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Applicable To:  All employees

Approval Authority:  Chief George N. Turner

Signature:  Signed by GNT

Date Signed:  5/9/12

1.             PURPOSE  PAGEREF _Toc321212197 \h 1

2.             POLICY  PAGEREF _Toc321212198 \h 1

3.             RESPONSIBILITIES  PAGEREF _Toc321212199 \h 1

4.             ACTION   PAGEREF _Toc321212200 \h 1

4.1           Assignment of Radio Numbers  PAGEREF _Toc321212201 \h 1

4.2           Problems with Radio Transmissions  PAGEREF _Toc321212202 \h 4

4.3           Proper Operation of Portable Radio  PAGEREF _Toc321212203 \h 5

4.4           Proper Wearing and Care of the Portable Radio  PAGEREF _Toc321212204 \h 6

4.5           Responding to the Dispatcher PAGEREF _Toc321212205 \h 6

4.6           Proper Radio Transmission Procedures  PAGEREF _Toc321212206 \h 7

4.7           Call Priority  PAGEREF _Toc321212207 \h 8

5.             DEFINITIONS  PAGEREF _Toc321212208 \h 10

6.             CANCELLATIONS  PAGEREF _Toc321212209 \h 11

7.             REFERENCES  PAGEREF _Toc321212210 \h 11

1.               PURPOSE

The intent of this directive is to provide guidelines for the assignment of radio numbers and the operation and care of department issued portable radios.

2.               POLICY

The Atlanta Police Department shall provide a radio to all sworn employees and to certain civilian employees and require those employees to strictly adhere to the guidelines set forth in this directive.

3.               RESPONSIBILITIES

3.1              All employees are responsible for the proper care and safekeeping of any portable radio issued to them. 

4.               ACTION

4.1              Assignment of Radio Numbers

4.1.1           No radio numbers shall be issued that end in a “63”.

4.1.2           Each Division Commander or Section Commander where applicable shall cause the proper disposition of the radio assignment numbers and make notification to the Communication Section.

4.1.3           Off-duty radio numbers

1.    All employees below the rank of major shall use their 4-digit unique identification number followed by the letter “X” (x-ray) for their off-duty radio number. This includes retired officers that are members of the Atlanta Retired Police Reserve (ARPR).
 

For example: If your 4-digit identification number is “1234”, your off-duty radio number shall be “1234 X”.

2.    Off duty radio numbers shall not change based on the officer’s assignment.

4.2              Problems with Radio Transmissions

4.2.1           General considerations

1.    The short antenna should be attached to the shoulder microphone and the long antenna shall be attached to the portable radio at all times; otherwise, safety and reception is seriously compromised.

2.    The user may experience an occasional bonk (a longer, lower-pitched tone than a "beep") if he or she goes into a building that restricts the ability of the radio system to function or if he or she travels into a dead spot.  When the officer clears the building or dead spot, the bonking should stop.

3.    The Electronic Maintenance Unit is open from 0700 to 2400 hours, Tuesday through Saturday and 0700 through 2200 hours Sunday and Monday. When EMU is not open, take the defective radio to the Communications Section for repair or replacement.

4.2.2           If the user hears a beep about every 15 seconds, and the radio displays "FAILSOFT" in the LCD display, radios shall still work, with limitations.  Under these conditions, the system uses one frequency for each zone, one for SOS and, one for CID.  This switchover happens automatically.  The user can switch manually between the frequencies.

4.2.3           If the user hears a bonk every seven seconds on a continuous basis, and the LCD display shows "OUT OF RANGE", there is a problem with either the radio, or the radio system, or the user has traveled beyond the coverage area.

1.    Tips to determine the nature of the problem if the portable radio fails:

a.         Try another talk group.

b.         If the other talk group does not work, if there is another user in the vicinity, see if his or her radio is working.

c.         Try the mobile radio.  If it works, then the problem is in the portable radio, and it should be taken for repair.

d.         If the radio seems to be dead or gives a continuous tone when keyed, try replacing the battery.  If this does not eliminate the problem, notify the supervisor and take the radio to be exchanged or repaired.

2.    If none of the action in 4.2.3 paragraph 1 works, return to the main precinct or office and notify a supervisor and the Communications Section at 404-817-2382.

