Policy & Procedure Manual
Content
POLICY AND PROCEDURE MANUAL
Don Cappy Manager of Public Safety Marcie Souza Associate Manager of Public Safety Tusk Miller Team Leader San Francisco Ozem Roberts Team Leader Oakland Ernesto Lafrades Team Leader San Francisco
Created: Approved: Implemented: Last Date Amended:
January 28, 2004 April 1, 2004 April 19, 2004 March 8, 2012
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APPENDIX MISSION STATEMENT CORE VALUES Service Integrity Leadership Fairness ORGANIZATIONAL STRUCTURE Ethics Rules, Regulations, Orders Title of Department Instructions and Direction Organization of Department Public Safety Officer Defined Confidentiality Standards of Conduct Use of Necessary Force Reporting and Medical Attention Power of Arrest Evaluation Defined Evaluation Procedures UNIFORMS AND EQUIPMENT Personal Appearance Uniforms Accessories Jewelry Duty Uniform Uniform Exceptions Replacement Items Care of Uniform and Equipment Return of Uniforms and Equipment Certain Insignia Prohibited Identification Cards Equipment Flashlights REGULATIONS AND RESPONSIBILITIES Community and Public Relations Responsiveness to the Community Individual Dignity Equality of Enforcement Interpersonal Communication Knowledge of College Community
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2‐3 4 4 4 4 4 4 5 5 5 5 5 6 6 6 7 7 7 8 8 8 8 8 8 8 9 9 9 9 9 9 9 10 10 10 10 10 10 11 11 11 11
Changes of Address and Phone Numbers Discipline Sexual Harassment Special Events Tardiness Relief Radios and Televisions Incurring Expense to the College Interfering with Legal Processes Release of Records, Reports and Confidential Information Knowledge of Misconduct Reporting for Work Pass Down Review Sleeping On Duty Leaving Work‐site Area While On Duty Meal Breaks Time Sheets Maintaining Communications General Communication Guidelines Use of Work Time Patrol Service Calls Reports Daily Activity Log Incident Reports Completion of Reports False Reporting Emergency Notification Employee Acknowledgement Form
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MISSION STATEMENT
The California College of the Arts Public Safety Department exists to serve and protect an educational environment designed to provide a community that fosters each student’s commitment to art. The Department respects this unique freedom, creativity, discipline and vision. The Department continually strives for excellence and to maintain a safe and secure environment through service, integrity, leadership and fair treatment to all.
CORE VALUES
Service To contribute to the total safety and security of the College by anticipating and preventing criminal activity; by responding to observed needs in preventing loss and damage to property; by responding to fires; by providing security and fire safety awareness training; by conducting fire and hazardous situation inspections; by making the campus a safer place to live, work and visit; by communicating to staff, faculty, students and visitors, through word and action, our ongoing commitment to protecting lives and property; and by stressing the importance of the College campus community support and involvement. Integrity To build upon a century of educating professionals of the College in maintaining and enhancing the campus community’s trust; to sustain a record of professionalism and progressiveness, coupled with compassion, underscoring the Departmentʹs role in preserving the peace, and responding aggressively and effectively to safety and security issues; and to deal directly and objectively with any actions which could undermine the goals of the College. Leadership We emphasize the need for professional excellence by providing motivation, direction, training opportunities, and the necessary resources; and to systematically prepare all employees for future challenges. Fairness To recognize the diverse racial, ethnic and cultural composition of the California College of the Arts; to understand the need for sensitivity and fair treatment in promoting strong, mutually supportive ties with the campus community.
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ORGANIZATIONAL STRUCTURE
Ethics Our Mission Statement is the driving force of the Public Safety Department. Our Core Values of service, leadership, integrity, and fairness guide our purpose. Rules, Regulations, Orders This Manual is intended to be read in conjunction with, and not in contradiction of, the California College of the Arts Staff Handbook. Employees of the Department are subject to all personnel policies contained in the CCA Staff Handbook, as supplemented by this Manual. No set of regulations can be established that will cover every issue that may arise. Therefore, it is essential that all Public Safety Officers use good judgment and common sense in the execution of their duties. Officers act not for themselves, but for the campus community. The Department and the College are committed to a policy of non‐ discrimination on the basis of race, color, national origin, ancestry, sex, age, creed, religion, handicap, marital, parental or veteran status, sexual preference, or other factors, which cannot lawfully form the basis for an employment decision. Policies serve as guidelines for Public Safety Officers. They define the areas in which officers have discretion to make decisions, as well as to serve as a guide on how officers should make these decisions. Officers must function as a team. Each officer must depend on the others for protection and for assistance when dealing with the many different kinds of incidents that can be encountered while employed at the College. Training, experience, and a pleasant personality will form an effective proactive Public Safety team. Title of Department California College of the Arts Public Safety Department shall be the official title of the Department. Other acceptable terms include ‘Public Safety Department’, ‘Public Safety’, or ‘PSD’. Instructions and Direction Managers and Team Leaders may issue routine or emergency instructions, and such instructions, written or oral, as are not inconsistent with the law, rules and regulations.
