S104PolicyProcedure ST.pdf
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- Attached to
- Rape Counseling Services
- Solicitation number
- BD-27-1098-HOC-SDS02-131871
- Issued by
- Suffolk County, Massachusetts
About this file
This is a policy and procedure document issued by a Sheriff's Department establishing the framework for developing, reviewing, and managing departmental policies and procedures. The document outlines the purpose of creating a comprehensive policy manual that governs the operation and maintenance of department facilities, with policies organized into seven numerical classifications ranging from 100-799 and five chapters aligned with American Correctional Association standards. The Policy Review Committee, established by the Sheriff, oversees policy development and review, with input solicited from various departmental divisions and related criminal justice agencies. All policies require the Sheriff's signature for authorization, and the policy manual must be reviewed at least annually and updated as needed. The manual is organized with unique reference numbers preceded by the letter "S" and includes site-specific suffixes designating applicability to the House of Corrections (HOC), Jail, or both facilities.
Policies are disseminated to staff through multiple channels including department bulletin board announcements, shift briefings, administrative meetings, and intranet postings. The Training Division is responsible for preparing lesson plans and providing training on new or revised policies, with updated manuals distributed annually during in-service training. Policy manuals are available in the offices of Assistant Superintendents of Operations, Shift Commanders, and Central Control at each facility, as well as to all department employees via the intranet. Public access to department policies and procedures is permitted pursuant to applicable laws, with requests directed to the Office of the General Counsel. The effective date of this policy was March 2016, with the original date of issue being January 1, 2000.
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Text version
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.
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