3.    If the problem is in the user's radio, take it to the appropriate unit within the Communications Section for exchange or repair.

4.2.4           If maintenance on the system shall interrupt radio communications, the contractor or technician shall notify the EMU supervisor who shall notify the Communications Section watch commander.  The watch commander shall determine whether to notify the radio users and what directions to follow during the interruption.  Depending on the nature of the maintenance, the users may not experience any problems with the system.

4.2.5           Field Response during a Radio Outage

1.    If the radio system is completely disabled, sworn employees and radio-equipped civilian employees shall call or go to their main precinct or office immediately to be accounted for, to receive instructions, and to be assigned calls.  While the system is disabled, officers shall focus on protecting the public and on officer safety.  Section commanders shall authorize traffic stops, serving warrants, foot and vehicle pursuits, and planned tactical operations (e.g., clean sweeps, roadblocks, etc.) only as circumstances dictate.

2.    Zone dispatchers shall call the main precinct and keep the line open until directed otherwise.  The dispatcher shall notify the precinct by telephone of all priority 0-3 calls.  At least two officers shall be sent on calls.  The field supervisor shall assign the calls and advise the dispatcher of which units are responding.  Whenever it is possible, officers shall advise the precinct via telephone of arrival on and departure from the calls and return to the precinct upon completion of calls. 

3.    Supervisors in the precinct shall monitor the CADS terminal for the status of calls.

4.    Sworn employees shall call Communications Section dispatchers to receive complaint numbers.  The precinct shall also have access to complaint numbers, by way of computer terminal screen.

5.    A limited supply of cellular telephones is available at the Communications Section for distribution at the discretion of the FOD commander.      

6.    Section commanders are encouraged to keep officers' cell phone numbers on file for use during a radio outage.

4.2.6           A Communications Section supervisor shall request permission from DeKalb County to utilize DeKalb County TAC 1 talk group and shall notify Zone Six if approved.

4.2.7           Tactical situations:  Units on the scene of a tactical situation shall use TA 1 for radio communications.  The range of the channel is approximately one-half mile.  Officers are reminded that dispatchers shall not be able to monitor radio transmissions on the TA channels.

4.3              Proper Operation of Portable Radio

4.3.1           No person shall transmit or cause to be transmitted any superfluous radio communications or signal or shall fully or maliciously interfere with any other radio communications or signal. 

4.3.2           No person shall utter any obscene, indecent, or profane language by means of radio communications. Federal law states that the use of the radio is for police business only.  Any attempt made to use the radio for private or personal matters is strictly forbidden.  In all cases of this nature, use the telephone.

4.3.3           A call dispatched over the radio by a Communications dispatcher is to be acknowledged and handled without delay by the unit that is given the call.

4.3.4           Any conversations requiring authorization, approval, confirmation or documentation from a supervisor or dispatcher shall be made over the radio.  Cell phones or landlines shall not be used for these types of transmissions.  For example, requesting permission to impound a vehicle, supervisor requests, hit confirmations, etc.

4.3.5           Before speaking, officers shall insure that the radio is clear for transmission. Officers shall speak into the microphone in a normal voice from a distance not to exceed four inches.

4.3.6           An officer's transmission shall be brief, police related, and directed to the radio dispatcher.  All lengthy transmissions and personal matters shall be handled over the telephone.  All transmissions are subject to frequent monitoring and inspection by the Office of Professional Standards, the Federal Communications Commission, and all supervisory personnel.

4.3.7           During a help call (Signal 63, Signal 59/Right Away, and Code 21), all transmissions, except those of the distressed unit and responding units, shall be restricted, until the dispatcher or a supervisor on the scene advises otherwise.

4.4              Proper Wearing and Care of the Portable Radio

4.4.1           All employees are responsible for the proper care and safekeeping of any portable radio issued to them. The employee shall verify that the battery is fully charged and that the portable radio is not damaged. 

4.4.2           If an employees radio is damaged, lost or stolen the employee shall:

1.    Notify their immediate supervisor and Electronic Maintenance Unit (EMU) to have the radio disabled.

2.    Complete a “damage to city property" incident report.

3.    Submit the incident report and approval from the employee’s division commander to EMU for a replacement to be issued.

