WARRANT PROCEDURES
Standard Operating Procedure: #1 Approved: 1/1/09 Revised: 12/13/19
The following Standard operating Procedure (SOP) applies to Warrant arrests, abstracts, cancellations, and other related administrative tasks.
Arresting a Subject on a UPD Warrant
• If the subject you’ve arrested has been issued a citation for our warrant, follow the procedure below. o Copy the warrant o Find the “warrant yellow”. It may be with the original warrant or in the silver box in patrol. The warrant yellow is where you will write the date, what happened with the subject (arrested and booked or issued a citation) and your initials. o Clear the warrant out of WPS via CLIPS. Use the W07-cancel wanted person screen. Print the cancellation. Using the “entered by” stamp, stamp the cancellation and sign with your initials. o Keep everything together: Original warrant, copy of warrant, your printouts, original citation, a copy of your citation, face card and warrant jacket. Leave for the dispatcher to finish clearing the warrant out of ICJIS and HTE.
• If the subject you’ve arrested needs to be booked into jail, follow the procedure below. o Copy the warrant o Find the “warrant yellow”. It may be with the original warrant or in the silver box in patrol. The warrant yellow is where you will write the date, what happened with the subject (arrested and booked or issued a citation) and your initials. o The original warrant will accompany you and the subject to jail. The copy will stay with your report. o Clear the warrant out of WPS via CLIPS W07- cancel wanted person screen. Print the cancellation. Using the “entered by” stamp, stamp the cancellation and sign with your initials. o Keep everything, you have left, together: Copy of warrant, your printouts, copy of booking sheet, face card and the warrant jacket. Leave for the dispatcher to finish clearing the warrant out of ICJIS and HTE.
Sending Warrant Abstracts
• If the subject has been arrested by another agency and can be issued a citation, follow the procedure below. Warrant abstracts are sent to other agencies when they have arrested someone on our department’s warrant. o First determine if the other agency has local charges. If not, and the warrant is a citable misdemeanor, advise the agency the warranted person should be cited. Abstract the warrant, via CLIPS,Y11-warrant abstract, with all the information contained in the Warrant Information section completed. All information can be obtained from the hard copy of the warrant. Include the date and time for the citation in the miscellaneous (MIS) section at the bottom of the warrant abstract. Example of a warrant abstract is attached.
• If the subject has been arrested by another agency and needs to be booked on our warrant, follow the procedure below. o If the subject is arrested out of county and needs to be booked on our warrant, ask if there are local charges. If no local charges, follow the instructions above for sending an abstract to the corresponding agency. Indicate in the miscellaneous section of the warrant “Place hold. Will send transportation information at a later date”. Dispatch will deal with the particulars after the fact and send transportation details to the arresting agency. o This is a case by case situation. Refer to the supervisor on duty as the whether a transport will be approved based on the warrant held by UPD. o If local charges are pending, still abstract the warrant and advise the agency to notify UPD via TT when the subject is ready for pick up in the miscellaneous section of the abstract. o In County arrests to be booked- abstract the warrant to the Stanislaus County jail using CLIPS- Y11-warrant abstract with the mnemonics “SUJ0” for Stanislaus County jail and “SSC0” for UPD and follow the same procedure as listed in the above bullet point with the exception of the miscellaneous field will not contain information about a hold or cite info.
• What to do after you’ve abstracted the warrant o Print out the abstract response and attach to all the warrant information. o If the subject is being cited or booked into our local jail cancel the warrant in WPS. Print the cancellation and initial. If the subject has an out of county warrant and is pending local charges from the arresting agency, DO NOT take the subject out of WPS. This is called an “in-custody elsewhere” and needs to be dealt with by a dispatcher. *See below for in-custody elsewhere instructions. o Leave all paperwork together for a dispatcher to complete.
Canceling a Warrant in WPS
• Warrants are cleared/cancelled in various situations. The most common for officers are listed below. o Warranted person is arrested by CSUS PD and is either issued a citation or booked into jail. • Warranted person is arrested by another agency and a warrant abstract is sent. • Officers will clear WPS using CLIPS W07-cancel wanted person, print the cancellation and update the warrant yellow. • Dispatchers will update the binder, clear ICJIS and HTE and file the remaining parts of the warrant. • REMINDER – If TPD arrests on our warrant and issues a citation, send TPD Dispatch an abstract and include a request to send cite info via teletype (TT). DO NOT give the officer the original warrant. UPD dispatch sends the original warrant to the courts with the abstract and cite information attached. If the TPD officer books our subject, they CAN be given the original warrant. Make a copy of the warrant prior to releasing it to TPD and attach to the warrant jacket so UPD dispatch can remove the warrant from the system.
In Custody Elsewhere –Out of County Arrests
• When the arresting agency advises the subject has local charges, UPD must wait to serve our warrant. Continue to abstract the warrant. It will remain active for the subject until he/she is finished serving time in that county. The jail will advise when the subject has served time on the local charges and is ready to be picked up on our warrant. They will include a final day for pickup on the teletype. We then have a small window of time to pick up and transport the subject to Stanislaus County jail. • Because some jails forget about warrant holds, do not remove the warrant from the system until the subject is physically in our control. Should a jail release a subject prior to our transport, the warrant remains active.
Example of Warrant Abstract
Events Held at Main Dining Hall
Standard Operating Procedure: #2 Approved: 1/1/2009 Revised:
The following Standard Operating Procedure applies to officers who are assigned to work overtime events at the Main Dining Hall and Event Center.
• Officers should arrive at the location of the event prior to the assigned time and advise dispatch (CSU or TPD) of their status as a designated officer for the event. The officer should also ensure the on-duty officer(s) are aware they are working the event.
• On arrival, officers shall make every effort to locate a person in charge of the event or the Union staff member on duty. 25 Live should list a contact person. This person should be located and the officer shall personally speak with them to ensure they have what they need and address any questions, concerns, etc.
• Officers shall make a walk-through of the interior of the event. Officers are not required to stay inside an event unless asked to do so. Officers should generally patrol near the main entry doors to the event with an ability to clearly see inside the event.
• During the event, officers shall make periodic checks of all sides of the perimeter of the venue. Unsupervised children should be returned to the event.
• Officers should assist guests regarding parking, acceptable drop-off and pick-up areas, and alcohol policies.
• Officers should assist with any facility related issue without delay by contacting the appropriate Facilities manager.
• Officers should refrain from checking parking lots while assigned to an event. On-duty officers should be directed to check parking lots.
• Officers shall not occupy a patrol vehicle for extended periods of time. Officers are expected to patrol the event on foot. With supervisory approval, officers may use bicycles or Segways.
CSU Stanislaus Basketball Games
Standard Operating Procedure: #3 Approved: 1/1/2009 Revised:
The following Standard Operating Procedure applies to officers who are assigned to work CSU Stanislaus basketball games at the Gymnasium.
• Officers should arrive at the Gymnasium prior to the assigned time and advise dispatch (CSU or TPD) of their status as a designated officer for the event. The officer should also ensure the on-duty officer(s) are aware they are working the event.
• On arrival, officers shall make every effort to locate an appropriate Athletic Department administrator. Athletics designates one administrator at every home game. Appropriate Athletic Department administrators include the Athletic Director or an Associate Athletic Director. Officers should take note of any special activities for the game, anticipated problems, or special requests such as escorts, money transports, etc.
• Officers shall make a walk-through of the lobby and exterior walkways of the team locker rooms.
• During game time, officers shall concentrate patrols inside the main arena area.
• During half time, officers shall make checks of the lobby and the exterior of the Gymnasium.
• Officers should not intervene in cases of on the court behavior unless requested by referees, coaches, administrators, or when the officer believes conduct has risen to the level to warrant officer intervention.
• Officers should assist Athletics event staff with crowd control and other minor problems such as children playing unsupervised as needed. Generally, officers should intervene when problems involve public safety, violations of law, or egregious acts disregarding acceptable conduct inside the Gymnasium.
• Officers should refrain from checking the parking lot. On-duty officers should make extra patrols of lot #8 during games.
• Incidents requiring a report should generally be handled by the on-duty officer.
• Officers shall act as first responders to medical emergencies. Officers shall work closely with on-site trainers in the event of medical emergencies. Paramedics and the Fire Department should be directed to the best entrance into the Gymnasium by the designated officer.
• Fans should be contacted only when behavior is in violation of Gymnasium policy. This includes excessive use of foul language, demeaning comments based on gender, orientation, race, etc. Fans determined to be under the influence of alcoholic beverages or drugs should generally be removed from the arena. Booking fans for drunk in public should be a last resort.
• At the conclusion of the game, Officers will assist referees as needed.
• Officers shall patrol the Gym until all fans have left. Doors may be left unlocked due to custodians staying the building.
• Officers should contact an Athletic administrator, prior to securing from the event. CSU Sports Information Officer is usually one of the last to leave and may be contacted in the absence of other administrators.
• Officers should contact the on-duty officer prior to securing from the event. Officers should pass on all relevant information to the on-duty officer(s) including status of unlocked doors, expected time all staff (including custodian) will be out of the building, and any problems that may develop in the parking lots (fights, etc.)
• Officers shall advise dispatch they are finished with their assignment (10-7) over the air.
Ammunition and Weapons Storage
Standard Operating Procedure: # 4 Approved: 1/10/2009 Revised: 12/17/19
This procedure was developed for the storage, handling and inventory of all weapons not currently in service along with the safe storage of department issued ammunition.
Firearms:
•
Tasers:
Ammunition:
•
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Currency Collection and Ticket Dispensers
Standard Operating Procedure: #5 Approved: 1/1/2009 Revised: 10/7/19
This procedure is for the security of all personnel who collect currency and repair ticket dispensers. It also creates a system of checks and balances to account for all the currency collected. All collection of cash from ticket dispensers will be done with a minimum of two employees:
Ticket Dispensers:
Mechanical Problems
• Ticket dispensers will be opened only by a Lead CSO, sworn officer or sergeant while another employee is present. This includes any mechanical problems, or other issues unrelated to cash withdrawals.
Cash Collection from Ticket Dispenser
Storage of Currency:
•
ncy is visible to the public and will only be transported by a sworn police officer.
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Occupants Trapped Inside an Elevator
Standard Operating Procedure: #6 Approved: 2/2/2009 Revised: 12/17/19
Purpose:
The University is committed to maintaining a safe and healthy living and learning environment for students, faculty, and staff. This SOP is to provide guidance for officers and supervisors for when a person becomes trapped or stuck inside an elevator at CSU Stanislaus
Procedure:
• University Police Dispatchers or police officers on scene will assure the occupants that help is on the way • UPD personnel will call the Fire Department to respond to the scene • UPD personnel will notify Facilities Services and advise them of the situation (On-duty or on-call Facilities personnel). • Facilities Services personnel will assess the situation and determine if Thyssen Krupp should be called. UPD personnel will only call Thyssen Krupp when requested to do so by Facilities or in the absence of a Facilities response. • A UPD officer or supervisor will establish an on-site Joint Incident Command and follow proper ICS protocol. • UPD personnel will advise the occupants to stay calm and assure them help is on the way. • Continually assess the situation and decide whether there is an emergency or other critical situation that makes the wait for the elevator technician unacceptable. • Based upon extenuating factors, the fire department on-scene incident commander will make the final decision whether to force entry into the elevator. • UPD personnel will not tamper with any mechanical equipment related to any elevators in an attempt to open the doors or raise or lower the elevator. The subject(s) inside can be severely injured by untrained personnel. • The police officer on-scene will identify the occupant(s) and complete a full report with any photos if needed.
Free Speech Issues on Campus
Standard Operating Procedure: # 7 Approved: 2/13/2009 Revised: 12/17/19
This procedure was established in the event there is an issue arising out of a person’s right to free speech. In any complaint arising out of free speech issues, officers must consider that unless an exigency exists, time is of the essence. Some people exercising their right to free speech could also be motivated to incite the police to overreacting to a situation, or to bait the officers into a situation where it can benefit their cause or belief.
Officers should consider having a secondary officer when responding to complaints arising out of a person’s right to free speech and requesting a supervisor prior to any arrest(s) being made. It shall be the department’s stance to respect a person’s freedom of speech while at the same time protecting the campus community from speech promoting or inciting unlawful behavior.
The following are highlighted areas of concern from the CSU Handbook of Free Speech Issues at CSU campuses. The handbook is located on the Admin Server under the Patrol file.
FREEDOM OF SPEECH
The First Amendment to the United States Constitution provides that Congress shall “make no law…abridging the freedom of speech….” The First Amendment is made applicable to the States through the Fourteenth Amendment.
The California Constitution provides that “[e]very person may freely speak, write and publish his or her sentiments on all subjects, being responsible for the abuse of this right. A law may not restrain or abridge liberty of speech or press.” Courts have held that the California free speech clause is “more definitive and inclusive than the First Amendment....”
It is widely understood that freedom of speech prohibits the government from interfering with one’s own speech. It is less well known that this same prohibition extends to interfering with the right to hear what someone else has to say, or compelling someone to express certain views, adhere to a particular ideological viewpoint or subsidize speech to which s/he objects.
WHAT IS PROTECTED “SPEECH?”
“Speech” that is protected by law includes a broad array of expressive conduct which includes oral, written, pictorial and other expressive means that convey an idea. “Symbolic speech,” such as burning
the flag at a protest rally, is also protected, so long as it is not intertwined with additional factors such as disruptive conduct, which is not protected.
There are four generally recognized categories of protected speech: political, religious, corporate and commercial. Political and religious speech, which is at the core of our historical and constitutional ideas of liberty, receives the greatest protection. Corporate and commercial speech, which generally relate to products, and not ideas, receive a lesser degree of protection.
Speech that is “de minimis”-- e.g., a student’s complaint about a seating assignment, or the fact that a theater student is compelled to recite certain lines for a play – is excluded from constitutional protection.
Also excluded is speech that promotes an unlawful end, such as:
• Promoting actual violence or harm; • Fighting words; • Terrorist threats; • Expression that constitutes criminal or severe harassment; • Defamation; • Obscenity; • False advertising; • Criminal trespass; or • The use of public resources for partisan political activities.
While some types of employee speech in the workplace are protected, others are not. Public employees may not typically be disciplined for certain types of speech, (e.g., labor-related or religious speech) but can be held accountable for most other types of work-related speech unless the content is a matter of public concern.
FREE SPEECH ON CSU CAMPUSES
The First Amendment does not guarantee access to property that is owned by the government. No one, including “students, teachers, or anyone else has an absolute constitutional right to use all parts of a school building or its immediate environs for unlimited expressive purposes.”
However, because CSU campuses are public institutions – and public universities are considered to be the quintessential “marketplaces of ideas” – the rights of both the campus community and the general public to engage in free speech activities on CSU campuses are quite broad.
Issues such as Public Speaking Forums, Registration and Permits, Free Speech Areas, Time Place and Manner restrictions, Campus Community vs. Outsiders, Spontaneous Expression, Commercial Speech, Employee Speech, Political Speech, Religious Speech, Labor Related Speech, and Student Speech are all discussed in the Free Speech Handbook.
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Officer Response to Campus Fire/Trouble/Supervisory Alarms
Standard Operating Procedure: #8 Approved: 10/2/2009 Revised: 12/17/2019
The following Standard Operating Procedure applies to officers responding to fire alarms on the campus of California State University, Stanislaus:
• Officers will respond without delay when dispatched to a fire alarm on campus.
• Dispatch (Turlock or CSUPD) will advise Turlock Fire Department (TFD) to respond to the scene. In the event TFD is not dispatched, Officers shall request TFD respond.
• If additional personnel are on-duty, such as Community Service Officers or Student Assistants, they shall be directed (by dispatch or an officer) to an appropriate campus entrance to guide TFD to the correct location.
• On arrival at the location of the call, officers shall provide a conditions report to Turlock Dispatch. The report shall be made to Turlock Dispatch at all times (even if CSUPD Dispatch is on-duty).
• Turlock Dispatch will relay the conditions report and TFD will decide the proper code level.
• Officers will ensure people inside a building with an active fire alarm are properly evacuating and work with designated building marshals to expedite the process.
• Officers shall meet with the responding TFD engines at all fire alarm calls. The engine company shall be briefed on the conditions and situation. An alarm may be reset only after TFD gives an “all-clear”.
• Officers shall advise the California State Fire Marshal of any fire on campus as soon as possible by calling (916) 323-7390. If conditions allow, the call should be made from the scene for a real time report.
• Officers shall write a full report of any verified fire on campus, including photos. Officers shall complete a thorough narrative in the disposition of all fire alarm calls on-campus. Facilities Services shall be contacted for alarm repairs.
Trouble/Supervisory Alarms
• Officers will respond without delay when dispatched to a trouble or supervisory fire alarm.
• Turlock Fire Department is NOT required to respond to the scene, unless CSUPD confirms the alarm is, in fact, a real alarm and not a trouble or supervisory alarm.
• If a CSUPD officer hears TFD being dispatched to a trouble/supervisory alarm call, they have the authority (given by TFD Fire Marshal) to advise dispatch to cancel the fire response.
• Officers shall email Facilities the location and all pertinent information about the alarm.
Medical Transport
Standard Operating Procedure: # 9 Approved: 11/08/10 Revised: 12/13/19
As first responders, one of our primary roles as a University Police Officer is to assure that the students, staff and faculty receive medical attention when required. The following Standard Operating Procedure (SOP) applies to when an officer provides a medical transport. Just as in all cases, officers have discretion when transporting subjects in a police vehicle and the officer’s safety should be considered at all times.
The following should be considered when providing a medical transport:
• Officers responding to a life threatening medical call will assure that Fire and Ambulance have been dispatched so appropriate medical care can be given to the injured or sick person. • Officers will assess the scene to ensure everyone is safe. • Students with a non-life threatening injury or illness, and who refuse medical aid, should be given a courtesy transport by the officer on scene when the person so requests. • The Health Center should be notified prior to any transport, to determine if they can treat the student for their injury or illness. • Depending on the time and the situation, officers may also have a student transported by an on-duty CSO or Student Assistant. • The police department may also be called when a student simply needs a transport due to a minor injury or illness and they have no other means of transport. The dispatcher or officer should assess the call and determine the best means to ensure the person gets the medical attention they desire. • Nothing in this SOP prohibits an officer from giving students a ride in their police vehicle, when the person is seeking non-life threatening medical attention. • Officers shall respond and write a report when the police department has been notified of an illness or injury, unless the reporting party is an employee from the Health Center. In this case, the Health Center employee is responsible for the required injury forms. • Officers shall complete a “Medical Transport” liability form whenever transporting a subject for a medical issue.
Marijuana Procedures for 11357(b) H&S
Standard Operating Procedure: #10 Approved: 12/10/19 Revised:
The following Standard Operating Procedure (SOP) applies to incidents involving possession of marijuana:
Possession, use, transport, cultivation, purchase, and sale of marijuana remain illegal under the Federal Controlled Substances Act. As a recipient of federal funds, the CSU is required under several federal laws to: (1) maintain a drug-free community; (2) prevent illegal drug use; and (3) discipline students and employees who unlawfully possess, use, or distribute illegal drugs on university property or at CSU- sponsored events.
State law provides that smoking marijuana where smoking is already prohibited is also illegal. The CSU already prohibits smoking on all CSU owned or leased property under Executive Order 1108. Consequently, smoking marijuana anywhere on CSU property remains illegal under California law. The above prohibitions also apply to “medical marijuana.”
It shall fall to the discretion of the officer or supervisor on scene to make a decision on the proper course of action to take given the facts and circumstances at the time of the incident.
Officers shall adhere to the following guidelines when encountering someone in possession or using marijuana or marijuana products.
On-campus use 18 and over:
• If a student is caught ingesting marijuana on campus, officers shall document the incident and send the report to student affairs. Take photos of Marijuana, but do not seize. Officers shall use Health & Safety Code §11362.3(a) and (b) (infraction) when the decision has been made to cite.
