VOLUSIA COUNTY SHERIFF’S OFFICE CITIZEN OBSERVER PROGRAM
BASE OPERATIONS STANDARD OPERATING PROCEDURES
Revision 4.2 October 2014
Warning This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program
Document: PPM Revision: 0 Issued: 01/05/13
Policies & Procedures Manual
COP Base Operations Procedures General Statement The Volusia County Sheriff’s Office (VCSO) Citizen Observer Program (COP) uses trained and certified citizens from Volusia County (Members) to operate COP Base (Base) locations. The Base locations provide a critical communication link for the safety of Members and the general public and for timely responses of law enforcement and/or emergency services to situations that may arise during performance of COP duties, assignments and activities.
Purpose and Scope The purpose of this SOP is to ensure the safety of all Members and the public by providing clear and concise policies, standards, instructions and guidelines governing the actions of the Members assigned to the operation of Base locations . This document can be used in conjunction with the “Occurances and Responses” reference guide . If necessary, the Base Operator can review the “Occurances and Responses”reference guide to determine the appropriate response if there is a concern.
Ownership and Approval This SOP is the solely controlled and owned by the VCSO COP Coordinator Any revisions to this document must be submitted and approved by the Coordinator before incorporation into this SOP.
I. Administrative A. Base Operations Safety Policy 1. All safety emergencies will be reported to the District Director of the district in which the emergency occurred and to the Coordinator. 2. The Base Operator is empowered to make a determination regarding safety situations. 3. It is the responsibility of the Base Operator to obtain the necessary information to make an informed determination. 4. The Base Operator will communicate clearly and concisely the determination to the Member/s involved in the safety situation. 5. The Base Operator is to make the determination and execute and communicate the appropriate action/s to the Member/s subject to the provisions of paragraph 8 below. 6. The base operator shall direct the patrol Unit on the actions necessary to bring the situation to a safe conclusion. 7. The Base Operator will monitor the situation and verify that the condition has been safely resolved.
Page 2 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
8. The Coordinator and above in the chain of command have the authority to overrule a Base Operators instructions or to initiate instructions at any time as required. The District Director has the authority to initiate a safety instruction to a patrolling Unit, provided the Base Operator gives none. The District Director may increase a safety instruction given by a Base Operator to a patrolling Unit if required. Any changes to the Base Operator’s instructions to patrolling Units shall be recorded in the Base Operations Log. In addition, the Base Operator will notify their District Director and the Coordinator, by phone, if a serious safety violation occurs. They shall also notify the District Director of a Member’s District who refuses to obey the direction of the Base Operator. In the event the District Director, in which the violation or disobedience occurred, cannot be reached, the Base Operator will notify their District Director and record the same in Base Log.
B. Base Operations Roles and Responsibilities 1. Base Supervisor a)
Training new Base Operators including classroom and hands on. (1) COP Administration will issue Certificate of Completions to certified Operators upon successful completion of required training & demonstration of required skills. b) Periodically monitor Base Operators and trainees when scheduled in their district for compliance. c) Conduct basic, remedial and recertification training as required to ensure continual compliance with Base Operations SOP. d) Ensure there is coverage for all scheduled and unscheduled Base operations as well as providing the coverage if necessary.
2. Operator a)
Carry out the responsibilities, duties and tasks described in this SOP in a professional, effective and efficient manner.
3. Trainee a)
Perform the responsibilities, duties and tasks of the Operator under the direct supervision of the Supervisor or their designee.
Note: The Coordinator has designated the on-duty Base Operator as the “Supervisor of the shift”, with all the authority and responsibility that is required to assure the safety of the Members and the general public.
