movement throughout SPD HQ.

Exception: There are certain areas, such as the Chief’s office and Intelligence units, that APR detectives do not need access to.

4. APR Detectives Work a “9/80” Schedule

APR detectives generally work 9-hour shifts, with one 8–hour day, for a total of 80 hours each pay period.

APR sergeants will assign a regular furlough day for each detective in their squad.  The regular furlough days are either Monday or Friday.

APR detectives will generally begin their shift between the hours of 0600 and 1000 hrs.  APR Sergeants may allow adjustments.

5. APR Officers Work 10-Hour Shifts to Staff the SPD HQ Front Desk from 0800-1700

The APR officers will staff the front desk, covering each other for breaks and lunches.

These officers will work four, 10-hour days per week for a total of 80 hours per pay period. The work weeks will be Monday-Thursday or Tuesday-Friday.

The Audit sergeant will manage the front desk schedule and assign each front desk officer a weekly furlough day.

APR desk officers have parking privileges for Seapark Garage. See SPD Manual Section 10.010 Parking at Department Facilities.

6. APR Supports the Emergency Operations Center

At the request of a commander, APR shall provide a sergeant and detectives to support the EOC in an emergency.

APR sergeants will coordinate EOC training for detectives.

7. APR Members Compose the Majority of the Uniform & Equipment Advisory Committee

See Manual Section 9.040

8. APR Administrative Specialist Coordinates Incoming Public Disclosure Requests

The Administrative Specialist will monitor the APR Outlook mailbox (spd_APR@seattle.gov) for PDRs sent to the section.  The Administrative Specialist will coordinate with APR sergeants for assistance necessary to assemble the information and respond to the requests.

9. APR Staff Dress Code

This will be the standard dress for formal meetings with people from outside the Department and for lead APR detectives conducting meetings that include personnel outside of APR.

This category of dress generally includes business suits, slacks, dress shirt/blouse, tie (men), and a jacket.

This is the standard for daily office wear and internal Department dealings.

This category of dress generally includes slacks or khakis, and button-down shirt/blouse with a collar.

Casual dress is typically authorized on Fridays, as meetings are not generally scheduled on those days.

Audit staff may also dress in a more casual manner appropriate for any scheduled audit work being done in the field.

This category of dress generally includes jeans in good condition, 5.11 pants, and polo shirts.

When relieving the front desk officer for short breaks of a few minutes, APR detectives need not alter their attire.

When working the front desk for longer than a short break but not more than 2 hours, APR detectives must wear their body armor and attire that readily identifies them as a police officer. 

Acceptable options include:

APR staff will dress in uniform when working the front desk for more than 2 hours or when security protocols are increased.

Back to Table of Contents

 

 

 

APR 110 - Firearms Review Boards

Effective Date 12/18/2013

APR 110-Pol

This policy applies to the APR staff and their roles in coordinating Firearms Review Boards (FRB) as outlined in SPD Manual Section 8.600-Review of Firearms Discharges

1. APR Schedules Firearms Review Boards

In scheduling the FRB date, APR will consult with the Force Investigation Team (FIT) Captain and the investigating sergeant to allow enough time to prepare the investigation for presentation.

2. APR Makes FRB Materials Available for Pickup Before the FRB Date

Typically, binders will be available one to two weeks before the FRB date.

3. APR Maintains a Written Protocol for FRBs

APR will provide the FRB chair with the protocols for conducting the meeting.  The protocols are stored in the folder J:\Firearms Review Board.

4. APR Files Written FRB Reports

The FRB chair will forward written reports to APR.  APR will include these into the FRB files.

5. APR Captain Sends Annual Reminder to the Citizen Observer

Each January, the APR captain will send the citizen observer a reminder to issue their annual report to the Mayor.


APR 110-PRO-1 Preparing for a Firearms Review Board

APR Audit Sergeant

1. Contacts the FIT captain and/or Homicide Sergeant approximately two business days after the incident to discuss deadlines and planning issues.

APR Administrative Specialist

2. Prepares preliminary packet including a copy of the Incident Report and the Major Investigations Summary from Homicide.

a. Verifies the packet includes the involved officer (s) name, suspect (s) name, date, time and place of occurrence.

3. Identifies an assistant chief to chair the FRB based on the rotation of the current list and availability.  If that assistant chief is not available, the next on the list will be contacted.