On-campus possession 18 and over:
• Possession of more than 28.5 grams of marijuana, or more than 8 grams of concentrated cannabis, or both remains punishable for persons 18 years of age or over Health & Safety Code § 11357(b)(2). If students are found to be in possession of any amount of marijuana, officer shall document the incident, photo the marijuana, send the report to student affairs and take no further action.
On-campus possession under 18 with medicinal marijuana card:
• The above policy also applies to “medical marijuana.” Notwithstanding the passage of Proposition 215, California law does not give anyone (student, faculty, staff, or the public) the right to possess, use, or distribute marijuana on CSU property, even if they have a “Prop 215” Card or a doctor’s “recommendation” to use marijuana. Likewise, under California law, medical marijuana is not a reasonable accommodation and subject for student discipline and citation for violation of Health and Safety code 11362.3 (a) and (b)
Off campus possession without a medicinal marijuana card 18 and over:
• Possession of more than 28.5 grams of marijuana, or more than 8 grams of concentrated cannabis, or both remains punishable for persons 18 years of age or over Health & Safety Code § 11357(b)(2). Any amount less than the amount described above is legal.
Off campus possession with a medicinal marijuana card:
• Confirm it is a valid card (if possible) and release the subject with his/her marijuana.
Student possession on campus
• Section 41301(b)(9), Title 5 Education Code – makes it a code of conduct violation for students of the University to possess, manufacture, or distribute illegal drugs or drug-related paraphernalia, (except as expressly permitted by law and University regulations) or the misuse of legal pharmaceutical drugs. Officer shall take a photo of the marijuana, and send to the written report for student discipline.
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Immobilizing Vehicles for Unpaid Parking Citations
Standard Operating Procedure: # 11 Approved: 12/16/19 Revised:
When a Police Officer, CSO, or Student Assistant comes into contact with a vehicle that has 5 or more unpaid parking violations on file, that person should fill out a department issued Warning Notice and attaches it to the windshield or other visible area of the vehicle. The warning letter may also be given to the driver or registered owner of the vehicle.
The Police Officer, CSO or Student Assistant shall then advise dispatch that a warning notice was given to the vehicle making sure that dispatch is aware of the date and time, so it may be entered into the system.
The following procedure shall be in effect for immobilizing vehicles that are in violation of 22651.2 cvc and have received the appropriate warning notification letter:
• Upon receiving a new citation for a subsequent parking violation, a supervisor shall be notified and the vehicle may be seized by a Community Service Officer using a department issued immobilization device. The immobilization device shall be placed and/or removed during normal business hours of the CSU Stanislaus Police Department.
• Upon receiving a new citation for a subsequent parking violation, the vehicle may also be towed per the shift sergeant’s or Operation Administrator’s approval.
290 PC Sex Registration
Standard Operating Procedure: #12 Approved: 06/30/11 Revised:
The following Standard Operating Procedure applies to officers registering sex offenders who are enrolled as students, employees or who carry a vocation or volunteer at CSU Stanislaus:
• Officer should obtain identification such as a CDL, and the registrant's most recent 290 PC registration receipt. Make photocopies of documents to include in registrant's local UPD file. • Complete DOJ 8102S form, "Sex Registration / Change of Address /Annual Update”. Have subject provide a right thumb-print and signature when complete. (Make sure that the subject reads and initials each space on the reverse side of this form) • Complete (2) copies of the "Registration Receipt". Fill both receipts out completely, and have subject provide a right thumb print and a signature for each one. • Give a copy of the Registration Receipt to the subject. • Mail the second copy of the Registration Receipt to the home address the subject provides. • Provide information for dispatch to update the VCIN data-base. Make a log entry into ARMS, using call type SRC (Sex Registrant in Compliance) without using the subject’s name. • A police report (10-58) or Face Card are not required. • Give completed document package to a Sergeant for placement in secure UPD file.
Registrants who are employed or enrolled at the Stockton campus are required to register at the Stockton Police Department.
Dispatcher Duties: • Create call SRC (Sex Regsitrant in Compliance) in HTE using name and date of birth. • Run subjects for wants/warrants and attach copy of sex regsitration information with file. • Enter subject into VCIN (Keyword C02 for CLIPS) of updated status.
ONE UNIVERSITY CIRCLE • TURLOCK, CALIFORNIA 95382 • WWW.CSUSTAN.EDU • PHONE (209) 667-3114 • FAX (209) 667-3104
Authorization for Covert Equipment
Standard Operating Procedure: #13 Approved: 06/06/11 Revised: 12/17/19
The following Standard Operating Procedure (SOP) applies to officers utilizing covert camera equipment as an investigative tool. At no time shall any covert equipment belonging to the CSU Stanislaus Police Department be used for anything other than documented police investigations. This equipment includes covert camera equipment, audio or recording devices.
Any CSU Stanislaus police officer while during the course of a documented police investigation deem it necessary to utilize covert camera equipment shall follow the procedure below:
• Officers shall make a request explaining the need for any covert equipment. The request shall explain why the equipment is needed, the length of time it will be used and where it will be located. • The sergeant will forward the request to the Lieutenant along with their recommendations. • The Lieutenant will make the final determination whether the equipment may be utilized. • At the completion of the investigation, the requesting officer will complete a thorough report indicating the use of covert equipment.
ONE UNIVERSITY CIRCLE • TURLOCK, CALIFORNIA 95382 • WWW.CSUSTAN.EDU • PHONE (209) 667-3114 • FAX (209) 667-3104
Recording Shift Activity
Standard Operating Procedure: #14 Approved: 06/28/11 Revised:
Purpose: To provide a uniform system throughout the Police Department for maintaining officer's activity records.
Procedure: Officers will accurately and thoroughly record their daily activity to maintain integrity, community trust, and professionalism while performing their duties.
Police Officers:
• Shall ensure all shift activity is recorded in real time in HTE during his/her shift. • Shall log onto an MDC at the very beginning of their shift or inform the dispatcher that they are in service. • Shall inform dispatch or update their MDC of each change in shift activity to ensure it is recorded in real time. • Shift activity includes:
Going 10-8 (available for calls) Traffic/Bike/Pedestrian Stops & Flag Downs Extra Patrol Meetings (including 10-19) Report Writing (including 10-19) Prisoner Transports Code 7 Coffee Breaks Gas 10-56 Breaks Lactose Breaks Errands Off Campus All other activity on and off campus Going 10-7 (securing)
Recording Extra Patrol Activity:
• Extra Patrol During UPD Dispatch Hours
1. Use an MDT or inform the dispatcher you will be extra patrol, along with location 2. Enter the means (vehicle, on foot, or segway) into the call disposition or advise the 3. dispatcher. 4. Update the dispatcher every time you change location (e.g. Lot 3 to Lot 4, or Naraghi Hall to MSR). 5. Update the dispatcher if you change the type of extra patrol (e.g. from foot patrol to segway patrol).
• Extra Patrol After UPD Dispatch Hours
1. Use an MDT or inform the dispatcher you will be “extra patrol on campus”. 2. Use ARMS afterwards to record specific location changes during the extra patrol.
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Property Inventory Investigations
Standard Operating Procedure: # 15 Approved: 5/21/12 Revised: 12/9/19
The following Standard Operating Procedure applies when, during the course of a regular audit, the University Property Clerk notifies this Department that University property is unaccounted for. As Police Officers, two of our primary roles are to safeguard property and investigate potential crimes. The role of the University Police is to investigate, with the intent of determining if the loss is due to theft, and to locate the responsible person for criminal prosecution.
Upon being assigned a Property Control Investigation, officers shall:
1. Immediately obtain a UPD file number for the investigation and complete a face card. 2. Initiate an investigation as to the whereabouts of the lost property. 3. Begin a through, chronological record (police report) of your efforts to locate the missing property. If a Property Control Investigation is incomplete, pending additional investigation or contact, it will be left in the reports pending box with a note that indicates what action is pending, and the date you expect to complete the follow-up. Ex; “Pending contact with Department Chair on [date].” 4. Officers should complete Property Control Investigations no later than 30 days from the date of assignment along with a police report narrative, including reporting party information. 5. Upon the conclusion of an investigation the assigned officer shall include with their report a memorandum letter to the University Property Clerk advising them of the outcome of our investigation.
Officers should keep in mind that our Property Inventory Investigations may be used at a later time for prosecution if the property is recovered on or off campus.
Psychiatric Evaluations and Transporting
Standard Operating Procedure: #16 Approved: 12/13/2011 Revised: 02/19/2019
Purpose:
To provide a clear procedure for recognition, evaluation and appropriate handling of individuals exhibiting possible mental illness and transporting subjects detained for a 5150 W&I psychiatric evaluation.
Procedure:
Dealing with individuals in enforcement and related contexts who are known or suspected to be mentally ill carries the potential for violence, requires an officer to make difficult judgments about the mental state and intent of the individual, and requires special police skills and abilities to effectively and legally deal with the person so as to avoid unnecessary violence and potential civil litigation. Given the unpredictable and sometimes violent nature of the mentally ill, officers should never compromise or jeopardize their safety or the safety of others when dealing with individuals displaying symptoms of mental illness. In the context of enforcement and related activities, officers shall be guided by this state’s law regarding the detention of the mentally ill. Officers shall use this policy to assist them in defining whether a person’s behavior is indicative of mental illness and dealing with the mentally ill in a constructive and humane manner.
Recognizing abnormal behavior/persons exhibiting possible mental illness:
Mental illness is often difficult for even the trained professional to define in a given individual. Officers are not expected to make judgments of mental or emotional disturbance but rather to recognize behavior that is potentially destructive and/or dangerous to themselves or others.
The following are generalized signs and symptoms of behavior that may suggest mental illness although officers should not rule out other potential causes such as reactions to narcotics or alcohol or temporary emotional disturbances that are situationally motivated. Officers should evaluate the following and related Symptomatic behavior in the total context of the situation when making judgments about an individual’s mental state and need for intervention absent the commission of a crime.
Degree of Reactions: Mentally ill persons may show signs of strong and unrelenting fear of persons, places, or things. The fear of people or crowds, for example, may make the individual extremely reclusive or aggressive without apparent provocation.
Appropriateness of Behavior: An individual who demonstrates extremely inappropriate behavior for a given context may be emotionally ill. For example, a motorist who vents his/her frustration in a
traffic jam by physically attacking another motorist may be emotionally unstable.
Extreme Rigidity or Inflexibility: Mentally ill persons may be easily frustrated in new or unforeseen circumstances and may demonstrate inappropriate or aggressive behavior in dealing with the situation.
In addition to the above, a mentally ill person may exhibit one or more of the following characteristics:
Abnormal memory loss related to such common facts as name, home address, (although these may be signs of other physical ailments such as injury or Alzheimer’s disease);
Delusions, the belief in thoughts or ideas that are false, such as delusions of grandeur or paranoid delusions;
Hallucinations of any of the five senses (e.g. hearing voices commanding the person to act, feeling one’s skin crawl, smelling strange odors, etc.);
The belief that one suffers from extraordinary physical maladies that are not possible, such as persons who are convinced that their heart has stopped beating for extended periods of time;
Extreme fright or depression.
Determining Danger: Most mentally ill persons are not dangerous, while some may represent danger only under certain circumstances or conditions. Officers may use several indicators to determine whether an apparently mentally ill person represents an immediate or potential danger to him/herself, the officer, or others. These include the following:
The availability of any weapons to the suspect.
Statements by the person that suggest to the officer the individual is prepared to commit a violent or dangerous act. Such comments may range from subtle innuendos to direct threats that, when taken in conjunction with other information, paint a more complete picture of the potential for violence.
A personal history that reflects prior violence under similar or related circumstances. The person’s history may be known to the officer, or family, friends, or neighbors may be able to provide such information.
Failure to act prior to arrival of the officers does not guarantee there is no danger, but it does in itself tend to diminish the potential for danger.
The amount of control the person demonstrates is significant, particularly the amount of physical control over emotions of rage, anger, fright or agitation. Signs of a lack of control include extreme agitation, inability to sit still or communicate effectively, staring transfixed, and rambling thoughts and speech. Clutching one’s self or other objects to maintain control, begging to be left alone, or offering frantic assurances that one is all right may also suggest the individual is close to losing control.
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The volatility of the environment is a particularly relevant factor that officer’s must evaluate. Agitators that may affect the person or a particularly combustible environment that may incite violence should be taken into account.
Taking Custody or Making Referrals: Based on the overall circumstances and the officer’s judgment of the potential for violence, the officer may provide the individual and family members with referrals on available community mental health resources or take custody of the individual in order to seek an involuntary emergency evaluation. The following procedures for accessing available community mental health resources should be followed:
Make mental health referrals when, in the best judgment of the officer, the circumstances do not indicate the individual must be taken into custody for his/her own protection or the protection of others or for other reasons as specified by state law. These voluntary committals should be directed to their primary mental health provider, a mental health facility or on campus Counseling resources.
Once a decision has been made to take an individual into custody, do it as soon as possible to avoid prolonging a potentially volatile situation. Remove any dangerous weapons from the immediate area, and restrain the individual. Sometimes it is better to keep talking to an individual than to take immediate action to take a person into custody. Officers should remember to try not to touch a person unless to search or take into custody.
Using restraints on mentally ill persons can aggravate their aggression. Officers should be aware of this fact, but should take those measures necessary to protect their safety
An Incident Report will be completed whether or not the individual is taken into custody. Ensure the report is as explicit as possible concerning the circumstances of the incident and the type of behavior that was observed. Terms such as “out of control” or “psychologically disturbed” should be replaced with descriptions of the specific behaviors involved. The reasons why the subject was taken into custody or referred to another agency should be reported in detail.
All persons placed under a 72 hour detention will be transported by either the community paramedic or the UPD to DMC.
Guidelines for officers to follow in dealing with persons they suspect are mentally ill. Upon being dispatched to a suspected mentally ill person, the officer will, at a minimum, do the following:
Request a backup officer. Ascertain as much information as possible when responding to the call. If possible, contact backup officer prior to arrival and arrive together. Upon making the scene safe, obtain all available facts and circumstances surrounding the call. Move the person to a quiet, calm, and secure location, when possible Attempt to calm the person. Conduct pat-down for weapons. Obtain medical/mental history, if possible. Determine if a crime has occurred. Determine if medical services are required. Conduct in-field evaluation of person to determine if a 72 hour detention is required. 3
If a 72 hour detention is required, transport as required.
Transporting Procedures:
All subjects detained for a 5150 W &I psychiatric evaluation will be transported and delivered to Doctor’s Medical Center (DMC).
Medical clearances should be taken to Doctor’s Medical Center Emergency Room unless the person has an injury or medical condition which requires more immediate treatment (e.g. stab wound, overdose). Those persons should be transported to Emanuel Hospital Emergency Room or the nearest medical facility so they may obtain the required medical treatment.
If there are criminal charges associated with the 5150 W&I and you plan on booking the prisoner, you must first transport the subject to DMC for medical clearance.
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Reporting Procedures for Title V and Title IX Violations
Standard Operating Procedure: #17 IACLEA Standards: 18.1.1, 18.1.2, 18.1.3 Approved: 5/07/14 Revised: 2/21/19
Purpose:
The University is committed to maintaining a safe and healthy living and learning environment for students, faculty, and staff. Members of the campus community are expected to be good citizens and to engage in responsible behaviors that reflect well upon their university, to be civil to one another and to others in the campus community, and contribute positively to student, staff, faculty, and university life.
This SOP is to provide guidance for officers and supervisors for when a Student Referral memo shall be completed and forwarded to Judicial Affairs, the Campus Compliance Officer and/or the Title IX Coordinator respectively.
Title V Procedures:
1. Officers will complete a student referral report located via Maxient. The memo will include a summary of the incident suitable for public release and all appropriate boxes filled in.
2. The referral will be reviewed and approved by a supervisor prior to being forwarded to Judicial Affairs or the Compliance Officer when a student violates a code of conduct as described in Title V, Section 41301.
3. If the complainant requests documentation only and no referral to Judicial Affairs, the officer will document the request in the police report. A Maxient report will not be completed.
4. The following are the grounds upon which student discipline can be based regarding Title V, Section 41301 violations and could be considerations in lieu of arrest:
• Dishonesty, including:
Cheating, plagiarism, or other forms of academic dishonesty that are intended to gain unfair academic advantage Furnishing false information to a University official, faculty member, or campus office. Forgery, alteration, or misuse of a University document, key, or identification instrument. Misrepresenting one’s self to be an authorized agent of the University or one of its auxiliaries.
ONE UNIVERSITY CIRCLE • TURLOCK, CALIFORNIA 95382 • WWW.CSUSTAN.EDU • PHONE (209) 667-3114 • FAX (209) 667-3104
• Unauthorized entry into, presence in, use of, or misuse of University property. • Willful, material and substantial disruption or obstruction of a University-related activity, or any on-campus activity. • Participating in an activity that substantially and materially disrupts the normal operations of the University, or infringes on the rights of members of the University community. • Willful, material and substantial obstruction of the free flow of pedestrian or other traffic, on or leading to campus property or an off-campus University related activity. • Disorderly, lewd, indecent, or obscene behavior at a University related activity, or directed toward a member of the University community. • Conduct that threatens or endangers the health or safety of any person within or related to the University community, including physical abuse, threats, intimidation, harassment, or sexual misconduct. • Hazing or conspiracy to haze. Hazing is defined as any method of initiation or pre-initiation into a student organization or student body, whether or not the organization or body is officially recognized by an educational institution, which is likely to cause serious bodily injury to any former, current, or prospective student of any school, community college, college, university or other educational institution in this state (Penal Code 245.6), and in addition, any act likely to cause physical harm, personal degradation or disgrace resulting in physical or mental harm, to any former, current, or prospective student of any school, community college, college, university or other educational institution. The term “hazing” does not include customary athletic events or school sanctioned events. • Use, possession, manufacture, or distribution of illegal drugs or drug-related paraphernalia, (except as expressly permitted by law and University regulations) • Use, possession, manufacture, or distribution of alcoholic beverages (except as expressly permitted by law and University regulations), or public intoxication while on campus or at a University related activity. • Theft of property or services from the University community, or misappropriation of University resources. • Unauthorized destruction or damage to University property or other property in the University community. • Possession or misuse of firearms or guns, replicas, ammunition, explosives, fireworks, knives, other weapons, or dangerous chemicals (without the prior authorization of the campus president) on campus or at a University related activity. • Unauthorized recording, dissemination, or publication of academic presentations (including handwritten notes) for a commercial purpose. • Misuse of computer facilities or resources, including: • Unauthorized entry into a file, for any purpose. • Unauthorized transfer of a file. • Use of another’s identification or password. • Use of computing facilities, campus network, or other resources to interfere with the work of another member of the University community. • Use of computing facilities and resources to send obscene or intimidating and abusive messages. • Use of computing facilities and resources to interfere with normal University operations. • Use of computing facilities and resources in violation of copyright laws. • Violation of a campus computer use policy. • Violation of any published University policy, rule, regulation or presidential order. • Failure to comply with directions or, interference with any University official or any public safety officer while acting in the performance of his/her duties.
2 • Any act chargeable as a violation of a federal, state, or local law that poses a substantial threat to the safety or well-being of members of the University community, to property within the University community or poses a significant threat of disruption or interference with University operations. • Conduct that threatens the safety or security of the campus community, or substantially disrupts the functions or operation of the University is within the jurisdiction of this Article regardless whether it occurs on or off campus.
5. Student referral reports shall be completed by the end of the officer’s shift unless an extension is deemed appropriate by a supervisor.