C. Frequently Used Acronyms, Phoenics, and Definitions 1. CT: Charlie Tango Cell Tower 2. DB: Delta Bravo Drive By house watch 3. EP: Echo Papa Extra Patrol 4. ES: Echo Sierra Elementry School 5. GPL: Gulf Papa Lima Gas Pipe Line 6. HS: Hotel Sierra High School 7. MS: Mike Sierra Middle School 8. P: Papa Park 9. PHW: Papa Hotel Whiskey Physical House Watch 10. RT: Romeo Tango Radio Tower 11. WTP: Whiskey Tango Papa Water Treatment Plant 12. 10-4: Okay 13. Signal 74: Starting Radar Observations at location: Page 3 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
14. Signal 74A: Stopping Radar Observation and returning to service No other abbreviations should be used
II. Prep for Opening Base Operations Notes: (1)Begin preparations to open the Base at least 15 minutes before the start of the shift. (2) The following is a guide for preparing to open the base and while all of the items must be addressed, the order is not important.
A. Equipment Check 1. Radios a)
Base (1) Turn the radio on (2) Assure it is on “COP W” & working b) Hand-held (Portable) (1) Assure it is on “COP W” & working, or on the special event channel. (1.a) Note: Special Communication – Channel 3 or any other maypo so designated (TAC) may be used for Traffic Control, prolonged car-to-car and event communications as well as training. If you are on the base and there is a special event happening, take the portable and put it on the channel that the event is using so that you can monitor requests. You will then be monitoring both the regular patrols and the special event.
2. Telephone
B. Computer Startup 1. Turn on the computer and monitor and when prompted, Logon by entering your user name and password. Wait for the black screen to close. 2. Open the following “H” drive files by Double clicking the “H” drive The “H” drive files consist of the following: (The files in RED must be opened during the shift) The Base Operator Information file consists of the following : Base SOP 2013 Base Operator schedule Cell Towers (And their addresses) COP Base Information COP by ID Emergency Chain of Command Mobil Radio Communication (who has what radio) Parking enforcement certified Page 4 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
Parks ( and their addresses) Radio Towers (and their addresses) Schools by district (and their addresses) Solo Patrol certified WTP Locations
COP Base Information forms District 2 through District 6 Base operator forms Copy of base log Master Daily base log Master Daily base log Master Supplemental Vehicle Assignment Master
Additional files on the “H” drive COP Business Meeting Schedule COP Calendar of events COP Flyer (Page 1 of the Application) New Park & Waning Tags (Tickets Issued) House Watch Forms Scanner (Copies of house watch forms in service)
a) Click on “COP” b) Double click on the ” COP Base Information file” on the right side of the screen. c) Double click on “Daily Base Log Master” on the right side of the screen. d) Go to the file tab located in the upper left hand side of the display screen and click on “SAVE AS”. e) Double click on your district number on the right side of the screen. f) At the bottom of the white box locate file name and click on it if it is not highlighted.
Page 5 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
g) Put in your 1st initial and last name (no spaces), “base log”, then date mm-dd-yy, (no “/” marks) and click on the save tab. Example (jdoe base log 07-07-12) h) After this go to the upper right hand side of the display screen and click the ( - ) tab. This will minimize the base log screen to the bottom of the display screen. i) Double click on “Daily Supplement” on the right side of the screen. j) Go to the file tab located in the upper left hand side of the display screen and click on “SAVE AS”. k) Double click on your district number on the right side of the screen. l) At the bottom of the white box locate file name and click on it if it is not highlighted. m) Put in your 1st initial and last name (no spaces), the date mm-dd-yy, (no / marks), then add base log supplement and click on the save tab. Example (jdoe07-07-12 base log supplement) n) After this go to the upper right hand side of the display screen and click the ( - ) tab. This will minimize the base log supplement screen to the bottom of the display screen. – need required form reference. o) In the white dialog box double click on the “Vehicle Assignment Master file”, on the right side of the screen, and when prompted click on “READ ONLY”. Proceed to the upper left side of the display screen and click on “SAVE AS”. p) Double click on your district number on the right side of the screen. q) Put in your 1st initial and last name (no spaces), the date mm-dd-yy, (no / marks), then add Vehicle Assigment and click on the save tab. Example (jdoe07-07-12 Vehicle Assignment) r) After this go to the upper right hand side of the display screen and click the ( - ) tab. This will minimize the base log screen to the bottom of the display screen. s) In the white dialog box go to “COP Parking Enforcement file” located on the left side of the screen and double click. t) Go to the right side of the screen and double click on the “New Parking and Warning file”. u) Go to the upper left corner of the display screen and click on the ( - ) which will minimize the file to the bottom of the display screen. v) Base Log, Base Log Supplement,Vehicle Assignment and COP Parking Enforcement completion w) At the bottom of the display screen you should see tabs as follows: Base Log, Vehicle Assignment, New Parking, and COP Parking Enforcement. Right click on the Base information tab and click the (X) in the upper right screen. You should now have a blue display screen.