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Organization of Department The Department is organized as follows: 1. Manager of Public Safety 2. Associate Manager of Public Safety 3. Public Safety Team Leaders 4. Public Safety Officers Public Safety Officer Defined Public Safety Officers are charged with the responsibility of enforcing laws and regulations. The manner in which an officer carries out these duties affects the attitudes of the people with whom he/she interacts. If he/she is intolerant, arbitrary, officious, meddling or abusive, it will be reflected in the attitude of the College Community. Public Safety Officers are not authorized to exercise any punitive actions, such as reprimands, harsh criticisms, sarcastic references, or judgments. Our position here at the College is a public trust and any violations of that trust is a serious breach of professional ethics. Officers must be observant, analytical, and inquisitive by nature. Communication and interpersonal skills are essential in portraying the geniality of the CCA community to daily visitors, students, faculty, staff and the neighboring community. An officer must bear in mind that he/she is a citizen first and deal with fellow citizens in the manner in which he/she would like to be dealt. This attitude will result in the professional performance of a prestigious job and provide a valuable service to the College. Confidentiality Public Safety Officers shall not reveal any information concerning confidential matters brought to their attention in performance of their duties, or reveal any information of a confidential nature related to matters under investigation. When there is a doubt about release of information, the Manager of Public Safety should be contacted before any information is released.
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Standards of Conduct Every member of the Department shall, at all times, maintain reasonable standards of courtesy in their relations with the public, staff, faculty, students and with other members of the Department. They shall conduct themselves in such a manner that no discredit will be brought upon the College, the Department or themselves. Any conduct that is contrary to the good order and discipline of the Department, including withdrawal or resignation from a work shift without leave, failure to report for work at the regularly appointed time, lack of notification prior to the appointed time to report for work when being sick or injured, neglect of work, improper performance of duties, sleeping or dozing, failing to follow instructions, insubordination, lack of respect toward a supervisor, use of controlled substances not medicinally prescribed, failing to acknowledge a radio call, respond to self‐dispatched calls for service, or failing to take appropriate action when an incident requiring action or comes to the attention of an officer may result in disciplinary procedures. For further detail, refer to the CCA Staff Handbook. The provisions of this paragraph do not change, in any way, an employee’s status of ‘at will employment’. Use of Necessary Force This department recognizes and respects the value and special integrity of human life. Officers are to use physical force only when necessary to defend themselves, another person, or to apprehend and control suspects. Therefore, it is the policy of this department that a member shall use only that force reasonably necessary to effectively bring an incident under control. Members will evaluate the situation to determine which available non‐lethal technique (verbal control, hand‐control, handcuffing, etc) should be used to restrain a person for the officer’s protection, the protection of another or the protection of the person being restrained. Officers are to remember that these situations are embarrassing to all parties involved. They attract attention and create an image of our Department. Keeping this in mind safety for all person(s) and the handling of sensitive incidents is extremely important. Reporting and Medical Attention Whenever any force is required the facts of the incident will be noted in the Public Safety Incident Report. Immediate medical attention will be provided to any individual if deemed necessary by the officer or if requested by the individual.
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Power of Arrest Officers have arrest powers identical to those of a private citizen, as provided in the California Penal Code, Section 834. Evaluation Defined Evaluation is defined as the process of determining the degree of compliance with existing standards, rules, regulations and operating procedures, and is the process of obtaining facts relating to persons, things, conditions and actions by observation, inquiry, examination and analysis. Such evaluation will include, but not be limited to, the appearance of employees, the condition and cleanliness of their equipment, observance of their work performance, demeanor and compliance with Department rules and regulations. Evaluation Procedures Any manager or supervisor may conduct an evaluation anytime he/she if deemed necessary. Officers should be prepared for evaluation at all times while at work.
