HomeMy WebLinkAboutCity of College Station Police Department Policy Manual - 1987 MEMORANDUM
TO: All Members of the College Station Police Department
FROM: Michael Strope, Chief of Police"
DATE: October 1, 1987
SUBJECT: Department Policy Manual
Police work in general and law enforcement in particular are highly complex areas. Peace
officers are vested with considerable authority by the state that allows them to perform their
various jobs. With this authority comes responsibility. In our jobs, controlled discretion and
guided judgement are the keys to effective and efficient law enforcement.
You are being provided a department policy manual which gives you basic guidelines to be
followed in the performance of your jobs. Some guidelines are specific and allow little or no
discretion on the part of the individual. Others are less restrictive, allowing for some personal
discretion. It should always be remembered that with the exercise of discretion comes
accountability for one's actions.
It shall be the responsibility of each employee to be thoroughly acquainted with all of the enclosed
procedures and to update them when revisions are issued.
Every effort has been made to ensure that this manual is as comprehensive in nature as possible,
while remaining readable and understandable. As you are aware, the realistic nature of our work
is such that it is impossible to develop a procedure or plan for every situation that might arise.
The enclosed procedures are to be viewed as an official guide, outlining areas of responsibility
and accountability. Personnel are not expected to deviate from these procedures except when
reason and sound judgement dictate. In those instances, the variance must be justified.
COLLEGE STATION POLICE DEPARTMENT POLICY MANUAL
TABLE OF CONTENTS
TITLE SECTION PAGE
ARRESTS 16 59
CANINE UNIT 21 82
COMPLAINTS/INTERNAL AFFAIRS . . . 12 33
CRIME ANALYSIS 22 86
DIRECTIVE MEMORANDA N/A LAST SECTION IN MANUAL
DISCIPLINE 11 28
DRESS CODE 19 73
EMERGENCY DRIVING 14 46
EMERGENCY MANAGEMENT 23 88
EVIDENCE & PROPERTY CONTROL . . 27 108
FIELD REPORTING SYSTEM 24 89
GRIEVANCES 10 26
INSPECTIONS 4 11
INTRODUCTION 1 1
MANAGEMENT 3 7
ORGANIZATIONAL STRUCTURE . . . . 2 5
PUBLIC INFORMATION 8 18
RECORDS 9 20
RECRUITM ENT/SELECTION 25 92
STANDARDS OF CONDUCT 20 78
SWORN PERSONNEL LICENSING . . . 5 13
TCIC/NCIC GUIDELINES 15 52
TRAINING 13 40
USE OF FORCE 17 64
VEHICLE IMPOUND/TOWING 26 103
WEAPONS 18 68
WRITTEN COMMUNICATIONS 7 16
WRITTEN DIRECTIVES 6 14
COLLEGE STATION POLICE DEPARTMENT POLICY MANUAL
LIST OF FORMS
FORM AT END OF SECTION
Citizen Complaint Report 12
Evidence Transfer Form 27
Evidence/Property Card 27
Evidence/Property Continuation Form 27
Field Information Report 24
Internal Complaint Report 12
Internal Affairs Investigation Log 12
Internal Investigation Warning 12
Notice of Disciplinary Hearing 11
Property Release Authorization 27
Request for Release of Information 9
Shooting Incident Report 17
Use of Force Form 17
�( COLLEGE STATION POLICE DEPARTMENT POLICY MANUAL
LIST OF CHARTS
CHART AT END OF SECTION
Evidence & Property Flow Chart 27
Organizational Chart 2
Selection Process Flow Chart 25
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COLLEGE STATION POLICE DEPARTMENT POLICY MANUAL
DEFINITIONS
As soon as practical To be performed at the first opportunity that
does not interfere with the current task.
Chief The chief of police of this department unless
designated otherwise.
Gender The masculine gender refers to both male and
female.
Immediately To be performed at that point in time. Takes
priority over other duties.
Operational components Bureau- largest operational component within
the department. Consists of more than one
division.
Division- major operational component within a
bureau.
Section- major operational component within a
division.
• Unit-an operational component within a section.
Policy See page 1
Procedure See page 1
Rank Official standing within the departmental
hierarchy.
Rules/Regulations See page 2
Shall/Will The action is mandatory.
Should/may The action is optional.
Standards The minimum acceptable levels of performance
and conduct by which all employees are judged.
Title The distinguishing name of an employee's
position within the department.
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COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: INTRODUCTION
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
( j' REVIEW DATE: October 1 , 1988
CHIEF OF POLICE: DATE:
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CSPD POLICY MANUAL-INTRODUCTION
The purpose of the College Station Police Department is to serve the citizens and visitors of our
city by: (1) enforcing the laws of the state of Texas and municipal ordinances of the city, (2)
providing for the protection of life and property, and (3) educating the citizens of our city in the
areas of crime prevention, personal safety, and the law through programs and educational
material made available by the department.
To achieve such a mission a large number of people and resources must be effectively
coordinated and given direction and purpose. The policies and procedures contained in this
manual were written for that purpose.
While providing guidance and direction through written policy and procedure, it is also realized
that individuals must be allowed a certain amount of discretion in order to adjust to unusual and/or
unpredictable situations. With this in mind, it is therefore the objective of this policy and
procedure manual to provide the guidance which is necessary for employees to effectively carry
out their duties while at the same time allowing for personal discretion in certain situations.
In order to achieve this balance of direction and discretion this manual will include various types
of directives which will be discussed below. These directives will vary in the amount of personal
discretion allowed.
WRITTEN DIRECTIVES
The types of written directives referred to in this manual are defined below.
POLICIES
Policy defines what you want to happen, the outcome, or end result you wish to accomplish. If
these things are not obvious then policy should explain what result is desired and why.
In the course of the day-to-day activities of the department there are many situations which occur
repeatedly, such as dispatching patrol units, booking prisoners, making arrests, filing reports, etc.
The results of these recurring situations or activities may be positive or negative in respect to the
overall mission of the department. Whenever there is a high probability that the results may be
negative, policy is considered as a means of providing the necessary direction to contribute
towards a more desirable outcome. Policy may also be considered when it appears that a policy
may contribute to improved quality or quantity of performance or better working conditions for
employees.
PROCEDURES
Procedures, often referred to as Standard Operating Procedures or SOP, outline for an employee
how a described policy should be accomplished. As mentioned previously there will be times
when unusual or unpredictable situations arise in which the prescribed procedure will not
accomplish the desired result. This is when personal discretion on the part of the employee is
�- - necessary. Personal discretion should be exercised in conjunction with good judgement and
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INTRODUCTION
1
CSPD POLICY MANUAL-INTRODUCTION
understanding of the possible outcome of one's actions. Personal discretion should be used
when it is obvious that prescribed procedures will not accomplish the desired results.
Employees should be able to provide a reasonable explanation for resorting to procedures other
than those specified in this manual. Even when using personal discretion an employee's actions
should always be professional, in harmony with the goals of the department, and not in conflict
with the accomplishment of other policies.
RULES/REGULATIONS
Rules and regulations are written to regulate performance and behavior. They identify things
which an employee must or must not do and therefore permit little or no personal discretion. In
this manual rules and regulations are not indicated separately and may be identified by the use of
the words shall or will relating to the procedure or action.
OTHER DIRECTIVES
1. Temporary directives -are written directives used to inform employees concerning matters of a
limited duration. These directives shall specify the personnel affected and the time period
involved.
2. Directive Memoranda A directive is often necessary to give direction to employees in the
performance of a specific task or duty. A directive memorandum may also be issued to
implement new policy and procedures until such time that it is incorporated into the department
policy and procedures manual. No directive written shall be issued without the signature of the
chief.
3. Verbal directives -are verbal instructions or orders from a superior officer or supervisor.
4. General
a. All lawful directives shall be obeyed, including orders relayed from a supervisor by an
employee of the same or lesser rank.
b. No directive shall be issued which violates established policy or procedure except upon
the approval of the chief or his designee unless in a situation that the following of
established procedure would be detrimental to the department, the welfare of
employees, or safety of a citizen. Any person issuing such a directive shall provide an
explanation of his actions in writing to the chief through his supervisor within two working
days.
c. Any employee that receives a lawful order that conflicts with a previous order shall call
such conflict to the attention of the supervisor giving the order. After making the conflict
known the order of the highest ranking supervisor shall be obeyed. If conflicting orders
are given by supervisors of the same rank the employee shall call such conflict to the
INTRODUCTION
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CSPD POLICY MANUAL-INTRODUCTION
attention of the supervisor giving the order. The employee shall then obey the order
unless the supervisor retracts or amends it. The employee who received the conflicting
orders shall then inform their immediate supervisor and/or the supervisor who gave the
initial order.
A supervisor shall not knowingly give an order to an employee that is in conflict with a
previous order, especially when the previous order was given by a higher ranking
supervisor or the employee's immediate supervisor, unless there are unusual or exigent
circumstances requiring the order. If possible these circumstances should be explained
to the employee receiving the order. The supervisor issuing the conflicting order should
in all cases be able to justify his actions.
5. Chain Of Command
a. The following chain of command has been established to facilitate the decision making
processes.
City Manager
Chief of Police
Major
Captain
Lieutenant
Sergeant
Officer
Reserve Officer
The chain of command will normally follow the department's organizational structure as
outlined in the organizational chart. This insures each person is responsible to only one
supervisor.
b. Superior ranking officers shall not assume command outside of their own area of the
organizational structure except when failure to do so would seriously endanger the
community or the department.
c. Under normal circumstances the highest ranking member present will assume command
of any given situation. However, when members of two or more organizational
components are involved in a criminal investigation, the ranking member present from the
organizational component responsible for the follow-up investigation and conclusion of
the case may assume responsibility for the investigation and take command of the
investigation and the crime scene. The chief has the authority to designate command
authority in any situation as he sees fit.
d. Civilian employees shall report to their supervisor and follow the established chain of
command.
INTRODUCTION
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CSPD POLICY MANUAL-INTRODUCTION
OTHER WRITTEN INFORMATION
1. Personnel Orders - are used to inform personnel of changes in status.
2. Training Orders - are used to inform personnel of training assignments and related information.
3. Posted Notices- are used to inform personnel of items of general interest.
4. Non-Directive Memoranda- are used as a means of general transfer of of information that
needs to be in written form.
1 See section on Written Communications
INTRODUCTION
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COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: ORGANIZATIONAL STRUCTURE
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
REVIEW DATE: October 1, 1988
CHIEF OF POLICE: DATE:
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J4e.rc:g'Plf,cSEP 2 5 1987
CSPD POLICY MANUAL-ORGANIZATIONAL STRUCTURE
For any organization to function smoothly it is necessary that each employee understand how his
position fits into the overall structure of the organization and how that position relates to and
affects other positions within the organization.
POLICY:
It is the policy of this department that all employees interact and work together as professionals in
such a manner that contributes effectively towards the accomplishment of the department's
mission.
PROCEDURES:
1. Organizational Chart
An organizational chart will be maintained in the office of the chief or by his designee. This chart
will graphically depict the structure of the department, showing the normal and occasional lines of
authority and accountability among the various positions.
The organizational chart will be updated as soon as practical whenever there is a change in
department structure or lines of authority or accountability. When a change or revision is of a
minor or temporary nature the chief may instruct employees to make pen corrections to their chart
by issuing a memorandum indicating the change(s)to be made.
Copies of the organizational chart will be made available to all supervisory personnel for
distribution to their subordinates. Supervisors should review the chart and revisions with their
employees to ensure that each employee understands the structure of the department, how he
fits into that structure, and how they are affected by any changes.
2. Job Descriptions
Job descriptions are used to inform employees as to what is generally expected of them in their
particular position within the department. They may also serve as a source of information for
employees interested in reassignment or promotion as to the general job expectations of the
position they are seeking.
A job description shall be given to every person upon their employment or reassignment of
position. Should a job description be revised or changed in any manner, all employees in that
job classification will be given a copy of the revision or change.
3. Employee Evaluations
Each employee shall be evaluated on a regular basis as determined by the chief. These
evaluations will be made based upon standardized evaluation procedures. Employees shall be
made aware through written materials as to the areas on which they will be evaluated. Guidelines
which explain what performance levels are necessary to attain a specific score on the evaluation
shall be provided to each employee.
Employee evaluations shall be used as one of the criterion to determine eligibility for promotion
and or advancement. In the case of probationary employees the evaluation will be used as a
determination as to whether continued employment of the individual is mutually beneficial to the
ORGANIZATIONAL STRUCTURE
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CSPD POLICY MANUAL-ORGANIZATIONAL STRUCTURE
department and the employee.
Definitions:
Authority-The chief has the authority to manage the personnel and resources of the department.
He then delegates that authority to those within the organization in the manner he feels will best
contribute to the effective operation of the department.
Accountability Employees who have been given authority over other personnel or to perform
their job duties are directly or indirectly accountable to the chief as indicated in their job
descriptions or special instructions from the chief or his designee.
Responsibility - Each person accepts responsibility upon employment by the department by
obligating themselves to perform the duties of their position as indicated in their job description.
Employees are guided in the performance of these duties in general by their supervisors and in
particular by departmental policy, procedure, rules, and regulations as contained in this and other
department manuals. An employee shall not be assigned a responsibility for which he has not
been delegated the appropriate authority to carry out.
ORGANIZATIONAL STRUCTURE
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COLLEGE STATION POLICE DEPARTMENT
Chief of Police
',
Inspections Adm. Secretary
Internal Affairs
Public Information
Planning
Research
Operations Bureau Services Bureau
Police Reserves H Secretary I Secretary --I Systems Analyst
LCriminal Uniform Technical Services Special Services
Investigations Div Division Division Division
d Warrants
Patrol Section Crime
Narcotics jEvidence
roperty Prevention
Investigator First Watch — - Su liesH Animal Ctrl. PP Section
Section
Selective Traffic
Crime Scene Enforcement Unit School Xing. Recruitment
Jail Training
Technician Communicatins Section
d Squad 1 Section
Investigations H Squad 2 —i Shift 1
1
Section School
Liaison
--I Shift 2 Officer
Patrol Section
Crimes Against Second Watch --I Shift 3
Persons
Unit Squad 3 Permits and
Records Licenses
Crimes Against H I Squad 4
___InSection
Patrol H Shift 1
Property — Traffic/Crime
Unit 1.1Analyst
Third WatchK-9 Unit
HJuvenile H Shift 2
Investigations HSquad 5
Unit
HSquad 6 Building
Maintenance
Sworn
1 Chief Non-Sworn
2 Majors 1 Adm. Secretary
0 Captain 2 Secretary
6 Lieutenants 1 Program Analyst
9 Sergeants 2 Animal Control Officers
20 Senior Officers 3 Jail/Comm. Supervisors
24 Patrol Officers 9 Dispatcher/Jailors
1 Communications Operator
62 Total 1 Records Supervisor
(8 reserve officers) 4 Records Technicians
1 Custodian
25 Total EFF. 10/01/87
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COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: MANAGEMENT
ISSUE: September , 1987
1
EFFECTIVE
DATEOF DATE: October 1, 11299888781987
987
REVIEW DATE October 1 , 198828
CH
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OF POLICE: DATE:
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e SEP 2 5 1907
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CSPD POLICY MANUAL-MANAGEMENT
POLICY:
It is the policy of this department that the management of manpower and resources be structured
in such a manner as to provide for the most effective and efficient operation while striving to
attain the stated mission of the department.
PROCEDURES:
1. Department Leadership
a. The Chief of Police has the authority and responsibility for the management, direction,
and control of the department as outlined in the job description for that position.2
b. In the absence of the chief, the leadership of the department shall be the responsibility of
the next highest ranking supervisor. In the event there are two supervisors of the same
rank who are next in line, the responsibility shall go to the senior supervisor. This
succession, if necessary, shall be carried to and including the rank of lieutenant.
2. Span of Control
a. In order to achieve effective leadership and control, the maximum number of employees
under the immediate control of any one supervisor may not exceed ten persons.
b. For each level of supervision, supervisors shall be held accountable for the performance
of employees under their immediate supervision.
3. Information Management
a. The Data Processing Section of the department shall be responsible for generating
informational and statistical reports on a daily, monthly, and annual basis. These reports
shall be available to all supervisory personnel and may be used in developing trends,
planning for manpower allocations, budget projections,identification of objectives, etc.
b. The Data Processing Section shall have the responsibility for the development of new
programs and the expansion and enhancement of existing programs within equipment
and manpower limitations in order to facilitate the handling of information and data.
c. Specialized reports shall be developed by the Data Processing Section, within the
capabilities of that section, upon request of the chief or the administrative assistant(s).
4. Departmental Staff Meetings
Once each month the chief shall conduct a staff meeting with bureau, division, and section heads
and other persons as deemed appropriate by the chief. The purpose of this meeting shall be for
the chief to give a department status report to those present, discuss topics of concern, receive
input from those present, and have a general transfer of information.
2See chapter on Organizational Structure for definitions of authority, accountability, and responsibility
MANAGEMENT
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CSPD POLICY MANUAL-MANAGEMENT
5. Development of Annual Goals and Objectives
a. By January 15th of each year, each division and section head shall submit the goal(s)
and objectives for his division or section for the next fiscal year in writing to the chief.
(1) Division goals and objectives should be consistent with the overall mission of the
department.
(2) Goals and objectives may be the same or similar to those established the previous
year.
(3) All employees within the division or section should be consulted and their input
considered when establishing the goals and objectives.
b. During the development stage and prior to submission to the chief, division and section
heads shall meet with the chief's administrative assistants for guidance in development of
the proposed goals and objectives and to ensure continuity among the various divisions.
c. By June 1st of each year all personnel shall be given in writing the goals and objectives of
each organizational component within the agency for the upcoming fiscal year along with
the overall goals and objectives of the department.
d. Written progress reports shall be required from each division and section head on Oct. 1,
Jan. 1, and April 1 of each fiscal year. The progress report shall contain the original
goal(s) and objectives as submitted the previous January along with a detailed
explanation as to where the division or section stands in accomplishing the stated
objectives.
e. A final annual progress report shall be submitted to the chief by each division head on
July 15 of each fiscal year. This report shall contain the goal(s) and objectives that were
submitted for the previous fiscal year and the status on the attainment of the specific
objectives along with any necessary explanations.3
6. Planning and Research
The chief may appoint administrative assistant(s) to perform specialized tasks as he deems
necessary. The tasks performed by the Administrative Assistant(s) may include but are not
limited to:
a. Planning and research on special projects.
b. Assisting all division and section supervisors with the preparation of reports, projections,
etc.
c. Assisting in budget preparation.
d. Maintenance, implementation, and revision of employee evaluation system.
3See Goals and Objectives Chart on page 4 of this chapter.
MANAGEMENT
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CSPD POLICY MANUAL-MANAGEMENT
e. Maintenance, implementation, and revision of department policy, procedures, rules and
regulations.
f. Working towards compliance with accreditation standards.
Due to the nature of the work assignments involved, the administrative assistant(s) shall answer
directly to the chief. Administrative assistants do not have line authority over bureau, division, or
section heads but shall act in an advisory and consulting capacity. Administrative assistants shall
however have such authority to implement various programs, policies, procedures, etc., as
authorized by the chief and shall have the specific authority, as delegated by the chief, to perform
assigned job tasks.
MANAGEMENT
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CSPD POLICY MANUAL-MANAGEMENT
GOALS AND OBJECTI VES CHART
All employees receive the goals and objectives
June 1 ► of the Department along with goals and objective 3
of each division and section in the Department
July 1 ►(Fiscal year begins)
July 15 Final progress report on attaining goals
and objectives for the previous fiscal year.
First progress report for
October 1 current fiscal year due
Second progress report for
January 1 P current fiscal year due.
Goals and objectives for the next fiscal
January 15 year (July 1 -June 30) submitted by
each division and section head.
Third progress report for
April 1 current fiscal year due.
MANAGEMENT
10
( ' ' • • ' • . ' • ' ' - . ' . • ' . •
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: INSPECTIONS
DATE OF ISSUE: September 28, 1987
-'', EFFECTIVE DATE: October 1 , 1987
-- ( ) - •- ' - - - . -- -: - - ':' - -1: ' - '. ' _ - : •- : ' -• : . :. : : :
REVIEW DATE: October 1 , 1988
CHIEF OF POLICE: DATE
�"�T SEP 2 5 i9$7
CSPD POLICY MANUAL-INSPECTIONS
POLICY:
It is the policy of this department that inspections at both the line and staff levels be conducted as
a measure to ensure that the departments goals and objectives are being pursued and to assist in
the identification of needs within the department.
PROCEDURES:
1. Line Inspections - Line inspections shall be conducted on a daily basis by division and
section supervisors to ensure that employees are abiding by the established policies and
procedures of the city and the department. Line inspections also should be directed towards
ensuring that all equipment and vehicles are in good repair and that each division or section is
making realistic progress towards its stated goals and objectives.
a. Employee deficiencies shall be handled by the line supervisors through counseling,
written reprimands, etc., as outlined in this manual.
b. Other deficiencies that adversely affect the operation of the division or section that cannot
be corrected at that level shall be made known to the chief, in writing, through the chain
of command. The chief and/or his designee(s) shall meet with the supervisors of the
effected division or section and plan a strategy to address the identified problems. Within
30 days of the meeting the senior supervisor of the division or section shall submit a
progress report to the chief, through the chain of command. The chief may require
additional reports on an as needed basis.
2. Staff Inspections
a. Staff inspections may be conducted from time to time at the discretion of the chief to
ensure that all components within the department are working in coordination with one
another to achieve the mission, goals, and objectives of the department. Staff
inspections shall be geared to identify potential problems and needs and to ensure that:
(1) department morale is maintained.
(2) department records and reports are accurate and up to date.
(3) department training is timely, effective, and appropriate.
(4) division and section procedures are effective and productive.
(5) Unity of command and control is maintained throughout the department.
(6) The department is fulfilling its legally mandated function.
b. Staff inspections shall be conducted by a person or persons designated by the chief. The
person(s) making the inspection shall not be responsible to any of the supervisors of the
unit being inspected nor shall they be responsible in any way for the performance of the
unit.
c. A unit to be inspected shall be notified in writing by the chief at least two weeks in
advance of the inspection. This notice shall explain the purpose of the inspection and
what is expected from the involved unit. The inspection will begin with a meeting of the
inspector(s) and the supervisors of the unit being inspected. The inspectors shall outline
INSPECTIONS
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CSPD POLICY MANUAL-INSPECTIONS
to the supervisors the scope and objectives of the inspection.
d. The inspection will conclude with a meeting of the inspector(s) and the ranking supervisor
of the unit inspected to provide a report of the findings and any recommendations.
e. The findings of the inspector(s) shall be submitted to the chief in writing. The chief shall
forward copies of the findings to the appropriate supervisors having the responsibility for
the solution of any identified problems.
f. The chief may require progress reports from the unit that was inspected and/or the
supervisors having the responsibility for the solution of identified problems as he sees fit.
INSPECTIONS
12
C. )
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: TCLEOSE LICENSING
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
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CHIEF OF POLICE: DATE:
. )ri4,6te.i" i9$
1SEP 2 5
CSPD POLICY MANUAL-SWORN PERSONNEL LICENSING
POLICY:
It is the policy of this department to comply with federal and state laws, provisions and rules
governing the appointment of peace officers.
PROCEDURES:
The recruiting section will maintain a current copy of TCLEOSE standards for licensing of officers.
The recruiting section shall carefully review each applicant's documentation to ensure that the
minimum standards for licensing have been complied with. As a part of this review it shall be
determined that the applicant's background investigation reveals nothing contrary to TCLEOSE
licensing standards.
The recruiting section shall follow TCLEOSE requirements to ensure that all reports for licensing
of officers are submitted in a timely fashion.
All department personnel shall, before assuming sworn status, take an oath to enforce the laws
and uphold the constitutions of the United States and the state of Texas. This oath shall be
administered by a person of judicial status.
The recruiting section shall notify the chief promptly in writing of any violation of TCLEOSE rules
by a licensed employed of this department. The chief shall notify TCLEOSE of the violation as
soon as practical. The licensee is also required by TCLEOSE to make written notification.
Authority of Department Sworn Personnel
It is the duty of every peace officer to preserve the peace within his jurisdiction. To effect this
purpose, he shall use all lawful means. He shall in every case where authorized by the
provisions of this Code, interfere without warrant to prevent or suppress crime. He shall execute
all lawful process issued to him by any magistrate or court. He shall give notice to some
magistrate of all offenses committed within his jurisdiction, where he has good reason to believe
there has been a violation of the penal law. He shall arrest offenders without warrant in every
case where he is authorized by law, in order that they may be taken before the proper magistrate
or court and be tried.4
4Code of Criminal Procedure,Art. 2.13
SWORN PERSONNEL LICENSING
13
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COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: DIRECTIVES
ORIGINATION AND REVISION OF WRITTEN
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
REVIEW DATE: October 1, 1988
CHIEF OF POLICE: DATE:
..-2/i4f4Xf4e,PCCI'l---'—'
SEP 2 5 1987
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CSPD POLICY MANUAL-WRITTEN DIRECTIVES
Written directives are used to establish policy and procedure, rules and regulations, provide
guidance and direction, and to relay information to employees. It is therefore to the benefit of the
department and its employees that all written directives be originated, developed, implemented,
and revised in such a manner as to contribute to the effective and efficient operation of the
department. By incorporating a systematic approach we strive to ensure that the department
policy manual and other written material will be coordinated, readable, and beneficial to the user.
POLICY:
It is the policy of this department that all written directives contain only information which is
necessary and which will contribute to the attainment of departmental policy purpose. All
directives should be clear, concise, not in conflict with other policy or other approved directives,
and should avoid duplication in as much as possible.
PROCEDURE:
This procedure applies to written directives as they pertain to policy, procedure, rules, and
regulations. It does not apply to interdepartmental memoranda and notices. These memoranda
and notices are covered under policy section Written Communications.
1. Manuals - All directives shall be contained in several department manuals as authorized by
the chief. All directives shall be issued, revised, and deleted only under the authority and
signature of the chief.
a. The chief may adopt the use of other manuals issued by outside agencies which address
specific functions within the department. Examples of such manuals would be TCLEOSE
manuals, TCIC/NCIC manuals, FTO manual, etc.
b. All employees shall read, adhere to, and be held accountable for all policies and
procedures, from all authorized department manuals, by which they are affected.
2. Origination
Any employee who feels that a written directive would contribute to the effectiveness of his job
and/or the operation of the department may make a recommendation in writing,through the chain
of command, to the chief. The recommendation should indicate some thought and research on
the part of the person making it and should delineate the basis of the recommendation. The chief
shall review the recommendation and decide on whether or not to initiate development and inform
the person making the recommendation in writing as to that decision.
2. Development
The chief initiates development of the written directive by his own initiative or by assigning
research and writing duties to his designee, and requiring progress reports as he deems
necessary.
The designee shall obtain a reasonable amount of employee input into the development of the
directive. All staff personnel affected by the policy or procedures shall have the opportunity to
review and submit suggestions and recommendations prior to the final drafting of the directive.
WRITTEN DIRECTIVES
14
CSPD POLICY MANUAL-WRITTEN DIRECTIVES
Once the directive has been developed it shall be reviewed by the chief and approved, rejected,
or assigned back for additional work.
3. Implementation
Written directives establishing policy and procedures shall be approved by the chief in
accordance with city policy. Once approved by signature of the chief,they shall be affixed with an
effective date and distributed to all affected employees at least three days in advance of the
effective date. All employees shall sign an acknowledgement form indicating the date they
received the directive and appropriate instruction relating to it. Employees shall then place the
directive in the appropriate section of the department policy manual or other manual as instructed.
4. Revisions/Corrections
As any employee may recommend the origination of a written directive, they may also
recommend the revision or correction of such. The same procedure should be followed as
outlined in item number 1 above. Development and implementation of revisions and/or
corrections shall be accomplished as outlined in item numbers 2 and 3 above.
a. Minor corrections and revisions may be accomplished through pen corrections to the
manual. The chief or his designee shall send notification of pen changes to employees
by directive memoranda. The employee shall make the appropriate changes or revisions
by pen in their manuals and sign and return the acknowledgement form attached to the
memorandum indicating their notification, compliance, and understanding of the pen
change.
b. Major revisions shall be accomplished by distributing the page(s) containing the
revision(s) to all employees and instructing employees in the revision. The revised pages
shall have the revision date affixed and revised text shall be indicated.
5. Purging - The chief shall initiate an annual review of each chapter of policy to determine
whether or not there is a need to purge or revise any outdated directives. All affected employees
are expected to participate in this process and provide feedback to assist in keeping the manual
up to date and useful. Revisions, corrections, deletions, and additions shall be made and the
revised policy and procedures distributed in accordance with this chapter.
6. Indexing - A computer indexing system shall be used to cross reference written directives.
This will serve to ensure that changes in one area of policy and procedures will be updated in all
other areas affected by that change.
6. Policy Format- The department policy and procedures manual shall be in outline format with
a separate chapter covering each major topic. Temporary directives and directive memoranda
shall be in memorandum format. Temporatry directives shall indicate the effective date and
ending date of the directive. Directive memoranda shall indicate the effective date, effective time,
and review date of the directive.
WRITTEN DIRECTIVES
15
CSPD POLICY MANUAL-WRITTEN DIRECTIVES
7. Records
The chief's designee shall maintain a file which contains a record of all written directives,
revisions, and changes that have been approved and implemented. This file will also contain all
employee acknowledgements of such.
8. Policy Manual
A current copy of the department policy manual, along with any temporary directives or directive
memoranda which are in effect, shall be issued to all persons upon employment prior to
beginning their job duties.
WRITTEN DIRECTIVES
15A
COLLEGE STATION POLICE, DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: WRITTEN COMMUINICATIONS
DATE OF `ISSUE: September 28, 1987
EFFECTIVE DATE: October 1 , 1987
REVIEW DATE: October 1 , 1988
CHIEF OF POLICE: DATE:
"°71416-44-1° -- '
SEP 2 5 1987
(C/41'1A*---
CSPD POLICY MANUAL-WRITTEN COMMUNICATIONS
Written communications between employees from within the department are a vital and
necessary part of the daily work routine. In addition there are also times when necessity will
dictate written communications to people outside the department.