NOTE: DO NOT save a copy of the Master forms to your District files. 3. DAVID (You must have a valid David certificate to enter this file) a) On the left side of the screen locate the Internet Explorer logo and double click the logo. b) Click on FDLE CJNET. c) It will bring up a screen,( it takes a while to load,) that has a picture at the top and on the top left, of the picture, you will see Law Enforcement. If you hover your mouse pointer on Law Enforcement a drop down menu will appear. d) The 2nd item down will be DAVID e) Click on “DAVID” and it will take you to thye DAVID main screen . f) Click on DAVID or DAVID2 to get into the system tinue. g) Go to upper right corner and click the mimmize buttom h) When ready to use click on David tab on bottom of screen i) Then click on file at top that says “Drivers License, Photo, and Vehicle Search”.
4. CAD-WEB (Optional) a)
On the blue display screen double click on the Internet Explorer logo.
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Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
b) Scroll down, on the left side of the screen, until you see “CAD WEB QUERY”. Double click on the “CAD-WEB file”. c) Click on “LOG ON TO SYSTEM” d) Input your user name and password (this is a different name and password than was used before) and click on “LOG ON“. Be sure you, and only you, know the password. Do not give your information to anybody. (Hint use numbers, capitol letters, and regular letters) (You will be asked to change your password periodically) e) Click on “CAD WEB” file at the top of the information screen. Click on “CALL INFORMATION” tab below the “Cad Web Tab”. f) Click on “CALL HISTORY-TODAY” g) NOTE: Every 15 minutes go to the top of this screen and click on the refresh tab (2 green arrows that point up and down). This will take from 10-20 seconds to complete. h) Go to the upper left side of display screen and click on ( - ) to minimize screen to the bottom of the display.
5. Scanner: Opening the Scanner File On the opening page of the “H” drive on the left side of the screen there is a folder labeled “SCANNER”. Click on the “SCANNER” file,. . Looking up a housewatch on the “Scanner “ file. Look for the district you are looking up the house watch for (i.e.) “Dist 4” etc. Click on the district number. Scan thrugh the house watches until you find the house watch number the patrol unit is calling about. Click on the house watch number, and this will give you the address, owners name, away phone number, the key holders name and phone number as well as what type of vehicle, or vehicles are allowed with the tag number listed. If the patrol unit says there is an open or broken window, open or damaged door, unlisted vehicle in drive way or someone, or something suspicious on site you are to do the following. Advise the unit NOT to give out the address over the air. Give the street number, NOT STREET NAME, to the unit to verify if this is the correct address. Page 7 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
Advise the patrol unit to move to a safe location while you contact central. Announce to all patrol units base will be on the phone and to hold all calls unless there is an emergency. Ask a unit that is out on patrol if they will be willing to monitor the radio for emergency calls. Call central and give them the information from the house watch form as well as the problem being reported by the patrol unit. Advise central the unit will be standing by at the site. After contacting central advise the patrol unit to stand by at a safe distance until the LEO unit arrives.. Announce that base is back in service. List the problems on the base log using the supplement form if necessary with all information you have from the patrol unit. List the arrival time of the LEO unit when the patrol unit advises they are on the scene. List the time the unit is released by the LEO unit.
NOTE: There should be 7 tabs on the bottom of the display screen as follows: File name: ‘Base Log’, ‘Base Log Supplement’, ‘Vehicle Assignment’, ‘New Parking’, ‘David’, ‘Call history’ and ‘Scanner’. You can click on any of these tabs without closing the screen you are working in. Place the cursor over the tab you want to open and click. The new screen will open and the screen you were in will minimize to the bottom of the display screen.
