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G.O. 07 LONGWOOD POLICE DEPARTMENT GENERAL ORDER NUMBER: GO - 7 SUBJECT: WRITTEN DIRECTIVES EFFECTIVE: DECEMBER 18, 2001 REVISED: SEPTEMBER 1, 2023 GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 1 OF 12 I. PURPOSE The purpose of this general order is to establish directions for the creation, implementation, obeyance, and management of written directives and memorandum and to explain their organization, features, and use. II. SCOPE A. The successful administration, direction, and control of the Longwood Police Department requires the chief of police to have an effective and well-managed system for the issuance and control of written directives. B. The chief of police has a duty to direct the actions of his employees. Direction must be as precise, thorough and consistent as possible. It must inspire employee confidence by providing a clear understanding of constraints and expectations placed upon them by virtue of their employment. It must also provide guidance in the day-to-day performance of assigned duties. C. The chief of police may, at his discretion, authorize suspension of rules, orders, procedures or other directives of the Longwood Police Department when necessary to achieve agency objectives. III. GENERAL A. It is the employee’s responsibility to be thoroughly familiar with, and to obey the provisions of all orders, procedures, and memoranda that deal specifically or generally with his/her duties, rank, grade or position. Supervisory personnel are required to monitor employee compliance. GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 2 OF 12 NOTE: Language within a written directive provides guidance for employee compliance. Words, or terms, such as “shall” and “will” require mandatory compliance; words, or terms, such as “may” means permissible; and words, or terms, such as “should” indicate that while an instruction is not mandatory, it would be in the best interest of the Longwood Police Department if it were followed. B. When a directive is issued, it is to be considered by all affected personnel to be in full force as of the date noted in the directive’s heading. C. An employee will be provided access to the written directives manual via PowerDMS. PowerDMS is department approved policy management software that can be accessed electronically. D A printed paper copy of the department's written directives, to include the general order and enforcement policy manuals, will be maintained in a central and accessible location for employee use. These printed written directives will be regularly updated with revisions by the Accreditation Manager or their designee as the changes are approved. E. Proposals for the adoption of new directives or for the revision or rescission of existing directives are encouraged, and may be initiated by any employee. Proposals must be made in writing and forwarded through the chain of command. F. Any statement in a written directive found to be invalid, incorrect, or inapplicable shall not affect the validity of the remaining contents. Any such statement shall be corrected as soon as possible by revision or cancellation. IV. DEFINITIONS A. Written Directives The term “written directive’ applies to general orders, policies and procedures, standard operating procedures and, in some cases, to memoranda. A written directive is used to guide or affect the performance and conduct of employees and to establish a framework for the internal organization of the Longwood Police Department. 1. General Order: General orders are rules and regulations that apply with equal validity to all employees. GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 3 OF 12 2. Enforcement Policy and Procedure: A policy and procedure is a written directive that applies to only one of two specific classifications of employee (sworn or non-sworn). This type of policy is further described as a written directive governing the operation, management, or execution of a specific program or task. Standard operating procedures are typically used to guide and direct areas of responsibility that are limited to a small or specific number of employees. 3. Memorandum: An informal directive that may be used to convey an order. Memorandums are generally used to clarify, inform, or inquire. Memorandums are addressed through Chapter VI of this directive. 4. Instructional Manuals: Directives designed to instruct members in initial training or direct members in the proper method of executing ongoing activities such as performance evaluations. B. Accreditation General orders, policies and procedures, and standard operating procedures must comply with accreditation standards as defined by the Commission For Florida Law Enforcement Accreditation. Accreditation review is a mandatory requirement of the written directive approval process. The Accreditation Section may be utilized to research and author written directives. C. Authority (Over Written Directives) Only the chief of police has the authority to issue, amend, suspend, or rescind a general order. Only the chief of police has the authority to issue, amend, suspend, or rescind policies and procedures. Only the chief of police has the authority to issue, amend, suspend, or rescind standard operating procedures. Only the chief of police or his designee have the authority to issue memorandums that convey orders or direction. An inner-office, non-directive memorandum may be issued by any employee. GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 4 OF 12 D. Manual (Directives, Training and Reference) 1. Written Directives Manual: A written directives manual, in an electronic format, is issued to each employee. Employees are held accountable for its care and upkeep. 2. Training and Reference Manuals and Bulletins: The Chief of Police’s Office maintains several manuals and series of bulletins that are used for purposes of training and reference (held Training Manual, Legal Training Bulletin, and Employee Performance Review Manual, etc.). V. COMPOSITION OF WRITTEN DIRECTIVES A. Objectives The primary objectives of written directives are to accomplish one or more of the following: 1. To reduce conflict through standardization; 2. To provide personnel with a profile of the Chief of Police’s Office and its component parts; 3. To provide personnel with a systematic and organized approach to a task; 4. To clarify accepted methods of operation; 5. To include all requirements, rules, regulations, and general guidelines for any tasks that personnel are responsible for accomplishing. B. Purpose and Design 1. A written directive is a plan of action for a particular purpose. 