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Applicable
To: All sworn employees |
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Approval Authority: Chief George N. Turner |
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Signature: Signed by |
Date Signed: 9/30/11 |
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To establish policy and procedure for issuing citation books and accounting for all citation books issued to employees.
The Atlanta Police Department shall document the distribution of citation books to employees and ensure that all citations are accounted for and properly maintained.
3.1 Division commanders shall monitor the implementation of this directive.
3.2 Zone and section commanders shall implement this directive in their respective commands.
3.3 The Logistical Support Unit is responsible for the inventory, secure storage and distribution of all citation books purchased by the Department.
3.4 Supervisors are responsible for accounting for all citation books distributed to their command, securely storing them, distributing citation books to employees within their command, and forwarding appropriate records to the Logistical Support Unit.
3.5 Employees are responsible for all citation books distributed to them and completing and maintaining records for all citations issued.
3.6 The Central Records Unit is responsible for ensuring that all citations are accounted for and maintaining department copies of all citations issued or voided, including corresponding documentation. Records shall be stored at a minimum by month and section in a 15x11 7/8x5/8 brown fiber boxes in chronological order of destruction and / or retention date.
4.1 The Logistical Support Unit shall maintain inventory, distribute, and document all general arrest citation books, traffic citation books, and parking citation books purchased by the department. Logistical Support Unit shall distribute citation books to each section or unit as necessary. The Logistical Support Unit shall document the distribution of all citation books on Form APD 703: “Supply Requisition” and provide a copy of that form to Central Records. CALEA 5th Edition Standard 82.3.4 (b)
4.2 Section and unit supervisors shall issue each sworn employee in their command general arrest, traffic, or parking citation books as appropriate. Before a citation book is issued to the employee, the supervisors shall log the first and last citation number on Form APD-022T, 022P,and 022A (Supervisor Citation Log). Moreover, the supervisor shall give the employee a copy of Form APD-021 (Citation Log) for the purpose of logging all citations issued. Supervisors shall only issue one of each type of citation book to employees. CALEA 5th Edition Standard 82.3.4 (a)
4.3 Employees shall issue individual citations from each citation book in numerical sequence. Officers shall issue or void all citations in the citation book before being issued another citation book.
4.4 Employees shall attach the “Department Copy” of all traffic citations issued or voided to their Daily Activity Sheet, to be submitted to their immediate Supervisor at the completion of each Tour of Duty.
4.5 General and Traffic Citations
4.5.1 Supervisors shall forward the “Department Copy” of all issued traffic citations and the “Central Records” copy of all general citations to Central Records through the chain of command before the end of their tour of duty.
4.5.2 Citations can be voided by writing “VOID” in large block letters across the citation. Voided citations cannot be torn, ripped, or destroyed. A voided citation shall be entered by writing “VOID” in the Defendant column of the Citation Log Form APD-021.Voided citations shall be retained and submitted along with the completed Citation Log Form when returned to a supervisor. Employees shall retain the “Department Copy” of the voided citation and attach it to their Daily Activity Sheet.
4.5.3 All citations must be accounted for on the Supervisor’s Citation Log Form APD-022T, 022P, 022A and the Citation Log Form APD-021. Both citation log forms must be completed legibly and copies shall be maintained at the worksite for 3 years from the last log entry date.
4.5.4 A worksite or unit shall not issue citation books to an employee without the employee providing the original copy (s) of the completed Citations Log Form APD-021. The worksite or unit shall only issue citations by the book. Worksites or units may issue citations to an employee without the Citation Log Form being returned, only if provided with a signed memorandum from the employee. This memorandum should provide an explanation of why the employee is not returning the appropriate Citation Log Form (s) and must list the citation type and number of books requested.
4.5.5 The Logistical Support Unit shall not issue citations to a unit without the section or unit providing a combination of signed memorandums and/or the original copy (s) of the completed Supervisor’s Citations Log Form APD-022T, 022P, 022A and the Citation Log Forms APD-021. The Logistical Support Unit shall only issue citations by the case. One case contains 36 General Arrest citations books, 75 parking citations books, and 36 Traffic citations books.
4.5.6 The memorandum(s) should provide an explanation of why the unit is not returning the appropriate amount of Citation Log Form (s) and must list the citation type and number of cases requested. The Logistical Support Unit shall forward all memorandums, Supervisors’ Citations Log and the Citation Log Forms to Central Records for safekeeping. CALEA 5th Edition Standard 82.3.4 (b) and (c).
4.5.7 Central Records shall maintain records on all citations issued and/or voided by the Department. CALEA 5th Edition Standard 82.3.4 (c)
N/A
6. CANCELLATIONS
APD.SOP.3170 Citation Book Accountability issued December 1, 2007
7. REFERENCES
Form APD-021 “Citation Log”
Form APD-022T, 022P and 022A “Supervisors Citation Log”
Form APD-023 “Voided Citation Memorandum”
Form APD 703 “Supply Requisition”
Commission on Accreditation for Law Enforcement Agencies, 5th Edition Standard 82.3.4 a, b and c |
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