PAC Chat Accreditation News You Can Use

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1 PAC Chat Accreditation News You Can Use VOLUME 1, NUMBER 2 OCTOBER, 2003 President s Corner Butch Arenal, Punta Gorda P.D. Random musings from our fearless leader. It's that time again as our FLA-PAC family flocks to Fort Myers Beach, Florida for our fall conference. I think you will find Barry Connor and our friends at the Lee County Sheriff's Office have done a great job preparing for this meeting. Please join me in welcoming our newest members of FLA-PAC, the Cocoa Police Department, the Holly Hill Police Department, and the Taylor County Sheriff s Office. The ranks of FLA-PAC continue to grow as we continue to lead the nation as a PAC. New members Cocoa Police Department Holly Hill Police Department Taylor County Sheriff s Office Feature Article Welcome to the PAC! Living with Law Enforcement By Michael J. Cuttler, Ph.D. SUPERVISORS ARE PEOPLE TOO... or Learning to Love Your Boss We have an aggressive agenda in Fort Myers Beach as your Executive Board deals with a By-Laws and SOP rewrite, a new budget for the upcoming year, new FLA-PAC brochures, and a new direction for our website. We have a great training schedule and many members of the PAC are working tenaciously to enhance the training we offer and the manner in which we offer it. You can't please everyone. Those of you who have been following my articles in recent issues of this journal, recall that I have had quite a lot to say about how stress affects law enforcement officers. I have tried to write these articles from the point of view of the line officer, the one in the street answering calls, chasing suspects, etc. Recently, I heard from some other officers, those We look forward to seeing each of you in Fort Myers Beach for one of our best conferences yet! The man who cannot believe in himself cannot believe in anything else. Roy L. Smith, American Clergyman In This Issue: On the Move 4 Conference News 6 PAC Web 7 Best of the PAC 7 THE RE-ACCRED 9 Accreditation Does 10 The Survey Said 11 SRIC 11 Letters to the Editor 12 Conference Images 13 FCAC Accreditation Checklist 14

2 who supervise and administrate agencies. Since every agency has fewer supervisors than it does "rank and file", this facet of law enforcement stress is often glossed over, and sometimes even ignored. We all know that supervisors and administrators in law enforcement agencies are often just as stressed out as the rank and file. Even though they may have eight to five daytime hours and/or have more latitude in determining their day to day activities, very few supervisors and administrators report that their jobs are "a piece of cake". They lose sleep, fight with their spouses, get tension headaches and think about career changes just like the rest of us. When we talk about stress in law enforcement supervision, we are talking about the same symptoms and the same problems from a different perspective. Whether you are a supervisor, or just trying to get along with one, it will help to understand that perspective. To do so, we must be aware of both the differences and the similarities between the job of supervisor and administrator and the officer on the street. We should also consider the nature of the organization in which supervisors, managers and administrators operate. Unlike many organizations, most law enforcement supervisors and administrators were once "street troops" themselves. On the street, an officer is primarily responsible only for his own actions. Although he/she is concerned with the welfare and safety of citizens as well as his fellow PAC Chat 2003 The Florida Police Accreditation Coalition Gary Robinson Craig Warner Craig Roderick Jay Smith Tammy Waldrop Joanne Figdore Editorial Staff: grobinson@wpb.org cwarner@ci.gulfport.fl.us croderic@largo.com jsmith@balharbourflorida.com WaldropT@pbso.org jfigdore@sheriff.martin.fl.us officers, he/she will be judged on, and held accountable for, his/her own behavior and performance. Most officers who become supervisors have learned to perform fairly well in this singularly responsible role. Once they get promoted, however, they are held to a different standard of performance. Supervisors are responsible for the actions of a group of people as well as for enforcing the rules and policies of their agencies. First line supervisors (e.g. Sergeants) must enforce rules and policies that they probably had very little role in formulating. In addition they must make decisions affecting the lives of officers who are often their friends. Being responsible for a group is quite a bit different than being concerned about individuals. Although the supervisor may empathize with an individual officer's point of view, the relationship with his/her fellow officers must now be secondary to the overall performance of the unit. As such, distance typically develops between the supervisor and the "rank and file". Although necessary, it is also stressful for supervisors. Even at the divisional and command levels of an agency, there is often little latitude in regard to formulating and interpreting policy. What is more important, and more stressful, is the fact that managers and administrators must learn to operate in a totally different mode than what is required on the street. Unlike civilian or business organizations, the people who enter law enforcement rarely do so because they want to manage or administrate. Psychologically, they are practical, action oriented people who want to serve society and help others. In other words, their personalities are basically similar to everyone else in the agency. Like most officers, supervisors are most comfortable when faced with situations that must be dealt with quickly and practically. This sort of situation typically occurs on the tactical or "operational" side of the organization. Tactical decision making calls for good independent judgment and the ability to react to events rather than to plan or predict. Unfortunately, this set of

