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\n\n--- Page 1 ---\n\nGAINESVILLE POLICE DEPARTMENT GENERAL ORDER TITLE ACCREDITATION Administrative Reporting and CALEA Chapter 11 & 33 Accreditation Management Systems PROPONENT UNIT PRIOR REVISIONS Accreditation Unit 05/21/01, 05/20/08, 07/18/17 ATTACHMENT: 0 NUMBER ISSUE DATE REVISION DATE TOTAL PAGES 11.4 05/21/01 01/10/22 3 I. PURPOSE: This Order establishes systems for administrative reporting and accreditation management. These systems provide authority for administering the reporting and accreditation processes, and for delegating responsibilities to those involved. II. POLICY: The Gainesville Police Department shall establish and maintain an administrative reporting system to provide information regarding the operation of the agency and an accreditation management system for ensuring periodic reports, reviews, and other activities mandated by applicable accreditation standards by the Commission on Accreditation for Law Enforcement Agencies, (CALEA), standards and Florida State laws. [CALEA 11.4.3] III. PROCEDURE: A. Administrative Reporting: To augment the management decision-making process and for mandatory accreditation standards, Department sub-components should publish administrative reports that contain information pertaining to major incidents (e.g. Operations Plan/After-Action Reports), significant bureau activities (e.g. Sexual Predator Tracking Reports,), and personnel workload data (e.g. Status and Monthly Accomplishment Reports). [CALEA 11.4.1c] 1. Reports Required by Accreditation: Each Bureau Commander or their designee is responsible for writing the required reports and forwarding them to the Accreditation Manager.[CALEA 11.4.1b] 2. Reports Not Required by Accreditation: Each Bureau Commander, in consultation with his/her respective division and unit commanders, will determine the type of reports required, frequency and the position(s) responsible for writing them, and distribution. [CALEA 11.4.1b, d, & e] B. Cataloging Reports: Respective bureau/divisions will maintain a list of all recurring administrative reports and those specifically required by accreditation. Each Division and department member is responsible for the reports due to accreditation within that division.[CALEA 11.4.1.a] 1. The Accreditation Manager shall maintain a list of only those reports required by accreditation standards to ensure their timely submission and adherence. Department members may view required reports in the CALEA Law Enforcement Standards: Appendix E “Time Sensitive Standards”. [CALEA 11.4.1.a]\n\n--- Page 2 ---\n\nGAINESVILLE POLICE DEPARTMENT 2. The Accreditation Manager’s list will contain the following information regarding accreditation required reports (CALEA Law Enforcement Standards: Appendix E “Time Sensitive Standards”): i. Report title; ii. Proponent unit and position responsible for completion; iii. Purpose/content; iv. Reporting frequency; [CALEA 11.4.1d] v.Distribution within the agency; [CALEA 11.4.1e] vi. Report due date; vii. Report received date. C. Availability and Review: The Accreditation Manager will make the list available to affected personnel and direct reviews to ensure all reporting requirements generated by accreditation remain current. D. Report Maintenance: Original administrative reports shall be kept on file in the respective bureaus, divisions, sections, or units, for as long as they have a management purpose, or in accordance with State of Florida Records Retention schedules, whichever period is longer. Copies shall be forwarded to the entity, person or Department component to which the report is directed. Electronic copies of accreditation required reports shall be forwarded to the Accreditation Manager. This should be done primarily through GPD Email. Original signed reports may also be delivered to the accreditation office to be scanned into PowerDMS. E. Accreditation Management: While the responsibility for the accreditation process lies with every member of the Department, the management of the process shall be the responsibility of the Accreditation Unit. 1. Application: PowerDMS shall be used to support the accreditation management function. 2. Accreditation Process Compliance and Maintenance: i. Access to Commanders: The Accreditation Manager or designee shall have direct access to all commanders,supervisors, or other persons whose expertise or authority is needed for the successful operation and maintenance of the accreditation process. ii. Required Documents: Members shall furnish, or provide access to, all necessary reports and proofs of compliance required by accreditation standards and processes. compliance by the proponent unit or division. 2\n\n--- Page 3 ---\n\nGAINESVILLE POLICE DEPARTMENT iii. The accreditation unit will collect the proofs and upload them into PowerDMS using the upload document function. Each bureau and division has access to the accreditation standards. Only the accreditation unit will have access to the Proofs of Compliance. The required reports shall be implemented into the applicable written directive to ensure compliance by the proponent unit or division. Members can consult with the Accreditation Unit for examples and guidance. iv. Responsibility for Continued Compliance: Commanders shall, within their offices, bureaus, divisions, sections and units, ensure continued compliance with all applicable standards. The Administrative Support Division shall provide information, guidance, support and assistance to all Department subcomponents. 3. Training: i. Employees assigned to the position of accreditation manager shall receive specialized accreditation manager training within one year of being appointed and shall be responsible for providing appropriate training to other agency personnel assigned to the accreditation process.[CALEA 33.5.4] ii. All newly hired agency personnel shall receive information regarding the accreditation process within thirty days after employment begins or within thirty days after completing the recruit academy. [CALEA 33.5.3.a] iii. All agency personnel during the self- assessment phase shall receive information regarding achieving initial accreditation. [CALEA 33.5.3.b] By Order of Signed Original on File in the Accreditation Unit Tony R. Jones Chief of Police 3