Allegany County Detention Center SOP: #001-17 Staff Recognition Program (SRP) Effective: January 1, 2017 Approved by: Sheriff Craig A. Robertson Purpose: The purpose of this standard operating procedure is to encourage formal recognition of detention center staff for outstanding performance and attitude, both on and off duty, and to establish guidelines for rewards. Applicability: This Standard Operating Procedure is applicable to all employees of the Allegany County Detention Center to include support staff. Policy: It is the policy of the Allegany County Detention Center to encourage the establishment of a staff recognition program to acknowledge exemplary performance by individuals or groups. Although ACDC values routine recognition of positive practices by all staff on a continuing basis, it is the policy of the Agency to formally recognize staff whose contributions, achievements, attitudes, dedication, loyalty and work ethic have been outstanding, as well as those personal efforts that went above and beyond normal expectations. To accomplish this goal, the Detention Center will maintain a Staff Recognition Program to be administered by detention center administrative staff and in some instances, a departmental Staff Recognition Committee. All staff recognition is subject to public notification of recognition with approval from the recognized staff member. Definitions: A. Staff Recognition Committee (SRC)-a group comprised of administrative, supervisory, line, and support staff who review quarterly nominations/special awards and select, by secret ballot, the recipients of each award. B. Positive Action Report (PAR)-a form filled out by any staff member for another person for actions (both on and off duty) or completion of job duties over and above normal expectations. These may include but are not limited to: a. Problem Solving b. Leadership c. Time Management d. Alertness to Security e. Response to an emergency f. De-escalation techniques g. Positive interactions with others h. Volunteering for extra duties i. Willingness to work overtime or other shifts/staff needing assistance
j. Written documentation skills k. Incident Response l. Uniform and appearance m. Special act/duty n. Participation in training above annual requirements o. Cleaning or sanitation p. Efficiency q. Willingness to assist the operations of the detention center. r. Superior representation of the Agency s. Personal achievements C. Commendation- a more formal written individual letter of recognition presented to a staff member for extraordinary efforts made on or off duty. Commendations are usually made by the Sheriff, Assistant Administrator, Lieutenant, or line supervisors for a subordinate or support staff member. D. Quarterly Recognition Periods- a designated amount of time used to determine specific awards to include Supervisor and Officer of the Quarter. Quarterly Recognition periods are as follows: a.first Quarter- January 1 through March 31. b.second Quarter- April 1 through June 30. c.third Quarter- July 1 through September 30. d.fourth Quarter-October 1 through December 31 E. Supervisor of the Quarter-a Corporal or Sergeant or Lieutenant who is selected by the Staff Recognition Committee from nominations made by coworkers each quarter. F. Officer of the Quarter-a Correctional Officer who is selected by the Staff Recognition Committee from nominations made by co-workers each quarter. G. Supervisor of the Year-The Supervisor selected by the Staff Recognition Committee from the four supervisors recognized as 1 st -4 th quarter Supervisors of the Quarter of the previous year H. Officer of the Year-The Correctional Officer who is selected by the Staff Recognition Committee from the four correctional officers recognized as 1 st - 4 th quarter Officers of the Quarter of the previous year. I. Security Employee of the Year-The person selected to represent the agency at the annual MCAA Awards Banquet. J. Attendance Award-Awarded to any staff member with perfect attendance in a calendar year excluding vacation, holiday, compensatory time or personal leave. K. Lifesaver Award-Awarded to any staff member who takes steps to prevent the loss of life or limb of another person either on or off duty or for an act of Valor. This is not an annual award and will be given as deemed appropriate. More than one Lifesaver Award may be given in any calendar year. L. Bill Hunt/Bonnie Williams Spirit Award-Special recognition award given to the staff member who exhibits selflessness, a willingness to help others and/or participates in community service. This is not an annual award and will be given as deemed appropriate. More than one Spirit Award may be given in any calendar year.