4. Coordinates with the following personnel to sit on the FRB.

5. Establishes a date for the FRB to commence based on the availability of the Chair.

a. Advises all involved parties of the date and time of the FRB, to include the involved officer(s), witness(es), and investigating detectives.

6. Reserves a location to conduct the FRB.

7. Prepares a notification memo for the commencement of the FRB and forwards it to the Chair.

APR Administrative Specialist

8. Prepares material books for the FRB (APR 110-TSK-1)

 

APR 110-TSK-1 Preparing a Firearms Review Board Handbook

To prepare handbooks for the FRB members, the APR Administrative Specialist:

1. Compiles all investigation paperwork sent from the Homicide Unit.

2. Creates an index of all contents.

3. Prepares the first book’s contents for approval by APR Audit sergeant. APR retains this original.

4. Duplicates the approved book for the following members of the FRB (10 total).

5. Assigns one book to each member of the FRB.

Back to Table of Contents

 

 

APR 120 - Records Retention

Effective Date 12/18/2013

APR 120-POL

1. APR Retains its Records per the State Retention Schedule

See Washington Law Enforcement Records Retention Schedule.

2. APR Maintains a Storage Room for all Records

APR records will be secured in the Supply & File room #421. This room shall remain locked at all times.

The key is stored in a locked key box in the APR office. The APR Administrative Specialist will manage the combination and update APR staff if the combination changes.

3. APR Staff Keep Records of Purged Documents

APR staff will purge documents as they pass through the retention schedule.  APR will record what was purged in the purge record located on the unit J: Drive.

The Purge record will include the date purged, previous storage location, and any other relevant information about the document.

4. APR Inspects the Records System Annually

The Audit sergeant will assign an internal inspection of the records annually.

Back to Table of Contents

 

 

 

APR 200 - Audit Squad Structure and Function

Effective Date 12/18/2013

APR 200-POL

1. Audit Squad Staffing

The APR Audit Squad consists of:

  • Sergeant
  • Detectives
  • Desk Officers

2. The APR Captain Initiates and Approves all Audits

See Seattle Police Manual Section 1.170-Inspections and Audits.

The Audit sergeant will submit a list to the captain each December of audits planned for the upcoming year. The list is subject to change based on needs and priorities throughout the year.

The captain approves all audit plans before the audit is conducted.

The captain may also delegate this approval as desired.

3. Audits Originate From Different Sources

Department audits originate from many different sources including:

  • Statutory requirements
  • Requirements and responsibilities to Settlement Agreement issues
  • Internal SPD policy requirements
  • External policy requirements that SPD must adhere to. (e.g., NCIC, ACCESS, Auditor recommendations)
  • Requests by unit commanders

4. The Audit Squad Performs Certain Recurring Audits

There are certain audits that are required according to preset schedules.  These include:

  • Confidential Informant (CI) Files - Quarterly
  • Department Tickets - Monthly
  • NCIC/III - Annually
  • Narcotics Canine Training Aids - Quarterly
  • Precinct/Section Staff Inspections - Monthly
  • Department Firearms (Incorporated into Staff Inspection if applicable)
  • Juvenile Justice Inspection - Bi-Annually

5. The Audit Squad Meets Weekly

The audit sergeant will meet with the detectives to discuss the status of current projects, assign new projects, and discuss audit results.

6. Audit Detectives Will Send Weekly Activity Updates

Each audit detective will send the sergeant a weekly email on Tuesdays.  This email will contain a list of projects and assignments worked on during the week.

The audit sergeant will compile the information from the emails and send a report to the APR lieutenant.

Back to Table of Contents

 

 

APR 210 Creating an Audit Plan

Effective Date 12/18/2013

APR 210-POL

This policy applies to APR staff who are organizing and drafting an audit plan.

1. APR Staff Use the Standard Audit Plan Template

When creating an audit plan, APR staff will use the Audit Plan Template.

2. Each Audit Plan Receives a Category Assignment

Audit plans fall into one of the following categories.  These categories are listed and marked on the Audit Plan Template.

Single           -   This is a one-time audit.

Recurrent      -   This type of audit is executed multiple times during the year.  Only one recurrent audit plan is necessary to cover the multiple audits for the year.

Amendment   -   This type of audit uses the data from a previously completed audit to complete different, usually more specific, objectives.