2. Written directives are systems of communication that enable the reader to comprehend and follow clear sets of instructions. They are used for the purposes of guidance, reference, and managerial control. 3. Language used in composition should be structured so as to clarify what actions are required. GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 5 OF 12 4. Written directives are designed to afford personnel and managers a high degree of consistency in maintaining a specific standard of work C. General Guidelines for Composition The requirements of a particular job function must be clearly stated in order for an employee to meet them. Employees are evaluated based on the degree of consistency and conformance with these requirements. These requirements should address: 1. What a certain function includes and how it relates to the overall function of the Police Department; 2. Clearly defined goals and objectives so that the employee fully understands what the end result should be; 3. Time frames in which a particular course of action is required to begin or end; 4. That all requirements of an employee are evident to assure that responsibility is assumed. All requirements must be stated clearly and defined in as much detail as possible. VI. MEMORANDUMS A. Memorandums Are Written Communications Generally Used To Clarify, Inform, or Inquire NOTE: No memorandum will be effective for more than 90 days from its date of issue. Memorandums of significant importance may be re-issued for a second 90 day period, but must then be incorporated into a new or existing directive or become invalid. This does not apply to memorandums that give a specific order to a specific employee. NOTE: Written directives will be reviewed and updated every accreditation cycle. B. Issuing Authority 1. In order to reduce conflicting information and establish as high a degree of uniformity as possible, the authority to issue memorandums is restricted. GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 6 OF 12 2. A memorandum generated to convey official communication, order or instruction may only be issued by the chief of police or his designee. 3. Issuing authorities will maintain a log that records each memorandum by number and any other information that may be deemed appropriate (i.e., addressee, topic, author or date of issue). 4. Numbering System (Serial Numbers): a. All memorandums will be numbered in sequence. Each issuing authority will maintain their own numbering sequence. b. The last two digits of the issue year will be followed by ascending numbers 001-999. For example, 96-027 would indicate that the memorandum was the twenty-seventh memorandum issued in 1996. c. A memorandum generated to convey simple, non-directive or non-essential information may he distributed without a serial number. C. Memorandums may be typed with a variety of print (font) styles. The style used by the author must present a positive and neat appearance. VII. REVISING AND RESCINDING WRITTEN DIRECTIVES A. Written directives are revised when there are changes in their content. Rescinding refers to replacing a existing directive with a new directive, or complete elimination of an existing directive. B. All changes in written directives shall be expedited to ensure maximum currency of their material. All changes will be accompanied by an updated Table of Contents page and/or a new index to reflect the change(s). C. The Accreditation Manager will coordinate all cancellations and revisions and shall archive all current, revised, rescinded, and cancelled directives. 1. Procedures for archiving and storing written directives a. The department’s written directives will be stored and archived in central electronic files. b. These files will be organized, maintained, and revised by the accreditation manager at the direction of the chief of police. GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 7 OF 12 c. The department’s electronic written directives files will include current and archived directives. d. The department’s electronic written directive files will be maintained in a secure format which precludes them being altered without approval. D. Revising a Written Directive 1. Revising a written directive is necessary when there is a change that makes it obsolete. Incomplete and outdated information breeds conflict. Directives relating to any operation must be brought up to date when there is a change in any of the following: a. Any change to a procedure itself; b. A change in functions and their relationship to the organizational structure; c. If the task takes on a different profile than originally designed; d. When goals and objectives have been altered in any manner; e. If the initial purpose and subject matter is changed; f. When any requirements of productivity and level of responsibility change; g. If the general guidelines do not fully address those areas of concern upon which they were originally intended to focus. 2. The replacement of a single page may be all that is required for a revision. However, when changes are of sufficient size or length to require major restructuring of the directive, a revised directive will be issued. 3. Whenever any change to a written directive is made, the revised date in the directive’s heading will reflect the date of the change. 4. Minor revisions of written directives for the purposes of correcting spelling, formatting, spacing, or other minor errors do not require the review process detailed in paragraph X. or the distribution process detailed in paragraph XI. GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 8 OF 12 E. Rescinding (Replacing) a Written Directive 1. A new directive may render one or more older directives obsolete. When this occurs, the Rescinds column in the new directive’s heading will reflect the number(s) of the rescinded directive(s). 2. The new directive will be inserted into the written directives manual. 3. The rescinded (obsolete) directive will be archived. Physical copies of rescinded directives will be destroyed. F. Canceling (Purging) a Written Directive: 1. When a directive is no longer valid, or when new material renders an older directive obsolete to the point that it cannot be revised to reflect the totality of the needed changes, it is cancelled (eliminated). 2. When it becomes necessary to cancel a directive, a cancellation order will be issued via a memorandum distributed to all affected personnel. The memorandum ordering a cancellation should state the reasons for the cancellation. 