3 skills is rarely helpful when performing administrative tasks. On the supervisory/management side of law enforcement, an entirely different set of behaviors and talents are required. The situations that come up are not as concrete or practical as tactical situations. The policy decisions a supervisor makes must be consistent and applicable to a number of similar situations rather than a single individual circumstance. Supervisors and managers must think in terms of groups and policies rather than rely on their flexibility, street smarts and "feel" for people. The cornerstone of administration is planning and control. The administrator must gather data, analyze it, and plan for future events. Usually, this is not a set of skills which he/she has had a chance to develop in the field. In some ways, the job requires the exact opposite of what most officers like to do. Add to this a high degree of political pressure, community visibility, and second guessing by the media, and you've got a formula for a lot of sleepless nights and other stress symptoms. Just like the officer in the field, supervisors get stressed out by the administrative demands of the job, not the tactical ones. Obviously, being on the "giving end" of an administrative policy does not make you immune to its effects. Most supervisors I know do not enjoy doing performance appraisals or working out vacation schedules any more than the officers who must live with these decisions. If you find yourself getting annoyed at your supervisor, it will help to understand that he/she could be just as stressed out as you are. New supervisors are often struggling to make the adjustment which their new responsibilities demand. Experienced supervisors and managers can experience the same problems and symptoms of "burnout" as anyone else. Whether you have recently been promoted, are thinking about being promoted, or are closer to retirement than promotion, here are some things that may help. New Supervisors...Look for a Role Model Although virtually all law enforcement agencies provide field coaches for rookies, very few do the same for new supervisors. Obviously, there are some people who do a better job at supervision than others. Just like rookie school, there are certain things about supervision that you won't learn in a classroom. If you are a new supervisor, there is nothing stopping you from finding your own training coach. Get to know someone whose supervisory style is similar to yours or whose effectiveness as a supervisor you admire. You might even reach back in your past and identify a past supervisor who made a positive impact on you. Most good supervisors (just like most good officers) are helpful by nature. Seek one out, use him/her as a sounding board for your problem cases. Experienced Supervisors..Find a Confidant Leadership responsibility can be lonely. Most people in law enforcement derive support through relationships with fellow officers they respect and trust. Don't let your job alienate you from your sources of support. No matter what your job or level of responsibility, it will be helpful to have someone with whom to share your ideas and frustrations. Although spouses and close civilian friends are important, there are some problems that it takes a badge to understand. Obviously, you must choose wisely. If you've been around awhile you have probably learned who you can trust. Very few good leaders are able to go it alone. You're Never Too Experienced to Learn about Your Job Although some agencies provide extensive training for first line supervisors, most do not. This is because there are very few truly comprehensive supervisory training programs

