S104PolicyProcedure ST.pdf

Chapter I

Administration &

Management

Policy #:

S104

References:

103 CMR 910.04

4-ALDF-7D-06 - 09 Page 1 of 2

Policy & Goal Formulation

Policy & Procedure

Date of Issue:

January 1, 2000

Approved:

Steven W. Tompkins, Sheriff Effective:

March 2016

Purpose

To establish a process for the development of Department policies and procedures.

Policy Statements

I. Written policies, procedures, and plans for operating and maintaining Department facilities shall be developed and specified in a manual.

II. The policy manual shall be reviewed at least annually and updated as needed.

III. The manual shall be accessible and available to all employees and a system developed for policy dissemination to staff.

Procedures

I. Policy Development and Review A. Policy Review Committee (PRC)

1. The Sheriff has established a PRC to oversee the development and review of policy and procedure within the Department.

2. Members of the committee, who represent the various divisions within the

Department, will be responsible for soliciting input into policy development from all levels of staff and from related criminal justice agencies.

3. Employees are encouraged to forward suggestions regarding policy and procedure through the chain of command for review by the committee.

4. The signature of the Sheriff shall authorize all policies and procedures.

II. Policy Manuals

A. Organization

1. Each policy is assigned a unique reference number from one of seven (7) classifications:

100-199 Management and Administrative Services

200-299 Personnel

300-399 Business and Fiscal Management

400-499 Inmate Management

500-599 Custodial and Security

600-699 Medical Services

700-799 Facilities and Living Conditions

S104: Policy & Procedure Page 2 of 2

2. In addition, each policy has a subheading organized by chapter which corresponds with the order of standards established by the American Correctional Association

(ACA):

Chapter I Administration and Management

Chapter II Physical Plant

Chapter III Institutional Operations

Chapter IV Institutional Services

Chapter V Inmate Programs

B. Applicability

1. Each numerical classification is preceded by the letter “S” which denotes the

Department.

2. A suffix is assigned to the policy reference number if the policy is site specific:

Suffix "H" → denotes applicability to the HOC only

Suffix "J" → denotes applicability to the Jail only

No suffix → denotes applicability to both the Jail and the HOC

C. Content

1. Policy manuals contain Department policy and procedure documents concerning the daily operation of the institution(s), and provide rules and regulations for which employees are responsible.

2. Each manual includes a glossary containing definitions of words, terms, phrases, and acronyms found in one or more of the policies.

D. Availability

1. Policy manuals will be available in the offices of the Assistant Superintendents of

Operations, the Shift Commanders and in Central Control at each facility.

2. The public shall be allowed access to Department policies and procedures pursuant to applicable laws, and any requests for such documents shall be directed to the

Office of the General Counsel.

3. All policies are accessible to Department employees on the intranet.

E. Dissemination

1. New or revised policies will be disseminated as follows:

a) when deemed appropriate, an announcement regarding a new or revised policy shall be posted on Department bulletin boards,

b) when deemed appropriate, an announcement will be prepared and read at shift briefings and administrative meetings,

c) the Training Division will prepare lesson plans and provide training as needed in regards to new or revised policy and procedures, and will disseminate updated policy manuals to staff on an annual basis during in-service training.

d) when deemed necessary by the PRC, new or revised policies shall be provided to each employee,

e) all new and revised policies will be posted on the intranet.