Follow up      -   This type of audit is based on recommendations of previously completed audits to monitor implementation of those recommendations.

3. Audit Numbering Follows a Set Format

Audit plan numbers will appear in this format:

     2013 - 00A  -  123        

(Year)-(Type)-(Report#)

Year -      Four Digit Year

Type -     Two Numbers, One letter

Report

Number - Three digit number. 

This number is added for audit reports, not for the plan itself.

The report numbering sequence is independent of the audit plan number.  It is assigned to reports generated throughout the year.

For example, a recurring audit that occurs twice per year may have its two reports with numbers that are not sequential such as 2013-02A-003 and 015.  The first report for this audit was the third report generated by APR for the year.  The accompanying report for this audit was the fifteenth report of the year.

4. APR Detectives Will Apply Standards to Audit Plans

APR detectives assigned to the Audit Squad receive training specific to conducting audits.

When completing the Audit Plan Template, detectives will apply methods that are consistent with the Generally Accepted Government Auditing Standards (GAGAS) as prescribed by the Government Accountability Office.

5. APR May Execute Audits After Captain Approval

Once an audit plan is completed, the lead detective will submit the plan to the APR Audit sergeant for approval through the APR chain of command.

The audit plan may be executed only after it is approved by the APR captain.

Back to Table of Contents

 

 

APR 220 - Executing an Audit Plan

Effective Date 12/18/2013

APR 220-POL

This policy outlines the work flow for executing an audit plan.

1. The Audit Sergeant Logs Audits

Once the audit plan is created, the audit sergeant will log the audit as soon as possible.

2. APR Will Generally Complete Audits Within 90 Days

Audit detectives will work toward completing audits in 90 days.  The audit sergeant may allow more time to accommodate more complex audits or issues that arise.

3. The Lead Audit Detective Begins the Audit with an Initiation Email

The initiation email goes to the commander of the audited unit.  The detective will request any needed documents, information, and scheduling.

A similar email will go to any other unit that may have information related to the audit.

Exception:  The APR Audit sergeant may waive the initiation email if the audit is Department-wide and not focused on a specific unit.

4. Audit Detectives Draft Status Reports

Detectives will draft audit status reports or prepare briefings for presentation at routine staff meetings and other unscheduled reports as requested by their chain of command.

5. The Audit Sergeant Conducts Roundtable Discussions During the Audit Process

At any stage of the audit plan, the audit sergeant may decide to have a roundtable discussion in order to:

  • Address issues identified during the audit,
  • Discuss responses received from the audited unit,
  • Provide a review of the final draft and findings of the complete audit report, and
  • Discuss regular updates from completed audits.

If a roundtable discussion results in significant changes to the report, the sergeant may send the report back to a previous point in the audit plan to implement the changes.

6. Audit Reports Have Different Stages

Preliminary -

Early framework of the report.  The audited unit will have the opportunity to respond to findings in the report.

If significant issues arise from the audit, the preliminary report may be forwarded to the APR captain by the lieutenant.  This gives the captain an opportunity to consult or brief the audited unit commander before proceeding.

Final –

After the audited unit has had the opportunity to respond to the preliminary report, those responses are included.  After consideration of any changes to the report resulting from the commander’s response, the report status changes to “Final”.

Closed -

All work and distribution of the report has been completed.

 

7. APR Adds Approved Recommendations from Audit Reports to the Tracking Matrix

APR will ask that the audited unit send updates on recommendations as determined by the audit.


APR-220-PRO Executing an Audit Plan

Audit Sergeant

1. Logs the audit, assigning an audit number and a lead auditor.

2. Meets with the lead audit detective to determine the audit team, logistical needs, and the initiation date.

3. Places audit on the calendar.

Audit Detective

4. Sends initiation email(s).

5. Collects responses and information needed for field work and analysis.

6. Conducts field inspections and interviews, if necessary.

7. Prepares rough draft of findings to include any causes and effects that can be identified and supporting evidence.

8. Presents draft findings and results at roundtable.

9. Incorporates roundtable input into the draft.

10. Forwards the draft to the audit sergeant.

Audit Sergeant

11a. Reviews the report and sends the report back with input for more work.

OR

11b. Changes the status of the report from “DRAFT” to “PRELIMINARY” and forwards the report to the APR lieutenant.