M. Team Award-This award distinguishes two or more individuals within a working group who exhibit an extraordinary level of teamwork and exceptional effort that reflect the values and mission of the Agency. This is not an annual award and will be given as deemed appropriate. More than one Team Award may be given in any calendar year. N. Four Star Fitness Club Awards-This recognition is given to those individuals who voluntarily complete annual fitness testing and achieve the level of 80 th percentile or above in all four fitness tests as determined by the Tom Collingwood, PhD validation studies for the Law Enforcement Physical Fitness norms as outlined by the Cooper Institute. O. Additional Awards- Awards not covered in this policy. Additional awards may be suggested and given upon request of the Sheriff, Assistant Administrator or Lieutenant based on circumstance or need. P. Recognition Bulletin Board- A bulletin board displayed for all staff to view which is reserved specifically for posting of staff recognition notices. Procedures: A. Staff Recognition Committee (SRC) 1. The Sheriff or his designee shall appoint a Detention Center Staff Recognition Committee to serve for a 12 month period. This committee shall consist of at least four members of the staff for the purpose of selecting and recommending candidates nominated for agency awards with the exception of Positive Action Reports and general Commendations. 2. It is the responsibility of the SRC to fairly and objectively evaluate all nominations received and select the appropriate recognition. The Staff RC will not create nominees unless necessary. 3. The Assistant Administrator (or designee in his/her absence), shall chair the SRC. The committee will consist of the following personnel to be changed on an annual basis (typically after the selection of the Supervisor and Officer of the Quarter for the previous year): a.an administrative Lieutenant b.the Supervisor of the Year from the previous year c.the Officer of the Year from the previous year d.a civilian or support staff member. e.any other additional staff members as deemed appropriate by the Sheriff or his designee. 4. Any staff member may request to participate in the SRC for a period no longer than twelve months. Any staff member wishing to sit on the committee must inform the Assistant Administrator in writing. 5. The committee will meet at least quarterly to determine selection of the Supervisor and Officer of the Quarter. 6. The committee will meet at least once annually to determine the selection of the Supervisor of the Year and Officer of the Year.
7. The committee will meet as needed for other purposes to discuss business of the Staff Recognition Program. 8. All committee business is deemed strictly confidential until formal recognition announcements are made by the Sheriff or his designee. Disclosure of committee business prior to formal announcement could result in removal from the SRC. 9. If a family member of the SRC is nominated for an award, that person will not participate in the selection process for that particular award. 10. Members of the SRC may also excuse themselves from the selection process for other various conflicts of interest. 11. The committee cannot conduct business unless at least 3 members are present. 12. The chairperson or designee shall be responsible for the meeting agenda and maintaining minutes. B. Positive Action Report (PAR) 1. Positive Action Report forms will be made available to all staff. a.supervisors wishing to recognize a security or support staff member s action will fill out a PAR and submit it to their shift Lieutenant. Shift Lieutenants will review the PAR and either approve or deny the report. Approved and denied reports will be forwarded to the Assistant Administrator for review. The Assistant Administrator will forward to the Sheriff and return the original, if approved, to the Shift Lieutenant who will determine the disposition of the report. b.line staff wishing to recognize a staff member, security or support staff, with a PAR will do so with approval from a supervisor. The supervisor will then forward it to the Shift Lieutenant for disposition c.support staff wishing to recognize a staff member, security or support staff, with a PAR will do so with the approval of a shift Lieutenant or above 2. PAR s not filled out in their entirety will not be accepted. 3. PAR s may be posted on a staff bulletin board for a period of no less than 30 days. 4. All Security staff PAR s received in a quarterly period shall be used as a vote for the Supervisor and Officer of the Quarter for the quarter in which the PAR was submitted. 5. All PAR s will be viewed by the Sheriff and then will be made a permanent record of the employee s base file. C. Commendations 1. Commendations will be made, in writing, on official Sheriff s Office letterhead, if possible. 2. Commendations, typically drafted by supervisors or support staff heads, will be made with the approval or suggestion of a shift lieutenant or above.
3. Commendations will be submitted to a Lieutenant, who will approve or deny the commendation and forward to the Assistant Administrator for disposition. Follow the same procedure at noted in the SOP, Staff Recognition Program, Procedures, B. 1. 4. All Security staff commendations received in a quarterly period shall be used as a vote for the Supervisor and Officer of the Quarter for the quarter in which the commendation was submitted. 5. All commendations will be viewed by the Sheriff and then be made a permanent record of the employee s base file. D. Supervisor of the Quarter 1. The SRC will meet at the end of each quarterly recognition period to select a supervisor from all PAR s, Commendations and other applicable listed Agency Awards submitted for supervisors in the designated quarterly recognition period. 2. The SRC will select the supervisor of each quarter based on the written content of any written agency recognition received for supervisors. Other factors such as attendance and number of times recognized may be used for selection, if applicable. 3. Each member of the SRC will vote, by secret ballot for the person they feel best represents the mission of the Staff Recognition Program. The SRC Chairperson will count the ballots and advise the committee which supervisor has the most votes. The person receiving the most votes will be recognized as Supervisor of the Quarter. In the event of a tie or if all persons receive the same number of votes, the Sheriff will make the selection. 4. A supervisor will not be eligible for Supervisor of the quarter if he/she has received any formal documented discipline during the designated quarter. To ensure confidentiality of discipline, the SRC chairperson will remove any supervisors name receiving discipline before being reviewed by the SRC. 5. The supervisor selected by the SRC as the Supervisor of the Quarter for any designated quarterly period may receive applicable nonincentives and will be eligible to be selected as Supervisor of the Year for the current year. 6. The supervisor selected as Supervisor of the Quarter will be recognized by posting on the staff bulletin board and will have a permanent record placed in their employee base file. E. Officer of the Quarter 1. The SRC will meet at the end of each quarterly recognition period to select a correctional officer from all PAR s and Commendations and other applicable listed Agency Awards submitted for correctional officers in the designated quarterly recognition period. 2. The SRC will select the officer of each quarter based on the written content of submitted written recognition for that quarter. Other factors such as attendance and number of times recognized may be used for selection, if applicable.