UNIFORMS AND EQUIPMENT
These regulations prescribe the uniforms, insignia, ornamentation, accessories and occasion for wearing of the uniform by members of the Department as authorized by a Team Leader. Items furnished will remain the property of the California College of the Arts and must be surrendered by each member upon termination of employment with the College. Only uniforms and items prescribed herein or as issued will be worn. Personal Appearance While on duty, Public Safety Officers must maintain a neat and well‐groomed appearance. This is necessary to retain public confidence and acceptance. Officers should be aware that they are the visible representatives not only of the Department, but also the College. Uniforms Each member of the Department shall wear the proper uniform while on duty. Accessories Socks and shoes worn with the uniform shall be black in color. Shoes of plain design, either buckle‐type or center laced. (Solid black athletic shoes that are center laced and can be polished are acceptable). All leather accessories shall be black.
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Jewelry For safety reasons, no dangling jewelry may be worn. While in uniform, officers may wear stud earrings, rings, and a wristwatch and/or identification bracelet. Necklaces and similar decorative jewelry worn around the neck are prohibited, unless concealed. (Caution: some jewelry may be used as a weapon against you, or give an advantage to an aggressor.) Duty Uniform Furnished by the College: Furnished by the Employee: 5 black tee shirts (w/PSD embroidery) 1 pair black polished leather shoes 1 black sweatshirt (w/PSD embroidery) 1 pair black socks 1 pair black pants (ironed or dry‐cleaned) 1 black duty jacket (w/PSD embroidery) 1 flashlight (maintained by employee) 1 Identification card with lanyard 1 notepad & pen (at all times) Rain gear (if required) Uniform Exceptions If an officer has a medical condition that would prohibit him/her from wearing the duty uniform properly, an exception may be made. Replacement Items When necessary, worn or damaged items shall be replaced so that each member of the Department shall have the proper number of items and present a suitable appearance. Care of Uniform and Equipment Each officer will present a well‐attired appearance, uniforms worn are to be kept cleaned and pressed, and leather accessories should be polished. All members of the Department are responsible for the good care, proper maintenance and serviceable condition of property assigned to their use. The loss, theft or damage of any such property shall be promptly reported to a Team Leader. Officers may be expected to pay for lost or damaged equipment if the officer is found to have been negligent. Return of Uniforms and Equipment Upon separation from the Department, each member shall return all issued items of uniform and equipment. Certain Insignia Prohibited No member of the Department, while in uniform, shall wear any insignia, badges, buttons or patches unless approved by a Team Leader.
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Identification Cards Each member of the Department shall wear an officer’s identification card at all times while on duty. It should be attached to a lanyard around your neck and should be visible to the casual observer. Equipment College owned equipment such as cell phones, computers, surveillance equipment or other devices may be issued while on duty. Officers are expected to maintain equipment and check for serviceability at the beginning and end of every shift. Flashlights All officers are expected to provide and have on their person a functional flashlight at all times (day shift included). Flashlights shall be used for illumination or to defend against attack or to control suspects but only as far as the law and their training allow.
REGULATIONS AND RESPONSIBILITIES
This section outlines the general regulations and duties that the individual officer is required to adhere to. Officers are representatives of the Public Safety Department and the College. Any actions interpreted as unprofessional, with wanton disregard and lack of consideration for the professional image of a public safety officer, will be dealt with on an individual basis. Community and Public Relations The purpose of this section is to acquaint each officer with the need to establish good community relations and to help foster a relationship of trust and goodwill between the staff, faculty, students and visitors of this campus. Every officer is required to do everything possible to initiate a spirit of trust, goodwill and cooperation between the department and the campus community. Our job is to render service to the campus community for all safety and security problems, both great and small. Responsiveness to the Community Officers must maintain awareness to the problems of members of the college community. Listen and learn about all concerns for community problems since they may have a direct impact upon the safety and security needs of the College. Conduct yourself in a proper and professional manner when dealing with outside agencies. Many times these agencies (i.e. police, fire, etc.) are needed to provide additional support and services to the Department or the College.