6. Base Radio Communications Guidelines a) All Times will be given in military time IE. Twenty one hundred hours for nine PM. b) When Responding to a patrolling Unit: say: “Base to XX” (XX = calling Unit number. Eg..24) c) When receiving a report from a patrolling Unit, for example at one fifteen PM, say: “acknowledged at Thirteen fifteen” or “1, 3, 1, 5”. d) When busy on the phone or out of service say: “Base to all Units. Base will be out of service or on the phone. Please hold all routine communications until Base is back in service” e) Operator will then request a patrolling Unit to monitor for emergency radio communications : by saying, “ (XX) are you able to monitor for emergency radio communications and contact 911 if necessary?” Ask, Do you have a cell phone and are you willing to use it if necessary? If no, call another unit. f) Pause and think about what you are going to say before transmitting. (If necessary, write it down and read it. Inaccurate or confusing transmissions can be worse than no transmissions at all).
Page 8 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
g) It is a vital part of the Operator’s responsibility to assure all required information is collected and, if necessary, communicated to Central clearly and concisely. )See “Patrolling Unit Calling in” below) Therefore, remain calm, speak clearly, in normal tones, and at a normal speed and volume. Be as concise as possible and continue to ask questions until you have all the information needed to make a decision to contact Central and communicate the situation, information and request/s. h) Repeat the situation, information and request/s back to the Member/s involved to assure the situation, information and request/s accuracy. When verified, contact Central and communicate the situation, information and requests. Remain on the line with Central until an action plan has been decided. i) Communicate the action plan, and instructions to Member/s, give time and log event information in Base Log or Base Log Supplement. j) Base will make all routine phone call. Do not delegate to Member to use their cell phone to make calls. Use of Members' personal cell phone will be voluntary.
III. Opening Base Notes: Scheduled regular Base Operations shift times are Monday through Friday/Saturday as dictated by the Coordinator @ 0715, 1215,and 1815 hours, except for Wednesday and Saturday where there is no 1815 patrol. There are no scheduled Sunday Patrols Notification of the need for scheduled early shift starts or late endings is the responsibility of the District Director in which an event is occurring, to ensure there is a base operator to cover the event or they must monitor Patrol operation themselves until the event ends or Base coverage can be arranged. The District Director in which an event is occurring is responsible to ensure the event information is communicated to the District Director of the scheduled Base Operations, who will assure coverage for that time period. If it is expected to go over the shift time, agreement of coverage must be arranged at least 48 hours in advance.
THE VEHICLE ASSIGNMENT LOG AND THE BASE LOG MUST BE TYPED ON COMPUTER. HANDWRITTEN BASE LOGS WILL ONLY BE ACCEPTED IF COMPUTER OR SYSTEM ARE “DOWN. Typing can be done during the shift or after the shift ends. After the saved forms are completed, a signed copy must be inter-office mailed to the Assistant to the Coordinator.
Page 9 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
A. At start of shift, say: “It is now (Correct Military Time), District X Base is now in service”. B. When Patrol Units call to go into service 1. Say: Acknowledged at (Correct military time) (Such as “1815”) 2. Log it into the daily log and the Vehicle assignment log a) If the Member is going solo, check to make sure they are on the solo list. b) If they are not on the solo list, check with their Director. If they are not to go out solo, it is Base Operator`s responsibility to instruct them back to base. c) Using ID# look up name on the Member by ID list and put Member name, LID, and time acknowledged, on Vehicle Assignment log. Also put name next to number on the Base Log.
3. 30 minutes past the start of the shift or as soon after as possible, the Base Operator is to call Central and give them the number of patrol cars out on the West side (Districts 2, 4 & 6) and the East side (Districts 3 & 5). 4. The daily base log must contain the entire radio communications between the base and the patrolling Unit, District Director, or any one else. In addition, all phone calls, (non-Personal) all conversations, etc, must be documented fully as this is an official transcript of the Base’s activity for the shift. 5. Any patrolling Unit calling in doing a house watch and either finds a package, newspaper or any other items in the driveway or on the steps or that the grass needs cutting, requires the Base Operator to contact the key-holder/owner, should relay the results of the key-holder/owner response to the patrolling Unit. Document contact results on the base log and and instruct the Unit to leave any items, ie newspapers, packages etc. as found. Physicial house watches must be performed as a physicial or not done at all. If a PHW is found to have high grass or it is raining, and the patrolling unit is not going to do the house watch as a PHW, the house watch is not to be performed nor called in.
