32841281 (1).pdf

\n\n--- Page 1 ---\n\nSEMINOLE COUNTY SHERIFF'S OFFICE NUMBER: G - 15 GENERAL ORDER RESCINDS: SUBJECT: Inspections and Quality Assurance EFFECTIVE: November 14, 1994 REVISED: July 30, 2019 Table of Contents: I. Purpose II. Definitions III. Informal Inspections IV. Formal Inspections V. Staff Inspections VI. Risk Management (Accreditation) I. PURPOSE: This directive provides procedures for conducting inspections of equipment and personnel. II. DEFINITIONS: A. Informal Inspections: Supervisors conduct informal inspections on a daily basis to ensure that employees are acting in concert with Sheriff’s Office requirements for personal appearance and the use and maintenance of equipment. B. Formal (Semi-Annual) Inspections: Formal inspections are conducted on a semi-annual basis to specifically account for Sheriff’s Office property and assess employee appearance. These inspections are documented. C. Staff Inspections: Staff Inspections are systematic, internal reviews of operational components to ensure they remain in compliance with Sheriff’s Office policies. III. INFORMAL INSPECTIONS: A. To maintain their component’s operational readiness, supervisors conduct daily inspections of employees and facilities under their control. These inspections include: 1. Inspecting employee attire and other issued equipment for cleanliness and operating condition, 2. Monitoring facilities and work areas to help ensure a safe working environment, and 3. Examining work activities to ensure employee compliance with assigned duties. B. Informal inspections do not have to be documented unless a deficiency must be reported to the chain of GENERAL ORDER Inspections and Quality Assurance GO # 15 PAGE 1 OF 4\n\n--- Page 2 ---\n\ncommand for resolution. C. Deficiencies will be brought to the attention of subordinates for prompt correction. D. Supervisors conduct follow-up inspections to ensure any deficiency was corrected. E. If necessary, disciplinary action should be taken by supervisors to correct deficiencies. IV. FORMAL INSPECTIONS: A. Semi-annual documented inspections are conducted of all sworn personnel and civilian personnel assigned agency equipment or clothing. These inspections are the responsibility of lieutenants, but may be delegated to sergeants. B. Lieutenants shall inspect vehicles, work areas, equipment and employees under their command to: 1. Account for issued equipment, 2. Ensure that issued equipment is being maintained in a state of operational readiness, 3. Monitor the cleanliness and maintenance of assigned vehicles, and 4. Verify that employee personal appearance is in accordance with agency policy. C. Inspections will be conducted in safe areas that are away from traffic. D. Employees shall be advised of the time, date and location of inspections and will be given at least 48 hours advance notice. E. Deficiencies will be brought to the attention of the employee for prompt correction. F. If necessary, disciplinary action should be taken by supervisors to correct deficiencies. G. Follow-up inspections will be conducted to ensure any deficiency was corrected. H. Supervisors conduct firearms inspections in a safe area using the following procedures: 1. The employee faces in a safe direction and removes all ammunition from the weapon in accordance with training; 2. Fingers should be kept away from the trigger guard; 3. Handgun slides will be opened and locked to the rear; 4. Firearms barrels will be pointed down; 5. The employee shall hand the weapon to the supervisor; 6. After inspection, the weapon will be returned to the employee the same way it was received; 7. The employee shall face in a safe direction, inspect the firearm (keeping fingers out of the trigger guard area), and reload it in accordance with training; 8. The employee will holster the handgun and/or return a rifle or shotgun to its case or mount. I. Documentation: GENERAL ORDER Inspections and Quality Assurance GO # 15 PAGE 2 OF 4\n\n--- Page 3 ---\n\n1. A semi-annual Inspection Report is completed on each employee by supervisors conducting semi-annual inspections. Inspection forms include the condition of an employee’s clothing, equipment, weapons (including verification and documentation of serial number(s) and expiration dates, if applicable) and vehicles. 2. Deficiencies observed during an inspection shall be noted in the report. 3. Employees with noted deficiencies will be re-inspected within two working days, or at the first available opportunity. 4. Semi-annual Inspection Reports are maintained at the division level, and copies are not forwarded to Human Resources unless the report is in conjunction with disciplinary action. V. STAFF INSPECTIONS: A. At the direction of the Sheriff, staff inspections may be conducted of organizational components to provide an objective review of their administrative and operational activities. B. Procedures: 1. Staff inspections are conducted by members of the Corrections Accreditation Section for areas within the Department of Corrections; and by members of the Law Enforcement Accreditation Section for all other areas within the Sheriff’s Office. 2. The applicable Accreditation Section (Corrections or Law Enforcement) will provide written notice to the supervisor of the component prior to beginning the inspection. 3. A conference with the supervisor of the component will be conducted at the end of the written notice period to discuss any deficiencies in the following areas: a. Employee performance evaluations (to ensure employees are being evaluated as required), b. Employee training records (to ensure employees are current with required training), c. Electronic written directive receipts (to ensure employees are reviewing new or revised written directives), d. The status of employee driver licenses (if they operate Sheriff’s Office vehicles), e. Compliance with accreditation standards, the component’s standard operating procedures, and any other directive(s) directly affecting the operation of the component. f. The status of employee FCIC/NCIC certifications (if they access FCIC/NCIC computer systems or have access to information obtained from the system ), and g. Any exemplary projects or initiatives. 4. The accreditation member conducting the inspection shall have access to the component’s records, facilities, personnel and equipment, and may conduct random interviews with employees and/or accompany employees on ride-alongs or other activities. GENERAL ORDER Inspections and Quality Assurance GO # 15 PAGE 3 OF 4\n\n--- Page 4 ---\n\n5. At the conclusion of the conference with the supervisor, the member conducting the inspections will prepare a written report of findings and recommendations. The report shall include: a. A synopsis of the inspection, b. The identification of any positive or commendatory aspects of the component provided by the supervisor of the component, c. Any recommendations for improvement, d. The identification of any operational omission or oversight, and e. The report will be forwarded to the Sheriff with copies to the supervisor and his/her chain of command. 6. The Supervisor shall: a. Within 30 days, prepare a written plan of action addressing any non-compliance issues such as past due employee performance evaluations, training, and outdated policies. b. Forward the written plan of action to the Sheriff with copies to his/her chain of command and the applicable Accreditation Section. VI. RISK MANAGEMENT (ACCREDITATION): A. It is the responsibility of supervisors to have an understanding of, and comply with, the accreditation standards applicable to their area(s) of responsibility. Proofs of compliance may include, but not be limited to: reports, plans, assessments, analyses, inspections, audits, reviews, or surveys. B. Members of the Accreditation Section (Law Enforcement or Corrections) will work collaboratively with the appropriate leaders throughout the organization to ensure understanding of, and compliance with, accred