POLICY:
It is the policy of this department that a degree of uniformity and coordination be exercised in the
issuance of written communications while at the same time allowing for personal expression.
PROCEDURES:
1. Memoranda (interdepartmental)
Interdepartmental memoranda should be typed and follow the general structure as listed below.
MEMORANDUM
TO: Lt. John Jones
FROM: Judy Johnson (signature or initials)
DATE: February 20, 1999
SUBJECT: Request For Transfer
( BODY OF MEMORANDUM)
THROUGH: Sgt. Tom Smith (initialed by Sgt. Smith)
THROUGH:
If the memo is being sent past an employee's immediate supervisor, it shall be sent through each
supervisor in the chain of command up to the person to whom it is addressed. Each supervisor
shall initial beside their name indicating that they have seen the memo and then forward it on to
the next person in line. A supervisor may not delay or refuse to forward a memo on to the next
person in line.
If an employee's memo is in reference to a complaint about or a policy violation by his immediate
supervisor the employee may choose to forward the memo to the next higher supervisor,
bypassing the immediate supervisor.
2. Notices
Employees may post miscellaneous notices on the department bulletin board provided for that
purpose. All notices should be signed by the person posting the notice and marked with the date
it was posted. Notices will remain on the bulletin board 15 days from the date they were posted.
WRITTEN COMMUNICATIONS
16
CSPD POLICY MANUAL-WRITTEN COMMUNICATIONS
Notices may be reposted after the 15 day period if the employee desires. When a notice is no
longer applicable it should be removed by the person who posted it, even if prior to the 15 day
limit. The chief may designate an employee to oversee the board and remove notices at the end
of their expiration period. Notices should not be marked on, or removed from the board by
anyone prior to their expiration date except by the person who posted the notice or upon an order
from the chief.
Care and good judgment shall be exercised by all employees not to post material that might be
offensive to others.
3. Written Communications Outside of the Department
Written communications outside the department may be in the form of a memorandum or letter,
depending upon the discretion of the sender, and shall be on approved department letterhead.
Any written (or verbal) correspondence that releases information to anyone other than a law
enforcement entity or individual concerning an employee, an investigation (past or present),
suspects, intelligence information, or other sensitive material shall be approved by the chief
before being sent. This does not preclude the issuance of news releases as stipulated by policy.
4. Legal Ramifications •
While the department wishes to cooperate with all persons in as much as possible it must protect
itself and its employees from the consequences of legal actions arising out of the violation of a
person's legal rights. When an employee is requested to release information, extreme care
should be taken that a person's right to privacy is not violated. At the same time the employee
must take care not to violate the Federal Freedom of Information Act or the State Open Record
Act by refusing information that is of a public nature. This dilemma should be an incentive for
employees to familiarize themselves with these laws and to seek guidance and advice from their
supervisor or from the city legal department if they are unsure as to the appropriate action. The
Open Records Law is discussed elsewhere in this manual.5
5 Refer to the chapter in this manual on Records.
WRITTEN COMMUNICATIONS
17
1
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: PUBLIC INFORMATION
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
REVIEW DATE: October 1, 1988
( 1
•
CHIEF OF POLICE: DATE:
•--)w . SEP 2 5 1987
. 1
CSPD POLICY MANUAL-PUBLIC INFORMATION
The authority of any department is limited by the amount of authority the public it serves is willing
to accept, an amount determined largely by the public image of the department. In order for this
department to function effectively and efficiently, it is therefore of paramount importance that a
strong, positive public image be maintained.
POLICY:
It is the policy of this department to inform the community and the news media of events within
the public domain that are handled by or involve the department.
PROCEDURES:
1. Public Information Officer - An employee shall be designated by the chief as the Public
Information Officer (PIO). The employee may serve as Public Information Officer in conjunction
with other assigned duties.
The PIO shall be responsible for:
a. arranging for and assisting at news conferences.
b. coordinating and authorizing the release of information about victims, witnesses, and
suspects.
c. assisting news personnel in covering routine news stories.
d. coordinating through the chief the release of information concerning confidential agency
investigations and operations.
e. assisting news personnel in covering the news stories at the scene of incidents. (The PIO
shall coordinate and consult with the investigators at a crime scene to ascertain items of
news that may be released without hampering the investigation or hindering the
identification and location of those responsible for the criminal act.)
f. notifying the news media of happenings within or related to the department or its
employees which provide a positive public image.
2. In the event the PIO is not available news releases will be prepared in standard
memorandum form by a supervisor of the division involved. News releases should be as
accurate as possible and made equally available to all news media personnel. Care should be
exercised that the legal rights of no person will be violated by the release of the information.
3. At the scene of a crime or accident where the news media is present but the PIO is not
present, non-supervisory personnel shall courteously refer any questions from the media to a
supervisor. If a supervisor is not present at the scene the employee shall contact one as soon as
practical and inform them that the media is present at the scene and requesting to speak with a
supervisor. The supervisor may authorize the employee to release information to the media in
accordance to the final paragraph of this section.
PUBLIC INFORMATION
18
CSPD POLICY MANUAL o PUBLIC INFORMATION
4. In situations when the PIO is not present and the supervisor feels he cannot devote the
proper amount of time to the news media due to other supervisory or investigatory demands, that
supervisor may call the PIO and request his presence at the scene or the department.
5. A copy of all news releases prepared by supervisory personnel shall be sent to the PIO who
will maintain a file of all such news releases along with any written releases to the news media
that he has prepared.
6. Information that may be released at the scene or in a written news release by anyone other
than the PIO is that information that is provided on the first page of the offense report. The
names of injured or deceased persons shall not be released until the next of kin have been
notified. When talking with the news media or preparing a news release an employee shall not
inject his personal views or opinions of the incident.
•
PUBLIC INFORMATION
19
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: RECORDS
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
(-I \
REVIEW DATE`: October 1 , 1988
CHIEF OF POLICE: DATE:
I 7/°)4e.4.144e'. ''1184h</'
11
i
1
CSPD POLICY MANUAL-RECORDS
POLICY:
The central records function is necessary and vital to the accomplishment of the department's
mission. It is therefore the policy of this department that an accurate and efficient reporting of all
police activity within the department's jurisdiction be maintained. It is furthermore the policy of
this department to comply with all mandated reporting requirements of the federal government
and the state of Texas while maintaining strict adherence to the Open Records Law and the
Rights and Privacy Act.
PROCEDURES:
1. Administration
a. The responsibility and accountability for the central record keeping function of the
department shall lie with the records section of the support operations bureau of the
department.
b. The functions of the records section of the department shall include:
(1) collection of all reports and related data.
(2) review each report to ensure that department directives are being followed in the
completion of all report forms.
(3) ensuring that a proper report is filed for every request for police service.
(4) distribution of reports and data to appropriate department components.
(5) maintenance of records in an orderly and useful fashion through filing techniques,
use of microfilm,computer entry of data, etc.
(6) retrieval and distribution of records and reports to authorized persons and entities
(7) compliance with Federal and State statutes regulating the maintenance and
release of information.
c. Every incident in the categories listed below shall be recorded and reported when that
incident has occurred or is alleged to have occurred within the jurisdiction of this
department.
(1) reports of crimes by citizens.
(2) complaints from citizens.
(3) criminal and non-criminal cases initiated by law enforcement officers.
(4) incidents involving arrests, citations, or summonses.
(5) citizen requests for service when:
- (a) an officer is dispatched.
(b) an employee is assigned to investigate.
(c) an employee is assigned to follow-up or take action at a later time.
d. All reports shall contain at least:
(1) the date and time of the initial reporting.
(2) the name of the citizen requesting the service (if available) or the victim's or
complainant's name.
(3) the nature of the incident.
(4) date, time, and type of action (if any) taken by law enforcement or other personnel.
RECORDS
20
CSPD POLICY MANUAL-RECORDS
The reporting of most crimes and incidents will require some type of response by
some personnel, on less serious incidents that do not require an offense/incident
report to be taken, the requirements listed above may be satisfied by
communications personnel recording the incident and relative information on the
computer.
The report of minor offenses/incidents not necessarily requiring officer response,
such as a stolen bicycle, lost article, etc., may be taken over the phone by sworn or
designated non-sworn personnel, at the discretion of the complainant.
e. All reports shall be submitted on department approved forms provided for the particular
type incident being reported. Forms provided for and required by the state of Texas shall
be used when applicable. All forms shall be completed in accordance with instructions
given in the department issued Report Writing Manual.
f. Offense/Incidents reports shall be sequentially numbered with a two digit prefix
representing the year and a six digit suffix designating the report number. As an
example, the first service number issued for an offense or incident in the year 1990 would
have the number 90-000001. Service numbers shall not be omitted from sequence or
duplicated.
g. The development of new forms and modification of existing forms shall be the
responsibility of the administrative assistant(s). Input from persons using the form
(Patrol, CID, etc.) shall be solicited along with input from persons responsible for
processing the forms (records technicians, data processor, etc.) during the development
or modification of any department forms. All forms shall be approved by the chief prior to
implementation.
h. To provide consistency in report writing and to ensure that assignments have been
completed, all Offense/Incident reports and related forms and attachments shall be
reviewed by a supervisor of the person submitting the report. If the report is satisfactory
the supervisor shall place his initials in the appropriate box on the report.
i. Reports may be assigned to CID, Juvenile, or Patrol for follow up investigation.
(1) All original statements taken in the course of the investigation shall be forwarded to
the records section.
(2) All photographs related to the investigation shall be placed into evidence.
Once the case has been inactivated, cleared exceptionally, or adjudicated the officer
assigned the case shall remove any photographs from evidence and send them to the
records section with a supplement form. All paper originals, such as CCH, DL checks,
letters, etc., related to the investigation shall be sent to the records section with a
supplement form. The officer assigned the case may wish to keep a copy of the report
and all attachments for his own reference.
j. All assigned cases that are in an active status shall require a supplement to be submitted
RECORDS
21
CSPD POLICY MANUAL-RECORDS
to the records section at least once every 15 days to update the status of the report. It is
the responsibility of the supervisor assigning the case to assure that regular status
reports are received until the investigation or follow up is finalized. Cases that have been
finalized and awaiting judicial action shall not require follow up supplements.
2. Arrest Reports
All arrests shall be recorded on the department approved Arrest Report and shall be assigned the
same service number as the case it relates to. All arrestees are required to be fingerprinted and
photographed. These files shall be maintained by the records section. The records section shall
be responsible for updating previous arrestee records when a new arrest is made by checking
existing information against the information shown in the new arrest report.
3. Distribution and Release of Reports and Related Information
Reports shall be distributed according to the following guidelines.
a. Offense/Incident Reports
(1) First page—> available to media and public
(2) Entire report—> original kept by records section
copy placed on patrol board
copy to the division assigned the report
b. Arrest Reports
(1) First page—> available to media and public
(2) Entire report—> original kept by records section
copy placed on patrol board
copy to Criminal Investigations Division
copy sent to the proper court
c. Accident Reports
(1) Report less supplements—> available to media and public
(2) Entire report—> original kept by records
copy to patrol
copy to LIDR
charges filed—> copy to municipal court
damage to public highway—> copy to Highway Department
damage to city property—> copies to city attorney and city depts. as
appropriate.
d. Legal Approval Prior to the Release of Certain Information-When there is a request from
a non law enforcement source for information other than that listed above as being
available to the media and public, the records section supervisor shall submit a written
request for an opinion from the city's legal department. Whether or not the information
may be released shall be the determination of the city attorney. A copy of the form
provided for this purpose is included at the end of this chapter.
• All reports assigned to any agency component by the records section for
RECORDS
22
CSPD POLICY MANUAL-RECORDS
investigation or follow up shall be accompanied by all pertinent attachments such
as DL checks (10-27), Registration checks (10-28), checks for wanted (10-29),
notes, letters, etc.
• It is the responsibility of the person taking the initial report to ensure that all items
pertinent to that report are attached to the report prior to submitting it to their
supervisor for approval.
4. Collection and Handling of Funds
a. Schedule of Fees-The records section shall collect fees according to the following:
(1) Copies of reports (walk-in request) .50
(mail in request) 2.00
(2) Record Check Letters 2.00
(3) Vendors and Solicitors Permits6 (business) 30 day 25.00
(employee) 30 day 3.00
business renewal -30 day 10.00
employee renewal -30 day 1.00
b. Collection of fees shall be recorded in a city receipt book. The white copy shall be given
to the customer,the yellow copy sent to the finance department, and the pink copy left in
the receipt book. All used receipt books shall be kept on file in a secure place.
c. Funds collected by the records section shall be sent to the finance department at least
once each week with the appropriate deposit slip completed. Deposits may be made
more often at the discretion of the records section supervisor. After normal business
hours all funds shall be secured in a locked are accessible only to the records supervisor
and those designated by the supervisor.
d. Receipts for funds collected shall be audited by the city finance department in
accordance with procedures established by that department.
5. Master Name Index
All records shall be accessible through an alphabetical name index. The following outlines which
names are entered into the index.
a. all complainants of offenses and incidents.
b. drivers involved in accidents and those injured.
c. pedestrians and pedacyclist involved in accidents.
d. owners of damaged property.
e. persons arrested.
6 Local businesses and their employees are not charged for permits.
RECORDS
23
CSPD POLICY MANUAL-RECORDS
f. others, such as witnesses and suspects, if the complete name and address is known.
6. Reporting Crime Data
This department participates in the national Uniform Crime Reporting program. The records
section shall gather and submit crime data to the UCR in accordance to the procedures
established by that program.
7. Warrants?
a. Local Warrants - When an officer obtains a Class C misdemeanor warrant, that warrant
information shall be entered into the central computer by the Municipal Court. Once an
arrest has been made and the warrant returned by the arresting officer, it shall be the
responsibility of;
(1) Municipal Courts to remove all Class C traffic warrants from the warrant file.
(2) Dispatch to remove all other Class C warrants from the warrant file.
b. Felony, Class A Misdemeanor, and Class B Misdemeanor Warrants - When these
warrants are obtained by an officer, it is the responsibility of that officer to enter the
warrant into the TCIC and/or NCIC system.
(1) Verification -The officer entering the warrant shall have dispatch run a confirmation
that the warrant was accepted and shall attach a copy of the confirmation to the
original report or to a supplement report to be submitted to the records section.
(2) Cancellation - Once the warrant has been served, it shall be the responsibility of
the officer who served the warrant to have it removed from TCIC and/or NCIC. The
officer shall have dispatch run a confirmation that the warrant has been removed
and shall attach a copy of the confirmation to a supplement report to be submitted
to records.
8. Traffic Citations
The records section shall have the responsibility for the ordering, storing, and issuance of all
citation books to officers.
a. Citations shall be sequentially numbered and each citation shall consist of the original
and three copies. The original copy is turned in to the shift supervisor to be forwarded to
the records section who will in turn forward it to Municipal Courts. The second copy is
given to the violator at the time the citation is written. The third copy is turned in to the
shift supervisor and is maintained by the records section. The fourth copy remains in the
citation book for the officer's use and records. All but the officer's copy of voided and/or
cancelled citations shall be turned in to the shift supervisor.
b. Officers needing a citation book shall request one from from Records personnel. The
person issuing the citation book shall record the officer's name and the beginning and
ending citation numbers in a permanent record.
7 See chapters on Arrests and TCIC/NCIC Procedures for details of officer responsibilities.
RECORDS
24
CSPD POLICY MANUAL-RECORDS
c. Citations issued are maintained by Municipal Court in a master name index. This index is
accessible by the records section for information and statistical purposes.
RECORDS
25
COLLEGE STATION POLICE DEPARTMENT
REQUEST FOR RELEASE OF INFORMATION
Last Name First Name Middle Name
Address Phone No.
request the following information be released to me by the College Station Police
Department.
Describe Information Requested
Signature Date
THIS SECTION FOR POLICE DEPARTMENT USE
This request is in reference to service no.
Copy of report attached (Y) (N)
Signed Date
THIS SECTION FOR USE BY CITY ATTORNEY
() Information may be released as requested.
() Information may be released in accordance with attached instructions.
() Information may not be released -explanation attached.
Signed
City Attorney
Date
(-- )
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: GRIEVANCES
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
,__ "/ REVIEW DATE: October 1, 1988
CHIEF OF POLICE: DATE:
,4.4-t- SEP 2 '1967
CSPD POLICY MANUAL-GRIEVANCES
A grievance is defined as something that causes distress or gives reason to complain.
Grievances relate to working conditions and situations which the employee feels are unfair. An
employee would appeal a disciplinary action that he felt was unjustified. An employee would file a
arievance concerning a working condition or situation he felt was unfair. To distinguish the two
the following example is given.
Officer X has been given a documented reprimand by his immediate supervisor and feels the reprimand was
unjustified. Officer X shall Cpl that action in accordance with established procedures.
Officer Y has just received the shift schedule from his supervisor and has been assigned Mondays and
Wednesdays as his days off for the next six months and feels that this is unfair. Officer Y shall file a grievance
in accordance with established procedures.
POLICY:
There will be occasions that arise when an employee feels that he has been dealt with unfairly or
that a decision affecting them is unjust. To ensure good employee morale, instill confidence in
management, and promote continuity of direction, it is important that these complaints be
resolved. It is the policy of this department that all employee grievances be handled quickly,
justly, and in a manner which will promote trust and respect from all employees.
PROCEDURES:
1. Immediate Supervisor Resolution,
The employee shall within five days of the cause, present their grievance to their immediate
supervisor. The grievance must be presented in writing and contain the following:
a. the facts upon which the grievance is based.
b. the specific wrongful act(s) and the harm suffered.
c. what the employee wishes to see done about the situation.
The supervisor receiving the grievance shall forward a copy of the grievance, indicating the date
and time it was received,to the Administrative Assistant to the Chief who shall be responsible for
maintaining a record of all employee grievances.
Most problems can be resolved by an honest and straight-forward discussion of the facts. The
supervisor shall respond to the problem as soon as practical but in no case more than five
working days. The supervisor shall notify the employee in writing of his decision within the
stipulated time period.
2. ADDeaI Past Immediate Supervisor
If the employee's immediate supervisor is personally involved as a part of the grievance, the
employee may choose to take their grievance to the next higher authority. This appeals process
may continue until the employee reaches the top ranking supervisor in his bureau. At each level
of appeal the supervisor shall address the problem as quickly as possible but in no case more
GRIEVANCES
26
CSPD POLICY MANUAL-GRIEVANCES
than five working days. The supervisor shall contact the complaining party with their decision in
writing within the stipulated time period.
3. Appeals Past Bureau Commander
Grievances which cannot be resolved at the bureau level may be appealed to the chief in writing
by the aggrieved party. The appeal shall be made within five days of receiving the bureau
commander's response. The chief shall review the complaint and notify the aggrieved party of his
decision within ten days. Decisions made by the chief on grievances are final.
The chief may, at his option, present the grievance to a board selected and conducted in
accordance with the Disciplinary Review Board selection criteria as outlined in the chapter on
Discipline.
4. Review of Grievances
The I/A Unit shall once each year, at a time stipulated by the chief, review all grievances filed for
the preceding year and present a written report to the chief outlining the number of grievances
filed and the causes of each grievance.
GRIEVANCES
27
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: DISCIPLINE
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
_ .J
REVIEW DATE: October 1 , 1988
CHIEF OF POLICE: DATE:
e ei SEP 2 5 1987
CSPD POLICY MANUAL-DISCIPLINE
POLICY:
It is the policy of this department to encourage and assist employees in the attainment of
departmental goals and personal career goals while adhering to established policy, procedures,
and rules. It sometimes becomes necessary to administer disciplinary actions to discourage acts
of violation or omission of those policies, procedures, and rules and to correct conduct which is
detrimental in helping the department achieve its mission.
The procedures related to this policy are provided as guidelines to assist supervisors in their
determination as to when disciplinary action is warranted and the level of action that is justified.
Corrective measures should be consistent for similar violations. The severity should be effective
but no greater than necessary to discourage repeated incidents. These measures should be
administered fairly, impartially, and in a manner which will promote employee and community
respect for the department.
PROCEDURES:
1. Determination of Violations
Violations include failure to abide by any law, ordinance, order, rule, procedure, or an act or
omission which adversely affects the accomplishment of or progress towards department goals or
policy purpose.
Determination of a violation is usually made by the person's immediate supervisor. Before
deciding that a violation has occurred the supervisor shall avail himself of as much information as
possible surrounding the incident. Personal feelings, whether they be positive or negative, shall
not be allowed to interfere with sound judgement.
2. Corrective Measures
Once a supervisor has determined that a subordinate has committed a violation, he will counsel
with that employee in an effort to determine why the violation occurred. At that time the
appropriate disciplinary action, if any is deemed necessary,will be decided upon.
All supervisors have the authority to counsel,train, give documented or written reprimands, and to
relieve a subordinate from duty pending review by the chief. All supervisors can recommend any
other corrective measure. The supervisor making the recommendation will do so in writing to the
chief through his immediate supervisor. Corrective measures include but are not limited to the
following.:
a. Counseling and/or Training -This is the most preferred and least severe of all measures.
It is to be used by supervisors when they feel that such action is sufficient to correct the
employee's action, inaction, or inexperience in a given situation. If training is given, the
Training Section shall be notified of the dates and type of training in order to update the
employee's training record.
b. Documented Reprimand - This measure also includes counseling and/or training but is
used with more serious violations or when counseling and training have failed as a
DISCIPLINE
28
CSPD POLICY MANUAL-DISCIPLINE
corrective measure. A documented reprimand may be oral or in writing and shall be
documented by the supervisor but will not be placed in the employee's personnel file.
Supervisors shall keep a record of all documented reprimands in the event they are
needed to justify a recommendation for more serious corrective measures.
c. Written Reprimand - When the supervisor feels that a documented reprimand will not
accomplish the desired results or when documented reprimands have been given and
violations continue, a written reprimand is issued. Written reprimands are discussed with
the person receiving such and he should acknowledge that fact in writing. A copy of the
reprimand and the employees receipt shall be placed in the employee's personnel file and
a copy made available to the employee.
d. Relief of Duty - A supervisor may relieve a subordinate from duty if he believes that
person's continued presence poses a danger to himself (the employee) or others, or that
his presence will interfere with the effective operation of the department. That supervisor
shall then contact the employee's immediate supervisor as soon as practical and explain
the circumstances surrounding the incident. The supervisor who relieved the employee
from duty shall present written documentation to the chief, through the chain of
command,within two normal working days, excluding weekends. The chief will review all
such reliefs and take action as he sees fit.
The employee being relieved of duty shall report to his immediate supervisor at the
beginning of his next assigned shift for further instructions.
e. Reassignment of Duty/Demotion - A supervisor may recommend that an employee be
reassigned or demoted if he feels that such action is the best way to correct the
undesirable behavior of the employee and that it will best accomplish the policy mission
of the department. Recommendations for either measure shall be made in writing to the
chief through the chain of command. At each level in the chain of command the
appropriate supervisor shall concur or disagree with the recommended action in the form
of a signed memorandum attached to the original recommendation. The
recommendation shall include all facts surrounding the request and stipulate why the
supervisor feels that this is the appropriate course of action.
It should be understood that reassignment can be used other than as a disciplinary
measure. The chief may reassign personnel as he sees fit to provide for efficient and
effective operation of the department.
f. Suspension Without Pay- Recommendations for suspension without pay for one or more
days may be made by a supervisor when he feels that such action is necessary to
accomplish the purpose of the corrective action. The recommendation shall be made in
writing,through the chain of command,to the chief who shall review the recommendation
and take appropriate action. At each level in the chain of command the appropriate
supervisor shall concur or disagree with the recommended action in the form of a signed
memorandum attached to the original recommendation. The chief, at his option, may
DISCIPLINE
29
CSPD POLICY MANUAL-DISCIPLINE
appoint a three member Disciplinary Board to review the recommendation. The board
will review the recommendation and suggest to the chief in writing that he (1) uphold the
supervisor's recommendation, (2) that he alter the recommendation to include less days
than suggested, or(3) that he deny the recommendation. If the chief upholds or modifies
the board's recommendation he shall notify the supervisor making the recommendation
who will in turn set the time for the suspension to occur with the interest of the
department in mind. If the chief denies the recommendation or alters it to include less
days than recommended he shall notify the supervisor making the recommendation in
writing as to why his recommendation was denied or altered. In the event the
recommendation is denied by the chief, he will notify the employee in writing of the denial.
Suspension is a very serious action and should be recommended only after all other
measures have failed. It should normally be considered as a final attempt to correct
undesirable behavior before recommending dismissal. It is possible however that the
seriousness of a violation may warrant suspension the first time it occurs.
g. Recommendation for Dismissal -When, after careful consideration a supervisor believes
dismissal is necessary to accomplish policy purposes, he shall recommend this action.
The supervisor making the recommendation shall forward to the chief, through the chain
of command, written documentation as to why the recommendation was made and why
he feels that termination of the employee is the proper action to be taken. At each level
in the chain of command the appropriate supervisor shall concur or disagree with the
recommendation in the form of a signed memorandum attached to the original
recommendation. The chief will review the recommendation and take appropriate action.
The chief may appoint a disciplinary board for their review and recommendations. If the
chief concludes that termination is the appropriate action, he will seek advise from the
legal department and if appropriate set an effective date for the termination of the
employee and inform concerned parties. The terminated employee shall be provided with
the following:
(1) A statement citing the reason for dismissal.
(2) A statement of the status of his fringe benefits after dismissal.
(3) A statement as to the content of the employee's employment record relating to the
dismissal.
3. Emergency Corrective Measures
There may be times a violation will occur and the responsible employee's immediate supervisor is
not available. If another supervisor is available and he feels that the violation is of a magnitude
that it requires immediate action, that supervisor shall take what ever action he believes is
necessary. The action should be consistent with the action he would take if the person was his
immediate subordinate.
The supervisor shall then notify the employee's immediate supervisor as soon as practical. The
person's immediate supervisor may then either uphold or alter the action in accordance with
established procedures.
DISCIPLINE
30
CSPD POLICY MANUAL-DISCIPLINE
Extreme care is exercised in taking emergency corrective action in such situations and should
only be done when the supervisor taking the action believes it is necessary to maintain effective
operation of or preserve community respect for the department.
4. Disciplinary Review Board
The board will consist of three persons appointed by the chief who will select one of these three
to chair the board.
a. One member of the board shall be of the same rank or equivalent status as the employee
being reviewed.
b. One member of the board shall be from a supervisory or command rank.
c. The employee whose actions are being reviewed by the board will have the option to
remove one person from the board. If this option is exercised, the chief shall appoint
another person to complete the three member board.
d. No employee may serve on the board who;
(1) has had any direct involvement in the case to be reviewed.
(2) is on probation, active suspension, or under investigation of a pending complaint.
(3) is a direct supervisor of the employee being reviewed.
The board shall meet as soon as practical but in no case more than five days after selection. The
supervisor recommending the corrective action will appear and present the board with written
documentation of the employee's violation and why his recommendation was made. The
employee will address the board, verbally and in writing, as to why he feels that the corrective
measure is not appropriate to the violation. Both the supervisor and the employee may present
evidence to the board to strengthen their position.
After the initial meeting the board shall reconvene and come to a decision as to the proposed
corrective measure. They may decide to (1) uphold the recommendation of the supervisor, (2)
recommend a different corrective measure which may be more or less severe than that proposed
by the supervisor, or (3) find that the corrective measure should not have been imposed. The
board chairperson shall within three days forward in writing the board's recommendation to the
chief and to the employee. The chief may uphold or alter the board's recommendation as he sees
fit.
5. Alternative Initiation
In any situation where a supervisor has the authority to initiate an action, his immediate
supervisor or the chief may also initiate the same action. This provision is necessary in the event
of a supervisor's absence or failure to act.
6. Employee Appeal of Disciplinary Actions
If an employee feels that he has been disciplined unfairly or unjustly they may appeal through the
chain of command to the chief. The decision of the chief is final on all disciplinary appeals except
DISCIPLINE
31
CSPD POLICY MANUAL-DISCIPLINE
those that impose suspension, demotion, or termination. Disciplinary actions involving
suspension, demotion or termination my be appealed to the city manager in writing. Before
appealing to the city manager the employee should obtain a copy of"Disciplinary and Termination
Procedure"from the city Personnel Office.
The following diagram gives an overview of the disciplinary process.
1. Minor disciplinary action(counseling&training, documented reprimand, and written
reprimand)
Supervisor----> Chief
2. Demotion & Suspension
Supervisor----> Chief----> City Manager
3. Termination
Supervisor---> Chief---> City Manager--->City Review Board
DISCIPLINE
32
CSPD
NOTICE OF DISCIPLINARY HEARING
You are hereby notified that a hearing will be held regarding your continued employment with the
City of College Station. Said hearing may result in your suspension, demotion, termination, or
any other disciplinary action deemed appropriate.
The hearing will be held at am/pm, on the day of , 19 , in
the office of the Chief of Police and will be before the Disciplinary Review Board appointed by the
Chief.
The reasons for said hearing and the Department's evidence relating thereto are as follows: See
Exhibit"A" attached hereto.
At the hearing, you have the right to present evidence and witnesses on your own behalf; you
have the right to question the Department's evidence and to ask questions; and you have the
right to be represented by counsel at your own expense.
You are also notified that if any disciplinary action brought against you involves demotion,
suspension, or termination; you have a right to appeal that decision to the City Manager, within
five working days, by delivering a signed written notice to the office of the City Manager. The
decision of the City Manager is final in regards to demotion and suspension. In matters of
termination you may request to go before the City Review Board in accordance with established
City policy.
, state that I have read and fullly understand the
foregoing "Notice of Hearing". I further state that I understand that I have the right to a hearing
and the right to present evidence on my own behalf; the right to question and the right to counsel.
Signature:
Date/Time:
, fully understand all the foregoing, waive my
right to a hearing and will abide by the decision of the Chief of Police.