HOUSEWATCHES OTHER THAN SOLO PHW”S WILL NOT BE CALLED IN EXECPT FOR SUSPICIOUS ACTIVITY OR SITUATIONS
IV.
Patrolling Unit calling in A. The following rules are to be followed : 1. Rule 1: When a patrolling unit calls in a Radio Tower that has a gate open with either trucks or men inside, Central is to be notified ONLY if the truck/car is unmarked. It is Central’s decision as to whether an LEO is to be dispatched. And if the Patrol Unit is to standby. A cell tower is to be called in ONLY if there is something suspicious 2. Rule 2: Whenever a patrolling unit encounters any other situation or calls in anything other than something is OK, the Base Operator is to ask: “Do you need a Deputy”?. It is up to the patrolling unit on the scene to determine the need for a LEO. 3. Rule 3: Whenever a patrol unit has been approved to exit a vehicle, the Base will remind the patrolling unit to, immediately upon exiting the vehicle, call in from the portable Page 10 of 30
This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
radio , IE; “ 54 base, out on portable". If the Base has not received that communication from that patrolling unit within five minutes and after repeated calls to the unit, Base will notify that districts Director of the situation. THIS IS A SAFETY VIOLATION and should be handled as such. If you cannot reach their District Director , call your District Director, going up the chain of command and writing up the violation, This is a serious situation, where you are not in direct contact with a patrolling unit for even a few minutes.
B. The following is a general overview of the questions that should be asked of the patrolling unit for specific occurances. These are the questions that you will be excpected to answer by Central when you call in a specific problem, before they will dispatch an LEO. If you need a guide to help you make a decision,in a particular situation, see the “Occurances and Responses” reference guide. If you do not have all the information Central needs, you will be going back and forth between the Patrolling unit and Central asking and answering questions. So anticipate what they will ask and get the answers before calling. Calling in to ask for an LEO or an Ambulance will not get you one with out all of the basic questions answered. C. In General, they are WHO, WHAT, WHERE, WHEN AND WHY DEPENDING ON THE SITUATION, ANY OR ALL OF THE NEXT FOUR QUESTIONS SHOULD BE ANSWERED. 1. What: is the problem: Describe in detail 2. Where: Street Name (address), City, Cross street If breakdown: Which lanes are blocked 3. Description of car: Color If applicable:
License (If known) Type of vehicle
Who is there?: Description If applicable:
Number of people Color of clothes Page 11 of 30
This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
Description of each individual ( as best they can) IF AN ACCIDENT: What: is the problem: Describe in detail Where: Street Name (address), City, Cross street Do you need an ambul;ance How many people are hurt Describe injuries the best you can (IE; trapped / bleeding)
FOR A MEDICAL EMERGENCY: Do you need an ambulance Where: Street Name (address), City, Cross street Description of medical problem Is the person conscious Is the person breathing Is the person Male or female Approximate age (Young, Elderly, Child) When did it start
V. Base Closing Procedure A. Base will give the correct time 15 minutes before the end of the shift by announcing: “Base to all Units, the correct time is : (correct military time such as 1600 hours) ”. Please start returning to your district office. B. Base will assure that all members remain in their vehicles until end of shift. End of shift is 1115, 1615 and 2215. Any change must be documented as to why by the COP and also entered on the Base Log. The only acceptable digression fronm this rule is if the COP has a legitinmate reason to not stay in his vehicle until end of shift.
