TACOMA POLICE DEPARTMENT Professional Standards Sub-Section 1.4 Sets forth the Formal Information Distribution systems of the Tacoma Police Department Donald Ramsdell, Chief of Police Philosophy: Establishes the hierarchy among the components of the information distribution system which are comprised of Policy, Procedures, Directives, Handbooks, Inter-Department Communications ( IDCs), and Intra-Departmental Memorandums (IDMs). To guide employees in the formatting, numbering, indexing, amending, rescinding, distribution, maintenance, and retention for all formal departmental written communications. P1.4.1 POLICY (R 08/2007) Tacoma Police Department Policy represents the highest level of departmental guidance and serves to establish operational framework for all Department members. All employees are expected to adhere to these operational frameworks as articulated in P1.1.6, Professional Expectations. The Office of the Chief of Police is solely responsible to, and accountable for, constant maintenance, review, and any amendments or deletions. The Accreditation and Inspections Unit is to de-conflict, apply correct formatting, numbering system, ensure adherence to accreditation standards, maintain archival records, and ensure that scheduled reports are completed. Policy is designed to be both a historical reference and an institutionalization of foundational stature. Policy can be revised; however, changes must be demonstrated to conform with departmental Vision, Mission, and Values. The Policy book is comprised of the following six sections: Section 1 Professional Standards Section 2 Personnel Section 3 Use of Force Section 4 Administration Section 5 Training and Inspections Section 6 Reviews and Reports To meet these requirements, firm standardization must exist in outline, format, numbering, and the mechanics of physical change. To achieve this uniformity of purpose the following sections and standards are established: Policy Coding System shall consist of a class identifier, section identifier, sub-section identifier, and item identifier (P1.1.1) and N (new) or E (existing) and date (month, year) e.g., (N 04/2007) or (E 05/1995). Policy Coding System for Revisions will maintain original coding system with the exception of R (revision) and revised date e.g., (R 04/2007) Policy Revisions each revision will include the actual replacement pages of the Policy section affected.
P1.4.2 PROCEDURES (R 08/2007) Procedures are formal written instructions that originate from Bureau Chiefs, or their designee, which are a set of established methods for conducting the operations of the representative Bureau(s). Some Procedures are common to all Bureaus and are delineated as such e.g., Section 2, Arrest and Seizure and Section 3, Common Procedures. Bureau Procedure shall be revised and maintained by the applicable Bureau. The Accreditation and Inspections Unit will provide guidance to ensure accreditation standards compliance. P1.4.3 WRITTEN DIRECTIVES (R 08/2007) The Tacoma Police Department uses the following seven (7) types of Directives for formal notification and information distribution. These Directives are issued to all personnel except the Training Directives and Special Directives. They may be issued to individuals listed on the Directive and their chain of command. Directives are created, issued, and tracked in accordance with the established Accreditation and Inspections Unit distribution system as described in Bureau Procedures, Section 3. All Directives and Department-level IDMs will be formatted using the established templates. The Accreditation and Inspections Unit will monitor to ensure proper coding into the Policy, Procedures, Directives and Handbooks, as established in Bureau Procedures, Section 3, and that Directives and IDMs are in compliance with current accreditation standards. The Accreditation and Inspections Unit will maintain the archived files of these formal departmental written communications in accordance with established P1.7, Records Retention. Numbering and Indexing Directives The Accreditation and Inspection Unit has established an on-line log, which issues identifying numbers for Directives, Departmentlevel IDMs, and IDCs and will maintain a register of each. These Directives will be numbered as follows, using the current year: Emergency Directive: (ED 07-001); General Directive: (GD 07-001); Informational Directive (ID 07-001); Legal Directive: (LD 07-001); Personnel Directive: (PD 07-001); Special Directive: (SD 07-001); Training Directive: (TD 07-001); Memorandum: (DM 07-001); and Communications: (DC 07-001) Amending and Rescinding Directives The authority of the issuing command to amend or rescind Directives is restricted to those Directives it is authorized to issue. An amendment to a Directive may be issued to change, rescind, delete, and/or add information to the formal information distribution system.