Signature:
Date/Time:
Witness:
Date/Time:
Subscribed and sworn to before me this day of , 19 .
Notary Public
My Commission Expires:
SEAL
CSPD Adm 87/5
-- --- C .)..........:.-.,...•::::-.....".....i.-...,-:„....................,....._-. ....:..........._....._..:::._........... ...... . ......................... ..................... .. .. .„ . „ ..,....... .. . .. , .
COLLEGE .STATION POLICE DEPARTMNT
POLICY MANUAL
CHAPTER TITLE: COM• PLAINTS/INTERNAL AFFAIRS
DATE OF ISSUE: September 28-;-.1.---.1 987
-...-:.:.,---.':,--:...•.-....',..........-....''...:...-..."..---...'....-......':-...,:..-.....'.......•-...'....:'.-...-.--:.....:.,-....-.-.-::-.....-.-......-....':...-...............-...,.-.."..-.,-.-.".....,
/! EFFECTIVE DATE: ' October 1, 1;987
REVIEW DATE: October 1, 1988
.-:-.-.._...-..-.:.-._,..-...-.:.E.-.:.'-.-....1......-..-..---.....--.--:.--..."---:.:-..........-....,...,......,•.-.-...'.:..-.....-..'..,1..-.-,..-..._.,.-:..,.-
CHIEF.OF P LICE: • • • DATE
SSP 2 5 1987
CSPD POLICY MANUAL-COMPLAINTS/INTERNAL AFFAIRS
The overall integrity of the department depends upon the integrity of each individual employee.
The public image and reputation of the department will in a large measure be determined by its
responsiveness and diligence in responding to allegations and reports of misconduct against the
department or its employees. The department desires to protect its employees from the
consequences of false accusations while at the same time being responsive to citizen complaints.
It is therefore to the benefit of the community, the department, and the profession of law
enforcement that all allegations of employee or department misconduct be promptly investigated.
POLICY:
It is the policy of this department that all complaints against employees or the department,
received from any source whether inside or outside the department,will be investigated. It is the
intent of this policy to (1) protect the employee,the community, and the department (2) to identify
and correct inappropriate performance (3) to identify and remedy procedural problems and (4) to
enhance the profession of law enforcement.
PROCEDURES:
1. Internal Affairs (IA) Unit
An Internal Affairs component shall be designated by the chief to conduct or assist in conducting
internal investigations at the direction of the chief. The Internal Affairs Unit shall be responsible
for the record keeping function relating to all citizen complaints and internal investigations. The
confidentiality of these records is important and proper security measures should be taken. This
record keeping will be separate and apart from the personnel records or centralized records
system. IA investigations shall be conducted by any employee or employees designated by the
chief to perform that function. While performing an IA function the employee(s) will answer only
to the chief, his designee, or the IA supervisor.
a. When possible, complaints of alleged misconduct by employees shall be assigned to their
immediate supervisor for investigation, when the conduct is not a violation of a criminal
statute.
b. Cases involving criminal acts by employees shall be assigned to the Criminal
Investigations Division, the Internal Affairs Unit, or an outside agency for investigation.
The case may be assigned to one, all, or any combination of these entities.
c. It is the prerogative of the chief to assign internal cases for investigation in the manner he
feels will best serve the interest of all parties involved while ensuring a fair and unbiased
investigation of the complaint.
2. Complaint Categories - Complaints of employee misconduct shall be organized into two
categories, internal and external complaints.
a. Internal complaints are those originating within the department which are specific
allegations of violations of department or city policy as defined in the chapter Discipline.
(1) All internal complaints shall be recorded on the Internal Complaint Report form.
Complaints that allege criminal acts shall be accompanied by a completed
COMPLAINTS/INTERNAL AFFAIRS
33
CSPD POLICY MANUAL-COMPLAINTS/INTERNAL AFFAIRS
Offense/Incident Report.
(2) At the time the employee is notified of the internal complaint he shall be directed to
complete a memorandum that provides that employee's account of the incident.
When practical, this memorandum should accompany the Internal Complaint
Report form through the chain of command.
b. External Complaints are those complaints, regardless of severity, originating from outside
the department which are allegations of employee misconduct or criminal acts.
(1) All external complaints shall be referred to the office of the chief or appropriate
bureau commander during normal duty hours.
(2) External complaints shall be recorded on a Citizen Complaint Report form. The
complainant's name shall be requested, along with other pertinent data; however,
such information shall not be mandatory for processing and investigation of the
complaint. If the report is made in person, a written statement shall also be
requested from the complainant.
(3) When a citizen makes a complaint concerning lost or misplaced property resulting
from direct custody of the department, a memorandum shall be prepared by the
person taking the complaint describing the details of the incident as reported. The
memorandum shall be forwarded to the immediate supervisor of the person
receiving the property, through the chain of command, within the divisional level.
The incident shall be investigated by the supervisor responsible for the activity. A
complaint or report form will not be necessary during the preliminary inquiry of the
incident.
3. Taking of Complaints
a. Walk In Complainants - persons coming to the department to file a complaint shall be
referred to the chief or the bureau commander of the employee against whom the
complaint is directed. In the event the chief or bureau commander are not available, the
person shall be directed to an employee of supervisory status, preferably within the same
operational component of the employee being complained against.
b. Telephone Complaints- persons telephoning the department to file a complaint shall be
referred to the chief or the bureau commander of the employee against whom the
complaint is directed. In the event the chief or bureau commander are not available any
supervisory employee is directed to complete an appropriate report form and forward it to
the immediate supervisor of the involved employee. When at all possible the complaint
shall be taken by a supervisor within the same operational component as the employee
being complained against.
c. Mail In Complaints - complaints sent to the department via the mail shall be forwarded to
the chief.
d. In the event the complaint concerns a department procedure or legal technicality which
the supervisor or officer may explain to the satisfaction of the complainant, it will not be
COMPLAINTS/INTERNAL AFFAIRS
34
CSPD POLICY MANUAL-COMPLAINTS/INTERNAL AFFAIRS
necessary to complete a Citizen Complaint Report. However, if there is any doubt as to
the satisfaction of the complainant, a report shall be taken.
e. Those incidents which involve a difference of opinion between a police officer and a
citizen over the guilt or innocence of an incident shall not be investigated officially.
Complainants in such cases shall be advised to pursue adjudication through the court
system.
4. Complaint Classification
All complaints, both internal and external, shall be classified by the chief or his designee. The
source of the complaint has no bearing on the classification applied to the complaint.
a. Class 1 Complaints - Include all serious complaints alleged against department
employees. They include but are not limited to:
(1) unnecessary or excessive use of force.
(2) false arrest.
(3) discrimination.
(4) corruption/extortion.
(5) violation of specific criminal statutes.
(6) misuse of police authority.
(7) civil rights violations.
(8) others as may be directed by the chief.
b. Class 2 Complaints - All complaints relating to inadequate police service, discourtesy,
improper procedure, or any other allegation not included under Class 1, or which are
directed by the chief.
5. Complaint Indexing
a. All external complaints shall be directed to the office of the chief for disposition,
classification, referral, and assignment of a complaint control number.
b. The number system shall be designed so as to facilitate quick referral to any complaint,
permit statistical tabulation, and provide security against access to the records by
unauthorized persons.
c. With the exception of persons assigned to the office of the chief, no person shall have
access to or information from any internal affairs record without the expressed permission
of the chief.
6. Complaint Processing and Investigation
a. The chief or his designee shall maintain administrative control over all internal and
external complaints and subsequent investigations.
COMPLAINTS/INTERNAL AFFAIRS
35
CSPD POLICY MANUAL-COMPLAINTS/INTERNAL AFFAIRS
b. If the chief or bureau commander is not on duty when an external complaint is received,
the on-duty supervisor shall receive the Citizen Complaint Report to permit preliminary
investigation during his assigned shift. In any case, at the end of that shift, all reports
shall be sealed and forwarded to the chief through the chain of command.
c. The chief has the authority to reclassify any complaint or case or to redirect that case to
any other unit for follow-up investigation.
d. Internal complaints, unless redirected by the chief, shall not require a control number. It
shall be investigated and recommendations made through the chain of command to the
chief.
In order to assure a fair and impartial review and/or investigation of the allegation, the person
receiving the initial complaint and the supervisor taking the complaint shall not discuss the
incident or the complaint with anyone other than the chief or his designee. This precaution will
help to prevent any undue stress on the employee against whom the allegation(s) were made as
well as to quell unnecessary rumors.
•
7. Notification of Employee of Complaint and Investigation
The chief, upon reviewing the complaint, will determine whether or not the employee being
complained against should be notified immediately. The chief may authorize an investigation
without the employee's knowledge if he feels it is necessary to gather sufficient information and
evidence to conclude the investigation. Under normal circumstances employees should be
notified of complaints against them as soon as practical.
a. When the employee is notified that an investigation is being conducted they will be
provided with a written statement of the allegations against them and their rights and
responsibilities as it pertains to the investigation. The employee shall be required to sign
an Internal Investigation Warning form at the time of notification.
b. When a final determination is made the involved employee shall be notified of the
disposition of the complaint. If disciplinary action, other than verbal, is approved by the
chief,the involved employee shall be notified by letter of the following:
(1) the particular rule, policy, or procedure allegedly violated.
(2) the dates, places, and times the act or omission allegedly occurred.
(3) a statement of the alleged acts or omissions, describing each specifically.
(4) the conclusion of the case, including a disposition.
(5) the disciplinary action approved by the chief.
(6) the rights of appeal and the procedure for appeal, if applicable.
8. Notification of the Complainant
Upon receiving or being assigned an external complaint the investigator or supervisor shall
contact the complainant if the person's identity is known and if the hour is appropriate and
acknowledge the receipt of the report and inform the complainant that an investigation is
underway. The complainant shall also be informed that they will be contacted again and advised
COMPLAINTS/INTERNAL AFFAIRS
36
CSPD POLICY MANUAL-COMPLAINTS/INTERNAL AFFAIRS
of the disposition of the case upon it's conclusion. Upon completion of the investigation the chief
may orally or by letter notify the complaint of the following:
a. the general findings and conclusion of the investigation.
b. that "appropriate corrective or disciplinary action" is being taken if the allegation is
sustained.
c. that the investigation is officially closed.
9. Disposition of Complaints
Upon completion of an investigation the chief or his designee shall classify the case with one of
the following dispositions:
a. Unfounded -the allegation is false or not factual.
b. Not Involved - the employee was not present at the time the misconduct or incident
occurred.
c. Exonerated - the incident complained of occurred but the actions of the employee were
lawful and proper.
d. Not Sustained-there is insufficient evidence to prove or disprove the allegation.
e. Sustained -the allegation is supported by sufficient evidence.
The final classification shall be indicated on the Internal Investigation Control Log by the chief.
10. Recommendations for Disciplinary Action
Recommended disciplinary action in sustained internal or external complaints will normally follow
the chain of command. Recommendations shall be accompanied by all supporting documents
and reports from the assigned investigator.
Disciplinary action in cases referred to the Criminal Investigation Division may be delayed until
disposition of the case occurs within the judicial system.
a. With sustained internal and external complaints, beginning with the employee's
immediate supervisor, each supervisory and command officer, following the chain of
command, shall make recommendations as to appropriate disciplinary action.
b. The chief may require a statement of rationale for the recommendation and the
employee's past history of performance may be reviewed prior to the awarding of official
disciplinary action.
COMPLAINTS/INTERNAL AFFAIRS
37
CSPD POLICY MANUAL-COMPLAINTS/INTERNAL AFFAIRS
c. When a case reaches the chief, he shall indicate the final case disposition and shall
specify the disciplinary action to be taken, if any.
d. A disciplinary review board may be convened, in accordance with the chapter of this
manual on Discipline to further assess the scope and severity of potential disciplinary
action.
e. The completed investigation of a criminal conduct Class 1 complaint shall be submitted to
either the appropriate city, county, or district attorney's office or the appropriate federal
prosecution office having jurisdictional authority.
11. Use of Polygraph
An employee may at any time be ordered by the chief to submit to a polygraph examination which
is directed specifically and narrowly to any official internal investigation. However, when an
uncorroborated citizen's complaint for a non-criminal infraction is the basis for an investigation,
the employee shall not normally be required to submit to a polygraph examination unless the
complaining citizen first submits to such an examination.
During the examination the employee shall be permitted to view the questions prior to the actual
test. The polygraph examiner may add control questions of his choice. The chief shall be given
the written results of the examination in the following manner:
a. the response was truthful.
b. the response was deceptive.
c. the response was inconclusive.
Results of the polygraph examination shall not be useable in any subsequent criminal proceeding
but may be used to determine dispositions of administrative matters.
12. Other Required Testing
a. Employees of the department may not refuse to submit to any other non-testimonial
examination with reasonable cause, (i.e., medical examination, line up, photographs,
etc.), regardless of the nature of the case. In criminal cases the accused employee's
constitutional rights will be protected, including the right to counsel.
b. Employees of the department may not refuse mandatory drug screening by urinalysis, as
ordered by the chief,with cause, during an official investigation, including but not limited
to; a shooting incident, injury or fatality accident, allegation of substance abuse,
possession or sale, or other incident involving serious injury or the threat of injury.
c. Refusal to submit to non-testimonial examinations where required by direct order of the
chief may be grounds for dismissal.
COMPLAINTS/INTERNAL AFFAIRS
38
CSPD POLICY MANUAL-COMPLAINTS/INTERNAL AFFAIRS
13. Statements
a. Employees are required to answer all questions concerning an administrative
investigation. If by answering a question an employee may incriminate himself in a
statutory crime the employee may refuse to answer the question on grounds of self
incrimination. Each employee questioned during an internal investigation shall be
required to sign an Internal Investigation Warning form.
b. Employees under investigation may not refuse to answer questions narrowly related to
the performance of their duties or the specifics of an internal non-criminal investigation.
c. Refusal to fully cooperate in relation to an internal investigation may be grounds for
dismissal.
d. When being investigated for an alleged criminal act the employee shall be protected by
the requirements of Miranda and may not be required to answer any questions or make
any statements. His attorney may be present during questioning if the employee so
desires.
14. Searches
a. An employee's personal property shall be afforded the same protection as that of any
other citizen according to the law.
b. Departmental property or personal property authorized for use by the department in
connection with official police duties, may be inspected at any time, even if assigned to
be used exclusively by an individual employee.
15. Release of Information
All releases of information and reports concerning the investigation of misconduct by any member
of the department shall be authorized directly by the chief. News media personnel shall be
referred to the office of the chief when inquires are made.
16. Final Responsibility
Final responsibility for discipline within the department is placed upon the chief. These
procedures are merely a guideline which shall be followed as closely as possible. The chief shall
retain the discretion to alter the normal procedures when in his judgement the circumstances of a
situation warrant or compel a differing approach.
COMPLAINTS/INTERNAL AFFAIRS
39
•
CSPD
CITIZEN COMPLAINT REPORT
Date of Report Time of Report How Received
()Person ()Phone ()Letter
Report Taken By: Additinal Reports ()Yes ()NO
Attached
Complainant's Name(Last,First,M/I) Date of Birth
Complainant Address Phone
Date of Incidence Time of Incidence Location
Name or Description of Employee Badge No.
Name or Description of Employee Badge No.
Vehicle Information
Witness Name(Last,First M/I) Phone
Address elationship to Comp.
Witness Name(Last,First M/I) I Phone
Address 16elationship to Comp.
Details of Complaint
If additional space is needed,continue on supplemental report.
Complainant Signature Control No.
CSPD Adm 87/2
CSPD
INTERNAL COMPLAINT REPORT
Name of Employee Rank Assignment
Complaint Initiated By Rank Assignment
Date/Time of Incident Date/Time Reported Location
Description of Incident
Signature of Employee.lnvolved ID# Date
Recommendation of Supervisor-Memo Attached()Y ON Signature
Recommendation of Division Commander-Memo Attached()Y ()N Signature
Recommendation of Bureau Commander-Memo Attached()Y ()N Signature
Action Taken By Chief of Police Signature
CSPD Adm 87/3
COLLEGE STATION POLICE DEPARTMENT
INTERNAL INVESTIGATION WARNING
I wish to advise you that you are being questioned as part of an official investigation by the
Department. You will be asked questions specifically directed and narrowly related to the
performance of you official duties of fitness for office. You are entitled to all the rights and
privileges guaranteed by the laws of this State and the Constitution of the United States, including
the right not to be compelled to incriminate yourself.
I further wish to advise you that if you refuse to testify or to answer questions relating to the
performance of your official duties or fitness for duty, you will be subject to Departmental charges
which could result in your dismissal from the Department. If you do answer, neither your
statement nor any information or evidence which is gained by reason of such statements, can be
used against you in any subsequent criminal proceeding. However, these statements may be
used against you in relation to subsequent Departmental charges.
Employee Signature Date/Time
Investigator Signature Date/Time
CSPD Adm 87/1
CSPD
INTERNAL INVESTIGATION CONTROL LOG
THIS SECTION TO BE COMPLETED BY THE CHIEF OF POLICE
CONTROL NO.:
CLASSIFICATION:
EMPLOYEE ASSIGNED TO INVESTIGATE:
DATE/TIME ASSIGNED FOR INVESTIGATION:
DISPOSITION: DATE:
LETTER TO EMPLOYEE: Y () N () DATE:
COMMENTS:
THIS SECTION TO BE COMPLETED BY THE INVESTIGATOR
DATE/TIME COMPLAINANT CONTACTED: WRITTEN STATEMENT: Y () N ()
DATE/TIME EMPLOYEE CONTACTED: WRITTEN WARNING: Y() N ()
WRITTEN STATEMENT OF ALLEGATIONS/EMP. RIGHTS AND RESPONSIBILITIES: Y() N ()
WITNESS NAME:
DATE/TIME CONTACTED: WRITTEN STATEMENT:Y() N ()
WITNESS NAME:
DATE/TIME CONTACTED: WRITTEN STATEMENT:Y() N ()
WITNESS NAME:
DATE/TIME CONTACTED: WRITTEN STATEMENT:Y() N ()
INVESTIGATION COMPLETED (DATE/TIME):
RECOMMENDATION OF SUPERVISOR:
SIGNATURE:
RECOMMENDATION OF DIVISION COMMANDER:
SIGNATURE:
RECOMMENDATION OF BUREAU COMMANDER:
SIGNATURE:
CSPD Adm 87/4
C )
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: TRAINING
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
REVIEW DATE: October 1, 1988
CHIEF OF POLICE: DATE:
�ht0 SEP 2 5. 19$3
CSPD POLICY MANUAL-TRAINING
Training is often regarded as one of the most important functions of any law enforcement agency.
Well trained personnel are better prepared to act correctly and responsibly in a wide range of
situations. Proper training also serves to increase the effectiveness and efficiency of employees.
Training is also very important from a legal aspect in that agencies are now being held
accountable for the actions of employees that can be related to a lack of initial or remedial
training.
The basic purpose of training is twofold. First, it is to provide learning in new skills and secondly
to maintain current skills. This chapter is written to provide the procedures by which this basic
purpose may be attained.
POLICY:
It is the policy of this department that all employees receive such training as mandated by the
state and adequate additional instruction in all areas required for the proper performance of their
specific job tasks.
PROCEDURES:
1. Organization and Administration
The authority and responsibility for all training, for both sworn and civilian personnel, shall be
vested in the recruiting and training section of the department. This section shall be supervised
by a person(s) appointed by the chief to act in the capacity of training coordinator(s).
The duties and activities of the training section shall be to:
a. determine that all personnel have satisfactorily completed all mandated training.
b. determine training needs through interaction with employees, supervisory personnel, and
outside sources such as city, county, and district attorneys, TCLEOSE, etc. All in service
training provided by this department shall include performance objectives for each course
which shall itemize:
(1) the tasks for which training is needed.
(2) what is to be learned.
(3) evaluation of course participants.
(4) evaluation of the training course.
c. selecting appropriate outside courses of instruction through research and coordination
with supervisors. Notifying supervisors of training opportunities for themselves and their
employees.
d. determine job-relatedness of requested training through interaction with appropriate
supervisory personnel.
e. scheduling employees for attendance at various training courses and seminars.
f. notifying supervisors and employees of required training courses and courses for which
TRAINING
40
CSPD POLICY MANUAL-TRAINING
they have been scheduled to attend.
g. planning, developing, and implementing in-house training programs. (All in service
training courses shall be approved by the chief prior to implementation).
h. insure that all training is consistent for like job descriptions.
i. insure that all training is directed towards accomplishment of the department mission.
j. assist the chief in the selection of department training instructors.
k. assuring that required and scheduled training courses are attended.
I. maintain accurate employee records of all training.
m. evaluate all training programs through employee and supervisor feedback.
n. notify TCLEOSE when an officer has received training for which he may receive hours of
credit from TCLEOSE.
2. Annual Evaluation of Training Programs
Once each year a committee appointed by the chief, in conjunction with the training coordinator
shall review and evaluate all training programs utilized by the department, both in-house and
outside. The committee shall provide a written report to the chief outlining suggested additions,
updates, or deletions to the existing training program. The sources used to evaluate the existing
training programs shall include but not be limited to the following:
a. training evaluations from course attendees.
b. a review of new laws, court decisions, and department policy and procedures.
c. consultation with the city attorney.
d. consultation with the county and district attorneys.
e. consultation with the local police academy director.
f. consultation with department supervisors.
g. a review of past disciplinary actions to see where training may be needed.
The evaluation process and written report shall take into account such factors as the number of
employees trained, extent of training, problems that were encountered,whether available physical
facilities are appropriate, etc.
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CSPD POLICY MANUAL-TRAINING
3. Attendance
When attendance at a training course is required the training order shall stipulate that the training
is mandatory and shall list the personnel who are required to attend. All employees shall be
required to attended mandatory training except under the following exceptions:
a. Persons on vacation shall not be required to attend.
b. Exceptions to attendance may be granted by Division commanders for good cause, such
as illness, court attendance, or personal or departmental business of an emergency
nature.
4. Training Records
Attendance at all training schools or sessions shall be documented and records maintained by the
training coordinator in the employee's training file which shall be updated immediately upon
successful completion of a training program. The file shall contain at least the following
information:
a. the name of the course attended.
b. the length of the course in hours.
c. the name(s) of instructors.
d. hours of TCLEOSE credit if any and documentation that TCLEOSE has been notified.
e. the employee's performance as measured by tests, if administered.
(1) Participants of all in service training courses shall be tested in their ability to use
the knowledge and skills covered in the course.
(2) Competency-based testing, based upon the performance objectives of the course,
shall be employed.
(3) At the beginning of each course, participants shall be instructed as to the
performance objectives of the course, the type of testing that will be used, and the
requirements for a passing score.
(4) Participants who fail to pass a required in service training course shall be given the
opportunity to receive remedial training and take another test when the scheduling
of the training section permits. Failure to pass the second test may result in
disciplinary action.
f. a copy of the course completion certificate, if issued.
5. Curriculum Records
In addition to the employee training file the Training Coordinator shall maintain records on each
training class attended by an employee(s), whether inside or outside the department. These
records shall contain the course syllabus and/or lesson plans for all courses of instruction.
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CSPD POLICY MANUAL-TRAINING
6. Reimbursements
Employees shall be reimbursed for expenses incurred as a result of attending training programs
in accordance to established city policy. Reimbursement will not be made for expenses incurred
from attending any type of program for which they have not been scheduled to attend by the
training coordinator.
7. Funding of Training Programs
The training coordinator shall seek out and investigate possible sources of private and public
funding to supplement the department's training budget. Such sources may include but are not
limited to: (1) Brazos Valley Development Council, (2) National Institute of Justice, (3) Federal
Government Grants, and (3) TCLEOSE.
8. Police Academy
a. Recruit officers shall receive their basic training at the Law Enforcement and Security
Training Division of the Texas Engineering Extension Service, Texas A&M University
(referred to as the academy). This academy operates under the authority of the state of
Texas and is approved by the Texas Commission on Law Enforcement Officer Standards
and Education. The academy charges fees based upon the non-profit operation of a
state agency. The responsibility for an officer's fees to attend the academy shall be that
of the department.
b. The department shall provide input to the academy regarding training needs through
participation on the academy advisory staff. The chief shall appoint an employee to serve
on the staff at his pleasure. The appointee shall obtain input from the training coordinator
and department supervisors regarding needed changes, additions, or deletions to the
academy training programs and present this input at the scheduled staff meetings.
c. All newly sworn officers shall be required to successfully complete academy's basic
peace officer training program prior to being authorized to carry a weapon, being placed
on any assignment, or to make an arrest, except as part of the approved field training
program.
9. Recruit Officer Field Training
Each officer, upon completion of the basic academy, shall be placed with a field training officer for
a period of twelve (12) weeks during which time the officer shall receive additional training and
evaluations in such areas as department policy, procedures, rules, regulations, patrol procedures,
etc., as outlined in the department Field Training Manual.
10. Field Training Officer Selection and Training
a. Openings for FTOs shall be posted in accordance with the section in this manual on
notification of position openings.
b. Officers meeting posted qualifications who wish to apply for the position of FTO shall do
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CSPD POLICY MANUAL-TRAINING
so in writing,through the chain of command,to the chief.
c. The chief, after consultation with supervisors of the applicants and other FTOs shall
appoint a person(s) to the position of FTO.
d. Prior to assuming the responsibilities of FTO an officer shall receive a course of
instruction developed by the Training Coordinator designed to familiarize the officer with
the Recruit Officer Training Program and his responsibilities as an FTO. This course of
instruction shall be designed to ensure continuity in the context, teaching methods, and
procedures of all FTOs.
e. FTOs shall be supervised and evaluated by their shift supervisors.
f. FTOs shall conduct their training and make required reports and recruit evaluations as
outlined in the Field Training Officers Manual.
g. Recruits shall evaluate each FTO from which they have received training at least once
during the training period.
11. Selection of Instructors for In Service Training
Instructors for all training courses conducted by the department shall be selected by the chief in
conjunction with the Training Coordinator. Instructors shall be selected on the basis of:
a. specific knowledge in the area to be taught.
b. knowledge of teaching theories and methods.
c. personal desire to teach others.
d. general knowledge of law enforcement and related fields.
12. Yearly Retraining
All sworn personnel shall complete an annual refresher course designed to update the officer on
changes in policy, procedures, rules, regulations, administrative structure, changes in the law,
new case law, etc. This course shall be designed and coordinated by the training coordinator in
conjunction with the Administrative staff. The course shall be conducted at least once a year at a
time designated by the chief. The course may be incorporated into the roll-call training.
13. Advanced Training
Advanced training for sworn personnel shall be made available within departmental budget and
manpower constraints. Advanced training will be used to improve the capabilities of officers who
have shown qualities beneficial to the department and to provide training necessary to qualify
personnel to fill needed positions within the department.
Requests for advanced training should be made through the chain of command to the chief. The
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CSPD POLICY MANUAL-TRAINING
chief shall make the final decision as to which employees are to receive advanced training.
Upon completion of advanced training an employee may be placed in a position within the
department which will allow the benefit of the training to best be utilized by the department.
14. Specialized Training
Specialized training shall be required for any employee in the position of:
a. SORT member.
b. hostage negotiator.
c. weapons Coordinator.
d. motorcycle Officer.
15. Civilian Training
a. All newly appointed civilian employees shall receive a session in orientation training in
which such topics as the department's role, policies, procedures, rules, regulations,
working conditions, employee rights and responsibilities, etc. are covered. This training
shall be in addition to the new employee orientation conducted by the city.
b. All civilian employees shall receive adequate training to meet the requirements of the
various job responsibilities to which they are assigned.
16. Specialized Civilian Training
Due to the nature of some civilian positions, specialized training or orientation shall be necessary
prior to the employee assuming the responsibilities of the position. These positions include:
a. animal control personnel.
b. communications/jail personnel.
c. school crossing guard.
d. records technician
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45
ENT
COLLEGE STATION POLICE DEPARTM
POLICY MANUAL
CHAPTER TITLE: EMERGENCY DRIVING
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
REVIEW DATE: October 1, 1988
DATE:
CHIEF OF POLICE:
—)1/1( .
1` SEP 2 5 1987
CSPD POLICY MANUAL-EMERGENCY DRIVING
Quick response to certain types of calls and pursuits are a necessary although very dangerous
part of police work. The state of Texas recognizes this and has made provisions for exempting
the operator of an emergency vehicle from obedience to normal traffic laws under certain
conditions. These provisions are outlined in section 24 of the Texas Motor Vehicle Laws, Uniform
Act. This section also provides a warning that endangering life and property by reckless
disregard is not protected under the statute, even in the cases of pursuits and emergency
responses.
Each emergency response or pursuit is unique and therefore requires a different set of
considerations and judgements on the part of the officer. The procedures outlined below serve as
guidelines to direct an officer in making the proper decisions but cannot replace common sense,
good judgment, or adequate training.
It is of upmost importance that even with the use of emergency warning devices each officer
always drive with proper control of his/her vehicle and in a manner and rate of speed that will
allow innocent third parties using ordinary care to avoid any type of collision or accident that
should reasonably have been foreseen.
The courts have held that a person's rights of compensation for injuries or damages due to the
reckless or negligent acts of an officer responding to an emergency or in pursuit remain in force,
regardless of the seriousness of the emergency or the criminal acts of the offender(s) being
pursued. Therefore an officer may suffer personal liability for damages caused by reckless or
negligent actions during pursuit or other emergency driving. The department and the city may
also be held liable for damages caused by actions of their officers.
POLICY:
It is the policy of this department that officers comply with state statutes regulating the operation
of emergency vehicles while exercising due regard for the safety of life and property when
responding to emergency calls and engaging in pursuit situations.
Further, it is the policy of this department that no officer shall violate constitutional, federal, or
state law in the pursuit of offender(s) or in making emergency responses to situations.
PROCEDURES:
1. Training - Each officer shall, as soon as practical during his/her probationary period of
employment, be given a specialized course in low-speed pursuit driving by a training facility
approved by the department. An officer shall not initiate or engage in pursuit unless he has
received this training.