TITLE IX PROCEDURES
The following are the grounds upon which a Title IX violation can be based upon or the Higher Education Amendments of 1972 regarding a student, staff, or faculty member:
• Discrimination based on gender. • Denial of participation in campus related activities based on gender. • Sexual assault • Sexual harassment • Gender-related violence • Dating violence or domestic violence • Stalking, related to students, staff, and faculty
1. Response
a. Although most VAWA requirements fall under the responsibility of the institution, as overseen by the Title IX Coordinator, the University Police Department plays a vital role in the implementation of these federal mandates whenever an act of sexual violence is reported and/or occurs. In as such, responding police officers must be aware of the following when investigating and reporting both criminal and non-criminal acts of sexual violence. Records personnel must be attentive of public record reporting mandates. Police investigations may be useful for fact-gathering; but because the standards for criminal investigations are different, police investigations or reports are not determinative of whether sexual harassment or violence violates Title IX. As responding police officers investigate, it is important to note that a person’s conduct may constitute unlawful sexual harassment/sexual violence even if there is insufficient evidence of a criminal violation. It is therefore important that police personnel do not dismiss or overlook behavior that violates Title IX by concluding that a criminal offense did not occur. Even if a criminal violation has not occurred, the University still has a duty under Title IX to resolve complaints promptly and equitably.
2. Reporting
a. The officer will document in the referral whether a complainant was counseled regarding their right to file a complaint with the Title IX Coordinator and/or Judicial Affairs as appropriate. If a complainant requests confidentiality, the Title IX office will still be notified of the incident, but will not include any identifying information. For an active sexual assault, stalking, dating or domestic violence investigation, when the victim has requested
3 confidentiality, the Title IX Coordinator and Judicial Affairs Officer will not have access to any information, except that which is applicable by law to provide interim protections and remedies to a victim, so long as it does not compromise the criminal investigation. The release of the suspect(s) names can be released so they may start a Title IX investigation
b. Officers will complete a Title IX referral report located via Maxient. The referral will include a summary of the incident suitable for public release and all appropriate boxes filled in.
c. The referral will be reviewed and approved by a supervisor prior to being forwarded to the Title IX office.
d. Title IX referral reports shall be completed by the end of the officer’s shift unless an extension is deemed appropriate by a supervisor.
e. Title IX and criminal investigations may run concurrently. CSU Stanislaus Police Department will not cause a Title IX investigation to be delayed pending the outcome of a criminal investigation, except for the collection of evidence. The Title IX coordinator will have access to agency investigation notes and findings as necessary (not withstanding confidentiality requirements) for the Title IX investigation, as long as it does not compromise the criminal investigation
TRAINING
Title IX training shall be provided to all department personnel yearly, as well as upon the hiring of new personnel. Training shall consist of the following, at a minimum:
1. How to identify sexual harassment/violence;
2. The university’s Title IX reporting and grievance procedures;
3. And any other procedures that may be used by the university to investigate reports of sexual violence, including rape, sexual assault, sexual battery, sexual coercion, dating violence, domestic violence and stalking.
VICTIM/WITNESS ASSISTANCE
1. Officers shall provide victims/witnesses with available and mandated notifications, information, services, assistance and a 24-hour police contact number.
a. On-campus services (i.e. Counseling Center, Victim’s Advocate) b. Off-campus services (i.e. Women’s Haven, Family Justice Center) c. Victim/Witness referral services will be available 24-hours per day via the campus website, on duty personnel and 24-hour available phone services.
2. CSU Stanislaus Police Department will complete a documented review of victim/witness needs and available services at least once every two years.
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Fire Watch Standard Operating Procedure: #18 Approved: 4/18/2016 Revised:
The following Standard Operating Procedure (SOP) applies to Fire Watch incidents at CSU, Stanislaus:
• A Fire Watch shall be instituted whenever a situation arises when the normal fire protection systems for a building are not properly functioning. Examples include: malfunctioning alarms, water flow issues, power loss, etc. Officers shall contact the State Fire Marshal’s office at and advise the Deputy of the circumstances.
• When a possible Fire Watch incident occurs, the on-duty UPD officer will contact the Deputy Fire Marshal and relay the circumstances of the incident. Officers will abide by the instructions of the Deputy Fire Marshal regarding personnel, interval checks, etc.
• Officers shall complete a report on the incident and classify the incident as “FIREWA”
• The report will contain the circumstances, Deputy Fire Marshal instructions, and measures implemented.
• UPD will provide a log book to personnel assigned to Fire Watch. The log book will contain a name directory, and phone numbers to assist in emergency calls.
• All personnel eligible to perform Fire Watch duties will be required to attend mandatory “Fire Watch Duties” training by UPD. All personnel performing Fire Watch duties shall have a working phone or radio with direct contact with UPD. The training shall include all elements detailed in “Fire Watch Guideline” by Cal Fire. Fire Watch personnel shall:
1. Be thoroughly familiar with the area they are patrolling. 2. Perform patrol operations according to instructions from the State Fire Marshal. 3. Utilize fire watch logs to document patrol rounds and any significant findings. 4. Perform Fire Watch duties only and have no other responsibilities. 5. Relay any special orders or pertinent information to relief personnel and the on-duty UPD officer. 6. Additional training may include fire extinguisher use and methods, fire sprinkler use and activation, fire sprinkler procedures for notifying the building or facility occupants, method of calling fire service or other emergency responders including UPD.
• UPD officers will perform Fire Watch duties as a last resort and/or until non-sworn personnel arrive. Officers working as solo duty officers shall not perform Fire Watch duties.
• A Fire Watch will only be terminated with the Deputy State Fire Marshal’s approval.
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SOP #19 Disposal of electronic CLETS-CORI-PII information
Approved: 11/1/2017 Revised: 12/17/19
Purpose:
The University is committed to maintaining the security of electronic CLETS/CORI/PII (Personally Identifiable Information) responses received by the department for law enforcement purposes. All information classified as confidential, personal and/or protected must be must be properly stored, transmitted, transported, and disposed of in a manner to protect it from unauthorized access or disclosure, alteration or misuse.
This SOP is to provide direction for all members of the Stanislaus State University Police Department who have access to CLETS/CORI/PII in the handling, transmission, storage, and disposal of confidential and sensitive data.
Procedure:
Electronic media records on decommissioned servers or other storage devices are to be securely erased using Department of Defense (DoD) approved methods, or the physical media must be destroyed. Electronic media may be re-used, however, the media should be securely erased and sanitized first where practical.
Media Disposal Methods:
CD/DVD media • Break/ destroy media prior to disposal Hard Drives • Erase the drive using DOD approved methods • Use vendor provided utility for built-in "secure erase" function • Break/ destroy the hard drive (drill several holes through platters, shred, smash to point where platters and PCBs are broken) Tapes • Erase using DoD approved methods (degauss) • Destroy (shred) Flash Drives • Break/ destroy the device • Electronic media may be placed in locked confidential shredder bins and subsequently destroyed by a contracted vendor on-site (CAEP escorted/witnessed).
ONE UNIVERSITY CIRCLE • TURLOCK, CALIFORNIA 95382 • WWW.CSUSTAN.EDU • PHONE (209) 667-3114 • FAX (209) 667-3104
Disposal of Physical Media Printed Material
Printed material should be placed in a locked confidential shredder bins and subsequently destroyed by a contracted vendor on-site (CAEP escorted/witnessed). CAEP offices which have their own cross-cut shredders (aka confetti shredders) may be used. "Strip cut" shredders are not to be used for CJI and/or PII confidential data.
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Injury Reports
Standard Operating Procedure: #20 Approved: 12/9/19 Revised:
The following SOP provides guidelines for any injury on campus including workers compensation/employee injuries and State Vehicle Accidents.
A. Campus Injuries
a. Officers will respond to all reports of injuries on campus. b. Officers will make a determination if the injury occurred on campus or is a prior injury or the injury occurred off campus. c. An on campus injury requires an STD 268 to be completed and forwarded to the Safety & Risk manager.
B. Employee Injuries/Workers Compensation
a. UPD employees shall contact their supervisor as soon as practical regarding an injury they sustain at work. b. A supervisor must submit a Supervisor Report of Injury. The paperless form on the HR website shall be used at the following link: https://www.csustan.edu/hr/employee- benefits/workers-compensation. c. An STD 268 report is NOT needed for an employee injury.
C. State Vehicle Accidents
a. A State Vehicle Accident, involving a vehicle or golf cart, requires the following forms to be completed: a. STD 270 Vehicle Accident Report b. STD 274 Supervisor Review of Vehicle Accident Report
b. Forms shall be submitted to the Safety & Risk Manager.
Officer’s Answering 9-1-1
Standard Operating Procedure: #21 Approved: 10/20/18 Revised: 12/17/19
It is the Policy of CSU, Stanislaus Police Department 911 dispatchers to provide the best possible service both when receiving calls for help and when dispatching help to those in need. It is the Policy of the University Police Department to provide professional dispatch services.
University Police Dispatch has three 911 emergency lines and two dedicated lines that receive alarm notifications, warrant confirmations and direct access to the 911 dispatcher. The emergency lines are 911-1, 911-2 and 911-3. The dedicated lines are 3911 and 3912. Officers temporarily filling in for dispatch will be responsible for answering these lines.
To accomplish this goal, the following procedures will be used:
a. On receipt of an emergency call, the officer will utilize all resources available to provide information to responders. This should be done while still on the phone with the caller. Be prepared to transfer calls if necessary for medical calls to Fire/AMR.
b. 911 should be answered, “University 911.” The following questions shall be asked;
• “What is your emergency?” • “What is your location?” • “What is your phone number?” • “What is your name”?
c. Officers will answer the 911 lines immediately without delay.
d. Officers will dispatch the appropriate emergency services without delay.
e. If additional officers are on-duty, the officer(s) shall be dispatched by using the radio base station to send officers to the emergency.
f. Radio dispatching will be done by pressing the red button on the radio base station or by pressing the foot pedal underneath the dispatch desk.
g. 911 calls ring differently than any other lines. A 911 call will be answered by using the black freestanding phone and pressing the green “Priority” button on the small, gray keypad located on the dispatch desk.
h. To disconnect a call, press the red “Release” button on the same gray keypad. i. To transfer a medical call to AMR, press the red “AMR” button on the gray keypad. There is no need to put the caller on hold. Wait until AMR answers, ID yourself and advise what you are transferring. Then, disconnect by pressing the red “Release” button. j. Use the same process if transferring to any other agencies located on the speed dial buttons on the gray key pad, such as TPD 911, CHP or SR 911. k. To dispatch Turlock Fire Department, press the “TPD” green button on the small gray keypad. This will connect to TPD dispatch who will dispatch Fire to the location you provide.
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Traffic Policies and Vehicle Stops
Standard Operating Procedure: #22 IACLEA Standards: 10.1.4, 10.1.5 Approved: 2/19/19 Revised:
I. Uniform Enforcement Policies for Traffic Law Violations:
A. The following guidelines for uniform traffic law enforcement action in routine situations are provided to assist officers in making decisions as to whether or not a citation is warranted.
1. Officers should consider appropriate factors when enforcing laws of speed, including time of day, traffic flow, weather conditions and location. 2. Officers should consider appropriate factors when enforcing hazardous violations, including degree of the hazardous act, accident history of the location, current trends of traffic in the area, and any directed patrol programming. 3. Officers should consider factors when enforcing violations of equipment requirements, as specified within the California Vehicle Code and other statutes; approximate influence of the hazard to other traffic, and the approximate influence of the hazard to the operator and passenger(s). 4. Public carriers shall be examined thoroughly and appropriate laws enforced through citations, or, when necessary arrest, to ensure that programming for the safety of passengers is supported. 5. Other non-hazardous violations will be enforced depending on the seriousness of the offense and trends/patterns observed in violations. 6. In cases of multiple violations, officers shall list the most serious offense first and additional violations below on a citation. In no case shall more than one citation for traffic law violations and equipment be issued to a violator during a single investigation. A citation continuation sheet may be used if multiple violations are to be cited and don’t fit on a citation. 7. Laws and regulations that have recently been enacted will be provided the prescribed “grace” periods, and educational steps to inform motorists shall be taken when appropriate. Grace period duration will be determined by legislation or the Department’s local DA’s Office. 8. Violations resulting in traffic collisions will be enforced as noted in the Traffic Collision Investigation SOP. 9. Pedestrian, skateboarding and bicycle violations are a priority on campus due to the high number of pedestrians walking through campus. Bicyclists may be cited for any Vehicle Code violations observed. This will include stop sign and red light violations. 10. Off-road vehicle violations will be enforced as noted in applicable State codes. Interior campus roadways are considered as roadways and off-road vehicles may not utilize them without having proper registration.
II. Vehicle Stops
A. Stopping the traffic violator: The following steps in stopping and approaching a violator are intended to provide maximum safety for the officer, the violator, and other users of the roadway. Varying conditions regarding the engineering of the particular traffic artery, the urgency to stop the violator, and the existing volume of traffic may require adjusting or altering the recommended procedure. These procedures are to be followed when possible, and are presented from the perspective that ideal conditions exist.
III. Special Violation Consideration
A. Suspended or Revoked Driver’s License
1. When an officer has stopped a vehicle and the driver is found to have either a suspended or revoked license as described in CVC Section 14601 et al, the officer will arrest the violator at the scene via the use of a citation. 2. The vehicle should be impounded in accordance with CVC Section 22651(p) and a 30 day hold will be placed on the vehicle pursuant to CVC Section 14602.6. 3. If official notice of the suspension is required to be provided to the driver, the officer shall complete DMV form DL 310. If a driver is suspended/revoked and service is needed the driver should be cited for CVC 12500(a). The vehicle should be stored per CVC 22651(p).
Traffic Collision Response & Investigation
Standard Operating Procedure: #23 IACLEA Standards: 10.2.1, 10.2.2 Approved: 2/19/19 Revised: 12/17/19
PURPOSE:
To establish guidelines for the proper response and handling of traffic collisions. Proper identification, preservation and collection of evidence and data will reduce the probability of a citizen being involved in an automobile collision resulting in property damage, injury or death.
PROCEDURE:
I. Response to Collisions
A. Collisions, which are considered priority in nature, shall include those which are reported or believed to involve:
1. Death or injury 2. Hit and run collisions 3. Impairment of a driver due to intoxication of some form 4. Damage to public vehicles or property 5. Hazardous materials 6. Disturbances between principal parties 7. Collisions which cause severe traffic congestion 8. Collisions which require towing services
B. Response
1. Identifying injured persons and administering emergency medical care (basic life support) until paramedic or other rescue staff(s) arrive.
a. If a collision involves injuries, rescue personnel will be notified immediately by the dispatcher. Officers arriving prior to the rescue/paramedics will administer appropriate first aid and emergency medical care until relieved. A first aid kit and blanket are provided within each police vehicle for this purpose. It is the officers’ responsibility to ensure that the first aid supplies mentioned here are replenished and maintained in good condition.
2. Summoning additional help as required (officers, tow services, paramedics).
3. Identifying and dealing with fire hazards and/or hazardous materials.
a. Fire hazards--If a collision scene represents the danger of either existing or potential fire, dispatchers will notify the Fire Department. Officers on the scene will keep the public away from the hazard and in cases of small fires may use the fire extinguisher provided in each police unit. b. Hazardous materials--Any Police Officer arriving at the scene of a collision and seeing hazardous materials placards or seeing a possible spill should immediately request the response of the Fire Department. The fire chief will assume control of any scene involving hazardous materials and all Police Officers will provide support as required. Any investigation of the collision will only occur after it has been approved by the fire chief/incident commander.
4. Protecting the collision scene, through the use of flares, marked vehicles, barricades, etc.
5. Preserving evidence.
6. Traffic control that includes safe and effective diversion around the collision scene.
a. Traffic direction and control at accident collision scenes is fully addressed within the Traffic Control SOP.
7. Locating witnesses, collecting and recording collision information.
8. Expediting removal of persons, vehicles and debris from roadway that pose a hazard.
a. California Vehicle Code Section 27700 et al requires any tow service engaged to remove a vehicle from a roadway shall clear the roadway of any debris and glass which is a product of a traffic collision that vehicle is involved in. b. When the debris is so substantial that the tow service cannot safely remove it from the roadway, the following will be requested: i. If on campus, Facilities Services shall be called; ii. If off campus, the City of Turlock, or the appropriate jurisdiction’s Public Works Department shall be called. c. The fire department will assist in the washing down of combustible materials.
9. Dealing with disturbances between involved parties.
10. Controlling property belonging to collision victims.
a. Any property belonging to collision victims will be protected from theft or damage and if victims are not present, should be brought to the police Department, where it is to be inventoried, logged and secured for safekeeping until the owner or his/her designee can arrive to claim it. The victim’s vehicle will be impounded for safekeeping by a tow service of the victim’s choice or by contract with the police Department. Any vehicle that is impounded will be inventoried, and particularly valuable items will be removed and kept for safekeeping at the pol ce Department until the owner or his/her designee can arrive to claim them.
II. Collision Investigation
A. Officers of this Department shall complete a traffic collision report or investigation when:
1. The collision involves a state vehicle. a. If the accident involves a police vehicle, an uninvolved law enforcement agency shall be summoned to the scene to complete the investigation. b. If the collision involves a state vehicle, CSUPD will complete the investigation and complete the STD 270 form. 2. Death, injury or damage to any party that exceeds $750.
III. Collision Reporting and Investigation
A. Death and injury collisions
1. These collisions are the highest priority. An investigation shall be completed and the collision thoroughly investigated. Investigation assistance can be provided, with supervisory approval, from the California Highway Patrol, Turlock Police Major Accident Investigation Team (MAlT), or other resources that are deemed appropriate.
B. Property damage collisions
1. All property damage collisions should be investigated by the first officer on the scene. A report may be completed when there is damage to the property. Should major damage exist, the investigating officer should request assistance in completing the onscene investigation.
C. Hit and run collisions
1. These collisions shall be reported whenever the victim requests a report, regardless of the damage.
D. Driving under the influence of drugs/alcohol
1. Collisions involving drivers who are impaired due to alcohol, drugs or some form of self- administered intoxicant shall include an investigation (CHP 555). This shall be completed in addition to any other arrest or criminal reports the officer will complete associated with the case.
2. It is important to note this will be applicable to ANY driver suspected of being impaired, and not only those drivers who are considered to be “at fault” for the collision.
E. Hazardous Materials
1. Officers responding to collision scenes where there is suspected hazardous materials involved will immediately notify the fire department and the hazmat team. Reports will be written on all hazardous materials collisions and the report will include the response, any medical attention required and any clean up that was facilitated.
F. Private property collisions
1. If requested by Turlock Police (or any other law enforcement agency), officers will respond to collisions on private property, and assist with documentation.
G. Collisions involving disturbances between parties
1. Officers will be dispatched and will respond to the scene of any collision where there is any sort of disturbance or disagreement between parties involved in the collision. When possible, two officers will be dispatched to this type of call. The responding officers will separate the involved parties and conduct a preliminary investigation. 2. These incidents will be handled as any other call where individuals are in conflict with each other. A report will be written on these cases if it is requested by the parties or if any of the other criteria for reporting collisions is met.
H. School bus and public/mass transportation collisions
1. The California Highway Patrol investigates school bus collisions only when the bus is transporting school pupils. This includes instances of a pupil leaving or approaching the bus or crossing the road while the bus has its flashing red lights activated.
2. The Turlock Police Department investigates public/mass transportation collisions only when the bus is transporting patrons or occurs within the Turlock jurisdictional area.
3. Other collisions involving school buses or public/mass transportation, which occur on California State University, Stanislaus property, where there are no students or patrons aboard, and/or the students/patrons are beyond the control of the bus, are handled by the Stanislaus State Police Department.
IV. Collision Scene Investigation
A. Collision scene investigation information collection: At the scene of the collision, the investigating Police Officer must gather information concerning the collision for the subsequent use in completing necessary report forms. Any evidence collected or photographs taken will be noted on the traffic collision investigation form (CHP 555). Evidence that can be collected at the scene includes:
1. Interviewing principals and witnesses and securing the necessary identity/address information, including telephone numbers.
2. Examining and recording vehicle damage. Officers may utilize field notes for recording information at the collision scene. However, officers are encouraged to record damage whenever practical via digital photography.
3. Examining and recording effects of the collision on the roadway or off of the roadway on other property, structures, etc.
4. Taking measurements as appropriate. Measurements should be taken from fixed locations that can offer revisiting if necessary. These locations can include curb lines, fire hydrants, utility poles and buildings. Avoid using fences, trees, other vehicles or any object that is more likely or able to be moved or altered.
