61663868.pdf

\n\n--- Page 1 ---\n\nTITLE ACCREDITATION Departmental Forms Control CALEA Chapter 11.4.2 PRIOR REVISIONS PROPONENT UNIT 07/20/06, 05/13/08, Administrative Service Bureau - 04/07/2020 Accreditation Unit ATTACHMENT: 0 NUMBER ISSUE DATE REVISION DATE TOTAL PAGES 11.6 05/21/01 09/23/2024 4 I. PURPOSE: This Order establishes and maintains a system to ensure the accountability of Departmental forms. II. POLICY: The Gainesville Police Department shall provide a procedure for the development and management of forms used by the Department. Whenever possible, electronic forms that can be completed via a computer will replace printed forms. [CALEA 11.4.2] III. DEFINITIONS: Department Form: A printed or an electronic document with blank spaces for the insertion/recording of information that is used Department-wide. (i.e., personnel from more than one bureau use the form). A document is also considered a “Department form” within the context of this Order when it is used exclusively within a bureau or is produced by another agency for department use except State of Florida and Federal forms. IV. PROCEDURE: A. Proposed Initiation or Change of Department Forms and Applications (Construction/Modification/Deletion): [CALEA 11.4.2] 1. Any member of the Department requesting the development of a new Department form/application or the modification or deletion of an existing Department form shall submit the request, via the “Form or Application Design Request” tab located in the forms via GPD Intranet. The following information shall be included: i. Purpose of Requested Application/ Form; ii. If the application/form is replacing an existing form that currently exists; iii. If replacing an existing form, the form # assigned; 1\n\n--- Page 2 ---\n\niv. How the form/application will improve productivity; v. How many expected users; vi. If there, is an outside regulating Agency requiring or requesting the creation, what agency? vii. If there is a demonstrable need for the form/application; viii. Has the requestor’s Captain or Supervisor approved the creation of the form/application; ix. Has Accreditation reviewed the form? x. Will the form/application be restricted to certain users or departments and require login? xi. Will data entered into this form/application by the End User be required to be saved for later use? xii. Will data used by this form/application need to be pulled form an existing source, like RMS? If so, which source? xiii. Will data in this form need to be emailed to other users? xiv. The type of form or revision. xv. The reason for the new form, or suggested revision. xvi. The reason that the form needs to be deleted (obsolete; non-use, duplication of work, etc.) xvii. Detail how this form/application is to be used by the End user? xviii. Requester’s Supervisor xix. Requested Completion Date 2. The requester should design/redesign the form and provide a rough draft copy to help illustrate the nature of the request. The draft document shall be emailed to the Major and Accreditation Manager with proof of approval by the requestor’s chain-of-command. B. Form Proposal Review: Accreditation Unit personnel will conduct a preliminary review of the proposal to determine the form or revision: [CALEA 11.4.2] 1. Is not an unnecessary duplication or facsimile of an existing form, 2\n\n--- Page 3 ---\n\n2. Is consistent with the records maintenance or data processing requirements of the Department, 3. Fulfills a legitimate Departmental need. 4. Complies with statutory requirements (if any). 5. Complies with, or does not conflict with, accreditation standards requirements. C. Development: If, after a preliminary review the request is approved, the Accreditation Unit will: [CALEA 11.4.2] 1. Approve a draft of the form; 2. Solicit critiques of the draft from a sample of the personnel who will use the form; 3. Submit any forms that present a liability or a legal issue to the City’s Legal Office or Department Legal Advisor for review and comment. 4. When indicated by the nature of the form, ensure that all users of the form outside the Department agree on the change. 5. Present the form to Command Staff for suggestions and approval. D. Tracking: For accountability, the forms will contain: [CALEA 11.4.2] 1. A revision date, 2. A document (form) number. i. The document numbers will be controlled, issued and tracked by the Accreditation Unit. ii. Originally-issued form numbers will be retained when revisions are made, and new numbers issued upon construction of new forms. E. Implementation: The Requestor unit will advise Department personnel of the form’s implementation and determine the most appropriate means to educate members in the use of the form. F. Printing: The Affected unit will be responsible for having forms printed. G. Distribution: Accreditation Unit in conjunction with IT personnel will be responsible for the forms availability via intranet. The Operations staff assistant is responsible for form availability in the patrol forms room. 3\n\n--- Page 4 ---\n\nH. Review: A copy of all Departmental forms and subsequent revisions shall be maintained on file in the Accreditation Unit, whose personnel shall review forms as needed and evaluate to: 1. Determine if the form is still needed/being used, 2. Ensure the form does not unnecessarily duplicate information captured on other agency forms, 3. Ensure the format is consistent with records maintenance or data processing requirements of the Department, 4. Ensure that the form is efficiently designed for ease of use. 5. Determine which printed forms can be converted to electronic forms. I. Bureau Forms: Forms may be developed within a bureau, by authority of the respective bureau commander, to meet specific needs not met by use of Department or other-agency forms. 1. Form Implementation: Requests for approval and implementation shall be made to the respective bureau commander, and the Accreditation Manager. 2. Maintenance and Tracking: Forms developed and used within a bureau shall be tracked, revised, accounted for and rescinded, as needed, by the respective bureau commander/designee. A copy of the approved bureau form, as well as any subsequent revisions or rescissions, shall be forwarded to the Major and Accreditation Unit who will review the form to ensure that it meets the minimum Departmental reporting standards and formatting, and does not overlap the content, or usurp the need or authority, of any Department form(s) or policies. _____________________________ By Order of Signed Original on File in the Accreditation Unit __________________________ Nelson Moya Chief of Police 4