2. Emergency Response - It should be remembered that for an officer to be of any benefit in an
emergency situation, he must reach the scene safely.
a. An officer shall use emergency equipment when responding to a call only when he
determines that an emergency response is necessary to (1) prevent serious bodily injury,
(2) prevent loss of life, (3) to prevent the escape of a person who has inflicted serious
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46
CSPD POLICY MANUAL-EMERGENCY DRIVING
bodily injury or caused the death of another person, or (4) to reach the scene of a
potentially violent felony in progress. The officer's determination will be based upon
information received from the dispatcher or from third parties in the event the officer is
flagged down and advised of an emergency situation.
b. The responding officer shall notify dispatch as to the emergency mode in which he will be
responding, using the following code designations:
(1) Code 1 - non-emergency, regular operation of vehicle.
(2) Code 2 -discretionary use of emergency lights and siren.
(3) Code 3-continual use of emergency lights and siren.
An officer's choice of which code to use will be dependent upon the type of call to which
he is responding, while adhering to the provisions of section 24 of the Texas Motor
Vehicle Laws, Uniform Act. Code 3 shall be considered the normal response mode
unless exceptions as listed in sec. 24(d)(1-4) are present.
When an officer changes the emergency mode under which he is operating, they shall
notify dispatch by the term"now responding"followed by the new code under which they
will respond.
c. A field supervisor, at his/her discretion, may alter the emergency code under which an
officer uses to respond to a call when he feels it necessary under the circumstances.
When a response mode has been altered by a supervisor,that supervisor shall verify that
dispatch is clear on the altered response mode.
d. The responding officer shall at all times balance the need for quick response against the
probability and possibility of damage or injury to innocent persons and the severity of the
incident to which they are responding.
3. Pursuits - High-speed pursuit should not be undertaken lightly. Even with proper driving and
pursuit techniques, there is a significant potential for danger to the officer and innocent third
parties through accident and/or equipment failure.
a. General Requirements
(1) No police vehicle shall initiate or participate in any pursuit unless properly
equipped to do so.
(2) A motorcycle officer may initiate a pursuit but shall request a marked patrol unit to
assist and shall drop out of the pursuit as soon as the marked unit is in position to
take over. The motorcycle officer should respond to the scene once the pursuit is
concluded.
(3) The decision to initiate a pursuit shall be at the discretion of the individual officer
after considering such safety factors as road conditions, weather, traffic, etc., that
might adversely affect the safe conclusion8 of the pursuit.
(4) The decision to terminate the pursuit shall be at the discretion of the individual
8 A safely concluded pursuit is one in which the perpetrator has been stopped without injury occuring to
anyone and without any property damage.
EMERGENCY DRIVING
47
CSPD POLICY MANUAL-EMERGENCY DRIVING
officer or appropriate command officer. A well trained and disciplined officer is
aware that the decision to terminate a pursuit is often the most intelligent decision.
No negative disciplinary action shall arise from a decision to terminate a pursuit.
(5) An officer shall not engage in high-speed pursuit whenever that officer knows or
should know that the potential harm to persons and property arising from the
pursuit outweighs the potential harm threatened by the escaping offender.
(6) An officer shall not initiate a high-speed pursuit when he believes or should have
reason to believe that the evader can be located and/or arrested by means other
than the pursuit. This does not apply if the officer has probable cause to believe
that death or serious bodily injury may result to another person if the evader is not
stopped immediately.
b. Responsibilities of the officer initiating the pursuit shall be to:
(1) contact dispatch as soon as practical and advise them;
(a) that a pursuit has been initiated.
(b) license plate number and description of the pursued vehicle.
(c) location and direction of travel.
(d) the reason the pursuit was initiated.
(2) update dispatch as often as practical on the location and direction of travel of the
pursued vehicle.
(3) exercise extreme caution and good judgment in the operation of their vehicle so as
not to present any undue threat of damage or injury to innocent third parties.
(4) terminate the pursuit when the continuation of the pursuit would present a greater
danger to the public than the danger that would be created by letting the
perpetrator escape.
c. Responsibilities of dispatch shall be to:
(1) assign a backup unit to assist the officer in pursuit.
(2) maintain an accurate log (through tape backup and computer) of all activities during
the pursuit.
(3) to verbally repeat over the radio all transmissions made by the primary or
secondary pursuit units.
(4) advise all units to restrict radio transmissions to emergency use only.
(5) assign appropriate frequencies to primary and secondary units if other than
standard frequency is to be used.
(6) advise the Fire Department that a pursuit is in progress and request an ambulance
be placed on standby. (cancel request upon completion of pursuit if emergency
equipment is not needed.)
(7) contact appropriate agencies if it appears the pursuit will cross jurisdictional lines.
d. Responsibilities of the field supervisor shall be to:
(1) monitor the progress of the pursuit.
(2) assign additional units to the pursuit to replace the primary or backup units in the
event one or the other is forced to drop out of the pursuit.
(3) redesignate the backup unit assigned by dispatch if circumstances dictate it.
EMERGENCY DRIVING
48
CSPD POLICY MANUAL-EMERGENCY DRIVING
(4) assign other units to assist in blocking traffic, clearing intersections, etc., as
circumstances dictate.
(5) proceed to the general area of the pursuit.
(6) terminate the pursuit if he feels it is in the best interest of the department and/or
those involved.
(7) go to the termination point of a successfully completed pursuit and oversee the
situation.
e. Responsibilities of the backup pursuit unit shall be to:
(1) assist the primary unit in maintaining contact with the pursued vehicle.
(2 maintain a safe distance behind the primary unit.
(3) once in position behind the primary unit to take over communications responsibility
with dispatch, relieving the primary unit of that responsibility.
(4) assist the primary unit in making arrest(s) and controlling the situation at the
successful termination of the pursuit.
(5) never pass or take a position in front of the primary unit unless requested to do so
by the primary unit or instructed to do so by a field supervisor. When this occurs
the roles of the primary and backup units will be reversed.
(6) take over as primary unit in the event the existing primary unit drops out of the
pursuit due to mechanical or equipment failure.
(7) cease pursuit and stop and render aid to the primary unit in the event the primary
unit is involved in an accident. (If the pursuit was initiated due to a felony involving
serious bodily injury or death the officer may continue to pursue and notify dispatch
of the accident.)
f. The responsibilities of other patrol units shall be to:
(1) not become involved in or with the pursuit in any way unless instructed to do so by
a field supervisor.
(2) monitor the pursuit on the police radio and be ready to assist when instructed to do
so by a supervisor.
4. Pursuits Initiated by Other A encies
There will be times when a pursuit initiated by another agency will enter the jurisdiction of this
department. The role of officers in this department shall be to assist the other agency as directed
by their supervisor. At no time shall an officer become involved in a pursuit initiated by another
agency unless instructed to do so by his/her supervisor.
5. Stationary Roadblocks
Roadblocks will only be used as a last resort,when all other means and efforts to stop a person
fleeing in a motor vehicle have failed and the use of deadly force is justified in accordance with
the chapter in this manual on Use of Deadly Force.
a. Any roadblock employed in a pursuit situation shall be approved and controlled by the
patrol shift supervisor who is directing the pursuit.
EMERGENCY DRIVING
49
CSPD POLICY MANUAL-EMERGENCY DRIVING
b. A reasonably effective advance warning system must be deployed to alert motorist
(including the fleeing person) of the approaching roadblock. This warning system may
consist of the overhead emergency lights and must become effective no later than at the
time the roadblock is constructed.
c. Adequate distance will be allowed for the fleeing vehicle to come to a safe stop without
colliding with the roadblock.
d. An officer shall use his/her firearm only in accordance with the section in this manual on
Use of Deadly Force.
e. At no time shall officers place themselves in a position behind the roadblock in the
possible line of the oncoming fleeing vehicle.
6. Moving Roadblocks
a. Officers shall not maneuver their vehicles along side or in front of a vehicle being pursued
or in any position of potential collision with a fleeing vehicle except under the conditions
as outlined in 6b below.
b. Officers shall not cause intentional contact between their vehicle and the vehicle being
pursued unless:
(1) all reasonable efforts to stop the fleeing vehicle have failed and;
(2) there is probable cause to believe that if the fleeing vehicle is not stopped
immediately, death or serious bodily injury to innocent third parties will result.
7. General Provisions
a. Before operating a patrol vehicle on duty, each officer shall ascertain that all emergency
warning equipment is functional. Any defective emergency equipment will be reported to
the shift supervisor.
b. No officer, except under the exceptions granted in sec. 24 (d) of the Texas Motor Vehicle
Laws, Uniform Act, operating a police vehicle shall disregard stop signs or signals,
exceed the maximum speed limit, or disregard regulations governing the specified
direction of travel and turning unless he continuously sounds a siren (and continuously
displays an emergency light system, if the vehicle has such equipment) as a warning to
others.
c. An officer may be held liable for the consequences of reckless disregard for the safety of
others. An officer's responsibility to avoid damage or injury to innocent parties takes
precedence over pursuit or emergency response. No officer shall engage in reckless or
negligent actions, even in pursuit of actual or suspected violators or in response to
emergencies, which may damage or injure innocent persons.
EMERGENCY DRIVING
50
CSPD POLICY MANUAL-EMERGENCY DRIVING
d. All pursuits shall require a written report and administrative review by the operations
bureau commander.
•
EMERGENCY DRIVING
51
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: TCIC/NCIC GUIDELINES
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
1 REVIEW DATE: October 1 , 1988
CHIEF OF POLICE: DATE:
SEP 2 5 198?
CSPD POLICY MANUAL-TCIC/NCIC GUIDELINES
POLICY:
It is the policy of this department to abide by the rules, regulations, and guidelines of the Texas
Law Enforcement Telecommunications System (TLETS), the Texas Crime Information Computer
(TCIC) system, and the National Crime Information Computer (NCIC) system. Participation in
these systems is conditional upon adherence to policy as set out in the NCIC Operating Manual
and applied through the following procedures. The department is subject to audit by the DPS
and/or the FBI on a biennial basis for compliance to all TCIC/NCIC policies.
It shall be the responsibility of each employee utilizing the above mentioned systems to be
familiar with and abide by the following procedures.
PROCEDURES:
1. Handling of Information
a. Only sworn officers or other authorized9 persons shall be allowed to request teletype
inquiries of any kind. Requests from outside the department will be honored when the
identity of the requestor can be verified and he meets the above requirements. All
authorized persons and employees are responsible to limiting their requests to official,
criminal justice purposes only.
b. Stolen and wanted information can be requested by officers as needed. A log is not
necessary and the information may be broadcast over the radio without restriction, except
as necessary to safeguard the officer.
Checks for TCIC/NCIC warrants shall be run on all incoming arrestees. Checks shall be
made using all alias names,dates of birth, and identifying numbers that are available for
each subject.
When an NCIC inquiry yields a hit, the terminal operator shall note on the printout
precisely to whom the information was given then initial and date this notation and
forward the printout to the inquiring officer or agency.
Confirmation from the entering agency shall be obtained before taking the following
action on a hit:
(1) arresting a wanted person.
(2) seizing stolen property.
2. Criminal History Information
Criminal history information is confidential and certain restrictions apply to the purposes for which
it can be requested and how it can be disseminated.
a. Requesting Current Criminal History (CCH) - Only sworn officer or authorized persons
may request a CCH. Logging, as indicated below, is mandatory.
9Authorized persons are probation officers;judges; parole officers; city, county, and district attorneys; and
others authorized by the Chief.
TCIC/NCIC
52
CSPD POLICY MANUAL-TCIC/NCIC GUIDELINES
b. Purposes for CCH Request - The request for a CCH must pertain to a criminal
investigation or a background check of an applicant for employment with the department.
A CCH shall not be requested for any other purpose by anyone, regardless of rank. Any
dispatcher receiving a CCH inquiry that he knows is for an unauthorized purpose shall
report such inquiry to his supervisor.
c. Logging of CCH Inquiries - Each QH transaction shall be logged in the REQ field. The
name and employee number of the requestor shall be used. No generic entries shall be
used, such as "CID", "Patrol", etc. If the requestor is an authorized person from outside
the department, his name and agency shall be placed in the REQ field.
Each OR transaction shall be logged in the ATN field in the same manner as described
above for the REQ field in the QH transactions.
Each 10, FQ, and AQ transaction shall be logged manually in the written log in the
dispatch off ice.10
d. Dissemination of CCH Information -The CCH information obtained over the teletype shall
be given only to the person in the REQ, ATN, or written log. It may be passed to that
person through an appropriate supervisor.
The officer receiving the CCH information is responsible for keeping the printout
secure and placing it in an appropriate file or properly disposing of it.
If the printout needs to be given to an authorized person outside the department after the
initial request,that dissemination must be logged in the manual log.
An audit trail of the CCH shall be maintained by keeping the CCH with the case file at all
times, or by disposing of it immediately after its use when there is not a case file.
Disposal of a CCH shall be by shredding by the requesting person. Disposal shall not be
accomplished by any other means.
e. Broadcasting of CCH Information - NCIC policy states that the radio shall not be used
routinely for the transmission of criminal history beyond that information necessary to
effect an immediate identification or to ensure adequate safety for the officers and the
general public.
It is the officer's responsibility to request CCH information over the air only when he has
determined that there is an immediate need for the information to further an investigation,
or there is a situation affecting the safety of an officer or the general public. The
dispatcher shall broadcast details of the CCH when requested to do so by an officer. The
fact that a subject has a criminal history shall not be broadcast in situations where the
officer has not determined a need for the record information.
10 A written log will be kept on all CCHs when the request results in a history being returned.
TCIC/NCIC
53
CSPD POLICY MANUAL-TCIC/NCIC GUIDELINES
f. A CCH shall be run on all alias names, dates of birth, and identifying numbers that are
know for each subject. The responses received via teletype are only possible
identifications and fingerprints shall have to be submitted to DPS to obtain positive
identification.
3. Record Cancellation and Clear
a. It is the officer's responsibility to:
(1) notify the dispatcher as soon as practical when information becomes available
indicating that a theft report or warrant is invalid.
(2) notify the dispatcher as soon as practical when the property of a theft or burglary
report is recovered or a warrant is served, recalled, or in any other manner
becomes inactive.
(3) file appropriate hard copy teletype returns in the case file and document the status
of the TCIC/NCIC records involved.
b. It is the dispatcher's responsibility to:
(1) remove records from file as soon as practical after being notified by an officer that
the case has been cleared or that the record was invalid. Invalid records shall be
cancelled with the"X" message key and recovered property or person records shall
be cleared with the"C" message key.
(2) forward a hard copy of the teletype return showing the cancel or clear to the officer
for placement in the case file. The second hard copy should be attached to the
original entry and filed in the proper"cancel"folder.
(3) be sure that the record(s) actually are cleared from TCIC and/or NCIC.
4. Record Locate -After receiving hit confirmation from an agency on one of their records for a
person or property that we have in custody, the dispatcher shall place a locate on that record if it
has not been cleared by the entering agency.
5. Quality Control-The DPS and FBI will send quality control messages when they find errors in
our records.
a. Messages from DPS-The dispatcher on duty at the time the message is received shall
resolve the problem at that time if possible, forwarding the messages to the
communications supervisor. If the dispatcher cannot resolve the problem, he shall send
a message to DPS advising that we are working on the problem and then notify the
communications shift supervisor.
b. Messages from FBI/NCIC - Error messages from the FBI will have "$.E." at the top. The
record will already have been cancelled by FBI/NCIC. The dispatcher on duty shall
attempt to resolve the error and re-enter the record if possible. If the dispatcher cannot
resolve the problem, he shall notify the communications shift supervisor of the "$.E."
message.
TCIC/NCIC
54
CSPD POLICY MANUAL-TCIC/NCIC GUIDELINES
6. Validation - Every month the DPS will send us a printout of one month of our records that we
must verify as accurate, up-to-date, and complete. The Records Section shall conduct activities
to accomplish this validation by the stated deadline. Validation is an important records keeping
function and all employees shall assist as appropriate.
7. Hit Confirmation
a. Responsibilities During Hit Confirmation Shall Be To:
(1) ensure that the person or property inquired upon is identical to the person or
property identified in the record.
(2) ensure that the warrant, missing person report,or theft report is still outstanding.
(3) obtain a decision regarding the extradition of the wanted person.
(4) obtain information regarding the return of the missing person to the appropriate
authorities.
(5) obtain information regarding the return of the stolen property to its rightful owner.
Special care shall be taken to ensure that the person or property in custody is the
same as the person or property in the theft report or warrant, regardless of whether
we are requesting the confirmation ourselves or replying to another agency's
request for confirmation on one of our records.
b. When Asked for Confirmation on Our Records-The dispatcher shall reply to all requests
for hit confirmation within 10 minutes. If he is unable to provide the positive or negative
confirmation within that time, he shall immediately send a message to the requesting
agency giving them a specific amount of time needed to confirm or deny.
All hits shall be confirmed by reviewing the original case report or warrant to accomplish
the five items stated above.
c. When asking another agency for confirmation of one of their records it is the dispatcher's
responsibility to:
(1) Notify the officer of the hit and that confirmation is being requested, then send a
message to the agency who made the entry, stating clearly at the top: REQUEST
HIT CONFIRMATION ON YOUR RECORD, and fully describe the person or
property in custody.
(2) If within 10 minutes the entering agency does not provide positive or negative
confirmation, or the specific amount of time they need to confirm or deny, the
operator shall send another message requesting confirmation to the agency, stating
clearly at the top:SECOND REQUEST, FIRST REQUEST SENT AT (time) .
(3) If within 10 minutes after the second request the agency does not provide the
confirmation, the operator shall send a message to the TCIC Control Terminal at
DPS in Austin (mneomic address AZAC); to the NCIC Control Terminal in
Washington, D.C.; and if the entering agency is an out of state agency, to the
entering agency's NCIC Control Terminal, at the NLETS ORI found in the back of
TCIC/NCIC
55
CSPD POLICY MANUAL-TCIC/NCIC GUIDELINES
the INTRODUCTION of the NCIC Operating Manual.
it is the officer's responsibility to:
(4) Understand that the hit alone is not probable cause to arrest. The hit confirmed
with the originating agency is one factor to be added to other factors at the scene to
arrive at an arrest decision.
(5) Understand the hit confirmation process and that he is responsible for ensuring that
the person/property in custody is the same as the person/property of the record,
along with other safeguards stated above.
d. Hit confirmation from the entering agency must be confirmed before taking any of the
following actions.
(1) Arresting the wanted person.
(2) Seizing the stolen property.
e. NCIC guidelines describe hit confirmation over the teletype, however there is no NCIC
requirement that hit confirmation be written. We will accept telephone hit confirmation
only when teletype confirmation is impossible for some reason and even then we will
insist that the agency follow up with teletype confirmation when it becomes possible. Any
telephone confirmation shall be on recorded phone lines only and the communications
shift supervisor shall be made aware of such.
We shall provide written hit confirmation to requestors whenever possible. If it is
impossible for some reason,we shall provide confirmation over the phone and follow up
with a teletype message when it becomes possible. Again, only recorded phone lines
shall be used.
Under no circumstances shall a hit confirmation request to our agency to go unanswered.
8. Record Entry- Property
a. Records shall be entered only when a valid theft or burglary report is on file or other
TCIC/NCIC entry criteria are met.
b. The record shall be entered as soon as practical after the theft or burglary report has
been received.
c. It is the investigating officer's responsibility to:
(1) make sure that an official theft/burglary report is made or that other entry criteria
are met.
(2) make sure all information in the report is accurate and all required information is
included.
(3) provide the necessary information for proper entry to the dispatcher as soon as
practical.
TCI C/NCI C
56
CSPD POLICY MANUAL-TCIC/NCIC GUIDELINES
(4) attach all returns provided by dispatch to the appropriate case file.
d. It is the dispatcher's responsibility to:
(1) verify that the information meets TCIC/NCIC entry requirements.
(2) verify vehicle registrations through DMV and boat registrations through the Parks
and Wildlife Department.
(3) bring to the attention of the requesting officer missing or incorrect data but to enter
the record with available data if possible.
(4) double check the information on the screen before entry.
(5) record the entry in the proper file, including the date, operator's initials, and a hard
copy of the entry acknowledgement. Copies of DMV and Parks and Wildlife returns
are to be included in the file also.
(6) submit a copy of all returns to the requesting officer.
9. Record Entry - Persons
a. Records shall be entered only when a valid warrant or missing persons report is on file or
other NCIC entry criteria are met.
b. The record shall be entered as soon as practical after the warrant or missing persons
report has been received.
c. It is the investigating officer's responsibility to:
(1) make sure that a warrant has been issued or a missing persons report has been
filed.
(2) ensure that all information included in the warrant and/or report is accurate and that
all required information is included.
(3) provide the necessary information for entry to the dispatcher as soon as practical.
(4) attach all returns provided by dispatch to the appropriate case file.
d. It is the dispatcher's responsibility to:
(1) verify that the information provided by the requesting officer meets TCIC and/or
NCIC entry criteria.
(2) verify vehicle registrations through DMV and identification information through DL
and CCH checks. Include in the entry any alias information from DL and CCH
checks but only when there is a high degree of certainty that DL and CCH returns
are for the subject listed on the warrant.
(3) bring to the attention of the requesting officer any missing or incorrect data but to
enter the record with available data if possible.
(4) double check the information on the screen before entry.
(5) enter the wanted/missing person record into TCIC and/or NCIC.
(6) forward a copy of the record and all checks, such as CCH, DMV, to the requesting
officer. The record should be dated and initialed by the operator.
TCIC/NCIC
57
CSPD POLICY MANUAL-TCIC/NCIC GUIDELINES
10. Genera(
a. All TLETS operators shall read and initial all TCIC and TLETS newsletters and all posted
notices. A permanent file of these notices shall be kept in the dispatch area for
reference.
b. The teletype terminal shall be kept secure at all times and access shall be restricted to
authorized personnel only.
c. All problems relating to TCIC/NCIC shall be forwarded to the commander of the
Jail/Communications Division,through the chain of command.
TCIC/NCIC
58
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�4L._ _EGE TAT' 0 PPOUCE EP RI° E. .
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-1h = ' ' 0011-,-,: sL9iEd September 28, 1987
E=FFICTVV DATE: October 1, 198/'
REVIIz WtI1 T : October 1, •3 988
(CHIEF OF POLICE: DA I•��E _
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/ �' SEP 2 5 1987'
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2
CSPD POLICY MANUAL-ARRESTS
The power of arrest carries with it a tremendous responsibility on the part of each officer. The
power to restrain an individual of their liberty and freedom of movement is not a thing to be taken
lightly. One only has to look at case law to see that the power of arrest is also associated with
many potential problems for the officer and the department.
The Texas Code of Criminal Procedure has set forth the criteria for arrests, both with and without
a warrant. These criteria, coupled with case law, establish a set of rules regulating the power of
arrest. While a good knowledge of the law is mandatory, it must be supplemented with the
exercise of good judgement and common sense. The officer is faced with a myriad of situations
daily calling for intelligent decisions based upon that officer's experience and knowledge of the
law. Perhaps in no other area of law enforcement is the use of discretion by an officer more
important than as it pertains to the power of arrest.
Sometime an officer may fail to make an arrest, even when a clear violation has occurred. On the
other hand,there may be situations where there is evident probable cause to make an arrest but
existing circumstances indicate that the offender should not be arrested. This could be true even
if the officer personally observed the violation.
It is the purpose of this chapter to provide the officer with basic guidelines to assist in the decision
of when to or not to arrest. In addition, this chapter will set forth procedures to be followed that
relate to arrests.
POLICY:
It is the policy of this department that all officers abide by applicable federal and state statutes in
obtaining arrest warrants, making warrantless arrests, and arresting with a warrant.
PROCEDURES:
1. The Arrest Decision
a. When a violation of the law occurs, it is the responsibility of a law enforcement officer to
take appropriate action. When an offense occurs for which an arrest can be made,
officers shall, after considering the total situation, take all reasonable and necessary
steps to effect an arrest of the violator(s). Normally the victim's willingness or reluctance
in filing charges should not be a factor when the offense has occurred in the presence of
the officer. When a witness exists or the victim can be called as a witness, officers are
encouraged to file charges.
b. The decision as to whether or not an offender should be prosecuted is normally that of
the appropriate district, county, or city attorney and not the arresting officer. However,
the decision not to arrest is that of the officer and that decision must be made only after
considering the following.
(1) If the arrest of the offender would cause a greater potential for harm to the general
public than the harm that would be caused if the offender was not arrested.
Examples:
(a) A crowd situation in which the decision to arrest an individual may further
ARRESTS
59
CSPD POLICY MANUAL-ARRESTS
aggravate the situation, leading to a riot or other mob violence. Police
manpower and resources may be stretched to or beyond their limits.
(b) A particularly busy night when there is a shortage of officers on duty. An
arrest for a minor violation may consume too much of an officer's time,
preventing him from responding to more serious crimes.
(2) When the arrest would cause harm to an offender who poses no threat of danger to
the public. Examples:
(a) A juvenile offender whose violation may best be handled through a verbal
warning, counseling, a talk with his/her parents, etc.
(b) The intoxicated person who poses no danger to himself and at most may
need a little assistance home.
c. A decision not to arrest even when there are grounds for an arrest is considered good
police practice under special circumstances. However, if the officer has any doubts as to
whether or not those special circumstances exist, he should consult with a supervisory
officer prior to making the final decision.
d. Off duty officers shall not:
(1) Arrest traffic violators except when an arrest,is necessary to prevent injury to the
driver or other persons.
(2) Make arrests for non-threatening offenses except when the violations are flagrant
and repeated.
(3) Make arrests in their own quarrels, in those of their families or in disputes arising
between their neighbors except under circumstances that would justify the use of
force to prevent injury to another or when a serious offense has been committed.
2. The Arrest
In making arrests officers shall adhere to the laws of arrest and the procedures in this chapter. It
is the responsibility of all officers to be knowledgeable in the laws regarding arrests. It is the
responsibility of supervisors to stay current in case law as it pertains to arrests and to keep their
officers up to date on court decisions that affect arrest procedures.
a. Only the necessary force to restrain the arrestee and ensure the safety of the arrestee
and the officer shall be employed. Normally all persons placed under arrest should be
handcuffed while being transported. The arresting officer, at his discretion may decide
not to handcuff a prisoner when the handcuffing would be impractical or unnecessary.
Such conditions may exist for persons who are elderly, handicapped, some juveniles,
etc.
b. The arresting officer is responsible for the safety and protection of the arrestee during the
time the arrestee is under the control of that officer.
c. The arresting officer is responsible for the security of personal property in possession or
under the control of the arrestee at the time of arrest until such property is turned over to
another authorized person or agency.
ARRESTS
60
CSPD POLICY MANUAL-ARRESTS
d. The arresting officer is responsible for ensuring that those rights mandated by federal and
state statutes are provided to the arrestee.
3. Warrantless Arrest
a. For information on authority to arrest without a warrant refer to the Texas Code of
Criminal Procedures (CCP), Chapter 14. It shall be the responsibility of each officer to be
familiar with and abide by the provisions of that Chapter.
b. Chapter 18 of the CCP, Article 18.16, authorizes any person to prevent the
consequences of a theft by seizing any property which has been stolen along with the
offender and presenting them to a peace officer to be taken before a magistrate.
c. Guidelines - While chapters 14 and 18 of the CCP give the officer the basis for
warrantless arrests, both misdemeanor and felony, it is case law that has established
what the courts will or will not accept. Arrest law at best is ambiguous and the
responsibility for remaining current and up to date regarding this body of law is that of
each individual officer.
(1) Consider Art. 14.03 of the CCP. Art. 14.03(a)(1) at first glance seems to allow an
officer to arrest when he observes suspicious activity is suspicious places. The
courts have limited these arrests to when the officer has actual probable cause to
make the arrest.
(2) Art. 14.03(a)(2) addresses the idea of the on-going assault. Any officer making an
arrest under this section must be able to show why he felt that the assault would
continue in the absence of an arrest.
(3) The terms "breach of the peace"and "offense against the public peace" while used
in the CCP are not defined by the CCP. It has therefore been left up to court
decisions to decide the meanings of these terms. Currently the courts tend to apply
these terms to any offense in which a person was placed in fear of bodily injury and
there is reason to believe that this fear would continue if an arrest was not made.
(4) In summary we can say that the area of arrests in general and warrantless arrests
in particular is dynamic and changes on an almost daily basis as court decisions
are handed down. Officers and supervisors must make every effort possible to stay
abreast of these changes in order to make sound arrest decisions.
d. When a warrantless felony arrest is made, the arresting officer shall prepare a probable
cause statement to be attached to the arrest report at the time it is turned in.
4. Warrant Arrest
a. Any person may be arrested by an officer based upon a valid misdemeanor or felony
warrant. It is the responsibility of the officer executing the warrant to determine that:
(1) The suspect is the one for whom the warrant was issued.
(2) The warrant is valid on its face.
ARRESTS
61
CSPD POLICY MANUAL-ARRESTS
b. No arrest shall be made on a warrant until that warrant has been confirmed.
(1) On warrants from this department the officer shall confirm through dispatch that the
warrant is still current. Dispatch shall check the warrant files and must have the
actual warrant in hand before confirming it.
(2) Warrants issued by other agencies shall be confirmed by dispatch sending a
teletype to that agency asking for confirmation of the warrant. The agency issuing
the warrant must respond by teletype, confirming the warrant and their willingness
to extradite the arrestee or to allow the arrestee to bond out from Brazos County
jail.
c. It shall be the responsibility of the arresting officer to have dispatch remove warrants
originated by this department from TCIC/NCIC once the arrest has been made. A
teletype confirmation showing that the warrant has been removed shall be attached to the
arrest report by the arresting officer. It is the responsibility of the agency originating the
warrant to ensure that their warrant is removed from TCIC/NCIC when an arrest on their
warrant is made by one of our officers. Dispatch will contact the originating agency and
advise them that an arrest has been made on their warrant by our department.11
5. Obtaining the Arrest Warrant
a. Class C Misdemeanor Offenses
(1) The officer seeking the arrest warrant or municipal court summons shall take the
offense report to the city attorney and discuss the particulars of that case with the
city attorney, explaining why an arrest warrant or court summons should be issued.
