Policy Text
DEPARTMENTAL
GENERAL ORDER B-22 Index as: Supervisory Notes Files Effective Date:
29 May 09
Evaluation Coordinator:
PAS Coordinator
Evaluation Due Date:
30 Nov 09
Automatic Revision Cycle:
3 Years
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SUPERVISORY NOTES FILES
The purpose of this order is to set fort h Departmental policy and procedures for
developing, documenting, tr acking, and retaining supervisory notes files.
The purpose of a Supervisory Notes File (SNF ) is to centralize in formation to help
supervisors, commanders, and managers identify patterns of exemplary and substandard
performance and behavior. Additionally, th e SNF is utilized to document incidents
deserving of a commendation or award, to document non-disciplinary corrective action
taken, and to prepare performance appraisals. I. DEFINITIONS AND TERMINOLOGY
A. Corrective Action Corrective Action is intended to address identified performance
deficiencies or substanda rd behaviors that do not rise to a level requiring
disciplinary action. Corrective Action includes, but is not limited to, the following:
1. Counseling;
2. Training;
3. Performance Deficiency Notices; and
4. Other corrective action.
B. Supervisory Notes File (SNF)
The SNF consists of tw o (2) components: a dimension of iPAS which
requires supervisor data entry and a physical fi le containing hard copy
documentation supporting entries into the SNF.
DEPARTMENTAL GENERAL ORDER B-22 Effective Date:
29 May 09 OAKLAND POLICE DEPARTMENT
Information to be included in the SNF:
1. Documentation of supervisory ob servations and/or concerns
regarding the performance and behavior of subordinates and any corrective action taken, if applicable; and
2. PAS-related documentation to include: a. PAS Activity Review and Report (TF-3275);
b. PAS Disposition/Follow-up Report (TF-3275a);
c. PAS Intervention Strategy C onfirmation Report (TF-3286);
and
d. Pertinent PAS-related documentation.
3. Any supporting hard copy documentation for an SNF iPAS entry.
C. Supervisory Observations
Observed behavioral and/or performance activity that a
supervisor/commander deem s to be meritorious or substandard. Activities
may include, but are not limited to, the following: 1. Innovative Community Policing Projects;
2. Letters of Appreciation;
3. Exceptional Conduct;
4. Substandard Conduct;
5. Tardiness;
6. Negative or Positive Time Management;
7. Uniform Deficiencies;
8. Positive Uniform Observation;
9. Exceptional or Substandard Driving Performance; and
10. Other Observations
D. PAS File Review A PAS File Review is a review of all applicable 20 PAS performance
dimensions in accordance with the pr ovisions of DGO D-17 when making
decisions on the following:
1. Commendation or Award;
2. Promotion;
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DEPARTMENTAL GENERAL ORDER B-22 Effective Date:
29 May 09 OAKLAND POLICE DEPARTMENT
3. Transfer;
4. Special Assignment;
5. Twice-Monthly Performance Review;
6. Semi-Annual Supervisor Performance Review;
7. Annual & Probationary Perf ormance Appraisals; and
8. When a performance assessment is needed.
II. POLICY
A. All Department personnel shall have a SNF.
B. All supervisory observations, correc tive action, and PAS File Review
information shall be entered into iPAS.
C. Supervisors shall create and maintain a physical SNF for all subordinates
to contain supporting hard copy doc umentation for iPAS entries. The
physical SNF shall be stored in a ce ntral location for each bureau to be
determined by the respective Deputy Chiefs.
D. The SNF shall not replace the Depart ment’s permanent personnel files;
E. Corrective action taken shall be documented in i-PAS.
F. Documented supervisory observations sh all include the da te of occurrence
and the name and serial number of the supervisor.
G. Documentation contained in the SNF sh all be retained for a minimum of
five (5) years unless law or City Administrative Instruction mandates a
longer time period.
H. The physical SNF shall be forwarded to the new supervisor whenever a
subordinate is transferre d to a new bureau.
I. Supervisors with access pr ivileges to the i-PAS can make a SNF entry into
any member’s/employee’s electronic PAS file.
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DEPARTMENTAL GENERAL ORDER B-22 Effective Date:
29 May 09 OAKLAND POLICE DEPARTMENT
III. RESPONSIBILITIES
A. Supervisors/Commanders shall: 1. Create and/or maintain a SNF fo r all personnel they are assigned
to supervise. The SNF shall be utilized to document supervisory
observations and contain documen tation in accordance with the
provisions of Part I, B and C of this order.
2. Include supporting documentation pe rtinent to the member’s or
employee’s performance and PA S documentation in accordance
with the provisions of DGO D-17.
NOTE : Copies of training certificates, letters of appreciation, and
other documents of a permanent nature should continue to be
forwarded to the Department’s Personnel Section.
3. Include required/pertinent information in the member’s or employee’s annual perf ormance appraisal.
4. Review the SNF when conducti ng a PAS Activity Review and
Report.
5. Corrective Action shall be documen ted in the member/employee’s