4.4.3           Officers in uniform shall wear the transceiver on the belt in the radio case provided by the department.  The radio shall be worn on the opposite side of the belt from the service pistol.

4.4.4           The microphone shall be fastened to the shoulder epaulet on the same side as the transceiver.  If the microphone does not have a clip-on fastener, it may be attached to a pin-on velcro patch.  The pin-on velcro patch shall be attached to the shoulder epaulet on the same side as the radio transceiver.

4.4.5           All employees are responsible for the proper care and safekeeping of any handheld radio issued to them.  Employees shall be held accountable for any damaged or lost equipment due to the employee's negligence or carelessness (APD.SOP.2020 Disciplinary Process, Section 4.14).

4.5              Responding to the Dispatcher

4.5.1           A unit shall respond immediately to a dispatch.  The unit shall repeat the call to the dispatcher for accuracy.  In cases where a dispatcher error exists that may result in danger to an officer or a citizen, the field supervisor may immediately correct the error.  However, call assignment is the responsibility of the Communications Section dispatcher ONLY.  The field supervisor may contact a Communications Section supervisor to correct any non-emergency error at telephone number (404) 546 – 2385.

4.5.2           A unit shall use the word "unit" and the full radio number when making radio transmissions.  For patrol units the unit is a combination of the watch number, zone number, and assignment number (example: unit 3610 is watch number "3", zone number "6", and beat/assignment number "10").
 

4.5.3           Department employees shall use plain talk in their radio communication. Not all communication between officers and dispatchers as well as dispatchers and other agencies shall be in plain talk. For more detailed information and specific restrictions on the use of signals and codes see APD.SOP.3088 Signals and Codes, section 4.3.

 

4.5.4           The following coded words shall be used to identify letters of the alphabet in voice communications:

4.5.5           Failure to Respond: If a unit does not immediately respond to a radio call, the dispatcher shall repeat the call a second time.  If a response is not received the second time, the dispatcher shall give the call to the next appropriate unit.  The dispatcher shall then promptly notify the field supervisor and the Communications Section supervisor so that an immediate inquiry can be made.

4.6              Proper Radio Transmission Procedures

4.6.1           Directed Patrol: When a unit is assigned to a directed patrol by a supervisor, the supervisor shall indicate which priority calls the unit shall receive. If the officer pills him/herself out on a directed patrol, the directed patrol shall be conducted in-service unless otherwise directed by a supervisor.

4.6.2           Pull-In Codes on Alarm Calls: When responding to an alarm call it is the responding officer's responsibility to give the appropriate pull in CODE to the dispatcher after the officer has made a thorough investigation and determined to the best of his or her ability the reasons for the alarm being activated.  ONLY the following pull in Codes shall be used when pulling in from an alarm call:

2.    A false alarm is the activation of a burglary or robbery alarm at a time when no burglary or robbery is being committed or attempted on the premises.

4.6.3           When advising dispatch of a lookout, the unit shall give their unit number and the lookout type. Units shall provide concise descriptions, if possible, of all suspects and vehicles as well as any other pertinent information.

1.    A lookout should give enough information to identify the subject or vehicle twenty-four hours after broadcast.

a.         Format for lookouts on persons: race, sex, height, hair color/style, clothing, direction of travel, if known.

b.         Format for lookouts on vehicles: year, make, model, type, license, color, direction and occupants, if known.

2.    Officers desiring lookout information should switch to the ACIC frequency and make the inquiry in the same manner as tag checks, providing the dispatcher with the signal and zone of occurrence.  Public service (404) 614 – 6532 or 6533 shall be used whenever possible.  The CALO computer file is available on the computer terminals in all zones and investigative sections.  When the dispatcher receives a lookout by radio transmission, it shall be recorded and held at the respective console for a twenty-four hour period.  Officers desiring the entry of lookouts on the CALO file must call Communications at (404) 614 – 6532 or 6533 by public service to provide adequate information.  After a lookout has been on file for seven days, Communications shall contact the originating officer to ask whether the lookout should be continued.