(2) Based upon the information,the city attorney will determine to;
(a) have an arrest warrant issued.
(b) have a court summons issued.
(c) not prosecute the case.
(3) If a warrant or summons is approved, the officer shall go to the municipal court
clerk and provide the necessary information for the summons or warrant to be
issued. Before the issuance of a warrant each officer will be required to swear that
the facts provided by that officer are true and correct to the best of their knowledge.
(4) It is the responsibility of the municipal court clerk to enter warrants into and remove
warrants from the wanted persons file on the central computer system. Class C
misdemeanor warrants shall not be entered into TCIC/NCIC.
b. Class B Misdemeanor Offenses and Above
(1) The officer seeking the arrest warrant shall prepare a probable cause statement
and take that statement to the appropriate district or county attorney's office along
with the offense report,written statements, and any other materials supporting the
issuance of the desired warrant. Based upon the facts of the case the
district/county attorney's office will determine;
11 See chapter on TCIC/NCIC Procedures for details of officer responsibilities of entering, removing, and
confirming warrants.
ARRESTS
62
CSPD POLICY MANUAL-ARRESTS
(a) to issue the warrant.
(b) to decline the case for prosecution.
(c) to recommend a lesser charge be filed.
(2) If the case is declined for prosecution or referred to a lower jurisdiction (ie. the
district attorney suggests a lesser charge and refers the officer to the county
attorney) the officer shall obtain a written charging report from the attorney
declining the case or making the recommendation. The charging report will
indicate why the case was refused for prosecution or a lesser charge
recommended. The charging report shall be attached to the offense report.
(3) When a warrant is obtained it is the responsibility of the officer obtaining the
warrant to see that the warrant is entered into TCIC and/or NCIC by dispatch. A
teletype confirmation that the warrant has been successfully entered shall be
attached to the offense report.
6. General Criteria for Entry of Warrants into NCIC/TCIC
The following is extracted from the Texas Law Enforcement Telecommunications System
(TLETS) manual and shall apply to all persons entering warrants into that system.
a. Wanted Person File: A wanted person, for NCIC purposes is an individual for whom a
federal warrant is outstanding; a serious misdemeanor or felony warrant is outstanding;
or a probation or parole violator for a federal,felony, or serious misdemeanor crime.
b. The entering agency must attempt to determine, to the maximum extent possible, that
EXTRADITION will be authorized if the person is located in another state. If there is a
limit to the area from which a person will be extradited, such information must be placed
in the Miscellaneous Field.
c. If a person is wanted in Texas only, a TCIC record may be entered if the agency is willing
to transport the person from anywhere in the state.
ARRESTS
63
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: USE OF FORCE
DATE OF ISSUE: September 28, 1987
, EFFECTIVE DATE: October 1, 1987
REVIEW DATE: October 1 , 1988
CHIEF OF POLICE: DATE:
�� "'t" SEP 2 1987
CSPD POLICY MANUAL-USE OF FORCE
In recent years the issue of use of force by police officers has developed into an area of
paramount concern to citizens, individual officers, and police administration.
The use of force can be viewed as an extension of the right to arrest. An officer's use of force
must always be reasonable and necessary under the circumstances that exist and should be no
greater than the least amount of force necessary to make the arrest and/or stop violent behavior.
As in all police activities, the use of force requires sound judgement on the part of officers. The
liability of officers who have failed or refused to exercise this good judgement is well documented
in court cases. While procedures can offer guidelines, the split-second decisions and complex
factors which are a part of each situation in which an officer uses force are unpredictable and
make the organization of specific procedures and rules almost impossible.
This chapter will approach the critical area of force by attempting to provide rather direct and
simple standards in the form of written procedures intended to provide rational and practical
guidance in the use of force.
POLICY:
It is the policy of this department that force be used only to effect a lawful arrest and/or stop the
violent behavior of an individual; the minimum amount of force necessary to accomplish the
above stated purposes is to be used.
PROCEDURES:
1. General Provisions
•
a. Officers shall use only the amount of force necessary to effect the lawful objectives of
making an arrest or preventing injury.
b. If circumstances permit, officers endeavor to minimize the pain and injury that may
possibly result from the type and degree of force they use.
c. Officers may prepare for the use and/or threatened use of force as they see the need to
do so, consistent with established policy. Preparation includes but is not limited to:
(1) verbal warning.
(2) placing hand on firearm.
(3) releasing safety strap on holster.
(4) removing sidearm from holster.
(5) holding baton in a"ready"position.
(6) removing shotgun from patrol car.
d. Due to the serious nature of using ordinary or deadly force, officers shall carefully review
chapter 9 of the Texas Penal Code several times a year. As changes occur,
administration will furnish copies of the changes to personnel and conduct training
classes as necessary but in no case less than annually.
USE OF FORCE
64
CSPD POLICY MANUAL-USE OF FORCE
e. All sworn personnel shall be provided a copy of this chapter of policy and instructed
regarding this chapter prior to being authorized to carry a firearm.
f. Officers shall be responsible for their actions, even if justified under relevant legal
provisions. Chapter 9 of the Texas Penal Code explicitly informs the officer that personal
liability for their actions is not abolished or impaired by the provisions of that chapter even
when force is justified, if the use of that force causes injury to innocent third parties.
Under such circumstances the officer can still be held liable.
g. Warning shots pose a danger to officers and citizens alike and shall not be used.
h. Shots fired at or from a moving vehicle are generally ineffective and are not to be fired
unless in defense of human life.
2. Levels of Force
a. Levels of force that may be use by officers are listed below in order of least severe to
most severe.
(1) verbal persuasion
(2) physical strength
(3) chemical irritant12
(4) baton
(5) canine
(6) firearms
b. When use of force is necessary the officer shall,to the extent possible, use an escalating
scale of options. More forceful measures shall not be applied unless it is determined that
a lower level of force would not be adequate or has been used and proven to be
inadequate.
c. An officer may use deadly force only when he reasonably believes that the action is in
defense of human life, including the officer's life, or in defense of any person in immediate
danger of serious bodily injury.
d. Deadly force against a "fleeing felon" shall be used only when the criteria outlined in 2c
above have been met.
3. Training
Officers shall receive proper training and be approved to carry and use each weapon they may
wish to use. Firearms and baton training and qualification are covered in the basic academy.
Additional information concerning firearms and batons is covered in the chapter on Weapons in
this manual.
12 There may be occasions when the use of chemical irritant may precede physical force. This would be
when use of the irritant may prevent a physical fight which could potentially cause greater injury to the officer
and/or suspect than the use of the irritant.
USE OF FORCE
65
CSPD POLICY MANUAL-USE OF FORCE
Officers who wish to carry chemical irritants shall request permission to do so from the Training
Section through their supervisor. Upon approval of the request the Training Section shall provide
the officer with a departmental approved chemical irritant and instruct the officer in the proper use
of the chemical irritant.
4. Use of Force Reports
If an officer uses force to effect a lawful objective, that officer shall complete a Use Of Force
Report which is contained at the end of this chapter if:
a. the use of force results in injury or death.
b. a firearm, baton, chemical irritant, or canine is used.
The employee shall submit the report to his supervisor who shall forward a copy through the
chain of command to the chief. The chief may refer this report to a review board for their review
and recommendations.
5. Investigations
Anytime the use of force causes death or results in injuries likely to cause death the following
shall be notified:
a. the chief. If the chief is not available,the next highest administrator shall be notified.
b. the internal affairs investigator.
c. a criminal investigations division supervisor.
The CID and I/A sections shall conduct the investigation of the incident and make a report to the
chief for his review. The chief may refer the findings of these investigations to a review board for
review and/or recommendations.
6. Death Caused by Use of Force
Anytime an officer's use of force causes the death of an individual, that officer shall be relieved of
any line-duty assignment pending an administrative review of the incident.
7. Shooting Report
Any officer who discharges a firearm, whether accidently or intentionally, for other than training or
recreational purposes, shall complete a Shooting Report. A copy of the report is contained at the
end of this chapter. The officer shall complete the report as soon as practical after the incident
and submit the report to his supervisor who shall forward a copy to the chief for his review. The
chief may refer the report to a review board for their review and recommendations. If it is
determined that the firearm was fired due to negligence, the officer may be subject to disciplinary
action.
Humane officers who are required to discharge a firearm to kill an animal shall complete the
USE OF FORCE
66
CSPD POLICY MANUAL-USE OF FORCE
sections"General Information"and "Narrative"of the Shooting Incident Report. Humane officers
shall not discharge a firearm unless a sworn officer is present. If possible, this should be an
officer of supervisory rank.
USE OF FORCE
67
COLLEGE STATION POLICE DEPARTMENT
USE OF FORCE REPORT
Officer's Name I.D.
Date of Incident Time Date of This Report
Classification of Original Case
Name of Subject:
(Last) (Middle) (First)
Address
Sex (M/F) Date of Birth Phone No.
Type of Force Used
Reason for Force:
( ) Necessary to make arrest.
( ) Necessary to defend self.
( ) Necessary to defend another.
( ) Necessary to restrain suspect for his/her own safety.
() Necessary to prevent violent,forcible felony.
( ) Other
Was Subject Injured: () Yes- Where treated
() No
Describe Nature of Injury
Were Subject(s) Injuries Fatal: () Yes () No
Doctor or JP Announcing Death
Was Officer Injured: ( ) Yes -Where treated
( ) No
Witnesses (names, addresses, phone nos.)
Attach a written statement explaining the incident. (Narrative from Offense/Incident Report may be
attached here.)
Officer's Signature Date
Supervisor's Signature Date
CSPD Adm 87/7
COLLEGE STATION POLICE DEPARTMENT
SHOOTING INCIDENT REPORT
General Information
Shooting was ( )Intentional ( )Accidental (If accidental, complete General Information, Weapon Information, and
Narrative.)
Date of incident: Day: Time: Case No.
Name of officer discharging firearm:
ID#: Rank: Division: Yrs. Service
Duty status: On duty( ) Off duty( ) In uniform:Yes ( ) No ( )
Duty assignment at time of incident:
Suspect Information
Number of suspects: (If none write N/A)
1. Name: Age: Race: Sex:
2. Name: Age: Race: Sex:
3. Name: Age: Race: Sex:
Suspect wanted? ( ) Yes ( ) No If yes,for what:
Environmental Information
Type of call:
Location:
Weather conditions:
Lighting:
Occurred: ( ) Indoors ( ) Outdoors ( ) Both Type premises:
Weapon Information
Make/Model: Caliber: SN#:
Ammo: Brand Bullet weight Type
Suspect(s) weapon: ( ) Firearm ( ) Knife ( ) Club ( ) Other ( ) None
Describe in detail:
Shooting Incident Information
Number of shots fired by suspect(s):#1 #2 #3
Number of shots fired by officer:
Distance between you and suspect(s)when:
You were first attacked:
Your fired your first shot:
When you fired your last shot:
Position(s) you fired from: (check as many as applicable)
() Standing () Kneeling () Sitting
( ) Prone ( ) Laying down ( ) Walking
() Running () Falling () One-handed
() Two-handed () Single action () Double-action
Shooting Incident Report
CSPD Adm 87/6 1
COLLEGE STATION POLICE DEPARTMENT
SHOOTING INCIDENT REPORT(CONT.)
( ) Strong hand ( ) Weak hand ( ) Combat stance
() Other (describe)
Was protective cover/concealment used by:
Suspect () Yes ( ) No Describe
Officer ( ) Yes ( ) No Describe
Estimated time between first and last shots fired:
Did you: Count shots () Yes ( ) No Sight and aim weapon: ( ) Yes ( ) No Reload: ( ) Yes ( ) No
How many rounds: How long did it take: Speed loaders used: ( ) Yes ( ) No
Did you drop any rounds: ( ) Yes ( ) No How many:
What did you do with empty cartridges:
Did your weapon work properly: ( ) Yes ( ) No If No, explain:
What did your bullets strike other than suspect(s):
Describe backstop behind your target:
List injuries suffered by officer and/or suspect(s),whether minor, serious, or fatal, and how caused.
NARRATIVE (Narrative from Offense/Incident Report may be attached.)
•
Shooting Incident Report
CSPD Adm 87/6 (Cont.) 2
1
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: WEAPONS
DATE OF ISSUE: September 28, 1987
c EFFECTIVE DATE: October 1, 1987
a
REVIEW DATE: October 1, 1988
CHIEF OF POLICE:.-)/14.eDATE:
.G�"�i" SEP 2.5 1987
C
CSPD POLICY MANUAL-WEAPONS
POLICY:
The very nature of police work requires officers to carry and/or be proficient in the use of several
lethal and non-lethal weapons. The use of any weapon by an officer imposes a grave
responsibility on the part of the officer and the department alike. It is the policy of this department
to provide guidance and direction through written procedures and proper training, designed to
instill confidence and minimize exposure to litigation. The purpose of this chapter is to describe
the types of weapons and ammunition that may be carried and/or used by officers and the
training and qualifications necessary to carry or use them.
PROCEDURES:
1. Definitions
a. Department Approved - approval from the training section and the chief.
b. Off-Duty-that period of time an officer is not being paid by the department.
c. Proficiency-the demonstration of weapon operation, care, maintenance, knowledge, and
safety. Officers shall also be familiar with the capability and limitations of the weapon,
ammunition, and related equipment.
2. Management
The authority to determine that any weapon(s), ammunition, or related equipment used by sworn
personnel meets departmental standards shall be vested in the training section. The chief shall
appoint a person(s) within the training section to act in the capacity of weapons coordinator. The
duties of the weapons coordinator shall be to;
a. approve all weapons and ammunition used by all officers,whether on duty or off duty.
b. keep an accurate inventory of all departmental weapons, ammunition, and related
equipment.
c. issue department weapons to authorized persons upon approved request.
d. coordinate and conduct weapons proficiency and qualifications for all sworn personnel.
e. develop weapons qualification courses and criteria.
f. maintain department weapons and related equipment.13
3. Approved Weapons
Weapons approved for use by officers in this department are sidearms, shotguns, tactical
weapons, batons , chemical irritants, and canines. All weapons, other than sidearms., shall be
department issued.
4. Department Approved Sidearms -On Duty
13 Maintenance of issued weapons and equipment shall be the responsibility of the user.
WEAPONS
68
CSPD POLICY MANUAL-WEAPONS
a. The department will issue, upon request, to probationary recruits, department owned
revolvers of .38 or.357 caliber. The recruit may use this weapon for a period of no longer
than six months, by which time he must have purchased and qualified with his own
department approved weapon.
b. All firearms used on duty must be approved by the department and loaded with
department approved ammunition. All on duty uniformed officers shall carry on their
person sufficient ammunition to reload their weapon at least twice. Detectives shall carry
sufficient ammunition on their person to reload their weapon at least once.
c. The department shall provide a holster, belt, keepers, cuff case, and ammo holder for
each officer. Uniformed officers may use supplemental leather only when approved by
the Firearms Coordinator.
d. Revolvers shall be at least .38 caliber, double action, solid frame, 4" barrel length14, and
six round capacity.
e. Semi-automatic pistols shall be at least 9mm caliber, double action, minimum 3-1/2"
barrel length2, and minimum six round capacity. A semi-automatic pistol may not be
carried on duty until an officer has completed his probationary period of employment, met
firearms proficiency requirements, and has been approved by the firearms coordinator.
f. Backup weapons may be carried by sworn personnel. These weapons must be
concealed in a secure manner and should not be cumbersome given the nature of their
use, i.e., in a life threatening situation where the officer's primary weapon is unavailable
or non-functional. An officer who wishes to carry a backup weapon must demonstrate
proficiency on an approved course prior to receiving departmental approval.
5. Off Duty Weapons
a. All sworn personnel shall have the option to carry their badge and a sidearm while off
duty and within their jurisdiction. The badge and sidearm shall be concealed.
b. Off duty firearms must be approved by the weapons coordinator and must be at least .32
caliber.
c. Firearms and badge must be concealed and carried in a safe manner while carrying off
duty.
6. Training
a. All weapons training courses shall be developed by the training section and approved by
the chief.
14 Barrel length requirements do not apply to plain clothes officers.
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CSPD POLICY MANUAL-WEAPONS
b. All newly sworn officers shall complete weapons training and meet proficiency
requirements before being authorized to carry a weapon.
c. All newly sworn officer shall receive a copy and be instructed in the chapter of this
manual on Use of Force prior to being authorized to carry a weapon.
d. No officer shall be allowed to carry or use a weapon, whether personal or departmental,
unless that person has demonstrated proficiency according to departmental standards
with the use of that weapon on at least an annual basis.
e. All officers must qualify annually with on duty, off duty, and backup handguns. If
department approved qualifications are held more often, the officer must qualify each
time. A passing score, as determined by the weapons coordinator, must be attained on
an approved combat course for on duty and off duty weapons. A specialized course shall
be developed for qualification with backup weapons.
f. The department shall provide .38 and .357 caliber ammunition for qualification with on
duty and off duty weapons. Officers using weapons of a different caliber shall be required
to provide the necessary ammunition for qualification. Ammunition for qualification with
backup weapons shall be provided by the officer.
g. Any officer who fails to attain a qualifying score, shall attend, on duty, a block of remedial
instruction and shall attempt to qualify again after said instruction. In the event an officer
does not attain a qualifying score with two (2)weeks after failing to qualify, he shall:
(1) have the privilege of carrying a hand gun on or off duty revoked.
(2) be placed in a position within the department which does not necessitate the
carrying of a handgun.
(3) be given the opportunity, on a voluntary basis, to receive additional instruction and
qualify with the weapon on his/her off duty time within two (2) weeks. After being
given the additional time and opportunity to qualify, if the officer still fails to qualify,
he shall be subject to further disciplinary action.
7. Shotguns
a. Shotguns are optional weapons and may only be carried by officers who have met
qualification standards with them.
b. Officers wishing to carry a shotgun on duty must qualify at least annually on a shotgun
course approved by the department.
8. Tactical Weapons
Long guns and automatic weapons are considered tactical weapons and shall be used only by
members of the department SORT or officers who have received special authorization from the
chief and have qualified for use of such weapons in accordance with the SORT Operations
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CSPD POLICY MANUAL-WEAPONS
Manual. The tactical team may use other approved weapons in a tactical situation but must be
proficient in and show justification for their use.
9. Batons
The carrying of a baton by uniformed officers, on their person, shall be optional. However, the
baton shall be available at all times. All officers shall be trained and demonstrate proficiency with
the baton at least once a year.
10. Chemical Irritant
The carrying of a chemical irritant by uniformed officers shall be optional. An officer shall carry
only a chemical irritant approved and issued by the department. Each officer who carries a
chemical irritant shall receive instruction in its use from the weapons coordinator prior to being
approved to carry it. Officers who carry a chemical irritant shall receive refresher instruction
annually and have the expiration date of their canister checked by the training section at least
annually.
11. Canines
Canines shall be used as a weapon only by the department approved canine handler15.
12. Firearms Safety
a. Holsters shall not be unsnapped or sidearms removed from the holster unnecessarily.
b. Loaded shoulder weapons (shotguns, rifles, etc.) shall not be brought inside the police
building loaded unless a deadly-force emergency exists within the building. Under
normal circumstances officers shall unload shoulder weapons outside the building and
carry them into the building with the slide open, safety on, and chamber and magazine
empty.
c. A situation may arise which requires the chambering of a round in a long gun. Once the
situation no longer requires a chambered round, it should be removed as soon as
practical without chambering additional rounds.
d. Crime scene, confiscated, and found weapons shall not be placed into the evidence or
property room in a loaded condition.
•
15 Complete canine policy is covered in a separate chapter of this manual.
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CSPD POLICY MANUAL-WEAPONS
13. Prohibited Weapons
The carrying or use of any personal or police weapon on or off duty for which the officer has not
received departmental approval is strictly prohibited. Such weapons include, but are not limited to
the following:
brass knuckles
slappers
nunchaku
non-approved batons
weighted gloves
switch-blade knives
14. Recreational Weapons
The procedures in this chapter apply to weapons used for police purposes both on and off duty
and do not apply to the use of weapons for recreational or hunting purposes.
WEAPONS
72
('l )
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: DRESS CODE
(
DATE OF ISSUE: September 28, 1987
1 EFFECTIVE DATE: October 1, 1987
J
REVIEW DATE: October 1, 1988
CHIEF OF POLICE: DATE:
—)')4644.1 SEP 2 5 1987
( °' f-t) )i"---
CSPD POLICY MANUAL-DRESS CODE
POLICY:
The individual officer and the department are often judged by the public depending upon the
personal appearance of the uniformed officers in particular and all employees in general. It is
therefore the policy of this department to require a dress code and standards of personal
appearance which will reflect a high standard of professionalism to the public.
PROCEDURES:
1. Uniformed Sworn Personnel
a. Issue - Uniforms consisting of pants, long and short sleeve shirts, tie, winter jacket, cap,
rain wear, and brass shall be issued to each uniformed officer16. Any uniform item
purchased by an officer must be approved by the chief prior to being worn as part of the
uniform.
b. Pants- Pants shall fit properly and legs may be straight cut or flared slightly for officers
who wear boots. The bottom of the pant leg should strike the footwear at approximately
the top of the heel.
c. Shirts - Long sleeve shirts will be worn for winter uniforms and short sleeve shirts for
summer uniforms. All buttons shall be in place and secure except for the top button when
ties are not worn. If T-shirts are worn the neck will be a cut that at no time exposes any
of the T-shirt above the uniform shirt. If the wearing of a ballistic vest causes the T-shirt
to be exposed, it will be acceptable.
d. Ties - Ties shall be worn with the winter uniform. Ties shall be worn for all court
appearances17, other than municipal court, and formal occasions such as parades,
honor guard, etc. Ties may be secured to the uniform by a single tie-tac which is not
offensive in appearance.
e. Footwear - Footwear shall be smooth black leather with no perforations, designs, or
decorative stitching and with black soles and heels. There shall be no stitching on the
toes or lower portion of the footwear. Sole stitching, if exposed, shall be black. Shoes
shall be low-quarter, round-toe, lace-up with black laces. Boots shall be the type with
round toes and no laces or zippers. The uppers of both boots shall always be covered by
the pant legs. Footwear shall be kept clean, polished, and shined.
f. Socks - If shoes are worn socks shall be solid black and shall fit properly around
the leg. Any color socks may be worn with boots.
g. Caps -The wearing of caps shall be optional except for formal occasions. When worn,
caps shall be worn squarely on the head, not leaning to either side, tilted back, or pulled
down over the eyes.
h. Rain Wear - Only department issued or approved rain wear shall be worn on an as
16 See chapter on Weapons regarding issue of leather equipment.
17 Uniformed officers may dress for court in the same manner prescribed for plain clothes officers.
DRESS CODE
73
CSPD POLICY MANUAL-DRESS CODE
needed basis.
2. Motorcycle Officers
Motorcycle officers shall wear the uniforms issued to them by the department and shall follow the
same guidelines given for uniformed officers with the following exceptions:
a. The department shall issue riding boots to all motorcycle officers.
b. The department shall issue helmets to all motorcycle officers.
c. Motorcycle officers shall wear a gold colored ascot in place of a tie.
3. Uniformed Civilian Personnel
Uniformed civilian personnel shall wear the uniforms issued to them by the department and shall
follow the same guidelines given for uniformed officers with the following exceptions:
a. Shoes or boots may be dark brown. If brown lace up shoes are worn, laces shall be
brown. Shoes may be the slip on type. Female personnel may wear brown or black hose
in lieu of socks.
b. A dark brown or black belt shall be worn which matches the color of the footwear.
c. Ties are not required for winter wear.
d. Caps are not issued nor considered as part of the uniform.
4. Seasonal Uniform Changes
Winter uniforms shall be worn from November 30 to March 31. Summer Uniforms shall be worn
from April 1 to October 31. Two working week prior to the end of each seasonal period uniformed
personnel may decide by shift, section, or unit to go to the next seasonal uniform.
5. Plain Clothes Sworn Personnel
a. Male plain clothes officers shall wear dress shirts and slacks while on duty. If the badge
and/or weapon is exposed, a jacket covering them must be worn when in public. A jacket
shall also be worn for court appearances. Ties shall be worn under the same
circumstances requiring uniformed officers to wear ties.
b. Female plain clothes officers may wear pant suits or dresses while on duty.
6. Non-Uniformed Civilian Personnel
Civilian personnel should dress in a manner which is appropriate and functional for their specific
job tasks. Personnel whose jobs bring them in contact with the public should dress in clothing
that is generally accepted by the public as normal, conventional, business-type apparel.
DRESS CODE
74
CSPD POLICY MANUAL-DRESS CODE
7. Administrative Personnel
Non-uniformed administrative personnel shall dress in a professional, business-like manner. Men
shall wear dress shirts, slacks and sports coat or suit, and tie. Women may wear dresses or
dress suits.
8. Special Assignments
Employees given special assignments, such as officers performing undercover, shall dress
appropriate to the assignment.
9. Personal Appearance
a. Hair- Hair shall be well groomed and have an overall neat appearance. Male uniformed
officers shall maintain a hair length and style that:
(1) will not extend past the middle of the shirt collar when viewed from the back.
(2) will not extend down past the middle of the ear.
(3) will not extend down past the eyebrows.
(4) will allow the uniform cap to be properly worn.
Female uniformed officers shall maintain a hair length and/or style that:
(5) will not extend down past the eyebrows.
(6) will not be longer in the back than shoulder length.18
b. Sideburns - Sideburns shall be trimmed both vertically and horizontally and not extend
past the bottom of the ear. They shall be no wider then 1-1/4" and shall be the same
width from top to bottom. They shall not appear to be bushy.
c. Mustaches- Mustaches shall be neat,trimmed, and not bushy in appearance. They shall
not extend down past the bottom of the lower lip. Waxed or handlebar mustaches will not
be allowed.
d. Facial Hair- Facial hair other than as outlined in this chapter shall not be allowed except
for medical or special assignment purposes and must be approved by the chief.
10. Jewelry
The use of jewelry shall be allowed. Employees shall exercise caution not to use jewelry that
might hamper or endanger them in the performance of their job tasks.
11. General
Employees are expected to use common sense and good judgement in the areas of grooming,
personal appearance, and attire. Supervisors shall be responsible for monitoring employees in
these areas to ensure that a good public image is presented by all employees.
a. All clothing, footwear, and accessories, whether personally owned or department issued,
shall fit properly and be properly maintained. This responsibility is that of the employee.
When department issued clothing or equipment is no longer serviceable, the employee
18 Hair may be longer than shoulder length but may not be worn longer than shoulder length.
DRESS CODE
75
CSPD POLICY MANUAL-DRESS CODE
shall notify his/her supervisor that replacement items are needed.
b. An accurate accounting of all department issued clothing and equipment will be
maintained by a person designated by the chief. Each employee shall be responsible for
the return of all department issued clothing and equipment upon termination of
employment and shall be financially responsible for any lost, missing, or unreported
damaged items. Upon termination of employment all items of clothing shall be returned
cleaned, pressed, and on hangers.
c. The department shall provide for the cleaning of uniforms. Uniforms shall be dry cleaned
and pressed. Shirts shall be pressed with standard military creases. All metal buttons
and brass shall be removed from shirts before being sent for dry cleaning.
d. Employees assigned to the administrative or criminal investigation divisions and non-
uniformed sworn supervisors shall receive an annual allowance for the purchase and
maintenance of clothing as approved by the city council.
e. Badges, brass, and metal shall be kept clean and shiny.
f. When in doubt about the acceptability of any item,the employee should get approval from
his supervisor before wearing or purchasing the item.
DRESS CODE
76
CSPD POLICY MANUAL-DRESS CODE
COLLAR INSIGNIA
1. The CSPD collar insignia is considered as a standard part of the uniform.
2. Officers of the rank of sergeant and above shall wear gold tone collar insignia.
3. Officers below the rank of sergeant shall wear silver tone collar insignia.
4. Collar insignia shall be worn in accordance to the drawing below.
oWl
PN0) ado
•06
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\11-
DRESS CODE
77
CD
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: STANDARDS OF CONDUCT
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1 , 1987
)
REVIEW DATE: October 1 , 1988
CHIEF (JF POLICE: DATE:
SEP 2 5 198T
•
714t.6-tel°( ---
1 )
CSPD POLICY MANUAL-STANDARDS OF CONDUCT
POLICY:
The philosophy of this department is one of professionalism and service to the community. This
concept can be accomplished only through the cooperation and support of all employees. The
conduct of all employees, both on and off the job, is a reflection to the public of the profession of
law enforcement. It is the policy of this department that all employees conduct themselves at all
times, both on and off duty, in such a manner as to reflect most favorably on the department.
PROCEDURES:
1. Immoral Conduct- Employees shall maintain a level of moral conduct in their personal and
business affairs which is in keeping with the highest standards of the law enforcement profession.
Employees shall not participate in any incident or activity involving moral turpitude which impairs
their ability to perform their duties or causes the department to be brought into disrepute.
2. Unbecoming Conduct - Conduct unbecoming an employee shall include that which brings
the department into disrepute or reflects discredit upon the employee as a member of the
department, or that which impairs the efficient and/or effective operation of the department or
employee.
3. Assistance to Citizens - While on duty, employees shall aid and/or assist citizens of the city
whenever such aid or assistance appears to be called for and is not in conflict with the principles
of law enforcement or in violation of legal statutes or department policy. In an off duty status, an
employee has a professional obligation to act in a bonafide emergency situation which he may
encounter or where assistance is requested. Officers becoming involved in a police situation with
parties having a direct relationship with the officer should request another officer to handle the
situation. Employees not in the approved uniform shall not arrest traffic violators on sight, except
when the incident involves DWI or other serious, life-threatening acts.
4. Public Relations - Every employee is expected to perform his duties in an efficient, courteous,
and orderly manner, employing patience and good judgement at all times. All employees shall
refrain from harsh, profane, or insolent language or acts and shall be courteous and civil in their
dealings with others. Employees shall use respectful, civil forms of address to all persons,
regardless of their life style. Displays of bias toward any person on account of race, sex, religious
preference, or life style shall be considered conduct unbecoming an officer and employee.