A Directive may be amended either by rescinding and issuing a new Directive or issuing just the amendment which will be of the same class (General, Special, etc., Department-level IDMs, and other IDMs) and have the same identifying number as the original Directive, with an alphabetical suffix beginning with A for each amendment. For example, GD 07-002A, or Intra-Departmental Memorandum ESB 07-006A. Amended Directives will be filed with the Directive amended, but each will be considered a separate Directive for the purpose of rescission. The format of an amendment will be consistent with the format of the Directive it amends. Department-level Directives which are not self-cancelling, self-rescinding, or rescinded by another Directive will automatically expire three years from their effective date, unless extended by another Directive. Directives issued below the Department-level of Command which are not self-rescinding or rescinded by another Directive will automatically expire one year from their effective date, unless extended by another Directive. Special Directives, Training Directives, and Personnel Directives are self-cancelling upon actuation. Maintenance, Retention, and Posting The Accreditation and Inspections Unit will monitor a log and master file of all Department-level Directives in accordance with P6, Reviews and Reports. Within each Bureau, an archival history will be maintained of all Directives and departmental communications regarding area of responsibility. All archival history will be in conformance with P1.7, Records Retention. Emergency Directives Color coded red, established template, issued at Department-level, signed by the Chief of Police or designee, to all Department personnel, for the following purpose: Notification of emergent matters e.g., Commander incapacitation (refer to P1.3.1, Command and Leadership), threats against an Officer, safety issues, critical infrastructure and/or equipment. General Directives Color coded green, established template, issued at Department-level, signed by the Chief of Police or designee, to all Department personnel, for the following purposes only: Adoption or revision of a policy and/or which directs new policies; Permanent changes in organization; Installation or elimination of permanent programs; or Formal agreements with other agencies and organizations. Informational Directives Color coded white, established template, issued by any Department personnel with signed approval of a Section Commander or above (Directive will contain approval authorization and shall contain all appropriate citations), to all Department personnel, for the following purposes: Adoption or revision of procedure and/or which directs new procedure;
Dissemination of general knowledge related to law enforcement; To provide general awareness not related to assignment of personnel and resources; Safety / Precautions not rising to the level of Emergency Directive; or New equipment. Legal Directives Color coded goldenrod, established template, signed by the Chief of Police or designee, to all Department personnel, for the following purposes: A change in law that would require Officers to cease and desist from current practice and/or conduct of enforcement; or To establish a new practice and/or conduct of enforcement. Personnel Directives Color coded blue, established template, issued at Department-level, signed by the Chief of Police or designee, to all Department personnel, for the following purposes only: Appointment, retirement, resignation, promotion, demotion, termination, or separation of Department personnel; Assignment or transfer of personnel from one Bureau/Division/Section to another; or Employee Recognition. This order, when required, will be supplemented by Personnel Action-Report or Request Form P-100. Special Directives Color coded yellow, established template, issued at Department-level, signed by Chief of Police or designee, to named personnel, supervisors, and support staff for the following purposes only: Specific instructions to accomplish a particular objective. Once accomplished, there will be no need for continuing instructions; Temporary procedures and/or assignments designed to cover a specific occurrence or event which is of a temporary or shortterm nature; or Directives to a special unit(s) which do not influence the operation of others and for which no organizational change is needed. Training Directives Color coded orange, established template, issued at Department level, signed by Bureau Commander or designee, to named personnel and supervisors, for the following purposes only: Training that directs assignment of personnel and/or resources; or All training material that is associated with a specific event, date, and/or objective. P1.4.4 HANDBOOKS (N 08/2007)
Tacoma Police Department Handbooks are designed to provide instruction for a narrowly defined function of the Department (e.g., Clandestine Drug Laboratories, Explosive Ordnance Detail, Disorder Response Team, Marine Services Unit, and Special Weapons and Tactics, etc.) which includes but is not limited to the following: Encompasses unique functions and job tasks; Provides specific instructions and procedures related to function; Operational in nature and subject to change; Monitored and archived by Accreditation and Inspections Unit; Applicable only to personnel under that command function and/or personnel temporarily brought under that command; Maintenance responsibility of operational commander; and Approved by functional commander, authorized by Chief of Police or designee, distributed to all team members and all Department functional commanders. P1.4.5 INTER-DEPARTMENTAL COMMUNICATION (IDC) (R 08/2007) Color coded white, established template, City IDCs will be used to communicate official information to other City departments. IDCs are prepared for the approval of the Chief of Police or designee and do not require a signature block. IDCs issued at organizational levels will be numbered by the issuing Bureau in numerical order using the current year as follows: Employee Services Bureau (ESB 07-001); Investigative Support Bureau (ISB 07-001); or Operational Services Bureau (OSB 07-001). P1.4.6 INTRA-DEPARTMENTAL MEMORANDUM (IDM) (R 8/2007) Color coded white, established template, signed by Lieutenants and above. IDMs do not require a signature block, and will be issued for the following purposes: Dissemination of information or instructions which do not warrant a formal departmental Directive; Direct the actions of subordinates in specific situations or circumstances under a level of command not authorized to issue General or Special Directives. Such directions shall not deviate from, or conflict with, established Policies and Procedures as documented by higher authority; Explain or emphasize portions of previously issued orders; Inform members of actions or policies of other agencies; or Communicate formal information between Department personnel. IDMs issued at organizational levels will be numbered by the issuing Bureau in numerical order using the current year as follows: Employee Services Bureau (ESB 07-001); Investigative Support Bureau (ISB 07-001); or Operational Services Bureau (OSB 07-001).