5. Assisting in the exchange of information among principal parties.
6. Taking photographs as appropriate. Photographs should note damage and any other evidence at the scene and should depict the landmark indicated in the diagram.
7. Collecting and processing evidence as indicated in the Policy Manual, and as is consistent with proper evidence collection methods.
V. Enforcement Action
A. Enforcement action should be taken whenever believed appropriate by the investigating officer, when that officer has detected a violation of a traffic or relative law and when evidence exists to satisfy all the elements of that particular violation.
1. At the scene of the collision, the officer may take immediate enforcement action and issue a Notice to Appear. An officer is authorized to take such action, even if the violation did not occur in his presence, if that officer has successfully completed collision investigation training, as required in CVC Section 40600(a).
2. If the officer observes the violation, and after responding to the collision, chooses to do so, the officer may issue a Notice to Appear based on his observation.
3. If circumstances warrant, an officer may make an arrest for driving under the influence at a collision scene, if evidence is in accordance with CVC Section 40300.5.
4. If the identity of a driver, who was involved in a collision, but left the scene, is determined through an officer’s investigation, they should obtain an arrest warrant.
B. Officers may make an arrest upon private property when they have been summoned by another law enforcement agency, and for those offenses that involve driving while intoxicated, collisions involving injury or death, reckless driving, and hit and run.
Shift Briefing/Training & Sharing Investigative Information
Standard Operating Procedure: #24 IACLEA Standards: 6.3.2, 9.1.2, 13.1.7 Approved: 3/14/19 Revised:
1. Shift Briefings
a. Shift briefings will be conducted by a Sergeant or shift supervisor before deploying the patrol shift. The on-coming shift supervisor shall be responsible for briefing any overlap officer in the event he/she is part of the on-coming shift deployment. b. In the absence of a shift supervisor, each officer will brief his/her overlap or relief officer regarding the previous shift’s activities. c. Shift briefings should include, but are not limited to: previous shift’s activities, policy and procedure updates, any local or neighboring agency BOLs, ongoing cases, crime trends, and any administrative and operational information.
2. Shift Briefing Training
a. Sworn personnel shall participate in daily shift briefing training according to the following guidelines:
• Shift briefing supplements, standard operating procedure reviews and other training will ensure that all sworn personnel stay current on new public acts, laws, technological advances, and revisions of the department policy manual. • A person with special knowledge or skills may conduct shift briefing training with approval from a Patrol Sergeant.
3. Sharing of Investigative Information with Other Operational Components
b. During shift briefings, patrol staff shall:
• Update on all requirements and changes instituted by the district attorney and city attorney offices; • Update on new laws, court decisions, and investigative/interview procedures • Review evidence-gathering techniques and other appropriate investigative or crime prevention information. • Provide information relating to crimes and incidents occurring on campus or in proximity that could have an impact on patrol strategies.
c. Patrol staff shall also share information through shift briefings and/or electronic correspondence with units such as communications and the department administration.
Procedures for Traffic Hazards, Engineering Deficiencies and Highway Users
Standard Operating Procedure: #25 IACLEA Standards: 10.3.2, 10.3.4 Approved: 5/28/19 Revised:
1. Hazards/Deficiencies On Campus:
a. When a Police Officer, CSO, or Student Assistant, during the course of their duties, comes across a hazard in the roadway or traffic engineering issue on campus, they will immediately let CSUS dispatch know the location, type of hazard and the immediate impact on the campus community.
• Debris causing a traffic safety hazard will be removed when possible. Facilities Services will be notified for debris that cannot be removed by the officer. • Inoperative, defaced, damaged or missing traffic signs or any traffic control devices will be reported immediately to dispatch who will call Facilities Services. If necessary, Officers should remain on scene and assist with traffic control until the situation is corrected or a temporary traffic control device is available. • Any hazardous materials incident will be reported to dispatch who will then contact the appropriate personnel (Fire Department, Environmental Health & Safety) immediately. Officers will be cautious, avoiding endangering themselves in attempting to identify the suspected hazardous substance. All traffic should be diverted away from the scene.
2. Hazards/Deficiencies Off Campus
a. When a Police Officer, during the course of their duties, comes across a hazard in the roadway or traffic engineering issue off campus, they will immediately let Turlock PD Dispatch know the location, type of hazard and impact on traffic function. Turlock PD Dispatch will advise their City Crew of the hazard.
• If the hazard is causing traffic flow problems, the officer should remain on scene to assist with traffic control until the situation is corrected or a temporary traffic control device is available.
3. Assistance to Highway Users
a. General Assistance
• Officers will stop and render aid to stranded motorists whenever possible. Should an officer not be able to stop to assist, the officer will notify dispatch of the situation so that appropriate assistance can be summoned. • If a motorist needs assistance outside of the campus area, dispatch will notify the appropriate agency having jurisdiction.
a. Police Services personnel are not required to provide such assistance to vehicles parked off campus. b. If another law enforcement agency requests that an officer of this department respond to a stranded motorist on a roadway or highway off-campus, dispatch will inform the shift supervisor of the request. If the request can be accommodated, the shift supervisor will direct dispatch to assign an officer to provide assistance.
• When a stalled vehicle creates a traffic hazard, the officer will stop and provide traffic control until the hazard is alleviated or he/she is relieved. • Officers who must transport civilian shall advise dispatch of the starting point and destination, as well as the starting and ending mileage, if the person is the opposite gender of the transporting officer. Alternate means of transportation should be obtained, if possible. • University Police shall support Parking and Transportation Services in its mission of serving university motorists. Officers shall respond to calls for service on-campus and to campus properties in the surrounding area. When parking personnel are unavailable, police personnel will provide general assistance to motorists, including:
a. Directions for the area; and b. When circumstances warrant, transporting a motorist to a safe location to await assistance.
• Officers will remain with all stranded motorists who are in hazardous locations until assistance arrives. If a motorist becomes stranded after hours of darkness, the officer will remain with the motorist or transport them to the station to await assistance. • Should an officer have to leave a stranded motorist after arranging for assistance, the officer will check back after a reasonable time to be certain the requested assistance had arrived. • For what initially appear to be non-injury collisions, officers will be dispatched to the scene, both on campus property and on the campus perimeter, to ascertain whether paramedics will be needed. Dispatch will be advised of the situation. • In a case where an officer arrives at a scene and encounters a medical emergency, he/she will do the following:
a. Request fire and paramedic personnel and provide dispatch with the following information: b. scene location; c. type and apparent extent of injury or distress; d. any other pertinent information that would assist medical personnel. e. Administer first-aid emergency care to the victim(s) until paramedics or other rescue staff arrive; f. Document the incident by submitting the appropriate reports.
• Identify any potential fire hazards and/or hazardous materials:
a. For collisions involving a fire hazard or actual fire, any officer arriving prior to the fire department will be responsible for initial fire suppression efforts. Initial efforts will be limited to fire suppression equipment that is readily available (i.e., fire extinguisher, blankets, etc.). The officer will be responsible for advising dispatch that fire department services are needed and will direct other responding police units to appropriate locations for evacuation or traffic control.
b. Mechanical Assistance
• Police and parking vehicles equipped with push bars may be used to push vehicles from the roadway that pose an immediate hazard. Vehicles should not be pushed farther than required to alleviate a hazard. Unites shall not be used to push-start stalled vehicles. • Officers will not leave the scene of a vehicle that is creating a hazard without taking appropriate steps to protect the vehicle and the public, either by moving the vehicle (via pushing or obtaining use of a tow service) or by placing flares, cones, or other traffic safety devices.
Line and Operational Readiness Inspections
Standard Operating Procedure: #26 IACLEA Standards: 1.2.2, 1.2.3 Approved: 7/1/19 Revised:
1. Responsibility
a. Supervisors and managers in the Department of Police Services are responsible for conducting periodic line inspections of police personnel, including police officers, CSOs and field student assistants. This includes but is not limited to use and maintenance of equipment, status and condition of workspace/facility areas, adherence to department policies, procedures, and directives, and uniforms and personal appearance.
2. Frequency, Procedures, and Documentation
a. Line inspections of each organizational component of the department shall be conducted on an annual basis by the designated area/unit supervisor. However, Police patrol shift supervisors shall conduct unannounced line inspections on a weekly basis. b. Equipment and operational readiness inspections will be conducted semi-annually. Supervisors of each division shall conduct and complete the equipment inspections. The Patrol Lieutenant will occasionally participate in the patrol inspections to ensure departments and accreditation standards are being met.
3. Follow-Up on Components Requiring Correction and Documentation
a. Supervisors are to instruct their subordinates to correct areas not meeting standards. An identified amount of time for correction shall be determined. If the correction is not met in that specified time, a memo shall be provided to the Patrol Lieutenant.
4. Summary
a. In July of each year, a summary of patrol’s yearly line inspection shall be completed by the supervisor and forwarded to the Chief of Police for review. b. Semi-annually (occurring at the beginning of each year and at the end of the fiscal year), equipment and operational readiness inspections will be documented via spreadsheet.
EXECUTION OF SEARCH/ARREST WARRANTS
Standard Operating Procedure: #27 IACLEA Standard: 2.2.4 Approved: 3/29/19 Revised:
The officer(s) involved in the serving/executing of a search/arrest warrant should follow the guidelines in the following areas.
I. Gathering and Verifying Warrant Information
A. Officers should gather information for their search/arrest warrant from as many sources as possible. The information can be based on hearsay as long as the source of the information is reliable. B. Any information from an informant should be verified before obtaining your search warrant. C. Perform computer checks (Parole, Probation, Guns, Restraining Orders, etc.) and contact local agency to check call history of residence/location.
II. Identify Your Suspect(s) using the following:
A. Background; B. Weapons History; C. Vehicles; D. Children/parents; E. Gangs; F. Drug usage; G. Prior arrest;
I. Mental illness and J. Martial arts background.
III. Obtaining and Recording the Search and/or Arrest Warrant
A. Affidavit and Probable Cause Declaration will be prepared by the University Polices investigators and entered into the judicial system for approval. B. All approved Search/Arrest warrants will be assigned a case number and a full report of the circumstances will be written. C. When obtaining a search and/or arrest warrant through the judicial system ensure all the following elements are addressed in the actual warrant:
1. Date and time received from the court 2. Type of process, civil or legal 3. Nature of the document 4. Source of the document 5. Name of the defendant and name of the complainant 6. Court docket number and our case number 7. Expiration date of the search warrant—as arrest warrants are valid until served or cancelled by a judge.
D. When executing a search and/or arrest warrant ensure all the following elements are recorded in the case report:
1. Date and time service was attempted/executed. 2. Names of the team leader executing/attempting service. 3. Name of the defendant on whom the legal process is being served. 4. Address of service or attempted service. 5. Method of service or reason for non-service.
IV. Develop and follow a Written Operational Plan
A. Assignment of the Team Leader
1. Assign team members 2. Deployment (the number of personnel and equipment to be used) will be determined by the Team Leader. 3. Set date for attempted service within required time frame. 4. All intelligence should be discussed. 5. Each team member should have a copy of the operational plan. (It should be returned to the team leader at the end of the operation) 6. Discuss the location to be searched and its description/hazards. 7. Give a description of any suspects and intelligence information about them. 8. Object of warrant – What type of information/evidence will you be looking for as specified in the Warrant.
B. Scouting/Surveillance to be completed in advance
1. Photograph the location to be searched. 2. Is there a dog on premise? 3. Are there children at the location? 4. Any surveillance or security equipment set up by the suspect? 5. Any other building/garages/vehicles on the grounds? 6. Are the doors fortified? 7. Are there any “Look outs”?
C. Diagram the building to be searched and any possible hazards to officers.
1. If the building address is present, where is it located and its’ description? 2. If no address is present a complete description of the building including, but not limited to: a. What kind of construction/ how many stories; b. Color;
c. Texture; d. Is it a brick or vinyl siding; e. Places for cover and concealment; f. Color of roof and type (wood shingles or Spanish tile); g. Number and description of windows.
D. Classifying the Type of Warrant
1. Normal Risk a. Expected to be non-violent, or the possibility of violence is unknown, no weapons are known and suspect has no violent history or it is unknown. b. There is easy access to the location and it is unknown if the structure is fortified.
2. High Risk a. If the suspect is believed to be uncooperative or if a violent crime precipitated the warrant. b. The structure is fortified.
3. Swat or Tactical unit involvement a. Suspect is most likely armed and resistance is anticipated. b. The location is heavily fortified. c. Tactics and equipment to gain entry are beyond our capability.
E. Methods of Service
1. Entry Techniques - Will be determined by Team Leader, but will follow the guidelines listed 2. Dynamic/Crisis entry - Forced entry designed to take suspect by surprise. 3. Non dynamic/crisis entry (After obtaining access to the structure don’t “Charge right in”) Used when elements of dynamic entry are lost and stealth is required (suspect knows you are at the location). 4. Breach and delay entry - After entry is made the suspect is given a chance to surrender. 5. Covert/stealth entry - Used when the suspect is asleep, unconscious or doesn’t know you are on scene. 6. Surround and call out - Used with an arrest warrant if you have the time and personnel available.
F. Legal Requirements include following all laws prescribed by the California Penal Code and case law decisions. Also, utilize the California Peace Officers Legal Sourcebook materials.
G. Equipment to be utilized for the service of search/arrest warrants.
1. All officers will be clearly identified as Police Officers. 2. All specialized equipment to be used will be identified by the team leader and approved for use by the Command Staff. 3. All officers will check to ascertain if their personal equipment is in working order and be wearing their ballistic vest prior to leaving briefing. 4. All equipment will be accounted for before leaving the structure searched.
5. These tools will only be utilized to assist in a way to reduce injury and liability to themselves and the occupants of the premise to be searched.
H. Route of Travel
1. The team leader will ensure that all drivers will know the route to the staging area and or location to be searched. 2. All drivers will be given a route from the location to be searched to the nearest trauma hospital in the event of an emergency.
I. Communications
1. All officers involved in the service of the warrant will be on the same radio frequency. 2. All officers will know the basic hand signals to be able to communicate with each other.
J. Contingencies - Discuss the following issues and develop a plan of action:
1. Officer shot; 2. Fire/Paramedics; 3. Explosion; 4. Hostages; 5. Officer attacked by suspect; 6. Wait for an ambulance or drive victim officer to hospital?
K. Final Preparations
1. Resolve any un-answered questions 2. Perform a final check of equipment. 3. Make all appropriate notifications. a. Command Staff; b. Outside agency (request for mutual aid if needed); and c. Contact observation post, if established.
V. Actual Service of Warrant
A. Caravan
1. All vehicles will travel as a team. 2. If a vehicle gets separated the team will wait until they catch up. 3. All vehicles will arrive at the search location at the same time. 4. The news media will not accompany officers on the service of any warrants.
B. Room Clearing and Suspect encounters
1. Rooms will be cleared (searched) according to approved training methods (see attached training). 2. When an officer encounters a suspect he will control that suspect so other officers can continue the search.
3. If the suspect is uncooperative or offers resistance do not engage him by yourself. Have additional officers assist putting the suspect to the floor and handcuffed as soon as possible. 4. Only after the suspect has been handcuffed and the building secured should he be searched.
C. Location secured
1. Once the building is secured have the search team re check the building again to ascertain if any other suspect(s) have been missed. 2. The Team Leader will designate officers to process the Suspect(s). 3. The Team Leader will designate a search team for evidence collection. 4. Any equipment used during the service of the warrant will be accounted for. 5. Videotape the building to be searched to show the condition of the building before the search. 6. Serve the warrant on the responsible party or if a search warrant leave it in a visible area.
D. Post search warrant
1. Photograph suspects and evidence located. 2. Video tape the residence prior to leaving. 3. Provide a receipt for property seized at the location.
VI. Debriefing (A learning environment)
A. Identify Strengths and weaknesses; Suggestions for improvement; Was Information/Communication Good?
B. Legal Issues
1. Inventory (leave a copy of items seized) 2. Return to Search Warrant will be completed as soon as possible.
VII. Loss or Damage of Property of Another
A. Officers and other employees intentionally or unintentionally may cause damage to the real or personal property of another while performing their duties. Any employee who damages, causes to be damaged any real, or personal property of another while performing any police functions, whether in or outside the jurisdiction of the CSU Stanislaus Police, shall report it as provided below.
1. Verbal report required - As soon as circumstances permit, the involved officer shall make a verbal report to his/her supervisor.
2. Written report required - The officer shall submit a written report before he or she goes off duty or within the time frame directed by the supervisor to whom the verbal report is made.
3. Damage by Person(s) of another Agency a. If employees of another jurisdiction cause damage to real or personal property belonging to CSU Stanislaus Police Department, it shall be the
responsibility of a CSU Stanislaus Police Officer present to make a verbal report to his immediate supervisor as soon as circumstances permit. b. The officer shall submit a written report before going off duty or as otherwise directed by the supervisor.
4. These written reports, accompanied by supervisor’s written report, shall be forwarded to the appropriate Lieutenant and Chief of Police, as soon as possible.
5. It will be the responsibility of the Command Staff to notify the CSU Stanislaus Risk Management of any potential liability to CSU Stanislaus.
VIII. Training--Each CSUS Police Officer assisting in the service of search warrants and or searching premises to locate and serve arrest warrants will attend training as follows:
A. Classroom training, to include, but not limited to the California Legal Sourcebook and the guidelines listed in this General Order.
B. Building searches and arrest techniques.
C. Review of weaponless control tactics.
TRAFFIC CONTROL
Standard Operating Procedure: #28 IACLEA Standard: 10.3.1 Approved: 5/28/19 Revised:
Hazardous Roadway Conditions
• Any defects in the roadway • Visually obstructed, defective, or improper traffic control devices or signs. • Inadequate or defective roadway lighting. • Debris such as fallen limbs/trees or those still attached, but creating a hazard.
Traffic Direction and Control Procedures
1. Accident Scenes
a. Uniformed Police Officers have the primary responsibility for the direction and control of traffic at motor vehicle accident scenes.
b. Officers should set up perimeter traffic control points to: • Allow for the ingress-egress of police, fire and rescue equipment. • Halt or divert approaching traffic away from or around the accident scene. • Provide for a system of alternate routes to move traffic around the accident.
c. Officers should notify dispatch of the action being taken so they may in turn notify other jurisdictions that may be affected.
d. When it becomes necessary to close or restrict the flow of traffic, the following means of control may be used:
• Flares may be used only when hazardous/flammable materials are not present • Barricades are appropriate when an entire roadway or intersection must be closed. • Traffic cones are excellent for diverting traffic from one lane to the next and are often more appropriate than flares. Although flares may be used in conjunction with cones, when appropriate.
IV. Uniform Hand Signals and Gestures for Manual Traffic Direction and Control
A. Signals can be either hand signals or whistle signals or a combination or both. B. When using hand signals eye contact should be made with the drivers who are being signaled. 1. Stop signal – Basic signal to stop is an upraised hand at the end of an extended arm raised at or above shoulder level, with the palm of the hand clearly facing the approaching driver for whom the signal is intended. 2. Starting signal – The signal for a stopped vehicle to start moving begins at the shoulder level, with the officer extending his arm toward the stopped vehicle (pointing) and waving the car onward by bending his arm at the elbow and drawing his hand toward his chest. Once traffic in one direction starts to move, the officer turns and faces opposing traffic and delivers the same signal. 3. Pull up signal – The signal to pull up to a position, indicated by the officer directing traffic at an intersection, is usually reserved for turning traffic facing opposing vehicular or pedestrian traffic. It is started by the officer pointing to the position at which the driver should pull his stopped or slowly approaching vehicle. Monitoring the driver forward to the selected position completes it. If possible, keep the pointing hand and arm in position to hold the turning vehicle until conditions are safe for the turning movement. 4. Turning traffic – Once it is safe for the motorist to complete the turn, the opposing traffic should be stopped using the standard stop signal, and motioning the left turning vehicle to complete its turn by making a come-along signal with the other hand. 5. Right turning traffic requires little traffic direction unless the turning movement is crossing a heavily traveled crosswalk or has to merge into heavy vehicular traffic. Natural gaps are best used for turning vehicles, when available. C. When using whistle signals: 1. Stop – A single, long blast. 2. Start – Two short blasts. 3. Emergency Stop – Three or more short blasts.