4 exclusively for law enforcement officers. There are, however, quite a few other sources of valuable information available to you. Check the management science section of the library for books about general supervision. A lot of what is written about supervision in the business environment is applicable to law enforcement, as well. You might also consider attending a "principles of management" seminar offered by your local community college or university. There are also a number of articles published in both law enforcement, government and general business magazines. In addition to reading about supervision and management, there is a lot you can learn from speaking to others in the law enforcement field. Attend meetings of law enforcement associations and, of course, don't be ashamed to ask questions in your own agency. No Matter What Your Rank...Be Realistic about Your Job There are a lot of different ways to say "lighten up". In my previous articles, I have made some suggestions to that effect. They all have to do with being realistic and adjusting, to the unique demands of your job rather than worrying about things you can't change. Make sure that your expectations are in line with both your ability and the reality of the situation. *************************** Michael J. Cuttler, Ph.D. is a consultant to over 800 law enforcement agencies and is Director of Psychological Services for LESI, Law Enforcement Services, Inc. Greensboro, NC. Article copyright LESI and reprinted with their express permission. LESI has many innovative pre-employment and promotional products that reach beyond the traditional police psychology stereotype. OnlinePHQ, a web-based personal history questionnaire, identifies critical items and provides a report for use by the background investigator in the police applicant qualification process. LESI can be reached on the web at On the Move Member updates (assignments, addresses, promotions, retirements, etc.). Congratulations! Rick Lane was promoted to Lieutenant of Human Resources at Indian River County SO March 31, Cheryl DeGroff-Berry was promoted to Captain and assigned to command the Professional Standards Division at Orlando PD August 21,2003. She is happy the assignment allows her to remain connected directly to Accreditation. John Hankin was recently promoted to Sergeant. He is assigned to Internal Affairs and remains the Accreditation Manager for the Cocoa PD. Dave Howard was promoted to Sergeant on October 3, He remains in the Accreditation Unit and takes on responsibility for the CompStat program of the West Palm Beach PD. Welcome Sgt. Juliane Day of Sumter County Sheriff's Office is now in charge of CFA and FCAC accreditation for the agency. She can be reached at: Sumter County Sheriff's Office P.O. Box 188 Bushnell, FL (352) Ext 2703 fax (352) Good luck, Buster. You will be missed. From Buster French Jacksonville Sheriff's Office After 122 years in accreditation, it appears that I will be reassigned soon. I have asked for and been granted a transfer to our Training

5 Academy where I will have the position of Assistant Director. I have enjoyed all the friends that I have made over the years and the progress that we made together. It is a bitter sweet time for me because of the friendships I have made and the distinct honor I have had by being a part of the best most professional state accreditation organization that has ever been collectively assembled anywhere! I won't make the upcoming meeting, but I plan on attending the next one so that I can introduce my successor and thank you all personally. I wish you all the best! We wish Buster and Tom all the best in their new assignments and we welcome Chris to the PAC family. Bon Voyage Congratulations to Sgt. Jim Wright, soon to be late of the Ft. Lauderdale Police Department. Jim is retiring October 11, 2003 after over 31 years of service, 26 of those with Ft. Lauderdale. Keep up the exceptional work! Changing of the Guard From Lt. Thomas G. Coulombe Venice Police Department As of Monday, 14 July 2003, I am no longer the Accreditation Manager for Venice Police Department. I am transferring to the Patrol Division as Evening Shift Supervisor. The new Accreditation Manager for Venice Police Department is Lt. Christopher Bryde. His address is cbryde@ci.venice.fl.us. The phone numbers and address are the same as before. I know that everybody will welcome him into the Wonderful World of Accreditation and ask that you all help him as you have supported me for the past eight years. Before coming to the sunny beaches of South Florida, he was with the Atlanta, GA, Police Department. Jim will always be remembered by those of us in accreditation who know : It s not right until it s Jim Wright! I would like to thank all of you for your support and the wonderful times we have had together. Please continue to work for the improvement of our profession for the benefit of all the law enforcement members. Chris can be reached at : Venice Police Department ATTN.: Professional Standards Office 1350 Ridgewood Avenue Venice, Fl (941) Ext 3225 fax (941) Image courtesy Bartow Police Dept 2003

6 Conference News Editor s Note: My apologies to the following CALEA agencies receiving their accreditations and re-accreditations at Orlando in March. In my haste to get out our first issue, I never finished typing in all the agencies. I promise to do better in the future! - Gary Robinson March, 2003 CALEA Accredited: Miami Police Department Florida International University Police Department * Gulfport Police Department * North Miami Police Department University of Florida Police Department Tequesta Police Department * Daytona Beach Police Department CALEA Recognition through CFA Alliance Gulf Breeze Police Department * St. Lucie County Sheriff's Office * FCAC Accreditation CALEA Re-accredited: Lee County Aventura Police Department Broward County Sheriff s Office Charlotte County Sheriff s Office Collier County Sheriff s Office Coral Gables Police Department Martin County Sheriff s Office Palm Beach Gardens Police Department Royal Palm Beach Police Department Sunrise Police Department Volusia County Sheriff s Office June, 2003 CFA Accreditation * with CALEA Recognition awarded July, 2003 Palm Beach County School District Police Department * Bradenton Police Department * Key West Police Department * CFA Re-Accreditation * with CALEA Recognition awarded July, 2003 Satellite Beach Police Department * Hernando County Sheriff's Office * Monroe County Sheriff's Office Maitland Police Department * Citrus County Sheriff's Office * FCAC Re-Accreditation Marion County Sheriff s Office Sumter County Sheriff s Office Jacksonville Office of the Sheriff July, 2003 CALEA Accredited and Re-Accredited : Seminole County Sheriff's Office Jacksonville Beach Police Department Neptune Beach Public Safety Department Florida Department of Law Enforcement St. Petersburg Police Department Next PAC Meeting: February, 2004 Plantation Inn and Golf Resort 9301 West Fort Island Trail Crystal River, FL Room rate is $99.00 single or double Call for reservations. Don t forget to tell them you are with FLA-PAC to get the conference rate.

