CIVILIAN PERSONNEL Model Policy Effective Date October 1, 1993 Number Subject Civilian Personnel Reference Special Instructions Distribution Reevaluation Date September 30, 1994 No. Pages 2 I. PURPOSE: The purpose of this policy is to establish this agency's commitment to and procedures for hiring and using civilian personnel. II. POLICY The efficiency and effectiveness of law enforcement agencies is enhanced when sworn and non-sworn personnel are appropriately used to perform those functions that are best suited to their special knowledge, skills and abilities. Therefore, this agency shall employ civilians for selected functions that do not require the authority of a commissioned officer, thereby freeing sworn personnel for enforcement functions and capitalizing upon the talents of all employees. III. PROCEDURES A. Civilian Position Classifications This agency has approved a number of functions as suitable for civilian placement. In conjunction with the development of the annual budget, command staff will assess which additional positions, if any, should be authorized for civilian employment. Current civilian-designated functions include but are not necessarily limited to the following: ! Planning and research ! Media relations ! Communications ! Records ! Animal control ! Property/evidence ! Victim advocacy ! Police auxiliary/reserve ! Parking enforcement ! School crossing control ! Accident investigation ! Legal affairs ! Fleet maintenance ! Detention ! Forensics B. Authorized Duties Duties and responsibilities of civilian employees shall be defined in job descriptions maintained in this agency's personnel office. In addition, the following shall be observed with respect to civilian employees: 1. Civilian employees shall not be requested to perform duties and responsibilities for which a commission as a sworn law enforcement officer is required. a. However, in urgent circumstances when a female officer is not available, a female civilian employee may ! temporarily act as an observer during the care or detention of a female, or ! act as a witness during the photographing of a female crime victim. 2. Civilian personnel shall not use their employment status with this law enforcement agency as authority for or responsibility to enforce the law. Civilian employees have no authority to take enforcement actions beyond those authorized for any citizen under the laws of this state. 3. When on light-duty status, sworn personnel may be assigned temporarily to designated civilian positions only if a. additional qualified personnel are needed to assist in the job assignment, and b. the officer has or can be readily provided with the requisite knowledge and skills to adequately perform duties of the position. C. Applicant Screening 1. Procedures for screening applicants for civilian positions shall conform to agency policy for sworn officers unless otherwise specified by the personnel job description. 2. All civilian employees assigned or having access to criminal history records, fingerprint files, investigative records, tactical information, emergency communications or other assignments or materials of a sensitive nature shall undergo a background investigation to include a criminal history check prior to employment. D. Identification 1. All civilian employees shall be issued an agency identification card containing an up-to-date photograph. 2. Photographic identification cards shall be color- coded to reflect the employee's security clearance as specified by the personnel office. 3. Civilian employees shall wear their personal identification card at all times while in the law enforcement agency and/or when dealing with the public as a police employee. E. Training 1. Civilian personnel of this agency shall be provided with the following: a. pre-service training, as required, that will prepare them for their job assignments and integrate them as productive members of this agency; and b. in-service training that will maintain basic skills and develop new knowledge, skills and abilities for career development. 2. All newly appointed civilian personnel will receive an orientation program introducing them to this agency, to include the following: a. agency role, purpose, goals, policies and procedures, b. working conditions, rules and regulations, and rights and responsibilities of employees. 3. Certain civilian positions within this agency require training on specific job responsibilities prior to assuming the position. Field training and formalized classroom instruction in these areas shall be successfully completed before duties are assumed. 4. Courses designed specifically for civilian employees will be provided on a periodic basis by and through the training authority of this agency.Announcements of course availabilities shall be provided to all affected employees in a timely manner. Participation depends upon supervisory approval. F. Performance Appraisal Civilian employees are subject to periodic performance appraisal in conformance with schedules and procedures established by this agency's personnel authority. G. Volunteers Civilian volunteers serving without pay are a valuable asset to this law enforcement agency and may be used in a variety of functions that will promote the agency's efficiency, effectiveness, mission and goals.Civilian volunteers are subject to the same provisions and restrictions governing other civilian employees as defined in this policy. This project was supported by Grant No. 87-SN-CX-KO77 awarded by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. The Assistant Attorney General, Office of Justice Programs, coordinates the activities of the following program offices and bureaus: the Bureau of Justice Assistance, the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile and Delinquency Prevention, and the Office of Victims of Crime. Points of view or opinions in this document are those of the author and do not represent the official position or policies of the United States Department of Justice. Every effort has been made by the IACP National Law Enforcement Policy Center staff and advisory board to ensure that this model policy incorporates the most current information and contemporary professional judgment on this issue. However, law enforcement administrators should be cautioned that no "model" policy can meet all the needs of any given law enforcement agency. Each law enforcement agency operates in a unique environment of federal court rulings, state laws, local ordinances, regulations, judicial and administrative decisions and collective bargaining agreements that must be considered. In addition, the formulation of specific agency policies must take into account local political and community perspectives and customs, prerogatives and demands; often divergent law enforcement strategies and philosophies, and the impact of varied agency resource capabilities among other factors.