Whenever applicable, IDMs shall also carry notations directing attention to citations. IDMs containing content deemed restricted shall be numerically coded, but not viewable via the electronic log. Any member may send informal emails in accordance with P4.1.1, Electronic Communications, that facilitate information between Department personnel. P1.4.7 MISCELLANEOUS CORRESPONDENCE (R 08/2007) All outgoing correspondence, other than the specified types above, will be issued on Tacoma Police Department letterhead stationery and must be signed by the Chief of Police or designated functional commanders as identified in Bureau-level Procedures. If signed by other than the Chief of Police, it will be done in the following manner: Assistant Chief Roberta C. Jones Employee Services Bureau Commander Captain James Johnson Support Services Division Commander Lieutenant Jane Smith Sector Commander Sergeant June Wilson Homeland Security Administrative Sergeant All correspondence reserved for the Chief s signature may be delegated to the Assistant Chief in accordance with P1.3.1, Command and Leadership, in the following manner: Roberta C. Jones, Assistant Chief of Police for John D. Doe, Chief of Police P1.4.8 POLICY, PROCEDURE, AND HANDBOOK REVISIONS (N 08/2007) In accordance with Department Values P1.1.3, Innovate to Better Serve, all Tacoma Police Department members are encouraged to constantly review Policy, Procedures, and Handbooks for opportunities to improve departmental operations. Recommendations will be evaluated for accreditation compliance and Department deconfliction as delineated in Employee Services Bureau functional procedures, Accreditation. Requests for Policy changes will be authorized only by the Chief of Police, who may seek consultation and input as needed.
Requests for Procedures changes will be authorized only by appropriate Bureau Commander after consultation with the Chief of Police. Handbook changes will be authorized by the functional Commander with approval of the appropriate Bureau Commander, who may seek consultation and input as needed. Changes or additions requests are made using the PP&H Change Protocol form only. Accreditation and Inspections Unit. The form can be obtained from the P1.4.9 DISTRIBUTION OF POLICY, PROCEDURES, AND HANDBOOKS (N 08/2007) All Department members receive a copy of Tacoma Police Department Policy. Appropriately assigned Department members receive a copy of applicable Bureau Procedures. All team members receive a copy of the appropriate team Handbook. In accordance with Department Values P1.1.3, Accountability, all Department members are responsible for knowledgeable compliance of and with Department Policy. These same expectations apply to Bureau-level Procedures to which they are assigned. All functional team members and those that have command responsibility are accountable for strict adherence to all direction contained in team Handbooks. Due to the sensitive nature of information contained in the team Handbooks, distribution will be determined by the functional Commanders. Copies will be available in the Office of the Chief of Police, Operations Desk, Department Operations Center, Mobile Command Unit, Department Library, Legal Department, Accreditation and Inspections Unit, Bureau Commander locations, and any other locations as authorized by the Chief of Police. CALEA Standards: 12.2.1.b.c.d.e.f.g.h.i; 12.2.2.a.b