APR Lieutenant

12a. Reviews the report and sends the report back to the audit sergeant with input.

OR

12b. Discusses the report with the APR Captain prior to the audited unit’s command review.

OR

12c. Permits the report to be released to the audited unit’s command for review.

APR Captain

13. Discusses the report with the APR lieutenant prior to the audited unit’s command review.

14. Consults with the audited unit’s command, if desired, before distributing the Preliminary Audit Report.

Administrative Specialist

15. Distributes Preliminary Audit Reports and collects responses (14 days).

Audit Sergeant

16. Reviews and Forwards responses to the Preliminary Audit Reports to detective for incorporation into the final report.

Audit Detective

17. Prepares the final report, incorporating the command review responses.

Audit Sergeant

18a. Returns it for additional work or correction.

OR

18b. Forwards it to the APR lieutenant.

APR Lieutenant

19a. Returns it for additional work or correction.

OR

19b. Forwards it to the Compliance Section Captain

APR Captain

20a. Returns it for additional work or correction.

OR

20b. Approves the final report and, if desired, forwards it to the Compliance and Professional Standards Bureau Chief.

Administrative Specialist

21. Distributes the final report to the command staff electronically.

22. Updates the recommendations tracking matrix with recommendations from the final approved report.

23. Archives the reports and work papers, both electronic and hardcopy.

Audit Sergeant

24. Reviews all of the incoming recommendation update reports.

25. Prepares a summary of the monthly updates for the APR lieutenant.

 

Back to Table of Contents

 

 

APR 300 - Policy Squad Structure and Function

Effective Date 12/18/2013

APR 300-POL

1. Policy Squad Staffing

The APR Policy Squad consists of:

  • Sergeant
  • Detectives

2. Policy Sergeant Makes Standing Assignments

The policy sergeant will assign to each policy detective one or more standing assignments for continual monitoring.

The purpose of these assignments is to remain informed on trends that may affect policy and the police profession in general.

Examples of some of the monitored areas are:

  • Force Science Institute
  • Law Enforcement Digest (LED)
  • News clips from the Police Executive Research Forum (PERF)
  • National Association of Civilian Oversight of Law Enforcement (NACOLE)
  • Washington Association of Prosecuting Attorneys (WAPA)
  • Americans for Effective Law Enforcement (AELE)

3. The Policy Squad Meets Monthly

The policy sergeant will meet with the policy detectives to discuss standing assignments and the status of current projects.

 

 

Back to Table of Contents

 

APR 310 - Creating Department Policy

Effective Date 12/18/2013

APR 310-POL

This policy outlines the work flow for developing Department policy.  Policy projects originate from many different sources including:

  • Any SPD employee
  • Required changes based on new laws or court decisions
  • Changes in technology

1.      All Projects Begin with the Policy Development Worksheet

APR detectives or the policy sergeant will complete the Policy Development Worksheet for all new projects that originate from sources outside the Department.

If an SPD employee contacts APR with an idea, APR staff will provide the person with the Policy Development Worksheet with instructions to return the worksheet to the policy sergeant.

The APR Policy sergeant will evaluate all submissions and make a decision on creating a project for assignment to a detective.

2.      Policy Sergeant Assigns Task Priority and a Lead Detective

Once the Policy sergeant has decided to create a project, the sergeant will assign a number priority to the task:

  • High
  • Medium
  • Low

The Policy sergeant enters the project into the APR Project Control Log under the next available project number (e.g., 2013-P-123).  The sergeant will then assign a detective via Outlook to lead the project.

3.      Policy Development Follows the “Five Principles”

When developing policy, the lead detective will continually refer to the “Five Principles”:

  • Best Practices of the Policing Profession
  • Best Evidence and Science
  • Department and Community Values
  • Collaboration Internally and Externally
  • Legal and Constitutional Standards

APR-310-PRO Creating Department Policy

APR Sergeant

1. Logs project into the APR Project log, obtains a project number, and assigns a priority.

2. Assigns the project a lead APR detective using MS Outlook Task.

Lead APR Detective

3. Creates and maintains project folder in the J:/ Drive.

4. Maintains the Outlook task.

5. Recruits and meets with workgroup.

6. Drafts directive.

7. Shares directive draft with APR for peer review using Adobe Shared Review.

Other APR Personnel

8. Provide feedback on directive draft via the Shared Review.

Lead APR Detective

9. Edits and submits clean draft to APR Sergeant for approval for IdeaScale.

APR Sergeant

10. Approves directive for upload to IdeaScale.

Lead APR Detective

11. Uploads the directive to IdeaScale for one-week review and comment period, using the following language:

“Policy Review: [Insert name of proposed policy] Please click on the attachment to review and comment on this proposed policy.  It will be open for review and comment for one week – until [insert date].”

