Policy Text
Page 1 of 7 10/13 (NEW 8/14)
Affiliation
This General Order establishes the process by which other agenc ies or persons may
obtain affiliate stat us with the Sacrament o County Sheriff’s De partment (SSD) and
criteria by which such affilia tion is evaluated, continued or t erminated.
I. Definitions
A. Affiliated Agency
An affiliated law enforcement agency (LEA) is any LEA that uses facilities,
equipment, resources, information or services from SSD, and has a
current Memorandum of Understanding (MOU) or documented written
agreement signed by the Sheri ff and the head of the other
agency/agencies to perform collabor ative law enforcement activi ties and
to share law enforcement infor mation. An affiliated agency may have
designated members withi n a SSD task force.
B. Sworn Affiliate
A sworn affiliate is any sworn peace officer of a LEA, as speci fied in Penal
Code (PC) section 830, who works with SSD pursuan t to a MOU or a
signed written agreement who has a ccess to SSD facilities, equi pment,
resources, information or servi ces. A sworn affiliate does not create an
employer/employee relationship; however, a sworn affiliate shal l abide by
all SSD rules and General Orders.
C. Non-Sworn Affiliate
A non-sworn affiliate is an i ndependent person or contractor, a group or a
member of an agency that works wit h the SSD pursuant to a MOU o r a
signed written agreement who has a ccess to facilities, equipmen t,
resources, information or servi ces. A non-sworn affiliate does not create
an employer/employee relationshi p; however a non-sworn affiliat e shall
abide by all SSD rules and General Orders.
D. Affiliate Agency Administrator
The Affiliate Agency Administrato r acts as both the SSD Califor nia Law
Enforcement Telecommunications System (CLETS) C oordinator and t he
Page 2 of 7 10/13 (NEW 8/14) SSD Information Security Officer (ISO) on the Information Secur ity and
Compliance Team in the SSD Techni cal Services Division (TSD).
E. Affiliate Divis ion Coordinator
The Affiliate Division Coordi nator is the designated person wit hin each
SSD bureau or division who is responsible to update affiliate i nformation
and validate affiliate status wit hin their organizational autho rity, and is
responsible to submit required fo rms for affiliation and access to SSD’s
computer systems or resources.
F. Business Services Unit (BSU)
The Business Services Unit (BSU) is the unit within the TSD res ponsible
for the creation and approval p rocess of all paperwork related to MOUs,
Agency written agreements, contr acts or invoices if required.
G. Information Securit y and Compliance Team
The Information Security and Co mpliance Team is the TSD team
responsible for administration of application and CLETS securit y for
affiliates and affiliate agencies . The team is also responsibl e for ensuring
compliance with all California and federal rules concerning the use and
transmission of criminal offender r ecord information (CORI) dat a.
H. Networks Services Unit (NSU)
The Networks Services Unit (NSU) i s the unit within the TSD res ponsible
for providing and supporting SSD network communications environ ment.
This includes hardwired, remot e and wireless devices. NSU prov ides
network and e-mail accounts, and is responsible for network and server
security.
II. Criteria for Affiliation
An agency to be considered for af filiation shall be a LEA, a cr iminal justice agency or a
sub-unit of a public agency that p erforms law enforcement or cr iminal justice functions
pursuant to a statute, ordinance or regulation. Affiliation ag reements are documented in
a MOU. The MOU may contain a schedule of fees assessed to the Affiliate Agency for
the purposes of cost recovery. III. Roles and Responsibilities
A. Affiliate Agency
Any LEA pursuing affiliation with the SSD shall do the followin g:
Page 3 of 7 10/13 (NEW 8/14) 1. Submit a request for affiliati on to the SSD in the form of a letter, using
the agency’s letterhead.
a. Letter shall be signed by the requesting agency’s head or it s
designee.
b. The content of the letter sha ll provide a complete descripti on
of the reason(s) fo r affiliation.
c. Letter shall be mailed via the US Postal Service to:
SHERIFF SCOTT R. JONES
P.O. BOX 988 Sacramento, CA 95812-0988
2. The SSD Support Services Chie f Deputy will approve Affiliati ons.
B. Business Services Unit
1. The Business Services Unit shall be responsible for:
a. Processing and analyzing an agency’s request for SSD
affiliation.
b. Preparing and approving MO Us, written agreements or
invoices if any are required.
c. Notifying the appropriate Aff iliate Division Coordinator of
approved MOU’s and written agr eements concerning their
division.
d. Storing and maintaining Agen cy MOUs, written agreements,
and invoices.
C. Affiliate Division Coordinator:
1. In order to obtain access to SSD buildings, equipment or com puter
resources for an Affiliate, the Affiliate Division Coordinator shall
submit the following paper or