Policy Text
Ref: CALEA
Standard 22.2.6 DEPARTMENTAL
GENERAL ORDER B-14 Index as: Emergency Information Records Effective Date:
15 Apr 08
Evaluation Coordinator:
Personnel Division Commander
Evaluation Date:
15 Oct 08
Automatic Revision Cycle:
3 Years
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EMERGENCY INFORMATION RECORDS
The purpose of this order is to set fort h Departmental policy and procedures for
maintaining and updating info rmation records which will assist in making emergency
notifications to family members of Depart mental personnel. For the purpose of this
order, sworn personnel include members, rangers, and police reserve officers.
I. GENERAL PROCEDURES
A. When to Complete
Sworn personnel and every employee shall complete an Emergency
Information Record (TF-1001) as follows: 1. On the date of initial hire or transfer to the Department.
2. Within ten (10) days, whenever information previously reported
becomes obsolete and requires updating.
3. At the time of his/her annua l performance appraisal.
B. What to Complete
1. Sworn personnel and employees:
a. Shall complete Part 1 – Persona l Information Section . MOR
Section 328.91 require s every member (sworn personnel)
and employee to have his/her current residence and mailing
address (if different from the residence address) and a contact number on file with the Department.
DEPARTMENTAL GENERAL ORDER B-14 Effective Date:
15 Apr 08 OAKLAND POLICE DEPARTMENT
b. Shall complete Part 3 – Next of Kin to be Notified in
Emergency. Enter the appropri ate information for at least
one person to be notified in case of emergency.
c. May complete Parts 2 & 4, as desired.
d. If information is unchanged sin ce the last submission, check
the “Unchanged” box.
C. Unit commanders/managers shall forward one (1) completed copy of the
Emergency Information Records to their respective bureau/division
administration office and to the Pers onnel Administration Unit in sealed
envelopes.
II. EMERGENCY INFORMATION RECORDS SECURITY The Personnel Administration Unit and ot her administrative un its charged with
the security of Emergency Information R ecords shall ensure th at all records are
properly secured and accessible only to authorized Departmental personnel.
III. ADMINISTRATION PROCEDURES
A. The bureau deputy chiefs and director shall ensure that all Emergency
Information Records are properly f iled and maintained in a manner
making them accessible to authori zed Departmental personnel only.
B. When necessary, a commander of the af fected bureau/division shall utilize
the Emergency Information Record file to assist in making necessary death
or injury notifications. If the me mber or employee has designated a
Departmental representative to assist his/her family, that person shall be
contacted and, whenever possible, as sist with the original notification
process.
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DEPARTMENTAL GENERAL ORDER B-14 Effective Date:
15 Apr 08 OAKLAND POLICE DEPARTMENT
IV. OPTIONAL PROCEDURES – OPOA MEMBERS
Members of the Oakland Police Officers Association (OPOA) may elect to
voluntarily complete the c onfidential OPOA Emergency Notification and Personal
Request Packet in addition to the Emerge ncy Information Reco rd. The packet is
designed to assist the member and his/her family in the event of an emergency by
documenting personal history informati on not recorded on the Departmental
Emergency Information Record. Packets may be obtained from the OPOA Office.
Completed packets should be retu rned to the OPOA for filing.
By order of
Wayne G. Tucker Chief of Police Date Signed: _______ ____________
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