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Applicable
To: All employees |
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Approval Authority: Chief George N. Turner |
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Signature: Signed by |
Date Signed: 10/7/11 |
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| Table of Content | |||
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4.6 Employees Deceased or Killed in the Line of Duty |
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To establish procedures for collecting equipment and property from employees separating from department employment as a result of a transfer to another city agency, retirement (including Reserve officers), disability, resignation, death, or dismissal.
3.1.1 They shall direct all employees separating from department employment to the process of collecting equipment and property before authorizing the issuance of the employee’s last paycheck(s), pension refund, or first pension check (City Code, Sections 6-37 (t), 6-222 (5), and 90-209).
3.1.2 They shall notify the employee’s section commander when an employee is separating from department employment.
3.1.3 They shall notify the Property Control and Electronic Maintenance Units when employees are separating from department employment.
3.2 The disciplinary authority is responsible for documenting and turning in equipment and property that was collected during a relief from duty.
3.3 Division and Section Commanders shall ensure that this directive is implemented in their respective commands.
3.5 The Property Control Unit’s Uniform Depot shall inventory and store collected department-issued equipment and property except as noted in Sections 3.4 and 3.6.
3.6 The Electronic Maintenance Unit (EMU) shall inventory and store collected department-issued communications equipment.
3.7 The Communications Section shall advise the Chaplain’s office when an officer dies or is killed in the line of duty.
3.8 The Chaplain’s office shall inform deceased officers’ families of the arrangements to retrieve departmental equipment and property.
3.9 Employee’s immediate supervisors shall retrieve any equipment or property in cases where employees are deceased or dismissed from department employment. The disciplinary authority shall collect equipment where applicable.
3.10 Employees of the department shall be held responsible for the proper handling, care, and return of all city equipment and property assigned to them. At the time of any loss or damage, the employee is required to document the circumstances of that loss or damage. If it is determined that the loss or damage is due to negligence or abuse, the employee may be required to reimburse the city for the value of the loss (See APD.SOP.2010 “Work Rules” Sec. 4.4.01c).
3.11 The Atlanta Retired Police Reserve (ARPR) supervisors shall implement this directive in the reserve program.
4.1 Employees separating from department employment shall notify the Personnel Services Unit at least two weeks in advance of their intended date to retire or resign and pick up a copy of the Equipment Turn-in, Form APD 217. Employees planning to enter the Atlanta Retired Police Reserve shall follow the procedure in section 4.4. Retirees with 30 or more years of service (including Reserve service) may keep their primary department - issued weapon at retirement from active duty or from the reserve, when they leave the department under honorable circumstances. Form APD 217 shall act as verification of 30 years of service as it pertains to the retired officer keeping his or her primary issued weapon. This process shall also be noted in the PCU Armory records. A retired badge and ID card shall be exchanged for a regular issued badge and ID card on retiring from the department or leaving the Atlanta Retired Police Reserve program.
4.1.1 Employees separating from the department shall turn in their department-issued equipment and property at the appropriate places: Property Control Unit (PCU), Electronic Maintenance Unit (E.M.U.), or their own work site. At each place, the employee must get a signature on the Equipment Turn-in, Form APD 217 certifying the return of the equipment and property. Equipment and property must be turned in during the business hours of the receiving unit.
4.1.2 Sworn employees and civilian employees who are issued a clothing allowance shall turn in at least two full uniforms, a duty jacket, and one set of leather gear, to the Uniform Depot. In addition, these employees should turn in any additional uniform items that are in reusable condition. An investigator’s division commander may authorize the investigator to turn in only one full uniform if, due to the assignment, the investigator has only one uniform. Employees that were issued a .40 caliber weapon must return the storage container (blue/black plastic case), the gunlock, and all three magazines that were issued with the weapon, excluding officers that retire with 30 years of service or greater.
4.2 Resignation or Transfer to another City Department
4.2.1 Employees who are resigning or transferring to another city department shall address their separation letter to their section commander, who shall forward it immediately to the Personnel Services Unit.
4.2.2 The Personnel Services Unit shall assign a Human Resources Specialist to conduct an exit interview, advise on benefits, and supply a copy of the Equipment Turn-in, Form APD 217.
4.2.3 An employee separating from the Atlanta Police Department shall do the following:
1. Contact the Personnel Services Unit to determine which Human Resources Specialist is assigned to process his or her separation and to comply with any instructions given.