3. Each member of the SRC will vote, by secret ballot for the person they feel best represents the mission of the Staff Recognition Program. The SRC Chairperson will count the ballots and advise the committee which officer has the most votes. The person receiving the most votes will be recognized as Officer of the Quarter. In the event of a tie or if all persons receive the same number of votes, the Sheriff will make the selection. 4. An officer will not be eligible for Officer of the quarter if he/she has received any formal documented discipline during the designated quarter. To ensure confidentiality of discipline, the SRC chairperson will remove any officers name receiving discipline in that quarter prior to review by the SRC, 5. The officer selected by the SRC as the Officer of the Quarter for any designated quarterly period may receive applicable non-cash incentives and will be eligible to be selected as Officer of the Year for the current year. 6. The officer selected as Officer of the Quarter will be recognized by posting on the staff bulletin board and will have a permanent record placed in their employee base file. F. Supervisor of The Year 1. The SRC will meet and select the Supervisor of the Year from the four supervisors designated as Supervisors of the Quarter for the 1 st through 4 th Quarter of each year. 2. The SRC will select the Supervisor of the Year based on written content of all previous PAR s and commendations submitted for those four supervisors for the entire year. 3. Each member of the SRC will vote, by secret ballot for the person they feel best represents the mission of the Staff Recognition Program. The SRC Chairperson will count the ballots and advise the committee which supervisor has the most votes. The person receiving the most votes will be recognized as Supervisor of the Year. In the event of a tie or if all person receive the same number of votes, the Sheriff will make the selection. 4. A supervisor will not be eligible for Supervisor of the Year if any formal documented discipline is received at any time during the current recognition year up until the SRC convenes after the 1 st of each year to select the Supervisor of the Year. To ensure confidentiality of discipline, the SRC chairperson will remove any supervisors name and recognition from the supervisors eligible to selected as Supervisor of the Year 5. The supervisor selected by the SRC as the Supervisor of the Year may receive applicable non cash incentives and will be eligible to be selected as Security Staff Member of the Year. 6. The supervisor selected as Supervisor of the Year will be recognized by posting on the staff bulletin board and will have a permanent record placed in their employee base file. The Supervisor of the Year
may also be recognized at applicable designated annual awards ceremonies. G. Officer of the Year 1. The SRC will meet and select the Officer of the Year from the four correctional officers designated as Officer of the Quarter for the 1 st through 4 th Quarter of each year. 2. The SRC will select the Officer of the Year based on written content of all previous PAR s and commendations submitted for those four officers for the entire year. 3. Each member of the SRC will vote, by secret ballot for the person they feel best represents the mission of the Staff Recognition Program. The SRC Chairperson will count the ballots and advise the committee which supervisor has the most votes. The person receiving the most votes will be recognized as Officer of the Year. In the event of a tie or if all persons receive the same number of votes, the Sheriff will make the selection. 4. An officer will not be eligible for Officer of the Year if any formal documented discipline is received at any time during the current recognition year up until the SRC convenes after the 1 st of each year to select the Officer of the Year. To ensure confidentiality of discipline, the SRC chairperson will remove any officer s name and recognition from those eligible to be selected as Officer of the Year prior to review by the SRC. 5. The officer selected by the SRC as the Officer of the Year may receive applicable non cash incentives and will be eligible to be selected as Security Staff Member of the Year. 6. The officer selected as Officer of the Year will be recognized by posting on the staff bulletin board and will have a permanent record placed in their employee base file. The Officer of the Year may also be recognized at applicable designated annual awards ceremonies. H. Security Employee of the Year 1. The SRC will meet to determine the Security Employee of the Year from the selected Supervisor of the Year and Officer of the Year for that designated award year. 2. The Security Employee of the Year will be selected based on criteria set for by the SRC Chairperson. 3. Each member of the SRC will vote, by secret ballot for the person they feel best represents the mission of the Staff Recognition Program. The SRC Chairperson will count the ballots and advise the committee which person has the most votes. The person receiving the most votes will be recognized as Security Employee of the Year. In the event of a tie or if all persons receive the same number of votes, the Sheriff will make the selection.