G. Adverse Road and Weather Conditions
1. The watch commander will determine the need for additional personnel to assist with traffic direction and control during adverse weather conditions (heavy rain, flooding, high winds). 2. Physical Plant will be notified of any downed trees, power or telephone lines, or other hazardous conditions. 3. The fire department will be notified of any roadways that are considered impassable for an extended period of time, as well as any fire hazards. 4. Any roadways deemed to be hazardous will be closed by use of barricades and/or flares. Officers will be assigned to temporarily divert traffic around hazards. 5. The watch commander will direct dispatch to notify the news media of any adverse road conditions that will affect the motoring public, including incidents that threaten to close the University.
H. Manual Operation of Traffic Control Devices
1. Keys are available in the Watch Commanders office to place the traffic signals on the streets surrounding the campus on flash, when deemed necessary. 2. This procedure will only be utilized to facilitate the excessive flow of traffic either onto or off of the campus. 3. This type of situation will normally only occur at the result of special events on campus, such as commencement, or in the event of an emergency where the campus needs to be evacuated quickly. 4. Turlock PD Watch Commander shall be notified of this prior to or as soon as practicable.
I. Temporary Traffic Control Devices
1. The following temporary traffic control devices are available for use by this Department: a. Portable stop signs b. Barricades c. Traffic cones d. Flares
2. Temporary traffic control devices may be utilized when traffic signals are inoperable, during special events, to divert traffic around a hazard, or other circumstances as approved by the watch commander.
J. Police officers and other personnel with traffic direction responsibilities shall have their traffic safety vest with them while on patrol, and shall wear it at all times when directing traffic.
V. Traffic Control During Special Circumstances
A. Natural Disasters – Police officers will provide the following traffic direction and control responsibilities at disaster scenes:
1. Maintain contact with dispatch so that traffic control points and alternate routes of traffic are identified. 2. Establish an on-scene command post if no fire is involved and no rescue operations are to be conducted. Officers shall refer to the Incident Command System (ICS) Protocol for guidance on command post establishment. 3. If fire is involved, or rescue operations are to be conducted, the ranking police official will consult with the on-scene fire commander for post liaison and coordination of the ICS. 4. Establish one or more control points on the perimeter of the disaster scene. 5. Regulate traffic at the disaster scene to allow free ingress-egress to emergency vehicles. 6. Restrict access to the disaster scene to authorized personnel. 7. Control traffic at the key intersections on the ambulance routes to the hospitals to which the injured are dispatched. 8. Ensure the security of the disaster scene and preserve law and order.
PRISONER TRANSPORTATION TO CUSTODIAL FACILITY
Standard Operating Procedure: #29 IACLEA Standard: 8.3.2 Approved: 2/19/2019 Revised: 10/8/19
Procedure:
Actions of the transporting officer(s) upon arrival at the custodial facility and required documentation.
2. Restraining devices will be removed from a prisoner only when directed to do so by the custodial facility or when the officer is certain that the prisoner is properly controlled within a secured environment (i.e., holding cell, booking room).
3. The proper documentation will be transported with the prisoner and submitted to the appropriate person at the custodial facility. This will include:
a. Booking forms, warrants, field interview cards, etc.; b. Prisoner property and property form; and c. Information on escape or suicide tendencies.
4. The transporting officer will obtain documents from the custodial facility’s booking officer detailing the prisoner transaction (i.e., a booking form).
5. The transporting officer shall also complete/submit a Probable Cause Determination (PCD) form as needed.
6. Transporting officers will convey to the receiving facility any information of a medical or security nature involving a prisoner, to include:
a. escape tendencies; b. suicide tendencies; c. unusual illnesses with any known prescribed medications; and/or d. use of force incidents (i.e., pepper spray, any physical force utilized, if prisoner was treated and cleared by medical personnel for booking). e. Unusual security risks (i.e., gang affiliation, etc.)
ILLEGAL NARCOTIC PACKAGING/EVIDENCE
Standard Operating Procedure: #30 IACLEA Standard: Approved: 2/19/2019 Revised: 12/17/19
The following Standard Operating Procedure applies to incidents involving illegal narcotics and packaging procedures for evidence.
The opioid epidemic and the dangers associated with opioids and fentanyl are of great concern. This coupled with the decriminalization of the possession of these drugs to a misdemeanor (depending on quantity) do not warrant the risk associated with the handling and manipulation of these drugs to test for presumptive positive. The lab will do this without the presumptive positive.
Effective immediately, all personnel will no longer weigh or test any narcotics whether it is in powder, liquid or pill form.
Photographs shall be taken of the substance.
Utilize personal protective equipment (gloves) and leave the suspected item in its current packaging and place it in appropriate packing before sending to the Department of Justice (DOJ) lab.
COMMUNITY INVOLVEMENT/SECURITY SURVEYS
Standard Operating Procedure: #31 IACLEA Standard: 12.3.1, 12.3.3 Approved: 2/19/2019 Revised:
A. POLICY
The California State University, Stanislaus Police Department is committed to contributing to the quality of life of the University and surrounding communities. The Crime Prevention and Community Relations functions support this commitment through the development and implementation of programs designed to anticipate, recognize, appraise crime risks, and initiate actions to reduce those risks.
B. COMMUNITY SURVEY
1. A documented campus safety & security survey focusing on community member attitudes and opinions will be conducted at least once every four (4) years. This survey will focus, at a minimum, on the areas of:
• Overall department performance; • Overall competence of department employees; • Citizen’s perception of department employee attitudes and behavior; • Community concerns over safety and security within the department’s service area; • Citizen’s recommendations and suggestions for improvements.
C. COMMUNITY EDUCATION & COMMUNITY RELATIONS
1. Community education, while incorporating the community’s involvement into program design and development, shall be an integral part of meeting the vision and goals of the University and the Department of Police Services. The Crime Prevention and Community Relations function will assist in the development and promotion of problem-orientated and community-based policing strategies, education and services. Community education and community involvement will include:
a. Coordinating activities with other organizations on campus to educate and raise awareness levels of students, faculty, and staff with respect to personal safety issues. b. Developing and maintaining an inventory of literature for distribution, including brochures, flyers, newsletters and information available on the Department’s website that
promote the Department’s crime prevention programs and objectives and provide strategies for reducing specific crime risks. c. Responding promptly to requests for information or programs from faculty, staff, parents, students, and prospective students, and any other University or neighborhood community members. Emphasis will be placed on providing problem-solving assistance to all requesting parties and incorporating them into program development. d. Establishing a liaison with both formal and informal community organizations, groups, or individuals and conveying any information or suggestions obtained from them to the Lieutenant, or Chief of Police, whichever is appropriate. Community input relating to an institutional department or outside agency will be forwarded to the appropriate entity for their information or handling. e. Serving as the Department’s representative on University advisory boards and ad hoc committees as assigned by the Chief of Police. f. Periodically attending roll-call shift briefings and other staff meetings to reinforce the Department’s commitment and responsibilities in achieving the community education and involvement objectives set forth within this policy. Focus should be placed on improving agency practices bearing on police/ community interaction. g. Assisting in the development of community policing and problem-solving strategies, practices, and/or procedures for the Department. h. Publicizing the Department’s crime prevention programs, goals and objectives, community problems and successes. i. Assisting in the organization of community crime prevention groups within residential complexes and other areas of the University. These groups will assist in developing and enhancing community-policing fundamentals, providing for a safer environment. j. Program development will be focused around the needs of individual university departments, academic/administrative departments and other office/classroom areas, residence halls, fraternities, sororities, campus clubs and organizations, community groups, and other entities as they arise. Program development shall involve the following:
• Crime Prevention programs will be presented within the residential life complex at least once each semester or as often as requested and whenever a need is identified. • Presentations on campus safety and security will be provided at student, faculty and staff orientation sessions, international student functions, and other opportunities as practical and/or as requested. • Programs will be offered and provided each year to fraternities and sororities when requested by the chapters or as a need is identified. • Some of the community/campus programs are listed, but not limited to the following:
o Sexual assault and acquaintance rape awareness o Alcohol and drug abuse o The University Police and general campus safety, personal safety o Workplace violence o Suspicious packages o Domestic violence o Stalking, criminal threats and annoying/harassing phone calls o Home and residential hall safety & security o Office safety & security o Rape Aggression Defense (R.A.D) Program o Child safety o Bicycle safety o Robbery prevention and procedures o Identity Theft o Business crime prevention and robbery prevention
Supervisor’s Notes and Observations (SNO)
Standard Operating Procedure: #32 IACLEA Standards: 4.3.1 Approved: 7/1/19 Revised:
1. Purpose and Scope
To establish guidelines for the purpose, use and dissemination of a SNO.
2. Definition
Supervisors Notes and Observations (SNO's) - A supervisory tool available that allows documentation of observations made of a particular employee. A SNO is a notation that allows for greater recognition or accountability as officers rotate through varied supervisors, duties, and assignments. A SNO is a documented observation and can be used as a function for performance improvement. A SNO is not a form of discipline, but will be treated with respect to Government Code 3305.
a. “No public safety officer shall have any comment adverse to his interest entered in his personnel file, or any other file used for any personnel purposes by his employer, without the public safety officer having first read and signed the instrument containing the adverse comment indicating he is aware of such comment, except that such entry may be made if after reading such instrument the public safety officer refuses to sign it. Should a public safety officer refuse to sign, that fact shall be noted on that document, and signed or initialed by such officer.”
3. Procedure
A supervisor or member of management may complete a SNO (positive or corrective) for a subordinate and serve it to the person without approval from their superior.
a. A supervisor noting an act or behavior that is worthy of recognition or in need of correction/counseling or performance improvement may complete a SNO to document the observations.
b. After completion of the SNO form, the issuing supervisor will meet with the employee and provide appropriate recognition or corrective expectation(s). The employee will sign the SNO, acknowledging receipt.
c. After having been reviewed and signed: 1. The original will be placed in the employee’s performance evaluation file, maintained within each Division. 2. A copy will be provided to the employee. 3. The Operations Lieutenant shall be notified.
The action(s) documented in the SNO should be considered during the next phase, annual, and/or end-of-probation evaluation(s).
The SNO should be maintained beyond the employee's next evaluation, should that evaluation occur prior to the one-year expiration period of time. In no case shall the action(s) documented in the SNO be considered for any evaluation purposes beyond one year. The purging process may include the return of the SNO(s) to the employee.
4. Purging and Retention
End-of-probation evaluations are intended to include input and necessary information from the entire evaluation period. As stated above, a SNO shall not be considered for any evaluation purposes longer than one year. However, the behavior or act documented within the SNO may be included in the final evaluation, if it was captured in the narrative of prior evaluations and is worthy of mention.
a. The actions documented in all positive SNO's should be reflected, in narrative form, within the evaluation.
b. The actions documented in corrective SNO’s shall only be reflected in evaluations if: 1. The matter continues to require improvement at the time of evaluation. 2. Repeated incidents of the same or like behaviors/actions occurred and further explanation is called for. 3. The supervisor believes revelation of the behavior or act is warranted to best address the needs of the employee and/or the department.
c. Disposition of a SNO: 1. A positive SNO may be attached to personnel evaluations. 2. A corrective SNO shall not be attached to personnel evaluations. 3. All SNO’s shall be purged from the supervisor’s files within one year. If an evaluation occurs within the one-year time frame, the SNO should be maintained in the supervisor’s file beyond the evaluation period (not to exceed one year).
1
POLICE SERVICES COMMUNICATIONS
Standard Operating Procedure: #33 IACLEA STANDARDS: 11.1.2, 11.1.3, 11.1.4, 11.1.5, 11.1.6, 11.1.7, 11.1.8, 11.1.9, 11.2.1, 11.2.2, 11.2.3, 11.2.4, 11.2.5, 11.2.6, 11.2.7, 16.1.10, 16.2.1, 16.2.2 Approved: 5/9/19 Revised:
I. PURPOSE
The purpose of this directive is to establish guidelines, policies, and procedures related to the public safety communication responsibilities and functions within the California State University, Stanislaus Department of Police Services Communications Unit.
II. POLICY
The CSUS UPD will maintain a Communications Unit responsible for coordinating communications in emergency and non-emergency situations. This unit is staffed during business hours to receive emergency and non-emergency calls for service, and provide two-way radio communication to on- duty personnel coordinating a comprehensive field-reporting program and the safety of all field personnel. After business hours, all radio contact and emergency calls are transferred to the Turlock Police Department Communications Unit.
III. SECURITY PROCEDURES
A. Communications Center Facility and Equipment Security
1. Access to the Communications Center will be limited at all times to protect personnel, equipment, the facility, and confidential information.
2. Only the following authorized personnel are allowed in the Communications Center:
a. All police employees with proper clearance b. Alarm technicians, OIT, and equipment technicians, or other personnel needing access upon authorization.
3. All activities/transactions held within the communications center (i.e., radio/phone transmissions, conversations, viewing of law enforcement or department data base systems, etc.) are confidential in nature and discussions regarding these activities are prohibited except in discussions with sworn law enforcement, dispatchers, and other personnel with a need to know.
B. Security of Automated Systems:
1. All Police Department personnel shall log off all confidential law enforcement
3
F. Alternate source of electrical power:
3. Procedure in the Event of a Power Failure at the University Police Department.
4. Procedure in the Event of a Power Failure at the Tower.
G. Primary Duties of Communications Personnel:
1. Answer incoming emergency 911, blue light, elevator and non- emergency telephone calls evaluating them to determine whether an emergency or non-emergency response is required. Dispatchers shall advise callers of the department’s response, which may include the department’s direct response and/or referral to another agency. 2. Receive, monitor and broadcast all radio communications of personnel. 3. Monitor the location and status of all on-duty personnel (police officers, parking officers and shuttle drivers) 4. Monitor the Turlock Police Department radio frequencies to ensure our officers are aware of any activities in or around our service areas that might necessitate their response. 5. Notify the Turlock Police/Fire departments when needed. 6. Notify tow services when requested by field units.
4 7. Handle security and fire alarm activations. 8. Access local, state, and federal criminal justice information systems to provide NCIC (National Crime Information Center) and CLETS (CA Law Enforcement Telecommunications System) checks as requested. Preparing reports/documents as required.
IV. TELEPHONE AND 911/EMERGENCY OPERATION PROCEDURES:
A. 911 and emergency telephone systems:
1. The Plant Electronics VESTA 911 and the campus telephone systems are utilized to provide the campus community with 24-hour, toll-free telephone access for emergency calls, and includes an integrated TDD/TYY telephone access system.
a. CSUS DPS will continually provide a single emergency phone Number: 911. The 911 phone system utilized is a dedicated line provided by AT&T, separate from the University’s proprietary phone system. This is maintained to ensure a consistent separation of emergency and non-emergency calls. b. The campus non-emergency telephone number, x3911, is also available 24 hours a day. c. Originating point of 911 calls are displayed on the Automatic Location Identification (ALI) digital screen. d. All 911 phone calls are also recorded on a recording device. e. The VESTA unit is monitored for equipment failure with notification by AT&T.
i. If the system fails, the dispatcher should advise the AT&T repair center the 911 PSAP is down and we’ve switched to TPD. ii. Keep on duty patrol staff up to date.
2. The following resources are to be used by the dispatcher to help identify the location of the caller, particularly when the caller is unable to speak for themselves:
a. Campus directory; and b. AT&T’s 24-hour security hotline number (877-500-4911)
3. The CSUS DPS 911 has an Alternate Answering Location System, which allows 911 calls to be transferred to the Turlock Police Department in the event the CSUS DPS 911 equipment has a total system failure. If a failure occurs, the dispatcher shall immediately:
a. Call TPD Communications supervisor and advise them of our situation. Transfer the emergency phone lines to TPD Communications. b. Call the AT&T 911 Repair Operator at 1-877-500-4911 and advise them of our agency name and 911 trunk number of 209-911-9667. A repair ticket number will be generated and provided to the dispatcher for recording into CAD. c. Once the CSUS DPS 911 system is repaired, the above actions must be followed again for a switch back of CSUS 911 calls to occur.
B. Receiving Emergency Calls: Upon receipt of an emergency call (911, Blue Light Phone, and Elevator Emergency Button Activation) the dispatcher shall:
1. Respond, “University 911” and identify the nature of the call. In the event no one answers, officers shall be dispatched. The dispatcher shall make every effort to remain on the line and attempt contact with the caller. This procedure will be continued until an officer arrives at the location or the party responds on the phone. 5 2. If communication is established with the caller, verify the location of the incident, the caller and obtain details of the call. 3. Obtain a cell phone or call back number for the caller. 4. If a call is a blue light phone activation, the caller shall be asked to confirm the location. If the caller isn’t familiar with their location, ask for a description of the area (including buildings, roadways, parking lot numbers). 5. Obtain pertinent information such as what happened, anyone injured, suspect description(s), vehicle description, whether or not a weapon was involved and if the suspect is under the influence. 6. The location of the suspect. 7. Extent of any injuries. 8. Immediately dispatch appropriate police units and/or other emergency services to the location. 9. Continue to obtain updated information from the caller. 10. Immediately disseminate the updated information to the responding police units keeping them apprised of the situation. 11. Describe any pertinent background noises to the police units. 12. Notify the fire department and paramedics as appropriate, advising them of the circumstances. For safety, fire and paramedic units may stage away from the location awaiting clearance from the police that it is safe to approach. 13. Provided it does not compromise the safety of the caller, keep the caller on the telephone until they are contacted by police.
C. Elevator Emergency Calls:
1. Elevator emergency call boxes route to the Department’s 911 VESTA emergency call system. Upon receipt of the call, the location of the call will be listed on the VESTA computer screen and the Dispatcher shall respond and continue with information gathering as listed under “Receiving Emergency Calls”. 2. In the event a person is determined to be confined within an elevator or on an upper floor without an avenue for egress (e.g., a disabled person in a wheelchair who cannot get down stairs), the dispatcher shall immediately contact Facilities Services and request an electrician be sent to the scene. The current elevator service should also be notified. 3. In the event the responding police officer reports that the individual confined is in emotional distress, the dispatcher shall immediately contact the Turlock Fire Department and request their assistance. 4. The responding police officer shall ensure he/she maintains a continuous presence during the time period an individual is confined and/or unable to leave. The responding officer shall continually update communications.
D. Misrouted Emergency Calls:
1. Upon receipt of a misrouted emergency call the dispatcher shall:
a. Identify the nature of the call. b. Obtain the location of the incident and caller. c. Obtain the telephone number of the caller. d. Transfer the call to the appropriate agency via the 911 transfer system. e. Remain on the line to ensure the call has been successfully transferred to the appropriate agency. f. Notify the AT&T 911 service department of the misrouted call by completing a 911 Misroute Form and faxing or mailing the form to the number/address printed on the form. g. Document the incident and actions taken within CAD.
2. In the event that the dispatcher is unable to transfer the emergency call to the
6 appropriate agency via the 911 system the dispatcher shall:
a. Obtain all necessary information from the caller as they would for all emergency calls to the department. b. Advise the caller that they will be placing them on hold while they establish contact with the appropriate agency via the dispatch landlines. Additionally, the dispatcher is to advise the caller not to hang up and to remain on the line unless the caller’s safety would be compromised. c. The dispatcher shall then contact the appropriate agency via landline and advise them of the details of the call. d. The dispatcher shall relay any additional information to and from both the caller and the agency as necessary until the call is terminated by the handling agency. e. The dispatcher shall subsequently enter the complete details of the call and subsequent actions into CAD and notify the AT&T 911 Service Department of the misrouted call, also documenting the notification within CAD.