7 PAC Web Websites of interest to the membership with overview/critique of content. CALEA CALEA update, Number 82, June 2003, Most Wanted Interpretations, contains an excellent article on re-accreditation files. The recommendations made can be adapted to any process. CALEA updates are available on the web at Best of the PAC Outstanding/exceptional/exemplary programs Technology Committee President Arenal is pleased to announce that Lieutenant Stephen Szabo with the Daytona Beach Police Department has been appointed to serve as our Technology Committee Chairperson. Steve commands the Daytona Beach PD Telecommunications and Technology Section and comes with outstanding credentials. He is extremely knowledgeable and enthusiastic about creating a new and dynamic direction for our PAC in the area of technology.you will have the opportunity to meet Steve in Fort Myers Beach. Mike Cochran with Lauderhill PD and Johnny Greenwood from Putnam County SO have graciously agreed to serve with Steve on the PAC Technology Committee We couldn t get a better team! FCAC Accreditation Checklist Electra Bustle has provided us with a checklist the Sarasota County Sheriff s Office distributed to their corrections staff prior to their FCAC on-site assessment. Although specific to SCSO, many of the points contained in the checklist apply to all accreditation programs, not just FCAC. The checklist is attached at the end of the newsletter for your use. Enjoy! 1st Annual Service Awards Commission For Florida Law Enforcement Accreditation By the Staff of CFA The Accreditation Manager of the Year Award honors a highly motivated individual who has exhibited the skills to accomplish the agency's goals of achieving accreditation and all related activities. The Awards Committee has selected Dianne Hill as the winner of the 2002 Accreditation Manager of the Year Award. Dianne Hill has been involved in her agency's accreditation efforts since 1993 and has served as the Accreditation Manager for the Hernando County Sheriff's Office since 1999, where she prepared her agency for initial accreditation and reaccreditation. Dianne Hill started her career in law enforcement as a deputy with Citrus County Sheriff's Office in She was hired by Hernando County Sheriff's Office in 1987, and after sustaining an on duty injury in 1991 losing her certified status, she was assigned to the Office of Professional Standards as a Research Analyst. Major Royce Decker nominated Dianne, saying "because of her work and commitment to standards of excellence, we, as members of this agency, as well as our community, are better served. Mrs. Hill is a class act and an Accreditation Manager of Distinction." The Assessor of the Year Award honors an individual who demonstrates extraordinary support and leadership in furthering the Commission's goals of assessing agencies fairly and effectively. The Awards Committee selected Robert Garlo as the 2002 Assessor of the Year Award winner. Assistant Chief Garlo began his law enforcement career in 1979 at the Tequesta

