PLEAC Best Practices in PowerDMS

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Brittney King
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1 PLEAC Best Practices in PowerDMS PLEAC has teamed up with PowerDMS to provide PLEAC Standards in an electronic format through PowerDMS Lite. If an agency chooses to purchase the full version of PowerDMS Standards to manage their accreditation process they can use these PLEAC-developed best practices when linking Proofs of Compliance against PLEAC Standards. These are recommended guidelines and if they are followed can enhance the review process for both the agency and PLEAC Assessors. Naming of Assessments: When naming your assessment use the following as a guideline (*Start Month/Year of Accreditation Cycle) Example: PLEAC 03/2013 Bullets Naming Convention: The following outlines the acronyms to be used when naming your bullets in PowerDMS Legend 1. WD = Written Directive Definition- Any written documents used to guide or affect the performance or conduct of agency employees. The term includes policies, procedures, rules and regulations, general orders, special orders, memorandums, and instructional material such as lesson plans. Also included in this category are International, Federal, State, and local laws and ordinances. 2. Proof = Proof of Compliance 3. Note = any other entry a. INT = Interview b. OBS = Observation c. NO = Non-occurrence (did not occur) d. MTF = Memo to file e. N/A = Not applicable Highlights ordering based on bullets: Order of Presentation 1. WD 2. Proof 3. Note(s) Order of highlights for proofs with multiple bullets: 1. Written Directive (WD) 2. Bullet Letter, Proof, term # applicable to(a.proof.y1) More than one proof per term will be shown as: A.Proof.1.Y1, A.Proof.2.Y1, etc. 3. Note: INT, OBS, NO, MTF, N/A PLEAC Best Practices in PowerDMS

2 Examples Standard with multiple bullets and attachments A.WD.1 (For Highlight Naming) (Example) A.WD.1 OPS Pursuit of Fleeing Felon A.WD.2 A.Proof.Y1 B.Proof.Y2 C.Proof.Y3 A.Note.INT.HR Director D.Note.NO.Y123 E.Note.OBS F.Note.N/A Standard that has no bullets WD.1 WD.2 Proof.Y1 Proof.Y2 Proof.Y3 Attaching one document to multiple bullets - We recommend attaching to the Core Stem of the standard, and use the highlights to map to specific bullets within the standard. Also group your highlights by bullet not term of compliance. Assessment Closure - Do not close out assessment until the final report is approved and received from PLEAC. You can have multiple assessments open at one time. Note: You are not required to have a physical signature on Non-occurrence memos. PLEAC Best Practices in PowerDMS

Visual Examples Bulleted Standard 2.7.8 A written directive which: (12/09) a. establishes the process for providing involuntary examinations to suspected mentally ill persons; b.

3 Visual Examples Bulleted Standard A written directive which: (12/09) a. establishes the process for providing involuntary examinations to suspected mentally ill persons; b. ensures initial training is provided to recognize and respond to suspected mentally ill persons. c. mandates update training in a manner determined by the department in any area of mental illness recognition at least once during the accreditation period. However, if applicable mental health statutes or Department policy changes occur during the accreditation period, training must be provided within 90 days or as required by statute. WD.1 General Order 41.5 Mental Health Emergencies A.WD.1.Involuntary Exam Process A.WD.1.Involuntary Exam Process Continued A.WD.1.Involuntary Exam Process Continued B.WD.1.Initial Training Requirements C.WD.1.In-service Refresher Training A.Proof.1.Y1.Report showing involuntary examination A.Proof.1.Y1.(This is the highlight )relevant section of the report A.Proof.2.Y1.Report showing involuntary examination A.Proof.2.Y1.relevant section of the report A.Proof.1.Y2.SAMPLE DOCUMENT FOR ILLUSTRATIVE PURPOSES *As long as highlight is under the proof, you can label it as you wish. Be descriptive enough so that an assessor knows what they are looking at. A.Note.NO.There have been no additional occurrences of this during this assessment period. Figure 1 PLEAC Sample of Bulleted Standard with associated proofs of compliance

Only one officer was hired during this assessment period. C.Proof.1.Y1.