12. Emails a copy of the directive to SPOG and SPMA using Outlook templates.

13. Moderates IdeaScale Discussion.

14. Schedules a final review meeting with workgroup and APR chain of command.

15. Edits the directive.

16. Submits final version to APR Sergeant for approval.

APR Sergeant

17. Approves final draft for upload to eDirectives.

Lead APR Detective

18. Uploads final draft to eDirectives.

See APR 330-TSK-1

19. Updates the Seattle Police Manual development site using Adobe Contribute.

20. Marks the outlook task as “completed”.

APR Sergeant

21. Updates the APR Project Log and closes the project.

Back to Table of Contents

 

APR 320 – APR Webmaster

Effective Date 12/18/2013

APR 320-POL

1. APR Policy Sergeant Designates a Webmaster

The Policy sergeant shall assign at least one policy squad detective to act as webmaster.  The webmaster updates the public Department manual as needed.

2. The Webmaster Maintains a Development Site and a Production Site.

The production site is the official SPD manual that is viewable to all employees and the public.

The development site is a mirror site.  It functions as a staging area for all final policies that are ready to be uploaded to the production site.

Both sites are hosted by the City.

3. The Webmaster Supplies the Development Site Connection Key

The webmaster will email the connection key to other assigned APR detectives who need access to the manual development site to make policy edits.  This key is necessary to set up the connection for the first time.

4. APR Detectives Update the Production Site with Their Final Drafts

Once an APR detective finishes a policy project, the detective will edit the existing policy using Adobe Contribute.

  • Adobe Contribute cannot create new policy pages.  It can only edit existing HTML pages.  If the policy is new, the webmaster will need to create the blank policy location for the detective to edit.

See APR 320-PRO-1 APR Staff Updating the Online Manual.

See APR 320-TSK-1 APR Detective Editing a Policy using Adobe Contribute


 

APR 320-PRO-1 APR Staff Editing Online Manual

APR Detective

1. If not done already, requests the manual development site connection key from the webmaster.  If not necessary, skip to step 3.

APR Webmaster

2. Provides the connection key to the detective for initial setup if necessary.

APR Detective

3. Edits the relevant section of the manual.

See APR 320-TSK-1 APR Detective Editing a Policy Using Adobe Contribute (After initial setup)

APR Webmaster

4. On directive day, pushes the revisions from the development site server to the production site servers.

5. Saves an archive copy of the production site with the new changes.


 

APR 320-TSK-1 APR Detective Editing a Policy Using Adobe Contribute (After initial setup)

When using Adobe Contribute to edit an existing policy, the APR Detective uses the following instructions:

1. Open Adobe Contribute

2. Navigate to the manual development site.

3. Click the “Connect” button in the upper left of the screen. The “Connect” button should change to “Edit Page”

4. Use Contribute as a web browser to navigate to the section needing the update.

4a. If a saved draft exists, locate the draft in the “Pages” frame on the left. A single click should open the draft.

5. Click the “Edit Page” button in the upper left corner of the browser frame.

6. Make the edits to the text using established font settings and formatting.

7. Remove any unnecessary formatting, spaces and carriage returns.

8a. To save a draft for later work, click the “Save for Later” button at the top.

Or

8b. If all edits are done, click the “Publish” button.

9. Close Contribute.

10. Notify the Webmaster when the section is complete and ready for update on the production site.


 

APR 320-TSK-2 APR Webmaster Setting Up Dreamweaver

To set up Adobe Dreamweaver in order to update the SPD Manual on the city server, the APR Webmaster uses the following instructions:

1. Open Adobe Dreamweaver.

2. Select “Site” then “New Site” from the menu bar at the top of the screen.

3. Locate “Site” category on left menu.

4. Enters “Development_Seattle_Police_Department_Manual” or “Production_Seattle_Police_Department_Manual” in the Site Name box depending on the connection being set up.

