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The Field Inspections Unit has determined that compliance with the following procedures is an interest item, and recommended that additional training in this area be conducted.
The purpose of this training issue is to update supervisors and officers with the new procedures for the issuance, and accountability of citation books issued to employees. It is important to remember that proper documentation of all citation books is required by directive APD.SOP. 3170.
1. RESPONSIBILITIES
The Property Control Unit is responsible for the inventory and distribution of all citation books purchased by the Department.
Supervisors are responsible for accounting for all citation books distributed to their command, distributing citation books to employees within their command, and forwarding appropriate records to Central Records.
Employees are responsible for all citation books distributed to them and completing and maintaining records for all citations issued.
The Central Records Unit is responsible for maintaining Department copies of all citations issued or voided and all corresponding documentation in a secure area, and for ensuring that all citations are accounted for.
2. ACTION
The Property Control Unit will inventory, distribute, and document all general arrest citation books, traffic citation books, and parking citation books purchased by the Department. Property Control will distribute citation books to each section or unit as necessary. The Property Control Unit will document the distribution of all citations on a Form APD-703: Supply Requisition and provide a copy of that form to Central Records.
3. UNIT PROCEDURES
A. Section and unit supervisors will issue each sworn employee in their command general arrest, traffic, or parking citation books as appropriate. Supervisors will log the citation books issued to employees on Form APD-022 ‘Supervisor Citation Log’ and provide a copy of Form APD-021 ‘Citation Log’ to the employee. Employees will only be issued one of each type of citation book at a time.
B. Employees will issue individual citations from each citation book in numerical sequence. Officers will issue or void all citations in the citation book before being issued another citation book.
C. Employees will retain the “Officer Copy” of the citation, or attach it to Form APD-607 “Daily Activity Report.”
4. General and Traffic Citations
A. Employees will submit 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 at the end of their tour of duty.
B. Citations can be voided by writing VOID in large block letters across the citation. Voided citations cannot be torn, ripped, or destroyed. Employees must submit all parts of voided citations, except the “Officer Copy”, to Central Records through the chain of command at the end of their tour of duty. Form APD-023 “Voided Citation Memorandum” must be completed and accompany each voided citation.
C. All citations must be accounted for on Form APD-021 “Citation Log”. This form must be completed legibly and in its entirety and submitted to a supervisor after all citations in the citation book have been issued or voided. A voided citation will be entered by writing “VOID” in the Defendant column. Form APD-021 “Citation Log” must be submitted to Central Records through the chain of command.
D. Supervisors will forward the original copies of Form APD-022 “Supervisor Citation Log”, Form APD-021 “Citation Log”, and Form APD-023 “Voided Citation Memorandum” to Central Records. A copy of these forms may be maintained at the worksite.
E. Central Records will maintain records on all citations issued and/or voided by the Department.
5. REFERENCES (All reference forms can be accessed on the Department’s electronic web page.)
Form APD-022 “Supervisors Citation Log” Form APD-023 “Voided Citation Memorandum”
Commission on Accreditation for Law Enforcement Agencies, (CALEA) 82.3.4
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