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Individual Dignity Officers must treat all persons with respect, keeping in mind that people with whom you are dealing are individuals with human emotions and needs. Officers are to try to consider each situation from the other person’s point of view. Treat each individual in the same way that you would hope to be treated if the problem were reversed. Officers should remember and keep focused on the departmentʹs core values. This is the foundation of professionalism. Equality of Enforcement Your authority comes by virtue of your position. It is a tool of your trade to be used in solving problems, providing assistance and directing. It should never be abused. Enforce all campus policies and regulations consistently, in a fair and impartial way. Interpersonal Communication At no time shall officers use profane, insolent, or disrespectful language, or speak in a derogatory way to anyone. Officers are to promote understanding and cooperation. Officers shall answer questions from persons in a courteous, friendly manner. If unable to supply an answer, make every effort to obtain the answer. Officers will willingly and courteously provide an officer’s name to any person upon request. Knowledge of College Community Officers shall familiarize themselves with the policies, administrative rules and regulations of the College. All officers shall familiarize themselves with the geography of the College, its buildings and surrounding areas. They shall know the location of the various offices to provide directional assistance. Members of the campus community and visitors request information on a daily basis about the programs and facilities. To enhance CCA’s favorable image officers must be a knowledgeable resource. Changes of Address and Phone Numbers Any changes of personal telephone numbers or address shall be reported to Human Resources and your supervisor as soon as possible. Any delays in reporting information may cause problems in payroll processing or benefit status. Discipline Reference CCA Staff Handbook Sexual Harassment Reference CCA Staff Handbook
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Special Events Many events are conducted on campus, which require additional Public Safety services. These assignments are to be considered as regular work assignments and officers assigned shall perform their duties in conformance with all college rules, regulations, policies, and procedures. Tardiness Officers reporting late for duty will not be permitted to make up that time by working into the oncoming shift. Reference CCA Staff Handbook Relief Officers will remain on duty until properly relieved. Radios and Televisions Officers are not allowed to have radios, television sets, or other distracting items while at work. Officer shall not engage in watching television or any other distracting activities in other campus locations while at work. Incurring Expense to the College No officer shall incur any expense or liability to the Department or the College without prior approval from their supervisor, including ordering or replacing equipment, supplies or uniforms. Interfering with Legal Processes Officers shall not reveal any information that may enable someone to evade detection, arrest or prosecution, destroy evidence or conceal contraband or stolen property. Release of Records, Reports and Confidential Information Public Safety records and reports are confidential and shall be released only upon the order of the Manager of Public Safety. All requests for student information shall be referred to the Registrar’s office, to ensure compliance with the Family Educational Rights and Privacy Act of 1974. No officer shall furnish any information concerning students to any person, agency, or organization other than through the Registrar’s office. All requests for staff or faculty information shall be referred to Human Resources. No officer shall furnish any information concerning staff or faculty to any person, agency, or organization.
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Knowledge of Misconduct All Public Safety Officers shall report any illegal activity or misconduct by fellow officers to your supervisor immediately. Our aim is not to allow an embarrassing or illegal incident to tarnish the reputation of the entire Department or College. Reporting for Work Officers reporting for work shall be punctual. They shall report in uniform with the equipment required, or as specified for special assignments. The transfer of information and equipment such as keys, radio, etc. shall take place at this time. Officers shall remain until briefing and exchange of information and equipment is completed. Prior to shift change the off‐going officers will make a physical inventory of all keys and equipment assigned to the Public Safety Department and will enter the findings in the appropriate report. Any keys or equipment not accounted for will require immediate investigation and report. If unable to report for work, officers must notify the on‐duty supervisor prior to the time scheduled to report for work. Allow sufficient time for necessary scheduling adjustments. If an officer is unable to notify sufficiently in advance, a written statement detailing the reasons for such must be submitted to your supervisor upon returning to work. Reference CCA Staff Handbook Pass Down Review All officers shall review and comply with all information appearing in pass downs. Being knowledgeable of safety and security concerns is every officer’s responsibility. Sleeping On Duty Officers shall remain awake and alert while on duty. Sleeping on duty will be grounds for termination. Leaving Work‐site Area While On Duty Officers are required to remain at their work‐site for the entirety of their shift. If an officer needs to leave due to an emergency they must request permission from their supervisor before doing so and wait for proper relief. Meal Breaks Officers are required to remain on‐site during meal breaks to provide service and will be compensated for that time at the officer’s regular rate of compensation. Officer meal breaks shall be documented on their Daily Activity Report and noted on his or her timesheet. Please refer to the CCA staff handbook for information on rest periods.
