Policy Text
\n\n--- Page 1 ---\n\nSEMINOLE COUNTY SHERIFF'S OFFICE NUMBER:
G - 71
GENERAL ORDER
RESCINDS:
SUBJECT: Accreditation Documentation
EFFECTIVE: June 20, 2017
REVISED: February 18, 2025
Table of Contents:
I. Purpose
II. Scope
III. Definitions
IV. Accreditation Cycles
V. Time Sensitive Standards
I. PURPOSE:
The purpose of this policy is to establish and maintain a system of reports, plans, assessments, analysis, inspections,
audits, reviews, and surveys to be utilized in the efficient operation of the Sheriff’s Office in compliance with
accreditation standards.
II. SCOPE:
It is to the benefit of the Seminole County Sheriff’s Office that each employee be familiar with accreditation standards.
Supervisors at each level of command have authority to make decisions necessary for the effective execution of
responsibilities and shall be accountable for the use of authority and the performance of their subordinates.
III. DEFINITIONS:
Accreditation:
Accreditation – The process of being formally recognized for adhering to and complying with professionally
recognized standards and utilizing state-of-the-art procedures.
Accreditation File:
An electronic file that is generated documenting the controlling directive and the proofs showing continued
compliance. During an onsite assessment, each of these files is reviewed by outside assessors to determine if
the directives and proofs of compliance are correct.
Analysis Reports:
An analysis is a systematic, structured process for dissecting an event into its basic parts to identify any patterns or
trends. Analysis should reveal patterns or trends that could be predictive or could indicate program effectiveness,
training needs, equipment upgrade needs, and/or policy modification needs.
Audit:
An official inspection of an organization by an independent body to ensure compliance with specific standards and
regulations.\n\n--- Page 2 ---\n\nAssessment:
An analysis of an organization’s policies and procedures by an independent body to ensure compliance with established
best practice standards.
Evaluation:
A careful appraisal and study to determine the significance and/or worth or condition, and to draw conclusions pertaining
to an item, project, or undertaking.
Inventory:
An inventory is a detailed, itemized list, report, or record of items in one’s possession or the process of making such a
list, report, or record; and a detailed itemized list of agency owned or controlled property in possession of the agency,
which includes a definition (or value) of what is to be itemized, and a written certification by the person conducting the
listing.
MOCK Asessment:
A simulated on-site or remote assessment used in preparation of the formal On-Site Assessment. This allows the agency
to be reviewed by independent professionals and receive feedback as to the agencies readiness for the formal assessment.
On-Site Assessment:
An On-Site occurs when trained assessors with professionally relevant experience conduct an assessment through a
physical, facilities visit to confirm compliance with applicable standards. Following the on-site assessment, findings are
reported to the respective accreditation program.
Remote Assessment:
A web-based review of documentation provided to the accrediting body that shows the agencies compliance with the
established standards.
Standard:
A statement that defines a required or essential condition to be achieved or maintained.
Time Sensitive Standards:
Mandatory standards that must be completed according to the frequency required by the accrediting body. Failure to
complete these required items could result in the loss of re-accreditation.
IV. ACCREDITATION CYCLES:
A. An Accreditation Cycle varies between the different accreditations.
B. Documentation required annually is once per 12 months (not necessarily calendar year).
C. Biennial: once every two (2) years.
D. Triennial: once every three (3) years.
E. Semi-annual: two (2) times a year.
F. Quarterly: four (4) times a year.
G. Quadrennial: every 4 years
V. TIME SENSITIVE STANDARDS:
Attached is the list of time-sensitive proofs required from each Division. Supervisors are responsible for the following:
A. Knowing which standards apply to their unit, section, division, or department.
B. Completing reports, analysis, reviews, etc. in a timely manner and forwarding it to the applicable Accreditation
Section (referencing the standard number).\n\n--- Page 3 ---\n\nC. Additional proofs will be requested that are not time sensitive in order to meet accreditation standards.
D. All documentation/reports are submitted to appropriate personnel and stored in the proper folder within Power
DMS or the agency intranet.
E. All reports and documents are submitted to or accessible by all administrative personnel to include the agency
Chiefs, the Undersheriff and the Sheriff.
F. Required Time Sensitive Documentation: (This list is not all inclusive and subject to change.
VI. Proof of Compliance:
Documentation and other evidence that can be examined to determine practices are being implemented properly. These
may include, but are not limited to:
A. Audits;
B. Checklists;
C. Inspection forms;
D. Inventories;
E. Photographs;
F. Policies; and
G. Reports.\n\n--- Page 4 ---\n\nADMINISTRATIVE REPORTS REQUIRED FOR
LAW ENFORCEMENT ACCREDITATION COMPLIANCE
Assigned to Discipline Standard Title Purpose Frequency Distribution
Annual Goals and Distribution and Reporting Sheriff and
1 Chiefs - All CALEA 15.2.1 Annual
Objectives Review Written Goals and Objectives Undersheriff
Progress Toward Written Goals All affected
2 Chiefs - All CALEA 15.2.2 Quarterly Status Report Quarterly
and Objectives personnel
Review workload data for proper All affected
3 Human Resources CALEA 21.2.4 Workload Assessment Quadrennial
use of personnel resources personnel
Director
After Action Report for To document details of an
4 Special Operations CALEA 46.1.3 As needed As needed
Critical incident incident
Captain
Quarterly Accounting of Cash
5 Finance Chief CALEA 17.4.2 Cash Fund Quarterly As needed
Activities
Human Resources Status of Agency Personnel &
6 CALEA 21.2.3 Personnel Status Report Annual As needed
Director Positions
Prepare as present Analysis of
Chief - Human Annual Grievance
7 CALEA 22.4.3 Grievances to determine action Annual As needed
Resources Analysis
needed
Human Resources Outline the steps to achieve goals
8 CALEA 31.2.1 Recruitment Plan Annual As needed
Director of workforce composition
Human Resources Recruitment Plan Progress toward the objectives.
9 CALEA 31.2.2 Annual As needed
Director Analysis results of recruitment efforts
Annual Review of
Management review of Traffic All affected
10 Seminole Neighborhood CALEA 61.1.1 Selective Traffic Annual
Enforcement Activities personnel
Policing Enforcement
Captain
Programs Related to Juvenile
Juvenile Programs
11 Youth Services CALEA 44.1.3 Enforcement & Prevention Annual As needed
Report
Director Programs
Crime Prevention Evaluation of Effectiveness of
12 Specialized Services CALEA 45.1.1 Biennial As needed
Program Report Crime Prevention Programs
Captain
Professional Standards CALEA; 1.2.9, Review of Bias Based Admin Review of Agency Bias
13 Annual As needed
Lieutenant CFA 2.06 Profiling Complaints Based practices
Collect data related to use of
Professional Review of Response to force and report to chain of
14 CALEA 4.2.2 Incident As needed
Development Resistance Reports command for review for
CFA 4.09
Lieutenant compliance and approval
27.13
Annual Response to
Professional Determine if policy or practice
15 CALEA 4.2.4 Resistance Report and Annual As needed
Development needs to be modified
Analysis
Lieutenant
Professional Review of Assaults on Administrative Review of Trends,
16 CALEA 4.2.5 Annual As needed
Development LEO Patterns, and Agency Practices
Lieutenant
All affected
Professional Standards Annual Internal Affairs Statistical Summary of Internal
17 CALEA 26.2.5 Annual personnel
Lieutenant Report Affairs Investigations
and Public
Provide