5. Assistance to Fellow Officers - No officer shall fail to aid, assist, or protect a fellow officer to
the fullest extent of his ability in time of need and in accordance with established policy and
procedures.
6. Associations - Employees shall avoid regular or continuous associations or dealings with
persons whom they know are persons under criminal investigation or indictment, or who have a
reputation in the community or the department for present involvement in felonious or criminal
behavior. Exception may be taken when such an association is necessary to the performance of
official duties, or is unavoidable because of other personal relationships of the employee.
Employees shall not provide non-police personnel with information which may aid a person in
escaping arrest or delaying apprehension or securing the removal of stolen property.
STANDARDS OF CONDUCT
78
CSPD POLICY MANUAL-STANDARDS OF CONDUCT
7. Cooperation and Coordination - Employees shall coordinate their efforts with all other
employees of the department and area agencies, with the objective of ensuring maximum
achievement and continuity of purpose through teamwork. All employees are charged with the
responsibility of fostering and maintaining a high degree of cooperation both within the
department and with other agencies.
8. Identification as a Peace Officer- Except when impractical or not feasible or where identity is
obvious, officers shall identify themselves by displaying the official badge and/or identification
card before taking action. Upon request of a citizen, officers shall willingly and courteously supply
name and employee identification number. Each employee shall carry his official identification
card at all times while on duty or off duty.
9. Duty
a. Officers of the department are always subject to duty, although periodically relieved from
its routine performance. They shall at all times respond immediately to the lawful orders
of superior officers and other proper authorities. Proper police action must be taken
whenever required. Officers assigned to special duties are not relieved from taking
proper action outside the scope of their specialized assignment when necessary.
b. Employees shall report for duty at the time and place required by assignment or orders
and shall be properly uniformed, equipped, and prepared to assume duty. Undivided
attention shall be given to orders, instructions, and any other information which may be
disseminated.
c. Employees shall notify their immediate supervisor in writing of any change of address or
phone number within 24 hours of the change. The supervisor shall note the change in his
files and notify the department's administrative secretary of the changes in writing. Each
employee is required, immediately after employment, to have a telephone which will
provide immediate contact with the department. Employees shall not use the department
as their address for receiving private or personal correspondence.
d. Employees shall immediately notify their immediate supervisor of any injury to other
persons, personal injury, or property damage involving any department vehicle or
equipment in his charge. Employees shall promptly provide the supervisor with
necessary written reports involving the incident. Employees who become involved in
accidents while on duty shall make no statement as to responsibility and shall not advise
other parties involved in the accident that the department is responsible for damage or
injury.
e. Employees shall not use any item belonging to the department or the City of College
Station, including stationery, envelopes, reports, and forms for personal business except
in the performance of authorized police duties.
STANDARDS OF CONDUCT
79
CSPD POLICY MANUAL-STANDARDS OF CONDUCT
10. Commissions - An employee shall not accept a law enforcement commission from another
agency or jurisdiction without written approval from the chief. The regulation uniform may be
worn only during duty related activities unless approved by the chief.
11. Off Duty Work - An employee shall not work off duty police related assignments without
approval from the chief.
12. Inspections - Inspections of employee's dress, uniform, or equipment may be made at any
time by proper authority. Such inspections shall include, but not be limited to, examination of
lockers, desks, or any other space on departmental premises used by any employee.
13. Truthfulness
When questioned by proper authority, employees shall give complete and honest answers to any
question related to the performance of their official duties,their fitness to hold their position of
public trust, or matters relating to departmental business. In cases where the employee is not
authorized by regulations of the department to divulge facts within his knowledge he shall decline
to comment.
a. An employee shall not knowingly falsify any report, document, or statement.
b. An employee shall not fail to take proper action or to make a proper report of offenses or
investigations with which he is confronted or receiving a report.
14. Drugs - Officers shall not use or possess illegal drugs or controlled substances, whether on
duty or off duty, except in the discharge of their official police duties.
15. Prohibited Activities
a. Shirking Duty - No employee shall loiter, sleep, loaf, or in any other manner shirk his
responsibilities in the performance of their job. Excessive time for lunch breaks or coffee
breaks without justification shall be considered as shirking duty.
b. Malingering - An employee shall be absent from duty because of sickness only when
suffering from an illness or injury which would prevent the proper performance of duty or
in accordance with established city policy. An employee shall not feign sickness or
disability, nor attempt to deceive a supervisor concerning his physical or medical
condition. Notification of the use of sick leave shall be made to the employee's
supervisor prior to his scheduled reporting time for duty or as soon as practical.
c. Intoxicants - Employees shall not consume intoxicants while off duty to the extent that
such consumption is apparent when reporting for duty or to the extent that the ability to
perform their job tasks is impaired. Intoxicants shall not be purchased or consumed while
on duty except in the performance of official business. Employees shall never be
intoxicated while on duty. Employees shall not be intoxicated while off duty, in public
view, to the extent as to bring disrepute to the department. No alcoholic beverage or
STANDARDS OF CONDUCT
80
CSPD POLICY MANUAL-STANDARDS OF CONDUCT
liquor shall be brought into or stored in the department building except as evidence when
officially seized.
d. Smoking - Employees shall not smoke or use tobacco products when making a personal
contact with the public. This includes but is not limited to writing citations, taking reports,
conducting interviews, etc.
e. Publicity - Employees shall not use their position within the department to enhance or
promote any private enterprise, or to seek personal publicity.
f. Financial Responsibility - Financial irresponsibility is contrary to the public trust vested in
all employees of the department. Employees shall make every reasonable effort to pay
all debts for which they are legally responsible.
g. Gifts - Employees shall not knowingly accept gifts or gratuities from the general public for
services performed or by virtue of their position with the department.
h. Disposition of Unauthorized Gifts - Any unauthorized gift, gratuity, reward, or other
material benefit which comes into the possession of any employee shall be forwarded to
the chief. The chief shall consult with legal counsel and a determination made whether to
arrange for the return of the gift and/or initiate an investigation against the giver. The
employee involved shall be notified in writing of the disposition.
i. Endorsements - Employees shall not permit their names or photograph to be used in
endorsing any product or service connected with law enforcement or to be used in any
commercial testimonial which alludes to their position or employment with the department
without the permission of the chief.
j. Solicitations - Employees shall not sell tickets or solicit any form of donation or
contribution while in uniform on on duty or while representing themselves as a member of
the College Station Police Department without the approval of the chief.
k. Organizations - Except for the Armed Forces Reserve components, employees shall not
become affiliated with any organization which would in any way require a commitment so
as to prevent its members from rendering proper and efficient service to the department.
I. Political Activity - Employees shall not use their position in the department to endorse
political candidates, nor shall they solicit funds or services, either directly or indirectly, in
support of a political issue while on duty. Official capacity shall not be used in any
manner to influence the outcome of any political issue. All employees shall conform to
the section on "Political Activity"of the city Personnel Policies & Procedures Handbook.
m. Personal Preferment - Employees shall not seek the influence or intervention of any
person outside the department for purposes of personal preferment, advantage, transfer,
advancement, or to gain favor or preferential treatment of any kind.
STANDARDS OF CONDUCT
81
�! 1
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: CANINE UNIT
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
( ) REVIEW DATE: October 1 , 1988
CHIEF OF P.O ICE: DATE:
7iO SEP 2 i°87
CSPD POLICY MANUAL-CANINE UNIT
The purpose of the Canine Unit (K-9) is to assist the department in achieving its stated mission,
that basically being the protection of life and property, the prevention of crime, and the
apprehension of criminals. The K-9 Unit fulfills this purpose in ways that are unique to the trained
police dog.
The community relations value of the K-9 Unit is well established. No branch of this department
inspires more interest among people of all ages than the police dog and handler team. The K-9
team is an effective public relations tool, and properly presented to the public, is welcomed and
appreciated. The K-9 team often represents to the public the high standards of courage and
security that they value.
POLICY:
Recognizing the benefits derived from the utilization of a K-9 team in specific police operations, it
is the policy of this department that field units should seek the assistance of a K-9 team whenever
time permits in order to provide an added dimension of detection and officer safety.
PROCEDURES:
1. Interaction Between Employees and K-9 team(sl
a. Employees shall refrain from approaching, agitating, or petting the dog(s) without
permission of the handler.
b. Physical contact (horseplay) between anyone and a handler may be perceived by the dog
as an attack upon the handler and therefore shall be avoided except for training
purposes.
c. Under normal circumstances officers shall not attempt to interfere with or call off a dog
which has been given the command to attack by a handler. Should the handler become
incapacitated and incapable of controlling the dog, another officer at the scene must take
action to insure that excessive force does not occur or that innocent persons to not
become injured by the dog.
d. Officers who require the presence of a K-9 handler in court must have a subpoena issued
so that court attendance can be coordinated with the K-9 Unit.
e. Whenever an officer requests the assistance of a K-9 team he/she shall indicate on the
Offense/Incident report that the request was made and the results of that request.
2. Primary Situations That Warrant K-9 Support
a. Building Searches - Upon discovery of a possible burglary, the officer assigned should
request the assistance of a K-9 team to conduct a building search unless the officer has
clear evidence that the original suspicion is unfounded or that the building is free of any
suspect. If K-9 assistance is requested, officers should not enter the building. During the
course of the search no person shall enter the building except the handler or someone at
CANINE UNIT
82
CSPD POLICY MANUAL-CANINE UNIT
the handler's request.
b. Tracking
(1) The pursuit of suspects fleeing the scene of a crime is initially the responsibility of
the first officer on the scene. Once the officer has lost sight of the suspect, and
depending upon the terrain and visibility,the officer should request K-9 assistance.
it is important that the officer mark the location where the suspect was last seen so
that the dog can pick up the scent as soon as possible. The area where the track is
to begin must remain uncontaminated. Therefore, unnecessary walking over the
area shall be avoided. The non-handler is to stay behind the dog and his handler.
If a non-handler officer is in immediate pursuit prior to a dog being placed into use,
he should stop and remain still until the dog passes.
(2) Dogs can be used to great advantage in searching for lost persons or physical
evidence or property that has been recently handled. The principles regarding the
marking of the location and protection of the scene are the same as indicated
above.
(3) Prior to searching wooded areas, and depending upon the availability of manpower
and the size of the area, the area should be isolated by establishing a perimeter.
This will assist in preventing unauthorized persons from entering the search area
and prevent a suspect from fleeing.
c. Arrests
(1) In arrest situations, especially when multiple suspects are involved and the officer
is having difficulty maintaining control of the suspects a K-9 team should be
requested if available.
(2) It is possible that some prisoners, due to their condition, (intoxication, drugs, etc.)
may not follow or understand an officer's instructions. In such cases,that individual
should not be transported by a K-9 unit if another unit is available. If transported by
a K-9 unit, maximum care should be exercised to avoid an unjustified bite of the
prisoner.
(3) Any time a dog is used against a person for any reason, whether injury results or
not, a Use of Force form shall be submitted by the handler in accordance with
section 4 of the chapter of this manual on Use of Force.
3. Injuries
a. Anytime a person sustains a bite or any other injury from a department-owned dog, the
handler shall submit a detailed memorandum to the chief, through the chain of command,
explaining the circumstances surrounding the incident.
(1) Every attempt should be made to have the victim examined by an emergency room
physician.
(2) A color photograph of the wound should be taken and submitted with the
memorandum.
b. If an injury occurs during an arrest, the arresting officer will include that information in his
CANINE UNIT
83
CSPD POLICY MANUAL-CANINE UNIT
arrest report.
c. Should an injury occur while the handler is off duty,the handler will immediately notify the
chief and then submit a detailed memorandum through the chain of command within a
twenty-four(24) hour period.
d. The procedures outlined in a-c above also apply if a department dog is injured.
e. No officer shall make any statement of liability acceptance by the Department or the
insurance carrier for injuries inflicted by a department dog. Should an injury occur, the
officer shall advise the injured person that he may submit a written claim to the city.
f. If a handler is injured to the extent he cannot exercise control over his dog an attempt
should be made, by an officer familiar with the dog,to coax the dog back to the patrol car
and there secured so that first aid may be rendered to the handler without interruption. If
unsuccessful, officers at the scene should attempt to divert the dog's attention long
enough to allow others to reach the injured handler and remove him to safety. The use of
deadly force against the dog shall not be considered until all other means have failed and
the handler's injuries are of a nature which might result in death or serious injury if
medical attention is delayed until the dog can be brought under control.
4. Handler Responsibilities
a. No handler shall abuse, neglect, or fail to properly care for his assigned dog.
(1) Abuse or neglect of a dog shall result in reassignment of the handler to another
duty with retraining of the dog to another handler.
(2) Any handler who abuses, neglects, or fails to properly care for his assigned dog
shall be subject to appropriate disciplinary action.
(3) It is the responsibility of the handler to ensure that his assigned dog receives
proper nutrition and health care and that the dog complies with any state or city
laws and ordinances.
b. Each handler shall be assigned a department vehicle to use while on duty, to transport
the dog to and from work, and to ensure a rapid response to a scene when the need
arises. The vehicle shall be used in accordance with existing policies regarding the use
of police vehicles.
c. The K-9 team is considered to be "on call" at any time and the handler shall keep his
assigned vehicle in the best possible mechanical condition and ready for use at any time.
The handler shall be assigned a pager to be carried at all times while off duty to ensure
expeditious contact by the Department in the event he is needed.
d. It is the responsibility of the handler to keep his assigned vehicle in a clean and sanitary
condition. A plywood board, replacing the rear seat, shall be used for the safety and
comfort of the assigned dog. No alterations causing permanent damage or unsafe
CANINE UNIT
84
CSPD POLICY MANUAL-CANINE UNIT
conditions to the vehicle are authorized.
e. It is the responsibility of the handler to keep his dog under strict control at all times. The
dog shall remain on leash and at the handler's side at all times except for training and
when in actual use.
5. Department Responsibilities
a. The department shall acquire all canines to be used as a part of a K-9 Team. The sole
ownership of all canines is that of the department.
b. The department shall be responsible for the following:
(1) The training of all canine and handler teams.
(2) All food and veterinary expenses of each dog.
(3) Items such as collars, leashes, grooming items, etc., necessary for the proper
maintenance and use of each dog.
6. General Considerations
a. In the event an on duty K-9 team is attacked by any animal, whether on the command of
a person or on the animal's own initiative, and delays the K-9 team from performing its
duty,the handler shall take all necessary steps to prevent such occurance and to prevent
injury to the handler and/or the assigned dog.
b. Officers requesting a K-9 team at a location shall ensure that the request is cancelled
once it becomes apparent that the need no longer exists.
c. Requests for a K-9 team during hours when a team is not on duty shall be made through
a shift supervisor of at least the rank of sergeant.
d. The handler shall have exclusive control over the tactical use of the dog(s). Officers shall
bear in mind that the decision of a handler not to use a dog is based upon that handler's
assessment of the situation and his knowledge of the capabilities of the dog.
(1) Any time a handler makes the decision not to use a dog in a tactical situation that
has been requested by an officer, he shall submit a memorandum to his division
commander, through the chain of command, within twenty four (24) hours
explaining his/her decision not to use the dog.
(2) A copy of the memorandum shall be sent to the officer requesting the use of the
K-9 team.
CANINE UNIT
85
COLLEGE STATION POLICE DEPARTMENT
POLICY
MANUAL
CHAPTER TITLE: CRIME ANALYSIS
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1 , 1987
REVIEW DATE: October 1, 1988
DATE:
CHIEF OF LICE:
--)/-)4t
SEP` 2 5 1987
CSPD POLICY MANUAL-CRIME ANALYSIS
Crime analysis consists of the collection, dissemination, organization, and distribution of crime
data and information. Sources of this data include departmental records and reports, other law
enforcement agencies, and governmental agencies. It is the overall purpose of crime analysis to
reduce crime and increase apprehension of criminals by utilizing this information to detect crime
patterns, detect operational methods of individual criminals, provide investigative leads, and
assist administrative personnel in planning, budgeting, and developing long-range strategies.
POLICY:
It is the policy of this department that a Crime Analysis Unit, whose members shall be appointed
by the chief, shall have the responsibility of collecting, organizing, and presenting available crime
data to the administrative and operational components of the department in a current and useful
format.
PROCEDURES:
1. Unit Structure and Responsibility - The Crime Analysis Unit shall consist of person(s)
appointed by the chief who may serve on a full-time or part-time basis within the unit.
a. If more than one employee is assigned to the Unit, one employee shall be appointed as
the coordinator.
b. The chief shall be briefed regarding the findings of the unit on a monthly basis. More
frequent briefings may be called for by the chief when necessary. It shall be the
determination of the chief as to the type and format of the information presented to him by
the Unit.
c. The chief shall distribute or cause to be distributed relevant findings of the Unit to the
various operational components of the department as appropriate.
2. Data Collection and Dissemination
a. The sources of data to be used in crime analysis shall come from but not be limited to the
following;
(1) Department records and reports.
(2) Uniform Crime Report.
(3) Texas Attorney General's Office.
(4) TDC release information.
(5) Area law enforcement agencies.
b. The Unit shall analyze and convert available data into useful information to be used by
various departmental components. Factors to be included in crime analysis reports shall
include but not be limited to the following:
(1) types of crimes and frequency of occurance.
(2) geographic distribution of occurances within the city.
(3) chronological factors.
(4) actor profiles.
CRIME ANALYSIS
86
CSPD POLICY MANUAL-CRIME ANALYSIS
(5) victim profiles.
(6) modus operandi factors.
(7) suspect vehicle descriptors.
(8) physical evidence factors.
3. Distribution of Information - Information of a public nature that is generated by the Unit shall
be made available in accordance with the chapter of this manual entitled Public Information .
Much of the information obtained by the Unit could assist in promoting community awareness and
obtaining community support of crime reduction activities and programs. Other information, such
as investigative leads, suspect information, modus operandi, etc., must be carefully controlled.
4. Utilization of Information, - In keeping with the purpose of the Crime Analysis Unit the
information developed by that Unit shall be used by the various operational components within
the department in the development of goals and objectives, long-range planning, manpower
allocation and budgetary planning.
a. Each operational component of the department shall maintain a record of the information
made available to them through the Unit.
b. When crime analysis information is a factor in an operational decision, planning strategy,
formulation of goals and objectives, budget request, etc., the chief shall be notified by
memorandum as to which crime analysis information was used and how it was applied in
the particular situation.
c. Decisions based upon crime analysis information shall be monitored by the supervisor of
the operational component. Feedback shallbe provided to the chief
on at least a bi-
annual
annual basis as to how that decision has affected the particular operational component
(fewer incidents, higher apprehension rates, increased investigative leads, etc.). It is the
purpose of this feedback to measure the effectiveness of the crime analysis function as it
is currently being utilized and to develop methods to increase productivity through crime
analysis.
CRIME ANALYSIS
87
ice`-'
J
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: EMERGENCY MANAGEMENT
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1, 1987
( ) REVIEW DATE: October 1 , 1988
CHIEF OF POLICE: DATE:
.—2/4.e e '-1°Cf )I
SEP 2 5 1987
CSPD POLICY MANUAL-EMERGENCY MANAGEMENT
POLICY:
It is the policy of this department, through an organized and coordinated program, to respond to
emergency situations, such as natural disasters or civil disturbances, in such a manner as to
provide the maximum possible safety and security to the citizens of College Station.
PROCEDURES:
1. Emergency Management Plan - In the event of an emergency situation, as defined in the City
of College Station Emergency Management Plan (EMP) as "disaster", all department personnel
shall abide by the guidelines as set forth in the EMP manual.
2. Organization -An emergency management coordinator shall be appointed by the mayor. The
coordinator shall be responsible for preparing a program of comprehensive emergency
management within the city. The Emergency Management Plan shall be reviewed on an annual
basis and updated if necessary.
3. Police Department Responsibilities- In the event of a declared alert or emergency,the role of
the police department shall be as outlined in the Emergency Management Plan manual, Annex A,
"Police Department Standard Operation Procedures (SOP) Emergency Operations".
4. Genera(
a. Copies of the Emergency Management Plan manual shall be maintained on file by the
lead supervisor of each shift, section, and division within the Department.
b. Each employee shall review the EMP manual at least annually and shall sign and date a
form provided by their supervisor indicating that they have a basic understanding of their
responsibilities in the event of a declared alert or emergency.
EMERGENCY MANAGEMENT
88
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTERTITLE:FIELD REPORTING SYSTEM
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1 , 1987
REVIEW DATE: October 1, 1988
CHIEF OF POLICE: DATE:
7/2416'/144-P(C --.
SEP 2 5 1957
CSPD POLICY MANUAL-FIELD REPORTING SYSTEM
The use of a field reporting system is nationally recognized as an invaluable tool to law
enforcement. The accurate, timely, and appropriate recording of suspicious or criminal field
contacts directly supports the investigative function of the department and is an integral part of
effective patrol procedures. Field Information Reports (FIRs) provide an accessible base of
information which may link a suspect or witness to crime or perhaps place an individual or a
vehicle at a particular place and time. The purpose of the following procedures is to provide
guidelines in the use of the FIR system; to emphasize the importance of the system; to clarify
when an FIR is appropriate; and to outline procedures for the completion and routing of FIRs.
POLICY:
It is the policy of this department to establish a Field Information Reporting system that will
provide consistent, accurate, and timely information of suspect and suspicious person
information. Access to the information generated by this system shall be available to all
investigative personnel.
PROCEDURE:
1. When To Complete a FIR
a. A FIR should be completed by any member of the department who observes, receives
information, or has contact with any person or persons whom they believe may have
been involved in, may become involved in, or may have knowledge of any criminal
activity.
b. Quality, not quantity of information shall be the guiding principle in preparing FIRs.
c. FIRs are not intended to replace or supplement an arrest or offense report.
d. Officers shall consider the circumstances and significance of the contact in making their
determination as to whether or not a FIR should be completed. Experience, knowledge
and good judgement shall be exercised.
e. If any doubt exists whether or not a FIR should be completed, the officer's immediate
supervisor should be consulted.
2. Responsibility
a. Each officer shall be responsible for the correct completion and submission of FIRs to his
immediate supervisor for review.
b. The immediate supervisor shall review all submitted FIRs and indicate his approval by
initialing the card by the name of the submitting officer(box 13).
c. All approved FIRs shall be placed in the appropriate file basket located in the records
section for this purpose.
d. Each work day the records section shall collect and review each FIR for completeness
and accuracy. FIRs failing to meet the standards of this check shall be returned to the
FIELD REPORTING SYSTEM
89
CSPD POLICY MANUAL-FIELD REPORTING SYSTEM
approving supervisor for correction and/or disposition.
3. Completing the FIR
a. Front Side
(1) Top Line - Place the suspects drivers license number and state besides the#sign.
(2) Box 1 -Stopped At or Seen At: Circle whether the suspect was actually detained
or was only observed and not stopped. Include the exact or approximate location
of the incident.
(3) Box 2 - Name, Address, City: Enter the full name of the subject, including middle
name or initial and current home address.
(4) Box 3- Sex, Race, Age, Height,Weight, Hair, Eyes, Build, Complexion.
(5) Box 4 - Date of Birth: Month, Day, and Year in numerical order. Marks, scars,
tattoos,teeth, deformities, noticeable oddities.
(6) Box 5 -Vehicle Description
(a) Vehicle Color: Indicate the color of the vehicle involved from top to bottom.
(b) Year: Enter the last two digits of the year model of the vehicle.
(c) Make: Enter the name of the manufacturer(Ford, Chevrolet, etc.).
(d) Model: Enter the vehicle name (Mustang, Firebird, etc.).
(e) Type: Enter the body style of the vehicle (4 door sedan, 2 door hardtop,
pickup, etc.)
(7) Box 6-Vehicle License Number
(a) Enter the license plate number which is on the vehicle at the time of the stop.
(b) Enter the month and year the license is registered in numerical order.
(c) Enter.the name of the state issuing the license.
(8) Box i - Unusual Features or tuamage. List visible damage noted from the vehicle
or other noticeable features (no rear bumper, no tail lights, etc.).
b. Back Side
(1) Box 8 -Associates, Address, City: List the name of any person with the subject of
the report, including home address if known. If more than one associate is present,
use a separate card and complete boxes 8-13 on each associate. Attach all cards
and submit as a group.
(2) Box 9 - Sex, Race, Age, Height, Weight, Hair, Eyes, Build, Complexion of
associate.
(3) Box 10 - Date of Birth: Month, Day, and Year in numerical order. Marks, scars,
tattoos, teeth, deformities, noticeable oddities of associate.
(4) Box 11 - Any Additional Information: List additional information not included
elsewhere on the report such as complaint numbers, description of tools,
comments made, etc. This box can also be used to list the DL number and state
of associates, if obtained.
(5) Box 12 - Suspicious/Criminal Activity: Describe observations or actions which
arouse your suspicion or a specific criminal activity involved. (Example: Observed
at the rear of the business complex with a screwdriver in his possession).
(6) Box 13
(a) Officer ID#- Legibly indicate name and ID number.
FIELD REPORTING SYSTEM
90
CSPD POLICY MANUAL-FIELD REPORTING SYSTEM
(b) District - Indicate the district where the stop or observation was made.
(c) Date- Indicate the month, day, and year of the stop or observation.
(d) Time - Indicate the exact time the stop or observation was made in military
hours.
4. Control of FIRs - The records section shall have the responsibility for the indexing, filing, and
maintenance of all FIRs.
a. All FIRs shall be maintained in a physically secure location, accessible only to law
enforcement personnel conducting official police business. The FIRs shall be kept
separate from the central record files and classified as closed records except as stated.
b. Access to FIR files shall be available to department employees who are trained to search
for such information on a 24 hour basis. Access and dissemination to other law
enforcement agencies shall be restricted to 8:00am to 5:00pm, Monday through Friday.
Request from other law enforcement agencies shall be handled by employees of the
records section or their supervisors.
c. Each morning the records section shall make copies of all FIRs submitted since the
previous morning for the Criminal Investigations Division. These copies shall be available
for the morning briefing of investigators.
d. FIR files shall be indexed and retrievable by full name, date of birth, vehicle description,
and vehicle license number.
5. Purging of FIRS
a. FIRs shall be reviewed on a calendar year basis by the records section. The records
section supervisor shall have the authority to purge and destroy entries which no longer
appear to serve as a valid source of information.
b. All other FIRs, including master name index cards, vehicle files, and any other file
associated with the FIR shall be purged and destroyed after a three (3) year period,
beginning January 1 of the forth (4th) year following submission of the report.
6. General
The Field Information Reporting System shall be used to disseminate current information on
criminal suspects to investigative personnel and officers assigned to the patrol division. It shall
further be utilized by assigned personnel to develop criminal information bulletins and persons of
interest bulletins.
FIELD REPORTING SYSTEM
91
CSPD FIELD INFORMATION REPORT FORM
(FRONT)
FIELD INFORMATION REPORT #
1. STOPPED AT
SEEN AT
2.NAME ADDRESS CITY
3. SEX RACE AGE HGT WGT HAIR EYES BUILD COMPLEXION
4. DATE OF BIRTH MARKS/SCARS OR PERSONAL ODDITIES
5. VEH. COLOR TOP/BOTTOM YEAR MAKE MODEL TYPE
6. VEH. LICENSE NO. YEAR STATE PLEASE NOTE UNUSUAL
FEATURES OR DAMAGE
7.
(BACK)
8.ASSOCIATES w/SUBJECT ADDRESS CITY
9. SEX RACE AGE HGT WGT HAIR EYES BUILD COMPLEXION
10. DATE OF BIRTH MARKS/SCARS OR PERSONAL ODDITIES
11.ANY ADDITIONAL INFORMATION
12. SUSP/CRIMINAL
ACTIVITY
13.OFFICER(S) D.S.N. BEAT DATE TIME
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COLLEGE STATION POLICE DEPARTMENT
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CHAPTER TITLE: RECRUITMENT/SELECTION
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SEP 25'1987
CSPD POLICY MANUAL-RECRUITMENT/SELECTION
The positive recruitment selection, and placement of high caliber personnel, not just the
elimination of the least qualified, should be the intent of any good recruitment and selection
process. Positive recruitment and selection will assist the department in achieving its mission
through a lower turnover rate, fewer disciplinary problems, higher morale, improved community
relations, and increased efficiency and effectiveness.
POLICY:
It is the policy of this Department to identify, recruit, select and assign the highest caliber of
personnel available in a manner that is equitable, nondiscriminatory, and consistent with state
and federal statutes, city policy, and Affirmative Action/Equal Opportunity guidelines.
While the procedures outlined in this chapter apply specifically to sworn personnel, the training
section shall coordinate with the city personnel department, bureau commanders and division
heads as it relates to all hiring and selection functions within the department.
A. PROCEDURES: RECRUITMENT
1. Administrative Responsibility
Recruitment-The recruitment responsibility shall lie with the training section of the department.
A recruiting coordinator, appointed by the chief, shall be. responsible for the actual recruiting
process. The recruiting coordinator shall answer to the supervisor of the training section. The
recruiting coordinator shall act as liaison with the city personnel department where recruiting
responsibilities are shared.
2. Recruitment Guidelines
a. The training section shall initiate and maintain an active recruitment program to compete
with other employers in attracting qualified personnel for actual or forecasted vacancies
within the department.
b. The recruiting coordinator and others assigned to the recruiting function shall be familiar
with the areas of:
(1) Equal Employment Opportunity/Affirmative Action guidelines.
(2) agency salaries, benefits, and opportunities.
(3) techniques of record keeping and candidate tracking.
(4) applicable federal and state statutes.
(5) different ethnic and cultural groups within the community.
(6) recruitment programs of neighboring jurisdictions.
(7) other factors that assure a fair and unbiased recruitment process.
c. The department encourages all employees to become involved in the recruiting process
by making the recruiting coordinator aware of well qualified candidates. Employees
should also encourage qualified persons to apply for openings within the department.
d. Whenever possible and practical, minority personnel shall be actively included in the
recruitment process.
