Policy Text
FLORIDA CITY POLICE DEPARTMENT
14-02
ADMINISTRATIVE DIRECTIVE
Acknowledging/Receiving subpoenas and The mere acknowledgement of the escalation
notices: All personnel are required to read their message in e-Notify does not acknowledge and
departmental e-mail on a daily basis, except receive the subpoena or notice. It only informs
when on leave. Accordingly, if the e-Notify interested parties that the supervisor is aware of
system has sent an e-mail message indicating the unacknowledged subpoena/notice and will
that an employee has a new subpoena or court address the situation with their subordinate.
notice entered in the system, the employee will Supervisors will avoid allowing the escalation
utilize the link provided in the e-mail message to feature of e-Notify to begin its process of
login to their e-Notify account to acknowledge notification by regularly reminding their
receipt of the subpoena or notice. Just reading subordinates to check e-Notify each work day as
an e-mail message from e-Notify does not required.
satisfy the requirement to acknowledge and
When the escalation process begins, the first
receive new subpoenas/notices via your e-Notify
supervisor receiving the escalation notification
account.
will take one of the below steps to satisfy the
Personnel also have the option of logging in process:
directly to the e-Notify website to access their
account and acknowledge/receive any new
subpoenas/notices without checking email first.
1. The supervisor will instruct the
It is recommended that this be done twice each
employee to log onto e-Notify and
work day.
acknowledge the subpoena/notice.
Escalation Notification: When a
Or
subpoena/notice is not acknowledged by an
employee, the e-Notify system will issue a
2. The supervisor will acknowledge and
reminder e-mail to the employee every three
receive the subpoena/notice “with
days. If an employee fails to acknowledge a
exception.” Acknowledgement with
subpoena/notice, e-Notify will escalate the
exception requires the supervisor also
notification to supervisors along the employee’s
provide an explanation.
chain of command. The escalation process will
follow the following progression:
As a last resort, and with the approval of the
Major, the supervisor may acknowledge and
•
9 calendar days before the scheduled
receive the notice/subpoena on behalf of the
date, escalation message is sent to
employee and will personally hand deliver the
employee’s immediate supervisor.
subpoena/notice to the employee. Supervisors,
who acknowledge and receive a
•
7 calendar days before the scheduled
subpoena/notice on behalf of a subordinate, will
date, escalation message is sent to
be accountable for adequate notification of the
employee’s 2nd level supervisor.
subordinate of the subpoena/notice.
•
5 calendar days before the scheduled
Checking In and Out of Court – When an
date, escalation message is sent to
employee appears at court or deposition in
employee’s 3rd level supervisor.
response to a subpoena/notice, the employee
will be required to check in and out of court
•
3 calendar days before the scheduled
using e-Notify kiosks located at each of the 11th
date, escalation message is sent to
Judicial Circuit Courthouses and office facilities.
employee’s 4th level supervisor.
Once logged in at the e-Notify kiosk, employees
will answer specific questions concerning the
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FLORIDA CITY POLICE DEPARTMENT
14-02
ADMINISTRATIVE DIRECTIVE
appearance they are checking in for. At the end If an employee submits a leave request via e-
of the case proceedings, employees will check Notify that is approved prior to a
out at a kiosk and again answer specific subpoena/notice being entered into e-Notify that
predetermined questions related to the case. E- conflicts with the date/time of the approved
Notify will also provide an appearance receipt to leave, e-Notify will automatically enter an
print that will be attached to compensatory time acknowledgment exception to that
or overtime documentation. subpoena/notice. In all cases, a supervisor will
need to initiate phone contact with the court or
When checking out of court on a case that was
party issuing the subpoena/notice to resolve the
set for trial or motion hearing and the case was
conflict.