5. Locates “J:\__Seattle Police Manual\” as the local site folder.

6. Locate “Servers” category on left menu.

7. Click the “+” to add a new server.

8. Enter the following information under the “Basic” tab:

  • Server Name:  www4.seattle.gov
  • Connect Using:  FTP
  • FTP Address:  www4.Seattle.gov
  • Username: [provided] 
  • Password:  [provided]
  • Root Directory:  /pan/police/publications/manual/
  • Web URL: (development site url)

9. Verify the following information under the “Advanced” tab:

  • Maintain synchronization info: CHECKED
  • Automatically upload…on Save: UNCHECKED
  • Enable file check-out: CHECKED
  • Check out files when opening: CHECKED
  • Check-out Name: [Webmaster name]
  • Email Address: [Webmaster’s email address]
  • Server Model: BLANK

10. Save entries.

11. If the first site setup was for the development site, repeat steps 2-7 using the production site URL.

 

APR 320-TSK-3 APR Webmaster Pushing Updates to the Online Manual

To use Adobe Dreamweaver to push updates to the SPD Manual on the city server, the APR Webmaster uses the following instructions:

1. Open Adobe Dreamweaver. (Connections should already be established from TSK2)

2. Select the Development Site > “Local View” in the FILES pane on the right side of the screen.

2a. If necessary, click the connect button to establish a connection.

3. Click the sync button to synchronize with “remote server”.

4. In the dialogue box that appears, select “Get newer files from remote” for the “Direction” field.

5. Click “Preview”.

6. Locate the files to push to the development site in the Synchronize dialogue box that appears.

7. To mark files that will NOT be pushed, change their status to “Ignore” by selecting the file and clicking the “Ignore” button at the bottom.

8. Once all files to be pushed are marked “Get” and others marked “Ignore”, click “OK”.  Dreamweaver will pull the files from the development site remote server to your local view.

9. Select  the Production Site > “Local View” in the FILES pane on the right side of the screen.

10. Click the sync button to synchronize with “remote server”.

11. In the dialogue box that appears, select “Put newer files to remote” for the “Direction” field.

12. Click “Preview”.

13. Verify that the previously selected files to push are included in the synchronize list and that the action shows “Put”.

13a. If the files are not present, go back to step 2 and repeat, paying special attention to the files displayed in step 6.

13b. If there are files present that do not need to be pushed to the Production Site, mark those as “Ignore” as described in step 7.

14. Click OK.

15. Visit the live production site to confirm the changes.

         16. Close Dreamweaver.

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APR 330 - Creating an eDirective

Effective Date 12/18/2013

APR 330-POL

This policy applies to APR detectives who upload a final directive to the eDirectives system for publishing.

1. APR Publishes New Directives on the Third Wednesday of the Month

APR detectives will use the eDirectives system to publish new directives.

See APR-330-TSK-1 APR Detective Creating an eDirective

2. Detectives Will Use a Uniform Naming Convention for Directives

When saving a final PDF draft of the directive, the APR detective will name the file using the following format:

[Project Number]_Directive_[Directive Name]

Example:

2012-P-099_Directive_Emergency Vehicle Operations


 

APR 330-TSK-1 APR Detective Creating an eDirective

To create and upload a directive to the eDirective system the APR detective uses the following instruction:

Getting Started

1. Sign in to the eDirective system via Single Sign On or the eDirectives login page.

2. Click on the “Directive Number” column header.

3. Select the yellow/black down arrow to sort the directives in descending order.

4. Scroll down and note the last directive number used in order to determine the next number to assign.

5. Click on the button near the top of the page labeled “Create Directive/Training Digest”.

Building the Directive

6. Enter the Directive Number using consistent numbering format.

7. Select Directive or Training Digest.

8. Enter Short Description. (Most of the time this can be the title of the section.)

9. Copy/Paste Full Text of Directive Cover Sheet, NOT the entire policy.

10. Attach Directive PDF file using the “Browse” button and locating the file on the computer.

11. Enter comments, if any.

12. Select when to publish directive.

13. Select “Yes” to make quiz mandatory for ALL personnel, if applicable.  If left unchecked, the default is Sworn and Communications staff only.