8 Police Department working his way through the ranks to his current position. Bob has been assessing agencies for the Commission since 1999, during which he has demonstrated his ability to accurately interpret the standards, convey Commission philosophy, and train junior team members both professionally and knowledgeably. Bob Garlo is routinely called upon for his experience and expertise, not only by Commission staff, but by other law enforcement agencies that are aware of his excellent reputation. Chief James Gabbard, Vero Beach Police Department, stated, "He is a proven leader who promotes positive interaction among all who participate in the accreditation process." The Commission's Service Award has been named after Sheriff Neil J. Perry, based on his unwavering commitment to law enforcement accreditation and outstanding service to the Commission during its developmental stages. Sheriff Perry was involved with the state accreditation program development as early as 1993, where he participated in the review of the Accreditation Standards Task Force's 1993 Feasibility Study, facilitated standard review, and chaired the Charter Committee. He continued by serving on the Accreditation Committee, until he was voted in as the first Chairperson in January Under his effective leadership the first and second editions of the Florida Law Enforcement Accreditation Standards Manual were published, the first 10 agencies were accredited, the first Executive Director was hired, and many of the Commission protocols were established that are still practiced today. Sheriff Perry served on the Commission a total of 6 years, and his exemplary record of service to the Commission represents the kind of commitment it takes to be worthy of this award. The Sheriff Neil J. Perry Service Award honors individuals for outstanding achievement, innovation, creativity, and smart work that measurably increases program efficiency, or furthers Commission goals. The Awards Committee selected Kim S. Bogart, Executive Director, Florida Corrections Accreditation Commission, as the winner of the 2002 "Sheriff Neil J. Perry" Service Award. Kim Bogart is one of the pioneers of the state accreditation process. He was instrumental in developing the AC/TRAC software and as the Accreditation Manager for the Pasco County Sheriff's Office, a pilot agency, he provided valuable program information that improved the process for all subsequent agencies achieving accreditation. Kim Bogart joined the Florida Standards Task Force just prior to the completion of first edition and has assisted with each edition of standards that has followed, as a member of SRIC and various sub-committees. Kim Bogart has most recently served as the Chair of the Compliance Key Sub-committee, which has resulted in a fourth edition of standards being published in an innovative format. Director Bogart's continuous commitment to professionalism is evidenced by his willingness to serve as an instructor for the past six years, teaching and developing curriculum for Commission sponsored training classes and various other training workshops; and as an assessor and Team Leader, performing approximately 12 onsite assessments and numerous mock assessments. L-R: Bob Garlo, Dianne Hill, Kim Bogart Kim Bogart's faithful dedication to the Commission and the law enforcement community is most impressive because he has been

9 donating his time toward these efforts for the last two years with little compensation. It is his many years of exceptional service as an Ambassador for the Commission that exemplifies the dedication Sheriff Neil J. Perry also provided, therefore making Kim Bogart worthy of this recognition and honor. The Awards Committee also recognizes: Accreditation Manager of the Year Nominees: James Egbers, Stuart PD; Phil Finlay, Orange County SO; Hector Garcia, Palm Beach County School District PD; Karen Gilbert, Casselberry PD; Lisa Gorman, Palm Beach PD; Linda Johnson, Polk County SO; Peter Loomis, Maitland PD; Richard Mechlin, FHP; Steff Neff, Gulf Breeze PD; Alan Newby, Key West PD; Rita Panchoo, Boca Raton PD; Gary Robinson, West Palm Beach PD; Bill Smith, Jupiter Inlet Colony PD; Charles Spencer, Bartow PD. Assessor of the Year Nominees: Susan Burtz, Bartow PD; Bob Daniels, Boca Raton PD; Steve Hougland, Orange County SO; George Small, Altamonte Springs PD; Dewey Williams, Clearwater PD. "Sheriff Neil J. Perry" Service Award Nominees: Hector Garcia, Palm Beach County School District PD; the assessment team of: George Small, Altamonte Springs PD; Alan Morrow, Alachua County SO; Alan Newby, Key West PD. Sumter County Hosts Corrections Outreach Program by Captain Tom Moffitt Sumter County Jail Administrator Sumter County took another step in promoting the benefits of accreditation in Florida jails. The counties north of Sumter were invited to the Sumter County Detention Center on August 21, 2003 to observe the accreditation process first hand. The offer was targeted toward those smaller jails that are often overwhelmed by the accreditation process. As part of the day's events, the participants were given an in-depth tour showing what was accomplished in each area to comply with accreditation requirements. The accreditation manager, Sgt. Juliane Day (who recently saw Sumter County through it's first re-accreditation process) took the time not only to show the areas of compliance, but how compliance was achieved. After the lunch and tour, the participants were gathered for a question and answer period. Sumter County Jail Administrator Tom Moffitt addressed then group. As administrators, we can look at an outside accreditation organization as a threat to our ability to run a jail as we believe it should be. In my experience, it gives me more control. With accreditation standards, I now know that proper procedures are not only being followed, they are being documented as well. I have a manager who is assigned to monitor compliance 24/7, which is another form of control. Frivolous inmate accusations that pop-up a year after the inmate has left my facility no longer sparks a laborious search for records of what happened and how. The accreditation manager can pull up the documentation needed to assist in any claim. The group, all jail administrators and accreditation managers, left with a positive view on the process. Three county representatives took with them an application to join FLA-PAC. THE RE-ACCRED The assessors arrived with a grin, We*re the real ones, the others won*t be back again. Their eyes twinkle as they say with a giggle, Wet ink won*t work here, Show us the proofs for all three years. The data file won*t download, Oh why do I feel so old? The restaurant you chose is a great treat, Too bad they don*t reopen til next week.