E. Handling Abandoned or Misdialed Calls:
1. Upon receipt of an abandoned or misdialed call via the 911 or blue light phone systems the Dispatcher shall:
a. Check the telephone number that appears on the 911. b. A police unit shall be immediately dispatched to the location of the 911 abandoned call. c. Once the dispatcher has identified the callback number, a callback is to be placed to that number immediately.
i. The dispatcher shall identify themselves and advise the person who answered the telephone that they received a 911 call from the location. The Dispatcher shall ask if there is any emergency at the location and verify the information on the ALI screen such as the address and telephone number. ii. If the dispatcher has any indication that there may be a problem at the location, the responding police unit is to be immediately advised of the situation. iii. Upon callback, if the dispatcher is unable to establish contact because of a busy line, he/she shall immediately advise the responding police unit that a busy signal was received during the callback. iv. The dispatcher shall make additional attempts to establish contact with the caller’s location during the police response. v. For abandoned calls that result in an open line, the dispatcher shall listen for background noises and advise the responding police unit of what is heard, if anything, over the open line.
2. A CAD incident entry using the “911” incident code shall be made, to include when possible, the name, address, and telephone number of the caller in the “caller” field along with a brief disposition of the call in the narrative field. 3. Under no circumstances will a dispatcher fail to assist a caller reporting an emergency, despite jurisdiction.
F. Medical Emergency Assistance Calls 1. The CSUS DPS dispatcher is responsible for:
a. Assigning police personnel and units to all medical calls for service. b. Notify the Turlock Fire Department and transfer the call to AMR.
7 c. Ensuring the proper documentation of emergency medical calls.
2. Requests for Ambulances or Medical Assistance
a. Police dispatchers shall ascertain the following information from any caller when a request for emergency medical services is made:
i. Age of the Patient ii. Gender of the Patient iii. State of consciousness iv. State of breathing v. Approximate nature of illness or injury
3. Medical Calls for Service Involving Blood and Infection Materials Clean-Up
a. Dispatcher Responsibility: call the shift supervisor to respond immediately and assess the situation.
G. Handling Less Common Types of Calls:
1. Receiving an emergency or non-emergency TDD telephone call on the AT&T VESTA phone system (referred to by our Department as TTY used for receiving typed messages from the hearing impaired, deaf, or disabled individuals):
a. Upon answering the telephone system and hearing the unique TTY sound or by checking the VESTA 911 screen for the TTY indicator, the dispatcher will click on the VESTA screen TTY icon in the center toolbar area. b. Click the red TTY disabled box, which will then turn green and read “TTY enabled.” c. Click on greeting, which auto-types “9-1-1 What is your emergency q GA” d. Dispatcher will then continue the conversation by typing freely.
2. Receiving a call from a non-English-speaking caller:
3. Receiving annoying, obscene, or threatening phone calls:
a. The dispatcher will immediately notify the shift supervisor. b. If the call is judged to be of a serious nature by the shift supervisor (e.g., threat to someone’s personal safety or major property damage), or if the call involves a threat whether serious or minor to the University, the Department, or university personnel, it will be dispatched to an officer. c. The Chief of Police and Patrol Lieutenant will be notified as soon as possible in the event of a serious incident.
H. Police Business Telephone Line:
1. The police department’s business line (209-667-3114) can be answered by any department member. The two roll-over lines (209-667-3911) will be answered by a 911 dispatcher. 2. The business line will be answered, “University Police. This is (name). How can I help you?” 3. A message will be taken for phone calls to department personnel and placed into 8 their respective mailbox; or caller transferred to the respective telephone extension if available. For inquiries regarding a personal schedule or home/cell phone numbers, the employee shall seek authorization from a supervisor.
I. Responding to calls from victims, witnesses, or other members of the public:
1. Communications center personnel are most often the first to respond to a victim, witness, or other community member’s call requesting information or services. When this call is received, whether it is an initial or subsequent request, the dispatcher shall:
a. Determine whether an emergency or non-emergency response is required; b. Determine if CSUS DPS response is warranted, and if so, the call shall be dispatched as prescribed in the Radio Operation Procedures (Section VI) of this policy.
Considerations in level of response required include:
• Immediate threat present – not present; • Demeanor of the victim; • Request from the victim for immediate assistance; • Past contact, if any, with the victim; • Any information known by the Dispatcher relative to the victim and the offense.
c. If the victim, witness, or other community member’s request is for information only, transfer them to the appropriate party’s extension/voicemail. For services or information handled outside the scope of those performed by the CSUS DPS, the dispatcher shall assist the caller in determining who best to contact to meet their needs. d. Inform the caller of the agency’s response, be it direct law enforcement service and/or a referral to other appropriate agencies for support services. This would include any of the following as appropriate:
i. Advise an officer will be responding to the call, in person or by telephone; ii. Campus department who will be notified (e.g., Student Health Center); and iii. Outside agency service to be contacted (e.g., law enforcement agency, counseling service, etc.).
e. When receiving telephone calls that report a crime or incident, dispatchers shall initiate a CAD incident entry with the following information:
i. Victim, witness, and reporting party information including the name, address, and call back telephone number, if possible; ii. The type of incident being reported or request made; iii. The location of the incident being reported; iv. Identification of officer(s) assigned as primary and backup units; v. Disposition or status of the reported incident.
f. Reports received by mail or e-mail will be routed to the appropriate unit for response and follow-up.
2. An updated list of victim/witness referrals is to be maintained by the Communications Unit and made available to patrol officers to be used in the course of their duties in providing victim/witness assistance. 9
J. Instant Playback/Continuous Recording of Telephonic Conversations/Radio Traffic:
1. The department utilizes a digital recorder to maintain a continuous recording of all emergency/non-emergency telephone conversations and all CSUS UPD radio traffic within the communications center. 2. The immediate playback capability is to be utilized by the police dispatcher when field personnel or a caller is difficult to understand or unable to repeat their information. 3. Recordings are retained in the secured IT/Telecom room for a minimum of 1 year. 4. A Lieutenant, Lead Dispatcher or designee has the primary responsibility for assuring equipment is properly maintained and functioning. 5. The recording device shall always remain secured and “logged off” when not in use and is only accessible by unique users/passwords. The department IT Consultant will issue these usernames and passwords as necessary.
K. Reviewing Recorded Conversation:
1. The dispatcher may immediately review recorded conversations utilizing the phone/radio transmission recall feature of the digital recorder. 2. Written requests to review a record shall be completed and submitted to the Lieutenant for approval. In the absence of the Lieutenant, requests will go to the Chief of Police. 3. The written request must include the following information:
a. Name of the person making the request. b. The reason for the request such as criminal investigation, internal investigation, or training. c. Time and date of the call. d. Department report number or CAD sequence number, if available. e. Involved parties. f. Supervisory approval.
4. A file of these requests shall be maintained by the records coordinator. 5. Requests from the Stanislaus District Attorney’s Office, CSU Attorneys, Turlock City Attorney, private attorneys, Public Records Requests or the Office of the Public Defender should be made via official subpoena.
L. Campus Security/Safety Alarms:
1. The police dispatcher receives calls from monitoring companies who advise of alarm locations. Upon the activation of an intrusion/panic/fire alarm the dispatcher shall:
a. Initiate a CAD entry for the call; b. A police response is mandated for all alarm activations. This includes situations involving accidental alarm trips by authorized CSUS staff. c. Dispatch police officer(s) to the location. d. If a person is found to be on scene upon arrival, police officers shall confirm their right to access and or safety. e. Enter the disposition and person’s name (in the event of an accidental activation) of the alarm call into the CAD entry. f. Report any alarm computer malfunction or mislabeled alarm accounts to Facility Services. An e-mail will be provided to the Lieutenant upon completion of this task. g. When possible, a call will be placed to the area of alarm activation to ascertain additional details to update responding officers.
10 2. All campus “blue light” emergency phones which report to the police department’s dispatch center, shall be tested on a monthly basis by UPD personnel. These tests will be documented on the blue light inspection/test checklist and be forwarded to the Parking Services Supervisor who will coordinate needed repairs. Phones requiring repair will be posted with an out-of-order sign and a repair request shall immediately be forwarded to the appropriate campus department for handling (e.g., Facilities Services or OIT). All maintenance issues shall be tracked and documented on the work order request.
M. Emergency Messages/Notifications:
1. Emergency notifications shall be conducted with the utmost sensitivity. All guidelines pursuant to FERPA (Family Educational Rights and Privacy Act) must be followed.
2. Classification of circumstances that may require emergency notifications include:
a. Medical Emergency – a situation in which an individual is ill, injured and/or a situation that requires immediate medical assistance; b. Family Emergency – a situation in which a member of the person’s immediate family should be notified due to a serious incident involving people or situations as: a family member, home fire, water leak, auto accident, etc.; c. Death Notifications – notification of the death of an immediate family member, significant other, close relative or friend; and d. General Emergency – any other situation in which emergency circumstances exist and that is considered grave in nature by the dispatcher or a police officer.
3. For an emergency notification the police dispatcher shall (if during business hours, the Dean of Students or Human Resources can be contacted to assist if appropriate):
a. Obtain all pertinent information from the caller to determine if an emergency notification is appropriate based on the above criteria; b. The name of the person to be notified; c. The location of the person, if known; d. The status of the person to be notified such as student, faculty, or staff; e. The date of birth of the person to be notified, if known; f. Advise the caller that a university police officer will call them back to inform them of the outcome in locating the person to be notified; g. Notify the shift supervisor or on-duty officer of the emergency notification h. Access the following resources to locate the person to be notified:
i. The CSUS telephone directory if the person to be notified is a faculty or staff member; ii. The Peoplesoft database, if the person to be notified is a student; iii. If the student resides in campus housing, the on-duty Housing employee should be notified.
i. For a student or faculty member, when possible, notify them at the beginning or end of the class; j. For classes that are in session, notify the instructor of the emergency notification; k. Under all circumstances, exhibit professionalism and sensitivity when making an emergency notification; l. Make the emergency notification in private when possible, by calling the
11 person outside of the classroom when appropriate, causing the least amount of disruption to a class in session.
V. RADIO OPERATION PROCEDURES
A. All radio operations of the Department shall be conducted in accordance with the Federal Communications Commission’s (FCC) procedures and requirements. The current FCC rules and regulations manual may be viewed at http://www.fcc.gov/oet/info/rules/
1. The use of the radio frequency should be limited to communications essential to conduct official activities. 2. The conservation of on-air time shall be observed to permit accurate, brief and rapid transmission of essential information, preventing any delays, confusion, and unnecessary transmissions. 3. The Department shall provide 24–hour, two-way radio capability on a multi-channel radio system, providing continuous communication between the Communications Center and the police officers on duty as well as other Police Services staff assigned radio communication. 4. The use of profane, indecent, or obscene language is prohibited. 5. The Communications Center will be identified as “Control.” All radio transmissions to Dispatch or other officers will begin with the transmitting officer’s identification number.
B. Obtaining and Recording Information:
1. Dispatchers shall obtain and record all relevant information upon receiving a public request for criminal, non-criminal service and violations of institutional policies; calls for service or assistance to individuals on campus property; during all self- initiated activities stemming from police officer, parking officer, and student assistants; any request(s) for additional assistance and resources required at the scene of a critical incident; any assists to outside agencies performing official duties on campus property; and cases resulting in arrests, citations or summonses.
a. A radio log entry shall be made in the Computer Aided Dispatch (CAD) system. All radio log entries are to include information, at a minimum, listed in Section IV, Subsection I, 1, e of this policy and shall be entered in “real time,” i.e., immediately upon receiving the information. This is done to ensure accuracy in time stamping activities as they are received. b. In the event that the CAD system is inoperable, the dispatcher, without delay, shall resort to use manual daily log sheet to record the required information as listed in Section IV, Subsection I, 1, e of this policy. As soon as possible the dispatcher shall notify TPD and the Lieutenant, and department IT technician of the automated system failure. Upon restoration of the CAD system, the dispatcher shall, as soon as possible, enter all daily log sheet entries into the automated system. c. The lead dispatcher shall be responsible for ensuring that an adequate supply of daily log sheets are readily available at all times. d. Dispatcher Relief/Coverage by Police Personnel
i. University Police has three 9-1-1 emergency lines. There are two dedicated lines (667-3911 and 667-3912) that receive alarm notifications and warrant confirmations. Officers temporarily filling in for dispatch will be responsible for answering these lines. ii. On receipt of an emergency call, the officer will utilize all resources available to provide information to responders. Critical information may be written down and logged. This should be done while still on the phone with the caller, because all calls are to be dispatched
12 as soon as practical. Be prepared to transfer medical calls to AMR if necessary. Turlock Communications will be called afterward to notify Turlock Fire Department of the medical call. iii. When receiving a fire related call, gather all information then call Turlock Communications to have the fire department respond. iv. 9-1-1 calls ring differently than any other lines. A 9-1-1 call will be answered by using the black freestanding phone and pressing the green “Priority” button on the small, gray keypad located on the dispatch desk. v. To disconnect a call, press the red “Release” button on the same gray keypad. vi. To transfer a medical call to AMR, press the red “AMR” button on the small, gray keypad. There is no need to put the caller on hold. Wait until AMR answers, ID yourself and inform what you are transferring to them. Once AMR has taken over the call, you may disconnect by pressing the red “Release” button. Use the same process if transferring to any of the other agencies located on the speed dial buttons on the gray keypad, such as TPD 911, CHP or SR911. vii. To dispatch Turlock Fire Department, press the “TPD” green button on the small, gray keypad. This will connect to TPD dispatch who will dispatch the fire department to the location you provide. viii. 9-1-1 should be answered without delay as, “University 911.” The following questions shall be asked.
• What is your emergency? • What is your location? • What is your phone number? • What is your name?
C. Radio Communications to and from Field Officers:
1. Radio broadcasting must be accurate, brief, and clear. Patrol officers and dispatchers are to utilize radio codes and plain language in their radio transmissions.
a. Dispatching a call
i. Listen before broadcasting a call to ensure the channel is clear. ii. Use the Phonetic Alphabet for spelling unusual names or locations (i.e. A=Adam, B=Boy, C=Charles, D=David, E=Edward, F=Frank, G=George, H=Henry, I=Ida, J=John, K=King, L=Lincoln, M=Mary, N=Nora, O=Ocean, P=Paul, Q=Queen, R=Robert, S=Sam, T=Tom, U=Union, V=Victor, W=William, X=X-ray, Y=Young, Z=Zebra). iii. Do not attempt to transmit while another unit is transmitting, unless it is an emergency. iv. Do not monopolize the air with lengthy transmissions. v. Use the “ABCs” (accuracy, brevity, clarity) of radio broadcasting. Accuracy: accuracy of information – be sure to verify the information with the caller. Brevity: keep transmissions brief to permit other emergency traffic a chance to be heard. Clarity: speak clearly and broadcast all essential information in an orderly manner. Listen for the acknowledgement of the officer(s) and repeat information as necessary.
b. Calling out information - Field officers shall call out over the radio the following information which the dispatcher shall enter into the radio log via
13 the CAD system as appropriate. All information received from field officers shall be entered in “real time,” i.e., immediately upon receiving the information. This is done to ensure accuracy in time-stamping activities and officer status as they are received. Information shall include at a minimum:
i. Their acknowledgement of the dispatched call. ii. Any delay in response and subsequent enroute status to the call. iii. Their arrival on scene. iv. Their status on the call. v. Detentions or in-custody times. vi. Their clearing of the scene and disposition of the call. vii. Whenever going in and out of service from the field.
c. In the interest of officer safety, all police officers shall notify the dispatcher of their location and other relevant information on all traffic stops, pedestrian stops, foot patrols, security checks, lunch breaks, and any time they place themselves into or take themselves out of service from the field.
2. Identification of Officers
a. Officers shall use their assigned call signs when initiating any radio transmission to assist with proper identification of the officer and unit.
i. Officers shall use their CSUS PD call sign, as specified within CAD, when transmitting on the radio. ii. Unit designations are permanently assigned.
b. Officer names from handheld radios shall be maintained in and displayed on the Motorola CENTRACOM Elite radio system at dispatch for quick identification of the field officer who is transmitting their radio microphone button. c. Upon activation of the emergency orange button on field officer handheld radios, the Motorola CENTRACOM Elite radio screen at dispatch will flash red and emit a loud alert tone. Dispatch shall immediately advise all patrol personnel of the officer’s emergency radio activation and assign a patrol unit to respond to the officer-in-question’s last known location in an attempt to make contact with the officer to determine his/her status. Dispatch will then attempt to make contact with the officer to determine his/her status. d. If at any time contact cannot be established by dispatch and the responding patrol unit(s), dispatch shall advise the shift supervisor of the situation who in-turn will initiate coordination of a search for the officer-in-question. e. Upon accidental activation of the orange emergency button, the field officer shall, as soon as they become aware of the activation, notify the dispatcher of their status.
3. Assignment of officers and patrol supervisors. The following criteria for the assignment of the number of officers in response to an incident shall be employed:
a. All available units shall be assigned to the following calls that are deemed critical in nature. Dispatch will assign the primary and back-up units for handling. All other units shall respond, prepare to assist, and clear upon notification by the patrol supervisor. When on duty, the presence of a patrol supervisor at the scene is required, but not limited to, the below listed calls. If a patrol supervisor is not on duty, the on call supervisor should be contacted immediately.
i. An officer-needs-help call
14 ii. A felony in progress call such as a robbery iii. A life-threatening or serious medical emergency iv. Critical Missing v. Fire vi. Hazardous material incident vii. Bomb Threat viii. Traffic accidents involving multiple injured citizens with serious bodily injuries ix. Potentially volatile situations; or x. Major incidents requiring response of Investigators or outside agency personnel, such as homicides, suicides, riot or hostage situations. xi. Traffic accidents involving on-duty personnel or department- owned vehicles/property.
b. For calls deemed serious in nature requiring additional units not readily available, notification of the patrol supervisor, or in their absence Lieutenant, shall be made. If it is determined the situation requires additional officers to be called in for duty the Patrol Supervisor shall immediately notify the Lieutenant or Chief of Police of the situation and proceed as directed. c. Upon an emergency request for mutual aid by a field officer or patrol supervisor, the dispatcher shall as directed notify the appropriate agencies.
D. Crime Broadcasts
1. When an officer responds to a criminal incident and determines a crime occurred within 30 minutes of the report being taken, and feels a BOL would assist in the investigation, he/she should request dispatch broadcast a BOL over the CSUS PD radio frequency (and notify TPD dispatch if appropriate) to include the following information:
a. Crime b. Date and Time Occurred c. Location of Occurrence d. Vehicle Description (Year, Make, Model, Color, Doors, Last Seen) e. Suspect(s) Description (Sex, Race, Age, Hair, Eyes, Height, Weight, Dress, Last Seen) f. Weapon Used g. Stolen Property Description
2. Crime broadcasts shall be documented in CAD.
E. Traffic and Pedestrian Stop Radio Protocols
Officers conducting traffic and pedestrian stops will provide dispatch with the following information (at a minimum) prior to the stop via the police radio:
1. Officer Unit Number 2. “Traffic or Ped Stop” 3. Exact Location of the Traffic/Ped Stop 4. The License Plate Number of the vehicle 5. (Optional) Color, Make, and Model of Vehicle or Gender, Race, Clothing of Pedestrian
For example, a traffic stop would be broadcasted as: Officer – “L15, traffic stop.”
15 Dispatch – “Go ahead.” Officer – “Monte Vista/Crowell, (State) 3ABC123.”
This is a basic template, however, there are several exceptions.
Officers shall advise dispatch they are “Code 4” as soon as practical to provide units with a status of not requiring back-up response or that sufficient units are present. If the officer does not advise they are code 4, the dispatcher shall check with the officer on their status.
F. Want and Warrant Requests/Returns Radio Protocols
1. Officers requesting a want or warrant check on a vehicle or person will first request clearance from dispatch.
Once given clearance to proceed, the officer will give a name and date of birth or identifying number such as a driver’s license.