3. The cancellation memorandum will be filed in the cancelled directive’s place in the written directives manual to serve as permanent record of the cancellation. G. Suspending a Written Directive: 1. When a directive is not utilized for extended period of time, the directive can be suspended. The suspension order will be issued by a memorandum distributed to all affected personnel. The memorandum ordering a suspension should state the reasons for the suspension. 2. Should the directive become valid, a reactivation order will be issued by a memorandum distributed to all affected personnel. VIII. FORMAT OF WRITTEN DIRECTIVES A. Heading The heading of any written directive establishes for the reader: 1. Whether the directive is a general order, policy and procedure, or standard operating procedure; GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 9 OF 12 2. The serial number of the directive; 3. Whether or not the directive rescinds a previous directive; 4. The subject matter (title) of the directive; 5. The date the directive was originally issued and if revised, the date of the latest revision; B. Introductory Chapters A written directive must address in its introductory chapters the purpose for which it was written. 1. PURPOSE: A mandatory chapter of a written directive. This chapter explains why the directive was created and what it is intended to address. The purpose chapter should be relatively brief, yet concise. 2. SCOPE: A non-mandatory, optional chapter. This chapter may be used to expand the idea or intent of the Purpose Chapter. 3. GENERAL A non-mandatory, optional chapter. This chapter may be used to communicate specific rules and regulations pertaining to the directive, or expand the idea or intent of the Scope chapter. 4. DEFINITIONS: A “Definitions” chapter may be added to a directive to explain key terms used in the directive. C. Narrative Outline The narrative body of a written directive shall be constructed using the following outline format I. Chapter. Roman numerals are used in an ascending order. A. Sub-chapters. Uppercase letters are used in ascending order A-Z GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 10 OF 12 1. Paragraphs. Numbers are used in an ascending order, 1- 99. a. Sub-paragraphs. Lower case letters are used in an ascending order A-Z. D. Instructional Manuals Instruction manuals will be formatted in book form with a table of contents, the body of the instruction in narrative form and an appendix containing any relevant forms or examples. IX. NUMBERING SYSTEM A. Serial Numbers A serial number is assigned when a directive is issued. Whenever a directive is revised, the original serial number will remain in effect when a directive has been cancelled, the original serial number will not be reassigned. A cancelled serial number will be reissued only in the event of a complete revision of an entire section of the written directives manual. B. Page Numbers Directives are not linked together by a common page numbering system. Each directive is assigned individual page numbers. X. APPROVAL PROCESS A. Proposals for new or revised directives shall be submitted to the accreditation manager through the author’s chain of command, with appropriate forwarding endorsements. B. Chain of command forwarding serves as general staff review for a proposed directive, however: 1. All directives shall be issued only after having been reviewed by command staff and approved by the chief of police. 2. Issuing authorities should disseminate drafts of proposals under review to line employees of lesser rank for input and comment prior staff review. C. The review process of the accreditation manager will include researching the directive in order to determine compliance and/or non-compliance with applicable accreditation standard(s). GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 11 OF 12 1. If a proposed directive fails to meet any applicable accreditation standard, it may be returned to its originating author with directions for remedy. 2. Once the directive satisfies the requirements of the accreditation manager, the new directive will be distributed by the manager to all affected personnel. XI. DISTRIBUTION PROCEDURES A. Written Directives Manual 1. Written directives manuals are issued to employees in the form of an electronic file that is accessible through PowerDMS. 2. Upon issuance of any written directives manual, personnel will electronically sign each directive in PowerDMS acknowledging acceptance of the file, which will be recorded electronically in the software. B. New and Revised Written Directive Manuals: 1. New and revised directives will be distributed at least three (3) days in advance of the effective date. This allows staff, employees, volunteers or others sufficient time to become familiar with any pending changes in operations or procedures. 2. Directives will be accompanied by an explanatory memorandum. 3. Distribution of Directives; a. At the conclusion of the review process, the accreditation manager shall update the department’s central electronic written directive files with the new or revised directive. b. In advance of the effective date of the change in the directive, the accreditation manager will notify department personnel via PowerDMS of the implementation of the new or revised directive. This notification will provide an overview of the nature of the change. c. Department personnel will be required to acknowledge notification of the new or revised directive as directed by the accreditation manger; by electronically signing the written directive in PowerDMS thus acknowledging notification. GENERAL ORDER WRITTEN DIRECTIVES GO – 7 PAGE 12 OF 12 d. Department supervisors shall ensure personnel under their supervision acknowledge notification of the new or revised directive as instructed by the accreditation manager. e. Department supervisors will verify the personnel under their supervision have updated their issued electronic written directive files. f. Department supervisors should review the new or revised directive with the personnel under their supervision to ensure understanding. C. Upon Being Issued a Written Directive File, Personnel Will Be Responsible For 1. Reading the directives; 2. Understanding the content of the directives. If any part of a directive is not clearly understood, the employee will make inquiry to his or her supervisor in order to determine the meaning and intent of the directive; 3. Updating issued written directive files with new or revised directives. 4. Complying with the instructions contained in the directives.