RECRUITMENT/SELECTION
92
CSPD POLICY MANUAL-RECRUITMENT/SELECTION
the department.
d. Whenever possible and practical, minority personnel shall be actively included
in the recruitment process.
3: Recruitment Process
a. When positions occur within the department the city personnel department shall
prepare and distribute appropriate job announcements. Job announcements
shall:
( 1 ) be filed at least 10 days prior to any application filing deadline.
(2) contain a precise and accurate description of the duties, responsibilities,
requisite skills, educational level, and physical requirements for the
positions to be filled.
(3) be sent to local service organizations such as Lions Club, Rotary, Kiwinas,
etc., with a request for referrals.
(4) be advertised through the mass media within the budget constraints of the
department.
(5) have the application filing deadline indicated in bold print.
b. When practical and within budget and manpower limitations, recruiters shall
recruit on site at appropriate locations such as the TAMU campus, Blinn College
Campus, Sam Houston State campus, high school career days, shopping malls, and
community service organizations.
4. Affirmative Action/Equal Employment
a. This department shall provide equal employment opportunities without regard to
race, color, religion, sex, or national origin. This policy relates to all phases of
employment, including but not limited to: advertising, recruiting, employment,
placement, promotion, transfer, leave of absence, termination, rate of pay,
selection for training purposes, use of facilities, vacation, and holidays.
Equal Employment Opportunity also applies to those with physical disabilities.
Physical disabilities are disregarded unless those disabilities prevent
performing essential basic tasks of a job.
b. All employment applications, recruitment materials, and recruitment
advertisements shall advertise that this department is an Equal Opportunity
Employer.
c. At the beginning of each fiscal year the supervisor of the training section shall
prepare a written report for the chief indicating the percentage of the following
categories of sworn employees and civilian employees to total employees.
(1 ) white
RECRUITMENT/SELECTION
93
CSPD POLICY MANUAL-RECRUITMENT/SELECTION
(2) black
(3) hispanic/other
(4) female
5. The Application Process
a. No Positions Open - Prospective applicants who come to the department seeking
information about job opportunities or seeking to apply for employment shall be
referred to the city personnel department. There the applicant shall be given a
list of the eligibility requirements and asked to complete a preapplication contact
card giving his name, home and business address, home and business phone. The
applicant shall be advised that when a opening becomes available he will be sent a
notice to come to the personnel department and pick up an application packet.
b. Positions Open
(1 ) Prospective applicants coming to the PD or the city personnel department
in response to advertised openings or as a result of having completed a
preapplication contact card shall be given an application packet with
appropriate instructions for its completion and return to the personnel
department. The application shall have the application deadline boldly
indicated on the front of the application or conspicuously indicated in the
literature given to the applicant. Along with the application the applicant
shall be provided with a packet containing at least;
(a) a copy of the selection process flow chart, estimate of the expected
duration of the selection process, and the application filing deadline.
(b) written notice of the procedures for reapplication, retesting, and
reevaluation of candidates who are disqualified during the selection
process or not appointed to probationary status.
(c) a copy of the questions to be used in the polygraph examination.
(d) personal history information forms to be completed by the applicant.
(2) Applicants shall be notified by the city personnel department within fifteen
working days of the receipt of their application that the application has
been received and the date, time, and place of the written examination.
(3) The city personnel department shall send a copy of each application
returned to the recruiting coordinator for record keeping purposes.
(4) The recruiting coordinator shall maintain contact with each applicant at
least every fifteen days during the recruiting and selection process to
advise the applicant of the status of his application. Applicant contacts shall
be documented and logged.
(5) Applications shall not be rejected because of omissions or deficiencies that
can be corrected prior to the testing or interview process.
B. PROCEDURES: SELECTION
1 . Administrative Responsibility
The responsibility of coordinating the selection process shall lie with the training
RECRUITMENT/SELECTION
94
CSPD POLICY MANUAL-RECRUITMENT/SELECTION
section of the department. A recruiting coordinator, appointed by the chief, shall be
responsible for coordinating the actual selection process. The recruiting coordinator
shall answer to the supervisor of the training section. The recruiting coordinator shall
act as liaison with the city personnel department where selection responsibilities are
shared.
a. The city personnel department shall:
( 1 ) administer and score the police officer entry level selections tests as
developed by the Texas Commission on Law Enforcement Officer Standards
and Education.
(2) document any written tests used in the selection process as having validity,
utility, and a minimum adverse impact.
(3) ensure validity of all selection process criteria in one or more of the
following ways:
(a) criterion related validation.
(b) construct validation.
(c) content validation.
(4) maintain on file any records and data used to monitor adverse impact and
validity of the selection process.
(5) ensure that all elements of the selection process, whether administered
internally or by a private-sector organization or vendor, meet the
requirements of validity, utility, and minimum adverse impact.
b. The training section shall:
(1 ) coordinate the selection process, scheduling candidates for the various
phases, other than the written test.
(2) ensure that selection materials are locked and secured from unauthorized
access when not in use.
(3) ensure disposal of any unwanted selection materials in a manner that
prevents disclosure of the information therein. Disposal shall be by
burning or shredding.
c. The personnel department and training section shall work together to:
(1 ) ensure that all elements of the selection process be administered, scored,
evaluated, and interpreted in a uniform manner.
(a) Operational elements of the selection process, such as time limits,
oral instructions, practice problems, answer sheets, and scoring
formulas, shall be clearly set forth and carried out identically for all
candidates.
(b) All candidates, regardless of previous employment or experience,
shall be subject to the same selection process.
(2) minimize adverse impact in the selection process. Adverse impact should
be measured by:
(a) calculating the selection rate of each group by dividing the number of
persons selected from the group by the number of candidates from that
RECRUITMENT/SELECTION
95
CSPD POLICY MANUAL-RECRUITMENT/SELECTION
group. A candidate is any person who has indicated an interest in
being considered for employment by completing and returning a
formal application. A person who voluntarily withdraws, either
formally or informally, at any stage of the selection process is no
longer a candidate for purposes of computing adverse impact.
(b) observe which group has the highest selection rate.
(c) divide the selection rate for each group by the rate for the highest
group.
(d) observe whether the selection rate for any group is less than 80
percent of the selection rate for the highest group.
[ If (2)(d) above is true, adverse impact may be indicated unless a test of statistical
significance indicates otherwise. The calculation should be based on a significantly large
number of cases to be statistically significant. ]
(3) ensure that personnel who are representative of the race, sex, and ethnic
groups of the community be used to carry out the selection process
whenever possible.
(4) evaluate the selection process on an annual basis in terms of its
effectiveness in selecting the best qualified candidates in a fair and equitable
manner. All circumstances concerning the evaluation of validity, utility,
and adverse impact should be considered along with a review of recent
literature and case law on selection, equal employment opportunity, and
related selection issues. A written report of the evaluation shall be
prepared by the recruiting coordinator and sent to the chief through the
chain of command.
2. The Selection Process
The selection process consists of twelve (12) separate and distinct procedures. These
are, in the order of their occurance; application, written test, physical fitness test,
fingerprint check, personal history check, oral interview, background investigation,
polygraph exam, psychological exam, medical exam, interview with the chief, and final
selection.
a. Although selection is based upon the successful completion of all of the above
listed procedures, the nature of the selection process allows any single procedure
other than the polygraph examination to result in the elimination of a candidate
for further consideration.
(1 ) Any candidate not eligible for employment on the basis of any single
procedure shall be notified in writing, by the personnel department, of the
specific reason within fifteen calendar days.
(2) Candidates who fail any part of the selection process shall be notified in
writing by the personnel department, that they will be eligible to reapply
for employment no sooner than twelve months from the date of the rejected
application.
(a) Re-application shall not be permitted unless openings for the position
exists or an eligibility list is being considered
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(b) Candidates disqualified for reasons of prior felony convictions, non-
correctable physical problems, or other non-correctable selection
criteria need not reapply.
(3) Records of candidates not eligible for employment shall be maintained by
the city personnel department in accordance to federal, state, and local
requirements.
b. There will be candidates who successfully complete all selection procedures and
not appointed to probationary status due to a limited number of openings.
(1 ) Candidates who successfully complete all selection procedures shall remain
eligible for employment for twelve months from the completion of the
selection process. An updated background investigation shall be necessary
on eligible candidates not employed within 90 days. After twelve months
the selection process must be initiated again.
(2) Eligible candidates not appointed to probationary status due to limited
positions shall be notified of such in writing, by the personnel department,
within fifteen days and advised that their eligibility is valid for twelve
months. The candidate shall also be advised that their name will be
maintained on a department eligibility list.
(3) The city personnel department shall maintain the records of all candidates
eligible for employment.
c. The selection process is designed to allow the department to obtain qualified
personnel to fill specific needs. The determination of the attributes and skills
that a candidate' should possess and who will be selected for employment is the
responsibility of the chief.
3. Eligibility Requirements
All physical and age requirements for entry-level sworn positions shall meet the
requirements of validity, utility, and minimum adverse impact.
a. All persons employed as officers of this department shall:
( 1 ) be at least 21 years of age.
(2) be proportionate in height and weight as determined by a licensed physician.
(3) be free from deformities, mental or physical defects, or conditions of
disease that would interfere with the performance of regular police duties.
(4) have minimum vision of 20/100 in both eyes, correctable to 20/20 and
not color blind.
(5) be able to pass a medical/physical examination by a licensed physician
pertaining to age, height, weight, sight, hearing, agility, and other
conditions.
(6) be a high school graduate or have obtained a GED equivalent. Two years of
college credit is preferred.
(7) not have been convicted of:
(a) any felony offense.
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(b) any "Class A" misdemeanor or its equivalent.
(c) any "Class B" offense or its equivalent within the last twelve months.
(d) any "Class C" offense, other than minor traffic violations, within the
last six months.
(e) any DWI offense within the past two years.
(8) have a good driving record according to current Department of Public Safety
files and policy standards of the City of College Station for insurance
purposes.
(9) be of good moral character.
(1 0) not have been dismissed from public service employment or discharged
from the military under dishonorable conditions or resigned to avoid such.
(1 1 ) not be addicted to the use of alcohol or drugs. Applicants who have used any
hard drugs are not acceptable unless the drug was prescribed by a licensed
physician. Marijuana usage on an experimental basis only is acceptable.
Experimental usage is considered to be the testing to determine the effect of
marijuana. Once the effect has been determined, the use is no longer
experimental. Candidates having experimented with marijuana within 90
days prior to the date of application are not acceptable.
4. Selection Procedures
a. Application - see section A 5 for detail of the application process.
b. Written Aptitude Test
( 1 ) The test administered shall be the police officer entry level selection test as
developed by the Texas Commission on Law Enforcement Officer Standards
and Education.
(2) Candidates must achieve a score of no less than 70% on the written exam.
(3) Candidates who fail to achieve a passing score shall be disqualified from
further testing. These candidates may reapply in accordance with section
B2a(2) of this chapter.
(4) While taking the written test candidates shall be disqualified for looking at
another's test, discussing questions or answers, or attempting to obtain
answers in any other manner.
c. Physical Fitness Test - The CSPD physical fitness course is designed to test the
candidate's strength, endurance, coordination, and ease of movement by realistic
obstacles and activities that may be encountered in the actual performance of
regular police duties.
( 1 ) Blood Pressure Screen
(a) EMT certified members of the College Station Fire Department will
administer blood pressure checks on each candidate before and after
sections one and two of the course.
(b) A resting blood pressure of 140/90 or less is required to permit
running of the course.
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(2) The physical fitness course shall consist of the following:
(a) Section One - Within a time limit of one minute and forty-five
seconds the candidate shall, starting from a sitting position in a patrol
car, exit the vehicle and run a course consisting of a serpentine, 30"
barrier, 48" barrier, 72" barrier, and a 380 yard run.
(b) Section Two - within a time limit of eleven seconds the candidate shall
move a 150 pound object a distance of 50 feet.
(c) Section Three - Candidates shall be required to hold a department
issued shotgun to their shoulder with one arm, maintaining a firing
position for 15 seconds. Candidates shall "dry fire" an empty
department issued revolver six times, double action, while holding it
fully extended in front of the body with one hand, transfer the weapon
to the other hand and repeat the process, all within 15 seconds.
d. Fingerprint Check - After completing the physical fitness test candidates will be
scheduled to come to the department where they shall be fingerprinted and
photographed. Fingerprints shall be checked through the FBI and Department of
Public Safety.
e. Personal History Check
(1 ) A check of each candidate's personal history, based upon information
supplied by the candidate in the application packet shall be conducted.
(2) The personal history check may be grounds for disqualification of a
candidate if it reveals appropriate facts and information.
f. Oral Review Board
( 1 ) The Oral Interview
(a) A set of uniform questions, a defined set of personal attributes, and a
uniform rating scale shall be used. The rating scales shall be
standardized to permit valid and useful distinctions among candidates
and their expected job performance.
(b) Results of the oral interview shall be recorded on standardized forms.
(c) Once impaneled, the review board shall remain intact to complete the
review of all candidates.
(2) The Interview Panel
(a) The interview panel shall consist of three sworn members appointed
by the chief. One member shall be appointed to chair the panel for
each group of candidates.
(b) The officer conducting background investigations may participate in
the interview but shall not score the candidate.
g. Background Investigation
( 1 ) A thorough background investigation shall be performed on each candidate
by the recruiting coordinator with assistance from the Criminal
Investigation Division when appropriate.
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(2) Only sworn personnel trained in collecting the required information shall
be used to conduct background investigations.
(3) The background investigation shall include:
(a) verification of information supplied on the application.
(b) verification of the candidate's qualifying credentials.
(c) a review of the candidate's criminal history, if any, through
TCIC/NCIC.
(d) a review of the candidate's driving record, if any.
(e) a check of the candidate's financial credit history.
(f) verification of at least three personal references of the candidate.
(g) contact with police agencies in cities and towns where the candidate
has lived.
(h) a review of the candidate's employment history.
(i) a review of the candidate's medical history.
(j) personal contact, whenever possible, with references, neighbors,
family, school administrators, etc., of the candidate.
(4) Investigators shall use whatever legal means that are at their disposal,
including teletype, computers, agency records, phones, personal contacts,
etc., to thoroughly verify and investigate information.
(5) Investigators shall follow leads and information to further the scope of the
investigation and are not limited by the information supplied on the
application.
(6) verification of all information shall be supported by written notations.
(7) a record of each candidate's background investigation shall be maintained on
file for at least five years.
(a) files of candidate's placed on probationary status shall be maintained
by the administrative assistant to the chief.
(b) files of unsuccessful candidates shall be maintained by the city
personnel department.
h. Polygraph Examination
(1 ) The polygraph examination shall be administered only by persons licensed
by the Texas Board of Polygraph Examiners.
(2) The direct results of the polygraph by itself shall not be used as a single
determinant of employment.
(3) An admission during pre-test, test, or post-test interviews, coupled with
other information gathered in the selection process, may be sufficient to
disqualify a candidate.
i. Examination of Emotional Stability and Psychological Fitness
(1 ) Only qualified professionals shall assess the emotional and psychological
condition of a candidate.
(2) A battery of tests, including the Minnesota Multiphasic Personality
Inventory, shall be administered to each candidate.
(3) A record of the results of the tests shall be maintained on file at the
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department or the city personnel department, depending on whether or not
the candidate is appointed to probationary status.
j. Medical/Physical Examination - A medical and physical examination shall be
given to each candidate to check for general health, fitness, and conditioning.
Results shall be evaluated according to the candidate's height, weight, and age and
based on procedures that are valid, useful, and nondiscriminatory.
( 1 ) Only a licensed physician shall determine the general health and physical
fitness of a candidate.
(2) A drug screening examination to fairly determine the recent use of illegal
drugs shall be administered.
k. Interview with the Chief of Police - Candidates successfully completing all
phases of the selection process shall be scheduled for an interview with the Chief
of Police.
I. Final Selection - The chief, based upon the results of the selection process and
his personal interviews, shall make the final determination as to which
candidates are appointed to probationary status.
5. Appointment to Probationary Status
a. Duration of Probation - Candidates employed by the department shall remain on
probation for a period of no less than eighteen months as follows:
( 1 ) For the period of time the employee is in training he will be on "Recruit
Officer" status,
(2) Once out of the FTO program and assigned to solo patrol the officer shall be
on "Probationary Officer" status for the remainder of the probationary
period.
b. Extension of Probation - The eighteen month probationary period may be
extended for:
(1 ) need of remedial or continued training.
(2) personal problems, provided counseling or other means of correction are
actively being pursued and resolution is anticipated.
(3) disciplinary problems that appear to be correctable.
c. Expectations of Probationary Employees - Employees on probation must
successfully:
( 1 ) attend and successfully complete the basic academy if basic certification
from TCLEOSE is not already held.
(2) successfully complete the department field training program.
(3) function in a proficient and professional manner to the satisfaction of
department management.
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d. Probationary Evaluations - Employees on probationary status shall be evaluated
as follows:
( 1 ) While in the field training program in accordance with the FTO Manual.
(2) Once out of the field training program in accordance with the department's
employee evaluation standards.
(3) Probationary employees shall be allowed to contest their performance
reports during the probationary period by following the procedures
outlined in this manual in the chapter entitled Grievances.
e. Appointment to Full Status - Employees successfully completing probation shall
be appointed to full status. The appointment rate of candidates from probationary
status to full status shall meet the requirements of minimum adverse impact.
•
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COLLEGE STATION POLICE DEPARTMENT
SELECTION PROCESS FLOW CHART
/ /
APPLICATION ) \..
DISQUALIFIED
I
WRITTEN EXAMINATION ) ( DISQUALIFIED
PHYSICAL FITNESS EXAMINATION )
DISQUALIFIED
FINGERPRINT CHECK 1 DISQUALIFIED
J
l 1 1
PERSONAL HISTORY/DRIVING RECORD DISQUALIFIED
. J
ORAL INTERVIEW DISQUALIFIED
1
BACKGROUND INVESTIGATION DISQUALIFIED
J
1
POLYGRAPH EXAMINATION DISQUALIFIED
J
1 1
PSYCHOLOGICAL EXAMINATION DISQUALIFIED
J
I
MEDICAL EXAMINATION 1 DISQUALIFIED
1 1 /-
INTERVIEW
INTERVIEW WITH CHIEF OF POLICE DISQUALIFIED
J /
1
i HELD FOR FUTURE
CONSIDERATION SELECTED
J
COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: VEHICLE TOWING/IMPOUNDMENT
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1 , 1987
REVIEW DATE: October 1 , 1988
CHIEF OF POLICE: DATE:
.-714‘64-1' SEP 2 5 1987
CSPD POLICY MANUAL-VEHICLE IMPOUND AND TOWING
POLICY:
It is the policy of this department to establish guidelines for the towing and impoundment of
vehicles while adhering to applicable state and federal statutes. The following procedures shall
be used by officers when for any reason it becomes necessary to assume custody and/or control
over any motor vehicle.
The following procedures do not apply to the towing of junked or abandoned vehicles. Towing of
junked or abandoned vehicles is covered in a separate chapter of this manual.
PROCEDURE
1. Authorization to Tow a Vehicle - Officers have the authority to have vehicles towed from
public property and roadways by a bonded wrecker service to a facility for safe keeping under the
following conditions:
a. The vehicle has been left unattended and the presence of the vehicle constitutes an
obstruction or is hazardous to the normal flow of traffic.
b. The vehicle is disabled and the person responsible for or in charge of the vehicle is not
available or is unable to provide for the appropriate removal.
c. The vehicle is left unattended in a tow-away zone as specified by city ordinance.
d. The vehicle is on public property and is blocking an entry or exit to a public or private
driveway.
e. A court impound order has been issued.
f. The operator is taken into police custody and there is no other person to take control and
custody of the vehicle. If the vehicle is on the private property of the operator when the
arrest is made (for example a driveway),the vehicle shall not be towed.
g. The vehicle has been involved in a criminal offense and is being impounded as evidence.
h. Any community caretaking function that requires the department to take control of a
vehicle. This encompasses situations where the owner or operator is not available or
capable of providing proper custody, control, or security of the vehicle.
The vehicle owner shall be responsible for any costs incurred as a result of towing and/or storage
of their vehicle. The only exception to this would be an incident where the operator of a vehicle
was arrested for DWI,the vehicle towed, the operator was not charged, and no traffic citation was
issued.
2. Assisting Public in Having Vehicles Removed from Roadway - Officers are encouraged, as a
public service,to assist stranded and disabled motorist in every way possible.
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a. When assisting the public, officers shall contact dispatch and give their location, the
reason for the assist, and the LP of the vehicle.
b. If a wrecker is needed, the operator of the vehicle shall be asked if they wish to use a
particular wrecker service. Any company requested by the operator must have a permit
to operate a wrecker service and tow vehicles within our city limits.
c. If a specific wrecker service is not requested, the officer shall contact dispatch and
request the next wrecker on rotation assignment. The officer shall not recommend a
specific wrecker service or quote cost estimates.
3. Exceptions to Requesting a Particular Wrecker Service - Officers may request a specific
wrecker service under the following circumstances:
a. A fleet accident has occurred and a specific wrecker service has been designated to tow
department vehicles or a city vehicle needs to be towed.
b. When contract bids have been assigned to specific wrecker services for towing of
vehicles that have impound orders placed on them by a court.
c. When the officer feels that the particular situation can best be handled by a specific
company due to physical location, nature of equipment needed or vehicle being towed, or
urgency in preserving life or property in an emergency.
4. Vehicle Inventories
a. When an officer is assisting a citizen by having dispatch contact a wrecker service and
standing by until the wrecker arrives, that officer may conduct a visual inventory of the
vehicle
b. Vehicles towed or impounded under authority of this department shall have a complete
vehicle inventory conducted by the officer having the vehicle towed. A completed
inventory sheet shall be attached to the report.
Officers shall keep in mind that an inventory is not a search and should not be used as
such. If probable cause for a search exists, a search warrant should be obtained.
(1) All areas of the vehicle that are accessible without having to be forced open shall
be inventoried.
(2) Locked areas of the vehicle shall not be inventoried unless the officer has a key
that will allow entry to these areas.
(3) When making an inventory of a locked vehicle or areas of a vehicle that are locked
and not accessible the officer shall make a visual inventory, listing the items of
value that are in plain sight. Locked areas not accessible to the officer shall be •
noted on the inventory form.
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5. General - Officers are expected to use good judgement and discretion as it relates to the
towing of vehicles to prevent situations that could place the department in an unfavorable position
or that could result in excessive expense to the operator of the vehicle.
a. Vehicles that are owned and operated by state or federal government agencies and
display a government license plate, shall not be towed unless they present an immediate
threat to the safety of other motorists. These vehicles include military vehicles, US Mail
vehicles, etc. Officers needing these vehicles removed shall contact the controlling
agency and make arrangements for removal. Officers who feel that a situation exists that
warrants the towing of one of these vehicles should consult with their immediate
supervisor prior to having the vehicle towed.
b. Very large vehicles that can be driven by the operator can be driven "in-tow" to the
department or a place of secure storage until someone can take custody of the vehicle.
This pertains to tractor/trailer rigs, large trucks, farm machinery, heavy equipment, etc.
c. Physical control of a vehicle that is to be towed shall be released to the wrecker service,
by the officer at the scene, at the time the wrecker stops and is in a position to hook onto
the vehicle.
d. If an officer has requested a rotation wrecker and the operator of the vehicle returns prior
to the arrival of the wrecker, the officer shall cancel the request for the wrecker. That
wrecker service shall be returned to the top of the rotation list by dispatch.
(1) If the officer has already released custody of the vehicle to the wrecker service, the
operator of the vehicle shall be responsible for any arrangements with the wrecker
service concerning the release of the vehicle. Officers shall not become involved in
these transactions.
(2) In the event that a disagreement between the vehicle operator and the wrecker
service cannot be resolved at the scene, the officer shall advise the wrecker
service to tow the vehicle. The officer shall then advise the operator of the vehicle
to pursue a settlement through the civil process.
e. Vehicles being towed pursuant to a municipal court impound order shall not be released
to the owner. The owner may obtain the vehicle from the wrecker service storage
location upon clearing up their record with municipal court. Officers shall advise the
wrecker operator of this situation.
f. Officers requesting a wrecker to tow a vehicle will stand by until the wrecker arrives,
protecting the vehicle with their patrol unit and activated emergency lights if necessary.
The wrecker service shall be given 30 minutes to reach the location.
(1) After 30 minutes a second rotation wrecker shall be called. Dispatch shall record in
the log that the first wrecker failed to respond within the allotted time period. When
making the call to the wrecker service dispatch shall verify that the service can
respond within the 30 minute time period and request an estimated time of arrival at
the scene. Dispatch shall then relay this estimated time of arrival to the officer
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CSPD POLICY MANUAL-VEHICLE IMPOUND AND TOWING
requesting the wrecker.
(2) After the second wrecker has been called, the officer shall not allow the first
wrecker to tow the vehicle. The first wrecker called will go to the bottom of the
rotation list of wreckers to be called.
(3) Wrecker operators who arrive at the scene under the influence of alcohol or drugs
shall not be allowed to tow a vehicle.
(a) Officers may arrest such operators and have their wrecker towed by another
company or contact the arrestee's company and have the wrecker picked up
immediately.
(b) Officers shall notify their immediate supervisor who shall forward a
memorandum to the chief, through the chain of command, requesting that the
involved wrecker service be removed from the rotation list and their permit be
suspended or revoked.
g. Officer's assisting a motorist shall not wait past the allotted time for the wrecker to arrive
unless the vehicle in question constitutes a traffic hazard.
h. Once the wrecker(s) have arrived and assumed custody of the vehicle, the officer shall
notify dispatch that custody of the vehicle has been turned over to the wrecker service.
When more than one wrecker is involved the officer shall notify dispatch which vehicle
was towed by which wrecker by the LP of the towed vehicle.
i. When a departmental tow is initiated and the owner or operator of the towed vehicle is
not at the scene, dispatch shall, at the request of the officer, run a registration check and
attempt to contact the registered owner of the vehicle to advise them that the vehicle has
been towed and where it may be picked up. In the event a vehicle is not claimed within
48 hours, the records section shall send a certified notification letter to the registered
owner advising the vehicle description, where the vehicle is stored, why it was
impounded, and the proper procedures for obtaining the release of the vehicle. Vehicles
which are not claimed will become the property of the towing company in accordance with
state statutes.
j. Registered owners or controlling persons may obtain possession of towed vehicles in all
cases except those which occurred as a result of a municipal impound order or when a
lawful hold order has been placed on the vehicle for investigative purposes. Any hold
shall be indicated in the officer's report, indicating the authority and purpose of the hold.
Owners must come to the department and sign a property release form, arrange for
payment of any outstanding fines, and present a copy of the property release to the
towing service in order to claim their vehicle.
k. Vehicles impounded for investigative purposes shall be towed to the vehicle impound
area at the department. The vehicle shall not be released without permission of the
investigator assigned to the case or a court order.
I. The supervisor of the Special Services Division is responsible for ensuring that wrecker
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CSPD POLICY MANUAL-VEHICLE IMPOUND AND TOWING
services requesting to be on the department rotation list are permitted, inspected, and
informed of department rules and regulations governing their operation. This supervisor
shall be responsible for placing wrecker services on the rotation list.
m. Dispatch shall be responsible for maintaining a logs of all vehicles towed within the city
limits. This log shall indicate the:
(1) date and time vehicle was towed.
(2) name of wrecker service towing the vehicle.
(3) make and LP of towed vehicle.
(4) location the vehicle was towed from.
(5) reason the vehicle was towed.
n. An officer shall not drive the vehicle of another person, as it relates to this chapter, except
in an emergency or life threatening situation.
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COLLEGE STATION POLICE DEPARTMENT
POLICY MANUAL
CHAPTER TITLE: EVIDENCE & PROPERTY CONTROL
DATE OF ISSUE: September 28, 1987
EFFECTIVE DATE: October 1 , 1987
REVIEW DATE: October 1 , 1988
•
CHIEF OF POLICE: DATE:
G `moi" SCP 2 1987
CSPD POLICY MANUAL-EVIDENCE&PROPERTY CONTROL
The seizing and storage of items as evidence or found property is fundamental to police work.
The following procedures are provided to create an efficient and effective system of control. It is
the intent of these procedures to provide security for property under departmental custody and to
maintain a proper chain of custody on items of evidence. These procedures also provide
guidelines on when and how property or evidence is to be seized by an officer, proper methods of
recording and storage, and the responsibilities of the property officer in managing the property
and evidence rooms.
POLICY:
It is the policy of this department to maintain specific property and evidence rooms to facilitate the
storage, control, and disposition of all items of evidence and property lawfully seized and taken
into custody by this department.
PROCEDURE:
1. Responsibility-The responsibility for the control and care of property held by the department
and evidence taken into custody by the department shall lie with the Evidence/Property section of
the Technical Services Division.
a. The division commander of the Technical Services Division shall be responsible for the
management activities pertaining to property and evidence.
b. The property officer is accountable for the control of all property and evidence accepted
by or stored in the department's property and/or evidence rooms.
c. At least once each month the Technical Services Division commander shall conduct an
inspection designed to ensure adherence to procedures used for the control of property
and evidence.
d. In the event a new property officer is appointed,the new property officer and the outgoing
property officer shall jointly conduct an inventory of property to ensure that records are
correct and properly documented.
e. Once each year, an inventory audit of property shall be conducted by a supervisor not
routinely or directly connected with control of property.
f. Unannounced inspections of the property and evidence storage areas shall be conducted
at least twice each year by the chief or his designee.
g. Only persons authorized by the chief shall have access to the property and evidence
storage rooms. Control shall be maintained through the issue of keys and access cards.
2. Classification of Property
a. Evidence -All property identified as related to a crime or possible crime.
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CSPD POLICY MANUAL-EVIDENCE&PROPERTY CONTROL
b. Non-evidence
(1) Found Property- Property for which no known owner is identified or for which the
owner is known but was not present at the scene to claim the property.