2. Return of a Want or Warrant Hit
a. Vehicle Check
If the vehicle returns stolen or has a want/warrant attached, the dispatcher shall advise that the plate (restating the plate number) is “10-35” asking for the requesting unit to state his/her location or repeat the location to all units if known. Additional unit(s) shall then be assigned to back the primary unit. b. Person Check
Upon the return of a felony want or warrant on a person, the dispatcher shall inform the officer(s) of a “10-35 Frank” and ask the officer to state his/her location or repeat the location to all units if known. Additional units(s) shall then be assigned to back the primary unit.
Upon the return of a misdemeanor want or warrant on a person, the dispatcher shall inform the officer(s) of a “10-35 Mary.”
The above returns are to be done in this manner for officer safety reasons to allow the requesting officer(s) an ability to secure the person(s) prior to receiving the confidential information over the radio. Want or warrant specifics are only to be provided by the dispatcher upon receiving a “go ahead” from the requesting police unit.
G. Communications personnel shall have immediate access to the following resources:
1. Immediate contact with the Lieutenant shall be established using the following methods (listed in priority order):
a. Vehicle or portable radio unit b. Station telephone c. Cellular telephone d. Home telephone
2. Access to the department work schedule shall be available on dispatch computers at all times. 3. An updated listing of contact telephone numbers and residential addresses of every employed agency member shall be maintained on dispatch computers. Updates are the responsibility of dispatch personnel. 4. Maps detailing the agency’s service areas are to be displayed in the Communications. 16
H. Procuring External Services:
1. The procurement of emergency and necessary external services to the agency shall be conducted in the following manner:
a. Dispatcher is to determine the nature of the call and contact the appropriate external service agencies as follows:
i. Critical Police Emergency – Coordinate the necessary mutual aid deployment with the Patrol Lieutenant, Chief of Police, or other available command staff member. If the Chief of Police or command staff member are unavailable to address the issue, discretion of the shift supervisor, senior field officer, or dispatcher (in the chain of command) may be employed, particularly in situations in which officer safety has been compromised. ii. Medical emergency requiring paramedics – Initiate or transfer a call to the Turlock Fire Department and AMR. iii. Any situation necessitating the need for tactical dispatching will be transferred to Turlock Police Department. iv. Campus-wide Emergency – In the event of a major disaster or campus-wide power outage, and provided radio communications are operational, the Dispatcher shall conduct a roll-call of all units. If radio communications have been compromised, the field officers are to check in with the dispatcher as soon as they are able by either telephoning or going to the police station to determine the welfare of the dispatcher(s) and the status of the station.
The Chief of Police shall be immediately advised of the situation and the patrol shift supervisor and Patrol Lieutenant are to report to the dispatch center as soon as possible to assess the situation. If it is determined the police dispatch center is inoperable, a call will be made to TPD to transfer 911 phones and radio operations. v. Facilities Services/Housing Maintenance Facilities Emergencies – When it is determined the safe operation of a building or the safety of the occupants in a building is compromised, and after appropriate police and fire notifications have been made, the Dispatcher shall notify the appropriate Facilities personnel and Safety & Risk Management. For a serious incident that compromises building operations Facilities Services or Housing Maintenance emergency contact lists shall be utilized to notify the appropriate individuals during regular or after business hours.
2. The call down list, complete with a comprehensive listing of telephone numbers for procuring emergency and necessary external services, shall be available at all times in dispatch for immediate use by the dispatcher or personnel assigned to support dispatch during an emergency. Facilities Services will periodically review the contents of the list to ensure the information is accurate.
VI. COMPUTER AIDED DISPATCH
A. HTE
1. HTE automatically assigns a consecutive and unique event number and documents the date and time for each event entered into the system. 17 2. HTE documents the time, in “real time”, any information entered into the system. These include, but are not limited to, time of dispatch, an officer status, change to the call, any narrative entered, vehicles, names, or dispositions.
VII. RECORDS/REPORTS
A. Request for Release of Information
1. Police Reports and Records requested by other departments within the institution, outside law enforcement agencies, insurance companies, public (including CSUS parents and students), and agencies/companies conducting background investigations on current or former students/staff/faculty, shall conform to the following procedures.
a. The requesting party must complete a request in writing. A CSUS Police Department Release of Information form is available in the front office/dispatch. b. The Records Coordinator will cross out those areas they deem should be redacted for legal reasons (as per CORI/HIPPA/FERPA) or information that may hinder the case investigation. c. At no time shall an arrest report be copied and/or provided to someone requesting a copy of said report until the investigation and report are completed. d. Under unusual circumstances, the Records Coordinator will forward the report to the Lieutenant who will review the redacted report and decide if it is ready for release or if further/less redaction is required. If the Records Coordinator is not available to release a record, the records/dispatch employee will forward the report to the Lieutenant for a final review. e. The Records Coordinator will keep track of all reports that are in the process of review. The completed release forms are attached to the report. f. For hardcopies, the Records Coordinator stamps the approved report for release, confirms the requesting person’s identification. g. Various reports forwarded to departments within the institution (e.g., Student Health Center, Counseling Services, Title IX, Residential Life, Student Judicial Affairs, Human Resources, University Auditor, Environmental Health and Safety) have been granted automatic approval for forwarding by the Chief of Police (i.e., no requirement for completion of a written request) pending conclusion of the above process.
2. Juvenile Records: Welfare and Institutions Code 827 gives the juvenile court control over the release of all juvenile information to be disclosed to third parties by any law enforcement official.
3. All student records at California State University, Stanislaus are maintained in accordance with the provision of the Family Educational Rights and Privacy Act (FERPA). The university defines as "directory information" and normally makes public, the following information from a student's record: student name, e-mail, major field of study, dates of attendance, class level, enrollment status (e.g., undergraduate or graduate, full- time or part-time), degrees earned, honors and awards received. The university does not release to the general public any other information, including courses, grades, address, or telephone number unless a student submits a written request.
B. Collection and Submittal of Crime Data
1. The Department participates in the Uniform Crime Reporting (UCR) process by reporting crime statistics to the California Department of Justice on a monthly basis. 18 This information is subsequently merged into national reporting systems such as the Federal Bureau of Investigation database.
2. Statistics are captured through the ARMS database and statistical reports are generated at the end of each month for submission to DOJ in accordance with UCR standards. The Records Coordinator maintains a written copy of the monthly UCR reports.
3. The following reports are compiled and printed from the Automated Records Management System:
a. UCR Return ‘A’ b. Property report c. Property Stolen and Recovered report d. Arson report e. Domestic Violence report f. Violent Crimes Committed Against Seniors report g. Anti-Reproductive Rights Crime report h. Monthly Arrest and Citation report i. Hate Crimes report j. Officers Assaulted/Killed
4. Monthly statistical reports are given to the Chief of Police for review and signature. The Records Coordinator scans and emails the reports to the Department of Justice.
C. Network Server and Central Records Systems
f
VIII. REFERENCES
Reference materials (i.e., books, guides, manuals, etc) are to be maintained in proper order and
19 appropriately updated annually by dispatch personnel.
Crime Scene Processing
Standard Operating Procedure: #34 IACLEA STANDARDS: 13.1.3, 14.1.1, 14.1.2, 14.1.3, 14.1.4, 14.1.5, 14.1.6, 14.1.7 Approved: 3/4/19 Revised: 9/27/19
POLICY
It is the policy of this department to ensure that all crime scenes are processed thoroughly and all evidence is properly collected to ensure its integrity and aid in the prosecution of offenders.
PROCEDURES
Crime Scene Processing
A. Crime Scene Processing Personnel
1. Qualified personnel trained in crime scene processing, equipment, and supplies shall be available on a 24-hour basis to process a crime scene/traffic collision.
2. Generally, the patrol officer assigned to completing the preliminary investigation report shall process a crime scene/traffic collision.
3. In the more difficult or higher profile cases, following the CSUS/TPD MOU, the officer on duty will contact a supervisor. The supervisor will inform the Patrol Lieutenant who will make the decision on whether to notify TPD, Stanislaus County Sheriff’s Office or CHP for response to process the scene.
4. If the decision is made to notify an allied agency, the supervisor will contact the agency’s Watch Commander. Patrol officers shall secure the scene in these cases until the transfer of responsibilities is established.
5. For traffic collisions involving a member of the CSUS Police Department that results in serious damage or injury, or collisions of a serious nature, CHP will respond and investigate the collision per a mutual aid request by a state agency. TPD is also available for assistance with such traffic collision investigations when requested per the Memorandum of Agreement.
6. In all cases where a major crime scene exists, the on duty officer/supervisor shall notify the Patrol Lieutenant and the Chief of Police, and make them aware of the incident.
B. Preliminary Crime Scene and Field Evidence Preservation
1. The first officer on the scene shall secure the scene, limit entrance to necessary personnel only, and document the names and time of those who enter and exit the scene. A supervisor and/or patrol lieutenant will be informed and the seriousness of the offense will be the deciding factor to whether the scene is to be processed by patrol personnel or other assisting agencies.
2. The officer responsible for scene integrity shall assume control of the scene and protect evidence through the use of natural barriers or crime scene tape.
C. Processing/Evidence Collection: Major Crime Scene
Personnel assigned to the incident shall be properly certified to process a crime scene and shall perform the following:
1. Conduct a preliminary scene survey, noting any unusual conditions.
2. Photograph the scene and any evidence.
3. Sketch and diagram the scene for any serious Part I crimes when a sketch may benefit the investigation.
4. Process the scene for physical evidence to include fingerprints, shoe and tire impressions, tool marks, hairs, fibers, and trace or biological evidence.
5. Package, label and collect items of evidence.
D. Preliminary Scene Survey: Major Crime Scene
E. Photographing the Scene: Major Crime Scene
1. At the end of the preliminary scene survey, photographs of the scene shall be taken by assigned certified crime scene personnel. Photographs shall be taken.
2. Wide-range photographs from several different locations shall be captured, as well as photographs of the surrounding area.
3. Personnel assigned to photograph the crime scene shall keep a record of information on each photograph taken.
4. Mid-range photography may be utilized to orient the viewer as to the location of items of evidence in the scene. Mid-range photographs should include two items of evidence into the field of view, if possible, then a common item such as a desk, chair, etc.
5. Close-up photography should be utilized to photograph items of evidence before they are moved. These photographs should be taken:
a. With a full field of vision with the item. b. With a close-up shot of the item with a scale, such as a six-inch ruler or “L” shape ruler.
F. Video-Recording the Scene: Major Crime Scene
1. In general, crime scenes should be video-recorded.
2. Department authorized crime scene processors shall video record the condition of the crime scene(s) in its entirety (starting with the outer perimeter moving inward), victims, suspects, injuries, and the collection of all evidence.
3. It shall be noted in the incident report that the crime scene was video- recorded, the date and time, and the person recording. The video- recording will be booked into evidence.
G. Crime Scene Sketch: Major Crime Scene
1. Major crime scenes require a sketch. Crime scene sketches may be completed using a sketch pad, graph paper, or with the aid of a computer program. If available, a crime scene scanner may be used to complete this task.
2. Minimum details to be contained in the sketch includes:
a. Time and date of preparation. b. Location of offense, measurement from landmark. c. Location of items of evidence in the scene. d. Location and names of victims, witnesses, and suspects. e. Relationships of the crime scene to other rooms, buildings, roads, etc. f. Name of person preparing sketch. g. Direction of north. h. What lights were on/off. i. What windows were open.
H. Fingerprinting
1. Officers/investigators with training in latent fingerprint collection shall collect latent print evidence, with the exception of major crime scenes. In all major crime scenes, the certified crime scene investigator assigned to the crime scene shall process all latent print evidence.
2. Officers/investigators shall obtain elimination fingerprints from victims and other relevant persons whenever it is possible that these persons produced the lifted latent prints.
3. Officers/investigators shall decide whether to obtain latent prints from an item at the scene, or to package and request that the item be processed for latent prints at a later time.
4. Officers/investigators shall photograph items where they were found prior to collecting and processing the item for latent prints.
5. Smooth surfaces are the easiest to process for fingerprints and can easily be processed at the crime scene by officers/investigators.
6. Officers/investigators shall choose a fingerprint powder that is a contrasting color to the surface being processed.
7. Fingerprint powder should be lightly applied utilizing circular motions with the brush to pick up the circular patterns of the fingerprint.
8. The fingerprint should be lifted utilizing transparent tape applied evenly to prevent air bubbles. Once lifted, the tape with the print should be placed on a lifter card.
9. The card should be marked with the following information.
a. Location. b. Case number. c. Date and time. d. Officer’s name. e. Sketch of the location where the prints were obtained.
I. Marking Evidence
1. The officer/investigator collecting the item of evidence shall be the person responsible for marking or labeling the item at the time it first comes into custody.
J. Collection of Evidence from a Known Source
1. Evidence shall be collected from known sources for submission to the laboratory for comparison with physical evidence collected, e.g., elimination fingerprints from victims/witnesses, etc.
2. Materials and substances such as hair, fibers, paint, glass, wood, soil, and tool marks shall be collected from known sources whenever available, e.g., the brush that the hair was taken from and samples from those who live/reside in the house.
L. Packaging of Evidence
1. Officers shall use department-approved property/evidence packaging supplies for packaging evidence.
2. Complete procedures for packaging of evidence can be found in the Property/Evidence SOP.
M. Required Documentation
1. The officer who processes the crime scene shall also be responsible for preparing the case report. The report shall include what specific forms of processing occurred including whether photographs and/or sketches were made.
2. Each item of evidence recovered or seized, along with a complete description, shall be logged onto a property receipt form in the order it was collected.
3. Once the processing of the crime scene is complete, the collecting officer/investigator shall book the items into evidence.
4. If no evidence was recovered after processing or if the scene could not be processed due to contamination, the reporting officer shall document this fact in the case report.
5. Complete procedures for the transferring of custody of evidence and the submission of evidence to a forensic lab can be found in Property/Evidence SOP
N. Evidence to and from the DOJ Crime Lab for Analysis
1. The Property/Evidence Clerk or designee shall ensure evidence is properly packaged and labeled. The Property/Evidence Clerk shall sign the property out on the property sheet prior to removing the property/evidence from the evidence room.
2. The officer transporting the evidence shall be responsible for maintaining the chain of custody and safeguarding the delivery to the DOJ Forensic Lab. Upon arrival, the transporting officer will submit the completed DOJ Central Valley Laboratory Evidence Submittal Receipt form and the chain of custody property sheet. DOJ will stamp the evidence submittal form and sign the property sheet. The officer will ensure copies are made of both forms. The forms are then submitted back into the department evidence room to ensure chain-of-custody tracking.
3. The officer retrieving evidence from the DOJ Forensic Lab shall sign the chain of custody property sheet and return the item back into the CSUS Police Department evidence room. The officer shall document the return of the item by, again, signing the Property Sheet.
FIELD REPORTING & REPORT REVIEW ADMINISTRATIVE PROCEDURES
Standard Operating Procedure: #35 Approved: 5/4/19 Revised: 10/3/19
Officers shall prepare reports for all incidents or events they are called upon to investigate. While not all routine calls for service will require a report, officers should produce reports whenever possible to maximize the opportunity to record and preserve information, evidence, or any other relevant data that may become of significant value at a later date.
FIELD REPORTING
I. EVENTS REQUIRING CASE REPORTS
1. Citizen’s reports of crime, violations of institutional policy and injuries/illnesses. 2. Citizen’s complaints 3. Criminal cases initiated by law enforcement employees 4. Incidents involving arrests, citations or summonses 5. Assists to outside agencies performing official duties on campus property. 6. Assists to outside agencies in their jurisdiction and a request for a supplement from that agency.
Note: A report narrative shall consist of the officer’s chronological documentation of the events as they are known to have occurred or more than likely transpired as a result of the evidence and suspect/witness/victim accounts discovered. The report will contain all documented suspects, victims, reporting parties, witnesses etc. and all their known identifying information.
A supplemental report shall be used when pertinent information needs to be documented after the original report has been completed or when an officer, other than the reporting officer, needs to write his or her own narrative.
The department has developed and maintains a variety of formatted reports designed to expedite investigative and administrative processes. Officers are encouraged to use all available tools within the various report forms, so as to officer the most detained picture and quickest reference material for the future reader.
II. REPORT SUBMISSION
1. Officers shall complete reports as soon as possible, preferably immediately after concluding the on- scene investigation. 2. Officers shall make every effort to complete all reports prior to the end of their scheduled shift, and all reports shall be completed by the end of their scheduled work week. Any in-custody arrest reports shall be completed by the end of their scheduled shift. Any reports being held past a scheduled work week, except inventory investigations, will need supervisor approval. 3. Maxient reports coinciding with police reports shall be completed by the end of the officer’s shift. This is to ensure the information is immediately available to the Judicial Affairs/Title IX offices.
III. CITATION BOOK ISSUANCE AND STORAGE
1. All traffic citation books will be located and securely stored in the Sergeant’s office. 2. Sergeants shall issue citation books upon officer request. 3. Sergeants shall ensure each citation book contains 25 citations and will record the citation book number, officer’s name/call sign and the date issued. 4. Returned citations a. All completed citations shall be placed in the report review box.
REPORT REVIEW & ADMINISTRATIVE PROCEDURES
I. TRAFFIC CITATIONS (Triplicate – Original – Court, Yellow – Violator, Pink – Records)
1. ADULT – Includes any misdemeanor citations (14601.2a & 14601.5)
a. Original citation, copy of CLETS driver’s license/vehicle registration printouts and any amendments to Traffic Court - Floyd. b. Set court date for a Tuesday at 0800 hours, 60 days in advance.
2. JUVENILE
a. Original citation, copy of CLETS driver’s license/vehicle registration printouts and any amendments to Traffic Court - Floyd. b. Set court date for a Wednesday at 1300 hours, 60 days in advance. a. Do not set hearing date for minors who live outside Stanislaus County, Court to Notify.
3. AFTER COURT DISTRIBUTION
a. Sergeants shall ensure the pink copy of the citation is placed in the records box to be entered. b. After entering the citation, Records personnel shall place the pink copy in the citation file drawer.
II. CRIMINAL CITATIONS – (Put DMV printouts next to Criminal History in the back)
1. ADULT
a. DA Intake Requirements
a. Original citation AND a copy of the citation. Citations and copies should be on top. b. One copy of the report and supplements c. TWO copies of the Criminal History d. Two copies of the Driver’s License print out e. One copy of the Registration print out f. One copy of any other paperwork attached to the report g. Use Controlled Document stamp. All others are not necessary for Intake. h. Photos - Preferred to be on a DVD attached to the top of the report. If no DVD, make sure photos are in color.
page 2 i. Attach copy of citation, report and CLETS printouts to file card.
2. JUVENILE
a. The Juvenile Contact Report (JCR) can be used in lieu of a citation and separate report narrative in most cases (e.g. petty theft, trespass, burglary, joyriding). A separate narrative may be submitted with the JCR depending on the report length. Juvenile Probation will notify for court date.
b. If a citation is used for a juvenile it must be accompanied by a report narrative (e.g. DUI).
c. The JCR/citation is then forwarded to Juvenile Probation. A copy is retained with the DPS file card.
4. CITE AMENDMENTS
a. Do not allow officers to amend the court date unless the ENTIRE court date is incorrect.
b. Leave the court date as it is even if the court date is close in time and another correction had to be made. a. Example - If the court box was incorrect and needs to be changed, but it was caught a month later, only amend the court. Do NOT amend the date. b. Example - If the YEAR on the court date is incorrect, ONLY amend the year. Do NOT amend the month or day. It should say, “Year should be changed from 2015 to 2016”. Intake does NOT want to see, “Change from 6/6/15 to 6/6/16”. This puts the defendant into an “at-large” status.