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Timesheets A normal workday for an officer is seven hours. Timesheets should reflect that an officer worked seven hours, with a one‐hour break in between. Since the College fails to provide an employee an unrestricted meal period, CCA shall pay the employee one additional hour of pay for each workday that the meal period is not provided. Maintaining Communications Officers are to answer all calls received during their tour of duty. Do not turn off the two‐way radio/phone for any reason, including meal breaks, restroom use, etc. It is the responsibility of each officer to make sure their two‐way radio/phone is operational at all times, including sufficient volume, and battery life. Officers are responsible for knowing the proper operation of the communication equipment assigned to them. General Communication Guidelines Periodically check phone settings and perform inspections to make sure your communication equipment is operational. If a problem is discovered with the computer network, email system, or cell phone, investigate and attempt to locate and correct the problem immediately. If unable to locate the nature of the problem, immediately contact a supervisor or manager. Always prepare a report on the incident. All radio transmissions shall be short and concise, this includes phone operations. Be prepared to take notes of calls directed to your attention to insure proper response to the exact location, person(s) or problem(s). Officers shall not use the radio/phone for personal call or use. Land based phones shall be used for these situations and then held to a minimum. The College receives monthly call identification data on incoming and outgoing calls. Use of Work Time Officers shall devote their entire time, attention, and efforts to the duties and responsibilities of the position to which they are assigned, either permanently or temporarily, as specified by the rules and regulations, or instructions from supervisors while at work. Time between service calls should be used patrolling the campus areas and keeping watch for potential threats to the safety and security of the campus. Officers shall not use work time for personal shopping, errands, non‐affiliated business, or social visits, nor shall officers entertain personal visitors while at work. Personal visitors can distract a Public Safety Officer’s attention to duties.
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Patrol A patrol officer’s objective is to eliminate or reduce the opportunity of crime and to increase the likelihood that a criminal will be apprehended in the commission of a crime. Patrol officers observe situations, incidents, or injuries and report them to their supervisor. Patrol enables an officer to be proactive, not reactive. An officer’s patrol must not be routine or predictable. Service Calls Service calls give us the opportunity to help others by solving problems. Respond to all service calls as soon as you are able. Officers are required to utilize good judgment and common sense regarding the prioritization of multiple service calls. Respect those you serve: staff, faculty, students, visitors and (yes) violators. Approach each situation with an open mind and a friendly attitude. Regardless of the nature of the call, officers shall seek to provide any and all assistance possible without exceeding the scope of their authority. Reports Incidents may require officers to submit reports on all matters within an officer’s scope of duty or concerning the welfare and discipline of the College. Reported incidents and injuries are documented to insure compliance with state and federal guidelines. Daily Activity Log Officers are responsible for filing an accurate account of daily shift activities, including the documentation service calls, incidents, and other activities by the end of each shift. Incident Reports Written documentation of an incident or occurrence, encountered, observed, or reported. Completion of Reports No member shall leave the preparation of required reports to the member who relieves him, unless authorized to do so by a Team Leader. False Reporting Will not be tolerated and will be subject to disciplinary action. Reference CCA Staff Handbook Emergency Notification Notify your supervisor immediately in the event of a serious incident or if an ambulance, the police or fire departments are called or on site.
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Employee Acknowledgement Form
The Public Safety Department Policy & Procedure Manual is an addendum to California College of the Arts Staff handbook. It describes important information about the Public Safety Department, and I understand that I should consult the Human Resources Department regarding any questions not answered in the handbook. I acknowledge that CCA, like most other employers, follows the doctrine of “at will” employment and I have entered into my employment relationship with California College of the Arts voluntarily.
As with the Staff Handbook, I also acknowledge that except for the policy of at‐will employment, CCA reserves the rights to revise, delete, and add to the provisions of this manual. All such changes will be communicated through official notices, in writing, and I understand that revised information may supersede, modify, or eliminate existing policies.
Furthermore, I acknowledge that this addendum to the Staff Handbook is not a contract of employment. I have received the Public Safety Policy and Procedure Manual, and I understand that it is my responsibility to read and comply with the policies contained in this handbook and any revisions made to it. Employeeʹs name (printed): Employeeʹs signature: Team Leader’s name (printed): _____________ Team Leader’s signature: _____________ Date:
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