60437370 (1).pdf

\n\n--- Page 1 ---\n\nSEMINOLE COUNTY SHERIFF'S OFFICE NUMBER: G - 13 GENERAL ORDER RESCINDS: SUBJECT: Written Directives EFFECTIVE: November 14, 1994 REVISED: August 5, 2024 Table of Contents: I. Purpose II. Scope III. General IV. Definitions V. Approval Process VI. Composition of Written Directives VII. Format of Written Directives VIII. Memorandums IX. Revising, Updating, Rescinding and Purging Written Directives X. Distribution Procedures I. PURPOSE: This directive establishes procedures for the creation and management of written directives and memoranda. II. SCOPE: A. The successful administration, direction, and control of the Sheriff's Office require an effective and well- managed system for the issuance and control of written directives. B. Written directives must be as precise, thorough, and as consistent as possible. They must inspire employee confidence by providing a clear understanding of constraints and expectations placed upon them by virtue of their employment. They must also provide guidance in the day-to-day performance of duty, rules and regulations, procedures for carrying out Sheriff’s Office activities, and statements of agency policy. C. As necessary, the Sheriff may authorize the suspension of rules, orders, procedures or other directives of the Sheriff's Office. III. GENERAL: A. All written directives are stored within, and distributed through, PowerDMS. PowerDMS keeps track of all signatures received for each document. The written directives will be managed on PowerDMS by the Accreditation Section. B. Employees are to be thoroughly familiar with and will obey the provisions of all orders, procedures and memoranda that specifically or generally address their duties, rank, grade or position. Supervisors are GENERAL ORDER Written Directives GO # 13 PAGE 1 OF 7\n\n--- Page 2 ---\n\nresponsible for informing employees of the applicability of written directives, and are required to monitor their compliance. C. The language of a written directive provides guidance for employee compliance. Words such as "shall" or "will" require mandatory compliance; "may" means permissible; "should" indicates that it would be in the best interest of the employee and the Sheriff’s Office if it were followed. D. When a directive is issued it becomes effective according to the date noted in its heading. E. Any statement in a written directive found to be invalid, incorrect, or inapplicable shall not affect the validity of the directive's remaining contents. IV. DEFINITIONS: A. Written Directives: A written directive is used to guide and affect the performance and conduct of employees, and to establish a framework for the internal organization of the Sheriff's Office. 1. General Order: General Orders are rules and regulations that apply with equal validity to all employees. 2. Policy and Procedure: Policies and procedures apply to employees assigned to enforcement or corrections functions. 3. Standard Operating Procedures (includes Post Orders): Standard operating procedures govern operation of a specific organizational component or task. NOTE: Written directives are not intended to convey conflicting information. If a conflict is discovered, employees will obey directives according to the following priority: General Orders (highest priority) Policy and Procedures Standard Operating Procedures/Post Orders 4. Memorandum: A memorandum is an informal directive that may be used to convey an order. Memorandums are generally used to clarify, inform, or inquire. B. Accreditation: General Orders, Policies and Procedures, and Standard Operating Procedures must comply with accreditation standards as articulated by the accreditation commissions. Accreditation review is a mandatory requirement of the written directive approval process. C. Authority: The Sheriff, Undersheriff, and Chiefs have authority to issue, amend, suspend, or rescind any directive including General Orders, Policies and Procedures, and Standard Operating Procedures. Captains/Directors have the authority to issue, amend, suspend, or rescind Standard Operating Procedures of operational functions under their command. The Accreditation Manager (or designee) is authorized to revise or amend directives as necessary to correct minor errors or omissions in previously issued directives. V. APPROVAL PROCESS: A. A review of proposed or revised written directives is required to ensure they do not contradict applicable GENERAL ORDER Written Directives GO # 13 PAGE 2 OF 7\n\n--- Page 3 ---\n\nlaws, current Sheriff’s Office policy, pre-existing written directives, or accreditation [risk management] standards. B. Proposals for new (or revisions of current) General Orders, Enforcement Policies and Procedures, Corrections Policies and Procedures, and Post Orders shall be approved within PDMS as follows: 1. Once a new policy or policy revision is being considered the requestor will notify the Accreditation Manager or designee to initiate a PowerDMS draft document and workflow. The steps in the workflow will be based on the information provided by the requestor. 2. Accreditation will create a draft document in PowerDMS, edit the document to show it is a Draft version and turn on Track Changes for all participants in the workflow. The participants in the workflow will need to have PowerDMS Author installed on their computers to assist with capturing track changes and allow edits of draft documents. 3. The workflow will initiate with the requestor or designated person and advance through the chain of command of all areas that would be affected by the new policy/revision to the Chief of the area(s) of impact. The Chief(s) will approve all General Orders, Enforcement Policy and Procedures and Corrections Policy and Procedures and Post Orders. 4. If revisions warrant legal review, the Captain/Director or Accreditation will advance the workflow to Legal Counsel first for approval. 5. Once approved by the Chief(s), the workflow will advance to the Accreditation Manager or designee for further review to ensure the policy is not in violation of accreditation standards. C. Proposals for new, or revisions to current Standard Operating Procedures, shall be approved via workflow approvals within PowerDMS. 1. Once a new SOP or SOP revision is being considered the requestor will notify the Accreditation Manager or designee to initiate a PowerDMS draft document and workflow. The steps in the workflow will be based on the information provided by the requestor. 2. Accreditation will create a draft document in PowerDMS, edit the document to show it is a Draft version and turn on Track Changes for all participants in the workflow. 3. The workflow will initiate with the requestor or designated person and advance through the chain of command of all areas that would be affected by the new policy/revision to the Captain/Director of the area(s) of impact. The Captain/Director will approve all Standard Operating Procedures. 4. If the revisions warrant legal review, the Captain/Director or Accreditation will forward to Legal Counsel first for approval. 5. Once approved by the Captain/Director(s), the workflow will advance to the Accreditation Manager (or designee) for further review to ensure the policy is not in violation with accreditation standards. D. The Accreditation Manager or designee will monitor the draft workflows to ensure that they continue to progress through the approval process. Outstanding draft documents will be checked at a minimum every 30 days to ensure they are progressing through the workflow process and to resolve any processing issues as they arise. E. The review process by the Accreditation Manager (or designee) will include researching the directive to GENERAL ORDER Written Directives GO # 13 PAGE 3 OF 7\n\n--- Page 4 ---\n\ndetermine compliance and/or non-compliance with applicable accreditation standards. 1. If a proposed directive fails to meet any applicable accreditation standard, it may be returned to its