III. IN-CUSTODY ARRESTS - (Put DMV printouts next to Criminal History in the back)
1. FELONY/MISDEMEANOR
a. Process these the same as the Criminal Citations. The difference is the booking sheet will be on top instead of the citation.
b. In-Custody FELONY arrests must have a report faxed or delivered to the Modesto DA Intake/In- Custody office within 48 hours. If arrested during the weekend, the report is due Tuesday morning at 0830 hours.
c. In-Custody MISDEMEANOR arrests must have a report to Modesto DA within 24 hours. If arrested during the weekend, the report is due Monday morning at 0830 hours.
d. In ALL cases the jail should be phoned to determine if the defendant was released prior to sending report. DUI's are usually released 4-6 hours after booking. If the defendant is released, the time frame goes away.
2. JUVENILE
a. When a juvenile is booked the JCR will accompany them. Any further info/evidence will be forwarded to Juvenile Probation.
IV. AT-LARGE CASES - (Put DMV printouts next to Criminal History in the back)
page 3 1. Treat the same as In-Custody and Criminal Citations. Include:
a. The report b. Copies of DMV printouts c. Two copies of the Criminal History d. Warrant Affidavit – Needs the ORIGINAL signature. NO COPIES
V. WARRANT PROCESSING
1. All reports shall include either the original warrant or a copy of the warrant (if the subject was booked). 2. No report is necessary unless unusual circumstances occur. 3. Misdemeanor warrants with a citation:
a. Original warrant should be attached. b. Copy the warrant and attach to the report. c. Send the original warrant and original citation with a copy of DMV printouts to court.
4. Felonies or Misdemeanor warrants that were booked:
a. A copy of the warrant and booking form should be attached. b. There is nothing to send to court.
5. TMC Warrants
a. Send the warrant/cite to court as above. b. Email [email protected] with a scanned copy of the citation and warrant. This gives the city attorney a “heads-up” of when she will need to be at court as well. Call 209-668-5579 with any questions.
VI. DISPO FORMS
1. Dispo forms are needed for every case except an At-Large case. Fill it out online and it will automatically send to the correct person. *Don’t fill out the “Court Case #”. Intake will fill out this box.
VII. DA REQUEST FORMS
1. If the DA sends a form requesting more information (ie…body camera footage or a warrant affidavit), only send the requested information and the DA request form back. Do NOT send the entire case again.
VIII. DOMESTIC VIOLENCE CASES
1. Treat the same as the Criminal Citations/In-Custody Arrests except…
a. Intake wants ONE copy of the VICTIM’S criminal history. b. Need to include the confidentiality form.
IX. NOTIFICATIONS
1. DUI/CHP180/License Suspension 310 Form
a. DUI - Forward original "officer statement" form DS367, top copy of the Admin Per Se form and drivers license (if confiscated) to DMV with pre-printed address labels. page 4
b. PEBT print outs – Make three (3) copies. DMV gets the original, copy to DA, copy for UPD report.
c. Towed Vehicles - Forward back copy of CHP 180 form to the vehicles registered owner and legal owner within 48 hours. Certified mail is needed if the vehicle was towed for a 30-Day hold AND there is a legal owner. Certified mail does NOT need to be used for the registered owner. Record notification date at bottom of CHP180.
d. License Suspension Form 310 - Forward the WHITE copy of the License Suspension Notification form and drivers license (if confiscated) to the DMV address on the bottom of the form. The YELLOW copy stays with the report.
X. ACCIDENTS/INJURIES
1. PERSONAL INJURIES/MEDICAL CALLS
a. 268 Form and photos are sent to the Safety & Risk Manager ONLY. b. If the injury/medical call originated at the Health Center, no report is needed.
2. VEHICLE DAMAGE (from other avenues such as tree branches)
a. Send report and email photos to the Safety & Risk Manager.
3. STATE VEHICLE ACCIDENTS
a. A copy of the 270, 274, Report and Photos to the Safety & Risk Manager. b. Don’t send anything to ORIM.
4. WORKMAN’S COMP INJURY
a. Fill out Supervisor’s Report of Injury online at the HR website. It will electronically send to HR. https://www.csustan.edu/hr/employee-benefits/workers-compensation b. Fill out Worker’s Comp Claim Form (DWCI) and send to HR. c. No STD 268 is needed for our own employees.
XI. STUDENT DISCIPLINE/TITLE IX/PROPERTY INVENTORIES
1. STUDENT DISCIPLINE
a. All Student Discipline is filled out via Maxient. Supervisors will log on, find the case, choose EDIT and hit Go. Confirm all info is correct. Go back to the Home Screen and choose FORWARD. It will give you a drop down box. In the User field, choose Dr. Clarissa Lonn-Nichols for all cases (unless it is only a Title IX case). If you have a note for the person, enter it in the Note field. Do NOT choose “Create a New Case”.
b. It can only be sent to one person. For student referrals or counseling, it will be sent to Clarissa Lonn-Nichols. She will then pass it along to the appropriate departments.
c. If the student discipline charge originated in the Dorms, Student Affairs will forward it to Housing.
page 5 d. If the parties involved do not have a student ID number, use nine zeros (ex..000000000). Maxient requires a student ID number be given.
2. TITLE IX
a. All Title IX is filled out via Maxient. It will be forwarded to the Title IX Coordinator in the same manner as the student referrals. If the case includes multiples, i.e. student referral, title IX, counseling, send to Clarissa Lonn-Nichols. She will distribute the info.
3. PROPERTY INVENTORY
a. If the inventory involves any property capable of storing information (Computer, IPAD, laptop, phone..etc.), make sure the officer has emailed the OIT help desk and the Property Clerk with the UPD file number, property number(s), serial number(s), any OAN(s) and the basic circumstances of the missing property. Email should be printed and attached to the report.
b. Email the Inventory Control Investigation to the Property Clerk.
XII. FIRES ON CAMPUS
1. For any fires occurring on campus, a copy of the report shall be sent to the Safety & Risk Manager.
XIII. OTHER INTAKE INFORMATION
1. If a case has two subjects arrested, keep the subjects together. Only one copy of the report packet is necessary. They don’t need their own packets.
2. If the officer has arrested/cited a subject for a misdemeanor violation AND traffic violations, keep them on the same cite, unless the misdemeanor violation is a warrant. A warrant will have its own citation. If the misdemeanor charge is on one cite and the traffic violation is on another, we run into a possible double jeopardy situation if the traffic court cite processes first. Send the citation, with both the misdemeanor and traffic violations, to DA Intake. **If the officer issues two cites, one to Stan Co Court and one to Traffic Court, send both cites to DA Intake.
XIV. DA REQUEST FORMS
1. The DA’s Office is asking that all requested information be sent back via email, unless it is something that cannot be scanned or uploaded.
2. Body Camera Video Requests
page 6
Crime Prevention Function
Standard Operating Procedure: #36 Approved: 2/26/19 Revised:
IACLEA STANDARDS: 12.1.1
A. POLICY
The purpose of this directive is to define the role of the Stanislaus State University Police Department (UPD) and its employees in the areas of community relations and crime prevention. It is the policy of UPD to facilitate community relations, to participate in crime prevention activities in a manner that will enhance the quality of life for our community members, and to inform them of the responsibilities and role of the department.
B. RESPONSIBILITIES
Community relations is the responsibility of every employee, civilian and sworn, in UPD. From time to time, employees may be assigned to participate in functions designed to increase the community’s understanding of the activities and role of the department. These may include, but are not limited to, fingerprinting children, public speaking, recruitment efforts, distributing traffic and other public safety materials, staffing information booths, performing demonstrations, and participating in public events. UPD staff crime prevention activities may include speaking to various groups about crime prevention methods, distributing literature, conducting training or assisting other police agencies as requested.
C. CRIME ANALYSIS
UPD will use available technology to analyze data and crime statistics. The objective of crime analysis is to develop crime prevention tactics, reduce crime, provide crime pattern recognition and ultimately enhance the safety of the community. UPD will collaborate with allied agencies to ensure the sharing of data and information to help officers perform more effectively. This includes partnerships such as crime stoppers and Turlock Police Department’s crime analyst.
D. COMMITTEES, PARTNERSHIPS AND PROJECTS
By establishing links with the community, UPD can learn of issues affecting our duties and responsibilities, respond to them in a timely, and appropriate manner. Our participation in community relations and crime prevention activities will increase public confidence in our agency and enhance communication. Examples of committees and partnerships include but are not limited to:
• Crime Prevention Committee • Campus Safety Committee • Traffic Safety Subcommittee • Personal Safety Subcommittee • Citizen’s Academy • Village Housing crime prevention partnership • Rape Aggression Defense (partnership with Turlock Police)
The Administrative Lieutenant will coordinate oversight of the community relations and crime prevention programs and initiatives. Requests for services or other relevant information received by a department member regarding crime prevention or community relations may be transmitted to the Administrative Lieutenant in any format. The Administrative Lieutenant is responsible for submitting a comprehensive written evaluation, at least every four years, of UPD‘s crime prevention to the Chief of Police detailing department crime prevention and community relations activities. The report should address current concerns voiced by the community, a description of potential problems that have a bearing on law enforcement activities within the community, and a statement of recommendations that address previously identified concerns, perceptions and misperceptions.
Time-Off Request Procedure
Standard Operating Procedure: #37 Approved: 10/7/19 Revised:
A. PROCEDURE
The purpose of this directive is to provide guidance to employees when requesting time off work. For the purpose of this procedure, time-off includes vacation, compensatory time, holiday time off and personal holiday.
B. ANNUAL VACATION REQUESTS
1. Sworn Staff – Requests for vacation time off for the calendar year will be posted annually and granted by seniority during the initial vacation sign up. Based upon the operational needs of the campus, vacations shall be scheduled and taken as authorized by the Chief of Police in accordance with Unit 8 Collective Bargaining Agreements, Article 18.5 (vacation).
After the initial vacation sign up process, any additional vacation requests will be evaluated on a first-come first-served basis and based on the operational needs of the department. All vacation should be requested utilizing the Plan It scheduling program.
Vacation requests must be submitted to each employee’s supervisor via Plan It 30 days prior to the requested day. Vacation requests within 30 days will be evaluated on a case by case basis. Vacation requests are not considered granted until approved by the Patrol Lieutenant (or other Command Staff designee).
2. Non-Sworn Staff – All vacation requests will be in accordance with CSUEU Collective Bargaining Agreement, Article 14.9 (vacation requests).
C. HOLIDAY/COMPENSATORY TIME OFF REQUESTS
1. Sworn/Non-sworn Staff – All time off (other than vacation) will be evaluated on a first- come, first-served basis and be based on the operational needs of the department.
Requests for time off shall be submitted to the area supervisor via the Plan It scheduler. Requests for less than one full day off can be approved by an immediate supervisor. When evaluating such requests, the operational needs of the department shall be the main consideration. Less than one full day requests that have been approved, shall be updated on the schedule immediately by the supervisor.
D. SICK LEAVE
1. All personnel unable to work due to illness shall notify their supervisor via phone call. If a supervisor is not available for contact, a call to the department or other on-duty personnel shall be made until a person is reached. Notification shall be made as soon as possible in order to allow sufficient time to find a replacement if necessary.
All personnel are required to call in each day of an illness unless otherwise excused by the Patrol Lieutenant (or other command staff designee).
A sick slip shall be entered into the Plan It scheduler as soon as possible unless the illness prevents such action.
2. Family Sick Leave – All personnel should refer to their respective bargaining unit agreement for a complete explanation of absences chargeable to sick leave.
E. SCHEDULING CONFLICTS
In the event a scheduling conflict exists involving requests for time off, the supervisor or a member of the command staff will make the final decision for approval or denial based on the following criteria (in order): operational needs of the department, seniority, first come/first serve.
Cash Handling Procedure
Standard Operating Procedure: #38 Approved: 10/10/19 Revised:
A. PROCEDURE
This procedure intends to outline the authority and responsibility for administration, budgeting, purchasing and accounting at California State University Stanislaus (CSUS).
B. BACKGROUND
Stanislaus State Police Department is led by the Chief of Police and is comprised of the following divisions: Patrol, Administrative Services, Parking Services, Parking Management Bureau, Live Scan and Emergency Management. Reporting directly to the Chief of Police are a Lieutenant that manages Patrol and a Lieutenant that manages Parking and Parking Management Bureau and Live Scan. In addition, the Departments Administrative Office includes an Emergency Manager and Budget Analyst who report directly to the Chief of Police.
C. FISCAL MANAGEMENT
Per written delegation from the Vice President of Business and Finance, the Chief of Police has the final authority and responsibility to plan, manage, and approve all expenditures of funds allocated to Stanislaus State Police Department. The Chief also oversees all revenue to the department. In the Chief’s absence, the divisional managers are delegated the authority to approve expenditures for their respective areas. The Budget Analyst has the authority to approve or disapprove expenditures for all divisions upon consultation with the Chief.
The Chief of Police is responsible for fiscal management activities that include but are not limited to the following:
a. Analyzing of department personnel and the funding requirements for preparation of the annual budget. b. Approving and processing of purchase orders and invoices submitted for payment. c. Reviewing of all revenues and expenses and comparing to budget. d. Presenting of budget requests and recommendations through the appropriate channels.
D. BUDGET PREPARATION PROCESS
General Fund Divisions utilize an incremental budget approach wherein their beginning budget is built upon the prior year budget base.
The Office of the Vice President for Business and Finance allocates the General Fund Budget after the State Budget is approved and signed by the Governor.
The Stanislaus State Parking Budget is submitted to the Chief of Police, Vice President of Business and Finance, Assistant Vice President of Capital Planning & Facilities Management, Director of Budget Planning & Administration, and The President.
Enterprise Funds Budgets (Parking Management Bureau and Live Scan) are presented to the Chief of Police.
Responsibility for Final Budget Preparation and Management
a. The Budget Analyst is responsible for preparing the annual budget for Parking and Enterprise Funds (Parking Management Bureau and Live Scan) for review by the Chief of Police. b. The Budget Analyst is responsible for budget management by ensuring the expenditures are within the scope of the budget and properly classified. c. At each assessment conducted during the fiscal year by the Business and Finance Division, the department will submit revenue and expenditure projections for the remainder of the fiscal year. These projections and the review of year to date transactions serve as an independent audit of all accounts. These projections and the review of the year to date transactions serve as an independent audit of all accounts.
E. PURCHASING
Prior to committing department funds, department personal must submit a purchase request form (see attached) including any quotations and/or estimates and item information. This form must be approved by the appropriate Division Head and the Budget Analyst. If the amount exceeds $1000, the Chief of Police or her/his designee can approve.
Stanislaus State Police Department follows purchasing procedures set forth by the Contracts and Procurement Administration Department and the Administration of Business & Finance. These procedures for all University Faculty and Staff outline the necessary requirements for:
a. Standardized purchases of goods and equipment b. Bidding procedures on purchase of goods and services that exceed $50,000; c. Following California State guidelines for state agencies on how bids are requested, received and approved or rejected by the Contracts & Procurement Department d. Use of the Procurement Card, subject to prohibited uses as set forth in the Program, for emergency purchases and rentals of equipment. To view the program rules and regulations, visit the PCard Program Manual at: https://www.csustan.edu/financial-support-services-gateway/staff-faculty/university- credit-training
The Chief of Police may submit a written request for supplemental or emergency appropriation to the Vice President of Business & Finance. The request should include the following information:
a. Justification for the request b. Amount of the request c. Date needed
The department will submit a purchase requisition after the request has been approved.
CASH DISBURSEMENTS / RECEIPT HANDLING
The California State University, Stanislaus Police Department adheres to procedures outlined in the California State University Administrative Manual (SUAM) Chapter 3000 on handling of cash receipts and payments. The procedures are set forth as follows:
A. Petty Cash is maintained and utilized subject to the following:
The UPD holds cash of $250 operated on an imprest (loan or advance) basis from the University’s revolving fund.
a. A personal audit shall be made by the employees concerned; and
b. A Petty Cash Transfer Receipt (see Appendix E) shall be given by the newly assigned custodian to the custodian being relieved. A copy of the receipt signed by both parties is to be provided to the Budget Analyst.
c. The purpose of this fund is to pay for low-dollar-value operational purchases that are not to exceed $50 (exclusive of sales tax) per purchase and must be approved verbally or in writing by the Budget Analyst.
1. The custodian will submit invoices to Accounts Payable for reimbursement based on the following event: 2. When the petty cash fund has dropped below $50.
d. The custodian will maintain a Cash Book and Receivables Ledger (see Appendix F) to account for all transactions of the fund. At all times, the balance of the Cash Book plus the balance in the Receivables Ledger should equal the amount advanced to the petty cash. The Cash Book and Receivables Ledger is to be audited by the Budget Analyst every 6 months in December and June of each year.
B. Handling of Receipts (Cash or Checks)
1. The department will accept personal checks, however, it may require payment by cash, certified check, cashier’s check, or money order when:
a. Service or materials that cannot be withdrawn if the check is dishonored by the bank are furnished to other than well-established firms or well-known persons. b. The payer previously gave the department a check that we dishonored by the bank. c. The check is drawn on a financial institution outside the United States.
2. Cashiers shall use a counterfeit detector pen on bills over $20.
3. When accepting personal check payments, the department staff shall ensure that enough information is available, either on the check or from available records, to enable tracking the person who presented the check if dishonored by the bank. If a check received is not payable to California State University, Stanislaus, Parking Management Bureau (PMB) or cannot be identified of properly applied after sufficient research, the item should be recorded on the “Checks Not Payable to CSUS Unidentifiable” log and returned to the name and address of the maker; Parking Management Bureau to keep and maintain log for agency checks to be returned to agency or customer of an agency.
4. The department will endorse checks, warrants, money orders and other negotiable instruments on the day they are received.
5. The following areas in the department will utilize safes to house either cash or valuable items or documents
6. In utilizing the safe, the department adheres to the following standards:
a. The combination will be made known to as few persons as possible, consistent with operating requirements, and the value of cash safeguarded. b. The Budget Analyst will maintain records that show the date the combination was last changed and name of persons knowing the present combination. c. The combination will be changed when it becomes known to an excessive number of employees or if any employee having knowledge of the combination leaves the employment of the department or no longer requires the combination in the performance of his/ her duties.
7. Department staff will deposit receipts in a timely manner while adhering to the following guidelines:
a. Collections of checks and cash from front office stations, PMB and parking dispensers, to be deposited daily or within 2 business days of receipt to the Main Cashier’s Office and supported by a completed deposit sheet, CASHnet receipt and/ or summary report. All deposited funds to be stored in secured safe located in Room 100G. Deposits from parking dispensers will be verified by a second employee and sealed in a tamper proof envelop until transported to Main Cashier’s Office. b. In accordance with CSU Policy the transport of all deposits shall be accompanied jointly by at least two employees.
8. Department personnel who receive and / or disburse money will be held accountable for the money in their custody and will be held personally responsible for any cash discrepancies. In addition, they shall ensure all receipts and other documentation for disbursements be maintained as specified with this policy. Deposits should be prepared by an individual who does not have access to recording transactions, authorizing adjustments to accounts receivable or general ledgers, or the person following up on collectibles. Management staff is responsible for establishing standards for their cashiers and prescribing corrective actions to be utilized when performance standards are not satisfied. The following positions within CSUS Police Department are authorized to take in or disburse cash from / for day to day operations.
a. Front Office Staff and Students ( Live Scan, PMB, Parking, Misc Revenue) b. CSO Officer c. All Sworn Personnel d. Dispatchers e. PMB Administrative Staff and Students
9. Reconciliation of Accounts/ Receipts
a. All receipts / records are to be submitted to Budget Analyst for review and reconciliation. Including requests for internal chargebacks. b. A monthly reconciliation to the general ledger will be performed by the Budget Analyst for all revenue funds. c. Quarterly review of reconciled accounts will be submitted to the Chief of Police by the Budget Analyst.
10. Preparation of Monthly Financial Statements
a. The Budget Analyst is responsible for the review and reconciliation of monthly financial reports from Data Warehouse to include balances at the commencement of each period as well as expenditures and funds received during the period.
11. Annual Internal Audits
a. An annual internal audit shall be conducted in accordance with ICSUAM Section 3102.03- acceptance of cash and cash equivalents, ICSUAM 3102.04- physical protection of cash and cash equivalents, ICSUAM 3102.10- change funds.
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