10 Show us the evidence, the property, the training files, Everything will be fine, they say with smiles. Let us see the secured files you*ve got, Is that cabinet always locked? They say Your officers all look first class, What is the expiration date on that gas? While reading a file they say with a cluck, Who wrote this, Donald Duck? I unlock the generator room door and what do I see, An Assessor smiling back at me. They make notes, and confer together, Taking quick looks at us, and shaking their heads. OH GOD, I KNOW WE*RE DEAD Not to worry they say, you*ll be fine, Is that CFA on the phone line? Then the third day arrived and you begin to sigh... You get a mist in your eye as they say goodbye, Because their last words are You did alright. Chuck Spencer Bartow PD, July 2003 Accreditation Does... Benefits of accreditation - articles from accreditation managers/ceo s on how accreditation benefitted their organization and the level of service provided the community. WHY ACCREDITATION? CRAIG RODERICK ACCREDITATION MANAGER LARGO, FLORIDA POLICE DEPARTMENT Have you ever had a co-worker ask you why your agency is involved in the accreditation process? Of course you have. Usually the real questions are why are we doing all of this work, and what is in it for us? There are some standard answers to these questions. I found the standard responses, such as reduced agency liability exposure, did not have much impact on line level personnel. They were looking for something accreditation would do for them in their everyday activities. Although I am new to Florida law enforcement, I retired from a Michigan municipal police agency after 28 years of service. My former agency was accredited by CALEA in 1988 and re-accredited three times prior to my retirement. When we were first accredited, it was easy for me to point to positive outcomes for patrol officers due to our self assessment. Our directives were clarified and indexed for easier use. Many processes that had been continued for years because that is the way it s done here were re-examined, modified, or dropped entirely. Despite our agency s pre-accreditation reputation for professionalism, it was improved significantly by going through the process. The benefits were tangible and evident to everyone in the agency. However, as time went on and retirements and separations from the agency occurred, the perceived benefits of accreditation faded. Personnel hired after our initial accreditation lacked the pre-accreditation frame of reference. Our post accreditation policies and procedures were their career starting points. The old explanations did not have the same impact. A new approach was needed for the people we were bringing on board. I did not think about this issue very much while I was retired. However, when I decided that retirement was not for me, at least not yet, my good fortune led me to Largo. Ironically, Largo was initially accredited in Some of the same questions were being raised. It occurred to me that we tend to look at law enforcement accreditation in a vacuum. Accreditation is all around us. I have recently tried to use the pervasiveness of accreditation in our society to explain law enforcement*s move toward accreditation.

11 The American Heritage Dictionary, Second College Edition defines accreditation as follows: to certify as meeting a prescribed standard. Schools, colleges, universities, hospitals, ambulance companies, fire departments, and a multitude of other institutions have accrediting bodies. Nearly every profession and trade are licensed. Businesses have ISO 9000 certification. Why should law enforcement be different? Is there a logical argument against a professional set of minimum standards law enforcement agencies should meet? Given law enforcement*s role in our communities, I think it is difficult to justify not having an accreditation process. So, when I am asked the question, I usually answer with a question. The conversation goes something like this: Why are we going through accreditation? Lets say one of your family members is suddenly taken ill and the paramedic asks you if you want your family member taken to an accredited hospital or one that is not accredited. What would your choice be? Thus far everyone has responded they would want their family member taken to an accredited hospital. Often these responses are accompanied by a look that says what a dumb question. Another approach with people who have children approaching college age is to ask if they are planning to send their child to an accredited college or to one that is not accredited. Since college credits from a non-accredited college are virtually worthless, their answer is always in favor of accredited institutions. Why would people calling us for service be any different? Would they not prefer to have service from an accredited agency versus one that is not accredited? When we have a choice, we choose to use accredited institutions. With law enforcement, those who need the service rarely have a choice. The service provider is determined by where the service is needed. The agency having primary jurisdiction is going to respond to the call for service. This lack of choice makes it more important that all law enforcement agencies meet minimum professional standards. When the worst has happened, the public deserves that level of assurance when they dial 911. When the next person asks you Why Accreditation, the short answer is because it s the right thing to do. The Survey Said... Does your agency pay a stipend or other bonus for maintaining accredited status? The only agency that responded they do in fact pay a stipend for accredited status is Miami Beach. It is part of their collective bargaining agreement. The officers get $20 per month as long as the agency keeps its status. They like how it worked out and are hoping to extend it to future contracts. Gulfport PD is hoping to add this to our bargaining contract when talks will begin soon. Sergeant Craig Warner Gulfport Police Department Policy Compliance Unit (727) Officer, is that umbrella on your special purpose vehicle equipment inventory?