14. Click “Create” at upper right before going further.

Making the Quiz

15. Scroll down and Click the “Create/Edit Quiz” button located in the lower right portion of the page.

16. Click the “Add Question to Quiz” button to create question.

17. Type the question in the “Quiz question” box.

18. Select the question type.

19. Choose what will be the correct answer to the question.

20. Click the “Create” button located upper right.

21. For multiple choice questions, click the “Add Multiple Choice Options” to create the possible answers to the question.

22. Click the “Add Multiple Choice Options” button again on the next screen.

23. Fill in the “Possible Answer” field with the answer choice.

24. Assign the corresponding letter choice under “Option Value”.

25. Repeat steps 22-24 until all choices are listed.

26. Click “Submit” at upper right.

27. Click “Return to Add/Edit Directives” button to return to the list of questions for the quiz.

28. Repeat steps 16-27 until all questions are listed.

30. Click “Return to Directive Screen”.

Attaching Files

31. Click the “Multiple Attachments” button.

32. Click “Create” in the new pop-up window.

33. Enter the attachment description.

34. Attach PDF of work papers and drafts by clicking the “Browse” button and locating the file on the computer.

35. Click “Create” at upper right.

36. Close the pop-up window using the red “x” in the corner.

Adding the Workgroup

37. Select workgroup reviewers using the dropdown lists:

  • Left - Sorted by serial number
  • Right - Sorted alphabetically by last name

38. Once all reviewers are included, click the “Apply Changes” button at upper right.

The page may return to the list of directives after applying changes.

38a. If the page returns to the list of directives, locate the directive and click the edit pencil on the far left.

39. If all information has been included, click “Submit Directive”.

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APR 340-IdeaScale

Effective Date 12/18/2013

APR 340-POL

APR uses a web-based service called IdeaScale to gather comments on proposed policies and other ideas.

1. Users Must Have a seattle.gov Email Address

When IdeaScale was adopted, each member of the Department received an email to register. The initial email contained a direct link that prefilled the username block to facilitate registration.

The APR Policy Sergeant sends new employees this initial email.

See APR 340-TSK-1 for instructions on how to register if that initial email is not available.

2. APR Detectives Post Policy Drafts for One Week

When a policy reaches the peer review stage of the development process, the lead APR detective will post the policy on IdeaScale for one week.

Exception: Larger policies may require a longer time frame.

The detective will attach a PDF of the policy after creating the idea as outlined in APR 340-TSK-2.

3. Lead Detectives Use Uniform Language to Introduce Ideas

When posting policies for feedback, detectives will use the following introductory language:

Policy Review: [Insert name of proposed policy]. Please click on the attachment to review and comment on this proposed policy. It will be open for review and comment for one week – until [insert date].

4. Lead Detective Moderates the Discussion

As comments come in, the lead detective on the project will respond to feedback and questions.

Once the deadline has passed, the lead detective changes the idea status from “Active” to “Complete”.

 

APR 340-TSK-1 User Registering for IdeaScale

A new user registering for IdeaScale will need to follow these instructions:

1. Navigate to http://seattlepolice.ideascale.com.

This dialogue box should appear.

2. Click the “Register Now” link at the bottom.

This dialogue box should appear.

3. Enter an email address

Your email address is your username for the system.  You may use either of your two email seattle.gov addresses that go to your city email inbox. They are:

  • name@seattle.gov
  • spd####@seattle.gov
    (#### is your serial number)

4. Answer the math question.

The math is so the website can confirm you are a real person.

5. Check your email and follow the instructions to create a password for your account.


 

APR 340-TSK-2 Commenting and Voting on Ideas

To make a comment or vote on an idea, follow these instructions:

1. Log in to IdeaScale at (https://seattlepolice.ideascale.com)

2. Locate the current “campaigns” menu on lower left side of page.

a. Policy Review: Click on this to review and comment on proposed policies and procedures from the Audit, Policy & Research Section

b. SPD Suggestion Box: Use this feature to submit general comments and suggestions to the Audit, Policy & Research Section—about APR, or SPD in general

3. Click on “Policy Review” (under “Campaigns” on the left side of the homepage).

4. Click on the title of the policy you would like to review.

5. To vote on the policy, click on the up or down thumb to indicate “I agree” or “I disagree”.

6. To submit a comment, type in the box labeled “Add your comment”, and click the “Submit Comment” button.


 

APR 340-TSK-3 Submitting a New Idea to the Suggestion Box

1. Log on to IdeaScale: https://seattlepolice.ideascale.com

2. On the homepage, click the orange “Submit New Idea” box.

3. Enter the title, description, campaign (select “SPD Suggestion Box”), and tags (optional)

4. Click “Submit.” Other users may now comment on your idea.

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APR 350 - Forms Control

Effective Date 12/18/2013

APR 350-POL

1. APR Creates and Manages Official SPD Forms

See Seattle Police Manual Section 12.060-Department Forms Control

2. APR Policy Sergeant Designates a Forms Control Officer

The Forms Control Officer (FCO) will manage development and creation of all Department forms for APR.