4.7              Call Priority

4.7.1           In order to more effectively serve the citizens of the City and to have a logical method of dispatching officers on calls for service, the department has devised certain criteria for prioritizing requests for police services.  The priority of calls is as follows:

4.7.2           Priority 1 – Immediate Emergency Broadcast: These are calls where the immediate presence of the police is essential to save life, prevent serious injury, or to arrest a violent felon.  These calls may require an immediate response from any available unit regardless of assignment.  These calls include:

1.    Violent felonies in progress.

2.    Help calls for police officers.

3.    Catastrophes where there may be loss of life or major property loss:

a.         Rioting and looting.

b.         Fires and explosions.

c.         Severe storms and floods.

4.    Dispatch shall be immediate.

4.7.3           Priority 2 - Emergency Response: Calls where the immediate presence of the police may save life, prevent serious injury, prevent major property loss, or lead to the arrest of a felon.  These calls require an immediate response from any available unit from the affected zone.  These calls include:

1.    Any imminent threat to life or great danger of serious physical injury or major property damage.

2.    Any active felony or violent crime that may result in serious injury or major property damage.

3.    Any recent felony or violent crime where the probability exists that a suspect may be apprehended.

4.    Any serious injury where an officer can render immediate aid.

5.    Any incident which, in the opinion of the 911 operator, demands an immediate police response, such as snipers, threat of an explosive device or chemical leak, or other hazardous materials.

6.    Any traffic accident that involves death, serious injury, hit and run, or impairment of the driver of a motor vehicle due to alcohol or drugs.

7.    Dispatch shall be made within two minutes.

4.7.4           Priority 3 - Expedited Response: These calls require the presence of the police but do not meet the criteria for Priority 2:

1.    Any active incident that does not present a significant threat to life or property, such as minor domestic disputes, fight without weapons, etc.

2.    Any active incident that could involve a crime, such as a suspicious person or vehicle, etc.

3.    Any traffic accident that involves property damage to public vehicles or property, major traffic congestion as a result of the accident, or a disturbance between principals.

4.    Any inactive crime scene where evidence may be lost or destroyed or where witnesses might leave before they can be interviewed.

5.    Dispatch shall be made within ten minutes.

4.7.5           Priority 4 - Routine Response: Those calls that require the presence of police, but where time is not critical:

1.    Any non-active felony, misdemeanor, or other incident that does not require an immediate investigation, such as a property crime that was not recently committed or information for an officer.

2.    Any motor vehicle accident that involves property damage, but does not represent a significant hazard to the free flow of traffic.

3.    Any noncriminal incident, such as parking violations, traffic services, or escorts.

4.    Any administrative or officer-initiated service detail including transportation and routine vehicle maintenance.

5.    Any other incident that is not active and cannot, because of its nature, be transferred to an outside agency or to Teleserve for handling by telephone.

6.    Any call where property has been recovered by a citizen.

7.    Officers may be dispatched on priority 1, 2, and 3 calls if they are currently on a priority 4 call.

8.    Supervisors shall be dispatched on priority 1, 2, and 3 calls if time limitations outlined are about to expire and there are no units on priority 4 calls to be dispatched.

9.    Dispatch shall be made within twenty minutes.

4.7.6           Priority 5 - Teleserve Calls: These calls can be handled by telephone:  most larcenies, larceny from auto, larceny of auto parts, lost or stolen checks and credit cards, lost property; abandoned vehicles; harassing, obscene, and threatening phone calls; indecent exposures where the suspect is not still on the scene; vandalism and supplemental reports excluding burglaries.  If an officer has been flagged down and is already on the scene, he or she shall not transfer responsibility for the call to Teleserve.

5.               DEFINITIONS

5.1              Beep:  A short, high-pitched tone.

5.2              Bonk:  A longer (one second), lower pitched tone.

5.3              Off-Duty Radio Number:  The employee’s unique identification number with an “X” (X-ray) attached to the end. (e.g. 1234 X-ray)

5.4              TA:  Talk around channel on the portable radio.

6.               CANCELLATIONS

                  APD.SOP.3130 “Radio Operation and Usage”, effective November 1, 2007

7.               REFERENCES

                  APD.SOP.3088 “Signals and Codes”

                  APD.SOP.3190 “Juvenile Procedures”

                  APD.SOP.6010 “Communications”

                  APD.SOP.2020 “Disciplinary Process”