2. Contact the Uniform Depot and request an appointment to turn in equipment and property.
3. Contact the Property Control Unit to request an appointment to review any evidence that is held in his or her name. He or she must either authorize the release of the evidence or transfer investigative responsibility to another employee.
4. Contact the Electronic Maintenance Unit and request an appointment to turn in communications equipment.
5. Turn in any assigned equipment as required by the employee’s section commander.
6. Contact the Central Records Unit to request an appointment to review any incident, traffic, and/or other reports that are held in his or her name. He or she must either clear the report(s) or transfer investigative responsibility to another employee.
7. Obtain signatures on the Equipment Turn-in, APD 217 to document steps 2, 3, 4, 5, and 6 and return the form to the Personnel Services Unit.
4.3.1 An employee planning to retire shall contact the Personnel Services Unit and request an appointment with a Human Resources Specialist. The employee must bring in a certified copy of his or her birth certificate. The technician shall conduct an exit interview and refer the sworn employee to Administrative Services, Inc. or the civilian employee to Employee Benefits for information on the retirement package and other benefits.
4.3.2 The Human Resources Specialist shall give the employee the Equipment Turn-in, APD 217. The employee must comply with the steps in Section 4.2.3.
4.3.3 A retiring sworn employee who wants to enter the Atlanta Retired Police Reserve shall complete an “Intention to Enter Reserve” application (form APD-216). The employee shall forward this form to the Staff Inspection Unit commander.
4.4 Atlanta Retired Police Reserve
4.4.1 The Staff Inspection Unit (SIU) commander shall determine the eligibility of the applicant as in APD.SOP.2190. The SIU commander shall forward copies of any correspondence on a retiree’s membership in the Reserve to the Personnel Services Unit.
1. If the applicant is accepted, the SIU commander shall contact the retiree and explain his or her responsibilities in the Reserve. Prior to his or her enrollment in the Atlanta Retired Police Reserve, the retiree must complete steps 3, 4, 5, and 6 of section 4.2.3. Once accepted into the Reserve, the retiree shall bring the partially completed form APD 217 and all other department-issued equipment and property to the Atlanta Retired Police Reserve coordinator. The Reserve coordinator shall inventory the other equipment and property on the APD 217 and sign it in the Property Control signature space, indicating “Atlanta Retired Police Reserve" member.” The coordinator shall document these actions in a memo and send the memo and a copy of the APD 217 to the Property Control commander. PCU shall file this documentation in the retiree’s file at the Uniform Depot. The retiree shall take the original of the APD 217 to Personnel Services, to satisfy step 7 under section 4.2.3. The coordinator shall file copies of the memo and APD 217 in the Atlanta Retired Police Reserve member’s file.
2. If the applicant is rejected, the SIU commander shall notify the applicant in writing by certified mail. The retiree must complete all steps in Section 4.2.3.
4.4.2 A retiree separating from the reserve must turn in department-issued equipment and property at the direction of the SIU commander. If the separation is voluntary, the SIU commander shall give the retiree an Equipment Turn-in, Form APD 217. If the separation is not voluntary, the SIU commander shall send the retiree a “dropped from Reserve” letter and an Equipment Turn-in, Form APD 217 by certified mail, with a copy to the Personnel Services Unit. The SIU commander is responsible for collecting, then forwarding the equipment outlined on Form APD 217 to the Uniform Depot. Reserve members who retired after December 31, 2006 shall have a Form APD 217 on file at ARPR, which shall be attached to the new form and used to document the equipment and property to be turned in. If the equipment is not returned within 30 days, an incident report shall be written by the Atlanta Retired Police Reserve supervisor or coordinator listing the items not returned. The report shall describe the circumstances associated with the items not being returned as instructed. The report shall be forwarded to Central Records.
4.5.1 If an employee retires due to disability, the employee’s immediate supervisor shall advise the Chaplain’s Office of the employee’s condition. During counseling, the Chaplain shall arrange the date with the employee or his or her family when the employee’s immediate supervisor shall collect the City equipment and property.
4.5.2 The Chaplain shall contact the employee’s immediate supervisor to inform him or her of the date to retrieve the employee’s equipment and property.
4.5.3 The employee’s immediate supervisor shall retrieve the employee’s equipment and property on the date established by the chaplain. The items then shall be returned to the Property Control and Electronic Maintenance Units The immediate supervisor must collect signatures on the disabled employee’s Equipment Turn-in, Form APD 217 after returning all equipment and property. The immediate supervisor shall then submit the Equipment Turn-in, Form APD 217 to Personnel Services.