If an APR detective is creating or revising a form as part of a project, the detective will inform the FCO.

See APR 350-PRO-1 Creating Department Forms

3. FCO Shall Maintain an Organized Record of All Forms

FCO shall maintain a master index of all forms.  All new forms added to the index receive the next sequential form number available.

The index will indicate whether the form is kept at the Quartermaster or electronically stored in the SPD Templates folder.

FCO will store an example copy of these forms in either paper or digital format in APR.

  • The FCO shall retain old forms per APR-120 Records Retention

4. The FCO Posts New and Revised forms to the SPD Templates folder

5. The FCO Coordinates With Quartermaster to Order Hardcopy Forms

The FCO and Quartermaster will approve the proof of hardcopy forms before printing the first order.

Quartermaster will then place future orders of approved forms with the vendor as needed.

 

APR 350-PRO-1 Creating Department Forms

APR Sergeant

1. Reviews request for a form revision or new form request.

2. If approved, creates a project in Outlook tasks with supporting documentation and direction.

3. Assigns the project to an APR Detective.

APR Detective

4a. Follows policy development workflow if the form is new or the revision affects policy.

OR

4b. If the form revision is minor, updates the revised form in the 810Share\__Current_Department_Forms, folder.  The update will include archiving the old form as a PDF and deleting the old Word version.

5. If the form is new, then creates a new form folder in the 810Share\__Current_Department_Forms, folder.

6. Gives the new form a number.

7. Records the new form and number in the SPD_Form_Index spread sheet.

8. Updates the form vendor’s library if appropriate.

9. Notifies the Department stationmasters of the forms update.

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APR 400 - Research Projects

Effective Date 12/18/2013

APR 400-POL

SPD encourages criminal justice research. Manual Section 12.055 outlines the parameters for facilitating research project.

A written Research Agreement is required for the release of any Department data for research, evaluative or statistical purposes. Per the policy, APR is tasked with vetting those requests.

1. APR Detectives Evaluate Outside Research Requests

APR detectives will consider the following when requests are analyzed:

  • Is the information requested available?
  • What is the estimated cost to complete the request?
  • Personnel time
  • File research
  • Copying
  • Can the additional workload required to complete the request be absorbed at the time it is requested?
  • How will the completed research project be beneficial to the Department or to the criminal justice system?
  • Are there privacy issues?
  • Does the request comply with RCW 13.50.010?

See also:

12.055–PRO–1 Vetting Process for Outside Research Requests

12.055–PRO–2 Receiving Internal Ideas for Research Topics

 

2. The APR Captain Will Maintain a List of Research Topics for Assignment Within the SPD-University of Washington Research Consortium.

3. APR will Review Results of Completed Research and Determine if There is a Practical Application to Department Operations

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APR 410 – Vetting Training Curriculum

Effective Date 12/18/2013

APR 410-POL

Manual Section 1.190 - Training applies to training curriculum developed and hosted by all sections of the Department that is intended to support and reinforce Department policies, procedures and tactics.  Per the policy, APR vets such training curriculum.  

1. APR Vets Training Curriculum

APR will compare Department training curriculum to Department policy to verify they do not conflict.

See APR-410-PRO-1 Vetting Training Curriculum.

 

APR-410-PRO-1 Vetting Training Curriculum

         APR Sergeant

1. Logs project into APR Project Log under the next available project number.

2. Assigns the project a priority and a Lead APR Detective, using MS Outlook Task.

APR Detective

3. Creates and maintains project folder in the J:/Drive.

4. Maintains the Outlook Task.

5. Follows Manual Section 1.190-PRO-1 Vetting Department-Developed Training Curriculum Through APR.

6. Marks the Outlook Task as “completed.”

APR Sergeant

7. Updates the APR Project Log

8. Closes project.

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