12 SRIC FCAC The SRIC Committee has completed the review of all the current standards. Their recommendations for the 3rd Edition should be presented at the Conference in October. There will be major changes in the Standards, focusing attention more on the interviews with staff and inmates for verification that "practice" is occurring. This is an exciting time for FCAC and the committee has done an outstanding job of clarifying Standards. The 3rd Edition will include direction on the SSF for both accreditation personnel documenting the files and the assessors. This is a very positive approach and they should be commended. Joanne Figdore Standards Compliance Coordinator Martin County Sheriff's Office Editor s Reply: Please reply to the writer that this was purely an oversight on my part and not an editorial position of either the newsletter or the PAC. I failed to finish typing in the CALEA agencies receiving their accredited or reaccredited status. FCAC and ACA agencies also feel left out of the mix at times, feeling the focus is on CALEA and CFA. As this was the first edition, and essentially a draft version presented to the Board for review, some bugs did surface that will be worked out. The CALEA oversight will be corrected with the October issue. Please encourage the writer to contribute anything they possibly have that would be printable, especially on unique or innovative methods of compliance to any of the CALEA standards. It is our intent to make the newsletter content as balanced as possible to meet the varied needs of the accreditation community. Gary Robinson Editor s Note: CALEA has an excellent newsletter, with current and past issues available on the web. You do not have to be a CALEA agency to access them. See PAC Web in this issue for the address. Letters to the Editor From: "Panchoo, Rita" <Rpanchoo@ci.boca-raton.fl.us> Subject: Newsletter 07/29/ :42 PM The following is an extract from an that I received. I know that Butch had mentioned that he wanted to try and be more accommodating to the CALEA accredited agencies. I had not realized that a problem/complaint existed. As we get closer to the time for the newsletter, I will let you know about the CALEA Agencies etc. I have their last news letter and can give you Agencies that got accredited/reaccredited etc. I read the new FLA-PAC newsletter yesterday and was disappointed to see that they left out the Florida agencies that were reaccreditated in Orlando at the CALEA conference. They covered most of the other categories but FLA-PAC continues to pay less attention to CALEA and more to CFA and ACA unfortunately. Contributed by Craig Warner Gulfport PD

13 Conference Images Daytona Beach, June 2003 Photos by Margaret Lewis, Alachua Co. SO and Kerry Plaza, CFA.

14 FCAC ACCREDITATION CHECKLIST What is accreditation? The Florida corrections accreditation program offers the opportunity to evaluate each facility's operations against standards developed by the Florida Corrections Accreditation Commission, FCAC. This process will allow administrative staff to remedy deficiencies and upgrade the quality of correctional programs and services. The standards are similar to best business practices for correctional facilities and deal with every aspect of our facility. Outside assessors come to our facility every three years to ensure that we are meeting Accreditation standards and that we are practicing what is in our policies. What is the process to become Accredited? In 1998 the SSO signed a contract agreeing to complete the accreditation process within two years. At that time we conducted a self-assessment to determine our current levels of compliance. In 2000 an on-site assessment was conducted by trained FCAC assessors and we were granted accredited status by the Commission. Accredited status was granted for three years. On Aug. 13, 14 and 15, 2003, FCAC on-site assessors will be at our facility to conduct another assessment to determine whether we will be granted re-accreditation for the next 3 years. Why is it important? By following best business practices, we will continue to grow as a professional organization. A fundamental requirement of any form of accreditation is the creation of written directives (general orders & post orders) to guide a facility s operations, and proofs of compliance by which the agency may prove adherence to the standards. The essential component of the accreditation process is the ability to demonstrate that we are practicing what we have put in our policies. Without that component we have not succeeded in accreditation. What kinds of benefits can we receive by being accredited? Improved management; a defense against lawsuits; potential reduction in liability through adoption of sound operating practices; demonstration of a good faith effort to improve conditions of confinement; increased accountability; enhanced public credibility for administrative and line staff; a safer and more humane environment for personnel and inmates; establishment of measurable criteria for upgrading programs, personnel and physical plant. What areas do Accreditation Standards deal with? P Security and Control P Order and Discipline P Special Operations P Admission, Classification and Release of Adults P Inmate Housing P Privileges P Programs P Clothing and Bedding P Sanitation and Hygiene P Food Service P Direct Supervision Jails P Admission, Classification and Release of Juveniles P Housing of Juveniles P Medical Section P Physical Plant and Safety P Training How am I a part of the accreditation process? You are part of the process year round in the day-to-day operations of the facility. Accreditation is not just a once every three year concern, but something we should practice daily. Each time you fill out a log, a LOR, an incident report, or disciplinary report you are dealing with an accreditation standard. Each time you respond to an inmate grievance, fill out a log, sign a key inventory you are part of the accreditation process. You are the most important piece of the process and our success depends on you to understand and follow our policies. Supervisors are tasked with the responsibility of providing you the tools to learn your job, learn the policies and ensuring that policies are being followed.