4. The person selected as Security Employee of the year may receive applicable non cash incentives to include attendance to the Annual MCAA Awards Banquet. 5. The Security Employee of the Year will be recognized by posting on the staff bulletin board and will have a permanent record placed in their employee base file. I. Attendance Award 1. Formal written recognition, preferably on Agency letterhead, will be made to any security staff member by the Sheriff or his designee for perfect attendance in any calendar year. 2. Perfect attendance excludes vacation, holiday, compensatory or personal time used. 3. Attendance Awards will be made by the Sheriff, placed on the Recognition Bulletin Board, and be made a permanent record of the employee s base file. 4. Attendance Awards will be given regardless of any other formal or informal discipline received in the designated calendar year. J. Lifesaver Award 1. Formal written recognition, preferably on Agency letterhead, will be made by the Sheriff or his designee to any staff member of the Allegany County Detention Center who takes steps to prevent the loss of life or limb of another person either on or off duty or for an Act of Valor. 2. The Lifesaver Award is not an annual award and will be given as deemed appropriate. More than one Lifesaver Award may be given in any calendar year. 3. Any person receiving the Lifesaver Award will receive posted recognition on the Recognition Bulletin Board, a permanent record in the person s base file, and may be recognized publicly as deemed necessary by the Sheriff or his designee. K. Bill Hunt/Bonnie Williams Spirit Award 1. Formal written recognition, preferably on Agency letterhead, made by the Sheriff or his designee and given to the staff member who exhibits selflessness, a willingness to help others and/or participates in community service. 2. Spirit Award nominations can be made by any person in the agency, in writing to the Sheriff or the Assistant Administrator. To be eligible, the nomination must include: a. Name of the award. b. Name of persons nominated. c. Name of the person nominating d. Date of nomination. e. Date or time frame of actions f. Specific and detailed reasons why the nomination is being made g. Copies of any supporting documents.
3. Spirit Awards will be made as deemed appropriate by the Sheriff or Assistant Administrator after careful review of a nomination with appropriate recognition given as determined. 4. This is not an annual award and will be given as deemed appropriate. More than one Spirit Award may be given in any calendar year. L. Team Awards 1. Formal written recognition, preferably on Agency letterhead, made by the Sheriff or his designee that distinguishes two or more individuals within a working group who exhibit an extraordinary level of teamwork and exceptional effort that reflect the values and mission of the Agency. 2. Team nominations can be made by any person in the agency, in writing to the Sheriff or the Assistant Administrator. To be eligible, the nomination must include: a. Name of the award. b. Names of persons nominated. c. Name of the person nominating d. Date of nomination. e. Date or time frame of actions f. Specific and detailed reasons why the nomination is being made g. Copies of any supporting documents. 3. Team Awards will be made as deemed appropriate by the Sheriff or Assistant Administrator after careful review of a nomination with appropriate recognition given as determined. 4. This is not an annual award and will be given as deemed appropriate. More than one Team Award may be given in any calendar year. M. Four Star Fitness Club Award 1. Recognition will be given to those individuals who voluntarily complete the annual Sheriff s Office fitness testing and achieve the 80 th percentile or above in all four tests given by agency fit test administrators as outlined in the Allegany County Sheriff s Office Physical Fitness Assessment Testing Guide. 2. The chart used to determine the percentile is from data collected from law enforcement fitness validation studies complete by Tom Collingwood, Ph. D, and outlined in the Cooper Institute Law Enforcement Fitness Specialist Training Program. 3. The four tests measured are the vertical jump, 1 minute sit up, 1 minute push up and 1.5 mile run. 4. To be eligible for this award, you must be a county employee within the Sheriff s Office with a minimum of one year of service. 5. Determination of those to be recognized for this award will be made after all annual testing is complete by the Training Director or other designated staff member.
6. Four Star Fitness Club Members will receive cash incentives as outline in the FOP Union Contract and other non-cash incentives as deemed appropriate by Administration.