4.6 Employees Deceased or Killed in the Line of Duty
4.6.1 In the event of an employee death, the Communications Section shall advise the Chaplain’s Office of the employee’s death. During counseling, the Chaplain shall arrange the date with the family when the employee’s immediate supervisor shall collect the city equipment and property.
4.6.2 The Chaplain shall contact the employee’s section commander or his or her designee to inform him or her of the date to retrieve the employee’s equipment and property.
4.6.3 The employee’s section commander or his or her designee shall retrieve the employee’s equipment and property on the date established by the chaplain. The items then shall be returned to the Property Control and Electronic Maintenance Units. The section commander or his or her designee must collect signatures on the deceased employee’s Equipment Turn-in, Form APD 217 after returning all equipment and property. The immediate supervisor shall then submit the Equipment Turn-in, Form APD 217 to Personnel Services.
4.7 Relief from Duty or Suspension
4.7.1 The disciplinary authority relieving an employee from duty shall determine the need to collect equipment. If equipment is collected, it shall be done in accordance with the APD.SOP.2020 “Disciplinary Process” section 4.10.3 (9mm pistol, .40 caliber weapons, ammunition, magazines, department issued second weapon, breast and hat badges and identification card). If the situation warrants, the Disciplinary Authority should also consider collecting the issued baton, handcuffs, OC gas canister, portable radio and any work site or vehicle keys. The disciplinary authority shall give the employee a receipt for the items that are collected.
4.7.2 Employees being suspended shall have their equipment collected by the disciplinary authority in accordance with APD.SOP.2020 “Disciplinary Process”, section 4.10.2 and 4.10.3.An employee who is dismissed must turn in all department-issued equipment and property.
4.8.1 If the employee is present for the Notice of Final Adverse Action, the disciplinary authority shall give them an Equipment Turn-in, Form APD 217. If the employee is not present, mail the Equipment Turn-in, Form APD 217 along with the Notice of Final Adverse Action by certified mail.
4.8.2 Employees separating from the department for disciplinary reasons shall turn in department-issued equipment and property to the OPS supervisor or his or her designee. The OPS supervisor or a designee shall verify with Property Control if the separated employee has any special equipment assigned to him or her and shall itemize the equipment received from the separating employee.
4.8.3 If any equipment is not returned by the separated employee, the OPS commander or his or her designee shall direct the employee to return the equipment. If the equipment is not returned within 30 days, an incident report shall be written by the OPS commander or a designee listing the items not returned. The report shall describe the circumstances associated with the items not being returned as instructed. A copy of the report shall be forwarded to Central Records.
4.8.4 The OPS supervisor shall turn the equipment, property, and itemized list into Property Control.
4.9. Department-owned equipment or property held as evidence shall be treated in the same manner as other evidence. When the case is adjudicated, the investigating authority shall release the property or equipment to be returned to the employee or to inventory, as appropriate.
4.10 The Personnel Services Unit shall release any final paycheck(s) or pension refund or authorize pension payments only after the employee has complied with this directive and returned the properly completed Equipment Turn-in, Form APD 217, with the authorized signatures. Incomplete or unauthorized Equipment Turn-in Form APD 217 shall result in the final payments being held by the Personnel Services Unit.
5.1 Department-issued equipment and property: Items issued by the department for the employee’s uses that have value and can be reissued; have security value; or represent the city’s authority. These items include, but may not be limited to weapons, ammunition and magazines, badges, identification cards, radios, pagers, battery chargers, handcuffs, cell phones, batons, OC gas, flashlight and charger, office keys, vehicle keys, gas keys, police uniforms, headgear, leather accessories, parking cards, and any others specified by the Chief of Police.
5.2 Separation from Department employment: Leaving the Department through resignation, retirement, termination, dismissal, death, or transfer to another City department.
APD.SOP.2131 “Collection of Department Equipment” effective date July 1, 2008
APD.SOP.2190 Atlanta Retired Police Reserve APD.SOP.2160 Employee Death APD.SOP.2020 Disciplinary Process” APD.SOP.2010 Work Rules,” Sections 4.4.01 “Responsibility and Examination of City Property” and 4.1.07 “Suspended Employees” City of Atlanta Ordinances, Sections 6-37(t) and 6-222(s) on pension refunds; 98-209, “Police Reserve Program”; and 114-377, “Resignation” |
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