Page 12 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
C. If there are no known requirements to extend Base coverage past the normal end of shift time, end the shift at the scheduled times (1115, 1615, 2215). Say: “Base to all Units. “This is your going out of service Call”. Base will call each Unit by Unit number in sequential number order. IE; “24 report”, (after they report) say: “acknowledged at (correct military time - such as: 1615”), “(next Unit number) report”, until all Units have been accounted for. 1. If a Unit does not respond, the Base will attempt to reach the missing patrol Unit three (3) times over 5 minutes. If there is still no response, call the patrol Unit's District Director. If you cannot reach their District Director call your District Director. If you cannot reach your District Director, go up the chain of command until you have communicated the situation to a COP Leadership Team member (Director or above in chain of command) and received instructions.
D. Base shall remain in service for an additional 10 minutes following end of scheduled shift provided all patrol Units have gone out of service. If a Unit has not responded and if a District Director has been called, base will remain in service until relieved or directed to close by a District Director or above in the chain of command. E. In special circumstances, if a Base Operator must leave, call your Base Supervisor. If they are not available, call your District Director. If he or she are not available, call the Coordinator. Base operators may show 6 hours service for each completed 4 hour shift.
Do not leave until you are sure that the base is covered. NOTE: DO NOT CLOSE THE “DAILY BASE LOG” OR “VEHICLE ASSIGNMENT” SHEETS UNTIL YOU HAVE PRINTED THE “DAILY BASE LOG” AND “VEHICLE ASSIGNMENT SHEETS” AS LISTED BELOW OR YOU MAY LOSE YOUR DATA IF YOU HAVE NOT SAVED IT. GOOD COMPUTER PRACTICES DICTATE THAT YOU SAVE YOUR WORK PERIODICALLY TO ASSURE YOU DO NOT LOSE IT AND HAVE TO INPUT IT AGAIN.
The “Daily base Log” and “The Vehicle Assignment” log sheets are to be filed as follows.in the appropriate Districts file. ( LAST NAME,BASE LOG,DATE, SHIFT,) with the shifts being AM, PM, EV Example: Smith,Base Log,11/21/13,AM a) Complete the “Daily Base Log”. (1) Go to the file tab, on the upper left side of screen, and click on “print” to print the “Daily Base Log”. (2) Complete the ”Vehicle Assignment sheet”. (3) Go to file tab, on the upper left side of the screen, and click on “print” to print the “Vehicle Assignment Sheet”. (4) Close the sheets by going to the upper right side of the page and clicking on the “X”. (5) When asked if you want to save the changes click on “YES TO ALL” and the tabs for “Daily Base Log”,” Vehicle Assignment”, and “Parking Enforcement” will close from the bottom of the computer screen. (6) Click on the “Cad/Query” screen and click on the “LOG ME OFF” line at the top. Page 13 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
(7) When the screen closes click on the “X” at the top right of the page. (8) At the bottom of the screen click on the “DAVID” tab. (9) At the top right of the page click the “X”. (10) Go to the bottom of the screen and click on the “START” tab. (11)Log off or shut down, whichever is appropriate for your district b) After the forms are completed, inter-office mail them to the Assistant to the Coordinator.
Emergency notification list The maintenance of the Emergency Notification list is the responsibility of the Assistant to the Coordinator who will distribute it to the District Directors for posting on District Communication/Bulletin Boards, as well as putting it on the “H” drive.
Page 14 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
Forms 1.
Dailly Base Log
2.
Daily Base Log Supplement
3.
Patrol Vehicle Assignment
4.
