Policy Text
CATEGORY DATE ADOPTED LAST REVIEW
3 01/24/2011 08/02/24
TUSTIN POLICE DEPARTMENT
STANDARD OPERATING PROCEDURES
AD104 - Administrative Practices and Procedures 1 AD104 ADMINISTRATIVE PRACTICES & PROCEDURES
AD104 .1 PURPOSE AND SCOPE
This procedure describes the department processes for allocating personnel and administering
personnel, administration, and managerial functions. This procedure lists the assigned
responsibility and bureau or department/unit location for a variet y of reports and tasks related to
departmental operations.
AD104 .1.1 ACCREDITATION STANDARDS
This procedure pertains to the following CALEA standards: 16.1.1, 16.1.2, 21.1.1, 21.2.3, 34.1.1,
34.1.4, 82.3.5
This procedure pertains to the following General Orders: §200
AD104 .2 ALLOCATION AND DISTRIBUTION OF PERSONNEL
AD104 .2.1 PERSONNEL MANAGEMENT SYSTEM
The department fills and vacates agency positions according to the city’s annual budget allocation
included in the Position Control List. The Position Control List provides the number and type of
each position authorized in the police department budget. This ensures C ity Council approved
personnel allocations are maintained throughout the fiscal year. This process is coordinated with
the city Human Resources and Finance Department s.
The Field Support Services Manager provides a Position Control List contain ing the authorized
positions and their locations within the organization al structure ; personnel assigned to the
positions ; and budget ed bureau assignments. Throughout the year, the Professional Standards
Division distributes the department o rganizational chart to the Chief of Police and Bureau
Commanders for review within the unit ’s weekly report. Th is repor t include s both actual and
authorized personnel strength and the number of personnel, by rank or job classification, within
each unit. The report also contain s position status information, whether filled or vacant, for each
authorized position in the department.
The Chief of Police and Bureau Commanders reference the department organizational chart when
creating schedules and filling vacant positions.
AD104 .2.2 DISTRIBUTION AND ALLOCATION OF PERSONNEL
The distribution of personnel is based on workload and need. Over time, the number of police
incidents, traffic issues, calls for service or community priority may change. A comprehensive
study should be completed by administrative staff at least once ever y three (3) years regarding
workload and staffing. The study shall include at minimum:
CATEGORY DATE ADOPTED LAST REVIEW
3 01/24/2011 08/02/24
TUSTIN POLICE DEPARTMENT
STANDARD OPERATING PROCEDURES
AD104 - Administrative Practices and Procedures 2
a) Number of calls for service ;
b) Day and hour distribution of calls for service ;
c) Duration of calls for service, by day, by hour ;
d) Response time, by call (emergency or non -emergency) category and by Area (North or
South) ;
e) Staffing levels correlated by day and by shift ;
f) Committed time of Patrol staff, by shift and by day ;
g) Uncommitted Patrol time by shift and by day .
The study should also include components for the Investigation, Dispatch and Traffic functions
using the appropriate measures to assure the proper number of personnel are assigned at the
proper times and the workload is being handled. The Professional Standards Division
Commander is responsible for establishing a proce ss and schedule for the completion of these
studies. The overall study may be the compilation of smaller studies completed over the three -
year period.
AD104 .3 JOB TASK ANALYSIS AND CLASSIFICATION PLAN
AD104 .3.1 JOB TASK ANALYSIS OBJECTIVES
The Huma n Resources Department maintains a Job Task Analysis for all positions or functions
that employees fill within the department. This includes a written analysis that:
a) Outlines the expectations of each position, identifies and explains the duties,
responsib ilities, functions, and tasks ;
b) Explains the frequency that these duties, responsibilities, functions and tasks occur ;
c) Explains how critical the job -related skills, knowledge, and abilities are to successfully
complete these tasks.
The department considers Job Task Analysis statistics when:
a) Determining appropriate position compensation ;
b) Collecting position and occupation information ;
c) Writing classification specifications ;
d) Assisting in the evaluation process ;
e) Providing guidance to employees and supervisors concerning the duties and
responsibilities of an individual position ;
f) Identifying and defining roles and responsibilities of employees regarding the overall
classification plan ;
g) Helping in the establishment of agency training needs .
CATEGORY DATE ADOPTED LAST REVIEW
3 01/24/2011 08/02/24
TUSTIN POLICE DEPARTMENT
STANDARD OPERATING PROCEDURES
AD104 - Administrative Practices and Procedures 3 AD104 .3.2 CLASSIFICATION PLAN AND JOB DESCRIPTIONS
The city maintains a written job classification plan, as outlined in the City Personnel Rules. The
plan includes:
a) Categorization of every job by class on the basis of similarities in duties, responsibilities,
and q ualification requirements ;
b) Class specifications ;
c) Provisions for relating compensations to classes ;
d) Provisions for reclassification .
The Professional Standards Division maintains a written job description of each position or
function within the department. Copies of job descriptions are also available on the city’s intran