15 What are some important areas to remember? Key Logs: Having complete inventory of the whereabouts of keys in the jail is one of the most important security and control standards. Having blanks in our logs, showing keys signed out but never returned and not having an up to date inventory will demonstrate to the assessors that we do not have an appropriate level of security and control of the keys and could be fatal to our ability to become accredited. It is the officer who has taken the key s responsibility to sign it out and back in when returned. Supervisors are to inventory the keys when they start their shift. You should know the number of keys that are supposed to be in the key box and be sure to account for the whereabouts of each of the keys. Let s make sure you do this every time. Special Management Logs: The policy requirement is 15 or 30 minute checks of the inmate depending on reason for the segregation and where the inmate is segregated. Therefore, our practice must be that the inmate is in fact checked within the appropriate time frame. The Special Management Log requires: the type of segregation; the reason for the segregation; the expected date of release; that phone calls and showers were provided; and that the inmate was afforded the same privileges as those in general population. The logs need to be filled in completely. You cannot fill in the blanks after the fact or fudge on the time. This is a huge liability issue and you must take responsibility to fill this form out in each instance. Chemical Inventory on Each Floor: This is a critical security and control issue under the standards. The Accreditation standards require that all chemicals in the jail be accounted for. That means, each time chemicals are put in or taken out of a chemical closet, the officer doing this must fill out the log. The log, at any time, should reflect the number of chemicals in the closet and the number that has been taken out. Tool Inventory: The Accreditation standards require that we have a policy for a tool control system, including inventory of tools used in the facility and those of outside workers, and immediate identification of missing tools. This is again a mandatory standard and is critical to security and control of the facility. We have had a huge challenge to try to keep everything in order with the number of workers coming in and out of the facility. Hopefully, this will end soon. However, we are still responsible for making sure tools are where they are supposed to be and that inventories are checked regularly. Visitors and Staff Security Issues: Accreditation standards mandate that we have a policy that requires a positive identification system for staff, visitors, and inmates, to prevent bypassing of security measures. Our policy is that all staff, visitors and inmates have identification on their person in a visible area. Even though you are in uniform, you need to have your SSO ID visible. Weapons in the Facility: Firearms are not allowed in our facility. Our facility stun guns and firearms are housed in our armory outside the secure facility. We are allowed to have OC in the facility and it is currently housed in the Control Rooms in a locked drawer with the facility Security Manuals. If asked by an assessor, you should be able to provide them with the process to check out a gun, including logging in the key, signing out the gun both in Control Room 250 and from the armory. The log in the armory and 250 should match. Searches of Inmates: Be aware of our policy that body cavity searches are conducted by licensed medical personnel only, and complete, written reports are submitted to the Jail Administrator. If asked, you should be able to tell an assessor our policy on this issue. These are only a sampling of mandatory accreditation standards. Mandatory means we are required to have policy that complies with the standard and we are required to follow that policy. We have no choice. We need your buy-in and support of this process. This is a true team effort and we can only succeed if we are willing to work together. Thank You! Checklist Courtesy of Major Electra Bustle and the Sarasota County Sheriff s Office