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.
Front Desk Uniform
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:
Body armor with “POLICE” lettering,
Authorized uniform jacket,
Full SPD Uniform
APR staff will dress in uniform when working the front desk for more than 2 hours or when security protocols are increased.
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 - Four Digit Year
Type - Two Numbers, One letter
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.
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
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.
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”.
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
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.
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.
11a. Reviews the report and sends the report back with input for more work.
11b. Changes the status of the report from “DRAFT” to “PRELIMINARY” and forwards the report to the APR lieutenant.
12a. Reviews the report and sends the report back to the audit sergeant with input.
12b. Discusses the report with the APR Captain prior to the audited unit’s command review.
12c. Permits the report to be released to the audited unit’s command for review.
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.
15. Distributes Preliminary Audit Reports and collects responses (14 days).
16. Reviews and Forwards responses to the Preliminary Audit Reports to detective for incorporation into the final report.
17. Prepares the final report, incorporating the command review responses.
18a. Returns it for additional work or correction.
18b. Forwards it to the APR lieutenant.
19a. Returns it for additional work or correction.
19b. Forwards it to the Compliance Section Captain
20a. Returns it for additional work or correction.
20b. Approves the final report and, if desired, forwards it to the Compliance and Professional Standards Bureau Chief.
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.
24. Reviews all of the incoming recommendation update reports.
25. Prepares a summary of the monthly updates for the APR lieutenant.
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:
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
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.
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.
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”.
21. Updates the APR Project Log and closes the project.
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
1. If not done already, requests the manual development site connection key from the webmaster. If not necessary, skip to step 3.
2. Provides the connection key to the detective for initial setup if necessary.
3. Edits the relevant section of the manual.
See APR 320-TSK-1 APR Detective Editing a Policy Using Adobe Contribute (After initial setup)
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.
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
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.
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:
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
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.
4a. Follows policy development workflow if the form is new or the revision affects policy.
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.
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
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.
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.