(2) Custodial Property - Property which may be placed in the custody of the
department to preclude a potential offense, harmful effect to the owner, or personal
loss.
(3) Unclaimed Property - Property which has been abandoned and the owner cannot
be satisfactorily determined or has failed to claim the property within sixty days of
notification by the department.
c. Department owned property
3. Reclassification of Property
a. Non-evidence to Evidence - Property entered as non-evidence and later determined to be
connected with a crime shall be re-entered as evidence by the investigator responsible
for the case.
b. Evidence to Non-Evidence - Property entered as evidence and later determined not to be
evidence shall be re-entered as non-evidence by the investigator responsible for the
case.
4. Items Not Stored Within the Property or Evidence Rooms - The following items shall be
submitted to the evidence/property section for documentation but shall not be stored within the
police building. On items of evidence it shall be the responsibility of the officer entering the item
to ensure proper procedures to maintain chain of custody.
a. Hazardous Materials/Explosives- Items in this category will require special handling. The
city fire marshal's office shall be contacted immediately for assistance in the handling and
storage of these items.
b. Animals - Pets or other animals in the possession of a person at the time of arrest shall
be released to the person's family, friend, etc. If this is not possible, the animal shall be
taken into custody and taken to the Brazos Valley Animal Shelter by an animal control
officer.
c. Bicycles - Vehicles, bicycles, motorcycles, and other appropriate items shall be stored in
the fenced security area behind the department building.
5. Property Entry Procedures
a. Officer Responsibility
(1) A properly completed evidence/property card (CSPD REP 87/23) shall be
completed on each service number issued where property is taken into custody by
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CSPD POLICY MANUAL-EVIDENCE&PROPERTY CONTROL
this department. Each item shall be numbered on the card sequentially. In the
event there are more items than can be indicated on one card, the officer shall
mark "See attached Property Continuation Form" (CSPD REP 87/3) and use that
form to list all items. There shall be no duplicate item numbers for any one case
number. If the listed items were obtained pursuant to a search warrant, the words
"search warrant", the warrant number, and the court issuing the warrant shall be
listed in the "description of property" section on the first line(s) of the
evidence/property card.
(2) Items of evidence shall:
(a) be marked in such a way that will not jeopardize or lessen their evidentiary
value.
(b) be marked in such a way that will minimize loss of value.
(c) be sealed if at all possible and the seal marked in ink with:
[1] the officer's name and ID number(printed).
[2] date and time evidence was collected.
[3] case number
[4] offense
[5] the officer's signature or initials.
(3) No person shall store, retain, keep, or otherwise cause to be held in any file, desk,
container, or other receptacle any property or evidence that has been submitted to
or seized by this department.
(4) Items needing refrigeration shall be maintained in a location that allows the chain of
custody to be maintained. Refrigerators made available for employee use shall not
be used.
(5) All officers shall diligently strive to maintain proper chain of custody of all items of
evidence by proper handling and marking of items. Officers shall cooperate with
the property officer in the completion of all necessary forms and documents to
provide a proper audit trail of items of evidence.
b. General Considerations
(1) Alcoholic Beverages
(a) When an alcoholic beverage pertains to the offense being charged, the
beverage will be logged as evidence.
(1) On cases involving a minor in possession a sample of the beverage
being consumed should be taken into evidence. If there are closed
containers in addition, they should be confiscated and taken into
evidence.
(2) On cases involving DWI all sealed or sealable containers of alcoholic
beverage in plain view should be confiscated and placed into evidence.
Empty beverage containers should also be confiscated and placed into
evidence. Empty containers should be checked to see if they are cold,
wet, dry, still have the odor of alcohol, etc., and the results noted in the
officer's report. When possible the interior of the vehicle should be
photographed, showing the containers as they were found.
(b) Legally possessed containers can be locked in a driver's vehicle and
EVIDENCE& PROPERTY CONTROL
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CSPD POLICY MANUAL-EVIDENCE&PROPERTY CONTROL
itemized in the vehicle impound inventory.
(c) If minors are being charged for possession, all of the beverages shall be
seized and logged as evidence. Coolers should not be seized unless they
have evidentiary value.
(d) Alcoholic beverages recovered from a theft or burglary shall be treated as
evidence.
(2) Narcotics and Dangerous Drugs
(a) The storage of narcotics and drugs shall be strictly controlled.
(b) The officer receiving the items shall count and weigh the drug. The items
shall be placed in a bag and sealed with tamper proof evidence tape or
seals. The count and weight shall be noted on the evidence seal.
(c) The items shall be secured in a separate locked area within the evidence
room.
(d) Narcotic and drug containers within the evidence room shall be inspected
routinely for tampering.
(3) Contraband - Any item, which by its nature or circumstances is dangerous or
unlawful to possess shall be classified as contraband. All items of contraband shall
be treated as evidence and processed accordingly.
(4) Personal Property of Deceased or Unconscious Persons - When no crime is
suspected, such property shall be submitted to the evidence/property section only
when there is not a member of the immediate family or other appropriate party to
take possession. If there is a possibility of a crime and the item in question could
possibly be evidence, that item may be seized and held as evidence until a
determination is made.
(5) Weapons
(a) All weapons shall be rendered safe by unloading before being submitted to
the property officer.
(b) If the weapon is suspected of being involved in a crime the recovering officer
may request laboratory processing.
(6) Wet/Bloody Clothing - Wet, bloody clothing or any wet item being retained as
evidence shall be air dried and placed in a paper bag before storage.
(7) Receipt for Property
(a) Property taken from arrested persons at the time of their incarceration shall
be inventoried and indicated on a log. The arrestee should sign this log
indicating its accuracy. If the arrestee refuses to sign, it shall be so noted on
the log.
(b) A receipt for property shall be given to any person from whom property is
received, whether it is seized or turned in as found property. A standard
receipt book, available from supplies, shall be used. The officer taking the
property shall indicate an accurate description of the property, including
identifying numbers. At the top of the receipt the case number shall be
indicated in the space provided for account number. The white copy shall go
to the person from whom the property is received. The yellow copy shall be
attached to the report and the pink copy shall remain in the receipt book.
EVIDENCE& PROPERTY CONTROL
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CSPD POLICY MANUAL-EVIDENCE&PROPERTY CONTROL
c. Property Officer's Responsibility
(1) The property officer shall ensure that all required forms have been properly
completed.
(2) When property is entered, the property officer shall inventory all items, verifying
number, description, and serial numbers. If the inventory requires breaking an
evidence seal, the property officer shall re-seal the container and mark"re-sealed"
and sign his name, the date, and time. Any evidence bags containing items of
value, such as money, jewelry, etc., shall be inventoried by the property officer in
the presence of a second person to verify content.
(3) At any time up to this point, the property officer may refuse acceptance by notifying
the officer's immediate supervisor that wrong or incomplete information has been
submitted.
(4) The property officer shall maintain in ink, accurate and legible found property ,
evidence, and departmental property logs.
(5) The property officer shall assign appropriate storage locations to property and enter
the location on the log and the item tag..
(6) The property officer shall maintain a chain of custody record on all items of
evidence through use of the Evidence Transfer Form (CSPD LOG 87/34) and the
evidence room log.
(a) Any officer who removes evidence from the evidence room shall sign the
evidence log and evidence transfer form, indicating the purpose for taking the
items.
(b) If evidence is taken to a lab or other facility for processing, the person taking
the evidence shall take the evidence transfer form and have the person who
receives the evidence sign for it. The evidence transfer form shall be
returned to the property officer immediately upon returning to the department.
(c) If evidence is mailed to a lab or other facility the property officer shall indicate
on the evidence room log the item numbers, date and time mailed, certified
receipt number, etc.
(d) Any items of evidence checked out by investigators shall be returned the
same day unless it remains with the prosecutor or is taken to a facility for
analysis, in which case the person receiving the property shall sign the
property release form indicating receipt of the evidence.
(e) Officers shall take all necessary precautions to ensure that a proper chain of
custody is maintained on all items of evidence.
d. Disposition and Retention of Property
(1) General Provisions
(a) For all property other than that defined in d(2), the courts will return a
disposition report directing and authorizing release.
(b) Found property may be released upon presentation of reasonable evidence
of ownership.
(c) When any property is returned to the owner, he shall sign a Property Release
Authorization (CSPD REP 87/24).
EVIDENCE& PROPERTY CONTROL
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CSPD POLICY MANUAL-EVIDENCE&PROPERTY CONTROL
(2) Found Property
(a) All found or abandoned property, , which is not contraband shall be retained
for a period of time in accordance with city ordinance, chapter 1, section 15.
(b) Disposition of all abandoned property shall be in accordance with the above
mentioned city ordinance.
(c) Destruction of handguns and illegal weapons shall be in accordance with the
above mentioned city ordinance, as well as applicable state and federal
statutes.
(d) The disposition of all found property submitted to the evidence/property
section shall be the responsibility of the property officer.
(e) Any abandoned, tangible property or property in which the owner cannot be
satisfactorily established shall be auctioned, converted to city use, or
destroyed in accordance with city ordinance.
(f) The property officer shall make a diligent effort to establish the name and
location of the owner's of abandoned and recovered property.
(g) Found firearms shall be released only to the lawful owner and only after
presentation of satisfactory evidence of ownership or upon order by a district
court.
(h) Found street signs, traffic signs, etc., that are not evidence, shall be
deposited at the city street department. No property forms need to be
completed and no entry shall be made in the property log. The officer shall
complete a short report.
(3) Prisoner's Property Held for Safe Keeping
(a) Any personal property that cannot be appropriately stored in the jail property
lockers shall be maintained in the jail facility in either the jailor's area or in the
jail kitchen refrigerator..
(b) Any personal property not released to the owner or his designee at the end of
60 days shall be disposed of in accordance with city ordinance. Owners shall
have been notified by registered mail to claim the property.
(4) Evidence
(a) Search Warrants - Items seized by search warrants shall not be released
unless ordered by the court having jurisdiction.
(b) Except for evidence seized by search warrant, the prosecutor of the case
may authorize return to the lawful owner. Stolen property held as evidence
shall be photographed upon release by the investigating officer.
(c) In criminal cases with proper disposition, evidence shall be retained for a
period of 90 days from the date of final appeal, unless the concerned
prosecutor or court has directed the property officer to retain the evidence for
a specified period of time.
(d) Property held as evidence which is identified by the department or courts as
being eligible for disposal after the prescribed holding period shall be
disposed of by:
[1] returning to the owner. A property release form (CSPD REP 87/24)
shall be completed and filed with the original case.
[2] selling at public auction. The auction shall be conducted in accordance
EVIDENCE& PROPERTY CONTROL
113
CSPD POLICY MANUAL-EVIDENCE&PROPERTY CONTROL
with established city policy and ordinances.
(3) converting to city use.
[4] destruction.
[a] Alcoholic beverages shall be destroyed in accordance with
Texas Alcoholic Beverage Commission guidelines. Alcoholic
beverages shall be destroyed in the presence of a member of the
TABC and a signed copy of the inventory filed with the original
report or the beverage will be turned over to TABC and a receipt
obtained and filed with the original report.
[b] Firearms, weapons, and ammunition shall be destroyed in
accordance with federal, state, and city statutes. See (f) below
for disposal of narcotics.
(e) Disposal of Narcotics
[1] A list of all cases in which narcotics were seized as evidence shall be
compiled along with the case disposition. A copy of the list shall be
sent to the district attorney and city attorney offices for review to
ensure that no further action is pending.
[2] After review by the district and city attorneys has determined there is
no legal reason to retain the narcotics, an inventory shall be completed
by the property officer and the narcotics shall be destroyed by the
property officer in the presence of two officers of supervisory status.
The inventory sheet shall be marked "These items destroyed (date)
(time) by: (manner of destruction)." All witnesses shall sign and date
the inventory sheet and it shall be filed with the original case.
(f) General - Final disposition of found, recovered, and evidentiary property shall
occur no more than six months after legal requirements have been satisfied.
Property for which ownership cannot be established, that is being held for
public auction, is excluded from this requirement.
(5) Department Owned Property
(a) The requisitioning and procurement of all department property shall be
through the administrative assistant. The administrative assistant shall
process request for items costing in excess of $200.00 through the city
purchasing department in accordance with established city policy.
(b) When property that has been purchased by the department arrives, it shall be
delivered to the property officer, who shall confirm the correctness of the
order, record the property in inventory, and distribute to authorized users.
(c) The commander of the Technical Services Division shall be accountable for
the proper management of all department owned property, including
expendable items, installed property, non-installed property, equipment,
vehicles, munitions, and personal-wear items owned or assigned to the
agency.
(d) Stored items shall be maintained in the department property room or other
appropriate area of the department.
(e) The operational readiness of all department owned equipment, whether
assigned or stored, shall be ensured by the property officer. It shall be the
EVIDENCE&PROPERTY CONTROL
114
CSPD POLICY MANUAL-EVIDENCE&PROPERTY CONTROL
responsibility of any person to whom department property is issued, to notify
the property officer when a particular item of property is in need of
maintenance or repair. The property officer shall conduct routine inspections
of stored property to ensure the operational readiness.
EVIDENCE& PROPERTY CONTROL
115
•
COLLEGE STATION POLICE DEPARTMENT EVIDENCE/PROPERTY TAG CARD AD
(Circle one)
Offense No Date/Time Offense Felony Misdemeanor
Offense Classification
Date/Time Item(s) Recovered Location Recovered
Item(s) Found By Recovering Officer
Owner of Item(s) Address
Arrestee Race/Sex DOB
rrestee Race/Sex DOB
ITEM(S) QUANTITY DESCRIPTION OF PROPERTY(COLOR,MAKE,MODEL,WHERE RECOVERED) SERIAL NO.
Officer ID No Date/Time Placed in Evid/Storage
CSPD REP 87/23
Police Department Offense/Incident Service No.
City of College Station
Property Form (Cont.)
Property Codes: S-Stolen D-Damaged L-Lost F-Found R-Recovered
Item Code Qty. Description (size,color,model,etc.) Serial No. Value NCIC Class*
TCIC Code
Totals: Recovered Property $ Damaged Property $ Stolen Property $
`fiicer Supv.
Page of
CSPD REP 87/3
COLLEGE STATION POLICE DEPARTMENT Service No.
EVIDENCE TRANSFER FORM Offense
ITEM NUMBER (S) WERE CHECKED OUT BY: DATE: TIME:
FOR THE PURPOSE OF: SIGNATURE: .
ITEM NUMBER (S) WERE RECEIVED BY: ,
(NAME) (TITLE)
DATE: TIME: SIGNATURE:
ITEM NUMBER (S) WERE CHECKED OUT BY: DATE: TIME:
FOR THE PURPOSE OF: SIGNATURE: .
ITEM NUMBER (S) WERE RECEIVED BY: ,
(NAME) (TITLE)
DATE: TIME: SIGNATURE:
ITEM NUMBER (S) WERE CHECKED OUT BY: DATE: TIME:
FOR THE PURPOSE OF: SIGNATURE: .
ITEM NUMBER (S) WERE RECEIVED BY: ,
(NAME) (TITLE)
ATE: TIME: SIGNATURE:
ITEM NUMBER (S) WERE CHECKED OUT BY: DATE: TIME:
FOR THE PURPOSE OF: SIGNATURE: .
ITEM NUMBER (S) WERE RECEIVED BY: ,
(NAME) (TITLE)
DATE: TIME: SIGNATURE:
FINAL DISPOSITION OF EVIDENCE
COMMENTS:
m o
O >. c E a) .n
Z 2 O c 'O T a`,
U .0 L
E N = c O = 0
0 Q
,IGNATURE: DATE: TITLE:
CSPD LOG 87/34
COLLEGE STATION POLICE DEPARTMENT
EVIDENCE/PROPERTY FLOW CHART
( INITIAL REPORT
WITH EVIDENCE
(-REPORT TURNED IN-N4 EVIDENCE
TO SUPERVISOR CARD AND TAG
I I
OUTSIDE STORAGE PROPERTY LOCKER,
AREA OR EVIDENCE SLOT
EVIDENCE
RETURN TO1.-- ROOM
OWNER
DESTROY RETURN TO MAIL TO
OWNER LABORATORY
MYCfTY
AUCTION AUCTION PROSECUTING
ATTORNEY
UE
USE CRY
USE COURT
PROSECUTING
ATTORNEY
I DESTROY COURT
COURTS DISPOSITION
1
COURT
DISPOSITION
I
COLLEGE STATION PQLICE DEPARTMENT
POLICY MANUAL
J
DIRECTIVE MEMORANDA
MEMORANDUM
TO: All Personnel
FROM: Edgar Feldman, Interim Chief
DATE: May 28, 1987
SUBJECT: Directive Memorandum 87-1: Parking Citations
Effective Date: 06/01/87
Effective Time: 6:00am
Review Date: 06/01/88
Parking citations issued by officers of this Department shall be handled in the following manner:
1. The shift supervisor shall submit all parking citations to communications personnel at the end
of each shift.
2. Communications personnel shall run a registration check on each parking citation received.
The registration checks are to be run during slow work periods and in a manner not to tie up the
TELETS system for long periods of time.
3. Communications personnel shall staple one copy of the registration return to the parking
citation and place it into the ticket drop box to be routed to Municipal Court.
4. The second copy of the registration check shall be routed to the Special Services secretary
for Departmental record keeping purposes.
MEMORANDUM
TO: Supervisory Personnel, Field Operations Division
FROM: Major Edgar Feldman
DATE: August 25, 1987
SUBJECT: Directive Memorandum 87-2: Securing Blood Samples
Effective Date: 08/28/87
Effective Time: 5:00pm
Review Date: 08/28/88
All supervisors are expected to cover this directive with their employees and ensure
understanding.
Humana Hospital has been approved through the county attorney's office and will cooperate with
our agency in securing blood samples from D.W.I. suspects. Hospital personnel should be
informed that the blood test is at our request and billing should be made to the county attorney's
office, attention James Kuboviak.
Analysis of the blood sample will be made by the Department of Public Safety. Samples shall be
obtained in the tubes provided by DPS and forwarded appropriately, ensuring the chain of
custody. Make sure you verify the steps taken in your report.
Injury Fatality Accidents - Every effort should be made to ensure a blood sample is taken from
defendants who are involved in serious injury or fatality accidents. Officers shall ask the
defendant for a blood sample in these cases. If the defendant refuses, a court order from a judge
should be obtained. If the two alternatives which are mentioned above fail, a subpoena will be
issued for the hospital records, if blood was drawn by the hospital in the course of medical
treatment, and a blood alcohol content determined.
Forcibly Taking of Blood. Defendant Under Arrest- Blood shall be forcibly taken from a suspect
only in the following instances:
1. In the case of involuntary manslaughter.
2. When an officer has reason to believe that a person will die as a result of injuries
sustained in a motor vehicle accident and the driver of the vehicle causing the accident
was intoxicated at the time.
Persons Requesting Blood Tests - A person who refuses to take the intoxilyzer test will be listed
as a refusal and will not be taken to the hospital for a blood test if he so requests.
If a person has submitted to a breath test and also wants a blood test, every effort shall be made
to transport the individual to Humana Hospital for the test. Hospital personnel shall be told that
the police department shall not be responsible for the payment of the test.
THROUGH: Michael Strope, Chief of Police
MEMORANDUM
TO: All Personnel, Field Operations Division
FROM: Major Edgar Feldman
DATE: August 27, 1987
SUBJECT: Directive Memorandum 87-3: Animal Bites
Effective Date: 08/30/87
Effective Time: 5:00pm
Review Date: 08/30/88
All supervisors are expected to cover this directive with their employees and ensure
understanding.
1. Domesticated Animal Bies
a. When a dog, cat, or other domesticated animal which has bitten a human has been
identified, the owner shall be required to place the animal in quarantine for a ten day
observation period.
(1) The animal shall be taken to the Brazos Valley Animal Shelter for observation, or;
(2) The owner of the animal may designate a licensed veterinarian to observe the
animal in lieu of the animal shelter.
(3) A detailed written report of the biting incident shall be made by the officer assigned
to the call. If the animal is being observed by a veteterinarian the report will
indicate the name and address of the veterinarian.
(4) The director of the animal shelter shall be notified in writing of the release of the
quarantine by the veterinarian observing the animal.
(5) Records shall forward a copy of the report to the director of the animal shelter,
regardless of where the animal is kept for observation.
(6) An animal control officer shall be responsible for follow-up to verify that these
procedures are being followed.
b. Any exceptions to this directive shall be granted only by the director of the Brazos Valley
Animal Shelter.
2. Wild Animal Bites - No wild animals shall be placed in a quarantine facility. All wild animals
involved in biting incidents will be humanely killed in such a manner that the brain is not mutilated.
The brain shall be submitted to a Texas Department of Health certified laboratory for rabies
diagnosis.
THROUGH: Michael Strope, Chief of Police
MEMORANDUM
TO: All Personnel, Field Operations Division
FROM: Major Edgar Feldman
DATE: August 28, 1987
SUBJECT: Directive Memorandum 87-4: Reflective Vests/Traffic Wands
Effective Date: 08/28/87
Effective Time: Upon receipt
Review Date: 08/28/87
Effective immediately all Field Operations Division personnel will be equipped with reflective vests
and traffic wands. This equipment shall be used when lighting conditions and darkness reduce
the visibility of the officer working in the street (traffic direction, accident investigation, etc.).
THROUGH: Michael Strope, Chief of Police
MEMORANDUM
TO: All Personnel
FROM: Michael Strope, Chief of Police
DATE: September 10, 1987
SUBJECT: Directive Memorandum 87-5: Procedures When Alleged Sexual
Assault Has Been Reported
Effective Date: 09/10/87
Effective Time: Upon receipt
Review Date: 09/10/88
The following procedures are intended to help reduce the psychological trauma endured by
sexual assault victims. These procedures are effective immediately and will be incorporated into
the department policy manual at a later date.
1. After a patrol unit has been dispatched to the scene, CID shall be notified immediately
and a detective sent to the scene.
2. If able, dispatch shall advise the victim not to bathe, douche, urinate, change clothes, or
disturb the crime scene.
3. The responding patrol officer shall advise the victim as in #2 above, obtain suspect
information and broadcast if appropriate, and complete an offense report. Questions
directly related to the sexual assault itself shall be left to the detective assigned to the
scene.
4. The victim shall be encouraged to report to the emergency room of either Humana or St.
Joseph hospital for an examination by a physician. If the victim will allow, she shall be
transported to the hospital by the investigating detective. If possible, the victim and
detective should be accompanied to the hospital by a female officer or friend if the
investigating detective is a male.
If the victim refuses to go to a hospital she shall be advised of the availability of a Rape
Crisis Center advocate. If the victim wishes to speak with an advocate, the center shall
be contacted and the advocate given a police escort to the scene. If the victim does not
wish to speak with an advocate she shall be given the telephone number of the Rape
Crisis Center.
5. At the direction of the investigating officer, dispatch shall contact the Brazos County Rape
Crisis Center hotline at 776-7273 and advise the hotline advocate to send an escort
advocate to the emergency room that the victim is being taken to.
Dir. Memo 87-5
Page 1 of 2
If the victim has contacted the department too late for a rape kit to be performed, the
victim shall be advised of the Rape Crisis Center's services and hotline number. The
follow up investigator will then call the center to relay location, date, and time of the
sexual assault and offender information is available and appropriate.
6. When the victim is stable, a formal statement from the victim shall be taken. If the victim
requests,the statement shall be taken in the presence of the escort advocate or center
staff.
7. The detective investigating the case shall inform center staff when an arrest or other
action is taken so that the center's case file can be updated. The investigating detective
shall keep the victim informed on the status of the case on a regular basis.
8. At the discretion of the investigating officer the same procedures shall be followed in
cases involving alleged sexual abuse of a child, except when the Department of Human
Services is involved in the case. If so, DHS will refer the case to the center's Friends of
the Family program after the investigation has been conducted. If the department's
investigation reveals that the offender is not a family member,the dispatcher may contact
the Rape Crisis Center hotline to dispatch an escort advocate to the emergency room to
be with family members during the child's medical exam or while a police report is being
taken from the child.
9. When a child has been abused by a caretakers, sexual or otherwise, the officer shall
immediately notify the Department of Human Services. The DHS can be contacted
during normal business hours at 823-0921. After hours, contact the Bryan Medical
Answering Service at 822-3434 and have them page the on call DHS case worker.
1 A caretaker refers to someone who is exercising a care-taking function over the child. Examples would
be parents,guardians,teacher,scout leader, baby sitter, etc.
Dir. Memo 87-5
Page 2 of 2
MEMORANDUM
TO: Supervisory Personnel, Field Operations Division
FROM: Major Edgar Feldman
DATE: September 1, 1987
SUBJECT: Directive Memorandum 87-6: Inspection of Officers
Effective Date: 09/01/87
Effective Time: Upon receipt
Review Date: 09/01/88
All sworn supervisory personnel shall use the attached form (CSPD Adm 87/22) to conduct line
inspections of officers to ascertain compliance with department policy regulating dress code and
maintenance of weapons.
A form shall be maintained on each sworn employee throughout the calendar year and forwarded
to the commander of the field operations bureau during the first week of January.
THROUGH: Michael Strope, Chief of Police
MEMORANDUM
TO: Watch Commanders, Field Operations Division
CID Lieutenant
FROM: Major Edgar Feldman
DATE: September 3, 1987
SUBJECT: Directive Memorandum 87-7: Property Room Inventory
Effective Date: 09/03/87
Effective Time: 5:00pm
Review Date: 09/03/88
Equipment that is taken out of the property room shall be logged on an inventory sheet that will be
located in the property room.
THROUGH: Michael Strope, Chief of Police
MEMORANDUM
TO: All Personnel
FROM: Michael Strope, Chief of Police
DATE: September 15, 1987
SUBJECT: Directive Memorandum 87-8: Take Home Vehicles
Effective Date: 10/01/87
Effective Time: 6:00 am
Review Date: 10/01/88
The following persons and positions are authorized to take a city owned vehicle home.
Major Feldman - Services Bureau Commander
Capt. Kennedy- Operations Bureau Commander
Lt. Newton -Technical Services Division
Lt. Todd - Criminal Investigations Division
Sgt. Johnson - Criminal Investigations Division
Officer Wayne Thompson - K-9 officer
Ronnie Horcica- Systems Analyst
On-Call Detective - Criminal Investigations Division
Special needs with prior approval from the chief of police.
Take home vehicles are to be used to and from work and in the performance of official duties
only. When these vehicles are taken home they are to be parked in a secure area, preferably in a
locked garage. If a garage is not available, the vehicle should be locked and parked in a
residential driveway or well lighted area.
Personnel not on city business should not be transported within the vehicle.
•
cc: City Manager
MEMORANDUM
TO: All Personnel
FROM: Michael Strope, Chief of Police
DATE: September 15, 1987
SUBJECT: Directive Memorandum 87-9: Security Awareness Program
Effective Date: 10/01/87
Effective Time: 6:00 am
Review Date: 10/01/88
As of the above effective date and time a security awareness program for businesses shall be
implemented by the department. This awareness program, by emphasizing cooperation between
business owners and the police, is designed to increase physical security and reduce criminal
activity. The program shall be implemented as follows:
1. Officers, while on patrol, shall be observant of business security deficiencies which might
provide opportunity for criminal activity. Examples of such deficiencies would be unsecured
doors, open windows, insufficient lighting, etc.
2. When the officer identifies a security risk that demands the immediate attention of the
business owner, he shall contact dispatch and have them attempt to locate the business
owner or manager and have them come to the scene. The officer may complete a Security
Awareness form (attached) to be left with the owner or manager as a public service and
reminder for future use.
3. When the officer identifies a security risk that does not demand immediate attention from the
owner or manager, a Security Awareness form should be completed indicating the specific
concern. The original should be placed in a conspicious place so that it will be noticed when
the business opens the next day. The second copy should be sent to the crime prevention
unit who will make a record and a follow-up phone call or visit to the business concerned.
The purpose of phone call or personal visit by crime prevention personnel shall be to answer
specific questions the owner or manager might have regarding the security awareness report.
A personal visit would also allow a closer inspection of the business to determine other
potential security risks.
MEMORANDUM
TO: All Personnel
FROM: Michael Strope, Chief of Police
DATE: September 15, 1987
SUBJECT: Directive Memorandum 87-10: Awards Review Committee
Effective Date: 09/15/87
Effective Time: Upon receipt
Review Date: 09/15/88
Effective immediately I am appointing the following Awards Review Committee within the
department for a 24 month period.
Lt. Wayne Onstott- Chairman
Diann Williams- Secretary
Sgt. Bruce Simms Sgt. Larry Johnson- alternate
Det. Walt Stoebe Det. Wally Johnson -alternate
Officer Dan Severen Officer John Calvin -alternate
Dispatcher Linda Clark Dispatcher Vickie Mies, alternate
The purpose of the committee is to review, evaluate, investigate, and make recommendations to
the chief of police for specific action on awards and recognition for all members of the
department.
The committee will convene in a timely interval or as determined by the chief of police to review
all pending cases. A written recommendation shall be made by the committee, based upon their
review, to the chief of police with supporting justification.
The committee shall review cases based upon the current criteria and awards policy. However, a
revised program and policy shall be issued and in effect prior to January 1, 1988.
After the awards committee's review and recommendations, the chief of police shall approve or
disapprove any action for employee recognition. The case file with an explanation of the final
decision shall be returned to the awards committee chairman for follow-up action, notification, and
appropriate arrangements for the award issuance.
MEMORANDUM
TO: All Personnel
FROM: Michael Strope,Chief of Police 1*
DATE: September 17, 1987
SUBJECT: Directive Memorandum 87-11: Distribution of Subpoenas
Effective Date: 09/17/87 -L
Effective Time: Upon receipt
Review Date: 09/17/88
Subpoenas sent to the department by the county or district attorney officers shall be
received by the records section. Records shall then forward the subpoenas to the
appropriate watch or division commanders to be served. After the subpoena-is served,
the return shall be sent back to the records section.
Subpoenas should be served and returned to records as soon as possible.