5.003 - Front Line Investigations
Effective Date: 05/10/2017
5.003-POL
1. Supervisors Will Investigate and Document Allegations of Minor Policy Violations
Supervisors will fully investigate and take corrective action, within their authority, when they witness or receive allegations of an employee’s minor policy violations. (See 5.002- Responsibilities of Employees Concerning Alleged Policy Violations, 5.c.)
Exception: If the supervisor is informed that OPA is taking over the investigation, the supervisor will cease their investigation as described in 5.003-PRO-1 Supervisor Reporting Allegations of Minor Policy Violations.
When reporting allegations of minor policy violations supervisors/ sergeants are expected to complete the investigation and forward to the lieutenant within two (2) calendar weeks.
Lieutenants are expected to complete the review of the investigation and forward to the captain within one calendar week.
Captains are expected to complete the review of the investigation and forward within one calendar week.
In exceptional cases, when workload or scheduling issues will preclude timely review, each reviewer may request an extension from his or her supervisor.
If a report is delayed beyond this time limit, the reason for the delay will be documented.
Supervisors/Sergeants will screen the incident with a lieutenant to confirm the violation meets the criteria for minor misconduct. Lieutenants will screen with OPA if in doubt regarding its appropriate categorization.
2. A Supervisor May Relieve a Subordinate Employee of Duty
If immediate relief from duty is necessary to protect the Department, the employee, or the public, a supervisor may relieve a subordinate employee from duty and place the employee on Administrative Leave for up to 24 hours (excluding weekends and holidays).
The supervisor will screen the incident with a higher-ranking employee prior to informing the employee they are relieved from duty.
- A permanent lieutenant or higher will screen incidents involving sworn employees and notify their bureau chief through the chain of command and call the bureau chiefs office the next day. The HR Director and Employee Services Lieutenant are informed of any relief from duty immediately.
Supervisors will notify a higher-ranking employee within their chain of command, or the Duty Captain, before going off duty where immediate investigative action by the OPA may be necessary. If warranted, the higher ranking employee will notify OPA immediately. After hours, the Communications Section will follow its callout procedure for OPA.
The higher-ranking employee will consider having the Peer Support personnel contact the employee if appropriate.
5.003-PRO-1 Supervisor Reporting Allegations of Minor Policy Violations
First observed or first reported allegation of a minor policy violation
Supervisor
1. Reviews the allegations and investigates to determine if a Frontline investigation is appropriate.
2. Screens the incident with a lieutenant/civilian manager.
3. Counsels the employee as to any tactical or behavioral concerns raised by the complaint.
4. Takes remedial steps to correct the tactics or behavior if necessary.
5. Documents the allegation/violation, any remedial actions taken, and outcome in PAS.
6a. Internal Allegation: If the alleged violation is observed by the supervisor or a Department employee, documents the completed investigation in a Frontline Blue Team entry and forwards it to the chain of command.
6b. External Allegation: If the allegation is made by a person outside of the Department, documents the completed investigation in a Frontline Blue Team entry and forwards it to OPA, via the chain of command.
7. When possible, notifies the complainant that the investigation is completed.
Second observed or second reported allegation of a similar minor policy violation.
Supervisor
1. Reviews the allegations and investigates to determine if a Frontline investigation is appropriate.
2. Screens the incident with a lieutenant/civilian manager.
3. Counsels the employee as to any tactical or behavioral concerns raised by the complaint.
4. Takes remedial steps to correct the tactics or behavior if necessary.
5. Documents the allegation/violation, any remedial actions taken, and outcome in PAS.
6. Notifies the Employment Services Lieutenant of the PAS entry via email.
7. Documents the completed investigation in a Frontline Blue Team entry and forwards it to OPA, via the chain of command.
Lieutenant/Captain/Civilian Manager
8. Reviews the complaint and provides a recommendation in Frontline Blue Team.
-A second violation will typically result in an oral reprimand.
OPA
9. Reviews the incident and the chain of command’s recommendation.
10. Determines whether to take over the investigation, and advises the chain of command of their decision via Blue Team.
Lieutenant/Captain/Civilian Manager
11. If OPA will not be taking over the investigation, issues a reprimand as appropriate using the Frontline Reprimand Form (25.4).
12. Documents the reprimand in a Frontline Blue Team entry.
Supervisor
13. Documents the resolution in PAS.
14. If a reprimand is issued, notifies the Employment Services Lieutenant of the PAS entry via email.
15. When possible, notifies the complainant that the investigation is completed.
Employment Services Lieutenant
16. Notifies the employee’s union of the reprimand.
Third observed or third reported allegation of a similar minor policy violation.
Supervisor
1. Reviews the allegations and investigates to determine if a Frontline investigation is appropriate.
2. Screens the incident with a lieutenant/civilian manager.
3. Counsels the employee as to any tactical or behavioral concerns raised by the complaint.
4. Takes remedial steps to correct the tactics or behavior if necessary.
5. Documents the allegation/violation, any remedial actions taken, and outcome in PAS.
6. Documents the completed investigation in a Frontline Blue Team entry and forwards it to OPA, via the chain of command.
Lieutenant/Captain/Civilian Manager
7. Reviews the complaint and provides a recommendation in Frontline Blue Team.
-A third violation will typically result in a written reprimand.
OPA
8. Reviews the incident and the chain of command’s recommendation.
9. Determines whether to take over the investigation, and advises the chain of command of their decision via Blue Team.
Lieutenant/Captain/Civilian Manager
10. If OPA will not be taking over the investigation, issues a reprimand as appropriate using the Frontline Reprimand Form (25.4).
11. Documents the reprimand in a Frontline Blue Team entry.
Supervisor
12. Documents the resolution in PAS.
13. If a reprimand is issued, notifies the Employment Services Lieutenant of the PAS entry via email.
14. When possible, notifies the complainant that the investigation is completed.
Employment Services Lieutenant
15. Notifies the employee’s union of the reprimand.
Fourth observed or fourth reported allegation of a similar minor policy violation.
Supervisor
1. Follows 5.002-TSK-1 Employee Reporting of Serious Policy Violations.
- The fourth observed or fourth reported allegation of a similar minor policy violation is handled as a serious policy violation.