4 Bulleted Standard (Continued) B.Proof.1.Y1.SAMPLE B.Proof.1.Y1.Highlight relevant section of training record B.Note.Only one officer was hired during this assessment period. C.Proof.1.Y1.SAMPLE Training roster C.Proof.1.Y1.Relevant part of training roster highlight Figure 1 PLEAC Sample of Bulleted Standard with associated proofs of compliance (Continued)

5 Non-Bulleted Simple Standard A written directive requiring all law enforcement personnel, prior to performing their sworn duties, to take and subsequently abide with an Oath of Office to support, obey, and defend the Constitution of the United States and the Pennsylvania Constitution and the laws of Pennsylvania and the governmental subdivision. Newly hired law enforcement officers, in a manner prescribed by the agency, shall also acknowledge that they will uphold, obey and enforce the law without consideration to a person s race, color, sex, religious creed, sexual orientation, age, national origin, ancestry, handicap or disability. WD.1.General Order 1.1 Law Enforcement Agency Role WD.1.Oath of Office Proof1.Y1.Trznadel Oath of Office Proof1.Y1.Highlight of Oath Proof2.Y1.SAMPLE Oath of Office Proof2.Y1.Highlight of Oath Proof1.Y2.Schaffer Oath of Office Proof1.Y2.Highlight of Oath Proof2.Y2.SAMPLE Oath of Office Proof2.Y2.Highlight of Oath Note.NO.There were no police officer hires in 2014 Figure 2 PLEAC Sample of Non-Bulleted Simple Standard with associated proofs of compliance

Non-Bulleted Multiple Directives & Highlights Standard 1.2.

6 Non-Bulleted Multiple Directives & Highlights Standard A written directive specifying the legal requirements and procedures for any physical arrest, completed with or without an authorized warrant. WD.1.SAMPLE Policy WD.1.Revelant sections of policy WD.2.SAMPLE Title 234 Sections WD.2.Section 123 of Title 234 WD.2.Section 567 of Title 234 Proof1.Y1.DESCRIBE DOCUMENT HERE Proof1.Y1.Highlight of relevant part of document Proof2.Y1.SAMPLE Proof2.Y1.Highlight of relevant part of document Proof2.Y1.Highlight of additional relevant part of document Proof1.Y2.SAMPLE Proof1.Y2.Highlight of relevant part of document Proof2.Y2.SAMPLE Proof2.Y2.Highlight of relevant part of document Proof1.Y3.SAMPLE Proof1.Y3.You can be as descriptive as you want to be with the highlight description Proof2.Y3.SAMPLE Proof2.Y3.Just tell the assessor what they are looking at Figure 3 PLEAC Sample of Non-Bulleted Multiple Directives & Highlights Standard with associated proofs of compliance

7 N/A Standard A written directive requiring that agency personnel receive training on the operations of the cell area, to include the use of fire suppression and other emergency equipment provided by the agency. Note.N/A.This Agency does not have cell areas Figure 4 PLEAC Sample of N/A Standard

8 Observation Only Standard A written directive requiring a posted emergency evacuation plan with observable exit diagram in the cell area designating an emergency exit and directing evacuation of persons to a hazard-free area. (O) (12/08) WD.1.SAMPLE Directive regarding cell area WD.1.Highlight of relevant section Note.OBS.Observation of posted evacuation plan in cell are Figure 5 PLEAC Sample of Observation Only Standard

FACILITIES USE AGREEMENT

FACILITIES USE AGREEMENT This Agreement is made between California State UNIVERSITY Channel Islands, hereinafter called the UNIVERSITY, and hereinafter called the REQUESTOR. FACILITIES A. UNIVERSITY owns