House Watch (TBD) 5. SOP Change Request 6. SOP Change Request Continuation
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Volusia County Sheriff’s Office Citizen Observer Program
Document: PPM Revision: 0 Issued: 01/05/13
Policies & Procedures Manual
Daily Base Log Date: ______________ Page _____ of ______ TIME
UNIT CALLED
Name & ID # __________________________________ Signature: ____________________________________ Name & ID # __________________________________ Signature: ____________________________________ UNIT CALLING
REMARKS AND DISPOSITION (LOCATION, DESCRIPTION, VEHICLE, ETC)
Page 16 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
Daily Base Log Supplement Date:
NAME & ID #
Page
of
Incident #
SIGNATURE REMARKS AND DISPOSITION
Page 17 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
Page 18 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program
Document: PPM Revision: 0 Issued: 01/05/13
Policies & Procedures Manual
Patrol Vehicle Assignment Sheet Day & Date: ________________________________________________________________ NAMES
DID # LID #
TC
RW
PE
CAR/Lid
OUT
IN
District 2 24/875 24/875 25/870 25/870
District 3 34/871 34/871 35/874 35/874
District 4 44/878 44/878 45/873 45/873 46/873 46/873
District 5 54/879 54/879 55/856 55/856
District 6 64/855 64/855 65/877 65/877 Base Operator : Drove to Base: (Y/N) _____ Mileage: ________
Mileage: _____
Base Operator Assistant: Drove to Base: (Y/N) _____
Page 19 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program
Document: PPM Revision: 0 Issued: 01/05/13
Policies & Procedures Manual Total Hours ______________
Total Hours _________________
Signature & ID: _______________________________ _______________________________ * Additional Comments/Notes on back of Page
Signature & ID:
Page 20 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
House Watch Form TBD
Page 21 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
VI.Base Operations Change Request Form Instructions A. Download the “Base Operations change request” form from the “H” drive. B. Store and save the form (See example below) 1. Go to the file tab located in the upper left hand side of the display screen and click on “SAVE AS”. 2. At the bottom of the white box locate file name and click on it if it is not highlighted. 3. Put in your 1st initial and last name (no spaces), the date mm-dd-yy, (no / marks), then add “change request” and click on the save tab. Example (jdoe07-07-12 change request)
C. D. E. F. G.
Enter your Name, DID number, District and Date Answer questions 1-4 Describe your suggestion in as much detail as possible. Describe the benefits of your suggestion Describe any risks. 1. If you need additional space use the Base Operations Change Request Continuation Form. If you need more than the two pages use another Base Operations Change Request Continuation Form 2. Make sure you put the total number of pages on all pages of your suggestion. 3. Print and inter-office mail to Your District Director
Page 22 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program
Document: PPM Revision: 0 Issued: 01/05/13
Policies & Procedures Manual
Base Operations Change Request Form (Please use a separate form for each change to a section) Page 1 of ____ Name _________________________________ DID _________ Dist___________ Date:__________ Are you currently or have you ever been a Base Operator. Yes
No
What is the date ____________ and revision number ____ of the Base Operators Procedure you are using? Reason for suggested change: (Check as many as applicable) Safety
Clarification
Improvement
Not applicable
Addition
Other
SOP Page and Outline Reference number(s) _________ to ______________________ Describe your suggestion in detail:
Describe the benefits and how it will affect this section:
Describe any risks associated with your suggestion.
(If you need more room please use the Base Operations Change Request Continuation Form. If complete, print and inter-office mail to the Assistant to the Coordinator at: COP Office Deland Courthouse. Give a copy to the Base Operations Supervisor and keep a copy for your records. Page 23 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program
Document: PPM Revision: 0 Issued: 01/05/13
Policies & Procedures Manual
Base Operations Change Request Continuation Form Page ___ of ______ Name ______________________ DID _________ Dist___________ Date:__________ Continuation of SOP Page and Outline Reference number(s) ________ to ________ Continuation of your suggestion in detail:
Continuation of the benefits and how it will affect this section:
Continuation of any risks associated with your suggestion.
(If you need more room please use the Base Operations Change Request Continuation Form. If complete, print and inter-office mail to the Assistant to the Coordinator at: COP Office Deland Courthouse. Give a copy to the Base Operations Supervisor and keep a copy for your records.
Page 24 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program
Document: PPM Revision: 0 Issued: 01/05/13
Policies & Procedures Manual
INDEX PAGE 2 2 2 2 2
COP Base Operations Procedures
General Statement Purpose and Scope Ownership and Approval Administrative 2&3 Base Operations Safety Policy 3
Base Operations Roles and Responsibilities
1. Base Supervisor 2. Operator 3. Trainee Note: The Coordinator has designated the on-duty Base Operator as the “Supervisor of the shift”, with all the authority and responsibility that is required to assure the safety of the Members and the general public. 3
Frequently Used Acronyms, Phoenics, and Definitions
4
Prep for Opening Base Operations 4 Equipment Check Radios a) Base b) Hand-held (Portable) (1.a) Note: Special Communication – 2. Telephone
4
Computer Startup
4 The “H” drive files consist of the following: (The files in RED must be opened during the shift) The Base Operator Information file consists of the following : Base SOP 2013 Base Operator schedule Cell Towers (And their addresses) Page 25 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
COP Base Information COP by ID Emergency Chain of Command Mobil Radio Communication (who has what radio) Parking enforcement certified Parks ( and their addresses) Radio Towers (and their addresses) Schools by district (and their addresses) Solo Patrol certified WTP Locations COP Base Information forms District 2 through District 6 Base operator forms Copy of base log Master Daily base log Master Daily base log Master Supplemental Vehicle Assignment Master Additional files on the “H” drive COP Business Meeting Schedule COP Calendar of events COP Flyer (Page 1 of the Application) New Park & Waning Tags (Tickets Issued) House Watch Forms Scanner (Copies of house watch forms in service 7
DAVID (You must have a valid David certificate to enter this file) Page 26 of 30
This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
PAGE 7
CAD-WEB (Optional)
7
Scanner:
7
Opening the Scanner File
7
Looking up a housewatch on the “Scanner “ file. 8 Base Radio Communications Guidelines
9 Opening Base 10 Patrolling Unit calling in 10 The following rules are to be followed : Rule 1: When a patrolling unit calls in a Radio Tower or Cell Tower that has a gate open with either trucks or men inside, Central is to be notified. It is Central’s decision as to whether an LEO is to be dispatched. And if the Patrol Unit is to standby. Rule 2: Whenever a patrolling unit encounters any other situation or calls in anything other than something is OK, the Base Operator is to ask: “Do you need a Deputy”?. It is up to the patrolling unit on the scene to determine the need for a LEO. Rule 3: Whenever a patrol unit has been approved to exit a vehicle, the Base will remind the patrolling unit to, immediately upon exiting the vehicle, call in from the portable radio , IE; “ 54 base, out on portable". If the Base has not received that communication from that patrolling unit within five minutes and after repeated calls to the unit, Base will notify that districts Director of the situation. THIS IS A SAFETY VIOLATION and should be handled as such. If you cannot reach their District Director , call your District Director, going up the chain of command and writing up the violation, This is a serious situation, where you are not in direct contact with a patrolling unit for even a few minutes.
11 The following is a general overview of the questions that should be asked of the patrolling unit for specific occurances. 12 Base Closing Procedure.
Page 27 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
PAGE 14 Emergency notification list 16 Daily Base Log 17 Daily Base Log Supplement 18 Patrol Vehicle Assignment Sheet 20 House Watch Form 21 Base Operations Change Request Form & Instructions
Page 28 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Document: PPM Revision: 0 Issued: 01/05/13
Revision History: Date
Revision No.
Revision
Dec. 2013
3.1
Added index and Revision History
Feb. 2014
3.2
Changed instructions for DAVID
Feb. 2014
3.2
Included requirement to remain in
vehicle until end of shift. July 2014
4.1
No housewatch calls to base unless a
problem July 2014
4.1
Base remains in service 10 minutes
4.1
Base does not call Central for Radio
after shift July 2014 Towers if no Suspicious activity and the vehicles are marked July 2014
4.1
For Cell Towers, Central is called only
for suspicious Activity. July 2014
4.1
Base may claim 6 hours on Vehicle
Assisgnment Sheet for a completed 4 hour shift. Page 29 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
Volusia County Sheriff’s Office Citizen Observer Program Policies & Procedures Manual
Oct. 2014
4.2
Document: PPM Revision: 0 Issued: 01/05/13
Instituted new filing instructions for
the Daily Base And the Vehicle Assignment Log
Page 30 of 30 This document is the property of the Volusia County Sheriff’s Office Citizen Observer Program (VCSO COP) and is for internal use only. You may not possess, use, copy, or disclose this document or any information herein for any purpose without VCSO COP’s express written consent. Neither receipt nor possession of this document alone constitutes such permission.
